Calvary Chapel Ontario Employee Handbook
Calvary Chapel Ontario (CCO) has prepared this handbook as a general statement of our policy and as a guide for information that should assist you during your employment. The provisions of this handbook are designed to serve as guidelines rather than absolute rules. Exceptions may be made from time to time on the basis of particular circumstances.
This employee handbook supersedes all prior oral or written policies and guidelines. It is to be used in addition to the policies that are specific to Calvary Christian School. If there is a contradiction of policy, this handbook will take precedence.
Equal Employment Opportunity
CCO is an equal opportunity employer. The recruitment and selection process will be based on the moral character of the applicant as defined by sound biblical doctrine, as well as job-related, objective qualifications, in keeping with the requirements of the position being filled.
CCO is organized for religious purposes and is substantially supported by a religious body, the congregation. Consequently, CCO enjoys an exemption from the prohibitions contained in Title VII of the Civil Rights Act of 1964 concerning religious discrimination in employment. CCO reserves the right to designate any position in the organization based on definitions of such positions in the Bible.
All employees must be able to perform the essential functions of their jobs as set forth in the applicable job description. Reasonable accommodations will be made, in accordance with applicable state and federal laws, to assist employees with disabilities in performing the essential functions of their jobs.
Table of Contents
Position Classifications and Benefits:
Employee Expectations and Communication:
Workplace Health & Safety
Employer Expectations and Communication:
Position Classifications and Benefits:
The following definitions have been established to standardize terminology and provide common understanding in reference to employees:
A person who receives wages or salary from CCO and whose work this organization controls and directs.
Those employees who regularly work a minimum of 40 hours weekly and who maintain continuous, regular employment status. Regular full-time employees are eligible for benefits offered by CCO.
Those employees who regularly work less than 40 hours weekly and who maintain continuous, regular part-time employee status. Part-time employees regularly working less than 40 hours per week may be eligible for certain benefits offered by CCO.
Those employees whose services are intended to be for an indefinite period and work regularly scheduled hours on an ongoing basis in either a full-time or part-time capacity.
A contract employee is an individual retained for a predetermined time and price, for the purpose of accomplishing a specified set of tasks or service. The details are spelled out in a written contract which is agreed upon by both parties. Following this approach, a company is not responsible for providing a variety of traditional employer benefits, such as vacation, sick leave, overtime pay, tax withholding, Social Security, Workers compensation or other government mandated requirements associated with employment.[a]
EXEMPT EMPLOYEES (Referred to as Salaried Employees in this manual)
Executive, administrative, and professional employees who are exempt from the Fair Labor Standards Act. Exempt employees paid on a salary basis are not eligible for and do not receive overtime payment.
NON-EXEMPT EMPLOYEES (Referred to as Hourly Employees in this manual)
Employees who are not exempt from the provisions of the Fair Labor Standards Act. Non-Exempt employees are eligible for and may receive overtime payment.
CCO defines “vacation leave” as leave needed for personal trips such as vacations, birthdays, weddings, etc. Employees who work more than 20 hours per week are eligible for paid vacation leave.
Calculations for vacation leave:
CCO provides the following amount of vacation leave for full time employees working 40 hours per week:
0-2 years tenure = 5 days or 40 hours (see below for part time)
3-5 years tenure = 8 days or 64 hours (see below for part time)
5+ years tenure = 10 days or 80 hours (see below for part time)
CCO uses the following calculations for part-time employees working less than 40 hours per week but at least 20 hours per week:
First year of employment:
CCO provides the following paid holidays for employees working 20 hours or more:
It is up to your supervisor’s discretion to offer spontaneous paid half or whole days — for example the Wednesday before Thanksgiving, Christmas Eve, New Years Eve, etc. These will be announced at least 2 weeks prior.
If a holiday falls on a day that you don’t normally work (for example on a Saturday) no additional compensation or paid time off will be given.
