District of Columbia Government New Employee Orientation

1 DISTRICT-WIDE NEW EMPLOYEE ORIENTATION

WELCOME On Behalf of Mayor Muriel Bowsers and DC Department of Human Resources (DCHR) Acting Director, Charles Hall, congratulations on your new roles and welcome to DC Government.

WELCOME †District of Columbia Government Organizational Structure †Executive Branch †Judicial Branch †Legislative Branch

WELCOME †Chair Phil Mendelson †Members at large Anita Bonds Kenyan R McDuffie Robert C. White, Jr. Christina Henderson †Ward Specific Members Ward 1 – Brianne K Nadeau Ward 2 – Brooke Pinto Ward 3 – Matthew Frumin Ward 4 – Janeese Lewis George Ward 5 – Zachary Parker Ward 6 – Charles Allen Ward 7 – Vincent C. Gray Ward 8 – Trayon White, Sr. †DC Attorney General Brian Schwalb

MAYORAL VALUES †Stewards †Loyal †Accountable †Responsive †Respectful †Resourceful

HUMAN RESOURCES SOLUTIONS ADMINISTRATION NEW HIRE PAPERWORK AND REMINDERS

HUMAN RESOURCES SOLUTIONS ADMINISTRATION † New Hire Electronic Paperwork Review † Employment Eligibility Form I-9 † Acceptable Documents for I-9 Completion † Deadline for I-9 completion – The next business day after your new employee orientation date. † Direct Deposit – Things to Know † Appointment Affidavit and Appointment Declaration – Oath of Office † Acceptance of the Oath of Office †Welcome to your first day as district government employee

NEW HIRE ELECTRONIC PAPERWORK - EONBOARDING † By now you should have received an email with your username and temporary password necessary to complete your eOnboarding documents. † You can click the link in the email or navigate to ess.dc.gov † If you did not receive an email, forgot your password or your password expired, please contact your HR Specialist

NEW HIRE ELECTRONIC PAPERWORK - EONBOARDING † To log in, click on the Sign In tile † Once you log in, you might consider updating your password since it will expire in 72 hours † Then click on the PreBoarding Activities tile to start completing forms

NEW HIRE ELECTRONIC PAPERWORK - EONBOARDING † You can navigate to each form by clicking on the Next button in the top right corner or clicking on an individual form in the task bar in the left column

HUMAN RESOURCES SOLUTIONS ADMINISTRATION † An I-9 form is used to verify the identity and employment authorization of individuals hired for employment in the United States. On the form, an employee must attest to his or her employment authorization. The employee must also present his or her employer with acceptable documents evidencing identity and employment authorization. The list of acceptable documents can be found on the last page of the form. † Please identify the forms that you will use and present them to your Agency HR Recruiter no later than the NEXT business day after your new employee orientation date. If needed, please contact your Agency HR Recruiter for assistance with this. † Receipts showing that a person has applied for an initial grant of employment authorization, or for renewal of employment authorization, are not acceptable. Employees must present receipts within three business days of the date employment begins and must present valid replacement documents within 90 days. †Employment eligibility and verification

EMPLOYMENT ELIGIBILITY VERIFICATION USCIS FORM 1-9

ACCEPTABLE DOCUMENTS FORM 1-9 COMPLETION

EMPLOYEE CONDUCT/ADA POLICY STATEMENT

SEXUAL HARASSMENT POLICY ACKNOWLEDGEMENT

DRUG FREE WORKPLACE NOTIFICATION FORM

STATEMENT OF PRIOR FEDERAL AND/OR DISTRICT SERVICE

PREVIOUS EMPLOYMENT RELATIONSHIP DISCLOSURE

UNPAID COMPENSATION DESIGNATION OF BENEFICIARY

APPLICANT IDENTIFICATION SHEET

PEOPLESOFT ACCESS NOTIFICATION †PeopleSoft Access Notification: The following Monday after your new employee orientation date. †Please do not contact DCHR before this date regarding access †Access notification comes to your work email †Work email is setup by your agency not DCHR

OFFICE OF PAYROLL AND RETIREMENT SERVICES All new hires must submit direct deposit information in PeopleSoft no later than the Wednesday following your PEOPLESOFT ACCESS date, or your first paycheck will be processed on a debit payment card no exceptions. Your agency HR representative will provide you with more information and instructions. †DIRECT DEPOSIT – THINGS TO KNOW

APPOINTMENT AFFIDAVIT & APPOINTEE DECLARATION Please raise your right hand and open your camera. Please do not unmute yourself. Please read the oath aloud.

