You are tardy any time you arrive at your workstation, or are not appropriately groomed,

dressed and ready to work, at the beginning of your scheduled shift. Tardiness also

includes returning late from breaks or meal periods.

PROCEDURE

A. If you must be late for work, it is your responsibility to personally contact your

supervisor at least two (2) hours prior to the beginning of your scheduled work

shift unless you are physically unable to do so.

B. If you cannot call, have someone call for you.

C. Employees who experience a delay or emergency which will require them to be

more than 15 minutes late in arriving, should notify a member of the

management team of their expected arrival time.

D. Failure to report your tardiness will count toward excessive absenteeism or

excessive tardiness, as the case may be.

E. Even if tardiness is reported, excessive tardiness will result in disciplinary action,

up to and including termination.

F. Examples of excessive tardiness include, but are not limited to:

a. Any tardiness on any two days in any 30-day period.

b. Any tardiness on any five days in any 6-month period.

c. Any tardiness on any ten days in any 12-month period.

G. If an employee is determined to be excessively tardy, the follow disciplinary

procedure will be used:

a. 1 st offense – Verbal warning

b. 2 nd offense – Written warning

c. 3 rd offense – Corrective action agreement

d. 4 th offense – Termination

CCNEO is committed to providing a work environment that is free from alcohol and

illegal drugs, and prescription or over-the-counter drugs that impair the performance of

essential job functions or increase risk of injury, death, or property loss. The costs of

alcohol and drug abuse are staggering and are manifested by accidents, tardiness,

absenteeism, property damage, increased occupational injury costs, increased health

insurance costs, decreased productivity, the cost of replacing and retraining new

employees, and employee theft.

PROCEDURE

A. Purchase, use, possession, distribution or being under the influence of alcohol on

CCNEO or client property, during working hours or at any time while on CCNEO

business.

B. Purchase, sale, possession, use, manufacture, distribution or being under the

influence of any illegal drug at any time during your employment by CCNEO.

C. Use or being under the influence of any prescription or non-prescription (over the

counter) drug that may adversely affect your performance of the essential

functions of your job or increase the risk of injury, death or property loss of you or

others.

D. Purchase, sale, use, distribution or possession, during working hours or while on

company business, of any drug paraphernalia, including, but not limited to, any

tools, equipment, supplies or materials used, designed or intended for the illegal

or improper use of any drug.

E. Reporting to or being at work with a measurable quantity of any alcohol, drug,

intoxicant or narcotic in the blood or urine (except for any prescribed or over-the-

counter drug of the type and at a level determined in the sole opinion of CCNEO

or its designee as neither interfering with performance of essential job functions

nor increasing the risk of injury, death or property loss of you or others).

F. Any employee of CCNEO who at any time during his or her employment with

CCNEO is charged with, or convicted of, violating any law, the basis of which

violation in any way involves the use or being under the influence of alcohol or

any drug shall immediately report the charge or conviction to his or her

immediate supervisor or any company official and in all cases, no later than the

beginning of the next work day.

G. Violation of any part of this policy (or any change or conviction described in “B”)

may result in disciplinary action, up to and including termination of employment

CCNEO understands that social media can be a fun and rewarding way to share your life and opinions with family, friends and co-workers around the world. However, use of social media also presents certain risks and carries with it certain responsibilities. 

The term "social media" includes all means of communicating or posting information or content of any sort on the Internet, including to your own or someone else's web log or blog, journal, or diary, personal web site, social networking or affinity web site, web bulletin board, or a chat room, whether or not associated or affiliated with CCNEO as well as any other form of electronic communication.

PROCEDURE

• CCNEO personnel may not access, read, post, or monitor their personal networking sites while at work.

• CCNEO personnel may not post, comment on, or share information about any of the clients we serve, in any social media context, unless given express consent from CCNEO.

• CCNEO personnel may not post images of any clients we serve without proper authorization.

• CCNEO personnel must maintain our client’s personal confidential information. 

• CCNEO personnel may not post internal reports, policies, procedures, or other internal business-related confidential communications.

• CCNEO personnel may not use CCNEO e-mail addresses to register on social networks, blogs, or other online tools utilized for personal use.

• Conduct that adversely affects your job performance, the performance of fellow associates or otherwise adversely affects members, customers, suppliers, people who work on behalf of CCNEO or CCNEO’s legitimate business interests may result in disciplinary action up to and including termination.

• If you call off work the day before or after a holiday you are REQUIRED to present a doctor excuse for the absence.      

•  PTO time may be used before or after a holiday but must be approved in advance by your supervisor.

• An unexcused absence the day before or after a holiday (without a doctor excuse) will count as 4 points. 

•   If you have an unscheduled absence before or after a holiday, without a

    doctor excuse, you will not receive your holiday pay for that holiday.

The nature of our business often requires irregular work hours. The hours of your

scheduled work shift will largely be determined by the operational needs of the

department in which you are assigned.

Some departments will have regular schedules, which rarely change from week to

week, and other departments will have schedules that vary to meet the needs of the

department or CCNEO.

PROCEDURE

A.) If an employee has a specific schedule request, efforts may be made to

accommodate that request, taking into account the operational needs of the

department or CCNEO as a whole. However, in all events, work schedule and

schedule changes are determined at the sole discretion of the CCNEO.

B.) Every employee is responsible for knowing and following his or her work

schedule, including, but not limited to, reading the schedule and schedule

updates or changes, knowing start and end times or workdays, shifts, and

breaks, complying with such times, and knowing when meetings are and

attending such meetings on time.

C.) It is your responsibility to, if applicable, clock in and out at the designated times

on your schedule.

D.)  Any desired schedule changes must receive prior approval from your supervisor.

• You must complete a Time Off Request form located on the CCNEO Discussions intranet.

•  No more than one employee at any given time may take off for each of our

locations.

•  Additional requests will result in a denial of the time off request.

• No requests for the day before or after a holiday will be allowed unless

using PTO time.

• Requests for time off the week before or after a holiday is strongly

discouraged.

ATTENDANCE AND PUNCTUALITY

A.) When you accept a position with CCNEO you assume obligations. One of those

obligations is to perform the duties of your position during the times specified.

B.) You are expected to be punctual and keep absences to a minimum.

C.) Failure to report, unjustified or excessive absence or tardiness may result in

discipline, up to and including discharge from employment.

D.) Additionally, punctuality and attendance are factors that may be taken into

account when determining promotions, salary increases and qualification for

other benefits.

As an employee, you make a major contribution to our business growth.  Your honesty, integrity, and competence in performing your job are necessary for client and community satisfaction.  

Your ability to develop positive client and community relations is essential to our job performance.  

PROCEDURE

1. CCNEO personnel are representatives of the company and as such are expected to treat our clients, contracted staff, coworkers, and anyone encountered in the course of the day and while in the community in a courteous and professional manner at all times. 

2. Professionalism

• Personal business should be conducted out of the view of clients and not in any public setting where there is a possibility of being overheard.

• Cell phone calls or other personal communications should be limited to lunch or breaks. 

•  No cursing or non-professional language should be used during work hours or at any time that CCNEO personnel are representing CCNEO.

3. CCNEO personnel are expected to present themselves in a professional manner and dress accordingly. This includes making sure that clothes are pressed, shoes are clean, makeup is not excessive, uniform shirt is clean and badge is worn at all times during work hours. 

4. CCNEO personnel are encouraged to get to know the people and businesses they encounter while in the community. 

5. CCNEO personnel should have resources readily available. This includes, but is not limited to, information about how to contact CCNEO when interested in employing one of our clients, client resumes, and CCNEO marketing brochures.

CCNEO will follow a progressive discipline policy.  However, based upon the severity of the offense, discipline may lead to immediate termination.  Your direct supervisor will be responsible for administering discipline.

PROCEDURE

1. Employees will be made aware of job expectations through performance evaluations, policies, procedures and supervisor’s directives.

2. Progressive discipline will be as follows:

1. First offense – Employee will be given a verbal warning specific to the infraction being addressed.

2. Second Offense – Employee will be given a written warning specific to the infraction being addressed.  

1. The employee will be required to sign the written warning as acknowledgement of the warning, but may add their dissent to the written warning.

2. If in dissent, the employees will be given an opportunity to address the discipline action with the Executive Director and/or Chief operating Officer within 3 working days and agree to abide by their decision.

3. A copy of the written warning will be kept in the employee’s employment record.

3. Third Offense – Employee will required to complete a Performance Improvement Plan which will include the following steps.

   1. The Supervisor will review the performance standard (s) under consideration for the PIP meeting and outline in the first section.

   2. The Supervisor will review the employee's performance problems relating to the performance standard(s) - what is the employee doing wrong. Be objective and note specific examples.

   3. The Supervisor will determine what steps the employee needs to take to correct performance problems.

   4. The Supervisor will review the PIP with the Department Manager and the Human Resources Manager. Any agreed upon recommendations will be incorporated into the Supervisor's outline.

   5. The Supervisor will meet with the employee in a confidential setting and review the performance standard(s), the employee's related performance problem(s), and outline the corrective actions. The Supervisor will seek and consider the employee's input to modify the corrective action statements as appropriate. The Supervisor and employee will establish reasonable, mutually agreed upon timelines for improved performance on each expectation. This section of the PIP will then be completed by the Supervisor.

   6. The Supervisor will establish consequences for failure to meet and sustain improved performance if a stepped-approach is appropriate, reserving the Company's right to terminate.

   7. The Supervisor will obtain the employee's signature and date on the form indicating agreement with the PIP

4. Fourth Offense – Termination.

Subject to other policies, CCNEO has no objection to an employee holding another job (in addition to his or her employment with CCNEO) as long as he or she can effectively meet the performance standards for his or her position with CCNEO.  

However, we ask employees to think seriously about the effects that another job may have on their endurance, personal health and well-being, performance, and effectiveness with CCNEO. 

Employees holding another job must remember that CCNEO is the primary employer and is entitled to the loyalty and primary efforts of the employee while employed with CCNEO.

PROCEDURE

1. All employees will be held to the same scheduling demands and standards of performance.  

2. We cannot make exceptions for those who also hold outside jobs.  

3. If an outside position interferes with the employee's ability to work for CCNEO that employee will be subject to disciplinary action for tardiness and unsatisfactory attendance or work performance in accordance with normal disciplinary policy.  

4. Any information that an employee has in relation to CCNEO, its clients, associations and business model is considered private and may not be shared with others outside the agency including, but not limited to the employee’s secondary employer.

5. Outside employment may not include employment with another service provider who provides services that are similar in nature to those provided by CCNEO without prior approval.

CCNEO does not permit actual or threatened acts of physical or mental abuse, sexual abuse, sexual molestation or sexual misconduct (“prohibited conduct”) to occur in the workplace or at any activity sponsored by or related to it. In order to make this “zero—tolerance” policy clear to all employees, volunteers and staff members, we have adopted mandatory procedures that employees, volunteers, family members, board members, individuals and victims must follow when they reasonably suspect, learn of or witness prohibited conduct. 

Abuse or molestation means each, every and all actual, threatened or alleged acts of physical or mental abuse, sexual abuse, sexual molestation or sexual misconduct performed by one person or by two or more persons acting together. 

PROCEDURE

1. All staff members who learn of, have a reasonable suspicion of prohibited

2.  conduct must immediately report it the Executive Director, Chief Operating officer and/or direct supervisor.  

• If the victim is an adult, abuse or neglect will be reported by this designee to the local or state police and/or Adult Protective Services (APS) Agency.

• If a child is the victim of abuse or neglect the designee will report it to the local or state police and/or Child Abuse Agency. Appropriate family members of the victim must be notified immediately of suspected child abuse or neglect. 

2. Once the allegation is reported we will promptly, thoroughly and impartially initiate an investigation to determine whether there is a reasonable basis to believe that the prohibited conduct has occurred and that it was committed by the target(s) of the investigation. 

• The investigation may be undertaken by an internal team comprised of fellow employees or we may hire an independent third party. 

• We will cooperate fully with any investigation conducted by law enforcement or regulatory agencies and we may refer the complaint and the result of our investigation to those agencies. 

• We reserve the right to place the target(s) of the investigation on an involuntary leave of absence or reassigning that person to responsibilities that do not involve personal contact with individuals or students.

•  To the fullest extent possible, but consistent with our legal obligation to report suspected prohibited to appropriate authorities, we will endeavor to keep the identity (ies) of the target(s) and the alleged victim(s) confidential. 

CCNEO expects its employees to have high regard for our standards and avoid even the appearance of dishonesty or misconduct.  Our employees are expected to conduct themselves at all times in a professional and courteous manner, to exercise good judgment in the discharge of their responsibilities, and to conduct themselves in a manner that can be supported by CCNEO.

PROCEDURE

Any misconduct or violation of the policies in this policy manual may result in disciplinary action up to and including termination of employment. 

The following are some examples of conduct that may result in such disciplinary action: 

• Unsatisfactory or careless performance or neglect of duties.

• Failure to use or maintain CCNEO or client property in a proper manner.

• Altering, removing or destroying CCNEO or client records and/or property.

• Deliberate or careless damage to CCNEO or client property.

• Failure to sign all required documents, including, but not limited to: money ledgers, disciplinary action acknowledgement(s), mileage sheets, etc.

• Inappropriate, malicious, disparaging or derogatory oral or written statements concerning CCNEO, or any of its clients, employees or representatives.

• Falsifying personal, client or CCNEO records, including any employment application or other employment information, or any other records or documents related to the CCNEO, its business or any of its clients, employees or representatives.

• Excessive tardiness, absenteeism or abuse of any paid time off policy.

• Failure to give proper notice of an expected absence.

• Dishonesty of any kind, including theft or misappropriation of property of CCNEO, its employees, or past, current or prospective clients or representatives.

• Possession, use or display of any weapon on CCNEO premises or while on CCNEO business.

• Possession, use or being under the influence of drugs or alcohol on the premises or while on CCNEO business - this includes while driving a CCNEO vehicle or transporting a CCNEO client..

• Any conduct endangering, or any verbal or nonverbal threat to endanger, property, life, safety or health.

• Disrespect for management, or any supervisor or employee or client of CCNEO, including insubordination, failure to perform any reasonable assignment, or obscene or abusive language or behavior.

• Willful violation of HIPAA privacy laws.

• Violations of CCNEO harassment policy or any other form of unlawful or unethical conduct, harassment or discrimination.

• Off-duty or pre-employment conduct that reflects or may adversely reflect on CCNEO if the employee were to remain employed.

• Failure to report any Unusual Incident and/or Major Unusual Incident in the appropriate manner and following the guidelines set forth by the county(s) serving the client’s involved.

• Sleeping at any time while clocked in.

• Completing schoolwork, personal paperwork, making appointments, or anything of a personal nature while also being on the clock and paid for providing services under their assigned position.

7. 1.  Doing work for another employer

   2.  Wearing earbuds and listening to music or having conversations on your phone while working

   3.  Scheduling personal appointments

These examples are not all-inclusive, but merely illustrate the kind of conduct that may be detrimental to CCNEO, its clients, volunteers or employees.  Employees may be discharged or disciplined for conduct not specifically mentioned in this policy manual, as determined in the sole discretion of the CCNEO.

When it comes to spending money on the community integration trips, the amount of money that is spent needs to be sensible. It is our responsibility as staff to see that our individuals spend their money appropriately. On the back of the CI calendar, there is a budget for each individual trip. If an individual has signed up for a particular outing that means they have budgeted specifically for that outing. When we allow the individual to overspend, that is negligence on our part as staff. CCNEO staff is out in the community with these individuals to help with independence and help maintain adult responsibilities. When we allow simple things like overspending to continue to happen, we have failed our individuals. If we can’t manage money with our individuals, how can it be shown that we excel in other levels of service? As a staff member at CCNEO, you are not violating the rights of our individuals when you suggest they not make a purchase.

Example: Erica packed her lunch, but the group went to Dairy Queen for ice cream. While at Dairy Queen, Erica asked staff, Tasha, could she buy a lunch special which included a double cheeseburger, fries, toast, pop, and a sundae? What should Tasha do in this situation?

Answer: Tasha should reply and say, Erica let's just only purchase an ice cream sundae and you save your money for your next outing. I want you to make sure you have enough money to spend on all the other outings that you have planned. What’s your favorite ice cream flavor, let’s order that and you can add sprinkles? Redirection isn’t stripping the clients of their rights, you’re merely helping them make responsible adult decisions when it comes to spending.

Example: Pola had a CI trip to the bookstore, Pola mentioned how she was so excited to go, and she was going to buy about 6 books from the store. Pola had only budgeted $25 for the CI bookstore trip. Pola carried her own money in her wallet, so she was able to pay for her own purchases. When it was time to check out, Pola pulled out a $100 bill to pay for her purchases. The total cost of Pola’s purchase came to $86.48. Is this okay to let Pola continue with the purchase when she only budgeted for $25 dollars?

Answer: Absolutely Not! No matter how much money an individual is carrying on them, everyone has already budgeted for that particular trip. This is when we, as the staff providing services, step in and help make the necessary responsible decisions when it comes to helping our individuals. Your response to Pola should be, you’ve only budgeted $25 to buy a few books, lets pick some the ones that are your favorite. It wouldn’t be a good idea to spend all your money here when your scheduled for many more outings this month.

So, let’s say Pola refuses and says, I don’t care I’m getting all these books I have the money so I’m spending all the money I want. I have the money and its my right to spend it how I want. If you as a staff member face this issue out in the community, please call a supervisor immediately. If anymore issues arise with Pola, let her know if rules can’t be followed, she will not be able to join future CI trips.

