oakland county chemical hazard communication program county policies.pdf · chemical hazard...

Oakland County Chemical Hazard Communication Program

A. General Information

This written chemical hazard communication program is an integral part of our continuing employee safety awareness program. The Michigan Occupational Safety & Health Administration (MIOSHA) Hazard Communication Standard, from which this program has been developed, requires that we provide information to our employees concerning various hazardous chemicals used in the workplace to which employees may be exposed. The program addresses container labeling, material safety data sheets, employee training, and other information on chemicals found in this workplace. The goal of our program is to reduce the possibility of illnesses and injuries caused by exposure to chemicals. It is the County’s intent to do that by providing employees with as much information as needed concerning the hazards of chemicals they come into contact with, and to present that information in a usable, readily accessible form.

B. Inventory of Hazardous Chemicals

A listing of all chemicals used at the various Oakland County facilities which have been found to present the possibility of either physical or health hazards to employees will be maintained in each work location. That listing may also show the particular work area in our facilities where exposure to the chemical is most common.

C. Components of our Hazard Communication Program

Container Labeling

The MICHIGAN RIGHT TO KNOW LAW (Hazard Communication Standard) of February 1987 requires that chemical manufacturers, importers, and distributors properly label all shipments of hazardous chemicals with the identity of the chemical, clearly noted hazard warnings, and the name and address of the manufacturer or other responsible party.

Each department will verify that chemical containers are properly labeled at the time they are received from the manufacturer or distributor. All containers will be labeled, tagged, or marked with the identity of the hazardous chemical contained therein, and will show hazard warnings appropriate for employee protection. The hazard warning will be legible, in English, and prominently displayed. Should employees discover any unlabeled containers in their work area, they will be instructed to immediately notify their supervisor.

Reissued September 2005

Containers into which chemicals will be transferred and which can be expected to be used by several workers over a period longer than one shift will be labeled to show contents and an appropriate hazard warning. Labels that become torn, corroded, or defaced such that content and hazard information cannot be determined will be replaced. For replacement purposes we will use pre-printed hazardous materials labels which provide all required information.

If and when information is received of new or significant hazards by the chemical supplier, labels for containers will be changed accordingly by the department.

Material Safety Data Sheets

Chemical manufacturers and importers are required to develop a material safety data sheet (MSDS) for each hazardous chemical they produce or import. The MSDS contains information on the chemicals, such as physical properties, health and safety data, and first aid information, which is useful in meeting the goals of this program.

MSDS’s for each chemical in use at Oakland County will be kept on a current basis in “Material Safety Data Sheets” binder which is to be maintained by the various departments with a master copy located in Risk Management and Safety.

Employees have the right to review any and all MSDS’s on file for hazardous chemicals used at County facilities.

It is County policy not to accept any chemicals, even on a trial basis, without an accompanying MSDS. MSDS’s will be expected to either accompany the actual shipment of the chemical, or be mailed in a timely fashion to the individual responsible for ensuring the MSDS’s are obtained for all potentially hazardous chemicals used in the facility. In the event an MSDS is not received with the first shipment of a chemical, the person responsible in the receiving area will contact that supplier in writing and request the appropriate MSDS prior to it being used and the MSDS will be indicated on Poster “S.E.T.2106”.

Employee Information and Training

The County is required under this law to establish an employee information training program for employees routinely exposed to hazardous chemicals. This training and information will be provided by the appropriate supervisors to covered employees at the time of initial assignment or whenever a new category of hazardous chemical is introduced into our operations.

All employees exposed to hazardous chemicals will receive this information and training in group "classroom" format. All new employees will receive this Chemical Hazard Communication Program document at time of physical for new hire.


D. Hazards of Non-Routine Tasks

From time to time, employees will be directed to perform tasks of a non-routine nature which may expose them to certain chemical hazards. Examples of these non-routine tasks include:

⁄ Cleaning of boilers ⁄ Cleaning of degreasers ⁄ Cleaning machines ⁄ Painting ⁄ Cleaning 55 gallon drums

Each of these non-routine tasks may expose workers to chemical hazards which have not been specifically addressed in our Hazard Communication program. It is County policy, when assigning workers to non-routine tasks, to provide information on recommended maintenance and other practices which will allow the workers to perform these tasks in the safest manner possible. Specific instruction and identification of hazards associated with performing non-routine tasks will be given to workers directed to perform these tasks by their supervisor.

E. Outside Contractors

Outside contractors, which would include temporary employment service employees, performing work on or in our property will have assess to our Hazard Communication Program, and will be advised by the area supervisor of the presence of hazardous chemicals to which their employees may be exposed.

F. Hazards of Chemicals in Unlabeled Pipes

Those employees who could be exposed will be advised during their orientation on the machinery of the existence of any hazardous chemicals flowing through unlabeled pipes. The hazards of those chemicals will be explained to employees in the course of their Hazard Communication Training, during which time workers will also be advised of procedures to take to protect themselves from those hazards.

G. Hazard Evaluation Procedure

Some County departments are the end-users of various chemicals which have been found to present possible hazards to our workers. As a user, rather than a manufacturer or importer of those chemicals, we are not required to evaluate those chemicals for their potential hazards. We will rely on the chemical hazard evaluation conducted by the manufacturer and/or importer as contained in the manufacturer/importer’s material safety data sheet.


H. Materials

Common raw materials forged or machined in the metal working industry do not contain hazardous components in sufficient quantities to produce hazardous releases under normal conditions of use. However, machining, grinding, and polishing of some raw materials are suspected of or have been shown to result in certain physical or health hazards if specific manufacturing procedures are not followed. When called upon to work with these materials, special precautions will be taken to protect our employees. Precautions will include assuring that occupational exposure limits are determined and strictly followed and, in keeping with our overall operation, that adequate dust suppression and ventilation are provided. This will be done by the supervisor.

The department will rely on the hazard evaluation procedures and the resulting materials safety data sheets supplied by vendors to identify materials which require special handling procedures to protect the health and safety of employees.

Chips and other scrap materials destined for reclamation are covered by this law to the extent that we are required to supply our scrap dealer with a material safety data sheet. It is the stated policy of the Michigan Occupational Safety and Health Administration that scrap material is considered to have the same characteristics as the original stock. Therefore, as part of the department’s responsibility under the law, they will provide scrap dealers with photostatic copies of the material safety data sheet(s) received from material supplier(s).

I. Responsibilities

It is the responsibility of the various departments within the County to implement a program within their department that complies with the requirements of the MIOSHA Right to Know Law.

Risk Management and Safety will coordinate your efforts in this area including the recommendation and/or arrangement of a training session for supervisors and/or employees within your department.

J. Contact Information

Should you have questions regarding this Chemical Hazard Communication, please contact Dean Schultz, Safety Coordinator, in Risk Management and Safety. His telephone number is 248-683-6847. He can also be reached through email at [email protected].


Computer Hardware/Software Usage and License Policy

1

Application:

This policy shall reinforce the County’s commitment to comply with legal requirementspertaining to the use of computer hardware and software.

Intent:

The intent of this document is to communicate to all County Employees the requirementsand limitations of purchase, use, ownership, and relocation of computer hardware andsoftware.

General Policy:

1. The Board of Commissioners shall designate the administration of this policy to theDirector of Information Technology under the supervision of the County Executive.

2. The purpose of this policy is to ensure that software used by County employees isproperly acquired and licensed and to ensure that the County of Oakland’s networkand associated hardware is not exposed to interference, corruption or damagethrough the use of non-approved software/hardware or improper relocation.

3. Acquisition

Software will be acquired by either:

A. The Department of Information Technology

B. Individual departments/divisions in accordance with Department ofInformation Technology Non-standard Departmentally AcquiredSoftware process.

4. Ownership of Software

A. All software written by County employees or its contractors for Countyuse shall be the sole property of the County.

B. All software purchased through either 3A or 3B (above) shall be thesole property of the County.


2

5. Use of Software

A. All software written by the employees of Oakland County or itscontractors will be controlled by the Department of InformationTechnology. This software shall not be used or transferred to otherequipment unless approved by the Department of InformationTechnology.

B. Purchased software use shall be governed by the contract/licenseagreement of the vendor/author of that software. Software is typicallylicensed as single use, limited concurrent use (networked), or sitelicensed by building, server, or company.

