COMMUNITY RESOURCES FOR JUSTICE, INC.

EMPLOYEE HANDBOOK

January, 2007

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Welcome………………………………………………………………………….....4 Introduction ................................................................................................. 5 Values........................................................................................................... 6 Guiding Principles....................................................................................... 7 INTRODUCTION........................................................................................... 9 SECTION I: CATEGORIES OF EMPLOYMENT ........................................... 9

A. Regular Full-Time Employees............................................................. 9 B. Regular Part-Time Employees............................................................ 9 C. Temporary Non-Regular Employees .................................................. 9 D. Part-Time Relief Employees............................................................... 9 E. Co-Op Students and Interns ............................................................... 9 F. Exempt Employees............................................................................. 9 G. Non-Exempt Employees...................................................................... 9

SECTION II: EMPLOYMENT POLICIES.................................................... 10 Introduction ............................................................................................... 10 A. In the Workplace .................................................................................. 10

1. Professional Behavior ...................................................................... 10 2. Tobacco Free Workplace ................................................................. 10 3. Work Attire ....................................................................................... 10 4. Hours of Work.................................................................................. 10 5. Open Door Policy............................................................................. 10 6. Absenteeism and Tardiness............................................................. 11 7. Progressive Discipline...................................................................... 11 8. Resignation...................................................................................... 12 9. Grievance Procedure ....................................................................... 12 10. No Solicitation No Distribution.......................................................... 12 11. Use of CRJ Bulletin Boards.............................................................. 13 12. Use of Cell Phone, Internet, Email and Personal Telephone Calls ... 13

B. Outside Activities ................................................................................ 14

1. Other Commitments......................................................................... 14 2. Working Another Job While on FMLA or Paid Leave......................... 14 3. Political Activity ................................................................................. 14

C. Federal and State Employment Policies ............................................ 15

1. Equal Employment Opportunity........................................................ 15 2. Sexual Harassment and Discrimination Policy ................................. 15 3. Alcohol and Drug-Free Work Place .................................................. 16 4. Immigration Reform and Control Act Of 1986................................... 16 5. Criminal and Driving Background Checks ........................................ 16 6. Physical Examination ....................................................................... 16 7. Displaced Persons Protection Commission Checks (DPPC) ............ 16 8. Educational Background Checks...................................................... 16

D. Confidentiality of Agency and Employee Information....................... 17

1. HIPAA Policy.................................................................................... 17 2. Privacy and Confidentiality of Agency and Employee Information .... 17 3. Access to Personnel Records .......................................................... 17 4. Release of Information to Authorized Parties ................................... 17

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SECTION III: PAYROLL POLICIES........................................................... 18 A. Payroll .................................................................................................. 18

1. Time Reporting ................................................................................ 18 2. Paydays, Paycheck Distribution, and Tax Withholding ..................... 18 3. Short-term Disability Insurance and Worker’s Compensation Pay.... 18

B. Compensation...................................................................................... 18

1. Regular Salary/Pay .......................................................................... 18 2. Overtime Pay ................................................................................... 18 3. Incentive/Bonus Pay ........................................................................ 18 4. Floating Holiday Pay ........................................................................ 18 5. On-call (Beeper) Pay........................................................................ 19 6. Holiday Pay for Part-time and Co-op Employees ............................. 19

C. Deductions ........................................................................................... 19

1. Direct Deposit .................................................................................. 19 2. Overpayment Errors......................................................................... 19 3. Social Security/Medicare.................................................................. 19 4. Unemployment Insurance ................................................................ 19 5. Voluntary Deductions ....................................................................... 20 6. Group Term Life (GTL)..................................................................... 20 7. Employee Expense Reimbursement ................................................ 20

SECTION IV: CRJ EMPLOYEE BENEFITS............................................... 20 A. Paid Time Off Benefits........................................................................ 20

1. Sick Days......................................................................................... 20 2. Vacation Days.................................................................................. 20 3. Holidays and Floating Holidays ........................................................ 21 4. Jury Duty.......................................................................................... 21 5. Bereavement Leave......................................................................... 22

B. Leaves of Absence .............................................................................. 22

1. Family and Medical Leave (FMLA)................................................... 22 2. Unpaid Leaves of Absence .............................................................. 22 3. MA Small Necessities Leave Act...................................................... 22 4. Military Leave - USERRA................................................................. 23

SECTION V: INSURANCE BENEFIT PROGRAMS ................................... 23 A. Insurance Benefits............................................................................... 23

1. Medical Insurance............................................................................ 23 2. Medical Opt-out Payments............................................................... 23 3. Dental Insurance.............................................................................. 23 4. Domestic Partner Coverage ............................................................. 23 5. Benefits Continuation (COBRA) ....................................................... 23 6. Life Insurance/Accidental Death and Dismemberment Insurance..... 24 7. Short-term Disability Insurance ........................................................ 24 8. Long-term Disability Insurance......................................................... 24 9. Worker’s Compensation Insurance .................................................. 25

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B. Other Benefits...................................................................................... 25 1. Flexible Spending Accounts ............................................................. 25 2. 401(k) Retirement Plan .................................................................... 25 3. Clear Master Card............................................................................ 25 4. Employee Referral Bonus ................................................................ 25 5. Work/Life Balance Program ............................................................. 26 6. MBTA Passes .................................................................................. 26 7. Professional Development ............................................................... 26 8. Tuition Remission ............................................................................ 26 9. Tuition Reimbursement .................................................................... 26

SECTION VI: CAREER DEV, PERFORMANCE MANAGEMENT , &

JOB LEVELS &DESCRIPTIONS ....................................................... 27 A. Career Development............................................................................ 27

1. e-Academy....................................................................................... 27 2. Training............................................................................................ 27

B. Performance Managment .................................................................... 28

1. New Employee Orientation............................................................... 28 2. Performance Reviews...................................................................... 28 3. Membership In Professional Organizations ...................................... 29

C. Job Levels and Job Descriptions for Staff at CRJ............................. 29

1. Non-exempt Direct Service Staff ...................................................... 29 2. Exempt Professional Staff ................................................................ 30 3. Managerial Staff............................................................................... 30

D. Job Descriptions.................................................................................. 31

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Dear Colleague: I would like to take this opportunity to welcome you as an employee of Community Resources for Justice. This Employee Handbook was designed to familiarize employees with the benefits, opportunities, and responsibilities of employment with Community Resources for Justice, Inc. (CRJ), and be used as a reference throughout your employment. CRJ recognizes its employees are vital elements in the success of the Agency, and hopes each employee finds the opportunity for growth and self-improvement in the field of human services. All CRJ employees are encouraged to make written comments or suggestions to their supervisors and/or the Chief Executive Officer at any time to propose improvements in our programs and services. Employees are expected to develop and maintain resources for the programs or departments in which they are employed and for the Agency as a whole. Through this exchange of information, CRJ can continue to be innovative, efficient and responsive to the needs of our employees, clients, communities and contract agencies. CRJ values your commitment to our mission, and hopes that our association will be mutually rewarding. Sincerely, Julia Livingston President, Board of Directors

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Introduction

Community Resources for Justice (CRJ) is an organization driven by a sense of mission, a vision for the future of our agency, and a set of values we strive to constantly exemplify. We expect all members of our organization not only to hold themselves to these high standards, but to help in holding co-workers accountable as well. We believe that clarity about our vision, mission, and values empowers our staff to make good decisions, act independently and creatively, and create positive change in the lives of those we serve.

Vision

Community Resources for Justice is respected for innovation and creativity and for its contributions to social justice. Our programs are known worldwide for quality and efficacy demonstrated by measurable outcomes. Our employees are recognized as the best-trained and most dedicated practitioners in their fields.

Mission

Community Resources for Justice supports our most challenged citizens.

