Okay, here's a detailed template for an Employee & Volunteer Handbook for a masjid. This should be reviewed by legal counsel familiar with Indiana employment law and nonprofit regulations before final adoption.
Effective Date: [Date]
Last Reviewed: [Date]
1.1 Welcome Message
Welcome to the [Masjid Name] team! Whether you're a dedicated employee or a valued volunteer, your contribution is essential to fulfilling our mission for the sake of Allah (SWT). This handbook serves as a guide to our policies, procedures, and the values that shape our community and work environment. We pray that your time here is spiritually rewarding and beneficial.
1.2 Our Mission, Vision, and Values
Mission: [Insert Masjid's Mission Statement - e.g., To serve the religious, educational, and social needs of the Muslim community in Carmel and surrounding areas according to the Qur'an and Sunnah.]
Vision: [Insert Masjid's Vision Statement - e.g., To be a vibrant Islamic center that fosters a strong sense of community, spiritual growth, and positive engagement with society.]
Core Values: Our work is guided by Islamic principles, including Amanah (Trust), Ihsan (Excellence), Adab (Good Manners), Khidmah (Service), Shura (Consultation), and Adl (Justice).
1.3 Purpose of this Handbook
This handbook provides essential information about [Masjid Name]'s expectations, policies, and benefits (where applicable). It's designed to ensure a fair, respectful, safe, and productive environment for everyone involved. It applies to all paid employees (full-time, part-time) and unpaid volunteers.
1.4 Disclaimer
This handbook is not an employment contract and does not guarantee employment or volunteer placement for any specific duration. Employment at [Masjid Name] is "at-will" (for employees, where applicable by law), meaning either the employee or the masjid can terminate the relationship at any time, with or without cause or notice. Policies are subject to change at the discretion of the Board of Directors. Volunteers serve at the discretion of the masjid administration.
1.5 Acknowledgement of Receipt
All employees and volunteers are required to sign an acknowledgement form confirming they have received, read, understood, and agree to abide by the policies outlined in this handbook. (See final section).
2.1 Commitment to Islamic Values: All staff and volunteers are expected to conduct themselves in a manner consistent with Islamic ethics and values, both within the masjid and when representing the masjid externally.
2.2 Professionalism & Respect: Treat everyone (colleagues, volunteers, members, visitors) with courtesy, respect, and kindness. Maintain a professional demeanor. Foul language, harassment, discrimination, gossip (gheebah), slander, or divisive behavior (fitnah) will not be tolerated.
2.3 Confidentiality: Information regarding masjid members, donors, finances, staff, or internal deliberations is often confidential. Do not disclose confidential information without authorization.
2.4 Dress Code: Adhere to principles of Islamic modesty (hijab for sisters, appropriate attire covering awrah for brothers) while working or volunteering at the masjid or representing it officially. Clothing should be clean and professional.
2.5 Use of Masjid Property: Masjid resources (phones, computers, supplies, facilities) are for official masjid business only. Personal use should be minimal and incidental. Treat masjid property with care.
2.6 Conflict of Interest: Avoid any situation where personal interests conflict, or appear to conflict, with the interests of the masjid. Disclose potential conflicts immediately to your supervisor or the Board. (Reference detailed Conflict of Interest Policy).
3.1 Equal Opportunity: [Masjid Name] is committed to providing equal employment and volunteer opportunities without regard to race, color, national origin, gender, disability, or age, as required by law. As a religious organization, [Masjid Name] reserves the right to employ and engage individuals who adhere to the religious tenets and practices of Islam (Ahlus Sunnah wal Jama'ah) for certain positions, particularly ministerial roles (like the Imam) or those involving religious instruction, as permitted under the "ministerial exception" and related legal doctrines.
3.2 Anti-Harassment & Discrimination: [Masjid Name] maintains a strict zero-tolerance policy against harassment of any kind, including sexual harassment, bullying, intimidation, or discrimination based on any protected characteristic. This applies to interactions between staff, volunteers, members, and visitors.
3.3 Reporting Procedure: Any individual who experiences or witnesses harassment or discrimination should immediately report it to their direct supervisor, the HR Committee representative, or any member of the Board of Directors. All reports will be investigated promptly and confidentially, and appropriate action will be taken. Retaliation against anyone reporting an issue in good faith is strictly prohibited. (Reference detailed Anti-Harassment Policy).
