Benefits

+ Definition of Team member Status

Probationary Team Member (New Team Member Status)

As a new team member, your first three months (90 days) of employment are on a probationary basis; you will be evaluated at the end of this 90-day period.

At this time, if your work meets the requirements, and your team leader feels it would be in the best interest of the children, you may be removed from probationary status.

Full-Time Team Member

A full-time team member is anyone who, on a regular basis, works 40 hours a week.

Part-Time Team Member

A part-time team member is anyone who is not assigned a regular work week or who is working less than 40 hours a week for a specified time period.

+ Determination of Salary

Salary Scale and Requirements

Rate of pay is based upon proven educational attainment, position, professional development and years of service in the early childhood field (refer to Salary Scale for details).

A team member must provide original certificates and/or transcripts in order to meet eligibility requirements. Documentation will be kept in the team member’s training records.

Professional development hours must meet Helen R. Walton Children’s Enrichment Center’s guidelines. (refer to Team Member Policies: Professional Development for details).

Evaluation of Team Member Performance

Evaluations of team member performance will be conducted annually or more often if directed by administration. Evaluations may be carried out by the Director of Early Childhood Operations, Team Leaders, or Executive Director.

All teaching staff will be formally observed three times each anniversary year. These observations will be conducted by the team member’s direct supervisor. After an observation is conducted the supervisor and team member will discuss the outcome (refer to Forms tab to review observation forms). The observation results will be used in the evaluation process.

These documents are confidential. Team member records are maintained in the Human Resource office. A copy of the Performance Evaluation form that will be utilized when evaluating your work performance will be provided to you during orientation.

Salary Increases

Salary increases will be based upon the following:

  1. Annual performance evaluation was deemed above average or better.
  2. Team member is not on probationary status.
  3. Team members complete required professional development and/or educational requirements and submitted appropriate paperwork to Human Resources.

Salary and Benefits Confidentiality

The Executive Director and/or Human Resources will discuss salary terms with each team member privately.

+ Hourly Bonus Program

Purpose

The purpose of this program is to minimize unscheduled absences. Such absences, negatively impacts staffing patterns and disrupts classroom activities.

Eligible Team Members

  • Department Aides
  • Assistant Teachers

Terms and Conditions

  • An eligible team member that does not have an unscheduled absence during a given pay period can receive an additional $.50 per hour in addition to their base pay.
  • HWCEC has a bi-weekly pay period cycle. Please see the Human Resources for the start date of the next pay period.
  • Unscheduled absence is defined as any absence that has not been scheduled and approved by a Team Leader or Director of EC Operations in advance. Unscheduled absences can include, but are not limited to:
  • Any call in on the morning of your scheduled shift
  • Leave of absence
  • Unscheduled appointments
  • Late arrival or early departure
  • Extended breaks
  • Scheduled absence is defined as any absence scheduled in advance by completing a Time Off Request Form and the request is approved. Scheduled absences can include, but are not limited to:
    • An approved Time Off Request at a minimum of 3 work days prior to the requested day off (When submitting a Time Off Request that is less than 2 weeks in advance, the Director of EC Operations or appropriate Team Leader must initial the request upon receipt).
  • The team member must arrive on time and work the entire shift each day during the two week pay period.
  • A promotion or transfer to an ineligible position during a pay period will result in the immediate withdraw from this program.

+ Health Insurance

The Center provides a comprehensive health insurance plan through Blue Cross/Blue Shield. To become eligible for insurance coverage team members must meet the following criteria:

  • must be employed for 60 continuous days, and
  • work 30+ hours a week.

Team members that meet the eligibility requirements for Blue Cross/Blue Shield will be offered health insurance at a rate of 10% of premium cost (2019 = $19.17/pay period). The premium is deducted from the team member’s paycheck pre-tax. Coverage for a team member’s spouse and dependents can be provided at an additional cost. Health insurance is available to spouses and dependents based on the following criteria:

  • Spouse: the person to whom a team member is legally married according to state law.
  • Dependents: biological, adopted or legal guardianship of children under the age of 26.

To receive a quote for your spouse and/or dependents, please contact the Human Resources.

Health insurance enrollment may occur upon completion of the first 60 days of employment, during open enrollment (in November for the following January-December plan year), or within 30 days of a qualifying event. Please see the Human Resource Manager for enrollment questions or further information.

Upon separation of employment, information regarding COBRA benefits and applicable rates can be obtained from Human Resources.

+ Health Benefit Summary

January - December 2019

Blue Cross/Blue Shield

  • Deductible: $2,000
  • Out of Network Deductible: $4,000
  • Family Deductible: $4,000
  • Coinsurance: 100% after deductible for in-network and 80% after deductible for out-of-network
  • Wellness: PPACA*
  • Primary Care Physician Copay: Deductible/100% for in-network, 80% for out-of-network
  • Specialized Care Physician Copay: Deductible/100% for in-network, 80% for out-of-network
  • Drug Coverage: Deductible/100%
  • Mail Order Rx: None
  • Inpatient Copay: Deductible/100% for in-network, 80% for out-of-network
  • ER Copay: Deductible/100% for in-network, 80% for out-of-network
  • TMJ/Hearing Aid: None
  • HRA: No

+ Health Savings Account

Any team member that has worked 60 days or more and works 30+ hours per week at HWCEC is eligible for the Health Savings Plan (HSA). The HSA is only offered to team members that accept the health insurance plan. In an effort to reduce out-of-pocket expense, HWCEC will contribute $1,000 to each team member’s Health Savings Account. The employer contribution may vary year to year based on funding availability. The funds will be dispersed in the following manner:

  • $500 on January 1
  • $500 on July 1

An HSA debit card will be provided to each eligible team member. The debit card can be used to pay for eligible medical expenses and/or prescriptions directly from the HSA account.

Team members may elect to contribute additional funds (up to the statutory maximum limit) into their personal HSA account through pre-taxed payroll deductions or online payments. Payroll deducted contributions may be modified at any time.

At the end of the year, any balance in the HSA account will roll-over to the following year.

Upon separation of employment, the HSA account, and all funds therein, will transfer with the team member.

+ Retirement Plan

Team members with one or more years of service at the Helen R. Walton Children’s Enrichment Center are eligible for the retirement plan. The simple IRA retirement plan allows a team member to contribute, through payroll deduction, to a retirement/ savings account and to direct how those savings are invested.

The Center matches the team member’s investment up to 3%. Enrolling into the program or making changes can be completed every April and October. Enrollment information can be obtained through the Human Resources.

+ College Tuition Plan

The Center supports job-related higher education through a tuition reimbursement plan.

Team member eligibility:

  • Must be employed for 90 continuous days with a performance appraisal rating of at least “valued performer”
  • Application for educational assistance must be completed, approved and returned prior to the start of the course
  • Must be enrolled in an accredited institution

Approved courses:

  • Degree program must be in early childhood, child development or similar field of study or CDA (must be pre-approved by the Director of Early Childhood Operations or Executive Director)
  • If team member does not hold a teaching position, the degree program must be relevant to employment opportunities at HWCEC
  • All other requests will be reviewed by leadership and/or personnel committee

Tuition Reimbursement:

  • Team members will pay for tuition up-front and will be reimbursed upon completion of the course. If a team member leaves the employment of HWCEC prior to course completion and reimbursement, he/she will be ineligible for reimbursement. (In other words, a prior determination of eligibility by HWCEC will no longer be binding upon termination.)
  • Team member’s most recent performance appraisal rating must be a “valued performer” or higher to receive reimbursement for tuition
  • Team member must receive a C or better in the enrolled class(es)
  • Based on current position:
    • Teachers, Lead Teachers and leadership roles will be reimbursed up to $3,500 (including books) per year based on fiscal year
    • All other positions will be reimbursed up to $2,500 (including books) per year based on fiscal year
  • Valid transcript at the end of semester/quarter will be required
  • Receipt indicating current classes were paid in full and payment amount will be required
  • Team member will complete a Request for Reimbursement form at the completion of course(s)

Tuition Advancement:

  • HWCEC team members may request a Tuition Advancement prior to the start of a course. HWCEC will provide up to 80% (or up to 100% with approval from Board of Directors) of the tuition upon enrolling in an approved degree program based on the following criteria:

    • Team member must be employed for 90 days; and
    • Most recent performance appraisal rating of at least a “valued performer”; and
    • Team member is in good standing
  • Team member must provide copy of full tuition payment from the college within 5 business days after receipt of tuition advancement

  • If the receipt is not received within 5 business days, the team member will reimburse HWCEC. The deduction will be taken from the available amount of his/her subsequent paycheck. If the paycheck does not cover the full tuition advancement, further deductions will be taken from the available amount of future paycheck(s) until paid in full
  • If the team member does not complete the course, withdraws from the course, or makes a D or lower in the course, the team member will be required to reimburse the center for the tuition advancement

Books:

  • HWCEC will reimburse team members’ books based on the following:
    • Team member must provide a college syllabus listing the required books
    • Team member must provide a receipt that lists the book(s) description and price
    • Team members will not be reimbursed for other equipment or materials (i.e. calculators)
    • HWCEC will reimburse the team member for required books as soon as the above information is submitted (team members can be reimbursed prior to the completion of the course)

General Information:

  • Team member will reimburse HWCEC for any courses for which he/she has received reimbursement if he/she leaves HWCEC (voluntary or involuntary) within one year of course reimbursement and/or advancement. Deduction will be taken from the available amount of his/her subsequent paycheck(s) and any additional reimbursement payments will be arranged
  • Team member will not be paid for class time or mileage

College Opportunities:

HWCEC has partnered with universities to provide HWCEC team members additional options for their educational endeavors.