We work with individuals in, or at risk of being in, the adult or juvenile justice systems; individuals transitioning out of these systems back to their communities; and individuals with developmental disabilities requiring intensive support to be part of the community. Our unique mix of innovative services, advocacy for system improvement, research and publications is designed to build the capacity of people to live safe and productive lives. These efforts also help communities gain an enhanced sense of safety and improved quality of life.

In everything we do, we are dedicated to being an organization that performs at the highest level, with a workforce possessing the skills and knowledge that ensure a strong and positive impact on our clients, our communities and our profession.

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Values

The CRJ values govern our behavior. Our goal is to exemplify these values in all our interactions, whether with our colleagues, our clients, other service providers, our neighbors or our partners.

Integrity We are honest and open in our work and our dealings with others.

We are principled and fair. Our actions engender trust and we seek always to deserve that trust.

Creativity We are innovative in conceiving and executing our work. We are creative in making the most of our resources. We encourage cooperation and collaboration to foster creativity. We are open-minded, flexible and adaptable to change.

Compassion

We honor the inherent dignity of every individual. We exhibit consideration, courtesy and a cooperative spirit. Others’ opinions, culture, contributions and safety are regarded as highly as our own. We demonstrate sensitivity and maintain confidentiality.

Excellence We exhibit professionalism in our interactions, language, dress, and attitude. We strive for continuous improvement in ourselves, our services and facilities. We use our skills to enhance the service and reputation of the agency. We make informed choices to obtain maximum benefit from finite resources.

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Guiding Principles CRJ developed these guiding principles from an extensive review of the literature on best practices in each of our programs. We found that there was a common set of principles that worked effectively with all those individuals we serve. All our staff is trained in these guiding principles, and if we can learn to use them effectively, we will guarantee the best possible outcomes for our clients: personal responsibility, civility, and empowerment. We listen: We seek to establish an environment where listening to the needs of our clients/consumers is the cornerstone that leads to life improvement. All members of the CRJ community practice and assist clients/consumers to practice active listening, avoiding defensiveness, and asking questions for clarification when needed. Active listening is the beginning phase to establishing a solid relationship between clients/consumers and program staff. We focus on behavior: We believe in the ability of individuals to change, regardless of past behavior. Our emphasis is on providing our client/consumers with opportunities to learn new skills, to improve on existing skills, and to use these skills successfully. Interactions between staff and clients/consumers are first and foremost respectful, are consistent and objective, and are open to giving and receiving information. Staff model appropriate behaviors and foster productive relationships between peers, between staff and clients/consumers, and between CRJ programs and supporting/funding agencies. We offer choices: We work to identify choices/alternatives for our clients/consumers, our operations, and ourselves. We focus on learning from results and feedback, thinking about what we are doing and why, making adjustments then trying a new way. Problem solving is a process, not an event. Clients/consumers can develop self-discipline and better problem solving skills by learning to look at choices, to learn from the consequences of their behavior, and to see that there are other ways to respond to life’s situations. We welcome change: We welcome and support change, while recognizing that people often fear the uncertainty involved. Out of respect for, and in recognition of people’s resistance to change, we clearly state the purpose of the change, involve individuals in making decisions around the change, and provide sufficient time and training to adjust to the change. We serve as role models to demonstrate the commitment to change – whether it is an individual behavior, a group procedure, a programmatic adjustment, or an administrative practice.

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CRJ has a rich history and has been responsible for numerous advances in the field of social justice and community corrections for over one hundred and twenty-five years.

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INTRODUCTION CRJ is committed to providing employees with a productive and challenging workplace. In turn, CRJ expects employees to work consistently to the best of their skill, knowledge, and ability. Employees are expected to ask questions, take initiative, think independently, exercise honesty and sound judgment, assume responsibility, adhere to CRJ policies and procedures, demonstrate unquestionable legal, moral and ethical behavior, make constructive suggestions for improvement, and act as positive role models for the people we serve.

This Handbook is provided to answer questions the employee may have about employment and to inform the employee about some of CRJ’s policies. This Handbook may also be changed from time to time. It is not a contract of employment. The employment relationship between CRJ and an employee is of an at-will nature. This means that the employee may resign at any time, and CRJ, as the employer, is also free to terminate the employee with or without notice for any reason or for no reason, at any time, as provided by law.

SECTION I: CATEGORIES OF EMPLOYMENT A. Regular Full-Time Employees

Salaried (exempt) or hourly (non-exempt) employees hired for a regular workweek of 40 hours, depending on Department/Division work schedules, for an unspecified duration of time, are regular full-time employees. This includes full-time employees on Orientation Status, although some benefit limitations may apply during the Orientation Period. (See Orientation/Training and Benefits Sections)

B. Regular Part-Time Employees Hourly, non-temporary employees hired to work a workweek of less than 40 hours are part-time employees. Part-time employees are not eligible for CRJ benefits with the exception of participation in the 401(k) Plan, holiday pay as defined in the compensation section and the Flexible Spending Plan. Employees working in excess of 40 hours per week will be paid one-and-one half times their regular rate of pay in accordance with FLSA. Employees are subject to standard payroll deductions including Social Security (FICA), and Federal and State taxes.

C. Temporary Non-Regular Employees Hourly employees, who are hired on a full-time or part-time schedule, for a specified period of time not to exceed ninety (90) days without additional written approval by a CRJ Executive Officer, are non-regular employees. Temporary employees are not benefit-eligible, but are subject to standard payroll deductions including Social Security (FICA), and Federal and State taxes.

D. Part-Time Relief Employees Employees who have no regularly scheduled hours are not benefit-eligible, except for participation in the 401 (k) Plan, but are subject to standard payroll deductions including Social Security (FICA), and Federal and State taxes are part-time relief employees.

E. Co-Op Students and Interns Co-op students are employees who are fulfilling a school requirement and may work a set schedule. Co-op students are eligible for holiday pay as noted under the Compensation section. Co-op students and Interns are subject to standard payroll deductions including Social Security (FICA), and Federal and State taxes.

F. Exempt Employees Employees who are not covered by the minimum wage and overtime provisions of the Fair Labor Standards Act and applicable state laws are exempt employees.

G. Non-Exempt Employees Employees who are covered by the minimum wage and overtime provisions of the Fair Labor Standards Act and applicable state laws are non-exempt employees.

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SECTION II: EMPLOYMENT POLICIES

Introduction Employees, contractors, consultants, volunteers and interns have an ethical, moral and legal responsibility to staff, residents and clients not to disclose any confidential information obtained as a result of working within CRJ programs. A. In the Workplace

1. Professional Behavior Employees shall conduct themselves at all times in a manner that reflects favorably on CRJ. As a condition of employment, all employees shall sign and comply with the International Community Corrections Association’s (ICCA) Code of Ethics.

2. Tobacco Free Workplace CRJ is a tobacco free workplace, and there is no smoking and no tobacco products are allowed in CRJ buildings. However, a manager may designate an outside location for smoking.

3. Work Attire CRJ does not have a formal dress code. Depending on the program and the requirements of our funding agencies, managers will enforce a set of standards that ensure employees are dressed appropriately for the situation both while on duty in our program locations and while representing CRJ at outside meetings or community functions. In all cases clothing and other decorations or jewelry should be safe to wear and present a positive image and role model for the people we serve and for our image in the community.

4. Hours of Work a. Non-exempt employees who work in the administrative office and in non-residential

programs are required to work a 40-hour week, inclusive of a one-half hour paid daily meal break. Work hours may be extended to accommodate a longer lunch break if desired, with supervisory approval.

b. Non-exempt employees who work in residential programs are required to work a 40-hour week, which includes a one-half hour daily meal break. This break may be required to be taken on-site.

c. Supervisors will determine individual hours of work.

5. Open Door Policy In the interest of providing an open environment within CRJ, the Open Door Policy reflects our belief that it is in the best interests of everyone at CRJ to maintain a good, solid, open and direct working relationship between management and our employees.

