Operational Policies and

Procedures Manual

2 | P a g e

TABLE OF CONTENTS

Introduction to C-NET+ 3 Vision . 4 Mission ... 4 Guiding Principles .. 4 Organizational Structure and Organigram .. 5 Employee Responsibility General .. 6 Employee Records .. 8 Performance Appraisal 8 Dress Code .. 9 Illegal Drugs and Alcohol ... 9 No Smoking .. 10 Communication . 10 Staff Allowances and Salary Advances 11 Fraternity ... 12 Conflict of Interest 12 Assets and Property Use and Protection ... 12 Employee Discipline . 13 Grievance and Appeal ... 14 Equal Treatment of Employees . 15 Visitors .. 17 Stolen Property .. 17 Compensation Practices 17 Vacation, Holidays and Leave of Absence ... 18 Sick Leave and Maternity . 19 Termination of Employment . 20 Training . 21 Jury Duty and Voting 21 Emergencies .. 21 Honorarium ... 21 Social Events . 21

3 | P a g e

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. C-

NET+, 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.

4 | P a g e

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

5 | P a g e

ORGANIZATIONAL STRUCTURE AND ORGANIGRAM

A Board of Directors governs C-NET+ in accordance with its Articles of Association (2011). The 3 9 member Board is elected at the Annual General Assembly and they are expected to serve a 3-year tenure. The Articles of Association stipulates that C-NET+ is based on its affiliate memberships and is organized by the following structure:

1.) Affiliated Members

2.) Board of Directors

3.) Secretary

4.) 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.

6 | P a g e

PERSONNEL POLICIES

1. EMPLOYEE RESPONSIBILITY GENERAL

1.1 Confirmation of Appointment

Successful completion of the probationary period includes the attainment of a reasonable working knowledge of the assigned tasks as presented in the employees job description and satisfactory work aptitude and attitude. Upon successful completion of the probationary period the employee is considered to be confirmed and will be notified in writing by the Executive Director. 1.2 Personal and Professional Conduct

C-NET+ expects that its personnel will conduct themselves professionally and personally in a manner that will enhance the organizations image in the public forum. Employees are required to be of good conduct, appear clean and neatly dressed in and about the office as far as is practical. Personnel are expected to maintain cordial working relationships with co-workers and those conducting business with C-NET+. While it is not C-NET+s intent to interfere or prevent employees from engaging in outside employment, it is expected that employees engaging in such activities consider the matter before making a commitment. C-NET+ full-time personnel are expected not to undertake employment or participate in activities, which would either hinder full performance of their duties or would place them in a position of conflicting interest with C-NET+. Honesty is required when personnel have access to or are authorized to use C-NET+s property, supplies, funds, etc. Any employee found to have stolen the Organizations property, embezzled funds, or assisted others in such activities is subject to immediate discharge along with the loss of all benefits. In addition, criminal prosecution may also be instituted. All employees are expected to remain alert to the possibility of theft and to report any suspected activities to their supervisors. Confidentiality will and must be respected.

7 | P a g e

1.3 Attendances, Working Schedule and Punctuality

1.3.1 The normal workweek for all full-time employees consists of 30 hours, and the hours of work are from 9:00 a.m. until 4:00 p.m. It is recommendable that staff members should be at work at least ten (10) minutes before the start of the workday). The workweek is from Monday through Friday, with a lunch period of one hour daily. These hours may be adjusted to better suit the situation of each individual as long as the workday stays at 6 working hours.

1.3.2 In the event that the Organization entertains and/or hosts official visitors, or

holds seminars and workshops, it is expected of all staff to make themselves available as required.

1.3.3 All employees whether full or part-time, records of absences and vacations will be kept by the Organization.

1.3.4 If an employee must leave the office on official business, the supervisor must be

informed of the reason, location of business and approximate time of return of the employee.

1.3.5 If an employee must leave the office on personal business, the supervisor must

be informed of the nature of the business and approximate time of return of the employee.

1.3.6 Complying with the working hours schedule and maintaining good attendance

are necessary so that C-NET+ can plan and conduct its business with minimum disruptions. Habitually late and or absent employees will be subject to disciplinary actions.

