PROCEDURES

SECTION I: Salaries

A. Employees shall be paid every-other-week in a cumulative twenty-six pay periods per year as budget permits.

B. The following deductions will be made from each employee’s salary:

1. The following income tax deductions will be made from each employee’s salary:

a) A proportionate amount of each check shall be withheld according to the number of deductions declared by the employee for federal income tax.

b) A proportionate amount of each check shall be withheld according to the number of deductions declared by the employee for state tax.

c) A proportionate amount of each check shall be withheld according to the number of deductions declared by the employee for the City of Lancaster income tax.

d) A proportionate amount of each check shall be withheld according to the number of deductions declared by the employee for any other municipal/school taxes required by law.

2. Other deductions may me made from each employee’s salary as requested by the employee, including but not limited to deductions for health benefits.

C. A W-2 form (statement of earnings and deductions) will be issued to each employee after the first of each new year.

D. Salary adjustments are made by the Agency Executive Director annually or at any other time deemed appropriate, and are to be based on the following criteria:

1. The established position description, duties, and responsibilities.

2. Required education, skills, and training when and where it would apply.

3. The established qualifications, abilities, and aptitude.

4. Demonstrated continuing proficiency.

5. The length of service previously performed.

6. The established salary plan and classification schedule when applicable, and as the budget will allow.

E. A Performance Evaluation will be conducted at least annually by immediate supervisors.

1. Performance evaluations shall be permanently kept in the employee’s personnel file and used to record overall quality of work performance as well as to indicate capabilities or identify deficiencies in work or in work attitude or behavior.

2. Performance evaluations must be signed by the employee to verify that they have received it.

3. Each employee will be provided a copy of their performance evaluation.

4. Performance evaluations may be appealed in writing to the Board of Directors within 30 days.

F. Anyone employed with Mid-Ohio Psychological Services, Inc. for six months shall be eligible for a raise provided the employee’s performance evaluation is acceptable and the budget will permit.

G. Pay rates for all employees should be reviewed annually.

1. Employees may be granted an increase to the base salary of a particular position at the discretion of the Executive Director.

2. No employee will be eligible for a raise during a probationary period.

H. All employees shall be paid at a rate no lower than the Federal minimum wage or the established pay range for a classified position.

SECTION II: Schedule of Work Hours

A. Normal working hours for employees shall fall within the hours of 8:00 a.m. to 10:00 p.m. Monday through Saturday as negotiated by individual contract.

1. Each full time employee is entitled to a one hour lunch during the hours of 11:00 a.m. to 1:00 p.m. each day or at such time as is mutually agreed upon by the employee’s immediate supervisor and the employee with the following limitations:

2. Clinical Staff are not compensated for the lunch period.

3. Support staff may be compensated for the lunch period based on negotiated arrangements with the Executive Director in writing.

B. Working hours other than those regularly scheduled (flexible schedules) can be established when authorized by the Executive Director and the employee’s immediate supervisor.

C. All overtime work must be approved in writing by a supervisor prior to the hours being worked. However employees are expected to create flexible schedules that ensure they do not work over 40 hours.

D. All compensatory time must be approved in writing by a supervisor prior to the hours being worked. However employees are expected to create flexible schedules that ensure office coverage at all times.

SECTION III: Status of Employment

A. Each employee shall be given a position description, specifying duties to be performed, and shall sign a statement of having received them. Staff credentialed by professional regulatory boards in Ohio shall not practice outside of their scope of practice as defined by their regulatory board.

B. Each employee working for the Mid-Ohio Psychological Services, Inc. will do so in one of the following capacities.

1. Full-time employees will work a 35 hour or more normal or flexible work schedule. Full-time employees are entitled to all benefits and privileges herein.

2. Part-time permanent employees will work a 10-35 hour normal or flexible work schedule. Part-time permanent employees may be entitled to benefits on a prorated basis.

3. Part-time employees will work hours convenient to MOPS, as needed. Part-time employees working less than 20 hours, per week, are not eligible for benefits.

4. A consultant employee will work on a contractual basis to provide specialized services as needed. This employment is restricted, in that no benefits shall be afforded persons working for the Mid-Ohio Psychological Services, Inc. in such a capacity.

C. Each employee will be charged with the duty and responsibility of, efficient, and knowledgeable performance of the work for which they are employed. Each employee will be afforded a copy of these policies, and shall read and sign a statement verifying such receipt. The signed statement will acknowledge agreement with and compliance to the policies. The Board will review these policies annually to assure their currency and applicability. The Executive Director is charged with the uniform application of these policies for employees of the Mid-Ohio Psychological Services, Inc..

D. Each employee of the Mid-Ohio Psychological Services, Inc. is both protected, as well as responsible, in accordance with Title VI and Title VII of the Civil Rights Act of 1964.

1. This agency will not discriminate against any employee volunteer, or applicant for employment, because of AGE, RACE, COLOR, ETHNICITY, RELIGION, SEX, SEXUAL ORIENTATION, HIV INFECTION WHETHER ASYMPTOMATIC OR SYMPTOMATIC, OR AIDS, NATIONAL ORIGIN OR DISABILITY.

