personnel management revised: jul. 17, 2016 · 17/7/2016 · accuracy of information provided on...

Personnel Management Policy Number: 07.02 Effective Date: Nov. 15, 15

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1. Title: Authorization, Recruitment and Selection of Employees

2. Purpose:

2.1 To provide a clearly defined process for hiring employees. (Non-employees are not covered by this policy. See 07.23 Volunteers, as well as 07.24 Independent Contractors, for policies governing these types of service providers.) 2.2 To ensure that the hiring of all employees has been properly authorized in advance, thereby establishing a strong link between budgeted expenses and committed expenses. (This objective is commonly called “job/position control.”) 2.3 To ensure that the hiring of employees is done in accordance with applicable laws. 3. Policy:

3.1 Authority to hire employees (including replacements for vacant positions), regardless of category, must be approved by the Session before interviewing begins. The Session shall establish a salary range for each position. The Administration Committee, in consultation with the Head of Staff, determines who participates in the interview process and when and how any opening is advertised. Any position advertisement or internal job posting shall state that the First Presbyterian Church of Conroe is an Equal Employment Opportunity employer. According to law, the advertisement may not refer to preferential hiring practices (such as “minority preferred” or “females will be given particular favor in interviews”).

3.1.1 Hiring authorization is provided on the Employee Requisition (Form 070201), which shall include whether the position is new or a replacement, exempt or nonexempt under the federal Fair Labor Standards Act, full-time or part-time, and regular or temporary. 3.1.2 A job description is required for each position to be filled. It shall follow the format developed by the Administration Committee for such documents. 3.1.3 All applicants shall complete FPCC’s Application for Employment (Form 070202).

3.2 Adequate time should be given for interested persons to respond to advertisements or internal job postings. The applications shall be reviewed by the committee overseeing recruitment for the position and the Head of Staff to determine which applicants meet the position qualifications, including bona fide occupational qualifications (BFOQs). Those applicants meeting the qualifications will be provided a screening telephone interview. Typically, only the best 3 – 5 candidates from the screening interview will be invited to interview on-site with the appointed interview team. The team should make good faith efforts to consider qualified candidates who reflect the church’s commitment to diversity.


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3.2.1 Interview questions shall be legally permissible, job oriented, and designed to determine the adequacy of each candidate’s qualifications for the position to be filled. 3.2.2 Reference checks shall be done on the final candidate by the Administrative Committee or its representative. At the Administrative Committee’s discretion, reference checks may be performed on the top 2-3 candidates in advance of making a contingent employment offer (see section 7.3 below).

3.3 During the interview process, the candidate’s confidentiality and privacy should be given as much consideration as possible.

3.4 Unless the hire is classified as a part-time temporary, the interviewing committee shall make a recommendation to the Session concerning the most qualified individual who best fits the requirements of the position and who, on the totality of relevant information available, is also deemed to be the best fit for the culture of the organization. The Session may accept or reject the recommendation. If the Session rejects the recommendation, the Session will determine the next steps. If the Session accepts the recommendation, the individual will be offered the position in a formal offer letter that includes the contingencies of passing a background investigation, any required pre-employment tests (such as drug screens or medical examination), and provision of proof of eligibility to work in the U.S. If the candidate accepts the offer, the pre-employment process shall be completed before he or she may start work.

3.4.1 The Administrative Committee or its representative negotiates specific pay, agrees on the start date, and otherwise finalizes the offer details within its authority. 3.4.2 The Contingent Employment Offer letter (Form 070203) shall be in the standard format approved by the Administrative Committee. 3.4.3 If the hire is classified as part-time temporary and the position has been approved by Session through an Employee Requisition (F-070201), the Head of Staff shall have authority to approve such hire at a pay rate within budget and any established pay guidelines.

3.5 Medical Examinations and Drug Screens.

3.5.1 The Head of Staff may require medical examinations for current employees or candidates for employment in order to determine the individual’s ability to perform the essential duties of the position, and to determine whether reasonable accommodation may be required by that employee or applicant. No candidate may be required to undergo a medical examination prior to the issuance of a contingent employment offer. Periodic health examinations may be required thereafter to determine the employee’s fitness for duty, his/her ability to perform essential job functions, with or without reasonable accommodation, and to verify the appropriate use of sick leave. The Head of Staff shall select the doctor for conducting requested medical examinations and FPCC will pay the cost of such examinations.


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3.5.2 The Head of Staff may require that an offer of employment be contingent on the applicant passing a drug screen. The Church Administrator shall arrange and FPCC will pay for such drug testing.

3.6 Background Investigations.

3.6.1 All employment offers shall be contingent on the applicant undergoing a background investigative analysis (“background check”) that produces results that are accepted as satisfactory by the Chairperson of the Administrative Committee and the Head of Staff or other individual appointed by the Session.

Specific exceptions to conducting background checks for certain positions shall be approved by the Administration Committee. (E.g., such an exception may be approved for Substitute Organists who are not engaged for more than three services in a six-month period and who are not working around children.) In such cases, the contingency offer letter will remove background checking as a pre-employment requirement.

3.6.2 Background checks are performed in an effort to:

Avoid job-related negligent hiring and employment of persons with certain criminal behaviors where the specific criminal conduct, and its dangers, pose a similar risk inherent in the duties of the position. (Depending on the expected job responsibilities and access to certain persons or assets, such criminal behavior could include, but not be limited to, theft, fraud, work place and other violence, crimes against children or youth, or drug or sexual offenses.)

Verify the accuracy of statements made by the candidate in an application for employment.

3.6.3 Background checks are subject to the requirements of the Fair Credit Reporting Act (FCRA) and Equal Employment Opportunity Commission (EEOC) regulation. (Legal and procedural requirements are documented elsewhere in a detailed office procedure.)

FPCC will use background checks that are job related and consistent with church business necessity. A targeted screen is used that considers at least the nature of the crime, the time elapsed, and the nature of the job; FPCC then uses an individualized assessment for those people identified by the screen to determine if the policy as applied is, in fact, job related and consistent with church business necessity.

FPCC shall follow the requirements of the Fair Credit Reporting Act with respect to background checking, obtaining separate required permissions in advance from the person being investigated, as well as providing him/her with required notices (pre-notice of adverse action and final notice of adverse action) of any information obtained through this process that may result or has resulted in an adverse employment decision, including the source of the background report, and the individual’s rights to dispute the report’s accuracy.


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3.6.4 Background checks may include, but are not limited to:

Social Security - validates the applicant's social security number, date of birth and former addresses.

Prior Employment Verification - confirms applicant's employment with the provided companies, including dates of employment, position held and additional information available pertaining to salary/wages, performance rating, the reason for departure, and eligibility for rehire. Normally, this will be run on at least the past 3 employers or 5 years, whichever comes first.

Multi-County Criminal - will be run on at least the 3 most recent counties that are listed on the candidate information and consent form (Form 070204).

Federal Criminal History - checks district courts for any crimes committed in violation of federal law in district of current residence.

Educational Verification - confirms the applicant's claimed educational institution, including the degree/diploma received. (This verification will be done if the education level being investigated is a requirement of the position.)

