General Agency Personnel Policies & Procedures Handbook

CHILD AND FAMILY SERVICES, INC.

GENERAL AGENCY

PERSONNEL POLICIES & PROCEDURES HANDBOOK

INTRODUCTION AND DISCLAIMER

THE FOLLOWING HANDBOOK HAS BEEN PROVIDED TO ACQUIANT EMPLOYEES WITH CHILD AND FAMILY SERVICES. IT IS DESIGNED TO PROVIDE GENERAL GUIDELINES, AND IS NOT INTENDED TO, AND DOES NOT, CONSTITUTE AN EXPRESS OR IMPLIED CONTRACT OF EMPLOYMENT, IN WHOLE OR IN PART. IT PROVIDES GENERAL INFORMATION ONLY AND WILL SERVE AS A REFERENCE POINT AND GUIDELINE FOR QUESTIONS OR PROBLEMS ARISING OUT OF DAY-TO-DAY BUSINESS.

CHILD AND FAMILY SERVICES RESERVES THE RIGHT TO UNILATERALLY CHANGE, SUSPEND OR RESCIND ANY OF THE POLICIES IN THIS HANDBOOK, WITH OR WITHOUT NOTICE, AT ANY TIME. THIS HANDBOOK IS INTENDED TO PROVIDE GUIDANCE TO EMPLOYEES OF CHILD AND FAMILY SERVICES AND DOES NOT CREATE ANY ENFORCEABLE RIGHTS.

CHILD AND FAMILY SERVICES IS AN AT-WILL EMPLOYER. THIS MEANS THAT YOU ARE FREE, AS IS THE AGENCY, TO TERMINATE THE EMPLOYMENT RELATIONSHIP AT ANY TIME, FOR ANY REASON, WITH OR WITHOUT NOTICE, SO LONG AS THERE IS NO VIOLATION OF APPLICABLE STATE OR FEDERAL LAW.

THE AT-WILL EMPLOYMENT STATUS OF EACH EMPLOYEE CANNOT BE ALTERED BY ANY VERBAL STATEMENT OR ALLEGED VERBAL AGREEMENT. IT CAN ONLY BE CHANGED BY A LEGALLY-BINDING, WRITTEN CONTRACT COVERING EMPLOYMENT STATUS. AN EXAMPLE OF THIS WOULD BE A WRITTEN EMPLOYMENT AGREEMENT FOR A SPECIFIC DURATION OF TIME.

REVISED: November 2013

TABLE OF CONTENTS

Introduction and Disclaimer ...... 2 Welcome ...... 5

EMPLOYMENT ...... 6

Equal Employment Opportunity ...... 6 Non-Discrimination Statement ...... 6 Code of Conduct ...... 8 No Solicitation Policy………………………………………………………13 Nepotism Policy ...... 14 Open Door Policy ...... 14 Criminal History Records Check ...... 14 Driving Record Check ...... 16 No Employment Agreement ...... 16 At-Will Employment ...... 16 Introductory Period ...... 16 Individual Work Schedules ...... 17 Attendance/Punctuality Guidelines ...... 17 Workplace Attire ...... 18 Personnel Records ...... 20 Payroll ...... 20 Mileage ...... 21 Fee-for-Service Employees ...... 21 Personal Belongings...... 21 Evaluations ...... 22 Promotion/Transfer Policy ...... 22 Professional Licensure Reimbursement Policy ...... 23 Tuition Reimbursement Policy ...... 23 Outside Employment ...... 24 Conflict of Interest ...... 24 Policy on Private Practice ...... 24 Termination of Employment ...... 25 Discipline Policy ...... 26 Grievance Policy ...... 28 Sexual Harassment/Harassment Policy ...... 29 Sexual Abuse and Molestation Prevention Policy ...... 33 Whistleblower Policy………………………………………………………34 Safety Policy & Statement of Commitment………………………………..35 Workplace Violence Prevention Policy ...... 36 Zero Tolerance for Violence Policy Related to Clients...... 37 Staff Rights Regarding Client Care……………………………………… 40 Smoking Policy ...... 40 Fire Plan ...... 41

Client Transportation Policy ...... 42 Vehicle Safety Policy ...... 43

POLICIES RELATED TO AGENCY TECHNOLOGY

Computer Usage and Internet Policy ...... 46 Social Media Policy ...... 48 Telephone & Cell Phone Use Policy ...... 50

DRUG TESTING POLICY………………………………………………51-55

EMPLOYEE BENEFITS ...... 56

Paid Holidays ...... 56 Sick Leave ...... 56 Vacation ...... 57 Jury Duty ...... 57 Section 125 (Cafeteria) Plan ...... 58 Medical Plan ...... 58 Dental Plan ...... 58 Continuation Health/Dental Care Coverage ...... 58 Life Insurance ...... 60 Long Term Disability ...... 60 Malpractice Insurance ...... 60 401k……………………………………………………………………… 60 Bereavement Leave ...... 60 Education Leave...... 60 Military Leave ...... 60 Family and Medical Leave Policy (FMLA) ...... 62 Maternity Leave ...... 65 Discretionary Leave ...... 65

ACKNOWLEDGEMENT OF RECEIPT ...... 66

WELCOME

Welcome to Child & Family Services. We hope the time you spend with us is professionally rewarding and personally enjoyable.

The Human Resource Department is located 3057 Acushnet Avenue in New Bedford (508)742-1022.

Areas the HR Department oversees include the hiring and separation of employees, advertising, maintenance of personnel records, management of all employee benefits including health and dental insurance, management of the workers compensation and Comp 21 Safety Program, the 401k, the supplemental insurance (AFLAC/COLONIAL), payroll, and the confidentiality related to all of these.

Your most important resource during your employment here will be your supervisor. There are times, however, when an employee has issues related directly to their job or affect how they do their job and are not comfortable talking to someone they have direct day-to-day contact with. When this type of situation arises, please feel free to contact me. My job is to help make your work experience here pleasant and fulfilling.

I urge all of you to keep your employee handbook in a place where you can easily access it. The handbook is also available on the HR Portal of our website www.child- familyservices.org. The password is cfshr1843. Always keep in mind that this handbook is merely a guide. You should always contact your supervisor or this office if you need any assistance understanding your role and responsibilities as an employee of Child & Family Services, Inc.

Please feel free to contact me with any questions related to your employment here at the Agency.

I wish you the best of luck in your position.

Regards,

Jennifer Flores, Director of Human Resources

EMPLOYMENT EQUAL EMPLOYMENT OPPORTUNITY

The quality of services provided by the Agency is determined largely by the quality of its staff. The Board of Directors of Child and Family Services, Inc. consider that good personnel practices are a central element of the recruitment and retention of competent staff. This Personnel Policy and Practices Handbook (“Employee Handbook”) constitutes one element of Child and Family Services, Inc.’s General Policy Handbook. The principle of staff involvement in the establishment of personnel policies is accepted and provided by regular communication through the Executive Director to the Board.

Child and Family Services, Inc. (“the Agency” or “CFS”) has a strong commitment to respect and value every employee’s contribution to the Agency. The Agency also specifically recognizes the value and competitive advantage of diversity. The Agency is an Equal Employment Opportunity employer, committed to providing a discrimination, retaliation and harassment-free workplace.

The Agency has long adhered to and promoted equal job opportunity. It has been, and shall continue to be, the Agency’s policy and practice to ensure that all terms of employment, including application for employment, hiring, promotion and/or advancement opportunities, compensation, training, termination, and any other terms, conditions or privileges of employment are provided without regard to race, color, national origin, citizenship, age, religion, gender (including pregnancy), sexual orientation, protected genetic information, veteran status, disability, or any other characteristic protected by law. As a matter of policy, the Agency makes reasonable accommodations with regard to the employment of disabled persons in accordance with state and federal law. Applicants and employees who are, or who become, disabled should discuss their needs with the Human Resource Director or Executive Director.

NON-DISCRIMINATION STATEMENT

We at the Agency have a strong commitment to respect and value every employee’s contribution to the Agency. The Agency also specifically recognizes the value and competitive advantage of diversity. The Agency is an Equal Employment Opportunity employer, committed to providing a discrimination and harassment-free workplace.

As an Equal Opportunity employer, the Agency prohibits discrimination against or harassment of employees based upon any protected class, including race, color, national origin, citizenship, age, religion, gender, sexual orientation, protected genetic information, disability, or any other characteristic protected by law. Discrimination or harassment, in any

form, on the basis of an employee’s protected class status, is against the law and violates the policies of CFS.

The Agency takes allegations of harassment or discrimination very seriously. If you experience or witness harassment or discrimination in the workplace or otherwise become aware of it, report it immediately (orally or in writing) to Human Resources. Human Resources can be contacted at 3057 Acushnet Avenue, New Bedford, MA 02745, (508) 742- 1022.

It is unlawful and against Agency policy to retaliate against individuals who complain of harassment or discrimination or to retaliate against those who cooperate with, or participate or assist in, an investigation of harassment or discrimination. You can raise concerns and make reports of harassment or discrimination without fear of reprisal or retaliation.

All reports of discrimination, harassment or retaliation will be investigated. If the Agency determines that prohibited discrimination, harassment or retaliation has occurred, appropriate corrective and/or disciplinary action will be taken. Any employee who has participated in prohibited discrimination, harassment or retaliation will be subject to appropriate disciplinary action, up to and including termination of employment.

CODE OF CONDUCT

CFS expects that all employees who provide client care or administrative functions will conduct the agency’s business with fairness, honesty and integrity. Each individual’s behavior must be characterized by truthfulness, the absence of deception and fraud, and respect for the laws applicable to the Agency’s business and industry.

CONFIDENTIAL INFORMATION REGARDING CLIENT AND BUSINESS INFORMATION

Many employees have access to client information as part of their job responsibilities. However, it is unethical and illegal for an employee to reveal personal information, including but not limited to, address, age, birth dates, medical information or appointment schedule and history, about any client, including friends or relatives who become clients, to any other individual. It is unethical and illegal to access such information unless required by the individual’s job responsibilities.

CFS firmly supports the rights of its clients to confidentiality and accepts responsibility to keep secure and confidential the information collected about its clients during and after their involvement with CFS. Client records must be kept confidential in accordance with agency policies and all applicable laws and regulations.

All employees must safeguard the agency’s confidential business information. To safeguard means to: 1. Refuse improper access to the confidential information to anyone outside of CFS including other agencies; 2. Refuse to share confidential business information1 with anyone inside of CFS who does not have a specific “need to know” in order to do his/her job; and 3. Exercise care in all conversations about confidential information that is not generally disclosed to the public.

MARKETING AND FUNDRAISING

CFS protects a client’s right to be free from exploitation during the course of treatment at CFS or in association with CFS’ services. No current client/family or former client/family may be compelled to participate in any Agency-related public performance or make any public statement of gratitude in person or in any medium for fundraising or marketing purposes.

Any requests from CFS for a current client/family or former client/family to participate in a CFS-related marketing or fundraising activity must be reviewed and approved by the Executive Director or his/her designee and legal counsel if appropriate. If the activity is approved, the subject’s voluntary participation will be determined after the activity is fully explained to the subject and/or his/her parent or guardian. Once the participation is agreed upon, a release must be obtained from the subject and/or his/her parent or guardian.

1 This provision does not limit employees’ ability to communicate about wages, hours or working conditions. 8

CFS prohibits the use of photographs, video or audio tapes in any Agency-generated marketing or fundraising efforts without a signed release from the subject and/or his/her parent or guardian. This policy applies to materials posted on the website, in brochures and materials, or at events.

GENERAL STATEMENTS, ETHICAL AND LEGAL

All employees of CFS are responsible for the care, safety and ongoing growth and development of the clients for whom we are responsible. In choosing to work in the field of human services, employees are also choosing to comport with meaningful ethical and professional standards. Each employee is responsible for his or her own adherence to this code and for ensuring, through appropriate means, that other employees do so as well.

The following standards are not meant to be all inclusive. Each day employees are confronted with a multitude of ethical and professional choices. The standards below are to be used to make the best decision possible in each situation given the circumstances of the situation. Additionally, licensed professionals are expected to follow their own field’s code of ethics. If a conflict between the two codes should arise, the employee should seek guidance from his/her supervisor before deciding on a course of action.

 Employees are expected to actively participate in learning and enhancing the skills necessary to best service the children and families involved with the Agency.  Employees must recognize that conduct outside the workplace may reflect on the individual’s character or the Agency as a whole. Therefore, employees must ensure that their behavior is of high moral and legal standards.  Employees must obey all state, local and federal laws and statues.  It is the employees’ responsibility to ensure knowledge and understanding of all pertinent CFS policies and procedures. In the event that the employee does not understand or disagrees with a policy or procedure, the employee must consult with the supervisor to gain further clarity on the policies and procedures. The employee is expected to follow all policies and procedures even if he/she does not agree with them.  It is strictly prohibited for employees to portray themselves as anything other than CFS staff (e.g., police, probation officer, client relative, etc.) in order to gain information or special privileges.  Clients are not allowed to drive an employee’s personal vehicle or Agency vehicle.  Employees are not to leave a client unattended in a vehicle with the keys left in the vehicle.  Employees are expected to carry a valid driver’s license and obey all traffic laws including wearing a seat belt, obeying speed limits and traffic signals while performing CFS business.  Employees who use cell phones for employment purposes are not to use cell phones or text while driving. It is CFS’ expectation that employees will pull over to a safe area if it becomes necessary to make or receive a cell call while driving.

 Employees must safeguard personal and Agency possessions at all times. Program and personal keys, purses, wallets, address books, telephone lists, cell phones, medications, etc. must be stored safely away from clients at all times.  In the event that program/Agency keys or other Agency property are lost or misplaced, the employee must notify the supervisor immediately.

PROFESSIONALISM

Employees must display, through clothing and appearance, language and style of interaction with clients, co-workers, supervisors and others encountered through working with CFS, a level of professionalism which promotes confidence and trust in the individual and in the Agency to service our clients. For more information on professional appearance, see the Work Attire Policy contained in this handbook.

Discussion of an employee’s religious, political, or sexual preferences with clients and their families is unprofessional and should be avoided at all times.

Staff is prohibited from posting on any Internet website, including but not limited to, Facebook, MySpace or personal blogs, statements concerning the Agency or any employee of the Agency that could be construed as abusive, obscene, discriminatory, or harassing.

Employees must use professional language in all interactions with clients and their families, co-workers, supervisors and other persons encountered through work.

