1. General

1.10 Authority

Adoption of these personnel policies by CFS’ Board of Trustees grants authority to the Chief Executive Officer for their implementation.

1.20 Scope

These personnel policies shall be applicable to all employees of CFS insofar as they do not conflict with the terms of specialized programs that operate on a year to year basis.

1.30 Personnel Committee

The Personnel Committee of the Board of Trustees of CFS shall be responsible for originating Agency personnel practices, which govern all employed staff. Committee recommendations are subject to approval by the Board of Trustees.

The Personnel Committee will consist of three members of the Board of Trustees, as appointed by the Chair of the Board of Trustees.

The Board of Trustees shall designate the Chief Executive Officer as Personnel Officer of the Agency to administer these personnel policies, and shall serve ex-officio on the Personnel Committee. The Committee may invite staff to provide input on matters of policy and procedures.

1.40 Amendments

Amendments to these personnel policies shall be made by the Board of Trustees upon recommendation of the Personnel Committee.

1.50 Rights of Employees

No rights or privileges shall accrue to any employee by reason of these personnel policies which in any way limit or restrict the authority of the Board of Trustees to make amendments, corrections, additions or deletions to these personnel policies and the effective application thereof to all such employees.

1.60 Dispute Resolution

When a staff member has a work-related problem or concern, every effort shall be made to resolve their problem or concern. The staff member should first schedule an interview with his or her immediate supervisor. If the staff member is not satisfied with the results of this conference or, if the problem or concern involves the supervisor, an interview should be scheduled with the next level supervisor. In the event that this meeting does not provide satisfactory results or, if the problem or concern also involves this supervisor, the employee may request an interview with a Vice President. In the event that this meeting does not provide satisfactory results, the employee may request an interview with the Chief Executive Officer. Generally, the Chief Executive Officer will attempt to hold a conference with the employee within 10 working days.

Employees directly and solely supervised by the CEO may schedule a conference with the Chair of the Personnel Committee of the Board of Trustees.

1.70 Definition of Terms

Employer: The Employer is the Center For Family Services, Inc. (CFS or the Agency)

Employee: The Employee is any person employed by the Center For Family Services.

Full-time/Part-time/Fee-for-Service Employees

Full-time: Full-time employees work the full work week, on a regular basis, as defined by their particular program, generally 35 or 40 hours.

Part-time: Part-time employees are hired to work less than the full work week, on a regular basis, as defined by their particular program, generally working no more than 28 hours weekly. Part-time staff hired after July 31, 2002, are not eligible for any paid vacation, paid holidays or other time not worked, or medical insurance benefits, except as required by law. See 9.35 for Allotment of Sick Time and Personal Time for Part Time Staff.

Fee-for-Service: Fee-for-Service employees are paid a set rate for services performed regardless of the number of hours worked. Fee-for-Service employees are not eligible for any paid vacation, sick or personal time, paid holidays or other time not worked, or medical insurance benefits, except as required by law. 

Relief: Employees classified as Relief status work as needed based on the needs of the program, generally working no more than 28 hours weekly. Relief employees are not eligible for any paid vacation, paid holidays or other time not worked, or medical insurance benefits, except as required by law. 

Substitute: Employees classified as Substitute status work as needed based on the needs of the program, generally working no more than 28 hours weekly. Substitute employees are not eligible for any paid vacation,  paid holidays or other time not worked, or medical insurance benefits, except as required by law. 

Temporary: Temporary employees are hired on a time-limited basis to meet temporary special project needs. Temporary employees generally work less than 28 hours per week, are paid on an hourly basis, and are not eligible for any paid vacation, sick or personal time, paid holidays or other time not worked, or medical insurance benefits, except as required by law. 

Exempt / Non-Exempt / Exempt R&HL / Non-Exempt R&HL Employees

Each job title/position description will be classified as exempt or non-exempt. Residential and Hot Line (R&HL) positions may have conditions of employment, which vary from positions not designated as R&HL. These conditions may include, but are not limited to, length of work week/ work day, number of holidays, and the amount of vacation, sick, personal, and other paid time off.

Exempt: Exempt staff are employees paid on the basis of an annual salary and are exempt from eligibility to be paid overtime. Generally, executive, administrative, and professional staff are considered exempt.

Non-Exempt: Non-exempt staff are employees paid on the basis of an hourly wage, and are eligible to be paid overtime if they work over 40 hours in a given week.

Exempt Residential & Hot Line: Exempt R&HL staff are employees in Residential and Hot-Line programs, paid on the basis of an annual salary and are exempt from eligibility to be paid overtime. 

Non-Exempt Residential & Hot Line: Non-exempt R&HL staff are employees in Residential and Hot-Line programs, paid on the basis of an hourly wage, and are eligible to be paid overtime if they work over 40 hours in a given week.

2. Seniority

2.05 Grandfathering

Years of service with Family Counselling Service, Reality House, Together, and Mother Child Residential will be used in computing years of service with CFS in the determination of eligibility for vacation, sick time accumulated, pension vesting, and other benefits based on years of service.

Years of service with prior grantees of the Head Start Program will not be counted in the determination of these benefits.

2.10 General Principle

Normally, no rights shall be granted to an employee by virtue of years of service except as specifically stated in these Personnel Policies. However, in the selection of vacation periods and similar matters, where other factors are equal, preference shall be given to the employee with the longest period of service with the Agency.

2.20 Computing Service Time

Where an employee’s service has been continuous, the beginning date for computing an employee’s years of service shall be the date when he or she first started work with the Agency, except for employees grandfathered under section 2.05.

Years of service with prior grantees of the Head Start Program will not be counted toward years of service with CFS.

3. Recruitment, Employment And Retirement

3.00 Application Form

A uniform employment application form shall be completed by all prospective employees, via CFS' applicant tracking system or a hard copy.

3.10 Employment of Relatives

CFS will consider for hire members of the immediate family of a current employee as long as the individual is not supervised by a family member, either directly or along the program and division chain of command.

Immediate family member is defined as father, mother, child, spouse, domestic or civil union partner, sibling, grandchild, grandparent, and in-laws and step-relatives of same degree.

Consideration may also be given to the hiring of relatives of Board Members. No preferential treatment will be given. Neither current members of the Board of Trustees, the Head Start Policy Council, nor members of their immediate family shall be employed by the Agency.

3.15 Background Checks on Prospective and Current Employees

CFS will conduct a reference check on all prospective employees prior to employment. In the event that a funding source requires further background checks on prospective employees, CFS will comply with that request and further background checks in general, or in particular program areas, may be required. A criminal background check will be required for all employees in residential, shelter, and Head Start programs of the agency. Additional backgrounds checks will be run and maintained based on local, state, and federal compliance and funding requirements. Other checks may include drug screens, verifications of education, employment, licenses and credentials, motor vehicle checks, and others as applicable to position.

3.20 Personnel Records

The Chief Executive Officer shall develop and maintain the Agency’s personnel record system. Such records shall be considered confidential and shall generally be made available only to the employee, the President/Chief Executive Officer, the Vice Presidents, the employee’s immediate supervisor, the Human Resources Department staff, and others on a need to know basis.

3.21 Staff Access to Personnel Files

Current employees may review their own personnel files, except for references. The request to read the files must be made in writing to the Chief Executive Officer or a Vice President at least 3 business days in advance. Records must be read within the Agency in the presence of the Chief Executive Officer, a Vice President, or the Associate Vice President of Human Resources, may not be removed from Agency premises, and must be returned the same day.  

3.25 References for Employment

In response to requests for references from external entities with respect to employees or former employees, CFS will only provide an employment verification consisting of dates of employment, position held, and salary. Requests for additional information must be approved by the CEO, COO, or Vice President. Requests for employment verification should be directed to the Human Resources Department.

3.30 Health

It is expected that all employees shall be in reasonably good health so that they can satisfactorily perform their job duties. In the event that an employee’s work performance indicates a health problem affecting their performance of duties, the employee may be required to provide a statement from a physician.

Other medical testing for employment purposes may be required; including, but not limited to, drug testing, physical, tuberculosis testing, and/or blood tests for Rubella and Rubeola.

Personnel in emergency shelter services, residential care services, substance abuse treatment, foster care, Head Start, and other services where a high risk of air-borne or bodily fluid exposure is present must complete one or more of the following medical tests prior to hiring: a drug test, a physical exam, and a medical history relating to exposure to tuberculosis, receive tuberculin skin tests prior to initial assignment and at least as frequently as licensing requires thereafter, as well as after incidents of exposure or manifestation of symptoms of TB; and demonstrate completion of an approved treatment when results are positive. Initial and continuing employment is contingent upon initial negative TB testing and/or successful completion of a TB treatment program, at the Agency’s discretion, as well as a physical exam indicating candidate is medically cleared for the work of the position.

Health records, when required for staff, are maintained in Human Resources and are kept confidential. 

For more information on CFS’s drug testing policy, please see section 14.10.

3.40 Employment Authority

The Board of Trustees shall have authority to employ, supervise, and discharge the Chief Executive Officer. The Chief Executive Officer shall have authority to employ, supervise, and dismiss all other employees, on behalf of the Agency, except Head Start employees. In the Head Start program, the CEO shall recommend to the Board of Trustees and the Policy Council for their approval of the employment or discharge of the Head Start Director. The Head Start Director, in consultation with the CEO, shall recommend to the Policy Council for their approval of the employment or discharge of staff compensated primarily through the Head Start grant.

3.45 Delegation of Authority in the Absence of Chief Executive Officer

In the absence of the Chief Executive Officer, the Chief Executive Officer may delegate authority to a Chief Operating Officer or a Vice President.

3.50 Evaluation of Performance

A standardized, written and/or electronic evaluation will generally be done on an annual basis by the employee’s immediate supervisor. The written and/or electronic evaluation will be discussed in an evaluation conference and will delineate strengths and areas of needed improvement in the employee’s work in order to encourage professional growth. The evaluation will be filed with the employee’s personnel record. Each evaluated employee has the right to submit a written statement to a Vice President, COO, or the CEO concerning any points discussed at the evaluation conference. All written statements pertaining to evaluation shall be filed with the employee’s personnel record. Employees will receive a copy of completed evaluations.

For all full-time Head Start employees who provide direct service to children, performance appraisals will form the basis for an individual Professional Development Plan. Those plans will be evaluated regularly for their impact on teacher and staff effectiveness.

A performance appraisal may be conducted at the end of the orientation period for new staff and for those staff in a new or additional position internally.

3.60 Orientation Period

Employees shall be hired for an orientation period of up to 90 days. After no more than 3 months of employment, a written evaluation of the employee’s performance may be made by the employee’s immediate supervisor. If necessary, the orientation period may be extended. During the orientation period, the employee shall not receive paid sick or vacation time off. After satisfactory completion of the orientation period, such benefits shall be instituted retroactive to the employee’s starting date of employment.  Personal days can be taken during the orientation perioid. See 9.35 for Allotment of Sick Time for Part-time Staff. Part-time staff may use sick time after the Orientation period. Personal days, for full time employees, will populate on January 1st, May 1st and September 1st of each year.

3.70 Equal Employment Opportunity

The Agency will not discriminate against any employee or applicant for employment because of race, creed, color, religion, sex, national origin, nationality, ancestry, age, disability, marital status, affectional or sexual orientation, gender identity or expression, domestic partnership or civil union status, liability for military service, genetic information, atypical hereditary cellular blood trait, or other protected classification.

CFS encourages fair practices with respect to recruitment and employment and strives to provide employment opportunities for all individuals.

3.71 Cultural Diversity

CFS promotes and supports cultural diversity in all of its policies and programs.

