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MDS
Employee Handbook
(revised July 2006)
Contents
Welcome
MDS Mission Statement
Equal Employment Opportunity
Status
of Employment and Participation in Benefits
Hours of Work
Personal Appearance
of Employees
Payment
of Wages
Recruitment and Selection
of Personnel
Professional Development
Plans & Performance Evaluation
Personnel Files
Staff Development and Training
Discipline
Managerial Rights / Productivity
Grievance / Complaint Procedure
Employee
Benefits
Payroll Deductions
Time Off
Vacation
Sick Leave
Paid Personal Leave
Bereavement Leave
Voting Leave
Civic / Jury Duty
Military Leave
Family Leave
Holidays
Office Closings
Communicable
Disease Procedures
Anti Discrimination / Harassment
Complaint Procedure
Individual Rights and Confidentiality
Behavior Management
No
Smoking Policy
Safety Plan
Automobile Liability Insurance
Subcontractor VS. Employee
Relationship
Alcohol and Drug Policy
Criminal Records Check
Motor Vehicle Records Check
MDS Owned Vehicles
Seat Belts
Travel and Expense Reimbursement
Termination
of Employment
Acknowledgement of Receipt
of Handbook
Policy Statement
Assignment of Responsibility
Joint Loss Management Committee
WELCOME TO MONADNOCK DEVELOPMENTAL SERVICES, INC.
We are pleased to have you join our team and trust that you will find your employment pleasant and rewarding. To answer some of the questions you may have concerning Monadnock Developmental Services, Inc. (MDS) and its policies, we have written this Handbook. The Handbook is designed to set forth guidelines and acquaint you with our mission, goals, policies and benefits and to ensure uniformity in the implementation of personnel procedures throughout the organization and to inform all staff as to mutual requirements and expectations.
The primary interest and obligation of all personnel of Monadnock Developmental Services, Inc., Region V area Agency, shall always be the well being of the individuals served. Conduct and attitude of personnel should, at all times, reflect this commitment. Staff members shall be familiar with all policies and procedures adopted by the Board of Directors of MDS and shall be loyal to the stated principles of the organization. The personnel policies set forth herein reflect MDS's efforts to provide a positive professional environment for all employees.
This Handbook supersedes any previous employee handbook or other written statement of policy, which may have been previously issued by MDS. The policies set forth in this Handbook can be modified, revoked or added to at any time at the sole discretion of MDS through its Executive Director or Board of Directors. No other personnel have the authority to alter the policies. Any revisions will substitute and replace prior policy or procedure statements and become a part of this Handbook. All employees will become subject to the new addition, deletion or change regardless of date of hire.
Neither the text of this Handbook nor that of any policy or procedure statement of MDS are intended to, nor should they be construed as a contract of employment or as a contract guaranteeing continued employment.
We wish you the best of luck in your position at MDS, and hope that you will enjoy being a member of our team.
MONADNOCK DEVELOPMENTAL SERVICES, INC.
MISSION STATEMENT
Because we believe…
That everyone, from children to the elderly, has the right to experience a safe, supportive family life, in all its many facets;
That respecting each person's and each family's values is the foundation for building and strengthening people's lives;
That power, authority and responsibility lie with each person for how they will live their life;
The mission of MDS is …
To work toward inclusion, participation and mutual relationships for all people who are at risk of isolation from community. We will promote self determination and quality of life, develop an environment, which encourages creativity, innovation and individuality, and ensure quality of supports.
It is the policy of MDS to be an equal opportunity employer and to hire individuals
solely upon the basis of their qualifications and ability to do the job to
be filled.
MDS does not discriminate in any way in its hiring or other employment practices on account of race, religion, creed, color, national origin, marital status, sex, sexual orientation or mental or physical disability, which does not affect job performance.
MDS agrees that when the effects of employment practices, regardless of their intent, discriminate against any group of people on the basis of race, religion, age, color, national origin, marital status, sex, disability, military status, specific positive and aggressive measures must be taken to redress the effects of past discrimination, to eliminate present and future discrimination, and to ensure equal opportunity in the areas of hiring, upgrading, demotion or transfer, recruitment, layoff or termination, rate of compensation, and in-service training programs. Therefore, the employer acknowledges the need for positive and aggressive affirmative action.
All employees or applicants are judged on the basis of their qualifications and ability to meet the requirements established for the position.
The phrase "Equal Employment Opportunity" (EEO) or Equal Opportunity Employer" (EOE) is included in all advertising.
STATUS OF EMPLOYMENT AND PARTICIPATION IN BENEFITS
MDS maintains definitions of employment status and classifies employees in accordance with these definitions.
1. Status of employment:
Regular Full-time: Employment in an established position for 35 to 40 hours per week.
Temporary Full-time: Employment in an established position for 35 to 40 hours per week on a temporary basis.
Companionship Services: Companions will receive free rent and utilities in exchange for providing fellowship, care and protection for a person with a developmental disability who cannot care for his or her own needs.
Part-time: Employment in an established position for under 35 hours per week.
Relief/Substitute Staff: Employment on an "on call" basis to cover hours as needed.
Consultant: Contractual arrangement with a professional for a specific task. Payment based on an hourly or daily rate and time indicated in the contract.
2. Participation in benefits:
Regular Full-time: Participate in all benefit programs.
Companionship Services: No participation in benefit programs.
Temporary Full-time: No participation in benefit programs.
Part-time: No participation in benefit programs.
Relief/Substitute staff: No participation in benefit programs.
Consultant: No participation in benefit programs.
HOURS OF WORK
MDS maintains hours of work, which are compatible with the needs of the individuals
we serve. Our office hours are Monday - Friday, 8:00 am to 4:30 pm. Individual
program hours will vary.
It is the policy of MDS to require employees to report for work punctually and to work all scheduled hours and any required overtime. Excessive tardiness and poor attendance disrupt workflow and service and will not be tolerated.
All employees work the number of hours established for their program. Any hours worked in excess of 40 hours in one week by non-exempt hourly employees are compensated at the rate of one and one-half (1 ½) times that employee's normal hourly work rate.
