EMPLOYEE HANDBOOK Revised May, 2013

Welcome………………………………………………………………….……….....4Who We Are and What We Do – www.crj.org...............................................5

Values ……………………………………………………………………………….5Guiding Principles…………………………………………………………………6Introduction......................................................................................………...8Employee Handbook and Employment at Will............................................8

SECTION I: CATEGORIES OF EMPLOYMENT.............................................8A. Regular Full-Time Employees....................................................................8B. Regular Part-Time Employees....................................................................8C. Temporary Non-Regular Employees..........................................................9D. Part-Time Relief Employees.......................................................................9E. Co-Op Students and Interns.......................................................................9F. Intern Students ………………………………………………………………….9G. Exempt Employees.....................................................................................9H. Non-Exempt Employees..............................................................................9

SECTION II: EMPLOYMENT POLICIES........................................................9Introduction....................................................................................................9

A. In the Workplace.......................................................................................91. Professional Behavior................................................................................92. Tobacco Free Workplace...........................................................................93. Work Attire..................................................................................................94. Hours of Work..........................................................................................105. Open Door Policy.....................................................................................106. Absenteeism and Tardiness.....................................................................117. Progressive Discipline..............................................................................118. Termination …………………………………………………………………….119. Resignation …………………………………………………………………….1210. Re-Hire Policy..........................................................................................1211. Grievance Procedure...............................................................................1212. No Solicitation No Distribution..................................................................1213. Use of CRJ Bulletin Boards......................................................................1314. Use of Cell Phone, Internet, Email and Personal Telephone Calls..........13

B. Outside Activities...................................................................................131. Other Commitments.................................................................................132. Working Another Job While on FMLA or Paid Leave................................143. Political Activity.........................................................................................14

C. Federal and State Employment Policies..............................................141. Equal Employment Opportunity...............................................................142. Americans with Disabilities Act (ADA)......................................................153. Sexual Harassment and Discrimination Policy.........................................154. Alcohol and Drug-Free Work Place..........................................................155. Immigration Reform and Control Act Of 1986..........................................166. Criminal and Driving Background Checks................................................167. Physical Examination...............................................................................168. Displaced Persons Protection Commission Checks (DPPC)...................169. Educational Background Checks.............................................................16

D. Confidentiality of Agency and Employee Information........................161. HIPAA Policy............................................................................................16

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2. Privacy and Confidentiality of Agency and Employee Information...........163. Access to Personnel Records..................................................................174. Release of Information to Authorized Parties...........................................17

SECTION III: PAYROLL POLICIES.............................................................17

A. Payroll & Safe Harbor Policy.................................................................171. Review Your Pay Stub.............................................................................172. Non-exempt Employees...........................................................................173. Exempt Employees..................................................................................184. To Report a Violation...............................................................................195. Paydays, Paycheck Distribution, and Tax Withholding............................196. Short-term Disability Insurance and Worker’s Compensation Pay..........20

B. Compensation........................................................................................201. Regular Salary/Pay..................................................................................202. Overtime Pay............................................................................................203. Incentive/Bonus Pay................................................................................204. Floating Holiday Pay................................................................................205. On-call (Beeper) Pay................................................................................206. Holiday Pay for Part-time and Co-op Employees.....................................21

C. Deductions..............................................................................................211. Direct Deposit...........................................................................................212. Overpayment Errors.................................................................................213. Social Security/Medicare..........................................................................214. Unemployment Insurance........................................................................215. Voluntary Deductions...............................................................................216. Group Term Life (GTL).............................................................................21

D. Employee Expense Reimbursement....................................................21

SECTION IV: CRJ EMPLOYEE BENEFITS.................................................22

A. Paid Time Off Benefits..........................................................................221. Sick Days.................................................................................................222. Short Term Disability (STD).....................................................................223. Vacation Days..........................................................................................234. Holidays and Floating Holidays................................................................235. Jury Duty..................................................................................................236. Bereavement Leave.................................................................................23

B. Leaves of Absence.................................................................................231. Family and Medical Leave (FMLA)..........................................................232. Unpaid Leaves of Absence......................................................................243. MA Small Necessities Leave Act.............................................................244. Military Leave - USERRA.........................................................................24

SECTION V: INSURANCE BENEFIT PROGRAMS.....................................25

A. Insurance Benefits.................................................................................251. Medical Insurance....................................................................................252. Medical Opt-out Payments.......................................................................253. Dental Insurance......................................................................................254. Domestic Partner Coverage.....................................................................255. VSP Vision Insurance..............................................................................25

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6. Benefits Continuation (COBRA)...............................................................257. Life Insurance/Accidental Death and Dismemberment Insurance...........258. Short-term Disability Insurance................................................................269. Long-term Disability Insurance.................................................................2610. Worker’s Compensation Insurance..........................................................26

B. Other Benefits.........................................................................................271. Flexible Spending Accounts.....................................................................272. 401(k) Retirement Plan............................................................................273. Employee Referral Bonus........................................................................274. Work/Life Balance Program.....................................................................275. MBTA Passes...........................................................................................276. Professional Development.......................................................................287. Tuition Remission.....................................................................................288. Tuition Reimbursement............................................................................28

SECTION VI: CAREER DEV, PERFORMANCE MANAGEMENT & JOB LEVELS &DESCRIPTIONS.........................................................29

A. Career Development..............................................................................291. eAcademy................................................................................................292. Training....................................................................................................29

B. Performance Managment......................................................................291. New Employee Orientation......................................................................292. Performance Reviews..............................................................................293. Membership In Professional Organizations.............................................30

C. Job Levels and Job Descriptions for Staff at CRJ..............................301. Indvidual Contributor (non-exempt)..........................................................312. Professional Staff.....................................................................................313. Competency Framwork............................................................................324. Managerial Staff.......................................................................................33

D. Job Descriptions....................................................................................33

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Dear Colleague:

It is with pleasure and pride that we welcome you as an employee to Community Resources for Justice.

This Employee Handbook was designed to familiarize employees with the benefits, opportunities, and responsibilities of employment with Community Resources for Justice, Inc. (CRJ), and be used as a reference throughout your employment.

CRJ recognizes its employees are vital elements in the success of the Agency, and hopes each employee finds the opportunity for growth and self-improvement in the field of human services.

Quality is an on-going process of evaluation and improvement. Meeting a higher standard of quality takes energy, talent, and effort. At CRJ, we encourage employee participation, initiative, and imagination to solve challenges that face our operations daily internally and in servicing our clients.

All CRJ employees are encouraged to make written comments or suggestions to their supervisors and/or the Chief Executive Officer at any time to propose improvements in our programs and services. Employees are expected to develop and maintain resources for the programs or departments in which they are employed and for the Agency as a whole. Through this exchange of information, CRJ can continue to be innovative, efficient and responsive to the needs of our employees, clients, communities and contract agencies.

We recognize that our greatest strength as an Agency is our talented employees. Keeping this in mind, we have designed our policies and programs to provide an integrated and flexible approach to meeting your personal and professional needs during your employment with us.

CRJ values your commitment to our mission, and hopes that our association will be mutually rewarding.

Sincerely,

Scott HarshbargerPresident, Board of Directors

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Who We Are and What We Do – www.crj.org

Community Resources for Justice (CRJ) is an organization driven by a sense of mission, a vision for the future of our agency, and a set of values we strive to constantly exemplify. We expect all members of our organization not only to hold themselves to these high standards, but to help in holding co-workers accountable as well. We believe that clarity about our vision, mission, and values empowers our staff to make good decisions, act independently and creatively, and create positive change in the lives of those we serve.

Vision

Community Resources for Justice is respected for innovation and creativity and for its contributions to social justice.Our programs are known worldwide for quality and efficacy demonstrated by measurable outcomes.Our employees are recognized as the best-trained and most dedicated practitioners in their fields.

Mission

Community Resources for Justice supports our most challenged citizens.

We work with individuals in, or at risk of being in, the adult or juvenile justice systems; individuals transitioning out of these systems back to their communities; and individuals with developmental disabilities requiring intensive support to be part of the community. Our unique mix of innovative services, advocacy for system improvement, research and publications is designed to build the capacity of people to live safe and productive lives. These efforts also help communities gain an enhanced sense of safety and improved quality of life.

In everything we do, we are dedicated to being an organization that performs at the highest level, with a workforce possessing the skills and knowledge that ensure a strong and positive impact on our clients, our communities and our profession.

Values

The CRJ values govern our behavior. Our goal is to exemplify these values in all our interactions, whether with our colleagues, our clients, other service providers, our neighbors or our partners.

IntegrityWe are honest and open in our work and our dealings with others.We are principled and fair. Our actions engender trust and we seek always to deserve that trust.

CreativityWe are innovative in conceiving and executing our work.We are creative in making the most of our resources.We encourage cooperation and collaboration to foster creativity. We are open-minded, flexible and adaptable to change.

CompassionWe honor the inherent dignity of every individual.We exhibit consideration, courtesy and a cooperative spirit.Others’ opinions, culture, contributions and safety are regarded as highly as our own.We demonstrate sensitivity and maintain confidentiality.