Sick Leave for Hourly Employees:
Sick leave is for the purpose of recovering from a personal illness or injury or caring for a family member recovering from an illness or injury. CCO complies with local, state and federal laws for sick leave. In accordance, we offer the following amounts of sick leave annually for our employees:
Overtime payments for Hourly Employees:
If an employee is required to work more than 40 hours in a work week or more than 12 hours in one day, those additional hours will be compensated at 1.5 times your current hourly rate of payment. Approval is required by your supervisor in order to work more than 40 hours in a work week or 12 hours in a single day. (Note: overtime hours may not be added to sick or vacation leave hours.)
Bereavement Leave for Salaried and Hourly Employees
CCO offers up to 3 days for paid bereavement leave based on the number of hours worked in an average week for employees grieving the loss of, and/or needing to attend a funeral for a close family member.
Jury Duty, Court Subpoenas
Serving on a jury or testifying as a witness when called is a civic duty, and as such is fully recognized and supported by CCO. The following policy governs the amount of time off and method of payment while serving on jury duty or testifying as a witness.
It is the employee’s responsibility to notify CCO as soon as a formal notice regarding jury duty is received. This will allow your supervisor time to make arrangements for coverage. Employees will be paid their regular pay. Upon receiving compensation for their jury duty service they are required to turn over to CCO that portion of compensation that occurred during their normal work hours minus any expenses incurred. Employee’s scheduled to work while serving on jury duty should return to work after being excused.
A leave of absence, without pay, will be granted to an employee who is drafted, or inlists for a minimum period, in the armed services. The armed services includes the U.S. Armed Forces, Public Health Services, National Guard and Reservists. Employees are to notify their supervisor as far in advance as possible of their need to take leave. Leaves and reinstatement upon return from a military leave will be granted in accordance with state and federal law.
Use of Facilities:
The facilities at CCO are available to employees for CCO business and ministry purposes. Employees needing to schedule a meeting room should contact the office manager regarding availability. CCO recognizes that there may be circumstances when it would be appropriate to allow our facilities to be used by employees for personal functions such as birthday parties, baby showers, etc. Employees must be part of the group using the building and be responsible for building access and security, cleanup, and any resulting damage from the use.
Any employee wishing to host an event outside normal business hours, or with an outside group during normal business hours must formally make the request through the office manager who will obtain approval through appropriate channels. Approval will never be given to any individual or group wishing to promote a particular business or product, political purpose or any other use that is not in harmony with the CCO Statement of Faith. Generally, use of the facilities will be on a first come, first served basis. The use of facilities for business purposes will take precedence over personal functions.
Employee Expectations and Communication:
Dependability and Consistency Guidelines:
Regular attendance and punctuality are considered essential functions of every employee’s job. Therefore all employees are expected to arrive on time, ready to work each day. Our philosophy is that absenteeism is generally avoidable.
CCO defines an absence as failure to report for and remain at work as scheduled. This includes arriving late for work and leaving early without prior supervisory approval. Additionally, absences that exceed the permitted number of hours under the vacation and sick leave plan may be considered unexcused absences.
If you are unable to arrive at work on time, or must be absent for any portion of the day, you must contact your supervisor as soon as possible. You should speak directly with your supervisor. If that is not possible then you must leave a message for your supervisor.
Excessive absenteeism or tardiness will result in disciplinary action up to and including termination. This policy will be in accordance with federal and state law, including but not limited to the Americans with Disabilities and the Family and Medical Leave Acts (ADFMLA) if applicable.
CCO is a non-profit religious organization and is substantially supported by the congregation, a community of believers who have joined together to meet the spiritual and academic needs of the greater community. Our organization promotes behavior consistent with the Holy Scriptures. Consequently, when joining CCO’s staff, you freely and willingly agree to the standards of behavior outlined in this policy. The standards included are not exhaustive; rather, they provide a guideline of conduct we believe is in accordance with biblical standards.
As representatives of CCO, it is imperative that our actions are above reproach in all things. Consequently, the following standards of conduct shall apply to all employees. Violations of these standards are regarded as a serious breach of integrity and could result in discipline, up to and including termination.
