The policies and procedures outlined in this handbook are meant to serve only as guidelines and are not meant to be all inclusive. The information in this handbook is not be to considered part of an employment contract, nor intended to make any commitment to you about how individual employment action can, should, or will be managed. This employer is free to change wages and working conditions without consultation or agreement from anyone. This handbook is meant as a guideline, but can be altered or modified at any time without advance notice. Best efforts will be made to inform you of any changes, including distribution of formal revisions.

Children's Aid and Family Services, Inc. offers no employment contracts nor guarantees any minimum length of employment. The agency reserves the right to terminate any employee “at will” at anytime, with or without cause. No manager, director or supervisor of this agency has the authority to make representations to the contrary.

general information

1. Introduction
2. Employee standard of conduct
3. Employee status/definition
4. Volunteers, Consultants, Interns
5. Formulation of Personnel Practices
6. Conflict of Interest
7. Delegation of Authority
8. Mandatory Reporting
9. Protection of Clients
10. Equal Opportunity: affirmative action and disability/li>
11. Confidentiality/Privacy
12. Resolution of Staff Issues[including grievance]
13. Private Practice and Referral
14. Gifts
15. Job-related Expenses
16. Conservation of Utilities
17. Client/Visitor Accidents
18. Work Relationships
19. Use of agency address and facilities
20. Communication
21. Use of Email, Internet, Phones
22. Staff Safety/Emergency

Introduction to using this handbook

This handbook is your personal guide to some of our employee expectations, current personnel practices, and the benefits we share. Much of the information is provided in summary form, and accordingly, it should be used as a general guide . Please review this handbook thoroughly to inform yourself about our practices and standards. If you have questions about any of the policies or benefits described, please consult with staff in the human resources department. For those who have recently joined Children's Aid and Family Services, we welcome you. To those of you who have been with us for some time, this current revision of the handbook serves as your reference guide. To all we hope it will be an indicator of our unique organization and a reminder that Children's Aid and Family Services' mission can only be achieved when we all give our best efforts and those efforts are recognized.

Employee Standards of Conduct

The personnel policies and practices of the agency are based on its aim to provide the best possible service to its clients while offering a positive work experience for employees. The agency supports the premise that sound and positive practices are conducive to a high quality of staff service, as employment conditions have a direct bearing on morale and staff performance.

As an employee of our agency, you are expected to demonstrate positive work ethics and conduct in your work and interactions with clients, co-workers and outside contacts. Staff should support the agency's mission and values as well as functions of the agency related to maintaining compliance with all legal, licensing and accrediting bodies. You are expected to exhibit good judgment, respect for others, support a team centered approach, maintain confidential information and appreciate a diverse workplace. (See also Section K, p.8, regarding requirements related to confidentiality and privacy.)

Status/definition

The agency's personnel practices apply to all staff members.

• The term “regular employee” refers to a full time (working 30 or more hours a week) or part-time salaried worker (20-30 hours per week) with a regular weekly work schedule.
• The term “hourly” refers to an employee who works on an hourly basis (under 20 hours per week) for an hourly wage, and is not eligible for agency benefits.
• The term “substitute” refers to staff who work on an occasional, as needed, basis and can refuse to work specific hours when asked.
• The term “temporary” refers to staff who are hired on a temporary basis over a set time period, e.g. for the summer.
• The term “ exempt personnel ” as indicated in the job description, refers to staff members who duties, training, and responsibilities are in a professional, executive, or administrative capacity, or are of a specialized nature as defined by the relevant state and federal statues.
• The term “ non-exempt personnel ” as indicated on the job description, refers to staff members whose job responsibilities support the functions of the professional and managerial staff and the programs of the agency.

Responsibility for personnel administration rests with the president, the vice president for administration and the administrator, human resources who may delegate areas of responsibility.

The agency subscribes fully to the philosophy of staff participation in formulating policy and carrying out programs, and encourages input from the staff. The employee newsletter, staff meetings, program team meetings and employee satisfaction surveys are some of the vehicles utilized for this purpose.

Volunteers, Consultants, and Interns

We utilize volunteers, consultants, and interns in various capacities to supplement the work of employees and enhance the services to clients. Volunteers may also offer their assistance in a fund raising capacity. All of these contributions are valued by the agency. You may have the opportunity to work with volunteers, consultants or interns in the course of your work and should support their efforts. Their contributions will not replace those of staff and these individuals are supervised by assigned staff. For specific information about related procedures and practices, please refer to the Handbook on Personnel Procedures and the Volunteer Handbook.

Formulation of personnel practices

It is important that the Board of Trustees, the president, and the staff work together to formulate the appropriate personnel policies for the agency. To integrate the input of the Board, president, and staff, the following process has been established.

• The Board has responsibility to establish, amend, and/or modify personnel policies.
• The president, with assistance and input from the executive vice-president and the human resources administrator, offers leadership in both the development and implementation of these policies in relation to agency programs.
• Employees are encouraged to contribute input to the management staff for the development of these policies as they relate to employment.

Conflict of Interest

The agency has established practice and policy regarding conflict of interest as stated below.

• Employees and paid consultants may not have any financial interest in the agency.
• Members of the Board of Trustees may not be employed by the agency or receive pay for services to the agency. There will be no preferential treatment in application for and receipt of agency services or employment.
• Any exception to this must be approved by the Board and the CEO/President of the agency.
• Relatives of current agency staff may not be hired to work in the same department or group home, nor may staff be hired for a position where there is a direct reporting relationship to a relative. (Exceptions may be made for short-term temporary positions.)
• There will be no favoritism in supervision or promotion based on an employee's relationship to a Board member or other staff member. All hiring and promotional decisions are based on performance and needs of the agency.
• There will be no favoritism in supervision or promotion based on an employee's relationship to a Board Member or other staff member. All hiring and promotional decisions are based on performance and needs of the agency.
• No employee of Children's Aid and Family Services may have any employment, consulting or other business relationship with a competitor, customer or supplier whereby:

  1. the employee may disclose confidential information of Children's Aid and Family Services;

  2. the employee is unable to fulfill his or her duties to Children's Aid and Family Services;

  3. the employee may disclose information that could be competitively harmful to Children's Aid and Family Services;

unless advance written permission is granted by the Compliance Officer and senior administration after careful review with the CEO and President. Advance written permission of the Compliance Officer and senior administration also is required before an employee may invest in any privately held company or entity that performs services for Children's Aid and Family Services, that employers providers who may refer clients to Children's Aid and Family Services, or to which Children's Aid and Family Services clients may be referred.

