Association for Children’s
Mental Health
Employment
Personnel
Manual
Revised
OCTOBER 2008
Association for Children’s Mental Health
Employment and Personnel Manual
Table Of Contents
PERSONNEL MANUAL INTRODUCTION
Welcome ...... 04
ACMH Employment and Personnel Manual...... 05
Receipt and Acknowledgement ...... 06
EMPLOYMENT
Family Member Preference ...... 07
Hiring ...... 07
At-Will Employment ...... 07
Immigration Law Compliance ...... 07
Appeals ...... 07
Confidential Information ...... 08
Stakeholder Relations ...... 08
Equal Employment Opportunity ...... 08
Introductory Period ...... 09
Anniversary Date ...... 09
Work Schedule ...... 10
Business Hours ...... 10
Termination...... 10
Voluntary Resignation...... 10
Layoff Due to Fund Change...... 10
Exercising At Will Clause...... 10
PERSONAL CONDUCT
Harassment ...... 11
What is Harassment ...... 11
Responsibility ...... 11
Reporting ...... 11
Standards of Conduct ...... 12
Unacceptable Activities ...... 12
Disciplinary Actions ...... 13
Salary Reduction ...... 14
Demotion ...... 14
CLASSIFICATION AND PERFORMANCE
Employment Classifications ...... 14
Full-Time, Employees ...... 14
Part-Time, Employees ...... 14
Temporary Employees ...... 14
Positions ...... 14
Job Descriptions ...... 15
Performance Reviews ...... 15
PAY PRACTICES
Compensation ...... 15
Wage and Salary ...... 15
Pay Cycle ...... 16
Mandatory Deductions from Paycheck ...... 16
Error in Pay ...... 16
Time Records ...... 16
Reimbursement ...... 16
EMPLOYEE BENEFITS
403(b) Plan ...... 17
Medical/Health and Dental...... 17
Holidays ...... 17
Holiday Policies ...... 17
Holiday and Leave Time Documentation...... 18
Lunch and Break Periods ...... 18
Absence or Lateness ...... 18
Leave Time Payout ...... 18
Severe Weather and Emergency Conditions ...... 18
ABSENCE FROM WORK
Leave Time...... 19
Unpaid Leaves ...... 19
Parental Leave ...... 19
Military Leave ...... 20
Other Personal Leave ...... 20
Receipt and Acknowledgement ...... 21
(To be signed and returned to State Office)
Welcome To Acmh
Welcome to the ACMH team! We hope you understand what an important contribution you have to make in the area of children's mental health. We believe your employment with ACMH will be a rewarding, beneficial and gratifying experience.
You are now an integral part of a non-profit, family-run organization that has established a reputation for integrity and leadership in the field of children's mental health advocacy. Credit for this goes to every member of the organization. As a member of ACMH’s team, you will be expected to contribute your talents and energies to further our efforts to support families and advocate for their needs.
This Employee Manual may provide answers to most of the questions you may have about our policies and procedures. You are responsible for reading and understanding this Employee Manual. If anything is unclear, please discuss your questions with the Executive Director.
Best wishes for your success during your employment with ACMH.
Sincerely,
ACMH Board of Directors
Association for Children’s mental Health
Employment and Personnel Manual
This Manual has been prepared to inform you of ACMH's philosophy, employment practices and policies, as well as the benefits provided to you as a valued employee.
Some Things You Must Understand:
- The policies in this Manual are to be considered as guidelines.
- ACMH, at its option, may change, delete, suspend or discontinue any part or parts of the policies in this Employee Manual at any time without prior notice as business, employment legislation, economic or funding conditions dictate.
- Any such action shall apply to existing as well as to future employees.
- Employees may not accrue eligibility for monetary benefits that they have not become eligible for through actual time spent at work.
- Employees shall not accrue eligibility for any benefits, rights, or privileges beyond the last day worked.
- Alterations or modifications to any of the policies in this Employee Manual must be in writing and require the approval of the Board of Directors.
- No statement or promise by a supervisor or director, past or present, may be interpreted as a change in policy nor will it constitute an agreement with an employee.
- Should any provision in this Employee Manual be found to be unenforceable and invalid, such finding does not invalidate the entire Employee Manual, but only that particular provision.
- This Employee Manual replaces any and all other or previous ACMH Employee Manuals, or other ACMH policies whether written or oral.
Receipt And Acknowledgement of
Acmh Employee Manual
Please read the following statements, sign below and return to the Executive Director.
1. Understanding and Acknowledging Receipt of the ACMH Employee Manual
I have received and read a copy of the ACMH Employee Manual. I understand that the policies and benefits described in it are subject to change at the sole discretion of ACMH at any time.
I further understand that the Employee Manual represents only the current policies and benefits, and that it does not create a contract of employment. ACMH retains the right to add, change, or delete benefits, policies, and working conditions without obtaining another person’s consent or agreement. This Employee Manual supersedes any and all prior handbooks, agreements, or statements, oral or written, issued by ACMH.
