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Chapter 15 - Maintenance

SCHOOLDUDE MAINTENANCE REQUESTS

dude6Requests for maintenance and repairs are managed through a web based request system at www.schooldude.com. Any HEC employee with access to the Internet can make a maintenance request via the Schooldude system.

1) Maintenance Direct is the program that allows HEC staff to make a request to repair, install, replace building needs etc. Requests made through the Maintenance Direct program are sent to the Manager of Maintenance for approval, prioritization and assignment to the appropriate technician.

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2) PM Direct is the program that allows us to create preventative maintenance schedules such as HVAC filter changes, dryer vent cleanings, bath fan cleanings etc. All preventative maintenance tasks are scheduled through the PM Direct Program and distributed to the appropriate technician.

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In June 2005 the Hillcrest Maintenance Department implemented SchoolDude, a user friendly, web-based maintenance request and tracking system that is available online 24 hours a day to accept work requests at all Hillcrest locations. SchoolDude allows all staff with a HECNet account and Internet access the ability to make a campus maintenance request.

1. Emergencies should still be handled by immediate and direct telephone contact.
2. If you don’t have a HEC account and would like to make a request you can do so by submitting a request in writing on the paper Schooldude work order form to your supervisor or work site secretary. Paper Schooldude work order forms are available though your supervisor or work site secretary.

To create a shortcut to the request system on the computer desktop, do the following:

1. On your computer’s desktop, right click and choose New and then Shortcut
2. In the command line, type in the following address: http://www.myschoolbuilding.com/myschoolbuilding/mygateway.asp?acctnum=476999971
3. Click Next
4. In the Shortcut name, type, Work Requests
5. Click Finish
The HEC SchoolDude password is occasionally changed for security purposes. All active users will be notified via email each time the password is changed, but new users should get the current password from your supervisor or work site secretary Before trying to access the system.

To access system double click the shortcut on the desktop.

The first time you log in you will be prompted to enter your email address.
1. If you have a HECNet account, enter your current HEC email address.
2. You will then be prompted to enter your last name.
3. In the next request screen, enter information required.
4. After your maintenance request is complete you will be asked to enter a password to submit your request. Enter the password you received from your supervisor or work site secretary.

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Your maintenance request will be sent to the appropriate administrator for review, processing and assignment to the appropriate maintenance staff.
You can then check the status of your requests by clicking on the “my requests “ tab on the SchoolDude web site.

The HEC SchoolDude password is occasionally changed. All active users will be notified via email each time the password is changed.

Chapter 15 - Maintenance

EMERGENCY PROCEDURES

FIRE ALARM

When a fire alarm goes off at a program or work site, Berkshire Communicators performs the following actions in the following order:
1) Dispatches the fire department to the program/work site.
2) Calls the program/work site for more information. (IE nature of emergency, is ambulance or police needed)
3) Calls the HEC maintenance department emergency cell phone, which is carried by the on-call maintenance staff.
4) If #3 is not successful, calls through the call list of designated staff until one is reached.

When any fire alarm goes off in a building, in addition to immediately evacuating the building, a Supervisor shall call 911 as soon as possible to have the 911 dispatcher alert the fire department as to the nature of the alarm.

This step is useful to the fire department so as to respond appropriately. For example, if a student was witnessed pulling a pull station, relay this to the 911 dispatcher so the fire department can send fewer vehicles.
The other reason to always call 911 is so we verify the alarm signal was received. The fire alarms use an automatic phone dialer to send the alarm signal to Berkshire Communicators; if the phone dialer is out of order, no signal will be sent and no response from the fire department.

OTHER ALARMS

If a Carbon Monoxide Detector goes off or there is a smell of Natural Gas/propane, treat like a fire alarm (i.e., activate pull station, evacuate building and call 911).

There are other alarms to be aware of that are not connected into a system that automatically summons the fire dept. or police such as: delayed egress panic hardware on doors, trouble signal from fire alarm panels and fire pull station covers; be aware of different sounds and what they represent and what your response should be.
FIRE DRILL

Supervisor must call Berkshire Communicators (413-499-3650) before the drill to communicate to them you are doing a test and after the drill to verify the alarm and restore signals were received (you must have the Fire alarm panel # available).
If Berkshire Communicators indicates they did not receive an alarm or restore, the emergency pager must be called immediately and a SchoolDude work order must be submitted.
Calling 911 is not required for a fire drill.