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VIRTUAL ACCEPTANCE OF THE OATH OF OFFICE Today, I (Your Name)officially accept the oath of office and my appointment into the District Government as an employee. ALSO INCLUDE YOUR NAME, POSITION AND AGENCY IN YOUR EMAIL COMMUNICATION. †PLEASE SEND AN EMAIL NOW TO the HRSA team at †[email protected] with the following acceptance:

ONBOARDING REMINDERS † Deadline for I – 9 Completion: The next business day following your new employee orientation date. † Before you are process into PeopleSoft all paperwork must be submitted † PeopleSoft Access Notification: The following Monday after your new employee orientation date. Please do not contact DCHR before this date regarding access † Access notification comes to your work email † Work email is setup by your agency not DCHR † Direct Deposit Enrollment Deadline: The Wednesday following your PeopleSoft Access date. If you miss this enrollment deadline your first paycheck will be processed on a Visa debit card. No exceptions. †Dates to remember after new employee orientation.

EMPLOYEE BENEFITS Contact DCHR’s Human Resources Solutions Administration: †Phone: (202) 442-9700 †Email: [email protected] †Web: http://dchr.dc.gov †Office: DCHR 1015 Half Street, 9th Floor Washington, DC 20003

ENHANCED SUITABILITY CHAPTER 4 OF THE DISTRICT PERSONNEL MANUAL D.C. DEPARTMENT OF HUMAN RESOURCES

CHAPTER 4 SUITABILITY Ø What is a suitability screening? The minimum standards all applicants, employees, and volunteers must meet to obtain and, in some instances, retain employment with the District government. Ø Who does suitability apply to? Each applicant, appointee, volunteer, and employee who applies and is selected for a position must undergo general suitability screening.

CHAPTER 4 SUITABILITY Applicability Agencies under the personnel authority of the Mayor and participating independent agencies shall conform to the standards and procedures established in Chapter 4 for screenings. General Suitability General suitability represents the minimum standards all applicants, employees, and volunteers must meet to obtain and, in some instances, retain employment with the District government. Enhanced Suitability In addition to a general suitability screening, applicants, appointees and volunteers are subject to enhanced suitability screenings as dictated by their position.

CLASSIFICATION OF COVERED POSITIONS Safety Sensitive Positions Positions with duties and responsibilities if performed while under the influence of drugs or alcohol, could lead to a lapse of attention that could cause immediate and permanent physical injury or loss of self or others. Protection Sensitive Positions Positions with duties or responsibilities caring for or ensuring the well-being of children or youth, patients, the elderly, or other vulnerable persons. Security Sensitive Positions Positions of special trust that may reasonably be expected to affect the access to or control of activities, systems, or resources that are subject to misappropriations, malicious mischief, damage, and/or loss or impairment of communications or control.

SAFETY SENSITIVE EXAMPLES § 410.2(a) Operating large trucks, heavy or power machinery, or mass transit vehicles Operating heavy machines § 410.2(b) Handling hazardous quantities of chemical, biological or nuclear materials Handling hazardous materials § 410.2(c) Maintaining the safety of patrons in and around a pool or aquatic area Maintaining aquatic safety § 410.2(d) Engaging in duties directly related to the public safety, including, but not limited to, responding or coordinating responses to emergency events Coordinating emergency responses § 410.2(e) Carrying a firearm Carrying firearms