Companionship/Roommate services are not subject to overtime or minimum wage according to the Fair Labor Standards Act.
A paid vacation day, sick day, holiday, or personal day for which an employee is paid but does not work does not count as "hours worked" in calculating overtime for the week in which it falls.
Any overtime worked must be approved in advance by the employee's supervisor.
Executive, administrative, and professional staff passing the "Test for Exemption of Employee From Provision of Fair Labor Standards Act" are exempt from these overtime provisions.
An employee who is on duty for less than twenty-four (24) consecutive hours will be paid for all hours worked. An employee who is on duty for more than twenty-four (24) consecutive hours may have up to eight (8) hours excluded from each twenty-four (24) consecutive hours worked for sleeping and eating. This provision will be evaluated for each individual worksite.
Any non-exempt employee called in for less than two (2) hours must be paid a minimum of 2 hours for that day. If he/she has worked the same day in another program he/she will be paid for actual hours worked with a minimum of two (2) hours for that day. This only applies if you are called in not if your work schedule requires you to work less than two (2) hours in any given day.
PERSONAL APPEARANCE OF EMPLOYEES
It is the policy of MDS that each employee's dress; grooming and personal hygiene should be appropriate to the work situation.
MDS pays its employees on a bi-weekly pay schedule. The pay period begins on Sunday and ends on Saturday of the second week. Time sheets need to be in to your supervisor on Monday, as they are due at the MDS Business Office in Keene by noon on Tuesday following the end of the pay period. Payment will be made by check on Friday following the end of the pay period.
RECRUITMENT AND SELECTION OF PERSONNEL
It is the policy of MDS to recruit and select the most qualified persons for available positions. Recruitment and selection of personnel is conducted in accordance with approved procedures. It is balanced to provide competitive entry-level opportunities as well as advancement opportunities through promotion of existing employees with the necessary qualifications and skills to fill the vacancy.
Recruitment:
If a person is not already being nurtured and trained to fill a particular job opening, then the
1. Position is posted in-house for five working days.
2. The file maintained on previous or unsolicited applicants is reviewed.
3. The position is advertised in the appropriate newspaper and/or any other appropriate recruiting source.
These steps may happen simultaneously.Selection:
1. A job description outlining duties and qualifications is prepared for use during the interview.
2. Resumes of all interested candidates are screened.
3. All interviews are conducted by the appropriate supervisor and with other staff as deemed appropriate. All candidates for residential positions will be approved by the appropriate residential director & the individual to be served, before they are hired. The Executive Director reserves the right to review all candidates before they are hired.
4. Before a decision is made, applicants' references and credentials are checked. All final candidates will be subject to a Criminal Records Check and a Motor Vehicle Record Check. All are required to submit the results of a TB test, which must have occurred within the past year. A TB test is required every year, thereafter. Cost of the TB test is paid for by MDS' and provided by Home Health Care and Community Services, Inc. in Keene, NH. Any further testing or X-rays required is at the applicants' expense. The final hiring decision is based on the results of the Criminal Records Check, the Motor Vehicle Records Check, the TB Test and references.
5. When a decision has been made, all applicants interviewed are notified by the Director of Human Resources.
PERSONAL PROFESSIONAL DEVELOPMENT PLANS / PERFORMANCE EVALUATIONS
It is the policy of MDS that all new employees and all present employees transferred or promoted to a new job are to be carefully monitored and evaluated for an initial introductory period (usually 90 days). After satisfactory completion of the introductory period, those employees will be evaluated as provided for in the policy below.
MDS endorses a regular system of performance reviews and recognizes that this system is designed to:
Upon employment, each employee shall be given a current written description of his/her job, outlining the goals of the position and the specific tasks required in that position. Each department of MDS shall review its job descriptions annually and shall submit any recommendations for changing and/or updating them to the Director of Human Resources for review.
Each employee shall be evaluated on his/her job performance as outlined in the relevant job description. Employees will normally be evaluated at the end of three months of employment, and annually on the employee's anniversary date. The evaluation will be in writing and the employee's supervisor shall review the evaluation with the employee. If desired, the employee may comment on the evaluation in writing. The evaluation shall be signed by the supervisor, the employee, director of the department and their immediate supervisor. Supervisors may review employee performance more frequently at their discretion.
Because MDS believes in continued growth for everyone each evaluation should include a plan for professional development.
Salary reviews take place at each performance evaluation, however no increase in salary is guaranteed. Salary increased are based on an increase in responsibility, longevity, cost of living, level of job performance and availability of funds.
The original copy of each performance evaluation shall be signed by the employee, supervisor and placed in the employee's personnel file.
A confidential personnel file shall be maintained for each MDS employee in the Human Resource Manager's office. All transactions effecting an employee's status shall be processed in a consistent manner. The Executive Director and his/her designees, the Human Resource Manager, and the employee's immediate supervisor are authorized to have access to personnel files.
Each employee shall have the right to examine and receive copies of any and all material contained in their personnel file at MDS during normal business hours with permission and in the presence of an authorized individual. Copies shall be made available within a reasonable time. MDS reserves the right to charge for these additional copies.
Whenever any material, including evaluations, is inserted in the personnel file of an employee, such employee shall be promptly notified and given a copy of such material. Any employee may challenge the accuracy of propriety of a personnel evaluation by filing a written statement of the challenge in the personnel file. The written challenge shall remain part of the employee's permanent file. An employee may file a grievance based on a personnel evaluation, which results in a negative action. Upon a determination at any step of the grievance procedure that such material is either inaccurate or improperly placed in such employee's personnel records, said material is to be removed from the record and may be replaced by an accurate or proper evaluation. If the grievance is resolved against the employee, the employee grievance and copy of the notes from the grievance investigation shall be placed in the personnel file with the evaluation that gave rise to the grievance.