FALSE ALARMS

If a Supervisor has verified that there is a false alarm (i.e., a student was seen by a staff member pulling the fire alarm), the Supervisor shall directly call 911, identify themselves, give the campus address and tell the dispatcher that the alarm is a verified false alarm.

All alarms should be treated as unknown, including verified false alarms, and building evacuation should take place. The alarm should not be silenced or reset until the Fire Dept arrives or instructs you to do so.

Chapter 15 - Maintenance

MAINTENANCE EMERGENCY

Maintenance On-call/Emergency Policy

The Hillcrest Maintenance Department has a rotating on-call/emergency maintenance cell phone for nights and weekends.

Emergencies/concerns during the regular workday (Monday – Friday, 7 a.m. – 3 p.m.) should be directed to your campus maintenance staff.

In the event of a maintenance emergency between 3 p.m. and 7 a.m. during the week or on weekends, please call 413-7709425 and leave a voicemail if necessary. The maintenance staff on call should return your call within 15 minutes. If you do not receive a return call within the designated time frame, use the maintenance emergency call list located in Section 1 of this manual.

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In addition to unexpected emergencies, also call the maintenance cell phone for the following:

  • Fire alarm trouble tone from the panel and or a fire alarm
    • Power outage lasting more than 15 minutes
    • Power outage: also call IT Dept. immediately
    at 413-499-0607 between the hours of 7:30 am – 5:30 pm or 413-266-1124 outside of regular business hours.

Maintenance Emergency Call List

Have you called the emergency cell phone?
If not, please call 413-770-9425 now!

If you have called the emergency cell phone,
It has been 15 minutes and
You have not received a response…

Please call the maintenance staff in the order listed below.

Leave a message and continue down the list
until you reach a live person.

Director of Facilities, Jim Sorrentino
Cell (413) 441-1349

Manager of Maintenance, Brian Kelly
Cell (413) 3297841

Facilities Coordinator, Pat Prendergast
Cell (413) 822-2322

If you do not speak with one of the above maintenance staff,
Call your Administrator on Duty (AOD).

Chapter 15 - Maintenance

INTRODUCTION

The primary responsibility of the Hillcrest Educational Centers’ Maintenance Department is to maintain a safe environment for Students and Staff.

The goal of a safe environment is achieved by adherence to the Life Safety Code, as well as Local and State building, plumbing, electrical and health department codes and required inspections, as well as scheduled preventative maintenance inspections and hazard surveillance of all buildings and building operating systems.

Under the direction of the Director of Facilities (DoF) , the Manager of Maintenance (MoM) and the Facility Coordinator (FC) work together to insure that all jobs and projects, regardless of size and complexity, are completed in a safe and timely manner.

The Manager of Maintenance is responsible for the day-to-day operation of the campus maintenance done by the Maintenance Workers.

The Facility Coordinator is responsible for facility environmental concerns such as the Life Safety Code and Joint Commission Statement Of Conditions; Integrated Pest Management; facility emergencies, and water, sewer and and septic issues.

All construction and renovation projects are coordinated by the Director of Facilities through involvement with engineering firms and sub-contractors. The Maintenance Dept. also consists of skilled craftsmen who work under the direction of the DoF and MoM.

The Environment Of Care Leadership Committee meets with the President/CEO on a bi-weekly basis, the interdepartmental Environment of Care Committees at each campus meet on at least a bi-monthly basis to review the EOC procedures and activities at their campus, consistent with the 7 EOC Plans for the agency. Additionally, the DoF and MoM meet monthly with campus Program Directors to discuss long and short-term goals and concerns. Based on findings and information, repairs are made and, when necessary, policy changes are recommended to the campus Improving Organizational Performance (IOP) Committee or directly to the Senior Management Team.

The following pages contain an outline of the responsibilities of the Maintenance Dept. as well as examples of preventative measures utilized by the department.

Chapter 17 - Business Finance

EXPENDITURE POLICIES

A. Reimbursable Expenditures
Tuition rates are set based on reimbursable expenditures as set forth in the Operational Services Division (OSD) regulations. All expenditures are monitored based on OSD regulations. The Program Directors and Department Heads are expected to keep expenditures within budgets.

