Revised: September 1999
ACKNOWLEDGMENT OF RECEIPT OF EMPLOYEE HANDBOOK
FOR THE OFFICE OF_______________________
I acknowledge that I have received a copy of the Employee Handbook for the Office of , and that I have read and understand the contents of the handbook. I understand the handbook is intended to provide me with general information about policies and procedures of the Office that govern my employment.
I acknowledge and understand that employment with the Office is at-will and that all employees serve at the pleasure of the Office. Accordingly, I have the right to resign from my position, at any time, and the Office can terminate my employment relationship, with or without cause, or with or without notice, at any time, except, of course, the Office cannot terminate my employment for discriminatory reasons in violation of applicable federal law or Rules of the House of Representatives. I understand that by signing this Acknowledgment I do not waive my rights under applicable federal law or the Rules of the House of Representatives.
I also understand and acknowledge that the office may unilaterally change or revise, with or without notice, its policies and practices, and such changes may affect the benefits provided therein. Moreover, I understand and acknowledge that the contents of employee handbooks, personnel manuals, benefit plans, policy statements, and the like as they may exist from time-to-time, or other employment practices, shall not serve to create an actual or implied contract of employment, or to confer any right to remain an employee of the office, or otherwise to change in any respect the employment-at-will relationship between the office and myself.
I acknowledge that no one in the Office is authorized to make exception to this understanding, except , who must do so in writing.
________________________________
(Signature of Employee)
________________________________
(Date)
________________________________
(Member or Designee)
PURPOSE
OF THE HANDBOOK
This handbook has been prepared to summarize the personnel policies and procedures that are applicable to employees of the Office of ("the Office"). You should read the information in this handbook promptly and thoroughly so that you have an understanding of the policies and procedures of the Office. This handbook, however, cannot anticipate every situation or answer every question about your employment; it can provide only an overview of policies and procedures. It is not an express or implied employment contract or legal document, nor should its contents be considered a strict interpretation of the policies, procedures or benefits that are described in this handbook.
This handbook is effective as of , and it supersedes any and all prior employee handbooks and personnel policies.
In order to meet changing circumstances, the Office reserves the right to change, revise, or rescind any of the policies, procedures or benefits described in this handbook (other than the at-will nature of the employment relationship) whenever, in its sole discretion, the Office deems it appropriate to do so. Policies and procedures are subject to interpretation by the Office, and exceptions may be made in individual cases at the discretion of ___________________.
In addition to the policies contained in this handbook, every employee of the Office has a duty to comply with all applicable Federal laws, Rules of the House of Representatives, the mandates of the of the House Ethics Manual, and Regulations of the Committee on House Oversight (including those contained in the Members. Congressional Handbook).
TABLE OF CONTENTS
I. POLICIES AND PROCEDURES....................................................................1
Management Rights......................................................................................... 1
Statement of Equal Employment Opportunity Policy........................................ 2
Personnel Records.......................................................................................... .3
Nepotism.......................................................................................................... 4
Payroll................................................................................................................5
Attendance Policy.............................................................................................. 6
Job Abandonment....................................................................................6
Office Hours.............................................................................................6
Lunch Period........................................................................................... 7
Snow Days and Other Contingencies.......................................................................................... 7
Time and Attendance Records................................................................. 7
Employee Classification...................................................................................... 8
Overtime for Non-Exempt Employees................................................................. 9
Conflicts of Interest/Ethics in Government Act................................................... 10
Outside Employment........................................................................................... 11
Political Activities.................................................................................................. 12
Domestic/Foreign Gifts and Travel........................................................................ 13
Reimbursement for Official Expenses.................................................................... 14
The Frank.............................................................................................................. 15
Mass Mailings......................................................................................................... 16
Drug and Alcohol Abuse Policy................................................................................ 17
Voluntary Treatment and Counseling............................................................17
Non-Discrimination Policy.............................................................................. 17
Fitness for Duty............................................................................................ 18
Discipline for Violation of This Policy............................................................. 18
Smoking Policy........................................................................................................ 19
Recycling Policy....................................................................................................... 20
Use of Official Stationery........................................................................................ 21
Safety and Security Policy....................................................................................... 22
