EMPLOYEE HANDBOOK

Trace Behavior Support, LLC

Updated 05/02/2025

ABOUT THIS HANDBOOK

THIS HANDBOOK IS A GUIDE TO TRACE BEHAVIOR SUPPORT’S CURRENT POLICIES, PROCEDURES AND BENEFITS. NOTHING CONTAINED IN THIS HANDBOOK CREATES A CONTRACT BETWEEN TRACE BEHAVIOR SUPPORT (“TRACE BEHAVIOR SUPPORT” OR ‘THE AGENCY’) AND ANY EMPLOYEE EITHER FOR CONTINUED EMPLOYMENT OR TO PROVIDE A BENEFIT. EMPLOYMENT WITH TRACE BEHAVIOR SUPPORT IS AT-WILL, WHICH MEANS THAT EITHER THE EMPLOYEE OR THE AGENCY HAS THE RIGHT TO TERMINATE EMPLOYMENT AT ANY TIME, WITH OR WITHOUT CAUSE. THIS HANDBOOK IS SUBJECT TO CHANGE BY THE AGENCY AT ANY TIME.

1. HANDBOOK

The material contained in this Handbook is informational only. It supersedes, revokes and replaces any other handbooks, manuals and policies in place prior to the distribution of this Handbook. Portions of it may not apply to an employee with a written employment contract unless specifically incorporated in the contract. Provisions of this Handbook may be modified, revoked or changed by the Agency at any time, with or without notice.

This Handbook is not intended to create a contract or a promise of specific treatment in specific situations. This handbook is designed to provide only general guidelines. It does not create any implication or promise of continued employment or that the provisions herein will apply to all situations.

2. INTRODUCTION

The Agency was created in 1997 to provide long-term stabilization for children at risk of psychiatric hospitalization and out-of-home placement. We are open to serve families twenty-four hours per day, seven days a week. The Agency’s goal is to act as an antidote to the prevailing notion that the most difficult children have to be served outside of their home and community. With intensive therapy, and parent support in place, virtually all children can be stabilized while remaining within their home and community.

We consider you a vital part of our Agency and encourage you to communi­cate your ideas and desires to your supervisor. Your dedication, professionalism, and work ethic will enable us to remain the leader in our field.

All of us have questions or problems from time to time. This handbook will answer some of those questions. We realize that no written statement can be an effective substitute for direct, regular communication on a person-to-person basis, but a thorough familiarity with the contents of this handbook will be helpful in many matters concerning your employment.

If you have additional questions, please discuss them with your supervisor.

3. EMPLOYMENT IS AT-WILL

Employment with Trace Behavior Support is on an at-will basis, meaning that the Agency may terminate your employment at any time with or without cause, for any reason not expressly forbidden by law. Likewise, you may terminate your employment at your discretion. Only the Director has the authority to bind the Agency to any term or condition of employment inconsistent with at-will employment. To do so, the Director must sign a specific agreement identifying by name the specific employee to whom it applies and expressly defining the change to the term or condition.

4. RIGHTS OF MANAGEMENT

In order to retain necessary flexibility in the administration of policies and procedures, Trace Behavior Support reserves the right to change, revise, interpret, or eliminate any of the policies and/or benefits described in this handbook, subject to limitations and provisions of applicable laws and regulations. None of the Agency’s current policies, benefits or terms and conditions of employment should be construed to be a contract or employment agreement.

5. EQUAL EMPLOYMENT OPPORTUNITY

Trace Behavior Support is an equal-opportunity employer. It is the policy of the Agency that employment decisions be made without regard to race, color, creed, religion, sex, age, national origin, marital status, sexual orientation, mental or physical disability, Vietnam Era veteran status or any other basis prohibited by law. It is also the Agency’s policy to comply with laws requiring reasonable accommodation for the mental or physical disabilities of applicants and employees. Any employee with questions, concerns or complaints about any type of discrimination in the workplace is encouraged to bring these issues to the attention of their immediate supervisor or the Director. Employees can raise concerns and make good faith reports without fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination or retaliation will be subject to disciplinary action, up to and including termination of employment. It is the policy of the Agency to promote diversity in the workplace.

5.1 SEXUAL HARASSMENT

Trace Behavior Support will not tolerate sexual harassment. Sexual harassment may include unwelcome sexual advances, requests for sexual favors, and other verbal, visual or physical conduct of a sexual nature. Sexual harassment may also include unwelcome sexual attention, verbal abuse of a sexual nature, unnecessary touching, displays in the workplace of sexually suggestive objects or pictures, sexually explicit or offensive jokes or objects, or engaging in any sexually-oriented conduct which would unreasonably interfere with another’s work performance or create a work environment that is intimidating, hostile or offensive. No employee is authorized to promise, imply or grant any preferen­tial treatment or to threaten, intimidate or impose any adverse treatment in connection with another employee or applicant engaging in, refusing to engage in or submitting to sexual conduct, and any suggestions or threats to the contrary are in violation of Agency policy.

