JFS HOUSING, INC.

EMPLOYEE HANDBOOK

March 2013

2

Index

Welcome 4

Section One: General Employment 5

At-Will Employment 6

Immigration Law Compliance 6

Definitions of Categories of Employment 7

Continuing Education, Certifications and Licensing 9

Conflict of Interest 9

Introductory Period 9

Criminal Background Checks 10

Pre-employment Health Screen 10

Hiring of Relatives 10

Section Two – Policies Relating to Discrimination, Harassment, and Reasonable

Accommodation of Disabilities

11

Equal Employment/Non-Discrimination Policy 12

Sexual and Other Harassment Policy 13

No Retaliation Policy 14

Accommodation of Disabilities 15

Section Three – Conduct and Working Conditions 16

Workplace Rules 17

Confidential Information 18

Employee Discipline and Corrective Action 19

Conflict Resolution

Whistleblower Policy

Attendance and Tardiness

o Definitions

o Absence

o Tardiness

20

21

23

23

23

24

Calling in Sick

Suitable Work Clothes and Personal Grooming

24

25

Drug and Alcohol-free Workplace 26

No Smoking Policy 26

Personal Cell Phone Use 26

JFSHI-issued Cell Phone Policy 26

Solicitations, Distributions and Use of Bulletin Boards 28

Visitors in the Workplace 28

In-Service Education 28

Separation from Employment 29

Section Four – Safety and Security 30

Safety and Health 31

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Workplace Violence 31

No Weapons 32

Section Five – Compensation and Performance 33

Workweek 34

Work Schedule 34

o Overtime Work

o Nights & Weekend On-Call Duty

34

34

o Severe Weather and Cases of Emergency

Rest & Meal Breaks

34

35

Deductions from Wages 36

Timesheet 36

Gratuities (Tips) & Extra Services

o Purchasing Items From Tenants

o Purchasing Items for Tenants

37

37

37

Performance Evaluation 38

Employee Referral Program 38

Section Six – Employee Benefits 39

Time Off 40

o Paid Time Off 40

o Bereavement 40

o Holidays 41

o Jury Duty 41

o Time Off for Voting

Use of Fitness Room

Health Insurance Benefits

Aflac Supplemental Insurance Benefits

41

42

JFS Housing, Inc. Receipt of Employee Handbook Acknowledgement 43

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WELCOME

Welcome to JFS Housing, Inc. (JFSHI). We are delighted you have chosen to be a member of

the Deerwood Crossing Senior Residences team. Every member of our team is valuable and

your efforts will make a difference in the quality of care and service we provide to our residents.

Our mission includes enhancing the lives of those we serve through a unique marriage of

hospitality, health care and lifelong learning and growth; your efforts will be critical to the

achievement of these goals. We encourage open communication, teamwork, mutual respect,

recognition, and continuous improvement as essential elements of our relationships.

We understand that you will have many questions as you settle in and become accustomed to

your new workplace. To assist you with these questions, we have prepared this Employee

Handbook. The Handbook is a general guideline of what you can expect and what is expected of

you as one of our team members. It outlines many of our policies, procedures and benefits, and

discusses some of the expected standards of behavior and performance. There are, however,

several important things to keep in mind.

First, this handbook contains only general information and guidelines. It is not intended

to comprehensively address all of our employment policies, procedures or benefits.

Second, JFS Housing Inc. is an at-will employer. This handbook is not intended to, and

does not confer upon any employee any contractual rights. Nothing in this handbook or

any other personnel document creates or is intended to create a promise or guarantee of

continued employment or entitlement to any benefits. Nor does this handbook limit the

organization’s right to terminate an individual’s employment at any time.

Third, the policies, procedures, and benefits described in this handbook may be modified

or discontinued from time to time at JFSHI’s sole discretion.

Finally, some of the matters described in this handbook are covered in specific detail in

official policy or plan documents. You should refer to those materials for specific

information and eligibility requirements.

Please read this Handbook carefully and feel free to ask your supervisor any questions you may

have. Our policies, procedures and programs will change as we continue to evolve and grow.

Policy changes can occur at any time, and will be communicated to you in a timely manner. In

an effort to keep the Handbook up to date, we will periodically be sending out revisions. Please

be proactive and ask your supervisor if there is any question as to whether the Handbook is up to

date on a particular policy.

Again, welcome and we look forward to a mutually beneficial relationship.

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SECTION ONE: General Employment

At-Will Employment

Immigration Law Compliance

Definitions of Categories of Employment

Continuing Education, Certifications and Licensing

Conflict of Interest & Outside Employment

Introductory Period

Criminal Background Checks

Pre-Employment Health Screen

Hiring of Relatives

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AT-WILL EMPLOYMENT

As stated in the welcome, your employment with JFSHI is on an at-will basis. This means that

the employment relationship may be terminated by you or by JFSHI at any time, with or without

cause, with or without notice, and for any reason not prohibited by law, and with no further

obligation on the part of JFSHI. Nothing in this handbook, or any other personnel document,

shall alter the at-will employment status. No manager, supervisor, or other representative of

JFSHI has authority to offer or enter into any agreement for employment other than at will.

JFSHI is also not bound by any oral promises concerning the length and/or terms of your

employment.

IMMIGRATION LAW COMPLIANCE

JFS Housing Inc. (JFSHI) adheres to the federal Immigration Reform and Control Act (IRCA)

and only hires persons who may legally work in the United States (i.e., citizens and nationals of

the U.S.) and aliens authorized to work in the United States.

JFSHI must verify the identity and employment eligibility of anyone to be hired, which includes

completion of the Employment Eligibility Verification Form (I-9) and presentation of documents

that establishes an employee’s identity and employment eligibility.

JFSHI must keep each employee’s I-9 on file for at least three years, or one year after the

employment terminates, whichever is longer.

Rehired employees, whose previous documents are no longer valid or retained by JFSHI, must

also complete an I-9 form and present documentation.

New hires will be required to complete Section 1 of the Form I-9 by his or her first day of work

for pay. A JFSHI representative will review the employee’s document(s) and complete Section 2

of the Form I-9 within three (3) business days of the employee’s first day of work.

In complying with IRCA, JFSHI is required to examine the documents presented by new hires

that confirm the individual being hired is legally eligible to work in the U.S. and establishes the

individual’s identity. JFSHI will photocopy the documentation and keep it with the I-9 form,

and the information on the copy will not be used for any impermissible purpose.

Source: U.S. Department of Labor – Employment Standards Administration

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DEFINITIONS OF CATEGORIES OF EMPLOYMENT

For purposes of salary and benefits administration, employment and other personnel matters, it is

necessary to classify employees in certain categories. Employees will be informed of their

classification upon hire or when modified as the result of a change in job responsibilities.

Exempt/Non-exempt status is determined at the time job descriptions are developed and

reviewed when modified. The terms, which denote these categories used herein, are as follows:

Benefit Eligible Employees:

Full-Time Employees – Employees scheduled to work a minimum of 32 hours per week

less paid holidays and other leave time.

Part-Time employees – Employees regularly scheduled to work less than 32 hours per

week but more than 1,000 per year, less paid holidays and other leave time. Benefits are

prorated to time worked except for Health Insurance, which is not available unless the

employee works a minimum of 30 hours per week.

Non-Benefit Eligible Employees: Employees who are hired to perform a job that requires less

than 1,000 hours of work each year. These employees are not eligible for paid vacation, sick, or

bereavement leave or other employee benefits. Flexible schedules may be worked out with

supervisors to accommodate time off as needed.

Exempt Employees – Executive, administrative and professional employees, as defined by the

Fair Labor Standards Act (FLSA), are those whose primary job responsibilities directly relate to

management policies, the supervision of others, and/or the general business operations of JFSHI

requiring regular exercise of discretion and independent judgment. Employees in this category

are paid a salary. It is expected that they will perform their jobs as necessary to accomplish the

completion of their job duties and fulfill the responsibly of their job description. Exempt

employees are not paid on an hourly basis and are not eligible for overtime compensation.

