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doc11774 6a1857fd-125c-4249-a536-8112d9ee48f9_Employee_Handook_10-26-artifacted.pdf
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Page 1
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1 · FIGURE
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Page 2
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1 · HEADING
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Page 3
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"text": "XI. EXIT INTERVIEW ..... 53\nAPPENDIX B: SELF-DIRECTION SELF-HIRED EMPLOYEES ..... 54\nI. EMPLOYMENT STATUS ..... 54\nII. ATTENDANCE AND PUNCTUALITY POLICY ..... 54\nIII. DRESS CODE POLICY ..... 55\nIV. FULL-TIME BENEFITS ..... 56\nV. TOBACCO USE ..... 56\nVI. DRIVING ..... 56\nVII. ANNUAL TRAINING ..... 56\nAPPENDIX C SUMMARIZED WORK RULES ..... 56",
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Page 4
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"text": "Thank you for your dedication to the people we support and commitment to AIM's mission. This handbook explains the employment policies, workplace expectations, benefits, and reporting responsibilities that apply to employees. Because clear and consistent practices support both employees and effective services, each employee is expected to read the handbook, follow its requirements, and ask Human Resources when guidance is needed."
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"text": "AIM will review this handbook and the policies it contains at least annually and more often as needed to reflect changes in law, regulation, agency operations, or practice. The handbook will be posted in AIM's HR/Payroll software platform, included in new-hire training, and included in AIM's annual training bundle for all employees so that staff remain informed of current policies and expectations."
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"text": "This handbook replaces previously issued employee handbooks. AIM may revise, delete, or add provisions in writing at any time. Oral statements or representations do not change this handbook. The handbook is not an employment contract and does not guarantee benefits or conditions of employment. Applicable laws and regulations, formal benefit plan documents, and separately issued policies identified as controlling remain governing authorities."
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"text": "AIM Services, Inc. is dedicated to empowering people with intellectual and developmental disabilities to embrace their strengths, pursue their goals and dreams, and lead independent, fulfilling lives."
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"text": "AIM is an approved provider of services through the New York State Office for People with Developmental Disabilities (OPWDD). Pay rates, employee categories, and benefits may differ depending on the department or service to which an employee is regularly assigned."
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"text": "In Self-Direction, self-hired staff work under a co-employment model. The person receiving services, and, when applicable, their family or circle of support, chooses staff, determines compensation within allowable limits, provides day-to-day supervision, direction and training, monitors performance, and may end the staff member's services. AIM manages onboarding, payroll, benefits, required background and reference checks, basic OPWDD training, and compliance with applicable OPWDD and labor requirements."
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"text": "Staff who do not work under the co-employment/self-hired model in Self-Direction may be referred to as Legacy or Traditional staff; this simply denotes that they work in a capacity outside of the co-employment model that exists in Self-Direction."
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"text": "EQUAL OPPORTUNITY EMPLOYER",
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"text": "AIM Services, Inc. is an equal opportunity employer. AIM prohibits discrimination in recruitment, hiring, employment, promotion, termination, compensation, and other terms and conditions of employment based on race, ethnicity, color, creed, religion, gender identity, age, marital status, disability, arrest record, sexual orientation, predisposing genetic characteristics, domestic violence victim status, or any other status protected by applicable law. Employment decisions are based on individual qualifications and the ability to perform the essential functions of the position."
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"text": "The agency has established a procedure for reporting instances of discrimination that provides for prompt consideration of and resolution of complaints of harassment and protection against retaliation. See Policy Against Unlawful Discrimination and Harassment."
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"text": "ACCOMMODATION OF EMPLOYEES WITH DISABILITIES",
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"text": "In compliance with the Americans with Disabilities Act, as amended, and the New York Human Rights"
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"text": "3",
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Page 5
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"text": "Law, and keeping with our philosophy, the agency will attempt to reasonably accommodate qualified employees with known disabilities unless doing so would create an undue hardship on the agency. Any qualified applicant or employee with a disability who requires accommodation(s) to perform the essential functions of the job should contact Human Resources and request accommodation."
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"text": "EMPLOYMENT STATUS",
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"text": "Employment with AIM is at will. Either the employee or AIM may end the employment relationship at any time, with or without notice or cause. This handbook and other policies, procedures, manuals, documents, or statements do not create an employment contract or change at-will status. At-will status may be changed only by a written employment agreement signed by the Chief Executive Officer that expressly states the change."
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"text": "For those employees working under the Self-Direction co-employment model, the person receiving services can choose to hire staff and end staff employment/services if they are not consistent with the person's expectations."
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"text": "Employees receive both a wage-and-hour classification and an employee category. Human Resources determines whether a position is exempt or non-exempt under the Fair Labor Standards Act and applicable state law. Employment categories may affect pay practices and eligibility for benefits."
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"text": "Exempt Employees - are legally exempt from the overtime provisions of the Fair Labor Standards Act. With some exceptions, the base pay of a salary basis employee may not be reduced based on the ‘quality or quantity’ of work performed. Exempt employees are paid on a salary basis subject to the requirements and permitted deductions of applicable law."
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"text": "Non-Exempt Employees – those covered by the provisions in the Act for minimum wage and entitled to overtime pay for hours worked beyond 40 hours in the work week. Benefit time and/or paid lunch breaks are not considered hours worked for computing overtime."
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"text": "New Employee - an employee with less than three (3) months of employment."
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"text": "Temporary Employee - an employee who is hired for a special or \"temporary\" assignment."
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"text": "Full-Time Employee – an employee who is regularly scheduled to work at least 35 hours per week, including paid meal and break periods."
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"text": "Part-Time Employee - an employee is assigned a regular position with a minimum of 20 hours per week, and a maximum of 34 hours worked per week."
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"text": "Per Diem Employee – an employee who does not have a regular schedule and works on an on-call or substitute basis. Per-diem employees must work at least 24 hours per month."
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"text": "Self-hired Employee: Self-hired employees work in Self-Direction under the co-employment model described in Section I. They may be classified as full-time, part-time, or per diem based on the categories above."
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"text": "The employee categories have been established in determining pay rate and benefits. They do not imply an employment contract or that employment is for a particular period."
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Page 6
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"text": "AIM maintains personnel records and administers access to those records in accordance with applicable law. Employees will receive notice of personnel-record documentation when required by law and may contact Human Resources with questions or requests concerning their records."
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"text": "Training Records",
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"text": "Training records will be maintained by the Staff Development Department and will include any records of mandatory, voluntary, and work-related training received prior to or during the course of employment. To obtain a copy of your training records, an employee must submit a written request to the Staff Development Department."
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"text": "Pre- or post-employment physical reports/testing (if required), PPD, Vaccines, X-Rays, Staff Injuries, or other related employee medical information will be maintained in the Human Resources Department."
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"text": "Prior to starting work, all employees working in a certified setting must be tested for Tuberculosis (TB), in accordance with current New York State regulations. Where required by New York State regulations, employees may be subject to further TB testing on an annual basis and under certain other circumstances. If an applicant wishes to receive a PPD test from their personal physician or other health care provider, acceptable documentation of the testing must be provided to AIM Services within the required timeframe, and the employee is responsible for any costs incurred."
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"text": "From time to time, AIM Services may make flu shots or other vaccines available to employees. Should you be interested in receiving vaccinations please see the Director of Clinical Services for information."
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"text": "AIM Registered Nurses do not provide occupational health evaluation or treatment to employees. An employee who is injured or becomes ill during work must notify their supervisor, complete the required staff-injury documentation, and seek care from an appropriate provider, such as a primary care physician, urgent care center, or hospital."
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"text": "D. EMPLOYEE PHOTO IDENTIFICATION",
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"text": "AIM provides agency photo identification to all non-self-hired employees. Employees must keep the identification available while working, present it when asked to verify AIM employment, and return it when employment ends."
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"text": "E. NYS DRIVER'S LICENSE/FLEET USAGE",
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"text": "Employees whose positions require driving must maintain a valid driver’s license and satisfy AIM’s driver-approval standards. For non-self-hired employees, AIM will obtain a Motor Vehicle Report at hire and may obtain updated reports periodically. Employees who drive agency vehicles must complete an AIM-authorized defensive-driving course. Employees must provide renewed license information and report any conviction, license suspension or revocation, moving violation, or other change that may affect driving eligibility to Human Resources within one business day. AIM will handle motor-vehicle and background information in accordance with the Fair Credit Reporting Act, the Driver’s Privacy Protection Act, and applicable state law. An unacceptable driving record or failure to report a required change may result in reassignment or disciplinary action, up to and including termination."
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"text": "Only employees specifically assigned an AIM vehicle, and authorized by the Chief Executive Officer or designee, may use their assigned vehicle for personal purposes. Authorized personal use, including commuting, is a taxable fringe benefit unless excluded by law; AIM will value, withhold, and report the"
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"text": "benefit in accordance with IRS requirements. Employees must maintain required mileage or usage records, follow all AIM vehicle and safety rules, and pay any personal-use costs assigned by AIM. Authorization is limited, may be changed or revoked at any time, and does not apply to other employees."
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"text": "The use of an agency vehicle, or a personal vehicle for agency business, while under the influence of alcohol or drugs, including prescription or over-the-counter drugs that affect the ability to drive, is forbidden and sufficient cause for discipline, including termination.",
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"text": "All drivers and passengers operating or riding in agency vehicles or personal vehicles used for agency business must wear seatbelts, even if air bags are available.",
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"text": "Unauthorized passengers are prohibited in agency vehicles and in personal vehicles used for agency business.",
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"text": "Drivers are responsible for the security of agency vehicles assigned to them. When an agency vehicle is unattended, the driver must remove the keys, lock the vehicle, safeguard AIM property and confidential information, and prevent use by any unauthorized driver.",
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"text": "Drivers must use headlights as required by law and whenever weather, visibility, or driving conditions make their use necessary for safe operation.",
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"text": "All other state laws, local laws, agency policies, and individual specific safety guidelines (i.e., special seat belts or arrangements) must be obeyed.",
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"text": "A person who cannot safely be left alone must not be left unattended in a vehicle. During a fire evacuation, an employee may briefly leave the person in a vehicle in the designated evacuation safe zone only while assisting others and resetting the alarm, and only when consistent with the person's support plan and AIM procedures.",
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"text": "Employees may not use a handheld electronic device while operating an agency vehicle or a personal vehicle on agency business. Any permitted hands-free use must comply with applicable law, AIM policy, and the requirements of the employee's role.",
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"text": "Employees must immediately report any accident, collision, damage, theft, mechanical problem, or unsafe condition involving an agency vehicle to their supervisor or AIM On-Call and follow AIM's reporting and insurance procedures. Employees must not admit fault, promise payment, or authorize repairs on AIM's behalf unless directed by AIM.",
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"text": "Employees are personally responsible for tickets and/or fines incurred, due to their driving, while using an agency vehicle or when using their personal vehicle for business purposes.",
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"text": "Failure to abide by any of the above rules may result in disciplinary action, up to and including termination."
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"text": "Employees may use a personal vehicle for AIM business only when their position requires or AIM authorizes that use. Before driving, the employee must provide proof of a valid driver's license, and when requested proof of vehicle registration, inspection, and insurance that meet New York State and AIM requirements. Employees who are deemed not acceptable to AIM's insurance company may not drive people they support in their own vehicles."
},
{
"id": "p7.7",
"order": 18,
"type": "heading",
"bbox": {
"l": 83.28,
"t": 148.8,
"r": 202.56,
"b": 136.56
},
"text": "G. PERSONAL MAIL",
"attrs": {
"block_label": "paragraph_title"
},
"level": 3
},
{
"id": "p7.8",
"order": 19,
"type": "text",
"bbox": {
"l": 82.32,
"t": 135.36,
"r": 541.68,
"b": 83.76
},
"text": "Employees should have personal mail sent to their home address. Mail delivered to AIM may be handled, opened, or reviewed when reasonably necessary to identify the recipient, protect safety or security, comply with law, or conduct agency business. Employees should not use AIM's address for personal correspondence unless authorized."
},
{
"id": "p7.9",
"order": 20,
"type": "footer",
"bbox": {
"l": 302.16,
"t": 36.24,
"r": 309.36,
"b": 27.6
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"text": "6",
"attrs": {
"block_label": "number"
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}
],
"excluded_furniture": {
"first": [],
"last": []
}
}
Page 8
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1 · HEADING
2 · TEXT
3 · LIST
4
5
6
7 · TEXT
8 · TEXT
9 · TEXT
10 · HEADING
11 · TEXT
12 · TEXT
13 · TEXT
14 · TEXT
15 · HEADING
16 · HEADING
17 · TEXT
18 · FOOTER
Page 8 JSON
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"items": [
{
"id": "p8.1",
"order": 1,
"type": "heading",
"bbox": {
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"t": 719.04,
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"b": 707.04
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"text": "H. ANTI-NEPOTISM",
"attrs": {
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"level": 3
},
{
"id": "p8.2",
"order": 2,
"type": "text",
"bbox": {
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"t": 705.36,
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"text": "Members of an employee's immediate family will be considered for employment based on their qualifications. Immediate family members may not be hired if employment would:"
},
{
"id": "p8.3",
"order": 3,
"type": "list",
"bbox": {
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"r": 439.2,
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"text": "",
"attrs": {
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"children": [
{
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"text": "Create a direct supervisor/subordinate relationship with a family member.",
"marker": "•"
},
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"order": 5,
"type": "list_item",
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"text": "Have the potential for creating an adverse impact on work performance; or",
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"type": "list_item",
"bbox": {
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"text": "Create either a conflict of interest or the appearance of favoritism.",
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"text": "This policy must also be considered when assigning, transferring, or promoting an employee. For this policy, immediate family includes individuals related by blood, marriage, or a domestic partnership recognized under AIM’s applicable benefit or employment policy."
},
{
"id": "p8.5",
"order": 8,
"type": "text",
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"text": "For the purposes of this policy, a domestic partner is defined as an individual who is of the same or opposite sex, at least 18 years of age, not related by blood, in a committed exclusive relationship for a minimum of 6 months with the employee, and financially interdependent (consistent with documentation required for benefits)."
},
{
"id": "p8.6",
"order": 9,
"type": "text",
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"text": "If two employees become immediate family members or domestic partners and a prohibited reporting relationship, conflict of interest, or appearance of favoritism results, the employees must promptly disclose the situation to Human Resources. AIM will determine an appropriate resolution, which may include changes in supervision, duties, scheduling, work location, transfer, or other measures. If no reasonable resolution is available, AIM may take further action consistent with applicable law and policy."
},
{
"id": "p8.7",
"order": 10,
"type": "heading",
"bbox": {
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"b": 414.96
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"text": "I. PERFORMANCE REVIEW/EVALUATION",
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"level": 3
},
{
"id": "p8.8",
"order": 11,
"type": "text",
"bbox": {
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"b": 374.16
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"text": "The purpose of a periodic performance review/evaluation is to communicate to each employee their overall job performance and contribution to the philosophy, goals, and expectations of the Agency, in the position in which they are employed."
},
{
"id": "p8.9",
"order": 12,
"type": "text",
"bbox": {
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"b": 323.28
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"text": "New employees will receive a performance review/evaluation upon the completion of their initial three (3) months of employment or earlier if deemed necessary. This three (3) month evaluation period may also apply to position/status changes (promotions/demotions, etc.)."
},
{
"id": "p8.10",
"order": 13,
"type": "text",
"bbox": {
"l": 82.32,
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"b": 222.24
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"text": "AIM conducts annual performance reviews using observation, routine supervision, appropriate stakeholder input, and relevant personnel-file information. Employees in direct support roles, including self-hired staff, are evaluated under OPWDD Core Competencies using the applicable tool. Employees in other roles are evaluated in a format approved by Human Resources and Senior Administration, which may include a self-evaluation. Every review must use a standardized written format, identify successes and areas for improvement, establish goals and any needed improvement plan, and document the employee's review and written acknowledgment."
},
{
"id": "p8.11",
"order": 14,
"type": "text",
"bbox": {
"l": 82.8,
"t": 210.96,
"r": 541.68,
"b": 185.28
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"text": "Interim evaluations or reviews may be completed at any time, as deemed necessary. The performance review/evaluation is not an employee contract, nor an employment guarantee."
},
{
"id": "p8.12",
"order": 15,
"type": "heading",
"bbox": {
"l": 83.04,
"t": 172.8,
"r": 329.76,
"b": 160.32
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"text": "J. CRIMINAL HISTORY RECORD CHECKS",
"attrs": {
"block_label": "paragraph_title"
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"level": 3
},
{
"id": "p8.13",
"order": 16,
"type": "heading",
"bbox": {
"l": 82.8,
"t": 159.6,
"r": 515.76,
"b": 147.12
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"text": "Criminal Charges or Convictions Subsequent to the Initial Criminal History Record Check",
"attrs": {
"block_label": "paragraph_title"
},
"level": 3
},
{
"id": "p8.14",
"order": 17,
"type": "text",
"bbox": {
"l": 82.56,
"t": 145.68,
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"b": 82.32
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"text": "Upon receiving notice from the Justice Center or the New York State Division of Criminal Justice Services that a current employee or volunteer has a new conviction or pending criminal charge following the initial criminal history record check, AIM will conduct an individualized safety assessment and take appropriate steps to protect the health, safety, and rights of the people receiving services. Depending on the facts, applicable requirements, and the employee's duties, AIM may implement interim measures,"
},
{
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"text": "7",
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Page 9
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"text": "including reassignment or suspension, while the matter is reviewed. Any employment action will be taken in accordance with applicable law and AIM policy."
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{
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"type": "heading",
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"text": "Documentation and Confidentiality",
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"type": "text",
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"text": "All Criminal History Record Check documents must be maintained in confidential files by Human Resources in accordance with applicable requirements. Access is limited to authorized parties, their designees, and the relevant applicant, except as otherwise permitted or required by law."
},
{
"id": "p9.4",
"order": 4,
"type": "text",
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"text": "The Criminal History Record Check Consent form will be maintained in the applicants file for at least seven (7) years after the applicant separates from service or is no longer subject to a criminal history record check."
},
{
"id": "p9.5",
"order": 5,
"type": "heading",
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"text": "K. REPORTING ARRESTS",
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{
"id": "p9.6",
"order": 6,
"type": "text",
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"text": "Employees must notify Human Resources of an arrest within 48 hours. Employees subject to the Federal Drug-Free Workplace Act must also notify Human Resources of a conviction for a criminal drug offense occurring in the workplace no later than five calendar days after the conviction. AIM will evaluate the information under applicable law and determine any required action or reporting."
},
{
"id": "p9.7",
"order": 7,
"type": "heading",
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"text": "L. EXCLUSION SCREENING POLICY",
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"level": 3
},
{
"id": "p9.8",
"order": 8,
"type": "text",
"bbox": {
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"text": "In accordance with AIM's corporate compliance program and applicable law, AIM has a continuing obligation to screen current employees to determine if they have been excluded or terminated from participation in federal health care programs or New York Medicaid."
},
{
"id": "p9.9",
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"type": "text",
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"text": "For purposes of this policy, “Exclusion Lists” means: (1) the List of Restricted, Terminated, or Excluded Individuals or Entities published by the New York State Office of the Medicaid Inspector General; (2) the List of Excluded Individuals/Entities published by the U.S. Department of Health and Human Services Office of Inspector General; and (3) the System for Award Management exclusion records maintained by the U.S. General Services Administration."
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{
"id": "p9.10",
"order": 10,
"type": "text",
"bbox": {
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"b": 297.6
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"text": "AIM will screen current employees against the applicable exclusion lists each month. The Compliance Officer will document each screening and retain the records for the required period. A verified match on an exclusion list will result in termination of employment. AIM will determine any required report to the Office of the Medicaid Inspector General based on the facts and applicable requirements."
},
{
"id": "p9.11",
"order": 11,
"type": "heading",
"bbox": {
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"b": 272.88
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"text": "M. OPEN DOOR POLICY",
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"level": 3
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{
"id": "p9.12",
"order": 12,
"type": "text",
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"b": 207.12
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"text": "Employees should raise workplace questions, suggestions, or concerns promptly with their supervisor. Self-hired staff should first discuss concerns with the person they support and, when applicable, that person's family. If the employee is uncomfortable using that route, the concern involves the supervisor, or the issue remains unresolved, the employee may contact Human Resources or another appropriate member of management. AIM prohibits retaliation against employees who raise concerns in good faith."
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{
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"order": 13,
"type": "heading",
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"text": "N. OPENINGS/POSTINGS",
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"order": 14,
"type": "text",
"bbox": {
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"text": "AIM generally posts vacant positions for at least one week and lists the job title, qualifications, and schedule. Employees may apply by submitting a Transfer Request Form to Human Resources. AIM may consider internal and external candidates and will select the candidate it determines is best suited for the position. AIM may choose not to post a position when an occupied role changes in hours, title, salary, or duties and the current employee remains qualified. A lateral move within a location or department may be considered when requested in writing and agreed to by the affected parties."