1. Outside employment may constitute a conflict of interest if it places an employee in the position of appearing to represent Children's Aid and Family Services, involves services substantially similar to those of Children's Aid and Family Services provides or is considering making available, or lessens the efficiency, alertness or productivity normally expected of employees on their jobs. Outside employment may also constitute a conflict of interest if employees perform services either for:
   1. individuals or entities (i.e., physicians), whose services are employed by Children's Aid and Family Services or who may refer clients to Children's Aid and Family Services, or for any individuals or entities that provide services for or employ such individuals or entities;
   2. individuals or entities to which Children's Aid and Family Services' clients may be referred (i.e.: providers or ancillary services). All outside employment that raises any question in this regard must be disclosed to Children's Aid and Family Services and approved in advance by the Compliance Officer and senior administration.

Delegation of Authority

The president and chief executive officer is charged with administrative and management responsibilities as outlined in the agency By-Laws. In the event of the routine absence of the president, the executive vice-president, shall assume the authority and responsibilities of the president. The executive vice-president has the authority to make routine business decisions as well as execute contracts and agreements on behalf of the agency. Extraordinary matters will necessitate consulting with the president or, of that is not possible, the Chairperson of the Board.

In the event of the resignation, incapacity or death of the president, the Executive Committee of the Board shall meet on a emergency basis to either affirm the executive vice president's authority as acting president, or appoint an interim president until such time as the Board may appoint a new president.

Mandatory Reporting

It is the policy of Children's Aid and Family Services to comply with all legal requirements of the State of New Jersey related to mandatory reporting and protection of client and community when a client may be endangered and/or may be harmful to others. You are required to report any suspected incidents of child or elderly abuse or neglect. Check with your supervisor for program-specific procedures.

Protection of Clients

You are specifically prohibited from utilizing any form of corporal or degrading punishment or neglect including: any physical, sexual or emotional abuse, isolation, deprivation, etc. with clients of the agency. To do so will lead to disciplinary action, including dismissal.

Equal Opportunity: affirmative action and disabilities

This agency values a diversified workforce and follows all relevant federal and state laws and requirements. Employees at Children's Aid and Family Services will be selected under procedures which provide equal opportunities to all people regardless of race, color, religion, sex, sexual orientation, age, or national origin. Our primary goal is to assure that the Agency's staff are able successfully to fulfill the responsibility of the position assigned. In so doing, we embrace a full commitment to affirmative action in the recruitment, selection, placement, training and promotion of minorities. This may include working in conjunction with other organizations, such as colleges, to hire staff from various cultural/racial backgrounds. This effort recognizes the fact that our client base is also diverse. Equal employment opportunity is also afforded to qualified individuals with disabilities who, with reasonable accommodation, can perform the functions of their position. Staff will also be promoted and/or transferred in adherence with these values. This agency also follows state and federal requirements related to the hiring of minors.

Confidentiality/Privacy

All information and communication concerning client-and agency-related matters is strictly confidential and is never to be discussed or distributed outside the requirements of your position, nor within hearing of clients or visitors. Under the provisions of the federal requirements of HIPAA, any information that is categorized as Personal Health Information (PHI) must be treated with extreme confidentiality. There are severe federal penalties for employees as well as for the agency for the unauthorized disclosure or use of PHI. Staff is required to sign a Confidentiality Agreement and will receive the necessary training to work within these requirements as they relate to your work with the agency.

Resolution of Staff Issues (including Grievance process)

You are encouraged to share any employment-related concerns with your immediate supervisor. This includes any complaint you may have with respect to your work and relationships at the agency as well as any concerns of an ethical nature, If, after reasonable discussion you believe that this issue is still of concern, and you feel there has not been an appropriate resolution, you may ask to meet with your supervisor and their supervisor in hopes of reaching an understanding and resolution. You may also contact the human resources administrator if you have questions related to employment practices or ethics.

If you believe that there has not been a satisfactory resolution and that you should pursue a formal grievance , your supervisor must report the grievance to the program director (or other direct supervisor, e.g. administrator, vice president, etc.) or you may request the involvement of the program director or other direct supervisor. If there is still no resolution, the matter must be referred to your administrator and/or vice president for review. Following this sequence, and if there is still not satisfactory resolution, final appeals may be made through the human resources administrator to the president and CEO for a final determination. Grievances will be responded to in a timely manner. You will be informed of the resolution and the written decision will be placed in your personnel file.

Private practice and referral policy

Recognizing the professional capacities of our staff, it is expected that many of our staff may wish to engage in private practice. As such, it is important to clarify the boundaries and expectations regarding agency employment and private practice of whatever nature so that it is consistent with state law, regulations, our funding requirements, and professional ethics.

• Employees of this agency who are engaged in private practice are expected to adhere to the policy as listed below.
• Members of the professional staff, including the President, may maintain a private practice, assuming that they meet the legal and/or ethical standards of their respective profession.
• The direct diversion of clients from the agency to private practice is prohibited and will be grounds for immediate dismissal and/or disciplinary action (including with appropriate legal and professional boards.)
• If, for clinical reasons, a referral is made outside this agency, the name of three professionals will be given. These names must be approved by the respective vice president or his or her designee, and recorded on the client's intake sheet or chart. These professionals may be affiliated with this agency, but never may the referring clinician include his/her own name. The name of any agency employee engaged in private practice may be included in the referral list, but may not be identified as an agency employee. After the referral, the Request for Service, or chart noting the referral, is to be sent to the vice president or his or her designee for review and initialed by same.
• It is expressly prohibited to refer a client to any professional, on staff or not, who does not meet the minimum legal, licensing, and/or ethical standards of his/her own professional for training, post-graduate supervision and/or certification.
• Clients may not be offered the option of continuing with the professional, on a private basis, who is currently treating them. There may be rare exceptions to this policy, which will require a written prior approval of the appropriate vice president. This must occur prior to discussion with the client.
• If an employee leaves the agency, clients are to be transferred to other agency clinicians following appropriate review. On rare occasions, there may be clients who will be best served by continuation with the departing employee. They must always be given first option to transfer to another employee. The option to continue with a departing professional may not be discussed with the client prior to receiving written approval of the appropriate vice president.
• It is an employee's responsibility to report ambiguous situations to the supervisor who is required to refer the issue to the vice-president and the Continuous Quality Improvement committee.

