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HR Orientation

New Hire Orientation for 1st Day
by

Jessica Telford

on 13 April 2016

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Transcript of HR Orientation

NEW HIRE ORIENTATION
An Overview of Our Day
Welcome to 1st FCS!
The Farm Credit System and 1st FCS
Our Commitment, Focus, & Values
Expense Report Review
Citrix and Your PC
It’s Picture Day!
Group Lunch
1st Place (Intranet)
Paperwork and Benefits Review
Team Member Handbook Review
Payroll
Ceridian Self Service
Wrap up and Adjourn
THE
BIOSTAR

Farm Credit History
The Farm Credit System was created in 1916 when Woodrow Wilson signed the
Federal Farm Credit Act into law
In 1917, the 12 Federal Land Banks were chartered
In 1923, the 12 Federal Intermediary Credit Banks were chartered
In 1933, the Farm Credit Act Created:
Production Credit Associations (PCA)
Banks for Cooperatives
Farm Credit Administration (FCA)
In 1968, all debt to the US Government was paid back
This made the Farm Credit System wholly owned by its clients
From 1985-1987, the stressed economy caused several Ag Credit laws to provide assistance to the Farm Credit System.
Farm Credit Insurance Fund was created
FLBs and FICB’s merged into Farm Credit Banks
National Bank for Cooperatives (CoBank) was formed
In 1986, PCAs and FLBAs create Farm Credit Services (FCS) associations in Illinois.
In 1992, FCB of St. Louis and St. Paul merge to form AgriBank, FCB, headquartered in Minnesota
Subsequent AgriBank mergers occur in 1994 and 2003
The Farm Credit System TODAY
FCS is the largest provider of Ag Credit in the US
$192 billion nation-wide network with 76 associations and four banks
500,000 customers all across the country
FCS provides over 40% of all US Ag Credit
Funds raised through sale of bonds in capital markets
1st Farm Credit Services

The Largest Ag Lender in Illinois
The 11th Largest Farm Credit Association in the country

294 Team Members
15 Directors
13,018+ Clients
$593 Million in New Mortgage Business
2,024,036 Acres Insured
We are:
We have:
We gave:
$18 Million in patronage was paid for 2015
Our Portfolio
:
Products We Offer:
Farm Real Estate Loans (FLCA)
Operating Loans (PCA)
Intermediate Term Loans (IT) (PCA)
Lease Products
Full Crop Insurance Products
Appraisal Services
Agribusiness Loans and Leases
Rural Consumer Loans
Farm Cash Management Accounts
Machinery Dealership Finance Programs
Title Services
Capital Markets Loans
Our People
294 Team Members
Expense Reporting
What is it?
How to fill one out?
Where are the procedures?

http://1stfarmcredit.com/_layouts/paymentrequest/main.aspx
Introduction to
Your Computer

How to Log In
What is a Citrix Environment
Office Communicator
2010 Office Products
PDF Exchange
How to access internal folders
Online Learning Center
Internet Explorer
Outlook
Spam Folder
Remote Log In

Introduction to
1st Place

News Articles
Surveys
Time Tracker

How and When to Edit Time
How to Submit Time
How to Save Time for Later
How to Label Time
Gary's Corner

Culture Cash
Departments Tabs

HR
Learning
Teams Tab
Centric

Model Office
Manuals

PPM (Policy & Procedure Manager)
Paperwork
and
Benefits

Payroll Paperwork
1st FCS Application
State and Federal W-4’s
I-9 with Drivers License and SS Card
Direct Deposit Form with Voided Check
Benefits
What plans do we offer?
What are the premiums?
When are they effective?
New Hire Video
http://www.farmcreditfoundations.info/FoundationsBenefits
Enrollment
Steps
http://www.farmcreditfoundations.com/Pages/default.aspx
EMPLOYMENT PRACTICES
TEAM MEMBER RELATIONS
Already Signed and Dated
STANDARDS OF CONDUCT
Read and Sign and Date


EQUAL EMPLOYMENT PRACTICE/AFFIRMATIVE ACTION
TERMINATION
UNPAID LEAVES OF ABSENCE
LEAVES OF ABSENCE INCLUDING FMLA
During the year, you may use up to 2 weeks (80 hours)of your accumulated sick leave to care for an ill dependent or spouse.

Additional time can be used with the approval of your manager to care for an ill dependent or spouse.
SICK LEAVE – DEPENDENT CARE
Your manager may grant you up to three consecutive days of paid time off.

