Creating Solutions, Changing Lives
Employee Handbook
310 – 111 West Hastings St. Vancouver BC V6B 1H4 Phone: 604-692-0781 FAX: 604-692-0780 [email protected]Welcome to EMBERS Staffing Solutions
We have founded this program on the expectations of recruiting exceptional employees and matching their skills and needs with our business partners in the community. This handbook will explain some of the expectations of EMBERS Staffing Solutions for our employees, the businesses that we work with, and will briefly summarize EMBERS Staffing Solutions personnel policies, procedures, rules and regulations. You are responsible for reading and understanding these materials. Please ask an EMBERS Staffing Solutions representative to clarify any area you do not understand or to answer any questions you may have. Our Mission
o To provide our candidates with the ongoing supports, training and referrals that they need to help them reach their career goals.
o To provide our candidates with the best possible compensation and benefits.
o To provide our customers with high quality personnel who are the right match for the position. o To contribute 100% of our profits to job supports, training, and other non-profit employment
programs of the Eastside Movement for Business and Economic Renewal Society. EMBERS Staffing Solutions Contact Information
This information should be utilized for any questions or concerns that you have while on assignment with EMBERS Staffing Solutions. If a staff member of EMBERS Staffing Solutions is not available immediately, your call will be returned as soon as possible. If you are on assignment and have an emergency situation, your supervisor will have an emergency contact number. Please remember that you are an employee of EMBERS Staffing Solutions, although you also have an obligation to the job site you have been placed on, as an employee of EMBERS Staffing Solutions, all communications regarding your employment should be primarily through EMBERS Staffing Solutions.
EMBERS Staffing Solutions 310 – 111 West Hastings St. Vancouver, BC V6B 1H4 Phone: 604-692-0781 Fax: 604-692-0780
7:00am – 5:00pm Monday – Thursday, 7:00am – 6:00pm Friday Orientation
1. You will be or have already completed new hire paperwork associated with your employment with EMBERS Staffing Solutions. You will be asked to sign off on the Employee Code of Conduct. A hardcopy of the Employee Handbook can be made available upon request.
2. Orientation specific to your assigned job will take place at time of offer and/or at the work site. 3. Ongoing: EMBERS Staffing Solutions is committed to giving you every resource necessary to allow
you to be successful at whatever client you work for. Through communication, training and development we will continue to update you on changes and additions to this handbook and Company policies and procedures as needed.
Employee Status/Benefits
As an employee of EMBERS Staffing Solutions, you will be classified in a temporary work class and will receive vacation pay in accordance with your hours worked and wage earned on every cheque. Health Related Services
On-the-job injuries and illnesses must be reported immediately to the worksite supervisor, first aid attendant (if applicable), and an EMBERS Staffing Solutions representative. You will be given further instructions at that time. If you are injured or become ill as a result of your work, you may be eligible to
receive insurance benefits as provided under the Workers’ Compensation Board of BC laws. EMBERS Staffing Solutions pays all costs for providing this insurance protection. It is important that you immediately report and document any accident or injury that occurs on the job to your supervisor. Schedules, Lunches and Breaks
Your lunch and break schedules will be assigned on the job site that you are working, but will always be dependent upon business requirements. Please remember that your peers rely upon your prompt arrival to work and return from breaks and meals-just as you depend on their promptness. It is important to be punctual at all times. You should be at your position AND READY to begin your job at your SCHEDULED start time.
Attendance
Attendance is a crucial key to your success with EMBERS Staffing Solutions. It is mandatory that you are present and on time every day you are scheduled to work. Remember, you are part of a team, and your tardiness or absence affects your team and the morale of your teammates at the company you are on assignment with.
Hours of work will be determined by the client. An absence is defined as total time absent from job. Any and all absences or tardiness—which is defined as arriving late to work or back from schedule breaks or violations of schedule adherence (deviating from your assigned schedule)—may result in the removal from your assignment with EMBERS Staffing Solutions and may bar you from future placement with EMBERS Staffing Solutions. We want you to be successful, so it is very important that you are prepared to be a reliable, professional and committed member of our team.
We understand that most emergencies and illnesses are unforeseen. If you must miss scheduled work for any reason, and are unable to give advanced notice, you must contact an EMBERS Staffing Solutions Representative immediately and your on-site supervisor. Please make every attempt to notify EMBERS Staffing Solutions as soon as possible so that arrangements can be made to cover your area. When you do not show up for work, you not only take away your opportunity for employment, but the opportunity for another individual to receive work. Failure to call will be considered a No-Call/No-Show and may result in immediate dismissal from EMBERS Staffing Solutions.