2. This agency will take affirmative action to insure that applicants are employed, and that employees are treated during employment without regard to their AGE, RACE, COLOR, ETHNICITY, RELIGION, SEX, SEXUAL ORIENTATION, HIV INFECTION WHETHER ASYMPTOMATIC OR SYMPTOMATIC OR AIDS, NATIONAL ORIGIN OR DISABILITY. Such action shall include, but not be limited to the following: Employment upgrading, demotion, transfer, recruitment, advertising, lay-off, termination, and selection for training.

3. The agency will not exclude any person, on the grounds of AGE, RACE, COLOR ETHNICITY, RELIGION, SEX, SEXUAL ORIENTATION, HIV INFECTION WHETHER ASYMPTOMATIC OR SYMPTOMATIC OR AIDS, NATIONAL ORIGIN OR DISABILITY, from participating in, be denied the benefits of, or be otherwise subjected to discrimination, under any program or activity for which the applicant receives full financial assistance”.

E. Mid-Ohio will attempt to have a staff composition that reflects as nearly as possible the racial composition of its service area.

F. Mid-Ohio strives for continuous improvement in individuals and the agency. We expect moral conduct and professionalism by all employees as the conduct day-to-day duties. To provide a high level of service each member of the agency must be committed to individual responsibility, integrity, teamwork, and the agency's mission/vision/goals.

SECTION IV: Background Investigations

Background checks will be conducted in order minimize risks to agency safety and security and to safeguard our clients and agency from potential harm. Our agency deals with those members of society who are most venerable and the least able to protect themselves. Additionally, some agency staff have access to the living quarters and/or the residences of our clients. The public, the courts, and regulatory agencies expect extra vigilance during the selection process of those dealing with the infirm, the elderly, and children. Mid-Ohio Psychological Services will conduct background investigations and license verifications on all current clinical staff and all newly hired personnel. The background check will be a condition of continued employment and employment with the agency.
Background checks will be conducted by the Administrative Coordinator using local court websites, sex offender registries, state-licensing websites, and by the local sheriff’s office or other approved sites to conduct fingerprinting for a criminal background check in Ohio. Mid-Ohio Psychological Services, Inc will pay the fees for the background check.
No prospective employee may have pled guilty to or have been convicted of any of the offenses listed in division (4)(a) of section 109.572 of the Revised Code. A conviction for a crime does not automatically preclude employment. A conviction for a crime does not automatically preclude employment.
The Executive Director, on a case-by-case basis, shall consider all convictions and any pending or past charges revealed through a background check to determine whether or not the past conduct of the employee is compatible with working within the agency. Among other factors, consideration shall be given to the nature and character of the conduct, how the past conduct relates to the employee’s job, the length of time since the offending conduct, rehabilitation of the employee, the employee’s job performance record, and how such conduct affects the integrity of the workplace.
All background investigation information will be retained in the personnel file of the employee. Website verifications will be printed and placed in the personnel file. The criminal background investigations conducted by local sites will be mailed to the agency in 2-3 business days. The employee may view a copy of the results.
If a record of criminal conviction is found, the employee or volunteer will be given a copy of the criminal history report and asked if it is accurate prior to any final decision. If the employee disagrees with the accuracy of the report, the employee may be placed on leave at the discretion of the Executive Director until the information on the report can be verified. The employee may choose to provide other information about his/her criminal history that may be helpful in understanding the circumstances of the criminal charges. The Executive Director will determine whether the information disqualifies the person from their position with the agency.
Any full-time non-probationary employee disciplined as a result of a background investigation may appeal such discipline to the agency board of directors.

SECTION V: Conditions of Employment

As an Equal Opportunity Employer, the Mid-Ohio Psychological Service, Inc., shall adhere to the following practices, when soliciting for employment:
1. Notice of vacancies to be filled shall be made known to employees by email and to the public through the use of no less than two separate media.
1. Advertising shall include the title of the position available and minimum requirements..
1. A non-discriminatory application shall be given to any and all applicants seeking employment.
1. Applicants will be informed that the program follows the rules and regulations governing fair employment practices, that the program respects the applicant’s right to privacy, and that all inquires for employment will be treated in confidence.
1. The Administrative Coordinator will review applications, and the most qualified candidates shall be personally interviewed.
1. The three best candidates shall be recommended to the Executive Director for a second interview. The Executive Director and supervisors will make a hiring decision.

Current employees may apply for other positions within the organizations, however no preference will be made for current employees when considering the employment of a person for a particular position. That is, although internal promotion is possible, candidates will not receive preference simply because they are a current employee of the organization.
1. New employees shall be subject to a probationary period in accordance with the following guidelines:
1. There shall be a probationary period of 120 calendar days in length.
1. The probationary period is intended as a working test period and shall be utilized for the purpose of closely observing an employee’s work as a final determination of the employee’s suitability and qualification for the position.
1. Probationary employees may be removed for reasons of unsatisfactory performance between sixty-one and one hundred-twenty calendar days of the probationary period. The decision for removal may be made by the Executive Director by recommendation of the immediate supervisor.

