(Rev. 6/07)

7.12     EMPLOYEE RECOGNITION PROGRAMS

It is D19 CSB's objective to encourage the enhancement of agency pride and employee morale through programs that formally recognize employees' contributions to the operation of the agency, including employee length of service. District 19 Community Services Board is committed to recognizing employees' contributions to agency operations on at least a once annual occasion.

District 19 Community Services Board will give awards for length of service for each five year increment of agency service and for retirement recognition (see below). For purposes of this policy, D19 CSB service is all cumulative periods of full-time or part-time salaried employment. District 19 Community Services Board service includes periods of approved leave without pay, but does not include temporary or as needed (PRN) employment. District 19 Community Services Board shall retain records related to employee length of service in accordance with the records retention schedule for fiscal records.

District 19 Community Services Board may also recognize employees for any of the following: (1) exemplary attendance; (2) extraordinarily high productivity beyond the expected job performance; (3) effecting new programs or work methods within the agency; and/ or (4) making a notable contribution which positively effects agency revenue.

Employee recognition programs may also enhance employees' pride in their work and/ or encourage employee teamwork through the use of agency lapel pins or buttons, or personal items of clothing (such as caps, t-shirts, or sweatshirts) which bear the agency name or logo.

District 19 Community Services Board will determine the manner in which awards for length of service are presented provided that: (1) presentation ceremonies held during work hours are reasonable in duration; and (2) expenses incurred for the presentation of awards/ certificates for length of service are just, reasonable and necessary according to operations and policies.

District 19 Community Services Board shall ensure the availability of funds to support employee recognition programs.

Retirement Recognition Awards Are As Follows:

Five years of service Engraved Pen/Pencil Set
Ten years of service Engraved Desk Set
Fifteen years of service Engraved Plaque
Twenty years of service Engraved Clock
Retirement Engraved Watch

Revised 02/26/2009

7.13     LAY-OFF

When it is necessary to adjust the size of or reconfigure the work force, it is D19 CSB's objective to implement a reduction in force using objective, uniform criteria.

7.13.1     Agency Responsibilities

When D19 CSB is involved in a reduction in force, the agency will be responsible for:

1. providing 30 calendar day's notice of layoff,
   
2. providing at least one pay period of salary,
   
3. providing one additional weeks pay for each complete year of service,
   
4. applying the placement steps as outlined in this policy;
   
5. maintaining an up-to-date list of affected employees eligible for recall;
   
6. recalling affected employees, as appropriate; and
   
7. ensuring the hiring of affected employees who are eligible for preferential employment.

7.13.2     Sequence in Implementation of "Layoff" Policy

The Executive Director has the authority to identify the organizational units and/ or occupational classes from which positions will be discontinued. Once these units and/ or classes have been identified, positions will be discontinued in the following sequence:

1. Hourly (wage) employees
   
   Positions occupied by wage employees who are performing the same work within the identified organizational units must be discontinued first.

2. Part-time and restricted classified positions
   
   After discontinuing hourly positions, part-time and/ or restricted classified positions who are performing the same work within the identified organizational units must be discontinued. (Employees in these positions are not covered by the provisions of the "Layoff" Policy unless their immediate prior position was as a full-time, salaried employee).

3. Full-time salaried (classified) employees
   
   Only after discontinuing hourly, and part-time and/ or restricted positions within the identified organizational units are positions within this category discontinued.

7.13.3     Identifying Affected Employees

After the Executive Director has identified positions to be discontinued according to the sequence set forth above, the agency must identify employees to be removed from the specific occupational class, applying as a combination, the following criteria: (1) seniority; (2) the individual's qualifications relative to existing position vacancy requirements; (3) prior performance evaluation results.

District 19 Community Services Board will provide an employee who is to be affected by a layoff with written notice at least four weeks before the layoff or reassignment.

7.13.4     Obligation of Affected Employees to Accept Reassignment

The employee's obligation to accept reassignment to a vacant positions is as follows:

1. Into the same salary grade: An employee who does not accept a reassignment to a position in the same salary grade will lose all rights provided by this policy and will be placed on terminated-layoff status.
   
2. Into a lower salary grade: An affected employee who rejects reassignment to a position in a lower salary grade will be placed on leave-without-pay/ layoff.

7.13.5     Compensation of Affected Employees Who Are Re-assigned

An affected employee retains his or her pre-layoff salary unless such salary is above the last step of the salary grade of the position to which the employee is being reassigned. If above the last step, the affected employee's salary will be reduced to the final step of the salary grade of the new position.

