# Refuge House, Inc. — Personnel Manual and Human Resources Handbook *Last updated June 2026.* > **Authoritative source note.** This manual is maintained digitally to ensure currency. The digital version is the authoritative copy: [Personnel Manual and HR Handbook](https://docs.google.com/document/d/1MHlXffCsSLDjGhq4gVYf1jJhtG-hH17HBjZ8ZELTnq4/edit?usp=sharing). Printed/offline formats may not reflect the most current revisions. > **Scope priority.** This manual provides general HR and operational policies for all Refuge House employees. Additional programmatic policies are maintained in the Program Operations Policies and Procedures manual. **In the event of any conflict between this HR/Operations manual and the Program Operations manual, the programmatic policies and procedures take priority.** --- ## Contents 1. [Policy Manual](#policy-manual) 2. [Our Company](#our-company) 3. [Employment Policies](#employment-policies) 4. [Equal Employment Opportunity, Non-Discrimination, and ADA Compliance Policy](#equal-employment-opportunity-non-discrimination-and-ada-compliance-policy) 6. [Nepotism Policy](#nepotism-policy) 7. [Immigration Law Compliance Policy](#immigration-law-compliance-policy) 8. [Grievance Procedure (Employee)](#grievance-procedure-employee) 9. [Conflict of Interest: Outside Employment and Activities](#conflict-of-interest-outside-employment-and-activities) 10. [Post-Employment Contact with Foster Families and Children](#post-employment-contact-with-foster-families-and-children) 11. [Confidentiality and Privacy](#confidentiality-and-privacy) 12. [Intellectual Property Policy](#intellectual-property-policy) 13. [Employee Privacy Policy](#employee-privacy-policy) 14. [Workplace Search Policy](#workplace-search-policy) 15. [Confidentiality of Personnel Information and Professional Communication Standards](#confidentiality-of-personnel-information-and-professional-communication-standards) 16. [Employment Status](#employment-status) 17. [Job Descriptions](#job-descriptions) 18. [Performance Review Policy](#performance-review-policy) 19. [Performance Improvement Process](#performance-improvement-process) 20. [Personnel Training and Development](#personnel-training-and-development) 21. [Leave Policies](#leave-policies) 21. [Drug Testing and Substance Abuse Policy](#drug-testing-and-substance-abuse-policy) 22. [Return to Work After Leave, Injury or Illness](#return-to-work-after-leave-injury-or-illness) 23. [Work Schedule and Hours Policy](#work-schedule-and-hours-policy) 24. [Attendance Policy](#attendance-policy) 25. [Benefits](#benefits) 26. [Payroll](#payroll) 27. [Termination Policy](#termination-policy) 28. [Workplace Guidelines](#workplace-guidelines) 29. [Personal Vehicle Use and Transportation Policy](#personal-vehicle-use-and-transportation-policy) 30. [Disaster and Emergency Plan](#disaster-and-emergency-plan) 31. [E-Policies](#e-policies) 32. [Code of Conduct](#code-of-conduct) 33. [Acknowledgements and Agreements](#acknowledgements-and-agreements) --- ## Policy Manual ### Refuge House Policy Statement The policies and procedures outlined in this manual serve as a framework for operational guidance within Refuge House. They are designed to: - **Provide Clarity and Consistency:** Policies are written in clear, concise language to ensure that all employees understand the expectations and guidelines set forth by the organization. - **Support Decision-Making:** These guidelines are intended to assist employees in making informed decisions that align with the organization's mission and values. - **Promote Accountability:** By establishing a single source of truth for policies, Refuge House ensures that all employees are held to the same standards, promoting fairness and accountability. #### Key Points - **Non-Contractual Nature:** The policies and procedures in this manual are not intended to be contractual commitments by Refuge House. Employees should not construe them as such. - **Flexibility:** Refuge House reserves the right to revoke, change, or supplement these guidelines at any time without prior notice to adapt to evolving organizational needs or external factors. - **No Guarantee of Continuity:** No policy is intended as a guarantee of continuity of benefits or rights. The organization's policies are subject to change based on operational requirements. - **Employment Terms:** No permanent employment or employment for any term is intended or can be implied from any statements in this manual. Employment at Refuge House remains at-will. #### Scope of this Manual - **General HR and Operational Policies:** This manual is intended to provide general human resources and operational policies applicable to all employees of Refuge House. - **Programmatic Policies:** Additional programmatic policies and procedures can be found in the Program Operations Policies and Procedures manual. In the event of any conflict between the policies in this HR and Operations manual and those in the Program Operations manual, the programmatic policies and procedures will take priority. #### Implementation and Compliance - **Training and Communication:** Refuge House will provide comprehensive training programs to educate employees about policy content and establish effective communication channels for updates or changes. - **Feedback Mechanism:** Employees are encouraged to provide feedback on policy modifications through established channels, fostering a culture of inclusion and continuous improvement. - **Regular Audits:** The organization will conduct regular audits to evaluate the effectiveness of policy implementation and identify areas for improvement. #### Policy Management - **Version Control:** A version control system will be implemented to track policy updates and changes, ensuring that the latest versions are available and that historical modifications are documented. - **Policy Manager:** A dedicated policy manager will be responsible for maintaining and updating the policies, ensuring accountability and minimizing confusion. - **Utilization of Technology:** Refuge House will leverage policy management software to streamline the creation, distribution, and tracking of policies, enhancing overall efficiency. #### Continuity of Policies — Right to Change or Discontinue The policies and procedures outlined in this manual serve as guidelines for management and are not intended to be contractual commitments by Refuge House. Employees should not interpret them as such. - **Flexibility:** Refuge House reserves the right to revoke, change, or supplement these guidelines at any time without prior notice to adapt to evolving organizational needs or external factors. - **No Guarantee of Continuity:** No policy is intended as a guarantee of continuity of benefits or rights. The organization's policies are subject to change based on operational requirements. - **Employment Terms:** No permanent employment or employment for any term is intended or can be implied from any statements in this manual. Employment at Refuge House remains at-will. By adhering to these guidelines, Refuge House aims to create a work environment that is both supportive and adaptable, ensuring that all employees are equipped to contribute effectively to our mission while understanding the dynamic nature of organizational policies. *Applicants sign a statement confirming receipt of the policy manual and understanding of its contents.* --- ## Our Company ### Mission To serve today's forgotten youth and families by providing stable growth environments and guiding them down the road to a successful tomorrow. ### Vision To see those we have served increase the value of the investment in their lives by passing it on to someone else. ### Our Ethical Foundation Refuge House operates from a fundamentally Christian ethical framework. The way we treat one another — staff, the children and families we serve, foster and adoptive parents, partners, and the public — is to reflect that foundation at all times. We are called to "do justly, and to love mercy, and to walk humbly" (Micah 6:8, KJV); to "love thy neighbour as thyself" (Mark 12:31, KJV); and to remember that in caring for the vulnerable we serve Christ Himself: "Inasmuch as ye have done it unto one of the least of these my brethren, ye have done it unto me" (Matthew 25:40, KJV). These principles undergird — rather than replace — our legal and professional obligations. Where this manual sets standards for personal conduct, communication, and care, those standards are to be carried out in a spirit of integrity, kindness, humility, and respect for the God-given dignity of every person. This ethical foundation guides the *conduct* expected of everyone who works at or with Refuge House, and applies to employees of all faiths and backgrounds. It is fully consistent with — and does not diminish — Refuge House's commitment to equal employment opportunity, non-discrimination, and compliance with all applicable employment laws and Chapter 749 Minimum Standards. ### Company History Refuge House Inc. was founded in 2002 by Michele Gorman and Jeannie Duarte, incorporated as a Not-for-Profit corporation in the State of Texas in 2002 and received 501(c)3 tax-exempt, tax-deductible status in 2004. In that same year, Refuge House secured licensing as a Child Placing Agency and a contract with the State of Texas to place children displaced from their homes as a result of abuse or neglect. In September of 2004, Refuge House placed its first 6 children in care and has grown to serve hundreds of children each and every year. In August of 2008, we placed our first child in a Refuge House San Antonio, Inc. home. Both locations have been continuously operated since the first placement. View the [Current Org Chart](https://docs.google.com/drawings/d/1NN51MDouA7K5ASG1xLYyeBFJEfITGP2tawoBWck6TDo/edit?usp=sharing). ### Company Snapshot Refuge House provides a complete wrap-around program to the children in our care and we guide abused and neglected children to a successful tomorrow. Refuge House helps both the child and the foster-caregivers through the transition of out-of-home placement and visitation. Refuge House provides support and services that help foster children overcome the abuse and neglect they have experienced. Refuge House also fosters close relationships with the foster parents who partner with us so that we can all work together to provide the best care possible for our kids. Our foster and adoption agency employs Trust-Based Relational Intervention (TBRI) to provide trauma-informed care for children who have experienced adversity. TBRI focuses on building trust and relationships between caregivers and children, addressing their physical, emotional, and behavioral needs through Empowering, Connecting, and Correcting Principles. This approach helps in improving attachment, reducing behavioral challenges, and enhancing mental health outcomes for foster children, while also supporting caregivers with the necessary skills and tools. ### Services Provided - Recruitment, training, and assessment of foster and adoptive parents - Interventions to ensure that children who enter foster care have safe, stable, and permanent long-term caregivers (including biological parents whenever possible and adoptive parents when needed) - Assessment of the child's placement situations - Home visitation counseling and support - Help with obtaining needed resources - Reunification visits and permanency planning meetings - Refuge House currently provides services to many children and parents each year - Beginning in 2025, Refuge House will begin providing services using the T3C package-based model. As placements are implemented within each of the packages, additional services will be provided based upon the package requirements, including after care, and kinship care. This handbook will be updated as these services are rolled out to Refuge House clients. ### Partnerships with DFPS and SSCCs Our private foster care and adoption agency in Texas partners with the Department of Family and Protective Services (DFPS) and Single Source Continuum Contractors (SSCCs) to provide comprehensive foster care and adoption services. Through these contracts, we deliver placement, case management, and supportive services aimed at ensuring safety, permanency, and well-being for children and families. An SSCC (Single Source Continuum Contractor) is a nonprofit or local governmental entity contracted by DFPS to manage and coordinate the full continuum of foster care services within a specific geographic area, including foster home placements, kinship care support, case management, adoption services, and preparation for adult living programs. --- ## Employment Policies ### Employee Selection Process Refuge House provides equal opportunity to all applicants on the basis of demonstrated ability, experience, training, and potential. Qualified persons are selected without prejudice or discrimination as stated in the company's Equal Opportunity policies. The employment requisitions, initiated by the Executive Director or HR Staff will define the job-related tasks and qualifications necessary to assume the position. The defined tasks and stated qualifications will be the basis for screening applications. #### Initial Interviews and Screening - The Management Team will conduct structured initial interviews limited to job-related questions to assess candidates' experience, demonstrated ability, and training. Initial interviews may be conducted via telephone. - Pre-employment tests that are demonstrated to be job-relevant and valid according to accepted professional practices may be used. These tests must be administered only by trained personnel in a prescribed professional manner. All interviewed applicants will be asked to take the test. #### Additional Required Screening *Staff background checks are governed agency-wide by the **Background Check and Eligibility Policy (FC-BC-01)**, which sets out the full requirements — the HHSC Child Care Regulation / CBCU process, fingerprinting, eligibility determinations, five-year renewal, and ongoing monitoring — for staff, caregivers, volunteers, and contractors. The provisions below summarize the staff-facing requirements; the full policy controls.* - Prior to employment, Refuge House must verify at least two references for each applicant. These references must provide factually verifiable and job-related information only. - Criminal background checks must be conducted in accordance with Texas Administrative Code (TAC) Chapter 745 and Chapter 749 requirements. This includes fingerprint-based criminal history checks conducted through the Texas Department of Public Safety (DPS) and Federal Bureau of Investigation (FBI). - Applicants must undergo a Central Registry check for any history of abuse or neglect as required by TAC Chapter 749. - Applicants must provide documentation of a negative tuberculosis (TB) test result. #### Additional Requirements per Minimum Standards (Chapter 749) - All applicants who will serve as caregivers or employees providing direct care must complete DFPS-required training on recognizing and reporting child sexual abuse before providing direct care and annually thereafter. - Applicants who will administer psychotropic medications must complete DFPS psychotropic medication training during pre-service training and annually thereafter. - Applicants who provide direct care must complete Pediatric First Aid and Pediatric CPR certification prior to being solely responsible for a child in care. #### Reference and Background Checks - Before extending an employment offer, at least two applicant references must be checked. Inquiries are made professionally requesting only factually verifiable and job-related information. *Applicants sign a statement providing their consent to the release of information.* - All job offers are contingent upon background checks to ensure safety and security. - Applicants must sign release forms authorizing thorough background checks. *Applicants sign a statement providing their authorization to conduct a background check.* - Background checks verify skills, driving history, and criminal history. - Employment offers will be retracted if criminal history is not clear. #### Health Screening Requirements - Prior to employment, applicants must provide evidence of a negative tuberculosis (TB) test result. - Documentation of a negative TB test result is required prior to employment. #### Required Documentation Once an employment offer is accepted, the candidate is required to provide: - Valid driver's license - Social security card or number - Copy of academic transcripts - Proof of auto insurance - Results of a negative TB test - Clean resume - Employment eligibility verification in accordance with federal law #### Employment Offer Approval After candidate interviews, verification of employment history, reference inquiries, criminal background checks, Central Registry checks, and health screenings have been completed, the hiring manager is responsible for making the employment offer. Before a verbal offer is made, the Executive Director must give approval. #### Employment Offer After a candidate has verbally accepted an offer including position, employee classification, salary or rate, and starting date: - A written offer confirming these terms will be prepared by the personnel department. - The candidate will sign an acceptance statement acknowledging that employment is subject to verification of identity and eligibility and may be terminated at any time for any reason. - The verbal or written offer will not imply permanent or long-term employment unless explicitly filling a temporary position of known duration. #### Record Retention Following employment, all documentation related to hiring decisions — including application materials, interview notes, reference checks, background checks results, TB test results, training certifications (including Pediatric First Aid/CPR certifications), psychotropic medication training documentation (if applicable), caregiver sexual abuse training certificates — will be retained by the HR Staff in accordance with DFPS record retention requirements. --- ## Equal Employment Opportunity, Non-Discrimination, and ADA Compliance Policy Refuge House is committed to ensuring equal employment opportunities for all individuals. This policy reflects our dedication to compliance with applicable laws, including the Americans with Disabilities Act (ADA), the Texas Administrative Code and Chapter 749 Minimum Standards for Child-Placing Agencies, and the terms of the Residential Child Care (RCC) contract. *(This policy consolidates Refuge House's former separate Equal Opportunity and EEO/ADA policies, June 2026.)