EMPLOYEE HANDBOOK TABLE of CONTENTS Welcome Letter

Hospice of Southern Illinois, Inc.

Employee Handbook

And

Benefits Manual

Effective April 2018 EMPLOYEE HANDBOOK TABLE OF CONTENTS Welcome Letter ...... 4 Introduction to the Hospice of Southern Illinois Employee Handbook ...... 5 Section I Personnel Guidelines Employment and Employment-At-Will ...... 6 Guidelines on Non-Discrimination ...... 6 Equal Employment Opportunity ...... 7 Harassment Free Workplace ...... 9 Workplace Bullying ...... 11 Guidelines on Whistleblower Protection ...... 11 Employment Classification ...... 12 Guidelines on Recruitment ...... 13 Introductory Period ...... 14 Your Pay ...... 14 Guidelines to Nepotism ...... 14 Guidelines on Time and Attendance ...... 15 Guidelines Leave of Absence, FMLA or Military Leave, VESSA ...... 18 Guidelines on School Visitation Leave ...... 25 Pregnancy Rights ...... 25 Guidelines on Workers Compensation Insurance ...... 28 Solicitation Guidelines ...... 30 Smoking ...... 31 Alcohol and Drug-Free Workplace Policy ...... 32 Guidelines on Weapons and Search ...... 33 Standards of Appearance ...... 33 Office Staff Business Days and Casual Days Dress Guidelines ...... 35 Field Staff Dress Guideline ...... 37 Social Networking ...... 38 Telephone Usage and Courtesy ...... 39 Cellular Phone Usage & Cellular Telephone Allowance ...... 40 Guidelines on Equipment ...... 42 Guidelines on Confidentiality ...... 42 Guidelines on Visitors at the Workplace ...... 42 Employee Request Not to Participate in Aspect of Patient/Family Care ... 42 Guidelines on Resignation ...... 43 Reference Request ...... 44 Personnel Files and Health Files...... 44

Section II Disciplinary Guidelines ...... 46

Section III Benefits Manual Introduction ...... 48 Paid Time Off (PTO) ...... 48 Extended Illness Benefit (EIB) ...... 53 Holidays ...... 56 Insurance: Health and Life ...... 56 Wellness ...... 57 Retirement ...... 58 Health Insurance Continuation - COBRA ...... 58 Flexible Spending Accounts ...... 58 Bereavement Leave...... 58 Court Leave ...... 59 Service Awards ...... 59 Guidelines on Changes to Employee Handbook & Benefit Manual ...... 61 Employee Verification ...... 62 Summary of Employee Handbook Revisions ...... 63

Dear Employee:

Welcome to the Hospice of Southern Illinois team. You are now an important part of the premier hospice in Southern Illinois.

We want you to be proud of the part you play in providing quality end-of-life care to the residents of Southern Illinois. Please be aware that whatever your role, you are vital to the success of this organization and ultimately to the quality of optimal care for those confronting life’s end.

The community expects the best from Hospice of Southern Illinois. Our renewed commitment to customer service extends not only to our external customers and their families, but also to internal customers – our fellow employees with whom we interact every day.

The information in this handbook is intended as a tool to help you become familiar with our organization, employment guidelines and benefits. It will also serve as a helpful reference throughout your employment with Hospice of Southern Illinois, so keep it close at hand. Please read this handbook carefully. If you should have any questions, please contact the Human Resources Director or your supervisor.

We extend a warm welcome to you, and hope you will have a long and successful career with Hospice of Southern Illinois.

Sincerely,

Amy L. Richter, MBA, FHFMA, CPA, CGMA President and CEO

INTRODUCTION TO THE HOSPICE OF SOUTHERN ILLINOIS EMPLOYEE HANDBOOK AND BENEFIT MANUAL

This Employee Handbook and Benefits Manual is intended to provide information concerning employment with Hospice of Southern Illinois, Inc. Hospice of Southern Illinois’ Employee Handbook does not create a contract of employment with the employee; the employee remains an employee at will. This means that you can be terminated or let go at any time by Hospice of Southern Illinois for any reason or for no reason at all. Conversely, you understand that you can quit and terminate your employment at any time, for any reason or for no reason at all. You understand Hospice of Southern Illinois has an Employee Handbook and Benefits Manual. You understand that such a Manual serves only as a guideline and does not create a contract of employment.

This statement serves as notification that no supervisor, manager, or Hospice of Southern Illinois representative other than the President and CEO of Hospice of Southern Illinois has the authority to enter into any agreement with you for employment for a specified period or to make any promises or commitments contrary to this handbook and any such agreement must be in writing.

This Employee Handbook and Benefits Manual may be modified, deleted, or expanded as determined necessary by the Board of Directors of Hospice of Southern Illinois. An employee agrees that any such change shall become effective and apply to employee once distributed and acknowledgement is signed by employee.

You understand that this Employee Handbook and Benefits Manual serves as only a guideline, and does not create a contract of employment and does not give you contractual rights.

If you need further clarification regarding any aspect of the Employee Handbook and Benefits Manual, please contact the Human Resources Director or your supervisor.

If at anytime during your employment at Hospice of Southern Illinois, you are aware of or personally subjected to workplace wrongdoing, such as harassment, violence, discrimination, theft, etc., please contact Human Resources or your supervisor immediately.

5 SECTION I

HOSPICE OF SOUTHERN ILLINOIS PERSONNEL GUIDELINES

EMPLOYMENT AND EMPLOYMENT AT WILL

Hospice of Southern Illinois requires you to read this Handbook and Benefits Manual, which contains employment guidelines, rules on confidentiality, and conflicts of interests, harassment and equal employee opportunity, and to sign an Acknowledgement of Receipt of Employee Handbook and Benefits Manual.

Employees of Hospice of Southern Illinois do not have a written employment contract with Hospice of Southern Illinois and you are an at will employee. This means you can be terminated or let go at any time by Hospice of Southern Illinois for any reason or for no reason at all, and you can quit and terminate your employment at any time for any reason or for no reason at all. The Employee Handbook and Benefits Manual serves only as a guideline and does not create a contract of employment. Completion of the introductory period or confirmation of regular status does not change your status as an employee at will or in any way restrict the organization’s right to terminate your employment at any time or to change the terms or conditions of your employment.

GUIDELINES ON NON-DISCRIMINATION

Hospice of Southern Illinois is committed to providing an inclusive and welcoming environment for all members of our community and to ensure that employment decisions are based on individuals’ abilities and qualifications. Consistent with this principle and applicable laws, it is therefore our practice not to discriminate with respect to employment terms and conditions on the basis of age, gender, race, color, national origin, religion, creed, disability, pregnancy, veteran or family status or sexual orientation, gender identity or expression, or any other status or condition protected by applicable federal, state or local laws is also strictly prohibited. Such a practice ensures that only relevant factors are considered and that equitable and consistent codes of conduct and performance are applied.

Hospice of Southern Illinois has an ongoing commitment to people and to fair employment practices. As we have grown and expanded throughout the years, our work force has become more diverse. We believe that this diverse work force helps us realize our full potential. Recognizing and developing the talents of each individual brings new ideas. Hospice of Southern Illinois benefits from the creativity and innovative results when our employees who have different experiences, perspectives and cultures work together. We believe a well managed, diverse work force expands our base of knowledge, skills and cross-cultural understanding, which in turn, enables us to understand, relate and respond to our diverse and changing world.

If an employee witnesses or feels that they have been discriminated against, please immediately contact your supervisor, Human Resources Director, Chief Financial Officer, President and CEO, or designee.

EQUAL EMPLOYMENT OPPORTUNITY

Teamwork and success are built on a foundation of equality. For these and other reasons, Hospice of Southern Illinois strives to provide equal opportunity for all employees and is committed to providing a work environment free of discrimination.

Discrimination Prohibited Preventing discrimination begins with respect for and adherence to the law. Therefore, discrimination against individuals on the basis of age, gender, race, color, national origin, religion, creed, disability, pregnancy, veteran or family status, sexual orientation, gender identity or expression, or any other status or condition protected by applicable federal, state or local laws, except where a bona fide occupational qualification applies, is strictly prohibited. Such a practice ensures that only relevant factors are considered and that equitable and consistent codes of conduct and performance are applied.

Harassment Prohibited Verbal, physical, sexual or any other form of harassment that belittles or demeans any individual on the basis of age, gender, race, color, national origin, religion, creed, disability, pregnancy, veteran or family status, sexual orientation, gender identity or expression, or any other status or condition protected by applicable federal, state or local laws is also strictly prohibited. Such a practice ensures that only relevant factors are considered and that equitable and consistent codes of conduct and performance are applied.

Prohibited harassment includes conduct that has the purpose or effect of unreasonably interfering with an employee’s work performance or experience or creating a work environment that is hostile, intimidating or offensive.

Sexual advances; requests or demands for sexual favors; physical conduct of a sexual or harassing nature; pornographic objects, internet websites; sexual, racial, ethnic, national origin, disability or religious jokes; sexual, racial, ethnic, national origin, disability or religious slurs; and other harassing language or conduct that is meant to intimidate or that negatively impacts an employee’s work environment is strictly prohibited.

Workplace Equality

To promote equality, Hospice of Southern Illinois will administer and conduct all personnel practices and procedures including employment, compensation, benefits, evaluations, promotions, demotions, assignments, transfers, recruitment, layoffs and terminations, training, education, recreational and social activities, and safety and health programs, without regard to age, gender, race, color, national origin, religion, creed, disability, pregnancy, veteran or family status, sexual orientation, gender identity or expression, or any other status or condition protected by applicable federal, state or local laws, except where a bona fide occupational qualification applies.

This guideline applies to every employee that interacts with the workplace or who participates in work-sponsored activities no matter his or her authority, [or] position or classification. Violators of this guideline are subject to investigation and discipline including, but not limited to, termination.

Reporting Discrimination If you believe you are discriminated against or if you know or suspect discrimination to another employee or workplace participant, you must report it immediately to your supervisor or the Human Resources Director.

If you do not feel comfortable reporting as listed above or if you did report and are not satisfied with the response, then you should direct your report or dissatisfaction to Chief Clinical Officer, Chief Financial Officer, or the President/CEO.

If for any reason you do not want to discuss the matter with the persons or departments listed above, you may report the matter to Regulatory Compliance Department.

Please note that you are not required to confront the person or persons that have given you reason to report. However, if you experience wrongdoing, like discrimination or harassment, you must make a reasonable effort to make the wrongdoing known as soon as or soon after you experience or discover it. Discussing or reporting acts of discrimination or harassment to any person not listed above does not constitute a report.

Retaliation Prohibited

If you believe you are being subjected to retaliation for reporting a violation of this guideline, or participating in an investigation of a violation of this guideline, you should report the retaliation immediately in the manner provided above. Please note that you do not have to confront the person that is the source of the retaliation before reporting it, but to help prevent retaliation from continuing, you must report it.

Any employee or workplace participant that retaliates against another employee or workplace participant for making a good faith complaint of a violation of this guideline, or for assisting in an investigation of a complaint of a violation of this guideline, is subject to discipline or termination. Retaliation can include, but is not limited to harassment, discrimination, bullying or any other unfair treatment or abuse of power.

Workplace Investigations If warranted, Hospice of Southern Illinois will investigate credible allegations of discrimination, including harassment. Currently two non-biased managers act in the capacity of the investigation team. Hospice of Southern Illinois may use third parties to investigate allegations of discrimination. All employees have a responsibility to cooperate fully with any investigation. Unreasonable refusal to participate in an investigation of a complaint of discrimination may lead to discipline.

False Claims Prohibited

Any employee or workplace participant that makes a knowingly false claim of workplace wrongdoing, like a knowingly false claim of discrimination or harassment, may be subject to discipline or termination.

8 Questions About This Guideline

If you have questions, suggestions or concerns about this guideline, you should direct them to your supervisor or the Human Resources Director.

If you feel uncomfortable discussing your questions, suggestions or concerns about this guideline with the person or the department listed above, you can direct them to the Chief Clinical Officer, Chief Financial Officer, or the President/CEO.

If for any reason you do not want to discuss the matter with the persons or departments listed above, you may report the matter to Regulatory Compliance Department.

HARASSMENT FREE WORKPLACE

Hospice of Southern Illinois is committed to providing a work environment based on mutual respect and teamwork. That means a work environment free of harassment.

Harassment Prohibited

Hospice of Southern Illinois defines harassment as behavior or comments that create a hostile work environment for another person because of age, gender, race, color, national origin, religion, creed, disability, pregnancy, veteran or family status, sexual orientation, gender identity or expression, or any other status or condition protected by applicable federal, state or local laws.

Verbal, physical, sexual or any other form of harassment that belittles or demeans any individual on the basis of age, gender, race, color, national origin, religion, creed, disability, pregnancy, veteran or family status, sexual orientation, gender identity or expression, or any other status or condition protected by applicable federal, state or local laws is also strictly prohibited.

Prohibited harassment includes conduct that has the purpose or effect of unreasonably interfering with an employee’s work performance or experience or creating an environment that is hostile, intimidating or offensive.

Sexual advances; requests or demands for sexual favors; threats; physical conduct of a harassing nature, such as grabbing, groping, pinching, patting, massaging, pulling against another, rape, molestation; jokes; slurs; and other harassing language, such as comments, innuendoes, email, voicemail messages, gestures, leering or stalking; sexually related material such as pornography, objects, or pictures or internet sites; or conduct that is meant to intimidate or that negatively impacts an employee’s work environment is strictly prohibited.

Harassment Free Workplace Hospice of Southern Illinois does not tolerate and expressly prohibits harassment or any acts (physical, verbal or otherwise) that create a hostile or intolerable working environment for any employee, or volunteer, applicant, agent, contractor, customer, client or vendor, because of age, gender, race, color, national origin, religion, creed, disability, pregnancy, veteran or family status, sexual orientation, gender identity or expression, or any other status or condition protected by applicable federal, state or local laws.

9 This guideline applies to every person in the workplace and everyone who participates in work- sponsored activities no matter his or her authority, position or classification.

Reporting Harassment

If you believe you are harassed or if you know or suspect harassment to another employee or workplace participant, you must report it immediately to your Supervisor or the Human Resources Director.

If for any reason you do not want to discuss the matter with the persons or departments listed above, you may report the matter to Regulatory Compliance Department.

Please note that you are not required to confront the person or persons that have given you reason to report. However, if you experience wrongdoing, like harassment, you must make a reasonable effort to make the wrongdoing known as soon as or soon after you experience or discover it. Discussing or reporting acts of harassment to any person not listed above does not constitute a report.

Retaliation Prohibited

If you believe you are being subjected to retaliation for reporting a violation of this guideline, or participating in an investigation of this guideline, you should report the retaliation immediately in the manner provided above. Please note that you do not have to confront the person that is the source of the retaliation before reporting it, but to help prevent retaliation from continuing, you must report it.

Workplace Investigations

If warranted, Hospice of Southern Illinois will investigate credible allegations of harassment. Currently Hospice of Southern Illinois has two non-biased managers acting as the investigation team. Hospice of Southern Illinois may use third parties to assist in such investigations. All employees have a responsibility to cooperate fully in any such investigation. Unreasonable refusal to participate in an investigation of a complaint of harassment may lead to discipline.

