Employee Handbook
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03/25
Aloha
Welcome to Kokua Services.
The word kokua has its roots in the Hawaiian language and is the combination of two words: “ko” meaning “together” and “kua” meaning “back”. This forms the concept of working together to support and uplift others. We, Kokua- our employees and those served.
Moreover, we believe that each of us has a unique and special gift that is ours alone. When our gift is in action it has a positive impact. If you would like to learn more about your gift, we have a trainer that can walk you through a guided process to discover it.
Mahalo for joining us in providing individuals with disabilities with the support needed to live full and meaningful lives.
A Bit About Us
Kokua is a 501(c)3 nonprofit. What is the difference between for-profit and a non-profit? Generally, for-profit companies seek to provide a product or service to consumers and make a profit by doing so. A nonprofit organization's purpose is to provide a service or benefit to the community with no intention of earning a profit.
Kokua’s Mission represents the purpose we exist and keeps us focused. It inspires new possibilities by allowing us to go beyond our ordinary experiences and current limitations to broaden and strengthen the services we provide. We are sincerely grateful that you joined us to further our mission.
We are Team Kokua! Regardless of the capacity of one’s work, we are all mission driven to improve the quality of the lives of those we serve.
Kokua Culture is rooted in mutual respect in which all employees are treated fairly, difference is acknowledged and valued, communication is open and civil, conflict is addressed early and there is a culture of empowerment and cooperation. https://www.uvic.ca › equity › assets › docs › respectful-w.
Purpose of the Handbook
Reference: This Employee Handbook is designed to help you become more comfortable in your job. It is a summary of our policies and procedures. They are presented here only as a matter of information.
Disclosure: This Employee Handbook is not the primary source of information on employment related issues/policies/procedures. This Handbook only highlights and summarizes some of our policies and practices. All Kokua policies can be located on our website at www.kokuaservices.org Circumstances are constantly changing. As a result, we may have to revise, rescind, or supplement these policies from time to time. The policies can change at any time, for any reason, without warning.
At-will: The contents of this Handbook shall not constitute nor be construed as a promise of employment or as a contract between Kokua and any of its employees. Unless an employee has a written employment agreement with Kokua, which states differently, all employment at Kokua is “at-will”. Employees may be terminated from
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employment with, or without, cause; employees are free to leave the employment of Kokua with, or without, cause.
Any representation by any Kokua officer or employee contrary to this policy is not binding upon Kokua, unless it is in writing and is signed by the Executive Director, with the approval of the Board of Directors.
Structure of Kokua
Services Coordination Team (SCT):
Kokua’s Service Coordination Team is made up of teams and departments that work in collaboration with the direct care teams to coordinate the care provided to clients. [SCT members: Client Services Coordinators, Compliance Coordinator, Scheduling Manager, Resource and Enrichment Coordinator, Vehicle and Maintenance, Community Programs Coordinator, and Community Programs Assistant, on-call team, health team, behavior health team, finance department, training department, LEP program]
Office Management Team (OMT):
The OMT oversees the administrative duties of the agency. [Executive Director, Administrative Assistant, Business Operations Coordinator, Human Resources, and the Claims and Benefits Coordinator]
Direct Care Teams:
Represent all the DSP staff, fill-in staff, Residential Managers, and Acting Residential Managers.
Acorn Model: Kokua’s Acorn structure provides continuity of client care, stability in staffing and additional support/resources for employees. Each Acorn works as a team/one unit and is comprised of all the DSPs, RMs, fill-in staff and a CSC for the sites within the specific Acorn. Employees are assigned an Acorn and a base site. Employees will report to their base site unless notified to report to a site within their Acorn.
Employee Expectation:
Employees are expected to cross-train at all the sites within their Acorn, in a timely manner.
Employees are expected to report to their base site, unless activated to a different site within the Acorn.
When activated, employees are to report to the assigned site.
Our Commitment to You
Philosophy Regarding Employment:
Kokua recognizes the value of qualified, competent, and committed employees to meet the organization’s mission and goals. Kokua supports the quality of life for both our clients and employees and will work to provide all staff with quality training and compassionate supervision, assistance, advancement opportunities and support.