Office Property........................................................................................................ 23
Emergencies............................................................................................................ 24
Computer Policy.......................................................................................................25
Electronic Mail Policy............................................................................................... 26
Media Relations....................................................................................................... 27
Open Door Policy......................................................................................................28
Confidentiality..........................................................................................................29
Anti-harassment and Anti-discrimination Policy........................................................30
Definition of Sexual Harassment................................................................... 30
Other Kinds of Harassment............................................................................31
Employee. s Responsibility.............................................................................31
Procedures.....................................................................................................31
Performance Reviews.............................................................................................. 33
Employee Conduct and Discipline..............................................................................34
Dress Code.....................................................................................................34
Discipline.........................................................................................................34
Insubordination...............................................................................................34
Misconduct.......................................................................................................35
Termination of Employment.........................................................................................37
II. LEAVE POLICIES...................................................................................................38
Holidays.......................................................................................................................38
Leave Policy.................................................................................................................39
Annual Leave.....................................................................................................39
Sick Leave..........................................................................................................40
Parental Leave ..................................................................................................40
Religious Holidays..............................................................................................42
Bereavement Leave...........................................................................................42
Military and Federal Emergency Task Force Duty...............................................43
Jury and Witness Duty.......................................................................................43
Leave Without Pay (LWOP).................................................................................44
Furlough..............................................................................................................44
Family and Medical Leave (FMLA).........................................................................44
Appendices
Appendix A: Fact Sheet for Family and Medical Leave Act (FMLA)
Appendix B: Employee Request Form for Family and Medical Leave
Appendix C: Employee Leave Request Form
I. POLICIES AND PROCEDURES
Management Rights
The Office will strive to serve the Member.s constituents with professionalism, quality, and dedication. To reach its goals, the Office reserves its prerogatives as an employer to, at any time without prior notice, establish, administer and change wages, benefits, practices and procedures; direct and discipline the staff; make decisions regarding recruitment, hiring, training, assignment, transfer, promotion, demotion, layoff, recall and retirement of employees; establish the services to be rendered, and who shall perform the work and at what rate; take action to maintain the security of employees, facilities and property, including without limitation, inspections, searches and investigations in accordance with applicable laws; establish starting and quitting times, the number of hours, shifts and overtime to be worked; discontinue or close down any part of or all of the Office; expand, reduce, alter or combine any one or more of the Office operations; and take whatever other action is necessary in the Office.s judgment to operate efficiently and effectively.
The failure to exercise these or other management prerogatives shall not waive the Office.s right to do so at any time in its discretion, or preclude the Office from exercising any management prerogative in ways other than those described above.
Statement of Equal Employment Opportunity Policy
The Office is an equal employment opportunity employer and does not discriminate on the basis of an individual.s race, color, religion, sex, national origin, disability, veteran's status, age or any other factors prohibited by federal law. This includes all hiring, discharge, promotion, pay, benefits, reassignment, and other personnel actions affecting the terms, conditions, and privileges of employment. However, the Office may consider party affiliation, domicile and political compatibility in making employment decisions.
Personnel Records
It is the policy of the Office to keep personnel-related information maintained in confidence to the greatest extent practicable. Information from employee files will be released only as follows:
to the employee at his or her request
to third parties, where required by judicial orders, subpoenas and law enforcement requests;
to management with a need to know
Each current employee may review his or her own file upon request and may request copies of any or all information contained therein.
It is important that the Office and the House Finance Office be informed on a timely basis of any change with respect to the following:
Name
Address
Home telephone number
Whom to contact in case of injury or illness
Employment Eligibility (Form I-9)
It is your responsibility to inform the House Finance
Office on a timely basis of any change with respect
to the following:
Beneficiary designation (for insurance and other benefit plans)
Number of dependents (for income tax withholding and insurance status/eligibility purposes)
Marital status (for income tax withholding and insurance status/eligibility purposes)
Any change in the number of exemptions you intend to claim on your taxes.