Note: Shareware must have proof of registration to constitute a validlicense.

C. Copies of software shall be made only for backup purposes within thelimits of the specific software license. (Backup copies are not to beloaded on other computer equipment).

D. No employee shall load software on any processing equipment unlesspurchased under the guidelines of the Department of InformationTechnology Non-standard Departmentally Acquired Software processor obtained through the Department of Information Technology.

E. The Department of Information Technology will be conducting annualand random audits of all equipment owned by the County. Anysoftware found to be unauthorized will be removed and notification ofthe policy violation will be forwarded to the employee’s department fordetermination of appropriate action.


3

6. Non-authorized Purchases or Use

The following shall be considered as non-authorized for purchase or use byDepartments other than the Department of Information Technology.

Software:

A. Any program or set of programs that would be considered a directsubstitution/replacement for any of the standard offerings availablethrough the Department of Information Technology. (Refer to theDepartment of Information Technology Office Automation StandardsGuidelines which will be updated as changes occur, and obtainedfrom the Department of Information Technology.)

B. Operating system software including but not limited to, Windows 95,OS/2 Warp, Novell, Unix, or DOS.

C. Communications and or networking software including but not limitedto, America Online, Compuserve, Prodigy, or other communicationsservices.

D. Remote Control and or Remote Access software.

E. Peer-to-Peer communication, network protocol software or networklinked applications.

F. Application software that is multi-user and requires network services,and be sharing data across the network.


4

Hardware:

A. Modems.

B. Any hardware that would require the opening of the base unit or anyperipheral for installation.

C. Any Hardware that connects to the network, including, printers,servers, hubs, switches or routers.

D. Any Hardware that would connect the Oakland County network to anyother network.

7. Departmentally Acquired Software restrictions.

A. All software that will be loaded to a network (server) or requiresaccess to a network directory or server must be reviewed byInformation Technology for storage requirements and network trafficgeneration rates before being purchased or written. This includes anyapplications developed using Office Automation standard software(e.g. Access, etc.). No software shall be installed on a network serverwithout approval of Information Technology. All software will beinstalled only in the Information Technology approved directories.

B. All maintenance and corrective fixes for department acquired softwarewill be applied by personnel in that department. If the departmentrequests, Information Technology will assist in the installation of thechanges/corrections. However priority will be given to standardinstallations and support calls relating to standard software andhardware.

C. Information Technology will only provide support for designatedproducts as listed in the Department of Information Technology officeAutomation Standards Guidelines.

D. Due to system security restrictions, Information Technology will notsupport vendor dial access to Oakland County facilities for diagnosticpurposes.

E. Department of Information Technology reserves the right to removeany software that adversely affects County Operations.


5

8. Software Selection Guidelines

A. Software should install the executable and tutorial/help files inseparate directories that can be made read-only after installation. Thedata directories should be able to be separately configurable andselectable by the software.

B. Vendor or Oakland County developed software based on PCdatabase applications such as Paradox, Access, Clipper, Foxpro,DataFlex, Advanced Revelation, etc. must be reviewed for datastorage requirements and network traffic generation.

C. Software licensed per PC should be installed on the Local (C:) drive.Data created by the software can be shared using a directory on anetwork drive. (See # 1. above.)

D. DOS based applications should be avoided.

E. Software with concurrent licensing software must provide its ownlicensing monitor to restrict the number of concurrent users.

F. Database files should be isolated to their own directories. Do not mixwith other application files or unrelated database files.

G. Sharing of Data and or applications should be planned prior toinstallation for proper security and access rights.

H. Applications that require access/data sharing with users at remotesites must be evaluated with a critical eye on data transfer rate acrossWAN or telephone service.

I. It is strongly recommended that software include a 60 to 90 dayevaluation period before purchase.

J. Departments should verify hardware and software requirementsbefore purchasing new or upgraded software


6

9. Departmental Systems Administrator

A. Departments shall designate a systems administrator(s) within their area forthe coordination of all issues related to this policy.

B. The designated System Administrator must fill out the license agreement andprocess as required by the vendor within 10 working days of installation ofthe product. A photocopy of the original license document must beforwarded to the Department of Information Technology softwarecoordinator.

C. Software licensed to the County shall be in the name of Oakland CountySoftware Coordinator, Dept/Division. No software may be licensed by anyindividual.

D. The Department Systems Administrator(s) will be required to keepappropriate copies of diskettes and licenses in a safe manner asrecommended by the vendor. Unless prohibited by the license, the usershould, at a minimum, make copies of original disks, run from the copies andstore the originals in a safe location remote from the area of use.

10. Hardware/Software Relocation

Hardware:

A. It is the sole responsibility of the Department of Information Technology torelocate all computer hardware including hardware that requires the openingof the base unit, peripherals, and any hardware that connects to the networksuch as personal computers, printers, servers, hubs, switches, routers, etc.

Software:

A. Relocation of Departmentally acquired software is the responsibility of theDepartment that purchased the software. It must first be removed from theexisting system before being relocated to another device in accordance withthat software’s specific licensing restrictions.

B. Relocation of software purchased and provided by Information Technologyis the sole responsibility of the Department of Information Technology.


7

Requests:

A. Requests for hardware/software relocations must be made to theDepartment’s assigned Information Technology Representative. A workorder will then be submitted and the relocation performed by InformationTechnology personnel or its designee.

B. Information Technology will make every attempt to be timely in their responseto hardware relocations given adequate notice from the requestingDepartment.

11. VIOLATION OF THIS POLICY MAY RESULT IN DISCIPLINARY ACTION UP TOAND INCLUDING DISMISSAL FROM COUNTY EMPLOYMENT. QUESTIONSREGARDING THIS POLICY SHOULD BE FORWARDED TO THEDEPARTMENTS SYSTEMS ADMINISTRATOR OR THE DEPARTMENT OFINFORMATION TECHNOLOGY HELP DESK.

Revised 08/21/01Reissued September 2005

1/2012

1

DEFENSE AND INDEMNIFICATION POLICY

In accordance with Miscellaneous Resolution #85339, adopted November 21, 1985 by the Board of Commissioners, whenever a claim is made or a civil action is commenced against an officer or employee of the County of Oakland for injuries to persons or property allegedly caused by the officer or employee while acting within the scope of his or her authority, the County shall pay for all reasonable costs of litigation and engage or furnish the services of an attorney in accordance with County policy to advise the officer or employee as to the claim and to appear for and represent the officer or employer in the action. The County may compromise, settle and pay the claim before or after the commencement of a civil action. Whenever a judgment for damages is awarded against an officer or employee of the County as a result of a civil action for personal injuries or property damage caused by the officer or employee while in the course of employment and while acting within the scope of his or her authority, the County of Oakland shall indemnify the officer or employee or pay, settle or compromise the judgment. TO BE ELIGIBLE FOR THE DEFENSE AND INDEMNITY OBLIGATIONS SET FORTH IN THIS PARGRAPH, OFFICERS AND EMPLOYEES SHALL COOPERATE IN ALL RESPECTS WITH CORPORATION COUNSEL OR ASSIGNED COUNSEL IN DEFENDING THE CLAIM OR LAWSUIT.

When a criminal action is commenced against an officer or employee of the County of Oakland based upon the conduct of the officer or employee in the course of employment, if the employee or officer had a reasonable basis for believing that he or she was acting within the scope of his or her authority at the time of the alleged conduct, the County of Oakland shall pay for, engage or furnish the services of an attorney to advise the officer or employee as to the action and to appear for and represent the officer or employee in the action. TO BE ELIGIBLE FOR PAYMENT OR REIMBURSEMENT FOR COUNSEL, AN EMPLOYEE OR OFFICER WHO IS CHARGED CRIMINALLY MUST IMMEDIATELY PROVIDE NOTICE OF AND A COPY OF THE CRIMINAL CHARGES TO OAKLAND COUNTY CORPORATION COUNSEL. PROVIDED THAT THE OFFICER OR EMPLOYEE IS OTHERWISE ENTITLED TO HAVE THE COUNTY PAY FOR THE SERVICES OF AN ATTORNEY PURSUANT TO THIS POLICY, THE COUNTY OF OAKLAND WILL PAY FOR OR REIMBURSE FOR THE ATTORNEY’S SERVICES CONSISTENT WITH OAKLAND COUNTY’S LIABILITY CLAIMS POLICY AND PROCEDURES (AS AMENDED BY MR #91016) AS THEY PERTAIN TO THE PROVISION OF AND COMPENSATION OF COUNSEL IN CIVIL MATTERS. ARRANGEMENTS FOR AND AUTHORIZATION OF PAYMENT OF THE SERVICES OF ANY ATTORNEY MUST BE APPROVED IN ADVANCE. ATTORNEYS SO

1/2012

2

EMPLOYED SHALL BE REQUIRED TO PROVIDE THE COUNTY WITH MONTHLY DETAILED BILLINGS DESCRIBING THE SERVICES RENDERED.