3.75.1 Americans with Disability Act and Related Acts

CFS is committed to providing equal employment opportunities to otherwise qualified individuals with disabilities, which may include providing a reasonable accommodation for an individual or applicant with a disability. In general, it is the employee’s responsibility to notify their Program Director, Chief of Human Resources, VP, or COO in writing of the need for an accommodation. Upon doing so, the Program Director, Chief of Human Resources, VP, or COO may ask the employee for their input or for the type of accommodation they believe may be necessary, or the functional limitations caused by their disability. The Agency may request medical support for the requested accommodation.

3.80 Immigration Law Compliance

Federal law requires that employees of CFS be United States citizens or persons otherwise legally entitled to work in the United States. Employees must provide documentation in that regard and complete the Employment Eligibility Verification Form I-9.

3.85 Professional Licensure

All employees and consultants who are required to be licensed or certified for their professional practice in the State of New Jersey shall obtain and maintain their New Jersey licenses and/or certifications as a condition of employment. Each employee is responsible for maintaining a copy of their current license or certification for enclosure in their personnel file. Staff must notify Human Resources of any changes to licenses or certifications immediately.

Where permitted by law, in situations where personnel lack licensure and certification requirements, that person must be supervised by a person with the requisite credentials, and the non-credentialed person must be working toward licensure and/or certification.

3.95 Vehicle Policy

The following policy affects any individual who may drive a CFS vehicle or their own vehicle on agency business. CFS has a rigorous insurance based point evaluation system to evaluate the acceptability of staff as drivers. The Point System uses Motor Vehicle Reports (MVR) and other driver characteristics. Prior to driving such a vehicle, an employee must provide the following information to Human Resources for inclusion in their personnel file:

1. Current driver’s license to be copied
2. Current vehicle registration for own vehicle
3. Proof of insurance for personal vehicles
4. Current valid inspection sticker
5. A record check with the Bureau of Motor Vehicles and evaluation by the CFS Point System not to be an Unacceptable Driver.

Each employee is responsible for keeping the above information up-to-date, including reporting in writing any moving violations or changes in their driving status to their supervisor and the Human Resources Director within 5 days of the violation or change. 

Staff who drive as part of their job duties must sign a release for CFS to request a Motor Vehicle Report. The CFS Driver Point System will be used to evaluate the MVR and other driver factors. Staff who have sufficient points to be classified as an Unacceptable Driver will be subject to loss of driving privileges on CFS business. Dismissal of an employee whose job requires him or her to drive may occur if and when said employee receives a moving violation in any vehicle or who is classified as an Unacceptable Driver.

Safe driving practices, speed limits, and driving laws must be observed at all times. CFS is not responsible for any fines incurred by employees while driving an Agency vehicle. Employees are responsible for reporting any accidents, no matter how minor, to the police before leaving the scene of the accident.

Proper care of Agency vehicles is expected at all times. Any damage, safety issues, repairs needed, etc., must be reported to the employee’s supervisor immediately.

4. Compensation

4.10 Salary Ranges

The Chief Executive Officer, with the approval of the Personnel Committee of the Board, shall establish a list of salary ranges applicable to all employees, which shall be the basis for compensation.

CFS will follow federal and state regulations regarding salary ranges and requirements.

4.20 Annual Increases

On an annual basis, employees may receive a merit salary increase based on job performance. Any merit increase will be contingent on budget allocations as well as performance evaluations.

Cost of living adjustments (COLA) may be granted when funding permits or when required by a funding source.

4.21 Leave of Absence Effect on Salary Increase

Any leave of absence may delay the date for the annual performance review upon which any salary increase is based, and will correspond to the amount of time of the Leave.

4.25 Performance Based Compensation and Incentive Pay

CFS establishes job titles and salary ranges for all positions. These scales are based on education, training, experience, and job responsibilities and are connected to market rates as appropriate. When possible, CFS may also consider performance as a variable for compensation. High achieving programs or staff may be recognized and rewarded for their accomplishments above the normal work requirements. This superior performance, and/or additional job responsibilities, as measured by objective data, may result in an ongoing pay raise or a one-time payment. This adjustment must be approved by the President/CEO in consultation with the Senior Executive overseeing the department (except for compensation to the Senior Executive).

4.40 Salary Payment Procedures

The normal salary shall be divided into 26 equal installments for payroll purposes. Employee time sheets shall be forwarded bi-weekly to the finance office, indicating time worked as well as time off for sick time, vacation, personal time, and/or holidays. Time sheets must be signed by an employee’s immediate supervisor.

5. Reimbursable Expenses

5.10 Transportation

A. Air

Regular coach or tourist fare should be used when such accommodations are available within the requirements of employee’s itinerary.

B. Rail and Bus

Staff shall use regular coach fare in all cases. When itinerary requires overnight rail travel, roomette accommodations will be allowed.

C. Employee’s Automobile

Reimbursement for mileage at the rate established by the Board of Trustees, plus toll and parking charges, shall be allowed to employees who are authorized and required to use their automobile in the service of the Agency. This does not apply to daily travel between home and office. It shall be the obligation of the employee to maintain liability insurance on the automobile.

D. Rented Automobile

Full charge of a rented automobile is allowed for conference attendance, provided that this mode of transportation shall not be used when ordinary public transportation or the employee’s own automobile is available within employee’s itinerary requirements.

The Agency is not responsible for renting vehicles for staff who travel on Agency business and who must maintain a car for routine job performance as a condition of employment.

5.20 Hotel/Motel

Staff may reserve hotel/motel accommodations at the minimum rate or the lowest rate available. When family members accompany employees, reimbursement to the employee shall be based on the minimum rate or the lowest rate available for room accommodations for single occupancy. Receipts are required for all lodging expenditures.

5.30 Meals

Reimbursement for meals which are necessitated by travel on Agency business shall be compensated with approval from a VP or COO.

Employees may seek reimbursement for meals purchased at a reasonable and allowable rate for the location where the employee is traveling. Tips should be paid at a reasonable rate, generally between 15-20%. Receipts of meals including tip are required for reimbursement.

CFS does not reimburse for the cost of alcoholic beverages.

5.40 Telephone

The telephone service to CFS has been installed to assist the staff and their clients in the conduct of their mutual business. Telephones are not to be used for personal business. When an employee must make a personal toll phone call, the employee will then be responsible for payment.

Reimbursement will be made for business calls while traveling and toll charges incurred on behalf of the Agency by employee on their home telephone. When on an extended itinerary, employees shall be allowed one brief call to their home per day, plus emergency calls.

Assigned Agency-paid cell phones are generally not to be used for personal business.

5.50 Accounting for Expenses

All expenses shall be accounted for on a uniform expense form to be submitted by all employees by the 15^th of each month. As required, receipts for expenditures shall be furnished by the employee with supervisory approval. All costs must be reasonable and are subject to supervisory approval in advance is required for all travel, training and expenses outside of the normal business activities.

6. Working Hours And Holidays

6.10 Work Schedules/Overtime

See Addendum 1 for Exempt Staff and Non-Exempt Staff

See Addendum 3 for Non-Exempt Residential & Hot-Line Staff

See Addendum 5 for Head Start Staff

6.20 Attendance Reports

The Finance Office shall maintain adequate attendance records suitable for payroll purposes for each employee, and in accordance with local, state and federal regulations.

6.30 Holidays

See Addendum 1 for Exempt Staff and Non-Exempt Staff

See Addendum 3 for Non-Exempt Residential & Hot-Line Staff

See Addendum 5 for Head Start Staff

6.40 Holiday Falling on Saturday or Sunday during Vacation

See Addendum 1 for Exempt Staff and Non-Exempt Staff

See Addendum 3 for Non-Exempt Residential & Hot-Line Staff

See Addendum 5 for Head Start Staff

7. Employee Benefits

7.10 Worker’s Compensation, Unemployment, and Disability Insurance

The Agency will provide worker’s compensation, unemployment and disability insurance as may be required under the Statutes of New Jersey. An employee is not entitled to receive paid sick, personal, or vacation leave benefits while receiving worker’s compensation payments for lost wages.

7.20 Pension Plan

The Agency may provide an Employee Pension Plan for eligible employees.

7.30 Medical, Dental, and Vision Insurance

The Agency may provide medical, dental, and vision insurance to employees classified as Full-Time and certain other employees who work 30 hours per week and who have been employed at least 60 days to comply with the Affordable Care Act.

7.31 Medical Insurance Benefits for Staff on Leave

Medical insurance benefits (health, vision and dental insurance coverage, as applicable) shall continue during an employee’s FMLA leave (including any NJFLA leave that runs concurrently with the FMLA leave) as if the employee had continued working for that period of time, provided the employee continues to pay his or her portion of the insurance premium. Should the employee fail to pay his or her portion of the premium, CFS may terminate the medical insurance benefits as permitted by law.

Medical insurance benefits (health, vision, and dental insurance coverage, as applicable) for employees on non-FMLA covered medical leave may continue for up to 3 months as if the employee had continued working for that period of time, as required by insurance laws and regulations and provided the employee continues to pay his or her portion of the insurance premium. Should the employee fail to pay his or her portion of the premium, CFS may terminate the medical insurance benefits.

For any period of time other than that described above or that continues for longer than the leaves described above, employees may be permitted to continue medical benefits pursuant to COBRA, as permitted by applicable insurance laws and regulations.

7.40 Life Insurance, AD&D, Long-term Disability

The Agency may provide Life Insurance, Accidental Death and Dismemberment Insurance, and Long-term Disability to full-time employees who have been employed at least 30 days.

7.50 Allotment of Vacation, Sick and Personal Time While on Approved Leave or Not Working Full Time

The allotment of paid vacation, sick, and personal (VSP) time is based on hours worked. Only employees classified as full-time and who are regularly working full time hours (at least 70 or 80 hours per pay period, depending on job classification) shall accrue VSP time.

For purposes of this policy, hours paid for VSP, holiday, jury duty, and bereavement time shall be considered as hours worked. 

7.60 Benefits for Full Time Employees Not Working Required Hours Weekly

Full-Time employees are expected to work the schedule as set forth in the Addendum applicable to their respective program. Excessive occurrences of not working your expected hours per week are disfavored and may be grounds for disciplinary action, up to and including termination. Employees who are not working the defined hours per week will have their allotted personal, vacation and sick time bank automatically debited.

7.70 Tuition Reimbursement

Center For Family Services acknowledges and supports the continuing education of its employees and encourages all staff to pursue advanced degrees and/or professional development.

Effective January 1, 2023, the agency’s tuition reimbursement program will be made available on an annual basis, contingent upon the availability of funding.

Tuition Reimbursement Criteria

CFS will reimburse full time employees up to a maximum of $1000.00 per year, with up to a maximum of $500 per course, for continuing education through an accredited program. CFS reserves the right to change the maximum each year based on the availability of funds. This educational assistance includes higher education to include an associate, bachelor’s, master’s and/or PhD degrees.

An employee must secure a passing grade of C or its equivalent to be approved to receive any reimbursement. Expenses must be validated by receipts and a copy of the final grade or transcript received. Reimbursement will not be paid without proof of payment and validation of the course completed, ie, the semester course(s).

Employee applying for tuition reimbursement must maintain their work schedules and the participation in any course work cannot conflict with their scheduled full-time hours. A signature from an Associate Vice President, or above, must be obtained to ensure (1) knowledge of the tuition reimbursement program is being requested, and (2) no scheduling conflicts exists.

Reimbursements only apply to tuition courses and books. Other academic fees are not included in CFS’ reimbursement program.

Eligibility

Full-time, regular employees who have completed (one) 1 year of continuous employment with the agency.

Employees must be currently working {before, during, and after} the submitted application for tuition assistance. If the employee’s active work status changes during the submitted period of request, the request maybe moved to another period for consideration.

All full-time employees are eligible to apply for tuition reimbursement. Should an employee’s employment status change from full-time to part-time, the employee will be required to work a minimum of 18 hours per week in order to maintain their eligibility for tuition reimbursement.