Nepotism
Members and employees are prohibited by law from appointing, promoting, or recommending for appointment or promotion, their relatives, except as discussed below. Individuals with the following relationship to a Member may not be employed by the Member:
aunt, half-sister, son-in-law
brother, husband, stepbrother
brother-in-law, mother, stepdaughter
daughter, mother-in-law, stepfather
daughter-in-law, nephew, stepmother
father, niece, stepsister
father-in-law, sister, stepson
first cousin, sister-in-law, uncle
half-brother, son, wife
If, however, a House employee becomes related to the employing member (by marriage), the employee may remain on the Member's personal or committee staff. Similarly, if a Member becomes the employing authority of a relative who was fired by someone else (e.g. the Member ascends to the chairmanship of a Committee or subcommittee for which the relative is already working), the relative may remain on the payroll. However, the Member may not then give that individual further promotions or raises, other than cost-of-living or other across the board adjustments. The statute does not prohibit a Member from employing two individuals who are related to each other, but not to the Member. (See House Ethics Manual at pp. 186-88). Contact the Committee on Standards of Official Conduct for further information at x5-3787.
Every employee must certify relationship to any Member of Congress on a certificate of relationship form, available from Human Resources. If, at any time, the relationship of an employee to a Member of Congress changes, the employee must file an amended certificate of relationship with the employing office.
Payroll
Employees are paid on a monthly basis, generally at the end of each month worked. Paychecks are issued on the last business day of each month except in December when they are issued on the 20th (unless the 20th falls on a Saturday or Sunday, in which case they are issued on the last business day preceding the 20th).
Checks will be mailed to the address you supply to the House Finance Office. To prevent lost checks and to guarantee receipt on time, you may prefer to have your paycheck deposited directly into a bank or savings account. To do so, contact the House Finance Office, 263 Cannon HOB, x56514.
Attendance Policy
Attendance and punctuality are essential to the efficient operation of the Office. It is recognized that there are situations beyond an employee. s control that may create absenteeism or tardiness. However, the Office cannot tolerate frequent unauthorized absences from work or tardiness in reporting to work, because such actions disrupt schedules and create a burden on fellow employees and the Office. Moreover, a Member may not retain an employee on the payroll who does not perform official duties commensurate with the compensation received (See House Rule XLIII paragraph (8)).
If you are absent from or tardy for work for any reason, you must speak with your supervisor (or if the supervisor is unavailable, some other management employee), as early as possible before the beginning of the workday or shift. An employee who arrives more than _____ minutes after his or her designated starting time is considered tardy.
If you must leave work early, because of illness or other unavoidable reasons, you are responsible for personally notifying your supervisor and obtaining approval before departure. Absenteeism or tardiness that is considered to be excessive, or failure to follow reporting procedures, may subject an employee to appropriate disciplinary action up to and including termination.
_________________ will track attendance and will keep _____________ informed regarding the above matters.
Job Abandonment
If you anticipate an absence from work, you should notify the Office as far in advance as possible, so that work schedules and assignments can be adjusted accordingly. If an employee is absent from work for three consecutive work days without notifying or obtaining advance approval from his or her supervisor, it will be presumed that the employee has abandoned his/her position and his or her employment will be terminated, except under extenuating circumstances.
Office Hours
Regular hours of operation are from _______ a.m. - ________ p.m., Monday through Friday. Telephones must be fully staffed during Office hours. The Office reserves the right to establish additional or modified hours of operation depending on the schedule of the House.
Lunch Period
Lunch periods are established by each person's immediate supervisor and, in all cases, will be no longer than one hour, without prior approval from the employee's supervisor. Exceptions to this policy will be granted consistent with the Office's leave policy, as discussed later in this handbook, or in cases where a staff member is requested by his or her supervisor to attend a function. Lunch periods for employees are rotated to ensure coverage of the telephones at all times.
Snow Days and Other Contingencies
Employees are required to be at work whenever the Office is open. When weather conditions or other emergencies make it unsafe to travel to and from work, the Office will be open for essential services only. This policy goes into effect only when media reports indicate federal government offices are completely closed due to inclement weather, or when _________________ has determined that the Office will be closed. In such circumstances, leave will be granted to those employees who, due to unsafe weather conditions, are unable to report to work.
Time and Attendance Records
Time and attendance records will be kept for each employee. _________________ is responsible for maintaining proper records for all categories of leave and ensuring that time and attendance are recorded and reported properly by the employees.
Employee Classification
Employees are classified into one of the following two categories:
1. Employees who are Exempt from the overtime requirements of the Fair Labor Standards Act as incorporated by the Congressional Accountability Act: Those who are not required to be paid overtime for all hours worked in excess of 40 hours in one workweek. Exempt employees are expected to work whatever hours are necessary to meet the job responsibilities and needs of the Office.