PER MISCELLANEOUS RESOLUTION #86124, ADOPTED MAY 8, 1986 BY THE BOARD OF COMMISSIONERS, “OFFICER(S) AND EMPLOYEE(S) OF OAKLAND COUNTY” ARE DEFINED TO INCLUDE: ELECTED OR APPOINTED OFFICERS AND OFFICIALS; EMPLOYEES; VOLUNTEERS; ALL COMMITTEES, AUTHORITIES, COMMISSIONS, BOARD AND COUNCILS, INCLUDING THOSE INCORPORATED BY AUTHORITY OF STATE OR FEDERAL LAW, AND ALL MEMBERS THEROF.

The County may purchase liability insurance to provide the above protection, or may provide a self-insurance program.

Disability Accommodation The Michigan Persons with Disabilities Civil Rights Act and the Federal Americans with Disabilities Act imposes certain requirements on employers. If an employee qualifies under these Acts, the employer is required to make accommodations to disabled and/or handicapped employees if the accommodation does not impose an undue hardship on the employer. Medical certification of disability and identification of job restrictions may be required. Accommodation requests will be processed and a determination will be made based on state and federal mandates. Employees desiring to make a request for an accommodation may advise their immediate supervisor, division manager, or department head of such, or they may bring their requests directly to the County’s Human Resources Department/Equal Employment Opportunity Unit at 858-0539. Reissued September 2005

COUNTY OF OAKLAND

DRUG-FREE WORKPLACE POLICY STATEMENT

The Federal Drug-Free Workplace Act of 1988 imposes certainrequirements on the County of Oakland and its employees asrecipients of federal grant funds. The County of Oaklandsupports the purpose and goals of the Act and by this policy,announces its intention to comply with this Act and makecontinuing “good faith” efforts to provide a drug-freeworkplace. Therefore, it is the policy of the County of Oaklandthat any unlawful manufacture, distribution, dispensing,possession, or use of a controlled substance in the work placeis strictly prohibited.

All employees of the County of Oakland must abide by theterms of this policy and must notify their Department Managerof any criminal drug statute conviction no later than five (5)days after such conviction. Employees violating this policy aresubject to appropriate personnel/disciplinary action, up to andincluding termination, and/or other remedial measures as theindividual circumstances warrant.

The County of Oakland is committed to maintaining a drug-free workplace. All employees are expected to cooperate andgive this policy their full support.

September 1989Reissued September 2005

EQUAL EMPLOYMENT OPPORTUNITY COMPLAINT PROCEDURE

Employees or applicants who feel they have been discriminated against because of their race, color, sex, religion, national origin, age, genetic information, sexual orientation, handicap, height, weight, or any other reason, may submit a complaint according to this procedure. Complaints will promptly be investigated and resolved to the extent information is provided. It is the County’s intent to resolve all complaints internally and every effort will be made to do so promptly and fairly. This procedure does not modify other mechanisms that may be available for addressing specific grievances involving areas other than Equal Employment Opportunity (EEO) matters. Employees who feel they have been victims of discrimination may bring such matters to the attention of their immediate supervisor, division manager or department head, if feasible, but such matters may be brought directly to the attention of:

Labor Relations/Equal Employment Opportunity Unit Oakland County Human Resources Department

Executive Office Building Telephone: 858-0539

Every effort will be made to maintain the confidentiality of the complainant’s name and the nature of the complaint. The complaint will only be discussed with those persons deemed necessary to investigate and resolve the complaint. The Labor Relations/EEO Unit will complete an initial review of the complaint to verify that it involves denial or infringement of equal employment opportunity and to determine if it appears to warrant further action or investigation. Should the Labor Relations/EEO Unit personnel determine that a complaint does not involve a violation of equal employment opportunity or warrants no further investigation, the complainant will be notified of the decision verbally. If the complaint is deemed to require further action, the Labor Relations/EEO Unit personnel will conduct an investigation. Upon conclusion of the investigation, the Labor Relations/EEO Unit personnel will notify the complainant and others involved of the results and proposed resolution. The entire investigation and notification of the results will be completed within 60 days of the receipt of the complaint insofar as possible by the Labor Relations/EEO Unit. In the event of unusual circumstances, this time limit may be extended. If the complainant is not satisfied with the results of the investigation and/or the proposed resolution of his/her equal employment opportunity matter, he/she should address the complaint in writing to the Director of Human Resources. Revised March 2010

OAKLAND COUNTY ELECTRONIC COMMUNICATIONS POLICY

POLICY STATEMENT

Revised October 2014

The Oakland County electronic communications system includes but is not limited to facsimiles, voicemail, computers and their hard drives, electronic mail (“e-mail”), the computer network, the Internet, and any other county owned electronic device capable of sending or receiving electronic data. An electronic communication is information sent over the electronic communications system including but not limited to messages left on voice mail, e-mail messages, information received and sent over the Internet, and data and files maintained on the network and on individual computers.

The electronic communications system is designed to facilitate County business and communication between employees and other business associates. To remain competitive and better serve our citizens and taxpayers, Oakland County encourages the use of its electronic communications system.

1. NO EXPECTATION OF PRIVACY The electronic communications system is the property of Oakland County and is intended for County business. All data and electronic communications within the electronic communications system is the property of Oakland County. The system is not to be used for personal gain or to support or advocate non-county related business or purposes.

Persons using the electronic communications system have no expectation of privacy. The confidentiality of any electronic communications created, transmitted, received, deleted, or stored in the electronic communications system should not be assumed. The electronic communications may be retrievable even if deleted from the electronic communications system. Oakland County has the ability to monitor the electronic communications system under the direction of the Human Resources Department and Corporation Counsel for violations of federal or state law, Oakland County’s Merit System Rules, this policy, and other County policies.

Employees who are terminated or laid off have no right to the contents of their electronic communications and are not allowed access to the electronic communications system. All electronic communications are subject to federal and state law and Oakland County’s Merit System Rules including but not limited to the Open Meetings Act, MCL 15.261 – 15.275, and the Freedom of Information Act, MCL 15.231 – 15.246.


POLICY STATEMENT


Persons using the electronic communications system are not authorized to retrieve or read any communications that are not sent to them, unless authorized to do so. Further, electronic communications shall not be used to hide the identity of the sender or represent the sender as another person. Each employee is hereby notified that any and all electronic communications may be subject to monitoring, retrieval and access by authorized Oakland County personnel under the direction of the Human Resources Department and Corporation Counsel.

2. INFORMATION ON PASSWORDS Users are responsible for securing their password(s) and shall not share their password(s) with anyone, nor shall they allow unauthorized access to the County electronic communications system. If a user discloses their password or suspects that it has been compromised, they are responsible for changing their password immediately. Contact the Service Center at Information Technology for appropriate procedures. An employee may be directed by their supervisor and/or the Department of Information Technology to provide them with the login and password information to an external social networking Web site or Web-based external service that is created, maintained and/or used for departmental and/or County purposes.

While users have a password or passwords to gain access and conduct business on electronic communications systems, the electronic communications system is not confidential and information created, transmitted, received, deleted, or stored in these systems may be retrievable by persons other than the creator.