STAFF DEVELOPMENT AND TRAINING
MDS encourages growth and professional development among all employees so they can provide the knowledge, skills, and attitudes that will enable the agency to become a continuous learning and teaching organization. We believe that learning occurs through a process of action, reflection, and experimentation. For that reason, all workshops and training events are designed to offer a variety of ways to learn. We combine lectures, reading materials, discussions, role-plays, simulation, games and an element of serendipity to create an inviting and stimulating learning environment. All new hires are required to attend a two day orientation program upon hire or the next available class in order to continue working.
Requests to attend seminars, workshops, etc. must be submitted to your supervisor and will be approved based on need and availability of funds.
MDS offers tuition reimbursement for full time employees. The employee pays for the tuition and textbooks and is reimbursed upon successful completion of an approved course provided the employee remains actively employed through the completion date of the course. Upon completion of the course, the employee is required to submit a transcript of the grade along with a course description to the Director of Human Resources for approval. Payment will be made in the following manner: $500. for a grade B or better; $250. for a grade C. No payment for grades D, F or Incompletes. The maximum benefit entitlement is once per fiscal year.
Resource materials and books are available for all employees to read/borrow and are stored in the Jeannette Stubbs conference room. Please sign out all materials borrowed.
DISCIPLINE
MDS's goal is to develop and administer necessary regulations and disciplinary
measures in a consistent manner. It also has an obligation to all employees
to conform to these regulations.
MDS seeks to establish and maintain appropriate administrative policies which provide for proper disciplinary action whenever an employee's performance or conduct fails to be satisfactory, and/or he or she is in violation of these policies.
Disciplinary action is conducted in private and is appropriate to the seriousness of the infraction.
Disciplinary actions may include the following:
1. Verbal reprimand/warning (documented)
2. Written reprimand/warning
3. Probation
4. Suspension with or without pay
5. Dismissal
This in no way implies that each step must be taken in every situation where discipline is required. All official disciplinary actions, either verbal or written, must be recorded, signed by both parties, and forwarded for inclusion in the employee's personnel file. In the event, the employee refuses to sign the disciplinary notice, a third party will be requested to witness the disciplinary action. The Director of Human Resources should be involved in any disciplinary actions. The Executive Director should be involved in any disciplinary actions regarding supervisory positions. In either case the Executive Director will be made aware of any disciplinary actions involving termination of staff.
MANAGERIAL RIGHTS / PRODUCTIVITY
Except as otherwise limited by an express provision of this policy, the Executive Director shall have the right to exercise complete control and discretion over the organization, policies, and technology including, but not limited to: the determination of the standards of services to be provided and standards of productivity; performance of its employees; establish and/or revise personnel evaluation programs; the determination of the methods, means and personnel by which its operations are to be conducted; the determination of the content of job classifications; the appointment, promotion, assignment, direction and transfer of personnel; the suspension, demotion, discharge or any other appropriate action against its employees; the relief from duty of its employees because of lack of work or for any other legitimate reason; the establishment of reasonable work rules; and the taking of all necessary actions to carry out its mission in emergencies. The State of New Hampshire and its state agencies subject to all-pertinent rules and regulations promulgate this Policy and any related federal regulations.
Employees may be terminated for failure to perform duties as described in individual job descriptions. Further, any employee who knowingly violates the rights of the individuals we serve may be termination. All notices of termination shall be final.
Should a "reduction in force" (RIF) be necessary due to state mandates
or Area Agency Board of Directors, the final decision will rest with the Executive
Director.
GRIEVANCE / COMPLAINT PROCEDURE
A grievance is defined, as an employee's expressed feeling of dissatisfaction concerning conditions of employment or treatment by management, supervisors, or other employees.
Examples of actions which may be causes of complaints include, but are not limited to:
a. Application
of agency policies, practices, rules, regulations, and procedures believed
to be to the detriment of an employee;
b. Treatment considered unfair by an employee, such as coercion, reprisal,
harassment, or intimidation;
c. Alleged discrimination because of race, color, sex, sexual orientation,
age, religion, handicap, national origin, military reserve or veteran status,
marital status, or any other non-merit factor; and
d. Improper or unfair administration of employee benefits or conditions of
employment such as vacations, fringe benefits, promotions, retirement, holidays,
performance review, salary, or seniority.
A grievance/complaint should be brought forward as soon as it might reasonably have become known to exist. In the event, a complaint arises the employee should submit it to their supervisor within 5 working days. If a satisfactory solution cannot be settled, with their supervisor, the complaining employee shall, within 3 working days, forward the complaint to the department manager. If a satisfactory solution cannot be settled with the department manager, the employee shall, within 5 working days, forward the written complaint to the Director of Human Resources. If a satisfactory solution cannot be settled with the Director of Human Resources, the employee, shall, within 5 working days, forward the written complaint to the Executive Director. The decision of the Executive Director shall be final and binding on the parties, without further right to appeal. Please refer to the Policy Statement Concerning Non-Discrimination and Harassment and the Grievance Complaint Procedure for detailed instructions on how to file a grievance/complaint. A copy of this procedure may be found in the human resource office. Grievance / Complaint forms, as well as a list of managers/supervisors may be found in the human resource office or located in the desk in the receptionist area where other forms, i.e. time sheets and expense forms can be found.
It is the intent of MDS to encourage employees to maintain health and dental insurance coverage for himself/herself and his/her family, as well as for MDS to provide employees with life and long-term disability insurance coverage.
MDS will make available group benefit plans approved by the Board of Directors for all regular full-time employees working thirty-five (35) hours or more per week. Qualified employees become eligible for benefits on the first of the month following the first ninety (90) days of regular employment. Employees who go from part time to full time employment will become eligible on the first of the month following going to full time as
long as they have worked for MDS at least ninety (90) days previously. Employees will share in the cost of this coverage at a rate established by the Board of Directors. These benefits are subject to change as need and cost dictate.
Health and Dental Insurance: Complete details on group health and dental are contained in separate information issued to eligible employees by the Human Resource Manager.
Flexible Spending Accounts: FSAs allow an employee to pay for unreimbursed medical, dental, vision and day care expenses with pre-tax money. Employees may redirect a portion of their paycheck to an account set up for them to use to pay these expenses. You must be employed for 6 months and work a minimum of 20 hours per week on a regular basis. Details are available in the human resource office.
