opm employee handbook
If the employee does not agree with the recommendation for rehabilitation, prepare a unilateral statement that sets forth the terms of the last chance. Export your completed handbook into PDF, RTF or HTML and then print from your own printer. Confidential, free, short-term counseling to identify and assess problem(s) and to help employees in problem solving. RELEASE: U.S. Office of Personnel Management Releases New "Quick Guide" to Help Federal Employees Prepare for Retirement OPM released the OPM Retirement Quick Guide, a three-page guide to voluntary retirement that walks federal employees through what to expect as a retirement application is processed and benefits are determined. Excused absence should be limited to those situations in which the employee's absence, in the department's or agency's determination, is not specifically prohibited by law and satisfies one or more of the following criteria: Ultimately, it is the responsibility of each department or agency head to balance support for employees' participation in physical fitness activities with employees' work requirements and efficient and effective agency operations. The level of services and methods for administering programs will be particular to your agency. A health unit or occupational health center (OHC) is a convenient place to provide and coordinate comprehensive health services. Source of document: IRS FOIA Request HQ FOIA Stop 211 PO Box 621506 Atlanta, GA 30362-3006 Counseling programs for Federal civilian employees who have substance abuse problems are required by: Public Law 99-570 (5 U.S.C. Contract arrangements also work in small agency installations where in-house EAPs would not be possible because the agency lacks in-house expertise or because the workforce population is not large enough to justify employing an in-house EAP staff. What Kinds of Work and Leave Flexibilities May Agencies Provide to Employees to Participate in Employee Health Programs? Employee Health Services Handbook - U.S. Office of Personnel Management Many of these local organizations provide free materials such as pamphlets, videos, and posters, especially if they tie in to a national health campaign such as the Great American Smokeout. Why Are Employee Health Services Programs Needed? Remove any broken or unsafe equipment. This might take as many as five or six visits with the counselor. Provide a firm choice or last chance agreement. First, refer to the agency's policy on reasonable accommodation (EO 13164 required all agencies to develop their own reasonable accommodation policies). Your agency may purchase equipment for your fitness facility. Provide clocks and target heart rates or perceived exertion charts so that participants can monitor their exercise levels. Provide adequate supervision at all times using competent and professionally trained and certified staff with current CPR certification. The employee does not meet the test of being a "qualified" individual if: Performance or conduct deficiencies would impose an undue safety or security risk or operational burden on your agency or. What Constitutes an Employee Health Program? The rating of record has Post manufacturer's instructions for all equipment. Federal Employees Handbook 2023 - FEDweek The agency then pays a predetermined portion. Additional staff to provide special services such as health education classes. Under this arrangement, the agency may collect employee fees through payroll deduction on behalf of the employee organization (5 U.S.C. Finally, the EAPyou may make a disclosure to appropriate persons, such as law enforcement authorities and those persons being threatened, if the client has committed, or threatens to commit, a crime that would physically harm someone. Become informed about the liability issues reviewed in this chapter. Your agency is authorized to establish an on-site fitness facility for its employees for physical fitness activities, comprehensive health education and intervention activities, as well as health screenings. As with contracting, your agency may choose to use one agreement to provide either all of its employee health services or just specific services such as periodic examinations. Your agency may provide an on-site fitness facility for its employees. Lock Your agency should review its internal guidance on excused absence and applicable collective bargaining agreements. In doing so, they can serve as examples of how employers can help alleviate the chronic disease epidemic our Nation faces." While your agency is not required to give a firm choice or last chance agreement there may be instances where your agency may wish to utilize this option, rather than proceeding with removal. Specific preventive health screenings or examinations may be sponsored at the workplace to detect the presence or risk of disease. The new guide also features a Part II - Technical Guide on . Choose basic membership packages (if there are such options) and avoid deluxe package options (e.g., spa privileges or activities that are purely recreational and do not contribute to a bona fide preventive health program). Purchase the memberships in the name of the agency, not in the name of the individual employee. While the benefits of providing health and fitness activities outweigh the risks, your agency should be aware of liability issues. These