A-1_Section_J_-_CONTRACT_Exhibits(Pre-Award).pdf

SECTION J – LIST OF ATTACHMENTS

EXHIBIT A – DEA LOCATIONS

EXHIBIT B - LOCATIONS DIRECTORY - provided at time of award

EXHIBIT B – GLOSSARY

EXHIBIT C – STATEMENT OF CLIENT UNDERSTANDING

EXHIBIT D – FORMAL SUPERVISORY REFERRAL

EXHIBIT E – RELEASE CONFIDENTIAL INFORMATION

EXHIBIT F – SERVICE EXTENSION REQUEST

EXHIBIT G – TRAINING

EXHIBIT H – TRAINING PROTOCOL

EXHIBIT I – CLIENT SATISFACTION SURVEY

EXHIBIT J – EAP QUARTERLY STATISTICS TABLE (sample)

EXHIBIT K – SYSTEM OF RECORDS

EXHIBIT L – INVESTIGATION OF EAP COMPLAINTS

EXHIBIT M – AREA CLINICIANS APPLICATION STANDARDS

EXHIBIT N – SECURITY PROVISION DEA-2852.204-83 (OCT 2015)

EXHIBIT O - ONSITE CONTRACTOR RESPONSIBILITIES

[END OF SECTION]

EXHIBIT A

EXHIBIT A

DEA DOMESTIC FIELD DIVISIONS

Atlanta, GA Los Angeles, CA Philadelphia, PA

Chicago, IL Louisville, KY Phoenix, AZ

Dallas, TX Miami, FL San Diego, CA

Denver, CO New England (ME, VT, NH, MA, CT, RI) San Francisco, CA

Detroit, MI New Jersey Seattle, WA

El Paso, TX New Orleans, LA St Louis, MO

Houston, TX New York, NY Washington, D.C.

EXHIBIT B

GLOSSARY OF DEA AND EAP TERMINOLOGY

1811s: DEA Special Agents and/or Law Enforcement Agents of other Federal Agencies.

Academy of Certified Social Workers (ACSW): A certification for professional Social Workers sponsored by the National Association of Social Workers attesting to their ability to practice independently (without mandatory supervision).

Administrative Clinician: The core contract staff team leader. Directly oversees all clinical services provided by the contract and is the contact point for the DEA on all contact issues.

After-Care Services: Scheduled Area Clinician contacts with EAP clients who have completed a course of treatment.

Administrative Officer (AO): The senior supervisory support position in Divisional Offices.

APA: American Psychological Association.

Area Clinician Handbook: Comprehensive, contractor-provided, how-to guide" for Area Clinicians on all facets of their work with the DEA/EAP.

Area Clinician: Licensed, independent practitioner, mental health clinician working for the EAP prime contractor to perform all EAP clinical, training, and consultative services for a Division-specific geographic locale.

Assistant Special Agent in Charge (ASAC): In DEA Divisions, the senior managers who are the SAC’s immediate subordinates.

Assessment/Evaluation: Formal, initial mental health evaluation received by each EAP client from their assigned clinician resulting in file documentation and brief intervention or referral.

Back to Work Conference: Scheduled Area Clinician meeting with an EAP client and their supervisor upon completion of a course of treatment, but prior to returning to the DEA to work.

Brief Intervention: Up to five, EAP clinician-provided supportive, problem-solving, and/or task-centered clinical sessions for an EAP client following an assessment/evaluation.

Briefing: Up to three, individual and/or group sessions with an Area Clinician following a traumatic incident. Mandatory for DEA employees following an operational trauma.

CEU: Continuing Education Unit.

Client: A DEA employee or eligible family member who has been formally entered into the clinical component of the EAP by virtue of having client and problem numbers assigned to them, a case file started, and been seen by an EAP clinician at least once.

Client Number/Authorization Number: A tracking code assigned by the Administrative Clinician to each EAP client indicating their formal entry into the program.

Client Record System: Collective creation, organization and maintenance, by the prime Contractor and EAP clinician, of a file for each EAP client seen in the Program’s clinical component.

Clinical Briefing: See Briefing.

Clinical Psychologist: Ph.D. graduate from an APA approved graduate program and internship in Clinical Psychology. One of four qualifying professions for EAP Clinicians.

Confidentiality: The legal requirement that information about the EAP’s clients and their Program contact never be released without the client’s written permission.

Contracting Officer (CO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the contracting officer acting within the limits of their authority as delegated by the contracting officer.

CONUS: Continental United States.

Contracting Officer's Representative (COR): an individual, designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

Core Contract Staff: The Administrative Clinician, Licensed Mental Health Clinician, Management Analyst and Program Assistant who perform and warrant all deliverables required by the EAP contract for the successful operation of the Program. (Key Personnel)

Core Trainings: EAP trainings that are required to be given by the EAP to specified members of the DEA employee population at certain intervals. They include EAP Orientations, Law Enforcement Stress Management and Trauma Response trainings.

Course List/Training Curriculum: The comprehensive DEA/EAP List of Training Modules specifying the available curricula utilized in the prevention/education component of the Program.

adjacent geographic areas centered on a single DEA Division. They provide EAP services for the DEA employees, families and facilities in that area.

Deliverables: Any tangible or intellectual products that the contractor is required to produce and deliver to the government in fulfillment of one or more terms of the EAP contract.

Deployment: Sending Area Clinicians (voluntarily) outside of their local geographic service area to perform EAP services in response to a traumatic incident or other programmatic needs.

Drug Free Workplace (DFW): Of, or pertaining to, the Federal Drug Free Workplace Act, The DEA Drug Free Workplace Plan, or their training mandates for the DEA/EAP.

Diagnosis: The DSM-IV code (or combination of codes) that upon clinical assessment most accurately reflects a client’s medical, psychiatric, and/or life condition.

District Office: The second largest DEA operational office in the field.

Division: Any one of 22 DEA geographic areas of operations in the CONUS, Alaska, Hawaii, and the Caribbean. They consist of a single Divisional Office, multiple Resident & District Offices and Posts of Duty.

Divisional Clinical Cluster: See DCC.

Division Training Schedule: The comprehensive annual schedule of EAP trainings for each DCC. It is submitted annually according to the timetable in the EAP Training Scheduling Protocol and requires quarterly updates. This term also is used to refer to each Division’s internal annual schedule of trainings created by their DTC which will include (after appropriate Area Clinician scheduling) EAP trainings for the covered year.

Division Training Coordinator (DTC): The staff member in each Division charged with the scheduling and oversight of all trainings. This is usually assigned to an Agent (1811) and is a full time position. In smaller offices the same duties are assigned to a designated Training Officer, which is usually an additional duty. (see Training Officer)

EAP Administrator: DEA Headquarters staff member who designs and oversees all aspects of the Employee Assistance Program.

EAP Specialist: Clinical staff who is monitored by the EAP Administrator. Functions as the Administrator in their absence. Currently serves as the COR for the EAP Contract. (see COR).

Critical Incident: A severe, emotionally traumatic event that causes unnatural physical and/or psychological distress in normal, healthy people.

Council on Social Work Education (CSWE): Certifying body for graduate schools of Social Work.

Divisional Clinical Cluster (DCC): A working group of 3-4 Area Clinicians in the same or

Elective Trainings: EAP trainings annually suggested to be part of each Divisional Training Schedule, but not mandated by either federal or DEA requirements. Usually four (4) elective topics are picked annually by the EAP Administrator and COR. Special needs electives may also be requested by a SAC or similar executive from the EAP Training List.

Electives: See Elective Trainings.

Epidemiologic Model: Basic design philosophy of the DEA’s EAP that espouses primary and secondary prevention, and tertiary intervention. The goal is to either prevent problems altogether or arrest their progression by early detection and intervention.

Family Member: An eligible family member of DEA employee who has been formally entered into the clinical component of the EAP by virtue of having client and problem numbers assigned to them, a case file started, and been seen by an EAP clinician at least once. Family members include relatives residing with the employee. Dependent children residing away from the employee with a former spouse or attending school or college will be eligible for counseling until reaching twenty-six (26) years of age and children of any age with special needs.

Significant others include individuals with whom the employee has a close/intimate relationship, who are actually residing with the employee.

Follow-up: Supportive, post-intervention contact and assessment (usually telephonic) by Area Clinicians with EAP clients who have successfully completed a course of treatment.

Geographically Isolated: Of, or pertaining to, a DEA employee, family member, in an area unserviceable, due to distance, by one of the Division’s Area Clinicians (DCC).

Geographically Isolated Clinician: An EAP-qualified mental health clinician hired and overseen by the contractor’s Administrative Clinician to provide up to six, problem-specific clinical sessions to a DEA employee or family member seeking care in a remote (non-DCC accessible) area.

Government Service (GS): The prefix denoting non-executive, federal, vocational positions (for example, GS-13).

Group Supervisor (GS): The Agent/Supervisor for DEA’s basic operational unit, the Law Enforcement Group.

Headquarters: DEA facility in Washington DC/Arlington, Virginia, which houses the EAP Administrator, EAP Specialist, Contracting Officer and all senior Agency Executives.

Initial Operational Capability (IOC): The start/initiation date for a specific EAP component required by the contract.

Laboratory: Any one of nine (9) specialized DEA facilities that perform analytic, diagnostic, and forensic chemical evaluations in support of the DEA’s mission.

Matrix/Training Matrix: See National Training Schedule

Management Analyst: One of the three (3) core contract staff members (key personnel).

Provides fiscal and statistical support for reports and billing, and internal oversight of contract compliance and coordinates training between Area Clinicians and DEA offices.

Management Consultation: On-demand assessment, support and coaching for DEA supervisors by EAP Area Clinicians on how to assist employees with problems and manage problem employees. May be telephonic or face-to-face.

Module/Training Module: The complete curriculum and materials package for each single training listed on the EAP Training List. Each should include AV materials, curriculum outline, instructor’s guide, participant handouts and evaluation forms. Content is reviewed and updated annually.

Monitoring: Supportive, post-referral contact (usually telephonic) by Area Clinicians with EAP clients (and their treatment entities) who have been referred to a treatment program or specialized clinical provider for additional services.

NAHE: National Association of Health Educators.

National Training Schedule /Training Matrix: The comprehensive, national, fiscal year schedule of all proposed EAP trainings. It is created from Area Clinician/DCC input in accord with the requirements of the Training Scheduling Protocol by the Management Analyst and updated quarterly. The same terms are also used to refer to the Divisional site-by-site allocation of suggested trainings done each year by the Management Analyst for Area Clinician use in annual training scheduled meetings with SACs and other executives.

National Information & Referral System: The mandatory, contractor-maintained informational data base of clinicians, clinical specialists, and treatment facilities used by the contractor and Area Clinicians to find geographically isolated clinicians, clinical specialists, and Area Clinician nominees throughout the CONUS, Alaska, Hawaii, and Puerto Rico.

NLT: Not Later Than.

Non-Operational Trauma: A profoundly upsetting incident impacting DEA employees and families in off-duty environments. Clinical briefings are suggested, but are not mandatory.

NTE: Not To Exceed.

Organizational Development/Organizational Development Intervention (OD/ODI): The on-site assessment of, and intervention with, work group problems.

Office of Acquisition Management: The DEA Headquarters Office (AKA Contracting Office) responsible for the letting of the EAP contract and monitoring of the contractor.

Operational Trauma: A profoundly upsetting incident (shooting, threat of violence, vehicle crash, hostage taking, terrorist incident, etc.) occurring during the course of duty. Clinical briefings are mandatory for all DEA employees involved in, or witnessing the event.

Office of Personnel Management (OPM): The Federal Government agency responsible for designing and overseeing the Civil Service System.

Orientation: Any one of three (3) Core EAP Trainings designed to make employees aware of the Employee Assistance Program and how to utilize its services. Includes Executive Briefings, Supervisory Trainings, and Employee Orientations. Orientations must be given to each new DEA employee and biannually afterwards.

PD: Position Description.

Public Information Officer (PIO): Divisional Office position (often held by an Agent) responsible for managing news, information requests, and community relations for that Division.

Post of Duty (POD): The smallest of the DEA’s operational offices.

Prevention/Educator Component: The EAP Training Program.

Problem Number/Authorization Number: A tracking code assigned by the Administrative Clinician to each EAP Client visit indicating the status of the client per their six session entitlement for any one specific problem. (For example 1-1 would indicate Problem 1, Visit 1.)

This number must be assigned to each client before they can be formally entered into the program, and updated with each session.

Region 1: Comprises of the following states: Washington, Oregon, Idaho, California, Nevada, Alaska, Hawaii, Guam

Region 2: Comprises of the following states: Montana, Wyoming, Utah, Colorado, Arizona, New Mexico, Oklahoma, Texas, Caribbean

Region 3: Comprises of the following states: North Dakota, South Dakota, Minnesota, Wisconsin, Nebraska, Iowa, Illinois, Indiana, Kansas, Missouri, Kentucky, Tennessee, Arkansas, Louisiana, Mississippi, Alabama, Florida, Georgia, South Carolina, North Carolina, West Virgina

Region 4: Comprises of the following states: Michigan, Ohio, Virginia, Washington D.C., Maryland, Delaware, Pennsylvania, New Jersey, New York, Connecticut, Rhode Island, New Hampshire, Maine, Vermont, Massachusetts

Resident Agent in Charge (RAC): Head of a DEA Resident Office. Usually supervised by an ASAC in the Division Office.

Referral: The post-assessment transfer of clinical care responsibility from an EAP Area Clinician to a specialized clinical provider or a treatment facility. This may also refer to the process of the EAP Administrative Clinician identifying a clinician on behalf of a DEA employee or family member living in a geographically isolated (non-DCC accessible) area.

Resident Office (RO: (AKA RAC Office) The third largest of DEA’s operational offices.

Special Agent in Charge (SAC: Senior executive for a DEA Division/Divisional Office.

Security Clearance: Mandatory process of screening the background of each potential DEA EAP employee, contractor and subcontractor for any personal or professional history that may contradict the holding of a Government clearance and hence seeing DEA clients and accessing their personal information. This applies to Key Personnel, Area Clinicians, and Clinical Briefers.

Six (6 Session Model: The design feature of the DEA Employee Assistance Program that allows each clinical client up to one 1.5 hour initial session and 5 additional 1 hour sessions with an EAP clinician, per identified clinical problem.

Special Agent/Pilots: DEA Special Agents assigned to the Aviation Operations Division who, as their primary job, fly DEA aircraft in support of Agency missions.

Special Agent: See 1811.

Specialty Sites: DEA special function facilities that are neither Offices within Divisions, Laboratories, nor Headquarters.

Sub-Contractor’s Agreement: Legal contract between the prime EAP contractor and each EAP clinician specifying the terms of their relationship, services to be provided, and remuneration for those services.

Support Personnel: The 49% of the DEA workforce that are not Special Agents (1811s).

Task Force: Operational drug law enforcement unit consisting of DEA Agents and personnel from other (usually local) law enforcement agencies who are supported and financed by the

DEA.

Task Force Officer (TFO): A non-DEA member of a Task Force. They are eligible to participate in EAP trainings and group briefings following traumatic incidents when at least one

(1) DEA Agent is present. They are not eligible for EAP clinical services or individual post-trauma clinical briefings.

Training Curriculum/Course List: See Course List.

Training Officer: The staff member in each District and Resident Office and Post of Duty, charged with the scheduling and oversight of all trainings (including EAP trainings). This additional duty is usually assigned to an Agent (1811). (see DTC)

Training Module: See Module.

Training: The Prevention/Education Component of the EAP or the act of presenting one of the modules that make up that program’s Curriculum.

Training Scheduling Protocol: The multi-deliverable timetable for the creation and quarterly updating of each fiscal year’s EAP training schedule. It is assembled by the Management Analyst after input from Area Clinician/DCC scheduling meetings with each SAC and Lab, Site, and Office head in their Division.

Trauma Response Protocol: The sequence of procedures coordinated by the EAP Administrator and COR that provide a rapid, supportive response to victims of traumatic incidents using Headquarter’s EAP staff, TTMs, Area Clinicians, and co-workers. The protocol forms the content basis for the EAP workshop, Traumatic Incidents - Traumatic Injuries: DEA’s Trauma Response Protocol.

Traumatic Incident/Critical Incident: A sudden, unplanned, emotionally catastrophic event with the potential to create physical, cognitive, emotional, and behavioral symptoms in otherwise healthy individuals who were exposed to it. The incident may be operational or non-operational.

Trauma: See Traumatic Incident/Critical Incident.

Trauma Team Member (TTM): One of several hundred DEA Special Agents trained by the EAP as a first tier responder to victims of traumatic incidents. TTMs provide on-scene assessment, concrete assistance, protection of victims, normalizing information, and longitudinal support. They are activated and monitored in the TTM role by the EAP Administrator or EAP Specialist.

EXHIBIT C

STATEMENT OF CLIENT UNDERSTANDING

Welcome to the DEA EAP. The EAP is a confidential, voluntary, no-cost program that provides assessment, short-term counseling, and referral services for a wide range of personal and job-related concerns. Federal laws govern the confidentiality and safe-keeping of client records.

Please remember that your use of email or outlook calendar to the EAP may compromise the confidentiality of your communications with us.

The EAP may disclose specific relevant information in certain limited circumstances as permitted under the Privacy Act, including the following:

1. By your written consent.

2. To contract counselors and other providers to the extent necessary to perform their duties.

3. To appropriate State or local authorities to report incidents of suspected child, elder, or domestic abuse or neglect, when required by State or Federal law.

4. To any appropriate person to prevent an imminent crime threatening loss of life or serious bodily injury or when the client poses a danger to self.

5. To any person to the extent necessary to meet a medical emergency.

6. To law enforcement officers to report information directly related to the commission or threat of a crime on EAP premises or against EAP personnel.

7. To any responsible caregiver when the client is mentally incompetent or under a legal disability.

8. To qualified personnel for research, audit or program evaluation purposes.

9. To report initial EAP attendance to your referring manager if you were formally referred in writing and attend an EAP appointment on official Government time, or, when your supervisor requires confirmation that you made or kept EAP appointments on official Government time, including arrival and departure times with your written consent.

Manager/Supervisor:____________________________

10. To a former EAP service provider for purposes of responding to an official inquiry by a federal, State, or local government entity or professional licensing authority, or, to facilitate communications when the Department appropriately requires information or consultation from the former EAP employee.

11. To appropriate persons when the DEA suspects or confirms: the security or confidentiality of EAP records has been compromised; there is a resulting risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of the EAP records; and, the disclosure made is reasonably necessary to respond to the compromise and prevent, minimize or remedy such harm.

responsibility to pay for all such additional services including all charges not covered by insurance plans.

I understand that if referred to a contract EAP counselor, information about my contacts with that counselor may be disclosed to the DEA EAP counselor responsible for contract quality assurance. Such information might address counseling related issues, service coordination matters, complaints and possible billing related matters. The DEA EAP will hold any such shared information in strict confidence.

I have read the foregoing Statement, and I understand and agree to it.

Client __________________________________ Date: _________________

(Signature)

EAP Counselor ___________________________ Date: _________________ (Signature)

I understand that authorized EAP services are free of charge. I acknowledge and understand that the DEA, its EAP contractors, and its customer organizations are not responsible for the treatment costs and/or services for which I may be referred beyond the EAP counselor or preauthorized sessions with an EAP contract provider. I understand that it is my sole

Memorandum

To From

The purpose of this memorandum is to express my concern for your welfare and to bring to your attention significant deficiencies in your work performance. Due to the seriousness of the situation as enumerated below and in order to assist you in improving your performance, I am referring you and encourage you to obtain counseling through the Employee Assistance Program (EAP). This memorandum does not constitute a disciplinary action and may not become part of your official personnel file.

Instructions: In the body of the letter that follows you should note areas and instances of performance and/or conduct that have failed to meet expected standards. Whenever possible, list specific events, the chronology of problems and state them in measurable terms. Examples of different approaches/formats include…

- Since June, 2009, 75% of the time your T&As have been turned in at least 1 day late.

- My personal audit of your submitted work indicates that 65% of the time your written reports have required major revisions by me.

- You have established a pattern of failing to report to work at least weekly as noted in the attached leave record.

- On June 3, 2009 at approximately 10:00 AM you were heard by three people making a direct threat of bodily hard against your coworker, Ms. /Mr. Jones.

You have been under my direct supervision since ___________. During this time period you have voluntarily shared with me problems (state personal and/or medical) which have had serious consequences on your job (performance, conduct, attendance).

1. You have consistently exhausted your sick and annual leave almost as soon as you have earned it.

As a Federal Government employee with over ___ years of service your leave balance is extremely low. Compounding this problem of excessive leave usage is the unpredictability of your absences.

Your periods of dependability alternate with periods of complete unreliability as is noted in attachment #1 (leave record). As a result, we have to make accommodations for you in assignments and try to plan for your possible absences in scheduling.

(DATE) EXHIBIT C

Formal Referral to the Employee Assistance Program (EAP)

(Employee) (Immediate Supervisor)

Subject

Date

DD

2. Your work performance is no longer dependable as the quality of your work that you do accomplish (has deteriorated, is not acceptable, fails to meet minimum standards). The work assigned to you is usually returned past due, documents are submitted with grammatical and spelling errors and the content of your reports often contain factual errors. Recently you (Describe recent or significant performance problems here that highlight this issue).

3. Your conduct at work is no longer tolerable. It has been reported that you are (belligerent, argumentative, insubordinate, hostile, etc.) which has negatively impacted on the workplace environment. On (one, several) occasions you ... (specify incident(s)), which is unacceptable behavior.

Your performance appraisal, dated ______, show your performance has (remained the same/deteriorated) with an overall rating of ______. I have listed for each critical element below, those areas that require your attention and improvement.

We have discussed these problems on (note dates if known), but your behavior has failed to improve. I am concerned for your welfare and it is my desire to make your experience in our unit a rewarding and productive one.

In order to assist you in dealing with those issues that are impeding your performance and work satisfaction, I am strongly recommending that you seek assistance through the Employee Assistance Program. Your use of this counseling program is confidential and voluntary. No information may be released without your written consent. You are encouraged to contact the EAP Program Office and make an appointment, by calling 202-307-8160 within the next (five/ten) days. I will be checking with you to determine if you have schedule an appointment by the end of that time period.

Please be advised that I will be observing your (performance/conduct) and will re-evaluate you in (state one; 30, 60, 90) days. Your decision to accept or reject EAP assistance is important to me and will have a direct bearing on your reevaluation. You should also be aware that your participation in the EAP does not preclude adverse action from being taken should your behavior remain unchanged or worsen. I believe that by taking advantage of the EAP counseling services you will be better able to deal with those problems that appear to be affecting your work.

Signature of Employee Date Acknowledging Receipt of Memo

Signature of Presenting Supervisor Date Acknowledging Discussion of Memo’s Content

EXHIBIT E

DEA EMPLOYEE ASSISTANCE PROGRAM

CONSENT FOR RELEASE OF CONFIDENTIAL INFORMATION

PLEASE TYPE OR PRINT CLEARLY

Case Number:_______________________________

I __________________________________________, authorize ________________________________________ (EAP Participant) (Name & Title of Person/Program) to disclose to: _________________________________________________________________________________ (Name/Title of Person, Organization, address, and phone number)

The following Information: _____________________________________________________________________

The purpose of the disclosure authorized by this Release is to: (Purpose of Disclosure, as specific as possible)

I understand that my records are protected under Federal Regulations governing Confidentiality of Alcohol and Drug Abuse Patient Records, 42 CFR Part 2, and cannot be disclosed without my written consent unless otherwise provided for in the regulations. I also understand that I may revoke this consent at any time except to the extent that action has been taken in reliance on it, and that, in any event this consent expires automatically as follows (specific date, event, or condition upon which this consent expires). This release will expire upon 90 days from signature unless otherwise stated.

(Signature of Participant) (Date)

DEA-EAP REQUEST FOR

AUTHORIZATION TO EXTEND EAP SERVICES

(Beyond six-sessions) Drug Enforcement Administration

Employee Assistance Program

PLEASE TYPE OR PRINT CLEARLY

Case Number:

Admission Status

Employee (State Discipline): ________________________ _ Relative (State Relationship): ________________________ _ Other (Please State): ___________________________ _

Presenting Problem: ________________________________ _

Prior Mental Health History:. ____________________________ _

Treatment Plan description (include progress to date and difficulties encountered): ________ _

Long term treatment assessment and prognosis: ______________________ _

Rationale for Extension Request:. ___________________________ _

_____ Requested number of extended sessions. Treatment beyond this number will require another Service Extension Request.

Area Clinician:

(Type or print name) (Area Clinician Signature) Date of Extension Request: _________ _

D Approved D Denied _______________ _

EAP Administrator

EXHIBIT F

EXHIBIT G

ON-SITE TRAINING CURRICULA

CORE TRAININGS

Training For Managers Only Hours of Training

Executive Briefing 2.5 hours

Supervisory Training 2.5 hours

Law Enforcement Stress Management 3 hours

Training For the General Employee Population Hours of Training

Employee Orientation 1.25 hours

Traumatic Incidents/Traumatic Injuries - 2 hours DEA’s Trauma Response Protocol

Law Enforcement Stress Management 3 hours

Elective/Suggested Prevention/Education Workshops For Managers Only

Hours of Training

4 hours

4 - 6 hours

2 hours

2 hours

2 hours

2 hours

Alcoholism: A Family Disease

Communication Skills for Supervisors:

Constructive Confrontation: Performance

Appraisal and EAP Referral Skills for Managers

Dealing with Difficult People: Strategies for Managers

Documenting Discipline: The Manager’s Role

Motivating People in the Workplace: Strategies for Managers

Stress Awareness/Stress Management 6 hours for Managers

Team Building in the Workplace: 2 hours Strategies for Managers

Violence in the Workplace: 4 hours Management and Prevention Strategies for Managers

Elective/Suggested Prevention/Education Workshops Hours of Training

Training by Expert Speakers (Psychologists/Psychiatrists) in Law Enforcement/Military Psychology 3-5 hours

Elective/Suggested Prevention/Education Workshops for All Employees1

Hours of Training

2 hours

4 hours

2 hours

2 hours

2 hours

2 hours

2 hours

2 hours

2 hours

2-4 hours

2 hours

2 hours

Alcoholism: A Family Disease

Change

The Healing Process: Coping with Trauma and Loss

Dealing With Difficult People

Depression and Grief

Domestic Violence Child and Spouse Abuse

Effective Workplace Communications

Effective Workplace Relationships

How to Find and Evaluate High Quality Elder Care

Financial Planning Across the Life Cycle

How to Find and Evaluate Child Care

For family members as requested

Medical Aspects of Tobacco 1 hour

Parenting and The DEA Life Style 2 hours

Elective/Suggested Prevention/Education Workshop For The General Employee2

Hours of Training

Psychological Impact of Retirement 2 hours

Relocation 2 hours

Stress Awareness/Stress Management 2 hours

Footnote: 1&2 - For family members as requested

EXHIBIT H

TRAINING PROTOCOL

GENERAL

- Primary mechanism for EAP awareness and prevention.

- Consists of core (orientation) and elective (prevention/education) programs.

- Given to all DEA employees

- At all sites in the CONUS, Alaska, Hawaii, and Puerto Rico with ten or more DEA personnel

- By EAP Area Clinicians and selected trainers.

- Maximum frequency of one-site training sessions every 6-8 weeks (subject to funding).

- Minimum frequency of 3 trainings per site per year (subject to funding).

- Goal: Seamless, uninterrupted training delivery from year-to-year, and contract-to-contract.

ANNUAL TRAINING SCHEDULE

- Division schedules shall be written and updated to evenly space trainings across the entire fiscal year.

- Core trainings (EAP orientation, DEA’s Trauma Response Protocol and law enforcement stress management) are conducted first.

- Elective trainings fill remaining slots.

- SACs/Executives may request different electives to meet specific Division/site needs.

- Small DEA offices (less than 10 employees), can be jointly scheduled with similarly sized offices at common off-site locations or offered at offices in the same division simultaneously using available technology.

OBSERVING HIERARCHICAL PROTOCOL

- Executives are briefed before Supervisors. Supervisors are trained before Employees.

- Core trainings must be accomplished before electives can be presented.

- Executive briefings are reserved for SACs, Associate SACs, ASACs, RACs, DTCs, PIOs, AOs and whomever else the SAC (or appropriate site executive) designates as Executive Staff.

- All other Supervisors (GS-14s and above) attend trainings designated for Managers/Supervisors.

- In small offices a personal discussion of the EAP and the site’s needs is preferable to a formal Executive Briefing.

CORE TRAININGS

- Core EAP Trainings for all eligible DEA sites in the CONUS, Alaska, Hawaii, and Puerto Rico at the frequencies specified below.

- Must be accommodated into each Division’s/site’s schedule before elective scheduling can be done. The following topics shall be presented:

- EAP Orientations: Periodic re-familiarization of all DEA employees with their EAP.

Frequencies are as follows:

-- Executive Briefing Every 2 years for DEA Executives

-- Supervisory Training Within 12 months of promotion to GS-14 and every two years thereafter

-- Employee Orientation Within 12 months of hiring and every two years thereafter

- Law Enforcement Stress Management Every 2 years for all agency Special Agents.

- Traumatic Incidents-Traumatic Injuries: Every 2 years for all agency Special Agents.

ELECTIVE TRAININGS

- Undertaken only after core training requirements are fulfilled

- Fill the remaining balance of each Division’s/site’s fiscal year EAP training allotment.

- Topics are to be chosen for each fiscal year by the EAP Administrator and COR from the EAP Training Course List.

- SACs (and their equivalent) may request different or additional elective trainings to meet specific Division/site needs.

EVENT SCHEDULING

- NLT 4 weeks prior to the training date the contractor sends a DEA/EAP Training Announcement and DEA/EAP Training Registration Form to the site and confirms the event with the DTC.

- They solicit/confirm the SAC’s/Executive’s support in endorsing and strongly encouraging attendance.

- They arrange with a senior Division staff member to be point of contact (POC) for the training’s advertising and registration.

- NLT 1 week before the Trainer/Clinician calls the POC and verifies registration numbers.

- They cancel any training that fails to meet minimum size guidelines (at least 10 DEA employees) and negotiate rescheduling with the DTC.

- They negotiate additional sessions of any training whose registration exceeds the participant slots available (not more than 50 attendees per session).

- NLT 5 working days before the training date, the registration numbers must be reported to the Contractor for materials preparation.

LOGISTIC SUPPORT

- As a rule, EAP workshops shall be conducted on-site, utilizing agency provided space.

- For each EAP training conducted the contractor shall provide the Trainer/Clinician with:

• Program materials for preview

• Advanced travel arrangements based on Federal Travel Regulations

• Advanced training facility arrangements

• Advanced audio-visual virtual network communication arrangements

• Comprehensive, on-site, pre-workshop publicity

• Electronic Transmission of all Training materials and participant handouts

• Electronic Transmission of Current Area Clinician roster

• DEA EAP Stress Cards for Participants

• EAP, Trauma Team and Work Life program Brochures

TEAM TRAINING

- EAP design follows a one Clinician/Trainer per workshop model.

- EAP Clinicians are considered to be didactically competent, and usually conduct trainings without a co-training Clinician.

- Team trainings (more than one Clinician) require prior approval on a case-by-case basis by the EAP Administrator and COR.

- Times when team trainings may be appropriate include:

-- Introducing new Clinicians to Division/Site personnel -- Current Clinicians introducing themselves to new Division/Site Executives.

-- Trainings involving large numbers of attendees (> 50) in multiple sessions.

-- Trainings attended by the EAP Administrator or COR.

-- When mentoring new Clinicians with little or no DEA training experience.

-- When doing trainings of significant length (> 4 hours).

-- When responding to traumatic incidents.

-- When conducting the Traumatic Incidents/Traumatic Injuries workshop and all Area Clinicians and TTMs are introduced.

POPULATION RELEVANCY

- Whenever possible, curricula design and Trainer/Clinicians shall use law enforcement/DEA-specific examples and content to enhance content retention and Clinician credibility.

- Whenever relevant Trainer/Clinicians shall take the Agent/support staff mix in each audience into account in their presentation for the same purpose.

UNIFORM MODULE CONTENT

- All Briefings, Trainings, Orientations, and Workshops shall be presented with the curriculum format and academic content provided in the appropriate Instructor’s Guide and/or curriculum outline.

- Supplemental, content-relevant materials may be added by the Clinician/Trainer to enhance the presentation so long as they do not alter the core content in any way.

• Electronic Workshop-specific EAP administrative materials which include the following:

- Sign-in sheets

- Training receipts for each trainer

- Evaluation forms for each participant

- Return shipping materials and instructions

- Phone follow-up to assure the occurrence of the training, the quality of the event, and the adequacy of the support provided by the Contractor

- Library-quality tracking of audio-visual materials

- Suggestions for changes to the content and/or format of trainings, or for new workshops, are welcomed

PROGRAM EVALUATION

- Participant Program Evaluation Forms must be completed and retained for/in each training undertaken to include forwarding a copy to the EAP Administrator and the COR.

- Clinicians shall review all Evaluations after training and make appropriate alterations in their presentations.

- Clinicians should actively seek feedback from the DTC (or other appropriate attendees) on content, relevance and participant response.

- Suggestions for altering a module’s curriculum or participant materials shall be provided to the Contractor.

Client Satisfaction Survey Quarterly Report

1) Did the EAP counselor provide you with a timely referral?

3) When you called the counselor was your call handled In a professional manner?

4)Were you met and treated professionally at all of your appointments?

5)Did you feel that the therapist listened to you?

6) Did the counseling help you or your family?

7) Would you recommend this counselor?

8) Do you have any suggestions or recommendations for the EAP?

EXHIBIT I

2) Number of sessions to date?

DEA Employee Assistance Program FY18Q1 Report TablesHDQTRS.doc

Table 1: EAP Clinical Services by Type:

Service Clients Sessions Counseling Crisis Intervention Information and Referral

Totals:

Table 2: Type of Employee Problems Addressed in EAP Counseling

Problem Clients Sessions Emotional Grief Occupational Phase of Life Relationship/Family Substance Abuse

Total

Table 3: Type of Family Member Problems Addressed in EAP Counseling

Problem Clients Sessions Emotional Grief Occupational Phase of Life Relationship/Family Substance Abuse

Totals:

EXHIBIT J

Table 4: Employee EAP Utilization by Occupation

Occupation Clients Sessions Chemist Diversion Investigator Intelligence Research Specialist Professional/Administrative Special Agent Technical/Clerical

Totals:

Table 5: Family Member EAP Utilization by Sponsor’s Occupation

Sponsor Occupation Clients Sessions Chemist Diversion Investigator Intelligence Research Specialist Professional/Administrative:

Special Agent/Pilot Technical/Clerical

Totals:

Table 6: Management and Organizational Consultations

Table 7: EAP Trainings by Topic:

Topics Events Held

Divisions/Offices/ Labs Trained on the Topic Managers Trained

Employees Trained

Total Trained

Table 8: TTM Refresher Training

Training Locations

TTMs Trained

Executives Trained

EAP Clinicians Trained

Type Consults Locations Managers Consulted

Employees Consulted

Management Consultations Organizational Consultations

Total:

EXHIBIT K

SYSTEM OF RECORDS NOTIFICATION

(for informational purposes only)

AGENCY: Department of Justice.

ACTION: Notice of a new system of records and removal of five systems of records notices.

SUMMARY: Pursuant to the Privacy Act of 1974, 5 U.S.C. 552a, and Office of Management and Budget (OMB) Circular No. A–130, notice is hereby given that the Department of Justice (Department or DOJ) proposes to establish a new Department-wide system of records entitled, ‘‘Department of Justice Employee Assistance Program (EAP) Records,’’ JUSTICE/DOJ–015.

The purpose of publishing this Department wide notice is to consolidate existing EAP notices published by separate DOJ components and provide a comprehensive notice to cover all Department EAP records, thereby increasing administrative efficiency and promoting consistent maintenance of DOJ EAP records. Accordingly, this Department-wide system notice replaces, and the Department hereby removes, the following system notices previously published by individual DOJ components: Executive Office for United States Attorneys (EOUSA), ‘Employee Assistance Program (EAP) Counseling and Referral Records,’’ JUSTICE/USA–020, 66 FR 15755 (Mar. 20, 2001); Federal Bureau of Investigation (FBI), ‘‘FBI Alcoholism Program,’’ JUSTICE/ FBI–014, 52 FR 47251 (Dec. 11, 1987); Federal Bureau of Prisons (BOP), ‘‘Employee Assistance Program Record System,’’ JUSTICE/BOP–014, 65 FR 46739 (July 31, 2000); Justice Management Division (JMD), ‘‘Employee Assistance Program (EAP) Counseling and Referral Records,’’ JUSTICE/JMD–016, 65 FR 36718 (June 9, 2000); and United States Marshals Service (USMS), ‘‘U.S. Marshals Service (USMS) Employee Assistance Program (EAP) Records,’’ JUSTICE/USM–015, 72 FR 49015, (Aug. 27, 2007).

DATES: In accordance with 5 U.S.C. 552a (e) (4) and (11), the public is given a 30-day period in which to comment. Therefore, please submit any comments by March 5, 2012.

ADDRESSES: The public, Office of Management and Budget (OMB) and Congress are invited to submit any comments to the Department of Justice, ATTN: Privacy Analyst, Office of Privacy and Civil Liberties, Department of Justice, National Place Building, 1331 Pennsylvania Avenue NW., Suite 1000, Washington, DC 20530–0001, or by facsimile at (202) 307–0693. To ensure proper handling, please reference the above CPCLO Order No. on your correspondence.