Education Reimbursement: MDS encourages employees to continue their education. To be eligible you must be a full time employee with a minimum of one year of service. Payment is limited to $500. per fiscal year for grade B or better; $250. for grade C. Eligible employees may be reimbursed only for courses of study that the Agency determines are directly related to the employee's present job or that will enhance the employee's potential for advancement with the Agency and to which the employee has a reasonable expectation of advancing. In addition, only courses that are offered by pre-approved institutions of learning will be eligible for reimbursement.
COBRA Policy for Terminated Employees: All terminated employees who are being carried on the agency's health and dental insurance are eligible for continued insurance coverage at their own expense. Agency paid benefits will end the final day of the month in which employment is terminated. Upon termination or reduction in hours worked to less than thirty-five (35), the employee will be notified of his/her COBRA (Consolidated Omnibus Budget Reduction Act) rights and the cost of the insurance.
Continuation of Benefits While Out On Leave: MDS recognizes the importance of continuation of insurance benefits while an employee is out on a leave of absence. Therefore, all insurance coverage will stay in place for three (3) months at the expense of the employer, provided the employee pays MDS their premium contribution. After three (3) months, the employee will be responsible for pay the entire cost of the medical coverage. The employee will be sent notice of their COBRA (Consolidated Omnibus Budget Reconciliation Act) rights which explains their continuation of benefit rights should their leave of absence extend beyond three (3) months.
Long Term Disability Insurance: If a covered employee is unable to work due to a non-work related illness or injury after eighty-nine (89) days, long term disability coverage will start paying on the ninetieth (90) day. The covered employee is eligible to receive sixty percent (60%) of his/her regular weekly income up to a maximum of six thousand dollars ($6,000.) per month until age sixty-five (65).
Life and AD&D Insurance: MDS provides salary based life and accidental death & dismemberment insurance for each qualified employee. There is also a voluntary deduction plan available for additional coverage, which an employee may take with them when they leave MDS.
Retirement Plan: An Employer Sponsored Discretionary Vested Matching 403(b) Retirement Plan in a tax-sheltered annuity is available to those who wish to participate. All dollars that you contribute will reduce your taxable income and grow on a tax-deferred basis until you withdraw your funds.
Employees who are employed on or after April 1, 1997, have worked one-thousand (1,000) hours or more (average of twenty (20) hours per week) in the previous twelve (12) months, and are at least eighteen (18) years of age are eligible. Employees will become eligible on the anniversary of their date of hire if they meet these criteria.
If the Board feels there are sufficient funds, MDS will match up to five (5%) of each employee's gross salary if the employee voluntarily contributes that much or more to the plan. MDS will make a contribution at the end of each plan year, which runs from July 1 to June 30. Prior to October 1 of the following year, the Board will determine the percentage of the match. Please call the Human Resource Manager for more information.
Workers' Compensation Insurance: MDS carries Workers' Compensation Insurance on all employees to assist with income and certain expenses in the event of a work related illness or injury.
Service Federal Credit Union: Direct deposit of part or al of an employee's paycheck is available. Direct deposit to other bank accounts may become available in the near future.
Payroll Deduction for Auto and Homeowners/Tenants Insurance: A local insurance company has a plan available.
Employee ID Cards: An ID card will be issued upon hire and will be renewed annually thereafter. It is up to the employee to contact the Human Resource Manager when it is time for renewal. This card can be used at several local businesses to receive a discount. A list of those businesses will be updated and sent out to employees periodically.
Automatic payroll deductions are currently available for the following:
Service Federal Credit Union
Monadnock United Way
Employee Health & Dental Insurance Contribution - Pre-tax
VALIC 403 (b) Retirement Plan - Pre-tax
Auto/Home Owners Insurance
Life Insurance - Employee owned
Sunshine Fund
IRS Tax Liability
State Mandated Child Support
All time off, with the exception of sick time, must be approved in advance by your supervisor. It is the responsibility of Management to notify the Human Resource
Manager of salaried employee absences on a monthly basis. For salaried employees, time off accrues at a certain rate per month based on the number of days allowed per year. If a salaried person is out on extended paid leave, leave days will continue to accrue. If a salaried person is out on non-paid leave no leave days will accrued. Full full- time hourly employees, time off accrues on all regular hours worked, not on overtime or leave time, is based on the number of hours allowed per year and is reported on the timesheet.
A. The vacation year shall be the period from July 1st to June 30th, inclusive.
B. Vacation leave for full-time employees shall be three (3) weeks per year for the first two (2) years of employment and four (4) weeks per year after two (2) years.
C. Full time salaried employees accrue vacation at the rate of 1.25 days a month for the first 2 years and then 1.67 days per month thereafter
.
D. Full time hourly employees employed less than 2 years will accrue vacation/holiday/personal time at a rate of 1.25 days each pay period, provided they work a total of 80 hours in the pay period. A full time hourly employee who has been employed for over 2 years will accrue vacation/holiday/personal time at a rate of 1.50 days each 80 hour pay period, provided they work a total of 80 hours in the pay period. Time off does not accrue on overtime or leave hours. Working less than 80 hours in a pay period will decrease the accrual of vacation/personal/holiday time.
E. Vacation leave earned during any vacation year shall be credited monthly for salaried employees and biweekly for hourly employees, and shall be available during the vacation year.
F. Vacation leave may be accrued up to thirty-one (31) days at the end of the vacation year. Any additional earned vacation time must be taken before June 30th each year, or the employee shall lose such time. The Executive Director is charged with the responsibility of seeing that vacation is taken in accordance with this policy.
G. For determining vacation status under this Section, "creditable service" only shall be used. All service beginning on the first working day and all service thereafter becomes "creditable service" provided there has not been any break of three (3) years or more in such service. In computing an employee's vacation status, all "creditable service" from the first working day at MDS through June 30th shall constitute the "creditable service" which shall be used to establish "vacation status" for the vacation year immediately following said June 30th.
H. An employee who is reinstated or re-employed after less than three (3) years shall have his/her prior service included in determining his/her continuous service for vacation purposes.
