§ 9600 EMPLOYEE CONDUCT POLICIES

§ 9601 Personal Appearance and Demeanor.

Discretion in style of dress and behavior is essential to the safe, efficient operation of UHCSSD.  Administrative employees are, therefore, required to dress in appropriate business or work attire and to behave in a professional businesslike manner.  Please use good judgment in employee’s choice of business or work clothes and remember to conduct yourself at all times in a way that best represents employee and the UHCSSD.

Employees are also required to keep their work environments clean and orderly.  Before departing at the end of the shift employees should leave their work areas in an orderly manner.

Employees failing to adhere to proper UHCSSD standards with respect to appearance and demeanor are subject to disciplinary action.

§ 9602 Guidelines for Appropriate Conduct.

As an integral member of the UHCSSD team, employee is expected to accept certain responsibilities, adhere to acceptable principles in matters of personal conduct, and exhibit a high degree of personal integrity at all times.  This not only involves sincere respect for the rights and feelings of others, but also demands that both in employee’s business and in personal life employee refrains from any behavior that might be harmful to employee, employee’s co-workers, and/or UHCSSD or that might be viewed unfavorably by current or potential customers or by the public at large.

Whether employee is on duty or off, employee’s conduct reflects on the UHCSSD. Employee is, consequently, encouraged to observe the highest standards of professionalism at all times.

Types of behavior and conduct that UHCSSD considers inappropriate include, but are not limited to, the following:

·         Falsifying employment or other UHCSSD records;

·         Violating UHCSSD's nondiscrimination and/or sexual harassment policy;

·         Excessive absenteeism or tardiness;

·         Excessive, unnecessary, or unauthorized use of company supplies and equipment, particularly for personal purposes;

·         Reporting to work intoxicated or under the influence of non-prescribed drugs, and illegal manufacture, possession, use, sale, distribution or transportation of drugs;

·         Bringing, using or being under the influence of alcoholic beverages on UHCSSD property or in UHCSSD vehicles, or purchasing or using alcoholic beverages while engaged in UHCSSD business off UHCSSD's premises;

·         Fighting or using obscene, abusive, or threatening language or gestures;

·         Theft of property from co-workers, customers, or UHCSSD;

·         Unauthorized possession of firearms on UHCSSD premises or while on UHCSSD business;

·         Disregarding safety or security regulations;

·         Insubordination; and

·         Failing to maintain the confidentiality of UHCSSD, customer, or client information.

Should employee’s performance, work habits, overall attitude, conduct or demeanor become unsatisfactory in the judgment of UHCSSD, based on violations either of the above or of any other UHCSSD policies, rules or regulations, employee will be subject to disciplinary action, up to and including termination.

§ 9603 Absenteeism and Tardiness.

UHCSSD expects all employees to assume diligent responsibility for their attendance and promptness.  Recognizing, however, that illnesses or injuries may occur, UHCSSD has established paid time-off to compensate full-time regular employees for certain time lost for legitimate medical reasons.  (Please consult the appropriate sections of this manual for information regarding these benefits.)

Should employee be unable to work because of illness or if employee will be late, employee must notify their supervisor, department head or Director two hours before the beginning of employee’s shift on each day of employee’s absence unless employee is granted an authorized medical leave, in which case different notification procedures apply.  (See the medical leave of absence policy earlier in this manual.)  Failure to properly notify the UHCSSD results in an unexcused absence.

Absenteeism or tardiness that is unexcused or excessive in the judgment of UHCSSD is grounds for disciplinary action, up to and including termination.

§ 9604 Complaint Resolution Procedure.

Misunderstandings or conflicts can arise in any organization.  To ensure effective working relations, it is important that such matters be resolved before serious problems develop.  Most incidents resolve themselves naturally; however, should a situation persist that employee believes is detrimental to employee or to UHCSSD, employee should follow the procedure described below for bringing a complaint to management's attention.

·         Step One.  Discussion of the problem with employee’s immediate supervisor is encouraged as a first step.  If, however, employee doesn't believe a discussion with his or her supervisor is appropriate, employee may proceed directly to Step Two.

