Easter Seals Employment Services Client Handbook

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1 Easter Seals Employment Services Client Handbook Vision: Strengthening our community.one life at time. Employment Services creates and prepares work settings that promote the most independent work for each specific client. Working collaboratively with other agencies we create job opportunities that are individualized and designed to match the skills and strengths of the client with the needs of the employer. We believe that each employee contributes directly to Easter Seals Colorado s success, and we hope you will take pride in being a member of our team. We hope that your experience here will be challenging, rewarding and enjoyable and are thrilled that you have accepted this opportunity through Easter Seals. Employment Services creates individualized plans to guide clients to their fullest potential. These plans help our clients understand and strive for their best in a setting that allows them to make measurable progress and reach identified goals. Reaching these goals continually develops each client s job skills allowing them to maintain employment in a supported setting or work independently. Employment Services offers: Crew/Enclave Work Opportunities for individuals who desire or require ongoing supervision in which an employment specialist supervises up to 8 people as they work together at an integrated employment setting in the community. Job Placement Job Development Job Coaching Independent Work Opportunities Qualified and Trained Employment Specialists who support clients in order to: o Develop skills and recognize strengths to allow the most independent work for each specific individual. o Adhere to expectations that a job in the community would require.

2 Employee Expectations and Policies Attendance All employees are expected to display regular and consistent attendance. If an employee has a scheduled absence, they should inform their supervisor as soon as possible. Employees must call if they are going to be absent from work due to illness, accident or other emergency situations. (If possible 2 hours before shift.) If an employee develops an ongoing attendance issue or is absent for 3 days without calling his/her supervisor an IDT could be held to determine if this placement is a proper fit. Tardiness All employees are expected to arrive at their work site on time daily. If an employee has a scheduled appointment where they may be late to work, they should inform their job coach as soon as possible. Employees must call if they are going to be late due to an emergency/unforeseen situation. Winter Weather Policy If Denver Public Schools are closed, Easter Seals Colorado Main Office will be closed as well as all crews. In some cases, Easter Seals Employment Services may determine a closure is necessary outside of DPS system. Your job coach will call you at minimum 2 hours before the start of your shift to inform of any closure. Holidays Easter Seals work crews are employees of each business we work for. Therefore, the holiday closures vary by site. Below is a standard holiday closure list, additional holidays may be observed depending on the site. Each job coach will notify employee of the holiday closures for the site they work at. o New Year s Day o Memorial Day o Independence Day o Labor Day o Thanksgiving Day o Christmas Day Paydays Employees are paid every other Friday (semi-monthly) If the regular payday occurs on a holiday, paychecks will normally be distributed on the preceding day of the holiday. On each paycheck, employees receive a statement showing gross pay, deductions, and net pay. For the employees convenience, we offer the option of having their paycheck automatically deposited to their bank account. We encourage the use of direct deposit for the following reasons: o Ensures timely deposit of check

3 o Check will not get lost either in the mail, at home etc.. o Clients can avoid the 2 week waiting period and cancellation/replacement fees to replace a lost/stolen check Ask your job coach for direct deposit information and paperwork Safety/Reporting of Injury Easter Seals Colorado is committed to a safe work environment for employees. Employees should report any unsafe practices or conditions to their supervisor. If employees are injured on the job, no matter how minor, they should immediately report this to their supervisor. Professionalism and Respect All employees are expected to conduct themselves in a professional manner All employees are expected to respect others; their person, space and property Conduct which may violate this policy includes, but is not limited to, harassment in the form of Written form ( s, texts, notes, letters, , drawings) Verbal form (comments, jokes, foul language, unwanted requests) Physical gestures or other non-verbal behavior (touching, hitting, grabbing) Hygiene and Dress Code Clothing must be clean Breath and odor should be fresh Hair should be cleaned and combed Facial hair should be shaved or trimmed properly Easter Seals work shirt is required along with Easter Seals nametag (provided by Easter Seals) Long pants or jeans are required on all cleaning sites Shorts that lay two inches above the knee, long pants or jeans are required on all non-cleaning Sites Closed toed shoes are required on the work site Please let your job coach know if you need assistance with obtaining appropriate clothes or other items that allow you to look appropriate for work. Leaving a Job Site It is acceptable for an employee to need to take a break away from co-workers or the job, but the employee must inform job coach and return to their work duties when needed. It is not acceptable to leave a job site without informing job coach. Alcohol and Drugs Alcohol, drugs and drug paraphernalia are not allowed on the job site The use of drugs and/or alcohol is not allowed on the job site Working after the apparent use of alcohol, a controlled substance or abuse of any other substance is prohibited