  • Northwest Arkansas Community College (NWACC) has a fast track program to help its students earn an Associates degree within 5 semesters. The Associates program is for non-traditional students. Courses will be offered online, hybrid (mix of online and classroom instruction) and classroom instruction at nights and/or weekends for the convenience of individuals working full-time in the early childhood profession. For more information contact Cathy McAuliffe, Early Childhood Coordinator at (479) 619-3125 or smacauliffe@nwacc.edu.
  • Central Methodist University (CMU) offers an online program for an Associates degree and Bachelor degree. If you have an Associates degree from NWACC you can transfer your credit hours to CMU and complete a Bachelors degree within 2 years after completing your Associates degree. For more information contact David Gorton, Extended Studies Coordinator at (314) 954-5288 or dgorton@centeralmethodist.edu.
  • Aspen University offers an online program for an Associate degree, Bachelor degree, and a Master’s degree in Early Education. HWCEC team members will receive a 10% discount on tuition when enrolling in a Bachelor degree or Master’s degree program. For more information contact www.aspen.edu.

For an approved list of colleges and universities please visit with Human Resources.

+ Annual Bonus Program

Each team member will receive an annual bonus based on position and years of service at the Center as of May 31 of each year. To be eligible for an annual bonus, a team member must be hired prior to August 15 during his/her first school year. The bonus will not be issued if employment has been terminated prior to May 31. Bonuses must be approved by the Executive Director each year.

  • Teacher and Lead Teacher
    • Base Bonus: $500
    • Maximum Bonus: $1250
  • Assistant Teacher
    • Base Bonus: $375
    • Maximum Bonus: $1125
  • Area Support and Dept. Aide
    • Base Bonus: $250
    • Maximum Bonus: $1000
  • Cook
    • Base Bonus: $250
    • Maximum Bonus: $1000
  • Program Staff (part-time)
    • Base Bonus: $200
    • Maximum Bonus: $950
  • Administrative Support
    • Base Bonus: $250
    • Maximum Bonus: $1000
  • Part-Time Positions
    • Base Bonus: $200
    • Maximum Bonus: $900
  • Management
    • Base Bonus: $500
    • Maximum Bonus: $1250

Team members will earn an additional $100 each year based on the number of school years worked at the Center. At 6+ years of employment, the team member will reach the maximum bonus level and will not exceed the limit with additional years of service.

+ Paid Time Off (PTO)

PTO include, but are not limited to, vacation, personal days, sick days, emergencies and bereavement. A PTO request must be submitted a minimum of two weeks in advance and approved by the Director of EC Operations and/or an appropriate Team Leader; except in the event of unforeseen illness or injury. Leave may be denied if proper staffing levels cannot be met or a PTO is not available.

Eligibility

Full-time team members are eligible for PTO according to the schedule below. Part-time team members are eligible for PTO based on the number of hours worked per week by the team member.

Paid Time Off Allotment

  • After 2 months: 1 day
  • After 3 months: 4 days
  • After 6 months: 4 days
  • After 9 months: 4 days
  • After 12 months: 4 days
  • After 15 months: 4 days
  • After 18 months: 5 days
  • After 21 months: 5 days
  • After 2 years: 21 days per year
  • After 3 years: 23 days per year
  • After 5 years: 24 days per year
  • After 7 years: 26 days per year

A team member can accrue paid days off based on the number of months worked from date of employment (refer to above chart). After 24 months of employment, paid days off are allocated in a “lump sum” for use during the entire anniversary year. Anniversary year is defined as one year from date of hire (i.e. June 1 – June 1 of the following year).

+ PTO Advancement

“PTO Advancement” is defined as a team member’s request to use paid time off that has not been accrued by the team member.

A team member that has worked at the Center for less than 24 months may be eligible for a “PTO Advancement”. A team member will only be allowed 3 PTO advancements per anniversary year and may only request up to 3 days off per advancement.

PTO advancements are not eligible for team members who have worked for the Center more than 24 months.

When requesting a PTO Advancement, a team member must fill out a PTO Advancement form and return it to the Director of EC Operations for approval. Leave may be denied if proper staff levels cannot be met or the team member has a current outstanding PTO advancement.
PTO advancements will be deducted from the next quarter’s accrued PTO. PTO advancement must be reimbursed (advancement will be automatically deducted from next quarter’s PTO allocation) before a new PTO advancement is requested. If termination occurs for any reason, and a PTO advancement is still outstanding, the advancement will be collected from the team member’s last paycheck.

Unused Paid Time

On a team member’s annual anniversary date, any unused PTO will be paid out. This payout will be based on the team member’s current salary prior to any merit increase. PTO shall not be rolled over.

Termination and Paid Time Off

Employment cannot end on PTO time. The termination date will be considered the last day the team member worked. For example, if a team member takes PTO time for one week, then calls in and quits, PTO time will not be paid. The team member’s termination date will be the last day actually worked.

For a team member who has been employed at the Center for less than one year, unused PTO will not be paid out in the event employment is voluntarily or involuntarily terminated.

Earned PTO will be paid out upon termination only when a team member of one or more years provides a written two week notice and works the full two weeks. If Center initiates termination for cause, PTO will not be paid out.

PTO Certificates will not be paid out. PTO certificates are defined as any paid hours off given to a team member for any reason other than anniversary (i.e. drawings, incentives).

+ Paid Leave for Jury Duty

When a team member receives notice to report for jury duty he/she is granted up to (3) three days of paid leave per anniversary year. Team members can utilize PTO to cover additional time away from work. Serving on a jury will not be viewed as an excessive or unscheduled absence. Team members granted leave to serve on a jury must return to work if jury duty concludes and the center has 4 or more hours left in the business day. Court documentation of notice and attendance is required in a timely manner.

Eligible Team members: Any team member who has been employed at HWCEC for more than 90 days.

+ Paid Leave for Bereavement

Team members may be granted up to three (3) business days of paid leave to attend funeral/memorial services in the event of the death of an immediate family member (spouse, child, grandchild, sibling, parent or grandparent of the team member or of the team member’s spouse) per anniversary year.

If additional time is needed, team members may utilize their available paid time off. Upon the team member’s return to work proper documentation of death or funeral is required.

Individuals will not be penalized with regards to the hourly bonus program, if the bereavement leave meets all criteria under this section. However, any additional absences above bereavement during said time will be addressed by the Hourly Bonus Policy.

+ Holidays

Full-time team members will receive pay for the following holidays:

  • New Year’s Day
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving Day
  • Christmas Eve (if holiday falls on a work day)
  • Christmas Day

The team member must arrive on time and work his/her full shift the day before and the day after the holiday in order to receive holiday pay. If a Paid Time Off Request has been approved in advance the team member will receive holiday pay.

Team members who are on any type of unpaid absence or leave either the day before or the day after a holiday will not receive holiday pay.

Eligible Team members: Any team member who has been employed at HWCEC for more than 90 days.

+ Early Education Discount

The Helen R. Walton Children’s Enrichment Center offers a 50% tuition discount for team members or participation on the sliding-scale; whichever benefits the team member most. If a team member discontinues employment at the center, the discount will no longer apply to his or her child.

+ Team Member Assistance Program

The objective of the New Directions Team Member Assistance Program is to provide an opportunity for all team members to obtain confidential assistance in resolving personal and work problems as the need arises. HWCEC recognizes that personal and work problems can be dealt with successfully when identified early and referred to appropriate care. New Directions EAP will arrange for help or provide resources for emotional/behavioral, family and marital, alcohol and/or drug, financial, legal, work and other personal problems.

