Employee Handbook
Table of Contents
1 Introduction Statement…………………..……………………………………… 3
2 Agency Philosophy………………………………………………………………. 4
2.1 Mission………………………………………………………………………… 4
2.2 Treatment of Recipients……………………………………………………… 5
3 Employees………………………………………………………………………. 6
3.1 Hiring Policy……………………………………………………………….. 6
3.1(a) Training Requirements……………………………………………… 7
3.2 Other Employment…………………………………………………………. 7
4 Employee Benefits………………………………………………………………. 9
4.1 Insurance…………………………………………………………………….. 9
4.1(a) Health and Dental Insurance………………………………………. 9
4.1(b) COBRA……………………………………………………………. 10
4.2 Simple IRA…………………………………………………………………… 10
4.3 Vacation/ Sick Leave………………………………………………………… 10
4.4 Full-Time Employee Sick Leave…………………………………………….. 11
4.5 Holidays……………………………………………………………………… 11
4.6 Emergency Leave……………………………………………………………. 12
4.7 Other types of Leave…………………………………………………………. 12
4.8 Leave without Pay…………………………………………………………… 12
4.9 Returning from Extended Leave……………………………………………… 13
4.10 Scheduling Leave……………………………………………………………. 13
4.11 Jury Duty…………………………………………………………………… 13
4.12 Worker’s Compensation……………………………………………………. 13
4.13 Family and Medical Leave Act……………………………………………… 14
4.13(a) Leave Available………………………………………………….. 14
4.13(b) Notice Requirements…………………………………………….. 14
4.13(c) Reinstatement Rights…………………………………………….. 15
4.13(d) Substitution of Paid Leave……………………………………….. 15
4.13(e) Health Insurance during Leave………………………………….. 15
4.13(f) Medical Certification…………………………………………….. 15
4.13(g) Intermittent Leave……………………………………………….. 16
5 Employee Time and Work……………………………………………………… 16
5.1 Timekeeping………………………………………………………………… 16
5.2 Schedules……………………………………………………………………. 16
5.3 Compensation and Pay Periods……………………………………………… 17
5.3(a) Overtime………………………………………………………….. 17
5.3(b) Payroll…………………………………………………………….. 17
5.4 Final Paycheck…………………………………………………………………17
5.5 Work-Related Expenses……………………………………………………… 18
5.6 Evaluations…………………………………………………………………… 19
6 Work-Related Conduct………………………………………………………….. 19
6.1 Work Rules…………………………………………………………………… 19
6.1(a) Respect for Individuals…………………………………………… 19
6.1(b) Safety……………………………………………………………… 19
6.1(c) Driving Responsibilities…………………………………………… 20
6.1(d) Housekeeping…………………………………………………….. 20
6.1(e) Duty to Report Criminal Charges………….……………………… 20
6.2 Smoking, Drug and Alcohol Use…………………………………………….. 21
6.2(a) Smoke-Free Workplace…………………………………………… 21
6.2(b) Drug-Free Workplace…………………………………………….. 21
6.2(c) Alcohol-Free Workplace………………………………………….. 22
6.3 Computer use………………………………………………………………… 22
6.4Visitors……………………………………………………………………….. 23
6.5 Violence in the Workplace…………………………………………………… 23
6.6 Personal Appearance………………………………………………………… 24
6.6(a) Personal Articles………………………………………………….. 24
7 Relationships and Confidentiality………………………………………………. 24
7.1 Recipient and Staff Interactions……………………………………………… 24
7.2 Abuse and Neglect……………………………………………………………. 25
7.2(a) Employee Rights and Responsibilities in an
Abuse/Neglect Investigation………………………………………. 25
7.3 Treatment of an Employee with Communicable Diseases……………………. 26
7.3(a) AIDS……………………………………………………………….. 27
8 Confidentiality and Accountability……………………………………………… 30
9 Disciplinary Actions and Involuntary Termination……………………………. 30
10 Grievance Procedure & Appeals……………………………………………….. 33
11 Antidiscrimination Policy…………………………………………………………………………… 34
11.1 Our Commitment to Equal Employment Opportunity…………………….. 34
11.2 Harassment Will Not Be Tolerated………………………………………… 34
12 Resignation………………………………………………………………………. 36
12.1 Return of Property…………………………………………………………… 36
1. Introduction Statement
Springs, Incorporated is compliant with the guidelines set forth in the Equal Employment Opportunity Commission.
This handbook is designed to set out the policies and procedures of working conditions at Springs, employee benefits, and policies that will affect your employment. As an employee of Springs, you should read and understand the provisions set forth and know that you are expected to comply with such procedures.
It is important to note that Springs cannot anticipate every situation or provide answers to all employee questions. This is not an employment contract, but is to guide you on what Springs expects from its employees.
Springs reserves the right to update and/or change the policies and procedures set forth in this handbook to better the company and provide more assistance to its employees.
2. Agency Philosophy
As an employee of Springs, (often referred to as “Springs”) you are an employee of the individual you serve. Springs is set up to serve and assist individuals with developmental disabilities. It is our job to help these individuals develop and refine the skills needed to interact appropriately with others in their environment and make decisions that will have positive and long lasting effects. These individuals should be able to become a part of and participate in the same valued experiences and activities as the rest of society. Activities that are important include: home, family, school, work, friends and leisure.
Individuals with developmental disabilities must be treated with dignity while enhancing their capacity for self-determination. It is important to provide an environment that enhances the individual’s personal freedoms while promoting their self-confidence, competence, independence and self-sufficiency. While enhancing these self-proficiencies, it is important to consider the needs and liberty of the individual, with a range of non-harmful, maximizing options.
Springs is committed to providing a normal, stable atmosphere to their recipients. Each individual, regardless of their disability, is assisted in living their life consistent with their peers. Residential services including the Group Home Program, Supported Living Program, Community Living Program and In Home Program, provide the framework for teaching the skills needed to live independently. Each individual is taught to maximize their skills to the fullest potential. Springs employees are responsible for assisting recipients in pursuit of life experiences and independence in the community while the disabled individual lives within established neighborhoods and, when possible, working alongside individuals without disabilities.
Springs employees are responsible for assisting recipients in the least restrictive way. Our service delivery system is intended to be sufficient to meet the needs of each individual we serve, but not to exceed the specific needs.