I. The employee's immediate supervisor shall grant vacation leave in the vacation year in which it becomes available at the request of the employee. In cases where the vacation requests by employees in the same department conflict, preference subject to the operational needs of MDS, shall be given to employees on the basis or order of request and/or seniority of employment with MDS.
J. Each employee shall receive annually, on or before July 1st, a preliminary statement of the available vacation credits from the Human Resource manager. An employee may also request an update of this information at any time throughout the year.
K. Absences on account of sickness in excess of the authorized sick leave provided in this policy (or for personal reasons not provided for under said sick leave provisions) may be charged to vacation leave at the discretion of the Executive Director.
L. Charges to vacation leave credit for salaried employees may be allowed in units of one-half (1/2) days, and one (1) day of vacation leave per year may be taken in increments of two (2) hours.
A. A full-time employee shall accumulate sick leave at the rate of one (1) workday for each full calendar month of employment. An employee on any leave with pay or industrial accident leave shall accumulate sick leave. Employees may accumulate sick leave up to the point that a disability program becomes effective (65 working days or 520 hours).
B. A full-time hourly employees employed less than 2 years will accrue sick time at a rate of .52 days each pay period, provided they work a total of 80 hours in that pay period. A full time hourly employee employed ,more than 2 years will accrue sick time at a rate of .54 days each pay period, provided they work a total of 80 hours in that pay period. Sick times does not accrue on overtime or leave hours. Working less than 80 hours in a pay period will decrease the accrual of sick time.
C. Sick leave shall be granted, at the discretion of the Executive Director to an employee only under the following conditions:1. When an employee cannot perform his/her duties because he or she is incapacitated by personal illness or injury;
2. When the spouse, child, or parent of either employee or his/her spouse, or a person living in the immediate household of an employee, is seriously ill, the employee may utilize sick leave; and
3. A full-time employee shall not accrue sick leave for any month in which he/she was on leave without pay or absent without pay for the entire month. A full-time employee who was absent without pay for only a portion of a month shall receive hours of sick leave for accrued weeks worked in that month. A full-time hourly employee will accrue sick leave according to the number of hours worked (up to 40 hours/week), no sick time accrued for overtime work.D. Upon return to work following a sick leave in excess of three (3) consecutive work days, an employee may be required to undergo a medical examination to determine his/her fitness for work and/or to bring in a doctor's note. The employee, if he/she so desires, may be represented by physician of his/her choice.
E. Sick leave must be charged against unused sick leave in units of one-half (1/2) hour or full hours, but in no event may the sick leave used be more than the actual time off.
F. Any employee having no sick leave, who is absent due to illness, may be placed, at the discretion of the Executive Director, on vacation leave or leave without pay. Such leave shall be charged on the same basis as provided in subsection (D).
G. If you are a full time support staff person and the person you are supporting is in the hospital or goes on vacation and you are not able to work you must use accrued vacation time or take the time with no pay. Sick time cannot be used to cover those hours of missed work. For all full time personnel (hourly and salaried) sick days are to be used for days when you are ill. Sick days (hours) may also be used for physician and dental appointments.
H. An employee who is reinstated or re-employed after an absence of less than three (3) years shall be credited with his/her sick leave at the termination of his/her prior employment. An employee who is reinstated or re-employed after a period of three (3) years or more shall receive prior sick leave, if approved by the Executive Director, where such absence was caused by:1. Illness of said employee;
2. Dismissal through no fault or delinquency attributable to the employee; or
3. Injury while in the employment of the Agency in the line of duty, and for which said employee would be entitled to receive Workers' Compensation benefits.I. Notification of absences under this Section must be given to the designated representative of the Executive Director as early as possible on the first day of absence. If such notification is not made, such absence may, at the discretion of the Executive Director, be applied to absence without pay.
J. No employee shall be entitled to a leave under the provisions of this Section in excess of the accumulated sick leave due such employee.
K. Employees whose service with the Area Agency is terminated shall not be entitled to any compensation in lieu of accumulated sick leave.
MDS full-time salaried employees are eligible for paid personal leave of one (1) day per year for the first two (2) years, then three (3) days per year thereafter.
For first year employees that day will be prorated depending on the number of months from date of hire to June 30th.
Personal days cannot be carried into a new fiscal year. Personal leave may be available in units of two (2) hours and may be used in conjunction with vacation leave.
Upon evidence satisfactory to the Executive Director of the death of a spouse, child, parent, parent-in-law, brother, brother-in-law, sister, sister-in-law, grandparent, grandparent-in-law, grandchild, parent of spouse, or person living in household, an employee shall be entitled to leave without loss of pay for a maximum of five (5) calendar days.
An employee whose hours of work prevent him/her from voting in a town, city, state, or national election shall, upon request to his/her supervisor, be granted a voting leave with pay, not to exceed two (2) hours, for the sole purpose of voting in the election.
Employees summoned for jury duty will be granted a leave of absence, with pay, for time lost from their regular work schedule while on said jury duty upon presentation of the appropriate summons to the Executive Director.
An employee who received jury fees for jury service, upon presentation of the appropriate court certificate of service, shall either:
Retain such jury fees in lieu of pay for the period of jury service if the jury fees exceed his/her regular rate of compensation for the period involved; or
Remit to the Executive Director the jury fees, if less than his/her regular rate of compensation for the period involved.
Jury fees for the purpose of this Section shall be the per diem rate paid for jury duty by the court not including the expenses reimbursed for travel, meals, rooms, or incidentals.
An employee summoned as a witness in court on behalf of the state or any town, city, or county of the state, or on behalf of the federal government shall be granted court leave with pay upon filing of the appropriate notice of service with the Executive Director, except that this section shall not apply to any employee who is also in the employ of any town, city, or county of the state, or in the employee of the federal government, or any private employer and who is summoned on a matter arising from that employment.
An employee on court leave who has been excused by the proper court authority shall report to his/her regular scheduled employment with MDS is such interruption in court service will permit four (4) or more consecutive hours of employment. Court leave shall not affect any employment rights of the individual. No court leave shall be granted when the employee is the defendant or is engaged in personal litigation.
