CRESTFIELD CAMP AND CONFERENCE CENTER

HIRING POLICY AND PROCEDURE

The work of Crestfield Camp and Conference Center is carried on to further the ministry and mission of Pittsburgh Presbytery. Presbytery seeks in all matters to glorify God and bear faithful witness to the Gospel of Jesus Christ.

If there is a conflict between this policy and the Presbytery Personnel Manual, the Presbytery Personnel Manual will prevail. This document is considered to be a supplement to the Presbytery Personnel Manual.

This manual pertains to all job classifications of employment that are described in Section V below:

I. EQUAL EMPLOYMENT OPPORTUNITY AND AFFIRMATIVE ACTION

Policy:

Crestfield Camp and Conference Center, which is owned and operated by Pittsburgh Presbytery, is committed to equal employment opportunity for all qualified persons, without regard to race, color, ancestry, national origin, age, sex, marital status, sexual orientation, physical or mental disability or mental status. Crestfield expects all employees to show respect and sensitivity toward all employees and to demonstrate a commitment to the Presbytery’s equal opportunity objectives.

Crestfield serves a population which mirrors the diversity of Allegheny County. Every attempt will be made to recruit a staff which reflects this diversity. Staff training includes a segment which discusses diverse backgrounds, educational experiences and techniques for effective counseling with the campers.

Procedure:

Employees who believe they have been the subjects of discrimination should report such acts to the appropriate supervisor, the Executive Director of Crestfield, the Pastor to the Presbytery, and the Chair of the Personnel Committee of Council or any member of the Personnel committee. Such reports will be investigated promptly. There will be no retaliation against any employee who reports or participates in an investigation of such acts. The results of the investigation will be reported to the employee.

II. EMPLOYMENT PROCEDURES

Policy:

The Executive Director of Crestfield in consultation with the Pastor to the Presbytery and the Personnel Committee authorizes the recruitment of organization-approved budgeted positions. The hiring manager will obtain approval from the Executive Director in consultation with the Pastor to the Presbytery to fill an open position.

Procedure:

The following process will be followed in the hiring of full-time and part-time positions, including seasonal employees:

Preparation:

1. Hiring Manager and Executive Director in consultation with the Pastor to the Presbytery and the Personnel committee will revise the job description as appropriate in regards to tasks to be undertaken by position and in accordance with Presbytery Personnel Manual.

2. The Pastor to the Presbytery or designee will notify the Chair of the Personnel committee that an opening exists and discuss the need for Personnel Committee support/assistance.

3. The Chair of the Personnel Committee will appoint a committee member to conduct, coordinate or assist in the search and hiring process as appropriate according to the Presbytery Personnel Manual.

Staffing process:

1. Post the position description internally

2. Secure any position referrals

3. Place advertising as needed

4. If necessary, utilize outside search firm or ad-hoc committee.

Selection Process:

1. All applicants must complete Crestfield application form. Returning summer staff applicants may complete an abbreviated application form entitled “Returning Summer Employment Application”.

2. Completed applications are reviewed by hiring manager and/or Executive Director and candidates selected for interview process.

3. Candidates are interviewed by hiring manager and/or Executive Director or others as appropriate.

4. Review Crestfield benefits and request salary expectations with candidates.

5. Additional follow-up interviews are conducted, as appropriate.

6. Final candidate references are confirmed.

7. Candidates must qualify for the position (regardless of the position applied for) under PA Acts 33 (Pennsylvania Child Abuse History) and 34 (Criminal History check with Pennsylvania State Police).

8. Hiring manager makes final determination/selection in conjunction with Executive Director as needed.

9. Determine salary offer consist with Presbytery salary scales

10. Extend offer with follow-up letter or work agreement.

11. Agree on starting date.

Post Selection Process:

1. Send letter to unsuccessful candidates.

2. Executive Director will provide Work Agreement to employee that describes terms and conditions of employment. This must be fully executed prior to beginning the orientation period.

3. Executive Director or designee will provide orientation for the new employee, to include benefits sign-up when eligible and other administrative items.

4. Hiring Manager will provide an orientation program for the new employee. For summer camp staff:

           a. Resource material will be provided to summer staff after work agreement is fully executed.

b. Orientation will be approximately 10-11 days prior to the start of the summer camping program. Staff are expected to attend all days of this orientation period, unless absence excused in writing by Program Director in consultation with the Executive Director.

c. Staff hired after the scheduled orientation is completed will be required to complete a leadership training program under the direction of the Program Director prior to assuming their assigned role on staff.

4. Orientation days will be paid, working days.

III. EMPLOYMENT ELIGIBILITY VERIFICATION

Policy:

Crestfield will follow the policy of Pittsburgh Presbytery to provide employment only for those individuals who have the legal right to work in the United States, either through citizenship (by birth or naturalization), by permanent Residence status or by possession of a temporary visa issued by I.N.S. (See Employment Eligibility Verification Policy of Pittsburgh Presbytery Personnel Manual)

Additionally, because Crestfield cares for minor children in loco parentis, appropriate clearance checks will be conducted as determined necessary by state and local regulations, accrediting bodies and insurance provider.