7.13.6     Rights of Affected Employees on Leave-Without-Pay/ Layoff Status

An affected employee must be placed on leave-without-pay/ layoff when reassignment is not possible or when an employee rejects a reassignment offer because it is to a lower salary grade. For 12 months following the effective date of placement on leave-without-pay/ layoff, an affected employee is entitled to the following:

1. Right to recall (explained in later sections)
2. Preferential employment rights
   
   To exercise his/ her preferential employment rights for positions in D19 CSB, an affected employee must apply for a vacant position and present his/ her preferential hiring form on or before the closing date for applications for the position. An employee will be chosen for the vacant position provided he/ she is deemed minimally qualified, and D19 CSB does not select an employee currently employed within the agency.

3. Benefits (Provided the employee does not take a position that offers them benefits during the 12 months.
   
   1. Life insurance - D19 CSB will continue its contribution toward group life insurance for an affected employee. Group Life Benefits do not continue for staff whose positions have been abolished.
      
   2. Health insurance - D19 CSB will continue to pay its portion (employer share) of the employee's health insurance premium, and the affected employee is responsible for paying his/ her share of the premium.

An affected employee who wishes to change family coverage to employee-only coverage may do so at any time during the leave-without-pay/ layoff period. In such cases, time spent toward the required waiting periods before the effective date of placement on leave-without-pay/ layoff shall count towards meeting such waiting periods for family members upon the affected employee's recall and re-instatement of family coverage.

3. Accrual of Leave
   1. An affected employee will not accrue annual or sick leave during leave-without-pay/ layoff.
   2. An affected employee will retain his or her accrued annual and sick leave during leave-without-pay/layoff status. The employee is eligible to receive payment for annual and sick leave (up to the maximum level allowable) only if he/she resigns while on leave-without-pay/layoff.
   3. An affected employee placed on leave-without-pay/layoff will be paid for his/ her accrued compensatory leave, if any.
   4. For the purposes of determining the accrual rate of annual leave and entitlement to payment of accrued sick leave upon termination, an affected employee will receive credit for the time spent on leave-without-pay/ layoff status.
4. Retirement - Affected employees on leave without pay - layoff will not receive contributions from D19 CSB toward their retirement fund with Virginia Retirement System (VRS) while on leave-without-pay/ layoff status. The employee may withdraw his/ her retirement contributions only upon resignation from D19 CSB.
5. Upon voluntary resignation from D19 CSB while on leave without pay/layoff status, the employee forfeits their recall rights.

4. Employees are permitted to seek unemployment benefits during this layoff period in accordance with all Federal/ State regulations governing unemployment benefits.
   
5. Employees will be granted up to three days to seek other employment at no charge to their annual leave.

7.13.7     Recall of Affected Employees

Affected employees who are on leave-without-pay/layoff OR who have been reassigned to a position in a lower salary grade (i.e., demoted in lieu of layoff) have recall rights. If more than one employee has recall rights to a position, then the position will be awarded to the most senior employee who is found to be minimally qualified.

7.13.8     Recall of Affected Employees Demoted in Lieu of Layoff

Recall rights for an affected employee who has been reassigned to a lower salary grade are not limited in time, but last until the employee obtains a position in his or her former salary grade in the agency, regardless of the number of reassignments that occur before such a placement.

When an affected employee who has been demoted in lieu of layoff declines recall to a position the affected employee shall forfeit all other rights provided by this policy.

7.13.9     Recall of Affected Employees on Leave-Without-Pay/ Layoff

An affected employee on leave-without-pay/ layoff has recall rights for 12 months from the effective date of placement on this status. When such an employee declines recall to a position that requires the employee to relocate, the employee retains recall rights for the remainder of the 12-month recall period. However, if the declined position does not require relocation, the affected employee is placed on terminated-layoff status and forfeits all other rights provided by this policy.

7.13.10   Compensation of Affected Employees Who Are Recalled

An affected employee recalled either from leave-without-pay/ layoff during the 12-month recall period or from reassignment that resulted in demotion in lieu of layoff will return to the employee's pre-layoff salary grade and pay step. Employees would be required to repay any severance pay that exceeded the amount of lost salary through the date recalled.

7.13.11   Termination-Layoff

Affected employees who have been on leave-without-pay/ layoff for 12 months shall be placed on terminated-layoff status.

7.14     DRESS CODE

1. The Personal appearance of employees is a significant factor within the therapeutic milieu. Employees in a psychotherapeutic treatment setting must be cognizant of the significance of personal appearance to the treatment of clients.
   
   1. Staff serve as role models for clients. Personal appearance is a significant factor in role modeling.
      
   2. Staff must represent benevolent authority figures to clients if they are to provide effective supervision and maintain order. Personal appearance is a significant factor in establishing a staff member as an authority figure.
      
   3. Staff must be perceived as professionally competent in order to have credibility with the clients. Personal appearance is a significant factor in clients' perceptions of staff members.
      
