Intern/Trainee/Associate
Volunteer Handbook
Intern/Trainee/Associate
Volunteer Handbook
Revised October 27, 2017
About Us.
Mission Statement
Mariposa Women and Family Center empowers women and families to achieve positive change in their lives.
Our Vision.
Mariposa Women and Family Center is a safe harbor for woman and families from diverse socio-economic communities who revive a high standard of supportive care.
We are committed to the vision of:
- Promoting psycho-social growth for individuals and families
- Providing a nurturing and supportive environment conducive to safety for all clients
- Providing comprehensive, quality family centered substance abuse treatment and mental health services
- Providing the highest standard of staff development, training and supervision
- Developing services for populations traditionally underserved
- Enhancing community partnerships
-Sustaining the necessary organizational infrastructure
Welcome to Mariposa Women and Family Center.
"A center for positive change"
SECTION 1:
ORIENTATION TO THE HANDBOOK
Welcome4
Drug and Alcohol-Free Workplace5
Personal Appearance6
Personal Business7
Solicitation and Distribution8
Media Sites8
Confidentiality9
Conflict of Interest10
Fraternization and Client Relations10
Standards of Conduct/Disciplinary Practices11
SECTION 2:
POLICY AGAINST HARASSMENT
Workplace Conduct14
Discriminatory Harassment Is Strictly Prohibited14
Sexual Harassment Is Strictly Prohibited14
Forms of Harassment Prohibited BY This Policy14
Individual Responsibility for Enforcement15
Management Responsibility15
Complaint Procedure16
Protection from Retaliation16
Scope of Policy16
SECTION 3:
HEALTH AND SAFETY
Injury and Illness Prevention Program (IIPP)17
First Aid17
Safety and Volunteer Injuries17
Smoking/Tobacco Use18
ITEMS TO SIGN AND RETURN:
Acknowledgement of Receipt of Handbook19
Acknowledgement of Receipt of Confidentiality Policy19
Acknowledgement of Harassment and Sexual Harassment Policy20
APPENDIX A: EEO-AA POLICY 21
APPENDIX B: IT SECURITY POLICY22
APPENDIX C: HCA CODE OF CONDUCT CONFIRMATION 24
APPENDIX D: KEY ASSIGNMENT AGREEMENT25
SECTION 1: ORIENTATION TO THE HANDBOOK
Welcome!
The intern/trainee/associate Handbook (“Handbook”) is designed to help intern/trainees/associates get acquainted with the policies and practices at Mariposa. (Intern includes undergraduate interns and MSW graduate school interns. Trainee refers to MFT or PCC graduate students. Associate refers to those who hold MFT/MSW/PCC Master’s degrees and have registered with the Board of Behavioral Sciences (BBS)). This Handbook describes some of the basic terms and conditions of volunteering. Mariposa abides by the all the applicable State and Federal volunteering requirements including but not limited to our hiring practices, immigration law compliance (verification upon hire of the right to work in the USA), wage and hour, leave practices and policies. Intern/trainees are expected to read this Handbook carefully, to know and understand its contents.
Mariposa reserves the right to make changes to this Handbook and to any volunteering policy, practice, work rule or benefit, at any time without prior notice. Interns/trainees/associates are responsible for knowing about and understanding those changes once they have been disseminated. However, any such change is effective only if it is in writing, and is signed or authorized by the President/CEO. Except as otherwise provided in this Handbook, no one has the authority to make any promise or commitment contrary to what is in this Handbook. This Handbook replaces all earlier handbooks and supersedes all prior policies, practices, and procedures. Mariposa also reserves the right to interpret the provisions of this Handbook. For this reason, interns/trainees/associates should check with the President/CEO to obtain information regarding specific volunteering guidelines, practices, policies, or procedures.
Interns/trainees/associates should sign the acknowledgement form at the back of this Handbook, tear it out, and return it to the Director of Operations. This will provide Mariposa with a record that each intern/trainee has received this Handbook.
