WELCOME TO
ENRICHMENT THROUGH EMPLOYMENT, INC.
To Our Employees,
WELCOME TO ENRICHMENT THROUGH EMPLOYMENT. Clearly the most important asset of any human service agency is its employees. At the heart of any successful service organization is a group of people dedicated to working together for common good. You are a valuable asset to our agency. Your contributions to our team will increase our effectiveness in service to adults with psychiatric disabilities. The days ahead will present many challenges as well as the rewards that accompany personal and professional growth. You will find everyone eager to assist you in making this work relationship a rewarding experience.
Enrichment Through Employment is proud of our history of providing quality services to our clients. We look forward to your involvement in this important process.
Enrichment Through Employment has an Open Door Policy. If you have questions, complaints or suggestions, the door is always open. You will always find eager listeners.
Sincerely Yours,
ETE, Board of Directors
INTRODUCTION
The purpose of the Employee Handbook is to provide employees with information that will promote a thorough understanding of the philosophy, policies and principles at Enrichment Through Employment. In addition, the Handbook will clarify employee benefits and privileges as well as responsibilities.
It is your responsibility to read, understand, ask questions for clarification when needed, and provide a written acknowledgment verifying that you have done so.
Revisions will be made periodically. Updated material will be made available to all employees for insertion into all Handbooks.
This Employee Handbook supersedes all previous communications, understandings, premises, stipulations and arrangements, both written and oral, both expressed and implied, which relate to this subject matter.
EMPLOYMENT PHILOSOPHY
AMERICANS WITH DISABILITIES ACT
Enrichment Through Employment is in full support and compliance with the American With Disabilities Act. Enrichment Through Employment will provide reasonable accommodations to any employee with a mental or other disability, providing it will not cause undue hardship on the agency’s operations.
CONFIDENTIALITY
During the course of your employment with Enrichment Through Employment, you may have access to a wide array of information considered by Enrichment Through Employment to be confidential. This access may include but is not limited to personal, employment/payroll, mental health or other medical history or status of current or former employees, and financial and other operational information regarding Enrichment Through Employment and its program. All employees are required to maintain strict confidentiality of all records and information regarding Enrichment Through Employment and its clients, and are required to refrain from divulging any confidential information to anyone without specific permission from the Agency Director or the client.
CONFLICT OF INTEREST
Employees must be free and remain free from any interest, ownership, influence or relationship which might conflict or appear to conflict with the best interests of Enrichment Through Employment. This policy serves as a continuing requirement to disclose real or potential Conflicts of Interest, in order to protect both the employee and the organization from the harmful effects related to later disclosures of activities, associations, ownership or other interests that could constitute prohibited Conflict of Interest.
Conflict of Interest situations could include, but are not limited to: Outside/other employment that interferes or conflicts with assignment of work; Solicitation or patronage of a vendor, contractor other operator who is an Enrichment Through Employment constituent; Referral of current or former client(s) to a program or facility whereby the employee stands to gain financially by the referral; Inquires to any Enrichment Through Employment constituent, other than is required in the normal course of business, that could reveal information about the organization or its clients in connection with outside interests or activities; Accepting any money, gifts tokens or other favors from any current, former or potential constituent valued at more than $25. These and other potential conflict situations are extended to include property owned, material interest in, or transactions entered into by the employee’s spouse or other immediate family member, or any person who may act on behalf of the employee and/or family members.
Employees in real or potential Conflict of Interest situations or those who are uncertain if a Conflict situation exists, should immediately discuss the matter fully with Agency Director or the President of the Board of Directors. While most activities disclosed will not raise material Conflict situations, there may be instances where corrective steps are necessary. Enrichment Through Employment will work to take the corrective steps that will protect both the employee and the organization, but will not unduly interfere with the personal interests of the employee.
Violation of the Conflict of Interest policy, or failure to disclose a Conflict or potential Conflict is considered serious and may subject the employee to disciplinary action up to and including termination of employment.
DISCRIMINATION AND HARASSMENT, INCLUDING SEXUAL HARASSMENT
It is agency policy to maintain a work environment free from all forms of harassment, and to insist that all employees are treated with dignity, respect and courtesy. Sexual and all other forms of harassment of our employees is contrary to agency policy and prohibited by law.
Sexual harassment is defined as unwelcome and unwanted sexual advances, or visual, verbal or physical conduct of a sexual nature. Sexual harassment includes any forms of offensive behavior, such as: unwanted sexual advances; offering employment benefits in exchange for sexual favors; making or threatening reprisal(s) after rejection of sexual advances; visual conduct such as leering, making sexual gestures, displaying sexually suggestive objects, pictures, cartoons or posters; verbal conduct such as making or using derogatory comments, epithets, slurs or jokes; verbal sexual advances; verbal abuse of a sexual nature such as graphic verbal commentaries about an individual’s body, sexually degrading words to describe an individual, suggestive or obscene letters, notes or invitations; physical conduct such as touching, assault, impeding or blocking movements.
If you feel you are being subjected to any such conduct by a co-worker, client, or vendor, we encourage you immediately to bring your concern to your Agency Director. If your concern involves the actions of the Agency Director or you simply prefer not to bring the matter to the Agency Director, present your concern to the President of the Board of Directors.
Complaints under this policy will be thoroughly, objectively, and confidentially investigated immediately. The investigation will include interviews with those individuals who are believed to have information regarding the alleged harassment. The results of the investigation will then be communicated to the affected persons, including the employee who initiated the investigation. Policy violations will incur appropriate disciplinary action, which could include termination of employment. Efforts will also be made to insure that further acts of harassment do not occur. Enrichment Through Employment will also take appropriate action to remedy any injury to the complaining party from the policy violation.
Please be assured that Enrichment Through Employment is very serious about this policy. Those who use the procedure will be protected from further policy violations. Retaliation for reporting a perceived policy violation, or retaliation for participating in an investigation is also violation of this policy.
It is the obligation of all employees to cooperate fully in the investigation process. Disciplinary action may be taken against an employee who does not cooperate with an investigation, or against those who interfere with a co-worker who uses this procedure.
If you believe this procedure does not adequately resolve your concerns, you may file a claim with the California Department of Fair Employment and Housing within one year of the harassment. Their address and phone number is 322 West First Street, #2126, Los Angeles, CA 90012-3112; (213) 897-1997. The DFEH will serve as a neutral fact-finder and will attempt to assist you and Enrichment Through Employment in resolving the matter. If the DFEH concludes that harassment has occurred and if the DFEH is unable to achieve voluntary resolution, you may seek a public hearing before the California Fair Employment and Housing Commission or you may file a civil lawsuit. If the Commission finds that harassment has occurred, it may award reinstatement, back pay, changes in Enrichment Through Employment practice and/or monetary damages.
DRUG FREE WORKPLACE
In keeping with federal and state drug-free workplace provisions, it is the policy of Enrichment Through Employment that abuse of any drug, including alcohol, by any employee, contractor or trainee is unacceptable because it negatively affects the health, safety, security, and productivity of all employees, as well as adversely affecting public confidence and trust in Enrichment Through Employment.
Using, possessing, selling or being under the influence of illegal drugs is unlawful, dangerous and absolutely prohibited at all times in the workplace.