4.1 Employment-At-Will: (As stated in Sec 1.4, confirm applicability in Indiana).
4.2 Job Descriptions: Each employee will receive a written job description outlining their primary duties, responsibilities, and reporting structure.
4.3 Work Hours & Attendance: Employees are expected to adhere to their assigned work schedules, arrive on time, and notify their supervisor in advance if they anticipate being late or absent. Specific hours will be defined by position.
4.4 Overtime: Non-exempt employees will be paid overtime in accordance with the Fair Labor Standards Act (FLSA) and Indiana state law for hours worked over 40 in a workweek. Overtime must be pre-approved by a supervisor.
4.5 Payroll: Employees are paid [bi-weekly/semi-monthly] via [direct deposit/check]. All legally required deductions (taxes) will be withheld. Contact [Office Administrator/Treasurer] with payroll questions.
4.6 Performance Evaluations: Performance will be reviewed annually based on the employee's job description and pre-set goals. This process is intended to provide feedback, support professional development, and ensure accountability.
4.7 Disciplinary Procedures: [Masjid Name] follows a progressive discipline approach (verbal warning, written warning, suspension, termination) for performance or conduct issues, though the masjid reserves the right to skip steps depending on the severity of the infraction. (Reference detailed Disciplinary Policy).
4.8 Termination: Termination may occur due to performance issues, misconduct, violation of policy, organizational restructuring, or other reasons. Final pay will be issued according to state law.
4.9 Benefits: Eligible employees may receive benefits such as [List benefits if applicable: e.g., Paid Time Off (PTO), Health Insurance contributions, Paid Holidays - specify details or reference separate benefits summary].
4.10 Leave Policies: [Detail policies for Sick Leave, Vacation/PTO, Bereavement Leave, Jury Duty, FMLA if applicable based on size].
5.1 Volunteer Roles: Volunteers serve in various capacities as agreed upon with masjid administration or committee chairs. Expectations and tasks should be clearly communicated.
5.2 Application & Screening: All prospective volunteers must complete a Volunteer Application. Those working with children, finances, or vulnerable adults must undergo and pass a criminal background check. Refusal may disqualify the individual from volunteering in sensitive roles.
5.3 Code of Conduct: Volunteers are expected to adhere to the same standards of conduct, Islamic values, and confidentiality outlined in Section 2 and Section 3.
5.4 Supervision: Volunteers typically report to a specific committee chair, staff member, or designated lead volunteer.
5.5 Training: Necessary training for specific roles (e.g., child safety, donation handling) will be provided.
5.6 Expense Reimbursement: Volunteers may be reimbursed for pre-approved, necessary expenses incurred while performing their duties. Original receipts and an Expense Reimbursement Form are required. (Reference Expense Reimbursement Policy).
5.7 Recognition: [Masjid Name] deeply values its volunteers and will strive to show appreciation through various means (e.g., events, acknowledgments).
5.8 Dismissal: Volunteer service is at the discretion of the masjid. Volunteers may be asked to step down if they violate policies, fail to perform assigned duties, or if their service is no longer required.
6.1 Child Protection Policy: [Masjid Name] is committed to providing a safe environment for children. All staff and volunteers working with minors must adhere strictly to the Child Protection Policy, which includes screening, training, supervision ratios (e.g., the "two-adult rule"), and mandatory reporting of any suspected abuse or neglect to authorities as required by Indiana law. (Reference detailed Child Protection Policy).
6.2 Emergency Procedures: Familiarize yourself with emergency exits, evacuation plans, and procedures for medical emergencies or security threats posted within the facility. Follow instructions from designated safety personnel.
6.3 Workplace Safety: Maintain a clean and safe work area. Report any unsafe conditions, accidents, or injuries immediately to a supervisor or board member.
7.1 Use of Masjid Technology: Masjid computers, internet access, email accounts (@[masjid-domain].org), and phone lines are primarily for masjid-related business. Personal use should be minimal. Users must not access or distribute inappropriate or offensive material.
7.2 Social Media: When using personal social media, clearly distinguish personal opinions from official masjid positions. Staff or volunteers managing official masjid social media accounts must follow established guidelines for content and tone. Do not post confidential information. (Reference Social Media Policy).