1.4 Overtime Hours

No overtime compensation will be paid to employees. Employees may sometimes be required to work overtime when deemed necessary by the Executive Director. Other forms of compensation may be considered such as days off for accumulated hours of overtime. The Executive Director makes this decision.

8 | P a g e

2. EMPLOYEE RECORDS

2.1 A Personnel File will be maintained for each full-time and part-time employee at C-NET+s Offices. Their file shallinclude, where applicable, information such as:

- Applications and resumes - Information obtained from reference checks. - Medical report of work restrictions - School diplomas and/or transcripts - Employee job description - Performance appraisal report - Payroll and salary records - Letters and memos of commendation or complaint - Probation record (and relevant memos) - Record of participation in educational programs - Termination report (if applicable)

2.2 The information contained in any employee file is classified confidential. The

contents may be made available to the respective employee at his or her request. Any inquiry received by the Organization from an outside agency regarding an employee will be answered only after the consent of the employee has been obtained.

2.3 When the services of an employee is terminated, his personnel file will be

removed from the active file and placed in an inactive file for a period of five (5) years, after which it will be destroyed.

3. PERFORMANCE APPRAISAL

3.1 Each employee shall be given a formal appraisal of performance by the Executive Director at least once a year, based on the hiring date. The Executive Director will be given an appraisal by the Board of Directors or appointed members.

3.2 A performance appraisal will also be conducted at the end of an employees

probationary period (as specified in his/her job description).

3.3 When an employees performance is considered unacceptable in any of the established performance standards or tasks (in the job description), the supervisor will recommend remedial action which may include: training, reassignment, demotion or termination of an employee. Any employee receiving

9 | P a g e

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.

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. ILLEGAL DRUGS AND ALCOHOL

C-NET+ realizes that it has the responsibility to help provide a safe and productive workspace for all its employees, volunteers, members and clients. The use of illegal drugs can affect the productivity and efficiency of the employees, place at-risk the security of coworkers and the general public, damage the reputation of C-NET+ and its employees and violate laws. For this reason we have developed this policy to deal with persons who use drugs or alcohol and the effects to C-NET+ and its employees.

5.1 Alcohol

The possession, consumption, buying and selling of alcohol is strictly prohibited at C-NET+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.

10 | P a g e

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.

11 | P a g e

7.2 Official Letters/Memos To Staff

All official letters and memos to staff for purposes such as disciplinary actions, termination of services, promotions etc must be done on the organizations letter head, signed by the Executive Director or his/her designate, and a copy placed in the staff member personnel file.

8. STAFF ALLOWANCES AND SALARY ADVANCES 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)

12 | P a g e

9. FRATERNITY 9.1 Relationship among supervisors and/or employees

C-NET+ prohibits the development of sexual relations among its full-time employees. In the same way C-NET+ prohibits the assignment of work that involves direct supervision among kindred or romantic partners. In case a relationship is developed among full-time employees, one of them will be required to resign. If an agreement is not reached between the couple as to who should resign, both will be required to resign.

9.2 Relationships among Employees and Clients

C-NET+ prohibits that employees establish a romantic/sexual relationship with clients/beneficiaries. In case a relationship is developed with any of the above-mentioned, the employee will be required to leave the organization.

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. ASSETS AND PROPERTY USE AND PROTECTION 11.1 Computers/Photocopiers/LCD Projectors etc.

The Executive Director or the Officer Administrator (when the Executive Director is not present) must approve the use of these assets for personal benefit by staff members. Any costs, such as rates and cost of paper and ink, associated with use must be borne by the respective staff member. The use of such assets by staff for personal benefit is a privilege granted to staff and should in no way be considered a right. Staff granted such privilege has the sole responsibility for the protection and security of such asset. Where use conflicts with the interest of the organization the Executive director shall terminate such use.

13 | P a g e

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. An appropriate note should be made in the employees personnel file.

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. Suspension without Pay:

For major offenses or where necessary, during the investigation of an employee, he/she may be suspended from work without pay, combined with any other disciplinary measures described herein. The authority to suspend from work without pay rests with the Executive Director and the Board of Directors. In the case of an investigation, if the employee is not found to be at fault, he/she will be reimbursed lost wages and all records concerning the matter will be made to reflect his/her innocence.