4 Safety of Self and Others Employees must not engage in intimidation, threats or hostile behaviors, physical abuse, vandalism, arson, sabotage, use of weapons, carrying weapons or any other violent act which is deemed inappropriate at the job site by Easter Seals staff. It is unacceptable to bring a weapon to work. Any employee who brings a weapon to work is immediately suspended until an IDT can be held and possible termination from job. Non-weapon items (furniture, broom, etc.) can be considered weapons if the intent is bodily harm to self or others. If used as such by an employee, suspension is immediate until an IDT can be held and possible termination from job. It is unacceptable and illegal to assault or threaten to assault anyone in the workplace. If done so suspension is immediate until an IDT can be held and possible termination from job. Smoking is not allowed inside any job site. Smoking is only permitted in designated areas. Some work sites may not permit smoking, please check with your job coach for the work site policy. Job Re-Assignment, Layoffs, Terminations Easter Seals Colorado Employment Services provides each employee with an individualized plan in an effort to provide the employee with the greatest opportunity for success. Our staff will work with each employee to overcome any specific employment barrier that has been identified. There may however, be times when certain circumstances require consequences including a different job site placement, suspension or even termination. Easter Seals Colorado reserves the right to determine these consequences in an effort to maintain the safety of individual employees, other co-workers and general public, as well as preserve work site contract. Easter Seals Colorado will work tirelessly to develop new job sites while maintaining the relationship with our existing partners and contracts. There are however times when the contract could end. Should this occur we will do our best to place employees at other sites to continue their employment, however may be forced to lay off employees until a new job site can be found.

5 Time Trial Policy A time trial policy has been implemented to provide our clients with a positive work incentive along with ensuring each client receives a standard and fair measurement of his/her skills. How does Easter Seals determine wages? Easter Seals Colorado has a Special Minimum Wage Waiver, prescribed by the Department of Labor, which requires us to take time trials of our clients to determine their rate of pay. A time trial is a timed measurement of a client doing a specific task as compared to a worker without a disability doing the same task. This measurement is then compared to the rate of pay an average worker will make in a related field (known as the industry prevailing wage). Example: A person without a disability working in the same field is paid $7.64 per hour (the industry prevailing wage) and takes 10 minutes to do a specified task. Our client is time trialed doing the same task and completes it in 13 minutes. Our clients wage will be $5.89 per hour (77% productivity). Time trials are performed approximately every six months. It is expected, but not guaranteed, that client wages will increase every few time trials as the client improves his/her job skills. How does a time trial work at an enclave site? Easter Seals Employment Services identifies 3 tasks at each of our work sites to use as a standard measure for all clients. Each client will be asked to complete the required tasks and be timed in doing so. Exceptions are of course made on a case by case basis as needed to accommodate abilities of our clients. Clients are made aware of the time trial tasks and our job coaches specifically work with them on these tasks to develop the skills needed to support their client in reaching their fullest potential. Clients will have a time trial measurement taken every 6 months; after each time trial the clients wage will be examined. If the percentage scored is higher than the previous time trail, wage will be increased accordingly. If the percentage is lower than the previous time trial, wage will not be decreased however client will enter a notice period. A letter will be sent to the client notifying them of the lower production rate and detailing what the wage could be changed to. This letter will serve as a notice to the client that if this trend continues his/her wage could be reduced accordingly. By using a notice period the client is allowed time to improve upon his/her scores by working with job coach on tasks that he/she might need a little more time to perfect. After 6 months another time trial will be given to the client. Again, if the percentage scored is higher than the previous time trail, wage will be increased accordingly. If the percentage scored is lower than the previous time trial the clients wage will be reduced accordingly based on the most recent trial measurement. Wages will have a cap of no more than a 10% reduction per time trail period (i.e. each year). If a clients wage is decreased the client and support team will receive a letter notifying them of the change along with the data to support the decision.

6 EASTER SEALS COLORADO RIGHTS AND RESPONSIBILITIES OF PERSONS SERVED People with disabilities have the same rights and responsibilities as other citizens. The right to be free of discrimination because of race, color, national origin, religion, gender, sexual orientation or disability. The rights as stated in The Americans with Disabilities Act (ADA). The rights granted to all citizens of the State of Colorado and the United States of America as guaranteed by state and federal constitutions and municipal, state and federal laws. The responsibility to obey the state, federal and municipal laws. All persons receiving services from Employment Services have the following rights and responsibilities: The right to exercise informed consent. The right and responsibility to actively participate in the Individual Service and Support Plan and all program planning which occurs on their behalf. The right to humane treatment; to be treated with consideration and dignity. The right to be protected from abuse, neglect, exploitation and mistreatment. The right and responsibility to make choices regarding their employment and/or day program. The right to fair employment practices and jobs that have wages in accordance with the laws of the state of Colorado. The right to have a confidential record. The right to access records in their files which are generated by Employment Services. The right to give input which may influence the services received and/or policies of the agency. There will be no retaliation for such input. The right to file grievances on behalf of themselves or others without fear of reprisal. The right to choose persons to advocate on their behalf. Safeguarding the Rights of Persons Receiving Services-Policies and Procedures Policy: Rights of persons served may only be suspended to prevent the individual from endangering him/herself or others or if the individual commits significant property damage. Procedures: An individual s rights may be suspended only to protect the individual from endangering him/herself, others or property. Suspension may be considered if their behavior is: Life threatening to the person or anyone else Physically harmful to the person or anyone else The cause of significant property damage. If one of the above behaviors exists with a person receiving services, staff may consider temporary suspension of the person from day program or employment. In such an instance, staff must contact the Employment Coordinator, for permission before taking action. If the Employment Coordinator gives permission to suspend the individual, an incident report will be written and submitted to the Service Coordinator to notify them and the individual s team. As soon as possible an IDT must be called to consider risks and supports needed for the individual. If there are any questions, please call: Employment Manager x250 Director of Adult Services x247

