Posts filed under ‘2. Standards of Conduct’
Standards of Conduct
Standards of Conduct
This section asserts the Agency’s ethical standards, performance expectations, and the behaviors we expect between one another, those served by the agency, and our larger community.
Ethics
Ethics
General
Transition Projects observes and abides by all of the laws that apply to our business and treatment responsibilities, and conducts itself at all times in ways that dignify people and recognize their worth. Even where the law may be permissive or unclear, we choose the higher ground of integrity. Customs, traditions and values differ from place to place, but honesty and respect for others are universally valued.
- Employees influence the success and development of the agency through continuous effort to improve professional practices, services, training, and research.
- Ethical behavior is expected at all times. If an employee has reason to believe that the behavior of Transition Projects or any employee might be unethical, he or she is responsible to attempt to rectify the situation, using our established remedies.
- No employee may claim or imply professional qualifications or competencies exceeding those actually possessed.
- Employees must remain ever aware of the obligations to our client relationship, and must maintain the highest respect for the client by affording client treatment needs the utmost priority.
- Should an employee be in a situation where his or her ethical obligations are unclear, the employee will seek supervision and professional guidance and act accordingly.
- In the interest of better service to our clients and more efficient operations in general, employees are discouraged from activities during working hours that are not related to Transition Projects business.
Management Responsibilities
Transition Projects bears a responsibility to be an ethical employer, and for its managers and supervisors to manage Transition Projects’ affairs professionally, honestly, and responsibly. Board members and management are expected to model the highest ethical and professional behavior, setting a standard for Transition Projects, its employees, volunteers and clients.
Employee Work Performance and Relationships
Transition Projects expects each employee to report to work as required, perform assigned work at high performance levels and according to established standards, and to make every effort to maintain good relationships with clients, fellow employees, and community members.
Employee/Client Interaction
Transition Projects exists primarily for the benefit of our clients. When dealing with clients, as well as others outside the agency, employees are expected to promote good will on behalf of Transition Projects.
Conflicts of Interest
All employees must avoid situations of actual, potential, or perceived conflict of interest. A conflict of interest may occur when an employee is in a position to influence a decision that may result in a personal gain, financial or otherwise, for that employee or for a relative or friend. Personal or romantic involvement with a competitor, supplier, or subordinate employee, which affects an employee’s good judgment, creates an actual or potential conflict of interest. Employees may be required to complete a conflict-of-interest form at the beginning of their employment and at any point an employee may be in a conflict. The Executive Director will review all conflict of interest forms for final approval.
To avoid conflicts of interest, the following relationships and activities are prohibited.
- DUAL RELATIONSHIPS IN TREATMENT: No person shall be employed in a role of evaluation, planning, recommendation, or direct treatment of a member of their immediate family or significant others. No supervisor shall be placed in a role to direct, plan, monitor, or evaluate the activities of other staff regarding treatment of a member of their immediate family or significant others.
- DUAL RELATIONSHIPS IN SUPERVISION: No person shall be employed in a position over which an immediate family member or significant other exercises line or grievance adjustment authority, nor shall any person be placed in a supervisory position in which the supervisor can make recommendations that affect the selection, transfer, promotion, or salary of an immediate family member or significant other except as approved by the Executive Director.
Further, the following relationships and activities should be reported to one’s supervisor:
- OUTSIDE EMPLOYMENT: For regular employees, Transition Projects considers itself the primary employer. While employment outside of Transition Projects is permitted, we will make no accommodations to facilitate such employment. Employees are required to report such employment to their supervisors. If the outside employment results in conflict of interest or conflict in duties, schedule, or ability to perform at Transition Projects, the employee will be asked to choose between concluding the outside employment or termination from Transition Projects.
- EXTRAMURAL PROFESSIONAL ACTIVITIES: Any paid or volunteer professional activities outside of Transition Projects employment must be reported to that employee’s supervisor prior to initiation of such activities. Employees shall not perform work related to outside paid professional activities during regularly scheduled working hours. Additional compensation for any work done as a representative of Transition Projects (for example, workshop fees, speaking stipends, etc.) shall be returned to Transition Projects. An employee may be asked to terminate outside professional activity which is deemed to be detrimental to their performance or ability to represent Transition Projects in the community.
REPORTING CONFLICT OF INTEREST OR ETHICAL VIOLATIONS:
Any employee who suspects that a violation of Transition Projects Conflict of Interest or Ethics policies has occurred must report this suspicion promptly as provided in Section II, Whistleblower Policy.
Business Relations
Transition Projects deals with many contractors, vendors, and suppliers of goods and services. Doing business with these suppliers can raise ethical and even legal issues.
