1

Employee Handbook

Issued 7/2010

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WELCOME TO We are pleased you are part of the staff at

COMPANY. We are very proud of the work

our staff and volunteers do with our youth and

their families. We hope you will find your em-

ployment with us both rewarding and challeng-

ing.

The purpose of this handbook is to provide you

with an understanding of the personnel policies

in effect at Company. You are encouraged to

read it thoroughly. If you have any questions

regarding any sections, please contact the Hu-

man Resources Department.

The provisions of this handbook are guidelines

only and are subject to change, modification or

elimination in whole or in part at any time.

Moreover, nothing in this handbook is intended

to, or does create any type of contractual prom-

ise on the part of COMPANY. You employ-

ment with COMPANY will be and remain “at-

will” meaning that either you or COMPANY

has the right to terminate your employment re-

lationship at any time, with or without cause for

any or no reason and with or without notice.

The contents and information contained in this

handbook replaces all other previous hand-

books. Therefore, all other handbooks are null

and void.

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Exemption For Highly Paid Key Employees

COMPANY may deny restoration to a former

position to highly compensated employee

where the denial is necessary to prevent sub-

stantial and grievous economic injury to COM-

PANY’s operations. Highly compensated em-

ployees are those employees who are among the

highest paid 10 percent of COMPANY’s em-

ployees.

COMPANY will notify such employee of its

intent to deny reinstatement on this basis as

soon as COMPANY determines that such in-

jury would occur. If the leave has already be-

gun when such notice is given, and the em-

ployee elects not to return to work immediately,

the employee gives up all rights to restoration.

Relationship to the Family and Medical

Leave Act of 1993

This policy has been developed to comply with

the requirements of the Family and Medical

Leave Act of 1993 and its accompanying regu-

lations, including those effective January 2009.

Should this policy conflict with the Act, the Act

shall be deemed controlling. COMPANY also

retains all rights under the Act and regulations

even though they may not be incorporated into

this policy.

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equivalent in benefits, pay and other conditions

and terms of employment.

An employee making use of this policy will not

lose any employment leave time accrued prior

to the leave, which was not used as part of the

leave. However, no seniority, sick time, vaca-

tion time, holidays, personal time will accrue

during the period of time covered by the leave.

Accrual time will be pro-rated to number of

days used at beginning and end of leave. Also

during Intermittent FMLA accrual time will be

pro-rated based on number of days worked

within the pay period. For all COMPANY/CH

Academy employees only sick time will be af-

fected by this part of the policy due to separate

time off policy.

COMPANY requires that a “Physician’s Return

to Work Release” be provided by the em-

ployee’s doctor before the employee may return

to work from leave for their own serious health

condition. An employee who has taken leave

for his/her own medical condition is required to

provide the physician’s note of the employee’s

fitness for duty and present ability to perform

the essential functions of his or her job with or

without a reasonable accommodation.

Employees who fail to return to work at the

conclusion of the 12 weeks allotted, shall be

considered to have abandoned their job, unless

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MISSION STATEMENT

.

VISION STATEMENT

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TABLE OF CONTENTS

1.0 General Policies and Procedures 1.1 Equal Opportunity Employment………………...6

1.2 Employment At-Will…………………………….6

1.3 Americans with Disabilities Act………………...6

1.4 Bloodborne Pathogens and

Hazardous Communication Training…………….7

1.5 Visitors…………………………………………...7

1.6 Representation of COMPANY Through Spoken

and Written Word………………………………..8

1.7 Media Relations………………………………….9

1.8 Smoking………………………………………….10

1.9 Reporting Violations of the Law………………...10

1.10 Incident Review Committee……………………11

1.11 Workers’ Compensation………………………..11

1.12 COBRA…………………………………………12

1.13 Protecting Individually Identifiable Health Info..13

1.14 Sharing of Personal Information………………..13

2.0 Employment Policies and Procedures 2.1 Employee Classifications………………………..14

2.2 Job Postings……………………………………...15

2.3 Job Descriptions…………………………………15

2.4 Identification Badges…………………………….15

2.5 Orientation………………………………………..16

2.6 Personnel Records Change………………………16

2.7 Access to Personnel Records…………………….16

2.8 Annual Evaluations………………………………17

2.9 Employees Social Security Number and Information

Privacy Act………………. ………………………….17

2.10 Employee Expense Reimbursement…………….18

2.11 Staff Training and Development………………..18

3.0 Conduct Policies and Procedures 3.1 Staff Confidentiality……………………………..19

3.2 Client Confidentiality……………………………20

3.3 Drug-Free Workplace……………………………21

3.4 Workplace Violence……………………………..25

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During the leave, employees may be required to

provide COMPANY with subsequent certification

every 180 days. COMPANY shall have the right

to request such certification in its sole discretion.

COMPANY may also request re-certification of an

employee’s qualification for FMLA-protected

leave if there are substantially changed circum-

stances from the employee’s original leave request

and certification, if the employee requests an ex-

tension of their leave, or if COMPANY reasonably

suspects an employee is abusing their FMLA

rights.

Failure of an employee to provide certification as

to the reasons for the leave will result in a delay or

denial of the leave. If the employee has already

begun the leave, he or she will be expected to re-

turn to work immediately upon COMPANY in-

forming the employee of his or her failure to pro-

vide acceptable certification and denial of FMLA-

protected leave. Failure to return to work may re-

sult in the termination of the employee’s employ-

ment. Further, any time away from work which is

not authorized by a proper medical certification

will be treated as unexcused absences and will

subject the employee to appropriate discipline.

Return From Leave

Upon return from any leave covered by this policy,

the employee will be restored to the position held

by him or her prior to the leave or to a position

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ber’s health care provider and turned in to Human

Resources within 15 days of receiving the

“Response to Request for Family Medical Leave”

letter from Human Resources. The Certification

form must be complete, legible and be able to be

understood in order for Human Resources to deter-

mine if the leave request qualifies for FMLA pro-

tection.

An employee who submits an incomplete, illegi-

ble, or unintelligible Certification form shall be

required to have the form completed correctly by

the applicable health care provider. The employee

will have up to 15 days to cure the original defi-

ciencies in the form. Failure to correct the defi-

ciencies may result in delay or denial of the leave.

COMPANY also has the right to request that an

employee complete a HIPAA-compliant medical

authorization form allowing COMPANY to con-

tact the health care provider directly in order to

obtain information needed for COMPANY to de-

termine if the requested leave qualifies for FMLA

protection. AN employee who refuses to provide

such authorization may be denied leave.

COMPANY retains the right to request, at its ex-

pense, a second opinion by a physician to be desig-

nated by COMPANY. If the first and second opin-

ions conflict, then COMPANY and the employee

shall designate a third physician whose opinion

shall be binding. If the employee refuses to take

part in the selection process of the third independ-

ent physician, COMPANY selection shall be

deemed controlling.

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3.5 Illegal Harassment & Discrimination…………….30

3.6 Internal Investigations…………………………….35

3.7 Employee Complaints…………………………….35

3.8 Reporting Allegations of Misconduct……………38

3.9 Conflict of Interest……………………………….39

3.10 Standards of Conduct…………………….……..40

4.0 Working Conditions Policies and

Procedures 4.1 Hours of Work/Attendance Records……….…….44

4.2 Attendance………………………………….……48

4.3 Progressive Discipline…….……………………..52

4.4 Appeal Policy………………….…………………53

4.5 Leaving the Agency During Working Hours…….54

4.6 Agency Vehicles/Driving Policy………………...54

4.7 Personal Telephone Calls………………………..60

4.8 Electronic & Telephonic Communications……...61

4.9 Personal Property………………………………..61

4.10 Agency Property………………………………...62

4.11 Technology Resources…………...……………...63

4.12 Dress Code………………………………………77

4.13 Inclement Weather/Emergency Closing………...78

5.0 Separation Policies and Procedures 5.1 Termination/Resignation………………………..80

5.2 Exit Interviews…………………………………..83

5.3 Finalizing termination/resignation……………….83

6.0 Leaves Policies and Procedures 6.1 Holidays………………………………………...84

6.2 Paid Sick Leave….……………………………...86

6.3 Short Term Disability Bank……………………..88

6.4a Paid Vacation..……...………………………….90

6.4b Paid Time Off (CH Academy employees only)..92

6.5 Leave of Absence…………………………..…...94

6.6 Military Leave……………………………….….96

6.7 Jury Duty………………………………………..97

6.8 Bereavement Leave……………………………...98

6.9 Family and Medical Leave Act………………….99

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1.0 GENERAL POLICIES AND

PROCEDURES

1.1 Equal Opportunity Employment

Company assures equal opportunities in all per-

sonnel actions, including recruitment, selection,

placement, promotion and pay for all persons

irrespective of race, gender, religion, creed,

color, age, national origin, height, weight, mari-

tal status, veteran status, disability, or other le-

gally protected class.

1.2 Employment At-Will

COMPANY maintains an at-will employment

relationship with all employees. Employment is

at the will of the employer. Either the employer

or the employee may at any time terminate the

employment relationship with or without cause,

and with or without prior notice. The terms and

conditions of this policy may be altered only in

writing signed by the Executive Director.

1.3 Americans with Disabilities Act (ADA)

COMPANY in adherence with the ADA and

the Michigan Personal with Disabilities Civil

Rights Act (PWDCRA) will make a reasonable

accommodation to the known disability of a

qualified applicant or employee if it would not

impose an “undue hardship” on the operation of

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Use Of Paid Leave

Family and Medical Leave is unpaid except that

any employee requesting leave pursuant to this

policy for his or her own illness must apply all

available time in their short-term disability bank

first, then sick leave and vacation leave as neces-

sary toward the 12-week period prior to using un-

paid leave.

If the leave pursuant to this policy is to care for a

spouse, child or parent, or for the birth or adoption

of a child, an employee will not be required to use

sick leave but will be required to use vacation

leave toward the 12 week-period prior to using un-

paid leave.

Use of paid leave is considered part of the 12-week

entitlement and does not extend the 12 weeks.

Notice of Leave and Verification Of Medical

Reason

All employees must give COMPANY notice of

upcoming leave requirements 30 days prior to the

date leave is to begin, if possible, and if it is not

possible to give such notice, as soon as the em-

ployee knows of their need for leave time. The

request must be made to Human Resources.

A “Request for FMLA Leave” form must be sub-

mitted prior to the leave if possible. A

“Certification of Health Care Provider” form must

be completed by the employee’s or family mem-

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For the purposes of this Policy:

Parent means a biological parent of an employee

or an individual who stands or stood in the place of

a parent to an employee when the employee was a

child.

Child means a biological, adopted or foster child,

a step-child, a legal ward, or a child of a person

standing in loco parentis, who is under 18 years of

age or 18 years of age or older and incapable of

self-care because of a mental or physical disability.

If a situation should occur where a husband and a

wife, who are both employed by COMPANY, are

entitled to leave under this policy, the combined

number of weeks of leave to which both are enti-

tled is limited to 12 weeks for leave arising under

subsection A, B and for the care of a parent in sub-

section C above.

Intermittent Leave: An intermittent or reduced

leave schedule may be taken under certain circum-

stances. Where the leave is taken because of a

birth or placement of a child for adoption or foster

care, an employee may take an intermittent or re-

duced leave schedule only if agreed to by COM-

PANY. Where the leave is taken for an em-

ployee’s own serious health condition or to take

care of a sick family member, leave may be taken

intermittently or on a reduced leave schedule when

medically necessary.

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the Agency. Employees who require an accom-

modation must notify the Director of Human

Resources in writing within 182 days of learn-

ing of the need for the accommodation.

1.4 Bloodborne Pathogens & Hazardous

Communication Training

COMPANY will provide training in the areas

of Bloodborne Pathogens and Hazardous Com-

munication in accordance with OSHA regula-

tions.

1.5 Visitors

Only those individuals who visit COMPANY

on business matters are permitted in the work

areas.

Minor children, either related to staff or visitors

of the Agency, must have prior approval of Di-

rector of Human Resources to be on any Com-

pany property, unless the visit is brief, less than

30 minutes, for liability reasons.

All visitors to COMPANY must have approval

to be on Agency property and be accompanied

by a COMPANY employee while they are on

the premises.

Former COMPANY employees must have the

permission of the Executive Director or Direc-

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tor of Human Resources to be on any Agency

property.

All visitors must sign in/out of the visitors log.

For specific visitor procedures contact the Di-

rector of Human Resources.

1.6 Representation of COMPANY Through

Spoken and Written Word

1. Any person employed by or associated with

COMPANY who wishes to represent COM-

PANY and its programs by speaking with

others on a formal basis must obtain clear-

ance through the Director of Marketing/

Public Relations.

2. Any person employed by or associated with

COMPANY who wishes to publish any in-

formation on COMPANY and its programs

must obtain prior consent from the Execu-

tive Director and the Director of Marketing/

Public Relations.