Upon any employee’s promotion, a 120-calendar day probationary period will be served.

An employee who has successfully completed a probationary period in accordance with provisions of this policy manual, and who’s performance of duties have been satisfactory, shall be considered a regular employee. The tenure of employment shall be during good behavior and effective service.

Terms for the separation of employment with the agency will be in the following manner:
1. Resignation is the voluntary separation of an employee and should be written and submitted to the Executive Director or supervisor with a four weeks notice.
1. Resignation of a supervisory employee or an administrative assistant should be written and submitted with a six weeks notice.
1. Retirement can be voluntary. MOPS does not offer a retirement plan.
1. Lay-off is temporary, or permanent separation of employment for several reasons. In the event of the necessity for lay-off of classified employees, the following procedures will be followed:

a) Employee seniority and performance evaluation results will be important considerations in the lay-off process.

b) Reasons for lay-off may be because of lack of work, budget restraint, and/or position abolishment.

c) Unemployment compensation can be provided by the agency and rate of compensation will be in accordance with the Ohio Department of Unemployment Compensation Services.

Suspension, reduction, and termination are considered to be serious disciplinary measures and to be taken where more normal methods of supervision have failed to produce the desired results.

a) The grounds for these actions are: incompetence, inefficiency, dishonesty, drunkenness, immoral/unethical conduct, insubordination, discourteous treatment of the public, neglect of duty, or violation of policy.

b) The employee may appeal an order of suspension of more than three working days, removal or a reduction in the following order:

                                        I.      To the supervisor

                                        II.      To the Executive Director

                                       III.      To the Board

Retirement—There shall be no mandatory age at which an employee must retire.

All employees are employed on an “at will” basis unless specifically contracted otherwise.
Mid-Ohio Psychological Services, Inc is committed to providing a safe environment for employees; therefore violence will not be tolerated.

Any employee witnessing violent behaviors or acts such as

a) Noticeably erratic or abnormal behavior

b) Making threats or engaging in threatening behaviors

c) Bringing a dangerous instrument to the work premises

d) Participating in an off-duty commission of a violent act

Should report information to the Executive Director or Administrative Coordinator immediately. The employees’ activity will be investigated within three working days. If after investigation, it is determined that a violation of this policy has occurred or a threat exists, the Executive Director will take disciplinary action.

H. Mid-Ohio Psychological Services, Inc will not tolerate gross misconduct, including (but not limited to) situations involving conduct detrimental to the welfare of the agency, acts endangering the lives or safety of others, refusal to perform work assigned, insubordination, or disclosure of confidential agency information to unauthorized persons. Violation of this policy will normally result in immediate dismissal. The agency reserves the right to immediately dismiss an employee for any reason which, in its sole discretion, determines to be appropriate.

Examples (a non-exhaustive list) of conduct which may result in immediate discharge:

a) Conduct dangerous to others

b) Possession of firearms or weapons on agency premises

c) Possession, use, or sale of illegal drugs or substances

d) Possession of alcoholic beverages on the agency premises, drinking on premises, or being at work inebriated.

e) Falsifying or inappropriately changing agency records

f) Material misrepresentation of agency services

g) Threat of physical violence

h) Harassment, of anyone else, including sexual harassment

i) Insubordination

j) Moral turpitude

k) Promoting ill-will toward the agency

l) Theft of agency property

m) Destroying, defacing, or stealing property, records, money or material belonging to the agency

n) Violation of local, state, or federal regulations or laws which are associated with or related to the employee’s employment with the agency

o) Inappropriate use of agency computer information resources or electronic media

SECTION VI: Absenteeism

One of the most disruptive acts on the part of any employee is that of absenteeism or tardiness. As such, absenteeism and tardiness will be subject to appropriate, progressive discipline, applied in a consistent manner. An employee who cannot report to work due to illness, accident, or illness of an immediate family member is required to notify their supervisor as soon as possible on the morning of the first day of absence, within one half hour after the start of the work day and each morning thereafter that they are unable to report for work. If this procedure is not followed, absence for illness may not be considered an excused absence.

Bi-weekly timesheets should be reviewed for absenteeism and tardiness by the supervisor for each assigned employee. Supervisors should review the bi-weekly records of all assigned employees for any incidents of absenteeism or tardiness for action as mentioned in the procedure below. The key factor is that supervisors must regularly review all records, not only those of employees with previously unsatisfactory records, copies of timesheets for any employee with unexcused absences or tardiness should be given to the Administrative Coordinator.
It is at the discretion of the employee’s immediate supervisor to excuse or not excuse and absence based on documentation and or explanation by the employee. Decisions will be made in a case by case manner and the supervisor should consult their supervisor and agency policies and procedures as needed. The agency will use a rolling six month period for calculation of absences, meaning that the six month period starts on the date of the first incident.
If absences equal or exceed the following standards, discipline as indicated will result:

1.      An employee who has one incident of unauthorized absence or tardiness in any rolling six month period will receive a verbal warning from the supervisor, supported by written documentation that the employee was warned, including the date of the warning, and the employee’s response. In the event the employee’s absence was due to illness authorized by a physician’s note, no action should be taken.

