Sunnycrest Handbook/Policies
WELCOME TO SUNNYCREST ANIMAL CARE CENTER!
All of us at Sunnycrest Animal Care Center are pleased to welcome you into our family of Animal Care Professionals.
Whether you are full-time or part-time or temporary, you have been carefully selected from a number of candidates for your interest in animal care. It is our opinion that you will work well with our dedicated staff and that you will work hard to provide our clients with superior service.
Each employee at Sunnycrest Animal Care Center performs a job function critical to the success of our hospital. We work very hard to make sure that you have all that you require in training and tools to perform at an excellent level. In return we expect no less than 100% of your energy and dedication.
It is important that every employee realize that Sunnycrest Animal Care Center does not guarantee any length of employment to any employee, and that Sunnycrest Animal Care Center has the right to terminate employment at any time with or without cause. Conversely, all employees have the right to resign at any time with or without cause.
Please take the time to carefully read this handbook and any other materials distributed to you. This handbook was designed to familiarize you with Sunnycrest Animal Care Center philosophy, benefits, policies, regulations, and operations. Sunnycrest maintains a separate “Procedures Manual” which you will be expected to read. Policies, procedures, and benefits are continually reviewed and updated, and Sunnycrest Animal Care Center reserves the right to modify, supplement, amend, or delete material in this handbook. You will be notified of any changes through the communications log and will have an opportunity to ask questions regarding handbook changes at any time.
This handbook was designed to provide you with an easy reference that will answer most questions you may have regarding employment. However, it does not discuss all subjects in detail.
For more information, ask your immediate supervisor or the Center Manager.
We hope that your experience here will be challenging, enjoyable, and rewarding. Again, welcome!
INTRODUCTORY STATEMENT
This handbook is designed to acquaint you with Sunnycrest and provide you with information about working conditions, employee benefits, and some of the policies affecting your employment. You should read, understand, and comply with all provisions of the handbook. It describes many of your responsibilities as an employee and outlines the programs developed by Sunnycrest to benefit employees. One of our objectives is to provide a work environment that is conducive to both personal and professional growth.
No employee handbook can anticipate every circumstance or question about policy. As Sunnycrest continues to grow, the need may arise and Sunnycrest reserves the right to revise, supplement, or rescind any policies or portion of the handbook from time to time as it deems appropriate, in its sole and absolute discretion. The only exception to any changes is our employment-at-will policy permitting you or Sunnycrest to end our relationship for any reason at any time. Employees will, of course, be notified of such changes to the handbook as they occur.
EMPLOYEE ACKNOWLEDGEMENT FORM
The employee handbook describes important information about Sunnycrest, and I understand that I should consult the Office Manager regarding any questions not answered in the handbook.
I have entered into my employment relationship with Sunnycrest voluntarily and acknowledge that there is no specified length of employment. Accordingly, either I or Sunnycrest can terminate the relationship at will, with or without cause, at any time, so long as there is no violation of applicable federal or state law.
Since the information, policies, and benefits described here are necessarily subject to change, I acknowledge that revisions to the handbook may occur, except to Sunnycrest’s policy of employment-at-will. All such changes will be communicated through official notices, and I understand that revised information may supersede, modify, or eliminate existing policies. Only the chief executive officer of Sunnycrest has the ability to adopt any revisions to the policies in this handbook.
Furthermore, I acknowledge that this handbook is neither a contract of employment nor a legal document. I have received the handbook, and I understand that it is my responsibility to read and comply with the policies contained in this handbook and any revisions made to it.
EMPLOYEES NAME (printed): _______________________________________________
EMPLOYEES SIGNATURE: _________________________________________________
DATE: __________________________________
CLIENT RELATIONS
Clients are among our organization’s most valuable assets. Every employee represents Sunnycrest to our clients and the public. The way we do our jobs presents an image of our entire organization. Clients judge all of us by how they are treated with each employee contact. Therefore, one of our first business priorities is to assist any client or potential client. Nothing is more important than being courteous, friendly, helpful, and prompt in the attention you give to clients.
Sunnycrest will provide client relations and services training to all employees with extensive client contact. Clients who wish to lodge specific comments or complaints should be directed to the Office Manager for appropriate action. Our personal contact with the public, our manners on the telephone, and the communications we send to clients are a reflection not only of ourselves, but also of the professionalism of Sunnycrest. Positive client relations not only enhance the public’s perception or image of Sunnycrest and the veterinary profession, but also pay off in greater client loyalty. Most of our clients come to us by word of mouth referrals so the importance of “doing unto others as you would have others do unto you” can not be stressed enough.
101 Nature of Employment
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Employment with Sunnycrest is voluntarily entered into, and the employee is free to resign at will at any time, with or without cause. Similarly, Sunnycrest may terminate the employment relationship at will at any time, with or without notice or cause, so long as there is no violation of applicable federal or state law.
Policies set forth in this handbook are not intended to create a contract, nor are they to be construed to constitute contractual obligations of any kind or a contract of employment between Sunnycrest and any of its employees. The provisions of the handbook have been developed at the discretion of management and, except for its policy of employment-at-will, may be amended or cancelled at any time, at Sunnycrest’s sole discretion.
These provisions supersede all existing policies and practices and may not be amended or added to without the express written approval of the chief executive officer of Sunnycrest.
102 Employee Relations
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Sunnycrest believes that the work conditions, wages, and benefits it offers to its employees are competitive with those offered by other employers in this area and in this industry. If employees have concerns about work conditions or compensation, they are strongly encouraged to voice these concerns openly and directly to their supervisors.
Our experience has shown that when employees deal openly and directly with supervisors, the work environment can be excellent, communications can be clear, and attitudes can be positive. We believe that Sunnycrest amply demonstrates its commitment to employees by responding effectively to employee concerns.
103 Equal Employment Opportunity
Effective Date: 10/7/2007
In order to provide equal employment and advancement opportunities to all individuals, employment decisions at Sunnycrest will be based on merit, qualifications, and abilities. Sunnycrest does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by law.
Sunnycrest will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.
Any employees with questions or concerns about any type of discrimination in the workplace are encouraged to bring these issues to the attention of their immediate supervisor or the Office Manager. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment.
104 Business Ethics and Conduct
Effective Date: 10/7/2007
Revision Date: 10/7/2007
The successful business operation and reputation of Sunnycrest is built upon the principles of fair dealing and ethical conduct of our employees. Our reputation for integrity and excellence requires careful observance of the spirit and letter of all applicable laws and regulations, as well as a scrupulous regard for the highest standards of conduct and personal integrity.
The continued success of Sunnycrest is dependent upon our customers’ trust and we are dedicated to preserving that trust. Employees owe a duty to Sunnycrest, and its clients to act in a way that will merit the continued trust and confidence of the public.
Sunnycrest will comply with all applicable laws and regulations and expects its directors, officers, and employees to conduct business in accordance with the letter, spirit, and intent of all relevant laws and to refrain from any illegal, dishonest, or unethical conduct.
In general, the use of good judgment, based on high ethical principles, will guide you with respect to lines of acceptable conduct. If a situation arises where it is difficult to determine the proper course of action, the matter should be discussed openly with your immediate supervisor and, if necessary, with the Office Manager or one of the doctors for advice and consultation.
Compliance with this policy of business ethics and conduct is the responsibility of every Sunnycrest employee. Disregarding or failing to comply with this standard of business ethics and conduct could lead to disciplinary action, up to and including possible termination of employment.
105 Personal Relationships in the Workplace
Effective Date: 10/7/2007
Revision Date: 10/7/2007
The employment of relatives or individuals involved in a dating relationship in the same area of an organization may cause serious conflicts and problems with favoritism and employee morale. In addition to claims of partiality in treatment at work, personal conflicts from outside the work environment can be carried over into day-to-day working relationships.
For purposes of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the employee is similar to that of persons who are related by blood or marriage. A dating relationship is defined as a relationship that may be reasonably expected to lead to the formation of a consensual “romantic” or sexual relationship. This policy applies to all employees without regard to the gender or sexual orientation of the individuals involved.
Although Sunnycrest has no prohibition against employing relatives of current employees or individuals involved in a dating relationship with current employees, we are committed to monitoring situations in which such relationships exist in the same area. In case of actual or potential problems, Sunnycrest will take prompt action. This can include reassignment or, if necessary, termination of employment for one or both of the individuals involved. Employees in a close personal relationship should refrain from public workplace displays of affection or excessive personal conversation.
107 Immigration Law Compliance
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Sunnycrest is committed to employing only United States citizens and aliens who are authorized to work in the United States and does not unlawfully discriminate on the basis of citizenship or national origin.
In compliance with the Immigration Reform and Control Act of 1986, each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. Former employees who are re-hired must also complete the form if they have not completed an I-9 with Sunnycrest within the past three years, or if their previous I-9 is no longer retained or valid.
Employees with questions or seeking more information on immigration law issues are encouraged to contact the Office Manager. Employees may raise questions or complaints about immigration law compliance without fear of reprisal.
108 Conflicts of Interest
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Employees have an obligation to conduct business within guidelines that prohibit actual or potential conflicts of interest. This policy establishes only the framework within which Sunnycrest wishes the business to operate. The purpose of these guidelines is to provide general direction so that employees can seek further clarification on issues related to the subject of acceptable standards of operation. Contact Dr. Glassberg or Dr. Grimes for more information or questions about conflicts of interest.
An actual or potential conflict of interest occurs when an employee is in a position to influence a decision that may result in a personal gain for that employee or for a relative as a result of Sunnycrest’s business dealings. For the purposes of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the employee is similar to that of persons who are related by blood or marriage.
No “presumption of guilt” is created by the mere existence of a relationship with outside firms. However, if employees have any influence on transactions involving purchases, contracts, or leases, it is imperative that they disclose to an officer of Sunnycrest as soon as possible the existence of any actual or potential conflict of interest so that safeguards can be established to protect all parties.
Personal gain may result not only in cases where an employee or relative has a significant ownership in a firm with which Sunnycrest does business, but also when an employee or relative receives any kickback, bribe, substantial gift, or special consideration as a result of any transaction or business dealings involving Sunnycrest.
110 Outside Employment
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Employees may hold outside jobs as long as they meet the performance standards of their job with Sunnycrest. All employees will be judged by the same performance standards and will be subject to Sunnycrest’s scheduling demands, regardless of any existing outside work requirements.
If Sunnycrest determines that an employee’s outside work interferes with performance or the ability to meet the requirements of Sunnycrest as they are modified from time to time, the employee may be asked to terminate the outside employment if he or she wishes to remain with Sunnycrest.
Outside employment that constitutes a conflict of interest is prohibited. Employees may not receive any income or material gain from individuals outside Sunnycrest for materials produced or services rendered while performing their jobs.
112 Non-Disclosure
Effective Date: 10/7/2007
Revision Date: 10/7/2007
The protection of confidential business information and trade secrets is vital to the interests and the success of Sunnycrest. Such confidential information includes, but is not limited to, the following examples:
* compensation data
* computer processes
* computer programs and codes
* customer lists
* customer preferences
* financial information
* marketing strategies
All employees may be required to sign a non-disclosure agreement as a condition of employment. Employees who improperly use or disclose trade secrets or confidential business information will be subject to disciplinary action, up to and including termination of employment and legal action, even if they do not actually benefit from the disclosed information.
