THE VILLAGE RETIREMENT CENTER
EMPLOYEE HANDBOOK
Effective February 1, 2025
INDEX
1. INTRODUCTION
1.1 WELCOME
1.2 ABOUT THIS HANDBOOK
1.3 AT-WILL EMPLOYMENT
1.4 OUR RESIDENTS
1.5 OUR COMMUNITY
1.6 OUR VISION STATEMENT
1.7 OUR VALUES STATEMENT
2. STANDARDS OF CONDUCT
2.1 OPEN DOOR POLICY
2.2 CODE OF ETHICS
2.3 CONFLICTS OF INTEREST
Avoid Personal Gain at The Village’s Expense
Outside Employment
Conflicts of Interest regarding Residents
Policy Against Accepting Payments or Gifts
2.4 CONFIDENTIAL INFORMATION
2.5 EQUAL EMPLOYMENT OPPORTUNITY COMMITMENT
2.6 ADA COMPLIANCE
2.7 POLICY AGAINST DISCRIMINATION AND HARASSMENT
2.8 FAIR HOUSING CONSIDERATIONS
2.9 TEAMWORK AND COOPERATION POLICY
2.10 RULES WE LIVE BY
Customer Service
Quality Service
Communication
Conservation
Off-Limit areas
2.11 FAMILIES, SOCIALIZING AND DATING POLICY
2.12 INSUBORDINATION POLICY
2.13 POLICY AGAINST HANDLING AND BORROWING MONEY
2.14 APPEARANCE GUIDELINES
2.15 NON-SMOKING POLICY
2.16 DRUG AND ALCOHOL ZERO TOLERANCE POLICY
Drug and Alcohol Policy
Definitions
Employee Prohibitions
Drug and Alcohol Testing
Effect of Failure to Cooperate
The Village’s Commitment
2.17 CRIMINAL CONVICTION NOTIFICATION POLICY
2.18 PROHIBITED CONDUCT
3. EMPLOYMENT ADMINISTRATION
3.1 BACKGROUND CHECKS
3.2 PERSONNEL RECORDS
3.3 NECESSARY FORMS
3.4 CERTIFICATIONS/PERMITS/LICENSES
3.5 NEW HIRE ORIENTATION
3.6 CLASSIFICATION OF EMPLOYEES
Exempt Employees
Non-Exempt Employees
Full-time Employees
Part-time Employees
3.7 INDENTIFICATION CARD
3.8 EMPLOYEE PARKING
3.9 REIMBURSEMENT OF EXPENSES AND MILEAGE
Out of Pocket Expenses
Mileage
3.10 USE OF CAFETERIA
3.11 WORKWEEK AND SCHEDULING
3.12 TIMEKEEPING
3.13 MEAL PERIODS AND BREAKS
3.14 ATTENDANCE POLICIES
Regular Attendance Policy
Tardiness Policy
Scheduling
Advance Call-In Policy
Illness/Sicktime Policy
No/Call No Show Policy
Leaving Work Early Policy
Inclement Weather/Disaster Policy
3.15 COMMUNICATIONS POLICIES
Your Communications in the Workplace
The Village’s Communications
Privacy Policy
Use of Telephone and Personal Cell Phone Policy
Email, Internet and World Wide Web Policy
Ban on Gossip and Rumors
3.16 PERFORMANCE REVIEWS
Periodic Performance Reviews
Corrective Performance Reviews
Requirement that Employees sign Performance Reviews
3.17 EMPLOYEE DISCIPLINE
3.18 TERMINATION OF EMPLOYMENT
Voluntary Termination
Involuntary Termination
Termination Requirements
4.0 COMPENSATION
4.1 WAGE ADMINISTRATION
4.2 REPORTING TIME AND ADJUSTMENTS
4.3 PAY DAYS AND PAYCHECK INFORMATION
Pay Periods and Pay Days
Deductions
Direct Deposit/Paycheck Availability
Need to Promptly Report Inaccuracies
4.4 PAY ADVANCES
4.5 ON CALL RESPONSE PAY
4.6 OVERTIME POLICY
4.7 WORK AT HOME
4.8 SELECT HOLIDAY PAY
4.9 GARNISHMENTS
5.0 EMPLOYEE BENEFITS
5.1 PAID TIME OFF BENEFIT PLAN (PTO)
Eligibility for PTO
What is PTO AND How Do You Use It?
Accrual of PTO
Rules for PTO usage
Payout of accrued PTO
5.2 SICK-TIME HOURS
Eligibility for Sick-time Hours
What are Sick time Hours
Approved uses of Sick-time Hours
Accrual of Sick-time Hours
Rules for Sick-time Hours
5.3 HEALTH BENEFIT PROGRAMS
5.4 PAID LEAVE OREGON
5.5 LIFE INSURANCE
5.6 TAX SHELETERED ANNUITY – 403(b) RETIREMENT PLAN
5.7 CONTINUING EDUCATION
5.8 EMPLOYEE DISCOUNTS / PURCHASE OF MERCHANDISE
5.9 EMPLOYEE ASSISTANCE PROGRAM
6.0 OTHER EMPLOYEE BENEFITS
6.0 LEAVES OF ABSENCE
6.1 FAMILY AND MEDICAL LEAVES OF ABSENCE
Eligibility for OFLA Leave
Types of OFLA Leave Available
Serious Health Condition Leave
Sick Child Leave
Parental Leave
Pregnancy Disability Leave
Length of OFLA Leave
What is a “Serious Health Condition?
Is OFLA Leave Paid or Unpaid?
Applying for OFLA Leave and Notice Requirements
Foreseeable Leave
Unforeseeable Leave
Effect of Failure to Timely Give Notice
Notice of OFLA Leave Eligibility
Initial Medical Verification
Medical Re-Verification
Effect of Failure to Timely Provide Medical Verification Medical Review
Returning to Work
Scheduling OFLA Leave for Medical Treatment or Intermittent Leave
Right to Reinstatement
6.2 BEREAVEMENT LEAVE
6.3 MILITARY OR RESERVIST LEAVE
6.4 MILITARY FAMILY LEAVE / VETERANS DAY LEAVE
6.5 CRIME VICTIM LEAVE
6.6 DOMESTIC VIOLENCE LEAVE
6.7 JURY DUTY LEAVE
6.8 RULES THAT APPLY TO ALL LEAVES OF ABSENCE
7.0 SAFETY AND SECURITY
7.1 HEALTH AND SAFETY OVERVIEW
7.2 SAFETY RULES – ALL EMPLOYEES
Safety Committee
Operating Equipment
Materials and Chemicals
OSHA Regulations
Safety guidelines and Rules
7.3 SAFETY TRAINING
7.4 PERSONAL TOOL POLICY
7.5 VEHICLE SAFETY
7.6 ON-THE-JOB INJURIES AND ACCIDENT REPORTS
7.7 RETURN TO WORK POLICY
7.8 VISITORS IN THE WORKPLACE – SECURITY
7.9 CAMPUS SECURITY
7.10 SELLING, SOLICITATION AND DISTRIBUTION POLICY
7.11 POLICY AGAINST WORKPLACE VIOLENCE
7.12 DOMESTIC VIOLENCE/RESTRAINING ORDER POLICY
7.13 POLICY AGAINST WEAPONS
7.14 RIGHT TO CONDUCT SEARCHES
Limitation on Workplace Privacy
Right to Search
7.15 THE VILLAGE PROPERTY
7.16 PERSONAL PROPERTY
7.17 LOST AND FOUND
THE VILLAGE RETIREMENT CENTER
EMPLOYEE HANDBOOK
Effective January 1, 2025
1.0 INTRODUCTION
1.1 WELCOME
The mission of The Village Retirement Center (“The Village”) is to provide a community of homes serving retirement age residents in a pleasant, caring Christian environment.
The Village is a non-profit community of homes for those who have reached retirement age. We aim to provide the best service possible for our residents. Our goal is to allow our residents to stay in their own apartments and enjoy quality living as they enhance their lives by learning and engaging in things that interest them. We encourage our residents to live as independently as possible while enjoying the services The Village offers. We strive to treat each resident and employee with dignity and respect. Working with our residents is one of the biggest rewards The Village offers its employees.
The Village also realizes that by making a difference in the lives of others we can make life better for both our community here at The Village and our larger community. We want to give purpose to the lives of both residents and staff. We can do that by providing superior customer service in all we do and by providing opportunities to serve and volunteer at both our campus and in our community. We want to encourage volunteering and helping others and we hope that you will be involved.
We hope this Handbook helps you understand both what we expect from you and the benefits you are eligible to receive as an employee of The Village. Please talk with The Village Administration or your Supervisor if you have questions about your employment. We are glad you are here to help us serve our residents. We hope you will enjoy your employment with us.
Welcome to The Village Retirement Center!
1.2 ABOUT THIS HANDBOOK
This Handbook applies to all employees of The Village and it includes the policies and benefits that will affect you as an employee. This Handbook supersedes all prior handbooks and all policies, benefits or other understandings inconsistent with the provisions of this Handbook. This Handbook is not intended as a contract of employment. It contains general statements of policy which we may change at any time. We will distribute any written changes to this Handbook. Those changes will then become policy and will supersede any inconsistent policies in this Handbook.
After reading this Handbook you are required to sign the form stating that you have read this Handbook and agree to follow the policies contained.
It is your responsibility to understand and follow the guidelines and policies in this Handbook. Please read this Handbook carefully and ask your Supervisor if you have any questions.
1.3 AT-WILL EMPLOYMENT
While we hope our employment relationship is ongoing and rewarding, your employment is on an “at will” basis. This means that either The Village or you may terminate employment at any time, with or without notice, with or without cause, and with or without prior warning or counseling. This Handbook does not alter the employment at will relationship between The Village and its employees. No Supervisor or employee has the authority to enter into any agreement for employment for a specified length of time or to make any agreement of employment other than at will.
1.4 OUR RESIDENTS
Our residents are the reason we are here. We want to serve them with respect, dignity and honor. We are especially respectful of the Christian Heritage of many of them. We respect their conservative approach to life and want to honor that in all areas from the types of programs we offer, the styles of food we serve and the actions and words we use to serve our residents. We also realize how important it is that each resident is living with purpose. We want to encourage each resident in their involvement and their contributions to their community.
1.5 OUR COMMUNITY
As a corporation, we realize that we cannot exist in isolation. We are dependent on both our local community and the larger community that we operate in. We are supportive of local civic and neighborhood organizations and are members of the Gresham Chamber of Commerce. We are members of senior provider organizations both on the state level with Leading Age Oregon, and on the national level with Leading Age. These organizations provide us with ongoing education and support in many areas. These include group purchasing alliances, advocacy, continuing training and peer support. We want to be able to support our fellow senior communities – especially those within our state.
1.6 OUR VISION STATEMENT
We who serve here are dedicated to providing a nurturing environment within a well-maintained campus of independent homes.
1.7 OUR VALUES STATEMENT
We strive to operate under the following values in all we do:
A. Christian Compassion: Demonstrating to all we serve: grace, mercy and tender love as reflected in the philosophy of the Seventh-Day Adventist Church.
B. Financial Responsibility: Maintaining honest, competent and ethical financial practices.
C. Communication: Providing forthright, open and direct dialogue.
D. Creativity: Pursuing innovative solutions, creative ideas and ongoing improvements.
E. Servant Leadership: Leading with consideration, care and service throughout the organization.
F. Respect: Honoring both residents and staff by maintaining high professional standards of conduct.
G. Dignity: Valuing each person throughout the aging process.
H. Enrichment: Providing an environment and activities that foster joy and fulfillment.
I. Customer Satisfaction: Providing excellent service that exceeds expectations.
J. Fair Pricing: Providing homes appealing to a majority of seniors.
2. STANDARDS OF CONDUCT
2.1 OPEN DOOR POLICY
The Village is committed to maintaining an open-door policy. If you have any questions about your position, your status, your job requirements, or any other matter, please ask your Supervisor. It is important that our lines of communication are kept open. Often, the best way to solve a problem is to talk it out with the person you have the problem with or with your Supervisor. If you feel your problem is not resolved, or you feel unable to discuss it with your Supervisor, please talk to Administration.
If anything bothers you about your job, get it out in the open and discuss it frankly so we can try to resolve the issue. No matter how small the issue is, we listen. We encourage you to help us create a friendly, caring and happy atmosphere for employees, residents and all who make The Village a part of their lives.
2.2 CODE OF ETHICS
We strive to treat our employees with respect, honesty and integrity. In dealings with and on behalf of The Village, you are expected to adhere to principles of respect, honesty and integrity. You are responsible for carrying out your assigned duties using your best care, skill and judgment. We strive to be conscious of the ethical considerations of our actions. To abide by the highest code of ethics for each different occupation or position.
2.3 CONFLICTS OF INTEREST
The Village recognizes and respects your right to take part in financial, business and other activities outside your job. However, those activities must be lawful and free of any potential conflicts with your responsibilities at The Village. Conflicts of interest arise when an employee’s position or responsibilities present an opportunity for personal gain or when personal interests conflict with The Village’s interests. If you have any questions about whether a particular situation creates a conflict of interest, ask your Supervisor.
Avoid Personal Gain at The Village’s Expense. Employees are required to avoid situations that might cause their interests to conflict with The Village’s interests or might compromise its integrity and reputation. A conflict, or the appearance of one, occurs when you or an immediate family member uses your position with The Village for personal benefit through an investment, association, or business relationship, which interferes with your ability to exercise independent judgment on behalf of The Village, e.g., having a financial interest in any company that is a customer, supplier, or competitor of The Village. If you have a personal interest or relationship that could be construed as being in conflict with the interests of The Village, you are required to provide written disclosure of the conflict to your Supervisor.
Outside Employment. While we understand employees sometimes accept second jobs, whether self-employed or otherwise, if you have a second job you are required to notify your Supervisor in writing. If The Village determines, in its sole discretion, that the second job is likely to create a conflict of interest, or will likely interfere with the proper performance of your duties, or result in your being unavailable for your regularly scheduled work hours, your Supervisor will speak with you regarding the conflict. If the issue continues you may even be asked to choose between the two jobs.
Conflicts of Interest regarding Residents. Conflicts of interest occur when any interaction between staff and residents results in any personal gain for the employee or their family. While some types of interactions may be appropriate, ANY interaction that involves any type of material or monetary exchange between a resident and a staff member or their family or friends must be disclosed to your supervisor. If you are in doubt as to whether something would apply to this requirement, then it should be disclosed to your supervisor.
Conflicts may also occur if any resident is treated differently than other residents. It is your responsibility to treat all residents equally and with the greatest respect and honor.
Policy Against Accepting Payments or Gifts. Employees should not accept tips or payments in any form from residents for providing any work or service that The Village offers. You should explain to residents that you are already paid for the services you are providing them with. You may accept payment from a resident for work or service you perform for a resident only if the following requirements are met:
#1 – The work or service is not provided by The Village.
#2 – You submit a written request and receive prior written authorization from your supervisor and/or administration prior to providing the work or service.
#3 – All work and arrangements for work are done during personal time – not during any work hours.
Gifts offered by residents should not be accepted without first obtaining authorization from your Supervisor. If the gift is a small food item or (Christmas type) gift valued at $20.00 or under, they may be accepted but must be disclosed to your supervisor.