This Handbook is not an intern/trainee/associate contract. Nothing in this handbook, or in any other personnel document, creates or is intended to create a promise or representation of continued volunteering for any intern/trainee/associate. The explanations contained in this Handbook are not meant to explain every volunteering situation. They will, however, serve as guidelines in those circumstances not explicitly covered herein. Interns/trainees/associates should direct all questions to the Director of Finance or the President/CEO.
This Handbook is the property of Mariposa, and it is intended for the personal use and reference by Mariposa interns/trainees/associates. Circulation of this Handbook outside of Mariposa requires the prior written approval of the President/CEO.
Drug And Alcohol-Free Workplace
To ensure the safety of its interns/trainees/associates and property, Mariposa maintains a “zero tolerance” drug and alcohol workplace policy. Mariposa strictly prohibits: (i) the use, possession, purchase, distribution or sale of alcohol or any illegal drugs on its property, and (ii) reporting to work under or at any time being under the influence of alcohol or any illegal substance while on duty or at any Mariposa-related functions. “Under the influence” means the presence of any measurable amount of alcohol or illegal drugs in the intern/trainee/associate’s body.
Mariposa also strictly prohibits: (i) the abuse of any legal drug (including prescription and over-the-counter drugs that have been legally and lawfully obtained), (ii) the use, possession, purchase, distribution or sale of legal drugs in a manner inconsistent with law and (iii) working while impaired by the use of any legal drug when such impairment might endanger the safety of others, pose a risk of significant damage to Mariposa property or equipment, or substantially interfere with the intern/trainee/associate’s job performance or the efficient operation of Mariposa’s business.
If an intern/trainee/associate’s supervisor, Manager, Director, or the President/CEO has a reasonable suspicion that the intern/trainee/associate is working in an impaired condition or otherwise engaging in conduct that violates this policy, the intern/trainee/associate will be asked about any observed behavior and offered an opportunity to give a reasonable explanation. If the intern/trainee/associate is unable to adequately explain the behavior, he or she will be asked to take a drug test, at Mariposa’s expense and at a facility of Mariposa’s choice. Refusal to cooperate with administration of the drug test will be handled in the same manner as a positive test result.
Any intern/trainee/associate who has a substance abuse problem will be expected to maintain the same standards of conduct as all other interns/trainees/associates, but will not be retaliated against or disciplined for having admitted the problem or for seeking assistance prior to reasonable suspicion by Mariposa.
Mariposa also maintains a “zero tolerance” drug and alcohol policy clients receiving services at Mariposa. Mariposa strictly prohibits clients from: (i) the use, possession, purchase, distribution or sale of alcohol, marijuana or any legal or illegal drugs on its property, and (ii) attending therapy sessions under the influence of any substance, including alcohol, marijuana or any illegal substance or abuse of legally obtained substances. “Under the influence” means the presence of any measurable amount of alcohol or illegal/legal drugs in the client’s body.
If an intern/trainee/associate has a reasonable suspicion that a client is in an impaired condition from suspected substance use or otherwise engaging in conduct that violates this policy, the client will be asked about observed behavior and offered an opportunity to give a reasonable explanation. If the client admits to using any substance prior to session and/or the intern/trainee/associate does not feel comfortable continuing with the session, the intern/trainee/associate will deny services to the client and they will be asked to leave the premises.
The intern/trainee/associate will determine if the client drove to Mariposa and if so, will advise the client of concern about driving while under the influence. The intern/trainee/associate may call their emergency contact to pick up the client, but intern/trainee/associate will not call taxi or pay for transportation from Mariposa. Clinical supervisor should be contacted if further problems arise. If client has paid for session, payment will not be returned as client violated “zero tolerance” policy and will be allowed to reschedule and return as long as client understands he or she may not receive any service at Mariposa under the influence.
Personal Appearance
Mariposa maintains a “business casual” dress code. Staff and interns/trainees/associates are required to dress appropriately in order to present a positive example and image as representatives of Mariposa.
