EMPLOYEE HANDBOOK
Revised May, 2013
Welcome………………………………………………………………….……….....4
Who We Are and What We Do – www.crj.org...............................................5
Values ……………………………………………………………………………….5
Guiding Principles…………………………………………………………………6
Introduction ....................................................................................………...8
Employee Handbook and Employment at Will .......................................... 8
SECTION I: CATEGORIES OF EMPLOYMENT ........................................... 8
A. Regular Full-Time Employees .................................................................. 8
B. Regular Part-Time Employees.................................................................. 8
C. Temporary Non-Regular Employees ........................................................ 9
D. Part-Time Relief Employees ..................................................................... 9
E. Co-Op Students and Interns ..................................................................... 9
F. Intern Students ………………………………………………………………….9
G. Exempt Employees ................................................................................... 9
H. Non-Exempt Employees ........................................................................... 9
SECTION II: EMPLOYMENT POLICIES ...................................................... 9
Introduction ................................................................................................. 9
A. In the Workplace .................................................................................... 9
1. Professional Behavior .............................................................................. 9
2. Tobacco Free Workplace ......................................................................... 9
3. Work Attire ............................................................................................... 9
4. Hours of Work ........................................................................................ 10
5. Open Door Policy................................................................................... 10
6. Absenteeism and Tardiness................................................................... 11
7. Progressive Discipline............................................................................ 11
8. Termination …………………………………………………………………….11
9. Resignation …………………………………………………………………….12
10. Re-Hire Policy ........................................................................................ 12
11. Grievance Procedure ............................................................................. 12
12. No Solicitation No Distribution................................................................ 12
13. Use of CRJ Bulletin Boards.................................................................... 13
14. Use of Cell Phone, Internet, Email and Personal Telephone Calls ......... 13
B.
1.
2.
3.
Outside Activities ................................................................................ 13
Other Commitments ............................................................................... 13
Working Another Job While on FMLA or Paid Leave .............................. 14
Political Activity ....................................................................................... 14
C.
1.
2.
3.
4.
5.
6.
7.
8.
9.
Federal and State Employment Policies ............................................ 14
Equal Employment Opportunity ............................................................. 14
Americans with Disabilities Act (ADA) .................................................... 15
Sexual Harassment and Discrimination Policy ....................................... 15
Alcohol and Drug-Free Work Place ........................................................ 15
Immigration Reform and Control Act Of 1986 ........................................ 16
Criminal and Driving Background Checks .............................................. 16
Physical Examination ............................................................................. 16
Displaced Persons Protection Commission Checks (DPPC) .................. 16
Educational Background Checks ........................................................... 16
D. Confidentiality of Agency and Employee Information....................... 16
1. HIPAA Policy ......................................................................................... 16
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2. Privacy and Confidentiality of Agency and Employee Information .......... 16
3. Access to Personnel Records ................................................................ 17
4. Release of Information to Authorized Parties ......................................... 17
SECTION III: PAYROLL POLICIES ........................................................... 17
A.
1.
2.
3.
4.
5.
6.
Payroll & Safe Harbor Policy............................................................... 17
Review Your Pay Stub ........................................................................... 17
Non-exempt Employees......................................................................... 17
Exempt Employees ................................................................................ 18
To Report a Violation ............................................................................. 19
Paydays, Paycheck Distribution, and Tax Withholding ........................... 19
Short-term Disability Insurance and Worker’s Compensation Pay.......... 20
B.
1.
2.
3.
4.
5.
6.
Compensation ...................................................................................... 20
Regular Salary/Pay ................................................................................ 20
Overtime Pay ......................................................................................... 20
Incentive/Bonus Pay .............................................................................. 20
Floating Holiday Pay .............................................................................. 20
On-call (Beeper) Pay ............................................................................. 20
Holiday Pay for Part-time and Co-op Employees ................................... 21
C.
1.
2.
3.
4.
5.
6.
Deductions ........................................................................................... 21
Direct Deposit ........................................................................................ 21
Overpayment Errors............................................................................... 21
Social Security/Medicare ....................................................................... 21
Unemployment Insurance ...................................................................... 21
Voluntary Deductions ............................................................................. 21
Group Term Life (GTL) .......................................................................... 21
D. Employee Expense Reimbursement .................................................. 21
SECTION IV: CRJ EMPLOYEE BENEFITS ............................................... 22
A.
1.
2.
3.
4.
5.
6.
Paid Time Off Benefits ........................................................................ 22
Sick Days............................................................................................... 22
Short Term Disability (STD) ................................................................... 22
Vacation Days........................................................................................ 23
Holidays and Floating Holidays .............................................................. 23
Jury Duty ............................................................................................... 23
Bereavement Leave ............................................................................... 23
B.
1.
2.
3.
4.
Leaves of Absence .............................................................................. 23
Family and Medical Leave (FMLA)......................................................... 23
Unpaid Leaves of Absence .................................................................... 24
MA Small Necessities Leave Act ........................................................... 24
Military Leave - USERRA ....................................................................... 24
SECTION V: INSURANCE BENEFIT PROGRAMS ................................... 25
A.
1.
2.
3.
4.
5.
Insurance Benefits ............................................................................... 25
Medical Insurance.................................................................................. 25
Medical Opt-out Payments ..................................................................... 25
Dental Insurance.................................................................................... 25
Domestic Partner Coverage ................................................................... 25
VSP Vision Insurance ............................................................................ 25
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6. Benefits Continuation (COBRA) ............................................................. 25
7. Life Insurance/Accidental Death and Dismemberment Insurance .......... 25
8. Short-term Disability Insurance .............................................................. 26
9. Long-term Disability Insurance............................................................... 26
10. Worker’s Compensation Insurance ........................................................ 26
B.
1.
2.
3.
4.
5.
6.
7.
8.
Other Benefits ...................................................................................... 27
Flexible Spending Accounts ................................................................... 27
401(k) Retirement Plan .......................................................................... 27
Employee Referral Bonus ...................................................................... 27
Work/Life Balance Program ................................................................... 27
MBTA Passes ........................................................................................ 27
Professional Development ..................................................................... 28
Tuition Remission .................................................................................. 28
Tuition Reimbursement .......................................................................... 28
SECTION VI: CAREER DEV, PERFORMANCE MANAGEMENT &
JOB LEVELS &DESCRIPTIONS ....................................................... 29
A. Career Development ............................................................................ 29
1. eAcademy.............................................................................................. 29
2. Training.................................................................................................. 29
B.
1.
2.
3.
Performance Managment .................................................................... 29
New Employee Orientation .................................................................... 29
Performance Reviews ............................................................................ 29
Membership In Professional Organizations ............................................ 30
C.
1.
2.
3.
4.
Job Levels and Job Descriptions for Staff at CRJ............................. 30
Indvidual Contributor (non-exempt) ........................................................ 31
Professional Staff ................................................................................... 31
Competency Framwork .......................................................................... 32
Managerial Staff..................................................................................... 33
D. Job Descriptions.................................................................................. 33
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Dear Colleague:
It is with pleasure and pride that we welcome you as an employee to Community Resources for
Justice.
This Employee Handbook was designed to familiarize employees with the benefits, opportunities,
and responsibilities of employment with Community Resources for Justice, Inc. (CRJ), and be used
as a reference throughout your employment.
CRJ recognizes its employees are vital elements in the success of the Agency, and hopes each
employee finds the opportunity for growth and self-improvement in the field of human services.
Quality is an on-going process of evaluation and improvement. Meeting a higher standard of quality
takes energy, talent, and effort. At CRJ, we encourage employee participation, initiative, and
imagination to solve challenges that face our operations daily internally and in servicing our clients.
All CRJ employees are encouraged to make written comments or suggestions to their supervisors
and/or the Chief Executive Officer at any time to propose improvements in our programs and
services. Employees are expected to develop and maintain resources for the programs or
departments in which they are employed and for the Agency as a whole. Through this exchange of
information, CRJ can continue to be innovative, efficient and responsive to the needs of our
employees, clients, communities and contract agencies.
We recognize that our greatest strength as an Agency is our talented employees. Keeping this in
mind, we have designed our policies and programs to provide an integrated and flexible approach
to meeting your personal and professional needs during your employment with us.
CRJ values your commitment to our mission, and hopes that our association will be mutually
rewarding.
Sincerely,
Scott Harshbarger
President, Board of Directors
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Who We Are and What We Do – www.crj.org
Community Resources for Justice (CRJ) is an organization driven by a sense of mission, a vision for the future of our
agency, and a set of values we strive to constantly exemplify. We expect all members of our organization not only to hold
themselves to these high standards, but to help in holding co-workers accountable as well. We believe that clarity about
our vision, mission, and values empowers our staff to make good decisions, act independently and creatively, and create
positive change in the lives of those we serve.
Vision
Community Resources for Justice is respected for innovation and creativity and for its contributions to social justice.
Our programs are known worldwide for quality and efficacy demonstrated by measurable outcomes.
Our employees are recognized as the best-trained and most dedicated practitioners in their fields.
Mission
Community Resources for Justice supports our most challenged citizens.
We work with individuals in, or at risk of being in, the adult or juvenile justice systems; individuals transitioning out of these
systems back to their communities; and individuals with developmental disabilities requiring intensive support to be part of
the community. Our unique mix of innovative services, advocacy for system improvement, research and publications is
designed to build the capacity of people to live safe and productive lives. These efforts also help communities gain an
enhanced sense of safety and improved quality of life.