* ### 1. Policy Statement Refuge House selects the most qualified person for each position without discrimination. All employment decisions are made based on merit, qualifications, and business needs. Pre-employment inquiries focus solely on an applicant's ability to perform the essential functions of the position. ### 2. Non-Discrimination Commitment Refuge House prohibits discrimination against applicants or employees on the basis of race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, ancestry, age, disability (physical or mental), genetic information, veteran status, or any other status protected under applicable federal, state, or local laws. ### 3. Scope of Application This policy applies to all employment practices and personnel actions, including but not limited to: recruitment and advertising; application and hiring processes; testing and screening; training and professional development; promotions, transfers, demotions, and layoffs; compensation (including rates of pay and overtime); termination of employment; and other terms and conditions of employment. ### 4. Reasonable Accommodations (Disability and Religion) Refuge House provides reasonable accommodations for qualified individuals with disabilities and for sincerely held religious beliefs and practices, in accordance with applicable laws, unless doing so would cause undue hardship. Refuge House will provide reasonable accommodations to qualified individuals with known disabilities to enable them to perform the essential functions of their job. Employees or applicants requesting accommodations should notify Human Resources and may be required to provide documentation supporting the request. Refuge House engages in a good-faith interactive process to identify effective accommodations. ### 5. Equal Treatment and Associational Protections Qualified individuals with disabilities will receive equal pay and benefits and will not face discrimination in job assignments, classifications, organizational structures, or career progression opportunities. All types of leave will be made available on an equal basis to employees with disabilities. Refuge House also prohibits discrimination against employees or applicants based on their association with a person with a disability. ### 6. Confidentiality Information about an employee's disability or accommodation request will be kept confidential and shared only on a need-to-know basis. ### 7. Compliance with Chapter 749 Minimum Standards Refuge House ensures compliance with Chapter 749 standards for child-placing agencies by maintaining personnel records that document adherence to non-discrimination policies (§749.941); providing training to staff on diversity and inclusion (§749.943); and ensuring all hiring practices align with the rights of children in care (§749.121). Where state or local laws provide greater protections than federal law, Refuge House will adhere to those greater protections. ### 8. Anti-Retaliation and Reporting Refuge House strictly prohibits retaliation against any individual who reports discrimination, requests an accommodation, participates in an investigation, or exercises their rights under this policy. Any employee or applicant who believes they have been subjected to discrimination or retaliation should report the matter promptly to Human Resources or the designated Equal Opportunity Officer. Employees may report concerns without fear of retaliation. *This policy is not exhaustive or exclusive. Refuge House is committed to taking all necessary actions to ensure equal employment opportunity in accordance with the ADA and all applicable laws.* --- ## Nepotism Policy Relatives of Refuge House employees may apply for employment and will be considered based on their qualifications. However, to avoid conflicts of interest, relatives cannot supervise, evaluate, or work directly under the same supervisor or manager. Additionally, relatives are prohibited from working in sensitive areas such as accounting, personnel, or research and development. A relative is defined as anyone related to an employee by blood, marriage, or adoption within the following degrees: parent (including in-laws), child, grandparent, grandchild, sibling (including in-laws), aunt, uncle, niece, nephew, and first cousin. Employees must disclose any existing or potential relationships with relatives within the organization to Human Resources. Exceptions to this policy may be granted if no conflict of interest exists and appropriate measures are implemented to mitigate risks. Failure to disclose such relationships may result in disciplinary action. --- ## Immigration Law Compliance Policy Refuge House is committed to employing only United States citizens and aliens authorized to work in the United States and does not unlawfully discriminate based on citizenship or national origin. Refuge House adheres to all applicable federal and state laws, including the Immigration Reform and Control Act of 1986. **I-9 Compliance.** Each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. Former employees who are rehired must also complete the form if they have not completed an I-9 with Refuge House within the past three years, or if their previous I-9 is no longer retained or valid. **Employee Rights.** Employees may raise questions or complaints about immigration law compliance without fear of reprisal. Refuge House will not retaliate against any employee who raises such concerns in good faith. --- ## Grievance Procedure (Employee) **Purpose.** To establish a clear and efficient process for addressing employee grievances in alignment with Chapter 749 and the 24-Hour Residential Child Care (RCC) Contract, ensuring fairness and compliance with applicable standards. **Definition.** A grievance is any dispute or complaint arising between an employee and Refuge House regarding employment practices, policies, or decisions. ### Procedure **Step 1: Initial Discussion with Supervisor** - The employee must present the grievance to their immediate supervisor within a reasonable time frame. - The supervisor will provide a written response to the grievance within five working days, excluding weekends and holidays. **Step 2: Escalation to Department Head** - If unresolved in Step 1, the employee may escalate the grievance to the department head or their designee within five working days of receiving the Step 1 response. - At this stage, the grievance must be submitted in writing and signed by the employee. The department head will issue a written response within five working days. **Step 3: Review by Executive Director** - If still unresolved, the employee may escalate the grievance to the Executive Director or their designee. - The Executive Director will provide a written response within five working days. **Representation.** Employees may choose another Refuge House employee to represent them during any step of the grievance procedure. **Time Limits.** Specified time limits exclude Saturdays, Sundays, and holidays. **Final Resolution.** If unresolved after Step 3, Refuge House may refer the grievance to an outside arbitrator for impartial and binding resolution. Arbitration costs will be split equally between Refuge House and the employee. All other costs are borne by the party incurring them. **Legal Representation.** Employees may engage legal counsel at their own expense during arbitration or mediation. **Binding Decision.** The arbitrator's decision is final, conclusive, and binding on both parties. Alternatively, mediation may be pursued if agreed upon by both Refuge House and the employee. This streamlined procedure ensures compliance with Chapter 749 standards for fair treatment while maintaining operational efficiency. --- ## Conflict of Interest: Outside Employment and Activities **Policy Statement.** Refuge House leadership recognizes that employees may engage in hobbies or other avocations for personal enjoyment or financial necessity. However, due to the sensitive nature of the foster care and adoption industry, Refuge House expects all employees to prioritize their duties and responsibilities to the agency above any external activities or employment. 1. **Priority of Refuge House Duties** — Employees must ensure that any outside employment or activity does not interfere with their ability to perform their job responsibilities at Refuge House. Refuge House duties must take precedence over any external commitments when conflicts arise. 2. **Conflicts of Interest** — A conflict of interest is defined as any situation where outside employment or activities compromise the employee's ability to act in the best interest of Refuge House or its clients; create a perception of impropriety, favoritism, or bias; or jeopardize the integrity or reputation of Refuge House. Employees are required to disclose any potential conflicts of interest to their supervisor and Refuge House management immediately upon identification. 3. **Corrective Action** — If an ongoing conflict of interest is identified and cannot be resolved, corrective action may be taken, including reassignment of duties, suspension from work, or termination for cause if the conflict significantly impacts the employee's ability to fulfill their responsibilities. 4. **Prohibited Activities** — Employees are expressly prohibited from engaging in any external role that conflicts with Refuge House's mission, policies, or ethical standards; competes with Refuge House's services or operations; or creates a risk of confidentiality breaches involving Refuge House clients or sensitive information. 5. **Compliance and Monitoring** — Refuge House reserves the right to evaluate each case individually and determine appropriate actions based on the circumstances. All employees must cooperate fully with management in addressing and resolving potential conflicts of interest. By adhering to this policy, Refuge House ensures that its operations remain focused on providing high-quality care and services while maintaining trust and integrity in its relationships with clients, foster families, and stakeholders. *Applicants sign a statement providing their receipt and understanding of the Conflict of Interest policy.* --- ## Post-Employment Contact with Foster Families and Children **Purpose.** This policy establishes guidelines for contact between former employees of Refuge House and foster families or children to ensure the best interests of the children, compliance with legal standards, and the protection of Refuge House's operations. ### Policy Statement 1. **General Provisions** — Refuge House values the relationships between staff and clients but recognizes the need to regulate post-employment contact to prevent conflicts of interest, breaches of privacy, or disruptions to care. Management reserves the right to evaluate and determine whether contact between former employees and clients is in the best interest of the child, family, or agency. 2. **Restrictions on Contact** — Upon termination of employment, regardless of the reason, former employees are prohibited from maintaining contact with foster families or children if such contact creates a conflict of interest, breaches confidentiality or security protocols, or is deemed not in the best interest of the child or family by Refuge House management. Any attempt to recruit foster families or children to another agency or competitor is strictly prohibited and constitutes a direct violation of this policy. 3. **Contact with Foster Children** — Contact with foster children by former employees is subject to written approval by the child's Managing Conservator (typically DFPS) and Refuge House management. Unauthorized contact is expressly prohibited as it may cause confusion or emotional distress for the child, disrupt the child's placement or treatment plan, or violate state standards and legal requirements. 4. **Evaluation and Authorization** — Refuge House reserves the right to assess individual cases and provide written authorization for continued contact with foster families or children, contingent on written consent from the child's Managing Conservator and a determination that such contact serves the best interests of all parties involved. 5. **Consequences for Violations** — Any unauthorized contact by a former employee will result in immediate cessation of any approved interactions and potential legal action at the expense of the former employee. --- ## Confidentiality and Privacy ### Confidentiality and Non-disclosure Agreement Policy **Policy Statement.** As part of their employment with Refuge House, employees will have access to confidential information critical to the safety and well-being of children and families served by the organization. Employees are required to safeguard this information and any proprietary knowledge gained during their employment. To ensure compliance, employees must sign a confidentiality and proprietary information agreement at the time of hire. **Agreement Terms** 1. **Confidential Information** — Employees agree not to disclose or use, during or after their employment, any proprietary information obtained through their work at Refuge House. This includes, but is not limited to: processes, know-how, designs, charts, records, diagrams, formulas, data; accounting or financial data, salary data, marketing data, business plans and strategies; negotiations and contracts, research materials, foster family or child lists; and training materials and curriculums. 2. **Return of Materials** — Upon termination of employment, employees must promptly return all documents or materials containing proprietary information to Refuge House. 3. **Irreparable Harm** — Employees acknowledge that unauthorized use or disclosure of proprietary information would cause irreparable harm to Refuge House. Employees consent to immediate injunctive relief from a court of competent jurisdiction to prevent such violations. 4. **Binding Nature** — This agreement is binding upon the employee's successors, heirs, assigns, and personal representatives. It also benefits the successors and assigns of Refuge House. 5. **Legal Fees in Disputes** — In the event of a dispute arising from this agreement, the prevailing party is entitled to reasonable legal fees and costs. 6. **Acknowledgment of Costs** — Employees recognize that proprietary information is created at substantial cost to Refuge House and agree to protect it accordingly. *All new employees will be required to review and sign this agreement as part of their onboarding process. Failure to comply with the terms outlined in this policy may result in corrective action up to and including termination for cause.* --- ## Intellectual Property Policy **Purpose.** This policy establishes the ownership and management of intellectual property created by employees of Refuge House during their employment, ensuring alignment with organizational goals and compliance with applicable legal standards. ### Policy Statement 1. **Ownership of Intellectual Property** — All intellectual property, including but not limited to processes, training materials, copyrights, and other intangible assets developed or conceived by employees during their employment at Refuge House, shall be the sole property of Refuge House. This includes intellectual property created individually or collaboratively with others while employed at Refuge House. 2. **Compensation** — Employees will not receive additional compensation for intellectual property contributions beyond their normal salary and benefits. 3. **Disclosure Requirements** — Employees must promptly disclose any intellectual property they develop or conceive during their employment to Refuge House management. 4. **Scope of Coverage** — This policy applies to all intellectual property created during working hours, using Refuge House resources or facilities, or related to the mission, operations, or services of Refuge House. 5. **Legal Compliance** — Refuge House will comply with all applicable federal, state, and local laws regarding intellectual property rights. 6. **Enforcement** — Any disputes or violations of this policy will be addressed through internal procedures and may result in corrective action up to and including termination. --- ## Employee Privacy Policy Refuge House recognizes our employees' rights to privacy while balancing our obligations as a residential child care provider to maintain appropriate supervision, documentation, and reporting as required by Texas regulatory standards. ### Collection and Protection of Information 1. The collection of employee information will be limited to that which the company needs for business, regulatory compliance, and legal purposes. 2. The confidentiality of all personal information in our records will be protected. 3. All in-house employees involved in record keeping will be required to adhere to these policies and practices. Violations of this policy will result in disciplinary action. 4. Internal access to employee records will be limited to those employees having an authorized, business-related need-to-know. Access may also be given to DFPS, HHSC, or other government agencies pursuant to court order, subpoena, or as required for regulatory compliance. 5. The company will refuse to release personal information to outside sources without the employee's written approval, unless legally required to do so. ### Employee Access to Records Employees are permitted to see the personal information maintained about them in the company records. They may correct inaccurate factual information or submit written comments in disagreement with any material contained in their company records. ### Protection of Child and Client Information 1. Employees must maintain strict confidentiality regarding information about children in care, consistent with DFPS requirements and applicable state laws. 2. Employees must comply with all reporting requirements outlined in the 24-Hour Residential Child Care Requirements, including timely notification of serious incidents within specified timeframes. 3. Documentation related to children in care must be maintained according to DFPS standards and accessible for regulatory review. ### Workplace Monitoring 1. The employee's work output, whether it be documents, computer files, or any other work product, belongs to Refuge House. Work output is subject to review by management. 2. Company assets including computers, desks, and lockers are subject to search or investigation. ### E-Mail and Computer Usage 1. E-mail and other computer files should primarily be used for business purposes. Limited personal use may be permitted provided it does not interfere with work responsibilities. 2. All electronic communications regarding children in care must comply with confidentiality requirements. **PHI/PII is not sent by standard email** (including to Refuge House staff); documents are exchanged through approved secure channels — Egnyte, the Foster Parent Portal, or Pulse — or by physical delivery, consistent with the IT Data Management & Security Policy (§5.2). 