Staff and interns/trainees/associates are expected to maintain a level of personal grooming and cleanliness that are appropriate for the workplace, which do not detract from the working environment, and establish staff and interns/trainees/associates as the professionals, aside from the clients. Friday is "casual" day allowing for a more relaxed environment but adhering to the same level of appropriateness.
Any clothing that is revealing, too short, too tight, too baggy, has holes or is torn or displays logos or product advertisement does not present a professional appearance and is not considered appropriate. Specific examples of inappropriate workplace attire include:
- Jeans with holes, excessive wear, or decoration
- Halter tops, spaghetti-strap tank tops, tube tops, or other “beach-style” tops
- Shorts
- Sheer or see-through clothing, clearly revealing under garments
- Clothing with lewd, sexually explicit, vulgar, discriminatory, or otherwise inappropriate words, pictures, and/or graphics
- Beach style flip-flops
- Leggings other than black and which are not appropriately covered.
- Visible body piercings beyond earrings
- Extreme hair colors or styles
The foregoing constitutes only a partial list of inappropriate clothing and/or accessories. If a supervisor, manager or director deems a person’s clothing or personal appearance to be inappropriate for the workplace, they will be notified personally.
Personal Business
Interns/trainees/associates are expected to take care of personal affairs during off-work hours. This includes receiving personal mail, cashing personal checks and using the telephone or computer for personal reasons. Using social media sites like Facebook, Twitter, Instagram and LinkedIn for personal communications is not allowed on company equipment and/or during work hours. From time to time the company may authorize social media campaigns. These tools will be use to market an approved message and at the discretion of a Director or President/CEO only.
Workplace Technology & Resources
- Telephone lines are for business use only. Interns/trainees/associates must not tie up lines by either making or receiving personal calls except in emergencies. A Director must authorize long distance business calls unless an intern/trainee/associate’s job duties include the routine making of long distance calls. Interns/trainees/associates will be liable for unauthorized telephone charges.
- Personal cell phone use is strictly prohibited during working hours; interns/trainees/associates must not use cell phones for any reason while driving. Mariposa wants to be reasonable so if/as needed quick calls to family will be allowed but the work flow should not be disrupted and the calls are to be quick and on an as needed basis only.
- All mail delivered to the workplace is presumed to be related to our business. Mail sent to Mariposa will be opened by the office personnel and routed to the recipient.
- Postage meters and letterhead must not be used for personal correspondence.
- Computers and internet access are for Mariposa business only. This includes accessed personal social media accounts such as e.g., Facebook and LinkedIn.
- Violation of any guideline in this policy may result in disciplinary action up to and including termination.
- Interns/trainees/associates have no right of privacy as to any information created, maintained, or transmitted though Mariposa’s computer, voice mail, and e-mail or telephone systems.
Equipment & Supplies
If an intern/trainee/associate supplies his or her own equipment or supplies, he or she should secure these items when not in use. Mariposa is not responsible for the safety and security of these items; additionally, Mariposa’s insurance may not cover the loss of personal items.
Solicitation and Distribution
Interns/trainees/associates may not conduct any solicitation or distribution of literature or materials to other interns/trainees/associates or staff during either working time. Any solicitation activities may take place only during breaks, meal periods, and other non-working times. Non-volunteers are not permitted to solicit or distribute materials anywhere on Mariposa property at any time.
This policy covers a broad range of activities, including solicitations for outside charitable organizations, personal business pursuits and so on, whether conducted in person or by telephone or email. Limited exceptions may be made to this policy with approval of the President/CEO for the purpose of charitable fundraising drives. Any questions about Mariposa’s policies on solicitation and distribution should be directed to the President/CEO.
