COMMUNITY TELEVISION OF SANTA CRUZ COUNTY PERSONNEL MANUAL
TABLE OF CONTENTS
1.00 INTRODUCTION
2.00 DEFINITIONS AND DUTIES
3.00 AFFIRMATIVE ACTION
4.00 JOB SPECIFICATIONS
5.00 PERSONNEL RECRUITMENT AND SELECTION
6.00 EMPLOYEE PROBATION
7.00 EMPLOYEE PERFORMANCE APPRAISAL
8.00 TERMINATION OF EMPLOYMENT
9.00 DISCIPLINARY ACTION
10.00 OTHER APPEALS AND GRIEVANCES
11.00 EMPLOYEE COMPENSATION
12.00 HOLIDAYS AND LEAVES
13.00 ON-THE-JOB INJURIES
14.00 BENEFITS AND ALLOWANCES
15.00 MISCELLANEOUS PROVISIONS
PERSONNEL MANUAL INDEX
ATTACHMENTS
A. Current Job Descriptions
E. Employee Salary and Wage Rate Schedule
B. CTSCC Personnel Application
C. Performance Appraisal Form
D. Disclosure Authorization and Release Form
F. Employee Designation of Personal Physician
G. Steps to Follow When an Injury Occurs
H. Employee's Claim for Workers' Compensation Benefits
I. Workers’ Compensation Notice
J. Prohibition of Harassment Policy
K. Affidavit of Domestic Partnership Form
L. Conflict of Interest Policy
1.00 INTRODUCTION: CTSCC, Community Television of Santa Cruz County, Inc., is a private, nonprofit, tax-exempt corporation with the responsibility of operating the public, educational, and governmental access television channels in Santa Cruz County. It operates under an Agreement with the City and County of Santa Cruz.
CTSCC employs such persons as are necessary to carry out its annual Work Plan and such other programs as are directed by its Board of Directors. CTSCC has adopted personnel rules and regulations to govern its relationship with its employees.
The purpose of these rules and regulations is to facilitate efficient and economic service to CTSCC's constituencies and to provide for a fair and equitable system of personnel administration and management. This Personnel Manual is a summary of these rules, regulations, and practices.
CTSCC, as the employer, is solely responsible for all obligations of the organization. CTSCC is not bound by civil service regulations or negotiated collective bargaining agreements.
All employment by CTSCC is at the discretion of the Board of Directors. Any position description, salary/wage rate, individual fringe benefits, etc., may be modified at any time at the discretion of the Board.
1.01 Equal Opportunity and Other Personnel Policies. It is the policy of CTSCC that:
1. The Corporation will not discriminate against any employee or applicant because of race, color, religion, national origin, ancestry, physical handicap, medical condition (cancer related), marital status, sex, sexual orientation, age (over 40), veteran status, or any other non-merit factor unrelated to job duties. Such action shall include, but not be limited to the following: employment upgrading, demotion, or transfer, recruitment, compensation, and selection of training including apprenticeship.
2. Tenure of employees covered by these rules and regulations shall be subject to satisfactory work performance and behavior, the necessity for the performance of work, and the availability of funds.
3. Relations with employees will be maintained in an open and straightforward manner. Sexual or other harassment will not be tolerated. See Attachment J, Prohibition of Harassment Policy, for policy and procedures regarding harassment.
2.00 DEFINITIONS AND DUTIES
2.01 CTSCC: Community Television of Santa Cruz County, Inc.
2.02 CTSCC Board of Directors: The Governing Body of CTSCC, composed of members as specified in the Bylaws. The duties of the Board of Directors regarding personnel matters include:
1. To establish a CTSCC Personnel Policy in accordance with equal opportunity and affirmative action law and practice.
2. To establish such standards of employment as are necessary to conduct the CTSCC Work Plan and other CTSCC programs.
3. To recruit, appoint, direct, and evaluate the CTSCC Executive Director.
4. To establish salary and wage rates for CTSCC positions in accordance with budget constraints.
5. To approve job specifications for CTSCC positions.
6. To appoint members of the Personnel Committee.
7. To hear and act on appeals of disciplinary actions when other remedies have been exhausted.
2.03 CTSCC Chairperson: The CTSCC Chairperson is elected for a one-year term by the Board of Directors from its own members. The Chair takes lead responsibility for supervising and directing the Executive Director, including conducting the Executive Director's annual performance appraisal. The Chair approves the schedule of the Executive Director’s annual leave days and may, at his or her discretion, grant the Executive Director compensatory or administrative leave in addition to that provided in Section 12.00. The Chair also approves requests by the Executive Director for: leaves of absence without pay and extensions thereof; reimbursement of expenses in excess of $1,000; permission to engage in outside employment or consulting activities; attendance at conferences, workshops, and seminars in excess of ten days per year; excess accumulation of vacation; advance vacation credit; advance vacation pay; and other such supervisory matters as directed by the Board. All such approvals by the Board Chair shall be reported to the Board at the next Board meeting.
2.04 CTSCC Executive Director: The Executive Director is a regular employee whose duties, responsi-bilities, and terms of employment are defined in a job specification attached to this Manual. The Executive Director's personnel-related duties are:
1. Attend all meetings and act in an advisory capacity to the Personnel Committee, serving as an ex officio member without a vote.
