operations policy€¦ · 2. pipa protects individual privacy by requiring private-sector...

The Hanna and District Association for Lifelong Learning (HDALL) is a registered not-for-profit society,

operating as the “Hanna Learning Centre”.

OPERATIONS POLICY This document contains policy and procedures approved by the Management Team of the Hanna Learning

Centre and cannot be altered or amended with the permission of the Management Team.

Approved: April 24, 2009

Revised: May 1, 2012

1.0 Development of Operations Policy ................................................................................................ 3

2.0 Management Team ...................................................................................................................... 4

3.0 Freedom of Information and Privacy ............................................................................................. 5

4.0 Personnel Files ............................................................................................................................. 6

5.0 Payroll Records ............................................................................................................................ 7

6.0 Information Management .............................................................................................................. 8

7.0 Managing, Archiving & Destroying Files ..................................................................................... 10

8.0 Employee Safety ........................................................................................................................ 11

9.0 Code of Ethics ............................................................................................................................ 12

11. Personal safety and legal obligations supersede this policy. ...................................................... 12

10.0 Intellectual Property .................................................................................................................... 13

11.0 Use of Memorandum of Agreement ............................................................................................ 14

12.0 Fund Development ..................................................................................................................... 15

13.0 Barriered Learner Fund .............................................................................................................. 16

14.0 Program Procedures Manual ...................................................................................................... 17

15.0 Expense Claims .......................................................................................................................... 18

16.0 Staff Gifts .................................................................................................................................... 19

17.0 Marketing and Publications ......................................................................................................... 20

18.0 Inventory ..................................................................................................................................... 21

19.0 Office Supplies ........................................................................................................................... 22

20.0 Software Licensing ..................................................................................................................... 23

21.0 Permission .................................................................................................................................. 24

22.0 Public Access ............................................................................................................................. 25

23.0 Public Services ........................................................................................................................... 26

24.0 Equipment Rental ....................................................................................................................... 27

25.0 Use of Meeting Space ................................................................................................................ 28

26.0 Exam Invigilation ........................................................................................................................ 29

27.0 Accounting Practices .................................................................................................................. 30

28.0 Computer/Network Access ......................................................................................................... 31

29.0 Grant Budget Preparation ........................................................................................................... 33

30.0 Shipping & Receiving ................................................................................................................. 34

31.0 Company Issued Credit Cards .................................................................................................... 35



1.0 Development of Operations Policy

POLICY: Operations Policy will be developed and approved by the Management

Team. In order to remain current, changes, additions and reviews will be the

responsibility of the Management Team.

Procedure:

1. Employees may identify the potential need for a new or revised operations policy. When a need for a

policy is identified, this will be addressed formally through staff or management meetings.

2. After determining whether the need is for policy or procedure, the Management Team may delegate a

staff member to carry out the development based on the content required.

3. Policy formatting will be consistent in all policies.

4. The policy will be presented to the Management Team for review and approval.

5. The Management Team will ensure circulation of the all new approved policies.



2.0 Management Team

POLICY: To ensure effective management and strategic leadership of the Hanna

Learning Centre programs and employees, a Management Team may be

implemented, at the discretion of the Executive Director.

PROCEDURE:

1. The Management Team will be a supportive group with the Executive Director heading the team.

2. The Team shall consist of a maximum of five (5) people, one of which is the Executive Director.

3. The members of the Management Team shall be nominated by the current Management Team members

and final approval shall be made by the Executive Director.

4. The Management Team will be responsible for development, maintenance and implementation of

Personnel Policy and Operations Policy.

5. The Management Team shall follow the Terms of Reference.



3.0 Freedom of Information and Privacy

POLICY: Hanna Learning Centre respects the privacy of each individual's personal

information and will adhere to the Personal Information Protection Act (PIPA)

and Freedom of Information and Protection of Privacy Act (FOIP) requirements

regarding collection, disbursement and destruction of records, personal and/or

financial to ensure that contractual obligations are met.

Procedure:

1. Hanna Learning Centre takes steps to protect the privacy of clients and the confidentiality of their

personal information. Personal information will be collected for the purpose of operating and

administering our programs and services and will only be disclosed to other persons where appropriate

to conduct business, or permission has been granted or where the law requires it.