You should never accept payments, gifts, meals, favors, or cash from salespeople, vendors, suppliers, or any other types of solicitors doing business with The Village, unless you have received prior authorization from your supervisor. With the exception of the cashier in the café, you should never accept payments to The Village unless you work in the office and/or are authorized to receive payments.
2.4 CONFIDENTIAL INFORMATION.
During your employment with The Village, you may have access to confidential information. Confidential information includes all information you acquire during your employment that is not generally available to the public. This includes personal information about residents and co-workers and business and financial information developed or acquired by The Village. Such information is confidential and must be safe-guarded and used, like all of The Village property, solely for the conduct of its business.
You should not reveal confidential information to anyone but your Supervisor unless your Supervisor or Administration directs you to do so. Some things you may think are common knowledge may be sensitive business or personal information. The best rule to follow is not to discuss business or personal information with anyone except the parties involved. Be careful not to leave confidential information out in the open or available to unauthorized persons.
We expect you to continue to maintain confidentiality even after your employment ends. At that time, you must return all originals and copies of The Village’s confidential information, data, documents or related material in your possession.
2.5 EQUAL EMPLOYMENT OPPORTUNITY COMMITMENT
As an Equal Opportunity Employer, The Village is committed to meeting the spirit as well as the letter of the law. Our policy is to ensure that access to jobs is based on an individual’s merit, qualifications and abilities. This policy applies to all terms, conditions and privileges of employment including hiring, assignment, compensation, benefits, advancement, training, transfer, retirement, discipline and termination. We do not discriminate in employment opportunities or practices based on race, color, religion, age, sex, sexual orientation, gender identity, national origin, mental or physical disability, veteran status, military status, marital status or any other classification protected under applicable federal, state or local law.
The Village does not discriminate against any applicant or employee in hiring or in the terms, conditions and privileges of employment based upon pregnancy, childbirth, or related medical conditions.
The Village recognizes that a diversity of religious beliefs is present in today’s workplace. The Village will consider employee requests for religious accommodation and will approve reasonable requests for accommodation that do not create undue hardship.
The Village will not tolerate any unlawful discrimination by its Supervisors or its employees. If you have any questions or concerns about any type of discrimination in the workplace, you are encouraged to promptly bring those issues to the attention of your Supervisor or to Administration. You may raise concerns and make reports without fear of retaliation. Any Supervisor or employee found to be engaging in any type of unlawful discrimination or retaliation will be subject to disciplinary action including termination.
2.6 ADA COMPLIANCE
The Village is committed to fully complying with the Americans with Disabilities Act (ADA) and ensuring equal opportunity in employment for qualified persons with disabilities. We provide reasonable accommodation for qualified individuals with disabilities, unless such accommodation would impose an undue hardship on The Village.
If you are a qualified individual with a disability and you need special accommodation for workplace accessibility, to perform essential job duties, to participate in The Village’s sponsored programs and activities, or if you need alternative accessible formats for The Village’s communications, emergency treatment or emergency evacuation assistance, you should make a written request of your needs to your Supervisor or to Administration. The Village will treat all requests for accommodation as confidential to the greatest extent feasible.
The Village provides reasonable accommodations to employees with limitations related to pregnancy, childbirth or a related medical condition, including lactation, except where such accommodation would impose an undue hardship. Possible accommodations include but are not limited to: acquisition or modification of equipment or devices; more frequent or longer break periods or periodic rest; assistance with manual labor; and modification of work schedules or job assignments. Any employee needing accommodation should talk with their Supervisor.
The Village provides reasonable rest periods to accommodate an employee who needs to express milk for her child. If feasible, the employee should take rest periods to express milk at the same time as meal or rest breaks that are otherwise provided. An employee who intends to express milk upon returning to work should communicate with her Supervisor about the need to schedule such rest periods. The Village will make reasonable efforts to provide a private location for the employee to express milk.
2.7 POLICY AGAINST DISCRIMINATION AND HARASSMENT
The Village Retirement Center prohibits unlawful discrimination and harassment. This policy defines these terms and provides a complaint procedure for employees who believe they have been the victims of prohibited conduct. This policy applies to all matters related to hiring, firing, transfer, promotion, benefits, compensation, and other terms and conditions of employment.
Discrimination and Workplace Harassment
It is The Village Retirement Center’s policy to provide a work environment free from unlawful discrimination or harassment on the basis of race, color, religion, sex, sexual orientation, national origin, marital status, age, expunged juvenile record, performance of duty in a uniformed service or physical or mental disability, or any other characteristic protected by local law, regulation, or ordinance.
It is our policy that all employees, customers, clients, contractors, and visitors to the work site are entitled to a respectful and productive work environment free from behavior, action, or language that constitutes workplace harassment or discrimination. The “workplace” includes when employees are on company premises, at a company-sponsored off-site event, traveling on behalf of the company, or conducting company business, regardless of location.
The policy prohibits any conduct at work that a reasonable person in the individual’s circumstances would consider unwelcome, intimidating, hostile, threatening, violent, abusive, or offensive. It also prohibits employment actions, including hiring, promotion, termination, and compensation decisions, to be taken based on a protected characteristic. This policy also prohibits any form of retaliatory action toward an employee for filing a complaint of discrimination or harassment, or for participation in an investigation of a complaint.
Workplace harassment can be based on national origin, age, sex, race, disability, religion, sexual orientation, gender identity, or gender expression. It may also encompass other forms of unwelcome, hostile, intimidating, threatening, humiliating, or violent behavior that is not necessarily illegal, but still prohibited by this policy.
Sexual harassment is a form of workplace harassment and includes, but is not limited to, the following types of conduct:
● Unwelcome sexual advances, requests for sexual favors, or other conduct of a sexual nature when such conduct is directed toward an individual because of that individual’s sex and submission to such conduct is made either explicitly or implicitly a term or condition of employment; or submission to or rejection of such conduct is used as the basis for employment decisions affecting that individual.
● Unwelcome verbal or physical conduct that is sufficiently severe or pervasive to have the purpose or effect of unreasonably interfering with work performance or creating a hostile, intimidating or offensive working environment.
● Sexual Assault
Unwanted conduct of a sexual nature that is inflicted upon a person or compelled through the use of physical force, manipulation, threat, or intimidation.
● Prohibited Conduct
This policy prohibits conduct based on an individual’s protected class status. Although by no means all-inclusive, the following examples represent prohibited behavior:
● Physical harassment, including but not limited to unwelcome physical contact such as touching, impeding or blocking movement, or any physical interference with work;
● Verbal harassment, including but not limited to disparaging or disrespectful comments, jokes, slurs, innuendoes, teasing, and other sexual talk such as jokes, personal inquiries, persistent unwanted courting and derogatory insults;
● Nonverbal harassment, including but not limited to suggestive or insulting sounds, obscene gestures, leering or whistling;
● Visual harassment, including but not limited to displays of explicit or offensive calendars, circulation of derogatory content, posters, pictures, drawings or cartoons that reflect disparagingly upon a class of persons or a particular person; or
● Sexual harassment, as described above, including but not limited to unwelcome sexual advances, requests for favors in exchange for conduct of a sexual nature, submission to unwelcome conduct of a sexual nature in exchange for a term of employment, or other conduct of a sexual nature.
Penalties
We will not tolerate discriminatory conduct, harassment, or sexual assault. Any individual found to have engaged in such conduct may face disciplinary action up to, and including, termination. The company may also subject managers and supervisors who fail to report known harassment – or fail to take prompt, appropriate corrective action — to disciplinary action, including potential termination.
Retaliation Protections
The Village prohibits retaliation against any employee for filing a complaint regarding conduct in violation of this policy. The Village will not tolerate retaliation against any employee for raising a good faith concern, for providing information related to a concern, or for otherwise cooperating in an investigation of a reported violation of this policy. Any employee who retaliates against anyone involved in an investigation is subject to disciplinary action, up to and including termination.
Reporting Procedure
Any employee aware of or experiencing discrimination, harassment or sexual assault in the workplace should report that information immediately to a company designee. Specifically, an employee may make the report verbally or in writing to the employee’s immediate supervisor or higher management, if the employee prefers. As an alternative, an employee may report the harassment to The Village Administration. Employees may report to any of the persons listed above, regardless of any particular chain of command. All employees are encouraged to document any incidents involving discrimination, harassment, and sexual assault as soon as possible.
Nondisclosure or Nondisparagement Agreements
Under this policy, a nondisclosure agreement is any agreement by which one or more parties agree not to discuss or disclose information regarding any complaint of work-related harassment, discrimination, or sexual assault, including the amount or terms of a settlement.
A nondisparagement agreement is any agreement by which one or more parties agree not to discredit or make negative or disparaging written or oral statements about any other party or the company.
A no-rehire provision is an agreement that prohibits an employee from seeking reemployment with the company and allows a company to not rehire that individual in the future.
The organization will not require a former, current or prospective employee to enter into any agreement if the purpose or effect of the agreement prevents the employee from disclosing or discussing conduct constituting discrimination, harassment, or sexual assault.
An employee claiming to be aggrieved by discrimination, harassment, or sexual assault may, however, voluntarily request to enter into a settlement, separation, or severance agreement which contains a nondisclosure, nondisparagement, or no-rehire provision and will have at least seven days to revoke any such agreement. The organization will not offer a settlement on the condition of a request for these terms.
Time Limitations
Nothing in this policy precludes any person from filing a formal grievance in accordance with a collective bargaining agreement [if applicable], the Bureau of Labor and Industries’ Civil Rights Division or the Equal Employment Opportunity Commission. Note that Oregon state law requires that any legal action taken on alleged discriminatory conduct (specifically that prohibited by ORS 659A.030, 659A.082 or 659A.112) commence no later than five years after the occurrence of the violation. Other applicable laws may have a shorter time limitation on filing.
2.8 FAIR HOUSING CONSIDERATIONS
As a community housing provider, we do not discriminate against anyone in any way. We follow all fair housing guidelines and we make sure that we treat all residents equally and fairly. If you are asked about policies or rules, please refer the person to the appropriate staff person so we can be sure to give a fair and correct answer. It is best to get the correct information to the person rather than give an answer that may not be in keeping with current regulations regarding fair housing.
2.9 TEAMWORK AND COOPERATION POLICY
We require teamwork and cooperation as an independent job requirement. We expect you to be a part of our team. In addition to performing your job functions in a manner that meets our standards, it is your responsibility to be cooperative, courteous, and positive in your interactions with co-workers, Supervisors, Administration and residents.
If you have any supply or repair needs, or if you have any concerns about how things are done at The Village, speak to your Supervisor or the Administration rather than to co-workers and residents. Do not grumble and complain to co-workers or residents. Do not spread gossip or discuss any private information you learn at work with your co-workers or residents. Violations of this policy will lead to disciplinary action, up to and including termination.
Because we want to have a culture where everyone can feel accepted, we ask employees to keep their political views to themselves and to accept that everyone is entitled to their own opinions. The workplace should be free of any type of political pressure.
2.10 RULES WE LIVE BY
Customer Service. The quality of service provided is dependent, in large part, on the personal commitment shown by The Village staff. A friendly, willing, cooperative and considerate attitude towards residents and co-workers is an integral part of this personal commitment. The Village is not just a workplace; it is the home of the residents we are here to serve.
Quality Service. Excellent customer service is our goal in everything that we do. Regardless of the situation, we want every resident to feel valued, honored, listened to and taken care of. All employees need to do their best to deliver quality service to our residents because that is what we are all here to do.
Communication. It is important that we communicate effectively and compassionately to both residents and fellow staff. We want every resident to feel comfortable sharing with us their needs and concerns. We want to truly listen to both residents and fellow staff members and show them empathy and understanding.
Conservation. We encourage wise use of resources. Please observe our recycling programs and recycle materials as often as possible. Make good use of materials and minimize waste. Don’t use more water than necessary. Turn off unused lights and keep doors and windows closed to conserve electricity.
Off-Limit Areas. Employees are not allowed to enter other employee work areas without authorization from their Supervisor. Only designated employees are allowed in the offices, kitchen areas and Prestige Living areas. If you need to talk with someone in one of those areas, please stay outside of that area unless requested to enter. Employees are allowed to use only those restrooms that are available for employees in that department. All employees must respect the “Off-Limit” areas. Also, please be quiet when you are near all residences.
2.¬¬11 FAMILIES, SOCIALIZING AND DATING POLICY
Employees are encouraged to participate in The Village-sponsored functions to help build teamwork and friendship among co-workers. However, dating or an intimate relationship between employees who have a direct or indirect supervisory relationship is not always appropriate. If such a situation begins to develop, the involved employee in the supervisory role must promptly inform his or her Supervisor so that The Village may consider if a transfer, reassignment or demotion to end the supervisory relationship is necessary. Failure of the employee in the supervisory role to follow this policy will result in disciplinary action, up to and including termination. If, in The Village’s sole discretion, a transfer, reassignment or demotion is not feasible, The Village may take whatever steps it deems necessary, including termination, to end the supervisory relationship between the parties.
While we encourage a family atmosphere both with our resident family and our staff family, we do have to have rules that guide us when we have members of the same domestic family working together here at The Village. We value the contributions of employees who are family members and they have often been among our best employees. There are clear benefits to having family members serve as staff together. However, we strive to avoid conflicts of interest and ensure that our policies and systems operate smoothly.
To support this, we generally prefer that family members do not work in the same department or hold positions where one has direct supervision over the other. That said, we recognize that, in some cases, having family members on the same team can be a significant asset.
While we do not prohibit family members from working together, we do have to make a situation-by-situation decision on family members working with each other. The Village Administration will make that decision on a case-by-case basis. Their decisions will not be interpreted as applying to all cases or setting precedent for future decisions. The decision will be based on many different factors including history of past actions, length of service, personality of those involved and the needs of The Village at that time.
2.12 INSUBORDINATION POLICY
Employees are responsible for promptly performing assignments. Refusal or failure to carry out an assignment, to follow your Supervisor’s directions or to follow established procedures will lead to disciplinary action, up to and including termination. Even if you disagree with a policy of The Village or a directive from your Supervisor, you are expected to carry out the policy or directive unless doing so would violate state or federal law.
2.13 POLICY AGAINST HANDLING AND BORROWING MONEY
Only authorized employees are permitted to receive money from residents. If you are not an authorized employee and a resident asks you to accept money or other payment on his or her behalf, please direct the resident to the Administration Office. All employees are prohibited from borrowing money from residents in any manner.
2.14 APPEARANCE GUIDELINES
It is important for you to maintain an appearance that is appropriate for your work location and job responsibilities. Please remember that the people we serve are generally very conservative in their lifestyles. You must wear modest, clean and neat clothing that is in good repair. You must maintain a clean, well-groomed appearance, have good personal hygiene, look professional and conservative and avoid extremes in your appearance. What is “professional and conservative” and what is not “extreme” may be subject to interpretation. To help settle differences of opinion, The Village provides the following guidelines:
1. Pay special attention to daily personal hygiene: brush your teeth, use deodorant and keep your hair clean, shiny and neatly trimmed. Perfumes or colognes are not allowed because of many residents’ sensitivities. A wearer cannot detect if he or she is causing adverse reactions with others because they become desensitized. Keep fingernails clean and neatly trimmed.