Should an individual employee have an idea/concern/issue that they wish to have addressed, CRJ encourages that the individual employee use the following internal process:

a. The employee should first discuss the matter (idea/concern/issue) with his/her direct supervisor. In most cases, the direct supervisor will have knowledge of the immediate environment and daily issues and is best positioned to provide information/solutions satisfactorily. If the employee believes that it would not be appropriate to address the matter with his/her supervisor, or if the employee believes that his/her supervisor has not adequately addressed the matter brought to his/her attention, the employee should address it with his/her next level of management within the program or department.

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b. Employees are encouraged to address their idea/concern/issue in person with their direct supervisor, their supervisor’s manager, or the highest level under the Department Director. Employees should expect a verbal response within 5 business days of the submission/discussion. A written response may be requested by the employee.

c. Employees who are dissatisfied with the response may present the matter for further review/consideration directly to the Department Director. Should an employee decide to present a matter directly to the Department Director, the Department Director or the employee may request the HR Director or Employee Relations Manager to assist in the resolution of the matter. Matters raised directly with the Department Director shall be addressed within a reasonable amount of time, as determined by management based on the circumstances relating to the matter. The Department Director will document all responses in writing with copies provided, at a minimum, to the individual employee and Human Resources.

If at anytime during the above-defined process, an employee requires guidance on the use of the Open Door Policy, or desires to consult directly with Human Resources to resolve a matter, they are encouraged to seek the assistance/guidance of HR. Human Resources will work with the employee and management to help resolve the matter.

6. Absenteeism and Tardiness a. Employees are expected to report to work on time and to work their scheduled hours.

Because of the nature of our contracts and the need to maintain mandated staffing ratios for safety reasons in many of our programs, prompt and reliable attendance is a requirement for continued employment with CRJ.

b. In the event that an employee will not be at work at the assigned time, the employee must contact his or her direct supervisor or next available level of management as soon as possible. Notification periods vary depending on the needs of the program. Refer to Program Policies for more specific information. (Refer to Program Policies for more specific information.) Notification is required each day for the duration of the absence. Failure to follow these notification requirements may result in disciplinary action, up to and including termination. Employees who are absent for one (1) day with no notification and do not report on the second (2nd) day for shift without notification will be deemed to have abandoned their employment with CRJ, and will be terminated. Daily call-ins may be waived in writing by an employee’s manager for an extended illness or other extenuating circumstances.

c. Medical documentation verifying an illness or other physical impairment may be requested at any time, and is usually required after three or more days of absence.

d. Out-of-cycle attendance review and/or disciplinary action in response to attendance problems may be initiated at any time.

7. Progressive Discipline a. Each employee has an obligation to observe and follow CRJ’s policies and procedures

and to maintain proper standards of conduct and professionalism at all times. If an individual’s conduct or action interferes with the orderly and efficient operation of CRJ, corrective disciplinary action may be taken.

b. CRJ wants its employees to be successful, and seeks to provide the training and support needed to make this possible. Except in cases of a serious or deliberate violation, before any disciplinary action is taken, the employee should have the job requirements and appropriate behavior explained by his/her supervisor, receive training needed to perform the job, and have an opportunity to correct any deficiencies in performance.

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c. Disciplinary action may include a verbal warning, written warning, suspension without pay, and/or termination of employment. The appropriate disciplinary action imposed will depend on the nature of the conduct or action. CRJ does not imply, represent or promise that one form of disciplinary action will necessarily precede another.

d. Examples of unacceptable conduct include, but are not limited to: flagrant or repeated misconduct; violation of CRJ’s policies or procedures; insubordination; excessive unexcused absences; possession of alcohol, controlled substances, firearms or other weapons on the work premises or during working hours; unsatisfactory job performance or unsatisfactory workplace conduct; theft; dishonesty; mistreatment of co-workers, clients, visitors or other members of the public. These examples are not inclusive.

e. Termination of employment may be voluntary or involuntary. Since employment with CRJ is at-will employment, both the employee and CRJ have the right to terminate employment, with or without cause, at any time. Employees will receive any final pay due in accordance with applicable law.

8. Resignation A resignation shall be submitted in writing to an employee’s supervisor. All salaried exempt employees should give sufficient notice (preferably one (1) month) to ensure an orderly transition of their responsibilities. All other employees are expected to give a minimum of two weeks notice. Employees who quit without notice or abandon their jobs will have this noted in their personnel file, will not be eligible for re-hire, and will not be given a positive employment reference.

9. Grievance Procedure a. Employees are encouraged to speak with their supervisors, other managers in their

program or the Human Resources Director, if they have concerns about their employment. CRJ believes feedback from its employees provides the agency with a useful tool with which to evaluate its on-going policies and operations.

b. If any employee disagrees with discipline that has been received, a written statement may be submitted to the Human Resources Director or Department Director explaining the reason for the disagreement. CRJ welcomes an employee’s perspective, and believes it is beneficial to be aware of any misunderstanding and/or disagreement between an employee and the person issuing the disciplinary action. Any employee filing a grievance will receive a response from management acknowledging the concern, and attempt to resolve the issue to all parties’ satisfaction. (See policy details).

10. No Solicitation No Distribution Unrestricted solicitation on CRJ premises interferes with the normal operations of the organization, is detrimental to discipline and efficiency on the part of employees, is disruptive to clients/consumers, and poses a threat to CRJ security. CRJ prohibits solicitation and distribution on its premises by non-employees. Employees may engage in solicitation and distribution only as outlined below.

a. Persons who are not employed by the CRJ are prohibited from soliciting funds or signatures, conducting drives, distributing literature or gifts, offering to sell merchandise or services, or engaging in any other solicitation or similar activity.

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b. Employees are permitted to engage in solicitations or distributions of literature for any group or organization, including charitable organizations, only in accordance with the following restrictions:

i. The sale of merchandise is prohibited on CRJ premises. This includes items such as Girl Scout cookies, Holiday cards and gifts, and other items used for fund raising purposes.

ii. Solicitation and distribution of literature are prohibited during the working time of either the employee making the solicitation or distributions or the targeted employee. The term "working time" does not include an employee's authorized lunch or rest periods or other times when the employee is not required to be working.

iii. Distributions of literature are prohibited in work areas at all times. This includes the reception area, conference rooms and other areas frequented by clients/consumers of CRJ.

iv. The distribution of literature in such a manner to cause litter on CRJ property is prohibited.

v. Off-duty employees are not allowed to return to the CRJ premises until their next scheduled work time except when said employee has volunteered to work on charitable campaigns sponsored by CRJ.

The posting of informal notices regarding social activities is prohibited on CRJ properties.

11. Use of CRJ Bulletin Boards No signs, announcements or other materials are permitted to be posted on CRJ bulletin boards which do not comply with official CRJ business. a. CRJ bulletin boards may be used only for official CRJ business, (i.e. state and federal

regulations, observance of holidays, benefit plans, work schedules, etc.) i. The initials or signature approval of the Department Director/Assistant

Director/Program Director/Program Manager/Human Resources department must be obtained before notices are posted on CRJ bulletin boards.

b. The Department Director/Assistant Director/Program Director/Program Manager/Human Resources department is responsible for access to and the posting and removing of material on these boards.

c. Material posted should show the date the notice is posted and the date it is to be removed as well as approval signature.

d. Copies of all posted material should be kept filed in date order and retained by the site manager or Human Resources.

12. Use of Cell Phone, Internet, Email and Personal Telephone Calls a. The telephone, mail, electronic mail (e-mail) and computer systems, and the information

stored within these systems are the property of CRJ and are reserved for CRJ business only. Employees may not expect the information they store in this system to be private. Information they store in these systems may be accessed at the direction of department or division management for official business purposes.

b. Employees should avoid sending or receiving personal mail (e-mail or otherwise) or telephone calls at the workplace and from using CRJ’s telephone or computer for personal needs, except in the case of family emergency.

c. Employees are required to reimburse CRJ for any charges resulting from their personal use of the telephone, mail, and computer resources.