Discussing one’s compensation (pay rate) with other employees is strictly prohibited.
181 Scheduling of School Classes
Effective Date: 10/7/2007
Sunnycrest encourages employees in their educational pursuits and will, in most instances, be able to co-ordinate shift schedules with school schedules. Sunnycrest will make no guarantee as to the number of work hours assigned when coordinating shift and school schedules.
201 Employment Categories
Effective Date: 10/7/2007
Revision Date: 10/7/2007
It is the intent of Sunnycrest to clarify the definitions of employment classifications so that employees understand their employment status and benefit eligibility. These classifications do not guarantee employment for any specified period of time. Accordingly, the right to terminate the employment relationship at will at any time is retained by both the employee and Sunnycrest.
Each employee is designated as either NONEXEMPT or EXEMPT from federal and state wage and hour laws. NONEXEMPT employees are entitled to overtime pay under the specific provisions of federal and state laws. EXEMPT employees are excluded from specific provisions of federal and state wage and hour laws. An employee’s EXEMPT or NONEXEMPT classification may be changed only upon written notification by Sunnycrest management.
In addition to the above categories, each employee will belong to one other employment category:
REGULAR FULL-TIME employees are those who are not in a temporary or introductory status and who are regularly scheduled to work Sunnycrest’s full-time schedule. Generally, they are eligible for Sunnycrest’s benefit package, subject to the terms, conditions, and limitations of each benefit program.
PART-TIME employees are those who are not assigned to a temporary or introductory status and who are regularly scheduled to work less than 30 hours per week. While they do receive all legally mandated benefits (such as Social Security and workers’ compensation insurance), they are ineligible for all of Sunnycrest’s other benefit programs.
INTRODUCTORY employees are those whose performance is being evaluated to determine whether further employment in a specific position or with Sunnycrest is appropriate. Employees who satisfactorily complete the introductory period will be notified of their new employment classification.
TEMPORARY employees are those who are hired as interim replacements, to temporarily supplement the work force, or to assist in the completion of a specific project. Employment assignments in this category are of a limited duration. Employment beyond any initially stated period does not in any way imply a change in employment status. Temporary employees retain that status unless and until notified of a change. While temporary employees receive all legally mandated benefits (such as workers’ compensation insurance and Social Security), they are ineligible for all of Sunnycrest’s other benefit programs.
202 Access to Personnel Files
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Sunnycrest maintains a personnel file on each employee. The personnel file includes such information as the employee’s job application, resume, records of training, documentation of performance appraisals and salary increases, and other employment records.
Personnel files are the property of Sunnycrest, and access to the information they contain is restricted. Generally, only supervisors and management personnel of Sunnycrest who have a legitimate reason to review information in a file are allowed to do so.
Employees who wish to review their own file should contact the Office Manager. With reasonable advance notice, employees may review their own personnel files in Sunnycrest’s offices and in the presence of an individual appointed by Sunnycrest to maintain the files.
203 Employment Reference Checks
Effective Date: 10/7/2007
Revision Date: 10/7/2007
To ensure that individuals who join Sunnycrest are well qualified and have a strong potential to be productive and successful, it is the policy of Sunnycrest to check the employment references of all applicants.
The Office Manager will respond to all reference check inquiries from other employers. Responses to such inquiries will confirm only dates of employment, wage rates, and position(s) held. No employment data will be released without a written authorization and release signed by the individual who is the subject of the inquiry.
204 Personnel Data Changes
Effective Date: 10/7/2007
Revision Date: 10/7/2007
It is the responsibility of each employee to promptly notify Sunnycrest of any changes in personnel data. Personal mailing addresses, telephone numbers, e-mail addresses, number and names of dependents, individuals to be contacted in the event of an emergency, educational accomplishments, and other such status reports should be accurate and current at all times. If any personnel data has changed, notify the Office Manager.
205 Introductory Period
Effective Date: 10/7/2007
Revision Date: 10/7/2007
The introductory period is intended to give new employees the opportunity to demonstrate their ability to achieve a satisfactory level of performance and to determine whether the new position meets their expectations. Sunnycrest uses this period to evaluate employee capabilities, work habits, and overall performance. Either the employee or Sunnycrest may end the employment relationship at will at any time during or after the introductory period, with or without cause or advance notice.
All new and re-hired employees work on an introductory basis for the first 90 calendar days after their date of hire. Any significant absence will automatically extend an introductory period by the length of the absence. If Sunnycrest determines that the designated introductory period does not allow sufficient time to thoroughly evaluate the employee’s performance, the introductory period may be extended for a specified period.
In cases of promotions or transfers within Sunnycrest, an employee who, in the sole judgement of management, is not successful in the new position can be removed from that position at any time during the secondary introductory period. If this occurs, the employee may be allowed to return to his or her former job or to a comparable job for which the employee is qualified, depending on the availability of such positions and Sunnycrest’s needs.
Upon satisfactory completion of the introductory period, employees enter the “regular” employment classification.
During the introductory period, new employees are eligible for those benefits that are required by law, such as workers’ compensation insurance and Social Security. After becoming regular employees, they may also be eligible for other Sunnycrest-provided benefits, subject to the terms and conditions of each benefits program. Employees should read the information for each specific benefits program for the details on eligibility requirements.
208 Employment Applications
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Sunnycrest relies upon the accuracy of information contained in the employment application, as well as the accuracy of other data presented throughout the hiring process and employment. Any misrepresentations, falsification, or material omissions in any of this information or data may result in the exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment.
209 Performance Evaluation
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Supervisors and employees are strongly encouraged to discuss job performance and goals on an informal, day-to-day basis. Formal performance evaluations are conducted at the end of an employee’s initial period in any new position. This period, known as the introductory period, allows the supervisor and the employee to discuss the job responsibilities, standards, and performance requirements of the new position. Additional formal performance evaluations are conducted to provide both supervisors and employees the opportunity to discuss job tasks, identify and correct weaknesses, encourage and recognize strengths, and discuss positive, purposeful approaches for meeting goals.
Performance evaluations are scheduled approximately every 6 months, coinciding generally with the anniversary of the employee’s original date of hire.
Merit-based pay adjustments are awarded by Sunnycrest in an effort to recognize truly superior employee performance. The decision to award such an adjustment is dependent upon numerous factors, including the information documented by this formal performance evaluation process.
214 Medical Information Privacy
This Medical Information Privacy policy describes how health information about employees may be used and disclosed by Sunnycrest and how employees can get access to this information. Sunnycrest is committed to maintaining and protecting the confidentiality of our employees’ personal information in compliance with the Health Insurance Portability and Accountability Act (HIPAA). The Office Manager is the designated Privacy Officer for all employee medical information.
This policy of privacy practices applies to the health plans of Sunnycrest that are covered by privacy regulations, for example health benefit plans, dental plans, employee assistance plans, and pharmacy benefit programs (collectively referred to as the Benefit Plans). The Benefit Plans are required by federal and state law to protect the privacy of employees’ individually identifiable health information and other personal information and to provide employees with notice about their policies, safeguards, and practices. When the Benefit Plans use or disclose employees’ protected health information, the Benefit Plans are bound by the terms of this policy, or a revised policy, if applicable.
The Benefit Plans will not use employees’ protected health information or disclose it to others without the employees’ authorization, except for the following purposes:
Treatment – The Benefit Plans may disclose employees’ protected health information, or employees’ covered dependents’ protected health information, to a health care provider or administrator for its provision, coordination, or management of the employees’ health care and related services. For example, prior to providing a health service to an employee, the employee’s doctor may ask for information concerning whether and when the service was previously provided to the employee. The Benefit Plans may use and disclose employees’ protected health information for treatment activities of a health care provider.
Payment – The Benefit Plans may use and disclose employees’ protected health information to facilitate payment of premiums for employees’ coverage, and to determine and fulfill their responsibility to provide employees’ medical, dental, and EAP benefits. For example, employees’ protected health information may be used to make coverage determinations, administer claims, and coordinate benefits with other coverage employees may have. The Benefit Plans may also disclose employees’ protected health information to a health plan or administrator to determine employees’ eligibility for coverage, or for the health care provider to obtain payment for health care services provided to the employee.
Health Care Operations – The Benefit Plans may use and disclose employees’ protected health information for their health care operations, or the health care operations of a third party administrator of the Benefit Plans. For example, the Benefit Plans may use protected health information to conduct quality assessment and improvement activities. Other health care operations may include providing appointment reminders, or sending employees information about treatment alternatives or other health-related benefits and services. The Benefit Plans also may disclose employees’ protected health information to another health plan or provider that has a relationship with an employee, so that it can conduct quality assessment and improvement activities (for example, to perform case management).
Disclosure to Employer or Operating Company – The Benefit Plans may disclose employees’ protected health information to Sunnycrest, or to a company acting on the behalf of Sunnycrest, so that it can monitor, audit, and otherwise administer the employee health benefit plan in which employees participate. Sunnycrest and its operating companies are not permitted to use protected health information for any purpose other than administration of employees’ health, dental, and EAP benefits. The Benefit Plans will not disclose protected health information to Sunnycrest for the purposes of employment-related actions or decisions, or in connection with any other benefit or employee benefit plan. The Benefit Plans will identify employees who are authorized to receive and use protected health information.
Disclosure to Health Care Vendors and Accreditation Organizations – The Benefit Plans may disclose employees’ protected health information to companies with whom they contract, if they need it to perform requested services. For example, the Benefit Plans may provide protected health information to vendors who provide important information and guidance to plan members with chronic conditions such as diabetes and asthma. Protected health information may be disclosed to accreditation organizations such as the National Committee for Quality Assurance (NCQA) for quality measurement purposes. When the Benefit Plans enter into these arrangements, they will obtain a written agreement to protect employees’ protected health information.
Public Health Activities – The Benefit Plans may disclose employees’ protected health information for the following public health activities and purposes: 1) to report health information to public health authorities that are authorized by law to receive such information for the purpose of controlling disease, injury, or disability; 2) to report child abuse or neglect to a government authority that is authorized by law to receive such reports; 3) to report information about a product or activity that is regulated by the U.S. Food and Drug Administration (FDA) to a person responsible for the quality, safety, or effectiveness of the product or activity; and, 4) to alert a person who may have been exposed to a communicable disease, if the Benefit Plans are authorized by law to give this notice.
Health Oversight Activities – The Benefit Plans may disclose employees’ protected health information to a government agency that is legally responsible for oversight of the health care system or for ensuring compliance with the rules of government benefit programs, such as Medicare or Medicaid, or other regulatory programs that need health information to determine compliance.
For Research – The Benefit Plans may disclose employees’ protected health information for medical research purposes, subject to strict legal restrictions.
To Comply with the Law – The Benefit Plans may use and disclose employees’ protected health information to comply with the law.
