WDLT Employee Handbook

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EMPLOYEE

HANDBOOK

UPDATED

July 2025

ime

WELCOME

TO OUR COMPANY

Welcome aboard! We are thrilled to have you join our team. We believe that

our greatest asset is our people, and we're delighted to add your unique talents

and perspectives to our collective effort.

Our goal is to create a supportive and inspiring environment where you can

grow, innovate, and truly shine. Whether you're settling into your new role,

meeting your colleagues, or diving into projects, we're here to support you

every step of the way.

We encourage you to take full advantage of the resources and opportunities

available to you. Our team is a diverse group of passionate and dedicated

individuals, and we can't wait to see the incredible things we'll achieve

together!

TABLE OF

CONTENTS

Introduction & Welcome

Employment Policies

Welcome from Chet Doheny

Our Mission & Core Values

Company Background

Employment At Will

Equal Employment Opportunity (EEO)

Electronic Monitoring

Confidentiality

Essential Worker

Arrest and/or Conviction

Data Protection

Discrimination and Harassment

Reasonable Accommodation for Employees with Disabilities

and Pregnant Workers

Employee Separation

Compensation & Benefits

Paycom

Hours Worked

Paid Time Off (PTO)

Additional Paid Time Off

Company Holiday’s

Workplace Conduct

Appearance & Dress Code

Attendance

Employee Personal Social Media Usage

Media Relations

Mobile Device-Personal

Mobile Device-Company

Mandated Reporter

Professional Boundaries

Performance & Development

Staff Development/Training

Program Onboarding Policy

Medication Certification (Med Cert)

Health & Safety

Company Vehicle & Safe Driving

Airborne Illness

Workplace Violence

Drug and Alcohol Use

Employee Relations

Complaint Procedure

Other

Contact Information

Revisions

SECTION 1

INTRODUCTION & WELCOME

Welcome from Chet Doheny

Our Mission & Core Values

Company Background

WELCOME

CHET DOHENY

Dear Valued Employees,

It is my pleasure to welcome you to our team and introduce you to our Employee

Handbook. As an agency, we take immense pride in providing services to

Individuals with Intellectual Disabilities and those on the Autism spectrum. Our

unwavering commitment to safety and the well-being of those in our care is at

the heart of everything we do.

At We Do Life…Together (WDLT), we firmly believe our people are our greatest

asset and the key factor that sets us apart from other agencies. This handbook

has been carefully developed to ensure every team member is treated with

dignity, fairness, and respect while clearly outlining the expectations we hold for

each of you.

I encourage you to read it thoroughly and refer to it as needed, as it provides

essential information to foster a fair and equitable work environment for

everyone. It also covers your rights, responsibilities, and the resources available

to support your growth and success in your role.

As our agency continues to grow and evolve, I want to emphasize that open

communication, accountability, and mutual respect are central to everything we

do. I hope you feel empowered to share your ideas and feedback with your fellow

team members and leaders

Thank you for being part of our team. Together, we will continue to make a

meaningful impact on the lives of those we serve.

With best regards,

Chet Doheny, CEO and Founder of ICES, Inc.

‘WE DO LIFE...TOGETHER’

At ICES, Inc., we strive for excellence every day to support

Individuals with intellectual disabilities and autism spectrum

disorder to reach their full potential.

Our Misson

We Promise Our Individuals:

Empowerment to live their best lives

Respect and Dignity while hearing their voices

To honor their cultural differences and diversity

We Promise Our Parents, Caregivers, and Guardians:

Inclusion, Representation, and Open Communication

Understanding, Patience, and Empathy

Physical, Mental, and Emotional Safety

We Promise Each Other:

Fair and equal access to opportunity

Individual accountability

Honesty, Integrity, and Mutual Respect

Exceptional Teamwork

Humility and Kindness

Core Values

Core Attributes

Empowerment

Respect

Dignity

Inclusion

Accountability

Honesty

Integrity

Humility

Kindness

Patience

Empathy

OUR MISSION & CORE VALUES

COMPANY

BACKGROUND

We Do Life… Together (WDLT) is a human services company

serving individuals with cognitive disorders, mental illness, and

those on the Autism Spectrum since 1998. Our caring human

service professionals focus on the individual’s personal strengths

in order to make the most of valuable community resources

while promoting the respect and dignity of all. We serve

individuals in private residences, public schools, respite facilities,

emergency placements, community work sites, training centers,

supervised living arrangements, and our own state-licensed

group homes.