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"text": "8",
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Page 10
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"text": "Self-hired staff in Self-Direction are recruited and hired by the person receiving services and their circle of support. Self-hired staff who wish to pick up additional hours or change who they are working with must ask to be placed on the Self-Direction pool list."
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{
"id": "p10.2",
"order": 2,
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"text": "O. SOLICITATION AND DISTRIBUTION",
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"text": "Solicitation about outside activities, organizations, or causes can disrupt services and pressure coworkers. No employee shall solicit or promote support for any cause or organization during their working time or the working time of the employee or employees at whom the activity is directed. The distribution of material is not allowed in work areas at any time, during an employee's working time, or during the working time of the employee or employees at whom the activity is directed."
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{
"id": "p10.4",
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"type": "text",
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"text": "This policy extends to solicitation and distribution via the agency's e-mail and telephone systems, posting on bulletin boards, etc. This policy does not restrict agency-sponsored and administered activities or initiatives. Violations of this policy should be reported to your supervisor or the Human Resources Department."
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{
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"order": 5,
"type": "heading",
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"text": "P. STATEMENTS TO THE MEDIA",
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"id": "p10.6",
"order": 6,
"type": "text",
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"text": "Only the Chief Executive Officer or an authorized designee may make or approve public statements on behalf of AIM. Employees must refer media inquiries to the Chief Executive Officer or designee."
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{
"id": "p10.7",
"order": 7,
"type": "heading",
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"text": "III. PAY PRACTICES",
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"text": "A. PAY RATE",
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"type": "text",
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"text": "It is AIM’s philosophy to provide employees with pay rates that are comparable with similar positions in the community, based on available funding. Employees are assigned a pay rate at time of hire. Employees may receive wage increases, including merit increases, when it is financially feasible for the agency to do so."
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{
"id": "p10.10",
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"type": "text",
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"text": "For self-hired staff under the Self-Direction co-employment model, the person receiving services will determine rates of pay for their staff within the allowable parameters established by the Self-Direction guidance, the person's budget, and AIM Services, Inc. For self-hired staff, the Notice of Employment (NOE) will clearly identify the established rate of pay for each person the staff is supporting."
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"order": 11,
"type": "heading",
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"text": "B. TIMEKEEPING POLICY",
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"type": "text",
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"text": "It is the policy of AIM Services, Inc. to apply fair and consistent pay practices to all employees. AIM uses electronic systems to record work time and payroll information. Employees must follow the instructions for the system assigned to their role."
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{
"id": "p10.13",
"order": 13,
"type": "text",
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"text": "Nonexempt employees must record their actual time worked for payroll and benefit purposes in accordance with the following:"
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"type": "list",
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"text": "Punch in immediately before you begin work.",
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"type": "list_item",
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"text": "Punch in/out for any departure from work for non-work-related reasons."
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"type": "list_item",
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"text": "Transfer punch when required to do so.",
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"type": "list_item",
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"text": "Punch out when you end work."
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"text": "Submit your time sheet at the end of each week.",
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"text": "eVero: Some staff, including self-hired staff, will record hours worked through eVero software. Employees will punch in and out using the mobile eVero app."
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"text": "Employees must accurately record all hours worked. They must immediately report time-record errors to their supervisor or, for self-hired staff, the Self-Direction Payroll Department. Questions about"
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Page 11
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Page 11 JSON
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"text": "timekeeping or pay should be directed to Payroll or Human Resources. Altering, falsifying and tampering with time records is prohibited and subject to disciplinary action, up to and including termination of employment."
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"text": "Nonexempt employees must record all actual time worked in the electronic system assigned to their role, including required start, stop, meal, and transfer entries. Employees must review and submit their timecard each week by Sunday at noon; employees working an overnight shift from Saturday into Sunday must review it after the shift ends. Missing punches and other errors must be reported immediately to the employee's supervisor or, for self-hired staff, the Self-Direction Payroll Department. AIM will pay employees for all time worked, but inaccurate, late, falsified, or unauthorized time entries may result in corrective action, up to and including termination."
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"text": "AIM's work week begins on Sunday at 12:00 a.m. and ends Saturday at 11:59 p.m., unless otherwise specified. Employees are paid every two weeks and may receive pay through direct deposit or a pay card."
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"text": "E. STANDARD PAYROLL DEDUCTIONS",
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"text": "Required deductions will be withheld from employee paychecks in accordance with applicable law. These deductions may include federal, state, and local income taxes; FICA taxes for Social Security and Medicare; employee contributions for New York statutory disability and Paid Family Leave coverage, when applicable; and any other deductions required by law."
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"text": "Income-tax withholding is based on the federal, state, and local withholding forms and elections the employee provides to AIM, as applicable. Employees are responsible for submitting accurate and current forms and should notify Payroll when a change in personal circumstances requires updated withholding elections."
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"text": "Deductions will be based on employees' voluntary participation in any agency sponsored plans or programs and shall be limited to those deductions permitted by law."
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"text": "IV. HOURS OF WORK",
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"text": "General Office hours are from 8:00 a.m. to 4:30 p.m., Monday - Friday, unless otherwise authorized or required. On-Call staff are available for all non-office hours."
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"text": "Administrative Employees",
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"text": "Schedules for all administrative employees are established by Administration based on agency needs and/or the needs of the people we serve. Flexibility, as needed, is expected of all staff."
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"text": "Direct Support Employees",
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"text": "Hours and days are established to meet the needs of the agency/people we serve. For self-hired staff, schedules are established by the person receiving services and/or their family. Due to the nature of services provided, schedules may require adjusting from time to time to accommodate the needs of the people we serve. All attempts will be made to give reasonable notice of temporary hours, day or program changes. Should it be necessary to reassign an employee's regular schedule, two weeks' notice will be given, unless contraindicated. Non-self-hired employees are required to support at other sites and in other programs, as needed/requested."
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"text": "An employee who, by request or permission of the employer, reports for work on any day shall be paid for at least four hours, or the number of hours in the regularly scheduled shift, whichever is less, at the basic minimum hourly wage."
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"text": "Direct Support employees (DSPs, CSPs, Job Coaches, etc.) who work more than six hours are eligible for a 30-minute paid meal period. Employees working 12 hours or more are eligible for an additional 20-minute break. Breaks remain subject to the needs of the people supported. An employee who cannot be relieved or cannot take a break must notify their supervisor; the missed meal period will be recorded as hours worked. Direct Support employees are generally expected to eat with the people they support. Meal periods and breaks may not be used to change an employee's start or end time."
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"text": "Office employees who work at least 6 hours in a given day are entitled to a 1-hour meal break. Meal periods and breaks may not be used to change an employee's start or end time."
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"text": "C. OVERTIME",
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"text": "Employees must obtain their supervisor's approval before working overtime. AIM will pay non-exempt employees for all overtime worked, but working overtime without prior authorization may result in disciplinary action."
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"text": "Overtime pay for non-exempt employees is at the rate of time and one half the regular hourly rate of pay for all hours worked (excluding meal periods) in excess of 40 hours per week. This is in accordance with the provisions of the Fair Labor Standards Act and applicable state law. Benefit time is not considered hours worked in computing overtime."
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"text": "AIM operates seven days a week, 24 hours a day, and therefore requires continuous staffing at varying levels. Management must ensure adequate staffing. If an emergency occurs or all other coverage options have been exhausted, mandatory overtime may be instituted. The director of each program will ensure adequate staffing, and on-duty staff may be required to remain on duty until relieved."
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"text": "Employees must act with integrity, respect, accountability, and sound judgment. They must protect confidential information; maintain appropriate professional boundaries; communicate respectfully; perform assigned duties reliably; support person-centered services; work cooperatively; and follow AIM policies, ethical standards, and regulatory requirements. Violations may result in corrective action, up to and including termination."
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"text": "Examples of Expected Professional Conduct include, but are not limited to:",
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"text": "Treating all people served with dignity and respect by actively listening, using appropriate language, and honoring personal preferences and cultural differences.",
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Page 13
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"text": "Working cooperatively and effectively as part of a team, including offering assistance to colleagues and contributing to a positive work environment."
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"text": "Providing care and support that is consistent, unbiased, and free from personal judgments or favoritism."
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"text": "AIM is committed to the delivery of Person-Centered Services. Employees are expected to uphold this philosophy by ensuring that each person's needs, preferences, strengths, and goals guide all aspects of care and support. This includes promoting independence, encouraging choice, and advocating for the rights and dignity of every person served. Failure to adhere to these professional standards may result in corrective action, up to and including termination of employment."
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"text": "Employees must promptly report suspected policy, procedural, or regulatory violations. Concerns involving the rights or well-being of a person supported or an employee must be reported immediately to a supervisor, AIM On-Call, or a member of Administration and documented in writing. If a concern involves the Chief Executive Officer, the employee must contact the Compliance Officer or, if the Compliance Officer is unavailable, the Chief Operating Officer, who will take appropriate action, up to and including, notifying the Board of Directors. AIM will protect the confidentiality of all reports to the extent possible and practicable."
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"text": "C. CONFIDENTIALITY",
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"text": "At the time of hire, every employee is informed of AIM’s confidentiality policies and must sign a Confidentiality Statement. In the course of their work, employees may have access to confidential information regarding the people we serve, family members, employees, and others. Employees must protect that information in accordance with AIM policies and procedures, the Health Insurance Portability and Accountability Act (HIPAA), and other applicable state and federal requirements. Failure to comply may result in disciplinary action, civil liability, or other legal consequences. Protected Health Information is individually identifiable health information, including demographic information, that AIM creates, receives, transmits, or maintains and that relates to an individual’s past, present, or future physical or mental health condition; health care services provided to the individual; or payment for those services."
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"text": "D. POLICY AGAINST UNLAWFUL DISCRIMINATION AND HARASSMENT",
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"text": "AIM Services, Inc., is committed to a workplace where employees are treated with respect and dignity. AIM provides equal employment opportunities and prohibits unlawful discrimination and harassment based on race, color, creed, religion, national origin, age, marital status, physical or mental disability, gender identity, sexual orientation, citizenship or immigration status, genetic predisposition or carrier status, or any other category protected by federal, state, or local law. This policy refers to these traits as protected characteristics. AIM will take reasonable steps to prevent discrimination and harassment and will address complaints promptly and effectively."
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"text": "Prohibited Employment Discrimination",
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"text": "Prohibited discrimination against employees can take the form of adverse employment actions which are based upon an employee's race, color, creed, religion, sex, national origin, age, marital status, disability, arrest or conviction record, sexual orientation, predisposing genetic characteristics, domestic violence victim status, citizenship or immigration status, or any other basis protected by law. Prohibited discrimination can also take the form of prohibited harassment, even where there is not tangible adverse"
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Page 14
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"text": "employment action. The phrase “prohibited discrimination”, as used in this Policy, includes all forms of “prohibited harassment” defined below."
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"text": "Harassment can constitute prohibited discrimination under this policy if it is unwelcome and makes an employee uncomfortable or creates a hostile work environment. Harassment based on race, color, creed, religion, sex, national origin, age, marital status, disability, arrest or conviction record, sexual orientation, predisposing genetic characteristics, domestic violence victim status, or any other basis protected by law is prohibited."
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"text": "Harassment may include nicknames or labels, teasing, slurs, negative stereotypes, mimicry, threats, intimidation, hostile acts, demeaning jokes, or written or visual material that belittles or shows hostility toward a person or group because of a protected characteristic. Discrimination and retaliation through social media are also prohibited, whether they occur during or outside working time."
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"text": "Sexual and other forms of harassment are unlawful whether it involves coworker harassment, harassment by a supervisor, or harassment by people doing business with or for AIM."
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"text": "AIM encourages the immediate reporting of complaints or concerns so that prompt investigations can be conducted. Therefore, although no fixed reporting period has been established, early reporting and intervention are encouraged because they have been proven to be the most effective method of resolving actual or perceived incidents of harassment, discrimination or retaliation, as defined by this policy."
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"text": "In cases of sexual harassment specifically, employees should fill out a standard complaint form, which is available from Human Resources, and is incorporated by reference to this policy, which contains detailed procedures for a timely and confidential investigation of complaints that will ensure due process for all parties involved."
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"text": "All supervisors and managers who receive a complaint or information about suspected harassment, observe conduct that may constitute harassment, or otherwise suspect that harassment is occurring must immediately report the matter to Human Resources."
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"text": "Formal Complaint Procedure",
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"text": "AIM Services, Inc. encourages reporting of all perceived incidents of harassment, discrimination or retaliation regardless of the offender's identity or position. As noted above, if the complaint includes allegations of sexual harassment, employees should fill out a standard complaint form, which is available from Human Resources. AIM expects that individuals who make reports pursuant to this policy, do so truthfully and in good faith. These provisions are not intended to protect people who make intentionally false charges of harassment."
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"text": "New York State has established an anonymous workplace sexual harassment hotline which operates from 9 a.m. to 5 p.m. and can be reached at 1-800-HARASS-3 (1-800-427-2773)."
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"text": "AIM will investigate reported allegations of harassment, discrimination, or retaliation promptly and thoroughly. AIM will make reasonable efforts to complete an investigation within 30 days, although the timing may vary depending on the nature and complexity of the allegations. Confidentiality will be maintained to the extent possible, and complainants, witnesses, and alleged perpetrators will receive a fair and impartial process."
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Page 15
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"text": "Misconduct constituting harassment, discrimination, or retaliation may result in corrective action, up to and including termination. Depending on the severity of the conduct, AIM may determine that corrective action short of termination is not appropriate and may terminate employment after a first offense."
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"text": "False and malicious complaints of harassment or discrimination may be the subject of appropriate disciplinary action, up to and including termination."
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"text": "Any employees with questions or concerns about this policy or procedure should seek further information from their immediate supervisor and/or Human Resources."
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"text": "AIM Services, Inc. will provide annual Harassment Training, which will specifically focus on harassment prevention for use by the Company and its employees to combat and prevent sexual and other harassment in the workplace. The training will include an explanation of the Company’s policy; discussion about sexual and other harassment in the workplace, including examples of prohibited conduct; information on state and federal laws concerning sexual and other harassment and remedies available to victims; and information on employees’ rights and all available forums for adjudicating complaints administratively or judicially. There will also be additional training for supervisors and managers, which focuses specifically on the conduct of supervisors, managers, and additional responsibilities that these employees have regarding employee harassment complaints, investigations, etc."
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"text": "Bullying",
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"text": "Bullying is defined as “repeated inappropriate behavior, either direct or indirect, whether verbal, physical or otherwise, conducted by one or more persons against one or more individuals, at the place of work and/or in the course of employment.” Such behavior violates AIM’s core values. Employees are prohibited from engaging in any form of workplace bullying. Employees who believe that they have been the victim of such conduct should discuss their concerns with their immediate supervisor and/or Human Resources. Employees who engage in workplace bullying or retaliation in violation of this policy, will be subject to disciplinary action, up to and including termination of employment."
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"text": "Sexual Harassment",
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"text": "Sexual harassment includes unwelcome conduct of a sexual nature or conduct directed at an individual because of that individual’s sex when: (1) submission to the conduct is explicitly or implicitly a term or condition of employment; (2) submission to or rejection of the conduct is used as the basis for employment decisions; or (3) the conduct unreasonably interferes with work performance or creates an intimidating, hostile, or offensive work environment, even if the complaining individual is not the intended target."
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"text": "This definition includes many forms of offensive behavior, including but not limited to:"
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"text": "Making or using derogatory comments, requests for sexual favors, sexually explicit jokes or comments about an employee's body or dress.",
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"text": "Making sexual gestures, displaying sexually suggestive objects, pictures, cartoons or posters, or sending sexually suggestive or derogatory e-mails, file transfers or postings on personal websites, social networks and other forms of electronic expression.",
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"text": "Conduct such as assault, unwanted touching or blocking normal movement, touching, pinching, grabbing, brushing against another employee's body or poking another employee's body; rape, sexual battery molestation or attempts to commit these assaults.",
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Page 16
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"text": "Legal Protections and External Remedies",
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"text": "Sexual harassment is not only prohibited by the agency, but is also prohibited by state, federal, and local law. Aside from the internal process at the agency that is noted in this policy, employees may also choose to pursue legal remedies with the following governmental entities at any time:"
},
{
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"text": "New York State Division of Human Rights (DHR)",
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"text": "The Human Rights Law (HRL) applies to employers in New York State with regard to sexual harassment, and protects employees, paid or unpaid interns and non-employees regardless of immigration status. A complaint alleging violation of the Human Rights Law may be filed either with DHR or in New York State Supreme Court."
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"text": "Complaints with DHR may be filed within the period permitted by applicable law. Employees should consult current guidance from the New York State Division of Human Rights regarding filing deadlines and available remedies. Filing an internal complaint does not extend the time to file with DHR or in court. Employees do not need an attorney to file a complaint with DHR, and there is no filing fee. DHR investigates complaints and determines whether there is probable cause to believe that discrimination occurred."
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"text": "Cases in which DHR finds probable cause may proceed to a public hearing before an administrative law judge. If discrimination is found, DHR may order relief authorized by law, including measures to stop the discrimination, monetary damages, attorney's fees, and civil fines."
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"text": "DHR’s contact information is: NYS Division of Human Rights, One Fordham Plaza, Fourth Floor, Bronx, New York 10458, (718) 741-8400, www.dhr.ny.gov. Contact DHR at (888) 392-3644 or visit dhr.ny.gov/complaint for more information about filing a complaint. The website has a complaint form that can be downloaded, filled out, notarized and mailed to DHR. The website also contains contact information for DHR’s regional offices across New York State."
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"text": "United States Equal Employment Opportunity Commission (EEOC)",
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"text": "The EEOC enforces federal anti-discrimination laws, including Title VII of the 1964 federal Civil Rights Act. An individual can file a complaint with the EEOC anytime within 300 days from the harassment. There is no cost to file a complaint with the EEOC. The EEOC will investigate the complaint and determine whether there is reasonable cause to believe that discrimination has occurred, at which point the EEOC will issue a Right to Sue letter permitting the individual to file a complaint in federal court. The EEOC does not hold hearings or award relief but may take other action including pursuing cases in federal court on behalf of complaining parties. Federal courts may award remedies if discrimination is found to have occurred."
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"text": "If an employee believes that they have experienced discrimination at work, they may file a Charge of Discrimination with the EEOC. The EEOC has district, area, and field offices where complaints may be filed. Contact the EEOC by calling 1-800-669-4000 or 1-800-669-6820 (TTY), visiting www.eeoc.gov, or emailing info@eeoc.gov. If an individual files an administrative complaint with DHR, DHR may also file the complaint with the EEOC to preserve federal rights."
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"text": "Many localities enforce laws protecting individuals from sexual harassment and discrimination. An individual should contact the county, city or town in which they live to find out if such a law exists. For example, employees who work in New York City may file complaints of sexual harassment with the New York City Commission on Human Rights. Contact their main office at Law Enforcement Bureau of the NYC Commission on Human Rights, 40 Rector Street, 10th Floor, New York, New"
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Page 17
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"text": "York; call 311 or (212) 306-7450; or visit www.nyc.gov/html/cchr/html/home/home.shtml."
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"text": "Contact the Local Police Department",
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"text": "If the harassment involves physical touching, coerced physical confinement or coerced sex acts, the conduct may constitute a crime. Employees should contact the local police department immediately if this is the case."
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"text": "Adoption of this policy does not constitute a conclusive defense to charges of unlawful sexual harassment. Each claim of sexual harassment will be determined in accordance with existing legal standards, with consideration of the particular facts and circumstances of the claim, including but not limited to the existence of an effective anti-harassment policy and procedure."
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"order": 5,
"type": "heading",
"bbox": {
"l": 83.28,
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"text": "PROHIBITION AGAINST RETALIATION",
"attrs": {
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"level": 3
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{
"id": "p17.6",
"order": 6,
"type": "text",
"bbox": {
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"text": "This policy and applicable law prohibit retaliation against any employee for opposing a discriminatory practice, for filing a complaint of discrimination or harassment pursuant to AIM’s complaint procedure or for filing, testifying, assisting or participating in any manner in any investigation, proceeding or hearing conducted by a governmental enforcement agency. Retaliation includes any conduct, whether or not workplace or employment-related, directed at someone because they opposed a discriminatory practice, made a complaint of discrimination, or participated in such an investigation, which might deter a reasonable worker from making or supporting a charge of discrimination."