- Do not accept gifts or gratuities, except for items of no material value (e.g., holiday or thank-you cards). Accepting gifts, services or gratuities of value from any person who is, has, or seeks to contract with Transition Projects, exposes the employee to disciplinary action.
- Do not encourage or solicit payment for entertainment events such as concerts, or sporting events from anyone with whom Transition Projects does business, including clients.
- Contracts with agents, sales representatives, or consultants must be in writing in the standard Transition Projects or vendor contract format, and must clearly and accurately describe the services to be performed, the basis for earning payment, and the rate or fee. Payment must be reasonable and not excessive in view of the practice in the trade, and commensurate with the value of the service rendered.
- Do not offer or give a gift of money, service, entertainment, or anything of value, directly or indirectly, to any government official or employee.
- Software packages purchased by Transition Projects are covered by copyright law and license agreements. These copyright provisions are to be strictly followed. Software is not to be copied or used in violation of the manufacturer’s license. Employees who violate software copyright agreements are subject to disciplinary action.
Document Retention, Books and Records
Transition Projects expects that all business transactions, including client records, will be accurately recorded as required by law, and that its financial books and records will be accurate, complete, and compliant with standard accounting principles.
All documents and records will be retained as required by law. No Transition Projects employee may discard or destroy any official documents or records without management approval. As necessary, managers may seek legal counsel regarding rules governing document retention. Detailed guidance is in Section II, Record Retention Policy.
Deliberately falsifying records or improperly destroying records is not only against Transition Projects policy, but may also be illegal.
Political Activity and Contributions
Transition Projects employees are encouraged to exercise their civic rights and responsibilities through voluntary participation in the political process. Employees must ensure, however, that these activities do not interfere with fully executing their job responsibilities, do not compromise the agency, and are in compliance with all legal requirements.
Safety, Health and Security
It is the intent of Transition Projects to provide a safe environment for employees and to properly manage any incidents that occur so as to minimize injury and other forms of loss. It is the responsibility of each employee to report certain situations or events to management. These include: safety and security violations, accidents, hazardous conditions, assault, injury, or harassment of employees, clients or others while carrying out Transition Projects business; threats of violence; bomb threats; theft of employee property or Transition Projects assets; fraud; unexplained shortages or losses of Transition Projects assets; arson, sabotage or vandalism; suspected illegal use, possession, distribution or sale of drugs or alcohol; or other incidents which are considered a violation of criminal law or of Transition Projects policies and workplace practices.
Compliance
Transition Projects expects employees, officers, directors, volunteers, and others engaged in work or work-related activities at Transition Projects to comply with this Code, and with specific policies as articulated in this Handbook. All employees, managers and supervisors are expected to deal appropriately with any suspected violations of these policies, and to report any suspected behavior that is illegal, unethical, inappropriate, or injurious to the interests of Transition Projects or our clients.
Hygiene and Dress Code
Hygiene and Dress Code
Because we all serve as role models for our clients, and as representatives of Transition Projects to the community, all employees are expected to present themselves professionally and to report to work groomed and dressed appropriately and safely for their duties and their work environment.
The wide range of activities performed at Transition Projects makes it virtually impossible to prescribe specific items or categories of attire that would be suitable for all activities at all locations at all times. It is equally impossible to publish a list of “forbidden items”, as this would change constantly in tune with the larger cultural environment and the activity at hand. There are, however, overall standards that all grooming and attire must meet regardless of location or activity. Each employee’s grooming and attire must demonstrate respect for our clients, business partners, and the community; and must be safe for all activities at hand. Attire is to be clean and serviceable. Attire will conform to usual and customary standards of suitability for a customer-service business environment. Employees are expected to maintain high standards of personal hygiene and grooming.
Because of the wide array of activities at Transition Projects, department managers may implement specific dress standards for their departments so long as they meet the above standard. Standards of grooming and attire will be enforced consistently within each department and job group. Supervisors will counsel employees reporting to work in unsafe or unacceptable attire, or exhibiting poor personal hygiene or grooming, offering suggestions for how to meet the corporate standard. The supervisor has the discretion to send an employee home to correct their presentation. The period absent will be unpaid time. Employees who are in doubt, or who have Questions about what constitutes suitable and appropriate attire or appearance, should consult with their supervisor or a Human Resources representative.
Smoking
Smoking
Transition Projects’ facilities (to include company-owned vehicles) are smoke-free environments. Since many individuals are sensitive to smoke, staff and clients who smoke are required to do so only in designated areas, significantly away (10 feet) from public entrances. Smokers are responsible for the safe, immediate and proper disposal of cigarette waste.
