5120:1-3-08 Personnel.

(A) The licensed agency shall have a personnel manual that complies with state and federal laws. The personnel manual shall be approved by the governing authority, accessible to employees, and address, at minimum, the following:

(1) Organizational chart;

(2) Recruitment, selection and promotion;

(3) Probationary periods;

(4) Staff orientation;

(5) Salary schedules;

(6) Hours of work;

(7) Non-descrimination policy;

(8) Code of ethics;

(9) Conflict of interest;

(10) Personnel records;

(11) Employee evaluation;

(12) Grievance and appeal procedure;

(13) Disciplinary procedures;

(14) Termination;

(15) Resignation;

(16) Benefits;

(17) Holidays;

(18) Leave (personal, vacation, sick, Family and Medical Leave Act, etc.);

(19) Travel, and;

(20) Employee assistance program.

(B) The licensed agency shall maintain accurate written job descriptions and job qualifications for all positions in the agency. Each job description shall include, at a minimum: job title, responsibilities of the position, required minimum experience and education. Receipt of job descriptions shall be documented by the signature of the employee holding the position and shall be maintained in the employee’s personnel file.

(C) The licensed agency shall implement a policy which does not deliberately exclude employment of qualified ex-offenders. The licensed agency shall not hire an offender under active supervision without the consent of the supervising authority.

(D) The licensed agency shall implement policies and procedures that provide for the confidentiality of personnel records in accordance with applicable public record laws. A current and complete personnel record shall be maintained for each employee.

(E) The licensed agency shall not discriminate or exclude from employment women working in men’s programs or men working in women’s programs.

(F) The licensed agency administrator shall have at least a baccalaureate degree in one of the social or behavioral sciences or a related field, or professional experience that serves in lieu of educational experience.

(G) The licensed agency staff development and training program shall:

(1) Be planned, coordinated and supervised by a qualified employee;

(2) Be presented by persons who are qualified in the areas in which they conduct training;

(3) Be developed, evaluated, and updated based on an annual assessment that identifies current job-related training needs;

(4) Provide for ongoing written evaluation of all pre-service, in-service, and specialized training programs.

(5) Utilize community resources, and;

(6) Be reviewed annually

(H) All new full-time employees shall receive forty hours of orientation training before undertaking their assignments. The employees shall sign and date a statement indicating that he or she has received orientation. All part-time staff, volunteers and contract personnel shall receive formal orientation appropriate to their assignments and additional training as needed. Orientation training shall include, at minimum, the following:

(1) A historical perspective of the agency;

(2) Agency goals and objectives;

(3) Agency rules and regulations;

(4) Job responsibilities;

(5) Personnel policies;

(6) Offender supervision, and;

(7) Report preparation.

(I) All administrative, managerial, professional staff and new offender careworkers shall receive forty hours of training in addition to orientation training during the first year of employment and forty hours of training every year thereafter. This training shall be appropriate to their assigned duties and responsibilities. All clerical/support employees shall receive sixteen hours of training, in addition to their orientation training, during the first year of employment and sixteen hours of training each year thereafter. At minimum, the careworker training shall cover the following areas:

(1) Security procedures;

(2) Supervision of offenders;

(3) Signs of suicide risk;

(4) Suicide precautions;

(5) Use of force regulations and restraint techniques;

(6) Report writing;

(7) Offender rules and regulations;

(8) Rights and responsibilities of offenders;

(9) Fire and emergency procedures;

(10) Safety procedures;

(11) Key control;

(12) Interpersonal relations;

(13) Social/cultural lifestyles of the offender population;

(14) Cultural diversity training;

(15) Communication skills;

(16) First aid/cardiopulmonary resuscitation (CPR);

(17) Counseling techniques;

(18) Crisis intervention;

(19) Sexual harassment, and;

(20) Legal issues.

(J) Employees shall be encouraged to continue their education and training. Continuing staff development shall be encouraged by providing administrative leave and/or reimbursement for attending approved educational programs, professional meetings, seminars, or similar work-related activities.

(K) The licensed agency shall implement procedures to ensure that all prospective employees and volunteers must obtain a local police criminal record check, and provide this information to the licensed agency prior to beginning employment. The retention of an employee or use of a volunteer shall be contingent upon a state-wide criminal record check being completed within ninety days of the date of hire. The agency administrator or designee shall review all recoird check results to determine compliance with agency hiring practices. All record checks shall be maintained in the employees personnel file.

(L) The licensed agency shall implement policies and procedures to guard against conflicts of interest. This policy shall be contained within a written code of ethics to be adopted by the licensed agency. The licensed agency shall notify its employees of the standards of employee conduct and document this notification. Disciplinary action imposed by the licensed agency for any violation or attempted violation of the standards of employee conduct shall be reported within two business days, telephonically and in writing, to the deputy administrator of community residential programs or designee. The deputy administrator of community residential programs or designee will consult with supervisors and a determination will be made, in cooperation with the licensed agency, whether the employee may continue to work with offenders. Any failure to report a violation or take appropriate disciplinary action against the employee according to the licensed agency’s approved policy and procedure may subject the licensed agency to appropriate action, up to and including termination of the contract

(M) The licensed agency shall implement a policy regarding the use of volunteers that shall contain, at minimum:

(1) Written procedures for securing citizen involvement in the agency, including roles as advisors, liaison between the agency and the public, direct service roles and cooperative endeavors with the offenders;

(2) A system for selection, training, term of service and definition of tasks, responsibilities and authority;

(3) A commitment to recruit volunteers from all cultural backgrounds and socio-economic levels of the community;

(4) A provision for orientation and training before participation in assignments;

(5) A restriction for volunteers to perform professional services only when certified or licensed to do so;

(6) A requirement for an agency staff member to supervise volunteer services;

(7) A provision for liability claims in the form of insurance, signed waivers or other legal provision, valid in the jurisdiction in which the agency is located.

Replaces: 5120:1-3-08

R.C. 119.032 review dates: 01/12/2006 and 01/12/2011

Promulgated Under: 119.03

Statutory Authority: 2967.14, 2967.26

Rule Amplifies: 2967.14, 2967.26

Prior Effective Dates: 7/1/2002