Non-Exempt Employees – Employees who meet the FLSA definition of non-exempt employees

include but are not limited to those who are paid on an hourly basis. The job duties of this

category are generally performed according to standard procedure and do not require the regular

exercise of discretion and independent judgment. Non-exempt employees are eligible for

overtime or time and one-half for hours worked over 40 hours in a one-week period. Overtime

must be approved in advance. At the supervisor’s discretion, flexing hours within the week may

be substituted for overtime. Example: An employee who works extra hours on one day may

decrease the number of hours worked on another day in the same week so the overall hours

worked does not exceed 40 hours. The service needs of JFSHI are the primary determinant of

flexing and permission to work flexing hours may be curtailed or withdrawn at the discretion of

JFSHI management.

Limited Term or Project Employees – Employees who engage in work on a full-time or part-

time basis, with the understanding that their employment will be terminated as of a specific date,

after completion of a specific assignment, or at the end of a grant, which has funded a specific

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position for a specific period of time. Limited Term Employees will be categorized as an

Exempt or Non-Exempt as defined above.

Temporary or Leased Employees - JFSHI may from time to time engage the services of

temporary or leased employees. Terms and conditions of employment are regulated by the

organization that employs them, and they are not therefore eligible for JFSHI benefits.

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CONTINUING EDUCATION, CERTIFICATIONS AND LICENSING

All JFSHI staff will have received the required training mandated for their position under HFS

89. This may include, but is not limited to: First Aid and Procedures to Alleviate Choking; Fire

Safety; Standard Precautions; Medication Management; Dietary Needs and Sanitation; and

Residents’ Rights. Employees will be required to complete 12 hours of continuing education

each year. JFSHI will provide in-services for employees to meet this requirement. Employees

who opt not to attend the in-services must obtain training at their own expense. Documentation

of completion of the training must be submitted to JFSHI monthly. If an employee does not

attend scheduled training they may, at the Service Manager’s discretion, be placed on unpaid

leave. Failure to complete the required training within required timeframes may result in

disciplinary action up to and including termination of employment.

Certified and licensed staff will be required to show proof of certification or licensing at the time

of hire. Copies of certificates or license will be kept on file. Employees are responsible for

maintaining current credentials and submitting proof of licensure/certification upon hire.

CONFLICT OF INTEREST

JFSHI expects employees to avoid situations that might cause their personal interests to conflict

with the interests of our organization or that might compromise the organization’s reputation or

integrity. A conflict of interest, or the appearance of one, occurs when an employee uses his/her

position with JFSHI for personal benefit.

INTRODUCTORY PERIOD

“Introductory period” is a term used to describe an employee’s initial period of employment.

JFSHI’s introductory period is 90 days. During this period, JFSHI determines if a new employee

possesses the knowledge, skills and abilities for the position for which he or she was hired.

Similarly, an employee is able to evaluate whether JFSHI and his or her position within the

organization meets the employee’s needs. New hires will receive orientation and training during

the introductory period.

If additional time is needed to determine a new employee’s qualifications, attendance, and

quality or work, the introductory period may be extended. The duration of the introductory

period is solely at the discretion of JFSHI management and completion of the introductory period

does not confer tenure or other assurance of continued employment.

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CRIMINAL BACKGROUND CHECKS

All personnel employed by assisted living facilities are mandated by the State of Wisconsin to

undergo criminal background checks through the State of Wisconsin Department of Justice.

Employees may not start work with JFSHI until the findings of the criminal background check

and caregiver background check are received and meet the State of Wisconsin requirements.

PRE-EMPLOYMENT HEALTH SCREEN

All potential employees will be required to participate in a pre-employment health assessment

consisting of a screening for tuberculosis and completion of a physician, nurse or nurse

practitioner’s certification of the potential employee being free from communicable disease.

JFSHI participates in random drug and alcohol testing. Drug screening will be done on a random

basis at the time of hire or during the employee’s tenure with JFSHI. An employee’s signature

stating receipt of this handbook acknowledges that they have read and agreed to this policy.

Hepatitis B vaccine will be offered to those employees having significant exposure to blood

borne pathogens or other potentially infectious materials. Staff members who have been

previously immunized or who do not wish to receive the vaccination will be asked to sign a

declination waiver. The cost of the immunizations will be borne by JFSHI.

HIRING OF RELATIVES

We may hire relatives of current employees if the new employee works in an entirely different

division or location than the current employee. We recognize the sensitive nature of having

family members employed by the same organization, and will take care to avoid difficult

situations.

For purposes of this policy, “relative” means spouse, mother and father, mother- and father-in-

law, sons and daughters, brothers and sisters, sons- and daughters-in-law, and aunts and uncles.

From time to time we may employ relatives for temporary positions, provided a clear

understanding exists, where the employment relationship is strictly temporary and will not

necessarily lead to full-time employment. Of course, any relative we hire must meet all selection

standards and fulfill all job qualifications. Employment of relatives for temporary positions is

subject to the same requirements as for full-time and part-time regular employees.

We will not assign relatives to a manager-subordinate relationship under any circumstances.

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SECTION TWO – Policies Relating to Discrimination,

Harassment, and Reasonable Accommodation of

Disabilities

Equal Employment/Non-Discrimination Policy

Sexual and Other Harassment Policy

No Retaliation Policy

Accommodation of Disabilities

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EQUAL EMPLOYMENT/NON-DISCRIMINATION

JFS Housing Inc. is an Equal Opportunity employer.

No employee of JFS Housing, Inc. (JFSHI) will discriminate against any applicant for

employment or fellow employee because of race, creed, color, religion, sex, sexual orientation,

national origin, ancestry, age, veteran status, military service membership, marital status,

physical or mental disability or association with a person with a disability, pregnancy or

childbirth, arrest or conviction record, honesty testing and/or the use or nonuse of lawful

products off JFSHI’s premises during non-working hours unless specifically permitted by law.

JFSHI will provide reasonable accommodation for the special needs of the disabled who are

capable of performing all essential job responsibilities.

This policy applies to all employment practices including advertising, recruitment, testing (if

any), screenings, hiring, selection for training, promotion, transfer, demotion, layoff, termination,

rates of pay and other forms of compensation.

All Employment decisions are based on the qualifications and work performance of individuals,

relative to legitimate business requirements.

All employees are responsible for supporting the concept of equal opportunity and non-

discrimination and in assisting JFSHI in meeting its goals. Suspected violations of this policy

should be reported to the Service Manager, who will act as Equal Employment/Non-

discrimination Coordinator. Alternately, a suspected violation may be reported to any senior

management member. A prompt and thorough investigation of the circumstances will be

conducted. Any individual not satisfied with the results of the investigation may appeal the

determination to the Chair of the JFSHI Board of Directors for review and final determination.

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SEXUAL and OTHER HARASSMENT POLICY

We at JFSHI share a common belief that each of us should be able to work in an environment

free of any form of harassment. To ensure that all of us enjoy a harassment-free workplace,

JFSHI prohibits any offensive, physical, written or spoken conduct of a sexual or derogatory

nature or based on any characteristic protected by law. (Please refer to our Equal

Employment/Non-Discrimination policy for a description of characteristics protected by law.)