ExcellenceWe exhibit professionalism in our interactions, language, dress, and attitude.We strive for continuous improvement in ourselves, our services and facilities.We use our skills to enhance the service and reputation of the agency.We make informed choices to obtain maximum benefit from finite resources.

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Guiding Principles

CRJ developed these guiding principles from an extensive review of the literature on best practices in each of our programs. We found that there was a common set of principles that worked effectively with all those individuals we serve. All our staff is trained in these guiding principles, and if we can learn to use them effectively, we will guarantee the best possible outcomes for our clients: personal responsibility, civility, and empowerment.

We listen: We seek to establish an environment where listening to the needs of our clients/consumers is the cornerstone that leads to life improvement. All members of the CRJ community practice and assist clients/consumers to practice active listening, avoiding defensiveness, and asking questions for clarification when needed. Active listening is the beginning phase to establishing a solid relationship between clients/consumers and program staff.

We focus on behavior: We believe in the ability of individuals to change, regardless of past behavior. Our emphasis is on providing our client/consumers with opportunities to learn new skills, to improve on existing skills, and to use these skills successfully. Interactions between staff and clients/consumers are first and foremost respectful, are consistent and objective, and are open to giving and receiving information. Staff model appropriate behaviors and foster productive relationships between peers, between staff and clients/consumers, and between CRJ programs and supporting/funding agencies.

We offer choices: We work to identify choices/alternatives for our clients/consumers, our operations, and ourselves. We focus on learning from results and feedback, thinking about what we are doing and why, making adjustments then trying a new way. Problem solving is a process, not an event. Clients/consumers can develop self-discipline and better problem solving skills by learning to look at choices, to learn from the consequences of their behavior, and to see that there are other ways to respond to life’s situations.

We welcome change: We welcome and support change, while recognizing that people often fear the uncertainty involved. Out of respect for, and in recognition of people’s resistance to change, we clearly state the purpose of the change, involve individuals in making decisions around the change, and provide sufficient time and training to adjust to the change. We serve as role models to demonstrate the commitment to change – whether it is an individual behavior, a group procedure, a programmatic adjustment, or an administrative practice.

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CRJ has a rich history and has been responsible for numerous advances in the field of social justice and community corrections for over one hundred and twenty-five years.

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INTRODUCTIONCRJ is committed to providing employees with a productive and challenging workplace. In turn, CRJ expects employees to work consistently to the best of their skill, knowledge, and ability. Employees are expected to take the initiative and ask questions, think independently, exercise honesty and sound judgment, assume responsibility, adhere to CRJ policies and procedures, demonstrate unquestionable legal, moral and ethical behavior, make constructive suggestions for improvement, and act as positive role models for the people we serve.

EMPLOYEE HANDBOOK AND EMPLOYMENT-AT-WILLThis Handbook is provided to answer questions the employee may have about employment and to inform the employee about some of CRJ’s policies. The information contained in this Handbook represents guidelines for CRJ and that CRJ reserves the right to modify the Handbook or amend or terminate any policy, procedure, or benefit program at any time. Community Resources for Justice (CRJ) is an Employment-at-Will agency and the contents of the Employee Handbook do not form a written employment contract and both the employee and CRJ have the right to terminate employment, with or without cause, at any time.

INITIAL EMPLOYMENT PERIOD

Every new employee goes through an initial period of adjustment in order to learn about CRJ and about his/her job. During this time the employee will have an opportunity to find out if he/she is suited to, and likes, his/her new position.

Additionally, the initial employment period gives the employee's manager a reasonable period of time to evaluate his/her performance. The initial employment period is three months.

During this time, the new employee will be provided with training and guidance from his/her Manager. He/she may be discharged at any time during this period if his/her Manager concludes that he/she is not progressing or performing satisfactorily. Under appropriate circumstances, the initial employment may be extended. Additionally, as is true at all times during an employee's employment with CRJ, employment is not for any specific time and may be terminated at will, with or without cause and without prior notice.

At the end of the initial employment period, the employee and his/her manager may discuss his/her performance. Provided his/her job performance is "satisfactory" at the end of the initial employment period, he/she will continue in our employment as an at-will employee.

SECTION I: CATEGORIES OF EMPLOYMENTA. Regular Full-Time Employees

Salaried exempt and non-exempt, and hourly employees hired for a regular workweek of 40 hours, depending on Department/Division work schedules, for an unspecified duration of time, are regular full-time employees. This includes full-time employees on Orientation Status, although some benefit limitations may apply during the Orientation Period. Employees are subject to standard payroll deductions including Social Security (FICA), and Federal and State taxes.

B. Regular Part-Time EmployeesHourly, non-temporary employees hired to work a workweek of less than 40 hours are part-time employees. Part-time employees are not eligible for CRJ benefits with the exception of participation in the 401(k) Plan, Flexible Spending Plan, holiday pay as defined in Section III under Compensation, and may qualify for pro-rated vacation as defined in Section IV under the Paid Time-Off Benefits Section. Employees working in excess of 40 hours per week will be paid one-and-one half times their regular rate of pay in accordance with FLSA. Employees are

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subject to standard payroll deductions including Social Security (FICA), and Federal and State taxes.

C. Temporary Non-Regular EmployeesHourly employees, who are hired on a full-time or part-time schedule, for a specified period of time not to exceed ninety (90) days without additional written approval by a CRJ Executive Officer or his designee and HR Director, are non-regular employees. Temporary employees are not benefit-eligible, but are subject to standard payroll deductions including Social Security (FICA), and Federal and State taxes.

D. Part-Time Relief Employees (Referred as PTR) Employees who have no regularly scheduled hours are not benefit-eligible but are subject to standard payroll deductions including Social Security (FICA), and Federal and State taxes are part-time relief employees.

E. Co-Op Students Co-op students are employees who are fulfilling a school requirement and may work a set schedule. Co-op students are eligible for holiday pay as noted in Section III under Compensation. Co-op students are subject to standard payroll deductions including Social Security (FICA), and Federal and State taxes.

F. Intern StudentsInterns are students and not employees who participate in supervised structured programs. These undergraduate or graduate students perform tasks and duties within CRJ in order to gain knowledge and experience. Intern Students may or may not earn monetary compensation from CRJ and/or academic credit from their university.

G. Exempt EmployeesEmployees who are not covered by the minimum wage and overtime provisions of the Fair Labor Standards Act and applicable state laws are exempt employees.

H. Non-Exempt EmployeesEmployees who are covered by the minimum wage and overtime provisions of the Fair Labor Standards Act and applicable state laws are non-exempt employees.

SECTION II: EMPLOYMENT POLICIES IntroductionEmployees, contractors, consultants, volunteers and interns have an ethical, moral and legal responsibility to staff, residents and clients not to disclose any confidential information obtained as a result of working within CRJ programs.

A. In the Workplace 1. Professional Behavior

Employees shall conduct themselves at all times in a manner that reflects favorably on CRJ. As a condition of employment, all employees shall sign and comply with the International Community Corrections Association’s (ICCA) Code of Ethics.

2. Tobacco Free WorkplaceCRJ is a tobacco free workplace, and there is no smoking and no tobacco products are allowed in CRJ buildings. However, a manager may designate an outside location for smoking.

3. Work Attire CRJ does not have a formal dress code. Depending on the program and the requirements of our funding agencies, managers will enforce a set of standards that ensure employees are dressed appropriately for the situation both while on duty in our program locations and while representing CRJ at outside meetings or community functions. In all cases clothing and other decorations or jewelry should be safe to wear and present a positive image and role model for the people we serve and for our image in the community.

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4. Hours of Worka. Non-exempt employees who work in the administrative office and in non-residential

programs are required to work a 40-hour week, inclusive of a one-half hour paid daily meal break. Work hours may be extended to accommodate a longer lunch break if desired, with supervisory approval.

b. Non-exempt and hourly employees who work in residential programs are required to work a 40-hour week, which includes a paid one-half hour daily meal break. This break may be required to be taken on-site.

c. Supervisors will determine the employee’s hours of work.

5. Open Door Policy In the interest of providing an open environment within CRJ, the Open Door Policy reflects our belief that it is in the best interests of everyone at CRJ to maintain a good, solid, open and direct working relationship between management and our employees. If an employee requires guidance on the use of the Open Door Policy, or desires to consult directly with Human Resources to resolve a matter, they are encouraged to seek the assistance/guidance of Human Resources who will work with the employee and management to help resolve the matter.

Should an individual employee have an idea/concern/issue that they wish to have addressed, CRJ encourages that the individual employee use the following internal process:

a. The employee should first discuss the matter (idea/concern/issue) with his/her direct supervisor. In most cases, the direct supervisor will have knowledge of the immediate environment and daily issues and is best positioned to provide information/solutions satisfactorily. If the employee believes that it would not be appropriate to address the matter with his/her supervisor, or if the employee believes that his/her supervisor has not adequately addressed the matter brought to his/her attention, the employee should address it with his/her next level of management within the program or department.

b. Employees are encouraged to address their idea/concern/issue in person with their direct supervisor, their supervisor’s manager, or the highest level under the Department Director. Employees should expect a verbal response within 5 business days of the submission/discussion. A written response may be requested by the employee.

c. Employees who are dissatisfied with the response may present the matter for further review/consideration directly to the Department Director. Should an employee decide to present a matter directly to the Department Director, the Department Director or the employee may request the HR Director or Employee Relations Manager to assist in the resolution of the matter. Matters raised directly with the Department Director shall be addressed within a reasonable amount of time, as determined by management based on the circumstances relating to the matter. The Department Director will document all responses in writing with copies provided, at a minimum, to the individual employee and Human Resources.

