Mains'l will provide reasonable accommodations to victims of domestic violence, sexual assault, or stalking who request an accommodation for their safety while at work, provided the accommodation does not create an undue hardship on the Company.
Reasonable accommodations may include the implementation of safety measures such as:
Upon receiving a request, the Company will engage in a timely, good faith, and interactive process with you to
determine effective reasonable accommodations.
If you no longer need an accommodation, you must notify the Company that the accommodation is no longer
needed. If circumstances change and you need a new accommodation, you must request one.
Certification
When requesting a reasonable accommodation, you will be asked to submit a signed, written statement that certifies that the accommodation is for an authorized purpose. You may also be asked to provide documentation that demonstrates your status as a victim of domestic violence, sexual assault, or stalking, such as:
Unpaid Leave
The Company will also provide victims of domestic violence, sexual assault, or stalking with unpaid leave to obtain or attempt to obtain any relief, including, but not limited to, a temporary restraining order, restraining order, or other injunctive relief, to help ensure the health, safety, or welfare of you or your child. You may use available vacation, personal leave, accrued paid sick leave, or compensatory time off for your leave unless you are covered by a collective-bargaining agreement that states otherwise.
Notice
You must provide reasonable advance notice of your intention to take leave for the above reasons unless advanced notice is not feasible. If an unscheduled absence occurs, you must provide the following documentation within a reasonable amount of time after your absence:
Confidentiality
The Company will maintain the confidentiality of anyone requesting time off or requesting an accommodation under this policy, except as required by federal or state law or as necessary to protect your safety in the workplace.
Retaliation
The Company will not retaliate against a victim of domestic violence, sexual assault, or stalking for requesting or obtaining leave or a reasonable accommodation in accordance with this policy.
Your employment with Mains'l is on an "at-will" basis. This means your employment may be terminated at any time, with or without notice and with or without cause. Likewise, we respect your right to leave the Company at any time, with or without notice and with or without cause.
Nothing in this handbook or any other Company document should be understood as creating a contract, guaranteed or continued employment, a right to termination only "for cause," or any other guarantee of continued benefits or employment. Only Mains'l has the authority to make promises or negotiate with regard to guaranteed or continued employment, and any such promises are only effective if placed in writing and signed by the Mains'l.
If a written contract between you and the Company is inconsistent with this handbook, the written contract is controlling.
Nothing in this handbook will be interpreted, applied, or enforced to interfere with, restrain, or coerce employees in the exercise of their rights under Section 7 of the National Labor Relations Act.
It is our commitment to the persons receiving services, families, guardians, and other stakeholders that maintaining schedules to meet the needs of our customers is one of our highest priorities. In support of this commitment, Mains’l has an attendance policy and procedure for all employees.
Employees and their supervisors work in partnership on the development of appropriate employee schedules to support the work needs of the organization. Both the employee and the supervisor are accountable for maintaining excellent attendance standards.
This attendance procedure establishes guidelines to provide clarity for excellent attendance and to address any concerns of employee’s attendance and punctuality.
Definitions of terms used in this procedure:
Guidelines
Employees at Mains’l receive scheduled work time that is created in partnership with their supervisor. Scheduled work time is defined as any time an employee is scheduled to work, including scheduled attendance at orientation, required meetings, and training sessions. Employees at Mains’l are expected to arrive on time and to be prepared for their scheduled work time Ongoing tardiness can result in separation of employment. Due to the variety of the roles and responsibilities within the work we do, schedules may be required to change.
Occasionally there will be times that an employee is unable to work their scheduled work time. This includes any needed absence, lateness, or early departure from their scheduled work time for an acceptable reason. In order for this to be an approved absence, an employee notifies their supervisor according to the designated time lines in the in Mains’l paid time off and unpaid time off policies and procedures. The supervisor must approve the employee’s request prior to the absence.
Every Occurrence is recorded unless the Occurrence is the result of one of the following:
A single occurrence of a No Call, No Show, as defined in this policy is considered a voluntary termination of employment.
Supervisors or other designee will make available the schedule in advance of the pay periods noting the scheduled work times of all the employees. If there is a significant deviation from the standard schedule, the supervisor will notify the effected employee(s) in advance of the deviation. We provide 24 hour services at certain locations, and as a result an employee may need to stay beyond the end of their shift if a replacement employee does not arrive.
Paid Time Off Policy and Procedure
Unpaid Time Off Policy and Procedure
Family and Medical Leave / California Family Rights Act Policy and Procedure
This policy outlines how we behave at Mains’l to provide the best possible work environment. Employees are expected to be positive and appropriate role models. It is expected that employee conduct ensures the safety and well-being of the people supported and promotes a positive and respectful working environment for all.
Mains’l expects all employees to be honest, responsible, and to abide by the Employee Pledge. Employees are expected to act ethically and also report unacceptable activities and behaviors by other employees by calling the administrative cell phone or reporting to their supervisor as soon as possible.
Not being aware of a law, policy, or procedure is not an acceptable excuse for breaking it. Employees are responsible for the information they receive in orientation, at team meetings, and other trainings. It is expected that employees not only focus on the actual words and provisions of the information they receive, but also the possible intentions behind the words. Manipulating laws, policies, and procedures by using technicalities and omissions to justify actions is not acceptable behavior at Mains’l and will not be tolerated.
To accomplish these goals, it is the policy of Mains’l that certain rules and regulations regarding employee behavior are necessary to set the standards of acceptable behavior and provide guidance to employees.
While impossible to detail every work situation and recommended appropriate behavior, the following are some examples of positive and role modeling behaviors that are expected of employees at Mains’l:
Although it is not possible to list all forms of behavior that are considered unacceptable in the workplace, the following are examples of behavior that is not in alignment of who we are at Mains’l (this kind of behavior may result in written performance feedback, up to and including separation of employment):
Mainsl Vision, Mission and Values
Employee Pledge
Mains’l strives to provide services and conduct business in an ethical and exemplary manner.
All employees avoid activities or relationships that conflict with Mains’l’s interests or adversely affect the reputation or Mains’l or the people we serve. The term "conflict of interest" describes any circumstance or relationship with a service recipient, supplier, outside agency, contractor or person currently engaged in or seeking to conduct business with Mains’l that would cast doubt on an employee's ability to act with objectivity with regard to Mains’l’s interests.
Failure to make required disclosures or resolve conflicts of interest satisfactorily can result in written
performance feedback up to and including separation of employment.
Employees disclose material or potential conflicts and any relationships, personal or professional, that may
create the appearance of a conflict of interest to their supervisor as soon as they become aware of them so that safeguards can be established to protect all parties.
The supervisor then reviews the situation with their senior leader and Human Resources to determine
appropriate action.
The types of activities and relationships employees avoid include, but are not limited to:
Mains’l recognizes that damage of employee property may occur while working with people we support or within the day to day completion of job responsibilities. To reduce the risk of damage to personal property, a collaborative effort between the agency and its employees is necessary. Mains’l reimburses employees whose personal property has been damaged in some situations as outlined in the procedure below.
Reimbursable Employee Property
*Damage to personal property resulting from negligence of the employee or violation of training protocols is not reimbursable.
Reporting
Employee Property Damage Report
It is the policy of Mains’l to safeguard and protect the privacy of protected health information it creates, acquires, or maintains in accordance with the Privacy Regulations of the Health Insurance Portability and Accountability Act (HIPAA) and other applicable state laws. Mains’l employees and individuals receiving services receive the “Notice of Privacy Practices” which explains the use and disclosure of Protected Health Information as well as the individual’s rights to that information. The Privacy Official for Mains’l is the National Director of Human Resources. Individuals may file a privacy complaint with the Mains’l Privacy Official, or the Secretary of Health and Human Services. Mains’l does not retaliate or take any adverse action against any person who files a complaint.
Mains'l policy regarding access, release and duplication of information pertaining to persons receiving service is in accordance with federal and state statutes regarding data privacy, the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the definition of political subdivisions which include corporations that provide social services "under contract to any political subdivision, statewide system, or state agency".
Mains’l employees are allowed to share information with the following persons or entities without a release:
The person receiving services and/or their legal representative may have access to all written records regarding the person.
Confidentiality of Data
Only data/ information needed to make a determination of eligibility for service is requested of applicants. Only data necessary for provision of service is generated and retained for persons receiving service from Mains'l. All such confidential data is responsibly stored in a person’s file at all times. Only those persons identified above are allowed access. The files are not allowed to leave the corporate office without written permission of the senior manager or director.
No Mains'l personnel shares or releases any confidential information regarding a person receiving service to any unauthorized person/agency without adherence to the procedure regarding access. No written correspondence or documentation regarding a person receiving service should reference the full name of other persons receiving service.
Access to Outside Persons/Agencies
No personal data or information, including pictures, is shared with or released to outside persons/agencies unless authorization is obtained from the person receiving service or their legal representative as outlined in Mains'l procedure regarding release of information (see Procedure: Data Privacy). This includes legal advocates, volunteers, and interns.
Information pertaining to a person receiving service from Mains'l may be released to responsible federal, state and county agencies without authorization.
Mains'l provides employees with disability income protection when they miss work due to nonwork related disabilities. The terms and conditions for the disability insurance program are outlined in the Summary of Plan Benefits. Contact Human Resources for a copy of the plan provisions and for any questions about the benefit.
Mains'l is committed to providing a safe, healthy, and productive work environment. Consistent with this commitment, it is the intent of Mains’l to maintain a drug and alcohol-free workplace. Being under the influence of alcohol or illegal drugs (as classified under federal, state, or local laws), including marijuana, while on the job may pose a serious health and safety risk to others, which will not be tolerated.
Mains’l expressly prohibits employees from engaging in the following activities when they are on duty or conducting Company business or on Company premises (whether or not they are working):
While the use of marijuana has been legalized under some state laws for medicinal [and/or recreational] uses, it remains an illegal drug under federal law and its use, as it impacts the workplace, is prohibited by Company policy. Mains’l does not discriminate against employees solely on the basis of their off-duty use of medical marijuana in compliance with California medical marijuana law. You may not consume or be under the influence of marijuana while on duty or at work, even if you have a valid prescription for medical marijuana.
Nothing in this policy is meant to prohibit your appropriate use of over-the-counter medication or other medication that can legally be prescribed under both federal and state law, if it does not impair your job performance or safety or the safety of others. If you take over-the-counter medication or other medication that can legally be prescribed under both federal and state law to treat a disability, inform your Manager if you believe the medication may impair your job performance, safety, or the safety of others or if you believe you need a reasonable accommodation before reporting to work while under the influence of that medication.
Behavior Expectations
Voluntary Treatment
Mains’l encourages employees who may have a substance abuse problem to seek voluntary treatment. Employees who need assistance may obtain evaluation and/or counseling through the various private and public agencies that are available. The decision to seek diagnosis and accept treatment is the employee's responsibility. When requested, human resources will provide information regarding any available drug counseling, rehabilitation and employee assistance programs that an employee may enter through his or her health insurance.
Costs associated with any treatment or rehabilitation program may be covered by the employee's health insurance. However, costs not covered by the employee's health insurance, and that are not otherwise required to be paid by any applicable plan, are the employee's responsibility.
Requests for leave are handled in accordance with the Mains’l general leave policies and any applicable medical leave or disability discrimination laws. Except as otherwise required by law, Mains’l cannot guarantee that the employee is reinstated to the same or a comparable position upon return to work.
