employee handbook - compass early learning & carecompass early learning and care is committed to...

Compass Early Learning and Care

Employee Handbook

June 2015

www.compasselc.com

Welcome to Compass Early Learning and Care 2 1. All About Compass ELC 3

Our Mission 3 Our Vision 3 Our Guiding Principles 4 Staff Mission 5 Core Competencies 5 Curriculum Values 6 Program Curriculum 7 Professional Development 9

2. Orientation 10 Health Assessments 10 Collection of Personal Information 10 Probationary Period 11 Policies and Procedures 11

3. Compensation 12 Benefits 12 Leaves 13

4. Terms of Employment 15 Hours of Work 15 Confidentiality 16 Conflict of Interest 17 Receiving Gifts 17 Professional Conduct 18 Personal Health and Hygiene 19 Changes in Personal Information 19 Media Relations 19 Human Rights 20 Workplace Technology 21

5. Performance Management 22 Job Descriptions 22 Performance Reflections 22 Performance Discipline 23

6. Communication 24 7. Health and Safety 25

Workplace Safety 26 8. Workplace Communication 27

Facebook 27 Your Email Account Information: 27

Table of Contents

Employee Handbook Page 2

Welcome to

Compass Early Learning and Care

I am very pleased to have the opportunity to extend a warm welcome to you as you begin your employment at Compass Early Learning and Care. I wish you every success and hope that you will enjoy a happy and fulfilling career with us.

Compass ELC prides itself on providing quality early learning and care programs and implementing best practices in curriculum, nutrition and administration. We recruit and select professional employees who are dedicated to excellence in early learning and care for children.

As a successful candidate for a position within Compass ELC you have demonstrated these qualities. This handbook serves as a reference to help you become familiar with our policies and our organization.

Once again I wish you every success in your new role at Compass Early Learning and Care.

Sheila Olan-MacLean Executive Director


1. All About Compass ELC

Our M ission

Compass Early Learning and Care is a progressive non-profit organization where we work collaboratively to

provide excellence in early learning and care. The richness and uniqueness of

our learning environments are an invitation for adults and children to discover together the joy of learning.

Our Vis ion

Compass Early Learning and Care envisions a place where children are

valued as citizens of today; where the principles of democracy guide our

relationships with children, families, colleagues and our community.


Our Guiding Principles

Relationships

Relationships are the foundation of all that we do. Through collaboration and reflection we build respectful, authentic relationships with our colleagues, children, families and community. We recognize the value of families in early learning, and hold a high image of the child and a deep respect for childhood.

Wellbeing

We value the joy and happiness that a sense of wellbeing brings to each of us. We understand the importance of nourishing our hearts, minds and bodies. Together we provide an environment that fosters and promotes a healthy lifestyle.

Learning and Development

We recognize the value of lifelong learning. We believe that adults and children deserve ongoing opportunities, resources and time for reflection so that they may be emotionally and intellectually engaged in learning together. Citizenship and Community

We promote and value a sense of personal integrity, social responsibility and respect for ourselves and others. The principles of democracy and social justice are practiced throughout our organization. Administration and Leadership

To create our future requires leaders from all aspects of our organization to work collaboratively for shared success. Through a healthy, vibrant administration we facilitate high performance, viability and sustainability within our teams and community.


Staff M ission

Compass Early Learning and Care recruits and selects professional employees who are dedicated to excellence in early learning and care for children.

Core Competencies

Compass Early Learning and Care employees…

• have the educational qualifications, knowledge and professional commitment necessary to promote excellence in early learning and care.

• foster collaborative relationships that are sensitive to the needs of children, families and colleagues.

• possess a desire for learning and a willingness to grow and challenge themselves.

• demonstrate initiative and flexibility, and possess the skills to work both independently as well as part of a team.


Curriculum Values Environments

We provide beautiful environments that inspire children’s natural curiosity and sense of wonder. A welcoming place that reflects those that learn, grow and explore within it.

Relationships

Relationships are the foundation of all that we do… we value each moment as an opportunity to nurture children, educators and families. Through our interactions we create a sense of belonging and acceptance where every individual experiences a feeling of being valued by others.

Experiences

We provide child-centred learning opportunities that invite children to explore, collaborate, reflect and communicate. Through these experiences children have the freedom to discover their unlimited potential and make their voices visible.