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6. Absenteeism and Tardinessa. Employees are expected to report to work on time and to work their scheduled hours.

Because of the nature of our contracts and the need to maintain mandated staffing ratios for safety reasons in many of our programs, prompt and reliable attendance is a requirement for continued employment with CRJ.

b. In the event that an employee will not be at work at the assigned time, the employee must contact his or her direct supervisor or next available level of management as soon as possible. Notification periods vary depending on the needs of the program. (Refer to Program Policies for more specific information.) Notification is required each day for the duration of the absence. Failure to follow these notification requirements may result in disciplinary action, up to and including termination. Employees who are absent for one (1) day with no notification and do not report on the second (2nd) day for shift without notification will be deemed to have abandoned their employment with CRJ, and will be terminated. Daily call-ins may be waived in writing by an employee’s manager for an extended illness or other extenuating circumstances.

c. Medical documentation verifying an illness or other physical impairment may be requested at any time, and is usually required after three or more days of absence.

d. Out-of-cycle review and/or disciplinary action in response to attendance or tardiness problems may be initiated at any time.

7. Progressive Disciplinea. Each employee has an obligation to observe and follow CRJ’s policies and procedures

and to maintain proper standards of conduct and professionalism at all times. If an individual’s conduct or action interferes with the orderly and efficient operation of CRJ, corrective disciplinary action may be taken.

b. CRJ wants its employees to be successful, and seeks to provide the training and support needed to make this possible. Except in cases of a serious or deliberate violation, before any disciplinary action is taken, the employee should have the job requirements and appropriate behavior explained by his/her supervisor, receive training needed to perform the job, and have an opportunity to correct any deficiencies in performance.

c. Disciplinary action may include a verbal warning, written warning, suspension without pay, and/or termination of employment. The appropriate disciplinary action imposed will depend on the nature of the conduct or action. CRJ does not imply, represent or promise that one form of disciplinary action will necessarily precede another.

d. Examples of unacceptable conduct include, but are not limited to: flagrant or repeated misconduct; violation of CRJ’s policies or procedures; insubordination; excessive unexcused absences or tardiness; possession of alcohol, controlled substances, firearms or other weapons on the work premises or during working hours; unsatisfactory job performance or unsatisfactory workplace conduct; theft; dishonesty; mistreatment of co-workers, clients, visitors or other members of the public. These examples are not inclusive.

8. TerminationTermination of employment may be voluntary or involuntary. Since employment with CRJ is at-will employment, both the employee and CRJ have the right to terminate employment, with or without cause, at any time.a. Exit Interviews – Management and Human Resources may conduct an exit interview to

discuss the employee’s reasons for leaving and any other impressions about CRJ

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b. Return of CRJ Property - Any CRJ property issued to the employee over the course of their employment, such as cars, computers, office equipment, software, not purchased by the employee, files, pager, cell phone, keys, parking passes, credit cards, etc. must be returned at the time of the employee’s termination. The employee will be responsible for any lost or damaged items. The value of the property issued and not returned may be deducted from the employee’s final pay check, and the employee may be required to sign a wage deduction authorization from for this purpose, at time of hire.

c. Final Pay - Employees will receive any final pay due in accordance with applicable law.

9. ResignationA resignation shall be submitted in writing to an employee’s supervisor. All employees should give sufficient notice (preferably two (2) weeks to one (1) month) to ensure an orderly transition of their responsibilities Employees who quit without notice or abandon their jobs will have this noted in their personnel file, and will not be eligible for re-hire.

10. Re-Hire PolicyFormer employees who left CRJ in good standing may be considered for re-employment. Former employees who resigned without a two weeks’ written notice or who were dismissed for cause may not be considered for re-employment. A former employee who is rehired will be eligible to receive credit for past service as long as the break in service is less than a year. In these cases, the years of service date will be adjusted to show a revised vacation accrual. Re-hired employees will have to wait the 30 days to become benefit eligible.

11. Grievance Procedurea. Employees are encouraged to speak with their supervisors, other managers in their

program or a Human Resources Representative, if they have concerns about their employment. CRJ believes feedback from its employees provides the agency with a useful tool with which to evaluate its on-going policies and operations.

b. If any employee is in disagreement with discipline that they received, a written statement may be submitted to Human Resources or Department Director explaining the reason for the disagreement. CRJ welcomes an employee’s perspective, and believes it is beneficial to be aware of any misunderstanding and/or disagreement between an employee and the person issuing the disciplinary action. Any employee filing a grievance will receive a response from management acknowledging the concern, and attempt to resolve the issue to all parties’ satisfaction. (See policy details).

12. No Solicitation No DistributionUnrestricted solicitation on CRJ premises interferes with the normal operations of the organization, is detrimental to discipline and efficiency on the part of employees, is disruptive to clients/consumers, and poses a threat to CRJ security. CRJ prohibits solicitation and distribution on its premises by non-employees. Employees may engage in solicitation and distribution only as outlined below.

a. Persons who are not employed by the CRJ are prohibited from soliciting funds or signatures, conducting drives, distributing literature or gifts, offering to sell merchandise or services, or engaging in any other solicitation or similar activity.

b. Employees are permitted to engage in solicitations or distributions of literature for any group or organization, including charitable organizations, only in accordance with the following restrictions:

i. The sale of merchandise is prohibited on CRJ premises. This includes items such as Girl Scout cookies, Holiday cards and gifts, and other items used for fund raising purposes.

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ii. Solicitation and distribution of literature are prohibited during the working time of either the employee making the solicitation or distributions or the targeted employee. The term "working time" does not include an employee's authorized lunch or rest periods or other times when the employee is not required to be working.

iii. Distributions of literature are prohibited in work areas at all times. This includes the reception area, conference rooms and other areas frequented by clients/consumers of CRJ.

iv. The distribution of literature in such a manner to cause litter on CRJ property is prohibited.

v. Off-duty employees are not allowed to return to the CRJ premises until their next scheduled work time.

The posting of informal notices regarding social activities is prohibited on CRJ properties.

13. Use of CRJ Bulletin BoardsNo signs, announcements or other materials are permitted to be posted on CRJ bulletin boards which do not comply with official CRJ business.a. CRJ bulletin boards may be used only for official CRJ business, (i.e. state and federal

regulations, observance of holidays, benefit plans, work schedules, etc.) i. The initials or signature approval of site management or Human Resources t

must be obtained before notices are posted on CRJ bulletin boards. b. The site management or Human Resources department is responsible for access to and

the posting and removing of material on these boards. c. Material posted should show the date the notice is posted and the date it is to be

removed as well as an approval signature, and may be audited at any time.d. Copies of all posted material should be kept filed in date order and retained by the site

manager or Human Resources.

14. Use of Cell Phone, Internet, Email and Personal Telephone Calls a. The telephone, mail, electronic mail (e-mail) and computer systems, and the information

stored within these systems are the property of CRJ and are reserved for CRJ business only. Employees may not expect the information they store in this system to be private. Information stored in these systems may be accessed at the direction of department or division management for official business purposes.

b. Employees should avoid sending or receiving personal mail (e-mail or otherwise) or telephone calls at the workplace and from using CRJ’s telephone or computer for personal needs, except in the case of family emergency.

c. Employees are required to reimburse CRJ for any charges resulting from their personal use of the telephone, mail, and computer resources.

B. Outside Activities 1. Other Commitments

CRJ programmatic needs take precedence over other employment or voluntary activities of employees. Employees must refrain from any circumstances, situations or professional relationships which may constitute conflicts of interest or which may jeopardize contracts between CRJ and other agencies.

a. Other Employment No full-time employee may have other employment, which conflicts with maintaining employment requirements or satisfactory job performance at CRJ.

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Employees must notify their supervisor and Human Resources of outside employment to prevent potential conflicts of interest. Employees agree that they will not acquire any interests, direct or indirect, in any corporation or business providing contractual services to or through CRJ without full knowledge and consent of the Chief Executive Officer or his/her designee.

b. Consulting/Technical Assistance The following applies to Managers during their relationship with the CRJ:

The Manager agrees to not serve as an employee, adviser, agent, consultant, independent contractor or in any other capacity with respect to any trade or business, proprietorship, partnership, corporation or other entity, person or firm unless he or she has first received written consent of the CEO of CRJ. Such consent may be given only if the outside engagement does not conflict, compete or interfere with the performance of his or her duties. If consent is granted the Manager shall re-apply annually or upon a significant change in their CRJ employment for continued consent. Such consent shall be revocable at the will of the CEO of CRJ.