3. All requests for general information about

COMPANY should be directed to the Di-

rector of Marketing/Public Relations.

Branding elements are the individual compo-

nents that make up our visual identity. They

include our logos, color palettes, typography,

graphic motif and messaging. Adhering to these

standards consistently and appropriately will

help us deliver relevant and meaningful com-

munications. It will reinforce our reputation as

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permitted in place of 12 straight weeks where

medically necessary; or

D. Because of the employee’s own serious health

condition, illness, injury, impairment or physi-

cal or mental condition that involves in-patient

care in a hospital, hospice or residential medi-

cal care facility or which requires continuing

treatment by a health care provider that renders

the employee unable to perform the functions

of his or her position. Intermittent leave or a

reduced leave schedule will be permitted when

medically necessary. If the treatment is fore-

seeable, the employee is required to make a

reasonable effort to schedule treatment so as

not to disrupt COMPANY operations any more

than necessary.

E. For a “qualifying exigency” which arises “out

of the fact that a spouse, spouse, son, daughter

or parent of employee is on active duty (or has

been notified of an impending call or order to

active duty) in the Armed Forces in support of

a contingency operation.”

F. Service member family leave provides eligible

employees a total of 26 weeks to care for a ser-

vice member with a serious injury or illness

incurred in the line of duty. An eligible em-

ployee for this leave includes “the spouse, son,

daughter, parent or next of kin (so designated

by the service member to the military) of a

covered service member.”

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3. Is employed at a location where there are at

least 50 employees of COMPANY within 75

miles.

Procedure:

Available Leaves

Each eligible employee is entitled to a total of 12

weeks of unpaid leave calculated using a “rolling”

12 month period measured backward from the date

an employee uses any FMLA leave for one or

more of the following reasons:

A. For birth of a child and/or for the purpose of

caring for the newborn child. The right to

leave on this basis expires at the end of the 12-

month period after such birth and must be con-

cluded within this one-year period;

B. For placement of a child with an employee for

adoption or foster care. The right to leave on

this basis expires at the end of the 12-month

period after such placement and must be con-

cluded within this one-year period;

C. To care for the employee’s spouse, child or

parent if such person has a serious health con-

dition, illness, injury, impairment or physical

or mental condition that involves in-patient

care in a hospital, hospice or residential medi-

cal care facility or which requires continuing

treatment by a health care provider. Intermit-

tent leave or a reduced leave schedule will be

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the leading organization for homeless youth and

make us more recognizable to audiences around

the world.

Logo – to be used as provided, color should

not be changed.

Font – COMPANY’s signature font is Arial

or Lucida Sans.

Color palette – a list of approved colors is

available in the marketing department.

All external materials must include the COM-

PANY logo or letterhead. The Director of Mar-

keting/Public Relations must approve all exter-

nal communication forms e.g. flyers, brochures

and posters.

1.7 Media Relations

All media calls or contacts should be directed to

the Director of Marketing/Public Relations.

Employees are not permitted to contact or speak

to the media on behalf of Company without

clearance from the Director of Marketing/

Public Relations or the Executive Director.

Contacts by the media, after hours or on week-

ends, by phone or in person, should be reported

to the Director of Marketing/Public Relations.

Media should be informed to call the Director

of Marketing/Public Relations during regular

business hours (M-F, 9am – 5pm). In the event

that a reporter is on an impending deadline,

please provide media with the Director of Mar-

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keting/Public Relations cell phone (313) 493-

3610.

1.8 Smoking

Mutual respect is the fundamental principle of

our smoking policy. We encourage your re-

spect for the comfort of fellow staff members

and the kids whom we serve. Smoking is pro-

hibited in all COMPANY buildings. Smoking

is allowed in designated smoking areas outside

ONLY.

Smoking areas will be designated at each facil-

ity either by the property owner or the Director

of Property Management. All cigarettes, cigars,

etc. should be disposed of in proper receptacles,

NOT on the ground.

Smoking is prohibited in all COMPANY/CH

Academy buildings and on the steps and side-

walks attached to the Academy buildings.

1.9 Reporting Violations of the Law

Any Agency employee having information that

another employee or official of the Agency may

have violated the law or regulations of the State

or Federal Government should bring such infor-

mation to the immediate attention of the Direc-

tor of Human Resources.

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paid time off for the loss of an immediate

family member as defined above.

3. Additional days off may be requested how-

ever, the employee will be required to use

vacation or personal time or leave without

pay.

4. Employees must submit a letter stating re-

lationship to deceased from the funeral

home and any other relevant documenta-

tion to receive bereavement leave.

5. Employees who fail to submit the proper

documentation will not receive bereave-

ment leave and will be required to use

other paid time off, if eligible, or leave

without pay for those days.

6.9 Family and Medical Leave Act

Any eligible employee is entitled to 12 weeks of

unpaid leave to attend to a variety of medical and

familial responsibilities allowed under the Federal

Family And Medical Leave Act.

Eligible Employee: In order to be eligible for fam-

ily or medical leave, an employee must meet three

requirements:

1. Has been employed by Company

(COMPANY) for at least 12 months;

2. Has been employed for at least 1,250 hours

during the previous 12-month period immedi-

ately preceding the commencement of the

leave;

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immediately to determine whether their absence

would be a hardship on the Agency, and to advise

the appropriate authorities.

Company will pay a staff member serving Jury

Duty their full salary, but the staff member must

submit their Jury Duty check, less mileage reim-

bursement, to the Agency. COMPANY will also

allow employees to keep part of their jury duty

check to cover parking expenses, provided they

submit a printed (not hand written) receipt(s) with

corresponding dates.

All benefits continue for the staff members while

they are serving Jury Duty.

6.8 Bereavement Leave

Company will grant three (3) days of paid time off

for the loss of a member of an employee’s immedi-

ate family (spouse, siblings, children, parents,

grandparents or parents in-law), providing the em-

ployee has been employed for three (3) months.

Bereavement time must be used at the time of

death. Up to five (5) days of paid time off for the

same losses stated above, may be granted for travel

out-of-state.

1. Employees wishing to take bereavement

leave must inform their immediate supervi-

sor at least 24 hours in advance of the leave

if possible.

2. Employees will be allowed three (3) days

11

The Michigan “Whistleblowers Protection

Act” provides that no employee may be dis-

criminated against or retaliated against for

reporting any suspected violations to an out-

side governmental Agency. Employees who

report the Agency to any governmental body

for investigation will not suffer an adverse

employment action for doing so. All viola-

tions will be reported to appropriate Agency

personnel or the appropriate external Agency

and investigated thoroughly.

1.10 Incident Review Committee

All “Unusual Incident Report” forms must be

forwarded to the Executive Director and Di-

rector of Human Resources for review within

24 hours or as soon as possible, also all non-

injury reports must be submitted to the Direc-

tor of Finance within the same time period.

While all incidents and accidents that occur

will be addressed immediately and medical

treatment provided if necessary, the Incident

Review Committee meets quarterly to discuss

all incidents/accidents/injuries that have oc-

curred to determine what measures should be

taken to address the issues.

1.11 Workers’ Compensation

The Agency provides coverage under the

Workers’ Compensation Law for injuries sus-

12

tained by a staff member either on the job or in

connection with the job.

1. Any staff member injured on the job should

be taken to the Agency’s designated medi-

cal clinic for treatment or to the nearest

emergency room if the injury is life threat-

ening. All medical documentation related

to the injury should be submitted to the Di-

rector of Human Resources immediately.

2. The employee should complete an “Unusual

Incident Report” form within 24 hours of

the injury or illness and submit to the Direc-

tor of Human Resources. If the employee is

unable to complete the form the supervisor

is responsible for completing the form.

1.12 COBRA

The Consolidated Omnibus Budget Reconcilia-

tion Act (COBRA) of 1986 requires employers

to notify all employees about their rights under

the act in the event that your employment at

COMPANY ends.

You, your spouse or other dependents may

choose to have your health care benefits contin-

ued for qualifying reasons at your expense.

If one of the following events occurs you will

be notified about your COBRA rights:

Your employment with COMPANY ends

97

made to the pension on the employee’s behalf

that would have been made if the employee

had not been absent for military service.

7. Employees returning to work will be reinstated

to a position as required by USERRA depend-

ing on their length of service and eligible for

seniority, status and pay rights and benefits

according to USERRA.

8. Military employees who serve 31 to 180 days

cannot be discharged without cause for six

months after reemployment. Those who serve

more than 180 days cannot be discharged with-

out cause for 12 months after reemployment.

All rights protected by USERRA will be enforced

by COMPANY whether specifically stated in this

policy or not. Questions regarding your rights re-

garding this policy should be addressed to the Di-

rector of Human Resources. Any employee ser-

vice member will be advised of the full list of

USERRA rights when accessing military leave.

6.7 Jury Duty

Employees called to jury duty will not be disci-

plined, discharged, threatened or required to per-

form extra hours of work when summoned for or

serving on jury duty. Before reporting for jury

duty, employees must notify the supervisor and

submit their jury summons.

Staff members summonsed or subpoenaed to serve

Jury Duty must notify their Department Director

96

discuss other options.

Employees failing to return to work following the

expiration of their leave will be considered a vol-

untary termination from the Agency.

6.6 Military Leave

This policy provides time off and reemployment

benefits to military personnel required to perform

weekend drills, summer encampment or similar

types of training duty or active duty in compliance

with the Uniformed Services Employment and

Reemployment Rights Act (USERRA).

1. Employees are required to provide advance

notice of impending military service.

2. While on military leave employees will not

receive any pay from Company. Neither will

they be required to use vacation or personal

time while on leave.

3. Employees will be eligible to continue their

health insurance coverage at their own expense

for up to 18 months.

4. Employees will not accrue leave time while on

leave but will maintain the current accrued

time earned prior to the leave beginning.

5. Employees returning from military leave must

submit an application for reemployment

(written or verbal) within the required amount

of time established by USERRA depending on

their the length of service.

6. Pension benefits will be treated as if no break

in service occurred and contributions will be

13

Your hours are reduced and your medical

benefits end

For questions regarding COBRA see the Direc-

tor of Human Resources.

1.13 Protecting Individually Identifiable

Health Information

It is the policy of the Agency to protect an

Individually Identifiable Health Information

(IIHI) of a staff members Access to IIHI will

be restricted to those individuals with a need to

know for lawful business of claims related

purposes.

1.14 Sharing of Personal Information

It is the policy of the Agency to distribute rele-

vant personal information regarding employees

to other COMPANY staff on a need-to-know

basis as

determined by the Executive Director and the

Director of Human Resources. This includes

but is not limited to; employee or employee

family member deaths or illnesses, funerals,

births, marriages, etc.

Any personal information an employee would

like to share with other COMPANY staff

should be

discussed with the Director of Human

Resources.

14

.0 EMPLOYMENT POLICIES AND

PROCEDURES

2.1 Employee Classifications

There are six categories of staff members at

COMPANY: full-time salary, full-time hourly,

part-time salary, part-time hourly, temporary

employees.

Full-Time Salary (Exempt): Employees

working a minimum of 40 hours per week and

are excluded from overtime pay.

Part-Time Salary (Exempt): Employees

working a minimum of 20 hours per week and

are excluded from overtime pay.

Full-Time Hourly (Non-exempt): Employees

scheduled to work their assigned shift of 40

hours per week and are eligible for overtime

pay.

Part-Time Hourly (Non-exempt): Employees

scheduled to 32 hours or less per week and are

eligible for overtime pay.

Part-Time Salary (Non-exempt): Employees

scheduled to work 20 hours per week paid a

salary but are eligible for overtime pay if ap-

proved by supervisor prior to working 40+

hours.

Temporary Employees: Employees hired ei-

ther full-time or part-time for a specified, lim-

ited period of time. Temporary employees are

not eligible for any benefits.

95

supervisor to discuss the request.

4. Once a decision has been made the em-

ployee will be notified in writing and re-

quired to meet with Human Resources to

finalize the details.

5. All benefits will be suspended for employ-

ees granted a non-medical leave of ab-

sence. Employees will be eligible to con-

tinue their medical benefits at their own

cost (see COBRA policy). Arrangements

must be made through the Human Re-

source department to continue medical cov-

erage.

6. Employees on a leave of absence for more

than four (4) weeks will have their anniver-

sary date adjusted based on the period of

time they are on leave. For example:

Leave granted 1/1 through 3/28. Anniver-

sary date: 9/30. New Anniversary date:

11/30

7. Company cannot guarantee that employees

on a leave of absence will be able to as-

sume their former position. However, em-

ployees may be given first consideration of

any available positions for which they are

qualified.

8. Before returning from a leave of absence,

employees must notify the Human Re-

source department of their intended return

date.

9. Employees unable to return within the ap-

proved leave time should call the Human

Resource department as soon as possible to

94

end of the Fiscal Year (June 30).

