SECTION 20  HUMAN RESOURCES POLICIES 

20.0  CHANGES IN POLICIES

The human resources operations of the society are governed by the society’s constitution and bylaws, and by applicable bylaws, policies, and procedures of the IEEE.  Nothing in this document shall be construed as taking precedence over those basic documents. No society human resources policy as documented in this section may be changed, altered, or modified in any way except in writing after approval by the Personnel and Compensation Committee.

20.1  IEEE Computer Society Employees

IEEE Computer Society employees are technically employees of the IEEE. However, the policies set forth herein apply only to those employed in the U.S. offices of the society, not to other IEEE employees, and not to the employees in the IEEE Computer Society offices outside the United States.

20.2  HIRING AND PROMOTION

20.2.1  Employment at Will

The IEEE Computer Society and its employees have an employment relationship which is known as employment at will. This means that either the society or the individual employee has the right to terminate the employment relationship at any time for any reason or for no reason at all.

20.2.2  Equal Employment Opportunity

The IEEE Computer Society fully supports the concept of equal employment opportunity regardless of race, sex, or other legally-prohibited classifications and will strive to treat all employees equally in all employment practices and conditions of employment. The society will not discriminate against any employee or applicant for employment by using any criterion which is prohibited by federal, state, or local law. These laws prohibit discrimination against employees or applicants for employment because of race, religion, color, national origin, age, sex, marital status, or disability. Local and state laws may contain additional protections. These laws apply to all terms or conditions of employment and all employment decisions, including hiring, promotion, transfer, demotion, selection for training, recruitment, advertising, layoff, termination and disciplinary actions. The society will strive to comply fully with all laws prohibiting discrimination in employment.

This policy does not apply to situations where the law recognizes an exception to prohibitions against discrimination, such as bona fide occupational qualifications, where a job can legitimately be performed only by a person of a specific gender, or employment that would create a serious threat to the health or safety of the employee or others. In practice such an exception is rarely applicable and therefore requires the advance approval in writing of the chief staff executive upon recommendation of the human resources administrator.

Any manager who uses any illegal or impermissible criteria to discriminate against another employee or applicant for employment can be subject to disciplinary action, including termination.

20.2.3  Employee Qualifications

The society is firmly committed to selecting and employing the best and most qualified person for the available position without discrimination of any kind. The society will seek to provide a thorough and interesting introduction to operations for each new employee so that he or she can begin the new position on the best possible footing. Managers should encourage in each employee a positive attitude toward the society and their individual jobs.

20.2.4  Staff Organization

The chief staff executive shall develop and maintain a staffing plan for the total staff operation of the society. It shall take into account the evolving needs of the society, changing patterns of responsibility, and budgetary constraints. The chief staff executive's plan shall have the goal of balancing workload demands of management and volunteers against available resources. The plan shall be presented to the Board of Governors for adoption each year.

20.2.5  Modifications to the Staffing Plan

Approval of modifications to the staffing by the Board of Governors may take the form of specific actions, approval of a budget or staffing plan amendment which explicitly incorporates such changes, or approval of a new or expanded program the proposal for which explicitly sets forth the need for such additions or other changes.  In addition, the chief staff executive is authorized to make such changes as he/she deems appropriate, including redefining, deleting, or adding positions, provided that such changes may be accomplished within the operating budget for staff salaries as approved by the board.  All such changes shall be explicitly reported to the Board of Governors at its next regular meeting following the implementation of the change.

20.2.6  Recruitment

When a staff vacancy exists, whether a new position or one created by a resignation, the position will not be advertised, nor will any other recruiting steps be initiated, without explicit prior approval by the society's chief staff executive. Recruitment for any staff vacancy should be carried out by the manager for that position, with the active participation of the person next higher in the management structure, and with the assistance of the human resources administrator. All decisions regarding the hiring or promotion of staff to fill vacant positions require the review and approval of the chief staff executive prior to commitments being made to the prospective or current employee proposed to fill such vacancies or for promotion in grade.

20.2.7  Promotions

It is the policy of the IEEE Computer Society to encourage promotions from within current staff. When an opening occurs, the responsible manager should first consider current staff members, both in that department and in other society departments. All position vacancies should be posted on office bulletin boards for a minimum of five days. In addition, notices of vacancies should be sent to the IEEE Personnel Department in NJ. Length of service may be one of the factors considered in choosing among internal candidates for promotion.