2. PIPA protects individual privacy by requiring private-sector organizations to obtain consent for the

collection, use and disclosure of personal information in most cases, and provides individuals with a

right of access to their own personal information. For further information visit the website

pipa.alberta.ca.

3. FOIP allows an individual access to any record in the custody or under the control of a public body,

including a record containing their own personal information. For further information visit the website

foip.alberta.ca.

4. Individuals wishing to make a complaint about Hanna Learning Centre's response to their freedom of

information (FOIP) request or the improper handling of their personal information by the Hanna

Learning Centre will be referred to the office of the Information and Privacy Commissioner for Alberta

by phoning 1-888-878-4044 or visit the Commissioner's web site at oipc.ab.ca for more information.



4.0 Personnel Files

POLICY: The Employee Personnel files shall be maintained by Corporate Services

and kept in a secure location.

Procedure:

1. The information contained in Personnel Files is strictly confidential. Access to specific information may

be obtained through the Executive Director.

2. Personnel files are maintained for several reasons:

a. To ensure that legal, regulatory, and procedural requirements have been met; b. To provide a basis for making personnel decisions (ie. benefits, salary, termination); c. To assist with Human Resources’ management.

3. Personnel files shall include the following:

a. Application form and/or resume; b. Reference check documentation; c. Offer of Employment; d. Job Description; e. Leave request forms and any applicable medical certificates, if any; f. Emergency Contact Sheet; g. Performance Evaluations and Peer Evaluations; h. Professional Development and training completed; i. Employee counseling records, if any; j. Confidential correspondence with employee, if any; k. Termination information and/or letter of resignation; l. Letters of recommendation.

4. Employees should communicate any changes in personal information such as benefit status, name,

address or phone number.

5. After resignation or termination, Personnel files shall be kept on file for a minimum of two (2) years and

then be destroyed.



5.0 Payroll Records

POLICY: The Employee Payroll records shall be maintained by Bookkeeping and

stored in a secure location.

Procedure:

1. The information contained in Payroll records are strictly confidential. Access to specific information

may be obtained through the Executive Director.

2. Payroll records are maintained to:

a. Ensure that legal, regulatory, and procedural requirements have been met; b. Keep track of time worked, salary increases, tax information, benefit information, sick time,

vacation and personal days used and available.

3. Payroll records shall include the following:

a. Copy of Offer of Employment b. Home address and telephone number c. Birth date d. Social Insurance Number e. Hiring dates f. Benefit information g. Tax information h. Record of Employment

4. Employees should communicate any changes in personal information such as benefit status, name,

address or phone number.

5. After resignation or termination, Payroll records shall be kept on file for a minimum of seven (7) years

and then be destroyed.



6.0 Information Management

POLICY: The Hanna Learning Centre will ensure that personal information of

employees, volunteers and clients is handled in a safe and responsible manner.

Definition:

Personal Information means information about an identifiable individual but does not include the following ‘business card’ type information:

a. individual’s name and job title; b. business telephone number; c. business fax number; d. business email address.

Otherwise, personal information includes the following: a. Home address, telephone number and email address; b. Race, national or ethnic origin, colour, religious or political beliefs or associations; c. Age, sex, marital status or family status; d. Identifying number, symbol or other particular assigned to the individual; e. Fingerprints, other biometric information, blood type, genetic information or inheritable

characteristics; f. Health and health care history, including information about a physical or mental disability; g. Educational history; h. Financial, employment or criminal history; i. Other persons’ opinions about the individual; j. The individual’s personal views.

Procedure:

1. Personal information will be collected for the purpose of operating and administering Hanna Learning

Centre programs and services.

2. Any reason for collecting personal information will be identified at the time of collection or before the

information is collected.

3. Personal information will be used only for the purpose for which it was collected unless consent has

been given. Written consent is required before the information may be used for any other purpose.

4. Personal information collected will be accurate, complete and as up to date as is necessary for the

purposes for which it is to be used.

5. Personal information will be kept in a secure manner and protected from theft, loss and unauthorized

access. In the event of unauthorized access, use, disclosure, theft or loss of personal information, the

affected persons will be informed.

