T1908- Attachment 1- Policy and Procedure manual 2016 (002).pdf

Veteran’s Haven Policy and Procedures

NJ Department of Military and Veteran’s Affairs

Veteran’s Transitional Housing Program

December 2016

State of New Jersey

DEPARTMENT OF MILITARY AND VETERANS AFFAIRS

VETERAN’S HAVEN SOUTH

P.O. BOX 80, 301 SPRING GARDEN ROAD

WINSLOW, NEW JERSEY 08095-0080

CHRIS CHRISTIE MICHAEL L. CUNNIFF

Governor Brigadier General

Commander-in-Chief The Adjutant General

December 2016

INTEROFFICE MEMORANDUM

TO: All Staff

DVS-VTHP(S)

FROM: Superintendent, DVS-VTHP

SUBJECT: Policy and Procedure manual

This manual has been prepared to insure that the Veteran’s Transitional Housing Program

(VTHP) at Hickory Hall provides and/or coordinates supportive counseling, training and other services to eligible homeless veterans of the State of New Jersey. It includes policies and procedures which are the guidelines for all program operations and activities. These procedures are in accordance with the New Jersey Department of Military and Veteran’s Affairs and the

U.S. Department of Veterans Affairs.

All staff and volunteers of Veteran’s Haven South are required to implement and follow these policies and procedures

Every Veteran’s Haven South employee shall read this manual. Each individual will sign a statement verifying that they have read and understand its contents during their first day on the job. Current employees will be required to read and sign for this manual annually, or whenever updates or addendums are added to it. Failure to abide by the policies and procedures outlined herein could result in corrective or disciplinary action.

Policy and Procedure Manual

Chapter 1: General Information

Section 1. Mission Statement

Under the direction of the New Jersey Department of Military and Veteran’s Affairs, the New

Jersey Veteran’s Transitional Housing Program shall insure that homeless veterans are treated and cared for in a dignified, compassionate and professional manner so as to reach an optimal level of independence and aid them in developing the skills and ability to live in the community without public assistance while maintaining their self sufficiency.

Section 2. Authority

The State of New Jersey under the jurisdiction of the Department of Military and Veteran’s

Affairs administers Veteran’s Haven South.

Section 3. Scope

This policy and procedure manual contains guidelines intended to ensure that quality care and services are delivered at Veteran’s Haven South.

Section 4. Statement of purpose

The Department of Military and Veteran’s Affairs transitional housing program provides care and services to meet the needs of New Jersey’s homeless veterans whom are eligible for the program. These services include but are not limited to:

-Housing

-Medical evaluation and treatment programs

-Nutritionally balanced meals and prescribed diets

-Rehabilitation programs

-Referral information and education services for benefits and programs.\

-Advocacy services.

-General welfare and financial services.

-Psychosocial therapies

-Vocational programs and counseling

-Addiction counseling

-Recreational activities.

Chapter 2: Administrative Section

Section 1. Chain of Command

Veteran’s Haven South is a program for homeless veterans within the NJ Department of Military and Veteran’s Affairs. The Superintendent of Veterans’ Haven South is responsible for the overall operations of the program and exercises supervision and control through the Assistant

Superintendent, Staff Supervisor and Shift Supervisors.

The chain of command is the most direct and effective way to express concerns, make recommendations or suggestions and to resolve problems. Failure to use the chain of command often causes delays since the chain is used to evaluate situations and to develop solutions to problems.

Staff members are encouraged to seek information, advice or solutions to their problems at the lowest level possible of the chain of command in order to allow the chain to work as it was intended. (See appendix 1 for a current copy of the Veteran’s Haven South chain of command)

Section 2. Open Door Policy

It is the position of the Superintendent to maintain an “open door policy.” All staff that have attempted to utilize the chain of command, or have issues that need to be addressed directly to the Superintendent are encouraged to do so providing that they have informed their supervisor and it would not result in a coverage situation. Appointments to see the Superintendent can be made through his office on an as needed basis.

Section 3. Staff communications

Various methods are used to disseminate information to staff:

a. Memorandums- Memoranda provide information to individuals, specific groups or the employee population in general as needed. These are routine daily operational communications. Memorandums will always be signed and dated by the author.

Sometimes an individual signature will be required to verify receipt.

b. Policy Letters- Policy letters are changes to current policy, or implementation of a new policy. The purpose of the policy letter is to inform staff of the policy change without having to republish the entire policy and procedure manual. Policy letters are only published by the Superintendent. They will remain in effect until a revision is completed of the policy and procedure manual and the policy letter can be incorporated into it. Individual signature will always be required to verify the receipt of a new policy letter or the addendum of an old one.

c. E-mail- Email is one of the primary means of day to day communications at

Veteran’s Haven South. Staff are required to check their email at least twice during each 8 hour shift worked. Email should be checked upon arriving to work and during the shift at least one other time. Staff are encouraged to get into the habit of checking more than twice per shift. All usage of the state’s email system and computers and equipment is bound by the Department’s Computer Resources Acceptable use policy.(See appendix 2 for Computer Resources Acceptable Use policy). Staff are required to sign for this policy annually.

d. Telephones- Telephones will be used for official business only. Staff are not authorized to use state phones for personal use unless there is an emergency.

