FIT/UCE EMPLOYEE ASSISTANCE PROGRAM

POLICY AND PROCEDURE MANUAL
 

I. POLICY STATEMENT

The FIT/UCE Employee Assistance Program (EAP) addresses personal problems which may affect an individual employee's ability to function on the job. These problems include: personal or job-related stress, family or marital problems, legal or financial difficulties, alcohol/drug abuse, and other behavioral/medical problems. The basic purpose of the program is to help employees with these problems in order to improve their personal productivity, their relations with their families, their unions, their employer, and the public they serve.

FIT and the UCE recognize that these problems can be dealt with effectively through appropriate professional assistance. Helping employees who are motivated to resolve their problems is in the best interests of both employees and employers. An effective program will result in greater employee productivity. Therefore, an Employee Assistance Program developed and administered by the UCE and Administration of FIT benefits all employees.

The EAP consists of equal representations from labor and management. The main objective of the EAP is to help employees preserve their physical and emotional health in order to insure their continued usefulness to themselves, their families, and their employers. The goal of the program is to assist employees in resolving personal problems that impact on job performance, motivate the employee to seek help, and direct the employee toward the best assistance possible.

II. STRUCTURE OF EAP COMMITTEE

An EAP committee is established with equal representation from management and labor to implement this policy. Committee members are appointed by the President of the College (administrative representatives), and the President of the Union (union representatives).

Committee representatives from both labor and management should have sufficient authority so that committee decisions will most likely be acceptable to the union and management. It is difficult for a committee to function under the apprehension of having its work vetoed by a higher authority. The members should be knowledgeable about the thinking and philosophy of the faction they represent. They should be respected members of that faction who have designated them to serve to resolve a problem that affects people in all ranks. The Committee should not be a grievance or negotiation committee in disguise. People who may be objectionable to either side should not be asked to serve.

It should be clearly understood that the Committee functions in a promotional and supervisory capacity. Committee members are not involved in any activities of the program requiring direct involvement with employees who come for help. In order to insure total confidentiality, not even committee members should be aware of individuals who are using the program. The Committee should consist of six members, with the Coordinator/Counselor participating in meetings on a non-voting, regular basis.

Role and Responsibilities of the EAP Committee:

A. Selection of EAP Coordinator/Counselor:

1. The EAP Committee selects , and dismisses if necessary, a Coordinator/Counselor by a majority vote and makes a recommendation to the President of the College and the President of the Union for its approval.

2. Characteristics that a committee must consider when selecting the EAP Coordinator/Counselor:

- commitment to program ideals
- interest in the general welfare of the employees
- ability in planning and organizing
- ability to communicate with people on a personal level
- public speaking ability
- not being associated with a group or cause unacceptable to management, labor, or employees (neutrality)
- interest in the community, its services and resources
- traits of reliability, stability, open-mindedness, and discretion
- ability to maintain confidentiality
- good interpersonal skills
- history of productive relationships with co-workers
- skills as a good listener and interviewer
- flexibility of available time

B. Secure a private setting for Coordinator/Counselor to see referred employees. Location should have a secure area for a private voice mail system and locked file cabinets. The Coordinator/Counselor are the only ones who have access to the private voice mail system and file cabinets.

C. Support the neutral, confidential role of the Coordinator/Counselor in all matters pertaining to the delivery of client services. Committee members are not privy to client information other than statistics or referral resources.

D. Interfaces with administration and/or Union in meeting needs of the Coordinator/Counselor for number of hours to be worked or release time, administrative problems, travel allowances, work performance evaluation, office space.

Determining Coordinator Time Arrangements:

1. It is the responsibility of the Committee to assess the needs of the Coordinator/Counselor, including the time considerations or release time, if necessary, and make recommendations to the President of FIT and the President of UCE.

2. Provisions should be made for:

- Coordinator/Counselor's information and referral services
- local committee meetings
- professional development

3. Time allotment is to include provision for interviewing, paperwork and telephone commitments, promotional activities, resource development follow-up, and other functions deemed necessary by the Committee.

E. Annually evaluate the work performance of the Coordinator/Counselor. Review effectiveness of the Coordinator/Counselor to ensure that satisfactory referral and follow-up services are maintained through quarterly and annual reports to the Committee.

F. Approve training requests of Coordinator/Counselor.

G. Review statistical reports in a timely manner. Review the program's functioning, and establish a base of statistical information to evaluate the EAP. This procedure is designed to elicit aggregate data only for the purpose of planning and evaluation.

H. Ensure that all policies and procedures of the EAP are adhered to.

I. Establish EAP budget for:

- telephone, answering devices
- expenses for all approved related training ventures for Coordinator/Counselor
- approve promotional materials, including pamphlets, posters, films, etc.
- appropriate office space for Coordinator/Counselor
- desks and chairs
- stationery and business cards
- mailing and printing costs
- office supplies
- literature and journal subscriptions
- malpractice insurance for EAP Coordinator, Counselor and Committee members.

