HR Administration New Principals Workshop July 2014 The

HR Administration New Principals Workshop July 2014

The Role of Human Resources It is very important that parishes, schools and the diocesan HR office have qualified staff who understand the differences between the Church and Corporate America, and can be truly pastoral in their approach to legal, practical and just parish human resource stewardship. The role of the Church Human Resource Professional is not to manage employees for other pastoral leaders, but rather to give those leaders the tools and guidance they need to manage their own employees. It is not the role of the Church Human Resource Professional to tell other parish leaders what they can and cannot do, but rather to help those leaders find legal, fair, pastoral, and effective ways to do what is right and appropriate in any employment situation. 2

Outline of Topics Recruitment Compensation Benefits Leaves of Absence Worker’s Compensation Corrective Action/Discharge Sexual Harassment Things to Remember 3

Recruitment • • • Application on file with Applitrack AOC application for employment Is the teacher certified as required by OCS? Interview Reference checks Job offer – offer letter vs. contract Salary for teachers is set by OCS Background check Paperwork Orientation 4

Compensation v Employment Status v Non-exempt (Hourly) Employees v Substitute Teachers v Employee Files v Timesheets v Bonuses v Deferred v Unemployment Compensation 5

Employment Status • When hiring new employees for your location, inquire if they are working anywhere else within the Archdiocese. Employment at another location in the AOC counts toward their benefits eligibility. • Exempt employees are those who supervise two or more • • people, and have the authority to hire, fire, discipline, make salary increase recommendations, etc. Those whose positions require a specialized course of study generally obtained through a 4 -year college degree program. Highly skilled computer technicians 6

Employment Status • Non-exempt employees do not meet the criteria for exempt status. • Non-exempt employees include maintenance workers, secretaries, bookkeepers, office clerks, librarians, teacher aides and extended day workers, etc. 7

Non-Exempt Employees • Non-Exempt employees must be paid straight time wages (regular hourly rate) for all hours actually worked up to 40 in the same workweek. • Pay employees according to actual hours worked, as the employee indicates on his/her time sheet. • Non-Exempt employees must be paid 1. 5 times their straight time wages (regular hourly rate) for all time over 40 hours actually worked in the same workweek (exclude holiday, sick, personal and any other paid time off from this calculation). 8

Non-Exempt Employees • Not legally eligible to be offered “comp-time” or to opt-out of receiving OVERTIME PAY. • Must not be allowed to work in same position outside of regular schedule, on a “volunteer” basis. • Not legally eligible to defer pay over 26 pay periods. • May not legally volunteer to work without pay doing the same or similar work they regularly perform as paid employees. 9

Employee Files Employee files should contain*: • • • • Official Archdiocesan employment application signed by applicant Employee’s resume, if one was provided Verifications of employment and academic credentials Job description Virtus certificate Signed Code of Conduct acknowledgement page Signed AOC Handbook acknowledgement page Signed Electronic Communications Policy acknowledgement page Signed Faculty Handbook acknowledgement page Performance appraisals Disciplinary notices Letters of commendation Compensation information Records of additional training and education 10

Employee Files • Emergency contact information • Other information used in making employment decisions • CANTS form (required of all school employees) *Teachers, support school staff and employees working in ministry positions may require additional information please contact the Office for the Protection of Children and Youth or visit their website at http: //www. archchicago. org/Protecting. Children. htm for a complete list of those additional documents. Employee files should not contain: • Leave of absence paperwork, doctor’s excuses for absences more than five days but less than ten and/or medical records (these documents should be filed separately). 11

Substitute Teachers • State certified substitute teachers who are employed for one month or longer in one assignment should be paid at the appropriate daily rate as per Lane and Step that’s determined by the Office of Catholic Schools. • Questions related to Lane and Step should be directed to School Personnel, Office of Catholic Schools. 12

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Time Sheets • All employees are required to complete time sheets. • Exempt (salaried) employees indicate Present or Absent for each work day and if absent, state the reason. • Non-Exempt (hourly) employees indicate the number of actual hours worked and if absent, state the reason. • Employee and Supervisor sign the sheet each pay period. 14