An employee who is a member of a military reserve unit is entitled to leave from full-time employment to fulfill military training requirements. The employee may be paid to the extent of any vacation time accumulated a t the time of and during the leave. This leave will not affect the employee's status, seniority, pay, vacation, sick leave, advancement, or other advantages of employment. There is no limit placed on the duration of the leave.
The Family and Medical Leave Act, which took effect on August 5, 1993, allows employees up to twelve (12) weeks of leave each year for the birth or adoption of a child, to care for an ill family member, or when the employee has a serious health condition that makes him/her unable to perform the functions of his/her position. (This law applies to employers with fifty (50) or more employees) Requirements are as follows:
* Only employees with one (1) year of service who have worked a total of 1,250
hours in the previous twelve (12) months are eligible.
* Employees are guaranteed the same or a similar job upon return from their
leave, with no loss of seniority rights or benefits.
* MDS must continue the employee's benefits during the leave at the level, and
under the condition, MDS would have provided prior to the leave. Employees
must continue to pay their premium contribution.
* Employees are required to provide MDS with at least thirty (30) days' notice in
writing of the need for such leave.
* MDS may require that employees provide medical certification of a serious
illness necessitating a leave.
*MDS may require the employee to periodically report to MDS on their status
and intention to return to work.
*During this twelve (12) weeks, vacation and sick time may be paid until fully
used. The balance of the twelve (12) weeks will be unpaid leave.
The following days shall be holidays for full time employees:
New Years Day Labor Day
Martin Luther King Day Floating Holiday
Presidents Day Veterans Day
Memorial Day Thanksgiving Day
Independence Day Day after Thanksgiving
Christmas Day*
*The Executive Director may grant an additional day off before or after Christmas Day.
All designated
holidays shall be observed on the state's legal holiday unless an alternative
day is designated by the Executive Director.
When a holiday occurs on the regular scheduled workday of a full-time employee,
he/she, if not required to work that day, shall be entitled to receive his/her
regular day's pay for such holiday. A salaried employee required to work on
a holiday shall receive a compensatory day off with pay. A full-time hourly
direct care employee shall be entitled to be paid for one holiday of 8 hours
at his/her regular rate of pay in addition to pay for the hours worked on
the holiday.
The Area Agency Office may close on days of inclement weather by radio announcement. Employees are expected to report to work on such days unless told not to do so by the Executive Director or his/her designee. If conditions exist which prevent reporting for duty, the employee may be charged with a personal day or vacation day. If the employee is sick, he/she should report this information to the Area Agency as required.
COMMUNICABLE DISEASE PROCEDURES
MDS has a written policy to follow applicable to state laws, Public Heath standards, and center for Disease Control recommendations regarding communicable disease, prevention, testing, and immunization practices. Monadnock Developmental Services Inc will give this booklet to each employee upon initial hire. An employee is required to attend an in-service upon hire and yearly thereafter.
ANTI DISCRIMINATION / HARASSMENT POLICY
Monadnock Developmental Services, Inc. (MDS) is committed to a work environment in which all individuals are treated with respect and dignity. Each individual has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits discriminatory practices, including harassment. Therefore, MDS expects that all relationships among persons while on the job will be business-like and free of bias, prejudice and harassment.
It is the policy of MDS to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, religion, sex, sexual orientation, age, disability, marital status, citizenship or any other characteristic protected by law. MDS prohibits any such discrimination or harassment.
MDS encourages reporting of all perceived incidents of discrimination or harassment. It is the policy of MDS to investigate such reports. MDS prohibits retaliation against any individual who reports discrimination or harassment or participates in an investigation of such reports.
Sexual harassment is defined, as in the EEOC Guidelines, as unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature when, for example: (1) submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment; (2) submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual; or (3) such conduct has the purpose or effect of unreasonably interfering with an individual's work performance or creating an intimidating, hostile or offensive working environment.
Sexual harassment may include a range of subtle and not so subtle behaviors and may involve individuals of the same or different gender. Depending on the circumstances, their behaviors may include, but are not limited to: unwanted sexual advances or requests for sexual favors; sexual jokes and innuendo; verbal abuse of a sexual nature; commentary about an individual's body, sexual prowess or sexual deficiencies; leering, whistling or touching; insulting or obscene comments or gestures; display in the workplace of sexually suggestive objects or pictures and other physical, verbal or visual conduct of a sexual nature.
Harassment on the basis of any other protected characteristic is also strictly prohibited. Harassment is verbal or physical conduct that denigrates or shows hostility or aversion toward an individual because of his/her race, color, religion, sex sexual orientation, national origin, age, disability, marital status, citizenship or any other characteristic protected by law or that of his/her relatives, friends or associates, and that; (1) has the purpose or effect of creating an intimidating, hostile or offensive work environment: (2) has the purpose or effect of unreasonably interfering with an individual's work performance; or (3) otherwise adversely affects an individual's employment opportunity.
Harassing conduct includes, but is not limited to: epithets, slurs or negative stereotyping; threatening, intimidating or hostile acts; denigrating jokes; and written or graphic material that denigrates or shows hostility or aversion toward an individual group and that is placed on walls or elsewhere on the employer's premises or circulated in the workplace.
This policy applies to all applicants and employees, whether related to conduct engaged in by fellow employees or someone not directly connected to MDS (e.g., an outside vendor, or consultant). Employees in a position of leadership, authority or management will have no sexual contact with persons participating in their program including any staff member, person with a disability or their family member.
In fulfilling their obligation to maintain a positive and productive work environment, managers and supervisors are expected to immediately stop any harassment as soon as they become aware of it and take appropriate action, including disciplinary action. For specific details see the Policy Statement Concerning Non-Discrimination and Harassment located in the human resource office or in the receptionist area.
Any individual who believes he or she has been subjected to harassment or discrimination by either a co-worker or a supervisor should make it clear to the offender that such behavior is offensive to him or her. The individual should bring the matter to the attention of his/her Supervisor, as soon as possible, or within 5 working days of when the complaint might reasonably have become known to exist.
