08.420 Employee Assistance Program

 Chancellor

Revised September 1, 2026; Revised February 2012, Revised February 1, 2007; Original policy established April 1989; Supersedes former Policy No. HR 4.20

NC Office of State Human Resources Employee Assistance Program Policy; applicable UNC System EAP program requirements

N/A

Office of Human Resources

Policy Details:

1. Policy

   The University of North Carolina Wilmington (“UNCW”) provides a comprehensive Employee Assistance Program (“EAP”) for eligible employees. The EAP is a confidential counseling, consultation, and resource program intended to support employees and eligible family members and to assist supervisors and managers in addressing workplace concerns consistent with applicable law, Office of State Human Resources (“OSHR”) policy, UNC System Office (“UNCSO”) requirements, and the University’s EAP contract.

2. Purpose

   The EAP combines sound management principles with supportive intervention and resource services to help address personal, family, work, emotional, substance-related, financial, legal, and other concerns that may affect employee well-being or the workplace. The program is intended to support employee well-being, maintain or restore effective job performance, reduce workplace disruption and safety risk, and retain valued employees.

3. Coverage and Access

   UNCW will make EAP services available to eligible employees and family members in accordance with the University’s EAP contract and applicable OSHR and UNCSO requirements. Human Resources will maintain and communicate current eligibility, vendor access information, available services, and program limits through University EAP resources and supporting operating procedures.

4. Program Principles

   • EAP participation may occur through self-referral, supervisory referral, management-directed referral, or fitness-for-duty evaluation, as applicable.

   • Self-referrals and supervisory referrals are voluntary. Management-directed referrals and fitness-for-duty evaluations are mandatory when authorized and implemented in accordance with governing requirements and University procedures.

   • Use of the EAP does not relieve an employee of the responsibility to meet performance and conduct expectations, nor does EAP participation preclude appropriate performance management or disciplinary action.

   • Management-directed referrals and fitness-for-duty evaluations require consultation with the Office of Human Resources Employee Relations unit and, as appropriate, consultation with Office of General Counsel before a directive is issued.

   • UNCW will administer EAP referrals fairly and consistently and will separate supportive EAP services from the University’s responsibility to manage performance, conduct, safety, and operational needs.

5. Confidentiality

   EAP information will be handled confidentially consistent with Federal and State law, professional standards, the University’s EAP contract, and applicable University procedures. UNCW may provide relevant workplace information to the EAP when consulting with the vendor or making a referral. The EAP may disclose employee/client information to UNCW only as authorized by law or with appropriate written consent. For fitness-for-duty evaluations for which UNCW is the client, Human Resources may receive the evaluative summary necessary to determine fitness and appropriate return-to-work conditions.

6. Leave and Cost

   Employees will not be charged leave for participation in mandatory management-directed referrals or fitness-for-duty evaluations. Leave associated with voluntary EAP use or treatment beyond covered EAP services will be administered under applicable University leave policies and procedures. UNCW is responsible for the cost of required fitness-for-duty evaluations; employees are responsible for costs associated with subsequent treatment except to the extent otherwise covered by insurance, benefit programs, or applicable law.

7. Responsibilities

   • Employees are responsible for satisfactory job performance, appropriate workplace conduct, compliance with lawful management directives, and compliance with conditions applicable to mandatory referrals or fitness-for-duty evaluations.

   • Supervisors and managers are responsible for managing performance and conduct, addressing workplace concerns promptly, consulting Human Resources before mandatory EAP action, and avoiding attempts to diagnose an employee or obtain confidential clinical information.

   • Human Resources is responsible for administration and communication of the University EAP, designation of the EAP Coordinator, consultation with supervisors and managers, coordination of mandatory referrals and fitness-for-duty evaluations, appropriate records management, and maintenance of supporting procedures.

8. Procedures

   The Office of Human Resources maintains standard operating procedures governing EAP access, referral types, mandatory referrals, fitness-for-duty evaluations, investigatory leave with pay associated with EAP matters, confidentiality and records, return-to-work decisions, and coordination with other applicable Human Resources processes.