Employees who voluntarily come forward to request assistance with a substance abuse problem or request a leave of absence to participate in treatment are not subject to disciplinary action for making the request. However, voluntary requests for assistance do not prevent disciplinary action for violations of this or any other policy or performance expectations. Employees may not escape discipline by requesting assistance and/or a leave after being selected for testing or violating this policy or other rules of workplace conduct. Employees who voluntarily seek treatment must still continue to meet all Mains’l job performance expectations and conduct standards. Mains’l may take disciplinary action up to and including termination of an employee who fails to meet our standards.
Drug, Alcohol, or Chemical Testing
It is strongly encouraged that whenever possible, at least two (2) supervisory employees agree that there is reasonable suspicion for a drug test. This protects both the supervisor and the employee.
Treatment program testing may include a return-to-work duties test to ensure the employee is able to perform their job responsibilities.
Actions Taken for Positive Test Results
Employees who receive a positive test result on a drug or alcohol test, refuse to undergo a required chemical, drug and alcohol test, or engage in other conduct that violates this policy are subject to discipline, up to and including termination.
Mains’l will not automatically terminate the employment of an employee for having a positive test result if;
Any employee who refuses to participate in a required drug and alcohol counseling or rehabilitation program, fails to successfully complete the required program, is also not meeting other performance and conduct expectations, or subsequently receives a second positive test result, will face discipline up to and including termination.
When an employee returns to work after a voluntary or required leave of absence, Mains’l attempts to reinstate the employee to his or her former position, if possible, provided the employee is still qualified to properly perform the requirements of the job. However, Mains'l cannot guarantee that the employee can return to the same or a comparable position upon return to work.
Rights and Protections
Mains’l requires employees to undergo chemical, alcohol, and drug testing in the above circumstances. However, it is important that employees understand that they have the following rights and protections under this Drug and Alcohol Policy:
Evidence of a positive test result on a confirmatory test may be used without the individual's consent in a judicial, administrative, or arbitration proceeding; as required by federal law, regulation, or order; for the purpose of evaluation or treatment of the individual to a substance abuse treatment facility; or as otherwise authorized by law.
Employees who desire to advance their professional development may apply for education assistance. This education assistance program provides reimbursement to employees for their educational expenses.
Mains’l supports employees who wish to continue their education in order to secure increased responsibility and career growth. Mains’l firmly believes education from all sources - college, community, seminars and conferences benefits the employee and the agency.
Mains’l budgets for education assistance expenses each year, and approval of employee requests for assistance is subject to these available funds.
Eligibility
Eligible employees are regularly scheduled (full time or part time), have successfully completed their training requirements and have been employed by Mains’l for a minimum of six (6) months prior to the course.
Eligible employees are in good standing with the agency, and have had no written performance feedback conversations within the last six months.
Educational opportunities eligible for assistance are those which develop the employee’s competence in their current position, or prepare them for a position to which they may be interested within Mains’l.
Eligible courses for education assistance are those that require attendance during off-work hours.
Eligible courses for education assistance are provided by:
Funding
Mains’l will reimburse staff up to a maximum of $300 per course up to maximum of $1200 per 12 month period.
Employees will secure a passing grade of “C” or above to receive any reimbursement. Expenses are validated by receipts and a copy of the final grade or certification presented to human resources prior to reimbursement.
Covered expenses include tuition, fees and books required to satisfactorily complete the coursework. Other miscellaneous expenses such as, but not limited to parking, supplies, athletic fees and day care are not reimbursable. Mains’l will not reimburse any expenses covered by any other financial aid that does not have to be repaid (i.e. GI Bill, scholarships, and grants).
Applications are approved quarterly (end of March, June, Sept & Dec.)
Approval does not entitle the employee to automatic, ongoing assistance. Each time an eligible employee would like to receive education assistance they need to apply for it.
How to Apply
Applicants complete the Education Assistance Application. Submit the completed application to the human resources department. Applications and grades submitted later than one year after the date of the course will not be reimbursed.
Education Assistance Application
The purpose of this policy and procedure is to outline the different categories of employment at Mains’l. How employees are classified within the organization helps to create clarity around overtime and benefit eligibility. The information within this policy and procedure are in compliance with Federal Labor Standards Act, State Wage and Hour Standards, and Mains’l Policies and Procedures.
Mains’l has established the following categories of employee classification:
Upon hire, every employee receives an offer letter in writing, specifying the employee’s: status, time, and insurance eligibility.
Fair Labor Standards Act Job Classification
Refers to the standard by which an employee is paid and their eligibility for overtime. The two (2) categories of employee status at Mains’l are:
*See Payroll Policy and Procedure for more information.
Status
Refers to the number of hours an employee is scheduled to work. There are three (3) categories. Hours picked up by employees that are not regularly scheduled or guaranteed to them in the future do not count towards time classification
Eligibility for Insurance
Refers to an employee’s eligibility to participate in the group medical, dental, vision, and life policies offered by Mains’l.
The above classifications do not guarantee employment for any specific length of time. Employment is subject to the employee’s and the company’s respective rights to end the employment relationship at any time. Accordingly, unless expressly agreed to otherwise in writing, signed by the CEO, or the Corporate Human Resources Director.
Offer of Employment Letter
Payroll Policy and Procedure
Insurance Benefits Policy and Procedure
Mains’l’s most valuable assets are the people that receive services and the people we employ. Mains’l looks to its employees to share their experiences, suggestions and general feedback which allow us to improve as an organization. To support this culture, Mains’l encourages employees and supervisors to meet and talk regularly. Employees and their supervisor meet and talk about what is working, not working, and ways to improve the work environment throughout employment at Mains’l. Examples may include feedback related to an employee’s onboarding experience, training offered to them, performance feedback tools, and annual employee satisfaction and engagement surveys.
Additionally, an exit survey may be conducted with an employee who is exiting the company. Mains’l’s goal is to obtain information that will be helpful to identify what worked well and did not work well during an employee's tenure, this information helps us identify ways to improve the work environment, reduce turnover, and increase engagement in our workforce. Receiving insight and feedback from exiting employees helps Mains’l to understand why employees are leaving and what could be done differently during their employment.
The exit survey may be conducted by a representative of human resources through a face to face meeting or through electronic survey administration.
The primary method for soliciting employee feedback is through survey. The methods Mains’l uses to solicit feedback are in person meetings, paper surveys, or digital mediums. Additionally, employees are also able to provide comments directly through the Mains’l website.
These feedback requests are administered at times or intervals determined by Mains’l. The person requesting the information from an employee is also typically the designee for collection of the feedback. Additionally, exit surveys may be administered by a human resources representative or supervisory level employee.
Participation in the exit survey is voluntary. The responses remain confidential where possible. The responses will be used to identify circumstances around an employee’s exit from Mains’l.
Questions may include:
We ask that in any and all feedback you provide throughout your employment, that you do so honestly and truthfully. We thank you in advance for your feedback as it assists Mains’l in learning what is working and not, and allows us to improve as an organization.
Employee files are maintained for all Mains'l employees. The purpose in maintaining these files and records is to the benefit of our employees and Mains’l recordkeeping needs. Employees occasionally need information documented in an employee file for personal or professional reasons and Mains’l is able to provide record of the information to the employee upon request. Additionally, Mains’l is required to keep records according to established federal and state statutes.
Employee files are property of Mains'l. Employees have the right to review the content of their employee file or request a copy, upon written request to Human Resources, once every 6 months, and once a year after separation of employment. Mains’l has a 7 day turn-around time for personnel file requests.
Documents contained in the employee files are released with written authorization of the employee. Documents released to employees, or their designee, are subject to the conditions established in State law.
Employee files may be kept in paper form in a locked cabinet or in electronic form in a password protected document management system. The employee files are kept secure at all times, except when viewing.
Employee files will be maintained on all active Mains’l employees by human resources. The following information generally is contained in all personnel files:
The following documentation is maintained in a separate file or document imaging file, due to the private nature of the information:
Employee files may be kept in paper form in a locked cabinet or in electronic form in a password protected document management system. Keys for these cabinets are kept by human resources staff. The following classifications are permitted to view employee file records as it pertains to their work:
Access to the files can be obtained by contacting human resources. For control and security purposes, the files can only be viewed in a designated location in the office and in the presence of human resources staff. The only exception to this policy will be at the request of licensing or other officials who have legal authority to access these records.
No files or documents are removed from human resources files.
If a current or former employee personally requests a copy of their own employment information, Mains’l requires a signed release; when the employee requests information via telephone or email, the requested information may:
Mains'l is committed to the fair and equitable treatment of all employees; to provide a work environment that fosters meaningful work for employees. Mains'l wants to hear from you. We welcome any suggestions, feedback, or concerns you may have. To this end, a continual stream of communication between employees and their co-workers is encouraged.
Effort is expected to be made by an employee and supervisor to resolve any and all work conflicts.
When the issue personally involves the supervisor with whom the employee would ordinarily discuss the problem, the employee may bypass that individual and proceed to the next level of supervision. At any time the advice and guidance of the Human Resources Generalist or the Director of Human Resources may be consulted.
All employees use sound judgment in resolving work related conflicts. If a problem arises which cannot be resolved through conversations between the employee and the supervisor, the grievance procedure should be implemented.
Mains’l doesn’t take any adverse action against anyone who in good faith brings grievances forward.
The following steps should be followed when an employee has a job-related problem, question or complaint:
If an employee feels they have been treated unfairly or if they disagree with the decision of their supervisor, an employee may have their questions or concerns addressed by the process outlined in this procedure. The employee initiates the grievance within ten (10) calendar days of the event.
The employee submits written documentation describing the problem and the efforts attempted to resolve the complaint to their supervisor’s supervisor. If the grievance involves a suspension or separation of employment, the grievance is submitted to the Human Resources Generalist.
The supervisor’s supervisor or Human Resources Generalist will respond, in writing, as soon as possible after the grievance is received. A meeting between the concerned individual(s) may be utilized to assist in the recommendation or decision. Documentation of any meetings or conversations is the responsibility of the person with whom the grievance was submitted.
This action will not prejudice the employee's interest in any manner.
Process:
The purpose of this policy is to ensure that all employees are aware of Mains’l’s recordkeeping responsibilities. Records and documents at Mains’l are adequately protected and maintained and this policy outlines when records are no longer needed by Mains’l or are of no value and are discarded at the proper time.
The Human Resources Department retains and destroys personnel records in accordance with State and Federal laws governing records retention. The following outlines the HR Department’s operating procedures for personnel records retention and destruction of documents which such retention periods have passed. If the company’s retention procedure is not of sufficient duration for any State in which we do business, this procedure will be superseded by State requirements.
Records may be stored and maintained electronically. All personnel records and confidential employee data maintained by Human Resources will be destroyed after retention dates have passed.
Any documents boxed and stored on or off site will be labeled with the following: contents, date, and date to be destroyed.