Employees are expected to conduct themselves in a professional manner including keeping their work space neat and organized, and sitting properly on furniture. This extends to visits to clients’ homes as well.

Employees are to be on time for all appointments. In the event of a delay, the employee should telephone the client/office to provide proper notification regarding expected arrival time.

Employees are not to discuss positive or negative thoughts or feelings about co-workers, supervisors, or their decisions in the presence of clients.

Disagreements must be resolved in a professional manner. If a matter cannot be resolved between staff, a supervisor should be consulted to assist.

Clothing and personal appearance are considered a reflection of the employee and the agency. The employee must follow the agency’s dress code while working or whenever they enter an office site.

Employees are not to display or carry items which advertise alcohol or tobacco products or which depict or suggest violence, illicit drugs or activities, or which are sexually suggestive. This policy applies to articles of clothing as well as other employee property.

CFS is strongly committed to providing a safe, healthy, secure and efficient workplace. CFS is also strongly committed to promoting high standards for individual performance to secure the reputation of the company and its personnel within the community and the industry. As part of this commitment, CFS strives to maintain a work environment free from the effects of drug and alcohol abuse and has enacted an Alcohol, Drug and Unauthorized Substances Policy to help achieve this objective.

Employees are not to use their employment for the advancement of personal projects or goals which are not related to CFS (this does not include internships or practicum’s). This includes distribution of political or religious materials, outside fundraising or sales information or other controversial literature. Employees must have pre-approval from the Executive Director before bringing such materials to the workplace.

CONFIDENTIALITY

All employees must abide by the agency’s Confidentiality, Non-Competition, Non- Solicitation and Non-Disparagement Policy. This agreement states, in part, that the duration of an employee’s obligation with respect to confidential information shall survive his or her employment with the Agency and that at no time after leaving the Agency is the obligation reduced or eliminated.

Employees are to ensure that they do not discuss information about any client in the presence of another client or any person not involved with the client’s case. Additionally, client files are never to be removed from the office/program unless authorized by the program supervisor/director.

CLIENT TREATMENT AND BOUNDARIES

The primary responsibility of every CFS employee is to promote the well-being of the client. The best interest of the client should always be taken into consideration when deciding on a course of action.

Employees must be non-judgmental in their work with clients. Employees will be confronted with different cultural, religious, and socioeconomic backgrounds. All employees are expected to use training and supervision to gain an understanding of these differences and how best to work with diverse clientele.

Employees are advocates for clients and for the field of human services. The needs and wishes of the client and the client’s rights to self-determination and treatment as an individual need to be acknowledged when planning treatment/services with the client.

The duty of care for clients assumes a professional, client-centered and non-exploitive relationship, with the burden of protecting the client’s well-being on the Agency’s staff.

Employees are expected to maintain professional relationships with clients, including positive role modeling and appropriate interactions at all times.

Employees must maintain appropriate relationship boundaries with clients. Employees are not to provide home or personal email addresses or home telephone or personal cell phone numbers, or those of a co-worker, to clients. Employees’ relationships with clients are strictly that of staff to client. Employees are not the friend or substitute family member for the client and are not to behave as such.

Employees are cautioned that personal profile information on internet websites such as MySpace may be viewed by CFS clients and their families. As such, CFS highly recommends that employees refrain from placing inappropriate information and personal identifiable information such as address, email address, phone number, etc. on these sites. Any electronic information that could affect the professional relationship between staff and clients and their families should not be displayed.

If a client becomes aware of an employee’s personal information (home or email address, telephone or cell phone number, etc.), by any means, this must be reported to your supervisor immediately.

Staff are prohibited from communicating with clients through personal email, text messaging or posting messages/comments on the client’s social networking site.

When off duty, a staff person is prohibited from visiting or calling clients and families.

Employees are never to take a client to their home, the home of a co-worker, friend or relative. This includes stopping at the residence while leaving the client in the car or pointing out such a residence to the client while driving to another location.

Inappropriate physical contact is strictly prohibited between staff and clients. Examples of inappropriate contact include but are not limited to: wrestling, horse playing, massaging, kissing, hugging, touching, etc. Many clients of CFS may not have learned appropriate physical boundaries and employees may need to model and direct acceptable behaviors.

It is the employee’s responsibility to ensure that appropriate physical, emotional, and relational boundaries are maintained.

If at any time, an employee believes their own relationship or that of a co-worker has become unprofessional, consultation with a supervisor must occur. This includes client’s “crushes” on or flirtations with staff or behaviors on the part of staff or clients which could raise questions about the professional nature of the relationship.

Dating or engaging in a sexual relationship with a client is strictly prohibited. If an employee becomes aware of such a relationship or an alleged relationship, it must be immediately reported to the supervisor/program director.

Employees are not to lend or borrow money from clients or their families. Employees are not to buy, sell or trade items with clients or their families.

In general, employees are not to give or receive gifts from clients or their families. Nominal gifts such as cards or an arts and crafts item or an item presented to the team (such as flowers or a fruit basket) may be accepted and should be acknowledged appropriately. Items approved in advance (along with the amount budgeted) by the supervisor/program for a client birthday or graduation are also acceptable.

Employees’ personal lives are not to be shared with clients. CFS does not condone the use of personal disclosure for therapeutic reasons.

Employees are not to socialize with current or former clients or their families.

When employees separate their employment (either voluntarily or involuntarily), they may no longer have contact with current clients unless specifically authorized and pre-approved by the program supervisor or director and the funding source. This includes contact by telephone, mail, email or in person.

NO SOLICITATION POLICY

To protect the well-being of our clients and visitors, to maintain order and efficiency of our operations and to clarify employee rights, this policy shall apply to all employees and non- employees.

1. CFS employees may not solicit for any purpose nor distribute literature or materials within CFS buildings or on CFS property during the employee’s working time or the working time of any other CFS employee. “Working time” shall not include break periods, meal times and other non-work periods.

2. CFS employees may not distribute literature or materials within the working areas of CFS at any time.

3. Non-CFS employees may not solicit, canvas or distribute materials or literature for any purpose within CFS buildings or on CFS property at any time.

4. Appropriate charitable and personal solicitations and/or the distribution of charitable literature or materials are exceptions to this policy.

Procedure: 1. Any unauthorized literature or materials must be removed by any manager. 2. CFS employees found in violation of this policy will be subject to appropriate disciplinary action, up to and including termination. 3. Any non-CFS employee found soliciting on CFS property will be escorted off the property.

NEPOTISM POLICY

Individuals related to Agency employees or Agency Board Members by blood, adoption or marriage shall not be eligible for employment at the same work site unless an exception is made. Exceptions must be reviewed in advance and approved in writing by the Agency’s Executive Director.

OPEN DOOR POLICY

The Agency believes in a work environment where employees are free to make suggestions for improving the Agency and free to discuss any problems, questions or concerns they have. You are encouraged to discuss any such suggestions, problems, questions or concerns with your supervisor or Human Resources as appropriate.

Additionally, the Chairperson of the Program/Personnel Committee for the Agency’s Board of Directors shall be designated by the President of the Board. The Committee shall be concerned with the developing and periodically revising Personnel Practices for the Agency for approval by the full Board. Staff suggestions shall be relayed to the Human Resource Director, who shall relay them for consideration by the Committee.

CRIMINAL HISTORY RECORDS CHECK

CORI POLICY – Applicants/Employees

Child & Family Services, Inc. (agency) adopts this Criminal Offender Record Information (CORI) Policy in compliance with the requirements of the Department of Criminal Justice Information Services (DCJIS). The agency is certified by the DCJIS for access to CORI for volunteer, employment screening and EEC licensing purposes and the agency will adhere to the following practices and procedures in connection therewith:

I. CORI checks will only be conducted as authorized by the DCJIS, including following completion of a CORI Acknowledgement Form. In the event that a new CORI check is to be performed within one year of the applicant/employee signing the CORI Acknowledgement Form, the subject will be given 72 hours notice.

II. Agency employees will only be given access to CORI on a need to know basis. This may include, but is not limited to, hiring managers and other staff responsible for processing job applications. The agency will maintain a list of those employees authorized to access or view CORI.

III. An informed review of a criminal record requires adequate training. Accordingly, all personnel authorized to review CORI in the decision-making process will be trained in the manner required by DCJIS and any other applicable legal guidelines.

IV. If the agency receives a criminal record from the DCJIS, the authorized individual will closely compare the record provided by the DCJIS with the information on the

CORI request form and any other identifying information provided by the Applicant/employee, to ensure the criminal record relates to the applicant.

V. If the agency is inclined to make an adverse decision based on the results of the CORI check, the applicant/employee will be notified as soon as possible. As part of that notification, the applicant/employee shall be provided with (a) a copy of the criminal record at issue; (b) the agency's CORI Policy; and (c) the DCJIS Information Concerning the Process for Correcting a Criminal Record. In addition, the applicant/employee will be advised of the part(s) of the record that make the applicant/employee unsuitable for employment and given an opportunity to dispute the accuracy of the CORI record.

VI. Unless otherwise provided by law, a criminal record will not automatically disqualify an applicant/employee. Rather, determinations of suitability based on CORI checks will be made consistent with this Policy and any applicable law, or both. Specifically, the factors the agency may consider in determining suitability for employment may include, but not be limited to, the following:

(a) Relevance of the record to the position sought; (b) Nature of the work to be performed; (c) age of the applicant at the time of the offense; (d) seriousness and specific circumstances of the offense; (e) the number of offenses; (f) whether the applicant has pending charges; (g) any relevant evidence of rehabilitation or lack thereof; (h) any other relevant information, including information submitted by the Applicant/employee or obtained by the agency.

VII. In the event that the agency wishes to question the applicant/employee about the results of the CORI check, it will follow all applicable legal requirements governing such inquiries.

VIII. All CORI obtained from the DCJIS is confidential and can only be disseminated as authorized by law and regulation. A central secondary dissemination log shall be used to record any dissemination of CORI outside this agency, including dissemination at the request of the subject.

IX. Unless otherwise required by law or court order, the agency shall not maintain any copy (electronic or otherwise) of CORI for more than seven years from the last date of employment or the date of the agency’s final decision regarding the applicant or employee, whichever is earlier.

DRIVING RECORD CHECK

Upon hire, and periodically as deemed appropriate by management, staff who are required to drive clients in their vehicles will undergo a driving record check. Our liability insurance carrier assists us in this process and conducts the DMV checks on our behalf. Moving violations/accidents on one’s driving record may affect an applicant and/or employee’s ability to carry clients in their vehicle. If operation of a vehicle is a requirement of a position, an applicant’s employment is conditional pending CFS’ receipt of a satisfactory motor vehicle record. For more information, please see the Vehicle Safety Policy.

NO EMPLOYMENT AGREEMENT

Following the pre-employment screening process, each new hire shall be sent a letter of employment which contains his or her rate of pay, job title, supervisor’s name and anticipated hire date. The offer letter should not be construed as an employment agreement or employment contract. The Executive Director is the only person at the Agency who may vary the terms of employment, and any such variation must be in writing. . AT-WILL EMPLOYMENT

All employment at the Agency is expressly “at-will.” This means that no individual has a contractual right, express or implied, to remain an employee of the Agency. Therefore, the Agency is free to terminate your employment or the employment of others at any time, for any reason, with or without cause and with or without notice. Similarly, you are free to terminate your employment at any time, for any reason, with or without cause. The at-will employment status of each employee cannot be altered by any verbal statement or alleged verbal agreement. It can only be changed by a legally-binding, written contract covering employment status. Any example of this would be a written employment agreement for a specific duration of time.

INTRODUCTORY PERIOD

Without limiting or altering the at-will nature of all employment at the Agency, all new Agency employees are employed with an introductory status for six months. The purpose of this period is to assess whether the employee is the right match for and can successfully perform the job for which he or she was hired. Employees in the Introductory Period and employees who complete the Introductory Period are not guaranteed employment with the Agency for any specific length of time.

The introductory period may be extended by the employee’s supervisor with the approval of the Executive Director and the Human Resource Director, for a period not to exceed three (3) additional months.

INDIVIDUAL WORK SCHEDULES

The employee will be assigned a work schedule which best meets the needs of the Agency. The work schedule may be changed at the discretion of the supervisor and/or executive director. You may not make any changes to your work schedule without completing and submitting the necessary paperwork to your supervisor and human resources. Your request will be reviewed and you will be notified in writing of the agency’s decision on whether or not your requested will be granted.

ATTENDANCE/PUNCTUALITY GUIDELINES

Purpose: The attendance/punctuality guidelines were developed to apply consistent guidelines for all employees. Good attendance and punctuality are important to the success of the agency and to your own performance and potential for advancement. The following policy will be enforced to its fullest extent. Anyone identified as abusing/misusing sick time will be subject to disciplinary action up to and including termination.

GENERAL GUIDELINES - SICK DAY

Full time employees will accrue eight hours per month (pro-rated for employees 20-39 hours). Unused days can be carried over to the following year for a maximum of 630 hours. Absences beyond one’s sick time accrual will be unpaid.

Each employee must notify his or her supervisor directly at least one half hour before the beginning of each workday or scheduled shift on which the sick day is taken. If the supervisor is not available a voice mail message may be left. However every attempt must be made to contact the supervisor directly. If an employee fails to notify his or her supervisor, the absence will be considered un-excused. The receptionist at the employee’s designated site must also be notified. An employee who calls in sick the day before or the day after a holiday will not be paid for the holiday unless the employee produces a doctor’s note verifying the illness or payroll receives a memo from the supervisor, approved by the Executive Director, authorizing payment for the holiday.

Sick time may be used for your own illness or to care for an immediate family member (e.g. spouse, child, parent, or any other relative living with the employee or domestic partner) who is ill. Sick time may also be used for scheduled doctor’s visits. However, all attempts should be made to schedule the appointments late in the day or early in the morning.

If you are absent five or more consecutive days, a note is required from your physician. The note must be on the physician’s letterhead stationery. A doctor’s note, however, does not necessarily exclude you from disciplinary action.

GUIDELINES - TIME OFF

Vacation time - all vacation requests must be submitted to the employee’s supervisor 30 days prior to the requested day(s). All employees should insure that the requested time is available. Please refer to pay statements/ADP for this information. If an employee takes vacation time that is not available, the time will be unpaid.

USE OF UNPAID SICK/VACATION TIME

Employees who have sick and vacation time accrued may not use “unpaid sick/vacation” time unless that have requested an exception, in writing, to their supervisor with a copy of human resources citing special circumstances that would necessitate such approval.

Emergency Vacation days/hours - minimum of 24 hour notice required, more if possible.

