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Chapter 5 - Urgent Events & Emergencies

IMMEDIATE NOTIFICATION POLICY

 

In the event of a critical incident, involving any Massachesetts, Out-Of-State or Privately Funded student enrolled in a Hillcrest program, immediate notifications must be made by the Director of Quality Assurance, Program Director or designee.  Additional notifications must also be made in accordance with individual student’s placement agency’s agreement/contract and home state’s regulations.  Immediate notification is defined as within 24hrs of the incident unless otherwise specified.  When notification requirements conflict between agencies, the lesser time frame must be adhered to.

Immediate Electronic Notification through their web-based monitoring system to MA DESE is required for the following critical incidents that occur during school hours only for any enrolled student:

  • The Death of Any Student: Immediate verbal and written notification to the student’s parents/guardians and school district;
  • The filing of a 51A with DCF or a complaint filed with the Disabled Persons Protection Commission (DPPC),  against the school or a school staff member   for alleged abuse  or  neglect of any student;
  • Any action taken by federal, state, or local agency that  might  jeopardize the agency’s licensing approval with ESE (i.e. federal or state investigations; closure of intake);
  • Any legal proceeding brought against the agency/school or its employee(s) arising out of circumstances related to the care or education of any of its students;
  • The hospitalization of a student (including out-patient emergency room and urgent care facility visits) due to physical injury at school or previously unidentified illness, accident or disorder which occurs while a student if in the program;
  • A student run from the program; and
  • Any other incident of a serious nature that occurs to a student or staff in the program (Some examples include: any police involvement, any media involvement, weapons,  alcohol or drug possession or use while in the program, firesetting).
  • Massachusetts students ONLY: Emergency termination of a student under circumstances in which the student presents a clear and present threat to health and safety of him/herself or others pursuant 28.09(12)(b), that occurs during both school and residential hours.

Additional Notifications – In addition to the above list, the following critical incidents require immediate notification to be made in accordance with an individual student’s placement agency’s agreement/contract and home state’s regulations:

  • Any injury resulting from a motor vehicle accident during a school or program -related event; and
  • A serious injury resulting from a restraint

Agency-specific criteria for critical incidents and reporting forms/procedures can be found in the Critical Incidents folder in Google Suite Drive.

Chapter 4 - Care of Students

PROGRAM MODIFICATION AND SUPPORT SERVICES FOR ENGLISH LANGUAGE LEARNERS/LIMITED ENGLISH PROFICIENT STUDENTS

English Language Support:

Hillcrest Educational Centers, Inc recognize that it is the school district’s obligation to determine if the student is ELL/LEP and that it is Hillcrest’s responsibility to cooperate fully with the student’s school district to address the student’s needs.

Public School districts are required to conduct a Home Language Survey for each of their students.  Hillcrest Educational Centers, Inc requires a copy of the Home Language Survey, as part of the admission process.  Depending on the results of the Home Language Survey and overt indications of the student’s ability to speak English, Hillcrest works with the sending school district to identify ELL/LEP students and to include this information on the students’ IEP’s and accompanying documents.  Hillcrest Educational Centers, Inc. also complies with regulations to administer MELA-O and MEPA assessments when required.

In addition, Hillcrest reviews each student’s IEP for the “required language of instruction” and works with the sending school district to assess and address language acquisition issues.  If a student is identified by the sending school district as an ELL/LEP student, Hillcrest will work with the school district to provide the required sheltered content instruction and additional instruction in English as a Second Language.

Chapter 4 - Care of Students

EQUAL ACCESS

All Hillcrest students will have equal access to services, facilities, activities, benefits, and extracurricular activities and/or clubs regardless of race, color, sex, gender identity, sexual orientation, religion, national origin, disability or homelessness. Students are provided with equal opportunity to participate in intramural and interscholastic sports.

Chapter 16A- Personnel Policy Manual

EMPLOYEE GRIEVANCE PROCEDURE

EQUAL EMPLOYMENT OPPORTUNITY POLICY STATEMENT

It is the continuing policy of HEC to recruit and employ the best qualified staff without regard to race, color, sex, national origin, gender identity, religion, sexual orientation, disability, military status, Vietnam era veteran or homelessness as defined and required by federal and state laws and regulations. Equal employment opportunity applies to all personnel actions such as recruiting, hiring, compensation, benefits, promotions, training, transfers, terminations and opportunities for training. No preference is given to the hiring of relatives or friends but the referrals are welcome.