If you have any questions, please feel free to talk with one of the CCNEO supervisors for guidance.

 Subject to other policies, CCNEO has no objection to an employee holding another job (in addition to his or her employment with CCNEO) as long as he or she can effectively meet the performance standards for his or her position with CCNEO.  

However, we ask that you think seriously about the effects that another job may have on your endurance, personal health and well-being, performance, and effectiveness with CCNEO. 

Employees holding another job must remember that CCNEO is your primary employer and is entitled to the loyalty and primary efforts of the employee while employed with CCNEO.

PROCEDURE

1. You will be held to the same scheduling demands and standards of performance.  

2. We cannot make exceptions for those who also hold outside jobs.  

3. If an outside position interferes with your ability to work for CCNEO, you will be subject to disciplinary action for tardiness and unsatisfactory attendance or work performance in accordance with normal disciplinary policy.  

4. Any information that you have in relation to CCNEO, its clients, associations and business model is considered private and may not be shared with others outside the agency including, but not limited to your secondary employer.

5. Outside employment may not include employment with another service provider who provides services that are similar in nature to those provided by CCNEO without prior approval.

All employees must record their time in Sentric.  Your time card may be a paper or an electronic version based on the worksite and/or your position.  Your supervisor will provide you with time cards or electronic access for you to keep a current record of your time at work.  You are responsible for maintaining an accurate current record of your working hours. 

PROCEDURE

You must use the time card to record the time you begin and end work each day, and the beginning and end of any split shift.

CCNEO does not recognize time entered via your smartphone.  All time card punches must be through your computer at your work location.

 You also must record on your time card in Sentric when you are absent from work, for any reason whatsoever.

When you are absent, you have until; 10 am the day you return to work to add your time off to your time record.

Your time card is the record on which you (and in some cases CCNEO) are paid. 

Consequently, it is important that your time card be accurate and complete and not be lost, falsified, or mutilated. 

If your time card is missing information, you may not be paid. It is your responsibility to check and make sure that your time card is correct before the end of the pay period.

If you become aware of a mistake on your time card, you must immediately inform the Executive Director and/or the payroll liaison with the necessary correction. 

Falsification of your time card (including but not limited to, hours) will result in immediate termination.

Effective 7/1/2014

Revised 3/4/2020

Revised 4/18/22

An absence is any time that you are scheduled to work, and you fail to be present at the

designated work location for all the scheduled time or shift. It includes time off for

sickness but does not include pre-approved Paid Time Off (PTO) for vacation or leaves

of absence or for designated holidays when you are not scheduled to work. You are

expected to report to work as scheduled, on time and prepared to start work. You are

expected to remain at work for your entire work schedule.

CCNEO realizes that there are times when absences cannot be avoided. Therefore, we

have a system that allows you to accumulate some points before any disciplinary action

will be taken against you. It is expected that everyone will accumulate some points

under this system. It is only when points become excessive, and warnings issued, that

you need to be concerned about your attendance practices.

Depending on the nature of the absence, a certain number of points are accumulated by

an employee on his or her absence record. When you reach various point totals,

certain notice and disciplinary actions will be taken. You may receive a Verbal (written)

warning, written warning, final written warning/corrective action, or termination.

The point system is based upon the progressive past calendar months. Any employee

who accumulates 12 points in a 12-calendar month period (current month and previous

11 months) under this system will be terminated. On the first day of each calendar

month, points accumulated during the same month one-year prior will be removed from

your record.

There are two types of absences:

EXCUSED ABSENCES – An absence is considered EXCUSED when the following

conditions are met:

A. You have provided sufficient notice to your supervisor

a. Sufficient notice = submitting request through Sentric at least 48

hours in advance (Monday through Friday).

1. For time off on a Monday, your request must be in on

Thursday before 9:30 am

b. Requested time off is not a guarantee of approval

1. No more than two persons will be approved for time off on

any given day

2. If another employee has requested that same day/time, then

the employee who submitted the request first will be granted

and subsequent requests will be denied.

C. Your supervisor has APPROVED the time off

UNEXCUSED ABSENCES – An absence is considered UNEXCUSED when the

following conditions are met:

A. Calling off without sufficient notice (see above for definition)

B. Leaving at any point during a scheduled shift without prior approval

C. Not providing reasonable proof for absence

The following list, although not exhaustive, includes reasons that we consider an

unexcused absence:

● Any unscheduled absence – even if PTO is used

● Traffic or public transportation delays

● Holidays that haven’t been approved

● Calling off for other employment which includes training, interviews,

scheduling conflicts

o Calling off for any other employment will be an immediate written

warning

▪ CCNEO understands that employees sometimes work more

than one job. If the absence is EXCUSED, then the regular

point system and procedures will apply

● Not providing reasonable proof for absence

HOLIDAYS

A. If you call off work the day before or after a holiday you are REQUIRED to

present a doctor excuse or other valid excuse for the absence.

B. PTO time may be used before or after a holiday but must be approved in

advance by your supervisor.

C. An unexcused absence the day before or after a holiday (without a valid excuse)

will count as 4 points.

D. If you have an unscheduled absence before or after a holiday, without a

valid excuse, you will not receive your holiday pay for that holiday.

NOT TAKING TIME REQUESTED TIME OFF

A. If you have submitted time off and decide that you don’t need the time off, you

are required to inform your supervisor at least 48 hours in advance.

a. Your supervisor will remove the time off from your schedule

b. You are responsible for making sure all times are correct before close of

the current pay period

B. If you fail to report to your supervisor that you will not be taking the time at least

48 hours in advance, you will be required to take the time off that you requested

a. If you have proof that an appointment was rescheduled and was outside of

your control, you will not be required to take the time off

b. You must provide acceptable proof of schedule change

APPOINTMENTS AFTER 2:00

A. When scheduling appointments, you must make sure that you are able to work

until 2:00 pm.

B. If you leave before 2:00 pm, points will accrue per policy

C. If you schedule appointments after 2:00, you will not receive any points if:

a. Appointments qualify as an EXCUSED absence

b. You provide valid proof of the appointment

TIME CLOCKS AND FAILURE TO CLOCK IN/OUT

You must clock-in and clock-out for each shift. If there is any problem recording a

clock-in or clock-out, you should inform your supervisor immediately. If you

consistently fail to clock in or clock-out may receive disciplinary action, up to and

including termination.

A. You are required to follow established guidelines recording your actual hours

worked. A missed clock-in/out is a violation of this policy and includes:

a. Failure to clock in/out at the beginning and/or end of your shift

b. Failure to accurately and timely report time worked

c. Clocking in/out early or late of assigned shift without prior approval

B. You are required to leave a message when you have an issue with your time

clock

a. Message must identify date and what the correct information should be

b. EX: I forgot to clock in on time on 12/29. Correct time should be 8:34 am

CHILD/FAMILY CARE

A. CCNEO understands that parents may sometimes be required to remain

home or leave work due to a sick child or a school closing.

B. You will receive zero points if you are able to provide proof of illness or

closing.

ABSENCE PATTERNS

A. An Absence Pattern is - a pattern of consistent and unscheduled absences (often

Monday and/or Friday) that are days you take off regularly.

B. An absence pattern is established when you have unscheduled absences on 4 or

more days that are the same or regularly use Monday and/or Friday to take

unscheduled time off

a. When a pattern is identified, you will receive a corrective Action

Agreement from your supervisor that identifies the pattern and establishes

future disciplinary actions related to continuation of the absence pattern

b. All future unscheduled absences that meet the absence pattern will

receive 6 points unless accompanied by substantiation and/or verification

from sources other than you

CHRONIC CONDITIONS

A. If you develop a condition that will require you to have medical appointments that

may interfere regularly with your work schedule, you are required to meet with

your supervisor and provide proof of medical condition.

a. All appointments related to the medical condition will be approved and you

will receive zero points for the time off related to the visit

B. Any other absences will be documented according to current policy.

BEREAVEMENT

A. Direct Family = your spouse, child, parent, sibling, grandparent, aunt/uncle and

in-laws

a. You must provide proof of relationship

b. You must provide funeral handout or other form of documentation (subject

to supervisor approval)

c. Full Time Staff:

1. May use any amount available days of PTO for bereavement

and an additional 4 days of unpaid time off within a 12 month period

Part Time Staff and New Hires:

1. May use up to 6 days of Unpaid Time Off within a 12 month

period

B. Any time off whether Paid or Unpaid will count toward your total accrual of

allotted time off within a 12 month period

C. Any exceptions must be approved with either the Executive Director or the

Director of Workforce Development

D. Non-direct Family = everyone else not listed above

a. You must provide funeral handout or other form of documentation (subject

to supervisor approval)

c. Full Time Staff:

1. May use any amount available days of PTO for bereavement

and an additional 4 days of unpaid time off within a 12 month period

d. Part Time Staff and New Hires:

1. May use up to 6 days of Unpaid Time Off within a 12 month

period

B. Any time off whether Paid or Unpaid will count toward your total accrual of

allotted time off within a 12 month period

C. Any exceptions must be approved with either the Executive Director or the

Director of Workforce Development

D. Non-direct Family = everyone else not listed above

a. You must provide funeral handout

1. Obituary from newspaper will not be accepted

2. Pictures of funeral handout or obituary will not be accepted

b. You may take up to 2 days of PTO (If available) and 1 day of unpaid time

off per calendar year

1. This applies to all staff whether or not full or part time

DOCUMENTING IN PAYCHEX

You are required to document your excused and unexcused time off in Paychex.

1. Excused absences must be submitted and approved no later than 48

hours prior to absence

2. Unexcused absences must be entered no later than 10:00 am the day you

return to work

3. Failure to document an absence:

a. First 2 occurrences – verbal notification from supervisor

b. 3 or more occurrences – 1 additional point per absence

CALLING OFF PROCEDURE

A. In case of an absence, you must notify your supervisor

a. Robin Bacola (330-431-2953) – Day Program, NMT, Client Aide,

Janitorial and HPC staff

b. Jan Ruyan (330-354-3204) – All Community Employment

B. Notification must be given each day you do not report to work at least one (1)

hour prior to the beginning of your scheduled shift.

C. If you must be absent after you report to work, notification must be given when

you first learn that you must leave work.

D. It is your responsibility to personally make the contact unless you are physically

unable to do so; in which case, you should have someone else make the contact

for you.

E. You must call Robin or Jan; texting is not okay. If your supervisor doesn’t

answer, you must leave a message stating the reason for your illness and your

expected return.

F. If you are absent without reporting to work or contacting your supervisor, you will

be considered to have voluntarily resigned.

Note: If you can provide an acceptable explanation, this policy may not apply.

Such an explanation may require substantiation and/or verification from sources

other than you.

G. Any absences that last more than 2 days will require written documentation from

a physician and or other licensed medical professional who is providing you care

related to your absence. Not providing this documentation will make you subject

to disciplinary action up to and including termination.

USING UNPAID TIME OFF

A. Once an employee has earned Paid Time Off (PTO) they must use any of their

PTO hours before they will be allowed to use any Unpaid Time Off.

a. All full time employees will be allotted up to an additional 20 hours a year

in Unpaid Time Off.

b. This time must be an excused absence and will not apply to unexcused

absences unless there is proof of a significant reason for using it.

B. All Unpaid Time Off will have to be approved by your supervisor following the

policy for Excused Absences.

POINT SYSTEM

If your absence is due to an illness or injury, you may be required to provide a doctor’s

report supporting the necessity of your absence as well as your ability to return to work.

If your absence is the result of a personal emergency other than illness, documentation

supporting your absence is required.

POINTS

REASON

DESCRIPTION

1

Excused absence (Non PTO)

More than 4 hours

.50

Excused absence (Non PTO)

Less than 4 hours

1

Missed clock

Beginning 4th occurrence

1

Unexcused absence

Call of at least one hour prior to scheduled shift

2

Unexcused absence

Call off less than one hour prior to scheduled shift

4

Call off before/after holiday

Without proper documentation

6

Absence pattern

Once established

1

Failure to document in Sentric

Beginning 4th occurrence

0

Appointments after 2:00 pm

Pre-approved and with proper documentation

0

Chronic Conditions

Pre-approved and with proper documentation

0

Child/family care

Proper documentation required

0

Bereavement

Direct family (spouse, child, sibling, aunt, uncle, grandparent) = up to 3 days

Non-direct family = up to 2 hours

Proper documentation required

0

Jury duty

Military duty

FMLA

ADA

Medical leave

Absence authorized by CCNEO

Work related injury

Maternity Leave

Proper documentation required

0

Auto accident

Verified through police records/report

Please see Tardy Policy for further explanation

.5

Tardy 3 minutes or more

4th occurrence or more

3

Tardy 31 minutes or more

4th occurrence or more

.50

Early Departure 2 hours or less

First 3 occurrences

2

Early Departure 2 hours or less

4th occurrence or more

.50

Late return from break

First 3 occurrences

2

Late return from break

4th occurrence or more

2

Unexcused call off using Unpaid Time Off

1st occurrence or more

The accumulation of the following number of points will result in the following action being taken by CCNEO:

4 points = Written (verbal) notice

6 points = Written warning

10 points = Final written warning/corrective action

12 points = Termination

CCNEO will not notify you through the passage of time that you have lost points.  However, each time you accumulate enough points to trigger a notice or warning, you will receive such notice or warning in writing.  If you feel that CCNEO acted inappropriately, you will have an opportunity to request a review of your attendance record and to provide sufficient proof to change the number of points you have accumulated.  Upon review, CCNEO owners, Jan Ruyan and/or Robin Bacola will make a final determination.

CCNEO personnel will administer drugs or medications only to those for whom

they are prescribed and in accordance with the directions of the prescribing

health care professional.

All prescription and non-prescription medications must be stored in a locked

place. The CCNEO personnel on duty will be responsible for the key to such

cabinet or locked container and to assure that the cabinet/container is locked at

all times.

CCNEO personnel will initial medication sheets after they have witnessed the

person actually taking the medication. At no time should medications be left

unattended or set down. CCNEO personnel must physically hand medications to

one person at a time.

When an individual is absent, CCNEO personnel must include documentation on

the MAR of the absence. This should be marked as an (absent) on the day

that the person was not present.

Any over-the-counter medications authorized by a prescribing health care

professional actually administered to a person will be added to the medication

documentation sheet, along with the time of administration and initialed by the

administering CCNEO personnel.

The dose, time, frequency or route of administration must not be changed,

substituted or omitted except on the order of a licensed healthcare professional.

 Unless otherwise indicated by a prescribing health care professional, all orders

for over-the-counter and prescribed medications must be reviewed by a licensed

health care professional annually

 If an individual needs to take medication with them when they are in the

community, CCNEO personnel must record the number of pills sent and returned

on the back of the Medication Administration Record (MAR).

Medication errors will be documented in the person’s record and reported as an

Unusual Incident or Major Unusual Incident, whichever applies. The incident

report must include responses to the medication error and what steps were taken

to prevent the occurrence of future medication errors.

If the individual support plan determines that a person has demonstrated the

ability to self-administer medications prescribed for them by a physician, the

individual may retain these medications in a secure, locked place.

Any discontinued or changed medication must be taken to the administrative

office immediately for destruction. Records of destroyed medications will be

maintained at the office. Two CCNEO personnel must record the destruction of

medication.

In the event of death, an accounting of medication must be done within 24 hours

following the death and recorded by two CCNEO personnel. Disposal of

medication will occur as prescribed in paragraph (J) of this policy, unless an

investigation calls for a delay.

Each home, enclave, supported employment/vocational training site and CCNEO

vehicle will have first-aid materials stored in a readily accessible place.

People who can safely self-administer medication or receive assistance with self-

administration of medication have the right to do so. The individual support plan

will state if a person cannot self-administer medications or cannot receive

assistance with self-administration.

CCNEO personnel are not required to be trained or certified when they provide

assistance with self-administration.

When assisting a person with self-administration of prescribed medication,

CCNEO personnel may only take the following actions:

Remind the person when to take the medication and observe them to ensure that they follow the directions on the container.

Assist the person by taking the medication in its container from the area where it is stored, handing the container with the medication in it to them, and opening the container, if they are physically unable to do so.

Assist, on request by or with the consent of, a physically impaired but mentally alert person, with removal of oral or topical medications from the container and with taking or applying of the medication. If a person is physically unable to place a dose of oral medication to their mouth without spilling or dropping it, CCNEO personnel may place the dose in another container and place that container to their mouth.

All CCNEO personnel must adhere to the following rules and regulations regarding delegation of nursing services.

WITHOUT NURSING DELEGATION:

CCNEO personnel may perform the following health-related activities.

Taking vital signs.

Application of clean dressings that do not require health assessment.

Basic measurement of bodily intake and output.

Oral suctioning.

Use of glucometers.

External urinary catheter care.

Emptying and replacing colostomy bags.

Collection of specimens by non-invasive means.

WITH NURSING DELEGATION:

CCNEO personnel may administer oral and topical prescribed medications.

CCNEO personnel may administer prescribed medications through

gastrostomy and jejunotomy tubes, if the tubes being used are stable and labeled.

CCNEO personnel may perform routine tube feedings, if the gastrostomy and jejunotomy tubes being used are stable and labeled.

CCNEO personnel may administer routine doses of insulin through subcutaneous injection and insulin pumps.