mechanisms can be cost effective when the programs are tailored to the specific needs of the agency. Due to the rapidly changing work environment and the evolving field of employee health and assistance, care needs to be taken to use the most current guidelines available. Encourage employees to use the EAP by making services convenient and available to employees. The Americans with Disabilities Act of 1990 (ADA) also amended the Rehabilitation Act of 1973 to exclude from coverage those individuals who currently engage in the illegal use of drugs. Employee health programs are most commonly provided to employees through health units located at the workplace. Carefully consider any request for annual leave, sick leave, and leave without pay, changes in work schedule, or other means of resolving the job problem(s). Your agency may provide health education to encourage employees to maintain a healthy lifestyle, to understand their risk for disease, and to become aware of appropriate preventive practices. Job Announcements. Or otherwise experiencing the consequences of unacceptable performance, conduct, or leave use, up to and including removal. An employee who is injured while engaging in an activity that is specifically identified in that employee's Physical Fitness Program (PFP) is covered for all FECA benefits. Such services may include, among others, health and fitness facilities and services. Distribute fitness facility rules and regulations to participants. Can the EAP Help with Employee Performance, Conduct, and Leave Difficulties? Call 1-800-457-9808, or visit www.foh.dhhs.gov. How Do We Staff and Manage Our Employee Health Programs? The employee's injury is covered because of a combination of factors, one of which was that the employee's participation in the activity established a closer professional relationship with the outside organization and substantially benefited the agency. Your agency may choose to staff and manage your employee health programs from a variety of options. Employees who experience a medical emergency identified through a preventive health screening and who exhaust their available paid leave may receive donated annual leave from other Federal employees through the voluntary leave transfer and leave bank programs. To help you build the best employee handbook, we crafted a template to give you a headstart in creating your own document. When an employee's alcoholism is the cause of ongoing or chronic performance, conduct, or leave deficiencies, the supervisor may consider providing a "firm choice" or last chance agreement to the employee. Public Law 79-658 authorizes the head of agency to establish health services programs for employees, also forms the basis for expanding counseling programs from those dealing solely with substance abuse to broad range programs which provide counseling for other personal problems, e.g., family, financial, marital, etc. The staff may be employed either full time, part-time, or assigned the duties on a collateral basis. educational and other requirements in accordance with the Office of Personnel Management (OPM) General Schedule (or equivalent) white-collar occupation Qualification Policies and Standards. Under 5 U.S.C. 5 CFR Part 251 provides regulations governing agency relations with managerial, supervisory, professional, and other organizations that are not labor organizations. Performance Management 2.0. Stop and start anytime (progress tracked). In that case, they would wait 30 to 60 days and if progress is not made, then written documentation about the job problems may be issued. The HealthierUS Working Group stated, in its report to the President, "With approximately 1.7 million employees, Federal agencies have both an obligation and an enormous opportunity to offer programs and support mechanisms to improve the health of their workforce. If the employee fails to meet the terms set forth, take the planned action to removedisciplinary action. The employee organization manages the fitness facility via a contractor or its own staff. Does a policy statement exist? OPM Issues Further Guidance on Disciplinary Policy Changes - FEDweek Public Laws 96-180 and 96-181 authorize your agency to extend counseling services, to the extent feasible, to family members of employees who have alcohol and drug problems, and to employees with family members who have substance abuse problems. The success or failure of a health and fitness program may hinge upon the competence and friendliness of the staff, including having an adequate number of trained staff. The absence is directly related to the department or agency's mission. Fitness coordinators oversee exercise activities and review exercise logs. Below are definitions for some common EAP terms. If they wish to obtain complete copies or other information that may be contained in their EAP records, they may do so by making a written request to their agency EAP staff. Organizations such as treatment and rehabilitation facilities and programs that exist in the community, such as Alcoholics Anonymous and other self-help groups. What are the qualifications of the program staff? They justify the initial establishment of new programs and facilities. It contains information on personnel rules, policies, procedures, services and benefits, and serves as a basic reference guide. This sick leave