},
{
"id": "p17.7",
"order": 7,
"type": "text",
"bbox": {
"l": 82.32,
"t": 453.6,
"r": 543.36,
"b": 402
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"text": "Retaliation is a profoundly serious violation of AIM’s Policy and should be reported immediately. Any employee or agent of AIM found to have retaliated against any employee for the good faith reporting of discrimination under this Policy will be deemed to have violated this Policy and WILL be subject to disciplinary action, up to and including termination."
},
{
"id": "p17.8",
"order": 8,
"type": "heading",
"bbox": {
"l": 83.04,
"t": 390.48,
"r": 534,
"b": 378.72
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"text": "E. NON-DISCRIMINATION BASED ON REPRODUCTIVE HEALTH DECISION MAKING",
"attrs": {
"block_label": "paragraph_title"
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"level": 3
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{
"id": "p17.9",
"order": 9,
"type": "text",
"bbox": {
"l": 82.08,
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"b": 236.88
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"text": "As noted in AIM Services’ Anti-Harassment/Non-Discrimination Policy, AIM Services, Inc. expects that all relationships among employees throughout the Agency will be free of bias, prejudice, discrimination, and harassment. As part of that policy, AIM will not take adverse employment action against employees based on decisions related to their reproductive health decision making. New York law prohibits employers from discriminating against or taking retaliatory action against an employee with respect to compensation, terms, conditions or privileges of employment because of or on the basis of the employees, or their dependent’s, reproductive health decision making. “Reproductive health decision making” includes, but is not limited to, the decision to use or access a particular drug, device or medical services related to reproductive health. As a result, AIM will not take any actions against employees based on decisions such as obtaining fertility-related medical procedures, using birth control drugs or contraceptive devices, or having an abortion, amongst other reproductive health decisions."
},
{
"id": "p17.10",
"order": 10,
"type": "text",
"bbox": {
"l": 82.08,
"t": 225.84,
"r": 542.64,
"b": 174
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"text": "In addition, AIM Services will not access an employee’s personal information regarding the employee’s or employee’s dependents, reproductive health decision making without the employee’s prior informed affirmative written consent. AIM Services will also not require an employee to sign a waiver or other document that attempts to deny him/her the right to make their own reproductive health decisions."
},
{
"id": "p17.11",
"order": 11,
"type": "text",
"bbox": {
"l": 82.08,
"t": 162.96,
"r": 542.16,
"b": 72.48
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"text": "Employees have a right to file a claim in court against AIM Services should we violate the prohibition on discrimination based on reproductive health decision making. AIM shall not retaliate against employees who exercise this right, including discharging, suspending, demoting or otherwise penalizing an employee for engaging in these protected actions. As such, employees may: (1) make or threaten to make a complaint to an employer, a co-worker, or to a public body, that AIM Services violated the law; (2) cause to be instituted any proceeding under the law; or (3) provide information to or testify before any public body conducting an investigation, hearing or inquiry into any alleged violation of the law."
},
{
"id": "p17.12",
"order": 12,
"type": "footer",
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"b": 27.6
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"text": "16",
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Page 18
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"text": "F. DOMESTIC VIOLENCE POLICY",
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"type": "text",
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"text": "AIM Services, Inc. intends to provide an environment that is safe and secure for all employees, vendors, clients/customers, business associates and visitors/guests of the Agency. Behavior that may be considered domestic violence pursuant to this policy is strictly prohibited and will result in serious responsive action. In addition, AIM will provide reasonable accommodation to employees who are victims of domestic violence or parents of children who are victims of domestic violence as is further described below."
},
{
"id": "p18.3",
"order": 3,
"type": "text",
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"text": "The purpose of this policy is to identify and prescribe practices that will promote safety in the workplace and respond effectively to the needs of victims of domestic violence. Domestic violence exists and compromises the safety of many employees each day, with tragic, destructive, and often fatal results. Domestic violence occurs within a wide spectrum of relationships."
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{
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"type": "text",
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"text": "For purposes of this policy, “domestic violence” includes a pattern of coercive tactics, which can include physical, psychological, sexual, economic and emotional abuse, perpetrated by one person against an adult intimate partner, with the goal of establishing and maintaining power and control over the victim. Intimate partners may be a person legally married to one another, persons formerly married to one another, persons who have a child in common regardless of whether such persons are married or have lived together at any time, couples who are in an “intimate relationship” including but not limited to couples who live together or have lived together, or persons who are dating or who have dated in the past, including same sex couples."
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"text": "As noted above, AIM Services will provide reasonable accommodation for victims of domestic violence, which includes providing victims (or parents of children who are victims of domestic violence) with time off from work for a reasonable time for the following reasons:"
},
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"bbox": {
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"text": "To seek medical attention for injuries caused by domestic violence (including for a child who is a victim of domestic violence)."
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{
"id": "p18.6.2",
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"type": "list_item",
"bbox": {
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"text": "To obtain services from a domestic violence shelter, program or rape crisis center as a result of domestic violence."
},
{
"id": "p18.6.3",
"order": 9,
"type": "list_item",
"bbox": {
"l": 96,
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"text": "To obtain psychological counseling relating to domestic violence (including for a child who is a victim of domestic violence)."
},
{
"id": "p18.6.4",
"order": 10,
"type": "list_item",
"bbox": {
"l": 96.24,
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"text": "To participate in safety planning and to take other actions to increase safety from future incidents of domestic violence, including temporary or permanent relocation; or"
},
{
"id": "p18.6.5",
"order": 11,
"type": "list_item",
"bbox": {
"l": 96,
"t": 279.7183,
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"text": "To obtain legal services in relation to domestic violence, to assist in the prosecution of domestic violence offense or to appear in court in relation to incidents of domestic violence."
}
]
},
{
"id": "p18.7",
"order": 12,
"type": "text",
"bbox": {
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"text": "Employees granted leave as reasonable accommodation due to domestic violence are required to use paid leave, when available, and any absence that cannot be charged to paid leave will be treated as unpaid leave."
},
{
"id": "p18.8",
"order": 13,
"type": "text",
"bbox": {
"l": 82.56,
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"b": 166.56
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"text": "AIM Services will also provide leave from work without pay, to employees who are victims of a crime (other than domestic violence) to attend or participate in legal proceedings pertaining to the crime."
},
{
"id": "p18.9",
"order": 14,
"type": "text",
"bbox": {
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"text": "Employees are required to give reasonable advance notice, when feasible, if they need to take leave as reasonable accommodation due to their status as a victim of domestic violence or victim of a crime. If advance notice is not feasible, employees may be required to provide certification for the absence(s) in the form of a police report indicating that the employee or their child was a victim of domestic violence or other crime, a court order protecting or separating the employee or their child from the perpetrator of domestic violence, evidence from a court of prosecuting attorney that the employee appeared in court,"
},
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"text": "17",
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Page 19
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"text": "or documentation from a medical professional, domestic violence advocate, health care provider or counselor that the employee or their child was undergoing treatment or counseling for physical or mental injuries resulting from domestic violence or another crime."
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"id": "p19.2",
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"type": "heading",
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"text": "VI. DRUG & ALCOHOL-FREE WORKPLACE",
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"text": "AIM Services, Inc. is committed to providing a safe work environment and to fostering the well-being and health of its employees. That commitment is jeopardized when any AIM employee uses drugs or alcohol on the job, comes to work with these substances in their body, or possesses, distributes or sells drugs in the workplace. AIM has established the following policy with regard to alcohol and other drugs to ensure that we can meet our obligations to our employees, and to those we serve."
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{
"id": "p19.4",
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"type": "text",
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"text": "The goal of this policy is to balance our respect for the people we serve with the need to maintain a safe, productive, and drug-free environment. The intent of this policy is to offer a helping hand to those who need it, while sending a clear message that illegal drug use and alcohol and cannabis abuse are incompatible with working at AIM."
},
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"id": "p19.5",
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"bbox": {
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"text": "It is a violation of AIM's policy for any employee to manufacture, possess, sell, trade or offer for sale, illegal drugs or otherwise engage in the use of illegal drugs, cannabis, or alcohol on the job or on AIM premises.",
"marker": "1."
},
{
"id": "p19.5.2",
"order": 7,
"type": "list_item",
"bbox": {
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"text": "It is a violation of AIM's policy to report to work under the influence of alcohol, cannabis, or illegal drugs.",
"marker": "2."
},
{
"id": "p19.5.3",
"order": 8,
"type": "list_item",
"bbox": {
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"text": "It is a violation of AIM's policy for anyone to use prescription drugs illegally.",
"marker": "3."
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{
"id": "p19.5.4",
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"type": "list_item",
"bbox": {
"l": 92.4,
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"b": 426.72
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"text": "Violations of this policy are subject to disciplinary action, up to and including termination. AIM may also bring the matter to the attention of appropriate law enforcement authorities.",
"marker": "4."
},
{
"id": "p19.5.5",
"order": 10,
"type": "list_item",
"bbox": {
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"b": 337.92
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"text": "AIM is covered by the Federal Drug-Free Workplace Act and, as such, must certify to contracting government agencies that it will provide a drug-free workplace in connection with the performance of its government contracts. All employees will be given and will be required to sign an Employee Notification Statement. AIM will include drug-free awareness information in its programs and will comply with the requirements that the government be notified of any employee's workplace-related drug conviction. In connection with these compliance efforts, employees must meet the following requirements:",
"marker": "5."
},
{
"id": "p19.5.6",
"order": 11,
"type": "list_item",
"bbox": {
"l": 113.04,
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"b": 261.12
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"text": "As a condition of employment, employees must abide by the terms of this policy and must notify Human Resources of any conviction of a violation of a criminal drug statute occurring while working for AIM or on AIM premises no later than five (5) calendar days after such conviction. Within ten days of learning about the employee’s conviction, AIM must notify any government agency with which it contracts or subcontracts of the employee’s criminal drug statute conviction.",
"marker": "a."
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"type": "list_item",
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"text": "Within 30 days of the date AIM learns of any employee’s conviction, it may discipline the employee, up to and including termination. Any employee who is not terminated will be required to satisfactorily participate in and complete a drug abuse assistance or rehabilitation program.",
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"text": "An employee who uses prescription or over-the-counter medication that may impair the employee's ability to perform essential job functions safely or may affect the safety of others must promptly notify Human Resources of the potential work-related limitation or safety concern. Employees are not required to disclose a diagnosis or medication name unless permitted and necessary under applicable law. Human Resources may request appropriate documentation concerning the employee's ability to perform essential job functions safely and will evaluate whether a reasonable accommodation or temporary work restriction is appropriate."
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"text": "Any prescription medication, whether prescribed for the employee or for the people served, must be"
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Page 20
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"text": "safely secured and not accessible to people served."
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{
"id": "p20.2",
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"type": "text",
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"text": "Employees suspected of possessing alcohol, cannabis, or illegal drugs are subject to inspection and search, with or without notice. Employees’ personal belongings, including bags, purses, and clothing, and all AIM property, are also subject to search and inspection, with or without notice. Employees who violate this policy will be subject to discipline, up to and including termination. Any questions regarding AIM’s drug-free workplace compliance efforts should be directed at Human Resources."
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"text": "A. EMPLOYEE DRUG AND ALCOHOL TESTING",
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"id": "p20.4",
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"type": "text",
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"text": "Employees must submit to drug or alcohol testing when AIM has reasonable suspicion of impairment. Reasonable suspicion must be based on specific, contemporaneous observations concerning appearance, behavior, speech, odor, coordination, or other objective indicators. Refusal to undergo drug or alcohol testing may result in disciplinary action up to/including termination. AIM Services, Inc. ensures compliance with the ADA, New York Human Rights Law and other applicable laws."
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"order": 5,
"type": "heading",
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"text": "VII. CORPORATE COMPLIANCE PLAN/PROGRAM",
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"id": "p20.6",
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"type": "text",
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"text": "AIM’s Corporate Compliance Program is designed to prevent, detect, and correct noncompliance with Medicaid program requirements, including fraud, waste, and abuse. In accordance with New York Social Services Law § 363-d and 18 NYCRR Subpart 521-1, the program addresses seven required elements: written compliance policies and standards of conduct; a designated Compliance Officer and Compliance Committee; compliance training and education; effective confidential communication with the Compliance Officer; disciplinary standards; auditing and monitoring; and prompt response to compliance issues, including investigation, correction, self-disclosure, and repayment when required."
},
{
"id": "p20.7",
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"type": "text",
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"text": "For this section, “affected individuals” includes AIM employees, the Chief Executive Officer and other senior administrators, managers, governing body members, corporate officers, contractors, agents, subcontractors, and independent contractors whose functions are affected by AIM’s compliance risk areas. Those risk areas include billing, payment, ordered services, documentation, coding, medical necessity, quality of care, governance, mandatory reporting, credentialing, contractor oversight, and other areas identified through AIM’s experience and risk assessments."
},
{
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"type": "heading",
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"text": "1. Written Policies / Code of Conduct",
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"level": 3
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"type": "text",
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"text": "AIM will maintain written compliance policies, procedures, and standards of conduct that are available, accessible, and applicable to all affected individuals. The documents will identify governing federal and state requirements and AIM's risk areas; describe compliance expectations and responsibilities; explain how to identify, report, and resolve potential compliance issues; prohibit retaliation and intimidation; establish disciplinary standards; and document the structure and operation of each element of the compliance program. AIM will review the documents at least annually and revise them when legal, regulatory, operational, or risk changes require an update. AIM will distribute the standards of conduct at appointment or engagement and after material revisions and will document receipt as required by policy."
},
{
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"order": 10,
"type": "heading",
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"text": "2. Compliance Officer, Oversight, and Compliance Committee",
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"text": "AIM will designate a qualified Compliance Officer who reports directly to the Chief Executive Officer and periodically to the Board of Directors and who has direct access to senior management and the Board. The Compliance Officer will oversee the day-to-day operation of the compliance program; develop an annual compliance work plan; review policies and training; coordinate the Compliance Committee; investigate and respond to compliance issues; monitor corrective actions; and report at least quarterly to the Chief Executive Officer and Board on program activities and effectiveness. Current contact information for the Compliance Officer will be maintained in AIM's employee directory and"
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"text": "compliance materials."
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"text": "AIM will maintain a management-level Compliance Committee with members selected to represent the operational and support functions needed to address AIM’s compliance risk areas. The committee will coordinate with the Compliance Officer, meet no less than quarterly, support the annual compliance work plan and risk assessment, review audits and investigations, monitor corrective actions, assess resources and systems, and report through the Compliance Officer to the Chief Executive Officer and Board."
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"text": "AIM will provide compliance-program training and education to all “affected individuals” whose functions or contracts are affected. Training will occur during orientation or engagement, at least annually thereafter, and when changes in responsibilities or significant compliance risks require additional instruction. It will address AIM’s risk areas, written policies and standards of conduct, the role of the Compliance Officer and Compliance Committee, reporting methods, non-retaliation and non-intimidation protections, disciplinary standards, auditing and monitoring, and the obligation to report, return, and explain Medicaid overpayments. AIM will maintain a training plan and document the content, dates, attendance, and completion of required training."
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"text": "“Affected individuals” may communicate compliance questions or report suspected violations anonymously or confidentially through AIM’s hotline at 518-450-2896, secure web portal, compliance email address, direct contact with the Compliance Officer, or another reporting method identified in AIM’s compliance materials. These channels are publicized and accessible to all “affected individuals.” Reports involving the Compliance Officer may be made to the Chief Executive Officer or Chief Operating Officer. Nothing in this policy restricts lawful communication with a government agency. AIM will protect confidentiality to the extent reasonably possible and prohibits retaliation or intimidation for good-faith reporting or participation in a compliance review or investigation."
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"text": "The Compliance Officer and Compliance Committee will maintain a risk-based monitoring and auditing plan. The Quality Assurance/Compliance team will assess internal controls and risk-management systems; verify compliance with laws, regulations, contracts, and AIM policies; conduct audits and investigations concerning potential fraud, waste, abuse, and other noncompliance; identify patterns, weaknesses, and systemic risks; and recommend corrective actions that strengthen controls, improve efficiency, mitigate risk, and prevent recurrence."
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"text": "AIM prohibits retaliation or intimidation against any “affected individual” who, in good faith, reports a potential compliance issue, seeks guidance, assists with an audit or investigation, participates in the compliance program, or refuses to participate in conduct reasonably believed to violate law or AIM policy. Allegations of retaliation or intimidation will be investigated promptly and independently. Confirmed violations will result in corrective or disciplinary action, and AIM will take appropriate steps to protect the reporting person and remedy the effects of retaliation."
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"text": "AIM will promptly assess and investigate reported or detected compliance issues under the direction of the Compliance Officer. Investigators will be selected based on independence, subject matter, and complexity. AIM will preserve relevant records, maintain confidentiality to the extent reasonably possible, document findings and corrective actions, and monitor remediation to completion. When an"
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"text": "issue may involve criminal, civil, or administrative law, material Medicaid payment error, or credible evidence of misconduct, AIM will obtain appropriate legal or professional guidance and make required disclosures or referrals. Identified Medicaid overpayments will be reported, returned, and explained within the time required by law, and systemic issues will result in corrective action such as repayment, policy revision, training, discipline, process redesign, and expanded auditing."
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"text": "This Code of Conduct has been adopted as part of AIM Services, Inc.'s Corporate Compliance Program. It establishes the legal and ethical standards that apply to all affected individuals, including employees, as defined in Corporate Compliance Program Policy, and supports AIM's commitment to prevent, detect, and correct noncompliance, fraud, waste, and abuse. Each affected individual must understand and follow this Code, applicable laws and regulations, AIM policies and procedures, and the requirements of their role. Questions or concerns must be raised promptly through the reporting channels described in Corporate Compliance Program Policy."
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"text": "1.1 - Antitrust – Examples of conduct prohibited: agreement to fix prices, bid rigging, boycotts, unfair trade practices including bribery, deception and intimidation."
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"text": "1.2 - Tax – All tax and information returns will be filed accurately."
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"text": "1.3 - Fraud, Waste, Abuse, False Claims, and Overpayments - Affected individuals must ensure that claims, service records, time records, cost reports, supporting documentation, and other information submitted to AIM, Medicaid, or another payer are accurate, complete, timely, and supported by services actually provided and properly authorized. Prohibited conduct includes billing for services not rendered, duplicative or medically unnecessary services, unsupported or altered documentation, falsifying records, misrepresenting eligibility or qualifications, concealing an error, and knowingly retaining overpayment. Suspected errors, false claims, overpayments, fraud, waste, or abuse must be reported promptly through the channels identified in AIM's Compliance Program Policy."
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"text": "1.5 - Environmental – AIM's operations will be conducted with respect for the environment."
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"text": "1.6 - Discrimination – All employees, consumers and other persons will be treated fairly and equitably."
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"text": "Confidentiality and Privacy - Affected individuals will protect confidential, proprietary, personal, and health information and may access, use, or disclose it only as authorized and necessary to perform assigned duties or as otherwise permitted or required by law. This obligation applies to information concerning people supported, families, employees, applicants, contractors, vendors, investigations, personnel matters, business operations, and protected health information. Suspected loss, unauthorized access, use, or disclosure must be reported immediately in",
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Page 23
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"text": "accordance with AIM policy."
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"text": "Conflicts of Interest - Affected individuals must avoid actual, potential, or apparent conflicts between personal interests and their responsibilities to AIM. They may not use their position, confidential information, AIM property, business opportunities, or relationships with people supported, families, vendors, contractors, or referral sources for improper personal benefit or to benefit another person at AIM's expense. Conflicts must be disclosed promptly and managed in accordance with AIM policy. Officers, directors, and any other individuals designated by AIM must complete annual conflict-of-interest disclosures.",
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"text": "Business Relationships - Business transactions with vendors, contractors and other third parties will be free from offers or solicitation of gifts and favors in exchange for influence or assistance in a transaction.",
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"text": "5.1 - Gifts and Gratuities - Employees and other affected individuals may not solicit or accept cash, tips, gratuities, gifts, favors, entertainment, or anything of value that could influence, appear to influence, or reward an AIM decision, referral, purchase, service, or business relationship. Items of nominal value may be accepted only when permitted by AIM's conflict-of-interest and gift policies and applicable law. Monetary gifts must be referred to the appropriate administrator or Development Office."
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"text": "5.2 - Workshops, Seminars, and Training - Attendance at a vendor-sponsored workshop, seminar, conference, or training event must serve a legitimate AIM business purpose and receive any approval required by AIM policy. A vendor may not pay or reimburse travel, lodging, meals, registration, or entertainment unless the arrangement has been reviewed and approved in advance by the Chief Executive Officer or designee."
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"text": "5.3 - Contracting - Employees may not use insider information for any business activity conducted by or on behalf of AIM. Employees must disclose personal relationships and business activities with contractor personnel which may be construed as influencing the employee's performance or duties."
