Policies and Procedures Section 2 Human Resources (HR)
as of September 19, 2024
HR-141-006-GJR
HR-148-005-GJR
Contractual
HUMAN RESOURCES (HR) Section 100
REFERENCECODE: HR- 100 - GJR
TITLE: Authority & Responsibility of Human Resources Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-100-GJR - Authority & Responsibility of Human Resources Policy
The Policy and Procedures Committee of this agency has the authority to develop Human Resources policies in conjunction with Human Resources Procedures which accompany policies are developed by Human Resources in conjunction with the executive administrative team. The policies and procedures described herein do not constitute any contract between the agency and employees; nor do they create any rights for employees.
Policies and procedures outlined are applicable to all GJR and Affiliates unless otherwise specified.
REFERENCECODE: HR- 100-001 - GJR
TITLE: Authority & Responsibility of Human Resources Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/3/2020
HR-100-001-GJR - Authority & Responsibility of Human Resources Procedures
A. A Policy and Procedure Committee comprised of an appointed Chairperson and representatives from various department of all GJR companies will be developed.
B. The Policy and Procedure Committee Chairperson will be selected by the Chief Executive Officer. The Chairperson will work cooperatively with the Chief Executive Officer to identify and replace Policy and Procedure Committee members when an absence occurs or in order to rotate members. The Chairperson will be responsible for the agenda of each meeting and ensuring that policy recommendations and procedures approval occur on a continuous basis.
C. The Policy and Procedure Committee will meet no less than one time per month and more often if a need is identified.
D. One function of the Policy and Procedure Committee is to recommend policies for approval to the administrative management team who will then request approval from the Board of Directors of GJR companies. The Board of Directors must approve all policies. This committee will also review any policy updates, to include annual review, and recommend approval to the administrative management team who will then request approval from the Board of Directors.
E. The Policy and Procedure Committee will be responsible to recommend to the administrative management team for approval of all procedures that correspond to policies. This will include any updates as well as the annual review of procedures.
F. The Policy and Procedure Committee will maintain and distribute approved policies and procedures; provide or otherwise arrange for necessary training; and compile policy data.
G. Policy and procedures will follow a standardized format in order to establish consistency throughout the various GJR and Affiliate programs and locations.
H. The responsibility for policy and procedures development will be delegated to specific individuals within the programs to enable writing, editing, reviewing, and approving. Once developed, reviewed, or updated, these documents will be submitted to the Policy and Procedure Committee for review and to recommend to the administrative team for approval. All endorsed policies are then sent to GJR’s Board of Directors for final review and approval.
I. The Policy and Procedure Committee will track all changes and document in meeting minutes when, why, and who requested policy change. The committee will also notify the appropriate individuals when policies are approved, are up for review and will oversee the archive of previous versions.
Employees receive training on policies and procedures during initial orientation and as refresher training on no less than an annual basis.
REFERENCECODE: HR- 100-002 - GJR
TITLE: Employee Policy/Procedure Suggestion Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 11/5/2020
DATEREVISED: 1/6/2021
HR-100-002-GJR – Employee Policy/Procedure Suggestion Procedures
Employees may make policy or procedural suggestions at any time.
A. All employees are eligible to submit suggestions.
1. Employees should first discuss the suggestion with their supervisor in case the rationale for the current policy/procedure is unknown to the employee.
2. Employees are encouraged to submit their suggestions directly to any member of the Policy and Procedure Committee by email.
B. The Policy and Procedure Committee will review all suggestions.
1. There is no guarantee or implication that submitting a suggestion will lead to implementation of the idea.
2. If a new policy/procedure or an edit to an existing document is needed, an identified staff member will be tasked with writing the information.
a. The document will be submitted to the Policy and Procedure Committee for editing.
b. The Policy and Procedure Committee will submit the suggestion to the administrative team for review.
c. If approved, the suggestion will be included in the Policy and Procedure Manual.
3. If a suggestion is relevant, but it does not require a new procedure or policy, the Policy and Procedure Committee will communicate the request to the appropriate department head for consideration of implementation.
4. Employees will be notified of the decision of the committee and/or administrative staff.
HR-101-GJR - Definitions
REFERENCECODE: HR- 101 - GJR
TITLE: Definitions
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 7/11/2024
It is the policy of the agency to clearly define key terms herein contained in policy/procedure manuals.
ADP – Payroll processing system, time and labor management system, and the human resources information system.
Affiliates – This term includes the following companies:
George Junior Republic in Pennsylvania
George Junior Republic in Indiana
George Junior Republic Realty
George Junior Republic Preventative Aftercare
George Junior Republic Risk Retention Group
Ancillary Agency – An agency that is involved with persons served or their families. This agency may be contracted for services by one of the agencies responsible for placing a person served at George Junior Republic in PA Generally, this agency is not a juvenile probation, children and youth, or behavioral health managed care organization. (See also, Secondary Agency)
Americans with Disabilities Act (ADA) – This act prohibits discrimination against people with disabilities in several areas including employment, transportation, public accommodations, communications, and access to state and local government programs and services.
Bonus – A financial reward beyond what was expected by the recipient/employee.
CARF International (CARF) - Is a non-profit organization that “accredits” services or programs. Accreditation is a voluntary process in which trained peer reviewers evaluate the organization’s compliance with internationally recognized standards in services areas and business practices. It signals a service provider’s commitment to continually improving services, encouraging feedback from stakeholders, and serving the community.
Child Residential Facility (CRF) – A facility licensed under the Pennsylvania 3800 regulations by the Department of Human Services (DHS)
Children And Residential Experiences (CARE) - Is an evidence-based, trauma-informed model that provides organizations a framework for residential care based on a theory of how children develop, motivating both children and staff to adhere to routines, structures, and processes in order to minimize the potential for
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interpersonal conflict. The core principles of the model have a strong relationship to positive child outcomes and can be incorporated into a wide variety of programs and treatment models.
Closed Units – Buildings that have alarmed doors, to include Special Needs Units, Diagnostic, the Crisis Intervention Unit, and the Intensive Supervision Units.
Coaching Form – Form completed by a supervisor in partnership with the employee used to support supervision and employee mentoring. Defines supervisor identified strengths and weaknesses.
Contractor – A person or company/entity who undertakes a contract to provide materials or labor to performs a service for GJR and/or Affiliates.
Cultural Competence – Cultural competency is an awareness of, respect for, and attention to the diversity of the people with whom we interact (persons served, personnel, and other stakeholders) that are reflected in attitudes, practices, organizational structures, policies and services.
Diana Screen – A sexual risk screening assessment used to support the prevention of child sexual abuse at youth serving organizations.
Diversity, Equality, Inclusion, and Belonging - The qualities, experiences, and work styles that make individuals unique, and provide each individual proportionate representation.
Drug Testing – Analyzing a specimen for the presence of drugs or alcohol.
Electronic Health Record – Database used to store documentation related to persons served (e.g.Streamline, Client Center 2.0, Case Management Pro, SmartCare etc.)
Electronic Smoking Device - Any electronic product that can be used to simulate smoking in the delivery of nicotine or other substances to the person inhaling from the device, including but not limited to an electronic cigarette, electronic cigar, electronic cigarillo, or electronic pipe, vape, and any cartridge or other component of the device or related product.
eMAR – This refers to the electronic Medication Administration Record, an online database used to document medication administrations related to persons served.
Employee – A person on the payroll of George Junior Republic and Affiliates.
Equal Employment Opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation and training.
Equal Employment Opportunity Commission (EEOC) – The United States EEOC is responsible for enforcing federal laws that make it illegal to discriminate against a job applicant or an employee bcause of a person’s race, color, religion, sex (including pregnancy and related conditions, gender identity, and sexual orientation), national origin, age (40 or older) disability, or genetic information.
Essential Job Functions – The basic job duties that an employee must be able to perform, with or without reasonable accommodations. These duties must be completed in order to perform the position. If an
employee cannot perform the essential job functions, even with a reasonable accommodation, they are not considered qualified for the position and are not protected under discrimination law.
(Executive) Administrative Team – This includes the Chief Executive Officer, Chief Financial Officer, Vice President of Operations, Risk Officer, Preventative Aftercare Director, Vice President of George Junior Republic in Indiana, Human Resources Officer, Director of Business and Clinical Development, Information Technology Director, Facility Manager, and Executive Administrative Assistant.
Facility – A place where agency services occur or a building or other structure owned or leased by the agency.
Facility Director and Project Director – Specified positions in the Drug and Alcohol program as defined by the Pennsylvania Department of Drug and Alcohol Programs.
Facility Manager – The administrative staff member responsible for all facilities at George Junior Republic and Affiliates.
Full-time Employee - A full-time employee is regularly scheduled to work at least 32 hours per week. Fulltime salaried employees are eligible for a full range of employee benefits.
Gross up – Adding deductions, such as tax to a net amount of payment.
Health Services – This term refers to nursing personnel and any contracted physical health providers (e.g. optometrists, dental care, etc.) who perform medical services on behalf of GJR in PA to persons served.
Incident Report – Document used to outline a negative employee action that does not follow policies and procedures.
Intern – A college student who works for a GJR company and may or may not be paid to perform job tasks in order to gain work experience.
Occupational Health Services – A field of healthcare specializing in the health and wellness of employees.
Organization – An organized group performing a specified service.
Parent Company – This refers to the umbrella company, George Junior Republic.
Part-time Employee - Part-time employees are regularly scheduled to work less than 32 hours per week. Part-time employees are not eligible for medical benefits provided to full-time employees but are eligible to participate in the 401(k) plan.
Pay Period – Bi-weekly on Friday (direct deposit is available to all employees)
Person(s) Served – The primary consumers of services; based on context, may also refer to those persons willing, able, and/or legally authorized to make decisions on behalf of the primary consumer
Primary/Placing Agency – The agency that is directly responsible for placing a person served within a level of care or service at George Junior Republic in PA. This implies being an active member of the treatment team
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and financial responsibility. Generally, this agency is a juvenile probation, children and youth, or behavioral health managed care organization.
Random Drug Testing – An examination or analysis of one or more specimens completed within a prescheduled timeframe on an unannounced basis to randomly selected employees.
Reasonable Accommodation – Any modification or adjustment to a job or the work environment that will enable an applicant or employee with a disability to perform essential job functions. This also includes adjustments to assure that an individual with a disability has rights and privileges in employment equal to those of employees without disabilities.
Relias: Organizational Learning Platform - A form of employee management software that offers onboarding training, role-based skill development, and learning materials for career advancement.
Residential Treatment Facility – A CRF (see above) additionally licensed by DHS/OMHSAS to provide mental health treatment.
Secondary Agency – An agency that is actively involved in service delivery for persons served (and often their families) who are receiving services at George Junior Republic; however, this agency is not directly responsible for initiating these services, which implies being a member of the treatment team. Generally, this agency is a juvenile probation, children and youth, or behavioral health managed care organization.
Sexual Harassment - Is generally defined under both state and federal law as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature where: Submission to or rejection of such conduct is made either explicitly or implicitly a term or condition of any individual’s employment or as a basis for employment decisions; or Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment.
Secure Care – A self-contained, trauma informed and highly structured program, with a high youth to staff ratio providing maximum youth supervision.
Staff – Person or persons employed by GJR and its entities/affiliates
They/Their/Them – The use of gender pronouns has been avoided whenever possible. The use of they/their/them should be considered to refer to all gender identities, whether singular or plural.
Time and Labor Management – Creating work schedules, tracking employee hours, and managing time off encompasses time and labor management. ADP is used as the time and labor management system.
Unlawful Harassment - Is conduct that has the purpose or effect of creating an intimidating, hostile, or offensive work environment; has the purpose or effect of substantially and unreasonably interfering with an individual’s work performance; or otherwise adversely affects an individual’s employment opportunities because of the individual’s membership in a protected class.
Wellness Center – The building housing admissions, records, Campus Directors, and health and psychiatric services
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REFERENCECODE: HR- 102 - GJR
TITLE: Equal Opportunity Employment Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-102-GJR - Equal Opportunity Employment Policy
George Junior Republic and Affiliates is an equal opportunity employer and follow all applicable laws that protect employees against discrimination. It is the policy of the organization to hire and administer all human resource actions without regard to race, religion, color, sex, age, ancestry, disability, or national origin or in any manner prohibited by the laws of the United States.
REFERENCECODE: HR- 102-001 - GJR
TITLE: Equal Employment Opportunity Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 11/3/2020
HR-102-001-GJR - Equal Employment Opportunity Procedures
A. George Junior Republic and Affiliates is committed to equal employment opportunity. The organization recruits, hires, trains, transfers, promotes, and compensates individual employees without regard to race, color, religious beliefs, age, sex, sexual orientation, sexual idenity, gender identity, gender expression, national origin or ancestry, marital status, veteran status, or physical or mental disability unrelated to an individual’s ability to perform the duties of the job in accordance with and as applicable to the laws governing such.
B. Employees are educated on the policy of non-discrimination during initial and refresher trainings.
C. Employees are expected to treat other employees and the persons served with equal respect and consideration.
D. Employees are expected to approach differences with tolerance and patience and strive to make George Junior Republic a rewarding and fulfilling place to work.
E. The following outlines the application of the Equal Employment Opportunity Act:
1. Unfair treatment because of race, color, religion, sex, national origin, age, disability, sexual orientation, personal beliefs or genetic information.
2. Harassment by managers, co-workers, or others in the workplace because of race, color, religion, sex, national origin, age, disability, sexual orientation, personal beliefs, or genetic information.
3. Denial of a reasonable workplace accommodation needed because of religious beliefs or disabilities.
4. Retaliation because of complaints about job discrimination or assistance with a job discrimination investigation or lawsuit.
F. Equal opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation and training.
G. Employees that do not follow the outlined procedures will be disciplined as outlined in the progressive discipline policy.
H. All employees must report any violations of this policy to a supervisor and Human Resources.
REFERENCECODE: HR- 102-002 - GJR
TITLE: Harassment and Complaint Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 7/11/2024
DATEREVISED: 7/11/2024
HR-102-002-GJR – Harassment and Complaint Procedures
Sexual and other unlawful harassment is a violation of Title VII of the Civil Rights Act of 1964 (Title VII), as amended, as well as many state laws. Harassment based on a characteristic protected by law, such as race, color, ancestry, national origin, gender, sex, sexual orientation, gender identity, marital status, religion, age, disability, veteran status, or other characteristic protected by state or federal law, is prohibited.
Harassment of GJR employees by management, supervisors, coworkers, or nonemployees who are in the workplace is prohibited. Further, any retaliation against an individual who has complained about sexual or other harassment or retaliation against individuals for cooperating with an investigation of a harassment complaint is similarly unlawful and will not be tolerated. GJR will take all steps necessary to prevent and eliminate unlawful harassment and sexual harassment.
Other sexually oriented conduct, whether intended or not, that is unwelcome and has the effect of creating a work environment that is hostile, offensive, intimidating, or humiliating to workers may also constitute sexual harassment.
While it is not possible to list all those additional circumstances that may constitute sexual harassment, the following are some examples of conduct that, if unwelcome, may constitute sexual harassment depending on the totality of the circumstances, including the severity of the conduct and its pervasiveness:
• Unwanted sexual advances, whether they involve physical touching or not;
• Sexual epithets, jokes, written or oral references to sexual conduct, gossip regarding one’s sex life, comments about an individual’s body, comments about an individual’s sexual activity, deficiencies, or prowess;
• Displaying sexually suggestive objects, pictures, or cartoons;
• Unwelcome leering, whistling, brushing up against the body, sexual gestures, or suggestive or insulting comments;
• Inquiries into one’s sexual experiences; and
• Discussion of one’s sexual activities.
All employees should take special note that, as stated above, retaliation against an individual who has complained about sexual harassment and retaliation against individuals for cooperating with an investigation of a sexual harassment complaint is unlawful and will not be tolerated at GJR.
REFERENCECODE: HR- 102-003 - GJR
TITLE: Equal Employment Opportunity Grievance Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 7/11/2024
DATEREVISED: 7/11/2024
HR-102-003-GJR – Equal Employment Opportunity Grievance Procedures
Any employee who believes they have been subject to or witnessed illegal discrimination, including sexual or other forms of unlawful harassment, is requested and encouraged to file a grievance. Employees may submit the grievance directly to their immediate supervisor or department manager, Human Resources, or any other member of management with whom they feel comfortable bringing such a grievance. Similarly, if the employee observes acts of discrimination toward or harassment of another employee, they are requested and encouraged to report this to one of the individuals listed above.
No reprisal, retaliation, or other adverse action will be taken against an employee for filing a grievance or report of discrimination or harassment or for assisting in the investigation of any such complaint or report. Any suspected retaliation or intimidation should be reported immediately to one of the persons identified above.
All grievances will be investigated promptly and, to the extent possible, with regard to confidentiality.
If the investigation confirms conduct contrary to this policy has occurred, GJR in PA will take immediate, appropriate, corrective action, including discipline, up to and including immediate termination.
REFERENCECODE: HR- 103-DA - GJR
TITLE: Recruitment and Hiring Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 1/8/2020
DATEREVISED: 9/29/2021
HR-103-DA-GJR - Recruitment and Hiring Policy
It is the policy of this facility to comply with identified procedures in the recruitment and hiring of staff.
REFERENCECODE: HR- 103-001-DA - GJR
TITLE: Recruitment and Hiring Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-103-001-DA-GJR - Recruitment and Hiring Procedures
The facility will comply with the following procedures regarding the recruitment and hiring of staff:
A. Once a position becomes available, the supervisor will communicate the open position to Human Resources
For any new position, it is the responsibility of the supervisor to develop a new job description. The position description will be reviewed and approved by the Human Resources Officer
B. The Human Resources Officer and the Chief Executive Officer will review the request and approve or deny each request based on need and the budget.
C. It is the responsibility of the Human Resources Officer to communicate any staffing changes, whether additions or subtractions, to the Chief Financial Officer. If the position is new or significant changes are made to a current job description, the updated/new job description must be submitted to the Human Resources Officer for review. The salary/hourly wage will be determined by the Human Resources Officer who will seek approval from the CEO (as needed).
D. The following process will be utilized for job postings:
1. ADP will be utilized for all job postings; job postings are found on GJR.org/careers.
2. All positions will be posted for a minimum of ten business days.
3. Applications and application materials must be submitted to the recruiter for review and screening.
E. The facility will support internal recruiting opportunities, taking the following into account:
1. Supervisor recommendation
2. Knowledge, skills and abilities
3. As part of succession planning
F. The facility will seek external recruiting opportunities as follows:
1. ADP will be used as the primary platform for job postings.
2. Newspaper advertisement
3. Social Media paid advertising
4. Additional job boards will be utilized as needed. This may include: the National Association of Social Workers, the National Association of Black Social Workers, Handshake, Social Media sites, billboards, etc.
G. Human Resources is responsible for posting, recruiting, receiving and reviewing all applications for employment. Human Resources may conduct initial interviews and testing when applicable.
H. Applicants are required to complete an application for employment.
I. Applicants may be to provide a writing sample.
J. Applicants must submit a resume/completed application, official transcripts, licensure documentation, and may be required to submit the names, addresses and phone numbers of three references (or reference letters).
K. The employee must attest to providing true and accurate information on the job application and on related materials. Falsification of information or submitted materials may result in
termination.
L. Human Resources is responsible for gathering all documentation
M. Based on the outcome and scoring of the initial interview, Human Resources or a designated supervisor/administrator will conduct the second interview.
N. In compliance with the Department of Human Services and other licensing agencies, all employees must complete an application for clearances and applicable background checks as conducted by the PA State Police and the PA Department of Human Services and will be fingerprinted through the Federal Bureau of Investigation. These background checks are required every two years during the course of employment. GJR in IN clearances are required every four years.
O. An approved physical, drug screen, background checks, and clearances must be received prior to an employee’s first day of work.
P. Once a candidate is selected for employment, Human Resources will send the employee an offer letter indicating the start date, job title, supervisor, their salary/hourly rate and an overview of the probationary period.
Q. The candidate is responsible for signing and returning the job description by their first day of work. A copy of the signed description will be provided to the employee.
R. Human Resources may request the employee bring with them other documentation on the first day of employment (e.g. Driver’s License, Social Security Card, voided check, bank account documentation)
REFERENCECODE: HR- 103-002-DA - GJR
TITLE: Employment Opportunities and Recruitment Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-103-002-DA-GJR - Employment Opportunities and Recruitment Procedures
A. Human Resources is responsible for advertising George Junior Republic and Affiliate positions.
B. The Human Resources Recruiter maintains contact with job posting locations/venues/ADP and is responsible for updating job postings as applicable.
C. Human Resources Recruiters will interface on a regular basis with colleges, Career Link locations, Indeed, etc., to market the available positions available at GJR and Affiliates.
D. Employees are encouraged to refer qualified candidates and may receive a referral bonus.
REFERENCECODE: HR- 104 - GJR
TITLE: Offers of Employment Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-104-GJR - Offers of Employment Policy
It is the policy of the agency to hire only eligible and qualified employees.
REFERENCECODE: HR- 105-DA - GJR
TITLE: Human Resources Communication Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 8/6/2020
DATEREVISED: 4/1/2021
HR-105-DA-GJR - Human Resources and Communication Policy
It is the policy of Human Resources to communicate specific information to employees in writing. This may include new hire, termination, job abandonment, promotion, results of random drug testing, progressive discipline, benefit changes, labor law updates, job postings, Human Resources changes/updates, and any other information having a direct impact on the employee.
REFERENCECODE: HR- 105-001-DA - GJR
TITLE: Human Resources and Communication Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/24/2023
HR-105-001-DA-GJR - Human Resources and Communication Procedures
A. Human Resources personnel will communicate with employees individually or in writing, as needed.
B. Typical individual employee correspondence may include:
1. New Hire Welcome Letter
2. Termination Letter
3. Job Abandonment Letter
4. Promotion Letter
5. Results of Random Drug Testing
6. Progressive Discipline information
7. Return of GJR property
8. Clearance renewal
9. License renewal
C. Typical company-wide communication will include:
1. Benefit changes/additions
2. Labor Law updates
3. Job Postings
4. Human Resource department changes/updates
5. Recruitment bonus opportunities
6. Occupational Health changes
7. Human Resources newsletter
D. Company-wide communication will be shared via email, intranet, or via mail.
REFERENCECODE: HR- 105-002-DA - GJR
TITLE: Communication of Federal and State Labor Laws Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-105-002-DA-GJR - Communication of Federal and State Labor Laws Procedures
A. George Junior Republic’s Human Resources department is responsible for disseminating applicable labor law information to employees representing all George Junior Republic and Affiliate agencies.
B. The Human Resources Officer is responsible for making certain up to date posters are on display on campus and at the business locations of affiliates
C. Posters will be displayed at the following locations:
1. Administrative building
2. Resource Center
3. GJR in IN: Columbus, IN, Administrative office
4. Posters may be placed on the intranet (based on system functionality)
D. It is the responsibility of the Human Resources Officer to make certain up to date information is disseminated as needed.
REFERENCECODE: HR- 106 - GJR
TITLE: Employment at Will Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-106-GJR - Employment at Will Policy
Employment at George Junior Republic and Affiliates is on an at-will basis, meaning employment may be terminated at any time by either the employee or the organization, with or without notice, for any reason not expressly prohibited by law.