Punctuality and Attendance
Punctuality and Attendance
Transition Projects expects all employees to be on the job promptly and consistently, demonstrating the highest standards of punctuality and attendance. Unplanned absences and tardiness create hardships for co-workers, interfere with routines and quality of service, and create an undue burden for clients.
Satisfactory attendance is demonstrated by being punctual when arriving for and leaving work, following established reporting procedures for absences, and having fewer than five (5) episodes of unplanned absences in a 12 month period. An episode can be a single day or a consecutive group of days related to the same condition (such as three days away for the flu).
Punctuality — being at one’s work location at the beginning of the shift, leaving for and returning from breaks and lunch on time, and remaining at work until the end of the shift — is also essential. Punctuality problems may result in disciplinary action, up to and including termination.
Arriving at the workplace excessively early and/or lingering at the workplace excessively after one’s shift has concluded are discouraged. Employees who are present at Transition Projects worksites but in an off-duty status may not interrupt or interfere with their colleagues’ performance of duties.
Absenteeism and chronic tardiness, even with acceptable excuses and even where some/all of the absences are covered by pay of some kind, presents serious client-service problems and may result in disciplinary action up to and including termination.
It is the responsibility of the employee’s immediate supervisor to monitor and maintain a record of the attendance of employees. Corrective action to include discipline will be taken when, in our judgment, an employee is developing an attendance problem as evidenced by both the frequency and duration/scope of absences or lateness.
Patterns of absence or tardiness are factors that are carefully considered in performance reviews and may influence decisions regarding possible salary increases, reductions in force, layoff, or disciplinary action.
Hours of Work
Hours of Work
The workweek consists of forty hours per week; no employee may be regularly scheduled for more than twelve hours of work per day. A workday is defined as any 24-hour period. Any employee scheduled to work four or more hours per day will be entitled to a paid one-half hour lunch break after working three or more hours. Sole-coverage Residential Advocates who must be available for work during their meal break will mark an additional ½ hour of work time on that day’s time sheet. If doing so results in overtime, such overtime is automatically approved. Employees scheduled to work fewer than four hours per day may, with supervisor approval, take an unpaid lunch break. Each employee is allowed a fifteen minute paid break for each four hours worked. These breaks may not be combined to extend the lunch break, or to shorten the work day.
Unplanned Absences or Tardiness: Call-in Policy
Unplanned Absences or Tardiness: Call–in Policy
Employees are responsible to notify their supervisor or other designated contact on the program notification tree as early as possible prior to starting time if they are to be late or absent due to illness or other unforeseeable emergency. Employees must call in each day of the absence unless they have been granted an inclusive leave of absence.
Any employee who is absent for two consecutive workdays or shifts without proper notification will be considered to have voluntarily resigned. Any employee who violates our call in rules three times in any 12 month period will be subject to discipline up to and including termination.
Confidentiality
Confidentiality
Transition Projects touches the lives of many people. It is our legal and ethical responsibility to require all staff, both paid and volunteer, to hold in confidence all personal information which they receive while working at Transition Projects.
Our clients and residents may experience mental health or alcohol/drug issues that are covered under federal regulations of confidentiality (42 CFR Part 2) and/or under the HIPAA (Health Insurance Portability and Accountability Act of 1996). Transition Projects has made a commitment to respect all personal and private information whether or not the information falls under one of these standards.
To facilitate confidentiality, Transition Projects requires adherence to the following policies:
- All files, charts, notes and other written materials concerning clients or former clients will be secured at all times.
- No information about clients or former clients will be shared with families, friends, agencies or professionals outside of Transition Projects.
- Information regarding a client will not be released unless:
- the client has provided written consent, or
- the disclosure is part of a court order, or
- there is immediate danger or medical emergency, in which case employees may disclose essential information to authorities responding to the situation.
- Releases of information must be specific and name the information that has been approved to share. We do not release information about clients to anyone not authorized by the client on a signed release of information. All current ROIs are located in the client’s file. ROIs with a signed date that exceeds one year are considered expired and therefore no longer valid.
- Discussions concerning clients or former clients may not be conducted in public areas.
- Access to client files must be approved by the Case Manager or program supervisors.
- Information about agency business and its employees is also of a confidential nature and must not be discussed with unauthorized persons.
- The personal information of employees, interns and volunteers of Transition Projects will receive the same respect and be subject to the same code of ethics and rules as that of clients.
- Employees may not remove documents or printouts of electronic data or forward electronic data from Agency premises unless doing so is specifically authorized by a supervisor or manager.
