(920) 544-4970 986 Lakeview Drive Green Bay, WI 54313 (Main Office) 2738 Manitowoc Rd Green Bay, WI 54311
Welcome to Centerpiece LLC! Centerpiece LLC was established in 2012 as Green Bay’s first autism treatment center. The center was opened to provide children on the autism spectrum a chance to receive structured therapy in an environment that promotes social opportunities and sensory fulfillment. Centerpiece LLC strives to provide a variety of programs and services to ensure that we can help as many children as possible become successful and participating members of their community. Centerpiece LLC is part of a new and growing movement to bring autism therapy out of homes and into centers, where group dynamics can be used to create more social and learning opportunities for clients. The Centerpiece LLC employee handbook establishes policies, procedures, benefits, and working conditions that will be followed by all employees as a condition of their employment with Centerpiece LLC. Centerpiece LLC strives to provide an employee-friendly environment in which goal-oriented individuals thrive. Our company commitment to serving children and providing quality services is unwavering. These policies, procedures, and working conditions provide a work environment in which both the children and employee’s interests are served. We value our employee’s talents, skills, and abilities and seek to foster an open, cooperative and dynamic environment in which we can all excel. Centerpiece LLC provides an environment where employees are encouraged to bring ideas and challenges to any level of management. Centerpiece LLC is an equal opportunity employer. Religion, age, gender, national origin, sexual orientation, race or color does not affect employment decisions including hiring, promotion, development opportunities, pay or benefits. We offer fair treatment of employees based on merit and comply with all applicable federal, state and local labor laws. Employment with Centerpiece LLC is on an “at-will” basis, which means that either an employee or Centerpiece LLC may terminate the employment relationship at any time, for any reason, with or without cause. This handbook is not a contract of employment, nor is it intended to create contractual obligations for the company of any kind or alter the at-will employment relationships between Centerpiece LLC and our employees. Only a written agreement, signed by the owner or human resources director of Centerpiece LLC can change the at-will nature of the employment of any individual. The policies and procedures outlined will be applied at the discretion of Centerpiece LLC management. As such, Centerpiece LLC may deviate from the policies, procedures, benefits and working conditions described in this handbook. The company may also withdraw or change the policies, procedures, benefits and working conditions described in this handbook at any time, for any reason. While it is our goal to provide employees with notice of such changes, prior notice is not required before a change is implemented. Throughout an employee’s employment with Centerpiece LLC, it is his or her responsibility to remain up to date on company policies, procedures, benefits, and work conditions—both published and unpublished. No provision in this handbook can be waived without written permission from Centerpiece LLC’s owner or designee. Please review the policies, procedures, working conditions and benefits described in this handbook. You will be asked to affirm that you have read, understand, agree to, abide by, and acknowledge your receipt of this employee handbook.
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Mission Centerpiece LLC is a behavioral health treatment center, dedicated to serving individuals and families affected by autism spectrum disorder. Centerpiece LLC utilizes a variety of evidence-based therapeutic techniques, so that each client can reach their fullest potential. Vision Centerpiece LLC will constantly strive to provide the highest quality treatment and educational services to individuals with autism, their families, and the community. Centerpiece LLC will grow and update programs, staff and training to meet the needs of the clients and families that are served. Centerpiece LLC was founded by and on the principles of meeting the needs of those in the autism community and Centerpiece LLC will remain dedicated to supporting charities and other philanthropic opportunities that support individuals with special needs in the community.
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Organizational Chart Janice Miles Office Manager/Owner
Scott Miles Facilities Manager/Owner
Nicole Berlowski Human Resources & Public Relations Director6
Tyler Krueger Clinical Director
Brittany Cahill Jess DeMeuse Kelly Smith Lead Therapists
Scott Wendlandt Billing and IT Manager
Heather Kroll Operations Manager
Cari Novak Lizzy Siebold Floor Supervisors
Mike Johnson Jenah Aschenbrenner Jacolyn Younk Renee Lenss Dana Seymour Laurana Schultz Kerri Hibbard Paige Aschenbrenner Senior Therapists
Job Descriptions Behavior Technician The behavior technician provides center-based behavioral therapy for children diagnosed with autism spectrum disorder. • • • • • • • • • •
Execute programs as laid out in the client’s treatment plan Document client progress Assist clients with self-help skills, including toileting and diaper changing when necessary Maintain a working knowledge of behavior intervention plans for each client Communicate with parents and staff members about client progress, additional needs, program changes, supplies needed, etc. Attend and participate in team meetings Assist in organizing special events such as teen night, camps, and holiday parties Adhere to all company policies including HIPAA, privacy policies and procedures, hand washing/sanitation guidelines, mandating reporting, safety and security measures, and food allergy protocols Ensure safety and security of the building Light cleaning and housekeeping duties as follows: o Sanitize tables, work stations, and toys between clients o Pick up toys and therapy tools at individual workstations and in common areas o Return therapy tools to their proper place to ensure that they are available for all staff o Sweep/vacuum around eating areas o Take out garbage as needed o Notify management of areas in need of cleaning, equipment in need of repair, or any other potential problems with the facility or equipment and it’s cleanliness 4 Updated 7/18/18, handbook subject to change without notice
Camp Coordinator The camp coordinator conceptualizes and implements camp curriculum for children diagnosed with autism spectrum disorder. • • • • • • • • • •
Develop and implement weekly camp lesson plans, based off the needs of clients; this includes targeting fine motor, gross motor, sensory, and social skills goals Lead camp sessions, which includes up to 10-20 clients Provide staff members with direction on how to support during camp sessions Review individualized group and behavior support goals for each client Create stimuli and obtain materials to incorporate into lesson plans Implement and monitor safety procedures to ensure clients remain safe at all times Maintain a high level of communication with families and the client’s therapy team if applicable Ensure timely communication of aberrant behaviors and the need for programming changes Communicate with parents and the treatment team about client’s progression Adhere to all company policies including HIPAA, privacy policies and procedures, hand washing/sanitation guidelines, mandating reporting, safety and security measures, and food allergy protocols
Senior Therapist The senior therapist develops and monitors center-based behavioral therapy programming for children diagnosed with autism spectrum disorder. • • • • • • • • • • • • • • • •
Develop goals and measure outcomes for client’s treatment plan under direction of the lead therapist Create and outline therapeutic activities needed to achieve the goals of the treatment plan Communicate and train behavior technicians on therapeutic activities, behavior intervention plans, and any additional client relevant information Assist with client assessments, such as completing intake paperwork and administering assessments (ABLLS-R, VB-MAPP, PEAK, AFLS, etc) Compile program data and tracking information into detailed summaries and reports, which are required by lead therapists, insurance companies, and Medicaid Communicate with management regarding all employee performance, both positive and negative Work directly with intensive level clients and clients who require senior involvement for a minimum of 1 hour per week Provide relief/take over for behavior technicians in need of breaks for lunches, bathroom, etc. Conduct 1:1 therapy on an as-needed basis, as assigned by the scheduling manager Ensure timely communication of aberrant behaviors, need for programming changes, and scheduling concerns to appropriate staff and/or to families Communicate with parents, caseworkers, and staff members about client progress, additional needs, program changes, supplies needed, etc. Attend and participate in team meetings, IEPs, conferences, and professional development opportunities Adhere to all company policies including HIPAA, privacy policies and procedures, hand washing/sanitation guidelines, mandating reporting, safety and security measures, and food allergy protocols Support behavior technicians with mandated reports, if necessary Ensure safety and security of the building Light cleaning and housekeeping duties 5 Updated 7/18/18, handbook subject to change without notice
Floor Supervisor The floor supervisor is responsible for continuously monitoring daily activities within a center-based behavioral therapy program for children diagnosed with autism spectrum disorder. • • • • • • • • • • • • • • • • •
Provide initial training, ongoing guidance, and direction for behavior technicians Serve as a checkout point for all staff members Provide relief/take over for behavior technicians in need of breaks for lunches, bathroom, etc. Communicate with management regarding all employee performance, both positive and negative Ensure timely communication of aberrant behaviors, need for programming changes, and scheduling concerns to appropriate staff and/or to families Communicate with parents, caseworkers, and staff members about client progress, additional needs, program changes, supplies needed, etc. Serve as a liaison to the team, hand out and collect required paperwork, organize staff meetings and trainings, and ensure that the staff members stay informed of all necessary updates Provide corrective actions and performance reviews for behavior technicians Maintain and communicate a list of facility needs and supplies Oversee clients (binders) and employees (time clock system) in and out times Ensure staff and client paperwork is stocked at all times Coordinate and schedule daily cleaning and closing duties Perform cleaning and housekeeping duties Ensure safety and security of the building Provide 1:1 therapy on an as-needed basis, as assigned by the scheduling manager Complete binder work as needed or assigned by senior or lead therapists Adhere to all company policies including HIPAA, privacy policies and procedures, hand washing/sanitation guidelines, mandating reporting, safety and security measures, and food allergy protocols
Lead Intern The role of the lead intern is to develop the necessary skill sets that are required to perform the job duties of a lead therapist. • • • • •
Conduct assessments such as the ABBLS-R, VB-MAPP, PEAK, or AFLS with lead and senior therapists Work with lead therapists to develop and oversee client treatment plans Assist the lead therapists in conducting functional behavioral assessments including, but not limited to: o Behavioral interviews and file reviews, descriptive assessment, naturalistic observations, and functional analysis Support the lead therapists in the development and implementation of appropriate data collection systems for target behaviors Aid the lead therapists in the development of behavior support plans including, but not limited to: o Operational definitions of target behaviors, summary of functions, specific antecedents, baseline data, general support strategies, proactive, and reactive strategies based on behavior form and function Assist the lead therapists in the review of data collection and modification of treatment based on data patterns 6 Updated 7/18/18, handbook subject to change without notice
