employment at will - change, inc

Employment At WillProviding Services to Persons with Developmental Disabilities
in Carroll County since 1969
EMPLOYEE HANDBOOK
NOVEMBER 2013
Fax: 410-857-4053
THIS DOCUMENT DOES NOT CREATE A CONTRACT BETWEEN CHANGE, INC. AND ANY EMPLOYEE
CHANGE, Inc. Personnel Handbook
Introduction ..................................................................................... 6
Verification of Employment and Employment References ................ 14
Training and Certification ............................................................... 15
Employee Work Schedules .............................................................. 17
Introductory Period ......................................................................... 22
Personnel Records .......................................................................... 23
Grievance Procedure ....................................................................... 24
Performance Management ............................................................... 25
Performance Improvement .............................................................. 26
Abuse/Neglect ................................................................................ 30
Code of Conduct ............................................................................. 32
Cellular Phone/Telephone Use ........................................................ 35
Safety ............................................................................................. 40
Solicitation ..................................................................................... 42
Retirement - 401(k) ......................................................................... 50
Break in Service .............................................................................. 55
Tuition Assistance ......................................................................... 56
Business Expenses ......................................................................... 57
Section 5: Compensation ............................................................... 74
Wage & Salary Administration ........................................................ 75
Introduction
Welcome to CHANGE, Inc. Your decision to accept an offer of employment at CHANGE, Inc. (hereinafter CHANGE or the Agency)
will have an important impact on the lives of the individuals with
developmental disabilities who are served here.
This Handbook contains information, policies, and procedures that will apply to you during your employment. It is your responsibility to become
familiar with the information contained in this Handbook.
CHANGE is a private, non-profit organization. CHANGE will not deny
employment, promotion, training, or salary increases to any qualified individual because of race, color, age, sex, religion, national origin,
marital status, mental or physical disability, veteran status, or membership in any other class of individuals protected by federal, state,
or local law.
This Handbook is intended to be used as a summary of some of the
Policies of CHANGE. The Policies set forth and described herein may be modified, amended, deleted or otherwise changed by CHANGE at any
time, at its sole discretion, with or without notice, and are intended to be used only as internal guidelines. Neither this Handbook nor any of its
contents constitute or are intended to create an express or implied
contract of employment, or to otherwise modify the at-will employment relationship between CHANGE and its employees.*
We are looking forward to a long and mutually beneficial working
relationship with you.
President Executive Director
*Employees of CHANGE, Inc. are at will employees, as defined by Maryland law. This means that CHANGE, Inc. may terminate your employment for any or no reason, at its sole discretion, unless your termination would be contrary to the Constitution and laws of the State of Maryland and the United States. If you have any questions about your employment with CHANGE, Inc., please contact the Director of Human Resources.
AGENCY DESCRIPTION
CHANGE. was founded in the late 1950’s as the Children’s Program of the Carroll County Association for Retarded Citizens. In 1969, CHANGE
was incorporated as an independent, non-profit agency named Carroll
Haven, Inc.
Since its inception, CHANGE has provided services to individuals with severe handicaps – individuals who were not served by any other agency
in Carroll County. In the mid-1970’s, the public school system assumed
responsibility for the education of all children, regardless of handicap, and CHANGE shifted the focus of its services toward adults with
handicaps.
CHANGE offers the following services: Day Habilitation, Work Activity, Supported Employment, Transportation, and Family and Individual
Support Services including Respite Care and Supported Living. These
services provide not only day-time training, employment and supervision, but also the support necessary for living and functioning within the
community.
In February 1992, the name of the Agency was officially changed to
CHANGE – Carroll Haven Achieving New Growth Experiences. This name reflects the current philosophy of the Agency, while building on the name
recognition that we have developed over the years.
Throughout its history, CHANGE has occupied a number of locations, including church basements, a former funeral home, and shopping
centers. We have occupied our current main office, at 115 Stoner
Avenue, since November 1991. We also have a space at the Robert Moton Center and at the Town Mall of Westminster.
CHANGE is governed by a Board of Directors. Our programs are licensed
by the State of Maryland Developmental Disabilities Administration.
Funding for many of the services offered by CHANGE is provided by the State of Maryland, County Government, and donations from businesses
and individuals within the community.
PRODUCTIVITY, AND COMMUNITY MEMBERSHIP
THROUGH THE CARING AND FLEXIBLE PROVISION OF
HABILITATION, VOCATIONAL AND SUPPORT SERVICES
WHICH ARE DESIGNED WITH AND IMPLEMENTED FOR
EACH INDIVIDUAL.
To Help People Become More Self-Reliant
The more a person can do for him/herself, the greater is that person’s
independence. Focused skills include: eating, dressing, personal hygiene,
making purchases, working, mobility within the community, and developing and maintaining friendships.
To Help People Participate In Society
For many individuals with disabilities, their only contact with the non-disabled
is through staff or family. Expanding interaction within the community means that the individual also has the opportunity to interact with friends, neighbors,
merchants, and other individuals.
Our goal at CHANGE is to teach our clients how to act appropriately in
community settings, and how to participate in various activities. Our clients
learn about leisure, recreational, and social activities that are available to them within the community, including movies, clubs, concerts, picnics, church
activities, and volunteer activities such as Meals on Wheels.
Our clients may need ongoing support to participate in community activities.
Our clients may need support, including transportation and assistance needed
to perform activities. This is support that they may receive from our staff, or
from other community members, volunteers, neighbors, and friends.
To Help People Become More Productive
By engaging in productive activities, our clients achieve a sense of
accomplishment, earn spending money, and make a contribution to society.
Our goals are to teach our clients the skills needed to engage in productive
activities, to provide them with the opportunity to engage in productive
activities (either in our facility or in a community setting), and to provide them with the support they may need to be as productive and successful as possible.
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Employment At Will
Federal and state laws say that employment at will establishes the mutual
opportunity and right for either the employee or the employer to end the employment relationship with or without cause, and with or without notice, at
any time. This Handbook is not intended to limit or create any greater rights.
CHANGE seeks to employ and retain staff with the skills, abilities, and
interests necessary to meet its business objectives, and who at the same time
work well with their team members and our Clients. As an employee, your
perspective is likely to be similar. You are likely looking for an employment relationship that meets your personal and career objectives, while providing an
environment in which you will enjoy working. When both parties’ needs are
being met, an effective employment relationship usually exists. CHANGE’s goal is to protect and promote these relationships. However, the needs of the
Agency or an employee may change. If that happens, you or CHANGE may
decide to end the employment relationship. In those situations, CHANGE is committed to treating affected staff with respect and in accord with our shared
values. We ask our employees to do the same.
Equal Employment Opportunity
We provide applicants and employees equal employment opportunity without
regard to race, color, religion, national origin, gender, age, marital status, disability, sexual orientation, genetic information, veteran status or any other
protected status under applicable local, state or federal laws.
CHANGE complies with applicable state and local laws governing non-
discrimination in employment. This policy applies to all terms and conditions
of employment, including, but not limited to hiring, placement, promotion,
termination, layoff, recall, transfer, leave of absence, compensation and training.
CHANGE expressly prohibits any form of unlawful employee harassment based on race, color, religion, national origin, age, marital status, disability, gener,
sexual orientation, genetic information, veteran status or any other federal,
state or local protected class. Improper interference with the ability of CHANGE employees to perform their expected job duties is not tolerated.
If you feel that you have been treated unfairly because of a non-work related characteristic, speak with your supervisor or Human Resources as soon as
possible. Most work-related issues can be addressed through open, two-way
communication. We will take your concern seriously and investigate, and
respond to your concern as quickly as possible. You will not be retaliated
against for bringing a concern to management’s attention in good faith.
Recruiting
We are committed to investing the time, energy, and resources required to
identify, attract, and hire the best employees. We use many different
approaches to accomplish this, including promotions from within, employee referrals and recommendations, outside advertising, online recruiting, and job
fairs.