- Client paperwork that is no longer needed, including anything with a client’s name on it, should be shredded or placed in a shred bin. Confidential paperwork should never be recycled, turned into scrap paper or taken out of the building.
- There are many times when client issues need to be shared between co-workers. Information should only be shared if applicable to the work being done. Staff should never talk about client information just for the sake of sharing or talking. Information should be objective and professional.
- Confidential information should not be shared in common areas of buildings. Information shared at the RA or CSC desk should be kept at a minimum and with discretion.
- Mental health information is to be shared from staff to staff on the need to know basis.
- We do not confirm or deny that a client is a resident or is receiving services from Transition Projects unless it is known that a caller has been included on a ROI signed by the client.
- Callers asking to speak to residents will be informed they have reached a message phone only. Tell the caller we can take and post a message.
- If someone wants to leave a message for a client or a resident, we do so stating that we are a public message center, not a homeless shelter.
- No surveys of residents will be conducted without the prior approval of the supervisor.
Information concerning the care of a client is always personal in nature and, therefore, any information about her/his condition, care, treatment or personal data is absolutely confidential and must not be discussed with anyone other than those directly responsible for her/his care and treatment. Only designated employees of the agency may release information about clients including acknowledging whether a client receives services/lives at Transition Projects. Unauthorized release of information about clients, due to carelessness or thoughtlessness, is unethical. We urge you to be discreet in your conversations.
A violation of confidential information is a violation of agency ethics. Staff may be dismissed immediately for breaching confidentiality and actions deemed unethical.
At in-processing, each employee receives an overview of Transition Projects rules on confidentiality, and is required to sign a Confidential Information Agreement.
Staff-to-Client Boundaries
Staff–to–Client Boundaries
To ensure a safe environment and fairness between all residents, clients and employees, we must maintain consistent boundaries. Because of the inherent imbalance of power and control between employees and clients, there will be no socializing between employees and clients. This is necessary to maintain a professional work environment characterized by focus on the client, and respect for individual feelings and the convictions of others. This policy is in effect on and off of Transition Projects premises. Employees violating this policy will be subject to discipline, up to and including termination.
If an employee has a previous or existing social relationship with a resident or client, they should immediately inform their supervisor. Steps will be taken to minimize any possible problems arising from this situation.
Employees must respect this policy for a minimum of six months once a client has stopped receiving services from Transition Projects.
Below are some basic boundary guidelines:
- Never lend cigarettes to clients/residents
- Never borrow cigarettes from clients/residents
- Never buy anything from clients/residents
- Never give clients/residents your own pocket change for bus fare
- Never give residents money from the coffee drawer in the shelter
- Never loan clients/residents money
- Never sell anything to clients/residents
- Never take clients/residents out to lunch/coffee/drinks
- Never give clients/residents rides in your car
- Never take clients/residents to your home
- Never accept gifts from clients/residents
- Never become romantically or sexually involved with clients/residents
- Never play favorites
- Never promote your religious or political beliefs
Employees who are unclear on any of these or are having problems maintaining these boundaries, or who observe other employees violating these boundaries, should discuss the matter with their supervisor. Scrupulous observance of boundaries is essential to the ethical operation of the agency.
Media Policy / Public Relations
Media Policy / Public Relations
All calls from the media (press, radio, television) should be referred to the Executive Director or the Development Director, who will respond directly or coordinate the response.
Computer Use
Computer Use
Transition Projects provides electronic systems to enhance productivity. These systems include computers, software, electronic mail (e-mail), copiers, fax machines, telephones, voice mail, surface messengers, communication tools, and various on-line services. All of the systems are operated and managed based upon this policy. Employees are expected to learn about and make use of these tools. The agency provides training on how to use them.
- Privacy & Confidentiality
Computer workstations are provided by Transition Projects for business purposes. As with paper files and documents, all files and documents stored on Transition Projects computers are the property of Transition Projects.
The use of information systems, Internet access, and other office automation, and documents and/or data created on or as a result of this equipment/access, is not private. The agency, within the bounds of current and future laws, reserves and intends to exercise the right to review, audit, intercept, access and search these business systems at will, monitor data and messages within them at any time for any reason, and disclose selected contents without notice or other restrictions. Use of the Agency equipment, systems, and/or Internet access constitutes acceptance of such monitoring.
Employees shall not use a code unless authorized to do so. All computer pass codes must be provided to supervisors. No pass code may be used that is unknown to the agency.
Employees shall not access a file, or retrieve any stored information, unless authorized to do so. Employees should not attempt to gain access to another employee’s messages without the latter’s permission.
