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HomeMy WebLinkAbout6-10 Employee Assistance Program Cape Breton Regional Municipality Human Resources Services Policy/Procedure Category: Workplace Benefits Number: 6-10 Date: July 29, 1997 Page: 1 of 6 Approved by Council: August 26, 1997 Amended: March 21, 2005 March 15, 2016 Employee Assistance Program Policy Statement: The Cape Breton Regional Municipality (CBRM) recognizes that an employee's personal problems (stress, marital, legal, financial, emotional, family, substance abuse etc.) can seriously affect an individual's health and functioning and may adversely affect job performance. An Employee Assistance Program (EAP) provided by an external provider is available to help employees and their immediate family members deal effectively with personal problems. The EAP will provide a comprehensive range of services to deal with the broadest range of personal issues. This service is professional, confidential and available to all employees across Canada. 1.0 Definition The provider means an external EAP provider (present provider is FGI — Family Guidance Inc) 2.0 Responsibilities 2.1 EAP Administrator • The EAP Administrator will advise Council through the General Committee of any recommended changes to the EAP Policy. • Liaison between CBRM and the external provider. • Oversee the implementation and the ongoing operation of the EAP provider contract. • Provide information to both employees and management with regard to the services and policies procedures of the EAP, and ensure that management is properly oriented/trained regarding the EAP. • Ensuring that confidentiality is maintained. Employee Assistance Program Category: Workplace Benefits Number: 6-10 Employee Assistance Program (EAP) Page: 2 of 6 • Understands the CBRM policies and employee benefit plans as they relate to the EAP and identify for the external provider any changes in policies,procedures,programs, etc. which may affect the EAP. • Propose any program modifications based on experience and/or information obtained on the)ob. • Prepare, sponsor and monitor the budget over the contract year. • Review reports submitted by the external provider, and submit reports for senior management and the EAP Committee. 2.2 Management • Understand and support the EAP. • Participate in training sessions as related to the EAP and provide time for orientation and education for employees. • Participate in assisted referrals as appropriate. • Maintain confidentiality and respect privacy of employees. • Seek advice from the external provider's Program Manager/EAP Administrator on conducting an assisted referral as needed. • Identify the need for a group debriefing or individual counselling session(s). 2.3 EAP provider (the external provider) • Provide employees and their immediate families with professional counselling services for a wide range of personal problems. • Guide, counsel and assist an employee who seeks assistance under the program. • Refer employees for additional guidance, counselling and assistance to specialists and community resources. • Assist in the promotion of the EAP to maintain the target utilization rate. • Ensure that the external provider's professional services will conform to the highest professional standards in the field. Employee Assistance Program Category: Workplace Benefits Number: 6-10 Employee Assistance Program (EAP) Page: 3 of 6 • Provide a Program Manager to implement and manage the program. Duties Include: - Liaison between the external provider and EAP Administrator/EAP Advisory; - assist in designing agendas and carrying out decisions; - provide statistical data in annual report to EAP Administrator; - be available on an ad hoc basis to participate in problem solving for program issues which may arise; - promote, develop and deliver appropriate training and orientation sessions for employees as they relate to the program. 3.0 Referrals There are three types of referrals: self referrals, assisted referrals and formal referrals. All referrals are voluntary and confidential. The three types of referrals are distinguished by who initiates them. 3.1 Self Referrals These are intended to provide maximum privacy for the distressed employee. 1. The employee directly contacts the EAP provider stating name, company and nature of problem. A 24 hour service is available. If an employee is in crisis, immediate response is available. 2. An appointment will be arranged within a few days of the initial call at a convenient time and location. 3. The employee will receive counselling for their particular problem. If further long term or specialized counselling is required, the EAP provider will recommend the appropriate community resources to be contacted. 3.2 Assisted Referrals These referrals are identical to the self referrals except that the individuals accessing the program will have been assisted by someone else (e.g. supervisor, colleague, family member). Such assistance may involve simply informing the individual that the program is available or suggesting that they call the program. In some cases, whoever is concerned about a fellow employee may call the EAP for a consultation about how to assist the employee. Employee Assistance Program Category: Workplace Benefits Number: 6-10 Employee Assistance Program (EAP) Page: 4 of 6 3.3 Formal Referrals Formal referrals may be used for job performance problems at any level of the disciplinary process. If a supervisor or union representative has reason to believe that an employee has a personal problem that may be contributing to unsatisfactory job performance or posing a potential safety risk and further believes that the