This policy prohibits harassment by any employee against persons served, supervisees,

colleagues, community representatives, or other persons or groups with whom the employee has

contact as a representative of JFSHI. Anyone engaging in sexual or other harassment will be

subject to discipline, up to and including discharge. Prohibited conduct may include, but is not

limited to:

Unwelcome requests or demands for sexual favors. This includes subtle or blatant

expectations to engage in sexual relations and pressures for dates;

Verbal abuse or unwelcome kidding of a sexual or otherwise offensive nature, such as

telling “dirty jokes” and comments about body parts, appearance or clothing, where such

comments go beyond mere courtesy;

Insults, name calling, slurs, jokes or other remarks that are sexual or offensive in nature

or demeaning to an individual’s protected characteristics;

Unwelcome verbal or non-verbal conduct or visual displays of sexual, offensive or

discriminating manner such as posters, calendars, photographs, cartoons, graffiti or other

offensive graphic displays;

Physical, verbal or psychological abuse based on an individual’s protected or any other

characteristic such as stereotyping, name calling, assaulting, sabotaging, segregating or

threatening any individual in the workplace;

Unwelcome or unwanted sexual advances, such as patting, pinching, brushing up against,

hugging, cornering, kissing, kindling or any other similar contact;

Making a submission to or rejection or harassment the basis of any employment decision;

Creating a work environment that is intimidating, hostile, abusive or offensive because of

the display or circulation of offensive written materials, unwelcome conversations,

suggestions, requests, demands or physical contacts.

Because harassment can occur in a variety of ways, JFSHI encourages each employee who may

be subject to unlawful harassment to take steps to stop it from occurring. Employees

experiencing harassment are encouraged to express directly to the individual(s) involved their

desire that the unacceptable behavior be stopped. If the behavior continues, an employee should

report the situation to their supervisor or any other member of management with whom the

employee feels comfortable.

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Complaints will be treated as confidentially as possible in light of the organization’s need to

fully investigate the matter. However, the need to interview witnesses and to inform management

who need to know makes total confidentiality impossible. In all cases, great care will be taken to

preserve the dignity and privacy of the persons involved. Employees who report harassment or

who assist in the investigation of a complaint of harassment will not be subject to retaliation or

reprisal of any kind.

Complaints will be promptly and thoroughly investigated and the employee will be notified of

the results. Depending on the nature of the alleged harassment, interim measures may be taken.

These measures might include temporary reassignments or separating the alleged harasser and

the employee alleging the harassment. If the investigation reveals that an employee has engaged

in sexual or other harassment, that employee will be subject to disciplinary action, up to and

including discharge.

If the situation is not resolved to the complaining employee’s satisfaction following the above,

the employee may file a formal grievance under the Conflict Resolution procedure outlined in

this handbook. Preventing harassment is a shared responsibility. All managers and supervisors

are responsible for the implementation of this policy and for ensuring that employees know and

understand it. All employees will be held responsible and accountable for helping to make

JFSHI a pleasant place to work, free from intimidation, hostility and other offensive conduct.

Questions regarding this policy should be addressed directly with the Service Manager or Chair

of JFS Housing, Inc. Board of Directors.

NO RETALIATION POLICY

JFSHI's purpose is to create caring and inclusive communities and a fair living environment. The

services we provide are designed to help older adults age with dignity and respect. We are

responsible for ensuring the safety of the individuals living in our residential care facilities. We

are also responsible for ensuring that residents, their families, service providers, and staff at all

levels can feel free to raise any concerns they may have about the abuse or possible abuse of

residents and to have those concerns dealt with promptly and appropriately.

Tenants have specific rights. One of their rights is the right to file a complaint or grievance if

they feel that their rights have been violated.

Policy

The focus of this policy is to protect tenants, tenants' families and guardians, employees, and

service providers. It is JFSHI policy to take all necessary steps to refrain from intimidating,

threatening, coercing, discriminating against, or taking any other retaliatory action against any

tenant, tenant's guardian or family member, employee, or service provider because they:

1. Make a complaint or files a grievance concerning the facility.

2. Report a violation of law.

3. Initiate or cooperate in an investigation or proceeding of a governmental entity relating to

care, services, or conditions of the facility.

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Procedure

Employees, tenants, and service providers should share their questions, concerns, suggestions or

complaints with someone who can address them properly. This may include internal reporting or

reporting to an outside governing agency. Tenants are given this information in their Service

Agreement packet.

All employees must understand that JFSHI will not tolerate any incident where coercion,

retaliation or reprisal can be related to a tenant, tenant's guardian or family, employee, or service

provider reporting a problem, either at the organization level or through an outside governing

agency. Reports of this nature will be investigated thoroughly and promptly, with appropriate

disciplinary actions taken, up to and including termination of employment.

All JFSHI employees have the affirmative duty for promptly reporting any actual or potential

attempt to intimidate, threaten, coerce, discriminate against, or take any other retaliatory action

against a tenant, tenant's guardian, employee or service provider who wishes to file or has filed a

complaint or grievance.

JFSHI takes all complaints seriously and will investigate every tenant, employee, or service

provider complaint. At a minimum, the investigation shall include the following:

An interview of the complaining tenant, employee, or service provider, as well as any

witnesses and the accused employee (if applicable).

A reasonable conclusion about the validity of the complaint.

A response consistent with that conclusion.

An employee who attempts to coerce or retaliate against someone who has filed a complaint or

grievance is subject to discipline up to and including termination of employment.

ACCOMODATION OF DISABILITIES

JFSHI will make reasonable accommodations for known physical or mental disabilities of an

otherwise qualified applicant for employment or an employee, unless undue hardship would

result. Any employee who requires accommodation in order to perform the essential functions

of a job should contact his or her supervisor or the Service Manager. The applicant or employee

should advise JFSHI what accommodations he or she believes are needed in order to perform the

job. JFSHI will determine possible accommodations, if any, in accordance with applicable law.

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SECTION THREE – Conduct and Working

Conditions

Workplace Rules

Confidential Information

Employee Discipline and Corrective Action

Conflict Resolution

Whistleblower Policy

Attendance and Tardiness

o Definitions

o Absence

o Tardiness

Calling In Sick

Suitable Work Clothes and Personal Grooming

Drug and Alcohol-Free Workplace

No Smoking Policy

Personal Cell Phone Use

JFSHI-Issued Cell Phone Policy

Solicitations, Distributions and Use of Bulletin Boards

Visitors in the Workplace

In-Service Education

Separation from Employment

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WORKPLACE RULES

JFSHI believes policies and procedures are essential for the orderly operation of our business.

As a result, we have clearly identified some general performance expectations so that everyone

conducts themselves in accordance with our workplace standards. Courtesy, cooperation and

common sense should always prevail. The following work rules are not all-inclusive, but serve

as general guidelines to demonstrate work behaviors considered important to JFSHI.

You are expected to be at work on time, to stay until your workday ends, and to do the

work assigned or requested of you. If you are unable to be at work on time, you are

expected to contact your immediate supervisor at least four (4) hours prior to your

scheduled start time or as soon as possible or practicable if no prior knowledge existed.

You are expected to regard your workplace with respect and attention. Records,

equipment, and property are to be treated carefully, appropriately and in accordance with

any established policies, rules or operating guidelines. You are responsible for those

items in your custody and will be accountable for their maintenance and appropriate use.

You are expected to act in accordance with all appropriate codes, laws, regulations,

policies and procedures, regardless of whether they are set by JFSHI or outside regulatory

bodies.

You are expected to conduct yourself at all times in a professional manner, exhibiting a

high regard for our residents, vendors, business associates, and coworkers. No breach of

professional behavior (abusive language, harassment, personal business during work

time, etc.) will be condoned.

You are expected to maintain the confidentiality of JFSHI information and/or resident

information in your possession or to which you have knowledge (i.e. medical

information, personnel information, proprietary information, etc.).

You are expected to wear clothing that is neat in appearance and consistent with a

professional atmosphere, keeping in mind the impression made on residents and their

family members, visitors, and other employees and the need to promote JFSHI and

employee safety. Good individual judgment is the best guideline, but management

retains the right to decide what dress is appropriate. (See, “Suitable Work Clothes and

Personal Grooming Policy.”)

This information regarding unacceptable practice/behavior is provided as guidance for your

actions as an employee of JFSHI. You are urged to use reasonable judgment and to seek

supervisory guidance in doubtful or unclear situations. It is our policy to resolve conduct and

performance problems in the most positive manner possible. However, violations of workplace

rules may result in discipline, up to and including termination.