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"text": "Protection of Assets - All employees will strive to preserve and protect the agency's assets by prudent and effective use of AIM resources and properly and accurately reporting its financial condition. Employees are prohibited from unauthorized use or taking of AIM's equipment, supplies, materials or services.",
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"text": "Reporting and Cooperation - Affected individuals must promptly report suspected violations of law, regulation, program requirements, this Code, or AIM policy; suspected fraud, waste, abuse, false claims, or overpayments; retaliation or intimidation; and conduct that threatens the health, safety, rights, or welfare of a person supported. Reports may be made through any channel identified in AIM's Corporate Compliance Program Policy, including anonymously or confidentially where available. Affected individuals must cooperate truthfully with audits, monitoring, investigations, corrective actions, and requests to preserve records. Nothing in this Code restricts lawful communication with a government agency.",
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"text": "VIII. FALSE CLAIMS ACT AND WHISTLEBLOWER PROVISIONS",
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"text": "Federal law requires entities that receive or make at least $5 million in Medicaid payments during a federal fiscal year to maintain written policies for employees, contractors, and agents concerning false-claims laws, whistleblower protections, and procedures for preventing and detecting fraud, waste, and abuse. These entities must include a specific discussion of those subjects in their employee handbook. AIM includes the required discussion in this section and maintains additional procedures in its compliance policies and training materials."
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Page 24
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"text": "AIM prevents and detects fraud, waste, and abuse through an extensive compliance program, compliance training; accurate service documentation, coding, billing, and timekeeping requirements; exclusion screening; monitoring and auditing; confidential reporting channels; investigation of reported concerns; prompt correction of identified errors; and timely reporting, return, and explanation of identified overpayments as required by law. Employees, contractors, and agents must cooperate with these controls and promptly report suspected violations."
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"text": "This policy explains prohibited conduct, reporting responsibilities, whistleblower protections, and the federal and New York laws that support AIM’s compliance program. Employees, contractors, and agents must promptly report suspected false claims, inaccurate documentation, overpayments, or other compliance concerns through AIM’s reporting channels."
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"text": "FEDERAL FALSE CLAIMS ACT (31 USC §§3729-3733)",
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"text": "The federal False Claims Act prohibits knowingly submitting or causing a false claim for government payment, using a false record or statement that is material to a claim, conspiring to violate the Act, or knowingly concealing or improperly avoiding an obligation to repay the government. Knowingly includes actual knowledge, deliberate ignorance, and reckless disregard; proof of a specific intent to defraud is not required. Violations may result in three times the government's damages plus an inflation-adjusted civil penalty for each claim. Private individuals may bring qui tam actions on the government's behalf and may receive a share of the recovery."
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"text": "Examples of prohibited conduct include billing for services not provided, using documentation known to be false or materially incomplete to support payment, and knowingly retaining an overpayment that must be returned. Employees must report suspected conduct even when they are uncertain whether it legally constitutes a false claim."
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"text": "Examples of prohibited conduct include billing for services not provided; using records known to be false or materially incomplete to obtain payment; misrepresenting compliance with contractual or regulatory requirements; and knowingly concealing or retaining an overpayment that must be returned. Employees must report suspected conduct even when they are uncertain whether it legally constitutes a false claim."
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"text": "In addition to government enforcement, the federal False Claims Act permits a private person, known as a qui tam relator, to file an action on behalf of the United States. If the action results in a recovery, the relator may receive a share of the proceeds as provided by law."
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"text": "The federal Program Fraud Civil Remedies Act allows a federal agency to pursue administrative penalties and assessments when a person knowingly submits a false claim or written statement to the agency. Liability may arise when the claim is submitted, even if it is not paid, and the agency—not a federal court—initially determines liability and the applicable remedy."
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"text": "Administrative remedies may apply when a false claim or statement is submitted even if the government does not pay it. The federal agency responsible initially determines liability and the available penalties or assessments, subject to applicable review procedures."
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"text": "NEW YORK STATE LAWS",
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"text": "The New York False Claims Act, State Finance Law §§ 187–194, and related New York laws impose"
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"text": "civil, administrative, and criminal consequences for knowingly submitting false claims or statements, concealing material information, falsifying business records, offering false documents for filing, committing insurance fraud, or committing health care fraud. Depending on the conduct and amount involved, consequences may include repayment, multiple damages, civil penalties, exclusion or disqualification, fines, and misdemeanor or felony prosecution. Related laws include Social Services Law §§ 145, 145-b, 145-c, and 366-b and Penal Law Articles 175, 176, and 177."
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"text": "AIM prohibits retaliation or intimidation against an employee, contractor, or agent who lawfully reports or investigates suspected fraud, waste, abuse, false claims, overpayments, legal violations, or threats to patient or workplace safety; objects to or refuses to participate in conduct reasonably believed to violate law; or assists a government investigation or False Claims Act action. Protections arise under the federal False Claims Act, the New York False Claims Act, and New York Labor Law §§ 740 and 741, subject to each law's coverage and requirements. Remedies authorized by law may include reinstatement, restoration of seniority and benefits, back pay, damages, costs, and attorney's fees."
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"text": "Employees may report suspected fraud, waste, abuse, overpayments, false claims, or retaliation to the Compliance Officer, the Chief Executive Officer, AIM's confidential hotline at 518-450-2896, another reporting channel identified in AIM's compliance materials, or an appropriate member of management. If a concern involves the Compliance Officer or Chief Executive Officer, the employee may contact the Chief Operating Officer. Nothing in this policy prevents or restricts anyone from making a lawful report to, communicating with, or participating in an investigation by a government agency. AIM prohibits retaliation or intimidation against anyone who reports or assists with an investigation in good faith."
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"text": "Employees, contractors, and agents must cooperate truthfully with compliance reviews and investigations, preserve relevant information, and follow corrective actions within their responsibilities. AIM will maintain confidentiality to the extent reasonably possible and permitted by law. The Board of Directors will oversee the whistleblower policy and related actions."
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"text": "AIM provides technology resources to support its mission and operations. This policy defines acceptable use and the requirements for protecting AIM information, systems, employees, and the people we support. This policy applies to employees, contractors, consultants, temporary staff, volunteers, and anyone else who accesses AIM information, systems, networks, or devices, whether the resources are owned by AIM, the user, or a third party. All users are expected to comply with AIM policies, applicable laws, and industry regulations. Exceptions to this policy must be approved in writing by AIM."
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"text": "Install, copy, distribute, or use unlicensed software or copyrighted material.",
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"text": "Employees may not record conversations, images, videos, or audio involving the people we support, employees, or agency operations unless specifically authorized."
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"text": "Employees should have no expectation of personal privacy when using AIM-owned technology resources or when transmitting AIM business through AIM systems. AIM may monitor, review, retain, or disclose information as permitted by law and organizational policy to protect its operations, employees, and the people it serves."
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"text": "This policy establishes requirements for employees who use personally owned electronic devices for work-related purposes. This policy applies to employees who are authorized or required to use personal devices, including smartphones, tablets, laptops, and other electronic devices, to access AIM systems, applications, email, or data."
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"text": "Personal devices should be silenced or set to vibrate during meetings, training sessions, and other work activities where interruptions may be disruptive."
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"text": "Nonexempt employees must obtain prior authorization before performing work-related activities outside their scheduled work hours, including responding to emails, text messages, telephone calls, or other work communications. Employees must accurately record and report all time worked, whether or not the work was authorized. Working outside scheduled hours without prior authorization may result in corrective action, but AIM will pay employees for all compensable time worked."
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"text": "Employees must comply with all applicable laws regarding device use. Employees whose duties involve driving may not use a handheld electronic device while operating a vehicle. Any permitted hands-free use must comply with applicable law, AIM policy, and the requirements of the employee’s role. Employees are personally responsible for any violations, fines, or liabilities resulting from improper device use while driving."
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"text": "Employees must immediately notify management if a work-related personal device is lost, stolen, damaged, hacked, or otherwise compromised. To protect agency information, AIM may require the removal of agency data or a factory reset of the device when necessary. AIM is not responsible for the loss of personal data, applications, or settings resulting from security measures taken to protect agency information."
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"text": "Upon resignation, termination, or at AIM's request, employees must immediately remove or allow AIM to remove all agency information, applications, and accounts from personal devices."
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"text": "This section supplements, and does not repeat, the general confidentiality requirements in Section V and the security requirements in Sections IX and X. It applies specifically to access to electronic health records, role-based permissions, secondary profiles or caseloads, and Electronic Visit Verification. Employees must follow the more restrictive requirement when system-specific instructions and a general handbook rule address the same activity."
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"text": "Employees may only access records and information necessary to perform their assigned duties. Unauthorized access, review, or disclosure of records is strictly prohibited. Employees assigned multiple responsibilities or programs may be granted additional system access. By accessing a secondary profile or caseload, employees acknowledge that access is required for legitimate work purposes. Employees must return to their primary profile when additional access is no longer needed."
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"text": "Certain services require Electronic Visit Verification (EVV) in accordance with Medicaid requirements. Employees assigned to services requiring EVV may be required to use a mobile application to record service-related information, including:"
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"text": "AIM recognizes that social media and other online communication platforms can be valuable tools for sharing information and engaging with the community. This policy is intended to protect the privacy of the people we support, safeguard confidential information, preserve AIM's reputation, and ensure appropriate online conduct while respecting employees' rights under applicable law."
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"text": "This policy applies to all employees and to any online activity that may affect AIM, its employees, the people it supports, business partners, vendors, or operations, whether conducted on personal or AIM-owned devices. Social media includes, but is not limited to, Facebook, Instagram, LinkedIn, TikTok, X, blogs, forums, video-sharing platforms, and similar online communication channels."
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"text": "Only authorized employees may speak, post, or communicate on behalf of AIM through company-sponsored websites, social media accounts, or other online platforms. Employees who identify themselves online as AIM employees must clearly state that their opinions are their own and do not necessarily represent AIM. A recommended disclaimer is:"
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"text": "To protect the people we support, employees, and the organization, employees may not:"
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"text": "negatively impact the workplace or AIM's mission. Employees may not post content that:"
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"text": "Is discriminatory, harassing, threatening, intimidating, or obscene.",
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"text": "Knowingly spreads false information about AIM, its employees, the people it supports, or its services."
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"text": "Nothing in this policy is intended to interfere with employee rights protected under applicable labor laws, including the right to discuss wages, hours, or other terms and conditions of employment."
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"text": "AIM may maintain official websites, social media accounts, and other online communication channels to promote services, share information, engage with stakeholders, and support agency initiatives. The following requirements apply to AIM-authorized sites and accounts:"
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"text": "AIM reserves the right to edit, remove, or restrict content that is inaccurate, inappropriate, offensive, unlawful, or inconsistent with agency standards."
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"text": "Employees may not provide employment references on behalf of AIM through social media or other online platforms. Employment verification and references must be handled by Human Resources. Employees may not respond to media inquiries or make public statements on behalf of AIM unless specifically authorized. Media inquiries should be directed to the Chief Executive Officer or designated spokesperson."
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"text": "Employees who become aware of activity that may violate this policy should promptly report the matter to Human Resources, their supervisor, or another appropriate member of management."
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"text": "Employees should have no expectation that content posted publicly on social media will remain private. AIM may review publicly available information when investigating potential policy violations or addressing legitimate business concerns."
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"text": "XIII. ARTIFICIAL INTELLIGENCE",
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"text": "This policy is intended to safeguard the privacy and security of information managed by AIM Services Inc. and to ensure compliance with all applicable regulations, including HIPAA. This section outlines acceptable and prohibited uses of Artificial Intelligence (AI) tools and recording technologies within the agency. This policy applies to all employees, contractors, interns, volunteers, and individuals performing work on behalf of AIM Services Inc."
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"text": "Employees may use an AI tool only when AIM has approved both the tool and the specific work purpose. Unless both approvals are in place, employees must not enter, upload, or disclose confidential AIM information, Protected Health Information, Personally Identifiable Information, financial or banking information, case notes, reports, or information that could identify a person directly or indirectly. Employees who are uncertain must consult IT or their supervisor before using the tool. Consumer and other unapproved services may process information on third-party servers without the privacy, security, contractual protection, or regulatory compliance required for AIM data. Employees"
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"text": "AI tools may be used only for general, non-confidential work, such as drafting routine communications, gathering public information, and developing templates with non-identifiable content, and only when AIM has approved both the tool and the specific work purpose. Employees remain responsible for reviewing AI-generated material for accuracy, completeness, bias, confidentiality, and compliance with AIM policy before using or sharing it."
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"order": 19,
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"text": "Wearables capable of real-time streaming or automatic recording",
"marker": "-"
}
]
},
{
"id": "p31.12",
"order": 20,
"type": "text",
"bbox": {
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"text": "If an employee requires assistive technology for approved accommodation, HR will work with IT to evaluate secure and compliant alternatives."
},
{
"id": "p31.13",
"order": 21,
"type": "heading",
"bbox": {
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"text": "XIV. EMPLOYEE NAME, IMAGE, AND LIKENESS",
"attrs": {
"block_label": "paragraph_title"
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"level": 3
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"id": "p31.14",
"order": 22,
"type": "text",
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"text": "This policy outlines the terms under which AIM Services may use an employee’s name, image, voice, likeness, and other identifiers (collectively referred to as \"NIL\") in connection with business operations, marketing, internal communications, public relations, and other related purposes. This policy applies to all current and former employees whose NIL may be used in media produced by or for AIM Services, Inc. including but not limited to websites, social media platforms, print materials, videos, internal presentations, staff listings and promotional campaigns. AIM Services, Inc., retains rights to materials on which NIL has been used with valid consent. Use of NIL is considered voluntary and without compensation unless a separate agreement specifies otherwise."
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"text": "Review of and sign off on the Employee Handbook will constitute consent to use NIL as described"
},
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"text": "30",
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Page 32
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"text": "above; consent may also be obtained through a standalone release form or as part of employee onboarding. Employees cannot withdraw consent for the use of NIL for materials, including digital materials, which have already been distributed or published. Upon withdrawal of consent in writing, AIM will make reasonable efforts to cease future use in new materials. However, previously distributed or archived content may not be withdrawn."
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"text": "AIM will use NIL in a respectful and professional manner. NIL will not be used in any context that could be defamatory, misleading, or inconsistent with the values of the agency. This policy is intended to comply with all applicable local, state, and federal laws regarding privacy and publicity rights."
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"text": "Violations of this policy may result in disciplinary action, up to and including termination of employment, and may also expose the Company to legal liability."
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{
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"text": "XV. ABUSE, NEGLECT, and INCIDENT REPORTING",
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"text": "AIM Services, Inc. is committed to preventing abuse and neglect of the people we support. An employee who has reasonable cause to suspect abuse or neglect must first address any immediate danger and then make all required reports immediately to the appropriate internal and external contacts, including the employee’s supervisor, AIM On-Call, and, when applicable, the Justice Center. Employees must follow the reporting timeframes and procedures in AIM policy and OPWDD Part 624. Failure to make a required report may result in disciplinary action, up to and including termination, and may also result in civil or criminal liability."
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"text": "Reasonable Cause means that, based on your observations, training and experience, you have a suspicion that a vulnerable person has been subject to abuse or neglect as described below. Significant incidents that may place a vulnerable person at risk of harm must also be reported. Reasonable cause can be as simple as doubting the explanation given for an injury."
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"type": "heading",
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"text": "Physical Contact",
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"level": 3
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"text": "AIM Services, Inc. promotes a positive environment while protecting the people we support, employees, and volunteers. Any inappropriate physical contact by employees or volunteers toward the people we serve will result in disciplinary action up to and including termination. Inappropriate physical contact is strictly prohibited whether an employee is at work or “off the clock.”"
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{
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"text": "Examples of inappropriate physical contact include, but are not limited to kissing, wrestling, any form of sexual contact, displays of inappropriate affection, and any contact with genitals or other private areas that are outside of the documented plan of care."
},
{
"id": "p32.10",
"order": 10,
"type": "heading",
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"text": "Verbal Contact",
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"level": 3
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{
"id": "p32.11",
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"type": "text",
"bbox": {
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"text": "Employees and volunteers are prohibited from speaking to a person they support in a way that is, or could be construed, as harsh, coercive, threatening, intimidating, shaming, derogatory, demeaning, or humiliating. Employees and volunteers must not initiate sexually oriented conversations (excluding sexual education, as described in someone’s support plans) with the people they support. Employees and volunteers are not permitted to discuss their own sexual activities with people served by AIM. Inappropriate verbal interactions are strictly prohibited whether an employee is at work or “off the clock.”"
},
{
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"type": "heading",
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"text": "Appropriate One-on-One Interactions",
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"text": "One-on-one interactions are a routine part of the supports and services AIM provides. Employees and volunteers must follow all AIM policies and person-specific guidance governing physical contact, communication, privacy, supervision, and professional boundaries. They must immediately document"
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Page 33
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"text": "and report unusual incidents, injuries, allegations, interactions that could be misunderstood, or other circumstances requiring review under AIM policy."
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"text": "XVI. CORRECTIVE ACTION",
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"text": "AIM may take corrective action when an employee performs unsatisfactorily, engages in misconduct, or violates a policy or procedure. Depending on the circumstances, corrective action may include a verbal warning, written warning, suspension, transfer, demotion, or termination. Employment remains at will and if the circumstances warrant, immediate termination may be appropriate."
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"text": "SUSPENSION",
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"text": "An employee suspected of a serious work-related offense may be suspended while AIM reviews the matter. The Chief People Officer or their designee will notify the employee whether and when to report to work. Suspension pay will be determined in accordance with applicable wage-and-hour law, including salary-basis requirements for exempt employees."
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"text": "Authority for transfers, demotions and other status changes lies with the Chief Executive Officer, appropriate administrator, or designee. A thorough review of all pertinent documentation will be conducted by the Chief Executive Officer, appropriate administrator, or designee."
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{
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"text": "TERMINATION",
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"text": "AIM employees are employed “at-will,” meaning that no one has a contractual right, express or implied, to remain in AIM’s employ. Authority for termination rests with the Chief Executive Officer, the appropriate administrator, or a designee. When applicable, the decision will include a review of relevant documentation."
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"text": "XVII. STAFF DEVELOPMENT",
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"text": "AIM is committed to person-centered services and recognizes that employee development directly affects service quality. AIM provides orientation, mandated training, annual updates, and ongoing learning opportunities that help employees build skills, understand new practices, and meet the needs of the people they support. The agency maintains and regularly updates training records for all employees."
},
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"text": "ORIENTATION PERIOD",
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"text": "To give employees the opportunity to learn their job and the agency the opportunity to train and evaluate their performance, the first three months of employment, promotion or position change (as applicable) is considered an orientation period. During this three-month period, employees are expected to become familiar with the agency, its policies/procedures, regulatory requirements and their job description and duties."
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"text": "All new employees must complete orientation training appropriate to their roles. Training may include an introduction to the people AIM supports; an overview of AIM and its benefits; applicable COBRA and HIPAA requirements; agency policies; fire, safety, and health procedures; crisis-intervention training; and abuse-prevention and reporting requirements. Additional mandatory training may be assigned based on the employee's duties, program, or regulatory requirements."
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"text": "Specific orientation to the position/duties will be provided by a direct supervisor/designee or, in the case of self-hired co-employment, the person receiving services and/or their family. Employees are encouraged to ask questions regarding their role and responsibilities with the agency. AIM is interested in providing accurate information to assist in familiarizing employees with the job requirements and expectations."
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Page 34
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"text": "A job description will be reviewed with each employee; employees will receive and be asked to sign a copy which will be maintained in their personnel file. The signing of the job description does not constitute a contract or guarantee of employment. Employees are encouraged to ask any questions they may have to ensure that they fully understand the duties required."
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"text": "Employees are expected to perform satisfactorily throughout the orientation period while they learn their roles and responsibilities. AIM will review performance during this period and provide feedback as appropriate. Completion of the orientation period does not guarantee continued employment or change the at-will employment relationship."
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"text": "Section XVIII summarizes the principal leave rights and benefits available to employees. Eligibility, pay, duration, notice, documentation, and job protection differ by leave type. Employees should notify Human Resources as soon as they know leave may be needed. Human Resources will determine which leave programs may apply, provide required notices and forms, coordinate overlapping leave where permitted, and explain any employee premium obligations. AIM prohibits retaliation or attendance penalties for using legally protected leave."
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"text": "A. FAMILY MEDICAL LEAVE ACT (FMLA)",
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"text": "An employee is eligible for FMLA leave if the employee has worked for AIM for at least 12 months, has worked at least 1,250 hours during the 12 months immediately before the leave begins, and works at a location that meets applicable worksite requirements. Eligible employees may take up to 12 workweeks of job-protected leave during AIM's applicable 12-month period for qualifying family and medical reasons. Eligible employees may also take up to 26 work weeks during a single 12-month period to care for a covered military service member."
