Leduc LINX Connect Centre

Leduc LINX Connect Centre

Policy and Procedures Manual

SECTION 1 - INTRODUCTION

Policy 1.1 Changes in Policy

Policy 1.2 Employment Applications

Policy 1.3 Employment Relationships

Policy 1.4 Quality Improvement and Outcome Evaluation

SECTION 3 - EMPLOYMENT POLICIES

Policy 3.1 Employment Policy – Non-Discrimination

Policy 3.2 Non-disclosure/Confidentiality

Policy 3.3 New Staff Orientation

Policy 3.4 Probationary Period for New Staff

Policy 3.5 Work Hours

Policy 3.6 Break Periods

Policy 3.7 Office Operational Policy

Policy 3.8 Personnel Files

Policy 3.9 Personnel Data Changes

Policy 3.10 Inclement Weather/Emergency Closings

Policy 3.11 Staff Performance Review and Planning Sessions

Policy 3.12 Cell Phone Usage

Policy 3.13 Corrective Action

Policy 3.14 Employment Termination

Policy 3.15 Safety

Policy 3.16 Health Related Issues

Policy 3.17 Employees Requiring Medical Attention

Policy 3.18 Building Security

Policy 3.19 Insurance and Personal Effects

Policy 3.20 Supplies; Expenditures; Obligating the Agency

Policy 3.21 Expense Reimbursement

Policy 3.22 Staff Education and Training Requirements

Policy 3.23 Visitors in the Workplace

Policy 3.24 Risk Management

Policy 3.25 Concurrent Employment Positions

Policy 3.26 Disclosure of Criminal Conviction

Policy 3.27 Staff Procedure in Emergency Situations

Policy 3.28 Staff Development and Training

Policy 3.28 Hiring of Family/Relatives

SECTION 4 - STANDARDS OF CONDUCT

Policy 4.1 Harassment, Including Sexual Harassment

Policy 4.2 Tobacco Products

Policy 4.3 Internet Use

Policy 4.4 Client Notes

Policy 4.5 Social Media

Policy 4.6 Dress Code Requirements

SECTION 5 - WAGE AND SALARY

Policy 5.1 Wage or Salary Increases

Policy 5.2 Overtime

Policy 5.3 Unplanned Client Absences

Policy 5.4 Paydays

Policy 5.5 Sick Days

Policy 5.6 Bereavement Leave

Policy 5.7 Personal Leave

Policy 5.8 Timesheets

SECTION 6 - BENEFITS AND SERVICES

Policy 6.1 Benefits and Services – Group Insurance

Policy 6.2 Payroll Deductions

Policy 6.3 RRSP’s

Policy 6.4 Vacations

Policy 6.5 Record Keeping

Policy 6.6 Holidays

Policy 6.7 Mileage

Policy 6.8 Jury Duty

Policy 6.9 Training and Professional Development

Policy 6.10 Accommodations

SECTION 7 - EMPLOYEE COMMUNICATIONS

Policy 7.1 Staff Meetings

Policy 7.2 Bulletin Boards

Policy 7.3 Suggestion Box

Policy 7.4 Procedure For Handling Complaints

SECTION 8 - SERVICES TO CLIENTS

Policy 8.1 Release Of Client Information

Policy 8.2 Conflict Resolution

Policy 8.3 Client Grievances

Policy 8.4 Situations and/or Behaviours Of Concern

Policy 8.5 Abuse of an Individual Accessing Support

Policy 8.6 Use of Individualized Assistive Technology and Environmental Interventions (AT-EI)

Policy 8.7 Personal Money of Individuals Accessing Supports

Policy 8.8 Medication Administration

Policy 8.9 Professional Boundaries

Policy 8.10 Bath Water Temperature

Policy 8.11 Incident/Accident Reporting

Policy 8.12 Full Disclosure When Requesting Services

Policy 8.13 Relationship between Individuals and Guardians/Monitor of Service

Policy 8.14 Transitional Planning

SECTION 9 - CHARTER OF CLIENT (CITIZEN) RIGHTS

Policy 9.1 Right To Be Treated With Respect

Policy 9.2 Right To Freedom From Harm

Policy 9.3 Right To Dignity And Independence

Policy 9.4 Right To Quality Services That Comply With Standards

Policy 9.5 Right To Effective Communication

Policy 9.6 Right To Be Fully Informed

Policy 9.7 Right To Make An Informed Choice, And Give Informed Consent To Treatment