2. As a safety concern, and out of respect to our resident’s cultures, please
keep jewelry to a minimum.
3. Shorts, halter tops, torn clothing and revealing clothing are inappropriate.
4. Apart from earrings, visible body piercing (nose studs or rings, eyebrow rings, tongue studs, etc.) and visible tattoos are not reflective of the culture we are providing to our residents and are strongly discouraged. If you have tattoos, they should be concealed if and when possible, so it is not visible during your working hours.
5. We ask that every employee be considerate of our residents when it come
to their choices in hair color and styles.
6. Mustaches and beards must be kept neatly trimmed.
7. Employees are not permitted to use personal radios or headsets while on duty unless they have specific permission from their Supervisor to use them for a particular duty.
8. Employees are not permitted to chew gum or tobacco while on duty.
9. Shoes are to be worn at all times.
10. Kitchen workers are not to wear short pants or open toed shoes. They are
required to wear aprons, and hair nets or hair restraints as required by state codes.
11. Maintenance and grounds workers may wear short pants or open-toed shoes only when their Supervisor determines that the duties the workers are performing do not need the protection of long pants or closed-toed shoes. It is especially important for grounds/maintenance workers to dress for weather conditions.
12. Some departments have specific uniforms or required clothing. Check with your Supervisor and wear the clothing that is required for your position. If you are required to wear a uniform, your uniform should fit correctly and be neat and clean. Check with your Supervisor for the care and laundering of your uniforms. If The Village provides clothing for you, you are responsible for maintaining it and for returning it when your employment ends.
If you have any questions about whether something is appropriate, check with your Supervisor. Supervisors have sole discretion to determine whether an employee is appropriately dressed. Employees who report to work dressed in inappropriate attire may be asked to leave and return to work dressed appropriately and are subject to disciplinary action, up to and including termination.
2.15 NON-SMOKING POLICY
The Village is a non-smoking campus. Employees are not permitted to smoke any type of substance, use e-cigarettes or vaporizers while on duty, while in their personal cars on Village property, while in Village vehicles or while on The Village premises including all of its buildings, roadways and grounds. Please keep in mind that many of our residents are very sensitive to tobacco or other odors. If you smoke off campus and then come to work, it can cause adverse reactions for some residents.
2.16 DRUG AND ALCOHOL ZERO TOLERANCE POLICY
Drug and Alcohol Policy. The Village is a drug free workplace and has zero tolerance for violation of its drug and alcohol policy. The Village is committed to complying with the Drug-Free Workplace Act of 1988 and to maintaining a safe and productive workplace. We expect employees to report to work in a condition which enables them to perform their duties in a safe, effective and efficient manner. Accordingly, where the law permits, we reserve the right to conduct drug and alcohol testing for pre-employment screening, based on reasonable suspicion, as part of a fitness for duty examination, post-accident, randomly, and for any other lawful reasons.
Definitions. For the purpose of this Policy, the following definitions apply:
1. Under the influence is defined as any detectible level of alcohol or controlled or scheduled substances found in a blood test, urinalysis, breathalyzer, or other diagnostic test; or any noticeable or perceptible impairment of an employee’s mental or physical faculties caused by the use of alcohol or controlled or scheduled substances.
2. Controlled or scheduled substances are defined as all drugs and other substances whose sale, purchase, transfer, use or possession is prohibited or restricted under The Controlled Substances Act. These include, but are not limited to, narcotics, depressants, stimulants, hallucinogens, and marijuana.
3. Reasonable suspicion is defined as specific observations concerning work performance, attendance, appearance, odor, behavior or speech of the employee; after any unusual event has occurred, including but not limited to, accidents or incidents; or reports that an employee has violated any of the Employee Prohibitions set forth below.
4. Prescription drugs are defined as those drugs legally prescribed by a medical provider for use by the employee in the course of medical treatment.
Employee Prohibitions. Any violation of the following prohibitions will result in disciplinary action including termination:
1. An employee shall not sell, purchase, transfer, use or possess intoxicating beverages, or controlled or scheduled substances while on duty, during meal periods and breaks, while on The Village property (including its roadways and grounds), while using The Village vehicles or while engaged in The Village activities.
2. An employee shall not sell, purchase, transfer, use or possess any equipment, products and materials (“paraphernalia”) that are used, intended or designed for use with controlled or scheduled substances while on duty, during meal periods and breaks, while on The Village property (including its roadways and grounds), while using The Village vehicles or while engaged in The Village activities.
3. An employee shall not report to work or be at work while showing signs of or being under the influence of intoxicating beverages or controlled or scheduled substances.
4. Notwithstanding the prohibition against the use of controlled or scheduled substances, the legal use of prescription drugs is permitted while on duty if the employee uses them as prescribed and they do not impair the employee’s ability to effectively perform the essential functions of his or her job or pose a risk to the safety of the employee, co-workers, residents or property.
Drug and Alcohol Testing
• Pre-Employment Drug Testing. All prospective employees who have received a contingent offer of employment must complete a pre-employment drug screen after accepting the offer.
• Random Drug Testing. The Village may require random drug tests of its employees. Random drug tests are considered work time and employees will be appropriately compensated for the time required to take such tests. The Village reserves the right to require a drug test for any employee at any time during working hours, even if there is no suspicion of non-compliance with Village policies. If a test result shows any detectable level of controlled or scheduled substances, the employee will be subject to disciplinary action including termination.
• Reasonable Suspicion Drug and Alcohol Testing. The Village may require an employee to undergo a blood test, urinalysis, breathalyzer, or other diagnostic test when, in the opinion of The Village, there is a reasonable suspicion that the employee has failed to comply with any of the above Employee Prohibitions or after any unusual event has occurred, including but not limited to, accidents or incidents. If the test results show any detectable level of alcohol or controlled or scheduled substances, the employee will be subject to disciplinary action including termination.
• Reporting of Drug and Alcohol Testing. The privacy of the employee will be considered as is reasonable under the circumstances. Drug and alcohol test results will be reported to Administration and to the employee’s Supervisor.
Effect of Failure to Cooperate. An employee who refuses to cooperate by a) failing to submit promptly to a request for a urinalysis, blood or breathalyzer test; b) failing to provide adequate breath or urine for testing without a valid medical explanation; c) engaging in conduct that obstructs or attempts to obstruct the testing process; or d) otherwise refusing to cooperate in the testing process, will be subject to disciplinary action including termination.
The Village’s Commitment. Employees who take the initiative of advising their Supervisor that they have a medical problem with regard to alcohol or drugs, who have not violated this drug and alcohol policy, who have not engaged in misconduct or repeated poor performance at work, who demonstrate a commitment to undergo treatment or rehabilitation for an alcohol or drug problem and who will need to miss work to attend sessions, may request an excused absence or a leave of absence to attend such sessions.
Employees will not be disciplined or discriminated against for seeking help or participating in a treatment or rehabilitation program. However, participation in a program does not excuse employees from compliance with this drug and alcohol policy or, apart from excused absences, from fully and acceptably performing their job responsibilities.
The Village encourages all affected employees to take advantage of the extensive network of community organizations and health professionals addressing alcohol and drug use, both for the addicted person and for his or her family.
2.17 CRIMINAL CHARGE AND CONVICTION NOTIFICATION POLICY
Employees must notify their Supervisor in writing of any misdemeanor or felony criminal conviction involving a) dishonesty or breach of trust offenses (forgery, theft, fraud, embezzlement, money laundering, etc.); b) drug-related felonies (possession, manufacturing, intent to sell, selling, operating a motor vehicle under the influence of drugs or alcohol); or c) violent felonies (aggravated battery, assault, bodily harm, or other violent crimes) no later than five (5) days after conviction. A criminal conviction includes the following dispositions: judgment of guilty, guilty plea and no contest plea. Employees who fail to notify their Supervisor of a conviction within five days after the conviction will be subject to discipline including termination.
The Village, in its sole discretion, will evaluate and consider conviction records on a case-by-case basis taking into account the nature of the conviction and the safety of its employees and residents. A conviction record may, but will not automatically, result in termination.
The Village also asks that you notify your supervisor if and when you are charged with a felony or any more serious crime. Your supervisor needs to know why you will be needing additional time off and what the potential is that you will be able to keep your present work schedule.
2.18 PROHIBITED CONDUCT
It is your responsibility to use common sense and good judgment and to perform your job in a conscientious manner while following The Village policies and your Supervisor’s instructions. Since it is impossible to specify each and every type of conduct that will subject an employee to discipline or termination, the following list includes examples of the types of conduct The Village will not tolerate and that will result in disciplinary action, up to and including immediate termination:
• Insubordination – including failure or refusal to carry out job assignments, your Supervisor’s directions or established procedures
• Unauthorized disclosure or use of The Village’s confidential information or resident information
• Willful violation of OSHA rules or regulations
• Profanity or engaging in verbal abuse while on The Village premises
• Falsification of any work, personnel, or other business record
• Removal of The Village or resident property from the premises without permission
• Theft of The Village funds or property, unauthorized charges against, or misuse or abuse of The Village benefits
• Any type of dishonesty
• Discrimination, intimidation or harassment of co-workers or residents for any reason
• Any violation of our Drug and Alcohol Policy
• Deliberate, reckless or negligent damage to The Village, co-worker or resident property
• Wasting or misusing The Village property
• Fighting with or threatening co-workers or residents
• Violation of safety and fire prevention rules, including smoking on the premises
• Substandard performance of an assigned duty or job responsibility
• Repeated interference with a co-worker’s job duties by excessive talking or other distractions
• Excessive unexcused absenteeism or tardiness in reporting to work or in returning from breaks or meal periods
• Failure to report an absence in accordance with the attendance policy
• Sleeping on the job
• Doing personal work on work time without authorization from your Supervisor
• Leaving an assigned work area without authorization from your Supervisor
• Leaving work before the end of your shift without authorization from your Supervisor
• Possession of weapons while on duty, while on The Village premises or while in a Village vehicle
• Engaging in conduct (including horseplay and practical jokes) that may create a safety hazard
• Failure to timely report an on-the-job injury or accident
• Failure to timely report injury to a co-worker or resident
• Falsely making a claim of injury
• Unauthorized distribution of materials or solicitation during working time or on The Village premises
• Unauthorized or improper use of The Village telephones, computers, or other equipment or property
• Loss or unauthorized duplication of The Village keys
• Breach of security
• Gambling on The Village premises
• Being in an unauthorized work area without authorization from a Supervisor
• Failure to follow grooming and appearance standards
• Smoking or vaping while on duty
• Being under the influence of alcohol or any illegal substance while on duty
• Accepting or borrowing money from residents
• Accepting gifts from residents valued over $20.00 without authorization from your Supervisor
• Dishonest use of timeclock
• Working unauthorized overtime
• Violation of any policy of The Village
• Any other conduct which, in the sole discretion of Administration, is sufficient to justify disciplinary action, up to and including immediate termination
3. EMPLOYMENT ADMINISTRATION
3.1 BACKGROUND CHECKS
The Village conducts background checks on applicants to hire and retain individuals whose background, skills and experience are best suited to the needs of the job, as well as to ensure that we do not hire or retain individuals whose backgrounds pose a legal liability or safety risk to our employees and residents. The scope of the background checks and the criteria for evaluating results will vary according to our business needs, and according to current laws and regulations. We reserve the right to perform background checks on current employees at any time. If such a background check report reveals that there has been a criminal conviction that we were not notified of as is required in section 2.18, it may result in immediate termination. We will keep confidential the information gathered in background reports and we will not disclose the information to third parties without the applicant’s or employee’s consent, unless required by law.
3.2 PERSONNEL RECORDS
Your personnel records are confidential. Administration, your Supervisor and you have access to your personnel file. Although we are required to comply with court orders, subpoenas and government requests directing us to provide information from your personnel records, as a general rule, without written authorization from you, we will release only your job title and verify dates of employment. If you want The Village to release additional information to a third party, you must submit a signed authorization to Administration and describe to whom and what information you want released.
If you change your address or telephone number or have other changes in your personal information, please inform Administration so we can update your personnel records. We also ask that you help us keep your emergency information updated so we can assist you better in case of an emergency.
3.3 NECESSARY FORMS
Before you begin work at The Village you must first submit a completed application and a completed W-4 (Both Federal and State), I-9 forms, and Direct Deposit forms within three days of beginning work. You must be able to show us your original social security card and an additional piece of photo identification to satisfy federal requirements. You will also be asked to complete an Employee Emergency Information form.
3.4 CERTIFICATIONS/PERMITS/LICENSES
If your position requires a certification, permit or license, you must provide The Village a current copy before you start work and before each renewal date thereafter. If you fail to keep current any certifications, permits or licenses that are required for your position, your employment will be terminated.
3.5 NEW HIRE ORIENTATION
When you are hired you will be informed of your position, rate of pay and your work schedule. It is important that you understand the job requirements and the essential duties of your position before you start work. It is also important that you understand the physical layout of The Village and the services that it provides. You are encouraged to read The Village brochure and the Residents Helpful Information Guide to better acquaint yourself with what The Village has to offer. One of the first things you will be required to do is read this Employee Handbook, and sign stating you have read it. If you have any questions about your employment or this Handbook, you should talk with your Supervisor or Administration. You are also required to complete OSHA trainings that are pertinent to your position as well as trainings that are required for all employees, and to document that you have done so.
3.6 CLASSIFICATION OF EMPLOYEES
We classify all positions as either exempt or nonexempt. This determination is made in compliance with The Fair Labor Standards Act and Oregon wage and hour laws.
Exempt Employee. An employee who is exempt from the overtime requirements of federal and state law. An exempt employee is paid a salary and is not eligible for overtime pay.
Non-exempt Employee. An employee who is not exempt from the overtime requirements of federal and state law. A non-exempt employee is paid by the hour and is eligible for overtime pay.
Full-Time Employee. An employee who is regularly scheduled to work 36 hours or more per week. A full-time employee is expected to work a minimum of 36 hours or more per week and also not to work over 40 hours per week unless each instance is approved by their supervisor.
Part-time Employee. An employee who is regularly scheduled to work less than 36 hours per week.
3.7 INDENTIFICATION CARD
All employees will be issued an employee identification card. Your card must be in your possession or worn at all times while on duty. Your card should not be worn when you are not on duty.
3.8 EMPLOYEE PARKING
The Village has limited parking available. We encourage employees to carpool or use public transportation whenever possible. Employee vehicles must be registered at the Administration Office. You should ask your Supervisor about the appropriate place to park. You are not allowed to park in any other parking area. If required, you may need to display a sticker on your window showing that it is an employee vehicle. If you wish to leave your vehicle on the premises after your work hours, you must obtain permission from your Supervisor for each instance.
When parking at The Village we ask that you keep in mind that the sidewalks are used for walking. Please be sure to keep back from the curb so your vehicle does not extend over the sidewalk.