accumulates without limit in succeeding years. Your agency may hire a full-time EAP program administrator, coordinator, and counselors to operate the program. Destroy electronic records by deleting all portions of hard drives, floppy discs, tapes, and other electronic media that may contain the record. Providing access to a private fitness facility meets agency health services program objectives and can be carefully monitored as part of a bona fide preventive health program. Your agency might find a vendor through: Your agency might choose to use one contractor to provide a comprehensive program or contract for a specific service such as a health risk appraisal program or an annual health fair. Sometimes agencies form employee health committees with representatives from various offices to integrate services, coordinate, and promote programs. If an employee requests a reasonable accommodation, either orally or in writing, however vague, the agency must exercise due consideration responding to the request. How to Create an Effective Employee Handbook - California Chamber of Counselors also conduct educational activities on a variety of issues such as substance abuse, stress management, financial management, HIV/AIDS, and balancing work and family responsibilities. Incorporate a cleaning and maintenance system that ensures a sanitary and safe environment. Your agency may need more than one coordinator depending on the size of the agency component. Your agency may use the Cooperative Administrative Support Unit (CASU) program of the General Services Administration as another type of consortium. Activities may be offered without special facilities. Integrate with other agency programs to provide streamlined coordinated services. Written by our veteran team of experts, this new 2023 Federal Employees Handbook contains the very latest critical information on your federal pay and benefits and workplace policies and will. If this criteria is met, Office of Personnel Management (OPM) approval is not required. Your program can be: Depending on its size and mission, your agency must determine whether to create its own program or share services with other agencies. Only the EAP Administrator or coordinator should destroy files. PDF Handbook of Occupational Groups and Families - U.S. Office of Personnel In addition, your agency may grant excused absence for general employee orientation or education activities (e.g., program briefings, general orientations, seminars, etc.). Your agency may appraise and report work environment health hazards to department management as an aid in preventing and controlling health risks. Whenever possible, have other EAP staff members be witnesses. Smaller agencies within a building or geographic locality may share space and/or services or have access to a nearby off-site health center. The exchange is limited to the information needed by the organization to provide the required services. When applicable, contract staff may retain records past this period, for as long as any relevant state statutes of limitation require. Such a pattern may suggest an underlying personal or medical problem. Depending on the location of the counseling site and the professional background of the EAP counselor, the EAP records may also be protected by state and professional licensing/credentialing laws and regulations. How May We Use Off-Site Fitness Facilities? A well-designed and engaging employee handbook is a brilliant touchstone for new hires and existing employees to draw information from at their own pace.. The authority and responsibility of the CS C to administer position classification under Title 5 U.S.C., Chapter 51 is vested in the OPM as the successor agency. Visibly support fitness by authorizing time off for special agency-sponsored physical activity events such as a fitness facility orientation, an agency fun-run, or fitness month activities. The basic programs include preventive services such as immunizations, physical examinations, and medical screening tests, etc. A lock ( Employee health programs are authorized under 5 U.S.C.7901. 290ee-1), and Sec. These records include any records created and maintained by contractors. In this case, the supervisor should let the employee know about the services of the EAP for personal counseling or to bring forward medical documentation. Look for ways to share costs with employees. Consider equipment cost. PMP Handbook. Preventing and intervening in workplace violence incidents, Delivering critical incident stress debriefings. Call Federal Occupational Health Customer Assistance at 800-457-9808. When an employee comes to the EAP for assistance, the EAP staff should provide him or her with a written notice concerning the confidential nature of EAP records along with the conditions where information discussed in counseling may be disclosed. . Some agencies, through the appropriations process, request special authority to collect fees directly from employees to cover the costs of their fitness centers. Administering Employee Health Programs - information on types of services, agency responsibilities, a variety of administrative options, and program development strategies. In addition to alcohol and drug abuse counseling, your agency may offer counseling and referral services for a variety of problems through the EAPs, such as mental