Personnel Policy of KCADP 9/10/2008
«smonon Diigo
The name of the employer is Kentucky Coalition to Abolish the Death Penalty, also known as
KCADP.
1.1 Statement of Personnel Philosophy
First and foremost, KCADP's policies are guided by the principle that our society should not be
executing people. It is the policy of KCADP to hire, train, and retain outstanding employees fully
capable of assisting in carrying out KCADP's goals in working to abolish the death penalty in the
state of Kentucky. To effect this policy, a continuous effort will be made to develop, implement,
and interpret sound personnel practices. KCADP will meet those State and Federal laws
applicable to its employees and will provide working conditions, salaries, and other benefits
which facilitate the achievement of shared goals. Therefore, KCADP will strive to provide a
work climate through its policies which will assure commensurate rewards for all KCADP
employees.
1.2 Purpose of Manual
The purpose of this manual is to provide a concise reference to the administrative policies and
organizational functioning of KCADP. This manual applies to employees who have a long term
relationship with KCADP. It describes the responsibilities of both KCADP and the employee in
this relationship. This manual is not intended or considered to be a contract. Employment with
KCADP is considered an Employment at Will relationship.
1.3 Development of Policy
KCADP reserves the right to develop, modify, amend, or delete its policies, benefits, or to add
additional approved policies or procedures, as it deems appropriate. Changes to this policy can
be recommended by the Personnel Committee, but are subject to the approval of the KCADP
Board of Directors. All changes to this document will be distributed to all KCADP employees.
1.4 Implementation of Policy
Personnel policies and procedures are administered by a Personnel Committee named by and
accountable to KCADP's Board of Directors. This committee interprets the policy, ensures that
it is understood, and verifies that it is being followed.
2. EMPLOYMENT PRACTICES & CONDITIONS
2.1 Prohibition Against Discrimination
KCADP is an equal opportunity employer. KCADP provides for equal opportunity without regard to race,
color, sex, sexual orientation, national origin, age, marital status, handicap or disability in any of the terms
and conditions of employment which include recruitment, selection, classification, training, compensation,
promotion, termination, lay-offs, privileges, and other related benefits. KCADP intends that its employees
are members of the Kentucky Coalition to Abolish the Death Penalty.
2.2 Supervision of Employees
For all paid positions, the KCADP personnel committee will supervise that employee. This committee is the
primary representative for KCADP in the employment relationship.
Furthermore, the personnel committee will appoint one of its members to be its liaison with the
employee. This is the person to whom the employee reports and turns in a record of hours worked.
2.3 Employment of Personnel
Once a position is approved by the KCADP Board of Directors, the Executive Committee becomes the
search committee to fill the position. After it conducts a search, it recommends to the KCADP Board a
person to fill that position in email or paper written document. The KCADP Board approves hiring that
individual by either holding a board meeting or by email proxy. The Executive Committee sends an offer
letter to the new hiree.
2.4 Classification of Employees
2.4.1 Time Worked
Full-time - Those employees who work an average of 40 hours a week for 48 weeks during a year.
Part-time - Employees who work less than 40 hours per week for 48 weeks a year, as defined in
the description of the position.
2.4.2 Treatment of Overtime
Exempt - Those employees paid on a salaried basis, who do not receive overtime pay for work
performed beyond 40 hours per week. The duties of such employees are executive, administrative, or
professional.
Non-exempt - Those employees paid on an hourly basis, who receive overtime pay at one and
one-half time their regular hourly rate for those hours worked that exceed 40 hours per work
week. Duties are other than executive, administrative, or professional.
2.5. Terminating the Employment Relationship
2.5.1 Termination by KCADP
In accordance with the at will employment relationship, termination is at the discretion of KCADP. Although
it is not required, KCADP will attempt to give at least 30 days notice to the employee of termination.
The KCADP Board can decide to discontinue the position at any time it meets as a Board. In this case, the
Board decides when the position is terminated, and what severance pay, if any, is offered to the employee.
The personnel committee can also recommend that an employee be dismissed. Such a dismissal requires
approval of the KCADP Board of Directors. Once approved, dismissal can be immediate. In this case,
severance pay, if any, is also offered at the discretion of the KCADP Board.
