1. Human Resources Policies
Talking Points:
- OSF has adopted a number of policies that you need to be aware of as a new employee at OSF.
We don’t have time to cover all the policies today, but it is important that you take the time to review these policies as you begin your career with OSF HealthCare.
I’m going to try to make this fun by starting each policy with a question and I’d like you to give an answer. Then we’ll discuss what the policy says and why it is especially important as you begin your employment with us today.

2. Where You Can Find the Policies
One OSF Portal:
Click on Employees, then on HR Policies
Then on your operating unit name on the left side
True or False – It is your responsibility as an employee to familiarize yourself with our OSF policies.
TRUE.
The policies are saved on our HR Policy portal page, off the One OSF Portal. I’ll show you how to navigate there now, and then be sure that you take some time to review these policies.
You can also get to this page from home:

3. Initial Introductory Period
Employees are considered to be on an initial introductory period for the first 90 calendar days of their employment.
During this period of time, the employee has an opportunity to get acquainted with the new job, fellow employees and the respective OSF HealthCare operating unit.
The department supervisor evaluates both formally and informally, with the employee, the total job performance during the initial introductory period.
At any time during or at the conclusion of the initial introductory period, the department supervisor may elect to terminate the employee’s employment.
If the initial introductory period is extended, the employee is informed in writing regarding the length of the next introductory period. The maximum extension period is for ninety (90) calendar days.
How long is your initial introductory period?
The correct answer is 90 days, unless it is extended.
OSF puts all employees on an initial 90 day intro period to give you a chance to get up to speed on your job, begin working with your co-workers and to get familiar with where you work. Your department supervisor will be evaluating you and your job performance, and will be meeting with you about your responsibilities.
Can the intro period be extended?
Correct answer is yes, it can be extended for an additional 90 days and your manager will let you know if that applies to you.

4. Attendance Employees are responsible for their attendance
The Attendance Policy refers to all unscheduled occurrences of tardiness, leaving before the end of a shift, and absence from work
If you can’t come into work on a day you are scheduled, you need to call in prior to the start of your shift.
Staff are to arrive to work on time and be ready to work at the required start time. Arriving any time after the official start time is considered tardy.
Employees should not have more than 5 unscheduled occurrences in a rolling 12 month period
True or False – It is okay to arrive one minute late for work.
The answer to this is False. OSF expects all employees to arrive at work and be ready to work in your department at your scheduled start time. So, that means if you are scheduled at 8 a.m., then you need to be in your area, ready to go promptly at 8 a.m. It doesn’t mean that you are parking your car and walking into the building at 8.
OSF understands that things happen, and you may need to call into work for one reason or another. When that happens, the expectation is that you call in before the start of your shift. Your manager may have more details on this; they may require that you call in at least 2 hours in advance or something like that. Be sure you check with them to find out the expectation.
You are allowed a total of 5 absences or tardies in a rolling 12 month period before you will be coached. Any additional absences or tardies beyond the 5 can result in Positive Discipline, which we will cover in a few moments.

5. Personal Appearance/Dress Code
If there is any doubt on if an article of apparel is appropriate, assume it is not.
Professional appearance/business casual
Uniforms may be required by your department.
No acrylic nails in patient care areas
No shorts or flip flops
No short skirts or shirts
No denim clothing, i.e.: jeans, jackets, jumpers
No strong scents, i.e.: lotions/perfumes/smoke
No open toe shoes in patient care areas
No ornamental jewelry, except in ears
OSF requires employees to have a professional appearance at work… our general rule to abide by here is that if you have any doubts, assume it’s not appropriate and don’t wear it!
Question: Who can wear acrylic nails?
Answer: No one who works in a patient care area or who touches something that a patient would touch (including cleaning/treating rooms for patients or preparing food)… acrylic nails can transmit germs and disease because they are glued onto the nail.
Question: If we can’t see your tongue piercing can you wear it?
Answer: No, the dress code excludes piercings except for small piercings in the ear.
 Question: What color underwear can you wear?
Answer: We don’t care, as long as we can’t see it. Shirts shouldn’t be short so that someone can see this when you bend over.
 Question: Can you wear sandals to work?
Answer: If you work mainly in a clinical area, sandals aren’t allowed; shoes should be closed-toe.
There is a lot more detail on what is appropriate and professional, so please be sure to review this policy in detail. Your manager may have stricter guidelines for the department, such as a uniform or certain color, so your manager will share that information with you.

6. Tobacco Free Environment
OSF HealthCare is committed to the promotion of health through the treatment and prevention of disease, and for providing a safe and healthy environment for our employees, physicians, volunteers, visitors and those we serve. Consistent with this commitment, OSF HealthCare recognizes the adverse health effects of tobacco products and second-hand tobacco smoke. For these reasons, the use of tobacco products in any form (i.e. cigarettes, cigars, chewing tobacco, snuff, pipes, electronic cigarettes, etc) is prohibited on OSF HealthCare property. This includes land, buildings, parking lots, leased spaces; facility owned vehicles and privately owned vehicles on property leased or owned by OSF Healthcare System and OSF Saint Francis Inc.
Employees will not be allowed to use tobacco products during their paid work time or paid breaks, and are strongly encouraged not to use tobacco products during their unpaid lunch break. No smoke odors shall be noticeable from an employee during work hours. (See Policy #115, Personal Appearance).