2.1 Mission
Our mission is to provide the highest standard of care, service and training available based on fundamental values concerning each individual. Our values include the following:
1. Every person has dignity and worth as a human being;
2. Every individual should have the opportunity to shape their personal future through a variety of means including education, training and environmental modifications;
3. Every individual should have the opportunity to participate in decisions concerning all aspects of their life;
4. Every individual should live, work and play in natural settings, such as ordinary homes and workplaces;
5. Every adult individual should live in their home and have a choice with whom they want to live with;
6. Every individual should live free from the unnecessary intrusion of others;
7. Every individual should be free from poverty, abusive and neglectful situations;
8. Every individual should live in good health.
2.2 Treatment of Recipients
To ensure that all recipients have the opportunity to exercise their human and civil rights, all new recipients or their parent/guardian will be informed of the individual’s rights and responsibilities, the abuse and neglect policy, and the procedures related to rights. Copies of signed forms and agreements shall be placed in the recipient’s file. If, at any time, a change occurs, the above shall re-read and re-sign the agreement at the recipient’s annual habilitation planning conference. All procedure and policy information shall be posted and readily available to all recipients and/or their guardian/parent.
3. Employees
A “full-time employee” is one who accepts a position with Springs under both of the following conditions of employment:
1. A management prescribed work week consisting of thirty-five (35) or more hours;
2. No pre-determined end or break in service.
A “part-time employee” is one who accepts a position with Springs under both of the following conditions of employment:
1. A management prescribed work week consisting of fewer than thirty-five (35);
2. No pre-determined end or break in service.
Change in Status: All employees are responsible for reporting changes to their name, address, phone number and withholding exemption status to their supervisor.
3.1 Hiring Policy
It is the policy of Springs to hire individuals who are qualified or trainable for employment as determined by our standards of education, experience, aptitude, character and physical ability to perform essential functions of the job. All decisions regarding hiring are made solely on job-related criteria. Every effort will be made to hire employees for positions that best utilize their abilities and that will allow the employees to achieve personal satisfaction and an opportunity for growth.
When a vacancy occurs, the following procedures shall be followed:
1. An employment application shall be completed and a determination will be made as to whether the applicant has the legal right to work in the United States and at least two (2) employment reference investigations will be commenced.
a. Motor vehicle records and an OSBI background check will be requested.
b. Records to support the application will be verified.
2. Springs Inc. will conduct a name search of all employees upon initial employment and annually against registries maintained pursuant to the Oklahoma Sex Offenders Registration Act and the Mary Rippy Violent Crime Offenders Registration Act. If the background investigation discloses misrepresentations on the application or information indicating that the individual is not well-suited for employment, it shall be grounds to refuse employment, or if already employed, to terminate employment. No person who has been convicted of any offense specified in 63 O.S. Supp. 1-1950.1 shall be employed or utilized as a volunteer of Springs
3. The initial interview of applicants for employment shall be conducted by a designated supervisory employee.
4. This employer participates in E-Verify. Springs provides information from each new employee’s Form 1-9 to confirm work authorization.
5. New employee orientation shall be conducted within two (2) weeks of the date of hire by the new employee’s supervisor. Orientation will consist of reviewing Springs’ policies and procedures, which will be provided, completion of the W-4, I-9, benefit enrollment forms and other forms necessary to complete the new employee’s personnel record.
Former employees of Springs who left in good standing may be considered for re-employment. A previously terminated employee who is re-employed will be considered a new employee from the date of re-employment and shall be subject to new hiring criteria after a 90-day absence from Springs
3.1(a) Training Requirements
Springs employees are required to complete training mandated by Department of Disabilities Services Division of the Oklahoma Department of Human Services. The training will consist of classroom and on-line training. The training Coordinator or designee will assist and provide technical assistance to the employee. The Program Coordinator and or House Manager will supervise and assist the employee while participating in on the job training. The Assistant Director or designee will observe and document the on-the-job-training and a certificate will be place in the employee’s personnel file.
3.2 Other Employment
An employee may hold a job with another organization outside springs as long as he/she satisfactorily performs his/her duties within Springs. An employee holding outside employment must discuss the outside demands with his/her supervisor.
If Springs determines that an employee’s outside employment interferes with his/her ability to meet the requirements of Springs, the employee may be asked to terminate the outside employment if he/she wishes to remain an employee at Springs.
4. Employee Benefits
Employees at Springs are provided a wide range of benefits. A number of the programs cover all employees in the manner proscribed by law.
4.1 Insurance
4.1(a) Health and Dental Insurance
The health insurance provider is Community Care of Oklahoma. The dental insurance provider is MetLife. The policies are available for either individual or family coverage. Springs will contribute a base amount toward cost of individual or family health insurance coverage for the qualifying employee. Remaining health insurance premiums will be deducted from payroll. Employees working at least thirty (30) hours a week are eligible for Health and Dental benefits.
One half of the premium for any given month is deducted from two (2) paychecks per month. Any employee terminating employment will have all necessary premiums deducted from his/her final paycheck or expense check.
An eligible employee choosing to enroll in insurance must complete and submit the health insurance application form within 30 days of the date of eligibility. The health insurance policy will go into effect 60 days from the date of hire on the first day of that month. Open enrollment occurs on an annual basis set by the insurance company for employees interested in changing their health insurance coverage. The employee is responsible for understanding the health insurance policy.
When a qualified employee becomes eligible for Medicare the agency will discontinue health insurance. If the employee presents a copy of their supplemental insurance with the monthly payment listed, Springs Inc. will pay the employee $75 a pay period to assist in cost of the supplemental coverage.
Under special circumstances, an employee can change his/her health insurance coverage after the initial 30 days and outside of the open enrollment period, subject to the insurance carrier’s approval. All changes in health insurance coverage will be required to be effective the date of the qualifying event. Example of circumstances that could lead to approved changes in one’s health insurance policy include, but are not limited to, marriage, termination of other health insurance policy and birth or adoption of a dependent child.
4.1(b) COBRA
An employee may continue his/her health insurance upon termination of employment with Springs, the only exception being when termination is due to gross misconduct. An individual will have 60 days after leaving employment for Springs to notify the Director that he/she plans to continue health insurance coverage. Health insurance coverage may be purchased under COBRA, for 100% of the cost of the policy. Anyone who does not COBRA their insurance will have coverage through the last day of the month he/she worked.
COBRA payments must be received by the 25th of the month for the coming month’s insurance. If payment is not received by the last day of the month for which premiums are due, Springs will terminate the health insurance policy without further notice, effective the first day of the unpaid month.
4.2 Simple IRA
Simple IRA for retirement is available to the employees of Springs. The eligibility period is 90 days after the employee’s date of hire. Springs will match up to 3% of the employee’s wages to the plan.
