Employee Manual
Bright Smiles Community Outreach Coalition
Effective Date: 10/09/2024
Table of Contents:
- Introduction
- Welcome
- Mission, Vision, and Values
- Purpose of this Manual
- Employment Policies
- Equal Employment Opportunity
- Anti-Harassment Policy
- Americans with Disabilities Act (ADA)
- At-Will Employment
- Confidentiality
- Employee Responsibilities and Conduct
- Code of Ethics and Conduct
- Conflict of Interest
- Professionalism and Dress Code
- Attendance and Punctuality
- Use of Company Resources
- Social Media Policy
- Workplace Safety and Security
- Health and Safety Policy
- Emergency Procedures
- Workplace Violence Prevention
- Compensation and Benefits
- Salary and Wages
- Payroll Procedures
- Holidays and Leave Policies
- Sick Leave
- Parental Leave
- Bereavement Leave
- Volunteer Leave
- Professional Development and Performance
- Performance Reviews
- Professional Development and Training
- Career Advancement Opportunities
- Corrective Action and Disciplinary Procedures
- Termination Policy
- Volunteer Management
- Interaction with Volunteers
- Expectations of Staff when Overseeing Volunteers
- Fundraising and External Relations
- Staff Involvement in Fundraising
- Media and Public Relations Guidelines
- Donor Confidentiality and Stewardship
- Grievance Procedures
- Reporting Concerns
- Whistleblower Policy
- Retaliation Policy
- Technology Use and Data Protection
- Email and Internet Usage
- Data Security and Confidentiality
- Acceptable Use of Personal Devices
- Record Retention Policy
- Organizational Structure
- Management Structure
- Roles and Responsibilities
- Chain of Command
- Conclusion
- Acknowledgment of Manual
- Contact Information for Human Resources
1. Introduction
Welcome
Welcome to Bright Smiles Community Outreach Coalition. We are thrilled to have you as part of our team! This manual has been created to give you an overview of our mission, policies, and procedures. We encourage you to familiarize yourself with this information, as it will help guide your time with us.
Mission, Vision, and Values
Our mission is to empower individuals and communities across Ohio and the United States by providing accessible preventative healthcare, comprehensive oral health education, and the necessary resources for adopting sustainable habits and techniques.We are dedicated to fostering a culture of wellness where every person understands the principles of healthy living, enabling them to lead happy, thriving, and sustainable lives.
Vision: Our vision is that all people will have access to high quality, affordable dental care to improve their overall health in a convenient, caring, and respectful environment.
Values:
Community:
We work in partnership to improve quality of life for the communities we serve through preventive education and oral health care.
Compassion:
We are committed to helping and advocating for those who cannot help themselves and providing an environment that values the dignity of all.
Integrity:
We strive to do what is morally and ethically right, acting with fairness, honesty, and respect.
Professionalism:
We hold ourselves to the highest standard of excellence and ensure that the needs of our patients always come first.
Quality:
We are committed to rigorous evaluation, accountability and continuous improvement for the good of our patients and staff.
Diversity:
We believe diversity and inclusivity strengthens and enriches every aspect of our organization and our community.
Valued Employees:
We provide a positive, collaborative work environment that fosters the growth and professional development of our employees.
Our work is driven by our commitment to providing oral health education and our dedication to making a meaningful impact in the lives of those we serve.
Purpose of this ManualThe purpose of this manual is to provide you with essential information about working at Bright Smiles Community Outreach Coalition. This document outlines the policies, practices, and benefits in place to support a positive work environment for all employees. This manual may be updated from time to time to reflect changes in laws, regulations, or organizational needs.
2. Employment Policies
Equal Employment Opportunity
Bright Smiles Community Outreach Coalition is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, gender identity, national origin, age, disability, veteran status, sexual orientation, or any other status protected by applicable laws. We promote an inclusive and diverse workplace.
Anti-Harassment Policy
Harassment of any kind, including sexual harassment, is not tolerated. Any employee who feels they have been subjected to harassment is encouraged to report it to their supervisor immediately. All claims will be investigated promptly and confidentially.
Americans with Disabilities Act (ADA)
We comply with all applicable laws concerning the employment of persons with disabilities and will make reasonable accommodations to ensure equal opportunity in employment, provided they do not pose an undue hardship.