WORKPLACE ATTIRE

The agency believes that a person’s appearance reflects his/her attitude toward their job and the agency. Employees who meet the public are a reflection on the agency’s image. We believe our staff should dress and present themselves in a manner consistent with that of a role model, mentor, and professional – whether you are out in the field or in an office setting. The agency also believes that staff safety is very important and has revised its dress code to reflect both safety and professionalism. Please note the changes reflected in the dress code.

The agency dress code is “business casual” Monday through Thursday. Program staff who take clients out or visit client’s homes will need to consult their supervisor regarding an appropriate dress code for a particular day. (If an employee is taking a client to a park, beach, etc. appropriate dress is required before and following the scheduled outing.) These are the only employees who may be an exception when necessary. Otherwise, employees may wear blue jeans on Fridays only. Jeans must be neat, no holes or tears, and loose fitting.

Novelty T-shirts, t-shirts and/or tank tops that are considered under garments, sweat pants, sweat shirts, jogging suits, pajama bottoms, shorts, tube tops, exposed mid-drifts and backs, “spaghetti strap” tank tops, flip-flops of any type, stiletto type heels, low rider pants, leather pants, mini skirts/dresses, or any unusually tight, revealing or provocative clothing are never appropriate. Sneakers are acceptable provided they are neat looking and in good condition. Blue jeans are never appropriate for meetings, court appearances, etc.

Employees are prohibited from wearing hats in the office unless they are being worn for medical reasons (certification required).

Tattoos that display inappropriate language or images must be covered at all times

FACIAL PIERCINGS pose a serious safety threat. Eyebrow, nose, tongue, lip, and other exposed body piercing adornments are strictly prohibited and must be removed during working hours. This applies to all staff whether you are seeing clients or not.

Staff who have Direct Client Contact:

For your safety, we will expect you to remove dangling earrings prior to client contact - only post earrings that cannot be easily ripped from an ear should be worn during working hours. Wearing only post earrings to work would eliminate the need for remove dangling earrings prior to client visits/sessions.

When driving with CFS clients in your vehicle – sandals with no back straps are unsafe and can slip off your feet and easily create a potential for serious injury to you and your passengers. Please be safety conscious.

Employees should be aware that accessories such as watches, eyeglasses, etc. have the potential to be damaged. You are strongly encouraged to wear only inexpensive, spare accessories during working hours.

Supervisors must be professionally dressed at all times.

Please be advised that you will be sent home, without pay, for violations of this policy. Further disciplinary action may be taken for repeated violations of this policy.

PERSONNEL RECORDS

An official personnel record is maintained for all active and terminated employees at 3057 Acushnet Avenue, New Bedford. These files are kept locked and in a secure location. Only the Human Resource Director or his/her designee may enter materials into an employee’s

personnel record. The employee may request a copy of any document placed in his or her personnel record.

Personnel records are only available to authorized personnel. Any current or terminated employee may review the contents of his or her personnel record by submitting a written request to the Human Resources Director.

Each employee should notify the Human Resource Director of any change in the employee’s name, home address, telephone number, emergency contact, marital status, number of dependents, beneficiary, professional licenses, and any other relevant information.

PAYROLL

Payroll is processed and available on a bi-weekly cycle. Payday is on Friday. We encourage employees to use Direct Deposit whenever possible.

Employees are not allowed to punch in or out for another employee or alter payroll records in any way. Employees must clock in and out using agency issued computers. All employees are required to keep and submit, via ADP’s Time and Attendance System, accurate time reporting information. Employees are not allowed to pre-populate their work week hours in the system.

In accordance with wage and hour laws, all non-exempt employees who work a period of more than six (6) hours in one calendar day are entitled to a thirty minute meal period. Employees working in 24 hour programs may be required to remain at the work site for their thirty (30) minute break. However, employees are entitled to have their meal break in a room apart from clients if they wish to take an unpaid meal break. Employees will be compensated during their thirty (30) minute break if they are required to remain at the work site during their break. The supervisor has the right to reschedule the meal break in situations requiring crisis intervention or emergencies.

Hourly, non-exempt staff are compensated at a rate of one and one half times their hourly wage for all hours actually worked in excess of forty hours per week. All overtime must be pre-approved by your supervisor. Supervisors may adjust meal breaks to provide adequate coverage in areas other than 24 hour programs as determined necessary.

MILEAGE

All approved reimbursable expenses (parking, food, etc.) must be submitted to the Fiscal Office according to the schedule using the agency Expense Voucher.

Mileage must be recorded on a daily basis using the Mileage tab, under supplemental earnings, within the Time and Attendance system. A note must be completed for every entry into the system. Fraudulent or inaccurate statement of mileage expenses may result in disciplinary action up to and including termination.

Mileage will be reimbursed with payroll on a bi-weekly basis.

Failure to document and submit mileage as required by this policy will result in the agency’s refusal to reimburse for late or incorrect submission. All approved reimbursable expenses must be submitted to the Fiscal Office no later than 30 days after such expense is incurred. Mileage reimbursement is made bi-weekly. Expenses incurred during a fiscal year must be submitted by June 30th of that year.

FEE-FOR-SERVICE EMPLOYEES

Fee-for-service clinicians are paid a rate for each Unit of Service provided. The units of service for each type of service provided by clinicians are the hourly equivalent Unit of Service set by the third party payer. These are available from our billing department or your supervisor. For an individual therapy session (the most common service provided by clinicians), the rate paid to clinicians for the Unit of Service compensates for all time spent with the client, the collateral contacts required that are not separately billable, the time recording the clinical notes in the client’s file (either paper or electronic record), and any other related work. The Unit of Service is complete (and billable by you to the third party payer) after all services have been performed – including proper documentation of all clinical notes. Time to complete each Unit of Service (and all associated work) will vary, and the same rate is paid to the clinician regardless of the actual amount of time worked to complete the Unit of Service. Under no circumstances are clinicians permitted to exceed a weekly average of 2.8 hours of total, actual work time to complete all tasks associated with each Unit of Service.

PERSONAL BELONGINGS

The Agency is not responsible for its employees’ personal belongings. You are urged to secure valuable items and lock your vehicle at all times.

EVALUATIONS

Evaluations are generally done at 90 days, 6 months and annually thereafter and, once completed, are a permanent part of the employee’s personnel record. These evaluations shall be shared with the employee, who must acknowledge receipt and reading by signing the copy

to be filed. An annual evaluation will also include an assessment form for the employee to complete if he or she so chooses.

I. Initial Evaluation: All introductory employees shall generally be given a written evaluation by their immediate supervisor at the completion of 90 days employment and at the end of their initial six month introductory period.

II. Annual Evaluation: All employees generally receive an annual evaluation on or about the anniversary of their hire date, at which time overall performance and skill level are reviewed and assessed. As part of the evaluations process, goals and objectives designed to encourage growth and development are established. The Agency is committed to assisting each individual in his/her professional growth and development. After completing five (5) years of employment in the same position, evaluations will generally take place every two (2) years, at the discretion of the employee’s supervisor.

PROMOTION/TRANSFER POLICY

It is the policy of the Agency to hire the most qualified and appropriate person for each position. Therefore, Agency employees are encouraged to obtain the necessary skills, training, education and professional qualifications to be competitive candidates for new position openings and maintain eligibility for promotion or transfer.

Applicants for promotion or transfer typically must have completed one year of satisfactory employment with the Agency, and must meet the qualifications as delineated in the job description for the new position.

In selecting employees for promotion/transfer, the Agency will examine criteria including but not limited to: Interpersonal relations with co-workers and supervisory staff; external job- related interpersonal skills; performance evaluations; disciplinary record; attendance record; and experiential and educational qualifications.

The new promotion/transfer date becomes the basis for the employee’s subsequent evaluation dates. All merit increases, if applicable, occur from the promotion/transfer date, not from the anniversary date of the employee’s initial hire by the Agency.

Without limiting or altering the at-will nature of all employment at the Agency, all promoted or transferred employees are subject to the six (6) month introductory period after their promotion/transfer. If the work performance of the transferred or promoted employee is determined inappropriate or unsatisfactory for any reason by either party, immediate steps to adjust the situation shall be taken. These steps may include demotion, transfer, or termination of employment, depending on the circumstances.

PROFESSIONAL LICENSURE REIMBURSEMENT POLICY

The agency will reimburse staff for fees related to their professional licensure. The reimbursement will be capped at $300 per license. You must be benefit-eligible and have completed one year of service to be eligible for reimbursement under this policy. This policy does not apply to license renewals. It does, however, include advancement in licensing status.

In order to be reimbursed, you will need to submit a copy of your receipt for having paid fees, as well as a letter from the licensing board stating that you received a passing score. Also, please remember to submit a copy of your professional license to Human Resources once you receive it.

TUITION REIMBURSEMENT POLICY

The Agency encourages employees to continue their education. To qualify for consideration for tuition reimbursement, the employee must meet the following criteria:

1. The employee must have been employed by the Agency for a minimum of one (1) year, must be benefit-eligible, and must work twenty (20) hours or more per week.

2. Courses must be pre-approved by your supervisor.

3. Once the Agency pre-approves reimbursement of a tuition amount, the Agency will reimburse the employee for the tuition, provided that he or she completes the course within the normal schedule, receives a grade of “C” or better (graduate courses require a grade of “B” or better), is still employed by the Agency upon course completion, and subject to the other conditions of this policy. Before receiving tuition reimbursement, the employee must present his or her supervisor a receipt for fees paid to the educational institution for the course and a copy of his or her grades.

4. The amount of reimbursement must be established before the course begins.

Tuition reimbursement is always contingent on educational funds being available. The percentage of reimbursement may vary, with a maximum reimbursement level of 50% and capped at $1,500 per eligible employee, per 12 month period. Those with recent disciplinary history or on a Performance Improvement Plan will not be eligible for consideration under this policy.

OUTSIDE EMPLOYMENT

It is the employee’s responsibility to ensure that there is no conflict of interest (either in work hours or in activity content) between his or her employment with the Agency and any other employment that is maintained outside the Agency. All conflict of interest judgments are to be made by the employee’s immediate supervisor and the Executive Director.

CONFLICT OF INTEREST

Employees and their families are not to be seen on a professional basis by agency staff without the prior approval of the Executive Director.

POLICY ON PRIVATE PRACTICE

1. PURPOSE The Agency supports private practice and some secondary employment of its staff members, believing that such work will enrich the professional experience of its staff and provide high quality and innovative services for the community. Nevertheless, since conflict of interest and other issues occasionally arise from such secondary employment, the Board of Directors of the Agency believes that an express policy will serve to clarify the professional and ethical standards by which all Agency employees are expected to abide.

2. COMMITMENT AND LOYALTY TO THE AGENCY An employee’s principal commitment shall be to the Agency and its clients. Accordingly, the Agency prohibits outside employment and other activities that lessen the effectiveness of an employee in his or her performance of the duties required to meet the employee’s responsibilities to the Agency. Specifically, Agency workers who engage in private practice must clearly represent the private practice as an entirely individual endeavor, and refrain from using the name of the Agency or otherwise involving or implicating the Agency in such private practice.

3. NO AGENCY RESOURCES TO BE USED Staff members of the Agency who engage in private practice may do so only on their own time. The staff member may not use Agency offices, telephone, e-mail, internet, IT, or clerical services in relation to their private practice without the express written consent of the Executive Director, to whom all questions concerning interpretation of this policy shall be referred. Any and all costs related to the employee’s private practice shall be borne fully by the private practitioner.

4. AGENCY RECORDS Agency files and case records are not open to private practitioners, whether or not the private practitioner is or was a member of the Agency staff. Such practitioners may receive written reports (on the same basis as reports given routinely to any other outside professional person or agency) if authorized in writing by the client.

5. PROFESSIONAL LIABILITY COVERAGE The Agency’s professional liability coverage does not extend to an employee’s private practice. The private practitioner is advised to obtain coverage to avoid exposure of his or her private assets.

6. NOTICE Agency staff members who set up outside practices shall so inform their supervisors.

7. INDEMNIFICATION Staff members who set up outside practices shall complete and sign the Indemnification and Hold Harmless Agreement attached hereto, which protects the Agency from any legal liability arising out of the staff member’s private practice.

8. REFERRALS An Agency staff member cannot refer a client from his/her Agency caseload to his/her private practice, or refer a client from his/her Agency caseload to the practice of any associate, partner, co-space sharing therapist, or family member of the staff member.

When a staff member leaves the Agency, the transfer of Agency clients seen by the employee to the employee’s private practice or that of any associate, partner, co-sharing therapist, or family member of the staff member is unethical. There is an exception to this rule, however, when the transfer in question is judged to be in the best interest of the client after review by the Clinic Director and Executive Director. In those cases, the client will be given a letter from the Clinic Director offering a clear choice to the client between accepting further services from the Agency or choosing to continue with the employee in question on a private basis.

TERMINATION OF EMPLOYMENT

1. AGENCY PROPERTY All Agency property, including the policy handbook, keys, cell phones, pagers, computers, keys, security badge, etc. must be submitted to the employee’s supervisor on or prior to an employee’s termination date.

2. EXIT INTERVIEW The terminating employees will be requested to complete an Exit Interview Form and set up an appointment to meet with the Executive Director prior to the termination date. This provides an opportunity for the employee to express concerns, talk about his or her experience with the Agency, offer suggestions, etc. This will help us to make improvements when appropriate, as well as track reasons for turnover.

NEUTRAL REFERENCE POLICY

It is the policy of CFS to release date of hire, last day worked and position held to outside inquiries regarding employment references.

DISCIPLINE POLICY

During your career at the Agency, it may become necessary for the Agency to correct your behavior, improve your performance, discipline you or terminate your employment. Policies governing acceptable conduct and performance of employees are necessary in order to ensure the delivery of quality client services, protect the rights and safety of both clients and staff, and facilitate the overall successful operation of the Agency. When Agency policies are violated, consistent and fair corrective action will be administered.

The Agency’s disciplinary policy is designed to appropriately address the seriousness of a problem or incident. Each case is assessed to determine appropriate discipline and the decision with respect to the level of discipline is solely within the discretion of the Agency. Discipline can range from counseling/verbal warning, written warning, suspension or immediate discharge.

Occurrences of any of the following activities, as well as violations of any other Agency policies and/or procedures, may subject the employee to disciplinary action, up to and including immediate dismissal. The following list of prohibited conduct is not all-inclusive, and is intended for use as a guideline.

