Revised 3/25/10
District 19 Community Services Board considers itself to be the primary employer for all employees of the agency who are not temporary or relief employees. However, a conflict of interest may occur for any employee; therefore, no employee of District 19 Community Services Board shall use their position with the agency, or activities in connection therewith, to enhance outside private businesses or interests at the expense of District 19 Community Services Board. A conflict of interest shall exist when an employee:
1. Uses agency facilities, time, materials, equipment or other resources for other than agency business;
2 Pressures, coerces or requires an employee or consumer of District 19 Community Services Board to accept or purchase services or products sold for private gain;
3. Engages in any external business or public activity that jeopardizes the agency’s referrals, services, fees, or negatively reflects on the agency’s image or that limits the objectivity of an employee in carrying out his or her job duties;
4. Takes action in a District 19 Community Services Board matter involving a member of his or her immediate family including, but not limited to, matters affecting such family member’s employment, evaluation, advancement within District 19 Community Services Board, or matters where the family member, residing in the same household, has a financial interest with District 19;
5. Solicits or accepts personal gifts or favors from individuals, vendors or contractors with whom District 19 Community Services Board has a business relationship (see section 7.17).
While D19 CSB is primarily concerned with job related matters, it does maintain an interest in business or professional activities of employees that may conflict with Board interests or affect job performance.
All employees of D19 CSB must secure prior approval for employment supplemental to their employment with D19CSB. This would include additional part time employment within D19CSB or outside employment with a state or local agency, employment by any private business concern, and self-employment, including the private practice of any profession. Approval is granted when the supplemental employment does not adversely affect the employee's ability to perform his/ her assigned duties, does not interfere with the employee's regular work, is not in violation of the Virginia Conflict of Interest Act, does not put the employee in competition with D19 CSB, does not create the perception of responsibilities or priorities that conflict with the staff’s primary role at D19CSB, and does not use the employee's position in D19 CSB to gain a business advantage.
A. Initial requests for supplemental employment approval are to be made in writing through submission of the "Request to Engage in Supplemental Employment" form (ADMINPERS #17) to an employee's immediate supervisor who, in turn, will signify his/ her approval and then forward this request to the appropriate Director and Executive Director. Any change in the nature or scope of an employee's supplemental employment (which has already been approved), should be submitted for approval through the procedure outlined above for initial requests.
B. The Executive Director shall review request with division directors and give final approval or disapproval within 15 days of the receipt of the request.
C. District 19 Community Services Board and the Executive Director are responsible for investigating any rumor, allegation, or questions raised in the community with regard to an employee's proper observance of the provisions above.
D. There shall be an annual review and approval by the supervisor with final approval for the Executive Director authorizing a continuation of the activity. Approval will be based on the employee’s satisfactory job performance during the past year and assurance that no changes have taken place that would create a conflict of interest. Any overall job performance rating score below the “fulfill job requirements” standard will result in a denial of the request for supplemental employment. It is the responsibility of the employee to submit a request for continuation during each years annual performance evaluation process. Request for continuation shall be made using an updated “Request to Engage in Supplemental Employment” form.
Employees engaged in a private clinical practice, are subject to the following provisions:
A. No service may be provided that duplicates a service provided by D19 CSB for which fees are received from any payer source having a contractual relationship with D19 CSB ( If D19 doesn’t have a contract with a payer source, a staff person may be allowed to see those consumers with that payer source).
B. Private referrals may not be made by any employee of a D19 CSB-funded program while on Board business, to a Board employee who is engaged in private practice.
C. Contracts for private practice with agencies providing services in D19 CSB area are prohibited if the service being provided by the individual involved in private practice is in direct competition with services offered by the Board.
D. Private practice may not be conducted in D19 CSB facilities nor may any resources of the Board be utilized by an employee for any private practice activity. Professional liability insurance provided through D19 CSB does not cover a therapist's private practice.
E. The therapist's private practice must not reflect unfavorably upon D19 CSB or its services in any way.
F. The therapist may not present himself in advertising as being associated with D19 CSB.
G. Arrangements with contractual employees shall include appropriate safeguards to minimize conflict of interest.
7.6.3 Employment or Supervision of an Employee's Spouse, Relative or Other Member of Household
An employee with authority to fill a position vacancy may not recommend the hire of his/ her own spouse, any relatives, or any person living in the same household. Relative includes son, daughter, father, mother, brother, sister, or in-laws.