1. Answering the telephone- When answering the telephone, all calls will be answered in the following manner, “Thank you for calling Veteran’s Haven

South, (your name) speaking, How may I help you?”

2. Taking phone messages- When taking messages for residents or staff, the person taking the telephone call will obtain the following information at a minimum: Name of caller, telephone number of caller, time of call, who the message is for, your name, and any additional information the caller leaves.

This information will be annotated in the telephone message book. A copy of which will be left for the intended recipient of the phone call.

3. Cellular Phones- The use of personal cellular phones is restricted during the employee’s hours of work. The following guidelines apply:

a. Personal cell phones are not to be used in the front office or any other central work location. This usage includes but is not limited to texting, surfing the web, playing games, and making or receiving phone calls.

If a call/text is received while on duty in a central work location, ask the caller if you can call/text them back on your break, or if it is an emergency, excuse yourself from the central location and answer the call as quickly as possible.

b. Blue tooth devices or any other kind of cellular attachments will not be worn during working hours unless you are on your break and in a non central work location.

c. Cell phones are not to be used in the presence of veterans or visitors while on work at the facility.

d. Personal and state cell phones are not authorized to be used while operating a state vehicle.

Section 4. Staff Identification

All staff that are employed at Veteran’s Haven South will be given a state issued ID card. As such, the card is the property of the State of NJ. This card will be issued as soon as possible upon the hiring of the individual and must be forfeited immediately upon the employee’s resignation or termination. Guidance for the wearing of the employee Identification card is as follows:

1. Employees are required to wear their state issued identification card at all times while on duty.

2. The ID card will be worn in the ID card holder supplied by the department.

3. ID cards must be displayed prominently on the employees’ outer garments, above the waist.

Section 5. Mail

Mail for the facility is routed through the Winslow post office (08095), Monday through

Saturday.

1. Outgoing mail- Outgoing mail is collected in the Main Office office and taken to the post office Monday through Friday during the 12:30pm run and Saturday during the

10:15am run. There is a mail container in the main office to collect outgoing mail for residents and staff alike. Mail is not taken to the post office on Sunday’s or federal holidays.

2. Incoming mail- Mail is picked up from the Winslow post office (08095), Monday through Friday during the 12:30pm run and Saturday during the 10:15am run. In order to pick up mail, staff should have their employee ID card and tell the postmaster they are picking up for Veteran’s Haven South, Post Office box 80. Once the mail is returned to the facility it is sorted into the appropriate mail boxes in the main office.

Resident’s mail is placed in the appropriate resident’s mailbox. Mail for the

Superintendent, Assistant Superintendent and Staff Supervisor is placed in the

Administration mailbox. Mail for the treatment team is placed in the treatment team mailbox. All mail for former residents and former staff will be placed in the outgoing mail bin and returned to the post office the next day there is a post office run. Mail will not be held for anyone. Neither staff nor residents will accept the responsibility of holding mail for someone that is no longer here.

Section 6. Key Control

Each staff member will be issued a set of keys upon being hired to a position at Veteran’s Haven

South. The keys that each staff are issued will vary depending on the job title or position they hold. At a minimum every staff member will be issued a “C” key and an electronic key tag

(FOB) which grants keyless access to the building. Staff will sign for and are responsible for the safety and security of the keys issued to them. Other keys that may be issued to, or signed out by staff for use are as follows:

1. VA1 key- Grants access to elevator room closet.

2. “B” key- Grants access to residents rooms

3. Storage building key- Grants access to the storage building where most supplies are stored

4. Elevator key/elevator drop key- used to manually operate the elevator when it becomes necessary.

5. Van key- used to operate the vehicles assigned to Veteran’s Haven South.

6. Refrigerator key-used to lock and unlock the refrigerator in the kitchen.

The security of keys belonging to the facility is of the utmost importance. When any of the above keys are removed from the main office, a note is to be made in the daily log, as to who took which key, what time and date it was taken, and when it was returned. The exception to this rule is any key that is signed out to an individual which they carry on themselves at all times, i.e.…the “C” key. The loss of any keys or FOBs needs to be reported up the chain of command as soon as possible so that proper security precautions can be taken. Corrective and/or disciplinary action may be taken in the event of key loss. The key control officer for Veteran’s

Haven South is the Superintendent or his designee.

Section 7. Smoking

Veteran’s Haven South is committed to maintaining a safe, healthy environment for residents, employees and visitors. The following guidelines are provided according to State, Department and facility guidelines. The primary purpose of this policy is to support and reinforce the

Department’s policy on the control of smoking in Department facilities through the establishment of smoking guidelines.

1. Public law 1981, Chapter 319 finds that the right of the non-smoker to breathe clean air supersedes the right of the smoker to smoke.

2. Smoking is not permitted in any Veteran’s Haven South facilities, storage buildings or vehicles. This policy applies to any Veteran’s Haven South resident, employee, visitor or volunteer.

