Locally Funded Administrators

Memo

Dear Locally Funded Administrator,

On _____ , 20_, the ____ Conference [CONFIRM: Administrative Committee or Executive Committee] voted to adopt the North American Division Guidelines for Locally Funded Employees. To assist Conference facilities with implementation of the Locally Funded Employee Guidelines, on ____ , 20_ [CHOOSE ONE: Conference ADCOM .QI Executive Committee] adopted a hiring procedure for locally funded employees.

Local churches, schools and other facilities of the Conference which desire to employ additional locally funded workers must submit a written request to the Conference [CHOOSE ONE: Executive Secretary or Treasurer .QI Human Resources] identifying (i) the position desired, (ii)the proposed job duties, (iii) the proposed classifications (i.e., full-time or part-time and salaried exempt or hourly non-exempt), and (iv) the proposed remuneration.

The Conference [CHOOSE ONE: Executive Secretary or Treasurer .QI Human Resources] will notify the local church, school or facility if the requested position is either (i) approved as proposed, or (ii) must be adjusted to comply with federal/state laws or Conference policies, or (iii)is denied. If the proposed position is denied, the Conference will provide an explanation to the local facility. The Conference [CHOOSE ONE: Executive Secretary .QI Treasurer .QI Human Resources] will also confirm the benefits eligibility of the position and the funding required from the local church, school or facility to cover the remuneration and benefit costs of the position.

Before moving forward with the proposed employee, the local facility must review and approve the required funding and submit a written commitment to the Conference that it will provide the necessary funding for the position. If the Conference approves hiring of the locally funded employee, the local church school or facility will be responsible for (i) confirming that he or she is a member in good standing of the Seventh-day Adventist Church; (ii) having the applicant complete and submit a Conference employment application to [CHOOSE ONE: the Executive Secretary .QI Treasurer .QI Human Resources]; and (iii) obtaining the proposed employee’s authorization for a criminal record check (if required for the position) and returning the authorization from to the Conference. The Conference will conduct a criminal background check on the applicant, if appropriate. A final hiring decision will be made by the Conference [CHOOSE ONE: ADCOM .QI Board of Education Q! Operations Committee .QI Personnel Committee] _____ and the local facility will be notified of this action. At this point, and not before, the locally funded employee can commence work for the church, school or facility.

If churches, schools or other Conference facilities have any questions regarding this procedure, please contact ______ _, the Conference ________

Hiring Procedure

HIRING PROCEDURE

Step 1. Local facility completes Section 1 of Request for LFE position

Step 2. Local facility sends LFE Request form to Conference for review and approval

Step 3. Conference responds regarding requested LFE position, benefits eligibility and costs

Step 4. Local facility board approves LFE position, remuneration and costs

Step 5. Local facility provides resolution and financial certification for LFE position

Step 6. Candidates for LFE position complete Conference employment application

Step 7. Local facility interviews candidates and selects best qualified candidate

Step 8. Criminal record check authorization signed by selected LFE candidate (if applicable)

Step 9. Conference conducts criminal record check on selected candidate (if applicable)

Step 10. Conference provides confirmation of hiring to local facility and to LFE

Step 11. LFE commences employment

Step 12. LFE completes 1-9 Form within 72 hours of hire

Step 13. LFE completes other Conference employment document

Hiring Process

HIRING PROCEDURES

Step 1. Local facility completes Section 1 of Request for LFE position

Step 2. Local facility sends LFE Request form to Conference for review and approval

Step 3. Conference responds regarding requested LFE position, benefits eligibility and costs

Hiring Instructions

HIRING INSTRUCTIONS

Section 1 - Responsibility of the Facility

Proposed Job Title:
- If the position already exists but has recently become vacant, complete the blank with the current job title.
- If the position did not previously exist, provide a proposed job title. The proposed job title should relate to the job duties.