In everything we do, we are dedicated to being an organization that performs at the highest level, with a workforce
possessing the skills and knowledge that ensure a strong and positive impact on our clients, our communities and our
profession.
Values
The CRJ values govern our behavior. Our goal is to exemplify these values in all our interactions, whether with our
colleagues, our clients, other service providers, our neighbors or our partners.
Integrity
We are honest and open in our work and our dealings with others.
We are principled and fair.
Our actions engender trust and we seek always to deserve that trust.
Creativity
We are innovative in conceiving and executing our work.
We are creative in making the most of our resources.
We encourage cooperation and collaboration to foster creativity.
We are open-minded, flexible and adaptable to change.
Compassion
We honor the inherent dignity of every individual.
We exhibit consideration, courtesy and a cooperative spirit.
Others’ opinions, culture, contributions and safety are regarded as highly as our own.
We demonstrate sensitivity and maintain confidentiality.
Excellence
We exhibit professionalism in our interactions, language, dress, and attitude.
We strive for continuous improvement in ourselves, our services and facilities.
We use our skills to enhance the service and reputation of the agency.
We make informed choices to obtain maximum benefit from finite resources.
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Guiding Principles
CRJ developed these guiding principles from an extensive review of the literature on best practices
in each of our programs. We found that there was a common set of principles that worked
effectively with all those individuals we serve. All our staff is trained in these guiding principles, and
if we can learn to use them effectively, we will guarantee the best possible outcomes for our clients:
personal responsibility, civility, and empowerment.
We listen: We seek to establish an environment where listening to the needs of our
clients/consumers is the cornerstone that leads to life improvement. All members of the CRJ
community practice and assist clients/consumers to practice active listening, avoiding
defensiveness, and asking questions for clarification when needed. Active listening is the beginning
phase to establishing a solid relationship between clients/consumers and program staff.
We focus on behavior: We believe in the ability of individuals to change, regardless of past
behavior. Our emphasis is on providing our client/consumers with opportunities to learn new skills,
to improve on existing skills, and to use these skills successfully. Interactions between staff and
clients/consumers are first and foremost respectful, are consistent and objective, and are open to
giving and receiving information. Staff model appropriate behaviors and foster productive
relationships between peers, between staff and clients/consumers, and between CRJ programs and
supporting/funding agencies.
We offer choices: We work to identify choices/alternatives for our clients/consumers, our
operations, and ourselves. We focus on learning from results and feedback, thinking about what
we are doing and why, making adjustments then trying a new way. Problem solving is a process,
not an event. Clients/consumers can develop self-discipline and better problem solving skills by
learning to look at choices, to learn from the consequences of their behavior, and to see that there
are other ways to respond to life’s situations.
We welcome change: We welcome and support change, while recognizing that people often fear
the uncertainty involved. Out of respect for, and in recognition of people’s resistance to change, we
clearly state the purpose of the change, involve individuals in making decisions around the change,
and provide sufficient time and training to adjust to the change. We serve as role models to
demonstrate the commitment to change – whether it is an individual behavior, a group procedure, a
programmatic adjustment, or an administrative practice.
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CRJ has a rich history and has been responsible for numerous advances in the field of social
justice and community corrections for over one hundred and twenty-five years.
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INTRODUCTION
CRJ is committed to providing employees with a productive and challenging workplace. In turn,
CRJ expects employees to work consistently to the best of their skill, knowledge, and ability.
Employees are expected to take the initiative and ask questions, think independently, exercise
honesty and sound judgment, assume responsibility, adhere to CRJ policies and procedures,
demonstrate unquestionable legal, moral and ethical behavior, make constructive suggestions for
improvement, and act as positive role models for the people we serve.
EMPLOYEE HANDBOOK AND EMPLOYMENT-AT-WILL
This Handbook is provided to answer questions the employee may have about employment and to
inform the employee about some of CRJ’s policies. The information contained in this Handbook
represents guidelines for CRJ and that CRJ reserves the right to modify the Handbook or amend or
terminate any policy, procedure, or benefit program at any time. Community Resources for Justice
(CRJ) is an Employment-at-Will agency and the contents of the Employee Handbook do not form a
written employment contract and both the employee and CRJ have the right to terminate
employment, with or without cause, at any time.
INITIAL EMPLOYMENT PERIOD
Every new employee goes through an initial period of adjustment in order to learn about CRJ and
about his/her job. During this time the employee will have an opportunity to find out if he/she is
suited to, and likes, his/her new position.
Additionally, the initial employment period gives the employee's manager a reasonable period of
time to evaluate his/her performance. The initial employment period is three months.
During this time, the new employee will be provided with training and guidance from his/her
Manager. He/she may be discharged at any time during this period if his/her Manager concludes
that he/she is not progressing or performing satisfactorily. Under appropriate circumstances, the
initial employment may be extended. Additionally, as is true at all times during an employee's
employment with CRJ, employment is not for any specific time and may be terminated at will, with
or without cause and without prior notice.
At the end of the initial employment period, the employee and his/her manager may discuss his/her
performance. Provided his/her job performance is "satisfactory" at the end of the initial employment
period, he/she will continue in our employment as an at-will employee.
SECTION I: CATEGORIES OF EMPLOYMENT
A. Regular Full-Time Employees
Salaried exempt and non-exempt, and hourly employees hired for a regular workweek of 40
hours, depending on Department/Division work schedules, for an unspecified duration of time,
are regular full-time employees. This includes full-time employees on Orientation Status,
although some benefit limitations may apply during the Orientation Period. Employees are
subject to standard payroll deductions including Social Security (FICA), and Federal and State
taxes.
B. Regular Part-Time Employees
Hourly, non-temporary employees hired to work a workweek of less than 40 hours are part-time
employees. Part-time employees are not eligible for CRJ benefits with the exception of
participation in the 401(k) Plan, Flexible Spending Plan, holiday pay as defined in Section III
under Compensation, and may qualify for pro-rated vacation as defined in Section IV under the
Paid Time-Off Benefits Section. Employees working in excess of 40 hours per week will be paid
one-and-one half times their regular rate of pay in accordance with FLSA. Employees are
subject to standard payroll deductions including Social Security (FICA), and Federal and State
taxes.
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C. Temporary Non-Regular Employees
Hourly employees, who are hired on a full-time or part-time schedule, for a specified period of
time not to exceed ninety (90) days without additional written approval by a CRJ Executive
Officer or his designee and HR Director, are non-regular employees. Temporary employees are
not benefit-eligible, but are subject to standard payroll deductions including Social Security
(FICA), and Federal and State taxes.
D. Part-Time Relief Employees (Referred as PTR)
Employees who have no regularly scheduled hours are not benefit-eligible but are subject to
standard payroll deductions including Social Security (FICA), and Federal and State taxes are
part-time relief employees.
E. Co-Op Students
Co-op students are employees who are fulfilling a school requirement and may work a set
schedule. Co-op students are eligible for holiday pay as noted in Section III under
Compensation. Co-op students are subject to standard payroll deductions including Social
Security (FICA), and Federal and State taxes.
F. Intern Students
Interns are students and not employees who participate in supervised structured programs.
These undergraduate or graduate students perform tasks and duties within CRJ in order to gain
knowledge and experience. Intern Students may or may not earn monetary compensation from
CRJ and/or academic credit from their university.
G. Exempt Employees
Employees who are not covered by the minimum wage and overtime provisions of the Fair
Labor Standards Act and applicable state laws are exempt employees.
H. Non-Exempt Employees
Employees who are covered by the minimum wage and overtime provisions of the Fair Labor
Standards Act and applicable state laws are non-exempt employees.
SECTION II: EMPLOYMENT POLICIES
Introduction
Employees, contractors, consultants, volunteers and interns have an ethical, moral and legal
responsibility to staff, residents and clients not to disclose any confidential information obtained as a
result of working within CRJ programs.
A. In the Workplace
1. Professional Behavior
Employees shall conduct themselves at all times in a manner that reflects favorably on CRJ.
As a condition of employment, all employees shall sign and comply with the International
Community Corrections Association’s (ICCA) Code of Ethics.
2. Tobacco Free Workplace
CRJ is a tobacco free workplace, and there is no smoking and no tobacco products are
allowed in CRJ buildings. However, a manager may designate an outside location for
smoking.
3. Work Attire
CRJ does not have a formal dress code. Depending on the program and the requirements
of our funding agencies, managers will enforce a set of standards that ensure employees
are dressed appropriately for the situation both while on duty in our program locations and
while representing CRJ at outside meetings or community functions. In all cases clothing
and other decorations or jewelry should be safe to wear and present a positive image and
role model for the people we serve and for our image in the community.
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4. Hours of Work
a. Non-exempt employees who work in the administrative office and in non-residential
programs are required to work a 40-hour week, inclusive of a one-half hour paid daily
meal break. Work hours may be extended to accommodate a longer lunch break if
desired, with supervisory approval.
b. Non-exempt and hourly employees who work in residential programs are required to
work a 40-hour week, which includes a paid one-half hour daily meal break. This break
may be required to be taken on-site.
c. Supervisors will determine the employee’s hours of work.
5. Open Door Policy
In the interest of providing an open environment within CRJ, the Open Door Policy reflects
our belief that it is in the best interests of everyone at CRJ to maintain a good, solid, open
and direct working relationship between management and our employees. If an employee
requires guidance on the use of the Open Door Policy, or desires to consult directly with
Human Resources to resolve a matter, they are encouraged to seek the
assistance/guidance of Human Resources who will work with the employee and
management to help resolve the matter.
