Professional Documents
Culture Documents
Procedures Manual
TABLE OF CONTENTS
Introduction to C-NET+
Vision .
Mission ...
Guiding Principles ..
Organizational Structure and Organigram ..
Employee Responsibility General ..
Employee Records ..
Performance Appraisal
Dress Code ..
Illegal Drugs and Alcohol ...
No Smoking ..
Communication .
Staff Allowances and Salary Advances
Fraternity ...
Conflict of Interest
Assets and Property Use and Protection ...
Employee Discipline .
Grievance and Appeal ...
Equal Treatment of Employees .
Visitors ..
Stolen Property ..
Compensation Practices
Vacation, Holidays and Leave of Absence ...
Sick Leave and Maternity .
Termination of Employment .
Training .
Jury Duty and Voting
Emergencies ..
Honorarium ...
Social Events .
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ABOUT CNET+
Twenty-seven years after the first case of HIV was diagnosed in Belize, the country has made
notable strides in preventing and combating the effects of the epidemic in Belize. Efforts have
been made in addressing the treatment, care and psychosocial needs of PLHIV. Improved
provision of antiretroviral medications, nutritional support and initiatives to address stigma and
discrimination are indicative of a response that has grown over the years. The Global Progress
Report for Belize 2012 indicates that the country has made some progress in including key civil
society organizations in the response to HIV. Most notably is the creation of the network for
and by people living with HIV, C-NET+.
C-NET+ is the first and only NGO by and for persons living with HIV has been actively involved
since its establishment in 2011. Having had its conception among a group of concerned
persons living with HIV who believed that it was time for them to play a more significant role in
the response to HIV, C-NET+ has grown to become a highly successful and influential partner in
the national response to HIV in Belize. With the support of key partners such as the National
AIDS Commission, USAID/PASCA, USAID/PASMO, AMFAR, UNAIDS, Global Fund, US Embassy
and REDCA+ among others, C-NET+ has been successfully implementing projects in 3 main
areas. These programs include nutritional support; educational scholarships and home care
visits. Through a referral process, C-NET+ provides food parcels and poverty alleviation projects
to improve the quality of life of persons with HIV. Through REDCA+ PLHIV receive scholarships
for primary, secondary, vocational and tertiary level education. Persons living with HIV have the
opportunity to complete their formal education or choose job skill training so that they have
the necessary tools to be self-sufficient, thus improving the quality of their lives and
contributing to the mitigation of poverty in Belize. In addition, C-NET+ provides home-based
care and conducts home visits, offers peer counseling and emotional support for people living
with HIV and their families.C-NET+ is now at a critical juncture in its development as it seeks to
strategically scale up its programs and expand the level of services offered to its clients. CNET+, therefore, engaged its members in a comprehensive and participatory process to develop
its first-ever 3-year Strategic Plan, which outlines 3 priority areas:
Priority Area 1: Prevention
Priority Area 2: Greater and More Meaningful Involvement of Persons living with HIV
Priority Area 3: Institutional Strengthening and Sustainability
With the presentation of this Operational Policies and Procedures Manual CNET+ emphasizes
its commitment to strive to be a well founded, productive and effective organization providing
quality services to all persons living with HIV and their families in Belize.
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A Vision, Mission and Core Guiding Principles guide CNET+, the Collaborative Network of
Persons living with HIV in Belize:
VISION:
C-NET+ is a vibrant internationally recognized network of empowered and enabled persons
with HIV improving the quality of life of all persons with HIV in Belize in an environment that
promotes Human Rights, and is focused on providing quality services and support to persons
with HIV in Belize.
MISSION:
To improve the quality of life of all persons living with HIV in Belize by promoting positive
health dignity and prevention, Human Rights, effective legislation, monitoring universal
access and advocating for the greater and more meaningful involvement of persons with HIV
in decision making processes through the establishment of a self sustained and empowered
network of persons with HIV in Belize.
GUIDING PRINCIPLES:
Self-Determination and Empowerment
Greater and More Meaningful Involvement of Persons Living with HIV
Zero Tolerance for all forms of Discrimination
The pursuit of human rights
Respect for Diversity
Gender Equity and Gender Equality
Client-Centered Approach and Confidentiality
Collaboration and Cooperation
Shared vision and values
Democracy in decision-making
Transparency and Accountability
Good Governance
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Affiliated Members
Board of Directors
Secretary
Advisory Committee
Presently there are 9 Directors on the Board. The organization is in the process of selecting its
Advisory Committee. The new strategic plan stipulates the appointment of 3 sub-committees
from within the Board of Directors namely: Resource Mobilization, Monitoring and Evaluation
and Advocacy Committees. The Chairpersons of each committee is selected from among the
Board members. However, other members that are not on the Board can be invited to sit on
these committees. To date C-NET+ has 172 registered members. One of the key priorities of the
new strategic plan is the application of innovative ideas to strengthen the network.