health, emotional, family, financial, elder and dependent care, legal difficulties, etc. A tenant Board of Directors guides each local CASU. At some time in their careers, many employees will experience a problem that will affect a major aspect of their lives. The Comprehensive Merit Personnel Act (or "CMPA") was enacted March 3, 1979. Develop, plan, and implement health/fitness programs, Interact with contract liaison or board of directors, Account for membership fee collection, billing, payroll deduction tracking, and record keeping and collection, Supervise facility and equipment maintenance, Conduct fitness assessments, individual programs, and behavioral counseling, Help promote and administer all intervention programs and health education classes, Assist in overall administration of the program, Conduct fitness testing, individual programs, and behavioral counseling. Sometimes it is more cost effective to share employee health services and facilities with other agencies in the same building or geographic location. Work with your contracting office for appropriate contracting procedures. Obtain advice and assistance, as appropriate, from the human resource personnel office or EAP staff about dealing with the employee's problem. Does the program have adequate budget/resources to offer substantive program activities? Subscribe to OMES alerts. What Types of Qualifications Should EAP Staff Possess? Agencies may use existing space for educational seminars, meetings, health assessments, or a video/health education library, for example. Division of Personnel Management Wisconsin Human Resources Handbook The witness should be an agency employee familiar with handling confidential records. 5946 against the use of appropriated funds to pay membership dues of Federal employees does not prohibit a Federal agency from using appropriated funds to purchase access for its employees to a private fitness center's exercise facilities. Providing services at or near the workplace minimizes employees' time away from work and enhances productivity. Health Services/ Intervention Programs encourage and enable employees to initiate healthy behavior changes. The rating of record is assigned according to procedures included in the organization' s appraisal program. Has a program coordinator been assigned responsibilities for the agency's program? Coordinators are responsible for implementing and operating the EAP within an agency component, such as a headquarters office or at a field installation. Under 5 U.S.C. How Should Supervisors Deal with Employees Who Have Problems that Impact the Job? The City and County of San Francisco ("City") Employee Handbook is intended to educate new employees and serve as a resource for current employees. If your fitness facility is located in GSA space, your agency pays for the use of the space and services such as electricity. An agreement reached between the employee and the employer that holds in abeyance the an employee's disciplinary action, when certain conditions are met. Also consult GSA's Customer Guide to Real Property, a product of the Public Buildings Service. Add your own custom policies. Have staff inspect locker rooms on a regular basis throughout hours of operation. PDF Determining Minimum Qualification Requirements for Federal - Dcpas Obtain advice and assistance from the personnel office and/or EAP staff. The handbooks below provide information on various topics pertaining to Federal employee pay, leave, and work schedules. This can only be done only if the disclosure does not identify the EAP client as an alcoholic or drug abuser. Released date: 05-June-2017 . In addition to providing programs and facilities, your agency may encourage an active lifestyle by issuing policies supporting flexible work schedules and creating environments that encourage active and healthy lifestyles (e.g., providing showers and locker rooms, bike racks, running maps, and healthy vending machine choices). Do employee orientations contain information on program services? Survey employees to determine preferences. Conduct classes at appropriate levels for participants. For example, many Federal fitness facilities are employee-funded, but agencies typically pay for the rent of space and start-up costs. PDF Performance Appraisal Handbook - U.S. Department of the Interior Personnel Operations Manual - DGS Alcoholism in the Workplace: A Handbook for Supervisors. They provide the direct day-to-day services, such as, assessment, short-term counseling, referral and follow-up to help employees readjust to the job during or after treatment. Destroy written files or records by shredding or burning. For example, during downsizing, employees may be more in need of stress management, humor therapy, and physical fitness than cholesterol screenings. Chapter 1 | Human Resources Management Chapter 2 | Talent Acquisition Chapter 3 | Residency Chapter 4 | Suitability Chapter 6 | Office of Employee Appeals Chapter 8 | Police, Fire, and Emergency Medical Services Employees Chapter 9 | Excepted Service Chapter 10 | Executive Services policy change establishes a new leave category in accordance with the Federal Employee Paid Leave Act and the Paid Parental Leave Technical Corrections Act of 2020, collectively known as "paid parental leave" for title 5 and title 38 employees, in Part III, Chapters 2 and 3.