• • • • • • • • • • • • • • • • • • • • •
Develop goals and measure outcomes for client’s treatment plan under direction of a lead therapist Create and outline therapeutic activities needed to achieve the goals of the treatment plan Communicate and train behavior technicians on therapeutic activities, behavior intervention plans, and any additional client relevant information Provide relief/take over for behavior technicians in need of breaks for lunches, bathroom, etc. Work directly with intensive level clients and clients who require senior therapist involvement for a minimum of 1 hour per week Serve as senior therapist on cases as directed by the clinical director Provide parent consultation when appropriate and authorized by a lead therapist Provide school support when authorized by a lead therapist Contribute to weekly clinic meetings to ensure that client progress is being monitored Assist the lead therapists in the submission of client paperwork to secure funding Assist the lead therapists with the communication and training of Senior Therapists on programming, behavior intervention plans, and any additional client relevant information Assist the lead therapists with running intake meetings to assess treatment needs with new clients and parents Review program data and tracking information in detailed summaries and reports when authorized by a lead therapist Ensure timely communication of aberrant behaviors, need for programming changes, scheduling concerns to a supervising lead therapist Communicate with parents, caseworkers, and staff members about client progress, additional needs, program changes, etc. when authorized by a lead therapist Attend and participate in team meetings, IEPs, conferences, and professional development opportunities when authorized by a lead therapist and/or management staff Adhere to all company policies including HIPAA, privacy policies and procedures, hand washing/sanitation guidelines, mandating reporting, safety and security measures, and food allergy protocols Support senior therapists and behavior technicians with mandated reports, if necessary Provide 1:1 therapy on an as-needed basis, as assigned by the scheduling manager Ensure safety and security of the building Adhere to the professional and ethical compliance code governed by the BACB
Lead Therapist The lead therapist develops and oversees center-based behavioral therapy programming for children diagnosed with autism spectrum disorder. • • • • •
Administer assessments such as the ABBLS-R, VB-MAPP, PEAK, or AFLS Develop and oversee client treatment plans Conduct functional behavioral assessments including, but not limited to: o Behavioral interviews and file reviews, descriptive assessment, naturalistic observations, and functional analysis Develop and implement appropriate data collection systems for target behaviors Develop behavior support plans including, but not limited to: o Operational definitions of target behaviors, summary of functions, specific antecedents, baseline data, general support strategies, proactive and reactive strategies based on behavior form and function Review data collection and modify treatment based on data patterns 7 Updated 7/18/18, handbook subject to change without notice
• • • • • • • • • • • • • • • •
Provide parent consultation Provide school support Run weekly clinic meetings to ensure client progress is being monitored Submit client paperwork to secure funding Communicate and train senior therapists on programming, behavior intervention plans, and any additional client relevant information Run intake meetings with new clients and assess treatment needs Review program data and tracking information in detailed summaries and reports Communicate with management regarding all employee performance, both positive and negative Ensure timely communication of aberrant behaviors, need for programming changes, scheduling concerns to appropriate staff and/or to families Communicate with parents, caseworkers, and staff members about client progress, additional needs, program changes, etc. Attend and participate in team meetings, IEPs, conferences, and professional development opportunities Adhere to all company policies including HIPAA, privacy policies and procedures, hand washing/sanitation guidelines, mandating reporting, safety and security measures, and food allergy protocols Support senior therapists and behavior technicians with mandated reports, if necessary Provide 1:1 therapy on an as-needed basis, as assigned by the scheduling manager Ensure safety and security of the building Adhere to the professional and ethical compliance code governed by the BACB
Conditions of Employment Centerpiece LLC is a unique work environment because of the clients that are served. Employees are responsible for maintaining their own credentials and certifications as a condition of employment. Some of the documentation that is required as a condition of employment includes: • • • • • •
CPR/AED certification Completed health physical, including TB skin test Verification of hours worked for another autism therapy agency if applying/starting as an experienced autism therapist Passing a caregiver background check Meeting all criteria set forth by the state of Wisconsin for therapists (for example, senior therapists must complete 2,000 hours of line therapy AND hold a bachelor’s degree) Copies of transcripts and diplomas for both high school and college education.
Employee Classifications For the purpose of this handbook, Centerpiece LLC employees will fall into one of the classifications below. • •
Full-time employee: employees who regularly work at least 30 hours per week. Part-time employee: employees who regularly work fewer than 30 hours per week.
In addition, employees will either be classified as exempt (salaried) or non-exempt (hourly). New Hire Training and Probationary Period 8 Updated 7/18/18, handbook subject to change without notice
All new hires must complete the CPR/AED certifications within 60 days of hire. This training is to be paid for by the employee. Many new employees go through the National CPR Foundation for their training (www.nationalcprfoundation.com/courses/standard-cpr-aed-first-aid/). New employees have 30 days from the date of hire to complete the staff health report (physical). The employees hire date will be listed as the date of first logged hours via a working shift/training session. All new hires will be hired on a probationary basis for 90 days. During the first 90 days employment may be ended if at anytime Centerpiece LLC feels that the employee is not meeting expectations or will not be a good fit for the center. The new hire training checklist is located at the end of the employee handbook and should be reviewed with your supervisor. Caregiver Background Check Policy/ Duty to Notify In order to comply with the Wisconsin Caregiver law, Centerpiece LLC will conduct background checks on all employees upon hire and every four years thereafter in accordance with Wisconsin Administrative Code HFS12. Every employee is required to notify Centerpiece LLC immediately (within 1 business day) if he/she has been charged with or convicted of any crime or has been or is being investigated by any other governmental agency for any act or offense specified under HFS Chapter 12. Continuation of employment will be determined on a case-by-case basis using the procedures established in the Caregiver Law. Standards of Conduct Centerpiece LLC adopts this policy to ensure orderly operations and to provide the best possible work environment. Centerpiece LLC expects employees and others who may be engaged to provide services from time to time (such as temporary personnel, consultants and independent contractors) to adhere to these standards of conduct while on company premises, attending company functions or otherwise performing work-related activity and representing Centerpiece LLC. Centerpiece LLC is responsible for providing a safe and secure workplace and strives to ensure that all individuals associated with our company are treated in a respectful and fair manner. While not intended to list all the forms of behavior that are considered unacceptable, the following are examples of conduct that may result in disciplinary action: o Theft or inappropriate removal or possession of property o Falsification of records, including timekeeping o Working under the influence of alcohol or illegal drugs (see general policies) o Possession, manufacture, sale, transfer, distribution or use of alcohol or illegal drugs in the workplace, while representing the company, or while operating employer-owned vehicles or equipment o Fighting or threatening violence in the workplace o Immoral actions or intimidating others o Boisterous or disruptive activity in the workplace o Negligence or improper conduct leading to damage of company, customer, or co-workerâ€™s property o Insubordination or other disrespectful conduct o Violation of safety or health rules 9 Updated 7/18/18, handbook subject to change without notice
o Sexual or other unlawful or unwelcome harassment or touching (see harassment policy) o Excessive absenteeism or any absence without notice (see scheduling policy) o Unauthorized use of telephones or other company equipment o Unauthorized disclosure of confidential information (see confidentially policy) o Violation of personnel policies o Unsatisfactory performance or conduct Any employee who deviates from these rules and standards will be subject to disciplinary action, up to and including termination. Working Hours and Schedule Absenteeism and tardiness place a burden on both co-workers and clients at Centerpiece LLC. We expect that every employee will be regular and punctual in attendance. This means being in the center, ready to work, at the starting time each day. Employees may arrive and clock in up to 15 minutes prior to a scheduled shift. At a minimum, employees must arrive 5 minutes prior to a scheduled shift. When you are unable to work due to illness or an accident, please promptly notify Centerpiece LLC and ask for the scheduling manager. In the event the scheduling manager is unavailable, you must speak with a leadership team member. Texting, emailing, or leaving a message with a team member does not constitute an accepted notification of absence. If you do not report for work and Centerpiece LLC is not notified of your status, it will be assumed after two consecutive days of absence that you have voluntarily resigned and you will be removed from the payroll. If you become ill at work or must leave the center for some other reason before the end of the workday, be sure to inform the scheduling manager or floor supervisor of the situation. Standard working hours are from 8am-6:30pm Monday through Friday. A 20-minute lunch period is taken at any hour, which is mutually agreeable between the employee and scheduling manager. Any break over 20 minutes requires clocking out. Exempt leadership employees are required to be scheduled 36 core hours/week and work a minimum of 40 hours/week. Core hours are mandatory times at the center, which are predetermined by the employee and the scheduling manager prior to the upcoming month. Core hours are during Centerpiece LLC’s regular business hours (when clients are present) and a minimum of 6 hours/day. If an exempt leadership employee does not meet the minimum 40-hour requirement (without approval from their supervisor), PTO in a 4 or 8-hour increment will automatically be deducted from their balance. Absences “Absence” is defined as the failure of an employee to report for work when the employee is scheduled to work. The two types of absences are defined below: Excused absence occurs when all four of the following conditions are met: a) the employee provides sufficient notice to the scheduling manager, b) the reason is found credible or acceptable by the scheduling manager (see number 2 below), c) such absence request is approved by the scheduling manager, and d) the employee has sufficient accrued paid time off (PTO) to cover such absence (d only applies to exempt employees).