Proposed Job Duties:
- If the position already exists but has recently become vacant, complete the blank with the current job duties and attach a job description if one exists for the position. Include any new duties which will be assigned to the position.
- If the position did not previously exist, complete the blank with a summary of the proposed job duties and attach a proposed job description if one has been created for the position.

Check the appropriate box identifying the type of requested position (new, replacement or restructured position).
- If the position was previously filled by another employee, provide the former employee’s name and remuneration at the time he/she ceased employment.
- If the position is being restructured (for example, where two positions are being combined into one, or where the duties of a position are being significantly changed), provide information regarding the proposed restructuring.

Proposed Remuneration:
- If the employee will be paid on an hourly rate, check the appropriate box and provide the proposed hourly rate.
- If the employee will be paid a fixed salary per month, check the appropriate box and provide the monthly salary.

Proposed Hire Date:
- Provide a proposed future date you desire an employee to begin working in the position. (REMINDER: The proposed employee cannot be offered the position or begin working until after the Conference has approved the position, conducted the criminal background check (if appropriate) and issued an employment letter or agreement to the individual).

Proposed FLSA Classification:
- If the position will be hourly, check the “Non-Exempt” box.
- If the position will be salaried, check the “Exempt” box. (REMINDER: Generally, a “salaried exempt” employee must be paid a salary of at least $684.00 for each work week.)

If the employee will be working at least 38 hours per week, check the “Full-time” Box.
- If the employee will be working at least 30 hours but not more than 35 hours per week, check the “High Hours Part Time” box.
- If the employee will be working at least 19 hours and not more than 25 hours per week, check the “Low Hours Part Time” box.
- If the employee will be working less than 19 hours per week, check the “Less Than Half-time” box and provide the number of hours that the employee will work.
- If the employee’s proposed work hours do not meet any of the above criteria, check the “Other” box and explain the Facility’s contemplated work schedule.

After Section 1 has been completed, send the form to the Conference’s (CHOOSE ONE: Executive Secretary Q! Treasurer or Human Resources Director) for review.

Section 2 - Responsibility of the Conference

Section 2 – The Conference is responsible for completing Section 2 of the Form

The Conference will review the Form and determine if the requested position will be approved as proposed, approved with changes or denied. This determination will be made within days after the Conference’s receipt of the Form.

Approved As Proposed:
- If the Conference approves the position as proposed, it will check the “Requested position has been approved as proposed” box.
- Confirmation that the position has been approved as proposed is subject to the Conference receiving the Facility’s commitment for its financial obligations (funding for remuneration and benefits).
- The Conference will check the appropriate box specifying whether it will issue an educational employment agreement or an employment offer letter for the position.

Approved With Changes:
- If the Conference approves the position with changes, the Conference will check the “Requested position has been approved with these changes” box.
- The Conference will specify necessary changes ( e.g., change from exempt to nonexempt status for compliance with wage and hour laws, change to less than parttime, or change in remuneration rate).
- The Conference will specify any additional requirements for the position.
- If the changed position is not accepted by the Facility, the Conference will note the denial and no further action may be taken regarding the position. The Conference will retain the Form in its records.

Denied:
- If the Conference denies the request, it will check the “requested position has been denied” box.
- The Conference will provide the Facility with an explanation for its denial of the position.
- No further action may be taken regarding the position. The Conference will retain the Form in its records.

Employment Benefits Eligibility

- If the Conference approves the request (as proposed or with changes), the Conference will determine the benefits for which the position will be eligible under Conference policies and benefit plans based on the full or part-time and hourly or salaried exempt classifications for the position.
- The Conference will check the boxes to identify the applicable benefits for which the position will be eligible and the monthly benefits cost to the employee and the facility. Any benefits for which the position is ineligible will be marked ”NIA”.
- The Conference will calculate the total monthly remuneration and benefits cost to the employee and the facility and insert those amounts on the Form.

