Employee Assistance Program
Approved by Executive Council: September 20, 2010
Posted: September 22, 2010
Policy Topic: Personnel
Administering Office: Office of Human Resources
I. POLICY STATEMENT
Western
Carolina University
(“University”) recognizes that employees experiencing personal problems, including
but not limited to, emotional illness, alcohol and drug abuse, marital discord and
financial problems should be encouraged to seek professional assistance since such
problems often result in human suffering for employees and their families. In addition,
personal problems of this nature may impair work performance and often impact fellow
workers. University managers understand that with early intervention and proper support,
most employees can be effectively assisted. The University’s Counseling and Psychological
Center provides consultation and psychological counseling services primarily to students.
As a result, the University has established an Employee Assistance Program (“EAP”)
for its employees.
II. SCOPE AND PROGRAM OVERVIEW
This policy applies to all University employees.
Administration of the EAP program will be the joint responsibility of the Office of
Human Resources and a behavioral health organization with which the University may
contract from time to time (“EAP Provider”). The Office of Human Resources will provide
information to staff and faculty members upon request regarding the EAP and EAP Providers,
and ensure that the EAP is administered consistent with University policy and the
State Personnel Act.
The EAP Provider will provide assessment and referral services for all EAP participants,
gather utilization data, and consult with the Office of Human Resources on EAP training
activities. These services will be provided on a fee for service basis.
For treatment or extended service, the employee will be referred to local community
agencies, hospitals, clinics or private practitioners. The EAP Provider will endeavor
to facilitate an effective link with such outside service providers.
The University expects employees to assume responsibility for the treatment and/or
remediation of personal problems. Upon referral by the EAP for treatment at an appropriate
community agency, the employee should make appropriate use of leave time (e.g., sick
leave, vacation or
leave without pay) as necessary.
It is the responsibility of all supervisory personnel to assure that an employee's
participation in EAP services will not jeopardize that person's job security or promotional
opportunities, in accordance with University policy and applicable state and federal
law.
A. Voluntary Participation
Employees may voluntarily participate or may be encouraged to participate in the EAP
by a supervisor who has observed and documented specific instances of unsatisfactory
job performance or unacceptable personal conduct, or for other reasons. In these
cases, the University may elect to pay for the cost of the EAP services. Employees
who participate in EAP services will generally be subject to the same performance
standards which existed prior to EAP involvement.
The University wants to encourage employees with personal problems to seek assistance.
Therefore, with supervisory approval, employees may schedule EAP appointments on work
time. However, if they choose to do so on their own time, faculty and staff employees
may access the services of the EAP Provider directly without informing their supervisor.
B. Directed Participation
In some cases, an employee may be directed to meet with a counselor identified by
the EAP Provider as a result of a specific disciplinary action relating to unsatisfactory
job performance or unacceptable personal conduct, including the failure or refusal
to work cooperatively with departmental colleagues, or in connection with workplace
violence issues and/or campus threat assessment procedures. In these cases, the employee
must participate in EAP services and provide written consent to the disclosure of
confidential EAP reports and information directly to the Director of Human Resources.
In circumstances where an employee has been placed on investigative leave pertaining
to campus safety concerns, the employee’s return to work will be contingent upon
the
counselor’s verification that the employee is physically and mentally capable of safely
performing the essential functions of his/her job. If an employee refuses to (1)
participate in EAP services, (2) submit to any EAP examination, including a fitness
for duty examination, or (3) consent to the disclosure of EAP reports to the University,
such refusal shall constitute insubordination and the employee may be subject to disciplinary
action. The cost of these referrals and services will be borne by the unit in which
the employee works.
C. EAP Reports and Records
Reports and records of EAP services will be considered confidential health records.
The nature and content of EAP services provided to individual employees will not become
part of an employee's personnel file.