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CONFIDENTIAL INFORMATION

It is imperative that all employees maintain the highest degree of confidentiality in regards to our

residents and to our organization. Any breach of confidentiality may result in immediate

dismissal. Legal consequences occurring from any breach of confidentiality become the

responsibility of the employee.

At no time is any information given out regarding a resident except in an emergency situation.

The facility’s protocol would then take precedence. These guidelines are in compliance with the

State of Wisconsin HFS89 regulations and federal and state of Wisconsin HIPAA guidelines.

All staff should be discreet with casual conversations with visitors in the facility. Always refer

to the Service Manager and at no time allow anyone to see resident information or files without

the directive of the Service Manager. Conversations regarding the resident should be addressed

within the confines of shift reports, staff meetings or with management privately.

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EMPLOYEE DISCIPLINE AND CORRECTIVE ACTION

JFSHI utilizes a process of progressive discipline to impose disciplinary actions, up to and

including termination of employment.

Progressive Discipline

The purpose of progressive discipline is to minimize and eliminate undesirable conduct in our

organization. Undesirable conduct is behavior that is detrimental to JFSHI’s operation or

injurious to our employees or residents. The conduct may or may not be intentional. Some

examples of undesirable conduct are excessive absenteeism (not protected by law), failure to

meet performance expectations, disruption of a work unit, insubordination, theft of JFSHI

property, and use of illegal drugs while on the job (there may be many other such examples).

Some instances of undesirable conduct may call for immediate termination of employment,

while others may call for some or all of the four steps of progressive discipline described below.

The severity of the offense will determine what steps are necessary. For instance, theft of

JFSHI property could warrant immediate termination of employment while poor job

performance might be corrected by use of counseling, written warnings and/or other forms of

discipline, depending upon the circumstances. Employees who exhibit undesirable conduct will

be subject to any or all of the actions outlined in JFSHI’s system of progressive discipline. The

precise nature of progressive discipline to be utilized in each case rests in the full discretion of

JFSHI management. The typical progression of actions includes:

Step 1. Individual Counseling (if appropriate)

o Counseling is the initial form of corrective action. It should be conducted as

quickly as practical after an act of undesirable conduct has been observed. It is an

informal warning. Written records of counseling should be maintained by the

manager/supervisor. These records do not need to be placed in the employee’s

personnel file unless further disciplinary steps are necessary.

Step 2. Written Warning (if appropriate)

o The written warning should be issued for more serious infractions or continuation

of the undesirable conduct indentified in a counseling session. The written

warning should clearly state both the nature of the undesirable conduct, the

appropriate expectations, and the consequences of repeating the conduct, i.e., final

warning, or termination of employment. This written warning should become

part of the employee’s personnel file and it must be signed and dated by the

employee and manager/supervisor. No written warnings should be issued without

prior review of the facts and circumstances by the Service Manager.

Step 3. Final Written Warning (if appropriate)

o The final written warning should be issued for very serious offenses or

continuation of previously undesirable conduct. This warning should again state

the nature of the undesirable conduct, the appropriate expectations, and it should

make clear that termination of employment will take place on a specific date if the

expectations are not met. This warning should be made part of the employee’s

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personnel file and it should be signed and dated by the employee and

manager/supervisor. No final written warning should be issued without prior

review of the facts and circumstances by the Service Manager.

Step 4. Suspension (if appropriate)

Step 5. Termination of Employment (if appropriate)

o This action should be taken for severely inappropriate conduct or consistent

failure to meet expectations that were communicated in previous progressive

disciplinary actions. When the circumstances in the judgment of Management

warrant, termination of employment may be immediate without the necessity of

prior progressive disciplinary steps. No terminations of employment should take

place without prior review of the facts and circumstances by the Service Manager

and Board Chair of JFSHI.

CONFLICT RESOLUTION

Problems, misunderstandings and frustrations may arise in the workplace. A prompt and

effective method of settling these differences of opinion is available to all active employees. The

objective of this procedure is to provide a means for employees to resolve issues of concern

regarding terms and conditions of current employment. No employee will be retaliated against

for filing a concern through this procedure.

Concerns should be handled in the following manner:

1. First, the concern should be discussed with your immediate supervisor. Your supervisor

will schedule an appointment, review the issue with you, and then respond in writing.

2. In the event the issue is not resolved by you and your supervisor within five (5) working

days, you may elect to submit the concern, in writing, to the next level of management.

3. In the event the issue is not resolved at the next level of management within five (5)

working days, you may elect to submit the problem, in writing, to the next higher level of

management. That level may be the Board Chair. The Board Chair will review all the

pertinent facts and render a final decision, in writing, within five (5) working days.

4. The written, final decision will be given to the aggrieved employee and a copy will be

forwarded to the Service Manager to be filed in the employee’s personnel file.

For additional provisions applicable to specific categories of concerns, please refer to the

Sexual and Other Harassment policy listed in this handbook.

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WHISTLEBLOWER POLICY

General – JFS Housing, Inc. (“JFSHI”) requires its directors, officers, and employees to adhere

to high standards of business and personal ethics in fulfilling their responsibilities and to comply

with all applicable laws and regulations. JFSHI adopts this whistleblower policy (the

“Whistleblower Policy”) to establish a confidential mechanism for its employees to report

inappropriate financial or ethical actions (“violations”) taken by officers, directors, or employees

without fear of retaliation.

Reporting Responsibility - It is the responsibility of all JFSHI directors, officers, and

employees to avoid inappropriate financial or ethical actions and to report known or suspected

violations in accordance with this Whistleblower Policy.

No Retaliation - No director, officer, or employee who in good faith reports a violation shall

suffer harassment, retaliation, or adverse employment consequences. An employee who

retaliates against someone who has reported a violation in good faith is subject to discipline up to

and including termination of employment. This Whistleblower Policy is intended to encourage

and enable employees and others to raise serious concerns within JFSHI prior to seeking

resolution outside the organization.

However, if JFSHI determines that the complaint was not made in good faith or that an employee

provided false information to the investigator, said employee(s) may be subject to discipline, up

to and including termination. This policy is not intended to, and does not create, any rights or

any private right of action to any person.

Reporting Violations- JFSHI’s open door policy allows directors, officers, and employees to

share their questions, concerns, suggestions or complaints with someone who can address them

properly. In most cases for employees, an employee’s supervisor is in the best position to address

an area of concern. However, if an employee is not comfortable speaking with his or her

supervisor or he or she is not satisfied with the supervisor’s response, such employee is

encouraged to speak with any of the following individuals:

Service Manager – Stacy Bliss

Executive Director – Tobey Libber

Board Chair – Sylvan Leabman

Supervisors are required to report suspected violations to JFSHI’s Compliance Officer, who has

specific and exclusive responsibility to investigate all reported violations. Directors, officers, and

employees shall fully and completely cooperate with such investigations. Failure to cooperate,

or interfering with an investigation, shall subject employee(s) to immediate disciplinary action,

up to and including termination.

For suspected fraud, inappropriate accounting practices, or when an employee is not satisfied or

uncomfortable with following JFSHI’s open door policy, the employee should contact JFSHI’s

Compliance Officer directly or if appropriate, the Treasurer of the Board.

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Compliance Officer - The Compliance Officer is responsible for investigating and resolving all

reported complaints and allegations concerning violations and, at his/her discretion, shall advise

the Budget/Audit Committee of the Board of Directors (hereinafter referred to as the

“Committee”). The Compliance Officer has direct access to the Committee and is required to

report to the Committee at least annually on compliance activity. The Compliance Officer must

be a member of the Committee.

Accounting and Auditing Matter - The Committee shall address all reported concerns or

complaints regarding corporate accounting practices, internal controls, or auditing. The

Compliance Officer shall immediately notify the Committee of any such complaint and work

with the Committee until the matter is resolved. The Committee shall also address any matters

reported directly to the JFSHI Treasurer.

