swifs forensic chemistry administrative manual v2.0 (01.22.2008) 40 pages

8/2/2019 SWIFS Forensic Chemistry Administrative Manual v2.0 (01.22.2008) 40 Pages

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Dallas County Southwestern Institute of Forensic Sciences

FORENSIC CHEMISTRY ADMINISTRATIVE MANUAL

Version 2.0

Authorized by: Elizabeth L. Todd, Ph.D., Chief Forensic Chemistry

Effective date: January 22, 2008

This is a non-controlled copy of a controlled document


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Dallas County Institute of Forensic Sciences 1 Summary of Changes in Manual

Forensic Chemistry Administrative Manual Version 2.0

Dallas County Institute of Forensic Sciences

FORENSIC CHEMISTRY ADMINISTRATIVE MANUAL

Summary of Changes from Previous Manual Version

Previous Version: Administrative Manual, version 1.0Current Version: Administrative Manual, version 2.x

1. All sections were updated to reflect changes in policy and move to electronic format.2. Certain sections were removed because they were covered in the Dallas County Code which

is now readily accessible online.

3. Section Security was moved from a stand alone document into this administrative manual.



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Dallas County Institute of Forensic Sciences 1 Revisions and Corrections


Forensic Chemistry Administrative Manual Version 2.x

Revisions and Corrections

Effective

Date

Description Authorized

by



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Access to the Dallas County Policies and Procedures Manual

1. The Dallas County Policy and Procedure Manual is available on line.2.

Navigate to the Dallas County homepage.3. Under Commissioners Court in the middle of the page, select County Code:

Dallas County Institute of Forensic Sciences 2 Availability of Policies and Procedures




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4. Select the link to the Dallas County Code:





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5. Use the search box to find the policy of interest.

5.1.Some policies only relate to law-enforcement personnel; these will not apply to IFSstaff.

5.2.Most policies of interest will be in Chapters 82 and 86.5.3.

If you need assistance with County policy, please contact your supervisor or HumanResources.





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Forensic Chemistry Section

TIME ACCOUNTING AND TIME MANAGAEMENT

1.Time Accounting1.1.

All County employees are required to record their daily work hours and leave use.1.2.Dallas County requires that every employee work a minimum of 40 hours every week,including categories of authorized accrued leave (vacation leave, sick leave, authorizedholidays and other types of authorized leave such as military duty, jury duty, snowdays, etc.).

1.3.Except for the lunch period and breaks as allowed by County policy, employees areexpected to be working for the benefit of the County from the time the employees shiftbegins until the employees shift ends.

1.4.Time sheets are considered official governmental records.1.4.1.Tampering, altering, and/or falsifying information on an employees own or

another employees time record shall result in disciplinary action up to and

including termination as well as possible criminal charges with required financialrestitution and fines to Dallas County.1.4.2.Falsification of time records is also an act of dishonesty which subjects the

employee to investigation under the Quality Management Program and the InstituteCode of Ethics and Conduct.

1.5.Employees may not clock in or out using another employees card.1.6.Although supervisors review employee time cards, the responsibility for accurate time

accounting rests with the employee.1.7.All employeetime records will be monitored beginning October 1, 2000 for compliance

with the County Job Attendance policy. Unplanned and/or excessive absences such assick leave - for more than 6 days/48 hours in a 12 month period require supervisoryreview and may be considered excessive and cause for disciplinary action.

1.8.Employees bear the responsibility for tracking their available balances of annual leave,sick time, holiday time, compensatory time, county time, administrative time off (ATO)etc. If leave is overspent the employee remains accountable to Dallas County for thiserror and may be subject to disciplinary action, may be required to provide monetaryrestitution, etc.

1.9.Employees shall report lost, stolen, or damaged time cards to their supervisor.Employees shall pay $10.00 for a replacement key card (bar code) to InstituteAdministration for deposit to the County.

1.10.Staff will use the Employee Self-Service system (ESS) to obtain pay period informationincluding compensation amounts and leave balances.

1.11.Problems or questions related to timekeeping must be reported promptly to theemployees immediate supervisor.

1.12.Dallas County uses an automated accounting system to track employee time andassistance.

1.12.1.In addition to using the automated system, supervisors may require employees tokeep an accurate manual timesheet.

1.12.2.The manual timesheet must be consistent with the automated system, shouldcontain explanatory notes as necessary regarding the weeks time accounting, and

Dallas County Institute of Forensic Sciences 1 Time Accounting and Time Management




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must be submitted to a supervisor prior to the end of the workweek.1.13.The Countys work week begins at Saturday at 12:01 a.m. and ending Friday at

midnight.

2.Employee Responsibility2.1.Employees are responsible for following County, Institute, and section time accounting

policies and procedures.2.2.Each employee is responsible for carrying out their expected job duties; time accounting

policies and procedures in no way condone failure to perform a necessary job function.2.3.In a non-routine situation, all employees have permission to use their best judgment

regarding attendance necessary to meet their expected job duties.2.4.Employees start and stop times must be consistent with the times that the employee is

present and prepared to conduct County business. For example, employees may notclock or sign in and then go park their car or go to breakfast.

2.5.Non-exempt staff must clock in and out and keep a manual record of their time.2.6.

Exempt staff must track their time using manual timesheets or direct entry into Kronos;however, time must be documented at or near the time or arrival or departure.

2.7.Time must be entered into Kronos and a hard copy time sheet must be turned in toSection Administration prior to noon on Friday or the last scheduled workday of theweek and prior to taking extended time off.

2.8.Staff is expected to personally badge in and out each time the employee enters or exitsthe lobby double doors or the Parkland door.

3.Supervisory Responsibility3.1.Supervisors are responsible for reviewing and approving time accounting in a manner

consistent with County policies and schedules.3.2.Supervisors will enter corrections and amendments to the non-exempt employee

standard schedule including long lunches, vacation time, sick time, missed or non-accepted time punches, etc.

3.3.Supervisors will establish a formal work schedule for employees and communicate theschedule to employees and enter this schedule into the Kronos system.

