Monthly Archives: January 2023

Chapter 16A- Personnel Policy Manual

EMPLOYER STANDARDS

Attendance and Punctuality

PURPOSE

The purpose of this policy is to ensure that all employees of Hillcrest Educational Centers adhere to standards of attendance and punctuality that are essential for service provision to our students, the safety and security of our work environment, and the effective operation of our organization. This policy outlines the expectations for attendance and punctuality, sets forth the procedures for call-outs, and outlines the consequences when standards are not met.

ATTENDANCE AND PUNCTUALITY EXPECTATIONS

Regular Attendance

All employees are expected to be a reliable staffing resource by maintaining regular attendance and demonstrating punctuality during their scheduled work hours.

Tardiness

Tardiness is defined as arriving one (1) minute late or more to your scheduled shift. Tardiness is disruptive to the workplace and impacts productivity. Employees are expected to arrive on time and be prepared to work for their scheduled shift. Employees who will be reporting to work after the start of their shift must notify their supervisor that they will be arriving late.

Early Departure

Employees are expected to remain at work for their entire work schedule. An early departure is disruptive to the workplace and impacts productivity. Employees who must leave work before the end of their scheduled shift must notify their supervisor and have this approved beforehand.

Unscheduled Absences for Urgent Reasons

In the event of an unscheduled absence for an urgent reason, employees are required to notify the supervisor on shift. Unplanned absences can be approved only under certain circumstances. Absences related to pre-scheduled activities, events, appointments, and commitments will not be considered approved absences as the employee had notice of these and should have requested time off in advance.

Unscheduled Absence for a Medical Reason

For any absence due to a medical reason in which the employee has no earned sick time available, employees are required to provide a medical certification from a healthcare professional to Human Resources. This certification should be submitted within seven (7) days of the employee’s return to work.

For any absence due to a medical reason exceeding three (3) consecutive days, employees are required to provide a medical certification from a healthcare professional to Human Resources. This certification should be submitted within seven (7) days of the employee’s return to work.

For more information related to earned sick leave, please refer to the Earned Sick Leave Policy.

CALL-OUT PROCEDURES

Employees must notify the supervisor on shift of any unscheduled absence at lease one (1) hour before the start of their scheduled shift to afford an opportunity to arrange for coverage and to minimize disruption to the team. Employees should not call-out to Human Resources. This is not in compliance with call-out procedures and will not be considered a proper notification. Should they do so, they will be directed to speak with their campus management instead.

Notification should be made via phone call to the supervisor on shift at the campus. If the supervisor cannot be reached, employees must leave a voicemail with a working phone number where they can be reached. The supervisor and/or the Administrator on duty will immediately place a return call once the message has been received.

Employees should provide a clear and concise reason for their calling out. If the details of the call out are sensitive in nature, the employee will be required to communicate the specific reason to the Administrator on duty. Human Resources will be notified by the Administrator on duty should it be deemed necessary.

CONSEQUENCES OF VIOLATIONS

Failure to adhere to this Attendance and Punctuality Policy will result in disciplinary action, including verbal warnings, written warnings, suspension, and termination of employment.

The following are subject to disciplinary action:

  • Patterns and frequency of concern in absences, tardiness, or early departures
  • Absences, tardiness, or early departures resulting in unpaid time for a shift or any portion of their shift
  • Not following the call out procedure

Supervisors will address attendance and punctuality issues promptly and consistently. If an employee faces extenuating circumstances, they should communicate this with their supervisor.

NO CALL-NO SHOW FOR A SCHEDULED SHIFT

No Call, No Show is defined as when an employee does not notify the supervisor on shift of their absence within at least one (1) hour before their scheduled shift and does not report to work for their shift.

Consequences of No Call, No Show

  • First incident of No Call, No Show will result in a Final Written Warning and a 3-Day Suspension
  • Second incident of No Call, No Show incidents will result in termination
  • Three (3) consecutive incidents of No Call, No Show will be an indication that the employee has abandoned their job and we will therefore consider this to be their voluntary resignation

REVIEW AND AMENDMENTS

Hillcrest Educational Centers may review and amend this Attendance and Punctuality Policy at any time. Employees have access, and are encouraged to review, the online Hillcrest Educational Centers Policies and Procedures platform for updated policy information.