7.3 Confidentiality: Be mindful of privacy when using electronic communications. Sensitive information should not be shared inappropriately via email or messaging apps.
[Masjid Name] encourages open communication to resolve issues. If you have a concern, complaint, or grievance regarding policies, procedures, or treatment:
Discuss: First, try to discuss the issue directly and respectfully with the person involved or your immediate supervisor/committee chair.
Formal Complaint: If unresolved, submit a written complaint to the HR Committee representative or the Board President.
Review: The complaint will be reviewed promptly and confidentially. An investigation may be conducted if necessary.
Resolution: Efforts will be made to resolve the issue fairly and consistently with masjid policies. You will be informed of the outcome.
No Retaliation: Retaliation against anyone who raises a concern in good faith is strictly prohibited.
I acknowledge that I have received a copy (print or digital) of the [Masjid Name] Employee & Volunteer Handbook. I understand that it is my responsibility to read, understand, and comply with the policies and procedures contained within it.
I understand that this handbook is not an employment contract and that policies may be updated periodically. I agree to stay informed about any such updates.
Employee/Volunteer Signature
Printed Name
Date
Okay, here is a detailed Code of Conduct policy for a masjid.
The purpose of this Code of Conduct is to foster a safe, respectful, inclusive, and spiritually uplifting environment within [Masjid Name] for all individuals. As Muslims, we are guided by the Qur'an and the Sunnah of Prophet Muhammad (peace be upon him) to uphold the highest standards of character (Akhlaq) and behavior. This policy outlines the expected conduct for everyone who enters the masjid premises or participates in its activities, reflecting our commitment to fulfilling our Amanah (sacred trust) as a community.
This policy applies to all individuals present on masjid property or participating in any masjid-sponsored event, including but not limited to:
Members
Staff (paid employees)
Volunteers
Board Members and Committee Members
Visitors and Guests (Muslim and non-Muslim)
Parents/Guardians and their children
All conduct within the masjid should reflect foundational Islamic values, including:
Taqwa: Consciousness and mindfulness of Allah (SWT).
Ihsan: Striving for excellence in worship and conduct.
Respect: Treating all individuals with dignity, kindness, and courtesy, regardless of age, gender, ethnicity, race, or background.
Honesty & Integrity: Upholding truthfulness in speech and actions.
Patience & Forbearance: Exercising patience and overlooking minor faults.
Unity & Brotherhood/Sisterhood: Avoiding actions that create division (Fitnah) or harm community bonds.
Stewardship: Caring for the masjid's property and resources.
All individuals are expected to:
Maintain cleanliness and tidiness in all areas (prayer halls, wudu areas, restrooms, social hall). Dispose of trash properly.
Speak in moderate tones, avoiding loud conversations, yelling, or disruptive noise, especially near prayer areas or during programs.
Conserve resources, such as water during wudu and electricity.
Park vehicles considerately in designated areas, avoiding blocking driveways or emergency lanes.
Refrain from smoking or vaping anywhere on masjid property (indoors and outdoors).
Avoid gossip, backbiting (Gheebah), and slander (Buhtan). Engage in beneficial and constructive conversations.
Respect designated spaces for men and women as per masjid guidelines.
Enter the prayer hall in a state of calmness and tranquility.
Ensure mobile phones are silenced or turned off before entering.
Remove shoes before entering carpeted prayer areas and place them neatly on designated racks.
Avoid walking directly in front of someone who is praying.
Refrain from loud talking, socializing, or unnecessary movement during prayers, Qur'an recitation, or sermons (Khutbahs). Silence is mandatory during the Jumu'ah Khutbah.
Do not bring food or drinks into the main prayer halls.
Return Qur'ans and other books to their proper places after use.
Respectful Communication: Address others politely and respectfully. Avoid interrupting, arguing loudly, or using offensive language.
Lowering the Gaze: Adhere to Islamic guidelines regarding lowering the gaze when interacting with the opposite gender.
Physical Boundaries: Maintain appropriate physical boundaries. Unwanted physical contact is prohibited.
Conflict Resolution: Address disagreements privately and respectfully. Seek mediation through the Imam or designated leadership if needed, rather than engaging in public disputes.
The following actions are strictly prohibited on masjid property or during masjid events and may result in disciplinary action, including removal from the premises or termination of membership/employment:
Violence & Threats: Any form of physical assault, verbal threats, intimidation, or aggressive behavior.