3. Management reserves the right to enter, search and monitor the computer files or e-mail of any employee, without advance notice, for business purposes, such as: investigating potential policy violations; ensuring compliance with DFPS requirements; protecting confidential information of children in care; or monitoring workflow or productivity of employees. --- ## Workplace Search Policy **Purpose and Scope.** To ensure the safety and well-being of the children in our care, their families, our employees, and to safeguard property, Refuge House maintains the right to conduct workplace searches when necessary. This policy helps enforce Refuge House's standards prohibiting misconduct, including theft and the unlawful use or possession of drugs or alcohol, while respecting privacy to the extent possible. **Policy Statement.** Management may question employees and/or inspect personal property or any area from which Refuge House conducts business when there is reasonable suspicion of policy violation or safety concern. This includes, but is not limited to: personal items brought to Refuge House premises (vehicles, bags, containers, electronic devices); company-provided equipment and spaces (offices, desks, vehicles, computers, lockers, tools); and any areas where children receive care or services. ### Search Procedures 1. Searches will be conducted with respect for privacy and dignity while maintaining safety priorities. 2. When possible, searches will be conducted in the presence of the employee unless immediate action is required for child safety. 3. Management will document the reason for the search, items examined, and any findings. At least two staff members must be present during any search. 4. Items found during a search that suggest illegal activity may be turned over to law enforcement. **Employee Expectations.** Employees are expected to cooperate with workplace searches. Refusal to cooperate may result in disciplinary action up to and including termination. **Connection to Background Check Requirements.** This policy works in conjunction with HHSC background check requirements. As required by Texas regulations, all employees undergo comprehensive background checks, including criminal history and abuse/neglect registry checks, conducted through the Centralized Background Check Unit. **Special Considerations for Child Care Settings.** When conducting searches in areas where children are present, staff will minimize disruption to childcare activities, conduct searches in a manner that avoids alarming children, and prioritize maintaining appropriate supervision ratios at all times. **Policy Enforcement.** Violations of this policy are subject to disciplinary action, up to and including immediate termination. Questions regarding this policy should be directed to the Executive Director. *Note: Reviewed in the June 2026 annual review and to be reviewed annually thereafter to ensure alignment with Texas Health and Human Services Commission requirements, T3C service standards, and applicable regulations for residential childcare operations.* --- ## Confidentiality of Personnel Information and Professional Communication Standards **Policy Statement.** Refuge House is committed to maintaining appropriate confidentiality of sensitive personnel information while respecting employees' legal rights. This policy establishes guidelines for protecting confidential information and maintaining professional communication standards that create a respectful workplace environment for everyone. **Who This Policy Applies To.** This policy applies to all employees, contractors, and volunteers who have access to personnel information in their official capacity at Refuge House. Whether you work in HR, serve as a manager, or simply have access to sensitive information through your daily responsibilities, these guidelines help ensure we maintain the trust and professionalism our mission requires. **What Information Must Be Kept Confidential.** Personnel information is more than just what's in someone's file. When you have access to sensitive information about your colleagues through your job duties, that information carries special responsibilities. This includes personnel files and records accessed by HR staff, managers, or administrative personnel, payroll processing data handled by authorized personnel, benefits administration records, performance evaluation details, disciplinary actions and corrective measures, medical information and accommodation requests, and background check results and hiring decisions. If you learned something about a coworker's employment situation because of your job responsibilities rather than because they chose to share it with you personally, that information should be treated as confidential. **Special Obligations for Those with Access to Personnel Information.** If your job gives you access to personnel information, you must maintain strict confidentiality of all personnel records and data, access personnel information only for legitimate business purposes, and secure all physical and electronic personnel documents. You should refrain from discussing personnel information with unauthorized individuals and report any suspected breaches of personnel information confidentiality. You must never share another employee's compensation, benefits, or other employment details with anyone else without that person's explicit permission. **Professional Communication Standards.** Consistent with our ethical foundation, Refuge House holds communication to a high standard — "Let no corrupt communication proceed out of your mouth, but that which is good to the use of edifying, that it may minister grace unto the hearers" (Ephesians 4:29, KJV). We expect all employees to conduct conversations in a manner that promotes workplace harmony, avoid discussions that may create unnecessary tension or conflict, and respect colleagues' privacy and personal boundaries. During business hours, focusing conversations on work-related matters helps maintain productivity and professionalism. This means exercising appropriate discretion when discussing workplace matters, considering how conversations might impact team morale and productivity, maintaining confidentiality of sensitive information learned through work relationships, and avoiding speculation or gossip about personnel matters. There's a difference between discussing your own employment situation and sharing information about others. **Additional Responsibilities for Managers and Supervisors.** Supervisors and managers must maintain confidentiality of all employee performance, compensation, and disciplinary information, discuss personnel matters only with authorized individuals on a need-to-know basis, and secure all personnel documents and communications. Any breaches of confidentiality should be reported to HR immediately. As a leader, your approach to these matters sets the tone for your entire team. **Understanding Your Rights.** This policy does not restrict employees' rights under federal labor law to discuss their own wages, hours, or other terms and conditions of employment with coworkers. Refuge House recognizes and respects these legal protections. You have the right to discuss your own employment situation, but this right does not extend to sharing information about others' compensation or benefits. **When to Report Concerns.** If you suspect violations of this policy, please report them to your immediate supervisor, Human Resources, or the Executive Director. **Violations.** Violations of this policy may result in disciplinary action up to and including termination, particularly for unauthorized disclosure of confidential personnel information, breach of professional communication standards, or failure to maintain required confidentiality in job duties. --- ## Employment Status ### Helpful Terms - **Anniversary Date:** The first day on the job with the company. Performance reviews are completed annually on or around this date. - **Reinstatement:** When employees are re-employed after termination, they lose their original anniversary date and are assigned a new date corresponding to their first day back. This policy doesn't apply to layoffs or employees erroneously terminated and later reinstated. - **Employee:** A person employed full-time or part-time to work for wages, salary, or other compensation. For child-placing agencies, this includes all agency staff and any owner who is present at the operation or a foster home or transports any child in care. - **Full-time:** A normal work schedule of at least **40 hours per week**. *(Note: the Affordable Care Act (ACA) defines "full-time" as 30+ hours/week, but that definition governs the ACA employer mandate only for "Applicable Large Employers" — those with 50 or more full-time-equivalent employees. Refuge House is currently below that threshold, so it sets full-time at 40 hours. This definition is to be revisited if Refuge House approaches 50 employees — see Family and Medical Leave and Payroll.)* - **Part-time:** An employee hired for an indefinite period with a normal work schedule of at least 20 but less than 40 hours per week. - **Temporary:** An employee hired for a position with a scheduled workweek ranging from less than 20 to 40 hours, but required for only a specific, known duration, usually less than six months. Temporary employees do not qualify for regular company benefits. - **Invoicing / Unit-Based Employee:** An employee whose compensation is based on documented units of service and/or hourly work performed (rather than a fixed salary), and who submits an invoice or unit/time log for the work completed. Unit-based and hourly work must be logged to specific, allowable, case-related activities (see *Work Logging and Allowable Activities*, below) and remains subject to the timekeeping and overtime rules in the Payroll section. #### Labor Classifications - **Exempt:** An employee considered to be managerial, administrative, professional, or outside sales, exempt from overtime payment under the Fair Labor Standards Act. - **Non-exempt:** An employee who devotes most of their hours in activities that are not managerial, administrative, professional, or outside sales, and is eligible for overtime payment. #### Service Providers and Other Roles - **Contract Service Provider:** A person or entity contracting with the operation to provide a service, whether paid or unpaid. Also referred to as contract staff and contractor. - **Contracted Specialist / Contracting Entity:** An individual professional or entity engaged under contract to perform defined, duty-based roles requiring specific licensure or credentials — for example, a Registered Nurse (RN), Licensed Clinical Social Worker (LCSW), Licensed Professional Counselor (LPC), or psychologist. Contracted specialists are not employees; they are engaged for specific deliverables or duties and are responsible for their own licensure, insurance, and tax obligations. Where their work is billable, it must be documented to allowable case-specific activities. - **Volunteer:** A person who provides (A) child-care services, treatment services, or programmatic services under the agency's auspices without monetary compensation, or (B) any type of services without monetary compensation when the person has unsupervised access to a child in care. - **Caregiver:** A person counted in the child-caregiver ratio for foster care services, including employees, foster parents, contract service providers, and volunteers. Duties include direct care, supervision, guidance, and protection of a child in care. This includes anyone solely responsible for a child in foster care. #### Professional Qualifications - **Human Services Field:** A field of study containing coursework in social sciences (psychology and social work) including counseling classes focusing on normal and abnormal human development and interpersonal relationship skills from an accredited college or university. Coursework in guidance counseling does not apply. - **Child Placement Staff:** Employees who perform child placement activities must meet specific educational qualifications (bachelor's or master's degree) and professional experience requirements relating to assessments, service planning, or case management duties. - **Child Placement Management Staff:** Employees who perform child placement management activities must meet higher qualifications, including specific educational requirements and more extensive professional experience. - **Licensed Administrator:** A person who holds a Child-Placing Agency Administrator License according to Chapter 43 of the Human Resources Code. Must be a full-time employee of the agency and be present at a Texas office to provide on-site administrative oversight. #### Work Logging and Allowable Activities Many Refuge House roles — particularly direct-service, case management, invoicing/unit-based, and contracted specialist roles — are required to **explicitly log their work toward allowable, case-specific activities**. Under the T3C service model and applicable contract and cost-reporting requirements, time and units of service must be associated with specific children, service packages, and allowable activities in order to be documented, supported, and (where applicable) billed. Employees and contractors in these roles must record their work accurately and contemporaneously in the designated system. See the *Timekeeping Policy for Residential Care Staff* and *T3C Implementation: Enhanced Expense Tracking Requirements* sections for the related requirements. --- ## Job Descriptions Job descriptions are available with the Office Manager and/or Executive Director for all positions in the company. Each job description includes the following required elements: job identification; essential job qualifications; summary statement; assigned responsibilities or duties; and supervisor or rater. In accordance with Chapter 749 of the Minimum Standards for Child-Placing Agencies, all positions within the organization maintain current job descriptions. Job descriptions for specialized roles include necessary professional licensures, certifications, or registrations as required by state regulations. Position descriptions serve multiple purposes, including determining employee selection requirements, establishing clear job requirements, supporting fair performance appraisals, mapping organizational structure, and determining the relative worth of jobs in relation to each other. Company management conducts regular reviews of all positions to ensure equity, consistency, regulatory compliance, and that all job descriptions accurately reflect current responsibilities and qualifications. This review process helps maintain alignment with changing regulations and organizational needs. All job descriptions for positions involving direct care, treatment services, or access to children clearly define the scope of responsibilities, reporting structure, and necessary qualifications to ensure appropriate staffing for child safety and wellbeing. --- ## Performance Review Policy New employees will receive their first performance review after 90 days of employment. Following the initial review, performance evaluations will be conducted annually. The supervisor and employee will collaboratively establish performance goals during each review that support both departmental objectives and professional development. **Preparation and Notification.** The supervisor will notify the employee at least one week before the scheduled performance review, providing the time, location, and discussion topics. Both parties should prepare by reviewing progress toward previously established goals, identifying professional strengths and areas for development, preparing recommendations for future goals and responsibilities, and summarizing overall job performance. **Review Meeting.** The supervisor will conduct the performance review in a private setting without interruptions. The discussion will focus on the employee's job performance, achievement of goals, and professional development. Both parties will have the opportunity to provide input in a constructive, two-way conversation. **Documentation.** At the conclusion of the review: the employee will sign the completed evaluation form to acknowledge participation; the employee may provide written comments to be included in the record; the next review date will be noted on the form; the employee will receive a signed copy of the evaluation; and the completed evaluation will be reviewed by the next level of management and placed in the employee's personnel file. --- ## Performance Improvement Process Performance improvement plays a vital role in maintaining quality care standards while ensuring compliance with Chapter 749 and 24-hour Residential Child Care requirements. This policy establishes a structured approach to address performance concerns effectively. When performance concerns arise, the following steps may be implemented: ### 1. Verbal Coaching - Supervisor will review specific job requirements and performance expectations - Clear identification of performance issues with concrete examples - Specific guidance on necessary improvements - Documentation of the conversation with date and content - Established timeline for improvement ### 2. Written Improvement Plan When verbal coaching hasn't resulted in sufficient improvement: written documentation clearly defining performance concerns; specific, measurable expectations for improvement; reasonable timeline for demonstrating progress; resources available to support improvement; and employee signature acknowledging receipt. ### 3. Performance Probation For serious or continuing concerns: probation period typically ranges from 2-30 days based on circumstances. Written notice includes specific performance issues, reference to previous improvement efforts, clear expectations and metrics for success, schedule for progress meetings, and potential outcomes if goals aren't met. Regular progress meetings with documentation and formal acknowledgment of successful completion. ### 4. Administrative Leave May be implemented when investigation of serious concerns is necessary or the situation potentially affects child safety or program integrity. Duration limited to time necessary for proper investigation; documentation specifies reason and expected timeline. ### 5. Termination Implemented with Executive Director approval when required improvement hasn't been achieved despite support, serious violations affecting child safety have occurred, and complete documentation supports the decision. **Documentation Requirements.