Complaint Procedure

Employees who feel that they or others may have been subjected to sexual harassment, including but not limited to any of the conduct listed above, by any supervisor, another employee, customer, client or any other person in connection with their employment, should bring the matter to the immediate attention of their supervisor or the Director, who will initiate an investigation. Allegations of harassment will be promptly investigated. Only those with relevant information or others who have a need to know will be involved and appropriate corrective action will be taken. The investigation will be conducted in as confidential a manner as possible consistent with the Agency’s legal obligations. It will assist the prompt resolution of your complaint if you provide any supporting documents and identify any persons who may have knowledge regarding the allegations.

Any employee who is determined, after an investigation, to have engaged in sexual harassment in violation of this policy will be subject to appropriate disciplinary action, up to and including discharge, or criminal charges.

Retaliation because of an employee’s good faith report of harassment or participation in an investigation of such a claim is prohibited. Any individual who is found to have engaged in retaliatory conduct will be subject to appropriate corrective action, up to and including discharge. Employees who believe that they have experienced such retaliation should notify their supervisor or the Director.

5.2 OTHER FORMS OF HARASSMENT

Consistent with our policy of equal employment opportunity, intimidation or harassment in the workplace, based on a person’s race, sex, religion, national origin, age, handicap or disability, sexual orientation, marital status, or on any other prohibited basis, will not be tolerated. Employees are encouraged to report such conduct to their supervisor or the Director. They will then initiate an investigation and follow the same process as is described under “Complaint Procedure” in Paragraph 5.1 above and take appropriate corrective action. Retaliation because of an employee’s good faith report of harassment or participation in an investigation of such a claim is likewise prohibited and is subject to the same investigation and corrective processes as in Paragraph 5.1.

6. HIRING AND EMPLOYMENT STATUS

6.1 IMMIGRATION LAW COMPLIANCE

Trace Behavior Support is committed to employing only United States citizens and aliens who are authorized to work in the United States. It does not unlawfully discriminate on the basis of citizenship or national origin.

In compliance with the Immigration Reform and Control Act of 1986, each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility within the first three (3) working days. Former employees who are rehired must also complete the form if they have not completed an I-9 with Trace Behavior Support within the past three years or if their previous I-9 is no longer retained.

6.2 EMPLOYEE STATUS

Each position and employee within the Agency is classified as exempt or non-exempt. The Agency complies with the Fair Labor Standards Act definitions for purposes of wage and hour administration as follows:

• Non-exempt employees are employees whose wage and hour standards with regard to overtime are regulated by the Fair Labor Standards Act (typically, all non-management employees).
• Exempt employees are employees who are specifically excluded from the wage and hour standards requiring overtime as regulated by the Fair Labor Standards Act. These employees are usually management staff.

Trace Behavior Support employs a large professional staff. We offer a variety of professionally supervised internships for students in appropriate undergraduate and graduate schools. Historically, the agency has been committed to helping further the experience and education of those students pursuing a career in social services. Placement options at Trace Behavior Support are determined annually, based on program considerations. An internship at Trace Behavior Support provides an in-depth agency experience in a clinical track.

All Trace Behavior Support personnel policies and procedures apply to interns except hiring procedures, wages, benefits and unemployment insurance.

Contract workers are self-employed professionals hired to do specific jobs for the agency. Some programs may have contracted consultants where the scope of work is detailed and the terms and conditions of the contract are delineated. Contract workers are paid through disbursement requests (invoices), not through the payroll system.

6.3 YOU AND YOUR SUPERVISOR

Trace Behavior Support practices an “open door” policy, which means you can talk with anyone about a question, an idea or a concern. However, you should generally talk with your immediate supervisor first.

Your supervisor is responsible for keeping you informed of issues concerning your job. He or she will also let you know how you’re doing in your job. You have a responsibility to keep your supervisor informed if anything may affect your ability to perform your job well and safely.

On-Call Manager Phone Policy: 206-898-3958

The on-call phone (The Bat Phone) is used for off-hour emergencies, calling out sick outside of office hours (sick policy requires calling out before 8 pm), and for respite families to contact outside of office hours.

ONLY contact the Bat Phone if you have an emergency. Managers will not respond to texts or calls from staff after hours unless it is an emergency. Do not call the phone more than 1 time and leave a voicemail if the call is unanswered. Your phone call will be returned via text or call. Do not call or text more than once per hour or between 8 pm and 6 am.

Emergency is defined as sickness, any behavior from your client that triggers an incident report, car accident, absent client or running late, or something we need to know prior to the next day. If you are in doubt about your capacity to keep your client or yourself safe, call 911.

All other reporting can be emailed or wait until the next business day.

7. CONDUCT ON THE JOB

7.1 CELL PHONE POLICY

Phones are prohibited in all trainings. Leave your phone in your car, or turn it off and turn it into Kaitlee in the main office. This is your only warning for this policy. Do not use your phone during an assigned shift for any reason other than to respond to your supervisor or the office.

7.2 ATTENDANCE AND PUNCTUALITY

Regular attendance and punctuality are essential for everyone on the Trace Behavior Support staff. Because you are needed, it is critical for you to observe your work schedule. Absence or tardiness without proper notice is not tolerated at Trace Behavior Support, and we encourage you to be especially diligent in this respect. Proper notice includes notifying your supervisor live (speaking with your supervisor, not a VM, not a text, or an email) by phone no later than 8 pm the day prior to which you will be ill.