2. Employees who are Non-Exempt from the overtime requirements of the Fair Labor Standards Act as incorporated by the Congressional Accountability Act: Those who are required to be compensated for all hours worked in excess of 40 hours per week.
The employee classification determination is based on the actual job duties and responsibilities of the employee.
The workweek for the Office begins [12:01 a.m. Sunday] and ends at [12:00 a.m. Saturday].
Overtime for Non-Exempt Employees
The basic workweek will consist of 40 working hours for non-exempt employees. However, your supervisor may ask you to work overtime or to be available for duty other than during normal work hours. Scheduling additional work hours requires the approval of your supervisor or other appropriate management personnel and a overtime preauthorization form must be completed prior to working overtime. Failure to secure permission from the appropriate supervisor prior to working overtime may result in disciplinary action, up to and including termination.
Conflicts
of Interest/Ethics in Government Act
All employees of the Office must strictly comply with the provisions of the Ethics in Government Act, House Rule XLIV and other applicable House Rules regarding outside income, gifts, and personal financial disclosure, if required. Moreover, it is the responsibility of the employee to become familiar with the requirements of House Ethics rules as well as the requirements of House Rule XLIII. Failure to comply may be grounds for dismissal.
The Committee on Standards of Official Conduct has prepared forms for financial disclosure, together with a detailed explanation of requirements of the Ethics in Government Act. Questions regarding financial disclosure may be directed to the Committee, HT-2 The Capitol, x 57103.
Employees of the Office are not to engage in conduct that constitutes a conflict of interest or a potential conflict of interest. In general, a "conflict of interest" is any situation in which an employee. s conduct of his or her job conflicts with his or her private economic affairs. In addition, page 87 of the House Ethics Manual extends the definition to situations and circumstances which post a "risk of impairment of impartial judgment."
Generally, acceptance of gifts, other than from family and close personal friends, is prohibited by House Rule LII. Therefore, you must contact _________________ regarding any offers of gifts, money, or other benefits offered by a lobbyist or anyone that has dealings with the Office.
Contact the Office of Advice and Education of the Committee on Standards of Official Conduct at x53787 if you have even the slightest concern that particular conduct, including the acceptance of any gift, might constitute a conflict of interest or a violation of House Rules or Federal law.
Employees should err on the side of caution when confronted with a potential conflict of interest and discuss the matter with their supervisor and/or the Office of Advice and Education of the Committee on Standards of Official Conduct.
Outside
Employment
Employees of the Office may not secure employment outside the House that conflicts with the performance of their official duties. Further, House employees who engage in private employment may not do so to the neglect of their congressional duties, on Aofficial time@ for which a salary is received from the United States Treasury, or if the employment is gained through the improper use of their official positions. It is the responsibility of each employee to notify _________________ of all outside employment.
In addition, certain employees face limitations on outside employment and earned income under House Rule XLVII. All employees assume full responsibility for complying with House Rules and federal law. Contact the Office of Advice and Education at the Committee on Standards of Official Conduct at x53787 if you have any questions about outside employment.
Upon separation from employment with the Office, certain employees are prohibited from lobbying certain Members of Congress or their staff for a period of at least (1) year. For more information contact the Office of Advice and Education of the Committee on Standards of Official Conduct at x5-3787.
Political
Activities
Employees of the Office may engage in campaign work only on their own time.
Official House property, equipment and resources may not be used for campaign activities. Campaign contributions may not be solicited on, or for delivery to, House property.
The 2/28/96 Congressional Research Service (CRS) publication Campaign Activities by Congressional Employees, provides a good summary of regulations that govern the participation of House employees in campaigns and campaign fund-raising.
Domestic/Foreign Gifts and Travel
Rules of the House and the Foreign Gifts and Decorations Act govern your conduct relating to travel to foreign countries and the acceptance of gifts or hospitality from foreign nationals or governments. Staff members are required to consult with the Office of Advice and Education at the Committee on Standards of Official Conduct at x53787 regarding those laws and rules, and to notify __________________, before traveling to foreign countries on House business or accepting gifts from foreign nationals or governments.