** All performance improvement actions must be documented according to Chapter 749 standards, including specific performance concerns and their impact on care quality, clear improvement expectations aligned with regulations, support and resources provided, employee response and progress, and dates and signatures of all involved parties. The Executive Director and supervisors will collaborate to determine appropriate actions based on the specific circumstances, employee history, and most importantly, the best interests of the children we serve. --- ## Personnel Training and Development Refuge House maintains a comprehensive, competency-based training program for all personnel involved in service delivery. This section summarizes the **staff (personnel)** training requirements. The complete requirements — for staff, foster/adoptive caregivers, kinship caregivers, and contracted treatment team members — are established in the **Staff and Caregiver Training Policy (FC-16)** and its companion **Staff and Caregiver Training Procedure (FC-16.1)** in the Program Operations Policies and Procedures. Where this summary and the full policy differ, **the full policy controls**. ### Training Philosophy All Refuge House training integrates Trust-Based Relational Intervention® (TBRI®) within a trauma-informed, competency-based approach: training is measured by demonstrated competency — not attendance alone — and is tailored to each role and T3C Service Package. ### Staff (Personnel) Training Requirements - **Orientation / pre-service (within 30 days of hire).** All new staff complete a minimum of approximately **14–15 hours** of core training, including Agency Orientation, T3C System Overview, TBRI® Foundations, Human Trafficking Prevention, Policies and Procedures review (TAC §749.931), and documentation/Radius training. - **Position-specific training.** Additional role-based training is required — for example, executive leadership (T3C compliance, quality-assurance oversight, clinical supervision), Case Managers (service planning and CANS 3.0, STAR Health coordination, family engagement and permanency, and package-specific training for their caseloads), and clinical staff (TBRI® clinical application and crisis intervention). - **Annual training.** All staff complete a minimum of **20 hours per year**, including a TBRI® refresher, policy/regulatory updates, Human Trafficking Prevention refresher, and position- and package-specific continuing education. ### Caregiver, Kinship, and Contractor Training (summary) The full policy also governs training for **foster/adoptive caregivers** (35+ hours pre-service; 30 hours annually per TAC §749.931, plus package-specific hours and an additional 20 specialized hours for Treatment Foster Family Care under TAC §749.863(c)); **kinship caregivers** (a modified 16-hour pre-verification track); and **contracted treatment team members** such as RNs, licensed therapists/LCSWs, and behavioral mentors (qualification and licensure verification plus orientation before service delivery). See FC-16 for the complete role-by-role and package-by-package requirements. ### Universal Human Trafficking Prevention Training All staff, caregivers, and contracted providers must complete Human Trafficking Prevention Training (staff within 30 days of hire; refresher every two years), per the **Universal Human Trafficking Prevention Training Policy (TR-HT-01)**. ### Documentation and Compliance Staff training is documented in personnel files and the Learning Management System (LMS); caregiver training in licensing files (Radius) and the LMS. The Training Coordinator monitors pre-service completion, annual compliance by anniversary date, package-specific prerequisites, and expiring certifications (e.g., CPR/First Aid). Non-compliance triggers a 30-day warning and, as applicable, a placement hold (caregivers), performance management (staff), or contract review (providers). **Full policies (Program Operations Policies & Procedures):** Staff and Caregiver Training Policy (FC-16) and Procedure (FC-16.1); Universal Human Trafficking Prevention Training Policy (TR-HT-01) and Procedure (TR-HT-01.1). These full documents govern in case of any conflict with this summary. --- ## Leave Policies ### Medical Leave of Absence Upon written application by an employee who has completed at least 24 months of continuous service with the agency, a leave of absence without pay for medical reasons or pregnancy will be granted for an appropriate period, subject to the following requirements: - The agency reserves the right to request documentation from a health-care professional (as defined in Chapter 749 of Texas Minimum Standards) establishing the medical necessity for the leave. - Employees returning from medical leave must provide documentation from their health-care professional confirming their ability to return to work and perform required job functions. - For absences of three working days or less, formal leave application is not required, but employees must notify their supervisor no later than 8:30 AM on the day of absence. During any type of leave of absence: - Employees shall not return to work before the expiration of their approved leave without prior written authorization from the agency. - Employees who fail to return at the end of approved leave will be considered to have voluntarily resigned. All accrued vacation and sick leave will be forfeited. An exit interview and return of all agency equipment and materials is required to receive final payment. - If an employee returns within three weeks of beginning leave, the agency will reinstate the employee to their previous position, provided the position still exists and the employee remains qualified. - For returns after three weeks, the agency will make reasonable efforts to provide comparable employment but cannot guarantee position reinstatement. - Accepting other employment while on leave constitutes voluntary resignation. - Group insurance coverage continues during approved leave but terminates the day after leave ends, or three weeks following the start of leave if the employee has not returned to full-time employment. Leave of absence periods count as time worked for benefit eligibility determination, subject to specific provisions of insurance policies, retirement plans, or other benefit programs. Seniority continues to accrue during approved leaves. *Note: The agency will ensure adequate staffing patterns and appropriate child supervision during any employee leave period in accordance with minimum standards for child-placing agencies.* ### Family and Medical Leave > **Applicability note (2026).** The federal Family and Medical Leave Act (FMLA) — which provides eligible employees up to **12 weeks** of job-protected leave — applies only to "covered employers," generally those with **50 or more employees** within a 75-mile radius for at least 20 workweeks in the current or preceding calendar year. **Refuge House currently employs fewer than 50 employees and is therefore not an FMLA-covered employer.** The leave described below is a discretionary Refuge House benefit, not federal FMLA leave. *Future review: if Refuge House approaches or reaches 50 employees, this policy must be revised to provide FMLA-compliant leave (up to 12 weeks; eligibility at 12 months of service and 1,250 hours worked in the prior 12 months), and the eligibility and duration terms below revisited accordingly. The "24 months of continuous service" requirement in this and the Medical Leave and Pregnancy/Parental Leave sections should be re-examined at that time, as it is more restrictive than federal FMLA eligibility.* The agency provides unpaid family medical leave for up to three weeks within a 12-month period, subject to the following conditions: - Employees must have completed at least 24 months of continuous service to be eligible. - For scheduling purposes, a "12-month period" is determined by looking back from the date leave is requested to determine how much leave has been taken. Employees must make reasonable efforts to schedule medical treatment or supervision to minimize disruption to agency operations. - For anticipated serious health conditions, employees must provide at least 30 days written notice explaining the reason for leave. - For unanticipated conditions, employees should provide notice at least 3 days prior when possible. A "serious health condition" for this policy means an illness of an employee's child requiring home care, or an injury, disease, or condition that according to medical judgment poses an imminent danger of death, is terminal with a reasonable possibility of death in the near future, or requires constant care. The agency may require certification from a health-care professional regarding the need for leave. Employees may use accumulated vacation or sick leave during family medical leave. For non-life-threatening conditions, family medical leave is not available when another family member is on leave or otherwise available to provide care. During approved leave, the employee's position will be held open, the employee will not be removed or discharged as a consequence of taking leave, and health care coverage will continue, though other benefits do not accrue during this period. Upon conclusion of leave, the employee will be restored to their former position or an equivalent role without loss of seniority or accrued service credits. If agency circumstances prevent reinstatement to the former or equivalent position, the employee will be offered any available suitable position. The agency is not required to discharge other employees to reinstate the returning employee. All leave arrangements must comply with minimum staffing and supervision requirements to ensure proper care for children in placement. ### Pregnancy and Parental Leave Pregnant employees may request temporary transfer to a less strenuous or hazardous position for the duration of pregnancy if medically necessary. The agency may request medical documentation supporting the need for transfer or accommodation. Employees may take leave of absence for pregnancy or parental responsibilities for up to three weeks if the leave is medically necessary or needed for child bonding/care, the employee submits the request in writing, and the agency can reasonably accommodate the request without compromising child safety or minimum standards compliance. Employees may use accrued vacation time or other compensatory time off during pregnancy or parental leave. Upon return from leave, employees retain all seniority, vacation credits, and benefits accrued before the leave began; the agency will make every effort to return the employee to their former position or equivalent role; if agency circumstances prevent return to the former position, the employee will be offered any available suitable position; and the agency may request medical documentation confirming fitness to return to work and perform job functions. This policy applies to all eligible employees regardless of gender, including for adoption, foster placement, or other parental responsibilities. The agency will maintain appropriate staffing levels during all employee leaves to ensure compliance with Chapter 749 minimum standards for child-placing agencies. ### Pregnancy Accommodations (Pregnant Workers Fairness Act) Consistent with the federal Pregnant Workers Fairness Act (PWFA), Refuge House provides reasonable accommodations to qualified employees and applicants for known limitations related to pregnancy, childbirth, or related medical conditions, unless doing so would impose an undue hardship. Examples of reasonable accommodations may include additional or longer breaks; permission to sit or stand; a modified schedule; temporary reassignment or suspension of strenuous or hazardous duties; time off for prenatal or postpartum appointments or recovery; and adjustments to uniform or workspace requirements. An employee may request an accommodation by notifying Human Resources, and Refuge House will engage in a good-faith interactive process to identify an effective accommodation. Refuge House will not require an employee to take leave if another reasonable accommodation is available, and will not retaliate against any employee for requesting or using a pregnancy-related accommodation. ### Nursing Mothers / Lactation Accommodation In accordance with the federal PUMP Act (Providing Urgent Maternal Protections for Nursing Mothers Act) and applicable Texas law, Refuge House provides reasonable break time for an employee to express breast milk for her nursing child for up to one year after the child's birth (and longer where required by law), each time the employee has need to do so. Refuge House will provide a place, other than a bathroom, that is shielded from view and free from intrusion from coworkers and the public, for this purpose. Where break time is otherwise unpaid, lactation breaks are treated consistently with the agency's other break practices and applicable law. Employees who wish to use this accommodation should coordinate with their supervisor or Human Resources. Refuge House will not retaliate against any employee for exercising rights under this policy. --- ## Drug Testing and Substance Abuse Policy **Purpose.** This policy establishes Refuge House's position on drug testing and substance abuse to ensure the safety and well-being of children in care and staff while complying with Chapter 749 Minimum Standards and 24-Hour Residential Child Care Requirements. Substance abuse by caregivers creates unacceptable risks to children's safety and compromises the quality of care provided. Refuge House is committed to providing a safe and protective environment for children in our care and maintaining a drug-free workplace. **Scope.** This policy applies to all Refuge House employees, volunteers, contractors, and any individuals who have direct contact with children in care. **Definitions.** - *Substances:* Alcohol, marijuana, illegal drugs, prescription drugs, over-the-counter medications, or controlled substances that may cause impairment. - *Impairment:* When an employee's normal physical or mental abilities or faculties are detrimentally affected by substance use, potentially compromising their ability to provide appropriate supervision or care. **Prohibitions.** Refuge House strictly prohibits reporting to work while impaired; becoming impaired while at work; using, possessing, transferring, or selling substances on Refuge House premises, parking lots, storage areas, or job sites; and working while impaired by medications that affect safety or performance. Violations constitute major policy infractions subject to severe disciplinary action up to and including immediate termination. **Pre-Employment Screening.** All prospective employees must undergo drug testing as part of pre-employment screening in accordance with Chapter 749 Minimum Standards. Positive results will disqualify candidates from employment consideration. **Testing During Employment.** Refuge House will conduct drug testing of current employees under the following circumstances: - *Random Testing:* Employees may be selected for random drug testing to maintain compliance with regulatory requirements. - *Reasonable Suspicion Testing:* Testing will be required when there is reasonable suspicion that an employee is under the influence of drugs or alcohol, based on specific, contemporaneous observations concerning appearance, behavior, speech, or body odors. - *Post-Accident/Incident Testing:* Employees involved in workplace accidents or incidents that result in or could have resulted in serious injury or property damage will be required to submit to testing. - *Return-to-Duty Testing:* Employees returning to work following a positive test result or treatment for substance abuse must submit to testing. All testing will be conducted at Refuge House's expense, except in cases of employee-requested retesting of positive results. **Testing Procedures.** All testing will be conducted by a certified laboratory using scientifically recognized methods; chain of custody procedures will be followed to ensure specimen integrity; results will be reviewed by Management when required; and confidentiality of all test results will be maintained. **Consequences of Policy Violations.** - *Refusal to Test:* Employees who refuse to submit to required drug testing will be subject to immediate termination. - *Positive Test Results:* Employees who test positive for illegal drugs or unauthorized use of controlled substances will be subject to disciplinary action up to and including termination. - *Documentation:* All testing and related disciplinary actions will be documented in the employee's confidential personnel file in accordance with Chapter 749 Minimum Standards. **Appeals Process.** Employees who test positive may request a retest of the original specimen at their own expense. The request must be made within 24 hours of being notified of the positive result. Employees may also submit medical documentation to explain positive results related to prescribed medications. **Confidentiality.** All information related to drug testing will be maintained in confidential files separate from regular personnel files. Access will be limited to those with a legitimate need to know. **Ongoing Compliance Verification.** Refuge House reserves the right to conduct substance testing upon reasonable suspicion of substance abuse, following workplace accidents or incidents, randomly as permitted by law, and as required by licensing regulations. **Prescription and Over-the-Counter Medications.** Employees taking prescription or over-the-counter medications that may cause impairment must report this information to their supervisor/manager before beginning work, provide appropriate medical documentation if requested, and not work directly with children if the medication causes impairment that could affect child safety. **Identification and Response Procedures.** Supervisors who suspect substance abuse must document specific behaviors indicating possible impairment, immediately consult with their supervisor and Human Resources, remove the employee from direct care responsibilities, implement testing procedures according to established protocols, and maintain confidentiality throughout the process. **Reporting Requirements.** Refuge House will report substance abuse violations as required by Minimum Standards for Child-Placing Agencies (Chapter 749), 24-Hour Residential Child Care Requirements, Texas Department of Family and Protective Services regulations, and law enforcement agencies when applicable. **Company Events.** Alcoholic beverages are strictly prohibited at any Refuge House event where children are present. For adult-only, company-sponsored events, light alcoholic beverages may be served with prior executive approval. Social activities held off-premises and paid for personally are not subject to this policy. **Employee Assistance.** Refuge House recognizes substance abuse as a complex health problem with both physical and emotional impacts. Information about treatment resources will be provided upon request through Human Resources, though seeking assistance does not exempt employees from performance standards or policy requirements. **At-Will Employment.