Policies and Procedures

Section 3 - Personnel

Allowance of Staff

Policy:

If an Employee is required by Casper’s Early Learning Co-operative Centre or the Child Care Regulations to attend a conference, course or workshop he/she may be reimbursed the registration fee and other expenses upon presentation of detailed receipts. For out of town professional development current government rates will be reimbursed for meals and cents per kilometer for mileage traveled. Staff members will not be reimbursed for alcoholic beverages.
First Aid CPR will be offered to all staff at Casper’s Early Learning Co-operative Centre. Registration costs for the First Aid CPR course will be reimbursed for all staff.
Staff car mileage shall be paid at the current government rate of centers per kilometer for staff members who use their vehicle for Casper’s Early Learning Co-operative Centre out of town field trips. The payment of this amount is to be confirmed by the director prior to the use of the vehicle.
All employees leaving will be offered an exit interview.

Procedure:

Staff are required to submit:
- Receipts
- Proof of completion or attendance for all professional development
- Written request for kilometers to be reimbursed
- Claim forms must be completed and signed by the director before any reimbursement will be paid out.

The Director is required to keep thorough records of all professional development that has been reimbursed
Staff will be required to share with co-workers’ information learned or collected from professional development.
The Director must ensure all reimbursed mileage and meal rates are current government rates.

Alcohol, Drugs, Cannabis or Controlled Substance of Abuse - Staff

Policy:

Staff are not permitted to manufacture, distribute, possess or sell any controlled substances.
Being under the influence or possession of illegal drugs, alcohol, cannabis or controlled substance of abuse on Casper’s property is prohibited
If an employee is on prescription drugs, including medicinal marijuana, that may impair performance, it is recommended that the employee inform the employer so that the employer and employee can come to a solution
If an employee is under the influence of illegal drugs, alcohol, cannabis or controlled substance of abuse during work or is not fit for work, his/her ability to work is impaired for any other circumstance, he/she will be sent home immediately.
Consequences will be at the discretion of the person in charge

Procedure:

Inform the employee of their right to have a second person present
Explain the problem and point out its effect, it cannot be ignored
Repeat Casper’s Early Learning Co-operative Centre’s policy on suspensions
Indicate that a suspension is being imposed (one day)
The suspension will give the Employee time to reflect
Explain the exact suspension period
Advise that the next step is termination. The decision is the Employees
Send Employee home immediately
Record interview for personnel file
Report action to Board

Candy & Gum

Policy:

Staff is not permitted to have candy or gum when working on the floor with children. Exceptions will be made for cough or throat lozenges if it is absolutely necessary.

Procedure:

Staff is permitted to have candy or gum in the staff room on their break.
Staff will be asked to spit out candy or gum.

Children of Staff

Policy:

Children of Staff can be enrolled at the Centre.
Staff will be charged the same rate as the other families.
Children of Staff will be treated the same as all other children at the Centre and no special treatment will be given.

Procedure:

If an issue arises regarding the care of as staff’s child and the issue cannot be rectified, the Director will inform the Staff member to find alternate care for his/her child.
If an issue arises regarding the care of the Director’s child and the issue cannot be rectified, the Board of Directors will inform the Director to find alternate care for his/her child.

Criminal Record Checks

Policy:

All staff, volunteers and board members are required to have a criminal record check with the vulnerable sector check completed before starting work or within 1 month of being elected onto the Board of Directors.

Procedure:

Proof of completion of the checks must be kept on file by the director.

Discipline of Staff

Policy:

It is the responsibility of the Director to inform all Employees, including the Assistant Director, of parameters and expectations of the job, as well as informing them of Casper’s Early Learning Co-operative Centre’s rules and policies.
It is also the responsibility of the Director to ensure that job performance and conduct meet acceptable standards by all Employees, including the Assistant Director, on a consistent basis.
Employees have a right to know what aspects of their job performance and /or conduct are deficient in the eyes of their leadership in order that they may adjust (reply to) the situation.
It is the responsibility of all Employees to adhere to all rules and regulations of Casper’s Early Learning Co-operative Centre, to perform the duties required of them, and to seek guidance when in doubt, or when they are unable to carry out their obligations.
It is the responsibility of all Employees to report any breach of rule, regulations, or policies.
Progressive discipline will be applied by the Director in consultation with the Board, in those situations where action must be taken to correct an Employee’s deficient performance or unsatisfactory conduct.
Once discipline is deemed to be necessary, a progressive disciplinary step is invoked in consideration of the severity of the action being disciplined, the Employee’s length of service, the Employee’s disciplinary record and other circumstances, which might mitigate the discipline being imposed.