 Violation of the agency’s policies with regard to a client’s confidentiality rights;

 Falsification of employment or other Agency records;

 Failure to satisfy the conditions of employment and/or failure to meet performance standards and expectations;

 Insubordination;

 Absenteeism or tardiness and/or failure to follow proper procedure to notify the Agency of your absence;

 Failure to report an absence or late arrival;

 Obscene or abusive language;

 Indifference or rudeness to others;

 Failure to meet responsibilities;

 Transporting clients in an agency vehicle or in a personal vehicle without a valid driver’s license;

 Violation of safety procedures and/or failure to report work-related injuries to a supervisor immediately;

 Violation of the no-solicitation policy;

 Distribution of unauthorized signs, literature, stickers, handbills and the wearing of special-interest or unauthorized buttons or insignia during working hours;

 Excessive transacting of personal business during work time and the excessive use of Agency phones for personal business; excessive use of cell phones during work hours;

 Engaging in any form of dishonesty, theft, embezzlement, or fraud – or acting as an accessory to such behavior;

 Refusal to participate in an Agency investigation; retaliation toward an individual who does participate in an investigation.

 Disorderly, inappropriate, or indecent conduct – including but not limited to conduct that violates the Agency’s anti-discrimination policy;

 Failure to properly and accurately fill out time records, falsification of time records or entering time records for another person;

 Abandoning your position through failure to report to work as scheduled, failing to notify an appropriate person at the Agency of your absence, failure to provide documentation requested to substantiate your absence, or failure to return from an approved leave of absence;

 Making or publishing false or malicious statements concerning the Agency, other Agency employees, Agency clients, or Agency services;

 Emotional, physical or sexual abuse or neglect of clients;

 Violation of any Agency policy, procedure or practice;

 Being in possession of, or under the influence of, or use or selling of any alcoholic beverages, drugs, narcotic or any other controlled substance (except legitimate medical prescriptions) at any time while on company premises;

 Possession or use of firearms or other weapons and explosive devices on Agency property;

 Theft, vandalism, destruction or sabotage to the property of fellow employees, the Agency or Agency clients;

 Unauthorized possession or removal of any Agency property, including documents, from the premise without permission from a supervisor;

 Engaging in criminal or dishonest conduct, acts or threats of violence towards anyone at any time;

 Fighting or provoking a fight on agency property;

 Threatening, abusing or harassing fellow employees, clients and/or visitors;

 Inappropriate involvement with clients, including but not limited to any sexual or romantic involvement with past or present clients;

 Failure to focus complete attention and efforts to work matters during work hours;

 Failure to maintain professional license or certification; or

 Any other infraction detrimental to the best interest of the Agency. Such actions include any conduct that may impair the reputation of the Agency or individual staff members or any action that may impair the successful operation of the Agency.

GRIEVANCE POLICY

Each employee has the right to grieve any personnel action taken by his/her supervisor which adversely affects his or her status or conditions of employment. The exception will be a performance evaluation, which cannot be grieved. A grievance may be filed at the supervisory, human resources, and executive levels. For more information, please feel free to contact human resources.

SEXUAL HARASSMENT/HARASSMENT POLICY

It is the goal of the Agency to promote a workplace that is free from all forms of sexual harassment.2 Sexual harassment of employees occurring in the workplace or in other settings in which employees find themselves in connection with their employment is unlawful and will not be tolerated by the Agency. Further, any retaliation against an individual who has complained about sexual harassment or participated in an investigation of a sexual harassment complaint is similarly unlawful and will not be tolerated. To achieve our goal of providing a workplace free from sexual harassment, the conduct that is described in this policy will not be tolerated.

Because the Agency takes allegations of sexual harassment seriously, it will respond promptly to complaints of sexual harassment and - where it is determined that such inappropriate conduct has occurred - will act promptly to eliminate the conduct and impose such corrective action as is necessary, including disciplinary action up to and including termination of employment, where appropriate.

Please note that while this policy sets forth the Agency’s goals of promoting a workplace that is free of sexual harassment, the policy is not designed or intended to limit the Agency’s authority to discipline or take remedial action in response to workplace conduct which we deem unacceptable, regardless of whether that conduct satisfies the definition of sexual harassment.

Definition of Sexual Harassment:

In Massachusetts, the legal definition for sexual harassment is: sexual advances, requests for sexual favors, and verbal or physical conduct of a sexual nature when: a) Submission to or rejection of such advances, requests or conduct is made either explicitly or implicitly a term or condition of employment or as a basis for employment decisions; or, b) Such advances, requests or conduct have the purpose or effect of unreasonably interfering with an individual’s work performance by creating an intimidating, hostile, humiliating or sexually offensive work environment.

Under these definitions, direct or implied requests by a supervisor for sexual favors in exchange for actual or promised job benefits such as favorable reviews, salary increases, promotions, increased benefits or continued employment constitutes sexual harassment.

2 The Agency is equally committed prevent harassment based on any protected class, including race, color, national origin, citizenship, age, religion, gender (including marital or pregnancy status), sexual orientation, disability, genetic information, or veteran status. As with the sexual harassment policy described herein, prohibited non-sexual harassment can include slurs or other derogatory comments, objects, pictures, cartoons, or demeaning gestures connected to one’s membership in a protected group. As with the Agency’s sexual harassment policy, complaints of non-sexual harassment should be made to HR. All complaints will be promptly investigated and appropriate action taken. 29

The legal definition of sexual harassment is broad and in addition to the above examples, other sexually oriented conduct, whether it is intended or not, that is unwelcome and has the effect of creating a workplace environment that is hostile, offensive, intimidating, or humiliating to male or female workers may also constitute sexual harassment.

While it is not possible to list all of the additional circumstances that may constitute sexual harassment, the following are some examples of conduct which, if unwelcome, may constitute sexual harassment depending upon the totality of the circumstances, including the severity of the conduct and its pervasiveness:

 Unwelcome sexual advances - whether they involve physical touching or not;

 Sexual epithets, jokes, written or oral references to sexual conduct, gossip regarding one’s sex life, comment on an individual’s body, an individual’s sexual activity, deficiencies, or prowess;

 Displaying sexually suggestive objects, pictures, cartoons;

 Unwelcome leering, whistling, brushing against the body, sexual gestures, suggestive or insulting comments;

 Inquiries into one’s sexual experience;

 Favoring any applicant or employee because that person has performed or shown a willingness to perform sexual favors for a supervisor; and

 Discussion of one’s sexual activities.

All employees of the Agency should note that, as stated above, retaliation against an individual who has complained about sexual harassment or participated in an investigation of a sexual harassment complaint is unlawful and will not be tolerated by the Agency.

Complaints of Sexual Harassment:

Any employee of the Agency who believes that he or she has been subjected to sexual harassment has the right to file a complaint with the Agency. This may be done in writing or orally.

If you would like to file a complaint you may do so by contacting HR or the Executive Director in person or in writing both of whom are also available to discuss any concerns you may have and provide information to you about our policy on sexual harassment and the complaint process.

Sexual Harassment Complaint Investigation:

When the Agency receives a complaint, it will promptly investigate the allegation in a fair and expeditious manner. The investigation will be conducted in such a way as to maintain confidentiality to the extent practicable under the circumstances. Our investigation will include a private interview with the person filing the complaint and with witnesses. We will also interview the person alleged to have committed sexual harassment. When we have completed our investigation, we will, to the extent appropriate, inform the person making the complaint and the person alleged to have committed the conduct of the results of that investigation.

If it is determined that inappropriate conduct has occurred, we will act promptly to eliminate the offending conduct, and where it is appropriate we will also impose disciplinary action up to and including termination of employment.

Disciplinary Action:

If it is determined that inappropriate conduct has been committed by an employee of the Agency, we will take such action as is appropriate under the circumstances. Such action may range from counseling to termination of employment, and may include such other forms of disciplinary action as we deem appropriate under the circumstances.

State and Federal Remedies:

In addition to the above, if you believe you have been subjected to sexual harassment, you may file a formal complaint with either or both of the government agencies set forth below. Using our complaint process does not prohibit you from filing a complaint with these agencies. Each of the agencies has a short time period for filing a claim.

1. The United States Equal Employment Opportunity Commission (“EEOC”) One Congress Street - 10th Floor Boston, MA 02114 (617) 565-3200

2. The Massachusetts Commission Against Discrimination (“MCAD”) Boston Office: One Ashburton Place - Rm. 601 Boston, MA 02108

Springfield Office: 424 Dwight Street – Rm. 220 Springfield, MA 01103

Retaliation Is Prohibited:

The Agency prohibits retaliation against any individual who reports discrimination or

harassment or participates in an investigation of such reports. Retaliation against an individual for reporting harassment or discrimination or for participating in an investigation of a claim of harassment or discrimination is a serious violation of this policy and, like harassment or discrimination itself, will be subject to disciplinary action, up to and including termination of employment.

ACKNOWLEDGEMENT OF AGENCY POLICY ON SEXUAL HARASSMENT/HARASSMENT (SAMPLE)

As an employee of the Agency, I understand that compliance with the Agency’s harassment policy is a condition of employment. I further understand that this policy requires that:

1. I understand what conduct is prohibited by the policy, and will inquire of management whenever I have any questions regarding the policy or my role and responsibilities under the policy.

2. I cooperate fully in any investigation of alleged harassment including sexual harassment that involves me or to which I am a witness.

3. I conduct myself in compliance with the Sexual Harassment/Harassment Policy at all times, treating all employees, visitors, vendors and customers without regard to any protected class, including race, color, national origin, citizenship, age, religion, gender (including marital or pregnancy status), sexual orientation, disability, genetic information, or veteran status.

4. If I feel that I am being harassed, or if I become aware of any incident of harassment, I have the right and responsibility to communicate this to the Agency as outlined in this policy.

5. I understand that it is unlawful to retaliate against an employee who makes a good faith report of alleged harassment or who cooperates in a harassment investigation. Such retaliation will result in disciplinary action up to and including termination of employment.

I acknowledge my responsibilities to comply with this policy. I understand that failure or refusal to comply with this policy will subject me to disciplinary action up to and including termination.

SEXUAL ABUSE AND MOLESTATION PREVENTION POLICY

The Agency does not tolerate sexual abuse or molestation in the workplace or at any activity sponsored by or related to it. The Agency provides procedures for employees, respite providers, family members, volunteers, board members, clients, victims of sexual abuse, or others to report such abuse, and disciplinary penalties for those who commit such acts. No employee, respite provider, volunteer, client, or other third party, no matter his/her title or position, has may allow the commission of sexual abuse or molestation.

The Agency has a zero tolerance policy for any sexual abuse committed by an employee, respite provider, volunteer, board member, client or any other third party. Upon completion of an investigation, disciplinary action up to and including termination of employment, as well as criminal prosecution may result.

Sexual abuse or molestation takes the form of inappropriate sexual contact or interaction for the gratification of the individual who is functioning as the caregiver and is responsible for the client’s and/or child’s care. Sexual abuse includes sexual assault, exploitation, molestation or injury. It does not include sexual harassment, which is another form of behavior not tolerated by CFS.

Any incidents of sexual abuse reasonably believed to have occurred will be reportable to the appropriate law enforcement and regulatory agencies (i.e. EEC, DPH).

Physical evidence of abuse:

 Difficulty walking  Torn, stained or bloody clothing  Pain or itching in genital area  Bruises or bleeding of the external genitalia  Sexually transmitted diseases

Behavioral signs of abuse:

 Reluctance to be left alone with a particular person  Wearing lots of clothing especially in bed  Fear of touch  Nightmares or fear of night  Apprehension when sex is brought up

Reporting Procedure:

Any employee who learns of an incident of sexual abuse being committed must immediately report it to his or her supervisor, the Executive Director or Human Resource Director. You must follow the procedures outlined in the Policies Related to Client Care Handbook. If the suspected abuse is to an adult, you should report the abuse to Mass. Adult Protection

Services Agency at 888-822-0350 (V/TTY), if the victim is elderly – report to the Elder Abuse Hotline at 1-800-922-2275 (V/TTY); and if the victim is a child, the number for the MA child-at-risk hotline is 1-800-792-5200.

Anti-retaliation:

The Agency prohibits retaliation made against any employee, volunteer, board member, or client who reports a good faith complaint of sexual abuse or who participates in any related investigation. Making false accusations of sexual abuse in bad faith may have serious consequences for those who are wrongly accused. The organization prohibits making false and/or malicious sexual abuse allegations, as well as deliberately providing false information during an investigation. Anyone who violates this rule is subject to disciplinary action up to and including termination.

Investigation and Follow-up

The Agency takes all allegations of sexual abuse seriously and will promptly and thoroughly investigate whether sexual abuse has taken place. The Agency will use its Director of Continuous Quality Improvement and/or a trained designee to conduct an investigation of the incident. The Agency will cooperate fully with any investigation conducted by law enforcement or other regulatory agencies. It is the Agency’s objective to conduct a fair and impartial investigation. The Agency may place the accused individual on a leave of absence or a re-assignment to non-client contact position.

The Agency will make every reasonable effort to keep the matters involved in the allegation as confidential as possible while still allowing for a prompt and thorough investigation.

Whistleblower Policy

A whistleblower is defined as anyone who reports an activity that he or she considers to be illegal or dishonest to one or more parties specified under this policy. The whistleblower is not responsible for investigating the activity or for determining fault or corrective action. The appropriate management personnel are charged with these responsibilities.

Examples of illegal or dishonest activities can be violations or federal, state or local laws around billing for services not rendered, falsifying payroll records, and other fraudulent financial reporting.

If an employee has knowledge of or a concern about illegal or dishonest activity, please contact your supervisor or the Director of Human Resources. The employee must exercise sound judgment, come forward in good faith in order to avoid false allegations. An employee who intentionally files a false report will be subject to disciplinary action up to and including termination.

The agency will take the necessary steps to provide protections with regard to confidentiality and against retaliation. As much as what is possible, the identity of the reporter will be maintained. However, during the course of conducting a thorough investigation, the identity 34

of the whistleblower may have to be disclosed. The agency will not retaliate against the whistleblower. This includes, but is not limited to, protection against retaliation in the form of an adverse employment action such as termination, compensation decreases, or poor work assignments and threats of physical harm. Any whistleblower who believes that he or she is being retaliated against must contact the HR Department immediately. The right of a whistleblower against retaliation does not protect the whistleblower from immunity for any personal wrongdoing that is alleged and investigated.

All reports of illegal and dishonest activities will be promptly submitted to the Director of Human Resources who is responsible for investigating and coordinating corrective action.