PROTECTION SENSITIVE § 411.2(a) Coordinate, develop, or support recreational activities Coordinating Recreational Activities § 411.2(b) Manage, plan, direct, or coordinate educational activities Directing educational activities § 411.2(c) Perform tasks involving individual or group counseling Performing Counseling

SECURITY SENSITIVE EXAMPLES § 412.2(a) Handling currency Accessing currency § 412.2(b) Can create, delete, or alter the financial, personnel, payroll, or related transactions of another person Accessing Network Systems § 410.2(c) Have routine access to the personal identifying information of others Accessing personal info (PII) § 412.2(d) Have routine access to master building keys or controls Accessing building controls § 410.2(e) Can create, delete, or alter any form of credentials, including, but not limited to, computer network credentials and any form of government identification Accessing law enforcement systems

RE-CERTIFICATION OF SUITABILITY DISTRICT PERSONNEL MANUAL

RE-CERTIFICATION OF SUITABILITY Applicability Employees may be required to periodically recertify their suitability for employment with the District government based on their current role or their placement into a new role. Criminal Background Employees in safety, protection, and security sensitive positions, are subject to a criminal background check on a biennial basis or whenever there is reasonable suspicion. Traffic Checks Employees who occupy a covered position and drive vehicles for the District government are subject to a traffic check on a biennial basis. Temporary Positions An employee who is detailed, temporarily promoted, or temporarily reassigned from a non-covered position to a covered position must agree to an enhanced suitability screening Status Changes and Suitability If an employee is promoted, demoted, reassigned or otherwise appointed to a position subject to enhanced suitability screening, they will be subject to any initial screening required of the new covered position.

FINGERPRINT RETENTION CYCLE 1 2 3 Fingerprint Collection Initial fingerprints are collected for District government appointees within sixty (60) days following the acceptance of a conditional offer. CHRI Received Federal, state and local criminal history information, along with sexual offender registration, is received from the FBI within 24 hours. 60-Month Retention Criminal histories are retained electronically for 60 months. DCHR can repurpose the criminal background check to include any re-arrests or new convictions reported by the FBI.

Mandatory Drug and Alcohol Testing DISTRICT PERSONNEL MANUAL

TYPES OF MANDATORY DRUG TESTING Pre-employment Individuals in covered positions are subject to preemployment drug and alcohol testing. Post-Accident/Incident Employees who are involved in accidents or incidents will be required to complete postaccident or incident drug and alcohol testing. Reasonable Suspicion When a trained supervisor or manager has reason to believe an individual is impaired or otherwise under the influence of an illegal drug(s) or alcohol while on duty, they can refer them to the personnel authority for immediate testing. Random Drug Testing Employees who work in safety sensitive positions are subject to random drug as a condition of employment in that position. 50% 10% Subject to a random drug test Subject to a random alcohol test

D.C. DRUG FREE WORKPLACE POLICY †D.C. Personnel Regulations (Ch. 4-SUITABILITY) What does this policy constitute? It establishes that it is the policy of the District government to provide a drug free workplace and all appointees, employees, and volunteers, must abide by this policy. The use or possession of drugs in the workplace impairs the District’s ability to carry out its mission and poses substantial dangers to the workforce and public. Ø Anyone working for the District government is prohibited from engaging in the unlawful manufacturing, distribution, dispensing, possession, or use of a controlled substance in the workplace; and may not use, possess, or be impaired by any drug or alcohol while on duty. Ø Anyone working for the District government is subject to reasonable suspicion and post-accident or incident drug and alcohol testing. Ø Anyone who receives a positive drug or alcohol test, or refuses to submit to a test, is subject to disciplinary or adverse action pursuant to Chapter 16 of the DPM.

WHAT IS INITIATIVE 71? What impact does it have on the workforce of the District of Columbia Government? Ø District agencies and other employers are not required to allow the use or possession of marijuana in a workplace. Ø Employers may continue to enforce policies restricting marijuana use by their employees, and property owners may prohibit or regulate marijuana-related activities on their properties.

Safety Sensitive Employees DISTRICT PERSONNEL MANUAL

MARIJUANA AND SAFETY SENSITIVE EMPLOYEES Mayor’s Order 2019-81, Cannabis Policy, Guidance and Procedures The District government prohibits safety sensitive employees from using marijuana products. Safety sensitive employees will face disciplinary consequences if they test positive for marijuana, which is any substance that contains 0.03% of the psychoactive chemical delta-9-tetrahydrocannabinol (THC). How do I know if I’m safety-sensitive? All job position descriptions will indicate whether a position is safety sensitive. Additionally, upon hire for a safety sensitive position, employees must acknowledge the Individual Notice of Requirements for Drug and Alcohol Testing: Safety Sensitive. The candidate must understand that they are subject to enhanced suitability screening, including random drug and alcohol testing; as a condition of their employment. Safety sensitive employees must also reacknowledge the conditions of their employment in a safety sensitive position, annually. How does the District test for marijuana products? The District government uses a urinalysis test that detects THC, which is the main psychoactive ingredient found in marijuana.

DRUG TESTING FOR SAFETY SENSITIVE EMPLOYEES Random Drug Testing First Offense • On the first instance of a positive test result for marijuana during a random test with no other evidence of impairment, the agency, through DCHR, will generally summarily suspend a safety sensitive employee for five (5) workdays without pay. • The employee must re-acknowledge the applicable drug and alcohol policy that was violated. The employee must also undergo a follow-up drug test upon returning from the suspension. Second Offense • If a second offense occurs within a three-year period of the first offense, DCHR will generally deem an employee unsuitable. • The employee may be separate from service with the District of Columbia Government.

DRUG TESTING FOR SAFETY SENSITIVE EMPLOYEES Post-Accident and Post-Incident Drug TestingAll District employees are subject to Post-Accident and Post-Incident testing. Anyone, regardless of position designation, who test positive for a controlled substance will be presumed to have been impaired at the time of the testing; and may be subject to removal. Reasonable Suspicion Drug TestingAll district employees are subject to drug and alcohol testing when there is a reasonable suspicion that an employee is impaired or otherwise under the influence of a drug or alcohol; while on duty. Positive test results may result in removal. Return-to-Duty Drug and Alcohol Testing There are instances when a safety sensitive employee may be subject to return-to-duty testing. First, being tested upon returning from a suspension for testing a positive marijuana, as a first offence corrective action. Second, safety sensitive employees must undergo a return to duty test when they have not performed safety sensitive duties for 30 consecutive days.

DISTRICT’S MDAT PROGRAM PROCESS FOR SAFETY SENSITIVE EMPLOYEES Review Chapter 4 in the District Personnel Manual to fully understand suitability requirements Acknowledge the Drug Policy in your PeopleSoft. Enter the District Random Testing Pool Annually acknowledge current position designation and District Drug Free Workplace Policy

TOOLS & RESOURCES DPM: Chapter 4 Suitability DCHR website – Policies and Procedures tab – click on “E-DPM” – then select Chapter 4 Positions Subject to Enhanced Suitability Issuance DCHR website – Policies and Procedures tab – click on “E-DPM” – select Chapter 4 – click on “View Issuances Related to This Chapter” – I-438 Suitability – General Information Guide DCHR website – Policies and Procedures tab – click on “E-DPM” – select Chapter 4 – click on “View Issuances Related to This Chapter” – I-430

SUITABILITY Policy and Compliance Administration 1015 Half Street SE, Washington DC Tamika Cambridge- [email protected], Compliance Review Manager Torey Draughn- [email protected], District Drug and Alcohol Coordinator

49 2023 BENEFITS NEW HIRE ORIENTATION

EMPLOYEE BENEFITS DC EMPLOYEE HEALTH BENEFITS PROGRAM (DCEHBP) FEDERAL EMPLOYEE HEALTH BENEFITS (FEHB) EMPLOYEES HIRED BEFORE OCTOBER 1, 1987 EMPLOYEES HIRED AFTER OCTOBER 1, 1987