This policy does not apply to absences covered by the Massachusetts Paid Family and Medical Leave Act, Family and Medical Leave Act (FMLA), Workers’ Compensation, or leave provided as a reasonable accommodation under the Americans with Disabilities Act (ADA). These exceptions are described in separate policies.

 

PROTOCOL FOR EMPLOYEE INJURED ON THE JOB

  1. When an injury occurs on the job, the employee completes an ART form within 24 hours of reported injury. On the ART Form, employee indicates whether or not they plan to seek medical attention.
  2. The program sends the ART Form, Incident Report, video, and when necessary, witness statements to Human Resources (HR).
  3. If the employee does not plan to seek medical attention, the injury is logged into the Injury Data sheet and ART form is filed.

OR

4.If the employee does wish to seek medical attention, the injury is reported to the workers’ compensation carrier, logged into the Injury Data sheet, and an employee injury folder is created.
Next Steps :

  • If immediate care is necessary, the employee should go to the designated occupational health provider. If this necessity falls outside of the hours of operation of the provider, the employee should go to Urgent Care or the Emergency Room.
  • If immediate care is not necessary, HR will contact the employee within one business day and schedule an appointment with the designated occupational health provider.
  • If the on the job injury constitutes a medical emergency, the employee should go to the nearest Emergency Room.

5. The employee is responsible for arriving at occupational health provider appointments at the designated time.
6. The employee  is required to contact HR immediately following the appointment to notify them of the outcome.
7. If the employee is placed out of work, HR explains workers’ compensation, the impact on their compensation, and confirms the date and time of their next occupational health provider appointment.
8. If the employee is cleared for modified duty, HR coordinates with the program administration to determine whether or not the restrictions can be accommodated. While every effort is made to identify modified duty work for staff who are injured on the job, it is not guaranteed and will depend on availability of modified duty work.
Next Steps:

  • If modified duty is available and approved, HR communicates with the employee regarding the program location and schedule of the available modified duty. HR also communicates with the workers’ compensation carrier that the employee will be compensated at 100% of their current base pay.
  • If the modified duty is not available or not approved, HR communicates with the employee regarding remaining out of work, conveys the impact, HR communicates with the employee regarding remaining out of work, conveys the impact on their compensation, and confirms the date and time of the next occupational provider appointment. HR also communicates with the workers’ compensation carrier that the employee is remaining out of work.
  • If the employee declines to modified duty assignment, HR notifies the program and the workers’ compensation carrier, communicates with employee regarding the impact on their compensation, and confirms the date and time of their next occupational health provider appointment.

9. As the employee remains out of work or on modified duty, HR and the designated program administrator continues to communicate with the employee based on the attached Out of Work Expectations for On the Job Injuries. HR maintains communication via email notifications to program administration regarding employee’s status.
10. The ability to work modified duty may be impacted by the employee’s adherence to the conditions of their modified duty agreement. Employees who fail to comply with those conditions may have their modified duty assignment discontinued.
11. The policies and procedures of Hillcrest Educational Centers apply during the modified duty period. Employees on modified duty who do not meet the expectations of those policies and procedures may be subject to discipline.
12. To mitigate the risk of future injury, a debrief is completed for all on the job injuries that meet one of the following criteria:

  • The employee was out of work for 7 or more days
  • The employee is injured in their first 90 days
  • The employee is injured 3 or more items in a 12-month period
  • At the request of the Program Director or Executive Leadership
  • At the request of the injured employee

A debrief includes a review of documentation and available video footage. The injured employee, a member of HR, and a program administrator participate in the debrief through active discussion. A Therapeutic Crisis Intervention instructor may also participate in the debrief when relevant. The debrief is documented via the On the Job Injury Debrief Form and kept on file by the Workplace Safety and Wellness Specialist. As a result of the debrief, the employee may be required to participate in learning activities, enhanced supervision, or other support mechanisms aimed at injury reduction. Data from debriefs conducted will be recorded and analyzed in the aggregate for the purpose of identifying areas for performance improvement focusing on the mitigation of on the job injury risk. These areas may include, but are not limited to, policy and protocol creation and revision, skill enhancement identification , organization wide learning activities and communications, and environmental modifications.
13. When the employee is cleared to return to work full duty, HR confirms with the employee they are cleared to return for their next regularly scheduled shift. HY additionally notifies the program of the employee’s return.