Using alcohol at work, reporting to work under the influence of alcohol, or the misuse of alcohol or prescription drugs to any extent that it impairs safe and effective job performance is also prohibited.
Violation of any element of this policy is considered serious and will subject the employee to disciplinary action up to and including termination of employment.
ETE MISSION STATEMENT, CORE VALUES, AND CODES OF ETHICS
All ETE employees and directors on the Board of Directors, the Advisory Board of Directors, and the Honorary Board of Directors are required to adhere to ETE's mission statement & core values (ETE Mission Statement & Core Values) and ETE's Code of Ethics (ETE Codes of Ethics).
ETE's mission statement and core values are an operational document designed to empower ETE employees to make necessary decisions to enhance ETE's ability to achieve its goal. An employee is allowed to make any decision which supports ETE's mission statement and does not violate ETE's core values. ETE management will support all decisions make in accordance with these standards and the employee will not need to be concerned about reprisal for mistakes made when striving to achieve these standards.
Violation of any element of this policy is considered serious and may subject the employee to disciplinary action up to and including termination of employment.
PROTECTION OF EMPLOYEES WHO REPORT VIOLATIONS OF ETHICS OR POLICIES
Each employee is encouraged to to report any observed or suspected violation of ETE Code or Ethics, Core Values, or any activity which the employee beleives does not comply with expected standards of behavior even if that standard is not specifically identified within this personnel manual
ETE management considers the ability of an employee to report perceived or suspected violations of standards to be of such importance to the operations of ETE that the reporting procedure is directly to the Board of Directors. An employee suspecting a violation may contact any Board Director directly by calling that Director. The phone number for each Board Director is listed on ETE's web site:
Board of Directors
The Board Director who is contacted is required to follow up with the Board of Directors and insure an investigation of the complaint is completed and reported to the Board by the second board meeting following the complaint. The reporting employee may remain anonymous or provide their name. If they provide their name, a copy of the investigative report will be provided to the employee.
If the employee is not satisfied with the Board report and actions, they may pursue their concerns to the Los Angeles Department of Mental Health, (562) 435-3167, the California State Department of Rehabilitation, (562) 422-8325, or the Fair Employment and Housing Authority, (916) 227-2873.
It is the commitment of ETE Board of Directors that no employee will in any way be discriminated against, or receive any recriminations for having exercised their employee responsibility to inform the Board of Directors of perceived or suspected violations of ETE standards of employment or conduct. If an employee experiences any such reprisals, they are encouraged to report this immediately to a Board Director. That Director is authorized to convene a meeting of the Board of Directors to immediately hear the employee's complaints. The Board Director will, regardless, inform each Director of the employee's concerns within 48 hours of hearing of the concern.
The same procedures of reporting will be followed for this complaint as the original complaint except it will be completed by the Board Meeting immediately following the complaint.
If an employee is not completed satisfied that their rights have been fully protected, they are encouraged to take their concerns to the Los Angeles Department of Mental Health, (562) 435-3167, the California State Department of Rehabilitation, (562) 422-8325, or the Fair Employment and Housing Authority, (916) 227-2873.
EMPLOYER-EMPLOYEE RELATIONS
Enrichment Through Employment views each employee as a valuable and vital member of our team. We have the common goals of effective and ethical treatment of clients, service excellence to clients and maintenance of the agency as a positive social presence in the community. Enrichment Through Employment recognizes the importance of each and every individual to the successful operation of our agency. Therefore, Enrichment Through Employment will strive to hire, promote and reward individuals based on their qualifications and contributions to the agency, provide an atmosphere conducive to harmonious staff relationships, provide all employees with avenues for addressing job-related concerns, recognize each employee for their individual and team contributions to the agency and maintain safe and healthful working conditions.
In exchange, Enrichment Through Employment expects each employee to give a full, productive day’s work commensurate with his/her individual skills and abilities; to give that day’s work mindful of welfare of clients and constituents, to strive daily for excellence in service to clients, to actively promote and maintain a work atmosphere of teamwork and mutual cooperation, to maintain strict confidentiality of all matters and information regarding Enrichment Through Employment, its operations, and its clients, and to adhere to all policies and procedures of Enrichment Through Employment.
EMPLOYMENT POLICY
The employment relationship and philosophy of Enrichment Through Employment includes employment-at-will. This means that employment is at the mutual agreement of the employee and Enrichment Through Employment.
The agency’s employment policy and relationship with its employees extends to cover all areas and aspects of Enrichment Through Employment business, including but not limited to; the defining or changing of the number, location and manner of operations, the defining or changing the number of employees and assignments of work, and the setting or changing of Enrichment Through Employment rules with regard to compensation, wage/salary reviews, benefits, employee classification, position duties and responsibilities, transfer, promotion, demotion, layoff and/or application of disciplinary measures.
EQUAL OPPORTUNITY EMPLOYMENT
Enrichment Through Employment is an Equal Opportunity Employer. We adhere strictly to a policy of providing employment opportunities to persons without regard to race, creed, color, sex, religion, ancestry, national origin, marital status, sexual orientation, age, veteran’s status or disability. This policy of equal opportunity in employment extends to all areas of employment relationship, including hiring, training, promotion, compensation, benefits and other privileges and conditions of employment.
As an equal opportunity employer Enrichment Through Employment certifies and agrees that it will not discriminate against any person served because of race, color, religion, national origin, ancestry, gender, age, sexual orientation or condition of physical or mental handicap, or any characteristic protected by law in accordance with requirements of State and Federal Law.
GRIEVANCE PROCEDURE
Employees who feel that their rights have been infringed upon or that they have a valid grievance are encouraged to present them to management without fear of reprisal.
Every reasonable effort must be made to resolve the grievance with the Agency Director. A grievance must be presented to the Agency Director within three (3) working days from occurrence. If an employee feels the decision is not satisfactory, or if it is not rendered within four (4) working days, the employee must appeal, in writing, to the President of the Board of Directors within three (3) working days.
If the grievance is still not satisfactorily met, the President may be called upon to make a decision. The decision of the President is final. The President will conduct a personal interview with the employee who has the grievance, and other involved employees.
The "golden rule" of responsible communication is to seek resolution of the problem directly with the individual(s) involved. Remember that complaining to a fellow worker or to anyone outside Enrichment Through Employment cannot solve your problem. Regardless of whether your concern is pay, working conditions, job duties, interpersonal relationships, procedural questions, disciplinary action, termination of employment or anything else, you have the right and the responsibility to discuss the problem with the person(s) who can solve it. This person is most often the Agency Director, but may be someone else at Enrichment Through Employment.
In using the Open Door process, you may at any time request a written response to your concern and its resolution. It should be further noted that the establishment and utilization of the Open Door policy does not alter the mutual at-will employment relationship.
FRATERNIZATION
Employees are strictly prohibited from starting or continuing a personal, social, financial, intimate, or sexual relationship with any client other than that person or persons with whom the employee had a personal relationship prior to their enrollment in Enrichment Through Employment. While employees may often engage in social interaction with clients as part of their job duties, they are required to refrain from allowing the social interaction to conflict with this policy, and to become a part of the employee’s personal life.
