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Internal Audit Office

Kansas State University
5 Anderson Hall
Manhattan, KS 66506-0118

 

785-532-7308
785-532-0186
internalaudit@k-state.edu

Employee Assistance Program

Chapter 4850
Revised July 14, 2000

Table of Contents

.010 General Information
.020 Purpose
.030 Policy
.040 Guidelines
.050 Confidentiality
.055 Exceptions to Confidentiality
.060 Responsibilities
.070 Procedures
.080 Referral Sources
Related Content
.100 KSU Employee Assistance Program Process
.200 Waiver of Confidentiality Form (pdf)
.300 Procedural Statement
.400 Procedures for EAP Referral (pdf)

.010 General Information

Kansas State University is genuinely interested in the health and well-being of its primary resource - people. It is in the best interest of both the members and the University to provide assistance to those with personal problems including alcohol and chemical abuse or dependency, mental or emotional illness, family and work relationships, or other conditions which may adversely affect job performance.

While it is recognized that the personal life of employees is their own, it is also recognized that numerous problems encountered by employees often result in poor and unacceptable job performance. It is the desire of the University to help rather than merely discipline employees whose job performance deterioration is caused by such a problem. The goal is to retain valued employees who may be facing personal problems; to stop job performance deterioration before it results in either disciplinary action or termination of employment; and maintain a workforce which is efficient, proficient and effective.

.020 Purpose

The Employee Assistance Program is an education, intervention and referral service to help employees get in touch with their personal problems and concerns. The purposes of the Employee Assistance Program are to:

  1. Provide assistance to faculty, staff and student employees.
  2. Assist all employees in developing lifestyles that are physically, mentally, and emotionally healthy.

The University is offering the Employee Assistance Program in the belief that the best approach to employee productivity is one which encourages wellness and promotes efficiency by utilizing programs which contribute to the well-being of its members.

.030 Policy

Kansas State University has established an Employee Assistance Program (EAP) whereby faculty, staff and student employees may avail themselves of counseling and related services in order to find resolutions to existing problems. The EAP is designed to assist in:

  1. Identifying the problem(s) at the earliest possible stage.
  2. Motivating the employees and their family members to seek help.
  3. Directing them toward appropriate resources for assistance, and
  4. Developing preventive techniques.

.040 Guidelines

The Employee Assistance Program is designed to provide assistance to faculty, staff and student employees with personal problems affecting their job performance.

Faculty, staff and student employees with problems that potentially may affect their job performance are encouraged to contact the Employee Assistance Program Coordinator at (785) 532-6277.

Use of EAP services is strictly voluntary. The faculty, staff and student employee member has the right to decide whether or not to use the Employee Assistance Program or follow any of its recommendations. However, if personal problems continue to adversely affect work performance, established University personnel policies and procedures will be followed in handling the situation. Participation in the Employee Assistance Program does not negate appropriate disciplinary action. Neither participation nor non-participation in the Employee Assistance Program will in itself have any affect on decisions concerning an individual's employment status. The key element to continued employment is satisfactory job performance.

.050 Confidentiality

Complete confidentiality is assured. Information given by an employee to the Employee Assistance Program Coordinator will be held in complete confidence. It will not be communicated to the employee's supervisor or any other persons inside or outside the University.

.055 Exception of Confidentiality

Employees may waive confidentiality (pdf) by requesting in writing that the Employee Assistance Program Coordinator communicate with designated persons concerning matters discussed by the employee with the coordinator. In addition, the Employee Assistance Program Coordinator may disclose, without written permission, information provided by an employee if, in the judgement of the coordinator, failure to do so would pose a serious danger to the employee or to others.

Finally, the Employee Assistance Program Coordinator may disclose information communicated by a employee if required by subpoena to testify in a Court of law or before an administrative body concerning the matters communicated.

.060 Responsibilities

The Vice President for Administration and Finance will designate the Employee Assistance Program Coordinator who will be responsible for:

  1. Promoting the Employee Assistance Program.
  2. Educating University employees about the program.
  3. Providing referral service to faculty, staff, student employees and family members.
  4. Training supervisors/managers on proper utilization of EAP services.
  5. Assisting in program evaluations.
  6. Preparing budgetary input in support of the Employee Assistance Program.
  7. Coordinating the use of campus and community resources.

Department heads and supervisors play a key role in the EAP process. It is they who have the responsibility of monitoring job performance and initiating corrective action when it is substandard. Through EAP the department head/supervisor gains a technique with which to deal with job performance. Because of their place in the University organizational structure they also represent a unique referral source in the EAP process. Referrals to EAP services occur in three ways.

  1. Self
  2. Department head/supervisory
  3. Family member

Department head/supervisors are not diagnosticians or therapists; their role pertains only to job performance. Proper training for utilization of EAP services and their role will be made available through staff training and development programs.

.070 Procedures

The initial intake assessment process will be at no cost to the employee provided s/he utilize the centers designated by the University. Employees will be financially responsible for any costs incurred in undertaking treatment or counseling beyond the assessment process. Employee health insurance programs may provide payment or reimbursement for some of these services.

The University will make every effort to provide the employee with appropriate leaves of absence for treatment or rehabilitation arranged through the Employee Assistance Program. There is not "free time" to attend treatment sessions; however, employees are permitted to attend the intake assessment (1-2 hours) without use of personal leaves of absence.

EAP procedures also recognize that certain situations might include other family members in the problem dynamics. Referral to EAP might result from a family member's intervention and follow-up services can include family members.

Please view the procedural statement outlining progressive steps taken by supervisors when dealing with substandard job performance.

.080 Referral Sources

Inasmuch as the University has established working agreements with the following resources, referral to these is preferred:

  1. KSU Family Center -- faculty, staff and student employees
  2. Counseling Center -- student employees, faculty and staff
  3. Lafene Health Center – student employees only

    NOTE: Although other resources are available to University members, they are not formally affiliated with the Employee Assistance Program. As such, all arrangements for services, to include all costs, are to be made by the individual seeking assistance.