Employee Handbook GJR PAC January 2025

EMPLOYEE HANDBOOK

January 2025

Welcome to George Junior Republic Preventative Aftercare

We are delighted you chose to join our organization and hope that you will enjoy a long and successful career with us. As you become familiar with our culture and mission, we hope you will take advantage of opportunities to enhance your career and further the organization’s goals.

You are joining an organization that has a long history of serving individuals from across the country. In 1909, William R. George founded George Junior Republic. Since that time, the organization has expanded its focus from youth residential programming to adult residential and community-based programs. George Junior Republic in Indiana was incorporated on July 24 1992, and Preventative Aftercare was incorporated on December 21, 1992. Since establishing these affiliates, community-based services to youth, families, and adults in Indiana, Ohio, and Pennsylvania, have expanded.

With your active involvement and support, we will continue to positively impact the lives of those we serve. We sincerely hope you will take pride in being an important part of the organization’s success.

Please take the time to review the policies and procedures contained in this handbook. If you have questions, please speak to your supervisor or contact Human Resources.

This handbook supersedes and replaces any and all prior verbal and written policies and applies to all employees of Preventative Aftercare. Information in this handbook is subject to change after date of publication.

GJR PAC is used throughout this handbook (referring to George Junior Republic Preventative Aftercare). The contents of this Employee Handbook summarize current programs, policies, and procedures. As programs, policies, and procedures are updated, employees will be notified.

This handbook has been prepared to educate and guide employees regarding the personnel policies of GJR PAC. The contents of the handbook do not constitute the terms of a contract of employment. Nothing contained in this handbook should be construed as a guarantee of continued employment, but rather employment with GJR PAC is on an at-will basis, meaning employment may be terminated at any time by either the employee or GJR and Affiliates for any reason not expressly prohibited by law. GJR/GJR PAC may change the policies at any time and may choose not to apply a policy or policies in certain circumstances. Any oral statement or written agreement to the contrary not signed by the Chief Executive Officer or the designee is not valid and should not necessarily be believed to be true.

Mission: George Junior Republic and its affiliates provide opportunities for success and wellness to the individuals, families, and communities served.

Vision: To prepare and empower individuals and families to excel in a higher degree of citizenship. Values: Care, Accountability, Respect, Empowerment

I. EMPLOYMENT

This section sets forth the nature of employment at George Junior Republic Preventative Aftercare (PAC).

A. Employment at Will

Employment at PAC is on an at-will basis. This means that either the employee or the company may terminate the employment relationship at any time, for any reason, with or without notice.

Nothing in this Employee Handbook is intended to create an employment agreement, expressed or implied. Nothing contained in this or any other document provided to the employee is intended to be, nor should it be, construed as a contract that employment or any benefit will be continued for any period. In addition, no company representative is authorized to modify this policy for any employee or enter into any agreement, oral or written, that changes the at-will relationship.

Nothing in this statement is intended to interfere with, restrain, or prevent concerted activity as protected by the National Labor Relations Act. Such activity includes employee communications regarding wages, hours, or other terms or conditions of employment.

B. Code of Conduct

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 of how this will be accomplished, the Ethical Code of Conduct outlines specific expectations of employees as we strive to achieve the mission together.

1. Persons and families served will be treated at all times with respect and dignity regardless of race, culture, age, gender, sex, gender identity, sexual orientation or identity, religion, socioeconomic status, or language.

2. Employees will maintain strict confidentiality regarding current and former 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 (see Dress Code).

8. Employees will not stare or comment on a client or a family member’s body.

9. Employees must not engage in any kind of physical affection with persons and families 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 or share tobacco products or items considered contraband to persons or families served. Employees will not use tobacco products in front of persons or families served.

12. Employees will immediately report concerns or complaints about GJR employees or persons and/or families served to a supervisor.

13. 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 to investigate any allegations of abuse, sexual exploitation, and/or neglect. Employees will immediately report any open investigations of alleged abuse, indecency, neglect, or injury to a child as well as criminal acts related to the wellbeing of another person to their immediate supervisor.

PAC also adheres to the National Association of Social Work (NASW) Code of Conduct (socialworkers.org) and the American Nurses Association Code of Ethics. In addition, PAC employees are required to adhere to the American Counseling Association (ACA) Code of Ethics

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.

C. Equal Employment Opportunity

PAC is committed to equal employment opportunity. PAC recruits, hires, trains, transfers, promotes, and compensates individual employees without regard to race, color, religious beliefs, age, gender, sex, sexual orientation, sexual identity, 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.

The same equal opportunities apply to the care, treatment, and rehabilitation of the persons served by participating in all programs at PAC All treatment and care provisions are to be made available to each client regardless of race, color, religious beliefs, age, gender, sex, sexual orientation, sexual identity, national origin or ancestry, or any other personal or social quality the individual may present.

Considering the policy of non-discrimination, employees will be working with other employees and persons served of diverse ages, races, sexual orientation and gender identity, backgrounds, and levels of mental ability and education. PAC employees are expected to treat staff and those served with equal respect and consideration. The organization expects each employee to approach differences with tolerance and patience and strive to make PAC a rewarding and fulfilling place to work.

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.

PAC expressly prohibits any form of unlawful employee harassment or discrimination based on any of the characteristics mentioned above. Improper interference with the ability of other employees to perform their expected job duties is not tolerated. Any employees with questions or concerns about equal employment opportunities in the workplace are encouraged to bring these issues to the attention of Human Resources. PAC will not allow any form of retaliation against individuals who raise issues of equal employment opportunity. If an employee feels they have been subjected to any such retaliation, they should bring it to the attention of Human Resources.

Retaliation means adverse conduct taken because an individual reported an actual or perceived violation of this policy, opposed practices prohibited by this policy, or participated in the reporting and investigation process described below.

“Adverse conduct” includes but is not limited to:

1. shunning and avoiding an individual who reports harassment, discrimination, or retaliation;

2. expressing or implied threats or intimidation intended to prevent an individual from reporting harassment, discrimination, or retaliation; or

3 denying employment benefits because an applicant or employee reported harassment, discrimination, or retaliation or participated in the reporting and investigation process.

Employees with concerns related to harassment and discrimination must contact Human Resources immediately.

D. Americans with Disabilities Act (ADA) and Reasonable Accommodation

To ensure equal employment opportunities for qualified individuals with a disability, PAC will make reasonable accommodations for the known disability of an otherwise qualified individual unless undue hardship on the organization’s operation would result.

Employees who may require a reasonable accommodation should contact Human Resources.

E. Commitment to Diversity

PAC is committed to creating and maintaining a workplace in which all employees have an opportunity to participate and contribute to the success of the business and are valued for their skills, experience, and unique perspectives. This commitment is embodied in company policy and the way we do business and is an important principle of sound business management.

F. Harassment and Complaint Procedure

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(s) protected by state or federal law, is prohibited.

It is PAC’s policy to provide a work environment free of sexual and other harassment. To that end, harassment of PAC employees by management, supervisors, coworkers, or nonemployees 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. PAC will take all steps necessary to prevent and eliminate unlawful harassment.

Definition of Unlawful Harassment. “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.

Unlawful harassment includes, but is not limited to: epithets, slurs, jokes, pranks, innuendo, comments, written or graphic material, stereotyping, or other threatening, hostile, or intimidating acts based on race, color, ancestry, national origin, gender, sex, sexual orientation, sexual identity, marital status, religion, age, disability, veteran status, or other characteristic protected by state or federal law.

Definition of Sexual Harassment. While all forms of harassment are prohibited, special attention should be paid to sexual harassment. “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.

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 PAC.

Grievance Procedure. Any employee who believes they have been subject to or witnessed 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.

If the investigation confirms conduct contrary to this policy has occurred, PAC will take immediate appropriate corrective action, including discipline, up to and including immediate termination.

G. Workforce Composition

PAC’s workforce is comprised of full-time, part-time, and seasonal employees, volunteers, and interns. The organization also contracts with individuals and businesses to provide specialized services. Human Resources and Staff Development are committed to the recruitment, selection, orientation, and ongoing training and development of employees.

To ensure the needs of the organization are being met, Human Resources assesses staffing needs regularly. This process is done on an annual basis for budgetary purposes and as the need arises due to circumstances such as turnover or the planned opening of a new program.

Job descriptions delineating duties, responsibilities, and requirements are maintained for each position. Supervisors and Human Resources review and update job descriptions annually or when a change in responsibility occurs. Employees impacted by a change in duties or job assignments would be made aware of these changes by their supervisor or Human Resources and are required to sign an updated job description. Additionally, training would be provided based on the defined responsibilities.

Recruitment of qualified applicants is ongoing for both current and anticipated future openings. As part of the ongoing workforce analysis, all positions must be approved by the Vice President/Director, Human Resources, and the Chief Executive Officer prior to being filled/posted

H. Hiring

PAC selects applicants who will be dedicated and hardworking team members.

Human Resources has the responsibility of posting, receiving, and reviewing all applications for employment and will conduct initial interviews and pre-screening testing when applicable. Department heads and other administrative staff will be encouraged to conduct interviews,

review writing samples, and work in partnership with Human Resources to contact references (when applicable) prior to a staff member being afforded an offer of employment.

In compliance with licensing agencies, all employees must complete an application for clearances and applicable background checks as required by law and based on the state of residence and requirements defined by Human Resources. These background checks are performed no less than every three years (PAC). Background checks may be performed more frequently if required by contract or service location.

PAC will post open positions in a variety of locations, both in print and digital formats. ADP will push job postings to GJR.org/careers and to various web-based platforms. As needed, positions will also be posted on several recruitment sites and social media. To support the organization’s commitment to diversity, positions will also be posted via partnerships through various minority/women/disabled groups/organizations. Employees are encouraged to apply for open positions for which they are qualified.

Employees are encouraged to market open positions to their acquaintances. All employee referrals resulting in a new hire will afford the current employee with the bonus as long as the new staff continues their tenure per current organizational policy.

Employees leaving employment in good standing may be rehired. Employees involuntarily terminated will not be considered for rehire. Human Resources or PAC is under no obligation to rehire employees.

I. Probationary Period

New employees are placed on a 90-day probationary period beginning their first day of hire. At or near the end of the employee’s probationary period an evaluation will be sent to both the employee and supervisor via ADP to be completed. The supervisor will meet with the employee to review their job status. Employees failing to adequately complete the job requirements and/or those unable to maintain and keep their scheduled shift(s) may be terminated. Probationary period documentation is accessible to Human Resources via ADP and will be placed in the employee’s personnel file.

J. Promotions from Within

For many positions, the best candidates are current employees. Human Resources posts open positions on the careers page of the organization’s website (GJR.org). PAC encourages employees to apply for positions for which they are qualified. Internal candidate interviews are conducted by Human Resources and/or supervisors.

K. Conflicts of Interest

PAC expects all employees to conduct themselves and company business in a manner that reflects the highest standards of ethical conduct and in accordance with all federal, state, and local laws and regulations, including avoiding real and potential conflicts of interest

Exactly what constitutes a conflict of interest or unethical business practice is both a moral and a legal question. PAC recognizes and respects the individual employee’s right to engage in activities outside of employment that are private in nature and do not in any way conflict with or reflect poorly on the company.

It is not possible to define all the circumstances and relationships that might create a conflict of interest. If a situation arises where there is a potential conflict of interest, the employee should discuss this with a supervisor/Human Resources for advice and guidance on how to proceed. The list below suggests some of the types of activity that indicate improper behavior, unacceptable personal integrity, or unacceptable ethics:

1. Simultaneous employment by another firm that is a competitor unless preapproved by a supervisor.

2. Accepting substantial gifts or excessive entertainment from an outside organization or agency.

3. Using one’s position in the company, or knowledge of its affairs, for personal gains.

L. Confidential Information

The protection of confidential business information is vital to the interest and success of PAC and the persons and families served. Confidential information is any and all information disclosed to or known because of employment with the organization that is not generally known to people outside the organization about its business.

An employee who improperly uses or discloses confidential information or information regarding the placement of a client or the care or treatment of a person or family served will be subject to disciplinary action up to and including termination of employment and legal action, even if they do not benefit from the disclosed information. This includes disclosure on social media sites.

All inquiries from the media must be referred to the Chief Executive Officer.

M. Physical Examinations/Occupational Health

All applicants and interns offered employment are required to have a general physical exam and drug screen to ensure they can perform the duties outlined in their job description. Physical examinations may be provided by the employee’s personal physician or clinic of choice until such time that an occupational health provider in the county/region served is secured by GJR The physical assessment and associated screening tests are provided at no charge to the applicant.

