HomeMy WebLinkAboutHUR020 Employee Assistance Progr
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CITY POLICY/PROCEDURE
Approval:
Chief Administrative Officer
Date Originated:
January 2, 1998
Policy Number:
Classification:
HUR
Reference:
Date Revised:
Category:
020
Subject:
001/001
Policy Title: EMPLOYEE AND FAMILY ASSISTANCE PROGRAM
POLICY STATEMENT:
The Employee and Family Assistance Program (EFAP) is a joint undertaking of the City of
Pickering and its union affiliates. Together they will provide to all permanent employees
and their immediate families, a supportive, confidential, voluntary program that promotes
easy access to professional services to deal with difficulties which may affect their
personal lives or job performance. The City of Pickering highly values the physical and
mental health of every employee and recognizes the significant inter -relationships between
personal well-being and job performance.
POLICY OBJECTIVE:
The objective of this policy is to:
1. Support the overall well-being of employees and their families experiencing
psychosocial difficulties through the provision of a confidential assessment, short-
term counselling and referral services.
2. Recognize personal/emotional difficulties as stressors which can affect emotional
health to a degree which results in minor/major dysfunction in work life as well as
family and community/social life.
3. Assist in the remediation of personal/emotional difficulties including alcohol or drug
abuse through early identification and the provision of an appropriate referral
service.
4. Establish guidelines for dealing with difficult employee issues tha. may cause
declining work performance in a manner mutually beneficial to the employee and
the organization.
5. Ensure that program confidentiality is maintained at all times.
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CITY POLICY/PROCEDURE
Approval:
Chief Administrative Officer
Date Originated:
January 2, 1998
Policy Number:
Classification:
HUR
Reference:
Date Revised:
Category:
020
Subject:
001
Policy Title: EMPLOYEE AND FAMILY ASSISTANCE PROGRAM
GENERAL:
01 Definitions:
01.01 Service Provider - An organization approved by the EFAP Committee
that has the professional knowledge and expertise required to perform
the assessment and referral function of the EFAP.
01.02 Assessment - An interview by an intake counsellor in order to
determine the specific nature of a personal problem and to identify the
best options to address it.
01.03 Confidentiality - No information, other than program statistics will be
exchanged, released or discussed without the informed and written
consent of the client. Confidentiality applies to the client name, the
concerns they may have, the counselling professional to which the
client has been referred, and the treatment and help the client
requires. It must be understood, however, that if the client is thought
to be a danger to self and/or others, or if child abuse is suspected, it is
the referral agent's legal and ethical duty to report the incident(s) to
the appropriate authorities.
01.04 EFAP Representative - An employee who has volunteered for the
position and who has been approved by their respective group,
endorsed by the EFAP Committee and who has been trained for the
position.
01.05 Immediate Family - All dependents eligible to be covered under the
employee's benefit plan, including spouse or common-law spouse.
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CITY POLICY/PROCEDURE
Approval:
Chief Administrative Officer
Date Originated:
January 2, 1998
Policy Number:
Classification:
HUR
Reference:
Date Revised:
Category:
020
Subject:
001
Policy Title: EMPLOYEE AND FAMILY ASSISTANCE PROGRAM
01.06 Self -Initiated - As a result of self awareness, self-assessment and self -
referral.
01.07 Informal Referral - A referral by the employee requiring no involvement
by supervisor/superintendent, Human Resources or the Union from
another concerned individual (i.e. a co-worker, friend, or family
member), or by a supervisor when the supervisor believes that the
employee's performance problem is not related to "on-the-job"
difficulties.
01.08 Formal - A referral initiated by the employer in response to an
employee's job performance. The decision to proceed with the formal
referral will always rest with the employee who may choose to reject
this service.
01.09 Supervisor — Immediate Non -Union Supervisor
02 Responsibilities:
02.01 Council to:
(a) Actively support the EFAP.
02.02 Chief Administrative Officer to:
(a) Actively support the EFAP.