Judicial and Administrative Proceedings – The Benefit Plans may disclose employees’ protected health information in a judicial or administrative proceeding or in response to a legal order.
Law Enforcement Officials – The Benefit Plans may disclose employees’ protected health information to the police or other law enforcement officials, as required by law or in compliance with a court order or other process authorized by law.
Health or Safety – The Benefit Plans may disclose employees’ protected health information to prevent or lessen a serious and imminent threat to employees’ health or safety or the health and safety of the general public.
Government Functions – The Benefit Plans may disclose employees’ protected health information to various departments of the government such as the U.S. military or the U.S. Department of State.
Workers’ Compensation – The Benefit Plans may disclose employees’ protected health information when necessary to comply with workers’ compensation laws.
Other – The Benefit Plans may disclose employees’ protected health information when necessary to file claims with re-insurers or stop-loss carriers, or to obtain coverage with re-insurers or stop-loss carriers. The Benefit Plans may also disclose employees’ protected health information to subrogation vendors to recoup payments made by the Benefit Plans that were reimbursed by other insurance arrangements.
Uses and Disclosures with Employees’ Written Authorization – The Benefit Plans will not use or disclose employees’ protected health information for any purpose other than the purposes described in this policy without the employees’ written authorization. For example, the Benefit Plans will not supply protected health information to another company for its marketing purposes or to a potential employer with whom an employee is seeking employment without the employee’s signed authorization. Employees may revoke an authorization that has previously been given by sending a written request to the Office Manager, but not with respect to any actions the Benefit Plans have already taken.
Disclosure to Others Involved in an Employee’s Care – The Benefit Plans may disclose protected health information about employees to a relative, a friend, the subscriber of employees’ benefits, or any other person employees identify, provided the information is directly relevant to that person’s involvement with employees’ health care or payment for that care. For example, if a family member or a caregiver calls Sunnycrest with knowledge of an employee’s protected health information, Sunnycrest may confirm protected health information or answer questions. Employees have the right to stop or limit this type of disclosure by contacting the Office Manager. If an employee is a minor, the employee also may have the right to block parental access to the employee’s protected health information in certain circumstances, if permitted by state law.
Employees may request restrictions on the use and disclosure of the employee’s protected health information for the treatment, payment, and health care operations purposes explained in this policy. While the Benefit Plans will consider all requests for restrictions carefully, the Benefit Plans are not required to agree to a requested restriction.
Employees may ask to receive communications of their protected health information from the Benefit Plans by alternative means of communication or at alternative locations. While the Benefit Plans will consider reasonable requests carefully, they are not required to agree to all requests.
Employees may ask to inspect or to obtain a copy of their protected health information that is included in certain records the Benefit Plans maintain. Under limited circumstances, the Benefit Plans may deny employees access to a portion of their records. If employees request copies, the Benefit Plans may charge employees copying and mailing costs.
Employees have the right to ask the Benefit Plans to amend protected health information that is contained in the Benefit Plans records. If the Benefit Plans determine that the record is inaccurate, and the law permits the Benefit Plans to amend it, the Benefit Plans will correct it. If the employee’s doctor or another person created the information that the employee wants to change, the employees should ask that person to amend the information.
Upon request, employees may obtain an accounting of disclosures the Benefit Plans have made of their protected health information. The accounting that the Benefit Plans provide will not include disclosures made before April 14, 2003, disclosures made for treatment, payment or health care operations, disclosures made earlier than six years before the date of the request, and certain other disclosures that are exempted by law. If employees request an accounting more than once during any 12-month period, the Benefit Plans will charge those employees a reasonable fee for each accounting statement after the first one.
Employees may contact the Office Manager to obtain a paper copy of this policy, even if the employees previously agreed to receive notices electronically. Employees must also contact the Office Manager if they wish to make any of the requests listed above.
If employees want more information about privacy rights, do not understand their privacy rights, are concerned that the Benefit Plans have violated their privacy rights, or disagree with a decision that the Benefit Plans made about access to protected health information, they may contact the Office Manager. Employees may also file written complaints with the Secretary of the U.S. Department of Health and Human Services. Sunnycrest will not take any action against employees if they file a complaint.
Sunnycrest may change the terms of this policy at any time. If Sunnycrest changes this policy, Sunnycrest may make the new policy terms effective for all protected health information that the Benefit Plans maintain, including any information the Benefit Plans created or received before Sunnycrest issued the new policy. If Sunnycrest makes any changes to the Medical Information Privacy policy, notice of the changes will be provided to employees.
Effective Date: 10/8/2007
Revision Date:
216 Social security number policy
To protect employees’ personal information, Sunnycrest prohibits the use of employees’ Social Security numbers for identification purposes, except as allowed by law. Sunnycrest will not:
* Publicly post or publicly display in any manner an employee’s Social Security number. “Publicly post” or “publicly display” means to intentionally communicate or otherwise make available to the general public.
* Print an employee’s Social Security number on any card required for the employee to access products or services provided by Sunnycrest.
* Require an employee to transmit his or her Social Security number over the Internet, unless the connection is secure or the Social Security number is encrypted.
* Require an employee to use his or her Social Security number to access an Internet web site, unless a password or unique personal identification number or other authentication device is also required to access the Internet web site.
* Print an employee’s Social Security number on any materials that are mailed to the employee, unless state or federal law requires the Social Security number to be on the document to be mailed.
However, Social Security numbers may be included in applications and forms sent by mail, including documents sent as part of an application or enrollment process; or to establish, amend, or terminate an account, contract, or policy; or to confirm the accuracy of the Social Security number.
In instances where Sunnycrest previously used an employee’s Social Security number in a manner inconsistent with this policy, it will continue using that employee’s Social Security number in that manner, if all of the following conditions are met:
* The use of the Social Security number is continuous. If the use is stopped for any reason, the conditions listed above will apply.
* The employee is provided an annual disclosure that informs the employee that he or she has the right to stop the use of his or her Social Security number in a manner prohibited by those conditions listed above.
A written request by an employee to stop the use of his or her Social Security number in a prohibited manner will be implemented within 30 days of the receipt of the request. There will be no fee or charge for implementing the request.
Sunnycrest will not deny services to an employee because the employee makes a written request to stop the use of his or her Social Security number.
Sunnycrest will continue to collect, use, or release Social Security numbers as required by state or federal law, and may use Social Security numbers for internal verification or administrative purposes.
Employees who have questions about this policy or who feel that their Social Security number has been used inappropriately by Sunnycrest should contact the Office Manager.
Effective Date: 10/8/2007
Revision Date:
281 Recruitment
Effective Date: 2/2/1994
Revision Date: 10/7/2007
Sunnycrest Animal Care Center favors promotion from within to fill job vacancies. Our objective is to provide equal opportunity in hiring, training, and promotion of all employees to enhance our mutual growth. We also recognize, however, that it is sometimes necessary to hire from the outside for positions requiring experience or technical knowledge.
Notice of any current job openings will be posted on the bulletin board or in the Communications Log.
The primary impetus for development must come from the individual employee. Your performance, skills, and goals will help determine your rate of advancement. It is our purpose to facilitate the development of your knowledge and skills which will help you achieve your career goals.
301 Employee Benefits
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Eligible employees at Sunnycrest are provided a wide range of benefits. A number of the programs (such as Social Security, workers’ compensation, state disability, and unemployment insurance) cover all employees in the manner prescribed by law.
Benefits eligibility is dependent upon a variety of factors, including employee classification. Your supervisor can identify the programs for which you are eligible. Details of many of these programs can be found elsewhere in the employee handbook.
The following benefit programs are available to eligible employees:
* Benefit Conversion at Termination
* Bereavement Leave
* Employee Discounts
* Health Insurance
* Holidays
* Jury Duty Leave
* Vacation Benefits
* Voting Time Off
* Witness Duty Leave
Some benefit programs require contributions from the employee, but most are fully paid by Sunnycrest.
303 Vacation Benefits
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Vacation time off with pay is available to eligible employees to provide opportunities for rest, relaxation, and personal pursuits. Employees in the following employment classification(s) are eligible to earn and use vacation time as described in this policy:
* Regular full-time employees
The amount of paid vacation time employees receive each year increases with the length of their employment as shown in the following schedule:
*Upon initial eligibility the employee is entitled to 6 vacation days each year.
*After 3 years of eligible service the employee is entitled to 12 vacation days each year.
The length of eligible service is calculated on the basis of a “benefit year.” This is the 12-month period that begins when the employee starts to earn vacation time. An employee’s benefit year may be extended for any significant leave of absence except military leave of absence. Military leave has no effect on this calculation. (See individual leave of absence policies for more information.)
Once employees enter an eligible employment classification, they begin to earn paid vacation time according to the schedule. Earned vacation time is available for use in the year following its accrual.
Paid vacation time can be used in minimum increments of one day. To take vacation, employees should request advance approval from their office manager. Requests will be reviewed based on a number of factors, including business needs and staffing requirements.
Vacation time off is paid at the employee’s base pay rate at the time of vacation. It does not include overtime or any special forms of compensation such as incentives, commissions, bonuses, or shift differentials.
As stated above, employees are encouraged to use available paid vacation time for rest, relaxation, and personal pursuits. In the event that available vacation is not used by the end of the benefit year, employees may carry unused time forward to the next benefit year. If the total amount of unused vacation time reaches a “cap” equal to two times the annual vacation amount, further vacation accrual will stop. When the employee uses paid vacation time and brings the available amount below the cap, vacation accrual will begin again.
Upon termination of employment, employees will be paid for unused vacation time that has been earned through the last day of work. However, if Sunnycrest, in its sole discretion, terminates employment for cause, forfeiture of unused vacation time may result.
305 Holidays
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Sunnycrest will grant holiday time off to all employees on the holidays listed below:
* New Year’s Day (January 1)
* Memorial Day (last Monday in May)
* Independence Day (July 4)
* Labor Day (first Monday in September)
* Thanksgiving (fourth Thursday in November)
* Christmas (December 25)
Sunnycrest will grant paid holiday time off to all eligible employees who have completed 90 calendar days of service in an eligible employment classification. Holiday pay will be calculated based on the employee’s straight-time pay rate (as of the date of the holiday) times the number of hours the employee would otherwise have worked on that day. Eligible employee classification(s):
* Regular full-time employees
To be eligible for holiday pay, employees must work the last scheduled day immediately preceding and the first scheduled day immediately following the holiday.
If a recognized holiday falls during an eligible employee’s paid absence (e.g., vacation, sick leave), the employee will be ineligible for holiday pay.
If eligible nonexempt employees work on a recognized holiday, they will receive holiday pay plus wages at one and one-half times their straight-time rate for the hours worked on the holiday.
Paid time off for holidays will not be counted as hours worked for the purposes of determining overtime.
All staff members are required to work a minimum of one shift on all holidays. The office manager will schedule these shifts.The number of shifts employees will be required to work will vary according to staffing levels and needs.
306 Workers’ Compensation Insurance
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Sunnycrest provides a comprehensive workers’ compensation insurance program at no cost to employees. This program covers any injury or illness sustained in the course of employment that requires medical, surgical, or hospital treatment. Subject to applicable legal requirements, workers’ compensation insurance provides benefits after a short waiting period or, if the employee is hospitalized, immediately.