4.Non-Exempt Time Accounting:4.1.Non-exempt employees must use the time clock to track their working hours.4.2.Non-exempt employees must clock in and clock out using the red Kronos

Timekeeper Terminal located inside the main lobby entry doors.4.2.1.Time clocked within +/- 6 minutes of the scheduled work time will be rounded to

the scheduled time in Kronos.4.2.2.For example, if a non-exempt employee is scheduled from 8 a.m. to 4:30 p.m. and

clocks in at 7:54 a.m., the employee arrival time is shown by the Kronos system asclocking in at 8 a.m.

4.3.Non-exempt employees must take a 30-minute lunch break approximately halfwaythrough their workday.





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4.3.1.The lunch break must be taken away from the employees regular work area and noCounty work may be performed during the lunch period.

4.3.1.1.Non-exempt employees will not clock out for lunch, since a 30-minutelunch automatically is deducted from the non-exempt employee time in theKronos system.

4.3.1.2.All exceptions to this policy require prior approval of the employeesimmediate supervisor. Employees who intend to take a long lunch should clock

out and in to document the long lunch period.4.3.1.3.Non-exempt employees are not permitted to routinely work through lunch,

and must obtain supervisory approval prior to skipping a lunch break.4.4.Non-exempt employees without supervisory authorization are strictly prohibited from

working more than 40 hours per week.4.4.1.Supervisory approval of overtime hours must be obtained in advance and in

writing.4.4.2.Advance standing authorization may be given for overtime assignments where

funding has been approved by the Commissioners Court (e.g., weekend and holiday

work in Records Section).4.5.All time worked for Dallas County must be recorded; non-exempt employees areexpressly prohibited from working off the clock.

4.6.To receive a paycheck, a non-exempt employee time sheet must be complete andapproved in the Kronos system by a supervisor before Monday at 10 a.m. of thefollowing week.

4.6.1.It is the employees responsibility to ensure that any variances from the employeesstandard work schedule are communicated to the supervisor prior to the end of shifton Friday.

4.6.2.Examples of variances include missed time punches, time punches that were notaccepted by the time clock, lunches that exceed 30 minutes without clocking, andall leave taken. This will be performed by making notes on the manual time sheetand turning this in to your supervisor before the end of work on Friday.

5.Exempt Time Accounting5.1.Exempt employees must use the Web Timesheet available on designated computer

workstations to document their actual time worked and any type of leave that is taken ona daily basis.

5.2.Exempt employees may keep manual timesheets in addition to Kronos.5.3.Exempt employees must account for all time including workday start and end times,

lunch in and out times, and use of accrued time such as vacation time, sick time, etc.5.4.Each day must add to at least 8 hours. If an employee works less than 8 hours, the

balance must be accounted for in Kronos using available leave.5.5.Manual timesheets or a copy of the Kronos timesheet should be turned in to Section

Administration prior to the end of your shift on Friday.5.6.The automated time accounting system alternates between minutes and tenths of an hour.

5.6.1.To avoid apparent timekeeping variances, the exempt employee should round tothe nearest 6 minutes: :06, :12, :18, :24, :30, :36, :42, :48, and :54.

5.6.2.Employees must be consistent in their rounding, i.e. always round up or down.Dallas County Institute of Forensic Sciences 3 Time Accounting and Time Management




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5.7.Exempt employee time records will be monitored to ensure compliance with the Countyexempt employees work schedule policies.

5.8.Exempt employees are expected to meet the time needs of a position when required,which includes working over 40 hours in a workweek for no additional compensation orexpectation for future time off.

5.9.Exempt employees do not accrue compensatory time or earn overtime.5.10.Exempt employees must request supervisory approval for time off charged to thecategories of Administrative Time Off (ATO) and Exempt Balance (accruedcompensatory earned by exempt employees prior to 2/15/2000).

5.10.1.Exempt Balance5.10.1.1.Exempt employees who earned compensatory time prior to February 15,

2000 are eligible to use this time (Exempt Balance) if the use of this time doesnot unduly disrupt office operations.

5.10.2.Scheduled/Administrative Time Off (ATO)5.10.2.1.Exempt employees are eligible for Scheduled/Administrative Time Off

(ATO) only if the hours worked for the most current completed 52 week period

(26 pay periods) are 2,120 hours or greater, and if the ATO request does notunduly disrupt office operations.5.10.2.2.In calculating eligibility for ATO, all categories of time will be included

except ATO.5.10.3.In any week, the combined use of ATO and Exempt Balance time shall not

exceed 16 hours without the prior approval of the Director.5.10.4.Use of ATO may not exceed 15 work days in any consecutive 12 month period

without formal approval from the Commissioners Court.

6.Breaks6.1.As allowed by County policy, employees receive a ten-minute break in the morning and

afternoon to conduct personal business.6.2.This break is not accounted for on the manual or computer timesheets.6.3.Breaks may not be carried over; if you miss a break, it is gone.6.4.Breaks may not be used to compensate for being 10 minutes late for work or leaving 10

minutes early.6.5.Personal time taken in addition these breaks must be accounted for on manual and

computer timesheets.

7.Lunch7.1.Lunch is in addition to the 8 hour workday (i.e. not paid for by Dallas County) and must

be accounted for on your time sheet.7.2.Non-exempt employees are expected to routinely take a 30 minute lunch away from their

work area.7.3.As a matter of general practice, it is recommended that all employees take a lunch break.

8.Personal Business





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8.1.All personal business must be conducted during your break time or lunch. Otherwise itis subject to supervisory approval, and it must be accounted for by signing out and backin on your time sheet and clocking out and in for non-exempt staff.

8.2.Personal business includes personal phone calls, smoking, running an errand,snacks/breakfast, etc.

9.Leaving the Office During the Normal Workday9.1.With the exception of up to a one hour lunch, you must check-out with section staff if

you leave the building for any reason during your standard workday.9.2.If you leave the building for business reasons such as going to court or the police

property room, check-out with your evidence registrar, your lab supervisor, or SectionAdministration.

9.3.If you leave the building for personal reasons such as sick or personal errand, you mustadvise your supervisor and check-out with your supervisor or Section Administration.

9.3.1.If your absence is pre-approved by the Section Chief, you are not required tocheck-out.

10.Requesting Time Off10.1.Vacation leave, compensatory/ATO leave, and planned sick leave shall only be taken

with prior approval by an employees supervisor.10.2.To request time off for vacation, compensatory time, or planned doctors visits, email

the Section Chief in advance.10.2.1.This should be done even if you will be gone for just a few hours.10.2.2.You must have supervisory pre-approval before you are authorized to take

requested leave and for your leave time to be considered planned leave under theCountys Job Attendance Policy.