REFERENCECODE: HR- 106-002 - GJR
TITLE: New Hire Paperwork Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-106-002-GJR - New Hire Paperwork Procedures
A. New employees are required to read and complete several documents within the first five days of employment.
B. New hire paperwork is completed using the Onboarding feature in ADP Workforce Now.
C. In order to support employee confidentiality, documents are placed in three individual files and may include the following:
D. Personnel File (Red)
1. Section I: Job Description
2. Section II: Clearances and Application
i. Clearance Reports (PSP, CAH, FBI, OH, IN)
ii. Verify Comply Report
iii. Sex Offender Report
iv. Diana Screen (not for LTSR)
v. Act 33/34 Disclosure
vi. New Hire Information Form
vii. Application
viii. Resume
ix. Transcripts
x. Certifications, licenses, etc.
xi. Interview Assessment Form
xii. Shift Requirement acknowledgment (PA direct care staff)
xiii. Writing Sample
xiv. SambaSafety MVR Report
xv. Motor Vehicle Forms (2 for PA; 1 for IN)
xvi. Auto Insurance Policy (IN & PAC)
3. Section III: Policy Acknowledgment
i. 90-Day Probation Acknowledgment
ii. Time & Attendance Policy
iii. PNC Purchase Card Agreement (if applicable)
iv. Internet Policy
v. Harassment Policy
vi. Safety Policy
vii. Workers Comp Policy (2)
viii. Media Release
ix. Handbook Acknowledgment
x. Benefits Book Acknowledgment
xi. Ethical Code of Conduct
xii. Fair Credit Form
xiii. Release of Contact Information (IN)
4. Section IV: Evaluations
i. Performance Evaluations (90-day and Annual)
ii. Incident Reports
iii. Relias Training Records
iv. Performance Improvement Plans
5. Section V: Correspondence
i. Emergency Contact Form
ii. Text Authorization (PA only)
iii. Correspondence to Employee
6. Section VI: Salary and Benefits
i. Pink Salary Forms / Pink Change Forms
ii. Annual Raise Letters
iii. Employment Offer Letter
iv. Vanguard
1. Online Enrollment Confirmation
2. Enrollment Form
v. Benefits Elections Summary
vi. HSA Election/Enrollment Form (if elected)
vii. Form W-4
viii. IN-WH4 (IN)
ix. Residency Certification (EIT) (PA & PAC)
x. Social Security Card and Driver’s License/ID
E. Confidential File (Blue):
1. Section I: Relationship Information
i. Beneficiary forms (Reliance, PNC, Vanguard)
ii. Dependent documentation (marriage and/or birth certificates)
iii. Divorce decrees
2. Section II: Benefit Enrollment Forms
i. Medical, dental, vision enrollment and change forms
ii. Medical Waiver and supporting documentation
iii. Reliance, Legal Shield, etc.
3. Section III: Non-work-related information that impacts payroll
i. Garnishments
ii. Domestic Relations requests and orders
4. Section IV: Other
i. Vanguard Hardship Withdrawals
ii. HIPP check copies
iii. Wage/employment verifications/PSLF
iv. Direct Deposit forms
F. Medical File (Green)
1. Section I
i. Older Physicals
2. Section II
i. Form I-9
ii. Organizational Property
iii. EEOC Reporting Disclosure
3. Section III
i. Non-Work-Related Doctor Notes
ii. COVID Vaccination Record(s)
iii. FMLA Paperwork (non-active)
4. Section IV
i. Workers’ Compensation Information
5. Additional Manilla File
i. Past two physicals (or one if employed less than two years)
G. Human Resources will review information and answer questions as needed.
H. All signed documents will be reviewed by Human Resources, disseminated to the applicable departments or vendors and placed in the employee’s personnel file.
I. Employees will be provided a copy of all signed documents if requested.
REFERENCECODE: HR- 107 - GJR
TITLE: Medical Examinations Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 8/6/2020
DATEREVISED: 6/26/2024
HR-107-GJR - Medical Examinations Policy
It is the policy of the agency that all staff members of George Junior Republic and Affiliates are required to complete a pre-employment occupational health assessment (including drug screening, a fitness for duty test and based on program requirements may be required to complete a tuberculosis screening). Occupational health physicals and testing will occur every two years thereafter. GJR will bear the cost of such physicals and tests provided by the occupational health provider. Any records or reports concerning an employee's medical condition will be maintained in a confidential medical file located in Human Resources as required by regulations. Current employees who do not complete their physical and drug screen by the due date will be taken off the schedule and unable to work until the assessment is completed and received by Human Resources.
HR-107-001-GJR
REFERENCECODE: HR- 107-001 - GJR
TITLE: Medical Examinations – New Employee Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
- Medical Examinations – New Employee Procedures
A. All applicants offered employment are required to have a physical exam and drug screen, and GJR in PA employees are required to have a fitness for duty test. Applicants may be required to have a tuberculosis screening and/or Hepatitis B antibody test prior to an offer of employment being extended.
B. Physical examinations for GJR in PA employees will be performed by the designated occupational health provider or designee at no charge to the applicant. Community-based employees can see the doctor of their choosing or one selected by Human Resources.
C. Occupational health screening for GJR in PA employees will be conducted at a specified date and time each week. The Human Resources Recruiter works collaboratively with the applicant and occupational health to schedule the appointment.
D. Employee classifications required to have a TB test are required to return to Health Services in 48-72 hours to have the TB test read and recorded by a GJR in PA medical staff member. Employees who fail to return to Health Services to have their TB test read will be rescheduled for a follow-up appointment.
E. If the physical discloses a communicable disease, written authorization and any precautions to be taken to prevent the spread of the disease must be obtained from the physician. This must include a statement that the person does not pose a serious threat to the person served in care Employees determined to have a communicable disease are not permitted to work until such time as the communicable disease is treated. The occupational health physician assesses for communicable disease risk and documents their findings on the Physical Health Assessment Form
F. If an employee’s drug screen produces a diluted result, Human Resources, in partnership with occupational health, will require the test be completed again, based on occupational health policies. If the test is positive, the applicant will be ineligible for employment.
G. A positive drug screen without verification of a prescription for a medication will make the employee ineligible for employment. Employees must provide prescriptions or bring in their current medications to their occupational health appointment.
H. If the occupational health provider identifies an issue or concern, they will work with the employee and the employee’s primary care doctor to gather additional information or to support the employee referral for an appointment. The employee will be referred to their private physician for follow up and treatment of any health problems identified during the examination.
I. The Employee Health Examination Record, along with applicable test results, will be provided to Human Resources.
J. The Occupational Health provider, Human Resources, and Compliance be the only staff members with access to employee health records.
K. Employee health records are maintained in a locked file cabinet and separate from personnel records.
L. GJR pays for employees to receive a physical and drug screen upon hire and biennially thereafter. Physical and drug screen records returned to Human Resources are the property of GJR and will not be copied and provided to the employee.
REFERENCECODE: HR- 107-002 - GJR
TITLE: Medical Examinations – Biennial Physicals Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-107-002-GJR - Medical Examinations – Biennial Physicals Procedures
All employees are required to have a biennial physical and drug screen.
A. GJR in PA employees will undergo a fitness for duty test Certain classifications of employees may also be required to receive a Tuberculin Skin Test (TST).
B. The Human Resources Associate schedules GJR in PA employee biennial physicals. The Associate provides employees with two months’ notice in advance of the due date.
C. Employee appointments are scheduled one month in advance.
D. The designated provider will provide Human Resources with a summary of the visit.
E. The occupational health provider will work with Human Resources in order to streamline the occupational assessments provided across all affiliates.
F. GJR pays for employees to receive a physical and drug screen upon hire and biennially thereafter. Physical and drug screen records returned to Human Resources are the property of GJR and will not be copied and provided to the employee. Medical information is housed in a green file and are locked at all times.
REFERENCECODE: HR- 107-003 - GJR
TITLE: Employee Drug Screen Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-107-003-GJR - Employee Drug Screen Procedures
A. All employees are required to have a urine drug screen at the time of employment and with each biennial physical examination.
B. Any employee may be required to be tested if there is reasonable cause to suspect an impairment.
C. Employees who test positive for drugs that are not specifically prescribed to the employee, will be terminated immediately.
D. During the new hire process, and once a contingent offer is made, the applicant will be scheduled for an appointment with Occupational Health or a community-based medical clinic/provider. The physical includes a drug screen and is based on the requirements of the position.
E. During the occupational health visit, the employee will be required to submit a urine specimen.
F. The urine will be handled in a manner that protects confidentiality and chain of custody.
G. The specimen will be sent out for testing by the occupational health provider.
H. Test results will be sent directly to the Human Resources Associate utilizing secure email. Negative and positive test result documentation will be placed in the applicant’s/employees file.
I. If the test is positive, the occupational health provider or a Human Resources representative will contact the applicant/employee directly. The employee will be required to provide documentation to the occupational health provider to support the positive result. The occupational health provider may investigate the positive result further, based on the information provided.
J. If the positive result is supported through prescriptions received, a medical marijuana, or methadone card or attestation, the supporting documentation, and the verification from the occupational health provider will be viewed as ‘passed’ and placed in the health file of the applicant or the employee.
K. If the positive result is found to be based on medications or drugs used that are not verified by a provider, the result will be placed in the applicant/employees file. In these instances, Human Resources will contact and terminate the applicant or employee immediately.
L. Records relating to positive test results, drug and alcohol dependencies, and medical documentation will be kept confidential to the extent required by law and maintained in secure files separate from normal personnel files. Such records and information may be disclosed among administrators on a need-to-know basis and may also be disclosed when relevant to a grievance, charge, claim or other legal proceeding initiated by or on behalf of an employee or applicant.
M. If an offer of employment is extended to an employee prior to the receipt of the drug test and the drug test results verify a positive result without verification prescriptions received by occupational health, the offer of employment will be rescinded immediately
N. GJR pays for employees to receive a physical and drug screen upon hire and biennially thereafter. Physical and drug screen records returned to Human Resources are the property of GJR and will not be copied and provided to the employee.
O. Employees who test positive for marijuana and have a valid medical marijuana card may be precluded from being hired or maintaining employment if driving is listed as a primary job function.
REFERENCECODE: HR- 107-004 - GJR
TITLE: Hepatitis C Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-107-004-GJR - Hepatitis C Procedures
George Junior Republic in Pennsylvania requires all employees of the Long-Terms Structured Residence (LTSR) program to have a Hepatitis C (Hep C) test.
REFERENCECODE: HR- 108 - GJR
TITLE: Required Clearances and Criminal Background Checks Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-108-GJR - Required Clearances and Criminal Background Checks Policy
It is the policy of George Junior Republic and Affiliates to conduct Child Abuse, State Police and FBI background checks and clearances on employees, contractors, volunteers, and interns within designated timeframes.
REFERENCECODE: HR- 108-001 - GJR
TITLE: Required Clearances and Criminal Background Checks Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-108-001-GJR - Required Clearances and Criminal Background Checks Procedures
A. Background checks and required clearances will be conducted for employees both in the state in which they are working, as well the state in which they reside.
B. Employees identified as living at their residence for less than five years will also be required to provide all addresses of their most recent residences for a period of up to five years prior to the date the application is completed.
C. Human Resources is responsible for conducting appropriate FBI and State Police/Child Abuse background checks for employees who resided out of state over the five-year period. Associated documentation will be placed in the personnel file.
D. If the background checks have charges that do not prohibit employment, but present a concern to Human Resources, a review of the charges with the Risk Officer may occur. If the discussion results in a favorable decision, this is documented on the Act 33/34 document placed in the personnel file. If the background check finds restrictions on employment, the employee will be notified and the offer of employment will be rescinded.
E. These background checks will be conducted by George Junior Republic and Affiliates every two years during the course of employment.
REFERENCECODE: HR- 109 - GJR
TITLE: Personnel Records Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-109-GJR - Personnel Records Policy
It is the policy of this agency to maintain personnel records on all George Junior Republic and Affiliate employees.
REFERENCECODE: HR- 109-001 - GJR
TITLE: Personnel Records Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/24/2023
HR-109-001-GJR - Personnel Records Procedures
A. Human Resources keeps essential documents such as applications, job descriptions, payroll information, performance reviews, clearance forms, reference letters, disciplinary records, and rebuttal letters in the employee’s personnel file.
B. Upon termination, the respective employee's personnel file will be designated "inactive" and retained as required by law.
To protect the confidential nature of employee records, each employee will have three personnel files. Files are subject to change based on laws, regulations, and/or the need of Human Resources.
REFERENCECODE: HR- 109-002 - GJR
TITLE: Accessibility of Personnel Information by Employees and Others Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/1/2020
DATEREVISED: 7/11/2024
HR-109-002-GJR - Accessibility of Personnel Information by Employees and Others
A. Personnel Records are housed at the GJR corporate office location. Employees and external auditors may have access to their personnel file.
1. Employee:
a. An employee may inspect his or her personnel file, add rebuttal information, and add written materials to the file.
b. To do so, the employee must make an appointment with Human Resources to inspect the file.
c. The inspection must take place in Human Resources or via a digital review using Zoom or another web-based application (if the employee is offsite).
2. External Reviewer
a. Authorized supervisors, governmental, licensing and accreditation agencies have the right to view certain information in the personnel files.
b. If the personnel record is duly subpoenaed in accordance with the law, the employee shall be notified at the earliest possible time.
B. Employee Health Records:
1. Employee health records are filed separately from personnel files.
2. Only Human Resources, Compliance, the Occupational Health provider, and licensing and accreditation agencies may review the health records of employees. This action is completed on a need to know basis.
HR-109-003-GJR
REFERENCECODE: HR- 109-003 - GJR
TITLE: Personal Information Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
- Personal Information Procedures
A. Employees are responsible for providing current demographic information to Human Resources.
B. If an employee moves, changes names, changes emergency contact information, wishes to add or delete dependents, or wants to change healthcare coverage as a result of a qualifying event (e.g., marital status or spousal coverage change), the employee is to notify Human Resources as soon as possible.
C. Human Resources is responsible for updating the employee contact information in ADP and in all other applicable places (e.g. Retirement Plan, PNC, etc.). As the use of ADP Workforce Now expands, the employee will have greater access to update this information apart from Human Resources.
D. Employee cooperation is necessary to maintain and update personnel and insurance records.
REFERENCECODE: HR- 109-004 - GJR
TITLE: Employee Emergency Contact Information Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-109-004-GJR - Employee Emergency Contact Information Procedures
A. Employees have the opportunity to update their emergency contact information as needed throughout the year.
B. Emergency contact information is found in the personnel file and is recorded in ADP Workforce Now.
C. If an employee emergency occurs, the Human Resources Officer, or their designee, will contact the designate employee emergency contact.
REFERENCECODE: HR- 110 - GJR
TITLE: Professional Licenses Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-110-GJR - Professional Licenses Policy
It is the policy of George Junior Republic and Affiliates that all employees holding professional licenses will have their licenses obtained, maintained, and/or updated prior to the expiration of the license.
REFERENCECODE: HR 110-001 - GJR
TITLE: Professional Licenses Procedure
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-110-001-GJR - Professional Licenses Procedure
A. All licensed staff members are required to submit their license to Human Resources.
B. Human Resources will document the type of license, make a copy of the license (as needed) and will enter pertinent information from the license, including expiration date, into ADP.
C. Human Resources validates the license against the applicable website.
D. A copy of the license will be scanned and placed in the employees file in ADP and one copy will be placed in the personnel file.
E. On a monthly basis, Human Resources via ADP will contact employees who have a license set to expire in the next sixty days.
F. Failure to provide an updated license may result in removal from a position that requires an active license. Employees must notify Human Resources if their license becomes inactive for any reason
REFERENCECODE: HR- 111 - GJR
TITLE: Credentialing: Oversight and Monitoring Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-111-GJR - Credentialing: Oversight and Monitoring Policy
George Junior Republic and Affiliates is responsible for continuous monitoring of personnel and contracted individuals. The organization will ensure full compliance with applicable federal and state laws, accreditation standards and the GJR and Affiliates Credentialing Program.
REFERENCECODE: HR- 112 - GJR
TITLE: Credentialing Committee Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 8/6/2020
DATEREVISED: 4/1/2021
HR-112-GJR - Credentialing Committee Policy
It is the policy of George Junior Republic and Affiliates to have a Credentialing Committee with the purpose of reviewing sanctions or limitations on licensed staff, to monitor and assess for the upcoming expiration of licenses, and to determine disciplinary action related to a lack of compliance related to organizational practice/service standards.
HR-112-001-GJR
REFERENCECODE: HR 112-001 - GJR
TITLE: Credentialing Committee Scope Procedure
APPROVEDBY: GJR Administrators
DATEAPPROVED: 5/6/2021
DATEREVISED: 6/4/2021
- Credentialing Committee Scope Procedure
The Credentialing Committee is tasked with verifying a provider’s credentials for practice (credentialing), and approving licensed independent practitioners (LIPs) to practice within the agency (privileging). The committee will also review, assess, and act on any concerns related to the professional practice of LIPs within the agency on an as needed basis. All practitioners who prescribe medications, treatments, or other health interventions, or who make prescriptive recommendations for care must be credentialed and privileged. A practitioner’s credentials and privileges will be reviewed by the committee at least every two years.
REFERENCECODE: HR 112-002 - GJR
TITLE: Credentialing Committee Procedure
APPROVEDBY: GJR Administrators
DATEAPPROVED: 5/6/2021
DATEREVISED: 7/11/2024
HR-112-002-GJR - Credentialing Committee Procedure
A. The credentialing committee consists of representatives from Human Resources, Risk/Compliance, Health Services, and a medical staff member. The Human Resources representative serves as the committee chairperson.
B. The credentialing committee, will;
1. Verify Current Licensure
a. Ensure the practitioner has a legal right to practice within the agency, as required by state/federal law. Review any history of limitations, sanctions, or restrictions on the provider’s license to practice, issued by any state agency or licensing board.
b. Verification is completed before granting initial privileges, when re-privileging, and when the practitioner’s license expires.
c. Licensure may include the ability to practice, prescribe, or perform treatments, therapies, medications (including controlled substances), or other health care interventions.
2. Verify Education and Relevant Training
a. Primary Source verification of relevant training is required before granting initial privileges. It is not required subsequently.
b. Licensure which is dependent upon the completion of education may be considered primary source verification of the education.
c. In instances when primary source verification is not possible, the agency may use a reliable secondary source, including another employer who has documented a primary source verification of a practitioner’s education or training.
3. Verify Experience
a. Privileging is based on the agency’s ability to verify the practitioner’s competence and/or experience in providing/performing any requested privilege.
b. For existing practitioners, previous acceptable performance within the agency may serve as verification that the practitioner is qualified and competent.
4. Verify Insurability and Legal Involvement
a. Verify current, adequate coverages of malpractice insurance exist.
b. Review any existing or expected legal actions being taken in whole or in part against the LIP that may jeopardize their ability to practice during the period of time for which they are requesting to be credentialed and privileged.
5. Credential and Privilege
a. Credentialing - Practitioners for whom licensure, education/training, and experience have been verified will be considered credentialed as a
19, 2024
licensed/certified health care provider with the agency. A provider must be recredentialed at least every two years.
b. Re-credentialing – providers must submit evidence of completed ongoing education requirements, re-licensing, changes to insurability, and any additional experience garnered when applicable, but no less than at least every two years.
c. Privileging - Once credentialed, the committee will review the requested scope of practice and approve the patient care services (clinical privileges) a practitioner is permitted to perform. A practitioner must be re-privileged at least every two years.
6. Provide Corrective Action
a. In the event a practitioner has action taken against their license, is reported to have practiced outside of their approved privileges, or their ability to practice within the agency is in any way otherwise jeopardized, the committee will conduct a review and may provide corrective action. Actions taken by the committee may include, but are not limited to;
i. Reprimand
ii. Suspension of privileges
iii. Revocation of privileges
iv. Revocation of credentials and privileges
v. Report to state, federal or other licensing boards or law enforcement agencies.
C. Those seeking to be credentialed and privileged with the agency, must provide the following documentation to the committee for review and verification:
1. Pennsylvania Standard Application
2. Request for Privileges (occupation specific)
3. Copies of the following:
a. Curriculum Vitae
b. Relevant Undergraduate Degree(s)
c. Relevant Graduate Degree(s)
d. Medical Degree
e. Medical License (PA)
f. ECFMG Certification (if applicable)
g. Board Certificates
h. DEA Registration Certificate
i. Professional Liability Coverage Certificate
j. Current Driver’s License or other Identification
D. In consultation with an existing agency physician, the committee may choose to extend temporary privileges to a practitioner requesting initial credentialing and privileging while a review of the initial request is completed. While the committee will work to complete credentialing and privileging within 30 days of the request, temporary privileges may be extended up to 60 days.
1. Credentialing of Existing Practitioners - Existing practitioners may continue to practice unless otherwise directed by the committee, pending review of their credentialing/privileging request.
2. Re-credentialing – Previously credentialed/privileged practitioners may continue to practice pending review of their privileging request, unless otherwise directed by the committee.
E. Failure to complete an application in a timely manner may result in the loss of privileges.
REFERENCECODE: HR- 113 - GJR
TITLE: Job Descriptions Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 8/6/2020
DATEREVISED: 4/1/2021
HR-113-GJR - Job Descriptions Policy
It is the policy of this agency that all organizational positions will reviewed annually.
REFERENCECODE: HR- 113-001 - GJR
TITLE: Job Description Development Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-113-001-GJR - Job Description Development Procedures
A. Prior to a position being posted, the supervisor is responsible for developing or reviewing and updating the applicable job description.
B. If the position is new to the organization, the Vice President/Director, in conjunction with the Human Resources Officer must review and approve the description.
C. Once approved, Human Resources will input the description to ADP with the NAICS code, EEO job category, FLSA information, associated competencies, and any additional required information.
D. Upon hire, each employee, and the designated supervisor or a Human Resources representative is required to review, sign, and date their job description.
E. The employee will be provided a copy of the signed description.
F. On an annual basis, and during an employee’s annual evaluation, the employee and the supervisor will review the job description for accuracy. Needed updates will be made by the supervisors/Human Resources and maintained by Human Resources.
G. It is the responsibility of Human Resources, in collaboration with the designated supervisor, to keep all job descriptions up to date.
H. If a job description is updated and the description impacts more than one employee, all job descriptions will be updated and must be reviewed, signed and dated by the supervisor and applicable employees.
REFERENCECODE: HR- 114 - GJR
TITLE: Employee Non-Compete Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 8/6/2020
DATEREVISED: 6/26/2024
HR-114-GJR – (REDACTED) Employee Non-Compete Policy
This policy was redacted with Board of Director approval on 6/26/2024.
Redacted policies and procedures are archived and are available at the request and approval of the Policy and Procedure Committee or designated Administrative Team Member.
REFERENCECODE: HR- 115 - GJR
TITLE: Job Postings Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 8/6/2020
DATEREVISED: 4/1/2021
HR-115-GJR - Job Postings Policy
It is the policy of this agency that all job opportunities will be posted on job boards for a minimum of ten business days.
REFERENCECODE: HR- 116 - GJR
TITLE: Position Replacements Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 6/26/2024
HR-116-GJR – (REDACTED) Position Replacements Policy
This policy was redacted with Board of Director approval on 6/26/2024.
Redacted policies and procedures are archived and are available at the request and approval of the Policy and Procedure Committee or designated Administrative Team Member.
REFERENCECODE: HR- 117 - GJR
TITLE: Employee Compensation Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-117-GJR - Employee Compensation Policy
It is the policy of George Junior Republic and Affiliates to establish pay ranges for each position.
REFERENCECODE: HR- 117-001 - GJR
TITLE: Pay Ranges for Each Position Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/1/2020
DATEREVISED: 7/11/2024
HR-117-001-GJR - Pay Ranges for Each Position Procedures
A. On an annual basis, the Board of Director’s Benefits and Compensation Committee meets with the CEO and CFO to review compensation and make recommendations.
B. Annually, the Human Resources Officer, the Chief Financial Officer, and the Chief Executive Officer will review the base pay ranges outlined for each position and adjust the pay ranges based on various salary study data.
C. Salary pay range data will support decision-making related to employee increases and compensation.
D. Salary pay range updates may be presented and voted on in March each year by the Board of Directors.
E. Increases are not automatic.
F. In order to meet the needs of the organization, at any time, the CEO, in conjunction with the Human Resources Officer, may make changes to employee compensation. This change in compensation may or may not be approved by the organization’s board of directors.
REFERENCECODE: HR- 117-002 - GJR
TITLE: Pay Periods Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-117-002-GJR - Pay Periods Procedures
A. GJR and Affiliate employees are paid on a biweekly basis on Friday.
B. Direct deposit is available to all employees and is strongly recommended, but not required.
C. Employees utilizing direct deposit will be able to access their pay voucher via ADP.
D. All employees can visualize their paycheck via ADP
E. Employees preferring a live check or a bank card (Pay Wisely) will be mailed their paycheck.
REFERENCECODE: HR- 117-003 - GJR
TITLE: Pay Increases Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/3/2020
HR-117-003-GJR - Pay Increases Procedures
A. Pay ranges have been established for each position.
B. Increases are not automatic and may not be awarded to an employee who has not performed adequately within his/her position.
REFERENCECODE: HR- 118-DA - GJR
TITLE: Exempt and Non-Exempt Employees Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 8/6/2020
DATEREVISED: 4/1/2021
HR-118-DA-GJR - Exempt and Non-Exempt Employees Policy
It is the policy of the agency that George Junior Republic and Affiliates classifies exempt employees as those not entitled to overtime pay under the Fair Labor Standard Act. Exempt employees receive the same amount of pay per pay period even if they put in overtime hours. A non-exempt employee is eligible to be paid overtime for work in excess of 40 hours per week, per federal guidelines.
