Supersedes All Existing Guidelines and Policies

GUIDEWIRE, INC.

EMPLOYEE HANDBOOK

Bargaining Unit

Revised October 2015

Supersedes all existing guidelines and policies

551 E. Columbus Ave.34 Depot St.

Springfield, MA 01105 Union Station, Suite 303

413-733-6100 V/TTY Pittsfield, MA 01201

413-733-4480 Fax 413-443-3295 V/TTY

413-443-1175 Fax

TABLE OF CONTENTS

I. MISSION STATEMENT4

II.STATEMENT OF EQUAL EMPLOYMENT OPPORTUNITY4

III.STATEMENT OF REASONABLE ACCOMMODATION5

IV. CODE OF ETHICS5

A. Professional Appearance5

B. Standards of Employee Conduct5

C. Boundaries6

D. Social Networking7

E. Attitude and Manner7

F. Personal Beliefs7

G. Committing a Crime7

H. Personal Belongings7

I. Meal Time in 24 Hour Programs8

V.GENERAL GUIDELINES8

1. Employment at Will8
2. Limitations of Authority8
3. Definitions9
4. Smoking and Tobacco10
5. Unlawful Harassment Prevention10
6. Whistle-Blower11
7. Related Parties13
8. OSHA13
9. Schedule13
10. Communication Requirements14
11. Vehicles and Drivers Licenses14
12. Day Program Schedule (Solutions)14

VI.HIRING14

A. CORI15

B. List of Excluded Individuals/Entities Search (LEIE)15

C. Your Training15

Medication Administration (MAP)15

Maintaining Your Certification16

Other Mandatory Trainings16

Optional Training16

D. Your Pay 17

E. Change in Your Status17

VII.BENEFIT CHOICES17

1. Group Health/Dental/Life Insurance17
2. Cafeteria Plan/Pre-Tax Medical19
3. COBRA19

D.Leave of AbsencePolicy19

1. Short Term Disability Insurance20
2. Long Term Disability20
3. Term Life Insurance20
4. Employee Assistance Program20
5. 401K21
6. In Case of Accident (Workers Comp)21
7. Vacation Time22
8. Holidays23

M. Your Personal Time24

N. Bridging of Service25

O. Bereavement25

P. Military Duty26

Q. Family and Medical Leave Act26

R. Maternity Leave Act29

S. Small Necessities Leave Act29

T. Jury Duty30

U. Transfers30

V. General Reimbursement Statement30

VIII.REPORTING ABSENTEEISM AND TARDINESS30

A. No Call No Show31

IX.DISCIPLINARY ACTION31

A.Resulting in Immediate Termination32

B. Resulting in Corrective Action34

X. PERFORMANCE EVALUATION37

XI. TERMINATION OF EMPLOYMENT38

A. Voluntary Termination: Responsibilities of Employee38

B. Involuntary Termination: Duties of Employee38

XII. CONFLICT RESOLUTION39

XIII.DISCLAIMER39

Employee Handbook

Welcome to Guidewire, Inc.

I. Guidewire, Inc.'s Mission Statement and Guiding Principles

We are a human service agency supporting people with disabilities in community settings. We accept people for who they are and never give up on their potential. We believe in positive, unconditional regard and provide an environment where acceptance is the only option.

The guiding principles actualize the mission.

GUIDEWIRE, INC. SHALL CONDUCT ITSELF ACCORDING TO THE FOLLOWING GUIDING PRINCIPLES:

• Respect the dignity of each individual through the promotion of human and civil rights;
• Promote the right of people to exercise personal choice and to make decisions in their lives;
• Support learning experiences that result from risk-taking and making creative choices;
• Provide best programmatic and clinical practices and demonstrate a commitment to each individual through evaluation and change;
• Ensure that quality services and flexible resources are appropriate and are provided by qualified, trained personnel to meet the individual needs and preferences;
• Recognize that all employees are professionals and deserve a high quality of work life;
• Promote a workplace free from discrimination by recognizing that ethnic, cultural, gender, disability and other differences are valued and respected;
• Maintain home environments that reflect the individuals’ personal style;

• Continue to create individuals’ social opportunities and experiences while building community awareness;
• Meet and exceed funding agency standards and local performance objectives;
• Operate according to accepted management practices as evidenced by professionalism, accountability and transparency;

