University Health Services REACH Policy & Procedures 

Policy:

REACH is an Employee Assistance Program, which is designated to reduce problems in the workforce and to retain valued employees. The University of Cincinnati recognizes that employees or members of their families can have personal problems that may adversely affect job performance. The University recognizes that most problems of a personal nature can be successfully resolved when identified early and referred to appropriate resources.

The REACH program is designed to identify and assist troubled University of Cincinnati employees and their families. The program is prepared to handle a broad range of human relations problems such as mental or emotional illness, finances, marital/relationship, or family distress, chemical dependency, legal or financial concerns.

The program provides confidential problem assessment, short-term counseling, referral and follow-up. Participation in the program will not jeopardize an employee's job security or promotional opportunities. REACH also provides consultation upon request to management, union officials and concerned others.

Procedure:

1)	Services are offered in a confidential manner. No information will be shared with anyone unless the University of Cincinnati employee or family member signs a written consent for release of  information. There are some limited exceptions to confidentiality such as: requirements to report suspected instances of child abuse and neglect, elder abuse and neglect, and when a client is at risk of harming self or others. Additionally, REACH staff is required to comply with court orders.
2)	Employee Self -Referral:   A University of Cincinnati employee may voluntarily seek help through REACH. Appointments can be made by calling the REACH office at 513-556-2506. Regular office hours are 8:00am to 5:00pm; appointment times before and after the regular work day can also be arranged. An employee may schedule appointments during work hours (but not receive overtime compensation). REACH staff can verify to supervisors, upon request, the attendance of an employee in the REACH program during work hours.
3)	Counseling provided by REACH staff is without cost to University of Cincinnati employees and family members. Employees are responsible for any cost incurred as a result of referrals.
4)	Management Referral:

A.	Management is to be concerned with employee's problems only when they adversely affect job performance, which includes quality and quantity of work, attendance and/or behavior during working hours. Unsatisfactory job performance in individuals whose past performance was adequate or above is sometimes a reflection of personal problems.
B.	When performance problems caused by personal difficulties are not corrected by normal supervisory attention, it is the responsibility of supervisor / managers to utilize the REACH program to assist in correcting the deterioration in job performance.
C.	Guidelines for a Management Referral for University of Cincinnati Employee:

a.	Hold a private meeting with the employee.
b.	Present to the employee documentation of specific incidents of substandard performance.
c.	Specify actions recommended, bringing job performance to a satisfy level.
d.	Clearly state the expectation that the employee's performance must improve in order to meet the job requirements.
e.	Offer REACH services as a means of obtaining assistance in resolving personal problems that may be contributing to the unsatisfactory job performance.
f.	Explain that performance must improve regardless of participation in the program.
g.	The employee is asked to decide whether or not to cooperate in a referral to REACH. A few days may be offered the employee to think it over.
h.	The supervisor can call REACH to make an appointment for the employee or have the employee call 513-556-2506.
i.	The supervisor completes the REACH Management Referral form, which can be found on the REACH web site (FORM), and sends it to REACH prior to the employee's initial appointment.  You may also call the REACH office at 513-556-2506 to request a form to be sent to you by mail, email or fax.

D)	REACH staff will contact the supervisor one week after receiving the referral, to advise about the employee's current status in the program.
E)	When an employee accepts a referral to REACH, and job performance fails to improve immediately or only temporarily improves, the supervisor may chose to delay taking additional action in the interest of providing the employee with a reasonable amount of time to use the services to resolve the problem. Participation in REACH, however, will not interfere with normal disciplinary actions. Quality supervision is essential and can not be replaced by counseling.
F)	Employees who choose to cooperate with management referral will be asked to sign a release of information to enable communication between REACH and the supervisor regarding the employee's progress and participation at REACH and the employee's continuing job performance issues. Should an employee refuse to sign a release of information, the REACH counselor will stop the process and notify the supervisor that the conditions of the supervisory referral have not been met and that REACH is unable to proceed. An employee may later choose to self-refer to REACH, which is a different process than a management referral.
G)	REACH staff may require an employee's spouse to attend one counseling session as part of the management referral assessment process.

5)	Mandated Referral:  Should disciplinary action include a hearing, the administration hearing officer may mandate an employee to participate in the REACH program and to take whatever action the program counselor deems necessary.
6)	Referral by concerned others:

A)	Referrals are accepted from family members, union representatives, community referral agencies, Equal Employment Opportunity and any significant others acting in the best interest of the identified University of Cincinnati  employee.
B)	REACH staff will endeavor to work in a collaborative effort with concerned others toward problem resolution, provided the client signs a release of information for that purpose.

7)	Referral of family members:

A)	Members of  the University of Cincinnati employee's immediate families are also eligible for services through REACH.
B)	Appointments may be scheduled directly by calling the REACH office at: 513-556-2506

8)	REACH provides SAP (Substance Abuse Professional) services under DOT rule, 49 CFR Part 40. Supervisors and employees affected by this rule (employees with Commercial Drivers's Licenses) may contact REACH for additional information.