An immediate family member includes your spouse, parent, child, grandparent, sibling, or relatives of a similar relationship by marriage.

“Relative” means an individual having a relationship to parents, spouse, son, daughter, sibling, stepparent, stepson, stepdaughter, stepbrother, stepsister, half brother, half sister, uncle, aunt, nephew, niece, grandparent, grandson, granddaughter, and the spouses of the foregoing.
FUNERAL LEAVE
1ST FCS TEAM MEMBER PROGRAMS
The base pay structure used by 1st FCS is Salary Bands.

Low – The very least that will be paid for a job in base pay.

 Mid – The middle of the band range

High – The very most that will be paid for a job in base pay.
Salary Bands
TOTAL REWARDS
SALARY ADMINISTRATION
If you feel you or another team member are in immediate danger, call 911.

Team Members should report potentially dangerous situations immediately to a manager and/or Human Resources.

Any team member who violates this policy is subject to immediate disciplinary action, up to and including termination of employment.
WORKPLACE SAFETY CONT.
1st FCS is committed to providing a safe and secure work environment and professional atmosphere for all team members that is free of violence.

Team Members are prohibited from making threats or engaging in violent activities.

1st FCS prohibits the possession of firearms or weapons of any sort on company premises or while conducting company business (parking area is permitted, however,team members must abide by State, Federal, and Municipal regulations).
WORKPLACE SAFETY
GENERAL PRACTICES
 
Job vacancies are posted on 1st Place under the HR Job Opportunities tab
 
You must have completed six months in your current position unless appropriate management deems the transfer permissible because it is in the best interest of the organization.
 
Inform your current manager of your interest in the other position.
JOB POSTING SYSTEM
EMPLOYMENT PRACTICES
TEAM MEMBER RELATIONS
1ST FARM CREDIT SERVICES
TEAM MEMBER HANDBOOK

A team member can be dismissed with or without cause or notice. Some dismissals are the result of:
Misconduct
Unsatisfactory attendance/punctuality
Unsatisfactory job performance
DISMISSAL
If you terminate employment, your separation from employment is considered either voluntary or involuntary.

Voluntary separations are initiated at your request.

Involuntary separations are initiated by the employer and include:
dismissal for performance or conduct;
reduction in staff, including job elimination, reorganization, or changed job requirements; and
other terminations at the discretion of the employer.

Team members who are dismissed as the result of performance or conduct problems will not be considered for reemployment.
VOLUNTARY AND INVOLUNTARY SEPARATION
In dealing with unsatisfactory attendance or unsatisfactory job performance issues, your manager will work with you to determine the cause of the problem and to find a solution to the problem.

If your performance does not improve satisfactorily within a specified time period, you may be subject to further disciplinary actions up to and including employment termination.
PERFORMANCE IMPROVEMENT PLAN
You are entitled to up to 12 weeks of unpaid Family and Medical Leave. The following events qualify under FMLA:
to care for a child during the first 12 months after birth, adoption, or placement in your home for foster care
to care for your spouse, child, parent, step-parent or step-children with a serious health condition
if you have a serious health condition which limits your ability to perform your job;
If you have a qualifying exigency arising from a family member who is on active duty, or has been notified of an impending call to active duty in the Armed Forces.

You may take up to 26 weeks of unpaid leave in a calendar year:
to care for a family member who has sustained serious injury or illness as a result of active duty in the Armed Services.
FMLA
If you are absent for more than three days, a doctor's certificate may be required in order to return to active employment.

Your manager reserves the right to request certification to validate any leave at any time.
SICK LEAVE – DOCTOR’S CERTIFICATION
Once you have sick time accrued (After 30 days of employment), you may use it for:
personal illness or injury (including maternity-related disabilities);
you have been exposed to a contagious disease
An appointment with a doctor, dentist, or other licensed practitioner

The minimum amount of sick leave you may take is one-half hour.
SICK LEAVE – TAKING SICK LEAVE
You are credited with your vacation on January 1 of each year
Team members may roll over up to 40 hours of vacation to the following year. The rollover hours will expire on 7/31 of the following year.
Vacation can be used in increments of 15 minutes.