Full-time Employee Vacation Time:
| 1-4 years of consecutive employment | 80 Hours |
| 5-9 years of consecutive employment | 120 Hours |
| 10 years of consecutive employment | 160 Hours |
Vacation accrues on a yearly basis. If an hourly and salaried employee desires, a request may be made to be paid for up to one half of accrued vacation time during each calendar year. Vacation hours are capped at One and a half the annual accrual for that employee and all additional paid at the anniversary date. The balance of accrued vacation time must be taken as time off, as Springs feels it is important that all employees take time away from work responsibilities. As a means of encouraging an employee to take vacation time, the balance of accrued vacation time cannot accrue during an unpaid leave of absence. Upon termination of employment with Springs, an employee will be paid for accumulated vacation time, subject to termination of employment requirements.
4.4 Full-Time Employee Sick Leave
Full-time employees will earn 48 hours of sick leave per year. Sick leave accrues at a rate of four (4) hours per month and may be accrued up to 160 hours. As a means of encouraging only legitimate uses of sick leave, Springs will pay employees up to 24 hours of their accumulated sick leave at their regular pay rate. A reserve of 48 hours must be left available. Each year, the 24 hours of accumulated sick leave will be paid in December.
When sick leave is required, an employee is to notify by phone call his/her supervisor at least two (2) hours prior to his/her next shifts. Notifying must be in person by phone if at all possible and texting a notification will not be tolerated. All sick leave that is used must be documented on the timesheet and a request form needs to accompany the timesheet. Employees may not draw on their sick leave until they have completed six (6) months of continuous employment. Sick leave may be taken for less than a complete shift. Springs reserves the right to request verification of the illness or medical situation from the employee’s physician. No additional sick leave will be earned during extended absence.
4.5 Holidays
Springs observes the following holidays: New Years Day, Good Friday, Memorial Day, Independence Day, Labor Day, Thanksgiving and Christmas.
Full-time direct-care staff will receive eight (8) hours of holiday pay regardless of whether he/she worked the holiday. Part-time employees will receive four (4) hours of holiday pay if he/ she did not work on the holiday. If the part-time employee did work on the holiday, he/she will receive up to eight (8) hours of pay. Professional employees will have the holiday off from work. When a holiday falls on a weekend, professional employees will be given a day off either on the Friday preceding the holiday or the following Monday. This will be decided by the Director. The administrative office will be closed the day after Thanksgiving.
If a holiday falls during a paid leave, the day will be paid as a holiday.
4.6 Emergency Leave
Emergency leave is accrued at the rate of sixteen (16) hours per calendar year for full-time employees and does not carry over from year to year. Emergency leave may be taken when an employee experiences a personal disaster, such as a tornado, home fire, etc. or when an immediate family member requires care due to illness or injury or when a death occurs in the immediate family. The term “immediate family” refers to spouse or life partner, children, step-children, parents, step-parents, parents-in-law, grandparents, grandchildren, siblings, step-siblings, brother or sister-in-law, son or daughter-in-law of the employee or anyone residing in the employee’s residence. An employee requesting emergency leave must notify his/her supervisor prior to a missed shift.
4.7 Other Types of Leave
Family leave is granted on the same basis as emergency leave. An individual requiring family leave should discuss the matter with his or her supervisor as far in advance as possible.
Professional/Training/Military leave may be approved by the Executive Director or Board of Directors. If an employee has a question regarding these types of leave, he/she should consult the Director.
4.8 Leave Without Pay
An employee may be charged leave without pay at his/her request when no other leave is available or when an absence is unapproved. An unpaid leave may be authorized by the Director for not more than 30 days. Any unpaid leave taken greater than 30 days will require Board of Director approval. No type of leave is accrued during absence on an unpaid leave and the employee will be held responsible for Springs’ share of health and life insurance premiums, if applicable.
An employee on unpaid leave is required to contact his/her supervisor at minimum once every two weeks until he/she returns to work. Failure to report to duty at the expiration of an unpaid leave or extension of a leave of absence shall be cause for termination. Unpaid leave may be cancelled any time at the Director’s discretion, and the employee shall be notified if such decision is made.
An employee who is absent from duty for two consecutive working days without prior authorization is considered to have abandoned his/her position. If an employee is unable to report for work on time, he/she is responsible for notifying his/her supervisor. The Director may require verification of circumstances from an employee who is on leave other than vacation and holiday.
4.9 Returning From Extended Leave
Direct Care staff returning from an extended leave, other than vacation, will be placed in the first available position for which they have the essential skills. Refusal to take the position may be deemed as a resignation from Springs. The employee may not be subject to preference for subsequent job openings.
4.10 Scheduling Leave
Employees are requested to schedule leave in advance. As soon as an employee is aware of the need for time off work, he/she is to submit a “request for leave” form to his/her supervisor. Routine leave requests for vacation or compensation time must be made at least two weeks in advance and must be approved by his/her supervisor. Compensation will be paid on the second payday following the receipt of the request.
4.11 Jury Duty
Springs encourages employees to fulfill their civic responsibility by serving on a jury when required. An employee called for jury duty will not be considered absent from their responsibilities at Springs If an employee is subpoenaed in private litigation, the time absent must be taken as vacation or leave without pay.
An employee serving jury duty will be compensated by Springs for all time missed due to their civic duty, less any reimbursement provided by the court system. Court-related expenses such as parking or lunch will be taken into account.
4.12 Worker’s Compensation
Springs provides a comprehensive worker’s compensation insurance program at no cost to employees. This program covers any injury or illness sustained in the course of employment that requires medical, surgical or hospital treatment. Subject to applicable legal requirements, worker’s compensation insurance provides benefits after a short waiting period or, if the employee is hospitalized, immediately.
Employees who sustain work-related injuries must inform their supervisor immediately or within 24 hours so that a report may be filed. An employee’s failure to report an injury within 24 hours may void all claims that should arise from the injury. In addition, the employee’s first notice of injury and a Springs form must be given to the Executive Director or Office Manager within 36 hours. All Workers’ Compensation forms are available at the main office and at each home.
An employee who will be off work for more than three (3) days due to a work-related injury must choose whether to receive worker’s compensation benefits or wait until all sick and/or vacation time has been used. Any employee absent from work due to a work-related injury must provide his or her supervisor with a signed release form from his/her physician before returning to work.
In addition to reporting accidents, employees should be alert and promptly report unsafe areas, practices or procedures that could lead to accidents to his/her supervisor. The supervisor will in turn notify the Safety Committee. These preventative measures will aid in reducing the frequency and severity of accidents.