7. Access to client personal information will be restricted to authorized employees.

8. Hanna Learning Centre staff are bound by their Oath of Confidentiality. Employees who violate this Oath

are subject to disciplinary action, up to and including termination.



9. In the event of a breach of confidentiality, or where personal information is disclosed or lost, the Hanna

Learning Centre will follow these steps:

a. The person who discovers the breach will provide notification without unreasonable delay.

b. The notification will include a brief description of what happened, including the date of the

breach or the date of its discovery, a description of the types of personal information involved,

and what has been done to investigate the breach.

c. The notification will be given to the Corporate Services Coordinator or Executive Director for a

formal investigation and in order to notify the clients that are affected.

d. If the breach affects funding contractual obligations of any kind, notification via telephone,

followed up with a written confirmation of steps taken will be made to the funder immediately.

10. Information management practices and compliance to this policy shall be the responsibility of the

Program Coordinator of each department. Further, the Program Coordinator shall ensure that any

collection, use and disclosure of the personal information shall adhere to the funder’s policies and/or

regulations. Each Program Coordinator will be responsible for the secure storage and destruction of

records containing personal and/or financial information in accordance with policy and once the

retention time has passed.

11. Hanna Learning Centre will keep personal information for two (2) years, unless it pertains to financial

records, which will be kept for seven (7) years.

12. An individual may request access to all of his or her personal information and the Hanna Learning

Centre will inform them of the existence, use and disclosure of that information. The individual has the

right to challenge the accuracy and completeness of the information and have it amended as

appropriate. The organization will respond to an individual’s request within a reasonable time and at

minimal or no cost to the individual.

13. In the case of a challenge from a client:

a. Any complaint with respect to client information collected, used or disclosed by the Hanna

Learning Centre shall be first addressed by the Program Coordinator;

b. If the complaint is not resolved then it shall be referred to the Privacy Coordinator of the specific

funder;

c. If the complaint is not resolved at that level, the complainant is entitled to refer this matter to the

Information and Privacy Commissioner of Alberta.

14. In the case of a challenge from an employee or volunteer:

a. Any complaint with respect to employee or volunteer information collected, used or disclosed by

the organization shall first be addressed by the Program Coordinator;

b. The Coordinator shall provide a written response to the complaint within 30 days;

c. If the complaint is not resolved at that level, it shall be referred to the Chairperson of the Board

of HDALL.

15. This policy and its practices are subject to review by any and all clients, volunteers and employees at

their request.



7.0 Managing, Archiving & Destroying Files

POLICY: Files will be stored securely and inactive files will be destroyed

according to procedure.

Procedure:

1. Records relating to finances shall be retained in a secure location.

2. Financial records will be retained for seven (7) years after which they will be destroyed.

3. Personnel records will be retained in a secured location during active employment. Once employees

leave the organization their records will be retained for two (2) years after which they will be destroyed.

4. Each Program Coordinator will be responsible for secure storage and destruction of records containing

personal and or financial info in accordance with policy once retention time has passed.

5. The IT Administrator and/or contractor is responsible for the weekly backups of computer information

and for retaining these backups in a safe place off-site.

6. Exceptions to this policy can be made at the discretion of the Executive Director or a member of the

Management Team.



8.0 Employee Safety

POLICY: Hanna Learning Centre will have safety measures in place for their

employees.

Procedure:

1. Panic Button Key Fobs will be available to the reception areas, the career offices and the literacy offices.

2. A Fire Safety plan will be maintained by Corporate Services.

3. A Security System is in place for the office space and will be maintained by the Reception staff.

4. Policy will be in effect for the Work Environment (Personnel Policy #18.0).

5. Staff in career, literacy and reception will be trained in First Aid and this will be maintained by

Corporate Services.

6. Risk Management will be in place for all work and volunteer activities.



9.0 Code of Ethics

POLICY: Hanna Learning Centre will have a Code of Ethics that will be consistent

with the values of the organization.