   4. Staff must not appear in a manner, which a reasonable person would consider to be excessively sexually stimulating to, clients, since such appearance might produce adverse clinical effects. Some reasons for this are:
      
      1. Clients may be vulnerable to suggestion.
      2. Clients may have poor impulse control.
      3. Clients may have been conditioned to believe that they must offer sexual favors in order to get their needs met.
      4. Clients may have been victims of sexual abuse.
      5. Clients may be suffering from a sexual disorder.
         
   5. Staff must not appear in a manner, which a reasonable person would consider to be excessively and aggressively stimulating to clients and which might produce adverse clinical effects. Some reasons for this are:
      
      1. Clients may be harboring rage.
      2. Clients may have poor impulse control.
      3. Clients may be suffering from post traumatic stress disorder related to war experience or other aggression related experiences.
      4. Clients may be suffering from anti-social personality disorders.
2. For our purposes, personal appearance is composed of the following significant factors:
   
   1. Personal hygiene
   2. Clothing
      
3. Personal hygiene can have a negative effect upon clients by compromising the factors mentioned in Section A. Personal hygiene for employees will consist of the following minimum requirements:
   
   1. Clean and groomed hair.
   2. Clean hands and nails.
   3. Clean teeth.
   4. The absence of offensive breath order
   5. General cleanliness of the body and the absence of offensive body odor.
      
4. Clothing can also have a negative effect upon clients by compromising the factors mentioned in Section A. The following produce negative effects:
   
   1. Torn and/ or soiled clotting.
   2. Clothing which is excessively sexually suggestive.
   3. Clothing which is excessively casual in appearance.Clothing which would be excessively inconsistent with the applicable current cultural standards representative of the individual employee's own culture group.
   4. Lack of clothing on some body areas.
   5. Clothing which communicates offensive language or which symbolizes ideologies which are commonly accepted as being offensive.
      
5. In view of the above, the following will be prohibited as specific employee attire for both male and female employees.
   
1. Torn and/ or soiled clothing, except as might accidentally occur in the course of a workday.
2. Clothing which is so tight, so skimpy, or so transparent that it is excessively revealing of genital and/ or other private body areas.
3. Clothing which excessively reveals underwear.
4. Clothing which leaves the back or midriff bare.
5. Clothing specifically designed to reveal muscular structure.
6. Shorts.
7. Bathing suits.
8. Sleepwear.
9. The absence of shoes.
10. Symbols or language commonly accepted as representing racism, sexism, abuse of religious beliefs, or insults to the disabled.
11. Excessive display of symbols or language which would be considered by a reasonable person as being an attempt to influence a client's rightful religious, cultural, or political belief system.
12. Excessive display of symbols or language which could reasonably be interpreted as representing a conflict of interest to the functioning or mission of this agency.
13. Excessive and noticeable wearing of clothing commonly considered to be exclusively worn by the opposite sex, consistent with the applicable current cultural standards representative of the individual employee's own culture group.
14. The wearing of costumes or uniforms except as authorized by the agency.
    
6. District 19 Community Services Board reserves the right to modify this policy as may be appropriate and necessary.

7.15          ALCOHOL AND OTHER DRUGS (DRUG-FREE WORKPLACE)

7.15.1           Objective

1. It is D19 CSB's objective to establish and maintain a work environment free from the adverse effects of alcohol and other drugs. The productivity of D19 CSB's workforce, one of the Agency's greatest assets, could be undermined by the effects of alcohol and other drugs in the workplace. The adverse effects of alcohol and other drugs create a serious threat to the welfare of fellow employees and to the citizenry. District 19 Community Services Board, therefore, adopts the following policy and procedures to address alcohol and other drug problems that may exist in its workforce.
2. Any employee or applicant (where applicable) who (i) is found to be using alcohol, illegal drugs, intoxicants, or drugs prescribed for another person, while on D19 CSB’s property; in an Agency vehicle; while on the job, including, but not limited to, during the employee's working hours as established by the Agency, on a break during the employee's working hours, at lunch or other mealtime, or while otherwise engaged in activity on behalf of the Agency; or at or traveling to any job site; (ii) uses prescription drugs prescribed for that person or over-the-counter drugs in an abusive manner; (iii) violates the Drug-Free Workplace Policy; (iv) is convicted under any federal, state, or local drug statute, including any plea of nolo contendere; or (v) is convicted of an alcohol related felony, will be deemed to have committed a Group III offense under the Agency’s Standards of Conduct and will be referred to D19’s EAP program (see HR Policy).
3. Notwithstanding anything contained herein to the contrary, no employee of the Agency shall be deemed to be in violation of this policy because of the consumption of alcohol when it is being served at an evening business social event (after 5:00 p.m.) or evening business dinner (after 5:00 p.m.), that might otherwise be considered during working hours because the Agency or the employee's supervisor requires the employee's attendance at the event or function, so long as that employee’s blood alcohol content is less than or equal to .04%.
   