4.13 Family and Medical Leave
Employees who have worked for Springs for at least a full year, and have worked an average of at least 25 hours per week during that time, are eligible to take unpaid family and medical leave for one or more of these purposes:
- Because the employee’s own serious health condition makes the employee unable to work
- To care for a spouse, child, or parent who has a serious health condition, or
- To care for a newborn, newly adopted child, or recently placed foster child.
4.13(a) Leave Available
Eligible employees may take up to 12 weeks of unpaid leave per calendar year for any of the above purposes. For purposes of calculating available family and medical leave, the year starts on the date an eligible employee first takes FMLA leave.
A parent who takes leave to care for a newborn, newly adopted child, or recently placed foster child must begin this leave within a year after the birth, adoption, or placement.
4.13(b) Notice Requirements
Employees are required to give notice at least 30 days in advance of their need for a family and medical leave, if their need for leave is foreseeable. In emergencies and unexpected situations, employees must give as much notice as is practicable under the circumstances.
4.13(c) Reinstatement Rights
When you return from an approved family and medical leave, you have the right to return to your former position or an equivalent position, except:
- You have no greater right to reinstatement than you would have had if you had not been on leave. If your position is eliminated for reasons unrelated to your leave, for example, you have no right to reinstatement.
- Springs is not obligated to reinstate you if you are a key employee—that is, you are among the highest paid 10% of our workforce and holding your job open during your leave would cause Springs substantial economic harm. If Springs classifies you as a key employee under this definition, you will be notified when you request leave.
4.13(d) Substitution of Paid Leave
An employee who has accrued paid time off must use these benefits to receive pay for all or a portion of family and medical leave.
4.13(e) Health Insurance During Leave
Your health insurance benefits will continue during leave. You will be responsible for paying any portion of the premium that you ordinarily pay while you are working, and you must make arrangements to make these payments while you are out. Employees who do not return from family and medical leave may be required to reimburse Springs for any premiums paid on the employee’s behalf during the leave.
4.13(f) Medical Certification
Springs may ask employees who take leave for their own serious health condition or to care for a spouse, parent, or child with a serious health condition to provide a doctor’s form certifying the need for leave. Springs is also entitled to seek a second opinion and periodic recertification. In some cases, may ask employees who take leave because of their own serious health condition to provide a fitness-for-duty report from their doctors before they return to work.
4.13(g) Intermittent Leave
If you will need to take family and medical leave on an intermittent basis—that is, a day or two at a time rather than all at once—for your own serious health condition or to take care of a family member with a serious health condition, you will be allowed to do so. However, may temporarily reassign you to a different position with equivalent pay and benefits to accommodate the intermittent schedule.
Springs will consider requests for intermittent leave to care for a new child on a case-by-case basis.
5. Employee Time and Work
All employees are responsible for keeping their own time. Employees are also responsible for attending assigned staff meetings, recipient team meetings, IP meetings and in-services. Furthermore, employees are expected to show up for a scheduled shift on time and ready to work.
5.1 Timekeeping
Accurately recording time is the responsibility of the employee. Federal and state laws require accurate records to calculate employee pay and benefits. Time worked is time actually spent on the job performing assigned duties.
Timesheets must be kept by each employee and must be kept in the house or program in which the employee works. It is the employee’s responsibility to see that timesheets and mileage/expense sheets are completed correctly and turned in on time. Mistakes made due to inaccurate timesheets will be paid on the next pay period. Mistakes made due to an accounting error will be paid within 48 hours.
5.2 Schedules
The direct-care staff is assigned varied work schedules that will be determined according to the needs of each program or recipient. The work schedules are subject to change based on changing Agency needs. Direct Care employees will be compensated at an hourly rate and it is expected that employees will be reasonably flexible in accommodating these changing needs.
The professional employees’ hours are not rigidly set and can be altered at any time. It is assumed that a minimum of 40 hours will be committed weekly toward the job. The professional employee position is deemed to be a salary position.
Professional employees are expected to be available for various Agency functions during evening and weekend hours as needed. Professional employees are also considered to be on-call and may be required to carry a pager or cell phone to allow emergency contact.
5.3 Compensation and Pay Periods
Wages and salaries paid to Springs employees are set according to job descriptions and classifications. Employees will be paid according to the following compensation categories:
Salary Exempt (Fixed compensation for services performed)
Hourly (Compensation based on the numbers of hours worked)
An employee’s wage/salary is confidential between the employee and his/her supervisor. Discussion of wage/salary or a raise in such may be grounds for termination.
5.3(a) Overtime
Salaried exempt employees do not receive overtime pay. Overtime will be paid in accordance with federal and state regulations. Non-worked time, such as vacation, sick leave or holiday, that is paid, does not contribute to overtime.
5.3(b) Payroll
Payroll checks are issued twice a month. Pay periods are the1st through the 15th and 16th through the last day of the month. Pay dates are the 7th and the 22nd. Pay checks are dispersed by direct deposit and if an employee does not have their own bank account, bank cards are available through the bank that Springs’ does business. The Director will distribute payroll checks and related materials. Payroll checks may only be picked up by the employee, except in emergency situations, with written authorization.
5.4 Final Paycheck
Final pay, including accrued benefits if any, will be paid on the next regularly scheduled payroll date following the last day of work.
Employees who fail to give two (2) weeks written notice and/or fail to work the last two (2) weeks scheduled will forfeit one-half of his/her accrued benefits. Additionally, the following items will be withheld from any employee’s final paycheck or expense check at the discretion of the Executive Director:
1. Long Distance Phone Charges;
2. Unpaid Health/Life Insurance Premiums;
3. A flat fee of $50.00 for replacing each lock for which the employee was assigned a key that was not returned to an immediate supervisor or the Director, keys must be checked in by 4 p.m. on the next business day following the employee’s last day;
4. Cost and repairs to property necessitated by damage from the employee and/or his/her family.
5.5 Work-Related Expenses
Employees will be reimbursed for certain work-related expenses on a monthly basis. Examples of expenses that will be reimbursed include:
1. Mileage for use of personal vehicle during agency business;
2. Admission fee to a planned, group activity;
3. Tuition for an approved training.
An expense or mileage form must be filled out and submitted to the employee’s supervisor at the end of each month. Expenses will be paid on the same date as payroll in a separate check on the second Friday of each month. Expenses that are not supported by a receipt will not be reimbursed. It is the employee’s responsibility to obtain and retain all receipts for work-related expenses. Receipts must have the following information:
1. The name of the establishment;
2. The correct date;
3. The amount of purchase
Receipts must be attached to the expense sheet. Mileage sheets must have an odometer reading with a description of where the employee went. Employees working in the Group Homes may have $5.00 reimbursed out of the recipient’s grocery money for meals eaten out.
