Who We Are and What We Do 5

EMPLOYEE HANDBOOK

Revised May, 2013

1

Welcome………………………………………………………………….……….....4

Who We Are and What We Do – 5

Values ……………………………………………………………………………….5

Guiding Principles…………………………………………………………………6

Introduction...... ………...8

Employee Handbook and Employment at Will...... 8

SECTION I: CATEGORIES OF EMPLOYMENT...... 8

A. Regular Full-Time Employees...... 8

B. Regular Part-Time Employees...... 8

C. Temporary Non-Regular Employees...... 9

D. Part-Time Relief Employees...... 9

E. Co-Op Students and Interns...... 9

F. Intern Students………………………………………………………………….9

G. Exempt Employees...... 9

H. Non-Exempt Employees...... 9

SECTION II: EMPLOYMENT POLICIES...... 9

Introduction...... 9

A.In the Workplace...... 9

1.Professional Behavior...... 9

2.Tobacco Free Workplace...... 9

3.Work Attire...... 9

4.Hours of Work...... 10

5.Open Door Policy...... 10

6.Absenteeism and Tardiness...... 11

7.Progressive Discipline...... 11

8. Termination…………………………………………………………………….11

9. Resignation …………………………………………………………………….12

10.Re-Hire Policy...... 12

11.Grievance Procedure...... 12

12.No Solicitation No Distribution...... 12

13.Use of CRJ Bulletin Boards...... 13

14.Use of Cell Phone, Internet, Email and Personal Telephone Calls.....13

B.Outside Activities...... 13

1.Other Commitments...... 13

2. Working Another Job While on FMLA or Paid Leave...... 14

3. Political Activity...... 14

C.Federal and State Employment Policies...... 14

1.Equal Employment Opportunity...... 14

2.Americans with Disabilities Act (ADA)...... 15

3.Sexual Harassment and Discrimination Policy...... 15

4.Alcohol and Drug-Free Work Place...... 15

5.Immigration Reform and Control Act Of 1986...... 16

6.Criminal and Driving Background Checks...... 16

7.Physical Examination...... 16

8.Displaced Persons Protection Commission Checks (DPPC)...... 16

9.Educational Background Checks...... 16

D.Confidentiality of Agency and Employee Information...... 16

1.HIPAA Policy...... 16

2.Privacy and Confidentiality of Agency and Employee Information.....16

3.Access to Personnel Records...... 17

4.Release of Information to Authorized Parties...... 17

SECTION III: PAYROLL POLICIES...... 17

A.Payroll & Safe Harbor Policy...... 17

1.Review Your Pay Stub...... 17

2.Non-exempt Employees...... 17

3.Exempt Employees...... 18

4.To Report a Violation...... 19

5.Paydays, Paycheck Distribution, and Tax Withholding...... 19

6.Short-term Disability Insurance and Worker’s Compensation Pay...... 20

B.Compensation...... 20

1.Regular Salary/Pay...... 20

2.Overtime Pay...... 20

3.Incentive/Bonus Pay...... 20

4.Floating Holiday Pay...... 20

5.On-call (Beeper) Pay...... 20

6.Holiday Pay for Part-time and Co-op Employees...... 21

C.Deductions...... 21

1.Direct Deposit...... 21

2.Overpayment Errors...... 21

3.Social Security/Medicare...... 21

4.Unemployment Insurance...... 21

5.Voluntary Deductions...... 21

6.Group Term Life (GTL)...... 21

D.Employee Expense Reimbursement...... 21

SECTION IV: CRJ EMPLOYEE BENEFITS...... 22

A.Paid Time Off Benefits...... 22

1.Sick Days...... 22

2.Short Term Disability (STD)...... 22

3.Vacation Days...... 23

4.Holidays and Floating Holidays...... 23

5.Jury Duty...... 23

6.Bereavement Leave...... 23

B.Leaves of Absence...... 23

1.Family and Medical Leave (FMLA)...... 23

2.Unpaid Leaves of Absence...... 24

3.MA Small Necessities Leave Act...... 24

4.Military Leave - USERRA...... 24

SECTION V: INSURANCE BENEFIT PROGRAMS...... 25

A.Insurance Benefits...... 25

1.Medical Insurance...... 25

2.Medical Opt-out Payments...... 25

3.Dental Insurance...... 25

4.Domestic Partner Coverage...... 25

5.VSP Vision Insurance...... 25

6.Benefits Continuation (COBRA)...... 25

7.Life Insurance/Accidental Death and Dismemberment Insurance.....25

8.Short-term Disability Insurance...... 26

9.Long-term Disability Insurance...... 26

10.Worker’s Compensation Insurance...... 26

B.Other Benefits...... 27

1.Flexible Spending Accounts...... 27

2.401(k) Retirement Plan...... 27

3.Employee Referral Bonus...... 27

4.Work/Life Balance Program...... 27

5.MBTA Passes...... 27

6.Professional Development...... 28

7.Tuition Remission...... 28

8.Tuition Reimbursement...... 28

SECTION VI: CAREER DEV, PERFORMANCE MANAGEMENT JOB LEVELS &DESCRIPTIONS 29

A.Career Development...... 29

1.eAcademy...... 29

2.Training...... 29

B.Performance Managment...... 29

1.New Employee Orientation...... 29

