Employee Handbook 2024 Edition Employee Handbook 202 6 1 Table of Contents Introduction ................................ ................................ ................................ ................................ .................... 4 Welcome Statement ................................ ................................ ................................ ................................ ................................ ................. 4 About the Organization ................................ ................................ ................................ ................................ ................................ .......... 5 The Step One Philosophy ................................ ................................ ................................ ................................ ................................ ....... 5 What We Do ................................ ................................ ................................ ................................ ................................ ................................ 5 Our Mission ................................ ................................ ................................ ................................ ................................ ................................ 5 Disclosure of the Handbook ................................ ................................ ................................ ................................ ................................ 5 Point of Contact ................................ ................................ ................................ ................................ ................................ ......................... 6 Employment and Law Policies ................................ ................................ ................................ ................ 7 Employment At - Will ................................ ................................ ................................ ................................ ................................ ................ 7 Equal Employment Opportunity ................................ ................................ ................................ ................................ ........................ 7 Employment VeriMication ................................ ................................ ................................ ................................ ................................ ....... 7 Background Checks ................................ ................................ ................................ ................................ ................................ .................. 7 Commitment to Compliance ................................ ................................ ................................ ................................ ................................ 7 Religious Accommodation ................................ ................................ ................................ ................................ ................................ .... 8 Disability Accommodation ................................ ................................ ................................ ................................ ................................ ... 8 Requesting a Disability Accommodation ................................ ................................ ................................ ................................ ........ 8 Lactation Accommodation ................................ ................................ ................................ ................................ ................................ .... 8 Acceptable Workplace Behavior ................................ ................................ ................................ ......... 10 Code of Ethics ................................ ................................ ................................ ................................ ................................ .......................... 10 Standards of Conduct ................................ ................................ ................................ ................................ ................................ ........... 10 Code of Conduct ................................ ................................ ................................ ................................ ................................ ..................... 11 Ethical Business Practices ................................ ................................ ................................ ................................ ................................ .. 11 Reporting System ................................ ................................ ................................ ................................ ................................ ................... 13 ConMlict of Interest ................................ ................................ ................................ ................................ ................................ ................. 13 ConMlict of Interest RectiMication Protocol: ................................ ................................ ................................ ................................ .. 13 Personal Property and Use of Personal Device at Work ................................ ................................ ................................ ....... 14 Dress Code / Personal Appearance ................................ ................................ ................................ ................................ ................ 14 ConMidentiality ................................ ................................ ................................ ................................ ................................ ........................ 14 Information Security and ConMidentiality ................................ ................................ ................................ ................................ ... 15 Duty to Protect ConMidential Company Information ................................ ................................ ................................ ............... 15 Usage of Company Property and Internet ................................ ................................ ................................ ................................ ... 16 Personal Visits and Telephone Calls ................................ ................................ ................................ ................................ .............. 16 Electronic Communication with Clients ................................ ................................ ................................ ................................ ...... 16 Solicitations and Distributions ................................ ................................ ................................ ................................ ........................ 17 Social Media Policy ................................ ................................ ................................ ................................ ................................ ................ 17 Nepotism Policy ................................ ................................ ................................ ................................ ................................ ...................... 18 Relationships at Work ................................ ................................ ................................ ................................ ................................ .......... 18 Gift Policy ................................ ................................ ................................ ................................ ................................ ................................ .. 19 Telework ................................ ................................ ................................ ................................ ................................ ................................ .... 19 Performance Management Policies ................................ ................................ ................................ ... 20 Introductory Period ................................ ................................ ................................ ................................ ................................ .............. 20 Performance Assessments ................................ ................................ ................................ ................................ ................................ 20 Progressive Discipline Policy ................................ ................................ ................................ ................................ ............................ 20 Wage and Hour Policies ................................ ................................ ................................ .......................... 22 ClassiMication of Employment Under the FLSA ................................ ................................ ................................ ......................... 22 Work Hours ................................ ................................ ................................ ................................ ................................ .............................. 22 Hours of Operation ................................ ................................ ................................ ................................ ................................ ............... 22 Employee Handbook 202 6 2 Attendance & Punctuality ................................ ................................ ................................ ................................ ................................ .. 22 Call Out Procedures ................................ ................................ ................................ ................................ ................................ .............. 23 Recording Hours Worked ................................ ................................ ................................ ................................ ................................ ... 23 Paycheck Deductions ................................ ................................ ................................ ................................ ................................ ........... 23 Paycheck Errors ................................ ................................ ................................ ................................ ................................ ...................... 24 Pay Periods ................................ ................................ ................................ ................................ ................................ ............................... 24 Direct Deposit ................................ ................................ ................................ ................................ ................................ .......................... 24 Overtime ................................ ................................ ................................ ................................ ................................ ................................ .... 24 Reporting Time Pay ................................ ................................ ................................ ................................ ................................ .............. 24 Meals and Breaks ................................ ................................ ................................ ................................ ................................ ................... 24 Wage Equality/ Wage Disclosure Protection Act ................................ ................................ ................................ ..................... 24 Referral Bonus ................................ ................................ ................................ ................................ ................................ ........................ 25 Paid Time Off ................................ ................................ ................................ ................................ ............... 26 Using PTO ................................ ................................ ................................ ................................ ................................ ................................ .. 26 Requesting PTO ................................ ................................ ................................ ................................ ................................ ...................... 26 Front Loaded PTO – Full Time Employees ................................ ................................ ................................ ................................ .. 26 Accrued Sick Leave – Part Time and Fee for Service Employees ................................ ................................ ...................... 26 PTO Payout Upon Separation of Employment ................................ ................................ ................................ ........................... 27 Reinstatement of Earned and Forfeited PTO Accruals Upon Rehire ................................ ................................ ............... 27 Holidays ................................ ................................ ................................ ................................ ................................ ................................ ..... 27 Jury Duty ................................ ................................ ................................ ................................ ................................ ................................ .... 27 Bereavement ................................ ................................ ................................ ................................ ................................ ............................ 27 Safety and Security ................................ ................................ ................................ ................................ ... 29 Commitment to Safety ................................ ................................ ................................ ................................ ................................ ......... 29 Common Sense in the Workplace ................................ ................................ ................................ ................................ ................... 29 Incident Reporting ................................ ................................ ................................ ................................ ................................ ................ 29 OSHA and Worker’s Comp ................................ ................................ ................................ ................................ ................................ 30 Worker’s Compensation ................................ ................................ ................................ ................................ ................................ ..... 30 Violence in the Workplace ................................ ................................ ................................ ................................ ................................ 30 Prohibition of Weapons in the Workplace ................................ ................................ ................................ ................................ .. 31 Smoke - Free Workplace ................................ ................................ ................................ ................................ ................................ ....... 31 Alcohol/Drug Free Workplace Policy ................................ ................................ ................................ ................................ ............ 31 Workplace Privacy and Right to Inspect ................................ ................................ ................................ ................................ ...... 32 Emergency Closing ................................ ................................ ................................ ................................ ................................ ................ 32 Inclement Weather ................................ ................................ ................................ ................................ ................................ ................ 32 Fire Drills and Emergency Evacuations ................................ ................................ ................................ ................................ ....... 32 Personnel File and Emergency Contact ................................ ................................ ................................ ................................ ....... 33 HIPAA (Health Insurance Portability and Accountability Act) ................................ ................................ .......................... 33 Industry - SpeciMic Compliance & Regulations ................................ ................................ ................ 34 Statement of Provider Requirements ................................ ................................ ................................ ................................ ........... 34 HIPAA Policy ................................ ................................ ................................ ................................ ................................ ............................ 35 Protected Health Information (PHI) ................................ ................................ ................................ ................................ .............. 35 Procedures of Alleged Breach of ConMidentiality ................................ ................................ ................................ ..................... 36 Emergency Procedures/ Danielle’s Law ................................ ................................ ................................ ................................ ...... 36 Unusual Incident Reporting / Abuse, Neglect and Exploitation ................................ ................................ ........................ 36 Justice Center Reporting Policy ................................ ................................ ................................ ................................ ....................... 37 Complaint Investigation and Follow - Up ................................ ................................ ................................ ................................ ...... 38 Fraud and Abuse ................................ ................................ ................................ ................................ ................................ .................... 39 Disciplinary Actions for Compliance and Ethical Violations ................................ ................................ ............................... 39 Patient Turnover ................................ ................................ ................................ ................................ ................................ .................... 40 Employee Handbook 202 6 3 Anti - Bullying, Harassment, Retaliation ................................ ................................ .......................... 42 Anti - Bullying Policy ................................ ................................ ................................ ................................ ................................ .............. 42 Anti - Harassment Policy ................................ ................................ ................................ ................................ ................................ ...... 42 Bystander Intervention. ................................ ................................ ................................ ................................ ................................ ...... 44 Individuals and Conduct Covered: ................................ ................................ ................................ ................................ ................. 45 Retaliation is Prohibited ................................ ................................ ................................ ................................ ................................ ..... 45 Reporting an Incident of Harassment, Discrimination, Bullying or Retaliation ................................ ......................... 45 The Investigation ................................ ................................ ................................ ................................ ................................ ................... 46 Open Door Policy for Resolving Complaints ................................ ................................ ................................ .............................. 47 Whistleblower Policy ................................ ................................ ................................ ................................ ................................ ........... 48 Government Required Leaves of Absence ................................ ................................ ....................... 49 Family Medical Leave ................................ ................................ ................................ ................................ ................................ ........... 49 Civic Duty / Emergency First Responder Leave ................................ ................................ ................................ ....................... 51 Blood and Bone Marrow Donor Leave ................................ ................................ ................................ ................................ ......... 52 Crime Victim / Domestic Violence / Witness Leave ................................ ................................ ................................ ............... 52 School Visitation Leave ................................ ................................ ................................ ................................ ................................ ....... 52 New York Paid Family Leave ................................ ................................ ................................ ................................ ............................. 53 New York City Safe and Sick Time Leave ................................ ................................ ................................ ................................ ..... 54 New York Paid Prenatal Personal Leave ................................ ................................ ................................ ................................ ...... 54 Separation of Employment ................................ ................................ ................................ .................... 55 Voluntary Resignation ................................ ................................ ................................ ................................ ................................ ......... 55 Job Abandonment ................................ ................................ ................................ ................................ ................................ .................. 55 Exit Interview ................................ ................................ ................................ ................................ ................................ .......................... 55 Final Paycheck ................................ ................................ ................................ ................................ ................................ ......................... 55 Return of Property ................................ ................................ ................................ ................................ ................................ ................ 55 Post Employment References ................................ ................................ ................................ ................................ ........................... 55 Reinstatement of Employment ................................ ................................ ................................ ................................ ........................ 55 COBRA: Consolidated Omnibus Budget Reconciliation Act ................................ ................................ ................................ 