Procedure:

1. An Oath of Confidentiality is signed by all employees at orientation.

2. All persons will respect and maintain the confidentiality of information gained as a volunteer or

employee, including, but not limited to, all computer software and files, the Hanna Learning Centre’s

business documents and printouts, and all volunteer, employee, membership, board and client records:

a. Confidentiality is defined as not sharing any personal information about clients or staff

b. Confidentiality involves meeting with clients in a private area and informing them of the

professional & legal boundaries around confidentiality

c. Confidentiality involves recording with no identifying information and keeping private

information in a secure location at all times

3. Hanna Learning Centre staff and volunteers shall be respectful and courteous of each other and all

clients:

a. All persons are entitled to respect and dignity

b. Respect is shown through quick, efficient service as well as in polite and courteous speech and

mannerisms

4. Honesty, integrity and loyalty will be practiced by all staff and volunteers:

a. Honest and accurate reporting, honoring promises for action, practicing the honor systems of the

organization

b. Loyalty and integrity shall be practiced in the community and within the organization

5. Professionalism shall be maintained by all staff and volunteers in all aspects when dealing with clients

and the community.

6. The Hanna Learning Centre has a zero tolerance policy with respect to personal harassment in any form.

7. The Hanna Learning Centre occupies a position of trust with service users and shall act at all times to

preserve that trust.

8. All staff and volunteers will promote the mission and objectives of the Hanna Learning Centre in all

dealings with the public.

9. All staff and volunteers will provide a positive and valued experience for those receiving services within

the Hanna Learning Centre.

10. All staff and volunteers will act with fairness, honesty and integrity and in accordance with any

professional standards and/or governing laws and legislation.

11. Personal safety and legal obligations supersede this policy.



10.0 Intellectual Property

POLICY: The Hanna Learning Centre owns the intellectual property created by its

employees.

Procedure:

1. The Hanna Learning Centre owns intellectual property:

a. If intellectual property is created by an employee within the scope of employment;

b. If the intellectual property is created on Hanna Learning Centre time, with the use of

organization facilities or financial support;

c. If the intellectual property is commissioned by the Hanna Learning Centre or one of its programs

pursuant to the signed contract or if it fits within one of the nine categories of works considered

works for hire under copyright law;

d. If intellectual property results from research supported by Hanna Learning Centre funds or third

party sponsorship.

2. Intellectual property includes, but is not limited to:

a. inventions

b. discoveries

c. trade secrets

d. trade and service marks

e. writings

f. art works

g. software

h. literary works

i. pictures

All files, records and reports acquired or created in the course of employment are the property of the

Hanna Learning Centre.

3. The Hanna Learning Centre is legally entitled to all of the rights for ideas, inventions and works of

authorship relating to its business that are made by employees during the scope of their employment or

by using the resources of the Hanna Learning Centre.

4. Any exceptions to this policy must be approved by the Executive Director.



11.0 Use of Memorandum of Agreement

POLICY: When Hanna Learning Centre enters into any financial cost sharing,

income sharing or grant sharing project, there will be a Memorandum of

Agreement in place.

Procedure:

1. A Memorandum of Agreement is a document written between parties to cooperatively work together on

an agreed upon project or meet an agreed upon objective.

2. A Memorandum of Agreement will:

a. Set policy and procedure in place to ensure an effective working relationship between the parties entering into the agreement;

b. Set out what each party is responsible for; c. Be an official document designed to ensure consistency in the administration of programs or

projects.



12.0 Fund Development

POLICY: Hanna Learning Centre will strive to ensure that fund development

activities and opportunities are consistent with its Strategic Plan.

Procedure:

1. In considering fund development activities, the following questions should be asked:

a. Does it address the Hanna Learning Centre’s Strategic Plan?

b. Would it violate existing agreements with funding organizations?

2. Hanna Learning Centre seeks fund development partnerships and relationships that share the

organizations values and that:

a. Bring together organizations and partners with different strengths to support each other,

b. Help meet the community’s needs, and

c. Support a wide range of career and education services.

3. The Executive Director has the ultimate authority to negotiate fund development opportunities on

behalf of Hanna Learning Centre.

4. The Executive Director may designate members of staff to judge that acceptance of a specific fund

development opportunity falls within the intent of this policy.

5. Fund development opportunities will be discussed and approved by the Executive Director or the

Management Team.