New Directions EAP resources provide problem assessment, short-term counseling and referral. Team members will receive 6 counseling sessions a year (per topic) that can be either in-person or telephonic. Costs for these services are covered by HWCEC. Costs incurred for other services not covered by insurance or other benefits are the responsibility of the team member.

The EAP is available to team members and their immediate family members on a self-referral basis. If team members or family members have personal or work problems that may benefit from assistance, they are encouraged to use the EAP. EAP helpline number is 800-624-5544. Visit the EAP website at www.ndbh.com for multiple resources available. Company Code is HWCEC.

Participation in the EAP will not jeopardize a team member's job security, promotional opportunities or reputation.

All records and discussions of personal or work problems will be handled in a confidentially. These records are maintained by New Directions EAP and/or EAP affiliate providers, and do not become a part of the team member's personnel file.

+ Uniforms

Each team member is given five (5) shirts on his/her hire date valued at $120.00. In the case of termination (voluntary or involuntary) a team member that has been employed 6 months or less will be required to reimburse the Center for 100% of the cost of the uniforms ($120.00), employed 7-12 months will be required to reimburse 50% of the cost of the uniforms ($60.00). A team member who has been employed for one year or more will not be required to reimburse the Center for the uniforms.

Five additional uniforms (shirts) will be provided on each anniversary date as long as it is approved in the budget each year. See the Human Resources for details.

+ Meals

Breakfast, lunch, and snack are available to team members during the designated meal times with the children or during break time. Additional food or beverages should not be taken into the classroom or eaten in front of the children.


+ Equal Opportunity

The Helen Walton Children’s Enrichment Center is an equal opportunity employer. The Helen Walton Children’s Enrichment Center believes that all persons are entitled to equal employment opportunity and does not discriminate against its team members or applicants for employment because of race, creed, color, national origin, age, sex, handicap, visual or hearing impairment. These policies are related to all phases of employment, including, but not limited to, recruiting, employment, placement, promotion, demotion, transfer, termination, layoff, recall, rates of pay and other forms of compensation, selection for training, use of all facilities and participation in all Center team member activities.

+ Background Checks

Every team member will be required to have their background reviewed through an FBI Criminal Record Check, Arkansas Child Maltreatment Central Registry Check, Criminal Records Check through the Arkansas State Police, and scanned through the Raptor System (National Sex Offender Database). All personnel shall sign a release of confidential information to allow child maltreatment/criminal records checks to be conducted.

New team members may be given a conditional offer of employment pending the results of the background checks. If a True Finding is detected on any of the above record checks, further disciplinary action up to and including terminated may occur.

NOTE: FBI record check is conducted one time upon employment. Criminal record check is conducted every five (5) years and Arkansas Child Maltreatment Central Registry Check is conducted every two (2) years.

+ Mandated Vaccinations

All HWCEC team members are required to comply with the vaccinations below. These requirements are based on a recommendation of the Arkansas State Minimum Licensing Standards. Upon hire, Human Resources will arrange a date for these vaccinations to occur. Those team members that have met these vaccination requirements will have 30 days from hire date to provide proof of record.

Human Resources will notify team members when annual TB and Flu clinics will be available.

Exceptions will only be made for medical purposes. As such, documentation from a doctor indicating the medical reason a staff member cannot receive the vaccination must be submitted to Human Resources within 30 days of hire.

Vaccination Frequency

  • Tuberculosis (TB): Annual
  • Influenza (Flu): Annual
  • Whooping Cough (TDAP): One Time (as an adult, or proof of record)
  • Mumps, Measles and Rubella (MMR): One Time (or proof of record)
  • Chicken Pox (Varicella): One Time (or proof of record)

+ Staffing Patterns

A team member will never be left alone in the Center with one or more children.

A member of management, typically two or more, are on-site at all times. A member of the Leadership Team will open and close the facility. Such responsibilities will not be delegated to a teacher and/or non-management team member.

+ Professional Development

The Helen R. Walton Children’s Enrichment Center requires all team members to complete 30 hours of professional development each calendar year. Trainings and seminars shall be pre-approved by each team member’s Team Leader.

All team members are required to register with Arkansas’ Professional Development Registry (PDR) within the first week of employment. All professional development is tracked through this online system.

NEW team members must meet the following requirements:

  • Within 6 months of employment
    • Pre-Service (includes Behavior Guidance): 5 hours
    • First Aid/CPR: 4 hours
    • Director’s Orientation (management only): 24 hours
    • Program Administration Scale Overview (management only): 1.5 hours
  • Within 1 year of employment
    • Environmental Rating Scale Overview: 3 hours
    • Early Learning Standards Online: 1.5 hours
    • Communications Across Barriers: 10 hours
    • Baby Doll Circle Time (Continuity Teachers only): 2 hours
  • Within 2 years of employment
    • Program for Infant and Toddler Care (Continuity Teachers only: 32 hours
    • KODO – Uncovering STEM Through Play: 4 hours
  • Bi-Annually
    • First Aid/CPR: 4 hours
  • Annually
    • Conflict Management: 2+ hours
    • Supplemental Behavior Management: 2+ hours

Team members and their supervisor will develop an Individual Professional Development Plan (IPD) during the 90-day and the annual evaluation review. It is the team member’s responsibility to complete the trainings identified as “required to complete” or “self-imposed requirement”. If not completed in the specified timeframe, further disciplinary action may occur. The IPD will be reviewed during each observation discussion to ensure the team member is on track to complete the personalized IPD.

Online trainings must be pre-approved by a Team Leader prior to completing the course. Without prior approval the online course will not be recognized as part of the required 30 hours of training. Team Leaders will approve online trainings based on each team member’s Individual Professional Development Plan (IPD).

All professional development, including safety, professional and other non-early childhood related trainings that are mandated, will be recognized and applied toward the 30-hours of required annual training. A training certificate must be submitted the day after the completion of the training to Human Resources. If the training is multiple sessions, a certified training log for each session must be provided.

Hourly team members will be compensated at their regular rate of pay or time and a half if the team member exceeds 40 hours of work within the work week for mandated or required trainings, including the required 30 hours of professional development each anniversary year.

Failure to complete or provide proper verification of the team member’s professional development hours will warrant a team member ineligible for a merit increase for a 12-month period. (Proper documentation of continuing education or professional development, and workshops shall include but not be limited to the title of the workshop, presenter, presenter’s signature, hours of training, and date.)

Any team member holding a Child Development Associate (CDA) credential must ensure that the credential is kept current. CDA renewal must be completed every three years. A lapse in CDA will result in disciplinary action up to and including demotion. Additional Notes:

  • All on-site professional development is free of charge
  • Mentor training and the annual staff retreat are held off-site (accommodations, training and most meals are paid for by HWCEC)
  • Any required professional development (early childhood or professional course work) that has an associated course fee, will be paid by HWCEC up to $200 per person/per year
  • When registering for professional development, follow goals set on your IPD, most recent evaluation, and professional goals

+ HighQ Ed Center

A resource and professional development wing is located on campus. Books and materials may be utilized on-site or checked out through the HighQ Coordinator.

Items to be laminated need to have the classroom number written on the back of each item and placed on card stock or construction paper for durability. Place items in the Project Drop Box (in the resource area). The Resource Coordinator will laminate items throughout the week. Items will be returned to the classroom. All items laminated are property of HWCEC.

Computers in HighQ are available for work related purposes, professional development, continuing education courses, or classroom related research on the internet. Please refer to the Information System Usage Policy.

All work related activities must be done on the clock. Therefore, a sign-up sheet is posted outside of the Member’s Lounge. The Director of Early Childhood Operations will provide time for those signed up to visit the HighQ for planning time. Teachers/Lead Teachers may sign-up for 1.5 hours per week during regular working hours.

Naptimes are a great time to work as teaching teams to focus on class goals, individual child goals, curriculum planning, or activities.

Teachers are also welcome to clock-in early or clock-out late in order to have access to additional planning time outside of the classroom. This is an ideal way to work as a team!

+ Safe Harbor Policy

It is the policy and practice of Helen R. Walton Children’s Enrichment Center to accurately compensate team members and to do so in compliance with all applicable State and Federal laws. To ensure that you are paid properly for all time worked and that no improper deductions are made, you must review your paychecks promptly to identify and to report all errors.

Review Your Pay Voucher

We make every effort to ensure our team members are paid correctly. Occasionally, however, inadvertent mistakes can happen. When mistakes do happen and are called to our attention, we will make any corrections immediately by the next available payroll. Please review your pay stub when you receive it to make sure it is correct. If you believe a mistake has occurred, or if you have any questions, please use the reporting procedure outlined below.