Gifts

It is not appropriate for you to accept a tip or a gift from a client, the client's family or friends. Recognizing that gift giving may be a cultural or ethnic tradition for some clients, it is expected that if a small token is given to you, you will report this to your supervisor. A record that you received a gift should be placed in your personnel file.

Job-related expenses

It is the policy of Children's Aid and Family Services to reimburse employees for reasonable and approved expenditures related to agency business. All requests for reimbursement must be approved in writing, on the appropriate agency form with original receipts attached, by your program director. Possible expenses include, but may not be limited to, tolls, parking, public transportation and mileage. You may be reimbursed for utilizing your personal vehicle when work-related, but not for your normal responsibilities in reporting to work. The Board of Trustees of the agency will determine the rate of reimbursement for use of a personal vehicle for agency business. In some cases, program staff will have petty cash available as determined and approved by the program director. Again, original receipts are required for all purchase. These are included with petty cash forms and must be approved in writing by the program director. All requests for expense reimbursement must be presented to the business office within one month of the expenditure. On termination of employment, any petty cash owed the agency must be reimbursed if appropriate receipts are not returned.

Conservation of utilities

It is the policy of Children's Aid and Family Services to use all sources of power conservatively. As such, you are asked to follow these procedures.

• Use water conservatively.
• Limit telephone usage generally to agency business. Personal toll and long distance calls are reimbursable to the agency.
• The last staff member to vacate the building is responsible for turning off all lights, shutting off any electrical appliances that could cause a fire, such as a coffee pot, locking the door and turning on any alarm systems.
• Report any major repairs needed to your office manager or the agency's facilities manager.

Client/Visitor accidents

The practice of Children's Aid and Family Services is to respond to all client/visitor accidents in a professional and compassionate manner with a primary concern for the individual's safety. In the event of a visitor/client accident, if you observe or are informed of such an accident, respond immediately in order to assess the individual's situation and need for possible medical response. Children's Aid and Family Services is not a medical facility and, unless a physician is available at the agency, any requests for medical assistance must be directed immediately to the closest EMT. You are to inform an office manager, director or vice president as soon as possible. All staff are expected to be responsive to the need for medical attention. Under no circumstances should staff make representations about agency insurance or agency reimbursement for property loss or injury.

It shall be the practice of Children's Aid and Family Services to keep a record of all client/visitor incidents for the insurance carrier's evaluation and for the agency's use in analyzing incidents for the purpose of prevention in the future. For insurance and prevention purposes, please inform both the Administrator, Finance and the Administrator, Continuous Quality Improvement. Please complete the agency incident report form which includes: Client/Visitor's name, address, telephone number, a specific account of the incident as the client or visitor assessed it.

Work Relationships

In the normal daily functions of any organization, there are issues that may arise which relate to how people deal with one another. It is impossible to foresee all of these issues and most do not require explicit treatment in this document. You are expected to resolve any conflicts directly with your co-workers in a professional manner. If you have difficulty with this, please enlist the assistance of your supervisor or the human resources administrator or director of staff development (See Section I,L above). There are few other issues that routinely arise, for example gift giving among employees on special occasions. You are also not required to contribute to any fund-raising efforts at the agency.

Employee use of agency address and facilities

You may never use an agency address: office, group home, daycare center, etc. as a personal address. This includes: in application for a license, personal billing, school attendance, or other representation as a home address. In general, children of employees are not allowed to remain on site at any of the agency's locations not attend client activities. In exceptional circumstances, such as an agency function that might be beneficial to them, you may bring your child/children with expressed permission from your supervisor. At all times children must be supervised appropriately.

Communication

It is the policy of Children's Aid and Family Services to keep you informed of addition, deletions, and/or changes to agency policies and procedures which directly affect you. There is an agency newsletter, The Window , which contains general information about the overall agency, programs, benefits and staff news and activities. Employee Satisfaction Surveys will be conducted and the results will be shared with you. Staff meetings, led by the president, vice presidents and/or other managers, will be held wherein staff can communicate directly about concerns and make suggestions.

Please be aware that any outside communications by staff for the purpose of promoting our agency or programs, must follow protocols listed in the Communications Protocol Handbook.

Use of E-mail, Internet, Phones

Your personal toll and long distance phone calls are reimbursable to the agency. E-mail and internet are not meant for personal use and must follow agency protocols (Refer to the agency Protocol for E-Mail and Computer Network Use).

Staff Safety/Emergency protocol

Your safety is an important consideration during your work day. Please practice caution in your duties to avoid injuries on the job (See Section II, B that discusses you benefits under Worker's Compensation). If you are injured on the job, a Staff Incident Report must be filed with the Human Resources Department and Continuous Quality Improvement.

Each Children's Aid and Family Services facilities has a building evacuation plan with a designated external location for purposes of coordination and head count. In the event of a community disaster, every facility will coordinate with the local government's emergency manager (Refer to the Facility Emergency Manual.).

• Hiring [Authority & Qualifications]
• Staff Orientation
• Staff Development
• Work Schedules
• Overtime Standards
• Personnel Records
• License/Certification
• References
• Performance Evaluation
• Salary Review & Adjustment [wage policy]
• Workplace Harassment
• Drugs, Alcohol, and Tobacco
• Dress Code
• Driving and Transporting
• Termination of Employment
• Staff Development/training

Hiring

1. Authority

The Board of Trustees employs the president. The president is responsible for the employment of all other staff in accordance with the established personnel standards and within the limits of the budget.

2. Qualifications

You are employed on the basis of your qualifications and suitability for a particular position, as described in the job description, on a nondiscriminatory basis. Potential employees are asked to disclose the existence of any known reason(s) that would prohibit them from performing his or her job responsibilities. Failure to disclose could lead to disciplinary action including dismissal. The requirements indicated below refer to all employees: full-time, part-time, substitute or hourly. The agency complies with all licensing and/or professional requirements related to employment of staff.