Any employee who is concerned about a potential concern regarding fraternization should immediately discuss the matter fully with the Agency Director. In cases where there is no violation of the fraternization policy but where a prior relationship existed, Enrichment Through Employment will take the necessary administrative and corrective steps to protect the client, the employee and the agency. Violation of the fraternization policy, or failure to disclose potential situations involving fraternization is considered serious, and may subject the employee to disciplinary action up to and including termination of employment.
HIRING OF RELATIVES
Enrichment Through Employment does not maintain a formal policy prohibiting the hiring of relatives. However, a few employment restrictions have been established in order to help assure internal security and fair treatment of all employees. These restrictions include the right of the agency to refuse to hire, promote or transfer an employee into a position where: 1) There is direct or indirect supervision by a family member or significant other; 2) There is a potential for violation of financial or other internal control measures within or between work teams; 3) There is employee access to sensitive or confidential information regarding an immediate family member or significant other; 4) There is any other real or potential relationship considered detrimental to the agency’s operations as determined by the Agency Director.
CRITICAL INCIDENT REPORT
Any employee who becomes aware of an unusual incident, e.g., theft, client illness, accident or injury, should report the incident to the agency director. The agency director will follow up to be sure the incident is properly resolved and complete a critical incident report.
A completed critical incident report will be submitted to the board of directors and filed at ETE.
PROMOTION FROM WITHIN
The agency maintains a policy of promotion from within, whenever promotion from within is possible. In order to meet this objective, all agency openings will be announced via a written memo and posted. Every effort will be made to promote the most capable, qualified and experienced current employee based on demonstrated ability to assume greater responsibility. At the same time, the agency reserves the right to recruit and hire from outside the agency staff, if necessary to attract the most qualified individual(s) for a particular opening.
EMPLOYEE BENEFITS
EMPLOYEE BENEFITS ELIGIBILITY
In general, to be eligible for Enrichment Through Employment-sponsored benefits you must be classified as a Regular employee, and work at least 20 hours per week.
MEDICAL, DENTAL, ACCIDENT, AND DISABILITY INSURANCE
Eligible employees may choose to spend their benefit dollars to purchase insurance for themselves and their dependents as needed. The Medical package provides Medical, Dental and Disability Insurance. Legal dependents may be eligible to enter the medical insurance program during open enrollment periods. Legal dependents are defined as spouse, parents, siblings, if the employee provides 50% or more support for these individuals, and children who are under age 19. These descriptions are offered for information purposes only. For specific details you must consult your insurance booklet or plan document. Should you have any further questions, please consult with the Agency Director.
It should be noted that while Enrichment Through Employment fully expects to continue its benefits plan, it reserves the sole and exclusive right to amend or terminate them if and when it is deemed necessary by the Board of Directors. In the event of any conflict between the information highlighted in this section and the summary plan descriptions or plan documents, the provisions of the latter documents will prevail.
VACATION
Regular full-time employees and part-time employees who work at least 20 hours per week are eligible for this benefit. This benefit is intended to provide eligible employees with a paid period of rest and relaxation away from work.
Vacations are scheduled at the mutual convenience of the employee and the agency, and depend heavily upon the business needs and workload of the office and the program. In order for employees to assure approval to take vacation, they should discuss plans with the Agency Director well in advance of taking vacation time and submit a vacation request form (Click Here).
Depending upon their work assignment and its workload requirements. Employees may be asked to submit their vacation requests in writing, before the requested day(s) are taken. Because of scheduling needs, employees may be required to submit their vacation request(s) early in the year in order for management to plan for adequate coverage. In the case of a schedule conflict, the granting of vacation will be determined by the earliest date of the written vacation request.
Once vacation benefits accrue in the manner described below, they are not subject to forfeiture for any reason. Therefore, if an employee terminates employment without having used all accrued vacation benefits, the unused portion of the benefit will be paid out with the employee’s final check.
Because Enrichment Through Employment believes that time away from work is essential for employee health and morale, we strongly encourage all vacation to be taken every year. We also strongly encourage employees to take at least some portion of their annual benefit in a block of 5 continuous work days.
Employees who accrue one and one-half (1-1/2 times) their current annual benefit will cease accruing additional vacation, unless an exception authorized in writing by both the Agency Director and President of the Board. Once vacation has stopped accruing, it will not begin accruing again until the accrued days are reduced below the maximum. Employees are also not permitted to take extra pay in lieu of their vacation benefit.
The vacation year is considered to be the 12 months following the hire or anniversary date, OR the date of status change that made the employee eligible for vacation benefits. Vacation accrues on a monthly basis during periods of active employment, and becomes available for use according to the following schedule:
Years One and Two: 5/6 day per month (10 days per year)
Years Three and Four: 1-1/4 days per month (15 days per year)
Years Five and thereafter: 1-2/3 days per month (20 days per year)
Part-time employees earn vacation pay based on the following pro-rated schedule:
20 to 29 hours worked per week: 50% of full-time benefits
30 to 39 hours worked per week: 75% of full-time benefits
The Agency Director retains discretionary authority to alter this schedule by beginning a newly hired employee at a higher rate of vacation accrual than is customary for new hires, if circumstances so dictate.
No vacation benefits are paid during the first 3 months of employment. However, once an employee has accrued 6 months of vacation benefits in the first or any subsequent year of employment, the entire benefit becomes available for use, providing the employee signs a waiver (Click here) agreeing that pay for any unaccrued vacation will be voluntarily returned in the event the employee terminates employment before the vacation is fully vested. Use of unaccrued vacation is not permitted other than as specifically outlined in this paragraph.
HOLIDAYS
Regular full-time employees and part-time employees who work at least 20 hours per week are eligible for this benefit.
The 10 paid holidays acknowledged by Enrichment Through Employment are:
New Year’s Day; Martin Luther King Day; President’s Day; Memorial Day; Independence Day; Labor Day; Veteran’s Day; Thanksgiving Day; Day-after Thanksgiving; Christmas Day
Part-time employees earn holiday pay based on the following pro-rates schedule:
20 to 29 hours worked per week: 50% of full-time benefit
30 to 39 hours worked per week: 75% of full-time benefit
All holiday benefits are paid at the regular hourly or salary rate. When a recognized holiday falls on a Saturday, it will be observed on the preceding Friday. When a recognized holiday falls on a Sunday, it will be observed on the following Monday, subject to final approval by the Agency Director.
If a recognized holiday falls during an employee’s pre-approved vacation period, the employee will be paid for the holiday and will not be charged for vacation pay on the day the holiday is observed. An employee on any type of leave of absence is not eligible for any holiday pay benefits.
Employees who are required to work on a recognized holiday will be granted compensatory time equal to the number of hours worked on the holiday.
SICK PAY
Regular, full-time employees and part time employees who work 20 or more hours per week are eligible for this benefit.
Enrichment Through Employment provides a program of sick pay in order to minimize the economic hardships that can result from an unexpected personal illness or injury. Sick pay may also be used for medical appointments or to provide care for an ill family member or significant other who resides in the employee’s immediate household.
Because sick pay benefits are designed only to assist an employee who misses work due to an actual illness or injury, sick pay has no equivalent cash value, no sick pay benefits are paid upon termination of employment or retirement, nor can any sick pay be applied as extra vacation. Employees are not allowed to use unaccrued sick pay.