Other employees should be restricted from involvement in screening or the interview process when an applicant is a spouse, relative, or person living in the same household.
An employee may not supervise his/ her own spouse, any relative, or any person living in the same household.
7.6.4 Memberships on Boards of Local, Regional, or State Agencies
All employees must make a written report of invitations or appointments to memberships on community, regional, or state boards upon employment with D19 CSB, and thereafter prior to accepting the membership. The Executive Director will determine possible conflicts of interest in the evaluation, award, and administration of D19 CSB contracts with other agencies.
Appointments to memberships considered allocated seats to the Services Board are made by D19 CSB's Board of Directors.
7.6.5 Contracts Between D19 CSB and Employees
In cases where there is no conflict of interest, per 7.62 D19CSB may procure services from an employees private practice. In such cases, a formal contract will be developed that describes the services to be provided and the cost of the services. The location of the services and the time that the services will be provided will be documented on the “Request to Engage in Supplemental Employment” form to document that no conflict.
Whenever an employee has an accident or is injured in some manner while performing job responsibilities, an "Incident Report" (HSM 003-01 (03-03) must be completed immediately. The report should be completed and signed by the employee who had the accident or who was injured. If treatment is indicated, a "Treatment Authorization" form (ADMINPERS #19) must also be completed. The employee is then to submit the report to his/ her immediate supervisor who is to complete the last section of the report. The supervisor is then responsible for routing the report to other appropriate staff.
If, for some reason (e.g., immediate hospitalization) the affected employee is unable to complete the "Incident Report", the immediate supervisor is responsible for completion of the form. The supervisor is to complete the form by obtaining information from the employee and any witnesses. When possible, the supervisor is to obtain the employee's signature approving the information on the report form.
Any incident involving employee injury, no matter how slight, must also be reported by the employee's supervisor on the "Incident Report" (HSM 003-01 (03/03). This form is to be completed by the supervisor and submitted to the Human Resources Director within 24 hours (or the next working day) of the accident.
Any employee with an employment related accident or illness must contact their immediate supervisor and the Human Resources Officer within 24 hours of the accident or noticing symptoms of the illness in order to complete the State of Virginia Workers' Compensation Report.
The continuing effectiveness of D19 CSB rests, in large part, on the assumption that employees exercise considered judgment and tact in relations with the public and the media. Staff members are encouraged to take part in public education or public relations endeavors in their areas of knowledge. All public appearances, articles, and other media events must be cleared in advance with the Executive Director or designee, where applicable. In the event staff are contacted by the media, they should direct any inquiries to the Executive Director or designee.
Because D19 CSB is a community program, employees are encouraged to involve themselves in the civic affairs of the community through memberships and participation in community organizations.
A. Purpose of this policy:
District 19 is committed to an open provision of information about our mission, programs, and services as a public agency, responsible for providing community based behavioral health services, that are timely, accurate, and authoritative.
Information about specific cases and circumstances is governed by federal and state statutes and regulations regarding personal privacy and confidentiality of consumer records.
B. Who does this policy apply to?
This policy applies to all Employees of D19 CSB, Board Members, Volunteers and Interns providing services to D19 CSB. The Policy covers all external news media including broadcast, electronic, and print.
C. D19 CSB Spokespersons:
Unless otherwise authorized, the Board’s spokespersons are:
D. Media Inquiries:
Any media inquiries received by other D19 Staff, Board Members, Volunteers, and Interns should be referred immediately to the Office of the Executive Director or a designated backup. An appropriate response to the media would be, “I’m sorry I don’t have the full information regarding that issue. I will give your request to the Executive Director, who will respond to you as soon as he/she is available.” Please obtain the reporter’s name, phone number (cell number if “in the field”), topic of story and deadline.
E. News Release
If you have a need for a news release, please contact the Executive Director’s Office at least two weeks before you wish the release to go public. The Release shall be reviewed by members of the Leadership Team for accuracy and compliance with all applicable statues and regulations. Once approved, the Executive Director’s office will make the Release to the desired media outlets.
B. Private referrals may not be made by any employee of a D19 CSB-funded program while on Board business, to a Board employee who is engaged in private practice.
