Policies and procedures

Early Learning Coalition of Osceola County
Policies and Procedures

COALITION GOVERNANCE – SECTION 206

Sect. 206A – Coalition General Provisions

206A.01 – Policy Development & Approval Process
206A.02 – Discrimination
206A.03 – Non Employment Related Grievances
206A.04 – Suspected Fraud
206A.05 – Disaster Preparation
206A.06 – Confidentiality & Privacy Protections
206A.07 – Honoraria
206A.08 – Whistleblower Protection

Sect. 206B – Coalition Member Conduct & Responsibilities

206B.01 – Ethical Standards
206B.02 – Board Member Recruitment and Eligibility

206B.03 – Conflict of Interest

Sect. 206C – Human Resources

– General Provisions
206C.01 – Staff Ethics
206C.02 – New Employee Introductory Period
206C 03 – New Employee Orientation

– Legislative Requirements
206C.10 – Equal Employment Opportunity
206C.11– Sexual & Other Unlawful Harassment
206C.12 – Disability Accommodations
206C.13 – Immigration Law Compliance
206C.14 – Drug Free Workplace
206C.15 – Personnel Records
206C.16 – Employment Related Grievances

– Employment Policies
206C.20 – Roles of Coalition Staff
206C.21 – Hiring & Retention of Employees
206C.22 – Employment Classifications
206C.23 – Employment Application/Criminal Background Checks
206C.24 – Employee Timesheets
206C.25 – Attendance & Absences
206C.27 – Employee Discipline
206C.28– Employee Termination
206C.29 – Employment Verification & Letters of Reference
206C.30 – Exit Interview
206C.31 – Rehiring Former Employees

– Employee Compensation
206C.40 – Employee Salaries
206C.41 – Hours of Work
206C.42 – Pay Period
206C.43 – Wage Administration
206C.44 – Administrative Pay Corrections
206C.45 – Social Security
206C.46 – Other Pay Deductions
206C.47 – Overtime
206C.48 – Employee Travel
206C.49 – Employee Performance Appraisals
206C.50 – Personal Checks & Pay Advances

– Employee Benefits
206C.60 – Health Insurance Coverage
206C.61 – Employee Term Life Insurance
206C 62 – Vacation Time
206C.63– Holidays
206C 64– Sick Leave
206C 65 – Personal Time Off
206C.66 – Retirement Benefits
206C.67 – Time Off to Vote
206C.68 – Bereavement Leave
206C.69 – Jury & Witness Duty Leave
206C.71 – Continuation of Health Coverage (COBRA)
206C.72 – Worker’s Compensation Insurance
206C.73 – Personal Extended Leave Without Pay

– Workplace Policies
206C 80– Dress & Grooming Standards
206C.82 – Personal Telephone Calls
206C.83 – Electronic Communications
206C.84 – Smoking
206C.85 – Public Relations
206C.86 – Clean Work Area
206C.88 – Media Requests

– General Rules
206C.90 – Conduct on the Job
206C.91 – Suggestions & Ideas
206C.92 – Dual Employment
206C.93 – Confidentiality & Intellectual Property Rights
206C.94 – Coalition Social Functions

– Safety Rules & Procedures
206C.100 – Security
206C.101 – Parking
206C.102 – Injuries

Sect. 206D – Operations

– General Provisions
206D.01 – Executive Director Levels of Authority
206D.02 – Data Security
206D.08 – Very Important Partner Donation Program
206D.09 – Very Important Partner Volunteer Program

– Inventory Management
206D.12 – Tangible Personal Property
206D.13 – Prior Approval for Capital and Administrative Expenses
206D.14 – Depreciation & Useful Lives                                                                         206D.15 – Capitalization of Property

206D.17 – Lost or Stolen Property

Sect. 206E – Records Retention
206E.10 – Designation of Deputy Custodian
206E.12 – Retention, Storage, and Retrieval of Records
206E.13 – Responding to Public Records Requests
206E.14 – Authorized Destruction of Records