Employees who sustain work-related injuries or illnesses should inform their supervisor immediately. No matter how minor an on-the-job injury may appear, it is important that it be reported immediately. This will enable an eligible employee to qualify for coverage as quickly as possible.
Neither Sunnycrest nor the insurance carrier will be liable for the payment of workers’ compensation benefits for injuries that occur during an employee’s voluntary participation in any off-duty recreational, social, or athletic activity sponsored by Sunnycrest.
308 Time Off to Vote
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Sunnycrest encourages employees to fulfill their civic responsibilities by participating in elections. Generally, employees are able to find time to vote either before or after their regular work schedule. If employees are unable to vote in an election during their nonworking hours, Sunnycrest will grant up to 1 hours of unpaid time off to vote.
Employees should request time off to vote from their supervisor at least two working days prior to the election day. Advance notice is required so that the necessary time off can be scheduled at the beginning or end of the work shift, whichever provides the least disruption to the normal work schedule.
Employees must submit a voter’s receipt on the first working day following the election to qualify for time off.
309 Bereavement Leave
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Employees who wish to take time off due to the death of an immediate family member should notify their supervisor immediately. Unpaid time off will be granted to allow the employee to attend the funeral and make any necessary arrangements associated with the death.
Bereavement leave will normally be granted unless there are unusual business needs or staffing requirements. Employees may, with their supervisors’ approval, use any available paid leave for additional time off as necessary.
Sunnycrest defines “immediate family” as the employee’s spouse, parent, child, sibling; the employee’s spouse’s parent, child, or sibling; the employee’s child’s spouse; grandparents or grandchildren.
311 Jury Duty
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Sunnycrest encourages employees to fulfill their civic responsibilities by serving jury duty when required. Employees may request unpaid jury duty leave for the length of absence. If desired, employees may use any available paid time off (for example, vacation benefits).
Employees must show the jury duty summons to their supervisor as soon as possible so that the supervisor may make arrangements to accommodate their absence. Of course, employees are expected to report for work whenever the court schedule permits.
Either Sunnycrest or the employee may request an excuse from jury duty if, in Sunnycrest’s judgment, the employee’s absence would create serious operational difficulties.
Sunnycrest will continue to provide health insurance benefits until the end of the first full month of unpaid jury duty leave. At that time, employees will become responsible for the full costs of these benefits if they wish coverage to continue. When the employee returns from jury duty, benefits will again be provided by Sunnycrest according to the applicable plans.
Benefit accrual such as vacation, sick leave, or holiday benefits will be suspended during unpaid jury duty leave and will resume upon return to active employment.
312 Witness Duty
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Sunnycrest encourages employees to appear in court for witness duty when subpoenaed to do so.
If employees have been subpoenaed or otherwise requested to testify as witnesses by Sunnycrest, they will receive paid time off for the entire period of witness duty.
Employees will be granted unpaid time off to appear in court as a witness when requested by a party other than Sunnycrest. Employees are free to use any available paid leave benefit (such as vacation leave) to receive compensation for the period of this absence.
The subpoena should be shown to the employee’s supervisor immediately after it is received so that operating requirements can be adjusted, where necessary, to accommodate the employee’s absence. The employee is expected to report for work whenever the court schedule permits.
313 Benefits Continuation (COBRA)
Effective Date: 10/7/2007
Revision Date: 10/7/2007
The federal Consolidated Omnibus Budget Reconciliation Act (COBRA) gives employees and their qualified beneficiaries the opportunity to continue health insurance coverage under Sunnycrest’s health plan when a “qualifying event” would normally result in the loss of eligibility. Some common qualifying events are resignation, termination of employment, or death of an employee; a reduction in an employee’s hours or a leave of absence; an employee’s divorce or legal separation; and a dependent child no longer meeting eligibility requirements.
Under COBRA, the employee or beneficiary pays the full cost of coverage at Sunnycrest’s group rates plus an administration fee. Sunnycrest provides each eligible employee with a written notice describing rights granted under COBRA when the employee becomes eligible for coverage under Sunnycrest’s health insurance plan. The notice contains important information about the employee’s rights and obligations.
316 Health Insurance
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Sunnycrest’s health insurance plan provides employees and their dependents access to medical insurance benefits. Employees in the following employment classifications are eligible to participate in the health insurance plan:
* Regular full-time employees
Eligible employees may participate in the health insurance plan subject to all terms and conditions of the agreement between Sunnycrest and the insurance carrier.
A change in employment classification that would result in loss of eligibility to participate in the health insurance plan may qualify an employee for benefits continuation under the Consolidated Omnibus Budget Reconciliation Act (COBRA). Refer to the Benefits Continuation (COBRA) Policy for more information.
Details of the health insurance plan are described in the Summary Plan Description (SPD). An SPD and information on cost of coverage will be provided in advance of enrollment to eligible employees. Contact the Office Manager for more information about health insurance benefits.
381 Employee Discounts
Effective Date: 2/2/1994
Revision Date: 10/7/2007
Discount Policy
Services/Products Part Time Full Time
Office Call/Exam 50% 100%
Medical/Nursing 40% 50%
Bathing (not Grooming)
Prescriptions
Boarding
Pet Products 40% 50%
Science Diet 20% 20%
Prescription Diets 25% 25%
HealthBlend
Vaccinations* 50% 60%
*Discount is off regular prices not vaccine clinic prices
Employee Payment Policy
It is Sunnycrest Animal Care Center policy that employees do not invoice their own personal purchases of goods or services provided by Sunnycrest.
If you bring a pet in for boarding, grooming, or veterinary work, you are to pull your chart and place it in the appropriate spot, depending on what the pet has been brought in for.
Charges for the services rendered or the goods purchased will be entered into the computer by either a shift senior or other supervisor and invoiced out the day the pet leaves or the goods are taken home by a shift senior or supervisor who will also initial the transaction in the patient’s record. Seniors may have another Senior or the Center Manager do their invoice.
Under no circumstances will an employee invoice his or her own purchases or adjust his or her own chart in any way.
All fees incurred are to be paid at the time services are rendered.
Discounts apply ONLY to pets owned personally by the employee.
There are no discounts on grooming by the Groomer.
Any employee who has an existing account balance is expected to continue to make regular payments. New charges will not be added to existing balances but must be paid for at the time of service or product purchase.
401 Timekeeping
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Accurately recording time worked is the responsibility of every employee. It is Sunnycrest policy that all employees on hourly wage use the computer time clock for recording hours worked. This includes clocking in when you are ready to begin work, clocking in and out for meal times, and clocking out when you are finished with your shift.
If you fail to clock in or out on the computer, you must fill out a Time Clock Correction Slip and have it approved by the Center Manager.
Clock in no more than 10 minutes before you are scheduled to begin your shift nor 10 minutes after you are scheduled to finish your shift unless previously authorized by your supervisor. Overtime work must always be approved before it is performed.
Leaving before your shift end time, not clocking out and then taking credit for hours not worked is grounds for immediate dismissal.
Repeated failure to clock in and out using the computer is grounds for disciplinary action.
You may not, under any circumstances, clock in or out for another employee nor have another employee clock in or out for you. This is a violation of Sunnycrest’s policy and grounds for immediate dismissal.
It is the employees’ responsibility to sign their time records to certify the accuracy of all time recorded. The supervisor will review and then initial the time record before submitting it for payroll processing. In addition, if corrections or modifications are made to the time record, both the employee and the supervisor must verify the accuracy of the changes by initialing the time record.
Failure to follow these guidelines is grounds for disciplinary action which may include dismissal. Employees who do not follow this procedure will receive a verbal warning first, followed by a written warning. If the procedure is still not adhered to the employee will be subject to dismissal.
403 Paydays
Effective Date: 10/7/2007
Revision Date: 10/7/2007
All employees are paid semimonthly on the first and fifteenth days of the month. Each paycheck will include earnings for all work performed through the end of the previous payroll period.
In the event that a regularly scheduled payday falls on a day off such as a weekend or holiday, employees will be paid on the first day of work following the regularly scheduled payday.
If a regular payday falls during an employee’s vacation, the employee’s paycheck will be available upon his or her return from vacation.
Your individual “Time Clock” report must be signed and returned by the time you receive your paycheck. If you have any questions about your “Time Clock” report or your paycheck, you are to let the Center Manager know of your questions or concerns in a timely manner. If an adjustment in hours needs to be made and the payroll information has already gone in to the payroll company, then the adjustment will be made on the following paycheck.
If you lose your pay check you may have a duplicate paycheck issued to you in one week. You will be required to pay any bank fees related to stopping payment on your original check.
405 Employment Termination
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Termination of employment is an inevitable part of personnel activity within any organization, and many of the reasons for termination are routine. Below are examples of some of the most common circumstances under which employment is terminated:
* Resignation – voluntary employment termination initiated by an employee.
* Discharge – involuntary employment termination initiated by the organization.
* Layoff – involuntary employment termination initiated by the organization for nondisciplinary reasons.
* Retirement – voluntary employment termination initiated by the employee meeting age, length of service, and any other criteria for retirement from the organization.
Sunnycrest will generally schedule exit interviews at the time of employment termination. The exit interview will afford an opportunity to discuss such issues as employee benefits, conversion privileges, repayment of outstanding debts to Sunnycrest, or return of Sunnycrest-owned property. Suggestions, complaints, and questions can also be voiced.
Since employment with Sunnycrest is based on mutual consent, both the employee and Sunnycrest have the right to terminate employment at will, with or without cause, at any time. Employees will receive their final pay in accordance with applicable state law.
Employee benefits will be affected by employment termination in the following manner. Some benefits may be continued at the employee’s expense if the employee so chooses. The employee will be notified in writing of the benefits that may be continued and of the terms, conditions, and limitations of such continuance.
409 Administrative Pay Corrections
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Sunnycrest takes all reasonable steps to ensure that employees receive the correct amount of pay in each paycheck and that employees are paid promptly on the scheduled payday.
In the unlikely event that there is an error in the amount of pay, the employee should promptly bring the discrepancy to the attention of the Office Manager so that corrections can be made as quickly as possible.
410 Pay Deductions and Setoffs
Effective Date: 10/7/2007
Revision Date: 10/7/2007
The law requires that Sunnycrest make certain deductions from every employee’s compensation. Among these are applicable federal, state, and local income taxes. Sunnycrest also must deduct Social Security taxes on each employee’s earnings up to a specified limit that is called the Social Security “wage base.” Sunnycrest matches the amount of Social Security taxes paid by each employee.
Sunnycrest offers programs and benefits beyond those required by law. Eligible employees may voluntarily authorize deductions from their paychecks to cover the costs of participation in these programs.
Pay setoffs are pay deductions taken by Sunnycrest, usually to help pay off a debt or obligation to Sunnycrest or others.
If you have questions concerning why deductions were made from your paycheck or how they were calculated, your supervisor can assist in having your questions answered.