Harassment: Any form of harassment (verbal, physical, sexual, virtual) or bullying based on race, gender, ethnicity, disability, or any other characteristic. Unwelcome advances, comments, jokes, or display of offensive materials are forbidden.
Weapons: Possession of firearms or dangerous weapons, except by authorized on-duty law enforcement or designated security personnel.
Theft & Vandalism: Stealing or intentionally damaging masjid property or the property of others.
Illegal Activity: Engaging in any activity prohibited by law, including the use or distribution of illegal drugs or alcohol.
Discrimination: Hateful speech or discriminatory actions against any individual or group.
Unauthorized Solicitation/Business: Conducting personal business or fundraising without prior written approval from the administration.
Disruption: Intentionally disrupting prayers, programs, or the general peace of the masjid.
All attendees are expected to dress modestly in accordance with Islamic principles when visiting the masjid:
Men: Clothing should cover at least from the navel to the knees. Shirts covering the shoulders are expected, especially in prayer areas. Avoid clothing with offensive images or slogans.
Women: Clothing should be loose-fitting, non-transparent, and cover the entire body except for the face and hands. A headscarf (Hijab) covering the hair is required in the prayer halls and generally expected throughout the masjid. Avoid heavy perfumes.
Guests: Non-Muslim guests are encouraged to dress respectfully (e.g., long pants/skirts, shirts with sleeves). Headscarves for women may be offered upon entry, especially if visiting the prayer hall.
Children are welcome and encouraged to attend the masjid.
Parents/Guardians are responsible for supervising their children at all times.
Parents should ensure children behave respectfully, avoid running or shouting in prayer areas, and do not disrupt prayers or programs.
Parents are responsible for any damage caused by their children.
Individuals who witness or experience a violation of this Code of Conduct are encouraged to report it promptly and confidentially to:
A member of the Masjid Board of Directors.
The Imam.
The Masjid Office Administrator.
(If applicable) A designated member of the HR or Grievance Committee.
All reports will be taken seriously and investigated appropriately while maintaining confidentiality to the extent possible. Retaliation against anyone reporting a concern in good faith is strictly prohibited.
Violations of this Code of Conduct will be addressed on a case-by-case basis, considering the severity and frequency of the infraction. Consequences may include:
A verbal warning.
A written warning.
Temporary suspension from masjid activities or premises.
Termination of membership, volunteer status, or employment.
Reporting to law enforcement if the conduct involves illegal activity.
This Code of Conduct Policy will be reviewed and updated by the Board of Directors at least every three (3) years, or more frequently as needed.
Policy Approval
Approved by: _________________________
Board of Directors President
Date: _________________________
Attested by: _________________________
Board of Directors Secretary
Date: _________________________
[Masjid Name] is deeply committed to the principles of equal employment opportunity and the inherent dignity of every individual, as guided by Islamic teachings of justice (Adl) and compassion (Rahmah). We strive to maintain a professional environment free from discrimination, harassment, and retaliation. Employment decisions at [Masjid Name] will be based on qualifications, merit, skills, and the needs of the organization, without regard to characteristics protected by applicable law, subject only to the limited religious exceptions permitted for religious institutions.
This policy applies to all aspects of the employment relationship, including but not limited to recruitment, hiring, training, promotion, compensation, benefits, discipline, termination, and all other terms and conditions of employment. It applies to all individuals employed by [Masjid Name], applicants for employment, and, where applicable, volunteers engaging in activities on behalf of the masjid.
[Masjid Name] prohibits discrimination against any employee or applicant for employment based on race, color, national origin, ancestry, sex (including pregnancy, childbirth, and related medical conditions), gender identity, sexual orientation (where protected by local ordinance), age (40 and over), disability, veteran status, genetic information, or any other characteristic protected by federal, state (Indiana), or local law.
As a religious institution committed to upholding and propagating Islamic teachings according to the Qur'an and Sunnah, [Masjid Name] reserves its right under federal law (including Title VII of the Civil Rights Act of 1964) and the U.S. Constitution to give preference in employment to individuals who share our religious beliefs and practices.