The Manager has no obligations to a former employer, or to any other person or entity, which might restrict the performance of Manager’s duties to CRJ, including, without limitation, any non-disclosure, non-competition, or non-solicitation agreements.

c. Gratuities or Gifts No employee will accept or enter into an agreement to receive benefits regarding contracts or other agreements between CRJ and agencies with which the Corporation is under contract to provide or receive service. Employees shall not solicit, seek or accept any gratuities, gifts, or payments when it can be construed to involve their position as an employee of CRJ.

d. Relationships with Residents/Clients Employees who have had personal or business (non-CRJ related) relationships with current or anticipated clients or residents must immediately inform their Program Director and Human Resources in writing of such relationships.

2. Working another Job While on FMLA or Paid LeaveCRJ offers comprehensive paid leave for employees suffering from injury or illness for themselves or while taking care of family members. Abuse of this benefit is not permitted. Employees who are found to be working another job while on an FMLA leave from CRJ will have their employment terminated. This also applies to employees on Sick Leave, Short Term Disability or Workers Compensation leave.

3. Political ActivityAll employees are encouraged to register to vote and to exercise this privilege.

No employee shall actively work for or actively represent political candidates or political action committees, solicit workers, or otherwise enlist staff or clients to consider specific candidates for office or legislative issues during work hours.

C. Federal and State Employment Policies 1. Equal Employment Opportunity (EEO)

a. Non-Discrimination i. CRJ celebrates the diversity of its workforce. We guarantee equal treatment for all

who seek access to our services or opportunities for employment and advancement.

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ii. CRJ’s Equal Employment Opportunity/Affirmative Action Non-Discrimination Policy Statement prohibits discrimination on the basis of race, color, gender, age, religion, national origin, mental or physical disability, veteran status, sexual orientation or any other preference, personal characteristic, condition or status which is protected by law. CRJ encourages the employment of ex-offenders in applicable programs.

b. Goal of EEO Policy i. The goal of our EEO Policy is to attract and retain a diverse workforce,

representative of the communities we serve.

ii. All CRJ staff, subcontractors and vendors must make genuine and consistent efforts to:

Ensure equal employment opportunities for present and future staff; Implement Affirmative Action guidelines that are legally required.

2. Americans with Disabilities Act (ADA)Qualified applicants and employees with disabilities are protected from discrimination in the terms and conditions of employment and employment practices. The law also requires qualified applicants and employees with disabilities to be provided with reasonable accommodations, which do not impose undue hardship upon the employer, as provided by law.

This policy applies to all terms and conditions of employment, including, but not limited to, hiring, promotion, compensation, and termination.

3. Sexual Harassment and Discrimination Policy a. Sexual harassment is a form of sex discrimination that is illegal under both federal and

Massachusetts state law, including Title VII of the federal Civil Rights Act of 1964 and M.G.L. c. 151B, Section 16A.

b. CRJ fully supports the right of all persons to hold employment without being subjected to sexual harassment, and without being subjected to other unlawful forms of discrimination. It is the policy of CRJ to maintain a work environment that is free of sexual harassment, and other unlawful discrimination. Sexual harassment and other unlawful discrimination by officers, managers, supervisors, employees, vendors, direct clientele, and contractors will not be tolerated. All reports will be thoroughly and swiftly investigated according to CRJ policy.

c. CRJ has prepared and distributed to all employees, its written policies and procedures to eliminate sexual harassment and other unlawful discrimination in its work place. The written policy describes what sexual harassment and unlawful discrimination actions are and instructs employees what to do if they believe they are subjected to sexual harassment or other forms of unlawful discrimination. All employees are required to understand that policy. Questions regarding this policy may be directed to the Human Resources Director or those individuals identified as investigators in the policy.

d. Employees may also contact: Massachusetts Commission Against Discrimination (MCAD), One Ashburton Place, 6th Floor, Boston, MA 02108, (617) 994-6000 or Equal Employment Opportunity Commission (EEOC), John F. Kennedy Federal Building, Government Center, Room 475, Boston, MA 02203-0506, (800) 669-4000

4. Alcohol and Drug-Free Work PlaceIn addition to the Drug-Free Work Place Policy and Statement which all employees are required to read and sign, alcoholic beverages and illicit drugs are not permitted to be possessed and/or consumed by any person at any time on the premises of CRJ.

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5. Immigration Reform and Control Act of 1986This Act requires employers to verify their employees’ eligibility to work in the United States. Accordingly, all employees are required to complete IN Employment and Eligibility Verification Form I-9 and produce required documentation of eligibility for employment.

6. Criminal and Driving Background ChecksDepending upon contract and government regulations and applicable laws, additional terms of employment for staff in specific programs may include a thorough background check/clearance through participation in one or more of the following:

Massachusetts Criminal Offender Record Information Background Check National Crime Information Center Background Check National Law Enforcement Telecommunications System Background Check Federal Bureau of Investigation Fingerprint File Check New Hampshire Criminal Background Check Registry of Motor Vehicles Drivers History Check (for those employees driving on

behalf of Community Resources for Justice)

Employees shall sign an agreement authorizing the background check(s) with the understanding that information obtained from a criminal justice record check will be used only to determine eligibility for employment. Failure to sign agreement authorizing the checks will result in denial of employment or termination if already employed.

7. Physical ExaminationBased on job requirements, employees may be required to have a physical examination provided by CRJ approved physicians when required by state statute or contract. The examination will be paid for by CRJ.

8. Displaced Persons Protection Commission Checks (DPPC) For our programs funded by the Department of Developmental Services (DSS), information on applicants will be used in evaluating an applicant for employment. Previous employment will be investigated, and may contain information of a personal and confidential nature. If the applicant does not consent to the DPPC check, then it is at the discretion of CRJ whether to continue the application process.

9. Educational Background Checks Community Resources for Justice will investigate all statements contained in the employment application and resume. CRJ will contact all references, schools and employers listed on the employment application concerning education and previous employment and any other information that may be relevant to the applied position. If any statement submitted on an application or resume is found to be false it will be considered sufficient cause for termination of employment.

D. Confidentiality of Agency and Employee Information 1. HIPAA Policy

All CRJ employees will be given a copy of, and receive training on, our Health Information Portability and Accountability Policy. We take the privacy of our clients and our employee’s health information very seriously, and hold ourselves strictly accountable for high standards of professional behavior.

2. Privacy and Confidentiality of Agency, Client and Employee InformationEmployees, contractors, consultants, volunteers and interns have an ethical, moral and legal responsibility to staff, residents and clients not to disclose any confidential information obtained as a result of working at CRJ.

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3. Access to Personnel RecordsPersonnel records are confidential and are maintained and secured in the Human Resources Department.

a. Updating Personal Data Employees shall be responsible at the time of hire and during the course of employment at CRJ for keeping the personal information in their individual personnel files current and accurate (employee’s name, home address and telephone numbers, emergency contact information, etc.). Changes should be submitted to Human Resources.

b. Right to Review Personnel Record CRJ, through its Human Resources Department maintains personnel files on each employee. These files contain documentation regarding aspects of the employee’s tenure with CRJ in compliance with state law. Employees have the right to review and obtain photocopies of documents in their individual personnel files. Those wishing to do so must submit a written request to Human Resources. Under no circumstances can the personnel file be removed from CRJ premises, except as provided by law.

c. Right to Supplement Documentation in Personnel Record Employees have the right to submit documentation on their own behalf (e.g., relevant information about additional educational attainment) to their own personnel files. Documentation should be sent to Human Resources and copied to the employee’s supervisor, if required.

d. Employment Verifications/References All requests for employment verifications and/or references must be directed to Human Resources. Human Resources will only verify limited information over the telephone. Information verifiable by telephone is limited to title and dates of employment. If the former employee provides a written release, more extensive information may be provided.

4. Release of Information to Authorized PartiesCRJ respects the privacy of our employees, and will only release confidential information as required by contract or by legal or financial audit. If the current or former employee provides a written release, more extensive information may be provided.

SECTION III: PAYROLL POLICIESA. Payroll & Safe Harbor Policy

It is our policy and practice to accurately compensate employees and to do so in compliance with all applicable state and federal laws. To ensure that you are paid properly for all time worked and that no improper deductions are made, you must record correctly all work time and review your paychecks promptly to identify and to report all errors. You also must not engage in off-the-clock or unrecorded work.

1. Review Your Pay StubWe make every effort to ensure our employees are paid correctly. Occasionally, however, inadvertent mistakes can happen. When mistakes do happen and are called to our attention, we promptly will make any correction that is necessary. Please review your pay stub when you receive it to make sure it is correct. If you believe a mistake has occurred or if you have any question, please use the reporting procedure outlined below.

2. Non-exempt EmployeesIf you are eligible for overtime pay or extra pay (including pay due under our handbook), you must maintain a record of the total hours you work each day. These hours must be accurately recorded on a time sheet that will be provided to you. Each employee must sign

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his or her time sheet to verify that the reported hours worked is complete and accurate (and that there is no unrecorded or “off-the-clock” work). Your time card must accurately reflect all regular and overtime hours, any absences, early or late arrivals, early or late departures and meal breaks. At the end of each pay period, you should submit your completed time sheet for verification and approval. When you receive each pay check, please verify immediately that you were paid correctly for all regular and overtime hours worked each workweek.