Non-Exempt Team members

If you are classified as a non-exempt team member, you must track your attendance on Procare or use the proper time adjustment form. Hours worked must be accurately recorded on the ProCare system. Your reported time must accurately reflect all regular and overtime hours worked, any absences, late arrivals, early departures, and meal breaks. At the end of the pay period, Human Resource will verify and approve your time. When you receive each paycheck, please immediately verify that you were compensated correctly for all regular and overtime hours worked each week.

You should not work any hours that are not authorized by your Team Leader. Do not start work early, finish work late, work during a meal break, or perform any other extra or overtime work unless you are authorized to do so and that time is recorded in ProCare. Team members are prohibited from performing any “off-the-clock” work. “Off-the-clock” work means work you may perform, but fail to report in the ProCare system. Any team member who fails to report or inaccurately reports any hours worked will be subject to disciplinary action, up to and including termination.

It is a violation of HWCEC’s policy for any team member to falsify information reported in ProCare, or to alter another team member’s recorded time. It is also a serious violation of HWCEC’s policy for any team member or leadership member to instruct another team member to incorrectly or falsely report hours worked. If any leadership member or team member instructs you to (1) incorrectly or falsely under- or over-report you hours worked, or (2) alter another team members time records to inaccurately or falsely report that team members hours worked, you should report it immediately to Human Resources.

Exempt Team members

If you are classified as an exempt salaried team member, you will receive a salary, which is intended to compensate you for all hours worked for HWCEC. This salary will be established at the time of hire or when you become classified as an exempt team member. While it may be subject to review and modification from time to time, such as during the HWCEC’s salary review process, the salary will be a predetermined amount that will not be subject to deductions for variations in the quantity of the work you perform.

Under Federal and State law, your salary is subject to certain deductions. For example, absent contrary state law requirements, your salary can be reduced for the following reasons:

  • Full day absences for personal reasons.
  • Full day absences for sickness or disability.
  • Full day disciplinary suspension for infractions of our written policies and procedures.
  • Family and Medical Leave absences (either full or partial day absences).
  • The first or last week of employment in the event you work less than a full week.
  • Your salary may also be reduced for certain types of deductions such as; pre-authorized payroll deduction or fundraisers, State, Federal or local taxes, social security; or, voluntary contributions to a retirement plan or Allstate.

To Report Concerns or Obtain More Information

If you have questions about deductions from your pay, please immediately contact Human Resources. If you believe you have been subject to any improper deductions or your pay does not accurately reflect your hours worked, you should immediately report the matter to Human Resources or the Business Consultant. If either is available or if you believe it would be inappropriate to contact that person (or if you have not received a prompt and fully acceptable reply), you should immediately contact the Director of EC Operations, or any other leadership members with whom you feel comfortable. If you are unsure of whom to contact if you have not received a satisfactory response within five business days after reporting the incident, please immediately contact the Executive Director.

Every report will be fully researched and corrective action will be taken where appropriate, up to and including discharge from any team member(s) who violates this policy. In addition, HWCEC will not allow any form of retaliation against individuals who report alleged violation of this policy or who cooperate in HWCEC’s investigation of such reports. Retaliation is unacceptable, and any form of retaliation in violation of this policy will result in disciplinary action, up to and including discharge.

+ Absenteeism Policy

Due to the nature of our business, we must have the required number of team members on hand to meet legal responsibility to the parents of the children enrolled in the Center. Therefore, it is imperative that team members are at work as scheduled. Attendance is tracked on an annual basis concurrent with the team member’s anniversary date.

Unable to Report to Work

When a team member is unable to report for work, he or she is required to notify a manager by telephone between 6:00 a.m. and 6:30 a.m. If the absence will be for more than one day, notification must be given to the Director of EC Operations. If available, Paid Time Off (PTO) must be used anytime a team member misses work.

“Excused” Absence

Is any absence that has been pre-approved by the Director of EC Operations or Team Leader. Days off due to personal illness or illness of an immediate family member may also be an “excused absence” if appropriate reporting documentation and requirements have been met. The documentation requirements and reporting include, but are not limited to, a medical report from a doctor and timely notification of illness.

“Unexcused” Absence

Is any absence that has not been pre-approved by the Director of EC Operations or a Team Leader, has not been reported in a timely manner, or has not supported by proper documentation. Unexcused absences will result in the following disciplinary action.

  • 1-4 unexcused absences: Verbal Warning
  • 5 unexcused absences: Written Coaching
  • 6 unexcused absences: Disciplinary Probation
  • 7 unexcused absences: Termination

Any failure to report in is an “unexcused” absence and may be grounds for disciplinary action up to and including termination. Paid Time Off (PTO) must be utilized for either an excused or unexcused absence.

“Excessive” Absence

Is any absence, either excused or unexcused, in excess of your Paid Time Off (PTO). More than five (5) excessive absences per year will be grounds for disciplinary action up to and including termination. Any absences in excess of your PTO will affect your evaluation.

If you are unable to report to work due to inclement weather, when Bentonville Schools are closed, those team members without any PTO time will not be sited with an excessive absence.

+ Tardiness Policy

Our schedule is planned according to the needs of the children.

You must be at the Center and in your room ready to be involved with the children at your scheduled time.

Team members are required to call in to report their tardiness and approximate arrival time so that plans may be made accordingly. Tardiness is considered anything less than two hours. Anything over two hours is considered an absence.

Excessive Tardiness

Is defined as more than 5 tardies in a six-month period and may be grounds for disciplinary action up to and including termination.

+ Break Schedule

A break schedule is prepared daily based on scheduled and unscheduled absences. Please make sure you arrive back from your break and in your scheduled classroom on time.

  • Specific break times are to be requested in writing and are to be turned in to the Director of EC Operations AT LEAST 3 days in advance. This provides ample time for the Director of Early Childhood Operations to arrange classroom coverage. If an emergency presents itself – team members must see a Team Leader for approval. (Example: a team member needs a break from 2-3:30 instead of their normal 1-2:30 break)
  • Extended breaks are to be requested by filling out a Request for Time Off Form and turning it in to the Director of EC Operations AT LEAST two weeks in advance. If an emergency presents itself team members must see the Director of EC Operations for approval. Note: Any additional time taken will need to be covered by PTO time. If the team member does not have PTO time to cover the additional time taken, it will be considered an excessive absence (see Absenteeism Policy in this section)
  • Failure to follow these procedures may result in denial of request, loss of the hourly bonus and/or disciplinary action.
  • If a team member is asked and agrees to come in early to cover ratio in the mornings, this does not necessarily mean that the team member will get off earlier than his/her normally scheduled time. A Team Leader will evaluate ratio needs and allow the team member to leave early, if possible.

+ Inclement Weather Policy

Every effort will be made to open the Center during inclement weather. Below will be our action steps if the Bentonville Schools are closed:

  1. Automatic delayed opening of 8:00 a.m.
  2. Staff are required to text Director of EC Operations (479-366-0680) by 6:00 a.m. with the following information:
    • NAME
    • YES (yes, I will be working)
    • NO (no, I am unable to drive safely or have no child care provisions)
    • TRY (I will make every effort to arrive. If I determine I cannot arrive safely by the delayed opening time or my regular scheduled time, I will contact the center immediately)
  3. Decision to delay opening to later hour or full day closing will be made by 7:00 a.m. by the Executive Director and Board of Directors.
  4. Staff will be contacted via text and/or email if a later opening or full day closing is made.

If the Center opens late or closes early due to inclement weather, you will be paid only for the time that you work on such day. In those few instances when the Center is closed an entire day, you will not be paid for time not worked. In both situations you may choose to utilize PTO time or go unpaid for the time not worked.

+ Family and Medical Leave Policy

After 12 months of employment, team members who have worked at least 1250 hours in the preceding 12 months are eligible for leave under the Family and Medical Leave Act.

Eligible Reasons for Leave

  1. Leave will be granted for the following reasons:
  2. For the birth or placement of a child for adoption or foster care
  3. To care for an immediate family member (spouse, child or parent) with a serious medical condition
  4. To take medical leave when the team member is unable to work because of a serious medical condition.
  5. “Serious medical condition” means an illness, injury, impairment, or physical or mental condition that involves a period of treatment or incapacity):
    • With inpatient care (i.e. overnight stay) in a hospital, hospice or residential medical care facility.
    • Requiring absence of more than three calendar days from work, school or other regular duty.
    • Activity that also involves continuing treatment by a health care provider.
    • Continuing treatment by a health care provider for a chronic or long-term condition that is incurable or so serious that, if not treated, would result in a period of incapacity or more than three calendar days.

