Human Resource Policy

01. Introduction

At Village Hope International, our mission to uplift vulnerable children and their families through education and healthcare is powered by a diverse, dedicated team of professionals across borders. This Human Resource Policy serves as a foundational framework for fostering a respectful, equitable, and legally compliant workplace, one that reflects our commitment to integrity, transparency, and operational excellence.

As a 501(c)(3) nonprofit organization registered and headquartered in California, we uphold the highest standards of employment practice in accordance with:

U.S. federal labor laws, including the Fair Labor Standards Act (FLSA), Equal Employment Opportunity (EEO) regulations, and the Family and Medical Leave Act (FMLA).
California state employment laws, including the California Fair Employment and Housing Act (FEHA), wage and hour regulations, and paid sick leave mandates.
International labor considerations, where applicable, for staff and contractors operating outside the United States

This policy outlines the rights, responsibilities, and expectations of all employees, contractors, and volunteers affiliated with Village Hope International. It is designed to:

Promote a safe, inclusive, and harassment-free work environment.
Ensure fair and transparent hiring, compensation, and performance practices.
Support professional development, accountability, and ethical conduct.
Align with our strategic goals and donor stewardship commitments.

We recognize that our people are our greatest asset. Through this policy, we aim to cultivate a workplace culture that empowers individuals, strengthens teams, and advances our global mission with integrity and care.

02. Equal Employment Opportunity Statement

Village Hope International is committed to fostering a workplace culture rooted in dignity, equity, and respect. In alignment with our mission and legal obligations, we provide equal employment opportunities to all employees, applicants, volunteers, and contractors; regardless of race, color, religion, sex (including pregnancy, childbirth, and related medical conditions), gender identity or expression, sexual orientation, national origin, ancestry, age, disability (physical or mental), medical condition, genetic information, marital status, military or veteran status, or any other status protected by applicable federal, state, or local laws.

This commitment applies to all aspects of employment, including:

Recruitment and hiring.
Compensation and benefits.
Training and development.
Promotion and advancement.
Disciplinary action and termination.

Village Hope International complies with all applicable provisions of the Civil Rights Act of 1964, the Americans with Disabilities Act (ADA), the Age Discrimination in Employment Act (ADEA), the Genetic Information Nondiscrimination Act (GINA), and the California Fair Employment and Housing Act (FEHA).

We actively promote a diverse and inclusive workforce and prohibit any form of unlawful discrimination, harassment, or retaliation. All employees are expected to uphold these principles and contribute to a respectful, inclusive, and legally compliant work environment.

Any employee who believes they have been subjected to discrimination or harassment is encouraged to report the incident promptly through the procedures outlined in our Anti-Harassment and Complaint Resolution Policy. Village Hope International will investigate all complaints thoroughly and take appropriate corrective action, ensuring confidentiality and protection against retaliation.

03. Code of Ethics & Conflict of Interest

At Village Hope International, ethical conduct is the cornerstone of our mission-driven work. We expect all employees, contractors, volunteers, and board members to uphold the highest standards of honesty, accountability, and professional integrity in every aspect of their role.\

Ethical Conduct

All personnel are expected to:

Act in the best interest of Village Hope International and its beneficiaries at all times.
Maintain confidentiality of sensitive organizational, donor, and beneficiary information.
Comply with all applicable laws, regulations, and internal policies.
Avoid any behavior that could compromise the organization’s reputation or mission.
Treat colleagues, partners, and stakeholders with respect, fairness, and cultural sensitivity.

Conflict of Interest

A conflict of interest arises when personal, financial, or other interests could interfere with or appear to interfere with an individual’s ability to act in the best interest of Village Hope International.

Examples include:

Personal or financial relationships with vendors, grantees, or donors.
Outside employment or consulting that overlaps with organizational duties.
Use of Village Hope International resources for personal gain.
Decision-making that benefits a family member or close associate.