2.      An employee, who is absent or tardy on a second occasion in any rolling six month period, will receive a written incident report detailing the absence or tardiness.

3.      An employee who has a third incident of tardiness or absenteeism in any rolling six month period will be required to work at the current State/Federal Minimum Wage rate for one day.

4.      If, following the day of reduced pay for tardiness or absenteeism, an employee should again be absent or tardy, the employee is subject to termination with the approval of the Executive Director.

D. Absences approved pursuant to the company’s leave policy (e.g., FMLA leave) will not be used for disciplinary purposes. The supervisor can raise the issue of whether the employee can perform the essential functions of the job or whether the employee should be moved to another position to better accommodate the absences and the impact on the agency.

E. Copies of documentation for each step will be submitted to the Administrative Coordinator for appropriate filing and disciplinary action approval.

F. If, following any of these steps, an employee has no further incidents of tardiness or absenteeism for a rolling six month period, the last such incident will be removed. Each subsequent rolling six month period with no absenteeism or tardiness will also result in the removal of the previous disciplinary actions. Thus, long-term, on-time attendance could eventually result in an employee having a totally clean record.

SECTION VII: Grievance Issues

A. Employees of the Mid-Ohio Psychological Services, Inc. shall adhere to the following grievance procedures when having concerns or complaints with employees or the Mid-Ohio Psychological Services, Inc..

1. First, the employee should consult the other(s) involved, discuss the complaint, and make a serious attempt to resolve it. If the employee with the complaint is satisfied with the resolution, no further procedure is necessary.

2. Second, if the employee is not satisfied, they should register a formal, written complaint, stating their perception of the alleged grievance, time and place, and any other applicable data within ten work days of the date of the occurrence, and address it to the supervisor and/or the Executive Director.

3. Within ten working days of receipt or the written grievance, by the supervisor, and/or the Executive Director, an informal hearing will be scheduled between the parties to the dispute. The supervisor and/or the Executive Director will serve a final written ruling on the matter within fifteen days of the hearing.

B. If the employee(s) are not satisfied with the resolution of the supervisor, and/or the Executive Director, they should so state, in writing, to the Executive Director, the exact reason of dissatisfaction. The Executive Director shall bring the matter to the attention of the Board, within ten working days, who will bring the matter to the floor of the earliest possible meeting, for a hearing of the resolution. The members of the Board will respond in writing to the employee(s) involved, within ten working days, following the hearing, filing the final formal complaint and resolution.

Section VIII: Transportation

A. Employees shall record miles traveled in making necessary calls, meetings, etc. and turn in a service activity log by the end of the pay period in which the travel occurred.

B. An employee may be reimbursed (if approved by the Executive Director or supervisor) for travel at the assigned IRS Mileage Rate for that period.

C. Employees are to carry sufficient insurance on the car to protect others, as well as self.

SECTION IX: Holidays

A. Except in emergencies or special assignments, employees will not be required to work on legal holidays.

B. Staff will be paid for the following legal holidays at a pro rated rate based on the staff’s usual work week:

Legal holidays are:

1. New Year’s Day - January 1

2. Memorial Day - Last Monday in May

3. Independence Day - July 4^th

4. Labor Day - First Monday in September Thanksgiving Day - Fourth Thursday in November

5. Christmas Day - December 25^th

C. Other days may be designated as non-work days with or without pay as determined by the practices of the Board and/or the Executive Director.

Section X: Paid Leave

Eligible employees of the MOPS shall earn and be entitled to paid leave as follows:

1. A full time employee shall earn paid leave at the established rates. One year of service shall be computed on the basis of twenty-six bi-weekly pay periods of eighty hours each.

2. A full time employee of MOPS, after one year of service shall have earned and will be due upon the attainment of the first year of employment, one hundred four hours of paid leave. Employees will then accrue leave at a rate of one hundred four hours per year through the first four years of service.

3. Upon the fifth year of employment with the agency, a full time employee shall begin accruing leave at a rate of one hundred forty-four hours each year. Employees will then accrue at a rate of one hundred forty-four hours of leave per year for the next five years of service.

4. Upon the tenth year of employment with the agency, a full time employee shall begin accruing leave at a rate of one hundred eighty-four hours each year.

An employee requesting paid leave should submit a written request to the immediate supervisor at least one month in advance of the requested leave time.

In the event there is any conflict of paid leave, it shall be resolved by the seniority of the employees involved.

Paid leave being used and falling on a day specified as holidays shall not be charged to an employee’s paid leave.