TRAINING & CERTIFICATION

For those individuals who are unable to self-administer medications or to self-administer with assistance, CCNEO personnel must be trained and certified.

To be eligible to receive training, CCNEO personnel must be:

At least eighteen years of age.

Have earned a high school diploma or General Equivalency Diploma.

Not be listed on the abuser registry.

Complete a criminal background check.

CCNEO will ensure that personnel have been trained specifically with respect to each individual for whom they administer prescribed medications, perform health-related activities, administer food or prescribed medication via stable labeled gastrostomy tube and stable labeled jejunostomy tube or administer subcutaneous insulin injections.

CCNEO personnel will not administer prescribed medications, perform health-related activities, administer food or prescribed medication via stable labeled gastrostomy tube and stable labeled jejunostomy tube or administer subcutaneous insulin injection for any individual for whom they have not been specifically trained.

CCNEO will arrange for training by a nurse who has been certified by

The Ohio Department of Developmental Disabilities.

The annual medication administration training will include:

Instruction on the administration of prescribed oral or topical medication.

Individual-specific training as needed.

Infection control and universal precautions.

A review of all applicable federal and state laws.

How to give oral and apply topical medications including:

Correct and safe practices.

Procedures and techniques for administering oral and topical prescribed medication.

Administration of the right medication, right dose, to the right individual by the right route and at the right time.

Instruction on quality measures including:

Reporting and documenting all prescribed medication errors.

Procedures in case of an emergency.

Procedures on when and how to contact appropriate

supervisor or supervising licensed nurse.

Instruction on administration &documentation of PRN medication

Instruction on what CCNEO personnel are prohibited from giving.

Instruction on EPI-pen, diazepam gel, and glucagon.

Instruction of potential drug reactions, side effects and proper course of action.

Documentation requirements including transcription of physician’s orders.

Information on proper storage and care of prescribed drugs.

For CCNEO personnel who administer medication or food via stable labeled gastrostomy tube or stable labeled jejunostomy tube:

Procedures for documenting errors.

Correct and safe practices for administering prescribed medication or food.

Possible signs and symptoms of malfunction or tube problems.

Documentation requirements including medication errors.

Information on the proper storage, care and preparation of food and prescribed medications.

Instruction on drug reactions and interactions and common side effects and proper course of action.

Information on what CCNEO personnel are prohibited from giving.

Instruction on PRN medication and as needed medication.

Instruction on who may transcribe prescriptions for food preparation and prescription medication onto a MARS or treatment record.

For CCNEO personnel who administer subcutaneous insulin injection:

 Information on basic pathophysiology of diabetes mellitus.

Correct and safe practices and techniques for administering subcutaneous insulin injections.

Documentation requirements including reporting of errors.

Information on proper storage, care and preparation.

Signs and symptoms of hypoglycemia and hyperglycemia and proper interventions Instruction of commercially packaged glucagon.

Instruction of transcription of insulin prescription administration on MARS.

CCNEO personnel must perform a successful return demonstration and score at least 80% on the final written examination to receive certification.

CCNEO personnel who do not score at least 80% on the final written exam must retake the entire 14-hour course to be eligible to retake the final exam.

To renew certificates, CCNEO personnel must complete a minimum of two hours of continuing training annually which must be completed within the annual anniversary of certification.

CCNEO personnel who do not update certification annually, will be suspended from administering medication and will be required to complete their annual training before they can administer medication or perform health-related activities.

Training to provide prescribed medications or feeding via a stable and labeled jejunostomy or gastrostomy tube by nursing delegation will be a minimum of four hours and will be in addition to the prescribed medication and health related activities training.

CCNEO personnel must score at least 80% on the final exam. To maintain certification, CCNEO personnel must complete one hour of continuous education annually.

The training to provide subcutaneous insulin injection by nursing delegation will be at least 4 hours and will be in addition to the prescribed medication and health-related activities training.

CCNEO personnel must score at least 80% on the final exam. To maintain certification, CCNEO personnel must complete one hour of continuous education annually.

Direct deposit allows paperless transmission between the CCNEO and banking

institutions and provides a safe, reliable method for ensuring receipt of your pay. The use of electronic direct deposit of pay statements is a more efficient and cost-effective method of notification to employees.

As a condition of employment at CCNEO, appointed employees and trainees are required to participate in payroll direct deposit. This means that your pay will be deposited directly into your account at a participating banking institution each payday.

PROCEDURE

A. CCNEO employees will be provided with a direct deposit form which must be

completed prior to employment.

•  You may elect to complete the Direct Deposit section in Paychex in place of an actual form and may update and make changes no more than once every quarter.

• You are responsible for notifying CCNEO of any changes associated with your

direct deposit account(s).

• With each paycheck or direct deposit, you will receive a statement showing gross pay, itemized deductions and net pay.

You can find this information in Paychex. You will not be issued a paper check.

• The statement will also show the number of hours for which you are being paid, including Paid Time Off (PTO) and holidays

• Payments that cannot be deposited will receive a paper check.

•  Lost or stolen checks should be reported immediately to your direct CCNEO supervisor.

Your pay will be electronically deposited directly into one or more checking or

savings accounts you designate. Accounts must be established with banks or credit unions that support direct deposit.

You may set up multiple accounts at the same or different banking institutions for receipt of direct deposits. Participation in direct deposit will be a condition of employment. Only casual and other employees working for less than one month may be exempted from direct deposit participation.

In certain cases the initial pay for a new employee may be provided by paycheck to allow for sufficient time to process direct deposit information with the participating banking institution.

CCNEO will assist you with any questions or concerns about direct deposit and also provide assistance with completing the necessary documentation.

Revised 4/18/2022

This policy describes the assignment, use and management of cellular telephones, email, and other electronic devices by You. Company property, such as equipment, vehicles, telephones, computers, and software, is not for private use. These devices are to be used strictly for company business, and are not permitted off grounds unless authorized. Company property must be used in the manner for which it was intended.

PROCEDURE

Telephones, Email and the Internet, including social networking sites, must not be used for:

Harassment or bullying – all communications should be consistent with CCNEO’s Equal Opportunities Policy..

Private commercial purposes.

Breaching copyright or confidentiality.

Intentional propagation of viruses.

Disrupting or damaging other systems by carrying out acts of a malicious or disruptive nature.

Excessive personal use.

You are not allowed to use a mobile device while operating a motor vehicle.  This includes personal cell phones, and/or other electronic equipment.  

You are expected to pull off the roadway in a safe and secure location and put the vehicle in park prior to using a mobile device for any purpose.

Do not consider cellular telephones or internet connections private or secure.  CCNEO has the right to monitor your telephone calls and internet usage to determine if misuse or abuse exists when on a CCNEO provided telephone..

Company computers, internet and emails are a privileged resource, and must be used only to complete essential job-related functions. 

You are not permitted to download any “pirated” software, files or programs and must receive permission from a supervisor before installing any new software on a company computer. 

Files or programs stored on company computers may not be copied for personal use.

Sending chain letters or participating in any way in the creation or transmission of unsolicited commercial e-mail ("spam") that is unrelated to legitimate Company purposes.

Engaging in private or personal business activities, including excessive use of instant messaging and chat rooms, online shopping, job applications, college coursework, personal videos or pictures, travel and anything of a personal nature.

Accessing networks, servers, drives, folders, or files to which you have not been granted access or authorization from someone with the right to make such a grant.

CELLULAR TELEPHONE USAGE

The assignment of cellular telephones must be approved by the Executive Director or Director of Workforce Development and should be only to employees whose duties and responsibilities require immediate communications capabilities. 

A current inventory of all cellular telephones must be maintained and shall include telephone numbers, along with the name of each employee to whom a unit has been assigned.

Each employee assigned a cellular telephone shall be primarily responsible for the security and maintenance of the unit, and must immediately report the theft, loss or vandalism of the unit.

Assigned cellular telephones should be used for official business related activities.  Personal use of an assigned unit shall be occasional, incidental, or for emergencies only.  Personal use does not include personal photos or videos or accessing social networking sites such as Facebook, TikTok, Twitter, etc.

The responsibility for assigned cellular telephones cannot be transferred to another employee.  When an employee to whom a cellular telephone has been assigned terminates employment, the unit must be returned to CCNEO’s main office, in appropriate working condition, prior to the employee's last day at work.

Cellular telephones that are not returned within 3 days after employment has been terminated will be charged to the employee and the amount will be taken from the last paycheck.

You may make personal telephone calls prior to clocking in, and at break times. 

CCNEO recognizes that at times you will need to take personal calls during the workday.  These personal calls must be short in duration and very limited in number.  Abuse of this policy can result in disciplinary action including termination.  

Desk or cellular telephones may not be used to defame, harass, intimidate or threaten any other person(s).

Any employee assigned a cellular telephone who fails to comply with the CCNEO cellular telephone policy may have their telephone privileges suspended or revoked and may be subject to disciplinary action.

EMAIL/INTERNET

The personal use of email or the Internet by You is permitted provided that it is not excessive and does not interfere with the proper performance of that person’s duties.

It is good practice to maintain a distinction between what is a business email and what is a personal email, for example by marking personal emails as personal.

The Internet must be used appropriately. The following is an illustrative list of inappropriate use, but it is not intended to be exhaustive. The Internet must not be used for:

• Accessing, downloading, storing, recording or bookmarking sites that are offensive, obscene, defamatory, abusive, unlawful or contains personal confidential information about other You, supervisors, or clients. 

• Publishing material that brings the CCNEO reputation into question.

• Downloading software which breaches the software company’s rights or license agreements.

Unfortunately the largely uncontrolled nature of the Internet means that users can inadvertently access sites containing offensive, obscene, defamatory, abusive or otherwise unlawful material. In these instances users must exit such sites immediately. Prolonged or regular access to such sites is considered as intentional and CCNEO may take disciplinary action up to and including termination.

CCNEO takes no responsibility for any online transactions and is not liable for the failure of security measures. All users should be aware that Internet use may be recorded.

In terms of the law, email communications are no different to any other form of written communication; they can be legally binding. Consequently they are, for instance, actionable within the laws of defamation and libel; they are recognized as being capable of contributing to harassment; and they can create or break contracts.

Emails frequently carry information about individuals (personal data) in the form of facts, intentions or opinions about individuals. Any emails produced in the course of CCNEO business that contain personal data must be managed in compliance with Ohio Revised Code 5123:1-6-01.

The email system is the property of the CCNEO.  Staff should note that personal use is a privilege and must not be excessive or interfere with the proper performance of an employee’s duties.

The email system must not be used inappropriately. The following is an illustrative list of inappropriate use, but it is not intended to be exhaustive. Email must not be used for:

Sending messages that are offensive, obscene, defamatory, abusive or otherwise unlawful. Emails, like any other form of written communication, can be used as evidence in a court of law.

Sending material that brings CCNEO’s reputation into question.

Sending links to web pages or bulletin boards that are offensive, obscene, defamatory, abusive or otherwise unlawful (for instance, those that facilitate hacking or contain pornographic material).

Sending unsolicited commercial or advertising material.

Unfortunately the largely uncontrolled nature of the Internet means that email users can be identified remotely and streams of offensive advertising and other material directed to them, although they themselves may have taken no action to solicit this. All email users are, therefore, asked to contribute to the monitoring and control of this nuisance by reporting the receipt of offensive email as promptly and fully as is reasonably practical, to your direct supervisor in order to assist CCNEO in taking steps to block the offending material.

You should be aware that deleting an email may not remove all instances of that message. There may be copies of the message elsewhere, for instance, the recipient's system or back up files held on central servers.

When sending or responding to emails, please use the following guidelines:

Write all email messages in a professional manner. The content of an email should be to the same standard as a letter.

Consider carefully the full implications of sending bulk emails (emails to large numbers of recipients). For example, a 5MB email sent to 2000 staff could consume 1000Mb of server disk space.

Try to minimize the size of emails. Most emails should be less than 5 Kb. Emails larger than 5Mb should not be sent.

Be careful when sending emails containing personal or confidential information. Check the recipient’s name, especially if there is more than one person with the same name.

Avoid sending sensitive information in an email. Sending an email is like sending a postcard through the mail.

Try to minimize the use of graphics, different fonts, formats stored within a document when sending it as an attachment to an email.

Do not open attachments from unknown sources. Always virus scan a document received as an attachment in an email before opening the document.

The receipt of any email communication containing obscene material must be reported immediately to your direct supervisor.

Emails should not be accepted if they contain inappropriate language and/or content. They should be returned immediately to the sender with a request for a revised version to be submitted. If appropriate, your direct supervisor should be informed.

Avoid using uppercase text unless for particular emphasis, as this is interpreted as shouting. 

Be careful when using humor or sarcasm within a message as this can be easily misinterpreted.

Try to save email within a meaningful file structure and delete messages in line with agreed retention periods.

Effective 7/1/2014

Revised 4/11/22

__________________

Robin Bacola

Executive Director

CCNEO recognizes the importance of employees who are honest, trustworthy, qualified,

and reliable. For purposes of furthering these concerns and interests, before hiring an

individual, CCNEO reserves the right to investigate your prior employment history,

personal and/or business references, educational background, and or other relevant

information that is reasonably available.

EMPLOYEE INVESTIGATIONS

Consistent with these practices, all job applicants will be asked to sign a Release of

Information Authorization, which will include a release of liability for disclosure of

information by a third party. To the extent permitted by law, CCNEO reserves the right

to exclude any applicant from consideration for employment, where the applicant

refuses to sign the Release of Information Authorization form as requested.

PROCEDURE

 In order to remain in compliance with the Ohio Revised Code 5123:2-2-02,

CCNEO will require full time, part time and contracted employees to undergo a

BCI and if necessary a FBI background check.

New employees will not be permitted to work in direct contact with clients until

the result of the background check is on file and there is no disqualifying offence

for employment.

All CCNEO employees, regardless of their position, will be required to undergo

criminal background checks a minimum of every three (3) years.

Prior to employment and once every 12 months thereafter, all full time, part time

and contracted employees are required to attest that he/she has not been

convicted of or pleaded guilty to a disqualifying offense.

Employees are required to notify CCNEO within 14 calendar days if the

employee is charged with, is convicted of, or pleads guilty to a disqualifying

offense. Failure to do so may result in termination of employment.

In addition, CCNEO may find it necessary from time-to-time to investigate current

employees, where behavior or other relevant circumstances raise legitimate

questions concerning work performance, reliability, honesty, trustworthiness, or

potential threat to the safety of co-employees or clients. Where appropriate,

these investigations may include credit reports and criminal records, including

appropriate inquiries about any criminal investigation or arrest that is pending

further proceedings.

Employees subject to such investigations are required to reasonably cooperate

with CCNEO to obtain relevant information, and may be subject to disciplinary

action, up to and including termination, for failure to do so.

All employees are strongly encouraged to immediately report any incidents of

potentially threatening, harmful, or criminal behavior of co-employees,

supervisors, customers, clients, vendors, or visitors.

CCNEO will provide the location of an approved criminal background check

vendor and will provide documentation indicating the correct address for results

to be forwarded to.

The information obtained as a result of the criminal background check will be

considered the property of CCNEO for its exclusive use and will not be shared

with the CCNEO employee or his or her other potential employers.

All new staff will be provided training at the expense of CCNEO and will not

be allowed to work with any of the individuals in the care of CCNEO until all

the required training and employment verification has been completed.

PROCEDURE New staff will be required to meet the following guidelines set forth by

the Ohio Department of Developmental Disabilities and must provide

the following:

• Verification of age.

• High School Diploma/GED.

• State Identification:  Valid driver’s license or other government-

issued photo identification.

• Social Security Card.

• Current report from the Bureau of Criminal Identification and

Investigation (BCII) and if needed Federal Bureau of

investigations (FBI).

• Valid American Red Cross (or equivalent certification) in First Aid and CPR.

• Evidence of Client Rights training.

• Evidence of MUI training.

• Medication Administration.

• Other training specific to job assignment and in accordance with

the Ohio Revised Code:

30 day training

CCNEO specific training

BID training

Adult Day/Group Employment/Independent

Employment training

Empathy-based Care

You are required to document your excused and unexcused time off in Paychex.

Excused absences must be submitted and approved no later than 48

hours prior to absence.

Unexcused absences must be entered no later than 10:00 am the day you

return to work.

Failure to document an absence:

First 2 occurrences – verbal notification from supervisor

3 or more occurrences – 1 additional point per absence

The Ohio Department of Developmental Disabilities (DODD) has clearly defined the required procedures to document and report an Unusual Incident (UI) and a Major Unusual Incident (MUI). The following will apply to all CCNEO staff and any volunteers.   

UI PROCEDURE

An Unusual incident is defined as an event or occurrence involving an individual that is not consistent with routine operations, policies, and procedures, or the individual's care or individual service plan, but is not a major unusual incident. Unusual incidents include, but are not limited to dental injuries; falls; an injury that is not a significant injury; medication errors without a likely risk to health and welfare; overnight relocation of an individual due to a fire, natural disaster, or mechanical failure; an incident involving two individuals served that is not a peer-to-peer act major unusual incident; rights code violations or unapproved behavioral supports without a likely risk to health and welfare; emergency room or urgent care treatment center visits; and program implementation incidents.

When you witness an incident that meets the criteria of a UI, you must follow the following (See Definition in section A):

• • Before any other actions, you must always ensure health and safety.  This means that you need to remove the individual from a dangerous situation, assist with wound care, address a mental health crisis, or other actions that directly affect the situation related to the UI.