You should not work any hours outside of your scheduled work day unless your supervisor has authorized the unscheduled work in advance. Do not start work early, finish work late, work during a meal break or perform any other extra or overtime work unless you are authorized to do so and that time is recorded on your time sheet.

3. Exempt EmployeesIf you are classified as an exempt salaried employee, you will receive a salary which is intended to compensate you for all hours that you may work for CRJ. This salary will be established at the time of hire or when you become classified as an exempt employee. While it may be subject to review and modification from time to time, such as during salary review times, the salary will be a predetermined amount that will not be subject to deductions for variations in the quantity or quality of the work you perform. At the end of each pay period, you should submit your completed time sheet for verification and approval. When you receive each pay check, please verify immediately that you were paid correctly for all regular and overtime hours worked each workweek.

You will receive your full salary for any workweek in which work is performed. However, under federal law, your salary is subject to certain deductions. For example, absent contrary state law requirements, your salary can be reduced for the following reasons in a workweek in which work was performed:

a. Full day absences for personal reasons, including vacation.b. Full day absences for sickness or disability, since we have a sick day pay plan and

short-term disability insurance plan. c. Full day disciplinary suspensions for infractions of safety rules of major significance

(including those that could cause serious harm to others). d. Family and Medical Leave absences (either full or partial day absences). e. To offset amounts received as payment for jury and witness fees or military pay. f. Unpaid disciplinary suspensions of one or more full days for significant infractions of

major workplace conduct rules set forth in written policies.g. The first or last week of employment in the event you work less than a full week. h. Your salary also may be reduced for certain types of deductions, such as: your

portion of health, dental or life insurance premiums; state, federal or local taxes, social security; or voluntary contributions to a 401(k) or pension plan. In any workweek in which you performed any work, your salary will not be reduced for any of the following reasons:

i. Partial day absences for personal reasons, sickness or disability. j. Your absence because the facility is closed on a scheduled work day. k. Absences for jury duty, attendance as a witness, or military leave in any week in

which you have performed any work. l. Any other deductions prohibited by state or federal law.

Please note: You will be required to use accrued vacation, personal or other forms of paid time off for full or partial day absences for personal reasons, sickness or disability. However, your salary will not be reduced for partial day absences if you do not have accrued paid time off.

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4. To Report a ViolationIt is a violation of the CRJ’S policy for any employee to falsify a time card, or to alter another employee’s time card. It is also a serious violation of CRJ’s policy for any employee or manager to instruct another employee to incorrectly or falsely report hours worked or alter another employee’s time card to under- or over-report hours worked. If any manager or employee instructs you to (1) incorrectly or falsely under- or over-report your hours worked, (2) alter another employee’s time records to inaccurately or falsely report that employee’s hours worked, or (3) conceal any falsification of time records or to violate this policy, do not do so. Instead, report it immediately to the Human Resources Department.

You should not work any hours outside of your scheduled work day unless your supervisor has authorized the unscheduled work in advance. Do not start work early, finish work late, work during a meal break or perform any other extra or overtime work unless you are authorized to do so and that time is recorded on your time card. Employees are prohibited from performing any “off-the-clock” work. “Off-the-clock” work means work you may perform but fail to report on your time card. Any employee who fails to report or inaccurately reports any hours worked will be subject to disciplinary action, up to and including discharge.

If you have questions about deductions from your pay, please contact Human Resources immediately. If you believe your wages have been subject to any improper deductions or your pay does not accurately reflect all hours worked, you should report your concerns to a supervisor immediately. If a supervisor is unavailable or if you believe it would be inappropriate to contact that person (or if you have not received a prompt and fully acceptable reply within three business days), you should immediately contact the Director of Human Resources or the Manager of Payroll. If you have not received a satisfactory response within five business days after reporting your concern to Human Resources and you are unsure who to contact to correct the problem, please immediately contact the Attorney General’s Office, Fair Labor Practice Division, One Ashburton Place, Boston, MA 02108, (617) 727-3465.

Every report will be fully investigated and corrective action will be taken, up to and including discharge of any employee(s) who violates this policy.

In addition, CRJ will not allow any form of retaliation against individuals who report alleged violations of this policy or who cooperate in the CRJ’s investigation of such reports. Retaliation is unacceptable. Any form of retaliation in violation of this policy will result in disciplinary action, up to and including discharge.

5. Paydays, Paycheck Distribution, and Tax WithholdingEmployees are paid on alternate Fridays (bi-weekly). Paychecks are mailed directly to employees’ homes. However we cannot guarantee that all checks will be received on time due to delivery irregularities in the US Postal Service. Reissuing of paychecks will be provided the Wednesday following the Friday pay date. CRJ strongly encourages the use of Direct Deposit to ensure delivery of your funds to your bank account eliminating and delayed mail delivery.

The law requires that the employer make certain mandatory deductions from every employee’s compensation. Among these are applicable Medicare, federal, state, and local income taxes. The employer also must deduct Social Security taxes on each employee’s earnings up to a specified limit that is called the Social Security “wage basis”. Additional mandatory deductions may include those required by a court order such as child support, alimony, and other lawful garnishments.

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6. Short-term Disability Insurance and Worker’s Compensation PayDepending on the circumstances, employees may be eligible for compensation payments due to extended illness or accidents through our short-term disability policy (for benefit eligible employees only) or through Workers Compensation insurance. Human Resources will work with you to determine your eligibility for any of the benefits.

B. Compensation 1. Regular Salary/Pay

For salaried exempt employees regular pay is considered to be 40 hours per week, or 80 hours bi-weekly. Other paid time off hours reported on a time sheet will be reflected in the first pay period after the time sheet is received by Human Resources.Non-exempt and hourly employees are paid their regular hourly rate for all hours worked up to 40 hours per week. Vacation, sick, holiday, and any other paid time off hours do not count as hours worked.

2. Overtime PayNon-exempt and hourly employees will be paid at one-and-one-half times their regular rate of pay for all hours worked over 40 hours in a week (Sunday through Saturday). Vacation, sick, holiday, and any other paid time off hours do not count as hours worked and are not calculated in overtime pay.

3. Incentive/Bonus PaySalaried employees (except Program Directors) who work additional shifts to cover for staffing shortages for non-exempt employees may be awarded incentive pay in recognition of their additional contributions to the program.

4. Floating Holiday PayFloating holidays are designed to accommodate our diverse employee population. Your floating holidays may be used in celebration of different religious and ethnic holidays or simply as an extra day off. Floating holidays should be scheduled a minimum of two (2) weeks in advance and may only be taken with prior supervisory approval.  

At the beginning of each calendar quarter (January 1, April 1, July 1, and October 1) all benefit eligible employees are credited one (1) floating holiday, which can be taken at any time during the quarter. New employees hired on or before the 15 th of the second month in the quarter will be eligible for the floating holiday for that quarter. When an employee takes his/her floating holiday, it should be indicated on the timesheet in the other paid column indicating the date taken, number of hours and coded FH.

 a. Non-exempt (hourly) employees may elect to be paid for their floating holidays instead

of taking the time off. Unless specified by written request for the floating holiday to be carried over to the next quarter, your floating holiday will automatically be paid in the second pay period of the quarter following the quarter in which no floating holiday was taken.

b. Exempt (salaried) employees will automatically have any unused floating holiday carried forward to the next quarter. The maximum floating holidays allowed per quarter will be two (2) days. There is no pay out for exempt staff. Unused floating holidays over the two-day maximum will be forfeited.

Floating holidays not taken before an employee terminates his/her employment with CRJ will be forfeited. Floating holidays may be combined with another holiday or vacation time with prior supervisory approval.

5. On-call (Beeper) PayEmployees required to be on call by their program may be entitled to additional compensation based on program policy.

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6. Holiday Pay for Part-time and Co-op StudentsPart-time and Co-op employees who work a regularly scheduled CRJ Holiday will receive one-and-one-half times their regular hourly pay for all hours worked on the holiday.

 C. Deductions

1. Direct Deposit Employees are encouraged to elect to have all or part of their paychecks electronically deposited directly into their personal bank accounts

2. Overpayment ErrorsIn the event that an overpayment is made to an employee in error, it is the responsibility of the employee to report the error to the Payroll Department as soon as it is discovered. The employee will be notified by Payroll for any discovered overpayment resulting in an adjustment to the employee’s next pay check.

3. Social Security/MedicareAll employees pay into Social Security and Medicare (FICA) benefits as determined by the Social Security Administration. Under current law, CRJ pays a matching share of employees’ contributions to Social Security, which provides individual employees with income in the event of long-term disability or retirement as well as survivor’s benefits to eligible dependents in the event of an employee’s death.

4. Unemployment Insurancea. All employees may be eligible for Unemployment Insurance Benefits.

b. This employer-paid benefit is to protect qualified employees from economic hardships due to involuntary unemployment not resulting from an employee’s deliberate misconduct and willful disregard of the employer’s interests.