The amount of vacation time you are eligible to receive is based on your length of service.
VACATION SCHEDULE
SERVICE AWARDS
1st FCS observes 10-1/2 holidays each year as follows:
New Year's Day
President’s Day
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Day after Thanksgiving
½ Day for Christmas Eve
Christmas Day
2 Floating Holidays chosen by the team member

You must take your floating holiday as a full day.
HOLIDAYS
You will receive full pay for the time you spend on jury duty or as a subpoenaed witness (but not in cases where you are a party to the proceedings).

You must use vacation time or take unpaid leave for court appearances for personal business or as a result of alleged disobedience of the law.
COURT SERVICE
Your Performance Review Form is made up of:
Goals
These are expected to tie to 1st FCS' Values, Strategic Focus and Commitment
Competencies
All team ember will have the following core competencies on their Performance Review Form. These competencies include:
Individual Job Results
Interactions with Others
Job Knowledge
Living the Culture
Supervisors may add one additional competency to a team member's Performance Review form at their discretion

Performance Reviews are rated 1, 2, 3, 4, or 5.

The variable pay component is directly impacted by your Performance Review ratings. The process will be discussed by your manager during your Performance review between January – March.
Performance Review System
To determine the best rate of pay for the position, a job evaluation is done. This evaluation looks at:

Job Evaluation
Base pay that reflects the appropriate pay for the job; differentiated with variable pay though the Performance Pay Plan.
Benefits that rival top national employers.
Health and welfare programs for the team member and family.
Long-term safety nets like retirement programs.
Working conditions that allow autonomy and flexibility.
We focus on a TOTAL REWARDS package that includes:
TOTAL REWARDS
Information and records relating to drug and alcohol dependencies and legitimate medical explanations shall be kept confidential.

Records and information may be disclosed among managers and supervisors on a need-to-know basis.
DRUG FREE WORKPLACE - CONFIDENTIALITY
1st FCS will assist and support team members who voluntarily advise their supervisor and human resources and seeks help for drug or alcohol problems before becoming subject to behavior discipline.

Team members will be allowed to use accrued paid time off for treatment.

The team member may be required to document that they are successfully following prescribed treatment. If treatment is not followed, possible discipline, up to and including discharge may occur.
DRUG FREE WORKPLACE – AWARENESS AND ASSISTANCE
The Association is committed to the elimination of drug and/or alcohol use and abuse in the workplace.

All team members should report to work fit for duty and free of any effects of illegal drugs or alcohol.

The presence of any detectable amount of alcohol, or illegal controlled substance while performing company business or while in a company facility is prohibited.

1st FCS will also not allow any team member to perform their duties while taking prescribed drugs that adversely affect their ability to safely perform their job duties.
DRUG FREE WORKPLACE
Examples of violent activities or potentially dangerous behavior prohibited :
Causing physical injury to another person.
Using aggressive or hostile behavior that creates fear of possible injury to another person.
Subjecting another person to emotional distress .
Intentionally damaging the employer’s or TM property or property of other team members.
Making threatening remarks.
WORKPLACE SAFETY CONT.
In Illinois, no compensation is payable for the first three working days, unless the lost time continues for 14 or more calendar days from the date of injury.

After the elimination period you will be on unpaid leave. And the worker's compensation carrier, payments to you of 66 2/3% of your salary.
WORKERS COMPENSATION CONT.
Work injuries must be reported within 24 hours to your manager and to Human Resources.

If you are injured on the job, please notify your manager and Human Resources as soon as possible. There is a required time frame for notification by the employer to the State of Illinois insurance commission, so your prompt report is important.
WORKERS COMPENSATION
Non work related solicitation or literature distribution will not be permitted on the premises.

With the permission of your supervisor, current team members may conduct limited solicitation for charitable organizations, school fund-raisers or household project sales in common areas.
SOLICITATION OF TEAM MEMBERS
Federal law and Illinois state law requires employers to provide nursing mothers a reasonable break time to express milk for her nursing infant for one year after the baby’s birth.

Work with your supervisor or Human Resources to set up a schedule for these activities and to secure a private place that is protected from view and free from intrusion from co-workers and the public.

NURSING MOTHERS
The Illinois Victims' Economic Security and Safety Act (VESSA) provides that employers may not discharge or discriminate against a team member who is a victim of domestic violence or who has a family or household member who is a victim of domestic violence.

The team member may take up to a total of 12 work weeks of leave from work during any 12-month period to address the domestic violence.