  • Once you have handled the situation and it is safe to move on, you must report the incident to the MUI Coordinator (Sarah Strenkowski). If the MUI Coordinator is unavailable, you should report the incident to the nearest supervisor.

  • The CCNEO staff who is responsible for writing the report should also make notifications.  You will need to call and report the incident to the individual’s guardian, other providers of services (residential and NMT), and the SSA.

  • All CCNEO employees have access to BID.  BID is where you will document the incident.  Follow the guidelines in the “How to Write a UI(Unusual Incident)/MUI (Major  Unusual Incident) Report”

  • Continue to monitor the individual if necessary and report any changes to the MUI Coordinator.

  • CCNEO staff are required to complete the UI report before leaving for the day.  

  • The CCNEO MUI Coordinator will investigate the incident no later than 24 hours after becoming aware of the incident but will make every effort to have the investigation completed the day it was reported.

  • THE CCNEO MUI Coordinator will identify the cause and contributing factors when applicable, and develop preventive measures to protect the health and safety of any at-risk individuals. 

MUI PROCEDURE 

A Major unusual incident means the alleged, suspected, or actual occurrence of an incident that falls into the following categories:

Category A 

• Accidental or suspicious death. "Accidental or suspicious death" means the death of an individual resulting from an accident or suspicious circumstances. 

• Exploitation. "Exploitation" means the unlawful or improper act of using an individual or an individual's resources for monetary or personal benefit, profit, or gain.

• Failure to report. "Failure to report" means that a person, who is required to report and has reason to believe that an individual has suffered or faces a substantial risk of suffering any wound, injury, disability, or condition of such a nature as to reasonably indicate abuse, neglect, misappropriation, or exploitation that results in a risk to health and welfare of that individual, and such person does not immediately report such information to a law enforcement agency, a county board, or, in the case of an individual living in a developmental center, either to law enforcement or the department.

•  Misappropriation. "Misappropriation" means depriving, defrauding, or otherwise obtaining the real or personal property of an individual by any means prohibited by the Revised Code.

• Neglect. "Neglect" means when there is a duty to do so, failing to provide an individual with medical care, personal care, or other support that consequently results in serious injury or places an individual or another person at risk of serious injury. Serious injury means an injury that results in treatment by a physician, physician assistant, or nurse practitioner.

• Physical abuse. "Physical abuse" means the use of physical force that can reasonably be expected to result in physical harm to an individual. Such physical force may include, but is not limited to, hitting, slapping, pushing, or throwing objects at an individual.

• Prohibited sexual relations. "Prohibited sexual relations" means a developmental disabilities employee engaging in consensual sexual conduct or having consensual sexual contact with an individual who is not the employee's spouse, and for whom the developmental disabilities employee was employed or under contract to provide care or supervise the provision of care at the time of the incident.

• Rights code violation. "Rights code violation" means any violation of the rights enumerated in section 5123.62 of the Revised Code that creates a likely risk of harm to the health or welfare of an individual. 

• Sexual abuse. "Sexual abuse" means unlawful sexual conduct or sexual contact (e.g., public indecency, importuning, and voyeurism) when the sexual conduct, sexual contact, or act involves an individual.

• Verbal abuse. "Verbal abuse" means the use of words, gestures, or other communicative means to purposefully threaten, coerce, intimidate, harass, or humiliate an individual.

Category B 

•  Attempted suicide. "Attempted suicide" means a physical attempt by an individual that results in emergency room treatment, in-patient observation, or hospital admission.

• Death other than accidental or suspicious death. "Death other than accidental or suspicious death" means the death of an individual by natural cause without suspicious circumstances.

• Medical emergency. "Medical emergency" means an incident where emergency medical intervention is required to save an individual's life (e.g., choking relief techniques such as back blows or cardiopulmonary resuscitation, use of an automated external defibrillator, or use of an epinephrine auto-injector).

• Missing individual. "Missing individual" means an incident that is not considered neglect and an individual's whereabouts, after immediate measures taken, are unknown and the individual is believed to be at or pose an imminent risk of harm to self or others. 

  • An incident when an individual's whereabouts are unknown for longer than the period specified in the individual service plan that does not result in imminent risk of harm to self or others shall be investigated as an unusual incident.

• Peer-to-peer act. "Peer-to-peer act" means any of the following incidents involving two individuals.

• Exploitation means the unlawful or improper act of using another individual or another individual's resources for monetary or personal benefit, profit, or gain.

• Theft which means intentionally depriving another individual of real or personal property valued at twenty dollars or more or property of significant personal value to the individual.

• A physical act means a physical altercation that:

  • Results in examination or treatment by a physician, physician assistant, or nurse practitioner

  • Involves strangulation, a bloody nose, a bloody lip, a black eye, a concussion, or biting which causes the breaking of the skin

  • Results in an individual being arrested, incarcerated, or the subject of criminal charges.

• Sexual act which means sexual conduct and/or contact for the purposes of sexual gratification without the consent of the other individual.

• A Verbal act means the use of words, gestures, or other communicative means to purposefully threaten, coerce, or intimidate the other individual when there is the opportunity and ability to carry out the threat.

• Significant injury. "Significant injury" means an injury to an individual of known or unknown cause that is not considered abuse or neglect and that results in a concussion, broken bone, dislocation, second or third-degree burns or that requires immobilization, casting, or five or more sutures. 

Category C - 

• Law enforcement. "Law enforcement" means any incident that results in the individual served being tased, arrested, charged, or incarcerated.

• Unanticipated hospitalization. "Unanticipated hospitalization" means any hospital admission or hospital stay over twenty-four hours that is not pre-scheduled or planned.

  •  A hospital admission associated with a planned treatment or pre-existing condition that is specified in the individual service plan indicating the specific symptoms and criteria that require hospitalization need not be reported.

• Unapproved behavioral support. "Unapproved behavioral support" means the use of a prohibited measure as defined in rule 5123:2-2-06 5123-2-06 of the Administrative Code or the use of a restrictive measure implemented without the approval of the human rights committee or informed consent of the individual or the individual's guardian under 5123:2-2-065123-17-02 7 5123-2-06 of the Administrative Code.

  • When the use of the prohibited measure or restrictive measure results in a risk to the individual's health or welfare. 

  • When the use of the prohibited measure or restrictive measure does not result in a risk to the individual's health or welfare, the incident shall be investigated as an unusual incident.

Immediately upon identification or notification of a major unusual incident, CCNEO staff must take all reasonable measures to ensure the health and safety of at-risk individuals.

All CCNEO staff must follow the guidelines identified in the How to Write a UI/MUI.

Role of the MUI Coordinator

The CCNEO MUI Coordinator will immediately, but no later than four hours after the discovery of the major unusual incident, notify the county board through means identified by the county board of the following incidents or allegations: 

• Accidental or suspicious death

• Exploitation

• Misappropriation

• Neglect

• Peer-to-peer act

• Physical abuse

• Prohibited sexual relations

• Sexual abuse

• Verbal abuse

When the provider has received an inquiry from the media regarding a major unusual incident. The CCNEO MUI Coordinator will submit a written incident report to the county board contact or designee by three p.m. on the first working day following the day that CCNEO becomes aware of a potential or determined major unusual incident. 

CCNEO staff that meet certain criteria related to the incident may be placed on leave or assigned to a non-direct care position pending the outcome of the investigation by the county board.

Notification requirements for Major Unusual Incidents:

Notification by the MUI Coordinator or responsible designated CCNEO staff will be made on the same day the major unusual incident or discovery of the major unusual incident occurs and include immediate actions taken.

The guardian or other person whom the individual has identified, the Service and support administrator serving the individual, other providers of services as necessary to ensure continuity of care and support for the individual, and staff or family living at the individual's residence who have responsibility for the individual's care.

The MUI Coordinator will use the CCNEO BID software to share the incident report with the team members.

• If CCNEO does not have contact information for team members who need to be notified, an email to the SSA stating who was not notified must accompany the MUI report.

• The CCNEO MUI Coordinator will not make a notification if the person to be notified is the primary person involved, the spouse of the primary person involved, or the significant other of the primary person involved; or when such notification could jeopardize the health and welfare of an individual involved. 

Internal Review

When the CCNEO MUI Coordinator conducts an internal review of an incident for which a major unusual incident has been filed, the MUI Coordinator will submit the results of our internal review of the incident, including statements and documents, to the county board within fourteen calendar days of the agency provider becoming aware of the incident.

All CCNEO staff will cooperate with administrative investigations conducted by entities authorized to conduct investigations. 

The CCNEO MUI Coordinator will prepare an internal review of all unusual and major unusual incidents.

• No later than the 5th of each month, the MUI Coordinator will review all incidents reported in the previous month and identify any Trends and Patterns for the individuals.

• The MUI Coordinator will notify the Executive Director upon becoming aware of a potential MUI the day staff become aware of a potential or determined major unusual incident involving misappropriation, neglect, physical abuse, or sexual abuse.

 Annual Analysis

By January thirty-first of each year, the CCNEO MUI Coordinator will conduct an in-depth review and analysis of trends and patterns of major unusual incidents occurring during the preceding calendar year and compile an annual report that contains:

• Date of review

• Name of person completing review

• Period of review

• Comparison of data for the previous three years

• Explanation of data

• Data for review by major unusual incident category type

• Specific individuals involved in established trends and patterns

Five major unusual incidents of any kind within six months, ten major unusual incidents of any kind within a year, or other pattern identified by the individual's team).

• Specific trends by residence, region, or program

• Previously identified trends and patterns

• Action plans and preventive measures were implemented to address noted trends and patterns. 

UI and MUI Logs

The MUI Coordinator will maintain a log of all unusual and major unusual incidents.

The monthly logs will contain the name of the individual, a brief description of the incident, any injuries, time, date, location, cause and contributing factors, and preventive measures.

CCNEO will follow a progressive discipline policy. However, based upon the severity of

the offense, discipline may lead to immediate termination. Your supervisor will be

responsible for administering discipline.

PROCEDURE

You will be made aware of job expectations through performance evaluations,

policies & procedures and supervisor’s directives.

Progressive discipline will be as follows:

First offense – You will be given a Verbal (written) warning specific to the infraction being addressed.

You will be required to sign the Verbal (written) warning as acknowledgement of the warning, but may add their dissent to the written warning.

Failure to sign will result in immediate termination. If in dissent, you will be given an opportunity to address the disciplinary action with the Executive Director and/or Director of Workforce Development within 3 working days and agree to abide by their decision.

A copy of the written warning will be kept in your employment file.

 Second Offense – You will be given a Written warning specific to the infraction being addressed. You will be required to sign the written warning as acknowledgement of the warning, but may add their dissent to the written warning.

Failure to sign will result in immediate termination. If in dissent, you will be given an opportunity to address the discipline action with the Executive Director and/or Director of Workforce Development within 3 working days and agree to abide by their decision.

 A copy of the written warning will be kept in your employment file.

 Third Offense – You will be required to complete a Corrective Action

Agreement (CAA) which will include the following steps.

The Supervisor will review the performance standard (s) under consideration for the CAA meeting and outline in the first section.

The Supervisor will review your performance problem(s) relating to the performance standard(s) - what you are doing wrong.

The Supervisor will determine what steps you need to take to correct performance problems.

The Supervisor will review the CAA with the Executive Director or the Director of Workforce Development. Any agreed upon recommendations will be incorporated into the Supervisor& outline.

The Supervisor will meet with you in a confidential setting and review the performance standard(s), your related performance problem(s), and outline the corrective actions. The Supervisor will seek and consider your input to modify the predetermined corrective action statements if appropriate.

The Supervisor will establish reasonable timelines form improved performance on each expectation.

The Supervisor will establish consequences for failure to meet and sustain improved performance if a stepped-approach is appropriate, reserving CCNEO’s right to terminate.

The Supervisor will obtain the employee& signature and date on the form indicating agreement with the CAA.

You will be given access to the Success Coach to help you navigate through this agreement if you wish.

You may choose to ask to address this with the Executive Director and/or the Director of Workforce Development, and may complete a formal request to meet via your CAA document.

Fourth Offense – Termination.

Suspension:

Your supervisor may also decide to suspend you based on the nature of

the offense. You may receive a suspension under any of the above offenses.

The length of the suspension will be determined by the Supervisor and should be in line with the nature of the offense in question.

POINTS

In order to develop a consistent disciplinary procedure, CCNEO has adopted a

point system to fairly determine when enough offenses have accrued to warrant

termination.

Points may be accrued by having received warnings/corrective actions in any

policy area and may accumulate over a variety of offenses not necessarily

similar.to one another or following the progressive disciplinary policy.

Points will be assigned based on the level of the offense.

• Verbal warning - 0 points

 More than 2 verbal warnings will result in 1 point for each occurrence after the first 2.

•  Written warning - 1 point

•  Corrective Action Agreement - 2 points

• Failure to meet the terms of the Corrective Action Agreement - 2 points

• Suspension - 1 point (in addition to points for above offenses).

Absenteeism - points from absenteeism will only be added to this point

system once you have reached 8 points under the absenteeism policy. At

that time, you will receive the following points under this point system

8 points = 1 point

10 points = 2 points

Termination

Termination may occur under several different circumstances.

Option 1 - a series of offenses in one category that follow the progressive disciplinary policy and you have failed to successfully complete the terms of the Corrective Action

Agreement - Minimum number of points are 5, but may be up to 8 at the discretion of CCNEO.

Option 2 - A cumulative number of points in several policy areas that do not necessarily follow the progressive discipline policy. Minimum of 5 points but not to exceed 10 points at the discretion of CCNEO.

Option 3 - the nature of the offense results in immediate termination.

 Option 4 - Absenteeism - you have earned 12 points under the absenteeism policy.

The Ohio Department of Developmental Disabilities (DODD) has clearly defined the required procedures to document and report an Unusual Incident (UI) and a Major Unusual Incident (MUI). The following will apply to all CCNEO staff and any volunteers.  

UI PROCEDURE 

An Unusual incident is defined as an event or occurrence involving an individual that is not consistent with routine operations, policies, and procedures, or the individual's care or individual service plan, but is not a major unusual incident. Unusual incidents include, but are not limited to dental injuries; falls; an injury that is not a significant injury; medication errors without a likely risk to health and welfare; overnight relocation of an individual due to a fire, natural disaster, or mechanical failure; an incident involving two individuals served that is not a peer-to-peer act major unusual incident; rights code violations or unapproved behavioral supports without a likely risk to health and welfare; emergency room or urgent care treatment center visits; and program implementation incidents. 

When you witness an incident that meets the criteria of a UI, you must follow the following (See Definition in section A):

• • Before any other actions, you must always ensure health and safety.  This means that you need to remove the individual from a dangerous situation, assist with wound care, address a mental health crisis, or other actions that directly affect the situation related to the UI.

  • Once you have handled the situation and it is safe to move on, you must report the incident to the MUI Coordinator (Sarah Strenkowski). If the MUI Coordinator is unavailable, you should report the incident to the nearest supervisor.

  • The CCNEO staff who is responsible for writing the report should also make notifications.  You will need to call and report the incident to the individual’s guardian, other providers of services (residential and NMT), and the SSA.

  • All CCNEO employees have access to BID.  BID is where you will document the incident.  Follow the guidelines in the “How to Write a UI(Unusual Incident)/MUI (Major  Unusual Incident) Report”

  • Continue to monitor the individual if necessary and report any changes to the MUI Coordinator.

  • CCNEO staff are required to complete the UI report before leaving for the day.  

  • The CCNEO MUI Coordinator will investigate the incident no later than 24 hours after becoming aware of the incident but will make every effort to have the investigation completed the day it was reported.

  • THE CCNEO MUI Coordinator will identify the cause and contributing factors when applicable, and develop preventive measures to protect the health and safety of any at-risk individuals. 

MUI PROCEDURE  

A Major unusual incident means the alleged, suspected, or actual occurrence of an incident that falls into the following categories:

Category A 

• Accidental or suspicious death. "Accidental or suspicious death" means the death of an individual resulting from an accident or suspicious circumstances. 

• Exploitation. "Exploitation" means the unlawful or improper act of using an individual or an individual's resources for monetary or personal benefit, profit, or gain.

• Failure to report. "Failure to report" means that a person, who is required to report and has reason to believe that an individual has suffered or faces a substantial risk of suffering any wound, injury, disability, or condition of such a nature as to reasonably indicate abuse, neglect, misappropriation, or exploitation that results in a risk to health and welfare of that individual, and such person does not immediately report such information to a law enforcement agency, a county board, or, in the case of an individual living in a developmental center, either to law enforcement or the department.

•  Misappropriation. "Misappropriation" means depriving, defrauding, or otherwise obtaining the real or personal property of an individual by any means prohibited by the Revised Code.

• Neglect. "Neglect" means when there is a duty to do so, failing to provide an individual with medical care, personal care, or other support that consequently results in serious injury or places an individual or another person at risk of serious injury. Serious injury means an injury that results in treatment by a physician, physician assistant, or nurse practitioner.

• Physical abuse. "Physical abuse" means the use of physical force that can reasonably be expected to result in physical harm to an individual. Such physical force may include, but is not limited to, hitting, slapping, pushing, or throwing objects at an individual.

• Prohibited sexual relations. "Prohibited sexual relations" means a developmental disabilities employee engaging in consensual sexual conduct or having consensual sexual contact with an individual who is not the employee's spouse, and for whom the developmental disabilities employee was employed or under contract to provide care or supervise the provision of care at the time of the incident.