3. Smoking is only authorized in the two identified smoking areas: the gazebo at the front of the facility, and the concrete pad at the rear of the facility by the kitchen. Lighters, matches, cigarettes, cigars, pipe residue, and other incendiary products will not be thrown into trash cans, on the ground, or into the flower beds, or pots. They should be disposed of in the containers provided at each smoking area for that purpose.

4. Smoking is not authorized in state vehicles at any time.

5. Employees are only authorized to smoke on their meal break or 15 minute breaks, and then only in an authorized smoking area.

6. Further guidance on smoking policy and fire procedures is located in the fire safety policy and procedure (appendix 4).

Section 8. Personnel Policy

It is the policy of the New Jersey Department of Military and Veteran’s Affairs and Veteran’s

Haven South to employ the most qualified individuals in accordance with the NJ Civil Service

Commission rules and regulations. It is also our intent to comply with all rules and regulations governing equal opportunity employment and departmental directives for personnel, discipline, time and attendance etc…

In order to ensure the highest quality care for our veterans, all license requirements for staff as well as the facility will meet or exceed those required by the United States Department of

Veteran’s Affairs, and the New Jersey Department of Military and Veteran’s Affair s.

All solicitation, interviewing, and hiring of selected individuals will be done in accordance with standards as outlined by the NJ Civil Service Commission and the human resources department of the NJ Department of Military and Veteran’s Affairs.

Section 9. Operating hours

Normal business hours are considered Monday through Friday from 8:00 am to 4:00 pm, except during holidays. Outside of normal business hours, supervision of the facility is conducted by the assigned shift supervisors, with the Superintendent, Assistant Superintendent and Staff

Supervisor being “on-call” in case of emergencies.

The current administration on-call roster is posted in the main office. When utilizing the on-call roster, every attempt will be made to notify the person “on call” for that week, before proceeding to the next person on the list.

Unless it is an emergency, a reasonable amount of time (30 minutes) should lapse to allow the on call administrator to return the phone call. If the on call administrator does not return the phone call within 30 minutes, the next administrator in line will be called.

Section 10. Professional Standards

The New Jersey Department of Military and Veteran’s Affairs has deemed all Human Services

Staff as “Professional and Essential” employees.

Professional standards of the staff in the facility include but are not limited to:

1. Punctuality- when reporting for duty, outside events, or meeting time lines.

2. Respect for Veterans, visitors and other facility staff.

3. Maintaining the same standards as outlined and expected of all residents and staff.

4. Keeping personal life separate from professional.

5. Completing assigned tasks as directed, to time and standard.

6. Following the facility mission as directed by superiors regardless of personal opinion.

7. Following all policies of the facility and the department.

Maintaining professional standards is one of the most important responsibilities of the staff employed at Veteran’s Haven South. Staff must maintain consistency in adhering to the standards as outlined. Consistency will make the facility stronger and more effective for our customers, the Veterans. Behavior that is inconsistent with professional standards will be subject to appropriate corrective and /or disciplinary action.

Further guidance is provided in the Prohibited practices policies and procedures enclosure

(appendix 3).

Section 11. Personal dress and appearance

It is the policy of this department that an employee’s dress and appearance shall be appropriate for the job. The appearance that employees present to the public and the residents is important.

Every employee has contact with residents, visitors, salespeople and the general public and therefore represents the image of the department and the facility through their appearance.

Dress and appearance appropriate for employees in an office setting is appropriate and encouraged. Each employee is governed by the requirements of safety in reference to clothing, shoes, jewelry etc when working in the facility or operating its vehicles.

Shoes worn by employees must be rubber soled, closed toe and back shoes. The list of unauthorized shoes includes but is not limited to, flip flops, open toed shoes, sling back shoes, slippers, sandals and slides.

Employees must always be aware of the customers we serve on a daily basis and must always be vigilant of appearances so as not to attract unwanted and unwarranted attention.

Section 12. Subpoenas/Warrants/Arrests

It is the policy of the New Jersey Department of Military and Veteran’s Affairs that Veteran’s

Haven South shall not accept responsibility for subpoenas, warrants, lawsuits delivered to the facility for its residents or employees.

a. When a serving officer of a subpoena, warrant, lawsuit arrives on grounds, the

Superintendent or his designee will be notified immediately.

b. If the legal document being served concerns an employee, the server will be directed to the: Office of the Attorney General, Hughes Justice Complex, 25 Market St, Trenton, NJ.

c. No staff member is to accept a service of any legal documents while at the facility.

If the service of a legal document or arrest is for a resident:

a. The Superintendent or his designee shall be notified immediately.

b. The resident will be escorted to a private area for the service of the subpoena warrant, etc…

c. Only the Superintendent or his designee has the authority to supervise the transaction in conjunction with the serving officer.

d. If the resident is not at the facility, the Superintendent will provide the serving officer with the necessary information to contact the resident.

e. The Superintendent /designee cannot accept subpoenas, warrants etc…for residents.

f. Employees or residents do not have the authority to accept or sign for any subpoenas warrants etc… not pertaining to them.

g. Under no circumstance will a serving officer be allowed unrestricted access to the facility and its residents or staff.