Employers may not require the team member to substitute available paid or unpaid leave for VESSA leave. Notification, verification, and recordkeeping requirements are similar to FMLA, so contact Human Resources.
ILLINOIS VICTIMS OF ECONOMIC SECURITY AND SAFETY ACT
The Illinois Time Off to Vote Act states that employers shall give team members up to two consecutive hours of unpaid time off to vote in situations where an employee's work hours do not permit sufficient time to vote during poll hours. We ask that you speak with your manager about the best time for you to leave to vote, preferably first thing in the morning, or at the end of the day to cause the least amount of disruption to the work schedule.
ILLINOIS TIME OFF TO VOTE ACT
The Illinois School Visitation Rights Act provides employed parents and guardians (who are otherwise unable to meet with educators because of work conflicts) the right to 8 hours of unpaid time off during the school year to attend necessary education or behavioral conferences at their children's schools.
ILLINOIS SCHOOL VISITATIONS RIGHT ACT
The Illinois Personnel Records Review Act provides a team member with a right to review copy and correct personnel records, and prescribes the gathering and use of information about the team member by an employer. Contact Human Resources for more information about this, or to view your own records.
ILLINOIS PERSONNEL RECORDS REVIEW ACT
The Illinois Blood Donation Leave Act allows team members, upon request, to take time off with pay to donate blood. It provides team members more than one hour of paid leave to donate blood every 56 days, and more than two hours of paid leave to donate blood platelets.
ILLINOIS BLOOD DONATION LEAVE ACT
The 1st FCS Internet Policy establishes the guidelines for proper use of information technology resources.

Team members must consult with the Helpdesk before the installation or download of any data, content, software or other property.

Passwords must not be shared.

Team members should have no expectation of privacy in connection with the entry, creation, transmission, receipt or storage of data. It is monitored, subject to inspection, and may be accessed and disclosed by authorized personnel.
E-MAIL AND COMMUNICATIONS
In the event of a closing (e.g., severe storms, heating problems, evacuations, etc.), normal pay for released team members continues for their scheduled hours of work on the day of the closing. Vacation or sick leave is not charged except for team members already on vacation and sick leave status at the start of such closing.
ADMINISTRATIVE AND EMERGENCY CLOSING
From time-to-time, we realize you may need to be away from work due to illness, emergency, or other personal reasons.

Please discuss with your supervisor on how they would like you to contact them and report your lateness or absence.
ABSENCE AND LATENESS
PROFESSIONAL IMAGE
Full-time team members are scheduled to work 30 or more hours per week for a period greater than six months. Full-time team members are eligible for all benefit programs in accordance with the provisions of each plan.

Part-time team members are scheduled to work between 20 and 29 hours per week for a period greater than six months. Part-time team members are eligible for many of the same benefit programs as full-time team members, however, in most cases, benefit amounts are pro-rated according to standard hours.


EMPLOYMENT STATUS
The association shall employ only one member of an immediate family.
The association shall not employ any immediate family member of an association director.
Exceptions:
EMPLOYEES: the employment of an immediate family member of an association employee for a short-term assignment for a maximum of 18 months where there is no supervisory relationship between immediate family members
BOARD OF DIRECTORS: short-term employment of an immediate family member of a director in a position that is not an officer or manager for a maximum of 18 months.
These exceptions must be board approved.

“Immediate Family” shall mean an individual’s spouse, parents, or child, either by blood, adoption, marriage or civil union, or an individual’s siblings by blood or adoption.
EMPLOYMENT OF IMMEDIATE FAMILY MEMBERS
A person shall not serve as an employee in a position that is supervised by a relative or under a relative who has the authority to take administrative or other action that would directly affect the employee.
EMPLOYMENT OF RELATIVES
The Association is committed to promote a work environment free from harassment or discrimination, including harassment based on race, color, creed, gender, religion, national origin, age, disability, sexual orientation, marital status, public assistance, or veteran status.
TEAM MEMBER HARASSMENT
1st Farm Credit Services reaffirms its commitment to equal employment opportunity and diversity and its belief that everyone should be treated with dignity and respect. All applicants for employment are recruited, all individuals hired as employees, and thereafter as employees, assigned, transferred, promoted, and compensated solely on the basis of merit and ability to effectively perform work assignments without any regard to race, color, religion, sex, age, national origin, ancestry, disability, sexual orientation, marital status, genetic information and associated retaliation, status as a parent, status as a protected veteran, unfavorable discharge from the military, or participation in discrimination or harassment complaint proceedings.