Note: Credit scores will not be checked as part of the hiring process.

The following additional search will be conducted if the position requires driving for FPCC, other than to/from work:

Motor Vehicle - provides a report on an individual's driving history in the state requested.

3.6.5 All background checks will be ordered by the Church Administrator unless otherwise determined by the Administration Committee. The documents and information obtained through background checks shall be kept in a separate, confidential locked file that is not accessible by the supervisor or other church personnel except as otherwise determined appropriate by the Administration Committee. Authorized individuals who order background checks, maintain the background document files, or access such files are responsible for legal compliance under the Fair Credit Reporting Act and any other applicable laws and regulations.

3.6.6 Background checks also may be performed on current employees, at any time deemed appropriate by the Administration Committee or as required by other applicable policy. The candidate’s completion of the Confidential Information Form: Consent to Procure a Consumer Report & Release of Information for Employment Purposes (F-070204) permits the church to perform such additional background checks at any time the individual remains an active employee. Normally, follow-up background checks will be completed not less than every two years, at a time established by the Head of Staff.

3.7 Employee records files will be maintained by the Church Administrator in the church office in a locked cabinet in accordance with applicable law.


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4. Definitions: 4.1 Adequate time – a period that is reasonable but not defined. In the case of advertising a position, typically the period will be for a minimum of five (5) business days but may be longer if needed to gather a sufficient candidate pool for the position. 4.2 Background check, background investigation – a thorough examination of an individual’s criminal and other personal characteristics that are relevant to the successful and safe performance of the job the person currently holds or is a candidate to be hired. The investigation also includes verifying the accuracy of information provided on the individual’s employment application, including his/her resume if provided. 4.3 Bona fide occupational qualification (BFOQ) – employment qualifications that employers are permitted to consider while making decisions about hiring and retention of employees. The qualification should relate to an essential job duty and is considered necessary for operation of the particular organization, such as a church hiring a clergy member of their faith. However, for many other positions at a church such as janitors who are employees, discrimination based on religious denomination would be illegal because religion has no effect on a person’s ability to fulfill the duties of those types of jobs. 4.4 Cause – serious, repeated problematic behavior that goes uncorrected following notice and warning; or egregious misconduct that can result in immediate termination of employment or candidacy for employment. (Falsification of information on FPCC’s Application for Employment and/or a provided resume is considered egregious misconduct subject to an applicant’s disqualification or immediate termination of employment if the person is already employed by FPCC.) 4.5 Consumer Credit Report, Investigative Consumer Report. These government labels may be confusing because FPCC does not obtain credit scores on individuals as part of the hiring process. However, other background information that the Church does investigate is labeled by the Fair Credit Reporting Act in this manner. 4.6 Drug screen – a pre- or post-employment blood or other analysis to determine if a person is using or under the influence of a controlled substance that is prohibited in the workplace or that impairs his/her ability to safely perform the duties of the job or that poses a safety risk to others on Church premises or at a Church function. 4.7 EEOC – the federal Equal Employment Opportunity Commission, which has responsibility for regulating non-discriminatory employment practices and hearing complaints regarding alleged discrimination in employment matters. 4.8 Fair Credit Reporting Act – the federal law that regulates consumer reports and investigative consumer reports. Background investigations are considered consumer reports and investigative consumer reports that are subject to this law.


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Consent to Procure a Consumer Credit Report & Release of Information for Employment Purposes (Form 070204). Before conducting a background search or investigation on employees or candidates for employment, an employer must obtain the individual’s authorization to acquire specified personal information. Due to current EEOC guidance, this permission is usually requested at the time a contingent offer of employment is made and accepted.

Background Check Pre-Adverse Action Notice (Form 070205). If an unsatisfactory investigative report is provided to FPCC that would cause it not to hire an individual, FPCC must provide the person notice of that fact, the unfavorable information and its source, and an opportunity for that individual to provide timely explanatory information if (s)he chooses to respond.

Background Check Adverse Action Notice (Form 070206). If, after providing an individual with a pre-adverse action notice, FPCC determines that additional information provided by that individual remains unsatisfactory, or if the individual did not provide timely additional information following the pre-adverse notice, then FPCC sends this notice and rescinds its offer of employment on that basis.

4.9 Form I-9 – employment eligibility form required by the U.S. Department of Homeland Security under the Homeland Security Act.

A Form I-9 (which is periodically modified by the U.S. federal government) must be completed each time FPCC hires a person to perform labor or services as an employee in the U.S. in return for wages or other remuneration. (Exception: do not use this form for independent contractors.) This form must not be completed prior to a person’s acceptance of a contingent job offer, but by law it must be completed no later than 3 days after starting work, unless the job is for less than 3 days, in which case it must be completed by the first day of work. FPCC expects all I-9 documentation to be completed upon or before starting work.

FPCC must not contract for the labor of an individual if it knows that person is not authorized to work in the U.S.

I-9 forms are to be kept in a binder by year the form was completed and are maintained separate from the personnel file.

4.10 Onboarding – the process of completing required pre-employment activities, employment start day activities, and orienting a new employee to the organization and what is expected of him/her. 4.11 Non-employees. Consultants, independent contractors, temporary agency workers, vendors, and volunteers are not employees, and they are not covered by this policy. See OPS 07.23 (Volunteers) and OPS 07.24 (Independent Contractors) for information on engaging the services of non-employees.

4.12 Reasonable accommodation. Under the Americans with Disabilities Act (ADA), an accommodation is considered any modification or adjustment to a job or work environment that enables an otherwise qualified person with a disability to apply for or perform a job. The term also


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encompasses alterations to ensure a qualified individual with a disability has rights and privileges in employment equal to those of employees without disabilities. The obligation to provide reasonable accommodations for job applicants or employees with disabilities is one of the key non-discrimination requirements in the ADA's employment provisions. 5. References:

Fair Labor Standards Act of 1938 (FLSA), as amended.

Title VII of the Civil Rights Act of 1964, as amended.

The Americans with Disabilities Act of 2008 (ADA), as amended.

Fair Credit Reporting Act of 1970 (FCRA), as amended and enforced by the Federal Trade Commission and the Consumer Financial Protection Bureau.

EEOC Enforcement Guidelines, Number 915.002, dated 4/25/2012.

Texas Labor Code, Chapter 21, Subsection B, Unlawful Employment Practices.

U.S. Citizenship and Immigration Services. Handbook for Employers (Employment Eligibility Verification Form). M-274 (Rev. 04/30/13) N.

6. Applicability: This policy applies to the hiring of all employees except employees of the Presbyterian Day School (PDS), which has its own hiring policies. Such PDS policies shall in general follow FPCC hiring policies unless otherwise required by that organization’s unique mission and compliance requirements. 7. Procedures: 7.1 Completion and processing of the Employee Requisition (Form 070201).