7.15.2           Employees to Whom Policy Applies

This policy applies to all D19 CSB positions whether full-time or part-time, or paid on a salaried, hourly or contract basis.

7.15.3            Definitions

1. Alcohol - Any product defined as such in the Alcohol Beverage Control Act, § 4.1-100 of the Code of Virginia, as amended.
2. Controlled Drug - Any substance defined as such in the Drug Control Act, Chapter 34, title 54.1 of the Code of Virginia, as amended, and whose manufacture, distribution, dispensation, use, or possession is controlled by law.
3. Conviction - A finding of guilty (including a plea of guilty or nolo contendere), or imposition of sentence, or both, by any judicial body charged with the responsibility of determining violations of the federal or state criminal drug laws, alcohol beverage control laws, or laws that govern driving while intoxicated.
4. Criminal Drug Law - Any criminal law governing the manufacture, distribution, dispensation, use or possession of any controlled drug.
5. Employee - All D19 CSB employees, whether classified or non-classified, full-time or part-time, or paid on a salaried or on an hourly basis.
6. Employee Assistance Program (EAP) - The service that is designated to assist D19 CSB employees (by individual consideration) in obtaining counseling and treatment referrals for alcohol and other drug-related problems, as well as for other personal problems. (See Policy 7.11, "Employee Assistance Program".)
7. Employee Assistance Program (EAP) Coordinator - Human Resources Director
8. Management - The person(s) ultimately responsible for an employee's workplace and performance, e.g., Executive Director, program directors, managers, program supervisors, lead persons.
9. Other Drugs - Any substance other than alcohol that may be taken into the body and may impair mental faculties and/ or physical performance.
10. Supervisor - The person immediately responsible for an employee's workplace and performance.
11. Workplace - Any D19 CSB-owned or leased property, or any site where official duties are being performed by Agency employees.
12. Random Testing – Sample of staff will be selected by the drug testing facility from all agency employees. Approx 25% of work force will be tested annually. All employees will have equal chance of being selected.
13. Medical Review Officer (MRO) –A physician with toxicology and substance abuse expertise who functions independently of the testing laboratory and is responsible for reviewing positive drug test results.
14. Split Sample – Portion of original sample that is labeled and secured at the time of testing. The split sample is available upon request for analysis no later than three days after receipt of the results from the original testing.
    

7.15.4            Employee Responsibilities

1. Abide by policy

Employees shall abide by the D19 CSB Policy on Alcohol and Other Drugs, and applicable disciplinary policies by:

1. remaining free from the influence of illegal drugs and excessive alcohol intake
2. not participating in the manufacture, distribution, dispensation, possession, transporting or concealing illicit drugs, equipment or paraphernalia.
3. Notifying supervisor immediately of any prescribed medication they are taking that could interfere with proper performance of their duties and provide a written physician’s statement when requested within 24 hours to verify the effects of the medication.
4. not possessing alcohol during work hours
5. complying with drug testing requirements
   
2. Report convictions
   1. Employees must notify their supervisors and Human Resources Director of any conviction of:
      1. a criminal drug law, based on conduct occurring in or outside of the workplace; or
      2. an alcohol beverage control law or law that governs driving while intoxicated, based on conduct occurring in or outside the workplace.
   2. How notification is given.

   Notification of a conviction must be made in writing and delivered no later than five calendar days after such conviction. Written notification will be preceded by verbal notification within 24 hours of conviction.

3. Report arrests
   1. Employees must notify their supervisors and Human Resources Director of any arrest occurring on or off the job on alcohol or drug related charges. Such notification shall be delivered within 24 hours of the occurrence, or as soon as possible.
   2. An arrest is subject to the D19 CSB employees' "Standards of Conduct" (See Policy 7.2.)
   3. Employees arrested on alcohol and drug related charges shall be immediately removed from duties involving consumer services, not necessarily limited to transportation, primary care, etc., pending resolution of charges.

7.15.5            Drug Testing

1. When Testing May Occur
   1. Testing shall occur during the hiring process
   2. Testing shall occur when there is reasonable suspicion of impaired work performance due to suspected drug or alcohol use; following a vehicle accident occurring during work hours; or following issuance of a citation when transporting a consumer
   3. Random testing
      
2. Drug and Alcohol Testing Procedures:
   1. District 19 CSB will pay all required expenses for testing and confirmation;
   2. The selected testing facility shall use procedures for collecting urine and/or blood samples that are designed to provide for individual privacy. Under most circumstances, an employee will not be subject to direct observation when providing a sample. However, if there is a reason to believe that a particular individual may alter or substitute the specimen to be provided; precautions will be taken to prevent this from happening.
      
3. Pre Employment Testing
   1. All applicants whom the District 19 CSB intends to hire shall be tested for drugs as a pre-qualification to employment;
   2. No applicant who tests positive for illicit drugs will be hired by the District 19 CSB
      
4. Testing For Reasonable Cause:
   1. Testing for reasonable cause may occur when an employee displays a pattern of abnormal or erratic behavior, e.g. hyperactivity, unexplained mood swings, paranoia, hallucinations, etc.
   2. A prolonged, unexplained deterioration in performance.
   3. Direct observation of illicit drug.
   4. Direct observation of alcohol use during work hours.
   5. Possession of drugs or drug paraphernalia.
   6. When employee exhibits a pattern of unplanned absences from work, (i.e. Calls in sick on Mondays during extended period). Presence of the physical symptoms of drug use, e.g. glassy or bloodshot eyes, slurred speech, poor condition and/or reflexes, needle marks on arms, etc., unusual perspiration, shakes, drowsiness or sluggish, etc..
   7. Work related accidents or personal injuries that may have been caused by human error. This behavior must be documented and promptly reported to the Human Resources Director. This documentation shall be completed within 24 hours of the observed behavior or before the results of the tests are released.
   8. Request for testing must be approved by Executive Director.
   9. Employee shall comply with request to undergo testing within two hours of approval by Executive Director.
   10. Employee will be transported to testing facility by D19 CSB staff member.
       
5. Random Testing:
   1. A scientifically valid random selection method will be used to designate the employees to be tested; random selection will be performed by testing facility based on current list of employees.
   2. Each employee will have an equal chance at all times.
   3. An individual selected for random testing shall be notified on the same day that the test is to occur, preferably within two hours of the testing. In the event the employee is on leave or away from the office, they will be notified immediately upon their return to work and will be required to undergo testing within two hours.
   4. The supervisor shall explain to the employee that the employee is under no suspicion of taking drugs and that the employee’s name was selected randomly and will arrange for the employee to proceed to the testing facility.
      
6. Positive Test Results
   1. When a drug test is positive for the presence of drugs, the MRO shall discuss the results of the test with the employee to determine the reason for the positive test result. A positive test result does not necessarily mean that the employee has used drugs in violation of this policy. If the MRO determines that there is a legitimate medical explanation for a positive test result, the MRO shall report the test result as negative.
   2. The MRO may direct a re-analysis of the original sample before making a decision regarding the validity of the test result when he (i) believes there is a need for further specimen analysis or (ii) has questions about the accuracy or validity of a positive test result.
   3. Any employee may request analysis of the spit sample through the MRO. When an employee requests analysis of the split sample, all costs associated with the test are the sole responsibility of the employee, unless the results of the split sample test fails to confirm the original laboratory findings. Analysis of the split sample may be performed by the same laboratory that performed analysis on the original sample or another Department of Health and Human Services (DHHS) certified laboratory.
   4. A re-analysis of the original sample may be performed by the same laboratory or a second DHHS certified laboratory.
   5. The MRO will inform the Human Resources Director immediately once the positive test result is verified.
      
7. Refusal to Submit to Drug Testing

Refusal to submit to a drug test will result in a group III written notice and may result in immediate termination.

8. Follow-up Testing
   1. An employee who continues to be employed after positive testing and treatment will be placed on probationary status for one year. During this probationary period, random testing will be conducted at the cost of the employee.
   2. An employee that tests positive for drugs on a second occasion will be terminated immediately.

7.15.6            Disciplinary Action

1. For policy violation(s)

Any employee who violates this policy shall be issued a group III written notice and be subject to the full range of disciplinary actions, including suspension without pay and discharge, pursuant to applicable disciplinary policies, such as the employees' "Standards of Conduct" Policy.

2. Severity of discipline

The severity of disciplinary action for violations of this policy shall be determined on a case-by-case basis. Mitigating circumstances that may be considered in determining the appropriate discipline include whether the employee voluntarily admits to, and seeks assistance for, an alcohol or other drug problem.

7.15.7            Management Responsibilities

1. Fair application of policy
   1. District 19 Community Services Board is dedicated to assuring fair and equitable application of this policy. Therefore, management is encouraged to use and apply all aspects of this policy in an unbiased and impartial manner.
   2. Any supervisor who knowingly disregards the requirements of this policy, or who is found to have deliberately misused this policy in regard to subordinates, shall be subject to disciplinary action, up to and including discharge.
      
2. Provide employees with copy of "Summary of Alcohol and Other Drugs Policy" (ADMINPERS # 28) or, upon request, a copy of entire policy.
   1. Management must provide to every employee a copy of D19 CSB's "Summary of Alcohol and Other Drugs Policy" on alcohol and other drugs (See Appendices). The employee may also request a copy of the entire policy (Policy 7.15, "Alcohol and Other Drugs (Drug-Free Workplace").
   2. Employees shall be required to sign a copy of the "Alcohol and Drug Policy Summary" indicating their receipt of the summary or the entire policy. This form shall be kept in the employee's personnel file.
      
3. Post policy

Management shall post a copy of the entire policy in a conspicuous place or places in the workplace.

4. Training of Agency representatives and supervisors:

District 19 Community Services Board's Human Resources Director shall instruct Agency supervisors on the implementation of this policy, including:

1. How to recognize behaviors that may indicate impairment from alcohol and/ or other drug use;
2. Appropriate referral techniques; and
3. Resources for rehabilitation for alcohol and other drug use.

5. Ongoing employee education

District 19 Community Services Board shall inform employees, on an ongoing basis, of:

1. The dangers of alcohol and/ or other drug use or abuse in the workplace;
2. Available counseling for alcohol and/ or other drug use;
3. Available rehabilitation and employee assistance programs; and
4. The penalties that may be imposed for policy violations, as set forth in Section 7.15.6 ("Disciplinary Action")

6. Appropriate action when notified of violations
   1. Within 30 calendar days of receiving notice of an employee's criminal conviction, as specified in Section 7.15.5 "C" ("Violations") or of any other violation of this policy, D19 CSB management shall:
      1. take appropriate disciplinary action against the employee; and/or
      2. require the employee to participate satisfactorily in a rehabilitation program if a drug-related conviction is received, or recommend such a program if an alcohol-related conviction is received.
      
      An employee's satisfactory participation in a rehabilitation program shall be determined by management after:
      1. the employee's presentation of adequate documentation (D19 CSB has discretion to determine what documentation will be required); and/or
      2. consultation with D19 CSB's EAP coordinator or with any rehabilitation program, provided the employee gives their consent when the consultation is to be with the rehabilitation program that treated the employee.
      2. Within 10 calendar days after receiving notice that an employee covered by the Federal Drug-Free Workplace Act has been convicted of a criminal drug law violation occurring in the workplace, D19 CSB shall notify any federal contracting or granting agency
      
      
7. Require contractor compliance
   
   Management shall require contractors working on D19 CSB workplaces to certify that they will not commit violations as described in Sections 7.15.5 "A" and "B" (Violations").

7.15.8             Rehabilitation Programs

Employees with problems related to the use of alcohol or other drugs are encouraged to seek counseling or other treatment.

1. Assistance from management
   1. Management is encouraged to assist employees seeking counseling or other treatment.
   2. Management should consult with D19 CSB EAP coordinator before referring an employee to a rehabilitation program.
      
2. Assistance from EAP
   1. Employees are encouraged to consult with D19 CSB's EAP coordinator to determine appropriate rehabilitation programs.
   2. The EAP coordinator (Human Resources Director) can provide information regarding health insurance coverage for rehabilitation programs. Not all programs are licensed, accredited, or covered under employees' health insurance coverage.
      
3. Assistance from other agencies
   Employees may contact other agencies, such as the DMHMRSAS, the Department of Health, the Department of Rehabilitative Services, and/ or the Department for Rights of Virginians with Disabilities, for assistance.
   
4. Leaves of absence to seek rehabilitation
   1. At the discretion of management, employees may be granted leaves from work to participate in treatment programs for alcohol and/ or other drug use problems, with approval of the Executive Director.
   2. Employees may use their accrued sick leave for treatment programs, as appropriate, according to D19 CSB's "Sick Leave" Policy (See Policy 9.2.)
      

7.15.9             Agency Policies

District 19 Community Services Board may promulgate supplemental alcohol and other drug policies as needed to comply with federal or state law, and as provided below.

1. Content of policies
   1. District 19 Community Services Board may promulgate policies that more strictly regulate alcohol and other drugs in the workplace provided such policies are not inconsistent with this policy.
   2. The job duties of certain employees may be of such a nature that impairment from alcohol creates a great risk to the safety of others. Therefore, D19 CSB programs which develop supplemental policies related to this section may identify, by position classification, those positions where, because of the nature of the job duties, an arrest or conviction of an alcoholic beverage control law or law that governs driving while intoxicated that results from conduct occurring off the workplace must be reported to the Agency.
      
2. Approval of policies

District 19 Community Services Board's Board of Directors must approve any revisions to this policy before its implementation

7.15.10          Confidentiality and Maintenance of Records

All records and information concerning personnel actions related to this policy shall remain confidential and shall be disclosed only with the employee's permission, when determined by the Executive Director that failure to release information may endanger D19 CSB staff or consumers, or when such information is part of a grievance process.

7.15.11          Authority and Interpretation

1. This policy is issued by D19 CSB pursuant to the authority provided in Chapter 10 of the Code of Virginia and the federal Drug-Free Workplace Act.
   
