2.01 – General Policies for Personnel Management
Open Door is a non-union employer. The employees have determined that being non-union is in their best interest and management strongly supports this view. Our experience has shown that when employees personally and directly deal with supervisors, rather than with third-party outsiders intervening, the work environment is upbeat, communications are clear and employee relations are positive. While the decision is up to each individual, we encourage all employees to support the principles of remaining non-union.
Employment with Open Door is voluntarily entered into. The employee is free to resign at will at any time, for any reason, with or without cause. Similarly, Open Door may end the employment relationship at will, at any time, with or without notice or cause, as long as there no violation of local, state, or federal law. Policies are not intended to create a contract, nor are they construed to constitute a contractual obligation of any kind or a contract of employment between Open Door and any employee. Policies, procedures, and benefits may be altered at any time at the agency’s discretion and are made available on the company website for easy access.
Open Door believes in fair and equal treatment in employment. We comply with all federal, state and local anti-discrimination laws. Employees who have questions regarding this policy, applicable laws, or the filing of a complaint should contact the agency’s Executive Director or designee.
Full-Time– Employees who work 30 or more hours per week
Part-Time- Employees who work less than 30 hours per week
Employees who are full-time, but are not fulfilling the requirements for full-time status, will be notified in writing via email upon the completion of two sequential pay periods in which they are not meeting required hours to maintain status. The notification will provide information that the employee is responsible to ensure that they contact scheduling/Human Resources to make arrangements for working hours to meet the minimum requirements for full-time status within one week of the notice. If an employee fails to work the required hours to maintain status after this notice, their status will be changed to part-time.
Employees who are part-time status are required to work at least one shift each pay period. If they are not meeting this requirement for two sequential pay periods, Open Door will issue a notification to employees stating that they must make arrangements with scheduling/Human Resources within one week of notice. If they fail to respond after notice, Open Door may separate services for job abandonment per the notice.
Date of Hire and Anniversary Date:
Date of Hire- The first day of employment in a regular full-time or part-time position
Anniversary Date- A date, typically the employee’s date of hire, used for determining years of services and eligibility for benefits and paid time off. An employee may have both a Hire Date Anniversary and Benefits Eligibility Anniversary Date. This typically occurs when the employee has changed from part-time to full-time status and is thus newly eligible for benefits.
Open Door employees are required to meet certain criteria in order to obtain and maintain employment with the company. Many of these criteria are required by the State of Ohio for persons who are employed with organizations providing services to individuals with developmental disabilities.
The employee must not be listed in these databases as being barred from employment as outlined in the Ohio Administrative Code 5123:2-2-02:
– Ohio Department of Developmental Disabilities Abuse Registry
– Ohio Department of Health Nurse Aide Registry
– Ohio Attorney General’s Sex Offender Registry
– Ohio Department of Rehabilitation and Correction Offender Database
– HHS Office of Inspector General Exclusion Database
– Medicaid Exclusion Ohio List
– GSA System of Award Management (SAM) Database
– National Sex Offender Search
Additionally, all employees must have an Acceptable background check and Rapback-ARCS, verification of previous employment, an acceptable motor vehicle report with fewer than six points on the employee’s license (for positions requiring transportation).
During orientation, employees must provide:
– Acceptable proof of high school diploma, GED, or equivalency
– A negative drug screen
– Acceptable physical based on job description
– A negative TB test or chest x-ray
During orientation, employees must successfully complete all Corporate and Departmental Orientation requirements including:
– CPR and First Aid
– Medication Administration Certification
– 8-hour required training for DODD
– CCHS required On-the-Job and Orientation Modules 1-6 within the specified period
Procedures for Medication Administration Initial Certification (MAC)
Employees not meeting requirements to go through the Category 1 certification can only work at the PW ICF facility where nurses complete all nursing and med administration tasks. New hires must complete their On-The-Job training prior to being scheduled for a MAC Certification class.
Scheduling of MAC Certification classes
Category 1 MAC Certification:
Employees will be scheduled to attend the full (two-day) class after their first week of orientation. These employees may not work at a location where med administration is required, prior to getting the Category 1 certification.
The requirement to attend the two-day training will be communicated during the interview process and again during the orientation week. The training location address will be provided before hand via email to allow the employee to make appropriate arrangements to be at the location on time.
Since the organization incurs a scheduling cost for each employee scheduled, employees that fail to attend the training without a 48 hour notice will be responsible for reimbursing the company the cost incurred. In addition, these employees will be given the option to work at the PW ICF if there are available openings. The employee will be alternatively terminated for not meeting employment requirements. The employees will be eligible for rehire after 3 months or after they attain the certification at their own time and cost.
Employees that fail the class will be given the option to work at the PW ICF based on available open hours. Employees not able to work available hours will be terminated. The employees will be eligible for rehire after 3 months or after they attain the certification at their own time and cost.