7.1.1 No recruiting may commence until this form is completed and approved. If the position is not already budgeted by the Session in the current year, the requisition must be approved by the Session in addition to the Head of Staff. 7.1.2 Although the requisition requester may indicate a request for the position to be classified as exempt from overtime pay, only the authorized Administrative Committee representative shall determine the exemption status of a position and person performing work. The person making this determination shall approve the status on the requisition. 7.1.3 A job description must be attached to the Employee Requisition, or complete information must be provided in the Position Information section and on the Job or Work Physical Attributes – Addendum section of Form 070201. 7.1.4 Before an offer is extended to a candidate who has been approved by the Session, the Head of Staff or Chair of the Administration Committee must sign the Approval to Make Job


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Offer section of the Employee Requisition, along with the information required. If the hire is classified as part-time temporary, the Head of Staff is authorized to approve an individual hire and the pay rate, provided the position was approved by Session as required and the pay rate is within budget and any applicable pay guidelines. In such case, the Head of Staff signs approval to make the offer on the Employee Requisition. 7.1.5 When the position has been filled (or the Employee Requisition officially closed by other means) and the new employee has started work, the Church Administrator shall indicate the date the position was closed as well as the name of the person hired, unless the requisition was closed without making a hire. 7.1.6 For legal and regulatory purposes, the recruitment file shall contain the Employee Requisition and information on all qualified applicants for that position (including but not limited to applications, interview notes, reference checks, and other candidate evaluation documentation except for background checks). Letters of recommendation and reference checks for the person hired shall be placed in his/her FPCC personnel records file. The documents contained in the recruitment file shall be retained for 360 days after the requisition is officially closed, unless a dispute has been filed involving any of this information, in which case nothing should be destroyed until the matter is completely resolved.

7.2 Completion and processing of the Application for Employment (Form 070202) and the EEO Voluntary Self Identification (Form 071901).

7.2.1 All applicants for employment (part-time and full-time, regular and temporary) shall complete the Application for Employment (Form 070202) before being interviewed for any position. All items must be completed, and the application must be signed and dated by the applicant. A candidate also may provide his/her resume, but a resume shall not be substituted for the completed application form. If provided, a resume is considered a part of the official application, and the information contained in it is subject to verification. 7.2.2 When an application is completed, the person accepting the application on behalf of the Church shall provide the applicant with the EEO Voluntary Self Identification (Form 071901). If the applicant declines to self-identify, the person accepting the application should make a notation in the Personnel Use Only section of what the observed sex and race appears to be. This form is not to be filed in the recruitment file; it should be filed in a separate binder or folder alphabetically by the person’s last name. 7.2.3 Applications are only valid for 60 days from the date signed and dated. After 60 days, a new application needs to be submitted by a candidate to be considered. However, all applications shall be retained for 360 days for legal reasons unless a dispute involving the documentation is active, in which case the application shall not be destroyed until the matter has been fully resolved.


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7.2.4 Applications shall be filed alphabetically by last name in the applicant file or folder. Should an applicant be hired, the application shall be placed in the new employee’s official personnel file. The EEO Voluntary Self-Identification form of hired individuals should be filed in the confidential personnel file, which is not accessible by supervisors. 7.2.5 For legal and regulatory purposes, as well as good business organization, all applicant related activity (interviewing, offer letter status, offer acceptance or rejection, background check status, and hire) shall be recorded by the Church Administrator and retained for 360 days from the date the requisition is closed.

7.3 Completion and processing of a Contingent Employment Offer (Form 070203).

7.3.1 After the interview process is complete, and the best candidate has been identified and his/her references checked, but prior to starting the background checking process, the approval to make a job offer section on the Employee Requisition (Form 070202) shall be completed. Afterwards, the Contingent Employment Offer (Form 070203) is executed and signed by the Head of Staff or other individual authorized by the Administrative Committee. 7.3.2 The contingent offer letter shall be in the format authorized by the Administrative Committee. 7.3.3 Enclosed with the contingent offer letter is the Notice Regarding Background Investigations (F-070209) and the Confidential Information Form: Consent to Procure a Consumer Credit Report & Release of Information for Employment Purposes (Form 070204), which the candidate must complete and return within the indicated timeframe if (s)he accepts the offer. (From a regulatory and legal perspective, it is risky to require a candidate who has not been provided a contingent offer to complete this form, which is why the process is set up in this manner.)

7.4 Processing background checks and resolving problems.

7.4.1 The Church Administrator orders background checks and receives the information, which is provided to the Head of Staff and the Administrative Committee Chairperson, or as otherwise authorized by the Session, for review.

7.4.2 Separate office procedures explain the process for determining if a candidate with a flagged background check will or will not be hired. Such determinations will be maintained in a confidential file separate from the individual’s personnel file and will not be accessible except as authorized by the Session. 7.4.3 If the background checks reveal information that may result in the offer being rescinded, under FCRA requirements, a Background Check Pre-Adverse Notice (Form 070205) must be sent to the individual, along with the information legally required in such notices.


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7.4.4 If the candidate indicates (s)he is providing further information or an explanation in response to the Background Check Pre-Adverse Notice, this information is forwarded to the person(s) authorized by the Session to review adverse background information for a determination. A face-to-face meeting with the candidate may be scheduled or not, at the sole discretion of the Head of Staff and Administrative Committee Chairperson, or as determined by any other individual(s) authorized by the Session. 7.4.5 If the supplemental information supplied by the candidate still does not meet FPCC requirements for satisfactorily completing a background investigation, or the candidate did not supply information within the required timeframe, a Background Check Adverse Notice and Offer Rescind (Form 070206) is sent advising the candidate that the offer has been rescinded due to unsatisfactory background investigation results. The Employee Requisition may be re-activated for expanded recruitment, or another candidate from the first recruitment round may be considered for a contingent offer. 7.4.6 When a candidate with a contingent employment offer has satisfactorily cleared the background checking process, the Employment Offer Contingency Clearance letter (Form 070207) is completed and mailed to him/her. 7.4.7 The Church Administrator includes in the recruitment file appropriate notations and copies of all official communications sent to applicants. (However, the background check information, reports, and related background screening documentation are filed in a separate, confidential file.)

7.5 Onboarding new employees.

7.5.1 The Church Administrator is responsible for ensuring that the I-9 form (federal UCIS Form I-9, as revised periodically) is completed on a timely basis according to applicable laws and regulations, obtaining the W-4 form (federal Form W-4, as revised periodically) and additional needed information from the employee, and completing the Employee Action Notice #1 (Form 070208) for processing. 7.5.2 The Church Administrator or other person authorized by the Administrative Committee is responsible for orienting the new employee to the Church’s policies and procedures and obtaining signatures for any policies or manuals provided to the new employee. These documents shall be filed by the Church Administrator in the personnel records file. 7.5.3 The employee’s supervisor is responsible for providing the new employee with a job description in the format approved by the Administrative Committee, orienting him or her to the new position, making appropriate introductions, establishing and documenting goals and objectives for the employee, and ensuring that appropriate training and coaching are provided.


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8. Review Schedule: The review date for determining if a revision is necessary is the triennium of the effective date unless for any reason a change is required sooner. 9. Approval: Session approved this OPS on the above effective date.


