PRIVACY POLICY

Catholic Charities of the Archdiocese of Oklahoma City uses its best efforts to respect and protect the privacy of our visitors. At our site, any personal, identifiable information is collected from individuals voluntarily and knowingly. For the purpose of improving our web site content, aggregate information is collected on what pages of the web site are visited. No names, e-mail addresses, or other personal, identifiable information is collected in this manner. Catholic Charities of the Archdiocese of Oklahoma City collects data, such as names, addresses, zip/postal codes, e-mail addresses, etc., to facilitate purchases and donations. This information is used solely by Catholic Charities of the Archdiocese of Oklahoma City for internal purposes only. The Catholic Charities of the Archdiocese of Oklahoma City lists are never sold to or shared with third parties. Catholic Charities of the Archdiocese of Oklahoma City will only share personally identifiable information with third parties when the person submitting the information authorizes us to share it or we are required to by law. On occasion, Catholic Charities of the Archdiocese of Oklahoma City may send information via e-mail and the U.S. Postal Service. However, we recognize and respect the right of individuals making purchases and donations not to be included in these mailings. Please e-mail us at molivera@catholiccharitiesok.org or call us at (405) 523-3000, if you do not wish to receive any information.


CONFLICT OF INTEREST POLICY

In the course of business, situations may arise in which an employee has a conflict of interest, or in which the process of making a decision may create an appearance of a conflict of interest.

Agency employees have an obligation to:

  • Avoid conflicts of interest, or the appearance of conflicts, between their personal interests and those of the Agency in dealing with outside entities or individuals,
  • Disclose real and apparent conflicts of interest to the Board of Directors, and
  • Refrain from participation in any decisions on matters that involve a real conflict of interest or the appearance of a conflict.

What Constitutes a Conflict of Interest?

  • A conflict of interest arises when an employee involved in making a decision is in the position to benefit, directly or indirectly, from his/her dealings with the Agency or person conducting business with the Agency.

Disclosure Requirements

  • The first step in addressing conflicts of interest is disclosure. An employee who believes that he/she may be perceived as having a conflict of interest in a discussion or decision must disclose that conflict to the group making the decision. Most concerns about conflicts of interest may be resolved and appropriately addressed through prompt and complete disclosure.

Resolution of Conflicts of Interest

  • All real or apparent conflicts of interest shall be disclosed to the Executive Director of the Agency. It is the responsibility of the Executive Director to assure prompt resolution.

No employee may receive a benefit from the agency that is intended for the use of clients.

Given the importance of resolving conflicts of interest, violations of this policy, including failure to disclose conflicts of interest, may result in termination.

For additional information, the full policy on Conflict of Interest is available from the Director of Administration.


WHISTLEBLOWER POLICY

If any employee reasonably believes that some policy, practice, or activity of Catholic Charities is in violation of law, a written complaint must be filed by that employee with the Executive Director or the Chairman of the Board of Directors.

It is the intent of Catholic Charities to adhere to all laws and regulations that apply to the organization, and the underlying purpose of this Policy is to support the organization's goal of legal compliance. The support of all employees is necessary to achieving compliance with various laws and regulations. An employee is protected from retaliation only if the employee brings the alleged unlawful activity, policy, or practice to the attention of the Executive Director or Chairman of the Board of Directors and provides the agency with a reasonable opportunity to investigate and correct the alleged unlawful activity. The protection described below is only available to employees that comply with this requirement.

Catholic Charities will not retaliate against an employee who, in good faith, has made a protest or raised a complaint against some practice of the agency, or of another individual or entity with whom the agency had a business relationship, on the basis of a reasonable belief that the practice is in violation of law or a clear mandate of public policy.

Catholic Charities will not retaliate against an employee who discloses or threatens to disclose to a supervisor or a public body any activity, policy, or practice of Catholic Charities that the employee reasonably believes is in violation of a law, or a rule, or regulation mandated pursuant to law or is in violation of a clear mandate or public policy concerning health, safety, welfare, or protection of the environment.


EXECUTIVE COMPENSATION POLICY

Catholic Charities determines the compensation for each position based on the essential functions of the position, educational or licensure requirements and market surveys for comparable positions. Every effort is made to assure equity in salary administration. Salary structures are reviewed at least every other year. Adjustments to the salary structure may result in adjustments to compensation.

Adjustments to the basic compensation for a position may be made if the essential functions of the position are changed.


RECORD RETENTION POLICY

Catholic Charities follows all applicable laws and regulations regarding the retention of records by the agency. The following chart shows the current policy for each type of record.

 

RECORDS

LAW

RETENTION REQUIREMENTS

Payroll (time sheets, payroll registers, etc…)

FLSA (Fair Labor Standards Act); Equal Pay Act

Three years for payroll info

Leaves of Absence (documentation to support, dates, hours used, company policies, benefits)

FMLA (Family Medical Leave Act)

Three years

Job Applications, Personnel transaction forms, personnel records

ADEA (Age Discrimination in Employment Act); ADA (Americans with Disabilities Act); Title VII (Civil Rights Act of 1964)

One year

Job Applications, Personnel transaction forms, personnel records for FEDERAL CONTRACTORS

Executive Order 11246; Rehabilitation Act of 1973; Uniform Guidelines on Employee Selection Procedures

One year if company has fewer than 150 employees

Affirmative Action Program documents

Executive Order 11246; Rehabilitation Act of 1973; Vietnam Era Veterans’ Readjustment Assistance Act

One year if company has fewer than 150 employees; Two years if 150+

2 years if adverse impact is detected

I-9 Forms

IRCA (Immigration Reform & Control Act)

Three years after date of hire or one year after date of termination, whichever is later.

Notice of COBRA rights

COBRA (Consolidated Omnibus Budget Reconciliation Act)

One year after date of termination or through period of COBRA use of benefits, whichever is later

Requests for reasonable accommodation

ADA

One year from the personnel action

Occupational injuries and illness records

OSHA (Occupational Safety & Health Act)

Five years

EEOC charges or employment claims resulting in litigation

Title VII; ADEA; FMLA; ADA

Maintain until litigation is resolved

Pension and Welfare Plans; SPD; annual reports; notices of changes; plan termination notices

ERISA (Employee Retirement Income Security Act

Six years

Polygraph test results and reports

Employee Polygraph Protection Act

Three years

Records relating to tax withholding

FICA; FUTA

Four years from the date tax is due or tax is paid

 

REGIONAL OFFICES    FAQs    PRESS ROOM    ESPAÑOL    POLICIES

1232 N Classen Blvd., Oklahoma City, OK, 73106 • (405) 523-3000