Reimbursement
for Official Expenses
No employee may incur official expenses without the prior approval of _________________. Requests for reimbursement for official expenses shall be on vouchers provided for such purposes by the House Finance Office. Only requests for reimbursement submitted in accordance with the Regulations of the Committee on House Oversight as reflected in the Members. Congressional Handbook will be processed for payment.
The Frank
The "frank" is the term applied to the use of the signature of a Member of Congress on mail in lieu of postage.
All staff of the Office should review the publication Regulations on the Use of the Congressional Frank, published by the Commission on Congressional Mailing Standards (Franking Commission), before sending any mail for the Office.
The frank is to be used only for official business. Under no circumstances should the frank or other official resources be used for an employee's personal mail. This rule applies to "inside mail" as well.
The frank cannot be used on mail to foreign countries (other than via APO or FPO boxes). Letters or documents to foreign officials should be sent in care of the country's consulate in the United States. If that is not possible, weigh the letter/document and obtain the proper amount of postage from ______________________.
For more information on franked mail, see Official Mail Expenses, p. ____ of the Members. Congressional Handbook as well as the House Ethics Manual's discussion of the topic.
Questions regarding use of the frank, and requests for advisory opinions on the frankability of mail, should be submitted to the Commission on Congressional Mailing Standards (Franking Commission), 140 Cannon HOB, x59337.
Mass Mailings
The Office is required by House Rule XLVI and 2 U.S.C. 59e(f) to seek an advisory opinion as to whether proposed mass mailings are in compliance with all applicable laws, rules and regulations, from the Commission on Congressional Mailing Standards (Franking Commission).
A mass mailing is generally defined as any mailing of 500 items or more of substantially identical content within any session of Congress.
Compliance with these requirements is extremely important because the Office is responsible for complying with all applicable provisions of Federal law, House Rules, and Regulations of the Commission on Congressional Mailing Standards and the Committee on House Oversight.
Drug
and Alcohol Abuse Policy
The Office strictly prohibits the unlawful manufacture, sale, distribution, dispensation, possession, or use of controlled substances in the workplace or while on paid time. This policy also strictly prohibits all employees from being under the influence of drugs (see discussion below for prohibited drug use) or alcohol while on paid time or while on workplace premises.
Prohibited drug use includes any and all controlled substances except those taken pursuant to a prescription. It also includes the medically unauthorized taking of any prescription drug as well as the use of prescription medications illegally obtained or used in a manner inconsistent with the direction of the prescribing physician. Finally, prohibited drug use includes to the abuse of over-the-counter medications used in a manner inconsistent with its intended purpose so as to affect the performance of the employee.
Voluntary Treatment and Counseling
The Office encourages all employees who need assistance in dealing with alcohol or drug dependency problems to seek counseling through the various private and public agencies and programs that exist in their communities. Employees may also seek assistance by contacting the Office of Employee Assistance, x52400. Requests for voluntary treatment and related matters will be kept as confidential as possible, and, in accordance with the law, the Office will reasonably accommodate an employee's attempt to deal with dependency problems. Employees may not, however, escape discipline by requesting treatment or leave only after having been notified of disciplinary action for violating the Office's Drug and Alcohol Abuse Policy.
Non-Discrimination Policy
The Office complies with all provisions of the Americans with Disabilities Act ("ADA"). No employee or applicant for employment who is currently drug-free will be denied employment or otherwise discriminated against solely because of the individual's prior abuse of drugs, prior treatment for drug abuse, or status as an alcoholic or a recovering drug addict. However, the ADA does not protect employees who are current illegal users of drugs.
Fitness for Duty
Employees are responsible for notifying _______________ of any conditions, including but not limited to the taking of medically authorized prescription drugs, that may impair the employee. s ability to perform his or her job in a safe or effective manner. The Office will attempt to ensure that the disclosure and substance of such information is kept confidential and that it will be disclosed only to individuals with a legitimate need to know. No employee will be discriminated or retaliated against as a result of his or her disclosure of such information. The disclosure is required only to ensure safety in the Office and to protect the employee against any inaccurate assumptions that might otherwise be made about the employee. s performance.
Discipline for Violation of This Policy
Employees who violate this Drug and Alcohol Abuse Policy may be disciplined, up to and including immediate termination, at the discretion of the Office.