10.3.Although every effort is made to accommodate your well-deserved time off, workresponsibilities must remain covered.

10.3.1.Therefore as a rule, labs may not be left uncovered, and particularly on holidays,you should not assume that your time off request can be accommodated.

11.Use of Sick Time11.1.Accrued sick time is an excellent benefit and provides salary coverage during illness. It

should be used wisely.11.2.Sick time is to be used only when an employee is physically incapacitated from

performance of duties due to non-job related illness or injury of the employee or theemployees immediate family.

11.3.Approval to use sick time is contingent upon timely notification of a supervisor by theemployee.

11.4.Non-emergency medical, dental or optical examinations during the workday may becovered by sick time but require prior approval from the employees supervisor usuallyby email.

11.4.1.Where possible, Dallas County encourages scheduling these appointments duringDallas County Institute of Forensic Sciences 5 Time Accounting and Time Management




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non-work hours.11.5.Sick time use below 0.5 hours is not allowed.11.6.An employees supervisor may request a Doctors statement to substantiate sick leave

requests.11.7.Misuse of sick time may result in disciplinary action including termination.11.8.

Dallas Countys Job Attendance policy requires supervisory review of sick andunplanned leave in excess of 48 hours per year.

11.8.1.If you or a family member has an ongoing medical condition which causes or islikely to cause recurring absence from work, you must advise the Section Chief orInstitute Administration; this situation may be covered by FMLA.

11.9.It is the policy of the Institute that sick time will not be advanced beyond what anemployee has currently earned.

11.9.1.In special circumstances, the Director may advance the current months sick leaveto an employee.

11.10.At termination, employees with at least 5 years of service will be paid a percentage ofthe balance of their accrued, but unused, sick time.

12. Unexpected Absence from Work/Failure to Report to Work12.1.If you will be absent from work unexpectedly, call the Section Chiefs office; you may

leave a voice mail message if necessary detailing your situation and including anexpected return to work date.

12.2.If you expect to be out for several days, check-in with the Section Chief periodicallybut no later than your projected return to work date.

12.3.If you have pending issues that require action during your absence, you must also speakwith your supervisor.

12.3.1.If you are under subpoena to testify - particularly in federal court - you may berequired to testify regardless of your circumstances.

12.4.Failure to report for work without reporting the reason for absence to your immediatesupervisor within 24 hours of your normal working shift is grounds for dismissal fromCounty employment without prior notice for just cause.

13. Routine Work Hours13.1.Routine work hours for the Institute are 8:00 a.m. to 4:30 p.m. with 30 minutes allotted

for lunch.13.2.These routine work hours in no way limit an employees responsibility to perform their

job duties including court testimony, repair of Intoxilyzers, on-call toxicology, etc.13.3.Each employee is expected to have a routine five day per week work schedule.13.4.That work schedule will be assumed to be 8:00 a.m. 4:30 p.m. unless the employee

requests and receives approval for an alternate work schedule (see the attached Requestfor Alternate Work Schedule form).

13.5.Alternate Work Schedules13.5.1.In general, staggering the workday among employees may provide benefit to

Dallas County (as long as the established workday of IFS is not impacted), to theemployee, and to our submitting agencies.





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13.5.2.The Section Chief will consider requests for alternate standard work hours withthe following guidelines:

13.5.2.1.Safety of the employee will not be compromised.13.5.2.2.The employee will be able to adequately perform job duties in an effective

and efficient manner.

13.5.2.3.Service to our clients - including the courts - will not be negativelyimpacted.

13.5.2.4.Security of evidence will not be impacted.13.5.2.5.Coworkers, the lab, this Section, and the Institute will not be negatively

impacted.13.5.2.6.Alternate schedules allow coverage of Institute functions during the official

workday (8:00 a.m. - 4:30 p.m. Monday through Friday).13.5.3.In general, arrival times should be between 6:00 a.m. and 9:00 a.m.13.5.4.Acceptable work schedules will vary among labs due to the different work

responsibilities in the different areas.13.5.5.The Section Chief will review each request individually.13.5.6.

At this time, IFS does not routinely offer the option of a four-day workweek.

14.Late to Work14.1.If you will arrive at work more than 30 minutes after your scheduled arrival time, you

must notify the Section Chief by phone or voicemail and note your expected arrival time.14.2.Contact your supervisor if arrangements are needed to cover your expected job duties

prior to your arrival.

15.Requests for Time Off15.1.Requests for discretionary time off must be submitted in writing or email to a

supervisor and reviewed by the supervisor prior to taking the requested leave.15.2.Discretionary time off includes annual leave, County time, ATO, compensatory time,

exempt balance time, accrued holiday, non-emergency health provider appointments,etc.

15.3.Supervisors may deny requests for discretionary time off if the operations of the officeare unduly affected.

16.Notification of Absence16.1.If for any reason an employee is unable to report for work, notification shall be made to

the employees supervisor at the earliest time possible.16.2.Based on prior or timely notification, the department shall determine an employees

eligibility to receive paid leave.16.3.Failure to report for work without reporting the reason for absence to a supervisor

within 24 hours of the normal working shift is grounds for termination without priornotice.





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Request for Alternate Work Schedule

Name:___________________________ Date:______________________

Please consider the following request for an alternate work schedule:

Workday Proposed Arrival Time Proposed Departure Time

Saturday

Sunday

Monday

Tuesday

WednesdayThursday

Friday

Starting date________________ Ending date_______________(if applicable)

We have discussed the proposed schedule change; the proposed schedule has been

____ approved as submitted ____approved as revised ____ not approved

Employee Signature:______________________________ Date:__________

Supervisor Signature: ____________________________ Date:__________



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Dallas County Institute of Forensic Sciences 1 Section Security



SECURITY PROCEDURES

1.General1.1.Secure areas of the Forensic Chemistry Section are defined as those containing evidence

and include the Drug Lab 2nd and 4th floor, Drug Evidence Registration, and the ToxicologyLaboratory

1.1.1.During working hours secure areas must be locked with a key when the area isunattended.

1.1.2.After working hours, doors to secure areas must be locked and burglar alarms armed.1.1.3.Security status is monitored using Security Checklists.