2. Draft all position specifications and revisions to same for consideration by the Personnel Committee.
3. Make recommendations to the Personnel Committee regarding amendments and changes in employee practices.
4. Recruit, appoint, train, supervise, appraise, and termi-nate all tempor-ary and regular employees, reporting appoint-ments and major changes to the Chair and the Personnel Committee in a timely fashion. Supervision may be delegated, but the Execu-tive Director has overall responsibility for personnel management and adminis-tration, using procedures outlined in this Manu-al.
5. Carry out such other duties as are defined in this Manual or directed by the Board of Directors.
2.05 CTSCC Personnel Committee: A committee appointed by the Chair of the Board of Directors and charged with certain personnel-related responsibilities. The Committee shall be composed of at least three members, one of whom is the Chair of the Corporation. The Executive Director serves as an ex-officio member. The Committee's duties are:
1. To consider and make recommendations to the Board of Directors regarding additions, revisions, and amendments to the CTSCC Personnel Manual.
2. To consider and make recommendations to the Board of Directors on the adoption of position specifications, salaries, and wages, including annual cost of living adjustments.
3. To hear grievances and appeals by CTSCC employees as described elsewhere in this Manual.
4. To review and make recommendations to the Board of Directors regarding employee promotions or reclassification requests.
2.06 Regular Employee: An employee who works 1,000 or more hours per calendar year for an indeterminate period.
2.07 Part-Time Employee: An employee hired for an indeterminate time period, or to work on an on-call or irregular basis, not to exceed 999 hours per calendar year. Unless otherwise specified, all rights, responsibilities, and rules for regular employees shall apply to part-time employees.
3.00 AFFIRMATIVE ACTION: The CTSCC Board of Directors has adopted the equal opportunity policy established in Section 1.01 of this Manual. Therefore, it has charged the Executive Director with managing employment selection in a manner which promotes the creation of a CTSCC staff which is broadly representative of all ethnic groups within the CTSCC service area. Protected classes in particular should be encouraged to work for the organization.
3.01 Definition. "Protected Classes" are defined as people of African American, Hispanic, Latino, Asian, and Native American origin, women, people with physical disabilities which do not prevent them from doing the work described in the job specification, and anyone over the age of forty (40).
3.02 Responsibility. The Executive Director shall be responsible for the implementation of equal opportunity employment and affirmative action practices in recruitment, selection, promotion, and all other conditions of employment.
3.03 Review Staff Composition. Each time a position is filled, the Executive Director shall review the composition of the present staff to determine whether special efforts should be made to recruit candidates from protected classes.
3.04 Periodic Reports. The Executive Director periodically to the Board of Directors on affirmative action and equal opportunity efforts.
3.05 Record Keeping. The Executive Director shall keep records of the application and selection process for each position for a period of three years.
4.00 JOB SPECIFICATIONS
4.01 Authority. The Board of Directors shall adopt written job specifications for each CTSCC position upon the recommendation of the Personnel Committee. Subsequent amendments to such job specifications may be approved by the Personnel Committee without recourse to the Board.
4.02 Responsibility. The Executive Director shall be responsible for drafting job specifications for CTSCC positions and presenting these to the Personnel Committee for review and recommendation to the Board of Directors.
4.03 Job Specification Attributes. Job specifications shall be based upon a description of the duties of the job and the required and desirable qualifications of the person filling it. In drafting job specifications, every effort shall be made to ensure that only those attributes which are reasonably required to satisfactorily perform the work are included in the specification.
Each job specification shall include the following elements:
a. Title of the position
b. Supervisory Relationship
c. Basic Function
d. Typical Duties
e. Minimum Qualifications stated in terms of knowledge, skills, and abilities
f. Required Education and Experience
g. Desirable Qualifications
4.04 Job Specification Access. Each employee shall receive a copy of the current job specification for the position she/he fills. Copies of current job specifications are included in this Manual as Attachment A.
5.00 PERSONNEL RECRUITMENT AND SELECTION
5.01 Responsibility. The Executive Director is responsible for the management of recruitment for any vacant CTSCC position except the position of Executive Director.
5.02 Typical Recruitment Process. Steps in a typical recruitment process shall be as follows:
a. The Board of Directors authorizes a recruitment budget.
b. The Executive Director reviews the existing Job Specification to ensure compliance with current needs and recommends revisions to Personnel Committee if required. The Personnel Committee approves the revisions.
c. The Executive Director develops a Recruitment Plan for the position. The Plan should include media targeted for advertising (including publications which reach potential applicants from protected classes), projected dates for interviews, names of potential interview panel members, the target date for filling the position, etc.
d. The Executive Director prepares a Position Announcement based upon the approved Job Specification. The Position Announcement includes the following information:
Job Title
Opening date
Salary/Wage rate and applicable fringe benefits
Essential and Desired Qualifications
Typical Tasks and hours of work
Name and address of person to be contacted for information
Closing date for applications
Position Announcements should be on CTSCC letterhead. Position Announcements must be posted not less than five (5) days prior to the final filing date.
e. The Executive Director distributes Position Announcements and undertakes planned media advertising for all position openings.
f. The Executive Director or the listed contact person responds to all queries about the position, giving or mail-ing application forms, complete Job Specifications, and CTSCC brochures as requested. A sample CTSCC application form is attached to this Manual (Attachment B.)
g. The Executive Director designs a process for evaluating each candidate, which might include recruitment of CTSCC Directors or members with special expertise, or interviewing by the Executive Director alone.
h. The Executive Director may delegate any of these duties to another regular staff member while retaining overall responsibility for the recruitment process.
