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EMPLOYEEHANDBOOKAugust 2022
TABLE OF CONTENTSWELCOME . 5INTRODUCTION . 7EMPLOYMENT AT WILL . 7NON-DISCRIMINATION STATEMENT. 7CLIENT RELATIONS . 7CONFIDENTIALITY. 8CIVILITY IN THE WORKPLACE . 8EMPLOYMENT. 9EMPLOYEE CLASSIFICATIONS . 9RECRUITMENT/TRANSFERS . 9EMPLOYMENT PROCESS . 10EMPLOYMENT REFERENCES . 10HEALTH ASSESSMENTS . 10VACCINATION REQUIREMENT . 11CLEARANCES . 11ASSIGNMENT . 12OUTSIDE EMPLOYMENT POLICY . 12NEW EMPLOYEE ONBOARDING . 12PROVISIONAL PERIOD . 12IDENTIFICATION BADGES. 13PERSONAL INFORMATION . 13NON-FRATERNIZATION POLICY . 13NEPOTISM . 14FORMER EMPLOYEES . 14PERFORMANCE EVALUATION . 15EMPLOYEE RECOGNITION . 15CONFLICT RESOLUTION/PROBLEM SOLVING PROCEDURES . 16ACCEPTANCE OF GIFTS & GRATUITIES. 16DISCIPLINARY ACTIONS . 16ABUSE CHARGES AGAINST STAFF . 16THEFT POLICY . 17WHISTLEBLOWER POLICY . 17TERMINATION . 17Employee Handbook 2022Page 1
SLEEPING ON DUTY . 18RESIGNATIONS . 18PAY PRACTICES .21EXEMPT AND NONEXEMPT EMPLOYEES . 21PAYDAY AND WAGES . .21PAYCHECK DEDUCTIONS . 21HOURS OF ATTENDANCE/WORK SCHEDULES/CALENDARS . 21WORK BREAKS . 22HOLIDAYS . 23FLEX TIME . 23REMOTE WORK/WORK FROM HOME POLICY . 23OVERTIME . 24WORK-RELATED EXPENSE REIMBURSEMENT . 25DIRECT DEPOSIT . 26VACATION/HOLIDAY CLUB . 26BENEFITS . 27HEALTH, DENTAL, VISION INSURANCE . 27COBRA . 27DISCOUNTED TUITION FOR EMPLOYEES’ CHILDREN . 28RETIREMENT PLAN . 29CONTINUING EDUCATION ASSISTANCE . 29ACCIDENTS/WORKERS’ COMPENSATION . 30PTO (PAID TIME OFF) . 31UNUSED PTO UPON EMPLOYMENT SEPARATION . 32SICK LEAVE . 33SICK DAY TRANSFER PROGRAM . 33UNPAID TIME OFF . 34LEAVES OF ABSENCE . 35FAMILY AND MEDICAL LEAVE . 35BEREAVEMENT LEAVE . 36JURY DUTY . 36MILITARY SERVICE LEAVE . 37CHILDREARING LEAVE . 37LEAVE OF ABSENCE WITHOUT PAY. 37ADDITIONAL INFORMATION . 39CONFLICT OF INTEREST . 39EMPLOYEE STANDARDS OF CONDUCT . 39CONTROL OF BLOODBORNE PATHOGENS IN WORK ENVIRONMENT . 42PUBLIC HEALTH EMERGENCIES . 42E-MAIL AND INTERNET USAGE . 42Employee Handbook 2022Page 2
CELL PHONE/PERSONAL PHONE CALL POLICY . 43CYBERSPACE IDENTITIES . 43AGENCY EQUIPMENT . 43EMERGENCY/INCLEMENT WEATHER DAYS . 44BULLYING . 44WORKPLACE SAFETY/VIOLENCE IN THE WORKPLACE . 45WORKPLACE HARASSMENT. 46RETALIATION . 47MENTAL HEALTH SERVICES . 47NON-SOLICITATION . 47PERSONAL APPEARANCE . 47POLITICAL ACTIVITIES . 48SMOKE FREE WORKPLACE . 48SUBSTANCE ABUSE CONTROL/DRUG TESTING . 49EMPLOYEE’S PERSONAL REPRESENTATIVE . 50REDUCTION IN FORCE . 50CHILDREN IN THE WORKPLACE . 50BREASTFEEDING AT WORK . 51PERSONAL VEHICLE USAGE & MILEAGE REIMBURSEMENT . 51AGENCY VEHICLE USE . 51Employee Handbook 2022Page 3
Employee Handbook 2022Page 4
WELCOMESUMMIT Early Learning, Inc. is committed to providing high-quality early care andeducation services to children and their families. As part of the SUMMIT Early Learningteam, each staff member plays an integral role in creating and sustaining services that arewelcoming of all children and families, consistent with research-based practices, andcompliant with applicable laws, regulations, and requirements.As an employer, SUMMIT Early Learning values the contributions of each and everyemployee. The Board of Directors and SUMMIT Early Learning Management Team arecommitted to treating staff with respect, fairness, and consistency. We encourage staff toengage in innovative thinking, open communication, and strong teamwork.Your employment is regulated by the SUMMIT Early Learning policies and procedures;local, state, and federal laws and regulations; and other requirements set forth by our fundingsources.The General Terms and Conditions of your employment are as follows:1. Employee is expected to devote his/her services, skills, and abilities to his/heremployment under the terms and conditions, regulations, policies, and procedures ofthe agency.2. Employee is expected to promptly and faithfully perform all services pertaining toemployment as assigned by the agency.3. Employee is expected to follow the SUMMIT Early Learning Policies and ProceduresManual and its amendments and other organizational operating policies, guidelines,and regulations as set forth by the Board of Directors, the Head Start/Early Head StartPolicy Council, the Executive Director, and federal, state, and local laws, statutes,ordinances, and funding sources.4. Subject to the above, Employer agrees to pay Employee, as stated in the Letter ofEmployment wages and salaries based on the current established salary and wagescales.5. Employer agrees to provide Employee with benefits over the months of employmentperiod according to policies stated in the SUMMIT Early Learning Policies andProcedures Manual.To attain and sustain the above goals and practices, SUMMIT Early Learning has developedmanuals to ensure that each staff is aware of his/her role and responsibilities as an employee,Employee Handbook 2022Page 5