8. Employees will be compensated for any hours

of unused pro-rated PTO time at the time of

resignation, after one year of service and if the

requested minimum two weeks advance notice

has been given. There will be no payout of

PTO time if an employee is terminated.

6.5 Leave of Absence (Non-medical)

Employees may be allowed to take extended time

off (5 days or more) for personal reasons, other

than illness or vacation, without pay upon request

and approval of Company for up to 12 weeks pro-

vided they have been continuously employed by

COMPANY for one year. An employee request-

ing leave due to medical or family reasons may be

eligible for the Family and Medical Leave Act (see

FMLA policy 6-9).

1. Requests for non-medical leave of absence

will be given individual consideration

based on urgency of need and staff require-

ments.

2. A “Request of Leave of Absence” form

stating the reason for leave and duration

must be completed by the employee and

turned into Human Resources at least one

month in advance of leave of absence or as

soon as possible

3. The Human Resources department will re-

view the “Request for Leave of Absence”

and meet with the employee’s immediate

15

2.2 Job Postings

All available positions at COMPANY will be

posted in the Agency in designated areas

(bulletin boards and staff lounges) for a period

of at least 7 calendar days to allow qualified

employees initial consideration for available

positions. External recruitment will be done as

necessary either after or concurrently with an

internal posting.

Employees interested in applying for an internal

job posting should submit a letter of interest

and updated resume to the Director of Human

Resources by the end of the posting date.

2.3 Job Descriptions

A complete job description of each position

within the Agency is maintained in the Human

Resources Department. Job descriptions are

provided to all employees at time of hire or

when revised. Employees are required to sign a

copy of their job description to be filed in their

personnel file. Copies of job descriptions can

be obtained from the Human Resources Depart-

ment.

2.4 Identification Badges

A COMPANY identification badge must be

worn or carried by every staff member when on

16

Agency property and on Agency business. ID

badges are given at time of hire. Replacement

badges can be obtained through the Human Re-

sources Department for a $2.00 fee.

2.5 Orientation

All new staff members are required to attend an

orientation session with the Human Resources

Department. Employees will be notified of the

scheduled orientation. Attendance is manda-

tory.

2.6 Personnel Records Change

It is important that the personnel files be kept

up to date. A staff member is requested to no-

tify the Human Resources Department by com-

pleting a “Change of Personal Information”

form for any of the following changes:

Address

Telephone number

Marital status

Number of Dependents

Emergency contact information

2.7 Access to Personnel Records

In compliance with the Bullard-Plawecki Act

COMPANY allows employees to inspect infor-

mation in their personnel records, at reasonable

intervals, used to determine their qualifications

93

but use of PTO time (except for holidays

and Academy scheduled closed days) is not

permitted until the completion of three (3)

months of employment. Employees may

be required to use PTO time during Family

and Medical Leave (see FMLA policy).

Employees may also “owe” COMPANY

days if PTO bank is in the negative.

Procedure:

1. Employees receive a Paid Time Off (PTO)

bank comprised of 11 holidays and vacation

time each school year, based on accrual sched-

ule under “Vacation Leave” policy (6.4a).

2. PTO time will be pro-rated based on date of

hire for new employees.

3. All COMPANY holidays and Academy sched-

uled or unscheduled closed days, which vary

from school year to school year, will be de-

ducted from the PTO bank.

4. Remaining PTO days can be used at the em-

ployee’s discretion with the approval of the

Academy Administrator.

5. If schools are closed more days than total time

off given, employees will need to make up the

days “owed” to COMPANY by working at

COMPANY during days schools are closed.

6. Any days “owed” must be made up by Decem-

ber 31 or those days will be deducted from the

employees pay.

7. Any unused PTO time will be rolled into the

employee’s short-term disability bank at the

92

Call-Off” form and submit with time sheets

for any unscheduled vacation time as noted

above.

10. Vacation leave will be capped as follows

based on years of employment:

- 160 hours for 5yrs +

- 120 hours for 2-4 years

- 80 hours for 1st year

11. No additional hours will accrue until bank

falls below cap

12. At the end of each calendar year employees

may roll any available vacation hours they

choose into their disability bank.

13. Employees will be compensated for all un-

used accrued paid vacation time leave at

the time of resignation, after one year of

service and if the requested minimum two

weeks or four weeks notice for Directors,

Managers and Coordinators has been

given. There will be no payout of vacation

time if an employee is terminated for viola-

tion of agency policy.

6.4b Paid Time Off (COMPANY/CH Academy

employees only)

It is the policy of the Agency for all full-

time Academy staff members to receive

Paid Time Off (PTO) each Fiscal Year

(July 1 – June 30). Staff members are

given a PTO bank at the beginning of each

Fiscal Year. New employees will receive

PTO time pro-rated based on date of hire

17

for employment, promotion, transfer or compensa-

tion, and records relating to discipline and training.

Employees wishing to view their personnel file

should contact the Director of Human Resources.

Employees may add a written statement of dis-

agreement if they do not agree with information in

their personnel files. The written response must be

limited to one 8 1/2 x 11 sheet of paper.

2.8 Annual Evaluations (Performance Reviews)

All employees will be evaluated at the end of their

3-month introductory period and annually thereaf-

ter on their anniversary date.

Evaluations will be completed by the Director or

supervisor and discussed with the employee. Su-

pervisor and employee signatures should be ob-

tained before submitting evaluation to the Director

of Human Resources

Annual pay increases, if approved for fiscal

budget, will be effective on the employee’s anni-

versary date.

2.9 Employees Social Security Number and In-

formation Privacy Act Policy

At Company we are committed to responsible

treatment and use of your non-public personal in-

formation. This Privacy Policy describes the non-

public information we collect, why we collect it,

and how we protect confidentiality. It also ex-

18

plains how and why in certain cases we may share

such information with other parties. This policy

applies to non-public personal information col-

lected or used for all COMPANY employees for

personal (i.e., payroll, fringe benefits, etc), family

(i.e., medical/dental insurance, etc), business (i.e.,

employment verification, mortgage forms, etc),

and related purposes.

COMPANY’s commitment to protecting non-

public personal information extends particularly to

protecting the privacy of employees’ social secu-

rity numbers and to complying with Michigan law

in this regard. Accordingly, the following provi-

sions apply particularly to employees’ social secu-

rity number privacy.

2.10 Employee Expense Reimbursement

Employees will be reimbursed for all authorized

job-related expenses incurred in the course of per-

forming required duties, including cost of ap-

proved transportation, lodging, and meals while on

Agency business. For more information see the

Director of Human Resources or the Director, Fi-

nance.

2.11 Staff Training and Development

Company may provide training and development

opportunities both internally and externally for

staff to enhance their job skills and knowledge

based on topic, cost and Agency budget. See the

91

Second year—Fourth year = 4.61 hours

per pay for an annual total of 15 days (120

hours)

Fifth + year = 6.15 hours per pay for an

annual total of 20 days (160 hours)

Vacation leave is pro-rated for new employee

based on hire date during first year of employ-

ment.

5. Employees requesting use of paid vacation

must submit a “Time Off Request” form to

their immediate supervisor at least one

week in advance. Requests for paid vaca-

tion of 5 days or more must be submitted at

least one month in advance (unless other-

wise waived) to permit proper scheduling

and to ensure continuity of staff coverage.

6. Employees may not use paid vacation be-

fore they have accrued it. Likewise em-

ployees cannot request vacation for time

they do not have in their bank, unless on

approved FMLA.

7. Vacation leave can only be used in a mini-

mum of 2 hour increments.

8. Vacation leave may only be used for

planned time off or emergency situations

such as; family member illness, inclement

weather, vehicle breakdown, other emer-

gency or unplanned situations other than

the employee’s personal illness unless un-

der FMLA.

9. Supervisors must complete the “Employee

90

(or 6 months) when the agency’s long-term

disability plan would become effective. There-

fore, no additional hours will be added until

bank falls below 1040 hours.

8. At the end of each calendar year employees

may roll any available vacation hours they

choose into their disability bank.

6.4a Vacation Leave

It is the policy of the Agency for all full-time staff

members to earn and accrue paid vacation. Staff

members begin to accrue paid vacation immedi-

ately but use of paid vacation is not permitted until

the completion of three (3) months of employment.

Employees may be required to use paid vacation

during Family and Medical Leave (see FMLA

policy).

1. All employees accrue vacation leave on a

calendar year basis.

2. Vacation time leave begins to accrue at

time of hire for full time employees. Em-

ployees are eligible to use accrued paid va-

cation after completion of three (3) months

of employment.

3. Full-time employees hired before 1/1/06

accrue 6.15 hours of paid vacation per pay

(20 days per year).

4. Full-time employees hired as of 1/1/2006

will accrue vacation time as follows:

First year = 3.07 hours per pay for an

annual total of 10 days (80 hours)

19

Director of Human Resources for additional infor-

mation.

3.0 CONDUCT POLICES AND

PROCEDURES

3.1 Staff Confidentiality

Company believes that it is essential to respect and

meet the individualized needs of every employee.

This necessitates that all employees, volunteers,

student interns maintain strict adherence to the

rules and regulations of Company and to the Stan-

dards of Conduct as established by the employer.

1. Confidentiality should be maintained as

much as possible when dealing with em-

ployee discipline and performance issues.

2. Confidential documents related to em-

ployees should be delivered in a sealed en-

velope marked “Confidential”.

3. Supervisors should not discuss their em-

ployee’s personal or confidential issues

with other employees in the Agency except

on a need-to-know basis.

4. Salary information should not be shared

among employees by co-workers, supervi-

sors or directors.

4. Human Resources should be consulted

if there is any question deciding how to

determine the confidentiality of employee

information.

20

3.2 Client Confidentiality

Company believes that it is essential to respect and

meet the individualized needs of every youth we

serve. This necessitates that all employees, volun-

teers, student interns maintain strict adherence to

the rules and regulations of Company and to the

Standards of Conduct as established by the em-

ployer. It must also be understood that all clinical

matters be viewed as strictly confidential and that

all employees maintain a professional decorum

when serving the Agency. COMPANY will also

adhere to all HIPPA laws for clients and client re-

cords of any kind will not be disseminated, pub-

lished or otherwise displayed where someone

without a need to know could view the informa-

tion.

1. No information should be released to

anyone regarding the clients of Company

unless related to your specific job (those

employees that work directly with clients

and must divulge information as part of

their job) or approved by the Director Mar-

keting/Public Relations or the Executive

Director.

2. Employees working in administration

whose positions do not work directly with

clients should not release any information

to anyone related to clients.

3. Photos taken of clients with a signed

release must be used within 3 year of the

release being signed.

89

-term disability bank to all full-time employees for

the purpose of providing income security in case

you are disabled from working due to a non-work

related injury or prolonged illness. Short-term

hours may not be used for absences related to

health problems of family members or workers’

compensation claims. Employees off work five

(5) or more consecutive days due to illness will be

considered on FMLA.

1. All full-time employees will receive seven (7)

days of short-term disability in their bank at

the beginning of each calendar year.

2. Upon meeting the one (1) year eligibility re-

quirement (if hired as of 1/1/09), short-term

disability hours may be used:

- after the fifth consecutive scheduled

workday of a health-related absences, or

- immediately upon hospitalization, or

- at time of outpatient surgery (including

dental) and recovery.

- maternity leave (birth of child)

4. Employees must submit documentation to Hu-

man Resources in advance for planned health-

related absences such as surgery, hospitaliza-

tion, maternity leave, etc.

5. Where a situation is not planned, short-term

will be paid once all required documentation

has been received.

6. The short-term disability bank will be used for

any personal FMLA issues, including intermit-

tent, prior to using sick and/or vacation leave.

7. The disability bank will cap out at 1040 hours

88

6. Employees using paid sick leave for medical

appointments or procedures must submit a

“Time Off Request” form to their supervisor in

advance and submit proper documentation

from doctor.

7. Sick leave can only be used in a minimum of 2

hour increments.

8. Any illness or injury resulting in an employee

being absent for five (5) or more days may be

considered FMLA leave, if appropriate.

9. Supervisors must complete the “Employee Call

-Off” form and submit with time sheets.

10. Employees will not be paid out for any accrued

unused paid sick leave upon termination.

11. At the end of the calendar year any remaining

sick days will be rolled into the short-term dis-

ability bank.

12. Employees may be required to provide a physi-

cian’s note, before paid sick leave can be used,

for three or more sick days and/or any pattern

of excessive usage before.

13. A physician’s note may also be required before

sick time is paid for the following absences

due to illness: absence for a scheduled work

day immediately before or after a holiday or

vacation day, absence for a scheduled work

day when the employee’s request to take a day

off was denied if the supervisor has reason to

doubt the employee’s use of paid sick leave.