False Claims Prohibited

Any employee or workplace participant that makes a knowingly false claim of workplace wrongdoing, like a knowingly false claim of harassment, will be subject to discipline or termination.

10 Questions About This Guideline

If you have questions, suggestions or concerns about this guideline, you should direct them to your Supervisor, or the Human Resources Director.

If you feel uncomfortable discussing your questions, suggestions or concerns about this guideline with the person, or the department listed above, you can direct them to the Chief Clinical Officer, Chief Financial Officer, or the President/CEO.

If for any reason you do not want to discuss the matter with the persons or departments listed above, you may report the matter to Regulatory Compliance Department.

WORKPLACE BULLYING

Hospice of Southern Illinois considers workplace bullying unacceptable and will not tolerate it under any circumstances.

Workplace bullying is behavior that harms, intimidates, offends, degrades or humiliates an employee, possibly in front of other employees, clients, or customers. Workplace bullying may cause the loss of trained and talented employees, reduce productivity and morale and create legal risks.

Hospice of Southern Illinois believes all employees should be able to work in an environment free of bullying. Managers and supervisors must ensure employees are not being bullied.

Any reports of workplace bullying will be treated seriously and investigated promptly, confidentially and impartially.

Hospice of Southern Illinois encourages all employees to report workplace bullying. Managers and supervisors must ensure employees who make complaints, or witnesses, are not victimized. If you witness or are subject to workplace bullying, please contact your supervisor, manager or Human Resources.

Disciplinary action including termination may be taken against anyone who bullies a team member.

GUIDELINES ON WHISTLEBLOWER PROTECTION

Hospice of Southern Illinois requires directors, officers and employees to maintain high standards of business and personal ethics in the conduct of their duties and responsibilities. As employees and representatives of Hospice of Southern Illinois, we must practice honesty and integrity in fulfilling our responsibilities and comply with all applicable laws and regulations.

Reporting Responsibility This Whistleblower guideline is intended to encourage and enable employees and others in identifying serious observed concerns internally and to bring these concerns to the attention of management so that Hospice of Southern Illinois can address and correct any inappropriate conduct and actions. It is the responsibility of all board members, officers, and employees, to report concerns about violations of Hospice of Southern Illinois’ Code of Conduct or suspect violations of law(s) or regulations that govern Hospice of Southern Illinois’ operations.

11 No Retaliation It is contrary to the values of Hospice of Southern Illinois for anyone to retaliate against any board member, officer, or employee who, in good faith, reports an ethics violation, or a suspected violation under law, such as a complaint of discrimination, suspected fraud, or suspected violation of any regulation governing the operations of Hospice of Southern Illinois. An employee who retaliates against someone who has reported a violation, in good faith, is subject to discipline, up to and including, termination of employment.

Reporting Procedures Hospice of Southern Illinois has an open door policy and suggests that employees share their questions, concerns, suggestions or complaints with their supervisor. If you are not comfortable speaking with your supervisor or you are not satisfied with your supervisor’s response, you are encouraged to speak with the Human Resources Director, Chief Financial Officer, or the President/CEO or designee. Supervisors and managers are required to report complaints or concerns about suspected ethical and legal violations, in writing, to the Compliance Officer, President/CEO or designee, who has the responsibility to investigate all reported complaints. Employees with concerns or complaints may also submit their concerns in writing directly to their supervisor, the Human Resources Director, the Compliance Officer, Chief Financial Officer, or the President/CEO or designee.

Or employees may call the Hospice Compliance Hotline at 1-888-765-7408.

Compliance Officer The Hospice of Southern Illinois’ Compliance Officer is responsible for ensuring that all complaints about unethical or illegal conduct are investigated and resolved. The Compliance Officer will advise the President/CEO or designee, of all complaints and their resolution and will report, at least annually, to the Board of Directors on compliance activity.

Acting in Good Faith Anyone filing a written complaint concerning a violation or suspected violation must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation. Any allegation that proves not to be substantiated and which proves to have been made maliciously or knowingly to be false, may be viewed as a serious disciplinary offense.

Confidentiality Violations or suspected violations may be submitted on a confidential basis by the complainant. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct a thorough investigation.

Handling of Reported Violations The Hospice of Southern Illinois’ Compliance Officer will notify the person who submitted a complaint and acknowledge receipt of the reported violation or suspected violation. All reports will be promptly investigated and appropriate corrective action will be taken, if warranted, by the investigation.

Source: National Council of Nonprofit Associations

12 EMPLOYMENT CLASSIFICATION

The following employee classifications have been established by Hospice of Southern Illinois:

“Employee means a paid or unpaid member of the staff of a hospice program, or, if the hospice program is a subdivision of an agency or organization, who is appropriately trained and assigned to the hospice program.

Full-time Salaried Employee A regular full-time salaried employee is paid on a salary basis and meets the requirements for “exempt status” based on applicable Federal and State laws, does not receive overtime pay, and whose employment is for no definite term.

40 hour Full-time Hourly Employee One who works a minimum of 40 hours per week on a regularly scheduled basis, in no less than a six-month period of time, meets the requirements for “non-exempt status” based on applicable Federal and State laws, and whose employment is for no definite term.

36 hour Full-time Hourly Employee One who works a minimum of 36 hours per week on a regularly scheduled basis, in no less than a six-month period of time, meets the requirements for “non-exempt status” based on applicable Federal and State laws, and whose employment is for no definite term.

32 hour Full-time Hourly Employee One who works a minimum of 32 hours per week on a regularly scheduled basis, in no less than a six-month period of time, meets the requirements for “non-exempt status” based on applicable Federal and State laws, and whose employment is for no definite term.

Part-time Employee One who works a minimum of 20 hours and less than 32 hours per week on a regularly scheduled basis, meets the requirements for “non-exempt status” based on applicable Federal and State laws, and whose employment is for no definite term.

PRN Employee One whose employment is for no definite term and is scheduled to work on an “as needed” basis and meets the requirements for “non-exempt status” based on applicable Federal and State laws.

GUIDELINES ON RECRUITMENT

Newly created or vacated positions may be filled by promoting or transferring from within Hospice of Southern Illinois. Employees in good standing with regard to work performance and attendance, and have not received a final written performance correction within the last six (6) months may apply for promotions or transfer from one classification to another within the organization. Internal applicants may be considered based on length of service, special skills and other pertinent factors, as determined by the Human Resources Director, President and CEO of Hospice of Southern Illinois or designee.

The Human Resources Director, Chief Financial Officer, President and CEO of Hospice of Southern Illinois or designee may be the person responsible for filling any newly created or vacated position. In the event the President and CEO of Hospice of Southern Illinois determines that a position should 13 not be filled internally, that position might be filled under such procedures as the Human Resources Director, Chief Financial Officer, or President and CEO of Hospice of Southern Illinois directs.

INTRODUCTORY PERIOD

All employees of Hospice of Southern Illinois (HSI) must complete a one-hundred-eighty (180) day introductory period. During this introductory period, the employee may be terminated for any or no reason. Completion of the introductory period or confirmation of regular status does not change an employee’s status as an employee-at-will or in any way restrict the organization’s right to terminate such an employee or change the terms or conditions of employment.

During the first 180 days, Hospice of Southern Illinois personnel will orient you to the job duties and responsibilities. At that time an evaluation may be completed.

YOUR PAY

The pay week runs from 12:00a.m. Sunday through 11:59 p.m. Saturday. You are paid on a bi- weekly cycle and payday is every other Wednesday. Hospice of Southern Illinois prefers routine pay to be direct deposited, and your pay voucher is a personal statement of your earnings.

If your position requires the use of your personal vehicle, Hospice of Southern Illinois makes every effort to reimburse employees at the current IRS mileage reimbursement rate. However, Hospice of Southern Illinois reserves the right to reimburse at a lower rate than the IRS mileage reimbursement rate. If Hospice of Southern Illinois chooses to reimburse at a rate lower than the IRS mileage reimbursement rate, this information will be communicated to staff 30 days prior to such action.

Hospice of Southern Illinois is required by law to make certain deductions from your pay for Federal, State tax withholding and for Social Security. Other deductions will be made as authorized by you for benefit premiums, savings plan, and other insurance, etc. All deductions are listed on your pay voucher.

Questions about your pay should be directed to the Human Resources Director.

By law, Hospice of Southern Illinois is required to comply with any notice of garnishment or garnishment summons.

Timesheets are to be approved on a weekly basis. Employees are to ensure that all time worked is accounted for on their timesheet by end of business the Monday following the previous work week. All supervisors and managers are responsible for approving their employees’ time by 4:00 p.m. each Tuesday afternoon.

GUIDELINES ON NEPOTISM

For purposes of these guidelines the term Immediate Relative is defined as: spouse, children, stepchildren, step-siblings, grandchildren, parents, brothers, sisters, grandparents, parents-in-law, brothers-in-law, sisters-in-law, children-in-law. This guideline also applies to individuals who are not legally related but who reside in the same household.

14 It is the responsibility of the employer to follow hiring, promotion, or transfer practices which are fair and impartial.

Hospice of Southern Illinois makes every effort to select qualified individuals for every job opening. Therefore, Immediate Relative may be hired, provided no direct reporting relationship ever exists and/or the current Immediate Relative does not work within the same department or area of responsibility. Immediate Relatives may not be placed in a position that raises a conflict of interest. Whether a particular situation constitutes a conflict of interest will be decided by the President and CEO or designee.

If two current employees marry and there is a direct reporting relationship involved, every effort possible will be made to reasonably accommodate the two individuals through transfers, retraining, etc. As stated earlier, there will be no direct reporting relationship between Immediate Relatives. No special considerations will be given to Immediate Relatives for work assignments, vacations, shift schedules, days off, or other business related decisions.

Immediate Relatives are subject to the same standards of performance as non-related employees. Therefore, Immediate Relatives who allow their relationship to adversely affect their work performance will be subject to the same standards of corrective action as non-Immediate Relative employees.

GUIDELINES ON TIME AND ATTENDANCE

Proper recordkeeping of time worked is an obligation of the employee. Employees will be instructed by their Department Manager/Supervisor or designee of proper recordkeeping techniques and the time and attendance rules and regulations in accordance with the Department of Labor, Wage and Hour Laws and State Regulations. Any record created for this purpose is considered a legal document.

Definitions:

1. Scheduled Absence: An absence that has been scheduled in advance per your Departmental Procedures.

2. Unscheduled Absence: An absence that has NOT been scheduled in advance per your Departmental Procedures. An absence of one day OR two or more consecutive days for same reason OR tardiness OR leaving shift early OR no call/no show.

3. Tardy: Not reporting for your scheduled shift on time.

4. Leaving Shift Early: Leaving your scheduled shift prior to it’s ending time.

5. No Call No Show: You did not call your supervisor to inform your supervisor you are not able to report to your scheduled shift.

6. Calendar Week: 12:00a.m. Sunday through 11:59 p.m. Saturday.

7. Insufficient Notice: Less than one-hour notice.

Working Scheduled Hours

1. Employees are expected to work all hours as scheduled and be at their assigned work area at their scheduled start time ready to start work. Failure to do so may result in corrective action up to and including termination.

2. Unscheduled absences may be subject to corrective action. Unscheduled absences may be “approved” per review of the President/CEO or designee.

3. Without exception, employees are required to have at least one 24-hour period off per calendar week. A calendar week starts at 12:00 a.m. on Sunday through 11:59 p.m. on Saturday. This rule is mandated by the Fair Labor and Standards Act (FLSA). Failure to do so may result in corrective action up to and including termination.

4. Any overtime (hours worked in excess of 40 hours in a calendar week) must be pre-approved by the Department Manager/Supervisor or designee unless extreme circumstances exist. Failure to do so may result in corrective action up to and including termination.

Lunch/Meal Period

The Illinois Department of Labor states, all employees working 7.5 continuous hours must be allowed a meal period of at least 20 minutes, no later than 5 hours after the start of work. Since Hospice of Southern Illinois’ time keeping records are recorded in 15 minute increments, employees are to take a 30 minute lunch within the first 5 hours of their shift when working 7.5 continuous hours within a work day.

Work Break

While there is no requirement for breaks or rest periods under either Illinois or Federal law, employees who are scheduled to work eight consecutive hours may take two fifteen minutes of work break time as approved by their Department Manager/Supervisor or designee.

Scheduling work breaks depends on the demands of the department. An employee who takes an unapproved break or a break longer than fifteen minutes is subject to corrective action up to and including termination.

Low Census

The employer has the right to require time off due to low census. If an employee is required not to report to work due to low census, the employee is not required to utilize PTO for that time off. Employees directed not to report to work due to low census, that time away from work will not be counted as an “unscheduled absence”.

16 Use of Corrective Action for Violation of Time and Attendance Guidelines

Unscheduled Absenteeism Violations

1. An employee who has successfully completed the introductory period and who has 3 or more unscheduled absences in a three-month period may receive a written corrective action.

Unscheduled absences of more than three consecutive days due to illness will require a physician’s statement upon returning to work. All unscheduled absences require proper notification to the Department Manager/Supervisor or designee.

2. Continuation of unscheduled absenteeism with two or more unscheduled absences the next three-month period may result in a final written corrective action.

3. Further continuation of absenteeism with two or more unscheduled absences in the next three-month period may result in termination of employment.

Minimum Notification Requirement Violations

1. An employee who gives insufficient notice of unscheduled absence (less than one-hour before scheduled shift) on three unscheduled absences within a three-month period may receive a written corrective action.

2. Continuation of insufficient notice of two more unscheduled absences in the next three- month period may result in final written corrective action.

3. Further continuation of the problem of insufficient notice of two additional unscheduled absences in the next three-months may result in termination of employment.

On-Call and Weekend Violations

1. More than one absence of unscheduled on-call or weekend absence in a three-month timeframe may result in a written corrective action.

2. Continuation of unscheduled absence on-call or weekend absence in a three-month timeframe may result in a final written corrective action.

3. Further continuation of the problem of unscheduled absence on-call or weekend absence in a three-month timeframe may result in termination of employment.

Holiday Absenteeism Violations

1. More than one unscheduled holiday absence in a three-month time frame may result in a written corrective action.

2. Each additional unscheduled holiday absence in a three-month time frame may result in final written corrective action.

17 3. Further continuation of an unscheduled holiday absence in a three-month timeframe may result in termination of employment.

Tardiness Violations

1. An employee who is tardy to work for three or more scheduled shifts in a three-month time period may receive a written corrective action. A tardy is defined as not reporting on time for your scheduled shift.

2. Continuation of tardiness with two or more occurrences in the next three-month period may result in a final written corrective action.

3. Further continuation of tardiness with two or more occurrences in the next three-months may result in termination of employment.

Leaving Shift Early Violations

Employees are not to leave before the end of their scheduled shift unless instructed by their Department Manager/Supervisor or designee due to the departmental needs.

1. An employee who leaves before the end of their schedule shift without the consent of their Department Manager/Supervisor or designee for three or more scheduled shifts in a three-month time period may receive a written corrective action.