Should an individual employee have an idea/concern/issue that they wish to have
addressed, CRJ encourages that the individual employee use the following internal process:
a. The employee should first discuss the matter (idea/concern/issue) with his/her direct
supervisor. In most cases, the direct supervisor will have knowledge of the immediate
environment and daily issues and is best positioned to provide information/solutions
satisfactorily. If the employee believes that it would not be appropriate to address the
matter with his/her supervisor, or if the employee believes that his/her supervisor has not
adequately addressed the matter brought to his/her attention, the employee should
address it with his/her next level of management within the program or department.
b. Employees are encouraged to address their idea/concern/issue in person with their
direct supervisor, their supervisor’s manager, or the highest level under the Department
Director. Employees should expect a verbal response within 5 business days of the
submission/discussion. A written response may be requested by the employee.
c. Employees who are dissatisfied with the response may present the matter for further
review/consideration directly to the Department Director. Should an employee decide to
present a matter directly to the Department Director, the Department Director or the
employee may request the HR Director or Employee Relations Manager to assist in the
resolution of the matter. Matters raised directly with the Department Director shall be
addressed within a reasonable amount of time, as determined by management based on
the circumstances relating to the matter. The Department Director will document all
responses in writing with copies provided, at a minimum, to the individual employee and
Human Resources.
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6. Absenteeism and Tardiness
a. Employees are expected to report to work on time and to work their scheduled hours.
Because of the nature of our contracts and the need to maintain mandated staffing ratios
for safety reasons in many of our programs, prompt and reliable attendance is a
requirement for continued employment with CRJ.
b. In the event that an employee will not be at work at the assigned time, the employee
must contact his or her direct supervisor or next available level of management as soon
as possible. Notification periods vary depending on the needs of the program. (Refer to
Program Policies for more specific information.) Notification is required each day for the
duration of the absence. Failure to follow these notification requirements may
result in disciplinary action, up to and including termination. Employees who are
absent for one (1) day with no notification and do not report on the second (2nd) day for
shift without notification will be deemed to have abandoned their employment with CRJ,
and will be terminated. Daily call-ins may be waived in writing by an employee’s
manager for an extended illness or other extenuating circumstances.
c. Medical documentation verifying an illness or other physical impairment may be
requested at any time, and is usually required after three or more days of absence.
d. Out-of-cycle review and/or disciplinary action in response to attendance or tardiness
problems may be initiated at any time.
7. Progressive Discipline
a. Each employee has an obligation to observe and follow CRJ’s policies and procedures
and to maintain proper standards of conduct and professionalism at all times. If an
individual’s conduct or action interferes with the orderly and efficient operation of CRJ,
corrective disciplinary action may be taken.
b. CRJ wants its employees to be successful, and seeks to provide the training and support
needed to make this possible. Except in cases of a serious or deliberate violation,
before any disciplinary action is taken, the employee should have the job requirements
and appropriate behavior explained by his/her supervisor, receive training needed to
perform the job, and have an opportunity to correct any deficiencies in performance.
c. Disciplinary action may include a verbal warning, written warning, suspension without
pay, and/or termination of employment. The appropriate disciplinary action imposed will
depend on the nature of the conduct or action. CRJ does not imply, represent or
promise that one form of disciplinary action will necessarily precede another.
d. Examples of unacceptable conduct include, but are not limited to: flagrant or repeated
misconduct; violation of CRJ’s policies or procedures; insubordination; excessive
unexcused absences or tardiness; possession of alcohol, controlled substances,
firearms or other weapons on the work premises or during working hours; unsatisfactory
job performance or unsatisfactory workplace conduct; theft; dishonesty; mistreatment of
co-workers, clients, visitors or other members of the public. These examples are not
inclusive.
8. Termination
Termination of employment may be voluntary or involuntary. Since employment with CRJ is
at-will employment, both the employee and CRJ have the right to terminate employment,
with or without cause, at any time.
a. Exit Interviews – Management and Human Resources may conduct an exit interview to
discuss the employee’s reasons for leaving and any other impressions about CRJ
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b.
Return of CRJ Property - Any CRJ property issued to the employee over the course of
their employment, such as cars, computers, office equipment, software, not purchased
by the employee, files, pager, cell phone, keys, parking passes, credit cards, etc. must
be returned at the time of the employee’s termination. The employee will be responsible
for any lost or damaged items. The value of the property issued and not returned may be
deducted from the employee’s final pay check, and the employee may be required to
sign a wage deduction authorization from for this purpose, at time of hire.
c. Final Pay - Employees will receive any final pay due in accordance with applicable law.
9. Resignation
A resignation shall be submitted in writing to an employee’s supervisor. All employees
should give sufficient notice (preferably two (2) weeks to one (1) month) to ensure an orderly
transition of their responsibilities Employees who quit without notice or abandon their jobs
will have this noted in their personnel file, and will not be eligible for re-hire.
10. Re-Hire Policy
Former employees who left CRJ in good standing may be considered for re-employment.
Former employees who resigned without a two weeks’ written notice or who were dismissed
for cause may not be considered for re-employment. A former employee who is rehired will
be eligible to receive credit for past service as long as the break in service is less than a
year. In these cases, the years of service date will be adjusted to show a revised vacation
accrual. Re-hired employees will have to wait the 30 days to become benefit eligible.
11. Grievance Procedure
a. Employees are encouraged to speak with their supervisors, other managers in their
program or a Human Resources Representative, if they have concerns about their
employment. CRJ believes feedback from its employees provides the agency with a
useful tool with which to evaluate its on-going policies and operations.
b. If any employee is in disagreement with discipline that they received, a written statement
may be submitted to Human Resources or Department Director explaining the reason for
the disagreement. CRJ welcomes an employee’s perspective, and believes it is
beneficial to be aware of any misunderstanding and/or disagreement between an
employee and the person issuing the disciplinary action. Any employee filing a
grievance will receive a response from management acknowledging the concern, and
attempt to resolve the issue to all parties’ satisfaction. (See policy details).
12. No Solicitation No Distribution
Unrestricted solicitation on CRJ premises interferes with the normal operations of the
organization, is detrimental to discipline and efficiency on the part of employees, is
disruptive to clients/consumers, and poses a threat to CRJ security. CRJ prohibits
solicitation and distribution on its premises by non-employees. Employees may engage in
solicitation and distribution only as outlined below.
a. Persons who are not employed by the CRJ are prohibited from soliciting funds or
signatures, conducting drives, distributing literature or gifts, offering to sell merchandise
or services, or engaging in any other solicitation or similar activity.
b. Employees are permitted to engage in solicitations or distributions of literature for any
group or organization, including charitable organizations, only in accordance with the
following restrictions:
i. The sale of merchandise is prohibited on CRJ premises. This includes items
such as Girl Scout cookies, Holiday cards and gifts, and other items used for
fund raising purposes.
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ii. Solicitation and distribution of literature are prohibited during the working time
of either the employee making the solicitation or distributions or the targeted
employee. The term "working time" does not include an employee's
authorized lunch or rest periods or other times when the employee is not
required to be working.
iii. Distributions of literature are prohibited in work areas at all times. This
includes the reception area, conference rooms and other areas frequented by
clients/consumers of CRJ.
iv. The distribution of literature in such a manner to cause litter on CRJ property
is prohibited.
v. Off-duty employees are not allowed to return to the CRJ premises until their
next scheduled work time.
The posting of informal notices regarding social activities is prohibited on CRJ properties.
13. Use of CRJ Bulletin Boards
No signs, announcements or other materials are permitted to be posted on CRJ bulletin
boards which do not comply with official CRJ business.
a. CRJ bulletin boards may be used only for official CRJ business, (i.e. state and federal
regulations, observance of holidays, benefit plans, work schedules, etc.)
i. The initials or signature approval of site management or Human Resources t
must be obtained before notices are posted on CRJ bulletin boards.
b. The site management or Human Resources department is responsible for access to and
the posting and removing of material on these boards.
c. Material posted should show the date the notice is posted and the date it is to be
removed as well as an approval signature, and may be audited at any time.
d. Copies of all posted material should be kept filed in date order and retained by the site
manager or Human Resources.
14. Use of Cell Phone, Internet, Email and Personal Telephone Calls
a. The telephone, mail, electronic mail (e-mail) and computer systems, and the information
stored within these systems are the property of CRJ and are reserved for CRJ business
only. Employees may not expect the information they store in this system to be private.
Information stored in these systems may be accessed at the direction of department or
division management for official business purposes.
b. Employees should avoid sending or receiving personal mail (e-mail or otherwise) or
telephone calls at the workplace and from using CRJ’s telephone or computer for
personal needs, except in the case of family emergency.
c. Employees are required to reimburse CRJ for any charges resulting from their personal
use of the telephone, mail, and computer resources.
B. Outside Activities
1. Other Commitments
CRJ programmatic needs take precedence over other employment or voluntary activities of
employees. Employees must refrain from any circumstances, situations or professional
relationships which may constitute conflicts of interest or which may jeopardize contracts
between CRJ and other agencies.
a. Other Employment
No full-time employee may have other employment, which conflicts with maintaining
employment requirements or satisfactory job performance at CRJ.