SECTION 2

EMPLOYMENT POLICIES

Employment At Will

Equal Employment Opportunity (EEO)

Electronic Monitoring

Confidentiality

Essential Worker

Arrest and/or Conviction

Data Protection

Discrimination and Harassment

Reasonable Accommodation for Employees with

Disabilities and Pregnant Workers

Employee Separation

EMPLOYMENT AT WILL

Employment with our company is at will, meaning employment is for an

indefinite period, and it is subject to termination by the employee or the employer,

with or without cause, with or without notice, and at any time. Nothing in this

policy or any other policy eliminates or modifies in any way, the at will

employment status of our employees.

The at will employment status of an employee may be modified only in a written

employment agreement which is signed by the CEO/Executive Director.

By signing the receipt of this handbook, employees acknowledge understanding

their employment is at will, and that nothing in the handbook is intended to

constitute a contract of employment, express or implied.

EQUAL EMPLOYMENT

OPPORTUNITY (EEO)

Policy Scope:

At We Do Life...Together, we maintain a zero-tolerance stance on discrimination.

Policy and Policy Definitions:

We are committed to promoting equality in the workplace for all our job candidates,

employees, contractors, suppliers, vendors, and visitors. This commitment applies

to various practices and processes, including but is not limited to:

Hiring

Training and development

Evaluating performance

Compensation and benefits administration

Employee Termination

Contractor, supplier, and vendor selection

Protected Classes:

We ensure equal opportunities for everyone, without discrimination based on

any of the following characteristics:

Race

Color

Religion

Sex

Sexual orientation

Gender identity or expression

Pregnancy

Age

National origin

Disability status

Genetic information

Protected veteran status

Any other characteristic protected by law

EQUAL EMPLOYMENT

OPPORTUNITY (EEO)

Complaint Procedure:

Adherence to this policy is mandatory for all. If an employee observes or suspects a

violation of our EEO policies, they are required to notify Human Resources and file

a complaint using the procedure as outlined in our Complaint Procedure Policy.

We will promptly and discreetly investigate all EEO complaints to protect those

involved from further harm.

Disciplinary Consequences:

Violations of this policy will not be tolerated. Anyone found to have to have engaged

in discriminatory behavior will face disciplinary action, up to and including

termination.

ELECTRONIC MONITORING

POLICY SCOPE

We may monitor certain employee communications and activities for various

business reasons such as the protection and security of all supported Individuals

and staff, to assess productivity, and to ensure that electronic systems and company

property is being used appropriately for its intended purpose.

POLICY AND POLICY DEFINITIONS

Common types of monitoring We Do Life… Together (WDLT) include, but are not

limited to:

Vehicle Driving Monitoring

Reviewing telephone usage

Accessing voice mail messages

Video surveillance of employee work areas

Video surveillance in vehicles

Accessing computer files and systems

Reviewing computer usage

Reviewing Internet usage

Reviewing e-mails

Recording and/or reviewing employee entrance and exit from company

premises

Reviewing employee expenses

Recording and/or reviewing employee usage of business equipment including

but not limited to, telephones, computers, photocopiers, fax machines, and

printers.

WDLT may conduct other types of electronic monitoring not identified above, and

without advance notice, where:

It is necessary for security purposes in public areas

WDLT reasonably believes an employee or employees are violating law,

Company policy, the legal rights of WDLT, its employees, or supported

Individuals

WDLT reasonably believes an employee or employees are creating a hostile

work environment.

ELECTRONIC MONITORING

WDLT will not use any electronic surveillance device or system to record or monitor

employees in areas designed for the health or personal comfort of employees or for

safeguarding of their possessions, such as restrooms, locker rooms, or lounges.

Notice to employees of this policy will be disclosed in accordance with all applicable

state regulations.

Recording of In-Person Meetings and Telephone Conversations

WDLT has developed this policy to protect the confidentiality of the sensitive

information in our possession concerning our employees and the Individuals we

serve, and our confidential business information (e.g., our confidential processes,

techniques, and systems, and business plans). In addition, the unauthorized

electronic audio and/or video recording of meetings and/or telephone conversations

by employees, as well as the unauthorized taking of photographs, during working

time or working areas (including the use of a personal cell phone, smartphone, or

other electronic device), is counter-productive to employee morale and inconsistent

with the respectful treatment required of our managers and staff. For this reason,

managers and staff alike are asked not to record the conversation of, or meeting with,

or take photographs of, another member of staff without their knowledge and

consent.

