ICMARC Associate Handbook August 2016

Referral Procedures You can receive assistance from the EAP through either self-referral or supervisory referral. To initiate a self- referral or to request information, contact the EAP directly. A supervisor can refer an associate to the EAP as part of a corrective action plan intended to improve the associate’s job performance. If the associate accepts the offer of counseling, the supervisor should immediately notify Human Resources, who will contact the EAP to schedule an initial appointment. Participation in the EAP is generally voluntary, but when a problem exists, an associate may be required to participate with the EAP as a condition of continued employment. In the event of a supervisor’s referral, the EAP will have the associate sign a release in order to inform the supervisor whether the associate has contacted the EAP and whether scheduled appointments have been kept, as well as when the counseling or treatment has been completed. All other details of the associate’s counseling are kept confidential. Generally, only the EAP keeps information regarding an associate’s assessment and treatment. In the case of supervisory referrals, the supervisor might have reason to record information regarding the referral and its relationship to a corrective action plan. In such cases, the information related to the EAP referral must be kept in a separate confidential file created by the supervisor or Human Resources. Associates who are asked to use the EAP’s services because of a management referral are not charged leave time for initial appointments with an EAP counselor. If referred to another professional or health care provider for continued treatment, an associate can use sick leave, vacation leave, or leave without pay. In certain cases, unpaid intermittent leave resulting from an associate’s serious health condition is available under the Federal and/or District of Columbia’s Family and Medical Leave Act. (See the “Family and Medical Leave” section in Chapter 6.) Terminating while Participating in EAP If you terminate employment with ICMA‑RC while participating in the EAP, you are eligible to continue using EAP services for 18 months or until you have exhausted the free consultations with an EAP counselor, whichever comes first. SMOKING ICMA‑RC has a no-smoking policy at all locations. Smoking is not permitted in any office, common space, restroom or on any other ICMA‑RC property. This policy, which includes cigarettes, e-cigarettes or similar devices, cigars and pipes, applies to all associates, visitors and consultants. Leaving the building to smoke should be consistent with ICMA‑RC’s break policy (see the “Work Hours” section in Chapter 2) and must not interfere with the regular workday. Supervisors may limit the number and duration of smoking breaks. Associates are asked to smoke only in areas designated for smoking.

A Wellness Note: Human Resources and our EAP have information on smoking cessation, such as pamphlets from the American Cancer Society, that may provide assistance to associates seeking to quit smoking. Human Resources encourages associates who smoke to review the information and contact the appropriate resources for assistance.

Confidential — for Internal Use Only

Associate Handbook August 2016 | 52