Smoking Policy
To provide a safe and healthy working environment for all employees, smoking is prohibited in the office. Employees who violate this policy may be subject to disciplinary action up to and including termination. All employees share responsibility for maintaining a smoke-free workplace.
Employees interested in attending a smoking cessation program should contact the Office of Employee Assistance at (202) 225-2400.
Recycling Policy
The Office cooperates fully with the House of Representatives Recycling program. Labeled recycling bins are located throughout the D.C. office. Please take note of the locations of these bins and make every effort to recycle materials accordingly. For more information, please contact ____________.
Use
of Official Stationery
Use of official stationery of the Office by staff members is strictly limited to correspondence relating to the official capacity or responsibilities of the staff member. Use of official stationery for personal business or matters unrelated to the Office is strictly prohibited and subjects such users to appropriate discipline up to and including termination. For guidance on this issue, please refer to the House Ethics Manual and call the Office of Advice and Education of the Committee on Standards of Official Conduct at x5-3787.
Safety and Security Policy
It is the policy of the Office to maintain safe working conditions for its employees. Accordingly, all employees are expected to abide by applicable safety and security rules and regulations within House Facilities. Failure to observe general safety procedures, neglect of the safety of others, or the commission of unsafe acts is unacceptable.
Visitors who are uninvited and unwanted in the D.C. office, in circumstances where an employee of the Office is unable to speak freely, can be removed from the Office by calling the U.S. Capitol Police at x45151 and stating . the books are ready to be picked up in room ___.. District office staff should call building security or 911.
Bomb threats should be reported immediately to x5-0911. A Bomb Threat Checklist is available from the House Sergeant-at-Arms at x52456. District office staff should call building security or 911.
Threats to the physical safety of a Member or employee of the Office should be reported to the House Sergeant-at-Arms at x52456.
If you are injured while at work, you must report the injury immediately to _______________________. You must complete a notice of injury report (Form CA-1), which is available from the House Finance Office, 263 Cannon HOB, x56514.
All employees are issued identification cards that allow access to the House office buildings. You must immediately report lost or stolen I.D. cards and keys to the Sergeant-at-Arms Office of Identification Services, 321 Cannon HOB, x53820, and a new I.D. card will be issued to you. Because an I.D. card is House property, it must be returned upon termination of employment.
Loaning or sharing of I.D. cards and office keys is a serious safety breach. Employees who engage is such behavior may be subject to discipline, up to and including termination.
The nature of employment on the Hill is such that it may require you to work late hours. In the event that an employee is in a position in which he or she is going to be walking to his or her car or the Metro station alone, the employee is encouraged to contact the Capitol Police for escort. The number for Escort Assistance is x4-5151.
Office Property
All staff members play an important role in the political process, and enjoy a relationship of trust and confidence with the Member. Inherent in this relationship is the expectation that staff members understand the need to protect sensitive and confidential information, and work at all times for the good of the Member and his/her constituents.
To assist the Member in performing his/her duties most effectively and efficiently, it is imperative that the Office have immediate access to all Office files and other property. For example, in an employee. s absence, the Office may need to enter and search an employee. s work area to retrieve work-related materials. The Office also must retain its ability to locate missing property promptly and to investigate suspicious activities in the Office. Therefore, the Office reserves the right to inspect and search all areas and property in the Office at any time, for these reasons, or any others within its discretion, without notice or consent.
All inspections and searches must be preauthorized by a supervisor. Inspections, searches and investigations can include, without limitation, the examination of physical files, computer files, e-mail, voice mail, file cabinets, desks, work stations, closets, storage areas, manuals, equipment, and all other Office property and areas. For these reasons duplicates of all keys issued to the staff are maintained, and staff must provide _________ with the passwords for their computers and telephone voicemails. The Office also reserves the right to search purses, packages, parcels and other containers within the Office to investigate suspicious activities.
Employees should leave valuable items at home. The Office cannot be responsible for the loss, theft or damage of any property brought into the Office. Additionally, employees should report any suspicious activity they observe in the Office to a supervisor. As a condition of continued employment, the Office expects each employee to assist with the Office. s efforts to maintain the confidentiality of Office activities, and to provide for employee and Office security.
For the reasons described above, employees should not harbor any expectation of privacy in the equipment that is provided to them by the Office.