Section 13. Reporting Accidents, Incidents

This section establishes the procedure for reporting unusual incidents or accidents that occur at the facility, or while on facility time at outside events, involving residents, staff members, volunteers, state property or any combination of the aforementioned.

An accident is defined as: “An unexpected or unintended happening, as one resulting in injury, loss etc.” Accidents can include but are not limited to: non suspicious injuries, slips, falls, broken equipment/state property.

An unusual incident is defined as: “an event, especially a minor one, a minor conflict.” Unusual incidents can include but are not limited to: death, missing resident, threats of violence, major operational breakdown, injuries with a suspicious nature, any incident which could be news worthy or draw public attention, drinking / drug use, alleged rape sexual assault, or exploitation of a resident or staff member, any situation where residents and staff members may be in imminent danger, possession of any contraband by a staff or resident.

In the event of an accident or unusual incident involving a resident:

a. Upon notification of an accident that may require emergency medical care the Nurse is to be summoned immediately. In the event the nurse is not available or the accident happens outside the facility, the emergency response system will be activated immediately for any injury that could be life threatening.. If outside the facility grounds, 911 should be called and the appropriate information given to the 911 operator. If on facility grounds, staff are to call 609-561-1700. Press “0” to bypass prompts. The emergency operator will be informed of the medical emergency and any other requested information will be supplied.

b. The Nurse/Shift Supervisor will complete the incident form as soon as possible after treating the resident. Any staff member that has direct knowledge of, or witnessed the accident or unusual incident is also required to fill out an incident form and detail the facts as they know them.

c. Incident reports will be forwarded to the Superintendent/Assistant Superintendent through the chain of command.

d. When completed, incident reports will:

1. Be filled out electronically

2. Answer to Who, What, When, Why, Where and How.

3. Be filled out completely.

4. Contain no opinion or conjecture, only facts, and factual statements.

5. Be signed in ink and submitted through the chain of command.

6. Contain truthful statements.

e. All incident and accidents will also be annotated in the 24 hour log.

f. All unusual incidents are reported to the Superintendent or his designee immediately.

In the event of an accident or unusual incident involving a staff member:

g. The emergency response system will be activated immediately for any injury that could be life threatening. If on facility grounds, staff are to call 609-561-1700. Press “0” to bypass prompts. The emergency operator will be informed of the medical emergency and any other requested information will be supplied.

h. With any accident or unusual incident, the Shift Supervisor will provide the “Work

Related Injury” packet to the employee for immediate completion. In the event that the injured employee is unable to complete the packet due to the extent of his injuries, the shift supervisor will complete the packet for them. Any staff member that has direct knowledge of, or witnessed the accident or unusual incident is also required to fill out an incident report and detail the facts as they know them.

i. The “Work Related Injuries” packet, as well as any witness Incident reports will be forwarded to the Staff Supervisor through the employees’ chain of command.

j. When completed, incident reports will:

7. Be filled out electronically

8. Answer to Who, What, When, Why, Where and How.

9. Be filled out completely.

10. Contain no opinion or conjecture, only facts, and factual statements.

11. Be signed in ink and submitted through the chain of command.

12. Contain truthful statements.

k. All incident and accidents will also be annotated in the 24 hour log.

All unusual incidents are reported to the Superintendent or his designee immediately.

Chapter 3: Transportation

Section 1. Personal Vehicles

All staff are required, when hired, to have reliable transportation to get to and from the facility when working. The following applies to staff when operating a personal vehicle in and around state property:

1. All staff vehicles will be parked in the parking lot in the rear of the building.

Parking in in the driveway, on the street, in the “horseshoe” in front of the building, on any grassy area is not authorized, unless approved by the Superintendent or his designee in case of weather related emergency.

2. Any personal vehicle brought onto state property by a staff member is required to be properly registered, inspected and insured in accordance with state law.

3. Staff are expected to follow all traffic safety laws when operating a personal vehicle on state property.

4. Employees of Veteran’s Haven South are not authorized to transport residents of the facility in their personal vehicles for any reason.

5. Residents are not authorized to operate a staff member’s personal vehicle at any time.

6. The speed limit in the parking area, as well as the driveway leading to the parking area is

15mph.

Section 2. Driver’s License

All employees hired to work at Veteran’s Haven South are required to possess a driver’s license valid in the state of New Jersey. It is the responsibility of the individual to notify his/her supervisor immediately if the status of that license changes for any reason, up to and including revocation and suspension of the license. Driver’s abstracts will be collected on every employee on a yearly basis. Failure to maintain a current, valid driver’s license will impact the employee’s ability to do the job they were hired for, and will be addressed accordingly.

Photocopies of each employee’s driver’s license will be kept on file. It is the responsibility of the employee to ensure that the Staff Supervisor is given a copy of the current, valid license for that individual.