When recording an in-person or telephone conversation, the following guidelines

should be followed:

Advise the other party a recording is taking place

There should be a legitimate business purpose for the recording

Use of Recordable Glasses in the Workplace

Given our commitment to supporting and protecting the privacy, dignity, and safety

of the Individuals we serve, the use of recordable glasses (e.g., smart glasses with

video and/or audio recording capabilities) in the workplace is subject to the following

guidelines:

Prohibition Without Authorization: Employees are prohibited from wearing or

using recordable glasses in the workplace unless prior written approval has been

obtained from management. Unauthorized use may lead to disciplinary action

Privacy and Confidentiality:

Use of recordable glasses must not violate other terms set forth in this policy.

For example, such glasses may not be used in areas designed for the health or

personal comfort of employees or for safeguarding of their possessions, such

as restrooms, and may not be used in someone’s personal office without their

consent, or any area where confidentiality is expected

ELECTRONIC MONITORING

Employees must not use recordable glasses to capture sensitive or

proprietary information, including but not limited to, company documents,

processes, or employee interactions, or confidential information about

Individuals we serve, including their health, support plans, or financial

matters

Business Use: If recordable glasses are permitted for a legitimate business

purpose, such as training or documenting processes, the employee should:

Inform all involved parties present including Individuals and guardians

that recording is taking place

Ensure recordings adhere to all company confidentiality policies

Disciplinary Actions for Violations: Any misuse of recordable glasses, including

unauthorized recording or sharing of content involving supported Individuals,

staff, or company information will result in disciplinary action, up to and

including termination.

Video and Audio Recording in Facilities and Group Homes Video and/or audio

recording in facilities and group homes occur for the following reasons: •

Enhancement of an Individual’s independence

The health and safety of an Individual

Appropriate administration of an Individual’s medications

Protection of an Individual’s medications

Protection of an Individual's financial interests

Deterrence of abuse or neglect of an Individual

The health and safety of an Individual support staff

Program quality and integrity or staff fidelity

Security of the program, service, support location

Any information obtained through video or audio recording shall only be released

or sharded in accordance with this policy or as required by any applicable state or

federal law.

All recordings will be accessible only to designated WDLT staff. In the event there

is an allegation of abuse or neglect in the facility, the person conducting the

investigation will also be allowed access. Video and audio recordings will be made

available to the Department of Developmental Services (DDS) staff at their request.

Parents and guardians may not view any video or audio recordings.

ELECTRONIC MONITORING

Footage checks will be conducted on a schedule determined by the administrative

team of the program. Documentation is to be recorded and reviewed by the

Program Manager, Director and/or other designated administrative staff. Areas

documented as needing improvement will be incorporated into the ongoing training

of staff in the program.

The video system is motion-activated. All recordings are uploaded online, viewable

only by those with account access. Account access is secured with 2-factor

authentication.

Video storage is cloud based and is stored online or off site. Access to the footage is

limited to storage capacity before it is removed.

Attempts to intentionally disable any video/audio recording system will result in

disciplinary action up to an including termination.

In the event of an allegation of abuse or neglect, the footage will be reviewed by the

administrative team of the program as soon as practical to determine what

administrative actions need to be taken to ensure the safety of the Individual(s).

Every effort will be made to record, maintain and/or give the footage to the

investigator as part of the investigation. If video footage cannot be copied in time, a

detailed statement will be written and signed by the administrators who viewed the

video before it was deleted from the system.

An employee who may be subject to disciplinary action resulting from the use of

video or audio systems will be given the opportunity to review any audio or video

prior to any meeting at which disciplinary action may be taken.

No video or audio recording or other related data will be deleted or overwritten if it

is determined by DDS or WDLT to contain:

A suspected or substantiated instance of abuse or neglect

Any instance of inappropriate or unprofessional conduct by WDLT staff

Any instance where an Individual, a visitor or family member at the facility

displays behavior that could be subject to a complaint

ELECTRONIC MONITORING

Guardian consent and approval from the Human Rights Committee (HRC) will be

obtained for the use of video recording for any Individuals residing in a DDS group

home. Any Individual who lives and participates in a program has a video camera

installed, or their representative/guardian may request a review of the video camera

use at any time by the DDS HRC.

An Individual, an Individual’s legal representative, or another person who is

visiting or working with the Individual who is not an employee of WDLT may

request a video or audio device be turned off if private or confidential information

is being discussed in a location where there are such devices. WDLT shall make

every reasonable effort to accommodate these requests.

