UNION

EMPLOYEE HANDBOOK

SEIU 1199 UPSTATE DIVISION

FEBRUARY 2004

TABLE OF CONTENTS

/ WELCOME TO ADVANCEDMEAL / Page #
INTRODUCTION TO THE EMPLOYEE HANDBOOK / 6
HISTORY / 8
RESIDENTS RIGHTS / 9
CUSTOMER SERVICE / 10
CUSTOMER SERVICE AWARD / 11
/ GUIDING PRINCIPLES
EQUAL OPPORTUNITY EMPLOYMENT & NON-DISCRIMINATION / 12
HARASSMENT AND DISCRIMINATION-FREE ENVIRONMENT / 12
ANTI-RETALIATION / 13
EMPLOYEE SUGGESTIONS / 13
WORKPLACE VIOLENCE / 13
/ EMPLOYMENT
EMPLOYMENT PROCESS / 14
APPLICANT REFERRAL BONUS PROGRAM / 14
HIRING RELATIVE AND FRIENDS / 14
OBTAINING & GIVING REFERENCES
PRE-EMPLOYMENT DRUG SCREENING / 14
15
CRIMINAL REFERENCE CHECKS / 15
HEALTH ASSESSMENTS – INITIAL & ANNUAL / 15
ORIENTATION & REORIENTATION PROGRAMS / 16
/ BENEFITS
GENERAL NOTICE, BENEFITS QUESTIONS / 17
GENERAL NOTICE, INSURED BENEFITS / 17
CREDIT UNION / 17
DEPENDENT CARE / 17
DIRECT DEPOSIT / 17
GROUP DISCOUNTS / 17
/ BENEFITS (CON’T.)
INSERVICE EDUCATION / 18
INSURANCE PROGRAMS / 18
SHORT-TERM DISABILITY / 18
SHORT-TERM DISABILITY SUPPLEMENTAL / 19
HEALTH INSURANCE CONTINUATION (COBRA) / 19
HEALTH CARE REIMBURSEMENT (FLEXCARE) / 20
PROFESSIONAL / 20
UNEMPLOYMENT COMPENSATION / 21
WORKERS’ COMPENSATION / 21
QUALITY OF LIFE – CELEBRATING PEOPLE / 21
RECOGNITION / 21
SOCIAL FUNCTIONS / 21
/ LEAVE PROGRAMS
GENERAL NOTICE, OVERTIME BASIS / 22
BONE MARROW DONATION LEAVE / 22
MILITARY LEAVE / 22
VICTIM AND WITNESS LEAVE / 22
FAMILY AND MEDICAL LEAVE / 22
ELIGIBILITY / 23
LEAVE BENEFIT / 23
PERMITTED LEAVES CATEGORIES / 23
REINSTATEMENT / 23
/ RETURN TO WORK PROGRAM
PREFERRED PROVIDER ORGANIZATION (PPO) / 24
/ COMPENSATION POLICIES
ADMINISTRATION OF PAY / 28
PAY PERIOD / 28
TIME CARDS / 28
PAY CHECKS / 28
SALARY DEDUCTIONS / 29
PAYCHECK ADVANCES FOR AUTHORIZED ABSENCES / 29
YEAR END WITHHOLDING TAX STATEMENTS / 29
/ HOURS OF WORK / 31
/ ADMINISTRATIVE POLICIES
CONDUCT / 30
DISCIPLINE PROCEDURE / 31
INVESTIGATORY INTERVIEW / 31
PROGRESSION OF STEPS / 32
ATTENDANCE/OCCURRENCE SYSTEM / 32
JOB ABANDONMENT / 33
REMOVING WARNINGS / 33
SUSPENSIONS / 33
GRIEVANCE PROCEDURE / 34
CONFIDENTIALITY / 34
CONFLICT OF INTEREST / 34
ELECTRONIC WORKPLACE / 35
RESPONSIBLE USE OF ELETRONIC COMMUNICATIONS TECHNOLOGY / 35
ACCOUNTABILITY FOR PC ASSETS / 35
DATA SECURITY AND INTEGRITY / 36
INTERNET ACCESS / 36
OWNERSHIP OF DATA / 37
SOFTWARE POLICY / 37
SOFTWARE PIRACY / 37
VIRUSES / 37
ETHICS & VALUES / 38
FACILITY REGULATIONS / 39
FOOD AND BEVERAGES / 39
PARKING / 39
RADIOS & “WALK-MANS” / 39
NO SMOKING REGULATIONS / 39
TELEPHONES & PERSONAL CALLS / 39
INTERNAL INVESTIGATIONS / 40
LORETTO FOUNDATION / 40
LOST & FOUND / 40
PERSONNEL FILES / 40
/ ADMINISTRATIVE POLICIES (CON’T.)
UNITED WAY CAMPAIGN / 41
VALUABLES / 41
/ HEALTH, SAFETY & SECURITY POLICIES
EMERGENCY CODES / 42
HEALTH AND SAFETY STANDARDS / 42
INFECTIOUS DISEASE EXPOSURES / 43
LIFE-THREATENING ILLNESSES / 44
/ SEPARATION OF EMPLOYMENT
SEPARATION OF EMPLOYMENT / 45
EXIT INTERVIEW / 45