Procedures

To receive reimbursement for educational expenses, employees should follow the procedures listed here:

• Prior to enrolling in a reimbursable program, the employee must provide Human Resources with information about the course for which he or she would like to receive reimbursement by completing a tuition reimbursement application. The application with instructions, will be available on CFS’ employee portal. The application, with all applicable signatures, can be submitted in person to the HR department, or submitted via the HR ticket system. The employee will be contacted to validate receipt of the application.

• The  tuition reimbursement request form should be completed by the employee, and the appropriate signatures obtained. All applications must have a supervisory signature from an AVP or above.

• If all criteria are met and submitted to Human Resources, the employee will receive a pre-approval letter validating reimbursement.

• The employee must submit all applications for reimbursement by the deadlines established during each semester period. In most cases, the deadlines will require a 2-week application submission before any course is to commence.

• Once the course is successfully completed, the employee should submit the pre-approval letter and provide receipts and evidence of a passing grade or certification attached. Only  receipts will be acceptable for reimbursement.

• The HR department will coordinate the reimbursement with the Finance Department. Any questions or comments related to this policy should be directed to the HR department.

8. Vacation

8.10 Full-Time Employees

See Addendum 1 for Exempt Staff and Non-Exempt Staff

See Addendum 3 for Non-Exempt Residential & Hot-Line Staff

See Addendum 5 for Head Start Staff

8.11 Programs Closed over Holidays and Scheduled Break Closures

Staff employed by programs that are closed during extended holiday periods, winter or spring breaks, are expected to take vacation or personal time during program closure.

8.20 Carry Over of Vacation Days

No more than 10 allotted but unused vacation days may be carried forward into the next calendar year.

Head Start Program Policy: Per Head Start regulations, no vacation can be carried over annually and all allotted but unused vacation days will expire.

8.30 Pay for Vacation Upon Separation

With respect to voluntary terminations, at the time of separation, an employee may be paid their regular base salary for allotted, but unused vacation time. The notice required by Section 11.30 must be given in order to be paid for allotted, unused vacation.

8.40 Scheduling of Vacation

The work requirements of the Agency are ordinarily the primary consideration in scheduling vacation time. Employee length of service and personal preference, in that order, may be secondary governing factors. Vacation time is to be requested in advance in writing and approved by the employee’s immediate supervisor to ensure work coverage.

Employees may not take, or be paid for, vacation time which has not yet been allotted.

9. Sick Time

9.10 Full-time Employees

See Addendum 1 for Exempt Staff and Non-Exempt Staff

See Addendum 3 for Non-Exempt Residential & Hot-Line Staff

See Addendum 5 for Head Start Staff

9.20 Accumulated Sick Time

An employee shall not use allotted sick time for any other purpose than illness of the employee or illness of a member of the employee’s immediate family (father, mother, child, spouse, domestic or civil union partner, sibling, grandchild, grandparent, and in-laws and step-relatives of same degree).

9.30 Allotment of Sick Time

Staff may accumulate a maximum of 160 hours of sick time.

Staff with 315 hours of sick time accumulated prior to December 1, 2012, retain the 315 hour maximum accumulation limit until their total accumulated drops below the 160 hours. Then that staff person’s new maximum will be 160 hours sick time.

Full-time Staff with 420 hours of sick time accumulated prior to the merger in 2000 retain the 420 hour maximum accumulation limit until their accumulated total drops below the 160 hours. Then that staff person’s new maximum will be 160 hours sick time.

Sick time is not payable at time of separation, whether voluntary or involuntary. 

9.35 Allotment of Sick Time for Part-time Staff

Effective 10/29/18, per change in NJ 34:11D-1 & 2, Part-time staff will accrue one hour sick leave for every 30 hours worked, up to 40 hours in a calendar year. Paid sick time can be used for any of the purposes defined in the NJ Statutes. Unused sick leave can be transferred to the next benefit year if it does not exceed the maximum of 40 hours.

9.37    Allotment of Personal Time for Part-time Staff

Effective 05/01/22, Part-time employees are eligible for Leave time. Eligible employees will accrue one (1) hour for every eight (8) worked up to a maximum 40 hours within the calendar year.  This will be considered “Personal Time”.  Eligible employees cannot use more Personal Leave hours than the number of hours they work in an average week.  Unused Personal Time cannot be transferred to the next benefit year.

9.40 Notification for Time Off

If an employee cannot be at work for their scheduled next day they are expected to follow program call out procedures. Employees not following the notification for time off guidelines may be disciplined up to and including termination of employment.

If an employee misses 3 days of work in a row or intermittently in a brief period of time for the same medical reason, CFS may require a written doctor’s note covering these absences be submitted to the Program Director and the Chief of Human Resources before that employee is permitted to return to work.

9.50 Family and Medical Leave

Many of our employees are entitled by the Family and Medical Leave Act (FMLA) to an unpaid leave of absence for up to 12 or 26 weeks in a rolling 12-month period, depending on the reason for the leave. To be eligible for leave under the FMLA, an employee must have a total of 12 months of service (which may be non-consecutive) and have worked at least 1250 hours in the previous 12-month period.

Not all CFS employees are eligible for this leave benefit. New hires, workers at some of the Agency’s smaller facilities, and some part-time employees may not be covered by this policy. Some executives and senior staff may not be subject to reinstatement under the law.

Basic Family and Medical Leave

Leave may be requested for the birth of a child or to care for a newborn child, for the placement of a child for adoption or foster care, or for the serious health condition of the employee or the employee’s family member (i.e., child, parent, or spouse).

Leave granted due to the birth or care of a newborn or adoption or foster placement of a child must be taken in full consecutive weeks unless otherwise agreed to by CFS and must commence within one year of the birth, adoption, or foster placement.

Leave granted due to the serious health condition of the employee or a family member may be taken consecutively, intermittently, or on a reduced leave (part-time) schedule in certain circumstances and subject to certain restrictions under the law.

Eligible employees may take a total of 12 weeks of unpaid basic family and medical leave in a rolling 12 month period.

Military Exigency Leave

Employees may request leave in certain situations when an employee’s spouse, child or parent is a covered military member on active duty, or has been notified of an impending call or order to active military duty in a foreign country. Military exigency leave may be taken for short-notice deployments, military events and related activities, childcare and school activities, to make financial and legal arrangements, to attend certain types of counseling, for rest and recuperation, post-deployment activities, and certain other activities.

Eligible employees may take a total of 12 weeks of unpaid military exigency leave in a rolling 12 month period.

Military Caregiver Leave

Employees may request leave to care for the serious health condition of a covered service member who is the employee’s spouse or civil union/domestic partner, child, parent, or “next of kin.”

Eligible employees may take a total of 26 weeks of unpaid military caregiver leave in a rolling 12 month period.

Notice and Certification Requirements

When the need for leave is foreseeable, eligible employees must provide 30 days advance written notice of the need for leave, or as soon as practicable if the need for leave is not known 30 days in advance, to both the Senior Executive and the Chief of Human Resources.

When the need for leave is unforeseeable, the employee must provide notice to both the Senior Executive and the Chief of Human Resources as soon as practicable under the circumstances.

If you are requesting leave for a military exigency, you must provide notice as soon as practicable under the circumstances.

Where applicable, employees must provide requested certifications supporting the need for leave. The failure to provide requested and completed certifications may result in the delay or denial of leave. To the extent permitted by the FMLA, CFS may require periodic re-certification of the need for leave.

Substitution of Paid Leave

Employees may, but are not required to, use allotted but unused vacation and personal time during any type of family and medical leave. Allotted but unused sick time may only be used for illness of the employee (such as the period of medical disability following the birth of a child), a family member, or as described in section 9.20, unless the employee is receiving Worker’s Compensation or Temporary Disability Benefits payments. Employees who do not want CFS to automatically debit their bank of vacation, personal, and/or sick time must contact the Human Resources department.

Health and Life Insurance Benefits Continuation

CFS will continue to provide employees taking family and medical leave with health and life insurance benefits as if those employees had continued to work during the leave period provided that employees pay their portion of the costs of insurance as if they had remained working. Failure to make required premium payments may result in the cancellation of an employee’s health and/or life insurance benefits.

In most circumstances, if an employee fails to return from leave, CFS will require the employee to reimburse the Agency for CFS’s costs of benefits continued during leave, unless the employee’s failure to return from leave is due to the employee’s, employee’s family member’s, or covered service member’s serious health condition or other circumstances beyond the employee’s control.

Reinstatement

Employees taking family or medical leave will generally be returned to their former positions or a substantially equivalent position upon return from leave, to the extent required by law. Employees taking leave for their own serious health condition will be required to present a fitness-for-duty report prior to being returned to work. The failure to return from leave at its expiration may result in termination of employment. An employee requesting an extension of leave must give at least two business days’ notice in writing when possible.

Additional Information

For more details about the type of leave, eligibility requirements, the type of certification needed, or any other aspect of the family and medical leave laws, contact the Chief of Human Resources.

NJ Family Leave

The New Jersey Family Leave Act (NJFLA) entitles covered employees to an unpaid leave of absence for a period not to exceed 12 weeks in a rolling 24 month period for: (1) the birth or care of a newborn child or the placement with an employee of a child for adoption or foster care; or (2) the serious health condition of an employee’s family member (spouse or civil union partner; child, including step children, legal wards and children of employees standing in loco parentis; and parent, including step parents, parents-in-law and legal guardians).

To be eligible for leave under the NJFLA, an employee must have a total of 12 months of service (which may be non-consecutive) and have worked at least 1000 hours in the previous 12-month period. Not all CFS employees are eligible for NJFLA leave. Concurrent Leave

Concurrent Leave

Where an employee takes leave for a reason covered by both the FMLA and NJFLA, the leave runs concurrently and counts against an employee’s leave entitlement under both laws.

Notice and Certification Requirements

The notice and certification requirements are the same as those required for FMLA leave.

Health Insurance Benefits

Agency provided insurance coverage is not continued during NJFLA leave, although employees may purchase continued coverage under COBRA, as applicable. Employees may use all allotted but unused paid vacation and personal time during NJFLA leave. Allotted sick time may only be used for the illness of a family member or as described in Section 9.20. Employees who do not want CFS to automatically debit their bank of vacation, personal and/or sick time must contact the Human Resources department.

Reinstatement

Except in certain limited circumstances, employees taking family leave under the NJFLA will be returned to their former positions or an equivalent position upon return from leave.

Additional Information

For more details about the type of leave, eligibility requirements, the type of certification needed, or any other aspect of the New Jersey Family Leave Act, contact the Chief of Human Resources.

Extended Medical Leave

CFS, in its discretion, may grant an extended leave of absence to employees unable to work for medical reasons who have expired their allotted FMLA leave or who are not eligible for FMLA leave. Generally, this leave of absence will be for a maximum of 3 months. CFS will require an appropriate physician’s certification substantiating the need for extended medical leave; CFS may require re-certification from, as it deems appropriate.

During a period of extended medical leave, employees may purchase continuation coverage under CFS-provided medical insurance plans as provided by COBRA.

The failure of an employee to return to work upon the expiration of an extended leave of absence will result in the employee’s termination.

Although CFS will attempt to hold open the position of an employee on extended medical leave, CFS cannot guarantee a position at the expiration of an employee’s extended medical leave. Where CFS’s judgment, as well as business and staffing conditions, require that an employee be replaced while on an extended medical leave of absence, CFS encourages that employee to re-apply for any other available positions for which he or she is qualified upon recovery. CFS will carefully consider all such applications.

10. Other Time Off

10.10 Dental or Medical

When it is necessary for an employee to have dental or medical attention during scheduled work hours, the time shall be charged against available sick leave unless other provisions are made for time used.