Dress and Personal Appearance:
Dress and personal appearance are fundamentally important for quality performance of ministry functions. Appearance must reflect the tasteful and moderate position that CCO chooses to take. Furthermore, employee dress should reflect a professional but comfortable attitude, expressing modesty in keeping with biblical principles, consciously projecting quality service to our students, coworkers, congregation and community. Employees are expected to maintain a neat, well-groomed, and professional personal appearance at all times.
Protecting Confidential Information:
The protection of confidential information is vital to the interests and success of CCO. Confidential information means information disclosed to or known by you as a consequence of your employment with CCO that is not generally known to people outside the organization. This includes our business, plans, finances, operations, employees, methods, processes compositions, machines, computer software or programs, accounts, sensitive personal information from ministry activities such as counselling and praying, as well as information entrusted to CCO by third parties.
An employee who improperly uses or discloses confidential information will be subject to disciplinary action, up to including termination of employment.
Handling Outside Inquiries Regarding CCO or Employees:
Occasionally, a representative from the media might contact an employee of CCO regarding a ministry issue. No employee is to give media interviews without prior approval of the Senior Pastor. If contacted by a representative of the media, employees should forward any inquiries to the administrator. This policy will ensure that accurate information will be given for those matters that are appropriate for public knowledge.
All written or verbal inquiries regarding the work performance of present or former employees or written or verbal requests for employment recommendations should be directed to the administrator.
Usage of Communication and Electronic Media:
CCO provides a variety of electronic systems and services to improve the effectiveness of communication and information flow. Electronic media means any electronic program, access or services, including but not limited to any computer hardware or software, electronic mail, and the Internet.
ELECTRONIC MEDIA USE POLICY
Unacceptable uses of electronic media include, but are not limited to, the following:
Abuse of any electronic media or services or violation of this policy, through excessive personal use, or use in violation of law or other CCO policy, will be subject to immediate review and may result in disciplinary action up to and including immediate termination of employment and/or legal action.
Keeping Personal Information Updated:
In order to facilitate the day-to-day administration of the employees, CCO must maintain current and accurate records on all employees. Consequently, it is important that you notify the administrator whenever changes occur to any of the following personal information:
When an employee ends employment with CCO the procedures listed below should be followed:
CCO reserves the right to require any employees who have been terminated or who have advised CCO of their intent to terminate, to immediately cease employment, return any materials and equipment owned by CCO and vacate the building.
Workplace Health & Safety
CCO will not tolerate any form of harassment, including sexual harassment or any offensive conduct that has the effect of substantially interfering with an employee’s work performancee or creating a pervasive, intimidating, hostile or offensive work environment.
CCO has instituted the following three-step procedure for reporting and investigating allegations of unlawful harassment, including sexual harassment:
It is important that a safe, secure workplace be maintained for the benefit of CCO’s employees and students. Accordingly, any actual or potential threat to safety within the workplace will be promptly addressed. Any violence in the workplace, or threatened violence in the workplace by an employee will result in disciplinary action up to and including immediate termination. No talk of violence or any communication involving threats of violence will be tolerated.
“Violence” includes physically harming another, shoving, pushing, harassing, intimidating, coercing, displaying weapons, or threatening or engaging in those activities. It is the intent of this policy to ensure that everyone associated with CCO, including employees and students, can feel as secure as possible.
Desks, telephones, computers, and work areas are the property of CCO. Accordingly CCO reserves the right to enter and inspect an employee’s work area, classroom, storage areas, computers, or desks, with or without notice.
As a security measure and to maintain proper procedures, all visitors shall use the main entrance of the building and check in with the receptionist during office hours. When an employee is advised of guests, the employee should personally meet visitors in the reception area and escort them throughout the building.
CCO locks all entrances to the buildings at the end of each day. Unless an employee has personal knowledge of the visitor or volunteer, the employee should not permit them to enter the buildings after work hours. If an employee has invited a guest after work hours, the employee should accompany the guest at all times.
If an employee notices a suspicious person or activity on CCO premises, the employee should immediately report the incident to the administrator or contact law enforcement if you cannot get in touch with the administrator and you feel that there is a significant threat.