the practices and procedures that employees are required to follow, and resources foremployees when they have questions or concerns. Employee Handbook provides an overview of the terms of employment and theexpectations and requirements of SUMMIT Early Learning employees. The content ofthe Employee Handbook applies to all employees. It is the responsibility of eachemployee to be familiar with and follow the associated detailed procedures found inthe Policies and Procedures Manual. Policies and Procedures Manual provides detailed policies and procedures thatguide implementation of the contents of the Employee Handbook. Additionally, itincludes policies and procedures applicable to general organizational structure,program planning, management, Human Resources (HR), Fiscal, Early Care andEducation, and Transportation. A copy is provided to new employees and available atall work/center sites. Revisions to these manuals occur on a continuous basis, especially as federal and stateregulations and laws change or are reinterpreted. Employees will be informed inwriting of any changes approved by the Board and Policy Council after the printing ofthis manual.MISSION STATEMENT“Building the Future through Early Care and Education, One Family at a Time”HISTORYSUMMIT Early Learning evolved from an agency called Union County Child Development,Inc., which was incorporated on March 14, 1969 as a private non-profit corporation organizedto administer preschool educational programs. In 1981, the name of this organization waschanged to Snyder Union Mifflin Child Development, Inc. due to the expansion of servicesinto the counties of Snyder and Mifflin. In November 2018, the agency’s name was changedagain – to SUMMIT Early Learning, Inc. as a rebranding and to remove the limitations of thatname on counties served. Today SUMMIT Early Learning provides a variety of services topreschool and school-age children and their families in central Pennsylvania.Employee Handbook 2022Page 6
INTRODUCTIONEMPLOYMENT AT WILLThe Employee Handbook is not a contract, and no employee has any contractual right to thematters set forth in this handbook. Your employment is “at will.” You are free to voluntarilysever your employment. SUMMIT Early Learning retains the right to terminate youremployment with or without cause as deemed necessary.NON-DISCRIMINATION STATEMENTEmployment PracticesAn open and equitable personnel system has been established and will be maintained.Personnel policies, procedures, and practices prohibit discrimination on the basis of race,color, religious creed, disability, ancestry, national origin, age, sex, sexual orientation, genderidentity or expression, Limited English Proficiency (LEP), genetic information, and veteranstatus. Employment opportunities are provided for applicants with disabilities, and reasonableaccommodations are made to meet the physical or mental limitations of qualified applicants oremployees (including those with LEP).Employee Recruitment AdvertisingRecruitment advertising is provided in languages other than English, as identified in ourannual Community Assessment. We offer materials in languages other than English, asneeded.Complaint of DiscriminationAny client/student (and/or guardian) served by SUMMIT Early Learning, or any employee ofSUMMIT Early Learning, who believes they may have been discriminated against, may file acomplaint of discrimination with any of the offices listed below. SUMMIT Early Learning, Inc., 14 S. 11th St., Mifflinburg, PA 17844 U.S. Dept. of Health and Human Services, Office for Civil Rights, Suite 372, PublicLedger Bldg., 150 South Independence Mall West, Philadelphia, PA 19106-9111 PA Human Relations Commission, 333 Market Street – 8th Floor, Harrisburg, PA17101 Department of Human Services, Bureau of Equal Opportunity, Rm. 223, Healthand Welfare Bldg., P.O. Box 2675, Harrisburg, PA 17105CLIENT RELATIONSClients are our organization’s most valuable asset. Every employee represents SUMMITEarly Learning to our clients and to the public. The manner in which we perform our jobspresents an image of our entire organization to our clients and the community at large. Clientsbase their opinions of all of us by how they are treated by each and every employee. Nothingis more important than being respectful, courteous, friendly, helpful, and prompt in theattention given to clients.Employee Handbook 2022Page 7
Our personal contact with the public, our manners on the telephone, and the communicationswe send to clients are a reflection not only of ourselves, but also of the professionalism ofSUMMIT Early Learning. Positive client relations not only enhance the public’s perception orimage of SUMMIT Early Learning, but also pay off in increased grants and contracts.As a requirement of your employment, all employees of SUMMIT Early Learning areexpected to interact respectfully, courteously, and promptly with our clients.Employees who fail to have appropriate client relations will be subject to disciplinary action,up to and including termination.CONFIDENTIALITYThe SUMMIT Early Learning Confidentiality Policy has been adopted to ensureconfidentiality and protection of individual rights of privacy for children, families, andemployees of SUMMIT Early Learning. The individual dignity of children, families, andemployees shall be respected and protected at all times in accordance with all applicable laws.Employees will not disclose confidential information, belonging to or obtained through theiraffiliation with SUMMIT Early Learning, to any person, including