Furthermore, the ministerial exception, a doctrine grounded in the First Amendment, protects the right of religious institutions like [Masjid Name] to choose their ministers. This means that for positions considered "ministerial" – those involving the teaching or spreading of faith, governance of the organization based on religious principles, or supervision of religious ritual (such as the Imam, religious teachers, and potentially other leadership roles) – [Masjid Name] may make employment decisions based on religious criteria, qualifications, and adherence to Islamic tenets as understood by the organization. The scope of the ministerial exception is determined on a case-by-case basis.
[Masjid Name] is committed to providing a work environment free from unlawful harassment. Harassment based on any protected characteristic listed in Section 3.0 is strictly prohibited. This includes unwelcome conduct, whether verbal, physical, or visual, that creates an intimidating, hostile, or offensive working environment.
[Masjid Name] prohibits retaliation against any individual who, in good faith, reports or complains about discrimination or harassment, or who participates in an investigation of such reports. Retaliation is a serious violation of this policy and will be subject to disciplinary action.
All recruitment, hiring, and promotion decisions will be based on job-related criteria, individual qualifications, and the needs of the organization, subject to the religious preferences permitted by law as outlined in Section 4.0. Reasonable accommodations will be provided for qualified individuals with disabilities and for sincerely held religious beliefs or practices, unless doing so would cause an undue hardship to the organization.
Any employee, applicant, or volunteer who believes they have been subjected to or witnessed discrimination, harassment, or retaliation in violation of this policy should immediately report the incident. Reports can be made to:
The individual's direct supervisor (if applicable).
The Chairperson of the Human Resources (HR) Committee.
The President of the Board of Directors.
All reports will be treated confidentially to the extent possible and investigated promptly and thoroughly.
The Board of Directors, through its designated HR Committee or leadership, is responsible for enforcing this policy. Any employee found to have violated this policy will be subject to disciplinary action, up to and including termination of employment.
Policy Approval
Approved by: _________________________
Board of Directors President
Date: _________________________
Attested by: _________________________
Board of Directors Secretary
Date: _________________________
Of course. Here is a detailed Recruitment and Hiring Policy for a masjid.
The purpose of this policy is to establish a fair, transparent, and professional process for recruiting and hiring all paid staff at [Masjid Name], including the Imam. Our goal is to attract and select the most qualified individuals who are committed to the mission and values of our masjid.
This process is grounded in the Islamic principles of Amanah (trust), Adl (justice), and Ihsan (excellence), ensuring all candidates are treated with respect and that hiring decisions are based on merit, qualifications, and the best interests of the community.
[Masjid Name] is an equal opportunity employer. We do not discriminate in employment opportunities or practices on the basis of race, color, national origin, gender, age, disability, or any other characteristic protected by law. As a religious organization, and in accordance with applicable law, we reserve the right to seek candidates who adhere to the faith and tenets of Islam for certain positions (e.g., Imam, Islamic Studies Teacher) where such a qualification is a bona fide occupational requirement.
This process applies to positions such as Office Administrator, Quran Teacher, Custodian, and Youth Director.
Step 1: Position Approval and Job Description
Need Identification: A department head or committee identifies the need for a new or replacement position.
Job Description: A detailed job description is created, outlining the title, summary, responsibilities, qualifications, and reporting structure.
Approval: The job description and a proposed salary range must be formally approved by the Board of Directors (BOD) before any recruitment begins.
Step 2: Job Posting and Sourcing
Posting: The position will be posted for a minimum of fourteen (14) days.
Channels: Postings will be made on the masjid's website, in the newsletter, on community bulletin boards, and on relevant external job sites (e.g., Indeed, local nonprofit job boards).
Step 3: Application Review and Screening
Responsibility: The HR Committee, in consultation with the hiring manager (e.g., the direct supervisor for the role), is responsible for reviewing all applications.
Screening: Candidates will be screened based on the qualifications outlined in the job description. A shortlist of the most qualified candidates will be selected for interviews.
Step 4: Interview Process
Interview Panel: The interview panel will typically consist of the hiring manager, a representative from the HR Committee, and one other relevant individual (e.g., a peer or a board member).
First Round: Initial interviews (phone, video, or in-person) are conducted with the shortlisted candidates.
Second Round (if needed): Top candidates may be invited for a second interview or a practical skills assessment.
Standardized Questions: The panel will use a set of standardized, job-related questions to ensure all candidates are evaluated fairly on the same criteria.