Sick pay benefits accrue at the rate of 6 hours per month for a total of 9 days per year for full-time employees. Part-time employees earn sick pay based on the following prorated schedule:
20 to 29 hours worked per week: 50% of full-time benefit.
30 to 39 hours worked per week: 75% of full-time benefit.
A maximum of 18 days of sick pay may be accumulated at any one time for full-time employees. Part-time employees accrue sick pay equivalent to 18 prorated days. The agency strongly encourages employees to accumulate sick pay as protection in the event of a long personal illness or injury.
Employees who are ill and not able to report to work must immediately contact the appropriate person as described in this handbook.
Employees who become ill during the workday must report to the Agency Director before leaving work. Failure to follow these procedures will result in treatment of the day as an unexcused absence, and may subject the employee to disciplinary action up to and including termination.
Enrichment Through Employment, at its discretion, requires an employee to provide written verification from a doctor for any illness that causes an absence from work. Enrichment Through Employment may also require a doctor’s written release to return to work for any illness of three or more days.
If a personal illness or injury other than pregnancy disability or occupational injury extends beyond 10 working days, the employee must request a leave of absence. Please refer to the "Family and Medical Leave of Absence" section of this handbook for further details.
FLOATING HOLIDAYS
Full-time employees and part-time employees who work at least 20 hours per week and who have completed at least three months of employment may take two floating holidays with pay during each fiscal year. Floating holidays may be used for religious holidays, "mental health holidays" or your birthday. Employees must inform the Agency Director in advance that they wish to take a floating holiday, and should give the courtesy of at least 24 hours notice. Floating holidays are considered by Enrichment Through Employment to be an additional employee benefit, they have no equivalent cash value, and do not accrue or accumulate from year to year.
LEAVES OF ABSENCE
These benefits are available to all regular full-time and part-time employees.
A leave of absence is an extended, excused absence from work without pay. Because of the size of the Enrichment Through Employment and the nature of our business, approved leaves of absence are granted without guarantee of a right to return to the same position. The only exceptions to this policy are certain pregnancy-disability, work-injury related, family and medical care and military leaves. Employees should consult the Agency Director if they have any questions regarding the job status of these leaves.
All benefits cease during a leave of absence, with the exception of health insurance. Health insurance may be continued for the length of the approved leave, to a maximum of
4 months, as long as the employee pays the regular premium contribution to cover the length of the leave. Arrangements must be made with the Agency Director prior to the beginning of the leave to pay the premiums, and all payments must be timely in order to avoid cancellation. Insurance coverage in excess of 4 months will be granted to the employee under COBRA health insurance provisions.
Employees must provide as much advanced written notice as possible, but no fewer than 30 days if the need is foreseeable, when requesting a leave. The request must state the amount of time needed, and must include a doctor’s note or other written documents to support the request. The request will be either approved or declined by the agency, and a written verification will be sent to the employee.
An employee on an approved leave who is ready to return to work should give the agency at least 2 weeks written notice, in order to assure that the return to work is properly coordinated. An employee who returns to work after a leave of absence will be reinstated to the same or a comparable position if it is available, or to any other suitable, available position (based upon job qualifications and past work performance) if business necessity prevented the former position from remaining unfilled. If no suitable job exists when an employee is ready to return to work, the agency may continue the leave, or the employee may be laid off from work after being placed on a preferential re-hire list.
If the employee wishes to return to work early or to seek an extension to an approved leave, he/she must contact the agency in writing. Any employee who fails to return to work on the day following the conclusion of the approved leave will be considered to have voluntarily abandoned his/her job, and may be terminated from employment.
Pregnancy Disability Leave: In case of pregnancy or related disabling condition(s), any absence beyond 1 day must be requested in writing, and may be approved for the period of the disability as certified by a doctor up to a maximum total of 4 months. In addition, a written release from a doctor must be obtained in order to return to work. It should be noted that this type of leave applies only to the illness or disabling condition(s) of the employee, and may be taken on an intermittent basis if necessary. If an employee is certified by a doctor as able to return to work but wishes to remain on leave for other reasons (such as caring for the newborn child), the employee must apply for a new leave under the "Family Care and Medical Leave" or "Personal leave" sections of this policy.
Family Care and Medical Leave: This leave is defined as any absence to care for a newborn or newly adopted child, provide care for a seriously ill child, spouse or parent (not including parent-in-law), or for your own serious medical condition. This leave is available to any regular full-time or part-time employee who has at least 12 months of service, has completed at least 1,250 hours of service in the past 12 months. The leave will be granted for up to 4 months during a rolling 12-month period determined by measuring backward from the date any leave is used, and will be provided if it will not create an undue hardship on the agency’s operations.
All requests for leave of absence for your own serious medical condition must include a written statement from a doctor verifying the illness, and verifying the amount of time or estimated amount of time you will be gone from work on a continuing or intermittent basis. Under certain circumstances the agency may require, at its cost, a second or third opinion regarding the illness and treatment program. Before returning to work at the end of the leave, you will also be required to submit a written statement from your doctor stating your ability to return to work and any limitations you may have.
All requests for leave of absence to care for a child, spouse or parent with a serious illness or health condition must include a statement from a doctor verifying the illness, verifying the need for the employee to take leave to provide care for the family member, and an amount of time or estimated amount of time the employee will be needed to provide the care on a continuous or intermittent basis.
In all cases under Family Care and Medical Leave, you are required to use any accrued sick pay, and may choose to use accrued vacation time in order to obtain paid leave. However, paid sick and/or vacation time will count towards the maximum months per year and will not increase the number of allowed leave days.
The agency may, at its discretion, require recertification or a periodic written report regarding the status of leave, limited to one recertification every 30 days. Under some circumstances, if you fail to return to work after your Leave the agency will be entitled to collect from you any insurance premiums it paid on your behalf. In addition, failing to provide a required written doctors recertification or release, or engaging in other employment during this leave will be deemed a voluntary resignation for the purpose of this policy.
Coordination of Benefits for Family Care and Medical Leave: For the financial security or its employees, Enrichment through Employment will, upon written request of the employee, permit the employee to access "Coordination of Benefits" between accrued sick and vacation pay and any SDI benefits. Under this policy, the dollar value of any accrued sick pay (used first) and any accrued vacation pay (used second), may be drawn upon in conjunction with SDI payments, up to 100% of normal wages. Coordination of Benefits may continue until the sick and/or vacation pay account has been exhausted. This policy permits the employee to access SDI benefits, use the accrued sick and vacation pay account(s) at a slower rate and still receive 100% wage replacement during the period of approved Family Care and Medical Leave. Coordinated sick and vacation pay benefits are paid according to the regularly established payroll schedule. Employees interested in this benefit should contact the Agency Director in writing.
Occupational Medical Disability Leave: If you sustain a work-related injury or disability, a leave of absence will be granted. A written leave request must be submitted for any injury or illness that causes more than 3 days of missed work, and a doctor’s certification of illness or injury must also be submitted. A leave of absence for this reason will be extended for the duration of the work-related disability, or until one of the following situation(s) occur:
1) you are released to return to full or modified work,
2) the agency receives medical evidence satisfactory to it that you will be permanently unable to return to work,
3) you directly or indirectly inform the agency (i.e., by accepting other employment, moving out of state, etc.) that you do not intend to return to work for Enrichment Through Employment, or
4) you fail to keep a current doctor’s written certification of disability on file with the agency.