Emergencies
You will be asked to provide the Office with the name and telephone number of someone to contact on your behalf in the event of an emergency. Should your "emergency contact" person change, please notify _______ immediately.
If a medical emergency occurs during working hours or on the premises, you should immediately contact the Capitol Police at x55151 or the Attending Physician's Office at x55421. The Physician's Office is open 9:00 a.m. to 5:00 p.m., or until adjournment, Monday through Friday. In the case of a minor injury or illness, go immediately to one of the First Aid Offices, which are in the following locations and are open 9:00 a.m. to 5:00 p.m., Monday through Friday:
H-166 The Capitol, x55421
110 Cannon HOB, x53470
1204 Longworth HOB, x52500
B344 Rayburn HOB, x57131
H2-145 Ford HOB, x52442
It is the duty of the employee to inform the Office of any changes of information concerning persons to contact in case of an emergency.
Computer
Policy
Certain employees of the Office are assigned personal computers for use in the conduct of their official duties. Specific guidelines and instructions regarding the use of the Office's computers will be provided by _____________ to each employee that is assigned a computer.
Under certain circumstances, it may be necessary to access the employee's computer to recover documents. Therefore, the Office reserves the right of access to any computer or file on the Office's computer system. Accordingly, employees should not harbor any expectation of privacy in documents created on the equipment provided to them by the Office.
Computer viruses can be transmitted via software or data files, and have the potential of stopping all work on the Office's computer system. Therefore, employees who are assigned computers must scan all diskettes for viruses, especially if a diskette has been used outside of the Office.
Employees of the Office may not make unauthorized copies of any software licensed to the House or to the Office and remove it from the Office. Employees are also prohibited from using unlicensed software on either individual computers or on the Office's computer system.
No software can be loaded onto any computer or the system without direct authorization from __________________. This is to ensure that only legal copies of software are running on the system and to protect the computer system from viruses.
Employees who access House computer systems remotely are responsible for maintaining the security and integrity of such systems. Passwords and other means of access must be safeguarded, and each employee is responsible for notifying _____________________ of any breach, or potential breach, of security or integrity of such systems.
Employees are prohibited from moving computers, printers, or other computer equipment within the Office without first contacting _______________________.
Employees are responsible for compliance with all regulations of the Committee on House Oversight, including the Policies and Guidelines on the Official Use of the Internet. (See p .____ of the Members Congressional Handbook).
Electronic Mail Policy
Electronic Mail ("e-mail") is provided as a communications tool to all employees of the Office and should be used with the same rules of professional behavior that apply to the telephone. E-Mail may not be used to commit an unlawful act, to harass or annoy another employee, or to advertise or promote outside business or other non office related activities.
Employees should not read the E-Mail of others. Occasionally, an employee may be assigned to review the E-Mail messages of another employee for legitimate purposes. However, an employee must have approval from __________________ prior to reviewing the E-Mail files of another employee.
It is possible that other employees or third-parties may inadvertently view your E-Mail messages. Because there is no guarantee of absolute privacy with E-Mail, it is imperative that all employees use good judgment when using the E-Mail system.
Management expressly reserves the right to review the E-mail files of any employee, with or without notice, for any reason within its discretion, including but not limited to investigating wrongdoing or security breaches, monitoring compliance, or obtaining work product.
Media Relations
Only _____________ is authorized to communicate with members of the press without direct clearance from ______________. Staff members receiving requests or contacts from the media regarding any issue related to their employment should report them to _________________________ immediately.
Open Door Policy
The Office recognizes that open communication between employees and management is an essential element of a productive work environment. To that end the Office has adopted an Open Door Policy. The Open Door Policy has been established to enable employees to seek resolution of job-related issues. It is intended to create a process whereby employees can raise any questions or concerns with the assurance that these issues will be addressed promptly and effectively.
Employees are encouraged to discuss job-related concerns or questions with their immediate supervisor. If an employee fails to get satisfaction from his/her immediate supervisor, or the supervisor is involved in the issue or concern, the employee may discuss the issue with a higher-level supervisor, including the Chief of Staff.
It is the responsibility of all management personnel to respond to Open Door Requests in a timely and objective manner. Retaliation is prohibited against any employee because he/she uses the Open Door Policy, as well as participants in any investigation prompted by any such complaint or inquiry.