Internal Transfer Program Our internal transfer program offers you the opportunity to apply for any job
available within CHANGE for which you are qualified. It provides employees
with the opportunity to take on new challenges, learn new skills, and achieve career goals.
We generally post available positions internally for a minimum of five business
days, or until the position is filled. We may also advertise the position outside the Agency at the same time. Available positions are posted on the Employee
Bulletin Board, and are updated as necessary.
In general, to apply for a posted position, you must:
Have worked in your current position for at least 3 months;
Be in good standing in your current position; and Be able to perform the essential functions of the new position being applied
for.
Exceptions may apply based on the position, your abilities, and time
constraints.
If you are interested in a posted position, complete and return an Internal Job Application to your supervisor. We encourage open communication, and you
should feel comfortable informing your current supervisor that you are
applying for another position. However, if you are not comfortable, please contact Human Resources for guidance.
For each open position a Selection Team is created, comprised of the hiring supervisor, Human Resources, and any other individual believed by
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management to be valuable to the selection process. The Selection Team will
review every application, and may communicate with you during the selection
process. Your current supervisor may also be contacted to discuss your performance and strengths, areas perceived to require improvement, and the
potential for your success in the applied-for position.
If you are hired for another position, then you, your current supervisor, your
new supervisor, and Human Resources will work together on the transition,
and to set the date for your job transfer, which in most cases will occur within 30 days of your acceptance of the new position.
Employee Referral Program CHANGE employees are one of our best resources for referral of employee
candidates. To recognize and reward you for this assistance, we offer a referral
bonus for all positions, subject to certain requirements/exceptions.
Eligibility Requirements:
All employees are eligible to receive an employee referral bonus – except
members of the Selection Team.
Referral bonuses are based on the job market, the Agency’s business needs,
and the availability of budget funds. If there are no funds available for a referral bonus on a particular posting, you will be advised.
To recognize you for referring a candidate, we also need to be able to trace
the candidate directly back to a referral from you. The easiest way to do
this is to have the applicant identify you as a referral on the employment application. You may also submit a short written statement to any member
of the Selection Team about the applicant and your involvement prior to the
time the applicant is offered employment.
Referral bonuses are not available for positions offered to a substitute or
temporary employee, an independent contractor who has worked for us
within the past 90 days, or a former employee. The goal of the program is to encourage employees to help us find candidates we may not have
otherwise found.
If an individual you recommend is hired for a position where funds have
been identified for a referral bonus, you will receive a $100 bonus after the candidate has successfully completed their Introductory Period (90 days) in
good standing, and you will receive another $100 after that employee has
remained continuously an employee in good standing for an additional 6 months. Both you and the new employee must be actively employed and in
good standing at the time the bonus is earned/paid.
The bonus amount you receive is subject to tax withholdings (and 401(k)
deferrals, if applicable).
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Employment of Relatives and Friends The best person for a job may be a relative or friend of an existing employee.
We will hire qualified relatives and friends of existing employees when it makes
sense to do so. However, in doing so, we follow the following guidelines to make sure that hiring that individual is fair to the team and good for the
Agency.
grandparent, grandchild, aunt, uncle, cousin, in-law, and step relatives.
Friends include your roommate and anyone else with whom you share a close personal or social relationship.
Relatives and friends can work together as long as there is no direct reporting relationship. Supervisors may not hire, promote, or assign
employees where there is a direct reporting relationship created.
Verification of Employment and Employment References Past performance can be a good predictor of future performance. Therefore,
reference checks are a standard part of the Agency’s recruiting process. To
obtain meaningful information, or when responding to an employment verification or reference inquiries regarding current and former employees, we
follow the following guidelines.
For new applicants, a member of the Selection Team will make appropriate
inquiries, including reference checks with previous employers.
For existing/former employees, Human Resources will handle all incoming
requests for verification of employment. If you receive a request to verify the employment or provide a referral/reference for a current or former
employee, you must redirect the inquiry to Human Resources without
responding. When handling incoming inquiries, Human Resources will verify that the
person making the inquiry has a legitimate need and basis for making the
inquiry or receiving the information. Human Resources will then provide the following information about a current/former employee only: Name,
Date of Hire, Date of Termination (if applicable), Position (at CHANGE), and
Salary (with written authorization from the employee).
Training and Certification Ongoing training is essential in maintaining the skills and ability of the
Agency’s employees, and to provide the highest quality of service to our clients.
In addition, Maryland regulation requires that our employees receive certain training on an ongoing basis. For example, all employees must take First Aid
and CPR training within 3 months of employment, and this must be renewed
annually.
CHANGE may sponsor training; however, it is the responsibility of the
employee to ensure that certification in any required area is maintained.
Additionally, all DDA-mandated training must be completed within the Introductory Period, and updated as required.
CHANGE may sponsor training at which attendance by all staff is required. CHANGE may also request that an employee attend a specific workshop or
conference, and the employee may be expected to report on the conference/
workshop at a general staff meeting.
If you are unable to attend scheduled training, you must give 48 hours notice
to your immediate supervisor and HR. If your inability or failure to attend training is/was caused by illness, a doctor’s excuse must be provided. Any
fee/cost charged for a unexcused, missed training session may be deducted
from your salary. (Training costs average $50-$200 per session, depending on
the type of training being provided.)
Rescheduling missed training is your responsibility, and must be completed on
your own time. Failure to maintain a required certification may result in the need to remove you from the work schedule, adjust your salary, or may result
in the termination of your employment.
Training that is related to, or could lead to enhanced job performance, is
always encouraged, and the Agency will make every effort to reimburse you for
costs related to that training.
Employment and Job Classifications CHANGE follows federal law and regulatory guidelines to define its positions.
Positions are classified based on business need, as well as the duties
performed by each position, and not on the individual filling the position.
FLSA (Federal Fair Labor Standards Act) Classifications:
An employee is in an exempt position if the employee is an executive,
administrative, or professional employee who, after meeting specific job requirements, is paid an established salary that isn’t subject to reduction
due to variations in the number of hours worked while executing the job.
Employees in exempt positions are paid for the work they produce and not for the time it takes to produce it, so they are not eligible to receive overtime
pay regardless of how many hours they work.
An employee is in a non-exempt position if the employee must be
compensated for all hours worked, and is subject to overtime pay when working over 40 hours in any given work week.
Position Types:
An employee in a regular position is an employee who is regularly scheduled
to work each week. Regular positions can be full-time or part-time, exempt
or non-exempt. A regular position’s scheduled hours may vary from week-
to-week based on Agency needs. A regular position classification does not change the employment at will relationship and it does not guarantee
employment for a specific period of time.
An employee in a substitute position works varied hours based on availability and Agency needs. Work hours are not regularly scheduled and
can vary by day, week, season, etc.
An employee in a temporary position works on assignments that are
typically no more than six months in length, and is paid through the Agency payroll system. Temporary employees are used to fill in when an employee
in a regular position cannot work, or when the Agency requires additional
help to complete a project or meet a short-term objective.
An independent contractor is a self-employed individual or an individual
working through an agency contract – such as a consultant – to perform a
specific job per a written agreement. Independent contractors are not
considered employees of CHANGE.
We sometimes allow students or interns to participate in clinical rotations
or gain field experience at CHANGE to meet graduation requirements.
Generally, students or interns are not considered employees. This relationship is governed by the terms of an agreement between CHANGE
and the respective learning institution.
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Employee Work Schedules Work schedules are created to make sure job duties are covered, and that
employees with the necessary skills and knowledge are available to work when
needed.
Your supervisor will communicate your work schedule to you as far in
advance as possible.
You should always honor your work schedule, but in case of illness or
emergency, should provide your supervisor with as much notice as possible.
Our business is dynamic, and there may be times when we need to make a
decision that will require you to be flexible with your work schedule,
position and/or work site. If we need to change your work schedule, position, or work site, your supervisor will provide you with as much notice
as possible.
