Welcome!

Core Purpose:

• Pediatric services and therapies for children birth to 3

Core Values:

• Relationships (family- focus, team, team work)
• Learning (shared capacity, coaching)
• Fun (celebration, positive, play)
• Individualized (adaptable, flexible, dynamic, comprehensive continuity)
• Strengthens-based Support (compassion, edify- uplifting, coordinated, respect, culture of effective)

Envisioned Future: Parents and their children have the knowledge and resources they need for success

Entry to the PIC Offices After Work Hours

PIC employees are welcome to come and go as needed outside of regular office hours. When entering the building after hours, use situational awareness in the parking lot both entering and exiting the building.

You are responsible for locking in office spaces you open while on the premises, such as the large workroom, when you leave the building.

You are also responsible for verifying that the main office entry doors are securely locked behind you. This applies to when you enter the building and when you exit the building. This will ensure that no one is able to enter the building without a key. Lights should not be left on when you exit the building, except for the emergency lighting in the front entry and at the back door.

If you have any difficulties securing the offices when you leave, you must contact a member of the management team to let them know what is happening before you leave the building.

Lock-up Procedures

If you are the last person in the office at the end of the day, you are responsible for ensuring the building is locked, including the interior large workroom, and lights are turned off. If you are in the building at the end of the day, you should:

• Check the sign in log to see if anyone else may be in the building
• Walk through the space to verify you are the last person to leave
• Close the doors to the large workroom and verify the door locks are engaged
• Turn out the lights as you leave the office. There is a light switch at the main entrance and the back door that will turn off all the lights (except for individual offices).
• Leave the building verifying the door locks behind you.

Keys and Key Codes

These are issued by the agency are assigned to individual staff members at the time of onboarding and must be safeguarded at all times. Each staff member is responsible for maintaining the security of any keys in their possession—ensuring they are stored securely, never shared or duplicated, and used only for authorized purposes.

Lost or misplaced keys must be reported immediately to a supervisor. Keypad codes may not be shared with non-employees. Non-staff members should be escorted through locked doors rather than given access information.

Workspaces

All employees will have a designated workspace. For some positions within the agency, employees may transition to a remote work arrangement. These situations are reserved for direct service staff who are primarily working in families’ homes and have very little time in the agency. These employees use their home as their primary office. However, staff are given the option to have PIC be their primary office. These employees will have an office that is designated as their primary office. Other employees who primarily work from their home office, will have the ability to work in the PIC office in shared workspaces.

Not all PIC staff have the option to work remotely. In general, administrative support and management staff have PIC as their primary workplace. You can discuss with your immediate supervisor and declare your primary workplace.

Copiers

PIC copiers should be used for PIC business only. Occasional use for personal copies is acceptable. There are two copiers, one in the large workroom and one in the program workroom.

The large workroom copier serves as the agency scanner, fax, as well as a copier. For scanning, employees will enter their email address, and the scanned material will be emailed to you.

The copier in the large workroom will make color copies when needed. We ask that the color option be used only when necessary, as the color copies are significantly more than black and white. Even when your paper has no color elements, if the color copy is selected PIC will be charged the color copy rate.

Office Supplies

PIC provides basic office supplies for staff. However, if you have a request for a specific item that is not in stock, a request can be made through your supervisor.

Mailboxes

Employee mailboxes are located in the large workroom. Employees are asked to check their mailboxes often and remove items regularly. Most agency communications are made using email due to the remote nature of PICs workforce and flexibility of individual work schedules.

Payroll

Payroll at PIC is done electronically using E-Self Serve. Each day employees should enter their hours worked in the system. For exempt employees you are required to record the number of hours you worked during the day. Time for lunch or other personal time should not be recorded as work time. For hourly or non-exempt workers, you must record the time you start work and the time you end work. Again, if you take personal time for lunch or other non-work activities, they should not be included in your working hours.

Payroll is generated after the 15th and the last day of the month. All staff should verify their time is correct and submit their time sheets in a timely manner following the 15th and the last day of the month. Managers will check and sign (electronically) all timesheets before they are forwarded to Finance for processing. If you have no time recorded on your time sheet when payroll needs to be processed, PTO may be applied for hours that were supposed to be worked according to your schedule.

Requesting Leave

Employees can request leave using the E-Self Serve program as well. The program lets you select the type of leave you are requesting:

• Paid Time Off
• Professional Development Leave
• Holiday
• Forecasted Leave (for leave in the future that you don’t have accrued leave to use)

Leave should be requested as soon as possible to allow the agency to anticipate coverage. If you have requested leave and your plans change, you can cancel your leave request, also through E-Self Serve.

The system will also provide you with an estimate of your leave accrual for a future date. This helps to anticipate how much leave you will have accumulated to help with planning your trips.

If you need to request time off well in advance for a special event, you can request Forecasted Leave. This leave category will ensure that your leave can be approved up to a year in advance. However, it does not specify what kind of leave will be used. All PIC staff need to have leave accrued before they can use it. Therefore, if an employee has a week of leave approved for 10 months into the future but fails to have enough accrued PTO at the time of the leave. The leave will need to modified by the employee. At no time can an employee take paid time off that they have not accrued.