Confidentiality
During your employment with the Office, you will be exposed to certain information of a sensitive or confidential nature. It is critical that confidentiality be maintained by all employees who work for the Office, that no disclosure of confidential information be made to anyone except as required in the performance of work, and that no use be made of confidential information for personal gain or advantage, or for the harm of others either during or after your employment with the Office.
Examples of sensitive or confidential information may include information designated as classified or secret by the government, matters involving the personal or professional lives of Office employees or the Member, internal legislative or political strategy, constituent issues relating to federal agencies, and internal operations of the office, among others.
Employees of the Office have access to confidential and sensitive information and, as a result, have a fiduciary duty to the U.S. House of Representatives to hold in confidence such information in accordance with the Code of Ethics in Government Service found in the House Ethics Manual. Under that section, employees are precluded from using information coming to them confidentially in the performance of their governmental duties as a means for making private profit. Accordingly, it is the Office policy that all staff shall not publish any article, book, transcript, or other written piece or grant an interview or act as an advisor on any such publication without the prior approval of ______ or his or her designee.
Strict observance of this policy by all employees is of great importance to the effective operation of the Office. Violations of this policy may result in discipline, up to and including immediate termination.
If you discover a violation of this policy, you have the responsibility to notify your supervisor immediately.
Anti-harassment
and Anti-discrimination Policy
As an equal opportunity employer, the Office of
__________ is firmly committed to providing a work
environment free from discrimination, harassment
or intimidation on the basis of race, sex, age,
religion, disability, color, national origin, military
status, or any other basis prohibited by law. This
commitment applies to all hiring, discharge, promotion,
pay benefits, reassignments and other personnel
actions affecting the terms, conditions, and privileges
of employment. This commitment extends to making
reasonable accommodations that enable qualified
disabled individuals to perform the essential functions
of their jobs.
All employees will be treated, and are to treat each other, fairly and with respect.
Employees will not be subjected to, and will not subject each other to discrimination or harassment of any kind.
The Office will not tolerate any of the following actions:
making any employment decision or taking any employment action that is based on race, sex, age, religion, disability, color, national origin, military status or any other basis prohibited by the Congressional Accountability Act;
acting in a way that may create a hostile, offensive, intimidating or demeaning environment on the basis of an employee. s race, sex, age, religion, disability, color, national origin, veteran status, or any other basis prohibited by the Congressional Accountability Act.
Definition of Sexual Harassment
There are two basic forms of sexual harassment.
Prohibited . quid pro quo. sexual harassment occurs when a supervisor or manager makes unwelcome sexual advances, requests sexual favors, or engages in other verbal or physical conduct of a sexual nature, if the implication is that submission to such conduct is expected as part of the job. It would also be unlawful for a supervisor or manager to make employment decisions affecting the individual on the basis of whether the individual submits to or rejects sexual conduct.
Prohibited . hostile work environment. sexual harassment occurs when unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature has the purpose or effect of unreasonably interfering with an individual. s work performance or creating an intimidating, hostile, or offensive working environment. This includes, for example, displaying sexually suggestive material in the workplace, unwelcome flirtation or advances, requests for sexual favors, or any other offensive words or actions of a sexual nature.
Other Kinds of Harassment
In addition to the sexual harassment discussed above, harassment on the basis of race, color, sex, disability, religion, or national origin can constitute unlawful employment discrimination. Insults, jokes, slurs, or other verbal or physical conduct or activity relating to race, color, sex, religion, or national origin are unlawful if they create an intimidating, hostile, or offensive work environment; or if they unreasonably interfere with an individual. s work performance.
Employee.
s Responsibility
Personal behavior and language that are . acceptable. to one individual may be . offensive. to another. All employees must recognize that the focus of this prohibition is on the effect of one. s action, not the intent. Even an employee who believes he or she is . just kidding around. or . didn. t mean any harm. may act in ways that have the effect of intimidating or demeaning another employee, and thereby violating this policy.
Procedures
It is the intention of the Office to stop harassment before it rises to the level of a violation of law. As part of this effort, any employee who believes that he/she has been subjected to or has witnessed actions that violate this policy should promptly make a report to management in order for management to immediately investigate and take corrective action where appropriate. The employee should not wait until the actions become severe or pervasive but shout report such activity immediately. The employee may advise his or her direct supervisor, the next level superv