3. PROHIBITED USES Electronic communications may not be used for circulation of non-County sponsored or affiliated functions, activities, programs, or policies; solicitation of funds or sales; to convey political messages; to defame individuals; or to convey messages or images that would violate federal or state law, the County’s Merit System Rules, and other County policies including but not limited to the County policy that strictly prohibits illegal discrimination and harassment. Employees are also prohibited from sending County-wide electronic communications using the County’s network/e-mail system to a large group (large group is defined as 100 persons or more) without the approval of department management. Additionally, all large-group electronic communications (County-wide “broadcast” e-mail messages) to be sent using the County’s network/e-mail system must be sent to the Department of Information Technology for distribution. E-mails and/or text messages sent using Oakland County’s approved third-party vendor system(s) may be sent by an employee to any number of people provided the e-mail and/or mobile device addresses reside within the vendor system (not within the County’s network or on a County server) and the employee has been trained and is authorized to send electronic communications on behalf of the department and/or County.


POLICY STATEMENT


4. INTERNET The Internet provides Oakland County with significant access and dissemination of information outside of the County. The use of the County Internet system is intended for County business. Internet messages are capable of being forwarded without express permission of the original author. Therefore, users must use caution in the transmission and dissemination of messages outside of the County, and must comply with federal and state law and the Oakland County Merit System Rules, this policy and other applicable County or departmental policies.

5. APPLICABILITY TO EMPLOYEES, PART-TIME EMPLOYEES, CONTRACTORS AND OTHER USERS

This policy applies to all employee (full or part-time), contractors, volunteers, and other individuals who are provided access to Oakland County’s electronic communications system. Contractors and third parties should only be provided access to the electronic communications system as necessary for their business purpose with the County, and only if they abide by all applicable rules set forth in this policy. Contractors and third- party users who are in violation of this policy may be removed from the electronic communications system and\or have their contract revoked. In addition, other legal remedies may be pursued.

6. ENFORCEMENT OF POLICY The Department of Information Technology has the ability to monitor the electronic communications system under the direction of the Human Resources Department and Corporation Counsel. Employees who observe a violation of this policy should bring it to the attention of their immediate supervisor or manager. Supervisors or managers who receive a complaint or observe a violation of this policy shall investigate the matter and determine the appropriate action. Questions related to this section should be referred to the Labor Relations Unit.

7. PENALTIES Employees found to have violated this policy may be subject to disciplinary action up to and including dismissal from employment pursuant to the County’s Merit System Rules, and if applicable, may be subject to prosecution under federal or state laws.

EQUAL EMPLOYMENT OPPORTUNITY POLICY

This is to re-affirm the County of Oakland’s commitment to provide Equal Employment Opportunity to all individuals, regardless of race, color, sex religion, national origin, age, genetic information, sexual orientation, physical or mental handicap, height, weight, or any other reason, in accordance with applicable state and federal laws. This policy applies to recruitment, hiring, training, promotion, salary decisions, work environment, as well as other terms and conditions of employment. As such, all employees, applicants, and other contractors are protected from coercion, intimidation, harassment, retaliation or discrimination in performing their duties or exercising their rights under federal and state law. All employees and contractors are expected to conduct themselves in a manner that will ensure compliance with County policies and promote a work environment free from illegal discrimination or harassment. To abuse the dignity of anyone through racial, sexual, ethnic slurs, or other objectionable remarks or conduct is a violation of County policy. Questions or concerns regarding treatment under this policy may be directed to your immediate supervisor, division manager, or department head, if feasible. However, any complaints may be brought to the attention of the Labor Relations/Equal Employment Opportunity Unit in the Human Resources Department (858-0539). Such complaints will be investigated promptly in accordance with established Human Resources Department procedures. All employees and contractors are expected to give this policy their full and active support and must cooperate fully with the Labor Relations/Equal Employment Opportunity Unit or designated representative during the course of an investigation. Revised March 2010

Intellectual Property Policy

Issued: November 2013 Page 1 of 3

Many talented people who work for Oakland County have developed innovative programs, state of the art computer software, servicemarks (logos) and numerous other materials to educate the public and improve government services. Many of these ideas required considerable County resources to be developed and may need to be protected and controlled by the County. These servicemarks, seals and pictures of Oakland County should be used appropriately to identify activities or publications supported by the County. In addition to ideas developed within the County, some County offices and departments seek to borrow ideas from outside sources, i.e. third parties. Before the County uses artwork, logos or copyrighted materials developed by third parties it is imperative to ensure that the County may legally reproduce the works of third parties.

The following chart summarizes the types of works that may be created by the County and third parties and how these works may be legally protected:

Servicemark* Copyright Patent Definition

Words, symbols (logo) or combination of both associated with a service

Legal protection for words fixed in tangible form, e.g., writings, pictures

Legal protection for functional features of a process

Examples

Pages of the County's website

Sophisticated software program

Criteria for protection

Used to identify and distinguish services

Originality and creativity

New and "non- obvious"

How to obtain best protection

Registration with U.S. Patent & Trademark Office. State registration available.

Registration with U.S. Copyright Office. Also publication with notice.

Registration with U.S. Patent & Trademark Office.

What protection provides

Exclusive right to use the mark for certain services

Exclusive right to make copies of the work

Exclusive right to make use or sell the invention.

Test of violation of rights

Likelihood of confusion, mistake or deception

If it looks alike to the ordinary observer.

Making, using or selling the devices.

Penalties for violation

Payment of damages

Payment of damages Payment of royalties for

use. Possible additional damages.



* Trademarks are used for words, symbols or a combination of both under which a product is sold or advertised. In most cases, the County provides services, thus the words or symbols associated with those services are called servicemarks. The rules for protecting the County's rights and the rights of others: 1. To help foster a consistent County image, departments are encouraged to use their

names in conjunction with existing County Servicemarks. Occasionally, it may be appropriate to create a new mark to identify a service so unique that it should be distinguished from Oakland County. Proposed new marks and/or specialized program names must be reviewed by the Intellectual Property Committee. This Committee will make a recommendation to the County Executive who shall make the final determination as to whether a new name or image shall be approved and the appropriate legal protection needed. To the extent practicable, Elected Officials are encouraged to have only one Federally registered servicemark. Elected Officials do not need approval for their servicemark; however, they should work with Corporation Counsel to properly protect their mark.

2. The County's servicemarks may only be used in connection with programs, events or publications endorsed by the County. County servicemarks may not be used by non-County entities without prior written permission. Permission forms may be obtained from Corporation Counsel.

The or are the servicemarks that may be generally used to represent Oakland County.

The County seal may only be used for official County business and generally should not be given to third parties for their use.

3. Artwork or printed information provided by a third party should not be used without having written permission from an authorized agent of the third party. Corporation Counsel and Information Technology have Permission Forms. If a web site or publication authorizes the use of third party information, this permission should be retained for your records.

4. If you have permission to use copyrighted materials belonging to a third party, you must acknowledge the other party with either "© year Name of Party "or other appropriate acknowledgement of the third party.



5. Prior to selling written materials or other items such as clothing developed by the County, departments need to check with Corporation Counsel to see if the materials should be copyrighted or if other protection is needed.

6. Permission must be obtained from Information Technology to authorize other parties to link to the County's web site or for linking the County's web site to a third party web site.

7. If an item has been copyrighted by the County, it should contain "© 2004 Oakland County” or the year in which copyright was first claimed. When using servicemarks that have been registered, use ® in the upper right hand corner of the logo. This shows the servicemark has been registered. Check with the Printing Division or Corporation Counsel if you are uncertain about when to use these symbols.

8. Don't use a County servicemark without knowing if it can be used in connection with your materials or programs.

9. Proprietary Information relating to County developed software programs, computer network security is very valuable to the County, and the County takes measures to maintain their confidentiality. Employees may not disclose any Proprietary Information to any person outside of the County without permission from the Intellectual Property Committee.