All employees and board members are required to:

Disclose any actual or potential conflicts of interest in writing to the Executive Director or designated compliance officer.
Recuse themselves from decision-making processes where a conflict exists.
Complete an annual Conflict of Interest Disclosure Form.

Village Hope International will review all disclosures and take appropriate steps to mitigate risk, including documentation, oversight, or reassignment of duties. Failure to disclose a conflict may result in disciplinary action, up to and including termination.

Enforcement & Oversight

This policy is overseen by the Executive Leadership and Board Governance Committee. Violations of the Code of Ethics or failure to disclose conflicts will be investigated promptly and addressed in accordance with our disciplinary procedures.

04. Anti-Harassment and Complaint Resolution Policy

Village Hope International is committed to maintaining a work environment that is free from all forms of harassment, discrimination, and retaliation. We believe every individual, regardless of role, location, or background deserves to work in a space that is respectful, inclusive, and professionally safe.

Prohibited Conduct

Harassment is strictly prohibited and includes, but is not limited to:

Verbal, physical, or visual conduct that demeans, intimidates, or offends based on race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, marital status, or any other protected characteristic.
Sexual harassment, including unwelcome advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature.
Retaliation against any individual who reports harassment or participates in an investigation.

This policy applies to all employees, contractors, volunteers, board members, and third-party affiliates; whether on-site, remote, or in international settings.

Legal Compliance

Village Hope International complies with:

Title VII of the Civil Rights Act of 1964.
California Fair Employment and Housing Act (FEHA).
California Labor Code § 12940(j).
Applicable international labor standards, where relevant

We also meet California’s mandatory training requirements for sexual harassment prevention under AB 1825 and SB 1343, ensuring all supervisory and non-supervisory staff receive appropriate training.

Reporting Procedures

Any individual who experiences or witness harassment is strongly encouraged to report the incident promptly. Reports may be made to:

The Executive Director.
The Human Resources Officer.
A designated Compliance Officer.

Reports may be submitted verbally, in writing, or anonymously through approved channels. All complaints will be treated with discretion and urgency.

Investigation & Resolution

Upon receiving a complaint, Village Hope International will:

Conduct a timely, thorough, and impartial investigation.
Maintain confidentiality to the extent possible.
Take appropriate corrective action if misconduct is confirmed.
Protect all parties from retaliation throughout the process.

Corrective actions may include counseling, training, disciplinary measures, or termination, depending on the severity of the violation.

Employee Responsibility

All personnel are responsible for:

Maintaining a respectful and harassment-free workplace.
Participating in required training programs.
Cooperating fully in investigations.
Reporting violations promptly and in good faith.

05. Employment Classifications

To ensure consistency, legal compliance, and transparency in employment practices, Village Hope International classifies its personnel according to federal and California labor standards. These classifications determine eligibility for benefits, overtime, and other employment-related provisions.

Legal Classifications

All employees are designated as either:

Exempt Employees - Exempt from overtime under FLSA and California Law due to their job duties and salary level. These are not eligible for overtime pay and must meet specific duties and salary thresholds.
Non-Exempt - Employees entitled to overtime pay under FLSA and California law and Eligible for overtime pay for hours worked beyond 8/day or 40/week

Village Hope International reviews job descriptions and compensation regularly to ensure proper classification and compliance.

Employment Status

Employees are further classified by their work schedule and duration:

Full-Time - Regularly scheduled to work 30 or more hours per week.
Part-Time - Regularly scheduled to work fewer than 30 hours per week.
Temporary - Hired for a specific project or time-limited assignment; not eligible for long-term benefits.
Intern/Volunteer - May be unpaid or receive a stipend; not considered employees under FLSA unless performing essential work duties

International Personnel

For staff or contractors operating outside the United States:

Employment status and classification will be determined in accordance with local labor laws and contractual agreements.
Village Hope International will ensure compliance with host country regulations while maintaining alignment with organizational standards.