Paid leave shall be taken by the employee during the year in which it is accrued.

a) Employee may accumulate and carry over paid leave to the following year.

b) Under no circumstances can an employee have more than 184 hours of paid leave at any time.

c) Paid leave shall be limited to four consecutive weeks at any one time.

An employee is entitled to compensation at his current rate of pay, for the pro-rated portion of any earned but unused paid leave for the current year to his/her credit at the time of separation.

1. Any unused paid leave accrued to an employee’s credit, on approval by the Executive Director for the three years immediately preceding the last anniversary date of employment shall be credited at the time of separation.

2. If an employee resigns before giving service equivalent to the amount of annual leave received, a deduction adjustment will be made on the employee's final check.

Paid leave is restricted in the following manner:

1. Employees working less than half-time (20 hours) are not eligible to earn annual leave or benefits.

2. Employees working half-time for the agency (20 hours or more) will receive paid leave at a prorated rate based on the number of hours worked

3. Contract employees are not eligible for paid leave unless specifically defined in the contract.

4. In case of death of an employee, the approved unused paid leave shall be paid to date in accordance with Section 2113.0 of the Ohio Revised Code.

MOPS does not offer sick leave. An eligible employee may request, in writing, that paid leave be used for emergencies. This leave will be approved at the discretion of the immediate supervisor and the Executive Director.

Section XI: Bereavement Leave

Bereavement leave will be granted to employees for the death of an immediate family member. An immediate family member is defined as a (1) spouse, child, step-child, parent, sibling, grandchild, great grandchild, foster child, grandparent or great grandparent or (2) a spouse’s parent, child, step-child, sibling, grandchild, great grandchild, foster child, grandparent or great grandparent.

Full time employees may receive up to three days of paid bereavement leave in the case of the death of a person set forth above, this would normally be the day before the services, the day of services, and the day after services. If more than three days are required, the days in excess will be deducted from the available vacation of the employee. Part time employees are eligible for bereavement leave for regular scheduled work hours missed over the course of up to three consecutive workdays. The agency reserves the right, in its sole discretion, to request written verification of an employee’s familial relationship to the deceased and attendance at the funeral or memorial as a condition of the leave.

Bereavement leave will normally be granted unless there are unusual business needs or staffing requirements. Employees may with approval of a supervisor, use paid leave for additional time off as needed. In the case of a death of a person not set forth above, employees may take up to three days of paid leave with approval of a supervisor normally covering the day before the services, the day of the services, and the day after the services.

The Executive Director reserves the right to approve paid bereavement leave in extenuating circumstances that are not covered by the definition of immediate family used here.

Section XII: Inclement Conditions

A. Days in which the environmental conditions would pose a threat or hazard for employees to attempt to work shall be allowed off with pay.

B. Only on those days officially declared by the Executive Director or his designee as “inclement”, will MOPS allow employees off with pay. In most cases this would be if there were a Level 3 Snow Emergency declared in the counties that MOPS provides services in, then the employees working in the county under a Level 3 would be paid for the time they were scheduled to work.

C. On days when it is difficult to report to work, employees are still expected to come to work.

D. Employees deciding not to come to work on a non-declared inclement day shall notify his/her immediate supervisor. Employees will not receive pay for that date, unless paid leave time is taken.

SECTION XIII: Leave Without Pay

A. An employee may request a leave of absence from the Executive Director for a maximum duration of three months for any personal reason.

1. A leave of absence must be requested in writing and submitted to the immediate supervisor and/or Executive Director.

a) Leave shall be considered for not less than 30 days and not to be renewed or extended beyond three months.

b) Leaves are to be considered when circumstances merit such consideration.

c) Leave may be granted for a maximum period of two years for the purpose of specialized experience, which would be of benefit to MOPS by improving performance at any level, or for voluntary service in governmental sponsored programs for public betterment. (See continuing education for educational leaves).

B. The authorization of leave of absence without pay is a matter of administrative leave discretion. The Executive Director shall decide in each individual case if a leave of absence is to be granted.

1. A leave of absence must be requested in writing to the Executive Director.

2. An employee’s eligibility for pay increases occurring during time spent on leave of absence will be reviewed in each case by the Executive Director.

3. If a leave of absence is granted for a specific purpose, and it is found that the leave is not actually being used for such purposes, the Executive Director may cancel the leave and direct the employee to report by work giving written notice to the employee.

4. If the employee does not return to work on the first business day following the end of the approved leave, the employee is automatically terminated.

C. Upon completion of a leave of absence, an employee is to return to the position formerly occupied, or to a similar position, if the employee’s former position no longer exists. Any replacement in the position while an employee is to be on leave of absence is to be on a temporary basis.

1. An employee may be returned to work before the scheduled expiration date of leave, if requested by the employee, and agreed to, by the Executive Director.

2. If an employee fails to return to work at the expiration of an approved leave of absence, and does not submit a resignation, the employee will be terminated.

