Developmental Disabilities Corporate Compliance

Employee Handbook

The Board of Directors hires the President who serves as the CEO of KCARC. The President has full authority and responsibility for the management of the affairs of KCARC pursuant to the policies adopted by the Board of Directors. The President has overall responsibilities and authority for KCARC’s personnel management in accordance with approved personnel policies and shall delegate specific responsibilities and authority to staff as deemed appropriate. Every staff is expected to be familiar with these personnel policies and should consult with the President or designee on questions of interpretation before decisions are made or actions are taken. All staff will be given instructions on how to access the Personnel Handbook/Policy on-line, using Q-Pulse, or will be given a printed copy if they prefer. The policy manual consists of (four (4)) parts:

1. Personnel Policies: The purpose of the Personnel Policy is to provide staff an understanding of their rights and responsibilities as well as those of KCARC. The policy is designed to describe consistent and impartial company practices. This is done through policies that address, staff recruitment and retention, staff performance evaluations, wages, benefits, continuous training, attendance policies and other miscellaneous items that directly affect staff.

2. Operating Policy: Operating Policies are rules/plans/guidelines to be followed by staff. The Board of Directors has given the President full authority to develop and implement Operating Policies. 3. Governance Policies: This is a set of policies designed by the Board, for Board operation in conjunction with corporate by-laws.

4. Corporate Compliance Policies: This set of policies designed to meet the expectations of all applicable federal and state guidelines, to prevent and detect illegal or unethical activity and/or fraud and abuse. Part 1

Personnel

Policies

KCARC

Title: Introduction Doc .ID. Chapter #01 Rev.# 7 Imp. Date: 07/15/2021 Page 1 of 6

Purpose: To provide general information about KCARC’s values, purpose and administration Scope: Company Wide

Reference Documents: None

ISO Reference: None

Regulatory and Standards Reference:

Printed Document Status: Uncontrolled

Policy:

A. INTRODUCTION TO KCARC

KCARC is a private, not-for-profit organization, incorporated in 1969 by a group of interested parents concerned that their children with developmental disabilities receive education and training that would stimulate development to their maximum potential. A member of ARC of Indiana and ARC/US, the objectives of KCARC are to enable persons with developmental disabilities to develop their full physical, mental, social and economic potential. About who we are,

KCARC is very diversified in the services that are offered. Services have been split them into two critical groups:

1. Program Services

a. Residential Services

“KCARC For Life” represents a belief that KCARC can provide well-rounded services for the entire life span of an individual. KCARC’s dedicated team can assist in creating and implementing a vision for the future that allows everyone to reach their full potential. In Residential Services, KCARC works with each individual and family served to reach the goal of living as independently as possible in the comfort and security of their own home. KCARC staff are not only trained to be dedicated advocates, they are also trained to meet the specific needs of each individual and each family served. Everyone is different and all services are individualized.

b. Life Skills

KCARC’s ‘The Shop‘ is a state-of-the-art facility providing our Life Services group with enriching activities on a daily basis. ‘The Shop ‘ provides a one-stop shop of learning for individuals providing a life-skills educational training program. ‘The Shop ‘ will support helping individuals train for work opportunities and independent life transitions based on the needs of the individuals. Our facility provides a fun and welcoming environment for all. Everyone will have the opportunity to train on life skills and work readiness skills for the functional life they choose. In our Food & Kitchen Safety Class, we teach our individuals KCARC

Title: Introduction Doc .ID. Chapter #01 Rev.# 7 Imp. Date: 07/15/2021 Page 2 of 6

a basic understanding of how kitchen appliances work, making a shopping list, buying food, learning the process of preparing meals, cooking a meal, setting the table, table manners and kitchen clean up. Courses are created at an ability level for all individuals in the program.

c. Day Programming

Leisure. Health. Choice. These are the three driving principles behind our Adult Day Services Program. If you are the parent or guardian of an adult with an intellectual or developmental disability, know that KCARC’s Adult Day Services Program offers opportunities for program participants to experience leisure, health and choice through a multitude of activities. KCARC staff assist each program participant in customizing their day by choosing those activities they find fulfilling and meaningful. d. Therapeutic Services

Behavior Support, Music Therapy, Wellness Coordination, and Speech Therapy are all provided at KCARC; more tools for families and individuals to create their vision of a well- rounded life.