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"text": "The 12-month FMLA period will be measured backward from the date an employee uses any FMLA leave. The amount of leave available is 12 workweeks minus any FMLA leave taken during the immediately preceding 12 months."
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"text": "Covered Reasons",
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"text": "Eligible employees may receive FMLA for one, or for a combination of the following reasons:"
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"text": "The birth of an employee's child or to care for the newborn child (leave must be taken within 12 months of the child's birth).",
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"text": "The placement of a child with the employee for adoption or foster care or to care for the newly placed child (leave must be taken within 12 months of the child's placement).",
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"text": "To care for an employee's spouse, son or daughter, or parent who has a serious health condition; or,",
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"text": "For a serious health condition that makes the employee unable to perform their job.",
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"text": "Under the FMLA, a “serious health condition” means an illness, injury, or physical or mental condition involving inpatient care or continuing treatment by a health care provider for a condition that either prevents the employee from performing the functions of the employee’s job or prevents the qualified family member from participating in school or other daily activities. Subject to certain conditions, the continuing treatment requirement may be met by a period of incapacity of more than three (3) consecutive calendar days combined with at least two visits to a health care provider or one visit and a regimen of continuing treatment, or incapacity due to pregnancy or due to a chronic condition. Other conditions may meet the definition of continuing treatment."
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"text": "Spouses who are both employed by the agency are allowed a combined total of 12 weeks of FMLA leave within a 12-month period for the care of a newborn or adopted child, or to care for a parent with a serious health condition. If leave is requested due to the illness of a child or of the other spouse, each spouse is allowed 12 weeks of leave."
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"text": "An eligible employee whose spouse, child, or parent is on covered active duty or has been notified of an impending call or order to covered active duty may use up to 12 workweeks of FMLA leave for qualifying exigencies. Qualifying exigencies may include certain military events, childcare and school arrangements, financial and legal arrangements, counseling, rest and recuperation, post-deployment activities, and parental care."
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"text": "National Guard or Reserves, who is undergoing medical treatment, recuperation or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness*; or (2) a veteran who was discharged or released under conditions other than dishonorable at any time during the five-year period prior to the first date the eligible employee takes FMLA leave to care for the covered veteran, and who is undergoing medical treatment, recuperation, or therapy for a serious injury or illness.*"
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"text": "FMLA leave may be taken continuously, intermittently, or on a reduced schedule when medically necessary for the employee's or a covered family member's serious health condition, for military caregiver leave, or for a qualifying exigency. Intermittent leave for bonding with a newborn or newly placed child requires AIM's approval. When intermittent or reduced-schedule leave is foreseeable based on planned medical treatment, AIM may temporarily transfer the employee to an available alternative position for which the employee is qualified and that better accommodates recurring leave, with equivalent pay and benefits."
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"text": "Employees must notify Human Resources in writing when the need for FMLA leave is foreseeable. When the need is not foreseeable, employees must notify Human Resources as soon as practicable and follow AIM’s call-in procedures. The notice should state when the leave is expected to begin, the reason the leave may qualify for FMLA protection, and the anticipated duration."
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"text": "Failure to provide required notice may delay or affect FMLA protection to the extent permitted by law. When the need for leave results from an emergency or is otherwise unforeseeable, the employee must provide notice as soon as practicable, and the leave will not be denied solely because advance notice was not possible."
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"text": "Employees must notify Human Resources when leave is needed and provide the information and documentation permitted by applicable law. Human Resources will explain eligibility, deadlines, pay, benefits, and return-to-work requirements."
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"text": "When AIM requests an FMLA certification, the employee generally must return a complete and sufficient certification within 15 calendar days. If a certification is incomplete or insufficient, AIM will identify the deficiency and allow seven calendar days to cure it. After giving the employee an opportunity to cure, Human Resources may contact the provider for authentication or clarification in accordance with applicable law. AIM may require second and third opinions at its expense where permitted."
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"text": "During FMLA leave, the agency may request that the employee provide recertification of a serious health condition at intervals in accordance with the FMLA and provide periodic reports regarding the employee’s status and with intent to return to work. Before the employee returns to work from FMLA leave for the employee’s own serious health condition, the employee may be required to submit a fitness for duty certification from the employee’s health care provider."
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"text": "When leave qualifies for both FMLA and New York Paid Family Leave, the leaves will run concurrently to the extent permitted by law. Employees may elect to use available PTO as permitted by AIM’s Paid Family Leave policy to supplement or replace Paid Family Leave benefits. For FMLA leave that does not qualify for Paid Family Leave, employees must use accrued paid leave as stated in this section before taking any remaining FMLA leave unpaid."
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"text": "The agency will notify employees requesting leave whether they are eligible under FMLA. If they are, the notice will specify any additional information required as well as the employee's rights and responsibilities. If they are not eligible, the Agency will provide a reason for the ineligibility. The agency will also notify the employee that leave has been designated as FMLA leave and the amount of leave counted against the employee's leave entitlement. If the agency determines that the leave is not FMLA-protected, it will notify the employee."
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"text": "For employees enrolled at the time of leave, coverage will continue while the employee is on leave under the same conditions as if the employee had continued to work, for up to the maximum 12 or 26 weeks as follows:"
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"text": "Employees on unpaid leave are required to submit the employee's contribution/co-pay to the Payroll Department each payday (the same as if working and it were deducted from payroll). Employees on paid leave (benefit time) will continue to have the co-pay deducted from their payroll check. If the employee's payment of health insurance is more than 30 days late, the agency may discontinue health insurance coverage upon notification to the employee.",
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"text": "Employees whose coverage has canceled will be eligible to enroll upon return to work following FML.",
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"text": "Employees on unpaid leave are eligible for paid time off (PTO) accrued prior to the leave.",
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"text": "Employees on unpaid leave will be eligible to continue non-FMLA eligible cafeteria plan elections by submitting premiums to the Fiscal Department at the same time as such payments would be made if they were paid via payroll deductions. If an employee does not pay their share of the premiums for the period of the leave, coverage will cease in accordance with the",
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"text": "provisions of the law. If coverage is canceled, employees will be eligible to re-enroll the first of the month following return to work."
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"text": "Employees returning from FMLA leave will be restored to their original job or to an equal/equivalent job with equal benefits and other employment terms/conditions.",
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"text": "An employee who takes leave because of their own serious health condition must provide a fit-for-duty certification before returning to work. Employees who are returning from FMLA taken for their own serious health condition, but who are unable to perform the essential functions of their job because of a disability should notify the Human Resources Department and request accommodation. See Accommodation of Individuals with Disabilities policy.",
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"text": "An employee who does not return when approved FMLA leave ends must contact Human Resources before the expected return date. AIM will evaluate whether another type of protected leave, disability accommodation, workers' compensation benefit, or other approved leave may apply. If no additional protection or approved leave applies and the employee does not return or communicate with AIM, the absence may result in separation from employment.",
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"text": "The agency and applicable law prohibit any interference with, restraint, or denial of any right provided under FMLA and prohibit discrimination against any person for opposing any practice made unlawful by FMLA or for involvement in any proceedings under or relating to FMLA. If you believe your rights under the FMLA have been violated, you should notify the Human Resources Department immediately. You may also file a complaint with the U.S. Department of Labor or file a suit against the agency. For further information or clarification about FMLA leave, please contact your supervisor or the Human Resources Department."
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"text": "B. PAID FAMILY LEAVE ACT (PFL)",
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"text": "New York Paid Family Leave provides eligible employees with up to 12 weeks of job-protected, paid leave to bond with a new child, care for an eligible family member with a serious health condition or assist with qualifying needs arising from a covered family member's deployment abroad on active military service. Benefits equal 67% of the employee's average weekly wage, subject to the annually adjusted statewide cap. PFL may be taken continuously or intermittently in full-day increments. The number of available intermittent days depends on the employee's regular work schedule and remaining PFL entitlement. Employees retain health coverage on the same terms as if actively working and are protected from discrimination or retaliation."
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"text": "Amount and Pay",
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"text": "AIM Services, Inc., does not require an employee to use PTO during PFL leave, even when the leave runs concurrently with FMLA (see below). However, AIM Services will allow the employee to elect to use PTO in lieu of PFL in order to receive full pay; or allow employees to use a partial PTO day to supplement their PFL benefit in order to receive full pay."
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"text": "New York’s Paid Family Leave is entirely employee funded. As such, AIM Services intends to deduct from its employee’s pay each week the statutory amount."
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"text": "Unless you are authorized to file a waiver, employees will be eligible for PFL based on the following criteria:"
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"text": "Employees with a regular work schedule of 20 or more hours per week are eligible after 26 weeks of employment.",
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"engine": "paddleocr_vl",
"source_run_id": 11885,
"item_count": 22,
"counts_by_type": {
"footer": 1,
"heading": 4,
"list": 2,
"list_item": 6,
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},
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"items": [
{
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"text": "Employees with a regular work schedule of less than 20 hours per week are eligible after 175 days worked.",
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},
{
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"text": "In limited circumstances, employees whose regular work schedules are temporary, or seasonal may opt out of Paid Family Leave. If you are eligible to opt out of PFL coverage, AIM Services will provide such a waiver with other onboarding materials. Coverage can only be waived if the employee will not meet the minimum time worked requirements:"
},
{
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"text": "",
"attrs": {
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"children": [
{
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"text": "If you regularly work less than 20 hours per week and will not work 175 days in a year, or",
"marker": "-"
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{
"id": "p38.3.2",
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"type": "list_item",
"bbox": {
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"text": "If you regularly work 20 or more hours per week but will not be employed for 26 consecutive weeks."
}
]
},
{
"id": "p38.4",
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"type": "text",
"bbox": {
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"text": "If an employee waives coverage, they will not make contributions and will not be eligible for Paid Family Leave benefits. If an employee’s schedule changes such that they will meet the minimum requirements for eligibility, the waiver will automatically be revoked."
},
{
"id": "p38.5",
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"type": "text",
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"text": "Please note that if you work for another employer, in addition to AIM Services, you may also be eligible to take PFL from both employers, albeit at the same time and for the same reason."
},
{
"id": "p38.6",
"order": 8,
"type": "heading",
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"text": "Covered Reasons",
"attrs": {
"block_label": "paragraph_title"
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"level": 3
},
{
"id": "p38.7",
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"type": "text",
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"text": "As noted above, eligible AIM Services employees may take PFL to bond with a child, care for a family member or when required by military exigency. The following provides more details regarding the three qualified reasons for PFL:"
},
{
"id": "p38.8",
"order": 10,
"type": "heading",
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"text": "1. Bonding with a Child",
"attrs": {
"block_label": "paragraph_title"
},
"level": 3
},
{
"id": "p38.9",
"order": 11,
"type": "text",
"bbox": {
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"text": "Paid Family Leave must be used within the applicable 52-week period following the child's birth, adoption, or foster placement."
},
{
"id": "p38.10",
"order": 12,
"type": "heading",
"bbox": {
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},
"text": "2. Care for a Family Member with a Qualifying Health Condition",
"attrs": {
"block_label": "paragraph_title"
},
"level": 3
},
{
"id": "p38.11",
"order": 13,
"type": "text",
"bbox": {
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"text": "An employee may take leave to care for a family member who has a qualifying health condition. Qualified types of care include physical care, emotional support, visitation, assistance in treatment, transportation, arranging for a change in care, assistance with essential daily living matters, personal attendant services and traveling to pick up medication. Ordinarily, conditions such as the common cold, the flu, earaches, upset stomach, minor ulcers, routine dental or orthodontia problems, periodontal disease, etc., do not meet the definition of a serious health condition for purposes of PFL."
},
{
"id": "p38.12",
"order": 14,
"type": "text",
"bbox": {
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},
"text": "For PFL family-care leave, an eligible family member may include the employee’s spouse, domestic partner, child or stepchild, parent or stepparent, parent-in-law, grandparent, grandchild, or sibling, as defined by New York law. The family member may live outside New York State or outside the United States."
},
{
"id": "p38.13",
"order": 15,
"type": "heading",
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"t": 211.44,
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"text": "3. Qualifying Military Exigency",
"attrs": {
"block_label": "paragraph_title"
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"level": 3
},
{
"id": "p38.14",
"order": 16,
"type": "text",
"bbox": {
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"text": "Paid Family Leave is available when a spouse, child, domestic partner or parent of the employee is on active military duty abroad or has been notified of an impending call or order of active military duty abroad. Employees can take leave to help with obligations arising out of a call to duty, for example:"
},
{
"id": "p38.15",
"order": 17,
"type": "list",
"bbox": {
"l": 132.24,
"t": 149.0304,
"r": 532.32,
"b": 110.16
},
"text": "",
"attrs": {
"item_count": 3
},
"children": [
{
"id": "p38.15.1",
"order": 18,
"type": "list_item",
"bbox": {
"l": 132.48,
"t": 149.0304,
"r": 532.32,
"b": 135.84
},
"text": "Making alternative childcare arrangements for a child of the deployed military member.",
"marker": "•"
},
{
"id": "p38.15.2",
"order": 19,
"type": "list_item",
"bbox": {
"l": 132.72,
"t": 136.37019999999995,
"r": 396.48,
"b": 123.6
},
"text": "Attending certain military ceremonies and briefings; and",
"marker": "•"
},
{
"id": "p38.15.3",
"order": 20,
"type": "list_item",
"bbox": {
"l": 132.24,
"t": 123.77020000000005,
"r": 506.4,
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"text": "Making financial or legal arrangements to address the military member's absence.",
"marker": "•"
}
]
},
{
"id": "p38.16",
"order": 21,
"type": "text",
"bbox": {
"l": 122.88,
"t": 97.92,
"r": 513.84,
"b": 71.52
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"text": "Paid Family Leave, which provides wage replacement and job security, can be taken by employees who are also eligible for time off under the military provisions in the federal"
},
{
"id": "p38.17",
"order": 22,
"type": "footer",
"bbox": {
"l": 300.24,
"t": 37.44,
"r": 312.24,
"b": 27.6
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"text": "37",
"attrs": {
"block_label": "number"
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}
],
"excluded_furniture": {
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"last": []
}
}
Page 39
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8
9 · TEXT
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Page 39 JSON
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"items": [
{
"id": "p39.1",
"order": 1,
"type": "header",
"bbox": {
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"b": 706.8
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"text": "Family Medical Leave Act.",
"attrs": {
"block_label": "header"
},
"level": 2
},
{
"id": "p39.2",
"order": 2,
"type": "heading",
"bbox": {
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"b": 682.32
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"text": "Notice and Documentation",
"attrs": {
"block_label": "paragraph_title"
},
"level": 3
},
{
"id": "p39.3",
"order": 3,
"type": "text",
"bbox": {
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"text": "AIM's insurance carrier determines PFL eligibility and benefit payments. In most cases, the carrier must pay or deny a complete request within the period required by law. If a claim is denied, the carrier will provide information about requesting review by a neutral arbitrator, and Human Resources can discuss whether another form of leave may apply."
},
{
"id": "p39.4",
"order": 4,
"type": "heading",
"bbox": {
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"t": 624.48,
"r": 216.96,
"b": 612.96
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"text": "Benefits and Job Protection",
"attrs": {
"block_label": "paragraph_title"
},
"level": 3
},
{
"id": "p39.5",
"order": 5,
"type": "text",
"bbox": {
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"t": 612,
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"b": 523.44
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"text": "Employees with AIM-provided health benefits will remain covered during PFL leave (including family or dependent coverage). Employees must continue to pay their regular contributions to the cost of the health insurance premiums at the same level they did prior to their PFL leave. Employees shall make payments directly to AIM Services during such leave since they will not have a paycheck from which to make the usual deductions. If an employee on PFL leave is more than 30 days late with providing payment to AIM Services, we will initiate the following steps to terminate such employee health insurance coverage:"
},
{
"id": "p39.6",
"order": 6,
"type": "list",
"bbox": {
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"t": 524.2760000000001,
"r": 539.76,
"b": 471.36
},
"text": "",
"attrs": {
"item_count": 2
},
"children": [
{
"id": "p39.6.1",
"order": 7,
"type": "list_item",
"bbox": {
"l": 104.64,
"t": 524.2760000000001,
"r": 539.76,
"b": 497.28
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"text": "AIM Services will send a written notice at least 15 days before intending to end coverage and give the employee the option to remit any outstanding balance within 15 days; and"
},
{
"id": "p39.6.2",
"order": 8,
"type": "list_item",
"bbox": {
"l": 104.88,
"t": 498.1764,
"r": 521.28,
"b": 471.36
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"text": "If employee still does not send in payment within the 15-day window, AIM Services will terminate the employee's health coverage."
}
]
},
{
"id": "p39.7",
"order": 9,
"type": "text",
"bbox": {
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"t": 458.88,
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"text": "If an employee’s health plan coverage is cancelled during PFL, AIM Services will reinstate the employee into the health plan on the same terms as the employee had prior to taking leave when the employee returns from PFL leave. If the PFL extends over the course of enrollment in a new benefits plan year, the employee is entitled to the new or changed plan or benefits as if the employee was not on leave."
},
{
"id": "p39.8",
"order": 10,
"type": "heading",
"bbox": {
"l": 83.28,
"t": 383.04,
"r": 163.44,
"b": 371.04
},
"text": "PFL and FMLA",
"attrs": {
"block_label": "paragraph_title"
},
"level": 3
},
{
"id": "p39.9",
"order": 11,
"type": "text",
"bbox": {
"l": 82.32,
"t": 370.08,
"r": 538.08,
"b": 306.96
},
"text": "When leave qualifies under both FMLA and PFL, AIM will provide the required notices and designate the leaves to run concurrently to the extent permitted by law. Eligibility and covered reasons differ: FMLA may cover the employee's own serious health condition, while PFL does not; PFL family-care coverage includes relationships not covered by FMLA; and PFL intermittent leave must be taken in full-day increments. Human Resources will explain which law applies and how much leave remains."
},
{
"id": "p39.10",
"order": 12,
"type": "list_item",
"bbox": {
"l": 105.36,
"t": 307.676,
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"b": 294.23648
},
"text": "Eligibility for PFL and FMLA are different:",
"marker": "•"
},
{
"id": "p39.11",
"order": 13,
"type": "text",
"bbox": {
"l": 123.36,
"t": 293.04,
"r": 538.08,
"b": 243.6
},
"text": "Employees who regularly work 20 or more hours per week become eligible for PFL after 26 consecutive weeks of employment with AIM. Employees who regularly work fewer than 20 hours per week become eligible after working 175 days for AIM; there is no minimum-hours requirement."
},
{
"id": "p39.12",
"order": 14,
"type": "text",
"bbox": {
"l": 122.64,
"t": 242.64,
"r": 538.8,
"b": 180.24
},
"text": "Employees must have worked for AIM for at least 12 months, have worked at least 1,250 hours during the 12 months immediately before leave begins, and meet the applicable worksite requirement to be eligible for FMLA leave. In general, only employment within seven years is counted unless the break in service is due to an employee's fulfillment of military obligations."
},
{
"id": "p39.13",
"order": 15,
"type": "list",
"bbox": {
"l": 104.88,
"t": 180.35770000000002,
"r": 533.52,
"b": 88.56
},
"text": "",
"attrs": {
"item_count": 3
},
"children": [
{
"id": "p39.13.1",
"order": 16,
"type": "list_item",
"bbox": {
"l": 105.12,
"t": 180.35770000000002,
"r": 467.28,
"b": 166.08
},
"text": "FMLA is unpaid, job-protected leave, while PFL is paid, job-protected leave.",
"marker": "•"
},
{
"id": "p39.13.2",
"order": 17,
"type": "list_item",
"bbox": {
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"t": 166.91790000000003,
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"text": "FMLA and PFL can both be taken intermittently, however PFL can only be taken in daily increments, whereas FMLA would usually follow the employer's time off policy (but in any case, can be taken in as few as 15-minute increments under the statute)",
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},
{
"id": "p39.13.3",
"order": 18,
"type": "list_item",
"bbox": {
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"t": 128.21900000000005,
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"text": "FMLA can be taken to bond with a child, care for a seriously ill family member, military exigency or one's own injury or illness – PFL does not allow an employee to take leave for their own injury or illness.",
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]
},
{
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"type": "footer",
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"text": "38",
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}
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}
Page 40
14 item(s)
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footer (1)
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1 · HEADING
2 · TEXT
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11 · TEXT
12 · HEADING
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Page 40 JSON
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"items": [
{
"id": "p40.1",
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"type": "heading",
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"text": "PFL and DBL",
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"block_label": "paragraph_title"
},
"level": 3
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{
"id": "p40.2",
"order": 2,
"type": "text",
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"text": "PFL and DBL cannot be taken at the same time. In addition, an employee is limited to a maximum of 26 total weeks of DBL and PFL per 52-week period. Upon the birth of a child, a female employee can elect to take DBL for her own illness or injury (typically 6-8 weeks for the “disability”) and also take PFL to bond with the child. FMLA leave would run concurrently with both."