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Appendix A Form Title: Employee Requisition (F-070201) Purpose: This form is a required authorization form to hire all employees of First Presbyterian Church of Conroe. It is not used for engaging the services of volunteers, vendors or independent contractors. Use: Use the attached form as the administrative authorization to hire all employees. It is completed by the hiring supervisor, except for the shaded sections “Approval to Make Job Offer” and the Session approval information, which are completed by the Church Administrator and signed by the authorized person(s) indicated in signature blocks. This completed form is filed in the Recruitment File for each open position. The Church Administrator ensures that this form is retained for at least 360 days after the requisition is closed, according to policy. Copies of the below form are available in the Church Office.


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EMPLOYEE REQUISITION *

(*Contractor? Use Contractor Requisition)

First Presbyterian Church of Conroe Position Title ____________________________________________ Department _______________________________ Date Needed By _____/______/_________ Application Deadline Date: _____/_____/_______ (Positions shall be posted minimum 5 business days)

Date Submitted ____/_____/_____ By Supervisor Name/Signature _______________________________________

Have the duties of this position changed? Yes No If yes, provide details in position information; if no, attach current position description. Description attached? Yes or No

Full Time Part Time (# hours/week: ________) Regular Temporary until _____/______/______

Position category Clergy Program Staff Support Staff

If not established, Request position to be Exempt Nonexempt Admin Determination: E NE _______________ Admin Signature

Reason for Hiring (Check only one below and provide requested information)

1. ___ Budgeted New Position Budgeted Pay Grade or Pay Range ____________

(provide details in position information below)

2. ___ Budgeted Replacement for ______________________________ Budgeted Pay Grade or Range _________

Job title of person being replaced _________________________________ Their Pay Grade or Range _________

3. ___ Non-Budgeted New Position (Separate Session approval will be required) (provide job details in position information below)

Date of Session Approval / / Proposed Pay Grade:

Signature of Authorized Session Member: Date Signed / /

Position Information (Complete if no job description exists or the position has changed. If this section is not completed, a current description

must be attached. ) Is religious affiliation a bona fide occupational requirement of this position? Yes No


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Desired Education, Experience, and Special Qualifications:

Administrative Approvals:

Approval #1 _____________________________ _______________________ Date ____/____/____ Supervisor’s Signature Printed Name

Approval #2______________________________ David H. Green_____________ Date ____/____/____ Sr. Pastor Signature

Approval to Make Job Offer (This section to be completed by Administration only)

Name of Applicant ______________________ Prop. Wage __________ Prop. Start Date _______

Reason for Hire _________________________________________________________________

______________________________________________________________________________ Approved by ________________________ ____________________ ____/______/______

Requisition Officially Closed on: / / Person Hired:


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Job or Work Physical Attributes Addendum – [insert Job Title]

Complete this addendum only if a current job description is not attached. This information is often needed for

legal reasons.

PHYSICAL EFFORT

A. Lifting Is lifting required on the job? _____Yes _____No

If yes, please complete:

_____ Above the shoulder

_____ Shoulder to knee

_____ Knee to floor

_____ Maximum weight to be lifted independently _____ pounds

_____ Maximum weight to be lifted with assistance _____ pounds

_____ Assistant device using ____ pounds

_____ Lifting over 50 pounds; no assistance: ____ times per hour; _____ per day

_____ Lifting under 50 pounds; no assistance: ____ times per hour; _____ per day

______Lifting 25 to 50 pounds; ____ times per hour; _____ per day

B. Carrying Is carrying required on the job? _____Yes _____No


_____ Maximum weight to be carried

_____ Distance to be carried __________________

_____ Carrying over 50

_____ Carry under 50

_____ Carrying 25 to 50 pounds: _____ times per hour; _____ per day

_____ Carrying 10 to 25 pounds: _____ times per hour; _____ per day

_____ Carrying 0 to 10 pounds: ______ times per hour; _____ per day

C. Vision Are there any vision requirements associated with the job? _____Yes _____ No


_____ Depth perception _____ Ability to distinguish basic colors

_____ Ability to adjust vision to bring objects into focus _____ Ability to see peripherally

_____ Specific visual requirement(s) (specify) ________________________________ D. Hearing Are there any hearing requirements associated with this job? _____Yes _____ No

If yes, please describe: ________________________________________________________ E. Miscellaneous Physical Tasks Please indicate other physical tasks required in the job.

_____ Continuously sedentary position

_____ Mostly sedentary work

_____ Occasional standing/walking

_____ Occasional prolonged standing/walking

_____ Frequent prolonged standing/walking

_____ Prolonged; extensive or considerable standing/walking

_____ Manual dexterity and mobility

_____ Use of hands for basic grasping/manipulation

_____ Use of hands for fine manipulation

_____ Occasional reaching; stooping; bending; kneeling; crouching

_____ Other (specify): ________________________________________________________________ F. WORKING CONDITIONS Please indicate the working conditions that apply to the job and the approximate % of time over the course of a year.


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Job or Work Physical Attributes Addendum, cont. – [insert Job Title]

_____Excessive Cold …………………………………………………………. % of Time _____

_____ Excessive heat or humidity………………………………………… % of Time _____

_____ Dust or other irritants ……………………………………………….. % of Time _____

_____ Grease and oils …………………………………………………………. % of Time _____

_____ Infectious and contagious diseases ………………………….. % of Time _____

_____ Hazardous substances or specimens ………………………… % of Time _____

_____ Electrical/mechanical/power equipment hazards …….. % of Time _____

_____ Odorous chemicals or specimens ……………………………… % of Time _____

_____ High location …………………………………………………………. % of Time _____

_____ Severe weather conditions ………………………………………. % of Time _____

_____ Prolonged work hours ……………………………………………… % of Time _____

_____ Other (specify) ________________________________ % of Time _____

Total % Time ______ (Total cannot exceed 100 %.)

Analyzed by _____________________ Analyst’s Function_______________Date___________


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Appendix B Form Title: Application for Employment (F-070202) Purpose: This form is a required document for all individuals requesting employment by the First Presbyterian Church of Conroe. It is not used for vendors or independent contractors who wish to be engaged by the Church. Use: Use the attached form for all employment applicants. A resume may be attached to the Application for Employment, but a resume may not be used as a substitute for this form. This form is retained in the requisition / applicant file, unless the individual is hired. If the person is hired, this form should be moved to his/her regular personnel file. If not hired, the person’s completed Application for Employment is retained in the requisition / applicant file as important legal documentation of the applicant pool characteristics and for other regulatory purposes. In addition to the Application for Employment form, candidates for employment shall be given the Equal Employment Opportunity (EEO): Voluntary Self Identification (F-071901) form to complete when they apply for employment at FPCC. See OPS 07.19 for how this form is completed and filed. (It is never attached to the completed Application for Employment.) The Church Administrator ensures that completed Application for Employment forms and the Equal Employment Opportunity (EEO): Voluntary Self Identification forms for applicants who are not hired are retained for at least 360 days after the requisition is closed, according to policy. Copies of the below form are available in the Church Office.