2.5.2 Resignation
Although it is not required, KCADP asks that the employee give at least 30 days notice of intent to resign.
2.6 Grievance Procedure
All employee grievances must be relayed to the Personnel Committee in writing, within 14 calendar days of
the occurrence. The Personnel Committee must respond to the grievance in writing, within 30 calendar days
of receiving the written grievance. If the grievance is not resolved to the satisfaction of the aggrieved
employee in the above procedures, a written appeal must be submitted to the Board of Directors of KCADP,
by the aggrieved employee, signed dated and submitted within 10 calendar days of the Personnel
Committee's response. The KCADP Board shall send a written decision to the Personnel Committee and
the employee within 30 calendar days of the next regularly scheduled meeting of the KCADP Board
following the submission of the grievance
2.7 Personnel Records
Personnel records are maintained by the President of the Board, with a copy maintained by the personnel
committee. The personnel record of each employee shall contain the employee's application/resume,
references, letter of employment evaluations, salary ratings, promotions, dismissals, resignations, and any
other correspondence. Employees may, upon request, access their personnel file. All employee records
shall otherwise be kept confidential.
2.8 Exceptions to the Policies
The KCADP Board may approve temporary exceptions to any policy.
3. COMPENSATION
3.1 Salary Schedule
Employees are paid by the Treasurer on a regular basis as determined by the KCADP Board. The
Personnel Committee will establish an entry pay rate plus two additional salary steps, to provide increased
compensation for employees who provide service longer than one year. The entry level pay rate, as well as
the two salary steps, will be increased annually by an estimate of the cost of living. After one year of
service, employees will receive a step increase plus a cost of living increase. After the second year of
service, employees will receive an additional step increase plus a cost of living increase. In succeeding
years, employees will only receive the cost of living increase. These pay increases are given to all
employees, contingent only upon completion of the annual employee evaluation process.
3.2 Interim Salary Adjustment
If the personnel committee deems that some interim adjustment in compensation is warranted
for a salaried employee based on the actual hours worked, then they can submit a recommendation to that
effect to the KCADP Board.
3.3 Reporting of Hours Worked
Whether hourly or salaried, the employee will report the time spent working to the employee liaison of the
Personnel Committee by the 10" of each month. The purpose of reporting hours for a salaried employee is
to provide accountability to the personnel committee and to permit an evaluation of the fairness of the
compensation.
3.4 Definition of Hours
Reported time includes preparation time, clerical work, travel on behalf of KCADP, and time “on duty" at
KCADP events. It does not include time sleeping and time “off duty" at KCADP events. Questions
concerning “on duty” should be resolved with the personnel committee.
3.5 Overtime
Over-time must be approved in advance by the Personnel Committee.
4. PERFORMANCE EVALUATION
4.1 Performance Evaluation
The Personnel Committee will evaluate in writing the performance of the employee after the first 90 days
and annually on the anniversary of the employee's date of hire. The written review will be signed by the
employee who may append to it any comment.
4.2 Employee Statement of Evaluation
The employee will be asked to make a written self-evaluation before the annual evaluation with the
Personnel Committee. This becomes part of the employee's permanent record.
5. FRINGE BENEFITS
5.1 Health Insurance
KCADP shall offer financial assistance toward Major Medical and Health Coverage to all full and part-time
employees and their dependents. KCADP will contribute to each employee a monthly amount toward the
total cost of his/her medical insurance premium. If an employee declines health insurance, he/she can not
receive the premium amount as a form of compensation.
5.2 Leave
Employees have a large degree of control over when they work. They make take days away from
their work at their discretion. Such time off is not included in the hours reported for compensation. The
employee is expected to inform the Personnel committee in advance of any plans for extended time away
from work. For hourly workers, the rate of compensation reflects the fact that there is no paid leave time. In
unusual circumstances such as extended illness, the Personnel Committee may make exception to this
policy and provide some compensation to the employee.
5.3 Professional Development
KCADP recognizes the importance of continued education for its paid staff. To the extent that the
budget allows, KCADP will pay the expenses of the employee's professional development. Such expenses
must be approved in advance by the KCADP Board.