Please contact Human Resources if you have any questions regarding this policy.

SAFETY POLICY/PHILOSOPHY AND STATEMENT OF COMMITMENT

An issue of great concern on behalf of all our employees is maintaining a safe workplace. The agency is committed to ensuring an accident-free environment, and expects every employee to:

 Work safely  Report unsafe conditions immediately to his/her supervisor  Report the unsafe work habits of others to his/her supervisor  Make suggestions and recommendations to improve work areas  Participate in all aspects of our safety program

It is our policy to endeavor to provide our employees, customers, visitors, and members of the general public with a safe and secure environment. It is also our policy to endeavor to protect our physical assets from accidental loss.

We believe that every effort should be made to:

 prevent all injuries;  prevent all property loss or damage;  safeguard all operating procedures;  work safely as a condition of employment;  ask every line manager and supervisor, from the site manager through the first-line supervisor, to be responsible for everything that happens in his or her area - including all contractor work, visitors, customers or members of the general public walking through, and the actions of employees from other areas.

Our goal is to have zero accidents. We will maintain an active program of safety and accident management. This will include the identification and elimination of work hazards,

the timely and effective response to all safety issues, and the support of and assistance to injured employees whenever and wherever possible.

Worker’s Compensation:

Occupational injuries hurt everyone: injured employees, their families, their work team and CFS. We will manage workers’ compensation claims to ensure that the employee who is injured on the job receives prompt, appropriate medical treatment. Depending on the nature and circumstances of the work-related injury, the Agency may develop modified duties for the injured employee and may expect the employee to continue working while recovering from the injury. Employees are expected to report all work-related injuries to their supervisor or his/her designee as soon as possible following the incident.

Modified-duty assignments will be developed with the assistance of Cabot Risk Management as well your physician. We will work closely with your physician to ensure that he/she is thoroughly familiar with the jobs or our organization. Our Safety Committee includes employees from throughout our agency and is charged with the administration of the safety program. We expect everyone to remain interested and involved with safety management and to contribute to our overall goals.

If you should ever have a question or concern about safety, I encourage you to contact your supervisor or the HR Director.

ZERO TOLERANCE WORKPLACE VIOLANCE PREVENTION POLICY

CFS is committed to preventing workplace violence and to maintaining a safe work environment. CFS has adopted the following guidelines to deal with intimidation, harassment or other threats of or actual violence that may occur on or off site during work- related activities.

All employees, consumers, vendors and business associates should be treated with courtesy and respect at all times. Employees are expected to refrain from any contact (including horseplay) or other conduct that may be dangerous to others.

Conduct that threatens, intimidates or coerces another employee will not be tolerated. CFS resources may not be used to threaten, stalk or harass anyone in the workplace or outside the workplace. CFS treats threats coming from an abusive personal relationship as it does other forms of violence. Indirect or direct threats of violence, incidents of actual violence and suspicious persons or activities should be reported as soon as possible to a supervisor, HR or any member of management. Employees should not place themselves in danger nor should they attempt to intercede during an incident.

Employees should promptly inform the HR Director and their site director of any protective or restraining order that they have obtained which lists the workplace as a protected area.

Employees are encouraged to report safety concerns with regard to domestic violence. CFS will not retaliate against an employee making a good-faith report.

CFS will promptly and thoroughly investigate all reports of threats of violence or incidents of actual violence and of suspicious individuals and activities. The identity of the person making the report will be protected as much as possible. Again, the Agency will not retaliate against someone making a good-faith report. The Agency reserves the right to suspend employees suspected of violence or threats of violence in the workplace, either with or without pay, pending an investigation.

An employee who is found responsible for threats or actual violence or other conduct that is in violation of this policy will be subject to prompt disciplinary action up to and including immediate termination.

ZERO TOLERANCE FOR VIOLENCE POLICY RELATED TO CLIENTS

The purpose of the policy is to ensure that every effort is made to prevent violent acts and that in the event that a violent incident occurs appropriate action is consistently taken to protect staff, clients/persons served/patients, visitors and Child and Family Services’ property from the effects of violent behavior.

Staff has the right to work in a violence free workplace. Clients/persons served/patients and others have the right to visit, or receive health care, in a therapeutic environment free from risks to their personal safety. Child and Family Services, Inc. has adopted a zero tolerance response to all forms of violence on the agency’s premises or any other place where mental health related activities are carried out.

Where the risks cannot be eliminated, they must be reduced to the lowest possible level using control strategies developed in consultation with employees.

The zero tolerance response means that in all violent incidents, appropriate action will be taken to protect staff, clients/persons served/patients and visitors from the effects of such behavior.

The zero tolerance response does not take the place of effective risk management, and at all times the focus of activity must be on prevention. However, when a violent incident does occur, action must be taken to minimize its impact and prevent its recurrence as far as possible, regardless of its source.

The policy applies to all agency workplaces including those in the community, and to all forms of violence. It is not the intent of this policy that inappropriate action be taken against clients/persons served/patients whose violent behavior is a direct result of a

medical/psychiatric condition. In these circumstances, the emphasis is on prompt, effective clinical management and compassionate care of the clients/persons served/patients, while at the same time protecting the safety of that client/person served as well as the safety of staff and others who may be affected by the behavior.

Risk management options are provided in the guidelines that follow. They are designed to address violence of clinical origin with appropriate clinical procedures, and violence from other sources by alternate means most appropriate to the situation.

Occupational violence:

For the purpose of this document, occupational violence is defined as any incident in which employees are abused, threatened or assaulted in circumstances arising out of, or in the course of their employment. Incidents include verbal, physical or psychological abuse, threats or other intimidating behaviors, intentional physical attacks, aggravated assault, threats with an offensive weapon, and sexual assault.

Safety:

A state in which the risk of harm to persons or damage to property is limited as far as possible.

Procedures:

• CFS staff are expected to understand and comply with the workplace violence prevention policy and other safety and security measures. • Staff is encouraged to share suggestions covering safety and security concerns. (Suggestion box available at each site) • Staff must maintain prompt and accurate reporting of violent incidents to assess risk and monitor the situation. • Staff is encouraged to take part in a continuing education program that covers techniques to recognize escalating agitation, assaultive behavior, or criminal intent, and discuss appropriate responses.

CFS works to ensure workplace safety by promoting the following:

• Provides metal detectors -hand-held, in the Emergency Service Program- to identify/confiscate guns, knives, or other weapons. • Has installed and regularly maintains alarm systems and other security devices, panic buttons, noise devices, and cellular phones, where risk is apparent or may be anticipated, and arranges for a reliable response system when an alarm is triggered. (See Emergency Policy using Dr. Strong) • Uses a closed-circuit camera for high-risk areas on a 24-hour basis. • Places curved mirrors at hallway intersections or concealed areas. • Encloses intake areas (as appropriate)

• Has established "time-out" or seclusion areas for clients acting out. (inpatient programs) • Provides client waiting rooms designed to maximize comfort and minimize stress. • Limits access to staff counseling rooms and treatment rooms. • Arranges furniture to prevent entrapment of staff. In interview rooms or crisis treatment areas, furniture should be minimal, lightweight, without sharp corners or edges, and/or affixed to the floor. Limits the number of pictures, vases, or other items that can be used as weapons. Maintains object with sharp edges such as scissors, pens, knives in a protected area away from clients. • Provides lockable and secure bathrooms for staff members separate from client, and visitor facilities. • Maintains medications in a locked area access only by medical staff. • Locks all unused doors to limit access, in accordance with local fire codes. • Installs bright, effective lighting indoors and outdoors. • Replaces burned-out lights, broken windows, and locks. • Keep automobiles, if used in the field, well-maintained. Always lock automobiles. • Maintains visitor passes (where applicable) to track visitor presence in the agency.

Staff Responsibility:

• State clearly to patients, and clients/persons served that violence is not permitted or tolerated and that services may be terminated should this occur. • Provide sensitive and timely information to persons waiting in line or in waiting rooms. Adopt measures to decrease waiting time. • Establish a list of "restricted visitors" for clients/ persons served /patients with a history of violence. Copies should be available to appropriate staff. • Limit information given to outsiders on victims of violence. • Supervise the movement of psychiatric clients/ persons served and patients throughout the agency. • All children receiving office based services must have an adult present at the agency during the entire time of the session. Children seen home-based must also have a parent/guardian/person adult responsible for the child present in the home during the session. This is to provide assistance in the event of an emergency. • Employees should not work alone in the clinics, particularly at night or when assistance is unavailable. The receptionist/staff supervisor should be aware of staff’s whereabouts. • Clients/ persons served/patients that are known to be at risk for violence should be scheduled during normal operating hours in a visible office location with notification to the supervisor/on call person in the event that assistance is needed. • Inpatient staff should monitor high-risk clients/persons served/patients and restrict outdoor privileges as well as remove objects that can be used as a dangerous weapon. • Ascertain the behavioral history of new and transferred clients/persons served/patients to learn about any past violent or assaultive behaviors. Identify clients/persons served/patients and inform appropriate staff of persons with assaultive behavior problems, keeping in mind confidentiality and worker safety issues. Update as needed.

• Treat and/or interview aggressive or agitated clients/persons served/patients in relatively open areas that still maintain privacy and confidentiality. • Use case management conferences with co-workers and supervisors to discuss ways to effectively treat potentially violent clients/persons served/patients. • Attend the risk management committee meeting (held at various agency sites) to request input from the team around treatment planning and risk management. • Develop a safety/crisis prevention plan with clients/persons served/patients around safety prevention. • Prepare contingency plans to treat clients/persons served/patients who are "acting out" or making verbal or physical attacks or threats. Contact a supervisor or site director for assistance when needed. • Contact the police to transport assaultive clients/persons served/patients to the Emergency Services Program in your area, the Emergency Room for medical clearance or other more restrictive settings. • Employees are discouraged from wearing jewelry to help prevent possible strangulation in confrontational situations. Outreach workers should maintain caution with the use of scarves, or jewelry that could be used as a dangerous weapon.

Staff is reminded to use identification badges, to readily verify employment.

• Employees should maintain caution in carrying (visible) keys, pens, or other items that could be used as weapons. • Staff members should have “security” escorts to parking areas in evening or late hours. Parking areas should be highly visible, well-lighted, and safely accessible to the building. • Use the "buddy system," especially when personal safety may be threatened. Avoid threatening situations. Staff should exercise extra care in elevators, stairwells and unfamiliar residences; immediately leave premises if there is a hazardous situation. • Avoid using shoes that may restrict your ability to flee in a dangerous situation. • Be aware of your surroundings and be vigilant. Be in the moment and not distracted by cell phone use. • Make your cell phone accessible during community/home visits and program it with emergency numbers. • Carry a whistle, park your car in well-lit areas and know your surroundings for quick exit. • Position yourself where you have easy access to an exit for safety. • Staff providing services in other facilities such as the school or hospital setting should be familiar with their safety policies and procedures.

Reporting:

All incidents that affect the safety of staff or persons served should be reported using the critical incident form. (Follow critical incident reporting procedures).

STAFF RIGHTS REGARDING CLIENT CARE

Any employee’s request to exclude oneself from a client’s care due to personal knowledge of the client or due to the employee’s personal ethics, values or religious beliefs must be personally presented to the employee’s Program Director or Supervisor for resolution. The decision will primarily be driven by consideration for the needs of the client. If the employee’s request is deemed valid, the Program Director or Supervisor and the employee will develop a mutually acceptable plan. Any accommodation to the employee’s request will be driven by the overall needs of the program.

SMOKING POLICY

The Agency maintains a smoke-free environment for its employees, clients, and visitors. Smoking is allowed outside the building in designated areas. Ask your supervisor what is considered a designated area at your site. Violation of this policy will lead to disciplinary action, up to and including termination.

FIRE PLAN

We strive to provide our staff, clients and visitors with a safe and secure environment. We believe it is everyone’s responsibility to help prevent all injuries, property loss or damage, to safeguard all operating exposures, and to work safely as a condition of employment. Occupational injuries hurt everyone, including employees, their families, their co-workers and the Agency as a whole. This Agency maintains an active program of safety and accident management. This includes the identification and elimination of work hazards, timely and effective response to all safety issues, and support and assistance to injured employees whenever and wherever possible. The Agency will manage its workers’ compensation claims by ensuring that the employee injured on the job receives prompt and appropriate medical treatment.

If you are injured on the job, please report the injury to your supervisor immediately. If your supervisor is not available, please contact the Human Resource Department immediately.

All employees shall be familiar with the location and use of fire extinguishers. The Fire Plan is as follows:

 Find – Report all fires immediately, even if they appear minor or controllable.

 Inform – Warn others who may be in danger. Call the Fire Department immediately.

 Rescue – Direct clients and visitors to nearest exit. When it is safe to do so, close doors and windows to contain fire.

 Evacuate – Once alarm is sounded, everyone must leave the building immediately. Employees will assist clients and visitors. If someone is trapped in the building, DO NOT GO BACK IN. Tell the fire department personnel. Assemble in the designated area for your site if it is safe to do so. Otherwise, follow instructions from fire department personnel. The Agency holds periodic fire drills at all locations.

SEVERE WEATHER/EMERGENCY CLOSING POLICY

All employees are expected to make a reasonable effort to report to work during inclement weather conditions when the Agency is open. Any employee who elects to stay home will be required to use a vacation day. In the event no vacation time is available, the day will be without pay. An announcement related to Agency closing will be made via a pre-recorded message by dialing 508-994-7380. Choose Option 1 and enter Extension 418. You may also tune in to any television station that is a member of the RI Broadcasters Association and/or check the agency’s website – www.child-familyservices.org. You should always keep your supervisor’s work cellphone # with you in the event you are not able to access the severe weather announcements.

In the event that the building does not open on an employee’s scheduled work day, the employee will receive payment for the employee’s scheduled work hours. If the building does not open on an employee’s scheduled day off (including vacation day), the employee is not entitled to another day off. If the building should need to close early for any reason, the employee will receive payment for scheduled work hours.

CLIENT TRANSPORTATION POLICY

In order to protect clients served by the Agency and to minimize potential liability of the Agency and its personnel, the Agency requires strict adherence to this Client Transportation Policy.

