EMPLOYEE ASSISTANCE PROGRAM PROCEDURES
INTRODUCTION
The Employee Assistance Program is mandated by the Drugfree Workplace Act and provides professional counseling in order to maintain a safe work environment and improve the health and productivity of employees. The program is confidential and is made available to faculty and staff and their families. No information concerning the employee may be released or discussed with another employee, supervisor, and/or family member. Participation in the Employee Assistance Program may not be used for disciplinary purposes or EPMS ratings and may not, in any way, jeopardize opportunities for advancement.
Please note these procedures do not negate procedures in Clemson University’s Alcohol and Drug Policy (http://www.clemson.edu/humanres/PandP/A/Adrug.htm) as mandated by the State and Federal Drugfree Workplace Acts and the Omnibus Transportation Employee Testing Act (Alcohol and Controlled Substances Testing Policy-CDL) (http://www.clemson.edu/humanres/PandP/c/Ccdl.htm ) as mandated by the Department of Transportation.
PURPOSE
Clemson University, recognizing the dignity, value, and contributions of all employees, establishes the Employee Assistance Program to ensure administrative support for any employee experiencing personal difficulties that may result in personal stress or problems that could impact job performance. The purpose of this program is to provide confidential professional referral assistance to employees experiencing personal difficulty with the goal of helping them continue to be productive employees while providing a safe and drugfree workplace.
SELF REFERRALS
Employees may call the Employee Assistance office (656-0921) to schedule an appointment with a counselor. All referrals remain confidential and are not communicated to the employee’s supervisor.Areas of Assistance
1. Substance abuse, to include alcohol, illegal drugs, misuse of prescription medications, and other intoxicants.2. Emotional distress or mental illness.3. Family problems.4. Financial problems.
SUPERVISORY REFERRALS
If a supervisor observes that a problem exists or that an employee has personal concerns, the supervisor may document the behavior observed and contact the Employee Assistance Manager to discuss the situation and/or potential available options. Supervisors may determine, after consultation with the Employee Assistance Manager, that a referral is necessary.
Examples of behavior and performance issues include, but are not limited to:
Decrease in quantity or quality of work
Change in appearance
Excessive absenteeism
Change in mood (irritable, angry, sad, cries easily, withdrawn)
Failure to get along with co-workers
Overwhelmed with personal problems (marital, financial, etc.)
Stress
In all cases a supervisor should continue to document behavior affecting performance. Continued performance issues will be addressed by progressive discipline or corrective action. However, employees participating in Employee Assistance, in an effort to resolve issues, may not be immediately subject to disciplinary action.
If a referral is made, the supervisor may recommend Employee Assistance verbally or in writing to the employee. If the employee accepts assistance, the Employee Assistance Manager then schedules an appointment with a counselor for assessment and development of a treatment plan. The key element to continued employment is satisfactory job performance. Therefore, if performance is/remains unsatisfactory, the request for Employee Assistance does not supersede the employee’s need to develop and maintain performance standards.
Procedural Information
1. Information and referral services are handled through the Office of Human Resources, Employee Relations and Assistance Programs.
2. Assessment, referral, long or short term counseling and/or treatment are available through applicable service agencies. Normally, initial counseling/treatment are processed through other state agencies, generally, at no cost to employees. When preferred, referral to private agencies will be made with employee paying all costs not met by health insurance.
3. Use of accrued leave or leave without pay is allowed for prescribed employee assistance appointments and treatment plans.
4. Training for supervisors, regarding how and when to use referral services, is scheduled through the Office of Human Resources. Compliance training regarding the Drugfree Workplace Act is also provided.
Once an employee begins participation in the program, the only information released to the supervisor is whether the employee maintains appointments with the counselor. If the supervisor requests more information concerning a diagnosis and/or treatment plan, a voluntary written release is required from the employee. If the employee’s behavior and/or performance do not improve or if the situation worsens, the supervisor should contact the Employee Assistance Manager with an update. This information will be provided to the counselor.
During the Employee Assistance process, the supervisor may not discuss progress with the employee or contact the counselor directly. All communication must be provided through the Employee Assistance Manager.
SUMMARY PROCEDURE
1. Employee or supervisor may call directly to an Employee Assistance Program (EAP) representative in the Office of Human Resources, Employee Relations and Assistance Programs. Confidentiality is ensured.
2. The Employee Assistance Program representative will make referral to appropriate agency for assessment services, and agency prescribes assistance or treatment plan.3. Confidential, separate file will be maintained by the Employee Assistance Program representative.
4. Employee will coordinate with the supervisor or Employee Assistance Program representative to request appropriate leave for assistance, plan appointments and/or treatment.
5. Status of employee cooperation with treatment plan is monitored by the Employee Assistance Manager.
6. Updates as to whether employee maintains appointments may be provided to supervisor(s).
7. Employee Assistance Manager will coordinate return to work upon program completion.