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Employee Assistance Program Handbook Contents
IntroductionOn November 14, 1984 a joint agreement concerning the Employee Assistance Program was signed by the President of Treasury Board and the Minister responsible for the Public Service Commission on behalf of the Provincial Government, by the President of the Newfoundland Association of Public Employees, and by the President of the Newfoundland and Labrador Public Sector Managers’ Association. Through this agreement the Provincial Government and its Unions/Associations recognize the need to provide an opportunity for prompt and effective intervention for distressed employees. The Agreement, however, does not interfere in any way with management’s right to discipline nor with union’s right to grieve. The purpose of the Employee Assistance Program (EAP) is to provide confidential help for employees of the Newfoundland Public Service who have personal problems which are affecting, or which may affect, work performance. Problems may be marital, family, financial, emotional, or those associated with addictions (i.e.) gambling, alcohol, drugs. The Program is based on the assumption that most personal problems can be worked through successfully, especially when identified in their early stages. This Handbook is based on the joint labour-management agreement and is designed to give employees a basic insight into how the Program works. Individuals seeking specific information regarding policy and procedures ought to refer directly to the agreement or contact the Program Co-ordinators.
Explanation of the PurposeWhat the Program Does
The Employee Assistance Program is intended to
assist employees deal with personal problems which are affecting, or which may
affect, work performance. The Program includes assessment, short term
counselling and/or referral to an outside community agency or private resource.
Basic Features of the Employee Assistance ProgramThe Employee Assistance Program applies to employees in ALL Government Departments and in a number of Agencies, regardless of classification or level. Employee Rights
Employees who wish to participate in the Employee
Assistance Program are assured that their rights will be protected.
Confidentiality is always of paramount im-portance and no personal, confidential
information related to a participant’s involvement in the Employee Assistance
Program is entered in the individual’s personal file. The Program Co-ordinators
utilize only coded files that are not available to any person or agency either
within or outside of Government. These files may be reviewed at any time by the
employee, and they are destroyed as soon as the employee completes or drops out
of the Program.
Joint EAP CommitteeA Joint Employee Assistance Program (Labour/Man-agement)
Committee is in place to oversee the operation of the Program (See Appendix 1).
While not having access to confidential files nor to the names of the
individuals involved in the Employee Assistance Program,
How the Program WorksSelf-Referral When an employee recognizes that a problem exists, he or she may seek assistance by calling the Employee Assistance Program Co-ordinator. Such voluntary self-referrals are treated with absolute confidentiality.
Once contact has been made, the Co-ordinator will
answer questions, provide information about the Em-ployee Assistance Program,
and make arrangements to meet the employee in a private, confidential setting.
In the case of self-referrals, the individual’s supervisor will not be
advised of participation in the Program, unless the employee requests that
this happens. However, it is the employee’s responsibility to seek approval for
any time off that may be required. The employee is responsible also for keeping work performance at a satisfactory level. If performance deteriorates, good supervision demands that the super-visor confront the employee and make it known that he/she is aware of the situation, such as absenteeism, tardiness, erratic behaviour, low productivity, poor judgement, indecisiveness, high accident rate, and so on. The supervisor should also clarify work expectations and insist on improvement. At the employee’s request a union representative may be present during these interviews. A supervisor should not attempt to probe into an employee’s private life nor to diagnose personal problems. However, if there appears to be no work related cause for the poor performance, the supervisor can and should mention the Employee Assistance Program. Unsatisfactory work performance, therefore, provides an opportunity for a supervisor to approach a troubled employee and to offer help before grounds for discipline arise. If the employee agrees to participate in the Program, the supervisor may call the Co-ordinator on behalf of the employee, or the employee may make the call. If poor performance endures and if the employee continues to refuse the Employee Assistance Program, discipline may be imposed. If the employee finally does agree to enter the Program, discipline should normally be deferred. However, there are times when discipline may be necessary, even if an employee does agree to become involved in the Employee Assistance Program.