REFERENCECODE: HR- 118-001-DA - GJR
TITLE: Exempt and Non-Exempt Employees Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-118-001-DA-GJR - Exempt and Non-Exempt Employees Procedures
A. All job descriptions will indicate if the position is exempt or non-exempt.
George Junior Republic will follow the guidelines set forth by the Fair Labor Standards Act in determining if an employee is exempt or non-exempt.
FYI - FLSA changes taking place July 1 2024 and 1/1/2025.
REFERENCECODE: HR- 119 - GJR
TITLE: Employees Working Privately for Directors or Other Employees Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-119-GJR - Employees Working Privately for Directors or Other Employees Policy
It is the policy of the agency to permit a director, officer, or employee of George Junior Republic to hire another George Junior Republic director, officer or employee to perform work for the director, officer, or employee as long as such work does not, in the opinion of George Junior Republic, create an actual conflict of interest and otherwise complies with this policy.
REFERENCECODE: HR- 119-001 - GJR
TITLE: Employees Working Privately for Directors or Other Employees Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/24/2023
HR-119-001-GJR - Employees Working Privately for Directors or Other Employees Procedures
A. Employees working privately for any employee, director, or officer of George Junior Republic or any of its affiliates must be fairly compensated and not perform on company time or on company premises
B. The work must be performed outside the normal work schedule, not involve the use of George Junior Republic equipment, and under no circumstances interfere with the schedule or duties of the employee performing said work.
C. Employees, officers and directors must use caution so as not to take unfair advantage of GJR employees who are less senior. For example:
1. A GJR management employee may hire a GJR plumber to perform work at the management employee’s home, provided the work is not performed on company time and the management employee fairly compensates the plumber.
2. A GJR painter may do a favor and, without charge, paint a room for a GJR employee of similar level. However, a GJR management employee or director may not ask a GJR painter to paint his house, as a favor because the request might be viewed as taking unfair advantage of the painter.
REFERENCECODE: HR- 120 - GJR
TITLE: Employee Financial Interest Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-120-GJR - Employee Financial Interest Policy
It is the policy of this agency to forbid financial dealings of any type between employees and persons served. Employees may not perform services on company time for an employee or an employee’s family member.
REFERENCECODE: HR- 121 - GJR
TITLE: Personal Purchases Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-121-GJR - Personal Purchases Policy
It is the policy of this agency to prohibit personal purchases of any kind made by any employee, director, or officer which do not have a clear business purpose for the benefit of the agency.
REFERENCECODE: HR- 122 - GJR
TITLE: Eligibility for Employee Benefits Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-122-GJR - Eligibility for Employee Benefits Policy
It is the policy of this agency that employees are eligible for benefits at designated time periods on/after their date of hire.
REFERENCECODE: HR- 122-001 - GJR
TITLE: Eligibility for Employee Benefits Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/1/2020
DATEREVISED: 7/11/2024
HR-122-001-GJR - Eligibility for Employee Benefits Procedures
A. Upon hire, Human Resources is responsible for educating each new hire on the benefits afforded to them as a new employee.
B. Employees will be provided with benefits information annually or as changes are made.
C. New employees are required to make a variety of benefit elections within the first week of their employment. This may include:
1. Life Insurance
2. Health Savings Account Contributions Form
3. Medical, Vision and Dental Benefits Selection
4. Retirement
5. Waiver of health benefits
D. New employee eligibility is as follows:
1. Retirement Plan eligibility begins on the date of hire
2. Medical, dental, and vision insurance coverage begins the first on the month following 60 days following the first month after the date of hire
3. Employees must contact Human Resources to learn more about the variety of voluntary benefits available and their corresponding eligibility requirements.
E. Employees interested in making changes to their benefits should contact Human Resources. Benefit changes may be made:
1. During the annual benefits open enrollment period
2. The month following a qualifying event:
i. Marriage
ii. Birth of a child/adoption
iii. Loss of coverage by spouse
iv. Loss of eligibility of a dependent (due to age)
REFERENCECODE: HR- 123 - GJR
TITLE: Paid Holidays and Paid Time Off Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 1/31/2024
HR-123-GJR - Paid Holidays and Paid Time Off Policy
It is the policy of the agency that full-time employees will be eligible for paid holidays and paid time off (PTO)
REFERENCECODE: HR- 123-001- GJR
TITLE: Paid Holidays Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-123-001-GJR - Paid Holidays Procedures
A. Full-time employees are eligible for the following holidays each year:
1. New Year’s Day
2. Memorial Day
3. Independence Day
4. Labor Day
5. Thanksgiving
6. Christmas
7. Floating Holidays:
a. Juneteenth
b. Good Friday
c. Part-time employees are not eligible to receive floating holidays.
B. The organization defines holidays as 8 hours in length.
C. Full-time employees also receive a Bonus Day each year.
D. Full-time employees will receive their regular daily rate of pay for each observed holiday.
E. Full-time employees must take the holiday on the holiday.
F. Should one of the holidays above fall on either a Saturday or Sunday, the holiday will be observed the Friday before the Saturday holiday or the Monday after the Sunday holiday
G. The nature of our organization makes it impossible for all employees to be off duty on a holiday.
H. Employees who are scheduled to work on a holiday will be compensated for the holiday and will receive an additional day’s pay.
I. Should a part-time employee work on a scheduled holiday, they will be paid 1.5 times their regular rate of pay. Part-time employees are not eligible for holiday pay if they do not work on the holiday.
J. To receive holiday pay, an employee must work prior to or after the holiday or be on an authorized leave of absence.
K. An employee who uses unauthorized PTO the day before or after the holiday must submit a doctor’s excuse to Human Resources. Failure to do so will result in an unpaid holiday.
L. Employees needing time off to observe religious practices or holidays not scheduled by GJR should speak with their supervisor and Human Resources.
M. Juneteenth and Good Friday are floating holidays and may be used by employees the pay period immediately preceding the floating holiday, the pay period of the floating holiday, or the pay period immediately following the floating holiday. Floating holidays must be used as a whole day (and cannot be split into half days). If the floating holiday is not taken, it will be paid out at 100 percent. Floating holidays may be used once a resignation is submitted based on supervisor of approval. Approval is not guaranteed.
N. PTO or a Bonus Day may not be used on the holiday.
REFERENCECODE: HR- 123-002- GJR
TITLE: Paid Time Off Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-123-002-GJR - Paid Time Off Procedures
A. Employees are required to work standard work hours in order to meet the needs of the organization and licensing requirements (if applicable).
B. In lieu of vacation and sick time, all employees are provided Paid Time Off (PTO) each year.
C. PTO is earned based on year of hire.
D. New hires/rehires will receive a standard amount of PTO beginning on their first day of employment and will have access to PTO after successful completion of their probationary period.
E. PTO plans support the number of hours employees work per week (32-hour, 40 hour, and 64 hours per week).
F. Use of PTO must be requested as soon as possible. For pre-planned or scheduled days off, employees must request time at least 30 days in advance.
G. Time off will be granted based on the employers needs for coverage.
H. PTO must be requested using ADP. Supervisors will be responsible for entering PTO for employees who experience sudden illness.
I. Employees can view PTO balances via ADP.
J. Employees who call off three or more consecutive days must provide a doctor’s note to Human Resources before returning to work.
K. Employees are responsible for not taking time off beyond what is in their PTO bank.
L. Employees who request time off, but do not have PTO available, must complete the Unpaid Time Off form. The form must be reviewed, approved, signed and dated by both the supervisor and Human Resources. Unpaid leave may/may not be granted and is based on the needs of the organization. Unpaid leave should be requested in advance of the scheduled leave period.
M. GJR and Affiliates is required to adhere to all licensing regulations, therefore the terms of PTO are subject to change to meet the needs of the organization.
N. Employees who voluntarily leave the organization in good status, will be paid out their remaining PTO balance based on a prorated schedule Employees will not be paid out holidays, the Bonus Day, or the Baby Day.
O. Retirees will be paid out remaining PTO at 100 percent.
Voluntarily Leave Employment During These Months/Calendar Quarters
Jan., Feb., Mar. = 1st Calendar Quarter
April, May, June = 2nd Calendar Quarter
Employee will be paid out this amount of PTO time (in hours)
25 percent
50 percent
July, Aug., Sept. = 3rd Calendar Quarter 75 percent
Oct., Nov., Dec. = 4th Calendar Quarter 100 percent
P. Based on supervisor approval, an employee may use PTO, a floating holiday, or Bonus Day between the date a resignation is submitted and their last day of employment if their resignation is limited to 14 days or 30 days. Approval is not guaranteed.
Q. Employees who involuntarily leave the organization and those who leave without proper notice (14/30 days) will not be paid out their remaining PTO.
R. Employees will not be paid out for PTO if they do not successfully complete the 90-day probationary period.
S. Employees unable to use their PTO prior to the end of the year will be required to indicate their interest in a PTO pay out the following year. Balances remaining as of 12/31 each year will be paid at 50 percent in February 2024, if the employee continues their employment with the organization. Information regarding PTO payout will be provided during open enrollment each year.
T. Employees who transition from full to part time will be paid out their PTO balance. If the same employee returns to a full-time status in the future, they will earn the PTO amount eligible to them the year they are return to full time.
U. Balances may be viewed in ADP.
V. Nonexempt Employee Use of PTO
1. Nonexempt full-time staff members are required to work 40 hours per week.
2. Work hours are determined by Human Resources, defined in the job description, and approved by the supervisor.
3. Employees who fail to work 40 hours per week may be subject to disciplinary action.
4. Employees who fail to work 40 hours per week may utilize PTO if advanced approval is given by the supervisor.
5. Nonexempt employees working 32 or 64 hours per week are subject to the same procedural requirements.
W. Exempt Employee Use of PTO
1. Exempt employees who are unable to work 40 hours per week will be required to use PTO leave in those instances when hours of work are less than 40 hours per week.
2. The use of PTO will provide exempt employees with a salary payment equal to their guaranteed salary.
3. An exempt employee pay can only be docked under certain circumstances. Questions related to this topic must should be directed to Human Resources.
X. Additional Time Off
1. Bonus Day
i. All full-time employees will receive one Bonus Day each calendar year.
ii. The bonus day must be taken as a whole day.
iii. Employees serving the community as emergency medical providers, firefighters, or those who are active duty or in the military reserves will receive one
additional bonus day each year. Applicable employees will be required to present an ID card, badge, military paperwork, etc., to Human Resources each year.
2. Baby Day
i. All employees are eligible to receive a Baby Day.
ii. This day provides expectant parents one day to attend or participate in the birth of their child.
iii. Human Resources may request proof of the relationship with the delivering partner and should be notified in advance when possible.
REFERENCECODE: HR- 124 - GJR
TITLE: Leave of Absence Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 6/26/2024
HR-124-GJR - Leave of Absence Policy
It is the policy of the agency to provide a temporary leave of absence to employees with at least one year of service based on the approval of Human Resources.
REFERENCECODE: HR- 124-001 - GJR
TITLE: Personal Leave of Absence Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/3/2020
HR-124-001-GJR - Personal Leave of Absence Procedures
A. Employees with a minimum of one year of service may request a temporary leave of absence.
B. The Human Resources Officer, with the approval of the Chief Executive Officer, will determine the type of leave and the duration.
C. Any request for a leave of absence must be made in writing to Human Resources with a copy to the immediate supervisor.
D. Normally, a leave of absence will be unpaid.
E. The provisions of seniority and benefits will remain in effect for the time of the leave of absence as approved before the commencement of the leave of absence.
F. A leave of absence normally will not be granted to an employee with less than one year of service unless waived under an emergency situation with approval.
G. No leave time will be granted before all PTO is exhausted.
REFERENCECODE: HR- 124-002 - GJR
TITLE: Unpaid Time Off Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-124-002-GJR - Unpaid Time Off Procedures
A. In those instances where employees wish to take time off that is not covered by PTO, Family Medical Leave, requests for unpaid time off must be made to the supervisor and approved by Human Resources.
B. Employee’s requesting dock time must complete the Unpaid Time Off form.
C. While every effort will be made to accommodate such requests, in the event that these days cannot be covered, taking time off will be viewed as an absence.
D. All paid time off and the bonus day must be exhausted before any unpaid time off will be considered.
E. Unpaid time off will be reviewed and approved on a case-by-case basis.
HR-125-GJR - Light Duty Policy
REFERENCECODE: HR- 125 - GJR
TITLE: Light Duty Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 6/26/2024
It is the policy of the agency to limit the exposure to injury of an employee who has been medically placed on light duty through workers’ compensation.
REFERENCECODE: HR- 125-001 - GJR
TITLE: Light Duty Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/1/2020
DATEREVISED: 7/11/2024
HR-125-001-GJR - Light Duty Procedures
A. Workplace injury:
a. Employees placed on ‘light duty’ due to a workplace injury are required to present a doctor’s excuse to Human Resources.
b. Staff members injured on the job are required to be assessed by occupational health or an approved worker’s compensation provider prior to being placed on ‘light duty.’
c. Human Resources will review the excuse and seek more information, as needed.
d. Based on a review of the doctor’s excuse, Human Resources will discuss workplace accommodations and available positions with the employee seeking the accommodation.
e. Human Resources will communicate with both occupational health and workers’ compensation related to employee position accommodations.
f. Employees accepting the opportunity to work in a light duty capacity will meet with the Human Resources Associate to review and sign a new job description.
g. Employees injured on the job and cleared to return to work by both occupational health and the assigned workers’ compensation provider will be provided a position that accommodates their restrictions (if any).
h. Staff members on light duty as part of a Workers’ Compensation claim will receive their regular and customary rate until such time as the occupational health/worker’s compensation physician provides a written notice allowing the employee to return to regular duty.
i. Staff member’s injured at work and placed on light duty due to their need for a surgery, will be encouraged to have the surgery as soon as possible in order to support the needs of the organization. In these instances, the staff member must provide Human Resources with the healthcare plan outlining the anticipated date of surgery by the doctor.
B. Injury sustained outside of work:
a. Employees who are injured or placed on light duty due to a medical condition unrelated to the workplace will be required to present a doctor’s note or FMLA paperwork to Human Resources.
b. Human Resources will assess the documentation to see if they can complete the essential job duties for the position for which they were hired with an accommodation
c. If the employee’s primary job duties can be completed, the employee and the employee’s physician must complete a Request for Accommodation form
d. The form(s) must be submitted to Human Resources in a timely manner.
e. The Human Resources Officer will approve or deny the requested accommodation.
f. If the employee cannot complete the essential job functions of the position, the organization will not create a new position in order to support the reasonable accommodation.
C. If an employee is injured outside of the workplace or is off due to surgery or a mental health related concern they will be required to utilize the remainder of their PTO until such time as they return to work in full capacity or run out of PTO. Employees may have the option of utilizing short-term disability during this period.
REFERENCECODE: HR- 126 - GJR
TITLE: Return to Work Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 6/26/2024
HR-126-GJR - Return to Work Policy
It is the policy of this agency to provide employees who have been on leave due to a workplace injury and who are eligible for workers’ compensation the opportunity to return to work as soon as possible, even in a modified duty capacity
REFERENCECODE: HR- 127-DA - GJR
TITLE: Employee Relapse Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 4/1/2021
HR-127-DA-GJR - Employee Substance Use/Relapse Policy
It is the policy of this agency to discipline non-recovery employees who abuse alcohol and other drugs. (Please refer to the Employee Handbook for information on absence of leave from employment.)
REFERENCECODE: HR- 127-001-DA - GJR
TITLE: Employee Substance Use at Work Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/3/2020
HR-127-001-DA-GJR - Employee Substance Use at Work Procedures
A. Whenever employees are working, operating George Junior Republic vehicles, are present on George Junior Republic premises or are conducting company-related work offsite, they are prohibited from:
1. Using, possessing, buying, selling, manufacturing or dispensing an illegal drug (to include possession of drug paraphernalia).
2. Being under the influence an illegal drug as defined in this policy.
B. The presence of any detectable amount of any illegal drug, illegal controlled substance or alcohol in an employee’s body system, while performing company business or while in a company facility, is prohibited.
REFERENCECODE: HR- 127-002-DA - GJR
TITLE: Employee Substance Use and/or Possession Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-127-002-GJR - Employee Substance Use and/or Possession Procedures
A. George Junior Republic prohibits employees from possession or use of illegal substances (to include alcohol) in the workplace or while working on behalf of George Junior Republic. The following substance use procedures apply:
1. Alcohol and illicit drugs of any type are not permitted at any time at the facility
2. Staff cannot drink alcohol and/or use illicit drugs, then return to the campus with alcohol and/or drugs in their system even when off duty.
3. The agency will conduct the following drugs tests:
a. Drug screening as part of the new employee physical
b. Drug screening of all employees as part of their regularly scheduled biennial physical.
c. Random tests when there is reasonable suspicion for drug and alcohol use and/or on a quarterly basis.
4. Illicit drugs are any of the following:
a. Drugs that cannot be legally obtained.
b. Drugs that have been legally obtained or prescribed, but are not being used for prescribed purposes or in the prescribed manner.
c. Drugs that are being used in larger doses than prescribed.
d. Drugs that have been prescribed for another person.
5. Employee discipline and/or termination will occur based on the presenting situation.
B. Applicants who refuse to cooperate in a drug test or who test positive will not be hired and will not be allowed to reapply/retest in the future.
C. Employees who refuse to cooperate in required tests or who use, possess, buy, sell, manufacture or dispense an illegal drug will be terminated.
D. If the employee refuses to be tested, yet the company believes he or she is impaired, under no circumstances will the employee be allowed to drive himself or herself home.
E. Employees who test positive, or otherwise violate this procedure, will be subject to discipline, up to and including termination. Depending on the circumstances, the employee’s work history/record and any state law requirements, George Junior Republic may offer an employee who violates this procedure or tests positive the opportunity to return to work on a last-chance basis (Second Chance Policy). This will be based on mutually agreeable terms, which could include follow-up drug testing at times and frequencies determined by George Junior Republic for a minimum of one year but not more than two years as well as a waiver of the right to contest any termination resulting from a subsequent positive test. If the employee does not complete either the rehabilitation program or tests positive after completing the rehabilitation program, the employee will be immediately discharged from employment.
REFERENCECODE: HR- 127-003-DA - GJR
TITLE: Reasonable Suspicion of Substance Use Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/24/2023
HR-127-003-GJR – Reasonable Suspicion of Substance Use Procedures
Employees are subject to testing based on (but not limited to) observations by a staff member of apparent workplace substance use, possession or impairment. Human Resources must be consulted before sending an employee for testing. Prior to sending a staff member for testing, there must be suspicion they are under the influence of illegal drugs or alcohol. Examples include:
A. Odors (smell of alcohol, body odor or urine).
B. Movements (unsteady, fidgety, dizzy).
C. Eyes (dilated, constricted or watery eyes, or involuntary eye movements).
D. Face (flushed, sweating, confused or blank look).
E. Speech (slurred, slow, distracted mid-thought, inability to verbalize thoughts).
F. Emotions (argumentative, agitated, irritable, drowsy).
G. Actions (yawning, twitching).
H. Inactions (sleeping, unconscious, no reaction to questions).
When there is reasonable suspicion presented and testing is warranted, the supervisor and/or Human Resources will meet with the employee to explain the observations and the requirement to undergo a drug and/or alcohol test immediately. Refusal by an employee will be treated as a positive drug test result and will result in immediate termination of employment
Under no circumstances will the employee be allowed to drive themselves to the testing facility. A Campus Supervisor or designee must transport the employee to AHN Grove City for testing. GJR in IN and PAC employees will be directed to go to a local Urgent Care or similar clinic.
REFERENCECODE: HR- 127-004-DA - GJR
TITLE: Employee Assistance for Substance Use Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/3/2020
HR-127-004-GJR – Employee Assistance for Substance Use Procedures
George Junior Republic and Affiliates will assist and support employees who voluntarily seek help for drug or alcohol problems before becoming subject to discipline or termination under this or other policies.
A. Employees should report to work fit for duty and free of any adverse effects of illegal drugs or alcohol.
B. Such employees will be allowed to use accrued paid time off, placed on leaves of absence, referred to treatment providers, and/or otherwise accommodated as required by law.
C. Employees disclosing a substance use/abuse issue to Human Resources may be required to document they are successfully following prescribed treatment. Additionally, the employee may be required to take and pass follow-up tests if they hold jobs that are safety-sensitive or require driving, or if they have violated this policy previously.
D. Once a drug test has been initiated under this procedure, the employee will have forfeited the opportunity to be granted a leave of absence for treatment, and will face possible discipline, up to and including discharge.
E. This policy does not prohibit employees from the lawful use and possession of prescribed medications.
1. Employees must consult with their doctor about the prescribed effect of the medication as related to their ability to be fit for duty and work safely.
2. All work restrictions must be promptly disclosed to Human Resources.
REFERENCECODE: HR- 127-005-DA - GJR
TITLE: Substance Use Inspections Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-127-005-GJR –Substance Use Inspections Procedures
A. George Junior Republic reserves the right to inspect all portions of its premises for drugs, alcohol or other contraband
B. All employees, contractors, and visitors may be asked to cooperate in inspections of their persons, work areas and property that might conceal a drug, alcohol or other contraband.
C. Employees who possess such contraband or refuse to cooperate in such inspections are subject to appropriate discipline, up to and including discharge.
REFERENCECODE: HR- 129 - GJR
TITLE: Family and Medical Leave Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-129-GJR - Family and Medical Leave Policy
It is the policy of this agency to provide eligible employees Family and Medical Leave Act benefits.
REFERENCECODE: HR- 129-001 - GJR
TITLE: Family and Medical Leave Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-129-001-GJR - Family and Medical Leave Procedures
A. George Junior Republic will follow Family and Medical Leave policies and procedures as outlined by the United States Department of Labor.
B. An eligible employee is entitled to a maximum of 12 workweeks of unpaid Family and Medical Leave (FMLA) during a 12-month rolling period in accordance with the Family and Medical Leave Act of 1993 to accommodate the following circumstances:
1. The birth of a child of the employee.
2. The placement of a child with the employee for adoption or foster care.
3. To care for a spouse, parent, or child of the employee if the spouse, parent, or child has a serious health condition.
4. The employee’s own serious health condition that makes the employee unable to perform the functions of his/her position.
C. An eligible employee who is a covered service member’s spouse, child, parent, or next of kin may also take up to 26 weeks of FMLA in a single 12-month rolling period to care for the service member with a serious injury or illness.
D. In the case of the birth or placement of a child for adoption or foster care, the entitlement to the leave expires at the end of the 12-month period beginning on the date of the birth, adoption, or placement of the child.
E. If GJR and Affiliates employs both spouses, the aggregate number of workweeks of leave to which the two employees are entitled to in these instances is 12 workweeks within a rolling year.
F. A serious health condition is defined as an illness, injury, impairment, or physical or mental condition that involves:
1. A period of incapacity or treatment in connection with inpatient care in a hospital, hospice, or residential medical care facility.
2. A period of incapacity requiring absence from work for more than three days combined with continuing treatment by a healthcare provider.
3. Continuing treatment of a chronic or long-term condition which:
a. Is incurable.
b. Would likely result in a more than three-day period of incapacity if left untreated.
G. Family Medical Leave is not intended to cover short-term conditions for which treatment and recovery are brief.
H. An employee who has completed one year of service and who has performed at least 1,250 hours of service in the 12-month period preceding the commencement of the leave is eligible for Family Medical Leave.
I. When it is medically necessary or otherwise permitted, employees may take leave intermittently or on a reduced schedule. However, if Family Medical Leave is needed for the birth or placement of a child for adoption or foster care, the leave may not be taken intermittently.
J. The employee must notify the Human Resources Officer and their supervisor at least 30 days before the leave commences.
1. If advanced notice is not possible or if an emergency prevents the employee from providing notice, the employee must notify the Human Resources Officer as soon as practical in writing.
2. Written notice of the Family Medical Leave is required unless the situation dictates that this is impossible.
K. In the event of a serious health condition, an employee must provide certification (and if necessary, recertification) from the employee, spouse, child, or parent healthcare provider which outlines the diagnosis, the date on which the illness began, and the possible duration of the condition.
1. If the certification is not complete, written notice, requiring the employee to provide additional information may be necessary.
L. If the leave request is based on the care of a spouse, child, or parent, a statement that the employee is needed to provide the care and an estimate of the duration of the needed care is required (Certification from Healthcare Provider).
M. If the leave is based on the employee’s own serious health condition, a statement that the employee is unable to perform his/her job is required.
N. If the leave is taken intermittently or at a reduced schedule for a planned medical treatment, a statement, which outlines the dates of the treatment to be given and the duration of the treatment, is required.
O. Employees must inform Human Resources if the need for leave is for a reason for which Family Medical Leave was previously taken or certified.