A background check as allowed by state laws (including fingerprints where required by licensing bodies) is required prior to employment for all persons working directly with children or working in the same building as the childcare center. Applicants who have been determined by judicial or administrative proceedings to have threatened or harmed children, youth, impaired or elderly adults are not eligible for hire. Also, potential employees who are being considered for work in the finance office are required to have a background check. Volunteers who work with children in our programs must also meet background and medical requirements. As consultants are not utilized in a direct care context, these standards may not apply, but they must meet other accreditation standards. The agency insures, prior to hire, that any psychiatrist hired is Board certified or Board eligible according to the American Board of Psychiatry or the American Osteopathic Board of Neurology and Psychiatry. All psychiatrists, and other licensed personnel, will also present a copy of a current appropriate license at time of hire. Licenses must be updated as required by law, with a copy of the current license submitted to Human Resources for the individual's personnel file. Staff who work directly with children are also required to have a medical clearance including testing for tuberculosis. Physicals for staff who work directly in food service are required annually.

Staff orientation

All “regular” staff will receive a general orientation, which covers benefits and generic information about the agency as well as a review of personnel policies. You are also entitled to a program-specific orientation, which reflects the responsibilities in your job description. You receive this Employee Handbook, along with other employee orientation information, at the time of hire.

Staff Development

The agency invests in developing staff both to help you meet your career goals and to maximize your contributions to agency and program goals. You will be offered the orientation and formalized training needed to perform your job expectations and to increase your skills. You will receive supervision by supervisors qualified in their field. Your contributions are to be acknowledged by your supervisor and other management staff. Job opportunities at the agency will be posted for qualified employees wishing to advance their career. Other opportunities, such as specialty committees, are available.

Work schedules

The regular full time work week for the majority of staff is 35 hours, with position exceptions listed below. Each office/facility determines its hours of operation based on the needs of clients. Exceptions to the 35 hours:

• The work week for personnel in the Group Homes program shall be scheduled by the directors of these services consistent with the requirement for 24 hour coverage.
• Treatment Home Child Care Workers and Transportation Aides have a 40 hour work week.

The requirements above may not be met by “working from home” without prior approval from the division vice-president and the Human Resources Administrator.

Overtime Standards

To comply with the Fair Labor Standards Act, your job is classified as exempt or non-exempt on your job description (See Section I, C above).

Non-Exempt Status: Where non-exempt personnel are requested by their supervisor to work overtime, (i.e., more that 35 hours a week, except as indicated above), as this term may be defined by any applicable law, such personnel shall be paid the “overtime” scheduled rate as provided by law, generally up to 40 hours at based hourly rate, and over 40 at time and a half. Where an employee works at more than one position at the agency, there may be a blended rate determined or a rate previously negotiated with the employee for the additional position.

Exempt Status: Agency practice is that exempt employees are not eligible for overtime compensation for time worked over their normal 35 hour work week, i.e. “comp time”. It is recognized that, due to the nature of the work many exempt employees perform, there will be times when they are required to work additional hours during a pay period. In these circumstances, non-management exempt staff may request approval of “Adjusted” time from their supervisor. Management exempt staff, i.e. Assistant Directors and above, are expected, by the nature of their position, to work beyond their regular work week as the routine needs of their position require. Management exempt employees may, where unusual or crisis-related circumstances arise, request “Adjusted” time as well.

Adjusted time must be approved by your supervisor, and except in emergency circumstances, pre-authorized. It should not be seen as an “hour by hour” exchange and must be used during the same or following pay period (Adjusted time is not included on you time card or on the salary report). If it is not used by the end of the next pay period, any adjusted time accrued will be eliminated. If additional time worked over 35 hours in the next pay period, new permission may be required by your supervisor. Under extraordinary circumstances, approval to extend the use of adjusted time off beyond the next pay period may be requested by your supervisor or your vice president. If you leave the employ of the agency, there is no form of compensation for any adjusted time. Lunch breaks cannot be used to shorten the work day or used as any form of overtime for non-exempt or exempt staff . Any work breaks are scheduled by supervisory staff and are to be based on client and program need. Consult the Human Resources Administrator with questions related to overtime.

Personnel records

You may have access to your personnel file by requesting a review of your file directly to staff in the human resource department. You may not remove records from the human resources office, but you can review them with a member of the human resources staff. Copies of information in your file may be made at your expense. You are responsible for notifying human resources should there be a change in your address, home phone number, legal name, marital status or other information that impacts on your employment.

You may submit statements for inclusion in your record should you feel any portion of the record is not accurate or in keeping with your understanding of an event or incident. All additions, of this sort, to the record must be signed and dated by you and the human resources administrator.

The information in your personnel file is confidential and the file is only accessible to you and staff in the human resources department. Your supervisor may request certain information, such as your previous evaluation, through the human resources staff. Any medical or other private information is kept in a separate confidential file only accessible by you and the human resources staff.

In the case of an involuntary termination, other administrators may also have access to information from your personnel file through the Human Resources Administrator.

License/Certification

You are required to have all appropriate licenses as required by your profession and by the position as noted in your job description. A licensed, certified or registered employee must submit a copy of his or her license, certification or registration at time of hire. Professionals, e.g. social workers, psychologist, nurses, medical doctors, etc., must follow the requirements of their New Jersey licensing authorities. Interns will be supervised by an appropriately licensed employee. A copy of your valid driver's licensed must be submitted at time of hire. These documents will be placed in your personnel file. You are responsible for updating and maintaining any licenses and furnishing copies to human resources. If you attain or increase your professional status by completion of a professional program, please submit a copy of your license, certification or registration to human resources for inclusion in your personnel file. Should your license(s) be suspended for any reason, you are required to notify immediately your supervisor and human resources. Failure to notify could lead to disciplinary action, including dismissal.

References

It is the policy of Children's Aid and Family Services to provide agency references for current and former employees limited to dates of employment and position held. All requests for information, confirmation of employment or reference, regarding current or past employees, must be directed to human resources staff for response. Any written reference indicating it is from the agency and contains information other than what is indicated above must be approved by the Human Resources Administrator or Vice President, prior to being sent. A copy of said reference will be placed in the employee's personnel file.

Performance Evaluation

Your job performance will be evaluated, in writing, on an annual basis in the month of your anniversary with the agency. Your supervisor will review this evaluation with you in person and you will have the opportunity to write a comment, if you desire. Your annual appraisal offers an opportunity for dialogue about your job performance and career development goals with your supervisor.