Clients
Our Policy regarding inclement weather is designed to ensure that we do not
operate our vehicles when conditions are unsafe. CHANGE Transportation
follows the Carroll County public school system policy for inclement weather.
If Carroll County schools are closed due to inclement weather, CHANGE will
not provide transportation to or from our day and vocational programs. If
Carroll County schools open late due to inclement weather, our transportation will operate on that same delayed schedule (and even if schools open on time in
the other counties).
If Carroll County schools are open on a regular schedule -- but schools open
late in Howard, Frederick or Baltimore County – CHANGE transportation in
Carroll County will operate on time, and transportation in the other County will operate on the same delayed schedule announced for that County. CHANGE,
Inc. will not provide transportation to or from any county in which schools are
closed due to inclement weather.
If Carroll County schools are closed due to inclement weather, in general, we
expect that our day and vocational programs will remain OPEN, but without
transportation. This may also depend on the availability of Staff. Staff is expected to report to work when schools are closed; however, it is possible that
Staff may be unable to report to work due to weather conditions or child care
responsibilities. Families and caregivers should call no earlier than 9:00 a.m. to determine whether or not we have sufficient Staff to open. Every effort will
be made to post an announcement on our website before 9:00 a.m.
If we are open when schools are closed due to inclement weather, and families
or caregivers deliver Clients for day or vocational programs, it will be the
responsibility of the family/caregiver to pick up the Client by 3:00 p.m. Families/caregivers delivering Clients to the Center must also make sure that
CHANGE has accurate contact information for them, in the event that the
weather deteriorates and we are required to close early.
It is the responsibility of family/caregivers to contact CHANGE before delivering
and leaving a Client at the Agency, to determine whether there is sufficient
Staff availability for the program. If family/caregivers deliver a Client and there is insufficient Staff available, they will not be allowed to leave the Client at the
Center.
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Staff who are unable to report to work when the Agency is open, but when
schools are closed, must use accumulated P.T.O. If Carroll County
government offices are closed due to inclement weather, CHANGE will be closed, and Staff will be paid for the hours they were scheduled to work.
If there is inclement weather on a day that schools were already scheduled to be closed, CHANGE will determine whether or not to provide transportation.
We will try to make a decision as early as possible, and to post a message on
our website: www.changeinc.cc
Clients in Supported Employment must follow the inclement weather policy of
their place of employment.
Staff
Staff of both day and vocational programs is expected to report to work on days when the Center is closed to Clients due to inclement weather.
Staff must first utilize P.T.O. before using leave without pay for days missed due to inclement weather.
Part-time Transportation Staff is expected to report to work when the Center is closed to Clients. Instead of normal split shift hours, part-time Transportation
Staff should report to work as close to 9:00 AM as possible, and are expected to
work the number of hours they would normally work that day.
If Carroll County Schools and Carroll County Government offices are both
closed due to inclement weather, CHANGE will also be closed, and Staff in the
day, life-skills, and vocational programs, as well as Transportation Staff will be paid for the hours scheduled to be worked that day. No announcements will be
made regarding closure for Staff. No leave will be charged to staff when the
agency is closed for staff.
If Carroll County Government offices open late or close early due to inclement
weather, CHANGE will do likewise. Staff who report to work will be paid for the number of hours they were scheduled to work that day. Staff not reporting to
work may use P.T.O., or leave without pay only if all P.T.O. has been
exhausted.
Staff reporting for work on days when the Center is closed to Clients due to
inclement weather are expected to help wherever needed, as determined by
their supervisor. This may include providing assistance to Clients in the CSLA program, clearing snow from Agency vehicles or sidewalks, general
maintenance or cleaning, contract work, training, or other tasks as determined
by supervisors.
Job Coaches who provide transportation to Supported Employment Clients are
to use their discretion during inclement weather, and to consult with the Transportation Manager and their supervisor. The Job Coach is expected to
report to the place of employment to fulfill the job responsibilities of the
Client(s). The Job Coach must notify their supervisor if they will not be able to transport their Clients or fulfill other job requirements.
If the Agency is closed to Staff, and the Job Coach or Driver gets Clients to work, they will be paid a differential wage.
CSLA Staff and Support Services Staff
The scheduling of CSLA Staff will not be affected by this Policy. CSLA and
Support Staff are expected to report to work when scheduled. In the event of
an emergency, every effort will be made to provide transportation so that Staff can get to their Clients’ homes.
DISASTERS AND EMERGENCY EVACUATIONS Hurricanes and Tornadoes
CHANGE will follow the schedule of the Carroll County Schools in the event that a hurricane or tornado may affect the opening or closing of the agency.
In the event that a hurricane or tornado occurs during the program day, while Clients are at the agency, we will contact the Carroll County Emergency center
for instructions.
If it is possible to safely evacuate Clients and Staff to a safe location, such as a school, we will do so. In the event that it is not possible to safely evacuate
Clients and Staff, employees should ensure that everyone is in as safe a
location as possible.
Emergency Evacuations and Disasters
The safety and welfare of Clients is the primary responsibility of Staff at all
times. Staff are responsible for knowing the emergency procedures for their
specific worksite, (individual homes, respite inn, employment setting, etc.). Refer to the Emergency Procedure Booklet for complete instructions.
In every emergency situation, it is the responsibility of Staff to:
Notify the supervisor of the emergency; Ensure the safety of all assigned Clients; and
Remain on duty until the situation is under control and you are dismissed
by a supervisor.
It is the responsibility of Staff to know how to use fire extinguishers, and to
know where first aid kits are located and how to use them, and to have current certification in CPR and First Aid.
Emergency Evacuations Staff is responsible for knowing:
How to use the fire alarm pull station;
How to use the Fire Extinguisher;
How to safely evacuate the building, along with all Clients; How to ensure that all Clients have evacuated the building, are in a safe
location, and are accounted for.
Introductory Period
An Introductory Period of 12 weeks is required to be completed by all
employees, whether new or when promoted from within. During this Period, an individual’s performance will be monitored and reviewed. An orientation,
appropriate supervision, and fair evaluation shall be provided to the employee
during and at the end of the introductory period.
Where licensure or certification is required of an employee to perform a specific
job function, that licensure or certification must be obtained prior to the
completion of the Introductory Period.
The Introductory Period may be extended for a period of up to 12 additional
weeks by CHANGE, at its discretion. Upon completion, the employee will be notified in writing of his/her future employment status. If CHANGE or the
employee terminate employment during the Introductory Period, written notice
provided by either party is sufficient.
P.T.O. does accrue during the Introductory Period, but cannot be used during
the Introductory Period. During the Introductory Period, the employee should expect the following:
An initial meeting with Human Resources;
Department overviews;
Personnel Records We maintain employee information to conduct business, track employee
performance, and to comply with federal, state, and other regulations.
Employee records/files will be made available where it is required to carry out a job responsibility, to the Board of Directors, or when there is the need to
review a specific personnel/employee matter. In addition, pertinent data
within each employee file (such as the application, qualifications, and credentials) may be shared with licensing agencies as it pertains to the
licensing of the Agency. We will take appropriate measures to ensure employee
privacy.
We also count on employees to keep us informed of changes. You are expected
to submit an Employee Information Form when your personal information
changes --- like address, telephone number, or changes in your dependent status or emergency contact information.
You may ask to review the contents of your employee file by submitting a written request to the Human Resources Department. A time will be
scheduled for you to review the file within 10 business days. The contents of
your employee file, however, are the property of CHANGE. Copies of certain information may be obtained. (There may be a charge for a large number of
copies.) Human Resources can help if you have any questions about your file.
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Grievance Procedure All employees have the right to submit any grievance which arises out of their
employment or any Policy or Procedure contained within this Handbook.
No employee will be discriminated against, harassed, intimidated, or suffer any
reprisal or retaliation as a result of filing a grievance or participating in the
investigation of a grievance. If an employee feels that this has occurred, the employee may contact the Executive Director directly.