Ongoing and Annual Training Requirements:
All Employees are required to:
– Work hours according to their employment status for each pay period unless otherwise approved through CCHS leave policies
– Maintain required certifications for employment position
– Periodically submit to BCI/FBI reports as outlined in Ohio Administrative Code 5123:2-2-02
– Report any new criminal charges as outlined in Ohio Administrative Code 5123:2-2-02 within 14 days to the Executive Director
– Complete any regulatory training requirements outlined by licensing or certification agencies prior to expiration dates
On-Going Employment Criteria with Expiration Dates:
– CPR & First Aid Certification
– Medication Administration Certifications (location specific)
– Valid Driver’s License and acceptable driving record checks
– Personal Automobile Insurance (All personnel in driving positions)
– Individual Specific Training (initial, annual and on-going)
– Annual Mandatory Training(s) outlined in certification and licensure rules
– Ohio State Highway Patrol Vehicle Inspection (when applicable)
Some additional Open Door training and in-services are considered mandatory for continued employment. These in-services include, but are not limited to:
Annual training for Bloodborne Pathogens, OSHA, MUI/UI/Health & Welfare Alerts, individuals rights, and Fire Safety and Disaster Procedures, Overview of DD services, Person-Centered Supports, Behavior Modification. Annual training and In-services are offered at differing times during the year. All employees must be trained/re-certified in accordance with the Ohio DODD regulations for agencies providing services to individuals.
Category 2 & 3 MAC Certifications:
Unless an emergency occurs that requires employees to complete CAT 2 or CAT 3 certifications without notice, employees will be scheduled with at least a one-week notice from the scheduler. The training location address will be provided via email to each employee. Failure to attend the class may result in the employee being removed from the location scheduled – if the certification is required. Since the organization incurs a scheduling cost for each employee scheduled, Employees that fail to attend the training without a 48 hour notice will be responsible for reimbursing the company the cost incurred. The employee will also be responsible for attaining the certification at their own time and cost to avoid removal from the scheduled location, if certification is required to work at the location.
Annual MAC 1, 2 and 3 Recertifications
Annual Recertifications will be scheduled at least 1 week prior to the class date. Since the organization incurs a scheduling cost for each employee scheduled, Employees that fail to attend the training without a 48 hour notice will be responsible for reimbursing the company the cost incurred. Employees who fail to attend training or meet employment requirements will be immediately removed from the schedule (unpaid) upon expiration of the current certification/requirements. Employees will have 30 days to recertify. Failure to meet this requirement will result in termination for failure to meet employment criteria.
All trainings will also be reflected on the employee’s personal schedule. If an employee has questions about the scheduled times, scheduled training or scheduled time period, the scheduler must be contacted to provide guidance on how to proceed.
Late arrivals at the training locations may result in the class trainer refusing to admit the employee into the class. This will be treated as failure to attend a scheduled training and follow the guidelines listed above.
Any reimbursements for failure to attend the training will be deducted from the employee’s paycheck. This must be communicated to the employee via email.
All employees will be notified by email in advance of the expiration of their required trainings/certifications and employment requirements including date of the next scheduled training date to renew the certification. Employees must successfully complete and pass the training/recertification by the expiration date of their current certification or they will be pulled from the schedule. Employees who fail to attend training or meet employment requirements will be immediately removed from the schedule (unpaid) upon expiration of the current certification/requirements. Employees will have 30 days to recertify. Failure to meet this requirement will result in termination for failure to meet employment criteria.
NOTE: If an employee is unable to attend mandatory certifications or required training due to their own medical/physical condition, they should contact the Director or Associate Director to review for other considerations.
All newly hired employees and all current employees promoted or transferred to a position with significantly different job responsibilities must serve a 120-day introductory period. The purpose of the introductory period is to allow sufficient time to assess an employee’s suitability for the position for which they were hired. The agency reserves the right to extend the introductory period at its discretion. Time spent on an approved leave of absence over thirty (30) calendar days will not be counted as a part of the required introductory period.
Shift changes will be made within the scheduled location first. When a vacant or new full-time or part-time position is not filled by an internal shift change within one location, the position may be posted at all CCHS locations for a period of seven (7) consecutive calendar days.
Interested, qualified employees must submit a letter of interest during the posting period. In order to ensure that the best candidate is selected, Open Door reserves the right to concurrently advertise all positions during the posting period. Additionally, while ensuring compliance with applicable federal, state, and local laws, individuals serviced in the waiver residential program will have the opportunity to make or be assisted in making choices about who will provide supports to them.
The agency may hire an immediate or extended family member, or a cohabitant of an employee provided the person possesses qualifications for employment. However, whenever possible, those individuals will not be given work assignments which require one to directly supervise the work of the other.
A performance evaluation will be completed yearly in April for all employees or on the date when the employee was last promoted or transferred to a position with significantly different job responsibilities. The annual evaluation will cover the employee’s performance during the entire year proceeding the date of the evaluation, or during the time since completion of the introductory/probationary period. A copy of the completed evaluation will be provided to the employee. The original form will become a part of the employee’s permanent personnel file. In order to meet criteria for continued employment, the employee must have an acceptable annual evaluation.