All employees of Veteran’s Haven South shall be familiar with and sign a read receipt for

Departmental Directive 451, which outlines the responsibilities and guidance for state employees when operating state vehicles and personal vehicles on state property or for state business. A copy of this directive along with a signature sheet is located in the front office in the policy and procedure binder.

Section 3. State vehicles

The vehicles assigned to this facility belong to the State of New Jersey. They are registered and insured as such. When operating a state vehicle, the following guidelines need to be kept in mind:

1. Only state employees employed at Veteran’s Haven South are authorized to operate a vehicle assigned to the facility.

2. Anyone operating a state vehicle must have a driver’s license valid in the State of New

Jersey, in their possession, while operating the vehicle.

3. Residents are not authorized to operate a state vehicle for any reason.

4. State vehicles are not authorized for personal use by staff for any reason; meal breaks and

15 minute breaks are not to be taken while in possession of a state vehicle.

5. When operating the state vehicle, staff is expected to follow all traffic safety laws and rules governing the use of a motor vehicle. Any tickets, summons or citations issued to a driver of a state vehicle during the operation of that vehicle are the responsibility of the driver unless the violation is due to an equipment malfunction on the vehicle that is of no fault of the drivers’.

6. There is no smoking in a state vehicle, by employees or residents.

7. There is no eating or drinking in a state vehicle by employees or residents. Food and beverage may be transported in the vehicle, but may not be consumed in the vehicle.

8. The driver and all passengers of the vehicle are required to wear seatbelts when the vehicle is in operation.

9. Residents are not to be left in the vehicle while the vehicle is running or the key is in the ignition, unless there is another staff member in the vehicle.

10. The use of a personal and state cell phone is prohibited while operating a state vehicle.

This includes text messaging, checking email, searching the web or other operations of the device.

11. Transporting staff for any reason other than facility needs is not authorized. Staff will not be transported to or from home, bus stops, personal appointments or errands.

12. Co-workers are not permitted to “ride-along” with the driver. Any residents transported in state vehicles will disembark at one of the approved locations along the established routes.

Section 4. Transportation of residents

Transportation is provided to residents under the following circumstances:

1. For all residents with a valid medical appointment at the Philadelphia VA hospital, Camden Clinic or Gloucester County Clinic. These trips run at 7am and 11am every weekday; pickup runs depart at 11am and again upon conclusion of the last appointment scheduled.

2. Transportation to and from the 2 approved bus stop locations, the Waterford Wawa and the Avandale bus depot in Sicklerville. The bus stop run leaves the Haven according to the established schedule and is to be conducted in one continuous loop (HavenWawa

AvandaleHaven).

3. Transportation is provided for all AA/NA/GA meetings, according to the established meeting schedule. State vehicles are not to stay on site during these activities and are to return to the facility upon dropping off.

4. Transportation is also provided for all scheduled outside activities where applicable. The outside activity will have been previously scheduled through the Superintendent or the

Staff Supervisor.

5. Transportation is provided to the Berlin market on Saturday and Walmart run on Sunday.

These runs are drop off and pick up runs. The residents are dropped off at 10:00 am, and picked up at 12:00 pm. State vehicles are not to stay on site during these activities and are to return to the facility upon dropping off.

6. Transportation will be provided for residents that are scheduled to vote in Camden county.

7. Transportation will be provided, for residents who are involuntarily discharged, to one of the 2 locations below:

The Office of Supportive Housing - 802 North Broad Street, Philadelphia.

This option is only available from Monday at 9:00 am to Friday at 3:30.

Station House - 2601 N. Broad Street, Philadelphia.

Option is available 7 days a week and opens at 3:30 pm.

*Both the Office of Supportive Housing and Station House are Walk-in – no call to them is necessary.

8. Transportation routes, stops and pickups are subject to change at the discretion of the

Superintendent or his designee in order to better facilitate the needs of our veterans.

9. Residents are not permitted to “ride-along” with the driver. All residents transported in state vehicles will disembark at one of the approved locations along the established routes.

Section 5. Transportation of former residents

Transportation of former residents will be limited to approved medical appointments where the former resident has no means of getting to and from facility approved appointments. The

Superintendent or his designee will review, and approve or deny all requests for transportation by former residents.

Section 6. Resident vehicles

1. Residents with motor vehicles will park their vehicles only in a parking spot in the main parking lot at the rear of the facility. Residents will not park in handicapped spots (unless with an approved placard or plates), on the street, in the entrance driveway, or on the grass.

2. Residents who own vehicles or who have access to vehicles which will be parked on

State property, will produce the following documents prior to bringing them onto state property:

a. A valid driver’s license

b. Valid vehicle registration

c. Valid vehicle insurance

These documents will be copied, and the copies kept on file in the Superintendent’s office.

3. If, during their tenure, any of the car documents become invalid, the vehicle will be required to be moved from state property.

