It is the purpose of this Personnel Policy Manual (Manual) to
establish and maintain a uniform system for managing personnel matters
and to comply with applicable employment laws. The policies and procedures
set forth in this Manual prescribe the terms, conditions, and standards
of personnel operations for the Town of South Hadley (the "Town").
These policies do not create a contract between the Town and any employee
or group of employees. All employees are employed at will unless covered
by separate contract rights set forth in individual contracts or collective
bargaining agreements.
All Town departments and positions in the Town service for which
compensation is paid (whether full-time, part-time, seasonal, casual,
special, civil service or others) shall be considered as being within
the scope of coverage unless otherwise stated, and shall be subject
to, and have the benefits of this Manual with the following exceptions
and/or limitations:
A.
Elected officers and persons appointed to fill vacancies in elective
offices.
B.
Positions under the direction and control of the School Committee.
C.
Members of boards, commissions, committees and authorities.
D.
Persons retained in a professional consulting capacity, to perform
specialized services or conduct temporary and/or special inquiry,
study or investigation.
E.
Volunteer personnel and any other personnel appointed to serve without
pay.
F.
A collective bargaining agreement with conflicting provisions prevails
over the terms of this Personnel Policy Manual unless said collective
bargaining agreement states otherwise.
G.
In any instance where these policies conflict with federal, state,
or local laws as they may apply to Town employees, such laws shall
be deemed to prevail.
A.
The Town's Selectboard shall be responsible for the administration
of the provisions of the Manual and may designate an employee or a
person on a contractual basis to manage and act as the Human Resources
Officer for daily administration of the personnel system. The Selectboard
may establish, rescind, or amend such administrative procedures as
it may consider necessary for the implementation of these rules. Such
procedures and any amendments thereto shall become effective upon
being approved by resolution of the Selectboard and filed with the
Town Clerk.
B.
Administration, appointing authorities and department heads are responsible
for the day-to-day administration and compliance with these policies.
Administration shall jointly review these policies as needed to determine
whether or not any amendments or revisions should be brought to Town
Meeting.
A.
ADMINISTRATION
APPOINTING AUTHORITY
EMPLOYEE
LENGTH OF SERVICE
TOWN APPOINTEE
As used in this Policy Manual, the following terms shall have the
meanings indicated:
The Town Administrator or the Assistant Town Administrator.
The Selectboard, Town Administrator or any board, commission,
committee or department head so empowered by statute, bylaws, charter,
ordinance, or directive, which has the power to appoint an employee
to any nonelective position.
Any person paid and employed by the Town, including persons
who are on authorized leaves of absence.
The continuous service of an employee (uninterrupted except
for required military service and for authorized vacation, sick leave,
and other approved leaves) while in the employment of the Town of
South Hadley calculated in years, months, and days from the most recent
date of hire.
Any person appointed to a position, committee or volunteer
that is not compensated or entitled to any benefits contained here
within, unless otherwise described by Town bylaws.
B.
CASUAL/SEASONAL EMPLOYEE
HOURLY EMPLOYEE
INTRODUCTORY PERIOD
REGULAR FULL-TIME EMPLOYEE
REGULAR PART-TIME EMPLOYEE
SALARIED EXEMPT EMPLOYEE
SALARIED HOURLY EMPLOYEE (NONEXEMPT)
STIPEND EMPLOYEE
TEMPORARY EMPLOYEE
The Selectboard has established the following classes of employees:
An employee who works a nontraditional schedule. A casual/seasonal
employee may not work a regularly established workweek. A casual/seasonal
employee's hours may vary from week to week. Casual/seasonal
employees are not entitled to benefits. This category may include
employees receiving a stipend for a specific task or responsibility
as set by Town enabling legislation or bylaw. Stipends will be set
annually.
Nonexempt employees will be paid for the actual number of
hours worked during a pay period times the hourly rate and will receive
overtime pay in accordance with the Fair Labor Standards Act ("FLSA").
Will be determined and included in the conditional offer
of employment by Administration. Initial trial or probationary period
served by employee and subject to dismissal and/or review by Administration
before becoming a regular employee. Introductory period may be modified
by Administration in writing.
An employee who has completed an initial introductory period
and works an established schedule of at least 40 hours per week. Regular
full-time employees are presumptively eligible for all employee benefits
as defined in this Manual as allowed. Said benefits are subject to
change from time to time in accordance with these and other policies.
(See Benefits Policy Manual.[1])
An employee who has completed an initial introductory period
and works a minimum of 19.5 hours per week, but less than full time,
on a regular year-round schedule. Regular part-time employees are
presumptively not eligible for employee benefits except as approved
by Administration.
Exempt employees, who are paid on a salary basis, will be
paid by dividing the annual salary rate by the number of pay periods
per year. Salaried exempt employees are required to be available for
a minimum of 80 hours per pay period (two weeks) or as needed to complete
work in a timely manner. These employees are not availed overtime
pay.
Employees who work 80 hours over a two-week pay period and
whose annual salary is divided into hourly increments may be availed
overtime with prior Administration approval on a pay period basis.
Scheduled work hours must be approved by his or her Supervisor.
An employee who receives a set fee for a specific service.
All stipends must be set and approved by Administration.
An employee holding a job of limited or specific duration
arising out of a special project, position vacancy pending appointment,
abnormal workloads, emergency, or other reasons established by Administration.
Temporary employees may work either full-time or part-time work schedules.
In general, this period does not exceed six months without Administration
approval. Employees are not eligible for employee benefits except
as approved by Administration.