D. A employee who is a member of the United States Armed Forces who is called to active duty should notify their supervisor and the Executive Director when orders are received or when they are notified of the possibility of being called to active duty. MOPS will grant the employee unpaid leave without benefits during the time of deployment and will comply with the requirements of USERRA during the deployment and upon the employees return from active duty. The agency would also grant unpaid leave in the for United States Armed Forces Reserve Training. The employee would be given the option to take paid leave, but will not be required to do so.

Section XIV: Leave With Pay

A. The Executive Director shall grant full pay to an employee who is attending authorized duties of MOPS.

1. An employee shall be granted full pay when the Executive Director and supervisor approve attendance at specified meetings, workshops, training seminars, etc.

2. An employee shall be granted full pay when subpoenaed for any court appearance by the United States, State of Ohio, or a political subdivision as part of their employment with MOPS.

a) All compensation received for court duty is to be remitted by the employee to the appropriate account, unless such duty is performed outside of working hours.

b) An employee must honor any subpoena issued to them.

c) Pay will not be granted when in preparation for or appearing in court for criminal or civil cases, when the case is being heard in connection with the employee’s personal matters of any kind, i.e. traffic court, divorce proceedings, custody suits. These absences would be leave without pay.

B. Employees will be granted leave without pay if they receive a subpoena for jury duty, the employee can use paid leave, however they are not required to do so.

Section XV: Employee Benefits

A. All full-time, part-time, intermittent, and seasonal employees at the Mid-Ohio Psychological Service are insured, covering injuries, occupational diseases, individual and/or family medical problems, disability arising out of employment, by the Ohio Worker’s Compensation Act, and death (either accidental or natural), while employed by Mid-Ohio Psychological Service.

B. Each new employee who is employed at least 25 hours per week will be provided with the opportunity to purchase a medical insurance plan upon employment. Consultants (contract persons), will not be covered on a medical insurance plan.

1. Each employee will have paid, for them, up to 45% of the premium of either an individual or family policy, if so desired.

2. Coverage is limited to the conditions of the group policy.

3. A new employee has twenty calendar days, after employment, to decide whether to subscribe to the individual or family plan.

4. The date the policy will go into effect is determined by the date the employee applies for coverage.

C. Each permanent employee, who is employed at least 25 hours per week will be provided with a life insurance plan after 30 days of continuous service. This plan will be paid for by the agency and will be made available when the employee makes a request for coverage. Consultants (contract persons) will not be covered on a life insurance plan.

1. Each full time employee will have paid for them, the premium of a life insurance policy, if so desired.

2. Coverage is limited to the conditions of the group plan.

D. All employees, and members of the Board except licensed physicians, will be covered for liability, resulting from employment with the agency. Coverage will be limited to the terms and conditions of the group policy.

Section XVI: Business Ethics and Conduct

The successful business operation and reputation of MOPS is built upon the principles of fair dealing and ethical conduct of our employees. Our reputation for integrity and excellence requires careful observance of the spirit and letter of all applicable laws and regulations, as well as a regard for the highest standards of conduct and personal integrity.
The continued success of MOPS is dependent upon our client’s trust and we are dedicated to preserving that trust. Employees owe a duty to MOPS, its clients, and stakeholders to act in a way that will merit the continued trust and confidence of the public.
MOPS complies with all applicable laws, regulations, and professional codes of conduct. MOPS expects its directors, officers and employees to conduct themselves in accordance with the letter, spirit and intent of all relevant laws and to refrain from any illegal, dishonest or unethical conduct in clinical, administrative or marketing endeavors. In all marketing activities, MOPS communications are clear, accurate, straightforward, fully informative and non-deceptive.
All MOPS employees are advised to take care to avoid any conduct by word or deed that could reasonably appear to be improper or might injure MOPS reputation. In general, the use of good judgment, based on high ethical principles, provides a guide with respect to the lines of acceptable conduct. If situations arise where it is difficult to determine the proper course of action, employees are expected to discuss the matters openly with supervisors or managers, and, when appropriate to consult with the Corporate Compliance Officer and/or the Executive Director.
Compliance with this policy of business ethics and conduct is the responsibility of every MOPS employee. Disregarding or failing to comply with this standard of business ethics and conduct leads to disciplinary action, up to and including termination of employment. Procedures for investigation and acting on violations of this standard are described in MOPS Personnel Policies and Procedures (Section V: Conditions of Employment)

Section XVII: Confidentiality

A. All employees are expected to respect the confidentiality of professional records, reports, and conferences, as referred to in the Federal Confidentiality Regulations and the Ohio Privacy Act.

B. The Federal Government has detailed regulations governing the confidentiality of patient/client records. The regulations cover a range of complex legal issues, but their intent is basic and easy enough to understand. ALL RECORDS ARE FILLED WITH VITAL INFORMATION THAT SHOULD BE HANDLED WITH EXTREME CARE.

C. Information on patient/client records should only be disclosed within the context of local, state, and federal regulations, and after thoughtful consideration has been given to the reason for the request, and the possible consequences to the parties involved.