INTRODUCTION TO THE EMPLOYEE HANDBOOK


WELCOME!

As a Loretto employee, you have the opportunity to help chart the future of Loretto; its contributions to the communities in which it operates; and Loretto's role as a socially responsible organization.

We are serious when we say that one of Loretto's most important assets is you. That is why we make a significant commitment to employee training and education. As a part of Loretto, you have access to a wide range of benefits both personally and professionally.

EMPLOYEE HANDBOOK

This handbook explains how to locate the resources you need or want to know more about, quickly and easily. We suggest you familiarize yourself with the contents, and then keep the handbook in a convenient place for ready reference.

This employee handbook provides information about Loretto Rest RHCF and affiliated Loretto companies (hereafter referred to as “Loretto”) and its directives, policies, practices and procedures. THIS HANDBOOK IS A SUPPLEMENT TO THE PUBLISHED COLLECTIVE BARGAINING AGREEMENTS CURRENTLY IN FORCE which will be controlling as to terms and conditions of employment and related matters set forth in these Agreements.

Every effort has been made to explain the policies and programs in an easy-to-understand and accurate manner. As an employee of Loretto, you will be governed by the guidelines described in this handbook. The policies herein apply to all employees except where specifically excluded.

This employee handbook takes precedence over all previously issued memos, manuals, handbooks, oral discussions, benefit statements and interviews. In recent years, state and federal employment laws, which govern our operations, have changed significantly. The enclosed information addresses changes in employment laws that govern our operations and ensure all employees are given an equal opportunity to grow and prosper with Loretto.

Loretto reserves the right to modify and/or discontinue any of the policies or provisions herein, at any time, with or without advance notice to employees, although we will always try to inform you of any changes as they occur. Periodically, this handbook or portions of this handbook will be updated. Dated updates will be provided to all employees, who are expected to familiarize themselves with and follow the new policies. The most recent policy issued prevails.

Some of the subjects described here, such as the health plans, are covered in detail in official policy documents. You should refer to these documents for specific information, since this handbook only briefly summarizes those benefits. Please note that the terms of any written insurance policy or plan documents are controlling. To the extent that there is any difference or conflict between any information contained herein and the terms or conditions set out in the governing insurance plan(s), the terms and conditions of the insurance plan(s) shall prevail.

All parts of this document are supplementary to applicable federal and state legislation. In case of conflict, the legislation will prevail. Any greater right or benefit that is conferred by Loretto prevails over a legislated minimum standard.

This handbook contains only general information and guidelines. It is not intended to be comprehensive or to address all the possible applications of, or exceptions to, the general policies and procedures described. For that reason, if you have any questions concerning eligibility for a particular benefit, or the applicability of a policy or practice to you, you should address your specific questions with your supervisor.

This handbook contains only general information and guidelines. It is not intended to be comprehensive or to address all the possible applications of, or exceptions to, the general policies and procedures described. For that reason, if you have any questions concerning eligibility for a particular benefit, or the applicability of a policy or practice to you, you should address your specific questions with your supervisor.

HUMAN RESOURCE SERVICES

The Human Resources Department staff looks forward to helping you understand Loretto benefits and policies. The Department is open Monday – Friday 7:30 am – 5:00 pm. Staff is often available before 7:30 am to answer questions from 3rd shift employees. There is a drop box outside the HR office where correspondence and forms can be left at any time.

Again, I welcome you to Loretto.

Scott La Rue, RD

Vice President

HISTORY OF LORETTO


The Syracuse Roman Catholic Diocese founded Loretto in 1926 as a rest home for the aged. In the 1970’s Msgr. Charles Fahey redesigned the organization into a comprehensive system of care under voluntary, non-profit auspices with 25 different programs designed to meet the diverse health, social and housing needs of older adults.

Since the beginning, Loretto has been a leader in the field of long-term care. Loretto was the first diocesan home for the aged in North America. In the 1960’s, the Diocesan leaders recognized that as a community-based, non-profit organization, Loretto could better serve the expanding needs of Central New York’s senior citizen population. Envisioning the development of a comprehensive system for older adults, the Diocese bestowed Loretto upon the community in the early 1970’s.