MAKING A FORMAL COMPLAINT

This policy is designed to have an alternative method of reporting harassment, discrimination, intimidating behaviors or other concerns. Hillcrest Educational Centers, Inc. has the legal and ethical responsibility to provide employees with a procedure to follow in instances where they have a concern or complaint that relates to any part of the program, it’s operation or staff or if they feel they have been subject to discrimination based on legally protected categories (race, color, sex, national origin, gender identity, religion, sexual orientation, disability, military status, Vietnam era veteran or homelessness). Effectively utilizing this procedure will provide the employee with a prompt and equitable resolution to their complaint(s). While we encourage staff to use the chain of command to report these kinds of incidents, we also understand that it is sometimes uncomfortable and leads to non-reporting. Hopefully this additional reporting mechanism will provide staff with an option when these situations occur.

Staff who hear or see harassing, discriminating or intimidating behavior are encouraged to verbally report this immediately to a supervisor so the event can be investigated immediately.

The Program Director may designate a member of the Campus Administration or ask another HEC Administrator to conduct the investigation, but upon completion of the investigation, the staff who made the complaint will meet with the Program Director to discuss the investigation and resolution of the complaint.

Every attempt will be made to protect the privacy and confidentiality of the staff who registered the complaint as well as the privacy and confidentiality of the staff who is the subject of the complaint to the degree practical. However, we cannot guarantee confidentiality so it may be necessary to disclose names and statements of staff should the safety of the students and/or staff be compromised, or to otherwise effectively complete an investigation depending upon the facts of a particular case.

If the employee does not feel their concern has been addressed they may follow the following appeal process:

APPEAL PROCESS

An appeal is defined as a claim by an employee that there has been inequitable treatment of an employee. The employee has 10 business days (Monday-Friday) to file the appeal.

General Provisions:

Appeals should be presented for disposition through the appeal process.
Failure at any step of the appeal process to communicate a decision within the specified time limits permits the employee to proceed to the next step.

Time limits may be extended by mutual agreement in writing.

Official appeals filed by any employee under the appeal process will not be placed in the personnel file of the employee nor will such appeal become part of the record, which is used in the promotion process or in any recommendations for job placement.

Conferences with employees, necessary for processing appeals, will ordinarily be scheduled during the normal workday.

Procedure:

Step One – Program Director
The employee will submit the appeal in writing to the Program Director. The Program Director, or designee, will meet with the employee within 10 business days of the receipt of the written appeal. The Program Director, or designee, will communicate the decision in writing, with a copy to the employee, within 10 business days of the conference.

Step Two- Senior Vice President

If the appeal is not resolved at Step one, based on the Hillcrest program the employee may appeal the decision to the Senior Vice President or the Executive Director within 10 business days after the decision has been received. The appeal will be in writing and be accompanied by a copy of the decision at Step One. The Senior Vice President, or designee, will meet with the aggrieved employee within 10 business days of the receipt of the appeal. The Senior Vice President, or designee, will communicate a decision in writing, together with the supporting reasons, to the employee within 10 business days of the conference.

Step Three – President/CEO

If the appeal is not resolved at Step Two, the employee may appeal the decision to the President/CEO within 10 business days after the decision has been received. The President/CEO, or designee, will meet with the aggrieved employee within 10 business days of receipt of the appeal. The President/CEO, or designee, will communicate a decision in writing, together with the supporting reasons, to the employee within 10 business days of the conference.

Step Four – Personnel Committee of the Board of Directors

If the appeal is not resolved at Step Three, the employee may appeal the decision to the Personnel Committee of the Board of Directors within 10 business days after the decision has been received. The appeal will be in writing and be accompanied by a copy of the decision at Step Three. The Personnel Committee will meet with the aggrieved employee within 10 business days of receipt of the appeal. The Personnel Committee will communicate its decision in writing, together with the supporting reasons, to the employee within 10 business days of the conferences.

Chapter 16A- Personnel Policy Manual

SOCIAL MEDIA POLICY

This policy applies to social media use by employees, interns, and volunteers for work-related purposes and personal use of social media when the employee’s, intern’s, and volunteer’s  affiliation with Hillcrest Educational Centers (HEC) is identified, known, or presumed. Social media includes, but is not limited to, all means of communicating and posting of information or content in online forums, blogs, microblogs, wikis and vlogs (e.g., Facebook, LinkedIn, MySpace, YouTube, Twitter, media sites or similar types of online forums).

 

This policy does not apply to an employee’s, intern’s, and volunteer’s personal use of social media where their association with HEC is not directly or indirectly disclosed or acknowledged, where they  engage in the activity using his or her own equipment, away from work and not on work time, AND where the posting does not relate to HEC.