D. All records maintained by MOPS are subject to HIPAA regulations.

E. Any employee who is uncertain of a request for the release of information, pertaining to an individual case should first consult with the supervisor or Executive Director.

SECTION XVIII: Continuing Education

A. All employees are encouraged to continue professional development through continuing education opportunity. Several of the professions represented at the MOPS require licensure, certification, regulation, etc., and are contingent upon accumulated hours of continuing education for renewal.

B. The following policy will apply to all full time employees of the MOPS:

1. An employee may be granted permission to attend bona-fide educational conferences, and professional meetings, training seminars, etc., by the Executive Director.

a) Each employee may be authorized to attend up to two weeks (80 hours) of such training annually.

b) Any additional educational attendance is at the discretion of the Executive Director. (Also, see Section XIII & XIV, Leave Without Pay, Leave With Pay).

2. Generally, an employee attending in-service training, local educational conferences, association meetings, etc., beyond normal working hours, (when attendance is not required) will be considered part of an employee’s voluntary community involvement, and therefore, not a basis for a request for training time or reimbursement.

3. All expenses for meals, parking fees, meeting fees, transportation costs, and lodging must be supported by receipts, before reimbursement may be authorized.

a) Reasonable expenses incurred by the employee, while attending a meeting will be submitted to the supervisor on a service activity log for approval by the supervisor and/or Executive Director.

b) An employee will not receive overtime or compensatory time for time spent traveling to and from continuing education meetings.

c) At any such meetings or educational training, an employee may be paid for 8 hours a day, at the employee’s current rate of compensation, with the Executive Director’s approval.

d) Meals while attending conferences shall be limited to those associated with conference activity only and is limited to ten dollars a day when not covered in the registration cost.

e) Conference training and allocations and limitations are to be approved at the discretion of the supervisor, availability of funds, and authorization of the Board.

f) Authorization for conference attendance and expense reimbursement must be presented and authorized by the supervisor prior to incurment of expenses.

Section XIX: Bonding

The Board shall purchase a blanket bond contract, as necessary to assure adequate coverage for all employees, for the handling and transfer of money to be deposited in the various accounts. The bond should not be less than $5000.00 per employee.

Section XX: Reporting Emergencies

A. Employees shall report any and all injury or death of fellow workers or clients.

B. The following steps shall be taken to assist persons being injured or appearing deceased:

1. Assess the situation and when appropriate and when within the employee’s scope of competency, administer first aid, CPR, etc.

2. Contact emergency squad and physician.

3. Notify the person listed as the emergency contact listed on the Client's Self Report Psych-social Intake form in the client's chart or the employee's personnel file.

4. Complete an MUI form.

Section XXI: Liability Insurance

All employees of the Mid-Ohio Psychological Service, Inc. shall be provided general liability protection subject to the condition and limits of the policy in force.

Section XXII: Drug Free Workplace

A. To protect the health and safety of Mid-Ohio Psychological Services, Inc. clients and staff through the maintenance of a working environment free of tobacco products, alcohol, and illicit drugs.

B. It is the policy of Mid-Ohio Psychological Services, Inc. to prohibit the use of tobacco products inside or near the entrances of Mid-Ohio Psychological Services, Inc. The agency further prohibits the possession of or use of alcoholic beverages and illicit drugs on any agency premises. This policy applies to both staff and clients. Staff may refuse service to clients refusing to comply with this policy.

C. It is the responsibility of Mid-Ohio Psychological Service, Inc. staff to be aware of this policy and to abide by it. It is the responsibility of staff to inform clients of this policy and ask that clients abide by it. Staff will document any refusal of service due to noncompliance with this policy in an incident report which will be kept on file at Mid-Ohio Psychological Services, Inc. and in the individual’s clinical chart if the individual is an established client.

D. It is the policy of Mid-Ohio Psychological Services, Inc. that the manufacture, distribution, dispensing, possession, use, or arranging distribution of alcohol or drugs, or under the influence of alcohol or drugs, is prohibited by all staff, except for lawfully held prescription medications and over the counter medicines.

E. Violations of this policy can result in disciplinary action, dismissal, referral to treatment, contract cancellation, and/or criminal prosecution.

Section XXIII: Sexual Harassment

A. Mid-Ohio Psychological Services, Inc is committed to providing an environment that is free of sexual harassment. Due to the fact that the agency prohibits any form of sexual harassment, it is the responsibility of the employee to avoid any action or conduct, which could be considered sexual harassment, these may include:

1. Quid Pro Quo Harassment – a supervisor who uses supervisory authority/power to create pressure for a subordinate employee to grant sexual favors. It is the illicit exchange of job benefits in return for sexual favors.

2. Hostile Environment – Conduct either physical or verbal that is sexually harassing committed by any employee. This could include actions such as unwelcome offensive sexual flirtation, advances, propositions, or any other repeated abuse of a sexual nature. Also included are complements about an individual’s body, sexually degrading descriptions of a person, or the display in the agency of sexually suggestive objects or pictures.