Bonuses • This is a form of compensation (pay in exchange for work). • If offered at your location, it must be paid through payroll. • It is not legal to compensate employees for their work in cash, through accounts payable, or through any means other than the regular employee payroll 15

Deferred Pay • Only school teachers are allowed to defer a portion of their pay earned in the school year, in order to receive equal bi-weekly pay checks over a 12 -month period. • Teacher’s pay shall be completed prior to the start of every school year. • If deferred pay is elected, and the teacher terminates, then pay out the remaining pay owed before the end of June. • Non-exempt employees such as aides, secretaries, custodial, etc. are not legally allowed to defer their pay. 16

Unemployment Compensation • An individual who voluntarily quits because s/he was asked to or who was told s/he would be fired if s/he didn’t. . . is eligible for Unemployment benefits • Individuals who lose their job through mutual agreement or for reasons other than misconduct or voluntary resignation will almost always receive benefits. 17

Unemployment Compensation • The State determines which persons will receive UC, and how much they will receive. • The last “ 30 day employer” will be charged for the unemployment compensation. • NSN is the Archdiocesan provider that handles all claims, hearings, etc. (Cooperate with them when they call). • Timely communication with NSN is required to avoid unnecessary unemployment costs. 18

Benefits Eligibility - ALL employees who are hired to work at least 26 hours per week for 8 or more months of the year throughout the AOC are eligible for ALL employee benefits. • Employees may not opt out of those benefits for which they are not required to make contributions or pay premiums through payroll deductions i. e. Share. Plan(Pension), Basic Life Insurance (free 1 x salary), Long-Term Disability, and paid time off benefits i. e. Holidays, Personal, Sick or Vacation days. 19

Benefits v Professional Growth v Paid Time Off 20

Professional Growth • This year $1, 200 is the allowance for education, books, workshops, etc. • Not intended to purchase computers or other hardware • Use of this money needs to be pre-approved for Principals and Teachers. • In order to receive reimbursement, receipts and confirmation of successful participation are required. • Professional Growth is not intended to be used for mandated training i. e. CPR classes for Early Childhood teachers, in-service days etc. . . 21

Paid Time Off Vacation • For benefits eligible employees i. e. teachers, office support, aides, maintenance, etc. who work the school calendar, the 2 -week Christmas and 1 -week Easter season breaks make up their vacation. • During the year in which a school employee reaches his/her 15 th year of service, the employee will be entitled to the additional week of vacation (at many schools teachers do not work through the end of their contract on June 15, so the fourth week is covered at such schools). 22

Paid Time Off Vacation • Principals receive vacation in addition to Christmas and Easter season breaks, per OCS policies. Holidays • All benefits eligible employees are entitled to all locally designated holidays. 23

Paid Time Off In-Service Days • In-service days for non-teaching personnel can be handled in several different ways: o Employees may be given the option to participate in the Inservice. o Employees may be given the option to report to work and perform their duties or be assigned alternate tasks. o Employees can be given the opportunity to make-up the hours on alternate days during the same workweek. o If the employee requests to be off when given the option to come in or make-up the hours, unless they use a personal day, it will be unpaid. o If, however, the building will be closed and none of the other options apply, they must be paid for their normally scheduled hours for that day. 24

Leaves of Absence Family/Medical Leave of Absence (FMLA) v Personal Leave of Absence v 25

Leave of Absence (FMLA) • Family/Medical Leave of Absence allows eligible • • employees up to six months of job-protected leave. First year Archdiocesan employees are ineligible. Employees must have worked at least 1, 250 hours in the previous year. Reasonable accommodations may be requested related to a leave. Call Susan Zarnowski at (312) 534 -5287 for assistance. 26

Personal Leave of Absence • Subject to supervisor’s approval • Up to 90 calendar days • Unpaid, except for any available vacation and days. personal 27

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Worker’s Compensation • Immediately upon notice from the employee about a work • -related injury, the Supervisor is to report the injury to Gallagher Bassett Claim Services at 1 -888 -256 -4921. The Leave of Absence (FMLA) procedure must be followed and all necessary forms need to be submitted for lost time claims in excess of 10 consecutive days. 29