An in-house promotional recruitment may be conducted when there are a sufficient number of qualified diverse candidates available. This would include the promotion of "special" subsidized hires such as work-study students or AARP employees to other Community Television vacancies. In-house promotional openings are to be posted in house at Community Television.
5.03 Confidentiality. All applications for employment shall be treated with reasonable confidentiality.
5.04 Qualification of Applicants. The Executive Director shall review all application forms for completeness and correctness of information, and notify all applicants of their acceptance for interview. Should the number of qualified candi-dates exceed ten (10), the Executive Director may rank the candidates according to qualifications and experience, and reduce the number to be interviewed.
5.05 Disqualification. Applicants may be disqualified for the following reasons:
a. Fraudulent conduct or false statements by an applicant, or by others with his or her concurrence, on any application or any selection procedure.
b. Failure to meet any of the requirements or qualifications, as published in the announcement and supporting job specification.
c. Conviction (including pleas of guilty or nolo contendere) of a felony or misdemeanor if the Chair and the Executive Director determine that the conviction has a rational relationship to the position for which the application is made. In making the determination, the Chair and Executive Director shall consider the duties of the position, the nature of the conviction, the circumstances surrounding the crime, and the candidate's record since the conviction.
Applicants shall receive written notice of their disqualification in a timely fashion.
5.06 Interviews. The Executive Director, assisted by an interview panel as appropriate, shall conduct interviews of all qualified candidates. The interviews shall be impartial and relate to those subjects which fairly measure the relative capacities of the persons examined to execute the duties and responsibilities of the position. Interview questions shall be designed to provide equal opportunity to all candidates by being based on an analysis of the essential requirements of the position, covering only factors related to such requirements.
5.07 Selection. Selection decisions are the responsibility of the Executive Director, who will offer CTSCC employment to the successful candidate. The candidate shall be given two working days to accept or reject the employment offer. The Executive Director shall inform the Chair and the Personnel Committee that the position has been filled in a timely fashion. The Executive Director shall inform all interviewed candidates, by phone or by letter, of the selection decision when the position has been filled.
5.08 Emergency Hiring. The Executive Director is authorized to offer temporary appointment to qualified individuals to fill jobs which are vacant while the Personnel Recruitment and Selection Process outlined above is conducted. Individuals filling such temporary appointments are not eligible for benefits and may serve no longer than four months.
6.00 EMPLOYEE PROBATION
6.01 Probationary Period. All new regular CTSCC employees shall serve a probationary period of six (6) months. Part-time employees shall serve a probationary period of six (6) months or 300 hours. CTSCC employees who have previously completed their probationary period and who are being placed into a new position shall serve a probationary period up to six (6) months, at the discretion of the Executive Director.
6.02 Appraisal. During the probationary period, each regular employee shall be appraised by her/his supervisor at the completion of three (3) months of service and at the end of six (6) months of service. Part-time employees shall be appraised at the end of three (3) months or 100 hours of service, and again at the end of six months or 300 hours of service, whichever occurs later. The appraisal shall be in writing and shall follow the procedures set out in section 7.00 below.
6.03 Termination. During the probationary period an employee may be terminated at any time for any reason, and has no right to appeal. Termination is the responsibility of the Executive Director. A supervisor determining that a probationary employee's work is unsatisfactory must recommend termination to the Executive Director. The Executive Director shall notify the Chair and the Personnel Committee of all employee terminations.
7.00 EMPLOYEE PERFORMANCE APPRAISAL
7.01 Annual Appraisal. It is the policy of the Board of Directors that all employees are entitled to annual appraisals of their work, at which they have an opportunity to discuss their performance during the past year, set objectives for the coming period, and resolve any problems which may exist. Part-time employees shall be appraised after each completion of 1,000 hours, or annually.
7.02 Responsibility. The Executive Director is responsible for implementing the performance appraisal system for all employees other than the Executive Director.
The Corporation Chair is responsible for implementing the performance appraisal system for the Executive Director, using procedures outlined in 7.05 below. Members of the Board of Directors may submit to the Board Chair confidential comments regarding the Executive Director’s performance for incorporation into the appraisal, and the Chair shall endeavor to include a component whereby CTSCC’s staff, membership, and government, educational, and community clients are given the opportunity to provide confidential input to the Board Chair or Board subcommittee for the Board’s consideration.
7.04 Date of Appraisal. Performance Appraisals shall be conducted within four weeks of an employee's annual anniversary date.