OUT OF WORK EXPECTATIONS FOR EMPLOYEES INJURED ON THE JOB

  1. An employee out of work on workers’ compensation is required to make a phone call to and speak with  their program’s Assistant Program Director (APD) or other administrator designee no less than once every week, Monday through Friday between the hours of 8:30am to 4:30pm. Leaving a message does not qualify as a contact. The Assistant Program Director will be responsible for reaching out to the employee by telephone and email on Friday afternoon by 3 PM if they have not been contacted by the employee that week. Any relevant information gathered during the contact will be shared by the campus with the Human Resources Department. Additionally, any paperwork or updates on the employee’s status after follow up appointments will be communicated directly to the Human Resources Department. HR will then provide the campus any and all work status updates.
  2. An employee out on workers’ compensation is to return any outreach from the workers’ compensation carrier within 24 hours. This contact may occur in whichever format is preferred by the employee.
  3. An employee out of work on workers’ compensation is to return any outreach from the workers’ compensation carrier within 24 hours. This contact may occur in whichever format preferred by the employee.
  4. Confirmed occupational health appointments related to the on the job injury are not to be rescheduled without first consulting HR.
  5. Requested medical documentation is to be returned to HR within 24 hours of the request.
  6. Once the employee is cleared to return to work, they are expected to report for their next regularly scheduled shift.

Failure to abide by these expectations may negatively impact staffing due to an unnecessary delay in return to work. For this reason, disciplinary action may result.

Workplace Safety and Wellness Specialist
Gayle Murphy
Phone: (413)499-7924 x 144
Email: gmurphy@hillcrestec.org

Administrative Offices-ask to speak with Human Resources Dept:
Phone: (413) 499-7924

DRUG AND ALCOHOL POLICY

Introduction:

Chemical and alcohol dependency creates serious ethical concerns for HEC where the vital concern for the safety and quality of care to our students cannot be compromised. HEC is committed to maintaining an alcohol and drug free work place and to that end has adopted the attached policy emphasizing education of all employees along with the rehabilitation and re- integration of chemically dependent employees, who are willing to go into recovery, to the workplace.

Pre-employment Testing:

As a condition of employment all new employees will be tested for drugs after a job offer has been extended and the offer accepted by the prospective employee. Offers of employment will be conditional upon a successful pre-employment drug screening. Testing will be completed as part of the pre-placement physical exams which are conducted by an outside Occupational Health provider. A prospective employee who fails the pre-employment drug or alcohol screening will not be considered for employment at that time. The offer will be rescinded.

Policy:

It is the policy of Hillcrest Educational Centers to assure the safety and well being of its students and employees in a drug free work place by:

• Prohibiting the manufacture, use, sale, trafficking, purchase, transfer, distribution, dispensation or possession of any illegal drug by an employee while on duty or on HEC properties;
• Prohibiting the diversion of student medications;
• Encouraging self-identification of chemically dependent employees;
• Actively intervening with those that do not self-identify;
• Promoting rehabilitation by therapeutic treatment; and re-entry to the workplace for staff who “self-identify” a substance abuse problem or concern.

Staff, while on the job or on Hillcrest property, are prohibited from using or having alcohol, drugs or drug paraphernalia in their possession. Staff who possess or who appear to be under the influence of alcohol or drugs, will be immediately relieved of their duties and will be subject to disciplinary action, up to and including dismissal. Staff who come to work under the influence of drugs or alcohol, and who are non-compliant with the policy will be terminated.

It is the responsibility of every employee to report suspicions of drug or alcohol use to their supervisor immediately upon suspicion of abuse. The reporting employee will be required to provide a written statement before the end of the shift that details the behavior, verbal interactions or physical characteristics (including odors) that have led to the suspicion. Staff reporting suspicion of abuse will be provided with the maximum confidentiality possible under the circumstances, but we cannot guarantee that reports will remain confidential due to HEC’s need to investigate and take appropriate remedial and/or disciplinary action.

Failure to adhere to this policy may result in disciplinary action up to and including termination of the employee and notification of law enforcement where appropriate.