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Unexcused absence occurs when one of the four conditions in number 1 is not met. If it is necessary for an employee to be absent or late for work because of illness or an emergency, the employee must notify the scheduling manager no later than two hours before the employee’s scheduled starting time on that same day. Centerpiece LLC uses a calendar year when determining an excessive amount of unexcused absences. “Excessive” is defined as eight or more occurrences throughout the calendar year. Excessive unexcused absences will be subject to disciplinary action, up to and including termination. Employees who have three consecutive days of excused absences because of illness or injury must give Centerpiece LLC proof of physician’s care. If an illness or injury prevents an employee from performing his or her regularly scheduled duties, a physician’s statement must be provided verifying a) the nature of the illness or injury, b) if and when the employee will be able to return to work, if applicable, and c) whether the employee is capable of performing his or her regularly scheduled duties, and if not, what duties the employee is capable of performing. The employee is responsible for providing Centerpiece LLC with the above-described physician’s proof of physician’s care. Without an acceptable excuse, the employee may be subject to disciplinary action, up to and immediate termination. Sufficient Notice To be considered an excused absence as defined above, sufficient notice must be given to the scheduling manager. Sufficient notice is: For a scheduled absence employees must give a notice by the 15th of the previous month. Time off requests are approved on a first-come basis and may be denied. Requests given after the 15th of the previous month have a higher likelihood of denied by the scheduling manager. Full-time, non-exempt employees are eligible for up to 120 hours of excused time off with sufficient notice and approval. Part-time employees are eligible for up to 60 hours of excused time off with sufficient notice and approval. All requests off must be submitted in writing or online (preferred) at: https://centerpieceautism.com/staffrequest-off-form/. Tardiness Employees are expected to report to work on time. If employees cannot report to work as scheduled, they should notify the scheduling manager no later than 30 minutes prior to their regular starting time. This notification does not excuse the tardiness but simply notifies the scheduling manager that a schedule change may be necessary. Arriving 5 minutes or later to a scheduled shift will be documented as an occurrence. Tardiness is subject to disciplinary action, up to and including termination.
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Employees often work in extremely close contact with the clients at the center. Many of our clients are medically fragile, with compromised immune systems, asthma, and epilepsy. It is Centerpiece LLC’s policy to protect our clients from illness whenever feasible. Please do not come to work if you have experienced any of the following symptoms in the last 24 hours leading up to your shift: • • • • •
Fever greater than 100 degrees Fahrenheit Unexplained diarrhea Vomiting Pink Eye Any other contagious/communicable disease that could be easily transmitted
Staff must be free of the above symptoms for 24 hours, or have begun an appropriate course of medication and have been cleared by a doctor to return to work. Clients who are suspected of being ill should have their temperature taken via underarm thermometer. Any client with an underarm temperature greater than 99.5 degrees Fahrenheit will be asked to leave the center. Employees should keep sick or potentially sick clients away from other clients and practice heightened sanitization procedures. There is a cot provided for children who are ill and awaiting parent/guardian pick up. Clients are expected to be symptom free for 24 hours before returning to Centerpiece LLC, and employees may need to remind parents/guardians of this requirement when a client is ill. Centerpiece LLC does not provide therapy to ill children. If the child is not feeling well, therapy should be rescheduled. Paid Time Off Centerpiece LLC believes that employees should have opportunities to enjoy time away from work to help balance their lives. For this reason, we provide a paid time off (PTO) program to all full-time employees. PTO provides employees the freedom to decide how to use their personal time off. Centerpiece LLC believes this program offers more generous time off with pay than traditional vacation, sick and personal time packages. Employees can use their PTO days in a number of different ways; for example: o As vacation o For personal business o For periods of illness o For doctor or dental appointments o For personal emergencies o For family emergencies o In the event of severe weather or adverse driving conditions PTO does not replace the Centerpiece LLC holiday schedule. We will continue to have compensated holidays each year for exempt employees.
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4 hours of PTO will automatically be applied to full-time exempt leadership employeeâ€™s balance for sick days. If the missed hours cannot be made up within the same week, 8 hours will be deducted. Made up hours must be approved in advance by the scheduling manager in order for the 8 hours to be adjusted. Exempt employees may use their PTO in 2-hour increments. Non-exempt employees may use their PTO in any increment over 2 hours and must use their PTO balance for any time missed in their regular schedule if the hours are not made up within the same week and they are under 30 hours for the week. PTO is not in addition to excused time off and must be used within the excused days off throughout the year or carried over to the next year (up to 40 hours). Eligibility for PTO All full-time employees are eligible to earn PTO on a bi-weekly basis after 90 days of consecutive full-time employment. PTO Accrual Full-time employees will accrue PTO hours each pay period after 90 days of full-time hours. Accrued PTO is available for immediate use. PTO does not accrue on unpaid leaves of absence. Up to 40 hours of PTO can be carried over each year. Exempt employeeâ€™s PTO is prorated based off of working 40 hours/week. (ex: nonleadership, exempt employees working 30 hours/week will accrue 75% of the 1.54 hours/pay period). PTO advancements will be considered on a case-by-case basis. Employee PTO Accrual Table (based off of working 40 hours/week) Level
Hours Per Pay Period
Leadership (after 5 years
Non- Leadership (after 5 years of FT
of FT employment)
Center Closings If Centerpiece LLC closes on a day that an employee is using PTO, their PTO balance will still be adjusted. Holidays Centerpiece LLC will always be closed on the following holidays: New Years Day Memorial Day 4th of July Labor Day Thanksgiving The day after Thanksgiving Christmas Day 13 Updated 7/18/18, handbook subject to change without notice
Exempt employees are paid for days that the center is closed and 8 hours are applied to their 40-hour workweek. Overtime Policy Non-exempt employees are not to exceed more than 40 hours per week without management permission. Once a non-exempt employee exceeds 40 hours in a given week, all hours beyond 40 will be paid at time and half. Health Insurance After 90 days of consecutive full-time employment employees are eligible to participate in the company’s group health insurance program. A full-time employee is defined as an employee who works an average of 30 or more hours per week. Policies are effective on the first day of the upcoming month, after the employee reaches 90 days at full-time hours, except for health insurance, which is effective at the 90-day mark. The company pays 50% of the health insurance premium and the employee pays 50%. The premiums are deducted directly from the employee’s paycheck. During three pay period months, the premiums are deducted from the first two paychecks of the month. An employee can be added to the group health insurance plan at anytime during the plan year if the employee experiences a qualifying life event such as marriage, divorce, loss of coverage from aging off of parent’s insurance, or spouse’s loss of job. The employee must be added to the plan within 30 days of the qualifying life event. All other employees must wait for open enrollment on October 1st of each year for the next opportunity to be added to the plan if coverage is declined when initially offered/eligible. For regular full-time employees, health insurance is provided to the employee only, not their family, although the employee may be permitted to add their family at the employee’s expense. For full-time leadership employees, health insurance is provided to the employee and their family at the 50% rate. Enrollment in group insurance is voluntary. There will be no increase in wages if an employee waives coverage. For inquiries, contact the Human Resources department. Employee Assistance Program Centerpiece LLC provides confidential and voluntary assistance through its employee assistance program (EAP) to employee’s enrolled in the long-term disability plan (full-time employees) and their family members who may be faced with dynamic challenges of financial concerns, legal issues, alcohol or drug problems, marital problems, illness of a family member, emotional worries, etc. For the welfare of employees, as well as for effective business operations, Centerpiece LLC encourages its employees to take advantage of this valuable benefit of employment with the company. Please call 866-538-9514 to get started. Centerpiece LLC’s company ID is ZN7658Y. Family Medical Leave Act (FMLA) The Family Medical Leave Act is a state and federal law that allows employees to take an unpaid, job protected leave due to a serious health condition, to care for a sick spouse, child, or parent, or to care for a new child. Covered employees have worked for the employer for at least 52 consecutive weeks and for at least 1000 hours (Wisconsin Law) and 1250 hours (Federal Law) in the preceding 52-week period. Please contact Human Resources for more information. 401(k) Plan Centerpiece LLC offers a 401(k) Plan through Principal Financial Group for eligible employees. To be eligible for the plan the employee must be 18 years of age or older and complete 12 months of service (with a minimum 14 Updated 7/18/18, handbook subject to change without notice