• Notify your supervisor (live, by phone on the manager cell phone) at Trace Behavior Support by 8:00 PM the day prior to your shift so that arrangements to cover your job can be verified (simply leaving a message is insufficient, as you are responsible to communicate with your replacement after speaking with your supervisor).
• Keep your supervisor informed of your situation on a timely basis should your absence extend for more than one day. Check-in every day to notify your supervisor that you will or will not be returning each day.
• For an illness anticipated to cause or causing more than three (3) working days absence, a letter from your physician will be required to: 1) Certify your inability to work; 2) identify the condition, course of treatment, and state the expected duration of the condition; and 3) state if and when you are scheduled to be seen by the health care provider again. Before you return to work, your physician must confirm in writing your ability to resume work. You are required to contact your supervisor before you return to work. We will not accept telehealth doctors notes.

Trace Behavior Support may require that you be examined by a physician of its choice, at its expense, if it has questions regarding your ability to work or to work safely or if it needs further information regarding or questions your inability to work.

Duty to report schedule changes: You are obligated to report daily to your supervisor changes in your scheduled work shift(s) (regardless of the cause), in the event that your actual hours worked exceed or are less than your shift(s) time listed on the Trace Behavior Support schedule. Since you are assigned to field work, we rely upon your integrity. Accuracy of your shift times will also be verified from time to time with unscheduled visits from your supervisor to the job site or contacting the school in which you are placed.

7.3 The Rolling Schedule

We are open to serve families twenty-four hours per day, seven days a week. The actual workday of an employee will vary depending on the case requirements. Evening and weekend hours should be regularly expected, and are required. Most staff are non-exempt and eligible for overtime pay if their workweek hours exceed 40 hours of actual work time (our workweek is from Saturday to Friday). Since we are on a twice-monthly pay period, you cannot calculate overtime based upon hours worked in a pay period.

Scheduling Requirements; your work hours vary from week to week. The schedule for the following week is posted on Thursday (at an 85% completion stage) on the website and changes continuously. Once you receive your assignments for the next week, it remains your responsibility to continue monitoring the schedule in order to respond to changes that may have been made.

For all shifts 5 hours or longer, you are required to take a 30 minute lunch break. When submitting a timecard, please check the box that states whether you did or did not take a 30-minute lunch break. These breaks are paid and are not intended for you to be supervising and/or eating with a client.

7.4 JOB REQUIREMENTS

You are required to have professional credentials (Pediatric CPR, Trace Behavior Support restraint training, auto insurance, fingerprinting, and background check within 15 business days) as well as daily internet access, a cell phone with internet capabilities, voicemail set up, a vehicle, and an e-mail address to meet the communication needs of the agency.

7.5 APPEARANCE AND ATTIRE

Trace Behavior Support asks that your appearance be businesslike and professional. If you have any doubt about dress standards for your job, don’t hesitate to consult your supervisor. Most times the nature of our work requires that you dress more casually than one would expect. However, we disallow the following:

• Baseball caps
• Tattoos that depict or promote gang affiliation, violence, drugs, alcohol, sexual content, or other inappropriate or disruptive imagery must be covered while on school grounds or during school-related activities.
• Glue-on eyelashes & excessive makeup
• Oversized clothing, crop tops, printed t-shirts, and heels
• Artificially bright colored hair (avoid colors of the rainbow)
• Facial jewelry/ accessories including nose rings, chokers, cheek and/or eyebrow piercings (all are disallowed for safety reasons)
• Open-toed shoes
• Overly pungent body sprays, perfumes, and colognes
• Women are required to wear bras.

7.6 EMPLOYEE RECORDS

We attempt to maintain the confidentiality of employee records. In certain circumstances such as legal action, release of your records may be required.

You may examine your own personnel file by appointment on your own time upon request to your supervisor, as frequently as allowed by applicable state law. If you disagree with something in your file, you may submit a rebuttal or corrective statement.

7.7 SAFETY GUIDELINES

The basic rules of safety appropriate to work areas for the health and protection of yourself, your colleagues, clients and the agency are important. The following guidelines are only examples and are not meant to be exhaustive:

• Do not try to lift anything heavy by yourself.
• Report any injury, large or small, to your supervisor and write out an incident report. Should you have a serious injury or feel seriously ill while at work, call 911. If your injury requires non-emergent medical care, please see a doctor and notify the medical office that you were injured at work, and are using L&I as coverage for the care. Report your injury to your supervisor or the batphone.
• Should you notice something that appears to be a safety hazard anywhere in the office, please report this to your supervisor immediately.
• Do not restrain children on respite shifts, or under any circumstances other than when a child is at risk of severe injury, of causing severe personal injury to you or another, or seriously damaging property at camp or schools.

If a child needs medication while under our care, the parent is advised to pre-package the medication in individual doses in the original prescription bottle that you may carry. In our camp program, staff will be responsible to deliver medication to the main office. During school shifts, the school nurse is to administer non-emergency medications. Behavior specialists may be required to administer emergency medications such as Epinephrine (EPIPEN), seizure medications, and others. When applicable, medication support training will be provided. Please review your school’s policy on medication.

