Personnel Code (PerCode)

I. DEFINITIONS AND CLASSIFICATIONS OF POSITIONS

A. CENTRAL LEVEL MEMBER EMPLOYEE

i. A BSC member employed by the BSC who is compensated in other than a wage form (i.e. workshift or Room and Board), with the exception of the President and Vice Presidents, and other positions designated by the Board of Directors.

ii. Hourly employee – An employee expected to work a specific number of hours per week, regardless of the tasks performed.

iii. Stipend employee – An employee expected to perform specific tasks, regardless of the number of hours involved.

iv. Workshift Employee – A member who performs all or part of his/her workshift obligation in a position performed at the Central Level.

B. HOUSE LEVEL EMPLOYEES A BSC member elected or hired by a house who is compensated in other than a wage form (i.e. workshift or room and board).

C. MANAGERS AND SUPERVISORS

i. Managers as used in the Personnel Code shall refer to the Executive Director and Operations Manager and /or his/her designee(s).

ii. Direct Supervisor – An employee responsible for the supervision of other employees in their department.

D. PERSONNEL APPEALS COMMITTEE The primary body that hears personnel appeals and interprets the personnel code.

E. MEMBER HIRING COMMITTEE The body that handles BSC Member Hiring.

[Updated 04/25/13, 04/12/12]

II. PAY AND HOURS OF SERVICE

A. CENTRAL LEVEL MEMBER EMPLOYEES
The Human Resources Committee with the approval of the Board of Directors shall set all stipend and wage rates for Central Level Member employees. Member Employees who are working more than five hours per week shall be compensated for their time, not their skill.

1. Persons in these positions who do not live in a room and board house shall be given the cash equivalent of room and board and the cash equivalent of workshift hours over their workshift requirement, less rent owed. All compensation for Central Level workshifts are paid within the semester.

B. A member shall not be compensated if that member has outstanding debts incurred as a result of failure to pay outstanding debts owed to the BSC. Exceptions may be made by the Executive Director under circumstances deemed appropriate.

C. WORKSHIFT RATE
The Workshift Rate will be determined by the Board of Directors.

D. NOTICE OF HOURS OWED BY MEMBER EMPLOYEES
At the beginning of each semester each Member Employee must be given a notice of hours owed and his/her compensation.

E. MADE UP HOURS Direct supervisors may require hours to be made up if the employee has not worked the minimum number of hours for which the position is compensated. The Direct Supervisor may adjust compensation if on-call workers are hired or work is incomplete. The decision of a Manager the Direct Supervisor may be appealed to Personnel Appeals Committee.

F. MEMBER-POSITION ELIGIBILITY FOR MULTIPLE POSITIONS (revised 12/10/09) A member may have only one house level or central-level compensated position at one time unless hours per week total 20 hours or less, there are no other qualified applicants, and approval is obtained from the committee composed of the VPIA, Operations Manager, and Member Advocate. Compensated positions of 5 hours or less are exempt from this provision.

G. MEMBER EMPLOYEE ELIGIBILITY REQUIREMENTS (Passed 12/11/08)
Individuals must meet Administrative Code Section IA guidelines in order to hold a room-and-board compensated employee position within the BSC in order to allow students to have the opportunity to hold compensated positions that give them greater opportunity for affordability.

[Updated 04/25/13, 04/12/12]

III. HIRING

A. RECRUITMENT PROCEDURES

1. All Central Level Member positions shall be advertised and posted on the Member Hiring Committee website and by other digital means, and paper copies shall be distributed to the houses for posting.

a. During the second half of the semester, the Hiring Committee Chair will contact all members who hold Central Level positions and elucidate which positions will be vacant. Unfilled positions will be re-advertised and hired for at the end of the current semester or the beginning of the following semester.

2. All announcements and advertisements shall contain the statement, “The BSC is an Equal Opportunity Employer.”

B. APPLICATIONS

1. All applications for positions shall be kept for two years for persons not hired. Applications of persons employed shall be kept for five years after their departure from the BSC.

2. Applications shall be kept confidential, and shall be available only to those persons entitled to participate in the hiring for the position which the application is submitted for.

3. Applications shall not solicit information that discriminates against protected classes as defined by the BSC, state, and federal laws.

4. The BSC is an equal opportunity employer. Each application shall have a separate optional information page for the purpose of self-identification of those who wish to be considered under equal opportunity policies. This information shall only be disclosed when consensus cannot be reached by the Member Hiring Committee in choosing among equally qualified applicants. The information page shall not be made available to Hiring Committee members. This information will also be used for statistical purposes and to evaluate the effectiveness of recruitment programs.