1.2.The Toxicology Office, Toxicology Supervisors Office, and Drug Supervisors Office arelocked at the end of the day; they are located behind secured hall double doors.

1.3.The Administrative Office and Drug File Storage are locked when unattended.1.4.The last person leaving a work area for the day is responsible for appropriately securing the

area, arming the keypad, and completing security checklists as applicable.

1.5.The first person arriving into a work area for the day is responsible for checking status ofthe keypad and door locks and completing security checklists as applicable.

1.6.Security breaches should be reported as soon as possible to a supervisor and documentationof security breaches is recorded in the Toxicology Lab, Drug Lab, and Drug Evidence areas

using the Security Checklist.

1.7.Once completed, the Security Checklist is reviewed by a supervisor and forwarded to theQuality Manager.

1.8.All security concerns must be brought immediately to a supervisor or the Quality Manager.1.9.All security alarms must be reported immediately to the Field Agent Office and as soon as

possible to a supervisor.

2.Authorized Access2.1.An individual is considered to have authorized access to an area when that person has

been assigned key(s) and access card(s) and access code(s) which permit entry into that

area.

2.2.Unauthorized individuals may not be left unattended in secure areas; this includesunauthorized IFS staff.

2.3.An exception may be made by the Section Chief for staff who are formally assigned routinejob duties in a secure area - for example, when an employee in one Laboratory provides

backup for an employee assigned to another area.

2.4.3.Access Control Systems

3.1.Burglar Alarm System3.1.1.The Drug Laboratories, Drug Evidence Registration, and Toxicology Laboratory areas

are equipped with door alarms and motion detectors controlled by a key pad.



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3.2.Mag Card Access3.2.1.Access to the Drug Laboratories requires appropriate access card authorization.

3.3.Employee Responsibilities3.3.1.By receiving a keypad code, employees agree to

3.3.1.1.Keep the code secure: do not give the code to others, do not write the code in apublic location, do not discuss the code in a public location.

3.3.1.2.Follow proper security procedures.3.4.Key Pad Status

3.4.1.Steady green light - ready to arm.3.4.2.Flashing green light - cannot arm; open contact such as an open door. The flashing

number(s) indicate the zone(s) that are open and not ready to arm.

3.4.3.Steady red light - system is armed.3.4.4.Flashing red light - alarm has been set off. The flashing number(s) indicate the

zone(s) that have been set off.

3.4.5.A flashing P means the system cannot be armed.3.5.Key Pad Operation

3.5.1.Before touching a key pad, check the alarm status as described above.3.5.1.1.If there is a red flashing light, write down the number(s) of the zones in alarm;

advise your supervisor as soon as possible.

3.5.2.To arm the system, enter the code.3.5.3.To disarm the systems, enter the code.

3.6.Key Pad Zone Identification3.6.1.Drug Laboratory, 2nd floor

3.6.1.1.Zone 1 = primary entry door near keypad, 30 second delay3.6.1.2.Zone 2 = second entry door, no delay3.6.1.3.Zone 3 = motion detector located in lab near second entry door3.6.1.4.Zone 4 = motion detector located in lab near primary entry door

3.6.2.Evidence Receiving Area3.6.2.1.Zone 1 = primary entry door near keypad, 30 second delay3.6.2.2.Zone 2 = evidence vault door, no delay3.6.2.3.Zone 3 = Evidence Registration Office door, no delay3.6.2.4.Zone 4 = motion detector located in Evidence Receiving area3.6.2.5.Zone 5 = motion detector located in vault3.6.2.6.Zone 6 = motion detector located in Evidence Registration Office

3.6.3.Drug Laboratory, 4th floor3.6.3.1.Zone 1 = primary glass entry door, 30 second delay3.6.3.2.Zone 2 = back entry door, 30 second delay3.6.3.3.Zone 3 = motion detector in laboratory near office3.6.3.4.Zone 4 = motion detector in laboratory at back of lab

3.6.4.Toxicology Lab3.6.4.1.Zone 1 = primary entry door near keypad, 30 second delay3.6.4.2.Zone 2 = two secondary entry doors, no delay3.6.4.3.Zone 3 = motion detector located in lab nearest supervisors office.3.6.4.4.Zone 4 = motion detector located nearest Wash Room

3.7.Restoring System from an Alarm Situation i.e. red flashing light on keypad with or



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without audible alarm

3.7.1.If you do not know the source of the alarm or if there is evidence of a break-in:3.7.1.1.Write down all zone number scrolling on the keypad.3.7.1.2.Immediately contact the Field Agents Office or a supervisor.3.7.1.3.Do not enter the area alone; do not touch anything; contact a supervisor or

Senior Field Agent; wait for police investigation or for further instructions.

3.7.2.If you know the source of the alarm:3.7.2.1.Write down all zone numbers scrolling on the keypad.3.7.2.2.Press reset until you hear a beep.3.7.2.3.Enter code.3.7.2.4.Immediately report situation to Field Agent office and supervisor.

3.8.Changing the Alarm Code in Laboratory Areas3.8.1.The alarm code may be changed by supervisory level staff; authorized lab personnel

will be advised when the code is changed.

3.8.2.Press8 until you hear a beep.3.8.3.Enter master code.3.8.4.Press B; press 13.8.5.Enter new code.3.8.6.Press B; press B again.

4.Toxicology Laboratory Environmental Temperature Alarms4.1.The Toxicology refrigerator and freezer contain temperature monitors which are a part of

the burglar alarm system.

4.2.The temperature set points and jumper configuration are shown below:Normal Operation jumper position o o

degrees C

o o o

Dallas County Institute of Forensic Sciences 3


Section Security

degrees F

o o

Freezer (Top Panel)

High temperature set point

o o

o o o

o o

Adjust the jumpers as shown and use the lower right dial to adjust the

high temperature set point to approximately 30 degrees F.

Low temperature set point

o o



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o o o



o o

Adjust the jumpers as shown and use the top left dial to adjust the

low temperature set point to approximately 15 degrees F.

Return jumpers to normal operating position.

Refrigerator (Lower Panel)

High temperature set point

o o

o o o

o o

Adjust the jumpers as shown and use the lower right dial to adjust the

high temperature set point to approximately 45 degrees F.