Some benefits may be available for a work-related injured employee under the agency worker’s compensation insurance plan. Employees in this situation should consult with the Agency Director for details.
Emergency Contingency Leave: In the event of a sudden, serious, life-threatening illness or accident of a member of your immediate family, or other serious family crisis, you may request and use up to 5 days of accrued sick time as paid leave. This policy is intended specifically and only to assist an employee who must cope with an unanticipated life emergency, and may not be used to extend vacation or other unpaid leave time.
Bereavement Leave: In the event of a death of an immediate family member, regular full-time employees and part-time employees who work at least 20 hours per week are eligible for up to 5 days off work with pay to handle family affairs and attend funeral services. For the purpose of this policy, "immediate family" is defined as mother, father, brother, sister, spouse or child. Bereavement pay may be granted for other family members if the Agency Director determines the relationship to the employee was close enough to warrant this benefit.
Jury Duty Leave: All employees may request to be excused from work without pay to attend to this civic duty. The agency must be notified immediately when a summons is received, so that arrangements to cover the employee absence or arrangements to continue the summons may be made.
If time off without pay would represent a financial hardship for you, you may request a letter from the Agency Director verifying your ineligibility for paid leave. This letter may then be attached to your summons when requesting to be excused from jury duty for financial hardship reasons.
If an employee on active jury duty is not scheduled to be in court on a workday, or is released from duty by the court before 12 noon, the employee is required to return to work for that day or remainder of the day.
Military Leave: If you enter active military service, you are eligible for an unpaid leave of absence. You must present the agency with a copy of the service papers as soon as they are received. Reinstatement upon return from service will be accorded to you providing that reinstatement is requested within 90 days of release from military service.
Witness Duty Leave: If you are required by law to appear in court as a witness on a non-agency legal matter, time off without pay may be requested and granted, provided reasonable advanced notice is given to the agency.
Mandatory School Conference Leave: If you are required by your child’s school to attend a conference in order to resolve your child’s suspension from school, time off without pay may be requested and granted.
Time Off to Vote in a General Election: If you are unable to vote during normal off-duty hours because of extended work hours and/or distance of the worksite from your voting place, up to 2 hours off work with pay may be requested, providing the agency receives notification no fewer than 2 work days before the general election date.
Personal Leave: Personal Leave is defined as any unpaid absence not specifically covered in any of the sections above. These leave requests could include but are not limited to reasons such as emergency or family care requests not eligible for or covered by the policies above, personal or academic sabbatical, vacation requests for which paid benefits are not available, extended personal travel time or other similar situations.
Personal Leave is granted on a discretionary basis, up to a maximum of 4 months. The decision to grant this type of leave will depend heavily upon the agency’s judgment as to the severity of the personal need and how well the agency will function without the employee. Longer serving employees (those with at least 7 years of full-time service to the agency) who wish to request a longer Sabbatical Leave must place their written request directly with the Board of Directors. The granting of Sabbatical Leave, and terms and conditions of the Leave, will be at the sole discretion of the Board.
While on personal leave, any employee who fails to advise the agency of work availability, applies for unemployment benefits, obtains another job, fails to return to work when notified or engaged in another business will, for the purposes of this policy, be considered to have voluntarily resigned his or her position.
MANDATORY DISABILITY, UNEMPLOYMENT AND RETIREMENT INCOME
All employees regardless of classification are eligible for these benefits.
State Disability Insurance: To protect employees who miss work due to a non-work related accident or illness, a small percentage of each employee’s wages, up to the current prevailing maximum, is deducted from each paycheck.
Benefits begin the first day an employee is hospitalized, or after the seventh day of an accident or illness if the employee is not hospitalized. The plan pays eligible employees a percentage of their regular earnings for the maximum period as provided in any one year.
Claim forms are available through the Employment Development Department and most doctors and medical groups. You must file a claim in order to receive benefits. All employees are eligible and pay for this program through mandatory payroll deduction.
Worker’s Compensation Insurance: This insurance covers all employees for job- related illness or injury. All related medical expenses are covered. Disability income and death benefits may also be provided under certain circumstances.
Because the agency is concerned about safety, it is important that all employees help to curtail work accidents. However, if you are injured during the course of your duties, regardless of how minor, you are required to report the injury immediately to the agency. This is to insure your physical well-being and to be certain all necessary documents are completed as soon as possible. A delay in reporting an injury could result in the denial of benefits.
If you are injured at work, the agency will obtain a physician for you. If you wish to change your treating physician, you may request a change 90 days after reporting the injury.
The agency or its insurance carrier is not liable for the payment of benefits for an injury which arises out of your voluntary participation in any off-duty, recreational, social or athletic activity which is not part of your work-related duties.
Employees with questions regarding worker’s compensation insurance should direct them to the Agency Director. The agency pays 100% of the cost of this insurance.
Unemployment Insurance: If your employment terminates, you may be eligible to receive unemployment insurance payments. You are required to complete a form in order to collect this benefit. Should such a situation arise, you should ask the Agency Director about unemployment insurance at the time of your termination of employment.
The agency pays 100% of the cost of this insurance for both the federal and state programs.
Social Security: All employees are covered under the provisions of the federal social security laws (FICA). Social Security benefits can be a significant step in providing you and your family with a retirement income. The mandatory deduction amount taken from each paycheck’s is matched by the agency. The total contribution by you and the agency is then credited towards your benefits, which may be available at the time you are eligible to retire. In addition, federal disability and survivor benefits are also financed through these deductions.
OFFICE POLICIES AND PROCEDURES
WORKING HOURS
The work day for a full-time employee is 8.5 hours, including a unpaid half hour meal period. Based upon the program constraints and with the approval of the Agency Director, employees may instead take up to a one hour meal period as unpaid time. Employees who choose this option will extend their time at work by a corresponding amount of time in order to equal 8 hours of work time in the day.
The number of daily work hours for a part-time employee is determined by the Agency Director. Any work shift of more than 4 hours will include an unpaid half hour meal period.
WORK SCHEDULE
The work schedule for each employee is determined by the Agency Director. Employees are responsible for understanding and adhering to the schedule each day as assigned by the Agency Director. The normal full-time work schedule is 8:30 am to 5:00 pm. At the discretion of the Agency Director based on program needs, flexible scheduling or "Flex Time" may also be approved. Flex Time permits employees to vary the starting/ending times of work, subject only to the employee completing an 8 hour day of work. Any change of schedule will be announced in advance to all affected employees.
As part of our responsibility to our clients and to other employees, the agency expects each employee to be at work as scheduled, to arrange their personal schedules to accommodate established working hours, and to notify the Agency Director immediately when it is known that an absence or tardiness will occur. Employees are expected to be at their work station, ready to begin the day’s scheduled activities, at the start of each assigned shift. Punctual and consistent attendance is a condition of employment.
ABSENTEEISM AND TARDINESS
Absence from work can be expected to occur occasionally during the course of the employee’s working year. However, no business can afford to employ people who are frequently absent or tardy. Such conduct seriously disrupts client services and causes unnecessary work and worry for others. The agency makes every allowance for necessary or emergency absences, but cannot permit continual absenteeism or frequent tardiness. Employees in this situation may be subject to disciplinary action.