Independent Contractors

Village Hope International may engage independent contractors for specialized services. Contractors are:

Not classified as employees.
Not eligible for employee benefits.
Required to sign a formal agreement outlining scope of work, deliverables, and payment terms.
Subject to IRS and California guidelines for proper classification (e.g., control, independence, and financial relationship)

Misclassification of employees as contractors is strictly prohibited and subject to review by the Executive Director and compliance team.

06. Compensation & Pay Transparency

Village Hope International is committed to fair, equitable, and transparent compensation practices that reflect our values, comply with applicable laws, and support the sustainability of our mission. We strive to ensure that all employees are compensated in a manner that is consistent, competitive, and aligned with their roles, responsibilities, and performance.

Compensation Philosophy

Our compensation structure is guided by the following principles:

Equity: Pay decisions are made without bias based on race, gender, age, or other protected characteristics.
Transparency: Employees have access to clear information about pay ranges, criteria for advancement, and compensation policies.
Compliance: All wages and salaries comply with federal and California wage laws, including minimum wage, overtime, and exempt/non-exempt classifications.
Stewardship: Compensation decisions reflect responsible use of donor funds and alignment with nonprofit sector benchmarks.

Pay Structure & Salary Ranges

Each position is assigned a salary range based on market data, internal equity, and budgetary considerations.
Salary ranges are reviewed annually and adjusted as needed to reflect changes in cost of living, labor market conditions, and organizational priorities.
Employees are informed of the salary range for their position upon hire and during performance reviews

Wage Compliance

Village Hope International complies with:

Federal and California minimum wage laws.
Overtime pay requirements for non-exempt employees (1.5x regular rate for hours over 8/day or 40/week).
Meal and rest break regulations under California Labor Code.
Timely payment of wages, including final pay upon separation.

Pay Transparency & Disclosure

In accordance with California’s Act (SB 1162):

Job postings include salary ranges for all positions.
Employees may request the pay scale for their current role without retaliation.
Compensation data is reported to the California Civil Rights Department as required.

Compensation Review & Adjustments

Compensation is reviewed annually during performance evaluations.
Adjustments may be made based on merit, promotion, cost-of-living changes, or role reclassification.
All changes are documented and communicated in writing.

International Compensation

For personnel operating outside the United States:

Compensation is determined based on local labor laws, market conditions, and contractual agreements.
Village Hope International ensures fair and lawful pay practices across all jurisdictions.

07. Timekeeping & Payroll

Village Hope International maintains accurate and compliant timekeeping and payroll practices to ensure fair compensation, legal adherence, and responsible stewardship of donor resources. All employees are expected to follow established procedures for recording time worked and receiving wages.

Timekeeping Requirements

All non-exempt employees must accurately record their hours worked using the organization’s approved timekeeping system. This includes:

Start and end times for each workday.
Meal and rest breaks, as required by California law.
Overtime hours, when applicable.
Remote or fieldwork hours, with proper documentation.

Employees are responsible for submitting time records on schedule. Supervisors must review and approve time entries for accuracy and compliance.

Falsifying time records or failing to report time accurately may result in disciplinary action.

Overtime Compliance

Village Hope International complies with federal and California overtime laws:

Non-exempt employees are entitled to 1.5x their regular rate for hours worked over:

8 hours in a workday.
40 hours in a workweek.
Every hour worked on the seventh consecutive day of work.

Double-time pay applies for:

Over 12 hours in a workday.
Over 8 hours on the seventh consecutive day of work.

All overtime must be pre-approved by a supervisor.

Payroll Schedule & Wage Payment

Employees are paid on a biweekly basis, via direct deposit or paper check.
Paydays and pay periods are communicated in writing upon hire.

Itemized wage statements are provided with each paycheck detailing:

Gross and net wages.
Hours worked.
Deductions.
Paid sick leave balances (as required by California law)

Final Pay & Separation

Upon separation from employment:

Final wages will be issued in accordance with California Labor Code § 202 and § 203.
Employees who resign with notice will receive final pay on their last day.
Employees who are terminated will receive final pay immediately upon separation.
Final pay includes all earned wages, unused vacation (if applicable), and reimbursements.

