Final Exam Prep. 2017 TSA CFOT USA East Flashcards
Name the two guest lecturers for this class.
Nigel Pugh & Major Philip Lloyd
Nigel quoted Peter Drucker as saying, “60% of all management problems come from poor _______.”
Communication
As taught by Major Lloyd, what are three common things young adults, employees, volunteers, and paid agency staff need from their leaders?
Inspiration, empowerment, and accountability.
to be inspired, to be empowered, and to be held accountable
Describe the “more of this…less of that…” informal coaching style as taught by Nigel Pugh.
He provided a handout to capture useful observations and suggestions on what to do more of and what to do less of that will help the work or working relationships. This tool can be used on a regular basis to review with employees to help them improve in a non-threatening and supportive manner.
What is the main advantage of scheduling regular mini reviews with your team members a taught by Nigel Pugh?
- 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.
As taught by Major Philip Lloyd, why is inspiration a powerful tool to motivate staff?
Inspiration taps into the powerful force found in one’s personal values which influences the decisions people make.
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.
- Wage complaints
- allegations of wrongdoing by others
- signs of workplace violence
- Government and lawyer communications
- disclosure of medical information,
- accommodation or leave requests
List at least 3 sections that should be included in a job description.
- Job Title
- Employment status (full-time, part-time, temp.)
- FLSA status (exempt or non-exempt)
- General Purpose of Job
- Supervisory Responsibilities
- Work Experience Requirements
- Special Skills, Certificates, Licenses, Registrations
- Signatures (with Date Signed)
- Department/Location
- Date
- Reports To
- Essential Duties & Responsibilities
- Education Requirements
- Physical Demands
Why should all applicants complete an application form, even if they submit a resume?
- Resumes often contain too much personal information and not enough work experience and/or education information.
- Form Applications from you are laid out the same way making it easier to review multiple applications (resume’s have the same type of information laid out infinite different ways, causing you to loose time searching over each new one)
- Applications contain important disclaimers such as “employment at-will.”
- Salary information and reasons for leaving jobs are rarely included on resumes.
Name other forms an applicant might need to complete prior to an offer of employment.
Background release form, Statement of Applicant for Work with Minors, Motor Vehicle Report form.
List a short description for each letter in the acronym: N.O.T.I.C.E.
Notice (did the employee have notice of expectations and consequences?)
Objective Review (Can the supervisor explain the business-related reasons for the actions taken to an objective, third-party reviewer?)
Time to Correct Deficiencies (Was the employee given a reasonable time to correct deficiencies or improve conduct?)
Inform (inform the employee of the consequences that will follow if those goals aren’t met - document the counseling session/written warning)
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?)
Examine (the policies and procedures of the organization - were all relevant procedures followed? if they weren’t followed, why not? is this documented?)
Name two Performance Evaluation Do’s
Do’s:
- Avoid subjective comments that aren’t job-related.
- Avoid surprises! The evaluation discussion should not be the first time the employee is made aware of a performance issue.
- 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.
- Focus on employee behavior & actions, not on the employee’s intent.
- 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).
- Complete reviews on time.
- Indicate goals and areas for development. (Everyone can do better at something.)
Name two Performance Evaluation Don’ts
- Never award undeserved high marks.
- Never give an employee whose performance is problematic a good raise or check a satisfactory or higher rating when the comments reflect performance concerns.
- It isn’t advisable to make comments that give an excuse for an employee’s failure to meet expectations.
- Don’t complete the reviews late.
- Don’t submit a “sanitized” review that does not address the performance issues that exist.
Describe Each Element for the acronym: D.O.C.U.M.E.N.T.
DATE and sign the memo.
OUTLINE the critical facts
COMMUNICATE notice of expectations/consequences
UNSATISFACTORY conduct
MEMORANDUM in the employee’s file
EXPECTATIONS identify everyone’s expectations
NEXT steps
TIME frame: reasonable time
Per the Eastern Territory Employee Manual, how many hours per week must an employee work to be considered a full-time employee?
30 or more
Why should a part-time employee not work full-time hours very often?
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.
Name the law that prohibits employment discrimination on the basis of a disability.
ADA: Americans with Disabilities Act
What are exempt employees exempt from?
Overtime pay
What makes a job exempt?
The government guidelines from the U.S. Department of Labor.
When do employees become eligible for job protections under the Federal Family & Medical Leave Act?
After 1 year if worked at least 1250 hours (this could include some part-time employees).
How long can an employee be out under FMLA?
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 service member.
Harassment is verbal or physical conduct that belittles or shows hostility or aversion toward an individual based on certain protected characteristics. Name five such protected characteristics.
- Race or color
- National origin or citizenship
- religion
- Gender, marital status or sexual orientation
- Age
- Disability
- any other characteristic protected by law
What should you do if an employee comes to you with a complaint?
Follow investigation guidelines from the Supervisor’s Handbook. Contact your Command HR Department for assistance.
State three interview questions that would be appropriate when interviewing for a Secretary opening.
