1.0 Employment Procedures

1.1 Recruitment

Riverside will post notices of vacant positions on the employment page of Riverside Community Care’s website, and with other human service providers, local colleges and minority agencies. These postings will include a brief summary of the job duties and qualifications required for each position.

1.2 Employee Referral Program

Riverside encourages employees to refer qualified friends, family members and colleagues for employment. To encourage referrals, employees who refer a new employee to Riverside are eligible to receive a referral bonus. The referring employee will receive the referral bonus after the new employee has completed four months of continuous employment. Payment of referral bonuses for new relief staff will be made after completion of twenty shifts within a four month period. Members of Executive Management and Human Resources personnel are not eligible to participate in the referral program. Division Directors, Program Directors and Site Supervisors are eligible to participate in the Referral Bonus Program. However, Division Directors, Program Directors and Site Supervisors will not receive a referral bonus for referring an employee in their specific program or, in the case of Division Directors, their own division. The dollar amount paid for referring employees is determined on an annual basis and is subject to change.

1.3 Qualifications and Selection

All applicants for employment will complete an application form providing a written history of their education, training and job experience, including jobs performed on a voluntary basis. Giving false information during this process will be grounds for disqualification of the applicant, and if hired, may be grounds for termination.

Selection will be based on the candidate's ability to perform the essential job functions and meet the qualifications outlined in the job description. Consideration is given to previous related experience, education and relevant personal qualities. Hiring managers will complete reference checks on all candidates including former employees under consideration for rehire.

Hiring managers are responsible for screening applications, interviewing and recommending candidates for hire. The final hiring decision is the responsibility of the Program Director/Manager or designated Senior Manager. The Board of Directors is responsible for hiring the President/CEO.

1.4 Promotion and Transfer

Every effort will be made to promote qualified applicants from within the Organization, subject to affirmative action guidelines. All Riverside open positions are posted on the employment page of Riverside Community Care’s website. These postings will include a brief summary of the job duties and qualifications required for each position.

Employees wishing to apply for transfer or promotion to a new work site, must complete a “Request for Transfer” application. The “Request for Transfer” must be endorsed by the employee’s current supervisor and forwarded to the hiring manager for the desired position along with a copy of their current resume.  The employee must be in good standing, no written disciplinary action within the previous 6 months.  Employees currently employed within the program/division where the opening exists, and who meet the requirements of the position, will generally be interviewed first. When more than one internal candidate applies for a given position, length of service will be the deciding factor only when all other elements are substantially equal. All transfers and promotions must be approved by the Division Director and/or Senior Manager.

As part of the screening process, the hiring manager will obtain references from the employee’s current Riverside Supervisor and/or Program Director. The hiring manager and/or designated Senior Manager should also review the internal candidate’s personnel file related to job performance. Selection for transfer or promotion will be made on the basis of knowledge, experience, performance (including performance evaluations and any disciplinary action taken) and other abilities necessary to meet the requirements of the position. Recruitment of candidates from outside the Organization may proceed concurrently. All qualified internal candidates will be interviewed and considered prior to choosing an external candidate for hire.

Employees who have been accepted for promotion or transfer, and who have completed all job responsibilities of their current job, should be released from their present position within a maximum of four weeks, or as negotiated by the respective Program Directors and/or Division Directors. Employees who have not completed all job responsibilities of their current job will not be allowed to transfer until such responsibilities have been met.

Employees who transfer or are promoted to a new position in a new program, promoted to a supervisory/management position within the same program, transferred to a position in a new program, or change from relief to regular
status, will be subject to a new introductory period and will have their performance in the new job evaluated after six months.

1.5 Hiring Process

The conditions of employment for newly hired, transferred or promoted employees shall be confirmed in a letter outlining the position title, program site, salary, number of hours to be worked, and date of employment (or promotion, transfer, re-assignment). All Riverside employees are considered employees "at-will." The hire letter is not intended to create or constitute a contract for employment.

The Chairperson of the Board of Directors will sign the letter confirming employment of the President/CEO. The Human Resources Director will sign all other hire letters.

1.5.1 CORI Clearance

As a part of the hiring process, and as a condition of employment, all employees must sign a consent and request for a Criminal Offender Record Information (CORI) clearance and provide an original government issued ID. Employees who transfer to a position in a different department, program or division; transfer to a different position within the same department, program or division; or change employment status from relief to a regular staff position or vice versa, must sign a consent and request for a CORI if one has not been completed within the past 45 days. Newly hired or transferred employees will not be allowed to work alone with consumers, either on or off site, until CORI results are known. Continued employment will be contingent on this clearance.