C. Contracts for private practice with
Revised 1/27/05
7.9 INCLEMENT WEATHER AND NATURAL DISASTER
In the event of inclement weather, the Executive Director or his/ her designee will make a determination as to the organization's closing or delayed opening. Employees are advised to listen to the following stations where announcements as necessary will be aired: WRVA (radio) and WWBT-12 (television). Directors are responsible for handling services‑related issues which may arise as a result of closing or delayed opening.
In the event of a natural disaster such as severe storm, earthquake, tornado, or flood, all Board employees are instructed to follow emergency broadcast instructions and the instructions of emergency personnel. Every attempt must be made to protect and, where necessary, provide medical assistance to injured clients and staff. A complete report of damage, persons injured or missing, persons safe and immediate situational needs is made by the most senior staff member to any available administrator.
It is the policy of D19 CSB to provide employees continuity in pay for absences that result from the authorized closing of operations due to inclement weather conditions or other emergencies such as fire, utility failure, natural disaster or forced evacuations.
It will be the responsibility of each director to exert every effort to coordinate the decision to close.
7.9.1d Closings on Employee's Days Off (Applies to Employees with 4-Day Workweek)
Employees whose scheduled days off fall on a day when D19 CSB is closed will not be credited with compensatory leave.
7.9.1e Closings on Employee's Day of Original Appointment/ Re-employment
If employees are designated essential, they are required to work their shift. Their appointment will be effective only if they actually work their shift. If they don't report to work, their appointment will be effective the first day they actually report to work.
7.9.1f Responsibility of Executive Director or Designee
NOTE: Should a director have an emergency that requires announcement of an individual facility closing, the director must contact the Executive Director for assistance in conveying the announcement on the news media.
7. 9.1g Administrative Responsibilities
No persons or organizations are permitted to solicit or promote the sale of any item within or on the property of D19 CSB except as authorized by the Executive Director.
All indoor space leased, owned, or otherwise contracted for the use of D19 CSB programs are smoke-free except as indicated below:
District 19 Community Services Board services depend upon the sound judgment, efficiency and reputation of our employees. Abuse of alcohol or drugs in the workplace or on agency time will not be tolerated. District 19 Community Services Board prohibits the unlawful possession, use or distribution of illicit drugs and alcohol by any client or employee on its property or as part of any of its activities. Under local, state or federal law, those individuals who violate this policy are subject to the full range of criminal penalties including fines and imprisonment.
Additionally, reporting for work under the influence of alcohol or illegal drugs may result in disciplinary action up to and including immediate termination of employment. It is the duty of every employee to cooperate with any efforts deemed necessary by management to detect substance abuse on the job.
The negative physical and mental effects of the abuse of alcohol and other drugs are well documented. If you are concerned about yourself, a family member or colleague, help is available. You may receive confidential counseling by self referral through the D19 CSB Employee Assistance Program (EAP) (See Policy 7.11). The Human Resources Director can provide additional information about this program.
As part of each new employee's orientation within his/ her prospective division and work location, the supervisor will review the following:
Each location will adopt procedures and practices tailored to their specific location and patterns of operation. Each policy requires the approval of the Supervisor, Division Director, and the Executive Director.
The supervisor may designate a representative responsible for individual training and periodic review, within each division.
Residential programs will maintain an accessible, up-to-date guide of emergency contacts for resident consumers.
Satisfactory work performance by all employees is essential to the orderly and adequate delivery of services to clients of D19 CSB. In the interest of employees, their families, the Board, the governmental jurisdictions, and the citizens who become services recipients, D19 CSB has established an "Employee Assistance Program" (EAP).
The implementation of the EAP is not intended to supersede regular human resources procedures in dealing with work performance problems and actions. Rather, the EAP is intended to help both the supervisor and employee to determine whether or not declining work performance is being caused by a personal problem, which can be treated. The intent is to improve productivity and to retain and rehabilitate valued employees who might otherwise be lost from the staff of D19 CSB.
If the job related deficiencies are not achieved according to the "Third Agreement," the administrative options such, such as transfer, progressive discipline, and possible termination of the employee, will be initiated by the supervisor by way of a memorandum to the Human Resources Director.
Chapters 7.1 through 7.3.6
Chapters 7.4 through 7.5
Chapters 7.12 through 7.17