501 Safety
Effective Date: 10/7/2007
Revision Date: 10/7/2007
To assist in providing a safe and healthful work environment for employees, customers, and visitors, Sunnycrest has established a work place safety program. This program is a top priority for Sunnycrest. The Safety Director has responsibility for implementing, administering, monitoring, and evaluating the safety program. Its success depends on the alertness and personal commitment of all.
Sunnycrest provides information to employees about work place safety and health issues through regular internal communication channels such as supervisor-employee meetings, bulletin board postings, memos, or other written communications.
Employees and supervisors receive periodic work place safety training. The training covers potential safety and health hazards and safe work practices and procedures to eliminate or minimize hazards.
There will be four Safety Meetings each year. These meetings will be held on the first Monday of January, April, July and October. These meetings are an effort to provide ongoing education and training and attendance is mandatory.
Some of the best safety improvement ideas come from employees. Those with ideas, concerns, or suggestions for improved safety in the work place are encouraged to raise them with their supervisor, or with or bring them to the attention of the Safety Director. Reports and concerns about work place safety issues may be made anonymously if the employee wishes. All reports can be made without fear of reprisal.
Each employee is expected to obey safety rules and to exercise caution in all work activities. Employees must immediately report any unsafe condition to the appropriate supervisor. Employees who violate safety standards, who cause hazardous or dangerous situations, or who fail to report or, where appropriate, remedy such situations, may be subject to disciplinary action, up to and including termination of employment.
In the case of accidents that result in injury, regardless of how insignificant the injury may appear, employees should immediately notify the Safety Director or the appropriate supervisor. Such reports are necessary to comply with laws and initiate insurance and workers’ compensation benefits procedures.
The Following “Safety Policy Statement” was made July 1, 1991 and remains in effect:
The personal safety and health of each employee of this company is of primary importance. The prevention of occupationally- induced injuries and illnesses is of such consequence that it will be given precedence over operating productivity whenever necessary. Management will provide all mechanical and physical facilities required for personal safety and health in keeping with the highest standards.
We will maintain a safety and health program conforming with the best practices of organizations of this type. This program must embody the proper attitudes toward injury and illness prevention on the part of both supervisors and employees to be successful. It also requires cooperation in all safety and health matters, not only between supervisor and employee, but also between employees’ fellow workers. Only through such a cooperative effort can a safety record in the best interest of all be established and preserved.
Our objective is a safety and health program that will reduce the number of disabling injuries and illnesses to a minimum, not merely in keeping with, but surpassing, the best experience of other operations similar to ours. Our goal is zero accidents and injuries.
Our safety and health program will include:
1) Providing mechanical and physical safeguards to the maximum extent that is possible. 2) Conducting a program of safety and health inspections to find and get rid of unsafe working conditions or practices, to control health hazards, and to comply fully with the safety and health standards for every job. 3) Training all employees in good safety and health practices.
4) Providing necessary personal protective equipment and instructions for its use and care. 5) Developing and enforcing safety and health rules and requiring that employees cooperate with these rules as a condition of employment. 6) Investigating, promptly and thoroughly, every accident to find out what caused it and to correct the problem so that it won’t happen again.
We recognize that the responsibility for safety and health is shared – the employer is responsible, and accepts the responsibility, for leadership of the safety and health program, for its effectiveness and improvement, and for providing the safeguards required to ensure safe conditions.
Supervisors are responsible for developing the proper attitudes toward safety and health in themselves and in those they supervise, and for ensuring that all operations are performed with the utmost regard for safety and health of all personnel involved, including themselves.
Employees are responsible for wholehearted, genuine cooperation with all aspects of the safety and health program – including compliance with all rules and regulations – and for continuously practicing safety while performing their duties.
Typical Safety Recommendations to the staff include (but are not limited to) the following:
1) Always use “Caution Sign” on wet floors – (eg: when urine is mopped up in lobby)
2) Always use caution in boarding/grooming sections where floors are likely to be wet.
3) Don’t run at any time.
4) Use correct holding techniques when restraining pets to avoid injury to you and others, including the pet.
5) Follow established procedures for handling and disposing of “sharps”.
6) Observe proper procedure and monitoring for pets in dryers or heated cages.
502 Work Schedules
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Work schedules for employees vary throughout our organization. Supervisors will advise employees of their individual work schedules. Staffing needs and operational demands may necessitate variations in starting and ending times, as well as variations in the total hours that may be scheduled each day and week.
Adherence to the schedule is the employee’s sole responsibility. Any changes or additions to the schedule must be pre-approved by the Center Manager.
504 Use of Phone and Mail Systems
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Personal use of telephones for outgoing calls, including local calls, is not permitted. Employees may be required to reimburse Sunnycrest for any charges resulting from their personal use of the telephone.
The mail system is reserved for business purposes only. Employees should refrain from sending or receiving personal mail at the workplace.
To ensure effective telephone communications, employees should always use the approved greeting and speak in a courteous and professional manner. Please confirm information received from the caller, and hang up only after the caller has done so.
505 Smoking
Effective Date: 10/7/2007
Revision Date: 10/7/2007
In keeping with Sunnycrest’s intent to provide a safe and healthful work environment, smoking is prohibited throughout the workplace.
This policy applies equally to all employees, clients, and visitors.
507 Overtime
Effective Date: 10/7/2007
Revision Date: 10/7/2007
When operating requirements or other needs cannot be met during regular working hours, employees will be given the opportunity to volunteer for overtime work assignments. All overtime work must receive the supervisor’s prior authorization. Overtime assignments will be distributed as equitably as practical to all employees qualified to perform the required work.
Overtime compensation is paid to all nonexempt employees in accordance with federal and state wage and hour restrictions. Overtime pay is based on actual hours worked. Time off on sick leave, vacation leave, or any leave of absence will not be considered hours worked for purposes of performing overtime calculations.
508 Use of Equipment
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Equipment essential in accomplishing job duties are expensive and may be difficult to replace. When using property, employees are expected to exercise care, perform required maintenance, and follow all operating instructions, safety standards, and guidelines.
Please notify the supervisor if any equipment, machines, tools, or computer appear to be damaged, defective, or in need of repair. Prompt reporting of damages, defects, and the need for repairs could prevent deterioration of equipment and possible injury to employees or others. The supervisor can answer any questions about an employee’s responsibility for maintenance and care of equipment or vehicles used on the job.
The improper, careless, negligent, destructive, or unsafe use or operation of equipment or vehicles, as well as excessive or avoidable traffic and parking violations, can result in disciplinary action, up to and including termination of employment.
510 Emergency Closings
Effective Date: 10/7/2007
Revision Date: 10/7/2007
At times, emergencies such as severe weather, fires, power failures, or earthquakes, can disrupt company operations. In extreme cases, these circumstances may require the closing of a work facility.
When operations are officially closed due to emergency conditions, the time off from scheduled work will be unpaid. However, with supervisory approval, employees may use available paid leave time, such as unused vacation benefits.
In cases where an emergency closing is not authorized, employees who fail to report for work will not be paid for the time off.
Employees in essential operations may be asked to work on a day when operations are officially closed. In these circumstances, employees who work will receive regular pay.
514 Visitors in the Workplace
Effective Date: 10/7/2007
Revision Date: 10/7/2007
To provide for the safety and security of employees and the facilities at Sunnycrest, only authorized visitors are allowed in the workplace. Restricting unauthorized visitors helps maintain safety standards, protects against theft, ensures security of equipment, protects confidential information, safeguards employee welfare, and avoids potential distractions and disturbances.
Because of safety and security reasons, family and friends of employees are discouraged from visiting. In cases of emergency, employees will be called to meet any visitor outside their work area.
All visitors should enter Sunnycrest at the reception area. Authorized visitors will receive directions or be escorted to their destination. Employees are responsible for the conduct and safety of their visitors.
If an unauthorized individual is observed on Sunnycrest’s premises, employees should immediately notify their supervisor or, if necessary, direct the individual to the reception area.
No visitor or family member may use the Sunnycrest computers for any reason at any time
516 Computer and Email Usage
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Computers, computer files, the internal email system, and software furnished to employees are Sunnycrest property intended for business use. Employees should not use a password, access a file, or retrieve any stored communication without authorization. To ensure compliance with this policy, computer and email usage may be monitored.
Sunnycrest strives to maintain a workplace free of harassment and sensitive to the diversity of its employees. Therefore, Sunnycrest prohibits the use of computers and the internal email system in ways that are disruptive, offensive to others, or harmful to morale.
For example, the display or transmission of sexually explicit images, messages, and cartoons is not allowed. Other such misuse includes, but is not limited to, ethnic slurs, racial comments, off-color jokes, or anything that may be construed as harassment or showing disrespect for others.
Internal Email may not be used to solicit others for commercial ventures, religious or political causes, outside organizations, or other nonbusiness matters. Use of computers for external (Internet) email as well as any other non-authorized use is strictly forbidden
Employees may only use software on local area networks or on multiple machines according to the software license agreement. Sunnycrest prohibits the illegal duplication of software and its related documentation.
Employees should notify their immediate supervisor, Dr. Glassberg, Dr. Grimes, or Tracy Vasquez or any member of management upon learning of violations of this policy. Employees who violate this policy will be subject to disciplinary action, up to and including termination of employment.
To prevent virus and malware attacks, use of company computers for personal use is strictly forbidden. Do not bring USB keys, floppy disks or other media to work with you. You are strictly forbidden from using personal media in office computers. Any employee found to be accessing the internet for personal at any time, on the clock or off the clock, is subject to immediate termination.
517 Internet Usage
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Internet access to global electronic information resources on the World Wide Web is provided by Sunnycrest to assist employees in obtaining work-related data and technology only. The following guidelines have been established to help ensure responsible and productive Internet usage. All Internet usage is limited to job-related activities authorized by management.Examples would include viewing lab results on Vetconnect.com, Using CrossCheck to get check approval, and setting up CareCredit accounts. Personal use of the Internet is not permitted at any time for any reason.
All Internet data that is composed, transmitted, or received via our computer communications systems is considered to be part of the official records of Sunnycrest and, as such, is subject to disclosure to law enforcement or other third parties. Consequently, employees should always ensure that the business information contained in Internet transmissions is accurate, appropriate, ethical, and lawful.
The equipment, services, and technology provided to access the Internet remain at all times the property of Sunnycrest. As such, Sunnycrest reserves the right to monitor Internet traffic, and retrieve and read any data composed, sent, or received through our online connections and stored in our computer systems.
Data that is composed, transmitted, accessed, or received via the Internet must not contain content that could be considered discriminatory, offensive, obscene, threatening, harassing, intimidating, or disruptive to any employee or other person. Examples of unacceptable content may include, but are not limited to, sexual comments or images, racial slurs, gender-specific comments, or any other comments or images that could reasonably offend someone on the basis of race, age, sex, religious or political beliefs, national origin, disability, sexual orientation, or any other characteristic protected by law.