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B. Outside Activities

1. Other Commitments CRJ programmatic needs take precedence over other employment or voluntary activities of employees. Employees must refrain from any circumstances, situations or professional relationships which may constitute conflicts of interest or which may jeopardize contracts between CRJ and other agencies. a. Other Employment

No full-time employee may have other employment, which conflicts with maintaining employment requirements or satisfactory job performance at CRJ.

Employees must notify their supervisor and Human Resources of outside employment to prevent potential conflicts of interest. Employees agree that they will not acquire any interests, direct or indirect, in any corporation or business providing contractual services to or through CRJ without full knowledge and consent of the Chief Executive Officer or his/her designee.

b. Consulting/Technical Assistance No employee may honor private consulting or non-CRJ obligations during CRJ working hours or during any time that interferes with the performance of required duties. Employees will agree not to honor private consulting obligations without the full knowledge and written consent of the Chief Executive Officer or his/her designee.

c. Gratuities or Gifts No employee will accept or enter into an agreement to receive benefits regarding contracts or other agreements between CRJ and agencies with which the Corporation is under contract to provide or receive service. Employees shall not solicit, seek or accept any gratuities, gifts, or payments when it can be construed to involve their position as an employee of CRJ.

d. Relationships with Residents/Clients Employees who have had personal or business (non-CRJ related) relationships with current or anticipated clients or residents must immediately inform their Program Director in writing of such relationships.

2. Working Another Job While on FMLA or Paid Leave CRJ offers comprehensive paid leave for employees suffering from injury or illness for themselves or while taking care of family members. Abuse of this benefit is not permitted. Employees who are found to be working another job while on an FMLA leave from CRJ will have their employment terminated. This also applies to employees on Sick Leave, Short Term Disability or Workers Compensation leave.

3. Political Activity All employees are encouraged to register to vote and to exercise this privilege.

No employee shall actively work for or actively represent political candidates or political action committees, solicit workers, or otherwise enlist staff or clients to consider specific candidates for office or legislative issues during work hours.

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C. Federal and State Employment Policies 1. Equal Employment Opportunity

a. Non-Discrimination i. CRJ celebrates the diversity of its workforce. We guarantee equal treatment for all

who seek access to our services or opportunities for employment and advancement.

ii. CRJ’s Equal Employment Opportunity/Affirmative Action Non-Discrimination Policy Statement prohibits discrimination on the basis of race, color, gender, age, religion, national origin, mental or physical disability, veteran status, sexual orientation or any other preference, personal characteristic, condition or status which is protected by law. CRJ encourages the employment of ex-offenders in applicable programs.

b. Goal of EEO Policy i. The goal of our EEO Policy is to attract and retain a diverse workforce,

representative of the communities we serve.

ii. All CRJ staff, subcontractors and vendors must make genuine and consistent efforts to:

• Ensure equal employment opportunities for present and future staff; • Implement Affirmative Action guidelines that are legally required.

c. Americans with Disabilities Act Qualified applicants and employees with disabilities are protected from discrimination in the terms and conditions of employment and employment practices. The law also requires qualified applicants and employees with disabilities to be provided with reasonable accommodations, which do not impose undue hardship upon the employer, as provided by law.

This policy applies to all terms and conditions of employment, including, but not limited to, hiring, promotion, compensation, and termination.

2. Sexual Harassment and Discrimination Policy a. Sexual harassment is a form of sex discrimination that is illegal under both federal and

Massachusetts state law, including Title VII of the federal Civil Rights Act of 1964 and M.G.L. c. 151B, Section 16A.

b. CRJ fully supports the right of all persons to hold employment without being subjected to sexual harassment, and without being subjected to other unlawful forms of discrimination. It is the policy of CRJ to maintain a work environment that is free of sexual harassment, and other unlawful discrimination. Sexual harassment and other unlawful discrimination by officers, managers, supervisors, employees, vendors, direct clientele, and contractors will not be tolerated. All reports will be thoroughly and swiftly investigated according to CRJ policy.

c. CRJ has prepared and distributed to all employees, its written policies and procedures to eliminate sexual harassment and other unlawful discrimination in its work place. The written policy describes what sexual harassment and unlawful discrimination actions are and instructs employees what to do if they believe they are subjected to sexual harassment or other forms of unlawful discrimination. All employees are required to understand that policy. Questions regarding this policy may be directed to the Human Resources Director or those individuals identified as investigators in the policy.

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3. Alcohol and Drug-Free Work Place In addition to the Drug-Free Work Place Policy and Statement which all employees are required to read and sign, alcoholic beverages and illicit drugs are not permitted to be possessed and/or consumed by any person at any time on the premises of CRJ.

4. Immigration Reform and Control Act Of 1986 This Act requires employers to verify their employees’ eligibility to work in the United States. Accordingly, all employees are required to complete IN Employment and Eligibility Verification Form I-9 and produce required documentation of eligibility for employment.

5. Criminal and Driving Background Checks Depending upon contract and government regulations and applicable laws, additional terms of employment for staff in specific programs may include a thorough background check/clearance through participation in one or more of the following:

• Massachusetts Criminal Offender Record Information Background Check • National Crime Information Center Background Check • National Law Enforcement Telecommunications System Background Check • Federal Bureau of Investigation Fingerprint File Check • New Hampshire Criminal Background Check • Registry of Motor Vehicles Drivers History Check (for those employees driving on

behalf of Community Resources for Justice)

Employees shall sign an agreement authorizing the background check(s) with the understanding that information obtained from a criminal justice record check will be used only to determine eligibility for employment. Failure to sign agreement authorizing the checks will result in denial of employment.

6. Physical Examination Employees are required to have a physical examination provided by CRJ approved physicians when required by state statute or contract. The examination will be paid for by CRJ.

7. Displaced Persons Protection Commission Checks (DPPC) For our programs funded by the Department of Mental Retardation, information on applicants will be used in evaluating an applicant for employment. Previous employment will be investigated, and may contain information of a personal and confidential nature. If the applicant does not consent to the DPPC check, then it is at the discretion of CRJ whether to continue the application process.

8. Educational Background Checks Community Resources for Justice will investigate all statements contained in the employment application and resume. CRJ will contact all references, schools and employers listed on the employment application concerning education and previous employment and any other information that may be relevant to the position applied for. If any statement submitted on an application or resume is found to be false it will be considered sufficient cause for termination of employment.

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D. Confidentiality of Agency and Employee Information 1. HIPAA Policy

All CRJ employees will be given a copy of, and receive training on, our Health Information Portability and Accountability Policy. We take the privacy of our clients and our employee’s health information very seriously, and hold ourselves strictly accountable for high standards of professional behavior in this area.

2. Privacy and Confidentiality of Agency and Employee Information Employees, contractors, consultants, volunteers and interns have an ethical, moral and legal responsibility to staff, residents and clients not to disclose any information about the people we serve obtained as a result of working within CRJ programs.

3. Access to Personnel Records Personnel records are confidential and are maintained and secured in the Human Resources Department.

a. Updating Personal Data Employees shall be responsible at the time of hire and during the course of employment at CRJ for keeping the personal information in their individual personnel files current and accurate (employee’s name, home address and telephone numbers, emergency contact information, etc.). Changes shall be documented on a Personnel Action Form (PAF) completed by the employee’s Program Director or supervisor and submitted to Human Resources.

b. Right to Review Personnel Record CRJ, through its Human Resources Department maintains personnel files on each employee. These files contain documentation regarding aspects of the employee’s tenure with CRJ in compliance with state law. Employees have the right to review and obtain photocopies of documents in their individual personnel files. Those wishing to do so must submit a written request through their Program Director or Supervisor. Under no circumstances can the personnel file be removed from CRJ premises, except as provided by law.

c. Right to Supplement Documentation in Personnel Record Employees have the right to submit documentation on their own behalf (e.g., relevant information about additional educational attainment) to their own personnel files. Documentation should be sent to Human Resources and copied to the employee’s supervisor, if required.

d. Employment Verifications/References All requests for employment verifications and/or references must be directed to Human Resources. Human Resources will only verify limited information over the telephone. Information verifiable by telephone is limited to title and dates of employment. If the former employee provides a written release, more extensive information may be provided.