Staff may be required to submit to drug and/or alcohol testing under the following circumstances:

• Staff has admitted use of drugs or alcohol in recent hours; or
• Staff admits that s/he is currently under the influence of alcohol or drugs; or
• Designated Advisor has completed assessment using tools provided by Human Resources
and has determined that staff is unfit for work.
• Inappropriate or concerning physical or verbal interaction with a student and/or staff
accompanied by erratic or disturbing behavior where there is reason to believe the staff member is impaired.
• Accident with a HEC vehicle or with personal vehicle while on HEC business, or damage to company property and there is reason to suspect the driver is impaired.

Staff who do not comply with the drug and alcohol testing will be considered to have resigned from their position and the resignation will be accepted immediately. Staff who are found to be under the influence of drugs and/or alcohol by the medical provider will be terminated from HEC.

Procedure for Self-identified employees:

Those staff who are not under the influence of drugs and/or alcohol at the time of disclosure, but may be undergoing disciplinary action for other issues such as attendance, who disclose a possible substance abuse problem and request assistance, may be granted a leave of absence to obtain treatment. Accumulated benefit time will be utilized, if available, to undergo

rehabilitation treatment under the guidelines of FMLA, and disability insurance may also be available if employee meets policy criteria.

An employee who successfully completes an approved rehabilitation program and is medically cleared to return to work, will meet with the Director of Human Resources, regarding conditions of return, which will include compliance with an aftercare plan outlined by the medical/clinical provider.

Employees who disclose in the course of an investigation or who are under the influence of drugs or alcohol at the time of disclosure are not considered to be “self identified”, and will be terminated.

Applicability:

This policy applies to all employees of HEC and to those contractors who provide services to
HEC.

Definitions:

Drug, for the purposes of this policy, is broadly defined and includes the following:
• Any illegal drug or substance
• Any over-the-counter medication that may include alcohol;
• Any prescribed medication; that causes drowsiness or alters mood; and has not been disclosed prior to the start of shift.
• Any illegal or prescription chemical not prescribed for the user or possessor;
• Any alcoholic beverage;
• Any chemical/substance causing psychological/behavioral change whether illegal or unlawful.

Drug related misconduct, for the purposes of this policy, is broadly defined and includes the following:
• Possession or unlawful distribution of illegal or unlawful drugs or alcohol, while on HEC
premises or while attending to the business of HEC;
• Use of drug(s) or alcohol while on duty other than medication legally prescribed for the
user or legally sold over-the-counter;
• Misuse of any prescribed or over the counter medication.
• Failure to notify his or her immediate supervisor when reporting for duty or in the course of the work shift if the use of drug(s) or alcohol may adversely affect an employee’s or medical staff member’s performance (e.g., drowsiness, memory alterations);
• Reporting to work under the influence of drug(s) or alcohol other than a therapeutic
dosage of a legally prescribed drug or over-the-counter medication;
• Use of drug(s) or alcohol off HEC’s premises that adversely affects the employee’s work
performance, his/her own safety, and the safety of the students or reputation of the employer in the community;
• Failure to report suspicions of drug or alcohol abuse of co-workers;
• Inappropriate behavior due to the influence of alcohol or drugs when on agency related
business, such as conferences, trainings, meetings, or when attending functions on behalf of the agency.

Designated Advisors are individuals identified at each HEC facility. They will be responsible for implementation and administration of this policy, will act as a resource within the facility and
will be listed with the Director of Human Resources at HEC. Each campus will have at least two designated advisors at the Assistant Program Director or Program Director level. There will be a
list available at each campus of agency advisors should the campus advisors be unavailable.

Where the terms “designated advisor” are used in this policy, they shall be understood to refer to the appropriate authorized official in any area in question.

Identification and Education:

Identification of chemically dependent co-workers is the responsibility of each employee. Intervention with chemically dependent employees is the responsibility of the Designated Advisor, designated by each program, and assisted by the Supervisor. Upon request by the Director of Human Resources, designated advisors will receive periodic training in techniques of behavior documentation and intervention with chemically dependent employees. The success of the prevention program depends heavily on identification.

An effective identification process requires:
• Recognizing the signs of chemical dependency;
• Being aware that the chemical dependency problem exists;
• Understanding that chemically dependent colleagues are helped by identification and
intervention;
• Understanding that chemically dependent colleagues are done serious harm by toleration
and accommodation.