5. No late applications will be accepted.

6. Lost or late applications shall not be the responsibility of the BSC or any of its agents.

C. EQUAL OPPORTUNITY IN HIRING

1. All persons responsible for hiring, including members of the Member Hiring Committee and all house-level managers, shall be familiar with the equal opportunity employment policies upon starting their respective jobs.

2. Reasonable accommodation shall be made through job modifications to allow a member with disabilities to perform a job, including job-sharing proporsals.

D. HIRING CENTRAL LEVEL MEMBER EMPLOYEES

1. It shall be the responsibility of the Executive Director in conjunction with the hiring supervisor to publicize a description and summary of qualifications for the position, and undertake appropriate advertising.

2. The Hiring Committee Chair in conjunction with the Executive Director and/or Direct Supervisor shall review written applications to decide whom to interview from among the qualified applicants, and they shall also formulate interview questions.

3. There shall be a two step reporting procedure for Member Hiring Committee decisions:

a. A decision shall be made and recorded on the applications of persons interviewed by the Member Hiring Committee.

b. The Member Hiring Committee shall be asked to name an alternate. The alternate’s status shall be noted on his/her application. The Committee may decline to name an alternate.

E. HIRING OF CENTRAL LEVEL MEMBER POSITIONS OF 10 HOURS OR LESS

1. For all member positions at 10 hours/week or less that are not part of the workshift pool process, hirings will work as follows:

a. The supervisor will select based upon applications and, as necessary, interviews (whether by phone or in-person).

b. They will submit to the Hiring Committee Chair a brief statement about why they selected that particular candidate over the others.

c. HiCom Chair will have until the end of the next business day to discuss with the supervisor, and/or - as necessary - veto the decision, triggering a normal hiring process.

F. TEMPORARY MEMBER EMPLOYEES

1. It shall be the responsibility of the Executive Director, in conjunction with the Direct Supervisor to publicize a description and summary of qualifications for the position, and to undertake appropriate recruitment.

2. The Executive Director in conjunction with the Direct Supervisor shall review written applications, select interviewee(s) from among the qualified applicants, and make a final selection from among those interviewed.

G. ON-CALL EMPLOYEES The Human Resources Manager or designee shall maintain a list of on-call employees.

[Updated 04/25/13, 04/26/12]

IV. RESIGNATION

1. Resignations shall be submitted in writing to the employee’s supervisor and the HiCom Chair. The resignation shall be effective the date stated by the employee.

2. Resignation may be withdrawn in writing by submitting to the employee’s supervisor and the HiCom Chair before the date the position is advertised. The employee’s resignation withdrawal is subject to the approval of the Direct Supervisor.

3. After the date the position is advertised, withdrawal of resignation will not be accepted and the previous holder of the position must reapply by the advertised deadline.

[Updated 4/25/13]

V. COMPLAINTS

A. Any person with a complaint about an employee’s job performance shall have the right to make a complaint to the employee’s Direct Supervisor. All complaints must be in writing.

B. The Direct Supervisor shall investigate the complaint and take action as s/he deems necessary.

C. If any of the parties involved in the complaint are unsatisfied with the action taken, they may appeal to the Executive Director.

[Updated 4/25/13]

VI. DISCIPLINE AND DISMISSALS

A. DISCIPLINE

1. Disciplinary action may be taken by the Managers or Direct Supervisor for reasons that include, but are not limited to, inattention to duty, inefficiency, insubordination, unapproved absences, violation of law or BSC rules, or action detrimental to the BSC. Disciplinary action may take the following forms: warning, making up lost time, or dismissal).
2. For disciplinary purposes, the Direct Supervisor shall have the authority to suspend or temporarily alter the job duties or classification of any employee for no longer then two weeks.

B. PROBATIONARY PERIOD

1. Member employees shall have a probationary period of ten weeks. During such period, the employee may be discharged without recourse to the grievance procedure. The Direct Supervisor or Manager shall have the authority to dismiss the employee and must submit a written report that outlines reasons for dismissal. The report shall be placed in the member employee’s personnel record.

C. DISMISSAL OF CENTRAL LEVEL MEMBER EMPLOYEES

1. As a matter of policy the Board of Directors recognizes that there are two general components which must be considered in evaluating personnel: efficiency and competency in the performance of the job.
2. A central level member employee may be dismissed by the BSC if his/her efficiency and competency in the performance of his/her duties is unsatisfactory. After making every reasonable effort to reconcile the difficulty with the employee, the Direct Supervisor may issue a written warning to an employee. The warning shall detail those aspects of job performance that are deemed unsatisfactory. The Executive Director shall receive a copy of the warning letter.

   a. After discussing the warning with the Direct Supervisor, the employee may appeal the warning to the Executive Director. The appeal may be based on either or both of the following grounds:

   i. The facts as stated in the warning are false.

   ii. The charges as stated in the warning are not sufficiently important to warrant dismissal.