** Nothing in this policy eliminates or modifies Refuge House's right to terminate any employee at any time for any reason, consistent with at-will employment principles. **Documentation.** All substance abuse allegations, investigations, and actions taken will be thoroughly documented and maintained in confidential personnel files in accordance with Chapter 749 Minimum Standards and 24-Hour RCC Requirements. **Policy Acknowledgment.** All employees must review and acknowledge this policy during orientation and annually thereafter as required by licensing standards. --- ## Return to Work After Leave, Injury or Illness Refuge House is committed to promoting the health and productivity of its employees. In the event of a workplace injury that prevents an employee from performing their regular duties, Refuge House aims to facilitate access to appropriate medical treatment and support the employee's return to work. Whenever feasible, modified work assignments will be provided during the recovery period. **Procedures for Reporting and Modified Work Assignments:** 1. **Notification to Physician:** Inform your treating physician that Refuge House offers modified work assignments during recovery. Request your physician to provide documentation outlining your physical limitations or work restrictions. 2. **Submission of Work Restrictions:** Submit your physician's documentation detailing work restrictions to your supervisor or manager immediately after your appointment or at the beginning of your next scheduled workday. 3. **Job Analysis for Modified Work:** Refuge House will conduct a Job Analysis to identify suitable modified duties that align with your work restrictions. If necessary, the Job Analysis will be shared with your physician for approval. 4. **Offer of Modified Work Assignment:** Upon approval by your physician, Refuge House will issue a written job offer specifying the details of the temporary light-duty assignment, if available. 5. **Temporary Nature of Modified Jobs:** Modified work assignments are temporary and subject to periodic review. Employees must provide their supervisor with updated work status reports after each doctor's appointment. 6. **Extended Inability to Work:** If your physician does not release you for any type of work within four weeks, Refuge House may need to fill your position permanently. 7. **Acceptance of Light-Duty Assignment:** Failure to accept an approved light-duty assignment may result in termination of employment. **Compliance and Documentation.** Employees are expected to adhere to these procedures and provide timely updates regarding their medical condition and work restrictions. Supervisors will ensure compliance with applicable labor laws and workplace safety regulations when implementing modified work assignments. *Employees sign a statement providing their receipt and understanding of this policy.* --- ## Work Schedule and Hours Policy **Purpose.** This policy establishes clear expectations for work schedules while ensuring adequate staffing to maintain safe, high-quality care for the children we serve. Refuge House is committed to providing continuous supervision and support while maintaining compliance with Texas residential childcare requirements. **Standard Hours of Operation.** Refuge House administrative office hours are 8:00 AM to 5:30 PM, Monday through Friday. However, as a residential childcare provider, our services operate 24 hours per day, 7 days per week, requiring staffing at all times. **Administrative Staff.** Administrative staff typically work during standard office hours but may occasionally need to adjust their schedules to support program needs, attend meetings, or participate in family events. **On-call and 24-Hour Coverage Staff.** Due to the nature of residential childcare, on-call and 24-hour coverage staff will work assigned shifts that may include evenings, overnights, weekends, and holidays. Staff schedules will be arranged to ensure continuous coverage of duties necessary for children in care, maintenance of required professional oversight at all times, coverage during critical transition periods and activities, and appropriate staff availability for family visits, appointments, and emergencies. **Required Workdays and Special Events.** Management may designate certain days as mandatory work days for staff training, program events, or other essential activities. These required workdays will be communicated with reasonable advance notice whenever possible. --- ## Attendance Policy Refuge House's attendance policy for case management and support staff requires employees to notify their supervisor at least two hours before their scheduled shift for unplanned absences, with immediate reporting of conflicts involving court deadlines, service plan expirations (§749.203), or medical authorizations. Job abandonment is declared after 24 consecutive unreported hours, triggering three contact attempts and automatic case reassignment to maintain compliance with 24-Hour RCC Requirements. Employees forfeit accrued leave upon termination and must complete an exit interview verifying closed service plans, secure data transfers, and return of agency property before receiving final pay, per Texas Payday Law and Chapter 749 documentation standards (§749.208). The policy ensures continuity of critical services while adhering to Texas Human Resources Code §42.042(c) personnel accountability requirements. **Discretionary Time Off.** Management may occasionally grant discretionary paid time off to staff. This benefit is provided at management's sole discretion, may not be available to staff who are behind on work responsibilities, has no monetary value and cannot be "cashed out," is forfeited if not used as designated, and must not compromise required supervision ratios. **Compensation Time.** In recognition of extraordinary effort or additional hours worked, management may grant compensation time to employees. This time is awarded at management's discretion, is not guaranteed or an entitlement, has no monetary value, must be scheduled and approved in advance, must be used within the timeframe specified when granted, and cannot be used when it would compromise supervision requirements. *Policy Review: Reviewed in the June 2026 annual review and to be reviewed annually thereafter to ensure alignment with Texas HHSC requirements, T3C service standards, and applicable regulations for residential childcare operations.* --- ## Benefits ### Employee Vacation Policy **Eligibility and Accrual.** Full-time employees are eligible for paid vacation benefits based on their length of service. New employees become eligible for vacation after completing one full year of employment. Vacation benefits are determined by the employee's anniversary date occurring in the current calendar year, according to this schedule: | Years of Service | Vacation Entitlement | | :---: | :---: | | 2-4 years | 2 weeks | | 5-9 years | 3 weeks | | 10-19 years | 4 weeks | | 20-24 years | 5 weeks | | 25+ years | 6 weeks | > **Under review (2026).** The schedule begins at "2–4 years," but employees become eligible "after completing one full year." The entitlement for an employee between their first and second anniversary (years 1–2) is not specified. Recommended clarification: confirm whether such employees receive a defined entitlement (e.g., one or two weeks) during years 1–2, and align the eligibility statement with the accrual table. *Flagged for resolution.* **Scheduling and Usage.** Employees must be in active pay status to use vacation time. Employees should request vacation time at least two weeks in advance by notifying their supervisor. Supervisors are responsible for approving vacation requests while ensuring adequate staffing for proper care and supervision of children. Vacation time must be used within the calendar year it is earned. **Part-Time Employees.** Part-time employees may request up to one week of unpaid vacation time after their first anniversary with supervisor approval. **Separation from Employment.** Unused vacation is not paid out upon termination or when an employee fails to provide two weeks' notice. Employees who resign with proper notice may be eligible for payment of unused vacation time at management's discretion. ### Child Care Policy Refuge House understands that child care limitations and emergencies sometimes necessitate employees bringing their children to the workplace during business hours. While we support our employees in these situations, we must also consider the safety risks children, like any visitor, may present on our premises. Employees wishing to bring their children to work must first obtain approval from their department manager. Children should remain in designated safe areas such as the break room, playroom, or playground, and should not disrupt the work environment. Parents are responsible for their children's behavior, supervision, and safety while on Refuge House premises. This includes ensuring children follow appropriate entry and exit procedures, stay out of restricted areas, maintain reasonable noise levels, and leave spaces clean after use. ### Official Holidays Refuge House provides 10 paid holidays annually when the company is officially closed: - New Year's Day - Good Friday - Memorial Day - Independence Day - Labor Day - Thanksgiving Day - Day after Thanksgiving - Christmas Eve (½ day) - Christmas Day - Day After Christmas **Weekend Holiday Observance.** If a holiday falls on a Saturday, it will be observed on the preceding Friday. If a holiday falls on a Sunday, it will be observed on the following Monday. **Eligibility for Holiday Pay.** To receive holiday pay, employees must work the last scheduled day before and the first scheduled day after the holiday, unless the time off was approved paid leave (such as vacation or sick leave). **Holiday Pay by Employment Type.** Full-time employees are eligible for full holiday pay; part-time employees receive holiday pay only for hours they would normally work that day; temporary employees are not eligible for holiday pay. **Holidays During Vacation.** If a designated holiday occurs during an employee's vacation period, that day will not count as a vacation day. ### Sick or Personal Leave Policy **Accrual and Eligibility.** Regular full-time employees accrue sick leave at a rate of 2.5 hours per month (30 hours annually), beginning after completing their first month of employment. Regular part-time employees accrue sick leave on a prorated basis proportional to their scheduled hours. Sick leave accrues on the last workday of each month, provided the employee is in active pay status on that day. **Appropriate Use of Sick Leave.** Sick leave may be used for personal illness or injury; medical, dental, or mental health appointments; recovery from illness or injury; and care for immediate family members who are ill or injured. An employee who is ill or injured should not remain at work. Supervisors are authorized to send employees home if they appear unable to perform their duties due to illness. **Notification Requirements.** Employees must notify their supervisor of any absence due to illness or injury as soon as possible, preferably prior to the start of their scheduled shift. For extended illnesses, employees should maintain communication with their supervisor regarding their expected return date. **Return to Work.** A medical release statement may be required before returning to work when an employee has been absent for three or more consecutive workdays or is returning from medical or maternity leave. **Additional Provisions.** Employees are encouraged to schedule routine medical appointments to minimize disruption to work schedules when possible. Unused sick leave is forfeited upon termination of employment. Advanced sick leave beyond accrued hours requires written approval from the Executive Director; any advanced sick leave that remains unearned at termination may be deducted from the employee's final paycheck with prior written authorization. Sick leave is not earned while an employee is on an unpaid leave of absence. ### Leave Policies for Civic Duties **Voting.** Refuge House encourages all employees to exercise their right to vote. Employees should take advantage of polling hours before or after their regular work schedule when possible. If voting during work hours is necessary due to polling hours, employees should notify their supervisor in advance. **Jury Duty.** Refuge House provides paid leave for employees who are summoned for jury duty or required to appear in court pursuant to a valid subpoena or court order. Procedure: notify your supervisor as soon as you receive a jury summons; provide documentation of the jury summons or court order; receive full salary during the period of jury service; no adjustment will be made to your salary for jury duty pay, witness fees, or expenses received; report to work when court obligations do not conflict with your work schedule; keep your supervisor informed about the expected duration of your jury service. **Military Service.** Refuge House supports employees who serve in the military reserve training program. Procedure: provide a copy of your military orders to your supervisor as soon as possible; after six months of employment, receive one week's base pay during your two-week reserve duty; you may use accrued vacation time for the second week if desired; if employed less than six months, leave will be granted without pay; your position will be protected in accordance with applicable state and federal laws. ### Bereavement Leave Policy Employees are eligible for paid bereavement leave in the event of death of an immediate family member, including spouse/domestic partner, parent/step-parent, child/stepchild, sibling, grandparent, grandchild, and parent-in-law. The employee and their supervisor will determine the appropriate amount of time needed, up to a maximum of 3 days of paid leave. This leave is in addition to other paid leave benefits. For non-immediate family members or persons with whom the employee had an especially close relationship, unpaid leave may be granted with supervisor approval. ### Conferences and Meetings Policy The organization supports professional development through participation in job-related conferences and meetings. Employees seeking to attend such events must submit a request to their supervisor that includes the subject matter of the conference/meeting, an explanation of job relevance, and estimated expenses. Upon approval, the organization will reimburse approved conference-related expenses including registration, travel, lodging, and meals not included in registration fees. If the request is denied, employees may use accrued vacation time to attend. ### Professional Memberships Policy The organization supports professional growth and development related to employee job functions. Reimbursement for professional memberships may be provided when such memberships are directly relevant to the employee's position, support the quality of services provided to children and families, and enhance the employee's ability to fulfill their job responsibilities. Requests for membership reimbursement must be submitted to the supervisor with appropriate justification for review. ### Employee Health and Life Insurance Benefits **Health Insurance Benefits.** Refuge House provides comprehensive health insurance to eligible full-time employees and their dependents. Coverage includes medical, dental, and prescription benefits. *Eligibility and Enrollment:* All regular full-time employees are eligible to participate. New employees have a 30-day window from hire date to enroll. Existing employees may make changes during open enrollment or within 30 days of a qualifying life event. Coverage begins on the 60th day of employment. *Plan Details:* Complete details about coverage, copayments, deductibles, and limitations are available in the plan summary document provided to all eligible employees during orientation. **Health Benefits Continuation (COBRA).** The Federal Consolidated Omnibus Budget Reconciliation Act (COBRA) allows eligible employees and their qualified beneficiaries to continue health insurance coverage temporarily when coverage would otherwise end due to qualifying events. COBRA coverage becomes available when Refuge House employs 20 or more full-time staff. Qualifying events include resignation, termination, death, reduction in hours, leave of absence, divorce, or when a dependent no longer meets eligibility requirements. Under COBRA, the individual pays the full premium cost plus an administration fee. Eligible employees receive written notice of COBRA rights when they become eligible for the health insurance plan. **Life Insurance.** Refuge House provides basic life insurance coverage to all regular full-time employees at no cost to the employee. Coverage is effective after completion of the probationary period; the policy is subject to terms and conditions established by the life insurance carrier; details regarding beneficiary designation and coverage amounts are provided during orientation. For questions about any insurance benefits, please contact Human Resources. ### Employee Expense and Reimbursement Refuge House reimburses employees for reasonable business expenses incurred while performing job duties. All expenses require manager approval and appropriate documentation. **Expense Reporting.** Submit expense reports with receipts to the Office Manager by the 5th of each month. For planned absences, submit reports prior to the deadline. In emergency situations, contact the Office Manager for accommodation. Electronic submissions are acceptable, with original receipts to follow. **Mileage Reimbursement.** Personal vehicle use for business purposes: $0.67 per mile. Regular commuting is not reimbursable. Required documentation: date and business purpose; start/end locations; total business miles; child's name and Service Level (when applicable). Employees using personal vehicles must maintain a valid driver's license and state-minimum insurance coverage. **Business Travel.** Overnight travel requires advance approval. Air travel: economy class only, approved by Executive Director. Rental cars: prior approval required with insurance coverage. Lodging: select reasonably priced accommodations. Meals: maximum $30 daily with receipts required. **Approval Process.** Direct supervisor must approve routine expenses. Executive Director must approve non-routine expenses (air travel, educational expenses). Obtain approval before incurring expenses whenever possible. **Educational Support.