Procedure:

Determine whether the concerns are due to Incompetence or Misconduct:
- Incompetence: The employee lacks the skills or ability needed for the job.
- Misconduct: The employee breaks rules or policies intentionally.

Before beginning the disciplinary process, the Director will address the following 5 questions:
- Was the misconduct intentional?
- Is the employee accepting responsibility for their actions?
- Was the infraction an isolated incident?
- Is this a long-term employee?
- What is the work history of the employee?
If it is possible to address incompetence without entering the disciplinary process, that is preferred.
If concerns are due to misconduct, continue to Step One of the disciplinary processes.

Step One – Verbal Warning

The Director will:

Report to the Board of Directors the name of the staff, the problem exhibited, strategies to be suggested and the intention to invoke step one of our Disciplinary Process.
Interview the Employee in private.
Explain to the Employee the rule or policy that has been broken, and what effect it has on the organization.
Be personal.
Document the Employee’s response.
Inform the Employee that this is the first step of Casper’s Disciplinary Policy.
Do not set disciplinary measures at this time.
Offer training or strategies to help the Employee improve, if necessary.
Tell Employee what is expected of them.
Make notes of the meeting and place them on personnel file.
Consult with the Board

Step Two – Written Warning

The Director will:

Report to the Board of Directors with the name of the staff, the problem exhibited, strategies suggested and your intention to move on to Step Two.
If schedules allow, a Board Member may choose to be present.
Inform the Employee of their right to have a support/second person present.
Recap the first meeting and restate expectations.
Recount subsequent infractions and explain effect on others.
Discuss strategies previously suggested, suggest new strategies if needed.
Inform the Employee that this is the second step of the disciplinary process.
Give the Employee a formal written warning and place a copy on personnel file.
List and record each response.
Make notes of meeting and place on personnel file.

Step Three – Suspension

The Director will:

Update the Board of Directors with the name of the staff, the problem exhibited, strategies suggested and the stage of the disciplinary process that you intend to move on to Step Three.
If schedules allow, a Board Member may choose to be present.
Inform the Employee of their right to have a support/second person present.
Explain the problem and point out its effect, it can no longer be ignored
Review Casper’s Early Learning Co-operative Centre’s policy on suspensions.
Indicate that the first two steps did not work, and that a suspension is being imposed.
The suspension will give the Employee time to reflect.
Explain the exact suspension period.
Advise that the next step is termination.
Send Employee home immediately.
Record interview for personnel file.

Step Four – Dismissal

The Director will:

Update the Board of Directors with the name of the staff, the problem exhibited, and that you intend to dismiss the Employee.
Inform Employee of their right to have a support/second person present.
Review the whole process based upon fact.
Stress the decision was the Employee’s.
Hand letter of dismissal.
Send Employee home immediately.
Record and place notes on the Employee file.

*NOTE: throughout these proceedings, confidentiality must be maintained to prevent rumor and dissention.

Dismissal for Just Cause:
1. Failure to follow Casper’s Early Learning Co-operative Centre’s regulations regarding violence, aggression, or threat of same, either physical or verbal, directed at a child.
2. Willful destruction of Casper’s Early Learning Co-operative Centre property.
3. Failure to report to work without notice.
4. Failure to follow reasonable directives of the Director or Board.
5. Failure to follow terms of the Personnel Policy.
6. Disclosure of confidential information regarding a child, parent, staff member, or day-to-day activities at Casper’s Early Learning Cooperative Centre.
7. Sleeping while on the floor at Casper’s Early Learning Cooperative Centre.