Questions regarding payment for the physical and drug screen must be directed to Human Resources Offers of employment extended to applicants who test positive for illegal drugs will be rescinded immediately. PAC employees must have a physical and drug screen every two years. Physicals and drug screens must be completed on time. Staff members failing to complete the requirements by the due date may be suspended or terminated and will not be able to work until the physical and drug screen results are returned to Human Resources.

Employees will be notified at least two months in advance of the month when their physical and drug screen is required.

Employee personal health information is Protected Health Information protected under law.

N. Drug Testing and Drug Free Workplace

Employees are required to have a drug screen prior to an offer of employment and biannually thereafter Staff with an active medical marijuana card must provide Human Resources with the

card so it can be copied for the record. The card must be valid at all times. If an employee tests positive for a drug listed on the drug screen panel, and is unable to provide a prescription from their physician, they will be immediately terminated.

PAC employees suspected of being under the influence are required to be drug tested on the same day. Employees failing or refusing to take a drug test will be immediately terminated. Employees cannot work until results are received by Human Resources.

GJR and Affiliates will maintain a safe and healthy workplace that is free of the effects of drug abuse. Employees, volunteers, vendors and guests of GJR are prohibited from the use, sale, dispensing, distribution, possession, manufacture, or being under the influence of drugs that are illegal under any federal, state or local law, including marijuana, prescription drugs without a valid prescription, inhalants, or narcotic substances on the premises of GJR in PA, at GJR events or while conducting GJR business, whether on or off the GJR’s premises. In addition, employees are prohibited from the possession, use or sale of illegal drugs because such activities adversely affect job performance, job safety, or the organization’s reputation in the community.

The illegal or unauthorized use of prescription drugs is prohibited. Prescription and over-the-counter drugs are not prohibited when taken in standard dosage and/or according to a physician's prescription. Any employee taking prescribed or over-the-counter medications is responsible for consulting the prescribing physician and/or pharmacist to ascertain whether the medication may interfere with the safe performance of his/her job. If the use of a medication could compromise the safety of the employee, fellow employees or the public, it is the employee's responsibility to use appropriate personnel procedures (e.g., call in sick, use leave, request change of duty, notify supervisor) to avoid unsafe workplace practices.

Employees are required to notify the Human Resources Officer within five calendar days should they receive a conviction for a violation of a criminal drug statute in the workplace or a conviction for operating a motor vehicle while under the influence.

O. Workplace Injuries

Staff members incurring workplace injuries must report any injury to their supervisor and Human Resources immediately.

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 on site by the employee.

Other Injuries: Injuries received on the job resulting in bodily trauma, sprains, falls, car accidents, or other significant injuries must be reported immediately to the Supervisor and Human Resources. If the injury is significant in nature, 911 must be notified first and immediately.

In all cases, the employee is responsible for completing and signing four forms: 1) First Report of Occupational Injury, 2) Injury Registration Form, 3) Workers’ Compensation Medical Report form, and 4) the Workers’ Compensation Employee Notification form. Human Resources will send the employee the applicable forms. If the employee is injured due to a car accident or in a car accident, the employee must also complete the Accident Investigation form and submit it to Human Resources.

All employees injured on the job are required to report the injury and submit the required forms as soon as possible and within 24 hours of the injury occurring.

Human Resources will serve as the liaison between the third-party workers’ compensation administrator and the organization.

Injured employees may be required to be seen by a healthcare provider prior to returning to work in a full or light duty capacity. Employees should discuss this potential requirement with Human Resources. In these instances, a doctor’s excuse is required.

P. Employment Assignments, Classifications, and Pay Periods

PAC will assign employees to work in locations as needed. Employees will be assigned to locations and/or programs considering staffing patterns based on need and coverage.

Full-time Employee - A full-time employee is regularly scheduled to work 30 or more hours per week. Full-time salaried employees are eligible for a full range of employee benefits. A decrease from 40 hours per week requires the approval of the supervisor, director, and Human Resources.

Part-time Employee - Part-time employees are regularly scheduled to work less than 30 hours per week or 130 hours of service per month. Part-time employees are not eligible for the benefits provided to full-time employees. Part-time employees must work a minimum of 8 hours every pay period

Full-time employees interested in transitioning to part-time status must seek approval from Human Resources. These requests will be considered on a case-by-case basis.

Part-time employees interested in transitioning to full-time status must seek approval from Human Resources. These requests will be considered on a case-by-case basis.

Nonexempt Employee - A nonexempt employee is eligible to be paid overtime (a rate not less than one and one-half times the regular rate of pay) for work in excess of 40 hours per week, per federal guidelines. Overtime must be pre-approved. Failure to follow this requirement may result in disciplinary action.

Exempt Employee – An exempt employee is not eligible for overtime pay.

PAC pays biweekly, every other Friday. Direct deposit is available to all employees. Employees may also select to receive their paycheck on a bank card called Pay Wisely. To learn more about Pay Wisely, contact Human Resources.

On-Call may be required of some employees. On-call requirements are based on the contract or job description, and may be required based on the discretion of the supervisor/director and Human Resources. Employees on-call, may or may not be compensated based on job classification/position.

Years of Service Awards – Staff members who maintain consistent service will be awarded. This may include staff members who are employed full-time and then transition to part-time. Staff members who have a break in service (even for one day) will not qualify. Staff members on

approved short-term disability or workers’ compensation will be included as having performed consistent service. Part-time staff who do not meet the 4-hour average per week threshold will be excluded.

Holiday Award – Prior to the winter holiday season, GJR administration will determine the feasibility of providing employees with a Holiday Award. If approved, the award will be provided to all full and part-time employees who maintain their employment with the organization on a designated date.

Employees are encouraged to participate in direct deposit. All live paychecks will be mailed directly to the homes of employees. Human Resources is not responsible for the timeliness of mail distribution. Employees interested in another option outside of direct deposit should speak to Human Resources about Pay Wisely.

2025 Pay Periods

Beginning Pay Period Date

Ending Pay Period Date Pay Date

12/9/2024 12/22/2024 1/3/2025 12/23/2024 1/5/2025 1/17/2025

1/6/2025 1/19/2025 1/31/2025 1/20/2025 2/2/2025 2/14/2025

2/3/2025 2/16/2025 2/28/2025

2/17/2025 3/2/2025 3/14/2025

3/3/2025 3/16/2025 3/28/2025

3/17/2025 3/30/2025 4/11/2025

3/31/2025 4/13/2025 4/25/2025

4/14/2025 4/27/2025 5/9/2025

4/28/2025 5/11/2025 5/23/2025

5/12/2025 5/25/2025 6/6/2025

5/26/2025 6/8/2025 6/20/2025

6/9/2025 6/22/2025 7/3/2025

6/23/2025 7/6/2025 7/18/2025

7/7/2025 7/20/2025 8/1/2025

7/21/2025 8/3/2025 8/15/2025

8/4/2025 8/17/2025 8/29/2025

8/18/2025 8/31/2025 9/12/2025

9/1/2025 9/14/2025 9/26/2025

9/15/2025 9/28/2025 10/10/2025 9/29/2025 10/12/2025 10/24/2025

10/13/2025 10/26/2025 11/7/2025

10/27/2025 11/9/2025 11/21/2025 11/10/2025 11/23/2025 12/5/2025

11/24/2025 12/7/2025 12/19/2025

Q. Attendance

PAC expects employees to report to work on time as scheduled to perform their job duties.

Call off/Illness

Staff members calling off must follow the action steps outlined below.

• PAC Employees: Any staff member who is ill and needs to call off must contact their supervisor by 8 a.m.

• The supervisor is responsible for providing client coverage or other work as needed or as defined in the treatment plan.

• Supervisors must inform Human Resources immediately if a staff member has requested time off for an extended surgery, pregnancy, or illness.

• Supervisors must inform Human Resources if a staff member is off more than three days consecutively due to an illness.

• Staff members diagnosed with a contagious infectious disease or illness must contact their supervisor and Human Resources immediately.

• If an employee is absent for two or more consecutive days without notifying their supervisor, PAC will consider the employee to have abandoned their job and the employee will be terminated.

Schedule Alterations

Employees may make schedule switches within the same workweek with the supervisor’s approval. Additionally, staff must make prior arrangements with their supervisor for coverage needs during any absence. If an emergency or illness arises, all employees must report the upcoming absence to their supervisor immediately. If the employee is unable to reach the supervisor, they should call the Director/Vice President or Regional/Program Supervisor/Director In these instances, the employee's office and/or cell phone and email must be programmed with a temporary message including unavailable days with an alternative phone number in case services are needed.

Supervisors must be apprised of all current caseload information pertinent for coverage. Employees should make every effort to notify persons/families served or obtain coverage for services unable to be rendered during time off.

Employees who do not properly report off work will be subject to progressive disciplinary procedures. Employees cannot use PTO if they fail to report to work and do not call off in advance, unless they had a personal emergency. Unauthorized or excessive absences will result in progressive disciplinary action (see Section II. F. Disciplinary Action).

New hires must follow outlined PTO policies (see Section III. B. Paid Time Off).

R. Training Completion/Attendance

All employees are required to complete mandated training hours on an annual basis. See the job description and the Policy and Procedure manual for training requirements. Failure to do so will result in progressive disciplinary action. Employees interested in attending training outside of organizationally sponsored trainings and/or Relias must first seek approval from their supervisor.

S. Termination of Employment

Termination of employment occurs when an employee resigns, quits, retires, is discharged, laid off, or dies. An employee may resign at any time, and PAC may end employment at any time for any reason not prohibited by law.

Employees who transition to another position in the company must work collaboratively with their current and future supervisor and director in order for a smooth transition to occur.

In all cases of voluntary resignation (one initiated by the employee), employees are asked to provide a written notice to their supervisors. Community-based employees must provide at least 30 days’ notice in advance of the last day of work. Holidays and PTO days will not be counted toward the 30-day notice.

Employees terminating their employment with the organization must turn in all organizational property. Failure to do so within five business days from the last day of employment will result in funds withheld from the employees last paycheck consistent with applicable law(s). No deductions will be made from the salary of exempt employees, although other payments may be withheld.

Employee Badge

Keys (per key)

Cell Phone

Laptop

Training Books

Key Fob

Printer

$30

$20

$600

$600

$100 each

$20

$150

Employees providing the required amount of notice will be considered to have resigned in good standing and may be eligible for rehire. Terminated employees are not eligible for rehire. Employees who use PTO and then fail to return to work will not be paid for their PTO.

If applicable, information regarding insurance benefits continuation through the Consolidated Omnibus Budget Reconciliation Act (COBRA) will be sent to the employee’s home address by Streamline HR. Should it become necessary because of business conditions to reduce the number of employees or work hours, this will be done at the discretion of the company.

If an employee is absent for two or more consecutive days without notifying their supervisor, PAC will consider the employee to have abandoned their job and they will be terminated. Full and parttime employees missing one day of work due to no call/no show will be suspended for one day without pay.

Upon resignation, an employee may be asked to participate in an exit interview with a member of the Human Resources team. Employees who leave the organization will receive a letter from Human Resources outlining the following information.

• To explain the employee’s rights to continue healthcare insurance

• To verify the employee leaving has returned all PAC property as noted on the organizational property form

• To provide a link to the Exit Survey

Human Resources will make every effort to meet with exiting employees, although at times this may not be possible.

An employee’s final paycheck will be mailed or direct deposited based on the standard payroll schedule. The employee’s contribution towards benefits will be withheld through the end of their last day of employment. Former employees will continue to have access to the ADP app.

T. Time Records

Pay periods are Monday – Sunday. Employees are required to document hours worked in ADP. Additional hours worked for special projects or overtime must be pre-approved and may be recorded on a separate time sheet as deemed necessary by the director, Human Resources, and/or Finance. These records are required by governmental regulations and are used to calculate regular and overtime pay.

Falsification of time cards, time sheets, or any other tools used to report time will result in immediate termination.

U. Work Week and Overtime

A standard work week is 40 hours. Employees hired to work 40 hours are required to complete 40 hours each week. Compensatory time/comp time is not allowed. Nonexempt employees who work over 40 hours will be paid overtime. Employees cannot take PTO for hours above 40 hours per week. Entry of PTO over 40 hours will be removed by payroll. Employees who do not work 40 hours per week will have PTO added to their time card to compensate for hours not worked. When overtime is required due to the needs of the organization, employees may be asked to work overtime. Overtime is actual hours worked in excess of 40 in a single workweek.