Calling Out for Unplanned Absences

Employees occasionally catch illnesses or have an unplanned need to be away from work on their scheduled workday. When this happens, employees should contact their immediate supervisor as soon as possible to let them know they are not able to work for the day. The employee should also record the absence in eSelfServe as Paid Time Off for the day. The supervisor will alert the rest of the staff that you will not be available during the day.

If you are not able to contact your immediate supervisor, you should contact a member of the management team, Deputy Director, Office Manager, or Executive Director to alert us of your status for the day.

Professional Development Leave and Time Off

Professional development leave and related funding are available to support learning activities that align with our mission of serving children birth to three. All use of professional development time or funds must be approved in advance by a manager. These resources are intended for training, coursework, or events that enhance job-related skills; they do not cover additional items such as subscriptions, books or materials unless those items are directly required for an approved course.

Mandatory Training and Attendance

At times, the agency will require providers to attend specific trainings. Providers will be notified as early as possible, often several weeks in advance. Providers who do not have approved leave at the time the training is announced are expected to attend. Any exceptions must be approved by a manager.

Orientation

All staff complete onboarding and orientation when they begin work at PIC. The orientation process is designed to be comprehensive and scaffolded over a number of weeks and months. Depending on the job duties and roles, orientation can look different. For example, an administrative staff assistant will have different requirements than a direct service provider. The direct supervisor will share the timeline and events specific to your orientation journey.

Probationary Period

Each new staff member begins employment at PIC with a probationary period. This is a time when both employee and mangers learn together and build a working relationship. The probationary period typically lasts between 6 and 9 months and corresponds with the employee’s onboarding and orientation. During the probationary period, the employee’s performance is reviewed and the probationary period can be shortened or extended as deemed appropriate. See Advancing Therapy Staff from Probation Status to Permanent Hire Status

Changing Hourly Status

PIC strives to accommodate requests to shift in hourly status when possible; however, such changes are complex and therefore should be infrequent, and depend on program needs, available funding, and team capacity. Staff considering such a change will want to consider the personal impact on their wages and benefits. Additionally, the staff should consult with their manager who will carefully consider program needs, available funding, and team capacity.

Full-Time to Part-Time

When a full-time staff member changes to part-time, there are several wage and benefits changes that occur. Direct service full-time staff are classified as Exempt or Salaried. This means you receive the same amount for every paycheck regardless of the number of hours worked. When an employee moves to part-time, they change from Exempt to Non-Exempt/Hourly. This change can be significant and employees need to understand the ramifications before changing their status.

The changes include:

• Wages: The employee’s wage is reduced by the percentage of time they will be working under the new agreement. Example: A staff member paid $2500 per paycheck will receive $2000 when moving from 40 to 32 hours/week.
• Benefits: many benefits are prorated when a staff member changes from full-time to part-time. This includes:
  • Professional Development Reimbursement
  • Training and educational leave
  • Assistance with licensure and certification
  • Personal leave (Paid Time Off accrual)
  • Holidays
  • Dental insurance employee contributions
  • Medical insurance employee contributions (if reduces to below 32 hours per week)
  • Student Loan Reimbursement Stipend:
    • Only available to eligible full-time direct service staff. Not available below 40 hours.
  • Relocation/Signing bonus: only available to full-time (40 hour/week) staff. You may need to repay any Relocation/Signing bonus if you reduce hours lower than 40 hours a week if you have worked for the agency for less than 1 year.
• Change in pay schedule: As a non-exempt (part-time) employee, your pay schedule changes and impacts receipt of pay during the pay period following your shift to part-time. Salaried employees are paid in advance of hours worked. Part-time employees are paid for hours documented or actually worked within a pay period. Therefore, there is a one pay period delay. As a full-time, exempt employee, your pay checks are not delayed, because you get paid the same amount for every pay period. As an hourly or non-exempt employee, your hours vary and it is not possible for your payroll to be processed on the same day.
  • What this means for the employee, when you change to part-time, you will have a delay of one pay period following the change. If on November 1st you started your part-time employment agreement, you will receive your next paycheck on November 30th. The check you receive on November 30th will be for the time that was worked from November 1st to November 15th.

Changing Hourly Status from Part-Time to Full-Time

When a staff member moves from part-time to full-time, certain benefits may increase, and the employee assumes additional responsibilities associated with full-time work. Due to differences in pay schedules, the employee will receive two paychecks in the pay period immediately following the transition. Eligibility for full-time benefits is determined by program needs, team capacity, and available funding.

Emergency Communication / REMIND App

PIC uses the Remind App as our emergency communication system to alert of emergent situations that happen during the day. These situations include but are not limited to: weather conditions, office operations and status changes, and utility outages. All employees are required to have Remind on their personal phones to receive emergency communications. As well, all PIC cell phones have the Remind App.

As winter weather approaches, please remember that any weather-related closures or schedule changes will be communicated through Remind. If you don’t receive an alert, assume it’s business as usual.

If you have questions about what switching to remote work on snow days looks like for your role, please check in with your team manager for clarification this afternoon.

Winter Weather Readiness

As winter approaches, providers will receive a winter weather preparedness email. It reminds staff to winterize the car and your home, use safe driving technique, and consider catching up on vaccines as needed, or in cases that it may be required.