Employee Conduct
EMBERS Staffing Solutions is committed to a Standard of Excellence. Our clients and employees expect the highest standard of ethics, honesty and professional behavior. In an effort to live up to our clients’ and employees’ expectations, the following list provides examples or causes, which may lead to immediate termination or Corrective Action. This list is not all-inclusive and management reserves the right to terminate at will:
o Use of drugs and/or possession or drugs or alcoholic beverages on company or client premises or during company paid time while away from the premises.
o Inebriation on company or client premises.
o Theft or dishonest or misappropriation of company or client funds or property. o Leaving the job or premises without prior approval from an EMBERS Staffing Solutions
representative or a client supervisor.
o Insubordination or disrespect of company or client work rules, employees, and/or property. o Restriction, delay or error in processing company or client work. This includes withholding of work
in progress; refusal to do regularly assigned tasks, or deliberate interference with another employee’s work.
o False statements made on employment applications, background checks, education or previous employment, time records or any formal or informal document of EMBERS Staffing Solutions or client of EMBERS Staffing Solutions.
o Assault, attacks or threats of bodily harm against others while on any part of company or client premises.
o Use of profanity anywhere on client property
o Possession of weapons and/or firearms on company or client property. o Excessive tardiness or irregular attendance at work.
o Failing to report absences (No Call/No Show). o Harassing or abusing others.
o Misusing trade secrets, customer lists and other confidential or proprietary information. o Correcting, or making changes to the payroll system for another employee.
o Being rude, argumentative or disrespectful to a customer, fellow employee or supervisor. o Destruction, damage or defacement of company or client property or the property of others. o Intentionally negligently performing duties or willfully hindering or limiting production. o Sending personal e-mails or making personal phone calls during work hours. Access to e-mail or
phone should be for business purposes ONLY.
o Walking off the job without first contacting an EMBERS Staffing Solutions representative and without just cause is considered voluntary termination.
If an employee is terminated all following pay cheques owed can be picked up in the EMBERS office or mailed to the address the employee has listed on file upon request. An exit meeting will be conducted with employees who are terminating their relationship with EMBERS Staffing Solutions.
Harassment
EMBERS Staffing Solutions strives to provide a work environment that is free from discrimination and harassment where all employees are able to devote their full attention and best efforts to the job. Any form of harassment of or by any employee, supervisory or non-supervisory, will not be tolerated.
Harassment includes, but is not limited to, offensive language, jokes or other verbal, written, graphic or physical conduct relating to an employee’s race, sex, religion, color, national origin, age, disability or any other factor protected by law. Similarly, conduct which creates an intimidating, hostile or offensive work environment or interferes with the person’s job performance and/or employment opportunities will be considered harassment. Any employee who feels he/she is being harassed or who has witnessed harassment of other employees at work, should bring the matter to the attention of an EMBERS Staffing Solutions Representative. Complaints of harassment will be thoroughly and promptly investigated and treated as confidential to the extent possible. No employee will be subjected to retaliation by EMBERS Staffing Solutions because he/she has reported what he/she believes to be an incident of harassment. If an investigation confirms that harassment has occurred, EMBERS Staffing Solutions will take corrective action, including immediate termination of employment.
Investigative and Complaint Procedures
Any employee who believes that he/she is being harassed should immediately report any incidents to his or her immediate supervisor at the EMBERS Staffing Solutions office. In the event that an employee believes that his/her immediate supervisor is involved in the harassment, or that a previously reported complaint has not been satisfactorily resolved, the employee may file a report with the EMBERS CEO.
Protection Against Retaliation
The filing of a harassment complaint with the Company and or the participation in a harassment investigation conducted by the company will not have a negative impact on an employee’s employment status, nor will participation in a sexual harassment investigation conducted by an outside agency have a negative impact on an employee’s employment status.
Smoking Policy
Smoking is only permitted in the designated areas during designated breaks as established by your work site management.
Misuse of Company Assets
All of the EMBERS equipment, i.e., computers, telephones, etc. is to be used for management approved business purposes only. The misuse, altering or deletion of any client or company software is considered a serious offense and may result in disciplinary action, up to, and including termination of employment.