6. Staff and consultants who pursue funding opportunities on behalf of Hanna Learning Centre must:

a. Have no vested interest that could result in personal gain;

b. Disclose immediately to Hanna Learning Centre any actual or apparent conflict of interest;

c. Act with fairness, integrity, openness, and in accordance with all applicable legislation; and

d. Discourage the perception of conflict of interest between Hanna Learning Centre and sources of

any fund development resources, to the greatest extent possible.



13.0 Barriered Learner Fund

POLICY: Hanna Learning Centre will allocate a budget line for learners with

barriers to assist with registration fees.

Procedure:

1. Individual requests must be made at the time of registration.

2. CALP Program Coordinator may approve requests up to the approved budget amount only.

3. Each request is assessed on individual merit and all other funding options are explored with the client

before Learner subsidy is approved.



14.0 Program Procedures Manual

POLICY: Hanna Learning Centre staff will develop and maintain a Procedures

Manual relevant to each program operated by the organization.

Procedure:

1. The Coordinator of each department will be responsible for the development and maintenance of a

Procedures Manual for their program.

2. The manual will contain:

a. Sources of funding

b. Timeline of events

c. Templates of documents

d. Fund Reporting and other Processes

e. Other relevant information

3. The manual will be in place to ensure that the program will continue to run uninterrupted even with a

change of staffing.

4. The manual will be reviewed and updated on an annual basis as required.



15.0 Expense Claims

POLICY: HANNA LEARNING CENTRE will reimburse employee expenses related

to professional development training and attendance at work related meetings

outside of the facility.

Procedure:

1. Hanna Learning Centre will follow the “Guide to Alberta Government Employees – Claiming Travel

Expenses” for mileage rates as indicated on May 1st of each year.

2. Meals will be reimbursed with receipts to a maximum of $65.00 per day. If no meal receipts are

available, the employee may claim $10.00 per day for meals.

3. An Expense Claim form will be used by all employees and submitted within 30 days of when the

expense was incurred or as soon as possible.

4. The Expense Claim form will be completed, printed and signed by the employee.

5. The Expense Claim form will be approved by the employee’s supervisor and then forwarded to the

Accounting Department for payment.



16.0 Staff Gifts

POLICY: Hanna Learning Centre will acknowledge employees upon special

occasions as approved by the Management Team.

Procedure:

1. The staff at the Hanna Learning Centre will collect money for a baby gift or wedding gift for a co-worker.

2. In the case of a new baby, the Hanna Learning Centre will purchase a gift for mom from the

administration funds. The maximum cost of this gift is $50.00.

3. When an employee resigns from their job at the Hanna Learning Centre the employee is given a gift from the organization as follows: a. For less than 3 years of service - $25.00 gift card/certificate b. For 3 – 5 years of service - $35.00 gift card/certificate c. For 5 – 8 years of service - $50.00 gift card/certificate d. For over 8 years of service - $75.00 gift card/certificate

4. The organization will pay for these gifts from administration funds.

5. If an employee is let go by the administration of the organization, no matter how many years of service,

the Executive Director will decide what the organization will provide as a gift, if anything.



17.0 Marketing and Publications

POLICY: All major items produced or published by the Hanna Learning Centre

and bearing its name, will follow accepted practices as approved by the

Management Team.

Procedure:

1. Organizational standards will be set for all materials created by the Hanna Learning Centre.

2. Any promotional documents developed must meet organizational standards and be approved by a

Program Coordinator.

3. A minimum of three (3) people will proof-read and edit all publications before being released.

4. A Marketing Team will be established and they will follow the Terms of Reference.

5. The Marketing Team will assist with marketing, planning and promotional activities for all programs,

recognizing that the content will be the responsibility of the individual Program Coordinator.



18.0 Inventory

POLICY: Hanna Learning Centre will maintain a current inventory of all

equipment and supplies.

Procedure:

1. The Executive Director will designate a staff member to maintain a complete inventory for the Hanna

Learning Centre, to be reviewed on an annual basis.

2. A Capital Asset ledger will be maintained by the Bookkeeper and submitted for audit annually. This

ledger will include item descriptions, identifying numbers, purchase value, depreciation value by year,

and current value for the fiscal year-end.