P. GJR in PA may require, at its expense, that the employee obtain a second or third opinion of a healthcare provider.
Q. A Fitness for Duty report for a return to work may also be required.
R. The healthcare and life Insurance coverages will continue throughout the Family Medical Leave.
S. Employee contribution rates for benefits remain the same as those of a similarly situated active employee.
T. While an employee is on leave, it is his/her responsibility to continue paying for all benefit contributions. Payment for medical benefits is due by the 20th of each month and a check should be mailed and payable to Human Resources for the amount due.
U. FMLA runs concurrently with the use of PTO days.
V. Upon timely return from the Family Medical Leave, most employees will return to either their original position or/an equivalent position with equivalent pay, benefits, etc., assuming the employee is able to perform the essential functions of the position.
W. Once Human Resources determines that the employee’s need for leave is covered by the FMLA, it will notify the employee of eligibility for Family Medical Leave and provide a notice of rights and responsibilities under the FMLA. If the employee is not eligible, Human Resources will provide a reason.
REFERENCECODE: HR- 130 - GJR
TITLE: Military Leave of Absence Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-130-GJR - Military Leave of Absence Policy
It is the policy of this agency to grant uniform service leave as required by law and to provide benefits to employees granted such leave from the company.
REFERENCECODE: HR- 130-001 - GJR
TITLE: Military Leave of Absence Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-130-001-GJR - Military Leave of Absence Procedures
A. GJR grants uniform service leave as required by the law and to provide benefits to employees granted such leaves from the company.
1. A short-term leave will be granted to a member of a military reserve.
2. A leave of absence will be granted for active duty service.
B. A military leave of absence is not a paid leave.
1. Employees will be required to take the leave without pay unless they elect to use vacation time.
C. Employees must inform their supervisor and the Human Resources Officer upon notification of being called for active duty.
D. Employees will be required to pay for benefits if their leave of absence is unpaid.
E. Exempt employees fulfilling military duties who are in the Reserves, must work with Human Resources to determine the amount of unpaid compensation related to days in training for days off during a single workweek.
REFERENCECODE: HR- 131 - GJR
TITLE: Bereavement Leave Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-131-GJR - Bereavement Leave Policy
It is the policy of this agency to provide paid time off for bereavement purposes.
REFERENCECODE: HR- 131-001 - GJR
TITLE: Bereavement Leave Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-131-001-GJR - Bereavement Leave Procedures
A. Upon the death of a member of the immediate family, full-time employees are eligible for up to three days of paid time off for bereavement purposes.
1. For the purposes of this benefit, an immediate family member is defined as: spouse, father, mother, brother, sister, children, and stepfamily members (to include mother, father, brother, sister, and children).
B. Two days will be granted for the following:
1. In-laws (to include mother, father, brother, sister, son, and daughter), grandparents, or grandchildren, nephews, nieces, aunts, uncles.
C. Staff members interested in taking additional days off must use approved paid time off.
D. Employees will enter Bereavement leave in ADP.
E. Employees are required to provide Human Resources with documentation prior to the leave being granted. Failure to provide documentation will result in unapproved time off.
F. Documentation may include an obituary, prayer card, or church announcement.
G. The supervisor must make accommodations for bereavement leave.
REFERENCECODE: HR- 132 - GJR
TITLE: Jury and Court Duty Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-132-GJR - Jury and Court Duty Policy
It is the policy of this agency to provide an employee their normal compensation for jury or court duty provided they are not the plaintiff or the defendant in the case.
REFERENCECODE: HR- 132-001 - GJR
TITLE: Jury and Court Duty Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-132-001-GJR - Jury and Court Duty Procedures
A. If called to jury duty or to appear in court, as a subpoenaed witness in a case in which the employee is neither the plaintiff nor the defendant, the employee will receive his/her normal pay per day less the amount compensated by the court.
B. To receive payment for the jury time, the employee must enter jury duty in ADP and submit proof to the Human Resources Officer.
REFERENCECODE: HR- 133 - GJR
TITLE: Insurance Benefits Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-133-GJR - Insurance Benefits Policy
It is the policy of the agency to provide insurance as well as voluntary optional benefits to full time employees.
REFERENCECODE: HR- 133-001 - GJR
TITLE: Insurance Benefits Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-133-001-GJR - Insurance Benefits Procedures
A. George Junior Republic will assess benefit offerings at least annually.
B. Changes to benefit offerings will be communicated to employees in a timely manner as required by law.
C. Benefit changes may occur outside of open enrollment. Beginning in open enrollment and continuing throughout the year, employees will have access to a Benefits Book posted on the intranet. Employees interested in a printed copy may download a copy from the intranet or request a copy from Human Resources.
D. Basic Benefits Offered
1. Healthcare Insurance
a.GJR provides a group healthcare plan to each full-time employee working 32 or more hours and to employees and dependents up to age 26 at the employee’s discretion and expense.
b.A full-time employee eligible for healthcare coverage may elect to waive enrollment in the healthcare plan and in doing so may receive a percentage of the cost of coverage in the form of compensation. This compensation is subject to the standard deductions.
c. If the employee is the spouse, parent, or child of another employee who is covered by a family or dependent plan through GJR, they will not receive the waiver election.
d.The date of healthcare coverage or waiver compensation is the first of the month following sixty days of employment. As an example, an employee hired on August 16 will be eligible on November 1.
2. Dental and Vision Insurance
a.GJR provides dental insurance requiring that each full-time employee who wishes to enroll in the program pay at his/her discretion and expense.
b.Dental insurance becomes effective the first day of the month following sixty days of employment.
3. COBRA (Consolidate Omnibus Act)
a.As provided for by the Consolidated Omnibus Act (COBRA), a terminated employee may continue healthcare coverage by paying 102% of the premium cost to the COBRA administrator.
4. Long-Term Disability Insurance (See annual Benefit Book for more information)
5. Short-Term Disability Insurance (See annual Benefit Book for more information)
6. Life Insurance
a.Each full-time employee is auto-enrolled for a group term life insurance policy after 30 days from the date of hire for 1½ times the employee’s base salary.
b.These policies are fully paid by GJR, at no cost is assessed to the employee.
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c. The life insurance policy is strictly a term life policy and remains in effect while the person is an active employee of GJR.
7. Voluntary Benefits
a.Optional benefits at the employee’s expense are available upon hire and once a year during open enrollment before the start of a new calendar year.
8. Changes to Benefit Plans and Options: All above noted benefits are subject to change based on the employer’s discretion. For the most up to date insurance information, employees should review the benefit information posted on the intranet and the monthly HR Newsletter.
REFERENCECODE: HR- 133-002 - GJR
TITLE: Workers’ Compensation Insurance Benefits Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 7/11/2024
DATEREVISED: 7/11/2024
HR-133-002-GJR – Workers’ Compensation Insurance Benefits Procedures
Workers’ Compensation Insurance:
A. GJR provides each employee with workers’ compensation insurance for injuries on the job.
B. Staff members incurring workplace injuries must report any injury to their supervisor and Human Resources immediately if possible, or within 24 hours.
C. Minor Injuries: Injuries received on the job that are minimal in nature and can be handled through the use of a basic first aid kit (i.e. minor scrapes and bruises) should be handled in the unit/cottage/worksite
D. Other Injuries:
1. GJR in PA on-campus:
a. Injuries received on the job resulting in bodily trauma, sprains, falls, or other significant injuries must be reported immediately to the Campus Supervisor and Human Resources. In these instances, staff members are responsible for the following:
i. The staff member must contact Human Resources or (if outside of business hours) the Campus Supervisor, x7003.
ii. If the injury occurs at a time when occupational health is on-site, the staff member must contact Human Resources in order to be added to the occupational health schedule. The injured staff member will be seen the same day at the Wellness Center
b.In all other cases, the staff member must report to the Allegheny Health Network Grove City (AHN GC) Emergency Room, located at 631 N. Broad Street Extension, Grove City, PA 16127. The staff must identify themselves as a George Junior Republic in Pennsylvania employee. In these instances, the Campus Supervisor will be required to assist with travel arrangements to the hospital.
c. If the injury is significant in nature, 911 must be notified first and immediately.
2. GJR in Indiana and Preventative Aftercare Employees:
a. Employees should immediately notify their supervisor and Human Resources. i. If after normal business hours, employees must contact the Human Resources Officer at 724-967-2386.
ii. Employees should seek immediate medical attention at a local community urgent care clinic or emergency room. 911 or another designated emergency number must be contacted when life threatening injuries occur.
3. In all cases, the employee is responsible for completing/signing four forms:
a. First Report of Occupational Injury,
b. Injury Registration Form,
c. Workers’ Compensation Medical Report form, and d. Workers’ Compensation Employee Notification form. These forms are located in both Human Resources and at Health Services.
i. Employees are responsible for submitting the forms to Human Resources.
ii. All employees injured on the job are required to report the injury to Human Resources and follow-up with occupational health or AHN GC within 24 hours of the injury.
iii. Human Resources will serve as the liaison between Workers’ Compensation and the organization.
iv. All injured employees must be seen by occupational health prior to returning to work in a full or light duty capacity.
E. If the employee injury results in lost time, the employee must seek treatment from one of GJR’s approved physicians for the first 90 days.
F. Above all, the employee is not to self-treat. Prompt, professional care is the best remedy for the employee’s recovery.
G. Employees may not be covered for time lost if they do not follow the outlined procedure.
REFERENCECODE: HR- 133-003 - GJR
TITLE: Unemployment Insurance Benefits Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 7/11/2024
DATEREVISED: 7/11/2024
HR-133-003-GJR – Unemployment Insurance Benefits Procedures
Unemployment Compensation:
1. GJR employees are covered by unemployment compensation.
2. Employees may obtain full information from the local Office of Unemployment Compensation regarding this insurance.
3. Employees whose job duties have been decreased due to a variety of reasons, including, but not limited to natural disasters or other environmental circumstances may be offered alternative positions on campus.
4. Human Resources manages unemployment claims and represents the employer at unemployment hearings.
REFERENCECODE: HR- 134- GJR
TITLE: Retirement Plan Benefits Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-134-GJR - Retirement Plan Benefits Policy
It is the policy of this agency to provide retirement plan benefits.
REFERENCECODE: HR- 134-001 - GJR
TITLE: Retirement Plan Benefits Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-134-001-GJR - Retirement Plan Benefits Procedures
A. Full-time employees at least 21 years of age are eligible to enroll in a retirement plan upon hire.
B. GJR in PA will provide an employee match which will go into effect either January 1 or July 1 and upon reaching 12 consecutive months of employment for an employee who has worked over one thousand hours a year and is at least 21 years of age.
C. The retirement plan is a shared contribution plan that requires the voluntary participation of the employee.
D. Employee matches work as follows:
1. GJR in PA will match 100% of the first 6% of pay contributed.
2. After 10 years, GJR in PA will match 150% of the first 6% of pay contributed.
3. Employee may choose to contribute up to the IRS maximum allowable amount.
4. Employee is always 100% vested in the contributions he/she makes.
5. The GJR in PA match is vested as follows:
a. Less than 2 years of service
b. 2 years but less than 3
c. 3 years but less than 4
d. 4 years but less than 5
e. 5 years but less than 6
f. 6 years or more
E. A Section 403(b) tax-deferred annuity
1. Available to employees upon hire.
2. GJR in PA does not provide a company match.
F. Subject to Change: This benefit is subject to change based on the employer’s discretion. It is the responsibility of Human Resources to notify employees of all plan changes in a timely manner/as required by law.
G. Employees should follow the most recent Summary Plan Description.
REFERENCECODE: HR- 134-002 - GJR
TITLE: Retirement Planning and Benefits Closure Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/1/2020
DATEREVISED: 7/11/2024
HR-134-002-GJR - Retirement Planning and Benefits Closure Procedures
A. Any employee wishing to retire must submit a resignation letter providing the proper notice as defined in the Resignation of Employment policy and procedure.
B. Medical, Dental and Vision coverage elected will terminate the end of the month they retire. Employees with tenure longer than 30 years are eligible to receive insurance as long as they are 60 years of age up and until they turn 65. Eligible employees must pay the current and defined insurance rate. This benefit will continue based on the discretion of the employer. Employees hired after 1/1/2025 will no longer be eligible for this benefit.
C. Life, AD&D and LTD insurance policies terminate the date you last are employed.
D. All employees retiring will be offered COBRA at the established COBRA rate for any medical, vision, dental insurance options they were enrolled in at the time of separation.
E. Employees retiring will be paid out the amount of available PTO accrued.
F. Participants in the defined retirement plan(s) will need to contact the retirement plan coordinator.
G. Employees will be required to return all agency property at the time of their retirement back to the agency. Including but not limited to agency keys, employee identification badges, etc.
H. An appointment with Human Resources will be scheduled to review your remaining benefits prior to retirement.
REFERENCECODE: HR- 135 - GJR
TITLE: Work-Related Accidents or Injuries Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 8/6/2020
DATEREVISED: 4/1/2021
HR-135-GJR - Work-Related Accidents or Injuries Policy
It is the policy of the agency to make a timely report to the Occupational Safety and Health Administration (OSHA) of all employee workplace injuries according to regulations and to cover injuries with Workers’ Compensation that are sustained by employees while in the performance of their work
REFERENCECODE: HR- 135-001 - GJR
TITLE: OSHA Reporting Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 3/8/2021
DATEREVISED: 7/11/2024
HR-135-001-GJR – OSHA Reporting Procedures
A. Employees are required to report general workplace injuries to Human Resources within 24 hours of the accident. However, the following must be reported immediately: fatalities, inpatient hospitalizations, amputations, and the loss of an eye(s).
B. Failure to make a timely report of injuries may result in the denial of workers’ compensation benefits.
C. Human Resources must report employee inpatient hospitalizations, amputations, and the loss of an eye(s) within 24 hours to a local OSHA office.
D. If the workplace injury sustained results in an inpatient hospitalization, amputation, and/or the loss of an eye(s), one of the following action steps must be taken by Human Resources within 24 hours. An employee fatality must be reported within 8 hours by one of the following:
1. Call the 24-hour OSHA hotline at 1-800-321-OSHA (1-800-321-6742)
2. Call the nearest area office during normal business hours
U.S. Department of Labor
Occupational and Safety and Health Administration 5473 Village Common Drive Suite 209 Erie, PA 16506
814-874-5150 (phone)
814-874-5151 (fax)
3. Report online at www.osha.gov/report_online
E. In accordance with Section 11(C) of the OSH Act, employees will not be discharged or otherwise retaliated against when exercising their right to make health and safety complaints.
REFERENCECODE: HR- 136 - GJR
TITLE: Tuition Reimbursement Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-136-GJR - Tuition Reimbursement Policy
It is the policy of this agency to offer and provide eligible employees tuition reimbursement for approved programs.
HR-136-001-GJR
REFERENCECODE: HR- 136-001 - GJR
TITLE: Tuition Reimbursement and Clinical Supervision Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/1/2020
DATEREVISED: 7/11/2024
- Tuition Reimbursement and Clinical Supervision Procedures
A. Employees interested in applying for funding to offset the cost of a new/additional degree and/or employees interested in receiving GJR funded clinical supervision must complete the Tuition Reimbursement or Clinical Supervision Agreement.
B. The employee and their supervisor must sign the application.
C. Human Resources, in conjunction with the Chief Executive Officer, and the appropriate supervisor will review each request.
D. Requests will be approved based on the availability of funds.
E. Employees receiving reimbursement are required to maintain their employment with George Junior Republic for 24 months after completing their academics. Failure to do so will result in a payback to the organization of the tuition paid by George Junior Republic.
F. Employees are required to have a 3.0 GPA per class and major in order to receive reimbursement.
G. Maximum reimbursement per Fiscal Year is $5,250.
H. The application period is outlined on the Tuition Reimbursement Agreement and is subject to change.
I. Employees will be notified of the decision made by Human Resources.
J. Employees are responsible for paying for the cost of the class first. Once they submit their bill and transcripts, they will receive reimbursement for the class, not the additional fees/books.
K. Employees are required to sign the Education Payment document attesting to the procedures and their responsibility as part of the agreement.
L. GJR in Indiana employees who were previously approved to receive student loan repayment assistance will continue to be reimbursed until such time as the CEO, CFO, and Human Resources Officer determine the program will cease. This program will be reviewed on an annual basis.
M. Subject to Change: This procedure is subject to change at any time and is dependent on organizational funding.
REFERENCECODE: HR- 137 - GJR
TITLE: Recruitment Bonus Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/29/2021
DATEREVISED: 9/29/2021
HR-137-GJR - Recruitment Bonus Policy
It is the policy of the agency to provide employees a bonus for successfully recruiting an employee who is hired to work at the organization. The bonus will be given at one or more designated intervals during the new employee’s first year of employment.
REFERENCECODE: HR- 138 - GJR
TITLE: Accessibility Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 1/8/2020
DATEREVISED: 9/29/2021
HR-138-GJR - Accessibility Policy
To ensure equal employment opportunities to qualified individuals with a disability, it is the policy of George Junior Republic and Affiliates to make reasonable accommodations for the known disability of an otherwise qualified individual (based on the requirements of the Americans with Disabilities Act), unless undue hardship on the operation of the organization would result.
REFERENCECODE: HR- 138-001 - GJR
TITLE: Accessibility Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-138-001-GJR - Accessibility Procedures
A. George Junior Republic maintains an Accessibility Plan.
B. The plan is updated on an annual regular basis.
C. Accessibility accommodations may include but are not limited to:
1. Physical changes, i.e., modifying a restroom, modifying a work space.
2. Assistive technologies, i.e., screen reader software.
3. Allowing an employee to bring an animal for assistance, e.g., a service dog.
4. Modifying work place rules, e.g., allowing for snack breaks for someone who has diabetes.
D. It is the responsibility of the applicant or employee to request an accommodation through Human Resources.
E. The employee will be responsible for completing the Accommodation Request Form. The employee's physician will be required to review the document for accuracy and sign and date the form Approval of the accommodation will be provided to the employee in writing.
F. The employee and the Human Resources Officer will sign off on the accommodation. The document will highlight the anticipated length of the accommodation and the Human Resources Officer will work with the employee and the supervisor to support the accommodation if the organization is able to do so.
G. GJR is under no obligation to accommodate an employee who cannot complete their essential job functions, unless the accommodation relates to a workplace injury.
H. The organization will follow all applicable laws and the Americans with Disabilities Act.
REFERENCECODE: HR- 139 - GJR
TITLE: Volunteers/Internships/Practicum Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-139-GJR - Volunteers/Internships/Practicum Policy
It is the policy of the agency to provide opportunities to individuals seeking internships, practicum experience, and volunteer assignments.
REFERENCECODE: HR- 139-001 - GJR
TITLE: Volunteers, Internships, and Practicum Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-139-001-GJR - Volunteers, Internships, and Practicum Procedures
A. Volunteers
1. Volunteers must be referred to Human Resources.
2. Human Resources will assess the interest of the volunteer and assess volunteer opportunities aligned with the interests presented.
3. Volunteers are required to complete an application and all associated clearances and tests, as outlined in the Volunteer Orientation Packet.
4. Staff Development, a designated administrator, or a member of Human Resources is responsible for orienting and training all volunteers
5. It is the responsibility of the supervisor of the department where the volunteer is placed to provide supervision and oversight of the volunteer.
B. Bachelor’s Level Interns
1. Human Resources serves as the lead in accessing and organizing student internships.
2. Interns are required to complete the following: a physical, drug screen, TB test (LTSR), Hepatitis B screen (LTSR), all applicable clearances, background checks, and be free from communicable diseases.
3. Human Resources will work with various departments and across affiliates to make certain the intern is appropriately placed.
4. It is the responsibility of the departmental supervisor to provide oversight of the intern and to work with the applicable university/college in making certain the intern completes all requirements of the internship. The supervisor must submit supervision documentation to Human Resources.
C. Bachelor’s Level Practicum Student
1. Human Resources is responsible for working with college students interested in completing observation hours on campus.
2. Typically, observation hours are limited in scope (1-3 hours) and are spent with a departmental manager or supervisor.
3. In these circumstances, Human Resources will work with the student in identifying the appropriate department for observation and arrange a time for the supervisor to meet with the student.
4. The practicum student will always be placed with a fully trained staff member and will never work alone with persons served.
D. Master’s Level Intern/Practicum – GJR in PA
1. Initial contact will be made to Human Resources to express interest in completing hours at George Junior Republic in PA. If the student is continuing their internship from a practicum experience at George Junior Republic in PA, no additional steps need to be taken and they will continue with their previously assigned duties.
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2. Human Resources will communicate with the Campus Director or designee regarding those students interested in completing a clinical practicum or internship.
3. The Campus Director or designee will conduct an interview to determine suitability of the student for GJR in PA.
4. Students are required to complete a physical, drug screen, and all applicable clearances and background checks. If the student is a returning intern, they will not need to repeat this step. Students wanting to work in the LTSR must also complete a TB and Hepatitis B screening. Documentation regarding these requirements will be provided to the HR department.
5. Students must complete training in SCM escape techniques, compliance, and PREA. Students will complete only SCM escape techniques. The student must also have an active CPSL certification.
6. The Campus Director or designee will place the student with an appropriate supervisor.
7. It is the responsibility of the practicum/internship supervisor to provide oversight of the student and to work with the applicable university/college in making certain the student completes all requirements of the practicum or internship.
8. Practicum/internship students must remain in the office setting for therapy with the person served unless otherwise approved by the internship supervisor.
9. For the first four weeks of a practicum, students will engage in observations of sessions directly with a Master’s level employee. This will also occur for Master’s level intern students if they did not complete their practicum at this facility. They will not provide services on their own until their skills have been assessed with their practicum supervisor to determine competency.
10. Upon completion of the practicum and/or internship, the practicum/internship supervisor will be responsible for notifying the Clinical Director that the student is done.
E. Human Resources will maintain all applicable documents for volunteers, interns and practicum students.
F. Prior to an internship or practicum, the organization must have a signed affiliation agreement with the college/university.
G. The site supervisor is responsible for providing oversight of the intern. University/college required documentation must be provided to the placing school and Human Resources for the intern’s file.
GJR in Indiana:
1. The organization supports both master’s and bachelor’s level interns who are eligible to complete billable hours.
2. Interns will be paid for billable hours only.
3. Billable hours will be paid based on agreed upon hourly wages.
4. Billable hours are monitored by the site supervisor.
PAC:
1. The organization will support interns as deemed appropriate by the organization.
2. PAC will assess the feasibility of an internship in conjunction with Human Resources.
REFERENCECODE: HR- 139-002 - GJR
TITLE: Employees Completing Internships Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/3/2020
HR-139-002-GJR - Employees Completing Internships Procedures
Employees of the agency who are completing educational internships will need to provide documentation/verification that the person supervising their internship meets the requirements outlined in their school internship guidelines.
Employees are required to complete internship requirements outside of the scope of their typical workweek.
REFERENCECODE: HR- 140 - GJR
TITLE: Employment of Persons Served Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-140-GJR - Employment of Persons Served Policy
It is the policy of George Junior Republic to not hire persons served as employees of the organization.
REFERENCECODE: HR- 141 - GJR
TITLE: Code of Conduct Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-141-GJR - Code of Conduct Policy
It is the policy of the agency to clearly define and enforce a Code of Conduct for employees. Upon hire, employees are required to read, sign, and date the organization’s Code of Conduct.
REFERENCECODE: HR- 141-001 - GJR
TITLE: Abuse Risk Management Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/3/2020
HR-141-001-GJR - Abuse Risk Management Procedures
A. The agency employees must interact with others in an appropriate way to maintain an abuse-free organization for both persons served and employees. Appropriate verbal and physical interactions create an abuse-free environment. Inappropriate interactions will not be tolerated. Examples of each are listed below:
1. Appropriate Verbal Interactions:
a. Positive reinforcement (you have earned positive points for your behavior).
b. Appropriate jokes.
c. Encouragement.
d. Praise (saying good job, you handled yourself well, etc.).
2. Inappropriate Verbal Interactions:
a. Name-calling.
b. Discussing sexual encounters or in any way involving persons served.
c. The personal problems or issues of employees.
d. Telling secrets.
e. Cursing.
f. Telling off color or sexualized jokes.
g. Shaming.
h. Belittling.
i. Using harsh language that may frighten, threaten, or humiliate a person served.
j. Making derogatory remarks about another employee, a person served or about the family of a person served.
k. Sarcasm.
l. Yelling or shouting.
3. Appropriate Displays of Affection:
a. Pats on the shoulder or back.
b. Handshakes.
c. “High-fives” and hand slapping.
d. Verbal praise.
e. Pats on the head when culturally appropriate.
f. Touching shoulders and arms.
