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I. Employment Policies and Practices | II. Wage and Hour Administration
III. Employee Benefits | IV. Other QUUF Policies | Acknowledgment Form for Employees

EMPLOYEE HANDBOOK
Quimper Unitarian Universalist Fellowship
Adopted into the Operations Manual on June 9, 2004
by the QUUF Board

I. EMPLOYMENT POLICIES AND PRACTICES

A. STATEMENT OF PURPOSE

This handbook has been prepared to help employees understand the policies and procedures of the Quimper Unitarian Universalist Fellowship (QUUF). Nothing in this handbook or in any other written or unwritten policies and practices of QUUF creates an express or implied contract, promise or representation between QUUF and any employee. This handbook is not a contract and can be modified or changed at any time.

Only salaried staff members, hired for a fixed percentage of full time service, are termed "employees". QUUF will be termed the "employer". Other staff members including non-salaried personnel and contractors are not necessarily covered by the policies and practices in this handbook. The relationship between employer and employee is legally defined as "employment at will", which means that such employment may be terminated without penalty by either party with or without notice. The employer may not be compelled to pay wages to persons no longer in their service, and employees may not be compelled to render their labor without their consent. This manual does not apply to an ordained minister called by vote of the congregation. The word "supervisor" is used to designate the person or group to whom a staff member reports, as shown in the QUUF Governance/Organization Chart.

QUUF's policies generally will be applied consistently. However, QUUF reserves the right to deviate from normal policy in certain situations. Since every employment situation cannot be anticipated, this handbook provides a general overview only.

From time to time, changes in the handbook may become necessary. Therefore QUUF reserves the right to amend, supplement or rescind any provisions of this handbook as necessary. This handbook supersedes all previous personnel policies, whether written or oral, expressed or implied. If any provisions of this handbook are found to be invalid or unenforceable, the remaining provisions will remain in full force and effect.

Employees who need more information or have any questions or comments about this handbook should contact their supervisor or the personnel committee. Comments and suggestions are genuinely encouraged.

B. EQUAL EMPLOYMENT OPPORTUNITY

QUUF affirms its commitment to equal opportunity for all individuals. Decisions about recruiting, hiring, training, promotions, compensation, benefits, and all similar staff decisions will be made in compliance with all federal, state and local laws and without regard to race, color, religion, sex, national origin, age, disability or any other classification protected by law. Any discrimination in the workplace based upon any protected classification is illegal and against policy.

Employees who have questions about discrimination in the workplace, or who believe this policy has been violated should report their concerns immediately to their supervisor. Retaliation against individuals who make a claim of discrimination or participate in the investigation of such a claim is prohibited by this policy and will not be tolerated.

C. SEXUAL HARASSMENT

Sexual harassment is prohibited and will not be tolerated. This policy applies to sexual harassment by members of the same gender as well as opposite genders. Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitutes sexual harassment when:

Some examples of conduct that may constitute sexual harassment, depending on the circumstances, include but are not limited to the following:

Any employee who believes he or she has been sexually harassed by another employee, a supervisor, or any other person encountered in the course of his or her duties should report that conduct immediately to his or her supervisor. If the report or complaint involves the supervisor, or if the supervisor is unavailable, the employee making the complaint should report it to the chair of the personnel committee.

Every complaint or report of sexual harassment will be promptly investigated by the personnel committee. Although investigations will be conducted with sensitivity to confidentiality issues, investigative information will be communicated as appropriate to those with a need to know. If the investigation indicates that a violation of this policy may have occurred, timely and appropriate action will be taken.

Retaliation or reprisal against employees who report sexual harassment claims is prohibited and will not be tolerated. Any violation of this policy will be treated as a serious matter and will result in disciplinary action, up to and including termination.

D. HARASSMENT

QUUF prohibits conduct that shows hostility or an aversion toward an individual because of his or her race, color, religion, sex, national origin, age, disability, sexual orientation or any other classification protected by law, and that

Some examples of conduct which may constitute harassment, depending on the circumstances, include but are not limited to, the following;

Any employee who believes he or she has been harassed by another employee, a supervisor, or any other person who the employee encounters in the course of his or her duties should report that conduct immediately to his or her supervisor. If the report or complaint involves the supervisor, or if the supervisor is unavailable, the employee making the complaint should report it to the chair of the personnel committee.

Every complaint or report of harassment will be promptly investigated by the personnel committee. Although investigations will be conducted with sensitivity to confidentiality issues, investigative information will be communicated as appropriate to those with a need to know. If the investigation indicates that a violation of this policy may have occurred, timely and appropriate action will be taken.