We do not allow children other than those under our care to be supervised by our staff. If socialization is strongly indicated or part of the treatment plan, you and the client can socialize with a friend at the client’s home provided the client’s parent is present. Under no other circumstances should you allow another child (or adult) into the home (or car) in which you are working if the client’s parent is not home, nor should you take on other forms of responsibility for any person other than the contracted client.

You should transport children in the diagonal back seat of your car and have them in appropriate safety restraints at all times while you are driving. If you have a truck and/or do not have a rear seat, you must have and show proof of an airbag shut-off switch or function in the passenger seat. If you do not have this function, you may not transport clients.

7.8 WORK STANDARDS

Our expectation is that our employees will put forth great effort and use excellent judgment while working. The following is a non-exclusive illustrative list of some of the reasons for disciplinary action (an electronic written warning or write up) up to and including immediate dismissal: missing an assigned shift, theft; negligence; sleeping on the job, harassment; use, possession or distribution of illegal or recreational drugs or alcoholic beverages; distribution of prescription medication; insubordination; insolence (derisive, abusive or contemptuous statements or behavior toward a superior, or those designed to decrease staff morale), breach of confidentiality; completing another’s timecard; falsification of employment application or Agency records; physical violence; violation of firearm or safety rules; failure to promptly report on-the-job accidents or injuries; disruptive behavior; violation of security guidelines; unsatisfactory attendance; abuse of leave policies or unsatisfactory performance. It is emphasized; however, that employment is at-will and may be terminated for any reason, whether or not included in this paragraph.

7.9 ELECTRONIC INFORMATION AND COMMUNICATION POLICY

Because technology is changing rapidly, this policy does not attempt to list each and every element of our policy on electronic information and communication usage. Rather, it is merely a reference tool, outlining our philosophy and general principles and prohibitions to be applied when using Agency-owned or provided equipment. If you have any doubts on a particular issue or use, check with management first. We have the right to modify and/or interpret this policy at any time at our sole discretion.

The telephone system, facsimile machines, voicemail system, electronic mail system (e-mail), computers, computer network system, the Internet, any other electronic communication system, and the equipment and data stored on these systems, (“Electronic Information and Communication Systems”) are Agency property and remain so at all times. All messages and transmissions composed, sent, stored or received on our Electronic Information and Communication Systems are and remain the exclusive property of the Agency and are not to be considered private property of any employee. As Agency property, all messages on our Electronic Information and Communications Systems are subject to disclosure to law enforcement or government officials, or to other parties through subpoena or its equivalent, as well as for other business purposes.

All users of the Agency’s systems must comply with all software licenses, copyright and intellectual property laws, as well as all other state, federal or local laws.

When emailing, texting or even leaving voice messages use client initials ONLY.

The Electronic Information and Communication Systems are to be used for business purposes only. Employees cannot expect privacy rights to extend to the use of Agency-owned equipment or supplies. From time to time, such as when an employee is ill, on vacation, a business trip or a leave of absence, when it is suspected that an Agency rule, regulation or policy is being violated, if it is suspected that Agency property is being used improperly, or simply to monitor job performance or performance of the equipment or for other business or legal needs, an Agency representative may gain access to your voicemail or e-mail messages, your computer files, or any other Agency property. For these reasons, you should not expect messages left on your voicemail, e-mail or other communication device, or those messages that you send to be private. In fact, you should consider this information accessible like any other shared business file.

Although employees have individual passwords, encryption keys or access codes to their voicemail, e-mail and computer network systems, communica­tions created, stored, sent or retrieved on such systems are not confidential, as these systems are accessible at all times by the Agency. Even when a communication is erased or deleted, it may still be stored and thus can be retrieved and reviewed if and when business purposes require. We intend to review, audit, intercept, monitor, access, print and disclose all messages created, received, stored or sent over our Electronic Information and Communication Systems, with or without notice.

Employees may not use passwords or access codes that are unknown to management. All system passwords or access codes are the property of the Agency and must be available to management. Employees are restricted from using passwords or access codes of other employees to gain access to another employee’s email, voicemail, or other stored communication without prior approval from the other employee or from management. Employees are prohibited from “hacking” into other systems or “cracking” other passwords or access codes. No electronic communication may be created, transmitted or stored which attempts to hide the true identity of the creator or sender.

Employees are prohibited from using our Electronic Information and Communication Systems in any way that may be deemed illegal, fraudulent, embarrassing, intimidating, disruptive or offensive to others, which includes but is not limited to the transmission of sexually explicit messages, cartoons, ethnic, racial or gender slurs, or any other comment or message that offensively addresses someone’s age, sexual orientation, religious or political beliefs, national origin, disability, veteran’s status, or anything else that may be construed as harassing, discriminating or disparaging to or of others. Users encountering or receiving such material should immediately report the incident to management. Use of the Agency’s information and communication systems in violation of an Agency policy, or in a manner that will damage our reputation, or use for solicitations, advertisements or promotions (whether for charitable, political, religious or other reasons) is prohibited unless prior approval from management is obtained. Users may not install software into their individual computers or the network without first receiving prior approval from management.