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APPLICATION FOR EMPLOYMENT

First Presbyterian Church of Conroe

An Equal Opportunity Employer

The First Presbyterian Church of Conroe (“FPCC”) is an equal employment opportunity employer and does not

discriminate against otherwise qualified applicants on the basis of race, color, national origin, ancestry, creed,

religious affiliation (unless a bona fide occupational requirement), age, sex, marital status, pregnancy, disability,

veteran status or other unlawful discriminatory characteristics.

(Note: Incomplete information could disqualify you from employment consideration. Please clearly print all

information, then sign and date this application.)

PERSONAL INFORMATION

Name ____________________________________________________________Date _____/_____/_______

(First, Middle, Last)

Address ______________________________________________________________ _________________

(Include residence number and street, city, state and zip code) (County of residence)

E-mail Address______________________________ Alt. E-mail Address ______________________________

Home Phone # (______) __________________ Mobile Phone # (______) ______________________

Are you legally eligible to work in the U.S? Yes No (If offered employment, you will be required to

provide documentation to verify eligibility and you will not be permitted start work until such information is

provided.)

Are you at least 18 years or older? Yes No Birth Date if under 18 ______/_____/___________ (If

no, you may be required to provide authorization to work.)

Have you ever been terminated from employment or asked to resign by an employer? Yes No If

yes, please provide company names and details:

Can you work any shift? Yes No (If no, explain what times you cannot

work__________________________________________________________)

Can you work overtime, including weekends? Yes No


Revised: Jul. 17, 2016 ________________________________________________________________________________

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Are you able to perform the essential functions of the job for which you are applying, with or without a

reasonable accommodation? Yes No

EMPLOYMENT DESIRED

Position desired _______________________________________________________________

Date you can start _____/_______/________ Hourly Rate/Salary desired $____________ hour / mo

Are you currently employed? Yes No

If so, may we contact your present employer? Yes No

REFERRAL SOURCE

How did you hear about us? (Circle) Walk In, Advertisement, Referral, Other: __________________________

Have you ever worked for this organization before? Yes No

(If yes, explain____________________________________________________________________________)

Do you know anyone who works for our organization? Yes No

(If yes, who? ________________________________________________________________)

EDUCATION Please indicate education or training which you believe qualifies you for the position you are seeking.

Name and location of school Number of

years?

Degree(s)

Received

Subjects

studied/Major

High School

College or University

Other School

EMPLOYMENT HISTORY Indicate your last five (5) years of employment history or your most recent three (3)

employers, whichever is longer, including month and year, starting with the most recent or current position. You are

invited to include U.S. military service regardless of when you served. If any employment is under a different name,


Revised: Jul. 17, 2016 ________________________________________________________________________________

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indicate other name(s):

_______________________________________________________________________________________

(List above other names you have used during your employment history and company where used)

1. From (mm/yy) To (mm/yy) Employer Telephone

( )

Job Title Address

Immediate supervisor and title Summarize the nature of work performed and job responsibilities

Reason for leaving Hourly Rate/Salary


( )

Job Title Address




( )

Job Title Address




Revised: Jul. 17, 2016 ________________________________________________________________________________

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( )

Job Title Address




( )

Job Title Address



Do you have any special skills, experience and/or training that would enhance your ability to perform the

position applied for? Yes No If yes, explain:

___________________________________________________________________________________

Computer Skills (please describe): _______________________________________________________

Explain any gaps in your work history: ____________________________________________________

If you wish to describe additional work experience, attach the above information for each position on a

separate document. Additional information attached? Yes No

REFERENCES Give the names of three persons (professional or personal) not related to you, whom you have

known at least three (3) years.

Individual’s Full Name & How

They Know You

Contact Information (i.e., Address,

Phone, Email)

Company

Years

Known

1


Revised: Jul. 17, 2016 ________________________________________________________________________________

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2

3

Read carefully before signing and dating below.

I understand that neither the completion of this application nor any other part of my consideration for

employment establishes any obligation for FPCC to hire me. I certify that the facts stated in this application and on any other supporting documentation that I have

provided to the First Presbyterian Church of Conroe (FPCC) are true and complete to the best of my knowledge. I authorize FPCC to verity their accuracy and to obtain reference information on my work. I release all parties involved from any/all liability of whatever kind and nature which, at any time, could result from obtaining and having an employment decision based on such information.

I understand that falsified statements or omissions of facts called for on this application will result in my

disqualification from further consideration, or will be considered sufficient basis for dismissal if I am hired. I understand that nothing said during the interview process will constitute the terms of an express or implied employment contract. Unless otherwise stated in an employment contract specific to me, I understand that any employment offered is for an indefinite duration and at will, and that either I or FPCC may terminate my employment at any time for any reason not prohibited by law, with or without prior notice or cause. I understand that no representative of FPCC has the authority to make any assurance to the contrary.

__________________________________________ _____________

Signature Date

THIS APPLICATION IS VALID ONLY FOR 60 DAYS FROM THE DATE SIGNED/DATED

ABOVE. Consideration after 60 days requires a new application to be submitted to FPCC.


Revised: Jul. 17, 2016 ________________________________________________________________________________

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Appendix C Form Title: Contingent Employment Offer (F-070203) Purpose: This letter template is a required official communication to a candidate being provided a contingent offer of employment by First Presbyterian Church of Conroe. It is sent prior to the Church conducting background checks on the selected candidate. It is not used for volunteers, vendors or independent contractors. Use: Use the attached letter template when the top candidate for an approved position has been selected through the interview process. It is completed by the Head of Staff or, if the candidate is for the position of Head of Staff, by the Chairperson of the Administrative Committee. The contingent offer letter is filed in the Recruitment File for each open position until the contingencies have been removed. The Church Administrator ensures that a copy of this form is retained for at least 360 days after the requisition is closed if the candidate does not accept the offer or if (s)he does not become an employee of FPCC for whatever reason. If the candidate becomes an FPCC employee, the Church Administrator moves the letter to the new employee’s personnel file. Copies of the below template are available in the Church Office.


Revised: Jul. 17, 2016 ________________________________________________________________________________

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2727 N. Loop 336 West

Conroe, Texas 77304

[DATE]

[FULL NAME & ADDRESS OF PERSON OFFER IS BEING MADE TO]

Dear [FIRST NAME, OR MR/MRS/MS + LAST NAME]:

Congratulations! The First Presbyterian Church of Conroe (“FPCC”) is pleased to offer you the position of

[JOB TITLE] reporting to [SUPERVISOR NAME].

This offer is contingent upon satisfactory completion of [background checks, screenings,] proof of your

eligibility to work in the U.S. and your ability to start work not later than [START DATE]. (This start date may

need to be changed by FPCC depending upon the removal dates of all employment contingencies.)

Your compensation will be $[ per month OR $ per hour], less applicable withholdings. [If benefits

are applicable: FPCC offers a benefits package that includes [INSERT BENEFITS].

Your employment with FPCC is at-will, meaning that either you or the church may terminate your employment

at any time for any reason not prohibited by law, with or without prior notice or cause. The Church reserves the

right to change the terms and conditions of your employment at any time for any reason not prohibited by law,

with or without notice.

[As stated above, this offer is contingent upon your satisfactory completion of a pre-employment background

investigation [if applicable: and pre-employment drug screen.] FPCC does not check credit scores as part of the

hiring process, but the background investigation will consist of:

Social security number confirmation.