Acting in Good Faith - Anyone filing a complaint concerning a violation or suspected violation

must be acting in good faith and have reasonable grounds for believing the information disclosed

indicates a violation. As stated above, any allegations that prove not to be substantiated and

which prove to have been made maliciously or knowingly to be false will be viewed as a serious

disciplinary offense.

Confidentiality - Violations or suspected violations may be submitted on a confidential basis by

the complainant or may be submitted anonymously. Reports of violations or suspected violations

will be kept confidential to the extent possible and consistent with the need to conduct an

adequate investigation.

Handling of Reported Violations - The Compliance Officer will notify the person reporting a

violation or suspected violation and acknowledge receipt of the reported violation or suspected

violation within five business days. All reports will be promptly investigated and appropriate

corrective action will be taken if warranted by an investigation.

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ATTENDANCE AND TARDINESS

Regular attendance and promptness for work are essential to both successful employment and

job performance. Unexcused absenteeism and tardiness should be avoided as it burdens JFSHI

and co-workers, and causes undue hardship. JFSHI has a very strict policy in regard to

attendance.

Definitions

Unexcused Absences – Any absence from a scheduled shift without a two (2) week

notice given to JFSHI.

No call/No show Absence – Any absence from scheduled work without ANY notice

given to JFSHI before the beginning of the scheduled shift.

Absence

JFSHI has a “no fault” policy as it pertains to unexcused absences. Any absence from a

scheduled shift without a two (2) week notice will be considered to be an unexcused absence. If

you are within your introductory period there are no unexcused absences allowed. After your

introductory period three (3) unexcused absences within a rolling 12 month period are allowed.

Termination will result after three (3) unexcused absences occur within a rolling 12 month

period.

A no call/no show absence may result in immediate termination of employment.

Each employee will be provided with a list of phone numbers of co-workers and management.

Each employee is responsible for contacting JFSHI Management to notify the facility of any

absence no less than four (4) hours before the shift is scheduled to begin. Employees are not

allowed to call in between the hours of 11 p.m. and 6 a.m. If an illness or emergency prevents an

employee from reporting to work on time, you must notify your direct supervisor after you have

made every attempt to cover your shift; you must give a minimum of four (4) hours before the

commencement of your scheduled starting time. If any illness will prevent you from being able

to cover two (2) or more of your scheduled shifts, you must continue to call in daily until you are

able to return to work.

An employee absent for three (3) consecutive work days without notifying JFSHI shall be

considered to have voluntarily resigned.

If, due to illness or injury, you will be absent in excess of three (3) consecutive days, you are

required to present JFSHI with a written statement from a health care provider giving the

reason(s) that you will be absent from work and the anticipated duration of the absence. Any

absence of more than three (3) consecutive days that is covered by a statement from a health care

provider will only count as one (1) instance of an unexcused absence.

If you are released to return to work, but with work restrictions, you must provide a statement

from a health care provider stating the exact nature of the limitations, and indicating whether

such limitations are temporary or permanent in nature, and if temporary, the anticipated duration.

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Tardiness

All employees are required to arrive ready to work their scheduled shifts at the time indicated on

the schedule. You are required to notify your employer as soon as possible of any instance of

tardiness. Three (3) instances of tardiness less than 30 minutes for a scheduled shift will result in

the employee being charged with one (1) unexcused absence. Any time an employee is more

than 30 minutes late for a scheduled shift, it will be considered to be an unexcused absence.

CALLING IN SICK

Background

Deerwood Crossing is required to have Resident Assistants on staff 24 hours/day, 7 days/week.

If a Resident assistant is sick or must miss work for any reason, it is their responsibility to find a

substitute following the steps outlined in this procedure.

Procedure

Staff

1. If you will not be able to work your shift, you must find another employee to cover for

you. If the employee who will work for you will be put into overtime because of

working your shift, you must switch a shift with that employee. No overtime is

authorized without expressed preapproval the Service Manager.

2. After you've found a substitute, contact the on-call manager (refer to your monthly

schedule to determine who is on call) to tell them who will be working your shift.

3. If you absolutely cannot find a substitute, you must contact the on-call manager so that

they can find someone to cover your shift. This must be done as soon as possible in

order to ensure that there is time to find a replacement. In accordance with the policy

outlined in your Employee Handbook, you must call in at least 4 hours in advance of

your shift, but you cannot call between the hours of 11 p.m. and 6 a.m.

On-call Management Staff

If you are unable to find a substitute for the employee, the on-call manager will be responsible

for working the shift.

Inform the Service Manager of schedule changes.

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SUITABLE WORK CLOTHES AND PERSONAL GROOMING

Employees are expected to present a professional, business-like image while in the workplace at

all times. In a service-oriented environment such as ours, dress, grooming, and personal hygiene

should be appropriate to the work situation.

The personal appearance of any employee will be governed by the following standards:

Kitchen employees are expected to wear slacks with the cooks’ shirt provided by JFSHI and

nonslip shoes. Resident Assistants are expected to wear scrubs; solid color scrubs are preferred.

Wearing suggestive attire, shorts, sandals, tight-fitting or excessively baggy clothing, skirts

shorter than 2” above the knee, transparent clothing, and similar items of casual attire is not

permitted, as they do not present a businesslike appearance. Socks, stockings, or pantyhose

should be worn at all times.

Hair, including beards, should be neat and clean at all times. Hair may not hamper in any way

your ability to perform your duties. Hair must be tied back or in a hair net when providing food

service or personal care.

Personal hygiene and grooming are of the utmost importance, including attention to body odor.

Perfume and cologne must be limited and discreet. Fingernails must be trimmed, with a subtle

nail polish color if painted.

Jewelry must not distract or get in the way of job performance.

Name tags will be provided by the facility and should be worn at all times. It identifies you as a

representative of JFSHI and while wearing it, your conduct should be professional and

appropriate.

Aprons and cook shirts will be available for both housekeeping and kitchen work. These are to

remain at the facility and will be laundered with the house laundry.

Gloves are to be worn when doing work that may expose the employee to blood borne pathogens

or OPIM. Gloves are to be worn for specific tasks and then must be discarded.

Supervisors will explain individual dress codes and what is and is not appropriate clothing to

wear on the job, and will counsel employees if attire, grooming, or personal appearance deviates

from the appropriateness of job, tasks, and functions of the job. Any employee who does not

meet the standards of this policy will be sent home and may be directed to return to work in

proper attire. Any work time missed because of failure to comply with the policy will not be

compensated and repeated violations of this policy will be cause for disciplinary action up to and

including termination.

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DRUG AND ALCOHOL-FREE WORKPLACE

It is our policy to maintain a drug and alcohol-free workplace. The unlawful manufacture,

distribution, dispensing, possession, or use of a controlled substance at JFSHI sites or facilities or

traveling to, from or between such locations is prohibited. A violation of this prohibition is

cause for immediate discharge. A statement about this policy, its enforcement, and information

about a drug free workplace will be posted at JFSHI sites. Employees may be subject to

submitting to drug testing should the Service Manager and/or Board Chair determines that there

is reasonable cause to warrant such testing.

HIV/AIDS is included within the scope of the Americans with Disabilities Act of 1990. Under

Wisconsin Statues, section 103.15, an employer is prohibited from requiring or requesting an

AIDS antibody test as a condition of employment for any employer or job applicant. However,

this prohibition does not apply to any job classification that state health authorities determine to

have a significant risk of infection in employment settings.

The only exception to the above may be the personal consumption of an appropriate amount of

sacramental wine as part of an accepted ritual practice when performed at JFSHI sites or

facilities or traveling to, from or between such locations or at other JFSHI sponsored events.

Intoxication or unauthorized use of alcohol or drugs at such events may be grounds for discipline

up to and including discharge.