employee is not taking the necessary steps to deal with the problem, a formal referral to EAP can be requested. The individual must still make the decision about whether to use the EAP. Provisions regarding the exchange of information in the workplace and documentation are dependent upon the employee signing a consent form. If the client's consent is provided, the information shared with the workplace is generally limited to issues of fitness for work, recommendations regarding work time off which might be required, and overall progress in the program. It is important that all parties realize that a formal referral, where job performance is an issue, is still voluntary. An employee cannot be dismissed or disciplined for not using the EAP. Discipline can only be contingent upon job performance. It should be made clear to the employee, however, that it is likely to be in their best interest to explore the need for personal counselling. Formal referrals run the risk of employees' feeling their privacy is being invaded. Anyone contemplating a formal referral is encouraged to contact the EAP Administrator or the external provider for consultation. 4.0 Confidentiality 4.1 Specific Client Information a. Strict confidentiality will be maintained. No personal information will be released to anyone by the external provider's staff unless requested to do so by the employee, and a written, informed and voluntary consent is provided. Statistical information only will be provided to the EAP Administrator. b. Anonymity of clients will be protected. The identity of employees who use the EAP will not be shared with anyone without the employee's written, informed and voluntary consent. C. The external provider's staff will not provide information about employees using the EAP, nor will they request information from anyone without the employee's informed, voluntary and written consent. The employees' consent may be withdrawn at any time by notifying the external provider's staff in writing. CBRM agrees that no employee or the external provider's staff will be required to release such confidential information. Employee Assistance Program Category: Workplace Benefits Number: 6-10 Employee Assistance Program (EAP) Page: 5 of 6 d. Sharing of information will be based on a "need to know" basis. The "need to know" principle requires that the consent form specify the nature of the information to be provided or requested, and the individual(s) with whom it is shared. e. An employee may have access to his/her personal record by giving the external provider 48 hours notice in writing. f. The following do not constitute a breach of confidentiality: • communication between the external provider's staff members • information about the EAP in general provided to CBRM (e.g. statistics, community resources); • communications between the external provider and appropriate others regarding the perceived danger of an employee to him/herself or others; • communications between the external provider and the appropriate authorities regarding any suspected violations of relevant Child Welfare legislation; • communications made by the external provider's staff as a result of being subpoenaed by a court of law. All parties involved in the EAP (including managers, supervisors, Human Resources and other CBRM staf� have a responsibility to ensure that any form of information related to an employee's use of the EAP (whether such information be written or verbal) will be held in confidence. No personal details of the employee's situation will be provided by the EAP provider, and managers/supervisors should not expect such information. Maintaining confidentiality protects both the employee's privacy, and the manager's/ supervisor's ability to maintain a working relationship and avoid embarrassment in their personal interactions. 5.0 Eligibility Employees of CBRM and their dependents as defined by CBRM's benefit program are eligible. Employee Assistance Program Category: Workplace Benefits Number: 6-10 Employee Assistance Program (EAP) Page: 6 of 6 If the employment of any CBRM staff member ends, for whatever reason, that individual will no longer be eligible for the EAP. However, if the staff member or eligible dependent is using the EAP at the point of termination, the EAP will continue providing service to the individual(s) and attempt to link the individual(s) with appropriate community resources in an expeditious and professional manner. 6.0 Reporting Format and Procedures Formal EAP reports will be made available by the external provider on an annual basis to the EAP Administrator. These reports are statistical summaries of the program's utilization by CBRM eligible employees, and include information about client satisfaction with the EAP and client goal attainment. All data is anonymous. 7.0 Safety Sensitivity When safety sensitivity is a concern,it is recommended that organizations set policies which address the issue. These policies may include items such as alcohol/drug use (identifying the safety sensitive positions) and drug testing. To ensure employee commitment, it is beneficial to form a working committee to establish the policies. Once completed, the policies must be communicated to all employees. If a safety sensitive situation is brought to the attention of the EAP counsellor, she/he would encourage the client to sign a release of information. If the client refuses, the counsellor would assess the level of risk, discuss the situation with the Program Manager and the Client Services Manager, then the external provider would inform the workplace if it was deemed that the client was risking the safety of others. Employee Assistance Program