4. Release of Information to Authorized Parties CRJ respects the privacy of our employees, and will only release confidential information as required by contract or by legal or financial audit. If the current or former employee provides a written release, more extensive information may be provided.

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SECTION III: PAYROLL POLICIES A. Payroll

1. Time Reporting All employees must complete time sheets at the end of each payroll cycle and submit them to their supervisor(s) for review and signature.

2. Paydays, Paycheck Distribution, and Tax Withholding Employees are paid on alternate Fridays (bi-weekly).

The law requires that the employer make certain mandatory deductions from every employee’s compensation. Among these are applicable Medicare, federal, state, and local income taxes. The employer also must deduct Social Security taxes on each employee’s earnings up to a specified limit that is called the Social Security “wage basis”. Additional mandatory deductions may include those required by a court order such as child support, alimony, and other lawful garnishments.

3. Short-term Disability Insurance and Worker’s Compensation Pay Depending on the circumstances, employees may be eligible for compensation payments due to extended illness or accidents through our short-term disability policy (for benefit eligible employees only) or through Workers Compensation insurance. Human Resources will work with you to determine your eligibility for any of the benefits.

B. Compensation 1. Regular Salary/Pay

For salaried (exempt) employees regular pay is considered to be 40 hours per week, or 80 hours bi-weekly. Other paid time off hours reported on a time sheet will be reflected in the first pay period after the time sheet is received.

Hourly (non-exempt) employees are paid their regular hourly rate for all hours worked up to 40 hours per week. Vacation, sick, holiday, and any other paid time off hours do not count as hours worked.

2. Overtime Pay Hourly (non-exempt) employees will be paid at one-and-one-half times the regular rate of pay for all hours worked over 40 hours in a week (Sunday through Saturday). Vacation, sick, holiday, and any other paid time off hours do not count as hours worked and are not calculated in overtime pay.

3. Incentive/Bonus Pay Salaried employees who work additional shifts to cover for staffing shortages for their non-exempt employees may be awarded incentive pay in recognition of their additional contributions to the program.

4. Floating Holiday Pay Floating holidays are designed to accommodate our diverse employee population. Your floating holidays may be used in celebration of different religious and ethnic holidays or simply as an extra day off. Floating holidays should be scheduled a minimum of two (2) weeks in advance and may only be taken with prior supervisory approval.

At the beginning of each calendar quarter (January 1, April 1, July 1, and October 1) all benefit eligible employees are credited one (1) floating holiday, which can be taken at any time during the quarter. New employees hired on or before the 15th of the second month in the quarter will be eligible for the floating holiday for that quarter. When an employee takes his/her floating holiday, it should be indicated on the timesheet in the other paid column indicating the date taken, number of hours and coded FH.

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a. Non-exempt (hourly) employees may elect to be paid for their floating holidays instead of taking the time off. Unless specified by written request for the floating holiday to be carried over to the next quarter, your floating holiday will automatically be paid in the second pay period of the quarter following the quarter in which no floating holiday was taken.

b. Exempt (salaried) employees will automatically have any unused floating holiday carried forward to the next quarter. The maximum floating holidays allowed per quarter will be two (2) days. There is no pay out for exempt staff. Unused floating holidays over the two-day maximum will be forfeited.

Floating holidays not taken before an employee terminates his/her employment with CRJ will be forfeited. Floating holidays may be combined with another holiday or vacation time with prior supervisory approval.

5. On-call (Beeper) Pay Salaried employees required to be on call by their program may be entitled to

additional compensation based on program policy.

6. Holiday Pay for Part-time and Co-op Employees Part-time and Co-op employees who work a regularly scheduled CRJ Holiday will receive one-and-one-half times their regular hourly pay for all hours worked on the holiday.

C. Deductions

1. Direct Deposit Employees are encouraged to elect to have all or part of their paychecks electronically deposited directly into their personal bank accounts. All Boston, Cambridge, and Somerville locations will have checks distributed at the employment location. Some paychecks are mailed directly to employees’ homes on Wednesday for Friday delivery. However we cannot guarantee that all checks will be received on time due to delivery irregularities in the US Postal Service.

2. Overpayment Errors In the event that an overpayment is made to an employee in error, it is the responsibility of the employee to report the error to the Payroll Department as soon as it is discovered. The employee will be notified by Payroll for any discovered overpayment resulting in an adjustment to the employee’s next pay check.

3. Social Security/Medicare All employees pay into Social Security and Medicare (FICA) benefits as determined by the Social Security Administration. Under current law, CRJ pays a matching share of employees’ contributions to Social Security, which provides individual employees with income in the event of long-term disability or retirement as well as survivor’s benefits to eligible dependents in the event of an employee’s death.

4. Unemployment Insurance a. All employees may be eligible for Unemployment Insurance Benefits.

b. This employer-paid benefit is to protect qualified employees from economic hardships due to involuntary unemployment not resulting from an employee’s deliberate misconduct and willful disregard of the employer’s interests.

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5. Voluntary Deductions Employees will provide written authorization for any amounts withheld from their paycheck at their request.

6. Group Term Life (GTL) Life insurance in the amount of two-times the employee’s annualized salary is provided as a benefit to eligible CRJ employees. If the value of this potential insurance benefit exceeds $50,000, the IRS charges a tax to the employee on the value of the benefit above $50,000. This is shown on the employee’s pay-stub titled GTL, for Group Term Life.

7. Employee Expense Reimbursement a. Employees should consult the Fiscal Policies and Procedures Manual before incurring

any business expenses.

b. Requests for reimbursement of approved expenses incurred by employees must be made on the CRJ Expense Report Form.

c. As soon as possible, by the end of the specific month but no later than the seventh (7) day of the following month, all requests for reimbursement must be accompanied by the original receipt with the exception of several expenses listed in the Expense Reimbursement Policy and Procedures.

d. Expense checks are processed by the Accounting (Fiscal) department twice monthly. SECTION IV: CRJ EMPLOYEE BENEFITS A. Paid Time Off Benefits

1. Sick Days a. All regular full-time/benefit-eligible employees will accrue paid sick days at the rate of

one (1) day per month of uninterrupted employment after completing thirty (30) days of un-interrupted employment. A maximum of one hundred and eighty (180) sick days will accrue at any given time during employment. Sick days will not accrue for any employee on unpaid leave of absence for longer than 14 days.

b. No employee will receive any pay in lieu of accrued sick time. All accrued sick days will be canceled without compensation upon separation of employment from CRJ.

c. Sick days are intended to provide financial security during a period of illness, injury or disability or to allow an employee to care for a dependent who is ill, injured or disabled. Employees using sick days may be required to verify illness, injury, disability or dependent care in accordance with the federal Family or Medical Leave Act (FMLA) through a doctor’s certificate.

2. Vacation Days a. Unless otherwise specified in the employee’s offer letter, all regular full-time benefit-

eligible employees begin to earn vacation according to their years of service from their benefit eligible anniversary start date as follows:

1st – 24 months……….........10 days/year accrued at 3.08 hours/bi-weekly pay period 25th – 48th month……………15 days/year accrued at 4.62 hours/bi-weekly pay period 4 or more years……….........20 days/year accrued at 6.15 hours/bi-weekly pay period

Only days (8 hours equivalent) that have been accrued can be used.