• Rights code violation. "Rights code violation" means any violation of the rights enumerated in section 5123.62 of the Revised Code that creates a likely risk of harm to the health or welfare of an individual. 

• Sexual abuse. "Sexual abuse" means unlawful sexual conduct or sexual contact (e.g., public indecency, importuning, and voyeurism) when the sexual conduct, sexual contact, or act involves an individual.

• Verbal abuse. "Verbal abuse" means the use of words, gestures, or other communicative means to purposefully threaten, coerce, intimidate, harass, or humiliate an individual.

Category B 

•  Attempted suicide. "Attempted suicide" means a physical attempt by an individual that results in emergency room treatment, in-patient observation, or hospital admission.

• Death other than accidental or suspicious death. "Death other than accidental or suspicious death" means the death of an individual by natural cause without suspicious circumstances.

• Medical emergency. "Medical emergency" means an incident where emergency medical intervention is required to save an individual's life (e.g., choking relief techniques such as back blows or cardiopulmonary resuscitation, use of an automated external defibrillator, or use of an epinephrine auto-injector).

• Missing individual. "Missing individual" means an incident that is not considered neglect and an individual's whereabouts, after immediate measures taken, are unknown and the individual is believed to be at or pose an imminent risk of harm to self or others. 

  • An incident when an individual's whereabouts are unknown for longer than the period specified in the individual service plan that does not result in imminent risk of harm to self or others shall be investigated as an unusual incident.

• Peer-to-peer act. "Peer-to-peer act" means any of the following incidents involving two individuals.

• Exploitation means the unlawful or improper act of using another individual or another individual's resources for monetary or personal benefit, profit, or gain.

• Theft which means intentionally depriving another individual of real or personal property valued at twenty dollars or more or property of significant personal value to the individual.

• A physical act means a physical altercation that:

  • Results in examination or treatment by a physician, physician assistant, or nurse practitioner

  • Involves strangulation, a bloody nose, a bloody lip, a black eye, a concussion, or biting which causes the breaking of the skin

  • Results in an individual being arrested, incarcerated, or the subject of criminal charges.

• Sexual act which means sexual conduct and/or contact for the purposes of sexual gratification without the consent of the other individual.

• A Verbal act means the use of words, gestures, or other communicative means to purposefully threaten, coerce, or intimidate the other individual when there is the opportunity and ability to carry out the threat.

• Significant injury. "Significant injury" means an injury to an individual of known or unknown cause that is not considered abuse or neglect and that results in a concussion, broken bone, dislocation, second or third-degree burns or that requires immobilization, casting, or five or more sutures. 

Category C - 

• Law enforcement. "Law enforcement" means any incident that results in the individual served being tased, arrested, charged, or incarcerated.

• Unanticipated hospitalization. "Unanticipated hospitalization" means any hospital admission or hospital stay over twenty-four hours that is not pre-scheduled or planned.

  •  A hospital admission associated with a planned treatment or pre-existing condition that is specified in the individual service plan indicating the specific symptoms and criteria that require hospitalization need not be reported.

• Unapproved behavioral support. "Unapproved behavioral support" means the use of a prohibited measure as defined in rule 5123:2-2-06 5123-2-06 of the Administrative Code or the use of a restrictive measure implemented without the approval of the human rights committee or informed consent of the individual or the individual's guardian under 5123:2-2-065123-17-02 7 5123-2-06 of the Administrative Code.

  • When the use of the prohibited measure or restrictive measure results in a risk to the individual's health or welfare. 

  • When the use of the prohibited measure or restrictive measure does not result in a risk to the individual's health or welfare, the incident shall be investigated as an unusual incident.

Immediately upon identification or notification of a major unusual incident, CCNEO staff must take all reasonable measures to ensure the health and safety of at-risk individuals.

All CCNEO staff must follow the guidelines identified in the How to Write a UI/MUI.

Role of the MUI Coordinator

The CCNEO MUI Coordinator will immediately, but no later than four hours after the discovery of the major unusual incident, notify the county board through means identified by the county board of the following incidents or allegations: 

• Accidental or suspicious death

• Exploitation

• Misappropriation

• Neglect

• Peer-to-peer act

• Physical abuse

• Prohibited sexual relations

• Sexual abuse

• Verbal abuse

When the provider has received an inquiry from the media regarding a major unusual incident. The CCNEO MUI Coordinator will submit a written incident report to the county board contact or designee by three p.m. on the first working day following the day that CCNEO becomes aware of a potential or determined major unusual incident. 

CCNEO staff that meet certain criteria related to the incident may be placed on leave or assigned to a non-direct care position pending the outcome of the investigation by the county board.

Notification requirements for Major Unusual Incidents:

Notification by the MUI Coordinator or responsible designated CCNEO staff will be made on the same day the major unusual incident or discovery of the major unusual incident occurs and include immediate actions taken.

The guardian or other person whom the individual has identified, the Service and support administrator serving the individual, other providers of services as necessary to ensure continuity of care and support for the individual, and staff or family living at the individual's residence who have responsibility for the individual's care.

The MUI Coordinator will use the CCNEO BID software to share the incident report with the team members.

• If CCNEO does not have contact information for team members who need to be notified, an email to the SSA stating who was not notified must accompany the MUI report.

• The CCNEO MUI Coordinator will not make a notification if the person to be notified is the primary person involved, the spouse of the primary person involved, or the significant other of the primary person involved; or when such notification could jeopardize the health and welfare of an individual involved. 

Internal Review

When the CCNEO MUI Coordinator conducts an internal review of an incident for which a major unusual incident has been filed, the MUI Coordinator will submit the results of our internal review of the incident, including statements and documents, to the county board within fourteen calendar days of the agency provider becoming aware of the incident.

All CCNEO staff will cooperate with administrative investigations conducted by entities authorized to conduct investigations. 

The CCNEO MUI Coordinator will prepare an internal review of all unusual and major unusual incidents.

• No later than the 5th of each month, the MUI Coordinator will review all incidents reported in the previous month and identify any Trends and Patterns for the individuals.

• The MUI Coordinator will notify the Executive Director upon becoming aware of a potential MUI the day staff become aware of a potential or determined major unusual incident involving misappropriation, neglect, physical abuse, or sexual abuse.

 Annual Analysis

By January thirty-first of each year, the CCNEO MUI Coordinator will conduct an in-depth review and analysis of trends and patterns of major unusual incidents occurring during the preceding calendar year and compile an annual report that contains:

• Date of review

• Name of person completing review

• Period of review

• Comparison of data for the previous three years

• Explanation of data

• Data for review by major unusual incident category type

• Specific individuals involved in established trends and patterns

Five major unusual incidents of any kind within six months, ten major unusual incidents of any kind within a year, or other pattern identified by the individual's team).

• Specific trends by residence, region, or program

• Previously identified trends and patterns

• Action plans and preventive measures were implemented to address noted trends and patterns. 

UI and MUI Logs

The MUI Coordinator will maintain a log of all unusual and major unusual incidents.

The monthly logs will contain the name of the individual, a brief description of the incident, any injuries, time, date, location, cause and contributing factors, and preventive measures.

The Ohio Department of Developmental Disabilities (DODD) maintains an Abuser

Registry which is a list of DD employees who the DODD has determined have abused,

neglected, had sexual contact with, stolen property from, or did not report the abuse or neglect of an individual with developmental disability. If your name is placed on the

Abuser Registry you are barred from employment as a DD employee in this state for a

minimum of 5 years.

The Abuser Registry was established by law to prohibit people from working with

individuals if they have committed acts of abuse, neglect, misappropriation, failure to

report, and/or prohibited sexual relations meeting the criteria for placement on the

Abuser Registry.

PROCEDURE

Ohio Revised Code (ORC) section ORC 5123.542: requires that the Ohio Department of Developmental Disabilities, each County Board of Developmental Disabilities, each entity providing specialized services under contract with a County Board of DD, and each owner, operator or administrator of a residential facility as defined in ORC section ORC 5123.19 or of a program certified by the Department of DD to provide supported living services to annually provide written notice to each of its employees explaining the conduct for which a DD employee may be placed on the Abuser Registry.

The name of any DD employee may be placed on the Abuser Registry.

DD employee includes any DODD employee, any employee of a county board of DD, and any employee providing specialized services to an individual with a developmental disability.

A DD employee includes any CCNEO owner, operator, administrator, supervisor, employee, contractor or employee of a contractor.

A specialized service is a program or service designed to primarily serve individuals with DD including services by an entity licensed or certified by the DODD.

Abuser Registry - The DODD may place the name of a DD employee on the Abuser Registry if it determines that the employee has committed any of the below offenses against an individual with developmental disabilities.

Abuse - includes the use of any physical force that could reasonably be expected to result in physical harm.

Abuse includes unlawful sexual conduct (unprivileged intercourse or other sexual penetration) and unlawful sexual contact (unprivileged touching of another’s erogenous zone).

Abuse includes verbal abuse. Verbal abuse means purposely using words to threaten, coerce, intimidate, harass or humiliate an individual.

Sexual Contact - The touching of an erogenous zone for sexual gratification, whether or not consensual, by a DD employee of an individual in the employee’s care who is not the employee’s spouse.

Neglect - When there is a duty to do so, failing to provide an individual with any treatment, care, goods or services necessary to maintain the health or safety of the individual.

Misappropriation (theft) - Obtaining the property of an individual or individuals, without consent, with an aggregate (combined) value of at least $100. Theft of any check, credit card, ATM card and the like are also Abuser Registry offenses.

Failure to Report - A DD employee may be placed on the Abuser Registry if the employee unreasonably does not report abuse, neglect or misappropriation of the property of an individual with developmental disabilities, or the substantial risk to such an individual of abuse, neglect or misappropriation, when the employee should know that his/her non-reporting will result in a substantial risk of harm to such individual.

More information about the Abuser Registry is on the DODD’s website at http://dodd.ohio.gov/healthandsafety/Pages/Abuser-Registry.aspx or may be obtained by calling (614) 995-3810.

NOTE: Any benefits or benefit plans described in these policies are convenient summaries only. An employee’s eligibility for or rights to any benefits will be subject to and governed by the governing benefit plan documents and applicable law, as either may be amended from time to time. CCNEO reserves to itself and to any administrator or fiduciary of any benefit or benefit plan described or referred to in this policy manual (or any other benefit or benefit plan of CCNEO), the discretionary authority to determine eligibility of any employee or claimant for or under any such benefit or plan, pursuant to the terms of the relevant plan document and applicable law, as either may be amended from time to time, and to interpret and construe the terms of any such benefit or plan. CCNEO further reserves the right to at any time add, amend, modify, supplement or terminate any benefit, benefit plan or employee benefit. For answers to any questions you may have regarding any benefit or benefit plan, first refer to the applicable plan documents. For additional assistance, you may contact your direct supervisor for plan clarification.

NOTE: Part time employees, temporary employees, contract employees, and interns are not eligible to accrue PTO and/or paid Holidays.

*Full-time employees are employees who are scheduled to regularly work at least 35 hours per week.*

PAID TIME OFF

The purpose of Paid Time Off (PTO) is to provide you with flexible paid time off from work that can be used for such needs as personal or family illness, doctor appointments, school, volunteerism, and other activities of the employee's choice. The company's goal is to reduce unscheduled absences and the need for supervisory oversight.

PTO is available to all full-time CCNEO employees.

PTO is accrued based on a 35-40 hour work week.

Based on a 40 hour work week, full-time hourly employees will earn the equivalent of 80 hours (10 days) of PTO time per 12 month period.

How PTO is calculated for full-time employees:

When you have reached your one year anniversary, you will receive 80 hours (10 days)

in PTO.

How PTO is calculated for full-time employees:

When you have reached your one year anniversary, you will receive 80 hours (10 days)

in PTO.

You will receive PTO on your employment anniversary each year.

PTO will increase with each consecutive year of employment.

You will receive 8 additional PTO hours after completing each additional year of

consecutive employment and beginning on the anniversary date of when PTO began to

accrue.

The maximum number of PTO hours that you may accrue is 120 (3 weeks) during the

course of employment.

PTO does expire.

You must use your PTO within the year it is received or you will lose it.

Up to 2 days of PTO may be carried over to the next year.

You may not share PTO with other employees.

Accrued PTO will be reflected in your weekly pay stub. These hours will be added to your PTO account and will be subtracted from this account when used.

PTO taken will be subtracted from your accrued time bank in 15 minute increments.

Time that would not qualify under the definition of PTO would include unpaid leave, short or long term disability leave, workers compensation leave, bereavement leave, mandatory jury duty, and any paid company holiday.

In order to take PTO, a minimum of 48 hour notice must be given to your supervisor, unless the PTO is used for legitimate, unexpected illness or emergencies. Either way, the PTO must be approved by your supervisor. It is encouraged to give as much notice as possible when you are scheduling your PTO.

Only a maximum of two people

If you miss three consecutive days of work without notice to your supervisor you may be considered to have voluntarily quit.

Employees are paid for the PTO they have accrued at employment end.

If you have used PTO time not yet accrued, and employment terminates, the PTO taken

is deducted from your final paycheck.

When you give your two weeks’ notice of employment termination, you must work the

two weeks without utilizing PTO.

If you quit without completing your two week’s notice, any PTO you have accrued will be forfeited.

HOLIDAYS

You will receive holiday pay following completion of your 90 day probationary period if you are a full time staff.

You will receive the equivalent hours in holiday pay that you typically work.

EX: If you work 7.75 hours each day, you will receive 7.75 hours in Holiday pay. If you work 8 hours or are a driver, you will receive 8 hours in Holiday pay.

Part time employees are not eligible for paid holidays. 

Holidays falling on a Saturday or Sunday will be observed on either the preceding Friday or following Monday as directed by management.

If a recognized holiday falls during an employee’s paid time off, holiday pay will be provided in place of the paid time off that would otherwise have applied. Paid time off for holidays will not be counted as hours worked for the purpose of determining overtime.

The following holidays are observed by CCNEO and its offices and work-sites will be closed:

a. New Year’s Day

b. Memorial Day

c. Fourth of July

d. Labor Day

e. Thanksgiving

f. Day after Thanksgiving

g. Christmas Eve

h. Christmas Day

HEALTH INSURANCE 

You are eligible for Health Insurance after completion of your 90 day probationary period if you are full time staff.

 You may waive this coverage.

If you choose to waive this coverage, you may not decide to take the coverage until the next open enrollment period.

CCNEO will pay a percentage of the policy based on the plan you choose.

 Each year plans are negotiated and they may change to meet the needs of the organization.

DENTAL AND VISION INSURANCE

Vision and dental are paid by CCNEO and there is no cost to you at the time this policy is in

effect.

 As plans are negotiated during our open enrollment period, this may change and all employees will be notified in advance of any changes and may choose to waive coverage at that time.

You may waive this coverage.

If you choose to waive this coverage, you may not decide to take the coverage until the next open enrollment period.

LIFE INSURANCE

You are eligible for a $25,000.00 Life Insurance policy while you are employed at CCNEO.

 When employment is terminated by you or CCNEO, this policy will be ended.

You may waive this coverage and you will not have an opportunity to reinstate this coverage at any time.

AFLAC

CCNEO participates in an AFLAC plan. You may choose to purchase certain coverage through AFLAC at 100% your expense. CCNEO does not offer any assistance with any of the plans offered.

CCNEO will make deductions out of your paycheck each pay to cover the monthly cost of the AFLAC plan.

You will be responsible for contacting AFLAC if you should terminate employment or be terminated if you want to continue the plan.

CCNEO will discontinue making payments

CCNEO wants every employee to enjoy a safe workplace. You must comply with all

safety rules and policies both in our facilities and our vehicles (and rules and policies of

community establishments when on their premises) and all requirements of OSHA- the

Occupational Safety and Health Act.

Please observe CCNEO safety rules in every phase of your work, with particular

emphasis on proper lifting techniques when handling heavy objects. You are required

to participate in the safety effort of CCNEO by working safely and attending safety

sessions when offered.

PROCEDURE

Incidents involving personnel will be reviewed within one working day to identify

and correct any safety hazards. If you should have an incident or injury or

observe an unsafe condition, report it to your supervisor immediately, no matter

how insignificant it may seem.

Your particular job requirements may include additional specific safety

guidelines, which you are required to observe and practice with no exceptions.

You will not be subject to reprisal or retaliation for reporting unsafe conditions to

management or outside enforcement authorities.

The following guidelines have been established as a part of CCNEO safety

policy:

• The safe way is the right way to do each job. Shortcuts are not the way CCNEO will train and retrain as much as necessary to keep you safe.

• Know your job procedures. If in doubt, ask your direct supervisor.

• Operate equipment only as authorized and with all safety guards in place.

• Intervene (when safe to do so) and report unsafe acts, conditions and/or equipment to your supervisor before someone is injured.

• Report any incident right away (even if no injury) to your supervisor.

• At the scene of an incident, be helpful, courteous, and avoid argument or discussion of the situation. Get your supervisor immediately (documenting conditions helps us help you).

• Get medical aid even for small injuries. Delay can make it worse.

• Arrive at work rested, clean, and in good health. Be able to give full attention to your job.

• Report infections due to an injury at CCNEO to your supervisor (which can be evidenced by conditions such as: skin eruption, boil, sore throat, vomiting, fever, etc.).

• If you feel ill at work, report to your supervisor. Get medical aid to protect yourself and others. Keep health tests up to date.