Funding for Remuneration and Employment Benefit

- If the Conference approves the request (as proposed or with changes), the Conference will complete the section titled “Funding for Remuneration and Benefits”.
- The Conference will calculate the monthly remuneration and place the dollar amount in the blank. If the employee is hourly, the amount will not include overtime. The Facility will also be responsible for funding any overtime work performed by a non-exempt employee.
- The Conference will calculate the cost of the benefits for which the position is eligible.
- The Conference will determine how far in advance it must receive payment from the Facility to cover the employee’s monthly remuneration and benefits and complete the blank.
- The Conference will calculate the total monthly funding required for remuneration and benefits and complete the appropriate blank.
- The Conference will return the Form with the completed Section 2 to the Facility for confirmation of the Facility’s ability and commitment for funding the position.

Section 3 - Responsibility of the Facility

- The Facility must obtain approval of its local board to proceed with the approved position.
- The local board must take an action approving the total monthly funding required for the position and committing to submit the funds to the Conference to cover the remuneration and benefits for the position.
- After the local board has approved the funding for the position, an authorized representative for the Facility must complete all the blanks in Section 3 of the Form. The information needed to complete Section 3 may be obtained from Section 2 of the Form.
- The authorized representative for the Facility must sign and date the Form.
- The Facility submits the completed signed Form to the Conference.
- After the Conference approves the position, it will send the Facility, (i) a Conference employment application and (ii) an authorization form for criminal record check (if required for the position) to the Facility with the Form.
- The Facility is responsible for (i) an applicant for the position completing and submitting the Conference employment application and signed criminal record check authorization (if required for the position) to the [CHOOSE ONE: Executive Secretary .Q! Treasurer .Q! Human Resources].
- The Conference will conduct a criminal background check on the applicant, if appropriate.
- A final action will be taken by the Conference [CHOOSE ONE: ADCOM Q! Board of Education .Q! Operations Committee .Q! Personnel Committee] approving the hiring of a specific applicant to fill the approved locally funded employee position.
- The Facility will be notified of the hiring action.
- The Conference will send an employment offer letter or educational employment agreement to the newly hired locally funded employee, which will confirm the conditions of employment and provide notice of the Facility’s obligation and commitment to provide funding for the position.
- At this point, and not before, the locally funded employee can commence work for the Facility.

Screening & Hiring Guidelines

HIRING PROCEDURES

Step 1. Local facility completes Section 1 of Request for LFE position

Step 2. Local facility sends LFE Request form to Conference for review and approval

Step 3. Conference responds regarding requested LFE position, benefits eligibility and costs