Low temperature set point

o o

o o o

o o

Adjust the jumpers as shown and use the top left dial to adjust the

low temperature set point to approximately 29 degrees F.

Return jumpers to normal operating position.

5.Securing Hoods5.1.When it is necessary to store evidence in a hood overnight, the hood should be locked and

accessibility limited to those with authorized access to that area or hood.

6.Key Assignment6.1.The key assignment strategy for the Forensic Chemistry Section is described below.6.2.Actual key assignments are made under the direction of the Director and documented in

Institute Administration.

6.3.Building Grand Master Key



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6.3.1.This key is stored in a secure location and accessible in extenuating circumstances bythe Director, Deputy Chief Medical Examiner, Section Chiefs, Forensic Coordinator,

Chief Medicolegal Death Investigator and other senior management staff approved by

the Director.

6.3.2.Use of this key is documented in writing.6.4.Section Master Key - Section Chief6.5.Drug Lab/Administrative Master Key

6.5.1.Drug Lab Supervisor6.6.Drug Lab, Drug Evidence Area, personal evidence lock

6.6.1.Drug Chemists II and III and Evidence Registrars6.6.2.Each key is personally assigned fits only one personal evidence lock.

6.7.Toxicology Lab/Administrative Master Key6.7.1.Toxicology Lab Supervisor

6.8.Toxicology Lab, Toxicology Refrigerator/Freezer6.8.1.Toxicology Chemist II and III and Evidence Registrar

6.9.Breath Alcohol Area6.9.1.Breath Test Supervisors and Secretary

6.10.Section Administration6.10.1.Section Secretary and Section Clerk

6.11.Building Perimeter6.11.1.All IFS employees are issued a perimeter key which will allow access to the

building.

6.11.2.This key also opens the hall double doors.6.12.Other keys may be assigned as needed with the approval of the Section Chief and/or

Director.

VII. Emergency Evacuation

When leaving the building under emergency conditions, the last person out of a secure area

should close and lock the door if possible.



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Dallas County Institute of Forensic Sciences 1 County Business Travel



COUNTY BUSINESS TRAVEL

1.General Information1.1.

As stated by the Dallas County Commissioners Court, all travel will be planned withmaximum economy and efficiency, travel must be for official County business only,travel must be to the benefit of the citizens of Dallas County, and under no condition willtravel be for personal reasons.

1.1.1.Only the most economical means of transportation will be reimbursed. Theevaluation of cost between driving and flying will consider the number of peopletraveling, the time away from work, etc. When flying, a Saturday stayover or lessdirect flights (up to 3 hours total delay) may be required if more economical(considering all expenses) than direct, weekday flights.

1.2.Travel costs are minimized to maximize the allocated training funds available to theInstitute.

1.3.Travel related to legislative matters is prohibited without specific Commissioners Courtapproval.

1.4.When training is offered at various sites, the most economical site should be chosen. Theoption of offering training on-site or locally in lieu of traveling out of County shouldalso be investigated.

1.5.Employees are referred to the Dallas County Code for additional information on travelpolicy.

2.Travel Process2.1.All training must be approved in advance by the Section Chief, IFS Administration, and

the Dallas County Commissioners Court.2.1.1.To begin the process, the employee will summarize expected travel costs and

provide to the Section Secretary along with a training agenda or meetingannouncement if applicable.

2.1.2.The complete approvals process takes approximately three weeks or more.2.2.It is the employees responsibility to ensure that they have Commissioners Court

approval prior to traveling.2.2.1.By traveling without this prior approval, the employee risks personal responsibility

for the travel and may potentially jeopardize the employees ability to receivereimbursement for expenses from Dallas County and to count training time as timeworked.

3.Reimbursement Requests3.1.Reimbursable Items

3.1.1.Reimbursement for hotel/motel will follow the approved County reimbursementschedule. Individuals will be expected to share accommodations as applicable.

3.1.2.Dallas County will reimburse meals, lodging, and subsistence, for the Countyemployee only, on the basis of actual and reasonable cost up to the maximum per



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diem established by the Commissioners Court.3.1.3.Dallas County will reimburse business related phone calls with receipts.3.1.4.Dallas County will reimburse parking expenses; receipts for expenses over $3 are

required.3.1.5.Sundries and souvenirs are not considered reimbursable expenses.3.1.6.

The County travel agency must usually be used to book airfare and rental cars ifrequired.

3.1.6.1.Rental cars will be authorized only when it is operationally required or whenthe cost of public transportation exceeds vehicle rental.

3.1.6.2.Maximum reimbursement will be based on sub-compact for up to twoapproved travelers, compact for three County approved travelers, mid-size forfour approved travelers, and full size for over four approved travelers.

3.2.Reimbursement Requirements3.2.1.To receive reimbursement for travel from Dallas County, certain items must be

documented during travel.3.2.2.If an employee drives and seeks mileage reimbursement, odometer readings must

be reported for all reimbursable business driving.3.2.3.All original receipts must be attached to the reimbursement request.3.2.4.Meal Receipt Requirements

3.2.4.1.Dallas County will not pay for alcoholic beverages, and it is against Countypolicy to submit a request for reimbursement for alcoholic beverages.

3.2.4.2.Acceptable receipts may not include alcohol even if it is itemized and you donot seek reimbursement for it.

3.2.4.3.Acceptable receipts include detail of expenses such as what food waspurchased.

3.2.4.4.As a rule, guest receipt tabs do not qualify as acceptable receipts and will bereviewed on a case by case basis with the understanding that some restaurantsdo not provide other types of receipts.

3.2.4.5.Expenses without detailed receipts and receipts which list alcohol of any kindmay not receive reimbursement.

3.2.5.Individuals should consider the merits of parking at the airport versus using ashuttle or other means of public transportation.

3.2.6.Dallas County does not provide reimbursement for travel to or from work.3.2.6.1.Therefore, if an individual travels locally or leaves and/or returns to home,

and the employee has approval to seek mileage reimbursement, the employeemust deduct mileage to and/or from home/work from the total mileage filed forreimbursement. This must be documented on the Request for Reimbursementform.

3.3.Process for Seeking Reimbursement3.3.1.As soon as the employee receives airline tickets, flight confirmation documents,

and/or itinerary from the County travel agent, he/she must immediately provide acopy to the Section Secretary so that payment can be processed.