14 | P a g e

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.

13. GRIEVANCE AND APPEALS

13.1 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

15 | P a g e

then render its decision in writing, generally within one working day of the meeting. This decision represents the final decision of C-NET+

14. EQUAL TREATMENT OF EMPLOYEES

All employees will be treated will equal respect, allowed equal opportunities and will be subjected to the prescribed course of discipline, when necessary, regardless of sex, sexual orientation or ethnicity.

14.1 Sexual Harassment

Sexual harassment is defined as any unwelcome sexual advances, requests forsexual favors, sexually motivated physical contact and other verbal or physical conduct, or visual forms of harassment of a sexual nature when submission to such conduct is either explicitly or implicitly made a term or condition of employment or is used as the basis for employment decisions, or when such conduct has the purpose or effect of unreasonably interfering with an individual's work performance or creating an intimidating, hostile or offensive work environment. Sexual harassment is a general term and includes more than overt physical or verbal intimidation. It can occur among co-workers as well as from supervisors or managers. Lewd or vulgar remarks, suggestive comments, pressure for dates or sexual favors and unacceptable physical contact are examples of what can constitute harassment. It is important to realize that what may not be offensive to one employee, may be offensive to other employees. All employees are expected to know the procedure to follow if sexual harassment occurs so that the problem can be corrected quickly and effectively. Any employee who believes he or she has been subjected to sexual 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 written. Employees are subject to the Sexual Harassment Act and may have may have to respond accordingly if there is reasonable cause to believe they are involved in sexual harassment in the workplace.

14.2 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.

16 | P a g e

No employee will suffer adverse consequences, whether dismissal or denial of appropriate employment opportunities, merely on the basis of being HIV-positive. C-NET+ will not in any way discriminate against staff on the basis of actual or perceived HIV/AIDS status.

C-NET+ rejects testing as a prerequisite for employment, access to training or promotion.

C-NET+ will treat staff that are infected or affected by HIV/AIDS with empathy and care. C-NET+ will provide all reasonable assistance, which may include counseling, time off, sick leave, and family leave. Furthermore, C-NET+ will make every arrangement possible for the infected staff to access the available medical care being offered through the public health system.

It is the policy of C-NET+ to respond to the changing health status of staff by taking reasonable accommodation(s) in the workplace for those infected with HIV. Staff may continue to work as long as they are able to perform their duties safely and in accordance with accepted performance standards. If an employee with AIDS is unable to perform his or her tasks adequately, his/herSupervisor must resolve the problem according to the organizations normal practices on poor performance.

Staff living with HIV/AIDS will be treated no less favorably than staff with any other serious illness/condition in terms of statutory and organizational benefits, compensation, and other available services. In the case of employment, training and promotion opportunities, preference will be given to persons living with HIV who possess the qualifications and fill the necessary criteria. For Board and membership purposes, persons must be persons living with HIV.

14.2.1 Confidentiality and Disclosure

C-NET+ encourages a supportive work environment in which staff can discuss HIV/AIDS openly, including their own experiences living with HIV/AIDS. Where staff discloses that they or a family member is living with HIV/AIDS to a Supervisor, Counselor or other member of the Management Team, the confidence will be respected to the degree requested by the staff member.

Staff members are not obliged to disclose their HIV status to C-NET+ Management, Counselor or colleagues.

Any information relating to the HIV status of any staff member that is known by C-NET+s management will be treated as strictly confidential and may not be disclosed to anyone without the permission of the individual concerned.

17 | P a g e

Breach of confidentiality may result in IMMEDIATE TERMINATION.

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)

18 | P a g e

17.1.3 Salary increases will be determined once a year to coincide with the employment date of staff members subject to the following:

Annual job performance evaluations of each employee

Promotion of an employee to a position of greater responsibility

Availability of funds.

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.

RECRUITING, HIRING, AND PROMOTONAL PRACTICES 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.)

19 | P a g e

23.2 HIRING 23.2.1 The following steps are standard at C-NET+ in selecting employees:

Step 1: Applications will be solicited from persons having the potential to fill the vacancy. These applications will be checked, references verified, screened, ranked and a candidate list drawn up.