Nonexempt employees will be paid overtime compensation at the rate of one- and one-half times their regular rate of pay for all hours over 40 actually worked in a single workweek. Paid leave, such as holiday, PTO, bereavement time, and jury duty, does not apply toward work time. Overtime must be approved in advance by a supervisor/director and Human Resources. Full-time and part-time employees are expected to manage their schedules based on the requirements of the position. Productivity-based bonus programs and additional state or governmental funding granted and defined to be used for specified projects are excluded from the overtime rule. For more information regarding this topic, contact your supervisor. Exempt employees are not eligible for overtime pay.

V. Deductions from Pay

PAC complies with the salary basis requirements of the Fair Labor Standards Act (FLSA).

The FLSA limits the types of deductions that may be made from the employee’s pay. Permitted deductions include:

• Voluntary Deductions: Employers can deduct from an employee’s paycheck if the employee has given written consent. These deductions might include contributions to retirement plans and/or health insurance premiums.

• Court Orders such as garnishments. This fulfills obligations such as child support, alimony, unpaid taxes, or debt repayments. The employer must follow the court’s instructions regarding the amount and duration of the garnishment.

• Employee Benefits: Pre-Tax Benefits: Deductions for benefits like health insurance, dental insurance, vision insurance, and health savings accounts (HSAs). Post-Tax Benefits: Life or disability insurance, may be deducted after taxes.

• Mistakes in Overpayment: If a payroll error occurs, and GJR accidentally overpays an employee, the excess amount can be recovered by deducting it from future paychecks. Employers must notify employees about the error and repayment plan.

• Company Property: Deductions for lost or damaged company property is allowed with a signed organizational property form. **Employees who terminate employment and fail to return property within five days will have funds withheld from their paycheck (as defined in Section S). Withholdings will be limited to the charges noted up to the minimum wage requirement.

• Taxes: Federal and State Taxes: Employers are legally required to withhold federal and state income taxes, Social Security, and Medicare taxes from employees’ wages. These withholdings are mandatory and based on the information provided by employees on their W-4 forms.

• Workers’ Compensation and Unemployment Insurance: State laws mandate that employers deduct required contributions to workers’ compensation and unemployment insurance funds.

• Training, Certification, Licensure, or Tuition Reimbursement Agreements: If an employer has paid for an employee’s training, certification, licensure, or tuition reimbursement and there is a signed agreement that the employee will reimburse the cost if they leave the company within a certain period, deductions can be made according to the terms of that agreement.

• Absence from work when PTO is not available.

• Unpaid disciplinary suspensions of one or more full days imposed in good faith for workplace conduct rule infractions.

Employees on Family and Medical Leave should discuss leave policies with Human Resources prior to beginning leave.

W. Employment of Relatives and Domestic Partners

Relatives and domestic partners may be hired by the company if (1) the persons concerned will not work in a direct supervisory relationship, and (2) the employment will not pose difficulties for supervision, security, safety, or morale. For the purposes of this policy, “relatives” are defined as spouses, children, siblings, parents, or grandparents. A “domestic partnership” is generally defined as a committed relationship between two individuals who are sharing a home or living arrangement.

Current employees who marry each other or become involved in a domestic partnership will be permitted to continue employment with the company provided they do not work in a direct supervisory relationship with each other or otherwise pose difficulties as mentioned above. If employees who marry or live together do work in a direct supervisory relationship with each other, the company will attempt to reassign one of the employees to another position for which they are qualified if such a position is available. If no such position is available, the employees will be permitted to determine which one of them will resign from the company.

X. Organizational Communication

To stay apprised of organizational updates, goals, and objectives, all employees are required to check their email, phone/voicemail, and the intranet daily. Employees should navigate the intranet to learn more about organization updates and to seek information on a variety of topic areas. Additional organizational information is posted on ADP and the organization’s social media sites.

II.CONDUCT AND PERFORMANCE

This section describes relationships between employees, standards of conduct, and employee performance. Employees are expected to strive to meet the highest standards of professional and ethical conduct within the work environment.

A. Employee Performance and Conduct

Employees are expected to exhibit personal and professional conduct that sets an example for other employees and serve as role models for the persons served.

Disciplinary action will be taken when an employee does not perform the job duties of the position adequately, fails to cooperate with the supervisor or any administrative staff, refuses to work as directed by the supervisor, or fails to fulfill training requirements of PAC

The following actions are examples of infractions of conduct that may lead to disciplinary action up to and including termination of employment at management’s discretion. This list is not necessarily all-inclusive.

• Physical, emotional, verbal (profanity or humiliating or derogatory remarks), or mental abuse will not be tolerated.

• Failure to report any knowledge of abuse.

• Failure to cooperate in any investigation.

• Inappropriate displays of affection with other employees and/or persons served.

• Being under the influence or in possession of alcoholic beverages or drugs while on duty is strictly prohibited. Due to the sensitive nature of the work, PAC may require any staff to submit to a drug and/or alcohol screen. Refusal to take a drug or alcohol screen may result in termination of employment. If the employee abuses legal substances, such as alcohol or prescription drugs, that impairs their actions, conduct, or job performance, they are also subject to disciplinary action. Where there is reasonable cause to suspect impairment, testing will be conducted. If the abuse involves a legal prescription drug, proof of the prescription will be required and must be provided to Human Resources and the drug testing site. Results of drug tests are considered protected health information and are managed separately from personnel files.

• Fighting or threatening violence.

• Violation of safety or health rules.

• Leaving unattended vehicles running or keys unsecured.

• Any non-work-related solicitations must have the approval of Human Resources.

• Smoking in non-smoking agency areas or in plain view of persons served.

• Failure to comply with Department of Human Services, Department of Child Services, state, or licensing body regulations, and/or and PAC policies and procedures.

• Unauthorized use of PAC cell and office phones, computers, email, vehicles, or equipment.

• Causing deliberate damage or attempting to damage company property or equipment or that of a client or co-worker.

• Engaging in unprofessional conduct with a client, co-worker, foster family, referral agency, auditor, etc

• Financial dealings of any type between employees and persons served are strictly forbidden.

• Theft of institutional property or funds or the theft of the property or funds of a client

• Falsification of records or the misrepresentation of facts to the supervisor.

• Excessive absenteeism, or canceling client visits, lateness, leaving early, or excessive break time.

• Excessive volume or length of personal phone calls.

• Sleeping while on duty/during meetings with clients or community partners.

• Possession of firearms and weapons

• Leaving duty during work hours without the permission of the supervisor.

• Furnishing tobacco or tobacco products to a client.

• Racial, sexual, religious, gender, or ethnic comments or conduct that interferes with an individual’s ability to perform their job or creates a hostile or offensive environment.

• Unauthorized overtime.

B. Workplace Violence

PAC is committed to providing a safe, violence-free workplace for employees. Due to this commitment, we discourage employees from engaging in any physical confrontation with a violent or potentially violent individual or from behaving in a threatening or violent manner. Threats, threatening language, or any other acts of aggression or violence made toward or by any employee will not be tolerated. A threat may include any verbal or physical harassment or abuse, attempts to intimidate others, menacing gestures, stalking, or any other hostile, aggressive, and/or destructive actions taken for the purposes of intimidation. This policy covers any violent or potentially violent behavior that occurs in the workplace or at company-sponsored functions.

All PAC employees bear the responsibility of keeping their work environment free from violence or potential violence. Any employee who witnesses or is the recipient of violent behavior should promptly inform their supervisor, administrator, or Human Resources. All threats will be promptly investigated. No employee will be subject to retaliation, intimidation, or discipline as a result of reporting a threat in good faith under this guideline.

Any individual engaging in violence against the company, its employees, clients, or its property will be prosecuted to the full extent of the law. All acts will be investigated, and appropriate action will be taken. Any such act or threatening behavior may result in disciplinary action up to and including termination.

The possession of weapons on the property of PAC, including the parking lots or company vehicles, is prohibited. Additionally, while on duty, employees may not carry a weapon of any type Weapons include, but are not limited to, handguns, rifles, automatic weapons, and knives that can be used as weapons (excluding pocketknives, utility knives, and other instruments that are used to open packages, cut string, and for other miscellaneous tasks), martial arts paraphernalia, stun guns, and tear gas. Any employee violating this policy is subject to discipline up to and including termination for the first offense. If an employee fails to follow this procedure and knowingly or unknowingly is in possession of a weapon and misplaces the weapon, they must report this to the supervisor/director and Human Resources immediately.

The company reserves the right to inspect belongings of employees on its premises and may inspect the contents of lockers, storage areas, file cabinets, desks, and work stations at any time and may remove items that are in violation of company rules and policies.

Protecting the safety of the persons served, employees, and visitors is the most important aspect of managing the organization.

All employees have the opportunity and responsibility to contribute to a safe work environment by using commonsense rules and safe practices and by notifying management when any health or safety issues are present. All employees are encouraged to partner with the administration to ensure maximum safety for all. Employees are strongly encouraged to read the Safety Committee notes posted on the intranet, follow Section IV. X. Work From Home/Telecommuting Guidelines - Guidelines for Contacting Your Supervisor, and follow any additional policies and procedures on workplace violence and safety as defined and distributed by GJR

In the event of a life-threatening emergency, contact 911.

Employees interested in participating or attending a Safety Committee should contact the Vice President/Director of the program.

C. Performance Reviews

Open communication between employees and their supervisors is encouraged regarding an employee’s job performance. Performance Evaluations are issued by Human Resources to the supervisor and employee via ADP. Employees must complete a self-evaluation. During the annual evaluation, the supervisor will review the job description with the employee. The employee may comment on the electronic review form and may submit rebuttal information regarding the performance review. The completed performance review will be submitted via ADP and reviewed by Human Resources. Performance reviews will take place during a designated time period each year.

D. Outside Employment

Full-time employees are required to maintain PAC as their sole or primary place of employment. Employees with a second job are expected to work their assigned schedules and complete their required job duties as defined in the job description and in a timely manner. A second job will not be considered an excuse for poor job performance, absenteeism, missed training, tardiness, leaving early, refusal to travel, or refusal to work overtime or different hours.

It is against policy to solicit current PAC families or persons served to be clients at another place of employment or as part of a staff member’s private practice. Should a PAC employee become aware of their private practice clients also becoming or being clients at GJR, the employee should bring that to the attention of a supervisor. At no time should an employee refer a PAC client to other community services, whereby a current/former employee may be in private practice, unless a GJR supervisor has agreed to such transition planning for the benefit of the client If outside work activity causes or contributes to job-related problems, it must be discontinued, or the employee may be subject to disciplinary action, up to and including termination.

GJR is committed to maintaining the confidentiality of client information and providing high quality care. In that regard, while employed by GJR or an affiliate, an employee may not provide, directly or indirectly, (therapeutic) services (clinical or otherwise) to clients of GJR and its

affiliates except on behalf of GJR or an affiliate. Current employees may not directly or indirectly provide such (therapeutic) services to clients through another company, whether as an owner, employee, or contractor of that company, or as an individual, unless specifically authorized in writing by GJR to do so. For the purposes of this provision, a client is someone who is currently receiving services from GJR or an affiliate or who has received such services in the previous six months.

E. Pay Increases

Employees are eligible for a pay increase after their first 12 months of full-time employment. Annual increases are not automatic and may not be awarded to an employee who has not performed adequately within their position.

Depending on the company, program, and/or service line, bonuses may be available based on productivity.

F. Disciplinary Action

Certain general rules of conduct on the job are necessary for the safe and successful operation of PAC and to protect the well-being and rights of all employees. The organization expects employees to comply with the outlined policies, procedures, and standards of behavior and performance. Employees are responsible for correcting any noncompliance with these standards.

PAC endorses a policy of progressive discipline in which it attempts to provide employees with notice of deficiencies and an opportunity to improve. PAC does, however, retain the right to administer discipline in the manner deemed necessary. This policy does not modify the status of employees as employees-at-will or in any way restrict the organization’s right to bypass the disciplinary procedures suggested.

Disciplinary action will be taken when necessary to improve an employee’s performance or behavior. Supervisors are to administer disciplinary action in a manner that is professional and constructive. Disciplinary action must be documented on the Employee Incident Form. Employee coaching sessions or discussions related to improving an employee’s performance must be documented on a Coaching Form, Employee Incident Form, Supervisor’s Log, or a Performance Improvement Plan and must be signed and dated by the Supervisor and the Employee. The original and signed Incident Report must be provided to Human Resources. The employee can request a copy of the incident report. Human Resources will review each report.

Prior to terminating an employee, the supervisor must discuss the complaint with Human Resources. There are three forms of disciplinary action that may be used in handling misconduct by an employee. While the typical process is progressive, PAC may not follow these steps if the behavior warrants taking a more drastic measure of action

1. Warning - A supervisor may issue either a verbal or written warning to an employee. It is the responsibility of the supervisor to review the warning with the employee via a face-to-face meeting or Zoom/virtual meeting. (Both verbal and written warnings will be documented and forwarded to Human Resources. Employees will be asked to sign the Employee Incident Report acknowledging receipt.