2. Continuation of an employee leaving before the end of their scheduled shift without the consent of their Department Manager/Supervisor or designee for two or more scheduled shifts in a three-month period may result in final written corrective action.

3. Further continuation of an employee leaving before the end of their scheduled shift without the consent of their Department Manager/Supervisor or designee two or more occurrences in the next three-month period may result in termination of employment.

No Call No Show

1. A No Call No Show is defined as an employee failing to show up for his/her scheduled shift and failing to notify the appropriate Department Manager/Supervisor or designee that he/she will not be showing up for work.

2. An employee may be given a written corrective action after one occurrence of No Call No Show stating that the expectation is no additional No Call No Show occurrences for the duration of employment.

3. If an additional No Call No Show occurs during the course of employment, a final written corrective action may be issued.

4. If a third No Call No Show occurs during the course of employment, termination of employment may result.

18 GUIDELINES LEAVE OF ABSENCE, FAMILY MEDICAL LEAVE ACT (FMLA) OR MILITARY LEAVE

Employees must be employed by Hospice of Southern Illinois for ninety (90) days prior to requesting Paid Time Off. All requests for leave must be submitted by the employee on the “Request for Time Off” form and submitted to their supervisor or designee. Under certain extenuating circumstances an employee may be granted up to six (6) months leave of absence for reasons not included in the Family and Medical Leave Act (FMLA). The granting of such leave of absence, and the terms and condition of such leave, shall be entirely within the discretion of the Human Resources Director or President and CEO or designee. Under these circumstances, the employee will be required to exhaust all Paid Time Off (PTO) and Extended Illness Benefit (EIB) (if applicable) while on leave unless they have voluntary short term disability.

If an employee has voluntary short term disability, and is off due to a medical situation not covered under the FMLA, they will be required to submit a claim for benefits under their voluntary short term disability policy. However, under no circumstances shall employees who are not eligible for FMLA be off longer than their accumulated PTO/EIB regardless if they are utilizing short-term disability benefit. Under no circumstances may an employee be paid PTO, EIB and short-term disability concurrently.

Family and Medical Leave Act

Hospice of Southern Illinois will comply with the provisions of the Federal Family and Medical Leave Act (FMLA) of 1993.

1. Because of the birth of your son or daughter and in order to care for such son or daughter. 2. Because of the placement of a son or daughter with you for adoption or foster care. 3. In order to care for your spouse, son, daughter, or parent, if such spouse, son, daughter, or parent has a “serious health condition.” (see definition below) 4. Because of a “serious health condition” that makes you unable to perform the functions of your position.

“Serious health condition” means an illness, injury, impairment, or physical or mental condition that involves inpatient care in a hospital, hospice, or residential medical care facility; or continuing treatment by a health care provider. Son or daughter is defined as a child under the age of 18 unless they are incapable of self-care because of a physical or mental disability as defined under the Federal Americans with Disability Act at the time the FMLA leave begins.

Hospice of Southern Illinois will utilize a rolling 12 month period for FMLA purposes from the time an employee first commences FMLA leave. If an employee takes leave due to their own serious health condition and the employee has voluntary short-term disability, benefits paid from the voluntary short-term disability policy will run concurrent with FMLA leave. The employee will be required to take PTO and EIB, during the voluntary short-term disability benefit elimination period. Employees who are not enrolled in the voluntary short-term disability are required to utilize all EIB and PTO concurrently with FMLA leave prior to taking unpaid FMLA leave. Employees taking 19 intermittent FMLA leave must utilize their EIB and PTO for FMLA leave time off and must arrange medical treatments and appointments to minimize work disruptions. Under no circumstances will an employee be allowed more than 12 weeks of leave. You will retain your employee benefits on the same basis as you did while you were actively employed. Your anniversary date will remain the same regardless of time taken off.

If two spouses work for Hospice of Southern Illinois, they are limited to a combined total of 12 weeks of FMLA leave because of the birth, adoption, or foster care placement of a child, or to care for a parent with a “serious health condition”. Spouses remain eligible to take FMLA leave individually for other FMLA-qualifying reasons from the time that remains out of the original 12- week leave designation.

To request Family or Medical Leave, you must submit a “Request for Time Off” form 30 days prior to leave to your supervisor who will then notify Human Resources. An employee who can not provide at least 30 days advance notice for their need for leave because of a change in circumstances or a medical emergency, must notify their supervisor as soon as practicable. All FMLA leave will be approved by the Human Resources Director or the President and CEO, or designee. Hospice of Southern Illinois will require that a request for Family or Medical Leave be supported by a certification issued by the health care provider for you or for your son, daughter, spouse, or parent, as appropriate.

A Certification of Health Care Provider form will be provided to you. When an employee is previously approved for FMLA leave and qualify for additional FMLA leave due to another FMLA leave qualifying reason, Hospice of Southern Illinois will require additional Certification of Health Care Provider as necessary.

The Certification of Health Care Provider must be completed and returned to Hospice of Southern Illinois within fifteen (15) calendar days from the date the certification is provided. During FMLA leave, the employee must keep their supervisor informed and updated on their condition and the estimate duration of leave. Employees must notify their supervisor of their intended date to return to work from leave. If an employee needs to take more or less FMLA leave than originally anticipated, they must notify Hospice of Southern Illinois within two business days of learning this information.

Where FMLA leave is taken because of your own serious health condition, you will be required to provide a fitness for duty certification from your physician upon your return from Family or Medical Leave. You may be reinstated to your former position, or to a comparable position with equivalent pay, benefits and other employment terms and conditions. Hospice of Southern Illinois will maintain group health plan benefits for employees on FMLA leave. An employee on FMLA leave must pay their premium co-payments while they are on FMLA leave and will be notified how to make the payments for their share of their group health plan premiums during their leave. If Hospice of Southern Illinois terminates an employee’s group health insurance coverage due to nonpayment of premium co-payments, Hospice of Southern Illinois will provide written notice to the employee 15 days prior to the termination of coverage. An employee who does not return to work from FMLA leave or an employee who lost coverage due to nonpayment of premium co-payments can continue their group health insurance coverage under COBRA.

Hospice of Southern Illinois complies with all aspects of the Family and Medical Leave Act of 1993 for all locations. Accordingly, Hospice of Southern Illinois will not discriminate against you in any way for requesting or exercising your Family or Medical Leave rights.

20 Military Family Leave – Amended To The FMLA Leave Act

On January 28, 2008 President Bush signed into law the National Defense Authorization Act for FY 2008 (NDAA), Public Law 110-181. Section 585(a) of the NDAA amended the FMLA to provide eligible employees working for FMLA leave covered employers.

This policy addresses FMLA leave for eligible employees because employees’ circumstances qualify for leave due to a spouse, child, or parent being called up for or on active duty in the Armed Forces or to care for a servicemember who is their spouse, child, parent, or next of kin (person’s closest living relative) and becomes seriously ill or injured while serving on active duty in the Armed Forces.

If you have worked for Hospice of Southern Illinois for at least 12 months and accumulated at least 1,250 hours within that prior 12 months, then you are entitled to up to 12 weeks of Family or Medical Leave during a 12-month period. An employee who returns to work from National Guard or Reserve military duty are credited for the time that they are on military leave to meet the 1,250 hours of service.

1. Eligible employees can take up to 12 weeks of FMLA Leave for Military-Related Leave in a 12-month period because your spouse, child, or parent who is a servicemember of the Armed Forces’ Reserve components or National Guard or retired servicemember of the Armed Forces or Reserves and is on active duty or called to active duty status in support of a contingency operation (a military operation that is 1) designated by the Secretary of Defense as an operation in which members of the Armed Forces are or may become involved in military actions, operations, or hostilities against any enemy of the United States or against an opposing military force; or 2) results in the call or order to, or retention on, active duty of members of the uniformed services under Section 688, 12301(a), 12302, 12304, 12305, or 12406 of Title 10, Chapter 15 of the Title 10, Subtitle A, Part 1, or any other provision of law during a war or during a national emergency declared by the President or Congress). Leave is not available for family members of servicemembers who are part of the regular Armed Forces. Circumstances that qualify for leave include:

a. Military events or related activities: employees can take leave to attend official ceremonies, programs, or events sponsored by the military that are related to servicemembers’ active duty or call to active duty or attend family support or assistance programs and information briefings sponsored or promoted by the military, military service organizations, or the American Red Cross that are related to servicemembers’ active duty or call to active duty. b. Childcare and school activities: employees can take leave to arrange alternative childcare, provide childcare on an urgent, immediate need (but not everyday) basis, enroll in or transfer a child to a new school or day care facility, or attend meetings with school or day care staff (such as parent-teacher conferences) due to servicemembers’ active duty or call to active duty service (children include servicemembers’ biological, adopted, or foster children; stepchildren; legal wards; or children for whom servicemembers’ have day-to-day responsibilities to care for and financially support; children must be under age 18, unless they are incapable of self-care because of a mental or physical disability at the time the FMLA leave begins). c. Financial and legal arrangements: employees can take leave to make or update financial or legal arrangements to address servicemembers’ absence while on active duty or call to active duty, such as executing power of attorney, transferring 21 bank account signature authority, or obtaining military identification cards and to act as the servicemembers’ representative before governmental agencies to obtain, arrange, or appeal military service benefits while servicemembers are on active duty or called to active duty and for 90 days following termination of active duty status. d. Counseling: employees can take leave to attend counseling that is provided by someone other than a healthcare provider for servciemembers or their children for needs arising from servicemembers’ active duty or call to active duty. e. Post-deployment activities: employees can take leave to attend arrival ceremonies, reintegration briefings and events, and other official ceremonies or programs sponsored by the military that occur within 90 days following termination of servicemembers’ active duty status or to address issues arising from servicemembers’ death while on active duty, including meeting and recovering the body and making funeral arrangements. f. Additional activities: employees can take leave to address any other events that arise from servicemembers’ active duty or call to active duty when agreed to by Hospice of Southern Illinois and the employee that such events qualify for leave and agree upon the timing and duration of the leave.

2. Eligible employees can take up to 26 weeks of FMLA leave during a single 12-month period to care for a servicemember who is their spouse, child, parent, or next of kin with a serious illness or injury incurred in the line of duty while on active duty as a member of the Armed Forces, including the National Guard or Reserves, and is:

a. Undergoing medical treatment, recuperation or therapy. b. Assigned as an outpatient to a military medical treatment facility. c. Assigned to a unit providing command and control of Armed Forces’ members who are receiving outpatient medical care. d. On the temporary disability retired list.

Leave is not available for former servicemembers of the Regular Armed Forces, Reserves, or National Guard and servicemembers on the permanent disability retired list.

Hospice of Southern Illinois will count a rolling 12 month period for FMLA leave for Military- related purposes. Employees taking FMLA leave for Military-related purposes must utilize their PTO concurrently with leave until PTO expires and unpaid leave begins. Under no circumstances will an employee take more than 26 weeks within one 12 month period.

If two spouses work for Hospice of Southern Illinois and take FMLA leave to care for a servicemember with a serious illness or injury, they are limited to a total of 26 work weeks of leave during a single 12 month period for all FMLA-qualifying reasons.

To request FMLA leave for a Military-Related Leave, you must submit a “Request for Time Off” form 30 days prior to leave to your supervisor who will then notify Human Resources. An employee who can not provide at least 30 days advance notice for their need for leave because of a change in circumstances, must notify their supervisor as soon as practicable. All FMLA leave for a Military-

Related Leave will be approved by the Human Resources Director, Chief Financial Officer, or President and CEO, or in cases of her absence her designee. Hospice of Southern Illinois will require that a request for FMLA Leave for a Military-Related Leave be supported by a copy of the servicemembers’ active military orders and one of the following: 22

1. Signed statement or description of the facts regarding and supporting qualifying circumstances for which leave is requested, including copies military meeting announcements, confirmations of appointments with school officials, or copies of bills for financial or legal services. 2. The approximate start date of the leave. 3. If qualifying circumstances involve meeting with a third party, a brief description of the purpose of the meeting and contact information for that party, such as name, title, organization, address, telephone number, fax number and email address. 5. Certification from a health care provider.

During FMLA leave for a Military-Related Leave, the employee must keep their supervisor informed and updated on their condition and the estimate duration of leave. The employee must notify their supervisor of their intended date to return to work from leave. If an employee needs to take more or less FMLA leave than originally anticipated, they must notify the Human Resources Director or designee of Hospice of Southern Illinois within two business days of learning this information.

Hospice of Southern Illinois will maintain group health plan benefits for an employee on FMLA leave. An employee on FMLA leave must pay their premium co-payments while they are on FMLA leave and will be notified how to make the payments for their share of their group health plan premiums during their leave. If Hospice of Southern Illinois terminates an employee’s group health insurance coverage due to nonpayment of premium co-payments, Hospice of Southern Illinois will provide written notice to the employee 15 days prior to the termination of coverage. An employee who does not return to work from FMLA leave or an employee who lost coverage due to nonpayment of premium co-payments can continue their group health insurance coverage under COBRA.

You may be reinstated to your former position, or to a comparable position with equivalent pay, benefits and other employment terms and conditions.

Employees returned to work under a light-duty provision are to refer to Workers’ Compensation Guidelines regarding light duty.

Additional information on the amendments and a version of Title I of the FMLA with the new statutory language incorporated are available on the FMLA amendments Web site at: http://www.dol.gov/esa/whd/fmla/NDAA_fmla.htm.

EMPLOYEE RIGHTS AND RESPONSIBILITIES UNDER THE VICTIMS ECONOMIC SECURITY AND SAFETY ACT (VESSA)

EMPLOYEE ENTITLEMENT All employees may take up to twelve weeks of unpaid VESSA leave during each consecutive 12- month period for which eligibility criteria have been met. The initial 12-month period is measured forward from the date the employee first takes VESSA leave. The next 12-month period begins the first time VESSA leave is taken after completion of any previous 12-month period. VESSA leave shall be granted to enable employees who are victims of domestic or sexual violence to maintain financial independence necessary to leave abusive situations and to protect the civil and economic rights of employees who are victims of domestic or sexual violence and employees with a family or household member who is a victim. VESSA leave shall be granted to seek medical attention for, or recovery from, physical or psychological injuries caused by domestic or sexual violence to the 23 employee or employee’s family or household member; to obtain victim services for the employee or employee’s family or household member; to obtain psychological or other counseling for the employee or the employee’s family or household member; to participate in safety planning, including temporary or permanent relocation or other actions to increase the safety of the victim from future domestic or sexual violence; or to seek legal assistance to ensure the health and safety of the victim, including participating in court proceedings related to the violence.

EMPLOYEE ELIGIBILITY To be eligible for VESSA benefits, a Hospice of Southern Illinois employee must: (1) currently be an employee in active status; (2) be a victim of domestic or sexual violence or have a family or household member (defined as spouse, parent, son, daughter, and persons jointly residing in the same household) who is a victim.

APPLICATION PROCEDURES Employees should complete the TO BE COMPLETED BY EMPLOYEE portion of the VESSA Leave Form and submit it to their supervisor. The supervisor or department designee will review the documentation provided by the employee and forward to the Human Resources Department. Human Resources completes the TO BE COMPLETED BY HUMAN RESOURCES DEPARTMENT portion and returns a copy of the form to the employee.

