Final Exam HR Flashcards

1
Q

Name the two guest lecturers for this class.

A

Nigel Pugh & Phil Lloyd

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2
Q

: Nigel quoted Peter Drucker as saying, “60% of all management problems come from poor _______”

A

Communication

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3
Q

As taught by Major Lloyd, what are three common things young adult employees, volunteers, and paid agency staff need from their leaders?

A

Need to be inspired, need to be empowered, the need for accountability

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4
Q

What are two words Nigel Pugh suggests we ban from our vocabulary as managers?
Which should we use instead?

A

NO: “But”, “feedback”

YES: “And”, “because”, “I noticed”

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5
Q

What is the main advantage of scheduling regular mini reviews with your team members as taught by Nigel Pugh?

A

: They help ensure we and our team are on the same page regarding how work is going,
They help set clear expectations and provide regular constructive feedback and suggestions for improvements,
They help keep a written track record which is useful if there are real problems with their work.

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6
Q

As taught by Major Philip Lloyd, why is inspiration a powerful tool to motivate staff?

A

Inspiration taps into the powerful force found in one’s personal values which influences the decisions people make.

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7
Q

According to the article “Get an ‘A” on Your Report Card” there were 6 types of situations that should be reported to HR. Name two of them.

A
  1. Wage complaints
  2. Allegations of wrongdoing by others
  3. Signs of workplace violence
  4. Government and lawyer communications
  5. Disclosure of medical information.
  6. Accommodation or leave requests.
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8
Q

List at least 3 sections that should be included in a job description.

A
  1. Job Title 2.Department/Location
  2. Employment status (full-time, part-time, temporary) 4.Date
  3. FLSA status (exempt or non-exempt) 6.Reports To
  4. General Purpose of Job 8.Essential Duties & Responsibilities
  5. Supervisory Responsibilities 10.Education Requirements
  6. Work Experience Requirements 12.Physical Demands
  7. Special Skills,
  8. Certificates, Licenses,
  9. Registrations
  10. Signatures (with Date Signed)
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9
Q

Why should all applicants complete an application form, even if they submit a resume?

A

Resumes often contain too much personal information and not enough work experience and/or education information. Having all applicants complete application forms provides a standard form for their work and education information and makes it easier to compare applicant’s backgrounds. It also contains important disclaimers such as “employment at-will,” an offer of employment is not guaranteed, and their signature on the form attests that the information is accurate and authorizes the investigation of all statements contained therein–a resume has no such authorization. In addition, salary information and reasons for leaving jobs are rarely included on a resume.

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10
Q

Name one other form an applicant might need to complete prior to an offer of employment?

A

Background release form, Statement of Applicant for Work with Minors, Motor Vehicle Report form

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11
Q

Describe four parts of the Fundamental Fairness Formula using the acronym N.O.T.I.C.E.?

A
  1. Notice – Did the employee have notice of expectations and consequences?
  2. Objective review – Can the supervisor explain the business-related reasons for the actions taken to an objective, third-party reviewer?
  3. Time to correct the deficiencies – Was the employee given a reasonable time to correct deficiencies or improve conduct?
  4. Inform the employee of the consequences that will follow if those goals aren’t met – Document the counseling session (written warning.)
  5. Counseling – Did the employee receive counseling? Was he/she told that performance is inadequate, his/her job is at risk, and were the goals for the employee to meet the expectations discussed?
  6. Examine the policies and procedures of the organization – Were all relevant procedures followed? If they weren’t followed, why not? Is this documented?
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12
Q

Name two Performance Evaluations Do’s

A
  1. Avoid subjective comments that aren’t job-related.
  2. Avoid surprises! The evaluation discussion should not be the first time the employee is made aware of a performance issue.
  3. Make sure the person completing the evaluation has personal experience supervising the employee, so that the comments on the evaluation reflect personal observation rather than rumor, reputation or hearsay.
  4. Focus on employee behavior & actions, not on the employee’s intent.
  5. Remember that a change of supervisors may spell trouble. (The fundamental fairness formula is especially important for new supervisors who may come with new expectations.)
  6. Complete reviews on time.
  7. Indicate goals and areas for development. (Everyone can do better at something.)
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13
Q

Name two Performance Evaluations Don’ts.

A
  1. Never award undeserved high marks.
  2. Never give an employee whose performance is problematic a good raise or check a satisfactory or higher rating when the comments reflect performance concerns.
  3. It isn’t advisable to make comments that give an excuse for an employee’s failure to meet expectations.
  4. Don’t complete the reviews late.
  5. Don’t submit a “sanitized” review that does not address the performance issues that exist.
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14
Q

Describe five parts of the How to Document a Warning acronym D.O.C.U.M.E.N.T.

A
  1. D - Date and sign the memo.
  2. O - Outline the critical facts
  3. C - Communicate notice of expectations/consequences
  4. U – Unsatisfactory conduct
  5. M - Memorandum in the employee’s file
  6. E - Expectations: Identify everyone’s expectations
  7. N - Next steps
  8. T - Time frame: reasonable time
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15
Q

Per the Eastern Territory Employee Manual, how many hours per week must an employee work to be considered a full-time employee?

A

30 or more

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16
Q

Why should a part-time employee not work full-time hours very often?

A

(They are not eligible for full-time benefits. It is not fair to have them work full-time and not receive full-time benefits. If you allow them to work full-time hours for 3 months in a row, they become eligible for the health plan despite their official part-time status.)

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17
Q

What are exempt employees exempt from?

A

Overtime pay

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18
Q

What makes a job exempt?

A

Meet government guidelines from the U.S. Department of Labor.