},
{
"id": "p40.3",
"order": 3,
"type": "heading",
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"t": 643.92,
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"b": 631.68
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"text": "C. MILITARY AND MILITARY SPOUSE LEAVE",
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"block_label": "paragraph_title"
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"level": 3
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{
"id": "p40.4",
"order": 4,
"type": "text",
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"t": 630.48,
"r": 542.16,
"b": 553.92
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"text": "Employees who leave work for military service will receive unpaid leave, reemployment, seniority, benefit, health-coverage, and anti-discrimination protections in accordance with USERRA and applicable New York law. Employees should provide advance written or verbal notice when practicable and must timely report back to work or apply for reemployment after service. Human Resources will explain applicable deadlines, documentation, benefit continuation, and any available New York military-spouse leave."
},
{
"id": "p40.5",
"order": 5,
"type": "text",
"bbox": {
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"t": 543.36,
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"text": "Temporary Employees may not be eligible for reinstatement following military leave, and reinstatement may not be required for other Employees in some circumstances. Contact the Human Resources Department for information pertinent to your situation."
},
{
"id": "p40.6",
"order": 6,
"type": "text",
"bbox": {
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"t": 493.2,
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"b": 441.84
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"text": "Additionally, employees who regularly work 20 or more hours per week may be entitled to unpaid military spouse leave if: (1) the employee’s spouse is a member of the United States Armed Forces, National Guard or reserves; and (2) the employee’s spouse is on leave from deployment during a period of military conflict."
},
{
"id": "p40.7",
"order": 7,
"type": "text",
"bbox": {
"l": 82.32,
"t": 430.32,
"r": 541.2,
"b": 404.16
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"text": "As with other leaves of absence, failure to return to work or to reapply within applicable time limits may result in termination of employment."
},
{
"id": "p40.8",
"order": 8,
"type": "heading",
"bbox": {
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"t": 392.64,
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"b": 380.88
},
"text": "D. JURY DUTY",
"attrs": {
"block_label": "paragraph_title"
},
"level": 3
},
{
"id": "p40.9",
"order": 9,
"type": "text",
"bbox": {
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"text": "Employees must promptly provide their supervisor and Human Resources with jury summons and proof of service. For each of the first three days of jury service that falls on a regularly scheduled workday, AIM will pay a nonexempt employee the greater of the employee's regular daily wage or the jury fee required by New York law. After the first three days, juror fees are paid as provided by the court system. Exempt employees will be paid in accordance with applicable salary-basis rules. Employees may request to use available PTO for otherwise unpaid jury-service time. AIM prohibits retaliation or adverse action because an employee responds to a jury summons or serves as a juror."
},
{
"id": "p40.10",
"order": 10,
"type": "heading",
"bbox": {
"l": 83.52,
"t": 278.64,
"r": 273.84,
"b": 266.88
},
"text": "E. RIGHTS OF NURSING MOTHERS",
"attrs": {
"block_label": "paragraph_title"
},
"level": 3
},
{
"id": "p40.11",
"order": 11,
"type": "text",
"bbox": {
"l": 82.32,
"t": 266.16,
"r": 541.92,
"b": 188.4
},
"text": "AIM will provide an employee with a 30-minute paid break each time the employee reasonably needs to express breast milk, for up to three years following childbirth. If additional time is needed, the employee may use an existing paid break or meal period. AIM will provide a private space that is not a restroom, is shielded from view, and is free from intrusion. Employees should submit requests in writing to Human Resources, preferably before returning to work. AIM will not require an employee to make up this paid break time or retaliate for exercising these rights."
},
{
"id": "p40.12",
"order": 12,
"type": "heading",
"bbox": {
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"t": 177.84,
"r": 229.92,
"b": 165.84
},
"text": "F. PAID PRENATAL LEAVE",
"attrs": {
"block_label": "paragraph_title"
},
"level": 3
},
{
"id": "p40.13",
"order": 13,
"type": "text",
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"b": 75.12
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"text": "All full and part-time employees are entitled to 20 hours of Paid Prenatal Leave during each applicable 52-week period. The leave is available immediately upon hire, may be used in hourly increments, is paid at the employee's regular rate of pay or the applicable minimum wage, whichever is greater, and is separate from PTO and New York State Sick Leave. Only the employee receiving pregnancy-related health care may use the leave. AIM will not require medical records or personal health details as a condition of use, cannot require another leave type to be used instead, and is not required to pay out unused hours when employment ends."
},
{
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"order": 14,
"type": "footer",
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},
"text": "39",
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"block_label": "number"
}
}
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}
Page 41
16 item(s)
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Page 41 JSON
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"type": "text",
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"text": "Paid Prenatal Leave is available for 20 hours during each applicable 52-week period, beginning when the employee first uses the leave. Unused hours do not carry over to the next 52-week period."
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"text": "G. VICTIM OF CRIME LEAVE",
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"text": "New York Human Rights Law prevents employment discrimination against victims of crime, including domestic violence for taking time off from work to go to court; consult with a district attorney, counselor and/or doctor; obtain an order of protection; and recuperate from injuries. Employees are entitled to use their paid time off for the above purposes."
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"type": "heading",
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"text": "H. TIME OFF TO VOTE",
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"level": 3
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"text": "An employee who is a registered voter and does not have four consecutive hours to vote either before the employee’s shift begins or after it ends may take the amount of working time needed to vote, with up to two hours paid. Unless AIM and the employee agree otherwise, the leave will be taken at the beginning or end of the employee’s shift, as designated by AIM. The employee must notify AIM not fewer than two and not more than ten working days before the election."
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"type": "heading",
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"text": "I. PERSONAL LEAVE OF ABSENCE",
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"level": 3
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"text": "All personal leaves of absence are granted at AIM’s discretion and are not guaranteed. A personal leave is unpaid and is not job-protected unless another law or AIM policy applies. Employees must request and use available benefit time before beginning an unpaid personal leave, unless prohibited by law. Requests should be submitted in writing to Human Resources at least 30 days before the requested leave when practicable; AIM may consider emergencies or other extenuating circumstances. Leaves exceeding 30 days will be reviewed for possible extension. An unpaid personal leave may adjust the employee’s anniversary or benefit date by the number of unpaid days. Employees may be responsible for the full cost of applicable benefit premiums when a personal leave exceeds seven days. Unless continued under COBRA or another applicable requirement, benefits will end on the last day of the month in which the personal leave begins."
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"text": "J. BLOOD DONATION LEAVE",
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"text": "AIM will provide blood-donation leave in accordance with New York Labor Law and applicable Department of Labor guidance. Eligible employees may take three hours of unpaid leave during a twelve-month period to donate blood off premises or may participate in qualifying AIM-sponsored donation opportunities. Employees should provide notice and proof of donation as permitted by law. AIM will not retaliate against or assess attendance penalties against an employee for protected blood-donation leave."
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"id": "p41.10",
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"text": "XIX. EMPLOYEE BENEFITS",
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"level": 3
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"text": "Change in status/position may affect benefits if it results in a change in the employee category. Benefits are earned based on continuous employment in a category (part time/full time, etc.), or position."
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{
"id": "p41.12",
"order": 12,
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"text": "A. WORKERS' COMPENSATION INSURANCE",
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"block_label": "paragraph_title"
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"level": 3
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{
"id": "p41.13",
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"text": "In compliance with Workers' Compensation regulations, the agency maintains insurance coverage which may include payments for medical and/or other related expenses for employees' time loss from work, who are eligible as a result of job connected accidents or illness."
},
{
"id": "p41.14",
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"type": "text",
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"text": "Employees must immediately report every work-related injury or illness to their supervisor, AIM On-Call, or Human Resources. For each occurrence, the employee must complete a Staff Injury Report and submit it to their supervisor."
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"order": 15,
"type": "heading",
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"text": "B. NYS DISABILITY",
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"level": 3
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"text": "40",
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Page 42
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Page 42 JSON
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"text": "Employees may be eligible for disability payments in accordance with New York State requirements for a non-work-related illness or injury. An employee who is disabled due to non-work-related injuries or illnesses and expects to be out of work for 7 days or more must contact the Human Resources Department (within 30 days of disability) to file a claim. Failure to file a claim may result in a loss or denial of benefits. It is the employees' responsibility to initiate a disability claim."
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"text": "C. NYS PAID SICK LEAVE",
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"text": "New full-time, part-time, and per diem employees begin accruing New York Paid Sick Leave upon hire at a rate of one hour for every 30 hours worked, up to 56 hours annually. After a full-time employee's first year of employment, paid sick leave is included within the employee's existing PTO. Upon an employee's request, Payroll will provide a summary of the employee's accrued and used sick leave within three business days. Employees may request to use up to 56 hours of accrued sick leave annually, orally or in writing, for the purposes listed below. Questions should be directed to Human Resources."
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"order": 4,
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"text": "For a mental or physical illness, injury, or health condition of such employee or such employee's immediate family member, regardless of whether such illness, injury, or health condition has been diagnosed or requires medical care at the time that such employee requests such leave."
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"text": "For the diagnosis, care, or treatment of a mental or physical illness, injury or health condition of, or need for medical diagnosis of, or preventative care for, such employee or employee's family member; or",
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"text": "For an absence from work due to any of the following reasons when the employee or the employee’s family member has been the victim of domestic violence pursuant to subdivision thirty-four f section two hundred ninety-two of the Executive law, a family offense, sexual offense, stalking, or human trafficking.",
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"order": 8,
"type": "text",
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"text": "When an employee uses New York Paid Sick Leave for three or more consecutive scheduled workdays or shifts, AIM may request documentation confirming that the leave was used for an authorized purpose, to the extent permitted by law. AIM will not require disclosure of confidential medical information or details concerning domestic violence, a sexual offense, stalking, or human trafficking. Suspected misuse will be reviewed based on the available facts and addressed in accordance with applicable law and AIM policy."
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{
"id": "p42.6",
"order": 9,
"type": "heading",
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"text": "D. UNEMPLOYMENT INSURANCE",
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"text": "The agency contributes to the Unemployment Insurance Tax Fund. This is then paid to the employee by the State Labor Department should you be determined eligible for unemployment benefits."
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"order": 11,
"type": "heading",
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"text": "E. RETIREMENT",
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"text": "AIM Services' 403(b) plan provides you with the opportunity to save for retirement on a tax-advantaged basis and to provide additional income for retirement."
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"order": 13,
"type": "text",
"bbox": {
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"text": "Participation in AIM's Retirement Plan is as follows:"
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"text": "All eligible employees can choose to complete a salary deferral agreement when hired. Contributions will be deducted from your pay based on your elections.",
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"order": 16,
"type": "list_item",
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"text": "For current eligibility standards, please see the current retirement plan document.",
"marker": "2."
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"order": 17,
"type": "list_item",
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"text": "Agency non-elective contributions are set by the Board of Directors on an annual basis, in accordance with the plan document, and are not guaranteed.",
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"order": 18,
"type": "heading",
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"text": "XX. FULL-TIME BENEFITS",
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"text": "A. HOLIDAY PAY As of the date of hire or upon status change to full time, employees are eligible for 8 hours of holiday pay in addition to straight time for hours worked on an agency recognized holiday. See “Holidays” below."
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"text": "41",
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Page 43
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25 · FOOTER
Page 43 JSON
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"text": "CAFETERIA PLAN Effective the first of the month following hire (status change to full-time) employees are eligible to participate in a Cafeteria Plan as set forth in the Summary Plan Description. Pre-tax Contribution elections under the plan are intended to qualify for exclusion from income provided in Section 125 of the Internal Revenue Code.",
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"text": "HEALTH/DENTAL INSURANCE Full-time employees are eligible to enroll in Health/Dental insurance plans. Our plans are contributory insurance plans, and a payroll contribution may be deducted via payroll deductions. The agency is not responsible for medical expenses incurred by an enrollee and not covered by the insurance carrier. The agency reserves the right to change insurance carriers. It is the employees' responsibility to contact the Third-Party Benefit Administrator and complete all appropriate paperwork within 30 days of hire or within 30 days of a major life event. Contact the Human Resources Department and/or see the Summary Plan Description for more information.",
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"text": "Enrollment Eligibility",
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"text": "Employees are eligible to enroll effective the first of the month following hire or status change to full time. Coverage begins the first of the month following enrollment, not to exceed 30 days.",
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"text": "Enrollees have 30 days from marriage, birth of a child, an involuntary loss of coverage or other qualifying event to enroll for dependent coverage.",
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"text": "There will be an open enrollment period designated once each calendar year. Employees may enroll or change coverage at this time.",
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"order": 9,
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"text": "Insurance Termination",
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"text": "Unless otherwise stated, insurance coverage will cancel the last day of the month following an event as listed below:"
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"text": "Employee's written request to cancel coverage (post tax benefits only, if eligible).",
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{
"id": "p43.6.2",
"order": 13,
"type": "list_item",
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"text": "Change in status (to part-time, per diem, etc.).",
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{
"id": "p43.6.3",
"order": 14,
"type": "list_item",
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"text": "Failure to pay any premiums due.",
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"text": "Termination of employment.",
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"type": "list_item",
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"text": "Death of the employee, dependent.",
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"type": "list_item",
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"text": "The agency cancels this benefit.",
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"text": "Conditions as outlined by the insurance carrier.",
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"text": "Eligible employees and their qualified beneficiaries will receive notice of any right to continue health or dental coverage temporarily at their own cost following a qualifying event. The duration, premium, election deadline, and effective date of continuation coverage will be governed by COBRA, the applicable plan documents, and the notice provided for the qualifying event. Employees should refer to the General Notice of COBRA Continuation Rights for additional information."
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"text": "D. LIFE INSURANCE",
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"text": "Effective the first of the month following hire, the agency provides a non-contributory basic Term Life Insurance plan for all full-time employees. Life insurance is equal to the employees' annual salary as of January each year, rounded to the nearest $1000. Accidental death and dismemberment are available in accordance with the terms stipulated by the insurance carrier. Please see the Summary Plan Description/Certificate of Coverage for more information"
},
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"text": "E. BEREAVEMENT TIME",
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"text": "Upon the successful completion of the initial 90-day orientation period, bereavement time is payable up to 24 scheduled hours[p43.11.1] following the death of the employees' immediate family member, or the employee's spouse's or committed same-sex partner's immediate family members. For the purposes of",
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"text": "42",
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Page 44
19 item(s)
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"text": "this policy, “immediate family members” include children, parents, spouse, domestic partner, grandparents, grandchildren, siblings. Extenuating circumstances will be reviewed on a case-by-case basis by the CEO or designee."
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"text": "F. PAID TIME OFF",
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"text": "Full-time employees are eligible for Paid Time Off under the accrual rules in this section. PTO may be used for an employee's illness, a family member's illness or injury, vacation, personal business or appointments, religious holidays not covered by AIM's paid holidays, and other personal reasons."
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"text": "New full-time employees begin accruing PTO after completing the 90-day orientation period. During the first year of employment, an employee may accrue up to 40 hours of PTO. Before becoming eligible for PTO, an employee may request unpaid time off for special circumstances, subject to supervisory approval."
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"text": "Employees with 1-2 years employment at AIM will receive 160 hours of PTO on their benefit date. Employees may accrue a maximum of 160 hours of PTO annually."
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"text": "Employees with 3 or more years of experience will receive 200 hours of PTO on their benefit date."
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"text": "Benefit Date means the date on which an employee becomes eligible for PTO and other benefit accruals based on employment category. The benefit date may change because of an approved unpaid personal leave of absence that is not FMLA-protected or because of a change in employment category."
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"text": "PTO must be used during the benefit year in which it is provided. Except as expressly permitted under AIM’s prior-year PTO exception described below, unused PTO is forfeited at the end of the benefit year and is not payable upon a change in employment status or separation from employment. Employees will not be paid for unused PTO when employment ends."
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"text": "When an employee exhausts all of their PTO prior to the end of their benefit year, they may request up to 40 hours of unused PTO from the previous benefit year. The request must be made to the Human Resources Department and will be approved on a discretionary basis."
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"text": "Employees may request PTO in half-hour increments or in amounts equal to their scheduled shift. Requests must be submitted through AIM’s electronic payroll system to the employee’s supervisor at least two weeks in advance when the need for leave is foreseeable. AIM may consider exceptions for emergencies, illness, or other unforeseeable or extenuating circumstances."
},
{
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"text": "PTO is paid at the employees' current base rate of pay. PTO may not be used prior to accrual. Employees do not accrue PTO during unpaid time and leaves of absences. You may be required to use PTO instead of unpaid leave during Family and Medical Leave."
},
{
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"text": "Accrued Time Donation:",
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{
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"text": "Full-time employees may request to donate a portion of their accrued/unused PTO hours to another full-time employee who would otherwise be out of work without pay due to a FML or emergency/extenuating circumstance. Criteria and procedure are available by contacting the Human Resources or Payroll Department."
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{
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"b": 125.28
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"text": "Scheduled Paid Time Off:",
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"text": "Employees may NOT take more [p44.15.1]an two (2) weeks total of PTO between June 15[p44.15.2] and September 15 th of the calendar year.",
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"text": "^{th}",
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"text": "G. HOLIDAYS",
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Page 45
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"text": "Full-time employees are eligible for ten paid holidays per calendar year, with eight hours of holiday pay for each recognized holiday. An hourly employee who works on a recognized holiday receives eight hours of holiday pay in addition to straight-time pay for hours worked. An eligible full-time employee who is not scheduled to work on the holiday receives eight hours of holiday pay, subject to the attendance requirements below. Holiday pay does not constitute hours worked; therefore, it is not included as hours worked for overtime purposes.#"
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"text": "Agency Holidays:",
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"text": "New Year's Day, MLK Day, President's Day, Memorial Day, Independence Day, Labor Day, Indigenous Peoples' Day/Columbus Day, Veteran's Day, Thanksgiving Day, and Christmas Day"
},
{
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"text": "Employees working full-time in Direct Support (Direct Support Professionals, Program Assistants and Assistant Residential Managers) will be required to work holidays throughout the year.",
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"text": "Employees who are scheduled to work on the holiday and fail to work the holiday will forfeit holiday pay.",
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"text": "Employees who are scheduled off the holiday, who fail to work their regularly scheduled shift(s) the day preceding and the day following the holiday, will forfeit holiday pay.",
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"text": "Employees may exchange a religious holiday (i.e., Christmas) for a different religious holiday with the approval of the Chief Executive Officer.",
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"text": "H. LONGEVITY BONUS",
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"text": "In recognition of dedication and service to the people we support, employees are eligible for a bonus upon the completion of five years of full-time employment and annually thereafter, subject to annual inclusion in AIM’s budget. Longevity bonuses will be paid in the amount of $100 per year of service for qualifying employees."
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"text": "Should an employee change status to Part Time or Per Diem upon completion of 5 years or resign from their position at the Agency, they will cease to accumulate benefit and longevity (years of service) time. With reinstatement of Full-Time status within 1 year from date of status change or resignation, longevity (years of service) time will again begin to accumulate for the purpose of the longevity bonus, PTO, and other benefits. Longevity reinstatement after one year is at the discretion of the Chief Executive Officer or designee."
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"text": "PTO: Part-time employees may begin receiving PTO upon completion of their first year of employment and may receive up to 32 hours of PTO annually on their benefit date. PTO must be used during the benefit year in which it is provided. Unused PTO is forfeited at the end of the benefit year and is not payable upon a change in employment status or separation from employment. These PTO rules do not reduce or replace any separate rights an employee may have under New York Paid Sick Leave or another applicable law."
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"text": "PTO is paid at the employees' current base rate of pay. PTO may not be used prior to accrual. Employees do not accrue PTO during unpaid time and leaves of absences. You may be required to use PTO instead of unpaid leave during Family and Medical Leave."
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"text": "Holiday Pay:",
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"text": "Part Time Employees who work on a holiday will receive 1 hour of holiday pay per hour worked on an Agency recognized holiday, up to 8 hours."
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Page 46
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"text": "Holiday Pay: Per Diem Employees are eligible to receive 1 hour of holiday pay per hour worked on an Agency recognized holiday, up to 8 hours."
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"text": "A. RESIGNATION",
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"text": "Employees who choose to resign are asked to provide written notice to their supervisor as far in advance as possible; at least two weeks' notice is preferred. After notice of resignation is submitted, employees generally may not use PTO during the two weeks preceding their final day of work unless the PTO was approved before the resignation or AIM approves an exception. This restriction does not limit legally protected leave or other rights under applicable law."
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"text": "In the event that the Agency determines to lay off any employee or a number of employees, the Agency will generally consider a number of factors including, but not limited to, the skills set, competencies and performance of the employees in the position(s) to be reduced, as well as the ability to perform the ongoing or future work of the organization. The Agency retains full discretion to select which employees will be laid off."