7.05 Appraisal Procedure. The Personnel Committee shall be responsible for devising, and periodically revising, an appraisal form and procedure. A copy of the Performance Appraisal form is attached to this Manual (Attachment C). The procedure for appraisal shall include the following elements:
a. Written self-appraisal by the employee using the Performance Appraisal form, including specification of performance objectives for the coming period.
b. Written appraisal by the supervisor using the Performance Appraisal form, including specification of performance objectives for the coming period.
c. Ample time for review of both documents by the respective parties.
d. An appraisal interview in which the two documents are merged and objectives for the coming period agreed upon.
e. Signatures on the final document indicating agreement by both parties.
7.06 Merit Pay Increases. Annual merit increases may be granted to employees based upon successful performance appraisals submitted to the Personnel Committee by the Executive Director.
8.00 TERMINATION OF EMPLOYMENT
8.01 Resignation. An employee may voluntarily terminate employment by submitting a written statement of resignation. A minimum of two weeks' written notice is expected of any employee wishing to resign in good standing. The Executive Director shall report all resignations to the Chair immedi-ately and to the Personnel Committee as soon as possible.
8.02 Lay-off. The Executive Director may terminate, without prejudice, any employee because of lack of appropriate funds, or curtailment or lack of work. The Executive Director must give the employee two (2) weeks' notice of such termination. An employee who is to be terminated for the above reasons may elect to accept transfer or demotion, providing there is a vacant position for which the employee qualifies, as determined by the Personnel Committee.
8.03 Discharge or Dismissal. The Executive Director may terminate any employee for one or more of the reasons cited in Section 9.00, DISCIPLINARY ACTION. The Executive Director will immediately notify the Chair of such action and the Personnel Committee as soon as possible.
In the event an employee is dismissed for such cause, the termination shall be effective upon notification.
8.04 Reference and Letters of Recommendation. It shall be the policy of CTSCC that oral references and letters of recommendation for current or former CTSCC employees shall be provided only with the express written consent or at the written request of the employee. Terminating employees shall be given the opportunity (although they shall not be required) to sign a Disclosure Authorization and Release form authorizing CTSCC staff or officers to comment upon their performance while in CTSCC's employ. A copy of this form is attached to this Manual (Attachment D.)
9.00 DISCIPLINARY ACTION
9.01 Definition and Responsibility. Disciplinary action shall mean discharge, demotion, reduction in salary, suspension and/or written reprimand.
The Executive Director is responsible for taking all disciplinary actions against CTSCC employees. The Chair, in consultation with the Personnel Committee, is responsible for taking disciplinary actions against the Executive Director.
9.02 Causes for Disciplinary Action. It is expected that employees will adhere to the professional standards established by Community Television and will maintain their commitment to the organization’s behavioral values of integrity, courtesy, respect, and understanding in the workplace.
Disciplinary action may be taken against any employee for reasons that may include, but are not limited to, the following specific examples of conduct, and may include other conduct by an employee that a reasonable person would deem to be unethical or unprofessional.
a. Fraud in securing employment.
b. Divulging of confidential information.
c. Violation of CTSCC Prohibition of Sexual Harassment Policy.
d. Violation of CTSCC Conflict of Interest Policy.
e. Violation of CTSCC Rules and Regulations.
f. Dishonesty to or deliberately misinforming one’s supervisor.
g. Misconduct or negligence which causes damage to CTSCC or lessor property.
h. Inexcusable neglect of duty.
i. Refusal or failure to perform work assigned.
j. Insubordination or disobedience of proper authority.
k. Violation of safety rules.
l. Habitual tardiness or absenteeism without reasonable cause.
m. Unauthorized leave of absence, or use of other leave in a manner not authorized by CTSCC rules or policies.
n. Falsification of paperwork, including but not limited to time sheets, personnel-related documents, certification records, equipment check-out records, and medical claims.
o. Theft; or unauthorized use or misuse of CTSCC property, including removal of property without prior permission.
p. Offensive treatment of the public or another employee.
q. Consuming, selling, possessing, or being under the influence of alcoholic beverages, non-prescription or unauthorized nar-cotics, or dangerous drugs during working hours and on the CTSCC work site.
r. Conviction, including pleas of guilty or nolo contendere, of a felony or misdemeanor if the conviction has a rational relation-ship to the employee's position.
s. Inability to perform the job duties for which employee was hired.
9.03 Progressive Disciplinary Action. As stated in the previous Section, reasonable rules concerning the personal conduct of employees are necessary if the facility is to function safely and effectively. The purpose of this policy is not to restrict the rights of any employee but, rather, to help everyone at Community Television to work together harmoniously by observing the organization’s profes-sional standards and behavioral values. The rules are also designed to ensure that all employees know what is expected of them to perform their jobs properly.
It is the responsibility of the Executive Director (and the Chair, in the case of the Executive Director) to ensure that CTSCC employees are adequately trained for the work they are expected to perform and informed of all CTSCC rules, regulations, and policies. Ideally, disciplinary action should be a last resort, after reasonable supervisorial counseling and coaching have failed. Before the imposition of disciplinary action, the cause for which such disciplinary action is contemplated will be investigated, if an investigation is warranted. When disciplinary action is taken, the employee must be informed in writing of the action and the precise reasons for it such action. An employee may respond in writing to any disciplinary action taken; any such response will be included in the employee’s personnel file.