Policy 9.8 Right To Support

Policy 9.9 Right In Respect Of Research Or Teaching

Policy 9.10 Right To Complain

SECTION 10 - BOARD GOVERNANCE

Policy 10.1 Defining Core Governance Policies

Policy 10.2 Framework Policies

Policy 10.3 Board Process Policies

Policy 10.4 Board Operations

Policy 10.5 Role Of The Individual Board Member

Policy 10.6 Role Of The President

Policy 10.7 Code of Conduct

Policy 10.8 Conflict Of Interest

Policy 10.9 Liability

Policy 10.10 Committees Of The Board

Policy 10.10.1 Board of Directors’ Nomination and Election Policy

Policy 10.10.2 Board of Directors’ Criteria for Nomination and Election Policy

Policy 10.11 Board Communications

Policy 10.12 Board-Executive Director Relationship Policies

Policy 10.13 Client Representative

SECTION 11 - FINANCIAL POLICY

Policy 11.1 Financial Management Overview

Policy 11.2 Banking Arrangements

Policy 11.3 Accounts Payable, Invoices and Payroll

Policy 11.4 Petty cash

Policy 11.5 Capital Expenditures

Policy 11.6: Travel Expenses

Policy 11.7 Budget

Policy 11.8 Financial Reports and Audit

Policy 11.9 Financial Records

Policy 11.10 Fee Policy

SECTION 12 - VISION, MISSION, AND VALUES

SECTION 13 - TERMS OF REFERENCE-COMMITTEES

Policy 13.1 LINX Fundraising Committee

Policy 13.2 LINX Personnel Committee

SECTION 14 – VOLUNTEERS

Policy 14.1: Leduc LINX Volunteers - General

Policy 14.2 Leduc LINX Volunteers – Fundraising

Policy 14.3 Volunteer Code of Conduct

APPENDIX

SECTION 1 - INTRODUCTION

This Manual is designed to acquaint staff with Leduc LINX Connect Centre (LINX) and provide information about working conditions, benefits, and policies affecting employment.

The information contained in this Manual applies to all Staff of LINX. Following the policies described in this Manual is considered a condition of continued employment. However, nothing in this Manual alters a staff’s status. The contents of this Manual shall not constitute nor be construed as a promise of employment or as a contract between the Agency and any of its staff. The Manual is a summary of LINX policies, which are presented here only as a matter of information.

Staff are responsible for reading, understanding, and complying with the provisions of this Manual. LINX’s objective is to provide staff with a work environment that is constructive to both personal and professional growth.

Board Approval: January 12,2013

Policy 1.1 Changes in Policy

This Manual supersedes all previous staff manuals and memos that may have been issued from time to time on subjects covered in this Manual.

However, since the Agency’s funding and the organization are subject to change, LINX reserves the right to interpret, change, suspend, cancel, or dispute with or without notice all or any part of their policies, procedures, and benefits at any time. LINX will notify all staff of these changes. Changes will be effective on the dates determined by LINX, and after those dates all superseded policies will be null.

No individual Supervisor or Manager has the authority to change policies at any time. If a staff member is uncertain about any policy or procedure, he/she should speak with their direct Supervisor.

Board Approval:January 12, 2013

Policy 1.2 Employment Applications

LINX relies upon the accuracy of information contained in the employment application/résumé and the accuracy of other data presented throughout the hiring process and employment. Any misrepresentations, falsifications, or material omissions in any of this information or data may result in exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment.

Board Approval: January 12, 2013

Policy 1.3 Employment Relationships

Staff entre into employment voluntarily, and they are free to resign at any time for any or no reason. Similarly, LINX is free to conclude its relationship with any staff at any time for any reason during the probationary period. Following the probationary period, staff are required to follow the Employment Termination Policy (See Section 3.14).

Board Approval: January 12, 2013

Policy 1.4 Quality Improvement and Outcome Evaluation

Policy Purpose: To promote a culture of quality within LINX that includes an organization-wide management and staff philosophy of continuous quality improvement (QI) in programs, service delivery and client outcomes.