Oakland County Deductions from Pay of Exempt Employees

Complaint Procedure Definitions Under the Federal Fair Labor Standards Act (FLSA), employers are responsible for designating job classifications as either “exempt” or “non-exempt” for overtime pay, following the guidelines set forth by the FLSA. Employees classified as “non-exempt” are eligible to be paid overtime for hours worked in excess of 40 hours per week. County Merit Rules take this one step further and provide overtime pay for hours worked in excess of 8 hours per day. Employees that are designated as “exempt” from overtime are not eligible for overtime pay. Questions regarding whether your job is classified as "exempt" or "non-exempt" should be referred to your department attendance/record's clerk. Questions regarding the rationale of why your job is classified as exempt or non-exempt should be referred to the Human Resource Analyst assigned to your department. If unsure of which analyst is assigned to your department you may contact the HR Compensation Unit at 975-9563, where you will be referred to the appropriate analyst. Note: The following provisions apply only to "exempt" employees (i.e. employees who are not eligible for overtime). “Safe Harbor” Policy In accordance with the Fair Labor Standards Act, exempt employees are required to be paid on a salary basis and may not have their pay reduced for portions of a day or week, with the exception of certain permissible deductions that are outlined below. It should be noted that the use of accumulated leave time (annual, personal, etc.) does not constitute a reduction in pay. Employees who feel their pay has been improperly reduced should immediately report this to the Labor Relations Unit of the Human Resources Department (858-5351) by following the procedures specified below. Provisions Mandated by the Salary Basis Rules 1. Exempt employees must receive their full salary for any week in which they perform any

work, without regard to the number of days or hours worked. However, exempt employees need not be paid for any work week in which they perform no work at all for the organization. Exceptions to the requirement to pay exempt employees on a salary basis are listed below. In these cases deductions are permissible, and are consistent with other Oakland County leave policies and practices.

1

Allowable pay deductions include:

a. Absences of one or more full days due to sickness or disability in accordance with

Oakland County's leave policies and Merit Rules (partial days off must be paid in full).

b. Absences of one or more full days for personal reasons other than sickness or

disability in accordance with Oakland County's leave policies and Merit Rules (partial days off must be paid in full).

c. Penalties imposed by infractions of safety rules of major significance. A deduction

from pay as a penalty for violations of major safety rules must be done in full day or full week increments.

d. Unpaid disciplinary suspensions of one or more full days in accordance with Merit

Rules and other County policies. Violations should be of a serious nature, and do not apply to discipline for performance or attendance issues.

e. Deductions for full days not worked during the first and last week of employment, as

long as this practice is consistently applied to all exempt employees in the same circumstances.

2. Deductions from pay cannot be made as a result of absences due to the circumstances

listed below. Such improper pay deductions are prohibited by Oakland County, regardless of the circumstances.

Prohibited pay deductions include: a. Jury duty * (Merit Rule 14.3).

b. Attendance as a witness* (Merit Rule 14.1 and Merit Rule 2.10.2.3.4.4).

c. Temporary military leave* (Merit Rule 2.10.2.3.4.3).

d. Partial day amounts other than those specifically discussed in #1 above.

e. Absences caused by the employer or caused by the operating requirements of the

employer.

*Note: amounts received by the employee for jury, witness or temporary military leave must be submitted to Oakland County.

Complaint Procedure 1. Employees who believe their pay has been improperly reduced should immediately

contact the Labor Relations Unit at (248) 858-5351 to request an investigation.

2

2. The employee will be asked to specify in writing, using the guidelines above, the

circumstances of the pay deduction and whether it has occurred on other occasions. 3. The Labor Relations Unit will review pay records and interview the supervisor or

manager, as well as the payroll representatives handling the employee’s pay, to determine if the allegation is correct.

4. If the deduction was in fact improper, the County will reimburse the employee as

promptly as possible. 5. The individual(s) responsible for the error will be investigated further to determine if this

was an isolated incident or a pattern of conduct that requires further action. 6. Resolution of the situation will be documented and placed in the employee’s personnel

file. Last updated: 10/2/06

3

COUNTY OF OAKLAND SEXUAL HARASSMENT POLICY STATEMENT The County of Oakland continues to be committed to equal employment opportunity and prohibits any form of harassment, remarks or other abusive conduct directed at employees because of their race, color, sex, religion, national origin, age, genetic information, sexual orientation, disability, weight, or any other reason. Sexual harassment is a form of sex discrimination and all employees are protected from sexual discrimination under the County’s policy, as well as federal and state law. Federal regulations state that sexual harassment consists of unwelcome sexual advances, request for sexual favors, and other verbal or physical conduct of a sexual nature when: “(1) Submission to the conduct is either an explicit or implicit term or condition of employment; or

(2) Submission to or rejection of the conduct is used as the basis for employment decisions affecting the person who did the submitting or rejecting; or

(3) The conduct has the purpose or effect of substantially interfering with an

individual’s work performance or creating an intimidating, hostile or offensive environment.”

Employees who feel they have been victims of such harassment may bring such matters to the attention of their immediate supervisor, division manager or department head, if feasible, but such matters may be brought directly to the attention of the Equal Employment Opportunity Unit of the Human Resources Department. It is the policy of the County of Oakland to treat all such complaints seriously. Retaliation against an employee bringing a complaint to the attention of their departmental management or the Human Resources Department is strictly prohibited. For allegations that are proven to be valid, depending on the nature and the severity of the misconduct, offenders may be subject to appropriate disciplinary action up to and including discharge. All employees are expected to comply with this policy and must cooperate fully with the Equal Employment Opportunity Unit or designated representative during the course of an investigation based on an alleged EEO complaint. Revised March 2010

OAKLAND COUNTY SMOKING POLICY PROHIBITION OF SMOKING IN COUNTY FACILITIES

STATEMENT OF POLICY In an effort to protect, promote and enhance indoor air quality and to contribute to the health and well being of all County employees and members of the public, smoking is prohibited in all County government facilities effective Monday, August 11, 1997. [For reference see County Executive Order No. 1997-01; the Michigan Clean Indoor Act, 333.12601, et seq. of the Michigan Compiled laws.] Smoking of any smoke producing products included but not limited to cigarettes, cigars, e-cigarettes, etc. will be strictly prohibited within all work areas and public spaces, including, but not limited to, private enclosed offices, open-space offices, meeting rooms, conference rooms, eating areas, including cafeterias and break rooms, lounges, restrooms, hallways, stairways and enclosed entrances. This directive shall apply to all employees, clients, and visitors or persons otherwise required to be in a County facility or vehicle. This prohibition provides that no smoking shall be permitted at any main (public) exterior entrance to or exit from a County government building, or facility. In addition this prohibition shall extend a reasonable distance from any other entrances to County government facilities. There will no longer be designated smoking areas within County facilities. Pursuant to Michigan Public Act 368, there shall be no smoking whatsoever on any property of Children’s Village including exterior grounds. This prohibition shall not apply to a room, hall, or building used for a private function if the seating arrangements are under the control of the sponsor of the function and not under control of the County. ASSISTANCE TO SMOKERS The Health Division of the Department of Health and Human Services has a variety of smoking cessation resources available to employees on request. These include smoking cessation resource directory, self-help "quit" kits, phone support for "quitters", information on nicotine replacement therapy, and information on aspects of second-hand smoke. For more information call Health Education at (248) 424-7172. ENFORCEMENT OF POLICY The Health Division is empowered to enforce the provisions of the Michigan Clean Indoor Air Act. A person who violates the Act shall be directed to comply and shall be subjected to a fine of not more than $100.00 for the first violation, and not more than $500.00 for the second and subsequent violations. M.C.L. 333.12611 and 333.12613. Complaints may be made directly to the Health Division. County officials, directors, managers and supervisors will be responsible for monitoring and enforcing the policy. However, the success of this County prohibition against smoking will depend upon the thoughtfulness, consideration and cooperation of smokers and non-smokers. All employees, clients, contractors and visitors share in the responsibility for adhering to and enforcing the County policy. EMPLOYEE COMPLAINTS & INVESTIGATIONS Employees observing a violation of this policy by another County employee should bring it to the attention of that employee's immediate supervisor. Supervisors receiving a complaint will investigate and take action to resolve the issue as soon as possible. NON-COMPLIANCE Employees found to have violated this policy will be subject to disciplinary actions in the same manner and magnitude as violations of other County rules, regulations or policies; specifically, as provided under the County's Merit Rules. Updated July 3, 2014 County Executive Order#1997-01 Miscellaneous Resolution #06156

Social Media Policy


Scope This policy shall govern the use of social media by Oakland County employees when posting for Oakland County. Sharing information about County programs, news and activities through social media is an effective way to engage and inform the community. However, it needs to be done properly. If you use social media to post on behalf of Oakland County, you must follow this policy. Social media sites shall include, but are not limited to: Facebook, Twitter, LinkedIn, Pinterest, Instagram and all other sites that are similar in content and/or character. Seek Approval You must have approval from your Department Head or his/her designee to use social media on behalf of the County. Once your Department Head or his/her designee has approved, you must contact the County’s Information Technology Department to establish a social media account through the I.T. Service Center. I.T. must approve the social media site. Only social media sites approved by I.T. may be used on behalf of the County. The I.T. Department will retain password and log-in information for all County-sponsored social media. You must follow the I.T. standards for managing County-sponsored social media sites. To ensure the County has a consistent image on its social media sites, refer to I.T. standards for the look and feel of County-sponsored social media sites. Respect County Resources It is appropriate to use social media at work only when your use has been approved by your Department Head or his/her designee and is directly related to accomplishing work goals. You should participate in personal social media use on your own time. Personal social media use is use that has no connection to your work at the County. Be Accurate and Authentic All County-sponsored social media sites must clearly identify that they are maintained by Oakland County and prominently display County contact information. Your comments on such sites will directly reflect upon the County. Make sure posts are factually accurate. Cite and link to your sources where possible. If you make a mistake, admit it and correct it. When you post on behalf of the County you must identify your position with the County. Anonymous postings by County commentators are not allowed.