The confidentiality of any message should not be assumed. Even when a message or document is deleted, it is still possible to retrieve and read that message.
Notwithstanding the agency’s right to retrieve and read any electronic mail messages, such messages should be treated as confidential by other employees and accessed only by the intended recipient. Employees are not authorized to retrieve or read any e-mail messages that are not provided to them. - Personal Use
The use of any and all Transition Projects property is primarily for the purpose of Transition Projects business. Although limited personal use of computers and Internet access is allowed by Transition Projects, such use is expected to be minimal, on the user’s own time, is not to interfere with the person’s job responsibilities, and is not to expose the system to viruses or overload.
Employees are prohibited from using Transition Projects systems for any other business or profit-making activities. Any posting to public forums must include a disclaimer that the views are those of the employee and not Transition Projects. These forums should be used with care and not cause any adverse publicity or embarrassment to Transition Projects. - Workstation Maintenance
All staff are responsible for informing the Data and Technology Specialist or other assigned staff person if their workstation appears to be malfunctioning. A maintenance request form is available. - Internet Access and Electronic Mail
Employees are prohibited from accessing the Internet for any unethical or criminal purposes, including pornography, violence, gambling, racism, harassment, or any illegal activity. Use of the e-mail network for broadcasting of jokes or other non-business-related communications is not permitted. Employees are forbidden from using profanity or vulgarity when posting electronic mail via the Internet or posting to public forums (newsgroups, blogs, and other media). Any electronic mail sent through sent from our system or postings to public newsgroups, blogs, etc. by Transition Projects employees must fall within these ethical standards.
Employees should meet the same professional and courteous standards in drafting and transmitting messages over the Internet as they would when writing a memorandum and should assume that their message will be saved and reviewed by someone other than the intended recipient.
Confidential or sensitive information is best conveyed with a memo or phone call rather than by e-mail. E-mail is a valuable tool, but it is inherently not a secure means of communication. It is easy to enter an improper addressee or to send as “reply to all” when only selected individuals have a need to know. Additionally, no one can control how a received e-mail is subsequently forwarded. Each user must keep these security limitations in mind when composing and sending messages.
Client Identification: When it is necessary to allude to a client in an e-mail message, Agency practice is to use initials and Service Point number, or last name and bed number only. Under no circumstance should an e-mail contain combinations of information which enable identity theft (name, SSN, and DOB, for example). All statements that could be considered inappropriate or harassing are prohibited. - Downloading Software and Streaming
Employees are prohibited from downloading software from the Internet without prior approval from the Data and Technology Specialist. Downloading of games from the Internet is prohibited. Downloading of any executable files or programs that change the configuration of your system by anyone other than approved personnel is prohibited.
The employee should take extreme caution when downloading software or files from the Internet. All files or software should be passed through virus protection programs prior to use. Failure to detect viruses could result in corruption or damage to files and/or unauthorized entry into the Agency’s network.
Streaming of audio or video signals on any company workstation is not allowed except in limited cases with supervisor approval for training participation or other job-related activities.
If the employee finds that any damage occurred as a result of downloading software or files, the incident should be reported immediately to the Data and Technology Specialist.
Housekeeping
Housekeeping
Employees are individually responsible for keeping their work areas clean and safe. In shared work areas, employees are to divide the responsibilities among themselves so as to keep the area clean and safe.
Donation Policy
Donation Policy
All materials, food, clothing, supplies, etc. which are donated to, and received by Transition Projects are to be designated exclusively for distribution to and use by residents, volunteers and clients of the agency. Donations are not to be taken, used or borrowed by employees at anytime. To do so will be considered theft and is grounds for discipline up to and including termination. With the exception of perishable items, no donated item may be distributed or placed into service until it has been reviewed and/or catalogued by the Development Director or proper designee.
If residents and/or clients of the agency do not find use of donated materials within an allocated amount of time, the items will be donated to another non-profit agency.
Respect
Respect
Employees are to treat each other with respect and courtesy at all times. Employees will not use derogatory or obscene language when referring to or communicating with coworkers.
Situations Affecting Productivity
Situations Affecting Productivity
Employees experiencing situations that affect their work or a work-related matter should discuss the matter frankly with their supervisor. If this does not adequately address the problem, the employee may discuss the matter with the Human Resources Director.
The Agency offers benefits-eligible employees access to an Employee Assistance Program (EAP) which offers counseling and assistance in the following areas: family relationships; marital problems; work problems; legal problems; financial concerns; alcohol and drug dependencies; and emotional problems. Contact information is in the Benefits Synopsis.