3. Office equipment and computers may be for sale to the public at the discretion of the Executive Director.

4. The complete inventory will be appropriately stored on the server according to Knowledge Management

Practices.



19.0 Office Supplies

POLICY: All office supplies shall be ordered according to budgets.

Procedure:

1. It is the responsibility of the receptionist to ensure that there are sufficient office supplies available.

2. The receptionist will be responsible for the ordering of all office supplies and he/she will ensure that

Hanna Learning Centre receives the best prices available, in a timely fashion.

3. Hanna Learning Centre staff will ensure that they utilize existing office supplies prior to requesting new

supplies.

4. A staff request for a single order over $200.00 requires prior approval from the Executive Director or a

Management Team member.

5. Office supplies does not include IT supports and accessories, office furniture and accessories or

infrastructure.



20.0 Software Licensing

POLICY: Hanna Learning Centre will follow expected Terms of Agreement with

software licensing.

Procedure:

1. It is the responsibility of all staff to understand the Terms of Agreement when purchasing and installing

software onto the computers. Management must first approve the need for specific software.

2. Hanna Learning Centre qualifies as an education provider for purchasing software at the reduced rate.

3. Hanna Learning Centre qualifies as a not-for-profit for discounted pricing with TechSoup.

4. It is the responsibility of the IT Administrator to research different licensing options and present the

best options for approval by the Executive Director.



21.0 Permission

POLICY: Hanna Learning Centre will ensure that permissions are obtained when

necessary.

Procedure:

1. If the Hanna Learning Centre requires pictures or personal information of an individual for promotional

use, a staff member will be responsible for filling out the “Permission for Use Agreement Form”,

complete with the information required listed and the appropriate signatures.

2. If the individual is a minor, permission must be provided by a parent or guardian.

3. Any information or graphics that have copyrights attached must obtain written permission prior to use.



22.0 Public Access

POLICY: The Hanna Learning Centre will provide public access to specified

computers and equipment.

Procedure:

1. The use of public access computers shall be limited to specific areas falling under the mandates of career

assistance, research, distance learning, literacy assistance, programming information, internet and

software tutorials, and any other related types of employment or educational use (as per funding

agreement).

2. Public access for the purpose of sending or retrieving personal email will be permitted.

3. Client access time will be limited based on client needs and scheduling demands.

4. Failure to adhere to this Public Access policy will result in immediate termination of use.



23.0 Public Services

POLICY: The Hanna Learning Centre will provide photocopying, faxing and

printing services to the public, as per the Schedule of Fees.

Procedure:

1. The Hanna Learning Centre will provide data entry and printing services of personal documentation to

the public for an hourly or scheduled fee. Individuals requesting assistance with data entry for any

personal documentation will be informed of associated fees.

2. Printing from the Internet will be subject to the fees of printing as indicated by the “Schedule of Fees”.

3. Staff is required to pay for the use of office equipment and supplies. Belonging to volunteer

organizations does not qualify employees to use supplies free of charge.

4. Receipts must be issued for all paid fees regardless of minimal cost.

5. The fees shall be noted on the “Schedule of Fees” and this will be posted in the Reception area visible to

members of the public.

6. The Management Team will review the fee schedule annually.



24.0 Equipment Rental

POLICY: Hanna Learning Centre will provide access to equipment on a rental

basis.

Procedure:

1. Equipment rental will be subject to availability and payment of fees.

2. The equipment must be booked through the reception staff prior to use and the “Equipment

Usage/Waiver Agreement” must be completed prior to release. The equipment must be returned at the

time agreed.

3. The front-end staff shall have the responsibility to ensure that the equipment rental forms are

completed, payment is made and the equipment is in good condition and in working order prior to

renting it out and again when it is returned.

4. The party using the equipment is responsible in the event of damage or theft and will be responsible for

the cost of the deductible to cover replacement.

5. The Management Team shall set the fees for rent and these will be noted on the “Schedule of Fees” and

this will be posted in the Reception area visible to members of the public.

6. The front-end staff has the authority to not rent equipment to users that have failed to follow the rules

previously.