3.9 REIMBURSEMENT OF EXPENSES AND MILEAGE
Any reimbursement of mileage or expenses must be pre-authorized. Unless you have been authorized, you should not use your personal vehicle for business purposes. Those who have been authorized to use personal vehicles on a regular basis must provide proof of acceptable levels of insurance to The Administration. Your insurance is the primary coverage and will be the first source of relief in the event of an accident. Check with your supervisor on the requirements. Please make sure you stay in compliance with these requirements.
Out-of-Pocket Expenses. We will reimburse employees for reasonable expenses they incur for pre-approved business travel and other business-related expenses. Employees must submit receipts to their supervisor to receive reimbursement.
Mileage. You must be pre-authorized to receive mileage for business travel. You must record your mileage on The Village mileage or ‘petty cash’ form and submit it to the Administration Office for each trip to obtain reimbursement.
3.10 USE OF CAFETERIA
We encourage employees to eat meals in the cafeteria even if they choose to bring their own meals. If you wish to eat at another site on the premises, you must obtain permission from your Supervisor. We also encourage employees to purchase meals from the Cafeteria by either charging meals against their paycheck (if the employee has voluntarily signed an authorization permitting that paycheck deduction) or purchasing a meal ticket.
3.11 WORKWEEK AND SCHEDULING
Workweek. The workweek begins at midnight on Saturday and ends at midnight the following Saturday. For payroll and accounting purposes, work shifts that continue past midnight will be assigned to the day of the start of the shift.
Scheduling. Your Supervisor will establish your work schedule. You are expected to work all of the hours and days assigned. Requests for changes in schedules or for particular days off must be made in advance and approved by your Supervisor. All requests for time off must be submitted in writing and approved by your Supervisor before taking the time off.
3.12 TIMEKEEPING
Federal and state laws require The Village to keep an accurate record of all time worked for its employees in order to calculate employee wages and determine eligibility for benefits. Time worked is all time actually spent on the job performing assigned duties. All hourly employees are required to use the time clock to accurately record all time worked exactly as it occurred – whether scheduled or unscheduled, overtime or straight time, authorized or unauthorized. All hourly employees must clock out for lunch and any time when not actively working. If you miss clocking in or out, or have any changes that need to be made from what the timeclock shows, please fill out the appropriate form and give it to your Supervisor before the end of the payroll period.
Employees should clock in when they are scheduled to work and when they are ready to work. It is not acceptable to stop and clock in and then go to park your vehicle. If you are scheduled to start work at 8:00, you should be here before 8:00 so you can park your vehicle and do whatever you need to do so you can clock in at 8:00 and be ready to work.
Employees must clock in and out as close to their scheduled shifts as possible. Employees must monitor their time so that they are not putting themselves into a possible overtime situation. If they find that they might be in an overtime situation it is their responsibility to let their supervisor know before a possible overtime shift is worked. All overtime must be approved in advance and is only approved for emergency situations. Working unauthorized overtime can be grounds for termination.
3.13 MEAL PERIODS AND BREAKS
Meal Periods. All employees (except salaried, exempt employees) are required to take a 30-minute unpaid meal period if they work a shift of six hours or more. The meal period must be coordinated with the Supervisor and must be taken two to five hours into the shift if the employee works between six and seven hours, and between three to six hours into the shift if the employee works longer than seven hours.
In the unexpected and unusual circumstance that your Supervisor requires you to be on call during your meal period, the meal period will be paid. “On call” means you must be available if needed.
Please be respectful of fellow employee’s mealtime. Do not ask them to do tasks or give work-related information during their meal breaks.
If you are in a position where you are unable to be relieved of all duties during your meal period because it creates an undue hardship on The Village, you will be required to sign an acknowledgement form provided for you at the office. All Food Service, Security and weekend Resident Services Staff and other select positions are required to sign this form.
Breaks. All employees (except salaried, exempt employees) are required to take one 10-minute paid break for each four hours of work or major portion thereof. Ideally, the break should occur near the midpoint of each four-hour work period. Break times should be coordinated with your Supervisor. Do not clock out for break times. Break times cannot be taken adjacent to mealtimes. Missed break and meal periods cannot be stockpiled for later use and cannot be used to excuse late arrival, excuse leaving early or to work overtime. Break times must not be exceeded. A break is started when you stop working, not when you reach your break destination. You are not paid to go to a specific location for your break. It is also not necessary to leave your work area for your break. As an example, if you stop working for your break time at 9:55, you should be back working at 10.05. An employee should be back working at their worksite when the 10 minutes are finished.
OSHA requires a different break schedule when the Heat index rises to uncomfortable levels. Be sure you know the latest OSHA updates and follow your supervisor’s instructions to stay in compliance with the latest regulations.
Breaks must be taken on the premises, unless your break comes up while you are off the premises on Village business and have made arrangements with your Supervisor.
Employees are encouraged to use their breaks for physical exercises such as walking or stretching or using the onsite exercise equipment if it is available.
It is not up to your supervisor to tell you to take your break. You are required to take it on your own and be working again in 10 minutes.
If an employee is a minor, they are entitled to a 15-minute break.
Here are the state rules for meal and rest periods based on the length of work period:
Length of work period # of rest breaks # of meal periods
2 hours or less 0 0
2 hrs 1 min – 5 hrs 59 min 1 0
6 hours 1 1
6 hrs 1 min – 10 hrs 2 1
10hrs 1 min – 13 hrs 59 min 3 1
Remember that there are different schedules for working in high heat environments.
Careful adherence to these policies is important because we want to honor our employees and make sure they receive all the benefits they are entitled to. It is important because we need to be responsible stewards of our time and the money our residents pay for the services that we provide. It is important because we want to be honest with our time and with the responsibilities we have. It is important because we want to provide the best for our residents.
3.14 ATTENDANCE POLICIES
Regular Attendance Policy. Regular attendance and punctuality are conditions of employment. Regular attendance shows respect for your fellow employees who must do your job in your absence. You must report to work regularly, be on time and remain until the end of your shift (except for approved breaks and meal periods). Since inconsistent attendance negatively impacts your performance, it is important that you protect your performance record by missing work only when there are very compelling reasons. Excessive absence or tardiness will be judged according to the specific circumstances of each instance, taking into account proper notice, the entire pattern of attendance, the frequency of absences, and the impact on the specific job. Unexcused absences or tardiness will result in disciplinary action including termination.
Approved absences of the following nature will not be considered in the total number of absences when administering disciplinary action:
• Paid Leave Oregon
• Family and Medical Leave
• Bereavement Leave
• Military or Reservist Leave
• Military Family Leave
• Crime Victim Leave
• Domestic Violence Leave
• Jury Duty Leave
• Workers’ Compensation Medical Leave
Tardiness Policy. All employees are expected to be on time and ready to work at their scheduled start time. Employees are also expected to work their full workday, excepting meal periods and breaks. Late arrival, early departure, or other unapproved breaks in the workday are disruptive and must be avoided. If you are more than five (5) minutes late reporting to work, if you engage in a pattern of being late, or if you are late returning to work following meal periods or breaks, you are considered to be tardy. Employees who are excessively tardy will be subject to disciplinary action, up to and including termination.
Scheduling Employees must make arrangements well in advance for any scheduled time off. It is important that your supervisor has as much notice as possible so they can schedule someone else if you need to be off work for your scheduled days. When you are off work due to illness or injury, you must keep your Supervisor informed of your condition and the date you anticipate returning to work. If you do not notify your supervisor within a reasonable time BEFORE the start of your shift, it will be considered an un-excused absence and you will be subject to disciplinary action, up to and including possible termination. When you are off work due to illness or injury, you must keep your Supervisor informed of your condition and the date you anticipate returning to work.
Advance Call-In Policy. If in the event of an emergency or illness you are unable to report to work, you must notify your Supervisor as soon as possible before your shift starts so there will be time to find a replacement. It is your responsibility to speak with your Supervisor or, if he or she is unavailable, to speak with The Village Administration. A message left with the receptionist does not constitute notice. A voice message does not constitute notice. If you use a text message, you must receive confirmation within 20 minutes, otherwise you need to use the telephone.
If you will be late for work, you must notify your Supervisor as soon as possible. It is your responsibility to speak with your Supervisor or, if he or she is unavailable, to speak with The Village Administration. A message left with the receptionist does not constitute notice. A voice message does not constitute notice. If you use a text message, you must receive confirmation within 20 minutes, otherwise you need to use the telephone.
Illness/Sick time policy. If you are off of work for illness of any type for more than 3 days or off of work for any type of communicable disease, we may require a statement from your doctor stating that it is safe for you to return to work.
No Call/No Show Policy. Unless you are on an approved leave of absence, if you fail to show up for work for three consecutive days without calling in, we will consider you to have voluntarily terminated your employment unless your failure to call in was caused by extreme circumstances (e.g., your inability to call in because of severe physical injury).
Leaving Work Early Policy. When you are on duty, we expect you to be on the premises doing your job. If for any reason, including work-related reasons, you have to leave your work area or The Village premises, you must first make arrangements with your Supervisor.
Inclement Weather/Disaster Policy. You are expected to be at work regardless of the weather. Please make the necessary preparations so that you can be at work when scheduled. In the event of a disaster or a severe weather event, our residents’ needs are of utmost importance. You are required to contact your Supervisor as soon as possible so that he or she can give you further instructions. If you are scheduled to report to work or you are instructed to report to work, you must make every effort to do so. This policy applies to all employees regardless of position or work schedule.
3.15 COMMUNICATIONS POLICIES
Your Communications in the Workplace. Each employee must be sensitive to the importance of being courteous to co-workers, residents and other people with whom he or she has contact during the workday. Each employee should strive to make sure all communications (e.g. face-to-face, telephone, and electronic) are courteous and professional. When you are conducting The Village business, be sure you act in a professional manner. The use of profane or abusive language while on duty or while on The Village property is prohibited.
The Village’s Communications. We want to keep you well informed so we require you to provide us with your current address and telephone numbers. We will provide you with a copy of our monthly newsletter with your paycheck. Please make sure you read the newsletter so you know of events and information that you are expected to know.
Privacy Policy:
The Village respects our employees’ privacy and does not give out your personal information without your permission. Please do not give out your fellow employee’s information you might have without their permission.
The Village respects our residents’ privacy by not giving out their apartment number, phone number or address. If someone is requesting a resident’s information or even their apartment or phone number, you may call the resident and ask if they want the information given out or can take a message and have the resident contact the inquirer at a later time. It does not matter what the inquirer says their relationship to the resident is. You are not to give out information concerning residents to others. If the inquirer persists, please refer them to your supervisor or Village Administration. If a resident chooses to give their information to another person that is their choice, but it is not our place to give their information out.
Use of Telephone and Personal Cell Phone. It is important that you understand how to use the phone system. If you have questions, please ask your Supervisor. Telephones should be answered and messages taken in a professional manner. Please keep in mind the following guidelines:
1. Answer the phone pleasantly and promptly.
2. Identify The Village and yourself to all incoming callers.
3. Identify your department and yourself to all in-house callers.
4. Give accurate and careful answers, yet give no more information
than necessary. It is not usually appropriate to give your opinions.
5. Transfer calls carefully using the proper procedure.
6. Display a helpful attitude – always say “please” and “thank you.”
7. Maintain a pleasant tone of voice at all times and speak clearly.
8. Do not give out confidential, private or non-public information.
All personal calls should be kept to a minimum and personal long distance calls should not be made on Village phone. Personal cell phones may be used during meal periods and breaks but not during work hours unless in emergencies or extremely urgent situations. Personal cell phones should be set to silent when you are in the Administration Building and should only be answered when appropriate.
Email, Internet and World Wide Web Policy. The Village prohibits the use of The Village equipment for personal gain, or private business or commercial advantage. Employee’s use of email, the internet and the World Wide Web for personal use should be kept to a minimum and use should be mainly during meal periods and break times. Whenever using the resident computers, employees must always give preference to the residents.
Electronic communications you send or receive on The Village equipment are not private or confidential. The Village reserves the right to monitor or review any communications sent or received on its equipment and to examine and read any files stored on its equipment. Be aware that deleting email does not erase its existence and that the contents may be re-created.
All electronic communications, both internal and external, should be courteous and professional and should not contain any statements that could embarrass The Village, its employees or residents or that may violate any laws or The Village policies. This also applies to statements made on social media. It is a violation of resident rights to post inappropriate comments, picture or opinions regarding residents. All electronic communications, including social media posts, should make clear that you are speaking in your personal capacity, and not on behalf of The Village, its employees, or residents.
The Village policies against discrimination and harassment are applicable to electronic communications. Employees are prohibited from sending and/or receiving messages or viewing Web sites that may contain or constitute intimidating, hostile or offensive material on the basis of race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, veteran status, military status, marital status or any other classification protected under applicable federal, state or local nondiscrimination law. Employees are prohibited from accessing, downloading or forwarding inappropriate, unprofessional and unlawful material on The Village equipment. Employees are also prohibited from creating files with passwords known only to the Employee.
An employee who violates The Village Email, Internet and World Wide Web Policy, will be subject to discipline up to and including termination.
Ban on Gossip and Rumors. We want to maintain a professional work environment. Therefore, we strongly discourage gossip and the spread of rumors in the workplace. If you become aware of a rumor in the workplace, we encourage you not to spread the rumor and to discuss the matter with your Supervisor if you find the rumor troublesome or believe that management should be aware of the rumor.
It is important for all staff to remember to support your fellow staff members. It is easy to think of things that we think might be done a better way, or a different way, yet we are all striving to do the best for each resident. If we speak negatively of other staff members in any way it only brings us down collectively. Yet a positive or encouraging word can lift everyone up.
3.16 PERFORMANCE REVIEWS
Periodic Performance Reviews. Although we feel that continuous feedback is preferable to once a year performance reviews, all full-time employees and some part-time employees may receive periodic performance reviews. These reviews are used to evaluate your success in performing the functions of your job. These reviews provide you and your Supervisor an opportunity to clarify your job responsibilities, discuss your strengths and discuss ways you can improve your job performance.
Corrective Performance Reviews. If an employee’s performance or conduct is not consistent with The Village’s standards or expectations, the employee’s Supervisor may decide at any time to conduct a corrective performance review to address the employee’s performance or conduct issues. The Village, however, does not relinquish its right to terminate an employee at any time, with or without notice, with or without cause, and with or without prior warning or counseling.
Requirement that Employees Sign Performance Reviews. Employees must sign their performance review to acknowledge that they received a copy of the review and that it was discussed with them. An employee’s signature does not imply that he or she agrees with the review.
3.17 EMPLOYEE DISCIPLINE
At its sole discretion, The Village may apply one or more of the following types of discipline, in any combination and any order that it deems appropriate under the circumstances:
1. A written warning.
2. A performance review indicating sub-standard performance in one or more areas.
3. Suspension for a specified period of time without pay.
4. Institution of a corrective action plan to improve substandard performance. Any policy violation or failure to improve substandard performance while on the corrective action plan may result in immediate termination.
5. Reassignment of job duties or demotion.
6. Termination of employment.
Use of various types of discipline is not intended to restrict The Village’s right to terminate an employee at any time, with or without notice, and with or without cause. An employee who receives a written warning, a sub-standard performance appraisal, or a correction action plan must sign an acknowledgement that he or she has received a copy of the document and that it was discussed with the employee. Refusal to sign the acknowledgement will result in disciplinary action including termination.