The following set forth the periods of retention:
Personal Data Category | Longest Retention Period | Laws/Regulations Requiring Retention |
Recruitment, Hiring and Job Placement Records * Employment applications * Resumes * Other job inquiries sent to employer *Employment referral records *Applicant identification records *Help Wanted advertisements |
2 years or the duration of any claim or litigation involving hiring practices | Title VII FEHA ADA ADEA GINA |
Payroll Records *Deductions from or additions to wages |
7 Years | FLSA Unemployment Insurance Codes Labor Codes IRS FMLA ADEA |
Employment Eligibility Forms Verification (I-9 Forms) | The later of 3 years from hire date or 1 year after termination. Note: I-9 for currents employees are never destroyed | Immigration Reform and Control Act (IRCA) Immigration and Nationality Act (INA) |
Child Labor Certificates and Notices | 3 years | FSLA |
Employee Personnel Files *Disciplinary Notices *Promotions or demotions *Performance evaluations *Discharge, layoff, transfer and recall files *Training and testing files *Background checks *Applications |
3 years after employee has been terminated | Title VII ADEA FEHA ADA |
Affirmative Action Programs and Documents | 5 years | Title VII HRA |
Employee Health Records *Health Assessment *Benefits applications/changes *Physician statements *Worker’s compensation records (except exposure records) *Drug and alcohol test records *OSHA Records |
5 years | ADA ERISA OSHA |
Work related safety/health exposure records | 30 years | OSHA |
Family Medical Leave (FMLA) | 3 years | FMLA |
California Family Rights Act (CFRA) | 2 years after the files are created or received or 2 years after an employment action is taken | FEHA CFRA |
Employee Benefits Data *Summary plan descriptions * Plan changes COBRA *Beneficiary designations/changes * Earnings |
6 years | ERISA COBRA |
401(k) * All documents related to 401(k) |
Indefinitely | ERISA |
Unlawful Employment Practices, Claims, Investigations and Legal Proceedings Records *Personnel and payroll records about complaining parties *Personnel and payroll records about all others holding or applying for similar positions |
Until disposition of case | Title VII FEHA ADEA ADA FLSA HRA |
The greatest resource Mains’l has is its employees. At Mains’l we seek to engage people with work that is meaningful to them. We accomplish this by hosting discovery conversations, which help us learn about people, their abilities, and the type of work that energizes them.
At Mains’l we value employing individuals of all backgrounds. Any qualified person, regardless of race, color, creed, religion, national origin, ancestry, age, gender, physical or mental disability, sexual orientation, marital status, gender identity, genetic characteristics, military status, or status with regard to public assistance, or any other characteristics will be considered for employment by Mains'l.
When a job opening occurs, employees of Mains'l are encouraged to apply internally. Additionally the human resource department will recruit external applicants through local newspapers, networking, job fairs, college career centers, the Workforce Centers, and the internet. Referrals from employees, people receiving services, and families are also encouraged.
Mains’l encourages family members of employees be hired, however Mains’l requests that they are not employed in the same work environment and are not supervised, either directly or indirectly, by a family member. Immediate family members include spouse or domestic partners, children, parents, siblings, and variations of these relationships (i.e. step and in-law).
Employees assigned with the ability to interview, hire, and release personnel are designated by position description.
Employment decisions (interview, selection, and release) for Participant Directed Community Support services are the responsibility of the person receiving services/family.
Any action regarding how Mains’l chooses employees is in alignment with established policy set forth in Mains’l policies and procedures, including all state and federal child labor standards.
Note: Employees working in a child foster care home must be 21 years of age or older.
Internal
Two conditions may apply if an employee is interested:
In both of the above situations, the current supervisor shares information regarding the employee’s work performance, training record, dependability, flexibility, and other skills and attributes. The human resources department provides access to the personnel file for review by the new supervisor upon request. Selection is based on the preceding factors and the needs of the person or people in the new program, work location or team.
If the employee has received written performance feedback within the last six months, they will they will not be able to transfer until the employee has shown sustained improvement that is documented by the existing supervisor and employee.
External
Job openings at Mains’l are advertised on the company website by position type, in newspapers, at job fairs, college career centers, Workforce Centers, and/or the internet. Applicants proceed through the following process:
Employment at Mains’l is dependent on successful completion of all State and licensing requirements. The offer of employment letter will specify all requirements.
EEO/AA Policy Statement
Employment Application
Internal Application
The Mains’l workforce is prepared to fulfill individual and team performance expectations associated with their assigned job responsibilities. Training and development prepares and enhances each employee’s ability to be competent and confident in their role and responsibilities.
The content of orientation and annual trainings are based on:
Employees are paid for trainings when they are required by Mains’l. If an employee chooses to take additional training beyond what is assigned, the employee will not be paid by Mains’l for that time.
Orientation training is completed by all new employees and current employees transferring to a new position or department within Mains'l. Additionally, all employees are encouraged, and in some cases required, to participate in ongoing annual professional and educational training. Mains'l provides information to employees on important conferences, workshops, and training opportunities. When attendance at training is required by Mains’l, the agency covers the cost of training and pre-approved expenses. Supervisors may consider certain trainings required or optional based on the unique experience and role of each employee. Employees are notified if training is required or optional.
Training and development may be conducted by members of the human resources teams, administrative team, supervisors, senior supervisors, directors, people receiving services, parents and other stakeholders, and direct care employees. Employees may receive online training, classroom instruction and competency testing, site specific instruction and competency testing, and on the job training and coaching. Some training may be completed over the phone if approved by the supervisor.
What are my training expectations?
Each Mains’l employee is expected to demonstrate the knowledge and skills needed to be successful in their role. Employee training and development involves building skills and knowledge that enhances the employee’s skills, knowledge and abilities, both personally and professionally. Training instructions and expectations are given to the new employee at their first day- Welcome Aboard.
Orientation Training and Development
There are six (6) parts to Mains’l orientation process:
Ongoing Training and Development
There are two (2) parts to Mains’l ongoing training and development
The supervisor may assign to another trained and competent person parts of training and employee development with pre-approval from their supervisor. Trainers document the training topics, dates and times they train an employee. The employee and trainer(s) sign off after training is completed.
Alternative Sources of Training
Employees who choose to attend training offered outside of the agency should check with their supervisor to clarify if the training will count towards their Mains’l trainings and if time or training costs will or will not be paid by Mains’l. Trainings from sources other than Mains’l may count toward the orientation or annual training requirements if:
Due to the considerations of our nurse’s licenses, we do not accept Medication Administration from other agencies.
Supervisors may schedule and complete trainings with employees over the phone to fulfill annual training requirements. Phone training must be approved by the supervisor. Phone trainings are documented on the Training Log and submitted to Human Resources for data entry. Supervisor approved trainings completed over the phone may be entered on a timesheet.
Team Meetings
Team meetings are defined as in-person or over the phone correspondence with one or more employees and their supervisor or a trainer approved by the supervisor.
Employees are expected to meet with and correspond with their supervisor as requested. Supervisors communicate team meeting expectations during Orientation to Specific Job Responsibilities and will inform employees of additional meeting and training requirements as they occur to ensure employees are properly trained and competent to perform their jobs.
Mains’l expects that employees working in houses that are licensed as Community Residential Settings and office staff attend a monthly in-person team meeting. All other employees are expected to meet with and correspond with their supervisor as requested. Supervisors communicate team meeting expectations during Orientation to Specific Job Responsibilities and will inform employees of additional meeting requirements as they occur to ensure employees are properly trained and competent to perform their jobs.
Employees communicate with their supervisor if they are unable to attend a team meeting. Unapproved absence from a team meeting or frequently missing meetings is a performance issue that supervisors are expected to address with employees.
How much training is needed?
Service Type |
Years of Experience |
Orientation Training Hours Required |
Annual Training Hours Required |
Licensed Day Program Services |
Any |
8 Hours |
8 Hours |
Licensed Level 4- In Home |
Less than 12 months |
32 Hours |
20 hours |
Greater than 12 months |
20 Hours |
20 hours |
There may be variations on the required hours and topics of training based on the employee’s experience and/or person being supported.
How is training recorded?
Mains’l maintains a training record for each employee. Proof of attendance for in-person, over the phone, or trainings offered outside of Mains’l is submitted by the trainer to the human resources or support services department immediately following the training (within 2 business days), and then it is entered in our Human Resource Information System. Online training is automatically recorded in the Human Resource Information System.
Documentation of training completion, competency tests, and a record of the amount of time credited towards training are recorded in the Human Resource Information System. The employee, human resources, support services, and the supervisor are able to view where the employee is at with completion of training.
On a monthly basis, training reports are provided to all supervisors who in turn notify employees of training requirements and/or hours not yet completed. It is the responsibility of the employee to assure that these trainings and hour requirements are fulfilled. Participation in trainings must be documented and turned in on a timely basis to ensure accurate training records.
The Key to Your Success is You!
We are committed to being guided by our mission, vision and values, as well as the rules and regulations that set standards for our work. Successful completion of training requirements and ongoing participation in employee development is a collective responsibility of the Mains’l Team, with you as the centerpiece. We succeed in large part because of the training and development we undertake and subsequent skills and abilities we demonstrate and expand on.
Honoring the Mains’l standard of excellence
New hires will be required to complete Section 1 of federal Form I-9 on the first day of paid employment and must present acceptable documents authorized by the U.S. Citizenship and Immigration Services proving identity and employment authorization no later than the third business day following the start of employment with Mains'l. If you are currently employed and have not complied with this requirement or if your status has changed, inform your Manager.
If you are authorized to work in this country for a limited period of time, you will be required to submit proof of renewed employment eligibility prior to expiration of that period to remain employed by the Company.
Mains’l provides Equal Employment Opportunities to all employees and applicants. We do so in accordance with all applicable Equal Employment Opportunity/Affirmative Action laws, directives and regulations of Federal, State and Local governing bodies.
The purpose of this policy is to ensure that all employment decisions are made on a non-discriminatory basis without regard to race, color, creed, religion, national origin, ancestry, age, gender, physical or mental disability, sexual orientation, marital status, gender identity, genetic characteristics, genetic information, military status or status with regard to public assistance, or other protected characteristics as defined by law. Mains’l commits the necessary time and resources, both financial and human, to achieve the goals of Equal Employment Opportunity and Affirmative Action.
Mains’l takes affirmative action to ensure that all employment practices are free of such discrimination. Such employment practices include, but are not limited to, the following: hiring, promotion, demotion, transfer, recruitment or recruitment advertising, selection, layoff, coaching and development conversations, separation, rates of pay or other forms of compensation, and selection for training, including apprenticeship. Mains’l fully supports incorporation of non-discrimination and Affirmative Action rules and regulations into contracts.
Mains’l evaluates the performance of its management and supervisory personnel on the basis of their involvement in achieving these Affirmative Action objectives as well as other established criteria. Any employee or subcontractor of this organization, who is alleged of violating this policy and procedure, will be subject to investigation and potential disciplinary action. Any subcontractor not complying with all applicable Equal Employment Opportunity/Affirmative Action laws, directives and regulations of the Federal, State and Local governing bodies will be subject to appropriate legal sanctions.
Mains’l has appointed the HR Director to manage the Equal Employment Opportunity program in collaboration with the Human Resources Departments in each state. Their responsibilities will include monitoring all Equal Employment Opportunity activities and reporting the effectiveness of this Affirmative Action Program as required by Federal, State and Local agencies.
At least annually, internal audit reports will be prepared. Data collected for these reports include applicant flow, new hires, promotions, transfers, and separations (voluntary and involuntary) by job group. Figures for each personnel process show a breakdown by sex, minority classification, and disability status. Reports are shared within the appropriate levels of management, and any problem areas are addressed as promptly as possible. The Chief Executive Officer of Mains’l receives and reviews reports on the progress of the program.
If any employee or applicant for employment believes he/she has been discriminated against, they should contact Director of Human Resources, 7000 78th Avenue North, Brooklyn Park, Minnesota 55445 or call 763-416-9136.
Sexual and Other Unlawful Harassment Policy and Procedure
Affirmative Action Plan
Employees occasionally need information in regards to their employment for personal or professional reasons (verifications of employment, references, etc.) and Mains’l is able to provide record of the information to the employee upon request.
Mains’l protects employee information and only releases employee information in the following circumstances:
All requests for employment information by outside agencies or current or former employees are forwarded to and answered by the human resources department.
Mains’l has a 72 hour turn-around time for all verifications of employment.
Mains’l will grant eligible employees time off without pay in accordance with the federally mandated Family and Medical Leave Act.