Social Media Policy


Be Aware of Legal Considerations In order to avoid liability for yourself and the County, do not make comments that: 1) discriminate on the basis of race, creed, color, age, religion, sex, marital status, sexual orientation, national origin, weight, height or genetic information; 2) are sexual in nature; 3) compromise the safety or security of the County or individuals; 4) support or oppose a political candidate or ballot measure; 5) promote illegal activity; 6) violate another party’s copyright, trademark or other protected property; 7) are obscene or profane. Use good judgment when providing personal information and be aware of legal requirements and County/Department policies protecting a person’s right to privacy. (e.g., HIPAA -- the Health Insurance Portability and Accountability Act protects a person’s health information.) Ask for permission before posting someone’s image, information, or intellectual property. Do not post information about employees, citizens, vendors, patients or clients being served by the County without first obtaining their written consent. Retain posts Because social media sites are not government sites, they do not follow the State of Michigan Record Retention Laws and Policies for Local Government. But social media conducted on behalf of the County is subject to these laws and policies and to the Michigan Freedom of Information Act. You must follow the State’s record retention laws and policies1. 1 More information about them can be found at the State of Michigan Department of Technology, Management and Budget website. http://www.michigan.gov/dmb/0,4568,7-150-9141_21738-96210--,00.html Under the State’s record retention rules, many of the items and documents you might post, such as notices of special events or holidays, and copies of documents already kept in your department do not need to be saved permanently. You must save a copy of these materials only until the event has passed, the case is closed, the project is completed, or the information has served its useful purpose. Most tweets and posts fall into this category because of their transient and temporary nature and because they do not perform a governmental function or create a County policy. However, you must also be prepared to respond to Freedom of Information Act requests or to produce documents and materials in a lawsuit. If you post something that is the only record of a County operation or is the only record that a County function has been performed, you must keep a copy.

http://www.michigan.gov/dmb/0,4568,7-150-9141_21738-96210--,00.html

http://www.michigan.gov/dmb/0,4568,7-150-9141_21738-96210--,00.html

Social Media Policy


Post Disclaimer and Removal Prominently display the following statement on all sites that accept comments from the public: “The County reserves the right to remove inappropriate comments including those that are discriminatory, obscene or sexual in nature, threaten or defame an individual or entity, support or oppose political candidates or proposals, violate the intellectual property rights of another party, promote illegal activity or commercial products or services or are not related to the topic in the original posting. Keep in mind that all of your posted comments are public records and subject to disclosure. Requests for public records may be submitted to [email protected].” Remove all posts that meet the criteria for removal stated above and keep a copy of the post. Use of County Servicemarks and Logos Before using a County servicemark (e.g., logo), you need to get the correct copy of the servicemark from the I.T. Media Management System. Do not use a specialized service mark, like the Sheriff’s badge or the Water Resource Commissioner’s water droplet unless you are posting on behalf of that department. You must use a County-owned servicemark exactly as it appears in the County’s Media Management System. If you change a registered County servicemark, you could jeopardize the County’s registration/ownership of the mark. If you want to make a significant change to a registered County servicemark, it must be approved by Corporation Counsel. If you display material that belongs to someone other than the County, you must give credit to the source or author of the material in your posting. Failure to cite a third party author or source could be a violation of federal law. Compliance with County Policies All County policies and Merit Rules apply when you use social media on behalf of the County. This includes the Electronic Communications Policy (use County equipment for business purposes), Equal Employment Opportunity Policy ( prohibits inappropriate conduct towards others because of their race, sex, age, etc.), Sexual Harassment Policy (prohibits inappropriate conduct or hostile work environment), Workplace Violence Policy ( prohibits violence or threats of violence), Standard of Conduct for Oakland County Officers and Employees (prohibits sharing of confidential information, profiting from County employment, etc.), Political Activities (prohibits political activities during work hours, in a County uniform, etc.). You may not use Social Media to advertise for private individuals, firms, or corporations, or imply in any manner that Oakland County endorses or favors any specific commercial product, commodity, or service.

Social Media Policy


Personal Social Media You may list your County position in your personal social media accounts but you are not authorized to speak or comment on behalf of the County. It is recommended that you keep your privacy and security in mind when engaging in personal social media use. Even with good security measures, the comments you make may be forwarded to others and accessible for others to see for a long time. Violations Employees found to have violated this policy may be subject to disciplinary action up to and including dismissal from employment pursuant to the County’s Merit System Rules, and, if applicable, may be subject to prosecution under federal or state laws.

1

OAKLAND COUNTY SOCIAL SECURITY NUMBER PRIVACY POLICY

PROHIBITED SOCIAL SECURITY NUMBER DISCLOSURE

Oakland County shall not, with respect to the social security number of an employee orother individual, do any of the following:

• Publicly display all or more than 4 sequential digits of the social security number.

• Use all or more than 4 sequential digits of the social security number as the primaryaccount number for an individual.

• Visibly print all or more than 4 sequential digits of the social security number on anyidentification badge or card, membership card, or permit or license.

• Require an individual to use or transmit all or more than 4 sequential digits of his orher social security number over the internet or a computer system or network unlessthe connection is secure or the transmission is encrypted.

• Require an individual to use or transmit all or more than 4 sequential digits of his orher social security number to gain access to an internet website or a computersystem or network unless the connection is secure, the transmission is encrypted, ora password or other unique personal identification number or other authenticationdevice is also required to gain access to the internet website or computer system ornetwork.

• Include all or more than 4 sequential digits of the social security number in or on anydocument or information mailed or otherwise sent to an individual if it is visible on or,without manipulation, from outside of the envelope or packaging.

• Include all or more than 4 sequential digits of the social security number in anydocument or information mailed to a person, unless any of the following apply:(i) State or federal law, rule, regulation, or court order or rule authorizes, permits, orrequires that a social security number appear in the document.(ii) The document is sent as part of an application or enrollment process initiated bythe individual.(iii) The document is sent to establish, confirm the status of, service, amend, orterminate an account, contract, policy, or employee or health insurance benefit or toconfirm the accuracy of a social security number of an individual who has anaccount, contract, policy, or employee or health insurance benefit.(iv) The document or information is mailed by the County under any of the followingcircumstances:(A) The document or information is a public record and is mailed in compliance withthe freedom of information act, 1976 PA 442, MCL 15.231 to 15.246.

2

(B) The document or information is a copy of a public record filed or recorded withthe County Clerk or Register of Deeds office and is mailed by that office to a personentitled to receive that record.(C) The document or information is a copy of a vital record recorded as provided bylaw and is mailed to a person entitled to receive that record.(v) The document or information is mailed by or at the request of an individual whosesocial security number appears in the document or information or at the request ofhis or her parent or legal guardian.

EXCEPTIONS TO PROHIBITED SOCIAL SECURITY NUMBER DISCLOSURE

The above prohibitions to the disclosure of all or more than 4 sequential digits of asocial security number do not apply to any of the following:

(a) A use of all or more than 4 sequential digits of a social security number that isauthorized or required by state or federal statute, rule, or regulation, by court order orrule, or pursuant to legal discovery or process.(b) A use of all or more than 4 sequential digits of a social security number by a lawenforcement agency, court, or prosecutor as part of a criminal investigation orprosecution, or providing all or more than 4 sequential digits of a social security numberto a law enforcement agency, court, or prosecutor as part of a criminal investigation orprosecution.