6.3 Short Term Disability Bank

It is the intention of COMPANY to provide a short

21

4. No employee is permitted to allow me-

dia to interview, take a statement from or

photograph youth involved with COM-

PANY or speak on behalf of COMPANY

without clearance from the Executive Di-

rector or the Director of Marketing/Public

Relations.

5. Photos or videos may only be taken by

visitors, of COMPANY property or clients,

with approval and supervision of the Ex-

ecutive Director or the Director of Market-

ing/PR.

6. All photos of clients and information

regarding clients used in any COMPANY

publication must be approved by the Direct

of Marketing/PR prior to being distributed.

3.3 Drug-Free Workplace

COMPANY is a drug-free workplace. All staff

hereby are on notice that the unlawful manufac-

ture, distribution, dispensation, possession, or use

of an unlawful controlled substance or the im-

proper use of lawful substances, including lawfully

prescribed medications and over the counter prod-

ucts is prohibited in our workplace.

Unlawful, controlled substance and the use of al-

cohol in our workplace are contrary to our Mis-

sion.

As a condition of employment all staff must: (i)

abide by the terms of this policy; and (ii) notify the

22

Human Resources Department of any criminal

drug statute conviction for a violation occurring in

the workplace no later than 5 days after such con-

viction.

Any Federal Agency providing grant support shall

be notified within 10 days after the Human Re-

sources Department receives notice of a conviction

from an employee in accordance above paragraph,

or within 10 days of COMPANY otherwise receiv-

ing actual notice of such conviction. The COM-

PANY staff member responsible to administer the

particular grant shall also be responsible to provide

the appropriate notice to the granting Agency.

Upon COMPANY receiving notice any criminal

drug statute conviction, COMPANY may take ac-

tion including but not limited to: (i) take appropri-

ate personnel action against such employee up to

and including termination, or (ii) require such em-

ployee to participate satisfactorily in a drug abuse

assistance or rehabilitation program approved for

such purposes by a Federal, State, or local health,

law enforcement, or other appropriate Agency.

COMPANY shall make a good faith effort to con-

tinue to maintain a drug-free workplace.

Prohibited Activities

No employee may report to work or be on duty

(including break and meal periods):

87

unpaid. Vacation leave will not be used.

Staff members earn sick time immediately upon

hire but use of sick time is not permitted until the

completion of three (3) months of employment.

Employees using five (5) or more consecutive days

of sick time will be considered on Family and

Medical Leave if they meet the requirements (see

FMLA policy). Paid sick leave is to be used for the

employee only.

1. All employees earn sick leave on a calendar

year basis.

2. Paid sick leave is earned at time of hire for full

-time employees. Employees are eligible to

use earned paid sick leave after completion of

three (3) months of employment.

3. Full-time employees will receive 5 days of

paid sick leave at the beginning of each calen-

dar year. Sick leave is pro-rated for new em-

ployees based on hire date during first year of

employment.

4. Employees who are ill are required to notify

their immediate supervisor as soon as they

know they will not be able to attend work or

will be late to work, and no less than two (2)

hours before their scheduled start time. Em-

ployees failing to give required notice may be

subject to disciplinary action.

5. Employees must also notify their immediate

supervisor for each succeeding day they will be

out ill, unless informed otherwise or prior ar-

rangements have been made.

86

weeks of the observed holiday with their

supervisor’s approval.

8. Holidays that occur during a staff mem-

ber’s leave of absence are considered part

of the leave and no pay is awarded to the

staff member.

9. Unscheduled time off on a scheduled holi-

day, the day prior to or after a scheduled or

unscheduled holiday will be considered an

unexcused absence and employees will be

subject to disciplinary action.

FOR COMPANY/CH ACADEMY EMPLOY-

EES ONLY:

These employees are not eligible for the Columbus

Day holiday due to schools being open.

Additional “Scheduled and Unscheduled Closed

Days” include but are not limited to:

President’s Day

One week in April

Two weeks in July

Two weeks in December

Snow days

6.2 Paid Sick Leave

The Agency will provide full salary, for a desig-

nated period of time, to any full-time staff member

who has earned sick leave and who is unable to

work due to personal illness, injury or doctor’s ap-

pointments. This benefit is extended until the staff

member exhausts his/her sick leave. Once an em-

ployee exhausts sick leave any sick call-ins will be

23

1. Under the influence of alcohol.

2. Having a level of alcohol in the blood of .04%

or more as measured by breathalyzer, blood

test or other medically recognized means.

3. Under the influence of any controlled sub-

stance or drug (including abuse of prescription

drugs).

No employee may possess, sell or distribute alco-

hol, drugs or controlled substances whileon COM-

PANY property, in COMPANY vehicles, on

COMPANY time (including break and meal peri-

ods) or on COMPANY business. Furthermore, the

possession, use and/or distribution of drugs or con-

trolled substances off-duty is prohibited where:

1. The employee’s conduct adversely affects

COMPANY’s reputation or the employee’s

ability to perform his/her job duties.

2. The employee possessed large quantities or

quantities for sale.

3. The employee has been convicted of its sale.

Violations may result in disciplinary action up

to and including termination of employment.

A. Drug Testing:

1. New Hires

To be eligible for employment, an appli-

cant must submit a negative drug test

administered by a COMPANY approved

24

clinic or testing facility.

2. Current Employees

Current employees will not be asked to

submit to random alcohol or drug tests.

However, employees may be required to

submit to drug and/or alcohol testing if

COMPANY has a reasonable suspicion

that the employee is/was under the influence

of drugs or alcohol while on duty on

COMPANY property, on COMPANY

time (including breaks and meal periods), or

on COMPANY business. Further, COMPANY

will require drug testing fol- lowing any accident

while at work which results in injury to the em-

ployee or anyone else, or which results in

damage to COMPANY property. Any tam-

pering with a specimen or interference with

a drug test or refusal to take a drug or alco-

hol test will result in

termination.

B. Searches

COMPANY reserves the right to search

any desks, lockers, coats, containers and all

other areas in or items on COMPANY

property as part of an investigation of a sus-

pected violation of this Policy.

C. Notification of Drug Convictions

85

uted at time of hire and on an annual basis

by the Human Resources/Personnel De-

partment:

New Year’s Day Columbus Day

Martin Luther King Day Thanksgiving Day

Good Friday Friday after Thanks-

Memorial Day giving

Independence Day Christmas Day

Labor Day New Year’s Eve

3. Hourly employees working the actual holi-

day will receive double time pay up to one

eight (8) hour shift per holiday.

4. Hourly employees NOT scheduled to work

the holiday will receive holiday pay, ac-

cording to employment status, 8 hours for

full-time staff and 4 hours for part-time

staff.

5. Hourly and salary employees who work

Monday through Friday in a program/

department that closes on the above holi-

days (i.e. outreach, administration…) will

be given holiday pay for that day.

6. Salary employees working the holiday will

receive another day off based on their num-

ber of hours worked within four (4) weeks

of the observed holiday with their supervi-

sor’s approval.

7. Salary employees NOT scheduled to work

the holiday will receive another day off,

compensable to their 40 hours per week

schedule for full-time, within four (4)

84

Procedure:

1. All agency property must be returned prior to

final day of employment; this includes ID badge,

keys, credit cards, cell phones, etc.

2. Any agency property the employee may have

at home including computer or paper files, work-

related documents, etc. must also be returned prior

to final day of employment.

3. The MIS Coordinator will cancel and eliminate

the employee’s access to email, computer log-in,

voicemail, etc. after employment ends.

4. All former employees leaving the employ of

COMPANY of any reason must have the permis-

sion of the Executive Director or The Director of

Human Resources to be on agency property, re-

gardless of the reason.

5. A memo is given to security stating former em-

ployees must have permission to be on campus,

regardless of termination/resignation reason.

6.0 LEAVES POLICIES AND PROCEDURES

6.1 Holidays

All full and part-time employees are eligible to

receive eleven (11) paid holidays per year.

1. Each new staff member is eligible for holi-

day leave with the first pay period after he/

she has become an employee.

2. The dates on which the following eleven

(11) holidays to be observed will be distrib-

25

An employee must notify the Director,

Human Resources of any criminal drug

statute conviction no later than five days

after such conviction.

Within ten days of receiving notice of a

drug conviction for violation of a criminal

drug statute, COMPANY will take appro-

priate disciplinary action against such employee,

up to and including termination, depending

on the circumstances.

3.4 Workplace Violence

Employees shall not commit acts of violence or

make threats of violence against co-workers, man-

agers, supervisors, residents, members of the pub-

lic or other persons in the workplace during work-

ing hours. This regulation is required to protect

the safety of our workforce, our residents, our

workplace and the public, as well as to promote

high standards of conduct, integrity, efficiency and

harmony in the workplace.

Violence and threats of violence can cause perma-

nent injury or death. COMPANY will not tolerate

any form of violent acts or threats of violence,

whether serious or intended as a joke, prank, in

jest, or in connection with horseplay.

Any act of violence or threat to engage in violence

on COMPANY property, on COMPANY projects,

in COMPANY vehicles, or during working hours

shall result in discipline up to and including dis-

26

charge, even if an employee later claims that there

was no intent to carry out the threat or that the

threat was a joke, prank, in jest, or in connection

with horseplay.

To prevent violence in the workplace, COM-

PANY, in its discretion, may inspect any locker,

desk, work area, computer terminal, package,

purse, bag, container, toolbox, vehicle, or other

personal belongings brought onto COMPANY

property in connection with an investigation of any

rule violation or in the maintenance of a safe work-

place. Employees have no right to privacy in re-

gard to any of these areas, belongings, containers

or items. Employees will cooperate in all investi-

gations of suspected rule violations or in connec-

tion with workplace safety.

All employees are expected to comply with this

policy as a condition of continued employment.

Prohibited Conduct:

a. No employee shall commit an act of vio-

lence or articulate a threat of violence on

COMPANY property, in COMPANY vehi-

cles, or during working hours (including

meals and breaks).

b. Threats made as a joke, prank, in jest, or in

connection with horseplay are considered

real threats under this policy and are

strictly prohibited.

c. Violent acts and threats of violence com-

83

E. Final Paycheck

Before the end of the staff member’s final day, he/

she should complete his/her time sheet and turn it

over to his/her Supervisor and/or Department

Head. Checks will only be issued on regular pay-

days and not before. The staff member should ei-

ther make arrangements to have the check mailed

to him/her or come in to the Human Resources

Department to pick it up in person.

5.2 Exit Interviews

All staff members leaving the employ of the

Agency for any reason will be required to have an

exit interview with a member of the Human Re-

sources. The Department Manager should sched-

ule the appropriate time with the Human Re-

sources/Personnel Department and the staff mem-

ber. At this time, the staff member will be in-

formed of the effect of termination on his/her

benefits and the procedure for transferring cover-

age over on an individual basis.

5.3 Finalizing termination/resignation

Employees leaving the employ of the Agency for

any reason are required to return all agency prop-

erty issued by COMPANY prior to last day of em-

ployment and if applicable review position tasks

and pending assignments with designated individ-

ual responsible for supervising position

82

h. breach of any personnel policy in this

manual.

Investigations into such allegations shall follow

the Agency procedures. If the allegations are un-

founded, the staff person is to be reinstated with

back pay.

C. Involuntary Termination

Though no stated reason for termination is re-

quired, the primary reasons for dismissal tend to

be:

1. excessive lateness or absences;

2. poor performance;

3. unsatisfactory probationary or annual evalua-

tion;

4. any other conduct deemed to be inappropriate.

A staff member can be terminated for reasons of

performance or attendance at any time with or

without notice.

D. Termination Date

The termination date is the last day worked by any

staff member. At this time, the earning of benefit

days ceases with the last working day. Any vaca-

tion time benefits accrued up to the last working

day will be paid in a termination check in accor-

dance with Agency policy. (see Vacation Leave

policy.

27

mitted during non-working hours or

away from the workplace are prohibited

where:

1. COMPANY, in its discre-

tion, determines that the

effects of the off-duty

conduct may be carried

onto workplace and/or

may pose a threat to

COMPANY employees,

residents or property.

2. The conduct results in the

conviction of the em-

ployee for an assault or

other crime.

3. The conduct is incompati-

ble with continued em-

ployment at COMPANY.

d. The possession, use, and/or distribution

of guns (regardless or whether or not the

employee holds a permit to carry),

knives, clubs, or other weapons, includ-

ing those used in the martial arts, on

COMPANY property, on COMPANY

projects, in COMPANY vehicles, or

during working hours (including meals

and breaks) is strictly prohibited unless

the possession, use or distribution is au-

thorized by COMPANY as part of your

employment.

28

e. Failure to cooperate in any COMPANY

investigations of a suspected rule viola-

tion and/or in COMPANY’s efforts to

maintain a safe workplace, including

any refusal to permit COMPANY in its

discretion, to inspect any locker, desk,

computer terminal, work area, package,

purse, bag, container, toolbox, vehicle,

or other personal belonging brought

onto COMPANY property is strictly

prohibited.