2. At-Will Employment
I further understand that my employment is at will, and neither ACMH nor myself has entered into a contract regarding the duration of my employment. I am free to terminate my employment with ACMH at any time, with or without reason. Likewise, ACMH has the right to terminate my employment, or otherwise discipline, transfer, or demote me at any time, with or without reason, at the discretion of ACMH.
3. Confidential Information
I am aware that during the course of my employment, confidential information will be made available to me, for instance, mailing lists, budgets, contract information and client information. I understand that this information is proprietary and must not be given out. In the event of termination of employment, whether voluntary or involuntary, I hereby agree not to utilize or exploit this information with any other individual or company. All family information (files, etc.) gathered during my employment with ACMH will be returned to ACMH on the last day of my employment.
I am aware and agree that information designated as confidential may not be discussed with anyone outside the ACMH and may be discussed within the ACMH only on a “need to know” basis. In addition, I have a responsibility to avoid unnecessary disclosure of non-confidential internal information about the ACMH, its employees, consumers and grantors. However, this responsibility to safeguard internal Association affairs is not intended to impede normal business communications and relationships.
- Non Compete
I hereby agree to sign the Non-Competition Agreement that is a part of my employment packet.
- Criminal Background Check
I hereby agree to ACMH conducting a criminal background check as part of my employment consistent with the ACMH Criminal Background Check policy.
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Employee's Printed Name Position
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Employee's Signature Date
Employment
Family Member Preference
ACMH gives hiring preference to qualified family members who either have raised or are raising children or youth with emotional, behavioral, learning or mental disorders. The experience of raising a child with these particular special needs assists a person to do the work of ACMH.
Hiring
It is the responsibility of the ACMH Board of Directors to hire the Executive Director. The Executive Director hires all other staff members necessary to adequately manage and implement the current programs of ACMH.
At-Will Employment
Your employment with ACMH is at-will. This means that neither you nor ACMH has entered into a contract regarding the duration of your employment. You are free to terminate your employment with ACMH at any time, with or without reason. Likewise, ACMH has the right to terminate your employment, or otherwise discipline, transfer, or demote you at any time, with or without reason, at the discretion of ACMH’s Executive Director. Permanent employment or employment for a specific term cannot be guaranteed or promised. In the absence of a specific written contract of employment between an employee and ACMH no promises or guarantees of permanent or specific term employment will be made to an employee by anyone, nor will such promises or guarantees, if made, ever be adhered to by ACMH.
As outlined later in this manual, there is a process for Disciplinary Action. It is always ACMH's intention to arrive at a mutually satisfactory resolution. The Executive Director will use all means available to do so and employees are asked to do the same.
All ACMH personnel are grant funded and, as such, there is no guarantee of continued employment. If layoffs are necessary due to a reduction in funding, the Executive Director will personally notify all employees describing the conditions and duration of the layoff. The Executive Director will give employees at least two weeks notice prior to layoff whenever possible.
Immigration Law Compliance
All offers of employment are contingent on verification of your right to work in the United States. On your first day of work you will be asked to provide original documents verifying your right to
work and, as required by federal law, to sign Federal Form 1-9, Employment Eligibility Verification Form. If you at any time cannot verify your right to work in the United States, ACMH may be obliged to terminate your employment.
Appeals
All employees shall be entitled to fair and equal treatment within the policies adopted by the Board of Directors. The final authority on all matters relating to application of personnel practices shall be the Executive Directoror the Board of Directors, as applicable.
Any employee who believes that his/her interest has been adversely affected by the application of a stated practice shall first undertake to resolve this difference with his/her immediate supervisor. If the issue is not resolvable with the supervisor, it shall then, within 30 days of the occurrence, be submitted in writing to the Executive Director for review. The Executive Director shall respond in writing within 30 days of receipt of the employee's documentation. The decision of the Executive Director shall be final in the interpretation of the personnel policy. The Executive Director shall try to resolve all his/her differences with the Board of Directors.
Confidential Information
Upon accepting employment with ACMH, you were asked to sign a Receipt and Acknowledgement form that included a section on confidentiality (see page 6 of this manual). We sincerely hope that our relationship will be long-term and mutually rewarding. However, your employment with ACMH assumes an obligation to maintain confidentiality, even after you leave our employ.
If someone outside of ACMH questions you and you are concerned about the appropriateness of giving them certain information, you are not required to answer. Instead, as politely as possible, refer the request to the Executive Director.
Disclosure of confidential information, including information about the ACMH organization as well as confidential information about youth and families, could lead to termination, as well as other possible legal action.
Based upon the Health Insurance Portability and Accountability Act of 1996 (HIPAA) employers must control and protect an individuals health information, limit its use and punish improper use of employees/client/consumer health information. It is the responsibility of all ACMH employees to adhere to the requirements of this Act. Employees will not share health information with anyone other than the employee/client/consumer and insurance company, unless a signed statement is in the employee’s file or written consent of the client/consumer.
Stakeholder Relations
The success of ACMH depends upon the quality of the relationships between ACMH, our board, our employees, contract staff members, families, agencies, service providers, funders and the general public. In a sense, regardless of your position, you are an ACMH ambassador.