their relatives, friends,former employees, and business and professional associates unless SUMMIT Early Learninghas authorized disclosure. This policy is not intended to prevent disclosure where disclosure isrequired by law.Employees must be diligent in their efforts to maintain confidentiality and should be awarethat there are job-related consequences for violations of confidentiality and rights of privacy.An employee’s responsibility to maintain confidentiality regarding information learned aboutchildren, their parents/guardians, families, and other employees extends 24 hours per day,seven days per week regardless of how or where the information was attained. Detailed policyand procedures are found in the Policies and Procedures Manual.Violation of Confidentiality PolicyAny employee/volunteer who violates the Confidentiality Policy will be subject todisciplinary action, up to and including termination. In addition to job-related consequences,the employee/volunteer may face possible civil liability for their actions.CIVILITY IN THE WORKPLACEThe basis for civility is the demonstration of respect, using courtesy, politeness, and goodmanners. Incivility, by contrast, implies rudeness and disregard for others in a manner thatviolates norms for respect. Incivility creates an unpleasant work environment where peoplesimply stop doing their best. Victims of incivility sometimes take out their frustrations onclients and customers, creating a ripple effect. Absenteeism climbs and productivityplummets.Employee Handbook 2022Page 8
EMPLOYMENTEMPLOYEE CLASSIFICATIONSEmployees will be notified of the Employee Classifications into which their position fits viathe job description and in their Employment Statement.SUMMIT Early Learning reserves the right, in its sole discretion, to change an employeeclassification at any time without prior notice.1. Full-Time Employee: A person who is regularly scheduled for at least 30 hours perweek.2. Part-Time Employee: A person who is regularly scheduled for less than 30 hours perweek.3. As Needed Substitute: A person who is hired to use as a replacement for absent staff.As needed substitutes are not eligible for benefits nor guaranteed a set number ofhours. They are permitted to decline work.4. Temporary Employee: A person employed for a daily and/or weekly period for a setamount of time. Temporary employees are not eligible for benefits.5. Exempt: Employees not eligible to receive overtime pay as per Department of Labor(DOL) requirements. Their salary covers all hours worked. Exempt employees arepaid to perform a job regardless of the number of hours required to accomplish allaspects of their job as outlined in the job description.6. Non-Exempt: Hourly and salaried employees eligible to receive overtime pay as perDOL regulations. Non-exempt employees are paid for the hours worked to completetheir job as outlined in the job description.RECRUITMENT/TRANSFERSPositions are posted on the agency website. Regular status employees in good standing mayapply for any vacant position within SUMMIT Early Learning for which they are qualifiedand will receive the same consideration as any applicant for the position. Provisional statusemployees are not eligible to transfer to another position unless approved by the ExecutiveDirector.This policy is not a guarantee that a current employee (or parent) will be promoted/transferredor hired to fill the vacant position. SUMMIT Early Learning strives to employ persons whoare the best qualified to fill the needs of the agency in accordance with the qualifications andessential job functions listed on the job descriptions.Qualified employees may be considered for a transfer to the same position at a different worklocation based on the needs of the team and agency, work experience, and PerformanceEvaluations. At the discretion of the Executive Director, a very similar position transfer mayEmployee Handbook 2022Page 9
be considered in a transfer situation. Lateral transfers do not carry any salary adjustments orprovisional period and do not require Board of Directors or Policy Council approval.Applicants are expected to complete an agency application, submit proof of qualifications,and complete and/or submit all other documents as required by SUMMIT Early Learning,funder, and/or licensing regulations.Postings for job vacancies must be approved by the Executive Director prior to distribution bythe HR Department.EMPLOYMENT PROCESSSUMMIT Early Learning strives to employ people who are the best qualified to meet theneeds of the agency. Employment shall be based on demonstrated competence or potentialability as indicated by academic achievement, personal attitude, and prior work experience inaccordance with the qualifications and essential job functions listed on the job description.Employees hired for positions where the primary responsibility is direct supervision ofchildren must be 18 years of age.The employment of all persons shall be contingent upon the completion of all requiredemployment documentation.Falsification, misrepresentation, or substantive omission of any information related to theemployment process will result in disciplinary action, up to and including