of 1,000 hours in that time). Once eligibility requirements have been met an employee is able to enroll in the plan at the first day of the next open enrollment quarter (January 1st, April 1st, July 1st, October 1st). Changes to the employeeâ€™s 401(k) elections such as increasing or decreasing contributions, changing from traditional 401(k) to Roth 401(k), etc can only be done at the quarterly open enrollment times. An employee may stop contributions at anytime. Centerpiece LLC will match the employeeâ€™s elective contributions up to a maximum of 4%. Short Term & Long Term Disability Centerpiece LLC provides both short-term and long-term disability coverage to full-time employees after 90 days of full-time employment. This benefit is fully funded by Centerpiece LLC for full-time employees. Policies are effective on the first day of the upcoming month, after the employee reaches 90 days at full-time hours. Short-term disability pays up to 60% of pre-disability earnings up to $1,000/week benefit. Payment is retroactive from day 1 for injuries after 8 days. The coverage pays for up to 13 weeks total. Long-term disability pays 60% of income up to $5,000/month. Long-term disability goes into effect after short-term disability has been exhausted and goes up to age 65. Life Insurance Centerpiece LLC provides a life insurance policy of $25,000 for full-time employees after 90 days of full-time employment. This benefit fully funded by Centerpiece LLC for full-time employees. The policy is effective on the first day of the upcoming month, after the employee reaches 90 days at full-time hours. This benefit is taxfree and employees select the beneficiary of the policy. Additional Benefits Dental, vision, medical bridge, accident plan, critical illness, and life insurance buy-up plans can be deducted additionally at a discounted group rate. These policies are effective on the first day of the upcoming month, after the employee reaches 90 days at full-time hours. Payroll Procedures All employees are paid biweekly using the time data from the time clock. Employees will be provided with a 4-digit number to use for punching in and out (last four numbers of your phone # effective 1/31/17). Missed punch forms should be filled out if an employee forgets to clock in or out. Forms should be returned to the folder hanging beside the time clock. Employees will be required to enter a password when accessing paystubs. The password is the first four letters of your last name and the last four digits of your social security number. My 4-digit number for the time clock is: ____________ My password for accessing paystubs is: _____________ Employment Taxes & Voluntary Deductions Policy As an employee of Centerpiece LLC, you are responsible for paying federal, state and local taxes. This includes income, Social Security and Medicare taxes. These taxes will be automatically withdrawn from each of your paychecks at a rate that is determined by the number of deductions you claim on the Form W-4. If you work more than 17 hours per week, you are also eligible to receive benefit coverage under Colonial Life. Should you choose to enroll in the offered benefits program, you will be required to pay a portion of the premium cost. Your total annual contribution cost for the coverage you select will be divided by the number of 15 Updated 7/18/18, handbook subject to change without notice
pay periods in the Plan Year to determine the amount that will be deducted (on a pre-tax basis) from each of your paychecks. You have the option of waiving all pre-tax benefits. Should you choose to waive these benefits, you will not have another opportunity to elect them until the next Open Enrollment Period, and any after-tax coverage permitted by Centerpiece LLC will be outside the plan. The only exception to this is in the case of a Change in Election Event for an applicable benefit. Some common Change in Election Events include changes in employment status, divorce and marriage. In these circumstances, the election change must be on account of and consistent with the Change in Election Event, as described in the Plan. Health Savings Account (HSA), Colonial Life, and 401k contribution elections can be changed at any time and for any reason. HSA contribution election changes will become effective no later than the first day of the calendar month after the change request is filed. Colonial Life changes will be reflected within the next billing cycle. The employment taxes and voluntary deductions described above will continue to be deducted from your paycheck until changes are made to the number of deductions you claim, or until you change your benefit elections. There is a possibility, however, that your contributions for Medical and Dental Insurance Benefits will be automatically increased or decreased for changes. Bonuses Bonuses may be considered for full-time and part-time employees who have satisfactorily completed the 90-day waiting period for benefits. Employees who terminate their employment before the end of the bonus period are not eligible for any portion of the incentive for that period. Employees who are, or could be, terminated for not meeting performance standards or violating Centerpiece LLC's policies are not eligible for any portion of the bonus. It is at the sole discretion of Centerpiece LLC’s owner to issue a bonus. It should not be assumed that past payments have established a pattern for future payments. In other words, there is no guarantee of any bonus. Injury and Illness Policy Centerpiece LLC is committed to establishing and maintaining a comfortable and safe working environment for all employees. All work-related injuries and illnesses must be reported immediately to Human Resources, even if you are not sure whether they are truly work-related. Small, seemingly insignificant injuries left untreated can result in serious conditions. Human Resources will complete a First Report of Injury based on the information you provide. Report injuries and illnesses immediately so that we can investigate and incorporate corrective action to prevent more injuries. Please keep in mind that our employees are also protected under HIPAA and their information should be kept confidential. If you see any potential hazards that need attention, notify Human Resources immediately. General Policies •
The center doors are locked via a key fob system. Employees will be provided with a key fob and are not permitted to sharing the key fob with others. Failure to abide by this policy will result in termination. Employees will be required to return the key fob upon ending employment with Centerpiece LLC and lost key fobs can be replaced at a cost of $10. Key fobs will only allow staff access to the building during business hours. Leadership/management staff has full access.
ID badges will be provided for all Centerpiece LLC employees. ID badges must be displayed at all times when working for Centerpiece LLC, this includes work done in the schools and community. If using a 16 Updated 7/18/18, handbook subject to change without notice
lanyard, please consider using one with a release in the back, in case a client reaches for it. ID badges must be returned upon ending employment. If your ID badge is lost or stolen, you must obtain a replacement. The replacement cost is $10. Lost or stolen cards should be reported to Human Resources, as soon as possible. •
Centerpiece LLC is a smoke-free environment. Smoking, chewing, vaping, the use of e-cigarettes/pipes and other tobacco and nicotine products is not permitted at any time in the centers or employee vehicles.
Employees may not be under the influence of drugs or alcohol during their shift, nor may they be at the center when clients are present, while under the influence of drugs or alcohol. Any employee who is under the influence of drugs or alcohol during their shift or in the presence of clients will be terminated immediately.
Medication should stay out of reach of clients and be kept in the supply closet located in the main office. Under no circumstances, should cigarettes, alcohol, or drugs enter the center. Please talk with Human Resources if you are in need of a confidential place to store your medication.
Employees should leave parking spots closest to the entrance for families. Employees should park in the back parking lot at our Howard location and in the spots near Manitowoc Road at our Bellevue location.
The speed limit in the parking lot is 5 MPH.
The last employee to leave for the day is responsible for completing the closing checklist, which includes turning off all lights and locking all doors. The secure areas of the center should never be left open without staff present.
All client’s accidents and medical incidents must be recorded on an incident report and placed in the client binder.
Medication can only be administered to children when the parent/guardian completes the medication release form and provides medication that is in the original container. All medications administered must be logged on the medication log that accompanies the consent form and should be kept with the client’s binder.
Clients must never be left unattended and older clients should not be permitted to roam around the center without adult supervision.
Care should be taken to direct older clients to use the staff bathroom and leave the “children’s” bathroom for younger clients who still need assistance toileting. This is for the privacy and respect of all clients.
Staff who are assigned to work 1:1 with a child may not work on other activities, cleaning, or work assignments while the child is under staff’s care. The only exception to this rule is cleaning the immediate area after eating (wiping tables, and sweeping after eating) and completing the client’s binders with the client present.
Staff are expected to report any violations of these rules. Management will protect the privacy of any staff who report violation of center rules. 17 Updated 7/18/18, handbook subject to change without notice
Dress Code Centerpiece LLC believes that your pride in both yourself and the company is reflected in your appearance and in the image you create. We feel that our business image is important and, therefore, request that our employees maintain standards of dress and appearance appropriate to both the organization as a whole and your individual position responsibilities. Dress, grooming, personal cleanliness and professional behavior standards contribute to the professional image we strive to present to our clients and visitors. Therefore, while performing duties for the Centerpiece LLC, employees are expected to dress in attire appropriate to the business environment and to behave in a professional manner at all times to best represent our business.