A promotion is an upward move to a position that carries a different job description, and which usually carries a higher rate of pay. Temporary promotions may be necessary due to extenuating circumstances. During such times, the employee may be eligible for a temporary pay increase. The management of the Corporation reserves the right to make an appointment to any vacant or new position. Based on the needs of the company and the individuals we serve; the Executive Director or designee has the authority to transfer an employee from one department to another.
Transfers/Internal Job Postings:
The management of the Corporation reserves the right to make an appointment to any vacant or new position. Based on the needs of the company and the individuals we serve; the Executive Director or designee has the authority to transfer an employee from one department to another.
A transfer is defined as lateral or downward move to a position that carries an equal or lower rate of pay. A transfer may be made at the employee’s own request or at the discretion of management. When it is possible and/or practical, an employee will be assigned to a regular position. However, temporary transfers may be necessary due to illness, absenteeism, or other circumstances. Work locations or hours or work may be reassigned based upon programmatic and staffing needs.
Employees may be ineligible for a transfer or to apply for a position at any Open Door department under the following circumstances: not completed 120 consecutive days of employment, have displayed unacceptable attendance or have more than one corrective action on file for any violation within the last rolling calendar year.
Departmental transfers are completed through the Human Resources Department. Employees who qualify and are interested in transferring must put the request in from the company’s employee hub via electronic submission. HR will contact the employee after submission to discuss a review of the transfer. After transferring, the employee’s compensation may vary depending on that division’s pay scale.
Resignation Notice Requirements:
Open Door employees are expected to give a written notice of resignation at least two weeks prior to the last day of employment. To be eligible to reapply for employment, an employee must serve out the entire duration of the two-week notice and be approved for rehire by the Executive Director/designee. Any use of accrued vacation or sick time during the last two weeks of employment is prohibited.
All Open Door employees who serve as an administrative department representative on the leadership team are expected to provide at least a three-week written notice of the last day of employment. In order to be eligible to reapply for employment and to be eligible for receiving any payout of accrued time, the department representative is responsible to ensure AT LEAST a full three-weeks’ notice was provided and they must submit their position status report and ensure that the manual for their position with any applicable Open Door information/log-ins are provided to their supervisor.
Reinstatement/Rehire Guidelines Eligibility:
Employees are not eligible for rehire or reinstatement if they have violated Standards of Conduct involving neglect, abuse, misappropriation of funds, unethical or fraudulent actions. Former employees reapplying for a position will be considered for rehire/reinstatement if the employee left the company in good standing. Rehire/reinstatements should be approved by the Executive Director/designee. Employees who were a “No Call No Show” are eligible to reapply after a minimum of six (6) months and must be approved by the Executive Director/designee. The Employee Benefits Manager will be notified by the Staffing Coordinator/designee of all rehire/reinstatements in order to review eligibility for all prior benefits and retirement.
Employees who need to temporarily resign their position for medical or personal reasons may be reinstated. If more than 30 days have passed from the time the employee resigned, the employee will be treated as a new hire, will be required to attend any mandatory training re-certifications, modules for orientation, and must wait through the 90-day benefits eligibility periods. If less than 30 days have passed from the time the employee resigned and is ready to return to work, they will retain his or her years of service, but pay and schedule may differ. They will not have to repeat orientation but may have to retake any training/certifications that may have expired or lapsed during the period they were off.
Chain of Command:
Whenever an employee has a question or concern related to work, the employee is expected to first address this with his or her direct supervisor. If the supervisor is unable to resolve the issue, the employee may be directed to speak with another department, for example if the question pertains to Human Resources or payroll. The employee should utilize their full chain of command (supervisor’s supervisor, etc…) If the employee does not feel that his or her concern has been addressed to his or her satisfaction after going through chain of command, the employee may address the concern with the Executive Director or designee.
Employee File Maintenance:
Open Door maintains a personnel file and medical file on each employee. Contents of the files contain information to ensure compliance with internal policies, governing bodies, and applicable federal, state, and local laws.
Such files are the property of Open Door and access to the information they contain is restricted. Generally, only supervisors and surveyors who have a legitimate reason to review the files will have access to specific information. With reasonable advance notice, employees may review their medical and personnel files in a Open Door office and in the presence of individuals appointed by the agency to maintain the files. Nothing may be removed from the file. Staff may request copies of the contents of their personnel file, which will be made available at the employer’s convenience.
References and Referrals:
To ensure that individuals who are hired have the potential to be productive and successful, it is the policy of the agency to attempt to complete verification of employment. Verifications may be completed by phone, fax, email, or in writing. Open Door will respond to requests for employment references by only giving out the date of hire, the position held, and if applicable, the date of termination. References requiring wage information from a bonafide company (i.e. government agency, apartment rental application, etc.) must be submitted in writing and accompanied by a written release by the individual who is the subject of the inquiry.
Last Revised: 3/14/22