All allegations of harassment will be investigated. Anyone found to have engaged in any type of harassment shall be subject to discipline, up to and including discharge.
At the discretion of the employee, the Grievance Procedure may be initiated. See page 10.
INDIVIDUAL RIGHTS AND CONFIDENTIALITY
It is the policy of MDS to promote individual rights and to maintain confidentiality regarding those we serve. To that end, each employee and volunteer will be required to subscribe to the following statement upon commencing employment or association with MDS.
Employees / volunteers / consultants of MDS are obligated to report to their immediate supervisor and /or the Executive Director, on behalf of an individual whenever they observe or become aware of instances of abuse, neglect, exploitation or other mistreatment. Employees have the responsibility to safeguard the rights of the people we serve as defined in the Human Rights Policy Manual.
Confidentiality: At no time shall the name of an individual receiving services through MDS or his/her diagnosis be mentioned outside MDS unless it is necessary for the service being delivered to that individual.
Certain positions at MDS require employees to become involved with individuals with assaultive or self-abusive behaviors. It is each employee's responsibility to become completely familiar with all agency and program policies and procedures concerning behavior management prior to engaging in direct services. Behavior Management Guidelines are available in the office of MDS.
It is the policy of MDS to comply with all federal, state and local regulations regarding smoking in the workplace and to provide a work environment that promotes productivity and the well being of its employees.
In compliance with the Indoor Smoking Act of 1990, smoking is prohibited in any part of the building at MDS. Employees are also prohibited from smoking while working in individual homes of the people we serve who do not smoke. Smoking is also prohibited in any vehicle owned by MDS. An employee may not smoke in their own vehicle while transporting an individual served by MDS who does not smoke.
It is the policy of MDS to comply with all applicable federal, state and local health and safety regulations and to provide a work environment as free as practicable from recognized hazards. Employees are expected to comply with all safety and health requirements whether established by MDS or by federal, state or local law.
MDS has appointed a Safety Committee to oversee the company's safety pollicies and procedures.
A written safety plan is included at the end of this manual for your reference.
AUTOMOBILE LIABILITY INSURANCE
All employees transporting individuals served by MDS in the employees own automobile must carry, at their own expense, standard automobile liability insurance of at least 100,000 / 300,000 per person / per accident. Documentation must be provided to the Human Resource Manager showing adequate insurance coverage upon hire and annually when the insurance is renewed.
SUBCONTRACTOR VS. EMPLOYEE RELATIONSHIP
It is the policy of MDS that no one will be hired as an employee if they are a sub-contractor of MDS. If they are currently an employee of MDS and wish to bid on a contracted service, they will be required to resign as an employee if the contract is awarded to them. At no time will anyone be allowed to be both an employee and a sub-contractor of MDS at the same time.
It is the policy of MDS to maintain a workplace that is free from the effects of drugs and alcohol abuse.
Monadnock Developmental Services, Inc. absolutely prohibits any employee from using, being under the influence of, or possessing any non-prescribed controlled drugs or alcoholic beverages during his/her working hours. If an employee is found in this situation, immediate dismissal from employment is in order. For specific details see the Agency Policy on Drug and Alcohol Abuse located in the human resource office.
All individuals hired by MDS will be subject to a Criminal Records Check through the New Hampshire State Police. Any employees having a criminal history will be subject to dismissal at the discretion of the Executive Director of MDS. A potential employee should not be hired until the record check is complete. Employees from other states will need to send for the Criminal Record and MDS will reimburse the employee for the cost.
All individuals hired by MDS will be subject to a Motor Vehicle Driving Record Check through the state where they are licensed to drive a motor vehicle. Our liability insurance carrier has issued MDS strict motor vehicle records guidelines. If an employee's driving record is unacceptable according to those guidelines, they will be prohibited from transporting the individuals we serve. In many cases, this would cause the employee to be unable to fulfill his/her job duties and would be grounds for dismissal. Those who have Motor Vehicle Records from states other than NH will be responsible for getting his/her own record and MDS will reimburse for the cost. A potential employee should not be hired until the record comes in.
MDS owns several vehicles for transportation of the individuals we serve. These vehicles are maintained under the director of the Transportation Coordinator. All individuals driving these vehicles must have a Motor Vehicle Driving Record on file with MDS. These records will be updated each year. All operators will follow and obey all rules of the road and any State of New Hampshire laws and speed limits. All motor vehicles accidents and injuries will be reported immediately to the Transportation Coordinator. Any injuries to MDS employees will be reported to the Human Resource Manager as soon as possible during regular officer hours. These vehicles must be kept clean and safe at all times.
Smoking will not be allowed in any vehicle owned by MDS.
All operators will follow and obey all rules of the road and any State of New Hampshire laws and speed limits. All motor vehicle accidents and injuries will be reported immediately to the Transportation Coordinator. Any injuries to MDS employees will be reported to the Human Resource Manager as soon as possible during regular office hours.
For the safety of everyone, seat belts must be worn at all times by all occupants of MDS vehicles. In employee owned vehicles, the people we serve must use their seat belts at all times, as well as the employees if on company business.
TRAVEL AND EXPENSE REIMBURSEMENT
When an employee of MDS is authorized to use his/her personal automobile for employment related travel, he/she shall be reimbursed at a mileage rate approved annually in the contract between MDS and the Department of Mental Health and Developmental Services. Employees shall not be reimbursed for commuting between their home and office or other work location. Other approved expenses will be reimbursed at cost. A receipt must be attached to the expense form for those expenses to be reimbursed.
Termination of employment can be either voluntary or involuntary. In all cases, the procedures used will be of a fair and consistent nature, taking into consideration the reasons for separation.
Resignation
Normally employees voluntarily leaving employment shall submit a formal letter
of resignation to their immediate supervisor at least fourteen (14) days prior
to the effective date. This will be forwarded to the Human Resource Manager
for inclusion in the personnel file. Upon termination, employees will be given
their final paycheck and any vacation pay due them on the next regularly scheduled
payday.