• • • • • • • • • • •
Appropriate Khakis Jeans Shorts that are within 5 inches from the knee Maxi skirts Capri pants Leggings/ yoga pants when worn with a top that falls at least 10 inches below the waist line Polo/ golf shirts Oxford shirts Company logo wear Short-sleeve blouses Loose fitting tank tops with straps thicker than 1 inch
Flats Athletic shoes
Inappropriate • • • • •
Sweatpants Pajama pants Skirts and dresses that land above the knee (unless leggings are worn underneath) Rips/holes that show skin above the knee Leggings/yoga pants with a short shirt
• • • • • • • • • • • • •
Shirts that expose midriffs Spaghetti straps or straps thinner than 1 inch Cutoff t-shirts Low cut v-neck shirts Shirts with profane or inappropriate content on them Shirts that do not completely cover undergarments Strapless tops High heels Hiking boots Wedges Sandals/ open-toed shoes Hoop or dangling earrings Facial hoop piercings
The dress code listed above does not apply to work done in the community (IEPs, crisis calls, trainings, outings, conferences, etc) and parent meetings. Business casual is required for work done in the community and parent meetings. Business casual is defined as khakis, shirts with collars, blouses, maxi skirts, dresses that land below the knee, and shoes that cover most of the foot. Depending upon the circumstance, the employee may also be sent home with directions to return to work in proper attire. It is expected that any work time lost will be made up by the employee. Continued or frequent departures from these guidelines will not be permitted and employees who appear for work inappropriately dressed or groomed repeatedly will be subject to disciplinary action, which could lead to termination. Confidentiality Policy
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Centerpiece LLC is a behavioral health treatment center. As such, information about our clients is considered medical information and is protected by HIPAA.
Employees are prohibited from discussing specific client issues and details with others in public areas, in common areas of the center where other clients or visitors may be present, or in any other public forum (such as online) where people may hear private information regarding the care/case of a client.
Privacy must be considered in all conversations around the center, care taken not to leave client paperwork in common areas, and care taken not to personally identify the clients when displaying artwork, etc. A first name and last initial is acceptable use to identify the children, their work, and their personal items.
Employees should not leave client personal information unattended in public areas or in areas where other people might access it. This includes leaving a client’s binder out in common areas of the center, or leaving treatment plans up on a computer screen when you are not at your desk.
Employees may only access the client information that is required to do their specific job. Employees may not access other client files or binders for clients that have not been assigned to them.
Emails regarding clients should only be sent via secured servers and NEVER with personally identifying information in the heading, and when possible, should also be excluded from the text of the email. Please use client initials whenever possible. Within the center, please use first name and last initial to identify children.
Only management may destroy documents that contain client protected health information. Please do not recycle or throw away any document that has personally identifiable information on it. Please pass these documents to a senior or management staff to shred or save as required by law.
Client information must be securely locked and stored at the end of the day.
Protected Health Information is any health information that identifies the person to whom it is connected. It is ok to share information for such purposes as therapy/treatment, operations, or billing. All employees are required to sign a protected health information policy, promising to adhere to Centerpiece LLC’s PHI policies.
Employees must get permission before taking client files out of the building.
Employees are prohibited from connecting with clients and their family members on social media.
Parents should not linger/be present in areas of the building where their child is not receiving therapy. Please respect the privacy of our clients by asking parents to wait in the hallway when their child is in a session (if they are choosing not to watch the session).
Only leadership staff has consent to photograph clients. A signed release from the client’s parents must be in place prior to photographing.
Client files should be uploaded to the drive and not stored on the desktop, Storing client files on personal computers is strictly prohibited. 19 Updated 7/18/18, handbook subject to change without notice
All electronic devices that have access to client information must be password protected.
Telephone Procedures As a center-based autism treatment program, it is important that all staff answer the phone whenever possible. The phone is our communication with parents as well as staff who may be sick or running late. Office staff will attempt to answer the phone whenever possible, but if the phone continues to ring staff should answer the phone in their room. Leadership staff should answer the phone with following greeting: “Centerpiece, this is _____________”. Cell phones are NOT allowed during therapy shifts. The only exception to this rule is when employees are physically leaving the center to go on an outing with a child, or out on the playground with a child during which time the staff SHOULD carry a phone or other means of communication (walkie talkie, etc) to be able to request help in case of an emergency. Use of handheld mobile phones while driving and clocked in is strictly prohibited. This includes all functions of the device including, but not limited to, phone calls, text messaging/SMS, email, MMS, Internet use, camera use, etc. General Computer Usage Policy Centerpiece LLC is committed to accomplishing its business objectives in a secure and timely manner. Each employee must assist in achieving this goal while safeguarding corporate information. The basic regulations for using the company computer and Internet systems are as follows: • • • • • • •
The company may access any information created, transmitted or stored on its information systems. Copying or downloading software of any kind is prohibited without prior permission. Centerpiece LLC computers and Internet are for business use only—incidental and occasional personal use is permitted during breaks. The company provides email accounts to its employees for business use—incidental and occasional personal use is permitted. Any email of an offensive, pornographic or otherwise inappropriate nature is prohibited—violations may result in disciplinary action, which could lead to termination. Company proprietary information must be protected. Instant messaging services may be provided to ease communication between employees—non-business use is prohibited.
Online Social Networking Centerpiece LLC is committed to maintaining a good relationship with its employees and the marketplace. The way the public views Centerpiece LLC is vital to maintaining a positive reputation, retaining first-class employees, recruiting new employees, and continuing to enroll new clients. While Centerpiece LLC has no intention of controlling employee actions outside of work, employees should practice caution and use discretion when posting content on the web. Employees have the right to use social media for personal expression on their own time, and Centerpiece LLC will not violate employee privacy by attempting to access content that has not been made available publicly. This policy serves as a notice on the practice of social networking for all employees to read and understand. As more concerns develop and legislation is released, this policy is subject to change. 20 Updated 7/18/18, handbook subject to change without notice
It is important that employees use their time at work for business purposes. Employees are not blocked from access to social networking sites on Centerpiece LLC computers because, under some circumstances, social networking is a powerful business tool that can be channeled to gain positive publicity for the company and to connect with clients. However, access to such websites should follow company policy. The following actions are prohibited during working hours: • • • • •
Using social networking sites to conduct personal or non-company business with a company computer or device. Browsing social networking sites for non-company business on company time with a company computer or device. Reading e-mail alerts regarding personal social networking account activity or using Centerpiece LLC email to correspond with personal social networking contacts. Updating information, uploading photos or otherwise engaging with one’s personal social networking profile for non-business purposes with a company computer or device. Micro-blogging for a non-business purpose on a social networking site throughout the day, whether it is on a company-provided computer or a personal smart phone device.
Intellectual Property Any work created by a Centerpiece LLC employee during the course of their employment shall be property of Centerpiece LLC. This includes, but is not limited to stimuli, curriculum, research, and treatment forms. Centerpiece LLC allocates money throughout the year for needed supplies. If employees choose to bring their own materials into the center they will be considered donated materials and not returned to the employee if they resign. Personal furnishings at the employee’s personal desk/workstation are not included in this policy. Visitor Policy •
Visitors must check-in at the front office, sign in, and obtain a visitors badge. An employee must accompany visitors at all times. Approved visitors are potential clients and their families, school district/ therapy staff, deliveries, vendors, and potential employees. Visitors not included above must be signed off and approved by someone in the front office.
Employees are prohibited from allowing personal contacts (family members, friends, etc) into the building past the tile floors without written permission from the owner. Leadership staff children who are 6 years old and older will be approved on a case-by case-basis, as Centerpiece LLC values providing peer models for it’s client base. This benefit is offered as a last resort to employees (other caregiver is sick, plans fall through, etc). Leadership staff are welcome to bring their children to Centerpiece LLC at times that clients are not present.
Performance Evaluation Policy Centerpiece LLC is committed to providing employees with feedback, both formal and informal, about performance on the job. Managers and supervisors are responsible for providing ongoing performance feedback to each employee. In addition, your manager or supervisor may formally discuss and document your performance on a regular basis (generally annually). An initial performance review may be conducted within three to six months after an employee is hired or transfers to a new position.
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Your performance appraisal discussion will review your strengths and identify any areas needing improvement, and goals and objectives that need to be achieved. Specific performance problems may be addressed outside the performance appraisal cycle through either informal discussions or formal disciplinary action. Formal performance feedback becomes a permanent part of your personnel file. Please contact Human Resources if you feel that an evaluation is due to you or would be helpful to you. Conflicts of Interest Policy All employees have a duty to further the company’s aims and goals, and to work on behalf of its best interest. Employees should not place themselves in a position where their actions or personal interests may be in conflict with those of Centerpiece LLC. Examples include: outside relationships with client’s families (such as babysitting), soliciting or profiting from the company’s client or prospect base or other company asset for personal gain; acting on behalf of Centerpiece LLC in servicing or obtaining a client, and limiting the best solution for the client or prospect for personal financial gain; and acting as director, officer, employee or otherwise for any business or institution with which Centerpiece LLC has a competitive or significant business relationship without the written approval of the owner. Per the policy stated by the board that regulates our certifications (BACB), employees are unable to accept gifts of any monetary value. Employees should report to their supervisor any situation or position (including outside employment by an employee or any member of an employee’s immediate household) which may create a conflict of interest with Centerpiece LLC. Employment of Relatives Policy Members of your immediate family will be considered for employment on the basis of their qualifications. Your immediate family may not be hired, however, if it would: •
Create a direct supervisor-subordinate relationship with a family member
Have the potential for creating an adverse effect on work performance
Create either an actual conflict of interest or the appearance of a conflict of interest
This policy must be considered when hiring, assigning or promoting an employee. For purposes of this policy, your immediate family includes your mother, father, husband, wife, son, daughter, sister, brother, mother-in-law, father-in-law, sister-in-law, brother-in-law, son-in-law, daughter-in-law, stepchild, stepparent, grandchild or grandparent. This policy also applies to close personal relatives such as uncles, aunts, first cousins, nephews, nieces or half-siblings. Dual Relationship Policy Centerpiece LLC strives to provide a work environment that is collegial, respectful, and productive. This policy establishes rules for the conduct of dual relationships between employees, including supervisory personnel, in an attempt to prevent conflicts and maintain a productive, ethical, and friendly work environment. A “dual relationship” is defined as a relationship, where multiple roles exist. Examples of dual relationships are when supervisors and supervisees are also friends/ spend time together outside of Centerpiece LLC, family members, or business associates of one another.