International Timekeeping & Payroll

For personnel operating outside the United States:

Timekeeping and payroll practices will comply with local labor laws and contractual agreements.
Village Hope International will ensure documentation and payment standards meet both host country’s requirements and internal accountability protocols.

08. Leave Policies

Village Hope International provides a range of leave options to support the health, personal needs, civic responsibilities, and professional balance of its employees. All leave policies comply with applicable federal and California laws and reflect our commitment to dignity, compassion, and operational integrity.

Paid Sick Leave (California-Compliant)

In accordance with the California Healthy Workplaces, Healthy Families Act, eligible employees accrue:

1 hour of paid sick leave for every 30 hours worked.
Up to 48 hours or 6 days per year, unless a more generous policy applies.

Sick leave may be used for personal illness, preventive care, or care of a family member. Unused sick leave may carry over year to year, but usage is capped annually per policy limits.

Vacation & Paid Time Off (PTO)

Full-time employees accrue vacation based on tenure and role.
Accrual rates and caps are defined in individual offer letters or employment agreements.
PTO may be used for vacation, personal time, or religious observance.
Unused vacation is paid out upon separation, according to the California Labor Code § 227.3

Part-time and temporary employees may be eligible for prorated PTO based on hours worked.

Family & Medical Leave (FMLA / CFRA)

Eligible employees may take up to 12 weeks of unpaid, job-protected leave under:

Federal Family and Medical Leave Act (FMLA).
California Family Rights Act (CFRA)

Qualifying reasons include:

Birth or adoption of a child.
Serious health conditions of the employee or a family member.
Military family leave provisions.

Village Hope International maintains health benefits during FMLA/CFRA leave and restores the employee to their original or equivalent position upon return.

Pregnancy Disability Leave (PDL)

Under California law, eligible employees may take up to 4 months of unpaid leave for pregnancy-related disability. This is separate from CFRA and may be taken before or after childbirth.

Bereavement Leave

Employees may take up to 5 days of paid bereavement leave following the death of an immediate family member. Additional unpaid leave may be granted upon request.

Civic Leave

Village Hope International supports civic engagement through:

Jury Duty Leave: Paid for up to 10 days per calendar year.
Voting Leave: Up to 2 hours of paid time off to vote in statewide elections.
Witness Duty: Unpaid leave unless required by the organization.

Military Leave

Employees serving in the U.S. Armed Forces, Reserves, or National Guard are entitled to leave under the Uniformed Services Employment and Reemployment Rights Act (USERRA) and applicable California laws.

International Leave Considerations

For personnel operating outside the United States:

Leave policies will comply with local labor laws and cultural norms.
Village Hope International will ensure fair and lawful leave practices across all jurisdictions.
International leave requests must be coordinated with HR and local supervisors.

09. Remote Work & Telecommuting Policy

Village Hope International recognizes the value of flexible work arrangements in fostering productivity, inclusivity, and work-life balance. This policy outlines the conditions under which remote work may be approved, monitored, and sustained in alignment with organizational goals and legal compliance.

Eligibility & Approval

Remote work may be granted to employees whose roles can be effectively performed outside a traditional office setting.
Approval is subject to supervisor discretion, operational needs, and performance history.
A formal Remote Work Agreement must be signed and reviewed annually.

Scope of Remote Work

May include full-time telecommuting, hybrid arrangements, or occasional remote days.
Applies to U.S.-based staff and international personnel, with local labor law compliance.
Remote work is not guaranteed benefit and may be modified or revoked at any time.

Performance & Accountability

Employees must maintain productivity, responsiveness, and availability during agreed work hours.
Regular check-ins, performance reviews, and goal tracking will be conducted.
Supervisors may require periodic in-person meetings or site visits.

Data Security & Confidentiality

Remote employees must adhere to Village Hope International’s Data Protection Policy.
Use of secure networks, password-protected devices, and encrypted communications is mandatory.
Confidential donor, child, and financial data must never be stored on personal devices.