Wellbeing

We provide opportunities to enhance a child’s independence, confidence and positive sense of self. We value the importance of good health and nutrition and provide an environment that fosters and supports a healthy lifestyle.


Program Curriculum

At Compass Early Learning and Care we believe that children are competent and capable learners, full of wonder and ideas about our world. We believe that children have rights rather than needs. We believe that everything we do is grounded in the relationships we have with our children and families. It is for that reason that we have adopted a Child Centered Emergent Curriculum within our programs.

An Emergent Curriculum is one that builds upon, and is responsive to, children’s ideas and interests and supports children’s natural curiosity about the world around them. We view curriculum as everything that happens in our day together. We believe that each moment we share with children offers us time to build relationships and create an atmosphere that nurtures children, educators and families. We support children to pursue their passions and interests by providing an environment that invites children to explore, collaborate, reflect and communicate using a wide range of media.

Within our Emergent Curriculum philosophy the following key principles are essential components of our work.

Our image of the child guides all our decision-making.

Adults view children as competent, full of wonder, committed to relationships, willing to investigate, critique, reflect and collaborate. This understanding of children shapes our decisions about how to arrange our classroom environment, schedule our days and plan our curriculum.

Educators pay careful attention to the use of space and time.

We think of the classroom environment as a co-educator, setting the tone for children’s days in the classroom and inviting them to explore, collaborate, reflect and communicate with a range of media. Similarly, the schedule of each day allows for long stretches of open-ended time during which the children can pursue their questions, passions and developmental themes.

Curriculum planning is based on observation.

Educators observe children as they play, paying close attention to recurring themes, children’s understandings and misunderstandings, developmental issues and underlying questions. Our observations guide our curriculum planning, as we create opportunities for children to deepen their thinking, represent their understandings and encounter new perspectives.


Curriculum projects grow through many opportunities for children to present, reflect on and think critically about what they know.

Educators offer children many opportunities to communicate their understandings by representing them with a range of media. They encourage children to revisit earlier ideas by studying their representations, revising our reasserting them, and by studying other children’s representations.

Educators thoughtfully document the life of the classroom and emerging curriculum projects.

Educators collect “traces” of children’s thinking by taking photos, making audiotapes and videotapes, and taking notes about children’s conversations and play. This documentation helps children revisit and reflect on their play and thinking. It also helps make the daily life of the classroom visible to children’s families.

Educators consider relationships to be central.

Educators emphasize relationships building and collaboration among children, and between educators and children. Educators actively seek out opportunities to collaborate with colleagues and with families, discussing their understandings of and questions about children’s play. When we ask families to share their perspectives and invite them to help us make decisions about classroom life and curriculum, we enrich our understandings and we include families in the life we share with the children.


Professional Development (Policy 3.5.01)

Compass Early Learning and Care is committed to continuous learning and development for employees and volunteers. We recognize the value of professional development and training and reflective practice in motivating and retaining staff and in developing high quality early learning and care programs. An extensive professional development calendar is designed to reflect the needs of all educators and the most current research in child development and training. As an employee of Compass ELC you will have the opportunity to participate in these internal sessions as well as have the option to apply for external conferences and learning experiences. Each full time employee is required to complete a minimum of twelve hours of training and development yearly and is compensated for this time. Part time and contract staff have their PD requirements outlined in their contracts. Please refer to the Professional Development Policy for further information.


2. Orientation Compass ELC welcomes new employees as valued members of our organizational community by providing a comprehensive orientation that reflects our values, beliefs and core competencies. The Orientation Policy 3.1.05 outlines the specifics of the Business Orientation, which takes place during the first week of employment, and the Pedagogical Orientation, conducted during the first six months of employment. Police Vulnerable Sector Check s (Policy 3.1.02)

All persons in direct care/contact with children in Compass Early Learning and Care’s programs will provide a completed Police Vulnerable Sector Check. Health Assessments (Policy 3.1.03)

Employees will provide written documentation confirming that they are in a healthy state and that their immunizations are up to date consistent with the Medical Officer of Health’s requirements. Additionally a health assessment may be requested at any time.

Collection of Personal Information

Our privacy protocols regarding storage, retention and destruction of personal information comply with privacy legislation, standards of our regulatory bodies, the Day Nurseries Act and the law.

