Policies

Carefully review the employment policies before beginning work. Contact the EFY Office with any questions.

EFY employees understand that failure to comply with any EFY policies and procedures or contract terms and conditions may negatively affect their future employment with EFY.

Employment with CE Events LLC.

CE Events, LLC is owned and operated by Brigham Young University with its principal place of business in Provo, Utah. Accordingly, all EFY counselors are interviewed, hired and trained in the State of Utah.
EFY counselors report to work in Provo, Utah at their own expense. Counselors who are assigned to work at sessions outside Utah travel from Utah and return to Utah after their out-of-state assignment is complete, at EFY’s expense.
Transportation, food, and housing will not be provided during weeks that an employee is not contracted to work.
Because EFY is a Utah employer, wages and taxes are primarily reported as Utah wages, and taxes are withheld to Utah. However, some states in which sessions are held require EFY to report wages and withhold taxes in those states; therefore, counselors working sessions in those states would receive a W2-type document reporting wages earned in and taxes paid to those states in addition to Utah.

Availability and Assignments

When submitting an application, applicants indicate weeks in which they are available to work and commit to maintain that availability once hired. Employees are assigned to specific sessions based on availability and the needs of EFY.

Employees are not guaranteed to be assigned to work every week they have indicated they are available, or to work in their preferred locations. Although employment is “at will,” once counselors accept assigned sessions, they do so with the intention of working all assigned sessions so that EFY can plan to adequately to staff all sessions.
Once hired, employees must communicate with the EFY office if there are any changes in their availability. This is so that arrangements can be made to adequately staff all sessions.

Employee Expectations

EFY employees understand that they must be available for the entire session, work all days of the contracted session (including Sunday evening meetings, session director firesides, and Saturday morning meetings), be on time to all meetings and activities, fulfill specific duties and responsibilities as assigned, and meet all expectations as found in the staff manual and other training materials.
Continued summer employment with EFY is contingent on satisfactory performance, evaluations, and meeting all expectations. Failure to meet expectations may result in early termination of a contracted session and any future contracts that may have already been accepted.
Payment for a contracted session may be adjusted to reflect time missed from a contracted work week.

Employee Contracts and Housing

EFY employees understand that in the event they are unable to fulfill a contract(s), it is their responsibility to notify EFY programs no fewer than fourteen (14) days before the contract start days, and no fewer than forty-five (45) days in advance if travel arrangements have been made.
EFY Counselors who do not accept or who decline assignments during peak enrollment weeks risk losing all other assigned contracts.
EFY employees understand that EFY reserves the right to cancel contracts and reschedule or cancel sessions at its discretion. In any event, the contract becomes void, with no remuneration of any kind. The employee’s Work Availability section on the EFY Employment Center should be updated and kept current for her or him to be considered for a rescheduled or alternate session.
EFY employees understand that a conditional on-call contract MUST be accepted AND authorized before work may begin. By accepting this conditional on-call contract, employees are acknowledging availability to work, and they understand that it may occur just before or during the scheduled session/program. If a work opportunity opens, you will receive an authorizing email indicating that your CONDITIONAL status has changed to AUTHORIZED TO WORK. Only AFTER you receive this authorizing email may you report to work.
Transportation, food, and housing will not be provided during weeks that an employee is not contracted to work.

EFY Orientation

EFY employees agree to complete all required pre-session training, which includes, but may not be limited to, the following:

Read and study the EFY Staff Handbook.
Accept a contract to attend a mandatory pre-session orientation before beginning work. EFY employees must attend orientation in its entirety. Failure to do so may result in contracts being withdrawn and/or the forfeiture of EFY employment.

Employee Dress Code

EFY employees agree to maintain the following EFY dress and appearance standards in addition to the BYU Honor Code’s dress and grooming standards.