However, the objective of obtaining the best qualified person for each job remains primary, and the preference for internal candidates does not preclude external advertising and selection.

20.2.8  Employment of Relatives

An applicant closely related to an employee is not normally eligible for employment in a position that would result in one family member reporting to or reviewing the performance of another, directly or indirectly.  Exceptions require the advance approval of the chief staff executive.  "Closely related" is generally interpreted to mean spouses, parents, children, siblings, in-laws, or members of the same household.

20.2.9  Chief Staff Executive

All personnel actions with respect to the position of chief staff executive are the responsibility of the Executive Committee upon recommendation of the president.

20.3  DEFINITION OF IEEE COMPUTER SOCIETY STAFF POSITIONS

20.3.1  Classification of Employee Positions

All persons who are employed by the IEEE Computer Society and who are not covered by a separate, written contract will fall within one of the following categories, and will be paid biweekly, subject to certain withholding taxes and other required deductions.

Regular full-time employees work 40 hours per week.  They are eligible for standard employee benefits.

Regular part-time employees work at least 25 hours per week but less than a full-time week.  They are eligible for standard employee benefits. Earned benefits such as vacation and sick leave allowance are prorated according to time worked.

Non-regular employees work fewer than 25 hours per week or are employed full-time for a limited period, normally less than one year.  Non-regular employees become eligible for paid society holidays after four weeks of employment provided they work their regular shift immediately before and after the holiday. They are not eligible for any other employee benefits, except worker's compensation, state disability, and unemployment insurance, as required by law.

Exempt and non-exempt employees - Under the Federal Fair Labor Standards Acts, executive, administrative, and professional employees are exempt from the minimum wage and overtime provisions of the law, provided they meet certain job duty and salary tests. All other employees are non-exempt and are eligible for overtime.

Each employee's status according to these classifications is determined by the chief staff executive in consultation with the human resources administrator and appropriate staff manager.

20.3.2  Position Descriptions

A position description is required for every regular staff position. These descriptions are fundamental to sound management and salary administration. Each position description should include the position title; supervisor's title; positions supervised; a statement of the basic function of the position; a summary of type and breadth of contacts with volunteer leader and staff colleagues and others; a list of specific responsibilities; and a statement of minimal and desired qualifications for the position. Employees' position descriptions shall be communicated and made available to them, and routinely reviewed and updated.

20.3.3  Contract Workers

The IEEE Computer Society occasionally contracts for the services of the following outside workers to meet special needs. Contract workers are not IEEE Computer Society employees, are not on the payroll, and are not eligible for any employee benefits.

Agency workers are contracted by the relevant department with chief staff executive approval through temporary employment agencies to provide short-term help for periods not to equal or exceed 1000 hours in a 12-month period. They are paid by the agency for time worked.

 

Free-lance workers are specialists, such as copy editors or graphics professionals, who work during hours and at a location of their own choosing on a self-employed basis. They are paid in accordance with a contract agreement approved by the chief staff executive or his designee. No deductions are made for withholding taxes.

 

Consultants are self-employed professionals who work during hours and at a location of their own choosing.  They are paid in accordance with a contract agreement approved by the chief staff executive or his designee. No deductions are made for withholding taxes.

20.4  PERFORMANCE APPRAISAL

20.4.1  Staff Performance Appraisals

The employee's manager will continually assess the employee's performance as a normal part of the daily duties.  In addition, a formal appraisal will be provided approximately six months after the beginning of employment and approximately on an annual basis thereafter. The purpose of the appraisal is to evaluate the employee's performance objectively and consistently to give a clear picture of where the employee stands in terms of performance standards. The performance appraisal shall be based on job performance and provide guidance in improving performance relative to the position description. Employees shall have the right to review the written appraisal, make written comments for inclusion in the permanent file with the performance appraisal, and to receive a copy.

20.4.2  Permanent Files

Copies of all appraisals, signed by each level of management up to and including the society chief staff executive, will be maintained in a permanent file in the human resources administrator's office.

20.4.3  Chief Staff Executive

Performance appraisals of the chief staff executive  shall be conducted by the Personnel and Compensation Committee.  These appraisals shall be forwarded to the IEEE TAB chief staff person as part of the IEEE evaluation process.