** Refuge House may approve paid intern hours for employees completing relevant Masters-level coursework, though no formal educational assistance program exists. ### T3C Implementation: Enhanced Expense Tracking Requirements As the Texas Child-Centered Care (T3C) system continues to roll out, Refuge House should be aware of significant changes to expense tracking and documentation requirements. The Health and Human Services Commission (HHSC) is revising the 24-Hour Residential Child Care cost report template to align with the new T3C rate methodology. This will require more detailed expense tracking that associates costs with specific service packages and individual children in care. **New Requirements Under T3C.** Under the new system, providers will need to report paid units of service for each T3C service package and add-on(s); track staff hours and allowable compensation with greater specificity; collect and report costs associated with both legacy and T3C systems during transition; and implement more robust cost collection systems to populate enhanced cost reports. **Daily Tracking Implementation.** To meet these requirements, Refuge House will need to implement a daily expense tracking system via a custom application that captures expenses in real-time, associates activities and costs with specific children and their service levels, documents service delivery to justify billing, and categorizes expenses according to T3C reporting requirements. --- ## Payroll ### Payday Refuge House employees are paid once monthly (12 times annually). The first payday of the year is the last day of January. All paydays occur on the last day of each month, except when the last day falls on a weekend or a holiday, in which case the payday is the Friday prior. > **Pay-frequency note (2026).** Under the Texas Payday Law (Texas Labor Code §61.011), employees who are **exempt** from overtime under the Fair Labor Standards Act (FLSA) may be paid once per month, while **non-exempt** (overtime-eligible) employees must be paid at least twice per month. **All current Refuge House employees are classified as exempt (salaried), so the once-monthly payroll schedule is compliant.** *Future review: if Refuge House hires any non-exempt (hourly/overtime-eligible) employees — including invoicing/unit-based staff treated as non-exempt — payroll for those employees must move to at least a twice-monthly (semi-monthly) schedule, and the pay-period dates and timesheet deadline below must be established at that time.* For exempt employees, the paycheck received on the last day of the month reflects the pay for the entire month. The agency does not currently employ non-exempt staff; should non-exempt positions be created, the paycheck will reflect work performed during the applicable pay period based on submitted and approved timesheets, with the specific pay-period dates and timesheet submission deadline established at that time, consistent with the at-least-twice-monthly requirement noted above. **Pay Deductions.** The law requires that Refuge House make certain deductions from every employee's compensation, including applicable federal, state, and local income taxes. Refuge House also must deduct Social Security taxes on each employee's earnings up to a specified limit (the Social Security "wage base"), and matches the amount of Social Security taxes paid by each employee. Refuge House offers programs and benefits beyond those required by law; eligible employees may voluntarily authorize deductions from their paychecks to cover the costs of participation. For questions concerning deductions, contact the Payroll Department or the Executive Director. **Pay Advances.** Refuge House's policy is to decline all requests for early paychecks or pay advances for personal reasons. Pay advances in the event of vacation or legitimate business reasons (e.g., temporary duty assignment) may be requested through the employee's supervisor/manager to the Executive Director. All requests must be submitted in writing at least five (5) business days in advance and are subject to approval based on organizational needs and financial considerations. *(Notice period set to five business days in the 2026 review; confirm or adjust.)* **Overtime Compensation.** Non-exempt employees will be paid at the rate of one and one-half times their regular hourly rate of pay for all time worked in excess of 40 hours in any one workweek. Overtime is never at the employee's discretion. It shall only be incurred and paid when authorized in advance by the employee's supervisor or the Executive Director. Supervisors/managers shall ensure that no unauthorized overtime hours are worked. Exempt employees are not eligible for overtime pay as they are paid on a salary basis regardless of hours worked. ### Timekeeping Policy for Residential Care Staff *Updated to reflect current operations and ongoing T3C/package requirement alignment (reviewed June 2026).* **Purpose.** Accurate time tracking helps us meet Texas childcare licensing rules, ensure proper staff-to-child ratios at all times, and protect worker rights and program funding. **Key Rules for All Staff.** 1. *Clock-In/Out:* Record start/end times exactly (to the minute). No early arrivals/late stays without supervisor approval. 2. *Planned Enhancements:* Simplified timekeeping tools (mobile-friendly options); automatic alerts when shifts approach overtime limits; better connection between staff schedules and T3C service hour tracking. 3. *What You Need to Do Now:* Write down your hours as you work them (don't rely on memory). 4. *Supervisor Responsibilities:* Verify timekeeping log weekly. **Policy Improvements (in progress).** This policy will be updated by December 2026 to match new T3C reporting formats and add trauma-informed scheduling options. **Common Questions.** *"What if I forget to clock out?"* → Tell your supervisor same day. *"Can I take work calls off-clock?"* → Never – all work time must be recorded. *"Where's my timesheet?"* → Digital timekeeping system rollout in progress; check with your supervisor for the current method. --- ## Termination Policy This policy establishes professional, fair, and legally compliant procedures for employment separation at Refuge House. All terminations will be handled confidentially and in accordance with our equal opportunity commitments. **Employment Relationship.** Refuge House operates under an employment-at-will doctrine, meaning either the employee or employer may end the employment relationship at any time, with or without cause. No permanent employment or employment for a specific term is guaranteed without a specific written employment contract between the employee and Refuge House. **Types of Separation.** - *Resignation:* Voluntary termination initiated by the employee. - *Dismissal:* Involuntary termination initiated by Refuge House. - *Layoff:* Termination due to reduction in workforce or position elimination. **Resignation Procedures.** Employees are requested to provide at least two weeks (10 business days) written notice when resigning. This allows for proper transition of duties and minimizes disruption to children in our care. If an employee resigns to join a competitor or where potential conflicts of interest exist, Refuge House may request immediate departure rather than completion of the notice period. In such cases, the employee will receive up to two weeks of pay in lieu of notice, based on their normal work schedule at their regular rate of pay. **Dismissal Procedures.** Refuge House may dismiss an employee at any time, with or without cause. When appropriate and not detrimental to operations or child welfare, Refuge House may provide advance notice of dismissal, though this is not required or guaranteed. **Layoff Procedures.** In cases of workforce reduction or position elimination, Refuge House will identify affected employees based on operational needs. Two weeks' notice may be provided, or two weeks' severance pay may be substituted at Refuge House's discretion. **Final Pay and Benefits.** Final paychecks will be processed in accordance with state law requirements. Unused accrued vacation time will not be paid upon separation. Unused sick or personal time will not be paid upon separation. **Termination Processing Procedures.** 1. Supervisor must immediately notify the Executive Director of any separation to initiate the termination checklist. 2. The supervisor will ensure all termination procedures are properly completed, including return of all company property (keys, ID cards, equipment, etc.); transfer of essential job knowledge and pending work; proper documentation in personnel files; appropriate communication to staff and stakeholders; and a continuity plan for child care responsibilities. 3. Outstanding advances or company debts may be deducted from final pay as permitted by law. 4. An exit interview will be conducted by the supervisor, HR or Executive Director when appropriate. 5. Employees must return all company property by their final day. Failure to return company property may result in legal action as permitted by applicable law. *Note: Reviewed in the June 2026 annual review and to be reviewed annually thereafter to ensure ongoing alignment with Texas HHSC requirements, T3C service requirements, and applicable employment laws.* --- ## Workplace Guidelines ### Miscellaneous **Parking.** Park only in designated areas and never block facility access points. Refuge House is not responsible for employee vehicles or contents. **Smoking.** Refuge House is a smoke free environment. No smoking will be allowed in the office area at any time or on any part of the Refuge House premises. This policy is for the health and safety of all employees. **Non-Business or Social Visits.** From time to time it may become necessary for employees to receive visits from a relative or friend. If this occurs please keep these visits brief and keep them from disrupting the working/professional atmosphere. **Office Closures.** Refuge House may declare emergency closures during severe weather or crises to prioritize safety, with authorization resting solely with the Executive Director or designated leadership. Essential personnel pre-identified to maintain life-saving operations, client care, and facility security must report as directed, while all other staff follow closure protocols. Notifications are disseminated through emergency alerts, supervisor contact chains, and public platforms, with compensation aligned with federal/state wage laws. Post-incident reviews occur within 72 hours of reopening to assess effectiveness and improve future responses, ensuring compliance with Texas HHSC operational continuity standards. **Reporting Requirements.** Employees must comply with all reporting and notification requirements outlined in the 24-Hour Residential Child Care Requirements, including but not limited to: reporting serious incidents within 24 hours to the appropriate parties; notifying schools of a child's absence on the same day; notifying DFPS of changes to authorized Health Passport users within 48 hours; and reporting any incidents that may affect the well-being of a child in care within 24 hours. **Documentation Standards.** All documentation created by employees regarding children in care must meet standards specified in the 24-Hour Residential Child Care Requirements and may be subject to review by DFPS representatives. ### Remote Work Policy **Definition.** Remote work refers to job functions performed from an approved location other than the primary workplace (e.g., home offices, coworking spaces). This arrangement requires using company-approved technology for communication, collaboration, and task completion. **Eligibility.** Available to full-time/part-time employees in roles deemed suitable for remote work by management. Tenure: typically requires ≥6 months in position (exceptions at management's discretion). Requires written agreement signed by employee, supervisor, and department head. **Management Discretion.** Remote work is not an employee entitlement. Management may approve/deny requests based on operational needs, audit requirements, or child supervision obligations; temporarily suspend remote privileges (e.g., during high-priority projects); or permanently revoke authorization due to performance issues or policy violations. **Schedule & Location.** Permission for remote work may include a maximum number of days per week for remote work. Management may authorize extended arrangements case-by-case. Employees must maintain a professional workspace with reliable internet, be available during core business hours, and not supervise minors during work hours without prior authorization. #### Technology & Security Requirements **Approved Devices.** Work exclusivity: all Refuge House-related work conducted using Refuge House-managed secure environments — the VDI, **Pulse**, or the approved Google-secured browser (the agency is transitioning away from VDI-exclusive access toward Pulse and related secure technologies). BYOD restrictions: personal devices must be approved by management unless emergency operational need exists. Physical security: never leave devices visible in vehicles or public spaces. **Network Requirements.** Public Wi-Fi prohibition: strictly forbidden for case management systems or sensitive data access. Home network standards: minimum 50 Mbps download/5 Mbps upload speeds; WPA3 encryption mandatory. **Physical Document Security.** Printing restrictions: case-related printing requires approval of management; only print documents when functionally required to do so. Storage protocols: prohibited in personal vehicles or unsecured home areas; regular shredding via approved secure disposal service. **Compliance & Monitoring.** IT reserves the right to install monitoring software on company devices. Random audits may verify work output and system access patterns. Employees must pass quarterly security trainings to maintain eligibility. Random device inspections (onsite & remote) may occur. **Abuse Consequences.** Violations including but not limited to unapproved worksite locations, repeated unavailability during scheduled hours, security protocol breaches, and improper handling of sensitive documents may result in immediate return to office, a formal performance improvement plan, or disciplinary action up to termination. This policy supersedes all prior telecommuting agreements. Management retains sole authority to interpret and enforce these guidelines. *Next Review Date: September 2026.* ### Refuge House Company-Issued Smartphone Policy **Purpose and Eligibility.** Refuge House may provide smartphones to employees whose job responsibilities include direct care or supervision of clients. These devices are intended to enhance communication, improve service delivery, and ensure appropriate response capabilities for our staff serving vulnerable populations. **Ownership.** All smartphones and associated phone numbers issued by Refuge House remain the exclusive property of the agency. This includes all accessories, chargers, cases, and other peripheral equipment provided with the device. **Acceptable Use.** Employees issued a Refuge House smartphone are expected to use the device exclusively for Refuge House business purposes; maintain the device in good working condition; protect the device from damage, loss, or theft; immediately report any lost or stolen device to their supervisor and IT department; comply with all Refuge House data security protocols; and never use the device for personal communications or activities. **Prohibited Activities.** The following are strictly prohibited on Refuge House-issued smartphones: personal use of any kind including calls, texts, or internet browsing; installation of unauthorized applications; storage of personal photos, videos, or other non-work-related files; sharing the device with family members or unauthorized individuals; using the device for social media unrelated to job functions; and removing or altering security features installed by Refuge House IT staff. **Return of Equipment.** Upon separation from employment (voluntary or involuntary), employees must return the smartphone and all accessories to their supervisor or the HR department by their final day of employment; ensure all Refuge House data remains intact on the device; remove any personal passwords or biometric access credentials; and return the device in the same condition it was issued, minus normal wear and tear. **Compliance.** Failure to adhere to this policy, including failure to return company property upon separation, may result in disciplinary action up to and including termination, financial liability for replacement costs, and potential legal action to recover company property. **Acknowledgment.** All employees receiving a Refuge House smartphone must sign an acknowledgment form indicating they have read, understand, and agree to comply with this policy. ### Sexual Harassment The organization maintains a strict prohibition against all forms of sexual harassment in the workplace. This policy applies to employees, contractors, clients, and third parties interacting with the organization. Grounded in our ethical foundation, Refuge House affirms the God-given dignity of every person and requires that all interactions honor that dignity; harassment of any kind is incompatible with both that standard and the law. **Prohibition.** Sexual harassment constitutes unwelcome conduct that unreasonably interferes with work performance, creates an intimidating, hostile, or offensive work environment, or affects employment conditions or opportunities either explicitly or implicitly. **Definition & Scope.** Sexual harassment includes but is not limited to unwanted sexual advances or propositions; verbal/nonverbal conduct of sexual nature (comments, gestures, jokes); visual displays of sexually explicit material (posters, digital content, emails); and conditioning employment benefits on sexual favors (quid pro quo). **Reporting & Enforcement.** All incidents must be reported through designated channels. The organization will conduct prompt, impartial investigations; maintain confidentiality to the extent possible; and implement corrective measures for violations. **Non-Retaliation.** Retaliation against individuals who report harassment or participate in investigations is expressly prohibited. This policy aligns with regulatory requirements under TAC Chapter 749-CPA and contractual obligations outlined in the 24-Hour RCC Requirements. ### Professional Attire Guidelines Employees are encouraged to adopt a professional yet comfortable style that balances personal expression with respect for workplace standards. While allowing flexibility, attire must maintain modesty and appropriateness, particularly during interactions with foster families, agency partners, or children. **Key Principles.