Reporting Violence And/Or Threats of Vio-

lence:

A. Employees of COMPANY must immedi-

ately report any violent act or threat of vio-

lence by another employee or by a citizen

directed against them, any co-worker, su-

pervisor, visitor, or other individual on

COMPANY property, on COMPANY pro-

jects, in COMPANY vehicles or during

working hours (including meals and breaks)

to a department head, manager, or supervi-

sor. Violent acts or threats of violence must

be reported even if it was part of a joke,

prank, or horseplay. Employees are respon-

sible for making the report regardless of the

nature of the relationship between the indi-

vidual who initiated the threat or threaten-

ing behavior and the person or persons who

were threatened or were the focus of the

81

gence of duty, for example:

1. physical, sexual or mental abuse of residents

2. use of alcohol or drugs while on duty, working

under the obvious influence of these sub-

stances, and in some cases, showing any sign

whatsoever of their use;

3. insubordination, such as refusal to follow a le-

gitimate order, threatening a Supervisor;

4. theft of property belonging to the Agency, its

residents or staff;

5. falsification of Agency records;

6. breach of confidentiality;

7. endangering lives or welfare of residents;

8. any other conduct deemed to be inappropri-

ate,including, but not limited to, the following:

a. demanding or accepting “kickbacks” on

contracts;

b. buying or selling drugs in COMPANY;

c. carrying unauthorized weapons in

COMPANY;

d. cooperating in the use of residents for

prostitution;

e. sustained unauthorized contact with

residents or ex-residents;

f. serious negligence of duty, such as:

sustained and deliberate distraction from

work because of personal business, long or

repeated personal telephone calls, sleeping

on duty;

g. failure to report serious misconduct of

other employees;

80

5.0 SEPARATION POLICIES AND

PROCEDURES

5.1 Termination/Resignation

The Agency reserves the right to terminate any

staff member at any time for no reason or any rea-

son including , but not limited to, the following

reasons: misconduct, negligence of duty, lack of

qualifications, poor performance, or any other

cause deemed valid by the Agency, or for no stated

cause at all. Any staff member who wishes to re-

sign is requested to do so within the framework of

the Agency policy. Supervisors CAN NOT termi-

nate any employee without first discussing their

decision with the Director of Human Resources

and the Executive Director.

A. Resignation (Voluntary Termination)

Any staff member who wishes to resign from his/

her position is requested to give notice at least two

(2) weeks or four (4) weeks for Directors, Manag-

ers and Coordinators in advance. Notice should be

given in writing and should be submitted to the

staff member’s Department Head who will submit

it to the Human Resources department for place-

ment in the staff member’s file.

B. Suspension and Termination

The Agency reserves the right to suspend a staff

member immediately, pending an investigation, if

there is an allegation of misconduct and/or negli-

29

threatening behavior. Any department

head, supervisor, or manager receiving such

as report must inform the Director of Hu-

man Resources at the earliest possible op-

portunity.

B. Even without an actual threat, employees

should also alert their department head, su-

pervisor, or manager to any behavior they

have witnessed, which they regard as threat-

ening or violent, when that behavior is job-

related or might be carried out at a COM-

PANY work location, or is connected to

COMPANY employment.

C. Employees are also required to report any

violent act or threat of violence directed

against themselves, any co-worker, supervi-

sor, citizen, visitor or other individual even

where the violent or threatening act occurs

away from the workplace during non-

working hours.

D. An employee who is protected by a restrain-

ing or protective order, which encompasses

COMPANY locations as being protected

areas, must notify Director of Human Re-

sources. Upon request, the employee must

provide a copy of the petition and declara-

tion used to seek the order, a copy of any

temporary protective or restraining order

that is granted, and a copy of any protective

30

or restraining order that is made permanent.

E. Due to the potential for permanent injury or

loss of life, employees who do not make the

reports described above, will be subject to

discipline themselves up to and including

discharge.

F. COMPANY will make every responsible

attempt to maintain confidentiality of any

report or threat of violence.

G. COMPANY will promptly investigate any

report of violence, threats of violence and/or

alleged violation of the Policy and take

whatever actions it deems appropriate in its

sole discretion, to protect employees, resi-

dents, and COMPANY property.

3.5 Illegal Harassment & Discrimination

There are three separate policies for bring-

ing different concerns to the attention of

management. For discipline disagreement

see Appeal Policy 4.4. For all other concerns

see Employee Complaints Policy 3.7.

Company is fully committed to a policy of

equal employment opportunity. Staff are evalu-

ated on the basis of job qualifications – not

race, creed, color, religion, national origin,

alienage, citizenship status, sex, gender, age,

disability, marital status, height, weight or vet-

79

COMPANY/Academy employees:

1. When schools are closed unexpectedly due to

weather or any other unforeseen reason, em-

ployees should contact Academy Superinten-

dent to see if they can be of assistance in pro-

gram areas on those days.

2. If no assistance is needed in programming or

employee is unable or willing to come to

COMPANY, deductions will be made from

PTO bank for these absences or be unpaid.

Community Center employees (located in COM-

PANY)

1. When schools are closed unexpectedly due to

weather or any other unforeseen reason, em-

ployees MUST come to main campus to assist

with other COMPANY programming unless

other arrangements have been made by the

Community Center Manager.

2. If employee is unable or willing to come to

COMPANY, deductions will be made from

employee’s accrued vacation and/or personal

time. Sick time may not be used for unex-

pected closings unless previous approval was

given for sick leave to be taken (see Paid Sick

Leave policy).

78

4.13 Inclement Weather/Emergency Closing

It is the expectation of Administration that all em-

ployees report to work as scheduled. At times,

emergencies such as severe weather, fire, power

failures, civil or national emergencies can disrupt

Agency operations. In extreme cases, these cir-

cumstances may require the closing of a work fa-

cility. The Executive Director will make this deci-

sion based on individual situations.

Procedure:

1. All employees that are capable of coming to

work should do so as scheduled.

2. Employees on shift during emergency condi-

tions must stay on the shift until they are re-

lieved by the next shift. Employees leaving a

shift without proper coverage will be subject to

disciplinary action

3. If operations are officially closed due to emer-

gency conditions, time off may be paid and

employees remaining on shift will be compen-

sated with additional time off based on the

number of hours worked.

4. In cases where an emergency closing is not

authorized, employees who fail to report to

work will not be paid for the time off. Em-

ployees will be required to use available paid

vacation or personal time for such absences.

31

eran status. This commitment governs deci-

sions related to selection, retention, advance-

ment, promotion, and salary increases. The

policy of the Agency is that no person shall

threaten, or insinuate, either explicitly or im-

plicitly, that an employee’s refusal to submit to

sexual advances or any other form of illegal

harassment may adversely affect the em-

ployee’s employment, evaluation, wages, ad-

vancement, assigned duties, shifts, or any other

condition of employment or career develop-

ment.

It is the policy of the Agency to prohibit illegal

harassment of or by an employee, supervisor,

volunteer, or any person doing business with

the Agency, and to commit to maintain a work

environment that is free from unlawful harass-

ment.

The purpose of this policy is not to regulate our

employees’ personal morality or conduct.

Rather it is to insure that, in the work place, no

one unlawfully harasses another individual.

Every supervisory employee has the responsi-

bility for successful implementation of this pol-

icy in a uniform manner. Within their respec-

tive areas of responsibility, all supervisory per-

sonnel are accountable to the President and/or

their respective Executive Director’s for com-

pliance with this policy.

32

Types of prohibited harassment and enforce-

ment responsibilities are:

A. Sexual harassment, while it is not easy to

define precisely what sexual harassment is, it

certainly includes the following:

1. Unwelcome sexual advances, requests for

sexual favors, or verbal or physical contact

of a sexual nature such as uninvited touch-

ing or sexually related comments.

2. Statements or implications that submission

or rejection of such conduct is a term or

condition of continued employment, promo-

tion or other condition of employment.

3. Conduct that interferes with a staff mem-

ber’s performance or creates an intimidat-

ing, hostile or offensive work environment

such as improper joking, teasing, etc.

B. Verbal harassment includes:

1. Actions and derogatory or vulgar statements

regarding a person’s gender.

2. Sexually suggestive language, remarks

about a person’s physical anatomy or character-

istics

3. Threats of physical harm.

4. Distribution of written or graphic sexual

materials.

C. Physical harassment includes:

77

own risk.

1. Software is not to be downloaded from the

Internet without prior approval from the MIS

Coordinator.

2. The Internet/Email is not to be used to transmit

personal comments or statements through

email, listservs, or news groups that may be

construed as an official position of Company.

3. The Internet/Email is not to be used to send or

participate in chain letter, pyramid schemes, or

other illegal activities. It is not to be used to

solicit or proselytize others for commercial

purposes, causes, outside organizations, or

other non-job-related purposes.

4.12 Dress Code

All employees are expected to maintain an accept-

able appearance appropriate to their position. All

employees are expected to come to work looking

clean and neat. All employees should be con-

stantly aware that they act as role models for the

residents and also as a reflection of the organiza-

tion. Casual dress days will be designated by the

Executive Director for specific occasions only.

Anyone not adhering to the dress code policy will

be informed by their immediate supervisor and re-

quested to make changes as necessary.

Employees will demonstrate good hygiene.

See Human Resources for questions regarding

suitability of attire.

76

resources, education and research;

2. Electronic communication; and

3. Professional purposed and procurement

of information from external sources.

Internal monitoring: COMPANY has software

and systems in place that can monitor and record

all internet usage. For each user, these security

measures are capable of recording each web site

visited, each chat, newsgroup or email message,

and each file transfer into and out of COMPANY’s

networks and COMPANY reserves the right to do

so at any time. Users should not have an expecta-

tion of privacy as to their internet usage. COM-

PANY will review internet usage and analyze us-

age patterns, and may choose to publicize this date

to assure that the Technology Resources are used

in accordance with the provisions of this policy.

Disclaimer of liability for internet use: COM-

PANY is not responsible for material viewed or

downloaded by users from the internet. The inter-

net is a worldwide network or computers that con-

tains millions of pages of information. Users are

cautioned that many of these pages include offen-

sive, sexually explicit and inappropriate material.

In general, it is difficult to avoid at least some con-

tact with this material while using the internet.

Even harmless search requests may lead to sites

with highly offensive content. In addition, having

an email address on the internet may lead to the

receipt of unsolicited email containing offensive

content. Users accessing the internet do so at their

33

1. Touching another person in a sexually sug-

gestive way.

2. Physical contact, such as hitting and push-

ing or threats to take such action.

(The foregoing examples of harassment apply

equally to other forms of harassment.)

Conduct similar to that described above if based

on race, age or any other legally protected clas-

sification if also prohibited by COMPANY.

All members of management will be held ac-

countable for the effective administration of

this policy. Any employee who feels that s/he

has been subjected to sexual harassment, or any

form of harassment as outlined in this policy

should immediately report the matter to their

supervisor and/or department director except as

stated below. Every report of actual or per-

ceived harassment will be investigated and cor-

rective action will be taken where appropriate.

No one will be retaliated against for making

any report under this policy.

All complaints received by supervisors and/or

department directors are to be immediately re-

ported to the Human Resources Department.

The procedure established for handling com-

plaints of actual or even perceived sexual or

other proscribed harassment is as follows:

You should report any discriminatory or harass-

ing act quickly, hopefully within thirty days

after the complained of incident has occurred.

34

Reports should be in writing, if possible, but all

incidents, however reported, will be investi-

gated.

Management will make a thorough investiga-

tion in as confidential a manner as possible un-

der the circumstances. Upon completion of the

investigation, a determination will be made as

to whether the facts establish that the harass-

ment occurred. If a violation of this policy took

place, disciplinary action, up to and including

termination will be taken at the discretion of the

supervisor and/or the Director of Human Re-

sources.

Any incidents of further harassment and/or re-

taliation should immediately be reported. All

information disclosed in the procedure will be

held in confidence, to the extent reasonable, and

will be disclosed on a need-to-know basis in

order to investigate and resolve the matter.

Since we are committed to providing a dis-

crimination-free work place, we encourage you

to report all incidents of actual or perceived

sexual or other discrimination or harassment.

No one will be retaliated against for having

done so, even if the report cannot be verified by

our investigation. However, demonstrably false

accusations will result in severe disciplinary

action up to and including termination.

75

construed as harassment or disparagement

based on race, color, national origin, sex,

sexual orientation, age, disability, or reli-

gious or political beliefs.

2. The Internet/Email is not to be used to

access, send, receive or solicit sexually-

oriented materials or messages.

3. Downloading or disseminating of copy

righted material available on the Internet is

an infringement of copyright law. Permis-

sion to copy the material must be obtained

from the publisher.

4. Software is not to be downloaded from

the Internet without prior approval from the

MIS Coordinator.