Policy Limitations

A leave taken for the birth of a child or the placement of an adopted or foster child must be taken within 12 months of the birth or placement of a child. Leaves to take care of a serious health condition may be taken on an intermittent or reduced schedule basis. The maximum time for each intermittent period is 12 weeks.

A 12 month period will be measured from the date you take your first leave. For instance, if you take 12 weeks beginning September 1st of the current year, you will not be eligible to use the Family Medical Leave again until September 1 of the following year.

Team member must have a medical release to return to work. The Center will work to meet reasonable restrictions.

Service Member Leave

Eligible team members with a spouse, son, daughter, or parent on active duty or call to active duty status in the National Guard or Reserves in support of a contingency operation may use their 12-week leave entitlement to address certain qualifying exigencies.

Service Member Leave Eligibility

A “qualifying exigency” arising out of a covered family member’s active duty or call to active duty in the Armed Forces in support of a contingency operation. (Leave Duration: up to 12 work weeks of leave during a 12-month period.)

To care for a covered family member (“next of kin”) who has incurred and injury or illness in the line of duty while on active duty in the Armed Forces provided that such injury or illness may render the family member medically unfit to perform duties of the member’s office, grade, rank or rating. (Leave Duration: up to 26 work weeks of leave during a single 12 month period. Leave may not exceed 26 weeks in a single 12 month period when it is combined with other FMLA qualifying leave).

Steps to Take to Initiate Family Medical Leave Policy

  1. A request for leave, with the reason for the leave, should be submitted in writing to Human Resources. Human Resources will then schedule a time to meet to discuss and arrange the leave.
  2. A team member is to provide at least 30 days written notice of the need to take a leave when the need is foreseeable, and as soon as possible when the need is unforeseeable.
  3. When leave is requested for medical treatment(s), a team member should consult with Human Resources and make reasonable efforts to schedule the leave so as not to unduly disrupt the Center’s operations.
  4. When the leave is for a serious medical condition you will be required to submit certification from a health care provider. Failure to provide the certification within 15 days of receipt can result in a denial or delay of the leave until the certification is presented. The Center reserves the right to require a second or third examination by a health care provider of the Center’s choice, however, at the Center’s expense.
  5. The Center requires a team member to use up to a maximum of 70% of accrued Paid Time Off (PTO) during an approved leave. If a team member is on leave and his/her employment anniversary occurs during such time, the team member will be required to use 70% of accrued time earned. The remaining 30% may be used at the team member’s discretion.

For example, if a team member requested a leave under FMLA and had accrued 10 days, the team member would be required to use seven (7) days. The remaining three (3) days could be utilized for a future need. If the same team member was on a five (5) day leave, he/she would be required to use five (5) days of PTO, leaving a balance of (5) days.

When a team member request leave Human Resources will review PTO options. Holiday pay will not be accrued or paid while a team member is on FMLA.

+ Leave of Absence Procedure

A leave of absence is designed for a team member that has been employed less than one year. If employed over a year the FMLA policy will apply. A leave of absence is three or more consecutive days taken for the following reasons:

  • Birth or placement of a child
  • To care for an immediate family member (spouse, child or parent) with a serious medical condition
  • To take medical leave when the team member is unable to work due to a serious medical condition

A leave of absence must be approved by Human Resources or the Executive Director and will be reviewed on a case by case basis. The team member must have a medical release to return to work. The Center will work to meet reasonable restrictions. The time allowed for a leave of absence will be 12 weeks within a 12-month period. Protections under FMLA will not apply to a leave of absence for team members employed less than 1 year.

Steps to Take a Leave of Absence

  1. A request for leave, with the reason for the leave, should be submitted in writing to Human Resources. Human Resources will schedule a time to meet to discuss and arrange the leave.
  2. A team member is to provide at least 30 days written notice of the need to take a leave when the need is foreseeable, and as soon as possible when the need is unforeseeable.
  3. When leave is requested for medical treatment(s), a team member should consult with Human Resources and make reasonable efforts to schedule the leave so as not to unduly disrupt the Center’s operations.
  4. When the leave is for a serious medical condition you will be required to submit certification from a health care provider. Failure to provide the certification within 15 days of receipt can result in a denial or delay of the leave until the certification is presented. The Center reserves the right to require a second or third examination by a health care provider of the Center’s choice, however, at the Center’s expense.
  5. The Center requires a team member to use up to a maximum of 70% of accrued Paid Time Off (PTO) during an approved leave. If a team member is on leave and his/her employment anniversary occurs during such time, the team member will be required to use 70% of accrued time earned. The remaining 30% may be used at the team member’s discretion.

When a team member requests leave Human Resources will review PTO options. Holiday pay will not be accrued or paid while a team member is on FMLA.

+ Team Member Status When You Return to Work

At the conclusion of your leave you may return to the same or an equivalent job that you held prior to the leave. If the leave was for your own medical condition, you will be required to present a certification from your health care provider stating that you are able to return to work.

+ Communication Tools

Team meetings are mandatory; and will be held the first Monday of each month. If the Center is closed for any reason, the team meeting will automatically be rescheduled for the next Monday that is open for operation. Team members are encouraged to submit Team Meeting Agenda Items. The forms are located in the break room or at the front desk. Complete the form and place it in Human Resource’s mailbox.

The Helen R. Walton Children’s Enrichment Center operates with an “open communication” philosophy. It is our desire that you be informed and aware of pertinent issues regarding the Center. HWCEC has an open door policy; and staff is welcome to speak with any manager. Immediate information can be disseminated via the intercom system.

However, keeping each and every team member updated first-hand is not always possible. It will ultimately be the responsibility of the team member to check their email daily for notices and announcements.

+ Staff Dispute Resolution Procedure

If misunderstandings or conflicts arise, it is important that such matters be resolved before serious problems develop. Our expectation is that team members work together in a professional manner to resolve disagreements. Try to use the following steps to resolve a staff dispute:

  1. Do not discuss the issue with any other co-workers. Address the issue directly with the co-worker involved.
  2. If privacy is needed, request coverage for your classroom in order to speak with the co-worker in an office (such discussions are inappropriate in the classroom setting).
  3. Share your concern in a calm manner.
  4. Use “I” statement verses “you”. Example, “I’m concerned that I may have upset you.”
  5. Listen with intent to understand the other person and to resolve the issue at hand.
  6. Do not make the situation personal. Keep the conversation and your mindset professional.
  7. Agree to disagree. At times co-workers may not see eye to eye. Have an appreciation for another person’s point of view.
  8. If you cannot resolve the issue, please refer to the Complaint Resolution Procedure.

Conflict Resolution Training

Conflict Resolution Training is provided annually at HWCEC. All team members are required to complete the course in an effort to gain communication skills to overcome workplace conflicts.

+ Complaint Resolution Procedure

If misunderstandings or conflicts arise, it is important that such matters be resolved before serious problems develop. No team member will suffer any retaliation or penalty because they have utilized the complaint resolution procedure. Please follow these steps to resolve the situation:

  1. Discuss the problem with Team Leader or Director of Early Childhood Operations. The Director can usually solve the problem on an informal basis. Make sure the Director of Early Childhood Operations understands that you are taking the first step of the formal complaint resolution procedure. If you do not believe a discussion with the Director of Early Childhood Operations is appropriate, proceed directly to Step 2.
  2. Prepare a written statement to the Team Leader or Director of Early Childhood Operations.If your concerns are not resolved after speaking with the Director of Early Childhood Operations, prepare and send a written statement to the Director of Early Childhood Operations describing the nature of the problem and why Step 1 resolution was unsatisfactory. So that we can ensure prompt resolution of workplace problems, we ask that you do this within two weeks after Step 1. Please keep a copy of this statement for your records. The Director of Early Childhood Operations will respond in writing within one week.
  3. Notify Human Resources or Executive DirectorIf you believe your problem is still not satisfactorily resolved after following Step 1 and 2, give your written statement and your Team Leader’s written reply to Human Resources or Executive Director. Again, please do this within two weeks of the time you receive your Team Leader’s written reply in Step 2 so that we can resolve your concern as quickly as possible. Human Resources or Executive Director will review your complaint and may want to discuss the situation with you. They will normally respond to you in writing within one week of the time the complaint is received.
  4. Board of Directors Finally, if the problem still persists, and you would like further consideration of your concerns, be sure to raise your complaint with the Board of Directors.