5. Voluntary DeductionsEmployees will provide written authorization for any amounts withheld from their paycheck at their request.

6. Group Term Life (GTL)Life insurance in the amount of two-times the employee’s annualized salary is provided as a benefit to eligible CRJ employees. If the value of this potential insurance benefit exceeds $50,000, the IRS charges a tax to the employee on the value of the benefit above $50,000. This is shown on the employee’s pay-stub titled GTL, for Group Term Life.

D. Employee Expense Reimbursement 1. Employees should consult the Fiscal Policies and Procedures Manual before incurring

any business expenses.

2. Requests for reimbursement of approved expenses incurred by employees must be made on the CRJ Expense Report Form.

3. As soon as possible, by the end of the specific month but no later than the seventh (7) day of the following month, all requests for reimbursement must be accompanied by the original receipt with the exception of several expenses listed in the Expense Reimbursement Policy and Procedures.

4. Expense checks are processed by the Accounting (Fiscal) department twice monthly.

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SECTION IV: CRJ EMPLOYEE BENEFITSA. Paid Time Off Benefits

1. Sick Daysa. All regular full-time/benefit-eligible employees will accrue paid sick days at the rate of

2.15 hours per pay period after completing thirty (30) days of un-interrupted employment. A maximum of one hundred and eighty (180) sick days will accrue at any given time during employment. Sick days will not accrue for any employee on unpaid leave of absence for longer than 14 days.

b. No employee will receive any pay in lieu of accrued sick time. All accrued sick days will be canceled without compensation upon separation of employment from CRJ.

c. Sick days are intended to provide financial security during a period of illness, injury or disability or to allow an employee to care for a dependent who is ill, injured or disabled. Employees using sick days may be required to verify illness, injury, disability or dependent care in accordance with the federal Family or Medical Leave Act (FMLA) through a doctor’s certificate.

2. Short Term Disability (STD) Days a. All regular full-time /benefit-eligible employees will accrue paid STD days at the rate of

1.54 hours per pay period after completing thirty (30) days of un-interrupted employment.

b. Employees may use their earned STD time if they have been approved for short- term disability by our STD carrier.

c. No Employee will receive any pay in lieu of accrued STD time. All accrued STD days will be canceled without compensation upon separation of employment from CRJ.

3. Vacation Days a. Unless otherwise specified in the employee’s offer letter, all regular full-time benefit-

eligible employees begin to earn vacation according to their years of service from their benefit eligible anniversary start date as follows:

1st – 24 months……….........10 days/year accrued at 3.08 hours/bi-weekly pay period25th – 48th month……………15 days/year accrued at 4.62 hours/bi-weekly pay period4 or more years……….........20 days/year accrued at 6.15 hours/bi-weekly pay period

Only days (8 hours equivalent) that have been accrued can be used.b. Vacation hours will not accrue for otherwise eligible employees while on leave of

absence or any type of leave greater than 14 days without pay.

c. Employees will be allowed to carry one full year of accrued vacation time into the next vacation year. However, no employee will be allowed to carry more than two (2) full years of accrued vacation at any time. Any vacation time accrued in excess of two-year allowance will be forfeited including due to the result of turning in late time sheets.

d. Employees shall give notice to their supervisors of intention to use accrued vacation at least thirty (30) days in advance, with exceptions allowed on a case-by-case basis.

5. Unused accrued vacation time may be automatically applied to a leave which would otherwise be unpaid, as determined by Human Resources.

6. Unused accrued vacation hours will be paid upon termination of employment or change of status.

7. The use of vacation time within the year that it is accrued is strongly encouraged.

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4. Holidays and Floating Holidaysa. All benefit-eligible employees are entitled to seven scheduled and four floating paid

holidays per year. The scheduled holidays recognized by CRJ include:

January 1…………………………………………...New Year’s DayJanuary (3rd Monday)…………………………….Martin Luther King Jr. DayMay (last Monday)…………………………………Memorial DayJuly 4………………………………………………..Independence DaySeptember (1st Monday)………………………….Labor DayNovember (4th Thursday)………………………...ThanksgivingDecember 25……………………………………….Christmas

b. Holidays falling on Saturday will be observed on the preceding Friday. Those falling on Sunday will be observed on the following Monday.

c. In addition to the seven (7) regularly scheduled holidays, there are four (4) additional days given to all benefit eligible employees to be taken as floating holidays. New employees hired on or before the 15th of the second month in the quarter will be eligible for the floating holiday for that quarter.

d. If an employee is on unpaid medical leave they will not be paid for the holiday.

e. If a holiday falls on an employee’s vacation, the employee will paid for the holiday.

5. Jury Dutya. Employees called for jury duty shall be granted leave with pay. Exempt employees will

be paid through the time of jury service. Non-exempt or part-time employees will be paid based on the employees originally scheduled hours.

b. Written notification is required and employees will need to submit a copy of the notice of impending jury duty to the Payroll/HR Department.

c. Proof of service and verification of payment received for jury duty is required and any payment received from court is required to be signed over to the payroll department as reimbursement. Lack of proof may result in unpaid leave.

6. Bereavement Leavea. Full time benefit-eligible employees may receive up to three (3) days paid bereavement

leave upon the death of members of their immediate family/household. Immediate family for this purpose includes spouse/partner; child; foster child or step-child; father or step-father; father-in-law; mother or step-mother; mother-in-law; brother or step brother; brother-in-law; sister or step-sister; sister-in-law; and grandparents of either spouse/partner.

b. One (1) day paid leave may be taken upon the death of other relatives, i.e. aunts and uncles only.

c. Additional days may be taken for unusual situations with advance approval of a supervisor and will be charged as vacation time or taken without pay.

d. CRJ may request that the employee present satisfactory evidence to support the claim for bereavement pay. Payment by CRJ may be withheld until such evidence is presented and accepted.

B. Leaves of Absence1. Family and Medical Leave (FMLA) – (Refer to policies for more detail)

An employee will be eligible to request up to twelve (12) weeks of unpaid leave under the federal Family and Medical Leave Act (FMLA) per year and up to twenty-four (24) hours of

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unpaid leave under the state Small Necessities Leave Act, per rolling twelve (12) months, if the employee: 1) has worked for CRJ for at least twelve (12) months and 2) has worked for CRJ for at least 1,250 hours during the twelve (12) months before the leave is scheduled to begin.

2. Unpaid Leaves of AbsenceThis section applies to leaves of absence not required by federal or state law.

a. Leaves of absence without pay (other than those required under federal or state law) may be approved at the discretion of the Chief Executive Officer or his/her designee for employees who have not completed the three (3) months orientation status. Requests must be submitted in writing at least thirty (30) calendar days in advance of the beginning of the leave.

b. Employees on approved leave will not accrue vacation or sick leave, unless otherwise provided by law. Employees with vacation leave available must use it at the beginning of their absence.

c. Individual employees on approved leave for periods of one (1) month or more may keep their CRJ insurance benefits in effect by reimbursing the premium costs to CRJ in advance and thereafter on a monthly basis. Any unpaid premiums greater than thirty (30) days may result in cancellation of coverage.

3. MA Small Necessities Leave ActEligible employees are permitted to take a total of twenty-four (24) hours of unpaid leave during any twelve month period. These 24 hours are in addition to the twelve (12) weeks already allowed under the Federal Family and Medical Leave Act.

An eligible employee may take the 24 hours of leave for any of the following purposes: to participate in school activities directly related to the educational advancement of a son

or daughter of the employee, such as parent-teacher conferences or interviewing for a new school;

to accompany a son or daughter of the employee to routine medical or dental appointments, such as check-ups or vaccinations;

to accompany an elderly relative of the employee to routine medical or dental appointments or appointments for other professional services related to the elder’s care, such as interviewing at nursing or group homes.

4. Military Family Leave (USERRA)Eligible employees with a spouse, son, daughter, or parent eligible employees to take up to 26 weeks of leave to care for a covered service member of the Armed Forces, including a member of the National Guard or Reserves, who has a serious injury or illness incurred in the line of duty on active duty that may render the service member medically unfit to perform his/her duties for which the service member is undergoing medical treatment, recuperation, or therapy: or is in outpatient status; or is on the temporary disability retired list .

An eligible employee may take: Can take 26 weeks to care for a covered service An employee that takes 26 weeks off to care for a service member is limited to an

aggregate total of 26 weeks of leave in a 12 month period for all types of FMLA leave. Military Family leave may be taken intermittently if medically necessary

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SECTION V: INSURANCE BENEFIT PROGRAMSA. Insurance Benefits

1. Medical InsuranceCRJ offers health care coverage for benefit-eligible employees and their eligible family members at group rates following the first month of uninterrupted employment. CRJ pays two-thirds of the premium and the employee pays the balance. See the Human Resources section of the CRJ website for current rates.

2. Medical Opt-out PaymentsEligible employees covered by alternative health care policies must state in writing at the time coverage begins, so CRJ’s insurance carrier may be informed. Upon written confirmation that the employee is covered by alternative health care policies, this separate coverage may be reimbursed by CRJ not to exceed actual costs incurred. The maximum reimbursable amount is $175.00 per month with proof of coverage/payment. This benefit is taxable. New employees are eligible after 30 days of employment.