• Follow guidelines for health in the prevention of communicable diseases. These guidelines are for your health and safety and those with whom you work.

• Anyone exhibiting symptoms of COVID or other infectious diseases should immediately report to your supervisor so that proper protocol can be initiated.

Warning signs help you prevent incidents. Obey them! Remind others, too.

You are required to observe all safety notices posted and any specific safety requirements for your particular job. Warning signs are usually posted where chemicals are stored, where there could be unsafe conditions and when there are short-term situations where a safety

incident may occur.

If using chemicals, read labels carefully to follow safety warnings, mixing instructions, etc. If in doubt, refer to the Material Safety Data Sheet located in the utility room or in the office with the Administrative Assistant.

Horseplay is NOT allowed. Practical jokes can cause serious injury.

Violent acts in the workplace, including threats and intimidation will not be tolerated. This includes all threats, verbal or physical. Any such occurrences should be immediately reported to management and will result in discipline up to and including termination.

REPORTING INJURIES

To ensure that proper attention is given and appropriate action taken when an

injury occurs within the workplace, please follow these procedures:

Report the injury to your direct supervisor immediately. If your supervisor is not immediately available, Executive Director or Director of Workforce Development. Seek or obtain medical attention if required.

Report the injury to your CCNEO supervisor and/or designated staff representative within 24 hours, or as soon as practical. Worker’s Compensation laws require the processing of claims within reasonable time frames. All injuries/accidents MUST be reported promptly for claim submission.

 Work Incident form can be found at the supervisor desk or on the CCNEO Discussions page.

If you are involved in or are a witness to an incident, you should provide information in order for the appropriate report to be completed. Please be aware of the importance of immediate action in recording all details of the incident. A witness statement form can be found at the supervisor desk or on the CCNEO Discussions page.

INCIDENT REPORTS

An incident report must be filled out and signed by anyone who witnesses an incident or injury immediately following the occurrence. Failure to do so may result in disciplinary action up to and including termination. This policy is important to the safety and well-being of everyone.

HAZARDOUS CHEMICALS

OSHA developed the hazard communication standard with the goal of reducing the chance of chemically caused illnesses and injuries to workers by providing you, as an employee, with information regarding the hazards or chemicals you may be exposed to in your work. The standard requires that we have a written hazard communication program, which includes information on container labeling, and Material Safety Data Sheets (MSDS) or Safety Data Sheets (SDS).

These standards may look different at the various community employment sites we serve. you are expected to make yourself aware of the policies in place and where the MSDS/SDS sheets are located.

 Although the standard uses the word ''Hazardous'' to describe the chemicals in question, it also includes items we use everyday that many of you would not consider hazardous such as: motor oil, coolants, paint, solvents, and glues. These items are commonly used, sometimes daily, and rarely with any problems. However, they should be treated as hazardous chemicals. Knowing more about chemicals we use will make you aware of potential problems and help reduce or eliminate health and safety problems when you use these chemicals.

There are three areas you should be familiar with about chemical products to which you may be exposed:

a. Container Labeling

b. Listing of Chemical Products in Use

c. Material Safety Data Sheets (MSDS) or Safety Data Sheets (SDS)

CONTAINER LABELING

Chemical containers cannot be shipped from the manufacturers or distributors unless they are properly labeled with the identity of the chemical. The label should tell you what chemical is in the container, what hazard that chemical may present and name and address of the manufacturer.

Labels should not be defaced or removed and no chemical shipments should be accepted, even on a trial basis, without the proper label.

When transferring chemicals from large containers to a smaller container a label should be applied to the new container, even if the product is to be immediately and completely used by the person who transferred the chemical, and he or she knows the new container’s content and that the transfer to the new container is appropriate.

This should only be done by someone who has been trained and authorized to do so.

The basic purpose of labeling requirements are to give an immediate warning of the chemical inside the container and to remind you that more detailed information is available from Material Safety Data Sheets

Labels must include the name of the chemical as it is identified on the container that the chemical was transferred from. It should also include the expected use for the chemical (window cleaning, toilets, floor cleaner)

If a chemical container has no label, immediately inform your supervisor so that the contents can be labeled appropriately. Do not use the contents of any container that does not have a label.

CHEMICAL PRODUCT LIST

Each jobsite and office location has a list of chemical products used in our company operation. This list can be found in the utility room (MSDS/SDS) and in the office of the Administrative Assistant.

This list is alphabetized by product name and also by manufacturer’s name.

MATERIAL SAFETY DATA SHEETS (MSDS) or Safety Data Sheets (SDS)

These are technical bulletins prepared by companies who make chemicals.

They should contain the following information:

The identity of the chemical, including the chemical and common names.

Physical and chemical characteristics of the chemical.

Known acute and chronic health effects and related health information on the chemical.

Exposure limit

Whether the chemical is considered carcinogenic.

Precaution measures to take when using the product.

Name and address of the person who prepared the information.

Emergency and first aid procedures.

The safe use of chemicals depends on:

Recognizing the hazard: Know the product you are using, read the MSDS/SDS, become familiar with precautions to be taken, and heed warnings by the manufacturer. Use only in accordance with label instructions.

Evaluating your use: Look at yourself and what you are trying to accomplish with the chemical.

Controlling your exposure: Personal protection should be used as recommended, proper ventilation is required, and follow appropriate storage requirements.

CHEMICAL EXPOSURE

The MSDS/SDS should provide information on chemical exposure threshold limits and routes of entry, as these terms are described below.

 Threshold limits - How much of a product you can be exposed to without it being hazardous. Example: fumes from solvents, adhesives, welding, etc. A small amount of fumes inhaled over a short period of time may or may not affect you. A small amount breathed continually for 8 hours a day or a 40-hour week will increase the overall dose and could have ill effects. On the other hand, a large amount of fumes for a few minutes may be irritating and may or may not have lasting effects.

Routes of entry - How chemicals get into our system: inhalation (breathing fumes or vapors), absorption (through skin pores after handling or getting on clothing), and ingestion (swallowing or eating). Though you would not think of eating a chemical product, if you eat lunch, a snack at break time, or smoke a cigarette without washing your hands, you may be eating the chemical that is on your hands.

 Types of Chemicals - Some examples and how they can affect us:

Corrosives - Such as battery acid and sulfuric acid, corrode or eat away at metals and steel and can do the same to your hands and face.

Irritants – Such as solvents, do as they say, they irritate the skin or membranes and can cause a rash or dermatitis.

Sensitizers – Such as epoxy and lacquers, affect the nervous system, coordination, muscle control, and thinking (brain).

Toxins – Such as carbon monoxide, enter the bloodstream and are carried to the brain and nervous system. In excessive amounts, will shut them down.

Carcinogens – Such as asbestos fibers, are proven as cancer causing lungs and cell tissue.

DURING WORK ACTIVITIES

You must observe and comply with the following:

Use CAUTION when lifting any item.

A two-person team must handle packaged or heavy items. Lifting heavy items requires a two-person lift. Remember, lift with your legs, not your back! It is important to bend your knees when initiating a lift.

 Ask the maintenance supervisor if heavy furniture or equipment needs to be moved.

 Use assistive equipment, such as a dolly, when transporting heavy objects. If in doubt, consult your supervisor or the maintenance supervisor.

 Do not use any existing or new equipment that you have not been trained to use.

Observe all safety precautions and/or manufacturer’s specifications prescribed for use of equipment. Always consult your supervisor if in doubt.

All material handling will be in accordance with manufacturer’s specifications for loading, unloading, and moving.

Materials stacking shall not exceed authorized heights as prescribed by management, and no unbanded or non-interlocking materials may be stacked higher than can be safely reached while standing on the ground.

No off-duty employee may perform any activities, of any nature, on the employer’s premises or with the employer’s equipment or goods or clients.

CCNEO requires its your to have a “no heroes policy!” Do not place yourself in any situation that would compromise your safety or in any way would endanger you, your co-workers, or others. your receive training on this when they are hired and periodically throughout each year through regular drills and training.

FIRE EMERGENCY PROCEDURES

The most frequent causes of fires are chemicals, grease, and careless smoking. In these conditions, a major fire can be only three minutes away from the

It is vital that you utilize the three major tactics: RESCUE, CONFINE, and ALERT!

First, RESCUE anyone in the immediate path of a fire.

Second, CONFINE the fire. Shut doors and/or windows in the room or area where the fire is erupting. This will keep it from spreading into other areas, etc.

Third, ALERT. Utilize your fire alarm system to tell the fire department about the fire.

After you have completed the above steps, only then can you consider fighting the fire. Make sure you use the correct extinguisher for the type of fire that you are fighting.

Do not place your safety in jeopardy. If you cannot RESCUE, CONFINE or ALERT without unreasonable danger or risk, then don’t!

SEVERE WEATHER

In the event of severe weather or a severe weather warning, take shelter in a designated severe weather shelter.

Ensure that you are aware of the location of designated shelter areas. These are areas that have a tornado warning symbol above the area or any interior space without windows.

Assist any individual in your care in taking shelter in a designated weather shelter.

Because we recognize the hazards caused by exposure to environmental tobacco

smoke, as well as the life-threatening diseases linked to the use of all forms of tobacco,

it shall be the policy of CCNEO, to provide a tobacco-free environment for all

employees. This policy covers the smoking of any tobacco product (including electronic

cigarettes and the use of oral tobacco products or “spit” tobacco) during work hours.

PROCEDURE

No use of tobacco products is permitted within any CCNEO building. .

No tobacco use in any company vehicle.

• There will be no use of any form of tobacco in CCNEO vehicles at any time.

• There will be no tobacco use in personal vehicles when transporting people on CCNEO authorized business.

Employees will be informed of this policy through signs posted in CCNEO

facilities and vehicles, and in the policy manual, and/or orientation and training

provided by your supervisors.

Visitors will be informed of this policy through signs posted on the entrances of all

CCNEO locations.

Employees who smoke should use their vehicle as the designated smoking area

when they are not transporting people on CCNEO authorized business.

Cigarette butts should be disposed of properly. Disposing of butts on CCNEO

property is not allowed and may result in discipline.

Any violations of this policy will be handled through the standard disciplinary

procedure.

PERSONS-SERVED

CCNEO will, at times, serve clients who smoke. CCNEO employees understand that these are our “customers” and without them we would not exist.

While we will make every effort to inform these clients about the dangers of smoking and the benefits of quitting, we will continue to serve them and make accommodations accordingly.

• Individuals may smoke at designated smoking areas which are at least 30 feet away from any building during their breaks and lunch.

• Individuals will NOT be permitted to smoke in or around any CCNEO vehicle.

• Those who are working in integrated settings will follow the rules established by the employer regarding smoking during the workday.

CONFIDENTIAL PERSONAL INFORMATION - As defined in section 1347.15 of the

Revised Code means personal information that is not a public record.

PROCEDURES

CCNEO will maintain the confidentiality of individual personal information in accordance with all federal, state and local laws as well as the Health Insurance Portability and Accountability Act rules and statutes and the rights of a person with a developmental disability as defined in the Ohio Revised Code 5123:.62.

Confidential information of CCNEO, of any nature and in any form whatsoever, including, but not limited to, all data or information that is competitively sensitive or is not generally known or available to the public, client lists and files, and personnel records and data, will be kept confidential and private and will not be removed from CCNEO premises without prior written authorization of CCNEO.

Such confidential information will only be used for the benefit of CCNEO and its interests.

Employees will be required to sign a confidentiality agreement, non-solicitation agreement and/or agreement not to compete containing such provisions as CCNEO deems appropriate.

Criteria for CCNEO personnel accessing confidential information will be as follows:

CCNEO will determine the level of access given to each employee, contractor or employee of a contractor to fulfill his/her job duties.

Access will be approved by the CCNEO Executive Director or Chief Operating Officer prior to providing access to any CCNEO personnel to an individual’s confidential personal information.

A review of CCNEO personnel’s access will be completed each time there is a change in job duties and or a transfer or termination.

Whenever CCNEO personnel no longer require access to an individual’s confidential personal information that access will be removed.

CCNEO may give access to an individual’s confidential personal information for the following reasons:

• Responding to a public records request.

• Responding to a request from an individual for the list of confidential personal information CCNEO maintains on that individual.

• Administering a constitutional provision or duty.

• Administering a statutory provision or duty.

• Administering an administrative rule provision or duty.

• Complying with any state or federal program requirements.

• Processing or payment of claims or otherwise administering a program with individual participants or beneficiaries.

• Auditing purposes.

• Licensure, certification, and accreditation processes.

• Investigation or law enforcement purposes.

• Administrative hearings.

• Litigation, complying with an order of the court or subpoena.

• Human resources matters (e.g., hiring, promotion, demotion, discharge, salary/compensation issues, leave requests/issues, timekeeping approvals/issues).

• Complying with an executive order or policy.

• Complying with a department policy or a state administrative policy issued by the Ohio department of administrative services, the office of budget and management, or other similar state agency.

Research in furtherance of agency-specific programs as permitted by statute. CCNEO will require that any CCNEO personnel without prior authorization to an individual’s file, but who needs access in order to complete his or her job duties must complete the following:

 Submit a written request at least twenty-four hours in advance to the

Executive Director that includes:

Individual’s name whose records are being accessed

The reason for the request specific information requested

Signature of CCNEO personnel requesting access

Only information needed to fulfill the request and/or successfully complete job

duties will be provided.

CCNEO will maintain computer systems that contain confidential personal

information and will:

Restrict access to confidential personal information that is kept electronically by requiring a password or other authentication measure.

Include a mechanism for recording specific access by employees to confidential personal information in the system.

Any upgrades to a computer system will include a mechanism for recording specific access by department employees to confidential personal information in the system.

Maintain an electronic and/or paper format log that records who accessed individual personal information.

Access to confidential personal information will not be required to be logged in the following circumstances:

The designated CCNEO personnel is accessing confidential personal information for official purposes, including research, and the access is not directed toward a specifically named individual or a group of specifically named individuals.

The designated CCNEO personnel is accessing confidential personal information for routine office procedures and the access is not directed toward specifically named individual or a group of specifically named individuals.

The designated CCNEO personnel come into incidental contact with confidential personal information and the access of the information is not directed toward a specifically named individual or a group of specifically named individuals.

The designated CCNEO personnel accesses confidential personal information about an individual based upon a request made by an individual requesting confidential personal information about himself/herself or the individual makes a request that the department take some action on that individuals behalf that requires accessing confidential personal information in order to process that request.

The individuals we serve have the rights to privacy, access to their records, and

are afforded the following:

• To see records, or get a copy (including an electronic copy).

• To request a correction to records if they are incorrect.

• To receive all communications at a confidential address or phone number.

• To receive an accounting of disclosures that lists where records were shared without authorization.

• To receive a paper copy of this notice.

LOG MANAGEMENT

A record of all CCNEO personnel who have access an individual’s confidential personal record will be kept and maintained by the Executive Director.

Each log will contain the following information:

• Date of access

• Name of person accessing documents

• Name of individual who’s personal confidential records are being accessed

• Reason for access

• Signature of the Executive director or CCNEO personnel who approved access

Logs will be kept filed in a secure and locked location in a CCNEO facility. Logs will be available for immediate access and review by the Executive Director for a minimum of twenty four months. Logs older than twenty-four months will be scanned, maintained electronically, and accessed through a password or other authentication measure when requested or required.

Company vehicles are provided to support CCNEO business activities and are to be used only

by qualified and authorized employees. They are not to be considered a part of an

employee’s compensation. Vehicles are to be operated in strict compliance with motor

vehicle laws of the jurisdiction in which they are driven and with the utmost regard for

their care and cost efficient use.

PROCEDURE

Each driver is responsible for the actual possession, care and use of the company vehicle in their possession. Therefore, a driver’s responsibilities include, but are not limited to, the following:

• Operation of the vehicle in a manner consistent with reasonable practices that avoid abuse, theft, neglect or disrespect of the equipment.

• Obey all traffic laws.

• The use of seat belts and shoulder harness is mandatory for driver and passengers.

• Adhering to manufacturer’s recommendations regarding service, maintenance and inspection. Vehicles should not be operated with any defect that would prevent safe operation.

• Attention to and practice of safe driving techniques and adherence to current safety requirements.

• Reporting the occurrence of moving violations.

Company vehicles may not be used for business activities of other companies.

Authorized drivers are required to properly maintain their company vehicles at all times.

• Drivers are required to inspect their vehicle prior to using the vehicle at the start of the workday.

• Vehicles should be clean with no trash or debris.

• A daily vehicle inspection must be completed and documented.

• Any concerns will be noted and reported to the employee’s direct supervisor immediately.

• Vehicles must be washed weekly on a predetermined schedule, windows cleaned and the interior vacuumed.

Vehicles should not be operated with any defect that would inhibit safe operation during current and foreseeable weather and lighting conditions.

TRAFFIC VIOLATIONS

Fines for parking or moving violations, towing storage or impoundment are the personal responsibility of the assigned operator.

The company will not condone nor excuse ignorance of any motor vehicle violations that result in court summons being directed to itself as owner of the vehicle.

Each driver is required to report all moving violations within 24 hours. This requirement applies to violations involving the use of any vehicle (company, personal or other) while on company business.

Failure to report violations will result in appropriate disciplinary action, including revoking of driver privileges and possible termination of employment.

IN THE EVENT OF AN ACCIDENT

• Call the police on all accidents and obtain a copy of the police report.

• Do not admit negligence or liability.

• Do not attempt settlement, regardless of how minor.