Step 5: Reference Checks
Requirement: Professional references must be checked for all final candidates before an offer is made. The HR Committee will contact at least two (2) professional references provided by the candidate.
Step 6: Background Checks
Mandatory: A formal criminal background check is mandatory for all final candidates for any paid position.
Additional Checks: For positions involving financial responsibilities (e.g., administrator, bookkeeper), a credit check may also be required. For positions involving driving, a motor vehicle record check is required.
Contingency: Any job offer will be made contingent upon the successful completion of these checks.
Step 7: Job Offer
Approval: The hiring manager, with the concurrence of the HR Committee, will recommend a final candidate to the Board of Directors for approval.
Offer Letter: Upon BOD approval, the HR Committee will extend a formal written offer of employment. The offer letter will include the job title, start date, salary, benefits, reporting structure, and any contingencies.
The hiring of an Imam is a significant spiritual and community decision that requires a more extensive and consultative process.
Step 1: Formation of an Imam Search Committee
Creation: The Board of Directors will establish an ad hoc Imam Search Committee.
Composition: This committee shall be diverse, comprising members of the Board of Directors, the Board of Trustees, and respected, active community members known for their wisdom and integrity.
Step 2: Community Needs Assessment and Job Description
Consultation: The Search Committee will solicit input from the community (e.g., through surveys or town halls) to understand the desired qualifications and priorities for the next Imam.
Job Description & Compensation: Based on this feedback, the committee will draft a comprehensive job description and a proposed compensation package, which must be approved by the Board of Directors.
Step 3: Sourcing and Advertisement
The position will be advertised widely through national Islamic organizations (e.g., ISNA, ICNA), seminaries, academic institutions, and online platforms. The committee will also actively seek referrals from respected scholars and leaders.
Step 4: Candidate Screening and Initial Interviews
The Search Committee will review all applications and conduct initial video or phone interviews with a shortlist of candidates to assess their knowledge, communication skills, and initial fit.
Step 5: In-Person Visit (Top Candidates)
Top candidates (typically 2-3) will be invited for a weekend visit. This visit is a comprehensive evaluation and will include:
Delivering a Friday Khutbah.
Leading several prayers.
Conducting a Halaqa (study circle) or public lecture.
Meeting with various community groups (e.g., youth, sisters, seniors).
A formal interview with the Search Committee and the Board of Directors.
A tour of Carmel and the surrounding area.
Step 6: Community Feedback and Due Diligence
Feedback: The committee will solicit structured, confidential feedback from the community regarding the visiting candidates.
Reference Checks: Extensive reference checks will be conducted, including contacting scholars, previous employers, and community leaders familiar with the candidate.
Background Check: A comprehensive background check (criminal, and potentially credit/civil) is mandatory for the final candidate.
Step 7: Final Recommendation and Offer
Recommendation: The Search Committee will deliberate and present a final, ranked recommendation to the Board of Directors.
Board Vote: The Board of Directors will vote on the final candidate.
Contract: Upon approval, the Board President will extend a formal offer and negotiate an employment contract, which should be reviewed by legal counsel. The contract will detail salary, parsonage/housing allowance, benefits, duties, and terms of employment.
Policy Approval
Approved by: _________________________
Board of Directors President
Date: _________________________
Attested by: _________________________
Board of Directors Secretary
Date: _________________________
Of course. Here is a detailed policy for creating and maintaining job descriptions within a masjid.
The purpose of this policy is to establish a formal and consistent process for creating, approving, and maintaining clear, accurate, and up-to-date job descriptions for all paid staff and key volunteer positions at [Masjid Name].
This policy is grounded in the Islamic principles of Amanah (trust and responsibility), Itqan (striving for excellence), and clarity in agreements. A formal job description ensures that roles are well-defined, expectations are clear, and individuals are empowered to fulfill their duties effectively, which is essential for accountability and organizational health.
This policy applies to:
All paid employment positions (full-time, part-time, and contract), including the Imam.
All key, named volunteer leadership roles (e.g., Committee Chairpersons, School Principal, Youth Director, Office Manager).
3.1 Requirement: A formal, written job description must exist for every position covered under the scope of this policy before any recruitment begins or a volunteer is appointed. No individual shall be employed or appointed to a key role without a corresponding job description that they have reviewed and acknowledged.