7. Exceptions to the policy will be at the discretion of the Executive Director or a member of the

Management Team.



25.0 Use of Meeting Space

POLICY: Hanna Learning Centre will provide the public with access to meeting

rooms or spaces within our leased space.

Procedure:

1. Access to Hanna Learning Centre space must be approved and booked in advance.

2. The Management Team will set fees to cover the direct costs as indicated in the “Schedule of Fees”. This

may include but is not limited to staff time outside of office hours, coffee, use of equipment, etc.

3. Outside regular office hour supervision is required at the Management Team’s discretion.



26.0 Exam Invigilation

POLICY: Hanna Learning Centre will provide the necessary supports to invigilate

exams.

Procedure:

1. The Hanna Learning Centre provides space and staff time to invigilate exams.

2. The fee shall be noted on the “Schedule of Fees” and this will be posted in the Reception area visible to

members of the public.

3. The front-end staff will be responsible for booking the appointments and collecting payment.

4. Clients will be informed of the fees for exam invigilation upon arranging scheduled exam dates. This fee

will be collected upon exam completion, and the method of mailing will be arranged according to the

institute issuing the exam to determine postage fees.



27.0 Accounting Practices

POLICY: All financial management will be consistent with generally accepted

accounting principles. All financial information will be reviewed at each Board

meeting. This will include the latest copies of the balance sheet, income and

expenses and bank reconciliation.

PROCEDURE:

1. The organization will maintain all financial information on a computerized accounting program.

2. All financial records, including receipts, deposits and cheque books will be kept at Hanna Learning

Centre for seven (7) years.

3. All bank accounts, chequing and/or savings require two out of four signatures. Authorized signers are

the Executive Director or another designated management staff member and the Treasurer or one other

Executive member as designated by the Board.

4. Expenses deemed as Capital Expenses will be anything over $500.00.

5. All cash and cheque transactions require numbered receipts to be issued, with the exception of petty

cash and the photocopy/fax fund as these funds are balanced and accounted for with carbon receipts

attached before they are received into the accounting system.

6. All expenses over $500.00 must be approved by the Executive Director and will be stamped and signed

when approved. In the event that the Executive Director is unable to sign for this purpose, she/he shall

appoint another designated management staff member to have this signing authority

7. For Accountability, no person taking cash for goods or services may complete the bank deposit. Also,

bank reconciliation will be either completed by or checked by a senior staff member or a Board member

who is not involved in the issuing of cheques.

8. It will be the responsibility of the Bookkeeper to inform the Executive Director of any operating surplus.

At the discretion of the Executive Director, this money will be placed in a short-term GIC to collect

interest.

Reference: Governance Policy #16.0



28.0 Computer/Network Access

POLICY: Access to Hanna Learning Centre’s staff computers and network access is

for authorized persons only.

Policy Statement:

This policy governs all hardware, software, and related peripherals used in connecting to the network are included in this policy, as well as all computers owned or leased by HLC shall be included under this policy.

Procedure:

1. Access to HLC computers and resources is granted solely to HLC staff and individuals outside HLC who

are authorized to use the services. HLC reserves the right to limit or extend computing privileges and

access to its resources.

2. Computers and network resources can provide access to resources both on and off site. Such open

access is a privilege, and requires that individual users act according to Personnel Policy #7.0 and

Operations Policy #9.0.

3. HLC computers, networks, and other information resources (i.e., Web pages) may not be used in any

manner prohibited by law or disallowed by licenses or contracts. Staff and individuals are accountable

for the information they publish across computing resources, and they must be aware of HLC policies

regarding confidential information, harassment, use of HLC computers, and intellectual property.

4. Individual access to network folders are based upon the program that the staff member is attached to

and the needs of that program. This will be at the discretion of the HLC staff member assigned to IT

Administration.

5. Acceptable Use Guidelines are in place for all users of HLC computers and networks:

a. Access is for HLC use only.

b. All users are expected to exercise responsible and ethical behavior when using these networks.

c. Activity on all network levels is subject to HLC guidelines, as well as all applicable local,

provincial, federal, and international law.

d. Even though security measures are in place, be aware that sometimes information on networks

can be accessed. Do not put information on line that you do not want others to have access to (i.e.

credit card, bank account numbers, etc.)

e. Unauthorized use of copyrighted materials is prohibited.

f. HLC reserves the right to examine, modify or remove any or all data stored in computers that are

part of these networks to make sure that all users are in compliance with these guidelines.