Safety
Health and safety conditions and practices on the job assignments are recognized as mutual obligation and responsibility of the company and its employees. Should you observe an unsafe condition, please inform your supervisor and EMBERS Staffing Solutions immediately.
General Safety Rules to follow include but are not limited to: o Obey visual and audio warning systems immediately o Keep work areas clear of obstructions at all times o Keep aisles, stairs and exits clear
o Obey posted instruction signs on machines and elsewhere o Observe wet floor signs. Do not walk on wet areas
o Do not remove guards or safety equipment from machines and equipment o Running, jumping and horseplay are prohibited
o Safety glasses and gloves must be worn when necessary o No food or drink is allowed in work areas
o If an employee has documented lifting limitations, he or she should never lift more than his / her limit. Proper lifting methods should be utilized at all times
o On construction sites, obeying the safety direction of the Construction Safety Officer and/or the site supervisor is mandatory
Maintaining a good safety record is an important goal of EMBERS Staffing Solutions. You can help by spotting and reporting potential hazards. If you are involved in a work-related accident or sustain an injury of any degree, you must report it immediately to your site supervisor, first aid attendant (if applicable), and an EMBERS Staffing Solutions representative. You will be required to fill out an Accident Report. If the injury is minor, first aid may be administered and based on the injury you may be allowed to return to work. If the injury requires more than routine first aid, the supervisor will refer you to EMBERS Staffing Solutions.
It is imperative that you contact a member of EMBERS Staffing Solutions prior to accepting any changes in job duty or assignment. EMBERS Staffing Solutions will contact a client representative to determine the job duties and the employee’s safety needs before making any adjustments to your assignment. EMBERS Staffing Solutions must make the final decision on changing any or all of your assigned duties. Disciplinary Action
EMBERS Staffing Solutions expects employees to be professional and to perform job duties to the highest standard at all times. When EMBERS Staffing Solutions determines that an employee’s job performance, conduct or behavior does not meet the expectation of the company, the employee may be subject to disciplinary action. This action is at the discretion of EMBERS Staffing Solutions. Where EMBERS Staffing Solutions deems disciplinary action appropriate, EMBERS Staffing Solutions may utilize one or more of several forms of disciplinary action, which may include and not be limited to verbal, written warning, probation and/or immediate termination.
Examples of unacceptable performance, conduct, or behavior which may result in disciplinary action are set out below. This list is not complete or all-inclusive. EMBERS Staffing Solutions reserves the right to
discipline employees for reasons not specified below and for reasons different in nature or seriousness from those set out below.
o Absence, lateness or chronic absenteeism o Insubordination
o Failure to follow procedures or instructions o Smoking, drinking or eating in prohibited areas o Inadequate or poor work performance
o Conducting personal business during work hours
o Unauthorized release or breach of confidential information
o Failure to maintain satisfactory and harmonious work relationships with trainees, public or coworkers
o Carelessness or neglect resulting in damage to property belonging to EMBERS Staffing Solutions or the property of the client employee is assigned to
o Violation of safety rules
o Violating the human rights of coworkers of EMBERS Staffing Solutions or those at assigned work site
o Carelessness resulting in injury to self or coworkers o Unprofessional conduct, rude or offensive behavior
o Unauthorized removal of property without proof of purchase o Failure to cooperate in an investigation
o Violation of EMBERS Staffing Solutions guidelines, policies or work site employer policies or procedures
Work Standards
Employees are expected to maintain high standards of productivity and quality of work. Attention to efficiency and economy and cooperation with staff will ensure your success. Concerns or issues about the job or uncertainty of job duties should be immediately discussed with EMBERS Staffing Solutions. Work habits, behavior, attendance, performance and any other relevant factors must be maintained at the appropriate standard.
Appearance and Attitude
EMBERS Staffing Solutions takes pride in the relationships that we have built in the community and in the employees we have chosen to represent us. Proper dress and courteous behavior help assure our business partners that we are committed to professionalism and promote harmonious working environment. Appearance should be neat, professional, clean and in good taste. You may be required to wear specified clothing which will be reviewed prior to placement on an assignment.
Personal Property
EMBERS Staffing Solutions is not responsible for lost, stolen or damaged personal items brought to work. Such a loss would have to be covered by your own personal property insurance, and will not be covered by EMBERS Staffing Solutions property insurance.