NON-SMOKING POLICY

Our facility maintains a non-smoking policy. We are committed to providing a healthy,

comfortable and productive work environment for our employees and residents. Smoking is

prohibited by staff and residents throughout the facility and on the campus of Deerwood

Crossing Senior Residences.

PERSONAL CELL PHONE USE POLICY

The use of personal cell phones during work time is strictly prohibited. This includes but is not

limited to voice calls, text and picture messaging, web browsing and any other function that can

be performed with a personal cell phone. Employees may only use personal cell phones in the

first floor staff office during their scheduled break times.

JFSHI-ISSUED CELL PHONE POLICY

Where job or business needs demand immediate access to an employee, JFSHI may issue a

business cell phone to an employee for work-related communications only. The following

includes but is not limited to the proper use of JFSHI-issued cell phones. All relevant JFSHI

policies apply to the use of cell phones (for example, no abusive or harassing calls may be made

on a JFSHI-issued cell phone).

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A. Staff are urged to refrain from using JFSHI-provided cell phones for personal use.

However, it is understandable that occasional use of a JFSHI-provided cell phone for

non-work related reasons may be required. In circumstances where employees must use

a JFSHI-provided cell phone for personal (non-work related) reasons, a reimbursement of

$0.09 per minute will be charged. If reimbursement rates increase, staff will be informed.

Non-reimbursed personal cell phone use can cause employees to incur a tax liability for

personal use of this equipment; therefore employer-provided cell phones are for JFSHI

business use only. Phone logs will be audited regularly to ensure no unauthorized use has

occurred.

B. No international calls may be made on a JFSHI-provided cell phone, unless there is

documentation that the international call was for business purposes. If an employee

makes an international call for non-work related reasons, the employee will be billed at

the current roaming rate charged by JFSHI’s cell phone service provider.

C. Employees may never call 900 numbers on a JFSHI-provided cell phone.

D. JFSHI-provided cell phones are not to be used for illegal activity.

E. Employees in possession of JFSHI-issued cell phones are expected to protect the

equipment from loss, damage or theft. Upon resignation or termination of employment,

or at any time upon request, the employee may be asked to produce the phone for return

or inspection. Employees unable to present the phone in good working condition within

24 hours of request may be expected to reimburse JFSHI for the cost of replacing the

damaged, lost or stolen cell phone.

F. Employees whose job responsibilities include regular or occasional driving and who are

issued a cell phone for business use may not use their phone while driving. Safety must

come before all other concerns. All JFSHI-provided cell phones are equipped with a

hands-free device. If employees wish to upgrade the hands-free device on their cell

phones, they may do so at their own cost.

G. Regardless of the circumstances, including slow or stopped traffic, employees are

strongly encouraged to pull off to the side of the road and safely stop the vehicle before

placing or accepting a call. If acceptance of a call is unavoidable and pulling over is not

an option, employees are expected to keep the call short, use hands-free options if

available, refrain from discussion of complicated or emotional discussions, and keep their

eyes on the road. Special care should be taken in situations where there is traffic,

inclement weather or the employee is driving in an unfamiliar area.

H. If an employee, while performing his/her job duties, is charged with traffic violations

resulting from the use of his/her personal or JFSHI-provided cell phone while driving, the

employee will be solely responsible for all liabilities that result from such actions.

Violation of this policy will result in disciplinary action, up to and including termination.

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SOLICITATIONS, DISTRIBUTIONS AND USE OF BULLETIN BOARDS

Employees may not solicit any other employee during working time, nor may employees

distribute literature in work areas at any time. Under no circumstances may an employee disturb

the work of others to solicit or distribute literature to them during their working time. Persons

not employed by JFSHI may not solicit employees for any purposes on JFSHI premises.

Bulletin boards maintained by JFSHI are only to be used for posting or distributing material

containing matters directly concerning JFSHI business or announcements of a business nature

which are equally applicable and of interest to employees. Employees are expected to check

these bulletin boards periodically for new or updated information and to follow any rules set

forth in posted notices. All materials must be approved by JFSHI management prior to posting.

Employees are not to remove materials from bulletin boards.

VISITORS IN THE WORKPLACE

Staff members are to limit visits from non-staff members (their family, friends) at the facility to

brief, emergency visits only unless pre-approved by the Service Manager. Visitors are to respect

residents’ homes and wishes at all times. Family members are welcome and encouraged to

attend special activities, but are restricted from interfering with the employee’s work day. No

visits to staff members are allowed when the building has been secured for the night unless

previous arrangements have been made with the Service Manager.

IN-SERVICE EDUCATION

Periodically, JFSHI sponsors general and department in-service education programs for

employees. These programs are provided to help staff improve professional skills and

understanding of the care and services we offer to our residents, as well as an opportunity for

employees to express questions, suggestions and comments.

If attendance at an in-service education program is required, non-exempt employees will be paid

for time spent in attendance. Failure to attend in-service education will be considered a

significant factor in any performance evaluation. Employees who have a serious scheduling

conflict with such programs should discuss the situation with their supervisor. If JFSHI requests

an employee to participate in an off-site education program, JFSHI will pay all reasonably

incurred expenses.

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SEPARATION FROM EMPLOYMENT

Resignation

Employee’s shall provide at least two week’s written notice to the Executive Director of their

intention to resign; however, as much advance notice as possible is preferred. The date of

termination must be included in the written notice. It is requested that salaried employees

provide four week’s notice.

Upon separation, the employee must return all company property including but not limited to:

uniform shirts, name tags/badges, handbooks and manuals.

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SECTION FOUR – Safety and Security

Safety and Health

Workplace Violence

No Weapons Policy

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SAFETY AND HEALTH

We will provide a safe working environment for our employees. Maintaining a safe work

environment requires the continuous cooperation of all employees. JFSHI strongly encourages

employees to communicate with fellow employees and supervisors regarding safety issues and

concerns. JFSHI provides coverage and protection in accordance with the Worker’s

Compensation law.

Should an employee have a work-related injury or illness, they must immediately notify their

supervisor or (nearest supervisor). All injuries must be reported. If appropriate, the supervisor

will immediately arrange for injuries to be attended to.

Any employee may report an unsafe working condition to their Manager or to the Service

Manager. A representative of management will investigate the condition and make

recommendations to manage the situation.

JFSHI does not permit any individual to have weapons of any kind on JFSHI property or in

JFSHI vehicles, while on the job or off-site while performing JFSHI business.

WORKPLACE VIOLENCE

JFSHI strongly believes that all employees be treated with dignity and respect and will not

tolerate violence or threats of violence in, or related to, the workplace. Employees who

experience, witness or otherwise become aware of a violent or potentially violent situation that

occurs on JFSHI’s property or affects business, must immediately report the situation to their

supervisor or any member of management.

Employees are prohibited from making threats or engaging in violent behavior in the workplace.

The following list of behaviors contain some examples of conduct that are prohibited and may

result in disciplinary action up to and including immediate termination of employment:

Causing or threatening to cause physical injury to another person;

Making threatening remarks or using vulgar, obscene, or abusive language or gestures in

a threatening manner;

Intentionally abusing or damaging JFSHI property of another employee;

Possessing a firearm, explosive, or other dangerous weapon while on JFSHI property or

while on JFSHI business;

Because of the potential for misunderstanding, joking about any of this conduct is prohibited.

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NO WEAPONS POLICY

Effective immediately, JFS Housing, Inc. (“JFSHI”) is enacting a “no weapons policy.” As part

of this policy, JFSHI prohibits its employees from using, possessing, concealing, carrying and/or

maintaining weapons of any kind (including but not limited to knives, guns, swords, blades over

4 inches in length and explosives) on all JFSHI property and premises, including but not limited

to all buildings, offices and residences owned, leased, controlled and/or occupied by JFSHI.

This policy also applies to any and all vehicles owned and/or leased by JFSHI.