6. STANDARDS OF CONDUCT
6.1 Security of Information
Employees must use discretion and tact when representing or discussing KCADP. Employees cannot
communicate, outside of appropriate KCADP committees and other staff, information which has not been
made public. No staff can use any information gained during the course of his/her duties for private
advantage.
6.2 Outside Employment
Outside employment is any paid activity in addition to a paid job with KCADP. The outside employment:
A. Can not interfere with job performance;
B. Can not involve conflict of interest;
C. Can not involve duties which the employee should perform as part of employment
with KCADP; and
D. The Personnel Committee must be informed.
6.3 Political Activity
Political activity on the part of employees on behalf of KCADP is governed by the KCADP Board of
Directors.
7. REIMBURSEMENT FOR EXPENSES
7.1 Travel
When on official business, employees will be reimbursed for reasonable expenses, including meals,
lodging, transportation, and parking. Mileage by private car is reimbursed at the federal IRS rate.
7.2 Office
Employees will be reimbursed for all duplicating, postage, telephone, and stationary expenses incurred
performing KCADP duties.
7.3 Procedures for Reimbursement.
The employee will submit expenses to the Treasurer and to the Liaison of the Personnel Committee. It is
the responsibility of the Personnel Committee to make sure that these expenses are consistent with the
KCADP Budget.
7.4 Advances
In the anticipation of major expenses, the employee may request an advance. Such a request should be
submitted through the Personnel Committee. The committee can authorize the treasurer to pay the
advance if approved.
8. SUMMARY OF RESPONSIBILITIES
8.1 KCADP Board of Directors
Approves any changes to the Personnel Policy [1.3] and [2.8]
Supervises the Personnel Committee [1.4]
Approves the existence of the position and the hire of the person to fill position [2.3]
Approves any employee dismissal and severance pay [2.5] and [2.51]
Final Arbiter in any employee grievance [2.6]
Approves funding for the position, including salary. [3.1]
Approves professional development expenses of employees [5.3]
Governs political activity on behalf of KCADP by employees [6.3]
8.1.1 Executive Committee
Recommends the individual to be hired to KCADP Board. Writes the offer letter of hire.[2.2]
Approves temporary exceptions to any policy. [2.8]
Recommends severance pay in the case of dismissal of the employee (not the position). [2.5.1].
8.1.2 President of Board/Executive Committee
Maintains a copy of the Personnel Records [2.7]
Acts as head officer of Executive Committee [by-laws]
8.2 Personnel Committee
Recommends any changes to Personnel Policy [1.3]
Administers the Personnel Policy [1.4]
Supervises all KCADP employees [2.2]
Appoints one member of Personnel Committee to act as liaison to employees [2.2]
Recommends dismissal of the employee [2.5.1]
Handles Grievances [2.6]
Determines schedule of pay and interim salary adjustments [3.1] and [3.2]
Resolves questions of “on duty” at KCADP events and approves over-time in advance [3.5] and [3.6]
Conduct 90 day evaluation of new employee and annual evaluation thereafter. [4.1]
Grants sick pay and leave. [5.2].
Receives notification of other outside employment. [6.2]
Oversees employee reimbursement for expenses to make sure these are consistent with budget [7.3]
Authorizes advance of salary [7.4]
8.2.1 Liaison of Personnel Committee
Maintains Employee reports and reported record of hours worked. [2.2]
8.4 Treasurer
Pays employees on regular schedule and at pay rate approved by KCADP Board.[3.1]
8.5 Employees of KCADP
Accepts employment offer
Notifies KCADP of intent to terminate the relationship [2.5.2]
Reports hours worked to the Treasurer and Supervisor [3.3]
Signs (acknowledges having read) and comments on Performance Evaluation [4.1]
Writes Self Evaluation. Submits it to Treasurer and Supervisory Committee. [4.2]
Chooses Health Insurance [5.1].
Notifies Supervisory Committee of planned extended absences.[5.2]
Keeps private information confidential [6.1]
Notifies Personnel Committee of other employment [6.2]
Submits expenses to the Treasurer and the Supervisory Committee [7.3]
Requests Advances from Supervisory Committee [7.4]