B. Proper Documentation
A reimbursable expenditure must be supported by proper documentation (i.e., an invoice, vendor receipt, cash register tape). If a receipt is not available, or lost, a handwritten receipt must include the same information as an invoice. (who you paid, description, date and amount), and then must be signed by a Program Director. This should be an isolated incident.

C. Proper Authorization
Purchase Orders or Check Requisitions must be authorized by a Program Director or a Department Head and must be charged to appropriate budget line.

D. Delivery of Goods
Packing slips or receiving reports must be submitted to the Accounting Office to verify goods have been received. Staff authorized to receive purchase deliveries must sign the receiving report, date it, and submit to Accounts Payable. Vendors will not be paid without documentation that goods have been received.

E. Purchases Over $10,000
Three (3) bids must be obtained for any expenditure over $10,000
These bids must be submitted by a vendor, and include a detailed description of the goods or services; and a price quote. All bids must have comparable products or services. The lowest bid wins, unless there are extenuating circumstances, which must be documented. Campuses will be responsible for keeping records on file of all bids. Bids must be kept on file for three years. Copies of bids for maintenance and computer purchases must be sent to the Controller. The business office will periodically audit campuses to be sure that bids are being obtained and kept on file. Bids do not need to be obtained if they are at the state contract rate as set by OSD, but there must be evidence obtained to show that the purchase was at the state rate.

When purchases exceed $10,000, copies of the bids must be sent to the business office for approval by the Chief Financial Officer.

F. Supply Orders
Routine supplies are purchased individually by each campus. Each purchase must be assigned a purchase order number from the Accounts Payable Office.

Purchase Orders
A. To purchase on credit, the authorized purchaser contacts the Payables Clerk or the Business Manager or Controller when the A/P Clerk is unavailable, requesting a purchase order number. The request for a purchase order can be by phone (preferable) or by e-mail.
1. The Payables Clerk confirms authorization.
2. The Payables Clerk records vendor name, date requested, item(s) to be purchased, estimated cost, budget line to be charged, and person requesting items in the accounting software.
3. A purchase order number is then given to the person calling with the request. If the request was made via e-mail, the purchase order number is e-mailed or called in to the person who requested the purchase order.
4. The authorized purchaser then orders the item(s) needed, presenting the vendor with the purchase order number assigned to the purchase.
a. If items are picked up, the purchaser obtains the sales receipt and immediately forwards to the accounts payable department with the PO number written on the receipt.
b. If the item(s) are delivered, the purchaser insures that a signed and dated copy of the receiving or packing slip is immediately forwarded to the accounts payable department. The Purchase Order number should be written on the delivery or packing slip.

5. The accounts payable clerk files the sales receipt and/or the packing/receiving slips to be later matched with the purchase order upon arrival of the invoice.

a. In some cases, the receiving slips also serve as the vendor’s invoice. They must be matched up with the proper purchase order and other documentation, if available, and then scheduled for payment.

6. Invoices (or receiving slips) are then prepared for data entry.
G. Check Requisitions
Check Requisitions must have proper documentation. If you need money in advance, in the description area of the Check Requisition please clearly specify the reason for the advance along with the date incurring the expenditure. Documentation must be submitted as soon as it is available. If there are more than two outstanding Check Requisitions, new ones will not be honored until documentation is submitted.
A. To request a check, an authorized purchaser (program director/assistant program director) fills out a check requisition with current date, date needed, budget line to be charged, item description, price, and any other shipping or mailing instructions. If item cost exceeds $10,000, three competitive bids must be obtained. If the item cost exceeds $10,000.00 then all bids must be approved by the CFO. These bids must be kept on file The check requisition is then authorized by the campus program director.

1. The accounts payable clerk prepares these requests for data entry. All requisitions are checked to insure proper receipts are attached, calculated correctly, and proper approval has been obtained. The person requesting the monies must also, have all receipts returned for all previous funds requested in advance. Requisitions are entered onto the accounts payable system with the expenditure account number, vendor code, and scheduled for payment according to the date needed.