Any employee terminated for just cause shall have the right to appeal to the Board of Directors

Appeal Procedure:
- Any Employee who feels they have been treated wrongly has the right to appeal the action, except those on initial probation.
Step One:
- The Employee shall submit complaint to the Director in writing within seven (7) calendar days of the offensive action.
- The Director shall respond to the complainant in writing within seven (7) calendar days of receipt of the complaint.
Step Two:
- If a satisfactory solution cannot be found at Step One, the Employee may submit the complaint in writing to the Board within seven (7) calendar days of receipt of the Director’s answer.
- The complaint will be dealt with at a Board meeting. The Employee will be informed of the meeting at which they will be able to present their complaint in person.
- The Board will respond to the complaint in writing within seven (7) calendar days of the meeting.

Dress Code

Policy:

Employee dress and footwear shall be appropriate for the job.
Employees shall not wear any work out clothing which includes, but not limited to: Sweatpants or track pants.
Employees can wear leggings with appropriate shirt covering.
Employees are encouraged to wear dress pants.
Employees can wear jeans with no holes, rips or tears.
Employees shall not wear tank tops or halter shirts. There must be at least a “3 finger width” for straps.
Employees shall not wear hats indoors.
Employees shall not wear shirts or pants with logos.
Employees must have appropriate outdoor clothing for all seasons.

Procedure:

Employees will be sent home by the Director to change if not dressed appropriately.
Failing to comply will result in discipline up to and including termination.
All Staff must have indoor slippers or shoes.
All staff must have clothing for all seasons.
Employees are encouraged to wear hats outdoors to be role models for the children.
Employees are encouraged to dress professional at all times.
Appropriate shirt covering for leggings means that your buttocks is covered by the shirt.
If a shirt/dress with a spaghetti strap or lace (bra is showing) is worn, a tank top (three finger rule) must be worn underneath to cover the bra.
All shirts worn with leggings or jeans must be chosen to dress up the leggings or jeans

Consider revising to be a Public Image Policy
A professional appearance is important anytime that you come in contact
with customers or potential customers. Employees should be well groomed
and dressed appropriately for our business and for their position in
particular. Appropriate is defined as non-restricting and non-revealing.
The following items are considered inappropriate working attire
- Jeans with tears or patches
- Sweat Pants
- Revealing shirts
- Short mini skirts
- No Brassieres
- Revealing swim suits
Consult your Director if you have any question about appropriate work attire

Social Networking

Policy:

Cellular Devices:

Mobile phones are not to be turned on during working hours.
Mobile phones must not be used unless on a designated break and then this must be away from the children.
Mobile phones should be stored safely in staff lockers with personal belongings at all times during the hours of your working day or not brought into the centre at all.

Social Networking Sites:

Staff must not use the Centre’s computers to access Social Networking sites such as “Facebook”
Staff must not post anything onto Social Networking sites such as “Facebook” that could be construed to have any impact on the centre reputation.
Staff must not post anything onto the Social Networking sites that would offend any other member of staff or parent using the centre.
If staff choose to allow parents to view their page on any Social Networking site, this relationship must remain professional at all times.
Staff should remain very cautious of the privacy settings regarding who is and isn’t able to access your Social Networking site, such as your “Facebook” page.

Procedure:

If any of the above points are found to be happening, the member of staff involved will face disciplinary action, which could result in dismissal.

Evaluations & Probation Period

Policy:

Employees shall have a probation evaluation after six (6) months employment, or sooner if necessary, and once per year thereafter.

Procedure:

Employees commencing employment with Casper’s Early Learning Co-operative Centre shall be on probation for the first six (6) months of employment. During this time, Employees shall be entitled to all rights and benefits of the Personnel agreement, except the appeal procedure in the event of termination.
The Director shall conduct a written performance evaluation of the general suitability of the employee’s performance during the sixth month worked. The Director shall discuss the rating with the Employee.
There will also be a yearly written evaluation of each Employee by the Director. This will start on the completion of the first year and continue every year thereafter.
The Assistant Director will complete evaluations required for students and volunteers.

Hours of Work

Policy:

Hours of work shall be developed for the most efficient operation of Casper’s Early Learning Co-operative Centre.

Procedure:

Employees designated as full-time shall work an eight (8) hour day, not including lunch breaks, Monday through Friday.
Employees designated as part-time (casual) shall work hours specified by the Board.
The Director shall set daily starting and stopping times of all shifts.
In the event that an Employee is recalled to duty during the scheduled lunch break, or otherwise unable to utilize the meal break, such time shall be provided later in the shift.
Employees shall be free to leave Casper’s Early Learning Co-operative Centre during their lunch break, providing they return to duty on time.
An Employee reporting for work as scheduled shall be paid a minimum of three hours at the regular rate of pay, with exception to high school students.
Lunch will be provided free of charge.