Abuse of the Internet access provided by Sunnycrest in violation of law or Sunnycrest policies will result in disciplinary action, up to and including termination of employment. Employees may also be held personally liable for any violations of this policy. The following behaviors are examples of previously stated or additional actions and activities that are prohibited and can result in disciplinary action:
* Using the computers to access email, Myspace, Facebook, etc and/or sending or posting discriminatory, harassing, or threatening messages or images
* Allowing family members or visitors to use the Sunnycrest computers
* Using the organization’s time and resources for personal gain
* Stealing, using, or disclosing someone else’s code or password without authorization
* Copying, pirating, or downloading software and electronic files without permission
* Engaging in unauthorized transactions that may incur a cost to the organization or initiate unwanted Internet services and transmissions
* Participating in the viewing or exchange of pornography or obscene materials
* Attempting to break into the computer system of another organization or person
* Refusing to cooperate with a security investigation
* Using the Internet for political causes or activities, religious activities, or any sort of gambling
* Jeopardizing the security of the organization’s electronic communications systems
* Engaging in any other illegal activities
* Text messaging or e-mailing using employees own device when clocked in for work
518 Workplace Monitoring
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Workplace monitoring may be conducted by Sunnycrest to ensure quality control, employee safety, security, and client satisfaction.
Employees who regularly communicate with customers may have their telephone conversations monitored or recorded. Telephone monitoring is used to identify and correct performance problems through targeted training. Improved job performance enhances our customers’ image of Sunnycrest as well as their satisfaction with our service.
Computers furnished to employees are the property of Sunnycrest. As such, computer usage and files may be monitored or accessed.
Sunnycrest may conduct video surveillance of non-private workplace areas. Video monitoring is used to identify safety concerns, maintain quality control, detect theft and misconduct, and discourage or prevent acts of harassment and workplace violence.
Because Sunnycrest is sensitive to the legitimate privacy rights of employees, every effort will be made to guarantee that workplace monitoring is done in an ethical and respectful manner.
522 Workplace Violence Prevention
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Sunnycrest is committed to preventing workplace violence and to maintaining a safe work environment. Given the increasing violence in society in general, Sunnycrest has adopted the following guidelines to deal with intimidation, harassment, or other threats of (or actual) violence that may occur during business hours or on its premises.
All employees, including supervisors and temporary employees, should be treated with courtesy and respect at all times. Employees are expected to refrain from fighting, “horseplay,” or other conduct that may be dangerous to others. Firearms, weapons, and other dangerous or hazardous devices or substances are prohibited from the premises of Sunnycrest without proper authorization.
Conduct that threatens, intimidates, or coerces another employee, a customer, or a member of the public at any time, including off-duty periods, will not be tolerated. This prohibition includes all acts of harassment, including harassment that is based on an individual’s sex, race, age, or any characteristic protected by federal, state, or local law.
All threats of (or actual) violence, both direct and indirect, should be reported as soon as possible to your immediate supervisor or any other member of management. This includes threats by employees, as well as threats by customers, vendors, solicitors, or other members of the public. When reporting a threat of violence, you should be as specific and detailed as possible.
All suspicious individuals or activities should also be reported as soon as possible to a supervisor. Do not place yourself in peril. If you see or hear a commotion or disturbance near your area, do not try to intercede or see what is happening.
Sunnycrest will promptly and thoroughly investigate all reports of threats of (or actual) violence and of suspicious individuals or activities. The identity of the individual making a report will be protected as much as is practical. In order to maintain workplace safety and the integrity of its investigation, Sunnycrest may suspend employees, either with or without pay, pending investigation.
Anyone determined to be responsible for threats of (or actual) violence or other conduct that is in violation of these guidelines will be subject to prompt disciplinary action up to and including termination of employment.
Sunnycrest encourages employees to bring their disputes or differences with other employees to the attention of their supervisors or the Office Manager before the situation escalates into potential violence. Sunnycrest is eager to assist in the resolution of employee disputes, and will not discipline employees for raising such concerns.
526 Cell Phone Usage
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Cell phone usage is not permitted while working. Please turn your phone off at the time you clock in. Taking pictures or video in the work place is not permitted. Those who do not follow this policy are subject to disciplinary action or termination.
601 Medical Leave
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Sunnycrest provides medical leaves of absence without pay to eligible employees who are temporarily unable to work due to a serious health condition or disability. For purposes of this policy, serious health conditions or disabilities include inpatient care in a hospital, hospice, or residential medical care facility; and continuing treatment by a health care provider.
Employees in the following employment classifications are eligible to request medical leave as described in this policy:
* Regular full-time employees
* Regular part-time employees
* Introductory employees
* Temporary employees
Eligible employees may request medical leave only after having completed 365 calendar days of service. Exceptions to the service requirement will be considered to accommodate disabilities. Eligible employees should make requests for medical leave to their supervisors at least 30 days in advance of foreseeable events and as soon as possible for unforeseeable events.
A health care provider’s statement must be submitted verifying the need for medical leave and its beginning and expected ending dates. Any changes in this information should be promptly reported to Sunnycrest. Employees returning from medical leave must submit a health care provider’s verification of their fitness to return to work.
Eligible employees are normally granted leave for the period of the disability, up to a maximum of 12 weeks within any 12 month period. Any combination of medical leave and family leave may not exceed this maximum limit. If the initial period of approved absence proves insufficient, consideration will be given to a request for an extension.
Employees who sustain work-related injuries are eligible for a medical leave of absence for the period of disability in accordance with all applicable laws covering occupational disabilities.
Subject to the terms, conditions, and limitations of the applicable plans, health insurance benefits will be provided by Sunnycrest until the end of the first full month of medical leave. At that time, employees will become responsible for the full costs of these benefits if they wish coverage to continue. When the employee returns from medical leave, benefits will again be provided by Sunnycrest according to the applicable plans.
Benefit accruals, such as vacation, sick leave, or holiday benefits, will be suspended during the leave and will resume upon return to active employment.
So that an employee’s return to work can be properly scheduled, an employee on medical leave is requested to provide Sunnycrest with at least two weeks advance notice of the date the employee intends to return to work. When a medical leave ends, the employee will be reinstated to the same position, if it is available, or to an equivalent position for which the employee is qualified.
If an employee fails to return to work on the agreed upon return date, Sunnycrest will assume that the employee has resigned.
603 Personal Leave
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Sunnycrest provides leaves of absence without pay to eligible employees who wish to take time off from work duties to fulfill personal obligations. Employees in the following employment classification(s) are eligible to request personal leave as described in this policy:
* Regular full-time employees
Eligible employees may request personal leave only after having completed 365 calendar days of service. As soon as eligible employees become aware of the need for a personal leave of absence, they should request a leave from their supervisor.
Personal leave may be granted for a period of up to 7 calendar days every 2 years. If this initial period of absence proves insufficient, consideration will be given to a written request for a single extension of no more than seven calendar days. With the supervisor’s approval, an employee may take any available sick leave or vacation leave as part of the approved period of leave.
Requests for personal leave will be evaluated based on a number of factors, including anticipated workload requirements and staffing considerations during the proposed period of absence.
Subject to the terms, conditions, and limitations of the applicable plans, health insurance benefits will be provided by Sunnycrest until the end of the month in which the approved personal leave begins. At that time, employees will become responsible for the full costs of these benefits if they wish coverage to continue. When the employee returns from personal leave, benefits will again be provided by Sunnycrest according to the applicable plans.
Benefit accruals, such as vacation, sick leave, or holiday benefits, will be suspended during the leave and will resume upon return to active employment.
When a personal leave ends, every reasonable effort will be made to return the employee to the same position, if it is available, or to a similar available position for which the employee is qualified. However, Sunnycrest cannot guarantee reinstatement in all cases.
If an employee fails to report to work promptly at the expiration of the approved leave period, Sunnycrest will assume the employee has resigned.
605 Military Leave
Effective Date: 10/7/2007
Revision Date: 10/7/2007
A military leave of absence will be granted to employees who are absent from work because of service in the U.S. uniformed services in accordance with the Uniformed Services Employment and Reemployment Rights Act (USERRA). Advance notice of military service is required, unless military necessity prevents such notice or it is otherwise impossible or unreasonable.
The leave will be unpaid. However, employees may use any available paid time off for the absence.
Continuation of health insurance benefits is available as required by USERRA based on the length of the leave and subject to the terms, conditions and limitations of the applicable plans for which the employee is otherwise eligible, health insurance benefits will be provided by Sunnycrest until the end of the month in which the military leave begins. At that time, employees will become responsible for the full costs of these benefits if they wish coverage to continue. When the employee returns from military leave, benefits will again be provided by Sunnycrest according to the applicable plans.
Benefit accruals, such as vacation, sick leave, or holiday benefits, will be suspended during the leave and will resume upon the employee’s return to active employment.
Employees on military leave for up to 30 days are required to return to work for the first regularly scheduled shift after the end of service, allowing reasonable travel time. Employees on longer military leave must apply for reinstatement in accordance with USERRA and all applicable state laws.
Employees returning from military leave will be placed in the position they would have attained had they remained continuously employed or a comparable one depending on the length of military service in accordance with USERRA. They will be treated as though they were continuously employed for purposes of determining benefits based on length of service.
Contact the Office Manager for more information or questions about military leave.
607 Pregnancy Disability Leave
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Sunnycrest provides pregnancy disability leaves of absence without pay to eligible employees who are temporarily unable to work due to a disability related to pregnancy, childbirth, or related medical conditions.
Employees in the following employment classifications are eligible to request pregnancy disability leave as described in this policy:
* Regular full-time employees
* Regular part-time employees
Eligible employees may request pregnancy disability leave only after having completed 90 calendar days of service.
Employees should make requests for pregnancy disability leave to their supervisors at least 30 days in advance of foreseeable events and as soon as possible for unforeseeable events.
A health care provider’s statement must be submitted verifying the need for pregnancy disability leave and its beginning and expected ending dates. Any changes in this information should be promptly reported to Sunnycrest. Employees returning from pregnancy disability leave must submit a health care provider’s verification of their fitness to return to work.
Employees are normally granted unpaid leave for the period of the disability, up to a maximum of 12 weeks within any 12 month period. Employees may substitute any accrued paid leave time for unpaid leave as part of the pregnancy disability leave period.
Subject to the terms, conditions, and limitations of the applicable plans, health insurance benefits will be provided by Sunnycrest for a maximum of thirty calendar days after the medical leave begins. At that time, employees will become responsible for the full costs of these benefits if they wish coverage to continue. When the employee returns from pregnancy disability leave, benefits will again be provided by Sunnycrest according to the applicable plans.
Benefit accruals, such as vacation, sick leave, or holiday benefits, will be suspended during the leave and will resume upon return to active employment.
So that an employee’s return to work can be properly scheduled, an employee on pregnancy disability leave is requested to provide Sunnycrest with at least two weeks advance notice of the date she intends to return to work.
When a pregnancy disability leave ends, the employee will be reinstated to the same position, unless either the job ceased to exist because of legitimate business reasons or each means of preserving the job would substantially undermine the ability to operate Sunnycrest safely and efficiently. If the same position is not available, the employee will be offered a comparable position in terms of such issues as pay, location, job content, and promotional opportunities.
If an employee fails to report to work promptly at the end of the pregnancy disability leave, Sunnycrest will assume that the employee has resigned.