   If the Executive Director upholds the warning letter, the employee may appeal to the Personnel Appeals Committee by contacting the President within 10 working days.

   b. If the warning is upheld and if, in the judgment of the Direct Supervisor originally issuing the warning, job performance problems as cited in the original warning have not been corrected, the employee shall be dismissed.

D. DISMISSAL OF TEMPORARY AND WORKSHIFT EMPLOYEES

1. In cases of misconduct or failure to maintain appropriate work performance standards, the Direct Supervisor shall, after making every reasonable effort to reconcile the difficulty with the employee, recommend to the Executive Director that the employee be dismissed.
2. The employee shall be informed of the recommendation and the reasons for the recommendation.
3. The employee may appeal the Executive Director’s decision to the Personnel Appeals Committee.

[Updated 04/25/13, 04/12/12]

VII. APPEALS AND GRIEVANCE PROCEDURES

A. WAGES, WORKING CONDITIONS
Grievances concerning rates of pay, classification of positions, hours of work, and other conditions of employment as well as disciplinary action may be appealed to the Personnel Appeals Committee. Any employee has the right to make an appeal without prejudicing his/her employment.

B. GRIEVANCE PROCEDURES

1. Any worker at the house or Central Level who feels they have been treated in violation of BSC policies may present a complaint to their supervisor, the Executive Director, the Operations Manager, or the Fair Employment Practices Administrator. It shall be the responsibility of the complainant to present evidence supporting the grievance.

a. The person who receives such a complaint shall investigate the complaint and take such action as s/he deems necessary within ten working days of receipt of the complaint.

b. All such complaints shall be reported to the chair of Personnel Appeals Committee and the Fair Employment Practices Administrator (and to the supervisor and/or Executive Director, if appropriate), along with a report of any action taken. The Member Advocate shall also receive notice of any complaint involving a BSC member at the time it is made.

c. The person making the complaint may request that it be kept confidential, and will receive notice of the investigation and action taken within ten working days.

2. In no case shall a person be dismissed in order to reinstate or hire another person who was improperly dismissed.

3. Any worker with a grievance may have the Member Advocate, another BSC member, or another staff person appear with her/him in any step of a grievance procedure.

[Updated 04/25/13, 04/12/12]

VIII. CREATION, ALTERATION, AND/OR TERMINATION OF POSITION

Before altering or terminating any member position, the Vice President of Internal Affairs shall give the member currently holding that position at least 14 calendar days of written notice of the Human Resources Committee meeting at which the position will be discussed. [Updated 04/25/13, 04/12/12]

IX. RECORDS

A. PERSONNEL RECORDS
The personnel records for any member job shall be available at the Central Office for inspection at any time during the term of the position and retained thereafter in accordance with the BSC Record Retention Policy. These files shall be available only to the Executive Director, the employee’s supervisor, and the employee. Review committees created to review an employee’s job performance shall also have access to that employee’s personnel file. Employees shall have the right to include a response to any document in their personnel file with which they disagree.

B. JOB DESCRIPTIONS
Every job in the BSC shall have a written job description, available for inspection by any member, staff per¬son, job applicant, or recruitment source. Job descriptions shall include job duties and responsibilities, minimum skills and experience required, salary or compensation, and number of hours required for the position. Job descriptions for Central Level jobs shall be prepared by the Board of Directors following review and recommendation by the Human Resources Committee.

C. HIRING COMMITTEE WEBSITE
There shall be a Hiring Committee Webpage maintained by the Hiring Committee Chair and the Fair Employment Practices Administrator in order to promote awareness of BSC member employment opportunities and BSC hiring policies and procedures.

D. GRIEVANCE PROCEDURE RECORDS
Written minutes of all Hiring Committee meetings, Personnel Appeals Committee meetings, and complaint/appeal procedures and meetings shall be kept in a confidential file, which shall be available to the complainant, Personnel Appeals Committee, the Executive Director or Operations Manager, BSC counsel, and any Federal, State, or local “fair employment” investigators involved.

[Updated 04/25/13, 04/12/12]

X. INTERPRETATIONS AND ENFORCEMENT

A. INTERPRETATIONS
Personnel Appeals Committee shall have the authority to interpret the meaning of the Personnel Code in any case before it. Other requests for interpreting the policy shall be deferred to the Human Resources Committee.

B. EMPLOYEE COPY
A copy of the Personnel Code shall be posted on the Hiring Committee website and provided to new member employees.

[Updated 04/25/13, 04/12/12]

XI. REVIEW

The Personnel Code shall be reviewed by the Human Resources Committee at least annually to ensure that it reflects current practices and legal requirements.