·         Step Two.  If the problem is not resolved after a discussion with employee’s supervisor or if employee feels discussion with his or her supervisor is inappropriate, employee is encouraged to request a meeting with employee’s department head.  In an effort to resolve the problem, the department head will consider the facts, conduct an investigation, and may also review the matter with the Director.  Employee will normally receive a response regarding employee’s problem within five working days of meeting with employee’s department head.

·         Step Three.  If employee is not satisfied with employee’s department head's decision and wish to pursue the problem or complaint further, employee may prepare a written summary of employee’s concerns and request the matter be reviewed by the Director.

·         Step Four.  If employee is not satisfied with the Director’s decision and wish to pursue the problem or complaint further, employee may prepare a written summary of concerns and request the matter be reviewed by the Executive Director.

·         Step Five.  If employee is not satisfied with the Executive Director’s decision and wish to pursue the problem or complaint further, employee may prepare a written summary of concerns and request the matter be reviewed by the UHCSSD Board.

The Board, after a full examination of the facts (which may include a review of the written summary of employee’s statement, discussions with all individuals concerned, and a further investigation, if necessary) will normally advise employee of its decision within fifteen working days.  The decision of the Board shall be final.

UHCSSD does not tolerate any form of retaliation against employees availing themselves to this procedure.  The procedure should not be construed, however, as preventing, limiting or delaying UHCSSD from taking disciplinary action against any individual, up to and including termination, in circumstances (such as those involving problems of overall performance, conduct, attitude or demeanor) where the UHCSSD deems disciplinary action appropriate.

§ 9605 Progressive Disciplinary System.

The UHCSSD has established guidelines to inform employees ahead of time as to what is and what is not acceptable behavior in the workplace.  Disciplinary systems help employees to know where they stand in regards to their performance as well as reduce as much as possible an employee's fear of unwarranted termination.

The UHCSSD is committed to a fair and equitable disciplinary system.  Management has both the right and responsibility to correct and/or discipline staff for misconduct, errors, or inappropriate behavior or actions which adversely affect the operation and/or the reputation of the UHCSSD.

Under the progressive disciplinary system, the least serious offense is called a first level offense.

Examples of first level offenses include, but are not limited to:

(1) Unauthorized or excessive absences, tardiness, or early quitting;

(2) Unauthorized time away from the workstation;

(3) Failure to meet established work quality standards;

(4) Failure to attain production requirements;

(5) Use of obscene, abusive, or disruptive language or behavior;

(6) Failure to adhere to safety regulations and to wear safety equipment;

(7) Failure to pay attention to job responsibilities;

(8) Failure to adhere to and follow established work procedures;

(9) Failure to notify proper management of intended absences.

Second level offenses are more serious and may require more stringent disciplinary action.

Some examples of second level offenses include but are not limited to:

(1)   Failure to follow supervisory instructions;

(2)   Violation of established safety rules;

(3)   Leaving the worksite without informing the appropriate supervisor or sleeping on the job;

(4)   Unauthorized use of materials or equipment and falsifying records;

(5) Fighting on agency premises.

Third level offenses are the most serious offenses and may result in discharge after the first offense.

Examples of third level offenses include but are not limited to:

(1) Working or being on the job while under the influence of alcohol, narcotics, or              other drugs;

(2) Misrepresenting or withholding information on job application records, reports, or other information which is work-related;

(3) Damaging, misusing, or defacing UHCSSD property or the property of another;

(4) Theft, misappropriation, or unauthorized possession of UHCSSD's or another's property;

(5) Gambling;

(6) Immoral or indecent conduct, sexual harassment, physical, mental or financial abuse of others;

(7) Unauthorized possession of weapons, firearms, explosives, etc., on worksite or UHCSSD property;

(8) Failure to report a two-day period of absence without proper explanation.

               First Level Offense

Prior to taking disciplinary action of any sort, the supervisor should review the facts of the offense. If the violation is a first level offense, the first step under the progressive disciplinary system is a verbal warning followed by counseling.  The warning should be given as soon as possible after the violation has been committed.  The supervisor should make it clear that "this is a verbal warning."  A note, dated and indicating the nature of the violation(s), should be made and placed in the employee's file.