7. Tobacco Free Environment - continued
Success of this policy depends on the thoughtfulness, consideration and cooperation of all. Employees are expected to be good neighbors to those property owners adjacent to us. Do not trespass on their property or loiter on the sidewalks near their homes or businesses.
All staff will be responsible for the enforcement of this policy. Anyone observed violating this policy will be asked by an employee, member of leadership or security to discontinue the use of their tobacco product while on OSF property.
This policy applies to all OSF HealthCare employees including contract staff, as well as volunteers, visitors, students, and contractors. Compliance with this policy is expected and employees who violate this policy will be subject to disciplinary action up to and including termination. (See Policy #601, Positive Discipline).
Employees interested in quitting smoking should contact Human Resources for details of smoking cessation programs offered by OSF.

8. Standards of Conduct
Demonstrate courtesy, dignity, and respect in interactions including and telephone
Conduct yourself in a professional manner
Treat everyone you encounter with respect & courtesy
Remain open-minded
Address issues directly, promptly, sensitively
Take time to give positive feedback and constructive criticism
Respect cultural differences
OSF asks all employees to follow a Standard of Conduct …
- Basically that you conduct yourself in a professional manner and you treat everyone with the respect and courtesy they deserve.

9. Positive Discipline
Positive Discipline is a performance management system that recognizes, encourages and reinforces good performance. Positive Discipline has three (3) basic components:
Positive Recognition
Coaching
Formal Discipline
is a series of reminders and corrective steps taken to improve performance and change behavior. Formal discipline is issued when an employee does not respond to coaching, or a performance problem is serious enough to warrant specific formal discipline.
If you are not following the Standards of Conduct, you may be placed on Positive Discipline. The Positive Discipline policy lists our Rules of Conduct, or things that are not tolerated by OSF. Examples of this include: falsifying your timecard, intimidating behavior, sleeping on the job, excessive absenteeism, HIPAA violations, or violating OSF policies.
Positive Discipline is a way to manage employee behavior and give employees an opportunity to change before formal discipline is necessary. It involves positive recognition of good behavior and then coaching when something goes wrong. If an employee doesn’t respond to the coaching and the performance problem continues (or is serious enough from the start), formal discipline then occurs.

10. 3 Levels of Positive Discipline
Level I Reminder
Reported to HR
In effect for 6 months
Level II Reminder
In effect for 12 months and cannot apply for another job within OSF
Decision Making Leave (DML)
One day away from work to think about your job and develop an action plan on how to improve
In effect for 18 months
Not eligible for merit increases
There are 3 levels of Positive Discipline:
Level I
Level II
Decision Making Leave
Hopefully you will never need to talk about Positive Discipline anymore than we have today, but we want you to be aware that performance problems and policy violations are taken seriously at OSF.

11. Worker’s Compensation
If you are injured while at work notify your manager or supervisor right away!
Your manager will complete an injury report with specific details about the injury
You will be scheduled for an appointment with our Occupational Health Department for an assessment
Recommend further treatment if necessary
Occupational health will release you back to work when appropriate
Question: How do you report a work related injury?
Answer: A work-related injury is reported to your manager or supervisor and needs to be reported right away! Depending on where you work and what shift you are on, there may be someone else you report the injury to. Your manager will go over this information with you.
Question: I just hurt myself at work but don’t feel I need treatment now.  Do I need to report it?
Answer: Yes, any injury, no matter how minor, must be reported to your manager/supervisor.

12. Harassment
OSF will not tolerate or condone any actions by any persons which constitute sexual harassment, or any other type of prohibited harassment of any employee.
It is the responsibility of every employee to create an atmosphere free of harassment, sexual or otherwise, and respect the rights of co-workers.
If you experience or witness any type of harassment, it is your responsibility to contact your manager or Human Resources immediately.
Where can you report feeling threatened?
Who do you report any inappropriate behavior or harassment by a fellow employee to?
OSF does not tolerate or allow any harassment of one individual by another. If you feel harassed in anyway, please let your manager or Human Resources know immediately. There is no retaliation allowed against someone who reports harassment either, so you can feel comfortable letting us know about a problem that is occurring.

13. Other Policies
We have many other policies that are important to address, but not enough time to cover them all.
Health Stream assignment will cover:
Conflict of Interest
Corporate Compliance
Whistleblower Protection
Equal Opportunity Employment
Job Opportunity Program
Fair Treatment Process

14. Other Policies continued
As a new hire to OSF Healthcare System, you have had your picture taken for your name badge.  Please note that this picture will be added to your Outlook account and will be visible to those you communicate with across the OSF Ministry.  If you prefer to have your picture excluded from your Outlook account, you must contact the OSF Service Center requesting that your picture be removed from your account.  There are three methods for contacting the OSF Service Center. 
1.      IT Self-Service Portal
2.      Telephone:  1 (800)
3.