Verification of previous employment and education.

Criminal background investigation.

DMV check (if your job requires you to drive a church or personal vehicle).

All information related to these items must be disclosed on the enclosed Confidential Information Form &

Consent to Procurement of Consumer Credit Report & Release of Information for Employment Purposes.

If the results of the pre-employment background check are not satisfactory to FPCC, or it is found that you

falsified or did not disclose relevant information on your application and the Confidential Information Form &

Consent, FPCC reserves the right to withdraw this offer or terminate your employment.]

This letter constitutes the full terms and conditions of your employment with FPCC. It supersedes any other

oral or written promises that may have been made to you.


Revised: Jul. 17, 2016 ________________________________________________________________________________

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This offer is valid until [INSERT EXPIRATION DATE], after which it expires.

[If you accept this offer of employment, it is very important that you complete the required Confidential

Information Form & Consent and return it to [NAME OF FPCC BACKGROUND ADMINISTRATOR or

Donna Senecal] promptly so that your background check can be completed prior to your first day of work.]

A Form I-9 with instructions is also enclosed. If you accept this offer, you can complete and return Section 1 to

us at any time prior to your starting work, but in any event not later than your start date. You also can make an

appointment with the Church Administrator, Donna Senecal, prior to starting work to present required proof of

your eligibility to work in the U.S. This will facilitate pre-employment contingency clearances.

If you accept this offer, please sign and date your acceptance below, then return it to Donna Senecal. If you do

not accept this offer, please sign and date the second statement below, then return it to Donna Senecal.

We sincerely hope that you will be joining the First Presbyterian Church of Conroe soon! If I can help you in

any way, please don’t hesitate to let me know.

Sincerely,

Rev. Dr. David H. Green

Senior Pastor and Head of Staff

936-756-8884

Enclosure(s): [Notice Regarding Background Investigations, Confidential Information Form & Consent,] Form

I-9

I have read and accept this offer of employment, including the contingencies and limitations indicated above.

My completed pre-employment information

_____________________________ ___________________

Signature Date

OR

I have read and do not accept this offer of employment; therefore, I am not returning the required pre-

employment information.

_____________________________ ___________________

Signature Date


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Appendix D Form Title: Notice Regarding Background Investigations (F-070209) Purpose: Unless the Administration Committee has approved an exception to the background checking requirement, this form is provided to individuals age 18 or older who are candidates for employment at First Presbyterian Church of Conroe. (It also is provided to current employees if no prior authorization is on file agreeing to ongoing background checking as required by FPCC for continued employment.) It is provided to candidates who have cleared the interview and preliminary candidate screening process and are being prepared for the background checking process, if required. It is a legally required disclosure document and must be provided to the candidate (or current employee) as a separate document. It cannot be merged with any other document. Use: Use this form to disclose to an applicant (or current employee) the background checking process. It must be provided as a separate document, but it is provided along with the separate Candidate Information Form and Release for Background Checks. This informational form is not signed and returned by the individual and therefore does not need to be filed at FPCC.

The staff member who provides the Confidential Information Form: Consent to Procure a Consumer Report & Release of Information for Employment Purposes (F-070204) ensures that this Notice Regarding Background Investigations also is provided to the individual as required for regulatory and legal compliance.

Copies of the below form are available in the Church Office.


Revised: Jul. 17, 2016 ________________________________________________________________________________

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Below is a legally required consumer notice for your information: please retain

it for your personal files.

Notice to Employee or Employment Applicant Regarding Background Investigations

In conjunction with your application for becoming an employee (or your continuing to serve in an employment

capacity) at First Presbyterian Church of Conroe (FPCC), notice is being given to you through this document

that a consumer report and / or investigative consumer report may be obtained from a consumer reporting

agency for employment or continuing employment purposes. Thus, you may be the subject of a “consumer

report” and /or “investigative consumer report” as defined by the Fair Credit Reporting Act (15 U.S.C. § 1681).

These reports may contain information about your character, general reputation, personal characteristics and

mode of living, whichever are applicable. They may involve personal interviews with sources such as your

neighbors, friends or associates. The reports may also contain information about you relating to your criminal

history, driving and/or motor vehicle records, social security verification, education or employment history, or

other background checks.

You have the right, upon written request made within a reasonable time after the receipt of this notice, to

request disclosure of the nature and scope of any investigative consumer report prepared by contacting FPCC at

936-756-8884 and the consumer agency that provided the report.

Instructions to FPCC representative: Give a copy of this notice to any applicant or current employee for

whom FPCC does not have a signed and dated ongoing background investigation authorization form in the file,

and for whom such documentation is required. Do not put any other document on this page or combine this

page with any other document. Next, provide the candidate or current employee with the background

investigation authorization form (F-070204 the Confidential Information Form: Consent to Procure a Consumer Credit Report & Release of Information for Employment Purposes) to complete and directly

return to the Church Administrator.


Revised: Jul. 17, 2016 ________________________________________________________________________________

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Appendix E Form Title: Confidential Information Form and Consent to Procure a Consumer Report & Release of Information for Employment Purposes (F-070204) Purpose: This form is a required official and legal document provided to a candidate who is receiving a contingent offer of employment by First Presbyterian Church of Conroe, unless an exception to background checking has been approved by the Administration Committee. It is provided as an enclosure with the contingent employment offer and must be completed and returned by the candidate prior to the Church conducting background checks (other than reference checks) on him/her. There are different background checking authorization forms for non-employees (see OPS 07.23 and 07.24). Use: Unless an exception to background checking has been approved by the Administration Committee, provide the attached form to the candidate who has been given a contingent offer letter. It is completed by the candidate. The completed Candidate Information form and related background checking documentation is filed in a separate confidential background checking file; it is never filed in the Recruitment file. The Church Administrator ensures that this form is retained for at least 360 days after the requisition is closed if the candidate does not accept the offer or if (s)he does not become an employee of FPCC for whatever reason. If the candidate becomes an FPCC employee, the Church Administrator moves the completed form and related background checking documentation to the new employee’s confidential personnel file, to be held in a separate section or area that is not available for inspection by unauthorized individuals. Copies of the below form are available in the Church Office.


Revised: Jul. 17, 2016 ________________________________________________________________________________

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CONFIDENTIAL INFORMATION FORM: CONSENT TO PROCURE A CONSUMER REPORT & RELEASE OF

INFORMATION FOR EMPLOYMENT PURPOSES

I, ____________________________________, authorize First Presbyterian Church of Conroe

(Please print full name)

(FPCC) and its designated agents and representatives to conduct a review of my background through a consumer report and/or an investigative consumer report, to be generated for clearance as an employee. I understand the scope of the consumer report/investigative consumer report may include, but is not limited to: verification of Social Security number; current and previous residence addresses; references; criminal history, including records from any criminal justice agency in any or all federal, state or county jurisdictions; birth records; motor vehicle records, including traffic citations and registration.