J. Ensure the neutrality of the EAP in all matters that pertain to this program.

K. Ensure that uniformity is maintained in conducting the program across all employee levels.

L. The chairperson position is selected by the EAP Committee members.

Responsibilities of Chairperson:

- Facilitate EAP meetings
- Prepare and circulate agenda for Committee meetings
- Keep open lines of communication with Coordinator/Counselor
- Sign time sheets, budget requests, education/training requests,
- and work performance evaluations

III. EAP COORDINATOR

A. The program Coordinator serves at the pleasure of the President of the College and the President of the Union upon recommendation by the EAP Committee. The EAP Committee will evaluate, on an annual basis, the work performance of the Coordinator.

B. Promotes and publicizes the program within FIT through distribution of materials and presentation of preventive programs. The Coordinator develops mailers, newsletters, employee orientations, poster campaigns, training, etc.

C. The Coordinator will present to the Committee recommendations about the needs of the program based on firsthand knowledge of the issues he or she handles.

D. The Coordinator is not a member of the Committee, but rather reports to the Committee for support and supervision. The Coordinator will discuss the program with the EAP Committee, providing the Committee with a quarterly and annual report.

E. The Coordinator/Counselor serve as a confidential referral source to employees who are experiencing personal problems. The Coordinator/Counselor cannot refer FIT employees to their private practices while employed by FIT.

F. The Coordinator's primary responsibility is to interview, assess, and refer for treatment employees who seek assistance to resolve personal problems. The Coordinator also serves as a referral agent, and is expected to promote the understanding and acceptance of the EAP within FIT.

G. The Coordinator identifies and contacts, on an on-going basis, local community, public, and private agencies that provide relevant services. Maintains contact with employees and agencies to ensure that referrals are appropriate, but he or she cannot become involved in ongoing treatment.

H. Provides training programs for supervisors and employees.

I. Maintains policies and procedures.

J. Supervises and evaluates Counselor and program staff.

K. Provides insurance coverage information for referral purposes.

IV. OPERATION OF THE PROGRAM

A. All clients are considered voluntary.

B. A Coordinator/Counselor is strictly prohibited from initiating first contact with a potential client.

C. Guidelines regarding supervisory involvement and prohibitions will be determined by the EAP Committee based upon legal and statewide guidelines.

D. Guidelines for the disclosure of information regarding the employee will be established by the EAP Committee based upon legal and statewide guidelines.

E. Employee's job security or promotional opportunities will not be jeopardized by seeking EAP assistance. Employees will be encouraged, but not required, to seek help. No information obtained from or about an employee, as a result of participation in this program, shall be made available to, or be used for, any purpose by either labor or management--including any actual or contemplated disciplinary proceedings involving the employee--without the written consent of the employee. The employee shall be under no obligation to act in accordance with the course of action arrived at in consultation with the Coordinator/Counselor.

F. The decision to keep an appointment with the Coordinator/Counselor and the decision to accept any referral made, or assistance offered, rests entirely with the employee.

G. Use of the program will not result in any special regulations, privileges, or exemptions from standard practices applicable to job performance requirements.

V. PROGRAM ELIGIBILITY AND SERVICES OF THE EAP

A. The EAP is an information and referral service for employees, their families and significant others. After an employee or their family member/significant other contact the EAP, the Coordinator/Counselor will arrange an appointment to make an assessment of the problem and provide information, and a referral to an appropriate resource, if indicated.

B. The Program will provide training to supervisors to educate them about the services of the EAP; to assist them in identifying and referring a troubled employee; and to provide education about substance abuse in compliance with governmental guidelines.   Supervisors will be encouraged to contact the Coordinator/Counselor if they are contemplating referring an employee, to alert the Coordinator/Counselor to the situation.

C. The Program will be available to provide consultations to supervisors to assist them in dealing with the troubled employee, with the eventual goal of getting the employee to contact directly the EAP for assistance.

D. The Program will provide employee orientations to educate employees about the services of the EAP.

E. The Program will provide workshops based upon assessment of employee's needs.

VI. REFERRAL PROCEDURE

Any employee, family member/significant other, can arrange a confidential appointment to see the Coordinator/Counselor by calling (212) 217-7167. Voice mail is connected 24 hours a day, and messages are retrieved daily. All efforts will be made to provide an appointment within a week of the initial phone contact. If the situation is an emergency, employee, family member, or significant other should identify it as such.

1. Once an employee, family member, or significant other contacts the EAP, an assessment is made and appropriate referral provided if indicated.