To meet these requirements, HEC will arrange for designated advisors to be trained in Drug and Alcohol Prevention including identification of chemical dependency. A “Summary of Specific Behaviors” indicating possible chemical dependency is available in Human Resources.

Drug Related Misconduct:

Designated advisors are responsible for initial investigation of all suspected drug/alcohol related misconduct. The designated advisor will be briefed on the facts and circumstances of all suspected drug/alcohol related misconduct by the quickest available means. All testing, medical procedures and/or treatment in connection with suspected drug/alcohol related misconduct is to be performed by the approved provider. The procedure for investigation “Screening For Drug(s)/Alcohol” is available in Human Resources.

Should an employee be found to be under the influence of drugs and/or alcohol by the medical provider, the employee will be terminated effective immediately from HEC. Upon receipt of medical documentation that states the employee successfully completed an approved rehabilitation program, the employee can reapply for open positions at HEC Employment will be at HEC’s discretion, and if offered employment, the employee must agree in writing, to conditions of return, with the Director of Human Resources. Conditions of return will include documented compliance with an aftercare plan that has been medically/clinically designed for
the former employee.

STAFF MEMBER’S USE OF PERSONAL MEDICATION

Staff who need to use over-the-counter or prescription medications must ensure that students cannot gain access to the medication. Staff may not carry their medications on their persons. Staff must turn their medications in to the Nursing Station for safekeeping, or keep them locked in their cars.

USE OF TOBACCO PRODUCTS

HEC is committed to providing a safe and healthy workplace and promoting the health and wellness of its employees. As required by Massachusetts Department of Education and also motivated by our desire to provide a healthy work environment for our employees and serve as healthy role models for our students, the following tobacco-free policy has been adopted and shall apply to all employees of HEC

It is the policy of HEC to prohibit the use of all tobacco products on all company premises in order to provide and maintain a safe and healthy work environment for all employees.

The use of tobacco products (including cigarettes, cigars, pipes, smokeless tobacco, or other tobacco products) is prohibited at all times:
• While on campus, off campus on field trips, participating in community activities, or any
activities involving the children we serve.
• In all interior space owned, rented or leased by HEC.
• On all outside property or grounds owned or wholly leased by HEC including parking areas – this applies to private vehicles while they are on HEC property.
• Any location that is within eye-sight of the campus.
• All vehicles owned or leased by HEC.
• All contractors and consultants and/or their employees while working on company premises.
• All visitors (customers and vendors) on company premises.
• All temporary employees and student interns on company premises.

In addition to a tobacco-free workplace policy, it is the policy of Hillcrest Educational Centers that the use of electronic smoking devices is not allowed in any location where the use of tobacco products is prohibited.  Electronic smoking devices are any electronic product that simulates smoking in the delivery of nicotine or other substances to the person utilizing the device.  These may include, but are not limited to, electronic cigarettes, cigars, or pipes.  Hillcrest Educational Centers prohibits use of electronic smoking devices to reduce the risk of involuntary exposure to secondhand byproducts such as e-vapor and to support compliance with a tobacco-free workplace.

As with all HEC policies, failure to abide by this tobacco-free workplace policy will result in disciplinary action up to and including termination (See Discipline).

HEC is committed to providing support to all Hillcrest employees who wish to stop using tobacco products. HEC is committed to ensuring that employees and, to the extent possible, other HEC personnel have access to several types of assistance, including over-the-counter tobacco cessation medications and telephone or group counseling. This can be coordinated through our health insurance provider, our Employee Assistance Program (EAP), and our Wellness Program.

 

EMPLOYEE DRESS & PERSONAL PRESENTATION

It is the policy of HEC that each employee’s dress, grooming, and personal hygiene be appropriate to the work situation and adheres to basic requirements for professionalism, safety, and comfort.  It is equally important that our employees are role models for our students.  One of the skills we teach our students is acceptable presentation for daily living.  Therefore, it is imperative that staff abide by the following standards.

This policy is non-inclusive and there may be additional standards at a work site based on the specific needs of that site.  In addition, the employee’s position may inform their dress code.

Failure to comply with this policy will lead to disciplinary action, up to and including termination.  The supervisor may ask the employee to adjust their personal presentation or change their clothes in order to remain on shift.

Grooming styles, clothing, and accessories that are dictated by religion, ethnicity, or disability will not be restricted as long as they can be reasonably accommodated, do not cause undue hardship for the organization, and do not pose a safety risk.