Your personal information will be collected, used and disclosed: • as required to be employed, contracted or a volunteer for Compass

ELC. • to enable us to contact you. • to assist Compass ELC to comply with regulatory requirements. • to comply with the law.


Probationary Period (Policy 3.1.06)

All Compass Early Learning and Care employees have a probationary period to ensure a good fit with the organization, and to allow the demonstration of skills and qualifications identified in the interview. • The probationary period for permanent positions is 6 months and for

contract and supply positions it is 3 months. This is specified in the letter of employment.

• The probation period applies to anyone who has moved into a new position in the organization.

• The probation period may be extended past the original specified time, if there are any significant concerns to warrant this decision.

• New employees on probation may be terminated without recourse at any time.

Policies and Procedures

Policies and procedures are divided into five areas:

1. Corporate – organizational policies of governance and accountability. 2. Financial – policies that guide the financial operations. 3. Human Resources – policies that guide how we hire, orient, discipline

and outline working conditions of employees, volunteers, students and providers.

4. Operational – policies and procedures that deal with child care program operations.

5. Administration – policies that guide the Administration of Compass ELC.

Policies are all assigned numbers. The first digit of each number corresponds with the policy’s section. For example, all Corporate policies begin with 1, all Financial policies begin with 2, etc.

All Compass ELC policies are on the website at www.compasselc.com.

Knowledge of and adherence to all policies and procedures is a requirement of your job.

http://www.compasselc.com/


3. Compensation Benefits (Policy 3.2.02) Group Health Care and Dental

Group health care is provided by Compass Early Learning and Care and is available after the probationary period to all permanent employees who work more than 24 hours a week. Long Term Disability payments are deducted from each pay cheque and begin the month following the satisfactory completion of the probationary performance appraisal.

Life Insurance

Life insurance is offered to all permanent employees who work more than 24 hours a week. The premiums are paid by Compass Early Learning and Care. Child Care Discount

All permanent employees are eligible for a 10% discount on child care fees or 12% if they use payroll deduction for payments.


Leaves (Policy 3.2.03) Paid Leave

Sick/Personal Days

All permanent employees are entitled to 10 sick/personal days per year. These days are pro-rated dependent on your start date and hours of work.

Vacation/Holidays

Paid holidays are New Year’s Day, Family Day, Good Friday, Easter Monday, Victoria Day, Canada Day, Civic Day, Labour Day, Thanksgiving Day, Christmas Day and Boxing Day.

All permanent employees are entitled to take accrued vacation after successful completion of their probation. All vacation time will be determined based upon the following % of wages earned:

• Up to year 4 4% • Year 5 to year 10 6% • Year 11 to Year 15 8% • Year 16 to Year 20 10% • Over 20 years of service 12%

Supply or contract staff will receive 4% vacation pay each pay period. In some cases vacation may be accrued.

All vacation must be used in the year it is accrued unless otherwise approved.

Compassionate Leave

Compassionate leave will be granted for up to 3 days with pay to prepare for and attend the funeral of an immediate family member, or to deal with a serious illness. Up to one day leave may be granted with pay to attend the funeral of other relatives or friends. Unpaid Leave

Pregnancy

Employees hired at least 13 weeks before the baby’s expected birth date are entitled to pregnancy leave.

Pregnancy leave ends on the first working day following the seventeen weeks after pregnancy leave begins.

www.labour.gov.on.ca/english/es/pubs/guide/pregnancy.php Parental Leave


New parents who have been employed for at least thirteen weeks are entitled to a leave of absence without pay following:

• the birth of a child. • the adoption of a child, whether or not the adoption has been

legally finalized. • the decision by a person who is in a relationship of some

permanence with a parent of a child and who plans on treating the child as his or her own.

www.labour.gov.on.ca/english/es/pubs/guide/pregnancy.php

Special Leaves

Employees who have successfully completed their probation may request an unpaid leave of absence of up to one month. Any leave of longer duration requires the approval of the Executive Director. Special leaves of one month or less will not affect years of service.

Personal Emergency Leave

10 days of unpaid job-protected leave each calendar year may be taken due to illness, injury, medical emergencies and urgent matters. Compass Early Learning and Care will follow the Employment Standards Act for Personal Emergency Leave found at

www.labour.gov.on.ca/english/es/pubs/guide/emergency.php.