WORKSITE SECURITY AND VISITORS
Because of insurance liability and employee safety considerations, the Agency Director may reserve the right to limit access to work areas by non-employees and non-clients. The agency retains the specific rights to limit former employees, friends and family of a current employee, current or former clients, outside agencies, inspectors, visitors, salespersons or any other individual(s) from entering the meeting areas, work areas, back rooms or offices of the agency. All visitors may be required to check-in and wait for permission to enter the facility. Employees are expected and required to enforce and comply with security measures.
All employees must take care to secure and safeguard personal belongings while at work. Employees are strongly cautioned not to bring any valuable personal items to work, as the agency cannot be held responsible for the loss of any personal property brought to work.
HOUSEKEEPING
Housekeeping is the mutual responsibility of all employees. Please leave all meeting rooms, common work areas, break rooms and rest rooms clean and neat for the next person.
PARKING
Employees should park in the designated area. All employees must take every common sense precaution to protect their cars in lots that are heavily traveled by other employees, clients, delivery vehicles and other business and commercial traffic. Enrichment Through Employment is never responsible for personal property or belongings in anyone’s vehicle. All employees are cautioned to remove their valuables, stow personal effects out of sight and lock their cars.
CONTRIBUTIONS. SOLICITATIONS OR DISTRIBUTIONS
The agency believes employees should not be disturbed or disrupted while performing their job duties. For this reason, solicitation of any kind by one employee of another employee or client is prohibited at all times. For the purpose of this policy, solicitation is defined to include the unwanted proselytizing or unwanted sharing of personal, political, social, religious or other beliefs by one employee to another employee or client.
Distribution of advertising material, handbills, printed or written literature of any kind by an employee in working or public areas of our agency is prohibited at all times. Distribution of literature by non-employees on the agency’s premises is prohibited at all times.
REPORTING ILLNESS, ABSENCE OR TARDINESS
Immediately after it is known that you will be late for work or unable to report to work, you are required to personally call the Agency Director. And notify him/her of your situation, so that the necessary arrangements can be made to cover your shift or your assignments. All employees are expected to notify the Agency Director immediately if they will be detained for any reason and unable to report to work at the proper time. Any absence of more than one work day without personal notification is considered job abandonment, and a reason for termination of employment.
Except for emergency situations, sudden illness or personal days, in order for an absence to be approved it must be requested in advance and approved by the Agency Director. The Agency Director may reserve the right to require reasonable proof, to his/her satisfaction, of an illness, accident or emergency.
REST PERIODS
Each employee may take a paid 10-minute rest period for each 4 hours worked. The agency prefers employees to do this at or near the mid-point of the work time, but requires that the rest period never interfere with client services. The agency also reserves the right to schedule the rest period if it deems necessary.
HEALTH AND SAFETY
Emergency and general safety rules: The agency and the employees have a joint obligation and responsibility to ensure a safe work place. The agency requires all employees to familiarize themselves with all safety and emergency procedures, including but not limited to earthquake, fire and building evacuation procedures.
Individual departments may require compliance with additional necessary work and equipment safety policies and procedures. As a condition of employment, employees in these departments must be familiar with and follow the established work safety rules.
Reporting safety problems or work accidents: Any employee with a health or safety question must immediately direct it to the Agency Director. If an employee becomes aware of any unsafe condition, he/she must report it immediately. Any accident or injury to yourself or another must be reported immediately to the Agency Director.
Smoke-free work environment: For the health and safety of employees and the safety of the agency’s property, smoking is prohibited, without exception throughout all offices, meeting rooms, hallways, restrooms, and all other work locations.
STANDARDS OF PERFORMANCE AND CONDUCT
Enrichment Through Employment has established certain standards of job performance and professional behavior to insure optimal work productivity and client services. Poor job performance and unprofessional conduct disrupt the orderly flow of business, hurts morale and reduces the quality of client services.
How the agency deals with any particular instance of poor job performance or employee misconduct will depend upon each individual situation. Although by the nature of its employment-at-will policy the agency does not maintain any formal discipline, the agency may, at its complete and sole discretion, choose to give an employee one or more warnings, either verbal or written, to correct a problem before terminating employment.
While it is impossible to identify every type of unacceptable job performance or unprofessional conduct, the following list will serve to illustrate some of the types of behaviors that may, at the sole discretion of the agency, result in disciplinary action up to and including discharge:
Unexcused, unapproved or repeated absences or tardiness
Solicitation in violation of agency policy, including the solicitation of clients for attorneys
Attending to personal affairs during work hours, including unauthorized personal phone calls or unauthorized personal use of agency equipment
Creating. causing or contributing to unhealthful, unsafe or unsanitary conditions
Causing or contributing to the injury of another while on duty or on agency premises
Horseplay, throwing things, practical jokes or any other disorderly conduct which has the potential to endanger the well-being of employees, clients or the agency’s operations
The initiation or continuation of a personal social, financial, intimate or sexual relationship with an agency client or clients other than those clients with whom the employee had a personal relationship prior to the client’s enrollment in an agency program (Fraternization)
Failure to voluntarily disclose a previous relationship that may be affected by the Fraternization policy
Destruction of, damage to or abuse of agency property
Tampering with or removal of agency files
Refusal to work scheduled time or emergency overtime
Working unauthorized overtime
Sleeping while on duty
Gambling while on duty or on agency property
Leaving agency premises during work hours without permission
Misrepresenting the need for a leave, or misuse of paid leave benefits
Job abandonment, including but not limited to any absence of more than one week without proper notification to the agency, or any failure to properly request or maintain a Leave of Absence
Failure to return to work at the end of an approved leave
Theft, misappropriation, mishandling, unauthorized removal, unauthorized use or unauthorized possession of the funds or property of the agency, another employee or a client
Accepting personal commission(s), gift(s) or other special favor(s), whether monetary or non-monetary, from an outside agency in exchange for favoring, purchasing on behalf of the agency, representing or "pushing" their products, or in exchange for goods or services from our agency (accepting a bribe)
Failure to voluntarily disclose a potential or real Conflict of Interest situation
Any violation of the Conflict of Interest Policy
Harassment of, rude behavior or discourtesy towards, or inability to establish rapport with employees or clients
Fighting, or threat of fighting or other violence to another
Negligent or willful inattention to the agency’s clients
Failure to follow direct, reasonable requests of the Agency Director (insubordination)
Divulging any confidential agency information, including but not limited to client medical and/or personal information, employee personnel/payroll, medical or personal information, or agency operating, financial and/or payroll information
Reporting to work or working under the influence of alcohol or illegal drugs
Possession of alcohol or illegal drugs while on duty or on agency premises
Possession of firearms, weapons or any personal protective device that could be used as a weapon while on duty or on agency premises
Destruction of, material omission on, falsification or making inaccurate entries on any employment application, time card, medical record or form, accounting record or any other agency record(s), including computerized records
Smoking in restricted areas
Failure to follow established safety or work site security rules, including failure to immediately report any work-related injury or damage to agency property
Any failure to adequately or properly perform duties and responsibilities
Any violation, or failure to comply with, any agency policy
In case of violation of a job performance or conduct standard, at the complete and sole discretion of the agency the employee may be given a verbal or written warning OR be suspended from duty without pay OR be discharged from employment. In the case of employee theft or vandalism, civil action and/or criminal prosecution may also be initiated by the agency.