Salary review and adjustment (wage policy)

Salaries will be reviewed annually and may be adjusted based on the budgetary constraints of the agency and contingent upon satisfactory job performance regarding the expectations of each position. In case of promotion, where there is a substantial increase in responsibility, a salary adjustment reflecting that increase will be made by the Human Resources Administrator.

The Human Resources Administrator will, from time to time, review salary ranges for the various positions to ascertain internal and external parity. An employee must have been employed by Children's Aid and Family Services for a minimum of six months prior to a general salary increase in order to receive the full (100%) increase; if employed between three and six months, staff will receive half (50%) of any general increase; staff employed less than three months will not receive any general increase. This practice also applies in instances where the agency gives a general bonus.

Workplace Harassment

Children's Aid and Family Services, Inc. recognizes the importance of maintaining an environment free of illegal harassment. The agency will not permit any individual to harass any employee or other individual based on sex, race, religion, national origin, age, disability, sexual preference or any other classification protected by law. Harassment includes but is not limited to offensive or suggestive comments or jokes, violence or other offensive touching, threats, and sexual propositions.

Any employee, who believes he or she is a victim of harassment or discrimination as indicated above, is required to report this immediately. You may report these concerns to your supervisor or to the human resources administrator. All claims will be reviewed and appropriate action taken; every effort will be made to maintain your privacy within the context of the investigation. Employees are also specifically prohibited from acting in any way that could be considered harassing of clients or other work-related contacts.

Drugs, Alcohol and Tobacco in the work environment

The agency is committed to addressing the problems of substance abuse in order to ensure safety in the working environment. Employees are prohibited from working while impaired by any controlled substance, drug or alcohol. The agency is prepared to provide employees with referrals for necessary treatment

and rehabilitation assistance (for information, contact the Vice President of Family Services and Community or the Human Resources Administrator). Possession or use of alcohol or illegal drugs during the performance of duties is specifically prohibited. This prohibition includes any work-related activities both on and off agency work sites or while driving an agency or your own vehicle while on duty. Tobacco may not be used at any of our sites, including the group homes properties, or while driving agency vehicles. Staff is strictly prohibited from offering or financing any of these products to our clients.

Dress code

It is agency policy for staff to reflect a professional atmosphere in the agency by maintaining dress code. This requirement requires that all employees use sound judgment regarding the proprieties of their position, profession and the community regarding their daily attire. This is program-specific, e.g., group home dress standards at work may differ from those of office staff. It is expected that you will at times present in a professional and appropriate manner to clients, co-workers, and outside visitors or contacts.

Driving and Transporting

Agency vehicles may be utilized by authorized staff to transport children under the agency's supervision or for other purposes as required by the agency. Staff must follow all agency procedures for vehicle use. Only those who have submitted a copy of a valid, current driver's license to human resources may use agency vehicles or drive on agency business.

You are required to inform your supervisor and human resources staff if your license is suspended for any reason if your position entails driving on agency business. Not to do so could lead to disciplinary action including dismissal.

You may not transport children in agency programs in your personal vehicle without expressed, written authorization from the agency (The agency's “Standards & Practices” procedural form must be reviewed and signed by you prior to driving agency car and/or transporting clients). In your work capacity, you are expected to use safe and considerate driving habits. Safe driving habits prohibit: writing, reading, eating, using a handheld phone, playing loud music or causing/allowing any potential distractions while driving. If distractions affecting safety occur, e.g., a child's misbehavior, you must pull off the road safely and appropriately defuse the situation. If you are responsible for damage to an agency vehicle, there are consequences as delineated in the form indicated above.

Termination of employment

Sometimes, despite our best efforts, employees leave voluntarily for a variety of reasons. Children's Aid and Family Services also retains the right to enlarge or reduce the number of positions, to transfer or make changes in staff assignments, or to terminate staff. Employment at Children's Aid and Family Services therefore has always been “at will,” permitting either party to end the relationship at their discretion. Please be aware:

• Upon termination, you are required to reimburse the agency for any monies owed, such as petty cash, etc. Any keys, I.D. cards, case records, and/or other property must be returned.
• Failing to report to work or to make personal contact with your supervisor for three (3) consecutive days constitutes job abandonment and will result in immediate involuntary termination.
• The duration of employment for personnel hired under a government-funded program or through a grant is contingent upon the continuation of the funding of the program involved.
• You are expected to give prior written notification of your resignation based on your annual vacation, e.g., three weeks prior if earning three weeks, copies to the appropriate administrator, vice president or president depending on your reporting hierarchy) as well as to the Human Resources Administrator.
• Your last day of work is your date of termination (see Leave section below for specifics for terminating employment while on disability or family leave).
• When your employment with the agency terminates, you will be paid for any earned vacation at that point in the fiscal year; all other forms of time off are not reimbursed. Earned vacation will be based on your time card, which must be turned into the payroll coordinator at the time of termination. If you
• overextend your time off (i.e. use more time off than you have earned at that point of the year), this expended paid time off will be deducted from your last paycheck. You must work for the agency a minimum of six months from date of hire to receive any “pay out” for vacation.
• Please speak with the Benefits Coordinator, or other staff in human resources, to review any information about your benefits or other personnel-related issues before you leave. You should schedule an Exit Interview with the Human Resources Administrator to discuss your career in the agency as well as to offer any suggestions for improvement.

Staff Development/Training

The agency invests in developing staff both to help you meet your career goals and to maximize your contribution to agency and program goals. You will be offered the orientation and formalized training needed to perform your job expectations and to increase your skills. You will receive supervision by supervisors qualified in their field. Your contributions are to be acknowledged by your supervisor and other management staff. Job opportunities at the agency will be posted for qualified employees wishing to advance their careers. Other opportunities, such as committees, are available form time to time and could expand your knowledge of, and contributions to, the agency.

You are a valuable part of a team and your cooperation with others in you program and agency is expected and appreciated. Through the annual appraisal process , as well as ongoing supervision, you should be able to determine your progress, including strengths and areas for improvement, and formulate a staff development plan which meets your goals and agency needs.