KCARC provides Therapeutic Services to individuals in the Supported Living, Medicaid Waiver, and Family Support Services programs in their home, work, school, and community. Our team of caring professionals is committed to offering individualized services that meet the specific needs of each consumer while striving to enhance the quality of life for individuals with varying disabilities. e. Youth Services

Our Youth Day Program serves school-aged children with a flexible and dependable schedule you can count on, with services including community integration, peer socialization, and more. Services include community integration, peer socialization, and meaningful activities that are age and ability appropriate to promote growth and to help families reach goals. All services are provided in a dignified and respectful manner for the total well-being of individuals and families.

f. Disability Employment

KCARC’S Benefits Counseling services are here to equip you to make informed choices about work, avoid over payments, manage changes in benefits, maintain health coverage, and know how to use available work incentives and asset building programs. The potential loss of benefits is one of the most persistent and pervasive fears among people with disabilities who are considering employment. Let our team of benefits counselors and employment specialists put your fears to rest as they assist you with navigating your future. KCARC is proud to serve Knox County in a multitude of settings to ensure students with disabilities have access to meaningful career planning to help with their transition from high school to employment or post-secondary training. Classroom settings in the schools allow both individual and small groups to work on self-advocacy, workplace readiness, career exploration, and effective communication. Some services take place at KCARC’s The Shop where students learn more hands-on skills such as food handling, hospitality service and daily living skills that will assist them in maintaining employment later in life. Services also take place at KCARC’s 1972 KCARC

Title: Introduction Doc .ID. Chapter #01 Rev.# 7 Imp. Date: 07/15/2021 Page 3 of 6

location where students work on skills to build their cooperation, stamina and ability to focus on tasks.

Funding for Pre-Employment Transition Services (Pre-ETS) is provided through Indiana Vocational Rehabilitation Services. An individual with a disability in a secondary, post- secondary, or other recognized education program who is between the ages of 14 and 22 years old and is eligible for, and receiving, special education or related services under Part B of the Individuals with Disabilities Education Act (IEP, 504 Plan.) Below are the five core services provided by Pre-ETS. KCARC Dove Employment Services help at no cost to job seekers. Dove Employment Services is a job training and placement agency designed to be person-centered and result oriented. We strive to understand your goals, talents, strengths, weaknesses, and preferences, then work toward a good employment match for you. DES services often include job shadowing, assessment, work experience, interview readiness training, resume building, job development, coaching, and SSDI/SSI benefits counseling. DES is an approved Vocational Rehabilitation job service provider 2. Manufacturing

a. Metal & Wood

KCARC provides areas of manufacturing in metal & wood products, paint applications (including conventional, electrostatic and dip line), and light-to-heavy assembly operations. Specific services provided are acoustical phone booths for high noise applications; wire payout and take up reels; specialty pallets – industrial, munitions, boxes and crates; conference tables, oak tables, plastic lamination; dimensional furniture stock; and contract paint applications. KCARC also subcontracts to leading American wood and metal product manufacturers. b. Cut & Sew

KCARC was founded in 1972 and garment manufacturing began in 1987. The plant produces light to medium weight clothing, pouches, and gear. Our Cut and Sew Manufacturing Plants are located in Vincennes and Loogootee, Indiana. Combined, they offer over 154,000 square feet to accommodate large scale contract sewing jobs. There is sufficient space for additional capabilities and product lines.

Our customer base covers many major markets including wood and steel products, apparel manufacturing, automotive and heavy truck markets, and government procurement. Having worked successfully in these markets, with some of the most challenging quality requirements faced by industry, KCARC offers exemplary services and value to our customers and employees. To both of these critical groups and all our stakeholders, we pledge to interact in a manner complimented with the 4 corporate values – teamwork, integrity, quality and safety. B. MISSION STATEMENT OF KCARC

KCARC

Title: Introduction Doc .ID. Chapter #01 Rev.# 7 Imp. Date: 07/15/2021 Page 4 of 6

To advocate and provide opportunities in a dignified and respectful manner for the total well-being of individuals and families with special needs.