6. Security for access to the Network must be followed:

a. Use only account(s) assigned to you.

b. If you think someone has accessed your account, or has information about your account, notify

the HLC staff member assigned to IT administration immediately.



c. If you identify any security problems, notify the HLC staff member assigned to IT administration.

Do not show or identify a security problem to other users.

7. There will be no tolerance for vandalism, destruction, unauthorized access of data or files or

harassment:

a. Do not upload, download, or use any computer programs or hardware that will record or

otherwise give access to passwords or other information to allow unauthorized access to a

computer or account.

b. Do not upload or download any malicious program or other program designed to destroy or in

any way compromise the operation of any computer, server, Network system or data.

8. There are responsibilities that come with access to the Network:

a. All users are responsible for their user accounts and activities on those accounts

b. Users are subject to all applicable laws when using these networks. Violation of any rules may

result in disciplinary or legal action from within HLC as well as from outside legal authorities.

c. Users will not search for or participate in any activity on any network that is obscene,

threatening, or contrary to the programming pursuits of HLC.

9. There are penalties if access to the Network is compromised:

a. Any user violating these provisions may lose network privileges temporarily or permanently.

b. Users are subject to all other rules and laws applicable when using these networks, and may be

punished under HLC Policy, as well as criminally prosecuted.

c. Users may be held responsible for any financial costs incurred as a result of malicious or

intentional actions that cause damage to any aspect of the networked system.



29.0 Grant Budget Preparation

POLICY: All budgets for grant/fund applications from the Hanna Learning Centre

will have standardized costs.

Procedure:

1. Administration costs for grant budgets will include staff time and organizational overhead as indicated

on the “Grant Budget Fee Schedule”.

2. Volunteers will be billed at grant allowances or current market value.

3. Mileage rates will follow the Government of Alberta rates that are effective May 1st of that year.

4. Other travel expenses will follow the current HLC expense claim rates.

5. In kind contributions will reflect the value of the product or services at the time of application and as

agreed upon by the provider.

6. Office supplies/furniture/computers, etc, will be indicated at the catalogue value or at quote received.

7. Other miscellaneous costs will follow the current rates as indicated in the “Schedule of Fees”.



30.0 Shipping & Receiving

POLICY: All products will be inspected and delivered to the ordering person by

the receptionist.

Procedure:

1. The receptionist is responsible for all ordering of office supplies as per Operations Policy #19.0.

2. The receptionist shall:

a. Receive and inspect goods or materials for HLC purposes

b. Authorize return of goods or materials originally ordered for HLC staff

3. The receptionist shall make a preliminary inspection of all cartons at the time of delivery. After receiving

the shipment, all cartons shall be opened and inspected for proper count and identification, damage,

overage or shortage, and problems that can be detected.

4. The receptionist shall ensure that the packing slip is inspected against the items received and will

forward this to the bookkeeper.

5. The receptionist will appoint an alternate in her absence.

6. The staff shall notify the receptionist of any expected deliveries.



31.0 Company Issued Credit Cards

POLICY: HANNA LEARNING CENTRE will have a company Visa account.

Procedure:

1. Three Visa Credit Cards will be issued for use in the organization, as follows: a. Executive Director b. Acting Executive Director c. Manager for Career & Literacy departments

2. Individuals holding Company Credit Cards are responsible for:

a. Using the cards only for their intended purpose b. Retaining receipts and providing explanations for all company credit card transactions c. The employee is expected to submit the receipts in a timely manner

3. The Bookkeeper is responsible for:

a. Ensuring that all credit card transactions are properly authorized b. The bookkeeper shall schedule the invoice for payment according to the terms of the credit card

contract, and so as to avoid unnecessary late payment charges c. Arranging credit or transaction-level limits for individual cards

4. Each employee receiving the Company Credit Card shall read and sign the “Acknowledgement and

Responsibility Form”.

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