10.20 Personal and Staff Appreciation Time

See Addendum 1 for Exempt Staff and Non-Exempt Staff

See Addendum 3 for Non-Exempt Residential & Hot-Line Staff

See Addendum 5 for Head Start Staff

10.30 Bereavement Leave

Full-time employees will be granted up to 3 days Bereavement Leave with pay in the event of death in the immediate family. The term “immediate family” is limited to father, mother, child, spouse, civil union or domestic partner, sibling, grandchild, grandparent, and in-laws and step-relatives of the same degree. New employees are not eligible to be paid for Bereavement Leave until they have completed their orientation period.

10.40 Jury Duty

Full-time employees will be paid for a maximum of 5 days per year for jury duty. Employees must furnish CFS with a copy of the Jury Summons showing dates of jury service within 48 hours of receipt of the summons. In addition, a copy of a court receipt for payment for jury duty must be submitted. On any day or half-day an employee is not required to serve, he or she is expected to return to work. New employees are not eligible to be paid for Jury Duty until they have completed their orientation period.

10.50 Training and Conferences

In light of its commitment to the professional growth and development of staff, CFS permits a reasonable amount of paid time off to attend conferences and professional training to enhance professional development and which will also contribute in some way to the life of the Agency.

Any employee who attends training or conferences, with the permission of the Program Director, may be granted time off with pay provided this absence does not impair the normal operation of the Agency.

10.60 Personal Leave of Absence

An employee may request a personal leave of absence without pay.  No personal leave of absence request will be granted for more than 10 days.   All leave of absence requests are handled on a case by case basis and consideration is contingent on program operations. 

An approval of a personal leave request means that CFS will hold the position for the specified time; failure to return from an approved personal leave of absence will be considered a voluntary resignation.  Request for a personal leave of absence must be made 15 days prior to the requested time off.  Exceptions are considered for extenuating circumstances.  No more than one request for a personal leave of absence can be made in any 12 month period, annually.  For a personal leave to be considered, all other available accrual time must be exhausted first, ie. vacation, sick and personal. 

Request for a personal leave of absence should be in writing and submitted to the employee's immediate supervisor; with the final approval made by a Chief Operating Officer.

NOTE: Leaves of Absences for individual or family related concerns, please see CFS’ Family and Medical Leave Policy and/or NJ Family Leave Policy.  Policy #9.50

10.70 Election Day

CFS permits full-time staff one paid hour off for voting in a general November election. New employees are not eligible to be paid for Election Day until they have completed their orientation period.

10.80 Time Off Without Pay

No employee may take time off without pay unless such employee shall have used all vacation and personal time or unless the leave is designated as leave under the FMLA or NJFLA. Such time can only be given at the discretion of the Chief Executive Officer. Excessive requests for time off without pay are disfavored and may be grounds for disciplinary action, including termination.

10.85 Unauthorized Absences

Unauthorized absences from work are defined as when an employee is not present in the workplace during the scheduled work hours and has not complied with the leave of absence requirements.

Examples of unauthorized absences include:

• Failure to report to work as scheduled (except where leave has previously been approved, or in the event of an unforeseen emergency or illness)
• Failure to report to work at the designated time (tardiness)
• Unscheduled or unapproved absences during the work day
• Failure to following proper call out procedures for any time missed within scheduled hours time taken off even if considered sick or personal day/time
• Failure to respond as required to return to work letters/notices of any kind
• Calling out the day before or after a scheduled holiday, Agency closure/break, vacation and/or approved leave of absence without prior written approval from the Chief of Human Resources or a Senior Executive.

Unauthorized absences are disfavored and may be grounds for disciplinary action, up to and including termination. Excessive unauthorized absences may be considered abandonment of employment.

If a Head Start employee is considered to have abandoned or resigned his or her position, separation from employment is immediate and Policy Council approval is not required.

10.90 Inclement Weather and Other Unexpected Closings

If adverse weather causes an employee to be absent from the work place and the agency is open, the employee must use accumulated personal or vacation time.

If an employee’s vacation day coincides with an agency closing for inclement weather or other unexpected agency closings, the employee will not forfeit their vacation day.

11. Discipline, Discharge, And Resignation Of Employment

11.10 Discipline / Discharge

CFS generally follows a policy of progressive discipline. Employees may be reprimanded orally or in writing for such problems as rule violations and unsatisfactory conduct or performance. However, progressive discipline is not appropriate in all cases, and the Agency will review each case on its own facts. Certain conduct may warrant more severe discipline or immediate discharge, even after a single occurrence, up through and including discharge. As explained earlier in this handbook, every employee is at-will and can be terminated at any time with or without notice or cause. In most cases, if an employee is discharged from the agency, they forfeit payment of vacation accrual hours. 

The following are examples of the types of offenses which may be sufficient grounds for disciplinary action, ranging from reprimand, to probation, or to immediate discharge, depending upon the seriousness and frequency of the offense. This list is not all-inclusive and is meant to be illustrative only. CFS expressly reserves the right to discipline and/or discharge employees for other offenses or actions, or for violations of policies in this handbook, as CFS in its sole discretion sees fit.

1. Unexcused or excessive absenteeism
2. Unexcused or excessive tardiness
3. Possessing, consuming, using, or being under the influence of alcohol or other controlled substances on CFS premises or on CFS work time
4. Refusal to follow instructions from supervisors or other proper authority
5. Theft or misappropriation of property
6. Failing to behave in a professional manner
7. Violation of CFS policies and procedures, including the confidentiality policies of CFS
8. Sleeping during work hours, on CFS property, or in CFS vehicles
9. Altering, removing, or destroying records or property
10. Willfully disregarding policies, procedures and position expectations or duties
11. Falsifying CFS records or providing misleading or incorrect information to the Agency
12. Fighting or engaging in or threatening violence in the workplace or on work time
13. Bullying behavior (see anti-bullying policy for more information)
14. Possession of weapons on CFS property, while working, in a CFS vehicle, in a personal vehicle while working or on CFS property, or in the presence of clients or staff
15. Using corporal punishment with a child
16. Placing a child in insolation
17. Withholding food as a punishment for a child
18. Improper supervision of a child
19. Any other violations of prohibited client practices or CFS policies regarding minor clients
20. Using racial, gender, ethnic, and other negative slurs or stereotyping and other violations of the Agency’s anti-harassment/anti-discrimination policy
21. Participating in illegal activity
22. Failure to follow safety and/or security practices, procedures, and policies.

11.20 Resignation

1. Chief Executive Officer – The CEO must provide at least 60 days notification of resignation, in writing, to the President of the Board of Trustees and Chairperson of the Personnel Committee;
2. President - The President must provide at least 60 days notification of resignation in writing, to the Chief Executive Officer. 
3. Chief Operating Officers and Vice Presidents – A COO or VP must provide at least 60 days notification of resignation, in writing, to the CEO;
4. Exempt staff persons must provide at least 30 days notification, in writing, to the CEO.
5. Non-exempt Direct Service staff must provide at least 30 days notification, in writing, to the CEO.
6. Non-exempt Support staff must provide at least two weeks notification, in writing, to the CEO.

NOTE: The appropriate resignation time periods must be submitted in order to receive payment for accrued vacation hours.  

11.30 Reductions in Force

Center For Family Services will make offers of employment and promotion in good faith and to stabilize employment so that employees may be provided with regular and continuous work. However, recognizing that reductions in force cannot always be avoided since they are usually made necessary by external factors beyond management's control, it is the intent of CFS to administer such reductions in a manner that is fair, equitable, and non-discriminatory.

12. Ethical Conduct And Confidentiality

12.10 Confidentiality of Client Records

General Confidentiality: Upon accepting employment, staff will be asked to sign a Code of Ethics and Confidentiality Agreement, which generally provides that staff will not disclose or use in any way CFS confidential information, either during or after employment.

If questioned by someone outside the agency or a co-worker, and if concerned about the appropriateness of giving certain information, staff are not to answer. Instead, as politely as possible, refer questions to the Program Director or a Senior Executive.

No one is permitted to remove or make copies of any CFS records, reports, documents, or program curriculum without prior approval from a supervisor.

Client Confidentiality: Many of the services provided to, and communications with, clients of CFS are confidential by law and by program policy. Each program has specific policies regarding the proper procedures for protecting clients’ confidentiality. Signed release forms from the client are necessary for the disclosure of any information regarding the client to outside sources. Discussion of clients, even among CFS staff, shall be limited to staff members involved in the case and any discussion shall be limited to the facts needed to assist the client. Written client records must be protected according to the policies of each program. These procedures are strictly enforced. Violation of this policy will result in discipline up to and including discharge.

12.20 Ethical Conduct

It is considered standard agency practice to maintain the highest ethical practices in all aspects of agency functioning. All staff members are expected to comply with standards of ethical, legal and professional practice and reporting expectations. Since the Board, staff, and Policy Council are comprised of a variety of professionals, it is expected that each individual will comply with the highest ethical standards of their profession. As an overall guideline, the Agency adheres to the National Association of Social Worker Code of Ethics.

Although staff must comply with all ethical, legal, and professionally expected reporting, CFS also makes available internal primary and secondary reporting processes for serious staff concerns.

12.30 Prohibited Service Practices

The following are examples of some of the prohibited client practices which may be sufficient grounds for disciplinary action, ranging from reprimand, to probation, or to immediate discharge, depending upon the seriousness and frequency of the offense. This list is not all-inclusive and is meant to be illustrative only. CFS expressly reserves the right to discipline and/or discharge employees for other offenses or actions or for violations of its policies, as CFS in its sole discretion sees fit.

Center For Family Services prohibits the following practices in any of its facilities or programs:

1. Any type of threat of physical hitting or the use of corporal punishment
2. Use of aversive stimuli
3. Interventions that involve withholding nutrition, or hydration, sleep, mail, clothing appropriate to the season, or verbal communication, or that inflict physical or psychological pain
4. Use of demeaning, shaming, or degrading language or activities, verbal abuse, ridicule, humiliation, or other forms of degradation
5. Unnecessarily punitive restrictions, including cancellation of visits as a disciplinary action
6. Unwarranted use of invasive procedures or activities as a disciplinary action
7. Forced physical exercise or forcing a youth to take an uncomfortable position, to eliminate behaviors
8. Assignments of overly strenuous physical work or punitive work assignments
9. Punishment by peers
10. Group punishment or discipline for individual behavior
11. Mechanical or chemical restraint
12. Locked seclusion
13. Exclusion from any essential program or treatment service, such as educational or clinical treatment
14. Refusal of entry to the home or program
15. Restraints shall not be used as a means of coercion, as discipline, for retaliation, or for staff convenience.

For very young children:

16. Ignoring the child
17. Labeling the child as “bad”
18. Isolation
19. Punitive overuse of time outs.

12.40 Conflicts of Interest

All CFS staff should avoid any situation where either a conflict of interest, or an appearance of a conflict of interest, may arise. Furthermore, staff members are to recuse themselves from any and all decision-making related to the conflict of interest. Such situations include any instance where a staff member or related party has any financial interest in any transaction in which the Agency is involved. Further, no staff member, or a related party, may accept any financial benefit from any party who is doing business with CFS without the express knowledge and approval of CFS.

Related party is defined as members of the employee’s immediate family or other close friend or relative of the staff person.

CFS staff are required to complete a conflict of interest questionnaire and disclosure form upon hire and with any change in status. Any change in conflict of interest status must be reported to the Human Resources Department and a new conflict of interest form must be completed within 72 hours of the change.

12.50 Participation in Political Activities

An employee may participate in political activities, campaigning, fundraising, and other partisan political activities on an employee’s own time and in his/her capacity as an individual, but not as a representative of the Agency. In no case will an employee's political activities be permitted to interfere with his or her job duties.