Employees working in Supported Living may have $5.00 reimbursed for meals eaten out. This $5.00 will be deducted from the recipient’s budgeted activity check. Employees working in the in-home or community living must pay their own meal expenses.
5.6 Evaluations
Evaluations of an employee’s job performance may be completed jointly by the employee and his/her supervisor. The evaluation process should include refining the appropriate job description, clarifying expectations, and setting goals for the employee. The process provides the employee with feedback concerning their performance and will be used when considering the employee for promotion, demotion, dismissal, and salary reviews.
An employee’s first evaluation will occur not after six (6) months and 30 days of first employment. Subsequent evaluation will occur at least annually. Original evaluation forms will be kept in the employee’s personnel file. Evaluations must be signed by the employee with a statement of agreement or disagreement if necessary.
6. Work-Related Conduct
Springs has set forth rules that all employees are expected to follow.
6.1 Work Rules
6.1(a) Respect for Individuals
In furthering the mission of Springs, it is important that each individual receive the same amount of respect at the work place. Every employee should treat the staff and recipients with the utmost respect.
6.1(b) Safety
To assist in providing a safe and healthy work environment for employees, recipients, and visitors, employees are expected to obey safety rules and to exercise caution in all work activities. Employees should immediately report unsafe conditions to the appropriate supervisor. Employees shall not violate safety standards, cause hazardous or dangerous situations. In accidents that result in injury, regardless of how insignificant the injury may be, employees should notify their supervisor. Such reports are necessary to comply with laws and initiate insurance and worker’s compensation benefit procedures.
6.1(c) Driving Responsibilities
Initial and continuing employment with Springs is contingent upon maintaining a valid Oklahoma driver’s license and not only remaining in good standing with the Agency’s insurance but to have current personal auto liability insurance. An employee is required to inform his/her supervisor within 24 hours and prior to the next shift of any revocation/suspension of his/her license. Failure to inform the supervisor may result in immediate termination.
Although some of the residential programs have a vehicle available for Agency-related transportation, staff may be required to use their own vehicles, and will be reimbursed for mileage. Springs, Inc.’s insurance coverage does not extend to non-agency owned vehicles on Agency business and it is strongly recommended that employees who have to use their own vehicle for Agency business purchase the appropriate liability insurance above and beyond what is required by law.
Traffic tickets written to an employee driving an Agency vehicle while on Agency-related business that is a direct result of the employee’s recklessness or negligence will be the responsibility of the employee.
6.1(d) Housekeeping
Minor housekeeping duties are the responsibility of the group home staff to ensure compliance with sanitation standards as set from the Department of Human Services, Developmental Disabilities Service Division and the County Sanitarian Office. ALL EMPLOYEES will participate in and cooperate with maintaining a clean and healthy environment. Sweeping, dusting, mopping and cleaning all rooms are the responsibility of all recipients and staff of each program. Springs asks each staff be responsible in maintaining the homes during their assigned shift. Each staff is responsible for their recipients in each program.
6.1(e) Duty to Report Criminal Charges
Due to the very personal nature of the services that Springs provides to the developmentally disabled, you will have access to the medication, money and personal property as well as the individual being served. In fact, prior to your employment with Springs, the Oklahoma Department of Human Services requires a background check be run on you to ensure your fitness for employment in this field. In order to ensure the safety and protection of Springs’ clients and in keeping with the state policy, if you are charged with a crime, whether a felony or misdemeanor, you must report those charges to Springs within 72 hours of the charges being filed, so that Springs may determine whether you are fit to remain working with Springs and its clients. Although not every criminal charge will automatically result in a suspension or termination, failure to report charges as outline above will be grounds for immediate termination.
6.2 Smoking, Drug and Alcohol Use
The term “work place” as used herein shall mean any Springs premises, worksite or recipient’s home, whether owned or leased, including Springs’ or recipient owned or leased vehicle and any public or private means of transportation while conducting Springs business.
6.2(a) Smoke Free Work Place
In keeping with the intent to provide a safe and healthy working environment, Springs Inc. adopted a smoke free workplace policy on May 1st, 1993. Smoking and tobacco use by employees is strictly prohibited in any Agency program and/or vehicle. Use of tobacco product is prohibited while on an outing with any individual that the Agency serves. If any employee so chooses to smoke or use tobacco products, use is completely restricted to outdoors. Employees are responsible for the safe and proper disposal of all smoking and tobacco related products/items. Any employee found to be smoking in a prohibited area will be subject to disciplinary action.
6.2(b) Drug Free Work Place
The term “controlled substances” as used herein refers to illegal drugs and substances, which includes any and all forms of narcotics, depressants, stimulants, hallucinogens and marijuana whose use, possession, distribution, transportation, sale, purchase or transfer is restricted or prohibited by law.
The term “under the influence” as used herein refers to the use or suspected use of alcohol or controlled substance in the workplace to the extent that the individual:
▪ Is unable to perform work in a safe, productive and timely manner;
▪ Is in a physical or mental condition that creates a risk to the safety and well being of the individual, agency, recipients, or other employees or the public, or to the safety of Springs owned or lease property;
▪ Displays unprofessional, unusual or erratic behavior or attitude.
The use of drugs may jeopardize the safety of Springs employees and individuals served. No employee shall buy, sell, use, distribute or have in his/her possession a controlled substance while in the workplace or while on Springs business. An employee knowingly involved in the sale, purchase or transfer of controlled substances in the workplace will be subjected to disciplinary action and may be reported to law enforcement officials for criminal prosecution.
Employees shall notify the proper supervisor of the use of medically prescribed drugs, which may adversely affect job performance and safety. Supervisors will not attempt to diagnose alcoholism or drug dependency, but will bring to the attention of appropriate Springs management deteriorating performance or abnormal behavior as evidenced by symptoms. The Executive Director will take appropriate action, which may include counseling, referral to a treatment program, cost to be the responsibility of the employee, drug test or termination.
Any employee who recognizes his/her drug or alcohol dependency and seeks treatment will be afforded confidentiality, as long as it is consistent with safety and other Springs policies. As mandated by the Drug-Free Work Place Act of 1988, employees must, as a condition of employment, abide by this policy and report any conviction of criminal drug related offense to his/her supervisor within five (5) days of the conviction. Supervisors who obtain such information must report it to the Executive Director. This information should be provided to the appropriate governmental body by Springs and to DHS within ten (10) days, as required by law.