CORI results are reviewed by the CORI Review Committee, which consists of two designated Human Resources staff. When a newly assigned employee is cleared to work with consumers in an unsupervised capacity, Human Resources will notify the hiring manager in writing. When an employee is not cleared for unsupervised employment as a result of his/her CORI, Human Resources will notify the hiring manager verbally and will notify the employee in writing that his/her employment with Riverside will end effective immediately. The terminated employee is provided with a copy of his/her CORI, additional information on CORI policies and procedures and the steps necessary to dispute the accuracy of a CORI.

The content of the employee’s CORI is confidential and is not shared with anyone other than the employee, as defined by the Massachusetts Office of Health and Human Services policy on Criminal Background Checks. CORI results are filed in a separate, locked file at the Human Resources Office and will be kept on file for fifteen years. Any employee may view or obtain a copy of his/her CORI results by making an appointment with the Vice President, Human Resources and Staff Development or designee.

1.5.2 Federal Immigration Reform and Control Act of 1986

As required by the Federal Immigration Reform and Control Act of 1986, each new employee must present documentation, in person, establishing his/her identity and eligibility for employment in the United States. A list of documents that meet the requirements will be provided to each new employee. Employment is contingent on the presentation and review of original copies of acceptable documentation. Employees who are found to have submitted false documents will be subject to immediate termination of employment.

1.5.3 OSHA

In accordance with the Occupational Safety & Health Administration (OSHA) regulations, employees hired or assigned to work in a position which has been determined as being "at-risk" for contact with bloodborne pathogens will be informed of their right to receive the Hepatitis B vaccine. Employees hired into designated positions must sign a decision form indicating their intent to receive, or not receive, the vaccine. This vaccine is provided at no cost to employees working in "at-risk" positions and may be obtained by request at any time during their employment.

1.5.4 Credentials and Training Certificates

All employees hired into positions that require professional licenses, other credentials, or training certificates must provide the Organization with a copy of all current and relevant documents at the time of hire. It is the employee’s responsibility to keep licenses/credentials/certifications current and to provide updated copies to the Organization. An employee working in a position that requires such licenses, credentials or certificates may not be allowed to continue working if licenses/credentials/certificates’ effective dates expire, and may be subject to disciplinary action up to and including termination.

New employees whose jobs require training in Cardiopulmonary Resuscitation (CPR), Medication Administration Program (MAP) and/or First Aid must provide Riverside with copies of their applicable certifications, either at hire or within a specified number of days from their start date. Copies must be provided to both their supervisor and the Human Resource Office. Current employees are responsible for maintaining current certification(s) and must provide their supervisor and the Human Resource Office with copies of new certificate(s) prior to the expiration of their old certificate(s). Employees who do not comply with their mandatory training requirements will be subject to disciplinary action up to and including termination.

All licenses/credentials/certifications may be verified by the Organization. Employees found to be practicing under expired, false or invalid licenses/credentials/certifications will be subject to disciplinary action up to and including termination.

Employees who are scheduled to attend certification trainings, and fail to appear as the result of an unexcused absence, will have the cost of the training deducted from their paycheck.

1.5.5 Driver’s License & Motor Vehicle Record Check

Any employee whose job description includes providing transportation to consumers or driving for the Organization will be required to present a valid driver’s license to his/her supervisor at the time of the annual review. A copy of this license will be maintained in the employee’s personnel file. Supervisors will attach a copy of the employee driver’s licenses to the annual performance evaluation. If an employee’s license is due to expire, it is the employee’s responsibility to provide supervisors and Human Resources with a copy of his/her new driver’s license before the current license expires. An employee must also inform his/her supervisor if his/her license is suspended or revoked at any time during employment.

Employees found to be driving for the Organization under an expired, false or invalid license will be subject to immediate suspension without pay. If the employee does not provide the Organization with a copy of a valid license within fifteen days of the suspension, s/he will be subject to termination.

Employees whose job description includes providing transportation to consumers, or includes driving more than sixty percent of the time, will be required to present to their supervisor a current copy of their driving record from the Department of Motor Vehicles at the time of hire, promotion, change of position, or upon changing employment status from relief to full time. Employment for these individuals will be contingent upon the employee maintaining a safe driving record. Riverside reserves the right to require the driving record of other employees who drive on behalf of the Organization. Managers may request to see the driver’s license of staff with driving responsibility at any time.