If you believe that you are being treated unfairly because of non-work related
characteristics, you should report this to your supervisor as quickly as possible, but no later than 30 days after it occurred, so that it can be
investigated and addressed appropriately. If you are uncomfortable presenting
a grievance to your supervisor, or the supervisor has already been unable to resolve the grievance, it may be reported to the next level of management above
your supervisor or to Human Resources.
Your grievance will be taken seriously, investigated, and will be responded to in
a timely manner (usually within 30 days). The Board of Directors will also be
notified when a formal grievance has been received. If additional time is required to investigate your grievance, you will be notified.
You will not be retaliated against for bringing your concerns to management’s
attention in good faith.
Performance Management/Staff Evaluations In addition to your own effort and ability, your ability to perform well in your
job requires a clear understanding of what is expected of you, as well as
ongoing feedback and coaching. Performance management works best when it is a collaborative process where you and your supervisor work together to
guide your success.
Each position at CHANGE has a written job description that describes the
position’s responsibilities and the competencies needed to successfully meet the expectations of that position.
Performance review periods occur after 3 months of employment, and at least once annually thereafter. Many performance competencies are taken into
consideration during the evaluation process including, but not limited to,
quality/quantity of work performance, communication, teamwork, problem solving, attendance, compliance with agency policies and practices, and other
factors relevant to your position.
Supervisors should establish and communicate job responsibilities and
expectations when you are hired, transferred into a new position, or at the beginning of each new performance period. It may also be necessary or
appropriate for you and your supervisor to incorporate individual and/or
departmental goals into your performance plan for a performance period.
In most cases, you will have a formal (written) or informal (oral) performance
review, during which expected goals and conduct are communicated to you. You are responsible for making sure that you clearly understand these
expectations at the beginning of each performance period.
Throughout the performance period, your supervisor should provide you with
performance feedback. This is accomplished best through one-on-one
discussions in an informal setting, where you can comfortably discuss what’s going well and what needs improvement.
You should also initiate discussions with your supervisor if your expectations
and responsibilities are not clear to you, or if you are unsure whether you are meeting them. If your supervisor has concerns about your performance, s/he
will follow the guidelines offered under Performance Improvement in this
Handbook.
At the end of the performance period, your supervisor will provide you with a written performance review. This review will become a part of your personnel
file and may be considered in other employment decisions, such as wage
increases and promotions.
Performance Improvement
Your supervisor should be clear and fair about what s/he expects, and you
should work hard to meet those expectations. If your performance does not
meet expectations, or if there are other job-related problems that arise, your
supervisor will provide you feedback and address any problems.
Different performance problems require different feedback and remedies. No
single approach can adequately address every potential performance problem.
We do, however, expect supervisors to look for constructive, effective ways to motivate improvement to meet business needs.
The first step in addressing any performance problem is to gather information.
Your supervisor may need to speak with you and other appropriate individuals
to understand a situation before making decisions or taking action. In these situations, the supervisor will be looking for solutions, so being open, honest,
and fair in your discussions with your supervisor is essential to the process.
Once your supervisor understands the problem, s/he will address any issues directly with you. This discussion may include another individual or Human
Resources, depending on the nature of the problem or solutions.
Performance improvement may require education, training, or coaching. Your
supervisor will work with you to develop an appropriate performance improvement plan. Your supervisor will communicate expectations, and what
needs to improve, and will work with you to establish a timeline for
improvement and feedback. Your supervisor will document observations during your performance plan, and will provide you with coaching or
counseling as needed.
improve performance shortfalls that have been addressed previously will be addressed seriously, and may result in suspension (with or without pay),
termination, or other disciplinary actions as determined by CHANGE.
If you believe that you’ve been treated unfairly regarding a performance
improvement issue, you should speak directly with your supervisor. However, if after speaking with your supervisor your concerns are not resolved, you may
speak with the next level supervisor, Human Resources, or the Executive
Director.
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Termination of Employment Termination of employment occurs due to one of the following events:
Voluntary resignation;
Death.
A voluntary resignation occurs when you, as an employee, decide to end your
employment relationship with CHANGE. You may terminate your employment
in several ways:
method);
By not showing up or calling your supervisor for two consecutively
scheduled work days; or
By not returning to work at the end of an approved leave of absence.
If you decide to resign or retire, you are expected to give your supervisor at least two weeks written notice. It is expected that you will continue to work
during that notice period. The two-week notice period is used to look for your
replacement, and allow for an orderly transition of your job responsibilities.
Thirty days written notice is required from administrative and management personnel.
In some circumstances, we may accept your resignation immediately or at any time during your notice period. In addition, CHANGE may determine that pay
in lieu of notice is appropriate. CHANGE reserves the right to determine the
last date of employment within the two-week notice period. The date determined by CHANGE is the last date through which compensation will be
paid. CHANGE also reserves the right to terminate the employment of any and
all employees or other personnel for any reason, or no reason, without notice.
An involuntary termination means that your supervisor has decided to end
your employment with CHANGE. Although we can terminate your employment
for any legal reason, we normally make involuntary termination decisions based on the following:
Misconduct: Serious work-related actions or inactions that cause or could
cause undue harm or liability to CHANGE, another individual, or a client constitute misconduct. Violation of any CHANGE Policy or code of conduct
constitute misconduct. If you are terminated for misconduct, you are not
entitled to receive notice or pay in lieu of notice, and you will not be eligible for rehire.
Performance Deficiencies: If you are unable to meet the expectations of your
job, your employment may be terminated. In most cases, your supervisor
will follow the steps outlined in the Performance Improvement section of this Handbook; however, that is not necessary if there is no reasonable
time. If you are terminated for performance deficiencies, your supervisor
and Human Resources will review the relevant facts to determine whether notice or pay in lieu of notice will be offered, or whether you are eligible for
rehire.
Death. If an employee dies while employed by CHANGE, we will terminate
his/her employment and may take action to protect the employee’s dependents
and beneficiaries. This may include the filing of life insurance claims, 401(k) disposition, and providing COBRA information to covered dependents to
prevent disruption in insurance coverage. Dependents/beneficiaries of a
deceased employee should contact the Human Resources department for additional information or assistance.
Unused P.T.O. If you resign and you have accrued, unused PTO time, we will
pay you for up to the equivalent of 15 days (a maximum of 120 hours) of any unused PTO balance on the conditions that you have given at least two weeks
written notice and that you continue to work through the two-week notice
period, and, if termination is involuntary, it is not for cause. Payment of accrued/unused PTO will usually occur in conjunction with your final
paycheck, provided that you have returned all Agency property issued to you
during your employment before that date.
If your employment is terminated involuntarily, any accrued but unused PTO is
forfeited.
Benefits. All benefits end on the last day of the month following the date on
which your employment is terminated. If eligible, information about continuing
your benefits through COBRA will be mailed to the home address on file for you, unless a different address is provided in writing to Human Resources.
Final Pay Check. Your final pay check will be mailed to the home address on file for you, unless a different address is providing in writing to Human
Resources.
Exit Interview. When possible, Human Resources will conduct an exit
interview with terminating employees. You may be asked to complete an Exit
Interview Form and participate in an interview (either in person or by telephone). We encourage you to be open, honest, and constructive when
participating in an exit interview.
Abuse is defined as physical injury, inhumane treatment, or sexual
misconduct.
Neglect is defined as the failure to provide proper care and attention to an
individual that result in significant harm or jeopardy of harm to that
individual’s health, safety, or well-being; or the failure to provide necessities such as food, clothing, medical treatment, adequate supervision, shelter, or a
safe environment.
CHANGE takes allegations of abuse or neglect seriously. For this reason:
Client abuse/neglect by any employee is grounds for immediate termination.
Failure of any employee to report known or suspected abuse or neglect may
jeopardize that individual’s continued employment.