However, no employee may:

use his or her official position, authority or influence with the Agency to interfere with or influence the result of an election or nomination for a party or political office;

directly or indirectly coerce, attempt to coerce, command, or advise an employee or beneficiary of any Agency program to pay, lend, or contribute anything of value or to contribute personal services to a party, committee, organization, agency, or person for political reasons;

use program funds, time or resources for any partisan political purposes or to influence any election for political office;

permit the use of equipment or premises purchased or leased with program funds for any partisan political purpose or to influence the outcome of any election for public or party office;

discriminate, or threaten, or promise discrimination against or in favor of any employee or beneficiary of any Agency program, or any potential employee or beneficiary, because of his or her political affiliations or beliefs, or require any applicant, employee or beneficiary to disclose his or her political affiliation;

offer any person employment, promotion, or benefits as a reward for the support or defeat of any political party or candidate, threaten or create disadvantage in employment or deprive benefits as a penalty for such support, except that a person may be disciplined, up and including termination, for engaging in activities which are forbidden by this policy.

During working hours no employee shall engage in any partisan or nonpartisan political activity or any other political activity associated with a candidate or contending group in an election for public or party office or in any activity to provide voters or prospective voters with transportation to the polls or similar assistance in connection with any such election. CFS funds may not be used to conduct voter registration activities; however, Agency facilities may be used by any nonpartisan organization to increase the number of eligible citizens who register to vote. Candidates meetings, even if all rival candidates for one or more political offices appear, shall not be sponsored or conducted with Agency funds or using Agency facilities.

CFS employees must comply with all federal and state regulations relating to political activity of State or local agencies.

The Agency does not make contributions or expenditures in connection with any election to political office, primary election, political convention, caucus, or general election held to select officials or candidates for any political office.

12.60 Anti-Bullying Policy

CFS strongly supports a safe and bully-free workplace environment and reserves the right to investigate and take action in response to reported instances of such behavior.

12.70 Reporting Improper Conduct

This policy is designed to address situations in which a CFS employee suspects another employee of the Agency has engaged in illegal acts or otherwise unacceptable conduct and is intended to encourage and enable employees to raise serious concerns within the organization prior to seeking resolution outside the organization. Fraudulent activities, violations of the Code of Ethics, and other improprieties, such as misuse of Agency assets, are not tolerated by CFS. Individuals who experience or witness any illegal behavior or activity should report such activity as described below. CFS will take seriously all reports, investigate such reports and, when warranted, take steps to rectify the situation. CFS will not retaliate against any employee who reports illegal or unacceptable activity.

An employee’s concerns about possible fraudulent or dishonest use or misuse of resources or property, inappropriate conduct, illegal acts and the like should be reported to his or her Senior Executive and/or the Ethics Committee via the Secondary Reporting Procedures. To facilitate reporting of suspected violations where the reporter wishes to remain anonymous, a written statement may be submitted to one of these individuals. CFS will promptly conduct an investigation into matters reported, keeping the informant’s identity as confidential as possible consistent with the agency’s obligation to conduct a full and fair investigation.

Supervisors are required to make reports of suspected violations, inappropriate conduct, etc. to their Senior Executive and/or the Ethics Committee through the Secondary Reporting Procedures. Failure to do so will result in disciplinary action up to and including termination.

CFS will not tolerate any form of retaliation against employees who report concerns in good faith regarding its operations. Any employee who engages in such retaliation will be subject to discipline up to and including termination. Any employee who has made a report of suspicious or inappropriate conduct and who subsequently believes he or she has been subjected to retaliation of any kind by any CFS employee should immediately report it to a Senior Executive and/or the Ethics Committee. Reports of retaliation will be investigated promptly in a manner intended to protect confidentiality as much as practicable, consistent with a full and fair investigation. The party conducting the investigation will notify the employee of the results of the investigation.

Employees reporting a violation or suspected violation must be acting in good faith and have reasonable grounds for believing the information reported indicates an illegal act or otherwise unacceptable conduct. Any allegation that is not substantiated and which was made maliciously, was knowingly false or was made otherwise made in bad faith will be viewed as a serious offense. Individuals making such allegations may be subject to disciplinary action by CFS, up to and including termination.

12.80 Corporate Compliance Program

Center For Family Services is dedicated to maintaining excellence and integrity in all aspects of its operations and its professional and business conduct. Accordingly, Center For Family Services is committed to conformance with high ethical standards and compliance with all governing laws and regulations, not only in the delivery of service to consumers, but in its business affairs and its dealings with board members, employees, volunteers, contractors, agents, and payors. Anyone associated with Center For Family Services will be held responsible for adhering to the terms of the Center For Family Services’ business practices, Code of Ethics, and related policies, procedures and standards developed by Center For Family Services in connection with the Corporate Compliance Program.  

Center For Family Services is comprised of a variety of professionals.  It is required that each individual comply with the highest ethical standards of their profession. Center For Family Services has adopted and is committed to the National Association of Social Worker Code of Ethics as our guiding principles.

Center For Family Services’ Corporate Compliance Program is intended to provide reasonable assurance that Center For Family Services:

1. complies in all material respects with all federal, state and local laws and regulations that are applicable to its operations;
2. satisfies the conditions of participation in behavioral health care and social service programs funded by the state and federal government and the terms of its other contractual arrangements;
3. detects and deters criminal conduct or other forms of misconduct by Board of Trustees, officers, employees, agents and contractors that might expose Center For Family Services to significant civil liability;
4. promotes self-auditing and self-policing, and provides for, in appropriate circumstances, voluntary disclosure of violations of laws and regulations;
5. establishes, monitors, and enforces high professional and ethical standards.

The Center For Family Services Compliance Program contains several elements. All elements are designed to prevent, detect, and respond to business conduct that does not conform and adhere to applicable laws, regulations, and Center For Family Services Policies and Procedures. Training on how to conform to the Program will be provided to Center For Family Services staff and documented.

Center For Family Services intends its compliance program to significantly reduce the risk of unlawful conduct in our operations. This program demonstrates its good faith effort to comply with applicable statutes, regulations, and other Federal health care program requirements.  This includes Section 6032 of the Federal Deficit Reduction Act of 2005, 42 U.S.C. §1396a(a)(68) and the following Federal and State statutes:

• Federal Deficit Reduction Act of 2005, 42 U.S.C. §1396a(a)(68)
• Federal False Claims Act, 31 U.S.C. § 3729 – 3733
• Federal Program Fraud Civil Remedies Act, 31 U.S.C. § 3801 – 3812
• New Jersey Medical Assistance and Health Services Act – Criminal Penalties, N.J.S. 30:4D-17(a) – (d)
• New Jersey Medical Assistance and Health Services Act – Civil Remedies, N.J.S. 30:4D-7.h.; N.J.S. 30:4D-17(e) – (i); N.J.S. 30:4D-17.1.a.
• Health Care Claims Fraud Act, N.J.S. 2C:21-4.2 and 4.3; N.J.S. 2C:51-5
• Uniform Enforcement Act N.J.S.A. 45:1-21. b. and o. 
• N.J. Consumer Fraud Act N.J.S.A. 56:8-2, 56:8-31., 56:8-14 and 56:8-15
• Conscientious Employee Protection Act, N.J.S. 34:19-1 et seq.
• New Jersey False Claims Act, N.J.S.A. sA:32C-1 et seq; and
• New Jersey Insurance Fraud Prevention Act, N.J.S.A. 17:33A-1 et seq.

Center For Family Services has implemented a Compliance Line, a confidential telephone service that can be reached by:

• Telephone: 1-800-401-8004 (English) or 1-800-216-1288 (Spanish)
• Web reporting:  www.lighthouse-services.com/centerffs 
• Email: [email protected] (must include company name with report)
• Fax: 1-215-689-3885

In order to detect, prevent, and report fraud, waste and abuse, additional reporting methods include:

• New Jersey Medicaid Fraud Division: 888-937-2835 or https://www.nj.gov/comptroller/about/work/medicaid/complaint.shtml
• New Jersey Insurance Fraud Prosecutor Hotline: 877-55-FRAUD or https://njinsurancefraud2.org/#report

The Guidelines for Daily Operations contains the full description of the Corporate Compliance Program. 
 

13. Outside Employment

13.10 Outside Employment Policy

CFS staff are restricted from having additional or outside employment that interferes with their performance of CFS employment expectations, duties, and responsibilities. This includes outside employment that constitutes a real or apparent conflict of interest.

Employees of the Agency may provide services on a private practice basis under certain conditions:

1. A staff member engaged in private practice will do so on their own time and use their own facilities and telephone.
2. No staff member may refer a client from the Agency caseload to their private practice.  Those who terminate their Agency employment may not ethically transfer clients that they have been seeing in the Agency to their private practice.
3. No staff member may direct any client referral or a contract training opportunity that is generated through their conducting of Agency activity to private practice.
4. Staff members must not allow the demands of their private practice to intrude upon the normal provisions of services at the Agency.

14. Workplace Environment

14.10 Drug / Alcohol-Free Workplace

1. Purpose – The purpose of this policy is to provide a work environment free of drug and alcohol abuse. This policy establishes guidelines for identifying, documenting and effectively addressing instances of drug/alcohol misuse and abuse. CFS wants to ensure a safe work environment free of drug and alcohol abuse for all CFS employees, contractors, clients, and guests.
    
2. Policy Statement - CFS employees are expected and required to report to work on time and in appropriate mental and physical condition. It is the intent of CFS to provide a drug-free, healthful, safe, and secure work environment. The manufacture, distribution, dispensation, possession, or use of a controlled substance (drugs or alcohol) on Agency premises or while conducting Agency business off Agency premises is absolutely prohibited (this does not include the lawful use or possession of prescription medication). Violations of this policy will result in disciplinary action, up to and including discharge, and may have other legal consequences. This policy shall not conflict with any CFS obligation to provide reasonable accommodations for employees having disabilities as defined under the Americans with Disabilities Act (ADA). Throughout this policy, the term “drugs” includes any narcotics or other controlled substances other than alcohol.
    
3. Drug / Alcohol Use Prohibited – CFS prohibits the possession, sale, use, or being under the influence of drugs and/or alcohol while on CFS property or during CFS work time. An employee who is taking medication prescribed by a licensed physician, which medication may diminish his or her capacity to work safely must inform his or her supervisor prior to beginning work. For safety reasons, such an employee may be required to perform duties other than those regularly assigned or to take sick time rather than be permitted to work under the influence of the prescribed medication. CFS reserves the right to impose discipline up to and including discharge for failure to comply with the above.
    
4. Drug / Alcohol Testing
   1. Applicant Drug Testing
      
      All job offers will be made contingent upon an applicant passing a drug test.
      
      As part of the application process, applicants will be required to consent in writing to drug tests and the disclosure of the results of such tests to the Agency.
       
   2. Reasonable Suspicion Employee Drug / Alcohol Testing
      
      CFS reserves the right to require an employee to submit to a drug/alcohol test at its discretion when, in the Agency’s sole judgment, there is cause to believe the employee may be under the influence of drugs or alcohol or may be otherwise suffering the effects of drug or alcohol abuse.
      
      CFS reserves the right to require employees whose duties pose safety risks to co-workers, clients or to the public to submit to a drug/alcohol test at any time, without notice to the employee.
      
      CFS also complies with all additional drug testing requirements from funders.
      
      CFS reserves the right to impose discipline up to and including discharge upon any employee who refuses to submit to drug/alcohol testing when requested to do so by the Agency in the above circumstances.
       
   3. Rehabilitation
      
      This Section 3, entitled “Rehabilitation” does not apply to applicants for employment.
      