If an employee's behavior does not improve after receiving a verbal warning, the employee should be given a written warning.  A copy of the warning, dated and indicating the nature of the violation(s), should be given to the employee and a copy should be placed in the employee's file.  The written warning will provide a time framework in which the unacceptable conduct should be eliminated.

If an employee's conduct improves, the employee's personnel file may be cleared after six consecutive months of good behavior.  If an employee commits three first level offenses in one year, the employee may be suspended or placed on probation.

If employee conduct does not improve, the supervisor should issue a final written warning and place the employee on probationary status.  Probation may be for a period of two weeks to six months.  The final written warning will include:

o   Copies of prior warnings;

o   Specific time period in which the employee must eliminate conduct;

o   State that failure to improve conduct will result in suspension without pay while termination proceedings are being completed.

          Second Level Offense

Second level offenses are more serious than first level offenses and may require suspension for a period of time without pay.  If an employee commits two second level offenses, the employee may be terminated.

Like the first level offense, the supervisor shall give a written warning which explains the seriousness of the violation.  A copy of the dated warning should be given to the employee and a copy should be placed in the employee's personnel file.        

          Third Level Offense

Third level offenses are the most serious offenses and usually lead to termination.

§ 9606 Disciplinary Actions.

Disciplinary action for not meeting standards outlined in this manual, and based on the severity, will consist of one or a combination of the following:

(a)    Verbal reprimand and counseling with supervisor.

(b)    Written reprimand and counseling with supervisor with focus on correcting causes and finding ways to remedy the situation, with record of the reprimand and counseling in the personnel file.

(c)    Counsel with supervisor and department head - define problems and course of action with possible suspension, up to 30 calendar days without pay and placed on disciplinary probation for up to 6 months (additional probation assigned at Director's discretion).

(d)    Termination - Infractions of a severe nature will result in immediate dismissal. Those situations will be brought directly to the Executive Director for final review and decision.

§ 9607 Disciplinary Action and Appeal.

Disciplinary action shall be recommended by the immediate supervisor, and shall be reviewed and confirmed, modified or disallowed by the next higher supervisor.

An employee must be given notice in writing of an intended disciplinary action and of the right to appeal the same before action is implemented.  If the employee appeals the disciplinary action, the action will remain pending and will not be implemented until the appeal is resolved.  Upon receiving written notice of the intended disciplinary action, the employee has five (5) working days within which to appeal a disciplinary action.  An employee waives the right to appeal and discipline may be imposed if the employee does not appeal within the time frame stated herein.

If an employee appeals a proposed disciplinary action to the Director, all pertinent facts regarding the action shall be presented to the Director within 20 days of the date of the appeal. 

The Director shall issue a letter outlining the findings and final action on the appeal within 30 days of the date of the appeal.

If an employee appeals a proposed disciplinary action to the Executive Director, all pertinent facts regarding the action shall be presented to the Executive Director within 20 days of the date of the appeal. 

The Executive Director shall issue a letter outlining the findings and final action on the appeal within 30 days of the date of the appeal.

If an employee appeals a proposed disciplinary action to the Board, all pertinent facts regarding the action shall be presented to the Board within 20 days of the date of the appeal. 

The Board shall be the final authority for all appeals and shall determine the nature of the violation, if any, and the extent of the disciplinary action to be taken.

The Executive Director shall issue a letter outlining their findings and final action on the appeal within 30 days of the date of the appeal.

 § 9608 Abuse

UHCSSD does not tolerate abuse to its clients, be it verbal, mental or physical.  Any suspected abuse will be immediately reported to employee’s supervisor, Director, and Executive Director.  It is the law. An employee accused or suspected of abuse will immediately be suspended, without pay, while the allegations are investigated.  An investigation will be initiated by the Director and the appropriate agencies (department of health, long term care ombudsman, adult protective services, law enforcement, if appropriate) notified immediately.  Substantiated abuse will result in the employee’s termination.  If the employee is licensed or certified then the Division of Occupational and Professional licensing or the Utah CNA registry shall be notified.  Failure of anybody to immediately report abuse will result in disciplinary action up and to termination.

THE UHCSSD RESERVES THE ABSOLUTE RIGHT TO DEVIATE FROM THIS POLICY WHEN CIRCUMSTANCES WARRANT.