Federal Register /Vol. 77, No. 23 / Friday, February 3, 2012 /Notices 5571

FOR FURTHER INFORMATION CONTACT: Dr. Leo Shea, Department of Justice, Justice Management Division, National Place Building, 1331 Pennsylvania Avenue NW., Suite 1055, Washington, DC 20530, or by facsimile at (202) 514– 8797.

SUPPLEMENTARY INFORMATION: The records in this system of records document the work performed by the EAP on behalf of the EAP client and allow for the tracking of the EAP client’s progress and the EAP client’s participation in the EAP or EAP related community programs. In accordance with 5 U.S.C. 552a(r), the Department has provided a report to OMB

TARoshau-Delgado Sticky Note Is there something more recent/updated I should be referencing? I found in DOJNet, Implementation of the Privacy Act of 1974, as Amended, Republication to Delete and Update Privacy Act System of Records Notifications.Should I replace this version with the updated (March 26, 2014) version?

and Congress on this new system of records. Dated; January 12, 2012. Nancy C. Libin, Chief Privacy and Civil Liberties Officer, United States Department of Justice. JUSTICE/DOJ–015

SYSTEM NAME: Department of Justice Employee Assistance Program (EAP) Records.

SECURITY CLASSIFICATION: Unclassified.

SYSTEM LOCATION: Employee Assistance Program (EAP) records are located at the U.S.

Department of Justice, 1331 Pennsylvania Avenue NW, Washington, DC 20530, and other Department of Justice (DOJ) offices throughout the country. For those components that operate component-specific EAPs, records are located at the component’s primary location and/or its field division sites. The main address for each DOJ component is posted on the DOJ Web site, www.justice.gov. EAP records for components that utilize contractors in providing EAP services may also be maintained by such contractors, on behalf of the Department, at the contractor’s location. To determine the location of particular EAP records, contact the appropriate EAP Privacy Act system manager, whose contact information is listed below in the System Managers and Addresses section.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Current and former employees of the Department, and in limited instances their family members, who have sought counseling or have been referred for counseling or treatment through the EAP. The remainder of this notice will refer to these individuals as ‘‘EAP client(s).’’

CATEGORIES OF RECORDS IN THE SYSTEM: Records may include any record, written or electronic, which may assist in diagnosing, evaluating, counseling, and/or treating an EAP client, or resolving an EAP client’s complaint or management’s concerns (management consultation) regarding the EAP client’s performance, attendance, or conduct issues. Included are client identification data, such as name, home and/or work address, email address, employee identification numbers, job title/series, telephone numbers, date of birth, race, gender, marital status, relationship of family member to employee, and emergency contacts; the EAP counselor’s intake/termination and outcome documents; case notes; pertinent personal, family, employment, disciplinary, financial, legal, psychosocial, medical, and/or employment histories; medical tests or screenings, including drug and alcohol tests and information on positive drug tests generated by the staff of the Drug Free Workplace Program or treatment facilities from which the EAP client may be receiving treatment; treatment and rehabilitation plans; insurance data; behavioral improvement plans; and records of referrals. Referrals include those to community treatment resources and social service agencies that provide legal, financial, or other assistance not related to mental health or general medical services. Where clinical referrals have been made, records may include relevant information related to counseling, diagnosis, prognosis, treatment, and evaluation, together with follow-up data that may be generated by the community program providing the relevant services. Other records included in the system are the written consent forms used to permit the disclosure of information outside the EAP. EAP client records may also include account information, such as contractor billings and government payments, when EAP services are provided by an EAP contractor to the client.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 3301, 7361, 7362, 7901, 7904; 42 U.S.C. 290dd, 290dd–2; 44 U.S.C. 3101; 5 CFR part 792, subpart A; 42 CFR part 2; Sec. 503, Pub. L. 100–71, 101 Stat. 391, as amended; E.O. 2564, 51 FR 32889; and DOJ Order No. 1200.1.

PURPOSE(S): The EAP is a voluntary program designed to assist EAP clients in obtaining help in handling personal problems that may affect job performance, and to provide emotional support and assistance during periods of crisis. Records are maintained to document and track a client’s participation in the EAP or community programs and the nature and effects of the employee’s personal problems. If an EAP client so consents, these records may also be used to track compliance with Abeyance or Last Chance Agreements that include treatment options, in which the EAP is an integral part of establishing and/or monitoring treatment compliance.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING

CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: In addition to those disclosures generally permitted under 5 U.S.C. 552a(b), relevant records or information in this system may be disclosed without EAP client consent as follows: (Note: To the extent that disclosure of substance abuse patient records is more restricted than disclosure of other EAP records, the EAP staff will follow such restrictions. See 42 U.S.C. 290dd–2; 42 CFR part 2.

Similarly, nothing in these routine uses should be construed as authorizing a disclosure which is prohibited under State law; nor may any State law either authorize or compel any disclosure of substance abuse patient records not encompassed by this notice and governing EAP regulations.

(See 42 CFR 2.20.)

(a) To appropriate State or local authorities to report, where required under State law, incidents of suspected child, elder, or domestic abuse or neglect.

(b) To any person or entity to the extent necessary to prevent an imminent crime which directly threatens loss of life or serious bodily injury.

(c) To contractors or authorized EAP community health care providers that provide counseling and other services through referrals from the EAP staff to the extent that it is appropriate,…