** - *Client-Facing Priorities:* Opt for polished, modest clothing during meetings with DFPS staff, foster/adoptive families, or auditors (e.g., collared shirts, blouses, slacks, knee-length skirts/dresses). Avoid revealing necklines, bare midriffs, or excessively tight clothing in these settings. - *Casual Flexibility:* Non-client days permit relaxed options like dark-wash jeans without rips/fading, tailored joggers, or clean sneakers. Graphic tees require a layered professional top (cardigan/blazer) when transitioning to meetings. - *Court/Formal Requirements:* Business professional attire mandatory for court appearances (blazers, dress slacks/skirts, closed-toe shoes). Jeans and athletic footwear are prohibited in legal settings. **Prohibited Items.** Clothing with offensive graphics/text; tank tops/spaghetti straps without coverage layers; shorts above mid-thigh; excessively distressed denim during client interactions; pajamas/sleepwear (except approved wellness days). **Guidance Approach.** Supervisors will: first instance, provide private feedback with style alternatives; repeated issues, collaborate on a personalized attire plan; ongoing concerns, escalate per progressive discipline policy. ### Workplace Violence Refuge House maintains a zero-tolerance policy for workplace violence, prioritizing psychological safety and physical security through modernized protections that address both traditional and emerging threats. This standard reflects our ethical foundation — "Let all bitterness, and wrath, and anger, and clamour, and evil speaking, be put away from you… And be ye kind one to another, tenderhearted" (Ephesians 4:31–32, KJV). Prohibited behaviors include: **Physical Threats & Harm.** Causing or attempting physical injury through assault, reckless actions, or weapon use; brandishing firearms/weapons (including implied possession) [§749.34]; intentional property damage with potential to endanger others [§749.34]. **Psychological & Digital Violence.** Threats (verbal, written, or digital) creating reasonable fear of harm; cyber harassment via messaging platforms/social media; stalking behaviors (physical or virtual surveillance/monitoring); gaslighting or manipulative tactics causing emotional distress. **Systemic & Cultural Violations.** Domestic violence spillover impacting workplace safety; sexual harassment (quid pro quo or hostile environment); identity-based aggression targeting protected characteristics; retaliation against reporters/complainants. **High-Risk Situations Requiring Immediate Reporting.** Observable indicators of potential violence (verbal escalation, weapon access threats); concerning behavioral changes suggesting mental health crisis [§749.38]; boundary violations with clients/staff requiring intervention. All reports trigger trauma-informed investigations using de-escalation frameworks [§749.20], with protective measures implemented within 72 hours. Confidentiality is maintained per legal requirements, with no tolerance for retaliation. Annual active shooter/emergency response training aligns with Texas behavioral intervention standards [Div.2 §749.23]. This policy integrates Texas HHSC's emphasis on environmental safety assessments [Subch.O] and high-risk behavior documentation protocols [§749.36], updated for modern workplace contexts. --- ## Personal Vehicle Use and Transportation Policy This comprehensive policy outlines the requirements, procedures, and guidelines for personal vehicle use by Refuge House employees, particularly case management and administrative staff who may transport children in care. It incorporates required safety measures, documentation necessities, and compliance standards to ensure the protection of children during transportation while meeting state regulations and contractual obligations. ### Driver Eligibility and Documentation Requirements **Licensing and Background Verification.** All Refuge House staff who transport children in their personal vehicles must maintain proper documentation and meet specific qualifications. Every employee who transports children must have a valid driver's license appropriate for the vehicle being operated, with a copy maintained in their personnel file. Staff must undergo a thorough driving record check before being permitted to transport children, with verification of an acceptable driving record according to agency standards. These records must be updated annually. The driving record must show no DWI, DUI, or reckless driving offenses, and no more than two moving violations within the previous three years. **Insurance Documentation.** Staff must provide proof of current automobile liability insurance that meets or exceeds the minimum state requirements, including property damage and bodily injury coverage. Documentation of current insurance policies must be submitted to Human Resources initially and whenever policies are renewed or changed. Personal auto insurance must remain active at all times when the employee might transport children, and Refuge House may require higher coverage limits than state minimums. Staff must immediately notify supervisors if their insurance lapses or changes in ways that might affect coverage during transportation of children. **Training and Certification Requirements.** Transportation safety training is mandatory for all staff before they can transport children, including defensive driving techniques, proper use of child safety restraints, emergency procedures during transport, and understanding behavioral management during transportation. This training must be documented in personnel files and refreshed annually. Staff must also receive training specific to the needs of children being transported, including any medical conditions, behavioral concerns, or special requirements. Transportation-related training must align with Chapter 749 requirements and include verification of knowledge through testing or practical demonstration. ### Vehicle Safety Standards **Vehicle Inspection and Maintenance.** Personal vehicles used to transport children must meet all safety standards specified in regulatory requirements, including current state inspection and registration documentation. Staff must ensure their vehicles are maintained in safe operating condition at all times, including functional seat belts for all passengers and properly working lights, signals, and brakes. Regular maintenance checks must be documented. Vehicles with significant structural or mechanical defects that could compromise safety are prohibited from transporting children until repaired and verified as safe. **Safety Equipment Requirements.** All personal vehicles used for transporting children must be equipped with a fully stocked first aid kit that meets minimum requirements specified in Chapter 749 (secured and accessible during transport) and an emergency preparedness kit (flashlight, roadside reflectors, basic tools, and emergency contact information). Age-appropriate child safety restraint systems must be properly installed and used according to manufacturer guidelines and state regulations. Staff must verify that all safety equipment is present and in working order before each transport through a documented vehicle safety check process. **Child Safety Restraint Systems.** Age-appropriate car seats, booster seats, or seat belts must be used for all children based on their height, weight, and age as specified in Texas transportation safety laws. Staff must be trained in proper installation and use and must verify proper installation before each transport. Safety restraints must be regularly inspected for wear, damage, or recalls, with documentation maintained. Children must never be transported without appropriate safety restraints, and the number of children transported must not exceed the number of appropriate restraints available in the vehicle. ### Transportation Procedures and Protocols **Pre-Transport Planning and Authorization.** Staff must verify they have authorization to transport specific children according to placement agreements and service plans. A transportation log must be established for each trip, documenting the purpose, anticipated route, departure and return times, and children being transported. Staff must ensure they have emergency contact information for each child, any necessary medications with instructions, and knowledge of any special needs. Pre-authorization from supervisors may be required for certain types of transportation, particularly long-distance or after-hours. **Supervision During Transportation.** Staff-to-child ratios during transportation must comply with minimum standards outlined in Chapter 749, with adjustment for children with higher supervision needs. Children must be continuously monitored, with attention to both safety and behavioral concerns. Staff must position children in vehicles to ensure proper supervision and quick access in case of emergency. Under no circumstances should children be left unattended in vehicles, even momentarily, regardless of weather conditions or the apparent safety of the location. **Documentation and Reporting Requirements.** Transportation logs must include departure and arrival times, odometer readings, names of children transported, purpose of transportation, and the staff member providing transportation. Any incidents during transportation must be documented according to agency incident reporting protocols. Mileage logs for reimbursement purposes must be maintained separately from child safety documentation. All transportation documentation must be submitted to supervisors according to established timeframes and maintained in agency files for regulatory compliance purposes. ### Special Circumstances and Emergency Protocols **Emergency Transportation Procedures.** In case of vehicle accidents, staff must prioritize child safety, seek immediate medical attention if needed, and contact emergency services and agency supervisors. For medical emergencies during transport, staff must have knowledge of children's medical conditions and authorization to seek emergency care. Alternative transportation arrangements must be available in case of vehicle breakdown. Staff must carry emergency funds or agency credit cards for unexpected transportation-related expenses during emergencies. **Medical and Behavioral Considerations.** Staff must have knowledge of and training regarding any medical conditions that might require intervention during transportation (e.g., seizure disorders, asthma, allergic reactions). For children with behavioral challenges, appropriate behavior management techniques must be employed consistent with the child's service plan. Medication needed during transportation must be properly secured, logged, and administered according to physician instructions and agency medication policies. Special accommodations may be necessary for children with physical disabilities. **After-Hours and Long-Distance Transportation.** After-hours transportation requires special authorization and notification to supervisors or on-call staff. For long-distance transportation, detailed trip planning must include scheduled rest stops, meal arrangements, and overnight accommodations if applicable. Communication plans must be established for checking in with supervisors. Multiple authorized drivers may be required for very long distances to prevent driver fatigue. ### Administrative Oversight and Compliance **Mileage Reimbursement and Insurance Coordination.** Mileage reimbursement for business use of personal vehicles will be provided according to agency rates and documentation requirements. Staff should consult with personal insurance providers regarding business use and obtain appropriate coverage. The agency will maintain non-owned auto liability insurance as secondary coverage; staff must understand their personal insurance remains primary in case of accidents or incidents during transportation of children. **Policy Enforcement and Disciplinary Measures.** Regular audits of transportation documentation will be conducted to ensure compliance. Supervisors will periodically observe transportation practices to verify adherence to safety protocols. Violations will result in disciplinary action according to the progressive discipline policy, with serious violations potentially resulting in immediate termination. Annual acknowledgment of transportation policies will be required for all staff who transport children. **Policy Review and Updates.** Annual review of the policy will be conducted by the management team with input from transportation staff. Updates will be promptly communicated through training and written notification. The review process will include analysis of transportation incidents, near-misses, and staff feedback. Regulatory changes affecting transportation will trigger immediate policy review and necessary updates. *Employees sign a statement acknowledging their receipt of and agreement to abide by the standards and requirements in this policy.* --- ## Disaster and Emergency Plan ### Disaster Plan Policy **Purpose.** This policy ensures that all employees are adequately prepared to respond to emergencies by understanding and applying the organization's Disaster and Emergency Plan. It emphasizes the importance of familiarity with the plan's contents, even when digital access is unavailable. **Scope.** This policy applies to all employees, including full-time, part-time, and contract staff, as defined in Chapter 749 Minimum Standards. It aligns with regulatory requirements for child-placing agencies and emergency preparedness. **Policy Statement.** Employees are required to thoroughly understand the contents of the organization's Disaster and Emergency Plan, including the ability to identify appropriate actions and responses during emergencies, regardless of access to electronic resources. The Disaster and Emergency Plan is maintained in an electronic format to remain dynamic and up-to-date. However, employees must ensure they are familiar enough with its contents to recall critical steps during emergencies or take proactive measures to print relevant sections for reference if digital access is unavailable. **Employee Responsibilities.** 1. *Familiarization with the Plan:* Employees must review the Disaster and Emergency Plan regularly and participate in any training sessions provided. Employees should understand their specific roles during emergencies as outlined in the plan. 2. *Preparedness for Limited Access:* In anticipation of situations where digital access may be unavailable (e.g., power outages or internet disruptions), employees are encouraged to memorize key procedures relevant to their roles and print critical sections of the plan related to their responsibilities for quick reference. 3. *Application of Knowledge:* Employees must demonstrate their understanding of the plan by identifying appropriate actions and responses during drills, training exercises, or actual emergencies, and collaborate effectively with other team members while adhering to the procedures outlined in the plan. 4. *Plan Updates:* Employees must stay informed about updates or changes to the Disaster and Emergency Plan as communicated by leadership and review these updates promptly. 5. *Compliance with Regulations:* Employees must adhere to all relevant standards outlined in Chapter 749 Minimum Standards and 24-Hour RCC Contract Requirements. **Training and Support.** The organization will provide periodic training sessions on disaster preparedness, including simulations of emergency scenarios. Employees will have access to technical assistance if they require clarification or additional guidance regarding their responsibilities under the plan. **Accountability.** Failure to comply with this policy may result in corrective action, as it directly impacts the safety of children in care and compliance with state regulations. **Review.** This policy will be reviewed annually or as required by updates to regulatory standards or organizational needs. Connect to the disaster plan: [Emergency Plan](https://sites.google.com/refugehouse.org/emergencydisasterplan/home/decision-making). *(See also the knowbase DERPP policy: [[Disaster and Emergency Response Preparedness Plan (DERPP) Policy]].)* *Employees sign a statement acknowledging their receipt of and agreement to abide by the standards and requirements in this policy.* --- ## E-Policies ### E-Policies Framework Refuge House's e-policies establish guidelines for responsible use of technology resources, balancing operational efficiency with security and regulatory compliance. These policies apply to all employees, contractors, and authorized users accessing organizational IT assets. **1. Technology Resource Ownership & Scope.** Defined resources include all electronic devices, networks, software, and communication systems (computers, mobile devices, email, cloud storage, etc.). Company ownership: all data, communications, and work products created/stored on Refuge House systems remain organizational property, regardless of content or purpose. **2. Acceptable Use Principles.** Primary purpose: business operations supporting child welfare services. Permitted secondary uses: brief personal communications during breaks; incidental personal data storage (calendars, contacts); limited internet access during non-work hours if compliant with other policies. **3. Cybersecurity Requirements.** Access controls: unique login credentials required for all systems; prohibition on credential sharing or unauthorized access attempts; multi-factor authentication mandatory for remote access to case management systems. Data protection: encryption required for all devices storing client information; prohibited use of public Wi-Fi for sensitive data transactions; immediate reporting of suspected security breaches. **4. Prohibited Activities.** Content restrictions: pornographic/obscene material; discriminatory/harassing communications; unlicensed software or pirated content. Operational prohibitions: gambling platforms; personal e-commerce transactions; political campaigning; chain letters/spam distribution. System integrity violations: installing unauthorized hardware/software; circumventing security protocols; cryptocurrency mining operations. **5. Communication Protocols.** Email/instant messaging: business correspondence only via approved @refugehouse.org accounts; prohibited content includes client health information without encryption, unverified attachments from external sources, and forwarded jokes/memes unrelated to work. Social media: no organizational accounts without Executive Director approval; personal accounts must disclaim affiliation with Refuge House. **6. Remote Work Standards.** Device management: company-issued laptops require full-disk encryption; personal devices prohibited from accessing case management systems. Connection requirements: secure connection or channel mandatory for all external network access; WPA3 encryption required for home networks. Physical security: no printed materials containing PHI/PII in unsecured locations; biometric locks required on devices used offsite. **7. Monitoring & Compliance.