+ Privacy Policy

  • Recognition of Customer’s Expectation of Privacy
    • We recognize our clients expect us to protect the confidentiality of their personal information disclosed in the enrollment packet and other such paperwork.
  • Sharing Client Information with Third Parties
    • Our policy is not to share information about our clients or former clients with any third party (non-HWCEC team member) unless you have received authorization from a member of management. We authorize our team members to access client information only in a situation where a valid business reason for knowing such information exists. Our team members have a responsibility to keep in confidence what is given to them in confidence. Our files and computer system are secure environments that protect client information from being accessed by unauthorized persons. Please respect our client’s privacy
  • Client Records and Personal Data
    • Client records and personal data are never allowed to leave the facility without written authorization from a member of management. Copies of client records are kept in the front office, in the child’s classroom and on the computer system. Copies of client records should not be stored in any other location.
  • Digital Confidentiality
    • Parents determine, upon enrollment, to sign or decline a photo release agreement. This decision is tracked in ProCare and reports are sent to teachers/staff. Even with a signed agreement, child or family photos may only be released to the public with a leadership member’s approval.
  • Photos of children and/or families may never be used for non-HWCEC related work. For example, a teacher may not place photos on Facebook, Instagram, email or any media device.
    • Digital media should be limited to portfolios, classroom use, center bulletin boards, or other similar internal uses.
  • Other uses of photos, such as HWCEC’s website, print materials or advertisement, must use a formal release. The Executive Director’s approval is required before obtaining the formal release.
  • Upon Termination of Employment
    • Personal client information to include phone numbers and other contact information is confidential in nature and needs to be treated as such even after termination of employment. Whether the team member or the Center initiates termination, the team member may not contact clients or team members regarding any business related matter.
  • Confidentiality of Information
    • In your job you will be exposed to a great deal of personal client information given to you or the Center in confidence by clients and fellow staff members. As early childhood professionals, it is our responsibility to ensure that what is given to us in confidence is kept in confidence. Special care must always be taken to ensure that such confidence is not broken.
    • The mishandling of information is grounds for immediate termination and or legal proceedings.

+ Information Systems Usage Policy

Telephones, computers, computer files, the e-mail system, and software furnished to team members are the property of Helen R. Walton Children’s Enrichment Center and are intended for business use. Team members should not use a password, access a file, or retrieve any stored communication without authorization. Under no circumstances should a team member divulge his or her computer passcode to anyone.

“Unofficial” Usage

The Center recognizes that some “unofficial”, non-business-related use will occur during the course of day-to-day activities. Through this policy, we seek to limit unofficial use to reasonable levels and specify prohibited activities. Our team members and leadership team are professionals and, as such, can recognize when unofficial use exceeds the “reasonableness” standard. The leadership team is already responsible for monitoring the activities of the teachers; monitoring use of information systems is included in that role. The Executive Director will assist the management team in this role by periodically monitoring system usage and reporting apparent excessive unofficial activity or evidence of prohibited activities.

Included in the concept of “reasonable” use are after-hours and weekend access. However, the same standards of conduct apply.

The Helen R. Walton Children’s Enrichment Center strives to maintain a workplace free of harassment and sensitive to the diversity of its team members. Therefore, the Center prohibits the use of computers and the e-mail system in ways that are disruptive, offensive to others, or harmful to morale.

For example, the display or transmission of sexually explicit images, messages, and cartoons is not permitted. Other such misuse includes, but is not limited to, ethnic slurs, racial comments, inappropriate jokes, or anything that may be construed as harassment or showing disrespect for others.

Email Usage

Here are some points to keep in mind regarding professional e-mail conduct:

  1. Be informal, not sloppy. Your colleagues may use commonly accepted abbreviations in e-mail, but when communicating with external customers, everyone should follow standard writing protocol. Your e-mail message reflects you and your company, so traditional spelling, grammar, and punctuation rules apply.
  2. Keep messages brief and to the point. Just because you’re writing is grammatically correct does not mean that it has to be long. Concentrate on one subject per message whenever possible.
  3. Use sentence case. USING ALL CAPITAL LETTERS LOOKS AS IF YOU'RE SHOUTING. For emphasis, use asterisks or bold formatting to emphasize important words. Do not, however, use a lot of colors or graphics embedded in your message, because not everyone uses an e-mail program that can display them.
  4. Use the blind copy and courtesy copy appropriately. Don't use BCC to keep others from seeing who you copied; it shows confidence when you directly CC anyone receiving a copy. Do use BCC, however, when sending to a large distribution list, so recipients won't have to see a huge list of names. Be cautious with your use of CC; overuse simply clutters inboxes. Copy only people who are directly involved.
  5. Don't use e-mail as an excuse to avoid personal contact. Don't forget the value of face-to-face or even voice-to-voice communication. E-mail communication isn't appropriate when sending confusing or emotional messages. If you have an issue with someone, speak with that person directly. Don't use e-mail to avoid an uncomfortable situation or to cover up a mistake.
  6. Remember that e-mail isn't private. E-mail is considered company property and can be retrieved, examined, and used in a court of law. Remember that e-mail can be forwarded, so unintended audiences may see what you've written. You might also inadvertently send something to the wrong party, so always keep the content professional.
  7. Be sparing with group e-mail. Send group e-mail only when it's useful to every recipient. Use the "reply all" button only when compiling results requiring collective input and only if you have something to add.
  8. Use the subject field to indicate content and purpose. Do not use acronyms. It's also a good practice to include the word "long" in the subject field, if necessary, so that the recipient knows that the message will take time to read.
  9. Don't send chain letters, virus warnings, or junk mail. Always check with the Center’s IT company before sending out an alarm. Direct personal e-mail to your home e-mail account.
  10. Remember that your tone can't be heard in e-mail. E-mail communication can't convey the nuances of verbal communication. In an attempt to infer tone of voice, some people use emoticons, but use them sparingly so that you don't appear unprofessional. Also, don't assume that using a smiley will diffuse a difficult message.
  11. Use a signature that includes contact information. To ensure that people know who you are, include a signature that has your contact information, including your mailing address, and phone number.

Internet Access

Access to the Internet is provided to team members for Center related business use. This is a privilege, not a right. The following activities constitute abuse of that privilege:

  • running continuous stock tickers,
  • running continuous news services, and
  • running non-business-related streaming video or audio

These activities waste network bandwidth and team member time and are therefore prohibited. Downloading pornographic images, video and audio are also prohibited.

Telephone Usage

Telephones and long-distance services are provided for business use. Team members are permitted to use telephones, including toll-free services for unofficial purposes, subject to the same “reasonableness” standard. Unapproved use of 900 services is prohibited.

WARNING: some toll-free services will switch a call to a 900 service after, sometimes subtly, asking the caller to “approve” continuing the call.

Software Usage

The Center purchases and licenses the use of various computer software for business purposes and does not own the copyright to this software of its related documentation. Copyright laws prohibit the unauthorized duplication of computer software unless authorized by the software developer. Unauthorized copying of computer software subject to copyright protection could result in legal action. Team members may only use software issued on the local network or on multiple machines according to the software license agreement. The Center prohibits the illegal duplication of software and its related documentation.

Team members should notify their Team Leader or the Executive Director upon learning of violations of this policy. Team members who violate this policy will be subject to disciplinary action, which could include suspension of Internet privileges, reimbursement of costs and other sanctions up to and including termination of employment.

+ Social Media

At the Helen R. Walton Children’s Enrichment Center, we understand that social media can be a fun and rewarding way to share your life and opinions with family, friends and co-workers around the world. However, use of social media also presents certain risks and carries with it certain responsibilities. To assist you in making responsible decisions about your use of social media, we have established these guidelines for appropriate use of social media.

Guidelines

In the rapidly expanding world of electronic communication, social media can mean many things. Social media includes all means of communicating or posting information or content of any sort on the Internet, including to your own or someone else’s web log or blog, journal or diary, personal web site, social networking or affinity web site, web bulletin board or a chat room, whether or not associated or affiliated with HWCEC, as well as any other form of electronic communication.

Ultimately, you are solely responsible for what you post online. Before creating online content, consider some of the risks and rewards that are involved. Keep in mind that any of your conduct that adversely affects your job performance, the performance of fellow team members or otherwise adversely affects HWCEC families may result in disciplinary action up to and including termination. Inappropriate postings that may include discriminatory remarks, harassment, and threats of violence or similar inappropriate or unlawful conduct will not be tolerated and may subject you to disciplinary action up to and including termination.

Be respectful

Always be fair and courteous to fellow team members and HWCEC families. Also, keep in mind that you are more likely to resolve work-related complaints by speaking directly with your co-workers or by utilizing our open door policy than by posting complaints to a social media outlet. Nevertheless, if you decide to post complaints or criticism, avoid using statements, photographs, video or audio that reasonably could be viewed as malicious, obscene, threatening or intimidating or that might constitute harassment or bullying. Examples of such conduct might include offensive posts meant to intentionally harm someone's reputation or posts that could contribute to a hostile work environment on the basis of race, sex, disability, religion or any other status protected by law or company policy.