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"text": "C. REFERENCES",
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"text": "References will be given by the Human Resources Department only. No other manager or employee is authorized or permitted to release references for a current or former employee. Information authorized to be released is last position held, dates of employment and eligibility for re-hire. An employee is eligible, but not guaranteed, to be rehired if they separated voluntarily from the Agency with appropriate notice."
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"text": "XXIV. APPENDICES",
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"text": "The appendices contain additional rules that apply to specific employee groups. Appendix A applies to Legacy or Traditional employees, Appendix B applies to Self-Direction self-hired employees, and Appendix C summarizes work rules for all AIM employees. If an appendix provision conflicts with a generally applicable handbook provision, employees should contact Human Resources for guidance."
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Page 47 JSON
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"text": "Staff who do not work under the co-employment/self-hired model in Self-Direction may be referred to as Legacy or Traditional staff; this simply denotes that they work in a capacity outside of the co-employment model that exists in Self-Direction."
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"text": "I. EMPLOYMENT STATUS PROMOTIONS",
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"text": "AIM tries to promote from our current staff whenever possible. Job-related factors such as work performance, attendance, experience/educational preparation, and seniority are areas that contribute toward consideration for promotion. To apply for a promotion, employees must submit an updated resume/application along with a completed Transfer Request Form. The agency reserves the right to select the applicant most suitable for the position."
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"text": "Requests for transfers are to be submitted to the Human Resources Department on a Transfer Request Form. Qualifications, work performance, attendance, and needs of the agency and the people we serve will be considered with all transfer requests. Employees are generally expected to remain in a position for at least 90 days, however, Senior administration, including the Chief People Officer, may approve an earlier transfer when warranted, including for a promotion, agency benefit, or other reasons. The agency reserves the right to select the applicant determined most suitable for the position. The agency also reserves the right to administratively transfer an employee based on agency need or the needs of the people we serve."
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"text": "II. ATTENDANCE AND PUNCTUALITY POLICY",
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"text": "The dependable attendance of employees is a crucial factor in providing consistent high-quality supports and services. Because of our unique responsibility for the well-being of the people we support, it is essential that our employees report to work as scheduled. When employees fail to take this responsibility seriously time-consuming arrangements and costly replacements are necessary to maintain appropriate levels of support. Reasonable, regular attendance is an essential function of every job."
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"text": "The agency does, however, recognize that there are times when illnesses, accidents, or other unforeseen circumstances cause employees to be absent or tardy. Agency policy provides employees with time away from work for illness, holidays, personal days, jury service, funerals, family and medical leave, personal leave, and military leave."
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"text": "AIM’s attendance policy is broad enough to accommodate those circumstances. Fortunately, very few employees experience attendance problems serious enough to warrant a coaching memoranda or disciplinary action, but on those occasions when an employee’s attendance does become a concern, it is important to have a policy that provides for fair standards and consistent application throughout AIM Services, Inc."
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"text": "Supervisors/Managers are expected to evaluate the attendance of their employees in their supervisory meetings and must address attendance as outlined below:"
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"text": "Attendance standards apply only to absences that are not protected by law or AIM policy. Protected leave, including available New York Paid Sick Leave, FMLA leave, approved disability accommodation leave, Paid Family Leave, and other legally protected time, will not be counted for discipline. After applicable protected leave is exhausted, subsequent unprotected absences may be addressed under the"
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"text": "attendance standards below, based on the circumstances and the employee's attendance record."
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"text": "1-2 absences will result in verbal counseling with the employee, reminder.",
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"text": "4 absences will result in a documented attendance final notice coaching memo which notifies the employee that their “job is at risk”, which is a disciplinary action.",
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"text": "Discussions with the employee will include dates of absences and discussion of the need to correct the situation before reaching a disciplinary point. The pattern of absences and tardiness must be addressed to preserve the quality of support, safety of the individuals and provision of on-going support services."
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"text": "Supervisors should counsel employees before the above limits are reached if they see an unusual attendance pattern developing (e.g., repeated absences on specific days of the week). While it is AIM's policy to work with an employee to correct an attendance problem through progressive discipline, please keep in mind that the Agency has the right, at all times, to administer the discipline that it believes is appropriate depending upon the facts of each situation. The use of progressive discipline does not change the employment at will relationship between the Agency and employees."
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"text": "The following standards will determine when an employee will be referred to the Human Resources Department and the Department Director for action, including separation from employment."
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"text": "Full-time employee standards: Employees with four absences, not including NYS Paid Sick Leave, in the past twelve months will receive a written final notice with the absence that exhausts their NYS Paid Sick Leave."
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"text": "Part-time employee standards: Employees with three absences, not including NYS Paid Sick Leave, in the past twelve months will receive a written final notice with the absence that exhausts their NYS Paid Sick Leave."
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"text": "Per Diem and New Employee's within their 90-day Orientation Period employee standards: Employees with two absences, not including NYS Paid Sick Leave, in the past twelve months will receive a written final notice with the absence that exhausts their NYS Paid Sick Leave."
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"text": "An excused absence is defined as an absence that is:"
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"text": "Covered by AIM policy and/or NY Paid Sick Leave Law",
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"text": "PTO requested by the employee with proper and timely notice to their supervisor, AND",
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"text": "Examples of excused absences include properly scheduled and approved paid time off (PTO) scheduled in advance in accordance with the PTO Policy and New York State Paid Sick Leave. PTO can be used for a variety of reasons, including but not limited to an employee’s vacation time, personal business or appointments, religious holidays (not covered by the agency’s paid holidays), or other personal reasons. An employee will NOT be subject to discipline for an excused absence."
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"text": "practicable, failing to provide required advance notice for a foreseeable absence, or leaving work early without required approval. Employees must follow any role-specific call-in timeframe communicated by AIM. These requirements do not apply when notice is not practicable or when a different notice standard applies under New York Paid Sick Leave, FMLA, approved accommodation, or another legally protected leave."
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"text": "Fails to give the required advance notice for an absence which could have been anticipated; (e.g., paid time off for personal days, vacation days, or to attend scheduled medical appointments); or",
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"text": "Leaving early without management/supervisor's prior approval is considered an unapproved absence for tracking purposes. Supervisors who are responsible for maintaining certain staffing levels to ensure people's safety and care, have the discretion to deny requests to leave early. (This does not of course pertain to instances when the employee cannot continue working because of illness or injury.) Leaving early and leaving people in an unsafe situation will result in a disciplinary action up to and including termination.",
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"text": "In the case of PTO, the employee requests such time off at least 24 hours in advance and the request is approved by their supervisor. Where an illness or injury renders an employee unable to request paid time off 24 hours in advance, the employee must call to report the unforeseeable sick day in accordance with the call-in procedure set forth above."
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"text": "In the case of PTO for vacation purposes, that the employee requests such time off 2 weeks in advance to assist with scheduling, but at a minimum requests 24 hours (in rare instances) in advance of the start of the employee's scheduled start time and the request is approved by their supervisor."
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"text": "In the case of Family Medical Leave that the employee requests such leave 30 days in advance where the need for the leave is foreseeable, and where the need for leave is not foreseeable that the employee give as much notice as is practicable under the circumstances and comply with AIM’s call-in procedure set forth above. See Family Medical Leave policy."
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"text": "In the case of other leave entitlements, prompt notice should be given in accordance with AIM policies."
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"text": "In the case of an absence “in compliance with an exchange in shift” with prior management approval, an employee must give as much advance notice as is possible."
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"text": "Tardiness is defined as arriving 15 minutes after the scheduled starting time. This is looked at as a “grace period” for those rare occasions when an employee is delayed and should not be interpreted as permission to arrive up to 15 minutes late. Tardiness greater than 15 minutes will count as a 1/3 call in - not approved by manager as a scheduled vacation/personal day. Leaving early without prior management/supervisor approval will be considered an absence – and count as a 1/3 call in. Leaving early or arriving late and not working at least half of the employee’s scheduled shift will result in a fully unexcused call-in."
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"text": "Job Abandonment: An employee who does not report to work or provide required notice for three consecutive scheduled workdays may be considered to have abandoned their position. Human Resources"
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{
"id": "p49.12",
"order": 17,
"type": "footer",
"bbox": {
"l": 300,
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"text": "48",
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}
Page 50
25 item(s)
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7
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11
12
13 · HEADING
14 · LIST
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19 · HEADING
20 · LIST
21
22
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24
25 · FOOTER
Page 50 JSON
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"id": "p50.1",
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"text": "will review the available information and determine whether protected leave, an approved accommodation, an emergency, or another circumstance affects the employee's notice obligation. If no applicable protection or reasonable explanation applies, the matter may result in separation from employment."
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{
"id": "p50.2",
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"type": "heading",
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"text": "III. DRESS CODE POLICY",
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"text": "AIM maintains an informal but professional dress code. Managers and supervisors will use reasonable judgment when determining whether an employee’s appearance is appropriate for the employee’s duties and work environment. An employee whose attire does not meet applicable professional or safety standards may be directed to change and, if nonexempt, may be unpaid for time not worked to the extent permitted by law. Repeated violations of this dress code may result in corrective action, up to and including termination. The following guidelines describe acceptable attire."
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{
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"text": "Office Environment/Professional Attire:",
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"block_label": "paragraph_title"
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"level": 3
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"type": "list",
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"text": "",
"attrs": {
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"text": "Appropriate Professional Attire is expected when meeting with non-AIM employees, which includes dress pants (including khakis), dress-shirts, polo shirts, dresses, skirts, or dress capris. Leggings may only be worn with a shirt that follows the minimum length for skirts/dresses. Jeans, leggings, khakis, etc. with an appropriate business casual top are appropriate on days that do not involve a meeting with non-AIM employees.",
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{
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"text": "The minimum length for skirts, dresses, skorts and shorts is mid-thigh.",
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{
"id": "p50.5.3",
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"type": "list_item",
"bbox": {
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"text": "With tank-style shirts or dresses, bra straps must not be visible.",
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{
"id": "p50.5.4",
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"type": "list_item",
"bbox": {
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"text": "Open-toe sandals are acceptable if you do not provide direct support.",
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{
"id": "p50.5.5",
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"type": "list_item",
"bbox": {
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"text": "Any employee who provides direct support (i.e., house visits for QIDP's, BIS's, RN's, etc.) must wear closed-toe shoes (sandals or crocs must have a strap – no open heel) when at a Direct Care site. Direct Care sites include AIM's Residential homes, Day Services locations, as well as Family Residences of those Individuals receiving services.",
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{
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"text": "We continue to recognize Fridays as Casual Dress Day. The Friday dress code may include denim (jeans, shorts, skirts, etc.), sweatshirts, T-shirts (without any offensive logos/sayings) and well-kept athletic shoes.",
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{
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"text": "All clothing should be neat in appearance and without holes or tears. Should you have a meeting or interactions with anyone who is not an AIM employee, either inside or outside of the office, professional attire should be worn.",
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{
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"text": "Direct Support Environment:",
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"b": 172.8
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"text": "",
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"text": "Appropriate attire includes clothing that is safe and comfortable including jeans, sweatpants, leggings, shorts, polo shirts, t-shirts (without any offensive logos/pictures/sayings) and sweatshirts. Pajamas are not acceptable attire.",
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{
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"text": "Tank-style shirts or dresses must have a minimum 2-inch strap. Bra straps must not be visible.",
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{
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"text": "No jewelry (excluding watches, rings and small/stud earrings).",
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"text": "Shoes must have a closed toe and sandals or crocs must additionally have a strap on the back (no open heel).",
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"text": "Unacceptable Attire Agency Wide:",
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{
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"bbox": {
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"text": "Any clothing that reveals the stomach, chest or back; tops that are see-thru; halter tops or those with spaghetti straps; sexually provocative clothing.",
"marker": "•"
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{
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"order": 22,
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"text": "Beach wear (unless taking someone to the pool or beach), spandex, cutoffs, or sleep wear."
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{
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"type": "list_item",
"bbox": {
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"text": "Shorts, dresses or skirts are shorter than mid-thigh.",
"marker": "•"
},
{
"id": "p50.9.4",
"order": 24,
"type": "list_item",
"bbox": {
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"text": "Bare feet",
"marker": "•"
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]
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{
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"b": 28.08
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"text": "49",
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"block_label": "number"
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}
],
"excluded_furniture": {
"first": [],
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}
}
Page 51
20 item(s)
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footer (1)
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1 · LIST_ITEM
2 · TEXT
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4 · TEXT
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8 · HEADING
9 · TEXT
10 · TEXT
11 · TEXT
12 · HEADING
13 · TEXT
14 · LIST
15
16
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18
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20 · FOOTER
Page 51 JSON
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"id": "p51.1",
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"type": "list_item",
"bbox": {
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"text": "Clothing with profanity, nude or semi-nude pictures; sexually suggestive slogans/cartoons/drawings; offensive language or pictures.",
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"text": "These lists are provided for illustrative purposes only and not for the purpose of limitation. The list is based upon the Agency’s safety concerns and desire to maintain a professional atmosphere free of harassment. Please contact your direct supervisor with any questions you may have as they are responsible for monitoring and enforcing our Dress Code as well as our Casual Business Dress days. For additional questions, please contact the Human Resources Department."
},
{
"id": "p51.3",
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"type": "heading",
"bbox": {
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"text": "IV. TRAVEL AND BUSINESS EXPENSES",
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"level": 3
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{
"id": "p51.4",
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"type": "text",
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"text": "AIM Services supports employee travel when it is necessary to carry out agency business, attend required training, provide services, or participate in approved meetings and events. Employees are expected to use agency resources responsibly and select reasonable, cost-effective travel options. This policy applies to all employees who travel on behalf of AIM Services or incur business-related travel expenses."
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{
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"text": "AIM reserves the right to deny reimbursement for expenses that are not properly documented, exceed approved limits, or are determined to be excessive or unrelated to agency business. Safety and Professional Conduct. Employees are expected to conduct themselves professionally while traveling on behalf of AIM and comply with all AIM policies and procedures."
},
{
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"type": "heading",
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"text": "Travel Authorization",
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"level": 3
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{
"id": "p51.7",
"order": 7,
"type": "text",
"bbox": {
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"text": "Employees must obtain approval from their supervisor before incurring travel expenses, except for routine local travel that is part of their normal job duties."
},
{
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"type": "heading",
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"text": "Transportation",
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},
"level": 3
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{
"id": "p51.9",
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"text": "Employees should use the most reasonable and cost-effective method of transportation available. Personal vehicles may be used for approved business travel. Employees must comply with AIM's Vehicle Safety Policy and all traffic laws. AIM will not reimburse parking tickets, traffic fines, or other penalties resulting from an employee's violation of law or policy."
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{
"id": "p51.10",
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"type": "text",
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"text": "AIM will reimburse approved mileage at the current IRS rate and will reimburse documented tolls and parking fees. Travel between an employee’s home and assigned work location is not reimbursable. When an employee travels directly from home to a temporary work assignment (conference, meeting, etc.), AIM reimburses only the mileage that exceeds the employee’s normal commute. If the temporary assignment is closer to home than the regular work location, no mileage is reimbursed. This is the lesser-of rule."
},
{
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"text": "Parking, tolls, airfare, taxis, trains, Ubers, etc., when not charged to an AIM credit card, will be reimbursed at actual cost for approved travel."
},
{
"id": "p51.12",
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"text": "Lodging and Meals",
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{
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"type": "text",
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"text": "When overnight travel is required, AIM will reimburse reasonable and necessary lodging and meal expenses that have been approved in advance. Employees are expected to:"
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{
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"b": 102.48
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"text": "",
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"type": "list_item",
"bbox": {
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"text": "Select reasonably priced accommodation.",
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{
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"type": "list_item",
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"text": "Use good judgment when incurring meals and incidental expenses.",
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{
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"text": "Submit itemized receipts for reimbursement as required."
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"text": "Alcoholic beverages will not be reimbursed unless specifically approved as part of an authorized business event."
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"text": "Overnight and Extended Travel",
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"text": "50",
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Page 52
21 item(s)
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15 · HEADING
16 · TEXT
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"text": "Employees traveling overnight or for multiple days should maintain regular communication with their supervisor and promptly report any emergency, accident, injury, or significant disruption affecting travel plans."
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{
"id": "p52.2",
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"type": "text",
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"text": "All expenses incurred must be submitted to the agency along with receipts within 30 days of the date of the expenditure."
},
{
"id": "p52.3",
"order": 3,
"type": "heading",
"bbox": {
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"text": "V. STAFF DEVELOPMENT",
"attrs": {
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"level": 3
},
{
"id": "p52.4",
"order": 4,
"type": "heading",
"bbox": {
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"b": 604.56
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"text": "CONTINUING EDUCATION/PROFESSIONAL TIME",
"attrs": {
"block_label": "paragraph_title"
},
"level": 3
},
{
"id": "p52.5",
"order": 5,
"type": "text",
"bbox": {
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"text": "Employees may be allowed time, at their AIM’s discretion, to attend community workshops, seminars, conferences, etc., in order to enhance their knowledge, skills and expertise in their chosen field of work at AIM. This time must have prior approval and the time spent may be paid in accordance with applicable law."
},
{
"id": "p52.6",
"order": 6,
"type": "heading",
"bbox": {
"l": 82.56,
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"r": 413.76,
"b": 528
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"text": "OPWDD Supports & Services - MEDICATION ADMINISTRATION",
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"block_label": "paragraph_title"
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"level": 3
},
{
"id": "p52.7",
"order": 7,
"type": "text",
"bbox": {
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"text": "All direct support staff, whose role requires it, will complete the New York State Office of People with Developmental Disabilities (OPWDD) Approved Medication Administration Course."
},
{
"id": "p52.8",
"order": 8,
"type": "heading",
"bbox": {
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"text": "VI. REFERRAL BONUS PROGRAM",
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"level": 3
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{
"id": "p52.9",
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"type": "text",
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"text": "Any eligible non-self-hired employee who refers a qualified applicant who AIM hires in a non-self-hired position (“Referred Employee”) shall be eligible to receive a three-hundred-dollar ($300.00) bonus (“Referral Bonus”). The Referral Bonus is earned and paid at the end of the second pay period following the Referred Employee’s date of hire, provided the Referred Employee remains employed through that time. The Referral Bonus will be subject to applicable federal and state withholdings."
},
{
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"type": "text",
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"text": "Should the Referred Employee not remain employed through the close of the second pay period following their hire, the Referral Bonus will not be earned or paid."
},
{
"id": "p52.11",
"order": 11,
"type": "text",
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"text": "To be eligible to receive the Referral Bonus described above, the referring employee must be employed by AIM when the bonus is earned. The Referred Employee must record the name of the employee who referred them for employment on their employment application. If no employee is identified on the Referred Employee's application, no bonus will be paid."
},
{
"id": "p52.12",
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"text": "VII. ADDITIONAL FULL-TIME BENEFITS",
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{
"id": "p52.13",
"order": 13,
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"text": "TUITION ASSISTANCE",
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"level": 3
},
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"id": "p52.14",
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"text": "AIM Services, Inc., at our sole discretion, may authorize a fixed dollar amount per year for reimbursement of tuition expenses. Non-self-hired employees in good standing may be eligible to apply for reimbursement, up to an authorized amount, for courses successfully completed, and pertinent to one's job. Due to the fiscal impact of this benefit, its continuance is reviewed annually as part of AIM's budget."
},
{
"id": "p52.15",
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"text": "PAID TIME OFF (PTO)",
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"type": "text",
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"text": "Traditional/Legacy employees may NOT take more [p52.16.1]an two (2) weeks total of PTO between June 15[p52.16.2] and September 15 th of the calendar year.",
"children": [
{
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"text": "^{th}",
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"text": "ACCRUED TIME DONATION",
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"text": "Full-time employees may request to donate a portion of their unused PTO hours to another full-time employee who would otherwise be out of work without pay due to an FMLA or emergency/extenuating circumstance. Criteria and procedure are available by contacting the Human Resources Department."
},
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Page 53
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Page 53 JSON
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"text": "CHILDCARE",
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"text": "AIM has partnered with the Saratoga Regional YMCA to offer childcare to AIM legacy employees at a reduced rate through the Saratoga Regional YMCA’s Day Care and before and after school programs. For full-time legacy employees (non-self-hired), AIM will pay half of the cost of childcare for each child of a qualifying employee. AIM will pay the Saratoga Regional YMCA directly. This benefit is subject to approval in AIM’s annual budget each year and the number of reimbursed employees and/or spots may be capped on an annual basis."
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{
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"text": "Childcare spots are on a first come first serve basis, based on availability dictated by the Saratoga Regional YMCA. Childcare spots are not guaranteed. To inquire about open childcare spots or to place your child on the waitlist, please contact the Saratoga Regional YMCA directly. If you are planning to use the Saratoga Regional YMCA's childcare program, please contact AIM's Human Resources Department for further information."