3.18 TERMINATION OF EMPLOYMENT
Voluntary Termination. If you choose to terminate your employment, we ask that you give us at least two weeks’ advance written notice to your Supervisor so that we can make an orderly transition. We would like you to include in your notice your reason for resignation. Except in circumstances where it is impossible to do so, if you fail to give at least two weeks’ advance written notice, you may lose all accrued PTO and you may be ineligible to apply for future positions with The Village. If you are considering termination because you are unhappy with your work situation, please discuss your concerns with your Supervisor and/or Administration before giving notice.
Involuntary Termination. There are times when it may become necessary to lay off employees because of changing business conditions, reorganization resulting in the elimination or modification of positions, or changes in job functions. Laid off employees are eligible for rehire based on the same terms and conditions as other applicants.
Employment with The Village is on an “at-will” basis. The Village reserves the right to terminate employment at any time, with or without notice, with or without cause, and with or without prior warning or counseling.
Termination Requirements. You may be asked to return any uniforms or labeled apparel loaned to you. You must return any keys that were assigned to you and your identification card. You must also return all of The Villages’ confidential information, data, documents and other material in your possession.
4.0 COMPENSATION
4.1 WAGE ADMINISTRATION
Your rate of pay is determined by your job responsibilities, training, experience, job performance and the market for similar positions. We try to be competitive with similar facilities. Merit increases depend on your job performance and market conditions. Pay rates are evaluated periodically.
While we understand the importance of the requirement to have pay equity for similar jobs, and we strive to provide equal pay for everyone in similar jobs, we also understand the importance of seniority and experience in the job you are doing. Because of that we make provision for increased pay for those persons who have been in the position for many years, particularly when the job is varied and experience will make a difference in performance. Because of that, we retain the option for increasing the wage of those who have been on their job longer by up to 2% for every year of service. This is not a guaranteed differential or increase but one that is also based on job performance.
4.2 REPORTING TIME AND ADJUSTMENTS
The timeclock records your hours worked. Your check will be issued from what is recorded there.
Time off is to be scheduled in advance whenever possible. If that is not possible and you have any adjustments that need to be made or sick time hours or regular PTO requests, they should be made the next business day. All adjustments must be submitted before the 24th of each month. If the requests are for the last days of a pay period, they must be submitted by 10:00 am on the next business day for them to be processed. If an urgent situation occurs when benefit time is used in the last 4 days of the pay period and is not able to be requested by the last day, it may be requested within 10 days of the time used, to be paid in the next period.
4.3 PAY DAYS AND PAYCHECK INFORMATION
Pay Periods and Pay Days. Pay periods extend from the 25th of the month to the 24th of the following month. Direct Deposits and paychecks are processed once a month and paychecks are available on the first business day of the month. Direct Deposits (Paychecks) are usually available before that date but are not guaranteed until the first business day of the month.
The date of a workday is the date of the start of the shift. The paycheck will include all hours for days worked through the 24th of each month.
Deductions. Various payroll deductions are made each payday to comply with federal and state laws pertaining to taxes and insurance. Deductions will be made for the following: federal and state income tax withholding; social security (FICA); Medicare; workers’ compensation insurance; other items designed and authorized by you in writing; and other items required by law, such as wage garnishments.
All deductions will be itemized on your check stub each pay period. At the end of each calendar year, you will be supplied with your Wage and Tax Statement (W-2) form. This statement summarizes your income and deductions for the year. Questions regarding deductions or other pay issues should be directed to your Supervisor.
Direct Deposit / Paycheck Availability. It is our policy that employees have their paycheck directly deposited to their bank account each payday. If you must have a physical paycheck for a temporary situation, you may arrange for that at the administration office. It may be picked up after 12:00 noon on payday. If you have not arranged for direct deposit yet and wish to have someone else pick up your check, you must notify Administration and the person should present a note signed by you authorizing us to give your paycheck to the person.
Your direct deposit will usually be deposited by the last business day of the month, but at times it may not get to your bank until the next business day. Although it may be deposited earlier, you should not count on it.
Need to Promptly Report Inaccuracies. A payroll recap is included with each paycheck. You should carefully review your check and payroll recap and promptly report any inaccuracies to your Supervisor or to Administration as soon as possible.
4.4 PAY ADVANCES
Pay advances are not available on a normal basis, yet, if you experience a true critical personal emergency, you may be eligible for an advance from your wages after the 10th of the month. Also, if you are a new employee who starts working at the beginning of a pay period, you are eligible for a pay advance on your first check after 15 days from your date of hire. Other than for new hires that qualify, advances cannot exceed one per calendar year. The amount that you may receive will be based on your current earnings and deductions and cannot exceed 70% of the amount you have earned up to that point in the pay period. Paid time off (PTO) is not used when calculating the amount available for an advance. Administration must approve the request and the amount requested.
4.5 ON CALL RESPONSE PAY
If you are called in to respond to an emergency situation and you are required to work less than two hours, you will be paid a minimum of 2 hours of wages for your time.
4.6 OVERTIME POLICY
Non-exempt employees will be paid at the rate of one and one-half times their regular rate of pay per hour for all hours worked in excess of 40 hours in a workweek. Overtime pay is based only upon actual hours worked; paid time off (PTO), or Sick-time Hours taken during the week does not count toward overtime.
The Village Policy is that in normal operations, we do not work overtime. Yet, emergency situation do happen. Any overtime work must be approved in advance by the employee’s Supervisor. Overtime is generally authorized only for emergency situations. Employees are expected to notify their Supervisor whenever they work extra hours that might put them into an overtime situation, even if the actual overtime occurs later in the week. An employee who works overtime without obtaining advance approval is subject to disciplinary action, up to and including termination.
All non-exempt employees must begin work no earlier than five minutes before their shift starts and finish work no later than five minutes after their shift ends. Since the timeclock records all time from when an employee clocks in to when they clock out, it is easy to accumulate small amounts of time that could put a person in an overtime situation. It is up to each employee to make sure they do not exceed their scheduled times, and to notify their supervisor ahead of time if they may be working in an overtime situation, even if it is only for a few minutes. Non-exempt employees may not begin work earlier or stay later without advance approval of their Supervisor.
4.7 WORK AT HOME
As a provider of services to our residents, most of our work needs to be done on campus. If there is a business need for work to be done at home and there are tasks that can be done at home, arrangements can be made on an individual basis for a specific task or schedule to be done at home. Approval for work at home is never simply on an ‘as convenient basis’ for the employee. Each situation, task or schedule needs specific approval, not only from your immediate supervisor, but also from Administration.
4.8 SELECT HOLIDAY PAY
To honor those who fulfill their essential shifts even when they fall on Thanksgiving day, Christmas day, and New Year’s day, The Village offers compensation at 1 1/2 times a person’s wage when an employee is requested to work an essential shift on those holidays. The holiday hours would be from 12:00 am to 11:59 pm on the holiday date itself. Essential shifts are the normal hours of the following shifts: Security shift, Resident Services shift and the Food Services shifts of the basic scheduled cook and the kitchen assistant. Just because you may be asked to work on a holiday does not mean you will be working an essential shift that is entitled to Select Holiday Pay. In an emergency, additional shifts may be assigned by Administration. This applies only to hourly workers and will not apply to any hours that might qualify for overtime hours. If the hours that are worked are elective hours, then Select Holiday Pay would not apply.
4.9 GARNISHMENTS
If you have a situation where a party has a right to garnish your wages, please make sure to respond to them before the actual garnishment is approved. If The Village receives an order to garnish your wages we have no choice but to follow the rules and orders that we are given. You may often get better results and be in a better position if you can negotiate with your creditors before they issue the garnishment order. Be sure not to just ignore any notices that you may receive.
5.0 EMPLOYEE BENEFITS
There are different benefits that apply to employees based on their full-time or part-time status. Eligibility is listed for each benefit that is offered. One of the most important benefits is our paid time off benefit. Full time employees qualify for the PTO benefit plan detailed in section 5.1 which includes sick time benefits. Part-time employees qualify for Sick-time Hours which are detailed in section 5.2.
5.1 PAID TIME OFF BENEFIT PLAN (PTO)
Eligibility for PTO. Employees who are regularly scheduled to work 36 or more hours per week qualify for PTO.
What is PTO and How Do You Use It? PTO is Paid Time Off. PTO may be used for many purposes including parent/teacher meetings, holidays, vacations, sick leave, any illness, doctor appointments, legal matters, bereavement leave, jury duty and other personal time off. The Paid Time Off benefit plan (PTO) for eligible employees takes the place of Sick time benefits that are required by state law. All approved uses of Sick-time Hours (see section 5.2) apply to regular PTO use. Eligible employees are expected to be at work during all scheduled times, or to use their available PTO for any time off, unless it is for a leave of absence through Paid Leave Oregon or an absence resulting from an on-the-job injury, or other available leaves. Time off should not exceed their available PTO without express permission of Village Administration for each instance. Employees are required to manage their PTO so that they have adequate reserves for sick leave, holidays and emergencies as well as vacations, appointments and other needs.
PTO is available to protect employees in the event that an illness or injury occurs that causes an employee to be off work that would not be covered by Paid Leave Oregon or other available leave. Since The Village does not offer either long term or short-term disability insurance, this can serve to help out in those kinds of situations. We encourage employees to keep enough PTO so they will have it available for any situations that they might encounter. It is important to have enough PTO to cover both expected and unexpected needs.
Accrual of PTO. PTO accrual begins on the first day of employment. Employees accrue PTO based on the number of hours worked and PTO hours used each workweek not to exceed 40 hours per workweek. Example: An employee who works 32 hours and uses 8 hours of PTO in one workweek, accrues PTO on 40 hours that week. PTO hours do not accrue for any overtime worked or during time in which an employee is out on PTO. Example: An employee who is asked to specifically work over 40 hours in a week during a snowstorm only earns PTO on the 40 regular hours.
PTO accrual will be offered according to the following schedule:
Completed years of Rate of PTO Maximum PTO hours earned per year
service earned per hour by employee regularly scheduled
to work 39 hours per week
0-1 0.09 182 hours = 22.8 days
1-5 0.11 223 hours = 27.8 days
6-10 0.12 243 hours = 30.4 days
11-16 0.13 263 hours = 32.9 days
17+ 0.14 283 hours = 35.4 days
Rules that Apply to PTO use.
A. Use of PTO on holidays. The Village recognizes seven holidays: New Years Day, President’s Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving Day, and Christmas Day. If you are required to work on a holiday, you will be paid at your regular hourly rate, (unless it qualifies for Select Holiday Pay as defined in Section 4.8). If your department is closed on a holiday, you are expected to take the day off, unless you have made other arrangements with your supervisor. If you are eligible for PTO, and if your department is closed or if you are not working on a holiday that falls on one of your regularly scheduled workdays, you must use accrued PTO time for that day.
B. Scheduling Use of PTO. You are encouraged to take time off each year for vacation. You must request use of PTO in advance for vacations, appointments and personal time off by giving your department head as much prior written notice as possible. Vacation requests should be made early so that schedules can be properly arranged. If the reason for your request to use PTO is for an extended serious medical condition, a medical verification may be required. All PTO requests for scheduled time off must be in writing. Be sure your request has been approved before you make your plans.
C. Use of PTO. Nonexempt employees can only take PTO in one-hour increments. PTO cannot be used for time missed because of tardiness. As noted above, PTO does not accrue for hours worked over 40 hours in a workweek. Furthermore, PTO may not be used if it would put an employee into an overtime situation unless emergency work is requested by your supervisor after PTO has already been used during that workweek.
D. Designation. Employees should designate when requesting to use PTO whether it is for vacation or sick time.
E. Available PTO. The maximum amount of PTO that may be used in any month is the balance from the preceding month, unless other amounts are shared during the month. Exceptions for new employees may be granted through administration.
F. Limits on Accrual of PTO. PTO does not accrue during absences through Paid Leave Oregon or unpaid leaves of absence or during absences for on-the job injuries. This means you must actually work or use PTO during a pay period to accrue PTO during that time, and if you take time off that is not covered by PTO, you will not earn PTO during that time.
G. Maximum Accrual of PTO. The maximum number of accrued PTO hours that may be carried over to the next calendar year is 300 hours. All accrued PTO over that amount will be lost unless it is used before the end of the year or paid out. Remember that PTO use is to be scheduled in advance with your supervisor’s approval. Do not wait until the end of the year and then try to use available PTO.
H. Sharing of PTO. PTO may be shared with other employees. The maximum amount of PTO that may be shared by hourly employees per year is 60 hours and PTO cannot be shared that would put a person’s balance under 40 hours. A sharing request must be done in advance of when the recipient wants to use it and must be approved by The Administration. PTO can also be shared as Sick Time Hours, so that those who do not qualify for regular PTO can benefit from it if they are sick. If shared as sick-time Hours, the recipient must follow the rules governing Sick Time Hours. PTO can be shared anonymously if you request it.
Payout of Accrued PTO
A. Payout upon Request. During the month of December of each year, before the end of the pay period, an employee who has completed at least seven years of service may submit a request to Administration for a payout of accrued PTO in excess of 200 PTO hours. The payout will be made at 50% of the employee’s current hourly rate of pay and the payout request cannot exceed 120 PTO hours. For example: An employee who has completed at least seven years of service and has accrued 240 PTO hours may request a maximum payout of 40 PTO hours. The employee’s payout is calculated as follows: 40 hours of PTO x 50% current hourly rate of pay = amount of payout. After the payout, the employee will have 200 PTO hours remaining.
B. Payout of Accrued PTO upon Voluntary Termination. Upon voluntary termination, accrued PTO hours, up to a maximum of 360 hours, will be paid to the employee at the employee’s current full rate of pay, only if all of the following conditions are met:
• The employee must have completed at least seven years of service; and
• Upon resignation, the employee must give a minimum of two weeks’ written notice to his or her Supervisor, be willing to continue working until the prospective termination date and may not use PTO for vacation during the notice period unless approved by the Administrator.
C. Payment of Accrued PTO upon Involuntary Termination. The value of
accrued, unused PTO is not paid out in the event of involuntary termination of employment.
5.2 SICK-TIME HOURS
Eligibility for Sick-time Hours. To be eligible for Sick-time Hours, you must be regularly scheduled to work under 36 hours per week. Accrual of Sick-time Hours will begin on your first day of employment, but is not available for use until after 60 days of employment.
What are Sick-time Hours and when do you use it? Sick-time Hours is paid time off for illness or doctor’s appointments for yourself or your family, as allowed by state law. It may also be used for funeral leave for family members as per state law requirements. Unless the requirements under Rule 13 are met, it is not available for vacations, jury duty or elective time off. If you have any questions on what situations are allowable for use as outlined by state law, please talk with administration, or look at the requirements listed below or on the state website.
Approved uses of Sick-time Hours.
As per Oregon State Law, employees are entitled to use Sick-time Hours for the following purposes:
• For an employee’s or family member’s mental or physical illness, injury or health condition or need for medical diagnosis of these conditions or need for preventive medical care.
• To care for an infant or newly adopted child under 18, or for a newly placed foster child under 18, or for a child over 18 if the child is incapable of self-care because of mental or physical disability.
• To care for a family member with a serious health condition.