These family friendly laws give employees the opportunity to balance work and family life by providing time to care for self or family in the following situations:
There are two major differences between the Federal Family Medical Leave Act (FMLA) and the California Family Rights Act (CFRA)
Following the approved leave, Mains’l returns the employee to the same or equivalent position with equivalent benefits, pay and conditions of employment.
All employees receive a copy of the notices, “Employee Rights under the Family and Medical Leave Act” and “California Family Rights Act” during Welcome Aboard.
The Family and Medical Leave Act interfaces with other laws and regulations, specifically the California Family Rights Act, Americans with Disabilities Act, Workers’ Compensation laws and COBRA benefits.
The Family and Medical Leave Act and California Family Rights Act interface with other policies and procedures of Mains’l Services, Inc., specifically Paid Time Off, Unpaid time off part-time hourly employees, Workplace Injuries, and Insurance Benefits.
Benefits and Protections
Mains’l provides eligible employees up to 12 weeks of unpaid family and medical leave annually in accordance with the Family and Medical Leave Act (FMLA) and California Family Rights Act (CFRA). FMLA/CFRA may be taken for any of the following purposes:
Following the approved leave, Mains’l returns the employee to the same or equivalent position with equivalent benefits, pay and conditions of employment.
During FMLA/CFRA leave, Mains’l will maintain the employee’s insurance benefits on the same terms as if the employee had continued to work. The employee portion of the insurance premiums must continue to be paid by the employee, or reimbursed by the employee upon their return to work. We request that employees who are currently enrolled in any benefits through Mains’l partner with Human Resources to formulate a plan for the employee’s portion of insurance premiums to be covered while out or when they return from leave.
The obligation of Mains’l to maintain insurance benefits during FMLA/CFRA leave stop if/when:
Eligibility
Employees are eligible for FMLA/CFRA leave if they have:
*If an employee does not meet the eligibility requirements and has a medical condition that requires them to be off of work for more than three days, please call Human Resources.
An eligible employee is entitled to take up to 12 weeks of leave in a 12-month period. An employee’s 12 month leave period is a “rolling” 12 month period measured backward from the date an employee uses any FMLA/CFRA leave. Each time an employee takes FMLA/CFRA leave, the remaining leave entitlement is any balance of the 12 weeks which has not been used during the immediately preceding 12 months.
Employee Responsibilities
Mains’l expects employees provide 30 days advance notice of the need to take FMLA/CFRA leave when the need is foreseeable. Employees submit the Request for Leave of Absence Form to their supervisor as soon as possible. When 30 days notice is not possible, it is expected that the employee provide notice as soon as practicable and comply with Mains’l normal call-in procedures.
Employees need to provide sufficient information for Mains’l to determine if the leave may qualify for FMLA/CFRA protection and the anticipated timing and duration of the leave. Employees need to inform the employer if the requested leave is for a reason for which FMLA leave was previously taken or certified. Employees also may be required to provide a certification and periodic certification supporting the need for leave or may be required to provide a fitness-for-duty certification prior to returning to work.
Mains’l may delay or deny leave if employee fails to provide certification in a timely manner. If employee fails to provide certification, any leave taken will not be protected under FMLA.
If an employee fails to return to work on the agreed upon return date, Mains’l will assume that the employee has resigned.
Mains’l Responsibilities
Mains’l will inform employees requesting leave whether they are eligible under FMLA/CFRA and the amount of leave counted against the employee’s leave entitlement. If they are, the notice will specify any additional information required as well as the employees’ rights and responsibilities. If they are not eligible, Mains’l will provide a reason for the ineligibility.
Supervisors are responsible for contacting human resources as soon as possible if an employee:
Human Resources is responsible for approving/denying FMLA, sending required notices and following up with employees and supervisors and interpreting this policy.
Definition of Serious Health Condition
A serious health condition is an illness, injury, impairment, or physical or mental condition that involves either an overnight stay in a medical care facility, or continuing treatment by a health care provider for a condition that either prevents the employee from performing the functions of the employee’s job, or prevents the qualified family member from participating in school or other daily activities.
Subject to certain conditions, the continuing treatment requirement may be met by a period of incapacity of more than 3 consecutive calendar days combined with a least two visits to a health care provider or one visit and a regimen of continuing treatment, or incapacity due to pregnancy, or incapacity due to a chronic condition.
Military Family Leave Entitlements
Eligible employees with a spouse, son, daughter, or parent on active duty or call to active duty status in the National Guard or Reserves in support of a contingency operation may use their 12-week leave entitlement to address certain qualifying exigencies. Qualifying exigencies may include attending certain military events, arranging for alternative childcare, addressing certain financial and legal arrangement, attending certain counseling sessions, and attending post-deployment reintegration briefings.
FMLA also includes a special leave entitlement that permits eligible employees to take up to 26 weeks of leave to care for a covered service member during a single 12-month period. A covered service member is: (1) a current member of the Armed Forces, including a member for the National Guard or Reserves, who is undergoing medical treatment, recuperation or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness*, or (2) a veteran who was discharged or released under conditions other than dishonorable at any time during the five-year period prior to the first date the eligible employee takes FMLA leave to care for the covered veteran, and who is undergoing medical treatment, recuperation, or therapy for a serious injury or illness*.
*The FMLA/CFRA definitions of “serious injury or illness” for current service members and veterans are distinct from the FMLA/CFRA definition of “serious health condition”.
Use of Leave
FMLA/CFRA Leave can be taken in one block, intermittently or on a reduced leave schedule based on the employee’s healthcare provider’s statement or other certification. Employees are required to make reasonable efforts to schedule leave for planned medical treatment so as not to unduly disrupt operations.
Use of Paid Time Off and/or Sick Leave and other approved leaves
An employee who is taking FMLA/CFRA may use sick leave, accrued PTO, unpaid leave or a combination of all. See Paid Time Off Policy for additional information. Any period of leave during which an employee received workers’ compensation benefits will be counted toward the employee’s entitlement to family and medical leave, provided the leave is due to the employee’s serious health condition as defined in this policy. Any period of parental leave or other leave under state law will count toward the employee’s FMLA/CFRA entitlement.
Mains'l is committed to complying with all applicable laws and ensuring that employees avoid heat illness while working outside. Heat illness may begin with mild symptoms and progress quickly to signs of serious and life-threatening illness. All employees who work outdoors and are reasonably anticipated to be exposed to the risk of heat illness will be provided detailed training before starting work involving a risk of heat illness.
This policy ensures that employees working outdoors understand they are allowed and encouraged to take preventative cool-down rest periods in provided shaded areas whenever they feel the need to protect themselves from overheating.
You may also be asked to take a cool-down rest period if you are observed having any signs of heat illness. Access to shade is permitted at all times. Cool-down periods are not limited in frequency and are considered time worked.
When taking a preventative cool-down rest period:
The Company provides fresh, pure, and suitably cool drinking water at no charge. When the work environment is hot, you are encouraged to frequently drink small cups of water, with up to four cups (one quart or more) per hour recommended, to stay hydrated.
The Company has in place effective emergency response procedures if you show signs or report symptoms of heat illness while taking a preventative cool-down rest period.
You must immediately report to your Manager if you experience any symptoms or signs of heat illness or see signs of heat illness in co-workers so that the Company can respond with medical attention, as appropriate.
The Company will not discriminate or retaliate against employees who take preventative cool-down rest periods in accordance with this policy.
Mains’l believes in the total well-being of its employees. For this reason, we offer a robust benefits package that reflects our core values and beliefs. Our benefits are competitive within our industry to attract and retain a high performing and motivated workforce.
Information and summary plan descriptions explaining the benefit plans are furnished to all plan participants on a timely and continuing basis. Mains’l reserves the right to modify, change, or terminate insurance benefit programs as they apply to all current and former employees. The agency further reserves the right to change the amount or percentage that it contributes towards the employee insurance plans. Any change in coverage is in compliance with all insurance contracts and communicated to employees according to applicable laws and regulations.
Eligibility
Employees hired to work an average of thirty (30) hours per week or more are eligible for insurance benefits including medical, dental, vision, short-term disability, accident insurance, basic life, and voluntary life. Salaried employees meeting this status also are eligible for long-term disability insurance.
Enrollment is explained in the graphic below:
Enrollment
The eligible employee receives information on the insurance plans after attaining eligibility. Enrollment elections must be made through Colonial Life during the enrollment period listed in the information packet. Failure to enroll through Colonial Life during the enrollment period results in the employee voluntarily declining coverage.
Once the initial enrollment period has passed, the employee is not eligible to reapply for coverage until the designated annual open enrollment. Open enrollment for all benefits is in November/December with effective coverage January 1st, or for variable hour workers, after meeting the hour requirement after a measurement period. If you are newly hired during the year or have a status change that makes you eligible enrollment will be the first of the month following 60 days of employment with your qualifying status. During open enrollment, any eligible employee can apply for coverage, or add dependents to their coverage.
Dependents may be added or dropped from your insurance policy at the time of marriage, birth or adoption. Other qualifying events may allow an employee or dependents to enter the plan.
Enrollment in the Mains’l paid life insurance and long term disability plan is mandatory for all eligible employees. All employees will be enrolled. There is not an open enrollment for the Mains’l paid life and disability insurance.
Cost of Coverage
The exact amount of the employee contribution for the insurance is provided to employees with the enrollment information. The employee contribution for coverage is deducted from payroll. Employees acknowledge payroll deductions verbally and with an electronic signature through Colonial Life during enrollment.
The cost for the medical insurance depends on the coverage elected. For employee only, the cost is based on the age band of the employee. If electing spousal coverage, the cost for the spouse is based on the age of the spouse. Also, if electing coverage for children, the cost is based on number of children enrolled in the coverage.
The cost for the dental insurance depends on the coverage elected – employee only or family.
The cost for the vision insurance depends on the coverage elected – employee only, employee plus spouse, employee plus child (ren) or family.
The cost for voluntary short term disability insurance depends on the coverage elected and is age based. Coverage can be elected for legal dependents.
The cost for voluntary accident insurance depends on the coverage elected – employee, employee plus spouse, one parent family, or two parent families.
The cost for voluntary life insurance depends on the coverage elected and is age based. Coverage can be elected for legal dependents.
The cost for the mandatory life insurance and long term disability insurance (employee coverage is available) is paid by Mains’l
Please note that in order to enroll any spouse or children where coverages are available, the employee themselves must be enrolled in the coverage.
Ineligibility and Termination of Coverage
The federal Consolidated Omnibus Budget Reconciliation Act (COBRA) and state law gives employees and their qualified beneficiaries the opportunity to continue health, dental, vision and life insurance coverage under the Mains’l sponsored plan when a “qualifying event” would normally result in the loss of eligibility. Typical qualifying events include resignation, separation of employment, or death of an employee; a reduction in an employee’s hours or a leave of absence; an employee’s divorce or legal separation; and a dependent child no longer meeting eligibility requirements.
If the employee is still employed, but is no longer eligible due to reduction of hours, the following will occur:
If coverage is cancelled, the employee will be offered continuation of insurance through COBRA. Under COBRA, the employee or beneficiary pays the full cost of coverage at Mains’l group rates plus an administration fee. Mains’l provides each eligible employee with a written notice describing rights granted under COBRA and state law when the employee becomes eligible for COBRA continuation coverage. Contact the human resources department for additional information.
Human resources is available to answer employee questions concerning benefits and to counsel new employees and current employees as they achieve eligibility as to specific benefit coverage and required forms to complete. See insurance Summary Plan Descriptions for more information
The health and safety of those we support, our employees and their families is our top priority. Due to the ongoing nature of the COVID-19 pandemic and the fact that the Delta variant is extremely contagious, we have a responsibility—to each other and to those we support—to follow recommended health care practices.