This policy also prohibits JFSHI employees from using, possessing, concealing, carrying and/or

maintaining weapons of any kind under the following circumstances: while rendering any

services for or on behalf of JFSHI; while attending any function, event or activity sponsored by

JFSHI or as a representative or agent of JFSHI; while conducting any business for or on the

organization’s behalf; and at all customer or client locations, residences and/or businesses; and at

vendor sites and/or locations.

This policy applies to all JFSHI employees regardless of whether the employee possesses a

lawful permit to possess, carry and/or use concealed weapons.

Employees who violate this policy may be subject to disciplinary action, up to and including

immediate termination with or without warning, regardless of the progressive discipline policy in

place and regardless of employment and service history.

Deviation from this strict no weapons policy may be authorized in extremely limited

circumstances, only by JFSHI’s Board Chair.

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SECTION FIVE – Compensation and

Performance

Workweek

Work Schedule

o Overtime Work

o Nights and Weekends On-call Duty

o Severe Weather and Cases of Emergency

Rest and Meal Breaks

Deductions from Wages

Timesheet

Gratuities (Tips) & Extra Services

o Purchasing Items From Tenants

o Purchasing Items For Tenants

Performance Evaluation

Employee Referral Program

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WORKWEEK

The workweek consists of the seven day period beginning at 12:00am on Sunday through 11:59

p.m. the following Saturday.

WORK SCHEDULE

Supervisors will advise employees of the time their shifts begin and end. Work schedules are

normally posted in advance for your convenience. In some cases, the supervisor may change the

schedule and will notify the employee as soon as practicable. All employees, as a matter of

practice, should check the work schedule for changes. Employees are not permitted to exchange

days off or change the work schedule without prior approval of the supervisor. Exchange

requests must be signed by both employees and submitted to the supervisor for approval.

All requests for time off must be in writing and given to the supervisor at least two (2) weeks

prior to the posting of the work schedule. Requests for time off may be approved or denied

based on work needs; employees should not assume a request for time off is approved until

notified by the supervisor.

Overtime Work

The care and needs of our residents sometimes necessitate the scheduling of overtime work.

Therefore, employees may occasionally be requested to work longer than their scheduled shift.

A reasonable amount of overtime, when necessary, is expected from employees. JFSHI will try

to give as much advance notice to the affected employee(s) as possible. Non-exempt employees

are eligible to receive overtime pay for all hours worked over forty (40) hours in one workweek.

Unscheduled overtime requires supervisor approval.

Under applicable law, overtime is paid at one and one-half times (1.5X) an employee’s regular

rate of pay calculated on actual hours worked over forty hours during a workweek. If an

employee works multiple jobs and works more than 40 hours during a workweek, they will

receive overtime compensation based on a weighted average of all jobs worked within that

workweek. Vacation, sick, and holiday hours are not considered time worked in the calculation

of overtime pay.

Nights and Weekends On-call Duty

To ensure that proper resources are available should an urgent situation arise, certain positions

may be required to carry a cell phone on a rotating basis to provide night and weekend

emergency coverage. Non-exempt employees who work on-call will be compensated for all time

actually spent responding to a call.

Severe Weather and Cases of Emergency

In the case of emergency situations due to catastrophic events, severe weather conditions, or

inadequate staff coverage, employees may be required to work extra overtime or shifts until such

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time as a replacement comes on-site. In such cases, we expect, as part of a team effort, the

employee’s full cooperation by remaining on the job until a supervisor has approved and

scheduled a replacement.

Our continued operation during occasional inclement weather is critical. Employees are

expected to make every reasonable effort to report to work during regularly scheduled shifts.

Absence during inclement weather will be compensated from banked vacation. For non-exempt

employees who have no vacation time, the absence will be unpaid. Supervisors will provide

specific assignments during urgent or emergency situations.

REST & MEAL BREAKS

JFSHI allows two (2) 10 minute paid breaks per eight (8) hour shift and one 10 minute paid

break for shifts less than eight (8) hours.

Employees may bring their own lunches, however no pork or shellfish may be brought onto the

campus of Deerwood Crossing Senior Residences.

Staff members are offered a meal free of charge during the shift that is worked. The meal

consists of the same entree as the residents are served.

Break times are not scheduled but should be taken during a time that does not interfere with

tenant cares. Each employee is expected to inform a coworker when they are taking a break and

when they return from a break. No employee is allowed to leave the building during their shift

without prior authorization from their supervisor.

Procedure:

1. Staff members must notify the Dining Services Department if they are eating a meal.

2. Staff members will receive the same meal that is offered to the residents on that day.

3. Staff members will eat their meals after all residents have been served.

No Deerwood Crossing food is to leave the building. Taking food from the building is

considered stealing and will result in immediate termination of employment.

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DEDUCTIONS FROM WAGES

State and federal laws oblige JFSHI to make deductions from wages for local, state and federal

income taxes and Social Security taxes.

JFSHI may make other deductions, but only with written authorization from an employee.

JFSHI is not required to obtain written authorization from an employee prior to making

adjustments to current amounts that are due to an employee, who has been overpaid, for purposes

of JFSHI recovery of the overpayment.

JFSHI may be required to withhold child support payments or other court-ordered obligations

from an employee’s pay. State and federal laws may require JFSHI to withhold part of an

employee’s wages to satisfy such orders. When JFSHI receives a court-ordered wage

withholding notice, JFSHI will immediately begin withholding wages as specified in the notice

and will continue to withhold wages until otherwise notified by the applicable enforcement

agency. JFSHI will honor and service all out-of-state wage withholding orders it receives, in

compliance with federal law.

Employees will not be disciplined or discharged because of a wage withholding order. In

addition, applicants will not be refused hire because of the pendency of a child support

withholding order.

TIMESHEET

This policy applies to all hourly, non-exempt employees.

The timesheet provides the basis for payroll calculations. Failure to properly complete and

submit a timesheet could cause errors on your paycheck and may result in disciplinary action up

to and including termination. Please observe and follow the procedures listed below:

Each non-exempt hourly employee is required to complete and submit a timesheet.

Should you arrive for work early, do not write in a time or begin working any earlier than

your scheduled starting time. Do not write in a time and continue working after your

ending time. Permission to start work before or to continue to work after your scheduled

time must be obtained in advance from your supervisor.

When an employee writes a time in or out other than on the hour, half hour, or quarter

hour, it will be rounded to the nearest quarter hour.

A timesheet must be completed by employees and submitted no later than the Monday

preceding the payroll date.

A timesheet must be completed by employees to reflect vacation taken.

It is your responsibility as an employee to see that the time record is kept accurate and up-to-

date. If you ever have problems with recording your time, see your supervisor immediately and

make sure the mistake is corrected. Any corrections submitted after the payroll processing

deadline will be reflected on the subsequent paycheck.

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GRATUITIES (TIPS) & EXTRA SERVICES

Accepting a gift from tenants or their families is strictly prohibited and is grounds for immediate

dismissal. Tenants or families wishing to give gifts should be referred to the Service Manager.

Staff may not accept gifts from tenants or family members at any time. Because of Deerwood

Crossing’s RCAC license (residential care apartment complex), the State of Wisconsin

specifically regulates gift-giving by tenants and prohibits staff from accepting gratuities of any

kind.

Occasionally tenants and families may wish to honor the facility staff with a token of

appreciation. Tenants and families should be directed to the Service Manager to insure that any

token of appreciation benefits all tenants and staff and is not intended as a gift for a specific

person.

Questions regarding memorials or donations to the facility should always be directed to the

Service Manager.

PURCHASING ITEMS FROM TENANTS POLICY

DHS 83.35 (5) Staff are not permitted to sell to or purchase from a tenant or potential

tenant real or personal property.

Tenants whose hobbies or spare time activities produce products which staff may wish to buy are

to be compensated at full market value for these products. These products must be available to

all staff members and must not take the appearance of being a gift or tip/gratuity. Any suspicion

of receiving a gratuity is to be avoided and the burden of providing an explanation to dispel

suspicion rests on the employee who has received the product.