• To recover from or seek treatment for a serious health condition that renders the employee unable to perform at least one of the essential functions of the employee’s job.
• To care for a child of the employee who is suffering from a non-serious illness, injury or condition.
• To deal with the death of a family member by attending the funeral or alternative, making arrangements necessitated by the death of a family member, or grieving the death of a family member.
• To seek medical treatment, legal or law enforcement assistance, remedies to ensure health and safety, or to obtain other services related to domestic violence, sexual assault, harassment or stalking incidents to the employee or employee’s minor child or dependent.
• For certain public health emergencies including closure by a public official of the employee’s place of business, school or place of care of the employee’s child, or a determination by a public health authority or health care provider that the presence of the employee or a family member presents a health risk to others.
• Time loss from scheduled hours due to Heat Index related conditions determined by your supervisor.
• Time loss from scheduled hours due to the Air Quality Index when the air quality index is at 201 or above, or when a government agency determines it is unsafe.
• As per Village Policy under Rule #13, Sick-time Hours may be used for required Jury Duty as defined under Rules for Sick-time Hour usage below.
• As per Village Policy under Rule #13, Sick-time Hours may be used for elective time off as defined under Rules for Sick-time Hour usage below.
Accrual of Sick-time Hours. Employees eligible for Sick-time Hours accrue Sick-time Hours based on the number of hours worked. Employees do not earn Sick-time Hours on hours taken for sick-time, or on any Sick Time Hours used. Employees do not accrue sick time hours on time taken through Paid Leave Oregon. Employees who qualify for Sick-time Hours will accrue time at the following rate:
Completed Years of Rate of Sick-time Hours Example of Sick-time Hours
Service Earned per hour Hours earned per year
worked @ 26 hours per Week
0 years through 2nd year 0.036 48.6 hours = 6.0 – 8 hour days
3+ years 0.042 56.8 hours = 7.1 – 8 hour days
Rules for Sick-time Hour usage.
1. Sick-time Hours may be used only when you or your family are sick or
seeking medical attention or attending the funeral of a family member as
per Oregon state law. (Unless Rule 13 applies)
2. Sick-time Hours cannot be used when doing so would exceed an
employee’s regularly scheduled hours per week. It can only be used for
time off from regularly scheduled hours.
3. Sick-time Hours must be requested in writing using an approved Village
form, and approved by your Supervisor and by Administration before
it is eligible for payment.
4. All requests for Sick-time Hour use must be made within the pay period
it is used, or in urgent situations, when used in the last 4 days of the pay
period, it may be requested within 10 days of the time used, to be paid in
the next period, or it cannot be used.
5. For sick time requests over five days length The Village may require a
doctor’s verification. A doctor’s return to work authorization may also be
required before returning to work.
6. Sick-time hour accumulation over 40 hours cannot be carried over from
one calendar payroll year to the next.
7. The maximum amount of Sick-time Hours that can accrue is 80 hours.
8. Sick-time Hours cannot be cashed out or reimbursed for in any way.
9. Sick-time Hours cannot be cashed out or paid for at termination.
10. The maximum amount of earned Sick-time Hours that may be used in any
month is the balance from the preceding month.
11. The maximum amount of Sick-time hours that may be requested for any
day is the amount that you are normally scheduled to work.
12. Sick-time Hours can be used in increments of not less than one hour.
13. Accrued Sick-time hours over 45 hours may be used for personal time off
of regularly scheduled shifts with approval and adequate notice to your
supervisor. This would also apply to time off for Jury Duty.
14. Requesting Sick-time Hours when you or your family are not sick or do not
have a qualifying illness related reason or a reason detailed above may
result in disciplinary action and/or termination.
15. Since The Village is much like a family and we look for ways to help each
other, we have made a way that Sick time Hours can be shared with other
staff who may be in need of it. Sick-time Hours can be shared under the
following conditions:
• Sick-time Hours may only be shared with another employee with the permission of Village Administration and in a situation where the receiving employee has a verifiable Sick-time Hour need.
• Only Sick-time Hours in excess of 40 hours may be shared.
• Sick-time Hours may only be shared as Sick-time Hours. (Not PTO Hours.)
• The maximum Sick-time Hours that may be shared by one person in any one calendar year is 20 hours.
• Sick-time Hours may be shared with another employee (who has been authorized to receive it) without their knowledge of who has shared the sick time hours.
5.3 HEALTH BENEFIT PROGRAMS
The Village does not offer Health or Dental Insurance benefits. For full-time employees who are scheduled to work full time and are working full time we adjust compensation to help give you an option if you choose to purchase insurance for your personal needs.
5.4 PAID LEAVE OREGON
Oregon employees may be eligible for Paid Family and Medical Leave Insurance (“PFMLI”) wage replacement benefits, which are funded through payroll deductions and coordinated through the Oregon Employment Department. Eligible employees are entitled to up to 12 weeks of paid family, medical or safe leave (leave needed as a result of domestic violence, sexual harassment, or stalking) during the benefit year. Employees who have limitations related to pregnancy, childbirth, or lactation are eligible for an additional two weeks of leave. If the reason for leave qualifies for unpaid leave under OFLA or FMLA (to the extent those apply to The Village), then the employee must take such leave concurrently, up to 16 weeks of combined paid and unpaid leave in one benefit year (or 18 weeks if the leave is due to pregnancy, childbirth, or related conditions). Payroll deductions began on January 1, 2023, and eligible employees may begin using PFMLA wage replacement benefits as of September 1, 2023. An employee may use PTO to supplement their Paid Leave Oregon benefits up to 100% of the employee’s regular pay.
If the need for leave is foreseeable, then the employee must provide at least 30 days’ written notice. If the leave is unforeseeable, the employee must give oral notice to the employer within 24 hours of leave beginning and must provide written notice within three days after the leave begins. For safe leave, employees must provide reasonable advance notice, unless it is not feasible. Employees who fail to provide the required leave notice may incur a penalty amounting to a 25 percent reduction in the first weekly benefit amount.
Employees may be required to provide written verification of eligibility as permitted by Oregon law.
5.5 LIFE INSURANCE
Employees regularly scheduled to work 36 or more hours per week are eligible to participate in The Village life insurance program on the first of the month following 30 days of continuous employment. The Village pays 100% of the premium. Eligible employees must complete an insurance form and designate a beneficiary within 20 days of employment so that the coverage can start on the first of the month after 30 days of employment.
5.6 TAX SHELETERED ANNUITY – 403(b) RETIREMENT PLAN
Employees regularly scheduled to work 20 hours or more hours per week are eligible to participate in The Village’s 403(b) Retirement Plan. Eligible employees may elect to contribute a portion of their income towards this Plan. For employees working over 25 hours per week, The Village will match an employee’s contribution up to a predetermined percentage of the employee’s gross wages. Employee contributions to this Plan are always available to the employee. Funds matched by The Village are available to the employee only as provided in the Plan’s vesting schedule. New employees will be eligible for this benefit starting with the first paycheck after following 90 days of continuous employment. Additional information about this Plan is available by contacting the Administration. While we encourage eligible employees to participate in this plan. it is up to each employee to request and sign up for this benefit.
5.7 CONTINUING EDUCATION
All employees are encouraged to take advantage of educational opportunities available to them. Attendance during working hours must be approved in advance by the Administrator and those hours will be unpaid unless we require you to attend the course. If your continuing education is work-related and is approved in advance by the Administrator, The Village will reimburse your tuition, or a pre agreed portion of it upon proof that you satisfactorily completed the course.
5.8 EMPLOYEE DISCOUNTS/PURCHASE OF MERCHANDISE
All employees may purchase merchandise through The Village at cost if they obtain prior approval from their Supervisor provided that they give sufficient notice and adequate supplies are available. All purchasing must be done through the department head or Administration. Each instance must have individual prior approval. This is only for situations where the buying power of the organization can benefit both the employee and The Village. It is not for regular, continual usage.
5.9 EMPLOYEE ASSISTANCE PROGRAM
The Village offers an employee assistance program to all employees through our Life Insurance Carrier. There are many different services and benefits for employees. Please be sure to get the information from the Administration office on what is provided.
5.10 OTHER EMPLOYEE BENEFITS
The Village sometimes receives donated merchandise that is made available to employees. Sometimes residents may also have surplus items or The Village may have surplus items that can be given away. No item should ever leave The Village property without express permission from your supervisor. Do not put any items from The Village in your personal vehicle or possession without express permission of the Village Administration or your supervisor. This would include food items, plant material, construction material, items left in apartments or any other items that belong to residents or to The Village. Permission for one item or type of item does not constitute permission for that item in the future. Each item is to have specific permission before being removed from The Village grounds. This would include items that a resident might try to give you.
Make sure that you have express permission before taking anything from The Village. Possession of items taken from The Village without that permission constitutes theft and could lead to possible termination, and/or criminal prosecution. Obtaining permission protects both you and The Village. If there is ever a question about something it is even best to have written permission.
The Village cannot store items for employees. If you have been given permission to take something from The Village property, but do not remove it from the premises within 72 hours or less, if requested, then it may be disposed of in another way unless specific other arrangements have been made through administration.
6.0 LEAVES OF ABSENCE
The Village complies with all applicable federal and state laws and regulations concerning employee leaves of absence. If there are any discrepancies between the written Village policies and applicable federal, state and OSHA laws and regulations, those laws and regulations will prevail.
6.1 FAMILY AND MEDICAL LEAVES OF ABSENCE
The Village grants family and medical leaves of absence in compliance with state law. The Paid Leave Oregon plan has been described under section 5.4. It is the primary leave program available for paid leave in combination with the PTO or Sick time hours benefits. The Oregon Family Leave Act (OFLA) plan also offers unpaid family and medical leave in Oregon. We encourage employees to find out more information about the plan and talk with the Administrator if they have any questions. It is up to each employee who wishes to make use of OFLA leave to request it. Information notices regarding OFLA are posted on the bulletin board near the timeclock in the office reception area and information regarding OFLA is also available from the state website.
Eligibility for OFLA Leave.
• An employee is eligible for leave to care for newborn, newly adopted or newly placed foster child if the employee has been employed for at least 180 calendar days immediately preceding the date OFLA leave begins.
• For all other purposes, an employee is eligible for leave if the employee has worked an average of at least 25 hours per week during the 180 calendar days immediately preceding the date on which the leave begins.
Types of OFLA Leave Available.
Eligible employees may take OFLA leave for any of the following reasons:
• Serious Health Condition Leave: To care for family member (spouse, parent, grandparent, child (including a biological, adoptive, foster, step-child or the child of a same-sex domestic partner or a child who is or was in a relationship of in loco parentis), grandchild, parent-in-law, same-gender domestic partner, parent, grandparent or child of an employee’s same-sex domestic partner) with a serious health condition.
• Sick Child Leave: To care for a minor child who is suffering from an illness or injury that requires home care but is not a serious health condition and there is no other family member willing and able to care for the child.
• Parental Leave: To care for or be with a child after the birth of a child or placement of a child for adoption or foster care if the child is under age 18 or is older and incapable of self-care because of a physical or mental impairment. This leave is also available for time necessary for the legal process required for adoption or foster care.
• Pregnancy Disability Leave: To recover from or seek treatment for a serious health condition that renders you unable to perform any essential function of your position. This includes any pregnancy-related disability or a period of absence for prenatal care.
Length of OFLA Leave. To determine the amount of available leave, The Village uses a rolling forward one year period tracked from the first day of the employee’s OFLA leave. OFLA leave runs concurrently with other types of leave where permitted by state law.
• An eligible employee may take up to 12 weeks of OFLA leave within a one-year period.
• An eligible female employee may take up to 12 weeks of pregnancy disability leave in addition to 12 weeks of OFLA leave for any leave purpose.
• An eligible employee taking 12 full weeks of parental leave may take an additional 12 weeks of sick child leave within the same leave year. If the employee uses less than 12 weeks of parental leave, no additional sick child leave is available except for the balance of the initial 12 weeks. The employee may also use the balance for another OFLA leave purpose.
What is a “Serious Health Condition?”
A “serious health condition” is an illness, injury, impairment or physical or mental condition of an employee or family member that:
• Requires inpatient care in a medical care facility; or
• The treating health care provider judges to pose an imminent danger of death, or that is terminal in prognosis with a reasonable possibility of death in the near future; or
• Requires constant or continuing care; or
• Involves a period of incapacity of more than three consecutive calendar days and involves:
• Two or more treatments by a health care provider; or
• One treatment plus a regimen of continuing care; or
• A period of incapacity or treatment for chronic serious health condition that requires periodic visits for treatment by a health care provider, continues over an extended period of time, and may cause episodic rather than a continuing period of incapacity; or
• The permanent or long-term incapacity due to a condition for which treatment may not be effective; or
• Involves multiple treatments for restorative surgery or for a condition that if not treated would likely result in incapacity of more than three days; or
• Involves any period of disability due to pregnancy or childbirth or
period of absence for prenatal care.
Is OFLA Leave Paid or Unpaid?
Employees who have accrued PTO must use accrued PTO while on OFLA leave, otherwise the leave is unpaid. If their absence qualifies as Sick-time hours those hours must be used. Remember that PTO, and Sick Time Hours do not accrue during leaves of absence other than when using PTO.
If an employee uses PTO or unpaid leave for a purpose that may qualify for OFLA leave, the employee must notify his or her Supervisor. Failure to notify The Village of reasons for any absence, whether a partial or full day, which might qualify for OFLA leave, may result in the absence being considered an unexcused absence.
Applying for OFLA Leave and Notice Requirements. Employees are responsible for making timely arrangements for OFLA leave (or any allowable extension) and for providing required medical or other documentation. Employees must submit a timely, completed Request for Family Medical Leave form to their Supervisor along with an explanation of the need for the leave, the intended or estimated start and return dates and, for most types of leave, a timely, fully completed medical verification.
• Foreseeable Leave. If the need for the leave is known 30 or more days in advance, the employee must give written notice to his or her Supervisor of the need for the leave including an explanation of the need for the leave before starting OFLA leave. If the employee is unable to give at least 30 days written notice but has some advance notice of the need for leave, the employee must give as much advance notice as is practicable. If an employee requests OFLA leave for any purpose except parental leave, the employee must provide medical verification of the need for the OFLA leave before the leave starts.
• Unforeseeable Leave. In unusual or emergency situations (for example, when an employee is injured in an accident, suddenly becomes ill, gives premature birth, etc.), the employee must give oral or written notice to his or her Supervisor within 24 hours (or as soon thereafter as is practicable) before or after beginning OFLA leave. This notice may be given by another person on behalf of the employee. All oral requests for leave must then be confirmed in writing as soon as is practicable and in no event later than three calendar days after the employee returns to work. The employee then must provide medical verification within 15 days of The Village’s request for the verification.
• Effect of Failure to Give Timely Notice. If an employee fails to give adequate notice of the need for OFLA leave, The Village may reduce the period of unused OFLA leave and may also subject the employee to disciplinary action.