3.3.2.Requests for reimbursement must be filed with the Section Secretary within oneweek of the employees return to work using the appropriate County reimbursementrequest.

3.3.3.Receipts should be taped to an 8x10 sheet of paper by day; more than one receipt



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may be taped to a single sheet of paper.3.3.4.The Meal Reimbursement Detail must be completed and included with the

reimbursement request.

4.Time Accounting while Traveling4.1.Employees will typically be credited with 8 hours worked for each full day of training;

partial days of training will be prorated.4.2.Typically time in excess of 8 hours will not be earned without prior supervisory approval

and requires the employee to strictly document time spent in training versus personaltime.

4.3.Travel time is counted as work time.4.4.Time related to a Saturday stayover to receive lower airfare is not considered as work

time.



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Meal Reimbursement Detail

Name:

Travel Destination:

I certify that the requested reimbursement meets County and Department business travel policyand does not include alcoholic beverages.

Initial:

Date:

Please list meals individually by date and meal. If the County maximum daily reimbursement is exceeded, note this and declare only the

maximum amount.

Attach detailed receipts taped to an 8x10 sheet of paper.DATE: AMOUNT:

TOTAL:





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Dallas County Institute of Forensic Sciences 1 Employee Training and Continuing Education



EMPLOYEE TRAINING AND CONTINUING EDUCATION

1.Training1.1.

Initial Training1.1.1.Employees are expected to substantially complete initial, basic training prior to

completion of the probationary period.

1.2.Ongoing Training and Continuing Education1.2.1.Ongoing training and education are important in maintaining technical proficiency

for the individual analyst and the laboratory.1.2.2.Ongoing staff development occurs through a variety of mechanisms including on-

site and off-site training, internal laboratory meetings and seminars, journal review,

and participation in professional organizations.1.2.3.The Dallas County Commissioners Court appropriates training funds annually.

1.3.Process for Requesting Ongoing Training1.3.1.

An employee who is requesting permission to attend off-site training must submit awritten request to their supervisor approximately 30-45 days prior to training or as

soon as possible.

1.3.2.The request should include, as applicable, the type of training, the entity providingthe training, the dates and location of training, the estimated costs of training

including transportation/ hotel/registration/food/etc.

1.3.3.In addition, a copy of any printed material describing the training should beincluded.

1.3.4.Training requests will be evaluated by the Section Chief as noted in the InstituteQuality Manual considering history of previous training, need of the individual andlaboratory, availability and location of training, employee performance, availability

of funds, etc.

1.3.5.Supervisors may also identify appropriate training opportunities and bring them tothe attention of applicable analysts.

2.Membership in Professional Organizations2.1.While the Institute does not pay for membership in professional organizations,

attendance at professional meetings with applicable training programs is encouraged andhandled as any other training request.

3.Professional Journals and References3.1.Applicable journals and reference materials are available throughout the Institute.3.2.Current tables-of-contents for applicable journals are posted on the Section bulletin

board; journals are available in Section Administration.3.3.The UT-Southwestern library is located within walking distance and a copy card is

available from the Section Chief.



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Dallas County Institute of Forensic Sciences 1 Materials Management



MATERIALS MANAGEMENT, EQUIPMENT REPAIR, AND PURCHASE OF

CONTROLLED SUBSTANCES

1.Materials Management

1.1.All purchases must contribute to the business needs of Dallas County and the Instituteand comply with procedures of Dallas County and the Purchasing Department.

1.2.Each year the Dallas County Commissioners Court approves the Institutes budgetauthorizing purchase of specific capital equipment and certain line item expenditures such as lab supplies and cylinder gasses.

1.3.Authorization to purchase outside of the approved budget requires Commissioners Courtapproval.

1.4.Institute purchases must be approved by the Section Chief and IFS Administration.2.

Lab Supplies and Repair

2.1.It is the responsibility of each employee to monitor use of materials, supplies, chemicals,standards, and other expendables and to advise designated section purchasing staff priorto depletion of materials and supplies.

2.2.The requestor must provide sufficient information to purchase the correct, needed item.2.3.Orders will be placed by the Section Senior Secretary or designated lab staff.2.4.The request is entered into the Countys purchasing system and reviewed and approved

by the Section Chief and/or IFS Administration and forwarded to Dallas County

Purchasing for procurement.2.5.Designated lab staff will act as a resource to others in identifying products and suppliers,

expediting requests, and providing guidance for other purchasing issues.

2.6.Quality of items purchased must be sufficient to provide for quality analytical results.2.6.1.Typically, the quality of supplies, materials, chemicals, and other items purchased

will be based upon purchasing history with acceptable results, specifications in

laboratory procedure, and/or recommendation by a supervisor or knowledgeablechemist with formal review by the Section Chief.

3.Office Supplies3.1.It is the responsibility of the Section Senior Secretary to monitor and maintain a supply

of commonly used office supplies and paper.

4.Receipt of Goods4.1.Office supplies are received and stored by the Senior Secretary.4.2.Other materials and supplies are usually received and stored by designated lab staff.4.3.If items are received directly by the laboratory, the product and packing slip must be

reviewed for accuracy, initialed and dated, and routed to designated lab staff.4.4.MSDSs should be routed to the Deputy EHS Manager.



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Dallas County Institute of Forensic Sciences 2 Materials Management


4.5.Packing slips are stamped with a record of material received (RMR) by the SectionSenior Secretary and sent Dallas County Audit for payment.

5.Equipment Repair5.1.

Requests for equipment repair follow similar procedures and are usually handled on anEmergency Requisition form submitted to the Senior Secretary.

5.2.The repair request should include an estimate for repair cost.5.3.Every effort should be made to obtain a purchase order for repair of critical equipment

on the same day the instrument is taken out of service.

5.4.Instruments which have been taken out of service should be immediately noted as suchby the analyst first discovering the problem; this analyst must also notify a supervisor as

soon as possible to expedite a repair order.

6.Professional Services6.1.

Hazardous and infectious waste disposal and referral laboratory testing are managed asprofessional services.

6.2.Contract review and selection of service providers is overseen by Section Chief and/orIFS Administration under the direction of Purchasing.