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PERSONNEL POLICIES
1.
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2.
EMPLOYEE RECORDS
2.1 A Personnel File will be maintained for each full-time and part-time employee at CNET+s Offices. Their file shallinclude, where applicable, information such as:
-
3.
2.2
2.3
PERFORMANCE APPRAISAL
3.1
3.2
3.3
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an
unacceptable rating after his/her probationary period may be given an
opportunity to bring his/her performance to an acceptable level.
4.
DRESS CODE
A professional image is key for our credibility with the community we work with, our
associates and allies, including the beneficiaries, volunteers and general public.
Therefore it is of great importance to maintain a clean and respectable appearance.
5.
4.1
The guidelines for appropriate dressing include: no clothes that reveals too
much, no clothing with offensive words printed on them and no nudity.
4.2
Employees that come to work with inappropriate clothing will be sent back to
change to more-appropriate attire suitable for the work place.
4.3
Volunteers and other members that come to work or spend time (apart from
accessing services) are required to abide by the dress code.
5.1
Alcohol
The possession, consumption, buying and selling of alcohol is strictly prohibited at CNET+s premises
Under specific circumstances there can be exceptions to this policye.g.Fundraising
Events for C-NET+ and approved Social Functions of the organization or store alcohol at
its premises for future activities.
The fact that CNET+ allows the consumption of alcohol during these activities does not
mean that the organization promotes or condones the abuse of alcohol on its premises.
5.2
Illegal Drugs
Illegal drugs refers to controlled drugs and substances that 1) cannot be obtained
legally. These include cocaine, marijuana and prescription drugs that cannot be obtained
legally.
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The use, purchase, selling, transfer, possession and being under the influence of illegal
drugs are prohibited on the premises C-NET+. This includes employees conducting work
related activities on behalf of CNET+ outside the premises of the organization which
may affect the ability of employees to continue performing their work or can damage
C-NET+ and other employees reputation.
5.3
Violation of policy
Any violation of this policy is a motive for disciplinary action that can include
termination.
It is recommended that employees voluntarily seek assistance if they have an alcohol or
drug problem before an accident or incident occurs at C-NET+. C-NET+ has a policy to
support employees with alcohol or drug problems provided they are willing to accept
that they have a problem and are prepared to seek and receive assistance.
6.
NO SMOKING
Due to the hazards and risk scientifically known that are caused by the consumption of
tobacco and second hand smoke C-NET+ has a smoke free work area for employees,
beneficiaries, volunteers, visitors, consultants, etc of the organization.
6.1
The consumption of tobacco is strictly prohibited inside of C-NET+s office, vehicles and
the near-surroundings of the premises. A designated area outside of the premises may
be assigned for smokers.
6.2
This policy applies to all employees, and non-employees of C-NET+ who visit or use the
premises of the organization (beneficiaries, visitors, volunteers, consultants etc.)
6.3
Any breech of this policy will be addressed in an appropriate manner and disciplinary
actions including the possibility of termination.
7.
COMMUNICATIONS
7.1
Telephone Use
Staff members of C-NET+ shall have access to telephone facilities and other
communication facilities for official business only. The use of the telephone for personal
calls under emergency situations shall be limited. Abuse of the organizations
communication facilities can result to staff member(s) being charged at the official rate
of the telephone company.
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7.2
8.
8.1
Staff traveling for more than three (3) hours and more than five (5) miles from place of
employment in the performance of work duties are entitled to an allowance. Travel
expenses and an allowance will be provided according to the breakdown below.
Certified transportation expenses and properly receipted bills must be submitted. The
claim form must be certified correct by the supervisor before submitted to the accounts
department for payment:
3-5 hours (inclusive of the lunch hour) = travel expense + $10.00 allowance
6-12 hours = travel expense + $20.00 allowance
12 hrs+ or overnight = travel expense + accommodation + $30.00 allowance
8.1.1 It may become necessary to revise the above from time to time. All such revisions will
be communicated to the staff concerned by an administrative memo.