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19
Q

When do employees become eligible for job protection under the Federal Family & Medical Leave Act?

A

After one year if worked at least 1250 hours (this could include some part-time employees.)

20
Q

How long can an employee be out under FMLA?

A

12 weeks for serious health condition of self, parent, spouse, or child, or birth of a child, foster care or adoption of a child. 26 weeks to care for a covered servicemember.

21
Q

Harassment is verbal or physical conduct that belittles or shows hostility or aversion toward an individual based on certain protected characteristics. Name five of them.

A

Possible Answers:

  1. Race or color
  2. National origin or citizenship
  3. Religion
  4. Gender, marital status or sexual orientation
  5. Age
  6. Disability

Or any other characteristic protected by law

22
Q

What should you do if an employee comes to you with a complaint?

A

Follow investigation guidelines from the Supervisor’s Handbook. Contact your Command HR Department for assistance.

23
Q

State three interview questions that would be appropriate when interviewing for a Secretary opening.

A

Many possible answers.

24
Q

Give an example of an inappropriate interview question and explain why it is not acceptable

A

Many possible answers.

25
Q

Know some General Questions that could work for a variety of jobs?

A

1) What do you know about The Salvation Army?
2) This position has a standard work schedule of 8:30 a.m. to 4 p.m., Monday through Friday. Can you meet the attendance requirements of this position?
3) Why did you leave your last job?
4) Tell me about your work experience, starting with the job that most closely relates to the job you are applying for.
5) Why do you feel you would be a good choice to fill this particular opening?

26
Q

Which type of paid absence time (if unused) is always payable at termination?

A

Vacation Time

27
Q

When would unused sick time be payable at termination?

A

Only at retirement.

28
Q

What paid time off is available during an employee’s first 90 days of employment?

A

Holiday Pay

29
Q

List three employee benefits offered to full-time employees that are not offered to part-time employees.

A

Possible Answers:

  1. Employee Health Plan
  2. Group Term (Basic) Life Insurance
  3. Long Term Disability
  4. Personal Days
  5. Bereavement Leave
  6. Marriage Leave
  7. Educational Assistance
  8. Jury Duty Leave (must allow time off for part-time, but not paid unless state law requires)
  9. Flexible Spending Accounts
30
Q

Name three benefits are available to part-time employees who work at least 20 hours/week.

A

Possible answers:

  1. Short term disability
  2. Employee pension plan
  3. Voluntary life insurance
  4. Aflac
  5. MetLife Group Home & Auto
  6. Holiday pay (if it falls on a regularly scheduled work day)
  7. Prorated vacation/sick time
31
Q

When do most benefits end?

A

The health plan, life insurance plans, long term disability, and Aflac plans end at the end of the month in which the employee stops working. In cases where an employee is on short term disability, benefits can continue while on short term disability leave (up to 26 weeks) if premium payments continue to be made. Employee are 50% vested in pension after 5 years of service, 100% vested after 10 years or at age 65.

32
Q

Which benefits are affected by “Restoration of Service”?

A

Christmas bonus, vacation, service recognition.

33
Q

Name two forms that are available within the Supervisor’s Handbook.

A

Application for Employment, Background Release Form, Employee Requisition, FMLA Request, FMLA Designation Notice, FMLA Eligibility Notice, FMLA Medical Certification, Interview Evaluation, Performance Evaluation, Telephone Reference Check

34
Q

How long do you have to finish the I-9 verification process after an employee begins working?

A

3 days.

35
Q

Are photocopies of ID acceptable?

A

No, whoever is signing on behalf of The Salvation Army must see original documents.

36
Q

Name a sample form letter that is available within the Supervisor’s Handbook.

A

Sample Warning Letter, Sample Nice Turn Down Letter, Sample Offer Letter for Exempt, Sample Offer Letter for Non-exempt.

37
Q

Page 3 of the “Statement of Applicant for Work with Minors” form requires 3 actions by The Salvation Army. Name one of them.

A
  1. Checked references listed on page one and found no misconduct with minors,
  2. Cleared through the Territorial Registry,
  3. Checked available state databases (i.e. background check) and no record found.
38
Q

Although your Command HR Department will assist with forms related to leave requests/FMLA you will need to keep them informed. Name two situations when supervisors must notify HR.

A
  1. Whenever an employee is absent for 3 consecutive days (other than planned vacation)
  2. Employee injured at work
  3. Supervisor receives notice that employee might be out for FMLA-qualifying reason
  4. Employee’s absence could be related to known disability
39
Q

What types of employee information should be kept strictly confidential – i.e. need to know basis?

A
  1. Health or medical issues
  2. Pay information
  3. Performance evaluations
  4. Warnings
  5. Reasons for leave requests
  6. Reasons for involuntary terminations
  7. Home addresses,
  8. Phone numbers
40
Q

Name the two textbooks for this class.

A

Employee Manual and Supervisor’s Handbook

41
Q

How often should an employee’s job performance be reviewed formally?

A

At least annually.

42
Q

What informal techniques can be helpful?

A

Mini-reviews, ongoing feedback, more of this…less of that, etc.

43
Q

What’s wrong with the interview question – Do you feel comfortable working for a manager who is younger than you?

A

The applicant will think you believe they are sensitive about their age.

44
Q

What have we learned about managing employees that can be applied to volunteers and local officers as well?

A
  1. Make expectations known.

2. Communicate often. 3. Provide training and resources so they can do their jobs.

45
Q

Why is employment not a game?

A

Because there are laws that govern how we treat employees. Employees’ lives and the lives of their families are affected by our actions related to their employment. Losing a job also means losing benefits.