CERTIFICATION Certification may be requested by the supervisor and Human Resources to verify eligibility for VESSA leave taken for reasons other than medical. This certification documentation may be in the form of (1) a sworn statement of an employee, agent, or volunteer of a victim services organization, an attorney, a member of the clergy, or other professionals from whom the employee or the employee’s family or household member has sought assistance; and (2) a police or court record or other corroborating evidence. Such certification shall be submitted to the Human Resources Department as requested. Any expenses associated with obtaining the certification shall be the responsibility of the employee.

FMLA medical certification issued by the employee’s or household members health care provider shall be required to support a request for unpaid VESSA leave for a serious health condition in accordance with Hospice of Southern Illinois Family and Medical Leave policies.

CONFIDENTIALITY Hospice of Southern Illinois shall keep confidential information provided by employees with regard to the use of VESSA leave, an employee’s notice of an intention to take VESSA leave, and any certification or corroborating information provided by employees, their agents, attorneys, clergymen, or other certifying individual or organization.

RETURN FROM VESSA LEAVE An employee who has been absent for VESSA leave shall be restored to the position of employment held by the employee when the leave commenced; or an equivalent position with equivalent employment benefits, pay, and other terms and conditions of employment. An employee on leave may be required to report periodically to the supervisor or Human Resources on his or her status and intention to return to work.

USE OF PAID AND UNPAID LEAVE Employees have the option to take VESSA leave with or without pay. An employee must to apply accrued Paid Time Off and/or Extended Illness Benefit (EIB must be used for medical absences of 24 three days or more in accordance with Hospice of Southern Illinois sick leave policies) during the twelve-week period in accordance with Hospice of Southern Illinois policies. Any portion of the twelve-week period for which accrued Paid Time Off is not applied shall be without pay.

EFFECT OF VESSA LEAVE ON LEAVE UNDER THE FAMILY AND MEDICAL LEAVE ACT (FMLA) This Act does not create a right for the employee to take a leave that exceeds the leave time allowed under, or in addition to, the leave time permitted by the Family and Medical Leave Act. For employees on VESSA leave who are also eligible for FMLA leave, VESSA leave time is not in addition to the 12-week FMLA entitlement when the reason for VESSA leave also qualifies under FMLA, but depletes the 12-week FMLA entitlement when used. An employee who may have exhausted all available leave under FMLA, for a purpose other than that which is available under VESSA, remains eligible for leave under VESSA.

INSURANCE COVERAGE DURING UNPAID LEAVE Coverage of group health, dental and vision insurance shall be continued by Hospice of Southern Illinois at the same level that coverage would have been provided if the employee had remained in continuous employment. Employees are responsible for paying the employee-paid portion of any insurance premiums presently paid by payroll deduction. If required payments are not made by the employee during the leave period, insurance coverage may be DISCONTINUED, and the employee will be offered continuation of benefits through COBRA. Employees are encouraged to contact the Human Resources Department.

Hospice of Southern Illinois may recover any premiums paid for maintaining coverage for the employee during any period of leave if the employee fails to return from VESSA leave after the period of leave to which the employee is entitled has expired and if the employee fails to return to work for a reason other than the continuation, recurrence, or onset of domestic or sexual violence or other circumstances beyond the employee’s control.

QUESTIONS Employees should discuss questions or disagreements about leave under VESSA with the Human Resources Department.

Interpretation of specific requirements of the VESSA policy is subject to provisions contained in the full text of the Act. Questions regarding the provisions of VESSA and the Illinois Department of Labor Regulations for its implementation should be directed to the Human Resources Department.

GUIDELINES ON SCHOOL VISITATION LEAVE

Illinois grants a limited amount of leave for certain activities relating to school activities through the School Visitation Rights Act. An employer must grant an eligible employee unpaid leave of up to a total of 8 hours during any school year, no more than 4 hours of which may be taken on any given day, to attend school conferences or classroom activities related to the employee’s child if the conference or classroom activities cannot be scheduled during nonworking hours.

No unpaid leave may be taken unless the employee has exhausted all accrued PTO. For regularly scheduled, nonemergency visitations, schools must make time available for visitation during both regular school hours and evening hours.

25 The employee must provide a written request for leave at least 7 days in advance of the time the employee is required to utilize the visitation right. In emergency situations, no more than 24 hours’ notice may be required. The employee must consult with their supervisor to schedule the leave so as not to unduly disrupt operations (820 ILCS 147/15).

An employee is eligible for school visitation leave if he/she is classified as a part-time employee working at least 20 hours a week and has been employed for more than 90 days (820 ILCS 147/10).

Employees eligible for school visitation leave, must complete the Request for Time Off Form indicating School Visitation (found on the employee portal – HR forms) and submit it to their supervisor for approval.

Source: http://hr.blr.com/HR-news/Benefits-Leave/FMLA-Leave-of-Absence

PREGNANCY RIGHTS Effective January 1, 2015, there was an amendment (P.A. 98-1050) to the Illinois Human Rights Act (775 ILCS 5/1 et seq.) to create additional protections for pregnant employees. This act applies to: 1. Any employer with more than one (1) employee. 2. Protects part-time, full-time, seasonal, as well as job applicants. 3. Covers employees who are pregnant, have recently given birth, or who have a medical or common condition related to their pregnancy or childbirth.

Under Public Act 98-1050, it is illegal for an employer to:

1. Refuse to hire, to segregate, or to act with respect to recruitment, hiring, promotion, renewal of employment, selection for training or apprenticeship, discharge, discipline, tenure or terms, privileges or conditions of employment, fringe benefits on the basis of pregnancy. 2. Fail to reasonably accommodate a pregnant employee unless the accommodation will impose an undue hardship. 3. Deny employment opportunities or benefits to or take adverse action against an otherwise qualified job applicant or employee if the denial or adverse action is based on the need of the employer to make reasonable accommodations to a pregnant employee. 4. Require a pregnant employee to accept an accommodation which the employee did not request and the employee chooses to decline. 5. Require an employee to take leave under any leave law or policy of the employer if another reasonable accommodation can be provided to the employee. 6. Fail to reinstate the pregnant employee to her original job or to an equivalent position with equivalent pay and accumulated seniority, retirement, fringe benefits, and other applicable service credits upon her signifying her intent to return or when her need for reasonable accommodation ceases unless the employer can demonstrate that the accommodation of reinstating the employee will impose an undue hardship on the ordinary operations of the employer. 7. Fail to post or keep posted in a conspicuous location on the premises of the employer, or fail to include in any employee handbook information concerning an employee’s rights under P.A. 98-1050. 8. Retaliate against an employee because the employee requested or was provided a reasonable accommodation.

Reasonable accommodation:

26 1. The burden is on the employee to make the request. 2. Once the employee makes the request, the burden shifts to the employer to grant the accommodation unless that employer can show that the accommodation would impose undue hardship on the ordinary operation of the business of the employer. 3. An accommodation would impose an undue hardship on the ordinary operation of the business of the employer if granting the accommodation would be prohibitively expensive or disruptive when considered in light of the following factors: a. The nature and cost of the accommodation needed; b. The overall financial resources of the facility or facilities involved in the provision of the reasonable accommodation, the number of persons employed by the facility, the effect on expenses and resources, or the impact otherwise of the accommodation upon the operation of the facility. c. The overall financial resources of the employer with respect to the number of its employees, and the number, type, and location of its facilities. d. The type of operation or operations of the employer, including the composition, structure, and functions of the workforce of the employer, the geographic separateness, administrative, or fiscal relationship of the facility or facilities in question to the employer. 4. A reasonable accommodation is a reasonable modification or adjustment to the job application process or work environment, or to the manner or circumstances under which the position desired or held is customarily performed, that enable an applicant or employee affected by pregnancy to be considered for the position or to perform the essential functions of that position. Examples include: a. More frequent or longer bathroom breaks. b. Breaks for increased water intake. c. Breaks for periodic rests. d. Private non-bathroom space for expressing breast milk and breastfeeding. e. Seating. f. Assistance with manual labor. g. Light duty. h. Temporary transfer to a less strenuous or hazardous position. i. The provision of an accessible worksite. j. Acquisition or modification or equipment. k. Job restructuring. l. A part-time or modified work schedule. m. Appropriate adjustment or modifications of examinations, training materials, or policies. n. Reassignment to a vacant position. o. Time off to recover from pregnancy. p. Leave necessitated by pregnancy. 5. The employer and the employee must engage in a timely, good faith, and meaningful exchange to determine effective reasonable accommodation. 6. An employer is not required to create additional employment that the employer would not otherwise have created, unless the employer does so or would do so for other classes of employees who need accommodation. 7. An employer is not required to discharge any employee, transfer any employee with more seniority, or promote any employee who is not qualified to perform the job, unless the employer does so or would dos so to accommodate other classes of employees who need it.

Medical Documentation

1. In response to a request for an accommodation, an employer can ask that the employee provide documentation from the employee’s healthcare provider if: a. The employer also requests similar documentation for conditions related to a disability. b. The request is job-related and consistent with business necessity. c. The request is limited to information concerning: i. The need or medical justification for the requested accommodation; ii. A description of the reasonable accommodation medically advisable; iii. The date the reasonable accommodation became medically advisable; and iv. The probable duration of the reasonable accommodation. 2. If an employer requests documentation which it is entitled to under P.A. 98-1050, an employee requesting the accommodation must submit to the employer the documentation requested. 3. Nothing in P.A. 98-1050 prohibits an employer from requesting documentation from the employee’s healthcare provider to determine compliance with other laws.

GUIDELINES ON WORKERS COMPENSATION INSURANCE

All employees are covered by Workers Compensation Insurance for work-related injuries or occupational illnesses. Work-related injuries or occupational illnesses suffered in employer- sponsored recreational programs (athletic events, parties, picnics, etc.) are generally not covered unless the employee is required by the employer to participate.

The entire premium for Workers Compensation is paid by your employer, and coverage is provided in compliance with the requirement of the State of Illinois. For work-related injuries or occupational illnesses, the employee is entitled to receive all necessary first aid, medical, surgical, and hospital services reasonably required to cure or relieve the effects of the work-related injury or occupational illness.

Prompt medical care is essential to the employee’s maximum recovery; therefore, the employer may refer the employee to a preferred occupational health facility for treatment. The employee is required to cooperate in reasonable programs to assist his/her recovery and return to work.

Temporary Total Disability (TTD)

If the employee must lose time from work in order to recover from a work-related injury or occupational illness, he/she is entitled to receive Temporary Total Disability payments (TTD). These benefits equal 66 2/3% of the employee’s gross average weekly wage, subject to certain minimums and maximums set by the state. No compensation is payable through the Workers Compensation Insurance Program for the first three (3) working days following the work-related injury or occupational illness unless the lost time continues for 14 calendar days or more from the date of the work-related injury or occupational illness.

Permanent Partial Disability (PPD)

Permanent Partial Disability (PPD) is the complete or partial loss of use of a part of the body or the partial loss or use of the body as a whole. Compensation for permanent partial disability is payable 28 only if the work-related injury or occupational illness results in some permanent loss. Certainly, not all work-related injuries and/or occupational illnesses result in permanent partial disability. The amount of PPD is determined by the State of Illinois. Using the values placed on loss of use or amputation of body parts established by the State of Illinois, an administrative law judge will make the final award. Obtaining an attorney of representation is purely optional. Employees choosing to use the services of an attorney can expect their final award to be reduced by approximately 25% to cover the cost of attorney fees.

Employee Responsibility

Each employee is responsible for reporting all accidents, no matter how minor, within 24 hours, to their Department Manager/Supervisor or designee. Failure to report a work-related injury or occupational illness has specific consequences: (a) possible loss of benefits under the Workers Compensation Program, and/or (b) a failure to report a work-related injury or occupational illness within 24 hours of occurrence may result in an unpaid suspension. The Department Manager/Supervisor or designee is responsible for submitting an Accident Report to the Human Resources office no later than 48 hours following the work-related injury or occupational illness. The Human Resources Director is to be notified immediately of any work-related injury or occupational illness requiring a visit to a hospital. The employer has a responsibility to file the required Report of Injury with the State of Illinois to avoid any delay in benefits for the employee. Your employer is committed to a safety program that includes doing everything necessary to protect the life and health of all of their employees and to comply with the regulations of the Occupational Health and Safety Act. Likewise, your employer expects each employee to do whatever is necessary to protect themselves and their fellow employees. The employee is also required to provide written medical reports to the Human Resources Director and should notify the Human Resources Director if he/she chooses a different doctor or hospital. Failure to do so can delay benefits.

The employer will pay the balance of the work day for any employee injured during regular working hours. Employees will not be entitled to wages for time lost from work due to subsequent doctor visits, physical therapy, etc. However, employees may choose to use PTO for any lost time. Workers Compensation Insurance does not provide benefits for the first 3 days of lost time unless the lost time continues for 14 calendar days or more from the date of the work-related injury or occupational illness. Under no circumstances can an employee accept or work any position outside of Hospice of Southern Illinois while out due to a work-related injury or occupational illness. Performing work for another employer or own company while out due to a work-related injury or occupational illness could be cause for discipline up to and including termination.

Your absence away from work due to a work-related injury or occupational illness will be automatically charged against your twelve (12) week entitlement under the Family and Medical Leave Act (if you qualify under FMLA). Your employer accrues PTO time based on hours compensated by the employer. Therefore, when an employee is off work due to a work-related injury or occupational illness and is not receiving PTO benefits (but may be receiving Workers Compensation benefits), the employee will not continue to accrue paid time off.

Light Duty Work

The employer will seek to find “light duty” work for employees who have work-related injuries, occupational illnesses, personal injuries, or personal illness, which will allow employees to return to work and perform a function that does not conflict with their medical restrictions. The “light duty” policy is not a guarantee of such work, and the type of work, duration and classification of employee’s assigned light duty is completely at the discretion of their Department 29 Manager/Supervisor or designee. Employees who have been released for “light duty” work will be assigned temporary light duty position(s) based upon management’s needs. Employees who are performing duties under the “light duty” program will continue to earn their basic hourly wage for a maximum period of 90 days. If an employee has not sufficiently recovered to return to the usual and customary position within this period, the company and employee will engage in an interactive process to determine if a reasonable accommodation can be made.

Work Releases

As long as the employee has been released for work but has not reached maximum medical improvement, the employer will allow the employee time off work for return doctor visits, but will not force the employee to continue treatment if he or she does not request further treatment. Employees must use PTO time for continued treatment or subsequent visits.

Drug/Alcohol Tests in Connection with Injuries/Accidents

An accident or injury during working hours requiring medical treatment by any licensed medical practitioner will automatically constitute “for cause” testing. (For more information on this subject, please refer Hospice of Southern Illinois Drug/Alcohol Policy).