An employee who believes that any employee or Client has been abused or
neglected shall report the allegation to the Director without delay. The
Director will be responsible for investigating and reporting appropriately.
All employees are required to cooperate during any investigation of abuse or neglect. Any person not accused of abuse or neglect, and who acts in good
faith, will not be liable for making a report of abuse or neglect, participating
in an investigation, or participating in a judicial proceeding arising out of a report.
An employee alleged to have abused/neglected a Client may be suspended
without pay or reassigned to other responsibilities during the investigation
of those allegations.
Every employee is responsible for having read and understanding the following
two Policies, which are also covered in the Fundamental Rights training materials:
Policy on the Fundamental Rights of Clients; and
Procedures for Reporting and Investigating Client Abuse/Neglect.
Please notify Human Resources immediately if you need a copy of these
Policies.
Attendance
Being at work when scheduled, arriving on time and readiness to work are
essential to performing your job. Being late, or absent when you are scheduled to work, affect both Clients and team members.
Attendance Records. Accurate attendance records are required by law.
These records determine eligibility for vacation, sick leave, disability insurance,
overtime, and other benefits. Therefore, it is imperative that all Staff cooperate in the recording and maintenance of accurate attendance records.
Absences. Your supervisor will provide you with call-in procedures, including how to reach someone outside of normal business hours, in the event that you
believe that you will be late or need to be absent. When you need to be late or
absent, you must contact your supervisor as soon as possible, and at least one-half hour before your scheduled start time. Unless it is impractical for you
to do so, you are expected to make the call yourself. You may not leave voice
mail and/or send text messages for your supervisor unless otherwise directed
to do so by your supervisor.
Being absent for two consecutive work days without calling your supervisor
may result in your termination.
If you are out several days because of illness, you must call your supervisor
regularly to check in. (You and your supervisor will decide how often you should check in.) If you will be out for more than 5 days, you must contact
Human Resources for information about leave of absence eligibility. A doctor’s
statement will be required for an absence of 3 or more days.
If you have a personal issue that is affecting your attendance or punctuality,
you must address it with your supervisor. For personal assistance or support
in resolving your problem, you may contact the Employee Assistance Program. If you have an ongoing problem with unplanned absences, it will negatively
affect your performance, and may result in reprimand, probation, and/or
termination.
Tardiness. Employees are considered late when they are not on CHANGE
property and at their assigned work area at the normal start of work hours. If you have an ongoing problem with punctuality, it will negatively affect your
performance, and may result in reprimand, probation, and/or termination.
Time Off Without Pay. CHANGE does not permit its employees to take time
off without pay.
Dress Code and Personal Appearance
Employees are expected to present a neat, clean, and conservative appearance
at work, and any time they are representing CHANGE in the community.
The type of clothing that is suitable for each job may vary; however, clothing
that is too tight, baggy, or short is always prohibited. Clothing also should not be revealing or suggestive; no cleavage or bare stomach may be revealed.
Clothing should be clean, neat, and in good repair at all times. Closed-toe
shoes must be worn when working with Clients
Examples of unacceptable clothing are:
Short shorts
Sandals/Flip flops
Employees are also expected to practice good personal hygiene. Hair must be
neat and well groomed at all times. Your personal hygiene affects Clients,
customers, and co-workers. Likewise, jewelry and hair should not get in the
way of your work, or compromise the safety for yourself or Clients.
Improper attire or hygiene, as perceived by management, may result in
disciplinary action including suspension without pay, and repeated disciplinary action for improper attire or hygiene may result in termination.
Code of Conduct CHANGE, Inc. is committed to conducting all of its activities in an ethical
manner. We expect that all of our activities will be conducted in compliance
with all applicable laws and regulations.
Conflicts of Interest. Conflicts of interest, or the appearance of a conflict of
interest, must be avoided. If you encounter a conflict, or a perceived conflict of interest, prompt and full disclose to your supervisor is required. Executive
Staff and the Board of Directors will determine if a transaction is appropriate.
Individuals who may be affected by the transaction may not take part in that decision-making.
Gifts. We view small gifts (generally, valued at less than $25) from families or vendors to our employees to be a natural token of appreciation, gratitude,
holiday well-wishing, or friendship. However, employees should refuse any gift
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with a value of more than $25, or any gift that gives the impression of currying
special favor or service for a person or vendor. If you receive a large gift and
are not able to refuse it gracefully, promptly report this to your supervisor.
Gifts from Clients to Staff can be perceived negatively. Some Clients may want
to give a small gift to Staff for a birthday, holiday, or special occasion. Although we may not want to reject these tokens of friendship and
appreciation, we also do not to create a situation where any Client feels
obligated to give a gift. Therefore, as a general rule, Staff may not accept any gifts from any Client. If you receive a gift from a Client that you feel
uncomfortable refusing, promptly report this to your supervisor.
Records and Recordkeeping. We expect that all records and documents will
be complete, accurate, and timely. All information concerning the business of
CHANGE, including its records and its Clients are considered confidential, and
may not be shared with others.
Use of Agency Assets. All employees must avoid the improper use of agency
assets (including but not limited to—phones, computers, and company vehicles) for personal use.
What To Do If Faced With An Ethical Dilemma. In facing an issue that may be an ethical dilemma, you may ask yourself the
following:
Is the action legal? Does it comply with CHANGE’s values?
Will doing the action make me feel uncomfortable?
How would the action appear if it were reported in the newspaper?
You must promptly discuss any concerns you have with your supervisor or the
Executive Director.
Prohibited Conduct. The following conduct is prohibited and grounds for the
termination of your employment:
Any form of threat or physical assault toward a supervisor, co-worker, visitor, Client, or family member of a Client.
Being under the influence of, using, selling, distributing, or possessing
alcohol or any controlled substance during business hours, whether on or off Agency property.
Theft or dishonesty, including a breach of confidentiality.
Conviction of a crime (except minor traffic violations).
Willful destruction of CHANGE property. Disorderly conduct on CHANGE premises.
Carrying or otherwise possessing firearms or other dangerous/deadly
weapons on CHANGE premises.
Insubordination – refusal to obey any reasonable directive given by the
employee’s supervisor or by a member of CHANGE’s management team.
Improper use of CHANGE assets or property. Unauthorized photographing of Clients.
Falsification of records.
Immoral conduct or indecency on CHANGE premises. Violations of any Policy outlined in this Handbook.
Conviction Any employee convicted of a criminal offense is subject to review for possible
dismissal. It is the duty of the employee to inform their supervisor and/or the
Director of Human Resources of any conviction or arrest.
Cell Phones / Telephone Calls Personal telephone calls and personal business should be conducted during
breaks or before/after work hours. If a personal telephone call or business must
be conducted during work hours it must be brief, and may not interfere with employee productivity or Client safety, or be distracting to others.
You should not be checking email, reading an e-book, texting, or anything else like this during working hours, unless you are on a break. These items should
not distract you from your job responsibilities.
CHANGE assumes no responsibility for loss or damage to any personal equipment that you bring to work, unless it is required for your job.
Confidential Agency and personnel matters may never be communicated via voice mail or text message. Likewise, employees may not take photographs of
CHANGE Clients without prior approval from the employee’s supervisor.
Safety Issues Involving Cellular Phone Use
The use of any cellular/wireless telephone or personal electronic device is strictly prohibited while operating any CHANGE vehicle or transporting any
CHANGE employee or Client in any vehicle. This includes the use of wireless,
hands free, and all speaking/texting applications, texting, and tablets/tablet-
like devices.
In the event of an emergency, the vehicle must be safely brought to a complete
stop, the vehicle placed in park, and the emergency brake firmly set before any request for assistance may be placed via cell phone.
The violation of this Policy is grounds for immediate termination. CHANGE will not accept responsibility for any injury or damage alleged to have been caused
by a violation of this Policy.