56 Closing Remarks ................................ ................................ ................................ ................................ ................................ ..................... 56 Questions? ................................ ................................ ................................ ................................ ................................ ................................ 56 Receipt and Acknowledgement ................................ ................................ ................................ ........... 57 Employee Handbook 202 6 4 Introduction Welcome Statement Dear staff member, I am pleased to present you with Step One Child & Family Guidance Center Addiction Services Employee Handbook. We believe that each employee contributes directly to Step One’s growth and success; whatever your individual responsibilities may be, you make an important contribution in helping Step One achieve its unique and important mission. Thank you! Step One is dedicated to fostering a workplace that respects local, state, and federal laws, as well as the rights of others. Each of us must contribute to fostering such an environment, and the policies and procedures set forth in the following pages provide an important guide regarding these obligations. Whether you are a new to Step One or have been part of our team for some time , the handbook will provide you with a general source of information on our workplace practices and standards. You should familiarize yourself with the contents of the handbook as soon as possible, for it will answer many questions about employment with Step One . In addition to clarifying responsibilities, we hope this handbook gives you an indication of Step One’s interest in the welfare of all who work here. While the handbook is comprehensive, it cannot foresee every issue that may occur in the workplace. As such, I encourage you always to direct any questions or concerns, as soon as they arise, to your supervisor or management. We hope that your experience here will be challenging, engaging, and rewarding. I extend to you my personal best wishes for your success and happiness at Step One Sincerely, Mike Ba(es Mike Balles, LCSW Executive Director Employee Handbook 202 6 5 About the Organization Step One is a comprehensive Outpatient Substance Use and Mental Health Treatment Program licensed by OASAS and OMH that offers a wide range of treatment options for individuals living with substance use disorders and/or Mental Health Disorders and their families. Step One offers comprehensive assessment, diagnosis and treatment for individuals living with substance use disorder and their signiMicant others. These services are provided in a comfortable setting where individuals can focus on the issues they choose to address while surrounded by others focused on recovery. The Step One Philosophy Step One’s philosophy is to support the individual and the signiMicant people in that individual’s life to accommodate a healthy environment. We view the treatment we provide as part of the bigger picture in an individual’s life. Our staff are trained to coordinate with other service providers when appropriate to ensure that our clients have the most well - rounded treatment experience they can receive. The idea is to ensure that upon completion of treatment here at Step One, an individual is provided with al l the tools needed for a successful ongoing, long - term recovery. We acknowledge that each individual is at a different level of motivation and acceptance of the issues they may need to address. In response, we work collaboratively with each client to develop a plan that works best for them , while encouraging clients to gain awareness of potential roadblocks to their recovery. Each individual has the right to address the areas they want to throughout the treatment process while moving through the stages of change. Group treatment is a key component of the services provided at Step One. We believe that group work helps to address the isolative nature of the disease and encourages clients to develop comradery. This prepares our clients for when treatment is completed and developing a support network is necessary. What We Do Step One provides group, family, and individual sessions to our clients throughout the treatment process to assist in igniting their long - term recovery. Each client has an ongoing individualized treatment plan, created in conjunction with the client and our whole treatment team. We provide ongoing communication with any collateral contacts and serve as the individual’s advocate in any legal issues connected to their admission into our program. We support the client’s focus on healthier choices by tracking attendance and participation. We track abstinence from substance use by performing random urine drug screen toxicology tests and breathalyzers. We understand that progress is something to be measured, and that complete abstinence is not the only standard of success. The expertise of our professional staff includes motivational enhancement, cognitive behavior therapy, rational emotive therapy, relapse prevention, contingency management, family systems theory, psychoeducation, family education, family relapse prevention, women’s issues, anger management, emotional regulation, interpersonal skill building, couples therapy and domestic violence education. We also specialize in treating childhood trauma and PTSD, treating co - occurring disorders such as depression, bipolar, anxiety and schizophrenia. Our Mission To empower each unique individual and their signiMicant others, through client centered trauma informed care, in developing skills and options which support lifestyles that can be used as alternatives to active participation in behavioral difMiculties and the chronic illness of Substance Use and Mental Health Disorders. Disclosure of the Handbook The Employee Handbook is the property of Step One . and no part of it may be reproduced or transmitted in any form or by any means, for any business or commercial venture, without the express written permission of Step One Employee Handbook 202 6 6 Information contained in the handbook is limited to use by Step One and its employees, and disclosure of the handbook to competitors is prohibited. Making an unauthorized disclosure of this handbook may result in disciplinary action, including termination, and other liabilities as permitted under law. The contents of this Handbook are guidelines only and supersede any prior Handbook. Neither this Handbook nor any other company guideline, policy or practice creates an employment contract, bargain, or agreement, alters any at - will employment relationship, or confers any contractual rights whatsoever. Step One has the right, with or without notice, in an individual case or generally, to change and/or modify its interpretation of any of its guidelines, policies, practices, working conditions or beneMits at a ny time. It is each employee’s responsibility to read this handbook, be familiar with its contents and adhere to all of Step One’s policies, procedures and guidelines whether set forth in this handbook or elsewhere. Any questions or concerns about the Employee Handbook or Step One’s policies should be directed to the Human Resources Department using the contact information provided below. Point of Contact For questions and concerns, please contact Step One’s Human Resources department by calling 718 - 697 - 6830 or emailing hr@step1ny.org Employee Handbook 202 6 7 Employment and Law Policies Employment At - Will Your employment is “at will .” As such, both you and Step One have the right to terminate the employment relationship at any time, with or without cause and with or without notice. The at - will nature of your employment cannot be altered or modiMied, on an individual or collective basis, except in writing signed by Step One’s Executive Director Equal Employment Opportunity Step One is an