Kokua’s believes that quality client care depends on the creativity, dedication, competence, and compassion of all employees. Kokua will:
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Maintain an open-door policy encouraging honest, two-way, and constructive communication between and among administration and employees.
Provide safe and healthy working conditions.
Provide access for problem resolution at the informal level first.
Follow procedures for resolving issues and complaints.
Advancement opportunities.
Motivate and enable employees to participate.
. Employee Assistance Program/ Uprise Health:
The Employee Assistance Program/ EAP program provides employees with assessments, referrals, and/or brief counseling. The first six counseling sessions (per issue) are free of charge. Along with counseling, EAP also offers Legal support, Financial Services, Mediation Services, Online Legal Forms, Home Ownership Program, and Identity Theft Services.
To access online: go to members.uprisehealth.com and enter the Access Code: kokua
Equal Employment Opportunity:
Kokua shall follow the spirit and intent of all federal, state, and local employment law and is committed to equal employment opportunity. Kokua is committed to providing equal opportunity for all employees and applicants without regard to race, color, religion, national origin, sex, age, marital status, sexual orientation, disability, political affiliation, personal appearance, family responsibilities, or any other characteristic protected under federal, state, or local law. Each person is evaluated based on personal skill and merit. *Kokua Policy 3.0
Non-Discrimination in Employment:
It is unlawful and violates company policy to discriminate in any way (including, but not limited to, failure to hire, failure to promote, or unlawful termination) against an employee because of the employee’s actual or perceived gender identity. Additionally, it also is unlawful to retaliate against any person objecting to, or supporting enforcement of legal protections against, gender identity discrimination in employment. Our company is committed to creating a safe work environment for transgender and gender nonconforming employees. Any incident of discrimination, harassment, or violence based on gender identity or expression will be given immediate and effective attention, including, but not limited to, investigating the incident, taking suitable corrective action, and providing employees and staff with appropriate resources.
Names/Pronouns:
An employee has the right to be addressed by the name and pronoun that corresponds to the employee’s gender identity, upon request. The intentional or persistent refusal to respect an employee’s gender identity (for example, intentionally referring to the employee by a name or pronoun that does not correspond to the employee’s gender identity) can constitute harassment and is a violation of this policy. If you are unsure what pronoun a transitioning coworker might prefer, you can politely ask your coworker how they would like to be addressed. *Full policy -Kokua policy 3.0
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Safety:
Kokua is committed to assuring the health and safety of all employees. Our Employee Safety Program includes accident prevention, knowledge of potentially hazardous chemicals used in the workplace, practice of universal health precautions and the proper use of personal protective equipment. New employees are provided with training in workplace safety that complies with all applicable state health and safety rules. Employees are expected to adhere to the safety guidelines and to consistently use the personal protective equipment supplied by Kokua. Employees who willfully disregard safety guidelines will face disciplinary action. *Full policy -Kokua policy 3.4
Harassment:
Employees are expected to accept certain responsibilities and exhibit a high degree of personal integrity. This not only involves sincere respect for the rights and feelings of others but also refers to behavior that might be harmful to themselves, their co-workers, Kokua, current/potential clients or by the public at large. Kokua expects employees to conduct themselves in a way that best represents the agency. These standards are not intended to restrict employees, but to ensure a consistent application of the policies and procedures for all employees that is free of sexual harassment, harassment, and discrimination.
Safe Work Environment:
The safety of Kokua Services’ employees, clients, volunteers, and visitors is important to us. Disruptive behavior, threats, threatening behavior or acts of violence against employees, clients, volunteers, visitors, or others while on Kokua Services’ property or the property of Kokua Services’ clients will not be tolerated. Violations of this policy will lead to disciplinary action, possible dismissal, and criminal prosecution as appropriate. *Full policy -Kokua policy 3.45
Policies
Mandatory Reporting:
The purpose of this policy is to ensure that all employees, volunteers, interns and work study students understand that they are mandatory reporters and are required by law to report observed or suspected abuse, neglect, abandonment, exploitation or financial exploitation of vulnerable adults and children.