C. VALUES

Teamwork … positive communication and effective collaboration with others…Use information to facilitate working together to achieve common goals Integrity …conducting all internal and external business in accordance with ethical and organizational standards

Quality … which is characterized by excellence, superiority and accuracy … never accepting mediocrity

Safety … prevention of injury to persons and preservation of property Quality Policy

As KCARC continuously improves it will deliver services and products to its customers meeting or exceeding requirements.

D. STATEMENT ABOUT INDIVIDUAL CHOICE

KCARC strongly believes in the worth, dignity and value of all people. Individual choice is a paramount value. Therefore, Board goals are targets KCARC works to achieve as a result of individuals making their own choices. Individual choice generally takes precedence over other considerations.

E. ADVOCACY FOR THE PERSON SERVED

KCARC has and will demonstrate ongoing advocacy for those persons served in its programs. This is done through actively receiving input from those served as well as other stakeholders and translating that input into action. KCARC promotes full program and service access for those served. The cultural diversity of KCARC’s staff, clients, and other stakeholders will be respected. KCARC maintains open and active contact with community resources as well as other advocacy groups. KCARC also actively seeks feedback for those served as well as other stakeholders to assist in evaluating its advocacy efforts.

E. PURPOSES/GOALS

KCARC has been organized for the general purposes of developing, financing, implementing and KCARC

Title: Introduction Doc .ID. Chapter #01 Rev.# 7 Imp. Date: 07/15/2021 Page 5 of 6

otherwise executing a variety of programs for the benefit of citizens and families with special needs. These programs shall extend to all aspects related to the health, education, employment and welfare of the persons it has been organized to serve. Further board approved goals are: 1. Individuals will achieve outcomes of their choice 2. KCARC Board and staff will seek Continuous Quality Improvement through application of appropriate quality management system

3. Services will adapt to meet the needs of individuals, families and communities 4. Increase community awareness and support for KCARC 5. Management programs will maximize the effectiveness of staff 6. Secure financial resources to support services and foster growth Annually, the department manager or designee will communicate department specific goals to staff along with a report detailing progress toward achieving these goals. F. ADMINISTRATION

KCARC is governed by an independent Board of Directors and the Board is the source of authority in setting Personnel Policies and issuing policy statements. The President, employed by the Board, is responsible for insuring all staff follow the general personnel policies set by the Board. The President may delegate specific authority and responsibility to other staff to carry out the policies and procedures.

The President is responsible for administering day-to-day operations of KCARC. All staff are to follow the established procedures to address grievable matters of concern. G. STATEMENT OF NON-DISCRIMINATION

No person or persons shall, on the basis of race, color, creed, national origin, disability, age, sex or religion, be excluded from participation in, be denied the benefits of, excluded from employment by, or be otherwise subjected to discrimination under any program, service or benefit provided by KCARC, except where specifically exempted by law.

Recruitment and employment practices will not discriminate on the basis of race, color, creed, national origin, disability, sex, age or religion; nor will employment practices have the effect of causing discrimination in the delivery of services and benefits under the program H. AFFIRMATIVE ACTION POLICY

It is the policy of the KCARC to provide equal opportunity to all people without regard to race, color, religion, sex, national origin, age, disability, status as a disabled veteran, recently separated veteran, KCARC

Title: Introduction Doc .ID. Chapter #01 Rev.# 7 Imp. Date: 07/15/2021 Page 6 of 6

other protected veteran, or Armed Forces Service Medal veteran or any other protected. Company Personnel Policies (Chapter):

Approved By: KCARC President

Distributed To: Vice Presidents, Directors, Management Representative, Managers, and Supervisors at a minimum

Revision Log

Revision # Implementation

Date:

Description

2/23/96 Original approval by KCARC Board of Directors 0 06/01/03 Implementation into Quality System.

1 1/09 Updated Affirmative Action Policy to reflect disabled veteran, recently separated veteran, other protected veteran, and Armed Forces Service Medal Veteran. Updated titles.

2 6/1/09 Add statement related to Advocacy. Remove Affirmative Action and made it Its own policy.

3 5/1/12 Update KCARC and titles. Use general housekeeping memo from Mike Carney for approval. Clean up Document Identification Table.

