supervisor and employee and confidential health information

Laurentian University Health Services

EAP Supervisor's Guide

Employee Assistance Program

What Is the Employee Assistance Program?

Is the EAP Confidential?

How Does an Employee (or her/his dependent) Access the EAP?

What Is the Supervisor's Role in the EAP?

May an Employee Use the EAP Without the Supervisor Knowing?

How Should I as a Supervisor Be Prepared to Accommodate an Employee
Who Is Using EAP?

Should the Supervisor Arrange for the Contact With the EAP Coordinator
on Behalf of an Employee?

As a Supervisor How Else Can I Be Supportive?

Can a Supervisor Insist That an Employee Use the EAP?

Does a Supervisor Have the Right to Know Details Concerning the
Assistance Obtained Through EAP?

Can a Supervisor Insist That EAP Appointments Be Conducted Outside of
Work Hours?

Summary of Supervisory Responsibilities:

What is the Employee Assistance Program?

The Employee Assistance Program (EAP) is a service provided by the
University for its employees to aid them in addressing problems which
have the potential for serious
impact upon an employee's performance at work, their personal lives,
and their families. These difficulties might include physical, mental
or emotional concerns, finances, marital
or family distress, alcohol/substance abuse or other issues. EAP is
the result of a collaborative effort between all employee groups and
the University. The intent of Employee
Assistance Program is to assist employees in maintaining a level of
physical and mental health which will allow them to fulfill their work
obligations to the University.

Is the EAP Confidential?

"Yes". Confidentiality is maintained unless the employee gives
permission or reveals information which has the potential to cause
harm to an individual's health or safety or when
there is a legal subpoena. This applies to the Coordinator of the
program, to you as supervisors and also to union/association contacts
or members of management who have been
involved in the situation. Invoices from service agencies are sent
directly to the EAP Office and the employee's name is removed before
the invoice is forwarded to Financial
Services for payment.

How does an employee (or her or his dependent) access the EAP?

The EAP is voluntary. When an employee has a personal concern which is
or has the potential to affect her or his ability to function well
within the job, the employee will make
contact with the EAP Office to obtain help. The Coordinator will
provide the employee with information about the services available,
the cost of the services and the extent to
which the University will subsidize those costs. This contact is
necessary in order to ensure quality assistance and financial support
for the assistance through the Laurentian
University Employee Assistance Program.

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What is the Supervisor's Role in the EAP?

It is important for supervisors to understand that often a personal
difficulty may be the reason for deterioration in an employee's work
performance. If this seems to be the case,
the supervisor should encourage the use of the EAP. At the same time,
the supervisor should provide support for corrective action. This may
take the form of a discussion or a
letter which outlines your concerns about the employee's performance
as well as encouraging the use of the EAP. This discussion or letter
is non-disciplinary and not grievable.

The EAP does not deny:

the University and its supervisors their right to manage the
 workplace and assess discipline;

an employee her/his rights under a collective agreement or her/his
 right to Association or Union representatives;

the Union's or the Association's representatives their right to
 represent employees, including the process of the grievance
 procedure.

May an Employee use the EAP without the supervisor knowing?

Yes, this is often the case and is to be encouraged because it shows
that the employee is addressing her or his problem before workplace
performance has been affected. If,
however, use of the EAP requires either absence from work or, on
occasion, a temporary reduction in the employee's workload for a
specified period of time, approval by
the supervisor will be required. If the employee chooses, however, he
or she may seek assistance without using the EAP or its associated
financial support.

How should I as a supervisor be prepared to accommodate an employee
who is using EAP?

Accommodation might include such options as reduced work time, reduced
workload and time off to attend counselling or other support sessions.
You may wish to talk with
the EAP Coordinator or Personnel Services about possibilities.

Should the supervisor arrange for the contact with the EAP Coordinator
on behalf of an employee?

Because the EAP is voluntary, this would be appropriate only with the
consent of the employee. Some employees in difficulty need this sort
of support where as others may
wish to maintain their independence through initiating the contact
themselves. The extension to call is 1055.

As a supervisor how else can I be supportive?

Listen and be sympathetic. Try to understand that the employee is
facing two issues: the decline in workplace performance (and the loss
of pride that accompanies this) as well
as the personal difficulty itself. Help the employee through
constructive comments and be sure to note improvements as they occur.
Be patient: it takes time for personal problems
to be resolved. Encourage the early use of the EAP: this will usually
result in an earlier resolution to the employee's problem.

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Can a supervisor insist that an employee use the EAP?

A supervisor can strongly suggest the use of the EAP to address
personal difficulties in order to improve workplace performance. If,
however, the employee wishes to obtain
help through a different means, the supervisor cannot force the use of
the EAP, which is voluntary. The supervisor does have the right to
monitor the performance of an employee
and take appropriate disciplinary action.

Does a Supervisor have the right to know details concerning the
assistance obtained through EAP?

No, confidentiality is a central part of the success of EAP. As a
supervisor, you have the right to know when an employee is going to be
absent from work for EAP appointments
and that the appointments are being attended. If progress is neither
evident nor volunteered by the employee, after a reasonable amount of
time you may ask the employee if he
or she feels any closer to resolution of their problem. If the
employee is not finding the sessions helpful, encourage her or him to
contact the EAP Coordinator to arrange for
another agency. As mentioned above, however, it is important to note
that the EAP program does not deny the supervisor's right to address
workplace performance issues.

Can a supervisor insist that EAP appointments be conducted outside of
work hours?

No. However, employees will make every effort to schedule appointments
outside working hours. If this is not possible, appointments should be
scheduled to minimize time away
from work such as the beginning/end of the day or near the noon hours.

Summary of the Supervisory Responsibilities:

1. Do a regular "climate scan" of the employees who report to you.
  If someone is in obvious difficulty or if work performance is
  declining, do not ignore it - address the situation
     and encourage the early use of EAP.

2. Be supportive when an employee is using the EAP.

3. Be attentive to the employee by way of follow-up to ensure that
  the EAP is helping to resolve the difficulty.

4. Contact the Employee Assistance Program Coordinator, Lyne Rivet
  (ext. 1055), if you have any questions or concerns.

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