2. The Chief Financial Officer, Business Manager or Controller reviews and approves all check requisitions.

3. The authorized purchaser forwards the sales receipt, packing/receiving slips or any other additional documentation related to the purchase to the accounts payable department, as they are received.

4. Upon receiving the above documentation, the accounts payable clerk attaches receipts and documentation to the outstanding check requisition, which is then filed in the accounts payable file.

H. Petty Cash Controls
1. All cash must be properly safeguarded in a lock box or safe and accounted for by using a petty cash book.
2. Any cash distributed must be reflected on a petty cash voucher, which specified the date, description of activity, amount given, and budget line account number to charge.
3. The person receiving the money must sign the voucher.
4. When an expenditure is made, staff is responsible to return the receipts and any monies remaining to the Accounts Payables Office in a timely manner.
5. The actual expenditure amount must be noted on the petty cash voucher and circled.
6. The receipts totaling the expenditure amount are then attached to the voucher.
7. Any cash not expended is returned to the petty cash box.
8. Any expenditure exceeding amount given to staff is reimbursed to staff from petty cash box.
9. You must account for all cash balances.

Chapter 16A- Personnel Policy Manual

RESIGNATION AND REHIRE

RESIGNATION

Employment with HEC is at-will, meaning that the employment relationship can be terminated by the employee or HEC at any time, for any reason, with or without notice.

Separation of employment can come as a result of the employee’s resignation in good standing. In order to resign in good standing all exempt employees, including all supervisory staff, are expected to give a minimum of 4 weeks written notice. All non-exempt employees are expected to give 2 weeks written notice.

For Teachers: pre-scheduled vacation time cannot be counted towards the expected 4-week resignation notice. Also, if the anticipated last day of employment falls during a pre-scheduled teacher vacation, the resignation will be accepted effective the last day physically worked prior to the pre-scheduled teacher vacation. Pre-scheduled vacation time will not be paid out in this circumstance.

At the time of separation, the employee is entitled to receive pay for accrued vacation leave. Employees are required to turn in all company property prior to their last day of work, including their HEC identification card. The value of any unreturned company property will be deducted from your final paycheck.

The employee cannot use vacation leave (even if pre-approved) after submitting their resignation, though some flexibility of schedule or vacation hours may be allowed, upon receipt of written request, at the discretion of the Program Director. Approval will not be given to pursue vacation plans.

In the final pay period, the staff will be paid for hours worked. The employee will be requested to complete an exit interview prior to their last day of employment.

Should the employee, who resigns in good standing, wish to be considered for on-call employment, the employee must go through the resignation process first, then should notify their Program Director and Human Resources of their desire to remain on-call. Offers to remain on-call will be made based on the need for on-call staff at the time of resignation. If an employee leaves and returns within 1 year, an adjusted service date will be calculated and benefits will be based on this date.

REFERENCES FOR FORMER EMPLOYEES

All reference requests must be directed to the Human Resources Department.

REHIRE OF FORMER EMPLOYEES

Applicants who have previously worked for HEC, and who left the Agency in good standing, are encouraged to apply for open positions. All applicants, no matter how short the time between resignation and rehire, must complete the standard hiring process.

ADJUSTED SERVICE DATE FOR REHIRED EMPLOYEES

People who are rehired will be credited for prior full- or part-time service if 1) prior full- or part- time service was one year or longer and 2) the break in service was less than one year. An adjusted service date will be calculated giving credit for the prior full- or part-time service. Former employees will be placed on the payscale and benefit package that is in effect at the time of rehire.

REDUCTION OF THE WORK FORCE

There are a number of scenarios, such as a sharp decline in census or prolonged economic uncertainty, which may result in the need for a reduction-in-force (RIF). As an organization that prides itself on integrity and respect, HEC will make efforts to avoid such action. However, in certain times it may be a required step to protect the stability and long-term viability of the agency.

In the event that a RIF is necessary, HEC will review several alternatives, including but not limited to those set forth below, prior to the elimination of positions.

Methodology:
When larger groups of staff are affected, HEC will review all the staff in a given position and/or shift. In determining which employee(s) will be affected, overall agency seniority will be considered (as opposed to time spent in position or at a given campus). While the majority of positions are considered “campus positions”, some departments such as Support Services, are

considered agency-wide positions and may be treated differently.