II. Statement of Equal Employment Opportunity

Guidewire, Inc. is committed to equal employment opportunity to all without regard to race, color, sex, religion, age, disability, national origin, sexual orientation, creed, marital status, genetic information, Veteran and military status. The agency is also committed to equal employment for qualified persons with disabilities and veterans and will take reasonable steps to ensure that all recruiting, employment, training, compensation, job classification, assignments, working conditions, promotions, employee treatment and all other terms, conditions and privileges of employment be conducted in a manner which does not discriminate against any person on the basis of race, color, sex, religion, age, national origin, sexual orientation, creed, marital status, genetic information, Vietnam Era Veterans and members of the Reserves or National Guard.

III. Statement of Reasonable Accommodation

Guidewire, Inc. will, with respect to a qualified individual with a disability, make such reasonable accommodations as are necessary for the individual to be able to perform the essential functions of the job, and assure that programs and activities, when viewed in their entirety, the work environment is readily accessible to and usable by individuals with disabilities.

IV Code of Ethics

A. Your Professional Appearance:

An employee’s appearance affects the degree to which people with whom you work, other Guidewire employees, state officials and the public respond to you as a professional.

Employee appearance projects the image of the agency.

Direct Care:

• Business casual attire is expected at all times

Specific matters of appearance and attire are left essentially to the sound judgment and professionalism of each employee. Employees should ensure that their clothing and grooming reflect an image that is neat, clean, appropriate and professional.

There may be other restrictions based upon where you work.

If an employee reports to work dressed inappropriately, as determined by the supervisor, he/she may be asked to change attire before beginning or continuing to work.

Corrective action, up to and including termination may result for failure to abide by these policies.

B. Standards of Employee Conduct:

All employees are to remain aware that they are role models for people supported.

Employees are expected to apply themselves to their assigned duties during the full schedule for which they are being compensated. To that end, employees should not bring items into the workplace that will distract them from their assigned duties. Failure to perform assigned duties is also considered a performance issue and may result in disciplinary action.

Employees shall use language which is positive and appropriate, in a respectful tone of voice in the presence of people supported, co-workers and others. The use of profanity is strictly prohibited. Employees must always speak to people supported, co-workers and others in a respectful and encouraging manner.

The rights, privileges and/or property of people supported, co-workers and others shall be respected at all times.

People supported shall not be misled with empty or unenforceable statements. No statements should be made which cannot or will not be followed through.

People shall not be intimidated with threats of any kind. It is never appropriate to criticize a person supported, co-worker or other person publicly or to discuss their personal problems in front of others.

Corrective action, up to and including termination may result for failure to abide by these policies.

C. Boundaries:

All employees are to remain aware that they are being paid to do a job. Appropriate boundaries between people supported, co-workers and supervisors must be maintained in this capacity.

Employees are prohibited from taking people supported to the employee’s home or the homes of family/friends of the employee.

Employees are prohibited from photographing people supported, including with cell phones.

Employees are to conduct themselves with professionalism and refrain from subjecting people we support from knowledge about the employee that is personal in nature.

It is the policy of Guidewire, Inc. to follow a supervisory chain of command when communicating with people to enable clear communication throughout the agency. (The rule is not intended to discourage employees from engaging in concerted activities for the purpose of collective bargaining or other mutual aid or protection.)

Employees are instructed to contact their supervisor any time they question whether or not a disclosure or act has the potential of creating a boundary violation.

Corrective action, up to and including termination may result for failure to abide by these policies.

D. Social Networking:

In keeping with professionalism and boundaries, employees are not permitted to befriend people supported by Guidewire, and/or anyone associated with people supported (guardians, family members, etc.) via social networking.

Confidentiality must be observed with regard to agency information, including information about the people supported.

E. Your Attitude and Manner:

The manner, attitude and conduct of each employee contribute to Guidewire’s image as a corporation and member of the professional community. Employees must maintain a positive attitude of compassion, cooperation and courtesy in all contacts with people supported, staff of other agencies, members of the Guidewire team, families and responsible parties of people supported, visitors and the public.