8.2
Salary Advance
8.2.1 A staff member must be working with the organization for a minimum of two (2)
years, in order to be considered for an advance in salary NOT EXCEEDING FIFTY
PERCENT of a his/her monthly salary. However, extreme cases such as death or illness
may be considered depending on the level of eligibility. No employee will be entitled
to more than two (2) advances per annum. (Dependent on availability of funds)
8.3
Staff Loans
8.3.1 A staff member must be working with the organization for a minimum of two (2) years,
in order to be considered for a staff loan. Eligible staff shall be considered once per year
for a loan, which should not exceed the total of two (2) months salary. A five (5%)
percent interest will be charged on every loan. Loans should be repaid based on a
payment schedule agreed upon with the Executive Director. (Dependent on availability
of funds)
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9.
FRATERNITY
9.1
9.2
10.
CONFLICT OF INTEREST
Executive, professional and technical staff members will be expected to sign the
associations Conflict of Interest Declaration form annually.
Staff members are urged to ensure that when engaging in activities outside of C-NET+,
especially consultancy/part-time employment etc., that such activities are not in conflict
with the organizations mission, vision or work.
11.
11.1
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11.2
Vehicle
Motor vehicles owned by the organization are solely for the performance of its business.
The use of such vehicles for personal benefit, except where stated in a written contract,
will not be allowed. Where the situation warrants it, and the Executive Director
determines that the interest of the organization will be served, personal use of C-NET+s
vehicles may be permitted. Staff member afforded such privilege should be made
aware that they are responsible for costs incurred in the operation of that vehicle
including repairs for damage.
Under no circumstance will staff members be allowed to utilize the organizations
vehicles for their personal profit business ventures.
12.
EMPLOYEE DISCIPLINE
12.1
Disciplinary Procedures (These procedures are in accordance with the Labor Laws of
Belize)
When the conduct of any employee warrants disciplinary action in the opinion of a
supervisor, that supervisor may employ the following measures:
1.
Oral Warning:
This measure is employed in cases of minor and isolated offenses.
appropriate note should be made in the employees personnel file.
An
2.
Written Warning:
This measure is employed if in the opinion of the supervisor, the offense requires
more attention than an oral warning or if the employee has been warned orally
for a similar offence. A copy of the letter should be placed in the employees
personnel file, which is signed by both Executive Director and the employee.
That copy must also include the employees comments on the matter if he/she
chooses to do so. Two written warnings within a twelve-month period will be
grounds for dismissal
3.
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13.
4.
Demotion
If in the opinion of the Executive Director an employee will not be able or should
not continue to function in the position, grade and salary he/she presently holds,
due to the employees own fault or misconduct, the Executive Director may
demote that employee. C-NET+, through the Executive Director, reserves the
right to reinstate demoted employees on discretion.
5.
DISMISSAL
Dismissal may be effected when all other measures are exhausted or may not be
suitable for the case. In such a case, the Executive Director or the Board of
Directors will coordinate the procedures.
Informal Procedure
C-NET+ recognizes the right of all employees to express dissatisfaction or
complaints against working conditions or other work related matters.
The filing of a formal grievance should be done only if the supervisor and the
employee are unable to resolve problem or complaints through informal
discussions. Whenever possible, C-NET+ expects supervisor personnel and the
employee as part of their developmental process, to resolve problems amicably
and informally, since formal procedures may cause a loss of productivity and
strained working relations
13.2
Formal Procedure
Should any employee have a grievance with regard to his/her employment,
he/she is encouraged to put this in writing to the Executive Director or the Board
of Directors (if the complaint is against the Executive Director) who will give
consideration to the complaint and answer and/or discuss it with the concerned
employee and any other party concerned, within three (3) working days of
receipt of the written complaint.
If the employee is not satisfied, after discussion with the Executive Director
he/she then brings the grievance to the attention of the Board of Directors. This
is done through the Executive Director.
In order to make a decision on the matter, the Board will require a clear
statement of the fact from the Executive Director, and may also require the
aggrieved party to attend the meeting to clarify his/her position. The Board will
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then render its decision in writing, generally within one working day of the
meeting. This decision represents the final decision of C-NET+
14.
Sexual Harassment
HIV/AIDS
C-NET+ does not discriminate or tolerate discrimination against staff or job applicants
on any grounds, including HIV status. HIV-positive employees will be protected against
discrimination, victimization or harassment. C-NET+ disciplinary and grievance
procedures will apply equally to all employees.
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14.3
Sexual Diversity
C-NET+ respects the right of individual to choose and therefore does not discriminate or
tolerate discrimination against staff or job applicants on any grounds of sexual diversity.
C-NET+ encourages a supportive work environment in which staff can operate and
perform to his/her maximum capacity without feeling threatened, intimidated or
violated due to his/her sexual orientation.