Loretto has fulfilled that vision, offering an integrated system of services for every older adult – the healthy and the sick, the active and the frail. Loretto has a strong commitment to coordinating services in a friendly, cost-effective manner and to creating attractive alternatives to institutional care. Those who use our services know that if their circumstances change, the Loretto system can still respond with options to meet their needs.

As the largest provider of services in Central New York, Loretto serves over 3,000 clients and employs more than 1,600 senior-care professionals. With an annual budget of over $75 million, Loretto has a tremendous impact on the Central New York economy.

Loretto’s goal has always been to help Central New York’s older adults and their families with the many changes that aging brings. To better fulfill this purpose, Loretto continuously strives to give older adults creative options and flexibility for long-term care.

Loretto’s mission is to assist older adults in maintaining their independence while offering opportunities to enrich their lives. No other organization in Central New York knows more about the needs and concerns of its senior population.

The mission of Loretto is to meet the needs of older persons by operating and facilitating programs in the long-term care continuum, including health care, social support, housing and other appropriate services which can enhance an individual’s optimal functioning and psychosocial well-being. In support of its primary mission, Loretto seeks to make a positive contribution to public policy decisions affecting long-term care and supports related education, research and training of practitioners and family caregivers.

RESIDENT RIGHTS

Loretto takes very seriously its legal, regulatory and ethical obligations to strictly adhere to residents’ rights, appropriate restraint protocols, advance directives, confidentiality, mandated reporting of suspected abuse and provide safe, quality care.

All residents and family members have the right to considerate, respectful and safe care. Loretto has a zero tolerance policy regarding physical and psychological abuse.

Physical abuse includes corporal punishment and direct physical mistreatment while recognizing there are times when restraint is needed to insure resident safety. The Nursing Department maintains separate policies on the Use of Restraints.

Psychological abuse includes behaviors, which are humiliating, frightening, or exploiting.

Loretto provides mandatory education to employees on these topics upon hire and annually on these topics. All questions on these topics and any suspicions of resident abuse should be directed to your supervisor or any member of the clinical management team.

CUSTOMER SERVICE

We encourage you to recognize the efforts of your fellow employees. We must practice effective teamwork and treat each other as “customers” to effectively attain our goals. We know each of you will extend the same courtesy and cooperation to your colleagues that you wish to receive.

Loretto residents are the reason that we are all here. They are the most important people in our facility and deserve your utmost attention at all times. Our reputation, as an organization and individually, is determined by the quality of services we provide. Therefore, we commit ourselves to prompt, friendly, cheerful, courteous and caring treatment of our residents, clients, families and visitors.

Loretto has pledged to provide outstanding customer service following the “State of the Heart” approach including the 4 C’s of Customer Service:

Courtesy
  • Smile when interacting with a customer
  • Greet people in a friendly manner
  • Be helpful at all times
  • Show respect for people in all you do
  • Be a good listener
/ Confidentiality
  • Be professional – keep personal issues confidential
  • Be professional – keep work issues confidential
  • Be professional – keep customer information confidential

Caring
  • Be sensitive and have compassion
  • Address customers by their preferred name
  • Make eye contact and speak with customers face-to-face
  • Respect privacy
  • Recognize everyone’s need to feel comfortable and secure
  • Make no excuses for poor service – provide excellence
/ Commitment
  • Go the “extramile” in providing service
  • Be timely in the performance of your duties
  • Take pride in your appearance
  • Continue to improve in all you do
  • Be consistent in all of the above
  • Excel in customer service

CUSTOMER SERVICE AWARD

A Customer Service Award is presented quarterly to publicly recognize and appreciate staff who consistently demonstrates excellence in customer service. All nominees must exemplify the State of the Heart Caring Pledge above.

GUIDING PRINCIPLES

EQUAL OPPORTUNITY EMPLOYMENT & NON-DISCRIMINATION

Equal employment opportunity has been, and will continue to be, a fundamental principle at Loretto. Employment is based upon personal capabilities and qualifications without discrimination because of race, color, religion, sex, sexual orientation/affection preference, age, national origin, marital status, citizenship, medical condition, disability, criminal record, status as a disabled, special or Vietnam era veteran, genetic predisposition or “carrier” status or any other protected characteristic to the extent established by law.

The Americans With Disabilities Act prohibits discrimination in any terms or conditions of employment on the basis of disability. Accordingly, employment decisions at Loretto are based on the ability of the individual to perform the essential functions of the job and not on description and not on the person’s disability. Further, it is the philosophy and practice of Loretto, where necessary, to make reasonable accommodations which will enable employees to perform essential job functions.