Retaliation or reprisal against employees who report harassment claims is prohibited and will not be tolerated. Any violation of this policy will be treated as a serious matter and will result in disciplinary action, up to and including termination.

E. RESOLUTION OF EMPLOYEE COMPLAINTS

In the event of a dispute between a supervisor and employee, the first step in resolving the conflict would be a meeting between the two parties. Should the conflict not be satisfactorily resolved, the chair of the personnel committee should be advised of the situation. The personnel committee may request a meeting with the supervisor and employee, and/or suggest the use of a facilitator. Employees are expected to make every effort to minimize the impact of internal conflict on the congregation by following the appropriate steps to dispute resolution and confining discussion regarding the conflict to the parties immediately involved.

F. INTERNET POLICY

QUUF provides Internet access (including email) to its employees to assist and facilitate business communications and work-related research. These services are for legitimate business use only in the course of assigned duties. All materials, information and software created, transmitted, downloaded or stored on the employer's computer system are the property of QUUF and may be accessed only by authorized personnel.

Inappropriate internet use includes, but is not limited to:

QUUF reserves the right to monitor employee use of email or Internet at any time. Employees should not consider their interned usage or email communications to be private. Personal passwords are not an assurance of confidentiality, and the Internet itself is not secure.

Any software or other material downloaded into QUUF's computers may be used only in ways consistent with the licenses and copyrights of the vendors, authors or owners of the material. Prior written authorization from the technology committee is required before introducing any software into the QUUF computer system.

Only authorized employees may communicate on the Internet on behalf of QUUF. Employees may not express opinions or personal views that could be misconstrued as being those of QUUF. Employees may not state their church affiliation on the Internet unless required as part of their assigned duties. Any violation of this policy may result in disciplinary action.

G. MEDIA INQUIRIES

All requests for information about QUUF from newspapers, television and radio media should be directed to the president of the board or his or her designee. An appropriate response to a media inquiry would be, "I'm not the best person to answer that question. May I contact the appropriate person and have that individual get back to you?"

H. CONFIDENTIALITY

It may be that employees will have access to confidential information about QUUF, including but not limited to information about members, friends or other staff members. Such information must remain confidential and may not be released, removed from the employer's premises, copied, transmitted or in any other way used for any purpose by employees outside the scope of their job description. All requests for information concerning past or present employees received from organizations or individuals should be directed to the president of the board.

I. CONFLICTS OF INTEREST

Employees are expected to avoid conflicts of interest, defined as any situation where an employee may attain personal gain or which may serve as a detriment to QUUF, either monetarily or to its public image, because of the use of information or personal contact which is not generally available except through his or her connection with QUUF.

Employees shall not engage in any business or transactions, and shall not have a financial or other personal interest which is incompatible with their job description or which would impair their judgment or actions in the performance of their duties for QUUF. Employees who have questions about whether an activity violates this policy should discuss the matter with their supervisor.

J. EMPLOYEES WHO ARE ALSO FELLOWSHIP MEMBERS

We encourage employees who are also members of the fellowship to participate in the life of the fellowship. Attendance at church dinners, covenant groups, fundraisers and other fellowship functions is welcome. Employees (and their families) should be mindful at all times of their positions as employees, and be aware that many members of the congregation see them as employees first and church members second. Employees must take special care to be clear about the boundaries between being an employee and being a member of the fellowship, especially as relates to participation in committee or congregational meetings. While employees are welcome to attend committee meetings, they are in attendance as employees and not committee members, regardless of the nature of the committee, and as such are not allowed to vote on committees, though they may voice opinions. Employees, and their family members, may not serve on the Board of Trustees, and should refrain from voting at congregational meetings on any financial matters (including the annual budget) and avoid other potential conflicts of interest. Employees need to remember that their primary goal as employees is to serve the membership, and to help cultivate strong membership in the church.

K. EMPLOYMENT OF RELATIVES

Other members of an employee's family may be considered for employment; however, relatives may not supervise one another. "Relative" means spouse, domestic partner, parent, sibling, child, grandparent, or grandchild.

L. OUTSIDE EMPLOYMENT

Employees shall not engage in any collateral employment or business activity that is incompatible or in conflict with their duties, functions, or responsibilities as an employee. Activities that may constitute a conflict include use of the employer's time, facilities, equipment or supplies, or the use of the title, prestige or influence of the congregation for private gain or advantage.

An employee shall not engage in any outside activity which, by its nature, hours or physical demands, would impair the employee's performance of employer duties; reflect discredit on the employer; or tend to increase the employer's payments for sick leave, worker's compensation benefits or long term disability benefits. Collateral employment should not result in outside telephone calls while on duty for QUUF.