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{
"id": "p53.4",
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"text": "This benefit does not include Saratoga Regional YMCA summer camps or preschool programs."
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{
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"text": "VIII. PERSONAL BELONGINGS",
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"text": "Employee's clothing that is damaged or destroyed in the course of employment, through no fault of the employee, will be repaired or replaced by the agency. Staff are not to bring personal items such as jewelry, electronics, etc. to work. These items, in addition to purses and personal money, are the sole responsibility of their owners and possession of these items while on duty is at the owner's risk. AIM will not be responsible for loss or damage to such items."
},
{
"id": "p53.7",
"order": 7,
"type": "heading",
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"text": "IX. SMOKE FREE ENVIRONMENT",
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"text": "Tobacco use, including vaping, inside any program and in any agency vehicle is strictly prohibited. Tobacco use is allowed outdoors on the grounds where residential and day services programs are located and at the main office, but only in designated smoking areas. The designated smoking areas are identified by the location of the agency provided and approved smoking remnant receptacles. Staff may not use Tobacco products within 30 feet of an AIM program. If 30 feet is not feasible, staff must be as far from the building (while still on AIM property) as is practical when using tobacco products. Staff may not use smoking receptacles for disposing of any items/trash other than for the sole intended use of cigarette butts."
},
{
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"type": "heading",
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"text": "X. REMOTE WORK",
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"text": "Remote work allows an employee to work at home, on the road, or in a satellite location for all or part of their regular workweek. Remote work is an in-person work alternative that may be appropriate for some employees and some jobs. It is not an entitlement and it, in no way, changes expectations or job responsibilities. Working remotely can be informal, such as working from home for a short-term project or on the road during business travel, or formal, as a long-term or permanent work status. Other informal, short-term arrangements may be made for employees on family or medical leave, to the extent practical for the employee and the organization, and with the consent of the employee's health care provider, if appropriate. All informal remote work arrangements are made on a case-by-case basis, based on the needs of the agency and the people we serve."
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"text": "In instances where working remotely is requested or necessitated on a long-term or permanent basis, Human Resources will work with the employee's supervisor to assess the viability of remote work and make a determination as to whether it is appropriate. The Director of Human Resources and the employee's direct supervisor will agree on the remote work schedule the employee will customarily maintain and the manner and frequency of communication with their supervisor. The employee agrees to be accessible by phone or email within a reasonable time"
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Page 54
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"text": "period during the agreed upon work schedule."
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"text": "Any remote work arrangement may be discontinued at any time by the agency. In the instance a remote work arrangement is discontinued, every effort will be made to provide adequate notice of such a change to accommodate challenges that may arise from such a change. There may be instances, however, where such notice is not possible."
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"text": "When remote work is approved, Human Resources and IT will work with the employee and their supervisor to assess each employee’s equipment and IT needs. Equipment supplied by the organization will be maintained by the organization. Equipment supplied by the employee, if deemed appropriate by the organization, will be maintained by the employee. AIM accepts no responsibility for damage or repairs to employee-owned equipment. AIM reserves the right to make determinations as to appropriate equipment, subject to change at any time. Equipment supplied by the organization is to be used for business purposes only. The employee agrees to take appropriate action to protect the items from damage or theft. Upon termination of employment, all company property will be returned to the agency."
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"text": "The employee will establish an appropriate work environment within their home. AIM will supply the employee with appropriate office supplies (pens, paper, etc.) for successful completion of job responsibilities. The agency will also reimburse the employee for all other agreed upon business-related expenses. Employees who work remotely are encouraged to utilize agency resources, when possible, such as mailing documents from the AIM office."
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"text": "Employees who work remotely must protect proprietary agency information and information concerning the people AIM supports, including information protected by HIPAA and the New York SHIELD Act. Required safeguards may include locked file cabinets and desks, regular password maintenance, controls appropriate to the employee's role and work environment, and any additional measures required by AIM policy or applicable federal and state law."
},
{
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"text": "Non-exempt employees who work remotely will be required to record all actual hours worked in a manner designated by AIM Services. Hours worked in excess of those specified per day and per work week, in accordance with state and federal requirements will require the advance approval of the employee's supervisor."
},
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"text": "Working remotely is not intended to be a replacement for childcare. Although an individual employee's schedule or work at home arrangements may be modified, at the discretion of the agency, to accommodate childcare needs, the focus of the arrangement must remain on job performance and meeting the needs of the agency. Employees who work remotely need to discuss the expectations of working remotely with family members and childcare providers prior to working remotely and make appropriate arrangements."
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"text": "XI. EXIT INTERVIEW",
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"text": "An exit interview will be offered to departing employees by the Human Resources Department. The interview will review the departure and may provide the employees with the opportunity to discuss their work experience with the Agency. Agency property such as keys, records, identification, etc. must be returned at the exit interview, if not before."
},
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"text": "APPENDIX B: SELF-DIRECTION SELF-HIRED EMPLOYEES",
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"type": "text",
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"text": "For people who receive Self-Directed Services, supports are provided to the person by staff under a co-employment model. In a co-employment model, the person can choose to hire staff, set staff compensation within the allowable parameters, train staff, monitor and provide feedback to staff, and end staff services if they are not consistent with the person's expectations. Co-employed staff under Self-Direction are also referred to as self-hired staff."
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"text": "I. EMPLOYMENT STATUS",
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"text": "Self-hired staff wishing to pick up additional hours, looking for new participants to work with, or who are no longer connected to a participant, must request to be placed on the Self Direction Pool List. Please reach out to an SD Staff Support Coordinator for information on the Pool List. It is up to the discretion of each Self-Direction Participant as to whether they choose to work with a particular staff."
},
{
"id": "p55.5",
"order": 5,
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"text": "II. ATTENDANCE AND PUNCTUALITY POLICY",
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"text": "The dependable attendance of self-hired employees is a crucial factor in providing consistent high-quality supports and services. Because of our unique responsibility for the well-being of the people we support, it is essential that our employees report to work as scheduled. When employees fail to take this responsibility seriously time-consuming arrangements and costly replacements are necessary to maintain appropriate levels of care. Reasonable, regular attendance is an essential function of every job."
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"text": "The agency does, however, recognize that there are times when illnesses, accidents, or other unforeseen circumstances cause employees to be absent or tardy. Agency policy provides employees with time away from work for illness, holidays, personal days, jury service, funerals, family and medical leave, personal leave, and military leave. AIM's attendance policy is broad enough to accommodate those circumstances."
},
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"text": "Attendance Standards:",
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"text": "Self-Direction Participants and their circles of support are expected to evaluate the attendance of their employees and must address attendance issues when necessary."
},
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"type": "heading",
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"text": "Definitions:",
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"level": 3
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"type": "text",
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"text": "An excused absence is defined as an absence that is:"
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"text": "Covered by policy and/or NYS Paid Sick Leave Law",
"marker": "•"
},
{
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"text": "PTO requested by the employee with proper and timely notice to the person they support, AND",
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},
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"text": "Approved by the Self-Direction Participant and/or their circle of support in advance, except in the case of a qualifying Family Medical Leave or other job-protected leave where the need for leave is unforeseeable.",
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"text": "Examples of excused absences include properly scheduled and approved paid time off (PTO) scheduled in advance in accordance with the PTO Policy and New York State Paid Sick Leave. PTO can be used for a variety of reasons, including but not limited to an employee’s vacation time, personal business or appointments, religious holidays (not covered by the agency’s paid holidays), or other personal reasons. An employee will NOT be subject to discipline for an excused absence."
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"text": "An unapproved absence is defined as an absence where the self-hired employee:"
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"l": 96.24,
"t": 154.19809999999995,
"r": 541.44,
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"text": "",
"attrs": {
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"children": [
{
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"bbox": {
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"text": "Fails to call in to report their absence.",
"marker": "•"
},
{
"id": "p55.15.2",
"order": 20,
"type": "list_item",
"bbox": {
"l": 96.48,
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"text": "Gives late notice (less than 24 hours) of their inability to report to work; In the case of an illness, you shall call in to report your absence at least eight (8) hours prior to the start of your scheduled shift and speak to the person you support or their designee.",
"marker": "•"
},
{
"id": "p55.15.3",
"order": 21,
"type": "list_item",
"bbox": {
"l": 96.24,
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"text": "Fails to give the required advance notice for an absence which could have been anticipated; (e.g., paid time off for personal days, vacation days, or to attend scheduled medical appointments); or",
"marker": "-"
}
]
},
{
"id": "p55.16",
"order": 22,
"type": "footer",
"bbox": {
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"text": "54",
"attrs": {
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"excluded_furniture": {
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}
}
Page 56
20 item(s)
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1 · LIST_ITEM
2 · HEADING
3 · TEXT
4 · TEXT
5 · TEXT
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7 · TEXT
8 · TEXT
9 · TEXT
10 · TEXT
11 · HEADING
12 · TEXT
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14 · LIST
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16
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20 · FOOTER
Page 56 JSON
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"text": "Leaves early without prior approval.",
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},
{
"id": "p56.2",
"order": 2,
"type": "heading",
"bbox": {
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"text": "Timely notice means:",
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"type": "text",
"bbox": {
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"text": "In the case of PTO, the employee requests such time off at least 24 hours in advance. Where an illness or injury renders an employee unable to request a paid time off 24 hours in advance, the employee must call to report the unforeseeable sick day in accordance with the call-in procedure set forth above."
},
{
"id": "p56.4",
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"type": "text",
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"text": "In the case of PTO for vacation purposes, the employee requests such time off 2 weeks in advance to assist with scheduling, but at a minimum requests 24 hours (in rare instances) in advance of the start of the employee's scheduled start time."
},
{
"id": "p56.5",
"order": 5,
"type": "text",
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"text": "In the case of Family Medical Leave that the employee requests such leave 30 days in advance where the need for the leave is foreseeable, and where the need for leave is not foreseeable that the employee give as much notice as is practicable under the circumstances and comply with AIM's call-in procedure set forth above. See Family Medical Leave policy."
},
{
"id": "p56.6",
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"text": "In the case of other leave entitlements, prompt notice should be given in accordance with AIM policies."
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{
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"text": "In the case of an absence “in compliance with an exchange in shift” with prior approval, an employee must give as much advance notice as is possible."
},
{
"id": "p56.8",
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"type": "text",
"bbox": {
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"text": "Tardiness is defined as arriving 15 minutes after the scheduled starting time. This is looked at as a “grace period” for those rare occasions when an employee is delayed and should not be interpreted as permission to arrive up to 15 minutes late. Tardiness greater than 15 minutes will count as a 1/3 call in - not approved by manager as a scheduled vacation/personal day."
},
{
"id": "p56.9",
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"type": "text",
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"text": "Leaving early without prior management/supervisor approval will be considered an absence – and count as a 1/3 call in. Leaving early or arriving late and not working at least half of the employee’s scheduled shift will result in a fully unexcused call-in."
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{
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"text": "Job Abandonment: An employee who does not report to work for three consecutive days and does not call in during that period is considered to have abandoned their job and will be referred to Human Resources and the Department Director for action, up to separation from employment."
},
{
"id": "p56.11",
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"type": "heading",
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"text": "III. DRESS CODE POLICY",
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"text": "Self-Direction Participants and their circles of support should exercise good discretion to determine appropriateness in appearance, which includes counseling self-hired employees whose appearance is inappropriate. Employees who do not meet a professional standard may be sent home unpaid to change. Repeated disregard for this dress code policy may result in disciplinary action up to and including termination of employment. The following guidelines will help to define acceptable attire."
},
{
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"text": "Self-hired Direct Support Environment:",
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{
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"type": "list",
"bbox": {
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"text": "",
"attrs": {
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"text": "Appropriate attire includes clothing that is safe and comfortable including jeans, leggings/sweatpants, shorts, polo shirts, t-shirts (without any offensive logos/pictures/sayings) and sweatshirts.",
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},
{
"id": "p56.14.2",
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"type": "list_item",
"bbox": {
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"text": "With Tank-style shirts or dresses, bra straps must not be visible.",
"marker": "•"
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{
"id": "p56.14.3",
"order": 17,
"type": "list_item",
"bbox": {
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"text": "Jewelry should be worn with discretion. AIM Services is not responsible for damaged or lost jewelry.",
"marker": "•"
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{
"id": "p56.14.4",
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"type": "list_item",
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"text": "The minimum length for skirts/dresses, skorts and shorts is mid-thigh.",
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{
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"type": "list_item",
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"text": "Shoes must be appropriate for the activity. Flip-flops and sandals should be worn only when appropriate.",
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"text": "55",
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Page 57
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"text": "Unacceptable Attire Agency Wide:",
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"text": "Please be reminded that unacceptable attire includes:"
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"text": "Any clothing that reveals the stomach, chest or back; tops that are see-thru; halter tops or provocative clothing.",
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"text": "Beach wear (unless taking someone to the pool or beach), spandex or sleep wear.",
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{
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"type": "list_item",
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"text": "Shorts, dresses or skirts that are shorter than mid-thigh.",
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{
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"type": "list_item",
"bbox": {
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"text": "bare feet/stocking feet.",
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},
{
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"type": "list_item",
"bbox": {
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"text": "Clothing with profanity, nude or semi-nude pictures; sexually suggestive slogans, cartoons or drawings; offensive logos, photos or slogans.",
"marker": "•"
}
]
},
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"type": "text",
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"text": "These lists are provided for illustrative purposes only and not for the purpose of limitation. The list is based upon the Agency’s safety concerns and desire to maintain a professional atmosphere free of harassment."
},
{
"id": "p57.5",
"order": 10,
"type": "heading",
"bbox": {
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"text": "IV. FULL-TIME BENEFITS",
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{
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"type": "text",
"bbox": {
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"text": "Family PTO: 40 hours of Family PTO are given to each participant per budget year; this benefit is a direct benefit from the fringe pool. Self-Direction participants can choose to give Family PTO to full-time self-hired staff when the participant is going on vacation, has challenging medical times or extenuating circumstances and does not need staff support. The request will be reviewed and approved by the FI, AIM Services Inc."
},
{
"id": "p57.7",
"order": 12,
"type": "heading",
"bbox": {
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"text": "V. TOBACCO USE",
"attrs": {
"block_label": "paragraph_title"
},
"level": 3
},
{
"id": "p57.8",
"order": 13,
"type": "text",
"bbox": {
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"text": "Tobacco use, including vaping, is at the discretion of the Self-Direction participant and/or their family. Self-Directions Participants and/or their family may choose to allow self-hired staff to smoke/vape or may prohibit them from doing so while on the clock, based on each person's unique circumstances. Self-Hired staff must adhere to the participants' instructions with regard to where smoking/vaping is or is not permitted (e.g., outside only, only in the staff's personal vehicle, etc.) If the Self-Direction participant allows their staff to smoke, the staff must follow all applicable federal, state, and local laws and ordinances."
},
{
"id": "p57.9",
"order": 14,
"type": "heading",
"bbox": {
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"text": "VI. DRIVING",
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"block_label": "paragraph_title"
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"level": 3
},
{
"id": "p57.10",
"order": 15,
"type": "text",
"bbox": {
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"b": 265.68
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"text": "Self-hired staff must furnish a copy of their driver’s license upon hire and must maintain their license, registration and appropriate motor vehicle liability insurance for any vehicle they use to transport the people they serve. Self-hired staff must notify AIM of all infractions, tickets, and accidents incurred while on the clock."
},
{
"id": "p57.11",
"order": 16,
"type": "heading",
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"text": "VII. ANNUAL TRAINING",
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"level": 3
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{
"id": "p57.12",
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"type": "text",
"bbox": {
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"text": "Self-hired staff must complete annual training in accordance with AIM and OPWDD requirements. Annual training must be completed in the allotted time frame. Annual training will consist of pre-recorded videos, presentations, documents, etc. Annual training will be reimbursed, after completion, at each self-hired employee's base rate and for a set number of hours, based on the length of the pre-recorded content."
},
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"text": "APPENDIX C SUMMARIZED WORK RULES",
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"text": "56",
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19 item(s)
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19 · FOOTER
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"text": "All AIM employees are expected to adhere to the following summarized list of Work Rules. Violation of, or failure to report a violation of the following Work Rules may be subject to disciplinary action, up to and including termination."
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"bbox": {
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"text": "Ensure the safety and well-being of the people we serve, safe work practices and safety in the use of any agency property/vehicles. To comply with fire/safety/sanitation policies, ensuring timely reporting of any incidents, accidents, concerns.",
"marker": "2."
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{
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"text": "Interact with people served by AIM, parents, guardians, visitors, members of the community, co-workers in a professional, kind and courteous manner. To maintain interpersonal relationships with fairness, objectivity and professionalism. Favoritism will not be tolerated under any circumstances.",
"marker": "3."
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{
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"text": "Abuse/Neglect in any form toward any person served, or any form of workplace violence will not be tolerated.",
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{
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"text": "Employees must use agency technology, personal devices, electronic communications, recording tools, social media, electronic health records, and artificial intelligence only as permitted by Sections IX through XIII of the handbook. Those sections contain the requirements for security, confidentiality, authorization, monitoring, device use, recording, online conduct, and data handling.",
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"type": "list_item",
"bbox": {
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"text": "To ensure the appropriate care and use of property owned by the agency or people served. Stealing or willfully damaging, destroying, or misusing agency property or the property of any employee or person supported will not be tolerated. Removing or borrowing agency property without prior authorization is prohibited.",
"marker": "6."
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{
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"text": "Follow the agency's Attendance Policy, including excessive, unexcused absences or failure to inform your supervisor, office, or On-Call as required. Obtain permission to leave work for any reason during normal working hours.",
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{
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"type": "list_item",
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"text": "Follow working schedules, including rest and lunch periods.",
"marker": "8."
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{
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"bbox": {
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"text": "Attend mandatory meetings, training, conferences, and engagements.",
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"text": "Tobacco use, including vaping, is prohibited inside any agency vehicle and in any AIM facility or residence. Legacy or Traditional employees may not use tobacco products within 30 feet of an AIM program unless that distance is not feasible, in which case they must remain as far from the building as practical while staying on AIM property. Self-hired employees must follow the separate tobacco-use rules in Appendix B, including the instructions of the Self-Direction participant or family and all applicable laws.",
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"text": "Follow directions or instructions of supervisory/managerial personnel or the person receiving services, in the case of self-hired co-employment. Insubordination, including but not limited to failure or refusal to obey the orders or instructions of any manager or member of management, or the use of abusive or threatening language toward any manager or member of management, is prohibited.",
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"text": "Recording the work time of another employee or allowing another employee to record your work time is prohibited. Managers must have appropriate documentation/authorization from the employee in order to alter an employee's timecard.",
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"text": "Comply with AIM's Zero Tolerance Drug and Alcohol-Free Workplace Policy and drug and alcohol testing procedures. Possessing, distributing, selling, transferring, or using – or being under the influence of – alcohol, Cannabis or illegal drugs in the workplace is prohibited.",
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"text": "Ensure all supports and services are appropriate. Performance of personal tasks, personal visitors at work sites, and use of agency vehicles for personal reasons without AIM's prior authorization are prohibited.",
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"text": "There are to be no pets brought to the workplace without prior approval by Human Resources and/or Senior Administration; typically, pets should only be brought to work on designated “bring your pet to work” days. In the case of self-hired employees, pets must be approved by the person",
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Page 59
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15 · FOOTER
Page 59 JSON
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"text": "supported and/or their family."
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"text": "Weapons, ammunition, or any form of violence are forbidden at any time on agency premises/work sites, or while on duty.",
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"text": "Only necessary personal telephone calls are allowed. Personal cell phones and other electronic devices are not to be used unless the employee is on a scheduled break or the device is being used for approved work purposes.",
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"text": "Sleeping while on duty or “hiding” with the intent to sleep while on duty, is prohibited. Employees are expected to remain awake during their entire shift unless they are approved to work an “asleep” shift.",
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"text": "All Legacy/Traditional employees shall be required to be a shared support in other agency programs/services as needed. Refusal to be a shared support may result in disciplinary action up to and including termination of employment.",
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"text": "Using profane or abusive language at any time during working hours or while on premises owned or occupied by the agency is prohibited.",
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"text": "Abusing paid sick leave is prohibited.",
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"text": "Failure to follow the agency dress code policy. Proper attire should be worn at all times while working.",
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"text": "Deliberately committing a fraudulent act or breach of trust in any circumstances is prohibited.",
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"text": "Organized gambling, e.g., bookmaking or running numbers, is prohibited.",
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"text": "This list of prohibited conduct is not all inclusive and does not limit AIM's authority to take corrective action or change the at-will employment relationship as described in the Employee Handbook."
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