Layoff and Recall

Policy:

Labor Standards Act shall be the reference manual for lay off and recall.

Procedure:

After Three months of continuous employment, no employer shall discharge or lay off an employee except for just cause other than shortage of work, without given proper notice.
Employee’s seniority and level of education will be taken into consideration in the Board’s decision for staff lay off.
There will be two (2) weeks written notice given prior to lay off.
Should it become feasible for the employer of Casper’s Early Learning Co-operative Centre to re-hire laid off staff, they should be able to resume their seniority and wage if recalled within 12 months.

Leave of Absense

Policy:

Leave of absence without pay shall be granted on the approval of the Director.
Leave of absence without pay for the Director shall be granted on the approval of the Board.

Procedure:

Leave of absence without pay may be granted to an Employee providing the Employee furnishes valid reasons for requiring such leave.
All requests for leave of absence must be submitted in writing to the Director.
Leave of absence shall be granted on the basis of seniority, if staffing is available.
All Employees shall be entitled to maternity/paternity leave as per the Labor Standards Act.
The operation of Casper’s Early Learning Co-operative Centre permits, no more than two Staff may take leave of absence, or other leave at the same time, except in emergency situations, provided relief can be found.
Compassionate leave of five (5) days (with special circumstances to be reviewed by the Board of Directors) with pay will be granted upon the death of an immediate family member. Immediate family includes child, spouse, sibling, parents, immediate grandparents, in-laws, or others, which may be approved at the discretion of the Board.
If an Employee is called for Jury Duty, that Employee will be allowed time off for this reason. The Employee, while attending Jury Duty, will receive their hourly rate of pay for their regular work shift. Any monies received by the Employee from the court shall be paid to Casper’s Early Learning Co-operative Centre.

Overtime

Policy:

Overtime shall be paid according to the Labor Standards Act.
Overtime will be banked at time at a half

Procedure:

Staff can request to use banked time off. The Director will OK the time off based on the availability of replacement staff.
No Employee shall be required to work overtime against their will when there is another qualified Employee willing to perform the required work.
Part-time Employees may be requested to work more than their regular shift at regular pay up to the maximum hours specified in the Labor Standards Act.

Payroll

Policy:

Payroll shall be provided semi-monthly.

Procedure:

Wages shall be paid semi-monthly, on the fifteenth (15) and the last day of the month. Deductions shall be made as required by Federal and Provincial laws. No other deductions shall be made without the Employee’s consent, except as otherwise provided for in this agreement.
Cut off days for payroll will be the 8th and 23th of the month.
Wages shall be as per wage scale depending on education and experience.
Responsibility pay, is $1.00 over their hourly rate. It will be paid to whoever is in charge, only when the Director and Assistant Director are on holidays away from the centre and not reachable by phone.

Personal Policy - Preamble

Policy:

It is desirable to both the Staff and the Board of Directors of Casper’s Early Learning Co-operative Centre to:
- Promote optimum care for the children and services to the parent of Casper’s Early Learning Co-operative Centre.
- Maintain and improve harmonious relations between Casper’s Early Learning Co-operative Centre and its employees.
- Recognize the value of joint discussion in all matters relating to working conditions, employment, hours of work, scales of wages, etc.
- Encourage efficiency and safety in operation.
- Promote the morale, well-being and security of all employees of Casper’s Early Learning Co-operative Centre.
- It is desirable that methods and matters pertaining to working conditions be drawn up in an agreement.
- The parties enter into, establish, and agree to the Personnel Policies.

Records - Staff

Policy:

The Director is the person responsible for maintaining the personnel records of the staff.
The Chairman of the Board of Directors is the responsible person for maintaining the personnel records of the Director.

Procedure:

Personnel records of an Employee shall be open to the scrutiny of that Employee upon request to the Director.
The personnel record of the Director shall be open to the scrutiny of the Director upon request to the Chairman of the Board.

Sick Leave

Policy:

Staff will be supplied with sick leave according to the Personnel Policy.