2. Suspension - A more serious infraction or repeated misconduct may result in a period of suspension without pay. Suspensions must be documented as to the reason for the suspension, the length of the suspension, and corrective action that needs to be taken. All suspensions will be done in conjunction with Human Resources. It is strongly recommended all suspensions be conducted via a face-to-face or Zoom/virtual meeting with the employee. In cases when the employee or supervisor is not available or if an immediate suspension is warranted, the meeting may be held over the phone. The supervisor is responsible for reviewing the document outlining the suspension. The employee must acknowledge they reviewed the report by signing and dating the document. They may select to write on the form agreeing or disagreeing with the decision.

3. Dismissal/Termination - Repeated misconduct, chronic poor attendance, continual failure to complete the job duties, or serious infractions may result in immediate dismissal. Failure to improve performance or behavior after the written warning or suspension can result in termination. All dismissals will be approved and involve Human Resources.

The progressive disciplinary procedures described above may be applied to an employee experiencing a series of unrelated problems involving job performance or behavior. The supervisor or designee is responsible for completing the Employee Incident Report and must outline the incident, the policy or procedure the employee failed to follow, and the resulting disciplinary action. In addition, employees may be placed on a Performance Improvement Plan.

In cases involving serious misconduct, or any time the supervisor determines it is necessary, such as a major breach of policy or violation of the law, the procedures contained above may be disregarded. Typically, the supervisor should suspend the employee immediately (with or without pay), and an investigation of the incidents leading up to the suspension should be conducted to determine if any further action, such as termination, should be taken.

Terminated employees will not be paid out PTO time and must return all PAC property.

Employees voluntarily terminating their employment with PAC must return all PAC property on their last day of employment. Failure to do so will result in an employee being held liable for the defined costs of those items. Employees who do not provide the required amount of notice will not receive payment for their outstanding PTO.

Upon termination, Human Resources will review the property returned by the staff, and a letter will be mailed to the employee outlining benefit information and acknowledging the equipment items that were returned. If the employee provides notice, Human Resources will mail a letter to the employee prior to their last day of employment.

Staff members who are under investigation for the alleged abuse or neglect of a client may be placed on unpaid leave during the time of the investigation. The employee will remain employed at the discretion of the organization.

G. Grievance Procedures

An employee who has a grievance about a situation or condition arising out of either the interpretation or application of the rules and policies set forth in these personnel practices or arising out of general working conditions is encouraged to submit in writing a formal complaint to their supervisor or any administrative staff. If the grievance is not settled or resolved within five working days, a meeting may be held between the supervisor, employee, and Human Resources. A resolution or answer will be made within five working days of the meeting.

In the event that the issue is not resolved, a further meeting may be held between Human Resources, the Chief Executive Officer, and the employee. The decision determined at this meeting will be considered final.

Employees will not be penalized in any way for filing or expressing a grievance or concern. Employees are encouraged to use the grievance procedure for the resolution of issues. All grievances will be handled as confidentially as possible.

Grievances are to be expressed and heard in a timely and organized manner. Employees are required to follow the chain of command through the steps of the grievance procedure as outlined in this section.

H. Employee Personnel Records

PAC keeps essential documents such as applications, job descriptions, payroll information, performance reviews, clearance reports, reference letters, and disciplinary records in the employee’s personnel file. Benefit enrollment forms, beneficiary designation information, and other confidential items are kept in a confidential employee file.

An employee may inspect their personnel file, add rebuttal information, and add written materials to the personnel file. To do so, the employee must make an appointment with Human Resources to inspect the file. This process will take place via Zoom with those working in the community. The appointment to inspect the file should be made outside the employee’s normal work schedule. Human Resources will document the name and title of the employee/supervisor reviewing the file

Employee files are maintained by Human Resources and are considered confidential. Supervisors and administrators may only have access to personnel file information on a need-to-know basis. Personnel file access by current employees and former employees upon request will generally be permitted within three days of the request unless otherwise required under state law. Employee files may not be taken outside the department. Representatives of government or law enforcement agencies, in the course of their duties, may be allowed access to file information. In most instances, employees are not permitted to have copies of clearances, unless this is required to access community agencies or schools. Employees are not permitted to have copies of their driving records. Human Resources, compliance/auditor agencies, and the occupational health staff are the only officials able to access and review employee physical information. Physical health information, drug screen results, workers’ compensation health-related information, vaccination information, and I-9 information are held separately and outside the personnel file.

I. References

PAC’s policy is to provide neutral references in writing. No information will be released in response to the oral request. No employee is permitted to give a reference on any present or former employee of PAC. All requests for references should be directed to the Human Resources Officer, who will release only the dates of employment, the last position held, and the final salary, if applicable.

J. Personal Information

Employees are responsible for providing current information to Human Resources. If an employee moves, changes names, wishes to add or delete dependents, or changes healthcare coverage as a result of a change in marital status or spousal coverage, the employee is to notify Human Resources as soon as possible. Employee cooperation is necessary to maintain and update personnel and insurance records.

Employees are encouraged to submit changes through ADP.

K. Employee/Persons Served Relationships

The employee relationship with a person/family served is based on professionalism. Due to overriding liability concerns and concerns regarding PAC’s relationships with various placing agencies, PAC strictly prohibits any employee from engaging in guardianship, adoption, and foster care relationships with PAC current and discharged persons served. Discharged persons served are not permitted to live with PAC employees. Concerns related to the maintenance of safe boundaries must be reported to a supervisor or Human Resources immediately. For further clarification on appropriate boundaries and relationships with persons and families served, employees should read and understand the Code of Conduct and the National Association of Social Workers Code of Ethics.

L. Volunteers/Interns

Interns/Volunteers are required to receive a physical, drug screen, and clearances prior to working with PAC. In addition, PAC must have a formal/written relationship with the college/university prior to accepting interns. At no time should an intern/volunteer work without notifying Human Resources. Interns may be compensated based on the discretion of the organization. Interns/Volunteers must attend training (in full or in part) as determined by Human Resources and the supervisor.

III. BENEFITS

The following section provides a general overview of the benefits provided to employees. Detailed benefit information can be found in the 2025 Employee Benefit Book. A hard copy of the book may be requested and a digital copy is located on the intranet. Additional inquiries may be directed to the Human Resource Office on an individual basis when needed.

A. Insurance & Retirement Plan

Employees who are covered by PAC’s sponsored healthcare, dental, vision, disability, retirement, life, or other insurance receive a written description of the plan in which they are enrolled. The insurance plan will include a description and the limitations of the insurance policy.

1. Healthcare Insurance

PAC offers a group healthcare plan to each full-time employee. Employees and dependents may be enrolled at the employee’s discretion and expense. The effective date of healthcare coverage is the first of the month following sixty days of employment. For example, an employee hired on August 16 will be eligible on November 1.

Benefit Eligibility – Employees who transition to part-time (outside of a change based on FMLA status) and later decide to return to full-time employment will be ineligible for benefits until they move through the designated waiting period.

Employees participating in the High Deductible Health Plan are eligible to participate in the Health Savings Account The minimum payroll deduction for the Health Savings Account is $25/per pay.

Employees participating in healthcare insurance are also eligible for ComPsych and Teledoc. ComPsych functions as the Employee Assistance Program. Calls to ComPsych are confidential.

2. Dental and Vision Insurance

PAC offers dental and vision insurance requiring that each full-time employee who wishes to enroll in the program pay at their discretion and expense. Dental and vision insurance becomes effective the first day of the month following sixty days of employment.

3. COBRA (Consolidate Omnibus Act)

As provided for by the Consolidated Omnibus Act (COBRA), a terminated employee may continue healthcare and dental insurance coverage by paying 102% of the premium cost to PAC. COBRA is administered by Streamline HR in conjunction with Human Resources.

4.

Additional Employer Paid Insurance

GJR provides full-time employees with Basic Term Life Insurance, Basic Accidental Death and Dismemberment Insurance, and Long-Term Disability Insurance. Coverage is provided by Prudential Life Insurance Company.

5. Additional Employee

Paid Insurance

GJR employees may take advantage of additional coverage, including optional Employee Life Insurance, Spouse/Domestic Partner Optional Dependent Life Insurance, Child – Optional

Dependent Life Insurance, and/or Short-Term Disability Insurance. Coverage is provided by Prudential Life Insurance Company.

6. Retirement Plan

GJR provides employees with a 401(k) plan that offers both traditional and Roth savings options. Employees are eligible after 12 months of service. Employees are automatically vested and GJR will match 100% on the first 6% contributed.

Fidelity will notify employees when they become eligible for the plan.

7. Additional Voluntary Benefits

As previously noted, a health savings account is available for employees participating in the High Deductible Health Plan. Legal Shield and ID Shield are also available.

8. Workers’ Compensation Insurance

PAC provides each employee with workers’ compensation insurance for injuries on the job. If an employee is injured, they must follow the proper procedures to have their claim processed. Any employee who is injured must report the injury immediately, no matter how slight, to their supervisor and Human Resources. All injuries must be reported within a 24-hour period. Completed workers’ compensation forms must be forwarded to Human Resources for processing.

If the employee injury results in lost time, the employee must seek treatment from one of PAC’s approved physicians for the first 90 days.

Above all, the employee is not to self-treat. Prompt, professional care is the best remedy for the employee’s recovery. If a significant injury occurs, call 911.

9. Unemployment Compensation

PAC employees are covered by unemployment compensation. Employees may obtain full information from the local office of the Office of Unemployment Compensation regarding this insurance.

10. Open Enrollment

Open Enrollment occurs annually. Employees are required to review materials and make applicable benefit changes in a timely manner. Failure to make changes and/or failure to submit information in a timely manner may have financial repercussions.

B. Paid Time Off

PURPOSE

Paid Time Off (PTO) provides employees with flexible paid time off from work that can be used for such needs as vacation, personal or family illness, doctor appointments, school, volunteerism, and other activities of the employee's choice. The goal is to reduce unscheduled absences and the need for supervisory oversight. Holidays, jury duty, military leave, disability, bonus, baby/parent day, and/or bereavement leave are covered by separate policies and do not take away from PTO.

GUIDELINES FOR PAID TIME OFF (PTO) USE

o Full-time employees are eligible for PTO after they complete a 90-day probationary period.

o Part-time employees must notify Human Resources if they need to take two or more days off related to illness, surgery, or the birth of a child.

o Full-time exempt and nonexempt employees are required to work 8 hours per day, typically 5 days per week. Alterations to an employee's schedule must be pre-approved by the supervisor.

o PTO requests must be made using ADP. Employees may not use PTO if the supervisor has not approved it. Real time PTO leave balances are accessible through ADP.

o All employees may use PTO in hourly increments. Time not covered by the PTO policy (and for which separate guidelines and policies exist) includes paid holidays, bereavement leave, military leave, and jury duty.

o Planned PTO requires each employee to provide a minimum of 30 days advance notice unless the PTO is used for legitimate unexpected illness or emergencies. In all instances, the employee's supervisor must approve PTO in advance.

o With Human Resources approval, department heads may implement certain PTO practices and policies to serve their department needs best. Examples include allowing a limited number of people off during a workday. In cases where long-range scheduling is necessary, supervisors may require PTO requests to be submitted by a specific date. Certain departments may require taking PTO during a specific period of time.

o Employees must inform their supervisor immediately if time off is needed for illness and follow call-off procedures (see Section I, Q. Attendance). If an employee is off two or more consecutive days, they must provide Human Resources with a doctor's note.

o PTO is listed on the pay stub as well as ADP. Employees are responsible for not taking time off beyond what is in their PTO bank. Planned PTO may be approved well in advance of the scheduled days off (30 days minimum). However, this approval is contingent upon the employee having enough PTO once the scheduled dates are reached.

o PTO may not be donated.

o Requested PTO is not guaranteed. Approval of PTO is based on staffing needs and the employee's completion of tasks prior to taking leave. All employees, regardless of work function, are required to complete all assigned tasks prior to approval granted for PTO. This may include meeting/exceeding billable hours, meeting productivity expectations, completing client/youth notes, etc. Employees requesting leave who have either not completed their job responsibilities and/or those who are needed to provide adequate staffing levels will have their leave denied

o The PTO plan will be reviewed each year and may be updated beginning January 1 of the following year.