Reassignment:
When possible, HEC will make every effort to relocate a displaced employee into a similar position
within the campus or agency. If an appropriate position exists, the details of that placement will be determined on a case-by-case basis. If there are multiple displaced employees, and limited like positions, reassignment will be offered to the employee with the most overall agency seniority. The remaining individuals will be placed on a “call back” list and given first refusal if a position should

become available. The duration of the “call back” period will be determined at that time.
If we are unable to reassign displaced employees to a similar position, they will be encouraged to
apply for a direct care position if available. If selected, the employee will be placed on the pay scale based upon their experience and education level. Any non-direct care employee accepting a direct care position will be required to successfully complete a fit-for-duty exam, crisis

prevention/intervention training, First Aid/CPR and all other required compliance training topics prior to the beginning of their shift.

Layoff:
If a reassignment is not possible, or an appropriate position is not available, the affected employee will be laid off.

Notice:
In the event that a layoff is necessary, HEC will provide the affected employee with a minimum of
2 weeks notice.

Last day worked:
On the last day of their employment, the affected employee will receive pay for the time worked up to and including their last day plus pay for any earned but not yet used vacation time.

Severance:
In addition to the providing notice, HEC may also provide the affected employee with severance pay, depending upon specific circumstances. Employees with less than one year of service will generally receive 1 week of severance pay. Employees with greater than one year of service will generally receive 2 weeks of severance pay. Severance pay will be paid no later than the pay date of the payroll cycle in which the last day worked took place.

Continuation of Health and Dental Insurance:
All benefits (employee and employer paid) would end on their last day worked, subject to
continuation under the provisions of COBRA, if applicable.

PLACEMENT / SUPERVISION OF SIGNIFICANT OTHERS AND RELATIVES

HEC desires to attract qualified applicants and encourages employees to refer friends and relatives to the Human Resources Department for possible employment. However, except under unusual circumstances as determined by the Human Resources Department, “relatives”, as defined below, shall not be permanently assigned to the same department, or permitted to remain in the same department, nor be permitted to hold any position that would place them in a direct supervisory relationship. HEC, at its discretion and according to its needs, shall determine which of the two employees shall be transferred or reassigned and the position to which they shall be transferred or reassigned. Temporary employment under the same circumstances may be permitted at the discretion of the Human Resources Department.

“Relatives” includes spouse, children (including legally adopted children), step-children, grandchildren, sons-in law, daughters-in-law, brothers-in-law, sisters-in-law, siblings, parents, step- parents, parents-in-law, uncles, aunts, nephews or nieces. “Relatives” also includes persons cohabiting, though not legally married.

Staff who are dating subordinates on the same campus and/or shift, will be reassigned to other shifts or teams, at the discretion of the Program Director. Staff who are dating other staff on the same campus will be disciplined should there be inappropriate behavior or boundary concerns while on duty. Program Directors maintain the right to transfer staff should interpersonal relationships interfere with treatment or work performance.

Chapter 16A- Personnel Policy Manual

DISCIPLINE AND APPEALS

The orderly and efficient operation of HEC requires that employees adhere to disciplinary rules and proper personal standards at all times. These rules and standards are necessary to protect the health and safety of all students and employees, to help ensure the beneficial implementation of HEC’s programs and to protect HEC’s property and public good will.

An employee who fails to maintain proper standards of conduct, or who violates HEC’s practices and policy, will subject him/herself to disciplinary action.

The extent of any disciplinary action taken for violations of HEC rules and policies will depend upon the seriousness of the offense. Action may range from informal verbal counseling to immediate dismissal as determined by HEC in its discretion.

Disciplinary action may take any of the following forms: (Note: Discipline can commence at any step depending on the circumstances, including but not limited to the seriousness of the offense.)

1. An informal verbal counseling by the supervisor, documented on a counseling form.

2. A written warning. A copy of this notice will be placed in the employee’s file.

3. Suspension without pay by his/her supervisor or Program Director. Upon returning to work, the employee may be placed on disciplinary probation for a time determined by the supervisor, usually
90 days.

4. Disciplinary probation. Further violation of policy during probation may result in immediate termination. Within a designated time frame, the employee will receive written notification that s/he is on disciplinary probation and the length of the period. A copy of the letter will be placed in his/her file. Disciplinary probation cannot extend beyond six months.