Employees are prohibited from disclosing any proprietary or confidential information of the Agency or another without first receiving approval from the Agency. When authorized, employees are expected to exercise significant caution when transmitting proprietary and confidential information over an electronic communication system because of the abilities of others to “crack” the system. Any such message containing proprietary and confidential information should begin with a warning declaring that such information is confidential and proprietary to the Agency.

Employees are prohibited from recording a voicemail greeting or leaving an e-mail message that indicates that any message left on the system is confidential or private.

Employees are prohibited from accepting electronic devices such as laptops, chrome books, Ipads, etc. from school district officials without a signed agreement stating the device’s serial number, return policy, and date of return.

7.10 CONFIDENTIALITY

All employees, consultants, contract and other workers will agree to adhere to and sign a nondisclosure (confidentiality) agreement as a condition of their employment. These will be kept in the employee's personnel file. No employee, consultant, or volunteer shall disclose client, employee, donor, or agency information acquired by or made available to them in the course of their employment with the agency or use of such information for speculation, personal gain or any other use not required by their job. Violation of this policy may be grounds for immediate dismissal, and the employee becomes at risk of legal and financial liability.

7.11 OUTSIDE EMPLOYMENT/CONFLICT OF INTEREST

All employees are prohibited from engaging in practices which may be or appear to be a conflict of interest. Such practices include competing directly with the agency for clients, accepting gifts, gratuities or funds from people seeking to do business with the agency or seeking to assist agency clients by showing preferential treatment to a board or advisory committee member, friend or relative in the provision of service.

Please respect that we strongly discourage engaging in a romantic relationship with a staff member employed by Trace Behavior Support or by a Trace Behavior Support contracted school district and we prohibit romantic relationships with a family member on any Trace Behavior Support case (current or past).

If you have a question about whether a practice and/or activity create a “Conflict of Interest,” please check with your supervisor. The final decision is within the discretion of the Director.

7.12 SMOKING

In keeping with Trace Behavior Support’s intent to provide a safe and healthful work environment, smoking in the workplace is prohibited. While under our care, you and the client are also prohibited from smoking, even if the client has parental permission. Exceptions will be made only by the Director.

7.13 SOLICITATION

Unauthorized persons are not allowed access to our facilities for the purpose of soliciting or distributing printed materials. Employees may not distribute printed materials during working time and/or in work areas. Distribution of unlawful or obscene materials is prohibited. Employees may not solicit nor participate in any solicitation during their working time.

7.14 SECURITY

Only persons having official Agency business will be allowed access to our property. These include employees, employment applicants, suppliers, buyers, vendors and official guests. Guests must be escorted at all times while on Agency premises.

Please report to your supervisor any incident, which in your opinion indicates a security problem.

7.15 FIREARMS/WEAPONS

No one is permitted to bring firearms, explosive devices or other potentially deadly weapons onto Trace Behavior Support’s premises, including parking lots, into Agency vehicles, or onto the premises of a client. These items are absolutely banned from Agency premises even where the individual carrying the firearm or weapon has a concealed weapon permit.

8.0 PAY PRACTICES

8.1 PAYDAY

All employees are paid semi-monthly. If payday falls on a holiday, checks will be distributed on the preceding workday. Paydays are the 16th and 1st of each month.

Timesheets must be approved by the employee on the 1st and 16th of every month by 9:00 am. Filling out your timesheet is required after the completion of each assigned shift.

All documentation must be submitted by 9:00 am the following day, failure to submit documentation within the given timeframe will result in a write up.

In the case this is your final paycheck, you are to return any Trace Behavior Support property including camp t-Shirts ($50.00 each). You will be charged the for any unreturned materials. You will also be charged on your final check for any wage theft discovered over the course of your employment. For example, if you were scheduled to clock out at 2:45 pm each day and you left at 2:30 each day, the 15 minutes that you were paid but did not work would be paid back to Trace Behavior Support.

Clothing Damage: Reimbursement will not be provided for any clothing that is damaged due to physical interactions with clients. This includes, but is not limited to, tears, stains, or any other form of deterioration resulting from client behavior. There are no exceptions to this rule.

8.2 OVERTIME

Our work frequently requires that we meet demanding time schedules. Each position within the Agency is classified as overtime-exempt or overtime-eligible (non-exempt) depending on position responsibilities and salary. If you are a non-exempt employee (most non-management employees), you will be paid overtime. Overtime is not to be worked without approval from Trace Behavior Support.

8.3 PAYROLL DEDUCTIONS

As required by law, the following taxes are deducted from your pay:

• Social Security Tax (FICA) (matched by the Employer).
• Federal Income Tax.
• Industrial Accident Insurance (where applicable).
• State Income Tax (where applicable).
• Washington Cares Tax
• Garnishments, when applicable
• Insurance premium deduction, if enrolled

Be sure to keep all wage statements. This information will be useful in keeping your personal accounts and in preparing your tax returns. Shortly after the first of the year you will receive a statement of total earnings (W-2) for the previous calendar year.