1.6 Hiring of Relatives or Individuals in Significant Relationships

Relatives or individuals in significant relationships with current Riverside employees may be hired and/or continue to be employed by Riverside. However, no employee may hire, directly or indirectly supervise, evaluate job performance, or make salary recommendations for a relative or an individual with whom a significant relationship is shared. Any employee who believes s/he may be in a situation that conflicts with this policy should discuss the situation with his/her supervisor and/or Human Resources staff.

1.7 Hiring of Consumers

As outlined in our non-discrimination statement on page five of these policies, Riverside has established an affirmative action plan to ensure equality of opportunity in all of our practices, including employment, transfer, promotion, pay, benefits, training and other job-related opportunities. Riverside is committed to expanding the role of disabled or handicapped persons, including consumers, in our workforce. Consumers are encouraged to apply for jobs for which they are qualified. Consumers may not work in a program where they are currently receiving services, or have received services within the past year. Exceptions to this policy will require the written approval of the Division Director and the Human Resources Director.

As employees, consumers are expected to act in accordance with the terms and conditions of their employment as outlined in these personnel policies. Consumers who do not have relevant employment references may have reference requirements waived with the written approval of the Division Director and Human Resources Director. Staff may not act as employment references for consumers they are serving. Staff working in vocational/employment programs who assist consumers with employment are exceptions to this policy and may provide employment references.

When consumer/staff are receiving services at a Riverside program, both consumers and program staff are expected to respect the professional nature of their relationship and act within appropriate boundaries.

1.8 Working in a Program where a Family Member Receives Services

Employees may not work in a program where a family member is receiving services without written approval from the Division Director and the Human Resources Director.

1.9 Human Resources New Hire Meeting and New Employee Orientation

All new employees will attend a Human Resources New Hire Meeting scheduled prior to their first day of work. During this session, the employee will complete all necessary payroll and personnel forms, will receive information regarding fringe benefits options, and have an opportunity to enroll in benefits. In addition, all employees will sign acknowledgement of receipt of certain Organizational information, including how to access the personnel policies, the Organization’s Code of Ethics, a statement of confidentiality and other relevant information. Employees will register for required training programs at this time.

A Riverside New Employee Orientation, scheduled within the first two months of employment, offers employees an opportunity to learn of the Organization’s culture, its mission, and the scope of services provided. This orientation is held at the Administrative Office and provides a review of the various departments and their functions. This is also an opportunity to meet senior administrative staff, ask questions, and socialize with other new employees.

1.10 Introductory Employment Period

All new employees, and all current employees transferred or promoted to new programs, are considered to be in an introductory period for the first six months of employment in the new position. Current employees promoted into a new position in the same program or employees entering a position in the same program but with different job functions are also subject to a new introductory period. This time period provides an opportunity for the employee to become acquainted with his/her position and enables the manager to determine if the employee’s work is progressing satisfactorily. During this period, either the employee or the Organization may terminate the employment arrangement at any time. New employees who are involuntarily terminated from employment during the introductory employment period may not engage in Riverside's Grievance Procedure (see Section 11.0), except in cases of alleged discrimination. Promoted or transferred employees who are in a new introductory period retain their grievance rights.

A performance evaluation will be completed prior to the end of the introductory employment period to determine whether the employee will achieve regular employment status. At the discretion of the Senior Manager, introductory employment may be extended for an additional period, not to exceed three months, if the evaluation justifies an extension. Upon completion of the three months’ extension, an additional month may be granted when employee’s performance warrants such an extension.

Employees who are on leave without pay (see Section 4.9) for any portion of their introductory period will have their introductory period extended by the length of their unpaid leave.

1.11 Regular Employment Status

After the successful completion of the introductory employment period, an employee attains regular employment status. Regular employment status does not imply a guarantee of employment or a contract of any kind. All Riverside employees remain employees "at-will."

1.12 Accommodations of Certain Disabilities

Riverside will make reasonable accommodations, consistent with federal and state law, to enable an employee with a disability to perform the essential functions of his/her job unless the requested accommodations would pose an undue hardship upon Riverside. An employee in need of an accommodation so he/she can perform the essential functions of the job should notify his/her supervisor in writing and must provide a copy of the notice to the Human Resources Office. The notice should include a description of the disability, the difficulty it causes and the accommodation requested. Riverside's Human Resources Department may request medical documentation confirming the disability, may ask to speak with the employee’s physician and may ask that the employee submit, at our expense, to an independent medical or other appropriate examinations to help us to assess both the need for accommodation and the accommodations available or necessary.