Introduction
The Company cares about the health and well being of its employees and recognizes that a variety of personal problems can disrupt their personal and work lives. Serious personal or family problems are usually amenable to treatment and rehabilitation. For instance, alcoholism is a treatable disease which has devastating effects on one's personal health, family and work life. Drugs, gambling, family problems and emotional distress can have similar effects. Most people solve their problems either on their own or with the advice of family and friends, however, sometimes people need professional advice. The Company, through its Employee Assistance Programme, provides access to professional counselling services for its employees and those in need of professional assistance are encouraged to use the programs.
Purpose of the Employee Assistance Programme
The purpose of the Employee Assistance Programme is to offer confidential assistance to employees who have the potential to be adversely affected by personal problems.
Basic Principles
- Early intervention is desirable in dealing with any personal or family problems.
- Management and unions working cooperatively through the Employee Assistance Programme can help employees deal with personal problems.
- In formal referrals, the employer's concern with employee problems is limited to efforts to address deteriorating work performance. The supervisor or manager is responsible for identifying with the employee when job performance is below standard. The supervisor is not responsible for diagnosing the nature of a personal problem and the Employee Assistance Programme is not designed to interfere with an employee's private and social life.
- The Employee Assistance Programme applies equally to all Company employees, dependents and significant others.
- The Employee Assistance Programme encourages employees to voluntarily seek help (self-referral) for personal problems. The Employee Assistance Programme is strictly voluntary; mandatory referral is not used.
- Confidentiality is the cornerstone of the Employee Assistance Programme. Employees access to the programme is voluntary and will not be conditional on a consent to release information to management. Information is not released to anyone without the employee's written consent. Legally, "confidentiality" refers to the obligation to refrain from willingly disclosing information that has been received in confidence and not to situations in which a court or statute compels a person to disclose information.
- An employee's current job and opportunity for promotion or advancement will not be jeopardized by using the services of the Employee Assistance Programme.
- The Employee Assistance Programme recognizes the need for granting of leave for the purpose of counselling and or treatment; existing agreements covering employee health benefits will be used.
- The Employee Assistance Programme does not alter management's responsibility to maintain discipline or the right to take disciplinary measures within the framework of the agreement, nor does it alter the union's prerogatives.
- The Employee Assistance Programme is not designed to assist in "conflict resolution" between employees and/or managers. These matters should be resolved through established administrative procedures and/or Collective Agreements. The Employee Assistance Programme can help the employee deal with personal consequences of conflicts which may be work related.
Access to the Company Employee Assistance Programme
- Employees
- Casuals with over six months of accumulated service;
- Retirees;
- Any of the above who are on long-term disability;
- Other groups might be added, due to mobility of departments, with approval of the advisory committee.
To be included in the category of family members for the purpose of inclusion in the Employee Assistance Programme are the following:
- Spouses (including common law spouse and significant others);
- Dependent children, as defined under the benefits plan.
Areas of Assistance
The Employee Assistance Programme provides assistance with a broad range of personal concerns, including, but not limited to:
- Marital, family and relationship problems;
- Substance abuse (alcohol, drugs, prescription medication) and other addictive behaviour such as gambling;
- Personal debt and financial management problems;
- Stress (family, social, job);
- Family violence;
- Psychological problems;
- Sexual harassment;
- Work related conflicts.
Eligibility for the Programme
The programme is available to all individuals as outlined on the employee groups and dependents list.
Programme Operation
- The Employee Assistance Programme acts as an intake and referral system, using agencies and services in the community to provide ongoing assistance as appropriate and required. Early recognition of a problem is an important objective, to enable an employee to receive help before a crisis develops. Whenever possible, public community services will be used initially.
- Participation in the Employee Assistance Programme is not an alternative to discipline nor is it to be used by management as a disciplinary measure. Mandatory referral is not used in the Employee Assistance Programme. The intent is to allow employees the chance to voluntarily seek help with personal problems.
- Any employee can consult, on a confidential basis, with the Employee Assistance Programme Coordinator concerning access to the programme or to ask general information.
- There shall be an Employee Assistance Programme Advisory Committee composed of three members from management, three members from the staff, two members from a Recognised Trade Union, the Employee Assistance Programme Coordinator as advisor, and advisors as agreed upon by the Advisory Committee.
- There is no cost for employees to consult with the Employee Assistance Programme Coordinator. If further counselling is necessary, the Employee Assistance Programme Coordinator will outline community and private services available. Any costs associated with private services are the responsibility of the employee unless otherwise advised.