      An employee who has been requested to submit to a drug/alcohol test and whose test is positive will be discharged unless he or she submits to the following rehabilitation procedure for which the Agency will grant a leave of absence without pay for up to 12 weeks. If the rehabilitation and counseling exceeds 12 weeks, the Agency may not be able to hold open an employee’s position even if the rehabilitation program is successfully completed.
      
      The employee must seek rehabilitation and counseling from an Agency-approved program, must successfully complete such program, and must provide the Agency with written evidence of successful completion of the program.
      
      At the end of the leave of absence, the employee will be required to submit to a drug/alcohol test, the results of which must be negative.
      
      The Agency reserves the right to require additional, follow-up testing at its discretion and without notice for a reasonable period of time following completion of the rehabilitation program.
      
      An employee may take advantage of the above rehabilitation procedure only once. Employees who test positive at any time after completion of this rehabilitation program will be discharged.
      
      Employee Request – The Agency may grant a leave of absence without pay of up to 12 weeks to any employee who requests such a leave prior to testing positive for drugs or alcohol for the purpose of rehabilitation for a drug or alcohol problem. If the rehabilitation and counseling exceeds 12 weeks, the Agency may not be able to hold open an employee’s position even if the rehabilitation program is successfully completed. An employee who requests and is granted such a leave is subject to the above rehabilitation procedure.
       
   4. Testing Procedure
      
      For the purposes of the policy, a positive test result for any drug will be determined by the testing laboratory’s internal guidelines regarding same. An alcohol test result will be considered positive upon a breathalyzer test showing .05 percent level of blood alcohol, or in accordance with the testing laboratory’s internal guidelines, at the Agency’s discretion.
      
      Drug testing under this policy will be done by way of urine samples. Each urine sample given under this policy will be split into 2 samples. All initial samples registering a positive test will have the second or “split” sample retested as a safeguard on the initial test. Only samples which test positive for each half of a “split” sample will be considered positive test results. Employees and/or applicants who supply the Agency with proof of a medical condition which prevents them from providing a urine sample will be required to submit to an alternative testing method (such as blood sample or hair sampling) administered in accordance with the testing laboratory’s internal guidelines, at the Agency’s discretion.
      
      Urine samples are initially tested by way of a first-screen immunoassay test. The “split” samples of all samples initially testing positive under the immunoassay test are tested by the gas-chromatography/mass spectrometry (GC/MS) method. Employees and/or applicants whose samples test positive may be asked to disclose whether and what type of medications they may be taking which could have resulted in a “false positive”. Samples will be tested only for drug/alcohol use.
      
      Alcohol testing may be done by way of a “Breathalyzer”. Such testing will not utilize “split” samples.
       
   5. Seeking Help
      
      It is the employee’s responsibility to request assistance in obtaining treatment for a drug/alcohol problem before it affects his or her employment. Assistance may be found from a family physician, County Health Agency, or through CFS. Employees may contact a designated CFS-VP to discuss benefit options that are available for treatment/rehabilitation. All such contact will be handled confidentially.
      
      CFS will work with the employee to help accommodate reasonable work and rehabilitation schedules. Where necessary, employees may seek a medical time of absence in order to obtain treatment for a drug/alcohol problem under the procedures described in Section 3 above.
       
   6. Off-Site Involvement
      
      Conviction for unlawful drug-related activity on or off Agency premises will be cause for discipline up to and including discharge. All employees so convicted are required to notify the Human Resources Department within 5 days of the conviction.
       
   7. Consequences
      
      The following will be grounds for disciplinary action up to and including discharge:
      1. Refusal of the employee to cooperate with a test request
      2. Impaired work performance due to the influence of drugs / alcohol
      3. Positive drug/alcohol test results
      4. Conviction for unlawful drug-related activity
      5. The manufacture, distribution, dispensation, possession, or use of a controlled substance (drugs or alcohol)
      6. Any violation of this policy.
      
      A decision by an employee to seek treatment for substance abuse will not preclude appropriate disciplinary action by CFS for any of the above-enumerated grounds for disciplinary action.
      
      Employees separated from CFS employment due to violations of this policy are not eligible for rehire.
      
      CFS may also pursue appropriate criminal charges against those violating this policy.
       
   8. Administration
      1. A list of CFS-approved agencies and programs which offer help to individuals with drug/alcohol problems may be obtained through the Human Resources Department.
          
      2. Employees should contact the designated Senior Executive or Human Resources department for information concerning any benefits that are offered under the CFS health plans to cover rehabilitation expenses.

WARNING: Employees should be aware that traces of many drugs remain in their bodies and body fluids for significant periods of time after they have been ingested. For example, studies by the National Institute on Drug Abuse (NIDA) have shown that marijuana may remain in the body for as long as 30 days, cocaine for up to 4 days; amphetamines for up to 2 days; and barbiturates for up to 3 weeks. These time periods may vary from individual to individual and could be longer under some circumstances.

14.20 AIDS/HIV Policy

CFS wishes to comply with state and federal anti-discrimination laws concerning individuals having AIDS, infected with HIV, or having other infectious diseases, such as Hepatitis B. (For the purposes of this policy, these individuals will be referred to as persons infected with AIDS or HIV). CFS also wishes to treat persons infected with AIDS or HIV with dignity and respect and will abide by the following policy for clients and employees who are infected with AIDS or HIV.

1. CFS will treat AIDS or HIV and any of their related conditions as any other handicap or disability. AIDS or HIV-infected employees will be allowed to continue working and applicants with AIDS or HIV will be considered viable candidates for employment as long as they are able to perform properly their duties and do not pose a danger to their own health and safety or to the health and safety of others in the workplace. CFS will attempt to reasonably accommodate applicants and employees with AIDS or HIV as may be appropriate in the context of the Agency’s overall operations.
    
2. CFS will attempt to maintain the confidentiality of persons infected with AIDS or HIV and other infectious diseases insofar as practicable. However, necessary efforts to accommodate such persons may require limited disclosure to various individuals on a need-to-know basis.
    
3. No individual will be denied admission to CFS’s programs, both outpatient and residential, solely based on their status as persons infected with AIDS or HIV, nor will any individual who voluntarily discloses that he or she has AIDS or HIV or is diagnosed while participating in agency programs be removed solely on this basis. AIDS and HIV education will be a part of employee training. Clients and staff will be provided with information in an effort to dispel misconceptions, fears and prejudice regarding AIDS or HIV.
    
4. Prejudicial behavior, isolation or ridicule directed toward clients or staff with AIDS or HIV will not be tolerated and appropriate disciplinary action will be taken.
    
5. Procedures to reduce transmission of HIV include the following:
   1. It will be assumed that all CFS clients, residents, and staff are potential carriers of HIV. The “Worker Exposed to AIDS and Hepatitis B” recommended by the U.S. Department of Labor, Occupational Safety and Health Administration will be followed, including with respect to all procedures which could involve the transmission of HIV or other blood borne diseases, such as cleaning up blood and other body fluids, disposing of sanitary napkins, etc.
       
   2. All facilities will maintain a supply of latex gloves and bleach to be used in cleaning up blood and other body fluids.
       
   3. Residential programs will provide residents with separate toothbrushes and razors.
       
   4. Residents of CFS facilities will be forbidden to conduct self-tattooing, body piercing or similar high-risk behaviors.

14.30 Anti-Harassment and Professional Behavior Policy

The Agency is proud of its professional work environment and will take the steps necessary to ensure that this environment continues. All employees are expected to deal fairly and honestly with one another, respect the rights and integrity of all persons, and must interact with each other in a professional and responsible manner at all times.

Further, it is the Agency’s policy to prohibit harassment in the workplace on any basis, including harassment based on race, creed, color, religion, sex, national origin, nationality, ancestry, age, disability, marital status, affectional or sexual orientation, gender identity or expression, domestic partnership or civil union status, liability for military service, genetic information, atypical hereditary cellular blood trait, and other legally protected classifications. Sexual harassment and harassment based on protected class membership is illegal.

Harassment, including unlawful harassment and other unprofessional and discourteous behavior is strictly prohibited.

• Sexual Advances or Favors. It is a violation of this policy for any employee to threaten or insinuate, expressly or implicitly, that a subordinate is required to submit to sexual advances or to provide sexual favors as a condition of employment, or for any term, condition or benefit of employment, or that a subordinate’s refusal to submit to sexual advances or to provide sexual favors will adversely affect the subordinate’s employment, or any term, condition or benefit of employment. Sometimes social relationships may develop at work. However, no employee ever should feel compelled to date, become romantically involved with, or continue such a relationship with another employee. Any employee who feels any unwelcome pressure from another employee in this way is urged to use the complaint procedure below. It makes no difference whether the employees involved are the same or opposite sex.
• Other Sexual Conduct. It is a violation of this policy for any employee to engage in unwelcome sexual conduct which has the purpose or effect of interfering with another employee’s work performance or of creating an offensive working environment. This includes conduct directed toward the same or opposite sex. Such conduct may include but is not limited to: sexual bantering, off-color language or jokes, sexual advances or propositions, verbal abuse of a sexual nature, comments or gestures about an individual’s body, sexually degrading words, displays of sexually suggestive objects or pictures, and using sexual or degrading gestures, or other non-verbal communications.
• Other Forms of Prohibited Harassment. It is a violation of this policy for any employee to engage in any unwelcome or offensive conduct on the basis of an employee’s membership in a protected class (such as age, race, color, religion, national origin, disability, or veteran status), or on any other basis, which has the purpose or effect of interfering with another employee’s work performance or creating an offensive working environment. Examples of such conduct include but are not necessarily limited to: jokes and degrading or humiliating statements about protected class status, pictures or gestures which depict negatively a protected class, and other expressions of stereotypical or prejudicial attitudes about protected class membership.
• Electronic Communications. Engaging in prohibited conduct by originating, forwarding or accessing electronic communications or data via email or the Internet is specifically prohibited.

1. All Employees. This policy applies to ALL Agency employees and prohibits harassment and unprofessional behavior by any supervisor to any employee, and by any employee toward another co-worker.
    
2. Non-Company Employees. These prohibitions also apply to non-employees, such as vendors, suppliers, contractors, clients or residents, who have contact with CFS employees. We expect non-employees to adhere to the same standards of conduct that we expect from CFS employees. If any employee feels harassed by any non-employee, he or she should use the complaint procedure below. Conversely, we expect CFS employees to treat non-employees with the same courtesy and respect as co-workers. Harassment of non-employees by CFS employees is strictly prohibited.
    
3. Reporting and Investigation. CFS strongly encourages the good faith reporting of all instances of harassment or other objectionable conduct. An employee who feels that he or she has been treated in violation of this policy (or has observed another so treated) should report that violation immediately to his or her Program Director or the Chief of Human Resources. Any employee not comfortable reporting to their Program Director or the Chief of Human Resources may contact the CEO directly. A prompt, thorough, and impartial investigation will be made. The employees involved will be informed of the results and resolution of the matter. The complaint will be disclosed only to the extent necessary to make a thorough investigation or as necessary to take appropriate corrective measures.
    
4. Non-Retaliation. Retaliation directed against any employee who registers a good faith complaint or serves as a witness on behalf of another employee is illegal. If any employee feels that he or she has been subject to retaliation for making a complaint or participating in the investigation process that should be reported using the procedures above.
    
5. Corrective Measures. Any employee found to have violated this policy will be subject to appropriate discipline, up to and including termination of employment.
    
6. Other Forms of Discrimination. This policy also applies to forms of discrimination other than harassment. Any employee who believes that he or she has been discriminated against in any manner based upon his or her membership in a legally protected class (such as race, creed, color, religion, sex, national origin, nationality, ancestry, age, disability, marital status, affectional or sexual orientation, gender identity or expression, domestic partnership or civil union status, liability for military service, genetic information, or atypical hereditary cellular blood trait) should follow the complaint procedure described in the Reporting and Investigation provisions above.
    
