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HomeMy WebLinkAboutHUR020 Employee Assistance Progr • 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. Page 1 of 1 • • 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. Page 1 of 12 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. Page 2 of 12 • • `4.4OFPic 4- 14 0 ;WO. 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 • 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. Page 4 of 12 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. • Page 5 of 12 • • 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. Page 6 of 12 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. Page 7 of 12 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. Page 8 of 12 • 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: Page 9 of 12 • 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: Page 10 of 12 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. Page 11 of 12 • 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. Page 12 of 12