5. The Internet/Email is not to be used to

transmit personal comments or statements

through email, listservs, or news groups

that may be construed as an official posi-

tion of Company.

6. The Internet/Email is not to be used to

send or participate in chain letter, pyramid

schemes, or other illegal activities. It is not

to be used to solicit or proselytize others

for commercial purposes, causes, outside

organizations, or other non-job-related pur-

poses.

Authorized users: Users are encouraged to use the

internet and intranet to assist them in the perform-

ance of their jobs. Authorized uses include, but

are not limited to the following:

1. Client and customer services, human

74

writing will reflect on COMPANY. Always strive

to use good grammar and correct punctuation.

Please keep in mind that anything created or stored

on the computer system, may, and likely will, be

reviewed by others and that even deleted files may

be recovered.

D. Computer usage:

1. Computers should be used for Agency

business only.

2. Employees will abide by all software

licenses held by Covenant House Michi

gan.

3. Employees are prohibited from the un

authorized copying of software.

4. Employees are prohibited from purchas

ing software for Agency use without going

through the MIS Coordinator.

5. Employees are prohibited from installing

any hardware or software on Agency com

puters without prior approval of the MIS

Coordinator.

E. Internet/Email usage:

Company’s Internet/Email connection may not be

used for any of the following activities:

1. The Internet/Email is not to be used to

access, create, transmit, print or download

material that is derogatory, defamatory, ob

scene, or offensive, or anything that may be

35

In addition to prohibiting illegal harassment,

retaliation against anyone who makes or pro-

vides information in support of a claim of ille-

gal harassment, is also prohibited, and if it oc-

curs, should be reported to the Director of Hu-

man Resources immediately.

3.6 Internal Investigations

COMPANY shall insure that internal investiga-

tions are conducted appropriately and in accor-

dance with the policy and procedures estab-

lished by the Agency. At COMPANY this

process will be used to investigate illegal dis-

crimination and illegal harassment.

All employees, either directly or indirectly in-

volved in incidents or allegations, may be inter-

viewed during the investigation process. Em-

ployees participating in interviews may not be

made aware of the outcome of the investigation.

Employees refusing to participate in interviews

may be subject to disciplinary action.

3.7 Employee Complaints

THERE ARE THREE SEPARATE POLI-

CIES FOR BRINGING DIFFERENT CON-

CERNS TO THE ATTENTION OF MAN-

AGEMENT. FOR HARASSMENT AND

DISCRIMINATION SEE ILLEGAL HAR-

ASSMENT POLICY 3.5 FOR DISCIPLINE

36

DISAGREEMENTS SEE APPEAL POLICY

4.4.

Employees can file complaints against supervisors

or coworkers for inappropriate behavior or con-

duct, unfair treatment, policy violation, improper

or unfair administration of employee benefits or

conditions of employment such as scheduling, va-

cations, fringe benefits, promotions, retirement,

holidays, performance reviews, salary or wage, or

seniority.

For employee complaints related to disciplinary

action taken against an employee see the Appeal

policy (4.4). For complaints related to illegal dis-

crimination or harassment see the Harassment pol-

icy (3.5)

1. Employees with complaints against supervisors

or co-workers should use the following three steps

to file a complaint against supervisors or co-

workers related to the issues stated above:

Step One – Promptly bring the complaint to the

attention of the immediate supervisor. The com-

plaint must be filed within five working days of

when the issue occurred. If the complaint involves

the immediate supervisor, then it is permissible to

proceed directly to Step Two. Employees can ob-

tain a “Employee Complaint Form” from the Hu-

man Resources department. The immediate super-

visor is to investigate the complaint, attempt to re-

solve it, and complete the appropriate section of

73

partment.

Copyright management information

Users may not alter copyrighted works in

such a way as to change, obscure or re

move information relating to the copyright

owner, copyright notice information, the

author of the work, the terms, and condi-

tions of use of the work, or identifying

numbers or symbols referring to the fore

going information or links to such informa

tion.

Online agreements

Without prior written authorization from

the MIS Department, users may not accept

or agree to be bound by any terms and con-

ditions of use (other than standards terms

and conditions or use for access to web

sites), license agreements, or other types of

online agreements.

C. Use of Email:

In General

Users should endeavor to make each of their elec-

tronic communications truthful and accurate. Us-

ers should use the same care in drafting email and

other electronic documents as they would for any

other written communication. The quality of your

72

mass emails, and streaming audio or video

for off-peak times (i.e., before 9:00 am. and

after 5:00 pm, Monday – Friday).

Misuse of software

Without prior written authorization from

the MIS Department; users may not do any

of the following:

a. copy COMPANY software for

use on their home computers;

b. provide copies of COMPANY

software to any independent

contractors or consultants of

COMPANY or to any third per-

son;

c. install software (including

screen savers and games) on

any COMPANY workstation or

server;

d. download any software from the

internet or other online service

to any COMPANY workstation

or server;

e. modify, revise, transform,

recast, or adapt any soft- ware;

or;

f. reverse engineer, disassemble,

or decompile any software

Users who become aware of any

misuse of software or violation of

copyright law must immediately

report the incident to the MIS De-

37

the “Employee Complaint Form” within ten work-

ing days. The supervisor should discuss the results

of the complaint with the employee. The supervi-

sor should keep a copy of the “Employee Com-

plaint Form” for file purposes.

Step Two – Appeal the decision to the next level

of supervision (i.e. Program/Department Director),

if dissatisfied with the immediate supervisor’s de-

cision, or initiate the procedure with the Director if

Step One has been bypassed. Such an appeal must

be made within five working days of the immedi-

ate supervisor’s decision, by giving a copy of the

completed “Employee Complaint Form” to the Di-

rector. The Director will confer with the em-

ployee, the immediate supervisor, and any other

member of management considered appropriate.

The Director will investigate all issues and com-

municate a written decision to all parties involved

within ten working days.

Step Three – Appeal an unsatisfactory Director

decision to the Director of Human Resources. The

Director of Human Resources will take necessary

steps to review and investigate the appeal and will

issue a written decision within five working days.

A final and binding decision will be given to the

employee within ten working days.

1. Employees are not penalized for proper use of

this complaint procedure. However, it is not

considered proper if an employee abuses the

procedure by raising complaints in bad faith or

38

solely for the purpose of retaliation or harass-

ment. Implementation of the complaint proce-

dure by an employee does not limit the right of

the Agency to proceed with any disciplinary

action, which is not in retaliation for the proper

use of the complaint procedure.

2. The time frames set in Steps One through

Three are to be enforced. If an employee does

not file a complaint within five days it will not

be valid. Also, if an employee does not receive

a response within the specified time they may

proceed to the next step of the complaint

within the time limits provided in each step.

3. Final decisions on complaints will not be

precedent-setting or binding on future com-

plaints unless officially stated as Agency pol-

icy.

4. Immediate supervisors, Directors, and other

members of managements who investigate a

complaint are to discuss it only with those indi-

viduals involved, or with those who are needed

to supply necessary background information.

5. Supervisors and Directors should consult with

Human Resources throughout the complaint

process. If necessary, the Director of Human

Resources can assist or conduct the investiga-

tion.

Failure to follow these steps by the employee will

result in the Agency not considering the complaint.

3.8 Reporting Allegations of Misconduct

71

Protection of COMPANY Software and

Data

Users may not upload or transmit via email

any software licensed to COMPANY or

date owned or licensed by COMPANY

without the ex press written permission of

the MIS Department.

Waste of Technology Resources

Users may not deliberately perform acts

that waste Technology Resources or un

fairly monopolize resources to the exclu-

sion of others. These acts include, but are

not limited to, sending non-business related

mass email or chain email, spending exces

sive time on the internet, playing games,

engaging in non-business related online

“chat groups”, or otherwise creating unnec

essary network traffic.

Handling of large files

Because audio, video and picture files re

quire significant storage space, these types

of files may not be downloaded unless they

are necessary for official business. All

files that are downloaded must be scanned

for viruses and other destructive programs.

To the extent possible, users should sched

ule communications-intensive activities

such as large print jobs and file transfers,

70

3. No additional rights: This pol-

icy is not intended to, and does not

grant, users any contractual rights.

B. Prohibited Activities:

Inappropriate or unlawful material

Material that is fraudulent, harassing, em

barrassing, sexually explicit, profane, ob

scene, intimidating, defamatory, or other

wise inappropriate, including any com

ments that would offend someone on the

basis of race, age, sex, sexual orientation,

religion, political beliefs, national origin, or

disability must not be sent by email or

other form of electronic communication (e.

g., bulletin board systems, newsgroups,

chat groups, etc), viewed on or downloaded

from the internet or other online service, or

displayed on or stored in the Technology

Resources. Users encountering or receiv

ing such material must immediately report

the incident to the MIS Department.

Prohibited activities

Users may not use the Technology Re

sources for personal financial gain or to so

licit others for activities unrelated to

COMPANY’s business or in connection

with po litical campaigns or lobbying.

39

Any allegations of serious misconduct involving

any past or present employee, volunteer, or mem-

ber of the Board of Directors must be immediately

reported to the appropriate level of management or

Board of Directors. Serious misconduct includes

but is not limited to:

1. Physical and mental abuse or any sex-

ual activity with clients.

2. Endangering the lives or welfare of cli-

ents.

3. Any and all misappropriation or misuse

of funds.

The complete policy on Reporting Allegations of

Misconduct (Policy F-5) can be obtained from the

Human Resources department or your supervisor

and is periodically redistributed to all staff. All

employees, volunteers and members of the Board

of Directors are expected to adhere to the guide-

lines of the policy. Failure to follow the proce-

dures of the policy may result in disciplinary ac-

tion up to and including termination of employ-

ment.

Nothing in this policy should be read to interfere

with the employee’s right to report suspected

unlawful conduct to any appropriate governmental

Agency.

3.9 Conflict of Interest

No Director, Officer, Executive Staff Member,

Manager, or Purchasing Agent, or a member of

40

said person’s immediate family may do business

with the Agency. Any, and all, exceptions to this

policy must be approved by the Board of Direc-

tors. Staff members who believe they have a con-

flict of interest should immediately notify their Di-

rector or the Director of Human Resources.

3.10 Standards of Conduct

All COMPANY employees will conduct them-

selves in a highly professional manner while carry-

ing out their respective duties and responsibilities

in the interest of providing quality care for the

youth we serve. Standards of conduct include but

are not limited to guidelines within which employ-

ees need to function while effectively carrying out

their jobs.

Responsibilities of Staff:

1. Staff should carry their Identification

Badges (ID’s) at all times when on duty

and be prepared to show it in the commu-

nity.

2. Staff should be aware of all client rights

and respect them at all times.

3. Personal items of staff, including purses,

money, lighters, dangerous items, keys, etc

should be locked up and kept out of reach

and sight of clients, visitors, etc. Staff

should not bring valuable personal items to

the Agency.

4. Staff will present themselves as profession-

69

term projects must put the project in

writing to their supervisor. The su-

pervising department head will then

review the request and forward it to

the MIS Department. The MIS De-

partment will analyze the feasibility

of the project and make recommen-

dations to the COMPANY manage-

ment as appropriate. Where pur-

chase orders are required, the pur-

chase order should be developed in

consultation with the MIS Depart-

ment before forwarding the COM-

PANY management for signoff.

Miscellaneous

1. Compliance with applicable

laws and licenses: In their use of

Technology Resources, users must

comply with all software licenses,

copyrights and all other state, fed-

eral and international laws.

2. Other policies applicable: In

their use of the Technology Re-

sources, users must observe and

comply with all other policies and

guidelines of COMPANY, such as

all computer records including

email, as with other information

stored in any media, be subject to

the company’s retention policies.

68

is responsible for taking reasonable

precautions to ensure he or she does

not introduce viruses into the Tech-

nology Resources and for timely

reporting of discovered viruses to

the MIS Department. To that end,

all material received on disk or

other magnetic or optical media and

all material downloaded from the

internet or from computers or net-

works that do not belong to COM-

PANY MUST be scanned for vi-

ruses and other destructive pro-

grams before being placed onto

Technology Resources. Users

should understand that their home

computers and/or laptops may con-

tain viruses. All disks transferred

from these computers to Technol-

ogy Resources MUST be scanned

for viruses.

Computer Repair/Project Requests

1. Short Term: Users with prob-

lems such as error messages or in-

operable equipment can contact the

MIS department for solutions. The

MIS department will generally fix

the problems within a day, or give

reasons and likely timetables.

2. Long Term: Users with long-

41

als at all times in relationship to fellow em-

ployees, other social service Agency per-

sonnel, clients and the community. Staff

will demonstrate positive role modeling for

the residents at all times.

5. Staff will maintain a high standard of client

and professional confidentiality. Case is-

sues are not to be discussed in the commu-

nity.

6. Staff will report any observed illegal activ-

ity to supervisory or administrative staff.

