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Employer's Guide for Optometrists

Table of Contents
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Chapter I - General Considerations

Introduction 1

Legal Terms 2

• "At Will" Employment 2
• Just Cause 2
• Constructive Discharge 2
• Contract and Tort 3
• Implied Contract 3
• Defamation 3
• Damages: Compensatory and Punitive 4
• Physical or Mental Disability 4
• Retaliation 4

At Will Employment 5

• Exceptions and Limitations on At Will Status 5
• Statutory Limitations on At Will Termination 5
• Public Policy Limitations on At Will Termination 5
• Contractual Limitations on At Will Termination 6

Common Theories of Wrongful Termination Lawsuits 7

• Wrongful termination in violation of a substantial public policy 7
• Discharge in Breach of the Implied Covenant of Good Faith and Fair Dealing 7
• Discharge in Breach of an Implied Promise Not to Terminate without Good Cause 7
• Defamation 8

Insurance Coverage for Claims of Wrongful Termination 10

Avoiding Wrongful Termination Claims 11

• Stress the At Will Policy 11
• Employment Applications 11
• Offer Letters 12
• Employment Agreements 13
• Employee Handbooks 13

Chapter II - Hiring

Pre-Employment Considerations 16

Employee Hiring 17

• Employee Selection Criteria 17
• Citizenship 17
• Credit History and Financial Information 17
• Drug and Alcohol Use 17
• Education 18
• English Fluency 18
• Grooming 18
• Height and Weight 19
• Relationship with Other Employees 19
• Veteran Status 19

Pre-Employment Interviews 19

• Age 20
• Marital Status 20
• Pregnancy 20
• Physical Disability or Mental Condition 20
• Religion 21
• Criminal History 21

Acceptable and Unacceptable Questions: Examples 21

Step-By-Step A.D.A. Hiring Guidelines 22

Independent Contractors 24

• Why Use an Independent Contractor 24
• Penalties for Misclassification of Employee as Independent Contractor 24
• Tests for Independent Contractors 25
• Section 530 "Safe Harbor" Provisions 26

Chapter III - Working

Performance Evaluations 28

• Common Mistakes 28
• Utilize objective standards 28
• Avoid preprinted forms 28
• Coordinate evaluation forms with job descriptions 28
• Include specifics 29
• Discuss the evaluation with the employee and have the employee sign it 29
• Allow the employee to dispute the evaluation 29
• Establish an effective recordkeeping system 29
• Utilize the evaluation system to prevent lawsuits 29

Harassment in the Workplace 30

• HARASSMENT FREE WORKPLACE POLICY 31

Chapter IV - Termination

Pre-Termination Considerations 34

• Analyzing Your Risk of Being Sued 34
• High Risk Terminations 36
• Steps to Reduce Exposure to Liability 36
• Conclusion 38

Termination Procedures 39

• General Considerations 39
• Termination Checklist 39
• Additional Considerations in "High Risk" Terminations 42
• Termination Letter 42
• Reasons for Termination 42
• Dates and Subject Matter of Prior Warnings 42
• Benefits to Which the Employee is Entitled 43
• Circumstances Under Which the Employee Had a Right to Appeal 43
• The Employee's Last Day of Work 43
• The Date, Time and Place for an Exit Interview 43
• Termination Meeting 43
• Exit Interviews 44
• Post-Termination Liability 44

Unemployment Insurance 45

• Claims for Unemployment: Conditions of Eligibility 45
• Availability for Work 45
• Search for Work 45
• Claims for Unemployment: Burden of Proof 45
• Voluntarily Leaving Work 46
• Good Cause 46
• Misconduct 47
• How Unemployment Claims Affect The Employer 48

Chapter V - Forms

Index to Forms 50

• A - Application for Employment
• B - 2005 W4 (Federal)
• C - INS I-9 Immigration Form (Federal)
• D - At Will Employment Contract (Professional)
• E - At Will Employment Contract (Professional, Annotated)
• F - At Will Employment Contract (Non-professional)
• G - OSHA Injury and Illness Prevention Program (Calif.)
• H - Minimizing Unemployment Insurance (California)
• I - Poster: Federal Minimum Wage (Federal)
• J - Poster: Family and Medical Leave Act (Federal)
• K - Poster: Employee Polygraph Protection Act (Federal)
• L - Poster: Equal Opportunity Is The Law (Federal)
• M - Release of Claims Letter
• N - Letter Memorializing Voluntary Resignation
• O - Poster: OSHA Job Safety & Health Protection (Federal)
• P - Minimum Wage and Overtime Pay (Federal Law)
• Q - Occupational Safety and Health (Federal Law)
• R - Wage Garnishment (Federal Law)
• S - Family & Medical Leave Act (Federal Law)

Chapter VIII - Extra Forms and Posters

• Poster: California "All-in-One" Labor Laws
• Easy Retirement Solutions for Small Business Owners (Federal Publication)
• Employment Law Guide (Federal Publication)
• Poster: Federal "All-in-One" Labor Laws
• FMLA Certification of Health Care Provider (Federal Recommended Form)
• FMLA Employer Response to Employee Request for Leave (Federal Form)
• Minimum Wage Laws for All Fifty States
• Poster: Notice to Workers with Disabilities (Federal)
• Model Policy Against Sexual Harassment
• Workplace Poster Requirements Chart (Federal)

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EMPLOYEE HANDBOOK

Table of Contents
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• A Message From Your Employer 1
• Conditions of Your Employment 2
• Equal Employment Opportunity is Our Policy 3
• At-Will Employment 4
• New Hires 5

• Employment Status 6
• Work Schedules 7
• Employment of Relatives 8
• Business Ethics 9

• Medical Examinations 12
• Personnel Records 13
• Inspection of Work Stations and Personal Belonging 14
• E-Mail, Voicemail, and Computer Network System Privacy 15

• Separation Procedures 16
• Your Pay 17

• Company Benefits 20

• Your Job Performance 23

• Unpaid Time Off 25

• Communications 31

• Company Rules Strictly Enforced 32
• Misconduct 32
• Workplace Safety and Health 33

• Harassment 36

• Procedure on Termination of Your Employment 42
• ACKNOWLEDGMENT OF RECEIPT OF THIS EMPLOYEE HANDBOOK 43

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