An employee’s performance problems can be a cause for concern and may be linked to underlying difficulties. As a supervisor, you are in a unique position to intervene with an employee and provide motivation toward health and wellness by offering a source of professional help.
How do I make a Supervisory Referral?
The Employee Assistance Program is voluntary and an employee’s participation cannot be considered discipline. As always, all conversations between the employee and the EAP counsellor are confidential and EAP may not disclose any information to the supervisor unless the client signs a written release of information.
The supervisor may schedule an EAP appointment for the employee if the employee is with the supervisor and requests the supervisor’s assistance. A supervisor may suggest to employees that EAP may be able to help in their efforts to address issues that may be affecting performance but may not refer an employee as a condition of continued employment.
When referring an employee to EAP for counselling consider the following:
Make sure that the conversation takes place in a private setting. When you make sure that you meet in a private setting, you are modelling that you care about the employee’s privacy and the situation that they may be facing.
Be clear but not judgmental when you share your observations, such as “ I have noticed that you seem to be less interactive and motivated than you have been in the past.”
Use open ended questions to allow the employee to discuss the situation should they choose.
Do not try to diagnose personal problems.
Recommend the EAP as a resource to help resolve problems. The earlier an employee seeks help, the more easily problems can be resolved.
Contact to inform us of a potential referral.
Schedule a follow-up discussion with the employee.
What Happens Next?
When an employee has been accepted and referred to EAP, we may request written permission for the supervisor to be contacted, especially if there may be performance problems.
Unless otherwise specified, the supervisor will only be told that an initial session was held, and whether further appointments are scheduled. The specific nature of the employee's problem is confidential and will not be disclosed. The EAP staff will work with the employee to try to resolve his/her problems and may recommend the use of additional resources.
What if an employee refuses to use the EAP?
Again, an employee's involvement with EAP is voluntary. Whether an employee chooses to use EAP or not, the supervisor needs to continue monitoring job performance. An employee is not sheltered from disciplinary procedure by participation in EAP. Nor can an employee be disciplined for not seeking assistance.
How Else can EAP Assist Supervisors?
Talking with an employee about a problem is never easy, but by planning ahead and using good communication skills, the supervisor can make the interaction easier for both of you.
Additional services we provide include:
Suggestions on how to present and frame the problem
Planning ahead to predict the employee's reaction and how to handle it
An opportunity to rehearse your conversation
What other resources are available?
Employee and Labor Relations can offer assistance in following proper disciplinary procedures.
Your Human Resources Representative
Threat Assessment Team (TAT)
The Threat Assessment Team exists in response to a charge to provide comprehensive threat assessment and management services. The team may combine expertise in the areas of law, mental health, student services, staff services, legal services and organizational effectiveness.
The Threat Assessment Program has three components:
The Threat Assessment Team is dedicated to the early identification, assessment and management of incidents and behaviors that threaten the safety and well-being of the organisation community.
The goal is to provide an integrated and coordinated process for identifying and responding to clients, students, staff and other individuals who may be at risk of causing damage, disruption or harm to themselves or others.
Employee and Labor Relations Referral
Employee Relations is responsible for the management of the relationships between the employer, and its employees. Employee Relations services intend to achieve the provision of fair and consistent treatment of all employees resulting in greater employee job commitment, productivity, and engagement with special emphasis on the prevention or resolution of problems arising from work situations.
Employee relations is charged with
1) promoting, encouraging, and strengthening communication between employee and management at all levels;
2) promoting and safeguarding the proper application of company personnel policies and provisions;
3) establishing and heightening mutual trust and acceptance within the company or organisation; and
4) the provision of fair, reliable, and effective resolution in a timely manner.
Employment Practices – provide guidance and consultation on key employment practices to ensure a healthy work environment and reduce the likelihood of grievances or litigation.
Conflict Resolution – Assist in resolving workplace problems and conflicts before they escalate. Serve as principal advisor for all staff grievance/administrative review procedures and resources.
Investigations – Conduct or assist divisions in conducting objective and thorough investigations of employee conduct or employee complaints and grievances.
Corrective Action Administration – Serve as objective consultants to organizations regarding assuring due process in determining potential corrective action or discipline.
Performance Management – Assist managers and human resource professionals in establishing performance expectations, carrying out interventions, and assuring accountability to ensure productive employees and non-arbitrary work environments.
Policy Interpretation – Provide guidance on and development of policies, procedures, and practices, related to employment, that comply with quality, state, and federal regulations or laws.
Labor Relations – Administer and provide guidance related to contracts and activities.
Grievance/Appeals – Serve as objective hearing officer in matters involving employee grievances and represent/assist management or administer the process for appeals before various tribunals (e.g. Arbitration)
Training and Workshops – e.g. Effective Workplace Investigations, Managing for Improvement, Performance Management, Supervising at Iowa, Crucial Conversations, Conflict Resolution, Supervisor Procedure for Suspected Employee Impairment etc.