Staff will always encourage residents to

respect laws and the legal system.

7. Staff will demonstrate and instill a respect

for property at COMPANY and elsewhere.

8. Staff will be considerate and courteous in

dealing with our youth we serve, as you

represent the adult world, parent care and

authority to them. Families of our youth

we serve also need to be treated with re-

spect.

Prohibitions of Staff:

1. Physical or corporal punishment is not used

with our youth we serve in any situation.

2. Excessive or inappropriate use of force

should never be used with our youth we

serve.

3. Staff should never allow youth we serve to

be verbally or physically aggressive with

another youth. Teach and encourage youth

to treat each other respectfully.

42

4. Staff will not ridicule, belittle or use sar-

casm with youth. Staff will never jokingly

threaten to harm youth we serve. Staff

should never communicate on a youth’s

level when upset or angry.

5. Staff will avoid shouting or screaming at

youth we serve. Staff will never use pro-

fane or vulgar language or “street” termi-

nology.

6. Wrestling, boxing and roughhousing of any

kind is not allowed as recreational activi-

ties.

7. Staff are not allowed to give any personal

gifts or money to the youth we serve for

any reason.

8. No youth we serve may be taken to a staff

member’s private home or to anyone else’s

private residence related or known or an-

other employment location of the em-

ployee.

9. Staff may not use personal vehicles for

youth transportation except when approved

by supervisory staff and with proper docu-

mentation of driver’s license and personal

auto insurance in personnel file. All staff

are restricted from driving until they re-

ceive approval from the Human Resources

department. Cars should always be locked

and never left running with no one in them.

10. If there is a crisis with a youth we serve

during a shift change, the staff person go-

ing off duty must remain with the group

until the crisis is resolved. The supervisor

67

mission to read alter or copy that

file. Users may not use the com-

puter system to “snoop” or pry into

the affairs of others by unnecessar-

ily reviewing their files and email.

2. Accessing other computers and

networks: A user’s ability to con-

nect to other computer systems us-

ing Technology Resources or by a

modem does not imply a right to

connect to those systems or to make

use of those systems unless specifi-

cally authorized by the operators of

those systems.

3. Computer security: Each user is

responsible for ensuring that his or

her use of outside computers and

networks, like the internet, will not

comprise the security of the Tech-

nology Resources. This duty in-

cludes taking reasonable precau-

tions to prevent intruders from ac-

cessing the company’s network

without authorization and to pre-

vent the introduction and spread of

viruses.

Virus Detection

Viruses can cause substantial dam-

age to computer systems. Each user

66

passwords should not be printed,

stored online or given to others.

Users are responsible for all trans-

actions made using their passwords.

No use may access the compute

system using another user’s pass-

word or account.

2. Passwords do not imply privacy:

Use of passwords to gain access to

the Technology Resources or to en-

code particular files or messages

does not imply that users have an

expectation of privacy in the mate-

rial they create or receive on the

computer system. COMPANY has

global passwords that permit access

to all material stored on its com-

puter system regardless of whether

that material may have been en-

coded with a particular user’s pass-

word.

Security

1. Accessing another user’s files:

Users may not alter or copy a file

belonging to another user without

first obtaining permission from the

owner of that file. The ability to

read, alter or copy a file belonging

to another use does not imply per-

43

should be notified of all crises and ensure

proper resolution has been made and docu-

mentation completed.

11 Staff should not engage in any slanderous

conversation or defame the character of

any Agency personnel. Staff conflicts will

be dealt with in a professional manner and

never in the presence of youth. Profanity

and vulgar language will not be tolerated.

Appropriate adult role modeling is ex-

pected at all times. Staff should never en-

gage in any sexual, racial or gender-based

harassment in their language or actions.

12. Staff will not run personal errands or

chores while on work time unless approval

is given by the supervisor and/or the em-

ployee has punched out. Agency vehicles

are not to be used for personal business.

Staff are never to leave youth we serve un-

supervised in personal or Agency vehicles.

13. Smoking is not permitted in Agency build-

ings or vehicles. Smoking is only permit-

ted in designated smoking areas. All

smoking related trash should be disposed

of properly and not left on the ground. No

alcohol consumption on the job is allowed

on or off grounds. Similarly, staff should

never come to work under the influence of

alcoholic beverages.

14. Employment will be terminated for any

staff sleeping on the job at any time.

15. Individual case information needs to be

shared in a professional manner with staff

44

that will be working with the youth we

serve. Case information, phone numbers,

addresses, however, cannot be shared with

people outside the Agency. Proper confi-

dentiality must be maintained at all times.

16. Staff are not to engage in inappropriate

conversation or gossip with other staff or

youth we serve. Always keep personal re-

lationships out of the workplace.

These standards, which are not an all inclusive list,

serve as at least a partial professional code of con-

duct and have been developed to maximize the po-

tential for the youth we serve at Company. These

may be added to at the discretion of COMPANY

administration at any time. These standards apply

to all personnel at COMPANY. Failure to comply

with these important standards of conduct may re-

sult in disciplinary action, up to and including ter-

mination.

For all situations not specifically addressed in

these standards, all employees are expected to con-

duct themselves in a professional manner, consis-

tent with COMPANY’s policy and mission.

4.0 WORKING CONDITIONS POLICIES

AND PROCEDURES

4.1 Hours of Work/Attendance Records

All employees are expected to work their sched-

uled hours of work as determined by Company and

65

a) COMPANY retains the right,

with or without cause of notice

to the user, to access or monitor

the Computer Information, in-

cluding user email and internet

usage. Computer information

can, and likely will, be reviewed

by others.

b) Users have no expectations or

privacy of any kind related to

their use of the Technology Re-

sources of any computer infor-

mation; and;

c) Users expressly waive any right

of privacy or similar right in the

computer information.

Ownership of Computer Informa-

tion and Technology Resources

All of the Computer Information

and Technology Resources are the

sole and exclusive property of

COMPANY. Any user files or

email on the Technology Resources

will become the property of COM-

PANY.

Password

1. Responsibility for passwords:

Users are responsible for safeguard-

ing their passwords for access to the

Technology Resources. Individual

64

It is every user’s duty to use the Technology Re-

sources responsibly and in a professional, ethical,

and lawful manner. In addition, every user is re-

sponsible for ensuring the security of COM-

PANY’s Technology Resources.

The Technology Resources continuously evolve

with each new design and decision and the expec-

tation is that they will continue to evolve as COM-

PANY grows and its needs change. This evolution

process grows out of normal and usual COM-

PANY management processes. Overall supervi-

sion of the Technology Resources has been as-

signed to the MIS department.

Use of Technology Resources is a privilege that

may be limited or revoked at any time, with out

without cause and without notice, at the sole dis-

cretion of COMPANY.

Procedure:

A. Use of Technology Resources – In Gen-

eral:The Technology Resources have been con-

ceived, procured, configured and programmed

with overall COMPANY needs in mind. They are

the property of COMPANY and may only be used

for legitimate business purposes. Users are per-

mitted managed access to the Technology Re-

sources to assist them in the performance of their

jobs and for no other reason.

No expectation of privacy:

Users understand and agree that:

45

the employee’s supervisor.

Hours of work:

1. The normal workweek is Saturday through Fri-

day, beginning at 12:01 a.m. Saturday and con-

sisting of 40 hours (for full-time employees). .

2. The Administrative Office hours are 9:00 am

– 5:00 pm Monday – Friday. Any alteration of

this schedule must be in writing and signed by

the employee’s supervisors. A copy will then

be placed in the employee’s personnel file

3. Daily shifts in program services are generally

eight (8) hours of scheduled work time (for full

-time employees).

4. 4. There is no scheduled break periods or

lunch periods for any employee. However,

when work responsibilities permit and with the

supervisor’s approval, employees may take a

brief break of fifteen minutes on campus dur-

ing their work hours. Employees are encour-

aged to exercise good judgment in not abusing

this privilege, and in considering the effect

their absence may have on co-workers.

5. All “non-exempt” (hourly) employees must not

leave the Agency for any reason except in

cases of emergency and with supervisor ap-

proval. Employees leaving the Agency with-

out supervisor approval will be disciplined up

to and including termination.

6. Employees must punch out if they leave the

Agency for any reason not related to their job.

7. Employees are not permitted to extend their

46

working hours to make up lost time during

their shift, unless approved by the supervisor.

8. Only “non-exempt” (hourly) employees are

eligible for overtime pay at the rate of one and

one-half times the straight hourly rate for hours

actually worked in excess of forty (40) hours

during a workweek. All overtime hours must

be approved by the Manager and/or Depart-

ment Director in writing. Failure to get ap-

proval of overtime will result in disciplinary

action.

9. Exempt (salary) employees are paid on a salary

basis and are not eligible for overtime pay.

Exempt staff may flex their time with the ap-

proval of their direct supervisor to meet their

required hours of work.

10. Employees that receive permission from their

supervisor to alter their normal work schedule

must inform the Director of Human Resources

in writing and signed by supervisor.

Attendance Records:

1. All “non-exempt” (hourly) employees must use

the time clock or computer in their department

to punch in and out for each shift they work.

Failure to punch in/out will result in discipli-

nary action.

2. Punching in more than 5 minutes before your

scheduled start time unless approved by your

supervisor will result in disciplinary action.

3. Punching out more than 5 minutes at the end of

your shift without supervisor approval will re-

sult in disciplinary action.

63

Internet/Email Usage

Company generates and communicates large

amounts of data/information relative to clients,

contributors, employees, vendors and others in the

course of carrying out its organizational mission.

COMPANY has put into service various computer

and telecommunications resources (“Technology

Resources”) to aid in the handling of this data/

information. This policy sets forth rules surround-

ing the use of these Technology Resources.

Company provides computer and Internet/Email

access to support the business purposes of the

Agency. No use of computers or the Internet

should conflict with the primary business of the

Agency. Employees who do not adhere to this

policy may be subject to disciplinary action, up to

and including termination.

Purpose:

To ensure uniform and appropriate use of Technol-

ogy Resources, COMPANY has developed this

Technology Resources Policy. The rules, obliga-

tions and standards described in this policy apply

to all COMPANY employees, temporary workers,

independent contractors, agents and other users

wherever they may be located.

To ensure the proper use of Agency computers and

Internet/Email access by employees. To prevent

unauthorized use of software owned by Company.

62

work. Articles of personal property found on the

premises should be returned to the owner, if

known, or turned in to your immediate supervisor.

Personal cell phones or devices should not be visi-

ble during working hours. This includes ear

pieces, belt clips, etc.

Personal computers or other electronic devices are

also prohibited at work unless you receive prior

approval from your supervisor to use such devices

for business related matters.

4.10 Agency Property

Employees are responsible for using Company’s

property and accounts for approved businesses

purposes only. Employees are not authorized to

borrow Agency property for personal use. This

includes, but is not limited to, use of Agency vehi-

cles, cellular phones, credit cards, calling cards,

fueling cards, checking accounts, petty cash, tools,

office supplies, equipment, office machinery, fur-

niture, storage space, donations, software, food

supplies or paper products. Unauthorized use shall

be cause for disciplinary action up to and including

termination.

Employees will be assigned keys as needed to ful-

fill job duties. Employees will sign a receipt for

all keys issued. The employer reserves the right to

charge employees for replacement keys or cost in-

curred due to lock replacement caused by an em-

ployee losing his/her keys.

4.11 Technology Resources (formerly Computer/

47

4. Employees leaving their shift early without

supervisor approval will result in disciplinary

action.

5. Punching in/out for another employee is pro-

hibited and will result in disciplinary action up

to and including termination.

6. Exempt employees will submit attendance re-

cords ONLY when paid leave time is to be de-

ducted within the pay period for vacation, per-

sonal, sick, bereavement, holiday, or other

forms of approved leave.

7. Non-exempt (hourly) employees will not be

able to use any accrued time if they have

missed less than 2 hours of work in any given

scheduled day.

8. Non-exempt (hourly) employees missing 2

hours or more in any given scheduled day will

be required to use appropriate accrual time. For

employees coming in late or leaving early an

“Employee Call-Off” form must be completed

by the manager and submitted with timesheets.

For scheduled time off a “Time Off Request”

form must be completed by the employee and

given to the manager in advance.

9. Employees taking a full day off will be re-

quired to use accrued time. A “Time Off Re-

quest” form must be completed by the em-

ployee and given to the manager for time

scheduled off in advance. For unscheduled

time off the “Employee Call-Off” form must

be completed by the manager and submitted

with timesheets.

48

4.2 Attendance

The absence or tardiness of any employee places

an unusual burden upon fellow employees and

may interfere with the provision of quality of ser-

vices. For this reason, regular attendance and

promptness in reporting to work are particularly

important and are factors considered in perform-

ance evaluation of all COMPANY employees.

Employees who violate the attendance policy will

be subject to disciplinary action up to and includ-

ing termination.