2.Performance Reviews...... 29

3.Membership In Professional Organizations...... 30

C.Job Levels and Job Descriptions for Staff at CRJ...... 30

1.Indvidual Contributor (non-exempt)...... 31

2.Professional Staff...... 31

3.Competency Framwork...... 32

4.Managerial Staff...... 33

D.Job Descriptions...... 33

Dear Colleague:

It is with pleasure and pride that we welcome you as an employee to Community Resources for Justice.

This Employee Handbook was designed to familiarize employees with the benefits, opportunities, and responsibilities of employment with Community Resources for Justice, Inc. (CRJ), and be used as a reference throughout your employment.

CRJ recognizes its employees are vital elements in the success of the Agency, and hopes each employee finds the opportunity for growth and self-improvement in the field of human services.

Quality is an on-going process of evaluation and improvement. Meeting a higher standard of quality takes energy, talent, and effort. At CRJ, we encourage employee participation, initiative, and imagination to solve challenges that face our operations daily internally and in servicing our clients.

All CRJ employees are encouraged to make written comments or suggestions to their supervisors and/or the Chief Executive Officer at any time to propose improvements in our programs and services. Employees are expected to develop and maintain resources for the programs or departments in which they are employed and for the Agency as a whole. Through this exchange of information, CRJ can continue to be innovative, efficient and responsive to the needs of our employees, clients, communities and contract agencies.

We recognize that our greatest strength as an Agency is our talented employees. Keeping this in mind, we have designed our policies and programs to provide an integrated and flexible approach to meeting your personal and professional needs during your employment with us.

CRJ values your commitment to our mission, and hopes that our association will be mutually rewarding.

Sincerely,

Scott Harshbarger

President, Board of Directors

Who We Are and What We Do –

Community Resources for Justice (CRJ) is an organization driven by a sense of mission, a vision for the future of our agency, and a set of values we strive to constantly exemplify. We expect all members of our organization not only to hold themselves to these high standards, but to help in holding co-workers accountable as well. We believe that clarity about our vision, mission, and values empowers our staff to make good decisions, act independently and creatively, and create positive change in the lives of those we serve.

Vision

Community Resources for Justice is respected for innovation and creativity and for its contributions to social justice.

Our programs are known worldwide for quality and efficacy demonstrated by measurable outcomes.

Our employees are recognized as the best-trained and most dedicated practitioners in their fields.

Mission

Community Resources for Justice supports our most challenged citizens.

We work with individuals in, or at risk of being in, the adult or juvenile justice systems; individuals transitioning out of these systems back to their communities; and individuals with developmental disabilities requiring intensive support to be part of the community. Our unique mix of innovative services, advocacy for system improvement, research and publications is designed to build the capacity of people to live safe and productive lives. These efforts also help communities gain an enhanced sense of safety and improved quality of life.

In everything we do, we are dedicated to being an organization that performs at the highest level, with a workforce possessing the skills and knowledge that ensure a strong and positive impact on our clients, our communities and our profession.

Values

The CRJ values govern our behavior. Our goal is to exemplify these values in all our interactions, whether with our colleagues, our clients, other service providers, our neighbors or our partners.

Integrity

We are honest and open in our work and our dealings with others.

We are principled and fair.

Our actions engender trust and we seek always to deserve that trust.

Creativity

We are innovative in conceiving and executing our work.

We are creative in making the most of our resources.

We encourage cooperation and collaboration to foster creativity.

We are open-minded, flexible and adaptable to change.

