To provide guidelines for Emergency Leave processes.

All HSGD staff

1.      To receive emergency leave, the following criteria must be met:

A.                 Death of immediate or extended family member; fire, flood, serious illness, personal and family emergencies.

B.                 Employee must complete the 90 days probationary period.

C.                 Supervisor must be notified immediately.

D.                Emergency leave will be deducted from accrued sick leave.  If there is no

   leave time then employee will take the time off without pay.

E.                 Provide supporting documentation verifying the reason the need is requested.

F.                  Complete the approved Emergency Leave Form before leaving.

      2.   Before the leave is granted the Human Resources Department will verify           that the recipient has provided the required documentation. Under certain          circumstances, Emergency Leave can be approved without prior   documentation. Documentation can be submitted upon return.

To provide guidelines to ensure that Family Medical Leave forms are completed on a timely basis.

All HSGD staff.

1.       The employee requesting the FMLA must complete the FLMA form and provide a doctor’s statement. The immediate supervisor will sign the FMLA and Personnel Action form and submit to the Human Resources Director or Human Resources Coordinator for verification. (See Attachments 1 and 2.)  The agency will place the employee on FLMA after five (5) consecutive days of being absent.

2.       The Human Resources Director or Human Resources Coordinator will follow up with the employee requesting the leave to ensure all documentation is correct.

3.       The Human Resources Director or Human Resources Coordinator will provide timely updates to the Manager or Supervisor.

4.       The Human Resources Director or Human Resources Coordinator will notify the employee and Manager or Supervisor when the FMLA expires.

5.       The employee on FLMA will substitute any accrued sick leave and/or annual leave before unpaid leave is granted.

6.       Upon returning from FLMA the employee must present a right to work documentation.

7.       If the employee exhausted the twelve weeks of FLMA and if it is a business necessity, their position will be staffed.

To provide guidelines for employees who return from Family Medical Leave.

All HSGD staff

Head Start Employees returning from a Family Medical Leave will be entitled to the following provisions:

1.  The returning employee must provide medical certification from their attending  

     physician regarding their status to the Human Resources Director or immediate

     supervisor.

2.  The Human Resources Director will make a determination, based on the

     physicians’ statement, if the employee can return to work.

3.   When the employee returns from FMLA, the employee will return to the

      position where they were assigned if the return is within the 12 weeks as     

      allowed by FMLA.

4.  If the position has been staffed, then the employee will be assigned to a position in

     the center where the employee was assigned to, provided the employee meets the

     qualifications of the open position.

5.  If after reviewing all the open positions and Human Resources cannot find a

     position for which the employee is qualified, the employee will be laid off.

To provide guidelines for transferring an agency employee.

All HSGD staff

1.      An employee requesting intra-agency transfer must inform his or her immediate supervisor of the request.

2.      The employee will complete the intra-agency transfer form and submit it to his/her immediate supervisor. Once the form is completed with all the proper signatures, the immediate supervisor will forward to the Human Resources Department.

3.      The Human Resources Department will ensure that the employee meets the qualifications of the job applied for and set up the interview.

4.      The Human Resources Department will notify the employee of the selection. If the employee is not selected, the Human Resources Director or Human Resources Coordinator will explain why he or she was not selected.

To provide guidelines for management staff on the interviewing protocol.

All management and interviewing panel.

1.  The hiring manager will select no less than 3 individuals to participate as

      interviewers and give Human Resources a list with the names.

2.  After all applicants have been interviewed and scored the lead interviewer will

     complete the Interview Record on each applicant. The applicant with the highest

     score will be selected for the position.  This is completed for both the selected and

     non-selected applicant. For the applicant selected the section, “Rationale for

     Selection”, must be completed. For the applicant(s) not selected, the “Rationale

     for Non-Selection”, must be completed.

3.  Failure to complete the Interview Record will cause a delay in making a job offer

     to the selected applicant.

4.  The lead interviewer must complete the “Personnel Action Form” and the

      “Request for Personnel Action” for the successful candidate. Forward the two

      completed forms to Human Resources within one business day.

5.   The Human Resources Department is responsible for making the job offer to the

       successful candidate.

6.   The supervisor having the vacancy will review all qualified applicants after

       resumes and applications have been screened by the Human Resources

       Department.