Chapter 4: Time and Attendance

Section 1. Hours of work

1. The activities of Veteran’s Haven South make it a 24 hour facility. Employees of the facility are required to work the number of hours per week which are specified in the

State of New Jersey Compensation plan, Fair Labor Standards Act, as prescribed by the

New Jersey Civil Service Commission, and in accordance with the applicable negotiated agreements and contracts. Work schedules will be consistent with current contractual languages and the operational requirements of the department. When and where appropriate, supervisors will publish changes to work schedules in accordance with the applicable negotiated contracts and agreements. Additionally, work schedules will be posted in accordance with appropriate union contract. At the time of publication, shift times are as follows:

First Shift 7:00 am-3:30 pm

Second Shift 3:00 am-11:30 pm

Third Shift 11:15 pm-7:15 am

2. All personnel are expected to arrive within 5 minutes of the start of their scheduled shift, in order to sign in on time. Employees arriving for shift must sign in the daily log upon their arrival. At the end of each respective shift, the employee is expected to sign out no later than 5 minutes after the end of their shift. Employees that are not on duty are not authorized to loiter in the workplace.

Section 2. Breaks

1. Each employee that works a full shift on first or second shift is authorized 2 fifteen minute breaks, and 1 thirty minute meal break. Employees on third shift that work a full shift, are authorized 2 fifteen minute breaks.

2. Each employee that works 4 hours or more must take a thirty minute meal break.

3. Breaks are not optional; they must be taken by each staff member. Upon arrival to each shift, break times will be decided and based on the operational needs of the facility, by the shift supervisor on duty.

4. Employees must sign out and back in, in the log in the front office for all assigned breaks.

5. Breaks cannot be taken in the front office or at individual work stations. Conversely there is no eating in the front office at any time. Beverages may be consumed in the front office during the course of a shift, however the trash from any beverages are the responsibility of the owner and must be disposed of prior to leaving shift.

6. Breaks are not permitted to be taken at the start of the shift, within 60 minutes of the start of the shift, within 60 minutes of the end of the shift, or at the end of the shift.

7. Break times are not to be combined to create larger breaks, or broken down to create smaller ones.

Section 3. Overtime/Compensatory Time

1. Due to the 24/7 nature of this facility, there are often times when Overtime or

Compensatory time is available. Overtime is the payment of money for extra time worked. Compensatory time is the crediting of time, for time worked. Both overtime and compensatory time are paid at the rate of time and a half and must be approved by supervisory personnel before being worked.

a. Holidays- Any employee that works on a state or federal holiday will be paid cash overtime for the holiday at the time and a half rate.

b. Scheduled overtime/compensatory time- When there exists a need for coverage that cannot be covered by normal staffing procedures and there is advance notice of that need, overtime/compensatory time will be offered to staff by a supervisor or an administrator.

Overtime/compensatory time is offered based on union seniority and will be offered in accordance with the union contract. It is the employee’s choice whether they take overtime or compensatory time for extra hours worked.

c. Unscheduled overtime/compensatory time- Unscheduled overtime is overtime or compensatory time worked in excess of 15 minutes that is created with no advance notice, usually due to lateness, a late call out or unforeseen circumstance. Whenever possible and where time allows, this overtime will be offered in the same manner as scheduled overtime/compensatory time. Unscheduled overtime must also be approved by a supervisor or administrator.

d. Overtime Log- An overtime rotation log is maintained by the shift supervisors and is kept in their office to document all instances/offers of overtime and to ensure that each employee eligible receives the same consideration for available extra time.

e. Mandatory overtime/compensatory time- During the course of normal operations there may come a time when it is not possible to find volunteer coverage for a shift shortage. An employee may be mandated by a Supervisor or Administrator to work overtime

/compensatory time in order to ensure that the operational needs of the facility are met.

Mandatory overtime/compensatory time is made according to reverse union seniority.

This means that the least senior person available would be required to stay. This person would not be required to stay the next time however, as the responsibility would progress up the seniority list.

f. Compensatory time- The use of compensatory time will be in accordance with the union contract. Employees may not carry more than 60 hours of compensatory time. When a balance exceeds sixty hours, the employee and supervisor will meet with the Staff

Supervisor to coordinate amicable scheduled time off to bring the remaining balance to under sixty hours.

2. Any instance of overtime or compensatory time worked will be reflected on the employee’s time sheet for that pay period. Each employee will also submit with their time sheet a OT/CT sheet detailing the extra time worked for that pay period.

3. Overtime that has been accepted by one employee may not be transferred, or “given” to another staff member.

Section 4. Lateness

1. Each employee assigned to the facility is expected to be at work, and prepared to work, at the time of their scheduled shift. Chronic lateness is disrespectful to the people you work with and causes decreased morale and efficiency in the work unit. Chronic lateness will not be tolerated.

2. It is the individual’s responsibility to notify the shift supervisor at the facility prior to the start of the shift or as soon as possible, if they are going to be late and how late they will

be. Supervisors will notify the main office when they will be late and how late they will be, as well as the staff supervisor.

3. Records of lateness will be maintained and may be charged against the employees compensatory time accruals or vacation time balances.