5. Immediate Dismissal.

Acts that will result in immediate dismissal include, but are not limited to, the following:
• Possessing, using, or being under the influence of alcohol or illegal drugs while on the job.
• Carrying or possessing weapons while on the job.
• Leaving assigned students or duties without permission of the supervisor.
• Theft or willful destruction of the school’s, or a student’s property.
• Willful misrepresentation of facts.
• Serious policy violations.

Other serious acts that may result in immediate termination include, but are not limited to, the following:
• Abusive behavior toward students or staff, such as physical roughness, verbal
inappropriateness, neglect and other items classified as abuse in Massachusetts State
Regulations, or any violation of state or federal law.
• Failure to follow instructions of a supervisor.
• Displaying disrespect to a supervisor.
• Placing the health and safety of students in jeopardy, or allowing the same.
• Exhibiting behavior, which is anti-therapeutic in nature or conflicting with approved
treatment plans.
• Breach of confidentiality.
• Refusal to follow prescribed treatment plans.
• Involvement in a crime, which indicates behavior potentially inconsistent with the health or
safety of the students and/or employees or which reflects negatively upon HEC and/or its employees.
• Failure to report abusive behavior towards students within 24 hours.

HEC has no obligation to use any one or more of these forms of discipline prior to discharging employees. Any one or all of these steps can be omitted, as HEC deems appropriate.

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. HEC’s 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. An employee’s failure to timely advance his or her appeal to the next step in the process is deemed a waiver of the appeal by the employee.
Time limits may be extended by mutual agreement in writing.

Official appeals filed by any employee under the appeal process will not 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/Manager, or designee, will communicate the decision in writing, with a copy to the employee, within 10 business days of the conference.

Step Two  – Director of Student Services
If the appeal is not resolved at Step one, the employee may appeal the decision to the Director of Student Services 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 Director of Student Services , or designee, will meet with the aggrieved employee within 10 business days of the receipt of the appeal. The Director of Student Services, 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 – Chief Operating Officer
If the appeal is not resolved at Step two, the employee may appeal the decision to the Chief Operating Officer 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 Two. The Chief Operating Officer, or designee, will meet with the aggrieved employee within 10 business days of the receipt of the appeal. The Chief Operating Officer, 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 – President/CEO
If the appeal is not resolved at Step Three, 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 Five – Personnel Committee of the Board of Directors
If the appeal is not resolved at Step Four, 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 Four. 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 conference.

Chapter 16A- Personnel Policy Manual

OUTSIDE/PERSONAL INTERESTS

MEDIA STATEMENTS

All inquiries from the press and other media sources, as well as confirmation of statements, must be directed to the President/CEO or the Vice President, who will handle these matters.

SOLICITATION AND DISTRIBUTION OF LITERATURE FOR ORGANIZATIONS/PRODUCTS

Solicitation and distribution of literature by staff for outside organizations or products is not allowed during “working time” which is the portion of the workday during which staff are supposed to be performing actual job duties. It does not include meal or authorized break periods. Staff may not disturb working staff nor will solicitation/distribution of literature be permitted at any time, including working and non-working time, in working areas.

Solicitation and distribution of literature by non-employees on HEC property or within the confines of HEC premises is strictly prohibited.

The sole exceptions to this policy are charitable and community activities supported by HEC
management and Company-sponsored programs related to HEC programs and services.

Staff who wish to offer products for sale, (example: candy bars for their child’s organization, or homemade crafts) should notify the Program Director prior to offering the products for sale. The purpose of this notification is to ensure that the employee understands where and how they can offer the products and ensure that work is not negatively affected.

ILLEGAL AND UNETHICAL ACTIVITIES

Employees should not engage in behaviors or activities on agency property that are considered illegal, unethical or are otherwise prohibited by HEC policies. Employees should not perform actions in the community that reflect adversely on the reputation of HEC, its students or employees.

POLITICAL ACTIVITY

While HEC encourages its employees to pursue their own political ideologies in their private lives, good counseling technique dictates that political beliefs and ideologies be kept out of the work place. Therefore, it is strictly prohibited for an employee to proselytize his/her personal political beliefs at
an HEC work site, or with HEC students. This prohibition includes verbal, written and other outward displays of political convictions while on duty.