611 Bone Marrow Donor Leave
An employee may request leave to serve as a bone marrow donor if the employee is found to be a match to a person needing the donation. Prior notice of the need for leave must be given at least 30 days before the procedure is scheduled to take place. Written medical certification of the need for leave is also required. Contact the Office Manager to request bone marrow donor leave.
Bone marrow donor leave will be unpaid and may last up to seven days, including any time needed for preoperative testing. Bone marrow donor leave will not generally be granted more than once in a 12-month period.
Sunnycrest will not retaliate against any employee for requesting or obtaining a leave of absence to donate bone marrow.
Effective Date: 10/8/2007
Revision Date:
613 Organ Donor Leave
An employee may request leave to serve as an organ donor if the employee is found to be a match to a person needing the donation. Prior notice of the need for leave must be given at least 30 days before the procedure is scheduled to take place. Notify the Office Manager if you need to take organ donor leave. Written medical certification of the need for leave is also required.
Leave will be unpaid and may last up to 30 days, including any time needed for preoperative testing. Leave will not generally be granted more than once in a 12-month period.
Sunnycrest will not retaliate against an employee for requesting or obtaining a leave of absence to donate an organ.
Effective Date: 10/8/2007
Revision Date:
615 Court Appearance Leave
If an employee is the victim of a crime or a witness to a crime, or a member of a crime victim’s family, the employee may request time off to attend court proceedings related to that crime. In this context, a crime includes domestic violence, sexual assault, and stalking, as well as other crimes for which judicial proceedings are called. Family members include the employee’s child, parent, or spouse.
The employee requesting court appearance leave must give advance notice whenever possible of the need for leave to the Office Manager, and provide documentation verifying the need for the leave. Acceptable documentation includes:
* a police report indicating that the employee or a member of the employee’s family was a victim of a crime;
* a court order protecting or separating the employee from the perpetrator of an act of domestic violence, or other evidence from the court or prosecuting attorney that the employee has appeared in court; or,
* documentation from a medical professional, domestic violence advocate, health care provider, or counselor that the employee was undergoing treatment for physical or mental injuries or abuse resulting in victimization from an act of domestic violence, sexual assault, or other crime.
Court appearance leave may be requested to:
* prepare for and attend court proceedings;
* receive medical treatment or attend to medical treatment for a victim who is the employee’s daughter, son, parent or spouse; or,
* obtain necessary services to remedy a crisis caused by domestic violence, sexual assault, stalking, or any other crime.
While this leave is unpaid leave, the employee may use accrued leave during the leave period.
Sunnycrest will make every attempt to maintain the confidentiality of any information provided as certification of the need for court appearance leave.
Effective Date: 10/8/2007
Revision Date:
701 Employee Conduct and Work Rules
Effective Date: 10/7/2007
Revision Date: 10/7/2007
To ensure orderly operations and provide the best possible work environment, Sunnycrest expects employees to follow rules of conduct that will protect the interests and safety of all employees and the organization.
It is not possible to list all the forms of behavior that are considered unacceptable in the workplace. The following are examples of infractions of rules of conduct that may result in disciplinary action, up to and including termination of employment:
* Theft or inappropriate removal or possession of property
* Personal use of computers and other communications equipment
* Falsification of time keeping records
* Working under the influence of alcohol or illegal drugs
* Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace, while on duty, or while operating employer-owned vehicles or equipment
* Fighting or threatening violence in the workplace
* Boisterous or disruptive activity in the workplace
* Negligence or improper conduct leading to damage of employer-owned or customer-owned property
* Insubordination or other disrespectful conduct
* Violation of safety or health rules
* Smoking in prohibited areas
* Sexual or other unlawful or unwelcome harassment
* Possession of dangerous or unauthorized materials, such as explosives or firearms, in the workplace
* Excessive absenteeism or any absence without notice
* Unauthorized absence from work station during the workday
* Unauthorized use of telephones, mail system, or other employer-owned equipment
* Unauthorized disclosure of business “secrets” or confidential information
* Violation of personnel policies
* Unsatisfactory performance or conduct
Employment with Sunnycrest is at the mutual consent of Sunnycrest and the employee, and either party may terminate that relationship at any time, with or without cause, and with or without advance notice.
702 Drug and Alcohol Use
Effective Date: 10/7/2007
Revision Date: 10/7/2007
It is Sunnycrest’s desire to provide a drug-free, healthful, and safe workplace. To promote this goal, employees are required to report to work in appropriate mental and physical condition to perform their jobs in a satisfactory manner.
While on Sunnycrest premises and while conducting business-related activities off Sunnycrest premises, no employee may use, possess, distribute, sell, or be under the influence of alcohol or illegal drugs. The legal use of prescribed drugs is permitted on the job only if it does not impair an employee’s ability to perform the essential functions of the job effectively and in a safe manner that does not endanger other individuals in the workplace.
Violations of this policy may lead to disciplinary action, up to and including immediate termination of employment, and/or required participation in a substance abuse rehabilitation or treatment program. Such violations may also have legal consequences.
Employees with questions on this policy or issues related to drug or alcohol use in the workplace should raise their concerns with their supervisor or the Office Manager without fear of reprisal.
703 Sexual and Other Unlawful Harassment
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Sunnycrest is committed to providing a work environment that is free from all forms of discrimination and conduct that can be considered harassing, coercive, or disruptive, including sexual harassment. Actions, words, jokes, or comments based on an individual’s sex, race, color, national origin, age, religion, disability, sexual orientation, or any other legally protected characteristic will not be tolerated. Sunnycrest provides ongoing sexual harassment training to ensure you the opportunity to work in an environment free of sexual and other unlawful harassment.
Sexual harassment is defined as unwanted sexual advances, or visual, verbal, or physical conduct of a sexual nature. This definition includes many forms of offensive behavior and includes gender-based harassment of a person of the same sex as the harasser. The following is a partial list of sexual harassment examples:
* Unwanted sexual advances.
* Offering employment benefits in exchange for sexual favors.
* Making or threatening reprisals after a negative response to sexual advances.
* Visual conduct that includes leering, making sexual gestures, or displaying of sexually suggestive objects or pictures, cartoons or posters.
* Verbal conduct that includes making or using derogatory comments, epithets, slurs, or jokes.
* Verbal sexual advances or propositions.
* Verbal abuse of a sexual nature, graphic verbal commentaries about an individual’s body, sexually degrading words used to describe an individual, or suggestive or obscene letters, notes, or invitations.
* Physical conduct that includes touching, assaulting, or impeding or blocking movements.
Unwelcome sexual advances (either verbal or physical), requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when: (1) submission to such conduct is made either explicitly or implicitly a term or condition of employment; (2) submission or rejection of the conduct is used as a basis for making employment decisions; or, (3) the conduct has the purpose or effect of interfering with work performance or creating an intimidating, hostile, or offensive work environment.
If you experience or witness sexual or other unlawful harassment in the workplace, report it immediately to your supervisor. If the supervisor is unavailable or you believe it would be inappropriate to contact that person, you should immediately contact the Office Manager or any other member of management. You can raise concerns and make reports without fear of reprisal or retaliation.
All allegations of sexual harassment will be quickly and discreetly investigated. To the extent possible, your confidentiality and that of any witnesses and the alleged harasser will be protected against unnecessary disclosure. When the investigation is completed, you will be informed of the outcome of the investigation.
Any supervisor or manager who becomes aware of possible sexual or other unlawful harassment must immediately advise the Office Manager or any member of management so it can be investigated in a timely and confidential manner. Anyone engaging in sexual or other unlawful harassment will be subject to disciplinary action, up to and including termination of employment.
704 Attendance and Punctuality
Effective Date: 10/7/2007
Revision Date: 7/19/2008
To maintain a safe and productive work environment, Sunnycrest expects employees to be reliable and to be punctual in reporting for scheduled work. Absenteeism and tardiness place a burden on other employees and on Sunnycrest. In the rare instances when employees cannot avoid being late to work or are unable to work as scheduled, they should notify their supervisor as soon as possible in advance of the anticipated tardiness or absence.
Poor attendance and excessive tardiness are disruptive. Either may lead to disciplinary action, up to and including termination of employment.
Staff members will accumulate “attendance points” for absences and tardiness based on the following:
- Tardiness 1.5 points (5 minute grace period)
- Unexcused Absence 3.0 points
- Excused Absence 1.0 points (Note from doctor or Center Manager permission)
If a staff member arranges for another employee to cover a shift and that employee has signed the “substitution form” no points will accumulate for the absent staff member. If a staff member agrees to work for another staff member and is tardy or absent for the shift he/she agreed to work then that employee will accumulate points as outlined above.
Three points will be deducted if a staff member has no tardiness or absences for a three-month period.
Points will accumulate for 12-months from the date of employment and will reset to zero on the employment anniversary.
When a staff member accumulates over 20 points in a 12-month period employment will be terminated. Missing a holiday shift is grounds for termination,
705 Personal Appearance
Effective Date: 02/2/1994
Revision Date: 10/7/2007
Dress, grooming, and personal cleanliness standards contribute to the morale of all employees and affect the business image Sunnycrest presents to customers and visitors.
During business hours or when representing Sunnycrest, you are expected to present a clean, neat, and tasteful appearance. You should dress and groom yourself according to the requirements of your position and accepted social standards. This is particularly true if your job involves dealing with customers or visitors in person.
Your supervisor or department head is responsible for establishing a reasonable dress code appropriate to the job you perform. If your supervisor feels your personal appearance is inappropriate, you may be asked to leave the workplace until you are properly dressed or groomed. Under such circumstance, you will not be compensated for the time away from work. Consult your supervisor if you have questions as to what constitutes appropriate appearance. Where necessary, reasonable accommodation may be made to a person with a disability.
Without unduly restricting individual tastes, the following personal appearance guidelines should be followed:
* Shoes must provide safe, secure footing, and offer protection against hazards.
* Tank tops, tube or halter tops, or shorts may not be worn under any circumstances.
* Hairstyles are expected to be in good taste.
* Any unnaturally colored hair and extreme hairstyles, such as spiked hair and shaved heads, that may not present an appropriate professional appearance must be approved prior to styling changes.
* Offensive body odor and poor personal hygiene is not professionally acceptable.
* Jewelry should not be functionally restrictive, dangerous to job performance, or excessive.
* Facial jewelry, such as eyebrow rings, nose rings, lip rings, and obvious tongue studs, is not professionally appropriate and must not be worn during business hours.
* All ear piercings must be approved by the office manager.
* Torso body piercings with visible jewelry or jewelry that can be seen through or under clothing must not be worn during business hours.
* Visible excessive tattoos and similar body art must be covered during business hours or approved by the office manager.
Effective Date: 10/7/2007
Revision Date: 10/7/2007
706 Return of Property
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Employees are responsible for items issued to them by Sunnycrest or in their possession or control, such as the following:
* Policy Manual
* Procedures Handbooks or parts thereof
* Identification badges and X-Ray badges
* Keys
* other manuals or written materials
* protective equipment
* training software
All Sunnycrest property must be returned by employees on or before their last day of work. Where permitted by applicable laws, Sunnycrest may withhold from the employee’s check or final paycheck the cost of any items that are not returned when required. Sunnycrest may also take all action deemed appropriate to recover or protect its property.