Notice of OFLA Leave Eligibility. When an employee requests OFLA leave, or when The Village learns that an employee’s leave may be for an OFLA qualifying reason, The Village will generally notify the employee within five (5) business days whether the employee is eligible for OFLA leave. If The Village determines that the employee is ineligible because a medical verification is insufficient, the notice will state what additional information is required to make the verification sufficient and the employee will be given a reasonable period of time to correct the deficiency. The employee must follow The Village’s call-in rules until he or she receives notice that the leave qualifies as OFLA leave.
Initial Medical Verification. If an employee requests OFLA leave for a reason other than parental leave, the employee must provide a written medical verification of the need for OFLA leave. If the need for the leave is foreseeable, the employee must provide medical verification before the leave starts. If the need for the leave is not foreseeable, the employee must provide medical verification within 15 days of The Village’s request for verification. An exception to this requirement is the illness of a child requiring home care that does not qualify as a serious health condition, in which case The Village may require medical verification if the employee has taken more than all or any part of three separate days for such leave during any 12-¬month period.
The Village may question any medical verification and require any additional information that it believes is appropriate under the circumstances. In accordance with state law, The Village will pay the cost of the medical verification if it is not covered by insurance or another benefit plan.
Medical Re-Verification. The Village may require an employee to provide a medical re-verification of the need for continuing leave but not more often than every 30 days in connection with an employee’s absence except in the following circumstances:
When the leave is intermittent and is for an extended period of time;
When an extension of a leave is requested;
When circumstances have changed significantly; or
When The Village receives information casting doubt on the validity
of the prior certification.
Effect of Failure to Timely Provide Medical Verification or Re-Verification. If an employee fails to provide a medical verification or re-verification in a timely manner or fails to respond to The Village’s request for medical verification, The Village may deny use of OFLA leave until the medical verification is received and may reduce an employee’s available OFLA leave and/or take disciplinary action.
Medical Review. If an employee requests OFLA leave for any purpose except parental leave, The Village may, at its expense, require the employee to obtain the opinion of a second health care provider chosen by The Village. If the second opinion conflicts with medical verification proved by the employee, The Village may require the two providers to designate a third provider to provide an opinion. The opinion of the third provider shall be binding on the employee and The Village.
Returning to Work. The Village may require an employee who takes OFLA leave (except intermittent leave) because of his or her own serious health condition, to provide medical verification that the employee is able to resume work. If a medical verification is required, an employee will not be permitted to resume work until it is provided.
Scheduling OFLA Leave for Medical Treatment or Intermittent Leave. Employees must consult with their Supervisor and make a reasonable effort to schedule planned medical treatment and intermittent or reduced leave (for example, time off each week to take a family member for dialysis or radiation treatment) so that the least disruptive schedule can be arranged.
Right to Reinstatement. In nearly all circumstances, an employee granted OFLA leave will be reinstated to his or her former position at the end of the leave unless the position has been eliminated, in which case the employee may be entitled to reinstatement to an available, equivalent job. If an employee needs additional leave time after exhausting OFLA leave, reinstatement to the same or available, equivalent position is not guaranteed even if the additional leave is granted by The Village.
6.2 BEREAVEMENT LEAVE
The Village wants to ensure compassionate assistance to all employees who experience the death of an immediate family member by providing time off for the purpose of attending the funeral and/or assisting with arrangements. You may qualify under OFLA leave or you may take a leave of absence through The Village for bereavement leave upon the death of a parent, grandparent, parent-in-law, grandparent-in-law, spouse, domestic partner, sibling, child, stepchild, grandchild or other legal dependent. Eligible employees must use accrued PTO while on bereavement leave. Employees eligible for Sick-time Hours may use Sick-time Hours if they have accrued the hours and if their absence meets the guidelines for using Sick-time Hours. If you need additional leave, please make a request to your Supervisor.
6.3 MILITARY OR RESERVIST LEAVE
An unpaid leave of absence will be granted to employees serving in the armed forces in accordance with the Uniformed Service Employment Right Act of 1994 (USERRA). Prior to beginning military leave, an employee must provide a copy of his or her military orders. Following release from active duty, he or she must return to work in a timely fashion.
If you are currently active in the United States Military Reserve, the National Guard or the United States Public Health Service, you may take a leave of absence for the length of the service and/or the length of the training for temporary military duty. Except as otherwise required by law, all military or reservist leaves are without pay. Eligible employees must use accrued PTO while on military leave of absence. Remember that PTO does not accrue during leaves of absence other than when using PTO. You need to provide your Supervisor with a copy of your military orders as soon as possible so that coverage of your work duties can be arranged.
6.4 MILITARY FAMILY LEAVE / VETERANS DAY LEAVE
During a period of military conflict, an employee who works an average of at least 20 hours per week and is the spouse of a member of the Armed Forces, the National Guard or the military reserve forces of the United States who has been notified of an impending call or order to active duty or has been deployed, is entitled to 14 days of unpaid leave per deployment after the military spouse has been notified of an impending call or order to active duty and before deployment and when the military spouse is on leave from deployment.
An employee who intends to take military family leave must give The Village notice of his or her intention within five business days of receiving official notice of any impending call or order to active duty or of a leave from deployment. An employee who takes military family leave must use accrued PTO during the leave and will be restored to the same or an equivalent position upon return to work, consistent with state law. Remember that PTO does not accrue during leaves of absence other than when using PTO. Military family leave taken will be included in the total amount of leave allowed under the Oregon Family Leave Act.
Employees who served on active duty in the armed forces for at least six months and have received an honorable discharge or are current members of a reserve or National Guard unit and have been deployed or served on active duty for at least six months, may take Veterans Day as an unpaid holiday. Request to take Veterans Day off must be submitted to your Supervisor at least 21 days prior to the holiday. In the event an employee’s absence on Veterans Day would cause significant economic or operational disruption or undue hardship, the Company may deny a request to take Veterans Day off. In that event, the employee will be permitted to take another day off without pay within the 12 months following Veterans Day.
6.5 CRIME VICTIM LEAVE
Unless it would create an undue hardship on The Village, The Village will grant a reasonable and necessary leave from work to an employee to attend criminal proceedings related to a crime when the employee or the employee’s spouse, domestic partner, father, mother, sibling, child, stepchild or grandparent is a victim of a crime. To be eligible for the leave, an employee must have worked an average of 25 or more hours per week for at least 180 days immediately before taking leave. Eligible employees must provide their Supervisor reasonable notice of their intention to take leave and copies of any notices of scheduled criminal proceeding that the employee receives from a law enforcement agency. Eligible employees who take leave to attend a criminal proceeding must use accrued PTO during the leave, or Sick-time Hours if their absence qualifies under Sick-time Hour rules. Otherwise the leave is unpaid. Remember that PTO, and Sick Time Hours do not accrue during leaves of absence other than when using PTO.
6.6 DOMESTIC VIOLENCE LEAVE
Unless it would create an undue hardship on The Village, employees who have worked an average of 25 hours or more per week for at least 180 days immediately prior to taking leave and are the victim of domestic violence, sexual assault or stalking, or if they are the parent or guardian of a minor child or dependent who is a victim of domestic violence, sexual assault or stalking, will be granted a reasonable leave from work to attend to this matter.
Affected employees must give reasonable advance notice of their intent to take leave for a purpose listed above unless it is not feasible to give advance notice. The Village may require certification. All records and information regarding the leave and the fact the employee requested the leave will be kept confidential except to the extent that disclosure is requested or consented to in writing by the employee, unless otherwise required by law.
Employees who take domestic violence leave must use accrued PTO during the leave, or Sick-time Hours if their absence qualifies under Sick-time Hour rules. Otherwise, the leave is unpaid. Remember that PTO, and Sick Time Hours do not accrue during leaves of absence other than when using PTO. This leave does not create a right for employees to take leave that exceeds the leave time allowed under, or in addition to, leave time permitted by other state leave laws.
6.7 JURY DUTY LEAVE
If you are called for jury duty, you must notify your Supervisor immediately and provide a copy of your summons for jury duty so that your schedule can be arranged around your jury duty obligation. We generally encourage you to serve as a juror. However, if your Supervisor feels your absence from work would be extremely detrimental at the time set for jury duty, you may be asked to request a postponement. Your Supervisor will help you initiate a letter to the Court requesting postponement. Jury duty leave and witness duty leave are unpaid leaves of absence. However, PTO eligible employees must use accrued PTO. Sick time eligible employees may use sick time hours if they meet the conditions listed under section 5.2 – Rules #13. Remember that PTO, and Sick Time Hours do not accrue during leaves of absence other than when using PTO. You are expected to report for work on regularly scheduled days when not serving and to provide proof of jury service.
6.8 RULES THAT APPLY TO ALL LEAVES OF ABSENCE
All leaves of absence are subject to the following conditions, except as otherwise provided by law:
• If you apply for or engage in any work for compensation while on a leave of absence, you will be subject to immediate termination unless your Supervisor has agreed to the arrangement in advance and in writing.
• If you apply for unemployment benefits while on a leave of absence, you will be considered to have voluntarily resigned from your position on the date of the application.
• When requesting a leave of absence, you should estimate the amount of time required for the leave. If the reason for the leave ceases to exist prior to the estimated expiration date, you must immediately inform your Supervisor.
• If your doctor places temporary or permanent restrictions on you, The Village will attempt to accommodate you to the extent that positions are available for which you are qualified, or as otherwise required by law. In these instances, your job responsibilities, hours, compensation and benefits may vary.
• If you fail to return to work at the end of your leave of absence, you will be considered to have voluntarily resigned your employment. The effective date of your termination will be the last day worked. Termination will be treated as a voluntary resignation.
7.0 HEALTH, SAFETY AND SECURITY
7.1 HEALTH AND SAFETY OVERVIEW
Here at The Village, we take Health, Safety and Security very seriously. We encourage every staff member to take Safety and Health to the next level by doing all they can to have a healthy lifestyle, both during work and during personal hours. We encourage all aspects of health such as eating naturally and well, eliminating consumption of unhealthy things, avoiding stress and dangerous situations, making sure you get plenty of sleep and exercise, as well as receiving health and dental care.
7.2 SAFETY RULES – ALL EMPLOYEES
The Village endeavors to provide a safe and healthy workplace. We want to keep accident costs, pain and loss of income to an absolute minimum. It is The Village policy to comply with all laws, rules, and regulations concerning safe practices. Sound judgment and safe practices must be exercised by all employees.
All Oregon OSHA rules are to be followed without exception. Trainings and updates are to be done as requested on a regular basis.
Every Employee is to know the locations of, and how to use the following: 1. Safety Data Sheets
2. First Aid Kits including eye wash stations
3. Fire Extinguishers near their work area
If you are not familiar with this information, it is essential that you discuss this with your supervisor.
It is very important that work areas are always kept neat and orderly. Employees must always keep their work areas as safe as possible, not only for their safety, but also for the safety of our residents.
Safety Committee: The Village has an employee safety committee that meets regularly to address employee safety issues. Safety Committee members receive specific training to keep them knowledgeable in their job as committee members. The Safety Committee is a very important part of the Safety Program of The Village
Operating Equipment: Equipment shall be operated only by those employees authorized to do so by their supervisor because of their training, knowledge and experience. Equipment may be defined as anything from a ladder, or a vacuum cleaner to a chainsaw or a vehicle. Before operating equipment for the first time, you must be trained on that equipment and you must have the approval of your Supervisor. If your assignment involves the use of hazardous or toxic materials, you must know and comply with all laws, rules, and regulations concerning their safe handling and disposal.
If your job involves using any power equipment in any way, you need to be trained on that piece of equipment before you use it. You need to understand what Personal Protective Equipment (PPE) needs to be used when using the power equipment, and make sure you do not use the equipment without the proper PPE. It is essential that you understand ladder safety if you climb a ladder and that you follow all safety procedures. Make sure that the ladder is in good condition and properly rated for you and the job you are doing. We do not work on roofs. Do not climb onto a roof unless you have been specifically instructed to and trained how to do it safely. Most of our work is done without getting on our roofs. All fall protection guidelines and requirements must be followed.
Materials and Chemicals: You are responsible for safe handling and disposal procedures of any chemical that you use. You must look at the Safety Data Sheets (SDS) for any chemical before using it. Chemicals should stay in their original container with the original labeling. If a chemical must be transferred to a different container, you must have approval from your supervisor and it must have a copy of the complete label on it. If you find a container that is not properly labeled, DO NOT USE IT! Report it to your supervisor immediately!
You must make sure you know how to use and dispose of all materials, especially hazardous and toxic materials. Safety Data Sheets are kept at your work areas for all hazardous chemicals that might be used. You must take the time to be informed about any chemicals you will be using.
OSHA Regulations: All OSHA rules and requirements must be followed. If you are unfamiliar with the safety requirements for an assigned task, you are required to contact your Supervisor for directions. First aid kits are located in the Residents’ Service Area, the kitchen, the shop and in other work locations.
Here at The Village, we do not handle any body fluids or clean up from bodily fluids unless you have been specifically trained and authorized to do so. Do not touch any sharps or needles of any kind. If you find any sharps or needles, please report them to your supervisor.
Safety Guidelines and Rules: Your job may have additional safety guidelines that are established for your protection and the protection of others. If so, you will be required to know and follow them carefully. All work-related injuries and illnesses (regardless of their extent or nature), unsafe working conditions, and the need for maintenance or repair of vehicles or equipment must be immediately reported to your Supervisor.
Remember that any safety concerns may be brought to your supervisor or to Village administration or to the Safety Committee.
A good safety record results from safe working conditions, alertness and common-sense safety practices. If you don’t understand what is expected of you, we encourage you to ask questions. Your health and welfare are our primary concern. We ask you to join us in this mutual safety commitment. The following rules are designed to help us all attain our goal. They are not the only rules that may apply but represent some of the most common ones:
1. Lift every load carefully: When lifting from floor level, keep your arms and back as straight as possible. Bend your knees, get a good grip and lift with your leg muscles. When stacking or removing objects from shelves, use leg power to push or pull the object to or from the front of the shelf. Know your limits. Do not lift anything that may be too heavy or bulky. Do not lift something beyond your safe capacity. Take the time to get help in lifting if there is any chance that it will put you in an unsafe situation.
2. Always use a proper step stool or ladder when placing or removing items on or from high shelves.
3. Shoes should be selected with safety in mind. Your Supervisor may require you to wear a specific style.
4. Do not engage in horseplay or practical jokes that could be harmful to someone. Chasing or scuffling can lead to injury.
5. All chemicals and solvents must be stored in properly labeled containers. If you find that any such materials are improperly stored, please promptly report this to your Supervisor. Only trained employees may use chemicals and solvents. Check with your Supervisor for proper protective equipment.
6. Be familiar with emergency procedures, know how to call for fire, medical or police aid, and know the location of all fire extinguishers in the areas that you work in.
7. All injuries must be reported to your Supervisor immediately. Report all walking surface hazards to your Supervisor. Clean up spills or wet surfaces immediately.
8. If you are sick, do not come to work, but contact your supervisor as soon as possible. If you are around sick individuals whether at work or on your own time, protect yourself so you do not become sick or carry germs to others.
9. Hold wastebaskets by the sides and empty over and into refuse containers. Never plunge or put your hands into the basket or plastic bag.
10. Tools and equipment that are not working properly should be reported to your Supervisor. Do not use faulty equipment.