SOLICITATION OF MEMBERS FOR ATTORNEYS
Our funding sources require our agency and its employees, contractors and/or staff to comply with a requirement mandating that they do not and will not solicit clients for attorneys while employed by the agency. All employees are required to sign a statement acknowledging they do not participate in this practice.
BULLETIN BOARDS
Bulletin Boards are agency property and are for the agencies use. Because they are major means of communication, they will contain important work information and other notices of agency business that directly affect you and your work. Employees should regularly check and read the bulletin boards of the agency. Only agency-sponsored notices may be posted. Personal notices or other personal information may not be posted.
PERSONAL PHONE CALLS
All agency phone lines and phone cards exist for agency business use. Employees are cautioned to exercise great discretion with regard to the use of agency telephones for personal use. While it is obviously impossible to forbid every personal call, employees are required to keep them to an absolute minimum, and they must never interfere with normal business or client services. Personal phone calls that interfere with client services are considered particularly serious.
PERSONAL USE OF AGENCY PROPERTY
As is true with agency phone lines, agency property, including but not limited to computers and printers, photocopy machines, fax machines, postage, and other property exists for agency business use. Employees are required to refrain from using any agency property for any personal use, and must obtain specific, written authorization from the Agency Director for any personal use of such property.
PERSONAL ATTIRE AND PERSONAL GROOMING
In keeping with the high standards of a professional service organization, the agency requires all employees to attire themselves in clothing suitable for their work and service environment.
All articles of clothing must be neat, clean, mended, pressed, suitably matched to the rest of the outfit, and of a fabric, color and style appropriate for the work or service function performed. Extreme styles of dress, hair, makeup and/or jewelry for both men and women are to be avoided at all times, as is clothing meant for play wear or evening wear.
Employees doing physical work should take care to dress with safety in mind. Tight clothes that constrict movement, loose clothes that could get caught on equipment and exposed skin (such as bare shoulders, bare midriffs and plunging necklines that could get cut or burned) must be avoided.
Because of daily close contact with clients and co-workers, good personal hygiene must be carefully observed by all employees. Proper grooming includes daily bathing or showering, clean and combed hair, clean hands and fingernails, clean teeth and daily use of deodorant. Heavy colognes and perfumes must be avoided at all times.
Employees with any questions or concerns regarding appropriate attire or grooming
should consult the Agency Director.
PROTECTION OF ETE EMPLOYEES REPORTING WASTE, FRAUD, ABUSE, AND OTHER WRONGDOING
ETE protects employees from adverse action by their employer for reporting waste, fraud, abuse, and other wrongdoing.
"Adverse action" means to discharge, threaten or otherwise discriminate against an employee in any manner that affects that employee's employment, including compensation, terms, conditions, location, rights, immunities, promotions or privileges.
ETE’s policy protects from adverse action ETE employees who:
Report, in good faith, his or her belief that there is waste, fraud, abuse, and other wrongdoing; or
Participate in, or give information in, an investigation, hearing, court proceeding, legislative or other inquiry, or other form of administrative review; or
Object or refuse to carry out a directive that he or she reasonably believes violates a law, rule or regulation adopted under the authority of ETE Board of Directors, or the state of California or the United States.
ETE’s procedure for reporting waste, fraud, abuse, and other wrongdoing:
Report of waste, fraud, abuse, and other wrongdoing resulting from ETE operations or the actions of a ETE employee within the scope and course of employment should be made verbally and/or in writing to a director on the board of directors, the agency director, and/or the president of the board of directors.
The employee or authorized representative is required to make such communication at a time and in a manner that gives ETE reasonable opportunity to correct the violation.
An employee communicates in good faith if there is a reasonable basis in fact for the communication. Good faith is lacking where the employee knew or reasonably ought to have known that the report is malicious, false or frivolous.
REMEDY: An employee who believes he or she has suffered, or is about to suffer, or has been threatened with, adverse action as a result of communicating, in good faith, the existence of any waste, fraud, abuse, and other wrongdoing:
is encouraged to report that concern to a director on the board of directors, the agency director, and/or the president of the board of directors.
may file a grievance against the offending employee, supervisor or administrator through normal grievance procedures.
PAY POLICIES
PAY PERIODS AND PAYCHECKS
The agency pays employees on a semi-monthly schedule. The time keeping period for payroll purposes is weekly, and is defined as that period of time beginning at 12:01 am Sunday morning, and ending the following Saturday night at 12:00 midnight. Payday is every 15th day and every last week day of the month. All employees are paid by check, and paychecks are distributed to employees at the agency. Regular time, required taxes, liens and any authorized deductions are itemized on each payroll stub.
OVERTIME
All employees are paid for their time worked in accordance with wage and hour requirements. Overtime worked is not expected or authorized unless approved by the Agency Director. Unauthorized overtime is against agency policy, and the working of unauthorized overtime may subject an employee to disciplinary action.
COMPENSATORY TIME
Because most employees are not subject to overtime pay, they may be eligible for compensatory, or "comp time" benefits. At the sole discretion of the Agency Director time off work with pay may be granted in exchange for cases where special projects, heavy work loads or other circumstances demanded extra hours of work by the employee. The granting of comp time remains at the discretion and prior approval of the Agency Director. Comp time has no equivalent cash value, it does not accrue or accumulate unless allowed specifically in writing by the Agency Director for special circumstances, nor should any employee expect comp time to be necessarily granted on an hour-for-hour basis.
Comp time can be accrued during any pay/time sheet period at the discretion of an employee. The employee is required to use good judgment in application of this flexibility to achieve the mission and core values of ETE. That comp time must be used during the pay/time sheet period it is accumulated.
ON-CALL OR PAGER TIME
If program needs require it, individual services may define a "shift" or period of time outside of normal work hours, for staff to be "on-call" for after-hours emergencies. During such times the staff person is not actively at work, but is required to be responsible for responding to the program pager he/she is carrying. Under such circumstances, the staff person will receive comp time in exchange for each pager hour worked.
LOST PAYCHECKS
Employees maintain sole responsibility for their paychecks after they have been distributed. If a check is lost or otherwise missing, it is the responsibility of the employee to report it immediately so that stop-payment may be initiated. Lost paychecks may not be reissued immediately.
FINANCIAL RESPONSIBILITY
The agency is required to recognize certain court orders, liens, and wage assignments. When the agency receives notice of a pending garnishments or wage assignment, a member of the Board will discuss it with the employee in an effort to settle the matter without involving payroll. Employees are strongly encouraged to avoid financial transactions that may result in wage garnishments.
TIME KEEPING AND TIME REPORTING POLICIES
As a matter of agency policy, all employees are required to complete time records for each pay period. In our agency this record is a time reporting sheet.
The time reporting sheet is a legal record of time worked and actual hours worked for the program, from which the payroll is deducted. Each employee is personally responsible for the accuracy and completeness of the time reporting form. Any employee who falsifies his or her own time record or who enters data or alters data on another employee’s time record will be subject to disciplinary action.