Workspace Standards

Employees must maintain a safe, distraction-free, and ergonomically sound workspace.
Village Hope International may provide basic equipment or reimburse reasonable expenses, subject to budget and approval.
Employees are responsible for internet connectivity and utility costs unless otherwise agreed.

International Considerations

Remote work outside the U.S. must comply with host country labor laws, tax obligations, and visa requirements.
HR must be notified of any international relocation or extended remote assignment.
Village Hope International reserves the right to restrict remote work in certain jurisdictions due to legal or operational risks.

Documentation & Compliance

All remote work arrangements must be documented and stored in the employee’s personnel file.
Annual reviews will assess effectiveness, compliance, and alignment with strategic goals.
Non-compliance may result in revocation of remote privileges or disciplinary action.

10. Whistleblower Protection Policy

Village Hope International is committed to maintaining the highest standards of ethical conduct, financial integrity, and legal compliance. To uphold these values, we encourage all employees, volunteers, contractors, and board members to report any suspected misconduct, fraud, or violations of law or policy without fear of retaliation.

Protected Disclosures

This policy protects individuals who report in good faith:

Financial irregularities, fraud, or misuse of donor funds.
Violations of federal, state, or international laws.
Breaches of Village Hope International’s policies or Code of Ethics.
Unsafe working conditions or threats to public health.
Discrimination, harassment, or retaliation.
Conflicts of interest or governance failures.

Reports may be made anonymously or with attribution and will be fully treated with confidentiality.

Reporting Channels

Whistleblower reports may be submitted to:

The Executive Director.
The Board Governance Committee Chair.
A designated Compliance Officer.
An anonymous reporting mechanism, if available.

All reports should include sufficient detail to allow for a thorough investigation.

Investigation & Oversight

Upon receiving a report, Village Hope International will:

Conduct a prompt, impartial, and confidential investigation.
Document findings and corrective actions.
Involve legal counsel or external auditors if necessary.
Report all outcomes to the Board Governance Committee for oversight.

Anti-Retaliation

Village Hope International strictly prohibits retaliation against any individual who:

Make a good-faith report under this policy.
Participates in an investigation.
Refuses to engage in unlawful or unethical conduct.

Retaliation may include termination, demotion, harassment, or any adverse employment action. Violators of this policy will be subject to disciplinary measures, up to and including termination.

Documentation & Compliance

All whistleblower reports and investigations will be documented and retained in accordance with IRS and California nonprofit recordkeeping standards.
Annual training will be provided to staff and board members on whistleblower rights and responsibilities.
This policy will be reviewed annually by the Board of Governance Committee to ensure effectiveness and legal compliance.

11.0 Performance Management Policy

Village Hope International is committed to cultivating a culture of excellence, integrity, and continuous improvement. Our performance management system is designed to align individual contributions with organizational goals, support professional development, and ensure accountability across all levels of the organization.

Objectives

The performance management process aims to:

Clarify roles, responsibilities, and expectations.
Provide regular, constructive feedback.
Recognize achievements and address performance gaps.
Support career development and succession planning.
Inform compensation, promotion, and retention decisions.

Evaluation Cycle

Annual Performance Reviews are conducted for all employees, typically in Q4, using standardized evaluation tools.
Mid-Year Check-Ins may be scheduled to assess progress and recalibrate goals.
Probationary Reviews are conducted at the end of the initial employment period (typically 90 days).
Supervisors may conduct ad hoc evaluations in response to performance concerns or project milestones.

Evaluation Criteria

Performance is assessed based on:

Achievement of individual and team goals.
Demonstration of core competencies and organizational values.
Quality, timeliness, and impact of work.
Collaboration, communication, and leadership.
Compliance with policies, procedures, and ethical standards.

Each employee receives a written evaluation and has got the opportunity to provide feedback and discuss future goals.