6.3.The Senior Secretary will process invoices per standard County process.7.Controlled Substances

7.1.Purchase of controlled substances will conform to state and federal rules and regulations.7.2.DEA 222 forms will be completed by the Section Chief as required.7.3.Solid controlled substances will be received, logged into the controlled substances

logbook along with the certificate of analysis, and stored in the safe in the Section Chief

office or Toxicology refrigerator.7.4.Use of these standards will be documented in the controlled substance log located in the

safe.

7.5.Solutions containing controlled substances are usually kept in the applicable work area.7.6.The drug safe is audited annually.7.7.All employees have a responsibility to immediately report concerns about improper use

of any controlled substance to a supervisor.



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Dallas County Institute of Forensic Sciences 1 Inventory of Equipment



INVENTORY OF EQUIPMENT AND INSTRUMENTATION

1.The Dallas County Auditors Office is responsible for accounting for Institute equipment andinstrumentation.

2.Section specific equipment and instrumentation is included in the Institute-wide equipmentinventory maintained by the Quality Manager.

3.The Institutes equipment list is inventoried annually under the direction of the QualityManager.

4.Applicable records are maintained by the Quality Manager.5.Instrumentation covered by the Texas Department State Health Services Bureau of Radiation

Control are reported to UT-Southwestern Office of Radiation Safety to be included on the

site registration for x-ray equipment.



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Dallas County Institute of Forensic Sciences 1 Fees for Services Rendered



FEES FOR SERVICES RENDERED

1.It is the responsibility of each employee to ensure proper billing of services in accordance withCommissioners Court direction and the current fee schedule.2.Analysts will complete billing sheets for each case and forward to a supervisor for review.

3.The Commissioners Court requires payment in advance (two hours minimum) for all servicesprovided to private attorneys and any costs in excess of the minimum are payable at the time

service is rendered.

4.At the discretion of the Director, payment may be required before any service is rendered.5.Services must be billed any time a report is generated.6.Services for infrequent submitters will be handled as a pay in advance; payment for services is

required prior to release of the lab report.

7.It is the responsibility of the analyst receiving a request for services or testimony from aninfrequent submitter including a private attorney to obtain written agreement that the

requester of services will pay fees as required by Dallas County prior to testimony.7.1.This agreement must be sought as soon as possible from the requester.7.2.The analyst must immediately advise the Section Chief of problems with refusal of

payment so that the matter may be referred to the Civil Section of the Dallas County

District Attorneys Office for action prior to the court date.

8.The analyst should review all subpoenas or other legal requests for information and servicesimmediately upon receipt.

8.1.Unusual requests must be immediately forwarded to the Section Chief for review.8.2.Assistance with subpoenas may be obtained as needed from the Civil Section of the

Dallas County District Attorneys Office.



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Dallas County Institute of Forensic Sciences 1 Release of Information and Media Contacts



RELEASE OF INFORMATION AND MEDIA CONTACTS

1.General1.1.

Forensic Chemistry section policies concerning the release of information are designedto work in concert with existing Dallas County and Institute policies regarding thediscussion of county business and release of information to coworkers, the public, and

the media; reference the Institute Code of Ethics and Conduct in addition to the County

Code.

1.2.By the nature of work at the Institute, staff is given access to sensitive criminalinvestigative and judicial information not accessible to the general public, and it is the

responsibility of all employees to appropriately guard both case specific and

investigative information.1.3.These policies do not preclude staff from responding to requests from the public

regarding general information about laboratory practices.

1.4.In general, requests for information coming from other than the submitting agency orapplicable district attorneys office or outside standard lines of communication should be

forwarded to a supervisor.

1.5.Violation of these policies and procedures may lead to disciplinary action up to andincluding termination.

2.Release of Verbal Information2.1.It is the responsibility of each member of the Forensic Chemistry Section to establish the

identity of persons making inquires prior to discussing any aspect of a case.2.2.Under no circumstances will case specific information be released to the media or

discussed with private citizens without the explicit consent of the controlling agency.

2.3.Release of analytical results or general investigative information in ongoinginvestigations will only be made to individuals who are authorized to have such

information including the submitter or their designee such as investigating officers and

their supervisors, responsible district attorneys and their supervisors, etc.2.4.Depending upon the status of an investigation, an authorized third party may include the

defendants attorney.

2.4.1.As appropriate, effort should be made to confirm the identity of the defendantsattorney with the prosecutor prior to the release of information.

2.4.2.Once the identity and authorization of the defendants attorney is confirmed, verbalcommunication regarding analytical testing results may be made to the same extent

as would be provided to the prosecuting attorney.

3.Release of Reports and other Case Documents3.1.Copies of reports are released to the submitter and/or their designee such as the

appropriate investigating agency (police agency, sheriffs office, medical examiner,

district attorney, etc.)3.2.Copies of reports and records may also be released to third parties when this release is



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Dallas County Institute of Forensic Sciences 2 Release of Information and Media Contacts


authorized by the submitter, other responsible investigating agency such as the districtattorney, or legal direction such as court order or subpoena.

3.3.Non-standard court orders and subpoenas should be forwarded immediately to theSection Chief for review and may be forwarded to the Civil Section of the DistrictAttorneys Office for evaluation.

3.4.Appropriate charges for release of documents must be made on behalf of Dallas County.

4.Release of Information under the Texas Public Information Act (PIA)4.1.All requests for information under the PIA must be immediately forwarded to the

Section Chief or Institute Administration for review and action.

5.Request for Media Interviews5.1.All requests for interviews form media representatives are to be forwarded to the Section

Chief or Director for review and approval.



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Dallas County Institute of Forensic Sciences 1 Use of Phones and Computers



USE OF TELEPHONES, VOICEMAIL, COMPUTERS, INTERNET, EMAIL, and CELL

PHONES

1.County Telephones1.1.County telephones are provided for business purposes.1.2.Use of telephones must not distract or interfere with assigned job duties.1.3.Brief local personal calls are allowed as long as they do not interfere with County

business and employee performance and remain within the time allotted for an

employees break.1.4.Institute employees may not make personal long distance calls at County expense by

using the Countys long distance lines; a pay phone is available in the lobby.

1.5.Selected staff is given a long distance code to make long distance business calls.1.5.1.These employees must keep the long distance code confidential.1.5.2.These employees are expected to place long distance business calls for other staff

members when requested.1.5.3.Typically supervisors, evidence registrars, certain clerical staff, and selectedanalysts will receive long distance codes.