PAID TIME OFF (PTO) EXCEPTIONS

o Employees who miss more than two consecutive unscheduled days due to illness will be required to present a doctor's note. The note must verify the employee is permitted to return to work.

o PTO taken in excess of the PTO balance available will be unpaid and can result in progressive disciplinary action up to and including employment termination.

o A department head may allow some flexibility concerning making up hours in lieu of using PTO. However, each department head will make the decision to do so

independently. Consideration will go into the duties handled by the department and the time frame in which those duties need to be completed. Any flexible scheduling is not to cause a burden for the department/organization. In fact, flexible scheduling should benefit the employee and the department/organization.

For example:

o Allowing a direct care staff to switch shifts without creating unnecessary overtime.

o Allowing Mon.-Fri. office personnel to leave an hour early for an appointment with the understanding that the hour will be made up during the week.

o Consistent requests to rearrange one's schedule and use PTO may not be approved. For example, attending frequent/multiple medical appointments for the same issue may require approved FMLA.

PAID TIME OFF (PTO) UNUSED TIME

Employees are encouraged to work with their supervisor and take time off as needed. Employees who decide to cash out their time off must be employed through January of the following year to receive a payout for time off. PTO payout will be at 50 percent and paid in February.

TERMINATIONS/RESIGNATIONS

Employees who voluntarily leave the organization in good standing will be paid out their remaining PTO balance (based on hours of PTO remaining) based on a prorated schedule (see chart below). Employees will not be paid out for all remaining days left. Employees who leave in good standing must submit a properly written resignation and complete their entire resignation.

Voluntarily

Leave Employment During These Months/Calendar

Quarters

Jan., Feb., Mar. = 1st Calendar Quarter

April, May, June = 2nd Calendar Quarter

July, Aug., Sept. = 3rd Calendar Quarter

Oct., Nov., Dec. = 4th Calendar Quarter

Employee will be paid out this amount of Unused PTO time (in hours)

percent

**Employees will not be paid out for Bonus, Baby, Holidays, or other days not defined as PTO. Payment of PTO will be listed on the employee's paystub as Paid Time Off Payout.

**Employees who leave involuntarily will not be paid out for their remaining Paid Time Off.

***Employees who voluntarily resign during a calendar year and return to work during the same calendar year will only receive the PTO balance that was not paid to them when they left employment.

Paid Time Off Plan

Employees Hired Before December 31, 2022 (40 hour/week)

Paid Time Off Plan

Employees Hired on or after January 1, 2023

40 hour/week employee

Paid Time Off Plan 32 hour/week employee PTO PLAN Hired on or before December 31, 2022 (32-Hour employee) PTO PLAN Hired on or after January 1, 2023 (32-Hour employee) PTO HOURS PTO HOURS

Hired Jan - Mar 64

Hired Apr-June 45

Hired July-Sept 32

Hired Oct-Dec 13

STANDARD HOLIDAYS

Full-time employees are eligible for the following standard holidays each year:

New Year's Day

Good Friday (floating holiday)

Memorial Day

Juneteenth (floating holiday)

Independence Day

Labor Day

Thanksgiving Christmas

Floating Holidays

Good Friday and Juneteenth are deemed floating holidays. Floating holidays must be taken during the period defined below or they will be paid out.

A floating holiday must be used as a whole day (may not be split into half days). If the floating holiday is not taken, it will be paid out at 100 percent two pay periods after the holiday.

Floating Holiday 2025 Schedule

Good Friday will be celebrated on April 18, 2025 Employees may use the floating holiday between March 31 and May 11, 2025. If an employee fails to use the holiday during this period, they will be automatically paid out for the 8-hour holiday on May 23, 2025.

Juneteenth will be celebrated on June 19, 2025. Employees may use the floating holiday between May 27 and July 6, 2025. If an employee fails to use the holiday during this period, they will be automatically paid out for the 8-hour holiday on July 18, 2025. The floating holiday cannot be used on July 4th .

Exempt and nonexempt employees must take the holiday on the standard day (not including floating holidays). No schedule alteration is permitted.

Full-time employees will receive their regular daily rate of pay for each observed holiday. Holidays are 8 hours in length, unless an employee works 64 hours per week. Part-time employees are not eligible for holiday pay.

To receive holiday pay, an employee must work or be on an authorized leave of absence immediately before and after the holiday.

An employee who calls off sick the day before or after the holiday must submit a doctor's excuse to Human Resources, or the employee will not be paid for the holiday. Employees on workers’ compensation will not be compensated for the holiday.

PTO or a Bonus Day may not be used on a holiday.

Should one of the designated holidays 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.

Employees needing time off to observe religious practices or holidays not scheduled by GJR should speak with their supervisor. Depending on business needs, the employee may be able to work on a day that is normally observed as a holiday and then take time off for another religious day. Employees may also be able to take PTO. GJR will seek to accommodate individuals' religious observances reasonably.

Additional Time Off

All employees will receive one Bonus Day each year. The bonus day must be taken as a whole day and cannot be taken within the first 90 days of employment.

All employees are eligible to receive a Baby Day. This day provides expectant parents one day to attend or participate in the birth of their child. Human Resources may request proof of relationship with the delivering partner. Human Resources must be notified in advance if an employee intends to use this day off. For more information regarding Family Medical Leave, see the FMLA section of this handbook.

Emergency Medical Providers, Firefighters, Active Duty/Military Reserves

Employees working in any of the above categories outside of their workday will be provided one additional bonus day per year. Human Resources must verify participation/engagement in these community/countrywide activities. Verification may include an ID card, badge, military paperwork, etc. This will be added as an extra Bonus Day.

C. Jury Duty

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 their normal pay per day. To receive payment for the jury duty time, the employee must submit proof to Human Resources indicating they were called upon to participate. Jury duty can be submitted directly in ADP. The Human Resources Officer approves Jury Duty.

D. Bereavement Leave

On the death of a member of the immediate family, full-time employees are eligible for up to either two or three days for bereavement.

Three days: For the purposes of this benefit, an immediate family member is defined as spouse/legal domestic partner, father, mother, brother, sister, children, stepfamily members (to include mother, father, brother, sister, and children).

Two days: Will be granted for the following: (current) in-laws (to include mother-in-law, father-inlaw, son-in-law, and daughter-in-law, brother-in-law, sister-in-law), grandparents, grandchildren, nephews, nieces, aunts, and uncles.

Documentation in the form of an obituary, prayer card, or church announcement must be provided to or emailed to hr@gjr.org. Bereavement leave must be submitted directly in ADP. The Human Resources Officer approves Bereavement Leave.

E. Personal Leave of Absence

Employees with a minimum of one year of service may request a temporary leave of absence. Human Resources, with the approval of the Chief Executive Officer, will determine the type of leave and the duration. Any request for a leave of absence must be made in writing to the Human Resources Office with a copy to the immediate supervisor. A leave of absence will be unpaid. 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.

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.

Employees struggling with drug and alcohol issues are encouraged to contact Human Resources. It is the policy of the agency to accommodate employees who initiate a request for a leave of absence to seek treatment pertaining to a relapse of substance use issues. This request must be made prior to an employee receiving a positive drug screen result.

F. Military Leave

It is the policy of PAC to grant uniform service leave as required by the law and provide benefits to employees granted such leaves from the company. A short-term leave (15 days per year) will be granted to a member of a military reserve. A leave of absence will be granted for active duty service. A military leave of absence is not a paid leave. Employees will be required to take the leave without pay unless they elect to use PTO.

Employees must inform their supervisor and the Human Resources Officer upon notification of being called for active duty. Employees required to take military leave must submit proof of leave to Human Resources. Normally, benefits and seniority will continue while an employee is on active duty.

Exempt employees who are in the reserves and will be off for partial weeks must contact Human Resources. On an annual basis, impacted employees must provide Human Resources with their military schedule.

G. Family and Medical Leave

An employee who has completed one year of service and 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 (FMLA).

An eligible employee is entitled to a maximum of 12 workweeks of unpaid FMLA during a 12month rolling period in accordance with the Family and Medical Leave Act of 1993 to accommodate the following circumstances:

a) The birth and care of the newborn child of an employee

b) The placement of a child with the employee for adoption or foster care.

c) To care for a spouse, parent, or child of the employee if the spouse, parent, or child has a serious health condition.

d) The employee’s own serious health condition that makes the employee unable to perform the functions of their position.

e) Reasons related to a family member’s service in the military, including Qualifying

exigency leave – Leave for certain reasons related to a family member’s foreign deployment, and Military caregiver leave – Leave when a family member is a current servicemember or recent veteran with a serious injury or illness.

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. In the case of the birth or placement of a child for adoption or foster care, the entitlement to FMLA expires at the end of the 12-month period beginning on the date of the birth, adoption, or placement of the child. If PAC employs both spouses, the aggregate number of workweeks of leave to which the two employees are entitled to in these instances is a total of both employees and a combined total of 26 weeks to care for an injured member of the military 12 workweeks within a rolling year.

A serious health condition is defined as an illness, injury, impairment, or physical or mental condition that involves:

a) A period of incapacity or treatment in connection with inpatient care in a hospital, hospice, or residential medical care facility.

b) A period of incapacity requiring absence from work for more than three days combined with continuing treatment by a healthcare provider.

c) Continuing treatment for prenatal care or for supervision of a chronic or long-term condition which:

1. is incurable.

2. would likely result in more than a three-day period of incapacity if left untreated.

A serious health condition is not intended to cover short-term conditions for which treatment and recovery are brief.

An employee does not need to use FMLA in one block. When medically necessary or otherwise permitted, employees may take leave intermittently in increments of whole or half days or on a reduced schedule. However, if FMLA is needed for the birth or placement of a child for adoption or foster care, the leave may not be taken intermittently.

To the extent practical, the employee must notify Human Resources at least 30 days before the leave commences. 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. Written notice of the FMLA is required unless the situation dictates that this is impossible. Human Resources will send the employee FMLA paperwork, including a notice of Eligibility and Rights and Responsibilities, within five business days of receipt of the request.

In the event of a serious health condition, an employee must provide certification (and if necessary, recertification) from the employee, spouse, child, or parents healthcare provider that outlines the diagnosis, the date on which the illness began, and the possible duration of the condition. Employees must return the medical certification form within 15 days of the date noted on the FMLA form. If the certification is not complete, written notice requiring the employee to provide additional information may be necessary.

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. If the leave is based on the employee’s own serious health condition, a statement that the employee is unable to perform their job is required. If the leave is taken intermittently or at a reduced schedule for a planned medical treatment, a statement that outlines the dates of the treatment to be given and the duration of the treatment is required. Employees must inform PAC if the need for leave is for a reason for which FMLA was previously taken or certified.

PAC may require, at its expense, that the employee obtain a second or third opinion of a healthcare provider. A Fitness for Duty report for a return to work may also be required. The healthcare and life insurance coverages will continue throughout the Family Medical Leave. Employee contribution rates remain the same as those active employees holding the same job classification. While an employee is on leave, it is their responsibility to continue paying for all benefit contributions. Employees must use their PTO at the outset or before the FMLA. Upon return from the FMLA, most employees will return to their original or equivalent positions with equivalent pay, benefits, etc., assuming the employee can perform the essential functions of the position.

Once PAC determines that the employee’s need for leave is covered by the FMLA, it will notify the employee of approval and provide a Designation Notice. If the employee is not eligible, PAC will provide a reason.

Eligible employees in same sex and opposite sex civil unions are not eligible to take spousal leave per the Department of Labor. In these situations, there is not a guarantee the employee who returns will be able to return to their previously held position.

Employees who exhaust all FMLA leave and do not return to work will be required to submit a letter of resignation.

*Some states have their own family and medical leave laws. Nothing in the FMLA prevents employees from receiving protections under other laws. Employees have the right to benefit from all the laws that apply.

The George Junior Republic Pregnancy and Return to Work: Fact Sheet for Expectant Parents and all pregnancy benefit questions can be addressed by contacting Human Resources.

H. Dock/Unpaid Time Off

Beginning in 2025, Dock/Unpaid Time Off will only be granted under the following circumstances (and after all PTO is exhausted).

• Workplace injury (not yet covered by workers’ comp)

• Illness with doctor’s note/COVID test result

• Death of a friend/loved one not covered by the bereavement policy. Funeral information is required.

• Additional time off for bereavement leave, not currently covered by policy

• New hire who has a vacation planned soon after their date of hire

• Employees must submit the unpaid leave form to their supervisor for approval. The form will then be sent to Human Resources for further review and approval.

I. Employee Assistance Program

The Employee Assistance Program (EAP) is a resource designed to provide highly confidential and experienced help for employees in dealing with issues that affect their lives and the quality of their job performance. PAC wants employees to be able to maintain a healthy balance of work and personal time that allows them to enjoy life. The EAP is a confidential counseling and referral service that can help employees successfully deal with life’s challenges and provide support in a variety of ways.