9. MISCELLANEOUS

9.1 UNPAID LEAVES OF ABSENCE

9.1.A Overview.

A leave of absence must be requested in writing and submitted to your supervisor as soon as the need for such a leave is known. No benefits, such as sick leave, are earned while you are on unpaid leave. Group insurance coverage may terminate at the end of the month in which the unpaid leave of absence begins. If you desire to continue your group coverage (and if policy provisions permit it), you must make arrangements to prepay your individual premium each month. Such arrangements should be taken care of before beginning an unpaid leave of absence. Failure to return from leave as agreed will be treated as a resignation of employment.

9.1.B Unpaid Leave for Medical Reasons.

If you do not have paid time off, you may be granted a medical leave of absence if you are recovering from illness or an accident. Medical leaves may be used for actual periods of disability associated with pregnancy or childbirth. A medical leave of absence requires a doctor’s certificate and usually may not exceed 1 month.

A written request for a medical leave of absence must be submitted to your supervisor, along with a doctor’s certificate, indicating the general nature of the medical condition (e.g., pregnancy, back surgery) problem and the anticipated length of absence. A medical leave of absence may be extended, upon written request, when accompanied by an explanation of the need for an extension period from your doctor. You must provide a doctor’s certificate of ability to return to work, with any limitations that are applicable, at the time you return from leave.

When you return from a medical leave, you may return to your same job or a similar one if business necessity did not require us to fill your job during your absence. Employees returning from pregnancy or childbirth-related medical leave will be returned to work as required by law.

9.1.C Unpaid Leave for Personal Reasons.

Under certain conditions, you may be given a personal leave of absence for a specified period of time. Requests for personal leave will be evaluated based on your work record, your department’s staffing needs, and your reason for requesting the leave. The circumstances determine the length of the leave, but a personal leave of absence typically may not exceed 2 days. Employees returning from a personal leave are not guaranteed a return to their former job. If a position is available for which you are qualified, you may be considered for that opening. Where possible, you will be returning to your prior job or a similar position.

9.1.D Military Leave of Absence.

Employees who are required to attend annual military reserve training or other active military duty may take the time as either regular vacation or unpaid leave. Employees who take military leave are entitled to return to their jobs as provided under federal and state laws.

9.2 JURY DUTY

Trace Behavior Support recognizes the responsibility of every citizen to serve on jury duty when summoned and whenever personal and business circumstances permit. The Agency will pay the employee’s average hours per week worked during jury duty for the first two weeks. Service beyond two weeks will not be compensated by the Agency. Written evidence of jury duty and pay must be presented. An employee is expected to report to work during those periods when he/she has no court responsibilities, insofar as consistent with applicable law.

9.3 PAID TIME OFF (PTO)

Class A employees will receive an automatic deposit of 8 hours of PTO added to their paycheck that contains the hours worked between November 16th through the 30th for Thanksgiving and December 16th through the 31st IF the Christmas holiday falls on a weekday.

9.3a Non-cash Paid Time Off

The company recognizes the value of paid time off for its employees and has established a Paid Time Off (PTO) policy. Employees are accountable and responsible for managing their own PTO hours to allow for adequate reserves for vacation, personal illness, to care for a family member with a mental or physical illness, injury, or health condition or preventive medical care, for any reasons related to domestic violence, sexual assault or stalking, medical and dental appointments, unforeseen emergencies, death of an immediate family member, paid time off allowed under the Seattle Sick and Safe leave ordinance, or other needs that require time off from work.

Please understand that you are not employed by any other party including school districts. Although some of your time-off mirrors non-student days, we do not structure our PTO policy the same as the district may. All time off requests must be submitted to, and approved by, their supervisor using the ‘Vacation Request Form’.

9.3b Non-cash Paid Time Off (PTO)

Upon hire, full-time employees will begin accruing PTO at a rate of 3.34 hours per paycheck for a maximum of 2 weeks (86.67 hours) of paid time off in their first year of employment and 3 weeks (130 hours) in their second year of employment. If you have not accrued enough PTO to cover your time off request during winter break, you may be allowed, with supervisor approval, to go into the negative in your PTO bank. Per-diem staff will receive 1 hour of Seattle sick and safe leave per 40 hours worked for the duration of their employment.

PTO hours used during a pay period may not:

1. Exceed those hours available
2. Exceed 40 of combined worked and PTO hours in a single work week.

Unused PTO will not carry over annually and cannot exceed 130 hours per year. Unused PTO will not be paid out at the end of employment. You are not allowed to use PTO during your resignation period.

9.3.c Scheduled Time Off (Foreseeable Leave Requests)

PTO is not an assurance of scheduled time off. All approved scheduled time off requests will be submitted as PTO scheduled leave. Please notify us if you are seeking scheduled time off for a reason covered by Seattle’s Sick/Safe Paid time off ordinance (see above). If you have exhausted PTO, the request may be denied unless it qualifies as military or approved personal leave.

9.3.d Available PTO Request Schedule

Thanksgiving Break – most staff will be granted PTO if requested.

Winter Break – ½ of staff will be granted PTO based upon order of request.

Mid-Winter Break aka President’s Week - ½ of staff will be granted PTO based upon order of request.