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This policy specifically applies to board certified behavior analysts (BCBA), as they are bound to a professional code of ethics and cannot engage in dual/ exploitative relationships (1.07 behavior analysts do not exploit persons whom they have supervisory, evaluative, or other authority such as students (lead interns), supervisees (registered behavior technicians), employees, research participants, and clients) and employees who carry human resource duties (floor supervisors, human resource director). An employee who is involved in a dual relationship with another employee may not work directly for or supervise the employee with whom he or she is involved. Centerpiece LLC reserves the right to take prompt action if an actual or potential conflict of interest arises concerning individuals who engage in a dual relationship that may affect terms and conditions of employment. Supervisors and managers are prohibited from dating subordinates and may be disciplined for such actions, up to and including termination. When a conflict or the potential for conflict arises because of a dual relationship between employees, even if there is no line of authority or reporting involved, the employees may be separated by reassignment, or terminated from employment. If such a dual relationship between employees develops, it is the responsibility and obligation of the employees involved to disclose the existence of the relationship to their supervisor. This policy does not apply to company sanctioned events, where all employees are given an opportunity to attend (holiday parties, conferences, going away parties, etc). Harassment Policy Centerpiece LLC is committed to providing a workplace free from discrimination, harassment and retaliation. Therefore, Centerpiece LLC will not tolerate harassment of any type based on race, color, religion, sex (including pregnancy), national origin, age (40 or older) disability, or genetic information and other characteristics protected under state, federal or local laws. Such conduct in any form is prohibited in the workplace, at work-related functions or outside of work if it affects employees in the workplace. This policy applies to all employees, clients, guests, vendors and persons doing business with Centerpiece LLC. All employees must ensure they understand this policy and their obligations. Whether an employee’s conduct violates this policy will be based how an employee’s conduct is received and whether a reasonable person would find the conduct to be in violation of the policy. Harassment is defined as unwelcome conduct that is based on race, color, religion, sex (including pregnancy), national origin, age (40 or older), disability or genetic information. Harassment becomes unlawful where: • •
Enduring the offensive conduct becomes a condition of continued employment; or The conduct is severe or pervasive enough to create a work environment that a reasonable person would consider intimidating, hostile or abusive.
Anti-discrimination laws also prohibit harassment against individuals in retaliation for filing discrimination charges, testifying or participating in investigations, proceedings or lawsuits under these laws, or, for opposing employment practices that they reasonably believe discriminate against individuals, in violation of these laws. Petty slights, annoyances and isolated incidents (unless extremely serious) will not rise to the level of illegality. To be unlawful, the conduct must create a work environment that would be intimidating, hostile or offensive to reasonable people. Offensive conduct may include, but is not limited to, offensive jokes, slurs, epithets or name-calling, physical assaults or threats, intimidation, ridicule or mockery, insults or put-downs, offensive objects or pictures, and 23 Updated 7/18/18, handbook subject to change without notice
interference with work performance. Harassment can occur in a variety of circumstances, including, but not limited to, the following: • • •
The harasser can be the victim's supervisor, a supervisor in another area, an agent of the employer, a co-worker or a non-employee. The victim does not have to be the person harassed, but can be anyone who is affected by the offensive conduct. Unlawful harassment may occur without economic injury to, or discharge of, the victim.
Appropriate performance reviews, counseling or discipline by your manager do not constitute harassment. If you feel that you are being harassed, you should take the following steps: • • •
Tell the harasser that his or her actions are not welcome and that they must stop, if you feel comfortable enough to do so. Report the incident immediately to your manager or Human Resources representative. Report any additional incidents or retaliation that may occur to your manager or Human Resources representative.
All reports will be investigated immediately and thoroughly. Complaints and actions taken to resolve complaints will be handled as confidentially as possible. Appropriate actions will be taken to stop and remedy such conduct, including interim measures during a period of investigation. Retaliating or discriminating against an employee who reports a suspected incident of harassment or who cooperates in an investigation is prohibited. Employees who violate this policy or retaliate against an employee in any way will be subject to disciplinary action, up to and including termination. Sexual Harassment Policy Centerpiece LLC prohibits sexual harassment of all kinds. This policy applies not only to employees, but also to clients, guests, and anyone else doing business with Centerpiece LLC. Any employee who feels that he or she has been a victim of sexual harassment, or who believes that he or she has witnessed sexual harassment, should (if possible) directly and immediately inform the harasser that the conduct is unwelcome and that he or she must stop. The victim should also notify Human Resources immediately. Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, offensive remarks about a person’s sex, and other verbal or physical conduct of a sexual nature. Such activities are illegal when: Submission is made a term or condition, either explicitly or implicitly, of an individual’s employment Submission to or rejection by an individual is used as a factor in decisions affecting that individual’s employment Their purpose or effect of interferes with an individual’s work performance or creates an intimidating, hostile or offensive work environment Sexual harassment includes many forms of offensive behavior, including the harassment of a person of the same gender as the harasser. The harasser can be the victim’s supervisor, an agent of the employer, a supervisor in another area, a co-worker or a non-employee. The victim does not have to be the person harassed but could be anyone affected by the offensive conduct. Examples of sexual harassment include, but are not limited to, the following: 24 Updated 7/18/18, handbook subject to change without notice
Unwelcome sexual flirtation, advances or propositions
Verbal comments related to an individual’s gender or sexual orientation
Explicit or degrading verbal comments about another individual or his or her appearance
The display of sexually suggestive pictures or objects in any workplace location, including transmission or display via computer
Any sexually offensive or abusive physical conduct
The taking of or the refusal to take any personnel action based on an employee’s submission to or rejection of sexual overtures
Displaying cartoons or telling jokes which relate to an individual’s gender or sexual orientation
It is important to Centerpiece LLC that all employees are protected from harassment. Any incidents that are perceived as harassment will be investigated and appropriate action will be taken by Centerpiece LLC. Complaint Policy Centerpiece LLC strives to be responsive to our employees’ concerns. We understand that problems, misunderstandings, and frustrations may arise from time to time. Therefore, we encourage open communication. Any concerns employees have should be promptly reported to management so that a solution may be devised. To facilitate this, an employee may use the procedure outlined in this policy to resolve or clarify his or her concerns. All complaints should be made in good faith. Step 1: The employee should discuss the situation with his or her immediate supervisor. If the issue involves the employee’s supervisor, the employee may discuss it with another member of management or Human Resources. The supervisor or other member of management should respond to the employee within five working days of meeting with the employee about this issue. Step 2: If the issue is not resolved to the mutual satisfaction of the employee and supervisor, or if the supervisor fails to respond within five working days, the employee may ask Human Resources staff for assistance in writing the complaint. The employee has five working days from when the initial decision was received to submit this second-level complaint. The written complaint should include: • An explanation of the incident and the date the incident occurred • Suggestions for ways to resolve the problem • A copy of the immediate supervisor’s written response or a summary of his or her verbal response and the date when the employee met with the supervisor. If the supervisor provided no response, this should be stated. Upon receipt of the complaint, Human Resources will schedule a meeting with the employee. This meeting will take place within five working days of receiving the complaint. Within five working days of this meeting, Human Resources should issue a decision orally and in writing to the employee. 25 Updated 7/18/18, handbook subject to change without notice
Human Resources may meet with the parties involved to facilitate a resolution. Human Resources will submit a final resolution to the Owner approval. Then, the final decision will be provided to the employee both in writing and orally. Human Resources will provide the employee with the final decision no more than 15 working days from the date it was received. The decision cannot be appealed beyond this step. Examples of some complaints employees may have: • Suggestions for improvement • Concerns about working conditions • Issues with co-workers • Concerns about treatment at work If an employee fails to appeal from one step to the next within the time limit of five working days, the issue will be considered settled based on the last decision provided. Centerpiece LLC reserves the right to impose disciplinary action for any conduct it considers disruptive or inappropriate. The circumstances of each situation may differ, and the level of management action may vary depending on the factors of the situation. No Centerpiece LLC employee will be subject to retaliation for filing a complaint under this policy. When a complaint is voiced, management will do its best to remedy the situation. Every employee may not be satisfied with every solution; however, employee input is valued and Centerpiece LLC wants to foster an environment where all employees feel comfortable reporting their concerns. Disciplinary Procedures Disciplinary actions may entail verbal, written and final warnings, suspensions, and termination. Not all of these actions may be followed in all instances. Centerpiece LLC reserves the right to exercise discretion in discipline. Prior warning is not a requirement for termination. All disciplinary actions will be documented; documentation will be placed in personnel files. Centerpiece LLC reserves the right to take any disciplinary action the company considers appropriate, including probation or termination, at any time. In addition to those situations discussed elsewhere in this handbook, listed below are some examples where immediate termination could result. This list is general in nature and is not intended to be all inclusive: •