4 5/1/12 Update KCARC and titles. Use general housekeeping memo from Mike Carney for approval.

5 3/1/14 Removed Choice…as a Value

6 12/29/14 Clarified mfg scope

7 07/15/2021 Updated “About Who We Are” section- modified

“Purposes/Goals”

KCARC

Title: Overview of Personnel Policies/

Operating Procedures Manual

Doc.ID. PP-

Chapter 2

Rev.# 5 Imp. Date: 4/1/2016

Page 1 of 3

Purpose: The Board of Directors, The Human Resource Committee, and the President have developed this manual in order to serve as a guide for recruiting and retaining staff. Scope: All staff are subject to the policies in this manual. This manual is intended to be an explanation and general statement of KCARC policies. It is not a contract for employment. KCARC may/will revise the Personnel Manual or its policies, practices and/or procedures. KCARC will make regular practice of keeping employees informed and updated on all personnel policies and procedures in a timely manner.

Reference Documents: AQ Appendix B Organizational Chart, AP 4.2.3 Control of Documents Regulatory and Standards Reference:

Printed Document Status: Uncontrolled

Policy:

The Board of Directors hires the President who serves as the CEO of KCARC. The President has full authority and responsibility for the management of the affairs of KCARC pursuant to the policies adopted by the Board of Directors. The President has overall responsibilities and authority for KCARC’s personnel management in accordance with approved personnel policies, and shall delegate specific responsibilities and authority to staff as deemed appropriate. Every staff is expected to be familiar with these personnel policies and should consult with the President or designee on questions of interpretation before decisions are made or actions are taken. All staff will be given instructions on how to access the Personnel Handbook/Policy on-line, using Q-Pulse, or will be given a printed copy if they prefer. The policy manual consists of (four (4)) parts: 1. Personnel Policies: The purpose of the Personnel Policy is to provide staff an understanding of their rights and responsibilities as well as those of KCARC. The policy is designed to describe consistent and impartial company practices. This is done through policies that address, staff recruitment and retention, staff performance evaluations, wages, benefits, continuous training, attendance policies and other miscellaneous items that directly affect staff.

2. Operating Policy: Operating Policies are rules/plans/guidelines to be followed by staff. The Board of Directors has given the President full authority to develop and implement Operating Policies.

3. Governance Policies: This is a set of policies designed by the Board, for Board operation in conjunction with corporate by-laws.

4. Corporate Compliance Policies: This set of policies designed to meet the expectations of all KCARC

Title: Overview of Personnel Policies/

Operating Procedures Manual

Doc.ID. PP-

Chapter 2

Rev.# 5 Imp. Date: 4/1/2016

Page 2 of 3

applicable federal and state guidelines, to prevent and detect illegal or unethical activity and/or fraud and abuse.

Revisions:

Revisions to the Personnel Policy may be recommended, by the President, as necessary at any regular meeting of the Board of Directors or of its Human Resources Committee. Revisions to the Personnel Policy, brought to the board, shall be adopted upon a majority aye vote by the Board of Directors. The Board of Directors has granted authority to the President to adopt revisions to the personnel policy at his/her discretion.

Revisions to Operating Policies and Corporate Compliance Policies may be recommended as necessary to The President.

B. ANNUAL REVIEW OF MANUAL

The Personnel Policy will be reviewed annually by the Human Resources Director, and other members of management, with any recommendations for revision made to the President, when appropriate.

The Human Resources Director will review Corporate Compliance Policies and the Operating Policies annually. Recommendations for change, if necessary, will be proposed to the President. C. DEPARTMENT PROCEDURES

Each department, due to its own unique needs has its own Procedure Manual. These Departmental Procedure Manuals provide information necessary to allow staff to perform the duties of their positions in an effective, efficient and safe manner and are as binding on that department’s staff as are the Personnel Policies.