Spring Break – This camp is typically small, and a good likelihood of PTO being granted.

Summer break PTO requests will be granted based on camp enrollment.

Single PTO days - will be granted if requested in advance and no training is scheduled. These days normally fall on major national holidays or are marked as “non-student days” on the school calendar. Do not request time off when school is in session.

When you take PTO that includes a Friday, you are NOT given that following weekend off. You are also NOT given the weekend prior off without specific written authorization from your supervisor.

Days off or time off (paid or unpaid) are not to be requestable while school is in session (when students are present)

9.3.e Unscheduled Time Off (Unforeseeable Leave Requests)

We recognize that on occasion employees will be unable to come to work due unforeseeable circumstances. However, good attendance and promptness in reporting to work are required. Unscheduled time off is defined as less than 48 hours notice prior to the date of the event. In the event of unscheduled time off, employees are to follow the Call-out policy, which requires calling the after-hours emergency phone and speaking to a manager at least 1 hour before your scheduled shift, except when that is impossible. When calling in, the employee must state the reason for the unscheduled absence. It is not acceptable, except under extreme circumstances, to have family members or friends call in on the employee’s behalf. Employees are to call in every day for an unscheduled absence and state the reason for the unscheduled absence, except while on an extended approved leave of absence. Employees absent for 3 or more consecutive days may be requested to provide a statement from their health care provider concerning justification for unscheduled absences.

Abuse of unscheduled time off or the establishment of unscheduled time off “patterns” (i.e., absent on Monday(s) and/or Friday(s), the second Wednesday of each month, once every month) may be subject to disciplinary action, up to and including immediate termination.

Failure to report to work on a scheduled day without following the guidelines for calling in for unscheduled time off may be considered job abandonment and is cause for disciplinary action, up to and including immediate termination.

Only unforeseeable leave due to reasons consistent with the Seattle Sick/Safe Paid Time Off Ordinance (above) will be eligible for PTO. PTO unscheduled leave will be processed using the hours worked by the employee replacing you during your missed shift(s). If management was unable to cover your shift, your PTO unscheduled leave will be processed using an average of hours typically worked during the missed shift.

9.4 Trace Behavior Support Employee Classes and Levels

Employee Classes

Class A

Determination is made by the Director after the first 60 days of employment. Class A employees work an average of 38 hours per week and meet the following qualified availability requirements:

• Available between 6:00 AM and 5:00 PM, Monday–Friday
• Available three (3) weekday evenings in addition to the above
• Available one (1) weekend day/evening/overnight

Class A employees:

1. Are paid hourly and are overtime eligible.
2. Receive a 60% employer contribution toward the monthly premium for employer-provided medical, dental, and vision insurance.
3. Contribute 40% of the monthly premium for employer-provided medical, dental, and vision insurance.
4. Accrue paid time off
   1. First 26 months of employment- 3.34 hours of paid time off per pay period, up to 86.67 hours.
   2. After 26 months of employment- 5.00 hours of paid time off per pay period, up to 130 hours.

Class B

Determination is made by the Director after the first 60 days of employment. Class B employees work an average of 38 hours per week and meet the following qualified availability requirements:

• Available between 6:00 AM and 5:00 PM, Monday–Friday
• Available two (2) weekday evenings
• Available one (1) weekend day/evening/overnight

Class B employees:

1. Are paid hourly and are overtime eligible.
2. Receive a 60% employer contribution toward the monthly premium for employer-provided medical, dental, and vision insurance.
3. Contribute 40% of the monthly premium for employer-provided medical, dental, and vision insurance.
4. Accrue 1.00 hour of Seattle Sick and Safe leave per 40 hours worked.

Class R

Class R employees are per diem employees who work, on average, less than 38 hours or less per week based on their own availability.

Class R employees:

1. Are paid hourly and are overtime eligible.
2. Accrue 1.00 hour of Seattle Sick and Safe leave per 40 hours worked.
3. Can remain on the insurance policy at the staff’s expense.

Employee Levels

Level I

Behavior Specialists who have completed the probationary period, are active learners, have not been tardy, and score 80% on training concepts.

Level II

Behavior Specialist who demonstrate conscious competence, score 90% training concepts, complete and follow through on a behavior plan, and pass field tests.

Level III

Behavior Specialist who has passed all field and written testing with 100% scores. Consistently implements the Trace Behavior Support Depression Curriculum, has not been tardy, actively participates in behavior plan writing and implementation, and provides high-quality written progress notes.

9.5 HOLIDAYS

You will be required to work some nationally recognized holidays, and pay is not enhanced if you work on these days. Trace Behavior Support does not officially observe any holiday and is never “closed” to our customers.

9.6 PAID HOLIDAYS

9.7 TIMESHEETS

Time sheets must be approved and submitted by the 1st and 16th of every month by 9am. Under special circumstances, employees will receive notice via email if timesheets are due at a date other than the last day of the pay period.

9.8 MEDICAL INSURANCE COVERAGE FOR FULL TIME STAFF

Eligibility

Employees who are regularly scheduled an average of 35 or more hours per week or are salaried are eligible for coverage under the Trace Behavior Support medical insurance plan. Coverage begins on the first of the month following 60 days from the date of hire or following the date of reclassification to benefited (over 35 hours) status. Insurance coverage continues through the last day of the month in which an eligible employee is employed in a benefited position.