Degrees of discipline are generally progressive and are used to ensure that the employee has the opportunity to correct his or her performance. There is no set standard of how many oral warnings must be given prior to a written warning or how many written warnings must precede termination. Factors to be considered may include, but are not limited to: how many different offenses are involved; the seriousness of an offense; and employee response to prior disciplinary action(s).
For serious offenses, termination may be the first and only disciplinary step taken. Any step or steps of the disciplinary process may be skipped at the discretion of the Executive Director after investigation and analysis of the situation, past practice, and relevant circumstances.
An employee may be placed on suspension during the period of investigation, not to exceed five (5) working days. If the investigation determines that termination is warranted, the employee forfeits pay for the period of the investigative suspension. If misconduct is determined, but not of a sufficiently serious nature to warrant termination, the employee shall receive a warning notice and shall also forfeit pay lost as the result of the investigative suspension. If no misconduct is determined, the employee shall return to work during the prescribed period and be paid for time lost as a result of the investigative suspension.
9.04 Appeals of Disciplinary Action. Any CTSCC employee who has successfully passed probation has the right to appeal a disciplinary action via the following procedure:
a. The employee may bring the matter to the Personnel Committee by presenting a written letter or memorandum to the Personnel Committee Chair stating the grounds for the appeal. Such appeals must be filed within five working days of receipt of the written notice of disciplinary action from the Executive Director to the employee.
b. The Personnel Committee must make a decision on the appeal within fifteen (15) working days of receipt of the employee's written appeal. Appeal decisions must be rendered in writing to the employee.
c. An employee who is dissatisfied with the Personnel Committee decision may appeal the decision to the Board of Directors, presenting a written letter or memorandum to the Chair stating the grounds for the appeal. The employee's appeal must be filed within five (5) working days of receipt of the Personnel Committee decision. The Board must act on the appeal at its next regularly scheduled meeting for which agenda posting requirements of law can be met. The Board shall meet to consider appeals in Executive Session. Board decisions shall be final and binding.
10.00 OTHER APPEALS AND GRIEVANCES
10.01 Other Appeals and Grievances. Employees have the right to bring dissatis-faction with their employment classification or compensation rate or working conditions to the Personnel Commit-tee for discussion, but only after they have attempted to resolve the problem with the Executive Director. Presentations to the Personnel Committee must be in writing and include the information listed in the next two sections:
10.02 Disagreement with Classification/Salary Rate Assigned.
a. Include a statement of employee's classification/salary rate.
b. Include a complete statement of duties performed by the employee for the past sixty (60) days and the length of time performing each duty.
c. Statement of classification/salary rate claimed and reason.
d. Date on which matter discussed with Executive Director.
10.03 Dissatisfaction with Working Conditions or Employment Status.
a. Statement of exact condition(s) causing dissatisfaction and resolution desired.
b. Date condition(s) were brought to attention of the Executive Director.
c. The action, if any, the Executive Director took or the reason given for refusal to take action.
10.04 Personnel Committee Action. The Personnel Committee must make a decision on the employee appeal or grievance within thirty (30) working days of receipt of the employee's written statement. Decisions must be rendered in writing to the employee. Decisions of the Personnel Committee are final and binding.
11.00 EMPLOYEE COMPENSATION
11.01 Authority. CTSCC salaries and wages shall be set by the Board of Directors, upon recommendation of the Personnel Committee.
11.02 Annual Wage and Salary Review. The Personnel Committee shall review all salaries and wages annually, making a recommendation for adjustment to the Board of Directors no later than May of each year, in conjunction with preparation of the next fiscal year budget.
11.03 Salary Schedule. Each CTSCC position shall be assigned a salary range. The current salary schedule is attached to this manual (Attachment E.)
11.04 Annual Merit Increases. Annual merit increases may be based on successful performance appraisals submitted to the Personnel Committee by the Executive Director. The Personnel Committee approves merit increases, based upon the recommendation of the Executive Director. Merit increases, if earned, shall be effective in the next pay period following the anniversary date of the employee. Merit increases shall be paid retroactively if for some reason the Performance Appraisal or Personnel Committee action has been delayed.
11.05 Right of Appeal. In the event of a denial of a merit increase, the employee shall have twenty (20) working days to file a written appeal with the Personnel Committee, stating why the employee believes the merit increase should be granted. The Personnel Committee shall have fifteen (15) working days from receipt of the appeal to consider and act upon the employee's appeal. The Personnel Committee's decision shall be rendered to the employee in writing and shall be considered final and binding.
11.06 Overtime. Overtime for non-exempt employees must have prior approval from the Executive Director, or the employee's supervisor, unless an emergency situation does not allow time for pre-approval. Overtime for non-exempt employees at the rate of one and one-half times the regular rate of pay is earned after eight (8) hours per day, or forty (40) hours per week, and for the first eight (8) hours on the seventh day of a work week. Overtime at double the regular rate of pay is earned after twelve (12) hours in a day or after eight (8) hours on the seventh day of work in a work week. Employees who were working alternative work week arrangements before January 1, 2000, who requested in writing, and were approved to continue doing so, may work up to ten (10) hours a day, but no more than forty (40) hours in a week, without earning daily overtime. All hours of work must be documented on time cards.