Rights and Responsibilities
Preamble
- Maintenance of acceptable job performance is a shared responsibility.
- Performance goals must be set by the manager along with the employee and achievements measured against these goals.
- The employee, coached by the manager, responds by accepting responsibility for maintaining satisfactory job performance.
- Declining job performance should be addressed from a number of perspectives. The organization must have policies and procedures in place for setting standards and measuring performance as well as documented procedures to consistently respond to the results, both positively and negatively.
- The organization acknowledges exemplary performance by recognition of individuals and groups of employees for this type of performance.
Employee Rights and Responsibilities
- Personal information concerning employee participation in the Employee Assistance Programme is maintained in a confidential manner. No information related to an employee's participation in the programme is entered into the personnel file. Access is limited to Employee Assistance Programme staff. An employee may review the Employee Assistance Programme file at any reasonable time. The Employee Assistance Programme file is destroyed after seven years following closure of the case.
- Participation in the Employee Assistance Programme shall not jeopardize an employee's job nor prejudice any opportunity for promotion or advancement.
- Leave may be granted in accordance with the Collective Agreement and/or terms and conditions of employment for professional assessment, counselling and treatment.
- It is the responsibility of the employee to maintain satisfactory job performance. In the event that personal problems cause deterioration of work performance, the employee has a responsibility to obtain the necessary help to bring job performance up to an acceptable level. The Employee Assistance Programme offers a means to obtain this help.
Manager's Responsibilities
- Address work performance problems through normal supervisory procedures.
- Be consistent and treat employees fairly.
- Make employees aware of the Employee Assistance Programme in instances where declining job performance has been determined, if appropriate.
- Do not attempt to diagnose personal problems of the employee or offer a personal opinion.
- Provide follow-up and support to employees upon return to work, if appropriate.
- Do not require the employee to divulge the nature of the problem when requesting leave for an appointment with the service providers under the Employee Assistance Programme. If necessary, the employee can provide verification of attendance through the Employee Assistance Programme Coordinator.
- Maintain a strict level of confidentiality with all cases.
Union's Responsibilities
- Be knowledgeable about the programme and the referral procedure.
- Encourage members to use the Employee Assistance Programme if appropriate.
- Maintain a strict level of confidentiality with all cases.
Employee Assistance Programme Coordinator's Responsibilities
- Oversee the Employee Assistance Programme to ensure effective and consistent application of the policy and procedures.
- Provide information sessions to management and union personnel regarding the Employee Assistance Programme.
- Promote the Employee Assistance Programme in the workplace.
- Develop and maintain an accurate, current data bank on "helping" resources and services in the community including a brief description of services available and the cost, if any, of the service.
- Liaise with service providers to assure service standards are acceptable and meet the requirements of clients.
- Conduct screening and preliminary assessment for persons contacting the Employee Assistance Programme for assistance. Provide full information regarding participation in the programme.
- Refer the emloyee to a professional counsellor for detailed assessment and treatment as appropriate.
- Follow-up as appropriate with the individual to assure assistance was beneficial.
- Assist the employee in his or her return to the work environment as appropriate.
- Provide consultation to managers regarding the Employee Assistance Programme services.
- Organize and/or facilitate, on an ongoing basis, educational programs for employees about the Employee Assistance Programme's services.
- Maintain all information on employees participating in the Employee Assistance Programme in a confidential, secure manner.
- Provide feedback to management as to areas where special attention or training is required.
Advisory Committee's Responsibilities
- Review established policy to ensure agreement and understanding of procedures and practices.
- Develop and recommend changes in programme policy as necessary after receiving input from interested parties.
- Develop strategies in conjunction with the Employee Assistance Programme Coordinator to ensure that employees are aware of the Employee Assistance Programme.
- Oversee an evaluation of the programme.
- Prepare a report on the activities of the committee as deemed necessary or required.
Access, Referral and Offers of Assistance
Access to the Employee Assistance Programme can either be self initiated or employer initiated. The decision to seek assistance through the Employee Assistance Programme is always voluntary. When an offer of assistance is made by the employer, it is not mandatory for the employee to accept the offer.
Self Initiated
An employee recognizes that a problem exists and seeks assistance by calling the Employee Assistance Programme Coordinator directly. This may have resulted from a process of self realization or from a family member, friend, co-worker or supervisor sharing concern for the employee and informally suggesting the use of the Employee Assistance Programme. These self referrals are treated with strict confidentiality. The employee's supervisor will not be informed of the nature of the problem unless the employee requests this to happen. The employee is responsible for obtaining approval for any required time off associated with the use of the Employee Assistance Programme.