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Confidentiality Our jobs may provide us with access to personal and private information about
the Clients and customers we serve, our co-workers, and the Agency. CHANGE
is committed to protecting the confidentiality and privacy of its Clients, customers, and employees, and the integrity of the Agency. There are many
personal and legal implications that must be considered prior to releasing
personal information. CHANGE and its employees are expected to comply with all laws and regulations pertaining to the release and sharing of
confidential/private information, and to strictly adhere to CHANGE’s Code of
Conduct.
Client and employee records are private and confidential. Employees may not
discuss the identity, or personal or medical information, of any Client or
employee, at any time and under any circumstance, absent a legitimate business reason and management authorization to do so. Likewise, the
unauthorized taking, posting or sharing of photographs of CHANGE Clients is
prohibited.
Only the Executive Director, or an individual authorized by the Executive
Director, may speak with the media regarding any CHANGE Client or business matter.
Conflict Resolution Job conflict and/or confusion may arise from time-to-time. When this
happens, the individuals involved are encouraged to respectfully and privately
discuss and attempt to resolve conflict/confusion themselves. However, if this is not possible, you are expected to report conflicts to your supervisor, the next
level of supervision above your supervisor, or Human Resources.
Harassment-Free Workplace CHANGE will not tolerate unlawful discrimination or harassment, or any verbal
or physical conduct that harasses, disrupts, or interferes with the work
performance of another person, or creates an intimidating, offensive, or hostile environment. Harassment directed at an individual or group of individuals on
the basis of age, race, sex, national origin, color, religion, disability, sexual
orientation, marital status, or veteran status is grounds for immediate termination for cause.
Maintaining a harassment-free environment is a shared responsibility.
CHANGE and each of its supervisors and employees have the ability and responsibility to make a difference.
Examples of behavior that is never appropriate are:
Use of profanity;
Comments that are intimidating, offensive or sexual in nature;
Comments, jokes, or graphics that are malicious, humiliating, or offensive;
Comments about another employee’s appearance or body parts;
Displaying sexually suggestive or offensive objects or pictures;
Unwelcome physical contact or touching of any kind;
Racial slurs or name calling;
Sending or sharing inappropriate or sexually suggestive communications or
materials; and
Basing the hire, continued employment, or terms and conditions of
employment upon submission to sexual advances or requests for sexual
favors.
Any employee confronted with a decision or behavior which he or she believes is contrary to this Policy must immediately notify their supervisor, Human
Resources, or the Executive Director. CHANGE will conduct a confidential
investigation and take appropriate action. Violation of this Policy is grounds for immediate termination for cause.
Any employee that believes they are being harassed may advise the offender that his or her behavior is unwelcome and request that it be discontinued. It is
not, however, required that an employee confront an offender if it is
uncomfortable for the employee to do so.
Please also refer to Grievance Procedure, in this Handbook.
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Incident Reporting If you are involved in or witness an incident that you believe may adversely
affect the operation of CHANGE or may cause damage or injury, you must
report it immediately, regardless of perceived severity, and then remain on duty until excused by your supervisor/management.
Protocol for Internally Investigated Incidents
What is an incident?
An incident is any event or situation that threatens the health, safety, or well
being of any individual employed by or receiving services by CHANGE.
An incident may also involve an accident or injury to or involving an employee,
volunteer, visitor, either on or off of CHANGE property, or involve the property of CHANGE, its Clients, or its employees (including CHANGE vehicles or
buildings).
Examples include, but are not limited to: an automobile accident (regardless of
severity); theft (actual or alleged); injury to a Client, employee, or another;
death; abuse; neglect; injury; hospitalization; medication error; missing Client; fire; or an event involving law enforcement, ambulance, or fire personnel.
If in doubt, report it.
How to Report an Incident?
Your supervisor (or an on-call supervisor if the incident occurs off of CHANGE
property) must be notified immediately when an incident occurs, and a written report must be completed prior to the end of your shift.
If you are unable to complete a written report by the end of your shift, your supervisor is responsible for completing it on your behalf. You must also
submit a written report as soon as possible.
If you sustain a work-related injury that places you out of work, you are not
required to complete an incident report; your supervisor will submit a
Supervisor’s First Report of Injury.
Operation of Agency Vehicles/Transportation of Clients This Policy applies to every employee who operates a CHANGE vehicle, or uses
their own vehicle to transport a CHANGE Client.
Only persons who have been approved by the Human Resources Director,
Transportation Director, and/or the Executive Director may operate an agency
vehicle.
The driving record of every employee operating a CHANGE vehicle or using a
privately owned vehicle to transport a CHANGE Client will be periodically
requested and reviewed at the expense of CHANGE.
Every employee operating a CHANGE vehicle or using a privately owned vehicle
to transport a CHANGE Client:
Must have a valid driver’s license;
Must be over 21 years old;
Must have a current driving record on file with CHANGE;
May have no more than 2 points added to their driving record within the
past 3 years, and may have no more than 2 moving violations within the
past 3 years;
Must attend any driver training program scheduled by CHANGE; and
Must have had a valid driving license for at least one year.
If an employee in a position that includes operating a CHANGE vehicle or
transporting CHANGE Clients violates or is no longer in compliance with each of the above criteria, the employee must immediately report this change, and
may be reassigned or terminated at the discretion of CHANGE.
Employees operating a CHANGE vehicle or using a privately owned vehicle to
transport a CHANGE Client must immediately report any motor vehicle citation
(other than a parking ticket), or if the employee’s Maryland driver’s license is
revoked, suspended, or has expired, to their Supervisor, Human Resources, or the Transportation Director.
All mechanical issues or vehicle damage involving a CHANGE vehicle must be
reported immediately to the Transportation Director and/or Executive Director.
CHANGE vehicles may be used only for the transportation of CHANGE Clients
or for the approved business of CHANGE. CHANGE vehicles may not be used to transport any individual not otherwise authorized by CHANGE.
In the event of an accident
Every accident involving a CHANGE vehicle or a vehicle in which a CHANGE client is transported, or that is used for agency business, will be reviewed. The
November 2013 40
review will examine the circumstances of the accident, any injuries or damages,
whether this is a major or a minor incident, was the accident preventable, and
other issues.
The outcome of the review will result in one or more of the following:
A drug test for the driver(s) involved; re-assignment from driving for up to 30 days; a driving observation by the Transportation Director; a requirement to
attend a driver safety course, at the expense and time of the employee; or
termination.
Safety
Employees are required to comply with all state and federal safety regulations,
including those of the Occupational Safety and Health Administration (OSHA). CHANGE provides training on these regulations and requires the prompt
reporting of any perceived safety concern.
We expect every employee to understand and to perform their job duties with
the safety of every CHANGE employee, Client, customer, and visitor as their
primary consideration. If you are unsure or concerned about your ability to perform a task safely, ask your supervisor for assistance or guidance before
performing that task.
Employees observing a situation or condition believed to be unsafe or to present a safety hazard (no matter how minor) must report it to their supervisor (or any
available administrative staff person) so that the condition can be inspected and
corrected. If you observe or hear of a safety hazard, accident, or injury in the workplace, you must report it to your supervisor or any available administrative
staff person immediately.
If you are injured at work or while performing a work-related duty, please
report the injury to your supervisor or Human Resources immediately. Your
supervisor will work with you to complete an Incident Report Form.
Please also refer to Incident Reporting and Workers’ Compensation in this
Handbook.
Smoke and Tobacco Free Workplace
CHANGE, Inc. is committed to providing a safe and healthy workplace and to promoting the
health and wellbeing of its employees and clients.
The use of all tobacco products will be prohibited on Agency premises, without exception during
working hours. Tobacco refers to any tobacco products including smokeless tobacco products,
such as snuff or chew; and any tobacco like product such as herbal cigarettes. The use of e-
cigarettes is not permitted in the presence of clients or in any of the agency facilities or vehicles.
This policy will become effective on January 1, 2014.
The Smoke-Free Workplace policy applies to:
All areas of the workplace, including all indoor and outdoor facilities and Agency
property.