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Employees must notify their supervisor and Human Resources of outside employment to
prevent potential conflicts of interest. Employees agree that they will not acquire any
interests, direct or indirect, in any corporation or business providing contractual services
to or through CRJ without full knowledge and consent of the Chief Executive Officer or
his/her designee.
b. Consulting/Technical Assistance
The following applies to Managers during their relationship with the CRJ:
The Manager agrees to not serve as an employee, adviser, agent, consultant,
independent contractor or in any other capacity with respect to any trade or business,
proprietorship, partnership, corporation or other entity, person or firm unless he or she
has first received written consent of the CEO of CRJ. Such consent may be given only if
the outside engagement does not conflict, compete or interfere with the performance of
his or her duties. If consent is granted the Manager shall re-apply annually or upon a
significant change in their CRJ employment for continued consent. Such consent shall
be revocable at the will of the CEO of CRJ.
The Manager has no obligations to a former employer, or to any other person or entity,
which might restrict the performance of Manager’s duties to CRJ, including, without
limitation, any non-disclosure, non-competition, or non-solicitation agreements.
c. Gratuities or Gifts
No employee will accept or enter into an agreement to receive benefits regarding
contracts or other agreements between CRJ and agencies with which the Corporation is
under contract to provide or receive service. Employees shall not solicit, seek or accept
any gratuities, gifts, or payments when it can be construed to involve their position as an
employee of CRJ.
d. Relationships with Residents/Clients
Employees who have had personal or business (non-CRJ related) relationships with
current or anticipated clients or residents must immediately inform their Program Director
and Human Resources in writing of such relationships.
2. Working another Job While on FMLA or Paid Leave
CRJ offers comprehensive paid leave for employees suffering from injury or illness for
themselves or while taking care of family members. Abuse of this benefit is not permitted.
Employees who are found to be working another job while on an FMLA leave from CRJ will
have their employment terminated. This also applies to employees on Sick Leave, Short
Term Disability or Workers Compensation leave.
3. Political Activity
All employees are encouraged to register to vote and to exercise this privilege.
No employee shall actively work for or actively represent political candidates or political
action committees, solicit workers, or otherwise enlist staff or clients to consider specific
candidates for office or legislative issues during work hours.
C. Federal and State Employment Policies
1. Equal Employment Opportunity (EEO)
a. Non-Discrimination
i. CRJ celebrates the diversity of its workforce. We guarantee equal treatment for all
who seek access to our services or opportunities for employment and advancement.
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ii. CRJ’s Equal Employment Opportunity/Affirmative Action Non-Discrimination Policy
Statement prohibits discrimination on the basis of race, color, gender, age, religion,
national origin, mental or physical disability, veteran status, sexual orientation or any
other preference, personal characteristic, condition or status which is protected by
law. CRJ encourages the employment of ex-offenders in applicable programs.
b. Goal of EEO Policy
i. The goal of our EEO Policy is to attract and retain a diverse workforce,
representative of the communities we serve.
ii. All CRJ staff, subcontractors and vendors must make genuine and consistent efforts
to:
 Ensure equal employment opportunities for present and future staff;
 Implement Affirmative Action guidelines that are legally required.
2. Americans with Disabilities Act (ADA)
Qualified applicants and employees with disabilities are protected from discrimination in
the terms and conditions of employment and employment practices. The law also
requires qualified applicants and employees with disabilities to be provided with
reasonable accommodations, which do not impose undue hardship upon the employer,
as provided by law.
This policy applies to all terms and conditions of employment, including, but not limited
to, hiring, promotion, compensation, and termination.
3. Sexual Harassment and Discrimination Policy
a. Sexual harassment is a form of sex discrimination that is illegal under both federal and
Massachusetts state law, including Title VII of the federal Civil Rights Act of 1964 and
M.G.L. c. 151B, Section 16A.
b. CRJ fully supports the right of all persons to hold employment without being subjected to
sexual harassment, and without being subjected to other unlawful forms of
discrimination. It is the policy of CRJ to maintain a work environment that is free of
sexual harassment, and other unlawful discrimination. Sexual harassment and other
unlawful discrimination by officers, managers, supervisors, employees, vendors, direct
clientele, and contractors will not be tolerated. All reports will be thoroughly and swiftly
investigated according to CRJ policy.
c. CRJ has prepared and distributed to all employees, its written policies and procedures to
eliminate sexual harassment and other unlawful discrimination in its work place. The
written policy describes what sexual harassment and unlawful discrimination actions are
and instructs employees what to do if they believe they are subjected to sexual
harassment or other forms of unlawful discrimination. All employees are required to
understand that policy. Questions regarding this policy may be directed to the Human
Resources Director or those individuals identified as investigators in the policy.
d. Employees may also contact: Massachusetts Commission Against Discrimination
(MCAD), One Ashburton Place, 6th Floor, Boston, MA 02108, (617) 994-6000 or Equal
Employment Opportunity Commission (EEOC), John F. Kennedy Federal Building,
Government Center, Room 475, Boston, MA 02203-0506, (800) 669-4000
4. Alcohol and Drug-Free Work Place
In addition to the Drug-Free Work Place Policy and Statement which all employees are
required to read and sign, alcoholic beverages and illicit drugs are not permitted to be
possessed and/or consumed by any person at any time on the premises of CRJ.
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5. Immigration Reform and Control Act of 1986
This Act requires employers to verify their employees’ eligibility to work in the United States.
Accordingly, all employees are required to complete IN Employment and Eligibility
Verification Form I-9 and produce required documentation of eligibility for employment.
6. Criminal and Driving Background Checks
Depending upon contract and government regulations and applicable laws, additional terms
of employment for staff in specific programs may include a thorough background
check/clearance through participation in one or more of the following:

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
Massachusetts Criminal Offender Record Information Background Check
National Crime Information Center Background Check
National Law Enforcement Telecommunications System Background Check
Federal Bureau of Investigation Fingerprint File Check
New Hampshire Criminal Background Check
Registry of Motor Vehicles Drivers History Check (for those employees driving on
behalf of Community Resources for Justice)
Employees shall sign an agreement authorizing the background check(s) with the
understanding that information obtained from a criminal justice record check will be used
only to determine eligibility for employment. Failure to sign agreement authorizing the
checks will result in denial of employment or termination if already employed.
7. Physical Examination
Based on job requirements, employees may be required to have a physical examination
provided by CRJ approved physicians when required by state statute or contract. The
examination will be paid for by CRJ.
8. Displaced Persons Protection Commission Checks (DPPC)
For our programs funded by the Department of Developmental Services (DSS), information
on applicants will be used in evaluating an applicant for employment. Previous employment
will be investigated, and may contain information of a personal and confidential nature. If
the applicant does not consent to the DPPC check, then it is at the discretion of CRJ
whether to continue the application process.
9. Educational Background Checks
Community Resources for Justice will investigate all statements contained in the
employment application and resume. CRJ will contact all references, schools and
employers listed on the employment application concerning education and previous
employment and any other information that may be relevant to the applied position. If any
statement submitted on an application or resume is found to be false it will be considered
sufficient cause for termination of employment.
D. Confidentiality of Agency and Employee Information
1. HIPAA Policy
All CRJ employees will be given a copy of, and receive training on, our Health Information
Portability and Accountability Policy. We take the privacy of our clients and our employee’s
health information very seriously, and hold ourselves strictly accountable for high standards
of professional behavior.
2. Privacy and Confidentiality of Agency, Client and Employee Information
Employees, contractors, consultants, volunteers and interns have an ethical, moral and legal
responsibility to staff, residents and clients not to disclose any confidential information
obtained as a result of working at CRJ.
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3. Access to Personnel Records
Personnel records are confidential and are maintained and secured in the Human
Resources Department.
a. Updating Personal Data
Employees shall be responsible at the time of hire and during the course of employment
at CRJ for keeping the personal information in their individual personnel files current and
accurate (employee’s name, home address and telephone numbers, emergency contact
information, etc.). Changes should be submitted to Human Resources.
b. Right to Review Personnel Record
CRJ, through its Human Resources Department maintains personnel files on each
employee. These files contain documentation regarding aspects of the employee’s
tenure with CRJ in compliance with state law. Employees have the right to review and
obtain photocopies of documents in their individual personnel files. Those wishing to do
so must submit a written request to Human Resources. Under no circumstances can the
personnel file be removed from CRJ premises, except as provided by law.
c. Right to Supplement Documentation in Personnel Record
Employees have the right to submit documentation on their own behalf (e.g., relevant
information about additional educational attainment) to their own personnel files.
Documentation should be sent to Human Resources and copied to the employee’s
supervisor, if required.
d. Employment Verifications/References
All requests for employment verifications and/or references must be directed to Human
Resources. Human Resources will only verify limited information over the telephone.
Information verifiable by telephone is limited to title and dates of employment. If the
former employee provides a written release, more extensive information may be
provided.
4. Release of Information to Authorized Parties
CRJ respects the privacy of our employees, and will only release confidential information as
required by contract or by legal or financial audit. If the current or former employee provides
a written release, more extensive information may be provided.
SECTION III: PAYROLL POLICIES
A. Payroll & Safe Harbor Policy
It is our policy and practice to accurately compensate employees and to do so in compliance
with all applicable state and federal laws. To ensure that you are paid properly for all time
worked and that no improper deductions are made, you must record correctly all work time and
review your paychecks promptly to identify and to report all errors. You also must not engage in
off-the-clock or unrecorded work.
1. Review Your Pay Stub
We make every effort to ensure our employees are paid correctly. Occasionally, however,
inadvertent mistakes can happen. When mistakes do happen and are called to our
attention, we promptly will make any correction that is necessary. Please review your pay
stub when you receive it to make sure it is correct. If you believe a mistake has occurred or
if you have any question, please use the reporting procedure outlined below.