Family Medical Leave

Unpaid, job-protected leave of up to eight weeks in a 26-week period may be taken to provide care or support to family members who have been issued a certificate by qualified health practitioner indicating a serious medical condition with a significant risk of death occurring within a period of 26 weeks. Compass Early Learning and Care will follow the Employment Standards Act for Family Medical Leave found at

www.labour.gov.on.ca/english/es/pubs/guide/family.php.

Other Leaves

Compass Early Learning and Care will follow the Employment Standards Act for all other leaves.

http://www.labour.gov.on.ca/english/es/pubs/guide/family.php


4. Terms of Employment Hours of Work (Policy 3.3.01) Normal Work Week

Hours of work can vary based on program need up to a maximum of 48 hours per week. Hours are scheduled by your supervisor and may be subject to change. Lunch breaks are non paid breaks, complying with current Employment Standards regulations.

Your employment contract will specify expectations for your position. Overtime

Staff may from time to time be required to work overtime. Compensation for overtime will be given as time in lieu as outlined in the Employment Standards Act. All overtime must be approved by your supervisor prior to accumulation and must be used in the year in which it is accrued. Pay Period

All employees will submit time sheets to their supervisor bi-monthly for hours worked from the 1st to the 15th, and the 16th to the end of the month. Pays will be processed and deposited directly into your bank account. Password for email paystub is __________________. Documentation of Hours

Please ensure that actual hours worked for each shift are documented, plus any approved overtime hours, using the appropriate forms, so that we can issue your pay in a prompt and efficient manner. Employee Expense

Please complete Employee Expense Forms and Mileage Forms fully and accurately and submit within the month the expense occurs.


Lateness

Employees are required to arrive for scheduled shifts on time. Inclement Weather

Employees are expected to work all scheduled hours. Program closures will be broadcast on local radio stations and where possible program answering machine outgoing messages will be up-dated. Early closing hours are determined by the Executive Director or her designate. Absenteeism and Illness

Approved absences include:

• Personal issues • Family illness • Doctor or medical appointment • Bereavement • Pre-authorized appointment or activity

Let your supervisor know when you are not able to work your scheduled hours. If you are ill and unable to work, contact your supervisor prior to your scheduled shift. Use of days other than for illness must have prior approval by your Supervisor.

Missing a scheduled shift without notice or for an unexcused absence can be grounds for dismissal. This includes leaving shifts without a supervisor’s approval.

A doctor’s note may be required for absences of more than 3 days. Confidential ity (Policy 3.3.02)

Due to the sensitive nature of information that will be learned as a staff member, it is imperative that all information about children and their families be kept confidential. Children should only be discussed with outside parties if we have written consent from the parents. Employees are required to pledge confidentiality in all that pertains to their employment as well as the organization and its operation.


Confl ict of Interest (Policy 3.3.03)

If an employee, director, provider, volunteer or student participates in a discussion or decision about an issue that directly or indirectly benefits them, it is considered a conflict of interest. You must give written disclosure if this occurs, indicating the nature and extent of the interest and the potential benefit.

The Conflict of Interest form is signed during Orientation.

Receiving Gifts Employees and spouses may not accept or tender gifts including payments, services, privileges or favours of more than a nominal value from clients and suppliers. Tips of a nominal value for good child care service may be accepted by employees. If it is unclear if the tip is a nominal value, check with your supervisor.


Professional Conduct (Policy 3.3.04)

Compass Early Learning and Care trusts its employees to behave in a professional, courteous and customer-focused manner.

Employees will use professional judgment in their choice of clothing, taking into consideration their work with children and health & safety risks.

Smoking is not permitted on the premises of any Compass ELC location, home child care or excursion at any time, whether or not children are present.

Being under the influence of illicit drugs or alcohol during Compass ELC hours is not permitted.

We appreciate that staff will make every effort to receive personal calls outside the classroom with the exception of emergency situations. Personal cell phones will not be used in the classroom or on the playground, except in emergency situations.

Wilful misconduct including swearing, arguing, yelling, verbally attacking or deliberately delaying or refusing work will be deemed insubordination and may be subject to disciplinary action.