Job sites, including the Respite Inn and all locations where support/CSLA services are
being provided.
All company-sponsored off-site conferences and meetings. This includes, but is not
limited to: home visits, client outings and community events.
All vehicles owned by the Agency.
Personal vehicles while on Agency premises or while transporting clients.
All visitors (customers and vendors) on Agency premises.
All contractors and consultants and/or their employees working on Agency premises.
All temporary employees and volunteers.
All student interns.
Smoke and Tobacco Free signs will be clearly posted at all entrances and on bulletin boards and
other prominent places.
There are resources and services available from CHANGE, Inc. and other local companies
(health insurance provider, health department, etc.) to assist employees who wish to quit.
Compliance with the smoke-free workplace policy is mandatory for all employees and persons
visiting
the Agency. Employees who violate this smoking policy will be subject to the same disciplinary
action as other policy violations, up to and including termination.
Any disputes involving smoking should be handled through the Agency’s procedure for
resolving other work-related problems such as your Supervisor or the Human Resources
Department.
The law prohibits employers from retaliating against employees who request management’s
assistance in implementing it in the workplace.
This policy may be amended, changed, or revoked at any time at the discretion of the agency.
Guidelines
Solicitation is defined as, but not limited to, the request to purchase or sell
items or services, the request to donate money, time, or services, or the request
to provide information, and the distribution and posting of materials.
The only exceptions to this Policy are charitable or community activities that
are specifically supported by CHANGE, and programs sponsored by and related to the services provided by CHANGE and approved by the Executive Director.
Substance-Free Workplace Employees are prohibited from being present on CHANGE property or working
with CHANGE Clients while under the influence of alcohol or illegal/prohibited
substances.
liquor, etc.
Illegal/prohibited substances include any substance that is prohibited or restricted by law, that may have a mind-, mood- or function-altering effect,
or that may impair your ability to perform your job safely and effectively.
This includes, but is not limited to, marijuana, cocaine, LSD, tranquilizers, and any prescription or over-the-counter drug that is obtained illegally or
used improperly, or that may negatively affect behavior or performance. If
you are taking medication prescribed by your physician, you must notify
your supervisor if there any possibility that the medication could affect your ability to perform your job safely.
Reasonable suspicion is the reasonable belief, based on direct observation,
that someone is in possession of, using, or under the influence of alcohol or an illegal/prohibited substance in the workplace or while performing work-
related activities.
Drug paraphernalia is any item used or designed to administer, transfer or
store an illegal or prohibited substance.
Prohibited or restricted activities include the following:
You must report to work fit to perform your duties; you can not report to
work or perform work-related duties under the influence of alcohol or a prohibited substance. If you are an on-call employee, you may not consume
or use alcohol or prohibited substances while on call or if you could
potentially be called in to work or asked to perform work-related activities.
You may not consume alcohol or prohibited substances that may in any way
interfere with your job performance or create a potential safety risk while
performing your job.
You may not possess, use, sell, buy, transfer, transport or distribute any prohibited substance or drug paraphernalia while in a CHANGE vehicle, on
CHANGE property, or while engaged in CHANGE business.
The Executive Director, at his/her discretion, may approve the dispensing of
alcoholic beverages at a special function or event.
If you believe an employee is in violation of this Policy, you must
immediately report it to your supervisor.
If you believe your supervisor is in violation of this Policy, you must
immediately report it to his/her supervisor or the Executive Director.
Your supervisor, Human Resources, and the Executive Director will
determine the most appropriate method of gathering information and will
investigate reports of Policy violation.
aware of the side effects of using their personal medications.
Searches and Testing:
CHANGE has the right to search and test employees and property brought
onto CHANGE premises when a reasonable suspicion of Policy violation
exists. This includes offices, files, briefcases, handbags, and personal property.
Searches/testing is not an accusation of criminal conduct or wrongdoing.
CHANGE does expect your cooperation if you are asked to undergo a search or test. Your refusal to consent to a search or test will be grounds for
immediate termination.
CHANGE will endeavor to have all searches conducted in the presence of at
least two individuals (generally your supervisor, Human Resources and/or Executive Director).
When reasonable suspicion exists, CHANGE reserves the right to require
you to take a drug and/or alcohol test given by a qualified lab that we
choose and pay for.
Treatment or Other Assistance:
CHANGE supports employees seeking professional help for alcohol or other
substance abuse problems. However, seeking professional help will not
prevent corrective action for a violation of this Policy or Handbook.
If it is perceived by management that you would benefit from professional help, and you are referred to the Employee Assistance Program (EAP) by
CHANGE, it is mandatory that you satisfy all recommendations and
requirements of EAP.
If you need help with alcohol or substance abuse, you may call the Employee Assistance Program (EAP) confidentially. The EAP is available to
you and family members residing in your home 24 hours a day.
In the Event of a Criminal Conviction:
You must notify your supervisor or Human Resources within five days of
receiving a conviction that relates to the use of drugs or alcohol.
The failure to comply with this Policy is grounds for termination.
If a decision is made not to terminate the employee, CHANGE will require
that the employee satisfactorily complete a drug or alcohol abuse assistance
or rehabilitation program approved by CHANGE, at the expense of the
employee.
November 2013 45
Violence and Weapons
CHANGE has zero tolerance for violence in the workplace, including verbal and
physical harassment, verbal and physical threats, verbal confrontations, and any action that may cause another person to feel unsafe.
Violence is any conduct that threatens or causes harm or bodily injury to
another person. Violence includes, but is not limited to, pushing, punching, slapping, kicking, or wrestling with intent to harm. It also includes verbal
threats and threatening gestures or body posture.
Weapons include any object that has the potential of causing bodily harm
or death, including firearms, stun guns, explosives, and knives. Mace, pepper spray, and pocket knives are not considered weapons unless used to
threaten or injure another person.
Workplace includes buildings and related work areas, driveways, streets, sidewalks, walkways, vehicles, parking lots and any other areas used during
the course of CHANGE’s business.
Protective Orders issued to protect you or against you must be brought to
the attention of the Human Resources Department.
Violent acts or threats of violence will not be tolerated. Violence or the
possession, use, or sale/delivery of a weapon on or in CHANGE property will be promptly reported to police and will be prosecuted. The violation of this Policy
may be grounds for immediate termination for cause.
Health and Welfare Benefit Plans
For current employees, we conduct open enrollment in the Fall of each year
to allow the election of benefits for the following Plan year. Each Plan year
begins November 1 and ends October 31.
New hires or current employees who become eligible for coverage during a
Plan year must complete and return to Human Resources a Benefit Election Form within 30 days of their date of hire (or their date of eligibility). An
employee who misses this 30-day deadline will not become eligible to enroll
again until the next open enrollment period, unless a qualified family status change occurs (as defined by IRS regulations) during the Plan year.
CHANGE’s medical plan benefits permit you to elect coverage for yourself
and your eligible dependents, such as a spouse, same and opposite sex domestic partners, and eligible dependent children. Documentation
verifying the eligibility of the dependent(s) is required at the time coverage is
requested. Failure to provide the requisite supporting documentation may result in the denial of claims (or require the reimbursement of paid claims)
during the period that a dependent’s eligibility was not verified.
Generally, once you have made your benefit elections for the Plan year, you cannot change your elections until the next open enrollment period for the
following Plan year. However, if you experience a qualifying life event (as
defined by IRS regulations) -- such as marriage, divorce, gaining or losing a dependent, or your spouse terminating or beginning employment -- you may
be able to change certain elections that are related to that change in status.
Any election change for a qualifying life event must be made within 31 days from the date the event occurred.
CHANGE’s benefit program is generally intended for eligible, active
employees and their eligible dependents. Your eligibility for benefits may change or terminate if your scheduled work hours are reduced, and your
benefits terminate at the end of your employment with CHANGE.