A clean and well-kept appearance should be maintained:

Clothing should exhibit professionalism. Men and women should wear long pants that come to the ankle. Clothing should not be frayed, have holes, or be form-fitting (no leggings, exercise pants, sweatpants, or spandex).
- Professional attire for Monday is solid black, khaki, navy, or gray business-casual pants, jeans, or skirts (knee-length or longer).
- Ankle-length pants and joggers are appropriate on Tuesday, Wednesday, and Friday. Females can wear skirts that are knee-length or longer.
- Sunday best should be worn on Sundays and Thursdays. Men should wear dress slacks, dress shoes, and a white shirt and tie. Suit coats are optional. Women should wear a modest dress, or a skirt (knee-length or longer) with a blouse. Dresses and blouses should not be low-cut, sleeveless, form-fitting or sheer.
Hairstyles should be clean and neat. Avoid extreme styles and unnatural colors.
- Men’s hairstyles need to be trimmed above the collar and the ears. Eyes need to be visible.
Men must be clean-shaven.
Shoes must be worn at all times. For women, comfortable, open-toed shoes with a strap around the ankle are appropriate for most of the week. Closed-toe shoes are required for Games Night. Comfortable dress shoes are appropriate for Thursday.
One ear piercing per ear is appropriate for women. Earrings are not acceptable for men. Body piercings are not acceptable for men or women.

Youth Protection

BYU Continuing Education EFY Employee Child Protection training must be completed and the Attestation form must be signed (electronic or physical copy) by all hired staff. All EFY employees are required to honor the BYU Minor Protection Policy and instruction in the Minor Protection Training. The training can be found at this website: https://byu.myabsorb.com/#/online-courses/78300c03-bf50-4ac0-8dc9-7635a2...

Standards of Communication

At all times, whether communicating in person or virtually, employees are expected to use good judgment in communications with youth participants, parents, and other EFY personnel. Employees should use clean language that encourages, uplifts, and compliments others. Employees should not use profane language or participate in discussions that are vulgar or crude, or that involve jokes or stories about immoral actions. Employees are expected to be role models.

With regard to youth at any employee's EFY sessions, the following policies apply during and after any session, and following termination of employment:

Always communicate in a prudent and appropriate way.
Keep all communication with youth open to the public, such as a Facebook wall or Instagram post. Do not private message or chat with youth on Facebook, Twitter, Instagram, or any other platform. Do not use Snapchat or similar apps to contact the youth.
Do not give your personal phone number or email address to youth.
Do not save or keep any youth’s personal information, including personal phone numbers, email addresses, or other contact information.
Do not meet one-on-one with youth or even talk one-on-one out of the view of other adults.
Do not offer counsel, express personal opinions, or otherwise discuss Sensitive Topics.

Some topics are better left to parents, Church leaders, or licensed professionals to discuss with youth program participants (“Sensitive Topics”).

Sensitive Topics include but are not limited to: mental health issues (for example, depression, anxiety, and suicidal ideation), past or current serious transgressions, gender identity, and same-sex attraction or sexual preferences. If an employee is approached by a participant seeking personal counsel about a Sensitive Topic, the employee should politely inform the participant that EFY staff are not professionally trained or hired to address these issues. Your counselor role is to model and teach how to turn to the Lord.

Do not invite youth to disclose struggles or life challenges that involve Sensitive Topics.

Instead, direct youth to contemplate how to turn to the Lord. You might ask questions and give invitations like:

What are your goals and challenges related to your relationship with the Lord?
What would you most like to strengthen in your spirituality this week?
In what ways would you like to draw closer to the Savior this week?
What would you like to learn this week about personal revelation?
Prayerfully consider how you can turn to the Lord this week for answers to your questions.
This week, prayerfully seek spiritual strength and guidance from the Lord in your challenges.

EFY employees are not permitted to counsel the youth participants at any of their assigned EFY sessions about Sensitive Topics. This restriction applies in person and virtually, during and after EFY, and even after termination of employment as EFY staff.

To clarify, EFY employees should not dismiss or minimize participants’ individual life experiences and questions about Sensitive Topics.

EFY employees should not leave alone a participant who has expressed an inclination toward suicide or other self-harm. Get appropriate help, counseling with the Assistant Coordinator, Coordinator, and Session Administrator. Getting appropriate help may include calling 911, which is the first call to make in any emergency.

Similarly, any suspected or reported abuse must be reported. EFY employees are mandatory reporters. Session Administrators (and Coordinators when appropriate) can call the EFY Helpline for help ensuring that abuse reporting is completed properly and timely.

Even though EFY employees are not permitted to counsel about Sensitive Topics, the activities of the EFY program are effective in the life of someone who has brought up a Sensitive Topic. EFY employees’ job responsibilities provide many appropriate opportunities to incorporate principles that will guide and strengthen youth through any personal challenge or struggle. As with all the participants in an EFY employee’s assigned group, the employee should prayerfully consider how to encourage participants who bring up Sensitive Topics to engage in the spiritually strengthening activities that EFY offers. In addition, EFY employees should encourage participants to talk with parents and/or Church leaders to receive counsel and assistance.