M. EMPLOYEE PERSONNEL RECORD

It is very important that all employees keep up-to-date all the information provided to QUUF at the time of hire. This information is essential for many purposes, including benefit administration, mailing information to the employee's home, and contacting friends or family in case of emergency. The office administrator should be promptly notified of any changes in

N. INITIAL REVIEW PERIOD

New employees and employees who are transferred to another position may be required to complete an initial review period of ninety days, but which may be shortened or lengthened at the employer's discretion. Upon completion of this period, the employee will be considered a regular employee. Satisfactory completion of the initial review period does not alter the employment-at-will relationship. Employees must continue to perform satisfactorily even after the initial review period is completed. Although regular employees typically work on an ongoing basis, there is no guarantee that any job position will continue indefinitely. Any position may be eliminated at any time at the discretion of the employer.

O. PERFORMANCE EVALUATION

In general, employees will receive a written performance evaluation once each year that will be maintained in their QUUF permanent personnel file. The QUUF Governance/Organization Chart indicates what person or group will evaluate each employee. Employees will be asked to identify goals and objectives in advance so that their work may be evaluated on the basis of clear criteria that they have helped develop. The evaluation format should also include specific questions asking for input from the employee about the job and what improvements could be made. Factors considered in assessing performance include but are not limited to quality and quantity of work; dependability; attendance and punctuality; effective interpersonal relationships with the congregation, and personal conduct. Evaluations should occur early enough in the year so that an employee can use the evaluation to discuss his or her wages before the budget is set.

II. WAGE AND HOUR ADMINISTRATION

A. EMPLOYMENT CLASSIFICATIONS

For purposes of determining the applicability of various policies, practices, and benefits, employees are classified by the nature of the position to which they are assigned and by their regular work schedule.

Regular full-time employees are scheduled to work 40 hours per week (typically five 8 hour days). Employees scheduled to work less than 40 hours per week will be considered part-time employees and their eligibility for benefits will be pro-rated according to the percentage of time worked.

Employees who are subject to state or federal minimum wage and overtime laws are referred to as "non-exempt" employees. Those in administrative, management, or supervisory positions who are not subject to such regulations are referred to as "exempt" employees.

B. HOURS OF WORK

Individual work schedules are arranged with the consent of an employee's supervisor and may change from time to time. Attendance at meetings at the request of the employee's supervisor will be considered time worked. Employees are expected to attend any staff retreats or off-site events that are part of their employment.

C. BREAK PERIODS

The time of meal and break periods will be at the discretion of the immediate supervisor. Break periods may not be accumulated, nor may they be substituted for tardiness or longer meal periods.

D. TIMEKEEPING AND OVERTIME

QUUF currently has no requirements for these items.

E. PAY AND PAYROLL DEDUCTIONS

Pay adjustments generally will be considered for all employees once a year and any adjustments will normally begin at the start of the fiscal year (starting July 1). There is no guarantee of an annual pay adjustment. Pay is usually based upon such factors as individual performance, job responsibilities, hours worked, and current fellowship budget. Employees are generally paid at the end of the month.

Deductions made from employees' wages are reflected on the stubs of their paychecks. Federal law requires deductions from pay for income tax, Social Security and Medicare. Other deductions may include local taxes or wage garnishments. Some optional deductions are made only if the employee has authorized them.

Employees are responsible for promptly notifying the office administrator of any changes or errors in their deductions.

III. EMPLOYEE BENEFITS

The benefits outlined in this handbook represent additional compensation to eligible employees. Outlined below is a brief summary of the types of employee benefits currently available through QUUF. This summary is not intended to and does not create an express or implied contract, promise or representation between QUUF and the employee. These benefits are subject to change at any time at the discretion of QUUF. In the event of any discrepancy between the benefits outlined below and the plan itself, the plan will govern. Any questions about employee benefits should be directed to the QUUF treasurer.

A. GROUP INSURANCE PROGRAMS

1. Health Insurance. Not available at this time.

2. Dental, Term Life, and Long-Term Disability. Not available at this time.

3. Worker's Compensation Insurance. QUUF carries worker's compensation insurance that pays for certain medical expenses and provides partial income in the event of illness or injury arising out of or in the course of employment.

All on-the-job injuries or illnesses, regardless of severity, should be reported immediately to the employee's supervisor. Employees may be required to provide a physician's statement in order to receive worker's compensation benefits, or return to work.

B. RETIREMENT BENEFITS

The Unitarian Universalist Association (UUA) maintains a defined contribution qualified retirement plan to assist eligible employees to accumulate tax-deferred savings for retirement. Under the plan, QUUF contributes a percentage of the employee's wages to the plan.