4. Chronic or excessive lateness is considered to be 4 lateness’s in one month.

5. Lateness’s are tracked and reviewed on a quarterly basis by the Assistant Superintendent or his designee.

Section 5. Time sheets

1. Bi-weekly timesheets are due to the time keeper no later than 7:00 am on the last

Thursday of each pay period. Exceptions will be made when there is a holiday during the final pay week and DMAVA calls for the time sheets earlier. All employees will be notified through their supervisor when this is the case. Supervisors will request timesheets earlier so that she/he can verify its contents and sign off on it prior to its turn in.

2. Staff members who work overtime but turn their timesheets in after they are due, will not receive that overtime with their regular pay; once the timesheet is received, the hours will be added to the next verification report and paid out once processed by HR.

LATE TIMESHEETS = DELAYED OVERTIME PAY!

3. Each employee will fill out and complete their time sheet electronically. Once completed, the time sheet will be printed and signed by the employee and turned in to their immediate Supervisor for verification and turn in to the time keeper. Hand written time sheets will not be accepted.

4. Employees are required to make daily entries on their time sheet for each day worked, to accurately reflect time worked.

5. When annotating a shift worked on a time sheet, all employees will annotate the time of that shift, as long as they worked the entire shift and were not late. For example, employees who work:

st Shift- will annotate 7:00 am- 3:30 pm nd

Shift-will annotate 3:00 pm- 11:30 pm rd

Shift- will annotate 11:15pm- 7:15 am

6. Off times preceding the start of a shift are not authorized, ie… 6:57 am, 2:58 pm, 11:31 pm etc. Each full shift worked will be annotated as outlined above.

7. Meal breaks must also be taken as and annotated on time sheets for employees that work st and 2 nd shifts. Third shift employees are not authorized a 30 minute meal period.

8. If an employee arrives late to work a scheduled shift, the actual time of arrival is annotated in the start work box.

9. An employee that works past the end of his/her scheduled shift, and is authorized to accrue CT or OT for it, will annotate the extra time worked in the Extra time box. If an employee turns in a time sheet with any accrual of CT or OT, then a CT/OT authorization sheet must be filled out completely and attached to the time sheet. Failure to attach the required documentation could result in delays in pay.

10. When reviewing the timesheets for accuracy, the shift supervisors will verify the overtime on the overtime authorization sheets by making notations on each overtime entry as to the reason for the overtime (ex. “GN lateness coverage”, “PR callout coverage”, “Elks fishing trip”, etc.)

11. An employee that uses available sick/AL time to cover a callout or vacation/comp to cover any lateness during the pay period must submit a completed leave slip for the time used along with their completed time sheet at the end of the pay period.

12. Previously approved vacation slip originals must be turned in with the pay period in which it was taken.

13. Employees that accept or are called in to work CT or OT will record the actual arrival time on the shift they will be working, if it is later than the normally scheduled start time of that shift.

14. Employees are not authorized to sign in more than 5 minutes before the start of their scheduled shift.

15. The accuracy and timeliness of timesheets and all associated documents are the responsibility of the individual employee.

16. No employee will fill out, sign or alter the time sheet of another employee, unless in a

Supervisory capacity, and then only to verify the accuracy of the document.

17. Due to the fact that time sheets are due on the final Thursday of the pay period employees that are scheduled to work after that day will annotate the shift they are scheduled to work on their time sheet. It is assumed that you will report to work on time and stay for the duration of the shift.

18. If there is a change to the employee’s time sheet after it is turned in, i.e.…late for a shift, worked over time or left shift early, a new time sheet must be submitted to the time keeper within 48 business hours documenting the change to the original time sheet.

Along with this changed time sheet, should be a leave slip for the time used.

19. All staff receive their monthly TALRS reports and are responsible for reviewing it for accuracy as well as knowing the types, and amounts, of time they have available. Staff will have until the end of the following month to report any discrepancies regarding their

TALRS reports to their direct supervisor (Ex. Staff have until March 31 st to report

February TALRS discrepancies).

20. Staff will adhere to all guidelines as stated in the timesheet training packet.

Section 6. Holidays

1. The following 12 days have been recognized as holidays by the State of New Jersey:

New Years Day

Martin Luther King Jr. Birthday

Presidents’ Day

Good Friday

Memorial Day

Independence Day

Labor Day

Columbus Day

Election Day

Veteran’s Day

Thanksgiving Day

Christmas Day

2. When an authorized holiday falls on a Sunday, the following Monday will be observed as the holiday. Holidays falling on a Saturday will be observed on Friday.

3. When a designated holiday falls on an employee’s regular day off, an alternate day off will be scheduled for the employee within the same pay week, based on operational effectiveness.

4. An employee must be in pay status, or an approved furlough, the day before the holiday in order to receive payment for the holiday.

Section 7. – Call outs

1. Employees that are not able to make it to a scheduled shift are required to call the front office and speak with the supervisor on duty if they will not be reporting to work.

Supervisors who are calling out are required to speak with the Staff Supervisor after speaking with the front office. If the staff supervisor is not present, the call should be sent to her voice mail. Record of the call out will be made in the daily log, and an email will be sent out to the facility documenting the call (the time of the call out, the date and shift the callout is for, and the type of time that is requested to be used).