Personal Information Changes
Be sure to notify EMBERS Staffing Solutions if you change your name, address, telephone number or wish to change your emergency contact information or your tax information. These changes will be made
immediately upon receipt. Pay Procedures
Regular payday is Friday. The pay period will begin on Sunday and end on Saturday. Your total hours worked per week for that pay period will be entered on the following Friday and pay cheques will be available at EMBERS on Friday after 1pm and before 6pm. Time sheets must be received at EMBERS Staffing Solutions by closing time 5pm Monday in order to receive your pay cheque on the following Friday. With your new hire paper work you will receive a timesheet that you are responsible for tracking and completing each week. A timesheet is not considered complete until you have received your
immediate supervisor’s signature in the designated area. In addition, you are responsible for dropping off, e-mailing, or faxing your completed timesheet to EMBERS Staffing Solutions offices by closing time Monday 5pm in order to receive your paycheque on Friday.
All active employees are able to pick up pay cheques between the hours of 1pm and 6pm on Friday and during normal business hours thereafter. If a pay cheque is not picked up by an employee before the following Friday, the employee can request that their cheque be mailed. It is important that you verify the mailing address with an EMBERS Staffing Solutions representative before the pay cheque is placed in the mail. EMBERS Staffing Solutions is not responsible for any express mail delivery service or delay in mail service. All mailed cheques will be sent by standard Canada Post.
Federal Income Tax Deductions Provincial Income Tax Deductions Employment Insurance (EI) Deductions Canada Pension Plan (CPP) Deductions
Holiday pay of 4% will be calculated and added to each pay cheque.
If you have any questions concerning payroll or your pay cheque, please contact the EMBERS Staffing Solutions office.
Overtime
Employee’s will be paid at 1.5 times the regular hourly bill rate for working over 8 hours in a day or 40 hours per week, or at 2 times the regular hourly bill rate for working over 12 hours in a day. Overtime is computed on hours actually worked which excludes hours paid for holidays, sick and/or vacation, as they apply. Overtime must be approved in by the worksite supervisor.
Employee Code of Conduct – Employee Copy
Please be reminded that EMBERS Staffing Solutions is your
employer and that the following policies are in place:
1. Attendance: In a situation where you are unable to attend work (due to illness or another extenuating circumstance) or if you will be late to the work site you must contact – by phone – EMBERS Staffing Solutions as well as your supervisor on the work site preferably 12 hours in advance.
o Doug (778-927-0781) or Yvee (778-929-0781) can be reached 24/7 in case of emergency. o It is not permissible to leave a work site during a shift without the prior approval of an
EMBERS Staffing representative. If you feel that a site is unsafe please inform us directly. o Employees must arrive a minimum of 10 minutes before the intended start time on any job
site.
If you do not contact Doug or Yvee with adequate reason before missing a scheduled shift, and do not show up on site at the scheduled time, a re-evaluation of your services with EMBERS will occur
immediately.
2. Call backs: If you are asked by your site supervisor to return to a site the next day, you must contact Doug (778-927-0781) or Yvee (778-929-0781) to let them know. This prevents confusion in regards to availability.
3. Availability: It is your responsibility to contact EMBERS Staffing Solutions with any change in your availability. In order for us to know you are available to work, you must call the office at 7am each morning in order to put your name on our availability list. If you receive full-time employment or no longer wish to work for EMBERS, please inform us as soon as possible.
4. Time Sheets: EMBERS work week runs from Sunday-Saturday inclusive. It is the responsibility of each employee to have a fully-completed and signed timesheet received at EMBERS Staffing Solutions by 5pm on Monday following the work week which ends the previous Saturday. If you are unable to deliver the timesheet in person then the timesheet can be faxed (604-692-0781), photographed or scanned and sent to [email protected]. It is necessary that you confirm that the office has received your timesheet by calling or email reply.
If we do not receive your timesheet we cannot pay you.
5. Professional Behaviour: EMBERS Staffing Solutions’ employees are our ambassadors and are expected to reflect a professional image at all times. Employees must be courteous with their co-workers and site supervisors and act appropriately on all work sites. At no time while on a work site should you ask a co-worker or site supervisor for an advance or to lend you money.
6. Equipment Loan: All equipment borrowed must be returned on date agreed upon. If not returned by that date, the cost to replace the equipment will be deducted from the following paycheque.
7. Standard Employment Agreement: For an EMBERS employee to become eligible to be hired full-time under an EMBERS associated work site, they must first work 480 hours (3 months). After these 480 hours, the EMBERS associated work site can choose to hire the employee directly.