Before an employee can become a participant, there are certain eligibility requirements that must be met. These requirements and other provisions should be provided to all participants. Each employee should review this material carefully and discuss any questions he or she may have with the QUUF treasurer.

C. VACATION

QUUF grants paid vacation to regular full time employees at their regular rate of pay based on their length of service with QUUF. Part time employees, half-time or greater, are entitled to a prorated amount of vacation time. Vacation eligibility is as follows:

Length of Service Amount of Vacation Earned
0-5 years
more than 5 years 		2 weeks (prorated)
3 weeks (prorated)

Vacation time accumulates annually. Vacation time earned in one year is used in the following year (hence, an employee will not use vacation days during his or her first year). Increases in accrual rate will be made on the first day of the fiscal year following the year in which an employee completes his or her 5th year of service. Vacation time may not be carried over beyond the year in which it is supposed to be used. Vacation time must be requested in advance and can only be taken with the approval of the employee's supervisor. Summertime vacations generally are encouraged. Employees who resign with at least a two-week notice may receive payment for the accrued vacation days that have not been used.

D. HOLIDAYS

The following paid holidays are observed each year:

If an observed holiday falls on a Saturday, the preceding Friday generally will be observed as the holiday. If an observed holiday falls on a Sunday, the following Monday generally will be observed as the holiday. If a part-time employee's regular weekly work schedule includes a paid holiday, that day will be a paid holiday for them. If employees are required to work on an observed holiday, they generally will be granted another day off.

E. LEAVES OF ABSENCE

1. General Provisions. The policies in this section describe various types of paid and unpaid leaves of absence provided by QUUF. Leaves must be requested in advance in writing and require the approval of the employee's supervisor. The exact nature of the leave and its anticipated length must be included in the written request. Employees are expected to return to work upon the expiration of the leave as granted. If prevented from returning as expected, the employee must immediately notify his or her supervisor.

2. Sick Leave With Pay. All full-time employees accrue one day (8 hours) of paid sick leave for every month worked, up to a maximum of twelve days per calendar year. One year's worth (12 days) of sick time may be carried forward into the following year. Part time employees who work at least twenty hours per week accrue sick leave on a pro rata basis (i.e. 40 hours worked per month, 12 days leave; 30 hours, 9 days; 20 hours, 6 days).

Sick leave is to be used only in the event the employee is unable to work due to the employee's own illness, injury or other medical condition. Sick leave may be used as part of medical leave or sick children leave and as otherwise required by applicable law. Sick leave should be used for routine dental or medical appointments.

Employees must notify their supervisor before their starting time if they are ill and unable to come to work. Employees may be required to provide a physician's statement regarding their medical condition, including why the employee was not able to work. QUUF reserves the right to request employees who are repeatedly absent for illness or injury to be examined by a physician chosen by QUUF, and at the expense of QUUF.

3. Medical Leave Without Pay. Unpaid medical leave may be granted in instances where an employee's medical condition requires an absence from work for more time that the amount of available sick leave. This leave requires the approval of the employee's supervisor and the personnel committee. Sufficient evidence of such a medical condition is required for a medical leave. Such evidence may include a request or requirement for authorization to speak with the employee's treating physician. The maximum unpaid medical leave time that may be granted is three months or until a physician releases the employee to return to work, whichever is shorter. QUUF also reserves the right to request a second opinion from a physician chosen by QUUF on any medical leave of absence.

4. Personal Leave Without Pay. Employees who have been employed full time for at least one year may be given unpaid personal leave of five days per year which must be approved in advance by the personnel committee.

5. Military Leave Without Pay. Employees who are members of the uniformed services of the United States will be granted unpaid leaves of absence in accordance with state or federal law to perform military duties on a voluntary or involuntary basis. In accordance with applicable law, eligible employees will be reinstated to the same job upon returning from military leave.

6. Funeral or Bereavement Leave With Pay. Full-time employees may be eligible for a leave of absence for up to three days with pay for the death of an immediate family member. The number of days off will be determined by the personnel committee based upon the circumstances.

7. Jury Duty Leave With Pay. Employees called for jury duty are paid their regular pay for work missed up to twenty working days. Employees should appear for work upon being excused from jury duty on any day.

8. Parental Leave Without Pay. Full-time employees who become natural or adoptive parents may be eligible for a leave of absence of up to six weeks. The leave must begin within six weeks of the birth or adoption. Biological mothers may also be eligible for sick leave or medical leave without pay following the birth of a child. Such a leave may, in the discretion of the personnel committee, run concurrently with unpaid parental leave.