Employer Initiated
The manager is responsible to address with the employee deteriorating work performance and provide guidance to help the employee improve work performance. An employee accepts responsibility for keeping job performance at a pre-established acceptable level. If job performance does not improve or shows continuing deterioration, then the manager may initiate a formal offer of assistance. It is not mandatory for the employee to accept this offer. Prior to initiating a formal offer of assistance, the supervisor should consult with the Employee Assistance Programme Coordinator concerning the appropriateness of the offer.
Informal
The supervisor will ensure that the employee receives an informal offer of assistance prior to initiating a formal offer of assistance. Such offers will be documented. Certain workplace behaviour could result in an employer-initiated formal offer of assistance without there being previous informal offers.
Formal
The formal employer-initiated offer of assistance is to be in writing on the prescribed form "Annexure A". The employee has the right to refuse the offer. A formal offer of assistance is to be delivered confidentially to the employee, with a confidential copy to the Employee Assistance Programme Coordinator and a copy retained in a confidential departmental personnel file.
Referral by the Employee Assistance Programme Coordinator
Assessment
The employee is responsible to make contact with the Employee Assistance Program staff . During the initial contact, the Employee Assistance Program staff will explain the Employee Assistance Programme, including confidentiality of the programme and the exceptions, the employee's rights and responsibilities and full information about participation in the programme.
The Employee Assistance Professional and the employee will conduct a preliminary assessment of the problem. The coordinator will provide information and, if appropriate, encourage the employee to accept referral for counselling and treatment. Upon completion of the preliminary assessment, the coordinator and the employee will discuss the options that appear to be most realistic and attainable for the employee in resolving the problem. The employee will choose the treatment service and a referral will be facilitated.
Referral
The Employee Assistance Professional will conduct a preliminary assessment of the problem with the employee. The Employee Assistance Professional will be knowledgeable about the appropriate services in the community and will assist the employee with making referral arrangements.
Coordination and Follow-up
The Employee Assistance Professional will maintain an informal but planned follow-up procedure. The Employee Assistance Professional will work with the employee to ensure appropriate services are received in a timely manner. Contact with any treatment agency or the employer, will only be at the request of the employee.
Confidentiality
A primary principle of Employee Assistance Programme is to maintain confidentiality throughout every level of the programme. An employee accessing the Employee Assistance Programme needs confidence in the privacy of this relationship.
Legally, "confidentiality" refers to the obligation to refrain from willingly disclosing information that has been received in confidence and not to situations in which a court or law compels a person to disclose information.
An Employee Assistance Programme worker who is subpoenaed to surrender records or to testify in court is not in breach of his or her confidentiality obligations.
An Employee Assistance Programme worker would not be in breach of confidentiality obligations by complying with the mandatory reporting provisions of child abuse legislation or the obligation to warn the intended victims of violence.
The Employee Assistance Programme Staff will maintain the minimum amount of information required to assist the employee. Files will be available for review by the employee at any reasonable time. Employee Assistance Programme files shall be destroyed after seven years following closure of the case.
In many cases, the employee contacting the Employee Assistance Programme Coordinator will wish to remain anonymous. Personal identifying information will not be required to carry out preliminary assessment and referral to a helping resource in the community.
All persons employed within the Employee Assistance Programme are bound by conditions of strict confidentiality.
Summary
The Employee Assistance Programme can benefit everyone. Employees obtain help with personal problems which may be affecting their well being, family life or work performance. The employer benefits by retaining employees with valuable skills and knowledge. Early use of the programme can contribute to the prevention of serious problems for the individual employee, family and employer.
Forms
Annexure A Formal Offer of Assistance (Company Initiated)
Annexure A
CONFIDENTIAL FORMAL OFFER OF ASSISTANCE
TO:
DATE:
On _________________________we discussed your job performance and the opportunities available through the Employee Assistance Program.
If you decide to accept this offer, an appointment is scheduled for you at _____________________(time) on______________________________(date).
____________________________________
Signature of Supervisor
______________
Date
Read and Understood
_____________________________________
Signature of Employee
- This is not a mandatory referral and the employee is not obligated to attend.
- A copy of this form is to be delivered to the departmental personnel file maintained in a separate, confidential manner by the Human Resource Manager
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