1. AGENCY-OWNED VEHICLES Only approved Agency staff may operate an Agency-owned vehicle.

2. STAFF-OWNED VEHICLES Staff members may use their personal vehicles to transport an Agency client only if the staff member and the staff member’s vehicle meet all the requirements of this Client Transportation Policy. Staff members must be approved to use their own vehicles to transport an Agency client and must, on a yearly basis, present a copy of their automobile insurance policy to the Agency’s Human Resource Director. Further, staff members must possess a valid and current driver’s license. All vehicles used to transport clients must be registered, inspected and operated in accordance with state laws. All occupants of all vehicles on Agency business must utilize a seat belt at all times. Children ages 0-2 years must be in a back facing car seat; children 2-5 years a

forward facing car seat; children aged 5-8 years or until 4’9” must be in a booster seat. Children 12 years old and under should sit in the rear seat whenever possible.

3. TICKETS The vehicle driver, and not the Agency, shall be responsible for any stationary or moving violations or tickets received while driving an Agency vehicle or while driving a personal vehicle on Agency business.

4. ACCIDENTS In the event of any accident occurring while driving an Agency vehicle or while driving a personal vehicle on Agency business, the driver is responsible for notifying the program manager/supervisor and filing a Critical Incident Report (copy to Human Resources). After receiving a report of a motor vehicle accident, whether or not involving personal injury, the Program Director, Site Director or supervisor shall immediately contact the Agency’s Director of Human Resources to report such accident. In the event of a personal injury to a minor client, the Program Director, Site Director or supervisor shall immediately notify the client’s parent/guardian and the appropriate human service agency, if applicable.

In the event of a claim, the staff person’s own automobile insurance must respond first. The Agency, however, carries liability protection (providing additional indemnification for bodily injury and property damage) for non-owned and hired automobiles used on behalf of the Agency. Upon hire, and periodically thereafter, the Agency will conduct driving record checks with the DMV. If a driving record check reveals violations on one’s driving record, the Agency may prohibit the employee from transporting clients for any reason.

VEHICLE SAFETY POLICY

The purpose of this policy is to ensure the safety of those individuals who drive Agency vehicles, as well as those who transport clients in their personal vehicles. It is the driver’s responsibility to operate the vehicle in a safe manner and to drive defensively to prevent injuries and property damage. As such, the Agency endorses all applicable state motor vehicle regulations relating to driver responsibility. The Agency expects each driver to drive in a safe and courteous manner pursuant to the following safety rules.

Driver Safety Rules

1. Driving while under the influence of intoxicants and other drugs is forbidden and is cause for discipline, up to and including termination.

2. No driver shall operate a vehicle when his/her ability to do so safely has been impaired by illness, fatigue, injury, or prescription medication.

3. All drivers and passengers operating or riding in vehicles must wear seatbelts, even if air bags are available. Children ages 0-2 years must be in a back facing car seat;

children 2-5 years a forward facing car seat; children aged 5-8 years or until 4’9” must be in a booster seat.

4. No unauthorized personnel (e.g. hitch-hikers/friends) are allowed to ride in Agency vehicles at any time or in an employee’s personal vehicle while a client(s) is present.

5. Drivers are responsible for the security of an Agency vehicle assigned to them.

6. Headlights shall be used from ½ hour before sunset until ½ hour after sunrise, or during inclement weather or at any time when a distance of 500 feet ahead of the vehicle cannot be seen clearly.

7. All other state laws, local laws, and D.O.T. Motor Carrier Safety Regulations must be obeyed.

8. Cellular telephone use and/or texting is prohibited while operating an Agency vehicle or your personal vehicle while a client is present in the vehicle or at any point during work hours or when you are driving in connection with work responsibilities.

Driver Eligibility

 Agency vehicles are to be driven by authorized employees only, except in emergencies, or in case of repair testing by a mechanic. Spouses and other family members are not authorized to drive Agency vehicles.  Agency vehicles may be used only for Agency business purposes unless appropriate approvals have been received from management.  Any employee who has a driver’s license revoked or suspended shall immediately notify their supervisor and discontinue operation of the agency vehicle. You must also cease transportation of clients in your own vehicle. Failure to do so may result in disciplinary action, up to and including termination.  All accidents, regardless of severity, must be reported to your supervisor. Failing to stop after an accident and/or failure to report an accident may result in disciplinary action, up to and including termination.  Drivers must immediately report all summons received for moving violations during the operation of an Agency vehicle to Human Resources.  The Agency will periodically recheck employees’ motor vehicle records. If the motor vehicle check reveals violations, the Agency may revoke the employee’s privilege to drive an Agency vehicle. The following system will be used to determine eligibility to operate an Agency vehicle and/or transport clients in an employee’s personal vehicle:

. ALL TYPE “A” VIOLATIONS (as defined below) WILL RESULT IN TERMINATION OF DRIVING PRIVILEGES FOR EMPLOYEES. IF OPERATION OF A VEHICLE IS A REQUIREMENT OF A POSITION, EMPLOYMENT IS CONDITIONAL PENDING RECEIPT OF A MOTOR VEHICLE RECORD WITHOUT “A” VIOLATIONS. . ANY DRIVERS (EMPLOYEES OR APPLICANTS) SHOWING ONE OF THE FOLLOWING WILL BE RESTRICTED FROM DRIVING AGENCY VEHICLES OR TRANSPORTING CLIENTS IN THEIR PERSONAL VEHICLES:

o One (1) or more type “A” Violations in the last 3 years o Three (3) or more accidents (regardless of fault) in 3 years o Four (4) or more type “B” violations in the last 3 years o Any combination of accidents and type “B” violations which equal Four (4) or more in the last 3 years

Type “A” Violations:

. Driving While Intoxicated . Driving While Under the Influence of Drugs . Negligent Homicide Involving a Motor Vehicle (gross negligence) . Operating During a period of Suspension or Revocation . Using a Motor Vehicle for the commission of a Felony . Aggravated Assault with a Motor Vehicle . Operating a Motor Vehicle Without the Owner’s Authority (grand theft) . Permitting an Unlicensed Person to Drive . Reckless Driving . Speeding (racing) . Hit and Run (Bodily Injury or Property Damage)

Type “B” Violations:

. All Moving Violations not listed as type “A” Violations

POLICIES RELATED TO AGENCY TECHNOLOGY

COMPUTER USAGE AND INTERNET POLICY

The Agency provides its employees access to a computer, e-mail, the Internet, and various software packages to enable employees to work productively and effectively. These systems and products are the property of the Agency and are meant to be used in accordance with copyright and other applicable laws and for business purposes only. Employees are not allowed to install any screen savers, software, music, or other programs, on any company computers.

You have no reasonable expectation of privacy or confidentiality with respect to any Agency workplace communications system. All electronic and telephonic communications systems and all communications and information transmitted by, received from, or stored in, the Agency’s e-mail, voice-mail and computer network systems are the property of the Agency. Although employees may have individual access codes and/or passwords to use the Agency’s voice mail, e-mail, and computer network systems, these systems are accessible at all times by the Agency, and may be subject to unannounced inspections by the Agency for business purposes.

E-Mail: The Agency will permit employees to use its e-mail system subject to the following conditions: The Agency’s e-mail systems should be used for business purposes. All information and messages that are created, sent, received, accessed, or stored on these

systems constitute Agency records and are Agency property. Employees should assume that any communications - whether business-related or personal - that they create, send, receive or store on the Agency’s systems are not confidential and may be read or heard by someone other than the intended recipient. The Agency reserves the right to monitor and to access employee e-mail messages at any time. All e-mail content is subject to “backup” or other form of electronic storage or reproduction, at any time, in the Agency’s sole discretion.

Material transmitted by e-mail, whether internally or externally, from Agency equipment must follow Agency policies, good business practice, and common sense. Employees should not send confidential or sensitive Agency information to parties outside of the Agency without proper encryption and appropriate authorization.

Minimal personal use of the e-mail system is permitted, provided that it does not interfere with the sender’s job performance, with the work of others or with the e-mail system, and provided that it does not otherwise violate this policy. Distribution lists are created and maintained for the convenience of employees to conduct business and are not to be used for personal reasons. Commercial activity, solicitations for personal causes and any wide-scale or group solicitations are prohibited. Also prohibited is the transmission of non-business related downloadable files and chain letters.

The e-mail system is not to be used in any way that is inconsistent with our commitment to an environment that is free of discrimination and harassment. For example, sexually explicit words or images, ethnic slurs, racial epithets, or disparagement based on any protected class, including race, color, national origin, citizenship, age, religion, sexual orientation, gender (including marital and pregnancy status), disability, genetic information, or veteran status may not be displayed or transmitted.

Internet: Access to the information resources of the internet is provided to Agency employees as a business tool. Employees are to use the internet for business-related purposes only, such as communication with customers and suppliers and for research of relevant business information.

It is expected that employees will conduct themselves honestly and appropriately on the internet, respecting copyrights, software licensing rules, property and other rights of third parties, just as one would in any other business dealing.

Employees may not display, archive or distribute any materials that are sexually explicit, discriminatory or otherwise inconsistent with applicable law. Employees are required to comply with the Agency’s Confidentiality Agreement and to refrain from downloading or uploading non-business related or otherwise unauthorized materials via the Agency’s internet access.

The Agency has software and systems in place to monitor and record all internet usage and may do so at any time. Employee internet activities and usage patterns will be reviewed and may be publicized. The Agency may inspect any and all files stored in any area of the Agency network.

User IDs and passwords are to be kept confidential and for the user’s sole use. However, employees are required to disclose such IDs and passwords to authorized managers on request.

The Agency has security systems in place to assure the safety and security of the Agency’s networks. No employee is to attempt to disable, defeat or circumvent any of those security systems. All downloaded files must be scanned for viruses before being run or accessed. Violation of this policy may lead to disciplinary action up to and including termination.

Software: The Agency licenses the use of computer software from a variety of vendors. We do not have the right to reproduce software or its related documentation without authorization. In order to avoid intentional or inadvertent violation of the software publisher’s copyright, no one is to copy any program installed on an Agency computer or install any program onto an Agency computer for any purpose. According to copyright law, any person involved in the illegal reproduction of software will be subject to civil damages and criminal penalties. As customers and users of various software, we all need to take a role in maintaining the integrity of the Agency’s software and network. Agency employees are not to make unauthorized copies of software or to accept copies of illegally copied software. Agency employees are not to download or upload software over the internet. If an employee learns of misuse of software or related documentation within the Agency, he or she is required to immediately notify his or her department manager or the Human Resource Department.

SOCIAL MEDIA POLICY

Only authorized staff may use social media outlets during work time.

On the Internet:

If you are developing a website or writing a blog that will mention CFS and/or our current and potential programs, employees, partners and competitors, identify that you are an employee of the agency and that the views expressed on the blog or website are yours alone and do not represent the views of the Agency.

Unless given permission by your supervisor, you are not authorized to speak on behalf of the Agency, nor to represent that you do so.

If you are developing a site or writing a blog that will mention CFS and/or our current and potential programs, employees, partners and competitors, as a courtesy to the Agency, please let your supervisor know of your activity.

Confidential Information

You may not share information that is confidential and proprietary about the Agency or its customers (clients). This includes information about customers (clients), finances, number of clients served, Agency strategy, and any other information that we may have not released publicly.3

Please note that these are examples only and do not cover the range of what the Agency may consider proprietary. We recommend that if you have any questions about whether information has been released publicly or doubts of any kind, speak to your supervisor or the development office before releasing information that could potentially harm our Agency, employees, partners and customers (clients).

The Agency’s logo may not be used without explicit permission in writing from the Agency. This is to prevent the appearance that you speak for or represent the Agency officially.

Respect and Privacy Rights

Note that the use of copyrighted materials or false statements are not viewed favorably by the Agency and can result in disciplinary action up to and including termination.

The Agency asks that you write knowledgeably, accurately, and use an appropriate level of professionalism. Keep in mind that, despite disclaimers, your web interaction can result in the public forming opinions – whether fair or unfair - about the Agency and its employees, partners and customers (clients).

Honor the privacy rights of our current employees by seeking their permission before writing about or displaying internal Agency happenings that might be considered a breach of their privacy and confidentiality.

Anonymous Blogging

Please be aware that you are not anonymous when you blog. Information on your blog or information you post on other’s blogs is published in a very public place and probably read by people you know – including your supervisor and/or co-workers. Further, even if you write or post anonymously or under a pseudonym, your identity can still be revealed. Therefore, you should only blog as if you were doing so under your own name. Never use your blog to personally attack co-workers, customers (clients), vendors, etc.

Your Legal Liability

Recognize that you are legally liable for anything you write or present online. Employees will be disciplined by the Agency for commentary, content, or images connected to the Agency that are pornographic, proprietary, harassing, libelous, or that can create a hostile work environment. You can also be sued by agency employees, competitors and any

3 As above, this provision does not limit employees’ ability to communicate about wages, hours or working conditions. 49

individual or company that views your commentary, content or images as such that is listed here.

Media Contact

Media contacts about the Agency and our current and potential employees, partners, customers (clients) and competitors should be referred for coordination and guidance to the development office or human resource department.

Summary

You are personally and legally responsible for any content you post. For the agency’s protection as well as you own, please make yourself aware of any applicable laws regarding content that you post, including copyright and financial disclosure laws.

Failure to follow this policy may result in disciplinary action up to and including termination. If you have any questions, please feel free to contact Human Resources or your supervisor.

TELEPHONE AND CELL PHONE USAGE POLICY

CFS’ telephones are strictly for business use only. Incoming and outgoing personal calls should be reserved for emergency situations only and must be reported to and approved by the supervisor. Use of CFS telephones for personal calls other than those specifically approved by an employee’s supervisor may be cause for disciplinary action up to and including termination. Additionally, employees will be responsible to reimburse CFS for any unauthorized calls made upon receipt of the telephone bill.

The regular use of cell phones for personal use during work time is generally prohibited. CFS understands that employees must occasionally make or receive personal cell calls. However, employees are not allowed to make or receive excessive personal telephone calls while working, attending trainings or meetings, unless it is an urgent matter or by prior arrangement with a supervisor. Cell phones are not to be used for talking, texting, playing games, etc. During lunch breaks, employees may use their cell phones as long as they are away from clients or in an area where phone calls will not disturb others. Employees on duty in a residential program should secure or lock their cell phones in an approved area, i.e. a mailbox, purse or vehicle, unless a supervisor has authorized another arrangement.

It is CFS’ expectation that while driving, employees will maintain maximum safety at all times, which includes pulling over to a safe area to make or receive a cell call. For safety reasons, employees are prohibited from talking on their cell phones while transporting

clients, unless there is an emergency. All employees are expected to adhere to any city or state laws governing the use of cell phones (including talking and texting), while driving for CFS.

Please remember: Employees are discouraged from calling clients and families from their personal cell phones, unless it is absolutely necessary. With caller ID, the client or family member may obtain the employee’s phone number resulting in a breach of the employee’s confidential information.