F. VEHICLE USAGE AND REIMBURSEMENT

QUUF currently has no policy for this item.

IV. OTHER QUUF POLICIES

A. ATTENDANCE AND PUNCTUALITY

Employees are expected to be prompt and regular in their attendance at work. Personal appointments should be scheduled before or after working hours, if possible. All scheduled absences must be approved in advance by the supervisor. Employees who are unable to report to work at their scheduled time must call their supervisor as soon as possible to report the absence and the expected time of return to work.

B. WORK AND DISCIPLINARY GUIDELINES

Certain guidelines must be observed by all employees to protect the integrity of the fellowship. Violations may result in disciplinary measures including verbal warnings, written warnings, or termination.

Engaging in any of the following examples of unacceptable conduct may result in disciplinary actions. These examples are intended only as a guide and are not all-inclusive.

C. SEPARATION FROM EMPLOYMENT

Employees who resign are requested to give at least two weeks' written notice in order for the fellowship to find a suitable replacement. Any employee who is absent for three consecutive days without notifying his or her supervisor, or who fails to report to work on or before the expiration of a leave, will be deemed to have resigned, consistent with applicable law.

D. SAFETY AND ACCIDENTS

The safety of employees, as well as members and visitors, is of paramount concern. All employees are expected to abide by accepted safety standards at all times. They should know the location of fire extinguishers and the first aid kit.

Any unsafe condition, equipment or practice observed by an employee should be reported immediately to the supervisor, office administrator, or personnel committee. All on-the-job accidents or injuries to employees, no matter how minor, should be reported immediately to the office administrator. In the event of a fire or other emergency, the fire department and/or police should be called immediately, and the premises shall be evacuated.

E. PERSONAL PROPERTY

QUUF cannot be responsible for damage to or loss of personal property, including loss or damage to vehicles or other property in or on QUUF property. Employees should report any lost items to the office administrator so that the item can be returned if it is found. If an employee finds an item, it should be immediately turned in to the office administrator.

F. WORKPLACE THREATS AND VIOLENCE

Threats, threatening behavior, or acts of violence against persons by anyone on QUUF property will not be tolerated.

Anyone who verbally or physically threatens another, exhibits threatening behavior or engages in violent acts on QUUF property may be removed and will remain off the property pending the outcome of an investigation. If QUUF determines that a violation of this policy has occurred, QUUF may take appropriate disciplinary action that may include, but is not limited to, suspension and/or termination of employment, and/or legal action as appropriate.

All employees shall inform their supervisor of any behavior that they have witnessed or experienced, which they regard as threatening or violent, when that behavior is job-related or connected to employment.

G. PROFESSIONAL BEHAVIOR

Employees should maintain a professional attitude and appearance that is appropriate to their position and QUUF. Personal mail and non-essential telephone calls at work are discouraged.

H. INSPECTION RIGHTS

Churches, like other organizations, are sometimes the victims of thieves. QUUF has on its premises storage facilities such as desks, file cabinets, closets and storage areas for the use of employees, however, QUUF can make not assurances that they will always be secure. The storage of any unauthorized alcohol, illegal drugs or drug-related paraphernalia is prohibited on QUUF premises. QUUF reserves the right to open and inspect any desk, file cabinet, storage closet or storage area at any time and without prior consent. Employees may not use personal locks on QUUF owned desks, cabinets, closets, or storage area.

I. EMPLOYMENT AUTHORIZATION

Federal law requires that prospective employees must show proof of eligibility to work in the United States in position for which they are applying. When applicable, employees must usually provide an original document to the employee's supervisor that establishes identity and employment from the date employment begins.

ACKNOWLEDGMENT FORM FOR EMPLOYEES

I, ________________________, hereby acknowledge that I have received a copy of the Employee Handbook of the Quimper Unitarian Universalist Fellowship. I understand that it is my responsibility to read the handbook and comply with the policies, practices and rules of QUUF.

I specifically understand and agree that my employment is at will and for an unspecified period of time and that either QUUF of I may terminate the employment relationship at any time, with or without reason and with or without notice. I specifically understand and agree that this statement of policy contains all of the terms relating to termination of employment and that no representations may be made contrary to the foregoing, either express or implied. I understand that this statement of policy is not subject to change.

I understand that this handbook supersedes all previous policies, written or oral, express or implied. I also understand that this handbook is neither a contract of employment nor a legal document, and that QUUF reserves discretion to add, change or rescind any policy, practice or rule at any time with or without notice.

I understand that my signature below indicates that I have read and understood the above statements and have received a copy of the Employee Handbook, dated ____________________________.

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