Performance Improvement Plans (PIPs)

If an employee’s performance falls below expectations:

A Performance Improvement Plan (PIP) may be initiated.
The PIP outlines specific areas for improvement, measurable goals, and a timeline (typically 30–90 days).
Regular check-ins are scheduled to monitor progress.
Failure to meet PIP objectives may result in reassignment, demotion, or termination.

Professional Development

Village Hope International encourages ongoing learning and growth through:

Access to training, workshops, and mentorship.
Support for certifications and continuing education.
Opportunities for cross-functional collaboration and leadership development.
Integration of spiritual formation and leadership principles, where appropriate.

Documentation & Confidentiality

All performance evaluations and related documents are retained in the employee’s personnel file.
Feedback discussions are conducted confidentially and respectfully.
Employees may request copies of their evaluations and submit written responses for recordkeeping

12.0 Faithful Conduct in the Workplace

Village Hope International is an organization committed to honoring Christ in every aspect of our mission. We believe that spiritual integrity and professional excellence are not separate aims, but deeply intertwined expressions of our calling to serve vulnerable children with compassion, justice, and hope.

Spiritual Foundations

Our workplace culture is shaped by the following biblical principles:

Humility: We serve one another with grace, recognizing that leadership begins with submission to Christ and mutual respect.
Integrity: We speak truthfully, act honorably, and steward resources faithfully.
Compassion: We extend kindness and patience, especially in moments of conflict or challenge.
Unity: We pursue reconciliation, celebrate diversity, and build one another up in love.
Accountability: We welcome correction, seek growth, and hold ourselves to high standards of conduct

These values are not imposed, but invited, creating space for spiritual reflection, prayer, and shared purpose among staff, volunteers, and leadership.

Expectations of Conduct

All personnel are expected to:

Uphold Village Hope International’s mission, vision, and Values.
Demonstrate respect for colleagues of all backgrounds and beliefs.
Avoid divisive, disrespectful, or coercive behaviors in matters of faith.
Participate in organizational rhythms of prayer, devotion, or reflection when appropriate.
Maintain professional boundaries while honoring spiritual convictions.

Faith-based expressions such as prayer, scripture sharing, or spiritual encouragement should be offered with sensitivity, never as a condition of employment or participation.

Interfaith & International Sensitivity

As an international organization, Village Hope International operates in diverse cultural and religious contexts. We affirm:

The dignity and worth of every individual, regardless of faith tradition.
The importance of cultural humility and respectful engagement.
The need to adapt spiritual practices to local norms while remaining faithful to our core convictions

Employees serving in cross-cultural settings are encouraged to seek guidance from local leaders and the Executive Director to ensure respectful and effective service delivery.

Documentation & Oversight

This policy is reviewed annually by the Executive Leadership and Board Governance Committee.
Any concerns regarding faith-based conduct or spiritual inclusion may be directed to the Executive Director or designated HR officer.
Village Hope International will investigate concerns with discretion, compassion, and a commitment to reconciliation.

13.0 Policy Review & Update Schedule

To ensure that Village Hope International’s Human Resource policies remain current, compliant, and mission-aligned, we commit to a structured review and update process governed by legal standards.

Annual Review Cycle

Timing: All HR policies shall be reviewed annually during Q4 in preparation for board ratification in Q1 of the following fiscal year.
Responsibility: The Executive Director, in collaboration with the HR Officer and Governance Committee, shall lead the review process.
Scope: Reviews will assess legal compliance (federal, state, and international), operational effectiveness, and alignment with Village Hope’s values

Interim Updates

Triggering Events: Interim updates may be initiated in response to:

Changes in U.S. or California employment law.
International regulatory shifts affecting field operations.
Board directives or donor accountability requirements.
Organizational growth, restructuring, or strategic pivots.
Approval Process: All interim updates must be reviewed by legal counsel (as needed) and approved by the Executive Director prior to board presentation.

Documentation & Version Control

All policy revisions shall be documented with:

Version number and effective date.
Summary of changes.
Board approval record.
Archived versions will be retained for a minimum of seven years in accordance with nonprofit best practices and audit readiness.