Step 2: Candidates who make the list will be interviewed at least once until the recruiting officer(s) decide on one person to fill the position, a second choice if necessary and possible, a third choice

Step 3: The person selected to fill the position will be given a letter of employment offer, which will include, date of commence work, salary, length of probation, and details of job description. The person at second/third choice must be advised of their standing and in the event that an agreement cannot be reached with the first choice applicant, the offer should be made to the second/third choice applicant or reopen for application

The person selected to fill the position will be notified by letter of the starting date of the probationary period of employment, and the starting salary. The prospective employee is required to return a letter of acceptance. All persons selected to fill full-time posts after the probation period must sign and Memorandum of Understanding with the organization.

18. VACATION, HOLIDAYS, AND LEAVE OF ABSENCE

18.1 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.

20 | P a g e

18.1.4 If employment is terminated, unused leave shall be paid in a lump sum.

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

18.3.1 Casual Leave

Employees are permitted five (5) days casual leave within a calendar year. Personal casual leave may not be accrued from year to year. These are allowed on an as needed basis. CASUAL DAYS EARNED IS 11/4 PER QUARTER.

18.3.2 Emergency or Compassionate Leave

Emergency or Compassionate Leave with or without pay for personal reasons such as serious illness or death in the immediate family (spouse, child or parents) or cases of natural disaster (hurricane, fire, etc.) may be granted on written recommendation of the Executive Director. A usual maximum absence with pay of one (1) week may be allowed in these cases. Longer leave must be approved by the Executive Director and would be without pay.

Absence of a maximum of three (3) days may be allowed in the case of the death of a sibling, grandparent or a close family member. This leave must be applied for in writing and approved by the Executive Director.

19. SICK LEAVE & MATERNITY

19.1 Sick Leave

19.1.1 Employees will be granted sixteen (16) working days per year of sick leave. Employees will be given 30 days sick leave per year after 5 years of employment with the organization. Employees employed by the organization for less than five years and require more than twelve working days sick leave will be considered only

21 | P a g e

after an assessment of the case by the Executive Director and Board of Directors.

19.1.2 The employee absent on sick leave will notify C-NET+s office by

telephone or message within four (4) hours. A completed medical certificate signed by a doctor and submitted to the Social Security Branch Office in the area of residence of the employee within four working days must support sick leave. Failure to do so will result in a salary reduction, as the organization will not be able to submit a claim to Social Security. In the case of an extended illness additional doctors certificates are required.

(No cash compensation will be given for unused sick leave)

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:

Conviction for criminal offences;

Gross and persistent negligence in the use of organization equipment

Substantial misconduct or unsatisfactory performance of duties

Gross and persistent lateness and/or absenteeism;

Misrepresentation on job application.

20.1.2 No employee will be terminated without one or more warning letters, except in cases of misconduct as stated in the preceding paragraph.

20.1.3 An employee may terminate or resign at any time upon giving written notification to the Executive Director. The notification period is two weeks for support staff and one month for executive and technical staff. Except for special provisions concerning termination during the initial probationary period of employment, the due periods of notice of

22 | P a g e

termination by either the employee or the organization shall be one (1) month.

20.1.4 An employee may receive wages in lieu of notice if terminated by the

organization. All sums of money owed to the organization will be deducted from the accrued benefits, including annual leave used but not accrued.

20.1.5 If the employee terminates without the required one-months notice,

he/she may forfeit his/her right to any final payment.

20.1.6 It should be understood that employment with C-NET+ is not a right and continued employment of all categories of employees is contingent on continued satisfactory performance of the job description.

21. 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. JURY DUTY, VOTING etc. Employees are entitled to time off with full pay for the purposes of serving as Jurors in a

Court of Law, for votingduties in a prescribed election, and for other legal or statutory absences.

23. EMERGENCIES (e.g. hurricanes)

ALLemployees are expected to report to work in accordance with the organizations Hurricane Management Plan and implement the plan accordingly.

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

23 | P a g e

beyond those offered as C-NET+ personnel or if it is within the responsibility as an employee of the organization.

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.