3.2 Responsibilities:
Human Resources (HR) Committee: The HR Committee is responsible for overseeing the implementation of this policy. They will assist in drafting, reviewing, and standardizing all job descriptions. They are the official custodians of the final, approved documents.
Supervisors / Board Liaisons: The direct supervisor of a paid position or the Board Liaison for a key volunteer role is responsible for initiating the creation or update of a job description.
Board of Directors (BOD): The BOD is responsible for the final review and formal approval of all job descriptions.
Each job description must be written in a clear and professional format and shall include, at a minimum, the following sections:
Job Title: A clear, standard title for the position.
Position Status: e.g., Full-Time, Part-Time, Volunteer; Exempt/Non-Exempt (for paid staff).
Reports To: The title of the direct supervisor or the body to which the position reports (e.g., "President, Board of Directors," "Board of Directors").
Job Summary: A brief, 2-4 sentence paragraph summarizing the position's primary purpose, key responsibilities, and its overall contribution to the masjid's mission.
Essential Duties and Responsibilities: A bulleted list of the primary tasks and duties. This section should be the most detailed.
Use clear action verbs (e.g., Manage, Develop, Coordinate, Lead, Teach, Maintain).
List duties in order of importance.
Be specific about the outcomes expected.
Qualifications: A bulleted list outlining the knowledge, skills, and experience required. This section must be divided into:
Required Qualifications: The absolute minimum, non-negotiable requirements (e.g., "Bachelor's degree in Islamic Studies," "3+ years of administrative experience," "Must pass a background check").
Preferred Qualifications: Desirable skills or experiences that are beneficial but not mandatory (e.g., "Fluency in Arabic," "Experience with QuickBooks Nonprofit").
Working Conditions / Physical Requirements: A description of the work environment, hours, and any specific physical demands (e.g., "Requires occasional weekend and evening work," "Ability to lift up to 25 pounds").
Needs Assessment: The relevant supervisor or Board Liaison identifies the need for a new position or a significant update to an existing one.
Drafting: The supervisor/liaison, in consultation with the HR Committee, drafts the job description using the standard template and components outlined in Section 4.0. For the Imam's role, this is often done by an ad hoc search committee.
Review: The draft is reviewed by the HR Committee for clarity, consistency, legal compliance (for paid roles), and alignment with masjid policies.
Board Approval: The final draft is submitted to the Board of Directors for review and formal approval by a majority vote during a board meeting. The approval is recorded in the meeting minutes.
Distribution and Acknowledgment:
During recruitment, the approved job description is used for the job posting.
Upon hiring or appointment, the final job description is provided to the individual. They must sign an acknowledgment form stating they have read, understood, and received a copy of their job description.
Filing: The original signed acknowledgment is placed in the employee's confidential personnel file or the volunteer's file. The HR Committee maintains a central digital repository of all current job descriptions.
Job descriptions are living documents that must remain current to be effective.
Annual Review: As part of the annual performance evaluation process, the supervisor and the employee/volunteer will review the job description to ensure it accurately reflects the current duties.
Significant Changes: If a role's responsibilities change substantially (e.g., more than 20% of duties are new or different), the job description must be formally updated by following the full creation and approval procedure (Steps 5.1 - 5.5).
Periodic Audit: The HR Committee will conduct a periodic audit (e.g., every 2-3 years) of all job descriptions to ensure they are up-to-date and consistent with the masjid's strategic goals.
Policy Approval
Approved by: _________________________
Board of Directors President
Date: _________________________
Attested by: _________________________
Board of Directors Secretary
Date: _________________________
Of course. Here is a detailed Compensation and Benefits Policy designed for a masjid.
The purpose of this policy is to establish a fair, transparent, and competitive framework for compensating all paid staff of [Masjid Name]. Our compensation philosophy is rooted in the Islamic principles of Adl (justice), Ihsan (excellence), and Amanah (trust). We are committed to being responsible stewards of the community's funds while attracting, retaining, and motivating qualified and dedicated individuals who can effectively serve our mission for the sake of Allah (SWT).
We strive to provide compensation that is:
Fair and Equitable: Ensuring similar pay for similar roles and responsibilities, free from discrimination.
Market-Informed: Acknowledging the need to be competitive within the local nonprofit sector in the Carmel/Indianapolis area to attract qualified talent.