** Activity tracking: continuous monitoring of network traffic and login patterns; random audits of browser histories/download logs. Incident response: immediate revocation of access for policy violations; mandatory reporting to DFPS within 24 hours for data breaches involving client information. **8. Software Management.** Licensing: centralized approval process for all software installations; quarterly audits of license compliance. Updates: automatic security patches enabled for all systems; 72-hour maximum delay for critical vulnerability updates. **9. Training Requirements.** Annual certifications: HIPAA compliance training; DFPS-approved cybersecurity modules; social engineering/phishing simulation tests. New hire onboarding: signed Acceptable Use Agreement required before system access; device security configuration tutorials. This framework integrates requirements from both personnel policies and Texas administrative codes, ensuring alignment with 24-Hour RCC Requirements (§749.208) and TAC Chapter 749 standards for data integrity and child safety. Regular reviews will maintain compliance with evolving HHSC cybersecurity expectations for residential care providers. ### Technology Acceptable Use Agreement This agreement outlines the terms for using Refuge House's technology resources, as detailed in the Personnel Manual and HR Handbook. By signing, the employee acknowledges they have read and will comply with these guidelines. 1. **Resource Ownership Acknowledgement** — I understand that all devices, networks, and data created/stored on Refuge House systems are organizational property. 2. **Acceptable Use Obligations** — I agree to use technology resources primarily for business operations supporting child welfare services, with limited personal use as permitted by policy (brief personal communications during breaks, incidental personal data storage, and limited internet access during non-work hours if compliant with other policies). 3. **Cybersecurity Protocols** — I will maintain unique login credentials, use multi-factor authentication when required, and report any security breaches immediately. I understand that encryption is mandatory for all devices storing client information and that public Wi-Fi is prohibited for sensitive data transactions. 4. **Prohibited Activities** — I will refrain from accessing prohibited content, engaging in unauthorized activities, and installing unauthorized software. I will not access pornographic material, discriminatory communications, or pirated content; engage in gambling, personal e-commerce, political campaigning, or distribute chain letters/spam; or install unauthorized hardware/software or circumvent security protocols. 5. **Communication Standards** — I will use approved @refugehouse.org accounts for business correspondence and ensure client health information is encrypted. I will not send unverified attachments from external sources or forward jokes/memes unrelated to work. If I maintain personal social media accounts, I will include a disclaimer stating that my views do not represent Refuge House. 6. **Remote Work Compliance** — I will adhere to remote work standards, including encryption and secure connections. I will use only company-approved devices for accessing case management systems. I will maintain WPA3 encryption on home networks and ensure biometric locks are used on devices offsite. 7. **Monitoring & Compliance** — I consent to continuous monitoring of network traffic and random audits of browser histories/download logs. I understand that policy violations may result in immediate access revocation. I will report any data breaches involving client information to DFPS within 24 hours. 8. **Training Requirements** — I commit to completing annual certifications in HIPAA compliance and DFPS-approved cybersecurity modules. I will participate in social engineering/phishing simulation tests as required. *Employee Certification: "I understand that violating these terms may result in disciplinary action up to termination and legal consequences." Employees sign a statement acknowledging their receipt of and agreement to abide by the requirements in this policy.* --- ## Code of Conduct This comprehensive Code of Conduct establishes ethical standards and professional expectations for all employees of Refuge House. It has been developed to align with our Personnel Manual and HR Handbook while ensuring compliance with DFPS standards, 24-Hour Residential Child Care (RCC) Requirements, and Chapter 749 Child-Placing Agency regulations. **Purpose and Mission Alignment.** Refuge House is committed to upholding the highest ethical standards in all company activities. Rooted in our Christian ethical foundation, we hold to the principle, "all things whatsoever ye would that men should do to you, do ye even so to them" (Matthew 7:12, KJV) — treating colleagues, children, families, and partners with the integrity, honesty, and respect we would wish for ourselves. This Code of Conduct strengthens our ethical climate and provides essential guidelines for employees across various situations. It establishes a framework for ethical decision-making that supports our mission to serve today's forgotten youth and families by providing stable growth environments and guiding them down the road to a successful tomorrow. This mission requires unwavering integrity from all employees in their professional conduct and relationships with colleagues, children in care, foster families, and community partners. **Ethical Standards and Fundamental Principles.** Refuge House conducts business only with customers and suppliers of sound business character and reputation. We will not knowingly support any public or private organization practicing discriminatory policies. All employees are expected to perform their work with honesty, objectivity, truthfulness, and integrity. It is the policy of Refuge House to comply with all applicable laws, including but not limited to employment and discrimination laws, health and safety regulations, child welfare standards under Chapter 749, 24-Hour Residential Child Care Requirements, confidentiality and privacy regulations, and financial and contractual obligations. Each employee is responsible for compliance with this Code of Conduct. Questions should be directed to immediate supervisors, the Chief Operating Officer, or the Executive Director. **Conflicts of Interest.** A conflict of interest may arise in any situation where an employee's loyalties are divided between business interests that are incompatible with Refuge House's interests. All such conflicts must be avoided. Employees must never knowingly place themselves in positions that could be construed as conflicts of interest. Managers have a responsibility to inform subordinates about confidentiality requirements and monitor activities to ensure compliance. **Accepting Gifts and Entertainment.** - *Gifts:* Gifts such as merchandise, products, personal services, or favors may not be accepted unless they have a value less than $50. This limit serves as a guideline; employees should consult management before accepting any gifts of more than nominal value. Gifts of any amount may never be solicited. Cash or securities gifts are strictly prohibited regardless of amount. - *Entertainment:* Normal business entertainment (lunch, dinner, theater, sporting events) is appropriate if reasonably related to legitimate business discussions or fostering better business relations. All such entertainment must be reported to the employee's supervisor. No employee may accept tickets or invitations where the host will not be present. **Outside Activities.** Refuge House prohibits "free-lance" or "moonlighting" activities that materially encroach on time or attention that should be devoted to employment duties, adversely affect the quality of work performed, compete with company activities, imply sponsorship or support by Refuge House, or adversely affect the company's reputation. All outside employment requires prior written approval from the employee's supervisor. Employees may not use company time, facilities, resources, or supplies for such work, in accordance with our Conflict of Interest Policy. **Interests in Other Businesses.** Unless approved in advance, neither employees nor their immediate family members may directly or indirectly have a financial interest (as investor, lender, employee, or service provider) in a competitor of Refuge House. **Use of Company Property and Information.** All employees are responsible for properly using the company's physical resources and property. Unless otherwise prohibited by management, reasonable incidental use of company telephones, computers, or equipment is permitted. Company property, facilities, or resources may not be used for solicitation or distribution activities unrelated to an employee's services, personal activities that conflict with the organization's mission, or political activities or campaigns. Employees are prohibited from soliciting others during working time or distributing literature in work areas. Any employee engaging in or attempting theft of company property will face immediate dismissal and possible criminal proceedings. **Confidential and Proprietary Information.** Proprietary information must be safeguarded like all important company assets. All employees must refrain from using confidential information acquired through their work for personal advantage or third-party benefit. Information concerning families, children, training, policies, materials, and services must be held in strictest confidence. All files, records, and reports created or acquired during employment are company property and may only be removed from company offices to perform job duties and must be returned upon request. **Professional Conduct with Children and Families.** Our care for children and families is to be marked by patience and kindness — "charity suffereth long, and is kind" (1 Corinthians 13:4, KJV) — held together with sound professional boundaries. Employees must maintain appropriate professional boundaries with children and families at all times, including maintaining objectivity in all interactions, avoiding dual relationships that could compromise professional judgment, respecting cultural differences and individual dignity, ensuring all communications are appropriate and professional, following all documentation and reporting requirements, and adhering to confidentiality standards. Foster children's information is particularly sensitive and must be handled according to DFPS guidelines and 24-Hour RCC Requirements. **Post-Employment Contact Restrictions.** Upon termination, former employees are prohibited from maintaining contact with foster families or children if such contact creates a conflict of interest, breaches confidentiality protocols, or is deemed not in the best interest of the child or family. Any attempt to recruit foster families to another agency is strictly prohibited. Contact with foster children by former employees requires written approval from the child's Managing Conservator (typically DFPS) and Refuge House management. Unauthorized contact may result in legal action at the former employee's expense. **Employment Policies.** Refuge House ensures equal employment opportunity without discrimination; is committed to providing a safe workplace; and prohibits substance abuse per the Drug Testing and Substance Abuse Policy. Employees must follow the E-Policies for responsible use of technology resources. **Compliance with 24-Hour RCC Requirements and Chapter 749.** All employees must be familiar with and adhere to the 24-Hour Residential Child Care Requirements, applicable addendums, and Chapter 749 of the Texas Administrative Code. Key compliance areas include maintaining proper documentation of all services, following reporting timelines for incidents, ensuring proper supervision and care standards, maintaining appropriate boundaries with children in care, completing all required training, following background check and screening requirements, and adhering to documentation standards for service delivery. **Reporting Violations and Ethical Concerns.** When faced with significant ethical issues, employees should: discuss the problem with their immediate supervisor unless the supervisor appears involved, in which case present the issue to the next higher management level; if a satisfactory resolution cannot be achieved, submit the issue to the next higher management level; contact levels above the immediate supervisor only with the supervisor's knowledge, unless they are involved; clarify relevant ethical issues through confidential discussion with an objective advisor; and if the ethical conflict persists after exhausting internal review, resignation and submission of an informative memorandum to an appropriate company representative may be necessary. **Compliance and Acknowledgment.** All employees have a responsibility to understand and follow this Code of Conduct. Violations may result in appropriate disciplinary action, including possible termination without additional warning. Each supervisor and officer has an obligation to annually certify that they have reviewed this Code with subordinates. Every employee must certify they have read this Code and, to the best of their knowledge, are in compliance with its provisions. This Code does not create any employment contract between Refuge House and its employees, and employment remains at-will unless otherwise specified in writing. *Employees sign a statement acknowledging their receipt of and agreement to abide by the requirements in this code of conduct.* --- ## Acknowledgements and Agreements As part of employment with Refuge House, employees must be familiar with and understand the policies and procedures outlined in the following agreements, covering confidentiality, conflict of interest, employee privacy, intellectual property, code of conduct, electronic policies, and more. By signing these agreements, the employee acknowledges they have read, understood, and agree to abide by the terms and conditions outlined in each document. As regulatory requirements evolve, Refuge House's policies may also evolve; employees will be required to review and agree to updates as they occur. Agreements to review and sign: 1. **Acknowledging Receipt of Policy Manual** 2. **Return to Work after Serious Injury or Illness** 3. **Confidentiality of Company Information** 4. **Conflict of Interest** 5. **Employee Privacy** 6. **Intellectual Property** 7. **Code of Conduct** 8. **Acknowledging Receipt of Electronic Policies** 9. **Consent to Release Information** 10. **Authorization to Provide Information** 11. **Transportation Policy** **Policy Manual Acknowledgement Agreement.** I acknowledge that I have received a copy of the Refuge House Policy Manual, which outlines the policies, practices, and benefit guidelines of the company. I have read and understand the information contained in the manual. I recognize that the manual is subject to change, and I accept responsibility for keeping informed of these changes through official notices or updates from my supervisor/manager. **Return to Work Agreement.** I have read and understand the Return to Work policy and procedure after a serious injury or illness. I agree to comply with this policy and procedure upon returning to work, ensuring that I am capable of performing my duties safely and effectively. **Confidentiality Agreement.** I understand that my continued employment with Refuge House is contingent upon my compliance with this confidentiality agreement. I agree to maintain the confidentiality of all company information and not disclose it to unauthorized parties. **Conflict of Interest Agreement.** I have read and understand the Conflict of Interest policy and procedure. I agree to disclose any potential conflicts of interest and comply with the procedures outlined to avoid such conflicts. **Employee Privacy Agreement.** I have read and understand the Employee Privacy policy and procedure. I agree to the terms and requirements stated therein. **Intellectual Property Agreement.** I have read and understand the Intellectual Property policy and procedure. I agree to the terms and requirements stated therein, including respecting Refuge House's intellectual property rights and not using them for unauthorized purposes. **Code of Conduct Agreement.** I certify that I have received and read the Company Code of Conduct distributed to me. I agree to abide by this Code of Conduct and uphold the ethical standards of Refuge House. **Electronic Policies and Acceptable Use Acknowledgement Agreement.** I acknowledge that I have received a copy of the Refuge House e-Policies, which outline the policies, practices, and benefit guidelines related to electronic resources. I have read and understand the information contained in these policies and agree to abide by the terms of the Acceptable Use Agreement contained therein. **Information Release Authorization.** I authorize Refuge House to release information from my personnel file to prospective employers who identify themselves as such. This authorization is unconditional and permits disclosure of the complete content of my personnel file for a period of 90 days following the date indicated below. **Background Investigation Authorization.** I authorize Refuge House to conduct a complete background investigation to assess my eligibility for a position requiring a high level of reliability and trustworthiness. I authorize all relevant parties to disclose information to Refuge House or their agents. This authorization is valid for a period not exceeding one year following the date indicated below or until employment is terminated, whichever occurs first. **Transportation Policy Agreement.** I have read and understand the Transportation Policy and procedure. I agree to comply with all requirements outlined in the policy, including maintaining proper documentation, adhering to safety standards, and following established transportation procedures. I further agree to report any incidents, changes in eligibility, or other issues that may affect my ability to safely transport children in care. **Disaster and Emergency Plan Policy.** I have read and understand the Disaster and Emergency Plan Policy and procedure. I agree to comply with all requirements outlined in the policy, including ensuring that I have access to the plan or familiarity with the plan to take appropriate action if needed. ### Acknowledgements Employees acknowledge receipt of these policies and procedures by signing electronically: [Click here to sign](https://form.jotform.com/250724741239053). --- *Migrated to the knowbase from the maintained Google Doc (originally last updated March 2025; reviewed and revised in the June 2026 annual review — see the companion `2026-Personnel-Manual-Review.md`). Logo and QR-code artwork from the source document are intentionally omitted; the authoritative digital copy and the e-signature form are linked above.*