708 Resignation
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Resignation is a voluntary act initiated by the employee to terminate employment with Sunnycrest. Although advance notice is not required, Sunnycrest requests at least two weeks’ written resignation notice from all employees.
Prior to an employee’s departure, an exit interview will be scheduled to discuss the reasons for resignation and the effect of the resignation on benefits.
If an employee does not provide advance notice as requested, the employee will be considered ineligible for rehire.
710 Security Inspections
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Sunnycrest wishes to maintain a work environment that is free of illegal drugs, alcohol, firearms, explosives, or other improper materials. To this end, Sunnycrest prohibits the possession, transfer, sale, or use of such materials on its premises. Sunnycrest requires the cooperation of all employees in administering this policy.
Desks, lockers, and other storage devices may be provided for the convenience of employees but remain the sole property of Sunnycrest. Accordingly, they, as well as any articles found within them, can be inspected by any agent or representative of Sunnycrest at any time, either with or without prior notice.
Sunnycrest likewise wishes to discourage theft or unauthorized possession of the property of employees, Sunnycrest, visitors, and customers. To facilitate enforcement of this policy, Sunnycrest or its representative may inspect not only desks and lockers but also persons entering and/or leaving the premises and any packages or other belongings. Any employee who wishes to avoid inspection of any articles or materials should not bring such items onto Sunnycrest’s premises.
712 Solicitation
Effective Date: 10/7/2007
Revision Date: 10/7/2007
In an effort to ensure a productive and harmonious work environment, persons not employed by Sunnycrest may not solicit or distribute literature in the workplace at any time for any purpose.
Sunnycrest recognizes that employees may have interests in events and organizations outside the workplace. However, employees may not solicit or distribute literature concerning these activities during working time. (Working time does not include lunch periods, work breaks, or any other periods in which employees are not on duty.)
Examples of impermissible forms of solicitation include:
* The collection of money, goods, or gifts for community groups
* The collection of money, goods, or gifts for religious groups
* The collection of money, goods, or gifts for political groups
* The collection of money, goods, or gifts for charitable groups
* The sale of goods, services, or subscriptions outside the scope of official organization business
* The circulation of petitions
* The distribution of literature not approved by the employer
* The solicitation of memberships, fees, or dues
In addition, the posting of written solicitations on company bulletin boards is restricted. These bulletin boards display important information, and employees should consult them periodically
If employees have a message of interest to the workplace, they may submit it to the Office Manager for approval. All approved messages will be posted by the Office Manager.
714 Drug Testing
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Sunnycrest is committed to providing a safe, efficient, and productive work environment for all employees. Using or being under the influence of drugs or alcohol on the job may pose serious safety and health risks. To help ensure a safe and healthful working environment, employees may be asked to provide body substance samples (such as urine and/or blood) to determine the illicit or illegal use of drugs and alcohol. Refusal to submit to drug testing may result in disciplinary action, up to and including termination of employment.
Copies of the drug testing policy will be provided to all employees. Employees will be asked to sign an acknowledgement form indicating that they have received a copy of the drug testing policy. Questions concerning this policy or its administration should be directed to the Office Manager.
718 Problem Resolution
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Sunnycrest is committed to providing the best possible working conditions for its employees. Part of this commitment is encouraging an open and frank atmosphere in which any problem, complaint, suggestion, or question receives a timely response from Sunnycrest supervisors and management.
Sunnycrest strives to ensure fair and honest treatment of all employees. Supervisors, managers, and employees are expected to treat each other with mutual respect. Employees are encouraged to offer positive and constructive criticism.
If employees disagree with established rules of conduct, policies, or practices, they can express their concern through the problem resolution procedure. No employee will be penalized, formally or informally, for voicing a complaint with Sunnycrest in a reasonable, business-like manner, or for using the problem resolution procedure.
If a situation occurs when employees believe that a condition of employment or a decision affecting them is unjust or inequitable, they are encouraged to make use of the following steps. The employee may discontinue the procedure at any step.
1. Employee presents problem to immediate supervisor within seven calendar days, after incident occurs. If supervisor is unavailable or employee believes it would be inappropriate to contact that person, employee may present problem to Office Manager or any other member of management.
2. Supervisor responds to problem during discussion or within seven calendar days, after consulting with appropriate management, when necessary. Supervisor documents discussion.
3. Employee presents problem to Office Manager within seven calendar days, if problem is unresolved.
4. Office Manager counsels and advises employee, assists in putting problem in writing, visits with employee’s manager(s), if necessary, and directs employee to Dr. Glassberg or Dr. Grimes for review of problem.
5. Employee presents problem to Dr. Glassberg or Dr. Grimes in writing.
6. Dr. Glassberg or Dr. Grimes reviews and considers problem. Dr. Glassberg or Dr. Grimes informs employee of decision within fourteen calendar days, and forwards copy of written response to Office Manager for employee’s file. The Dr. Glassberg or Dr. Grimes has full authority to make any adjustment deemed appropriate to resolve the problem.
Not every problem can be resolved to everyone’s total satisfaction, but only through understanding and discussion of mutual problems can employees and management develop confidence in each other. This confidence is important to the operation of an efficient and harmonious work environment, and helps to ensure everyone’s job security.
722 Workplace Etiquette
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Sunnycrest strives to maintain a positive work environment where employees treat each other with respect and courtesy. Sometimes issues arise when employees are unaware that their behavior in the workplace may be disruptive or annoying to others. Many of these day-to-day issues can be addressed by politely talking with a co-worker to bring the perceived problem to his or her attention. In most cases, common sense will dictate an appropriate resolution. Sunnycrest encourages all employees to keep an open mind and graciously accept constructive feedback or a request to change behavior that may be affecting another employee’s ability to concentrate and be productive.
The following workplace etiquette guidelines are not necessarily intended to be hard and fast work rules with disciplinary consequences. They are simply suggestions for appropriate workplace behavior to help everyone be more conscientious and considerate of co-workers and the work environment. Please contact the Office Manager if you have comments, concerns, or suggestions regarding these workplace etiquette guidelines.
* Return copy machine and printer settings to their default settings after changing them.
* Replace paper in the copy machine and printer paper trays when they are empty.
* Retrieve print jobs in a timely manner and be sure to collect all your pages.
* Be prompt when using the manual feed on the printer.
* Keep the area around the copy machine and printers orderly and picked up.
* Be careful not to take or discard others’ print jobs or axes when collecting your own.
* Avoid public accusations or criticisms of other employees. Address such issues privately with those involved or your supervisor.
* Try to minimize unscheduled interruptions of other employees while they are working.
* Be conscious of how your voice travels, and try to lower the volume of your voice when talking on the phone or to others in open areas.
* Keep socializing to a minimum, and try to conduct conversations in areas where the noise will not be distracting to others.
* Do not throw tabs from collars or other trash on the floor
* Refrain from using inappropriate language (swearing) that others may overhear.
* Avoid discussions of your personal life/issues in public conversations that can be easily overheard.
* Clean up after yourself and do not leave behind waste or discarded papers.
800 Life-Threatening Illnesses in the Workplace
Effective Date: 10/7/2007
Revision Date: 10/7/2007
Employees with life-threatening illnesses, such as cancer, heart disease, and AIDS, often wish to continue their normal pursuits, including work, to the extent allowed by their condition. Sunnycrest supports these endeavors as long as employees are able to meet acceptable performance standards. As in the case of other disabilities, Sunnycrest will make reasonable accommodations in accordance with all legal requirements, to allow qualified employees with life-threatening illnesses to perform the essential functions of their jobs.
Medical information on individual employees is treated confidentially. Sunnycrest will take reasonable precautions to protect such information from inappropriate disclosure. Managers and other employees have a responsibility to respect and maintain the confidentiality of employee medical information. Anyone inappropriately disclosing such information is subject to disciplinary action, up to and including termination of employment.
Employees with questions or concerns about life-threatening illnesses are encouraged to contact the Office Manager for information and referral to appropriate services and resources.
802 Recycling
Sunnycrest supports environmental awareness by encouraging recycling and waste management in its business practices and operating procedures. This support includes a commitment to the purchase, use, and disposal of products and materials in a manner that will best utilize natural resources and minimize any negative impact on the earth’s environment.
The following items can often be recycled:
* computer paper
* white high grade or bond paper
* corrugated cardboard
* aluminum
* wire
The simple act of placing a piece of paper, can, or bottle in a recycling container is the first step in reducing demand on the earth’s limited resources. Success of this program depends on active participation by all of us. Employees are encouraged to make a commitment to recycle and be a part of this solution.
Sunnycrest encourages reducing and, when possible, eliminating the use of disposable products. Source reduction decreases the consumption of valuable resources through such workplace practices as:
* two-sided photocopying
* eliminating fax cover sheets
* reusing paper clips, folders, and binders
* reusing packaging material
* turning off lights when not in use
By recycling, Sunnycrest is helping to solve trash disposal and control problems facing all of us today. If you have any questions or new ideas and suggestions for the recycling program contact the Dr. Grimes.
Effective Date: 10/8/2007
Revision Date:
806 Suggestion Program
Effective Date: 10/7/2007
Revision Date: 10/7/2007
As employees of Sunnycrest, you have the opportunity to contribute to our future success and growth by submitting suggestions for practical work-improvement or cost-savings ideas.
All employees are eligible to participate in the suggestion program.
A suggestion is an idea that will benefit Sunnycrest by solving a problem, reducing costs, improving operations or procedures, enhancing client service, eliminating waste or spoilage, or making Sunnycrest a better or safer place to work. Statements of problems without accompanying solutions, or recommendations concerning co-workers and management are not appropriate suggestions.
All suggestions should contain a description of the problem or condition to be improved, a detailed explanation of the solution or improvement, and the reasons why it should be implemented. If you have questions or need advice about your idea, contact your supervisor for help.
Submit suggestions to the Office Manager and, after review, they will be forwarded to the Suggestion Committee. As soon as possible, you will be notified of the adoption or rejection of your suggestion.
Special recognition will be given to employees who submit a suggestion that is implemented.
808 Dogs in the Workplace
Employees first need to request and receive permission from the office manager to bring a dog to work. An employee given permission to bring a dog to work will be responsible for cleaning the run or cage where the dog is housed at the end of each day. The boarding staff will not take care of the employees dog. The employee is to provide any food fed to the dog and periodically clock out to see if the run needs to be cleaned.
Dog owners assume complete liability for their pets. And remember, bringing dogs to work is a privilege, not a right. While this policy applies specifically to dogs in the workplace, consideration will be given to requests from employees to bring other pets to work. Granting permission for other pets in the workplace is not guaranteed. Decisions will be based on individual circumstances and whether the presence of the pet would affect other employees. The ability of the pet to adhere as much as possible to the guidelines outlined in this policy will also be a determining factor.
Effective Date: 10/8/2007
Revision Date:
