Attachment 3 DHS Handbook fbo.pdf

Attachment 3

Department of Homeland Security November 2006

This excerpt from the National Processing Service Centers (NPSCs) handbook provides the policies and procedures designed to promote operational efficiency and effectiveness and to recruit and retain a highly skilled workforce to achieve excellence in providing services to disaster victims, their families and their communities. These policies and procedures will be amended as the need arises in order to ensure successful mission accomplishment. The spirit of the content in the following on the job behavior expectations for FEMA employees is to be adopted by the FEMA Housing Inspection Contractors.

ON THE JOB

Alcohol/Drug-Free Workplace The use of illegal drugs by Federal employees, whether on or off the job will not be tolerated.

Federal workers have a right to a safe and secure workplace, and anyone who depends on the work of the Federal government for their health, safety, and security has a right to a reliable and productive Federal workforce.

Alcohol is prohibited in the NPSC facility. An employee’s decision to drink is that individual’s personal business; however, when the use or abuse of alcohol interferes with the employee’s ability to perform his or her duties, the supervisor does have legitimate concerns, including the proper performance of duties, health and safety issues and employee conduct at the workplace.

Law enforcement personnel on Federal property may administer alcohol tests to drivers when there is an accident or reasonable cause to do so.

Smoke-Free Workplace FEMA installations are designated as non-smoking facilities. Ashtrays are provided in one or more outside designated areas for smokers. Smoking breaks should coincide with work breaks or the employee’s lunch break. You may not smoke inside the NPSC facilities, including in restrooms or break rooms or any other part of the facility unless it is designated for smoking.

Security All employees are issued a FEMA picture ID badge and are required to conspicuously display the badge at all times while inside the Facility. Your badge must be easily visible to all and must be displayed above the waist. You should remove your badge when you leave the facility. All visitors will be inspected and must be escorted by a FEMA employee at all times while inside the facility. A central Entry Control Point (ECP) or main entrance is designated for anyone entering or exiting the facility.

Use of cameras or video-recording equipment at the facility must be approved in advance by the Branch Chief or Administrative Officer via email to the Security Specialist who will alert the Security staff, as appropriate. Use of cameras at the facility is never a problem as long as such use is coordinated in advance.

Dogs and other animals, except seeing eye dogs, other guide dogs, and animals used to guide or assist handicapped persons, shall not be brought upon a Federal property for other than official purposes.

For employee inspection, Federal statute requires that: Persons arriving on, working at, visiting, or departing Federal property are subject to inspection; as well as packages, briefcases, purses, back packs, and other items or containers in the immediate possession of said persons. All visitors are inspected and employees are subject to random inspections. The Security staff posted at the Entry Control Point/ Main Entrance are responsible for conducting personal inspections.

There may be security requirements specific to your facility. You should be aware of and adhere to all procedures in your facility and when you are visiting other Federal facilities.

Please refer to the following for detailed information: Title 41 Code of Federal Regulations, Subpart 101-20.301-302, 310-311.

Weapons This is covered under Title 18 of the United States Code, Section 930, Possession of Firearms and Dangerous Weapons in Federal Facilities. Federal statute states in part: "A Federal Facility is a building or part thereof owned or leased by the Federal Government, where Federal Employees are regularly present for the purpose of performing official duties." It states further that: "A Dangerous Weapon is a weapon, device instrument, material, or substance, animate or inanimate, that is used for, or is readily capable of, causing death or serious bodily injury, except that such term does not include a pocket knife with a blade of less than 2 1/2 inches in length." As a general rule, dangerous weapons are not permitted on any Federal facilities.

However, should you need to bring a knife into the Facility for a specific purpose, any member of the Management Team may approve such special requests for specific events via a telephone call or email to the Security Specialist, who will alert the Security Staff, as appropriate.

Threat Levels

The world has changed since September 11, 2001. We remain a nation at risk to terrorist attacks and will remain at risk for the foreseeable future. At all threat conditions, we must remain vigilant, prepared, and ready to deter terrorist attacks. As a result, the following Threat Conditions were created and each represents an increasing risk of terrorist attacks:

Low Condition (Green). This condition is declared when there is a low risk of terrorist attacks.

Guarded Condition (Blue). This condition is declared when there is a general risk of terrorist attacks.

Elevated Condition (Yellow). An Elevated Condition is declared when there is a significant risk of terrorist attacks.

High Condition (Orange). A High Condition is declared when there is a high risk of terrorist attacks.

Severe Condition (Red). A Severe Condition reflects a severe risk of terrorist attacks. Under most circumstances, the Protective Measures for a Severe Condition are not intended to be sustained for substantial periods of time.

You may access www.dhs.gov for the full story on the Homeland Security Advisory System.