B. Any employee, who has a sexual harassment complaint by any party including supervisors, co-workers, clients, or visitors, should bring the issue to the attention of the agency immediately by reporting the problem to the Administrative Coordinator.

C. All complaints will be handled promptly and in a confidential manner that is appropriate for the circumstances, however information will be disclosed on a need to know basis in order to investigate and resolve the issue. The accused or any other employee of the agency will not retaliate against employees making complaints of sexual harassment. If the allegations are confirmed appropriate corrective actions will be taken including disciplinary measures up to and including termination.

Section XXIV: Training

A. The agencies Professional Staff Organization (PSO) will ensure that all clinical staff are appropriately licensed and qualified to perform the duties which they are assigned.

B. All persons will be directed to the agency's website for Policy and Procedure material and will sign a statement to this effect. All staff will be trained in the Policy and Procedure requirements of the agency. The agency will make every effort to keep employees informed of any changes made to Policy and Procedure. Employees will sign a statement indicating they have reviewed any major changes and updates to the agency's Policy and Procedure material. Employees should review the Policy and Procedure material annually.

C. All staff and volunteers will receive training in meeting the needs of a culturally divers community. All clinical staff and volunteers shall receive training in ethically sensitive methods of practice.

D. All persons performing forensic services will receive at least eight clock hours of specialized training in the field of forensic psychology.

Section XXV: Personnel Records

A. A personnel file will be maintained by the Administrative Coordinator for each staff person. The personnel files will only be available to the Executive Director, Clinical Director, and the Administrative Coordinator without approval of the Board of Directors. Staff may review their own personnel records in the presence of the Executive Director, Clinical Director or Administrative Coordinator.

B. Personnel files will be maintained for a period of seven years after termination of employment. The personnel files will be destroyed after the seven year period.

C. Each personnel file will contain the following information:

1. Application for employment

2. Verification of Credentials (IE. documentation or visual verification of the original professional license or certificate)

3. Documentation of training, education, work experience, and ongoing continuing education

4. Copy of notification of hiring, to include starting date and starting salary

5. Wage and salary information, to include adjustments

6. A copy of the position description

7. Employee performance evaluations

8. Commendation, if any

9. Disciplinary actions, if any

10. Documentation of employee orientation to mission, policies and procedures of the agency

11. Documentation that the employee has been oriented to and reviewed copy of all of the agency’s policies and procedures.

12. Record of employee references (written or verbal)

13. Verification of citizenship and employment eligibility according to Title 8, United States Code, Section 1324A.

14. Documentation that when a policy or procedure has been changed that all staff have been oriented to the change.

Section XXVI: Amendments

A. To provide more efficient management, the Executive Director may temporarily amend these policies and procedures, subject to approval by the Board.

B. These personnel policies and procedures may be altered, amended, and repealed by a majority of members present at any regular Board meeting at which a quorum is present. Any employee shall have the right to testify, in regard to proposed changes at such meetings.

C. Any proposed changes in the future of the personnel policies will be proposed to the Board members prior to the next scheduled Board Meeting, discussed and voted upon at the meeting.

D. Amendments made will be posted to this document and all staff will receive an email explaining the change and where the change is located in the procedures, with a signature page document attached requiring them to sign and return acknowledgment of the change to the Administrative Coordinator.

Section XXVII: Volunteers

A. Volunteers may be utilized from time to time as needed by the agency and based on the skills of persons volunteering their services. In most cases, volunteers will be utilized in the form of interns. Interns may be recruited from universities to support existing professional staff under the direction of independently licensed clinicians. In no case will volunteers be used to replace paid staff or to function independently.

B. Volunteers will be held to the same standards of accountability as paid staff, including upholding standards of care, confidentiality, and professional responsibility. Volunteers must complete the same application utilized for employment, noting the “volunteer” status of the application, and will be subject to the same level of re check as paid staff.

C. Volunteers will be assigned to a paid staff member who will oversee all activities and who will take personal responsibility for the work of the volunteer.

D. Clinical volunteers will function under the additional supervision of the PSO.

Section XXVIII: Nepotism

A. Mid-Ohio Psychological Services, Inc will not accept applications or hire people who are related to anyone currently employed within the agency. In the instance that current employees are related every effort will be made to insure that these parties do not supervise, audit, or discipline any person they are related to.

B. This policy includes the following:

a. Closely related by blood or marriage is defined to include, but is not limited to, spouse, children (whether dependent or independent), parents, grandparents, siblings, aunts, uncles, in-laws, steps and other persons related by blood or marriage who reside in the same household.

b. Significant relationship means persons living together as a spousal or family unit when not legally married or related where the nature of the relationship may impair the objectivity or independence of judgment of one individual working with the other.

c. Business associates are defined as parties who are joined together in a relationship for business purposes or acting together to pursue a common business purpose or enterprise.

d. Supervision means the direct ability or power to effectively recommend the hire, suspension, layoff, promotion, discharge, reward or discipline of a person.

rev 03/2007