When a Sensitive Topic is brought up, appropriate responses likely include:

kindly expressing appreciation for letting the employee know that topic is something the participant is encountering (for example, “Thank you for letting me know”).
respectfully acknowledging the participant’s concerns (for example, “I can see this is really important to you”).
gently informing those present that EFY staff are not trained nor hired to address that topic.
encouraging youth to try spiritually strengthening activities and turn to the Lord while they are at EFY.
testifying of the Savior’s Atonement.
referring the participant to parents, ecclesiastical leaders, or other trusted adults for additional love and support.

These standards apply to all forms of communication, including verbal conversations in person, on the phone, or by video conference, email, letters, texting, social media, or any other method.

Employees should remember that they are employed by an institution sponsored by The Church of Jesus Christ of Latter-day Saints and have agreed to comply with the Church Educational System honor code. An employee who disregards these standards of communication may be subject to appropriate sanctions up to and including termination and adverse impact on future employment opportunities.

EFY Sexual Harassment Policy

Employees must honor the BYU Sexual Harassment Policy

Travel

Travel Costs Included

Ground transportation will be arranged and provided for sessions less than 400 miles from BYU campus.
Round-trip air travel will be arranged and provided to and from Salt Lake City airport for any session more than 400 miles from BYU campus. These flights will take place on the Saturday before and Saturday after the session(s).
EFY provides transportation to and from the airport via rental car, shuttle, or public transportation.
Temporary parking is provided at BYU for employees who use the EFY-provided transportation to and from BYU campus to other session locations.
$35 reimbursement for ONE checked bag per employee will be provided (each way) when working two or more consecutive weeks at a travel session (unless checked bag is included in airfare.)
Reimbursement for meals missed while traveling to and from campus locations. Breakfast: $8, Lunch: $10, Dinner: $12. If no meals are missed during travel provided by EFY, there will be no reimbursements.

Travel Costs Not Included

Travel will not be provided to or from training sessions held at BYU campus.
Travel will not be provided to BYU campus at the beginning of your first contracted session or from BYU campus at the end of your last contracted session.
Gasoline costs will not be reimbursed if an employee chooses to drive to a session.
Transportation, food, and housing will not be provided during weeks that an employee is not contracted to work.
Employees will not be reimbursed for checked luggage if they are only traveling for one contracted week.
Any deviations from the provided itinerary will be at the employee’s personal expense.
Employees will not be reimbursed for travel if they choose to provide their own transportation to or from an airport.
Employees will not be reimbursed for airport parking.

Dropping Contracts After Travel is Booked

Employees must contact efytravel@byu.edu as soon as possible if they are unable to work a contracted travel session.
Flight changes deemed necessary due to extenuating circumstances (personal illness, death of an immediate family member, etc.) will be reviewed and, if approved, will be covered by the EFY Office.

Air Travel

All flights must be arranged and booked through the EFY Office. Special travel arrangements will not be made, except for purposes deemed necessary for EFY programs.
EFY employees will be responsible for any fees incurred as a result of missed flights, including costs to change a flight, hotel, meals, and rental car costs.

Dress Code

When EFY is providing travel, employees are required to wear an EFY polo or current EFY staff T-shirt and long pants.
For additional expectations, please review EFY’s Dress and Appearance Standards.

Data Privacy Notice and Consent

This Data Privacy Notice and Consent policy outlines how BYU and BYU Continuing Education and affiliates such as CE Events, LLC and HSDL, LLC ("we," "us," or "our" in this section) collect, use, store, share, and protect personal information of employees ("you" or "employee") in compliance with applicable federal and state privacy laws, including but not limited to the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), and similar state laws.

Information We Collect. We may collect data in the following categories of personal information:

Identifiers: name, address, phone number, email address, Social Security number, driver’s license or state ID number, and employee ID.
Employment Information: job title, department, compensation, performance evaluations, disciplinary records, time and attendance records, and benefits information.
Financial Information: bank account details for payroll, tax information, and other benefits-related financial data.
Device and/or Usage Information: IP addresses, login data, usage of BYU (including BYU Continuing Education) systems and networks, security badge access logs, and activity on, navigation of, and interaction with BYU websites and online services.