Corrective Action/Discharge • Documentation is required to support employment decisions • Annual Appraisals are recommended, but issues need to be addressed with the employee as they arise. • Counseling, Verbal warnings, Written Warnings, and Suspensions can be used to correct employee performance issues. • Minor issues can be addressed through discussion or a written constructive criticism, which does not carry the same weight as a written discipline notice. 30

EEOC Definition of Sexual Harassment Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when: üSubmission to such conduct is either explicitly or implicitly a term or condition of an individual’s employment. (Quid pro quo) üSubmission to or rejection of such conduct is used as the basis for employment decisions affecting such individual. (Quid pro quo) üSuch conduct has the purpose or effect of unreasonably interfering with an individual’s work performance, or creating an intimidating, hostile or offensive working environment. (Hostile work environment) 31

Examples: • While groping and other types of physical sexual contact and assault are obvious forms of hostile work environment sexual harassment, the following, more subtle actions and behaviors may also constitute hostile work environment sexual harassment if… ü The behaviors are serious and pervasive. ü The employee feels it creates an intimidating, hostile or offensive working environment. ü The complainant did not also willingly participate in the allegedly offensive activity. ü A reasonable person, generally of the same gender as the accuser, in the same situation, would also find the behavior or activity to be offensive 32

Offensive Behaviors • Engaging in physical displays of affection or sexual activity in the workplace, whether or not it is welcome or consensual. • Telling “dirty” jokes, engaging in practical jokes of a sexual nature, engaging in sexually oriented horseplay or horseplay that involves physical contact. • Engaging in lewd conversation or making comments of a sexual nature. • Staring, ogling, making gestures or noises of a sexual or sexually suggestive nature. • Unwanted touching, such as hugging, kissing, placing one’s hands on another’s shoulders, arms, neck, etc. 33

Offensive Behaviors • “Accidentally” brushing against someone. • Repeated flirtation or repeated requests for a date after the object of one’s affection has made it clear that he or she is not interested. • Displaying sexually oriented pictures or novelties. • Commenting about another’s anatomy, sex appeal, how his or her clothes accentuate his or her figure, etc. • Making derogatory comments directed to individuals of a particular gender, such as “Women have no place working at a man’s job. ” 34

Supervisor Responsibilities • Should refrain from engaging in any of the aforementioned behaviors and activities. • Should be proactive in preventing sexual harassment by stopping such behaviors and activities whenever they are observed, whether or not anyone has complained. • Should take all reports of sexual harassment seriously, regardless of their perception of the complainant’s credibility or the severity of the alleged offense. 35

Supervisor Responsibilities • Should diligently follow the procedures for reporting sexual harassment, as outlined in the Archdiocesan Policy on Sexual Harassment. • Should contact Human Resources or Legal Services whenever they are in doubt as to whether an observed or reported situation constitutes sexual harassment. • Should cooperate fully with Human Resources, Legal Services and any other authorized agency in investigating any sexual harassment claims. 36

Things to Remember… • Document all performance and disciplinary issues as they occur. • If you need to take action against an employee: Call HR. • If you need to send an employee home: Call HR. If you can’t reach us, leave a message and suspend the employee with pay. 37

Things to Remember… • Use time sheets for all employees - exempt and non-exempt. • When in doubt? Call HR. 38

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HR Contacts Fred Van Den Hende - Director of Human Resources fvandenhende@archchicago. org (312) 534 -5352 Kim O’Donoghue - HR Field Rep, Vicariates I & II kodonoghue@archchicago. org (312) 5342021 Erika Gallardo - HR Field Rep, Vicariates III & IV egallardo@archchicago. org 534 - 2017 (312) 40 Diana York - HR Field Rep, Vicariates V & VI dyork@archchicago. org (312) 534 -

HR Contacts Mel Stasinski – Benefits Manager mstasinski@archchicago. org 534 -5386 Arletta Ferrell – Pension Administrator aferrell@archchicago. org Lupe Hernandez – Benefits Specialist lhernandez@archchicago. org 534 - 8209 (312)-534 -8276 (312) Preetha Sasikumar – HRIS &Compensation Specialist psasikumar@archchicago. org (312) 534 -5359 41

HR Contacts Susan Zarnowski - Human Resource Specialist szarnowski@archchicago. org 534 -5287 (312) 42

Human Resources General HR Line (312) 534 -5360 HR Fax Line (312) 534 -5345