Because of the nature of our work, we also must comply with the California Public Health Order issued September 28, 2021 which requires vaccination in direct-care settings.
To summarize the Public Health Order “requiring COVID-19 vaccinations for workers in adult and senior care facilities and those employed in in-home direct care settings” including:
On December 22, 2021 there was a new public health order (PHO) issued by the California Department of Public Health mandating COVID-19 booster shots. Regional Centers Statewide have received notification from the Department of Developmental Services (DDS) now mandating the COVID-19 Vaccinations and a booster shot for all Regional Center service providers, no later than March 1, 2022.
As outlined in the PHO, Mains’l will make reasonable accommodations for employees who are unable to be vaccinated because of a disability, or sincerely held religious belief. Employees will need to follow the exemption process outlined in the procedure below.
If an employee qualifies for a medical or religious exemption, they must:
All employees will need to show proof of vaccination upon hire or qualify for an exemption.
Vaccination Exemption procedure:
To be eligible for a Qualified Medical Reasons exemption, the worker must provide to their employer or employer-recipient:
To be eligible for a Religious Exemption, the employee must have a sincerely held religious belief, practice, or observance which prevents them from receiving the vaccine and must provide to their employer or employer-recipient:
All exemption requests will be reviewed by the COVID Response Team and stored in the employee file.
All employees with an exemption are required to test weekly, and report each weekly test result to Mains’l. The employee is responsible to upload test results into the confidential employee file by the due date. If a weekly test is missed due to absence or time off the employee will have 72 hours from the original test day to be tested. If the employee fails to test within the timeline, they will be placed on unpaid leave pending negative test results.
Mains’l employees may be requested to provide medical clearances at times during their employment, to provide for the health and wellbeing of all employees in the workplace. Any current employee with symptoms or signs of a communicable disease is prohibited from working until freedom from disease is documented by a health care provider.
If a current employee is absent from work for three (3) or more days due to illness, a statement from a health care provider may be requested before the employee is allowed to return to work. Any qualifying leave of absence due to a medical condition or return from a workers compensation injury requires a medical clearance for an employee to return to work.
New employees of Mains'l may be required to complete an employee health screening report and TB test declaring that their physical and health is suitable to meet the responsibilities of their position
For employees to return to work from a known communicable disease, workers compensation injury, or a medical leave of absence, the employee provides a medical clearance directly to their supervisor who will submit to Human Resources. Once provided, the employee is able to return back to work.
For absences from work for three days or more due to illness, employees whom are requested will provide a medical clearance directly to their supervisor who will submit to human resources. Human Resources will maintain a record in the medical portion of the personnel file.
Mains’l Human Resources will provide employees with the employee health screening report. This is completed with a TB test by the employee prior to beginning employment. Mains’l reserves the right to designate the health care provider and incurs the expense.
FMLA Policy and Procedure
Workplace Injuries and Workers’ Compensation Policy and Procedure
Employee Selection Policy and Procedure
California's Paid Family Leave (PFL) insurance program provides eligible employees with up to six weeks of partial wage replacement in any 12-month period to take time off from work to bond with a new child (either by birth, adoption, or foster care placement) or to care for a seriously ill family member (child, parent, parent-in-law, grandparent, grandchild, sibling, spouse, or registered domestic partner). The 12-month period begins on the day a claim is submitted.
PFL insurance is funded entirely by workers through state disability insurance (SDI) payroll deductions. If you are currently receiving benefits from SDI or workers' compensation insurance, you may not be eligible to receive PFL benefits. The California PFL insurance program does not create a right to a leave of absence, job protection, or job reinstatement.
The PFL insurance program makes benefits available to eligible employees through the California Employment Development Department (EDD). Apply for PFL insurance directly with the EDD. Contact the EDD for information on eligibility or to obtain a claim form. Medical and other documentation may be required.
Personal Time Off (PTO)
Salaried and full time hourly employees of Mains’l are eligible to utilize accumulated Personal Time Off (PTO) as an employment benefit. PTO provides flexibility and greater opportunity for employees to manage their time off according to their own lifestyle and needs. Part-time employees do not earn or accrue PTO.
Personal Time Off is important for the physical and mental health of employees and every effort is made to accommodate PTO requests. However, consideration must also be given to the needs of the people supported by the agency and to maintaining the prescribed staffing schedules at the work site. For this reason, supervisor approval is required for all PTO requests.
Employees are expected to find replacements for their personal time off.
Employees begin to earn PTO on their first day of full time employment status. Employees earn PTO based on the actual number of hours worked. Earned PTO hours can be taken once accrued with supervisor approval.
The schedule for the maximum PTO hours per year and the accumulation per hour are:
Accumulation by Year | Eligible to Take | Max PTO Hours/Year | PTO Accumulated/Hour Worked |
0 -1st year of full time | 1st year of full time and beyond | 48 | .0230769 |
2nd year of full time | 2nd year of full time and beyond | 80 | .0384615 |
3rd year of full time | 3rd year of full time and beyond | 80 | .0384615 |
4th year of full time | 4th year of full time and beyond | 96 | .0461538 |
5th year of full time | 5th year of full time and beyond | 96 | .0461538 |
6th year of full time | 6th year of full time and beyond | 120 | .0576923 |
7th year of full time | 7th year of full time and beyond | 120 | .0576923 |
8th year of full time | 8th year of full time and beyond | 144 | .0692307 |
9th year of full time | 9th year of full time and beyond | 144 | .0692307 |
10th year and beyond | 10th year of full time and beyond | 160 | .07693 |
The maximum of PTO an employee can have accrued in their PTO account at any time is 150% of the Max PTO Hours/Year as referred in the schedule above.
Bereavement Leave
Paid leave up to three (3) days is granted to full time hourly employees in the event of the death, pregnancy loss, funeral or estate settlement of an immediate family member. Immediate family member includes spouse, parents, children (including unborn children), siblings, grandparents, grandchildren, step-children, parents-in-law, sister-in-law, brother-in-law, daughter-in-law, and son-in-law and common law domestic partners as defined by law.
Jury Leave
Mains’l supports the civic responsibility of employees when called for jury duty. Mains’l supplements jury pay to full time hourly employees, up to a maximum of two (2) weeks, with the amount necessary so the employee’s take home pay is unchanged.
Parental Leave
Mains’l recognizes the importance of parental involvement, support, and nurturing following the birth or adoption of a child. In support of this commitment to parenting, eligible employees, upon request, are granted four (4) weeks of paid leave. For eligible employees, additional unpaid leave, up to eight (8) more weeks, can be requested under the Family and Medical Leave Policy.
Upon return to work, the employee is guaranteed the same rate of pay as prior to the leave. Every effort is made to return the employee to the same position or a position of comparable responsibility.
Bone Marrow and Organ Donor Leave
Mains’l will provide employees with a paid leave of absence for the purpose of donating organs or bone marrow. When donating an organ, you may take up to 30 paid business days in any one-year period. When donating bone marrow, you may take up to five paid business days in any one-year period. The one-year period for both leaves is measured from the date leave begins.
Mains’l will also provide an additional unpaid leave of absence of up to 30 business days in a one-year period when donating an organ. The one-year period is measured from the date leave begins.
Interpretation
The designated human resources personnel is responsible for interpreting this policy, if needed.
Personal Time Off (PTO)
All full time employees are eligible for Personal Time Off (PTO) according to policy. Full time employees receive PTO according to the schedule in the Paid Time Off – Salaried and Hourly Employees policy.
Bereavement Leave
Jury Leave
Parental Leave
Bone Marrow and Organ Donor Leave
This policy outlines procedures relating to payroll, including: payments and pay periods, time reporting, time keeping fraud, holiday scheduling, overtime, and non-occupational changes in employee payroll information.
The Fair Labor Standards Act (FLSA) is a law that requires employers to classify jobs as either exempt or nonexempt. Nonexempt employees are covered by FLSA rules and regulations, and exempt employees are not covered by FLSA rules and regulations.
Exempt or non-exempt status is determined by Human Resources and communicated to each employee on the Offer of Employment Letter.
The following information applies to both exempt and nonexempt employees:
Mains’l is not responsible for any delays in mail service or electronic deposits in your bank account. Errors in electronic deposits resulting in funds not being deposited will be re-issued after verification has been received from the bank that the funds have been returned to Mains’l. Pay dates are listed on the payroll calendar that is given to each employee during onboarding and can be accessed or requested at any time.
If anyone instructs you to falsify or lie on a timesheet or to instruct someone else to falsify or lie on a timesheet you must report the situation immediately to Human Resources at 530-899-1907 ext. 351.
Certain edits may be made to an employee’s timesheet by Mains’l that does not constitute a violation of this policy or state and federal laws. Allowable edits are limited to:
Any person who is suspected of committing timesheet fraud will be reported to the Office of the Inspector General. Mains’l will not continue to employ or do business with an individual who has committed timesheet fraud.
Notification of changes to your direct deposit information must be submitted to the payroll department on a Payroll Direct Deposit Authorization Form no later than one week before payday. If an employee fails to submit a change one week before payroll, payroll deposits will be made to the account on file, if no account is on file a paper check will be issued.
If you observe different religious holiday’s than those provided by Mains’l, please contact your supervisor to discuss swapping your preferred religious holiday with one identified in this policy. The agreement to swap holidays should be documented and provided to HR for the employee’s file.
Holidays: Due to the variety of work environments and services that Mains’l provides, we have holiday pay practices that are different based on the type of work being performed.
New Year’s Day- January 1 | Independence Day- July 4th |
Martin Luther King Jr. Day- third Monday of January | Labor Day- first Monday in September |
President’s Day- third Monday of February | Thanksgiving Day- fourth Thursday of November |
Easter – Date Changes | Christmas Eve- December 24 from 12pm-12am |
Memorial Day- last Monday in May | Christmas Day- December 25 |
Juneteenth National Independence Day- June 19th | New Year’s Eve- December 31 from 6pm-12am |
Whenever there are two premium pay rates for hours worked (i.e. overtime and holiday) only one premium pay rate is paid.
New Year’s Day- January 1* | Labor Day- first Monday in September |
Martin Luther King Jr. Day- third Monday of January | Thanksgiving Day- fourth Thursday of November |
President’s Day- third Monday of February | The Day after Thanksgiving- fourth Friday of Novemeber |
Memorial Day- last Monday in May | Christmas Eve- December 24* |
Juneteenth National Independence Day- June 19th* | Christmas Day- December 25* |
Independence Day- July 4th* |
*The holiday will be observed on the nearest weekday if the holiday lands on a Saturday or Sunday.
New Year’s Day- January 1* | Thanksgiving Day- fourth Thursday of November |
Martin Luther King Jr. Day- third Monday of January | The Day after Thanksgiving- fourth Friday of Novemeber |
Juneteenth National Independence Day- June 19th* | Christmas Eve- December 24* |
Labor Day- first Monday in September | Christmas Day- December 25* |
*The holiday will be observed on the nearest weekday if the holiday lands on a Saturday or Sunday.
Without an electronic notes entry, the hours cannot be billed. Employees who are required to complete a notes entry should do so each day they work and must submit no later than due date and time listed on the payroll calendar. The supervisor is required to review notes entries before approving the hours to be paid for that employee.
The following information applies to nonexempt employees only:
Both options for recording your work time create an official record called a timesheet. A permanent record of your timesheets is stored in the timesheet and reimbursement system.
It is the goal of Mains’l to train employees to successfully submit time records as part of their documentation responsibilities and to ensure employees are paid accurately. We expect all employees will enter their time as it is worked and ensure the data that is entered is accurate and fully complete before the due date and time.