Partial coverage is currently provided only for the employee and not their family members, including spouse or domestic partner and children. However, you can add family members to your coverage at your expense.

Employees who are regularly scheduled an average of at least 35 hours per week, are eligible to receive medical benefits with Trace Behavior Support paying 60% of the monthly premium and the employee paying 40%.

Employees who take the summer off can remain eligible for health insurance but are required to pay the premium during their absence.

For more detailed information on the plan, including the premium cost(s), please see the Director.

9.9 DENTAL COVERAGE

Eligibility

Employees who are regularly scheduled an average of 35 or more hours per week are eligible for coverage under the Trace Behavior Support dental insurance plan. Coverage begins on the first of the month following 60 days after the date of hire or following the date of reclassification to benefited (over 35 hours) status. Insurance coverage continues through the last day of the month in which an eligible employee is employed.

The dental plan is optional and may be extended to your spouse, domestic partner and children at your expense.

Trace Behavior Support pays for 60% and the employee pays 40% of the employee’s monthly premium if the employee is regularly scheduled an average of 35 or more hours per week.

For more detailed information on the plan, refer to your supervisor.

ANY QUESTIONS UNANSWERED?

We have tried to anticipate your questions about the Agency and to present the basic policies that are important to you, but there may be topics we have not covered to your satisfaction. If you are unsure about anything pertaining to your job or to Trace Behavior Support, please feel free to ask your supervisor.

We hope that this handbook has helped you better understand our Agency, who we are, what we do, how we do it and the benefits and services we provide.

These policies may be revised, deleted or added to from time to time.

RECEIPT AND ACKNOWLEDGMENT OF EMPLOYEE HANDBOOK

TRACE BEHAVIOR SUPPORT’S EMPLOYEE HANDBOOK IS DESIGNED TO ANSWER MANY OF THE QUESTIONS WHICH MAY ARISE IN CONNECTION WITH YOUR EMPLOYMENT. HOWEVER, THE MATERIAL CONTAINED IN THIS HANDBOOK IS INFORMATIONAL ONLY. IT SUPERSEDES, REVOKES AND REPLACES ANY OTHER HANDBOOKS, MANUALS AND POLICIES IN PLACE PRIOR TO THE DISTRIBUTION OF THIS HANDBOOK. IT DOES NOT APPLY TO ANY EMPLOYEE WITH A CURRENT WRITTEN EMPLOYMENT CONTRACT SIGNED BY THE DIRECTOR UNLESS SPECIFICALLY INCORPORATED IN THE CONTRACT. PROVISIONS OF THIS HANDBOOK MAY BE MODIFIED, REVOKED OR CHANGED BY TRACE BEHAVIOR SUPPORT AT ANY TIME WITH OR WITHOUT NOTICE AND INTERPRETATION OR EXCEPTIONS MAY BE MADE AT THE DISCRETION OF THE AGENCY.

THIS HANDBOOK IS DESIGNED TO PROVIDE ONLY GENERAL GUIDELINES. THIS HANDBOOK DOES NOT CREATE ANY IMPLICATION OR PROMISE OF CONTINUED EMPLOYMENT OR THAT THE PROVISIONS HEREIN WILL APPLY TO ALL SITUATIONS. RATHER, EMPLOYMENT WITH TRACE BEHAVIOR SUPPORT IS ON AN AT-WILL BASIS, MEANING THAT THE AGENCY MAY TERMINATE YOUR EMPLOYMENT AT ANY TIME WITH OR WITHOUT CAUSE, FOR ANY REASON NOT EXPRESSLY FORBIDDEN BY LAW. LIKEWISE, YOU MAY TERMINATE YOUR EMPLOYMENT AT YOUR DISCRETION. NO PERSON OTHER THAN THE DIRECTOR HAS THE AUTHORITY TO MAKE ANY EMPLOYMENT AGREEMENT WHICH ALTERS THE AT-WILL RELATIONSHIP. ANY SUCH AGREEMENT MUST BE IN WRITING, REFER TO THE SPECIFIC EMPLOYEE BY NAME AND BE SIGNED BY THE DIRECTOR.

Acknowledgement

Your signature below indicates that you have received the Handbook.

Other Acknowledgments

• You acknowledge that your employment is at-will-that is, it is of no certain duration and may be terminated at any time at the discretion of Trace Behavior Support.
• When you leave the employ of Trace Behavior Support you agree to:
  • Return the Employee Handbook;
  • return all other property belonging to Trace Behavior Support in good order and, if you do not, the costs of replacing or repairing it and any attendant costs caused by the non-return can be deduced from your final paycheck;
  • Permit Trace Behavior Support to deduct from your final paycheck any monies which might be owed by you to Trace Behavior Support such as unearned vacation taken and any other indebtedness to Trace Behavior Support;
  • You acknowledge you will maintain the confidentiality of Trace Behavior Support’s trade secrets and other confidential or sensitive information you acquired during the course of your employment with the Agency.