2. District 19 Community Services Board is responsible for official interpretation of this policy, in accordance with the Code of Virginia. Questions regarding application of this policy should be directed to the Human Resources Director. District 19 Community Services Board reserves the right to revise or eliminate this policy as necessary.

Adopted by Board of Directors 2/28/02

7.16     AUTOMATION POLICY

7.16.1        Policy Statement

The D19 CSB network, which includes, Internet and intranet access and electronic mail (e-mail) systems, is the property of D19 CSB. Accordingly, D19 CSB reserves the right to review any materials transmitted across or stored in computers attached or non attached to the network. Any work-related posting to the Internet or intranet or e-mail message is a professional communication in your capacity as a D19 CSB employee. The tone must be professional and the content must be accurate. Every Internet posting and e-mail message must be considered the same as a signed letter written on D19 CSB letterhead.

7.16.2         Applicability

This procedure applies to full-time and part-time D19 CSB employees, contractors and volunteers utilizing D19 CSB owned computer resources.

7.16.3            Filtering

The Management Information Systems (MIS) Office will install and maintain filtering software for all D19 CSB computers. Internet filtering of D19 CSB computers is in accordance with the prohibited uses described in Section 17.16.6B. Exceptions to filtering requirements may be made on an individual employee basis for appropriate agency. Program Managers should forward such requests in writing to their respective Director, identifying the individual employee and/or physical personnel computer requesting the exception and reason the exception is needed. The Director shall notify MIS to allow unfiltered access once it is approved. MIS will maintain a list of unfiltered personal computers, which may be periodically audited by Internal Audit. The filtering of D19 CSB computers does not relieve persons from requirements specified in this procedure, nor does it provide a defense to violations of this procedure.

7.16.4        Security of District 19 Community Services Board Computer Resources

There are three threats to the security of D19 CSB computers resources: (1) system overload; (2) viruses; and (3) access to the system by unauthorized individuals.

In order to prevent system overload, D19 CSB employees must restrict the use of the following features only for work-related purposes: listserv, which generate a large volume of e-mail, and transmission of e-mail messages to a larges number of D19 CSB employees. District 19 CSB employees should not send non-work related mail on mass distribution mailing lists without prior approval of a Director or a specified designee.

Users are responsible for the use of their account and should take all reasonable precautions to prevent unauthorized persons from being able to use their account. No one shall use the passwords of others, without permission. Employees should avoid leaving password in easily accessible location. Report suspected security breaches immediately to MIS.

District 19 CSB data that needs to be protected for agency business, legal or regulatory reasons must not be posted on the internet / intranet or transmitted by e-mail.

District 19 CSB employees are prohibited from sending any messages or posting any information on the internet / intranet, personal or otherwise, that is contrary to the positions of your department or policies of D19 CSB, unless such messages are for the purpose of reporting improper or illegal actions of D19 CSB employees.

7.16.5     Privacy

All D19 CSB owned computers systems, hardware, software, and any related systems and devices are the property of D19 CSB. These include, but are not limited to network equipment, e-mail, documents, spreadsheets, calendar entries, appointments, tasks and notes which reside in part or in whole on any D19 CSB computer system or equipment. Accordingly, information stored on such systems or devices is subject to review at any time. There is no privacy when using D19 CSB computer resources, and employees have no expectation of privacy in the use of such resources.

Electronic mail records are accessible by MIS staff to support system performance measurement, tuning and troubleshooting. Supervisors also have the authority to inspect the contents of any equipment files, calendars or e-mail of any subordinates in the normal course of their supervisory responsibilities. Because internet e-mail passes through many computer systems when en route to the recipient, it is accessible by third parties and is not a secure means of communication. When communicating with others, either through the computer system on the internet /intranet or through e-mail, users represent D19 CSB. The information transmitted or received can be traced and / or reported back to D19 CSB.

7.16.6        Use of the Internet / Intranet and the E-Mail System

1. Acceptable Use: Employees may use D19 CSB computer resources to access the internet / intranet and transmit e-mail messages at any time for work-related purposes. Subject to the provision herein, employees may use the D19 CSB computer resources to access the internet / intranet or send e-mail messages for appropriate non-work related purposes on personal time in accordance with conditions governing access to their work areas and personal use of the telephone, as long as there is no effect on public or public business. Personal time includes breaks, lunchtime and time before and after work. In areas where employees must share equipment or resources for network access, employees using the resources to fulfill job responsibilities always have priority over those desiring to access for personal use.
   
2. Prohibited Use: The following activities are prohibited on D19 CSB computer resources:
   
   1. Intentionally downloading, accessing, viewing, posting, or transmitting information that is abusive, offensive, harassing, threatens violence, or that discriminates on the basis of race, color, religion, sex national origin, age or disability.
      