PURCHASING ITEMS FOR TENANTS POLICY AND PROCEDURE

Requests to staff from tenants to purchase items (i.e. newspapers, personal hygiene items,

cigarettes, etc.) should be referred to the Service Manager. Any purchase for a tenant requires

prior approval from the Service Manager.

Money should not be taken from a tenant for a requested purchase. Any purchases made for a

tenant must go through the petty cash system.

Staff is prohibited from lending money to a tenant for any purpose. The Service Manager should

be notified if a tenant requests money from either staff members or other tenants.

Failure to follow the above procedure will result in disciplinary action up to and including

termination.

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PERFORMANCE EVALUATION

We all like to know how well we are performing our jobs. JFSHI believes in communicating this

information to you through formal and informal performance evaluations.

Each supervisor has the responsibility to provide informal performance reviews through positive

and constructive feedback to their staff during regularly scheduled supervisory sessions.

Formal performance evaluations will be conducted annually by supervisors and may include (but

are not limited to) a job performance appraisal, review of productivity and recommendation for

merit pay review. Formal performance reviews may be performed on an accelerated schedule in

concert with a performance improvement plan. Also, a formal performance evaluation will be

done at the time of a reclassification request, unless the last appraisal was conducted within three

months of the request date.

A written copy of the evaluation will be placed in the employee’s personnel file and made

available to the employee upon request. In the event an employee disagrees with the

performance evaluation, written additions to the evaluation statement, noting that it represents a

disagreement may be attached to the document. In any event, the employee must sign and date

the evaluation to acknowledge receipt.

EMPLOYEE REFERRAL

The Employee Referral Bonus program enables employees to receive a bonus for referring

friends, family and other acquaintances to work for JFSHI. The applicant must identify the

referring employee on their application for employment in order for the employee to be eligible

for the bonus. Only qualified applicants will be considered for employment. If the referred

applicant is hired and works for 180 days, the referring employee will receive a bonus check in

the amount of $50. Supervisory and managerial personnel are not eligible for the bonus

program.

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SECTION SIX – Employee Benefits

Time Off

o Paid Time Off

o Bereavement

o Holidays

o Jury Duty

o Time Off to Vote

Fitness Room

Health Insurance Benefits

Aflac Supplemental Insurance Benefits

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TIME OFF

Paid time off

Paid time off is available to all regular employees. Time off periods for staff members are as

follows:

Exempt (salaried staff): 10 days (2 weeks) – Maximum deferral to the following calendar year

is 50% of annual accrual (1 week or 5 days)

Non-exempt (hourly staff): 10 days (2 weeks) – Maximum deferral to the following calendar

is 50% of annual accrual (1 week or 5 days)

Part-time Employees’ paid time off is prorated relative to the full-time workweek.

Limited term employees are not eligible for vacation unless otherwise indicated in the hiring

letter.

JFSHI’s paid time off is an accrued benefit, meaning that eligible employees earn a proportionate

share of paid time off for every day worked. Employees are not eligible to receive pay instead of

paid time off except with approval by the Board Chair or upon termination. Paid time off can be

used in as little as 15 minute increments.

Requests for paid time off are subject to approval by your supervisor. You are responsible for

having your work in satisfactory condition before taking vacation.

When an employee’s status changes from full-time to part-time (or vice versa), paid time off will be

adjusted as appropriate. Part-time staff that increase to full time will receive additional paid time off

and full-time staff that decreases to part time will see a reduction in their paid time off accrual rate.

Employees are encouraged to use available paid time off for rest, relaxation, and personal pursuits.

Paid time off should be used within the calendar year it is earned, however employees may defer up

to a maximum of one-half (1/2) of their annual accrual. All deferred paid time off must be used by

June 30 of the following year that it was earned. All paid time off hours that exceed the established

maximums must be forfeited.

At termination of employment, employees will be paid all accrued (earned) and unused paid time

off hours that were earned as of the beginning of the calendar year and remain unused at the date of

termination (including all unused hours deferred from the previous calendar year).

Bereavement

In the unfortunate event of the death of an immediate family member, a leave of absence of up to

5 consecutive days will be permitted.

Employees may be eligible to receive regular pay (whether salaried or hourly) for all scheduled

hours on the day of the funeral. If the employee is not scheduled to work on the day of the

funeral, then the employee will not receive pay.

Additionally, an employee will be given an additional 4 days of unpaid leave (for a total of 5

consecutive days), that is to be used immediately preceding or immediately following the funeral

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(or a combination of the two). The 5 days will not be counted against him/her under the

attendance and time off policy.

For purposes of this policy, “immediate family member” means your spouse, parent, parent-in-

law, son, daughter, sibling, son or daughter-in-law, and life partner.

Employees must be in the employ of JFSHI for a minimum of six (6) months to be eligible for

the full five (5) days leave of absence. Employees employed by JFSHI for less than six (6)

months, are eligible for up to three (3) unpaid days leave of absence only.

Part-time employees shall be eligible for prorated leave of absence under this provision.

Additional unpaid leave may be granted at the discretion of the President.

Holidays

JFSHI recognizes six (6) holidays: New Year’s Day, Memorial Day, Independence Day, Labor

Day, Thanksgiving Day and Christmas Day. Hourly employees who work on one of the six (6)

holidays will receive compensation that is equal to time and one-half.

Jury Duty

Paid time off, up to a maximum of two (2) weeks within any 12-month period, will be granted

when an employee is required to serve on active jury duty on your regularly scheduled day(s) of

work. Employees will receive regular pay from JFSHI during this time off.

When an employee is selected as a reserved juror and is not required to report for jury duty, they

must report to work. When an employee’s status changes from reserved juror to active juror,

they should report for jury duty.

If an employee is released from jury service on a scheduled work day during their scheduled

work hours, the employee is asked to call their supervisor, who will determine whether they need

to return to work for the balance of the day.

Time off to Vote

Employees who wish to vote in a political election are entitled to be absent from work for a

period of time of up to three (3) consecutive hours while polls are open, whether an employee

appears to have sufficient time to vote either before or after his or her scheduled shift.

Employees who intend to be absent during work for voting are required to notify the employer of

their intended absence before Election Day.

JFSHI can, at its discretion, designate the portion of the day employees may be absent for voting

purposes.

JFSHI is not required to pay employees for the time they are absent during their scheduled shifts.

JFSHI will not penalize an employee for taking time off from work to vote.

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JFSHI will not alter or threaten to alter an employee’s compensation or terms or conditions of

employment (whether positively or negatively) in order to influence than employee’s decision as

to whether to vote or for whom.

FITNESS ROOM

Employees are welcome to use the fitness room facilities at Deerwood Crossing before or after

their shift.

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JFS Housing, Inc. Receipt of Employee Handbook

Acknowledgement

Receipt of Employee Handbook

Please sign and return to ___________________________________:

I certify that I have read, understood and will abide by JFS Housing, Inc.’s Employee Handbook

and the policies and procedures contained therein.

I certify that I have read and understand JFS Housing, Inc.’s Equal Employment Opportunity and

Anti-discrimination/Anti-harassment Policies.

I understand that I have an obligation to promptly report any behavior that I believe in good faith

is a violation of these policies. I am aware of and understand JFS Housing, Inc.’s complaint

reporting procedure and no retaliation policy.

I understand that my employment with JFS Housing, Inc. is at-will, meaning that it may be

terminated either by me or by JFS Housing, Inc. at any time with or without cause. I understand

that the policies outlined in the employee handbook do not constitute a contract.

I understand that this handbook supersedes all prior handbooks and any oral or written

statements of JFS Housing, Inc. policy

I understand that JFS Housing, Inc. may change the employee handbook and the policies

contained therein at any time for any reason, and in its sole discretion.

_________________________________________ _______________________

Employee’s Signature Date