Policy: LINX will objectively, systematically, and continuously assess, assure, monitor, evaluate, and improve the quality of processes, activities, programs, and services provided to clients. This is established considering agency-wide and/or specific program goals, objectives and measures (performance indicators) and includes training staff. To execute this policy, LINX’s plan may include, but not be limited to:

1) Designationof a Quality Improvement Coordinator and/or a QI Committee

2) Roles and responsibilities of leadership, management, and staff

3) Quality improvement activities, projects, measures, resources, and timelines

4) Methods to evaluate processes, programs, and services to identify opportunities for improvement

5) Provisions for the use of customer satisfaction data and feedback

The QI Plan will be presented to the LINX Board for review and approval on an annual basis. At the end of the calendar or fiscal year in which the plan is implemented, the LINX management team will review the quality improvement activities conducted during the year, including the targeted process or program outcomes, the performance indicators (measures) utilized, the findings, data aggregation, assessment, and the QI initiatives taken in response to the findings. These documents will also be reviewed by the Executive Director or his/her designees.

QI Definitions for Public Health: For purposes of executing this policy, the following nationally accepted public definitions will be used.

Quality: quality is the degree to which policies, programs, services and research increase desired outcomes and conditions for the clients and agency.

Quality Assurance (QA): Assurance of quality is the planned and systematic activities implemented in a quality system so that quality requirements for a product or service will be fulfilled. Quality Assurance may also be defined as a retrospective review of processes, programs, and services. It provides for the systematic monitoring and evaluation of the various aspects of a project or service to ensure that standards of quality are being met. QA is frequently used to guarantee quality.

Quality Improvement (QI): Use of a deliberate and defined improvement process, which is focused on activities that are responsive to client and agency needs. Itrefers to a continuous and ongoing effort to achieve measurable improvements in the efficiency, effectiveness, performance, accountability, outcomes, and other indicators of quality in services or processes. QI is frequently used to raise quality.

Board Approval: Pending

SECTION 2 - DEFINITIONS OF STAFF STATUS

DEFINITIONS OF STAFF STATUS

“Staff” DEFINED

A “staff” of LINX is a person who regularly works for or through LINX on a wage or salary basis. “Staff” may include regular full-time, regular part-time, temporary persons, and others contracted with the Agency, who are subject to the direction of LINX in the performance of their duties.

PROBATIONARY PERIOD FOR NEW STAFF

A new staff must successfully complete a 3 month probationary period in a specific position and have a performance evaluation completed by their Supervisor prior to attaining Regular Full or Part-time status.

REGULAR FULL-TIME

Regular Full-time staff are those individuals who have completed the 3 month probationary period and who are regularly scheduled to work 35 or more hours per week. These staff are eligible for the Agency’s benefit package, subject to the terms, conditions, and limitations of the benefit program. (Refer to Section 6 – Benefits and Services)

REGULAR PART-TIME

Regular Part-time staff are those individuals who have completed the 3 month probationary period and who are regularly scheduled to work less than 35 hours per week. Regular part-time staff are eligible for benefits if they work 21 hours minimum per week, subject to the terms, conditions, and limitations of the benefit program. (Refer to Section 6 – Benefits and Services)

“SERVICE PROPRIETOR” DEFINED

A “Service Proprietor” (or Support Home Provider) is defined as a private service contractor. LINX does however maintain the right to monitor formal programming activities and quality of support provided to the client who lives within the Proprietor’s home.

Board Approval:January 12, 2013

SECTION 3 - EMPLOYMENT POLICIES

Policy 3.1 Employment Policy – Non-Discrimination

In order to provide equal employment and advancement opportunities to all individuals, employment decisions at LINX will be based on merit, qualifications, and abilities. LINX does not discriminate in employment opportunities or practices because of race, color, religion, sex, national origin, age or disability.

LINX will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.

Staff with questions or concerns about discrimination in the workplace are encouraged to bring these issues to the attention of their Supervisor. Staff can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in unlawful discrimination will be subject to disciplinary action, including termination of employment.

Board Approval: January 12, 2013

Policy 3.2 Non-disclosure/Confidentiality

The protection of confidential Client information is vital to the interests and privacy of Clients who receive support(s) from the Agency. Leduc LINX Connect Centre is subject to conditions set forth by the “Freedom of Information and Protection of Privacy Act”. Confidential information includes, but is not limited to the following examples:

• Client and staff personal info. Eg. Present location.
• Compensation data,
• Financial information,
• All Client documentation,
• Proprietary production processes,
• Personnel/Payroll records, and
• Conversations between any persons employed or otherwise directly associated with LINX and those who are not affiliated with support or services to the Client(s).
• Information shared on a need to know basis.