4. Inappropriate Displays of Affection:
a. Full frontal hugs.
b. Kissing
c. Touching bottoms, chests, or genital areas
d. Showing affection when in isolated areas of the building, such as closets, employee-only areas, or other private rooms
e. Employees sleeping or lying on bed or couch with a person served
f. Touching knees or legs
g. Wrestling with persons served
h. Piggyback rides
i. Tickling
j. Allowing a person served to cling to an employee’s leg
k. Any type of massage given by a person served to an employee
l. Any type of massage given by an employee to a person served.
m. Any form of affection that is unwanted by the person served or the employee.
n. Compliments that relate to the physique or body development
B. When One Person Served is Alone with One Employee with the exception of Individual Therapy:
1. Document any unusual incident, including but not limited to disclosures of abuse or maltreatment, behavior problems and how they were handled, injuries, or any interactions that might be misinterpreted.
2. Leave the door open or move to an area that can be easily observed by others in passing.
3. Meet in a public location where informal monitoring is possible.
4. Inform other employees (i.e., supervisors, other employees,) that you are alone with one person served.
5. Ask other employees to randomly drop in.
C. Reports regarding an employee’s inappropriate interaction with a person served must be documented on an incident report and reported immediately to a supervisor and Human Resources.
REFERENCECODE: HR- 141-002 - GJR
TITLE: Employee Conduct: Employee Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 11/2/2021
DATEREVISED: 7/11/2024
HR-141-002-GJR - Employee Conduct: Employee Procedures
It is the intent of George Junior Republic and Affiliates (GJR) to provide the highest quality services available to persons and families served. The commitment as an organization is to create an environment that is safe, nurturing, empowering, and promotes growth and success for the persons and families served who participate in the services. To clarify the vision on how this will be accomplished, the Ethical Code of Conduct outlines specific expectations of employees as we strive to accomplish the mission together.
1. Persons and families served will be treated at all times with respect and dignity regardless of race, culture, age, gender, sexual orientation or identity, religion, socioeconomic status, or language.
2. Employees will maintain strict confidentiality in regard to persons served and their families.
3. Employees will not use inappropriate language. Employees will not discuss with persons served their sexual encounters or in any way involve persons served in their personal problems or issues.
4. Employees will not use or be under the influence of alcohol or illegal drugs in the presence of persons served.
5. Employees will not have sexually oriented materials, including printed or internet pornography, bumper stickers, or clothing while in the presence of persons served.
6. Employees will not have secrets with persons served.
7. Employees will dress conservatively and avoid wearing provocative and revealing attire including midriffs, tank tops, halter tops, short shorts, or skirts. No sexual, drug, or alcohol slogans or messages may be worn on clothing.
8. Employees will not stare or comment on a person served or family member’s body.
9. Employees must not engage in any kind of physical affection with persons served.
10. Employees shall not abuse persons served in any way, including the following:
a. Physical abuse: hitting, spanking, shaking, slapping, unnecessary restraint
b. Verbal abuse: degrade, threaten, curse, call names
c. Sexual abuse: inappropriate touch, exposing oneself, sexually oriented conversations
d. Mental abuse: shaming, humiliation, cruelty
e. Neglect: withholding food, water or shelter
11. Employees will not give to or share with persons served any tobacco products or items considered contraband.
12. Employees will not give money to or exchange money with a person served or another employee, give gifts, receive gifts, or exchange gifts with persons served. They will not distribute or accept gratuities of any kind from persons served, family members of those served, and/or contractors or vendors while employed by the organization or its affiliates.
13. Employees will not sign George Junior Republic or Affiliate legal documents. Only the CEO (or designee) may sign legal documents.
14. Employees will report concerns or complaints about GJR employees or persons and/or families
served to a supervisor.
15. Employees will adhere to all GJR policies and procedures, laws, regulations, and accreditation standards in all areas of GJR business and marketing practices, contractual relationships, potential conflicts of interest, use of social media, and service delivery.
GJR employees may not be engaged in or convicted of child abuse, indecency with a child, or injury to a child. Any type of abuse will not be tolerated and may result in immediate dismissal. GJR will fully cooperate with authorities in investigations of any allegations of abuse.
Employees who in good faith suspect and report violations of the Ethical Code of Conduct or any area of organizational compliance will be protected from any form of retaliation and/or reprisal.
REFERENCECODE: HR- 141-003 - GJR
TITLE: Conduct: Volunteers/Contractors/Interns Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-141-003-GJR - Conduct: Volunteers/Contractors/Interns
It is the intent of George Junior Republic and Affiliates (GJR) to provide the highest quality services available to our persons and families served. Our commitment as an organization is to create an environment that is safe, nurturing, empowering, and promotes growth and success for the persons and families served who participate in our services. To clarify our vision on how this will be accomplished, the Ethical Code of Conduct outlines specific expectations of volunteers, Contractors, and interns as we strive to accomplish our mission together.
1. Persons and families served will be treated at all times with respect and dignity regardless of race, culture, age, gender, sexual orientation or identity, religion, socioeconomic status, or language.
2. Volunteers/Contractors/Interns will maintain strict confidentiality in regard to persons served and their families.
3. Volunteers/Contractors/Interns will not use inappropriate language.
4. Volunteers/Contractors/Interns will not discuss with persons served their sexual encounters or in any way involve persons served in their personal problems or issues.
5. Volunteers/Contractors/Interns will not use or be under the influence of alcohol or illegal drugs in the presence of persons served.
6. Volunteers/Contractors/Interns will not have sexually oriented materials, including printed or internet pornography, bumper stickers, or clothing, in the presence of persons served.
7. Volunteers/Contractors/Interns will not have secrets with persons served.
8. Volunteers/Contractors/Interns will dress conservatively and avoid wearing provocative and revealing attire including, midriffs, tank tops, halter tops, or short shorts or skirts. No sexual, drug, or alcohol slogans or messages may be worn on clothing.
9. Volunteers/Contractors/Interns will not stare or comment on a person served or family member’s body.
10. Volunteers/Contractors/Interns must not engage in any kind of physical affection with persons served
11. Volunteers/Contractors/Interns shall not abuse persons served in any way, including the following:
a. Physical abuse: hitting, spanking, shaking, slapping, unnecessary restraint
b. Verbal abuse: degrade, threaten, curse, call names
c. Sexual abuse: inappropriate touch, exposing oneself, sexually oriented conversations
d. Mental abuse: shaming, humiliation, cruelty
e. Neglect: withholding food, water, shelter
12. Volunteers/Contractors/Interns will not give to or share with persons served any tobacco products or items considered contraband.
13. Volunteers/Contractors/Interns will report concerns or complaints about GJR employees or
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persons served and/or families to a supervisor.
14. Volunteers/Contractors/Interns are required to follow the social media policies and procedures defined in the policy and procedure manual.
15. Volunteers/Contractors/Interns will not give money to or exchange money with a person served or another employee, give gifts, receive gifts, or exchange gifts with persons served. They will not distribute or accept gratuities of any kind from persons served, family members of those served, and/or employees while conducting business at or for the organization or its affiliates.
16. Volunteers/Contractors/Interns will not sign George Junior Republic or Affiliate legal documents. Only the CEO (or designee) may sign legal documents.
17. Volunteers/Contractors/Interns who may not have significant, prolonged, or isolated contact with persons served will be required to review PREA (Prison Rape Elimination Act) policies in written form and sign a written statement that they acknowledge GJR’s policy for zero tolerance of sexual abuse and sexual harassment and that they are required to report any incidents of sexual abuse or sexual harassment that they may have knowledge of.
Volunteers/Contractors/Interns who work at GJR may not be engaged in or convicted of child abuse, indecency with a child, or injury to a child. Any type of abuse will not be tolerated and may result in immediate dismissal. GJR will fully cooperate with authorities in investigations of any allegations of abuse.
Volunteers/Contractors/Interns who in good faith suspect and report violations of the Ethical Code of Conduct or any area of organizational compliance will be protected from any form of retaliation and/or reprisal.
REFERENCECODE: HR- 141-004 - GJR
TITLE: Smoking/Tobacco/Vaping Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-141-004-GJR - Smoking/Tobacco/Vaping Procedures
A. George Junior Republic enforces the state law(s) that prohibit persons served from buying or possessing tobacco products and prohibits adults from buying tobacco products for persons served.
B. Smoking is prohibited in all buildings and all George Junior Republic vehicles. Employees are not permitted to bring tobacco, lighter/matches, pipes, vapes, or other smoking paraphernalia into the residential buildings or facility vehicles even if they are kept in a locked area.
C. At no time are employees permitted to use tobacco products within sight of the person served
D. Employees may not smoke within the entrance or exit way of a residential building.
E. If employees use tobacco products outside the unit but on the premises of the facility, the employee must use an appropriate mechanism to extinguish and dispose of the tobacco.
F. George Junior Republic has a no-tobacco policy for persons served in placement. Persons served will not be allowed to smoke or use tobacco products of any kind. In addition, George Junior Republic does not sell tobacco on our campus.
G. Employees are not permitted to purchase or provide tobacco for persons served while in placement.
H. Employees should remind each parent or guardian that persons served may neither purchase nor be in possession of tobacco.
I. Employees are not permitted to use electronic cigarettes (e-cigarettes) of any kind or any other electronic vapor device within sight of the person served.
HR-141-005-GJR
REFERENCECODE: HR- 141-005 - GJR
TITLE: Professionalism and Appropriate Role Modeling Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/24/2023
- Professionalism and Appropriate Role Modeling Procedures
A. Employees will demonstrate the following behaviors in order to demonstrate professionalism, and serve as role models for both persons served and other employees:
1. Be brief and specific.
2. Be honest and truthful.
3. Be trustworthy.
4. Complete your work duties well and on time.
5. Show that you care and respect people from a different culture.
6. Respect people whose values and abilities are not the same as yours.
7. Communicate well with employees, persons served, families, placing agencies, and other professionals.
8. Make sure all information about persons served is kept confidential.
9. Be on time to work and appointments with persons served.
10. Make sure all paperwork is completed correctly and accurately and turned in on time.
11. Respond to requests (written, oral, e-mail, or telephone) in a timely fashion.
12. Respect persons in authority.
13. Always make decisions based upon the best interest of the person served and George Junior Republic
14. Identify to one’s supervisor any activity that is dangerous to the welfare of a person served, family or employee.
15. Comply with federal and state regulations, and George Junior Republic’s policies and procedures.
16. Resolve conflicts in a calm manner.
17. Display a positive attitude when receiving constructive criticism.
18. Use time efficiently.
19. Follow the dress code.
B. In conjunction with the professionalism components listed above, all employees must promote healthy professional and personal relationships through the following specific behaviors:
1. Use a calm and pleasant voice
2. Be concerned and genuine
3. Correct in a concerned way
4. Create a pleasant environment.
5. Treat others with dignity and respect.
6. Leave personal problems elsewhere.
7. Use the Motivational System as intended.
8. Keep the workplace neat and organized.
9. Be consistent in your tolerance level.
10. Encourage whenever possible.
11. Be a good listener
12. Follow policies and procedures
13. Be empathetic
14. Model the Three Basic Skills of following instructions, accepting “No” for an answer, and accepting negative criticism.
15. Project a positive attitude.
16. Be honest and polite.
17. Be fair and firm.
18. Empower rather than creating dependency.
19. Introduce yourself if you do not know someone.
C. Prohibited Behaviors
1. Talk about inappropriate subjects.
2. Shout or use profanity.
3. Take a person served or employee’s behavior personally. .
4. Participate in horseplay.
5. Make racial slurs or jokes.
6. Bully or berate others.
7. Take unfair advantage of any relationship
8. Use threats or intimidation
9. Make degrading or demeaning comments
10. Assault another person
11. Use drugs/alcohol at work
12. Lie to cover for someone else or yourself
13. Make negative comments about your job in the presence of the person served.
14. Make negative comments about other employees in the presence of the person served.
15. Compromise security for personal convenience.
REFERENCECODE: HR- 141-006 - GJR
TITLE: Dress Code – General Employees Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-141-006-GJR - Dress Code – General Employees Procedures
A. The agency employs various positions and provides opportunities for internships and work-study placement. As employees assigned to work with and foster the development of persons served, it is important for all employees, regardless of position, to dress in a manner which supports the healthy growth and development of the person served.
B. The organization has the right to decide appropriate dress and will send an employee home with docked pay if they are not dressed appropriately. Repeat violations of this policy will be subject to disciplinary action.
C. Employees are required to follow the dress code policy guidelines outlined below.
1. All Employees:
a. Must come to work clean and practice good hygiene.
b. Must be aware of the risk associated with wearing piercings due to the potential safety risk.
c. Necklaces, bracelets, watches, etc., may pose a safety risk to employees and should be worn at an employee’s own risk.
d. Must cover or conceal offensive tattoos; including but not limited to, tattoos representing political messages, negative language, nudity, etc.
e. Must not wear tank tops as formal professional attire.
f. Must wear undergarments, sports bras must be fully covered, and undergarments must not be seen.
g. Must wear shoes at all times and are not permitted to wear flip flops. Open-toed sandals made of rubber, including flip flops and/or open-toed sandals without an ankle strap must not we worn. Slippers are not permitted.
h. Must have pants sit at the hip and must not show undergarments.
i. Skirts must be appropriate and professional length.
j. Capri’s may be worn as part of professional attire.
k. Community-based employees may wear shorts during therapeutic interactions with clients. Shorts must be knee-length and free from holes and debris.
l. Must have clothing which is free from debris, stains, holes, frays and graphic or explicit depictions.
m. Jeggings, leggings, Spanx, nylon pants, spandex, or other form of skin-tight pant is forbidden.
n. Cannot wear pajamas (in any form) to work.
o. Must wear tops and blouses which are professional and appropriate and cover midriffs and backs.
p. Cannot wear coats, or have the hoods of sweatshirts up while working in a unit/cottage or in the home of a person/family served.
q. Jeans are acceptable dress on Fridays, as approved by administration.
r. Professional attire is required of all treatment staff when meeting with visitors.
s. Employees may purchase GJR in PA-branded shirts upon hire and as needed thereafter. Shirts can be purchased directly from the Store link found on the ADP homepage.
2. All Professional Employees Attending Off-Campus Meetings, including Court Hearings:
a. Employees participating in off-campus activities/meetings are representing George Junior Republic. All employees, regardless of position, must dress professionally.
b. Employees must wear professional attire.
c. Must cover or conceal offensive tattoos if possible.
D. George Junior Republic reserves the right to revise this policy as the need arises.
E. Staff members failing to follow this procedure will be disciplined according to the progressive discipline procedures.
REFERENCECODE: HR- 141-007 - GJR
TITLE: Interactions with GJR Persons Served Outside of the Program Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-141-007-GJR - Interactions with GJR Persons Served Outside of the Program Procedures
A. The employee’s Supervisor must approve any interaction with George Junior Republic persons served when an employee is not on duty.
B. To receive permission, the employee who will be taking the person served off campus must fill out an Off-Campus Activities Approval Form.
1. The Campus Director/Supervisor must approve the request prior to the outing.
2. At all times, two employees, one driver and one worker, must be present when transporting persons served (up to eight persons served).
C. Examples of Appropriate Outside Contact:
1. Taking a group of persons served to a church sponsored event
2. Taking a group of persons served to a sporting activity.
3. Taking a group of persons served to a holiday gathering.
D. Examples of Inappropriate Outside Contact:
1. Taking one person served on an outing alone.
2. Entertaining one person served in the home of an employee.
3. One person served spending the night with an employee.
E. Former Employees Interacting with Persons Served
1. Former employees of the agency are not permitted to contact persons served.
2. Current employees are not to facilitate contact between a former employee and current or past persons served.
F. Relationships with Persons Served Discharged from the Program
1. Although therapeutic relationships are formed in the residential setting, employees must not seek out or reach out to a former person served that is discharged from the program.
2. If the person served reaches out in need of therapeutic assistance, the following are ethical standards that define appropriate long-term relationships with persons served must be followed:
a. The relationship is to help the person served and is beneficial for the person served
b. The relationship is started by the person served
c. The relationship is non-sexual
d. The relationship is not used to further the interest of the employee.
G. Preventative Aftercare (PAC) Former Employee Relationships with Persons Served:
1. PAC follows the Social Worker Code of Ethics
2. PAC employees cannot initiate contact, be friends on social media or accept friend requests from former clients.
3. Employees may not form romantic or sexual relationships with families or caregivers post discharge.
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H. George Junior Republic in Indiana Former Employee Relationships with Persons Served:
1. Contact with former persons served may occur at six months post discharge.
2. Older Youth Services youth may attend organizational events to provide support, education, and mentorship to current OYS youth.
3. Employees may not form romantic or sexual relationships with families or caregivers post discharge.
REFERENCECODE: HR- 141-008 - GJR
TITLE: Employee Participation in Activities Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/8/2021
HR-141-008-GJR - Employee Participation in Activities Procedures
A. Employees are to be the supervisors and monitors of persons served participation in activities or games.
B. Employees may be asked to schedule, initiate, or direct physical activities or games with the persons served and may participate in physical activities with the persons served.
C. If the staff to person served ratio is adequate for supervision to occur and persons served are not considered an immediate behavioral risk, employees may actively participate in games/activities.
REFERENCECODE: HR- 141-009 - GJR
TITLE: Interactions with Media Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/3/2020
HR-141-009-GJR - Interactions with Media Procedures
A. Employees are prohibited from making statements regarding George Junior Republic’s operational information to the media.
B. All media requests should be forwarded to George Junior Republic’s Chief Executive Officer.
C. This includes responding to media posts or making comments on the internet or social media about activities, persons served, programs or treatments used at George Junior Republic.
D. Staff members failing to comply with this policy will be subject to disciplinary procedures.
HR-141-010-GJR
REFERENCECODE: HR- 141-010 - GJR
TITLE: Cell Phone Usage Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 4/11/2024
- Cell Phone/Electronic Device Usage Procedures
A. Direct care employees are not permitted to use cell phones, electronic games, or other personal electronic devices when they are serving in the capacity of direct care and responsible for monitoring the activities of youth
B. GJR employees are not to make personal phone calls, text, or use broadband services for personal reasons while supervising persons served, as it is a distraction.
1. This includes communications through landline telephones as well as cellular devices or any devices such as computers that are accessible to the internet.
2. During times when staff are not responsible for providing direct supervision, employees may use the computers provided by the organization to complete organizational online training and documentation requirements.
C. Employees are not permitted to take photos in the unit using their personal cell phone or record video and/or events in the unit or on the campus of George Junior Republic.
D. Employees are not permitted to use their personal cell phone in order to assist a person served in contacting family members or friends via telephone, text or social media.
E. Employees are not permitted to use any device (headphone, earphone, earbud, air pods, or any other device inserted into their ears) that hampers their ability to provide direct supervision. Direct Supervision is defined as the proximity that must be maintained to both hear and see the interactions of persons served. The use of such devices during scheduled work hours is strictly prohibited.
HR-141-011-GJR
REFERENCECODE: HR- 141-011 - GJR
TITLE: Political Activity Procedure
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/3/2020
- Political Activity Procedure
A. Political activity refers to activity, including oral and written statements and financial support, which is directed toward the success or failure of a political party candidate for election in a political campaign for public office, a partisan political group, or ballot initiative.
B. The agency encourages employees to vote and participate in civic discussions and the democratic process. However, as a tax-exempt, nonprofit organization, the agency is prohibited under federal tax laws from direct involvement in the political process and from using organizational resources to support or oppose a specific candidate for elective office or outcome on a political initiative.
C. Administrators and Employees:
1. Agency administrators and employees may participate in political campaigns of their choosing, off-hours, or on vacation time, so long as the activity is neither in the name of GJR or its affiliates, nor at the direction or requirement of a GJR administrator or employee, and does not use organizational resources.
2. If an administrator or employee wishes to seek public office, they must notify their direct supervisor and the Human Resources Officer to determine if their plan complies with organizational guidelines and the law.
3. Administrators and employees should not lobby on behalf of GJR or its affiliates.
4. Under no circumstance is political signage permitted on the GJR campus.
5. Employees supporting polling activities must use a vacation day to cover loss of work time.
6. Employees are not permitted to ask colleagues to sign petitions for candidates or laws during work hours.
REFERENCECODE: HR- 141-012 - GJR
TITLE: Employee/Persons Served Relationships Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-141-012-GJR - Employee/Persons Served Relationships Procedures
A. Due to overriding liability concerns and concerns regarding the agency’s relationships with various placing agencies and contractors, the agency, strictly prohibits any employee from engaging in guardianship, adoption, and foster care relationships with persons served and discharged agency persons served.
B. Employees are not permitted to have discharged persons served living with them
HR-141-013-GJR
REFERENCECODE: HR- 141-013 - GJR
TITLE: Personal Loss Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
- Personal Loss Procedures
A. Employees are responsible for ensuring that their vehicles and private possessions are secured and locked at all times.
B. Vehicle windows, including sunroof, must be closed at all times and employee vehicles should not contain equipment or tools that may easily be stolen and cause injury to employees or youth on campus.
C. The agency will not assume responsibility for any unsecured personal items that are lost, stolen, or damaged.
D. The agency is not responsible for personal items in an employee’s locker.
E. Employees are encouraged to maintain insurance on personal property.
F. Employees who have personal items broken during a restraint, should contact Human Resources who will review the situation to see if a reimbursement for the item is acceptable (e.g. glasses broken during a restraint).
HR-141-014-GJR
REFERENCECODE: HR- 141-014 - GJR
TITLE: Personal Purchases Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
- Personal Purchases Procedures
A. The agency prohibits personal purchases of any kind in which any of the affiliated corporations would purchase goods or materials on behalf of any employee, director, or officer, which do not have a clear business purpose for the benefit of (e.g., employees, directors, or officers may not purchase through GJR in PA any materials or goods for their own home or residence, i.e., paint, roofing shingles, computer supplies, etc.).
B. Employees are required to seek pre-approval prior to purchasing items on behalf of the agency.
C. Purchases not approved in advance will not be reimbursed by the agency.
D. Employees are not permitted to borrow or steal items belonging to the agency.
E. Employees not following this procedure may be immediately terminated.
REFERENCECODE: HR- 141-015 - GJR
TITLE: Organizational Property Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-141-015-GJR - Organizational Property Procedures
A. Staff members provided GJR property to use during the course of their employment are required to complete, sign, and date the Organizational Property form.
B. Employees must return all items after their useful life or upon resignation or termination. Failure to do so will result in funds withheld from the employee’s final paycheck.
C. Employees are not permitted to use office supplies, cell phones, and office equipment for personal use.
D. Employees are responsible for the organizational property provided during the course of their employment at the agency.
A. Employees must sign the ‘GJR Property Form’ upon hire, and as needed thereafter, indicating the property received.
B. The Human Resources Associate, in conjunction with the Director of Information Technology, is responsible for the management and oversight of the distribution of property to employees.
C. Property received by employees will be entered and managed by Human Resources
D. Employees will be charged for items not returned upon termination, retirement or resignation.
E. The Organizational Property Form defines the cost of each item and is reviewed and updated annually.
1. Employee Badge
2. Keys
3. Laptop
4. Cell Phone
5. Printer/Scanner
6. Stylus
7. Fob
F. Human Resources will communicate the fines owed to Finance/Payroll.
G. Finance/Payroll will withhold the amount owed from the employee’s last paycheck.
REFERENCECODE: HR- 141-016- GJR
TITLE: Employee Identification Badge Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-141-016-GJR - Employee Identification Badge Procedures
All employees will receive a photo identification badge at the start of employment
All employees must wear the badge in a visible location any time they are on duty. The badge must be worn in a visible location on the front part of the body. If worn around the neck, it must be on a breakaway lanyard.
Staff should request to see a badge when someone attempts to enter the building. Staff should deny access to people who do not have identification as a George Junior Republic employee or visitor.
Employees can access a replacement of lost or damaged badge by contacting Human Resources. Upon termination of employment, badges must be returned to the Human Resources Department. Staff are not permitted to misrepresent or mislead others by using their ID badges while conducting personal business.
REFERENCECODE: HR- 141-017- GJR
TITLE: Staff Written Correspondence
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-141-017-GJR - Staff Written Correspondence
A GJR in PA’s Campus Director may request to be made aware of correspondence written by staff relating to George Junior Republic business such as letters to parents, probation officers, etc. Agency letterhead cannot be used without the Campus Director’s approval. Communication with external stakeholders must be in alignment with the general Treatment Team consensus.