1.5.4.It is the responsibility of the individuals who place long distance business call totrack these calls.

2.County Voicemail2.1.To improve efficiency and communication, you may be given access to voice mail. 2.2.Voice mail must be checked at least once each workday.2.3.Voice mail messages should be deleted in a timely manner.2.4.Your greeting should give your name, your area (for example Toxicology), instructions

to leave a message, and instructions to press 0 reach an attendant. 2.4.1.Extensions should also be set up identifying the phone number linked to 0.

2.5.If you will be out of the office for a day or more, you should change your greeting toreflect this or make arrangements for someone else in the Section to check your voicemail for critical business messages.

2.6.Sharing of voice mail may be required to meet required business needs.3.Computers, Internet, and E-Mail

3.1.You may be given access to computers, internet, and e-mail to expedite County business.3.2.Use may be monitored by Dallas County.

3.2.1.There should be no expectation for privacy in the use of computers, internet, and/ore-mail, and all are open to the legal discovery processes.

3.2.2.Deleting e-mail from a computer does not mean that it is unavailable for retrievalby Dallas County.

3.3.Employees may use County e-mail as they do a County phone.3.4.Personal use of the internet is discouraged; its use should be limited and brief and

conform to County policy.



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Dallas County Institute of Forensic Sciences 2 Use of Phones and Computers


3.5.Non-business e-mail attachments and attachments unexpected or from unknown personsshould not be downloaded or opened.

3.6.Refer to applicable Dallas County Policies.4.Personal Cell Phones

4.1.Use of personal cell phones in laboratory areas has the potential to distract the phoneusers attention from critical bench-work activities, cause inadvertent transfer of trace

biologicals and chemicals, and unnecessarily distract coworkers from their duties.

4.1.1.Therefore, cell phones may not be used in laboratory working areas except in thecase of essential communications related to County business.

4.2.When cell phones are used, they must not interfere with assigned job duties of the phoneuser or other staff.



35/40

Dallas County Institute of Forensic Sciences 1 Outside Employment



OUTSIDE EMPLOYMENT

1.All outside employment must be approved in advance by the Director; this includes relatedwork such as reviewing a non-IFS case or non-related work such as working at a retail store.

2.Requests for authorization to perform outside employment should be submitted to the SectionChief who will review the request with the Director.



36/40

Dallas County Institute of Forensic Sciences 1 Personnel Evaluations and Objectives



PERSONNEL EVALUATIONS AND OBJECTIVES

1.Documentation of employee performance is conducted in accordance with applicable DallasCounty policies and procedures.

2.Personnel evaluations are not designed to serve as counseling statements.3.It is recommended that supervisors meet at least annually with their subordinates in order toprovide them with performance objectives and as necessary to provide positive and negative

feedback on individual job performance.



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Dallas County Institute of Forensic Sciences 1 Disciplinary Action and Grievance Process



DISCIPLINARY ACTION AND THE DALLAS COUNTY GRIEVANCE PROCESS

1.Employees are encouraged to routinely communicate with supervisors regarding issues in theworkplace which negatively impact their ability to effectively perform their job duties.

2.Dallas County policies and procedures outline a progressive disciplinary process for failure tofollow policies and procedures.

3.A grievance process is also established by Dallas County policy to settle grievances betweenthe County and Civil Service eligible employees as quickly as possible and at as low an

administrative level as possible.

4.Information regarding these issues and processes may be found in the County Code, from yoursupervisor, Institute Administration, or Dallas County Human Resources.



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Dallas County Institute of Forensic Sciences 1 Updating Personal Information



UPDATING PERSONAL INFORMATION

1.It is the employees responsibility to advise Institute Administration in a timely mannerregarding changes in the employees name, address, phone number, and/or marital status, or

when the employee desires to change the number of dependents for federal tax withholdingpurposes.

2.The employee may also be required to update County records electronically with updatedpersonal information.



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Dallas County Institute of Forensic Sciences 1 Inclement Weather



INCLEMENT WEATHER PROCEDURE

1.Employee Classification1.1.

All Crime Lab staff are considered non-essential for purposes of the Dallas CountyInclement Weather Policy and are not required to report to work when County servicesare closed due to inclement weather.

2.Procedure2.1.During inclement weather such as ice and/or snow, the Fire Marshal and County Judge

will make a determination whether non-essential County services should be closed or

have a delayed opening.2.2.This determination, where possible, will be made prior to 6:00 a.m.2.3.Closings or late opening will be announced on local TV and radio stations such as

1080AM, 1190 AM, 1150 AM, 1480 AM, 820 AM, 730 AM, 1270 AM, 103.7 FM,107.5 FM, 104.5 FM, channels 4, 5, 8, and 11.

2.4.You may also check websites such as www.dallascounty.org, www.kdfw.com,www.nbc5i.com, www.wfaa.com, www.cbs11tv.com.

2.5.If you have questions about closings, do not call the IFS switchboard; check the TV,radio, related websites, or call your Section Chief at home.

2.6.If non-essential County operations are closed or open late and you come to work duringthe closed period, you will not receive time off at a later date or time.

2.7.If you are scheduled for vacation, sick, or holiday leave during the period of closure, youwill still be recorded as taking the accrued leave; use of scheduled, approved leave willnot be replaced with county time related to a closure.

2.8.If the County does not formally close or open late in a bad weather situation, you maystill believe that it is not safe for you to commute to work.

2.8.1.As non-essential staff in this situation, you may choose to use vacation, comp time,or ATO (if you are eligible) to cover the time you do not come to work due to

inclement weather.2.8.2.Notify a the Section Chief prior to 9 AM that you have chosen this option and

when you intend to return to work.

http://www.dallascounty.org/http://www.kdfw.com/http://www.nbcei.com/http://www.cbs11tv.com/http://www.cbs11tv.com/http://www.nbcei.com/http://www.kdfw.com/http://www.dallascounty.org/


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PERSONAL USE OF A COUNTY COPIER AND FAX

1.Employees may send or receive faxes at the County rate of $2 per page.2.

Copies may be made at $0.10/page.3.Payment should be made to Dallas County and provided to Institute Administration with alisting of the number of pages faxed or copied.