7. Questions. Questions about whether certain conduct is inappropriate should be addressed with the persons identified above under Reporting and Investigation.

*** Please ask for further details on any material covered in this Policy that is unclear or you may not understand.***

14.40 Smoke-Free Workplace

CFS maintains its buildings as smoke-free environments. As such, staff and clients can only smoke outside of, and away from the buildings. Where the principal modality of service is group, and groups of smokers take breaks at the same time, there is an issue of second hand smoke that must be considered for other non-smokers, who may not be our clients.

To avoid mixed messages to clients, staff are not permitted to smoke in the presence of clients.

Smoking is never permitted in CFS vehicles. Staff may not smoke in personal vehicles if clients are present. Smoking is not permitted in CFS parking lots.

14.50 Personal Appearance

Dress, grooming, and personal cleanliness standards contribute to an effective work environment. Therefore, when conducting CFS business, employees are required to present themselves in a manner appropriate for a professional environment, which poses no safety concerns, and abide by the Agency’s appearance and dress code policies. Employees should keep in mind that a favorable public impression is necessary to a service organization such as CFS.

14.51 Solicitation and Distribution of Literature

CFS may occasionally distribute information regarding its sponsored benefits and activities, or solicit for certain activities or events. These activities may occur in work areas during work time.

In the interest of maintaining a proper work environment, as well as preventing interference with work and inconvenience to others, no solicitation of any kind, including solicitations for membership or subscriptions, will be permitted by employees in work areas or during the work time of the employee(s) doing the soliciting or the employee(s) being solicited. No distributions of any kind, including circulars or other printed materials, are permitted in work areas or during the work time of the employee(s) doing the distributing or the employee(s) receiving the distribution. Non-employees may not solicit CFS employees or distribute literature to CFS employees anywhere on the Agency’s premises.

Offensive materials, (i.e. materials which are in violation of the law or violate any of the Agency’s policies, such as its “Anti-Harassment and Professional Behavior Policy”) may not be placed anywhere in CFS. Employees who place materials in non-work areas are responsible for maintaining the orderliness of these areas. Materials should also be kept current.

Information regarding employees and volunteers, such as home telephone numbers, is intended for use within the facility. It is not to be shared with anyone outside of CFS, and in particular anyone who could use the information for solicitation purposes, such as adding names to a mailing list.

Personal mail, packages, or other items should be sent to an employee’s home. Such items will not be accepted by CFS.

14.52 Bulletin Boards

The Agency’s bulletin boards are for official Agency notices only. Employees shall not post notices, advertisements, messages, posters, etc., of any kind, on CFS bulletin boards.

14.53 Communications with Other Staff

Communication with staff members from other programs should be done through inter-office mail or email.

14.54 Telephone, Voicemail, Email and Computer Use Policy

The Agency maintains the following tools and systems to assist its employees in carrying out Agency business: telephone (including voicemail), electronic mail (email), and computers (including files/discs and internet access). These items are intended to be used for business related purposes. Reasonable personal use is permitted where this does not adversely impact workplace productivity.

The Agency treats ALL messages and information sent, received, or stored in its email system, voicemail, or on its computers as business-related information of the Agency. You should not transmit anything through these methods that you would not be comfortable writing in a letter or a memorandum.

The Agency has the capability, and reserves the right, to access, review, copy, and delete any messages or information sent, received, or stored on its voicemail system, email system, or in its computer files or discs, for any purpose and to disclose same to any party (inside or outside the Agency) in its sole discretion.

Should employees make incidental use of email, voicemail, and Agency computers to transmit personal messages, or to store personal information, such messages and information will be treated as all other messages and information on the email system or in Agency computer files and/or discs; that is, the Agency reserves the right to access, review, copy, delete, or disclose such messages or information for any purpose in its sole discretion. Accordingly, employees should not use these systems or computers to send, receive, or store any messages or information which they wish to keep private.

Use of the voicemail, email system, or computers to engage in any communications which are in violation of Agency policies, including, but not limited to, transmission of defamatory, obscene, offensive or harassing messages/information, or messages that disclose personal, confidential, or proprietary information without authorization, is prohibited. Use of these systems for any solicitation purposes is prohibited.

Deleting or erasing email and computer files and/or discs does not guarantee that the information contained therein is deleted from the Agency computer system or that it is otherwise not recoverable. The Agency may maintain backup of data on the network and the ultimate privacy of messages, information or files cannot be ensured to anyone.

This policy is subject to change and revision, at the Agency’s sole discretion, as circumstances and developing technology warrant.

14.55 Personal Telephone

Many calls pass through our telephone lines daily. For CFS to operate efficiently, these lines must be kept open for official business. You should limit your use of CFS telephone lines for personal use to emergencies only.

Collect calls are not accepted by CFS. No personal long distance calls are permitted.

Personal cell phones may be used to make personal calls during non-work times such as breaks and lunch periods. At no time should cell phones be turned on or used while you are working.

14.56 Calls from the Media

Calls from the media are to be directed to the AVP of Development and Public Relations. Do not attempt to answer such inquiries. Never say “no comment”. The President/ CEO is the only official spokesperson for CFS and only the CEO may designate another Senior Executive or staff member to speak on behalf of the Agency.

14.57 Non-Fraternization

CFS prohibits employees from fraternizing with active clients, and former clients after a case is transferred or closed. This policy is both for the protection of the employee and to maintain the integrity of CFS services. If any employee is found to be in violation of this policy, discipline may be imposed, up to and including discharge. The discipline imposed shall be within the sole discretion of the CEO.

Code of Ethics and Confidentiality Agreement

In addition to the standards outlined below, all CFS staff shall follow the ethical principles and standards of the National Association of Social Workers (NASW) Code of Ethics (www.socialworkers.org) and any related code of ethics applicable to a staff member’s professional affiliation.

1. I will not discriminate against or refuse professional services to anyone on the basis of race, creed, color, religion, sex, national origin, nationality, ancestry, age, disability, marital status, affectional or sexual orientation, gender identity or expression, domestic partnership or civil union status, liability for military service, genetic information, atypical hereditary cellular blood trait, or other protected characteristic
2. I will not use my professional relationships to further my own interests
3. I will evidence a genuine interest in all persons served, and do hereby dedicate myself to their best interest and to helping them help themselves
4. I will maintain confidentiality when working with, storing, or disposing of client and staff records
5. I will maintain a professional attitude which upholds confidentiality toward individuals served, colleagues, applicants, and the Agency
6. I will respect the rights and views of my colleagues, and treat them with fairness, courtesy, and good faith
7. I will extend respect and cooperation to my colleagues and those of all professions
8. I, upon termination, will maintain client and co-worker confidentiality, and I will hold as confidential any information I obtained concerning CFS
9. I will not exploit the trust of the public or my co-workers. I will make every effort to avoid relationships that could impair my professional judgment
10. I will not engage in or condone any form of harassment or discrimination
11. If I have the responsibility for employing and evaluating staff performance, I will do so in a responsible, fair, considerate, and equitable manner
12. I will abide by all agency policies
13. I have total commitment to provide the highest quality of service to those who seek my professional assistance
14. I will continually assess my personal strengths, limitations, biases, and effectiveness
15. I will strive to become and remain proficient in my professional skills and the performance of professional functions
16. I will act in accordance with standards of professional integrity
17. I will not act outside the bounds of my competencies and assigned role
18. I will seek assistance for any problem that impairs my performance
19. I will accurately represent my education, training, experience, and competencies as they relate to my assigned job
20. I will disclose to my Senior Executive any circumstances that pose or may appear to pose a potential conflict of interest
21. I will not direct or steer referrals of CFS clients to any private practice engaging a CFS employee or consultant unless the President/CEO waives the prohibition. A signed waiver must be filed in the client file
22. I understand that once a client leaves the program, I am not permitted to continue a professional relationship with the client without authorization of a Senior Executive
23. I will not violate the intellectual property rights of CFS. CFS has exclusive ownership of work products such as grants, publications, curriculum, written documents, manuals, and any other materials generated in the normal course of business and service delivery at the Agency.
24. I understand that violation of this Code of Ethics may be grounds for disciplinary action, including termination of employment

Policy and Procedural Acknowledgement Form

I acknowledge that I have received a copy of the Policy and Procedural Manual of the CENTER FOR FAMILY SERVICES, INC. (“Agency”) and I understand that I should read it and become familiar with it.

I further understand that:

1. I am an employee at-will which means that the Agency can fire me at any time with or without notice and with or without cause. This is true no matter what may be stated elsewhere in the handbook or other writing given to me by the Agency. I also can quit at any time, with or without notice and with or without cause.
2. The Agency can, on its own, change or discontinue any policy in this handbook or other writing, or change any working conditions without having to consult anyone and without anyone’s agreement.
3. No one other than the President and/or CEO can enter into any agreement with me that is contrary to the policy stated above. If any such contrary agreement is made with me, it must be in writing and signed by the President / CEO.
4. This is the Agency’s current Policy and Procedural Manual and all prior employee P/P Manuals are void.

ADDENDUM 1 for Exempt Staff and Non-Exempt Staff

3.60 Orientation Period for Exempt and Non-Exempt Staff

Employees shall be hired for an orientation period of up to 3 months.  After no more than 3 months of employment, a written evaluation of the employee’s performance may be made by the employee’s immediate supervisor.  If necessary, the orientation period may be extended.  During the orientation period, the employee shall not receive paid sick and/or vacation time off.  After satisfactory completion of the orientation period, such benefits shall be instituted retroactive to the employee’s starting date of employment. Employees who do not perform satisfactorily during the Orientation period maybe separated from the agency. 

6.10 Work Schedules for Exempt Staff

The standard work week for Exempt employees consists of 40, 37.5 or 35 scheduled hours across 5 days a week, although this may vary by program and job classification.  However, exempt staff are expected to work as many hours as required to satisfactorily perform their job duties. 

Exempt employees are generally expected to take a meal break of up to 1 hour, not to be scheduled at the beginning or end of the day, although this may vary by program and job classification.   

Employees’ regular work schedules will be established on an as-needed basis by the Agency.  Supervisors will notify employees of the times their schedules will normally start and end.  Changes in scheduling should be taken up with the supervisor.

Full-Time Non-Exempt status can include a 40, 37.5- or 35-hour work day.

The standard work day for Non-Exempt employees consists of an 8-hour day, 7 hours of paid work, with 1-hour unpaid meal break, not scheduled at the beginning or ending of the day, although this may vary by program and job classification. 

Non-Exempt employees’ regular work schedules will be established on an as-needed basis by the Agency.  Supervisors will notify employees of the times their schedules will normally start and end.  Changes in scheduling should be taken up with the supervisor.

When the need arises, Non-Exempt employees may be required to work beyond their scheduled 35 hours per week. When possible, advance notice will be provided.

Non-Exempt employees will be paid their regular hourly rate for all hours worked up to 40 in a work week.  Hours worked over 40 will be paid at time and one-half the employee’s regular rate.  Whenever possible, employees are not to work beyond their regularly-scheduled hours without first consulting with a supervisor and receiving prior written approval of a supervisor.  If conditions require an employee to work beyond scheduled hours and prior approval is not possible, the employee must contact his/her supervisor at the first opportunity to explain the situation which required overtime. 

Non-Exempt employees who work unauthorized hours, including overtime, may be subject to discipline, up to and including discharge.

Overtime is defined as time worked over 40 hours during a work week.

6.40 Holidays for Exempt Staff

Twelve paid holidays shall be recognized:

• New Year’s Day
• Martin Luther King, Jr. Day 
• President’s Day 
• Good Friday 
• Memorial Day 
• Juneteenth 
• Independence Day 
• Labor Day 
• Veteran’s Day
• Thanksgiving Day
• Day after Thanksgiving
• Christmas Day

If program schedule requires staff to work on a paid holiday, a substitute day will be arranged with the supervisor within 30 days.