   2. Intentionally accessing, viewing, downloading, posting, or transmitting sexually explicit material from the internet / intranet. Sexually explicit material includes any description of or any picture, photograph, drawing, motion picture film, digital image or similar visual representation depicting nudity, sexual excitement, or sexual conduct of any kind.
      
   3. Operating a business, soliciting money, product advertising, or conducting transactions for personnel gain or profit, or gambling.
      
   4. Arranging for the sale or purchase of illegal drugs, alcohol, or firearms.
      
   5. Communications with elected representatives or public or political organizations to express opinions or political issues of work-related communications.
      
   6. Solicitation for non-D19 CSB sponsored organizations or functions.
      
   7. D19 CSB wide e-mail messages are prohibited, unless first approved by a program director / manager or a specified designee. Such messages shall include a statement indicating the person that authorized the message.
      
   8. Reproduction or transmission of any material in violation of any local, state, U.S. or international law or requirement, including material that does not comply with federal copyright laws and copying or reproducing any licensed software, except as expressly permitted by the software license.
      
   9. Using the internet / intranet to transmit identifying information related to confidential matters, including but not limited to criminal / juvenile records, personnel records, or records relating to legal matters unless such information is encrypted.
      
   10. Intentionally creating a computer virus and / or placing a virus on the D19 CSB’s network or any other network. Intentionally drafting, forwarding, or transmitting chain letters.
       
   11. Attempts, whether successful or not, to gain access to any other systems or user’s personal computer data without the express consent of the other system or user.
       
   12. Using the network, internet, intranet, or e-mail in any fraudulent manner
       
   13. Any other use of the network that violates D19 CSB policies or Code of Ethics.

1. Any employee who intentionally receives, accesses, views, transmits, or downloads sexually explicit material from the internet on D19 CSB computer equipment will be disciplined up to and including termination. Sexually explicit material is defined as any description of or any picture, photograph, drawing, motion picture film, digital image or similar visual representation depicting nudity, sexual excitement, or sexual conduct in any form. Persons subscribing to an e-mail list will be viewed as having solicited any material delivered by the list, as long as the material is consistent with the purpose of the list. Likewise, persons conducting a search on the internet /intranet will be viewed as seeking any results generated by the search, as long as that material is consistent with the search.
   
2. Any employee who commits or is convicted of a crime related to the use of D19 CSB computer equipment shall be terminated.
   
3. Any employee who violates any other provision of this policy shall be disciplined in the following fashion:
   
   1. Any employee whose use of D19 CSB’s computer resources results in damage to resources will be required to reimburse the CSB for cost of repair and reconfiguration, as well as the hours required for the repair work, and costs associated with replacing necessary hardware and software. Where damage occurs as the result of inadvertent actions, without the intent to cause damage, the employee causing the damage will not be held liable for such damage.
      
   2. In determining the appropriate disciplinary action to be taken against an employee under this policy, supervisors, shall apply the standards set forth in the Personnel Policies of the D19 CSB for appropriate situational discipline (Chapter 7) and shall ensure that employee Code of Ethics (Chapter 7.3) is maintained. In addition, supervisors shall consider the nature of the employee’s job responsibilities, and the legality or illegality of the violation in determining the appropriate disciplinary action. Discipline may include any of the options contained in Chapter 7 of the Human Resources Policy and Procedure Manual, including, but not limited to:
      
      1. Termination of employment.
         
      2. Suspension of access to internet / intranet or e-email services.
         
      3. Restitution or reimbursement for the hours used to conduct personal business on the CSB computer resources during normal work hours when in violation of this policy

Other disciplinary action(s) as out lined in Chapter 7 of D19 Community Services Board Human Resources Policy and Procedures Manual.

Adopted by the Board of Directors 9/27/07

7.17              Gifts and Gratuities

Policy:

1. It is the policy of the District 19 Community Services Board that no employee shall solicit or accept gifts, cash, alcoholic beverages, gratuities or loans from vendors (prospective and current), organizations, or individuals including consumers and their families having official business with the Board.
   
2. It is particularly important that employees, who have administrative or operating authority to initiate, approve, disapprove, or otherwise affect a procurement transaction guard against relationships, which might be construed as evidence of favoritism, coercion, unfair advantage, or collusion.
   
3. All employees must comply with this policy. As a department director/program manager, you must ensure that those you supervise also follow this policy.
   
4. Any act or assumption of act which may be contrary to this policy must be reported immediately to Human Resource Director, Operations Director, or Executive Director.
   
5. Employees who violate this policy are subject to disciplinary action.
   
6. The following are excluded from the provisions of this policy:
   
   1. The acceptance of articles of nominal or minimal value which are distributed generally;
   2. Acceptance of meals or entertainment provided in networking setting