Time Off [note]

• Holidays
• Vacations
• Personal Days
• Sick Days
• Rehired Employees
• Jury Duty
• Bereavement
• Snow/ice Days

Leave Regulations

• Family Leave
• Temporary Disability & Worker's Compensation
• Worker's Compensation
• N.J. Disability
• Return to Work

Unpaid Time Off

Insurance Benefits [general]

• Hospitalization/Major Medical
• Life Insurance and AD&D
• Long-term Disability
• Malpractice/Liability

Retirement Plans

• Social Security
• Defined Contribution
• Tax Deferred Annuity

Other Benefits

• Employee Assistance Program
• Child Care Benefit
• Flexible Spending Account
• Credit Union
• Tuition Loan

For specific information on all benefits, please consult with staff in Human Resources. Your time off record, as determined by your time card, where you indicate any time off you have taken, is administered in the Finance department by the payroll coordinator.

Time off

Please note: To be eligible for paid time off benefits, you must be a regular employee as defined in this handbook, Section I, C. Time off for regular part-time employees (20 or more hours) is pro-rated based on hours worked. Time off for all eligible staff is prorated annually based on date of hire during the fiscal year and hours worked. Your time card will state the time off you have for the full fiscal year ; however, you only earn the total number of hours/days indicated if you work that full year. If employment terminates, earned vacation is the only form of time off that will be paid out. You must be employed for a minimum of six months in order to receive paid out vacation. The amount paid will be pro-rated by the payroll coordinator based on your date of termination during the fiscal year and the information on your time card.

Holidays

(The agency retains the right to change the holiday schedule upon prior notification)

1. Regular employees, with the exception of those in the Child Development Center, Permanency Support, and Group Homes programs are entitled to the holidays listed below. These are the “base” agency holidays and offices will be closed (Regular part-time employees are only paid for those holidays that fall on their regularly scheduled work day ).

• New Year's Eve (1/2 day) 2 Hours Election Day (Federal)
• New Year's Day or Presidential Election Day
• Martin Luther King Day Thanksgiving Day
• Memorial Day Friday after Thanksgiving Day
• Independence Day Christmas Eve (1/2 day)
• Labor Day Christmas Day
• Staff indicated in “a” above may, in addition to the above set holidays, also take up to four (4) “floating holidays” a year. Floating holidays may begin to be used after 3 months of continuous employment with the agency. Floating holidays may not be “rolled over” into the next fiscal year, and as with all holidays, are not paid out at time of termination. At the beginning of each fiscal year the agency may integrate no more than two (2) of these “floating holiday” as part of the regular holiday calendar. This is documented in the official calendar for the year as established by human resources, and, used, will reduced the number of “floating holidays” by the same amount. In all accounts, the total number of holiday for the year will be thirteen (13) (14 in years with presidential elections). See 2,”c” below for practice regarding holidays while on vacation.
• The day care center's holiday calendar will generally follow that indicated, but where the needs of their clients differ, will be determined by its director, in consultation with the vice president of that division,
• As the group homes must remain open to meet the needs of the children, child care staff is required to work on holidays. Group home directors, assistant directors, social work, house and case management staff will follow the agency holiday schedule indicated above for regular staff.
• Permanency Support staff will follow the holiday schedule of the Division of Youth and Family Services (* see 2, “c”, below for practice regarding holidays while on vacation).

Vacation

In scheduling vacation, you must give consideration to coverage of program and department needs. All vacation time off is subject to the prior written approval of your immediate supervisor and program director. Vacation should be taken within the fiscal year earned. You may roll over vacation as allowed until the end of the calendar year, if you follow the appropriate procedures and obtain the necessary written approvals on the roll over form. As previously indicated, you earn vacation and it is calculated based on employment for the full agency fiscal year. It will be pro-rated for any lesser time employed based on hours worked (See “b” bellowed for new employees).

a. Full-time employees, unless otherwise indicated below, who have completed six (6) months of continuous service and meet the criteria of a “regular” employee are entitled to use vacation time-off as follows:

1. Professional and managerial staff (i.e., all exempt employees), are entitled to:

• Twenty (20) work days of vacation effective their first completed fiscal year.
• Twenty-five (25) work days of vacation as of the tenth anniversary of employment.

2. Group Home Child Care Staff, all regular direct care positions, will be entitled to vacation based on their anniversary as follows:

• Two work weeks during their first year with the agency.
• Four work weeks during their second and third years with the agency.
• Five weeks in their fourth year with the agency.
• Six weeks as of their fifth year with the agency, and thereafter.

3. Non-Exempt employees, except group homes child care staff, are entitled to:

• Fifteen (15) work days of vacation as of the first full fiscal year of employment.
• Twenty (20) work days of vacation effective as of their fifth anniversary.

4. Part-time regular employees, working 20 or more hours a week, will receive pro-rated vacation based on exempt/non-exempt category or group homes child care worker status.

b. New regular employees, after successfully completing six months of continuous employment, may request vacation days not to exceed those earned based on hours worked (If for any reason, you have not worked your full work weeks during this period, vacation will be pro-rated based on the actual hours worked if over the required 20 per week). If, at the beginning of the following new fiscal year they have not been eligible or able to use all earned vacation, they may roll over these days, with written approval by their supervisor, but must use them by their anniversary date.

c. A scheduled holiday celebrated within the staff member's vacation period, should be recorded as a holiday not a vacation day on the salary report.

Personal days

All full-time employees and regular part-time employees working twenty (20) hours or more per week, are entitled to personal day upon completion of three

(3) months of continuous employment. Eligible employees are entitled to three (3) personal days per year for full-time employees, pro-rated for regular part-time employees, calculated on their employment during the fiscal year. Direct Child Care staff in the Group Homes receive 3/5 of their regular work week annually for personal leave.

A personal day is considered time off to do “personal” business, (e.g. doctor appointments, flooded basement, etc.). It is expected that, except in an emergency you will plan and schedule a personal day with your supervisor. Personal days may not be rolled over.