• Get name, address and phone number of injured person and witnesses if possible.

• Exchange vehicle identification, insurance company name and policy numbers with the other driver.

• Take a photograph of the scene of accident if possible.

• Complete the accident report in your vehicle.

ACCIDENT PREVENTION

• Do not follow too close.

• Do not drive too fast for conditions.

• Do not fail to observe clearances.

• Do not fail to obey signs.

• Do not fail to observe signals from other drivers.

• Do not fail to reduce speed.

• Do not park improperly.

• Do not pass improperly.

• Do not fail to yield.

• Do not back up improperly.

• Do not fail to obey traffic signals or directions.

• Do not exceed the posted speed limit

• Do not drive while intoxicated (dwi) or drive under the influence (dui) or similar charges.

Fair Labor Standards Act - This federal law generally governs the payment of wages to most employees. All deductions from an employee’s wages shall be in accordance with applicable law and, when required, the employee’s consent. Different categories of employees are paid on different schedules. Please refer to the CCNEO policy for definitions regarding employment classification.

PROCEDURE

PAYROLL DEDUCTIONS

Certain deductions are required by law to be taken from your pay while others

must be authorized by you.

Deductions are made on the basis of information furnished by you on the W-4 form or based on the information you provide in Sentric. You will be required to complete all applicable forms necessary for deductions as may be required by law; such forms include the federal W-4. If you do not complete the form, e.g., the federal W-4, then deductions will be made in accordance with applicable law.

Deductions required by law include federal withholding tax, social security and Medicare contributions, and in most states, state withholding tax.

 Deductions will be made from your wages in the following order:

• Social Security taxes

• Federal and state income taxes

• Amounts owed to Community Connections Northeast Ohio

•  Child support

• Garnishment

You will be notified of deductions due to court orders, such as child support or garnishments, in accordance with such orders.

You also may voluntarily elect to make certain deductions from pay for certain employee benefits offered from time to time by CCNEO.

You must consent in writing to the following deductions:

• Payment of group health insurance.

•  Contributions to a retirement plan.

• If you believe that an improper deduction has been made from your salary, please report this concern to your supervisor immediately. Reports of improper deductions will be promptly investigated. If it is determined that an improper deduction has occurred, you will be promptly reimbursed for any improper deductions made.

If you find that you have been overpaid in error, it is your responsibility to notify your supervisor to have the overpayment returned to CCNEO. Failure to report and return an overpayment will be considered theft and will be pursued as a criminal matter.

EXEMPT EMPLOYEES

No deductions from exempt employees’ salaries are permitted, except as allowed by applicable law. The permitted exceptions are:

The exempt employee is absent from work for 1 or more full days for personal reasons other than sickness or disability.

For absences of 1 or more full days due to sickness or disability if the deduction is made in accordance with the company’s policy of providing  compensation for salary lost due to illness.

To offset amounts employees receive as jury or witness fees, or for military pay.

For penalties imposed in good faith for infractions of safety rules of major significance.

For unpaid disciplinary suspensions of 1 or more full days imposed in good faith for infractions of workplace conduct rules.

 The full salary in the initial or terminal week of employment is not paid if the exempt employee does not work a full week. Instead it will be prorated.

The full salary of an exempt employee is not paid for weeks in which the exempt employee takes unpaid leave under the Family and Medical Leave Act. Instead, it will be prorated.

CCNEO recognizes that our employees may incur necessary expenses in the performance of their official duties. Upon presentation of proper documentation, with the appropriate approval, and within the limitations established, CCNEO will reimburse employees for the expenses incurred. 

PROCEDURE

Travel, conferences, and official business reimbursement requests must include an estimate of expenses and be approved in advance by the Executive Director and/or the Director of Workforce Development.

Expenses that have not been pre-approved will not be reimbursed.

Reimbursement for use of your personal vehicle to transport clients will be paid at the current per-mile rate allowed by the Internal Revenue Service.

CCNEO employees must complete and submit with their weekly timesheet, a travel and expense reimbursement form in order to receive reimbursement.

All necessary information must be completed and proof of expenses must accompany the travel and expense reimbursement form.

Failure to provide the proper documentation may mean that reimbursement is not approved.

Mileage incurred between the employee’s home and worksite and/or worksite to home will not be paid.

Approved meals will be reimbursed at the following rate (not to exceed the rate allowed by the IRS):

a. Breakfast - $12.00.

b. Lunch - $15.00.

c. Dinner - $25.00.

Miscellaneous expenses include parking fees, entrance fees, subscriptions, car washes for company vehicles, and any other expense related to the daily routine of CCNEO operation.

If a CCNEO employee has paid this expense out-of-pocket, then the employee may submit a request for reimbursement in the travel and expenses form along with all necessary documentation with their weekly timesheet.

An itemized receipt is required. A credit receipt will not be accepted.

If CCNEO has supplied the employee with the money to cover the expense, then any change along with receipts must be submitted following the procedures established for that worksite within 24 hours.

If the employee is not expected to work the following day, then documentation must be submitted prior to leaving the day the expense occurred.

We understand that records and other information we collect about services and  supports of the individuals we serve are personal. Keeping these records private is one of our most important responsibilities. Confidential information of CCNEO, of any nature and in any form whatsoever, including, but not limited to, all data or information that is competitively sensitive or is not generally known or available to the public, client lists and files, and personnel records and data, must be kept confidential and private and will not be removed from CCNEO premises without prior written authorization of the Executive Director or the Director of Workforce Development..

CCNEO will keep a record of access to an individual’s records within the individual’s permanent record through our software.. Prior authorization by the client and/or their legal guardian will be obtained prior to releasing personal confidential information.

Disclosure will be limited to the minimum which is necessary to meet the request.

PROCEDURE

Such confidential information shall only be used for the benefit of CCNEO and its

interests.

You will be required to sign a confidentiality agreement, non-solicitation agreement and/or agreement not to compete containing such provisions as CCNEO deems appropriate.

You understand it is mandated that you may not share any personal information about the individuals served by CCNEO or any individuals in which they may have been exposed to their confidential personal information. This includes, but is not limited to:

Having a conversation about a CCNEO client in a public setting.

Having a conversation about a CCNEO client with anyone outside of CCNEO who does not provide services to the individual and does not need the information to provide services to the individual or individuals.

Taking, posting, or otherwise sharing pictures of CCNEO clients without their expressed written consent or when a client has a guardian, the guardian’s written consent.

Safeguarding any confidential personal information that may be included in both electronic and hard-copy documents.

For any purpose not described above, we will release information only with the client’s or guardian’s explicit written authorization that includes an expiration date that specifies and gives details about where, why, when, how and to whom the information can be given. Permission may be canceled at any time with written notice.

All new employees are required to serve a minimum 90-day probationary period during which employment may be terminated at the discretion of CCNEO. This period may be extended at the discretion of the supervisor. During the probationary period, you are assessed on your performance to ensure that you are achieving established performance standards.

The probationary period usually runs for 90 days from the date of hire and allows the supervisor or manager to evaluate your performance and conduct on the job, provide remedial opportunities and, if it is necessary, remove or reassign you.

PROCEDURE

During the probationary period, the supervisor will work closely with you in counseling and assisting you to achieve satisfactory performance.

During the probationary period, you have no assurance of continued employment. Employment during the probationary period may be terminated at any time and for any reason, with or without cause, and with or without notice.

The supervisor will establish a work plan for you during the first thirty (30) days of employment.

The supervisor will review your performance before the end of the 90-day probationary period and offer feedback on your ability to complete the assigned job duties.

At the end of the probationary period when the supervisor, in consultation with the Executive Director or Director of Workforce Development, determines that your performance shows you can perform your job duties satisfactorily, you will be moved to full-time or part-time status as identified in the job description.

If your performance is not satisfactory, your employment may be terminated at any time during the initial 90-day probationary period.

At the end of the initial 90-day probationary period, you may be eligible to receive the full benefits and privileges accorded to your position, except as noted when the probationary period is extended beyond 90 days.

Absenteeism-Based Extension - Absences of 5 consecutive workdays or longer will pause the probationary period. Absences include but are not limited to, periods of temporary layoff, disability, and workers’ compensation.

Upon a staff member’s return to work from the absence, the probationary period will re-commence. The supervisor should establish a new end date for the probationary period and inform the staff member.

The new end date should reflect the balance of time that was remaining in the probationary period as of the date that it was paused.

When the probationary review form is completed, the supervisor should ensure that the new end date is reflected on the form.

All new Non-Direct Care staff will be provided training at the expense of CCNEO and will complete training upon hire. New Non-Direct Care staff will be required to pass a BCI Criminal History Record Check. Non-Direct Care staff are not permitted to provide intimate personal care (such as toileting or changing garments), administer medication, or perform health-related activities.

PROCEDURE

Non-direct care staff will complete Background checks. Upon receipt of the criminal history record check, the new hire will be entered into ARC and iRAP.

Non-direct care training will be completed within 90 days of hire and annually thereafter. Training topics checklist will be provided and will consist of:

• Rights of Individuals/Client Rights

• MUI UI Training per rule 5123:2-17-02

• CCNEO Supervisor training for CCNEO reporting procedures for MUI UI

• Reporting responsibilities of Providers and Employees in DD System

• Mandated Reporter

• Health and Welfare Alerts

• Emergency procedures

• CCNEO Company Policies

New Non-Direct Care staff will be required to provide the following:

• Verification of age

• State Identification: Valid driver’s license or other government issued photo identification.

• Social Security Card.

• Evidence of training listed in Part B, Policy 1500.4

ABSENCE PATTERNS

An Absence Pattern is - a pattern of consistent and unscheduled absences (often Monday and/or Friday) that are days you take off regularly.

An absence pattern is established when you have unscheduled absences on 4 or more days that are the same or regularly use Monday and/or Friday to take unscheduled time off.

When a pattern is identified, you will receive a corrective Action Agreement from your supervisor that identifies the pattern and establishes future disciplinary actions related to the continuation of the absence pattern.

All future unscheduled absences that meet the absence pattern will receive 6 points unless accompanied by substantiation and/or verification from sources other than you. 

CCNEO does not permit actual or threatened acts of physical or mental abuse, sexual abuse, sexual molestation or sexual misconduct (“prohibited conduct”) to occur in the workplace or at any activity sponsored by or related to it. In order to make this “zero- tolerance” policy clear to all employees, volunteers and staff members, we have adopted mandatory procedures that employees, volunteers, family members, individuals and victims must follow when they reasonably suspect, learn of or witness prohibited conduct.

Abuse or molestation means each, every and all actual, threatened or alleged acts of physical or mental abuse, sexual abuse, sexual molestation or sexual misconduct performed by one person or by two or more persons acting together.

PROCEDURE

When you learn of, or have a reasonable suspicion of prohibited conduct, you must immediately report it to your supervisor. or the Executive Director, Director of Workforce Development

• Abuse or neglect will be reported by this designee to the local or state police and/or the proper authorities as necessary.

• If a client is involved, Summit DD MUI will also be notified by the MUI Coordinator.

Once the allegation is reported CCNEO will promptly, thoroughly and impartially initiate an investigation to determine whether there is a reasonable basis to believe that the prohibited conduct has occurred and that it was committed by the person identified as the target of the investigation..

• The investigation may be undertaken by the Director of Operations and Compliance or any other designated person designated by CCNEO.

• CCNEO will cooperate fully with any investigation conducted by law enforcement or regulatory agencies and we may refer the complaint and the result of our investigation to those agencies.

• CCNEO reserves the right to place the target(s) of the investigation on an involuntary leave of absence without pay or reassign that person to responsibilities that do not involve personal contact with the individuals or staff.

• To the fullest extent possible, but consistent with our legal obligation to report suspected abuse to appropriate authorities, CCNEO will endeavor to keep the identity(ies) of the target(s) and the alleged victim(s) confidential.

• If the investigation substantiates the allegation, our policy provides for disciplinary penalties, including but not limited to termination.

• Retaliation Prohibited - CCNEO prohibits retaliation against anyone, including an employee, volunteer, board member, student or individual, who in good faith reports prohibited conduct. Retaliation against a participant in the investigation will not be tolerated.

• Anyone who retaliates against someone who has made a good faith allegation of prohibited conduct or intentionally provides false information to that effect will be subject to discipline, up to and including termination.

In order to ensure the health and safety of our clients as well as protect our staff, CCNEO has adopted the following policy.

For the purpose of this policy, the word staff is taken to include all CCNEO administrators, supervisors, employees, employees in training, contracted staff and all employees of a contractor. It will also include all County Board employees, guardians, family members, visitors, volunteers or other agency staff. The word staff does not include outside counselors, physical therapists, occupational therapists, speech & Language Pathologists or any other private service approved in the ISP.

PROCEDURE

All staff are prohibited from meeting and/or counseling clients in any environment without the following conditions being met:

Meeting/counseling sessions between a client and only one other CCNEO staff person must have the door to the room open.

When outside agencies such as Blick counselors are with an individual client, they assume responsibility and liability for the individual. They may have one-on-one sessions with the door closed to ensure privacy and confidentiality.

Closed-door meeting/counseling sessions between more than one staff and/or more than one client are permitted as long as there are more than 2 people in attendance. CCNEO requires that a supervisor be one of the two people present at these meetings.

All non-CCNEO staff are required to sign in upon entry.

CCNEO is required by federal immigration laws to verify the identity and work authorization of all new employees.  In keeping with the obligation, documentation that shows each person's identity and legal authority to work must be inspected.  Each new employee must also attest to his/her identity and legal authority to work on an I-9 Form provided by the federal government.  This verification must be completed as soon as possible after an offer of employment is made and in no event more than three (3) business days after an individual is hired and before the individual begins work. 

PROCEDURE 

A copy of this form will be provided to you for your completion.  

All offers of employment with CCNEO are conditioned upon furnishing evidence of identity and legal authority to work in the United States in compliance with the federal law. 

 Providing falsified documents of identity and eligibility to work in the United States will result in cancellation of your consideration for employment or dismissal if employed.  

Every rehired employee must also satisfy this requirement.  

It is the employee's responsibility to ensure that the work authorization on file is current.  The Department of Homeland Security recommendation is to apply for renewed authorization a minimum of ninety (90) days in advance of expiration.  Inability to provide renewed authorization on or prior to the expiration date of the original document will result in the employee's immediate termination.

To ensure that Internal Quality Assurance mechanisms are administered in a timely and consistent manner in order to provide CCNEO with ongoing information regarding the overall level of Consumer Satisfaction.

PROCEDURE 

CONSUMER SATISFACTION SURVEYS

Designated CCNEO personnel will send copies of the Consumer Satisfaction Survey to the consumer (client), family members & to the consumer’s (client’s) guardian and other involved parties or, if the person is their own guardian, copies of the appropriate survey form will be provided to anyone the consumer requests. 

Completed surveys will be reviewed by the Executive Director and Chief Operating Officer.

All completed surveys will be maintained in a central database and in each client’s individual folder.

No less than annually, designated CCNEO supervisors and designated personnel will meet to discuss the data received.  Problematic patterns or trends will be addressed via an action plan.

INTERNAL QUALITY ASSURANCE

The Executive Director and Chief Operating Officer will provide monitoring of staff performance on at least a monthly basis.

A Quality Assurance Review will be completed by the Executive Director, Chief Operating Officer or designated staff member at least annually.

If it is determined that an area needs to be addressed and changes made, the issue, action needed and deadline for correction will be documented and kept on file.  This record is kept for internal monitoring purposes only.

No less that bi-annually, the Executive Director, Chief Operating Officer and/or other designated staff members will review the data collected and address problematic patterns or trends.

Ohio Revised Code 5123:2-9-13 defines career planning as individualized, person-

centered, comprehensive employment planning and support that provides assistance

for individuals to achieve or advance in competitive integrated employment. Career

planning is a focused and time-limited engagement of an individual in identification of a

career direction and development of a plan for achieving competitive integrated

employment and the supports needed to achieve that employment.

PROCEDURES

 CCNEO personnel will comply with all federal and state laws related to person- centered career planning.

CCNEO personnel will complete some or all the following activities/assessments with each individual in a comprehensive career planning. development program:

Assistive Technology Assessment - a systematic application of technologies, engineering methodologies, or scientific principles to meet the needs of, and address the barriers encountered by, individuals with disabilities in employment and employment-related transportation.

Benefits Education and Analysis - provides information to job seekers, families, guardians, advocates, service and support administrators, and educators about the impact of paid employment on a range of public assistance and benefits programs, including but not limited to supplemental security income, social security disability insurance, Medicaid buy-in for workers with disabilities, Medicare continuation benefits, veterans benefits, supplemental nutrition assistance program,and housing assistance.

Career Discovery - an individualized, comprehensive process to help a job seeker, who is pursuing individualized integrated employment or self- employment.

Reveals how interests and activities of daily life may be translated into possibilities for integrated employment.

Results in identification of the individuals & interests in one or more specific aspects of the job market; the individual&s skills, strengths, and other contributions likely to be valuable to employers or valuable to the community if offered through self-employment; and conditions necessary for the individuals & successful employment or self-employment.

Culminates in development of a written career discovery profile summarizing the process, revelations, and recommendations for next steps which shall be used to develop the individuals & vocational portfolio.

Career Exploration - assists an individual to interact with job holders and observe jobs and job tasks.

May include informational interviews with and/or shadowing persons who are actually performing the job duties of the identified occupation. When possible, the job seeker shall be given an opportunity to perform actual job duties as well.