In the event that time records are not completed within the established time frames or within the expectations required for billing and pay purposes, Mains’l expects that the supervisor and employee form and follow a plan to correct the performance issue. If you are struggling with time entry, ask questions or ask for help immediately.
Many of the services that Mains’l provides are billed in 15 minute units. So, our timesheet system will automatically enter the time in 15 minute units.
Non-exempt employees are paid overtime at the rate of one and one-half times their regular rate of pay. Overtime pay is based on actual hours worked. PTO, Sick, or any leave of absence is not considered hours worked. Overtime is not paid more than once for the same hours worked. Overtime is calculated to the nearest fifteen (15) minutes.
The following information applies to exempt (salaried) employees only:
INTERNAL CONTROLS:
Mains’l believes that it is the responsibility of the agency and its leaders to help employees successfully manage their positions and to support their professional development. This is accomplished through on-the-job mentoring, training, and coaching, performance management meetings with the supervisor and the use of performance management tools and processes. All are intended to assist employees with their career development while helping the agency retain a competent work force.
Performance Management is an ongoing process rather than a once a year event. Supervisors will mentor and coach employees whenever they are present at the work site in addition to the annual or bi-annual Employee Feedback and Development Summary meetings. The purposes of these meetings are to discuss training, development goals, to set expectations, and to generate any needed outcomes.
Employees share responsibility for their successful performance of their position. Employees are expected to speak with their supervisors to request training.
Performance Management is the general term describing a process by which Mains'l helps employees to successfully manage their positions. The specific process and tool used is determined by the position of the employee and the outcome desired.
Performance Evaluations
Performance evaluations are intended to assist employees with their career development while helping the Agency retain a competent work force. It is the policy of the Agency to provide employees with a formal review of their performance at various career milestones, as follows:
Type of Evaluations:
Evaluations will be reviewed with the staff member in private with the opportunity for the staff member to comment. The staff member signs the form to acknowledge that an evaluation has been done and receives a copy of the evaluation. In the event the employee refuses to sign the evaluation, a witness (other than the supervisor) will sign the evaluation confirming that the employee has received a copy of the written evaluation and refused to sign it.
After the employee signs the performance evaluations, all completed forms will be forwarded to human resources.
While Mains’l permits employees to bring personal cell phones and other mobile devices (i.e. smart phones, PDAs, tablets, laptops) into the workplace, time should be used for the benefit of the people who use our services and not for personal business.
Personal phone calls during working hours distract employees from their job responsibilities and may be disruptive to those around the employee. Thus, you should primarily use such personal devices during nonworking time, such as breaks and meal periods. During this time, use devices in a manner that is courteous to those around you. Outside of nonworking time, use of such devices should be minimal and limited to emergency use only.
Furthermore, employees don’t use the phones of the people that we are providing services to for any personal phone calls that are not an emergency.
If you have a device that has a camera and/or audio/video recording capability, you are restricted from using those functions on company or the people we are providing services to property unless authorized in advance by management or when they are used in a manner consistent with your right to engage in concerted activity under section 7 of the National Labor Relations Act (NLRA). You are expected to comply with Mains’l policies regarding the protection of confidential and proprietary information when using personal devices.
You may have the opportunity to use your personal devices for work purposes. Before using a personal device for work-related purposes, you must obtain written authorization from the Manager. The use of personal devices is limited to certain employees who hold positions that include need for a cell phone.
If you are authorized to use a personal device, you will receive a monthly stipend based on the estimated use of the device for business-related costs. If you obtain or currently have a plan that exceeds the monthly stipend, Mains’l will not be liable for the cost difference. The stipend will be considered a non-taxable fringe benefit to the employee.
Nothing in this policy is intended to prevent the employee from engaging in protected concerted activity under the NLRA.
Pregnancy, childbirth, or related medical conditions will be treated like any other disability, and an employee on leave will be eligible for temporary disability benefits in the same amount and degree as any other employee on leave. Under California’s Pregnancy Disability Leave (PDL), employers are required to accommodate employees with a pregnancy disability. Your health care provider will recommend how long you need to take leave from work, but you are entitled to up to four months of PDL per pregnancy. This leave is in addition to any other leave for which you may be eligible under the provisions of the Fair Employment and Housing Act, California Medical Leave Act, other state laws and local ordinances, and Mains’l’s leave policies.
Eligibility:
There is no minimum requirement for number of hours or years worked to be eligible. Your health care provider should recommend PDL in order to apply for it.
Any employee planning to take pregnancy disability leave should advise the HR Generalist as early as possible. The individual should make an appointment with the HR Generalist to discuss the following conditions:
Leave does not need to be taken in one continuous period of time and may be taken intermittently, as needed. Leave may be taken in increments of four hours.
Under most circumstances, upon submission of a medical certification that an employee is able to return to work from a pregnancy disability leave, an employee will be reinstated to her same position held at the time the leave began or to an equivalent position, if available. An employee returning from a pregnancy disability leave has no greater right to reinstatement than if the employee had been continuously employed.
Bereavement Leave
Mains’l provides eligible employees up to five days of unpaid bereavement leave upon the death of a family member. The five days of leave don’t have to be consecutive, but they must be used within three months of the qualifying family member’s death. An eligible employee has been employed for at least 30 days prior to the start of the leave. For purposes of bereavement leave, qualifying family members includes a spouse, child, parent, parent-in-law, sibling, grandparent, grandchild, or domestic partner. Employees are entitled to use bereavement leave any time they experience the death of a family member.
The Company will maintain confidentiality of any employee requesting bereavement leave.
You may use available vacation, personal leave, or accrued and available paid sick leave for your leave.
The Company will not discriminate, interfere, or retaliate against employees who request or take leave in accordance with this policy.
Crime Victim Leave
Mains'l provides employees who are the victim of a violent felony or serious felony (or the family member of a victim of a violent felony or serious felony) with unpaid leave in order to attend judicial proceedings related to the crime. A family member under this policy includes a spouse, domestic partner, child, stepchild, brother, stepbrother, sister, stepsister, mother, stepmother, father, or stepfather.
When the need for leave is foreseeable, you must provide documentation of the scheduled proceeding. Such notice is typically given to the victim of the crime by a court or government agency setting the hearing, a district attorney or prosecuting attorney's office, or a victim/witness office. If advance notice is not possible, you must provide appropriate documentation within a reasonable time after the absence.
Any absence from work to attend judicial proceedings will be unpaid, unless you choose to take paid time off, such as accrued vacation or personal holiday.
The Company will not retaliate against employees who request or take leave in accordance with this policy.
Leave for Victims of Domestic Violence, Sexual Assault, or Stalking
Mains'l provides employees who are victims of domestic violence, sexual assault, or stalking with unpaid leave to:
You must provide reasonable advance notice of your intention to take leave for the above reasons unless advanced notice is not feasible. If an unscheduled absence occurs, you must provide the following documentation within a reasonable amount of time after your absence:
You may use available vacation, personal leave, or accrued paid sick leave for your leave unless you are covered by a collective-bargaining agreement that states otherwise.
Leave under this policy will run concurrently with other types of leave where permitted under applicable law.
The Company will maintain the confidentiality of anyone requesting time off or requesting an accommodation under this policy, except as required by federal or state law or as necessary to protect your safety in the workplace.
The Company will not retaliate against a victim of domestic violence, sexual assault, or stalking for requesting or obtaining leave in accordance with this policy.
Mains'l provides up to 10 days of job-protected, unpaid leave to employees who are the spouse or registered domestic partner of a military member who is home on leave during a period of military deployment.
To be eligible for military spouse leave you must:
Notify your Manager of your need for leave within two business days from the day you receive official notice that your spouse or registered domestic partner will be on leave from deployment. You must also provide written documentation certifying that your spouse or registered domestic partner will be on leave from deployment during the time you are requesting leave.
You may elect to use any available paid time off for which you are eligible under Company policy for the purpose of taking military spouse leave, and such paid time off will run concurrently with the leave afforded under this policy.
The Company will not discriminate or retaliate against employees who request or take leave in accordance with this policy.
School and Child Care Activities Leave
Mains'l will provide employees who have one or more children that are of the age to attend a licensed child care provider, kindergarten, or grades 1 through 12, with up to 40 hours of leave per year to participate in the following:
Leave is limited to eight hours in any calendar month.
To be eligible for leave, you must be a parent, guardian, step-parent, foster parent, grandparent, or a person who stands in the place of a parent (in loco parentis) to a child.
If you wish to take leave to enroll a child in school or with a child care provider or to participate in a school or child-care related activity, you must provide reasonable advance notice to your Manager. If you need to take leave to address a child care provider or school emergency, you must provide notice to your Manager as soon as practicable. You may be required to provide documentation from the school or child care provider verifying that you participated in the school or childcare activity.
If both parents of a child work for the Company, only one parent — the first to provide notice — may take the time off, unless the Company approves both parents taking time off simultaneously.
You are not required to use accrued vacation time for this leave.
The Company will not retaliate against employees who request or take leave in accordance with this policy.
Voting Leave
If your work schedule prevents you from voting on Election Day, Mains'l will allow you a reasonable time off to vote. The time when you can go to vote will be at the discretion of your Manager, consistent with applicable legal requirements.
Witness Leave
If you are required by law to appear in court as a witness, you may take unpaid time off to do so, provided you give Mains'l reasonable advance notice.
Mains’l is committed to providing Equal Employment Opportunities to all employees and applicants. Mains’l recognizes that employees and/or applicants may need a reasonable accommodation to perform essential job functions due to pregnancy, nursing, disability, or other reason. A reasonable accommodation is an adjustment based on need that allows individuals to complete all essential job duties that does not cause undue hardship to Mains’l.
Mains’l reviews requests for accommodation to essential job functions in a fair and non-discriminatory manner. The employee and/or applicant is responsible for requesting a reasonable accommodation and requests are considered on a case-by-case basis. Mains’l may ask for documentation from a medical provider to be presented to show need for the accommodation. Once the request is provided, Mains’l has the right to request additional medical information or other clarifying information needed to make an informed decision. Mains’l has the right to have medical information reviewed by a medical expert of the agency’s choosing at the agency’s expense.
The goal of this procedure is to provide guidance which establishes steps around a timely process where Mains’l will collaborate with employees and/or applicants to explore reasonable accommodations.
To request a reasonable accommodation, submit in writing a request to your supervisor. All requests must have the following information (applicants to seek a request from HR):
For employees, the supervisor is to review the request and send the request to Human Resources for approval or denial. As HR receives requests from applicants, HR will partner with interviewing supervisors to share the request. Human Resources will guide the supervisor on next steps and expectations.
Human Resources review the request and determine:
Once all information is received and within a reasonable time frame, a determination of approval, denial or alternative accommodation is sent to the employee or applicant within 10 working days.
Mains’l will check in periodically with the employee to ensure that the accommodation is effective. If the accommodation is not effective, Mains’l will reengage in an interactive process.
Mains’l reimburses employees for approved mileage and expenses while they are working. Reimbursement for mileage and expenses is included on an employee’s paystub, which is direct deposited. The reimbursement is not taxed nor is it applied to any payroll deductions such as medical, dental, disability, garnishments or 401(k) contributions.
Mileage
In alignment with our company Mission, Vision, and Values, the people we serve use public transportation, subsidized transportation and passenger vehicles when using community services. Public transportation and subsidized transportation are often the first transportation method used. If those options are not feasible, and if the services provided allow for mileage reimbursement, employees may be asked to use their vehicle.
It is the policy of Mains’l to reimburse the employee for mileage according to a per mile formula. All employees receive approval from their supervisor before using their vehicle for reimbursable travel. In accordance with federal regulations, employees may not be reimbursed for the first or last trips made during a workday. These trips are considered commutes and are not reimbursable through either Mains’l Services, Inc. or the IRS.