Procedure:

Each candidate for employment, including a U. S. citizen, must verify his/her legal right to work in the United States. Verification will be done by filling out forms, which are supplied by I.N.S. (Form I-9).
Candidates must qualify for the position (regardless of the position applied for) under PA Acts 33 (Pennsylvania Child Abuse History) and 34 (Criminal History check with Pennsylvania State Police).
Criminal background checks will be completed by filling out the form provided. If the criminal background check reveals that the applicant has a documented felony for an act of child molestation or rape, the applicant will not be hired. Because Crestfield supports the philosophy of social justice and reconciliation, any other documented felony occurrences will need to be approved by the Executive Director in consultation with the Pastor to the Presbytery and the Presbytery Personnel Committee.
Driving record verification will be completed by filling out the form provided by the insurance agency. Any major moving violation, such as Driving under the influence, hit and run and exceeding the speed limit by 15 mph or greater, within the past 3 years will disqualify the applicant to drive campers or camp vehicles.
All forms must be signed by both the employee and the employer and must be retained in the personnel files for a minimum of three years or one year after an employee is terminated, whichever is greater.

IV. CONFLICT OF INTEREST

Policy:

Crestfield does not condone a conflict of interest in hiring or supervising employees or in relationship with service providers.

Procedure:

An individual should not directly supervise a relative or an individual sharing the same household. A relative is defined as a person related to an employee by blood, marriage or adoption.

The selection of a supplier, vendor or consultant should follow generally accepted evaluation guidelines and/or bid process. In the event a vendor does have a relationship conflict with an employee, there should be open disclosure of the potential conflict prior to final selection.

V. EMPLOYMENT CLASSIFICATIONS

A. Four classifications of employment exist:

1. Full Time- Employees who are not in a temporary status and who are regularly scheduled to work a full time schedule of thirty seven and one half (37.5) hours a week. Such employees are eligible for the full benefit package.

2. Part Time (with benefits)- Employees who are regularly scheduled to work less than a full time schedule but at least twenty (20) hours a week. Such employees are eligible for a pro-rated portion of the benefit package.

3. Part Time (limited benefits) - Employees who are not in a temporary status and who are regularly scheduled to work less than twenty (20) hours a week. While they do receive all mandated benefits (such as Worker’s Compensation and Social Security), they are ineligible for other Presbytery benefit programs.

4. Temporary- Employees hired to temporarily supplement the workforce or to assist in the completion of a specific project. Employment assignments in this category are for a limited period of time. No employee will remain on a temporary status for more than 180 days without the approval of the Pastor to the Presbytery. Temporary employees only receive legally mandated benefits (such as Worker’s Compensation and Social Security.) Summer staff, specifically hired to conduct the summer camping program are classified as temporary employees.

Consultant/Independent Contractor-Individuals working in this capacity are not considered employees of Pittsburgh Presbytery. Presbytery may, through the Pastor to the Presbytery and/or Personnel Committee, engage persons for particular temporary services, such as interns, consulting services or occasional specialized work. In such instances the terms of assignment shall be clearly described and limited to those contained in a written letter of agreement. These personnel policies do not apply to such persons unless indicated otherwise in such letter of agreement. Consultants and independent contractors are not on the payroll and should be paid by invoice.

B. Two categories exist:

1. Exempt- The classification of a position as exempt means the employee is exempt from the requirement of overtime pay for hours worked over 40 in the work week. Exempt employees are expected to manage their professional schedule with minimal direct supervision. It is expected that exempt employees will arrange for days off and vacation within the bounds of a reasonable working scheduled.

2. Non-Exempt- The classification of a position as non-exempt means the employee is paid overtime for hours worked in excess of 40 hours/week at the rate of 1.5 times the regular rate. Straight time is paid for hours worked weekly in excess of 37.5 up to and including 40. All overtime must be pre-approved by a supervisor.

VI. CONDITIONS OF HIRE

Policy

The following terms of hire must be met prior to beginning orientation period:

1. Sign and adhere to Crestfield Code of Conduct

2. Criminal Background Clearance obtained.

3. Fully executed Work Agreement

4. For summer staff that interacts directly with children, the employee must be 18 years of age and older and eligible to have completed the first year of undergraduate studies.

5. Leadership trainee staff for summer counseling or program staff must have completed the Counselor in Training program or its equivalent and be at least 16 years of age. The leadership trainee will not be solely responsible for campers of any age and will not be assigned to campers 16 years of age or older. Leadership trainee staff job descriptions will reflect this limited responsibility. No more than 20% of the overall summer staff will fall into this category

Procedure:

The hiring manager in conjunction with the Executive Director will provide the potential employee with appropriate documents so that signatures and clearances can be obtained prior to the initiation of the orientation period.

It is the responsibility of the Program Director to ensure the appropriate assignment of Leadership Trainees.

VII. MANDATORY TRAINING REQUIREMENT

Policy

Mandatory training will be completed by employee during the orientation period and annually or as scheduled by the Executive Director. Documentation of such training will be maintained in the employee’s personnel file.

Procedure

1. Summer Staff will complete or provide documented proof of current certification:

a. CPR training by a nationally recognized organization

b. First Aid Training

c. American Camp Association education on youth development, particularly as related to camper to camper and camper to staff interactions.

2. Food Service Employees will complete or provide documented proof of current certification:

a. CPR training by a nationally recognized organization

b. Appropriate Hand washing Technique

c. For Cook/Assistant Cook- Serve Safe certification

VIII. EMPLOYMENT AT WILL

Employment is with the mutual consent of the employee and the Pittsburgh Presbytery. Consequently, both the employee and the Presbytery have the right to terminate the employment relationship at any time, with or without cause or advance notice. This employment at will policy constitutes the entire relationship between the employee and the Presbytery policies and procedures may change from time to time, this employment at will policy will remain in effect throughout the term of the employment with the Presbytery, unless it is specifically modified by an express written agreement signed by the employee and the Chair of the Council or Pastor to the Presbytery. This employment at will policy many not be modified by any oral or implied agreement.