2. Employees calling out for a shift must call at least one hour prior to the start of their shift.

3. When calling out, employees must state the type of time they are requesting to use.

4. The only authorized leave time to use for a call out is administrative leave or sick time.

5. Vacation time will only be authorized in lieu of sick time for call outs if all remaining sick time has been exhausted and medical documentation has been received by the department verifying the absence.

6. Compensatory time is not authorized for call outs.

7. Requests for no pay in lieu of using leave time for callouts is not authorized.

8. Weather related call outs will be handled in accordance with the union contract.

9. Callouts will not be authorized if the Governor announces a state of emergency unless medical documentation is provided to HR. If a staff member calls out prior to a state of emergency being announced, medical documentation will be required of them as well.

10. Employees who have accepted an overtime shift and then call out will be considered to be missing a scheduled shift and held to the same standards.

11. Callouts are tracked and reviewed on a quarterly basis by the Assistant Superintendent or his designee.

Section 8.- Requests for leave

All requests for time off will go through the shift supervisor to the staff supervisor for consideration.

1. AFSCME staff members are required to submit vacation requests for the current calendar year between March 1 st , and March 15 th of each year. Each member of the bargaining unit will be notified in writing whether the request has been granted no later than April th of the same year. Requests for vacation to be taken prior to April 15 th will be submitted on December 1 st of the preceding year, with notice being given within 3 weeks of submission as to the status of those requests. Conflicts concerning choice of dates when scheduling vacations will be resolved within the facility on the basis of established state seniority.

2. CWA staff members are expected to follow the same time line for submission of vacation requests as the AFSCME staff members. Conflicts concerning choice of dates will be resolved at the facility according to state seniority.

3. NJDMAVA form 101 will be used to request all leave. The form will be submitted through the shift supervisor to the staff supervisor for consideration.

Section 9. – Essential Employees

All state employees of the facility have been designated by the department as “essential attendance employees.” The designation of essential requires employees at 24/7 facilities to be present due to inclement weather conditions and government emergencies. It is understood that all direct care employees shall be required to be present during such conditions in order to sustain operations.

Section 10.- Staff duties and responsibilities

Duties and responsibilities for members of the human services staff vary according to the shift worked. All staff members employed at the Veteran’s Transitional Housing Program are expected to perform all assigned duties and responsibilities according to the task, condition and standard as outlined in the Human Services Core Task training manual(appendix 5).

Section 10. – Staffing/Shift Minimums

In order to ensure operational effectiveness of the facility, minimum staffing requirements for each shift are as follows:

Each shift will have a supervisor present (Staff Assistant 1 or Cottage Training

Supervisor) unless approved otherwise by the on-call administrator. In situations where an Administrator is serving as the shift supervisor, staffing minimums will still be maintained in the front office (Administrator is not included in the minimum # of staff).

4 staff is required on 1 st and 2 nd shift each day. 3 staff is required on 3 rd shift each day.

At no time will a shift operate below the minimum staffing levels, for any reason.

Minimum staffing numbers may be increased at the discretion of the Superintendent or his designee in order to accommodate events, trips, or emergent circumstances.

In the event that a shift is determined to be short due to a callout, staff will provide the necessary coverage until relief is found.

Chapter 5: General information

Section 1. – Donations

The Superintendent (or his designee) is responsible for the acceptance, distribution and accountability of donations to the facility. Donations will not be accepted from individuals or businesses whose actions may result in the appearance of a conflict of interest or a violation of any public law.

1. Everyone dropping off a donation will fill out the donation receipt book and take a copy of the donation receipt with them before they leave.

2. Donations of used items, ie…clothing, books, videos etc… are placed in the donation room for residents to go through. Periodically, all remaining donations are bagged up and taken to an appropriate drop box in Hammonton or to another facility identified by the Superintendent or his designee.

3. Donations of new items should be placed in the storage building by the Superintendent’s designee.

4. Staff will write on the donation receipt where the donation was placed.

5. Staff will sign the bottom of each donation receipt that they verified the donation.

6. Staff are NOT to assign a monetary value to any donation given to the facility. That responsibility is for the donor only.

7. Donations with a cash value, ie… cash, checks, gift cards, phone cards etc… are only to be submitted through the Superintendent’s office, or his designee. Staff are not permitted to accept donations of anything with a cash value. If an organization is attempting to make a donation of anything with a cash value, they need to be referred to the

Superintendent.

8. An entry will be made in the daily log whenever a donation is received. The entry will state the date and time of the donation and a brief description.

9. The guidelines detailing the task of receiving a donation are outlined in the Human

Services Core Task Training Manual.

10. A thank you letter will be prepared by the Superintendents’ office and mailed to each individual donating to the facility.

Section 2: Food Services

The Veteran’s Transitional Housing Program feeds the residents of the facility up to three times per day. No meals are prepared on site. All three meals are prepared by the kitchen staff on site at the Ancora Psychiatric Hospital and transported to the Haven by the Staff and residents.

Ancora Hospital provides weekly menu’s that are conspicuously hung in the kitchen for all residents to…