1. Call-offs must be communicated as far in ad-

vance as possible, but no less than 2 hours before

your scheduled shifts.

2. If you must unexpectedly be tardy or absent

from work, you must phone your immediate super-

visor at work, home, or cell phone prior to the be-

ginning of your shift. Sending a text message or

email is NOT an acceptable form of notification of

absence or tardiness, unless given prior approval

by Supervisor

Definition of Terms/Procedures:

a. Excused absence:

Absences shall be considered “excused”

when due, but not limited, to any of the

following:

61

4.8 Electronic & Telephonic Communications

It is the policy of the Agency that all electronic

and telephonic communications systems and all

communication transmitted by, received from, or

stored in these systems are the property of Com-

pany and as such are to be used for job-related pur-

poses.

The purpose of this policy is to ensure that all elec-

tronic and telephonic communication systems and

equipment are utilized for Agency related business

only. Any misuse of e-mail, internet and tele-

phonic communications such as accessing and/or

transmitting obscene, profane, or offensive mate-

rial is prohibited. Staff who abuse or misuse the

Agency’s electronic and telephonic communica-

tion systems will be subject to disciplinary action

up to and including termination.

No employee shall have any expectation whatso-

ever that any communication, transmission, docu-

ment or information contained or stored in such

systems is private or personal.

4.9 Personal Property

Employees are expected to exercise reasonable

care to safeguard items brought to work. Com-

pany does NOT assume responsibility for the loss

or theft of personal belongings, and employees are

advised not to carry unnecessary amounts of cash

or other valuables with them when they come to

60

Violations in the preceding 36 months.

Three Type D Violations in the preceding

36 months.

4.7 Personal Telephone Calls

Employees are expected to refrain from use of the

Agency telephone (office or cellular) for personal

usage. Employees are also expected to refrain from

the use of personal cellular phones for phone calls

or texting during working hours

1. All Agency telephone call usage may be

monitored by Company.

2. Personal calls at work should be avoided as

much as possible, and should occur only in

a case of an emergency.

3. Should a personal call be necessary, em-

ployees should limit personal use of

Agency telephones to five minutes.

4. Personal cell phone use for non-Agency

reasons should also be limited to break

times or before or after work.

5. Personal cell phones or devices should not

be visible during working hours. This in-

cludes ear pieces, belt clips, etc.

6. Employees violating this policy may be

required to reimburse Company for the cost

of the calls.

7. Any staff member found abusing this pol-

icy will be subject to disciplinary action.

49

Scheduled time off:

Time off work with appropriate notice,

documentation and/or approval, this

includes vacation time, short– term

disability, sick time that has been

prearranged (FMLA, surgery, doctor

appointments, etc)

jury duty

bereavement leave

military leave

any other prearranged leave of absence.

Scheduled time off must be requested by com-

pleting the ―Request for Leave‖ form.

b. Voluntary termination:

Three (3) consecutive days of no-call/no-

show or failure to return from an approved

leave of absence shall be considered a

voluntary termination

c. Tardiness:

For tardiness purposes, an occurrence is a

failure to report to work by an employee’s

scheduled starting time. There is thus no

“grace period”. A tardiness occurrence

may also be reported when an employee

comes back late from lunch or a break, or

leaves work earlier than the scheduled end

ing time. Such misconduct also violates

50

COMPANY work rules and may be ad-

dressed pursuant to that policy as well.

d. Unexcused absence:

Absences are considered “unexcused”

when due, but not limited, to any of the

following reasons;

1. No-call/no-show

2. Call-offs without proper notifica

tion (calling in less than 2 hours in

advance and/or not notifying direct

supervisor).

3. Call-offs on a scheduled holiday,

the day prior to or after a scheduled

holiday or an approved leave, or

failure to work a scheduled week

end.

4. Tardiness that causes a shift to be

filled by another staff or not filled

at all.

5. Leaving shift early

All unexcused absences will result in the deduction

of appropriate paid leave time, if applicable, and

are subject to disciplinary action.

e. Unscheduled time off: Call-offs from

scheduled work day/shift are considered

unscheduled time off. This includes, but

not limited, to call-offs for:

Personal or family illness

(with or without medical

certification)

59

Type C Violation Includes all moving

violations not classi-

fied as Type A or

Type B (speeding,

improper lane

changes, failure to

yield, running red

lights or stop signs).

Type D Violation Includes all non-

moving violations

(illegal parking, ve-

hicles defects, etc).

DECLINATION, TERMINATION, OR REAS-

SIGNMENT TO A NON-DRIVING POSI-

TION:

One or more Type A violations in the pre-

ceding 36 months.

Two or more Type B violations in the pre-

ceding 36 months.

Three or more Type C Violations in the

preceding 36 months.

One Type B Violation and two Type C

Violations in the preceding 36 months.

PROBATION (6 MONTHS):

One Type B Violation in the preceding 36

months.

Two Type C Violations in the preceding 36

months.

One Type C Violation and two Type D

58

and including discharge.

13. In the event of an accident, the first priority

is for ensuring appropriate medical care for

any injured person. A police report must

be filed for all accidents; including parking

lot damage and single vehicle damage.

The Director of Human Resources and Ex-

ecutive Director must be notified as soon as

possible, and no later than 24 hours after an

accident. An incident report must be com-

pleted within the same time frame.

VIOLATIONS:

Type A Violation Includes (but not

limited to) DWI/

DUI/OWI/OUI, Re-

fusing substance

abuse test, reckless

driving, manslaugh-

ter, hit and run, elud-

ing police officer,

any felony, drag rac-

ing, license suspen-

sion, and driving

while license sus-

pended. Any driver

with these types of

issues is a major

concern.

Type B Violation Includes all vehicle

accidents, regardless

of fault

51

Personal emergency

Vehicle break down

Inclement weather

Other

f. Excessive absenteeism:

1. Three or more instances of tardiness in a

calendar month

2. Three or more instances of unexcused

absence in a calendar month

3. More than 3 occurrences of unscheduled

time off during a three (3) month period.

g. Pattern of absenteeism:

Absences that follow a pattern that can be

identified over a period of time (i.e. call-ins

on Fridays, Mondays, before/after vacation

or holiday, etc.)

NOTE: Unscheduled time off due to illness for

three days or more may require medical certifica-

tion before paid time off can be used.

Employees using more than five (5) consecutive

days of sick time will be considered on Family and

Medical leave if they meet the requirements (see

FMLA policy). FMLA leaves will be considered

an Excused Absence once all documentation is re-

ceived.

Unscheduled time off without proper medical cer-

tification may be considered an unexcused absence

and disciplinary action may be taken.

52

4.3 Progressive Discipline

It is the policy of the Agency, when it deems it ap-

propriate, to provide supervisory intervention

when an employee’s performance/behavior is not

meeting Agency expectations. The process may

include the following steps:

Verbal warning

Written warning

Suspension (with or without pay)/Termination

Performance Improvement plan

Depending upon the severity of the infraction it

may be necessary to skip certain steps of the Pro-

gressive Discipline process or to not use it at all.

Supervisors should consult with Human Resources

prior to doing so. In cases of gross misconduct, or

if otherwise warranted in the supervisor’s judg-

ment, Progressive Discipline may be disregarded

and immediate termination can occur.

The use of one or more of these steps in any order,

lies within the sole discretion of COMPANY.

4.4 Appeal (formerly Grievance) Policy

There are three separate policies for bringing

different concerns to the attention of manage-

ment. For harassment and discrimination see

Illegal Harassment and Discrimination Policy

3.5. For all other concerns see Employee Com-

plaint Policy 3.7.

57

must have a current (not expired), valid,

unsuspended and unrestricted Michigan

driver’s license at renewal.

11. All employees driving personal vehicles to

transport clients or for Agency business

must have valid proof of full coverage in-

surance on file with the Human Resources

Department at time of hire and at renewal.

Notices will be sent to employees prior to

the renewal date indicating that an updated

copy must be submitted to Human Re-

sources.

12. Employees that fail to provide a valid

Michigan driver’s license and valid proof

of insurance will not be reimburse mileage

for use of personal vehicle.

All new moving violations and major driv-

ing related infractions, whether on personal

time or agency time in personal or agency

vehicle, MUST be reported to the Director

of Human Resources within 2 weeks of the

occurrence (i.e. speeding tickets, DUI’s, sus-

pensions, etc). Failure to report violations

will result in disciplinary action up to and

including termination.

12. All Company vehicles are insured for li-

ability and “no-fault” benefits. Uninten-

tional damage to vehicles is covered and

employees will not be held responsible for

the loss. Employees who are “at-fault” in a

vehicle accident may be disciplined up to

56

6. Staff and clients must wear seat belts at all

times when in an Agency vehicle. Food

and beverages are not to be consumed in

Agency vehicles. There is no smoking al-

lowed in any Agency vehicle. Vehicles

must be cleaned up after each use.

7. Any fines incurred for parking violations or

moving violations are the sole responsibil-

ity of the driver of the vehicle. Failure to

pay a fine in a timely manner will result in

disciplinary action and restitution.

8. Transporting unauthorized persons in

Agency vehicles is strictly prohibited. This

includes, but is not limited to: relatives,

friends, off duty employees, hitchhikers or

any person not employed or serviced by the

Agency. Personal business is not to be

conducted in Agency vehicles.

9. The Director of Human Resources will en-

sure that Motor Vehicle Reports (MVRs)

are obtained for all newly hired employees

and supervisors shall be informed of any

activity affecting an employee’s eligibility

to drive. All active employees have been

added to the State of Michigan MVR sub-

scription. The Director of Human Re-

sources will ensure the appropriate supervi-

sor is made aware of all MVR updates that

identify an employee as an unacceptable

driver or other designation, obtained

through the MVR subscription process.

10. All employees in positions that require the

operation of Agency or personal vehicles

53

Any employee who has a grievance with respect to

disciplinary actions may utilize the steps in this

policy to voice complaints and appeals of discipli-

nary action taken against the employee.

This process is not to be used for complaints

against co-workers, supervisors, managers,

Agency policy, etc. This process is only to be

used for disciplinary actions.

Step one - If any employee feels he/she has a

grievance related to recent disciplinary action it

should first be discussed with the immediate super-

visor. The employee has three days to inform the

supervisor of their complaint. The supervisor will

review the appeal complaint with the employee

and a determination will be made within 10 work-

ing days.

Step two - If the employee is dissatisfied with the

supervisor’s decision, he/she may submit the prob-

lem to the next level of supervision (i.e. Depart-

ment Director or Director of Human Resources) in

writing within three working days. The Director’s

written answer shall be presented to the employee

and the supervisor within ten working days after

receipt of the appeal.

Step three - If the employee is still not satisfied

with the results of “Step Two” the appeal com-

plaint may be made to the Executive Director in

writing within three days of the last determination.

The Executive Director’s decision will be given

within ten working days after receipt of the appeal

54

and will be final.

Failure to follow these steps by the employee will

result in the Agency not considering the complaint.

4.5 Leaving the Agency During Working Hours

Staff members are NOT permitted to leave the

Agency or their assigned responsibilities during

their working hours unless they obtain approval

from their direct supervisor. Staff may not simply

inform their supervisor, but MUST request permis-

sion to leave the Agency during working hours.

If an employee wishes to attend the funeral and/or

wake of current/former employees, family mem-

bers of current/ former employees or anyone else

associated with COMPANY during working hours

approval MUST be requested by the Department

Head, not just the employee’s immediate supervi-

sor.

Hourly employees who leave the Agency must

punch out when leaving and punch in when return-

ing. Failure to do so may result in disciplinary ac-

tion up to and including termination.

4.6 Agency Vehicles/Driving Policy

COMPANY provides Agency vehicles for the

business use of employees. Whenever possible,

Agency vehicles are to be used prior to using per-

sonal vehicles. Agency vehicles may not be used

55

for personal business.

The following rules apply to all employees that

drive Agency or personal vehicles for Agency

business:

1. All Agency vehicles must be signed out by

employees by documenting: name, time

out, destination, time in and approved by

Manager and/or Coordinator on shift prior

to taking a vehicle. Mileage logs in vehi-

cles must also be completed by all drivers.

2. Drivers of Agency vehicles must abide by

all State and local traffic ordinances.

3. No texting of talking on cell phones (unless

using a hands-free device) is allowed while

driving agency vehicles or using person

vehicle for agency business.

4. All drivers are required to maintain a valid

Michigan driver’s license and must be ap-

proved by the Human Resources Depart-

ment. Company reserves the right to deter-

mine who may or may not operate any

Agency vehicle according to standards es-

tablished by the employer in consultation

with the insurance carrier.

5. Staff required to drive as part of their job

responsibilities must maintain a valid

Michigan driver’s license and remain

within the standards established by the em-

ployer in consultation with the insurance

carrier (see MVR Monitoring Process be-

low). Staff that fail to meet these require-

ments are subject to termination.