11.07 Makeup Time. If an employee of CTSCC should wish to make up work time that would be lost as the result of a personal absence not covered by sick or vacation time, those hours may be made up, if they are performed in the same work week, without counting toward computing the total number of hours worked in a day for overtime requirements, except for hours in excess of eleven (11) hours of work in one day or forty (40) hours in one work week. An employee shall provide a signed request form for each occasion that he/she wishes to make up work time in this manner.
12.00 HOLIDAYS AND LEAVES
12.01 Scheduling. All vacation leaves, compensatory time off, and other leaves of absence must be approved in advance by the Executive Director. Every effort will be made to afford the employee the opportunity to utilize accrued time and to select dates that best suit personal convenience. However, CTSCC requirements will take precedence over individual considerations.
Absence without prior approval shall constitute unauthorized leave and shall be sufficient grounds for dismissal. If other leave or other absence occurs after the normal payroll time sheet has been submitted for processing, the absence will be charged in the next pay period.
12.02 Paid Holidays. Only regular benefited employees shall be eligible for paid holidays. Up to ten holidays shall be paid per fiscal year, in proportion to one’s time base. Any variance from the holidays listed below must be scheduled in advance with the Executive Director or with the employee’s supervisor. The paid holidays include:
Independence Day
Labor Day
Thanksgiving Day
December 24
Christmas Day
New Year’s Eve
New Year’s Day
Martin Luther King Jr. Day
Presidents’ Day
Memorial Day
12.03 Vacation and Other Leave. Only regular employees shall be eligible to accrue and use vacation and other leave. Probationary employees shall not be eligible to use vacation or other leave. Vacation leave accrues at the following rates:
Years 1-4: 10 days leave per year (accrued at .83 days/mo)
Years 5-9: 15 days leave per year (accrued at 1.25 days/mo)
Year 10 and thereafter: 20 days leave per year (accrued at 1.67 days/mo)
In addition, regular employees are entitled to accrue other leave at the rate of eight (8) hours per month (up to 240 hours). Other leave is intended to be used in the event of personal illness, injury, medical appointments, other medical emergencies, or other absences of a personal nature.
Each regular part-time employee is entitled to accrue vacation and other leave at the same rate in proportion to hours worked. For example, an employee working twenty (20) hours per week would accrue five (5) days of vacation leave per year and forty-eight (48) hours of other leave..
12.04 Additional Executive Director Leave. In addition to the rates cited above, the Executive Director shall be granted ten (10) additional leave days per fiscal year for the first two years of service. Beginning with the third year of service, the Executive Director shall be granted thirteen (13) additional leave days per fiscal year. This leave cannot be carried over to another fiscal year.
12.05 Maximum Rate of Vacation Accrual. Vacation accumulation may not exceed 120 hours (15 days). Hours in excess of 120 must be used by July 1st of each year. However, the Executive Director, with the approval of the Chair, may grant excess accumulation of vacation leave under special circumstances.
12.06 Maximum Rate of Other Leave Accrual and Payoff. Other leave accumulation may not exceed 240 hours. Each year, no later than June 1, each employee must choose whether she or he wishes to be paid at the end of the fiscal year for accumulated other leave hours. The payoff rate shall be 25% of regular salary. Probationary employees are not eligible for this payoff option.
12.07 Advance Vacation Credit. Vacation credit shall not be used prior to the time it is actually earned except in unusual circumstances. The Executive Director, with the approval of the Chair, may grant such advance leave, but with the understanding that the employee shall be allowed to take only accrued time.
12.08 Other Leave Advance Credit. An employee with no accrued vacation or other leave hours who becomes ill is eligible for leave without pay only. No advance other leave hours will be granted.
12.09 Advance Vacation Pay. Upon approval by the Executive Director, and subject to appropriate accounting procedures, employees may receive vacation pay in advance of vacation taken. However, advance pay may not exceed the vacation balance nor be more than the actual vacation taken.
12.10 Vacation Leave at Termination. In the case of an employee resignation, the effective date of the resignation is the last day that the employee actually works. At termination, the employee will be paid full salary for accumulated vacation leave.
12.11 Other Leave at Termination. Non-probationary employees are eligible for payoff for accrued other leave at the rate of 25% of salary at termination. Employees may not use other leave after notice of termination unless there is a medical verification.
12.12 Minimum Other Leave Charging. The minimum other leave chargeable shall be one half (1/2) hour and shall be computer in one half (1/2)-hour increments.
12.13 Employee Other Leave Reporting. When accrued other leave must be used, an employee will notify her/his supervisor of the cause of the leave and its probable duration within one hour after the regular starting time. Other leave shall not be granted unless such report or advance reporting is made, unless the Executive Director determines that the employee's failure to report was due to circumstances beyond her/his control.
12.14 Care of Sick Family. An employee may use accrued other leave when the employee's attendance is required to care for an immediate family member who is ill or injured. For the purposes of this provision, immediate family is defined as a wife, husband, son, daughter, father, mother, principal domestic partner, or other close relation residing in the employee's household.
12.15 Leave of Absence Without Pay. Leave of absence without pay may be granted in cases of emergency or where such absence would not be contrary to the interests of CTSCC. Such leave so granted is not a right, but an authorized privilege. Also, after two years of employment, an employee is eligible to apply for a Production Sabbatical leave without pay for creative work.