EQUAL EMPLOYMENT PRACTICE/AFFIRMATIVE ACTION
Regulations for employees set by FCA

The following regulations must be disclosed:
If you, a relative, household member or business partner has or have done business with 1st FCS.
If you have a financially vested interest in any business.
If you sit on a board for any business.
If you have outside employment
STANDARDS OF CONDUCT
In certain circumstances, you may be allowed to take an unpaid leave of absence after you have exhausted your allocated vacation time or your request does not apply to the Family and Medical Leave Act.

In order to take an unpaid leave of absence, you need to request it in advance. Your manager will review your request before granting approval.

The maximum length of time you can be away from work in this case is 3 months.
UNPAID LEAVES OF ABSENCE
If you are unable to work due to illness or injury, you are eligible to receive sick leave pay.
SICK LEAVE
1st Farm Credit Services Package
All team members who are convicted of or plead guilty for a crime involving an illegal drug are required to report it to Human Resources within five days.

Failure to comply will result in automatic discharge.

Management will review the nature of the charges and the employee’s past record. And further disciplinary action up to and including employment termination may be pursued.
DRUG FREE WORKPLACE - CRIMES
At the time of your termination, you are encouraged to provide feedback about your employment with an exit interview conducted by HR.
EXIT INTERVIEWS
The following policies were all covered today during your new hire orientation and will be sent to you directly via DocuSign.

Please review, sign, and submit the following during your next shift.
EEO/Affirmative Action
Employee Harassment
Receipt for 1st FCS Employee Handbook
TEAM MEMBER HANDBOOK POLICIES
Wrap Up and Adjourn
We'll be checking in with you!
Joan Maney - 30 Day Phone Call
- General questions, touch base,
benefits questions
Erin DeKnecht - 60 Day Phone Call
- 1st FCS ongoing development
opportunities/philosophy,
general questions


WELCOME TO 1st FCS
Wrap Up and Adjourn
In the meantime, please contact us with any questions! We are here for you!
We get paid:
on the 15th and last day
of each month

86.67 hours
40 hours per week x 52 weeks per year =
2080 hours per year

2080 hours/24 pay periods =
86.67 hours per pay!
PAYROLL
Ceridian Self Service Demo
$5.3 Billion Owned and Managed Loan/Lease Volume
http://www.farmcreditfoundations.info/comm/fcfinfo/Ceridian/Docs/Ceridian%20SS%20Employee%20Overview/Ceridian%20SS%20Employee%20Overview.htm

Decision Making - Level of decision making authority for a job
Supervision - Scope of supervision exercised by the position.
Job Difficulty - Complexity and frequency of tasks performed.
Task Complexity - Number and diversity of tasks
Specialized Knowledge: Type of certifications or expertise needed


1st FCS Whistleblower Program
Farm Credit Administration (FCA) requires that banks and associations have a Whistleblower program in place to provide individuals the ability to anonymously report company or employee wrong doing.
Provides an avenue to report complaints or tips about a violation of law, regulation, policy, as well as fraud, corruption or operational weaknesses.
The Association utilizes an independent 3rd party (EthicsPoint – Division of Navex) for reporting purposes.
EthicsPoint provides the ability to report through their website from any device with an internet connection or through a phone call.
Links have been established on 1st Place (Departments -> Audit) to learn more and to report a complaint.
Complaint notifications are provided to the Association’s VP of Internal Audit and Chief Legal Officer for appropriate follow-up.
If any one of the above recipients are named in the complaint, they are excluded from the notification.


Maternity/Paternity/Adoption Benefits
Regular full-time benefit eligible team members are eligible for up to one week (5 consecutive work days) of paid time off for the birth or adoption of a child. This benefit must be used within 12 weeks of the birth or adoption of the child.

In addition, team members have the option of a gradual return to work schedule while being paid for a full work week (working 3 days the first week back and 4 days the second week back). For team members that are scheduled to work less than 40 hours a week, the gradual return to work schedule will be prorated accordingly. Team members may choose which weekdays to be off during the gradual return to work schedule with supervisor’s approval based on business needs. The gradual return to work schedule must be used when the team member is resuming his or her regular work schedule. Maternity/paternity/adoption leave must be requested in advance and approved by the team member’s supervisor and Human Resources. All maternity/paternity/adoption leave will run concurrent with FMLA leave for eligible team members.
Full transcript