The organization encourages employees to use this valuable service whenever they have such a need. Employees who choose to use these counseling services are assured the information disclosed in their sessions is confidential and not available to the company, nor is the company given any information on who chooses to use the services. For questions or additional information about this program, employees may contact the Human Resources Office.

Employees struggling with drug and alcohol issues are encouraged to contact Human Resources. It is the policy of the agency to accommodate employees who initiate a request for a leave of absence to seek treatment pertaining to a relapse of substance use issues. This request must be made prior to an employee receiving a positive drug screen result.

IV. POLICIES

This section includes organization policies applicable to all PAC employees.

A. Agency Resources

PAC prohibits personal use of agency resources. PAC assets may only be used for the benefit of the organization and not for the personal benefit of staff. For example, employees may not use PAC vehicles for personal purposes

PAC employees are provided with a cell phone and computer. Employees are required to answer calls and emails within 24 hours on business days.

B. Personal Vehicles and Driver Safety

In order to comply with the Fair Credit Reporting Act of 1970, all employees are required to sign a Fair Credit Reporting Act statement and a Department of Transportation form allowing Human Resources to access their driving records.

All employees must register a valid driver’s license with Human Resources before operating a vehicle while performing job duties. Individuals who do not possess a valid driver’s license are not permitted to operate a motor vehicle in conjunction with PAC work, nor are they permitted to transport a client under any circumstances. Due to the nature of most community-based positions, employees are required to maintain a valid driver’s license while employed by GJR and Affiliates. Due to liability issues, employees prescribed medical marijuana may not drive GJR vehicles or transport clients/persons served.

All persons served must use seatbelts when being transported and are never allowed to be transported in the back of a pick-up truck. Employees will be responsible for parking tickets and moving violation fines.

Employees will be reimbursed for mileage based on PAC’s reimbursement rate.

Cell phone usage while driving is not permitted. Cell phone use while driving and in the presence of persons served is not permitted. Hands-free cell phone use is permitted when persons served are not in the employee’s vehicle. Employees transporting children must first be trained on how to effectively install and use a car seat and cannot use a personally owned car seat to transport a person or family member served.

Employees using their own vehicle who transport clients must furnish proof of a minimum of $100,000/300,000 liability insurance. Current insurance information must be submitted either biennially or annually (depending on policy) to Human Resources and must be housed in the vehicle at all times GJR does not cover auto insurance deductibles, etc. For example, if an employee is in an accident during work hours (with or without a client) the organization does not pay the deductible.

If an employee is required to travel as part of their job duties and presents with a suspended license, they may be subject to immediate termination. Employees who have had an infraction

impacting their license status should immediately report the situation to their supervisor and Human Resources.

TRAVEL REIMBURSEMENT

Employees who travel for work will be reimbursed for these expenses. Reimbursement is dependent on policies and procedures as defined by GJR and Affiliates. All employees are reimbursed at the federal rate.

• PAC employees will track their miles on a Mileage Tracker Form on a daily basis.

• The ‘month end’ cut off for mileage reimbursement is the last Sunday of each calendar month. Mileage for the month seeking reimbursement must be emailed to the supervisor along with Finance the following Monday. The ‘new’ month begins on the Monday following the Sunday ‘month end’. Cut off dates may be modified to meet direct deposit dates.

• Mileage reimbursement will be made via payroll direct deposit.

• Reimbursement will be on the first pay of each month for the previous month’s mileage. Mileage not reported on time will be reimbursed the month following with supervisor approval.

• *Regional Directors will be reimbursed up to $900/month.

• *All other PAC employees are reimbursed up to $700/month.

* Subject to change.

C. Communicable Diseases

PAC is responsible for evaluating and controlling communicable diseases. Occupational health will rule out communicable diseases during employee biennial physicals. If an employee is identified with a communicable disease, they must immediately contact Human Resources and follow precautionary measures to ensure that the disease is not transmitted to the persons served or other employees.

D. Confidentiality

Employees of PAC participate in a confidential relationship with the persons served and their families/caregivers. All information and knowledge concerning a client is confidential in nature and should not be divulged or shared with anyone not directly involved in their treatment or care. At no time is an employee permitted to share information regarding a client with anyone outside of PAC unless the persons are approved family members, court officials, or social service personnel directly related to the placement of the client, and a valid release (or other legal document) has been obtained.

Employees are not permitted to publish information, record, or duplicate either written or oral information for educational purposes without the express written consent of the client, the placing agency, and direct permission of the supervisor. At no time is an employee permitted to use any information about a client or client’s family for research purposes without the permission of the Chief Executive Officer of PAC.

E. Compliance

PAC employees are required to follow all applicable laws and regulations that support the efforts of the federal and state authorities in identifying incidents of fraud, waste, and abuse, and are required to complete the annual fraud, waste, and abuse training.

F. Dress Code

PAC employs staff in various positions and provides opportunities for internships and work- study placement. As staff members assigned to work with and foster the development of persons served, it is important for all staff, regardless of position, to dress in a manner that supports the healthy growth and development of those served. 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.

Staff members are required to follow the dress code policy guidelines outlined below.

1. All Staff Members

a. Must come to work clean and practice good hygiene.

b. Gauges/earrings, necklaces, bracelets, watches, etc., may pose a safety risk to staff and should be worn at a staff member’s own risk.

c. Must cover or conceal what can be perceived as offensive tattoos including, but not limited to, tattoos representing political messages, negative language, nudity, gang or hate group affiliation, etc.

d. Must not wear tank tops as formal professional attire.

e. Must wear undergarments, sports bras must be fully covered, and undergarments must not be seen.

f. Must wear shoes at all times and are not permitted to wear flip flops.

g. Pants must sit at the hip and must not show undergarments.

h. Skirts must be appropriate and professional in length

i. Capri pants may be worn as part of professional attire. Knee length shorts are acceptable.

j. Clothing must be free from debris, stains, holes, frays, and graphic or explicit depictions.

k. A long-oversized sweater, blouse, or shirt must be worn when wearing jeggings, leggings, Spanx, nylon pants, spandex, or any other type of skin-tight pant.

l. Cannot wear pajamas (in any form) to work.

m. Must wear tops and blouses which are professional and appropriate, and cover midriffs and backs.

n. Professional attire is required of all treatment staff when meeting with visitors, and during attendance at treatment or community-based meetings. Jeans are not allowed in court.

o. PAC staff members may purchase PAC-branded shirts upon hire and as needed thereafter. Shirts can be purchased directly from the online store.

p. Staff are required to have a GJR company name badge/picture ID while working in the community.

q. All staff, regardless of position, must dress professionally and appropriately based on the work location (e.g., school, court, etc.)

PAC reserves the right to revise this policy as the need arises.

G. Emergency Situations and Staff Safety

PAC recognizes there will be a variety of safety situations that will arise in the course of working with clients and families in the community. All staff must complete relevant safety training prior to working in the community. Staff must discuss safety concerns with their supervisor as they occur (see Section IV. X. Work From Home/Telecommuting Guidelines - Guidelines for Contacting Your Supervisor). Staff members who identify immediate/imminent safety issues should immediately contact local authorities prior to contacting their supervisor.

Staff who need to call 911 or local authorities are reminded to remain calm, speak clearly, and communicate what type of emergency they are experiencing.

Employees must review and update their emergency contacts in ADP as needed.

H. Internet Acceptable Use

Employee

Account

Internet access at PAC is discretionary and controlled through individual accounts and passwords.

Upon hire, each user of internet resources is required to read the Internet Acceptable Use policy and sign an Internet Use Agreement prior to receiving an internet access account and password.

All users bear responsibility for information security and ensuring client confidentiality.

Appropriate Use

Individuals at PAC shall only use Internet Resources for authorized activities. Authorized activities are related to assigned job responsibilities and approved by the appropriate PAC management. The types of activities that are encouraged include:

1. Communicating with fellow employees, business partners of PAC, and clients within the context of an individual’s assigned responsibilities;

2. Acquiring or sharing information necessary or related to the performance of an individual’s assigned responsibilities, subject to all other policies and procedures regarding the use and disclosure of client information; and

3. Participating in educational or professional development activities.

Inappropriate Use

Individual internet resources use for reasons unrelated to the user’s job responsibilities at PAC may not interfere with the work-related use of internet resources. Users will not violate the network policies of any network accessed through their account. Internet use at PAC will comply with all federal and state laws, all PAC policies, and all PAC contracts.

This includes, but is not limited to, the following:

1. Individuals may not access internet resources for illegal or unlawful purposes, including, but not limited to, copyright infringement, obscenity, libel, slander, fraud, defamation, plagiarism, harassment, intimidation, forgery, impersonation, illegal gambling, soliciting for illegal pyramid schemes, and computer tampering (e.g., spreading computer viruses).

2. Individuals may not use internet resources in any way that violates PAC’s policies, rules, or administrative orders, including, but not limited to, the Policies and Procedures Manual. Use of internet resources in a manner that is not consistent with the mission of PAC, misrepresents PAC, or violates any PAC policy is prohibited.

3. Individuals must limit their personal use of internet resources. PAC allows de minimis (too small or trivial) use, but only to the extent that such use does not affect the employee’s job performance nor prevents other employees from performing their jobs. Such de minimis personal use is for communication with family and friends, independent learning, and public service. PAC prohibits use for unsolicited mass mailings, access for non- employees to PAC resources or network facilities, uploading and downloading of files for personal use, access to pornographic sites, gaming, competitive commercial activity unless pre-approved by PAC, and the dissemination of chain letters.

4. Individuals may not establish company computers as participants in any peer-to-peer network unless approved by management.

5. Individuals may not view, copy, alter, or destroy data, software, documentation, or data communications belonging to PAC or another individual without authorized permission.

6. To maintain network performance, users should not send unreasonably large electronic mail attachments or video files not needed for business purposes.

7. The use of social media is strictly forbidden when utilizing internet resources unless directed by senior management as part of assigned job duties.

8. Individuals will not store PAC data on third party file backup services not owned by PAC or personal storage devices, including thumb drives and other external storage devices.

Security

For security purposes, users may not share account or password information with another person. Internet accounts are to be used only by the assigned user of the account for authorized purposes. Attempting to obtain another user’s account password is strictly prohibited. A user must contact the help desk or the Information Technology Director to obtain a password reset if they have reason to believe that any unauthorized person has learned their password. Users must take all necessary precautions to prevent unauthorized access to internet services. Users must report any attempt, regardless of whether it is successful, to gain access to the computer system of PAC or to obtain or use account information of another individual for purposes of accessing the Internet or otherwise. Failure to report these attempts is a violation of this policy and will subject the violator to discipline.

Failure to Comply

Violators of this policy will be treated like other allegations of wrongdoing at PAC. Allegations of misconduct will be adjudicated according to established procedures. Sanctions for inappropriate use of the Internet may include, but are not limited to, one or more of the following:

1. Temporary or permanent revocation of access to some or all computing and networking resources and facilities;

2. Disciplinary action according to applicable PAC policies, including termination of employment; and/or

3. Legal action according to applicable laws and contractual agreements.

Monitoring and Filtering

PAC may monitor any Internet activity occurring on PAC equipment, accounts or connections. PAC currently does employ filtering software to limit access to sites on the Internet. If PAC discovers activities that do not comply with applicable law or departmental policy, records retrieved may be used to document the wrongful content in accordance with due process.

In the personal use of Internet Resources, individuals should have no expectation of privacy. Any information stored on an Internet Resource is considered the property of PAC, regardless of whether the information is stored as a file, in a log or cache, or otherwise recoverable using forensic techniques.

Disclaimer

PAC assumes no liability for any direct or indirect damages arising from the user’s connection to the Internet. PAC is not responsible for the accuracy of information found on the Internet and only facilitates the accessing and dissemination of information through its systems. Users are solely responsible for any material that they access and disseminate through the Internet. Individuals are encouraged to use Internet access responsibly. Should individuals have any questions regarding this Internet Acceptable Use Policy, they are to contact the Information Technology Director at (724) 458-9330 x2041.

I. Mandatory Document Retention and Destruction

Medical, treatment, financial, electronic, and human resource records are all property of PAC. In accordance with state and federal laws, records will be maintained in locked, secure areas.

J. Mobile Device

Purpose

Mobile devices are tools to increase productivity and reduce response time to communications. At the same time, the use of such devices creates a risk to client privacy, Protected Health Information (PHI), confidential employee and organizational information, as well as intellectual property stored on the device. This policy is intended to allow use of such devices while addressing the risk they present as well as provide all authorized users with instructions about the responsibilities and use of such devices. The use of mobile devices under this policy is a privilege that may be terminated at any time for violation of this policy.