Violence in the Workplace It is the policy of FEMA to strive to minimize the likelihood of violence in the workplace through early intervention. Such acts or threats of violence (explicit or implied) will not be tolerated.

Employees found in violation of this policy will be subject to disciplinary action, up to and including termination of employment, and referral to appropriate law enforcement authorities.

It is your responsibility to respect all persons and government property, and refrain from behavior that could be perceived as threatening, harassing, intimidating, or dangerous to yourself or others.

You should also report any violent acts or threats of violence to your immediate supervisor.

Information regarding a threat or harmful act, where you reasonably believe that the circumstances may lead to a harmful act, should be reported immediately. Refrain from reporting false information or making unfounded complaints against others. Any individual who knowingly makes a false report or unfounded complaint will be subject to disciplinary action. This may also result in referral to the Office of Inspector General for investigation and possible criminal prosecution. All employees will be required to attend violence in the workplace training.

To access FEMA Manual 1200.1 Violence in the Workplace, visit the following website:

http://cio.fema.net/rm/dm/im/1200-1i-112200.pdf

Safety Employees should know their “Workplace Rights” and “Responsibilities” under the FEMA Occupational Safety and Heath (OSH) program. Each employee needs to know how to comply with all OSH procedures, requirements, rules, and regulations. This information can be accessed using the links below.

It is your responsibility to comply with Occupational Safety and Health Administration (OSHA) standards, follow all FEMA safety and health rules, report hazardous workplace conditions, and promptly report any job-related injury, illness, or accident to your supervisor.

Please check with your supervisor for the location of the Material Safety Data Sheet (MSDS) Manual. You may also reference http://cio.fema.net/rm/dm/im/6900-3m-030097.pdf and http://cio.fema.net/rm/dm/im/6900-5i-013096.pdf

Dress Code FEMA has a dress code of “Business Casual”, a code which is widely accepted in a variety of businesses and offices. But it is impossible to stipulate the acceptability of every garment. Any latitude will be contingent upon basic rules of good grooming, hygiene, and personal safety. The best policy is “if in doubt – don’t wear it”.

The following list includes some clothing items that are NOT acceptable:

Jeans that are torn, frayed, or portray a “dirty look” as some designer jeans do Shorts T-shirts (white undergarment type) Sport jerseys and sweatpants Low-cut or revealing clothing to include crop tops, tube tops, tank tops Skirts and skorts shorter than two inches above the knee or with slits higher than two inches above the knee

Military fatigues Hats and sunglasses unless they are medically necessary Beach shoes, flip-flops, shower shoes, or house slippers Any body piercings that impair job performance

Any employee who reports for work improperly dressed will be so advised and may be sent home to change clothing and to return to work properly dressed. Employees will not be paid for this time away from work. Failure to return to work properly dressed may result in disciplinary action. Further non-compliance with this policy may also result in disciplinary action, up to and including termination.

Facility managers may publish information supplemental to this basic dress code. For example, additional restrictions may be outlined based on climate or based on what is customary in the region, local area or in surrounding offices.

Use good judgment when dressing for work each day and we will continue to have a professional yet comfortable environment.

Personal Use of Government Office Equipment The Department of Homeland Security recognizes that employees may need to take care of some personal matters while at work. It would be counterproductive if this were prohibited because an employee with pressing personal concerns is unable to focus effectively on work-related duties. With this understanding, employees have limited privileges to use government office equipment (computers, telephones, email, facsimile machines, etc.). Personal use of equipment should only occur with advanced supervisory approval, use should occur on the employee’s personal time and use should not adversely impact official business. Employees may only make personal use of equipment that they normally have access to and only during times when the facility is officially operational.

For employees who do not have access to a telephone and/or computer at their workstation, or who have been explicitly instructed not to use equipment at their workstation for personal matters, computers and telephones are available in common areas for employee use. Employees who are unable or not permitted to receive calls directly should ask family members and others to call a designated telephone number. This number can be provided by your supervisor. Emergency telephone messages will be sent to you and/or your supervisor immediately. As many people now have access to personal communication devices, it is requested that these devices only be used at appropriate times and in appropriate areas.

Limited personal use of office equipment is a privilege, not a right. If this privilege is abused, managers and supervisors may further restrict or altogether eliminate personal use of office equipment. In some instances disciplinary action may be necessary. Some examples of inappropriate uses include loading personal software onto computers; sending chain or mass electronic mailings;

pirating software; making personal long distance telephone calls; using for commercial purposes for financial gain; and viewing, transmitting, storing or printing defamatory, discriminatory, obscene, harassing, or intimidating messages or material.

For more information consult DHS Management Directive #: 4600.1