Sick days

It is an expectation of employment that, if you are unable to work due to illness or injury, you will directly contact your supervisor or program director to advise of your absence prior to or at the beginning of the work day. In positions of direct care, such as group homes and daycare, it is imperative that the supervisor know as early as possible in order to find a substitute.

a. All full-time employees, and regular part-time employees working twenty (20) hours or more per week, are entitled to sick days upon completion of three months of continuous employment . Eligible employees are entitled to a maximum of seven (7) sick days per calendar year calculated on the fiscal year (pro-rated for regular part-time staff). Group Home child care staff receives equivalent sick leave based on hours scheduled per week, i.e., 75 hours for regular full-time, 40 hours for Awake and Assistant Child Care Workers, etc.

b. You may accumulate a maximum of 90 unused sick days. These days will be placed “in the bank” as accumulated sick leave and utilized as described below.

c. This bank of sick days may be used to supplement your income during temporary disability and worker's compensation absences. Accumulated sick leave may also be utilized, with approval of your program director, for periods of illness that do not qualify for temporary disability/worker's compensation. This must be appropriately documented on your time card and you need to inform the Benefits Coordinator.

d. If you are absent more than three days in a row, the agency may require written confirmation of illness from your physician. You must keep your supervisor of your plan to return.

e. Upon termination of employment, any unused sick leave will not be paid out.

Rehired Employees

Former staff who are eligible for benefits, have worked at least one year with the agency, and are re-hired within a year of termination, may resume eligibility for time off benefits based on exempt/non-exempt position. There is no waiting period to begin to earn and utilize time off. As with all time off, it must be pre-approved by your supervisor.

Jury Duty

You will be paid your regular salary while on jury duty, if agency procedure is followed: 1) you are required to give a copy of the notice for jury duty to human resources and to inform your supervisor as soon as you are aware of the date, 2) you are required to reimburse the agency any pay received for jury duty. If this is not done within a month of the jury duty, you will forfeit any salary earned while on jury duty. 3) If you are only called for a half day, you are expected to work the remainder of the day.

Bereavement

Special leave with pay will be granted, not to exceed three fifths of your work week, when there is a death in your immediate family. If additional leave is necessary based on unusual circumstances, it may be granted at the discretion of the appropriate vice president, but without pay. You may also use personal or vacation leave with approval of your supervisor.

Snow days/other natural disasters

When the office is open, it is expected that you will report for work. The agency will not close down unless the state of New Jersey officially declares an Emergency where state offices are closed (see exceptions below for Group Homes and Day Care) However, should you feel that travel conditions in your area are such as to make it unsafe to travel you may elect to call in and take a personal day, floating holiday, vacation day or a day without pay. If the agency is closed due to a declaration of an emergency, there will be no charge for time taken off that day. If your site is open, however, and you choose not to come to work, you will be charged for the entire day. Should you come to work and then decide that continuing to work might lead to unsafe driving conditions and decide to leave, you will not be charged with time off. While an employee has the options available above, “working at home” is not an option if the employee expects to be paid for the day. Group Homes never close, as they have the responsibility for 24 hour coverage. The day care center will close by decision of that director on approval by the vice-president of that division.

Leave regulations

Family Leave

The New Jersey and Federal Family Leave Acts provide you with certain rights and benefits that enable you to provide care made necessary by reason of the birth or adoption of a child, or a serious health condition experienced by you or a member of your immediate family. The agency follows all relevant statutory requirements of these acts. You should consult with the human resources staff for specific information with respect to whether you may be entitled to this leave under the State or Federal Family Leave Act (The State and Federal Family Leave provisions will be implemented concurrently). To be eligible, you must be employed for at least one year and have worked a minimum of 1250 hours with this agency during the past year. If your leave is foreseeable, you are required to submit a letter to the Human Resources Department and to your supervisor requesting leave thirty (30) days prior to going on family leave. If the leave is less than thirty (30) days due to unforeseen circumstances, you will provide notice and complete the Request Form as soon as practicable but no later than five (5) days after the necessity for leave arises. Eligible employees are allowed up to 12 weeks of unpaid family leave during a rolling 365 day period, beginning with the first leave day taken. Certain benefits, such as medical, life insurance, long term disability, vacation and sick time will continue.

Temporary disability and Worker's compensation

Temporary disability or worker's compensation benefits are available to an employee who applies for either benefit and satisfactorily establishes his or her inability to perform normal work duties as a result of medical disability, including maternity, or job related injury. Sick day credits can supplement the difference between the time off related benefits and your full salary. Your “accumulated” sick time will be used first and then any current earned sick time (or utilize only current sick time if you do not have a bank of accumulated days). You will continue to earn vacation and sick leave while on disability and worker's compensation, but not holidays and personal days (see below).

a. Worker's compensation insurance

You are covered under the terms of New Jersey's Worker's Compensation Law for accidents and illnesses that result from your job. If you (or someone you supervise) sustain an injury or work related illness while on the job, report it immediately to your supervisor and the human resources staff.

Staff in human resources will refer you to doctors and facilities participating in our worker's compensation plan and your injury will be covered through that process. If the doctor recommends that you not work, a percentage of your salary will be paid through worker's compensation and may be supplemented by any earned sick time as indicated above. If you are not able to do your regular job duties for a period of time, the agency may determine it can accommodate your injury and require you to return to the work setting with modified duties on a temporary basis while your medical condition improves. Failure to report an incident promptly may jeopardize your Worker's Compensation benefits. An agency Incident Report form must also be completed and sent to Human Resources.

b. New Jersey Disability Insurance (includes maternity)

Employees are eligible for temporary disability under terms prescribed by the New Jersey Temporary Disability Insurance Law. The cost of this insurance is shared by the agency and the employee. Compensation generally becomes available for a non-job related illness or accident after the seventh consecutive calendar day of disability. Contact human resources staff for claim information. Through this process, you must satisfactorily establish your inability to perform your normal work duties. Currently disability claims must be received by the State within 30 days from the first day of disability. Therefore, it is essential that the application process be completed as soon as you know that you will be disabled for seven or more calendar days. Benefits may continue for a maximum of twenty-six weeks. If it appears that you will not be able to come back to work at that time, and you are not eligible for Family Leave, you will receive an application to apply for long term disability (see below: Section D,3). At the time of application for Long Term Disability or failure to return to work, your employment with the agency will be terminated.

c. Return to work

After completion of disability, you are required to return to work immediately unless you are eligible for earned time off, Family Leave or Long Term Disability. Any request to “borrow” against unearned time off will not be considered until you have worked consistently for at least one pay period. When you return from an approved medical leave,* reasonable effort will be made to place you in your former position or a comparable position. In the event that your former position has been filled or eliminated, you may be assigned to any available position for which you qualify at the salary rate of that position. If, as indicated, no such position is available at the conclusion of your leave, you will be placed on a preferential waiting list for a one year period from the date you are able to return to work. If during that one year period a position becomes available for which you are qualified, you may be considered for rehire. It is important to reiterate that, with respect to disability leave, while the agency will be as accommodating as possible, the agency does not guarantee employment to an individual returning from disability (*Note : References to medical leave in this section Handbook are distinguished from Family Leave as discussed in Section III, B, 1 of this handbook).