(b) Approve any amendments to this policy.
02.03 Department/Division Head to:
(a) Actively support the EFAP.
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CITY POLICY/PROCEDURE
Approval:
Chief Administrative Officer
Date Originated:
January 2, 1998
Policy Number:
Classification:
HUR
Reference:
Date Revised:
Category:
020
Subject:
001
Policy Title: EMPLOYEE AND FAMILY ASSISTANCE PROGRAM
(b) Understand the Policy and objectives of the EFAP, program
responsibilities and referral procedures.
(c) Participate in appropriate EFAP training.
(d) Identify to employee, problems regarding poor performance
and/or unsatisfactory behaviour making certain not to diagnose
cause, and inform employee of availability of the EFAP
and its services.
(e) Continue to monitor job performance and take appropriate
action if poor performance continues.
(f)
Adhere to all guidelines and procedures pertinent to
confidentiality that are outlined in this Policy.
02.04 Employee to:
(a) Become familiar with the EFAP Policy.
(b) Recognize the personal obligation to seek assistance when
faced with psychosocial issues which interfere with the ability to
satisfactorily perform a job.
(c) Use the EFAP voluntarily to resolve personal and family
problems.
Page 3 of 12
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CITY POLICY/PROCEDURE
Approval:
Chief Administrative Officer
Date Originated:
January 2, 1998
Policy Number:
Classification:
HUR
Reference:
Date Revised:
Category:
020
Subject:
001
Policy Title: EMPLOYEE AND FAMILY ASSISTANCE PROGRAM
(d) Acknowledge that the EFAP does not in any way lessen the
expectation of satisfactory job performance.
02.05 Unions to:
(a) Actively support the EFAP.
(b) Understand the Policy and objectives of the EFAP, program
responsibilities and referral procedures.
(c) Participate in appropriate EFAP training and orientation.
(d) Adhere to all guidelines and procedures pertinent to
confidentiality that are outlined in this Policy.
02.06 EFAP Representative to:
(a) Maintain a thorough knowledge of the EFAP responsibilities
and referral procedures.
(b) Provide timely information to all inquiries concerning the
services of the EFAP or its Policy and Procedures.
(c) Provide the EFAP Committee with information and suggestions
regarding any perceived program needs or deficiencies.
(d) Maintain confidentiality.
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CITY POLICY/PROCEDURE
Approval:
Chief Administrative Officer
Date Originated:
January 2, 1998
Policy Number:
Classification:
HUR
Reference:
Date Revised:
Category:
020
Subject:
001
Policy Title: EMPLOYEE AND FAMILY ASSISTANCE PROGRAM
02.07 EFAP Service Provider to:
(a) Provide assessment for all referrals, including formal, informal
and self -initiated. An assessment determines the nature of the
problem and identifies the best way to successfully resolve it.
(b) Provide short-term counselling for employees who have been
assessed and are waiting for referral to other agencies.
(c) Provide referral to professional resources and establish
effective working relationships with them. The Agency is
responsible for making the referral to the appropriate resource.
(d) Provide follow-up support as required.
(e) Provide program reports and evaluation as the link between
employees, their families, professional resources and the
workplace in order to assist the EFAP Committee in preparing
annual reports and other reports or program evaluations.
03 Terms of Reference for the EFAP Committee:
03.01 Function:
(a) To ensure that the EFAP Policy is implemented.
(b) To oversee the ongoing operation of the EFAP.
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Page 5 of 12
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CITY POLICY/PROCEDURE
Approval:
Chief Administrative Officer
Date Originated:
January 2, 1998
Policy Number:
Classification:
HUR
Reference:
Date Revised:
Category:
020
Subject:
001
Policy Title: EMPLOYEE AND FAMILY ASSISTANCE PROGRAM
(c) To arrange for education, orientation, training and Program
awareness as required.