terminationregardless of how much time has passed since the false, misleading, or substantive omissionoccurred.EMPLOYMENT REFERENCESIt is the responsibility of the Executive Director or HR Director to provide employmentreferences for persons currently or previously employed at SUMMIT Early Learning.Supervisors may write references for former employees and college students that interned inour programs, but the written reference must be submitted to the Executive Director or HRDirector for approval.Providing References for ClientsCoordinators or Program Managers may provide a reference (verbal or written) for a parentfor a variety of needs such as housing or employment.HEALTH ASSESSMENTSEmployment at SUMMIT Early Learning is contingent upon receipt of the completed HealthAssessment in which a licensed health care provider indicates fitness for duty. All employeeswill be required to obtain a Health Assessment and a read TB test prior to the first day ofemployment. The agency utilizes specific occupational health services for pre-employmentphysicals. Thereafter, employees (except office employees) will be required to obtain abiennial Health Assessment, and the agency will reimburse up to 65 for the exam.Employee Handbook 2022Page 10
Employees may be required to submit additional Health Assessments/Certifications as neededto reasonably accommodate an employee’s disability, to determine eligibility for leave, or toreturn to work from any medical/disability leave.Health Assessments will be maintained as a part of the employee’s medical information file,which is a part of her/his HR file.Detailed physical and mental abilities for each position are listed on the job description. Theseessential job functions will be discussed at the time of hire and from time to time duringemployment. SUMMIT Early Learning reserves the right to amend and change these essentialjob functions at any time based on the needs of the agency. Employees will be required toacknowledge, with their signature, the essential job functions prior to employment and atother times during their employment.Employees who fail to provide the required Health Assessment will be subject to disciplinaryaction, up to and including termination.VACCINE REQUIREMENTEmployees are required to provide documentation that they are fully vaccinated againstCOVID-19, with exceptions only as required by law. Newly hired employees must providedocumentation that they are fully vaccinated against COVID-19 on or before their first day ofwork.SUMMIT Early Learning recognizes exemptions from the COVID-19 vaccinationrequirements for medical or religious reasons.Any employee falsifying documentation related to their vaccination status will be subject todisciplinary action up to and including termination.CLEARANCES (CERTIFICATIONS)State law mandates that all new employees have current State Police and Child Abuseclearances (now called “Certifications”). State law and licensing regulations stipulate that thecertifications show that the employee has no open accusations or convictions of child abuseand/or neglect. State law and licensing regulations further set guidelines regarding theconvictions and arrests that may and may not appear on the clearances. New employees mustalso have an FBI background check and NSOR (National Sex Offender Registry) completedupon employment.Newly hired employees, consultants, or contractors do not have unsupervised access tochildren until the completion of all required background checks.SUMMIT Early Learning requires the complete background check for each employee beobtained at least once every five years. At its sole discretion, SUMMIT Early Learning mayrequire employees to resubmit clearance applications at any time during their employment.All current and new employees are also required to complete Mandated Reporter Training.Upon completion of the online training, the employee will print the certificate of completionand submit it to HR. This training must be completed every five years thereafter.Employee Handbook 2022Page 11
Details and procedures can be found in the Policies and Procedures Manual.ASSIGNMENTEmployees will be assigned to a position for which they are qualified, based on the needs ofthe agency, in an effort to provide services of the highest quality and efficiency and tomaintain compliance with Department of Human Services (DHS) regulations, Head StartPerformance Standards, and other funding sources, as applicable. SUMMIT Early Learningwill make employee assignments at its sole discretion. An employee’s assignment includesposition, pay, scheduled hours, and location.SUMMIT Early Learning reserves the right to change an employee’s assignment at any timeto continue to meet the needs of the agency and to maintain compliance with DHS regulationsand Head Start Performance Standards, or other funding source requirement
the Employee Handbook applies to all employees. It is the responsibility of each employee to be familiar with and follow the associated detailed procedures found in the Policies and Procedures Manual. Policies and Procedures Manual provides detailed policies and procedures that guide implementation of the contents of the Employee Handbook.