Procedure:

All Permanent Employees shall be given 4 sick days per year with pay. These days will be pro-rated. Unused sick days shall be cleared at the end of the year.
Sick pay will be offered once the six month probation is completed and the employee has been offered a permanent position.
Employees are required to give notice of intention to take sick leave by phone to the Director as early as possible.
If more than one day is required at any given time notice by phone shall be given for each required day.
A Doctor’s certificate must be submitted to the Director for more than three (3) consecutive days.
Any Employee requiring staying home with their sick children will be allowed to use their own sick leave for this purpose.
If replacement staff cannot be found, staff will be required to come to work until a replacement can be found.

Staff Education

Policy:

Staff is required to receive at least six (6) hours of professional development through conferences or workshops each year.

Procedure:

Staff is encouraged to take courses related to Early Childhood Education to upgrade level of Certification up to a maximum of Level Three.
Staff can request to the Board that part or the entire course be paid for by the Child Care Centre. The Board will review the request and evaluate financial situation to determine if Course will be funded by of Casper’s Early Learning Co-operative Centre.

Statutory Holidays

Policy:

Staff will be supplied with statutory holidays according to the Labor Standards Act.

Procedure:

All provisions of the Labor Standards Act with regard to statutory holiday pay and statutory holidays shall apply.
As per the Labor Standards Acts, Staff will receive a day off in lieu when a statutory holiday falls on a Saturday or Sunday (weekend).

Telephone

Policy:

This is a business telephone line; calls must be kept as short as possible.
Refer to Social media Policy

Procedure:

Staff is entitled to use the phone provided the children are well supervised.

Termination

Policy:

Refer to 'Discipline – Progressive, Staff’ Policy.

Procedure:

Director will follow procedure outlined in Discipline- progressive – staff policy.
If the Director feels the staff member is hostile, the staff member will be asked to leave the building. The staff member will receive two weeks' pay.

Time off Request

Policy:

Staff will be supplied with annual vacation according to the Labor Standards Act.

Procedure:

All Provisions of the Labor Standards Act with regard to annual vacation pay and annual vacation shall apply.
Annual vacation shall be taken at the mutual agreement of the Employee and the Director.
Employees must submit request for time off to the Director in writing.
Annual vacation accrued by new staff members may be taken six (6) months after the start of employment. Special holiday leaves may be granted at the discretion of the Director.
All Staff are encouraged to take annual vacation prior to December 31
Annual vacation will be granted on a first come first serve basis.
Time off will only be granted if the staff member’s shift can be covered by someone else to maintain ratios
All time off will use accrue holiday pay or banked overtime. If all the holiday pay and banked overtime has been used the time off will be without pay.
All staff are required to take their full meal break, even if the staff member is working a shorter shift. The Director can offer a shorter break if it is required to maintain ratios.

Visitors

Policy:

The Director must be aware of all people entering the centre.

Procedure:

The Director must be made aware as soon as possible if a visitor is coming or enters the centre for the safety of the children.
Visitors should only be at the centre for a brief time. Staff’s attention should always be on the children.
Past staff members may visit the centre but are encouraged to visit with existing staff members on their breaks.

Washrooms

Policy:

Staff should never be behind a closed door in a washroom with a child unless the child is over the age of four and needs assistance.

Procedure:

If a Staff is using the washroom facility, the door should be locked.
Staff must ensure ratios are met before leaving the room an closing the door to use the washroom facilities
Proper hand washing procedure must be used.

Wishlist

Policy:

Staff is to indicate to the Director items they wish to have at the centre for use with the children.

Procedure:

A wish list will be presented to the Director each month for evaluation.

Workers Compensation

Policy:

Workers Compensation shall be provided for all work-related injuries according to “Workers Compensation Manual”.
Time off because of medical examination to meet of Casper’s Early Learning Co-operative Centre regulations shall not result in loss of pay or loss of sick credits.

Procedure:

The Board of Directors shall carry a workers compensation plan and other insurance plans as required by the Childcare Regulations.

Employees who are injured on the job shall report such injuries immediately to the Director, no matter how small. An accident form must be completed. The Employee shall be given time off to see a doctor or go to the hospital as soon as reasonably possible.

Parking

Policy:

Staff is allowed to park on the street at the side of Casper’s Early Learning Co-operative Centre. In the winter they are allowed to plug-in free of charge in the Town of Carrot River’s Lot (behind the town office)

Procedure:

Staff is required to log all hours they are plugged in.
The Director will submit the logged hours to the town at the end of the season.

