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
Introductory Employment Period
Workplace Conduct
Appearance & Dress Code
Attendance
Employee Personal Social Media Usage
Media Relations
Mobile Device-Personal
Mobile Device-Company
Mandated Reporter
Professional Boundaries
Standards of Conduct
Performance & Development
Staff Development/Training
Program Onboarding Policy
Medication Certification (Med Cert)
Progressive Discipline
Compensation & Benefits
Paycom
Hours Worked
Paid Time Off (PTO)
Additional Paid Time Off
Company Holiday’s
Leave of Absence
Payroll
Employee Benefits
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
Introductory Employment Period
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: