1. Objective 

• To raise awareness and reduce stigma toward mental illness, and recognize its impact in our society. 

• To mitigate mental health issues/concerns that may affect the company in the form of turnover, absenteeism, poor employee performance, substance abuse, work-related accidents, workplace violence, or harassment.

• To provide support and address mental health issues to create, promote, and maintain a healthy workplace in accordance with the provisions of Republic Act No. 11036 (the Mental Health Act) and Department Order No. 208 (Guidelines for the Implementation of Mental  Health Workplace Policies and Programs for the Private Sector). 

2. Definition of terms:

1. Mental Health - encompasses emotional, psychological, and social well-being, influencing stress management, interpersonal connections, and decision-making. It plays a vital role in overall life satisfaction and resilience in facing life's challenges.

2. Mental Illness - includes various conditions impacting thinking, feeling, behavior, or mood, with varying severity that can affect daily functioning. Similar to physical illnesses, mental illnesses are medical conditions requiring understanding, support, and often professional treatment.

3. Mental Awareness - involves recognizing the importance of mental health, understanding the signs of mental distress, and promoting a culture that supports well-being. It's about fostering empathy, reducing stigma, and encouraging open conversations about mental health to create a more compassionate and informed community.

4. Critical Cases in Mental Health - refer to situations where individuals experience severe and acute mental health challenges that significantly impact their safety, well-being, or the well-being of others. These cases often require urgent and specialized intervention, including professional mental health services, crisis intervention, or hospitalization. Critical cases may involve severe symptoms, heightened risk of harm, or an acute exacerbation of a mental health condition.

3. Scope 

The policy offers support to all Infinit-O Philippines Inc. Team Members (TM) covered by the company’s designated provider, notwithstanding employment status (part-time, project based, consultant, probationary, or regular) or job level (associate, specialist, supervisor, manager, director, or executive) to the following: 

1. Awareness and understanding of mental health and its impact in the workplace and the workforce.

2. Identification and management of mental health problems that are work-related, including interpersonal issues with supervisors, subordinates, co-employees, clients, and customers. 

3. Access to company-provided support through, but not limited to: 

1. Mental health coverage under the accredited mental health provider of                  the company. 

2. Counseling services through consultations, check-in and coaching, therapy sessions with the company’s accredited partner vendor, or via medical doctor under accredited HMO coverage.

3. Seminars, training, and wellness programs for mental health awareness and management.  

4. Usage of unplanned leave credits and/or granting of indefinite medical leave will depend on the advised timeline by a licensed mental health professional with supporting related mental health medical records for reference (fit to work clearance, mental health evaluation and/or medical certificate, etc.).

5. Any violation with the rules set out in this policy and any relevant policies and standards may result in disciplinary action. The company’s Code of Conduct, Employee Handbook and Table of Offenses shall be followed for such violations taking into account the severity of the violation when deciding on a course of action.

4. Non-discrimination 

1. Job Security – no team member will be subject to termination or non-promotion unless proven unfit to work as advised by a licensed mental health professional with verified medical records (fit to work clearance, mental health evaluation, and/or medical certificate, etc.) 

2. Filing of Leave - Prohibiting discrimination and harassment for team members who will take unplanned leave relating to mental health. 

4. Confidentiality

This policy protects team members and their privacy to the fullest extent of the law. 

1. Disclosure through informed and documented consent is encouraged from team members for the company to offer, assist, and provide support depending on the team member’s needs regarding their mental health issue. 

2. Exceptions for confidentiality will be considered based on below: 

1. Disclosure is required by law or pursuant to an order issued by a court of competent jurisdiction;

2. Team Member has expressed consent to the disclosure; 

3. A life-threatening emergency exists and such disclosure is necessary to prevent harm or injury to the service user or other persons; 

4. Disclosure is required in condition with an administrative, civil, or criminal case against mental health professional ethics, to the extent necessary to completely, dispute, settle, or resolve any issue or controversy involved therein.

3. All sensitive personal data/information of a team member pertaining to their mental health conditions will be bound by the rules of confidentiality and/or the Data Privacy Act of 2012.  

5. Provision

1. The company shall establish mental health awareness programs for all current and prospective team members, regardless of rank and status. Team members will be required to undergo and participate in the programs on mental health awareness and management to ease the stigma of discrimination and misinformation: 

1. As part of the regular and scheduled new hire orientation curriculum for new hires, they are encouraged to register to accredited mental health partners for them to have access to the benefits.

2. A quarterly webinar that elevates the team members' well-being.

3. Mandatory course of the policy via Moodle for New hire employees – to complete the course within 30 days from the date of hire 

4. Annual (December of every year) refresher course of or quiz on the policy via Moodle/Survey Monkey/activity 

5. Regular internal communications released for all team members’ reference and guide. (whenever applicable)

6. Offered mental health awareness and management classes (related seminars, webinars and/or courses)

7. Knowledge base resources for mental health awareness/management guides and availment process through the company’s accredited Mental Health provider. 

2. Leave Usage/Indefinite Leave of Absence (Mental Health leave 5 days per Dole).

1. Unplanned Leave

1. Team members may use their unplanned leave in case prolonged leave is advised by an accredited medical doctor.

2. Indefinite Leave

1. Team members may apply for an extended/ indefinite leave and not necessarily have their paid days off be exhausted for it to be approved given that a recommendation from a licensed mental health professionals were provided.

2. Team members must provide official medical records (fit to work clearance, mental  health evaluation and/or medical certificate) indicating duration of leave as  supporting documents on the application of the indefinite leave for their Supervisor/Manager’s approval and reference of the HR-ER and F&A Teams. 

1. A Leave of Absence form (LOA) is to be endorsed to the HR-ER and F&A Teams  for notification via IO Knowledgebase, during this time, team member salary for the affected payroll will be on hold until notice of return is received. 

2. Notice of return should be sent by the  team member Supervisor/Manager to HR-ER and F&A Teams for the reinstatement of their account and status in the payroll  system via ticket through Zohodesk.

6. Responsibility 

1. Supervisor/Manager 

1. To be proactive and to support their team members and encourage them to be open about their mental health issues/concerns through one-on-one coaching sessions, whether in a formal or an informal setting. 

2. In case any of the team members expressed an intent to seek assistance or any of the offered support the supervisor/manager encouraged the Team member to avail counseling sessions with our Mental health Provider. 

3. It is Team Leader’s responsibility to remind the team member to attend the mandatory webinar/seminars. 

2. Team Member

1. To disclose their intent and seek support from their Supervisor/Manager/HR ER Team about their mental health condition via any form of consent. 

2. Cooperate and follow through chosen support and advice of an accredited medical doctor/counselor.

3. Secure and disclose their medical records/doctor’s recommendation through documented consent as reference for the support needed.

4. All employees must attend the mandatory webinar/seminar scheduled by the HR ER team.

5. The team member who fails to attend the mandatory webinar/seminar will get a discussion log under III - ACTS AGAINST OPERATIONAL POLICIES, NEGLIGENCE, INSUBORDINATION Rule 20 of the company’s table of offenses, 

6. It is the Team Members' responsibility to attend their scheduled counseling session with our Mental Health Provider. In case Team Member fails to attend due to some circumstances, Team member must update 1 day prior to the scheduled counseling session. Failure to do so will result in a salary deduction in the equivalent of a booked session.

3. Human Resources - Employee Relations Team

1. To lay out and facilitate mental health programs that will aid team members in reducing bias and misconceptions towards openness regarding mental health issues.

2. Assist team members who would like to avail of the offered support by IO and coordinate with appropriate partners for proper endorsement as needed.

3. The team must schedule webinars/seminars every quarter for all employees.

4. Learning and development

1. The team must add the recorded webinar/seminar for team members' refreshers. 

2. The team should create a mandatory course about mental health policy. 

7. Management Action 

1. For current team members, the following procedures shall be followed as management action for team members who disclosed their mental health issue/concern:

2. The team members will be provided options for the support they would like to avail, this may determine: 

1. Appropriate consultation, counseling, coaching or therapy sessions needed by the team members through the company’s service provider.

2. Duration of indefinite leave if advised by an accredited medical doctor.

3. Team members will be encouraged to update their 2 contact persons in case of emergency for the HR file.

4. For team members with Critical cases, are encouraged to do follow-up counseling sessions with our accredited mental health provider.

3. Results, recommendations, and updates regarding the team members' consultation will be provided by the concerned employee to HR ER together with their documented consent as a reference in case further support is needed. 

4. HR-ER shall, in turn, ensure that the information will be made known only to the following: 

1. concerned team members 

2. People allowed by the team members to know as documented in the team members' documented consent. 

5. Depending on the assessments/results of the team members, they will be required to provide a medical or fit-to-work clearance to ensure that they are able to continue working and that it will not be detrimental to their health. 

6. In cases that an unfit-to-work clearance was given to the employee and an extended leave is needed, accumulated paid days off may be used or opt to apply for an indefinite leave (refer to the following requirements and their Manager’s approval: 

1. Filled out LOA Form 

2. Consultation Results/Doctor’s recommendations 

3. Any medical document related with advised number of days to be indicated  

4. Upon return to work and/or after the prescribed period of rest/medication, the concerned team members should provide a medical/fit to work clearance to their Supervisor/Manager and HR-ER Team. The team member may consult our accredited provider to get recommendations for fit to work.

7. For team members who will not be able to follow through with their program or discontinue it and/or their employment without prior notice, their direct Supervisor or Manager and initiate an RTWO request. Please see the RTWO policy.

1. This will serve as a supporting document regarding the team members being unable to continue with work due to their mental health status, the following process and documents are to be secured by the team members. 

2. Undergo medical/mental examinations and obtain a certification from a competent/licensed public or private mental health authority 

1. Medical record indicating nature or state of their mental health condition

2. Treatments/Therapies undergone in the past three to six (3-6) months

3. Medical clearance and/or unfit to work 

3. The medical request will be sent to the member through their personal email and residence address via courier, based on company record. 

4. A duration of 30 days from the date of sending or confirmed receipt will be given to the employee to respond and provide the requested document. 

5. In case the member fails to respond and/or comply with providing the requested documents after 30 days, the process for RTWO will be followed. 

6. If the team members are able to provide the requested documents and are proven to be unfit to work, the team members may opt to apply for the indefinite leave if they still wish to continue with their employment or request for it to be terminated by following the process for separation. 

7. Members who are proven to be fit to work but do not wish to return to work will be endorsed for due process and follow RTWO guidelines. 

8. Reference

Implementing Rules and Regulations of Republic Act No. 11036 (The Mental Health Act).

Department Order 208-20, Guidelines for the Implementation of Mental Health Workplace Policies and Programs for the Private Sector 

Attendance Policy 

Leave Policy 

Separation Policy 

Asset Retrieval Policy

RTWO Policy 

Code of Conduct 

Employee Handbook 

Table of Offenses

9. Records

Mental Health Masterlist