Be honest and accurate

Make sure you are always honest and accurate when posting information or news, and if you make a mistake, correct it quickly. Be open about any previous posts you have altered. Remember that the Internet archives almost everything; therefore, even deleted postings can be searched. Never post any information or rumors that you know to be false about HWCEC, fellow team members or HWCEC families.

Post only appropriate and respectful content

  • Maintain the confidentiality of HWCEC’s private or confidential information. Do not post internal reports, policies, procedures or other internal business-related confidential communications.
  • Do not create a link from your blog, website or other social networking site to the HWCEC website.
  • Express only your personal opinions. Never represent yourself as a spokesperson for HWCEC. If HWCEC is a subject of the content you are creating, be clear and open about the fact that you are a team member and make it clear that your views do not represent those of HWCEC, fellow team members or HWCEC families. If you do publish a blog or post online related to the work you do or subjects associated with HWCEC, make it clear that you are not speaking on behalf of HWCEC. It is best to include a disclaimer such as “The postings on this site are my own and do not necessarily reflect the views of HWCEC.”

Using social media at work

Refrain from using social media while on work time or on equipment we provide, unless it is work-related as authorized by your supervisor. Do not use HWCEC email addresses to register on social networks, blogs or other online tools utilized for personal use.

Retaliation is prohibited

HWCEC prohibits taking negative action against any team member for reporting a possible deviation from this policy or for cooperating in an investigation. Any team member who retaliates against another team member for reporting a possible deviation from this policy or for cooperating in an investigation will be subject to disciplinary action, up to and including termination.

+ Media Contacts

Team members should not speak to the media on HWCEC’s behalf without contacting the Executive Director.

Non-leadership team members should not speak to the media on HWCEC’s behalf without contacting the Executive Director.

The Executive Director and Director of Development are responsible and committed to disseminate information about our programs and activities and to be responsive to media inquiries. Press coverage is one way the center can receive positive visibility. The media contact policy defines the process for the release of official information. The policy also defines how information about the center is announced to the public. The leadership team is expected to follow this policy. All official center announcements, activities and statements may be communicated to the general public with approval from the Executive Director, Executive Board Member or the senior leadership member in charge. This includes:

  • Proactively obtaining coverage in the news media through new releases and other means
  • Releasing information about emergencies, weather, change in operating hours, official positions on issues involving the center and other events to which the press has reasonable claim
  • Linking staff with reporters seeking their early childhood expertise
  • Advertising
  • Brand Identity
  • Displays
  • Graphic Design
  • Marketing
  • Photography
  • Press Events, Special Events
  • Promotions, Promotional Items
  • Public Relations, News Releases
  • Social Media
  • Signage
  • Website graphic, content (homepage)

News Releases/Media Advisories A good news release attracts the attention of the media as something they feel their audience would be interested in. It also generates publicity for the center. We will continue to promote newsworthy events that are timely and have local implications. All quotes and photos must be accompanied with signed release by the parent, team member or board member.

Responding to Media Inquiries

Your response to a media inquiry should be determined by the information being sought. For general information related to activities, events, and programming may be addressed by the appropriate manager. However, any other media inquiries should be forwarded to the Executive Director or Executive Board Members.

Other Public Relations Policies & Procedures

Stationery and business cards are the center’s most visible and frequently used forms of printed communication. These often provide external audiences with their first impression of HWCEC/ECIC. It is critical that consistent graphic standards and ordering procedures are followed to reinforce the center’s brand identity. HWCEC/ECIC stationery and business cards must be produced from the approved templates.

  • Business cards and stationary are printed and ordered by the Business Coordinator

+ Alcohol Abuse Policy

The use of alcohol on the Center’s premises or during Center hours is strictly forbidden. Further, any use of alcohol at any time or place during work hours will not be tolerated and may result in termination.

+ Smoking Policy

Arkansas Law prohibits smoking in “daycare” facilities. The Campus is a smoke free zone; therefore, there is no smoking in personal vehicles, outside or anywhere on the grounds. This includes cigarettes, cigars, pipes, smokeless tobacco and electronic cigarettes.

+ Drug Abuse Policy

The Center continually strives to maintain a work environment which helps ensure the safety, security and well-being of its children, families and team members. A work environment, which embodies these features, will be more conducive to high work standards and quality early childhood service. Important to this effort will be a work place where drug use or involvement in illegal drug activity cannot be tolerated.

Drug Screening Process

In fulfilling our commitment to care and education for children, we feel it is essential to maintain a drug-free work place. The intended purpose of our drug-screening program is to test for the use or presence of illegal drugs.

Team members may be required to undergo drug screening when promoted to another position. Anyone employed at the Center may be required to undergo drug screening for what the Center considers reasonable and just cause.

Testing Positive for Drugs

Any team member who tests positive and is, therefore, found to have any detectable presence of illegal drugs is subject to immediate termination.

Refusal to Consent to Drug Screening

Team members who are required to undergo drug screenings for promotion or just cause in accordance with is policy will be required to sign a consent form prior to being tested. Refusal to sign a consent form for drug screening, when the Center feels there is a reasonable and just cause will be grounds for immediate termination.

+ Substance Abuse Policy Statement

The Helen R. Walton Children’s Enrichment Center is committed to providing a safe environment for children in our care, families and team members. That commitment is jeopardized when any team member illegally uses drugs on or off the job, comes to work under their influence, possesses, distributes or sells drugs in the workplace, or abuses alcohol on the job. Therefore, the Center has established the following policy:

  • It is a violation of company policy for any team member to use, possess, sell, trade, offer for sale, or offer to buy illegal drugs or otherwise engage in the illegal use of drugs on or off the job.
  • It is a violation of company policy for any team member to report to work under the influence of or while possessing in his or her body, blood or urine, illegal drugs in any detectable amount.
  • It is a violation of company policy for any team member to report to work under the influence of or impaired by alcohol.
  • It is a violation of the company policy for any team member to use prescription drugs illegally, i.e., to use prescription drugs that have not been legally obtained or in a manner or for a purpose other than as prescribed. However, nothing in this policy precludes the appropriate use of legally prescribed medications.
  • The consumption or possession of alcoholic beverages on company premises is prohibited. A team member whose normal faculties are impaired due to alcoholic beverages, or whose breath alcohol level is at or above .04% while on duty/company business shall be guilty of misconduct, and shall be subject to discipline up to and including termination. Testing of blood for alcohol content may be used as an alternative method at the discretion of company officials.

Violations of this policy are subject to disciplinary action up to and including termination. The goal of this policy is to balance our respect for individuals with the need to maintain a safe, productive, and drug free environment. The intent of this policy is to send a clear message that the illegal use of drugs and the abuse of alcohol are incompatible with employment at the Center.

As a condition of employment, team members must abide by the terms of this policy and must notify the Center in writing of any conviction of a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction.

The company offers resource information on various means of team member assistance in our community, including but not limited to drug and alcohol abuse programs. Please contact Human Resources for more information. Team members may also use our Employee Assistance Program (refer to the Benefits section).

General Procedures

  • Any team member reporting to work visibly impaired will be deemed unable to perform required duties and will not be allowed to work.
  • If possible the team member’s Team Leader will first seek another leadership member’s opinion to confirm the team member’s status.
  • Next, the supervisor will consult privately with the team member to determine the cause of the observation, including whether substance abuse has occurred.
  • If, in the opinion of the supervisor, the team member is considered impaired, the team member will be taken to a medical facility by a company official.
  • A drug or alcohol test may be in order. An impaired team member will not be allowed to drive.

Opportunity to Contest or Explain Test Results

Team members and job applicants who have a positive confirmed drug or alcohol test result may have the opportunity to explain or contest the result to the medical review officer or company official. If a team member’s or job applicant’s explanation or challenge is unsatisfactory, a positive test result will be recorded. A team member may contest the drug test result pursuant to rules adopted by the Arkansas Department of Labor.

Confidentiality

The confidentiality of any information received by the employer through a substance abuse testing program shall be maintained, except as otherwise provided by law.

Job Applicant Drug Testing

All job applicants who are extended a conditional job offer at the Center will undergo drug testing as a condition of employment. Any applicant with a confirmed positive test result will be denied employment and will not be considered for re-hire.

Applicants will be required to submit voluntarily to a urinalysis test at a laboratory chosen by the Center and by signing consent agreement will release the company from liability. If the physician, official, or lab personnel have reasonable suspicion to believe that the job applicant has tampered with the specimen, the applicant will not be considered for employment.