20.5  COMPENSATION

20.5.1  Compensation Philosophy

The goal of the society's compensation program is to provide, for each employee, compensation which is equitable based on the individual's position and performance, and is competitive for the geographical area and similar organizations.  The compensation program shall follow the IEEE policies and procedures.  To achieve these ends, the society seeks to:

 

a.  Provide for career paths for each employee by creating a system of positions with titles which reflect competence within each position.

b. Evaluate each position using fair, consistent, quantifiable factors in determining its relative importance to the society.

c.   Cluster into classes those positions which have the same or nearly the same relative importance to the society.

d. Establish a salary range for each class of positions, the mean of which is competitive in the market range for similar positions in other similar organizations and in the geographic markets in which society offices are located.

e.  Provide starting salaries and increases which will enable the society to effectively compete for, attract and retain the very best who have the potential to perform at the upper two levels (of a five point scale) of the performance appraisal range.

20.5.2  Compensation Policies

The IEEE Computer Society Personnel and Compensation Committee shall provide general policy guidance to the chief staff executive in the area of staff compensation and shall perform such additional functions as are set forth herein.  Such policy guidelines will be in accordance with IEEE rules and regulations.

 

20.5.3  Salary Approval

Except as provided in 21.5.5 and 21.5.6 of this section, salaries for all positions are set by the chief staff executive, upon recommendation of the manager, within the approved ranges and within the total annualized rate of the budget approved for staff salaries calculated using the rates of exchange for salaries paid in currencies other than the U.S. dollar which were in use at the time the budget was adopted. When exceptional circumstances warrant, salaries exceeding the maximum of a position range by up to 15% may be approved, with the concurrence of the president. Any such exception should be reported to the Personnel and Compensation Committee and will normally lead to a revision of the range approved for that position at the next revision of the staffing plan.

20.5.4  Additional Review

Salaries for those staff members who report directly to the chief staff executive will be reviewed by the president to ensure two levels of review. Salaries for staff whose compensation levels require review by the IEEE Compensation Committee shall be reviewed and approved by the IEEE Computer Society Personnel and Compensation Committee upon recommendation of the chief staff executive.

20.5.5 Overtime

If overtime is required and approved by a manager, non-exempt employees will be paid their normal straight-time hourly rate for hours worked up to 40 hours per week and at time and one-half their normal straight-time hourly rate for hours worked in excess of 40 hours in any week. For the purpose of computing overtime pay, holiday, vacation, or other paid time off will count as hours worked. In California, all non-exempt   employees   receive   one  and  one-half times their regular rate of pay for all hours worked in excess of eight hours up to and including 12 hours in any workday, and for the first eight hours worked on the seventh day of work, and double the employee's rate of pay for all hours worked in excess of 12 hours in any workday and for all hours worked in excess of eight hours on the seventh day of work in any workweek.  Non-exempt employees should not normally be permitted to work overtime unattended or unsupervised. Exempt employees are not eligible for overtime pay.

20.5.6  Benefits

The IEEE Computer Society utilizes and participates in the fringe benefits program of the IEEE, including, but not limited to, medical insurance, dental insurance, life insurance, accidental death & dismemberment, retirement plan, 401K savings and investment plan, vacation, holidays, sick leave, tuition assistance, long-term disability, and travel accident insurance.

20.6  ATTENDANCE

Regular attendance is an essential requirement for continued employment. Any staff member who fails to maintain an acceptable record of attendance and has been adequately warned in writing about poor attendance may be dismissed. Every staff member is expected to report for work each scheduled work day unless incapacitated by illness or absent with prior approval of his or her supervisor. Regular attendance includes being punctual in reporting for work at the established time. Adequate attendance and punctuality are conditions of employment.

20.7  OFFICE CLOSINGS

The decision to close early due to weather conditions or due to other office conditions will be made by the site manager for each location.  In the event any of these managers are not on-site, they shall designate another manager who shall be authorized to make such decisions in their absence.  Decisions to close an office should be communicated to the chief staff executive and to the society president via telephone or electronic mail as soon as reasonably practicable.