SOLICITATION GUIDELINES

This guideline is to establish Hospice of Southern Illinois’ intent to have a work environment that is free from solicitation efforts that do not relate to our business or interests. Hospice of Southern Illinois encourages employees to participate in community events and fundraisers that benefit the organization; however, time spent at work is more productive and pleasant when not interrupted by solicitations and distributions of materials by employees. Employees may not solicit on work time (when either the employee or the person being solicited is on work time). Employees may not distribute any literature or other non-work related materials either on work time or in work areas, except as noted below.

Definition:

1. The terms “solicitation” and “organization” include any communication by any employee or group of employees to another employee or group of employees or volunteers that encourages, advocates, demands, or requests a contribution of money, time, effort, or personal involvement or membership in any fund (charitable or otherwise), collection, athletic team, social, fraternal, religious, civil, or labor organization of any kind or type, or the purchase of any merchandise, raffle tickets, etc. (Unless Hospice of Southern Illinois sponsored fundraising.)

2. The terms, “insignia,” “badges,” or “buttons” include any symbol or ornamentation that identifies, or states a slogan of, or encourages membership in any fraternal, civic, charitable, political, religious, or labor-related club or organization.

3. The term “work time” is defined as that time an employee is scheduled and expected to be properly engaged in performing his/her work tasks.

4. The term “work areas” are all areas except break rooms, kitchens and specifically designated bulletin boards. 30

Approved Solicitations:

Hospice of Southern Illinois sponsored activities such as organizational fundraising, or other efforts that have been approved by Human Resources in conjunction with the employee, to support the mission of Hospice of Southern Illinois.

Prohibited Solicitations:

Examples of prohibited activities by employees during work time or in work areas include, but are not limited to, the following:

• Raffles • Charity drives • Trips • Sport pools • Cosmetic or jewelry sales • Bake sales • Sales of items to raise funds for organizations other than Hospice of Southern Illinois • Food fundraiser • Proposing and/or procuring membership in any organization • Email solicitations • Commercial or personal business sales

Employees found to be soliciting or distributing literature in violation of this policy will be subject to disciplinary action.

Hospice of Southern Illinois has provided “Advertising” bulletin boards at each location; normally located in each kitchen or lunch area. The purpose of these bulletin boards is allow employees to advertise personal items for sale.

Hospice of Southern Illinois may permit employees to schedule breaks to allow participation in events. In some instances, the company may approve collection of money for a particular hardship. All such approved solicitations are made only during regularly scheduled rest and lunch periods.

Employees must provide any and all advertised services outside of their work day and utilizing their personal equipment and resources. It is not appropriate to use Hospice of Southern Illinois’ computers, telephones, equipment, paper and related supplies for personal use.

Source: http://www.shrm.org/templatestools/samples/policies http://hr.vanderbilt.edu/policies/solicitation.php

SMOKING GUIDELINES

Smoking shall be prohibited at all times in any of the Hospice of Southern Illinois facilities and locations system-wide, at all meetings of the Hospice of Southern Illinois Board, Board Committees, employee or volunteer training, orientation, and/or workshop sessions and by any Hospice of Southern Illinois employee while providing services to a patient or patient’s family, whether in the patient’s home or otherwise.

Hospice of Southern Illinois promotes a smoke-free environment. Smoking (which includes electronic cigarettes) is prohibited at all times in and on any of the Hospice of Southern Illinois properties. Smoking is only allowed in personal vehicles.

If you see an employee, volunteer or visitor breaching the smoke-free guidelines, kindly request they move to their own vehicle.

Supervisors are to ensure that the above guideline is followed.

ALCOHOL AND DRUG-FREE WORKPLACE POLICY

Hospice of Southern Illinois is committed to a workplace free of alcohol and illegal drugs. The clear and unequivocal policy of Hospice of Southern Illinois is to maintain a drug-free workplace. Using, selling, buying, manufacturing or being under the influence of, or possessing illegal drugs or alcohol on the job or during any business-related activity are strictly prohibited. Working under the influence of prescription drugs that affect work performance is also prohibited.

Using, selling, buying, manufacturing or possessing illegal drug paraphernalia on Hospice of Southern Illinois’s property is prohibited.

Employees and volunteers must report to work with the mental and physical abilities to perform the essential functions of the job and no detectible levels of alcohol or illegal drugs should be in their system.

Violations of this policy will not be tolerated and will result in discipline, up to and including termination.

Everyone is responsible for eradicating the presence and influence of illegal drugs and alcohol in the workplace. With everyone’s efforts, Hospice of Southern Illinois can achieve its goal of maintaining a drug-free workplace.

Drug Testing and Physicals

All applicants for employment by Hospice of Southern Illinois to whom a job offer has been made will undergo a pre-employment/post offer drug test and physical. A confirmed positive test result will cause Hospice of Southern Illinois to withdraw its offer of employment.

In order to complete the hiring process, a pre-employment physical must be completed within thirty (30) days of the anticipated hire date stating the applicant is physically appropriate for the position.

Additionally, employees of Hospice of Southern Illinois may be required to undergo a drug and alcohol test under the following circumstances:

1. Post-Injury: Any employee injured on the job and seeks medical attention due to the injury, will be required to submit to a drug test.

2. Reasonable Suspicion: If a Hospice of Southern Illinois manager or designee reasonably believes an employee is not fit to perform his or her job duties and may be under the influence of alcohol or drugs, then the employee may be required to submit to a drug/alcohol test. 32

3 Return to Duty: An employee, who has been suspended for violation of this policy and has undergone rehabilitation, may be required to submit to a drug/alcohol test to verify the absence of drugs and alcohol before he or she returns to duty. An employee who voluntarily seeks rehabilitation and treatment must provide a written release from their physician to return to duty. They will be required to submit to random drug/alcohol testing.

4. Random: Hospice of Southern Illinois will conduct random, unannounced screening of employees to test for the presence of illegal drugs.

a) Midwest Occupational Medicine will generate a random list of employees for drug testing (10% of employees will be randomly tested each quarter) b) Human Resources will receive this list and complete the “Notice of Random Drug Screen Testing” form. These forms will be given to the Supervisor/Manager of the Department. c) The Supervisor/Manager will provide the employee with the “Notice of Random Drug Screen Testing” form and be directed to have testing completed the same day or next business day.

GUIDELINES ON WEAPONS AND SEARCH

Hospice of Southern Illinois prohibits, forbids and does not tolerate weapons on Hospice of Southern Illinois property, or during any Hospice of Southern Illinois - related activity.

Weapons include visible and concealed weapons, including those for which the owner has necessary permits. Weapons can include firearms, knives with a blade longer than three inches, explosive materials or any other objects that could be used to harass, intimidate, or injure another individual, employee, volunteer, manager or supervisor.

As a condition of employment, your employer may invoke its right, to the extent allowed by law, to require the employee to submit to an immediate search. This search can include the employee’s desk, locker, lunch box, briefcase, purse, wallet, packages, personal possessions, or other items located on the property of Hospice of Southern Illinois. Searches will be conducted in the presence of your immediate supervisor or designee, and another representative from either, Human Resources, Chief Financial Officer, the President/CEO or their designee.

If an employee suspects someone has a weapon in the workplace, please report those suspicions immediately to your supervisor, Human Resources or the President/CEO or designee.

Violation of this guideline may result in corrective disciplinary action, including suspension or termination of employment.

STANDARDS OF APPEARANCE

The President and CEO or designee may establish particular dress requirements for various positions. Please refer to the general guidelines for current standards of appearance.

Failure to comply with the provisions of the Standard of Appearance may result in disciplinary action up to an including termination.

OFFICE STAFF

General Guidelines

As employees of Hospice of Southern Illinois, we are required to maintain a professional business appearance. The appearance conveys a message to other staff members as well as the community/patients/families we come into contact with inside or outside our buildings. Good personal hygiene must be maintained at all times; clothing must be wrinkle-free, clean, not torn, ripped or with holes. If you are attending a meeting outside of Hospice of Southern Illinois, appropriate business attire must be worn. Name badges must be worn during work hours and in the performance of job duties. (Please refer to Standards of Performance for Name Badges.)

All employees of Hospice of Southern Illinois are required to maintain an acceptable level of personal hygiene, be properly groomed and neatly dressed in a manner consistent with the nature of the position occupied and in a manner that does not disrupt the operations of Hospice of Southern Illinois or the services provided to a patient. No clothing or adornments may be worn which might cause injury, discomfort, or embarrassment to patients, visitors or other employees. Hair color must be of a natural tone. Examples of natural tones would include black, brown, blonde, red and frosted; examples of unnatural tones would include blue, green, pink and purple. Employees should be mindful of our patients, families and vendors who may find tattoos and certain body piercings offensive; Hospice of Southern Illinois reserves the right to request clothing or another mechanism to cover such things. Odors that are offensive to others and/or may exacerbate allergies are unacceptable in the workplace and patients’ homes.

The President and CEO or designee may establish particular dress requirements for various positions.

Failure to comply with the provisions of the Policy may result in disciplinary action up to and including termination.

34 OFFICE STAFF - WOMEN Acceptable Unacceptable Monday – Thursday Suits/Blazers Jeans of any color Business Casual Dresses/Skirts (2” above knee No denim of any color maximum) Sleeveless dress/blouses (unless Dress blouses or polo-type shirts under a shirt or blazer) HSI logo wear with collar any color Dresses/blouses (tank/thin strap or except denim sleeveless style, unless worn under Jumpers a shirt or blazer) Sport or dress slacks (khakis/chinos Capri pants are acceptable) Sweatshirts/sweatpants Knit/Stretch pant (not form fitting) Thongs/sandals (with a strap Sweaters between big toe and second toe) T-Shirts solid colored under HSI shirt Statement clothing or blazer Shorts/skorts HSI logo T-Shirts Midriff exposure Crocs Stirrup pants Ankle/Cropped pants (no more Leggings than 4 inches above the ankle) High heels/wedges – more than 3 inches high From Memorial Day through Labor Day: Open-Toed Shoes and Sandals (no thong-type, beach-style or flip-flops that make noise)

Friday Jeans Statement clothing In addition to the Tennis shoes Sun dresses above Sweatshirts with HSI logo Tank/thin strap/sleeveless blouses HSI logo wear shirts with collars (unless worn under a shirt or Solid maroon t-shirts blazer) Sweatshirts/sweatpants Thongs/sandals (with a strap between big toe and second toe) Shorts Jogging suits Shorts/skorts Midriff exposure Stirrup pants Leggings High heels/wedges – more than 3 inches high

35 OFFICE STAFF - MEN Acceptable Unacceptable Monday – Thursday Ties (optional) Jeans of any color Business Casual Shirts with collar and sleeves No denim of any color Dress or sports slacks Thongs/sandals (with a strap (Dockers/Chinos are acceptable) between big toe and second toe) Sweaters Shorts HSI logo wear with collar Statement Clothing Sweatshirts/sweatpants Friday Jeans Statement clothing In addition to the Tennis shoes Sleeveless shirts above Sweatshirts with HSI logo Shorts HSI logo wear shirts with collars Jogging suits Solid maroon t-shirt Thongs/sandals (with a strap between big toe and second toe)

FIELD STAFF

General Guidelines

Good personal hygiene must be maintained daily; hair must be clean and well kept; while visiting patients, long hair must be tied back from the face; clothing and shoes must be wrinkle-free, clean, not torn, ripped or with holes. Hospice of Southern Illinois name badges must be worn during work hours and in the performance of job duties. (Please refer to Standard of Performance for Name Badges.)

All employees of Hospice of Southern Illinois are required to maintain an acceptable level of personal hygiene, be properly groomed and neatly dressed in a manner consistent with the nature of the position occupied and in a manner that does not disrupt the operations of Hospice of Southern Illinois or the services provided to a patient. No clothing or adornments may be worn which might cause injury, discomfort, or embarrassment to patients, visitors or other employees. Hair color must be of a natural tone. Examples of natural tones would include black, brown, blonde, red and frosted; examples of unnatural tones would include blue, green, pink and purple. Employees should be mindful of our patients, family and vendors who may find tattoos and certain body piercings offensive; Hospice of Southern Illinois reserves the right to request clothing or another mechanism to cover such things. Odors that are offensive to others and/or may exacerbate allergies are unacceptable in the workplace and patients’ homes.

The President and CEO or designee may establish particular dress requirements for various positions.

Failure to comply with the provisions of the Policy may result in disciplinary action up to and including termination.

36 FIELD STAFF - WOMEN Acceptable Unacceptable Monday – Thursday Maroon HSI logo shirt with collar Jeans of any color Solid maroon scrub shirt No denim of any color T-shirts solid of any color worn Sleeveless dress/blouses (unless under HSI shirts or blazer under a shirt or blazer) Solid navy, black, gray, brown, or Dresses/blouses (tank/thin strap or khaki skirts (2” above knee sleeveless style, unless worn under a maximum) shirt or blazer) Scrub pants, sport, dress, Capri pants knit/stretch (not form fitting) Sweatshirts/sweatpants slacks in solid maroon, navy, Open-toed shoes black, khaki, brown or gray Statement clothing Shoes must be sturdy walking Shorts, skorts type Midriff exposure Tennis shoes (clean-not torn) Stirrup pants Crocs Leggings Ankle/Cropped pants (no more Dangling jewelry than 4 inches above the ankle) High heels/wedges – more than 3 inches high Friday Jeans Sleeveless dress/blouses (unless In addition to the above under a shirt or blazer) Dresses/blouses (tank/thin strap or sleeveless style, unless worn under a shirt or blazer) Capri pants Sweatshirts/sweatpants Open-toed shoes Statement clothing Shorts, skorts Midriff exposure Stirrup pants Leggings Dangling jewelry High heels/wedges – more than 3 inches high

FIELD STAFF - MEN Acceptable Unacceptable Monday – Thursday Maroon HSI logo shirt with collar Jeans of any color Solid maroon collar shirt No denim of any color Solid maroon scrub shirt Shorts Scrub pants, sport or dress slacks Open-toed shoes/Flip-flops in solid navy, maroon, black, Statement Clothing khaki, brown, or gray Sweatshirts/sweatpants HSI T-shirts Sleeveless shirts Shoes must be sturdy walking Jogging suits type Tennis shoes (clean-not torn) Crocs

37 Friday Jeans Open-toed shoes/Flip-flops In addition to the above Shorts Statement Clothing Sweatshirts/sweatpants Sleeveless shirts Jogging suits

Fingernails: Must be natural and less than one-quarter inch long

Name Badges: Name badges will be worn at all times during work hours and in the performance of job duties. (please refer to Standards Of Performance for Name Badges)

If you have a question regarding the appropriateness of something you would like to wear, please discuss with your supervisor.

If your appearance is not acceptable within the Dress Guidelines, you could be subject to disciplinary action up to and including termination.

GUIDELINES ON SOCIAL NETWORKING

Hospice of Southern Illinois (HSI) encourages the use of social media to promote the organization in a positive way. In order to ensure compliance, all employees are required to adhere to the following standards:

1. In accordance with the Equal Employment Opportunity Commission, social media should not be used to discriminate against anyone.

2. Hospice of Southern Illinois reserves the right to examine any Hospice of Southern Illinois computer’s history and content and may seek removal of any content that does not meet the purpose of this standard or that is illegal, disrespectful, negative, offensive or inappropriate.