 

This policy is divided into three subsections: (1) general use of social media; (2) work-related use of social media; and (3) personal use of social media. Violation of this policy may lead to disciplinary action up to and including termination of employment.

 

General Use of Social Media

 

Social media posts are not private. Everything you post online builds a record about you and your activities. When disclosing information on social media sites, consider the impact that those comments will have on you and HEC when read by coworkers, students, student’s parents/family members/guardians, and other interested parties.

 

All work-related use of social media and personal use of social media when your association with HEC is identified, known, or presumed shall be conducted consistent with the following:

  • You must comply with all HEC policies, rules, and guidelines, including, but not limited to the Code of Ethics, Professional Standards, the Harassment Policy, and the Personnel Manual.
  • All HEC confidentiality rules apply to social media posts.
  • Never refer to, describe or post pictures, videos, or other representations of employees, students, students’ parents/family members/guardians or others without their permission.
  • Do not post any material that is obscene, profane, libelous, threatening, harassing, discriminatory, malicious, abusive, hateful, or embarrassing to another person or entity.
  • Do not communicate with students (including former students). In the event that a student attempts to interact with an employee at HEC through social media, that employee is required to direct the student to use established, school-sanctioned channels, and the Administration must be informed of said interaction.

 

Work-Related Use of Social Media

 

In addition to the above policies for general use of social media, social media use for work-related purposes shall be conducted consistent with the following:

  • You may not use social media while on work time unless it is work-related.
  • You may not use your HEC email address to register on social media networks, blogs, or other online tools for personal use.
  • All social media activities engaged in with HEC’s resources, including computers or internet access, are subject to HEC’s control and discretion.
  • You will have no expectation of privacy when using these systems and no information is confidential from HEC.
  • HEC has the right to monitor and access social media activity conducted with HEC resources and the right to remove or revise any postings.
  • Information about coworkers, students (including former students), students’ parents/family members/guardians and other interested parties, must be protected at all times.
  • Information relating to these individuals and entities shall not be posted unless the Program Director provides preapproval.
  • You may not post internal reports, policies, procedures, or other internal work-related communications.
  • Posts shall comply with all federal and state laws including, but not limited to, those relating to copyright and information protection.
  • HEC will remove posts that do not comply with this policy.
  • HEC may also delete spam and comments when it deems appropriate.
  • If you are contacted for comments about HEC or its business, you must forward the request to the Executive Office. .

 

If HEC permits you to comment about HEC or any HEC-related activities, you must identify yourself and your relationship to HEC.

 

Personal Use of Social Media

 

When your association with HEC is identified, known, or presumed, you must comply with the above policies for general use of social media, as well as the following requirements:

 

If you directly or indirectly acknowledge an employment relationship and other affiliation with HEC within social media profiles (e.g., listing HEC as the current employer on the “About Me” section of a social media platform, blog, or website), you should add the following language: “The views expressed on this [blog, website etc.] are my own and do not reflect the views of my employer.”

Chapter 3 - Program Policies

Program Handbooks

At intake to the assigned campus, the individual served and their parent or guardian will receive a copy of their program’s handbook.  The handbook covers the procedures related to the specific campus and needs of the population.  If at this time the individual served is disoriented or lacks capacity to understand their rights, he or she will be issued and informed again when he or she is able to understand the materials and information.

Chapter 3 - Program Policies

Pets On Sites Policy

Pets on Campus

It is Hillcrest’s policy to provide a safe and healthy environment for our students, employees and visitors. In accordance with this, pets are prohibited from all Hillcrest program sites with the exception of licensed/registered service and/or therapy animals.

“Service Animals” refers to animals (primarily dogs) used to guide or provide assistance to persons with disabilities in the activities of independent living. The Americans with Disabilities Act (ADA) defines service animals as any animal individually trained to do work or perform tasks for the benefit of an individual with a disability. If an animal meets this broad definition, it is considered a service animal.

Applying The Policy
This policy provides for the health and safety of students, employees and visitors by restricting animals at our programs/campuses as follows:

  • Unauthorized animals are not permitted at any program/campus site, including the parking lots and grounds.
  • Employees and visitors are reminded that bringing a pet and leaving them in a car is neither appropriate, nor safe and is prohibited.
  • In order to accommodate individuals with disabilities, service animals are permitted to assist the individual who is disabled.
  • All individuals including staff and students are reminded not to touch, feed or pet a service or therapy animal when the animal is working as it potentially distracts the animal from the task at hand.
  • It is the animal owner’s responsibility to ensure that animals are promptly cleaned up after.
Chapter 3 - Program Policies

SEARCH PROCEDURES

Overview
Hillcrest Educational Centers will periodically search students for contraband such as weapons, lighters, drugs or pornography. There are three types of searches utilized. The procedures and the circumstances under which they would be implemented are described below.