6.2(c) Alcohol Free Work Place
The use of alcoholic beverages is strictly prohibited in the workplace. Alcoholic beverages are not permitted on the grounds of any agency owned or leased property. No employee shall be under the influence, regardless of where consumption occurred. Employees found to be under the influence will be subject to disciplinary action.
6.3 Use of Telephones
Cellular phones are provided by Springs to each Agency owned vehicle. A phone stipend is dispersed to professional staff and House Managers who are required to be on call. Having a cellular phone also allows them to respond to emergencies and staffing issues.
Springs recognizes that employees will, on occasion, need to use the telephone for personal reasons. These calls should be kept to a minimum, both in number and in duration. Personal calls should last no longer than 10 minutes. All personal long distances calls are to be recorded in the telephone log and are to be reimbursed by staff when the phone bill arrives. Should an employee terminate employment with an outstanding phone bill, Springs reserves the right to collect this debt from the employee’s final paycheck.
6.3(a) Computer Usage
Springs provides Internet access and e-mail to its employees as tools to facilitate communications and research directly related to Springs’ operations. All existing company policies apply to an Employee’s conduct on the Internet, especially, but not limited to, intellectual property protections, privacy, misuse of company resources, sexual harassment, information and data security and confidentiality.
Internet and e-mail access must not be used for communication of a personal, private or non-business nature or for purposes that are unlawful or offensive.
6.4 Visitors
To provide for the safety and security of recipients, employees and facilities at Springs, only authorized visitors are allowed in the workplace. Restricting unauthorized visitors helps maintain safety standards, protects against theft, protects confidential information, safeguards employee welfare and avoids potential distractions and disturbances.
If an unauthorized individual is observed on Springs property, employees should immediately notify their supervisor.
6.5 Violence in the Workplace
In order to provide for the safety and security of the recipients, employees and the facilities of Springs, violence will not be tolerated. An employee should immediately notify their supervisor of a problem and if necessary dial 911. Any employee found to be violating the no tolerance policy will be subject to disciplinary actions.
6.5(a) Fire Arms
As of January 1, 1996, it is legal in the state of Oklahoma to carry concealed firearms with the appropriate license and training. However, it is against Springs, Inc. policy for staff to be armed with a firearm on their person or in their possession while on Springs property or during Springs business.
6.6 Personal Appearance
Dress, grooming and personal cleanliness standards contribute to the morale of all employees and affect the business image that Springs presents to the community.
During business hours, Springs insists that careful grooming, personal cleanliness and neatness be given full consideration by each employee. Employees who appear for work inappropriately dressed will be sent home and directed to work in proper attire.
6.6(a) Personal Articles
Springs is not responsible for employee property. The Agency will not bear responsibility for the reimbursement for lost or damaged property. Employees are encouraged not to bring large sums of money or valuable items to work. All personal items should be kept in a secure area.
7. Relationships and Confidentiality
Springs’ mission is to assist the individuals who receive our services in achieving their highest levels of functioning and independence. In order to attain this goal, it is imperative that employees communicate and cooperate with one another. Relationship between employees that interfere with the Agency goals will not be tolerated. An employee experiencing difficulty in getting along with another should discuss the situation with his/her supervisor unless the employees can work out the problems on their own.
7.1 Recipient and Staff Interactions
The relationship between staff and recipients is crucial. Recipients will best benefit from the employees presence in their home when treated with kindness and respect. However, there are certain necessary limits to the relationships between staff and recipients and it is equally important to recognize them. Springs discourages its employees from socializing with recipients during non-working hours. It is recognized that there will be exceptions to this general rule, but it needs to be discussed in advance with the employee’s supervisor.
The employee’s family members are not to be at the recipient’s home while the employee is working. A family member’s presence can disrupt the services provided to the recipient. It is not expected that employees take any individual to their personal place of residence. For special occasions and holidays, exceptions can be made only with the recipient’s team approval.
Clear boundaries concerning employee/recipient relationship must be established by each employee to reduce the recipient’s competition for individual attention and an atmosphere of favoritism, which can lead to behavioral problems within the Agency. It is important that employees use their time away from job responsibilities to fulfill personal needs, personal commitments and to obtain proper physical and emotional relaxation.
To assist employees and recipients in setting clear boundaries, employees are not to engage in any financial transaction with the recipients. For example, there should be no selling or purchasing property, loaning money, or giving gifts with a cumulative value greater than $100.00. Employees are not to accept gifts or encourage recipients to buy gifts for them or members of their families. The only Agency exception to this general rule is the “Secret Santa” gift exchange among recipients and employees. Any and all exceptions to this gift giving policy must be discussed with the employee’s supervisor.
Financial exploitation of a recipient is expressly prohibited.
7.2 Abuse and Neglect
Abuse and or neglect of an Agency recipient is strictly and expressly prohibited by Spring, Inc. It is a felony under Oklahoma law to injure or cause appreciable pain or emotional distress to a recipient or the Agency, either by direct action or failure to act on the part of a recipient. Each employee has a legal responsibility to report any such action or inaction on the part of another employee.
7.2(a) Employee Rights & Responsibilities in an Abuse/Neglect Investigation
Any employee accused of abuse or neglect of a recipient is entitled to the following during the investigation:
1. To be advised of nature of the allegation(s);
2. To be advised of the administrative process for the investigation of the allegation(s);
3. To be interviewed by the Human Rights Committee and be allowed to give his/her position on the allegation(s);
4. To be advised of the substance of the evidence against him or her prior to making a statement to the Human Rights Committee;
5. To refuse to take a polygraph examination without penalty;
6. To submit or supplement a written statement relating to the allegation(s);
7. To seek and receive advice concerning employee rights and responsibilities in the administrative process for investigation and review of alleged mistreatment.
Any employee involved in the investigation of alleged mistreatment has the following responsibilities:
1. To prepare a written incident report concerning the situation, which may be reportable under policy as mistreatment if present when and where the alleged mistreatment occurred;
2. To be available for scheduled interviews relating to the investigation of the alleged mistreatment;
3. To respond fully and truthfully to questions relating to the alleged mistreatment. (An employee who believes that his/her answers to official inquiry concerning alleged mistreatment may incriminate him/herself in a criminal prosecution for child abuse may discontinue the interview);
4. To refrain from any action that may interfere with the investigation of alleged mistreatment, including action that may intimidate, threaten or harass any person who has or may provide information regarding the alleged mistreatment.
