Employee Assistance Program Policy

Policy Statement

The Public Service Commission (PSC) administers an Employee Assistance Program (EAP) to public service employees and their immediate family members, as well as retirees of the public service, as per the Eligibility section of this policy.  Professional and confidential counselling supports are available to those experiencing mental health or work-related issues affecting their well-being or job performance.  Often, it is recognized that personal, family and work-related problems can effectively be managed through early identification, intervention and support provided through professional counselling services of the Employee Assistance Program.

Application

This policy applies to employees of all organizations specified in Schedule A of the Public Service Commission Act, and to those employees of other government entities included under the authority of a Memorandum of Understanding or Service Level Agreement.  Additionally, the policy applies to employees’ immediate family members and retirees in accordance with the Eligibility section of this policy.

Definitions 

For the purpose of this policy:

Client – an individual who is eligible to receive services under EAP in accordance with the Eligibility section of this policy.

Coordinator – a qualified mental health professional providing intake and assessment within the parameters of the Employee Assistance and Respectful Workplace Program of the PSC.

Employee Assistance Program (EAP) – an employee benefit program which provides confidential, professional assistance for a wide range of personal and workplace issues to help individuals to achieve good mental health.

External Service Provider – a qualified mental health professional providing counselling and support services on behalf of the PSC.  These external service providers operate independently and deliver confidential mental health services, such as individual therapy, trauma treatment, and mental health support aimed at promoting employee well-being and addressing personal or work-related challenges.

Management Initiated Formal Referral – a formal referral normally occurs at a point when work performance and/or behavioural issues have been identified by an employee’s manager.  The employee is provided with a formal letter outlining the issues of concern within the workplace and offered the option of EAP support to assist in addressing the concern.  Although an employee is formally referred to EAP, participation in counselling services remains voluntary.  The employee maintains the right to confidentiality throughout the formal referral process.  The Coordinator can confirm or deny an employee’s participation when requested by the manager or human resources representative.  Refer to the Formal Referral Process section of this policy for further information.

Self-Referral – a self-referral is made by the employee on their own behalf.  All employees can seek assistance on a voluntary basis.

Trauma Response Protocol – a protocol designed to guide the response to and support for individuals and/or work groups following a traumatic event in the workplace.

Workplace Assisted Referral – a referral initiated by a manager when it is identified that an individual is in need of support or counselling in relation to mental health or workplace issues.

Eligibility

To be eligible to receive services under EAP, one of the following conditions must be met:

  • Employee – a permanent, temporary, full time, part time, contractual employee, or a paid student employed with an organization as specified in the Application section of this policy.
  • Immediate Family Member – this includes the employee’s spouse or partner and dependent children up to the age of 24.
  • Retiree – an employee who has retired from an organization as specified in the Application section of this policy.  Retired employees are eligible for services up to 12 calendar months following their original retirement date.

Mandate

The mandate of EAP is to:

  • provide confidential, professional assessment, referral, and follow-up services to assist employees experiencing mental health or work-related issues;
  • enhance employee mental health and wellness, and improve workplace productivity;
  • provide support for employees and or departments exposed to traumatic workplace events; and,
  • support employees and departments during a work-related adjustment.

Roles and Responsibilities

Client

It is the responsibility of the Client to:

  • be aware of the confidentiality and program guidelines, and respect the privacy of their own information as well as that of others;
  • actively engage in sessions, and follow through on recommendations or action plans developed during intake sessions;
  • attend scheduled appointments, and inform the Coordinator should they wish to change the external service provider or discontinue services; and,
  • follow up with the Coordinator should they wish to request additional resources through EAP.

Department/Agency

It is the responsibility of the Department/Agency to:

  • be aware of the EAP services that are available, thereby ensuring that employees are aware of same;
  • initiate workplace-assisted and formal referrals as required;
  • provide employee support as needed; and,
  • maintain contact with the Coordinator to confirm employee participation and offer the employee support where formal referrals have been made.

Public Service Commission

The Commission shall:

  • confirm eligibility of the client seeking EAP services;
  • provide an initial consultation with the client seeking assistance, as well as explain confidentiality and the services offered within EAP;
  • provide assessment and counselling services referral to an appropriate external service provider as required;
  • maintain contact with the employee and external service providers to provide additional support;
  • support employees, managers and departments that have experienced a traumatic event in the workplace;
  • receive and process invoices from external service providers while adhering to EAP funding guidelines and practices; and,
  • provide guidance and interpretation of this policy.

Formal Referral Process

When there are concerns regarding an employee’s work performance and/or behavioural issues, and subsequent to consultation with department/agency executive and HR advisory services, the manager may make a formal referral to EAP.  This is notwithstanding the need for the manager to provide any necessary feedback to the employee as it relates to their behaviour or performance.

When making a formal referral to EAP, the manager should advise the employee of the following:

  • the nature of any concerns they may have as it relates to behaviour, performance and/or mental health;
  • how to get in contact with the identified coordinator, and an expected time frame in which to do so; and,
  • that participation in EAP is voluntary, but recommended by management or human resources.

The employee maintains the right to confidentiality throughout the formal referral process.  However, if a request is made by the employee’s manager or human resources representative, the Coordinator can confirm whether the employee is participating in EAP and proceeding with counselling services.

Confidentiality

Confidentiality is maintained within EAP respecting all matters associated with the professional services provided to employees.  In accordance with the Personal Health Information Act, Coordinators will not disclose information provided in the course of a counselling consultation, coaching, mediation or group intervention unless required to do so by law.  All persons working with EAP clients (e.g., medical personnel administrators, coordinators, counsellors and support staff) are prohibited from disclosing any information unless consent is provided by the client.

The general expectation that Coordinators will keep information confidential does not apply whereby there is a professional duty or obligation to disclose information, or where there is serious, imminent, or foreseeable harm to a client, employee, and/or others.  All limits to confidentiality will be discussed with the employee at the earliest possible opportunity.

EAP files are handled with a high degree of confidentiality.  The EAP files and working notes are retained in a secure database and destroyed in accordance with the Records, Retention, and Disposal Schedule as per the Government of Newfoundland and Labrador Records Management Guidelines.  Personal EAP files can be made available upon the written request of the client.

When a client is referred by the Coordinator to an appointed external service provider, sufficient information shall be released to the provider in order to ensure an appropriate referral is made, and services are accessed in a timely manner.