D. QUALITY POLICIES/PROCEDURES

Quality Policies and Procedures describe KCARC’s quality management system and conform to the requirements of ISO 9001. Quality policies and procedures are as binding on staff. E. PERSONNEL HANDBOOK

The Personnel Handbook and Personnel Policy are one in the same. However; the Handbook version does not contain the section CC#10 HIPAA Policy due to its length. All staff will be given instructions on how to access the Personnel Handbook/Policy on-line, using Q-Pulse, or will be given a printed KCARC

Title: Overview of Personnel Policies/

Operating Procedures Manual

Doc.ID. PP-

Chapter 2

Rev.# 5 Imp. Date: 4/1/2016

Page 3 of 3

copy if they prefer.

The Personnel Handbook is not meant to be nor is it to be considered a contract for employment. Personnel Policies (Chapter):

Approved By: KCARC President

Distributed To: Vice Presidents, Directors, Management Representative, Managers, and Supervisors at a minimum

Revision Log

Revision # Implementation

Date:

Description

2/23/96 Original approval by KCARC Board of Directors 0 06/01/03 Implementation into Quality System.

1 6/1/09 Restructure of the Personnel Policy Manual. 2 7/1/10 Update Personnel Handbook section.

3 5/1/12 Update KCARC and titles. Use general housekeeping memo from Mike Carney for approval. Clean up Document

Identification Table.

4 7/1/14 Clarified accessibility to personnel policy, clarified Board approval for President to approve changes to personnel policy at their discretion,

5 4/1/16 Changed employee to staff for consistency KCARC

Title: Recruitment and Selection of

Personnel

Doc. ID. PP Chapter 3 Rev.# 9 Imp. Date: 6/24/2022 Page 1 of 3

Purpose: To outline procedures for recruitment and selection of staff. Scope: Company Wide

Reference Documents: AP 6.2.2a Employment Application Process, HR New Hire #26 New Hire Personnel Action Form

Regulatory and Standards Reference: DDRS Policy Manual Policy #:BDDS 460-****-*** Documentation of Criminal Histories, DDRS Policy Manual Policy #:BDDS 460-****-*** Employment of Persons With Convictions of Prohibited Offences or Non-Residency Status, HR Miscellaneous #91. Printed Document Status: Uncontrolled

The President is employed by the Board of Directors and is given the authority to employ such staff as may be necessary.

Recruitment and employment selection practices will be in accordance with nondiscriminatory requirements pursuant to Title VII of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, as amended, the Age Discrimination in Employment Act of 1975, and the Americans with Disabilities Act of 1990 and will be designed to provide employment opportunities for area residents and groups served.

Job vacancies will be posted at all KCARC work sites to allow current staff and participants with the necessary abilities and qualifications an opportunity to apply. Copies of such posted job vacancies will also be forwarded to the local office of Vocational Rehabilitation. Some positions will also be advertised in area newspapers, web sites and may be advertised concurrently with in-house position notices. All advertisements will include “E.O.E. (Equal Opportunity Employer) and “M/F/D/V” (Male, Female, Disabled, Veteran), and AA (Affirmative Action). The local office of Work One will be notified of all positions advertised. KCARC staff are encouraged to refer potential new hires to Human Resources per HR Miscellaneous #91 KCARC Referral Program Guidelines.

When requested, reasonable accommodation will be granted to any applicant with a disability, during both the application and interview process. Reasonable accommodation will also be made to facilitate employment of individuals with disabilities.

All prospective staff must complete an employment application. False or misleading information on the employment application is grounds to rate the applicant ineligible for consideration for employment or for termination of employment, if the individual is employed prior to discovery of the false or misleading information.

KCARC

Title: Recruitment and Selection of

Personnel

Doc. ID. PP Chapter 3 Rev.# 9 Imp. Date: 6/24/2022 Page 2 of 3

Skills, abilities, job history, education and required licensure/certification listed on the employment application are compared and those applicants whose qualifications best match the requirements of the position will be contacted for interviews. After a preliminary decision of the Department Manager or designee as to the best candidate for the available position, appropriate references will be checked in accordance with department procedure and state regulations. The Department Manager or designee will review the qualifications, experience, ability to perform job duties, knowledge, skills, and results of reference checks. Striving to employ the individual who best meets the qualifications in the job description and is most in harmony with the goals and purposes of KCARC, the Department Manager or designee will make a recommendation to the Chief Operating Officer, Vice President of Business and Finance, Managing Directors, or Director of Human Resources for hire. HR New Hire #26 New Hire Personnel Action Form will be initiated to document all information relative to the position and terms of employment. As appropriate, criminal history, county police records, driver’s record, verification of no findings entered into the professional registry, including the state nurse aide registry, and other credential checks will be completed by the Human Resources Department as required by regulations. Any of these may be considered reference checks.