This policy of equal employment opportunity applies to all policies and procedures relating to recruitment and hiring, placement, promotion, layoff, recall, transfer, leaves of absence, training, compensation, benefits, separation of employment and all other terms and conditions of employment. We encourage qualified members of all groups to apply for positions at Loretto according to their individual aspirations.

HARASSMENT AND DISCRIMINATION-FREE ENVIRONMENT

Loretto has “zero tolerance” of harassment and discrimination. All employees at Loretto have a right to be treated with respect and dignity and to work in an environment free from all forms of discrimination and conduct which can be considered harassing. Consistent with Loretto’s respect for the rights and dignity of each employee, harassment based on any characteristic protected by the law will not be tolerated. All employees should, additionally, be aware of the following:

Sexual harassment has been defined by government regulations as “unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature ... [when] submission to such conduct is made, either explicitly or implicitly, a term or condition of an individual’s employment; when submission to or rejection of such conduct ... is used as the basis for employment decisions affecting such individual; or ... such conduct has the purpose or effect of unreasonably interfering with the individual’s work performance or creating an intimidating, hostile or offensive work environment.”

Sexual harassment includes, but is not limited to:

  • improper questioning into an employee’s private life or sexual affairs.
  • implicit or explicit sexual propositions or suggestions.
  • discriminatory ridicule or insults of a sexual nature.
  • unwanted physical contact.
  • threat of rape, or actual assault or attempted sexual assault.
  • offensive motions, gestures or suggestive acts.
  • sexually explicit comments or obscene and suggestive remarks that are objectionable or cause discomfort to another employee.

Whether conduct constitutes sexual harassment or discriminatory conduct may depend on how this conduct is reasonably viewed by the employee who is subjected to the conduct (as opposed to the employee who is engaging in the conduct).

If you experience a problem in any of these areas, you should immediately report it to your supervisor or the Corporate Human Resource Manager, who will investigate suspected harassment and discrimination. Complaints will be treated as confidential to the extent consistent with the investigation. You are requested to make your complaint in writing. A prompt and thorough investigation of the alleged conduct and/or incident(s) will be conducted to the extent possible and appropriate corrective action will be taken if warranted.

Preventing harassment is everyone’s responsibility. Supervisors are responsible for assuring that no employee is subjected to conduct that constitutes harassment. Loretto will not tolerate retaliatory action of any kind, taken by a supervisor or employee against someone who has sought remedy or reported discrimination or harassment under this policy.

Anyone guilty of harassment will be subject to discipline up to and including dismissal. No one shall be disciplined or otherwise penalized for participating in this Complaint Procedure in good faith.

Anti-Retaliation

Loretto will not tolerate retaliatory action of any kind, taken by a supervisor or employee against an employee who has followed Loretto’s policies to:

seek remedy or report incidents of discrimination, harassment or workplace violence;

request reasonable accommodation;

use Loretto’s open door or complaint resolution policies;

notify Loretto management of on-the-job drug use or safety violations.

EMPLOYEE SUGGESTIONS

Loretto welcomes employees’ suggestions to improve the quality of resident care, safety and our work processes. We encourage employees to take the initiative to participate in the communication process by:

participating in your regularly scheduled department meetings

submitting your ideas and articles for the newsletter

participating in periodic meetings with Loretto management

offering suggestions in Loretto Suggestion Box placed outside the Human Resources Department

Constructive suggestions often enhance the safety and ease of job performance for many employees.

WORKPLACE VIOLENCE

Loretto strives to provide a healthy and safe work environment. Workplace violence is a health and safety issue and we are committed to taking prudent measures to provide a violence-free environment. In support of this philosophy, it is essential that everyone work in collaboration to recognize, manage and prevent acts of workplace violence.

Violence is any act of aggression, verbal assault, physical assault or threat in the workplace. Acts of workplace violence will not be tolerated. Loretto will provide all employees with orientation in appropriate approaches to managing violence and abusive behavior, including use of the Complaint Resolution Procedure described in this handbook.

EMPLOYMENT

EMPLOYMENT PROCESS

APPLICANT REFERRAL BONUS PROGRAM

During times when there are shortages of specific positions or employee classifications, Loretto may offer an applicant referral bonus for selected positions for a restricted time. Generally, referrals of Per Diems and/or former employees are not eligible applicants for referral programs. Also, the employee who makes the referral and the person referred must both be employed and have not tendered a verbal or written resignation from Loretto at the time of any scheduled payment, otherwise no payment will be issued.