(CAM) Human Resource Management Module For Certified Apartment Property Supervisor

283 Pages·2009·2.39 MB·English

Certified Apartment
Manager (CAM)
Human Resource
Management Module
For Certified
Apartment Property
Supervisor (CAPS)
Candidate Reference
This material is subject to NAAEI copyright.
Certified Apartment ManagerSM Reference Guide Human Resources Management
Human Resource Management
Table of Contents
Chapter 1: Employment Laws 1-1
Chapter Overview..................................................................................................1-1
Background on Employment Laws ........................................................................1-2
Fair Credit Reporting Act (FCRA)..........................................................................1-3
Title VII of the Civil Rights Act of 1964, as Amended.............................................1-4
The Civil Rights Act of 1991...................................................................................1-6
Age Discrimination in Employment Act (ADEA).....................................................1-7
Title I of the Americans with Disabilities Act...........................................................1-8
Fair Labor Standards Act (FLSA).........................................................................1-10
FLSA Overtime Rules..........................................................................................1-13
Equal Pay Act......................................................................................................1-17
Occupational Safety and Health Act (OSHA).......................................................1-18
Employee Retirement Income Security Act (ERISA) ...........................................1-21
Immigration Reform and Control Act (IRCA)........................................................1-22
National Labor Relations Act (NLRA) ..................................................................1-23
Uniformed Services Employment and Reemployment Rights Act of 1994...........1-24
Jury Systems Improvement Act...........................................................................1-25
Employment Polygraph Protection Act ................................................................1-26
Family and Medical Leave Act (FMLA)................................................................1-27
Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA)..................1-29
Health Insurance Portability and Accountability Act of 1996 (HIPAA)..................1-30
Workers’ Compensation.......................................................................................1-31
Federal Posting Requirements ............................................................................1-32
Chapter 2: Compensation and Benefits 2-1
Chapter Overview..................................................................................................2-1
Compensation Basics............................................................................................2-2
Base Salary...........................................................................................................2-3
Benefits..................................................................................................................2-4
Incentive/Variable Pay...........................................................................................2-5
Employment, Pay and the Apartment Industry.......................................................2-9
Payroll Processing...............................................................................................2-10
Employee Records ..............................................................................................2-11
Chapter 3: Employee Relations & Staffing 3-1
Chapter Overview..................................................................................................3-1
Position Descriptions.............................................................................................3-2
Recruitment...........................................................................................................3-7
Employment Application......................................................................................3-10
Interview Guides..................................................................................................3-13
How to Conduct an Interview...............................................................................3-15
Pre-employment Testing......................................................................................3-25
Continued on next page
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Table of Contents, Continued
Chapter 3: Employer Relations & Staffing (continued)
How to Evaluate a Potential Employee................................................................3-27
How to Hire an Employee....................................................................................3-31
Employee Handbook ...........................................................................................3-33
New Hire Orientation............................................................................................3-36
Record Keeping...................................................................................................3-40
Chapter 4: Employee Management 4-1
Chapter Overview..................................................................................................4-1
Limiting Employer Liability.....................................................................................4-2
Communication Skills.............................................................................................4-4
Leadership Skills....................................................................................................4-5
Delegation..............................................................................................................4-7
Conflict Resolution.................................................................................................4-9
Employee Complaints..........................................................................................4-10
Sexual Harassment .............................................................................................4-12
Substance Abuse.................................................................................................4-14
Workplace Violence.............................................................................................4-16
Workers’ Compensation Claims/Issues...............................................................4-18
How to Motivate Employees................................................................................4-21
On-Site Employee Guidelines..............................................................................4-24
Chapter 5: Performance Management 5-1
Chapter Overview..................................................................................................5-1
Employee Training.................................................................................................5-2
Task Training.........................................................................................................5-7