Discourtesy to a client, co-worker, or the general public resulting in a complaint or loss of good will
Refusal or failure to follow directions from management; insubordination
Breach of confidentiality relating to employer, employee, client information
Altering, damaging or destroying company property or records, or another employee’s property
Providing false or misleading information to any company representative or in any company records, including the employment application, benefits forms, time cards, expense reimbursement forms and similar records
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Fighting or engaging in disorderly conduct on the company’s or a client’s premises or off-site while representing the company
Violations of any of company’s employment policies including, but not limited to, confidentiality, security, conflict of interest and code of conduct
Conduct or performance issues of a serious nature
Endangering the safety, health, or physical or mental well being of clients or staff
Centerpiece LLC aims to fully develop our employees to reach their greatest potential. Disciplinary procedures aim to make the employee successful and give them the tools they need to excel in their respective roles. Management pledges to handle disciplinary actions with professionalism and respect and expects staff to receive directives and correction with an open mind and respectful attitude. Unwillingness to comply with warnings and the plan for improvement will result in immediate termination. Employment Termination Policy Termination of employment is an inevitable part of personnel activity within any organization, and many of the reasons for termination are routine. Below are examples of some of the most common circumstances under which employment is terminated: •
Resignation—voluntary employment termination initiated by an employee
Termination—involuntary employment termination initiated by Centerpiece LLC
Layoff—involuntary employment termination initiated by Centerpiece LLC for non-disciplinary reasons
If you wish to resign, we ask that you notify your supervisor of your anticipated departure date at least two weeks in advance. Of course, as much notice as possible is appreciated by Centerpiece LLC and your co-workers. This notice should be in the form of a written statement. If you fail to report to work for two consecutive days without informing management of the planned absence, we will assume that you have voluntarily resigned. In the case of termination due to resignation, retirement or a permanent reduction in the work force, your accrued vacation pay will be paid on a pro-rata basis. PTO is paid upon termination, as long as the employee leaves in good standing. Furthermore, any outstanding financial obligations owed to Centerpiece LLC will also be deducted from your final check, given your prior written permission. If your final check does not sufficiently cover the money owed to the company, you will remain liable for that amount. A meeting between you and your immediate supervisor will take place prior to your last day of work. If applicable, your rights concerning continuation of group health benefits will be discussed during this meeting. Key fobs and other company equipment must be returned at this time, along with all other company property and confidential information. If you leave Centerpiece LLC in good standing, you may be considered for re-employment.
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Except as required by law or by separate agreement, employee salary and benefits will end on the date of termination. Upon resigning from Centerpiece LLC, you should continue to provide the company with an accurate address for at least one year for tax purposes. Mandatory Reporting Centerpiece LLC employees are obligated to report any abuse or evidence of abuse that seen to Child Protective Services. All staff should inform a senior therapist or management staff of any situation that will require a report to Child Protective Services to confirm that the incident is indeed reportable. Employees should not discuss the situation with the parent, caseworker, or anyone else. The senior therapist and/or management staff will assist and support any employee through the reporting process, but the report must be done by the person who witnessed the abuse. For employee convenience, the phone number to Child Protective Services is posted by each phone. Inclement Weather Policy If the Green Bay Public Schools OR Howard Suamico Schools are closed due to severe weather that inhibits travel conditions, Centerpiece LLC will also be closed. Centerpiece LLC will not follow the district closures that take place due to low wind chills. Please stay tuned to your local news stations during adverse weather events to keep on top of closings and delays. Centerpiece LLC may also utilize 2-hour delays (opening at 10am), in following with the Green Bay Public Schools AND/OR Howard Suamico Schools. In the event that the center decides to close early or cancel evening activities, please stay tuned to your local news stations, and our Facebook page. Staff will also attempt to reach all families who are scheduled to attend the center that day in the event of a cancellation. Staff who live in town and wish to come in to work on other projects such as cleaning, maintenance, program writing, etc may do so with management permission depending on travel conditions, which often improve during the day. Leadership staff will not be required to make up full day closures. Delayed starts and early release make ups will be determined on a case-by-case basis and communicated to leadership staff as soon as possible. Hourly employees will not be required to make up the hours missed to maintain benefits after a closure occurs. Safety Protocols Fire: Fire evacuation routes are posted in each room. Employees are responsible for leading children to the nearest exit designated on the map in the room in which you are working. Once outside, employees will lead clients to the BACK parking lot, safely away from the road and driveway where emergency personnel will need to enter. Employees will then take the clients INSIDE the back fence to ensure that clients do not wander/run from the scene. Special care will be exercised to assist clients who shutdown from the noise/chaos, who may not be able to respond to verbal commands. All support staff are expected to help clients exit the building and keep them safe while outside of the building. Fire drills will be conducted on a regular and ongoing basis. Employees are expected to quickly and efficiently respond to all drills and document any issues or concerns that arise out of fire drills. Tornado: A tornado shelter route is also posted on the evacuation maps that are posted in each room. In the event of a tornado warning, employees will move clients to the basement tornado shelter room, which is clearly marked. Employees will sit on the floor and instruct the clients to sit on the floor. A supply of water, activities and flashlights can be found in the cabinets in the tornado shelter. A member of management or the senior staff on duty will notify employees when all is clear. 28 Updated 7/18/18, handbook subject to change without notice
Active Shooter: In most cases, there is no pattern or method to active shooters’ selection of victims, and the situations are unpredictable and evolve quickly. Typically, the immediate deployment of law enforcement is required to stop the shooting and mitigate harm to victims. Because active shooter situations are often over within 10 to 15 minutes—before law enforcement arrives on the scene—individuals must be prepared both mentally and physically to deal with an active shooter situation. Below are some general practices for coping with an active shooter: •
Be aware of your environment and any possible dangers.
Take note of the two nearest exits. There is a map attached at the end of this policy
If you are in a classroom, stay there and secure the door.
If you are in a hallway, get into a room and secure the door.
As a last resort, attempt to take the active shooter down. When the shooter is at close range and you cannot flee, your chance of survival is much greater if you try to incapacitate him or her.
Call 911 when it is safe to do so.
Quickly determine the most reasonable way to protect Centerpiece LLC clients and your own life. If families are in the building, they are likely to follow the lead of employees during an active shooter situation. 1. Evacuate If there is an accessible escape path, attempt to evacuate the premises: •
Have an escape route and plan in mind.
Leave your belongings behind.
Help others escape, if possible.
Prevent individuals from entering an area where the active shooter may be.
Keep your hands visible so the shooter does not see you as an immediate threat.
Follow the instructions of any police officers.
Do not attempt to move wounded people.
Call 911 when you are safe.
2. Hide Out If evacuation is not possible, find a place to hide where the active shooter is less likely to find you. Your hiding place should have the following characteristics: • Be out of the active shooter’s view •
Provide protection if shots are fired in your direction (e.g., an office with a closed and locked door)
Do not trap your or restrict your options for movement 29 Updated 7/18/18, handbook subject to change without notice
You should also take some basic steps to prevent a shooter from noticing your presence or entering your hiding place: • Lock any doors, if possible. •
Blockade the door with heavy furniture.
Silence your cell phone and try to keep clients quiet
Hide behind large items (e.g., cabinets or desks).
Remain as quiet as possible.
If evacuation and hiding are not possible: • Remain calm. •
Dial 911 to alert police to the active shooter’s location, if possible.
If you cannot speak, leave the line open and allows the dispatcher to listen.
3. Take action against the active shooter As a last resort, and only when your life is in imminent danger, attempt to disrupt and/or incapacitate the active shooter by doing the following: • Acting as aggressively as possible against him or her •
Throwing items and improvising weapons
Committing to your actions
Law enforcement’s purpose is to stop the active shooter as soon as possible. Officers will proceed directly to the area in which the last shots were heard: • Officers usually arrive in teams of four. •
Officers may wear regular patrol uniforms or external bulletproof vests, Kevlar helmets and other tactical equipment.
Officers may be armed with rifles, shotguns or handguns.
Officers may use pepper spray or tear gas to control the situation.
Officers may shout commands, and may push individuals to the ground for their safety.
When law enforcement arrives, do the following: • Remain calm, and follow officers’ instructions. •
Put down any items in your hands (e.g., bags or jackets).