At-Will Employment
All employment with Bright Smiles Community Outreach Coalition is “at-will,” meaning that either you or the organization may terminate the employment relationship at any time, with or without cause or notice.
Confidentiality
Employees are expected to maintain the confidentiality of sensitive information regarding clients, donors, staff, and the organization. Unauthorized disclosure of confidential information is strictly prohibited and may result in disciplinary action.
3. Employee Responsibilities and Conduct
Code of Ethics and Conduct
We expect all employees to uphold the highest standards of ethics and integrity in their work. Our organization operates on the basis of trust, transparency, and accountability. Employees must avoid any behavior that could harm the organization’s reputation or effectiveness.
Conflict of Interest
Employees should avoid situations where personal interests could conflict with the interests of the organization. Any potential conflicts of interest should be disclosed to your supervisor.
Professionalism and Dress Code
We expect staff to maintain a professional demeanor at all times, treating others with respect and courtesy. The dress code at Bright Smiles Community Outreach Coalition is scrubs in any appropriate color or pattern. .
Attendance and Punctuality
Regular attendance is essential for the smooth operation of our organization. Employees are expected to be punctual and to communicate any absences as soon as possible to their supervisor.
Use of Company Resources
Employees should use organizational resources—such as office supplies, computers, and vehicles—appropriately and for official business purposes only. Personal use of resources should be limited.
Social Media Policy
Employees are encouraged to engage positively on social media but must refrain from posting content that could be considered offensive or harmful to the reputation of Bright Smiles Community Outreach Coalition. Any posts related to the organization should be made in a professional manner.
4. Workplace Safety and Security
Health and Safety Policy
Bright Smiles Community Outreach Coalition is committed to providing a safe and healthy work environment. Employees are expected to adhere to all safety protocols and immediately report any unsafe conditions or accidents to their supervisor.
Emergency Procedures
In the event of an emergency, employees should follow the emergency evacuation procedures posted throughout the office and adhere to guidance from supervisors or emergency personnel.
Workplace Violence Prevention
Violence, threats, or intimidating behavior will not be tolerated. Any employee who feels threatened or witnesses inappropriate behavior should report it immediately.
5. Compensation and Benefits
Salary and Wages
Your salary or hourly wage will be communicated to you upon hire. Compensation is based on your position and experience, and salary reviews are conducted annually.
Payroll Procedures
Paydays are the 1st and 15th of every month, and employees are paid via Gusto. Any discrepancies in pay should be reported to theDr. Turab Rai immediately.
6. Professional Development and Performance
Performance Reviews
Performance evaluations are conducted after your 1st 90 days and annually to assess progress and set goals for the future. These reviews provide an opportunity to discuss strengths, areas for improvement, and career development.
Professional Development and Training
We encourage employees to pursue training opportunities that will enhance their skills and contribute to the mission of the organization.
7. Volunteer Management
As a nonprofit, we rely heavily on volunteers. Employees are expected to lead by example when working with volunteers, ensuring that they are properly trained, supervised, and appreciated for their contributions.
8. Fundraising and External Relations
Employees may be asked to participate in fundraising activities. As representatives of the organization, employees should conduct themselves professionally in all interactions with donors and stakeholders.
9. Grievance Procedures
Employees are encouraged to raise concerns regarding their work environment through their supervisors. If concerns cannot be resolved, the issue can be escalated to Dr. Turab Rai. Bright Smiles Community Outreach Coalition prohibits any form of retaliation against employees who raise concerns.
10. Technology Use and Data Protection
Employees are expected to use organizational technology, including email and internet, responsibly. The organization’s data protection policies must be adhered to, and all sensitive information must be handled with care.
11. Organizational Structure
Bright Smiles Community Outreach Coalition is structured to facilitate collaboration and efficiency. Employees are encouraged to seek guidance from their managers as needed.
12. Conclusion
Thank you for being a part of the Bright Smiles Community Outreach Coalition team. We hope this manual provides clarity and guidance as you embark on your journey with us. Should you have any questions or need further information, please do not hesitate to contact the Community Outreach Coordinator..
Acknowledgment of Manual
I acknowledge that I have received and reviewed the employee manual for Bright Smiles Community Outreach Coalition. I understand that this manual is intended to provide guidelines and may be amended at any time.
Employee Signature
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