Group Training.......................................................................................................5-8
Procedure Manuals..............................................................................................5-10
Professional Development...................................................................................5-12
Performance Evaluation.......................................................................................5-13
Employee Counseling..........................................................................................5-18
Disciplinary Problems..........................................................................................5-21
Suspension/Administrative Leave........................................................................5-23
Chapter 6: Termination 6-1
Chapter Overview..................................................................................................6-1
Background on Termination...................................................................................6-2
Voluntary Termination............................................................................................6-4
Involuntary Resignation.........................................................................................6-5
Exit Interviews........................................................................................................6-9
Resignation/Termination Log...............................................................................6-11
Final Payment of Wages......................................................................................6-12
Unemployment Compensation.............................................................................6-13
Responding to Reference Requests....................................................................6-15
Continued on next page
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Table of Contents, Continued
Toolbox Tab Toolbox
Bi-Weekly Time Sheet................................................................................Toolbox-2
Application for Employment........................................................................Toolbox-3
Interview Evaluation Form..........................................................................Toolbox-9
Reference Verification Worksheet ............................................................Toolbox-11
New Employee Paperwork Checklist........................................................Toolbox-12
New Employee Orientation Checklist........................................................Toolbox-13
Notice and Authorization Regarding Consumer Report............................Toolbox-14
Employee Change Form...........................................................................Toolbox-15
Notice & Acknowledgement of No Workers’ Compensation Insurance.....Toolbox-16
Employee Equipment and Supplies Agreement........................................Toolbox-17
Back Support Belt Acknowledgement.......................................................Toolbox-18
Employee General Information/Proof of Automobile Liability Coverage ...Toolbox-19
Acknowledgement of Employee Fair Housing Compliance.......................Toolbox-20
Sexual and Other Unlawful Harassment Policy........................................Toolbox-21
Acknowledgement of Harassment Policy..................................................Toolbox-22
Acknowledgement of Harassment Inservice/Training...............................Toolbox-23
Electronic Systems Policy.........................................................................Toolbox-24
Acknowledgement of Electronic Systems Policy.......................................Toolbox-25
Substance Abuse Policy and Acknowledgement Form.............................Toolbox-26
Handbook Acknowledgement Statement..................................................Toolbox-28
Employee Lease Agreement Addendum..................................................Toolbox-29
Accident Report........................................................................................Toolbox-30
Signed Statement of Witness....................................................................Toolbox-34
Employee Statement of Injury...................................................................Toolbox-36
Employee Appraisal Form.........................................................................Toolbox-38
Employee Counseling...............................................................................Toolbox-41
Re-Evaluation of Previous Counseling and Employee Actions.................Toolbox-42
Counseling Log.........................................................................................Toolbox-43
Reason for Termination Forms.................................................................Toolbox-44
Letter of Resignation.................................................................................Toolbox-46
Exit Interview Guide..................................................................................Toolbox-47
Resignation/Termination Log....................................................................Toolbox-48
Activities Tab Activities
Skill Checks Tab Skill Checks
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Certified Apartment ManagerSM Reference Guide Human Resources Management
Chapter 1
Employment Laws
Chapter Overview
In this chapter The table below lists the topics in this chapter.
Topic See Page
Background on Employment Laws 1-2
Fair Credit Reporting Act (FCRA) 1-3
Title VII of the Civil Rights Act of 1964, as Amended 1-4
The Civil Rights Act of 1991 1-6
Age Discrimination in Employment Act (ADEA) 1-7
Title I of the Americans with Disabilities Act 1-8
Fair Labor Standards Act (FLSA) 1-10
FLSA Overtime Rules 1-13
Equal Pay Act 1-17
Occupational Safety and Health Act (OSHA) 1-18
Employee Retirement Income Security Act (ERISA) 1-21
Immigration Reform and Control Act (IRCA) 1-22
National Labor Relations Act (NLRA) 1-23
Uniformed Services Employment and Reemployment Rights 1-24
Act of 1994 (USERRA)
Jury Systems Improvement Act 1-25
Employment Polygraph Protection Act 1-26
Family and Medical Leave Act (FMLA) 1-27
Consolidated Omnibus Budget Reconciliation Act of 1986 1-29
(COBRA), as amended
Health Insurance Portability and Accountability Act of 1996 1-30
(HIPAA)
Workers’ Compensation 1-31
Federal Posting Requirements 1-32
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Background on Employment Laws
What the laws Employment law covers virtually everything from hiring, terms and
cover conditions of employment, termination, and the post employment
relationship.
Employer As an employer, it is your responsibility to know and understand all federal,
responsibility state and local employment laws.
Purpose Many federal and state laws effect and help shape the entire employment
relationship. Understanding what the law requires can help apartment
owners, managers and employees develop realistic expectations at the
beginning and during the employment relationship and hopefully avoid
misunderstandings, conflict and legal entanglement.