Leaves of absence without pay of up to thirty (30) days may be granted by the Executive Director. Leaves of absence without pay of more than thirty (30) days, but less than three (3) months, may be granted by the Executive Director with the concurrence of the Chair. Leaves of absence without pay of longer duration must be approved by the Board of Directors upon recommendation of the Executive Director for a time specific period. Employees on authorized leaves of absence without pay may not extend such leave without express approval of the Execu-tive Director and the Chair.
12.16 Leave of Absence Leave Benefits. No vacation, sick leave, or any other paid benefit shall be accrued during such leave. Employees granted a leave of absence without pay must use all accrued vacation leave prior to the commencement of the leave of absence.
12.17 Maintenance of Health and Life Insurance Benefits. The Board of Directors may vote to continue the CTSCC contribution to the employee's insurance coverage for leaves of absence without pay, or the employee may elect to pay her/his own premium if not granted.
12.18 Pregnancy and Family Leave. Full-time and part-time regular employees may take up to a three-month leave of absence (proportionate to hours worked) without pay for the purpose of childbirth, post-natal infant care, or post-adoption care. A female employee may take up to four month’s leave if the employee’s health care provider determines that she is disabled by pregnancy, childbirth, or related medical conditions. In this case, the employee may also use the leave intermittently, in increments as small as one hour. Upon knowledge of pregnancy, the employee must submit a physician’s authorization including job restrictions, if any, for continuation of work to a specific time period. No vacation, other leave, or other paid benefit shall be accrued during such leave. Other leave may not be used during the post-partum portion of this leave unless medical complications of the employee preclude return to work as authorized by a physician.
Beginning July 1, 2004, concurrently to or in lieu of unpaid pregnancy or family leave, an employee may file a claim for Paid Family Leave benefits for the following reasons: to care for a seriously ill child, spouse, parent, or domestic partner; to bond with a new child; or to bond with a minor child in connection with the adoption or foster care placement of that child.
An employee is not eligible for Paid Family Leave for any day that another family
member is able and available for the same period of time that the individual is providing the required care.
Prior to receiving any benefits, any employee wishing to utilize Paid Family Leave
must first use a minimum of two weeks of accrued vacation leave (or the accrued
balance available, if that balance is less than two weeks). The first week of vacation can be applied to the waiting period after filing the claim.
Each new employee, as well as any current employee wishing to take any type
of family leave, will receive an informational brochure on Paid Family Leave
outlining the various requirements and restrictions..
12.19 Maintenance of Health and Insurance Benefits. CTSCC will continue to provide health insurance benefits for employees on medical or parental leave for a period of three months. After that date, the employee may elect to pay her/his own premium in order to maintain membership in the insurance pool.
12.20 Time Off to Vote. Time off with pay, if necessary, to vote at any general or primary election shall be granted as provided by the California Elections Code.
12.21 Jury Duty. Regular employees required to report for jury duty shall be granted a leave of absence with pay from their assigned duties until released by the court, provided that the employee remits to CTSCC all per diem service fees except mileage or subsistence allowance within thirty days from the termination of such duty.
12.22 Office Closing. The Executive Director shall have the power to close the CTSCC office for security or other reasons if, after consultation with the Chair or another elected CTSCC officer, she/he believes such action is in the best inter-ests of CTSCC. Employees already on leave on dates when the office is closed shall not be charged for their absence.
12.23 Bereavement Leave. Regular benefited employees are entitled to 12-24 hours of bereavement leave, with normal pay and benefits, for the death of an immediate family member: domestic partner or spouse; child, or partner's/ spouse's child; parent or step-parent; brother or sister; grandchild; grandparent; and are entitled to 6-12 hours of bereavement leave for the death of extended family members: aunt or uncle; brother-in-law or sister-in-law of employee; mother-in-law or father-in-law. The Executive Director may grant additional time off for out-of-state travel or other extenuating circumstances.
Such leave shall be used to attend to personal business, including funeral services. This leave must be taken within a 10-day period from the occurrence of the death. This leave may beer complemented with other paid leave as approved by the Executive Director.
13.00 ON-THE-JOB INJURIES
13.01 Employee Designation of Personal Physician. All employees shall fill out the form "Employee Designation of Personal Physician" included in this manual as Attachment F.
In the event an employee is injured on the job and she/he has not designated a personal physician, the Executive Director shall arrange to have the employee transported to the Emergency Room of the local hospital.
13.02 On-the-Job Injury. In the case of an on-the-job injury, the Executive Director shall follow the steps outlined by the State Compensation Insurance Fund in Attachment G, "Steps to Follow When an Injury Occurs." A copy of this notice is also posted in the CTSCC office.
Also included as Attachments H and I are copies of the "Employe-e's Claim for Workers' Compensation Benefits" and the State of California "Employer's Report of Occupational Injury or Illness." Copies of these forms are kept in the CTSCC Administrative Files.
14.00 BENEFITS AND ALLOWANCES SUPPLEMENTAL TO BASIC PAY
The Corporation has established medical benefits, including dental, life insurance, prescription drug, and vision care plans, as well as a 401(k) retirement plan for eligible employees. In addition, pre-approved business-related training expenses will be reimbursed.