Similarly, employees are prohibited from representing their own political views as those of HEC, or from presenting themselves as representatives of HEC when discussing their personal political views in public.

The CEO may grant limited permission for such activities if in areas directly relating to client services.

SPIRITUAL ACTIVITY

HEC is a non-sectarian, non-denominational organization and as such, subscribes to no specific set of religious beliefs or theologies. HEC vigorously supports the right of its students to pursue their individually chosen religious beliefs and practices, free from undue influence or proselytizing by agency employees. While HEC wishes in no way to interfere with the religious beliefs of its

employees, it does require that employees neither encourage nor discourage any particular religion or set of religious beliefs and that employees make concerted efforts to accommodate students who have expressed a desire to practice a particular religion in such areas as assistance with transportation to worship, special diets, etc.

COMMUNITY RELATIONS

Establishing and maintaining good relations in the communities surrounding our facilities, and in the community as a whole, are ongoing challenges for HEC and its employees and are important ingredients in the growth of our students. Employees are representatives of HEC and its’ students and are expected to conduct themselves in a manner that will reflect positively and enhance the
community image of themselves, their students, and the organization.

POSTINGS

Bulletin Boards are for HEC use only, and are one way we pass important information on to you. Among the items that are posted are Post Time, and federal and state mandated postings about your rights. Removal of posted material will be cause for discipline. HEC offers the “Community Bulletin Board” located on HECNet, that staff may use to post notices for personal items for sale, social or cultural activities, and community events. All submissions will be reviewed for appropriateness prior to being placed on the CBB.

Anyone found to be trying to submit or post offensive material will be subject to disciplinary action, up to and including termination.

CHILDREN OF EMPLOYEES

Because of safety, health and liability considerations, employees are cautioned not to bring their children to HEC work sites at any time. Should an employee need to stop by a work site for a brief period of time, children should never be left alone in a vehicle or left unattended at a work site.

PETS

Pets are not part of the therapeutic milieu at HEC. Therefore, pets are prohibited from HEC work sites at any time. Pets should not be left in vehicles or otherwise unattended when staff need to briefly visit their work site during non-work time.

Chapter 16A- Personnel Policy Manual

EQUIPMENT AND PROPERTY

EQUIPMENT AND PROPERTY

Employees should use the resources and equipment of HEC with scrupulous regard and only for the purposes for which they were intended. All such property and equipment is owned by HEC and is provided for the express purpose of fulfilling the agency’s operational mission. Employees should have no reasonable expectation of privacy concerning their use of HEC- owned property or equipment. The worker should not engage in activities that willfully misuse, damage or destroy agency property. HEC property includes, but is not limited to, company issued cell phones, computers, keys, beepers, walkie-talkies, radios and other property assigned to, or used by staff, in the course of business. Failure to return HEC property upon termination will result in a deduction from the final paycheck for the value of the property.

Stealing or attempting to steal property belonging to HEC, its students, or its employees is prohibited, and may result in disciplinary as well as legal action.

I.D. CARDS

HEC Staff identification cards are provided to all staff during orientation. They are the property of HEC and must be kept in the employee’s possession during working hours. Upon termination of employment, I.D. cards must be returned to HEC.

COMPUTER AND OTHER ELECTRONIC EQUIPMENT USE

This is a list of general computer, camera, video and other electronic equipment use policies and security rules that apply to all users of HEC computers or networks.

Computer Use
It is the policy of HEC to monitor and block attempts to access sites on the World Wide Web that contain the following content:
– Violence – Drug Culture
– Profanity – Militant/Extremist
– Nudity – Sex Education
– Sexual Acts – Gambling
– Gross Depictions – Illegal Activities
– Intolerance – Alcohol
– Satanic/Cult – Tobacco
– Drug Culture

In addition to the WWW, staff are prohibited from accessing these themes in any way via any type of electronic equipment or bringing printed copies of such materials (downloaded from WWW or otherwise) onto HEC property or to HEC sponsored events.

Intentional attempts to access any such prohibited sites either directly or by proxy server will be considered grounds for disciplinary action, up to and including termination.