The investigation process includes the following four steps:
1. Interview recipient alleged to have been mistreated, any witnesses or persons with information concerning the mistreatment, and the employee accused of the mistreatment;
2. The Human Rights Committee prepares a final report and submits the report to the appropriate office;
3. The Executive Director/Board will make a final decision regarding disciplinary action;
4. Should the final determination be that no mistreatment occurred, no report will be placed in the employee’s personnel file.
7.3 Treatment of an Employee with Communicable Diseases
Springs is of the belief that all employees should be on the job at their assigned tasks unless they are prevented from doing so because of illness or other emergency reasons. The Board shall not make rules or regulations restricting an employee’s right to discharge his/her job responsibilities except as follows:
1. When the employee is placed on suspension for disciplinary reasons;
2 When it is deemed to be in the best interest of the employee for his/her personal health or safety or that of another;
3. When the employee has been diagnosed as having a contagious or communicable disease that might be transmitted to others. The types of contagious diseases shall include, but are not limited to: the current international Classification of Disease maintained by the Health, Rehabilitative Services Statewide Communicable Disease Surveillance and Reporting system. In addition, any employee with pediculosis, impetigo, scabies or ringworm shall be considered a potential threat to the health and safety of others and shall be isolated or directed to remain off the job if a physician so advises. Medical clearance from a physician will be required before an employee infected with a contagious or communicable disease is permitted to return to work.
4. When an employee has been diagnosed as infected with AIDS (Acquired Immune Deficiency Syndrome) or AIDS-Related Complex, he/she shall not be automatically denied the right of access to the job; a denial shall not prevent the employee from working in a more restrictive or isolated environment pending an immediate review of his or her status as described herein.
7.3(a) AIDS
The determination of whether an infected employee be excluded from work shall made on a case-by-case basis by a team composed of public health personnel, the employee’s physician or his/her representative, Springs’s attorney, and other appropriate Springs personnel including, but not limited to, the Director and the employee’s supervisor.
The team shall be guided by:
1. The behavior, neurological condition or physical condition of the employee because it is expected that an employee with AIDS will deteriorate physically over time; the employee may not be able to or may become unable to perform the essential functions of his/her job that was previously assigned;
2. The anticipated or expected type of interaction with others in the work setting;
3. The impact on both the infected individual and others in that setting; the assessment from the team shall be based solely on scientific and medical evidence and not upon unfounded fears, personal bias, emotional outcry or public pressure.
No Springs employee shall be suspended, with or without pay, terminated or subjected to any other adverse employment action solely because he/she is an infected individual. However, when the Director is made aware that an employee has been diagnosed as infected with AIDS, the Director shall either place the employee on mandatory sick leave or remove the employee from any type of contact with other persons until the team has met to review the status of the employee. The Director shall report the case to the Oklahoma Department of Health.
No decision or recommendation of the team to place an AIDS-infected employee in contact with or to remove contact with a non-infected employee shall be considered binding on the Springs Board of Directors. Should the Board decide at any time that it is in the best interest of the recipient, other employees, or the infected employee that the infected employee be restricted from contact with others, the Board may deny access temporarily to the workplace.
Springs may pursue legal action in obtaining a permanent restraining order or injunction against such person on the grounds if the AIDS-infected employee poses a serious threat to the health and safety of the recipients or other employees under the Agency’s care and control. In all instances, appropriate precautions are to be taken to ensure that the employee’s employment and civil rights are protected against discrimination, unproven charges, or unsubstantiated claims.
Employees who have regular contact with infected recipients or infected employees shall receive training and proper equipment for handling such contacts including instruction in disinfecting areas that may be contaminated by blood or bodily fluids, unless the infected person has been placed under restrictive contact provisions.
There shall be no mandatory testing of employees for the AIDS antibodies as a condition of employment. However, if an employee withholds information about his or her condition that may affect employment status when such is requested, it shall be considered a ground for possible termination.
Protection of the information regarding AIDS-infected employees shall be maintained. Only those employees and members of the team who have an absolute need to know are to be made aware of the identity of the AIDS-infected employee.
8. Confidentiality & Accountability
Confidentiality is an important component to all work at Springs It is important that everyone affiliated understand the importance of his/her personal responsibility in maintaining the personal and confidential information regarding recipients.
Confidentiality as used herein means that party has been made privy to information that would, under other circumstances, be considered private. Because Springs provides recipients with comprehensive services, it is essential that employees be fully informed. However, it is not necessary for those who do not provide services to the recipient be informed of confidential information.
All information concerning a recipient is considered confidential and is to be relayed to other employees and the recipient’s Interdisciplinary Team on a need-to-know basis only. Care must be taken not to discuss a recipient in his/her presence as if they were not present. Confidential information concerning a recipient is not to be discussed with another recipient.
All written documentation concerning a recipient is confidential. All files pertaining to the recipients are to be kept locked and the recipient has the right to access his/her file and to have someone answer questions pertaining to his/her file. All notations in the Daily Observations should be free of named references or other recipients. It is important that staff sign and date all log entries.
9. Disciplinary Actions and Involuntary Termination
Springs has adopted work and conduct rules that allow the Agency to operate in an orderly and efficient manner. All employees are responsible for understanding and following these rules. Violations of these rules will result in disciplinary action. Disciplinary actions will be supported by written documentations that clearly identify the reasons for such action taken. Springs will not retaliate, or allow retaliation, against anyone who reports or provide documentation of any violations concerning work conduct and or treatment of recipients of Springs’ services.
Supporting documentation will vary depending on circumstances, but will normally include one or more of the following: memo detailing a verbal warning, written warning, plan of correction, or other materials relating to the basic job action. The employee will be given copies of all documentation.
The following lists outline the three levels of work and conduct rule isolations that will result in the designated disciplinary action. These lists are not all inclusive.