Employment/Self-Employment Plan - is an individualized service to create a clear plan for employment or the start-up phase of self-employment and includes a planning meeting involving the job seeker and other key people who will be instrumental in supporting the job seeker to become employed in competitive integrated employment.

The service may include career advancement planning for individuals who are already employed.

This service culminates in development of a written employment plan directly tied to the results of career exploration, if previously authorized, situational observation and assessment, and/or career discovery.

For individuals seeking self-employment:

This service culminates in development of a self-employment business plan that identifies training and technical assistance needs and potential supports and resources for those services as well as potential sources of business financing given that Medicaid funds may not be used to defray the capital expenses associated with starting a business.

Job development – Is an individualized service to develop a strategy to achieve competitive integrated employment.

The service may include analyzing a job site, identifying necessary accommodations, and negotiating with an employer for customized employment.

This service is intended to result in achievement of competitive integrated employment consistent with the job seeker or job holders personal and career goals as identified in the individual service plan, as determined through career exploration, situational observation and assessment, career discovery, and/or the employment planning process.

Self-Employment Launch - is support to implement a self-employment business plan and launch a business.

This service is intended to result in the achievement of an integrated employment outcome consistent with the job seekers or job holder& personal and career goals as identified in the individual service plan, as determined through career exploration, situational observation and assessment, career discovery, and/or the employment planning process.

 Situational Observation and Assessment - is observation and assessment, not to exceed thirty days, of the individual s interpersonal skills, work behaviors, and vocational skills through practical, experiential, community integrated, paid work experiences related to the individual preferences as established in the individual service plan.

Information gathered through situational observation and assessment provides a context to further determine the skills or behaviors to be developed by the individual to ensure his or her success in the individuals preferred work environment.

Worksite Accessibility - includes:

Time spent identifying the need for and ensuring the provision of reasonable worksite accommodations that allow the job seeker or job holder to gain, retain, and enhance employment or self- employment; and Time spent ensuring the provision of reasonable worksite accommodations through partnership efforts with the employer and, when appropriate, the opportunities for Ohioans with disabilities agency.

TRAINING AND CERTIFICATION

CCNEO personnel who provide support through Career Planning will complete within 90

days of employment:

•  CCNEO’s organizational background:

• CCNEO’s mission, vision, values, principles, and goals.

• CCNEO’s organizational structure.

• Key policies, procedures, and work rules.

• Ethical and professional conduct and practice.

• Avoiding conflicts of interest.

•  Working effectively with individuals, families, and other team members.

• Components of quality care for individuals served:

• Interpersonal relationships and trust.

•  Cultural and personal sensitivity.

• Effective communication.

• Person-centered philosophy, planning, and practice.

• Development of individual service plan

• Roles and responsibilities of team members.

•  Record keeping, including progress notes and incident/accident reports.

 Health and safety, including:

• Signs and symptoms of illness or injury and procedure for response.

• Building/site-specific emergency response plans.

• Program-specific transportation safety.

• Positive behavioral support, including:

• Principles of positive culture.

•  Role of direct services staff in creating a positive culture.

• General requirements for intervention and behavioral support strategies and direct services staff role including documentation.

• Crisis intervention techniques.

CCNEO will ensure that staff members who perform the assistive technology assessment component of career planning hold an appropriate license (e.g., occupational therapist) or certification (e.g., assistive technology professional certification issued by the Rehabilitation Engineering and Assistive Technology Society of North America or have successfully completed appropriate training by an accredited college or university.

CCNEO will ensure that staff members who perform the benefits education and analysis component of career planning have successfully completed nationally approved or accredited training in benefits education and analysis.

CCNEO will ensure that staff members who perform the worksite accessibility component of career planning hold an appropriate license (e.g., occupational therapist) or certification (e.g., certified professional ergonomist issued by the Board of Certification in Professional Ergonomics"), or have successfully completed appropriate training by an accredited college or university.

 CCNEO will ensure that direct services staff who provide career planning (other than those who have at least one year of experience providing career planning at the point of hire), during the first year after hire, are assigned and have access to a mentor.

 CCNEO will ensure that direct services staff who provide career planning (other than those who have at least one year of experience providing career planning at the point of hire), no later than one year after hire:

• successfully complete at least eight hours of training specific to the provision of career planning that includes, but is not limited to:

• Skill building in advancement of individuals on the path to community employment as described in rule 5123:2-2-05 of the Administrative Code and development of individuals& strengths and skills necessary for competitive integrated employment.

• Self-determination which includes assisting the individual to develop self-advocacy skills, to exercise his or her civil rights, to exercise control and responsibility over the services he or she receives, and to acquire skills that enable him or her to become more independent, productive, and integrated within the community.

CCNEO will ensure that each direct services staff member who provides career planning successfully completes on-the-job training specific to each individual he or she serves that includes:

What is important to the individual and what is important for the individual.

The individuals support needs including, as applicable, behavioral support strategy, management of the individual&s funds, and medication administration/delegated nursing.

CCNEO will ensure that direct services staff who provide career planning, commencing in the second year of hire by the agency provider, annually complete at least eight hours of training, in accordance with the written plan of training priorities.

The training shall enhance the skills and competencies of the direct services staff member relevant to his or her job responsibilities and shall include, but is not limited to:

The role and responsibilities of direct services staff with regard to services including person-centered planning, community integration, self-determination, and self-advocacy.

The rights of individuals set forth in sections 5123.62 to 5123.64 of the Revised Code.

The requirements of rule 5123:2-17-02 of the Administrative Code including a review of health and welfare alerts issued by the department since the previous years training.

The requirements relative to the direct services staff members role in providing behavioral support to the individuals he or she serves.

Best practices related to the provision of career planning.

The training may be structured or unstructured and may include, but is not limited to, lectures, seminars, formal coursework, workshops, conferences, demonstrations, visitations or observations of other services/programs, distanceand other means of electronic learning, video and audio-visual training, and staff meetings.

 CCNEO will develop and implement a written plan identifying training priorities for

direct services staff who provide career planning.

The training priorities shall be consistent with the needs of individuals served, best practice, and the providers mission, vision, and strategic plan.

The written plan of training priorities shall describe the method (e.g., written test, skills demonstration, or documented observation by supervisor) that will be used to establish competency in areas of training.

The written plan of training priorities shall be updated at least once every twelve months and shall identify who is responsible for arranging or providing the training and projected timelines for completion of the training.

CCNEO will ensure that a written record of training completed for direct services staff who provide career planning is maintained.

The written record shall include a description of the training completed including a training syllabus and copies of training materials, the date of training, the duration of training, and the instructors name, if applicable.

SERVICE DELIVERY

The expected outcome of career planning is the individual's achievement of competitive

integrated employment and/or career advancement in competitive integrated

employment.

Career planning may be provided in a variety of settings but shall not be furnished in the individuals home except when a home visit is conducted as part of the career discovery component of career planning or when the individual is self-employed and the home is the site of self-employment.

Career planning shall be provided at a ratio of one staff to one individual.

 Career planning services may extend to those times when the individual is not physically present while the provider is performing career planning activities on behalf of the individual.

CCNEO will complete reports and collect and submit data via the departments employment tracking system.

CCNEO personnel will be aware of changes in the individuals condition and behavior as well as safety and sanitation hazards, and report to the service and support administrator, and record the changes in the individuals written record.

DOCUMENTATION OF SERVICES

Service documentation for the career exploration, job development, self-employment launch, and worksite accessibility components of career planning shall include each of the following to validate payment for Medicaid services:

a. Type of service.

b. Date of service.

c. Place of service.

d. Name of individual receiving service.

e. Medicaid identification number of individual receiving service.

f. Name of provider.

g. Provider identifier/contract number.

h. Written or electronic signature of the person delivering the service, or initials of the person delivering the service if a signature and corresponding initials are on file with the provider.

i. Description and details of the services delivered that directly relate to the services specified in the approved individual service plan as the services to be provided.

j. Times the delivered service started and stopped.

k. Number of units of the delivered service.

According to the rule in the Ohio Revised Code 5123-2-08, the role of the volunteer is to support individuals served by the agency provider that isn’t in a paid capacity and doesn’t provide direct care involving personal care, medication administration or other health-related activities.

PRE-SERVICE REQUIREMENTS

1. All volunteers will undergo a BCII and/or an FBI check prior to volunteering.

2. CCNEO will conduct subsequent background investigations, no less than once every five years.

SERVICE DELIVERY

1. All Volunteers will report to a CCNEO Supervisor who will supervise them at all times during volunteer activities.

2. Volunteers will sign in and out with an assigned supervisor who will keep track of volunteer hours.

3. Volunteer hours will not be billed.

SCOPE OF SERVICES

1. CCNEO Volunteers are not permitted to:

• Provide intimate personal care (such as toileting or changing under garments).

• Administer Medication.

• Perform health related activities

TRAINING

CCNEO Volunteers who provide more than forty hours of service working directly with individuals during a calendar year will:

1. Receive training in the National Alliance of Direct Support Professionals Code of Ethics.

2. Receive training in recognizing and reporting major unusual incidents and unusual incidents.

• An overview of emergency procedures

3. Have their name run through the databases described in paragraph ( C) (2) of rule 5123-2-02 Of the Administrative Code and will not be allowed to volunteer if their name is included on one of the lists.

4. Submit a signed statement attesting that he or she has not been convicted of, plead guilty to, or been found eligible for intervention in lieu of conviction for any offenses listed or described in divisions (A) (3) (a) to (A) (3) (e) of section 109.572 of the Revised Code.

5. Sign an agreement which the volunteer agrees to notify CCNEO within 14 calendar days if the volunteer is formally charges with, is convicted of, pleads guilty to, or s found eligible for interventions in lieu conviction for may of the offenses listed or describes in divisions (A)(3)(a) to (A)(3) of section 109.572 of the Ohio Revised Code.

   1. Terminate any volunteer who fails to make notification to the above agreement.

6. Sign an agreement to notify CCNEO within 10 days if volunteer is formally charged with, convicted of, pleads guilty to, or is found eligible for intervention in lieu of conviction for any offenses listed or described in divisions (A) (3) (a) to (A) (3) (e) of section 109.572 of the Revised Code. Failure to notify will result in termination of the volunteer’s services.

You must clock in and clock out for each shift. If there is any problem recording a clock-in or clock-out, you should inform your supervisor immediately. If you consistently fail to clock in or clock out, you may receive disciplinary action, up to and including termination.

You are required to follow established guidelines recording your actual hours worked. A missed clock-in/out is a violation of this policy and includes:

• Failure to clock in/out at the beginning and/or end of your shift

• Failure to accurately and timely report time worked

• Clocking in/out early or late of the assigned shift without prior approval

You are required to leave a message when you have an issue with your time clock. 

The message must identify the date and what the correct information should be EX: I forgot to clock in on time on 12/29. The correct time should be 8:34 am.

Ohio Revised Code 5123:2-9-16 defines supported employment – enclave as services

provided to individuals who work as a team, generally at a single worksite of a host

community business or industry, with initial training, supervision, and ongoing support

provided by on-site staff.

PROCEDURES

CCNEO personnel will comply with all federal and state laws related to supported employment in an enclave setting.

CCNEO personnel will provide services in the following enclave settings:

Dispersed enclaves in which individuals work in a self-contained unit within a company or service site in the community or perform multiple jobs in the company, but are not integrated with non-disabled employees of the company.

 Mobile work crews comprised solely of individuals operating as distinct units and/or self-contained businesses working in several locations within the community.

CCNEO personnel will complete the following activities/assessments with each individual considering placement in a supported employment-enclave:

Vocational assessment that is conducted through formal and informal means for the purpose of developing a vocational profile and employment goals.

Work and education assessment which contains information about the individuals educational background, work history, and job preferences.

Informational interview that identifies the individuals strengths, values, interests, abilities, available natural supports, and access to transportation.

Income assessment which identifies the earned and unearned income available to the individual.

CCNEO personnel will provide job development and placement which includes some or all of the following activities provided directly to or on behalf of the individual:

• Developing a resume that identifies the individual’s job-related and/or relevant vocational experiences.

• Training and assisting the individual to develop job-seeking skills.

• Targeting jobs on behalf of the individual that are available in the individuals work location of choice.

• Assisting the individual to find jobs that are well matched to his or her employment goals.

• Developing job opportunities on behalf of the individual through direct and indirect promotional strategies and relationship-building with employers.

• Conducting worksite analyses, including customizing jobs.

• Increasing potential employers awareness of available incentives that could result from employment of the individual.

CCNEO personnel will provide job training/coaching which includes some or all

of the following activities:

Developing a systematic plan of on-the-job instruction and support, including task analyses.

Assisting the individual to perform activities that result in his or her social integration with other individuals and persons employed at the worksite.

Supporting and training the individual in the use of generic and/or individualized transportation services.

Providing off-site services and training that assist the individual with problem-solving and meeting job-related expectations.

Developing and implementing a plan to assist the individual to transition from his or her prior vocational or educational setting to employment, emphasizing the use of natural supports.

CCNEO personnel will provide ongoing job support which includes direct supervision, telephone and/or in-person monitoring and/or counseling, and the provision of some or all of the following supports to promote the individuals job adjustment and retention:

 Following-up with the employer and/or the individual at the frequency required to assist the individual to retain employment.

Assisting the individual to use natural supports and generic community

resources.

Providing training to the individual to maintain work skills, enhance personal hygiene, learn new work skills, improve social skills, and/or modify behaviors that are interfering with the continuation of his or her employment.

CCNEO personnel will assist the individual with self-medication or provision of medication administration for prescribed medication and assist the individual with or performing health-related activities as identified in rule 5123:2-6-01 of the Administrative Code, which a licensed nurse agrees to delegate in accordance with requirements of Chapters 4723., 5123., and 5126. of the Revised Code and rules adopted under those chapters.

CCNEO personnel will ensure worksite accessibility which includes some or all of the following activities:

• Identifying the need for and assuring the provision of reasonable worksite accommodations that allow the individual to gain and retain employment.

• Assuring the provision of these accommodations through partnership efforts with the employer.

• Purchasing or modifying equipment that will be retained by the individual on the current employment site and /or other settings.

• CCNEO personnel will provide individuals served in the supported employment – enclave setting training in self-determination which includes:

Assisting the individual to develop self-advocacy skills.

How to exercise his or her civil rights.

How to exercise control and responsibility over the services he or she receives.

How to acquire skills that enables him or her to become more independent, productive and integrated within the community.

TRAINING AND CERTIFICATION

CCNEO personnel who provide support in an enclave setting will complete within 90

days of employment:

 The Ohio Alliance of Direct Support Professionals (OADSP) Professional Advancement Through Training and Education in Human Services (PATHS) Certificate of Initial Proficiency program OR

An 8 hour orientation program that addresses:

CCNEO’s organizational background:

 CCNEO’s mission, vision, values, principles and goals.

CCNEO’s organizational structure.

 Key policies, procedures and work rules.Ethical and professional conduct and practice.

Avoiding conflicts of interest.

Working effectively with individuals, families, and other team members.

Components of quality care for individuals served:

•  Interpersonal relationships and trust.

• Cultural and personal sensitivity.

• Effective communication.

• Person-centered philosophy and practice.

• Development of individual service plans.

• Roles and responsibilities of team members.

• Recordkeeping including progress notes and incident/accident reports.

• Health and safety:

•  Signs and symptoms of illness or injury and procedure for response.

•  Building/site specific emergency response plans.

• Program-specific transportation safety.

•  Positive behavior support:

•  Principle of positive intervention culture.

•  Role of direct service staff in creating positive culture.

 General requirements for behavior support plans and intervention strategies and direct service staff role including documentation, behavior support review and human rights committees.

• Crisis intervention techniques.

CCNEO personnel that work in a supported employment – enclave setting will receive an additional 8 hour training that includes:

• Skill building in vocational assessment.

• Job development and placement.

• Job training/coaching

• Ongoing job supports.

• Worksite accessibility.

•  Developing natural supports.

• Personal adjustment.

• Work adjustment.

• Vocational planning.

•  Self-determination:

• Self-advocacy skills

ii. Civil rights

iii. Control and responsibility of services received

k. Skill development to enhance community integration productivity and independence.

 First-year CCNEO personnel will be assigned a mentor to provide on-the-job training and support in the following areas:

The Individual Service Plan which include

Skill development goals

Service/support activities

Behavior support plan

Planned interventions

Documentation requirements

The individual’s preferences and strength

The individual’s diagnoses and related needs

 The individual’s care needs:

i. Nutrition

ii. Diet

iii. Mealtime support

iv. Restroom assistance

v. Mobility needs

vi. Lifting

vii. General supervision/support requirements

Medication administration and delegated nursing as applicable.

Teaching techniques and related documentation requirements

The employee’s or contractor’s role regarding management of the individual’s funds and related documentation requirements.

Before the end of the second year, CCNEO personnel will receive job-specific

training and support in the following areas:

a. Provisions governing rights of individuals.

b. MUI/IUR training:

i. Safety alerts

ii. Incidents adversely affecting health and safety

 Behavior support.

Supported employment – enclave best practices.

CCNEO personnel providing supported employment – enclave will:

a. Be at least 18 years of age

b. Hold a valid driver’s license.

c. Pass a criminal background check.

d. Possess current CPR/First aid certification.

TRAINING RECORDS AND DOCUMENTATION:

Training may be structured or unstructured and may include, but is not limited to,

lectures, seminars, formal coursework, workshops, conferences, demonstrations,