F. Your Personal Beliefs:

During working hours, employees may be asked to support an individual in activities or events which are in conflict with the employees’ personal beliefs, i.e. take someone to church, a bar, on a date or to a political rally. Employees are asked to put their personal beliefs aside and support the individual to live his/her life. If an employee is unable to perform his/her duties due to the conflict, he/she should discuss the situation with the supervisor. An amicable resolution could include a schedule change or transfer, however, the needs of the individual are the priority.

G. Committing a Crime:

Pleading guilty or submission to a finding of sufficient evidence to warrant a guilty verdict involving, but not limited to: violence, dishonesty and/or narcotics will ordinarily result in dismissal from the agency. CORI Guideline provisions for review of a candidate committing an offense will be followed when dictating action to be taken. Charges pending against an employee involving, but not limited to: violence, dishonesty and/or narcotics may result in suspension, unless the employee initiates a timely request for personal leave sufficient to cover the time period expected to resolve the criminal issue. Employees may make requests on their own behalf or through legal counsel they have authorized to act on their behalf. Any employee later found guilty of a crime, pleads guilty, or submits to a finding of sufficient evidence to warrant a guilty verdict, may not be eligible for reinstatement and may be subject to termination.CORI Guideline provisions for review of a candidate committing an offense will be used.

H. Your Personal Belongings:

Employees of Guidewire, Inc. are to refrain from possession of personal property while on Guidewire’ worksites or property that is costly or valuable such as jewelry, designer clothing, cameras or other electronics.

Guidewire, Inc. may, at its discretion, reimburse staff for damage that occurs to their personal property (i.e. prescription glasses) while working due to interaction with individuals we support. Reimbursement will be at the reasonable repair or replacement cost. Damage to costly items will not be reimbursed above the reasonable cost of a non-expensive version of the same article. Items not appropriate for the work environment are excluded from this policy (i.e. personal laptops, tablets, etc.).

For reimbursement consideration, employees are required to fill out an Incident Report Form and Documentation of Damage Form within 7 days of the damage. An estimate is required within 14 days of the damage.

Guidewire, Inc. does not reimburse staff for damage to their personal property while working, if not due to interaction with individuals supported.

I. Meal Time in 24 Hour Programs:

Guidewire, Inc. staff are encouraged to participate in family-style dining at mealtime. Each 24 hour program has funds available to feed people in their home as well as their staff. While staff is not required to eat the same food as individuals served, staff is expected to refrain from consuming food items that would be prohibited for an individual served to consume. (Dietary restrictions or special needs of employees should be discussed with the supervisor.)

Employees must, however, remember that they are at work and there is a limited amount of funds for the house, so they should minimize their eating the snacks and lunch food purchased for people to take to work or their day programs.

V. General Guidelines

These guidelines outline the current policies, procedures, benefits and general information about our agency. These guidelines may change as necessary and the organization retains the right to unilaterally change the policies without notice. All changes are kept on file in the Human Resource Department at the Springfield office.

A. Employment at Will:

These guidelines or any other communication by Guidewire, Inc., or its representatives, written or oral, do not create a contract between you and Guidewire, Inc.; instead the employment relationship is "at will". This means that you or Guidewire, Inc. can end the employment relationship at any time for any reason without cause or explanation.

B. Limitations of Authority:

No party has the authority to enter into any agreement to establish, modify or in any way promise employee benefits, wages, conditions of employment, or contracts of employment for any fixed or indefinite period of time, other than has been generally set forth in the Employee Handbook, and the contents of this Employee Handbook merely set forth guidelines and in no way convey expressed or implied promises to the employees of Guidewire. No party has the authority to bind this organization other than the Chief Executive Officer or the Chief Executive Officer’s appropriate designee, and any such authority must be exercised in writing. Any agreement executed must be signed by both the employee and the President and Chief Executive Officer or the designee.

C. Definitions:

Agency: Guidewire, Inc.: a private, non-profit 501(c)3 human services corporation

Board of Directors:oversees agency operations

Consultant: any person contracted with on a temporary basis for a particular skill or need: e.g. interpreter. These people are not considered agency employees and do not qualify for agency benefits

Executive Management: is defined as President/Chief Executive Officer,Vice Presidents and Clinical Director

Fiscal Year (FY):any year, which starts on July 1 and ends on June 30

Full Time Employee: any employee who regularly works thirty-five (35) hours or more a week. Full time employees must maintain an average of 35 hours per quarter.