2. Non-exempt Employees
If you are eligible for overtime pay or extra pay (including pay due under our handbook), you
must maintain a record of the total hours you work each day. These hours must be
accurately recorded on a time sheet that will be provided to you. Each employee must sign
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his or her time sheet to verify that the reported hours worked is complete and accurate (and
that there is no unrecorded or “off-the-clock” work). Your time card must accurately reflect
all regular and overtime hours, any absences, early or late arrivals, early or late departures
and meal breaks. At the end of each pay period, you should submit your completed time
sheet for verification and approval. When you receive each pay check, please verify
immediately that you were paid correctly for all regular and overtime hours worked each
workweek.
You should not work any hours outside of your scheduled work day unless your supervisor
has authorized the unscheduled work in advance. Do not start work early, finish work late,
work during a meal break or perform any other extra or overtime work unless you are
authorized to do so and that time is recorded on your time sheet.
3. Exempt Employees
If you are classified as an exempt salaried employee, you will receive a salary which is
intended to compensate you for all hours that you may work for CRJ. This salary will be
established at the time of hire or when you become classified as an exempt employee.
While it may be subject to review and modification from time to time, such as during salary
review times, the salary will be a predetermined amount that will not be subject to
deductions for variations in the quantity or quality of the work you perform. At the end of
each pay period, you should submit your completed time sheet for verification and approval.
When you receive each pay check, please verify immediately that you were paid correctly
for all regular and overtime hours worked each workweek.
You will receive your full salary for any workweek in which work is performed. However,
under federal law, your salary is subject to certain deductions. For example, absent
contrary state law requirements, your salary can be reduced for the following reasons in a
workweek in which work was performed:
a. Full day absences for personal reasons, including vacation.
b. Full day absences for sickness or disability, since we have a sick day pay plan and
short-term disability insurance plan.
c. Full day disciplinary suspensions for infractions of safety rules of major significance
(including those that could cause serious harm to others).
d. Family and Medical Leave absences (either full or partial day absences).
e. To offset amounts received as payment for jury and witness fees or military pay.
f. Unpaid disciplinary suspensions of one or more full days for significant infractions of
major workplace conduct rules set forth in written policies.
g. The first or last week of employment in the event you work less than a full week.
h. Your salary also may be reduced for certain types of deductions, such as: your
portion of health, dental or life insurance premiums; state, federal or local taxes,
social security; or voluntary contributions to a 401(k) or pension plan. In any
workweek in which you performed any work, your salary will not be reduced for any
of the following reasons:
i. Partial day absences for personal reasons, sickness or disability.
j. Your absence because the facility is closed on a scheduled work day.
k. Absences for jury duty, attendance as a witness, or military leave in any week in
which you have performed any work.
l. Any other deductions prohibited by state or federal law.
Please note: You will be required to use accrued vacation, personal or other forms of paid
time off for full or partial day absences for personal reasons, sickness or disability.
However, your salary will not be reduced for partial day absences if you do not have
accrued paid time off.
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4. To Report a Violation
It is a violation of the CRJ’S policy for any employee to falsify a time card, or to alter another
employee’s time card. It is also a serious violation of CRJ’s policy for any employee or
manager to instruct another employee to incorrectly or falsely report hours worked or alter
another employee’s time card to under- or over-report hours worked. If any manager or
employee instructs you to (1) incorrectly or falsely under- or over-report your hours worked,
(2) alter another employee’s time records to inaccurately or falsely report that employee’s
hours worked, or (3) conceal any falsification of time records or to violate this policy, do not
do so. Instead, report it immediately to the Human Resources Department.
You should not work any hours outside of your scheduled work day unless your supervisor
has authorized the unscheduled work in advance. Do not start work early, finish work late,
work during a meal break or perform any other extra or overtime work unless you are
authorized to do so and that time is recorded on your time card. Employees are prohibited
from performing any “off-the-clock” work. “Off-the-clock” work means work you may perform
but fail to report on your time card. Any employee who fails to report or inaccurately reports
any hours worked will be subject to disciplinary action, up to and including discharge.
If you have questions about deductions from your pay, please contact Human Resources
immediately. If you believe your wages have been subject to any improper deductions or
your pay does not accurately reflect all hours worked, you should report your concerns to a
supervisor immediately. If a supervisor is unavailable or if you believe it would be
inappropriate to contact that person (or if you have not received a prompt and fully
acceptable reply within three business days), you should immediately contact the Director of
Human Resources or the Manager of Payroll. If you have not received a satisfactory
response within five business days after reporting your concern to Human Resources and
you are unsure who to contact to correct the problem, please immediately contact the
Attorney General’s Office, Fair Labor Practice Division, One Ashburton Place, Boston, MA
02108, (617) 727-3465.
Every report will be fully investigated and corrective action will be taken, up to and including
discharge of any employee(s) who violates this policy.
In addition, CRJ will not allow any form of retaliation against individuals who report alleged
violations of this policy or who cooperate in the CRJ’s investigation of such reports.
Retaliation is unacceptable. Any form of retaliation in violation of this policy will result in
disciplinary action, up to and including discharge.
5. Paydays, Paycheck Distribution, and Tax Withholding
Employees are paid on alternate Fridays (bi-weekly).
Paychecks are mailed directly to employees’ homes. However we cannot guarantee that all
checks will be received on time due to delivery irregularities in the US Postal Service.
Reissuing of paychecks will be provided the Wednesday following the Friday pay date. CRJ
strongly encourages the use of Direct Deposit to ensure delivery of your funds to your bank
account eliminating and delayed mail delivery.
The law requires that the employer make certain mandatory deductions from every
employee’s compensation. Among these are applicable Medicare, federal, state, and local
income taxes. The employer also must deduct Social Security taxes on each employee’s
earnings up to a specified limit that is called the Social Security “wage basis”. Additional
mandatory deductions may include those required by a court order such as child support,
alimony, and other lawful garnishments.
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6. Short-term Disability Insurance and Worker’s Compensation Pay
Depending on the circumstances, employees may be eligible for compensation payments
due to extended illness or accidents through our short-term disability policy (for benefit
eligible employees only) or through Workers Compensation insurance. Human Resources
will work with you to determine your eligibility for any of the benefits.
B. Compensation
1. Regular Salary/Pay
For salaried exempt employees regular pay is considered to be 40 hours per week, or 80
hours bi-weekly. Other paid time off hours reported on a time sheet will be reflected in the
first pay period after the time sheet is received by Human Resources.
Non-exempt and hourly employees are paid their regular hourly rate for all hours worked up
to 40 hours per week. Vacation, sick, holiday, and any other paid time off hours do not
count as hours worked.
2. Overtime Pay
Non-exempt and hourly employees will be paid at one-and-one-half times their regular rate
of pay for all hours worked over 40 hours in a week (Sunday through Saturday). Vacation,
sick, holiday, and any other paid time off hours do not count as hours worked and are not
calculated in overtime pay.
3. Incentive/Bonus Pay
Salaried employees (except Program Directors) who work additional shifts to cover for
staffing shortages for non-exempt employees may be awarded incentive pay in recognition
of their additional contributions to the program.
4. Floating Holiday Pay
Floating holidays are designed to accommodate our diverse employee population. Your
floating holidays may be used in celebration of different religious and ethnic holidays or
simply as an extra day off. Floating holidays should be scheduled a minimum of two (2)
weeks in advance and may only be taken with prior supervisory approval.
At the beginning of each calendar quarter (January 1, April 1, July 1, and October 1) all
benefit eligible employees are credited one (1) floating holiday, which can be taken at any
time during the quarter. New employees hired on or before the 15th of the second month in
the quarter will be eligible for the floating holiday for that quarter. When an employee takes
his/her floating holiday, it should be indicated on the timesheet in the other paid column
indicating the date taken, number of hours and coded FH.
a. Non-exempt (hourly) employees may elect to be paid for their floating holidays instead
of taking the time off. Unless specified by written request for the floating holiday to be
carried over to the next quarter, your floating holiday will automatically be paid in the
second pay period of the quarter following the quarter in which no floating holiday was
taken.
b. Exempt (salaried) employees will automatically have any unused floating holiday
carried forward to the next quarter. The maximum floating holidays allowed per quarter
will be two (2) days. There is no pay out for exempt staff. Unused floating holidays over
the two-day maximum will be forfeited.
Floating holidays not taken before an employee terminates his/her employment with CRJ will
be forfeited. Floating holidays may be combined with another holiday or vacation time with
prior supervisory approval.
5. On-call (Beeper) Pay
Employees required to be on call by their program may be entitled to additional
compensation based on program policy.
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6. Holiday Pay for Part-time and Co-op Students
Part-time and Co-op employees who work a regularly scheduled CRJ Holiday will receive
one-and-one-half times their regular hourly pay for all hours worked on the holiday.
C. Deductions
1. Direct Deposit
Employees are encouraged to elect to have all or part of their paychecks electronically
deposited directly into their personal bank accounts
2. Overpayment Errors
In the event that an overpayment is made to an employee in error, it is the responsibility of
the employee to report the error to the Payroll Department as soon as it is discovered. The
employee will be notified by Payroll for any discovered overpayment resulting in an
adjustment to the employee’s next pay check.
3. Social Security/Medicare
All employees pay into Social Security and Medicare (FICA) benefits as determined by the
Social Security Administration. Under current law, CRJ pays a matching share of
employees’ contributions to Social Security, which provides individual employees with
income in the event of long-term disability or retirement as well as survivor’s benefits to
eligible dependents in the event of an employee’s death.