Unpaid time off

The agency discourages use of unpaid time off. There may, however, be special circumstances where it will be considered for approval. For consideration, you must indicate justification for your request; you must be a regular employee working 20 hours or more per week; you must have used all vacation, personal and floating holidays for the fiscal year; and you must apply to your director and vice-president, with final approval by the human resources administrator. There may also be situations where, at time of hire, an agreement is made as part of your job acceptance, based on prior commitments, to allow time off without pay. There must be written approval of this agreement by your director placed into the personnel record.

Insurance benefits

All employees, including “substitute” workers, are covered under the Worker's Compensation and State Temporary Disability Insurance in accordance with New Jersey State Law from the date of hire. The following insurance coverage are limited by the terms of their policies and are granted at the sole and absolute discretion of Children's Aid and Family Services with the approval of the Board of Trustees. Coverage on the following policies becomes effective on the first day of the month following (3) full months of employment assuming you have consistently worked the regular hours for your position as indicated in (1) below. Rehired staff, who are employed one or more years and return within a year of termination, will be eligible for insurance benefits effective the first of the month following rehire ( Note: for specific of coverage on all insurances listed below refer to the individual policies available from human resources).

1. Basic hospitalization & major medical

Coverage is offered for regular employees working a minimum of 30 hours per week. You have the option of including dependents at your own expense (the agency may elect to pay a percentage of dependent coverage). Any part-time employees, working a minimum of 20 hours per week, may elect to purchase coverage for themselves or their dependents through our group plan. The medical insurance plan will be reviewed annually and a determination made about coverage at that time. Specific coverage is subject to change. Covered employees who leave the agency are eligible to purchase medical insurance as part of the federal COBRA regulations.

2. Life Insurance/Accidental Death and Dismemberment

Coverage is provided by the agency for regular employees working a minimum of 20 hours per week. In the event of verified disability, after a qualifying period on NJ disability of 90 calendar days, application will be made for long term disability benefits. LTD provides a monthly benefit of up to 60% of employee's monthly earnings, less benefits received from other sources, e.g. social security or NJ Disability, as specified in the policy. When an employee is accepted by the insurance company for Long Term Disability, their employment with the agency is terminated.

3. Long Term Disability

Coverage is provided by the agency for regular employees working a minimum of 20 hours per week. In the event of verified disability, after a qualifying period on NJ Disability of 90 calendar days, application will be made for long term disability benefits. LTD provides a monthly benefit of up to 60% of an employee's monthly earnings, less benefits from other sources, e.g. social security or N.J. Disability, as specified in the policy. When an employee applies for Long Term Disability, and does not return to work, their employment with the agency will be terminated.

4. Malpractice and liability insurance

The agency carries malpractice and liability insurance covering both the agency and its employees. You are covered insofar as official agency duties are concerned while you are on the payroll of the agency and acting within the scope of your assigned duties and agency expectations.

Retirement plans

1. Social Security

On retirement, you are eligible for benefits under the Federal Social Security Law. While employed the agency contributes according to the rates set by the United States Government.

2. Defined contribution plan

To supplement the income you will receive from social security at retirement, the agency has established a defined contribution plan. All regular employees working twenty (20) or more hours per week, age 21 and older, with one year of service which includes a minimum of 1000 work hours, are eligible to participate in the plan. Additionally, the plan includes a provision for continuing contributions to the pension fund in the event you become permanently disabled. New employees, who have worked for another non-profit health or social service agency and met the 1000 hour requirement during each of the three years immediately prior to employment with our agency, will be eligible to join the beginning of the month following hire. Please refer to the Summary Plan Description for all details of eligibility, vesting rights, and retirement benefits. The percentage contributed to this plan by the agency will be determined by the Board of Trustees.

3. Tax deferred annuity

As a regular employee of a nonprofit agency, Federal Law allows you to contribute a portion of your salary (up to a limit defined by law) into a tax deferred annuity plan. You may join this TDA/403b plan at any time after date of hire. The amount you contribute and the interest are, of course, fully owned by you. There are federal restrictions and penalties connected to premature withdrawal. It is important to understand the terms and conditions prior to enrollment. Please review TDA handbook which is available from human resources.

Other Benefits

1. Employment assistance program

Children's Aid and Family Services, as a member of the Family Service Association of NJ, participates in an Employee Assistance Program. According to the NJ/FSA's professional courtesy agreement, full-time and regular part-time employees of member agencies and their immediate family members may secures therapy services from other participating member agencies. This provides that the first four (4) sessions are free of charge; additional sessions will be charged at one-half the sliding scale fee established by the provider agency. In order to access this benefit, please contact the Intake Coordinator at Family Counseling Service, 201-445-7015.

2. Child care benefit

Full-time or regular part-time employees, who enroll their child in the agency's Turrell Child Care and Early Learning Center are eligible for an agency discount off the full fee for child care, based on their salary level. Contact the director of the child care program or staff in human resources for the fee reduction scale.

3. Flexible Spending Account/Premium Only Plan

You are eligible, after three (3) full months of employment, to participate in the federal flexible spending account which allows for pre-tax salary deductions for non-reimbursed medical and “care” expenses for preschool age children and elderly parents. If you pay for dependent health coverage, you are eligible for pre-taxed deductions for this expense through the Premium Only Plan.

4. Credit Union

You are eligible to join any credit union affiliated with our agency.

5. Tuition Loan

Full time employees are eligible to apply for an agency sponsored Tuition Loan after one year of employment. You must be enrolled in a degree or certification program that is relevant to your work with the agency. Loans will be forgiven after graduation or certification if you stay with the agency for a time period equivalent to the time the loan was in effect. Loans must be paid back if you leave the agency or do not complete the degree/certification program. Please check with staff in human resources for details.

FINAL AUTHORITY

Questions regarding interpretation of this policy and practice statement shall be referred to the Human Resources Administrator. Changes in the Employee Handbook require final approval of the President and the Board of Trustees.