Part Time Employee: any employee who regularly works less than thirty-five (35) hours per week at a designated house on designated shifts.

Relief Employee: any employee who works less than thirty-five (35) hours per week who has not been designated any specific house or assigned specific shifts.

An individual employee’s full or part time status may change during the course of employment. If any employee’s status changes, the normal procedure is for the employee to notify the main office in Springfield to effectuate a change of status at the time the change occurs or, in the event that the employee fails to do so, for the employee’s supervisor to notify the main office in Springfield. Consistent with the Agency’s practice, it shall conduct a quarterly review to determine whether there has been a change in status that has not been recorded. If it is determined that during the previous quarter, the average number of hours paid reflects a change in status, the employee status shall be changed. This shall apply neutrally to both full time and part time status changes. Absences during an approved leave of absence shall not impact an employee’s status. If an employee has not worked for 3 months, they will be dropped from payroll as unavailable.

Home Share Provider: individual who provides Shared Living services in their home. Terms may vary according to contract specifications.

Human Rights Committee:committees (Springfield and Pittsfield) overseeing human rights of people supported

Live-In:person who provides shared living services in the home of the individual,terms may vary according to contract specifications

Paid Neighbor: an employee of the agency who is paid to live in proximity to a person we support.

Senior Management: defined as President/Chief Executive Officer, Vice Presidents, Clinical Director, Clinicians,Nurses, Directors of Residential Services, Program Directors, Human ResourcesDirector, Facilities Director and Information TechnologySpecialist.

D. Smoking and Tobacco:

Guidewire, Inc. supports a smoke-free, tobacco-free workplace.

1. Guidewire, Inc. prohibits smoking and chewing tobacco in offices, on the grounds of the offices, in agency vehicles and in the employees’ vehicle when transporting people supported.

2. Guidewire, Inc. prohibits smoking and chewing tobacco by employeesin homes of any person supported, but permits people supported to smoke/chew in designated areas of their home.

3. Disposal of all tobacco materials must be in an outside receptacle.

Corrective action, up to and including termination may result for failure to abide by these policies.

E. Unlawful Harassmentand Discrimination Prevention:

We strive to maintain an environment where all employees will work free from unlawful harassment AND DISCRIMINATION. Guidewire will not tolerate unlawful harassment OR DISCRIMINATION of any type.

“Unlawful Harassment” means offensive, unwelcome physical or verbal behavior. It can include unsolicited comments or conduct related to a person’s race, color, national origin, ancestry, creed, religion, sex, sexual orientation, age, genetic information, disability or veteran’s and military status. Sexual Harassment is also unlawful and is prohibited.

“Sexual Harassment” is defined as unwelcome sexual advances request for sexual favors and other verbal or physical conduct of a sexual nature when (a) submission to or rejection of such advances, request or conduct is made either explicitly or implicitly a term or condition of employment or as a basis for employment decisions; (b) such advances, requests or conduct have the purpose or effect of unreasonably interfering with an individual’s work performance by creating an intimidating, hostile, humiliating or sexually offensive work environment.
Examples of sexual harassment can include but are not limited to: jokes, stories, comments or innuendoes of a sexual nature, making sexual gestures or expressions, unwanted touching of a person’s clothing, hair or body, whistling or “cat calls”, staring at someone, blocking a person’s path. It is specifically prohibited to disseminate sexually explicit voice mail, e-mail, graphics, downloaded material or websites in the workplace.

“Discrimination” is defined as unfairly treating a person or group of people differently from other people or groups of people based on a characteristic protected by law. It can include unsolicited comments or conduct related to a person’s race, color, national origin, ancestry, creed, religion, sex, sexual orientation, age, genetic information, disability or veteran’s and military status. Examples of discrimination include, but are not limited to display or circulation of written materials or pictures that are degrading, verbal abuse, slurs, derogatory comments, or insults about, directed at, or made in the presence of an individual or group based on a characteristic protected by law.
Harassment, sexual harassment, or discrimination perpetrated by co-workers or third parties, such as vendors, customers, sub-contractors, or anyone else in the workplace is prohibited.