By signing below, I acknowledge separate receipt of the Notice Regarding Background Investigations and certify that I have read this disclosure. Furthermore, I authorize FPCC to obtain consumer reports and/or investigative consumer reports at any time after receipt of this authorization and throughout the course of my employment, if employed by FPCC. I acknowledge and agree that the scope of this authorization is not limited to the present, and if I am employed by FPCC, will continue throughout such employment unless I revoke this authorization in writing.

I authorize the complete release of these records or data pertaining to me which an individual, company, firm, corporation or public agency may have. I understand that I must provide my date of birth to adequately complete this report. I authorize and request any present or former employer, school, police department, or other persons having personal knowledge of me to furnish FPCC or its designated agents with any and all information in their possession regarding me in connection with the work for which I am being considered or am currently performing. I am authorizing that a photocopy of this authorization be accepted with the same authority as the original.

I release FPCC and its officers, employees, agents, officials, representatives or assigned agencies, or related personnel, both individually and collectively, from any and all liability for damages of whatever kind, which may at any time result to me, my heirs, family or associates because of compliance with this authorization and release of information.

I understand that if any adverse action is to be taken based upon the consumer report, a copy of the report and a summary of consumer’s rights will be provided to me.

__________________________________ _____/_____/_________

Signature of Applicant or Employee Date (month, day, year)


Revised: Jul. 17, 2016 ________________________________________________________________________________

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Please Clearly Print All Information Below

__________________________ ______-_______-______ ___/_____/____ ____ Your Full Name Social Security Number Birth Date Sex (Last, First, Middle) (M/F)

_________________________________________________________________________ Former Names Used, Including Maiden

(______) __________ _____________________________________________________ Telephone Number Current Full Address (Street Number and Name, City, State, Zip) County

___________________ ______________ _________________________________ Driver’s License Number State of Issue Full Name on Driver’s License

Prior residence addresses for the past seven (7) years: (Indicate full address, including zip and county) _________________________________________________________________________ From ____To______ Number Street City State Zip County

_________________________________________________________________________ From ____To______ Number Street City State Zip County






Answer each question below with yes or no: 1. Have you ever been convicted of or pled guilty or no contest to a criminal charge? 2. Are you currently awaiting trial, sentencing or disposition of a criminal charge? 3. Are there any facts regarding you or your background that would cause either you or the church to have concerns

about your being entrusted with the supervision, guidance, and care of minors?

If you answered Yes to Numbers 1, 2 or 3 above, provide the Case Numbers, Date of Action, Disposition, Place of Occurrence and Current Status or other information below. If more space is needed, add supplemental sheets. Any such criminal actions do not automatically disqualify you, but we will need to consider them in context of the duties and types of access of the work for which you are being considered or which you currently perform.

Are additional sheets attached? Yes ____ No ___


Revised: Jul. 17, 2016 ________________________________________________________________________________

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Appendix F Form Title: Background Check Pre-Adverse Action Notice (F-070205) Purpose: This form is a required legal document provided to a candidate (who has received a contingent offer of employment by First Presbyterian Church of Conroe) when the initial information received through the background checking process appears to be unsatisfactory to the Church or when the information obtained in the background check could result in the contingent offer being rescinded. There are different process requirements for non-employees who do not have satisfactory background checks (see OPS 07.23 and 07.24). Use: In the above stated circumstances, the person authorized as the Background Check Administrator provides the attached completed pre-notice to the candidate who has been given a contingent offer letter. This document and related background checking documentation is filed in a separate confidential background checking file; it is never filed in the Recruitment file. To comply with the Fair Credit Reporting Act, Federal Trade Commission and other regulations, the federal FCRA Rights Summary and a copy of the background report with the issues must be enclosed with this Pre-Adverse Action Notice to the candidate. The Church Administrator ensures that a copy of this notice is retained for at least 360 days after the requisition is closed if the candidate does not accept the offer or if (s)he does not become an employee of FPCC for whatever reason. If the candidate becomes an FPCC employee, the Church Administrator moves the notice and related background checking documentation to the new employee’s confidential personnel file, to be held in a separate section or area that is not available for inspection by unauthorized individuals. Copies of the below notice are available in the Church Office.


Revised: Jul. 17, 2016 ________________________________________________________________________________

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Background Check Pre-Adverse Action Notice First Presbyterian Church of Conroe


Conroe, Texas 77304

[DATE]


Dear [NAME OF CANDIDATE]:

This notice is to inform you that information obtained in your background check has screened you as being in danger of

not satisfactorily passing the First Presbyterian Church of Conroe’s (FPCC’s) requirements for employment in the

position of [ENTER POSITION TITLE].

The reason for this concern is: [STATE THE AREA WHERE THE INDIVIDUAL DID NOT PASS THE SCREEN]

The source of the background check information is:

[ENTER BACKGROUND CHECK SOURCE, ADDRESS, CONTACT INFORMATION, INCLUDING

PHONE NUMBER].

Please understand that the background information source is not responsible for making the hiring decision, or for

accepting or rejecting your candidacy for the position. This source is only responsible for providing the information that

has been requested from it.

If you wish to contest the information and provide an explanation, the First Presbyterian Church provides you with an

opportunity to demonstrate that you should not be excluded from employment in this position due to your particular

circumstances. FPCC will then consider whether the additional information provided by you warrants an exception to the

exclusion.

IMPORTANT: To take advantage of the above offer, you must call Donna Senecal, Church Administrator, at (936)

756-8884 within seven (7) business days of the date of this notice. If you fail to do this, a final decision regarding

your employment in this position will be made according to our policies within seven (7) business days of the day

this notice is dated above. If you have scheduled a timely meeting or provided additional information, a final

decision will be made within not more than seven (7) business days from that meeting or timely receipt of

additional information from you.

Attached to this notice is a summary of consumer rights under the Fair Credit Reporting Act.

Sincerely,

[FULL NAME OF BACKGROUND CHECK ADMINISTRATOR]

[TITLE & TELEPHONE]

Enclosures: FCRA Rights Summary, Copy of Report with Issues


Revised: Jul. 17, 2016 ________________________________________________________________________________

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Appendix G Form Title: Background Check Adverse Action Notice and Offer Rescind (F-070206) Purpose: This form is a required legal document provided to a candidate (who has received a contingent offer of employment by First Presbyterian Church of Conroe and a Pre-Adverse Action Notice) when the information received through the background checking process and any additional information provided by the candidate is deemed unsatisfactory to the Church and therefore the contingent offer is being rescinded. There are different process requirements for non-employees who do not have satisfactory background checks (see OPS 07.23 and 07.24). Use: In the above stated circumstances, the person authorized as the Background Check Administrator provides the attached completed notice to the candidate. This document and related background checking documentation is filed in a separate confidential background checking file; it is never filed in the Recruitment file. To comply with the Fair Credit Reporting Act, Federal Trade Commission and other regulations, the federal FCRA Rights Summary must be enclosed with this Adverse Action Notice and Offer Rescind. The Church Administrator ensures that a copy of this notice is retained for at least 360 days after the requisition is closed if the candidate does not accept the offer or if (s)he does not become an employee of FPCC for whatever reason. Copies of the below notice are available in the Church Office.