Immediately raise your hands and spread your fingers.
Keep your hands visible at all times.
Avoid making quick movements toward officers, such as holding on to them for safety.
Avoid pointing, screaming or yelling. 30 Updated 7/18/18, handbook subject to change without notice
Do not stop to ask officers for help or direction when evacuating, just proceed in the direction from which officers are entering the premises.
Provide the following information to law enforcement or the 911 operator: • Location of the active shooter •
Number of shooters, if there is more than one
Physical description of the shooter(s)
Number and type of weapons held by the shooter(s)
Number of potential victims at the location
The first officers to arrive to the scene will not stop to help injured persons. Instead, expect rescue teams comprised of additional officers and emergency medical personnel to follow the initial officers. These rescue teams will treat and remove any injured persons. They may also call upon able-bodied individuals to assist in removing the wounded from the premises. Once you have reached a safe location or an assembly point, you will likely be held in that area by law enforcement until the situation is under control and all witnesses have been identified and questioned. Do not leave until law enforcement authorities have instructed you to do so. Missing Child: In the event of a missing child, a minimum of 2 employees will immediately begin searching for the missing child. The first employee will head for the front of the building, checking the parking lot and Lakeview Drive or Manitowoc Road FIRST. The second employee will head to the rear of the building and check the playground and back parking lot FIRST. Children with autism wander and often wander quickly If the child cannot immediately be seen and/or there is no reason to believe that the child left the building, the search will resume inside of the building. If the child cannot be located after the 2 dedicated search employees have swept the ENTIRE building, call 911. Health Care Policies and Procedures Centerpiece LLC does not train staff on SIDS or SIDS prevention because Centerpiece LLC does not accept infants. Autism is typically not diagnosed before age 2 and Centerpiece only enrolls children ages 2 1/2 and up, whether on the autism spectrum or not. Universal Precaution Anyone exposed to blood-containing body fluids and tissue discharges need to immediately wash their hands with soap and water. Single use disposable gloves shall be worn if there is contact with blood-containing body fluids or tissue discharges. Hands need to be washed with soap and water after removing gloves. Gloves need to be discarded in separate plastic bag. When cleaning all spills of vomit, urine, feces, blood or other body fluids, staff shall use the universal precaution protocol listed here. Disposable gloves can be found in the boys/girls bathrooms, in the staff supply closet with the first aid kit, and in the cleaning/supply closet. Sanitation of Toys and Equipment Diapering and eating surfaces will be washed and sanitized before and after each use. Toys and equipment will be washed and sanitized on a regular basis in the preschool rooms and on a weekly and/or as needed basis in the gross motor, workroom, and teen rooms. 31 Updated 7/18/18, handbook subject to change without notice
Seizure Protocol Children with autism are significantly more likely to have seizures than their neuro-typical peers. Some estimates have found that 25-40% of children with autism also suffer from seizures. While every effort is made to identify which clients are at the highest risk for ongoing seizures, employees need to be familiar with seizure protocol and prepared to use it for any client who may have a seizure during their time at Centerpiece LLC. There are several different kinds of seizures that you may witness. Clients may typically experience one kind of seizure or may have a history of multiple types of seizures in combination. A seizure can look like: Absence Seizure: A staring spell in which the client is completely unresponsive to noise, touch or even shaking to get their attention. In the event that a seizure has occurred, the client will have no recall of what happened and may look confused afterwards. Absence seizures can last for seconds or minutes. Partial Onset Seizure: Partial seizures can present in a variety of ways, but is typically more involved than an absence seizure. As with all seizures, the client will be unresponsive to touch and sound and will not remember the incident and may appear confused, disoriented or distressed after the seizure. The client may also become extremely tired following a seizure. Partial seizures can involve involuntary body movement (such as just part of the body moving) or involuntary eye movement (such as eyes rolling back in the head or splitting and going off to the side). The client may slump over and fall during a partial onset seizure, so it is important to support the client or move them to safety. Grand Mal Seizure (aka Tonic Clonic): This is the biggest most severe type of seizure and is what most people picture when they think of a seizure. The client will completely lose consciousness and collapse. Full body jerking, foaming at the mouth, possible vomiting, and possible urination may take place. It is a complete loss of body control, consciousness, and can be very violent. There is danger with grand mal seizures that the client may fall to the ground and be injured during the fall. Once you have identified that a client is having a seizure, please take the following course of action: 1. Try to safely move the client into a side laying position. This will prevent the client from swallowing and choking on vomit or foam. THE CLIENT CANNOT SWALLOW HIS/HER TONGUE. DO NOT STICK ANYTHING IN THEIR MOUTH AS YOU MAY INJURE THE CLIENT FURTHER. 2. Protect the clientâ€™s head from the ground. Slide a shirt, pillow, stuffed animal, or mat under their head. Simply cradling the head in your hand also works. The goal is to keep them from repeatedly hitting their head on the ground during the jerking. 3. NOTE THE TIME. The length of a seizure is critical information for medical personnel. Permanent brain damage can occur in seizures that last longer than 5 minutes. There is a big difference between a 30 second seizure and a 4 minute or 10 minute seizure. 4. PAY ATTENTION. As difficult as it is to watch a seizure, you need to take a mental picture of what is happening to report to medical personnel. Is the whole body jerking or just one side? Does the clientâ€™s skin change color? Do the lips change color? What are the eyes doing? (open, rolled back, closed?) 5. CALL FOR HELP. Parents will need to be notified of the seizure, so ask another staff to call the parents. 32 Updated 7/18/18, handbook subject to change without notice
6. CALL 911 IF NECESSARY. 911 should be called for any first time grand-mal seizure and ALL seizures that last longer than 5 minutes. 7. ADMINISTER A DIASTAT IF REQUIRED. Some clients with history of grand mal seizures may be prescribed rectal Diastat. This is a rectal dose of valium that will stop a seizure that is lasting longer than 5 minutes. YOU MUST CALL 911 IF YOU ADMINISTER A DIASTAT. 8. COMFORT THE CLIENT. Seizures can be very upsetting and confusing for the client. Children may cry, then fall asleep, then cry, then fall asleep. Hold and comfort the client until help arrives or the parent arrives. Depending on the situation and client history of seizures, the client may need to be sent home after a seizure. It is Centerpiece LLC’s policy to ALWAYS send a child home for the day after a grand mal seizure, as therapy is not appropriate after a grand mal seizure. Exceptions may be made on a case-bycase basis for clients with ongoing seizures when medically appropriate or for clients who attend the center on respite. There are several things that may aggravate or provoke seizures. Staff should be aware of these triggers and avoid them whenever possible with children who have a history of seizures: • • •
Strobing or flashing lights. This includes flickering fluorescent lighting. If lights are flickering, please turn them off or move the client to another room Tiredness. When parents report that child did not sleep well or is visibly tired, this can be a seizure trigger and extra care should be taken not to add additional stresses or triggers to the client for the day. Illness. Presence of viruses or fevers that quickly rise or fall can trigger seizures. If a child with a history of seizures seems to be ill or feels feverish, notify the parents.
Food Allergies and EpiPen Protocol Centerpiece LLC serves many children with allergies. Each client’s allergies will be listed on the information page in the front of their binder. This information can always be found in their paper file as well. Centerpiece LLC has many procedures in place to prevent allergic reactions and reduce response time in the event of an emergency: • • • •
Clients bring their own snacks and lunches to eat at the center. Client lunches and snacks are always stored in an area designated only for that client’s food. Client’s food should not touch another client’s lunch or snack area storage. Frequent hand-washing by employees and clients. Employees may never feed a child without parent/caregiver permission. THIS INCLUDES WHEN A CLIENT FORGETS A LUNCH OR SNACK.
Despite our best efforts, accidents do happen. In the event of a severe allergic reaction for a child who is prescribed an epi-pen, please use the procedure below. This procedure is also posted in the lunchroom with the list of clients with food allergies. To save time, please bring the client to the epi-pen whenever possible, and begin calling 911 or ask another employee to call.
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*If the client is wearing jeans you MAY pull them down but it is not necessary. Epi-pens are designed to go through clothing. 1.
Pull the Epi-pen out of the clear plastic case.
Grasp the pen firmly in your hand with the orange tip pointing down. Pull off blue safety release.
Swing and firmly push Orange tip against outer thigh so it “clicks” and HOLD on thigh for approximately 10 seconds.
4. If you haven’t been able to call for help yet, CALL 911 OR CALL FOR ANOTHER STAFF TO DIAL 911. 5. Administer any oral allergy medication that may be prescribed for the child. 6. If the first dose of Epi-pen is not working and the client has another Epi-Pen, deploy second Epi-pen after 15 minutes. *NEVER USE AN EPI PEN ANYWHERE OTHER THAN THE OUTER THIGH. ALWAYS CALL 911 IF YOU USE AN EPI-PEN* ****************************************************************************************** Visit the employee portal at: https://centerpieceautism.com/employee-portal/ Password: centerpiece86
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