Treatment Planning
Search plans are individualized according to clinical risk assessment and recommendations of the treatment team. They are continuously modified according to treatment progress and reassessed risk levels as determined by the treatment team. The following guidelines are to be utilized when developing and implementing a search plan:

  1. Search plans will be included as part of the youth’s treatment plan and will be referenced in the youth’s ICMP or Behavior Support Plan.
  2. Search plans must include the specific skill development and goal achievement that will result in the reduction/elimination of searches.
  3. Search plans will be reviewed at length with the youth so that he/she fully understands how and why they are conducted, and how they become reduced and/or eliminated. If a student has severely limited communication skills the search plan will be reviewed with the parent or guardian focusing on the need for safety and the alternative skills that are being taught to minimize risk to student and staff.
  4. Expressions of any nature for the discomfort regarding searches must be forwarded to the student’s clinician and the shift supervisor for review and response.
  5. Safety plans must include clear descriptions related to frequency of the searches. If searches are identified to occur per shift, it is important to note that searches do not need to occur on the overnight shift and a youth should never be woken up early to complete a search.

Full Search
The room where the search is conducted must first be examined by staff to ensure that there is no pre-existing contraband or damage. Wastebaskets must be removed. Once the room check is completed, the student receives a robe and enters the room and removes all of their clothes with the exception of undergarments (bras and underwear). The student then passes out their clothes, which are searched. The student comes out of the room in the robe and the room is searched. The student is then allowed back in the room to put on their clothes. When occurring after a visit or trip, searches must be done prior to returning student to team. When coming from an off-campus unsupervised trip students must be checked with the metal-detector wand. These searches need to be logged by a supervisor.

Full Searches are for:
1. Students on High-Risk Behavior Search Lists. Students are placed on the list for unsafe behavior including fire-setting, self-harm, etc. Students on list are searched at random times at a frequency determined by the treatment team.

  1. Students returning from an unsupervised home visit. To be conducted by person transporting student. If no transport, then to be conducted by primary staff or supervisor.
  2. Students returning from any off campus trip with parents/guardians, etc. To be conducted by primary staff or supervisor.
    4. Students that have an on-campus unsupervised visit with family member. (Until deemed unnecessary by treatment team and approved by an administrator.)
  3. New Students. Students will be on full-search protocol until cleared by a campus administrator and noted in the ICMP. New students will be searched minimally three times a week – once on each shift (day shift and the two residential shifts).

Due to the low cognitive level of many of the students in the ASD Program searches of these students will not be conducted at admission unless the student enters the program with a specific history of possession of contraband that has posed a risk in the past.

** All students must have their personal belongings searched immediately upon return to campus. Cloth items that can be heated will be placed in a dryer for a sufficient period of time. Please record on appropriate log.

Quick Search
Students are required to pull off their shoes, pull out their pockets and/or have pockets patted by same-gender staff, pull up pant legs and reveal waistbands for inspection by staff. Metal detecting devices are also used during a quick search.

Quick Searches are for:
1. Students returning from a Hillcrest-staffed event or activity: To be conducted whenever possible by person transporting student.
2. After an on campus supervised visit with family member. To be conducted by primary staff or supervisor.

  1. All students entering an HEC day program building.

** All students must have their personal belongings searched immediately upon return to campus. Please record on appropriate log.

Room / Dorm searches
1. Bedroom searches should occur at least once per week on each shift (excluding overnights). This can be increased if there is suspected contraband.

Bedrooms: Dressers, closets, footlockers, toy boxes, bed linens, and mattresses are to be emptied and/or removed, searched, and replaced. Ceiling tiles are to be removed and ceilings searched. Heating and cooling vents need to be checked.

  1. Searches of the following public areas will be conducted by night staff once per night. This can be increased if there is suspected contraband.

Common areas: Bookcases, toy boxes, hutches, and furniture cushions emptied / removed, searched, and replaced. Ceiling tiles are to be removed and ceilings searched. Heating / cooling vents need to be checked.
Bathrooms: Toilets under bowl and tank lids, in back of sinks, showers, paper towel dispensers etc. Ceiling tiles are to be removed and ceilings searched. Heating / cooling vents need to be checked.
Laundry areas: In and behind dryers and washers. Ceiling tiles are to be removed and ceilings searched. Heating / cooling vents need to be checked.

Please Note: Suspicion of dangerous behavior or possession of contraband can result in a student search at any time, as approved by a campus administrator.