14.01 Medical and Life Insurance. All regular eligible staff receive a $30,000 life insurance policy with qualified dependent life coverage, a medical plan as selected by the Corporation, a prescription drug plan, a dental plan, and a vision care plan.
Dependent children and spouses are eligible for fifty percent (50%) of the coverage provided under the plan for eligible employees (or the dollar equivalent of the cost of the 50% of coverage provided by the Corporation's plan as a reimbursement as billed by another insurance plan, with the approval of the Executive Director). Domestic partners and their dependent children are eligible for fifty percent (50%) of the coverage provided under the plan for eligible employees, except for life insurance and COBRA continuation coverage (or the dollar equivalent of the cost thereof, with the approval of the Executive Director), upon satisfaction of eligibility criteria and approval of such form of affidavit, certificate, and/or declaration of domestic partnership as may be required by any of the Corporation’s insurance companies. A sample of a form of Affidavit of Domestic Partnership is included as Attachment K.
Any regular employee may contribute to the cost of his/her dependent coverage through pre-tax paycheck deductions. CTSCC maintains a “Premium Only Cafeteria Plan” to allow such contributions.
14.02 Reimbursable Expenses. The Corporation will reimburse tuition and other business-related training course expenses, with the prior approval of the Executive Director. This may include conference registration, meals, or travel costs provided for in the annual budget.
14.03 Retirement Benefits. Community Television has initiated a retirement program which allows all employees to invest pre-tax dollars for retirement. The employer will also make contributions to the plan on a quarterly basis, depending upon available funds and based upon quarterly salaries, according to the rules established by the IRS for such 401(k))-qualified plans. The Corporation has selected mutual funds for the investments. The funds available for the plan may vary from budget year to budget year and may depend upon the costs of other benefits. Each eligible employee will receive the same percentage of salary as every other employee. All contributions are 100% vested immediately. No employee match is required by the plan. An employee is eligible to participate in employer contributions on the first day of the month following such employee’s successful completion of six (6) consecutive months of service, in which the employee has completed 500 or more hours of service to CTSCC. The employer contributions will be calculated retroactive to employee’s date of benefited hire. Employee elected salary deferrals can begin the first payroll after date of hire.
15.00 MISCELLANEOUS PROVISIONS
15.01 Work Week. The CTSCC work week begins at 12:01 AM on Sunday and ends at 12:00 Midnight on the following Saturday. A full-time employee is expected to work forty (40) hours per week, excluding meal breaks.
15.02 Employee Schedules. The Executive Director shall establish a schedule of hours for each employee, which the employee is expected to follow. Work schedules are subject to change week to week to meet the needs of the Corporation's operation. Changes in the employee's work schedule must be approved in advance by the Executive Director.
15.03 Breaks. Employees are entitled to a one (1)-hour meal break during each continuous eight (8)-hour work shift. Meal breaks are not paid time. Employees are also entitled to one fifteen (15)-minute break during each continuous four (4)-hour work period. Fifteen-minute breaks are paid time and may not be used to compensate for lateness or other leaves nor be cumulated for other leave time.
15.04 Tardiness. Employees expecting to be late to work shall notify the Executive Director in advance. Late time is limited to one half (1/2) hour or less, and must be made up. Absences of more than one half (1/2) hour must be charged as vacation time, compensatory time off, or docked, and will be subject to disci-plinary action.
15.05 Telephone Use for Personal Business. CTSCC telephones are for business use. Employees may make limited use of the telephone for the conduct of brief personal business. However, the Executive Director may forbid such use if in her/his opinion it is being abused.
15.06 Other Equipment Use for Personal Business. CTSCC equip-ment such as personal computers, cameras, etc., are for business use. Employees may make limited use of CTSCC equipment for the conduct of brief personal business, provided such use does not interfere with the operations and services of CTSCC. No use may be made for projects resulting in personal gain. However, the Executive Director may forbid such use if in her/his opinion it is being abused.
15.07 Personnel Records. A personnel record shall be maintained for each CTSCC employee, which shall contain the name, title of position held, salary, changes in employment status, annual performance appraisals, letters of recommendation based upon CTSCC service, and such other information as is deemed pertinent by the Chair of the Personnel Committee.
Personnel records shall be regarded as confidential. All personnel records, except those of the Executive Director, shall be placed in the secured custody of the Executive Director. The Corporation Chair shall keep the personnel records of the Execu-tive Director outside the CTSCC office, and transmit them to the succeeding Chair.
Personnel records for terminated employees shall be retained for five years.
15.08 Reimbursement for Use of Privately Owned Vehicles. CTSCC shall reimburse regular employees and regular part-time employees for the previously approved use of their own vehicles in the course of doing CTSCC work at the rate authorized by the Internal Revenue Service. Travel vouchers shall be completed in a timely fashion, reporting such personal vehicle use, and shall be approved by the Executive Director.
15.09 Attendance at Conferences, Workshops, Etc. The Executive Director may approve reimbursement of registration fees and other costs for attendance at conferences, workshops, and other non-CTSCC meetings, to the extent budget funds are available.
Latest revisions adopted 9/28/06