2. Questions to be asked of potential providers will include but not be limited to their:

- licensing and certification
- treatment and approach
- malpractice information
- educational background
- professional training and experience

1. Informal Referral
If a supervisor notices that an employee is having job performance problems that are not severe enough to warrant a disciplinary memo, the supervisor can refer the employee directly to EAP. The EAP is a totally voluntary program, and it is up to the employee to decide whether he or she wants to contact the EAP.

2. Formal Referral
If a supervisor notices a persistent performance problem and has taken progressive disciplinary action, the supervisor and/or Personnel Administration Department can refer the employee to the EAP.

a. The employee who attends the EAP and follows treatment recommendations must be given a reasonable amount of time (i.e. three to six weeks) to show some improvement of job performance problems. It is the responsibility of the supervisor to continue disciplinary procedures if performance problems persist.

b. Refusal of EAP assistance does not constitute grounds for disciplinary action. On the other hand, acceptance of an EAP referral does not remove an employee's responsibility to improve work performance. Ultimately, the employee's job performance must improve whether or not he/she contacts the EAP and whether or not he/she accepts treatment recommendations.

c. If the employee signs a release form and a request is made by the supervisor or Personnel Administration, the only information released will be attendance and compliance with the treatment recommendations. Under no circumstances will the nature of the problem or specifics of referral be released unless otherwise required by law. No information will be released without a signed release form.

d. Supervisors will be encouraged to refer the employee to the EAP for further evaluation should job performance problems persist.

e. With signed release forms, the EAP Coordinator/Counselor will maintain contact with the treating client and/or personnel for an appropriate amount of time to ensure that the employee is receiving necessary care.

A. The EAP is a strictly confidential program. Under no circumstances, unless otherwise required by law, will any information regarding the employee be released without a signed consent form.

B. The only exceptions to confidentiality are:

- the information is required by law to be disclosed
- there is a reasonable belief that an employee's conduct places him or her or another person in imminent threat of bodily harm
- there is reasonable cause to suspect child abuse has or will be committed.

A. Any employee who contacts the EAP and subsequently is recommended for a leave of absence will follow the normal guidelines to apply for a leave. It will be the responsibility of the employee to provide appropriate medical documentation as required by the college.

B. Information relating to the specifics of the employee's treatment that is to be obtained directly from the facility or individual providing treatment. This is in compliance with federal and state confidentiality regulations.

A. Employee On Leave of Absence:

1. The Coordinator/Counselor will maintain contact with the treating facility/individual to obtain pertinent treatment information and after-care recommendations to facilitate re-entry to the work force with the ultimate goal of resolving job performance problems.

2. The Coordinator/Counselor will meet with employee upon return to work to discuss aftercare planning and facilitate transition back to work and the meeting of treatment goals.

B. Supervisors will be encouraged to refer the employees to the EAP for further evaluation should job performance problems persist.

C. With signed release forms, the Coordinator/Counselor will maintain contact with the treating client and/or personnel for an appropriate amount of time to ensure the employee is receiving necessary care.

A. Employees should use their lunch hour to see the Coordinator/Counselor, if they do not wish to inform their supervisor that they are seeking the services of the EAP. If a lunchtime appointment is unavailable, arrangements can also be made to see the Coordinator/Counselor before or after work.

B. An employee can request to use work time to see the Coordinator/Counselor and it is up to the discretion of the supervisor to give permission. If the employee signs a release form, the Coordinator/Counselor can verify whether the employee kept the appointment. No other information be given unless indicated on the signed release form.

A. All EAP records are totally confidential and kept in locked files for which only the Coordinator/Counselor has keys. The Committee maintains an office key, which is kept in a sealed, signed envelope in the Committee Chairperson's office. The envelope will be signed by all Committee members and is to be opened only in case of an emergency.

B. No names will be kept on records to insure the utmost confidentiality. The names of employees who have utilized the EAP will be kept in a separate locked file and be cross-referenced for Coordinator/Counselor's information.

C. Written information regarding employee will be minimal and will only be used by the Coordinator/Counselor for assessment and statistical purposes.

D. The EAP records are separate from any other personnel records and will not be released to anyone unless a signed release form is obtained specifying which information is to be released and the time frame for which the release is valid.

E. The EAP records will be kept on file for three years.

F. In the event of the termination of the program, the Coordinator/Counselor will destroy all the confidential files.

It is the responsibility of the Coordinator/Counselor to obtain coverage for the EAP when she or he is unavailable. The Coordinator/Counselor will verify the acceptability of the Coordinator/Counselor replacement with the Committee.

The Coordinator/Counselor will keep quarterly and fiscal year-end statistics regarding program utilization and will submit to the EAP Committee in a timely fashion.

The Coordinator/Counselor will have his/her own malpractice insurance.

In addition, FIT/Student Faculty Corporation will purchase malpractice insurance for the EAP which will also cover the Committee members.