Expenses
Employees do not use their own money to supplement the resources of the people whom they serve or the program in which they work. Program money is available at selected programs and is used for the benefit of the people served. The immediate supervisor is responsible for the disbursement and accounting of the money.
In some situations, employees of Mains’l Services may have out of pocket expenses and be eligible for reimbursement of their expenses. The employee receives approval from the immediate supervisor before spending any personal money and the approved expenses are incurred while the employee is performing job responsibilities.
Mains'l is dedicated to treating its employees equally and with respect and recognizes the diversity of their religious beliefs. All employees, unpaid interns, and volunteers may request an accommodation when their religious beliefs cause a deviation from the Company dress or grooming code, or the individual's schedule, basic job duties, or other aspects of employment. The Company will consider the request, but reserves the right to offer its own accommodation to the extent permitted by law. Some, but not all, of the factors that the Company will consider are cost, the effect that an accommodation will have on current established policies, and the burden on operations — including other employees — when determining a reasonable accommodation. At no time will the Company question the validity of a person's belief.
If you require a religious accommodation, speak with your Manager or Human Resources.
Although Mains’l hopes that employment with the company will be a mutually rewarding experience, it is understood that circumstances arise that cause separation of employment. Should this time come, employees are asked to follow the guidelines below regarding notice and exit procedures.
The employee is responsible for returning all Mains’l property (keys, phone, etc.) to the supervisor prior to or on their last day of employment.
When an employee resigns/is separated from employment at Mains’l, PTO is paid in the final paycheck and the PTO account is reset to zero.
Employee Resigns from Mains’l
We ask employees to submit a written notice of resignation to the immediate supervisor which includes the date that notice is given, the last day of work, the reasons for the resignation and the employee’s signature (The Mains’l form, “Letter of Resignation” may be used.) If there is a forwarding address, that information should also be provided at this time.
Employees are encouraged to provide a thirty (30) day written notice in advance of resigning from their position with Mains’l. The thirty (30) day notice is essential to facilitating a smooth transition out of the company as well as to hire a new employee to the position.
If an employee quits without giving notice, Mains’l will provide the final paycheck within 72 hours. If the employee quits and gives at least 72 hours’ notice, the final paycheck is given to the employee at the end of their shift on their last day.
Employees Separated for Performance/Misconduct
California is an at-will state, meaning that an employee may be terminated with or without cause at any time and for any lawful reason, with or without advance notice. Separation usually follows an unresolved job performance correction or disciplinary period but it may be immediate following an investigation into employee misconduct or other serious offenses. If negligent or criminal behavior or abuse or neglect are the grounds for separation, possible criminal charges may be filed against the employee.
The final paycheck is given to the employee at the time of their separation.
Employees That Are Separated From Mains’l for Reorganization or Economic Necessity
When a separation occurs due to reorganization or economic necessity, employees who are interested in resuming employment with Mains'l should submit a written statement of interest. Employees are rehired according to the skill needs of the agency.
The final paycheck is given to the employee at the time of their separation.
Inactive Employees
Employees who have not worked for three (3) months are separated from employment at Mains’l. If an employee is re hired more than six (6) months after their last day of work, they are considered a new employee and all orientation requirements must be fulfilled.
This handbook is our attempt to keep you informed of the terms and conditions of your employment, including Mains'l policies and procedures. The handbook is not a contract. The Company reserves the right to revise, add, or delete from this handbook as we determine to be in our best interest, except the policy concerning at-will employment. When changes are made to the policies and guidelines contained herein, we will endeavor to communicate them in a timely fashion, typically in a written supplement to the handbook or in a posting on company bulletin boards.
Use of public transportation, subsidized transportation, or transportation with the person’s natural support system is preferred to connect people with their community. When transportation is a part of the services we offer an agency owned vehicle, or an employee’s personal vehicle, can be used.
Mains’l promotes and provides for safe transportation of all persons. We expect our employees to follow all traffic laws. We also expect them, if they are driving, to have a valid drivers’ license and registration and auto insurance if using their own vehicle. Registration for agency owned vehicles will be provided by Mains’l. Mains’l Business Auto insurance is primary for liability when an employee is driving a company owned vehicle. Mains’l Business Auto insurance will cover the physical damage to a company owned vehicle.
Mains’l has established expectations for the following as is outlined in the following procedures:
Failing to follow this policy and procedure can have negative consequences to the agency and others. Therefore, if an employee does not follow this policy and procedure, it is considered a performance issue and their employment may be terminated.
Employees report to Mains’l the following as soon as they occur:
Employees who drive for work purposes:
Assistive techniques:
When people need assistance the following techniques are used:
Driver eligibility guidelines:
To ensure safe transportation, employees who drive for work purposes:
A state department of motor vehicle report is processed for each potential driver. Mains’l may check employee driving records at any time to verify driver suitability. Mains'l follows the recommendations of our commercial general liability insurance company on driving histories as to the eligibility of the employee to drive the vehicle.
Driver’s licenses are not required for working at Mains'l, however not having one limits employment options for those employees. This can even result in separation of employment if no acceptable position exists where driving is not required.
Mains’l uses a ten (10) point aggregate system. Points are assigned for each driving infraction in one’s history. Employees with driving records of ten (10) points or more within the look-back period are considered to be an ineligible driver for employment purposes. The look-back period is three years for all violations.
10 Point System
Driving Without a License |
10 Points |
Driving While License is Suspended/Revoked/Withdrawn |
10 Points |
Driving Under the Influence or while impaired |
10 Points |
Reckless/Careless Driving |
10 Points |
Any Speeding Violation |
4 Points |
Child Restraint/Wheelchair Restraint Violation |
5 Points |
Driving Without Insurance |
5 Points |
Any Moving Violation (excluding speed) |
2 Points |
Texting While Driving |
4 Points |
Cell Phone Use While Driving |
4 Points |
Seatbelt Violation |
2 Points |
Use of an employee owned vehicle for work
At work sites where no agency owned vehicles or modes of transportation, such as buses, are not available or appropriate, use of employee vehicles to transport a person receiving services is permitted.
Use of an agency owned vehicle:
While using an agency vehicle:
Manager responsibilities:
Vehicle accidents (Accident Protocol):
If an employee has an accident while working:
Training on agency vehicles:
Agency owned vehicle maintenance:
In California:
In Minnesota:
Managers and/or support coordinators are directed to periodically inspect the agency vehicle for dents and verify that the lights, wipers, signal and horn work all work.
Disability Parking Permits:
Agency Vehicle Inspections:
The Maintenance Committee inspects all agency vehicles and log books during regularly scheduled routine inspections. Any corrective action will be documented and forwarded to the manager.
This policy and procedure is reviewed during orientation and on an annual basis by employees who provide transportation.
Mains’l is committed to a safe and healthy working environment for all employees, persons receiving services and stakeholders.
Mains’l will comply with occupational safety and health standards or rules as stipulated by 29 CFR 1910 OSHA Federal General Industry Regulations and Department of Labor and Industry OSHA state laws and rules.
(Right to Know) Mains’l neither manufactures, stores, transfers or disposes of any hazardous materials.
Mains’l has policies and procedures on blood borne pathogens which provide for infection control through procedures for cleaning and disinfecting, glove use, use of protective barriers, medical sharps, hand washing and laundry.
The agency’s infection control plan is designed to prevent illness and disease through universal precautions and availing HBV vaccine to any new or current employee at no cost to the employee.
Mains’l also has an exposure control plan for its employees which include testing by a medical provider.
For occupational safety Mains’l follows the basic tenants of the AWAIR program. AWAIR is an acronym for A Workplace Accident and Injury Reduction Program. This program is designed to identify potential causes of injuries and accidents and to eliminate those from the workplace wherever possible.
Occupational safety is everyone’s responsibility. According to OSHA, an overwhelming majority of workplace accidents are due to unsafe acts and workplace conditions. Each employee is responsible for:
The AWAIR Program is intended to:
Strategies to reduce workplace accidents and injuries
Once each year; CRS sites will conduct an exercise to list together 3-4 workplace conditions or behaviors that can cause accidents and/or injuries. In turn the supervisor will elicit solutions from the participants to address these conditions or behaviors. The results will be sent to the vice president of administration for review and any follow up action necessary.
Inspections of Work Sites
Home Safety Inspection Checklists will be used by CRS site staff to identify potential conditions that might also cause accidents or injuries. These checklists are to be completed once every two months and sent to the vice president of administration for review and any follow up actions necessary.
Enforcement Strategies
Employees who fail to follow safety rules or requirements will be subject to employee discipline as described in HR policies.
Training
The primary training for safety in the workplace is blood borne pathogens. Otherwise CRS sites will acquaint employees with local safekeeping practices.
Assessment and Control of Hazards
Mains’l prohibits use and storage of hazardous materials.
Safety Coordinator
The safety coordinator for Mains’l is the vice president of administration.
References
29 CFR 1910 OSHA General Industry Regulations
Department of Labor and Industry OSHA Laws and Rules (MSA Chap. 182)
Infection Control Plan
Exposure Control Plan
Cleaning and Disinfectant Procedures
Glove Procedures
Handwashing Procedures
Laundry Procedures
Protective Barrier Procedures
Sharps Procedures
Risk Exercise
Home Safety Checklist
Home Safety Checklist Calendar
Training PowerPoint
Mains’l is committed to providing and maintaining a work environment free from all forms of discrimination and conduct that can be considered harassing, coercive, or disruptive, including sexual harassment and sexually offensive behaviors. It is the belief of Mains’l that all employees should be treated with dignity and respect and are entitled to work in an environment free from unsolicited and unwelcome sexual overtures, behaviors and other unwanted actions.
Mains’l does not tolerate sexually or other harassing or offensive behavior in the workplace, whether committed by supervisors, non-supervisory employees, or non-employees.
Sexual harassment is defined as unwanted sexual advances, or visual, verbal, or physical conduct of a sexual nature. This definition includes many forms of offensive behavior and includes gender-based harassment of a person of the same sex as the harasser. The following is a partial list of sexual harassment examples:
An intimidating, hostile, or offensive working environment is created by a wide range of sexually directed behaviors when they are unwanted, unwelcome, or personally offensive. In addition, if these behaviors interfere with the work performance of any or all employees, they are considered to be sexually harassing.
Examples, although not all inclusive, of sexually directed behaviors are:
Sexual harassment does not refer to occasional compliments or other generally acceptable social behavior.
Mains’l encourages employees to report all claims of sexual and other harassment immediately to their supervisor. If the supervisor is unavailable or an employee believes it would be inappropriate to contact that person, they should immediately contact human resources or any other member of management.
Mains’l Services does not retaliate or take any adverse action against any person who, in good faith, makes a claim of sexual harassment.
All allegations of sexual and other unlawful harassment are quickly and discreetly investigated. To the extent possible, employee’s confidentiality and that of any witnesses and the alleged harasser are protected against unnecessary disclosure. When the investigation is completed, the employee is informed of the outcome of the investigation. The investigation is comprised of the following steps:
Mains’l understands that unexpected illness could occur to you or your family members. While we hope that everyone stays healthy, Mains’l believes that as employees, you should have paid time off if you or your family members are ill, injured, or if medical/dental appointments are necessary during scheduled work time.
All full time employees are eligible for sick leave equal to 48 hours annually. Employees receive sick leave January 1st of each year. Newly hired employees will receive sick leave upon their hire date as well.
Part-time employees are eligible for sick leave equal to 24 hours annually. Employees receive sick leave January 1st of each year. Newly hired employees will receive sick leave upon their hire date as well.