3. If administration sees that an employee is unable to follow the Policy and Standard of Performance for Social Networking, consequences may occur up to and including termination based on the nature and factors of social networking interactions.

4. All interactions, publications, and comments should be used in a way to share information with the community from an educational, informational, and social aspect without violating the Health Insurance Portability and Accountability Act (HIPAA) or laws that prohibit unauthorized sharing of patient health information.

5. Employees must never reference any patient, family, partner or employee change over any social media outlet that may violate HIPAA regulations and could be taken out of context for inappropriate use.

6. If HIPAA regulations are violated, an employee must complete a HIPAA Privacy Occurrence Report form in accordance with the Standard of Performance for HIPAA Privacy/Security Occurrence Reporting.

7. Employees are expected to comply with copyright infringement and plagiarism laws when on social media sites promoting the organization. 38 8. All employees will maintain the integrity of patient protected health information (PHI) by NOT sending or communicating patient information, financial information or private information on any social media site.

9. Hospice of Southern Illinois encourages any person willing to promote the organization’s reputation to interact, publish, and comment on behalf of the organization. These comments can be placed on any social media site with which Hospice of Southern Illinois is involved including, but not limited to, Facebook, Twitter, Snapchat, Blog, You Tube, Pinterest, Glassdoor, Google Plus, Instagram and Linked In.

10. When a defamatory remark(s) is made on any of the Hospice of Southern Illinois social media platforms, the reader is to notify the Print and Social Media Coordinator/designee and President and CEO. No comments are to be deleted/removed by anyone other than the Print and Social Media Coordinator, Community Relations and Education Director or Community Education Manager. Upon receipt of the content, a plan will be put in place as to how to proceed and respond in compliance with all applicable federal and state laws and Hospice of Southern Illinois’ Policies and Standards of Performance.

a. If a Hospice of Southern Illinois’ employee or volunteer is named in a post or if the post violates any applicable federal or state law or Hospice of Southern Illinois’ Employee Policies or Standard of Performance, a team comprised of the following individuals will review and respond to the post within 24 hours.

i. Community Relations and Education Director/designee or Community Education Manager/designee,

ii. Print & Social Media Coordinator/designee,

iii. Regulatory Compliance Director/designee,

iv. Human Resources Director/designee, and

v. President and CEO or Chief Clinical Officer

b. A face-to-face meeting will be held (if needed) within 5 business days of the post to discuss the post and its resolution. The face-to-face meeting will include:

i. Employee or volunteer named,

ii. Employee or volunteer’s supervisor,

iii. Print and Social Media Coordinator/designee,

iv. Human Resources Director/designess,

v. President and CEO or Chief Clinical Officer

11. If an employee wishes to submit an idea or information for a social media site, the following process must be followed:

39 a. All employees must email posting requests to [email protected]. A designee will assign the posting of the information on Hospice of Southern Illinois sites. Please put “Social Media Posting Request” in the subject header.

b. A guide for what information is needed to request a posting is located on the “Social Media Posting and Graphics Request Form” located on the Intranet. This can be found under Policies and Forms/HSI Forms/Marketing-Social Media Forms.

c. All requests will be reviewed within 5 business days from the date of the request. An email from the Print and Social Media Coordinator/designee will be sent to the employee upon receipt of the request. This will include verification of the date received, and the date the information will be posted, if approved. **Graphics requests may take up to 2 weeks to complete.

d. If an urgent need for posting/graphic occurs, employees should send an email to [email protected] in addition to contacting the Community Relations and Education Director by both email and phone. Please put “Urgent” in the subject header.

e. All graphics should contain logo, phone number (determined by location and event), and website to ensure brand consistency and quality control of our organization.

GUIDELINES ON TELEPHONE USAGE AND COURTESY

Employees are requested to use the following guidelines in all Hospice of Southern Illinois related telephone conversations:

1) Answer telephone promptly, clearly, and with a smile. 2) Identify yourself by Hospice of Southern Illinois and your name. 3) Provide correct answers to requested information. 4) Ask the caller if a message may be taken or if other assistance can be offered if the call is for another employee and they are unavailable. 5) Be polite when ending the call.

Incoming personal phone calls are discouraged, except in emergency situations. Outgoing personal calls are not to be made on Hospice of Southern Illinois business telephones except during break and meal periods.

GUIDELINES ON CELLULAR PHONE USAGE

Illinois Sate Law prohibits a person to operate a motor vehicle while using an electronic communication device to talk, compose, send, or read messages. The only exception is when a Hands-Free device is available. Illinois House Bill 72 prohibits the use of a wireless telephone while operating a motor vehicle on a roadway in a school or highway construction zone.

40 In circumstances in which employees are using cellular phones, the following guidelines are recommended:

1) Be brief on the cellular phone.

GUIDELINES ON CELLULAR TELEPHONE ALLOWANCE

This guideline applies to all full-time Hospice of Southern Illinois employees who utilize cell phones for business purposes.

Effective October 1, 2009, all cellular telephone users must comply with this guideline.

Hospice of Southern Illinois will provide authorized employees with an allowance for payment of monthly service charges. This allowance will be provided as non-taxable income to the employee, and will not be considered part of the employee’s base salary.

The President/CEO or designee may, at her sole discretion, authorize the payment of a non-taxable allowance to an employee if the employee’s job duties necessitate the use of a cell phone for Hospice of Southern Illinois business.

Each employee who will receive an allowance for monthly service charges must complete a Cell Phone Allowance Form bi-annually (January and July) with supporting documentation of cell phone usage for company business (current month bill).

In the event that an employee is on a paid leave of absence from work, the cell phone allowance will discontinue. Once an employee on paid leave of absence returns to work, the cell phone allowance will resume.

Allowances

It is the intent of this guideline to provide fair allowances to full-time employees for the business use of their cell phones while maintaining proper budget control.

Monthly cell phone service plan allowance: This allowance provides a monthly payment towards the cost of maintaining cell phone service for business purposes. The allowance is provided to the employee for as long as the President/CEO or designee determines that the employee qualifies. The appropriate allowance will be determined and documented by the President/CEO and Human Resources. The following positions will qualify for personal cell phone allowances.

Level I Reimbursement ($138/monthly): Medical Director

Level II Reimbursement ($94/monthly): Chief Executive Officer Chief Financial Officer Chief Clinical Officer

Level III Reimbursement ($70/monthly): Nurse Practitioner PharmD Pharmacy Resident 41

Level IV Reimbursement ($50/monthly): Clinical Services Manager Patient Care Supervisor

Level V Reimbursement ($30/monthly): Admission Nurse Bereavement Counselor Clinical Services Coordinator Clinical Services Manager Patient Care Supervisor Community Relations and Education Director Community Education Manager Community Education Coordinator Development Director Event Coordinator Facilities Manager Field Nurse Health Information Manager Human Resources Director Information Management Director Print and Social Media Coordinator Regulatory Compliance Educator Regulatory Compliance Director Social Worker

Level VI Reimbursement ($25/monthly): Field Staff Clinical Team Clerk Field Staff Clinical Office Coordinator Hospice Aides Information Technician Medical Services Coordinator Regulatory Compliance Education Manager Volunteer Services Coordinator Volunteer Services Supervisor

Community Ownership of cell phones

A cell phone acquired according to the provisions of this guideline is considered to be the personal property of the employee, and any service contract entered into by the employee is personal to the employee. Hospice of Southern Illinois will have no obligation, make no guarantees with respect to such contracts, and will not be held liable for misuse or abuse of any type. However, if the cell phone provider will provide discounted rates, Hospice of Southern Illinois will provide a letter to the cell phone provider that the cell phone is to be used for the conduct of Hospice of Southern Illinois business.

Confidentiality

Employees utilizing personal cell phones for business use may use the texting option, however, all texts must adhere to HIPAA confidentiality guidelines regarding patient information.

GUIDELINES ON HOSPICE OF SOUTHERN ILLINOIS EQUIPMENT

Each employee must sign in and out any Hospice of Southern Illinois owned equipment. Hospice of Southern Illinois equipment includes, but is not limited to, computers and other equipment used in the field. If equipment is stolen, a police report must be filed and if lost, misplaced, or damaged while in the employee’s control, notify the Information Management Director or designee as soon as possible. The employee may be responsible for any and all deductibles or costs associated with replacing the equipment.

GUIDELINES ON CONFIDENTIALITY

Hospice of Southern Illinois employees are annually required to sign a Standard of Performance for Confidentiality statement confirming their adherence to confidentiality requirements.

Carelessness or thoughtlessness leading to the breach of confidential information is not only unethical, but may subject the employee to legal liability. Failure to comply with the provisions of the Guidelines may result in disciplinary action up to and including termination.

GUIDELINES ON VISITORS AT THE WORKPLACE

Definitions Whenever they are used in this guideline, the following terms have the meaning set forth below unless otherwise expressly provided: a) Visitor – means any non-employee of Hospice of Southern Illinois

Any visitor must check in and out at the front desk in the main office, or with the Clinical Service Manager or designee at the Multiple Hospice Location. Visitors should be accompanied to their destination by a Hospice of Southern Illinois employee.

Visits by employee’s relatives and friends should be kept to a minimum and employees and visitors should be aware of surroundings so as not to disrupt the workplace.

No employee of Hospice of Southern Illinois may take their child, relative or friend on routine scheduled visits to patients in their homes, long-term care facilities, or hospitals. Under no circumstances, including emergency visits, on-call visits or visits at the time of patient’s death, will non-employees be allowed to accompany staff into patient care areas, unless they are part of an educational program pre-approved by the President and CEO or designee.

GUIDELINES ON EMPLOYEE REQUESTS NOT TO PARTICIPATE IN ASPECT OF PATIENT/FAMILY CARE

Purpose: To establish guidelines that address any request by an employee not to participate in an aspect of patient care, including treatment.

Included in Hospice of Southern Illinois’ Mission Statement are the commitment to quality health care service and the commitment to respond to the values and needs of our patients and employees. Hospice of Southern Illinois sets guidelines where these commitments may potentially conflict. 43

1) Hospice of Southern Illinois will attempt to make reasonable accommodations for all justified employee requests for exclusion from patient care or treatment resulting from a conflict with the employee’s personal values or beliefs; however, patients have the right to expect quality care from all employees regardless of the life style, religious beliefs, financial status, marital status, race, color, national origin, handicap, disability, disease, or age of the patient.

2) At the time of employment, the supervisor will review with the employee the expectations relative to patient care. Employees who refuse to assist in the care of any patient because of any of the factors listed above are subject to disciplinary action up to and including termination.

3) The Medical Director and/or the attending physician has the right to perform or order procedures which are legal and in conformance with patient and/or patient’s legal representative wishes, but which may be contrary to an employee’s religious, cultural, or ethical beliefs. These procedures include, but are not limited to, the following:

Do Not Resuscitate orders, withholding or removal of life-prolonging equipment, and blood transfusions.

Procedure:

1) Employee having religious, cultural or ethical objections to any of the listed procedures or practices must make their desire not to participate, known in writing at the earliest possible time.

2) Employees must provide a written request to their supervisor not to participate at the time they realize their beliefs are in conflict with the practices, usually upon hire. The President and CEO or designee decides on the justification of the requests. The decision will be filed in employee’s personnel record. Employees must continue to do their normal job duties until the request can be reviewed, acted upon and/or accommodated, if necessary.

GUIDELINES ON RESIGNATION

Although Hospice of Southern Illinois hopes that employment with the company will be a mutually rewarding experience, it is understood that varying circumstances do cause employees to voluntarily resign employment. Should this time come, employees are asked to follow the guidelines below regarding notice and exit procedures.

Procedure:

Notice of resignation. To facilitate a smooth transition out of the organization, hourly employees are encouraged to provide two weeks’ notice; management/supervisory employees are encouraged to provide 30 days’ notice.

Form of resignation notice. All resignations must be confirmed in writing. Employees may wish to complete the Employee Resignation form provided by Hospice of Southern Illinois for this purpose

44 or may submit other written notice that must include the reason for leaving and the effective date. The Employee Resignation form will be located on the intranet under Policies and Forms; HR Forms.

Pay in Lieu of notice. Management reserves the right to provide an employee with two weeks’ pay in lieu of notice in situations where job or business needs warrant. Such a decision should not be perceived as reflecting negatively on the employee, given that it may be due to a variety of reasons not known to the individual or other employees.

Rescission of resignation. Once an employee’s resignation has been accepted by their supervisor, a rescission of resignation may be considered by the manager after consultation with Human Resources and a member of the executive team. Employees who wish to discuss concerns about their continued employment before making a final decision to resign are encouraged to do so.

Eligibility for rehire. Former employees will be considered for open positions along with all other candidates and if hired, would be treated as new employees for purposes of benefits.

Reporting of employee departures. The Human Resources Department will email a notification of departing employees to all employees.

Exit interview. Resigning employees will be scheduled for an exit interview with a Human Resources representative to discuss questions or concerns related to employment with Hospice of Southern Illinois and to ensure that all company owned equipment is returned. Employees who fail to return all company property will be deemed ineligible for rehire.

Forwarding address and final pay. Contact Human Resources if you have a change in address. The importance of updating employee addresses is for mailing employees’ final check, W2 Forms for Income Tax purposes, as well as ensuring employee receives required benefit separation packets such as COBRA and 403(b) notifications. Final pay will be processed on the next scheduled payday. All unused PTO will be paid out on a separate check on the next scheduled payday.

Source: http://www.shrm.org/templatestools/

GUIDELINES ON REFERENCE REQUESTS

Hospice of Southern Illinois will answer written inquiries received from your prospective employer. Please inform prospective employers to direct their requests to Human Resources. Hospice of Southern Illinois will, when responding to a reference request, provide the following information:

1) Position held during employment with Hospice of Southern Illinois 2) Employment dates

GUIDELINES ON PERSONNEL FILES AND HEALTH FILES

Hospice of Southern Illinois maintains personnel files on all employees. Regular employee files are maintained at the Belleville/Administrative office. To ensure that your personnel file is up-to-date at all times, notify Human Resources of any changes in your name, telephone number, address, marital status, dependents, beneficiary designations, education, emergency contacts and other related information.

45 With the enactment of the Americans with Disabilities Act (ADA), Hospice of Southern Illinois maintains separate health files on all employees. Contents of the health file may vary from individual to individual. However, the following represents the items typically found in the health file: HBV/HIV/TB post-exposure documents, health questionnaire, disability and/or accommodation information and any other health/medical information.

Active employees are permitted access to their own personnel and health files. In addition, designated management is allowed to have access to information in personnel and health files on a restricted basis – that is upon approval of the Human Resources Director, Chief Financial Officer or President and CEO or designee.

If you are interested in viewing your own files, you should make an appointment with Human Resources Director, Chief Financial Officer, or the President and CEO. Please give as much advance notice as possible for this request to be accommodated. The Human Resources Director, Chief Financial Officer or President and CEO or designee will remain present while you inspect your file.

Employee’s request for copies of personnel or health files must be done in writing and each document’s name copied will be listed on the request which were released to the employee and this document will remain in the personnel and/or health file. Hospice of Southern Illinois may charge for copies of personnel or health files.