Details about CHANGE’s benefit program and the costs associated with each
benefit are available from the Human Resources Department. Information
is also provided during the new hire Introductory Period. A brief summary
of each Plan is outlined below:
Health Insurance – Employees working a minimum of 30 hours per week are
eligible to receive medical insurance. Coverage can be for the employee or for the employee and eligible dependents. The cost of health insurance is shared
by CHANGE and the employee. The employee share is paid through payroll
November 2013 48
deduction. Coverage may begin the first day of the first full month following
30-days of employment. Coverage is voluntary. The insurance coverage offered,
and CHANGE’s contribution, is reviewed by CHANGE annually.
Dental Insurance - Employees working a minimum of 30 hours per week are
eligible to purchase dental insurance. Coverage can be for the employee or for the employee and eligible dependents. The cost of the dental insurance
program is 100% employee paid. The premium is paid through payroll
deduction. Coverage may begin the first day of the first full month following 30-days of employment. Coverage is voluntary. The type of dental insurance
offered, and whether CHANGE will contribute to the cost of coverage, is
reviewed by CHANGE annually.
Flexible Spending Accounts – Employees working a minimum of 20 hours per
week may designate a portion of salary to a voluntary Health Care and/or
Dependent Child Care Flexible Spending Account (FSA). The FSA allows employees to pay for eligible health and/or dependent care expenses with pre-
tax dollars (not subject to federal, state, or social security taxes). Generally, the
FSA may be used to pay health care expenses which qualify under IRC Sec. 213 (with some exceptions), that are incurred during the Plan year, and that
are not reimbursable from any other source.
Employees can access FSA funds by using a Visa card assigned to their FSA at
point-of-sale or by submitting a claim for reimbursement form online.
Enrollment is annual, for the Plan year, and cannot be stopped or changed during the Plan year. In accordance with IRS regulations, unused balances are
not reimbursed to the employee.
Short-Term Disability (STD) Insurance* - Employees working a minimum of 30 hours per week are eligible for short-term disability insurance. The cost of the
STD program is shared by CHANGE and the employee. The employee share is
paid through payroll deduction. Coverage may begin the first day of the first full month following 30-days of employment. Coverage is voluntary.
Employee’s purchasing short-term disability insurance are eligible for coverage when a health condition that is not work-related requires an absence from
work for five (5) consecutive business days and is verified by a statement from
the employee’s primary treating physician. The disabled employee is responsible for providing Human Resources with a report from the primary
treating physician within (2) weeks of the onset of the disability, providing
information about the individual's health status and anticipated return to work
date. The employee is also responsible for providing Human Resources with a completed Disability Claim Form within 10 business days of the onset of the
disability.
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Employees on STD remain eligible to receive health benefits. However, all other
benefits are suspended and stop accruing while the employee is on STD, and
will resume when the employee returns to work. P.T.O. accrued but unused prior to the STD will remain available for the employee’s use.
During the time an employee is absent from work and is not being compensated by CHANGE, the employee remains obligated to pay his/her
share of the premium for the benefits selected.
If an employee’s STD continues for more than three (3) months, CHANGE
retains the right to terminate the employee’s employment, subject to applicable
law. Please Note: Family Medical Leave Act (FMLA) will run concurrent with your disability leave.
Employees who are eligible for short-term disability (STD) benefits, but elect
not to seek the benefit, will not be eligible for a PTO donation. *This summary is not a legal document. If there is any discrepancy between this document and the Group Contract/Booklet-Certificate issued by the insurance company, the terms of the Group Contract will govern.
Long-Term Disability (LTD) Insurance* - Employees working a minimum of 30 hours per week are eligible to receive long-term disability insurance. The cost of
the program is paid 50% by CHANGE. Long Term Disability Insurance may be
used for non-work related disabilities. The employee must be continuously and totally disabled for a period of 90 days to become eligible to receive a monthly
income benefit under the LTD Plan.
Upon the commencement of a long-term disability, CHANGE may terminate the
employee’s employment. If the employee is terminated, all benefits will stop at
the end of the month in which the termination date occurs. Upon the commencement of a long-term disability, CHANGE is also not obligated to hold
open the employee’s position; however, if a former employee in good standing at
the time of termination is released to return to work after a long-term
disability, CHANGE will attempt to return the employee to a similar or comparable position if one exists at that time.
*This summary is not a legal document. If there is any discrepancy between this document and the Group Contract/Booklet-Certificate, the terms of the Group Contract will govern.
Employee Assistance Program – All employees of CHANGE and their household
members receive, at no cost to them, the benefit of and services offered by an
EAP, which provides confidential assistance for a number of personal and professional problems that may interfere with work or family responsibilities
and obligations. Please see the Human Resources Director for more
information.
Retirement - 401(k) Savings Plan*
All regular employees who work at least 20 hours per week are eligible to
enroll in CHANGE’s voluntary salary reduction 401(k) program on the first
date of the first full month following 30-days of employment.
The employee may designate an amount of their eligible wages, up to the
annual IRS limit (check with Human Resources for the maximum salary deferral amount applicable). The employee’s taxable income will be reduced
by the amount contributed through salary deferral. Employees age 50 years
and older may also be eligible to contribute an additional amount in excess of the maximum deferral limit. Annual salary deferral limits are subject to
change in accordance with IRS regulation. Employees may stop or change
salary deferral contributions at any time. Changes will be implemented as
soon as administratively practicable after requested.
The deferral amount selected by the employee is deposited directly into the
employee’s retirement program account.
The ability of CHANGE to match 401(k) contributions is reviewed and
determined annually. Currently, eligible employees who have been
employed for up to 10 years receive a matching contribution of 50% of the first 6% of salary deferred. Employees who have been employed for more
than 10 years receive a matching contribution of 100% of the first 4% of
salary deferred. Employees who have been employed for more than 20 years receive a matching contribution of 100% of the first 5% of salary deferred.
You become eligible to receive matching employer contributions on the first
day of the first full month following 30 days of employment. Employer contributions are always subject to change.
You always own and are vested in the monies deferred from your own
compensation, subject to the terms of your 401(k) plan. You will vest in any matching or other contribution to the Plan made by CHANGE after 3 years
of employment.
If a financial hardship should occur, you may withdraw all or part of your
salary deferral contributions if you are unable to satisfy the hardship in any
other way. The Plan defines hardship as an immediate and severe
financial need along with the ability to establish an allowable reason to receive such a withdrawal. See your Plan Documents for more information.
You may borrow up to 50% of the vested account balance of your 401(k)
account. The minimum loan amount is $1,000. One loan can be approved
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in each 12-month period. You may have only one outstanding loan at a
time.
*This summary is not a legal document. If there is any discrepancy between this document and the carriers 401(k) Plan documents or applicable law, the terms of the Plan document and applicable law will govern.
(COBRA)
This summary explains your rights under COBRA. It is designed to:
Provide a general explanation of your COBRA rights and responsibilities;
Outline the COBRA rules that group health plans must follow; and
Highlight your rights to benefits while you are receiving COBRA
continuation coverage.
Congress passed the Consolidated Omnibus Budget Reconciliation Act (COBRA) health benefit provisions in 1986. The law requires that most
employers sponsoring group (with at least 20 employees) health plans to
provide a temporary continuation of group health coverage that otherwise might be terminated.
Eligibility For Coverage
There are three basic requirements that must be met in order for you to be entitled to elect COBRA continuation coverage:
Your group health plan must be covered by COBRA;
A qualifying event must occur; and
You must be a qualified beneficiary for that event.
Plan Coverage: COBRA covers group health plans sponsored by an employer that employed at least 20 employees on more than 50% of its typical business
days in the previous calendar year.
Qualifying Events and Qualified Beneficiaries: Qualifying Events are events that cause an individual to lose his or her group health coverage. The type of
qualifying event determines who the qualified beneficiaries are for that event
and the period of time that a plan must offer COBRA coverage.
The following chart shows specific qualifying events, the qualified beneficiaries
who are entitled to elect continuation coverage, and