Before using sick leave, employees are expected to successfully complete three (3) months of employment. If you are not regularly scheduled you must also work at least 30 days within the calendar year before use.
How can I request to use Sick Leave?
Sick leave may be used for illness, injury and medical/dental appointments. It may also be used if you are a victim of domestic violence, sexual assault or stalking. Employees may use the time for themselves, or their spouse, children, parents, step-parents, in-laws, registered domestic partner, grandparents, grandchildren, siblings, and a designated person. A designated person is a person identified by the employee at the time the employee requests the leave and is limited to one person in a 12-month period.
Mains’l desires a safe and healthy workplace and work locations for our employees and the people we support. Due to the acknowledged hazards arising from exposure to environmental tobacco smoke, i.e., second hand smoke, (the U.S Environmental Protection Agency classifies secondhand smoke as a known cause of lung cancer), it is the policy of Mains’l to provide a smoke free environment for all employees, people receiving services, and visitors.
Failure to follow this policy and procedure may lead to written performance feedback. Mains’l supports those employees who want to stop smoking. Employees who desire information or assistance with smoking cessation can contact the American Cancer Society at 1-800-227- 2345.
In consideration of others, maintaining a smoke-free environment is a role we all play a part in as employees of Mains’l. Employees work with people receiving services in several venues:
This procedure addresses each of these situations with directives for maintaining a smoke-free environment.
A Person Receiving Services’ Home (leased by Mains’l or owned/rented by a person receiving services)
Employee’s Home (for employees who provide respite services)
In the community (in public and private places):
In vehicles while transporting people receiving services (owned by Mains’l or by the employee):
At Mains’l office(s):
Once again, maintaining a smoke-free environment is the responsibility of all employees. Thank you for playing your role as an employee at Mains’l to support this. Also, employees are informed of this policy and procedure at the Human Resources Policy and Procedure training and can access it through the employee portal. Employees who do not meet these expectations may receive written performance feedback.
At times during an employee’s employment suspension may be used to objectively and fairly conduct an internal review. Suspension is based on alleged, suspected, or an actual serious offense.
A serious offense may include, but is not limited to, the following examples:
Management may vary from this procedure if circumstances demand.
Unemployment compensation insurance is paid for by Mains'l and provides temporary income for employees who have lost their job under certain circumstances. Your eligibility for unemployment compensation will, in part, be determined by the reasons for your separation from the Company.
If a situation arises where an employee needs to take an unpaid leave of absence which is not covered by a state or federal guaranteed leave of absence, Mains’l may grant employees unpaid leave of absence under certain circumstances and in situations when it can be accommodated.
Unpaid leave of absences are not required to be given to an employee as other state and other federally mandated leaves. A position with Mains’l may not be guaranteed following an unpaid leave of absence.
An unpaid leave of absence is reviewed on a case by case basis according to the employee’s needs and the impact of the employee’s absence on their work location and team. A request for an unpaid leave of absence is approved at the discretion of Mains’l in partnership with management and human resources.
How to Request
Requests for unpaid leave or any extension of an unpaid leave should be submitted in writing to the
employee’s immediate supervisor 30 days prior, or as soon as possible to the beginning of the leave period or extension of the leave period. The request needs to include the start and end date of the leave.
The supervisor will partner with the designated HR representative to discuss if accommodation can be made without negatively impacting the organization.
If a request is not received and approved and the employee takes the leave, the absence is considered a No Call/No Show or Unapproved Absence and the guidelines as stated in the Attendance policy and procedure apply.
Insurance Benefits
Employees may continue the coverage in effect before their leave of absence according to the provisions of the insurance contract and the Federal COBRA legislation. Information concerning provisions, restrictions, and cost of insurance under COBRA are sent to the employee.
If the employee returns to full time work following the leave of absence, they must re-enroll in the insurance plan and are subject to the waiting period.
Other Benefits
Holiday pay (salaried employees) will not be paid during an unpaid leave of absence.
Return to work
It is expected that an employee will contact the supervisor prior to the end of their approved leave of absence. If the leave is at the discretion of Mains’l and not covered under any other leave policy or regulation, there is no guarantee that the employee will be returned to their position. If the position is not available, the employee will be referred to human resources to apply for other positions within Mains’l. If an employee does not contact the supervisor at the end of their approved leave of absence, the employee is separated from their employment. Upon returning to work it is important for an employee to complete any missed trainings that would have occurred for their position during their absence.
If the need arises for an employee who has exhausted all other forms of paid time off to have time off, it will not be paid. If the employee does not request time off as set out in this policy and procedure, the absence is considered a No Call/No Show or Unapproved Absence and the guidelines as stated in the Attendance policy and procedure apply. It is expected that employees partner with their supervisor to receive approval for any unpaid time off requests.
Every effort is made to accommodate unpaid time off requests. However, consideration must also be given to the needs of the people who use our services and to maintaining the prescribed staffing schedules at the work location. For this reason, the supervisor may cancel or postpone previously approved unpaid time-off requests. When this is necessary, as much notice as possible is given.
Employees are expected to find replacements for their unpaid time off.
We are committed to exceeding our customer’s expectations in all we do and providing excellent services. It is important that when employees are at work, they are directing their full attention to the person/people for whom they are providing supports and to their job responsibilities. It is also important to minimize potential risk to the people around us and to promote an environment in which employees remain productive.
The workplace/site is not an appropriate place for children and visitors of employees during working hours. Working hours include team meetings, trainings, and scheduled shifts.
Mains’l recognizes that circumstances arise; exceptions to this policy may be granted in advance by the supervisor following review with the senior manager for extenuating circumstances.
When an employee encounters sudden circumstances that compromises or eliminates child care and is scheduled to work, it is Mains’l policy that children or visitors of the employee should not come to the service location for the following reasons:
If all other options by the employee, including attempting to find replacement staff, have been exhausted, the following procedure shall be in effect:
If an exception is granted in advance by the supervisor and senior manager, it is expected that the child (ren) or visitors are not napping or sleeping at the work location as this might compromise any emergencies requiring evacuation.
Mains’l desires and consistently promotes a safe and secure home for the people we support and the workplace for employees. In accordance with this desire, exercises its right to prohibit the use, possession, and storage of weapons on its premises.
This rule applies to all employees and visitors as well as anyone else on Mains’l premises. Employees also are prohibited from using, possessing, or storing weapons wherever and whenever they are engaged in work for Mains’l.
These prohibitions apply even to those who are qualified to carry handguns under state law as Mains’l bans guns and other weapons on all of its premises.
Violations of this policy will result in immediate separation of employment. Anyone who has information of any potential violation of this policy must immediately inform a supervisor or office personnel. Failure to report a violation of this policy will result in employee discipline, up to and including separation of employment.
Mains’l ensures a safe and secure home for the people we support and the workplace for employees. Notwithstanding the fact that employees may have a lawful permit to carry a firearm, employees are prohibited from using, possessing, or storing weapons whenever they are engaged in work for Mains’l. Weapons include firearms, ammunition, knives, explosives, or similar dangerous items.
Employees work with people in several venues as well as at the central office:
This procedure addresses each of these situations with directives for maintaining a safe and secure environment.
In a Persons Home (leased by Mains’l or owned/rented by a person we support)
Employees are prohibited from using, possessing, or storing weapons while in the person receiving services home. If an employee believes that a visitor has a weapon in the person receiving services home, the employee will give an oral warning that weapons are prohibited on the premises. If the visitor refuses to comply, he/she will be ordered to leave the premises. If the visitor remains, law enforcement officials will be called.
In the Employee’s Home: (for employees who provide respite services)
Employees are prohibited from using, possessing, or storing weapons in their home while a person receiving services is in their home. If the employee cannot abide by this expectation, the person receiving services must not stay in the employee’s home.
In the community (in public and private places)
Employees are prohibited from using or possessing weapons while with a person receiving services in the community.
In vehicles while transporting for work purposes (vehicles owned by Mains’l or by the employee)
If the employee is using their vehicle, the employee is prohibited from carrying, on their person or in the vehicle, any type of weapon. If the employee is using a vehicle owned by Mains’l the employee is prohibited from carrying, on their person or in the vehicle, any type of weapon.
At the Office
Employees are prohibited from using, possessing, or storing weapons at the office. If an employee believes that a visitor has a weapon at the office, the employee will give an oral warning that weapons are prohibited on the premises. If the visitor refuses to comply, he/she will be ordered to leave the premises. If the visitor remains, law enforcement officials will be called.
Once again, maintaining a safe and secure environment is the responsibility of all employees. Anyone who has information of any potential violation of this policy must immediately inform a supervisor or office personnel. Failure to do so will result in employee discipline up to and including separation of employment. Furthermore, an employee who violates the directives in this policy as to their personal use, possession or storage of weapons will be separated from employment immediately.
Employees are informed of this policy at orientation.
Mains’l strives to create and sustain a safe workplace for its employees. Employees of Mains’l should exercise proper judgment and safe work practices to eliminate the potential for accidents and injuries. However, accidents and injuries in the workplace can occur. Such accidents and injuries will be investigated to determine the cause. Employees of Mains’l who sustain a workplace injury will have their injury immediately reported to a specialized agency who works with our workers compensation insurance company. The insurance company will determine if any treatment for the injury and/or any possible lost time from work are compensable. The procedure for reporting accidents and injuries is detailed in the Workplace Injuries and Workers’ Compensation Procedure.
It is the policy of Mains’l to return injured employees to productive, transitional light duty work temporarily, as early as possible during their recovery. This work will not necessarily be the same as their pre-injury duties. This is done to facilitate the speedy recovery of injured workers and to reduce the rising costs associated with workplace injuries. Within the requirements of the employee’s treating medical providers, the limitations of the law, and the economic and physical limitations of our work sites, Mains’l makes every effort to provide meaningful work wherever and whenever possible.
Absence from work due to a workplace injury may be counted as Family and Medical Leave for those employees who are eligible, as defined in the Family and Medical Leave Act. If an employee is receiving workers’ compensation benefits, the employee cannot use any paid leave such as Paid Time off (PTO) or Sick Leave.
If a temporary transitional light duty or job restructuring position is made available to the employee and the employee chooses to stay out of work, the employee may be forfeiting the right to continued workers’ compensation lost wages and may jeopardize their employment status.
Before returning to work, the employee must present a workability statement from the treating physician. The statement must include any restrictions that apply and it must be presented immediately following the doctor’s appointment. If the doctor has issued a workability statement, and the employee does not return to work within three (3) days, the employee could face action up to and including separation of employment for job abandonment.
The following procedure will govern the reporting of workplace injuries and reporting of such to Mains’l’s workers’ compensation insurance company:
In California the injured employee will have either designated at the time of employment a medical provider of their choosing or will be required to seek treatment from a provider listed in the State Medical Provider Network (MPN). The MPN is available at the main office through human resources.
If the employee uses work time to go to the doctor on the day of the injury, the employee will be paid through the end of the shift. If additional time is required, the employee can use accrued sick time or Paid Time off (PTO).
Employees are on notice that all comments, job refusals, refusals of employment, or statements that may have a bearing on a workers compensation claim will be reported to WCMC.
WCMC will issue weekly progress reports to Mains’l on all claimants and claims activities which will be reviewed carefully for progress on recovery and compliance with medical requirements.
Mains'l property, including but not limited to lockers, phones, computers, tablets, desks, work place areas, vehicles, or machinery, remains under the control of the Company and is subject to inspection at any time, without notice to any employees, and without their presence.
You should have no expectation of privacy in any of these areas. We assume no responsibility for the loss of, or damage to, your property maintained on Company premises including that kept in lockers and desks.