7.   Head Start employees who are not selected for the vacancy interviewed for, will

      be counseled as to the reason they were not selected for the position.

To provide guidelines to ensure that leave without pay form is completed and approved before the employee goes on Leave Without Pay.

All HSGD staff.

1.       The requesting employee will submit the Personnel Action Form with the supporting documentation , as outlined in the personnel handbook under Leave Without Pay, to his/her immediate supervisor. The form will be complete and approved before the employee goes on leave without pay.

2.       The immediate supervisor will sign the Personnel Action Form and submit to the Human Resources Director. The form will be complete and approved before the employee goes on leave without pay.

3.       Before the leave is granted, the Human Resources Department will verify that the recipient has provided the required documents; the Human Resources Director will then submit to the Chief Executive Officer for approval.

4.       Once the Personnel Action form is approved, the Human Resources Director will notify the employee and their immediate supervisor.

To provide guidelines for administering performance corrections.

All HSGD staff

1.      The Performance Correction Notice and a Plan of Action must be completed when administering a Conference, Written Reprimand, Probation, or Suspension. Termination Performance Correction Notice does not require that a Plan of Action  be completed.

2.      In the following sections, all areas must be complete.

A.     Type of Disciplinary Action:  You must check one of the five actions. If the action is Suspension indicate the length of time.

B.     Subject: The reason for the action taken and check the category listing.

C.     Prior Notifications: Indicate what prior action had been taken, including the date and why the action was taken. Also, give a detailed description of the infraction, to include time, place, and date of occurrence and witness statement. All documentation must be turned in with the Performance Correction Notice.

D.    Plan of Action:

1.                  Goals – What you want the person to accomplish.

2.                  What training will be provided and by whom.

3.                  Indicate if an interim performance evaluation is necessary and why.

4.                  Number four is for the Employee to provide you with their input.

5.         Outcome and Consequences

            A.   Positive: What happens if the plan is completed.

B.     Negative: Consequences for failure to complete plan of improvement

      6.          Schedule Review Date: Dates you are to review Plan of improvement to determine     if employee is completing the plan for improvement.      Follow-up must be documented and turned into Human Resources.

7.         Employee Comments and/or Rebuttal: Allows the employee to voice      

            their comments or rebuttal to the Performance Correction Notice.

8.         Signatures: Employee, Supervisor, and Human Resources Director

            will sign. If the employee refuses to sign, another supervisor will be

            brought in to witness and state that “the employee refused to sign”

3.      The suspension or termination paperwork must be signed by the immediate supervisor, Associate Head Start Director, Human Resources Director or Department Head.

To provide guidelines for management conducting employee evaluations.

All HSGD staff

1.  For Probationary Employees:  Supervisors shall evaluate probationary employees in

     writing three times (see schedule below) during the probationary period.

 2.  For Regular Employees:  Supervisors must evaluate regular employees in writing at

      least once a year on a regularly scheduled basis (see schedule below).  Optional

      reviews may be done at any time at the supervisor’s discretion.

3.      Schedule for probationary employees:

a.  Non-exempt (hourly) employees.

(1)  Conduct a new hire performance evaluation, using Attachment 1, on the 30^th, 60^th  and 90^th day from the date of hire.

(2)  If necessary, prepare a plan of improvement for each evaluation time period.

(3)   Distribute the completed evaluation and plan of improvement (if necessary) as follows:

a.      Original to Human Resources,

b.      copy 1, to center employee file, and

c.       copy 2, to employee.

  b.  Exempt (salaried) employees.

(1)    Conduct a new hire performance evaluation, using Attachment 1, on the 60^th,

120^th  and 180^th day from the date of hire. 

(2)   If necessary, prepare a plan of improvement.

(3)   Distribute the completed evaluation and plan of improvement (if necessary) as follows:

a.      Original to Human Resources,

b.      copy 1, to center employee file, and

c.       copy 2, to employee.

4.      Regular exempt and non-exempt employees are evaluated using the HSGD Job Description and Evaluation document:

a.      Using the rating scale found on the right side of the document, rate each responsibility in the following manner:

(1)   Circle the number on the left side of the scale if the employee did not met the standard.