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b. Vacation hours will not accrue for otherwise eligible employees while on leave of absence or any type of leave greater than 14 days without pay.

c. Employees will be allowed to carry one full year of accrued vacation time into the next vacation year. However, no employee will be allowed to carry more than two (2) full years of accrued vacation at any time. Any vacation time accrued in excess of two-year allowance will be forfeited.

d. Employees shall give notice to their supervisors of intention to use accrued vacation at least thirty (30) days in advance, with exceptions allowed on a case-by-case basis.

e. Unused accrued vacation time may be automatically applied to a leave which would otherwise be unpaid, as determined by Human Resources.

f. Unused accrued vacation hours will be paid upon termination of employment or change of status.

g. The use of vacation time within the year that it is accrued is strongly encouraged.

3. Holidays and Floating Holidays a. All benefit-eligible employees are entitled to seven scheduled and four floating paid

holidays per year. The scheduled holidays recognized by CRJ include:

January 1…………………………………………...New Year’s Day January (3rd Monday)…………………………….Martin Luther King Jr. Day May (last Monday)…………………………………Memorial Day July 4………………………………………………..Independence Day September (1st Monday)………………………….Labor Day November (4th Thursday)………………………...Thanksgiving December 25……………………………………….Christmas

b. Holidays falling on Saturday will be observed on the preceding Friday. Those falling on Sunday will be observed on the following Monday.

c. In addition to the seven (7) regularly scheduled holidays, there are four (4) additional days given to all benefit eligible employees to be taken as floating holidays. New employees hired on or before the 15th of the second month in the quarter will be eligible for the floating holiday for that quarter.

d. If an employee is on unpaid medical leave they will not be paid for the holiday.

e. If a holiday falls on an employee’s vacation, the employee will paid for the holiday.

4. Jury Duty a. Employees called for jury duty shall be granted leave with pay. Exempt employees will

be paid through the time of jury service. Non-exempt or part-time employees will be paid based on the employees originally scheduled hours.

b. Written notification is required and employees will need to submit a copy of the notice of impending jury duty to the Payroll/HR Department.

c. Proof of service and verification of payment received for jury duty is required and any payment received from court is required to be signed over to the payroll department as reimbursement. Lack of proof may result in unpaid leave.

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5. Bereavement Leave

a. Benefit-eligible employees may receive up to three (3) days paid bereavement leave upon the death of members of their immediate family/household. Immediate family for this purpose includes spouse/partner; child; foster child or step-child; father or step-father; father-in-law; mother or step-mother; mother-in-law; brother or step brother; brother-in-law; sister or step-sister; sister-in-law; and grandparents of either spouse/partner.

b. One (1) day paid leave may be taken upon the death of other relatives, i.e. aunts and uncles only.

c. Additional days may be taken for unusual situations with advance approval of a supervisor and will be charged as vacation time or taken without pay.

d. CRJ may request that the employee present satisfactory evidence to support the claim for bereavement pay. Payment by CRJ may be withheld until such evidence is presented and accepted.

B. Leaves of Absence 1. Family and Medical Leave (FMLA)

An employee will be eligible to request up to twelve (12) weeks of unpaid leave under the federal Family and Medical Leave Act (FMLA) per year and up to twenty-four (24) hours of unpaid leave under the state Small Necessities Leave Act, per rolling twelve (12) months, if the employee: 1) has worked for CRJ for at least twelve (12) months and 2) has worked for CRJ for at least 1,250 hours during the twelve (12) months before the leave is scheduled to begin.

2. Unpaid Leaves of Absence This section applies to leaves of absence not required by federal or state law.

a. Leaves of absence without pay (other than those required under federal or state law) may be approved at the discretion of the Chief Executive Officer or his/her designee for employees who have not completed the three (3) months orientation status. Requests must be submitted in writing at least thirty (30) calendar days in advance of the beginning of the leave.

b. Employees on approved leave will not accrue vacation or sick leave, unless otherwise provided by law. Employees with vacation leave available must use it at the beginning of their absence.

c. Individual employees on approved leave for periods of one (1) month or more may keep their CRJ insurance benefits in effect by reimbursing the premium costs to CRJ in advance and thereafter on a monthly basis. Any unpaid premiums greater than thirty (30) days may result in cancellation of coverage.

3. MA Small Necessities Leave Act Eligible employees are permitted to take a total of twenty-four (24) hours of unpaid leave during any twelve month period. These 24 hours are in addition to the twelve (12) weeks already allowed under the Federal Family and Medical Leave Act.

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An eligible employee may take the 24 hours of leave for any of the following purposes: • to participate in school activities directly related to the educational advancement of a son

or daughter of the employee, such as parent-teacher conferences or interviewing for a new school;

• to accompany a son or daughter of the employee to routine medical or dental appointments, such as check-ups or vaccinations;

• to accompany an elderly relative of the employee to routine medical or dental appointments or appointments for other professional services related to the elder’s care, such as interviewing at nursing or group homes.

4. Military Leave - USERRA a. Employees called to perform active military service or active duty for training will be

granted an unpaid leave of absence as required by law. b. Employees will be required to submit a written request for military leave and attach

documentation of their call to military service to their leave request. c. Eligibility for reinstatement after military duty or training is determined in accordance with

applicable laws. SECTION V: INSURANCE BENEFIT PROGRAMS A. Insurance Benefits

1. Medical Insurance CRJ offers health care coverage for benefit-eligible employees and their eligible family members at group rates following the first month of uninterrupted employment. CRJ pays two-thirds of the premium and the employee pays the balance. See the Human Resources section of the CRJ website for current rates.

2. Medical Opt-out Payments Eligible employees covered by alternative health care policies must state in writing at the time coverage begins, so CRJ’s insurance carrier may be informed. Upon written confirmation that the employee is covered by alternative health care policies, this separate coverage may be reimbursed by CRJ not to exceed actual costs incurred. The maximum reimbursable amount is $250.00 per month with proof of coverage/payment. This benefit is taxable. New employees are eligible after 30 days of employment.

3. Dental Insurance a. CRJ currently offers dental insurance to benefit-eligible employees and their eligible

family members. b. CRJ pays 50% of the monthly premium costs and the employee pays the remaining

50%. 4. Domestic Partner Coverage

CRJ currently offers domestic partner coverage to benefit-eligible employees. CRJ’s contribution for additional members is considered a taxable fringe benefit.

5. Benefits Continuation (COBRA) Under a law known as COBRA, (Consolidated Omnibus Budget Reconciliation Act of 1986) employees and their dependents, who would otherwise lose CRJ insurance coverage due to certain instances of termination of employment or other specified events, may be entitled to elect to remain on CRJ’s health insurance plans for a certain length of time. This is dependent upon the reason for the loss of coverage, and provided employees pay certain amounts for the current full premium.

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6. Life Insurance/Accidental Death and Dismemberment Insurance a. Benefit-eligible employees are entitled to coverage under a group Life/Accidental Death

and Dismemberment policy following one month of uninterrupted employment.

b. The Life Insurance Policy will be valued at the amount two (2) times the employee’s base salary rounded up to the next one thousand dollars with a maximum $250,000.

c. CRJ pays 100% of the cost of this insurance.

d. Dismemberment benefits vary. Please refer to the Summary Plan description distributed upon enrollment for specific details.

7. Short-Term Disability Insurance a. This option offers income protection in the event of an accident or illness.

b. Benefit-eligible employees become eligible for Short-Term Disability following thirty (30) days of uninterrupted employment. Short-Term Disability covers the period of twenty-six (26) weeks, including a three week (21 days) elimination period, and pays 60% of base pay.

c. CRJ pays 100% of the cost of this insurance.

d. Employees who believe they may be eligible for this insurance should speak to Human Resources and complete the necessary application and paperwork. The insurance company will inform the employee if the request for Short-Term Disability is approved.

e. Any accrued sick days will be applied to the three week (21 days) elimination period. Any remaining accrued sick days will be applied to make up the 40% base pay not covered under the Short-Term Disability policy. All deductions including medical insurance/benefits are applicable to the 40% base pay.

f. Employees will be required to submit medical certification of their fitness to return to work at the end of any Short-Term Disability or medical leave and before resuming active employment.