Removal of Compass ELC property including supplies, products and equipment, unless authorized in writing by your supervisor, is prohibited. Employees are required to treat all company property with respect and care, observe all safety rules and precautions and follow all usage and maintenance guidelines. Theft of cash, product or organization equipment will not be tolerated, and charges will be laid with the appropriate authorities.

Observation of the Professional Conduct Policy is part of performance expectations of each employee, and violations may be grounds for discipline and ultimate dismissal.


Personal Health and Hygiene

Compass Early Learning and Care are responsible to comply with the following health & hygiene standards:

• Promote health and prevent disease. • Comply with personal hygiene, food handling and health codes. • For staff working directly with children, wear clothing appropriate to

engage children in all types of activities throughout the day. • Ensure safety by dressing to prevent your hair or jewellery getting

caught in equipment. • Comply with all provincial and federal hygiene and food handling

legislation as well as all WHMIS safety requirements: o Wash your hands with soap and water regularly. o Avoid sneezing, coughing or blowing your nose in any food

preparation area. If you must sneeze, cough or blow your nose, cover your face and wash your hands afterward.

Changes in Personal Information

Written notice regarding changes in personal information is to be provided to program supervisors and includes changes to:

• Marital Status • Name • Address • Telephone • Tax exemption • Emergency Contact • Documentation or renewals of proof of eligibility to work in Canada.

Media Relations

All staff contacted by the media should refer the request to the Executive Director or Associate Executive Director. No one should talk to any member of the media without first getting appropriate clearance from the Executive Director or Associate Executive Director.


Human Rights

Compass ELC is committed to ensuring that all employees are protected in their right to work in an environment free from all forms of discrimination, harassment and workplace violence.

Discrimination is defined as any action, behaviour or attitude that is based on race, ancestry, place of origin, ethnic origin, language, citizenship, creed, sex, age, marital status, family status, mental or physical disability, or sexual orientation which negatively affects, or could negatively affect, the employment of an associate.

Harassment means any unwelcome or vexatious comments, conducts, words or actions that disparage or cause humiliation, offense or embarrassment to another person. Sexual harassment may include:

• Unwelcome sexual flirtation, advances, propositions or gestures. • Verbal harassment such as jokes and innuendoes. • Graphic, verbal comments about an individual’s physical

characteristics or clothing. • Inappropriate display of sexual pictures or materials. • Intentional, unwanted physical contact. • Sexual assault (an offense under the Criminal Code). • A reprisal or threat of reprisal for rejection of a sexual solicitation or

advance.

No one is to be subjected to any form of harassment, and initiators may be subject to immediate dismissal.

Workplace violence such as physical force or an attempt to exercise physical force that causes or could cause physical injury to an employee is not permitted.

Please review the Anti-Harassment Policy 3.3.05 and Anti-Violence Policy 3.10.04 on the Compass ELC website.


Workplace Technology (Policy 3.3.06)

Every employee is assigned an email address and a password which allows access to the staff section of the Compass ELC website.

Compass ELC provides a computer system that allows access to the internet and email system to facilitate an effective and efficient communication tool and to assist with your work. This system must be used in a constructive and positive manner.

Any employee who uses the electronic mail system or computer equipment for improper purposes shall be subject to discipline, up to and including termination of employment.

This would include a reasonable amount of social communications between employees using the email system. Limited personal use is permitted, but only if the computer is not needed for documentation and Compass ELC business.

Email, network or related electronic communications passwords are to be given to your supervisor or designate, who will keep the information confidential. They are not to be shared with anyone else.

Compass Early Learning and Care has an extensive policy regarding use of the internet and email at Compass ELC. Please read the Workplace Technology Policy 3.3.06 thoroughly.


5. Performance Management

Job Descriptions (Policy 3.4.01)

A job description was provided to you during your interview. It identifies critical job tasks and outlines the experience, knowledge and skills required to execute them successfully. The knowledge and skill requirements form the basis of performance objectives and appraisals. Job descriptions for all positions are on the website at www.compasselc.com. Performance Reflections (Policy 3.4.02)

All employees will receive written reflections of their performances at the completion of the probationary period and annually thereafter. Probationary performance reflections will be completed by the 6th month of the probation period for all permanent staff. Students and contract staff will have a performance reflection completed at mid-term and at the end of their term.