4. Unemployment Insurance
a. All employees may be eligible for Unemployment Insurance Benefits.
b. This employer-paid benefit is to protect qualified employees from economic hardships
due to involuntary unemployment not resulting from an employee’s deliberate
misconduct and willful disregard of the employer’s interests.
5. Voluntary Deductions
Employees will provide written authorization for any amounts withheld from their paycheck at
their request.
6. Group Term Life (GTL)
Life insurance in the amount of two-times the employee’s annualized salary is provided as a
benefit to eligible CRJ employees. If the value of this potential insurance benefit exceeds
$50,000, the IRS charges a tax to the employee on the value of the benefit above $50,000.
This is shown on the employee’s pay-stub titled GTL, for Group Term Life.
D. Employee Expense Reimbursement
1. Employees should consult the Fiscal Policies and Procedures Manual before incurring
any business expenses.
2. Requests for reimbursement of approved expenses incurred by employees must be
made on the CRJ Expense Report Form.
3. As soon as possible, by the end of the specific month but no later than the seventh (7)
day of the following month, all requests for reimbursement must be accompanied by the
original receipt with the exception of several expenses listed in the Expense
Reimbursement Policy and Procedures.
4. Expense checks are processed by the Accounting (Fiscal) department twice monthly.
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SECTION IV: CRJ EMPLOYEE BENEFITS
A. Paid Time Off Benefits
1. Sick Days
a. All regular full-time/benefit-eligible employees will accrue paid sick days at the rate of
2.15 hours per pay period after completing thirty (30) days of un-interrupted
employment. A maximum of one hundred and eighty (180) sick days will accrue at any
given time during employment. Sick days will not accrue for any employee on unpaid
leave of absence for longer than 14 days.
b. No employee will receive any pay in lieu of accrued sick time. All accrued sick days will
be canceled without compensation upon separation of employment from CRJ.
c. Sick days are intended to provide financial security during a period of illness, injury or
disability or to allow an employee to care for a dependent who is ill, injured or disabled.
Employees using sick days may be required to verify illness, injury, disability or
dependent care in accordance with the federal Family or Medical Leave Act (FMLA)
through a doctor’s certificate.
2.
Short Term Disability (STD) Days
a. All regular full-time /benefit-eligible employees will accrue paid STD days at the rate of
1.54 hours per pay period after completing thirty (30) days of un-interrupted
employment.
b. Employees may use their earned STD time if they have been approved for shortterm disability by our STD carrier.
c. No Employee will receive any pay in lieu of accrued STD time. All accrued STD days
will be canceled without compensation upon separation of employment from CRJ.
3. Vacation Days
a. Unless otherwise specified in the employee’s offer letter, all regular full-time benefiteligible employees begin to earn vacation according to their years of service from their
benefit eligible anniversary start date as follows:
1st – 24 months……….........10 days/year accrued at 3.08 hours/bi-weekly pay period
25th – 48th month……………15 days/year accrued at 4.62 hours/bi-weekly pay period
4 or more years……….........20 days/year accrued at 6.15 hours/bi-weekly pay period
Only days (8 hours equivalent) that have been accrued can be used.
b. Vacation hours will not accrue for otherwise eligible employees while on leave of
absence or any type of leave greater than 14 days without pay.
c. Employees will be allowed to carry one full year of accrued vacation time into the next
vacation year. However, no employee will be allowed to carry more than two (2) full
years of accrued vacation at any time. Any vacation time accrued in excess of two-year
allowance will be forfeited including due to the result of turning in late time sheets.
d. Employees shall give notice to their supervisors of intention to use accrued vacation at
least thirty (30) days in advance, with exceptions allowed on a case-by-case basis.
5. Unused accrued vacation time may be automatically applied to a leave which would
otherwise be unpaid, as determined by Human Resources.
6. Unused accrued vacation hours will be paid upon termination of employment or change
of status.
7. The use of vacation time within the year that it is accrued is strongly encouraged.
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4. Holidays and Floating Holidays
a. All benefit-eligible employees are entitled to seven scheduled and four floating paid
holidays per year. The scheduled holidays recognized by CRJ include:
January 1…………………………………………...New Year’s Day
January (3rd Monday)…………………………….Martin Luther King Jr. Day
May (last Monday)…………………………………Memorial Day
July 4………………………………………………..Independence Day
September (1st Monday)………………………….Labor Day
November (4th Thursday)………………………...Thanksgiving
December 25……………………………………….Christmas
b. Holidays falling on Saturday will be observed on the preceding Friday. Those falling on
Sunday will be observed on the following Monday.
c. In addition to the seven (7) regularly scheduled holidays, there are four (4) additional
days given to all benefit eligible employees to be taken as floating holidays. New
employees hired on or before the 15th of the second month in the quarter will be eligible
for the floating holiday for that quarter.
d. If an employee is on unpaid medical leave they will not be paid for the holiday.
e. If a holiday falls on an employee’s vacation, the employee will paid for the holiday.
5. Jury Duty
a. Employees called for jury duty shall be granted leave with pay. Exempt employees will
be paid through the time of jury service. Non-exempt or part-time employees will be paid
based on the employees originally scheduled hours.
b. Written notification is required and employees will need to submit a copy of the notice of
impending jury duty to the Payroll/HR Department.
c. Proof of service and verification of payment received for jury duty is required and any
payment received from court is required to be signed over to the payroll department as
reimbursement. Lack of proof may result in unpaid leave.
6. Bereavement Leave
a. Full time benefit-eligible employees may receive up to three (3) days paid bereavement
leave upon the death of members of their immediate family/household. Immediate
family for this purpose includes spouse/partner; child; foster child or step-child; father or
step-father; father-in-law; mother or step-mother; mother-in-law; brother or step brother;
brother-in-law; sister or step-sister; sister-in-law; and grandparents of either
spouse/partner.
b. One (1) day paid leave may be taken upon the death of other relatives, i.e. aunts and
uncles only.
c. Additional days may be taken for unusual situations with advance approval of a
supervisor and will be charged as vacation time or taken without pay.
d. CRJ may request that the employee present satisfactory evidence to support the claim
for bereavement pay. Payment by CRJ may be withheld until such evidence is
presented and accepted.
B. Leaves of Absence
1. Family and Medical Leave (FMLA) – (Refer to policies for more detail)
An employee will be eligible to request up to twelve (12) weeks of unpaid leave under the
federal Family and Medical Leave Act (FMLA) per year and up to twenty-four (24) hours of
unpaid leave under the state Small Necessities Leave Act, per rolling twelve (12) months, if
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the employee: 1) has worked for CRJ for at least twelve (12) months and 2) has worked for
CRJ for at least 1,250 hours during the twelve (12) months before the leave is scheduled to
begin.
2. Unpaid Leaves of Absence
This section applies to leaves of absence not required by federal or state law.
a. Leaves of absence without pay (other than those required under federal or state law)
may be approved at the discretion of the Chief Executive Officer or his/her designee for
employees who have not completed the three (3) months orientation status. Requests
must be submitted in writing at least thirty (30) calendar days in advance of the
beginning of the leave.
b. Employees on approved leave will not accrue vacation or sick leave, unless otherwise
provided by law. Employees with vacation leave available must use it at the beginning
of their absence.
c. Individual employees on approved leave for periods of one (1) month or more may keep
their CRJ insurance benefits in effect by reimbursing the premium costs to CRJ in
advance and thereafter on a monthly basis. Any unpaid premiums greater than thirty
(30) days may result in cancellation of coverage.
3. MA Small Necessities Leave Act
Eligible employees are permitted to take a total of twenty-four (24) hours of unpaid leave
during any twelve month period. These 24 hours are in addition to the twelve (12) weeks
already allowed under the Federal Family and Medical Leave Act.
An eligible employee may take the 24 hours of leave for any of the following purposes:
 to participate in school activities directly related to the educational advancement of a son
or daughter of the employee, such as parent-teacher conferences or interviewing for a
new school;
 to accompany a son or daughter of the employee to routine medical or dental
appointments, such as check-ups or vaccinations;
 to accompany an elderly relative of the employee to routine medical or dental
appointments or appointments for other professional services related to the elder’s care,
such as interviewing at nursing or group homes.
4. Military Family Leave (USERRA)
Eligible employees with a spouse, son, daughter, or parent eligible employees to take up to
26 weeks of leave to care for a covered service member of the Armed Forces, including a
member of the National Guard or Reserves, who has a serious injury or illness incurred in
the line of duty on active duty that may render the service member medically unfit to perform
his/her duties for which the service member is undergoing medical treatment, recuperation,
or therapy: or is in outpatient status; or is on the temporary disability retired list .
An eligible employee may take:
 Can take 26 weeks to care for a covered service
 An employee that takes 26 weeks off to care for a service member is limited to an
aggregate total of 26 weeks of leave in a 12 month period for all types of FMLA leave.
 Military Family leave may be taken intermittently if medically necessary
24
SECTION V: INSURANCE BENEFIT PROGRAMS
A. Insurance Benefits
1. Medical Insurance
CRJ offers health care coverage for benefit-eligible employees and their eligible family
members at group rates following the first month of uninterrupted employment. CRJ pays
two-thirds of the premium and the employee pays the balance. See the Human Resources
section of the CRJ website for current rates.