Lay-off
Reduction in the work force due to budgetary restrictions and/or reduced workload
sometimes cannot be avoided. In the case of a layoff, immediate supervisors
will notify effected employees as far in advance as possible. Consideration
will be given to seniority and ability to perform work in the jobs not effected
by the lay-off when deciding which employees will be laid off. Employees will
be called back to work based on Agency need.
Dismissal
Involuntary separation from employment may occur due to disciplinary infractions
or inability to perform the work. In all such cases, it is expected that the
immediate supervisor has thoroughly investigated the incidents leading to
the dismissal, documented any action taken, and has applied discipline in
a fair and consistent fashion. Upon termination, employees will be given their
final paycheck and any vacation pay due them within 72 hours of dismissal
It is the policy of MDS that all employees who do not have a written employment contract with MDS for a specific, fixed term of employment are employed at the will of the Agency for an indefinite period and may be terminated at any time, and for any reason with or without cause or notice.
ACKNOWLEDGEMENT OF RECEIPT OF HANDBOOK
I have received my copy of the Handbook, which outlines the policies, practices,
and benefit guidelines of Monadnock Developmental Services, Inc. (MDS) and
I have read and understand the information contained in the Handbook.
Since the information in this Handbook is necessarily subject to change as situations warrant, it is understood that changes in the manual may supercede, revise, or eliminate one or more of the policies in this manual. These changes will be communicated to me through official notices. I accept responsibility for keeping informed of these changes.
I further acknowledge that I am an Employee-at-Will and that my employment is for no definite period.
Employee's Signature:_____________________________ Date:_____/_____/_____
Employee's Name Printed: ______________________________________________
Witness' Signature: _______________________________ Date:_____/_____/_____
Witness' Name Printed: _________________________________________________
To all Employees
Your safety and that of the surrounding community are vital aspects of Monadnock Developmental Services, Inc.'s operation. A safe workplace is directly related to the efficiency of our operation. Our policy is designed to keep our workplace at the highest level of safety in order to achieve our goal of zero accidents and injuries.
Management Responsibilities
We will provide or make available, sound equipment, safe tools and necessary protective equipment and training. We will cooperate in all efforts to maintain a safe working environment. We will commit the necessary resources and time to create the safest and most efficient workplace possible. We will communicate the company's positions on occupational heath and safety issues that affect the employees and the company. We will maintain the Occupational Safety and Health Programs regulated by OSHA pertinent to the operations of Monadnock Developmental Services, Inc.
Supervisor's Responsibilities
Supervisors are responsible for the safety of those who work for him/her. Employee safety is one of the supervisor's primary responsibilities and will be a measured element in their performance.
Employee Responsibilities
Employees are expected to cooperate fully in helping protect themselves and those around them. Participating in required safety trainings following safety rules and contributing to a safe and healthy workplace are included in these duties.
___________________________________
________________________
Alan Greene, Executive Director Date
Monadnock Developmental Services, Inc. feels it is important that all of its employees are aware of their role and recognize its responsibilities.
Management
-Assign responsibility
-Allocate resources
-Set goals and objectives
-Lead by example
-Evaluate
-Follow-up
-FeedbackSafety Coordinator
-Ensure that the facility is in compliance with all applicable regulations
-Develop safety programs and policies
-Direct the safety committee
-Train
-Keep records
-Inspect
-Investigate accidents
-Analyze job hazardsDepartment Supervisor
-Ensure accountability
-Train
-Project positive attitude
-Distribute personal protective equipment
-Enforce policies
-Attend safety committee meetings when appropriate
-Keep records and documentation
-Take disciplinary action for not following safety precautions
-Ensure routine quarterly inspectionsEmployee
-Report all accidents, incidents, hazards and near misses
-Do general housekeeping of their work areas
-Be responsible for the safety of themselves and their fellow workers
-Attend all scheduled meetings
-Attend training scheduled by management or the safety coordinator
-Keep a positive attitude
-Follow any safety procedures for their job.
Rules and Regulations
The rules and regulations enforced by Monadnock Developmental Services, Inc. are for your protection. The management of Monadnock Developmental Services, Inc. expects you to adhere to the following list:
-Be responsible for the safety of yourself and others
-Wear personal protective equipment at all times necessary
-No smoking in the building or in unauthorized areas
-No horseplay
-Keep work area free of hazards
-Maintain equipment
-No alcohol or drug use
-Report all potential hazards and near misses to your supervisor
-Cooperate with members of the safety committee
-No threatening, intimidating, coercing or interfering with fellow employees or supervisor(s) on the premises
-Put away equipment when finished with job
-Do not lift anything that is too heavy or awkward for you
-Wear seatbelts while driving during work hours
-Follow specific rules and regulations
Joint Loss Management Committee
The purpose of the Joint Loss Management Committee is to bring workers and management together in a non-adversarial, cooperative effort to promote safety and health in the workplace. The Joint Loss Management Committee assists management and makes recommendations for change.
Committee Size
The committee shall have at least four (4) employees for representation due to the fact that Monadnock Developmental Service, Inc. has over 20 employees. There is no limit to how large this committee can grow.
Representation
-Employee representation shall be selected by employees.
-Management may select whoever they wish to have present. It is important that top management takes an active part in the committee either through direct involvement or through a representative.
-Any member must be paid his/her regular rate of pay while participating on committee functions.
-Chairmanship of the committee shall rotate between the employee representation and the management representation.
Specific Roles of Committee
-Chairperson: Oversees overall operations and duties of the committee
-Moderator: Facilitates discussion and allocates time
-Liaison: Messenger, responsible for relaying information, putting words into action
-Recording Secretary: Records minutes and takes attendance
Activities and Responsibilities
-Recognize all potential hazards
-Assist with accident investigation
-Review documentation
-Develop new programs
-Assist PPE's purchases and distribution
-Review violation
-Aid in development of incentive programs
-Lead by example
-Attend all meetings
-Report employee complaints
-Review safety and health records
-Perform inspections
-Must meet at least quarterly
-Responsible for reviewing accident investigations
-Responsible for Alternative Light Duty Program
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