Reporting Abuse:
Any employee, volunteer, intern, or work study student that suspects or observes abuse, neglect, abandonment, or exploitation of a client must report that abuse or neglect to Residential Care Services within 24 hours.
Individuals are also required to report any client bruises or injuries of unknown origin that require treatment beyond first aid. The report must be phoned into the Complaint Line at 1-800-562-6078.
o A report of abuse must include a description of the incident, the name of the victim, name of the alleged perpetrator, the address and telephone number of the victim, the name of the client’s DDA case manager.
o A person making a report has the right to request anonymity when making a report. All employees are responsible for understanding their responsibilities as mandatory reporters and fulfilling those responsibilities. Failure to report may result in disciplinary action up to and including termination.
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o Alternatively, staff may report via RCS online at: https://fortress.wa.gov/dshs/altsaapps/OCR/facilityOCR.FacRptInputFacility.executeLoad.action
Note: Kokua’s provider code for reporting is 2011069
*Full policy -Kokua policy 2.1 Abuse, Neglect and Mistreatment
Calling off work; Unable to work a shift(s) as intended:
Employees are excused from work per the Washington State Paid Sick Leave Law when,
Employed at least 90-days
Has the accrued PTO to cover the time off
Reason off is listed as a qualifying event in the PLS policy
Employee called on-call before the start of the shift
Please note:
Employees may have PTO, but if they do NOT have a qualifying event outlined in the PSL part of policy, they are considered unexcused unless they filled the shift or requested the time off per policy and were approved through the supervisor. Having PTO alone does not excuse absences.
Approval process:
Supervisors can decline a request based on excessive requests, lack of reciprocity (take time off but do not fill-in for others), or a pattern of call outs.
1- shift: Must be approved by the supervisor at least 5 days ahead of planned absence.
2-3 shifts: Must be approved by the supervisor at least 7 days ahead of planned absence.
3 to 3+ consecutive shifts: Must be approved by supervisor at least 14 days ahead of planned absences.
Unpaid Leave:
Requests for unpaid leave time that do not meet the criteria for Family and Medical Leave may be granted at the discretion of Human Resources. Requests should be made in writing. Leave may be granted if it does not conflict with scheduled earned leave already granted to other employees, if the employee’s absence does not cause a serious understaffing situation or if the schedule changes proposed do not result in the need for an authorization of overtime hours. Employees who take unpaid leave of absence will not be eligible to receive medical benefits for any full month they are absent from work.
FML Family Medical Leave:
An employee who has worked at least 12 months and at least 1250 hours is eligible for up to 12 weeks of unpaid Family and Medical Leave (FML) time during a 12-month rolling period. FML time granted earlier in the 12-month period will be subtracted from the 12-week allotment. Use of FML will not impact future employment consideration (i.e. promotions, benefits or discipline). *Full policy -Kokua policy 3.3 D Employee Leave
PFML -Paid Family Medical Leave:
Employees are eligible for leave up to 12–18 weeks, depending on the qualifying condition. If an employee has a personal medical and a family event, they could be eligible for up to 16 weeks.
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*Full policy -Kokua policy 3.3 E Employee Leave
PTO– Paid Time Off
Employees who have been employed with Kokua for at least 90 days are eligible for paid time off. Employees accrue paid time off at the following rates:
With Kokua for more than 90 days, but less than three years will accrue paid timeoff at the rate of 1 hour of PTO for every 30 hours worked. This PTO may be carried over from year to year, up to a maximum of 40 hours per year.
Employees who have been employed for three years and up until their fourth-year anniversary will accrue PTO at a rate of 1 hour of PTO for every 25 hours worked. This PTO may be carried over from year to year, up to a maximum of 125 hours of leave.
Employees who have been employed for four years and up until their fifth-year anniversary will accrue PTO at a rate of 1 hour of PTO for every 20 hours worked. This PTO may be carried over from year to year, up to a maximum of 125 hours of leave.
After 5 years of employment, annual leave will accrue at a rate of 1 hour of PTO for every 15 hours worked. This PTO may be carried over from year to year, up to a maximum of 125 hours of leave.