Devices Subject to this Policy

All GJR and Affiliates provided mobile devices.

Individuals Subject to this Policy

This policy applies to all authorized users of mobile devices via GJR and Affiliate entities, including employees, volunteers, trainees, and any person whose conduct is under the direct control of GJR and Affiliates in the performance of their duties.

Information Subject to this Policy

Any and all emails, communications, documents, or files stored on any mobile device that contain PHI or proprietary information. This includes any communications or files containing social security numbers and identity information.

Mobile Device User Responsibilities

1. Mobile device users are responsible to maintain possession of their device at all times.

2. Mobile devices are for use that is beneficial to clients, referring agency communications, and GJR and Affiliates

3. Users are to maintain a logon pass code with a minimum of 5 digits and are required to change the pass code every 90 days. In addition, mobile devices must be set for inactivate timeout less than or equal to 5 minutes.

4. If a mobile device is hotspot capable, security must be established for the mobile hotspot. The SSID must be secured with WPA2 and a password. The mobile hotspot should only be used with other GJR and Affiliates provided equipment.

5. Employees are not allowed to take pictures or record videos of clients without a media consent on file or permission from the referral source.

6. In the event that the mobile device is lost, stolen, or damaged, the user is to immediately notify the following via email:

a. Their direct supervisor

b. IT Department (Helpdesk@gjr.org)

c. Human Resources (hr@gjr.org)

7. The ADP mobile app may be saved on GJR mobile devices.

Personal Use of Mobile Devices

Personal use of GJR and Affiliates provided mobile devices should be kept to an absolute minimum. Users are responsible for excessive use of data consumption not directly related to their job duties. GJR and Affiliates is not responsible for loss or disclosure of any personal information stored on company provided mobile devices. The installation of applications not directly related to GJR and Affiliates business is not permitted.

Prohibited Use of Mobile Devices

1. Streaming video for recreational purposes is strictly prohibited due to the extremely large amount of data consumed (e.g., Netflix, Hulu, etc.). Video streaming for educational or treatment purposes is permitted.

2. Online gaming installation.

3. Storing PHI or any GJR and Affiliates information on online storage services is strictly prohibited (e.g., Dropbox, iCloud, etc.)

4. No use of mobile devices in the vehicle when clients are present

Mobile Device Replacement

Users provided a GJR and Affiliates mobile device are responsible for replacement costs of lost, stolen, or damaged devices caused outside of normal routine use. Any replacement then becomes the property of GJR and Affiliates and this policy is fully applicable.

Mobile Device Standardization

In order to implement standardization, better assist and support end users, and provide efficient software deployments, all new and replacement GJR and Affiliates phones will use the Android operating system.

Monitoring and Tracking Software

Monitoring and tracking software will be installed on all GJR and Affiliates issued mobile devices. This will allow for:

1. Monitoring of:

a. Periodic device location

b. Data usage

c. Installed applications

2. Ability to remotely:

a. Lock the mobile device

b. Wipe the contents of the mobile device. Please keep in mind that once the mobile device is remotely wiped, all data is permanently lost. This includes all video and pictures stored on the device.

Audit of Mobile Devices

User will surrender mobile devices at the direction of the PAC Compliance Officer if an audit requires the organization to do so.

Evidentiary Access to Mobile Devices

If a user is instructed to surrender any mobile device by an administrator (i.e., CEO, CFO, COO, etc.), the user will:

1. Immediately power down the device, therefore not deleting, altering, modifying, or removing anything stored on the mobile device.

2. Immediately surrender possession of the device to the party specified, unless an alternate date and time is indicated in the request.

3. Provide the party specified with the access code to unlock the mobile device.

Computer Operations

1. IT is the only department that may take remote access of your computer.

2. Personal computers are not allowed to sync with GJR’s email server and cannot be used for work-related use.

Text

1. Proofread messages before sending.

2. Text only work-related information, not personal information, when using a GJR provided phone.

3. Keep text messages brief. If you have something to discuss, call your coworker/supervisor.

4. Minimize use of emojis.

5. Don’t send text to groups of individuals unless requested by your supervisor.

6. Only respond using the reply all feature when your response is necessary to be heard by all group members.

7. Protected Health Information cannot be sent via text.

Virtual Meeting Etiquette

1. While distractions are often unavoidable, try to keep them to a minimum. No music or television in the background during meetings.

2. Keep yourself muted during video or audio conferencing unless you are speaking.

3. Keep your video on during meetings.

4. Avoid eating a meal during a virtual meeting unless invited to do so by the meeting host.

5. Smoking or vaping is not permitted during a video conference.

6. Casual dress is acceptable; however, use discretion. No sleeveless tops, pajamas, or other apparel that would not be appropriate to wear outside of your home.

7. Avoid multi-tasking. Give your full attention to the meeting as if you were face to face.

8. Discussions with organizational personnel, agencies, and clients must be kept in strict confidence at all times.

9. If you are participating in a virtual meeting of any kind:

• You should not be driving. Stop and park your vehicle in a safe location that is free of safety hazards.

• While working from home, use a home office or location that allows for privacy and confidentiality.

• Do not participate in a virtual meeting from your bed.

While gentle reminders may be all that are necessary in some circumstances, egregious or continued violations of these expectations and/or other PAC policies will result in disciplinary action.

GJR email is a secure network used to transmit minimally necessary protected health information within the GJR network of users only. Any protected health or confidential information that needs to be communicated outside the GJR network should be sent via encrypted email or first de-identified.

GJR cell phones are secured through password access by the user. Protected and confidential information should not be transmitted via text or email from a phone without being encrypted or de-identified."

K. Nepotism

PAC permits the employment of qualified relatives of employees, the employee’s household, or immediate family, as long as such employment meets the requirements of this policy and does not, in the opinion of PAC, create actual conflicts of interest. For purposes of this policy, “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. PAC will use sound judgment in the placement of related employees in accordance with the following guidelines:

• Individuals who are related by blood, marriage, or reside in the same household are permitted to work in the same PAC 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).

• Related employees may have no influence over the wages, hours, benefits, career progress, and other terms and conditions of the other related staff members.

• Employees who breach this policy 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 PAC, the requirements of this policy 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). In addressing such a situation, PAC shall consult with the affected employees and reach a decision based upon its operational needs.

• Board members and their immediate family members defined above are excluded from consideration for employment by PAC provided; however, part-time seasonal employment may be considered, if approved by the Board.

• Immediate family members of the Chief Executive Officer and the Chief Financial Officer are excluded from consideration for employment by PAC provided; however, part-time seasonal employment may be considered, if approved by the Board.

Any exceptions to this policy must be approved by the PAC Boards of Directors.

L. Social Media

PAC encourages employees to share information with co-workers and with those outside the organization for the purposes of gathering information, generating new ideas, and learning from the work of others. Social media provide inexpensive, informal, and timely ways to participate in an exchange of ideas and information. However, information posted on a website is available to the public and, therefore, the company has established the following guidelines for employee participation in social media.

Note: As used in this policy, “social media” refers to blogs, forums, and social networking sites such as Twitter, Facebook, LinkedIn, YouTube, Instagram, and Snapchat, among others.

PAC understands that some employees participate in social networking sites (e.g., Facebook, Snapchat, Twitter, YouTube, LinkedIn) and chat rooms, and create and maintain personal websites, including blogs. PAC respects employee online social networking and personal Internet use. However, an employee online presence can affect PAC as their words, images, posts, and comments can reflect or be attributed to PAC. PAC employees should be mindful to use electronic media, even on their own personal time, responsibly and respectfully to others. Because employee online comments and postings can impact PAC and/or the way employees are spending their time at work, PAC has adopted the following guidelines that employees must observe when participating in social networking sites and/or engaging in other forms of Internet use on and off duty.

It shall be considered a breach of acceptable employee conduct to post on any public or private website or other forum, including but not limited to discussion lists, newsgroups, listservs, blogs, information sharing sites, social media sites, social or business networking sites, including but not limited to, LinkedIn, Facebook, or Snapchat, chat rooms, telephone based group communications such as Twitter, or any other electronic or print communication format, any of the following:

• Anything regarding PAC that is untrue, unethical, illegal, or prohibited by PAC policies, or anything that may harm the goodwill or reputation of PAC with parents and guardians of the persons served and the agencies that either send persons served to PAC or are responsible for overseeing PAC

• Anything that reasonably could be viewed as malicious, obscene, threatening, or intimidating or that disparages customers, employees, persons served, providers, vendors, or other persons associated with PAC. Examples of such conduct might include offensive posts meant to intentionally harm someone’s reputation or posts that could contribute to a hostile work environment on the basis of race, gender, disability, religion, age, or any other status protected by law or PAC policies. PAC policies prohibiting harassment apply online as well as offline.

• Any confidential information, trade secrets, or intellectual property of PAC obtained during employment, including information relating to finances, research, development, marketing, persons served, providers, operational methods, plans, and policies.

• Any private information relating to a client, provider, customer, employee, or vendor of PAC

• Any correspondence or communications with an employee or any photographs of the client If the client has access to any employee’s social media, employee’s postings thereon must comply with PAC’s Code of Conduct, as set forth herein.

Employees are not allowed to accept friend requests from persons/families served on social media.

In compliance with applicable regulations of the Federal Trade Commission, employees endorsing PAC’s products or services must disclose their employment relationship with PAC and must ensure that endorsements do not contain representations that are deceptive or cannot be substantiated. If an employee is speaking about job-related content or about PAC, they must either clearly identify themselves as a PAC employee or speak in the first person and use a disclaimer to make it clear that the views expressed belong solely to the employee. In addition, the following statement must be used, “The opinions expressed on this site are my own (the employee’s) and do not necessarily represent the views of PAC.”

This policy applies regardless of where or when employees post or communicate information online. It applies to posting and online activity at work, home, or other locations and while on and off duty. PAC reserves the right to monitor and access any information or data that is created or stored using PAC’s technology, equipment, or electronic systems, including without limitation, e-mails, internet usage, hard drives and other stored, transmitted, or received information. Employees should have no expectation of privacy in any information or data (i) placed on any PAC computer or computer-related system or (ii) viewed, created, sent, received, or stored on any PAC computer or computer-related system, including, without limitation, electronic communications or internet usage.

Off-duty use of social media

Employees may maintain personal websites or weblogs on their own time using their own facilities. Employees must ensure that social media activity does not interfere with their work. In general, the company considers social media activities to be personal endeavors, and employees may use them to express their thoughts or promote their ideas.

On-duty use of social media

Employees are not permitted to engage in social media activity during work time unless on behalf of a client and to support treatment goals.

Respect

Demonstrate respect for the dignity of PAC, its owners, its customers, its vendors, and its employees. A social media site is a public place, and employees should avoid inappropriate comments. For example, employees should not divulge PAC confidential information such as trade secrets, client lists, or information restricted from disclosure by law on social media sites.

Similarly, employees should not engage in harassing or discriminatory behavior that targets other employees or individuals because of their protected class status or make defamatory comments. Even if a message is posted anonymously, it may be possible to trace it back to the sender.

Post disclaimers

If an employee identifies themselves as a PAC employee or discusses matters related to the organization on a social media site, the site must include a disclaimer on the front page stating that it does not express the views of the company and that the employee is expressing only their personal views. For example: “The views expressed on this website/Weblog are mine alone and do not necessarily reflect the views of my employer.” Place the disclaimer in a prominent position and repeat it for each posting expressing an opinion related to the company or the company’s business. Employees must keep in mind that if they post information on a social media site that is in violation of company policy and/or federal, state, or local law, the disclaimer will not shield them from disciplinary action.

Competition

Employees should not use social media to criticize the company’s competition or referral sources.

Confidentiality

Do not identify or reference persons or families served, customers, placing agencies, other contracted partners, or volunteer groups or vendors without express permission. Employees may write about their jobs in general but may not disclose any confidential or proprietary information. For examples of confidential information, please refer to the confidentiality policy. When in doubt, ask before publishing.

New ideas

Please remember that new ideas related to work or PAC belong to the organization. Do not post them on a social media site without the organization’s permission.

Links

Employees should not provide a link from a social media site to the organization’s website, unless to share job postings.

Trademarks and copyrights

Do not use the organization’s or other trademarks on a social media site or reproduce the organizational material without first obtaining permission.

Avoid statements about the organization’s future

Do not disclose or address future programming, services, and/or marketing plans.