DRUG TESTING POLICY

EFFECTIVE DATE

This Policy is effective 07/09/2013, and supersedes any prior policy as well as any other written or oral statements or representations by the company that are inconsistent with this Policy. Child & Family Services (“CFS”) reserves the right to amend or modify this Policy in its discretion, in accordance with the requirements of applicable law, or for any other lawful reason.

PURPOSE

Child & Family Services, its subsidiaries and affiliates (“CFS”) is strongly committed to providing a safe, healthy, secure and efficient workplace. CFS is also strongly committed to promoting high standards for individual performance to secure the reputation of the agency and its personnel within the community and the industry. As part of this commitment, CFS strives to maintain a work environment free from the effects of drug and alcohol abuse and has enacted this Alcohol, Drug and Unauthorized Substances Policy to help achieve this objective.

Specifically, this Policy is to:

 Provide guidelines for all employees regarding the use, abuse, possession or distribution of alcohol, Illegal Drugs and Unauthorized Substances;  To make all employees aware of the consequences of non-compliance with this Policy;  To make all employees aware of the risks of drug and alcohol abuse and aware of rehabilitation assistance provided by CFS; and  To assure CFS complies with drug testing requirements set forth in local, state and federal laws.

SCOPE

This Policy is in full force and effect throughout CFS and applies to all CFS employees. This Policy will also apply to all applicants seeking employment with CFS, all persons working under a contract or sub-contract agreement with CFS, and all persons entering CFS premises (including contractor employees and visitors). For simplicity, employees, managers, applicants, contractors and persons entering CFS premises are referred to herein as “Covered Persons.”

This Policy is subject to state and local statutes in specific jurisdictions where CFS conducts business.

PROHIBITIONS

As a condition of employment, all Covered Persons agree to comply with this Policy and to consent to drug and/or alcohol testing as specified below. Covered Persons who engage in

the conduct below or otherwise violate the terms of this Policy are subject to discipline up to and including termination of employment.

1. Covered Persons are prohibited from reporting to work, being on CFS premises or property (including parking lots) or operating/occupying a CFS vehicle or equipment under the influence of alcohol, Illegal Drugs and/or Unauthorized Substances.

2. Covered Persons are prohibited from applying for employment, reporting to work, being on CFS premises or property (including parking lots) or operating/occupying a CFS vehicle or equipment with alcohol in his/her system sufficient to yield a positive alcohol test results and/or with Illegal Drugs (and/or drug metabolites) in his/her system sufficient to yield a positive drug test result.

3. Covered Persons are prohibited from using, possessing, purchasing, transferring, dispensing, trafficking, or distributing (or attempting to use, possess, purchase, transfer, dispense, traffic or distribute) alcohol, Illegal Drugs and/or Unauthorized Substances, including related paraphernalia, in any amount, in any manner or at any time, on CFS premises or property (including parking lots) or in CFS vehicles.

4. Covered Persons are prohibited from using, possessing, purchasing, transferring, dispensing, trafficking, or distributing (or attempting to use, possess, purchase, transfer, dispense, traffic or distribute) over-the- counter, or prescription drugs on CFS premises or property (including CFS parking lots), as set forth below. Specifically, Covered Persons are prohibited from using, possessing, purchasing, transferring, dispensing, trafficking, or distributing (or attempting to use, possess, purchase, transfer, dispense, traffic or distribute):

(A) prescription drugs that are not prescribed to the Covered Person and/or prescribed on an invalid or non-current prescription;

(B) prescription drugs that are prescribed to the Covered Person at non- therapeutic levels or used in a manner or quantity other than as set forth in the prescription;

(D) over-the-counter or prescription drugs in an unsafe manner.

5. Covered Persons are prohibited from refusing to provide an adequate drug or alcohol test sample/specimen without a valid medical basis, refusing to cooperate during collection or testing, or failing to report (or report promptly) to the collection site without a legitimate reason. 53

6. Covered Persons are prohibited from providing an altered, adulterated, diluted or substituted drug or alcohol test sample or specimen. Covered Persons are prohibited from using a device or substance to interfere or attempt to interfere with a drug or alcohol test.

7. Excepting the need for first-aid or emergency medical care, Covered Persons asked to submit to a post-accident or reasonable suspicion alcohol or drug test are prohibited from using alcohol or drugs (including over-the-counter or prescription drugs) for eight hours following the accident or determination of reasonable suspicion, or until the Covered Person undergoes an alcohol or drug test, whichever occurs first.

8. Covered Persons are prohibited from failing to report to the Human Resource department, within five working days, any drug or alcohol- related criminal convictions, admissions or nolo contendere pleas. Covered Persons are also prohibited from failing to report to the Human Resource department, within five working days, any suspension or revocation of his/her driver’s license.

9. Exception for Alcohol Use at Agency-Sponsored Events: Alcohol is served at certain CFS-sponsored events and industry association events. At those events, alcohol consumption by Covered Persons (in moderation) does not violate the terms of this Policy so long as the Covered Person exercises good judgment and so long as the Covered Person acts in a lawful, safe, professional and responsible manner at all times.

Note that it is the intention of CFS to comply with state and federal laws. Where state and federal law differ, however, CFS will comply with federal law. For example, some state laws permit the use and possession of marijuana for medical and/or non-medical purposes. Federal law does not. Consistent with federal law, CFS considers marijuana to be an Illegal Drug for purposes of this Policy.

TYPES OF DRUG AND/OR ALCOHOL TESTING

1. Post-Accident Testing: Covered Persons will be drug tested if one or more of the following conditions occur (where permitted by state law): (A) injury or accident resulting in medical treatment, beyond first aid; and/or (B) property damage of over $500.

2. Reasonable Suspicion Testing: Covered Persons will be drug and/or alcohol tested when there is a reasonable belief based on specific facts and rational inferences drawn from those facts that a Covered Person is engaged in the inappropriate or illegal use of drugs or alcohol and/or has violated this Policy. Such specific facts would include, but are not limited to, contemporaneous, articulable observations concerning the appearance, behavior, speech or body odors of a Covered Person. Such persons will not be allowed to drive themselves to a clinic for drug or alcohol testing.

SAMPLE COLLECTION PROCEDURES

Drug or alcohol test samples/specimens (typically breath in the case of alcohol and typically urine, oral fluid or hair otherwise) will be collected in private by a certified collector approved by Human Resources. Appropriate chain of custody documentation will be maintained.

Immediately after CFS determines that a Covered Person shall be tested, CFS shall direct or escort the Covered Person to a collection site or certified collector to facilitate the collection of the appropriate specimen.

NOTIFICATION OF DRUG AND/OR ALCOHOL TEST RESULTS

A Covered Person shall not be deemed to be positive on a drug or alcohol test until the Covered Person’s sample/specimen has been subject to confirmatory testing.

Positive test results (or results determined to be adulterated, diluted or substituted) will be communicated from CFS’s testing laboratory (Southcoast Hospitals) to CFS’s Medical Review Officer (“MRO”). On receipt of positive test results (or results determined to be adulterated, diluted or substituted), the MRO will inform the Covered Person of the positive test results and discuss the results with the Covered Person. In this discussion, the MRO will provide the sample donor with an opportunity, in confidence, to provide a medical explanation for the result (including the opportunity to identify prescription and non-prescription drug use), the opportunity to contest/rebut the positive test result, and/or the opportunity to provide any information the Covered Person feels is relevant. After speaking with the Covered Person, the MRO will report the results to CFS as appropriate. CFS’s Human Resources department will make a determination regarding the appropriate response to the positive test results, which may include discipline up to and including termination of employment.

NOTIFICATION OF POLICY

CFS will notify Covered Persons of this Policy by: (a) statements in all recruiting ads; (b) notices posted at all hiring locations; (c) notices in all online career pages; (d) distributing this policy; (e) notices at public entrances to CFS buildings; and (f) making copies of this Policy available for inspection by Covered Persons during regular business hours.

EMPLOYEE ASSISTANCE PROGRAM

CFS provides Covered Persons (and their dependents) with access to an Employee Assistance Program (“EAP”) to provide confidential information concerning the dangers of substance abuse and to help in obtaining counseling, treatment and/or rehabilitation for drug or alcohol abuse and other personal/emotional problems.

EAP eligibility information and EAP contact information can be obtained from Human Resources.

Note that a Covered Person’s first request for assistance from EAP before drug or alcohol testing required under this Policy will not itself be used as the basis for disciplinary action. On the other hand, a Covered Person’s request for assistance from EAP after drug or alcohol testing will not be a defense to the imposition of disciplinary action where a violation of this Policy has already occurred.

PRIVACY

The results of any and all drug or alcohol tests will be maintained in individual, secure (locked), confidential medical files - separate from personnel files. Where required by law, CFS will disclose test-related information to state agencies that regulate the medical/drug testing industry.

EFFECT OF POLICY

All employment at CFS is “at-will” and this can only be changed by a legally binding, written contract covering employment status. None of the provisions of this Policy are to be regarded as such a contract between CFS and any Covered Person.

QUESTIONS

Covered Persons shall direct any questions about this Policy to Human Resources.

DEFINITIONS

For purposes of this Policy, the following capitalized words and terms mean:

1. Illegal Drug — means any drug or controlled substance which is not legally obtainable under both state and federal law, including but not limited to marijuana, opiates, PCP (phencyclidine), cocaine, heroin, amphetamines, barbiturates, benzodiazepines, narcotics, hallucinogens, inhalants, designer drugs, and/or any substances and/or materials that are prohibited by federal or state regulations.

2. Unauthorized Substances – means over-the-counter or prescription drugs used, possessed, purchased, transferred, dispensed, trafficked or distributed in violation of this Policy. See “Prohibitions” number 4 (A) – (D) above.

EMPLOYEE BENEFITS

Any employee who works (20) or more hours per week shall be benefit-eligible. Please see Human Resources for more information.

PAID HOLIDAYS

The Agency observes eleven (11) paid holidays each year.

New Years Day Labor Day Columbus Day Martin Luther King Day President’s Day Thanksgiving Day Patriot’s Day Memorial Day Day After Thanksgiving Day Independence Day Christmas

Holidays falling on a Saturday will be observed on the preceding Friday. Holidays falling on a Sunday will be observed on the following Monday. Should your scheduled day off fall on a holiday, you may select another day to replace it with your supervisor’s approval. Employees who work on such holidays shall be paid at overtime rates or may select a replacement day with their supervisor’s approval (excludes 24 hour programs).

SICK LEAVE

New employees have a sixty (60) day waiting period for paid sick leave. Any sick days taken prior to the completion of this waiting period will be taken without pay. Paid sick leave is accumulated based on a prorated basis and employees may accumulate a maximum of up to six hundred and thirty (630) hours.

Paid sick leave is available only for absences from work due to injury or illness. (See Use of Sick Time Policy). Notification of absence because of illness shall be given directly to your supervisor as early as possible on the first day of such absence. Failure to do so may result in disciplinary action. Sick leave may be used in increments of one-half hour. Any employee who is absent for five or more days must have medical documentation to return to work.

If an employee is terminated who has accumulated the maximum of six hundred thirty (630) hours of such time, he or she shall be reimbursed for twenty percent (20%) of the accumulated sick leave at his or her current rate of pay at the time of termination of employment.

Any employee who exhausts his or her sick leave and takes additional has time off, must take the additional time off without pay. Any employee who has exhausted paid sick leave and

vacation time may be, at the Agency’s sole discretion, placed on a leave of absence without pay.

Employees who have sick and vacation time accrued may not use “unpaid sick/vacation” time unless they have requested an exception, in writing, to their supervisor with a copy to human resources citing special circumstances that would necessitate such approval.

VACATION

Employees who were hired prior to April, 1997, are entitled to four (4) weeks vacation after completing one (1) year employment with the Agency. Vacation is to be taken each year before the employee’s anniversary date. Any employee hired after April 1, 1997, is eligible for the following:

Years of Service Annual Accrued Vacation

1 year 2 weeks (accrual begins after 6 months) 3 years 3 weeks 5 years 4 weeks 20 years 5 weeks

Any employee who is hired into a Director Position at the Agency will be eligible for four (4) weeks vacation.

Vacation is accrued monthly on a prorated basis. No vacation time will be granted until the employee has completed his or her six month Introductory Period.

Vacation time shall be scheduled at least thirty (30) days, but not more than six (6) months in advance of the requested dates and shall be approved by the employee’s direct supervisor based on the needs of the department and the Agency.

It is the policy of the Agency that while some allowance of accrual of vacation time is necessary, it is beneficial for the employee to take adequate vacation time throughout his or her career at the Agency.

JURY DUTY

If you are required to serve as a juror, the Agency will pay the first three (3) days of jury duty at your normal gross rate. Notice should be given to your supervisor as early as possible for scheduling purposes and a copy of your summons should be forwarded to the Human Resource Director. Employees must report to work any day they are dismissed from jury duty after serving less than four (4) hours. Anyone called to sit on a grand jury, must contact human resources as soon as they are notified. The Agency will not guarantee jury duty payment beyond the first three days of jury duty.

SECTION 125 (Cafeteria) PLAN

Each employee eligible for coverage under the Agency’s medical and dental plan shall be eligible to participate in the Agency’s Section 125 plan. This IRS-approved plan enables employees to pay for health and/or dental insurance premiums on a pre-tax basis. For more information contact the Human Resource Director.

MEDICAL PLAN

New employees who work twenty (20) or more hours per week are eligible to participate in the Agency’s medical plan as of the 30th day after the first day of hire. The Agency pays a percentage (%) of the cost for group health insurance based upon the job classification/ average hours worked. The agency reserves the right to ask for documentation of eligibility on any and all dependents listed on the plan. Please see Human Resources for a copy of the medical plan and for a discussion of medical plan benefit eligibility and contribution.

DENTAL PLAN

Group dental insurance is available for certain Agency staff. Please see Human Resources for a copy of dental plan benefit eligibility and contribution information.

CONTINUATION HEALTH/DENTAL CARE COVERAGE

Under the Consolidated Omnibus Budget Reconciliation Act (COBRA), if you no longer qualify to participate in the Agency’s group health/dental care plan you may purchase continuation of health care coverage under the Agency’s plan. However, if you are entitled to benefits under Medicare or other group health insurance which does not contain any exclusion or limitation with respect to preexisting conditions you may have, you may not continue coverage under the Agency’s plan. An employee and/or his or her dependents may lose the right to participate in the Agency’s group health care coverage plan and may be eligible for COBRA benefits as a result of:

 Termination of employee’s employment for reasons other than gross misconduct,

 Reduction in hours worked by the employee,

 The employee’s entitlement to Medicare benefits,

 Divorce or legal separation from the employee, or

 No longer being a dependent as that term is defined under our plan.