Cell Phone Policy:
Cellular telephones can cause distraction if used while driving. For safety reasons, while employees are on ministry business, they are not to use cell phones to make calls while driving unless they use a hands-free device. If they receive a cell phone call while driving, the employee should answer it using a hands-free device or pull off the road to a safe location as soon as possible. Employees are not to send or read text messages while driving. Employees should not use a cell phone, even hands-free when transporting children, while driving in heavy traffic, or during hazardous weather conditions.
Injury and Illness at Work:
CCO carries workers’ compensation insurance on all employees for on-the-job accidents. We will comply with applicable laws and regulations and will provide information to the workers compensation carrier, who will make benefit payments to injured or ill employees as provided by applicable workers’ compensation laws.
If a work-related injury requires emergency services to respond, call 911 immediately and follow any directions given. If the injury or illness is not critical in nature but requires immediate medical attention take care of the medical needs first. As soon as practical, an employee should report the job related injury or illness to his or her immediate supervisor who will report the event to the church administrator. Non-emergency work related injury or illness require authorization forms located with the church administrator.
All job related injuries or illnesses, regardless of their cause or severity, must be reported to the church administrator immediately. Events that are not reported promptly may result in the claim being denied.
First Aid supplies are located on the wall in the kitchen at the Children’s Ministry Building or in the Coffee Room cabinet at the Auditorium. Major trauma and blood control supplies are located inside the left hand cabinet door of the Welcome Desk in the Auditorium foyer.
Resolution of Employee Concerns:
CCO encourages an open channel of communication for the expression of employee concerns. There may be circumstances where an employee has unsuccessfully attempted to resolve concerns or complaints. Difficulties and misunderstandings should be resolved on the basis of Scripture. Consequently, the resolution procedures to be followed are based on Matthew 18:15-17. With the exception of sexual or other illegal harassment, each step must be taken before proceeding to the next level. If you have a concern, follow these procedures:
Employer Expectations and Communication:
The first 90 days of employment shall be classified as a probationary period. After the probationary period has ended, a performance review may be performed to evaluate the employment relationship. Employees may be terminated, without warning, and for any reason, at any time during the probationary period. At all times, including the probationary period, employees are considered at-will, and nothing in this policy should be construed to modify the at-will status.[b]
All other policies contained in this handbook apply during the probationary period, to the extent they are not addressed specifically within this policy.
Performance reviews will generally be done annually for all employees. More frequent reviews may be given to newly-hired individuals and to those who have been promoted during a given year. Supervisors may conduct special performance reviews of an employee at any time when the employee’s performance, good or bad, warrants special consideration. The performance review has the following objectives:
The occasion of a performance review does not automatically signify a pay increase.
Progressive Disciplinary Notice:
Employee misconduct that does not rise to the level of immediate termination will generally be addressed through progressive disciplinary notice, consisting of four steps: oral warning, written warning, suspension, and termination. This progressive disciplinary notice policy does not apply to employees during the probationary period.
Step 1: ORAL WARNING
An oral warning is generally used to address misconduct that may not be serious as a single incident but could become problematic if a pattern develops. After the supervisor has discussed the misconduct with the employee, a document prepared by the manager explaining the discussion will be placed in the manager’s file.
Step 2: WRITTEN WARNING
A written warning is generally used when a serious incident occurs that requires more than an oral warning or when a pattern of misconduct develops. The supervisor will prepare a written statement addressing the misconduct. The employee will sign the document acknowledging having received a copy of the warning. The written warning will then be placed in the employee’s personnel file.
Step 3: SUSPENSION
Suspension occurs when misconduct previously addressed has not improved or for offenses for which immediate termination may not be appropriate. The suspension should be documented by the manager, signed by the employee, and placed in the employee’s personnel file.
Step 4: TERMINATION
If progressive discipline fails to improve an employee’s conduct, or serious misconduct occurs, termination may result.
[a]Really? Do we not need to withhold SSI on the teachers?
[b]We have NO IDEA what "at will" status is.