Performance reflections are based on our mission, vision and guiding principles.



Performance Discipl ine (Policy 3.4.03)

Compass Early Learning and Care employs individuals with the expectation of establishing long term relationships. Our primary goal is to provide an environment or training, development and strength based learning which will allow both employees and Compass Early Learning and Care to provide a high standard of child care excellence through the services we offer to our families.

To support you as an employee we provide orientation, a job description, performance expectations, policies and procedures access, goal setting opportunities, regular supervisory feedback and professional development opportunities. Discipline

Concerns regarding an employee’s performance could result in a verbal warning, suspension without pay or dismissal. The action taken will be based on past and present performance records, previous actions taken to remedy the performance, the seriousness of the offence and the actual or potential risk of harm.

A progressive discipline process may include:

1st offence: verbal problem identification with performance expectations. 2nd offence: memo detailing expectations & consequences for non-

compliance. 3rd offence: memo indicating performance gap & consequence for non-

compliance, usually dismissal. 4th offence: The employee may be dismissed.


6. Communication Compass Early Learning and Care is committed to fostering positive relationships and effective communication within our organization and our community. This is a shared responsibility of all Compass ELC members. In building relationships and sharing perspectives we may be faced with opposing points of view that may lead us to conflict. Guidelines to Building Positive Relationships was developed to help staff move through conflict with mutual respect and understanding. In the event an issue is still not resolved, your direct supervisor will facilitate using Guidelines to Restoring Relationships.


7. Health and Safety Compass Early Learning and Care makes every effort to provide a healthy and safe work environment. The management of Compass Early Learning and Care is committed to the health and safety of its employees to prevent injury and to maintain a healthy environment. All supervisors and employees must be dedicated to the objective of reducing the risk of injury and illness.

As an employer, Compass Early Learning and Care is ultimately responsible for worker health and safety. We are committed to taking every reasonable precaution to protect employees from harm. Legislative requirements will serve as minimum acceptable standards for Compass Early Learning and Care.

Supervisors are accountable for the health and safety of employees under their supervision. Supervisors are responsible to ensure that machinery and equipment are safe and the employees follow established safe work practices and procedures. Employees must receive adequate training in their specific work tasks to protect their health and safety.

Every employee must protect his or her own health and safety by following the law and Compass Early Learning and Care safe work practices and procedures. Equipment, protective devices or clothing required by Compass ELC is to be used as necessary, and any defects reported to the program supervisor. All equipment must be used in a manner that is safe for everyone.

All parties are expected to complete Health and Safety Awareness Training prior to commencing employment and to consider health and safety in every activity. Commitment to health and safety must form an essential part of this organization from the Executive Director to the employees. Access to the eLearning module: http://www.labour.gov.on.ca/english/hs/elear/worker/index.php

http://www.labour.gov.on.ca/english/hs/elear/worker/index.php


Workplace Safety

Employees are responsible to immediately report any workplace hazards, potential hazards or unsafe acts to their supervisor. The Compass ELC policy and procedure for reporting hazards can be found on the Compass ELC website.

Illnesses deemed by the local Health Unit as having an impact or ill effect on the health and safety of other staff, children or families, as well as injuries, are to be reported immediately to the program supervisor. The Injury or Illness at Work policy, found on the Compass ELC website, outlines the process to be followed.


8. Workplace Communication

Facebook

Compass ELC uses Facebook as a social networking tool to support our internal professional development, to sign up for events and for discussion.

The procedure for joining Facebook and other instructions will be shared during orientation.


Your Email Account Information: Name: _______________________________________ Program: _____________________________________

1. In the internet search bar type: mail.office365.com (No www.)

2. Your email address is:

[email protected].

3. Your temporary password is _____________________.

4. Once you have logged in to your email please change your password right away. Passwords are confidential and should never be shared.

If you experience any problem related to technology you can contact ONSwitch for 24/7 support. They can be reached by:

• Phone 1-844-464-9008, option 3 • Email [email protected]

Our website address is www.compasselc.com. You will use your email address and temporary password (as entered above) to log in to the Staff page. Once you have successfully logged in to the staff page, please click on My Account at the top of the page and change your password.

http://www.mail.office365.com/

mailto:[email protected]


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