KCARC Program Services will not employ as staff or contract with any person whose limited criminal history check, indicates a felony conviction of the following offenses: 1. A sex crime

2. Battery

3. Neglect

4. Abuse

5. Exploitation of an endangered adult

6. Failure to report battery, neglect, abuse or exploitation of an endangered adult or abuse or neglect of a child

7. Theft, if the conviction for theft occurred less than 10 years before the employment application date 8. Murder

9. Voluntary manslaughter

10. Involuntary manslaughter

11. Criminal conversion

12. Criminal deviate conduct

13. Felony offense relating to alcohol or a controlled substance KCARC Program Services will not employ as staff or contract with any person whose professional registry, including a state nurse aide registry check has been cited for malpractice, malfeasance or other unprofessional actions.

KCARC

Title: Recruitment and Selection of

Personnel

Doc. ID. PP Chapter 3 Rev.# 9 Imp. Date: 6/24/2022 Page 3 of 3

The above specifically identified offenses are not all inclusive and KCARC, at its sole discretion, may choose to not employ an individual for other reason(s). Recruitment, selection and employment of staff will be conducted without discrimination on the basis of race, color, national origin, age, sex, religion or disability. Reimbursement of reasonable interview travel expense and relocation expense shall be solely at the discretion of the President.

Personnel Policies (Chapter):

Approved By: KCARC President

Distributed To: Chief Operating Officer, Vice President of Business and Finance, Managing Directors, Department Directors, Management Representative, Managers, and Supervisors at a minimum Revision Log

Revision # Imp. Date: Description

3/22/96 Original approval by KCARC Board of Directors 0 06/01/03 Implementation into Quality System.

1 05/20/05 Add employment references to reference checks, and add county police record checks

2 6/1/09 Add designee where applicable. Update titles. Remove A felony offense relating to a controlled substance”. 3 12/01/09 Add KCARC, at it’s sole discretion, may choose to not employ an individual for other reason(s).

4 5/1/12 Update KCARC and titles. Use general housekeeping memo from Mike Carney for approval.

5 11/01/2012 Revise person KCARC Program Services Division will not hire based on the limited criminal history check. Add Professional Registry Search. 6 6/28/14 Clarified authority to hire, added appropriate reference form, included referral program reference

7 6/1/2016 Add sentence in regards to reference checks 8 6/15/2020 Update titles to include Vice President of Business and Finance, Vice President of Program Services, and Managing Director of Manufacturing receive recommendations for hire.

9 6/24/2022 Verbiage changes and title changes.

KCARC

Title: Employment Doc.ID. PP Chapter #04 Rev.# 12 Imp. Date: 9/24/2021 Page 1 of 5

Purpose: To outline terms of staff employment

Scope: Company Wide-All Staff

Reference Documents: Chapter #05 Staff Development, Chapter #06 Compensation, Chapter #07 Staff Benefits, AP 7.2 Competence & Training, AP 7.5.3 Control of Documented Information Regulatory and Standards Reference:

Printed Document Status: Uncontrolled

There is no contract or agreement regarding term of employment. A. ORIENTATION/TRAINING

New staff will meet with the Human Resources staff not later than the third day of employment to complete necessary forms. Each new staff person will be given instructions on how to access the Personnel Handbook/Policy on-line, using Q-Pulse, or will be given a printed copy if they prefer. Each Department will provide further orientation and training specific to the position on a timely basis. Staff transferring to new positions within KCARC will receive training specific to the position to which they are transferring.

B. JOB DESCRIPTIONS

Job descriptions are developed for each position title. A copy of the appropriate job description will be given to each staff person and a signed copy filed in the staff’s personnel file. Job descriptions are reviewed annually.

C. POSITION CLASSIFICATION

Positions are classified as exempt (salaried) or non-exempt in accordance with the Fair Labor Standards Act. Exempt staff are not eligible for overtime pay, regardless

Contact this candidate