General Standards:

 All HEC staff:

  • An HEC identification badge must be worn and visible at all times while on duty whether on or off the work site. Identification badges may not be altered in any manner.
  • Body and hair (including facial hair) must be clean and groomed.
  • Staff must be free of body odor.
  • Staff must have good oral hygiene.
  • Clothing should be clean and in good condition.
  • Dirty, ragged, frayed, holey, or worn out clothing is not acceptable.
  • Clothing should fit well.  Clothing that is too tight or too loose is not acceptable.
  • Long, baggy shorts are not allowed.
  • Pants may not be worn below the waist or the hipline.
  • Sweatpants (cotton jersey material with drawstring or elastic waist) or pajama-style flannel pants may not be worn.
  • Leggings (or other spandex or lycra type garments) may not be worn as pants.  Yoga pants may not be worn.
  • Clothing should be modest.  Clothing should cover the body neck to mid-thigh minimally, and all shirts must have sleeves.  Necklines must be modest – no plunging necklines or cleavage shown.
  • Clothing must be long enough to cover body during exercise, including activities with students or restraints.
  • Slogans or designs on clothing must conform to HEC standards and cannot be inconsistent with our mission (i.e. nothing with offensive or inappropriate drawings and sayings, or that depicts or suggests sex, violence, gang, discrimination, tobacco, alcohol or drug related products, etc.)
  • Staff must wear foot protection that is appropriate to the position. Footwear must cover the entire foot, including the toes and heal and must have a solid sole for protection and safety.  Sandals, flip-flops, clogs, crocs, five-finger shoes, ballet-type shoes, high-heeled shoes, work boots, etc. are not allowed.
  • Undergarments including, but not limited to, bras, panties, briefs, and boxers may not be visible.  This includes sports bras.
  • Undergarments may not be worn as clothing.  For example: a white undershirt may not be worn as a shirt.

 

Accessories:

  • No facial jewelry is allowed with the exception of one small stud on the side of the nose.  Eyebrow, lip, tongue, and other facial piercings may not be worn and must be plugged using clear plastic plugs that are not visible to the eye.
  • Earrings must be limited to studs only.
  • Large ear lobe piercings must be plugged with a solid plug.
  • No other jewelry is allowed that would cause a safety concern, such as necklaces or bracelets that could be grabbed by a student, causing staff or student injury.
  • No wallet chains or studded clothing.
  • Exposed tattoos must conform to HEC standards. (i.e. nothing with offensive or inappropriate drawings and sayings, or that depicts or suggests sex, violence, gang, discrimination, tobacco, alcohol or drug related products, etc.).
  • No hats or sunglasses may be worn indoors.  Baseball style hats worn outside must be worn with the brim facing forward. Hats with the Hillcrest logo may be worn for safety purposes when working with certain students.
  • Any clothing that raises a therapeutic concern for the students or is determined by management to be less than professional is not allowed.

 

Exceptions and Appeal Process

  • Exceptions may be made on a case-by-case basis for safety purposes only as indicated in a student’s individual treatment plan/behavior plan.
  • An employee’s supervisor may determine whether or not an article of clothing meets the professional expectations outlined in this policy.  Disagreements on style or specific items may be resolved by using the appeal procedures as outlined in HEC’s Personnel Policy Manual.

 

Specific Standards:

 Supervisors:

In addition to general standards, business casual attire is required. Polo shirts, other collared shirts, business casual blouses and/or sweaters are required.  Hats may not be worn at any time.  Supervisors may wear jeans, provided they are not dirty, ragged, frayed, holey, or worn out.  Special occasions, meetings, appointments, or visitors may necessitate more formal attire in lieu of jeans.

 Departmental Staff (Teachers, Clinicians, Nurses):

In addition to the general standards, departmental staff must dress in business casual attire and present themselves professionally at all times.  Departmental staff may wear jeans, provided they are not dirty, ragged, frayed, holey, or worn out.  Special occasions, meetings, appointments, or visitors may necessitate more formal attire in lieu of jeans.

Campus Administration:

In addition to the general standards, campus administrators must dress in business casual attire and present themselves professionally at all times.  Jeans may be worn on Fridays provided they are not dirty, ragged, frayed, holey, or worn out.  Special occasions, meetings, appointments, or visitors may necessitate more formal attire in lieu of jeans.