 Death of Spouse/Parent

COBRA requires that the employee be given the opportunity to maintain continuation coverage for eighteen (18) months, if he or she loses group health coverage due to termination of employment or reduction of hours worked or for three (3) years if the 59

employee or his or her dependents lose eligibility for group health coverage due to the employee’s death, entitlement to Medicare, divorce or legal separation or loss of dependent status as that term is defined under the Agency’s plan.

If the employee or his or her dependent(s) choose continuation coverage, the Agency is required to provide coverage which, as of the time coverage is being provided, is identical to the coverage provided under the plan to similarly situated employees or their family members.

Procedure:

1. By law, the employee or a family member has the responsibility of informing the Human Resource Director of divorce, legal separation, or a child’s loss of dependent status. The Supervisor is responsible for notifying the Human Resource Director of the employee’s death, termination of employment, reduction of hours, or Medicare eligibility.

2. When the Human Resource Director is notified that one of these events has occurred, she will in turn notify the employee that he or she has the right to choose continuation coverage under COBRA. Under this law, the employee or his or her dependent(s) have at least sixty (60) days from the date on which coverage would cease to inform the Human Resource Director that he or she wants to purchase continuation coverage.

3. If the employee or his or her dependents do not choose continuation coverage, your group health insurance coverage will end effective midnight of the date of the disqualifying event.

Should the employee or his or her dependents elect continuation coverage, he or she should be aware that the law provides that continuation coverage may be cut short for any of the following reasons:

A. The Agency no longer provides group health coverage to any of its employees.

B. The premium for continuation coverage is not paid by the individual seeking continuation coverage in a timely manner (payments are due the first of the month).

C. The person seeking continuation coverage becomes an employee covered under another group health plan.

D. The person seeking continuation coverage becomes eligible for Medicare.

It is the employee’s responsibility to continually advise the Human Resource Director of any change in marital status, or change of address (including change in a spouse’s address).

If you have any questions about this law, please contact the Human Resource Department.

LIFE INSURANCE

The Agency offers life insurance to its benefit eligible employees. Please see Human Resources for a copy of the life insurance plan and for a discussion of plan eligibility.

LONG TERM DISABILITY

The Agency offers long-term disability coverage to benefit eligible employees. Please see Human Resources for a discussion of the long term disability plan and eligibility and Agency contributions.

MALPRACTICE INSURANCE

The Agency offers professional liability insurance to certain employees. Please see Human Resources for a discussion of the malpractice insurance plan, eligibility and employer contributions.

401K

The Agency offers the option of a 401K plan to employees (excludes per diem) with a generous employer match. Please see Human Resources for a discussion of the 401K plan, eligibility and employer contributions.

BEREAVEMENT LEAVE

Leave with pay shall be granted in case of death of a member of the employee’s immediate family. Immediate family is defined as a parent, child, brother, sister, spouse/partner, brother/sister-in-law, mother/father-in-law, grandparent/grandchild. This leave is not to exceed three (3) scheduled working days. These three days are to be taken consecutively within a reasonable time of the day of death or day of the funeral, and may not be split or postponed.

EDUCATION LEAVE

Leave of absence for advanced education may be granted at the discretion of the Program and Executive Directors, with advanced planning to meet the staffing needs of the Agency during the employee’s absence. The Human Resource Department will issue a Non-FMLA Leave of Absence Form to be completed by the employee prior to the official leave start date.

MILITARY LEAVE

An employee who is a member of the United States Army, Navy, Air Force, Marines, Coast Guard, National Guard, Reserves or Public Health Service will be granted an unpaid leave of

absence of up to five years for military service, training or related obligations in accordance with applicable law. Employees on military leave may substitute their accrued paid vacation time for unpaid military leave time, but do not accrue vacation during military leave. At the conclusion of the military leave, upon the satisfaction of certain conditions, an employee generally has a right to return to the same position he or she held prior to the leave or to a position with like seniority, status and pay that the employee is qualified to perform.

Continuation of Health Benefits

During a military leave of less than 31 days, an employee is entitled to continued group health plan coverage under the same conditions as if the employee had continued to work. For military leaves of more than 30 days, an employee may elect to continue his/her health coverage for up to 18 months of uniformed service, but may be required to pay all or part of the premium for the continuation coverage.

Requests for Leave

 Leave for Active or Reserve Duty: Upon receipt of orders for active or reserve duty, an employee should notify his/her supervisor, as well as Human Resources, as soon as possible, and submit a copy of the military orders to his/her supervisor and the Human Resources Department (unless he/she is unable to do so because of military necessity or it is otherwise impossible or unreasonable).

 Leave for Training and Other Related Obligations (e.g., fitness for service examinations): Employees will also be granted time off for military training (normally 14 days plus travel time) and other related obligations, such as for an examination to determine fitness to perform service. Employees should advise their supervisor and/or department head of their training schedule and/or other related obligations as far in advance as possible.

Return from Military Leave

 Notice Required: Upon return from military service, an employee must provide notice of or submit an application for reemployment in accordance with the following schedule:

o An employee who served for less than 31 days or who reported for a fitness examination, must provide notice of reemployment at the beginning of the first full regular scheduled work period that starts at least eight hours after the employee has returned from the location of service.

o An employee who served for more than 30 days, but less than 181 days, must submit an application for reemployment no later than 14 days after completing his/her period of service, or, if this deadline is impossible or unreasonable through no fault of the employee, then on the next calendar day when submission becomes possible.

o An employee who served for more than 180 days must submit an application for reemployment no later than 90 days after the completion of the uniformed service.

o An employee who has been hospitalized or is recovering from an injury or illness incurred or aggravated while serving must report to the Human Resources Department (if the service was less than 31 days), or submit an application for reemployment (if the service was greater than 30 days), at the end of the necessary recovery period (but which may not exceed two years).

 Required Documentation: An employee whose military service was for more than 30 days must provide documentation within two weeks of his/her return (unless such documentation does not yet exist or is not readily available) showing the following:

o the application for reemployment is timely (i.e. submitted within the required time period);

o the period of service has not exceeded five years; and

o the employee received an honorable or general discharge.

FAMILY AND MEDICAL LEAVE POLICY (FMLA)

Basic Leave Entitlement: FMLA requires CFS to provide up to 12 weeks of unpaid, job- protected leave to eligible employees for the following reasons:

 For incapacity due to pregnancy, prenatal medical care or child birth;

 To care for the employee’s child after birth, or placement for adoption or foster care;

 To care for the employee’s spouse, son or daughter, or parent, who has a serious health condition; or

 For a serious health condition that makes the employee unable to perform the employee’s job.

You will be restored to the same or equivalent position after an FMLA leave, except if you have been designated a “key employee” or where your employment would not have continued had you not been on leave.

When returning from FMLA leave for your own serious illness, which continues beyond 10 scheduled working days, CFS may request that you provide a “fitness-for-duty” certificate before being restored to the same or an equivalent position.

Military Family Leave Entitlements: Eligible CFS employees with a spouse, son, daughter, or parent on active duty or call to active duty status in the National Guard or Reserves in support of a contingency operation may use their 12-week leave entitlement to address certain qualifying exigencies. Qualifying exigencies may include attending certain military events, arranging for alternative childcare, addressing certain financial and legal arrangements, attending certain counseling sessions, and attending post-deployment reintegration briefings.

FMLA also includes a special leave entitlement that permits eligible CFS employees to take up to 26 weeks of leave to care for a covered service member during a single 12-month period. A covered service member is a current member of the Armed Forces, including a member of the National Guard or Reserves, who has a serious injury or illness incurred in the line of duty on active duty that may render the service member medically unfit to perform his or her duties for which the service member is undergoing medical treatment, recuperation, or therapy; or is in outpatient status; or is on the temporary disability retired list.

Benefits and Protections: During FMLA leave, CFS must maintain the employee’s health coverage under any “group health plan” on the same terms as if the employee had continued to work. Upon return from FMLA leave, most employees must be restored to their original or equivalent positions with equivalent pay, benefits, and other employment terms.

Use of FMLA leave cannot result in the loss of any employment benefit that accrued prior to the start of an employee’s leave.

During the leave period, you will be responsible to make all contributions to all Agency benefit plans in the same amount as prior to your leave. Sick pay and vacation will continue to accrue during FMLA leave. If you return to work from a FMLA leave of less than thirty calendar days, or fail to return to work at all for reasons other than for a substantiated continuing health condition or circumstances beyond your control, you will be required to repay CFS for all health premiums paid on your behalf during the leave.

Eligibility Requirements: Employees are eligible if they have worked for CFS for at least one year, for 1,250 hours over the previous 12 months, and if at least 50 employees are employed by CFS within 75 miles.

All FMLA leaves will be for up to twelve weeks of time, will accrue against your FMLA leave, and must be taken within a twelve-month period. An employee is entitled to FMLA leave during the twelve month period measured forward from the date the employee’s first FMLA leave begins. For example, if an employee has expended twelve weeks of FMLA leave and then requests a second leave, the Human Resource Department will look at the date the first leave began and add twelve months forward. If the second leave falls within the twelve month period, the request will be reviewed by CFS’ Human Resource Director and Executive Director.

Definition of Serious Health Condition: A serious health condition is an illness, injury, impairment, or physical or mental condition that involves either an overnight stay in a

medical care facility, or continuing treatment by a health care provider for a condition that either prevents the employee from performing the functions of the employee’s job, or prevents the qualified family member from participating in school or other daily activities.

Subject to certain conditions, the continuing treatment requirement may be met by a period of incapacity of more than 3 consecutive calendar days combined with at least two visits to a health care provider or one visit and a regimen of continuing treatment, or incapacity due to pregnancy, or incapacity due to a chronic condition. Other conditions may meet the definition of continuing treatment.

Use of Leave: An employee does not need to use this leave entitlement in one block. Leave can be taken intermittently or on a reduced leave schedule when medically necessary. Employees must make reasonable efforts to schedule leave for planned medical treatment so as not to unduly disrupt CFS’ operations. Leave due to qualifying exigencies may also be taken on an intermittent basis.

Substitution of Paid Leave for Unpaid Leave: CFS employees may choose to use accrued paid sick and vacation pay while taking FMLA leave. In order to use paid leave for FMLA leave, employees must comply with CFS’ normal paid leave policies.

Employee Responsibilities: Employees must provide 30 days advance notice of the need to take FMLA leave when the need is foreseeable. When 30 days notice is not possible, the employee must provide notice as soon as practicable and generally must comply with CFS’ normal call-in procedures.

Employees must provide sufficient information for CFS to determine if the leave may qualify for FMLA protection and the anticipated timing and duration of the leave. Sufficient information may include that the employee is unable to perform job functions, the family member is unable to perform daily activities, the need for hospitalization or continuing treatment by a health care provider, or circumstances supporting the need for military family leave. Employees must also inform CFS if the requested leave is for a reason for which the FMLA leave was previously taken or certified. Employees also may be required to provide a certification and periodic recertification supporting the need for leave.

Child & Family Services’ Responsibilities: CFS must inform employees requesting leave whether they are eligible under FMLA. If they are, the notice must specify any additional information required as well as the employee’s rights and responsibilities. If they are not eligible, CFS must provide a reason for the ineligibility.

CFS must inform employees if leave will be designated as FMLA-protected and the amount of leave counted against the employee’s leave entitlement. If CFS determines that the leave is not FMLA-protected, Child & Family Services must notify the employee.

Unlawful Acts by Employers: FMLA makes in unlawful for CFS to:

 Interfere with, restrain, or deny the exercise of any right provided under FMLA;

 Discharge or discriminate against any person for opposing any practice made unlawful by FMLA or for involvement in any proceeding under or relating to FMLA.

Enforcement: An employee may file a complaint with the U.S. Department of Labor or may bring a private lawsuit against Child & Family Services.

FMLA does not affect any Federal or State law prohibiting discrimination, or supersede any State or local law or collective bargaining agreement which provides for greater family or medial leave rights.

MATERNITY LEAVE

Under state law, any employee of the Agency who has been employed for the introductory period may be entitled to eight weeks of maternity leave for each birth or adoption of a child under 18 years of age or under 23 years of age if the child is mentally or physically disabled. This means that an employee who either has multiple births or adopts more than one child at the same time is entitled to eight workweeks of leave for each child. In order to be eligible for this leave, the employee must give Human Resources at least 30 days notice of the employee’s anticipated date of departure and intention to return to work. This leave will be without pay, except that accrued vacation days may be applied during the maternity leave.

At the conclusion of a maternity leave, the employee will be reinstated to the employee’s previous or a similar position with the same salary that the employee received at the commencement of the leave. The Agency, however, may not reinstate an employee on maternity leave to the employee’s previous or similar position if other employees of equal seniority or status in the same or similar positions have been laid off due to economic conditions or have been otherwise affected by changes in employment conditions during the period of maternity leave. A maternity leave shall not affect the employee’s right to receive personal days, bonuses, advancement, seniority or other benefits for which the employee was eligible at the date of her leave, but maternity leave shall not be included in the computation of such benefits.

DISCRETIONARY LEAVE

Requests for Discretionary Leave must be presented to your supervisor at least 30 days in advance, if possible. Such leave requires the approval of the Executive Director. Your request will be considered on the basis of our staffing needs, the reason(s) for the leave, and/or your performance and attendance record. To request Discretionary Leave, an employee should obtain, complete and sign a Leave of Absence Request Form and submit it to the Human Resources Department.

ACKNOWLEDGEMENT OF RECEIPT

I have received a copy of Child and Family Services, Inc.’s Employee Handbook. I understand and agree that it is my responsibility to read and familiarize myself with the policies and procedures contained in the Handbook. I further understand and agree that this Handbook is designed and intended to provide guidance and information and does not create an employment contract or other employment obligation.

I understand and agree that except for employment at-will status, any and all of the policies or practices set forth in this Handbook can be changed, suspended or rescinded at any time by Child & Family Services, Inc., with or without notice to me.

I understand and agree that nothing in this Handbook creates or is intended to create a promise or representation of continued employment and that my employment at Child & Family Services, Inc. may be terminated by Child & Family Services, Inc. or me at any time for any reason (or for no reason at all), with or without cause and with or without notice.

______(Signature) (Date)

15889493.1