Any employee who believes he or she has been subjected to discrimination or
harassment or has any knowledge of such behavior should report it at once to his/her
supervisor or the Executive Director and if needs be to the Board of Directors. This
report could be verbal and/or in writing.
15.
VISITORS
Visitors for official business are always welcome but personal visiting should be
discouraged and if necessary must be brief.
16.
STOLEN PROPERTY
C-NET+ will not reimburse nor will cover expenses if personal property is lost or stolen
at the work place. Because the organization is not liable for any lost or stolen property,
it is the responsibility of the employees to safeguard their belongings by not leaving
objects of value on their desk or other safe place that doesnt have a key. Any stolen
object should be reported to the Executive Director or the Office Administrator so that
an investigation can be carried out.
17.
COMPENSATION PRACTICES
17.1.1
Salaries will be paid once monthly, no later than the last day of each month
dependent on the availability of project funds
17.1.2
Full-time Employees will receive their monthly gross salary payment minus
government income tax if they qualify or other government authorized
deductions (i.e. social security contribution)
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17.1.3
17.2
Compensatory time
17.2.1 This policy applies to employees who are not compensated for working
overtime, travel during evenings or weekends, etc. Whenever such
employees are required to work or travel unusually long hours over time
they may be granted compensatory time off. In granting such time off,
the needs of C-NET+ shall be considered. Supervisors shall extend every
consideration to employee, whose contributions are recognized and
appreciated.
17.2.2 Compensatory time shall be calculated as one-half of the time spent, not
to exceed a total time of ten working days per annum.
RECRUITMENT
When a vacancy arises at C-NET+ it will be advertised in the newspaper or announced in
some other medium of communication (emails, internet, social media) with the
important functions of the job described. All applicants on or before the deadline must
submit a completed C-NET+ job application form. Three personal references are
required, and will be verified
Depending on the type of position open and the labor market, recruiting efforts may be
local or expanded. Priority will be given to applicants who are HIV positive and have the
necessary qualifications and requirements.
All applicants for non-professional functions will receive at least one interview by the
Executive Director and the intended supervisor. All applicants for professional positions
will be interviewed and appointed by the Executive Director (who may request a
member of the board and/or a member of staff to sit on a panel.)
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23.2
HIRING
18.
Vacation Leave
18.1.1 The basic annual vacation entitlement for senior staff is 21 working days.
Fourteen vacation days must be taken each year. In the case of support
staff annual vacation entitlement is 15 working days.
18.1.2 The employee must work at least 6 months before vacation time is
requested. Entitlement is for period worked.
18.1.3 At the beginning of each calendar year, employees shall submit leave
timepreferences to the Executive Director for approval. The Executive
Director will approve operational requirements of the staff members
responsibilities.
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18.2
Public Holiday
All public holidays recognized by the Government of Belize will be recognized by
the Organization. A list of holidays will be prepared in January for each year and
distributed to all staff members.
18.3
Leave of Absence
19.
Sick Leave
19.1.1
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19.2
MATERNITY
Maternity leave is fourteen (14) weeks, including seven weeks, which must be
taken after childbirth. Paid maternity leave will be given after six (6) months of
employment with the organization the amount of salary to be paid during
maternity leave will be determined based on the amount being paid by social
security.
20.
TERMINATION OF EMPLOYMENT
20.1
Employment Termination
20.1.1 The Executive Director may terminate the services of an employee in
writing for any of the major offences including:
TRAINING
Employees may request up to five (5) working days without pay to undertake training of
a personal nature.
Staff members will receive appropriate training from C-NET+. After receiving training,
employees are expected to serve for a period of time compensatory to monitory value
of the training received. This time will be calculated in each individual case. C-NET+ will
be compensated by the employee if he/she chooses not to return to C-NET+s employ.
22.
23.
24.
Honorarium
Other organization or institutions sometimes would offer an honorarium to employees
of C-NET+ for presentations or workshop conducted. C-NET+ pays its employees for
activities related to the job, for that reason, any honorarium should be considered a
donation to the organization. There are exceptions to this rule and should be discussed
by employee and supervisor to determine if the honorarium is for services provided
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25.
Social Events
Any participation at a social event organized by C-NET+ is voluntary, unless it is a part of
the responsibility of the job. If the employee is volunteering during this event, he/she
should not consume alcohol, until his responsibilities are finished.
Hiring
All vacant administrative and programmatic posts must be advertised in newspapers
and/or announced through other mediums of communication. All persons being hired
must sign a contract and be presented with a job description.
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