Administrative Office:

Administrative office staff are required to wear business casual attire Monday through Thursday.  Men must wear collared shirts (includes typical dress shirt, short sleeved button down, polo style shirt, etc.). Leggings (or other spandex or lycra type garments) may not be worn as pants.  Yoga pants may not be worn.  Administrative office staff may not wear athletic apparel such as sweatpants, sweatshirts, or other types of workout apparel.  Shorts may not be worn at any time.  Friday is a more casual day and jeans may be worn, provided they are not dirty, ragged, frayed, holey, or worn out.  HEC reserves the right to change Casual Friday to business attire if staff do not comply with rules.  Special occasions, meetings, appointments, or visitors may necessitate more formal attire in lieu of jeans.  Staff will be given advance notice if business casual is required on a particular Friday.

  • Because AO staff do not have direct care responsibilities and are open to the public during all business hours, the general standards apply with the exception of the following:  jewelry such as bracelets, necklaces, and hoop style earrings may be worn. No facial jewelry is allowed with the exception of one small stud on the side of the nose.  Eyebrow, lip, tongue, and other facial piercings may not be worn and must be plugged using clear plastic plugs that are not visible to the eye.
  • Large ear lobe piercings must be plugged with a solid plug.
  • High-heeled shoes may be worn, however; any shoe that has the appearance of a bare foot is not allowed.

Senior Managers/Executives

Business attire is required for all senior management and executives.  Sports coats are required attire for men.  Ties should be worn by men during formal interactions which include, but are not limited to, community events, business functions involving individuals outside of the organizations, and any other occasion where formal attire is customary.  High-heeled shoes may be worn.  Due to the nature of their role and the likelihood of interacting with the public on a daily basis, jeans may not be worn at any time.  Senior managers and executives may wear polo style shirts when not involved in formal interactions.  Hillcrest logoed shirts are preferred, but others may be worn as long as they do not have a sports related logo or the logo of another organization.

Staff in Specialized Positions:

In addition to the general standards, cooks, housekeepers, maintenance and nursing staff must wear clothing and footwear appropriate to their position.  Supervisors will explain and determine appropriateness.

FUNDS AND ACCOUNTABILITY

HEC has established credit accounts with various commercial establishments. These have been established strictly for business purposes as a convenience for staff. Personal use of these accounts is prohibited and may result in termination and possible legal action. All staff provided with HEC funds will be held accountable for such funds; receipts must properly document all purchases.

Chapter 3 - Program Policies

STUDENT SUBSTANCE ABUSE PREVENTION/SCREENING POLICY

Overview: Due to the high risk of substance use in the population of students that Hillcrest Educational Centers (HEC) serves, HEC is committed to the prevention, identification and treatment of substance use. Abstinence from all drugs and alcohol is expected of students at all times throughout their placement at HEC (including home and community visits). Services focused upon supporting abstinence, psychoeducation, and preventing future substance use are provided to all students in care. HEC does not provide primary treatment for substance use, and therefore has very limited specific substance use treatment services.  Based on results of screening or any subsequent assessment, substance use treatment may be deferred, referred out, or if significant, may be cause for recommending a change in placement.  Student’s, whose use is identified as instrumental or more serious, are planned for on an individualized basis utilizing the following treatment recommendations. Students determined to be habitual and compulsive users of one or more substances are likely to need alternative placement. 

Please note:  HEC does not admit students who are in need of detoxification or rehabilitation related to Substance Use Disorder, or students for whom this is the primary treatment need. Students that have secondary treatment needs related to substance use (i.e. trauma reactive youth who engage in experimental substance use) will be considered for admission. 

Substance Use Screening:  Within 24 hours of admission, a substance use screening tool will be administered to all youth by clinical staff.  Hillcrest currently utilizes the CRAFFT Screening Tool.  

Clinicians utilize the CRAFFT Provider Guide and scoring indicators to determine next steps.  CRAFFT scoring indicates the following:

0 = Client who report no use of alcohol or drugs; provide praise and encouragement to the youth.

0 or 1 = Client who reports any use of alcohol or drugs; encourage client to stop and provide brief advice regarding the adverse health effects of substance use utilizing psychoeducational materials.