Our expectation is that each employee will make every effort to communicate with the ACMH board, staff, and other stakeholders in a polite and appropriate manner. It is also the ACMH’s expectation that each employee will be supportive of the ACMH mission at all times.
Equal Employment Opportunity
ACMH is an equal employment opportunity employer. Employment decisions are based on merit and business needs, and not on race, color, national origin, gender, age, height, weight, religion, familial status, marital status, pregnancy, sexual orientation, physical or mental disability, political affiliation, military status or any other factor protected by law. ACMH complies with the law regarding reasonable accommodation for handicapped and disabled employees.
Disabled employees who feel an accommodation is needed to perform a job must notify the Executive Director in writing of the need for accommodation within 182 days after the date the employee knew or reasonably should have known an accommodation was needed. An employee making such a request may be required to provide documentation verifying the need for accommodation.
It is the policy of ACMH to comply with all the relevant and applicable provisions of the Americans with Disabilities Act (ADA). ACMH will not discriminate against any qualified employee or job applicant with respect to any terms, privileges, or conditions of employment because of a person's physical or mental disability. ACMH will also make reasonable accommodations wherever necessary for all employees or applicants with disabilities, provided that the individual is otherwise qualified to safely perform the essential duties and assignments connected with the job and provided that any accommodations made do not impose an undue hardship on ACMH.
Management is primarily responsible for seeing that ACMH equal employment opportunity policies are implemented, but all members of the staff share in the responsibility for assuring that by their personal actions the policies are effective and apply uniformly to everyone.
Any employees, including managers, involved in discriminatory practices will be subject to termination.
Introductory Period
The first 90 days of employment with ACMH is considered an Introductory Period. During this time, the Executive Director and/or the employee's supervisor will meet with him/her to assess the employee's skills and define the details of the position. This introductory period will help the employee and the Executive Director and/or supervisor determine the appropriateness of the placement in the specific position. At the end of the Introductory Period, your supervisor will discuss your job performance with you. This review will be similar to the job performance review that is held for all full and part-time employees on an annual basis.
In keeping with the At-Will Employment clause, an employee may be terminated at any time, during or after the Introductory Period. The Introductory Period is indicated to identify the orientation phase of one's employment, and to define the timing for the first performance review, thereafter conducted on an annual basis consistent with the employee’s anniversary date.
Employees promoted to a new position with higher pay shall also satisfactorily complete a 90-day Introductory Period. Any employee who fails to satisfactorily complete this Introductory Period shall be returned to the pay and position he/she held immediately prior to the promotion or to a position with equal pay and responsibility to the previous position held, if such position is available.
Anniversary Date
The first day you report to work for ACMH is your official anniversary date. Your anniversary date is used to compute various conditions and benefits described in this Employee Manual.
Work Schedule
All Staff will be expected to work the hours necessary to meet the requirements of their position within the time frames established by the Executive Director. Program staff members will develop a schedule of work hours to be approved by the Executive Director. They are not subject to rigidly set hours of work, since the nature of their responsibilities often requires them to work seven days a week, travel extensively, or to put in a concentrated number of hours for a particular project. However, good stewardship and integrity should dictate faithfulness to the responsibilities of their position at all times.
Business Hours
Regular office hours for the ACMH State Office are 9:00 a.m. to 4:00 p.m. Monday through Friday. Regular office hours for the SWD Family Center are 8:00 a.m. to 5:00 p.m. Monday through Friday.
Termination
For all terminating employees the following applies:
By the final day of employment the Executive Director must receive all keys, business cards, credit cards and company property, which includes all office supplies and equipment, written materials and/or files, related to the position held and all materials related to ACMH activities, from the employee. The terminating employee must take no action to remove or destroy any files, records or computerized information. To be eligible for reimbursement, all expense forms must be submitted by the last day of employment. The cost of unreturned or damaged equipmentmaybe deducted, up to the maximum allowed by law, from the last pay or reimbursement check. Letters will be sent to all COBRA eligible employees detailing their continuing insurance options.
Voluntary Resignation
When an employee resigns, we ask thatthe final day of employment shall be no less than 10 working days from the date of notice of resignation
Layoff Due To Funding Changes
All ACMH staff positions are subject to the availability of funds. If layoffs are due to changes in funding the Executive Director will notify effected employees at least two weeks prior to layoff whenever possible.
Exercising At-Will Clause
Terminations are to be treated in a confidential, professional manner by all concerned. The Executive Director must assure thorough, consistent and even handed termination procedures. This policy and its administration will be implemented in accordance with the company's equal opportunity statement. In as much as an employee can terminate his or her employment with ACMH for any reason with or without cause, ACMH can terminate an employee at any time and for any reason with or without cause. ACMH subscribes to the policy of employment at will.
In exercising the at-will employment clause the Executive Director prepares the termination notice. The Executive Director notifies the employee of termination. The termination notification meeting shall be conducted in private with the employee, the Executive Director and one other member of the management. At-will terminations may have immediate effect.