3. Dental Insurancea. CRJ currently offers dental insurance to benefit-eligible employees and their eligible

family members. b. CRJ currently offers dental insurance for part-time employees who work 20 or more

hours a week. The employees pay 100% of the premium.4. Domestic Partner Coverage

CRJ currently offers domestic partner coverage to benefit-eligible employees. CRJ’s contribution for additional members is considered a taxable fringe benefit.

5. VSP Vision InsuranceCRJ currently offers vision insurance to employees that work 20 hours or more per week. This benefit is 100% employee paid.

6. Benefits Continuation (COBRA)Under a law known as COBRA, (Consolidated Omnibus Budget Reconciliation Act of 1986) employees and their dependents, who would otherwise lose CRJ insurance coverage due to certain instances of termination of employment or other specified events, may be entitled to elect to remain on CRJ’s health insurance plans for a certain length of time. This is dependent upon the reason for the loss of coverage, and provided employees pay certain amounts for the current full premium.

7. Life Insurance/Accidental Death and Dismemberment Insurancea. Benefit-eligible employees are entitled to coverage under a group Life/Accidental Death

and Dismemberment policy following one month of uninterrupted employment.

b. The Life Insurance Policy will be valued at the amount two (2) times the employee’s base salary rounded up to the next one thousand dollars with a maximum $250,000.

c. CRJ pays 100% of the cost of this insurance. Effective July 1, 2013.

d. Dismemberment benefits vary. Please refer to the Summary Plan description distributed upon enrollment for specific details.

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8. Short-Term Disability Insurancea. This option offers income protection in the event of an accident or illness.

b. Benefit-eligible employees become eligible for Short-Term Disability following thirty (30) days of uninterrupted employment. Short-Term Disability covers the period of twenty-six (26) weeks, including a two week (14 days) elimination period, and pays 60% of base pay.

c. CRJ pays 100% of the cost of this insurance.

d. Employees who believe they may be eligible for this insurance should speak to Human Resources and complete the necessary application and paperwork. The insurance company will inform the employee if the request for Short-Term Disability is approved.

e. Any accrued sick or vacation days will be applied to the two week (14 days) elimination period. Any remaining accrued sick ,vacation and STD time will be applied to make up the 40% base pay not covered under the Short-Term Disability policy. All deductions including medical insurance/benefits are applicable to the 40% base pay.

f. Employees will be required to submit medical certification of their fitness to return to work at the end of any Short-Term Disability or medical leave and before resuming active employment.

9. Long-Term Disability Insurancea. This option offers income protection in the event an accident or illness incapacitates

covered employees for more than 180 days.

b. Benefit-eligible employees may become eligible for Long-Term Disability following thirty (30) days of uninterrupted employment. The insurance carrier makes the determination as to whether an employee is eligible for Long-Term Disability.

c. This benefit is 100% employee paid.

d. Long-Term Disability payments do not start until the eligible employee is out of work for 180 calendar days.

e. Payments are made to eligible employees on a monthly basis and are currently equal to 66.66% of their respective incomes, with a maximum individual benefit not to exceed $6,000 per month, less any other compensation granted by other sources of insurance.

f. Employees will be required to submit medical certification of their fitness to return to work at the end of any Long-Term Disability or medical leave and before resuming active employment.

10. Worker’s Compensation Insurancea. All employees are eligible for Workers Compensation when applicable.

b. This is an employer paid benefit, which is intended to protect employees from medical expenses, and loss of income (if applicable) in the event of a work related injury.

c. All work related injuries must be reported immediately by the employee to their immediate Supervisor, who will then notify, in writing, the Program Director, who will then promptly notify Human Resources in writing.

d. To ensure timely compensation, accident reports must be received by Human Resources no later than twenty-four (24) hours after an accident occurs.

B. Other Benefits

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1. Flexible Spending Accounts Section 125 Plans (Medical/Dental, Dependent Care, Parking/Transportation)Benefit-eligible employees currently have the option of participating in the CRJ Flexible Benefit Plans following the first thirty (30) days of uninterrupted employment. Employees have the option of putting aside monies on a pre-tax basis for out of pocket medical and dental expenses for themselves and their dependents. Employees also have the option of putting aside monies on a pre-tax basis for out of pocket parking, transportation and dependent care expenses.

2. 401(k) Retirement PlanCRJ encourages its employees to save for their retirement and offers a very generous matching contribution. Employees must contribute a minimum of 5% of gross wages to receive the full match of 4%, which breaks down as follows: 100% of the first 3% of employee gross contributions, and 50% of the next 2%. This 4% match applies to all gross wages paid.

a. CRJ’s 401(k) tax deferred and 401(k) Roth retirement programs are available to all employees (with the exception of co-op, intern and temporary employees) who have at least thirty (30) days of continuous service. Employees are eligible for the company match after six (6) months of continuous employment and worked over 1050 hours in a fiscal year.

b. Eligible employee’s participation will begin on the first (1st) of the month following thirty (30) days of employment.

c. An orientation meeting and written literature explaining the 401(k) Plan and its benefits will be provided for eligible employees prior to enrollment.

3. Employee Referral BonusAt CRJ, we encourage all employees to refer qualified applicants for our programs. We have found some of our best employees this way. To reward this effort, employees who make a referral resulting in a hire for a position at CRJ will receive a $400 bonus for Management (manages more than one employee), $300 bonus for a full-time hire, and $100 for a part-time hire. You will automatically receive half the bonus after three months and six months. Your name must be entered by the candidate under “How did you hear about Community Resources for Justice?” next to “CRJ employee” on his/her online application.

4. Work/Life Balance Programa. The CRJ Employee Assistance Program (EAP) is provided as a benefit through a

contract with a private provider, Ceridian Corporation.

b. The EAP provider is required to keep information obtained from employees confidential.

c. Employees may voluntarily request assistance through the EAP by contacting the EAP provider directly.

d. Employees may be referred to the EAP for help with performance related matters by their supervisor.

5. MBTA PassesCommuter passes may be purchased through payroll deductions on a pre-tax basis as allowed by federal and state laws. Deductions are withheld from an employee’s pay one month in advance of the effective date of the pass. Any commuter pass orders or changes must be submitted by the 10th of the month to the Payroll Department.

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6. Professional Developmenta. CRJ encourages professional development among its employees. An employee may

request an adjustment to his or her work schedule in order to attend undergraduate, graduate, and specialized training or educational programs at local colleges, universities, or approved training institutions. CRJ, however, cannot promise that it can always honor the request due to business concerns. Therefore, an employee should not assume a request would be granted.

b. Benefit-eligible employees may be given paid leave, with approval by the Department Director, to attend conferences and meetings relevant to their professional interests for periods generally not to exceed five (5) consecutive days.

c. When approved in advance by the Department Director, employees may also be authorized to receive reimbursement for reasonable expenses associated with conferences and meetings of direct importance to CRJ. Training related expenses under $150.00 within the state may be approved by the Program Director.

d. Other education or professional training leave may be approved in accordance with the procedures outlined above. Employees taking extended educational leave will not receive salaries or benefits during this time.

7. Tuition RemissionThis program, administered by the Massachusetts Council of Human Service Providers, allows employees to attend undergraduate classes at any Massachusetts community college, state college or the University of Massachusetts on a tuition-free basis. This program does not cover the cost of fees and books.Employees who work 30 hours or more are eligible to participate if they work in a program funded through EOHHS. Currently Youth Services employees, Community Strategies for MA program employees, or employees in a fiscal, administrative, or HR role supporting these programs are eligible for this benefit.

8. Tuition ReimbursementCRJ values the education and professionalism of our employees, and we encourage all employees to continue pursuing both undergraduate and graduate educational goals while working at CRJ. We offer a $1,500 award based on a fiscal calendar year to support this education with a passing grade of C or better.Employees must be enrolled at an accredited higher education institution or qualified certificate program specific to their job requirements, to be eligible.Courses being taken must be related to the Human Services field or must be for credit toward a Human Services or job related degree.Employees are eligible immediately upon full-time employment, but no reimbursements will be made until after six (6) months of service with CRJ has been completed.Employees may be enrolled in either a graduate or undergraduate course study or qualified certificate program.Fifty percent (50%) of the total costs of the course including tuition, books, and fees will be paid upon enrollment (with a maximum up to $750). The remaining balance will be paid upon satisfactory completion of the course, with an annual maximum up to $1,500.CRJ’s contribution to an employee's graduate studies is considered a taxable fringe benefit.

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SECTION VI: CAREER DEV, PERFORMANCE M GMT, JOB LEVELS & DESCRIPTIONS A. Career Development

1. eAcademyIn cooperation with the Massachusetts Human Services Providers Association, CRJ has developed a sophisticated on-line training website to support the continued education and development of our staff. This benefit is free to all employees, and represents an excellent educational resource.