Hiring Do's & Dont's

Subject	Acceptable	Avoid
NAME	“State your name.” “Have you ever worked for this company under other name?” “Is any additional information relative to change of name, use of an assumed name, or nickname necessary to enable a check on your work records?”	“State your maiden name” “Have you ever use another name?” “Do you prefer to be addressed as Mr., Mrs., Miss, or Ms.?”
RESIDENCE	Asking for applicant’s place of residence. Inquiries about the length of residence at current and previous addresses.	Specific inquiries into foreign residence.
AGE	Statement that employment is subject to verification that applicant meets legal age requirements.	«State your age.” “State your date of birth.” “Would you have problems reporting to someone who is younger than you?” Requesting dates of attendance at or completion of elementary or high school. (However, may be needed for verification of academic credentials).
MARITAL & FAMILY STATUS	Can you meet the attendance requirements of this job? Can you work overtime and/or travel extensively? (only if applicable).	“Are you married, single, divorced, or separated?” “What are the names and ages of your children?” “What provisions will you make for child care?” Asking for name or other information about applicant’s spouse (after hire, this is permissible, to obtain a contact in case of an emergency).
RELATIVES	Statement of company policy about work assignment of employees who are related. Asking for names of applicant’s relatives already employed by the company.	Asking for name or address of any relative of applicant.
SEX	Inquiries based only on a bona fide occupational qualification.	“Are you expecting?” or “Are you pregnant?” Asking applicant about future childbearing plans. “How do you feel about working in a male- dominated industry?” “We typically don’t hire male secretaries. Will it make you uncomfo11able to be the only male secretary at this company?” Asking applicant out on a date or otherwise propositioning applicant.
RACE OR COLOR	Statement that photograph may be required after hire.	Requiring applicant to submit a photograph at any time prior to hire, or requesting that applicant, at his or her option, submit a photograph. Asking the race or color of applicant. Inquiries about applicant’s complexion or color of skin.
BIRTHPLACE, NATIONAL ORIGIN, ANCESTRY	“Are you authorized to work and remain in the United States?” Asking applicant about foreign languages applicant reads, speaks, or writes, if job related.	Asking for birthplace of applicant. Asking for birthplace of applicant’s parents, spouse, or other close relatives. “What is your mother (or native) tongue?” Inquiries into how applicant acquired ability to read, write, or speak a foreign language.
ORGANIZATIONS	Inquiries into membership in organizations that applicant considers relevant to his or her ability to perform the job for which applied.	“List all clubs, societies, and organizations to which you belong.”
PERSONAL FINANCES	Asking whether applicant has use of a reliable car, if car travel is required by the job..	Questions about personal bankruptcy. Questions about home or car ownership.
PHYSICAL CONDITION, HANDICAP, DISABILITY *	“Are you able to perform the duties of the position that you have applied for with or without a reasonable accommodations?””Do you use illegal drugs?””Can you meet the attendance requirements of this job?””How well do you handle stress?””Do you work better or worse under pressure?”	“Do you have any physical disabilities or handicaps?” “Do you have now, or have you ever had, a drug or alcohol problem?” “Have you ever sought treatment for your inability to handle stress?” “Have you ever been treated for mental health problems?” Questions regarding the applicant’s general medical condition, state of health, or illnesses.
WORKERS COMPENSATION	“How many days were you absent last year?” “Can you perform the essential functions of the job with or without reasonable accommodation?”	Questions regarding receipt of workers’ compensation. “Have you ever filed for workers’ compensation?” “Have you ever been injured on the job?”
CITIZENSHIP	“Do you have the legal right to work and remain in the United States?””Are you currently authorized to work for all employers in the United States on a full-time basis or only for your current employer?”Statement that applicant will be required to submit proof regarding his or her identity and employment eligibility upon hire, in accordance with applicable immigration requirements.	“Of what country are you a citizen?”Asking whether applicant or applicant’s spouse or parents are naturalized or native-born U.S. citizens.Asking for date when applicant, parents, or spouse acquired U.S. citizenship.
ARREST, CRIMINAL RECORD **	“Have you ever been convicted of a crime?” (in most jurisdictions, this question must be accompanied by a statement on the employment application that a conviction will not necessarily disqualify applicant from the job applied for)	Asking about applicant’s arrest record. “Have you ever been arrested?”

* Avoid inquiries that are likely to elicit information about whether an applicant has a disability.

**Some states and municipalities ban criminal record questions before the applicant receives a conditional employment offer. Check with Human Resources and employment legal counsel regarding the requirements in your
state.

HIRING PROCEDURES

Step 1. Local facility completes Section 1 of Request for LFE position

Step 2. Local facility sends LFE Request form to Conference for review and approval

Step 3. Conference responds regarding requested LFE position, benefits eligibility and costs

PT Salaried Work Log

HIRING PROCEDURES

Step 1. Local facility completes Section 1 of Request for LFE position

Step 2. Local facility sends LFE Request form to Conference for review and approval

Step 3. Conference responds regarding requested LFE position, benefits eligibility and costs

PT Salaried Work Log Instructions

HIRING PROCEDURES

Step 1. Local facility completes Section 1 of Request for LFE position

Step 2. Local facility sends LFE Request form to Conference for review and approval

Step 3. Conference responds regarding requested LFE position, benefits eligibility and costs

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