Device and/or usage information we collect may include automatically collected data sent by your web browser, cookies, web beacons, or similar technologies. Cookies are files placed on your computer, which help evaluate usage patterns, recall user preferences, and tailor user content. Web beacons are objects embedded in a web page to monitor user behavior. You may take steps to browse our sites anonymously, or opt-out, by changing your browser settings. However, doing so may limit your ability to use certain features of our sites.

Automatically collected data may include but is not limited to your internet protocol (IP) address, operating system, browser information, date and time of access, any referring web page you were visiting before you came to our site, your search queries, navigation, and other activities and interactions on our sites or online services.

We may collect and use this information for the purpose of administering and improving our sites and online services; contacting you to provide information that may be of interest to you; personalizing content for you; advertising our goods and services; and complying with applicable law.

We also may receive some data from third-party sources. These may include other companies providing services to us or publicly available sources of information (such as when you engage with our content on social media networks or websites).

We may also collect sensitive personal data in limited circumstances and for limited purposes such as the interactive process regarding requested accommodations, arrangements for accommodations, preparation for potential health emergencies or requests for assistance obtaining health services, facilitation of background checks, or protection of academic integrity. Sensitive personal data we may collect and process may include, but is not limited to, certain financial data, data that may be deemed biometric data, information about ethnicity or religious affiliation, and health data. We process sensitive personal data only when we have explicit consent as required or in exceptional circumstances and where we have a legal basis to do so.

Purposes for Use of Personal Information. We collect and use personal information for the following

Recruiting, screening, interviewing, hiring, and onboarding
Background checks
Payroll and benefits administration
Protection of academic integrity
Accommodations interactive process and arrangements
Performance management
Compliance with legal obligations
Preparation to respond to potential safety and security risks, concerns, and incidents
IT and systems management
Internal audits and investigations

Disclosure of Personal Information. We may share personal information with:

Third-party service providers (e.g., payroll processors, benefits administrators, IT services)
Government authorities when required by law
Legal or regulatory bodies in response to valid requests
Internal departments or personnel with a legitimate business need

We do not sell or share your personal information for cross-context behavioral advertising purposes.

Artificial Intelligence. We may use artificial intelligence (AI) systems and technologies, including chatbots and language models, to enhance our services and provide you with personalized experiences. AI technologies may be employed to analyze your data, assist with security, support academic integrity, assist hiring personnel, assist instructors in providing academic feedback and grading, and provide personalized support based on your interactions and preferences. Institution guidelines require AI outputs that impact individuals be reviewed by qualified personnel. Any personal data collected and/or processed during interactions with our AI systems is handled with care and in accordance with relevant data protection laws and the data handling practices outlined in this data privacy notice and consent.

Retention of Personal Information. We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by applicable law or internal policy.

Among heightened security measures we take to protect biometric data is our biometric data retention policy, which is as follows. Biometric data will be retained only as long as necessary to fulfill the purpose for which it was collected and comply with any applicable legal obligations, and no longer than 3 years from the individual data subject’s last interaction with the BYU.

SMS Communications. If you provide your phone number, we may send you SMS messages for notifications, service updates, or marketing communications. You can opt out at any time. We use trusted service providers to deliver these messages and may share your phone number with them solely for this purpose. Where required by law, we will seek to obtain your explicit consent before sending you SMS messages.

Your Rights. Depending on your state of residence, and if applicable, you may have certain rights under applicable state privacy laws, including the right to:

Know what personal information we collect and how we use it
Access your personal information
Correct inaccurate personal information
Request deletion of our personal information
Revoke your consent (with certain exceptions)
Opt out of or restrict certain types of sharing of personal information
Opt out of or restrict certain uses of artificial intelligence to assist individuals who are using your personal information

To learn more about your rights or to exercise your rights, please contact BYU’s Data Privacy Officer at privacy@byu.edu or call or text BYU OIT at 801-422-2000.

Changes to this Notice and Consent. We regularly review this notice and consent policy and may change, modify, add, or remove portions as needed. If we change this notice and consent in ways that affect how we use your personal data, we will provide such notice in a communication to you, when you log into an online service, or in this policy. We encourage you to check this notice and consent from time to time to keep up to date on any changes.

Consent. By accepting employment with CE Events, LLC, you acknowledge and consent to the collection, use, and disclosure of your personal information as described in this policy. You understand that this consent is a condition of employment and that your information will be processed in accordance with applicable laws.