The following additional rules should be kept in mind when completing a time record:
The time record must be completed in ink only, and signed by both the employee and the Agency Director. All time records must be submitted to the Agency Director at the end of each pay period in order to assure proper payment of wages.
All time sheets indicate the employee name, Program Name, Program Position/Title, job codes, month and year.
All time records are agency property and must remain on the agency’s premises. All sheets must be kept in a readily accessible place, and must be available for inspection at all times.
PERSONNEL RECORDS AND INFORMATION
Each employee is required to complete forms for withholding Federal and State income taxes and for complying with Federal work authorization requirements (Form 1-9), as well as furnish other employment-related and personal information on various employment and benefit documents.
It is the responsibility of the employee to immediately inform the agency of any relevant change of personal information, including change of name, address or telephone number, or any change of information affecting employee benefits, such as marital status, number of dependents, etc.
All personnel records are property of Enrichment through Employment, and are kept in strict confidence under locked custody of the agency. Employees may have access to their own file by placing a written request to the Agency Director to review the file. Requests to review files are granted at the convenience of the agency.
Because personnel and payroll records are confidential, employees should provide written authorization to their inquiring party (mortgage company, credit card company, school, (etc.) to be given an employment verification or reference check. Otherwise, it is agency policy to release employee information only if compelled by legal mandate (such as a court order).
EMPLOYEE CLASSIFICATION
The agency classifies employees according to certain terms and definitions. These classifications are:
Employee: Any program worker, office worker, professional worker, social worker, director or any other person who receives wages or a salary from the agency.
New Employee: A person who has been employed for less than 6 months. During this initial 6 months of introduction, training and orientation to the agency, the new employee has the opportunity to demonstrate his/her skills, knowledge and abilities, and to determine if his/her individual work goals are compatible with the agency. There is also opportunity for discussion with the agency to determine if it is agreed that further employment is appropriate. At the discretion of the agency, this Introductory period may be extended for an additional 1 to 180 days. A New Employee may leave employment any time he/she chooses, or be dismissed without reason or notice during this period, as well as any other time during the course of employment. Upon successful completion of the Introductory period of time as defined and determined by the agency, the status of the
New Employee will be changed to that of Regular Employee.
Regular Employee: A person who has successfully completed his or her introductory time as a New Employee, and continues employment under the terms and conditions of the agency.
Temporary Employee: A person whose service is intended to be of limited duration of an indefinite regular or irregular work schedule. Temporary Employees are called to work only as needed, are paid for actual time worked, are not subject to a New Employee introductory period, and are not eligible for any agency-sponsored benefits.
All employees are further classified as Full-time or Part-time.
Full-time: An employee who is regularly scheduled to work 40 or more hours per week. This employee is eligible for all agency-sponsored benefits, subject to the established waiting/eligibility periods as defined by each benefit.
Part-time: An employee who is regularly scheduled to work fewer than 40 hours per week. Part-time employees who are regularly scheduled to work at least 20 hours per week are eligible for some agency-sponsored benefits, subject to a pro-rated schedule and
the established waiting/eligibility period as defined by each benefit. Part-time employees who work fewer than 20 hours per week are not eligible for agency-sponsored benefits.
In pursuit of its mission of service and support to persons with mental illness, Enrichment Through Employment maintains two other specifically defined employment categories:
Member-Participant II: This is stipend or project-based employment available only to persons who are functionally disabled by a psychiatric disability. Member-Participant II positions are jobs offered on an open-ended basis, limited to a specific program-related assignment, and limited to 20 or fewer hours per week. In their unique classification and position as both a client and as an employee, Member-Participant II’s are eligible for partial employee benefits, limited to pro-rated sick, vacation and holiday pay. Member- Participant II’s are also subject to the employment terms and conditions as stated in this Employee Handbook.
Member-Participant I: This is a trainee position available to clients at Enrichment Through Employment programs. Member-Participant I positions are jobs offered on a time-limited basis, with the sole purpose of developing work skills in order for the client to achieve competitive employment in the general work community. Each individual agency program may design and administer such a work training program separate from all other employment, including but not limited to separate application procedures, separate employment and personnel policies, limits on length of employment and other work terms and conditions. A Member-Participant I is not a regular employee of Enrichment Through Employment, and as such is not subject to this Employee Handbook. Neither is he/she eligible for any agency-sponsored employee benefits.
CHANGE OF CLASSIFICATION
Any employee who has completed the Training and Orientation period may place a request to management for a change of classification (full-time to part-time or vice versa). The agency, at its sole discretion, may decide to change or let stand the classification of a worker, depending upon the agency’s business needs and the availability of a position. No such change will be considered official unless the employee is informed of the change in writing.
In addition the agency may, at its sole and unilateral discretion, choose to change the classification of an employee from Temporary to Regular. No such change will be considered official unless the employee is informed of the change in writing.
Employees who change classification from Temporary to New must serve the same waiting/eligibility periods for the various agency benefits that are served by New and Regular employees, effective from the date of the classification change. Regular part-time employees not eligible for agency benefits (fewer than 20 hours per week) who become eligible for benefits (hours are increased to more than 20 per week) will waive the waiting/eligibility periods for agency benefits, providing the employee has been classified as Regular part-time for at least 6 months.
PERFORMANCE EVALUATIONS AND SALARY REVIEWS
Performance evaluations are conducted periodically throughout the work life of the employee. The first employee evaluation is conducted when an employee completes 90 days of employment. The second evaluation is conducted at the end of the Introductory period (6 months of employment). At the discretion of management, a new Training and Orientation period with scheduled evaluations may also be instituted after a transfer, promotion or change of duties, or change of employment classification.
The purpose of a performance evaluation is to let employees know how they are performing their assigned duties, whether or not there are any performance problems that need correction, and to discuss if any advancement or promotion opportunities exist for the employee. The employee will have the opportunity to review the written evaluation, sign it and receive a copy before it becomes a permanent record in the personal file.
Salaries and wages are determined by the agency based on the individual’s contributions to the agency, wages paid for comparable positions within the industry, and the agency’s financial ability to pay the wage. While the agency tries diligently to provide annual salary increase to those employees with an annual review of satisfactory or better, receiving a performance evaluation does not guarantee, promises or imply that a salary increase is also forthcoming.
A salary review may be conducted at anytime at the discretion of the agency, but is most commonly held once per year.
RESIGNATION OF EMPLOYMENT
The agency asks employees to provide the business courtesy of two week’s notice of his/her intention to resign, and requires all employees to furnish a written resignation that includes the date of the last day of work. Employee’s at the program management and/or directorship level are asked to provide the courtesy of four week’s notice of the intention to resign. The employee is also required to turn in to the Agency Director all agency property, including but not limited to keys, equipment, credit cards, phone cards, reports, documents or other records, before the final paycheck is issued.
As part of the Open Door Policy, any employee who resigns or is dismissed may request an Exit Interview. The agency may also choose to schedule an Exit Interview. This interview may be scheduled in person or by telephone with the Agency Director or a member of the Board of Directors. The purpose of the interview is to allow employees to communicate their views of their work, and any job-related concerns they may have. This interview also provides the employee with the opportunity to discuss issues concerning benefits, insurance and/or final pay.