Participation in the Employee Assistance Program is
voluntary, whether it is through self-referral on one’s own initiative, or
through formal referral by the supervisor. When an employee meets with the Employee Assistance Program Co-ordinator, an assessment will be made of the problem. Referrals may be made to another agency which provides specialized, professional help depending on the nature of the problem. Short term counselling may also be provided by the co-ordinator. During the time the employee is in the program, the Employee Assistance Program Co-ordinator maintains contact with the employee and with the outside helping agency. In the case of formal referrals, the Co-ordinator will also maintain contact with the supervisor to ensure that performance is improving. Nothing of a confidential nature is discussed between the Co-ordinator and the supervisor. If after a reasonable period there has been no improvement, an assessment will be made of the employee’s continued participation in the program.
Program ResponsibilitiesEAP Co-ordinator The Co-ordinators of the Employee Assistance Program are employees of the Public Service Com-mission. It is the Co-ordinator’s task to carry out a preliminary assessment of problems in consultation with the individuals concerned, to offer immediate counselling services if required, to refer participants to whatever agency would be most appropriate in addressing the problem, and to provide the necessary follow-up activities.
The EAP Co-ordinators are also responsible for
pro-gram promotion and administration, for ensuring that employees’ rights are
protected, and for acting as Executive Secretary of the Employee Assistance
Program Labour/Management Committee which oversees the Program. The primary responsibility of managers/supervisors is to ensure that all their employees have a clear understanding of what is expected of them in their jobs. It is their role to monitor performance in accordance with accepted supervisory methods, to identify sub-standard work, and to apply standard procedures in dealing with under-performing employees.
Supervisors should never attempt to diagnose personal problems nor to question
the private lives of their subordinates. When there appears to be no work
related cause for poor performance, however, supervisors have a responsibility
to offer help through the Employee Assistance Program prior to imposing
discipline. Once employees agree to participate in the Program, supervisors
must respect their right to confidentiality. In the case of formal
referrals, the supervisor must maintain regular contact with the Employee
Assistance Program Co-ordinator, and should offer on-going support to employees
involved in the Program. The Unions/Associations support the Employee Assistance Program through their representatives on the Employee Assistance Program Labour/Management Committee. Union Officers, Shop Stewards and Association Representatives demonstrate their support for the Program in their day-to-day contacts with employees and ensure that their rights under the Employee Assistance Program are clearly explained.
Upon the request of an employee, a Union/Association
Officer may become involved in the interview between an employee and the
supervisor and between an employee and the Employee Assistance Program Co-ordinator. The main responsibility of the employee is to maintain a satisfactory level of job performance. Likewise, when personal problems cause work performance to deteriorate, it is the employee’s responsibility to seek the necessary help needed to bring that work performance up to a satisfactory level and to keep it there. The Employee Assistance Program provides a means for employees to obtain help for personal problems and to improve their work performance. Once an employee becomes involved in the Employee Assistance Program, the person is expected to co-operate in and to follow the counselling or treatment process that may be recommended.
ConclusionIt is clear that the key to the success of an Employee Assistance Program rests with a firm commitment on the part of the Employer and the Unions/Associations to provide distressed employees with a genuine offer of help. This commitment can be realized only through the actions of the Employer’s managers at all levels, and through the Union/Association representatives in the workplace. Likewise, the employee’s willingness to participate in the Program is also essential. Employee Assistance Programs are now widely accepted as beneficial to the employee and to the em-ployer. The distressed worker is offered and encouraged to accept help for problems that seriously affect his/her work, well-being, and family. The employer benefits by retaining employees in the work force so that their skills and knowledge are not lost. Finally, the early use of the Employee Assistance Program can contribute significantly to the prevention of serious behavioral and health problems among employees. For more information concerning the Employee Assistance Program, or for confidential help in dealing with personal problems, call the Employee Assistance Program Co-ordinators at 729-4240 or 729-5831. When calling long distance, use the convenient toll free numbers 1-888-891-2999 or 1-888-894-6795. Each of these numbers is private and direct to the office of the Employee Assistance Program Co-ordinators.
Appendix IJoint Employee Assistance Program (Labour/Management)
Committee
Newfoundland Public Service Commission - Employee and Departmental Services
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