11. Do not place broken glass in your open hand. Use protective gloves, a rag, a small dustpan or a broom to pick up the glass.
12. Do not pile items in tall stacks that may be upset easily or stack piles of items unevenly.
13. Do not leave chairs or other objects in aisles, doorways or areas used to exit in case of emergency.
14. Keep worksites clean and neat, not only when a task is completed, but also while it is in progress.
15. Inspect equipment for conditions relating to security, safety and sanitation and report any concerns directly to your Supervisor.
7.3 SAFETY TRAINING
You are required to attend Safety Training sessions both on the computer and in person. OSHA procedures must always be followed. Training must be completed as a part of your orientation and also updated as often as necessary. New trainings are often required as regulations are expanded. When training is required, you are required to attend and to sign or initial your participation.
7.4 PERSONAL TOOL POLICY
It is the policy of The Village to provide the tools necessary for you to complete your job. If you need a specific tool that is not at The Village, please talk with your supervisor.
We prefer that you do not have your personal tools at The Village. We will not maintain or be responsible for any personal tools you have on the campus in any way. If they are damaged, lost or stolen or if anything happens to them, we will not be responsible.
If, in the rare instance that The Village makes arrangements with you to borrow a specific tool for a specific job, it should be at The Village only for that specific task and taken back home with you right away.
We may require that any personal tool or item be removed from Village property at any time. This may be for any reason The Village feels this is necessary.
7.5 VEHICLE SAFETY
If you drive a vehicle during your work hours (either a Village vehicle or a personal vehicle) you are required to follow the following safety precautions:
1. Before driving a vehicle during work you must be an authorized driver.
The Village may require a report of your Motor Vehicle records at any
time during your employment. The Village must authorize you to drive
when employed. Some of the criteria are as follows:
a. Drivers must have a good driving record with no more than three moving violations or accidents within the last five years
b. Drivers must have no violations of driving under the influence of any substance within the last five years. Drivers must report any receipt of a moving violation within five days of receipt of the notice of violation.
c. Drivers must have at least five years of driving experience.
2. You will be expected to complete a road test before receiving
authorization to drive. New drivers may be asked to complete a
defensive driver training course.
3. Seat belts must be worn and fastened at all times when driving or riding
in vehicles.
4. When residents are riding in the vehicle, it is required that they buckle
their seat belts. It is the responsibility of the driver to make sure all
residents are fastened in their seat belts. If the resident has difficulty
fastening their seat belt, the driver should fasten it for them. 5. Texting while driving or talking on the phone without a handsfree
device is not allowed in any Village vehicle or in personal vehicle while
working. Phone calls even with a hands-free device should not be
used unless it is an emergency.
6. Distracted driving is not permitted. Drivers should be focusing their full
attention on driving and should not be eating or using other devices or
anything that would distract them from driving.
7. Remember that no level of impairment is allowable for drivers driving
Village vehicles or working while impaired.
8. All applicable vehicle and driving laws must be followed.
9. All drivers should practice defensive driving and also be aware of their
physical condition and limitations. Making sure they have adequate
rest, are physically well and not over tired.
10. Driving records may be obtained at any time for any employee that is
authorized to drive.
Any vehicle accident should be reported to your supervisor immediately. Pictures should be taken on the scene, if possible. Information must be obtained from the other driver(s), and witnesses if available. If a police report is done at the scene the number should be recorded. The accident should not be discussed with the other party. Accident reports should be filed with the state as soon as possible.
7.6 ON-THE-JOB INJURIES AND ACCIDENT REPORTS
If you are injured or suspect that you were injured while on the job, you are required to notify your Supervisor immediately regardless of the seriousness of your injury. If your Supervisor is not available, you are required to go to the Administration Office to report the injury and arrange for treatment.
You must complete an accident report and give it to your Supervisor within 24 hours of the time the injury occurred unless it is impossible for you to do so. You can obtain an accident report form from your Supervisor, your Department Head or from Administration.
If you witness or are involved in any unusual incident or accident, you are required to report it to your Supervisor immediately. With your cooperation, The Village can be a safe place for you to work and for our residents to live.
The Village provides Workers’ Compensation Insurance for all employees through an insurance carrier that arranges for payment of medical expenses for work-related injuries and illnesses. If you are injured on the job and are unable to work, you may qualify for workers’ compensation leave.
Workers’ Compensation Insurance provides the following benefits:
• Medical care for treatment for job-related injuries with no deductible.
• Payments to replace lost wages up to a maximum figure set by the state legislature.
• In some cases, rehabilitation services are necessary to get the employee back to work.
Returning injured employees to work is a top priority. Any modified or restricted work authorized by a doctor should be clearly documented and include effective dates. Whenever an employee has temporary work restrictions, The Village will seek to identify suitable transitional work compatible with the doctor’s recommendations in accordance with its Return-to-Work Policy. Employees are expected to accept these positions when made available. When an employee returns to work with work restrictions, the employee must work within those restrictions. An employee who intentionally violates his or her work restrictions will be subject to disciplinary action.
Employees with work restrictions are required to keep their medical notices up to date. The Village must receive a written notice from the employee’s doctor releasing the employee to return to work before the employee will be returned to regular duty. An employee must promptly notify his or her Supervisor when the employee receives either a partial or full release to return to work from the attending doctor. An employee who fails to promptly notify his or her Supervisor of a partial or full release may lose all reinstatement rights.
7.7 RETURN TO WORK POLICY
Note: This policy is not designed as a substitute for reasonable accommodation under any applicable federal or state laws, such as Americans with Disabilities Act, The Rehabilitation Act of 1973 or other applicable laws.
To preserve the ability to meet The Village’s needs under changing conditions, we reserve the right to revoke, change or supplement guidelines at any time with written notice. The policies and procedures in this return-to-work program/policy are not intended to be contractual commitments and they shall not be construed as such by our employees. This policy is not intended as a guarantee of continuity of benefits or rights. No permanent employment for any term is intended or can be implied by this policy.
Objectives: The Village has developed a return-to-work policy. Its purpose is to return employees to employment at the earliest date following any injury or illness. We desire to speed recovery from injury or illness and reduce insurance costs. This policy applies to all employees and will be followed whenever appropriate.
The Village defines “transitional” work as temporary modified work assignments within the employee’s physical abilities, knowledge and skills. Where feasible, transitional positions will be made available to injured employees in order to minimize or eliminate time loss.
For any business reason, at any time, we may elect to change the working shift of any employee based on the business needs of The Village.
Transitional/temporary positions are developed with consideration of the employee’s physical abilities, the business needs of The Village and the availability of transitional work. The physical requirements of transitional/temporary work or transitional/temporary job descriptions may be provided to the attending physician if needed.
Transitional temporary work assignment: The Village will determine appropriate work hours, shifts, duration and locations of all work assignments. The Village reserves the right to determine the availability, appropriateness and continuation of all transitional assignments and job offers.
Communication: It is the responsibility of the employee and/or Supervisor to immediately notify The Village of any changes concerning a transitional/temporary work assignment. The Village Administration will then communicate with the insurance carrier and attending physician as applicable.
7.8 VISITORS AT THE WORKPLACE – SECURITY
You should make every effort to be aware of strangers on The Village premises for your security, the security of our residents and the security of The Village property. If you notice an unfamiliar or unauthorized person on The Village premises, you should ask that person if you can help him or her. If you feel uncomfortable approaching that person or if there are further problems, you should immediately contact your Supervisor or Administration. If the situation appears serious, call 911 for help.
We recognize that family and other individuals may visit employees at the workplace from time to time for brief periods. If you have visitors during working hours, arrangements should be made with your Supervisor. Visits are allowed provided they do not impact productivity or safety. Visitors must be accompanied by the employee, follow all safety regulations, may not enter restricted areas or use equipment, and may not loiter on The Village premises.
7.9 CAMPUS SECURITY
Please be aware of any unusual situations. If someone is on campus that does not look like they have a reason to be here do not hesitate to ask them if you can help them. If they are abusive or rude simply leave and report it to your supervisor or call 911. It is often good to take pictures of any situation that seems suspect and give those to your supervisor or the police if requested. Be aware of situations where unfamiliar people are going into a resident’s apartment. We want to protect our residents from scams and fraud while at the same time respecting their privacy and independence. If you see our gates not being closed when they are supposed to, be sure to report it to the person on duty. Be aware of your surroundings and always keep safety and security a priority.
7.10 SELLING, SOLICITATION AND DISTRIBUTION POLICY
The purpose of this policy is to maintain an orderly workplace, to avoid intrusion upon employees at their work, and to help preserve a secure environment for our employees and residents. All employees are required to observe the following rules and to report violations to their Supervisor. The following rules apply during work hours and on The Village property.
• Without prior authorization from The Village Administration, no one may at any time solicit, survey, petition, or distribute literature on The Village premises. This policy includes former employees, charity solicitors, salespersons, questionnaire surveyors, insurance agents, investment advisors and all other types of solicitors or distributors.
• Employees may not distribute literature on The Village premises or solicit for any purpose during work time or in work areas. Work time includes that time for which the employee is paid and expected to be performing services.
• Employees may not solicit, survey, petition, or distribute literature to residents of The Village at any time.
7.11 POLICY AGAINST WORKPLACE VIOLENCE
The Village is committed to preventing workplace violence and has a zero-tolerance policy for violence and threats of violence. This policy applies to all employees while at work, while on The Village premises or while attending The Village-sponsored functions away from The Village premises. Failure to comply with this policy will result in disciplinary action including termination.
All acts and threats of violence are unacceptable and will not be tolerated in the workplace. Examples of such unacceptable behaviors include but are not limited to:
• Any direct or indirect verbal or physical threat of harm to another person or destruction of property;
• Conduct that has the potential for violence such as pushing, grabbing, shoving, shaking, throwing objects, damaging property and other intimidating behavior;
• Verbal abuse directed at another person such as cursing, shouting, intimidating or threatening language of any type;
• Any physical assault; and
• Transmitting electronic data (e.g., email, voicemail, text messages) that is intimidating or threatens harm to another person.
If you believe that you or anyone else in the workplace is being subjected to violence or the threat of violence, you are required to immediately report it to your Supervisor. If a problem arises after hours or if you believe an immediate threat to your safety or the safety of others exists, call the police or 911 first and then report the problem to your Supervisor as soon as possible.
7.12 DOMESTIC VIOLENCE/RESTRAINING ORDER POLICY
If an employee has been identified as the possible target of domestic violence or is currently seeking or has obtained a court’s protective or restraining order, the employee must promptly inform his or her Supervisor. If a court issues an order, the employee must provide a written copy of the order to his or her Supervisor as soon as possible, especially if the order includes The Village’s premises as one of the restricted locations. Additionally, the employee must fully cooperate with The Village to ensure his or her safety, as well as that of his or her coworkers and residents. Failure to either inform or cooperate with The Village may result in discipline including termination.
7.13 POLICY AGAINST WEAPONS
The Village prohibits employees from bringing weapons onto The Village premises (including its roads and parking lots), and from carrying, possessing or using weapons of any kind while at work, while on The Village premises, while in The Village vehicles or while attending The Village-sponsored functions away from the premises. Failure to comply with this policy will result in disciplinary action including termination.
For the purposes of this policy, “weapon” is defined as any object, instrument or chemical which is designed to inflict harm or injury to another person or which is used or may be used in a manner threatening harm or injury to another person. This includes, but is not limited to, the following examples: guns, switchblades, other types of threatening knives, any kind of projectile throwing device, explosive devices, brass or metal knuckles, and bows and arrows. Any object which fits this definition shall be considered a weapon regardless of whether it is licensed or unlicensed, concealed or unconcealed, or operational or non-operational.
7.14 RIGHT TO CONDUCT SEARCHES
Limitations on Workplace Privacy. The Village is aware that employees expect a certain amount of privacy in their working environment. However, employees’ expectations and The Village’s expectations of what should be kept private may not be the same. Anything that you want or need to keep private should not be brought onto The Village premises.
Right to Search. The Village reserves the right to conduct reasonable searches of any items in which The Village property, weapons, drugs, or alcohol could be concealed, where there is a reasonable suspicion of theft of The Village property, or for any other reasonable business purpose or suspected policy violation. This includes employee vehicles, parcels, purses, briefcases, bags and similar items brought onto The Village property or put in The Village vehicles. If a search entails an area that is secured by a lock owned by the employee, the employee will be asked to remove the lock. If the employee refuses or is not available, The Village may use any means available to remove the lock. The Village reserves the right to search or inspect such items and locations at any time without notice. Searches can be conducted by management or law enforcement authorities, with the understanding that refusal to cooperate with a legitimate management request will result in discipline, up to and including termination of employment.
7.15 THE VILLAGE PROPERTY
Employees are not permitted to remove any of The Village property from the premises without advance permission from their Supervisor. If there is a reasonable suspicion of theft of The Village property, we reserve the right to inspect employees’ vehicles, parcels, boxes, purses, coats, jackets, briefcases, knapsacks, and similar types of places where stolen items may be hidden.
You must report all damage to The Village property to your Supervisor. You should routinely inspect The Village vehicles and equipment for conditions relating to security, safety and sanitation and report any concerns directly to your Supervisor.
7.16 PERSONAL PROPERTY
The Village does not assume responsibility for loss or destruction of personal property or money brought to the worksite. You are responsible for your own possessions. This includes tools that you might bring on the premises. Any tools needed for your job will be provided by The Village.
7.17 LOST AND FOUND
Any items found on The Village premises should be promptly turned in to your Supervisor, who will then deliver the items to the Administration Office. Please attach a note to the items providing the date the items were found, the location where they were found and your name. Anyone looking for lost items should be directed to the Administration Office.
It is our goal for The Village to be a workplace where everyone will feel valued and fulfilled. By serving our elders and respecting each other we can help to make our world a better place.
We hope you will enjoy your time working here at The Village Retirement Center as we serve our residents with dignity and professionalism.
EMPLOYEE CERTIFICATION
I acknowledge that I have received a copy of The Village Retirement Center Employee Handbook (“Handbook”). I understand this Handbook contains important information about The Village’s policies, procedures and benefits and my rights and responsibilities as an employee. I understand this Handbook refers to current benefit plans maintained by The Village and that I must refer to the actual plan documents and summary plan descriptions as these documents are controlling.
I understand that this Handbook supersedes all prior handbooks, policies, summaries and understanding on the subjects covered in this Handbook and that it is not intended as a complete statement of my rights or responsibilities. I understand that my employment is “at-will” and that either I or The Village may terminate my employment at any time, with or without notice, with or without cause, and with or without prior warning or counseling. This at-will aspect of my employment includes The Village’s right to demote or transfer me with or without notice, with or without cause, and with or without prior warning or counseling. I also understand that The Village, in its sole judgment, reserves the right to revise, delete, add, interpret and apply the policies, procedures and benefits discussed in this Handbook.
I understand that it is my responsibility to be familiar with the contents of this Handbook and to follow all of the policies in this Handbook. I state that I have carefully read this Handbook. I also promise to talk to my Supervisor or to the Administrator if I have any questions regarding the contents or interpretation of this Handbook.
My signature below certifies that I have read, understand and agree with this Employee Certification.
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Employee Signature Print Name
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Date Signed