All staff, support home providers, and contractors, are required to sign an “Oath of Confidentiality” agreement as a condition of employment.

Staff who improperly use or disclose client or LINX confidential information unless mandated will be subject to disciplinary action, including possible termination of employment and legal action.

Board Revised & Approved: January 12, 2013

Policy 3.3 New Staff Orientation

Orientation is a formal welcoming process that is designed to make the new staff feel comfortable, informed about the Agency, and prepared for their position. New staff orientation is conducted by a Program Manager and includes an overview of the Agency’s history and an explanation of LINX’s Vision, Mission, and Strategic Plan. In addition, the new staff will be given an overview of benefits, tax, confidentiality and other legal issues, and must complete any necessary paperwork.

Staff are presented with all codes, keys, and procedures needed to navigate within the workplace. The new staff’s Supervisor will introduce the new hire to both Clients and co-workers throughout LINX, review their job description and scope of position, explain the agency’s evaluation procedures, and help the new staff start on specific functions.

Board Revised & Approved: January 12, 2013

Policy 3.4 Probationary Period for New Staff

The probationary period for regular full-time and regular part-time staff lasts for 3 months from date of hire. During this time, management has its opportunity to assess the appropriateness of the staff.

During this probationary period, both the staff and the Agency have the right to terminate employment without advance notice.

Upon satisfactory completion of the probationary period, benefits will begin for staff who qualify (see Section 3.11). All staff, regardless of classification or length of service, are expected to meet and maintain Agency standards for job performance and behaviour (See Section 4, Standards of Conduct).

Board Revision & Approval: January 12, 2013

Policy 3.5 Work Hours

The LINX office operates from 8:45 a.m.to 4 p.m. Monday through Friday, except for Statutory Holidays (See Section 6.7, Holidays).

The standard work week for most full time staff is35 hours unless the staff and his/her Supervisor agree to other temporary scheduled working hours in advance.

The standard work week for Full-time Instructors is 40 hours.

The standard work week for Program Managers is 40 hours.

The standard work week for the Executive Director is 44hours.

Board Revised & Approval: January 20, 2016

Policy 3.6 Break Periods

Staff are entitled to a one-half hour break depending on LINX scheduling.

Lunch supervision assignments are compensated within regular hours of work.

If staff have personal business to take care of on agency time, they must request permission from their direct supervisor in advance. Personal business is expected to be conducted on the staff’s own time.

Staff who do not adhere to the “break policy”, will be subject to disciplinary action, including termination.

Board Revision & Approval: January 12, 2013

Policy 3.7 Office Operational Policy

It is incumbent upon LINX Executive Director to ensure provision of consistent professional services including:

• Emergency contact numbers of Executive Director and Residential Manager are provided to parent/guardian/caregivers, staff, support home providers, and clients.
• Front door of LINX facility be under supervision during normal hours of operation.

Board Approval: January 12, 2013

Policy 3.8 Personnel Files

Employee personnel files include the following: job application, job description, résumé, records of participation in training events, proof of auto insurance, Criminal Records Check,salary history, records of disciplinary action and documents related to staff performance reviews, coaching, and mentoring.

Personnel files are the property of LINX, and access to the information is restricted. Management personnel of LINX who have a legitimate reason to review the file are allowed to do so.

Staff who wish to review their own file should contact their Supervisor. With reasonable advance notice, the staff may review his/her personnel file in the Program Manager’s or Executive Director’s office and in the presence of their Supervisor or Executive Director.

Board Revision & Approval: January 12, 2013

Policy 3.9 Personnel Data Changes

It is the responsibility of each staff to promptly notify their Supervisor and the Business Manager of any changes in personnel data such as:

• Mailing address,
• Telephone numbers,
• E-mail address
• Individuals to be contacted in the event of an emergency.

A staff’s personnel data should be accurate and current at all times.

Board Revision & Approval: January 12, 2013

Policy 3.10 Inclement Weather/Emergency Closings

At times, emergencies such as severe weather, fires, or power failures can disrupt Agency operations. The decision to close the office will be made by the Executive Director or Designate.

When the decision is made to close the office, official notification from LINX management or designate will be given to staff, clients, and employers.

Board Revision & Approval: January 12, 2013

Policy 3.11 Staff Performance Review and Planning Sessions

Supervisors will conduct performance appraisals and planning sessions with all staff after three months of service. Supervisors may conduct informal performance appraisals and planning sessions more often if needed.