Legal

Employees are expected to comply with all applicable laws, including but not limited to Federal Trade Commission (FTC) guidelines, copyright, trademark, and harassment laws.

Discipline

Violations of this policy may result in discipline up to and including immediate termination of employment.

Employees are encouraged to follow GJR and Affiliates on various social media sites @georgejuniorrep.

M. Bulletin Boards

Community-based staff members are encouraged to review intranet postings on a regular basis. Labor law posters will be posted in offices rented by GJR and Affiliates and may be posted on the intranet.

N. Solicitation

Employees should be able to work in an environment that is free from unnecessary annoyances and interference with their work. In order to protect the employees and visitors, solicitation by employees is strictly prohibited while either the employee being solicited or the employee doing the soliciting is on “working time.” “Working time” is defined as the time during which an employee is not at a meal, on break, or on the premises immediately before or after their shift.

Employees are also prohibited from distributing written materials, handbills, or any other type of literature on working time and, at all times, in “working areas,” which includes all office areas. “Working areas” do not include break rooms, parking lots, or common areas shared by employees during nonworking time.

Nonemployees may not trespass or solicit or distribute materials anywhere on company property at any time.

O. Smoking/Vaping/Use of Tobacco Products

It is the policy of PAC that smoking or the use of electronic smoking devices (also known as electronic cigarettes or “e-cigarettes”) is prohibited in any place where smoking tobacco products is prohibited by law.

This directive applies to all employees, visitors, volunteers, students, contract workers, delivery personnel, etc., who enter the work setting or environment, which includes all facilities and properties of PAC.

By prohibiting the use of electronic smoking devices in places where smoking is prohibited, PAC protects its employees and visitors from involuntary exposure to the secondhand byproducts of electronic smoking devices such as “e-vapor.”

PAC staff members are not permitted to smoke, vape, or use tobacco products when working directly with persons served, families, or when representing the organization in a public or private venue.

DEFINITIONS: 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, and any cartridge or other component of the device or related product.

P. Open Door Policy

PAC encourages all employees to talk openly with their supervisors or Human Resources about ideas that could improve the working environment. When employees offer suggestions, supervisors are to consider their suggestions seriously and communicate the idea or suggestion with their administrative staff member or Human Resources.

Q. Personal Loss

Employees are responsible for ensuring that their vehicles and private possessions are secured and locked at all times. PAC will not assume responsibility for any unsecured personal items that are lost, stolen, or damaged. Employees are encouraged to maintain insurance on personal property.

Employees must keep vehicle windows up, sunroofs must remain closed, and doors locked when the vehicle is parked and they are conducting company business. Employees may use remote starters if the vehicle is not occupied by client and the vehicle is locked.

R. Personal Purchases

PAC 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 PAC (e.g., employees, directors, or officers may not purchase through PAC any materials or goods for their own home or residence such as paint, roofing shingles, computer supplies, etc.).

Purchasing Card Employee Responsibilities

Employees in receipt of a Visa purchasing card have certain responsibilities. Although the card is issued in an employee's name, it is company property and should be used with good judgment.

1. The card is provided to employees based on their need to purchase business-related goods and services. A card may be revoked at any time based on change of assignment or location. The card is not an entitlement nor reflective of title or position.

2. The card is for business-related purchases only; personal charges are not to be made on the card. Any error in purchases should be addressed as soon as it is discovered with Finance staff to resolve and ensure card and account integrity is maintained.

3. Only those receiving a card are entitled to use the card. These individuals are responsible for all charges made against the card.

4. Improper use of the card can be considered misappropriation of company funds which may result in disciplinary action, up to and including termination.

5. Cardholders are expected to comply with internal control procedures in order to protect company assets. This includes coding/attaching receipts, reconciling monthly statements and following proper card security measures.

6. A cardholder must surrender the card upon termination of employment (i.e. retirement, voluntary/involuntary termination).

S. Political Activity

Political activity refers to activity, including oral and written statements and financial support, 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. PAC encourages staff members to vote and participate in civic discussions and the democratic process. However, as a tax-exempt, nonprofit organization, PAC 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.

PAC administrators and staff may participate in political campaigns of their choosing during nonwork hours, so long as the activity is neither in the name of PAC or its affiliates, nor at the direction or requirement of a PAC administrator or staff member, and does not use organizational resources. If an administrator or staff member 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. Administrators and staff members should not lobby on behalf of PAC or its affiliates. Under no circumstance is political signage permitted in the PAC offices

T. Safety

PAC’s policy is to provide each client and employee with a safe living and working environment. To gather and monitor information and make recommendations for safety efforts, PAC has established a safety committee that meets monthly. Suggestions from employees to make the workplace safer should be directed to their supervisor or the Human Resources Officer. In addition, any unsafe or dangerous situations or conditions should be reported immediately to the supervisor. The supervisor should then refer the matter immediately to the department that can make the necessary changes to correct the situation. PAC expects supervisors to be familiar with safety and health issues.

At no time may employees take persons served to swimming pools, lakes, etc., or other bodies of water unless approved by the contracting agency or PAC Director.

GJR is actively working on developing a community-based workplace violence plan. Once developed, it will be disseminated and reviewed with all community-based staff members. Employees with suggestions related to safety improvements, should notify their organizations safety committee.

Employees must familiarize themselves with evacuation procedures in GJR leased/owned office spaces.

Any employee involved in an accident relating to the operation of a motor vehicle or an OSHA reportable injury may be subjected to a drug test.

U. Tuition Reimbursement and Clinical Supervision

Human Resources will review employee requests for tuition reimbursement. PAC will offer and provide eligible employee tuition reimbursement for approved programs. Employees receiving tuition reimbursement must maintain their employment with PAC for 24 months after completing their academics. Staff members interested in participating in this program must be employed by PAC at least 12 months and must sign off on the Tuition Reimbursement Agreement. Each tuition request is reviewed by Human Resources and the Chief Executive Officer. Failure to comply with the tuition policy adopted in 2022 may result in legal action.

Tuition is reimbursed based on availability of funds in the budget and the discretion of the organization. The current maximum in reimbursement is $5,250 per calendar year. Fees, books, etc., are not reimbursable expenses. Tuition reimbursement may be subject to taxes.

GJR will support employees seeking clinical supervision in their defined area of focus. Clinical supervision, if provided by a GJR employee, will be organized through Human Resources. Employees participating in organizationally-supported clinical supervision will be required to sign a clinical agreement which includes the requirement to maintain employment for 24 months post supervision. Failure to do so will result in reimbursement to the organization at $50/session.

V. Whistleblowers

A whistleblower is defined by this policy as any employee of PAC or one of its affiliates who reports an activity that they consider to be unlawful or fraudulent. Specific examples would include, but not be limited to, violations of federal, state, or local laws, misuse of PAC assets, billing for services not performed or for goods not delivered, and other fraudulent financial reporting. If an employee has knowledge or a concern of illegal or fraudulent activity, the employee should contact the Risk Officer, the Human Resources Officer or the Chief Executive Officer. If the employee believes that the unlawful or fraudulent activity involves a high-level administrative staff member, the employee should send the written and signed allegations to the George Junior Republic Board of Directors, Attention Chairperson, Governance Committee, 233 George Junior Road, Grove City, PA 16127. All signed allegations will be reviewed by the Board Governance Committee, which will take such action as it deems appropriate.

Employees can report anonymously to 724-458-9330 x1500.

The employee should exercise sound judgment to avoid baseless allegations.

It is the policy of PAC that there will be no retaliation, including but not limited to termination, compensation decreases, poor work assignments, or threats of any kind towards an employee who whistleblows. Any employee, however, who purposely and intentionally files a false report of wrongdoing may be subject to discipline up to and including termination.

If the employee so requests, PAC will treat as confidential the identity of the employee to the extent PAC can do so and still investigate and deal with the allegations.

W. Rights of Persons and Families Served

Each person and family served by PAC is entitled to certain rights as defined under the law. Employees of PAC are responsible for ensuring that the rights of persons served are respected. At no time is an employee permitted to take any action that violates the rights of a person or family served, and each employee is responsible to read and understand the rights of persons served.

X. Work From Home/Telecommuting Guidelines

Community-based staff members may be expected to work in a home office setting. Employees working from home or in the community must be accessible during designated work hours. PAC employees are responsible for tax consequences, if any, regarding the utilization of a home office for work purposes and/or conformance to any local zoning regulations.

Safety, Equipment, and Information Security

• Employees must maintain a work environment that is ergonomically sound, clean, safe, and free of obstructions and hazardous situations.

• The employee must use company-owned equipment, records, and materials for GJR and Affiliates business only, to protect them against unauthorized or accidental access, use, modification, destruction, or disclosure. The precautions described in this agreement apply regardless of the storage media on which information is recorded, the locations where the information is stored, the systems used to process the information, or the processes by which the information is handled.

• The employee must report any instances of loss, damage, or unauthorized access at the earliest reasonable opportunity.

• The employee must allow electronic and/or physical access to their remote worksite for purposes of assessing safety, property maintenance, and security methods, as well as job performance.

• The employee must report work-related injuries to their supervisor and Human Resources at the earliest reasonable opportunity.

• GJR and Affiliates will provide IT Help Desk (helpdesk@gjr.org) or external resources for the employee to access if there are any technology issues that will prevent them from doing their job.

Equipment, Furniture, and Supplies

• The employee understands that all equipment, records, and materials provided by GJR and Affiliates remain the property of GJR and Affiliates and must be appropriately maintained by the employee.

• The employee agrees to return equipment, records, and materials within 24 hours (maximum of five business days) of termination of this agreement.

• Upon request, any issued equipment must be returned by the employee for inspection, repair, replacement, or repossession within five business days.

• The employee must maintain GJR equipment, furniture, and supplies.

Guidelines for Contacting your Supervisor

A. Contact your Supervisor Immediately (within one hour) when:

1. You feel there is an immediate threat to your safety or the safety of any client or family member.

2. You believe immediate placement is necessary to maintain a child’s safety.

3. You identify or are questioning the need to make a Child Protective Services report or to contact emergency services.

4. You need immediate backup coverage.

5. A family member has been harmed.

6. A family member has threatened you.

7. You believe a child needs to immediately leave the family home, for any length of time, due to safety concerns

8. You are in a car accident and/or injured on the job with or without a client. (If you do not reach a supervisor immediately, contact Susan Boland, Human Resources Officer, at 724-967-2386)

9. A client threatens to harm themselves, refuses intervention, and won’t commit to not harming themselves

10. A client discloses a violation of a safety plan and you are unsure how to address the issue.

11. You or a client needs medical attention

12. You are involved in a situation where the client and/or referral source is expressing a concern with the quality of your services, and you are not sure how to address the issue.

13. You think you need to make a police report.

14. When you aren’t sure what a client is and is not allowed to do during visitation and the referral source is not available to provide direction.

15. You have been injured on the job.

B. Contact your Supervisor within 24 hours when:

1. You don’t know if a referral is appropriate

2. You are having trouble getting a client or family members to meet with you.

3. You feel there are potential safety concerns within the living environment and you think the child(ren) may be at risk for removal

4. You find out a child on your caseload was removed.

5. You become aware of other safety concerns that were not known during the original referral

6. You are being pressured to provide a decision immediately but feel more support is needed to make the decision.

7. You are trying to decide whether you should make a Child Protective Services report.

8. A family misses two or more appointments in a row and/or you notice a pattern of missed appointments.

9. You have not been able to contact the client.

10. You get a subpoena.

11. You are aware of a safety plan violation.

12. You become aware of changes within the client’s environment, case, etc., that impact their case.

13. You have concerns about a client need that is potentially urgent but not a safety risk.

14. You are struggling with time management and prioritizing schedules, etc , and you are unable to meet the immediate needs of those you serve.

15. When a referral source directs you to put a client in a difficult situation that is likely to set them up to fail

16. When you are faced with a conflict of interest, dual relationship with a client or other person on a case, or have an ethical dilemma.

C. Contact your Supervisor at the next individual or team consult, or sooner if desired, when:

1. You are experiencing difficulties with communication with referral sources.

2. You are having difficulty engaging those served.

3. You are having difficulty de-escalating a client.

4. You are having difficulty formulating goals at the end of the first week.

5. No progress is being made on goals.

6. You think the family would be better apart.

7. You are having difficulty scheduling appointments and/or getting enough time with a family.

8. You feel overwhelmed, tired, harassed, depressed, confused and/or worried about a family or yourself.

9. You are feeling negative, blameful, annoyed, or judgmental about family members

10. You are considering ending services earlier than planned

11. You think an extension may be beneficial for the family

12. You are struggling with time management and prioritizing schedules, etc., and it is impeding your ability to do your job well