E-mails are considered to be official correspondences and legal documents. Email should not be used for personal correspondence at any time. E-mail correspondence represents George Junior Republic. Contents must be limited to business interactions. The supervisor should be copied as needed on communications with placing agencies and families through email, written correspondence, or verbal communications.
REFERENCECODE: HR- 141-018- GJR
TITLE: Email Communication Procedure
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-141-018-GJR - Email Communication Procedure
A. Email is a form of professional communication, and as such, employees are required to communicate in a clear manner during internal and external communication.
B. Employees must sign email correspondence using the following format.
Employee Name, Credentials/Degree, preferred pronouns (encouraged, but not required)
Position/Title
Company Name
233 George Junior Road Company Address or Corporate Address
Grove City, PA 16127
Phone number (Work) or (Cell) if applicable
Fax
C. Employees are required to use Calibri Font Size 11.
D. All emails should have a white background
E. In order to maintain the organizational brand, quotes, testimonials, or photos are not permitted in the signature line of the email.
REFERENCECODE: HR- 141-019 - GJR
TITLE: Direct Care Staff Meals Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/1/2020
DATEREVISED: 7/11/2024
HR-141-019-GJR - Direct Care Staff Meals Procedures
1. GJR in PA direct care staff members on duty will be provided access to the meals served to persons served. All staff providing supervision in the cottage/unit during meal periods are expected to eat with the persons served.
2. Employees are not permitted to bring food in from an outside food provider and eat this food in front of the persons served.
3. Employees may bring in their own meals as they pertain to dietary restrictions or needs.
4. GJR in PA employees who leave campus must clock out prior to leaving campus. GJR in PA employees are required to clock in when they return to campus.
5. GJR and Affiliate employees who take 20 or more minutes for lunch or a break period, must clock out.
REFERENCECODE: HR- 141-020 - GJR
TITLE: Agency Vehicles and Driver Safety Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-141-020-GJR - Agency Vehicles and Driver Safety Procedures
A. Role of Human Resources
1. Human Resources collects driver’s license information on all employees upon hire. This includes a copy of the driver’s license.
2. Employees are required to present updated driver’s license information to Human Resources, including a copy of the driver’s license
3. Human Resources is responsible for verifying and monitoring driver’s license status for employees at all times.
4. GJR in IN and PAC community-based employees are responsible for providing Human Resources with a copy of their automobile insurance policy detail (declaration statement) annually/biannually, based on the policy cycle.
5. GJR in IN and PAC community-based employees are required to maintain auto insurance coverage at all times with bodily injury liability coverage in the amount of $100,000/$300,000 each person/each occurrence.
6. Any employee hired/employed as a driver who has a suspended or disqualified license may be terminated. GJR in IN and PAC employees with a suspended or disqualified license will be at risk for immediate termination. GJR in PA staff are not at risk for immediate termination unless driving is a requirement of their position.
7. GJR in PA employees with a suspended or disqualified license will be required to complete and sign the Motor Vehicle Suspension form. This form will be kept on file in Human Resources.
8. GJR in PA employees with a suspended or disqualified license are not allowed to drive on campus, operate GJR vehicles, or transport persons served.
9. Employees with a suspended or disqualified license must notify Human Resources immediately. Human Resources will inform supervisors and/or the transportation department immediately.
10. Employees who are precluded from driving due to a medical condition or diagnosis are required to present a doctor’s note defining the limitation to Human Resources.
11. Employees who are prescribed controlled substances and are under a physician’s care must provide Human Resources with a doctor’s note indicating they are able to and safe to drive (if driving is required as part of their job description).
12. Due to liability issues, employees who drive agency vehicles and/or are responsible for transporting clients cannot use/be prescribed medical marijuana.
13. Employees who possess a State Identification Card must sign an acknowledgement that they cannot operate a GJR vehicle, operate any vehicle on GJR property or during working hours (on the clock), or transport persons served. This acknowledgment will be kept on file in HR.
14. Employees who drive GJR vehicles may be subject to a driver’s safety test.
B. General Use of GJR Vehicles
1. In the event an employee needs to use a company vehicle, the vehicle must be requested from the Auto Shop.
2. The Auto Shop will make certain the vehicle is in good operating condition and will provide keys to the employee.
3. The employee must document the destination, mileage, and their name on the log sheet in the vehicle.
4. Upon completion of the trip, the employee must document the ending miles on the log sheet.
5. Keys must be returned to the switchboard after each trip occurring after normal business hours (4:30 p.m.) and weekends.
6. All employees must use seatbelts when traveling in a vehicle.
7. Personal cell phone usage while driving is not permitted.
8. Employees hired as drivers must follow the departmental procedures at all times.
9. Employees are responsible for all fines received while operating a company vehicle.
REFERENCECODE: HR- 142 - GJR
TITLE: Hours of Work Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-142-GJR - Hours of Work Policy
It is the policy of George Junior Republic and Affiliates to maintain compliance with the US Department of Labor Fair Labor Standards Act as amended. The agency has the right to establish daily and/or weekly hours of work by groups of employees, and/or individual employees and the hours to be worked, including starting and quitting time. Such schedules may be changed from time to time by the organization due to varying needs for coverage. The agency alone shall determine what tasks and work shall be assigned to various employees. All employees are expected to be on time for work as scheduled.
REFERENCECODE: HR- 142-001 - GJR
TITLE: Scheduling Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-142-001-GJR - Scheduling Procedures
A. Upon hire, the agency will provide an employee with a schedule reflective of their typical schedule.
B. Employees will be informed that the schedule may be altered based on needs of the organization.
C. George Junior Republic reserves the right to schedule, assign, or reassign employees to work locations as needed.
D. Employees will be assigned to locations and/or programs in consideration of staffing patterns based on need and coverage.
E. Assignments are made in as fair a manner as possible through the recommendation of the supervisor and the approval of the Human Resources Officer.
F. Employees will adhere to work schedules as specified on their job descriptions, with all changes being approved by their supervisor.
G. George Junior Republic and Affiliate employees, with the exception of the nurses at Health Services, have a Monday-Sunday work week. Nurses have a Sunday through Saturday work week.
H. Employees are required to work 40 hours per week unless otherwise hired as part-time, 32 hour, or 64 hour per week employees.
I. In those instances where an employee does not have enough hours in a scheduled work week, PTO time and/or the Bonus Day will be used.
J. PAC On Call:
a. Family Based Mental Health employees are required to be on-call 24/7.
b. On-call will be based on a weekly rotation.
K. GJR in IN On-Call: A rotating on-call schedule is provided by the administrator of supervisor.
L. GJR in PA – MITC Scheduling Software
a. Residential Managers are responsible for developing and documenting employee schedules in MITC. Unit/Cottage staffing ratios are based on program descriptions and contracts.
b. Schedules must be developed 30 days in advance.
c. Changes in the MITC schedule must be documented/changed in MITC.
d. The Campus Director is responsible for reviewing the MITC schedule.
REFERENCECODE: HR- 142-002 - GJR
TITLE: Counselor Parents’ Daily Schedule Procedure
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-142-002-GJR – (REDACTED) Counselor Parents’ Daily Schedule Procedure
This procedure was redacted with Administrative Team approval on 7/11/2024.
Redacted policies and procedures are archived and are available at the request and approval of the Policy and Procedure Committee or designated Administrative Team Member.
REFERENCECODE: HR- 142-003 - GJR
TITLE: Attendance Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-142-003-GJR - Attendance Procedures
The agency expects employees to report to work on time each day to perform their job duties.
1. GJR in PA:
1. Employees may make schedule switches within the same workweek with the supervisor’s written approval/note placed in ADP on the timecard.
2. Overtime must be approved in ADP with a note placed on the employee’s timecard.
3. If an emergency or illness arises, all employees must report any absence to their immediate supervisor as early as possible and follow applicable Call Off procedures. Employees should contact their supervisor by phone and verbally communicate their calloff or schedule change. Text messages will not be accepted.
4. Employees who do not report off work will be subject to progressive discipline.
5. If the call off procedure is followed PTO will be entered for an employee who calls off for an illness or emergency. If PTO is not available, the supervisor and the employee must complete the Unpaid Time Off form and submit it to Human Resources for approval.
6. Attendance records are recorded on the timecard in ADP.
7. Tardiness and employee scheduling compliance must be reported to Human Resources.
2. PAC:
1. PAC employees use ADP to clock in and out.
2. PAC requires employees to clock in and out in real time. If this procedure is not followed, the employee must place a note in ADP with the reason why they did not clock in and out in real time.
3. Employees may use ADP’s Quick Clock function to clock in and out on the app.
3. GJR in IN:
1. Employees are required to clock in and out.
2. Supervisors and administrative assistants will use ADP to clock in and out.
3. Finance, HR, and Payroll may allow CMP to be used to support clocking in and out.
4. Timesheets must be complete and approved by supervisors by 10 a.m. each Monday morning.
5. Timecards will be pulled in to payroll as approved. Failure to approve timecards or edit timecards is not the responsibility of payroll.
6. When inaccuracies occur, payroll corrections will be made during the next payroll cycle.
7. Unauthorized or excessive absences will be monitored by the supervisor and will be addressed by the supervisor and the Human Resources Officer.
REFERENCECODE: HR- 142-004 - GJR
TITLE: Training Sessions and Attendance Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-142-004-GJR - Training Sessions and Attendance Procedures
A. The training year takes place from September 1 – August 30 each year.
B. All employees must attend their scheduled training sessions.
C. Employees are required to complete mandated training hours on an annual basis as required by licensing bodies. Failure to do so will result in progressive disciplinary action.
D. Attempts are made to schedule all ongoing training on various days of the week and various times of the day or evening hours to be convenient for all employees.
E. All employees are responsible for completing their ongoing training.
1. If they are scheduled to attend a workshop and cannot attend, they must contact their supervisor prior to the day the workshop is scheduled and state the reason for their inability to attend training.
2. All missed training must be made up and completed by the due date/prior to the end of the training year.
3. Failure to complete required training will result in progressive discipline, up to and including an employee being removed from the schedule, and termination.
REFERENCECODE: HR- 142-005 - GJR
TITLE: Treatment Team Meetings Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-142-005-GJR - Team Meetings Procedures
GJR in PA:
A. All cottage/unit employees (Counselor Parents, Behavioral Health Technicians, Residential Managers, Case Managers, Therapists/TTCs, and Campus Directors) are encouraged to attend weekly treatment team meetings.
B. The meetings provide an opportunity to discuss each person served, cottage/unit dynamics, and staff concerns.
C. The Campus Director will establish the time and date.
D. The Residential Manager is responsible for facilitation of the meetings in the units and residential home
E. The Team Meeting is a forum to review treatment plans and modalities, clarify policy and procedure, and generate new material and program development.
F. George Junior Republic invites placing agency representatives and parents/guardians to attend in person/conference call/virtual team meetings in which ISP reviews will be held for persons served in placement.
G. Employees participating in team meetings over the phone must place a note on their time card indicating the hours worked.
REFERENCECODE: HR- 142-006 - GJR
TITLE: Punctuality Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/1/2020
DATEREVISED: 8/1/2020
HR-142-006-GJR - Punctuality Procedures
Employees of George Junior Republic and Affiliates are expected to be on time for work as scheduled. Staff may be granted leniency to this policy by their direct supervisor. Direct care staff will be identified as tardy if they are seven minutes or more late in reporting to their assigned unit/cottage. Failure to report to work on time may result in disciplinary action.
REFERENCECODE: HR- 142-007 - GJR
TITLE: Documentation of Hours Worked Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-142-007-GJR - Documentation of Hours Worked Procedures, Time Recording and Recordkeeping
A. The payroll specialist has the primary task of processing timecards for the organization. Staff and supervisors have responsibility in this process.
B. It is the responsibility of the employee to make certain time is entered accurately in ADP.
1. Falsification of time reporting will result in termination. Employees must record their own time and may not have others do it for them.
2. Time should be entered at the beginning and end of each work day. Employees are required to clock out when time away from work is 20 minutes or more.
3. It is the responsibility of the timecard approver/manager to review timecards for accuracy and to approve the timecard. Timecards should be approved on a regular basis.
4. If a manager changes a timecard, they must add a note on the timecard indicating the reason for the change.
PAC employees must work five days, Monday – Friday. PAC employees may adjust their schedule up to four hours per day.
D. Editing of timecards after payroll is pulled is not allowed without the approval of payroll and the Human Resources Officer.
E. On-call pay: Defined employees will receive on-call pay based on their position within the organization. If the employee will be compensated for being on-call, a note indicating their on-call status will be documented on the timecard in ADP and/or documentation of on-call hours will be sent to payroll.
F. Overtime: Non-exempt employee overtime must be pre-approved. Overtime must be approved on the timecard by the supervisor. The supervisor is responsible placing a note on the timecard approving the overtime worked by the employee. PAC overtime must be approved by the director and is only approved to meet the clinical needs of the person/family served.
G. Productivity bonuses: Defined employees will receive productivity bonuses based on the discretion of the organization and the company for which the employee works. Productivity bonuses will be approved by the administrator of the program. Productivity bonuses will be sent to payroll by midmonth or as deemed necessary by the payroll specialist. GJR in IN supervisory staff who resign may not receive a bonus for their last month of employment.
H. Bonus payments: Based on the discretion of the organization, an employee may receive a bonus. Bonuses will not be grossed up by the organization.
I. Holiday Award: Employees may receive a holiday (bonus) award in late November/early December. This is subject to change based on the availability of funds.
19, 2024
J. Travel: Employees who travel for work will be reimbursed for these expenses. Reimbursement is dependent on the policies and procedures defined by the specific company. All employees are reimbursed at the federal rate.
a. GJR in PA:
i. Employees working for GJR in PA will use their own personal vehicle as a last resort. GJR in PA has vehicles available for employees to use.
ii. When an employee uses their own vehicle, they will be reimbursed at the federal reimbursement rate.
iii. Reimbursement will be placed on their bi-weekly payroll check.
b. GJR in Indiana:
i. Employees working for GJR in IN will be reimbursed for mileage in the second pay of each month.
ii. Older Youth Services employees are reimbursed at 100 percent
iii. Clinical employees receive up to $700/month in reimbursement and may receive an additional$300 if they meet all billable hours.
c. PAC:
i. Employees working for PAC will be reimbursed the first pay of each month.
ii. Reimbursement must be submitted last Monday of the month.
iii. Regional Directors are reimbursed up to $900/month.
iv. All other PAC employees are reimbursed up to $700/month.
d. Travel reimbursement may be subject to change.
REFERENCECODE: HR- 142-008 - GJR
TITLE: Overtime Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 9/19/2024
HR-142-008-GJR - Overtime Procedures
A. Only non-exempt employees are eligible for overtime.
B. Prior to working overtime, an employee must receive permission from their supervisor.
C. GJR in PA:
a. Supervisors must approve overtime by placing a note on the employee’s timecard in ADP.
D. PAC:
a. Overtime must be preapproved by the Supervisor and then sent to the PAC Director.
b. Clients with an urgent clinical need must receive service as required. In these instances, overtime pre-approval is not required. In these instances, the employee must inform the Director within 24 hours of the event.
E. GJR in IN:
a. Overtime will be monitored by the Vice President of Indiana.
F. Any employee who works outside of their normal job classification will be paid the standard overtime rate.
G. Paid Holidays, floating holidays, PTO, bereavement, bonus day(s), and the baby day are not calculated toward the overtime requirement because these are not actual hours worked. Therefore, PTO is not considered overtime even if the employee works 40 hours prior to taking PTO at the end of the same workweek.
H. The maximum amount of overtime that a staff member may receive is 24 hours per pay week. There may be instances where this is unavoidable due to an emergency situation. A member of the Administrative team would be required to approve this exception in ADP.
REFERENCECODE: HR- 142-009 - GJR
TITLE: Call Off Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/1/2020
DATEREVISED: 7/11/2024
HR-142-009-GJR – Call-Off Procedures
George Junior Republic and Affiliate employees are required to follow defined call-off procedures. If an emergency or illness occurs and employees are unable to report on time, the supervisor or other designated organizational official is to be notified as soon as possible prior to the start of the scheduled shift.
A. Any staff member who experiences an illness or emergency and needs to call-off must contact their supervisor by phone (verbally) and receive approval for the time off. GJR in PA does not accept text messages or emails as a form of call off.
B. The supervisor may contact a member of the Human Resources department in order to make certain adequate coverage is maintained across campus.
C. If a staff member is in need of extended time off due to surgery, pregnancy, etc., the staff member must schedule an appointment with Human Resources to discuss their leave and if the time taken will be based on paid or unpaid leave.
D. Human Resources may request a doctor’s note related to the time off request.
E. Excessive staff absences will be assessed by Human Resources in conjunction with the supervisor.
REFERENCECODE: HR- 142-010 - GJR
TITLE: Shift Change Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-142-010-GJR - Shift Change Procedures
As shifts change and incoming employees come on duty and outgoing employees go off duty, the following procedures must be followed and are the responsibility of all employees in the building:
A. Communicate about any observations, incidents/altercations, significant events, activities, school issues, behavioral issues, general concerns, medical issues, dietary issues, and any other comments regarding the daily routine and functioning of the unit or the persons served.
B. Take an accurate visual head count of the persons served present in the building. During sleeping hours, make certain an accurate count is completed and that the skin of the person served is viewed.
C. Visually inspect and assess all areas of the work environment for safety and security concerns. Assuring the following:
1. Chemicals locked away.
2. All doors locked or alarmed.
3. All keys and panic alarm activators accounted for.
D. Take possession of the panic alarm activator.
E. Exiting employees must complete Shift Change form.
F. Perform a minor inspection of the bedrooms of the persons served for safety, security, and contraband.
G. Review Safety Plans, Log Book, Weekend Reports (in open campus homes), and other pertinent paperwork. The Log Book, Safety plans must be accessible.
H. Make sure the menu and meal counts are posted or visibly accessible.
I. Make sure incoming employees receive the keys to the necessary rooms and closets.
J. Persons served cannot be left without supervision.
K. Employees must stay at their assigned cottage/unit until their shift is over or until they have been relieved of duty.
L. If your replacement has not arrived and you must leave, contact the Campus Director or Campus Supervisor on duty to seek permission to leave and request another employee to take over the supervision of the persons served.
M. Stay with the persons served until the replacement arrives and shift change procedures are complete.
REFERENCECODE: HR- 142-011 - GJR
TITLE: Shift Alteration in Closed Units Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-142-011-GJR – (REDACTED) Shift Alteration in Closed Units Procedures
This procedure was redacted with Administrative Team approval on 7/11/2024.
Redacted policies and procedures are archived and are available at the request and approval of the Policy and Procedure Committee or designated Administrative Team Member.
REFERENCECODE: HR- 142-012 - GJR
TITLE: Altered Work Assignments due to Natural Disaster or Pandemic Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/1/2020
DATEREVISED: 8/1/2020
HR-142-012-GJR - Altered Work Assignments due to Natural Disaster or Pandemic Procedures
George Junior Republic employees are essential workers and should make every effort to report to work during a natural disaster or pandemic.
A. In those instances when a work assignment or schedule change is needed, it is the responsibility of Human Resources and the supervisor to direct the employee to the new work location.
B. If a specific job classification’s work is altered due to a natural disaster or pandemic, the supervisor and Human Resources will locate new job tasks for the staff member to complete.
C. If significant changes to an employee’s job description occur, Human Resources will develop a new job description to be reviewed and signed by the employee.
REFERENCECODE: HR- 142-13 - GJR
TITLE: MITC Scheduling Procedure
APPROVEDBY: GJR Administrators
APPROVEDDATE: 3/9/2023
EFFECTIVEDATE: 3/9/2023
HR-142-013-GJR - MITC Scheduling Procedure
A. Campus Directors, Residential Managers, and Behavioral Health Technicians and Supervisors will be provided access to MITC upon hire.
B. New hires will be trained on the purpose and use of MITC during onboarding training.
C. Manager Responsibility:
1. It is the responsibility of the manager to manage MITC for their assigned unit/department.
2. MITC schedules for the unit/department must kept up to date and shall include workdays 30 days into the future.
3. MITC schedule alterations must be updated in MITC.
4. When an employee is pulled to work in another unit, the manager is responsible for updating MITC so that it accurately reflects the location of subordinates.
5. Issues accessing MITC should be directed to the IT department.
D. Employee Responsibility:
1. It is the responsibility of the employee to review their schedule in MITC.
2. If the employee needs to alter their schedule, they must discuss this alteration with their manager as soon as possible.
3. Employees are required to report to work on time and as scheduled.
E. MITC can be accessed by managers and employees through the mobile app.
F. MITC Manager and Employee Handbooks (developed by MITC) will be provided to managers.
G. MITC will only be used for scheduling purposes and is not used to manage benefits, time off, the persons served, etc.
REFERENCECODE: HR- 143 - GJR
TITLE: Documentation Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 8/6/2020
DATEREVISED: 4/1/2021
HR-143-GJR - Documentation Policy
It is the policy of the agency that George Junior Republic and Affiliate employees are required to document interactions with persons and families served and supervisor meetings as outlined in the organization's policy and procedure manual and/or outlined by placing agencies, managed care companies and those requirements mandated by law. Failure to do so will result in remediation.
REFERENCECODE: HR- 144 - GJR
TITLE: False Information Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2020
DATEREVISED: 9/25/2020
HR-144-GJR - False Information Policy
It is the policy of the agency that employees who falsify records or misrepresent facts will receive disciplinary action, up to and including termination.
REFERENCECODE: HR- 145 - GJR
TITLE: Use of Personal Automobiles Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 8/6/2020
DATEREVISED: 4/1/2021
HR-145-GJR - Use of Personal Automobiles Policy
It is the policy of this agency to grant permission to employees in certain circumstances to use their own vehicle to conduct agency business.
REFERENCECODE: HR- 145-001 - GJR
TITLE: Use of Personal Automobiles Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-145-001-GJR - Use of Personal Automobiles Procedures
A. In the event an employee needs to use a personal vehicle for work purposes that is outside the scope of what is required in a job description, the employee must first seek approval from their immediate supervisor.
B. Once approved, the employee must follow the Expense Voucher Procedure.
C. The procedure and the associated Expense Voucher Form is located in ADP>Resources>Payroll and Finance>Expense Voucher.
D. Mileage will be reimbursed based on rates approved by Finance on an annual basis.
E. Once approved by the supervisor, the request documentation is signed and submitted to Finance for reimbursement.
REFERENCECODE: HR- 146 - GJR
TITLE: Use, Misuse or Theft of Agency or Person Served Property Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-146-GJR - Use, Misuse or Theft of Agency or Person Served Property Policy
It is the policy of this agency to prohibit any use or theft of property of persons served, or misuse or theft of agency property.
REFERENCECODE: HR- 147 - GJR
TITLE: Intellectual Property of the Agency Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-147-GJR - Intellectual Property of the Agency Policy
It is the policy of the agency to restrict employees from taking any intellectual property of the agency to other places of employment.
REFERENCECODE: HR- 148 - GJR
TITLE: Organizational Facilities and Grounds Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 6/26/2024
HR-148-GJR - Organizational Facilities and Grounds Policy
GJR and Affiliates prohibits personal use of agency resources without prior approval from administration Agency assets may only be used for the benefit of the organization and not for the personal benefit of employees (e.g., employees may not use agency vehicles for personal purposes).
Maintenance employees may not perform services on company time for an employee or an employee’s family member.
REFERENCECODE: HR- 148-001 - GJR
TITLE: Use of Recreational Facilities Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-148-001-GJR - Use of Recreational Facilities Procedures
A. Use of agency facilities must be approved by the employee’s director or program director.
B. Employees are NOT permitted to take their persons served into the indoor recreational facilities at any time outside of what is scheduled without prior approval. However, you may use any of our outdoor facilities, with the exception of the outdoor pool, as long as there are no other activities scheduled.
C. The swimming pool may be used only when supervised by a George Junior Republic certified lifeguard.
D. Employees should follow the Program Department schedule.
E. Employees and their children cannot participate physically in their cottage/unit’s scheduled activity.
F. The Fitness Center/weight room is fobbed and available 24/7. A key to access the building must be signed out at the switchboard.
REFERENCECODE: HR- 148-002 - GJR
TITLE: Car Washing Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/3/2020
HR-148-002-GJR - Car Washing Procedures
A. Counselor Parents who live on campus are the only employees permitted to wash their vehicles on campus grounds.
B. Any special car washes to sponsor individual unit projects must have special permission from the Chief Executive Officer
C. Violation of this policy will result in disciplinary action.
REFERENCECODE: HR- 148-003 - GJR
TITLE: Laundry Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/3/2020
HR-148-003-GJR - Laundry Procedures
A. Counselor Parents are the only employees who live on the campus of George Junior Republic in Pennsylvania. Because this is their residence, they are permitted to do their personal laundry on campus.