Media Sites
Mariposa is committed to supporting your right to interact knowledgeably and socially on the Internet through blogging and interaction in social media. It is expected interns/trainees/associates will make appropriate decisions about work-related items and the contents of blogs, personal Web sites, postings on interactive sites, postings on video or picture sharing sites, or in the comments made online, and in responding to comments from posters either publicly or via email. Mariposa respects the privacy, confidentiality, and interests of Mariposa and our current and potential services, employees, partners, customers, and competitors.
Interns/trainees/associates developing a Web site or writing a blog that mention Mariposa and/or our current and potential services, employees, partners, and competitors, must identify that they are interns/trainees/associates Mariposa and that the views expressed on the blog or Web site do not represent the views of Mariposa and they must let their Manager or Director know.
Unless given permission by the President/CEO, interns/trainees/associates are not authorized to speak on behalf of the company.
Interns/trainees/associates may not share information that is confidential and proprietary about Mariposa. This includes information about clients, finances, number of employees, company strategy, and any other information that has not been publicly released by the company.
Mariposa logo and trademarks may not be used.
Interns/trainees/associates must speak respectfully about Mariposa and our current and potential employees, clients, partners, and competitors.
Interns/trainees/associates must not engage in name calling or behavior that will reflect negatively on Mariposa's reputation.
The use of copyrighted materials, unfounded or derogatory statements, or misrepresentation can result in disciplinary action up to and including termination.
Honor the privacy rights of our current interns/trainees/associates by seeking their permission before writing about or displaying internal company happenings that might be considered to be a breach of their privacy and confidentiality.
Interns/trainees/associates may not sell any product or service that would compete with any of Mariposa's products or services without permission in writing. This includes, but is not limited to training, books, products, and freelance writing.
Interns/trainees/associates are legally liable for anything written or presented online. Interns/trainees/associates can be disciplined by the company for commentary, content, or images that are defamatory, pornographic, proprietary, harassing, libelous, or that can create a hostile work environment. Interns/trainees/associates can also be sued by company employees, competitors, and any individual or company that views your commentary, content, or images as defamatory, pornographic, proprietary, harassing, libelous or creating a hostile work environment.
Media contacts about our company and our current and potential products, employees, partners, customers, and competitors should be referred to the Human Resources department.
Confidentiality
Interns/trainees/associates are required to maintain the confidentiality of Mariposa information. Confidential information includes, but is not limited to, our financial status and any information about individuals and their families learned as a result of volunteering with Mariposa. Being an intern/trainee/associate at Mariposa is of a highly confidential nature. All Mariposa Interns/trainees/associates and volunteers are required to maintain the confidentiality of the Center’s clients.
Mandated reporters are required by California law to break client confidentiality ONLY in the following instances: When they have reason to believe that there is child abuse or neglect for a minor under the age of 18; when they have reason to believe that there is physical or financial abuse of an elder or a dependent adult, and when they believe a client is a real threat to an identifiable person. Mandated reporters are not legally required to break confidentiality in the case of a client who intends to harm himself/herself, but at Mariposa, our therapists will break confidentiality to attempt to keep a client safe. This information is always included by Mariposa’s counselors during the intake session with clients. Not all Mariposa employees and volunteers are mandated reporters. Mandated reporters include licensed MFTs, PCC/MFT/MSW Associates and MFT trainees. They also include Mariposa’s child care providers.
For other volunteers of Mariposa, the basic rule to remember is: Nobody is to talk about any of our clients in a way that could identify that client to anyone who is not a Mariposa staff member. This includes telephone calls from anyone wanting to know if a person is a Mariposa client. We are NOT allowed to give out that information without the signed consent of the client.
Further, the exchange of information regarding any client between interns/trainees/associates should be decided on a “need to know” basis and could require having a signed release of client information. Your supervisor can help you with any questions regarding these situations. Interns/trainees/associates are responsible not to divulge or discuss confidential information that relates to any client, their family and/or other volunteers or staff of Mariposa, both during and after volunteering. All electronic exchange of confidential client information may only be exchanged via secure email or fax line. In addition, all interns/trainees/associates must verify both email recipient and fax number are accurate before the electronic exchange of information.