03.02 Composition - This Committee will consist of six employees with
representation as follows:
(a) Two designated members of Canadian Union of Public
Employees, Local 129.
(b) A designated member of Pickering Professional Firefighters'
Association.
(c) EFAP Chairperson (Human Resources).
(d) A representative of the non-union clerical/administrative
support group of employees.
(e) Safety and Training Coordinator.
Note: A service provider representative may attend meetings in the
capacity of advisor/facilitator.
03.03 Frequency of Meetings - Meetings will take place quarterly or as called
by the Chair.
03.04 Duties and Responsibilities:
(a) Review ano update the EFAP Policy as required.
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CITY POLICY/PROCEDURE
Approval:
Chief Administrative Officer
Date Originated:
January 2, 1998
Policy Number:
Classification:
HUR
Reference:
Date Revised:
Category:
020
Subject:
001
Policy Title: EMPLOYEE AND FAMILY ASSISTANCE PROGRAM
(b) Ensure consistent interpretation and application of Policy and
related documents.
(c) Review ongoing and annual statistical reports as prepared by
the Agency.
(d) Develop an awareness program for employees regarding the
unction and operation of the EFAP.
(e) Establish annual budget for the EFAP.
(f) Maintain desired number of EFAP Representatives.
(g)
Ensure that Committee members, EFAP Representatives,
Supervisors and Shop Stewards participate in the appropriate
orientation and training activities.
(h) Maintain absolute confidentiality. In the remote event that
confidentiality is breached, examine how the breach occurred
and make any recommendations necessary to prevent
recurrence.
04 General Principles:
04.01 The City of Pickering and its union affiliates jointly acknowledge that
an employee's personal issues and challenges can be of a magnitude
which affects emotional health and the ability to perform job
responsibilities at a satisfactory and/or safe level.
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CITY POLICY/PROCEDURE
Approval:
Chief Administrative Officer
Date Originated:
January 2, 1998
Policy Number:
Classification:
HUR
Reference:
Date Revised:
Category:
020
Subject:
001
Policy Title: EMPLOYEE AND FAMILY ASSISTANCE PROGRAM
04.02 Through the EFAP, assistance will be provided to employees
experiencing personal or work-related difficulties that may affect
his/her health and safety, the health and safety of co-workers or the
employee's job performance.
04.03 Implementation of this program will in no way effect change to existing
collective bargaining agreements or City Policies and Procedures and
will not merit any special regulations, privileges or exemptions being
applied.
04.04 Time off required by the employee experiencing difficulties to attend
recommended appointments and/or treatments, will be recognized as
sick time and paid as sick leave up to employee's current accrual.
The employee will continue receiving any employee benefit program
(including hospital/medical coverage) which is applicable to the
employee. If special care or treatment is necessary outside the
normal employee benefit program, the matter will be referred to the
EFAP Committee for clarification with regard to recommending
coverage.
04.05 Referrals will be considered "Formal" when initiated by the employer in
response to poor job performance and the decision to proceed with the
formal referral will always rest with the employee.
04.06 Nothing in this policy is to be interpreted as constituting any waiver of
management's rights or management's responsibility to invoke
disciplinary measures in the case of misconduct.
04.07 No employee will be discriminated against by his/her request for
information, referral, guidance or treatment under the EFAP.
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CITY POLICY/PROCEDURE
Approval:
Chief Administrative Officer
Date Originated:
January 2, 1998
Policy Number:
Classification:
HUR
Reference:
Date Revised:
Category:
020
Subject:
001
Policy Title: EMPLOYEE AND FAMILY ASSISTANCE PROGRAM
04.08 EFAP coverage is provided without charge to all active permanent
employees and their immediate family to a maximum of six counselling
sessions. When longer term counselling or treatment is required, the
client is responsible for those costs not covered by the employee's
benefit package. In special or extenuating circumstances, the City will
consider limited additional sessions if approached by the Service
Provider. Under such circumstances, confidentiality will be
maintained.