Category 1: Work and conduct violations of this type will subject an employee to immediate involuntary termination
1. Proven abuse, neglect or mistreatment of a resident;
2. Theft or unauthorized possession of Springs property or the property of any other person;
3. Possession of weapons or explosives on Springs property;
4. Sabotage;
5. Falsification of job application, timesheets, expense reports, check requests or any other Springs reports or records;
6. Unauthorized disclosures misuse or remove of confidential information;
7. Possessing, drinking, using or being under the influence of illegal drugs or alcoholic beverages on Springs Inc. property or while on Agency business;
8. Insubordination;
9. Absence of two consecutive working days without notifying the Agency;
10. Offering or accepting bribes, improper gifts, payments or kickbacks;
11. Any act on Springs property that was intended to inflict bodily harm;
12. Unauthorized posting or removing information on Springs bulletin boards;
13. Deliberate misuse or destruction of Springs property or the property of another;
14. Any act in the community that may be construed as reflecting a negative image on Springs;
15. Degrading an individual served by Springs
Category 11: Work and conduct violations of this type will subject an employee to termination in accordance with the following procedures:
First Occurrence- Written warning
Second Occurrence- Immediate termination
1. Threatening, intimidating or coercing recipients or employees;
2. Deliberately delaying or hindering work from being done;
3. Knowingly signing in/out a timesheet of another;
4. Carelessness resulting in work delays, poor quality work, or insufficient quantity of work;
5. Making false, vicious or malicious statements concerning any recipient, employee or the Agency;
6. Performing unauthorized personal work on Agency time with Agency materials or equipment;
7. Sleeping on the job, except as providing in the work schedule;
8. Horseplay or non-compliance with the safety regulations;
9. Verbal or non-verbal harassment of other employees or recipients because of sex, race, color, national origin or ancestry, political affiliations, religious opinion or handicap conditions;
10. Distribution of any obscene material on Springs property or the defacement of Springs property.
Category 111: Work and conduct violations of this type will subject an employee to termination in accordance with the following procedures:
First Occurrence: Official verbal warning
Second Occurrence: Written warning
Third Occurrence: Immediate termination
1. Excessive unexcused tardiness or unexcused absences from the job;
2. Inability or refusal to work the schedule prescribed by management;
3. Smoking or use of tobacco products in non-smoking areas;
4. Excessive personal calls or visitors during working hours;
5. Concealing or failure to report an error or mistake;
6. Use of abusive, profane or obscene language;
7. Distracting attention of others from work or causing confusion by unnecessary shouting, horseplay or demonstration;
8. Leaving assigned duty during working hours without properly notifying his/her supervisor.
10. Grievance Procedure & Appeals
An employee with a specific dissatisfaction that has not been resolved after a conference with his/her supervisor may use the Grievance Procedure to resolve the matter.
A grievance may be filed when an employee is:
1. Dissatisfied with the manner in which vacation, sick, emergency or holiday leave is records
2. Feeling that unfair practices exist regarding promotions, demotions, suspensions, recommendations for termination or
3. Dissatisfied with supervisory practices or working conditions.
Before filing a grievance, an employee must discuss the matter with his/her supervisor. The grievance must be filed within 15 working days following the action or inaction about which the employee is dissatisfied. Questions concerning the procedure for filing a grievance should be addressed to the employee’s supervisor and/or the Grievance Coordinator.
If the employee is dissatisfied with the proposed resolution of the grievance, then the Executive Director/Grievance Coordinator will set up a three member Grievance Committee. One member shall be chosen by the Director, one shall be chosen by the grievant, and the third member shall be chosen jointly by the Director and the grievant. The Grievance Committee will hear and review all evidence presented by the grievant and the Director, and will make a recommendation of action. In some cases, appeal may be directed to the Equal Employment Opportunity Commission.
11. Antidiscrimination Policy
Your antidiscrimination policy should explain the company’s commitment to equal opportunity. It should describe what is prohibited, let employees know what to do if they witness or suffer discrimination, and tell employees how the company will deal with discrimination and tell employees how the company will dealt with the discrimination in the work place.
11.1 Our Commitment to Equal Employment Opportunity
Springs is strongly committed to providing equal employment opportunity for all employees and all applicants for employment. For us, this is the only acceptable way to do business.
All employment decisions at Springs—including those relating to hiring, promotion, transfers, benefits, compensation, placement, and termination—will be made without regard to race, color, national origin, religion, sex, age, disability or citizenship status.
Any employee or applicant who believes that he or she has been discriminated against in violation of this policy should immediately file a complaint with Executive Director/Grievance Coordinator as explained in our Grievance Procedure. We encourage you to come forward if you have suffered or witnessed what you believe to be discrimination—we cannot solve the problem until you let us know about it. Springs will not retaliate, or allow retaliation, against any employee or applicant who complains of discrimination, assists in an investigation of possible discrimination, or files an administrative charge or lawsuit alleging discrimination.
Managers are required to report any discriminatory conduct or incidents, as described in our Grievance Procedure.
Springs will not tolerate discrimination against any employee or applicant. We will take immediate and appropriate disciplinary action against any employee who violates this policy.
11.2 Harassment Will Not Be Tolerated
It is our policy and our responsibility to provide our employees with a workplace free from harassment. Harassment on the basis of race, color, national origin, religion, sex, age, disability or citizenship status undermines our workplace morale and our commitment to treat each other with dignity and respect. Accordingly, harassment will not be tolerated at Springs.
Harassment can take many forms, including but not limited to touching or other unwanted physical contact, posting offensive cartoons or pictures, using slurs or other derogatory terms telling offensive or lewd jokes and stories, and sending email messages with offensive content. Unwanted sexual advances, requests for sexual favors and sexually suggestive gestures, jokes, propositions, email messages, or other communications all constitute harassment.
If you experience or witness any form of harassment in the workplace, please immediately notify the company by following the steps outlined in our Grievance Procedure (see Section 9.1 of this Handbook). We encourage you to come forward with complaints—the sooner we learn about the problem, the sooner we can take steps to resolve it. Springs will not retaliate, or allow retaliation, against anyone who complains of harassment, assists in a harassment investigation, or files an administrative charge or lawsuit alleging harassment. All managers are required to immediately report any incidents of harassment, as set forth in our Grievance Procedure.
Grievances will be investigated quickly. Those who are found to have violated this policy will be subject to appropriate disciplinary action, up to and including termination.
12. Resignation
Resignation is a voluntary act initiated by the employee to terminate employment with Springs. Springs requires two (2) weeks written notice from all employees. Failure to provide two (2) weeks written notice and/or failure to work the last two (2) weeks of employment will cause the employee to forfeit one-half of his/her accrued benefits. The letter of resignation should state the employee’s reasons for leaving and should be presented to the employee’s supervisor.
12.1 Return of Property
Employees are responsible for all property, materials, or written information issued to them or in their possession or control. Employees must return all Springs property immediately upon request or upon termination of employment. Where permitted by applicable laws, Springs may withhold from the employee’s check or final paycheck the cost of any items that are not returned when required. Springs may also take all action deemed appropriate to recover or protect its property.