21.8  BUSINESS AND PERSONAL CONDUCT

20.8.1  Personal Conduct

The IEEE Computer Society is a volunteer-led membership organization whose existence depends upon its members. Employees represent the society to its members and the public. Therefore, the society expects all of its employees to conduct themselves in a professional manner during all times they are on society premises or are conducting society business at other locations.  Behavior contrary to the society's purpose is strictly prohibited.  Any employee engaging in behavior contrary to the society's mission is subject to discipline, up to and including immediate termination. While it is not possible to create a list of all conduct which could subject an employee to discipline, the following list provides some of the types of behavior which may subject an employee, at the society's discretion, to immediate discharge.

a.  Sexual harassment of any society employee, member or other person doing business with the society.

b.   Reporting to work or any society function under the influence of alcohol or illegal drugs.

c. Physical assault of any society employee, member or any person doing business with the society.

d.   Any material misrepresentation of fact made during the employee's initial application for employment, or application for transfer or promotion.

e.   Theft, including any assistance or participation in any scheme to steal or defraud the society of money, goods, or services.

f.    Insubordination, such as refusal to perform assigned duties.

20.8.2  Personal Phone Calls

Personal telephone calls should not be made during business hours or on business telephones. In order to assure the most efficient use of our facilities for society business, incoming personal telephone calls should also be limited to a minimum.

20.8.3  Loss of Personal Property

Each employee is responsible for the safety and protection of personal property.  The society does not assume liability for loss or damage of any personal property on the premises or while on society business.

20.8.4  Personal Appearance and Housekeeping

Since the IEEE Computer Society is a membership and service organization, there is occasion for frequent and numerous visitors to our offices.  It is essential, therefore, that all employees make a continuous effort to maintain a business-like appearance, avoiding extremes in attire in the office, and to keep work stations and work areas as orderly as possible. Managers are responsible for informing their employees if there is a problem in this regard.

20.8.5 Conflict of Interest

IEEE Computer Society employees may from time-to-time desire to work as consultants or free-lance workers or other professional business activity for other organizations. Such employees must certify that any such outside activities will not interfere with fulfillment of their IEEE Computer Society job responsibilities. Formal approval is required by the appropriate executive staff manager, the human resources administrator, and the chief staff executive.

A signed Conflict of Interest form will be maintained in each employee’s permanent personnel file. Approval of employees' outside activities shall not serve to remove their obligation to devote full professional effort to fulfillment of their IEEE Computer Society responsibilities. In the event of any conflict of priorities, timing, or deadlines, the IEEE Computer Society activity shall in every instance take precedence.

 

20.8.6  Sexual Harassment

The policy of the IEEE Computer Society is that all personnel will work in an environment free from sexual harassment.  The society will actively investigate any allegation of sexual harassment, and if it is determined that sexual harassment has occurred, the society will take appropriate disciplinary action, which may include discharge if the offender is an employee.

Sexual harassment consists of unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when an employee's response to such conduct affects that employee's job status or work environment.

Such behavior by volunteers, contractors or other non-employees also will not be tolerated.

All managers are required to investigate promptly any charges of sexual harassment and strive to prevent or eliminate all such sexual harassment in their respective departments or work areas and of their staff members in whatever activity they may be engaged.

20.8.7  Solicitation

The society believes that working time is for work and that its employees should not be disturbed on the job by solicitation and distribution during working time. All solicitation for products and services (including charitable organizations) during working time is prohibited. Working time is defined as the employees' scheduled working time, excluding lunch time. Solicitation is prohibited when either the employee being solicited or the employee doing the soliciting is on working time. Distribution of literature in working areas is forbidden at any time. Solicitation or distribution of literature on society premises by non-employees is prohibited.  The use of bulletin boards within the society will generally be confined to notices concerning company activities. No notices will be posted on bulletin boards or elsewhere without prior approval by the facility manager or his/her designee. Bulletin boards will not be available to be used as a marketplace for buying and selling of personal items.

201.9  Grievance Procedure Policy

Wherever a number of people work together, it can be expected that personal problems or differences may occasionally arise. Normally, these concerns are resolved within each department. However, in the exceptional case, there may be need of a more formal approach to the problem.  Employees are responsible for following company rules of conduct, policies, and procedures.  Should an employee disagree with a company policy or practice, the employee will be given the opportunity to be heard fully, and without prejudice, when he or she requests to be so heard. The first step toward a solution to an employee's problem is a frank and early discussion with the immediate manager. The manager and employee may call upon the human resources administrator for counsel and assistance.  Should a solution not be reached within a reasonable period of time, the employee may go to any other level of the management chain up to and including the chief staff executive. The human resources administrator shall be available to advise the employee. Management shall strive to resolve the problem as soon as possible, normally within two weeks. The employee will be informed as soon as possible of the resolution both orally and in writing.