(2)   Circle the number in the middle of the scale if the employee did meet the standard but not exceeded it.

(3)   Circle the number on the right side of the scale if the employee exceeded the standard.

       b.    If you rate the employee as not meeting or exceeding the standards, you must

  submit  documentation to support the rating. 

(1)   If the employee did not meet standard, submit a plan of improvement.  Include the following: (1) name and title of employee, (2) description of item found not meeting standard, (3) steps or actions on the part of the employee necessary to help employee meet the standard including training if necessary, and (3) signature and date blocks for both the employee and supervisor.

(2)   If the employee exceeded standard, provide a narrative supporting this score using Attachment 2.

  c.  The employee’s annual performance evaluation must be completed no later than

       10 calendar days after the employee’s anniversary hire date.  For Example:  if

       the employee  was hired on April 5, 2003, the performance evaluation must be

       completed no later than  April 15, 2004.

  d. Distribute the completed Job Description and Evaluation document and plan of improvement (if necessary) and a completed Employee Training and Development Career Guide form (see below) as follows:

      Original and two copies:

(1)   Original to Human Resources,

(2)   copy 1, to center employee file, and

(3)   copy 2, to employee.

  e.             Complete and submit, along with the performance evaluation, the Employee Training and Development Career Track Guide Form (see attachment 4).        

To provide guidelines for Request for Personnel protocol

All management.

1.      A Personnel Requisition form (see Attachment) must be prepared by the requesting supervisor which has the vacancy.

2.      The requisitioning manager must submit the completed requisition form to their Department Head for signature. The Department Head will submit it to the Human Resources Department for processing.

3.      The Human Resources Department will get the approval of the Chief Executive Officer, Financial Director, Human Resources Director, Head Start Director or Department Head before the position is posted as a vacancy.

4.      All positions will be posted internally for 5 days. Bids received will be scheduled for interviews provided they meet the job qualifications.

5.      All vacancies will be advertised with the newspaper, internet, universities and colleges with a closing date, which is five working days.

6.      Once the job offer has closed the Human Resources Department will notify the hiring manager of all qualified applicants and schedule interviews.

To provide guidelines for the reporting of child abuse/neglect or mishandling of a child.

All HSGD staff

1.                  An employee having cause to believe that a child’s physical or mental health or welfare has been, or may be adversely affected by abuse or neglect by any person, should report the situation.

A.                 Reporting of child neglect, abuse whether physical or mental will be reported to Child Protective Services immediately or within 24 hours of incident.

B.                 The immediate supervisor, Associate Head Start Director, and Human Resources Director shall also be informed and the Child Abuse Forms completed with copies to the above personnel.

2.                  Mishandling of a child will be reported to the licensing representative, immediate supervisor, Associate Head Start Director, and Human Resources Director.

A.                 Mishandling of a child will be reported on the Suspicion of Child Abuse or Neglect form.

B.                 The supervisor will complete the Suspicion of a Child Abuse Form and, if possible, investigate the incident. After the suspicion of the Child Abuse Form is completed, a copy will be given to the Associate Head Start Director, Head Start Director, and Human Resources Director within 24 hours.

C.                 The employee alleged to have mishandled the child will be re-assigned to the Triad Office area where no children are present.

D.                The investigation will be completed by licensing. The final report will be submitted by the licensing representative at the center where the incident took place.

To provide guidelines for resigning or terminating employment.

All HSGD staff

1.       Employees who are resigning must submit letter of resignation to immediate supervisor. A two (2) week notice is required of hourly staff; a three (3) week notice is required of salaried staff.

2.       Immediate supervisor must give resigning employee a letter of acceptance within

      one business day.

3.       Supervisor must complete the following forms for resigning and terminating

       employees:

A.                 Personnel Action Form

B.                 Request for Personnel Action

C.                 Separation Report

D.                Personnel Requisition

E.                 Separation checklist

4.      After immediate supervisor completes and signs all the above forms, submit the packet to their Associate Head Start Director, Department Head, or Division Head for signature.

5.      The Associate Head Start Director or, Department Head will sign and return the documents to the Human Resources Director for verification that all documents have been completed.

6.      The Human Resources Director next acquires the appropriate level director signatures.

7.