Covid Process (Kokua’s covid process changes to reflect updates through the DOH and CDC)
Whenever an employee is displaying potential COVID related symptoms (as outlined by the CDC,) or has had a direct, confirmed exposure to a COVID positive individual, they will need to:
1. Notify on-call that you are symptomatic/have had an exposure
2. Follow the clearing process
3. Once you have been officially cleared, Kokua will help coordinate your return to work with on-call.
*Full policy -Kokua policy 2.95 Pandemic/Virus Policy
Training:
Employees are responsible for maintaining compliance with all training requirements for their job. If employees fail to maintain compliance will be subjected to Kokua’s step process of accountability. This includes but is not limited to new employee training, recertifications, nurse delegation, skills lab and continuing education credits. [Within 120 days of hire employees must complete New Employee Orientation, client specific orientations (including Peer Coaching), CPR/First Aid, Bloodborne Pathogens, Nurse Delegation and DDA Residential Services Curriculum (40 hours). Beginning the second year of employment employees are required to complete a minimum of 12 hours of approved continuing education credits each year for the remainder of their employment. Additional client or agency specific training occurs regularly throughout employment.]
Requirements for the use of motor vehicles
All applicants for employment are requested to submit proof of motor vehicle insurance, a copy of a valid driver’s license, confirm they have a personal vehicle and grant Kokua permission to obtain a copy of their Motor Vehicle Record through the Department of Licensing.
To drive any vehicle as a part of one’s workday, employees must:
1. Possess a valid driver’s license.
2. Possess valid vehicle insurance.
3. Have their DOL driving abstract reviewed and approved by the Executive Director.
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Employees are not allowed to transport clients in their private vehicles. In the event of an emergency, the Executive Director or designee may grant one-time exceptions to this rule to ensure client health and safety.
Employees are expected to drive their personal vehicle to run errands or move to other sites, as directed; Therefore, employees are required to:
1. Carry motor vehicle insurance coverage for the duration of one’s employment and provide updated proof of valid insurance to Kokua’s Administrative Assistant when requested.
2. Notify your insurer that you are using your vehicle for work purposes.
3. Have a personal vehicle to use during one’s workday.
4. Provide an updated driver’s license to Kokua’s Administrative Assistant when requested.
5. Give Kokua written authorization to secure a Department of Licensing employer’s driving abstract yearly, or more often if deemed necessary by the Executive Director or designee.
Employees that are unable to meet and maintain the above requirements can request a grace period to become compliant. Kokua will provide a 45-day grace period to obtain valid auto insurance and a 60-day grace period to obtain a personal vehicle. When employees are unable to meet the requirement of the grace period provided, they will move to the no drive list and may need to go to fill-in status or a grave shift. If there are no shifts available, Kokua may end employment.
Any employee who is cited for driving under the influence of alcohol or drugs must notify the Executive Director, or Human Resources, within one working day. Failure to do so will result in disciplinary action up to or including termination. All employees are required to sign a release annually that authorizes Kokua to order an updated driving abstract.
The following violations or series of incidents on an employee’s Driving Abstract may disqualify an employee or prospective employee from any position involving the transportation of clients.
1. Driving while intoxicated (any citation within the last 3 years)
2. Driving while under the influence of drugs (any citation in the last 3 years)
3. Negligent homicide
4. Operating a vehicle during a period of suspension or revocation that relates to unsafe driving.
5. Using a motor vehicle in the commission of a felony
6. Aggravated assault with a motor vehicle
7. Operating a motor vehicle without the owner’s permission
8. Permitting an unlicensed person to drive
9. Reckless driving
10. Racing
11. Hit and run
Kokua reserves the right to remove an employee’s driving privileges if an employee’s driver’s license is suspended, an employee is arrested for driving under the influence, an employee has three or more safetyrelated driving infractions in a three-year period, uses a cell phone while driving or any other circumstances deemed as a safety hazard by the Executive Director or designee.