Sect. 206G – Early Learning Programs
206G.02 – Internal Monitoring of Program Budget Threshold Expenditures

CONTRACTORS
SECTION 210

-General Provisions
210A.01 – Contract Management
210A.02– Contract Requirements

PROGRAM QUALITY STANDARDS
SECTION 220

– General Provisions

220A 01 – Parental Access and Choice
220A.02–  Staff Development Registration Attendance Policy                                                                                                                                                                                                                                                                             220A.03 – Staff Development Attendance Policy

– Mini Grant Awards & Training Incentives
220A.28 – Disaster Relief – Family Support
220A.29 – Disaster Relief – Provider Support

FINANCE & BUDGET

SECTION 240

– General Provisions
240A 01 – Accounting Practices
240A.02 – Chart of Accounts
240A 03 – General Ledger
240A 04 – Cost Allocation Plan
240A 05 – Financial Reports
240A 06 – Support Documentation
240A.07 – Independent Audit
240A.08 – Program Income/Stand In Costs
240A.09 – Procurement of Commodities and/or Contractual
Services

– Cash Management
240A.10 – Budget Preparation and Use
240A 11– Bank Accounts
240A.12 – Purchase Authorization & Invoice Processing
240A.13 – Receipt of Funds, Contributions, and Grants
240A 14 – Cash Disbursements
240A 15 – Payroll Processing
240A 16 – Insurance and Bonding
240A.17 – Petty Cash
240A 18 – Check and Cash

240A.19 – Cash Management

240A 20 – Allowability of Costs

– Internal Coalition Budget Invoices & Expenses
240A 21 – Ongoing Coalition Monthly Expenses

– Quality Initiatives Invoices & Expenses
240A 30 – Quality Initiatives Invoices Processed by
Coalition

– Coalition Direct Payments
240A 41 – Credit Card Usage
240A 42 – Internal Coalition Budget Invoices/Expenditures

– Travel & Expense Reimbursement
240A 50 – Travel-Newest Policy-Part 1
240A 50 – Travel – Part 2                                                                                           240A.51 – Travel Advances-Retired
240A.52 – Per Diem-Retired
240A.53 – Conference & Convention Expenses-Retired
240A.64 – Reporting of Internal Control
240A 65 – Internal Controls

SCHOOL READINESS PROGRAMS
SECTION 400

Sect. 404 – Child Eligibility

404A 01– Single Point of Entry – Unified Waitlist                                                         404A 02 – At Risk Referral Enrollment Guidelines
404A.03 – Welfare Transition Enrollment Guidelines                                             404A.04 – School Readiness Enrollment Guidelines                                                        404A.05 – Teen Parent Program Reporting Guidelines
404A.06 – School Readiness Termination of Services Guidelines

Sect. 408 – Provider Eligibility

408A.01                                                                                                                               – School Readiness Provider Eligibility Determination

Sect. 410 – Enrollment & Attendance

410A.01 – Protective Services Children Jurisdiction

Sect. 430 – Monitoring & Performance Standards

430A.01– Contract/Subrecipient Monitoring
430A.02 – At Risk and TANF Internal Procedures
430A.03 – School Readiness Provider Post Attendance Audits
430A 04 – School Readiness Program Monitoring
430A.05 – School Readiness Child Developmental Screening

Sect. 440 – Finance & Budget

440A. 01 – Provider Payment Rates
440A.02 – Child Absences                                                                                              440A.03 – Co-Payment Fee Adjustments                                                                440A.10 – Slot Management

VOLUNTARY PREKINDERGARTEN EDUCATION PROGRAM – SECTION 500

Sect. 510 – Enrollment & Attendance
510A.01 – VPK Child Eligibility Determination
510A.02 – VPK Child Enrollment Process
510A 03 – VPK Program Monitoring
510A.04 – VPK Provider Eligibility Determination
510A.05 – VPK Compliance Enforcement

*Partial Update 10/28/2015