8. Long-Term Disability Insurance a. This option offers income protection in the event an accident or illness incapacitates

covered employees for more than 180 days.

b. Benefit-eligible employees may become eligible for Long-Term Disability following thirty (30) days of uninterrupted employment. The insurance carrier makes the determination as to whether an employee is eligible for Long-Term Disability.

c. CRJ pays 100% of the cost for this insurance.

d. Long-Term Disability payments do not start until the eligible employee is out of work for 180 calendar days.

e. Payments are made to eligible employees on a monthly basis and are currently equal to 66.66% of their respective incomes, with a maximum individual benefit not to exceed $6,000 per month, less any other compensation granted by other sources of insurance.

f. Employees will be required to submit medical certification of their fitness to return to work at the end of any Long-Term Disability or medical leave and before resuming active employment.

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9. Worker’s Compensation Insurance a. All employees are eligible for Workers Compensation when applicable.

b. This is an employer paid benefit, which is intended to protect employees from medical expenses, and loss of income (if applicable) in the event of a work related injury.

c. All work related injuries must be reported immediately by the employee to their immediate Supervisor, who will then notify, in writing, the Program Director, who will then promptly notify Human Resources in writing.

d. To ensure timely compensation, accident reports must be received by Human Resources no later than twenty-four (24) hours after an accident occurs.

B. Other Benefits 1. Flexible Spending Accounts Section 125 Plans (Medical/Dental, Dependent Care,

Parking/Transportation) Benefit-eligible employees currently have the option of participating in the CRJ Flexible Benefit Plans following the first thirty (30) days of uninterrupted employment. Employees have the option of putting aside monies on a pre-tax basis for out of pocket medical and dental expenses for themselves and their dependents. Employees also have the option of putting aside monies on a pre-tax basis for out of pocket parking and transportation expenses.

2. 401(k) Retirement Plan CRJ encourages its employees to save for their retirement and offers a very generous matching contribution. Employees must contribute a minimum of 5% of gross wages to receive the full match of 4%, which breaks down as follows: 100% of the first 3% of employee gross contributions, and 50% of the next 2%. This 4% match applies to all gross wages paid. a. CRJ’s 401(k) tax deferred retirement program is available to all employees (with the

exception of co-op, intern and temporary employees) who have at least six (6) months of continuous service.

b. Eligible employee’s participation will begin on the first (1st) of the month following six (6) months of employment.

c. An orientation meeting and written literature explaining the 401(k) Plan and its benefits will be provided for eligible employees prior to enrollment.

3. Clear Master Card Full-time benefit-eligible employees may apply for a 0% interest Master Card with a credit limit of 2.5% of base salary and an automatic two month payroll deduction repayment plan.

4. Employee Referral Bonus At CRJ, we encourage all employees to refer qualified applicants for our programs. We have found some of our best employees this way. To reward this effort, employees who make a referral resulting in a hire for a position at CRJ will receive a $300 bonus for a full-time hire, $100 for a part-time hire, and $50 for relief-staff positions filled. Once a referral and offer is extended the employee submits the Referral Bonus form to HR. The first pay out follows the employees completion of three months of employment.

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5. Work/Life Balance Program a. The CRJ Employee Assistance Program (EAP) is provided as a benefit through a

contract with a private provider, Ceridian Corporation.

b. The EAP provider is required to keep information obtained from employees confidential.

c. Employees may voluntarily request assistance through the EAP by contacting the EAP provider directly.

d. Employees may be referred to the EAP for help with performance related matters by their supervisor.

6. MBTA Passes Commuter passes may be purchased through payroll deductions on a pre-tax basis as allowed by federal and state laws. Deductions are withheld from an employee’s pay one month in advance of the effective date of the pass. Any commuter pass orders or changes must be submitted by the 10th of the month to the Payroll Department.

7. Professional Development a. CRJ encourages professional development among its employees. An employee may

request an adjustment to his or her work schedule in order to attend undergraduate, graduate, and specialized training or educational programs at local colleges, universities, or approved training institutions. CRJ, however, cannot promise that it can always honor the request due to business concerns. Therefore, an employee should not assume a request would be granted.

b. Benefit-eligible employees may be given paid leave, with approval by the Department Director, to attend conferences and meetings relevant to their professional interests for periods generally not to exceed five (5) consecutive days.

c. When approved in advance by the Department Director, employees may also be authorized to receive reimbursement for reasonable expenses associated with conferences and meetings of direct importance to CRJ. Training related expenses under $150.00 within the state may be approved by the Program Director.

d. Other education or professional training leave may be approved in accordance with the procedures outlined above. Employees taking extended educational leave will not receive salaries or benefits during this time.

8. Tuition Remission This program, administered by the Massachusetts Council of Human Service Providers, allows employees to attend undergraduate classes at any Massachusetts community college, state college or the University of Massachusetts on a tuition-free basis. This program does not cover the cost of fees and books. Employees are eligible to participate if they work in a program funded through EOHHS. Currently Youth Services employees, Community Strategies for MA program employees, or employees in a fiscal, administrative, or HR role supporting these programs are eligible for this benefit.

9. Tuition Reimbursement CRJ values the education and professionalism of our employees, and we encourage all employees to continue pursuing both undergraduate and graduate educational goals while working at CRJ. We offer a $1,000 award based on a fiscal calendar year to support this education. Employees must be enrolled at an accredited higher education institution to be eligible.

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Courses being taken must be related to the Human Services field or must be for credit toward a Human Services or job related degree. Employees are eligible immediately upon full-time employment, but no reimbursements will be made until after six (6) months of service with CRJ has been completed. Employees may be enrolled in either a graduate or undergraduate course of study. Fifty percent (50%) of the total costs of the course including tuition, books, and fees will be paid upon enrollment (with a maximum up to $500). The remaining balance will be paid upon satisfactory completion of the course, with an annual maximum up to $1,000. CRJ’s contribution to an employee's graduate studies is considered a taxable fringe benefit.

SECTION VI: CAREER DEV, PERFORMANCE MGMT, JOB LEVELS & DESCRIPTIONS A. Career Development

1. e-Academy In cooperation with the Massachusetts Human Services Providers Association, CRJ has developed a sophisticated on-line training website to support the continued education and development of our staff. This benefit is free to all employees, and represents an excellent educational resource. CRJ’s on-line training site offering full-time and part-time employees a variety of classroom, on-line and certificate courses, including the new Direct Support Professional Certificate, recognized state-wide. Many of the courses are eligible for continuing education credits needed to keep professional credentials and certifications current. All new employees are set up with accounts by the Employee Relations Manager/Training in Human Resources, and any questions should be directed to the Human Resources Department.

2. Training Employees will be paid their regular salary/wages for time spent in compulsory training once approved in writing by their Department Director/Program Director or Supervisor.

a. Benefit-eligible employees and part time employees are encouraged to participate in a minimum of forty (40) hours of professional development training during their annual performance review cycle, pro-rated for employees with less than one year of service.

b. New employees may receive training and/or certification credit hours for certain verified training received prior to employment with CRJ.

c. Accreditation, certification, and licensing standards may require additional training for staff working in certain CRJ programs.

d. Employees should make themselves aware of any additional training requirements.

e. All employees are required to participate in professional development training and are responsible for notifying their Program Director(s) of their individually completed training hours.