Discipline - Progressive, Director

Policy:

It is the responsibility of the Board of Directors to ensure that job performance and conduct meet acceptable standards by the Director on a consistent basis.
The Director has a right to know what aspects of their job performance and /or conduct are deficient in the eyes of the Board of Directors in order that they may adjust (reply to) the situation.
It is the responsibility of all Employee, including the Director, to adhere to all rules and regulations of Casper’s Early Learning Co-operative Centre, to perform the duties required of them, and to seek guidance when in doubt, or when they are unable to carry out their obligations.
Progressive discipline will be applied by the Board of Directors, in consultation with the Consultant, in those situations where action must be taken to correct a Directors deficient performance or unsatisfactory conduct.
Once discipline is deemed to be necessary, a progressive disciplinary step is invoked in consideration of the severity of the action being disciplined, the Director’s length of service, the Director’s disciplinary record and other circumstances, which might mitigate the discipline being imposed.

Procedure:

Step one – Verbal Warning

The Board of Directors will:

Have a conversation with the Director, either in private or at a Board meeting.
Explain to the Director the problem, and what effect it has on the organization.
Be personal.
Document the Director’s response.
Do not set disciplinary measures at this time.
Offer training or strategies, if necessary.
Tell Director what is expected of them.
Make notes of the meeting and retain them.

Step Two – Written Warning

The Board of Directors will:

Inform the Director of their right to have a second person present.
Recap the first meeting and restate expectations.
Recount subsequent infractions and explain effect on others.
Give the Director a formal written warning, keeping a copy for personnel file.
List and record each response.
Make notes of meeting and retain.

Step Three – Suspension

The Board of Directors will:

Inform the Director of their right to have a second person present.
Explain the problem and point out its effect, it can no longer be ignored.
Repeat Casper’s Early Learning Co-operative Centre’s policy on suspensions.
Indicate that the first two steps did not work, and that a suspension is being imposed.
The suspension will give the Director time to reflect.
Explain the exact suspension period.
Provide the Director with a caution, advising that the next step is termination.
Send Director home immediately.
Record interview for personnel file.

Step Four – Dismissal

The Board of Directors will:

Inform Director of their right to have a second person present.
Review the whole process based upon fact.
Stress the decision was the Director’s.
Hand letter of dismissal.
Send Director home immediately.
Record interview.
Report action to the Board.

*Note: throughout these proceedings, confidentiality must be maintained to prevent rumor and dissention.

Dismissal for Just Cause:

Failure to follow Casper’s Early Learning Co-operative Centre’s regulations regarding violence, aggression, or threat of same, either physical or verbal, directed at a child.
Willful destruction of Casper’s Early Learning Co-operative Centre property.
Failure to report to work without notice.
Failure to follow reasonable directives of the Board.
Failure to follow terms of the Personnel Policy.
Disclosure of confidential information regarding a child, parent, staff member, or day-to-day activities at Casper’s Early Learning Cooperative Centre
Sleeping while on the floor at Casper’s Early Learning Cooperative Centre.

Any Director terminated for just cause shall have the right to appeal to the Board of Directors

Appeal Procedure:

Any Director who feels they have been treated wrongly has the right to appeal the action, except those on initial probation.

Step One:
- The Director shall submit complaint to the Board of Directors in writing within seven (7) calendar days of the offensive action.
- The Board of Directors shall respond to the complainant in writing within seven (7) calendar days of receipt of the complaint.
Step Two:
- If a satisfactory solution cannot be found at Step One, the Director may submit the complaint in writing to the Consultant within seven (7) calendar days of receipt of the Board of Director’s answer.
- The complaint will be dealt with at a Board meeting, with the consultant present. The Director will be informed of the meeting at which they will be able to present their complaint in person.
- The Consultant will respond to the complaint in writing within seven (7) calendar days of the meeting.

Termination

Policy:

Refer to 'Discipline – Progressive, Director’ Policy.

Procedure:

Board of Directors will follow procedure outlined in Discipline- progressive – Director policy.
If the Board feels the Director is hostile, the Director will be asked to leave the building. The Director will receive two weeks' pay.