B. No one else is permitted to do personal laundry in the cottages or units.
C. Laundry outside of the units/cottages may be permitted if the laundry service supports an activity for a person served or an organizational event.
D. Violation of this policy will result in disciplinary action.
REFERENCECODE: HR- 148-004 - GJR
TITLE: Employee Parking Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/3/2020
HR-148-004-GJR - Employee Parking Procedures
A. Employees must park in the paved parking places near their cottages/units.
B. No parking is permitted:
1. Along the roads in front of cottages or units. Exceptions to this procedure include emergency vehicles, service vehicles, or campus tours.
2. In the designated Handicapped spaces unless you possess a Handicap Plate or Placard.
3. Parking and driving on the grass is not permitted.
C. Employees cannot store recreational vehicles (campers, boats, trailers, four-wheelers, etc.) on campus.
REFERENCECODE: HR- 148-005 - GJR
TITLE: Pets Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-148-005-GJR - Pets Procedures
A. GJR in PA does not permit employees and persons served to have any type of pets (reptiles, hamsters, cats, dogs, fish, gerbils, etc.) on campus and/or in the cottages or units.
B. Employees are not permitted to bring their own pet with them to work.
C. Employees should monitor the persons served, prohibiting the acquisition and/or the sneaking in of any animals, reptiles, insects, etc. into the cottage/unit.
D. Employees and persons served should be discouraged from approaching and/or interacting with any stray dogs or cats that may appear on the campus grounds.
E. Stray animals must never be fed or given water by anyone at the home or unit. Stray animals on campus must be reported to the Campus Supervisors immediately.
F. GJR in IN and PAC employees should be aware of their surroundings at all times. If, during a home/community visit, an employee is attacked or bitten by an animal they must report the injury to Human Resources.
REFERENCECODE: HR- 148-006 - GJR
TITLE: Swimming Pool Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-148-006-GJR - Swimming Pool Procedures
A. A regulation of the Department of Human Services states that all pools over one foot deep need to have a fence and be locked.
B. Persons served may use the on grounds swimming pool during times defined by the Campus Director/Program department.
C. A lifeguard must be on duty when the pool is used.
REFERENCECODE: HR- 148-007 - GJR
TITLE: Trampoline Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-148-007-GJR - Trampoline Procedures
A. At no time are George Junior Republic persons served permitted to use a trampoline while in the care of an employee.
B. Persons served may not utilize trampolines while in placement due to risk of injury.
C. Counselor Parents are permitted to have a trampoline for their own children, but it must have the safety sides installed, and it must be functional at all times.
D. The trampoline use must follow safety guidelines at all times.
REFERENCECODE: HR- 148-008 - GJR
TITLE: Personal Recreational Equipment Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/3/2020
HR-148-008-GJR - Personal Recreational Equipment Procedures
Personal recreational equipment such as paint ball guns, slack lines, and motorized recreational vehicles are not permitted on campus for use by employees or persons served. These types of activities may pose substantial risk to the persons served on campus.
REFERENCECODE: HR- 148-009 - GJR
TITLE: Counselor Parent Apartment Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-148-009-GJR - Counselor Parent Apartment Procedures
A. The Counselor Parent position at the agency is a live-in work position.
B. GJR in PA provides Counselor Parents with living quarters in the living unit to which the Counselor Parent couple is assigned.
C. Counselor Parents must neatly maintain the cottages and their residence.
D. The following rules also apply:
1. To avoid potential problems for Counselor Parents, persons served are not permitted in the Counselor Parents’ apartment/living quarters at any time.
2. All cottage phone extensions must remain operable 24 hours a day.
3. Answering machines are not permitted nor should the handset be removed from the cradle.
4. Stenciling is prohibited unless approved by the Campus Director and maintenance and completed by the Maintenance department
5. Wallpaper of any type is prohibited unless approved by the Campus Director and maintenance and done by the Maintenance department
6. Wallpaper borders of any type are prohibited unless approved by the Campus Director and George Junior Republic Maintenance.
7. All types of permanent or semi-permanent structures, decorations, furniture, entertainment centers, cabinets, shelving, etc., are prohibited.
8. Any type of painting is prohibited. (The Maintenance department are responsible for completing painting projects).
9. Large personal furniture items are prohibited unless approved by the Campus Director and Purchasing.
10. Televisions and stereos are permitted in the apartment, but the organization does not provide them.
E. The Campus Director must approve any changes or additions to the Counselor Parent’s apartment.
F. Counselor Parent apartments may be inspected by the designated Campus Director/Facility Manager, as needed.
G. Prior to a Counselor Parent couple leaving GJR in PA, the Facility Manager will conduct a walkthrough of the apartment in conjunction with the Campus Director/Human Resources or administrative designee. The Facility Manager will report to Human Resources any damages.
REFERENCECODE: HR- 149 - GJR
TITLE: Social Networking Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-149-GJR - Social Networking Policy
It is the policy of the agency to clearly define social networking and employee responsibility of its use.
REFERENCECODE: HR- 150 - GJR
TITLE: Nepotism Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-150-GJR - Nepotism Policy
It is the policy of the agency to clearly define the standards for close relatives working in the same or different departments.
REFERENCECODE: HR- 150-001 - GJR
TITLE: Nepotism Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-150-001-GJR - Nepotism Procedures
A. GJR permits the employment of qualified relatives of employees, the employee’s household, or immediate family, as long as such employment meets the requirements of these procedures and does not, in the opinion of GJR in PA, create actual conflicts of interest.
1. For purposes of these procedures, “immediate family” is defined as spouse, child, parent, sibling, grandparent, grandchild, aunt, uncle, first cousin, corresponding in-law, “step” relation or any member of the employee’s household.
B. GJR will use sound judgment in the placement of related employees in accordance with the following guidelines:
1. Individuals who are related by blood, marriage, or reside in the same household are permitted to work in the same GJR in PA department, provided no direct reporting or supervisor to subordinate relationship exists, i.e., no employee is permitted to work within “the chain of command” when one relative’s work responsibilities, salary, hours, career progress, benefits, or other terms and conditions of employment could be influenced by the other relative.
2. Related employees may have no influence over the wages, hours, benefits, career progress, and other terms and conditions of the other related employee members.
3. Employees who breach these procedures as a result of marrying while employed, or becoming part of the same household, are treated in accordance with these guidelines, i.e., if, in the opinion of GJR, the requirements of these procedures are not satisfied or a conflict arises as a result of the relationship, one of the employees may be transferred or dismissed at the earliest practicable time.
4. In addressing such a situation, GJR shall consult with the affected employees and reach a decision based upon its operational needs.
C. Any exceptions to these procedures must be approved by the Human Resources Officer.
REFERENCECODE: HR- 151 - GJR
TITLE: Unlawful Harassment Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-151-GJR - Unlawful Harassment Policy
It is the policy of the agency to adhere to the Unlawful Harassment Law, as outlined in the following procedures.
REFERENCECODE: HR- 151-001 - GJR
TITLE: Unlawful Harassment Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/3/2020
HR-151-001-GJR - Unlawful Harassment Procedures
A. All employees, including supervisory and non-supervisory employees, are prohibited from engaging in unlawful harassment or any conduct that involves unwelcome sexual actions or offensive behavior motivated by a protected characteristic such as race, national origin, religion, age, disability, or sexual orientation.
B. Such conduct includes offensive and unwelcome sexual flirtations and physical contact, use of profanity, suggestive comments, advances or propositions, repeated verbal abuse or insults of a sexual, racial, religious, or ethnic nature, obscene gestures, graphic or degrading comments, the display of sexually explicit materials, or any offensive or abusive contact.
C. Employees should immediately report any incident they consider discriminatory or harassing to their supervisor and/or to the Human Resources Officer.
D. An investigation of any complaint will be conducted immediately.
E. Any employee found to have sexually harassed or discriminated against another employee will be subject to appropriate disciplinary action ranging from a written warning up to and including termination.
F. Retaliating or discriminating against an employee for complaining about harassment or discrimination is prohibited.
G. While every effort will be made to investigate and resolve harassment complaints lodged in good faith by employees, management prohibits claims that an employee knows are false, spurious, or made with the intent to take revenge against or otherwise harm a fellow employee who is wrongly accused
H. George Junior Republic does not permit any kind of harassment in the workplace.
I. This includes harassment based on sex, race, sexual orientation, gender identity, gender expression, age, religion, national origin, or handicap.
J. Conduct that is not permitted
1. Insulting or putting anyone down with remarks, gestures, propositions, jokes, tricks, offensive symbols, objects, or pictures is forbidden.
2. Sexual, racial, ethnic, obscene, graphic, or degrading comments or gestures are forbidden.
K. George Junior Republic does not permit the following behaviors that constitute sexual harassment:
1. Unwelcome sexual advances or requests for sexual favors.
2. Offensive and unwelcome sexual flirtations and physical contact.
3. Use of profanity, suggestive comments, advances, or propositions
4. Display of sexually explicit materials
5. Any offensive or abusive contact or any other visual, verbal, or physical conduct of a sexual nature when:
a. It is required to get a job.
b. It is required to keep a job.
c. The harassment interferes with the employee’s work performance or creates an environment that is intimidating, hostile, or offensive to the employee.
d. Any threat or suggestion that a person’s work status, advancement, evaluation, assignment, or compensation is dependent on his or her tolerance or acceptance of prohibited sexual conduct.
6. Any threat of or actual retaliation against any person for reporting claims of unlawful harassment.
L. Harassment can take place between supervisors and people working for them, between coworkers, as well as between employees and third parties who deal with George Junior Republic.
M. George Junior Republic has established the following procedure for harassment claims made by employees.
1. Employee may discuss the harassment with their immediate supervisor or a manager.
2. Employee should then report the harassment to the Human Resources Officer.
3. The Human Resources Officer will discuss the harassment with the employee and gather whatever facts are necessary to investigate the claim thoroughly.
4. George Junior Republic will investigate the harassment claim as confidentially as possible.
5. George Junior Republic will discipline the offender with action ranging from a written warning up to and including termination if warranted.
6. George Junior Republic will not permit any retaliation or false reports of harassment.
N. George Junior Republic strictly forbids retaliation against any employee for filing a good faith complaint.
1. This includes retaliation by the individual alleged to have committed the harassment or any co-workers involved in the situation.
2. Harassment and retaliation are serious violations of policy that will result in disciplinary action and may result in the suspension or discharge of the offender.
O. An employee who makes an accusation knowing it is not true will be subject to disciplinary action up to and including termination.
P. This policy is meant to help employees. Reporting harassment will not affect employee standing or jeopardize future employment opportunities or future raises.
Q. Contact the Human Resource Office at any time with questions or concerns about this policy or the procedures.
REFERENCECODE: HR- 152 - GJR
TITLE: Mandated Reporters Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-152-GJR - Mandated Reporters Policy
It is the policy of this agency that all employees are mandated reporters.
REFERENCECODE: HR- 152-001 - GJR
TITLE: Child Protective Services Law Responsibilities Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 11/3/2020
HR-152-001-GJR - Child Protective Services Law Responsibilities Procedures
A. If an employee has a reasonable cause to suspect that a person served is a victim of child abuse, they shall immediately make a report to Child Line.
B. At no time does an employee need “permission” to contact the Child Abuse Hotline.
C. The report can be done online at www.compass.state.pa.us/cwis or by phone by calling 1-800932-0313.
D. The phone call must be followed-up with a written report within 48 hours.
E. The employee should provide the following information if available:
1. Name of the person served, date of birth, date of admission
2. Name and address of the parents or anyone else that is responsible for the person served
3. Type of alleged abuse and where it occurred
4. Any injuries noted
5. Placing agency information
6. Alleged perpetrator information (DOB, address, phone)
7. Name, phone number/email address of person making report
8. Any actions taken by person making report (Photos, safety percussions, etc.)
F. Employee must then complete an Incident Report form detailing the reasons for his/her suspicion and the GJR’s Alleged Child Abuse Reporting Form.
G. The original Incident Form shall be given to the appropriate Campus Director/Supervisor and the Vice President of Operations
H. The Vice President of Operations works collaboratively with the Compliance Department in reviewing and investigating the complaint.
I. If an alleged perpetrator is the employee’s direct supervisor, the Incident Report form shall be given to the supervisor’s superior.
J. At the same time the Alleged Child Abuse Reporting form is completed, a Campus Director or department head will complete a Safety/Supervision Plan on behalf of the person served regarding the employee(s) alleged to have perpetrated abuse
K. A copy of the Incident Report, the Alleged Child Abuse Reporting form and the Safety/Supervision Plan shall be provided to the VP of Operations and the Director or Department Head.
L. In addition, the Safety/Supervision Plan will be distributed to all employees in direct treatment and supervision of the person served
M. All employees will cooperate fully with authorities during the course of investigation of child abuse as outlined in applicable laws/standards.
1. Title 18 (Crimes Code) - Intimidation: When a person has knowledge or intends that their conduct will obstruct, impede, impair, prevent or interfere with the making of a child abuse report or the conducting of an investigation or prosecution of a case of child abuse including:
a. Refraining from making a report or not causing a report to be made;
b. Refraining from providing or withholding information, documentation, testimony or evidence;
c. Giving false or misleading information, documentation, testimony or evidence;
d. Eluding, evading or ignoring any request or legal summons to appear to testify or supply evidence; or
e. Failing to appear at or participate in a child abuse proceeding or meeting to which they have been legally summoned.
N. During the investigation, the involved employee is placed on unpaid leave. At such time as the complaint is identified to be unfounded, the employee will return to work and be compensated for time off.
O. Employees involved in an incident resulting in an indicated ruling as part of the investigation will remain on unpaid leave until Human Resources makes the final decision as to the action step to be taken with the employee, including termination.
REFERENCECODE: HR- 152-002 - GJR
TITLE: Duty to Warn Procedure
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/3/2020
HR-152-002-GJR - Duty to Warn Procedure
The agency employs a Duty to Warn procedure in the event that a disclosure identifies risk of harm to another individual or individuals. The duty to protect is a balance of moral duty to protect life and the professional duty to protect the therapeutic relationship. The therapist must assess the probability of imminent action on the part of the person served, the identified victim, and the nature and the degree of danger.
A. A therapist must be clear that imminent danger to another person is possible and probable. When a therapist is making this determination, they must consult with their immediate supervisor or the Campus Director on duty.
B. The supervisor or Campus Director will contact the psychiatrist on duty or on-call. The psychiatrist will assess the need for inpatient hospitalization of persons served. In the event the person served is not able to be safely maintained in the agency the following must occur (if applicable):
1. Contact the person who is in danger, if the potential victim has been identified.
2. Contact the police who have jurisdiction in the location of the potential victim.
3. Contact the police in the jurisdiction of where the person served lives or can be located.
4. Maintain contact with the person served.
5. Utilize the 302 Procedure for emergency inpatient psychiatric hospitalization of the person served (attending psychiatrist must support the 302 commitment). If the person served is to be admitted to an inpatient psychiatric hospital, a staff member must accompany the person served to the hospital and remain until the supervisor or Campus Director authorizes the staff’s dismissal.
C. The therapist must complete a full incident report and distribute to all indicated individuals as identified on the incident form. The original incident report is to be placed in the incident form box located in the copy room of the Administration Building.
D. Mental Health Commitment Process
1. Should a person served become a danger to self, others, or unable to care for self it it the duty of the agency to provide a positive and safe environment by recognizing and assessing the need for a higher level of treatment.
2. Persons served who are in need of an emergency examination and treatment, pursuant to Section 302 of the Mental Health Procedures Act will be referred to:
a. Mercer County Behavioral Health Commission, Crisis Delegate
b. Sharon Regional Medical Center Emergency Department
3. In the event that a person served is referred for an emergency evaluation and treatment, the supervising psychiatrist and clinician will consult with the examining physician and assist in the process as needed.
4. Should Sharon Regional Medical Center, the Mercer County involuntary commitment receiving facility, not have inpatient availability then the agency will support the Mental Health Delegate and Sharon Regional in finding an appropriate inpatient facility.
REFERENCECODE: HR- 153 - GJR
TITLE: Supervision of Direct Care Employees
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 1/8/2020
DATEREVISED: 9/29/2021
HR-153-GJR - Supervision of Direct Care Employees
It is the policy of this agency to provide supervision to all direct care staff.
REFERENCECODE: HR- 153-001 - GJR
TITLE: Supervisory Response to Employee Investigations Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-153-001-GJR - Supervisory Response to Employee Investigations Procedures
A. Employees investigated and placed on leave based on investigations will be off work without pay until such time as the case is resolved.
B. The Vice President of Operations or Compliance Coordinator is responsible for providing to Human Resources the name(s) of the staff members under investigation within 24 hours of the notification of a numbered ChildLine.
C. Human Resources will notify payroll/finance that there is an ongoing investigation for this staff member(s) and their pay should cease until further notification.
D. If the investigation of the staff member is unfounded (i.e. cleared), Human Resources will notify payroll/finance that the employee can be reimbursed for any back pay withheld. The unfounded staff member will be reimbursed any back pay to the most recent pay date that has passed. Employee will only be paid up to 40 hours of back pay for the position for which they were hired If the employee returns to work in the middle of week and works a shift they will only be reimbursed up to 40 hours.
E. If the case finds the employee is at fault based on the allegation, the employee will be terminated.
HR-154-GJR - Open Door Policy
REFERENCECODE: HR- 154- GJR
TITLE: Open Door Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
It is the policy of the agency to encourage an open-door policy between employees and their supervisors, and with all staff members in the Human Resources department.
REFERENCECODE: HR- 154-001 - GJR
TITLE: Open Door Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/3/2020
HR-154-001-GJR - Open Door Procedures
A. The agency encourages all employees to talk openly with their supervisors or the Human Resources Officer with ideas that could improve the working environment.
B. When employees offer suggestions, supervisors are to consider their suggestions seriously and communicate the idea or suggestion verbally or in writing with their supervisor or the Human Resources Officer.
C. A suggestion box is located in the Administration Building copy room. All suggestions placed in the box are reviewed by the Chief Executive Officer.
D. Employees recommending an organizational improvement should place their suggestion in the box. It is preferred that employee signs his/her name to ensure proper follow-up.
REFERENCECODE: HR- 155 - GJR
TITLE: Drug Free Workplace Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 8/6/2020
DATEREVISED: 4/1/2021
HR-155-GJR - Drug Free Workplace Policy
In compliance with the Drug Free Workplace Act of 1988, it is the policy of the agency that George Junior Republic and Affiliates is committed to providing a safe and quality work environment for all employees and persons served and is committed to providing a drug free work environment.
REFERENCECODE: HR- 155-001 - GJR
TITLE: Employee Medication Use/Storage Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 4/11/2024
DATEREVISED: 4/11/2024
HR-155-001-GJR - Employee Medication Use/Storage Procedures
Employees who may need to take medication (in all forms, including over-the-counter medications) or are required to keep medications on hand for use in emergencies (epi-pens, inhalers, etc.) during work hours are required to keep the medication secured at all times in its original, pharmacy-labeled container. Medications for staff use must be kept locked in their vehicle, locked in their work-supplied locker, or kept in a closed personal carrier (purse/bag) behind a locked door within the building.
Staff with health conditions who may require the use of emergency medications should share the location of their secured medication along with directions for retrieval/administration of the medication on their behalf (in the event they are unable to do so) with a trusted coworker, campus supervisor, or nursing staff, prior to the start of their shift. The need to take medications during work hours should also be shared with Human Resources if it may interfere with the employee’s ability to carry out their duties as assigned, presents a risk to others, may require another employee’s assistance in administering the medication emergently, or has specific storage requirements that may require accommodation (refrigerated medications).
All medications must always be kept securely behind at least one locking mechanism to prevent access by persons served. Medications should never be carried loose (individual pills) on an employee’s person, be stored in a cabinet or safe with medications of persons served, or be kept in the unit refrigerator.
REFERENCECODE: HR- 156 - GJR
TITLE: Random Drug Testing Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 8/6/2020
DATEREVISED: 4/1/2021
HR-156-GJR - Random Drug Testing Policy
It is the policy of George Junior Republic and Affiliates that all employees may be randomly drug tested during the course of their employment.
REFERENCECODE: HR- 156-001 - GJR
TITLE: Random Drug Testing Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/1/2020
DATEREVISED: 11/3/2020
HR-156-001-GJR - Random Drug Testing Procedures
George Junior Republic, in partnership with the occupational health provider, will randomly drug-test employees for compliance with its drug-free workplace policy on a quarterly basis. Random testing means employees will be selected for testing based on random selection.
Each quarter, on a day selected by Human Resources and the occupational health provider, occupational health will pull a random selection of employee names and immediately notify the employees selected for testing. Testing must be completed on the same workday the employee is selected, absent extenuating circumstances such as out-of-town travel. In all circumstances, testing must be completed within 24 hours of selection.
If an employee selected for testing is unavailable due to an extended medical absence, Human Resources will document the circumstances for failure to test.
George Junior Republic has no discretion to waive the selection of an employee selected at random.
In addition, any employee may be required to be tested if there is reasonable cause to suspect illicit drug use. Employees who test positive for illegal drugs will be terminated immediately.
Substances Covered by Drug and Alcohol Testing
Employees will be tested for their use of commonly abused controlled substances, which include amphetamines, barbiturates, benzodiazepines, opiates, cannabinoids, cocaine, methadone, methaqualone, phencyclidine (PCP), propoxyphene and chemical derivatives of these substances.
Employees must advise the occupational health provider and Human Resources of all prescription drugs taken in the past month before the test and must be prepared to show proof of such prescriptions upon request.
Testing Methods and Procedures
All testing will be conducted by the occupational health provider, which will follow testing standards established by the state or federal government. Testing will be conducted on a urine sample provided by the employee to the occupational health provider under procedures established by the laboratory and the occupational health provider while protecting the privacy of the employee, while also protecting against tampering with or alteration of the test results.
Employees will be considered to be engaged at work during the time spent taking a drug test and will be compensated for such time at their regular rate of pay, with the exception of retesting at the request of the employee.
George Junior Republic will pay for the cost of the initial testing, including the confirmation of any positive test result.
Refusal to Test
Employees who refuse to submit to a test or who adulterate, dilute, or otherwise tamper with a test specimen will be subject to immediate termination.
Positive Test Results
A positive test result confirmed by a medical review officer of the laboratory will result in termination of employment in accordance with George Junior Republic’s zero-tolerance drug-free workplace policy.
All employees have the right to discuss their test results with the occupational health provider and George Junior Republic’s Human Resources department.
Recordkeeping
All records concerning test results will be maintained by Human Resources and will be housed separately from employee personnel files.
Retesting
Where the employee believes that the positive test result was affected by taking lawful or prescribed substances not in violation of company policy, the employee may be suspended without pay pending substantiation of the employee’s claims. Employees will be provided no more than five business days in which to produce this additional information. In these instances, the employee will be retested at their expense.
REFERENCECODE: HR- 157 - GJR
TITLE: Medical Marijuana Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 8/6/2020
DATEREVISED: 4/1/2021
HR-157-GJR - Medical Marijuana Policy
It is the policy of the agency that Pennsylvania Medical Marijuana Act 16 of 2016 will serve as a guide for agency employees related to the protection of employees prescribed medical marijuana.
REFERENCECODE: HR- 157-001 - GJR
TITLE: Medical Marijuana Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/1/2020
DATEREVISED: 7/11/2024
HR-157-001-GJR - Medical Marijuana Procedures
A. Employee’s prescribed medical marijuana must present a valid medical marijuana card prior to an offer of employment and at such time as the prescription is received.
B. It is the responsibility of the employee to present a new card to Human Resources/Occupational Health prior to the card’s expiration date.
1. An identification card expires within one year from the date of issuance.
2. The identification card includes the name of the patient, the date of issuance and expiration, identification number and photograph.
C. All employees must maintain the standard of conduct as outlined in the job description, employee handbook, and various policies and procedures. Employees falling below the required standard of conduct will be subject to progressive discipline or termination no matter the reason for the change in conduct.
D. Due to liability issues, employees who drive agency vehicles and/or are responsible for transporting clients cannot use medical marijuana.
REFERENCECODE: HR- 158 - GJR
TITLE: Employee Complaint Investigation Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 8/6/2020
DATEREVISED: 4/1/2021
HR-158-GJR - Employee Complaint Investigation Policy
It is the policy of George Junior Republic and Affiliates to recognize that employees may bring to the Human Resources Department, Risk Officer, or the Chief Executive Officer situations they believe have denied them the privileges outlined in this manual, or to seek relief from work-related complaints with regard to the administration of agency policy or procedures.