What is not Your state and local jurisdictions may also have laws that apply to labor and
covered in this employment which are not covered in this material.
material
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Certified Apartment ManagerSM Reference Guide Human Resources Management
Fair Credit Reporting Act (FCRA)
Overview Because many on-site employees are required to handle money as well as
expensive tools and equipment, such employment responsibilities are a
permissible reason for an apartment owner or manager to obtain a consumer
report. Employers requiring credit reports must comply with the federal Fair
Credit Reporting Act.
Who this law This law covers:
covers
(cid:2) consumer reports obtained from consumer reporting agencies on
applicants and employees, and
(cid:2) all employers regardless of size.
What this law This law requires that employers:
says
(cid:2) obtain written notice to, and authorization of the subject of the report, and
(cid:2) taking an adverse employment action due to information contained in a
consumer report advise the applicant and provide a statement of FCRA
rights, and the name and address of the consumer reporting agency that
provided the report.
Who enforces This law is enforced by the Federal Trade Commission (for Credit Reporting
this law Agencies (CRA), creditors and others, including employers).
How to comply To comply with this law, follow these guidelines.
(cid:2) Make job applicants aware that a consumer report will be requested, and
they must sign a written authorization agreeing to the credit search.
(cid:2) If you reject an employment applicant due to information received from a
consumer reporting agency, you must give them written notification, and
provide them with a copy of the report, a copy of their rights, and the
credit reporting agency contact numbers.
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Title VII of the Civil Rights Act of 1964, as Amended
Who this law This law covers all employers with at least 15 employees.
covers
What this law This law prohibits discriminatory practices because of race, color, religion,
says sex, or national origin in recruiting, accepting applications, interviewing,
hiring, training, reviewing, promoting, and terminating employees. In other
words, throughout the entire employment process, you must make sure that
similarly situated employees are treated equally.
Who enforces This law is enforced by the Equal Employment Opportunity Commission
this law (EEOC).
How to comply To comply with this law, follow these guidelines.
(cid:2) In advertisements and job descriptions, avoid words suggesting any
preferences with regard to race, sex, religion or national origin. For
example, advertise for a “maintenance person” rather than a
“maintenance man,” or a “leasing consultant” rather than a “leasing girl”
so as not to suggest a preferred sex.
(cid:2) Advertise in publications with as wide a circulation base as possible.
(cid:2) Make sure that your application form complies with the law. Title VII
prohibits either verbal or written questions regarding national origin,
religion, sex, children, or other personal data that do not relate to job
qualifications. State laws may also restrict allowable questions on
application forms.
(cid:2) Ensure that job interviews are as uniform as possible by doing the
following.
o Give each applicant equal time and attention.
o Use the same set of questions for each applicant for the same position.
o Take notes during the interview to document your hiring decision.
o Focus on job-related issues and legitimate business interests during
the interview.
o Avoid phrasing questions that might imply discrimination such as “Do
you plan to have children?” or “Is your husband’s employer likely to
transfer him?” Instead, ask “Is there any reason you might not stay
with this company for the next few years?” or “What are your career
objectives?” or “Where do you see yourself in five years?”
Continued on next page
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Title VII of the Civil Rights Act of 1964, as Amended, Continued
What record No specific recordkeeping is required, however, if records are created, they
keeping is must be maintained for one (1) year from the creation date or the date of
required
taking personnel action, whichever occurs later. Applicable records regarding
hiring, promotion, demotion, transfer, layoff or termination, rates of pay or
other terms of compensation and selection for training or apprenticeship must
be maintained as well as application forms.
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The Civil Rights Act of 1991
What this law This law covers all employers with at least 15 employees.
covers
What this law This law says that anyone suing for intentional discrimination based on race,
says color, sex, religion, national origin, age or disability is allowed to recover
compensatory and punitive damages up to $300,000, based on the size of the
employer.
Note: This law is designed to address shortcomings of Title VII of the Civil
Rights Act of 1964 as amended.
Who enforces This law is enforced by the Equal Employment Opportunity Commission.
this law
How to comply To comply with this law, follow these guidelines.
(cid:2) Proceed cautiously with adverse employment actions.
(cid:2) Avoid situations where an applicant or employee can assert emotional
distress or willful discrimination.
(cid:2) Ensure that tests are validated for neutrality and do not create an adverse
impact for minorities or females.
What record All records must be retained for one year (the same as for Title VII of the
keeping is Civil Rights Act of 1964).
required
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