05 Referral Procedures:
05.01 Self -initiated:
There are various routes for an employee to self -refer to the EFAP.
The employee can contact the Agency directly or seek information
from an EFAP Representative, an EFAP Committee member, a Union
Committee member, a Shop Steward, supervisor or other fellow
employee. Contact numbers will be readily available from EFAP
Representatives and in the orientation material for the EFAP.
05.02 Informal Referral:
(a) Informal referrals are initiated in two (2) different ways:
(i)
Through another concerned individual (family, friend, co-
worker) who knows about the EFAP and who
encourages the employee to make use of it.
(ii) As a result of a concerned supervisor's recommendation
when the supervisor believes that the employee's
performance issue is not related to "on the job"
difficulties. In these discussions, the supervisor will:
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CITY POLICY/PROCEDURE
Approval:
Chief Administrative Officer
Date Originated:
January 2, 1998
Policy Number:
Classification:
HUR
Reference:
Date Revised:
Category:
020
Subject:
001
Policy Title: EMPLOYEE AND FAMILY ASSISTANCE PROGRAM
• inform the employee of the availability of EFAP and its
services
• advise the employee how to access the EFAP services
• advise the employee of the value of using the EFAP's
Services
• reassure the employee that the program is voluntary and
confidential.
(b) Regardless of who initiates the informal referral, it is generally
brought about by exposure to the EFAP through the education
activities and/or through encouragement from an employee who
has used the program or who has helped or seen another
employee benefit from its services.
05.03 Formal Referrals:.
A formal referral is a late stage referral offered by the supervisor in
situations where there is continued job performance difficulty, believed
to be caused by a personal difficulty. It is utilized only after the
informal referral procedure has been offered and when the desired
change in job performance has not been met. Regardless of who
initiates the referral, only management can make the final offer of a
formal referral. It is neither compulsory nor mandatory for an
employee to accept an EFAP referral. A formal referral is:
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CITY POLICY/PROCEDURE
Approval:
Chief Administrative Officer
Date Originated:
January 2, 1998
Policy Number:
Classification:
HUR
Reference:
Date Revised:
Category:
020
Subject:
001
Policy Title: EMPLOYEE AND FAMILY ASSISTANCE PROGRAM
(a) Made only once.
(b) Offered only after the Supervisor is certain that informal
referrals have been made previously.
(c) Recorded in the employee's Human Resources personnel file
and copied to the EFAP Manager and to the union (if
applicable). The formal referral letter is separate from any
written notice of disciplinary action.
05.04 Formal Referral Procedures:
(a)
(b)
(c)
If a supervisor has concerns regarding the appropriateness of the
formal referral, then an EFAP Representative may be consulted.
Employee anonymity and confidentiality must be maintained.
A formal interview is held with the employee to review the employee's
job performance and the supervisor encourages the employee to
participate in the EFAP. If the employee elects to use the EFAP, the
supervisor explains that the employee is expected to maintain
performance standards, including attendance, while participating in
the EFAP. The supervisor explains that whether the employee
chooses the EFAP or not, the employee is expected to maintain
established job performance.
A release/consent form must be signed by the employee using the
EFAP before any acknowledgement of access and involvement with
the EFAP. This will serve as a prerequisite to informing the
employee's supervisor of attending ses..ions, progress, or prognosis if
relevant.
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CITY POLICY/PROCEDURE
Approval:
Chief Administrative Officer
Date Originated:
January 2, 1998
Policy Number:
Classification:
HUR
Reference:
Date Revised:
Category:
020
Subject:
001
Policy Title: EMPLOYEE AND FAMILY ASSISTANCE PROGRAM
06 Conclusion
The EFAP is not to be used as part of the disciplinary process. Regardless of any
stage of progressive discipline, the employee always maintains the right to accept
or refuse an offer of assistance. Any disciplinary action will always be separate
from the program, as such actions are not part of the program's functions or
responsibilities.
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