A formal statement outlining the grievance procedure should be provided to all employees.

20.10  TERMINATION OF EMPLOYMENT

20.10.1  Involuntary Termination

The society will strive to provide continuous employment of all regular employees, but cannot guarantee it. Any decision regarding termination of any regular employee shall be reviewed at each level of the management structure for that position and require the approval of the chief staff executive. The human resources administrator must be notified in advance to insure that proper and necessary procedures are followed and that compliance with all statutes and regulations, local and national, are met. The president will be informed in advance of any involuntary termination.

20.10.2  Exit Interviews

An exit interview will be given to all terminating employees by the human resources administrator to provide management feedback regarding their employment experience at the society. The results of the interview should be documented in writing marked "confidential" and communicated to the chief staff executive and cognizant senior manager.

 

20.11  PERSONNEL FILES

The primary personnel file for society employees shall be filed with the IEEE in NJ, and duplicate records shall be on file at the society’s headquarters office.  Employee records are confidential, are kept in a locked and secured manner, and are to be available only to those management employees in the management chain for each employee and to the human resources administrator.  Volunteer access to the personnel file will be limited to the president. The forms and data required and/or useful on active employees that will be kept by the society are the following:

§  applications and/or resumes, tests, reference checks and other pre employment inquiries

§  performance evaluations

§  payroll information (withholding statements, social security number, benefits participation, other deduction authorizations)

§  salary history and documentation

§   job history

§  medical information (compensation related and benefit related)

§  educational and/or training records

§  attendance records

§  commendations                                                                                                             

§  disciplinary records, grievances and complaints

§  notices of layoff or leaves of absence

An employee can arrange in advance and at reasonable intervals access to their personnel file for inspection and shall be permitted to review and respond to any information in their files. The human resources administrator shall not release information about an employee for a credit reference or any other information unless authorized by the employee in writing.

20.12  Employee Communication

20.12.1  Intra-Staff Communication

The society is committed to a two-way system of communication which encourages management at all levels to discuss work related topics with all employees in an open, honest and fair manner and to provide employees with appropriate information related to their responsibilities, society policies, and affairs. The society also encourages the communication to supervisors of employee concerns, questions and ideas.

20.12.2  Employee/Volunteer Communication

One of the most important areas for the staff is the relationship between employees and the volunteer leaders. The current organizational relationships are the means by which the society achieves its goals. The staff relationships with and staff support to the society's volunteer leaders should be carried on in a spirit of cooperativeness and teamwork, based on mutual respect of their separate roles. The expectation is that staff and volunteers will work together in a constructive and cooperative manner.

20.12.3  Employee Opinion Surveys

The society shall participate in the IEEE annual employee opinion surveys.

20.13  Development and training

The IEEE and the society employee development and training program has the following goals: 

a.  To teach new employees how to do their jobs, and orient them to the society's operation.

b.   To encourage all employees to improve their skills and increase their job knowledge.  Toward this end, the society will cooperate with its employees in planning for further training and education, within the means of the society including the granting of time off for training when there is no alternative.  Such opportunities will be made available when they are determined to be in the best interests of the society.

c.   To identify additional training an employee might need for advancement.

d.   To provide practical opportunities for each employee to keep current in their field.

e.   To provide for safe and healthful work practices by continuing safety education, to promote safe work conditions and practices, and reduce accidents.

20.14  Health and Safety

The society will endeavor to comply with state, district, and federal laws and regulations concerning occupational health and safety, and to provide a safe, healthy work environment for all its employees. Toward that end, all employees are obligated to practice work habits that support and promote safe and healthful working conditions. Smoking is prohibited in all society facilities.

20.15  Relocation

The society will provide relocation assistance to new or transferred managers at the senior staff level and to any employee who is transferred at management request.

20.16  HUMAN RESOURCES POLICY AND IMPLEMENTATION

As set forth in the bylaws, the Personnel and Compensation Committee shall regularly review these policies and recommend such changes as it may believe appropriate to the Board of Governors.

Implementation of these policies is the responsibility of the chief staff executive, assisted by the human resources administrator and  subject to the review of the Personnel and Compensation Committee.

 

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