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B. Performance Management 1. New Employee Orientation

a. All new employees shall attend an employee orientation within the first week of employment.

b. New employees will be issued the CRJ Employee Handbook at orientation. New employees shall sign a receipt at orientation confirming they have been issued the Employee Handbook. Employees are responsible to know and understand the contents of the Employee Handbook. Any changes to the Employee Handbook will be communicated to employees and noted on the on-line version of the Employee Handbook. The on-line Employee Handbook is located under the Human Resources link in the Staff Area of CRJ’s website (www.crjustice.org/private).

2. Performance Reviews a. Orientation Period Performance Reviews

i. An orientation status performance review will be conducted one week prior to three (3) months of uninterrupted employment. This review will determine an employee's initial suitability and appropriateness in his/her position and/or continued employment with CRJ.

ii. Upon completion of the second three (3) months of uninterrupted employment a six (6) month performance review will then be conducted.

b. Orientation Status Performance Reviews i. Upon completion of orientation status, the employee's annual performance review

will be conducted one (1) year from the date of the six (6) month performance review.

ii. Performance reviews are used to examine the employee’s performance, verify compliance with terms of employment, set future performance goals, and recommend, if appropriate, a salary/wage adjustment. The employee shall be allowed to provide written comments in response to the performance review.

c. Change of Status CRJ reserves the right to transfer, retain, promote, or demote employees to other programs or positions at its discretion.

d. Out of Cycle Performance Reviews Employee(s) or their supervisor(s) may request/initiate out-of-cycle performance reviews to recognize demonstrated outstanding performance of employees, or review the unsatisfactory performance of employees. All employees who have completed Orientation Status may request internal transfers by applying for CRJ posted vacancies for which they are qualified. The employee’s current supervisor will be notified of the application.

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3. Membership in Professional Organizations a. For the purpose of this section, a professional organization is defined as a formally

organized affiliation of professionals united for the development of professional activity and knowledge related to the mission of CRJ.

b. Participation in a professional organization, as it benefits the individual and CRJ, is encouraged for all employees.

c. Participation in a professional organization is a means of enhancing professional skills, increasing knowledge, improving abilities, supporting individual growth and demonstrating leadership.

d. Employees may request membership dues in one (1) such professional organization to be paid by CRJ, at the discretion of their manager.

e. A request for reimbursement, along with copies of a membership card, certificate or dues payment should be submitted to the Human Resources Manager.

f. Employees actively associated with a professional group may submit a request, with reasonable notice to Human Resources, for time off with or without pay for events directly related to the mission of CRJ. Employees will be notified if their request is approved, and should not assume the request will be approved.

g. Reasonable expenses, associated with these events may be reimbursed with prior written approval by the Chief Executive Officer or his/her designee.

C. Job Levels and Job Descriptions for Staff at CRJ The descriptions below are generic, and are used so that all CRJ positions, regardless of job title, may be compared for compensation, staffing, career development and career planning purposes in a consistent manner across all programs. All positions are assigned one of the following levels, and managers and employees should use this framework to plan career advancement for employees, and to guide training and skill development needed for progression up this career ladder. Not all elements of these generic descriptions necessarily apply to any individual position.

1. Non-exempt Direct Service Staff

a. Direct Service Professional 1 (DSP1) The DSP1 is an entry-level position for the direct service workforce and requires no previous experience with human services or a specific client population. Requirements are: basic reading, writing, and spoken English; physical competence as required; and the ability to work effectively with clients and as a team member. This is a training level position. The job incumbent must demonstrate the ability to acquire the necessary skills in a timely fashion, and to operate at acceptable levels of reliability, productivity and professionalism. This position typically requires a high-school diploma or equivalent education and reports to a Supervisor.

b. Direct Service Professional 2 (DSP2) The DSP2 is for a fully trained staff member who has met the necessary certification requirements, and performs his/her assigned tasks at acceptable levels of accuracy, quality, and productivity. A minimum of six (6) months to one (1) year is usually required to reach this level, but exceptional employees may be promoted into this level sooner, or hired into this level based on previous training and experience. This position typically reports to a Supervisor.

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c. Direct Service Professional 3 (DSP3) The DSP3 consistently demonstrates high levels of accuracy, quality, and productivity in his/her work. This person understands the workflow, and can train or assist other employees with their work as required. The DSP3 works effectively with managers, supervisors and co-workers to resolve problems, can identify potential problems, and escalate the problem appropriately to achieve resolution. A minimum of three (3) years experience in the job is usually required to reach this level. This position typically reports to a Manager or Supervisor.

2. Exempt Professional Staff a. Professional 1 (P1)

The P1 is an entry-level position for exempt staff and requires no previous experience with human services or a specific client population, although a Bachelor's Degree in a related field is usually required. Prior experience in the field may be substituted for a degree, unless the specific job has academic requirements necessary for certification as a service provider. The P1 position will have the responsibility for accomplishing programmatic or client-specific objectives and will act independently in achieving those objectives by exercising their judgment and expertise. This is a training level position for some jobs, but may be a permanent level for exempt jobs that do not require either a degree or specialized training. This position typically reports to a Manager or Director.

b. Professional 2 (P2) The P2 level is for a fully trained professional in a specific field or discipline, and usually requires either a relevant Bachelor's Degree or equivalent experience. A degree may be required for certification purposes in some jobs. The P2 may have the responsibility for developing client programs or plans, and implementing those plans. A P2 may also have the responsibility for training non-exempt staff, and acting as a resource to those requiring the P2's education and/or specialized experience to help them in their jobs. This position typically reports to a Manager or Director.

c. Professional 3 (P3) The P3 is a senior-level exempt professional, usually requiring a Master's Degree or other advanced credentials and training to perform his/her tasks. The P3 is considered to be an expert in his/her field, and may act as trainer and mentor to other lower level professional staff. This position typically reports to a Director or Executive.

3. Managerial Staff a. Supervisor (M1)

This is the first level of management, and typically supervises non-exempt employees. The position does not have responsibility for budgets, although the supervisor may handle some purchasing and petty cash functions. They have input into their employees' performance reviews, but decisions on salary increases, hiring, and terminations are made by the supervisor's manager. This position does not require a college degree or previous management experience. The supervisor usually has several years of relevant experience, often as a non-exempt employee performing the tasks to be supervised. The position requires strong interpersonal skills and good written, verbal, and math skills. Competency in Microsoft Word and Excel is preferred.

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b. Manager (M2) The M2 typically supervises exempt, as well as non-exempt staff, and is responsible for performance reviews, hiring, terminations, and budgetary decisions for his/her department or program. The incumbent usually has a college degree or equivalent education and experience. In addition to direct program or departmental responsibilities the M2 is expected to contribute to the organization as a whole, to comply with CRJ policies and procedures, as well as initiating improvements and changes as needed. This position typically reports to a more senior Manager, Director or Executive.

c. Director (M3) A Director has a broad span of control, either for multiple programs or for a functional area of CRJ. The incumbent usually has at least a Bachelor's degree, if not an advanced degree and/or equivalent education and experience in her/his field. The position requires management of internal and external relationships to CRJ and can commit CRJ to contractual obligations, usually with executive review. He/she has budgetary responsibility for one or more programs, and his/her performance has a significant impact on CRJ's overall success. This position typically reports to an Executive.

d. Executive (M4) An executive is a member of the executive management team, and is an officer of the corporation. The incumbent has at least a Bachelor's degree, and often an advanced degree and/or equivalent education and experience in her/his field. The position requires management of relationships external to CRJ as well as internal, and the Executive can commit CRJ to contractual obligations. The position also has significant contact with the Board of Directors, and is subject to review and direction from the Board as well as from other executive management.

D. Job Descriptions CRJ maintains position descriptions, which provide the name of the position (title), chain of command, FLSA (Fair Labor Standards Act) status, salary, job duties, job requirements and job qualifications. The descriptions will be reviewed and updated periodically, as business and program needs require.