2. Medical Opt-out Payments
Eligible employees covered by alternative health care policies must state in writing at the
time coverage begins, so CRJ’s insurance carrier may be informed. Upon written
confirmation that the employee is covered by alternative health care policies, this separate
coverage may be reimbursed by CRJ not to exceed actual costs incurred. The maximum
reimbursable amount is $175.00 per month with proof of coverage/payment. This benefit is
taxable. New employees are eligible after 30 days of employment.
3. Dental Insurance
a. CRJ currently offers dental insurance to benefit-eligible employees and their eligible
family members.
b. CRJ currently offers dental insurance for part-time employees who work 20 or more
hours a week. The employees pay 100% of the premium.
4. Domestic Partner Coverage
CRJ currently offers domestic partner coverage to benefit-eligible employees. CRJ’s
contribution for additional members is considered a taxable fringe benefit.
5. VSP Vision Insurance
CRJ currently offers vision insurance to employees that work 20 hours or more per week.
This benefit is 100% employee paid.
6. Benefits Continuation (COBRA)
Under a law known as COBRA, (Consolidated Omnibus Budget Reconciliation Act of 1986)
employees and their dependents, who would otherwise lose CRJ insurance coverage due to
certain instances of termination of employment or other specified events, may be entitled to
elect to remain on CRJ’s health insurance plans for a certain length of time. This is
dependent upon the reason for the loss of coverage, and provided employees pay certain
amounts for the current full premium.
7. Life Insurance/Accidental Death and Dismemberment Insurance
a. Benefit-eligible employees are entitled to coverage under a group Life/Accidental Death
and Dismemberment policy following one month of uninterrupted employment.
b. The Life Insurance Policy will be valued at the amount two (2) times the employee’s
base salary rounded up to the next one thousand dollars with a maximum $250,000.
c. CRJ pays 100% of the cost of this insurance. Effective July 1, 2013.
d. Dismemberment benefits vary. Please refer to the Summary Plan description distributed
upon enrollment for specific details.
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8. Short-Term Disability Insurance
a. This option offers income protection in the event of an accident or illness.
b. Benefit-eligible employees become eligible for Short-Term Disability following thirty (30)
days of uninterrupted employment. Short-Term Disability covers the period of twenty-six
(26) weeks, including a two week (14 days) elimination period, and pays 60% of base
pay.
c. CRJ pays 100% of the cost of this insurance.
d. Employees who believe they may be eligible for this insurance should speak to Human
Resources and complete the necessary application and paperwork. The insurance
company will inform the employee if the request for Short-Term Disability is approved.
e. Any accrued sick or vacation days will be applied to the two week (14 days) elimination
period. Any remaining accrued sick ,vacation and STD time will be applied to make up
the 40% base pay not covered under the Short-Term Disability policy. All deductions
including medical insurance/benefits are applicable to the 40% base pay.
f. Employees will be required to submit medical certification of their fitness to return to
work at the end of any Short-Term Disability or medical leave and before resuming
active employment.
9. Long-Term Disability Insurance
a. This option offers income protection in the event an accident or illness incapacitates
covered employees for more than 180 days.
b. Benefit-eligible employees may become eligible for Long-Term Disability following thirty
(30) days of uninterrupted employment. The insurance carrier makes the determination
as to whether an employee is eligible for Long-Term Disability.
c. This benefit is 100% employee paid.
d. Long-Term Disability payments do not start until the eligible employee is out of work for
180 calendar days.
e. Payments are made to eligible employees on a monthly basis and are currently equal to
66.66% of their respective incomes, with a maximum individual benefit not to exceed
$6,000 per month, less any other compensation granted by other sources of insurance.
f. Employees will be required to submit medical certification of their fitness to return
to work at the end of any Long-Term Disability or medical leave and before
resuming active employment.
10. Worker’s Compensation Insurance
a. All employees are eligible for Workers Compensation when applicable.
b. This is an employer paid benefit, which is intended to protect employees from medical
expenses, and loss of income (if applicable) in the event of a work related injury.
c. All work related injuries must be reported immediately by the employee to their
immediate Supervisor, who will then notify, in writing, the Program Director, who will
then promptly notify Human Resources in writing.
d. To ensure timely compensation, accident reports must be received by Human
Resources no later than twenty-four (24) hours after an accident occurs.
B. Other Benefits
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1. Flexible Spending Accounts Section 125 Plans (Medical/Dental, Dependent Care,
Parking/Transportation)
Benefit-eligible employees currently have the option of participating in the CRJ Flexible
Benefit Plans following the first thirty (30) days of uninterrupted employment. Employees
have the option of putting aside monies on a pre-tax basis for out of pocket medical and
dental expenses for themselves and their dependents. Employees also have the option of
putting aside monies on a pre-tax basis for out of pocket parking, transportation and
dependent care expenses.
2. 401(k) Retirement Plan
CRJ encourages its employees to save for their retirement and offers a very generous
matching contribution. Employees must contribute a minimum of 5% of gross wages to
receive the full match of 4%, which breaks down as follows: 100% of the first 3% of
employee gross contributions, and 50% of the next 2%. This 4% match applies to all gross
wages paid.
a. CRJ’s 401(k) tax deferred and 401(k) Roth retirement programs are available to all
employees (with the exception of co-op, intern and temporary employees) who have at
least thirty (30) days of continuous service. Employees are eligible for the company
match after six (6) months of continuous employment and worked over 1050 hours in a
fiscal year.
b. Eligible employee’s participation will begin on the first (1st) of the month following thirty
(30) days of employment.
c. An orientation meeting and written literature explaining the 401(k) Plan and its benefits
will be provided for eligible employees prior to enrollment.
3. Employee Referral Bonus
At CRJ, we encourage all employees to refer qualified applicants for our programs. We
have found some of our best employees this way. To reward this effort, employees who
make a referral resulting in a hire for a position at CRJ will receive a $400 bonus for
Management (manages more than one employee), $300 bonus for a full-time hire, and $100
for a part-time hire. You will automatically receive half the bonus after three months and six
months. Your name must be entered by the candidate under “How did you hear about
Community Resources for Justice?” next to “CRJ employee” on his/her online application.
4. Work/Life Balance Program
a. The CRJ Employee Assistance Program (EAP) is provided as a benefit through a
contract with a private provider, Ceridian Corporation.
b. The EAP provider is required to keep information obtained from employees confidential.
c. Employees may voluntarily request assistance through the EAP by contacting the EAP
provider directly.
d. Employees may be referred to the EAP for help with performance related matters by
their supervisor.
5. MBTA Passes
Commuter passes may be purchased through payroll deductions on a pre-tax basis as
allowed by federal and state laws. Deductions are withheld from an employee’s pay one
month in advance of the effective date of the pass. Any commuter pass orders or changes
must be submitted by the 10th of the month to the Payroll Department.
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6. Professional Development
a. CRJ encourages professional development among its employees. An employee may
request an adjustment to his or her work schedule in order to attend undergraduate,
graduate, and specialized training or educational programs at local colleges,
universities, or approved training institutions. CRJ, however, cannot promise that it can
always honor the request due to business concerns. Therefore, an employee should not
assume a request would be granted.
b. Benefit-eligible employees may be given paid leave, with approval by the Department
Director, to attend conferences and meetings relevant to their professional interests for
periods generally not to exceed five (5) consecutive days.
c. When approved in advance by the Department Director, employees may also be
authorized to receive reimbursement for reasonable expenses associated with
conferences and meetings of direct importance to CRJ. Training related expenses
under $150.00 within the state may be approved by the Program Director.
d. Other education or professional training leave may be approved in accordance with the
procedures outlined above. Employees taking extended educational leave will not
receive salaries or benefits during this time.
7. Tuition Remission
This program, administered by the Massachusetts Council of Human Service Providers,
allows employees to attend undergraduate classes at any Massachusetts community
college, state college or the University of Massachusetts on a tuition-free basis. This
program does not cover the cost of fees and books.
Employees who work 30 hours or more are eligible to participate if they work in a program
funded through EOHHS. Currently Youth Services employees, Community Strategies for MA
program employees, or employees in a fiscal, administrative, or HR role supporting these
programs are eligible for this benefit.
8. Tuition Reimbursement
CRJ values the education and professionalism of our employees, and we encourage all
employees to continue pursuing both undergraduate and graduate educational goals while
working at CRJ. We offer a $1,500 award based on a fiscal calendar year to support this
education with a passing grade of C or better.
Employees must be enrolled at an accredited higher education institution or qualified
certificate program specific to their job requirements, to be eligible.
Courses being taken must be related to the Human Services field or must be for credit
toward a Human Services or job related degree.
Employees are eligible immediately upon full-time employment, but no reimbursements will
be made until after six (6) months of service with CRJ has been completed.
Employees may be enrolled in either a graduate or undergraduate course study or qualified
certificate program.
Fifty percent (50%) of the total costs of the course including tuition, books, and fees will be
paid upon enrollment (with a maximum up to $750). The remaining balance will be paid
upon satisfactory completion of the course, with an annual maximum up to $1,500.
CRJ’s contribution to an employee's graduate studies is considered a taxable fringe benefit.
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SECTION VI: CAREER DEV, PERFORMANCE MGMT, JOB LEVELS & DESCRIPTIONS
A. Career Development
1. eAcademy
In cooperation with the Massachusetts Human Services Providers Association, CRJ has
developed a sophisticated on-line training website to support the continued education and
development of our staff. This benefit is free to all employees, and represents an excellent
educational resource.