equal opportunity employer. We do not discriminate on the basis of race, color, creed, religion, sex (including pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity/t ransgendered status, gender expression, national origin, ancestry, citizenship status, age, marital status, physical and/or mental disability (including HIV and AIDS), medical condition, military and/or veteran status, sexual orientation, genetic i nformation, or any other protected category in accordance with applicable federal, state and local laws. Employment VeriEication All offers of employment are contingent on veriMication of an employee’s right to work in the United States. In compliance with the Immigration Reform and Control Act of 1986, each new employee, as a condition of employment, must complete the Employment El igibility VeriMication Form I - 9 and present appropriate documentation establishing identity and employment eligibility within three (3) business days of commencing employment. Failure to comply will result in suspension of employment until the documentatio n has been provided, or termination of employment, as permitted by law. Background Checks To ensure that individuals who join Step One are qualiMied and to ensure that Step One maintains a safe and productive work environment, it is our policy to conduct pre - employment background checks on all applicants who accept a conditional offer of employment, to the extent permitted and in accordance with applicable law. Background check information will be maintained in a Mile separate from employees' personnel Miles for a minimum of Mive years. All offers of employment are conditioned on receipt of a background check report that is acceptable to Step One . Background checks may include veriMication of any information on the applicant’s résumé or application form, in addition to criminal history search, social security veriMication, education and employment veriMication, and personal and professional refere nce check. All background checks are conducted in conformity with the Fair Credit Reporting Act, the Americans with Disabilities Act, and local, state, and federal laws including privacy and antidiscrimination laws. Reports are kept conMidential and are only viewed b y authorized individuals involved in the hiring process. Additionally, Step One reserves the right to conduct a background check at any time during an individual’s employment with Step One and consider any prior consent to be a continuing consent for such additional checks during employment, in accordance with applicable federal and state laws. Some of our clients require special security precautions to be taken before Step One is permitted to assign individuals to work at the customers’ sites. This may include, but is not limited to Mingerprinting, credit history check, DMV records, and drug testing where state law permits. Commitment to Compliance Step One complies with all Federal, state, local and industry guidelines Step One’s Human Resources department and the Compliance department enhance our current compliance philosophy for new hires and existing employees by creating a structured framework of compliance controls which are beneMicial to our organization, employees, and clie nts. Step One’s commitment to the highest standards of corporate conduct is designed to: Ensure employee awareness of compliance responsibilities. Employee Handbook 202 6 8 Mitigate the risk of compliance breaches. Encourage a better workplace culture Protect the organization’s reputation. Religious Accommodation Step One is dedicated to treating its employees equally and with respect and recognizes the diversity of their religious beliefs. All employees may request an accommodation as necessary by their religious beliefs or observances. The Company will consider the reque st and provide reasonable accommodations that do not cause an undue burden. If you require a religious accommodation, you are required to put your request in writing and submit to Human Resources Disability Accommodation Step One is committed to compliance with all federal, state, and local laws. For illustration purposes, the Americans with Disabilities Act (ADA) and the Americans with Disabilities Amendments Act (ADAA) are federal laws that prohibit discrimination against applic ants and individuals with disabilities or perceived disabilities and require, amongst other things, that, when needed, employers provide reasonable accommodations to applicants and employees who are qualiMied for a job so that they may perform the essential job duties of the position. According to the American Disabilities Act, a qualiMied individual is: An individual with a disability who meets the skill, experience, education, and other job - related requirements of a position held or desired, and who, with or without reasonable accommo dation, can perform the essential functions of a job. Requesting a Disability Accommodation Consistent with this commitment, Step One will provide a reasonable accommodation to disabled applicants and employees if the reasonable accommodation would allow the individual to perform the essential functions of the job, unless doing so would create an undue hardship. Reasonable accommodation s are also available for employees or applicants to address the needs of their pregnancy, childbirth, or related medical conditions. Accommodation requests from such individuals will be assessed/addressed according to the federal Pregnant Workers Fairness Act and/or any other applicable law. If you think you need a reasonable accommodation due to a disability (as deMined by applicable law), you must put your request in writing and submit it to Human Resources. Step One asks that you afMirmatively suggest speciMic accommodations that we might provide which would allow you to better perform your job. Once an employee has been identiMied as a person who needs a reasonable accommodation, Step One will engage in an appropriate dialogue with that employee to determine what is needed and what can be p rovided. When appropriate, that employee may be asked to provide medical documentation or to submit to a medical examination. While the Company will consider each speciMic accommodation suggested by the employee, it is ultimately Step One that will determine, on a case - by - case basis, which accommodation, if any, may be provided. Lactation Accommodation Pursuant to New York and federal law, employees have a right to express breast milk in the workplace and the right to request access to a lactation room for purposes of expressing breast milk. Employees who are nursing are provided with break time to express breast milk for up to three (3) years after the birth of a child. Nursing employees in New York are entitled to a 30 - minute paid break each time they need to express breast milk. Employees may also take shorter paid breaks if preferred. This paid break is in addition to (not deducted from) scheduled breaks or meal periods. Use of regular paid breaks or mealtime is allow ed if more time is needed. Employees outside of New York are entitled to a 30 - minute unpaid break for the purpose of expressing breastmilk. Employees will not be discriminated against or retaliated against for exercising their rights under this policy, and reasonable efforts will be made to provide a private room or location close to the work area for this purpose. The Organization will provide a lactation room to such employees. For purposes of this policy, the Employee Handbook 202 6 9 term lactation room means a sanitary place, other than a restroom or toilet stall, that can be used to express breast milk shielded from view and free from intrusion and that includes at minimum an electrical outlet, a chair, a surface on which to place a breast pump and other personal items, and nearby access to running water. Unless doing so poses an undue hardship, the Organization will provide (I) a lactation room in reasonable proximit