All HEC computer users have the responsibility to use HEC computer systems in an effective, efficient, ethical and lawful manner and to conform to HEC’s Harassment Policy in all computer use. Computers, software, and communications systems provided by HEC are provided to employees primarily for HEC related work. Use of HEC resources for personal or non-work- related activity must not interfere with work production. All personal use of HEC communication resources must be via an employee’s HECnet account. Personal Internet and Email accounts are not allowed to be accessed or used on HEC computers. All information stored on all HEC computers is and shall be the property of HEC. HEC reserves the right to review all information stored on any HEC computer, laptop, cell phone or server. HEC employees have no expectation of privacy in connection with use of any HEC computer and
consent to the monitoring, at the discretion of HEC, of their use of the system. This includes, but is not limited to printing, reading or otherwise viewing all files, including email messages, entering, leaving or stored in the HEC system.

Email User Accountability
HEC computer users understand that the use of the HEC Email system positions the user as a
representative of Hillcrest Educational Centers within the international online community. All communication via Email is expected to remain professionally oriented and in the best interest of HEC. Users are accountable for their actions and may be held accountable for applicable administrative or legal sanctions.

Unauthorized Access
Users are not to attempt to receive unintended messages or access information by some unauthorized means, such as imitating another, impersonating another user or other person, misuse of user credentials (user names, passwords, etc.), or by causing some system component to function incorrectly.

Software Use of any equipment.
All software used on HEC computers, cameras, videos, etc. must be appropriately acquired and used according to the appropriate licensing. Possession or use of illegally copied software is prohibited. Likewise, users shall not copy copyrighted software, except as permitted by the owner of the copyright and at the express direction of the Director of Information Services.

Data Modification or Destruction
Users are prohibited from taking unauthorized actions to intentionally modify or delete information or programs on any of our electronic equipment including changing any assigned usernames and/or passwords.

Malicious Software
Users must not introduce or use malicious software such as computer viruses, Trojan horses, or
worms.

Denial of Service Actions
Users may not deliberately interfere with other users accessing system resources.

HEC personnel and users are required to address, safeguard against, and report misuse, abuse, and criminal activities. Misuse of HEC resources can lead to temporary or permanent disabling of accounts and administrative or legal actions up to and including immediate discharge.

PHONE AND ELECTRONIC DEVICE

Phone
All HEC phone system users have the responsibility to use HEC communications systems in an
effective, efficient, ethical and lawful manner. Communications systems provided by HEC are to be used only for HEC related work. All information stored on all HEC telephone or voice mail systems is and shall be the property of HEC. HEC reserves the right to review all information on any HEC communication or voice mail system. HEC employees have no expectation of privacy in connection with use of any HEC communication tool and consent to the monitoring, at the discretion of HEC, of their use of the communications system. This includes but is not limited to printing, reading, reviewing vendor communications records, or otherwise viewing all data, entering, leaving or stored in an HEC system.

HEC has a limited number of phones available and the primary use must be for client and HEC business communications. It is recognized that staff, on occasion, need to make and receive important personal and other than HEC business related calls for a variety of reasons. We ask that these calls be generally restricted, kept to a minimum, and used for communications of less than a few minutes. Longer conversations should be handled at other locations and off campus.

Any personal-emergency, long-distance calls should be charged to your home phone. If this is
not feasible, you should contact your Program Director or designee to determine how to place the call.

Cameras and Recording Devices
Staff may not use cameras or recording devices at any Hillcrest Educational Centers property without prior approval from a Program Director or designee including camera application on cell phones and PDA’s. Camera phones may never be used to take pictures of students at HEC.

Cell Phones

The nature of our work requires staff to be attentive to the needs and activities of the students. To minimize any distractions and ensure the safety of students and staff, personal cell phones or other electronic communication devices may not be used while on shift unless approved by an administrator. If not approved, such devices must remain in an employee’s vehicle or in an area designated by a supervisor and cannot be kept on their person. These devices may be used while on break. However staff are prohibited from using these devices in the presence of a student and can never be used to take photos or videos of students or work related activities.

Use of such devices is defined as receiving or placing phone calls, checking voicemail, sending or receiving text messages, accessing the internet, playing games, taking photographs, videotaping or any other purpose.

This policy also applies to staff’s family or friends who may be on campus. HEC is not liable for any lost, stolen or broken electronic communication devices.