Revised: Jul. 17, 2016 ________________________________________________________________________________

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Background Check Adverse Action Notice and Offer Rescind



Conroe, Texas 77304

[DATE]


Dear [NAME OF CANDIDATE]:

This notice is to inform you that information obtained in your background check, combined with the

information that you provided (if you provided additional information) following our Pre-Adverse Action

Notice dated [DATE OF PRE-ADVERSE ACTION NOTICE], did not satisfactorily meet the First Presbyterian

Church of Conroe’s (FPCC’s) requirements for employment in the position of [ENTER POSITION TITLE].

Consequently, and most regrettably, we must rescind our previous employment offer to you.

The source of the background check information used in our decision-making process is:

[ENTER BACKGROUND CHECK SOURCE, ADDRESS, CONTACT INFORMATION,

INCLUDING PHONE NUMBER].

Even though you were provided with a copy of your background report along with the previous letter to you

dated [DATE OF PRE-ADVERSE ACTION NOTICE], you may request an additional free copy of your report

from the consumer reporting agency listed above if you make that request within 60 days of the date of this

notice.

Please understand that the background information source is not responsible for making the hiring decision, or

for accepting or rejecting your candidacy for the position. This source is only responsible for providing the

information that has been requested from it.

Attached to this notice is a summary of consumer rights under the Fair Credit Reporting Act.

Sincerely,

[FULL NAME OF BACKGROUND CHECK ADMINISTRATOR]

[TITLE]

[TELEPHONE]

Enclosure: FCRA Rights Summary


Revised: Jul. 17, 2016 ________________________________________________________________________________

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Appendix H Form Title: Employment Offer Contingency Clearance (F-070207) Purpose: This form is the official document provided to a candidate (who has received a contingent offer of employment by First Presbyterian Church of Conroe) when (s)he has satisfactorily cleared the background checking process. There are different process requirements for non-employees (see OPS 07.23 and 07.24). Use: In the above stated circumstance, the person authorized as the Background Check Administrator or the Church Administrator provides the attached completed notice to the candidate. If the I-9 paperwork has not been completed at the time this letter is sent, the federal I-9 form must be enclosed with the letter. A copy of this document is filed in the Recruitment file. The Church Administrator ensures that a copy of this notice is retained for at least 360 days after the requisition is closed if the candidate does not become an employee of FPCC for whatever reason. If the candidate becomes an FPCC employee, the Church Administrator moves this notice to the new employee’s personnel file. Copies of the below notice are available in the Church Office.


Revised: Jul. 17, 2016 ________________________________________________________________________________

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Conroe, Texas 77304

[DATE]


Dear [FIRST NAME, OR MR/MRS/MS + LAST NAME]:

Congratulations! The First Presbyterian Church of Conroe (“FPCC”) is very pleased to let you know that all the

offer contingencies stated in your original offer letter [, except your presentation of proof of eligibility to work

in the United States,] have cleared satisfactorily. We are looking forward to you arriving for your first day of

work on [DAY, DATE, at TIME]. Please ask for [NAME OF PERSON GREETING THE NEW HIRE] when

you arrive at the Church Office.

[If you have not already provided your proof of eligibility to work in the U.S. to us, then you will need to bring

the original documentation indicated on the attached federal I-9 form with you on your first day. You will not

be able to start to work without this documentation.]

We are so pleased that you will be joining the First Presbyterian Church of Conroe! If I can help you in any

way, please don’t hesitate to let me know. We are genuinely excited about welcoming you to our church family.

Sincerely,

[FULL NAME OF BACKGROUND CHECK ADMINISTRATOR OR CHURCH ADMINISTRATOR]

[JOB TITLE]

[TELEPHONE NUMBER]

[Enclosure (I-9 Form) IF I-9 PAPERWORK IS NOT COMPLETE AT THE TIME OF THIS LETTER]


Revised: Jul. 17, 2016 ________________________________________________________________________________

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Appendix I Form Title: Recordkeeping: Employee Action Notice #1 (F-070208) Purpose: This form is the internal document that provides essential information on new employees and certain change of information (transfer, change position, supervisor, pay rate, exemption, etc.) for current or terminating employees. There are different process requirements for non-employees (see OPS 07.23 and 07.24) and different Employee Action Notice forms for other actions, such as change of personal information or leaves of absence (see OPS 07.15 and 07.08). Use: The Church Administrator or supervisor completes this form and provides it to the required individuals for approval signature. A copy of this document is filed in the employee’s personnel file. Copies of the below recordkeeping notice are available in the Church Office.


Revised: Jul. 17, 2016 ________________________________________________________________________________

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Recordkeeping: Employee Action Notice #1

GENERAL INFORMATION Employee #_____________

Name: ______________________________________ Soc Sec #____________ M F (Last, First, Middle) (Sex)

Mailing Address: ________________________________ _________________, _____ _______ (Number and Street ) (City) (State) (Zip)

Home Phone (___)_______________ Cell Phone (____)_______________ Date of Birth ____/______/_______

(mm) / (dd) / (yyyy)

E-Mail _______________________________________Alt E-Mail _______________________________________

Emergency Contact ________________________________ ________________ (_____)__________________

(Name) (Relationship) (Phone #)

EMPLOYMENT Start Date ____/_____/_____ Job Title _________________________Dept __________________ Labor Code: Exempt Nonexempt Pay Rate $____________ per Hour or Month Supervisor _____________________________________ Work Categories (check one on each row and enter requested information to the far right)

New Hire or Rehire If rehire, original hire date: / /

Replacement or Addition If replacement, who replaced?

Temporary or Regular Temp for how many months?

Full Time or Part Time Normal Hours Worked per Week:

PAYROLL SET-UP Marital Status Single Married Fed Filing Status ________________ Exemptions _________ Over/Addnl ______________ Pay Cycle Weekly or Bi-Weekly


Revised: Jul. 17, 2016 ________________________________________________________________________________

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TRANSFER, CHANGE POSITION, SUPERVISOR, PAY RATE, E/NE, OTHER Transfer to Dept ______________________ Effective Date ___/_____/______

New Position Title __________________________________ Effective Date ___/_____/______

New Supervisor __________________________________ Effective Date ___/_____/______

New Pay Rate $ ____________ per H Hour or Week Effective Date ___/_____/______

From Exempt to Nonexempt or From Nonexempt to Exempt Effective Date ___/_____/______ Must be approved by Administrative Committee representative. __________________________________ Signature Printed Name

Other Change in Status: Effective Date ___/_____/______

SEPARATION FROM EMPLOYMENT Voluntary or Involuntary Effective Date ___/_____/______ Termination Reason: Last Day Worked ___ /_____/_____

ADMINISTRATIVE APPROVALS & PROCESSING First Approval _________________________ __________________________ ____/_____/_____ (Signature) (Supervisor’s Printed Name) (Date Signed)

2nd Approval ________________________ David H. Green, Sr. Pastor ____/_____/_____ (Signature) (Date Signed)

Data Entered by _________________________ ____________________ ____/_____/_____ (Signature) (Printed Name) (Date Entered)

personnel management revised: jul. 17, 2016 · 17/7/2016 · accuracy of information provided on...

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