Miscellaneous
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Employee Dress Code
Employees providing direct care to clients may dress casually, however, clothing should be clean, modest and in good repair. Examples of inappropriate dress would include, but not be limited to torn clothing, bare midriff, see-through shirts or blouses or clothing displaying lewd or derogatory statements. Skirts and shorts should be at least mid-thigh length. Employees should have good personal hygiene and should avoid perfume or aftershave. For safety purposes, employees providing direct care are asked not to wear flip flops, high heels or pant legs which drag on the ground- all of which are tripping hazards. Closed-toe shoes are to be worn in the homes at all times.
Alcohol and Drugs
Kokua is committed to maintaining a safe working environment both for clients and employees. Having a workforce with non-impaired workers is the top priority. Any employee whose job position includes direct client care or the operation of a motor vehicle must notify Human Resources when taking any medication that may impair job performance. If possible, a temporary light duty assignment may be provided.
Employees who drink alcohol or use drugs on the job or come to work under the influence of alcohol or drugs will face disciplinary action, up to and including termination.
Any employee who suspects that a co-worker is under the influence of alcohol or drugs while at work should use the Kokua On-Call System to notify management of the issue. If there is reasonable cause to suspect that the employee is under the influence of alcohol or drugs while at work, the supervisor responding to the incident shall require the employee to leave the workplace and may require the employee to complete drug or alcohol testing at a laboratory chosen by Kokua. When an employee is required to undergo drug and alcohol testing, the employee will be driven to and from the testing facility by a Kokua supervisor.
Employees may be suspended without pay awaiting the results of testing. Any employee who refuses the testing process or is found to have tampered with the testing process will be terminated.
Time Sheets
Employees are required to fill out an approved Kokua timesheet recording their hours of work. New employees will receive training in the correct way to complete their timesheet. Employees are expected to record all the time worked daily to the nearest minute.
Jury Duty
Kokua does not reimburse employees for serving jury duty. An employee may elect to use accumulated leave hours for an absence due to jury service. Kokua will support staff to fulfill their civic duty. Staff are required to give the Kokua office one week's notice for all jury duty leave; if given this notice staff will not be held responsible for the shift, should it fail to be filled.
Accountability
Coaching:
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Kokua’s accountability structure is a non-punitive, two-step coaching process. Coaching allows employees to self-correct performance issues, to meet the expectations of the job, before HR is involved through formal discipline. We want all employees to be successful and meet a high standard of work. We ask that employees be open to feedback and make the necessary corrections through the coaching process to prevent formal discipline.
Serious Policy violations: Employees that seriously jeopardize the health and safety of clients create a serious liability to the agency and will meet with HR for formal discipline – up to and including termination . Policy 3.5
Mediation:
If two or more employees find it difficult or impossible to work together cooperatively in a team environment, the mediation process can be used. Kokua Services is committed to maintaining a respectful and safe work environment for all employees and hopes to resolve work-place conflict in a professional manner. The individuals involved will request mediation by submitting a written request to Human Resources. A team can also request mediation. *Full policy -Kokua policy 3.3 E Employee Leave
Personal Cell Phone
Personal cell phones should not be used during non- break times. Personal calls should be made outside the client’s home. Being on your cell phone during non-break times is considered unprofessional and rude to the individuals Kokua serves. Please be respectful and only use your cell phone during break times.
Unlawful Activity and Self-Disclosure of Criminal Charges
No employee shall be permitted to engage in unlawful activity either on Kokua property, client property or while off the job. If you believe anyone in or associated with Kokua has requested you to do anything that violates the law or has prohibited you from doing something that the law requires you to do, you should report this to Human Resources or Executive Director. Employees must self-disclose any pending or new criminal charges that occur between regularly scheduled background checks to Human Resources. Failure to disclose any pending charges or charges that have occurred since that staff’s last background check may result in disciplinary action up to and including termination.
Sleeping on Shift
The individuals supported by Kokua are considered vulnerable adults. Employees must remain awake during their scheduled shift. Sleeping during shift is deemed a serious policy violation. Employees are expected to let Human Resources know if they witness or suspect staff sleeping.
In Close:
Kokua’s policies and procedures explain the expectation of the job. If something is not addressed in the handbook, you can find Kokua’s policy manual on our website. We hope that you feel supported and if you need additional training or guidance that you ask for it. Thank you for your commitment to quality client services in the capacity that you work.
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