2 to 6 = Client is identified with a “positive” screening; score indicates that the client is at high-risk for having an alcohol or drug-related disorder and requires further assessment. 

For youth whose CRAFFT screening indicates a need for further assessment, Hillcrest utilizes the Substance use Subtle Screening Inventory (SASSI).  The full assessment tool will be utilized within the first 45 days of placement. Stakeholders and collaterals will also be contacted during the diagnostic period. Findings from this screening and any subsequent full assessment will be included in the youth’s Diagnostic Psychosocial Assessment, which is due within 45 days of admission. Along with consideration of the other components of the student’s diagnostic psychosocial assessment, and in consultation with the treatment team,  treatment recommendations are proposed.  When indicated, a course of treatment will be included in the student’s Comprehensive Treatment Plan (CTP). 

Ongoing Treatment: Hillcrest provides psychoeducation to students with a history of substance use in addition to the recommended interventions listed within the SASSI IF these interventions are within the scope of Hillcrest’s treatment.  These recommendations are utilized to develop their comprehensive treatment and are reviewed quarterly for progress and revision. As noted above, for identified treatment needs outside of the scope of Hillcrest’s treatment, other steps may need to be taken.

Drug screens may be ordered for alcohol, amphetamines, cocaine, morphine, marijuana, phencyclidine, benzodiazepines, methadone, barbiturates, and tricyclic antidepressants by the treating psychiatrist or pediatrician.  An order for drug screening may occur as a means of supporting treatment goals for any student assessed to be instrumental or more serious in their use.  Additionally, a drug screening may occur if any student is suspected or disclosed to have engaged in substance use (at any point during their treatment and placement at HEC). Drug testing requires consent of the student’s guardian and is implemented according to the agency drug testing policy. 

Students who are believed to be under the influence or who have disclosed present substance use (other than from nicotine or as prescribed by a physician) will be assessed by the campus nursing staff or taken to urgent care or emergency department for assessment if indicated. Suicide risk should be considered as a possible motivator for acute substance misuse and the agency suicide prevention policy should be utilized when indicated. 

 

Drug Testing Procedure 

Overview: Drug testing will occur according to the treatment plan, or as ordered by the physician based on the recommendations/outcome of the clinical assessment process. Once consent is obtained, nursing staff will complete the mouth swabs and urine collection for testing. If students do not return to campus when there is a nurse on campus, the supervisor on duty will obtain and store the specimens as instructed. 

General Procedure: When a student has been identified in need of drug testing, the following process must occur prior to drug testing: 

  1. The Clinical Department will notify the Nursing Department of the assessed need for drug screening and what drugs should be included in the screening panel. 
  2. The psychiatrist or the physician will be notified by nursing, and if in agreement, an order will be written for the specific drugs that the student will be tested for. 
  3. The Clinical Department will notify the parent/guardian of the findings and recommendations from the Substance Use Screening and obtain consent from the guardian for any drug testing that has been recommended. The guardian and/or primary family contact will also be informed of the process. 
  4. The Clinical Department will inform the Nursing Department when consent has been given for drug testing. 

 

Procedure After Testing is Complete: 

  1. Nursing will forward a copy of the test results in the form of personal notification 

to the administrative staff, supervisor on duty, the psychiatrist and the appropriate clinician within 24 hours after testing. This can be via email, voice mail or in person. 

  1. The student’s clinician, or designee, will notify the guardian and/or primary family contact of the outcome of the test. 
  2. Nursing will clearly note the results in a log for future identification and date of the test for the student. These results will also be uploaded to the nursing file uploads within the student’s chart.  
  3. The rest of the treatment team will be notified within 7 days by the clinical designee.  

Procedure if Student Returns to Campus After a Home Leave With Physical Symptoms With Suspicion of Drug Use: 

On the occasion when a student returns to a campus with physical evidence of substance use, i.e., elevated vital signs, altered mental state, and there is suspect of drug use: 

  1. Nursing will do an assessment noting the student’s physical state, and if a consent is in place do a drug test. The student will be transferred to the ER for further evaluation and possible treatment if deemed necessary. 
  2. If nursing is not on campus, the supervisor on duty will notify the Campus Administrator and notify the nurse on call.  The nurse will consult and may instruct the supervisor to send the student to the emergency room for further evaluation if deemed necessary..