Mission-Aligned: Reflecting the value we place on the unique religious and community-facing roles within our organization.
Transparent and Accountable: Based on a clear and understandable process approved by the Board of Directors.
Board of Directors (BOD): The BOD holds the ultimate authority for approving all compensation policies, salary ranges, benefits packages, and individual employment contracts.
HR Committee: The HR Committee is responsible for researching, developing, and recommending compensation and benefits strategies to the BOD. They manage the day-to-day administration of benefits and ensure compliance with all relevant laws.
Treasurer & Finance Committee: The Finance Committee ensures that the total compensation and benefits budget aligns with the masjid's overall financial health and approved annual budget.
3.1 Establishing Salary Ranges
Market Research: The HR Committee will conduct salary research at least every two to three years to establish and update salary ranges for all positions. This research will benchmark against similar positions in:
Other masjids and Islamic organizations of comparable size and budget.
Local nonprofit organizations in the Central Indiana area.
Job Descriptions: All salary ranges will be tied to an official, approved Job Description that outlines the duties, responsibilities, and qualifications for the role.
Approval: All salary ranges must be formally approved by the Board of Directors.
3.2 Setting Individual Salaries
An employee's starting salary will be determined based on their experience, qualifications, and the approved range for their position.
The BOD, upon recommendation from the HR Committee, approves all initial salary offers and employment contracts.
3.3 Salary Adjustments
Cost-of-Living Adjustments (COLA): The BOD may approve an annual COLA for all staff, subject to the masjid's financial performance and the approved budget.
Merit-Based Increases: Any increases beyond a COLA will be based on an employee's performance as documented in their annual Performance Evaluation. All merit increases require BOD approval.
3.4 Imam Compensation and Housing Allowance
The Imam's compensation package will be determined by the Board of Directors, outlined in a formal employment contract, and reviewed annually.
In accordance with IRS regulations for ministers, a portion of the Imam's compensation shall be formally designated in advance as a Housing Allowance (or "Parsonage Allowance") by a resolution of the Board of Directors.
This designation must be made in writing before the start of each calendar year. The amount designated is for the Imam to use on housing-related expenses (rent/mortgage, utilities, etc.). The Imam is responsible for substantiating these expenses for tax purposes.
All benefits are subject to the terms of the specific plan documents and may be modified by the Board of Directors.
4.1 Health and Wellness
Health Insurance: Eligible full-time employees may be offered a health insurance plan. The masjid may contribute a portion of the monthly premium, as determined annually during the budgeting process and approved by the BOD.
Paid Time Off (PTO): The masjid will provide a comprehensive PTO package for eligible employees to be used for vacation, personal time, and sick leave.
PTO will accrue based on years of service, according to a schedule approved by the BOD.
Holidays: Paid time off will be provided for recognized US federal holidays and the two Islamic Eids (Eid al-Fitr and Eid al-Adha).
4.2 Retirement
The masjid may offer a retirement savings plan, such as a 403(b), for eligible employees. The masjid may offer to match a portion of employee contributions, subject to BOD approval and budget availability.
4.3 Other Benefits
Professional Development: A modest annual budget may be allocated for employees to attend conferences, workshops, or training relevant to their roles, subject to supervisor and BOD approval.
Bereavement Leave: Paid time off will be provided in the event of the death of an immediate family member.
Pay Periods: All employees will be paid on a regular, pre-determined schedule (e.g., bi-weekly or semi-monthly).
Tax Withholding: The masjid will withhold all legally required federal, state, and local taxes from employee paychecks. For the Imam, the masjid will not withhold Social Security & Medicare (FICA) taxes, as ministers are considered self-employed for these purposes. However, the Imam may request voluntary withholding for federal and state income taxes.
Compliance: All compensation and benefits practices will comply with the Fair Labor Standards Act (FLSA), Equal Employment Opportunity (EEO) laws, and all other applicable federal and Indiana state labor laws.
All individual salary, compensation, and benefits information is strictly confidential. Access to this information is limited to the employee, their direct supervisor, the HR Committee, the Treasurer, and the Board of Directors on a need-to-know basis for governance and administrative purposes.
Policy Approval
Approved by: _________________________
Board of Directors President
Date: _________________________
Attested by: _________________________
Board of Directors Secretary
Date: _________________________