Further, this Policy permits (1) use of all or more than 4 sequential digits of the socialsecurity number as the primary account number for an individual; or (2) including all ormore than 4 sequential digits of a social security number in any document or informationmailed to a person, if the use is in any of the following:

(a) An administrative use of all or more than 4 sequential digits of the social securitynumber in the ordinary course of business, by a person or a vendor or contractor of aperson, to do any of the following:(i) Verify an individual's identity, identify an individual, or do another similaradministrative purpose related to an account, transaction, product, service, oremployment or proposed account, transaction, product, service, or employment.(ii) Investigate an individual's claim, credit, criminal, or driving history.(iii) Detect, prevent, or deter identity theft or another crime.(iv) Lawfully pursue or enforce a person's legal rights, including, but not limited to, anaudit, collection, investigation, or transfer of a tax, employee benefit, debt, claim,receivable, or account or an interest in a receivable or account.(v) Lawfully investigate, collect, or enforce a child or spousal support obligation or taxliability.(vi) Provide or administer employee or health insurance or membership benefits, claims,or retirement programs or to administer the ownership of shares of stock or otherinvestments.(b) A use of all or more than 4 sequential digits of a social security number as a primaryaccount number that meets both of the following:

3

(i) The use began before March 1, 2005.(ii) The use is ongoing, continuous, and in the ordinary course of business. If the use isstopped for any reason, this subdivision no longer applies.

CONTROL OF ACCESS TO SOCIAL SECURITY NUMBERS

• Access to records containing social security numbers is limited to employees whoneed to see those records for the performance of their duties.

• Employees' access to records containing social security numbers shall be monitoredthrough the use of logs or electronic audit trails.

• During storage, electronic records containing social security numbers shall encryptthe social security numbers. Records in other media that contain social securitynumbers shall be stored in locked cabinets or otherwise secured againstunauthorized access.

DISPOSAL OF DOCUMENTS THAT CONTAIN SOCIAL SECURITY NUMBERS

Discarding or destroying records in any medium containing social security numbersshall be done so in a way that protects the confidentiality of the social security numbers.It shall be accomplished by shredding, erasing, or otherwise modifying that portion ofthe record containing a social security number to make it unreadable or undecipherable,before the record is discarded.

VIOLATION OF OAKLAND COUNTY SOCIAL SECURITY NUMBER PRIVACYPOLICY

An employee who knowingly violates this policy will be subject to disciplinary action upto and including dismissal.

January 2006

STANDARDS OF CONDUCT

FOR OAKLAND COUNTY OFFICERS AND EMPLOYEES 1. A public officer or employee shall not divulge to an unauthorized person, confidential information acquired in the course of employment in advance of the time prescribed for its authorized release to the public. 2. A public officer or employee shall not represent his or her personal opinion as that of an agency. 3. A public officer or employee shall use personnel resources, property, and funds under the officer or employee's official care and control judiciously and solely in accordance with prescribed constitutional, statutory, and regulatory procedures and not for personal gain or benefit. 4. A public officer or employee shall not solicit or accept a gift or loan of money, goods, services, or other thing of value for the benefit of a person or organization, other than the County, which tends to influence the manner in which the public officer or employee or another public officer or employee performs official duties. 5. A public officer or employee shall not engage in a business transaction in which the public officer or employee may profit from his or her official position or authority or benefit financially from confidential information which the public officer or employee has obtained or may obtain by reason of that position or authority. Instruction which is not done during regularly scheduled working hours, except for annual leave or vacation time, shall not be considered a business transaction pursuant to this subsection if the instructor does not have any direct dealing with or influence on the employing or contracting facility associated with his or her course of employment with this County. 6. Except as otherwise provided by State law, a public officer or employee shall not engage in or accept employment or render services for a private or public interest when that employment or service is incompatible or in conflict with the discharge of the officer or employee's official duties or when that employment may tend to impair his or her independence of judgment or action in the performance of official duties. 7. Except as otherwise provided by State law, a public officer or employee shall not participate in the negotiation or execution of contracts, making of loans, granting of subsidies, fixing of rates, issuance of permits or certificates, or other regulation or supervision relating to a business entity in which the public officer or employee has a financial or personal interest. 8. No public servant shall be a party, directly or indirectly, to any contract between himself and the public entity of which he is an officer or employee, except as provided by State law. 9. No public servant shall directly or indirectly solicit any contract between the public entity of which he is an officer or employee, and (a) himself; (b) any firm (meaning a co-partnership or other unincorporated association) of which he is a partner,

member or employee; (c) any private corporation in which he is a stockholder owning more than 1% of the total outstanding

stock of any class where such stock is not listed on a stock exchange or stock with a present total market value in excess of $25,000.00 where such stock is listed on a stock exchange or of which he is a director, officer, or employee; or

(d) any trust of which he is a beneficiary or trustee; nor shall he take any part in the negotiations for such

a contract or the renegotiation thereof or amendment thereto or in the approval thereof; nor shall he represent either party in the transaction; except as provided by State law.

OAKLAND COUNTYTUBERCULOSIS SCREENING POLICY

Occupational Safety and Health Administration (OSHA) guidelines regardingtuberculosis screening require that employers follow specific procedures regarding thetesting of current and new employees.

Tuberculosis screening for employees working in the department/division to which youare assigned requires the following process:

1. You receive an initial TB test administered by the Oakland County Health Division.2. You return in one week and receive a second TB test.3. You return as instructed by the Oakland County Health Division. (Return date is

usually two to three days).4. You will receive an "Employee Tuberculosis Report" from the Health Division

indicating that the testing procedure is complete.* This card is returned to yoursupervisor who is responsible for forwarding it to the department's Employee RecordsSpecialist or Attendance Clerk.

5. The department's Employee Records Specialist or Attendance Clerk maintains arecord of all department/division employees receiving the TB tests, and dates forscheduled follow-up testing. The Employee Records Specialist or Attendance Clerkwill notify the department head/division manager of employees/new hires who are notin compliance with the testing policy.

*NEW HIRES: IF EMPLOYED IN MEDICAL EXAMINERS OFFICE,SHERIFF'S DEPARTMENT OR ANY OF THEHEALTH AND HUMAN SERVICES DIVISIONS,EMPLOYEES WILL BE SCREENED FORTUBERCULOSIS. COMPLETION OF THE TBSCREENING PROCESS IS A CONDITION OFEMPLOYMENT IN ACCORDANCE WITH MERITRULE 16. FAILURE TO COMPLETE THIS PROCESSSHALL BE CAUSE FOR FAILURE TO COMPLETETHE PROBATIONARY PERIOD.

*CURRENT EMPLOYEES: CURRENT EMPLOYEES WILL BE SCREENEDDEPENDING ON THEIR WORK ASSIGNMENT.FAILURE TO COMPLETE THE TB SCREENINGPROCESS AS OUTLINED ABOVE WILL BE CAUSEFOR DISCIPLINARY ACTION, UP TO ANDINCLUDING DISMISSAL.

NOTE: THE TB SCREENING PROCESS MAY BEMODIFIED BY THE HEALTH DIVISION, IFCLINICALLY INDICATED. THE HEALTHDIVISION WILL PROVIDE SPECIFICINSTRUCTIONS, WHICH MUST BE FOLLOWED INORDER TO SUCCESSFULLY COMPLETE THESCREENING PROCEDURE.


OAKLAND COUNTY WORKPLACE VIOLENCE POLICY

I. PURPOSE

The purpose of this policy against violence in the workplace is to:

A. Prevent accidents, injuries, casualties and improper performance of duties

B. Protect employees, their families, visitors and County property

C. Enforce rules against violence and threats of violence in the

workplace

D. Maintain high standard of conduct, integrity and job performance.

II. STATEMENT OF POLICY

Employees shall not commit acts of violence or make threats of violence against co-workers, managers, supervisors, members of the public or persons in the workplace. This is required to protect the safety of our workforce, our workplace and the public, as well as to promote high standards of conduct, integrity, efficiency and harmony in the workplace. The County will not tolerate any form of violent act or threat of violence.