Team Member Drug and Alcohol Testing

The Helen R. Walton Children’s Enrichment Center has adopted testing practices to identify team members who use illegal drugs on and off the job or who abuse alcohol on the job. It shall be a condition of employment for all team members to submit to substance abuse testing under the following circumstances:

  • When there is reasonable suspicion to believe that a team member is illegally using drugs or abusing alcohol. Reasonable suspicion is based on a belief that an team member is using or has used drugs or alcohol in violation of the employer’s policy drawn from specific objective and particular facts and reasonable inferences drawn from those facts in light of experience.

Among other things, such facts and inferences may be based upon, but not limited to the following:

  • Observable phenomena while at work such as direct observation of substance abuse or of the physical symptoms or manifestations of being impaired due to substance abuse;
  • Abnormal conduct or erratic behavior while at work or a significant deterioration in work performance;
  • A report of substance abuse provided by a reliable and credible source;
  • Evidence that an individual has tampered with any substance abuse test during his or her employment with the current employer;
  • Information that an team member has caused or contributed to an accident while at work; or
  • Evidence that a team member has used, possessed, sold, solicited, or transferred drugs while working or while on the employer’s premises or while operating the employer’s vehicle, machinery, or equipment.
  • When team members have an on-the-job injury that requires more than first aid treatment, an employer may send team members for substance abuse testing.
  • When team members are being offered a promotion, a drug test will be conducted.
  • All team members will be subject to random drug testing.
  • All current team members will be subject to substance abuse testing at the onset of this substance abuse policy statement at the discretion of Center officials without prior notification.

Refusal to Submit

Refusal to submit to a required substance abuse test is misconduct and shall be subject to discipline up to and including termination.

Adulterated Specimens

If an adulterated specimen result from the laboratory is received, the result will be considered the same as a positive result and the team member will be subject to discipline up to and including termination. Job applicants will not be considered for employment under this circumstance.

Dilute Specimens

If a dilute specimen result from the laboratory is received, the team member or job applicant will be required to submit to a second urine drug test. If the second urine drug test is dilute, the team member or job applicant may be referred to a medical review officer or physician for determination of the cause of the dilute specimen. Discipline may occur up to and including termination.

Substance testing will include a urinalysis screen will include, but is not limited to the drugs listed below. The Helen R. Walton Children’s Enrichment Center reserves the right to test for any other substances without prior notification.

  • Amphetamines
  • Cannabinoids
  • Cocaine
  • PCP
  • Opiates
  • Barbiturates
  • Benzodiazepines
  • Methaqualone
  • Methadone
  • Propoxyphene
  • Breath alcohol testing

+ Team Member Disciplinary Procedures

In most instances, the Helen R. Walton Children’s Enrichment Center will attempt to correct problem behavior by corrective discipline.

However, in some instances, immediate discharge is warranted. Where corrective discipline is appropriate, one, any combination of, or all of the following steps may be taken:

  1. Action: Written Verbal Coaching Document
  2. Action: Written Coaching Document
  3. Action: Probation
  4. Action: Mandated Training
  5. Action: Noted on Performance Evaluation
  6. Action: Reduction or no merit increase during annual review process
  7. Action: Ineligibility for promotion
  8. Action: Demotion
  9. Action: Termination

Disciplinary Probation

A part-time or full-time team member can be placed on probation due to disciplinary action. If a team member is placed on probation, accrual of paid time off will be suspended as well as holiday pay if a holiday falls during the probationary period.

Sexual Harassment Policy

The Helen R. Walton Children’s Enrichment Center wants it clearly understood that HARASSMENT including sexual harassment or harassment based on sex, race, creed, color, disability, veteran status, age, or nationality, will not be tolerated.

All complaints of harassment of any sort will be immediately and thoroughly investigated. Violation of this harassment policy will result in discipline, up to immediate discharge, depending on the circumstances.

Sexual harassment includes engaging in or condoning any “unwelcome” sexual advance, request for sexual favors, and other verbal or physical conduct of a sexual nature when:

  • Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment.
  • Submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual.
  • Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an “intimidating, hostile, or offensive working environment.”

“No Hostile Environment”

Among other things, this “No Hostile Environment” means:

  • No passing around or making accessible any materials or objects of a sexual nature,
  • No sexual gestures,
  • No touching of others who object.
  • No one is to “push” another for a date or any other meeting or association.
  • Also, watch your language. Cursing people and/or using inappropriate terms or language is clearly unacceptable and will not be tolerated.

+ Reporting Harassment

Anyone harassed may safely report and should report such harassment immediately to their Human Resource Manager or Executive Director, or if they would feel more comfortable, to any member of management.

Everyone’s privacy will be respected to the extent practical. No one shall suffer any retaliation or penalty because they have reported experiencing or witnessing harassment of any sort.

+ Accidents to Team Members Policy

If you are injured at the Helen R. Walton Children’s Enrichment Center you must notify the Director of EC Operations or Human Resources immediately, regardless of the seriousness of the injury.
An incident report and other forms must be completed in order to satisfy the requirements of the Arkansas Workers’ Compensation Law. The incident report must be completed by the end of the day on which the injury happened.

Security Doors Policy

  • ALWAYS allow a parent to enter before you. Remember, they are our customers.
  • ALWAYS use your own code to enter during work hours. Do not enter behind a parent. We ask parents not to allow individuals to pass through on their code.
  • PLEASE do not challenge parents when ask you not to enter behind them. When a parent asks you not to follow through on their code, they are trying to follow safety protocol. Please be kind, by thanking them for following the policy – wait - and enter on the code(s) provided to you.
  • EXCEPTION: Typically, there is an administrative person at the front desk. Since they receive general information about employment statuses, it is safe for such individuals to buzz you in.

+ Personal Phone Calls

Personal phone calls should be made only during your breaks unless it is an emergency. If you receive a call, you will not be called out of your classroom. A message will be taken and placed on ProCare for you to retrieve when you clock in or out. You may return calls on your break.

We expect you to discourage people from calling you while you are at work. We realize that emergencies may arise; however, other calls should be made and received outside work hours.

No personal cell phones may be utilized or kept on person while at work. Cell phones usage must be limited to the staff break room or outside of the facility during break times or non-work hours.

+ Visitors

Team members, parents or guardians, and any individual authorized by leadership may enter the building. All other persons entering the building are deemed visitors.

Visitors must be approved by a leadership member, before being admitted through the front door. Special guests must be scheduled in advance and approved by a Team Leader. All visitors must comply with the Raptor system requirements.

Personal visits are not acceptable during working hours. We realize that emergencies may arise, in which case, you will be paged and a substitute will take your position while you go to the front desk to handle your personal matters.

Personal visitors will not be allowed in the main building.

+ Dress Code for Team Members

The Helen R. Walton Children’s Enrichment Center requires that all team members maintain a business-like appearance. All team members are expected to be neat, well-groomed and appropriately dressed while at work. Team members are required to wear company shirts with denim jeans, black pants, or khaki colored pants. Teaching team members must wear closed-toe shoes with a minimum of a strap on the back of the shoe.

Dress code for administrative and leadership team members is business casual. For select meetings and tours, business attire may be required.

All team members will be provided 5 shirts upon employment from an approved selection of styles and colors. Upon anniversary date, team members will receive additional shirts/jacket, based on funding.

Accidents do happen in early childhood settings; therefore, it is highly recommended that each team member have an extra set of clothes.

Prohibited Attire for all team members:

  • Dirty or ripped clothing
  • Excessively wrinkled clothing
  • Clothing that may be revealing
  • Stretch pants, leggings, sweat suits, jogging attire
  • Flip flops

If a team member does not meet the dress code, he/she will be sent home to change. Such time will not be compensated.

Additional Requirements:

  • No visible tattoos
    • Ensure that all visible tattoos are covered during work hours. We explain to our children not to “write” on themselves. A tattoo sends a mixed message to the young child.
  • No facial piercings (with exception of earrings)
    • We explain to our children not to put items in their nose and/or mouth. Therefore, it sends a mixed message when team members have facial piercings.

Warm Weather Months:

With Director of EC Operations’ approval, during the summer months all team members may wear shorts or Capri’s from June 1 through the Friday before school starts in August.

  • Shorts must be no shorter than a dollar bills width higher than the knee
  • No frayed edges or holes

+ Solicitation of Parent(s)

Team members are prohibited from soliciting Helen R. Walton Children Enrichment Center parents, verbally or in writing, for any services, goods, products, or donations.

Policies

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