Employees hired after July 31, 2002, hired to work part-time, temporary, irregular part-time and fee-for-service employees are not eligible for paid holidays.

6.50 Holiday Falling on Saturday or Sunday

When one of the holidays listed in paragraph 6.40 falls on a Saturday, the offices shall be closed the preceding Friday. If the holiday falls on a Sunday, the offices shall be closed on the Monday following.

8.10 Vacation for Full-Time Exempt Staff

Full-time staff with 0 to 5 years of full-time service may receive 15 days vacation per year, allotted at a rate of 4.04 hours per pay period (based on 35 hour per week schedule) from the date of hire. To be eligible, the employee must have been employed for a period of 90 days, which is typically the orientation period.

Full-time staff with 5 years of full-time service may receive 20 days vacation per year, allotted at the rate of 5.38 hours per pay period (based on 35 hour per week schedule). The five-year period shall be computed on the basis of the anniversary date of hire.

Full-time staff with 10 years of full-time service may receive 22 days vacation per year, allotted at the rate of 5.92 hours per pay period (based on 35 hour per week schedule). The ten-year period shall be computed on the basis of the anniversary date of hire.

Full-time staff with 15 years of full-time service may receive 25 days vacation per year, allotted at the rate of 6.73 hours per pay period (based on 35 hour per week schedule). The fifteen-year period shall be computed on the basis of the anniversary date of hire.

9.10 Sick Time for Full-time Exempt Staff

Full-time employees may receive 10 sick days per year, allotted at the rate of 2.7 hours sick time per pay period. Sick time may be used for an employee’s or immediate family member’s illness. After three consecutive days of an employees sickness, a doctor’s certificate may be required in order for payment to be made for sick time off. Employees requesting sick time should call their supervisor within 30 minutes of the beginning of their workday to report their absence. All other provisions of section 9 above apply. Sick time is not payable at time of separation from the agency whether voluntary or involuntary.

10.20 Personal and Staff Appreciation Time for Exempt and Non-Exempt Staff

All full-time employees shall receive three personal days per year with pay, accumulated one day per four months of employment. Employees should give advance notice when possible. Personal time may not be carried over into the next calendar year.

Effective 05/01/22, all full-time employees will accrue an additional personal day; Staff Appreciation Day. Personal and/or Staff Appreciation Days are not payable at time of separation from the agency whether voluntary or involuntary. 

ADDENDUM 3 for Non-Exempt Residential & Hot-Line Staff

3.60 Orientation Period for Non-Exempt Residential & Hot-Line Staff

Non-exempt Residential & Hot-Line staff shall be hired for an orientation period of up to 3 months.  After no more than 3 months of employment, a written evaluation of the employee’s performance may be made by the employee’s immediate supervisor.  If necessary, the orientation period may be extended.  During the orientation period, the employee shall accrue but not receive paid sick, vacation, or personal time off. After satisfactory completion of the orientation period, such benefits shall be instituted retroactive to the employee’s date of hire. Employees who do perform satisfactorily during the Orientation period maybe separated from the agency.

6.10 Work Schedules / Overtime for Non-Exempt Residential & Hot-Line Staff

The standard work week consists of 40 scheduled hours of work across 5 days a week, although this may vary by program and job classification. You may be required to work more than your scheduled hours depending on staff ratio requirements and/or the needs of the program.

Employees’ regular work schedules will be established on an as-needed basis by the Agency. Supervisors will notify employees of the times their schedules will normally start and end. Changes in scheduling should be taken up with the supervisor.

When the need arises, employees may be required to work beyond their schedule hours per week. When possible, advance notice will be provided.

Employees will be paid their regular hourly rate for all hours worked up to 40 in a work week. Hours worked over 40 will be paid at time and one-half the employee’s regular rate. Whenever possible, employees are not to work beyond their regularly scheduled hours without first consulting with a supervisor and receiving prior written approval of a supervisor. If conditions require an employee to work beyond scheduled hours and prior approval is not possible, the employee must contact his/her supervisor at the first opportunity to explain the situation which required overtime.

Employees who work unauthorized hours, including overtime, may be subject to discipline, up to and including discharge.

Overtime is defined as time worked over 40 hours during a work week.

6.40 Holidays for Non-Exempt Residential & Hot-Line Staff

Non-exempt Residential & Hot-Line Staff shall be scheduled to work on all holidays as part of their regular scheduled shifts. Staff who are scheduled to work on holidays recognized below will be paid double time for working the actual day of the holiday. The following 8 days are recognized holidays:

• New Year’s Day 
• Martin Luther King, Jr. Day 
• Easter Sunday 
• Memorial Day 
• Independence Day
• Labor Day
• Thanksgiving Day
• Christmas Day

8.10 Vacation for Full-Time Non-Exempt Residential & Hot-Line Staff

Full-time non-exempt Residential & Hot-Line Staff (Residential Counselors, and Support Staff) with 0 to 5 years of full-time service receive 10 vacation days per year, accumulated at a rate 3.07 hours per pay period, from the date of hire. To be eligible, the employee must have been employed for a period of 6 months.

Full-time non-exempt Residential & Hot-Line Staff with 5 years of full-time service may receive 15 days vacation per year, allotted at the rate of 4.04 hours per pay period (based on 35 hour per week schedule). The 5-year period shall be computed on the basis of the anniversary date of hire.

Full-time staff with 10 years of full-time service may receive 15 days vacation per year, allotted at the rate of 5.92 hours per pay period (based on 35 hour per week schedule). The ten-year period shall be computed on the basis of the anniversary date of hire.

Full-time non-exempt Residential & Hot-Line Staff with 15 years of full-time service may receive 20 days vacation per year, allotted at the rate of 5.38 hours per pay period. The 15-year period shall be computed on the basis of the anniversary date of hire.

9.10 Sick Time for Full-time, Non-Exempt Residential & Hot-Line Staff

Full-time Non-exempt Residential & Hot-Line Staff receive 8 sick days per year, accumulated at the rate of 2.46 hours per pay period. To be eligible to use sick time, the employee must have been employed for a period of 6 months. Sick time is not payable at time of separation from the agency, whether voluntary or involuntary.

Sick time may be used for employee’s or immediate family member’s illness. After 3 days of sickness, a doctor’s certificate may be required in order for payment to be made for sick time off.

Employees requesting sick time should call their supervisor a minimum of 2 hours PRIOR to the beginning of their work day to report their absence, GIVING AS MUCH ADVANCE NOTICE AS POSSIBLE. To the extent the program provides additional or different requirements, employees should follow the call out procedures for their program.

All other provisions of section 9 above apply.

10.20 Personal and Staff Appreciation Days for Full-time Non-Exempt Residential & Hot-Line l Staff

Full-time Non-exempt Residential & Hot-Line staff receive 2 personal days per year. To be eligible, the employee must have been employed for a period of 3 months. Personal days may not be carried over into the next calendar year. Personal and/or Staff Appreciation Days are not payable at time of separation from the agency whether voluntary or involuntary.

Effective 05/01/22, all full-time employees will accrue an additional personal day; Staff Appreciation Day.

ADDENDUM 5 for Head Start Staff

3.60 Orientation Period for Head Start Staff

Employees shall be hired for an orientation period of up to 3 months.  After no more than 3 months of employment, a written evaluation of the employee’s performance may be made by the employee’s immediate supervisor.  If necessary, the orientation period may be extended.  During the orientation period, the employee shall accrue but not receive paid sick, vacation, or personal time off.  After satisfactory completion of the orientation period, such benefits shall be instituted retroactive to the employee’s date of hire.  Employees who do perform satisfactorily during the Orientation period maybe separated from the agency.

6.10 Work Schedules for Head Start Staff

The standard work week consists of 35-40 scheduled hours across 5 days a week, although this may vary by location and job classification. You may be required to work more than your scheduled hours depending on staff ratio requirements and/or the needs of the program.

The standard work day is generally 8 hours per day but can be defined differently by your program position.

Applicable Abbott staff may have different work days and breaks based on the Board of Education contract.

Employees’ regular work schedules will be established on an as-needed basis by the Agency. Supervisors will notify employees of the times their schedules will normally start and end. Changes in scheduling should be taken up with the supervisor.

Non-exempt employees will be paid their regular hourly rate for all hours worked up to 40 in a work week. Hours worked over 40 will be paid at time and one-half the employee’s regular rate. Whenever possible, employees are not to work beyond their regularly scheduled hours without first consulting with a supervisor and receiving prior written approval of a supervisor. If conditions require an employee to work beyond scheduled hours and prior approval is not possible, the employee must contact his/her supervisor at the first opportunity to explain the situation which required overtime.

Employees who work unauthorized hours, including overtime, may be subject to discipline, up to and including discharge.

6.40 Holidays for Head Start Staff

Twelve paid holidays shall be recognized:

• New Year’s Day
• Martin Luther King, Jr. Day
• President’s Day
• Good Friday
• Memorial Day
• Juneteenth
• Independence Day
• Labor Day
• Veteran’s Day
• Thanksgiving Day
• Day after Thanksgiving
• Christmas Day

8.10 Vacation Time for Head Start Staff

Full-time Full Year (12 month staff) Head Start Staff receive 5 vacation days per year, allotted at a prorated rate per pay period, from the date of hire. To be eligible, the employee must have been employed for a period of 3 months.

The above staff will be eligible for 10 days vacation per year after 5 years of full-time employment, and 15 days vacation after 15 years of full-time service.

Vacation balances cannot be carried over into the next grant year, any accrued but unused vacation time must be used by July 31^st annually.

Note: Full Time Classroom Staff do not accrue vacation time however do get paid breaks as defined in Personnel Handbook Policy 8.10. See scheduled closures/breaks in section 8.20

8.20 Scheduled Closures/Breaks

The overall number of scheduled closure days may vary from year to year and are set each year with the CFS school calendar.

Winter Break- set each year with the CFS school calendar- Head Start Program is closed and Full time program staff have off with pay.

Spring Break- set each year with the CFS school calendar- Head Start Program is closed and Full time program staff have off with pay.

Summer Break- set each year with the CFS school calendar- Head Start Program Administration remains open however the classrooms are closed, classroom staff are on break and Full time program staff have off with pay. If Administrative personnel wish to take their vacation and/or personal days during this time they would follow normal request and/or call out procedures.

9.10 Sick Time for Full-time Head Start Staff

Full-time employees may receive up to 10 sick days per year, prorated and allotted per pay period. Sick time may be only be used for an employee’s or immediate family member’s illness or injury. Sick time is not payable at time of separation from the agency whether voluntary or involuntary.  

Employees requesting sick time should call their supervisor a minimum of 2 hours PRIOR to the beginning of their work day to report their absence, GIVING AS MUCH ADVANCE NOTICE AS POSSIBLE. To the extent a program has additional or different requirements, employees should follow the callout procedures for their program.

All other provisions of section 9 above apply.

10.20 Personal and Staff Appreciation Days for Head Start Staff

All full-time employees shall receive 3 personal days per year with pay, accumulated at the beginning of each school year. Employees should give advance notice when possible and call their supervisor a minimum of 2 hours PRIOR to the beginning of their work day to report their absence. Personal days may not be carried over into the next school year and must be used by July 31st annually.

Effective 05/01/22, all full-time employees will accrue an additional personal day; Staff Appreciation Day.  Personal and/or Staff Appreciation Days are not payable at time of separation from the agency whether voluntary or involuntary. 

Additional Adherences for Head Start Staff

Head Start policies are subject to change with programmatic changes; including if the program changes to a full year school year.

CFS will adhere to the Head Start Act and Performance Standards and expects compliance from all Head Start employees.