SECTION II

DISCIPLINARY GUIDELINES

GUIDELINES FOR DISCIPLINE

The failure of an employee to comply with the policies, procedures, standards of performances, guidelines, and/or codes of conduct established from time to time by Hospice of Southern Illinois may result in action taken to correct the failure by the President and CEO, his designee or the employee’s supervisor. This action may include verbal counseling/warning, written counseling/warning, written warning with suspension, and/or termination, and/or a letter of discharge, all at the discretion of Hospice of Southern Illinois.

Employees are at-will-employees and either Hospice of Southern Illinois or the employee can terminate the employment relationship at any time for any reason or no reason at all. This Employee Handbook and Benefits Manual serves as only a guideline, and does not create a contract of employment and is not binding on Hospice of Southern Illinois or employee. These guidelines are not mandatory for either the employee or the employer, but simply examples of actions that may be taken by Hospice of Southern Illinois.

Serious violations may result in immediate forms of discipline up to and including termination.

Examples of employee conduct considered justification for immediate suspension and/or termination include, but are not limited to:

1) Insubordination, meaning failure to carry out an order of management, including refusal to work on jobs assigned by an employee’s supervisor or designee.

2) Criminal or civil acts which reflect unfavorably upon Hospice of Southern Illinois.

3) Behavior which injures, or has the potential for causing injury, or jeopardizing the safety and well being of Hospice of Southern Illinois patients, families, care givers, visitors, community, volunteers or fellow employees.

4) Falsification, misrepresentation or material omissions on any application of employment, data requested by Hospice of Southern Illinois, Hospice of Southern Illinois employment records, time records, clinical records or any records maintained by Hospice of Southern Illinois.

5) Theft or destruction of property belonging to Hospice of Southern Illinois, other employees, a patient of Hospice of Southern Illinois or their families and care givers, whether or not a criminal conviction results from such conduct.

6) Use or possession of any controlled substance, including, but not limited to, marijuana, alcoholic beverages or narcotic drugs, while engaged in the service of Hospice of Southern Illinois.

7) Verbal, physical, or sexual assault and/or battery of any employee, volunteer, Hospice of Southern Illinois patient, family, or caregiver, whether or not a criminal conviction results from such conduct.

47 8) The conviction of any felony, whether or not related to the individual’s employment with Hospice of Southern Illinois.

9) The possession and/or use of a firearm or other weapon while providing services to Hospice of Southern Illinois or Hospice of Southern Illinois patients, families or care givers without prior written approval of the President and CEO or designee.

10) Disclosing confidential information regarding patients, families, caregivers, volunteers, visitors, employees, and/or confidential information maintained on any Hospice of Southern Illinois computer or database, to unauthorized person(s).

11) Significant performance problems.

12) Repetitive job performance problems.

13) Substantiated patient, family or facility complaints about performance or conduct.

14) Falsification or inadequate/incomplete entries on patient care documentation.

15) Sleeping on the job.

The supervisor will discuss with and receive approval from the Human Resources Director, Chief Financial Officer or President and CEO or designee prior to administering any disciplinary action with an employee.

INTRODUCTION TO THE HOSPICE OF SOUTHERN ILLINOIS BENEFITS MANUAL

This Benefits Manual is intended to provide employees of Hospice of Southern Illinois. with information concerning certain benefits of employment with Hospice of Southern Illinois. From time to time, these benefits may be modified, deleted or expanded as determined necessary by the Hospice of Southern Illinois Board of Directors at any time without prior notice. Written or oral statements are not to be interpreted in any way that alters the at-will relationship. This Benefits Manual shall not be construed as creating a formal, written employment contract between any employee and Hospice of Southern Illinois.

PAID TIME OFF (PTO)

Directive:

It is the practice of Hospice of Southern Illinois to provide employees paid time off to utilize to their best advantage and at the same time provide Hospice of Southern Illinois with the necessary control to maintain its function at an effective level.

Definitions:

Hours Budgeted: This is the number of hours utilized to determine the estimated the cost for departmental salaries. The hours budgeted are determined by looking at the average number of hours worked in previous years. When establishing census for budgeting purposes (based on census history), clinical hours are budgeted based upon projected census.

Hours Worked: As stated by the Society for Human Resources Management (SHRM), “Hours worked refers to actual hours worked during the workweek, excluding vacation, holiday and sick leave.”

Work Week: According to the Hospice of Southern Illinois Employee Handbook and Benefit Manual, the work week is from 12:00 a.m. Sunday through 11:59 p.m. Saturday.

Overtime Hours: The number of hours worked more than 40 hours within one work week. Illinois Department of Labor requires employers to pay hourly non-exempt employees overtime at a rate of 1½ times their regular rate of pay when they work more than 40 hours in a work week.

On-Call Time: Per SHRM, “On-call time is not considered work time if the employee can use the time spent on call primarily for his or her own benefit. If, however, an employee is required to wait at the employer's premises or at a particular location other than the employee's home, all of the waiting time must be counted as work time. Time not worked, whether or not it is paid time off, does not count toward the 40-hour threshold used to calculate overtime pay.”

49 Description:

Paid Time Off (PTO) are hours paid for the following: For non-exempt hourly employees, any time away from a scheduled day of work due to illness, personal time, vacation and/or all Hospice of Southern Illinois’ recognized holidays. For exempt salaried employees, any full day away from a scheduled day of work due to illness, personal time, vacation and/or all Hospice of Southern Illinois’ recognized holidays.

I. Eligibility

A. Regular status employees scheduled 24 or more hours per week will accrue PTO benefits. B. Regular status employees scheduled less than 24 hours per week, temporary employees and PRN employees do not qualify for PTO benefits. C. All regular status employees scheduled 24 or more hours per week who have completed three (3) months of employment to actual calendar day are eligible to use accrued PTO benefits. D. PTO hours will not be paid in advance of accrual or eligibility with the exception of Hospice of Southern Illinois recognized holidays which occur during the first 3 months of employment with Hospice of Southern Illinois. In this instance, non- exempt hourly employees will be paid the holiday by deducting accrued PTO, if available; if PTO does not cover the full holiday hours, remaining time will be time- off without pay. In order to ensure exempt status, exempt salaried employees will be paid the holiday by deducting accrued PTO if available; if PTO does not cover the full holiday hours, remaining time will be classified as paid, unworked time. E. Employees changing from PRN to regular status and have been employed longer than 3 months, do not have to wait 3 months to use their PTO.

II. Accrual

A. PTO benefits are calculated based on length of continuous service and the number of eligible hours worked in each pay period, not to exceed a maximum of 2080 hours in a calendar year.

B. PTO Level Definitions

1. Level I staff are all hourly staff.

50 The following schedule and factors apply to Level I staff scheduled 40 hours per week: Length of Hours Accrued Maximum* Days Maximum Continuous Service Per Pay Period Annual Accrued Accrual Hours

0 to 5 years 6.77 176 hours 22 264

6 years to 10 years 8.31 216 hours 27 324

11 years to 15 years 9.85 256 hours 32 384

16 years and over 10.77 280 hours 35 420

The following schedule and factors apply to Level I staff scheduled 32 to 39 hours per week:

Length of Hours Accrued Maximum* Days Maximum Continuous Service Per Pay Period Annual Accrued Accrual Hours

0 to 5 years 6.39 166 hours 20.750 249

6 years to 10 years 7.73 201 hours 25.125 302

11 years to 15 years 9.08 236 hours 29.500 354

16 years and over 10.00 260 hours 32.500 390

The following schedule and factors apply to Level I staff scheduled 24 hours per week:

Length of Hours Accrued Maximum* Days Maximum Continuous Service Per Pay Period Annual Accrued Accrual Hours

0 to 5 years 4.62 120 hours 15 180

6 years to 10 years 5.54 144 hours 18 216

11 years to 15 years 6.46 168 hours 21 252

16 years and over 7.39 192 hours 24 288

51 2. Level II staff includes salaried-exempt employees, managers and supervisors.

Length of Hours Accrued Maximum* Days Maximum Continuous Service Per Pay Period Annual Accrued Accrual Hours

0 to 5 years 8.31 216 hours 27 324

6 years to 10 years 9.85 256 hours 32 384

11 years and over 10.77 280 hours 35 420

3. Level III staff includes executive team, directors and grandfathered managers.

Length of Hours Accrued Maximum* Days Maximum Continuous Service Per Pay Period Annual Accrued Accrual Hours

0 to 5 years 9.23 240 hours 30 360

6 years to 10 years 10.77 280 hours 35 420

11 years and over 11.70 304 hours 38 456

* Based only on the first 2080 hours paid in a calendar year.

C. PTO hours are accrued from date of employment to maximum annual accrual for each calendar year.

D Accrued PTO can be carried over to the next year. The amount of hours carried in the employee’s PTO account cannot exceed 1.5 times the maximum annual accrual amount based upon the employee’s length of continuous service. (Once an employee reaches the maximum annual accrual, their accruals will stop and they will only continue once the employee has used some of their PTO hours.)

III. Scheduling

A. All PTO requests must have immediate supervisor or designee, approval and should be approved in advance using the Request for Time Off Form. B. Hospice of Southern Illinois reserves the right to approve time off based on staffing needs and departmental workload. These needs may make it necessary to limit the number and classification of employees off at one time and the amount of PTO taken at one time. Any request to be off two Fridays in row and more than two consecutive calendar weeks

52 of PTO requires the approval from the employee’s supervisor and the President & CEO or designee. C. It is the employee’s responsibility to make sure they have adequate PTO hours available to use for time off.

IV. Payment of PTO

A. Paid Time Off (PTO) are hours paid for the following: any time away from a scheduled day of work due to illness, personal time, vacation and/or all Hospice of Southern Illinois’ recognized holidays (regardless if the holiday falls on a scheduled work day or not. If the employee is scheduled for clinical holiday coverage, the employee has the ability to draw down their PTO for an extra PTO holiday pay while working OR may use the PTO holiday pay another time, upon their supervisor’s approval) as long as the employee has PTO hours available to use (excluding jury duty, bereavement or EIB). In the event that an employee may need to use EIB hours, the first three (3) scheduled workdays prior to going on EIB will be paid from PTO, unless the employee meets the exception to start drawing EIB from day one (see EIB Guidelines).

B. PTO hours are paid at the employee’s regular rate of pay at straight time. PTO hours are not included in the computation of overtime or on-call hours paid in any given pay period.

C. Non-salaried staff may take PTO in no less than quarter hour increments (15 minutes). Salaried level staff must take PTO in eight (8) hour increments.

D. Per Illinois State Law, all employees including those who have worked less than 90 days will be paid their PTO balances upon termination/separation.

E. Regular status employees who have a PTO balance and then transfer to PRN or temporary status will be paid any accrued PTO.

F. Employees cannot take more PTO in a given day than their regularly scheduled hours (i.e. 7 hour/day employee, takes 7 hours of PTO; 12 hour/day employee takes 12 hours of PTO). PTO entered on the timesheet will be reduced when PTO plus time worked exceeds the employee’s normally scheduled daily hours. If an employee would like to be paid more than their normal work schedule when taking vacation; the employee would submit a REQUEST FOR TIME OFF form indicating total PTO for vacation + any additional hours cashed out. For example, a 32 hour a week employee takes 32 hours of PTO for vacation; and requests an additional 8 hours of PTO cashed out to equal 40 hours of PTO for the week.

G. Employees may “cash out” up to 40 hours of PTO without their supervisor’s approval per calendar year in lieu of time off. The minimum number of PTO hours which may be “cashed out” per request is 8 hours. Requests must be submitted to the Manager in writing and may only be made one pay period in advance. Requests must be received by

53 the Manager by noon on the last Friday of a pay period to be processed on the next payday. An additional 40 hours of PTO may be “cashed out” each calendar year with supervisor approval. If more than 80 hours of PTO in a calendar year are requested to be “cashed out”, the request must be sent to the President/CEO or designee. Each request will be assessed per employee request.

H. Jury Duty and Bereavement Pay are still available pay codes and can be used if requested by the employee and approved by their supervisor. These pay codes will not be counted against PTO.

I. Employees on an approved Leave of Absence, FMLA or Short-Term Disability are required to utilize PTO for any Hospice of Southern Illinois holiday that may occur while on an approved Leave of Absence, FMLA, or Short-Term Disability leave.

V. Rights and Responsibilities:

A. Accrued PTO hours should be taken for all scheduled and unscheduled absences except those covered by Worker’s Compensation and EIB. If an employee calls in sick, it is Hospice of Southern Illinois’ rule, that the employee is not to work from home while sick, unless that employee is on an approved leave of absence and has a physician’s release to work reduced hours.

B. Reservists called for Active Duty may elect to use accrued PTO benefits or unpaid time.

C. Absences from work cannot exceed accrued PTO unless on an approved Leave of Absence (See Employee Handbook Leave of Absence definition) or if the employee is on an approved leave of absence and has group short term disability insurance. Employees on FMLA utilize their PTO and/or short term disability concurrently with the approved FMLA.

D. Employees absent from scheduled work without PTO benefit time or without an approved Leave of Absence will be subject to Hospice of Southern Illinois’ Time and Attendance Guidelines which include corrective action up, to and including, termination of employment.

EXTENDED ILLNESS BENEFIT (EIB)

Directive:

It is the practice of Hospice of Southern Illinois to provide employees Extended Illness Benefits (EIB) as a long-term insurance that will help protect them from loss of income due to extended periods of illness or injury.

Description: Time off from work to protect from loss of income due to extended periods of 54 illness or injury of ones’ self, child, spouse, sibling, parent, mother-in-law, father-in- law, grandchild, grandparent, or stepparent.

Benefit: 1.85 EIB hours are accrued for each pay period to a maximum of 520 hours (65 days). Eligible hours paid include worked hours, PTO, Jury Duty and Bereavement hours utilized. EIB hours do not accrue on paid EIB time.

Restriction: The use of EIB benefits for absences due to the illness, injury or medical appointment of a family member will not exceed more than ½ (one-half) an employee’s yearly accrual of EIB benefits.

Maximum Accrual: 65 days (520 hours)

Eligibility

A. Regular status employees scheduled 24 or more hours per week are eligible to accrue EIB benefits.

B. Regular status employees budgeted less than 24 hours per week, temporary employees and PRN employees do not qualify for EIB benefits.

C. All employees who have completed three (3) months of employment to the actual calendar day are eligible to use accrued EIB benefits.

Accrual - 32 to 40 hours per week employees

A. 1.85 EIB hours are accrued for each pay period to a maximum of 48 hours (6 days) annually.

B. EIB hours are accrued from the date of employment to a maximum of 520 EIB hours (65 days).

C. Eligible hours include all worked time, Paid Time Off (PTO), Jury Duty and Bereavement time.

Accrual – Part-time staff; 24 hours per week minimum

A. .62 EIB hours are accrued for each pay period for employees working between 24 – 32 hours per week to a maximum of 16 hours (2 days) annually.

Payment

A. EIB hours are paid for scheduled lost time during periods of illness or injury for more than three (3) full consecutively scheduled workdays.

1. If the employee is off for more than three (3) full consecutively scheduled workdays, the payment of EIB will begin on day four (4). A physician’s release-to-work statement is required when an employee first comes back to work.