CRJ’s on-line training site offering full-time and part-time employees a variety of classroom, on-line and certificate courses, including the new Direct Support Professional Certificate, recognized state-wide. Many of the courses are eligible for continuing education credits needed to keep professional credentials and certifications current.

All new employees are set up with accounts by the Employee Relations Manager/Training in Human Resources, and any questions should be directed to the Human Resources Department.

2. TrainingEmployees will be paid their regular salary/wages for time spent in compulsory training once approved in writing by their Department Director/Program Director or Supervisor.

a. Benefit-eligible employees and part time employees are encouraged to participate in a minimum of forty (40) hours of professional development training during their annual performance review cycle, pro-rated for employees with less than one year of service.

b. New employees may receive training and/or certification credit hours for certain verified training received prior to employment with CRJ.

c. Accreditation, certification, and licensing standards may require additional training for staff working in certain CRJ programs.

d. Employees should make themselves aware of any additional training requirements.

e. All employees are required to participate in professional development training and are responsible for notifying their Program Director(s) of their individually completed training hours.

B. Performance Management 1. New Employee Orientation

a. All new employees are required to attend an employee orientation within the first week of employment.

b. New employees will be issued the CRJ Employee Handbook at orientation. New employees shall sign a receipt at orientation confirming they have been issued the Employee Handbook. Employees are responsible to know and understand the contents of the Employee Handbook. Any changes to the Employee Handbook will be communicated to employees on the on-line version of the Employee Handbook. The on-line Employee Handbook is located under the Human Resources link in the Staff Area of CRJ’s website (www.crj.org/private).

2. Performance Reviewsa. Orientation Period Performance Reviews

i. An orientation status performance review will be conducted one week prior to three (3) months of uninterrupted employment. This review will determine an employee's initial suitability and appropriateness in his/her position and/or continued employment with CRJ.

b. Performance Review

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i. The employee's annual performance review will be conducted one (1) year from the employee’s date of hire.

ii. Performance reviews are used to examine the employee’s performance, verify compliance with terms of employment; set future performance goals, and recommend, if appropriate, a salary/wage adjustment. The employee shall be allowed to provide written comments in response to the performance review.

c. Change of Status CRJ reserves the right to transfer, retain, promote, or demote employees to other programs or positions at its discretion.

d. Out of Cycle Performance Reviews Employee(s) or their supervisor(s) may request/initiate out-of-cycle performance reviews to recognize demonstrated outstanding performance of employees, or review the unsatisfactory performance of employees.All employees who have completed Orientation Status may request internal transfers by applying for CRJ posted vacancies for which they are qualified. The employee’s current supervisor will be notified of the application.

3. Membership in Professional Organizationsa. For the purpose of this section, a professional organization is defined as a formally

organized affiliation of professionals united for the development of professional activity and knowledge related to the mission of CRJ.

b. Participation in a professional organization, as it benefits the individual and CRJ, is encouraged for all employees.

c. Participation in a professional organization is a means of enhancing professional skills, increasing knowledge, improving abilities, supporting individual growth and demonstrating leadership.

d. Employees may request membership dues in one (1) such professional organization to be paid by CRJ, at the discretion of their manager.

e. A request for reimbursement, along with copies of a membership card, certificate or dues payment should be submitted to the Human Resources Manager.

f. Employees actively associated with a professional group may submit a request, with reasonable notice to Human Resources, for time off with or without pay for events directly related to the mission of CRJ. Employees will be notified if their request is approved, and should not assume the request will be approved.

g. Reasonable expenses, associated with these events may be reimbursed with prior written approval by the Chief Executive Officer or his/her designee.

C. Job Levels and Job Descriptions for Staff at CRJ The descriptions below are used so that all CRJ positions, regardless of job title, may be compared for compensation (e.g., E1, B2, D, etc...), staffing, career development and career planning purposes in a consistent manner across all programs. Not all elements of these generic descriptions necessarily apply to any individual position. For career planning and development refer to CRJ’s Performance Management System.

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1. Individual Contributor (non-exempt) E1 & 2a. Individual Contributor – E2

The E2 is an entry-level position for the direct service workforce and requires no previous experience with human services or a specific client population. Requirements are: basic reading, writing, and spoken English; physical competence as required; and the ability to work effectively with clients and as a team member. This is a training level position. The job incumbent must demonstrate the ability to acquire the necessary skills in a timely fashion, and to operate at acceptable levels of reliability, productivity and professionalism. This position typically requires a high-school diploma or equivalent education and reports to a Supervisor.

b. Individual Contributor – E1 The E1 is for a fully trained staff member who has met the necessary certification requirements, and performs his/her assigned tasks at acceptable levels of accuracy, quality, and productivity. A minimum of six (6) months to one (1) year is usually required to reach this level, but exceptional employees may be promoted into this level sooner, or hired into this level based on previous training and experience. This position typically reports to a Supervisor.

2. Professional Staffa. Professional – I

The C3 and D level may be an exempt or non-exempt position that requires no previous experience with human services or a specific client population, although a Bachelor's Degree in a related field is usually required. Prior experience in the field may be substituted for a degree, unless the specific job has academic requirements necessary for certification as a service provider. The positions will have the responsibility for accomplishing programmatic or client-specific objectives and will act independently in achieving those objectives by exercising their judgment and expertise. This is a training level position for some jobs, but may be a permanent level for exempt jobs that do not require either a degree or specialized training. This position typically reports to a Manager or Director.

b. Professional – II The C1 and C2 levels are fully trained professionals in a specific field or discipline, and usually require either a relevant Bachelor's Degree or equivalent experience. A degree may be required for certification purposes in some jobs. These professional levels may have the responsibility for developing client programs or plans, and implementing those plans. They may also have the responsibility for training non-exempt staff, and acting as a resource to those requiring their level of education and/or specialized experience to help them in their jobs. This position typically reports to a Manager or Director.

c. Senior Professional The B2 is a senior-level exempt professional, usually requiring a Master's Degree or other advanced credentials and training to perform his/her tasks. The Senior Professional is considered to be an expert in his/her field, and may act as trainer and mentor to other lower level professional staff. This position typically reports to a Director or Executive.

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The chart below references the CRJ competency (building blocks) framework for the following management categories.

Leadership CompetenciesBuilding Blocks

Basic Leadership Mid-Management Senior Management

Executive

All Core Competencies plus:

Flexibility Interpersonal Skills Self-Direction Coaching & Feedback Diversity Technical/Functional

Credibility Resourcefulness

All Basic Leadership Competencies plus:

Resilience Team Building Influencing/Negotiating Staffing & Development Performance

Management Accountability Collaboration/Partnering

All Mid-ManagementCompetencies plus:

Building High Performance

Commitment to Results

Financial Management

Project Management Workforce Planning Collaborative Problem

Solving Decision Making

All Senior Management

Competencies plus:

Strategic Skills Vision Business

Perspective Financial

Accountability Managing

Complexity

Core Competencies(Applicable to All Employees)

Customer Focus Communication Skills Team Effectiveness Problem Solving & Decision

Making

Adaptability/Cooperation Continuous Development Initiative Process Improvement

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3. Managerial Staffa. Line Management

This is the first level of management, and typically supervises non-exempt employees. The position does not have responsibility for budgets, although the supervisor may handle some purchasing and petty cash functions. They have input into their employees' performance reviews, but decisions on salary increases, hiring, and terminations are made by the supervisor's manager. This position does not require a college degree or previous management experience. The supervisor usually has several years of relevant experience, often as a non-exempt employee performing the tasks to be supervised. The position requires strong interpersonal skills and good written, verbal, and math skills. Competency in Microsoft Word and Excel is preferred.

b. Mid-Management The Manager typically supervises exempt, as well as non-exempt staff, and is responsible for performance reviews, hiring, terminations, and budgetary decisions for his/her department or program. The incumbent usually has a college degree or equivalent education and experience. In addition to direct program or departmental responsibilities the Manager is expected to contribute to the organization as a whole, to comply with CRJ policies and procedures, as well as initiating improvements and changes as needed. This position typically reports to a more senior Manager, Director or Executive.

c. Senior Management Has a broad span of control, either for multiple programs or for a functional area of CRJ. The incumbent usually has at least a Bachelor's degree, if not an advanced degree and/or equivalent education and experience in her/his field. The position requires management of internal and external relationships to CRJ and can commit CRJ to contractual obligations, usually with executive review. He/she has budgetary responsibility for one or more programs, and his/her performance has a significant impact on CRJ’s overall success. This position typically reports to an Executive.

d. Executive An executive is a member of the executive management team, and is an officer of the corporation. The incumbent has at least a Bachelor's degree, and often an advanced degree and/or equivalent education and experience in her/his field. The position requires management of relationships external to CRJ as well as internal, and the Executive can commit CRJ to contractual obligations. The position also has significant contact with the Board of Directors, and is subject to review and direction from the Board as well as from other executive management.

D. Job Descriptions CRJ maintains position descriptions, which provide the name of the position (title), chain of command, FLSA (Fair Labor Standards Act) status, salary, job duties, job requirements and job qualifications. The descriptions will be reviewed and updated periodically, as business and program needs require.

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