1) Describe a situation when you have successfully managed multiple projects simultaneously.
2) Describe a situation when you noticed a particularly important detail and had to alert others to its importance.
3) What tools do you use to ensure your communication is effective? Can you tell me about a time when one of them worked particularly well?
List 3 general questions that would work for a variety of jobs.
1) What do you know about TSA?
2) Why did you leave your last job?
3) Why do you feel you would be a good choice to fill this particular opening?
Which type of paid absence time (if unused) is always payable at termination?
Vacation Time
When would unused sick time be payable at termination?
Only at retirement
What paid time off is available during an employee’s first 90 days of employment?
Holiday Pay
List employee benefits offered to full-time employees that are not offered to part-time employees.
Employee Health Plan Group Term (basic) Life Insurance Long Term Disability Personal Days Bereavement Leave Marriage Leave Educational Assistance Jury Duty Leave (must allow time off for part-time, but not paid unless state law requires) Flexible Spending Accounts
Name benefits that are available to part-time employees who work at least 20 hours/week.
Short term disability Employee pension plan Voluntary life insurance Aflac MetLife Group Home & Auto Holiday pay (if it falls on a regularly scheduled work day) Prorated vacation/sick time
When do full-time employees become eligible to enroll in the health plan, life insurance, and long term disability plans?
The first of the month following 90 days of employment.
When do employees become eligible to enroll in the pension plan?
After one year, more specifically, the first calendar quarter coincident with or following one year of service.
When do most benefits end?
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 up to 26 weeks of short term disability leave, if premium payments continue to be made.
Employees are 50% vested in pension after 5 years of service, 100% vested after 10 years or at age 65.
Which benefits are affected by “Restoration of Service?”
Christmas bonus, vacation, service recognition.
Name forms that are available within the Supervisor’s Handbook.
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
How long do you have to finish the I-9 verification process after an employee begins working?
3 days
Are photocopies of ID acceptable?
No, whoever is signing on behalf of TSA must see original documents.
What is the difference between a reference check and a background check?
A reference check is checking on prior work experience.
A background check is a criminal records check to see if the applicant was convicted of any job-related crimes.
What do we need to run a background check?
Background release form with name, birthdate, social security number and address history.
Name a sample form letter that is available within the Supervisor’s Handbook.
Sample Warning Letter,
Sample Nice Turn Down Letter,
Sample Offer Letter for Exempt
Sample Offer Letter for Non-exempt
Page 3 of the “Statement of Applicant for Work with Minors” form requires 3 actions by TSA, list those three actions.
Checked references listed on page one and found no misconduct with minors.
Cleared through the Territorial Registry
Checked available state databases (i.e. background check) and no record found,.
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>
- Whenever an employee is absent for 3 consecutive days (other than planned vacation).
- When an employee is injured at work.
- When the supervisor receives notice that an employee might be out for FMLA-qualifying reasons.
When the employee’s absence could be related to known disability.
What types of employee information should be kept strictly confidential - i.e. need to know basis?
- health or medical issues,
- pay information,
- performance evaluations,
- warnings,
- reason for leave requests,
- reasons for involuntary terminations,
- home addresses,
- phone numbers,
- etc.
Name the two textbooks for this class.
Employee Manual & Supervisor’s Handbook
Beginning at what age are employees protected under the Age Discrimination in Employment Act?
40
Does the Age Discrimination in Employment Act have an age cap? If so, what is it?
No, if issues with older employees, address them as performance issues, not age issues.
How often should an employee’s job performance be reviewed formally?
At least annually.
What informal job performance techniques can be helpful?
Mini-reviews, ongoing feedback, more of this…less of that.
What’s wrong with the interview question, “Do you feel comfortable working for a manager who is younger than you?”
The applicant will think you believe they are sensitive about their age (or may think, if they don’t get the job, it was due to discrimination based on their age).
What have we learned about managing employees that can be applied to volunteers and local officers as well?
Make expectations known,
communicate often,
provide training and resources so they can do their jobs.
Why is employment not a game?
Because there are laws that govern how we treat employees.
Employee’s lives and the lives of their families are affected by our actions related to their employment.
Losing a job also means losing benefits.
Current Salvation Army policy states all job openings are to be posted for at least how many work days?
3
What should recruitment activity begin with?
An Employee Requisition and up-to-date job description.
If an applicant submits a resume, do they need to submit a job application as well?
YES.
Other than paid absence time, name two Salvation Army benefits that are provided to Salvation Army employees on a non-contributory basis (employee does not pay for them).
Pension plan & Health Plan
List two benefits that are offered to a part-time employee who works 20 hours per week.
Supplemental Aflac Insurance,
Pension Plan,
Group Home & Auto Insurance
List two employee benefits offered to full-time employees that are not offered to part-time employees.
Bereavement Leave, Marriage leave Jury duty Personal days Health plan
List two forms that need to be completed within the first 3 days of employment.
W-4, I-9, Direct Deposit