Compassion

We honor the inherent dignity of every individual.

We exhibit consideration, courtesy and a cooperative spirit.

Others’ opinions, culture, contributions and safety are regarded as highly as our own.

We demonstrate sensitivity and maintain confidentiality.

Excellence

We exhibit professionalism in our interactions, language, dress, and attitude.

We strive for continuous improvement in ourselves, our services and facilities.

We use our skills to enhance the service and reputation of the agency.

We make informed choices to obtain maximum benefit from finite resources.

Guiding Principles

CRJ developed these guiding principles from an extensive review of the literature on best practices in each of our programs. We found that there was a common set of principles that worked effectively with all those individuals we serve. All our staff is trained in these guiding principles, and if we can learn to use them effectively, we will guarantee the best possible outcomes for our clients: personal responsibility, civility, and empowerment.

We listen: We seek to establish an environment where listening to the needs of our clients/consumers is the cornerstone that leads to life improvement. All members of the CRJ community practice and assist clients/consumers to practice active listening, avoiding defensiveness, and asking questions for clarification when needed. Active listening is the beginning phase to establishing a solid relationship between clients/consumers and program staff.

We focus on behavior: We believe in the ability of individuals to change, regardless of past behavior. Our emphasis is on providing our client/consumers with opportunities to learn new skills, to improve on existing skills, and to use these skills successfully. Interactions between staff and clients/consumers are first and foremost respectful, are consistent and objective, and are open to giving and receiving information. Staff model appropriate behaviors and foster productive relationships between peers, between staff and clients/consumers, and between CRJ programs and supporting/funding agencies.

We offer choices: We work to identify choices/alternatives for our clients/consumers, our operations, and ourselves. We focus on learning from results and feedback, thinking about what we are doing and why, making adjustments then trying a new way. Problem solving is a process, not an event. Clients/consumers can develop self-discipline and better problem solving skills by learning to look at choices, to learn from the consequences of their behavior, and to see that there are other ways to respond to life’s situations.

We welcome change: We welcome and support change, while recognizing that people often fear the uncertainty involved. Out of respect for, and in recognition of people’s resistance to change, we clearly state the purpose of the change, involve individuals in making decisions around the change, and provide sufficient time and training to adjust to the change. We serve as role models to demonstrate the commitment to change – whether it is an individual behavior, a group procedure, a programmatic adjustment, or an administrative practice.

CRJ has a rich history and has been responsible for numerous advances in the field of social justice and community corrections for over one hundred and twenty-five years.

INTRODUCTION

CRJ is committed to providing employees with a productive and challenging workplace. In turn, CRJ expects employees to work consistently to the best of their skill, knowledge, and ability. Employees are expected to take the initiative and ask questions, think independently, exercise honesty and sound judgment, assume responsibility, adhere to CRJ policies and procedures, demonstrate unquestionable legal, moral and ethical behavior, make constructive suggestions for improvement, and act as positive role models for the people we serve.

EMPLOYEE HANDBOOK AND EMPLOYMENT-AT-WILL

This Handbook is provided to answer questions the employee may have about employment and to inform the employee about some of CRJ’s policies. The information contained in this Handbook represents guidelines for CRJ and that CRJ reserves the right to modify the Handbook or amend or terminate any policy, procedure, or benefit program at any time. Community Resources for Justice (CRJ) is an Employment-at-Will agency and the contents of the Employee Handbook do not form a written employment contract and both the employee and CRJ have the right to terminate employment, with or without cause, at any time.

INITIAL EMPLOYMENT PERIOD

Every new employee goes through an initial period of adjustment in order to learn about CRJ and about his/her job. During this time the employee will have an opportunity to find out if he/she is suited to, and likes, his/her new position.

Additionally, the initial employment period gives the employee's manager a reasonable period of time to evaluate his/her performance. The initial employment period is three months.

During this time, the new employee will be provided with training and guidance from his/her Manager. He/she may be discharged at any time during this period if his/her Manager concludes that he/she is not progressing or performing satisfactorily. Under appropriate circumstances, the initial employment may be extended. Additionally, as is true at all times during an employee's employment with CRJ, employment is not for any specific time and may be terminated at will, with or without cause and without prior notice.

At the end of the initial employment period, the employee and his/her manager may discuss his/her performance. Provided his/her job performance is "satisfactory" at the end of the initial employment period, he/she will continue in our employment as an at-will employee.