7 EASTER SEALS COLORADO Grievance Policy Staff of Employment Services is committed to giving the best possible service to their customers; however, there are times when disagreements will arise. At these times it is best to have open communication so the conflict can be settled in a timely fashion and in a way that is mutually acceptable to all parties involved. If communication fails to resolve the disagreement quickly and satisfactorily, persons receiving services, parents/guardians, or contractors with Easter Seals Employment Services may decide to utilize a grievance process. Doing so will not prejudice the future provision of appropriate services or supports. The Grievance Process shall be presented both verbally and in writing to persons receiving services, applicants for services, parents/guardians, and /or authorized representatives at the time of entry into services and any time a change to the procedure occurs. PROCEDURE: Upon entry into services with Easter Seals Employment Services, consumers, parents/guardians, and/or authorized representatives shall receive a written copy of the grievance process and indicate receiving it with a signature. Individuals who experience any problems with services should first bring those problems to the attention of the staff person directly responsible for providing those services. If the reporting party doesn't feel comfortable going to that individual, he/she may go to any staff that the party feels comfortable with. The staff person will record information regarding the complaint on "Easter Seals Employment Services Grievances/Complaint Log." Individuals dissatisfied with the response of the direct staff person should address the matter to the Director of Adult Services. The matter may be presented verbally or in writing. The Director will respond to the complaint verbally or in writing within a reasonable amount of time, not to exceed ten working days. Individuals dissatisfied with the response of the Director of Adult Services should address the matter to the Vice President of Programs and/or Human Resources of Easter Seals Colorado. This complaint must be presented in writing or an audio recording. A coordinator, counselor or other advocate may help the reporting party prepare the written complaint. The Vice President of Programs and/or Human Resources will investigate the matter and will respond in writing within a reasonable amount of time, not to exceed ten working days. Lastly if the individual is dissatisfied with the response of the Vice President of Programs and/or Human Resources he/she should address the matter with the CEO of Easter Seals Colorado. The response by the CEO constitutes the final stage of the grievance process. A copy of written complaints or grievances and correction procedures will be maintained for future reference

8 EASTER SEALS COLORADO Appeal/Dispute Resolution Policy and Procedure Policy: Any consumer receiving or seeking services, their guardian, and/or authorized representative shall have the opportunity to dispute any proposed decision or action by Easter Seals Employment Services in regard to eligibility for services, termination of services or supports, or change or reduction in services set forth in the IP. Persons who choose to use the dispute process shall not be coerced, intimidated, threatened or retaliated against for exercising their right to participate in the dispute resolution process. Persons participating in the process may do so without fear of reprisal. Use of the dispute process shall in no way prejudice the future provision of appropriate services to the individual in need of and/or receiving services. Procedure: Easter Seals Employment Services will provide a fifteen-day written notice to persons receiving service, their guardian and/or authorized representative in the event of action or decision regarding the following matters: 1) Ineligibility for services 2) Termination of supports or services 3) Reduction, denial or change in the services set forth in the IP The above named persons have the right to appeal such decisions or proposed actions. Any individuals appealing such decisions or proposed actions are encouraged to try to resolve the dispute through an informal process which shall include notification of the appropriate Employment Services staff and Human Resources of their objection. Such informal negotiation shall at minimum include a meeting of involved parties to be held within fifteen days of the complaint. If the attempt at informal negotiation is unsatisfactory or is waived, the objecting party shall submit a written statement of appeal to the Vice President of Programs or his/her designee, which shall be a person not having been directly involved in the specific decision at issue, within two weeks of the above stated meeting. The Vice President of Programs or designee shall review the information regarding the appeal, including the written statement, records of attempts at informal negotiation, and any reasonable amount of time, not to exceed ten working days. If the response by the Vice President of Programs is unsatisfactory, a written statement shall be submitted to the CEO of Easter Seals Colorado. The CEO shall review the information and respond in a reasonable amount of time, not to exceed ten working days. The response by the CEO of Easter Seals Colorado constitutes the final stage of the appeal process. A copy of written complaints or disputes and correction procedures will be maintained for future reference.

9 I have received a copy of the Easter Seals Colorado Employment Services Employee Handbook which includes: Crew Member Expectations and Policies Time Trial Policy Rights and Responsibilities of Persons Served Grievance Policy Appeal/Dispute Resolution Policy and Procedure I understand the above mentioned sections of the handbook or have had them explained to me. I understand that I have the right to appeal/dispute any decision made by Easter Seals Colorado with regards to my employment. Employee Signature Date Legal Guardian Signature (if applicable) Date Witness from Easter Seals Colorado Date