HR-002-Employee and Family Assistance _HR_2016SAINT JOHN
Subject: Employee and Family Assistance Program
(EFAP) Policy
Policy No.: COS -HR -002
Effective Date: December 13, 2016
Area(s) this policy applies to: Employees of the City
of Saint John, the Saint John Police Force and their
family members
Related Instruments:
Revision History:
Category: Policy
M&C Report No.: 2016-230
Next Review Date: (3 years)
Office Responsible for review of this Policy:
Human Resources
Policy Sponsor: Commissioner of Corporate
Services
Document Pages: This document consists of 6
pages.
Common Clerk's Annotation for Official Record
I certify that the Employee and Family Assistance Program (EFAP) Policy
Statement was adopted by Common Council on October 3rd, 2016.
I certify that the Employee and Family Assistance Program (EFAP) Policy was
approved by the City Manager on December 13th, 2016
Common Clerk
December 22, 2016
Date
Contact: Stephanie Hossack, Director Human Resources
City of Saint John, City Hall 12th floor, P.O. Box 1971, SaintJohn, NB, E21-41-1
Telephone: 506-650-7637
Email: stephanie.hossack@saintjohn.ca
City of Saint John Employee and Family Assistance Program (EFAP) Policy 1
TABLE OF CONTENTS
1. Policy Statement.................................................................................................................3
2. Scope...................................................................................................................................4
3. Legislation And Standards...................................................................................................4
4. Roles And Responsibilities...................................................................................................4
5. Monitor And Review...........................................................................................................5
6.
Implementation...................................................................................................................5
7.
Authorization......................................................................................................................5
8.
Resources............................................................................................................................5
9.
Procedures..........................................................................................................................6
10.
Glossary..............................................................................................................................6
11.
Inquiries..............................................................................................................................6
12.
Appendices..............................................................................................................................................................6
City of Saint John Employee and Family Assistance Program (EFAP) Policy 2
Policy Statement
The employees of the City of Saint John are its greatest asset, essential to the delivery of
effective and quality public services. With a concern for the well-being of our workers and
recognition of the investment in and by our people, labour and management jointly sponsor
The Employee and Family Assistance Program.
All people, regardless of their jobs or roles in an organization, face a variety of problems in
their daily lives. Usually, these difficulties can be worked out. Sometimes, however,
personal and other problems become too much for an individual to handle and, as a result,
affect personal happiness, family relations, performance at work, and even one's health.
Without proper attention, these problems can become worse, with consequences that are
often unpleasant and expensive.
The City of Saint John and the Saint John Police Force are concerned that any and every
employee who may be experiencing personal difficulties, can access confidential support
and assistance; this is available and provided through The Employee and Family Assistance
Program.
The primary purpose of our Employee and Family Assistance Program is to ensure that all
employees and family members having any kind of psychological, social, behavioural, or
financial problem are given the opportunity to obtain assistance. The Unions representing
City employees, the non-union employees group, and the City of Saint John and the Saint
John Police Force, as Employer, recognize that human problems can be successfully
addressed, provided they are identified, and referral is made to an appropriate service
provider.
This is true whether the issue is one of a physical, mental or emotional nature; financial;
marital or family distress; addiction related; legal or any other identified concerns.
The Employee and Family Assistance Program has been established to assist all employees
and family members who may have personal problems, whatever the origin of those
problems, which potentially affect their job performance and to help them gain assistance
at the earliest possible time. The Program is in no way meant to interfere with the private
lives of employees. It is there to help the individual and his/her family.
Nothing in this statement of policy is to be interpreted as constituting a waiver of
Management's right to take disciplinary measures, nor the Union's right to grieve, all within
the framework of the respective collective agreements.
City of Saint John Employee and Family Assistance Program (EFAP) Policy
The objectives of this policy are:
1. to provide confidential support and assistance to employees and family members
experiencing personal problems, and to do so at little or no cost to the employee;
2. to support and encourage a positive work environment and enriching work life for all
employees, and a healthy productive workplace;
3. to support Supervisors, Union Representatives and all employees in fulfilling their roles
under this policy;
4. to inform employees and their families about the Program; and
5. to expedite access to treatment resources.
1. SCOPE
A Joint Committee has been established under the authority of the City Manager and the
Chief of Police to implement The Employee and Family Assistance Program. This Committee
will be composed of representatives of each employee group, a Human Resources staff
advisory resource, and a secretary (to be selected by the Joint Committee). Each civic Union
and employee group will name its representative(s).
2. LEGISLATION AND STANDARDS
The Unions and Management agree to the earliest possible utilization of the EFAP Program
for an employee showing indications of a personal problem which may affect his or her job
performance.
Any decision on the part of the employee to seek help will not interfere with his or her
position of employment.
An EFAP referral is neither a substitute for, nor a part of normal disciplinary procedure.
However, both the unions and management recognize the importance of urging the
employee to deal with the underlying problems which might be affecting job performance.
Strictest confidentiality will be maintained at all times. All referrals under this policy are entirely
voluntary.
3. ROLES AND RESPONSIBILITIES
1. The City Manager and Chief of Police shall approve Business Practices associated with
this policy.
City of Saint John Employee and Family Assistance Program (EFAP) Policy 4
2. The EFAP Committee, in consultation with all employee groups, shall propose business
practices associated with this policy.
3. The EFAP Committee shall:
a. establish a system of referral agents
b. establish the internal procedures to be used for administration of Committee
business
c. provide ongoing educational programs for EFAP Committee Members
d. publicize the Employee and Family Assistance Program among employees and
their families
e. keep minutes of all meetings of the Joint Committee
f. review and update the Employee and Family Assistance Program annually
g. maintain absolute confidentiality at all times.
4. EFAP Referral Agents, Supervisors, Shop Stewards, and all employees shall:
a. champion the EFAP Program within scope of operations
b. contribute to a positive workplace culture in which employees feel comfortable
seeking help, and are encouraged and supported in doing so.
5. MONITOR AND REVIEW
This policy document will be reviewed every three years, and as determined by the City
Manager.
G. IMPLEMENTATION
This Policy Document will be implemented by the City's Human Resources division,
Corporate Services.
7. AUTHORIZATION
This Policy Document is authorized by City Manager pursuant to a resolution of Common
Council approving the associated Policy Statement.
S. RESOURCES
N/A
City of Saint John Employee and Family Assistance Program (EFAP) Policy 5
9. PROCEDURES
An employee who feels he or she has such a problem is encouraged to seek help through
EFAP channels or privately. Both parties recognize the benefit of appropriate EFAP
intervention in addressing performance problems before adverse administrative actions
including discipline, become necessary.
Employees may seek help through an EFAP service provider or through an EFAP referral
agent (self -referral).
10. GLOSSARY
Employee and Family Assistance Program (EFAP): A confidential service that is available to
support the employees of the City of Saint John, the Saint John Police Force and their
eligible family members. The program provides support for resolution of various types of
difficulties (psychological, financial etc.) as well as a broad range of educational and
development.
11. INQUIRIES
Inquiries regarding this Policy can be addressed to Stephanie Hossack, Director Human
Resources, City of Saint John, City Hall — 12th floor, P.O. Box 1971, Saint John, NB, E2L 41-1
12. APPENDICES
N/A
City of Saint John Employee and Family Assistance Program (EFAP) Policy 6