Any act of violence or threat to engage in violence on County property, on County work sites, in County vehicles, or during work hours shall result in discipline up to and including discharge, even if an employee later claims that there was no intent to carry out the threat or that the threat was a joke, a prank, in jest, or nothing but horseplay.

In connection with an investigation of a violation of this policy, or in the maintenance of a safe workplace, or in order to prevent workplace violence, the County may inspect any locker, desk, work area, work cubicle, office, computer (including information in a computer or hard drive), container, tool box, vehicle, facility or other area which is the property of the County and may inspect any purse, briefcase, bag, container, personal vehicle or other such thing which is the property of an employee, volunteer or other person upon reasonable suspicion that a violation of this policy has occurred or may occur. Employees have no right to privacy in regard to any of these areas, belongings, containers or items. Employees will cooperate in all investigations of suspected rule violations or in connection with workplace safety. All employees are expected to comply with this policy as a condition of continued employment.

III. DEFINITIONS A. "Violence" means physical force exerted for the purpose of injuring,

intimidating, damaging, inflicting fear, or abusing another person or property or committed in reckless disregard of a person or property. Violence shall also include the use of weapons, objects or substances in a manner which can result in injury or death.

B. "Threat" means any explicit or implicit physical or verbal expression of an

individual's present or future intent to inflict pain, injury or damage on a person or property made with the intent to carry out the act so as to cause a reasonable person to fear that individual or believe that harm may result to him/her, another person, or property.

C. "Investigation" means any inquiry authorized by the Director or Deputy

Director of Human Resources or their designee(s), or any inquiry authorized by the Prosecutor or Chief Deputy Prosecutor or the Sheriff or Undersheriff or their designee(s), into or concerning a violation of this policy by word or act.

IV. PROHIBITED CONDUCT A. No employee shall commit an act of violence or articulate a threat of

violence on County property, on a County work site, in County vehicles, or during working hours (including meal periods and breaks).

B. Threats made as a joke, in jest, or in connection with horseplay, which may

be reasonably perceived as real threats, are considered real threats under this policy and are strictly prohibited. Pranks and hoaxes (for example, a bomb scare) are considered real threats under this policy and are strictly prohibited.

C. The possession, use and/or distribution of guns, knives with a blade of

more than 3 1/2 inches (except where otherwise prohibited), clubs, or other weapons, including those used in martial arts, on County property, on County work sites, in County buildings or facilities, in County vehicles, or during working hours (including meal periods and breaks) is strictly prohibited except if: (1) the possession, use or distribution is authorized as part of the employee's employment with the County, (2) the possession, use or distribution of said item is authorized by the County Executive or his/her designee in writing, or (3) the possession of said item is limited to the individual's own personal vehicle and is in compliance with both state and federal law.

D. Violent acts and threats of violence committed during nonworking hours or

away from the workplace are prohibited.

E. Failure to cooperate in any County investigation of a suspected rule

violation and/or in the County's efforts to maintain a safe workplace, including any refusal to permit the County to inspect any locker, desk, computer (including information in the computer and hard drive), work area, tool box, vehicle or other areas which are the property of the County as set forth in Section VI hereof is strictly prohibited. Further, failure to allow the County to inspect any purse, briefcase, bag, container, personal vehicle or other such items which is the property of an employee, volunteer or other person upon reasonable suspicion that a violation of this policy has occurred or may occur, or in investigating a violation of this policy as set forth in Section VI is strictly prohibited.

F. No employees shall assist in the commission of any act described above.

V. REPORTING VIOLENCE AND/OR THREATS OF VIOLENCE A. Each employee of the County must immediately report any violent act or

threat of violence directed against him/herself, any co-worker, supervisor, visitor or other individual on County property, on County projects, in County vehicles or during working hours (including meal periods and breaks) to a supervisor, division manager, department head, the Deputy Director of Human Resources or designee and/or the Sheriff's Office. Violent acts and threats of violence must be reported. Threats made as a joke, in jest, or in connection with horseplay which may reasonably be perceived as real threats may also be reported. Pranks and hoaxes (for example, a bomb scare) must also be reported.

Employees are responsible for making this report regardless of the nature of the relationship between the individual who initiated the threat or threatening behavior and the person or persons who were threatened or were the focus of the threatening behavior. Any supervisor, division manager or department head receiving such a report must inform the Deputy Director of Human Resources or designee at the earliest possible opportunity.

B. Even without an actual threat, employees should also alert their

Supervisor, Division Manager, Department Head or the Deputy Director of Human Resources or designee to any behavior they have witnessed, which they regard as threatening or violent, when that behavior is job related or might be carried out at a County work location, or is connected to County employment.

C. Employees are also required to report any violent act or threat of violence

directed against themselves, any co-worker, or a supervisor even where the violent or threatening act occurs away from the workplace or during non-working hours. See Section III-B and IV-B for the definition of "threat."

D. An employee who is protected by a restraining or protective order which

encompasses County locations as being protected areas must notify his/her Division Manager, Department Head or the Deputy Director of Human Resources or designee. Upon request, the employee must provide a copy of the petition and declaration used to seek the order, a copy of any temporary protective or restraining order which is granted, and a copy of any protective order which is made permanent.

E. Due to the potential for injury or loss of life, employees who do not make

the reports described above, may be subject to discipline themselves up to and including discharge.

F. The County will attempt to maintain confidentiality of any reported act or

threat of violence.

VI. RIGHT OF INSPECTION AND INVESTIGATION OF VIOLATIONS In connection with maintaining a safe workplace, preventing workplace violence or investigating a violation of this policy, the County may: A. Inspect at any time any locker, desk, work area, work cubicle, office,

computer (including information in the computer and hard drive), container, tool box, vehicle, facility and other areas which are the property of the County. Employees, volunteers and other persons have no expectation of or right to privacy in regard to any of the foregoing areas. You are hereby notified that the County may inspect, monitor or access any of the foregoing areas on a random basis at any time. If you have items of a personal or confidential nature, do not place them in any of these areas - leave them at home.

B. Inspect any purse, briefcase, bag, container or personal vehicle or other

such item which is the property of an employee, volunteer or other person upon reasonable suspicion that a violation of this policy has occurred or may occur, or in investigating a violation of this policy. Employees, volunteers and other persons have no expectation of or right to privacy in any of the foregoing areas.

C. Any physical search of a person will be based upon reasonable suspicion

and the physical search will be conducted by law enforcement personnel.

D. Install and use metal detectors in any County building, facility or office.

E. The County, acting through the Human Resources Department, the Prosecutor's Office or the Sheriff's Office will investigate any report of violence, threats of violence and/or alleged violations of this policy and take whatever action it deems appropriate, specifically designed to protect its employees, their families, visitors, and County property.

VII. DISCIPLINARY ACTION A. Employees will be subject to discipline up to and including termination for

the first offense in any one of the following circumstances.

1. Committing an act of violence or articulating a threat of violence on County property, on County work sites, in County vehicles or during work hours (including meal periods and breaks), even if it is later claimed that there was no intent to carry out the threat or that the threat was a joke, prank, in jest, or nothing but horseplay.

2. Committing an act of violence or articulating a threat of violence during non-working hours away from the workplace where the conduct results in the conviction of the employee for assault or other crime or where the County determines that the act or threat of violence makes the employee unfit or unsuited to continue his/her employment with the County.

3. Possessing, using and/or distributing guns, knives with more than a 3 1/2 inch blade (except where otherwise prohibited), clubs, or other weapons including those used in the martial arts, on County property, on County work sites, in County buildings and facilities, in County vehicles or during working hours (including meal periods and breaks), except if (1) the possession, use or distribution is authorized by the County Executive or his designee in writing or (2) the possession of said items is limited to the individual's personal vehicle and is in accordance with both State and Federal law.

4. Failing and/or refusing to cooperate in any investigation of any rule violation or the maintenance of a safe workplace.

5. Failing to report an act of violence or threat of violence against any co-worker, or supervisor.

6. Assisting in the commission of any of the acts set forth above.

COUNTY OF OAKLAND

September 9, 2004

oakland county chemical hazard communication program county policies.pdf · chemical hazard...

Documents