CRJ’s on-line training site offering full-time and part-time employees a variety of classroom,
on-line and certificate courses, including the new Direct Support Professional Certificate,
recognized state-wide. Many of the courses are eligible for continuing education credits
needed to keep professional credentials and certifications current.
All new employees are set up with accounts by the Employee Relations Manager/Training in
Human Resources, and any questions should be directed to the Human Resources
Department.
2. Training
Employees will be paid their regular salary/wages for time spent in compulsory training once
approved in writing by their Department Director/Program Director or Supervisor.
a. Benefit-eligible employees and part time employees are encouraged to participate in a
minimum of forty (40) hours of professional development training during their annual
performance review cycle, pro-rated for employees with less than one year of service.
b. New employees may receive training and/or certification credit hours for certain verified
training received prior to employment with CRJ.
c. Accreditation, certification, and licensing standards may require additional training for
staff working in certain CRJ programs.
d. Employees should make themselves aware of any additional training requirements.
e. All employees are required to participate in professional development training
and are responsible for notifying their Program Director(s) of their individually
completed training hours.
B. Performance Management
1. New Employee Orientation
a. All new employees are required to attend an employee orientation within the first week
of employment.
b. New employees will be issued the CRJ Employee Handbook at orientation. New
employees shall sign a receipt at orientation confirming they have been issued the
Employee Handbook. Employees are responsible to know and understand the contents
of the Employee Handbook. Any changes to the Employee Handbook will be
communicated to employees on the on-line version of the Employee Handbook. The online Employee Handbook is located under the Human Resources link in the Staff Area of
CRJ’s website (www.crj.org/private).
2. Performance Reviews
a. Orientation Period Performance Reviews
i. An orientation status performance review will be conducted one week prior to three
(3) months of uninterrupted employment. This review will determine an employee's
initial suitability and appropriateness in his/her position and/or continued
employment with CRJ.
b. Performance Review
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i. The employee's annual performance review will be conducted one (1) year from the
employee’s date of hire.
ii. Performance reviews are used to examine the employee’s performance, verify
compliance with terms of employment; set future performance goals, and
recommend, if appropriate, a salary/wage adjustment. The employee shall be
allowed to provide written comments in response to the performance review.
c. Change of Status
CRJ reserves the right to transfer, retain, promote, or demote employees to other
programs or positions at its discretion.
d. Out of Cycle Performance Reviews
Employee(s) or their supervisor(s) may request/initiate out-of-cycle performance reviews
to recognize demonstrated outstanding performance of employees, or review the
unsatisfactory performance of employees.
All employees who have completed Orientation Status may request internal transfers by
applying for CRJ posted vacancies for which they are qualified. The employee’s current
supervisor will be notified of the application.
3. Membership in Professional Organizations
a. For the purpose of this section, a professional organization is defined as a formally
organized affiliation of professionals united for the development of professional activity
and knowledge related to the mission of CRJ.
b. Participation in a professional organization, as it benefits the individual and CRJ, is
encouraged for all employees.
c. Participation in a professional organization is a means of enhancing professional skills,
increasing knowledge, improving abilities, supporting individual growth and
demonstrating leadership.
d. Employees may request membership dues in one (1) such professional organization to
be paid by CRJ, at the discretion of their manager.
e. A request for reimbursement, along with copies of a membership card, certificate or
dues payment should be submitted to the Human Resources Manager.
f. Employees actively associated with a professional group may submit a request, with
reasonable notice to Human Resources, for time off with or without pay for events
directly related to the mission of CRJ. Employees will be notified if their request is
approved, and should not assume the request will be approved.
g. Reasonable expenses, associated with these events may be reimbursed with prior
written approval by the Chief Executive Officer or his/her designee.
C. Job Levels and Job Descriptions for Staff at CRJ
The descriptions below are used so that all CRJ positions, regardless of job title, may be
compared for compensation (e.g., E1, B2, D, etc...), staffing, career development and career
planning purposes in a consistent manner across all programs. Not all elements of these
generic descriptions necessarily apply to any individual position. For career planning and
development refer to CRJ’s Performance Management System.
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1. Individual Contributor (non-exempt) E1 & 2
a. Individual Contributor – E2
The E2 is an entry-level position for the direct service workforce and requires no
previous experience with human services or a specific client population. Requirements
are: basic reading, writing, and spoken English; physical competence as required; and
the ability to work effectively with clients and as a team member. This is a training level
position. The job incumbent must demonstrate the ability to acquire the necessary skills
in a timely fashion, and to operate at acceptable levels of reliability, productivity and
professionalism. This position typically requires a high-school diploma or equivalent
education and reports to a Supervisor.
b. Individual Contributor – E1
The E1 is for a fully trained staff member who has met the necessary certification
requirements, and performs his/her assigned tasks at acceptable levels of accuracy,
quality, and productivity. A minimum of six (6) months to one (1) year is usually required
to reach this level, but exceptional employees may be promoted into this level sooner, or
hired into this level based on previous training and experience. This position typically
reports to a Supervisor.
2. Professional Staff
a. Professional – I
The C3 and D level may be an exempt or non-exempt position that requires no previous
experience with human services or a specific client population, although a Bachelor's
Degree in a related field is usually required. Prior experience in the field may be
substituted for a degree, unless the specific job has academic requirements necessary
for certification as a service provider. The positions will have the responsibility for
accomplishing programmatic or client-specific objectives and will act independently in
achieving those objectives by exercising their judgment and expertise. This is a training
level position for some jobs, but may be a permanent level for exempt jobs that do not
require either a degree or specialized training. This position typically reports to a
Manager or Director.
b. Professional – II
The C1 and C2 levels are fully trained professionals in a specific field or discipline, and
usually require either a relevant Bachelor's Degree or equivalent experience. A degree
may be required for certification purposes in some jobs. These professional levels may
have the responsibility for developing client programs or plans, and implementing those
plans. They may also have the responsibility for training non-exempt staff, and acting as
a resource to those requiring their level of education and/or specialized experience to
help them in their jobs. This position typically reports to a Manager or Director.
c. Senior Professional
The B2 is a senior-level exempt professional, usually requiring a Master's Degree or
other advanced credentials and training to perform his/her tasks.
The Senior
Professional is considered to be an expert in his/her field, and may act as trainer and
mentor to other lower level professional staff. This position typically reports to a Director
or Executive.
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The chart below references the CRJ competency (building blocks) framework for the
following management categories.
Leadership Competencies
Building Blocks
Basic Leadership
Mid-Management
All Basic Leadership
Competencies plus:
All Core Competencies
plus:






Flexibility
Interpersonal Skills
Self-Direction
Coaching & Feedback
Diversity
Technical/Functional
Credibility
 Resourcefulness







Resilience
Team Building
Influencing/Negotiating
Staffing & Development
Performance Management
Accountability
Collaboration/Partnering
Senior
Management
All Mid-Management
Competencies plus:
 Building High
Performance
 Commitment to
Results
 Financial Management
 Project Management
 Workforce Planning
 Collaborative Problem
Solving
 Decision Making
Executive
All Senior
Management
Competencies
plus:
 Strategic Skills
 Vision
 Business
Perspective
 Financial
Accountability
 Managing
Complexity
Core Competencies
(Applicable to All Employees)




Customer Focus
Communication Skills
Team Effectiveness
Problem Solving & Decision
Making




Adaptability/Cooperation
Continuous Development
Initiative
Process Improvement
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3. Managerial Staff
a. Line Management
This is the first level of management, and typically supervises non-exempt employees.
The position does not have responsibility for budgets, although the supervisor may
handle some purchasing and petty cash functions. They have input into their
employees' performance reviews, but decisions on salary increases, hiring, and
terminations are made by the supervisor's manager. This position does not require a
college degree or previous management experience. The supervisor usually has
several years of relevant experience, often as a non-exempt employee performing the
tasks to be supervised. The position requires strong interpersonal skills and good
written, verbal, and math skills. Competency in Microsoft Word and Excel is preferred.
b. Mid-Management
The Manager typically supervises exempt, as well as non-exempt staff, and is
responsible for performance reviews, hiring, terminations, and budgetary decisions for
his/her department or program. The incumbent usually has a college degree or
equivalent education and experience. In addition to direct program or departmental
responsibilities the Manager is expected to contribute to the organization as a whole, to
comply with CRJ policies and procedures, as well as initiating improvements and
changes as needed. This position typically reports to a more senior Manager, Director or
Executive.
c. Senior Management
Has a broad span of control, either for multiple programs or for a functional area of CRJ.
The incumbent usually has at least a Bachelor's degree, if not an advanced degree
and/or equivalent education and experience in her/his field. The position requires
management of internal and external relationships to CRJ and can commit CRJ to
contractual obligations, usually with executive review.
He/she has budgetary
responsibility for one or more programs, and his/her performance has a significant
impact on CRJ’s overall success. This position typically reports to an Executive.
d. Executive
An executive is a member of the executive management team, and is an officer of the
corporation. The incumbent has at least a Bachelor's degree, and often an advanced
degree and/or equivalent education and experience in her/his field. The position requires
management of relationships external to CRJ as well as internal, and the Executive can
commit CRJ to contractual obligations. The position also has significant contact with the
Board of Directors, and is subject to review and direction from the Board as well as from
other executive management.
D. Job Descriptions
CRJ maintains position descriptions, which provide the name of the position (title), chain of
command, FLSA (Fair Labor Standards Act) status, salary, job duties, job requirements and job
qualifications. The descriptions will be reviewed and updated periodically, as business and
program needs require.
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