No video or audio device shall be placed in a bathroom, bedroom, or other personal

care area except for an Individual who requires monitoring in these private areas

for specific health or safety reasons. Access to any video or audio recordings of

these private areas shall be restricted to approved WDLT staff.

Any area where an Individual’s private medical information is located or can be

accessed will be monitored in a way protecting this information from being seen,

heard or recorded by an audio or video device.

CONFIDENTIALITY

POLICY SCOPE

To establish the importance of confidentiality and discretion with respect to the

disclosure of confidential information.

POLICY AND POLICY DEFINITIONS

Employees need to make sure they do not disclose or share confidential

information.

“Confidential information” means any information that concerns ICES, Inc., its

affiliates, and/or its employees, clients, or any information considered to be

proprietary and treated as confidential, or that is under an obligation to keep

confidential.

Such Information, regardless of how transmitted or maintained, includes

but is not limited to:

Employee Information: including former, existing, or potential employees’

information

Client Information: including pricing, trade secrets, confidential knowledge,

data, or other proprietary information relating to products, processes, know-

how, designs, formulas, developmental or experimental work

Statements/reports regarding ICES, Inc. and/or any affiliated entity’s financial

condition

Payments made to or expenses incurred by ICES, Inc., its affiliates, and/or any

of its employees

Discounts given by ICES, Inc., and/or its affiliates, to clients

Business strategies, plans, proposals, marketing, or advertising plans

Other information or materials marked as being confidential, whether

constituting a trade secret or not, and whether proprietary or not, which is of

value to ICES, Inc. and/or its affiliates

DISCIPLINARY CONSEQUENCES

Any violation of this policy may result in disciplinary action up to and including

termination of employment. It should be noted that nothing in this policy should

be construed as prohibiting discussions regarding wages between and among non-

managerial personnel.

ESSENTIAL WORKER

Policy Scope

Employees performing certain duties and responsibilities (including direct

care/support) are characterized as Essential Workers and are considered vital to the

operation of our agency.

Policy and Policy Definitions

Essential Worker Definition:

Essential Worker duties and responsibilities are considered mandatory, and

employees designated as such are required to work regardless of outside and / or

extenuating circumstances.

Who is an Essential Worker at our Agency:

Employees characterized as Essential Workers provide essential services vital to our

agency, and those in our care include but are not limited to the following positions:

Direct Support Professionals (DSPs)

Shift/House Coordinators

Program Managers

Nurses

Other positions meeting the definition of Essential Worker

Essential Worker Requirements:

Essential Workers at our agency are required to:

Work scheduled shifts regardless of outside and/or extenuating circumstances.

Remain on-shift until a replacement arrives or approval is received to leave

from a manager (either reporting manager or on-call manager).

Report to work at their scheduled time (or earlier if directed).

Direct Support Professional (DSP) Requirements:

In addition to the Essential Worker Requirements defined above, DSPs are required

to adhere to these additional requirements:

ESSENTIAL WORKER

Overnight (3rd) Shift – DSPs working overnight (3rd) shift are required to

remain awake and focused on their job responsibilities. Our agency does not

offer any shift where DSPs are permitted to sleep.

Emergency Room (ER) / Hospital – DSPs are required to stay at the ER/hospital

while an Individual(s) is receiving care until the Individual(s) is either admitted

or discharged. If a DSPs shift is ending and the Individual(s) are still at the ER

/hospital, the DSP is to remain at the ER/hospital until their replacement

/relief staff arrives to relieve them unless otherwise instructed by a manager,

(either reporting manager or on-call manager).

Outside and/or Extenuating Circumstances:

Essential Workers are required to report to work as scheduled regardless of outside

and/or extenuating circumstances, including but not limited to:

Inclement weather

Business closures

Emergency situations

Assigned Individual(s) illness or illness at assigned program

Bed bug and/or other similar outbreaks at assigned program(s)

Other

Employee Notification of Outside and/or Extenuating Circumstances:

Whenever feasible and legally allowed, we notify employees of less-than-ideal

(outside and/or extenuating) circumstances as soon as reasonably practical,

depending on the situation. Please note, while employees want as much

information as possible, in some instances we cannot provide specifics and will not

violate confidentiality, privacy, and/or any other law when providing information /

notification.

In addition, whenever required and as soon as reasonably practical, employees will

be instructed on preventative measures needed to ensure a healthy and safe

working environment, including if preventative equipment is needed when

working. Employees failing to follow preventative measures may be removed from

their work shift without pay for the remaining scheduled hours and may face

disciplinary action up to and including termination.

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