55 2. First day EIB hours will be paid if the employee is hospitalized on an in-patient status verified by a physician’s statement.

3. First day EIB hours will be paid if the employee has outpatient surgery performed in a hospital or licensed ambulatory surgical center verified by a physician’s statement.

4. First day EIB hours will be paid for the care of a child, spouse, sibling, parent, mother-in-law, father-in-law, grandchild, grandparent, or stepparent experiencing an illness, injury or medical appointment.

B. EIB hours are paid at the employee’s regular rate of pay at straight time.

1. EIB is paid for employees up to the daily scheduled shift, not to exceed scheduled hours per day.

2. Accrued EIB balances are not payable upon termination or change in status. The one exception is if an employee has 15 years of service with Hospice of Southern Illinois and chooses to resign from Hospice of Southern Illinois, the employee will be paid for one-half of the hours remaining in their EIB account upon resignation. If an employee is being terminated for any disciplinary reasons, they will not qualify for this EIB buyout.

3. An employee may use EIB hours if not allowed to work due to exposure to communicable disease.

Change of Status: Termination or Transfer to PRN Status

A. EIB hours will cease to accrue when an employee terminates employment or transfers to a PRN position.

1. Termination – If reinstated to employment in good standing within 90 days from date of termination, EIB hours will be restored.

2. Transfer to PRN – EIB hours are frozen and not available to use while on PRN status. Upon transfer back to regular status in a 24 hours per pay or more position, the EIB hours previously accumulated will again be available.

Rights and Responsibilities

A. Employees off work due to illness or injury for more than three (3) full consecutively scheduled workdays are required to submit a statement from their physician indicating the reason for absence from work, the duration and a release to return to work.

1. The immediate Manager is responsible for forwarding the physician’s statement to Human Resources.

B. Employees injured on the job and receiving Workers’ Compensation benefits will charge against EIB the first three full scheduled days missed. Any use of EIB benefits requires validation via a physician’s note.

56 C. Any partial days missed due to a non-work-related injury or for follow-up care and/or treatment will be charged against Paid Time Off for all hourly staff.

D. Employees utilizing EIB for the illness, injury, or medical appointment of a child, spouse, sibling, parent, mother-in-law, father-in-law, grandchild, grandparent, or stepparent, must submit a statement from their physician indicating reason for absence from work.

HOLIDAYS

Hospice of Southern Illinois recognizes the following as holidays in which the Administrative Office and Multiple Hospice Locations will be closed. Please check with your supervisor about your schedule and holidays.

The six (6) recognize holidays are:

New Year’s Day Memorial Day July 4th Labor Day Thanksgiving Day Christmas Day

Employees scheduled to work a holiday due to the needs of the organization, will be compensated at time and one-half their normal hourly rate of pay.

INSURANCE: Health and Life

Hospice of Southern Illinois will provide and make available to all full-time hourly and salaried employees and part-time employees who average no less than thirty (30) hours per week, the following health/life insurance benefits:

1) Eighty-five percent (85%) of the cost of health care coverage and life insurance for each employee utilizing the Hospice of Southern Illinois group plan. If an employee desires coverage for dependents, it may be obtained at Hospice of Southern Illinois’ group rate. Employees must pay for 100% (one hundred percent) of costs of all insurance for their dependents. 2) Benefit coverage will be effective the first of the month following successful completion of thirty (30) days of employment.

If at any time either the full-time or part-time employee is unable to meet their payroll deduction requirements concerning the health care and life insurance group plan, they may continue their benefits by paying directly to Hospice of Southern Illinois the unpaid portion of the premium. This provision would apply in the instances of leaves of absences, reduced work schedules, and prolonged absences, for example.

On-call hours are not included when calculating formulas for health care coverage and life insurance benefits under any employee classification.

57 In the event an employee resigns or employment is terminated with Hospice of Southern Illinois, the employee shall be entitled to extend his health care insurance coverage pursuant to the provisions of any applicable Federal and State laws.

WELLNESS

To recognize the importance of employee wellness in the workplace, Hospice of Southern Illinois has established a framework for promoting wellness initiatives and rewards for the benefit of employees.

Wellness is defined as those activities identified by the Wellness Initiative Committee (a subcommittee of the Employee Recognition Committee) that contribute to the physical, emotional and psychological well-being of employees. This includes educational awareness, behavioral and life style changes and supportive environments. The six wellness focus areas identified to promote wellness balance at Hospice of Southern Illinois are:

1. Work 2. Physical Activity 3. Diet 4. Emotional/Relaxation/Spirituality 5. Family/Social 6. Sleep

Hospice of Southern Illinois has established a Wellness Initiative Committee consisting of representatives from each location (Administration, Belleville Team and Marion Team). The purpose of the committee is to design a Program, support and oversee its implementation, and provide advice and recommendations to the management team on wellness issues.

Wellness activities will typically occur outside of work hours (i.e. before and after work or at lunch time). Participation in wellness activities is voluntary and, therefore, Hospice of Southern Illinois is not liable for injuries sustained by employees during their participation in these activities.

Participatory activities are rewarded through the following mechanisms: • If Burgundy Bucks are earned through a Health initiative, opportunity to receive Hospice of Southern Illinois Burgundy Bucks products • Reimbursement of up to $100.00 annually for gym memberships; and/or participation in organized run/walks; and/or weight reduction programs. • Discounts through the Group Health Plan • Free smoking cessation programs through the Group Health Plan. For employees not enrolled in the Group Health Plan, please see Human Resources for alternative options.

Hospice of Southern Illinois’ employees are our most valuable resource and crucial to the attainment of our goals and mission. Employee productivity, job satisfaction, performance and morale have been shown to be directly related to employee health and well-being. Hospice of Southern Illinois is committed to encouraging and promoting activities and programs that contribute to overall employee wellness.

58 RETIREMENT

Advanced planning and proper completion of forms to request payment (if applicable) are available from Human Resources.

HEALTH INSURANCE CONTINUATION

Upon leaving employment, you have the opportunity to continue your health insurance through Hospice of Southern Illinois as defined in the Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA). You may also request a statement certifying the dates and types of your health coverage to obtain information toward pre-existing condition waiting periods for another health plan. For specific information, please see Human Resources.

FLEXIBLE SPENDING ACCOUNTS

Hospice of Southern Illinois provides you with the opportunity to reduce your current taxes by paying for certain expenses with pre-tax dollars. The plan year is from January 1 through December 31. Please check with Human Resources regarding enrollment.

BEREAVEMENT LEAVE

After successful completion of three (3) months of employment, to the actual calendar day, a full- time or part-time employee may be entitled to up to four (4) days of bereavement leave with pay, (these days will not be counted against PTO), when a spouse, child, parent, sibling, grandparent, grandchild, mother-in-law, father-in-law, daughter-in-law, son-in-law, step-child, step-parent, step- sibling, step-grandparent, or step-grandchild dies. Additional time, through PTO or without pay, may be taken if circumstances warrant. Additional leaves and extensions for this purpose shall be approved in writing by the President and CEO, or designee.

According to the Illinois Child Bereavement Act, employees otherwise eligible to take leave under the federal Family and Medical Leave Act (FMLA) are eligible to take up to two (2) weeks (ten days) of leave related to the death of a child. FMLA runs concurrent with bereavement time off; therefore, employees who have utilized 12 weeks of FMLA within the year would not qualify for time off under the Illinois Child Bereavement Act. If an employee suffers the death of more than one child in any 12-month period, the employee would be entitled to take up to six weeks of unpaid bereavement leave concurrent with FMLA. Employee must provide at least 48 hours advance notice of the intention to take leave under the Act, unless it is not reasonable or practicable.

The Act defines “child” as an employee’s son or daughter who is a biological, adopted, or foster child, a stepchild, legal ward, or a child of a person standing in loco partentis.

Hospice of Southern Illinois requires proof of relationship to the deceased: such items that are acceptable would be an obituary or memorial program naming the employee as a family member.

59 COURT LEAVE

Any employee who has successfully completed his introductory period (180 days) and is summoned to serve as a juror or subpoenaed to appear in court as a witness may take the necessary time off with pay provided they adhere to the following conditions:

1) They notify their supervisor as soon as possible and provide necessary documentary evidence, such as a summons or subpoena of said court service or appearance;

2) When their service is completed, or if they are released on any day prior to the close of business, they immediately notify their supervisor and report back to work at the time specified by their supervisor.

3) Hospice of Southern Illinois will pay employees their regular rate of pay, provided they turn over their juror or witness fees (but not mileage fees) to Hospice of Southern Illinois. An employee may elect to retain their fees in lieu of their regular rate of pay.

SERVICE AWARDS

Longevity Awards and Service Award Gifts may be presented annually in November (during National Hospice Month) to all active full-time and part-time employees who have reached a milestone year (5, 10, 15, 20, etc.) within the calendar year.

Eligibility is based on years of service, not hours worked.

Service awards are not guaranteed.

GUIDELINES ON CHANGES TO HOSPICE OF SOUTHERN ILLINOIS’ EMPLOYEE HANDBOOK AND BENEFIT MANUAL

This Employee Handbook is intended to be a reference document that summarizes Hospice of Southern Illinois Employment Guidelines and Benefits. Changes will be made from time-to-time. Normal and reasonable efforts will be made to keep this Employee Handbook and Benefits Manual up-to-date.

We encourage you to use this Employee Handbook and Benefits Manual as a daily reference resource to answer general questions you may have.

Employees of are employees-at-will. This Handbook does not constitute a contract of employment, and Hospice of Southern Illinois may modify, expand or delete guidelines without prior notice. Guidelines are not to be interpreted in any way as an employment contract. Hospice of Southern Illinois has the right to interpret any of these guidelines. Hospice of Southern Illinois expects all employees to read, to understand, and to comply with these guidelines as they are amended from time-to-time. An employee with a question about Hospice of Southern Illinois Employment Guidelines or Benefits, should contact their supervisor or Human Resources. We welcome your comments and questions.

Please be advised that you may access the Hospice of Southern Illinois Employee Handbook and Benefits Manual on the intranet.

September 2016

EMPLOYEE VERIFICATION OF RECEIVING THE HOSPICE OF SOUTHERN ILLINOIS EMPLOYEE HANDBOOK AND BENEFIT MANUAL

I certify that I have received and that I have read the Hospice of Southern Illinois Employee Handbook and Benefits Manual. I understand and agree to abide by the contents of Hospice of Southern Illinois’ Employee Handbook and Benefits Manual.

Employee Name (print)

Employee Signature

Date

SUMMARY OF EMPLOYEE HANDBOOK REVISIONS

8/1/97, Hospice of Southern Illinois Employee Handbook & Benefits Manual: Revised 9/98, 10/2002; Dress codes only 12/04, 06/06, 01/07, Disciplinary Guidelines only Revised 05/05, EEO Section (added sexual orientation) Revised 01/06, FMLA 05/06, Time & Attendance Rules & Regulations, Alcohol & Drug-Free Workplace Policy, PTO, EIB, FLMA Clarification 3/07, SMOKING: Smoke-free Illinois Act & PTO Accrual 5/08, Military Family Leave 7/08, Leave of Absence & FMLA 12/08, Guidelines on Nepotism 07/09, Addendum “A” Dress Guidelines 07/09; Guidelines Leave of Absence FMLA or Military Leave Revised 08/09, Guidelines on Cellular Telephone Allowance 09/09; FMLA Plan Year Change 12/09, HSI Company Cellular Phone Usage 03/10, Hospice of Southern Illinois Solicitation Guidelines 04/10, Guidelines on Time and Attendance 05/10, Use of Corrective Action for Violation of Time & Attendance Guidelines (Unscheduled Absenteeism Violations), PTO Scheduling section (C) 07/10, Guidelines on Tuition Reimbursement 07/10, Introduction to the Hospice of Southern Illinois Handbook 08/10, Guidelines on Non-Discrimination 08/10, Equal Employment Opportunity 08/10, Harassment Free Workplace 08/10, Guidelines on Changes to Hospice of Southern Illinois’ Employee Handbook & Benefit Manual 08/10, Employee Verification 08/10, Paid Time Off (PTO), Accrual – C 01/11, Guidelines on Workers Comp 02/11, Alcohol and Drug-Free Workplace Policy 05/11, Section II – Disciplinary Guidelines 05/11, Guidelines on Workplace Bullying 05/11, Guidelines on Weapons and Search 05/11, Guidelines on Time and Attendance Revised 06/11, Your Pay Revised 07/11, Guidelines on Recruitment Revised 08/11, Guidelines on Social Networking 10/11, Guidelines Leave of Absence, FMLA, or Military Leave 11/11, Your Pay 11/11, Employee Handbook and Benefits Manual Revision 01/12, Guidelines on Whistleblower Protection 04/12, Guidelines on Cellular Telephone Allowance 05/12, Paid Time Off (PTO) under Directive: Description (low census) and Eligibility (D) regarding low census days 07/12, Guidelines on Cellular Telephone Allowance: Addition/Change made under Allowances 8/12, Policy on Social Networking 9/12; Paid Time Off (PTO) 4.2013; Paid Time Off (PTO): Section IV. Payment of PTO under (A). 5/2013; Paid Time Off (PTO):Definitions (New), Description, I. Eligibility – under D. II Accrual - under A, and B.-PTO Level Definitions: Level I Staff scheduled 32 to 39 hours per week, III. Scheduling- under C. and IV: Payment of PTO – under A, B. F. and G. 6/13, Smoking Guidelines & IV. Payment of PTO (I.) 01/14; Smoking Guidelines 02/14; Wellness (New) 04/14; Pregnancy Rights (NEW) 01/15, Solicitation Guidelines 01/15, Social Networking 01/15, Guidelines on Resignation 01/15, Section II “Disciplinary Guidelines (added #15) 01/15, Bereavement Leave 01/15, Employee Verification of Receiving the Hospice of Southern Illinois Employee Handbook and Benefit Manual revised 09/15, Holidays 01/16, compensation at time and one-half; Guidelines on School Visitation Leave (NEW) 04/16. Cell Phone Usage (added hands-free device) 08/16. Dress Code update (natural hair tone) 08/16. Added gender identity or expression 08/16. Removed position titles from PTO accruals 08/16. Dress code to include offensive odors 09/16. Bereavement Guidelines to include IL Bereavement Act 09/16. IL Employee Sick Leave Act – EIB benefits 10/16. Full- time employee to Cell Phone Allowance; Insurance - dependent coverage 10/16. Social Networking and Workers’ Compensation Light Duty 1/17. Removed tuition reimbursement benefit 3/17. Altered Cell Allowance – form does not need to be approved by President/CEO 3/17, Welcome Letter Updated for new CEO 5/17. PTO Revisions 7/17. EIB benefits payable

63 after 15 YOS 12/16. Cell Allowance – new tier and additions; Wellness - $100 incentive; Longevity & Service Award Gifts 1/18. Dress Code – open-toed shoes; leggings 3/18.

References: http://www.thefreedictionary.com/contingency+operation http://en.wikipedia.org/wiki/Next_of_kin http://www.dol.gov/whd/fmla/