PS_3420_-_Prohibited_Appliances_and_Personal_Items.pdf

POLICY STATEMENT

Title Prohibited Appliances and Personal Items

Number 3420

Effective Date April 12, 2016

Approval

Clifford T. Keenan, Director

PRETRIAL SERVICES AGENCY

for the

DISTRICT of COLUMBIA

PROHIBITED APPLIANCES AND PERSONAL ITEMS

Table of Contents

Overview Responsibilities Specifically Prohibited Items Permissible Appliances and Granting Waivers

Policy Statement 3420 Prohibited Appliances and Personal Items

Effective Date: 04/12/2016

Overview

Purpose In an effort to safeguard all property, office space, lives and the well-being of employees and visitors who work or visit any of the facilities managed by the Pretrial Services Agency for the District of Columbia (PSA), certain appliances are prohibited for personal use. This policy addresses the specific prohibitions of the use of heaters, candles and other personal appliances within PSA-managed facilities.

Coverage This policy applies to all employees, contractors, and interns of PSA, when occupying PSA-managed facilities.

Supersedes Policy Statement 3420, Prohibited use of Candles, Heaters, and Certain

Personal Appliances, dated November 3, 2005.

Authorities The following authorities incorporate relevant mandatory regulations:

• Code of Federal Regulations, 41 CFR 101- Federal Property Management Regulations

• National Fire Protection Association (NFPA)

• Life Safety Code, NFPA

• Office of Safety and Health Administration (OSHA)

• Federal Management Regulations, Subchapter C-Real Property, Part

102-80, Safety and Environmental Management

• U.S. General Services Administration (GSA) Subchapter C- Real

Property, Subpart Facility Management 102-74.190

• GSA, Subchapter C- Accident and Fire Prevention, 102-80.80

Administrator This Policy Statement is administered by the Office of Finance and

Administration (OFA) for control and review.

http://www.gpo.gov/fdsys/granule/CFR-2011-title41-vol2/CFR-2011-title41-vol2-subtitleC-chap101 http://www.nfpa.org/codes-and-standards/document-information-pages http://www.nfpa.org/codes-and-standards/document-information-pages?mode=code&code=101 https://www.osha.gov/ http://www.gsa.gov/portal/ext/public/site/FMR/file/FMRTOC102-_80.html/category/21859/#wp436256 http://www.gsa.gov/portal/ext/public/site/FMR/file/Part102-_74.html/category/21859/ http://www.gsa.gov/portal/ext/public/site/FMR/file/Part102-_74.html/category/21859/ http://www.gsa.gov/portal/ext/public/site/FMR/file/Part102-_80.html/category/21859/

Responsibilities

Director of Finance and Administration

Develops all necessary policies regarding PSA-managed facilities and enforces applicable regulations prohibiting the use of certain items.

OFA Facilities Conducts periodic inspections to ensure that all PSA employees, contractors and interns comply with this policy.

Reports all violations of the policy to the individual’s immediate supervisor.

Maintains an awareness of appliances, equipment, and prohibited items within PSA-managed facilities and continuing to be mindful of the safeguarding of PSA space and property.

Office Directors and Supervisors

Ensure all their direct reports understand and comply with this policy.

Employees Properly use and take reasonable steps to protect government property that is in their custody or control.

Report to a supervisor and OFA Facilities, any visible violation of this policy as it pertains to the use of prohibited items.

Specifically Prohibited Items

Portable Heaters

The use of personal portable heaters is prohibited in building leases for all PSA-managed facilities. Two reasons exist for this prohibition:

1. The risk of fire resulting from malfunction in a paper-rich environment; and

2. The effect of personal heaters on thermostat sensors. The warming of offices and cubicles with personal heaters results in the cooling of offices without heaters due to inconsistent temperatures.

Candles The use of candles is strictly prohibited in any PSA-managed facility due to the obvious fire risk.

Personal Appliances

Individual personal electric items such as air purifiers, hotplates, plug-in air fresheners, candle warmers, refrigerators, microwaves, and other such appliances are not permitted within the office areas and must remain in designated pantry/kitchen areas only.

Permissible Appliances and Granting Waivers

Permitted Appliances

Brief, intermittent use of small appliances such as coffee makers, radios, personal fans, CD players and cellular phone chargers is permitted in personal office spaces. Small appliances must be turned off when the employee leaves his/her work area.

Permission for Use

Employees seeking permission to use a prohibited item, such as when there is a need to use a microwave or hotplate in a non-designated area for a special event, should make a formal request in writing to OFA Facilities.

If the request for use of a prohibited item is associated with a medical condition, it should be coordinated through the Office of Human Capital Management and OFA Procurement must validate the request if the Agency is purchasing the item.

When there is a heating or cooling issue within a PSA-managed office, OFA Facilities determines if the temperature in a particular work area exceeds recognized standards. The Agency takes precautionary measures to reduce any risk to employees due to excessive heat or cold exposure.

Requesting Waivers

Waivers can be requested on a case-by-case basis. Waivers are subject to the approval of the PSA Director and must comply with federal and local regulations.