SECTION I: CATEGORIES OF EMPLOYMENT

A. Regular Full-Time Employees

Salaried exemptand non-exempt, and hourly employees hired for a regular workweek of 40 hours, depending on Department/Division work schedules, for an unspecified duration of time, are regular full-time employees. This includes full-time employees on Orientation Status, although some benefit limitations may apply during the Orientation Period. Employees are subject to standard payroll deductions including Social Security (FICA), and Federal and State taxes.

B. Regular Part-Time Employees

Hourly, non-temporary employees hired to work a workweek of less than 40 hours are part-time employees. Part-time employees are not eligible for CRJ benefitswith the exception of participation in the 401(k) Plan,Flexible Spending Plan, holiday pay as defined in Section III under Compensation,and may qualify for pro-rated vacation as defined in Section IV under the Paid Time-Off Benefits Section. Employees working in excess of 40 hours per week will be paid one-and-one half times their regular rate of pay in accordance with FLSA. Employees are subject to standard payroll deductions including Social Security (FICA), and Federal and State taxes.

C. Temporary Non-Regular Employees

Hourly employees, who are hired on a full-time or part-time schedule, for a specified period of time not to exceed ninety (90) days without additional written approval by a CRJ Executive Officeror his designee and HR Director, are non-regular employees. Temporary employees are not benefit-eligible, but are subject to standard payroll deductions including Social Security (FICA), and Federal and State taxes.

D. Part-Time Relief Employees(Referred as PTR)

Employees who have no regularly scheduled hours are not benefit-eligiblebut are subject to standard payroll deductions including Social Security (FICA), and Federal and State taxes are part-time relief employees.

E. Co-Op Students

Co-op students are employees who are fulfilling a school requirement and may work a set schedule. Co-op students are eligible for holiday pay as noted in Section III under Compensation. Co-op students are subject to standard payroll deductions including Social Security (FICA), and Federal and State taxes.

F.Intern Students

Internsare students and not employees who participate in supervised structured programs. These undergraduate or graduate students perform tasks and duties within CRJ in order to gain knowledge and experience. Intern Students may or may not earn monetary compensation from CRJ and/or academic credit from their university.

G. Exempt Employees

Employees who are not covered by the minimum wage and overtime provisions of the Fair Labor Standards Act and applicable state laws are exempt employees.

H. Non-Exempt Employees

Employees who are covered by the minimum wage and overtime provisions of the Fair Labor Standards Act and applicable state laws are non-exempt employees.

SECTION II: EMPLOYMENT POLICIES

Introduction

Employees, contractors, consultants, volunteers and interns have an ethical, moral and legal responsibility to staff, residents and clients not to disclose any confidential information obtained as a result of working within CRJ programs.

A.In the Workplace

1.Professional Behavior

Employees shall conduct themselves at all times in a manner that reflects favorably on CRJ. As a condition of employment, all employees shall sign and comply with the International Community Corrections Association’s (ICCA)Code of Ethics.

2.Tobacco Free Workplace

CRJ is a tobacco free workplace, and there is no smoking and no tobacco products are allowed in CRJ buildings. However, a manager may designate an outside location for smoking.

3.Work Attire

CRJ does not have a formal dress code. Depending on the program and the requirements of our funding agencies, managers will enforce a set of standards that ensure employees are dressed appropriately for the situation both while on duty in our program locations and while representing CRJ at outside meetings or community functions. In all cases clothing and other decorations or jewelry should be safe to wear and present a positive image and role model for the people we serve and for our image in the community.

4.Hours of Work

a.Non-exempt employees who work in the administrative office and in non-residential programs are required to work a 40-hour week, inclusive of a one-half hour paid daily meal break. Work hours may be extended to accommodate a longer lunch break if desired, with supervisory approval.

b.Non-exempt and hourlyemployees who work in residential programs are required to work a 40-hour week, which includes a paid one-half hourdaily meal break. This break may be required to be taken on-site.

c.Supervisors will determine the employee’s hours of work.

5.Open Door Policy

In the interest of providing an open environment within CRJ, the Open Door Policy reflects our belief that it is in the best interests of everyone at CRJ to maintain a good, solid, open and direct working relationship between management and our employees. If an employee requires guidance on the use of the Open Door Policy, or desires to consult directly with Human Resources to resolve a matter, they are encouraged to seek the assistance/guidance of Human Resourceswho will work with the employee and management to help resolve the matter.