REFERENCECODE: HR 158-001 - GJR
TITLE: Complaint Investigation Procedure
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/3/2020
HR-158-001-GJR - Complaint Investigation Procedure
In the event a staff person wishes to communicate a complaint against another staff member, the following procedure should be followed:
1. Employees are encouraged to speak with their direct supervisor first in order to rectify/resolve the issue.
2. If the employee does not accept the meeting outcome or if they believe they cannot approach their supervisor, they may present their concerns to the Human Resources Officer within ten (10) days of the incident, which prompted the concern. The Human Resources Officer will investigate the complaint and will set a meeting with the parties involved to discuss the issue. Investigations will be completed in a timely manner. Following the meeting, the Human Resources Officer will provide a written response to the employee and supervisor.
3. If the employee is further dissatisfied with the decision, he/she may submit the original concern and response to the Chief Executive Officer with further explanation, information, or justification for consideration within ten (10) days of receipt of the Human Resources Officer response. Within ten (10) working days of receipt of the letter, the Chief Executive Officer will inform the staff, in writing, of the disposition of the complaint.
The employee will be notified by the Chief Executive Officer of the disposition of their complaint within fifteen (15) working days.
In all cases of complaints, the original decision of the supervisor will stand and be acted upon as policy until a final decision is forthcoming.
The decision of the Chief Executive Officer shall be final with no further appeal available.
REFERENCECODE: HR- 158-002 - GJR
TITLE: Employee Grievance Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/3/2020
HR-158-002-GJR - Employee Grievance Procedures
A. George Junior Republic has established the following employee grievance procedures for making suggestions or complaints about rules, policies, or work situations.
1. Employee should discuss the matter with their immediate supervisor.
2. If the matter is not resolved, employee should write a detailed report and give it to his or her immediate supervisor and/or any administrative employee.
3. If the grievance is not settled or resolved within five working days, the supervisor, employee, and the Human Resources Officer may meet for discussion of the grievance.
4. A resolution or answer will be made within five working days after the meeting.
B. If the employee still believes the grievance is not resolved, the Human Resources Officer, the Chief Executive Officer, the Vice President of Operations, and the employee will meet. The decision arising out of this meeting will be considered final.
C. Employees will not be punished in any way for filing or expressing a grievance or concern. Retaliation is not allowed.
D. Employees are encouraged to use the grievance procedure to resolve issues they have regarding the work environment.
E. All grievances will be handled as confidentially as possible.
F. Grievances will be addressed in a timely and organized manner.
G. Employees are encouraged to follow the chain of command through the steps of the grievance procedure as outlined in this section.
REFERENCECODE: HR- 159-DA - GJR
TITLE: Employee Development Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 1/8/2020
DATEREVISED: 9/29/2021
HR-159-DA-GJR - Employee Development Policy
It is the policy of this agency that on an ongoing basis, the agency will assess, provide, and document the mandated and non-mandated trainings needed in order for employees to satisfy relevant regulations and standards.
REFERENCECODE: HR- 159-001 - GJR
TITLE: Initial Training Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/3/2020
HR-159-001-GJR - Initial Training Procedures
A. Department of Human Services child residential regulations govern George Junior Republic’s operations, and new employees must be trained in accordance to those regulations before starting work as indicated by modules outlined in their Training Plans in the Learning Management System (LMS).
B. George Junior Republic, the Department of Human Services, and other licensing and credentialing bodies determine the courses taught during training.
C. Initial training ranges from 9 days to 14 days depending on job classifications.
D. George Junior Republic will train each new employee before they work with children as a direct care worker, whether full time, part time, temporary, or a volunteer: employees may participate in observation hours before training is complete.
E. The training will cover the new employee’s specific duties and responsibilities, and the applicable policies and procedures of the facility, including:
1. Reportable incident procedures
2. Discipline
3. Care and management of person served
4. Use of restrictive procedures
5. Child Protective Services Law/Abuse Risk Management
F. Before working alone with persons served and within 120 calendar days after the date of hire, each new employee must have no less than 30 hours training in the following areas:
1. Juvenile Justice Act
2. Child Protective Services Law/PREA
3. Fire Safety and Prevention
4. Policies and Procedures/Emergency Procedures
5. First Aid, Foreign Body Airway Obstruction, Cardiopulmonary Resuscitation, Universal Precautions, and Infection Control
6. Cultural Awareness
7. Crisis Intervention, Behavior Management, and Suicide Prevention
8. Mental Health, HIV and AIDS, and other special issues
G. Non-direct care employees are required by the organization to participate in specific trainings as well, as identified in their documented Training Plan.
H. Employees are expected to attend each session, arrive on time, and participate in the training process.
I. Employees who miss part or all of a training for a specific reason must provide documentation to Human Resources stating the reason for their absence or tardiness.
J. Missed sessions must be made up.
K. Cell phones are not permitted to be used in the training environment.
REFERENCECODE: HR- 159-002 - GJR
TITLE: Refresher Training Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 11/3/2020
HR-159-002-GJR - Refresher Training Procedures
A. Staff Development is responsible for providing ongoing training throughout the year to ensure that all direct care employees receive the mandatory forty hours of training required by the State of Pennsylvania Department of Human Services.
B. The training year begins on September 1 and ends on August 31 of each calendar year.
C. Staff Development will work in concert with Administrative staff to identify relevant topics for non-direct care employee training.
D. Any person who goes through initial training during the previous year will start attending refresher training in September when they are scheduled, if not sooner based on the organization’s training schedule.
E. The courses include but are not limited to the following:
1. Safe Crisis Management
2. Cultural Awareness
3. Prison Rape Elimination Act (PREA)
4. Compliance: Fraud, Waste, and Abuse
5. Fire Safety
6. Cardio Pulmonary Resuscitation and Foreign Body Airway Obstruction First Aid according to certification schedule
7. Security
F. All courses must be completed by the last session offered to avoid disciplinary action associated with having to attend a make-up session.
G. Failure to complete a course in a timely manner will result in progressive disciplinary action, up to and including termination.
H. Employees may earn the required 40 hours in a variety of ways, including:
1. Mandatory training - All employees will be scheduled on a monthly basis.
2. Attendance and certificates from professional workshops (certificates must be provided to Staff Development).
3. Courses related to social service – require college transcripts with passing grades from accredited colleges and universities
REFERENCECODE: HR- 159-003 - GJR
TITLE: Professional Development Opportunities Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/3/2020
HR-159-003-GJR - Professional Development Opportunities Procedures
Employees who take a class, workshop, or seminar outside of George Junior Republic are responsible for bringing in a copy of the transcript to be recorded as part of their Relias transcript and placed in their personnel file.
REFERENCECODE: HR- 160-DA - GJR
TITLE: Drug and Alcohol Staff Qualifications
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 1/8/2020
DATEREVISED: 9/29/2021
HR-160-DA-GJR - Drug and Alcohol Staff Qualifications
It is the policy of this facility to comply with the Pennsylvania Department of Drug and Alcohol Programs Chapter 704 regulations for staff educational and experiential qualifications.
REFERENCECODE: HR- 160-001-DA - GJR
TITLE: Drug and Alcohol Staff Qualifications Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/3/2020
HR-160-001-DA-GJR - Drug and Alcohol Staff Qualifications Procedures
A. The agency will provide sufficient training to satisfy the following related to the Drug and Alcohol Program:
1. Staff qualifications for Project Director
2. Staff qualifications for Facility Director
3. Staff qualifications for Clinical Supervisor
4. Staff qualifications for Counselors
5. Staff qualifications for Counselor Assistants
6. Supervision of Counselor Assistants
7. Promotion of Counselor Assistants
8. Staff Development, which shall include general training requirements and an individual training plan for all staff.
REFERENCECODE: HR- 160-002-DA - GJR
TITLE: Drug and Alcohol Staff Development Program Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/3/2020
HR-160-002-DA-GJR - Drug and Alcohol Staff Development Program Procedures
A. It is the procedure of this facility that the Facility Director will address, assess and document the training needs of all qualified counselors and administrative employees annually in the following manner:
1. Create and maintain a mechanism to collect feedback on completed training that will be available to all employees and included in the employee training file.
2. The Facility Director will require that each employee provide input in the process of completing a written annual training plan.
3. The written overall training plan will be completed and approved by the board of directors annually.
4. The Facility Director will complete a written evaluation of the overall training plan annually.
REFERENCECODE: HR- 161 - GJR
TITLE: Performance Evaluation Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 8/6/2020
DATEREVISED: 4/1/2021
HR-161-GJR - Performance Evaluation Policy
It is the policy of George Junior Republic and Affiliates that written performance evaluations will be prepared on each employee after 90 days of employment and annually thereafter. The agency may exercise the right to prepare interim performance evaluations in addition to the initial or annual evaluation. The three-month performance evaluation grades job duties of the employee's current position.
REFERENCECODE: HR- 161-001 - GJR
TITLE: Performance Evaluation Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-161-001-GJR - Performance Evaluation Procedures
All performance evaluations will be conducted using ADP. The employee and supervisor are responsible for reviewing the evaluation. The employee will be required to sign and date their evaluation. By signing, the employee does not acknowledge agreement with the evaluation, but only that they have read it and know that it is being placed in their personnel file.
Employees who disagree with a performance evaluation may place a response on the evaluation in the comments section.
Human Resources is responsible for providing a copy of the job description to the employee, as requested. Job descriptions are also available in ADP.
It is the supervisor’s responsibility to review the job description with the employee at the time of the evaluation. Any significant changes in the job description should be discussed with Human Resources.
Human Resources is responsible for updating job descriptions. The ‘master’ copy of the job description is saved in the Human Resources Shared Folder.
Beginning in 2021, all employee evaluations across George Junior Republic and Affiliates will be conducted annually between April 1 – June 30 according to the following procedures:
A. All employees at George Junior Republic will have annual evaluations to review their job performance.
B. The purpose of these evaluations is to help identify employee strengths and weakness.
C. These evaluations may then be used to help reinforce positive behavior and skills and to help employees improve in other areas.
D. Each employee will be evaluated by his or her immediate supervisor.
E. Open communication between employees and their supervisors is encouraged regarding an employee’s job performance.
F. Supervisors will use a standard performance evaluation issued by the Human Resources Office to conduct an annual performance evaluation and job description review, at which time both documents will be signed by the employee and the supervisor.
G. An employee may comment on the review form and may submit rebuttal information regarding the performance review.
H. The completed performance review will be submitted to the Human Resources Office.
I. The following areas will be evaluated during the yearly review:
1. Interpersonal Interactions with persons served and staff/coworkers
2. Timeliness of Work
3. Completion of Work
4. Completion of Required Training
5. Tardiness and Absenteeism
6. Write ups or conduct issues over the past 12-month period
7. Leadership and Professionalism
8. Educational accomplishments/additional certifications
9. Analytics
10. Quality of work
11. Effective Communication
12. Documentation completion
13. Policy/Procedure guidelines
14. Professionalism
15. Other areas as outlined in the job description
J. Contact the Human Resources department for questions or additional information if needed.
HR-162-GJR - Promotions Policy
REFERENCECODE: HR- 162 - GJR
TITLE: Promotions Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
It is the policy of this agency to provide opportunities to current employees to learn and grow via promotion.
REFERENCECODE: HR- 162-001 - GJR
TITLE: Promotions from Within Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/3/2020
HR-162-001-GJR - Promotions from Within Procedures
A. For many positions, the best candidates are current employees.
B. Human Resources will post open positions in order to advise current employees of openings within the organization.
C. The agency encourages employees to apply for positions for which they are qualified.
D. Interviews are conducted by Human Resources and the appropriate supervisor and/or administrative staff member.
E. George Junior Republic retains the right to fill open positions with the most qualified candidate based on interview, experience, etc.
F. The Chief Executive Officer has the right to assign a staff member to a new/vacant position.
REFERENCECODE: HR- 163 - GJR
TITLE: Employment Transfers Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-163-GJR - Employment Transfers Policy
It is the policy of the agency to offer employment transfers when eligible or necessary.
REFERENCECODE: HR- 164 - GJR
TITLE: Employee Progressive Discipline Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-164-GJR - Employee Progressive Discipline Policy
It is the policy of the agency to effectively manage employee discipline concerns utilizing progressive discipline.
REFERENCECODE: HR- 164-001 - GJR
TITLE: Employee Progressive Discipline Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 8/3/2020
HR-164-001-GJR - Employee Progressive Discipline Procedures
A. Certain general rules of conduct on the job are necessary for the safe and successful operation of the agency and to protect the wellbeing and rights of all employees.
B. George Junior Republic will take disciplinary action when an employee does not perform the job duties of the position adequately, fails to cooperate with the supervisor or any administrative employee, refuses to work as directed by the supervisor, or fails to fulfill training requirements of George Junior Republic.
C. Disciplinary action will be taken when necessary to improve an employee’s performance or behavior.
D. Supervisors are to administer disciplinary action in a manner that is professional and constructive.
E. Supervisors may terminate an employee only with the approval of the Human Resources Officer.
F. There are three forms of disciplinary action that may be used in handling misconduct by an employee.
1. While the typical process is progressive, the agency may not follow these steps if the behavior is judged to warrant more severe actions, as follows:
2. Warning:
a. A supervisor may issue either a verbal or written warning to an employee.
b. Both verbal and written warnings will be documented and forwarded to the Human Resources
c. Employees will be asked to sign off on either to acknowledge receipt.
3. Suspension:
a. A more serious infraction or repeated misconduct may result in a period of suspension without pay.
b. Suspensions must be documented as to the reason for the suspension, the length of the suspension, and corrective action that needs to be taken.
c. The suspensions of employees will be conducted in the presence of the Human Resources Director.
4. Termination:
a. Repeated misconduct, chronic poor attendance, continual failure to complete assigned job duties, or serious infractions may result in immediate dismissal.
b. The supervisor will discuss all terminations with the Human Resources Officer and seek approval prior to a meeting with the employee taking place.
c. Terminations should occur during a face-to-face meeting with the employee, the supervisor and the Human Resources Officer
5. Offenses leading to disciplinary action may include the following:
a. Violating the Code of Conduct as outlined in this Human Resources Policies and Procedures
b. Fighting or threatening violence.
c. Breaking a safety or health rule.
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d. Leaving a car running while no one is in it or leaving the keys where unsecured.
e. Posting on bulletin boards or raising funds without approval by administration.
f. Failing to comply with PA Department of Human Services and/or George Junior Republic policies.
g. Using telephones, computers, or the mail system in an unauthorized manner.
h. Causing deliberate damage or attempting to damage company property or equipment or that of a person served or fellow employee.
i. Conducting financial deals of any type with persons served.
j. Stealing institutional property or funds or stealing from property or funds belonging to the person served.
k. Falsifying records or misrepresenting facts to a supervisor.
l. Exhibiting a history of excessive absenteeism, lateness, early departures, or excessive break time.
m. Failure to complete training requirements by appropriate due dates.
n. Failure to complete employee physical or other requests made by Human Resources in a timely fashion.
o. Conducting personal phone calls that interfere with job responsibilities.
p. Sleeping while on duty.
q. Possessing firearms and weapons on the property of George Junior Republic.
r. Hunting on George Junior Republic property.
s. Leaving duty during scheduled working hours without the permission of the supervisor.
t. Offensive or derogatory language.
6. Prior to acting and utilizing progressive discipline the supervisor or director must have the infraction documented on the Employee Incident Report.
7. The supervisor/director is responsible for reviewing the infractions with the employee. The employee must sign the sheet as an indication they have met with their supervisor regarding the infraction.
8. Failure by the employee to sign and date the document may be cause for immediate termination.
REFERENCECODE: HR- 165 - GJR
TITLE: Resignation of Employment Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 4/1/2021
DATEREVISED: 4/7/2021
HR-165-GJR - Resignation of Employment Policy
It is the policy of the agency to request a two-week notice from non-exempt staff members seeking to retire or resign, and 30 days' notice for any exempt staff member seeking to retire or resign.
REFERENCECODE: HR- 165-001 - GJR
TITLE: Resignation of Employment Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/1/2020
DATEREVISED: 7/11/2024
HR-165-001-GJR - Resignation of Employment Procedures
A. A staff member who plans to resign or is retiring must submit a letter in writing to the supervisor. The supervisor is responsible for communicating this information to Human Resources.
B. Non-exempt staff members are required to give at least 14 calendar days’ notice, 10 working days All exempt staff members are required to give at least 30 days’ notice.
C. Employees are required to communicate the following in their resignation letter:
1. Current Date
2. Name
3. Position
4. Reason
5. Date of Resignation
6. Last Day of Employment
D. Employees are required to follow leave use policies.
E. Staff members failing to follow the two-week or 30-day provision of notice will not be compensated for outstanding PTO time. An employee will not be compensated for unused bonus days.
F. COBRA benefit information will be provided to all employees that terminate employment.
G. In order to communicate effectively with employees terminating employment, Human Resources will send all employees information indicating the last day of employment, and the link to an exit survey.
H. Employees failing to turn in George Junior Republic property (keys, badge, computer, printer and/or phone) will be responsible for reimbursing the organization at the pre-determined and communicated rate. All funds for property not returned will be withheld from a staff member’s last paycheck.
REFERENCECODE: HR- 166 - GJR
TITLE: Employee Resignation Exit Survey Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 8/6/2020
DATEREVISED: 4/1/2021
HR-166-GJR – Employee Resignation Exit Survey Policy
It is the policy of the agency to provide each employee resigning from the organization a link to complete an organizational exit survey.
REFERENCECODE: HR- 166-001 - GJR
TITLE: Resignation Exit Survey Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/1/2020
DATEREVISED: 7/11/2024
HR-166-001-GJR – Resignation Exit Survey Procedures
1. All employees resigning from employment will be encouraged to complete the Exit Survey.
2. The link to the Exit Survey will be provided in the final written correspondence from Human Resources to the employee.
3. Human Resources will review the results on a quarterly basis and analyze the results to improve the employee experience.
4. Human Resources will conduct exit interviews.
REFERENCECODE: HR- 167 - GJR
TITLE: Termination of Employment Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-167-GJR - Termination of Employment Policy
George Junior Republic may end employment with any staff member for any reason not prohibited by law.
REFERENCECODE: HR- 167-001 - GJR
TITLE: Termination of Employment Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-167-001-GJR - Termination of Employment Procedures
A. Termination of employment occurs when an employee resigns, dies, retires, is discharged, or laid off.
B. An employee may resign at any time, and GJR may end employment at any time for no reason or any reason not prohibited by law.
C. Non-exempt employees are required to provide 14 days’ notice and exempt employees are required to provide at least 30 days’ notice if they intend to resign or retire. If an employee is absent for two consecutive days without notifying his/her supervisor, GJR in PA will consider the employee to have abandoned his/her job and disciplinary action will be taken.
D. Upon resignation, an employee may be asked to participate in an exit interview with the Human Resources Officer. This interview is held for the following purposes:
1. To explain the employee’s rights to continue healthcare insurance.
2. To obtain the correct address and telephone number so that correspondence may be directed to the employee after termination.
3. To make sure the employee leaving has turned in all keys and other GJR in PA property.
4. Explain GJR in PA’s policy on letters of reference.
5. Discuss the employee’s reason for resigning.
6. Inform the employee when he/she will receive his/her final paycheck.
E. Employees who resign their positions may be considered for rehire provided they left GJR in good standing and worked out a 14- or 30-day notice.
F. Upon termination, the following must be returned to the organization:
1. GJR in PA employees must return their fob, badge, keys, laptop (if applicable), lanyard, cell phone and associated cords, and credit card (if applicable).
2. PAC supervisors will send HR username/password information for electronic devices. Electronic devices and the employee badge will be sent to Human Resources. Supervisors will retain all other employee equipment and training materials (if applicable).
3. GJR in IN employees must return surface pro, stylus, cell phone, and associated cords, etc., to the applicable supervisor. The employee must return their badge to Human Resources.
4. Human Resources is responsible for documenting the return of equipment in ADP/the organizational property form.
REFERENCECODE: HR- 168 - GJR
TITLE: Abandonment of Position Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 8/6/2020
DATEREVISED: 4/1/2021
HR-168-GJR - Abandonment of Position Policy
It is the policy of George Junior Republic and Affiliates that any unauthorized employee absence of two or more days shall be considered an abandonment of employment and a voluntary resignation. Employees holding multiple positions with the agency will forfeit all positions if they abandon any one position.
REFERENCECODE: HR- 169 - GJR
TITLE: Reference Request on Current of Former Employees Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 8/6/2020
DATEREVISED: 4/1/2021
HR-169-GJR - Reference Request on Current or Former Employees Policy
It is the policy of George Junior Republic and Affiliates to provide references indicating only the prior employee's position at the organization and the first and last dates of their employment.
REFERENCECODE: HR- 169-001 - GJR
TITLE: Reference Request on Current or Former Employees Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 8/3/2020
DATEREVISED: 7/11/2024
HR-169-001-GJR - Reference Request on Current or Former Employees Procedures
A. The Human Resources Department is the only entity permitted to give a professional reference for a current or former employee. No employee is permitted to provide a reference for any present or former employee of GJR.
B. All requests for references should be directed to the Human Resources who will release only the dates of employment, the last position held, and the final salary, if applicable.
C. Supervisors may evaluate licensure candidates and/or interns, but associated employment data must be completed by Human Resources.
D. Human Resources will document the reference provided in the personnel file.
REFERENCECODE: HR- 170 - GJR
TITLE: Confidentiality Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-170-GJR - Confidentiality Policy
Organizations that obtain and/or retain employee protected health information (PHI) are considered covered entities and are required by law to comply with HIPAA provisions or face civil and/or criminal penalties. Disclosure of employee PHI without proper consent is considered a violation of the federal Privacy Rule.
REFERENCECODE: HR- 171 - GJR
TITLE: Occupational Safety and Health Act Policy
APPROVEDBY: GJR Board of Directors
DATEAPPROVED: 9/25/2019
DATEREVISED: 9/25/2019
HR-171-GJR - Occupational Safety and Health Act Policy
It is the policy of George Junior Republic to maintain a workplace that is free from hazards and each employee has the specific duty of complying with safety and health standards under the Occupational Safety and Health Act. Employees violating safety rules are subject to disciplinary action, including termination.
REFERENCECODE: HR- 171-001 - GJR
TITLE: Physical Work Hazards: Personal Protective Equipment (PPE) Procedures
APPROVEDBY: GJR Administrators
DATEAPPROVED: 2/24/2021
DATEREVISED: 7/11/2024
HR-171-001-GJR – Physical Work Hazards: Personal Protective Equipment (PPE) Procedures
Personal protective equipment, including personal protective equipment for eyes, face, head and extremities, protective clothing, respiratory devices, and protective shields and barriers, shall be provided, used and maintained as discussed in this procedure related to physical work hazards.
This process will meet the requirement of OSHA as required in 29 CFR 1910.132.
This personal protective equipment will be used wherever it is necessary by reason of hazards of processes or biological hazards (i.e. mold, mildew, viruses/bacteria), environment, chemical hazards, radiological hazards, or mechanical irritants encountered in a manner capable of causing injury or impairment in the function of any part of the body through absorption, inhalation or physical contact.
Responsibility
It is the responsibility of the Facility Manager to oversee the program on campus.
Annually, the Facility Manager and the directors of each of the various departments of George Junior Republic will be responsible to perform an annual Hazard Assessment of the work environment in each of the departments.
The Facility Manager will be responsible for certifying the written assessment for each department.
Physical Work Hazardous Assessment
The Facility Manager and the directors of each department shall assess the workplace in each department to determine if hazards are present, or likely to be present, which necessitate the use of PPE.
The result of this assessment will be documented in the preventive maintenance logs.
Equipment Selection
If physical safety hazards are found during the hazard assessment, the Facility Manager or the department director will select the type of PPE that will protect the affected employee from hazards identified.
The decision to use PPE will be discussed with the affected employee(s) by the department director.
The department director or his/her designee will be responsible for issuing, fitting, sizing, and training of the PPE, including respirators, related to physical work hazards.
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Training
All employees working, who will be required to use PPE will be trained prior to using equipment or the designated PPE.
This training will be repeated annually and if either the department director or the Facility Manager believes any employee(s) does not understand the training information or because of changes in the workplace, or changes in PPE types, the training will be repeated as necessary.
Training will include the following subjects:
The hazard and the need to use PPE
What PPE is appropriate
How to properly put on, take off, adjust and wear PPE
The limitations of the PPE
The proper care, maintenance, useful life and disposal of the PPE
A Training Form will be completed by the trainer and kept in Relias.