District of Columbia New Employee Orientation

1DISTRICT-WIDE NEW EMPLOYEE ORIENTATION

WELCOMETeam ConceptFrequency of NEODistrict Government Workforce (Public servants)Communication Customer Focus (Customer Care and not Service)

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

WELCOMEChairPhil MendelsonMembers at largeAnita BondsKenyan R McDuffieRobert C. White, Jr.Christina HendersonWard Specific MembersWard 1 – Brianne K NadeauWard 2 – Brooke PintoWard 3 – Matthew FruminWard 4 – Janeese Lewis GeorgeWard 5 – Zachary ParkerWard 6 – Charles AllenWard 7 – Wendell FelderWard 8 – Trayon WhiteDC Attorney GeneralBrian Schwalb

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

HUMAN RESOURCES SOLUTIONS ADMINISTRATIONNEW HIRE PAPERWORKAND 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 eOnboardingdocuments. You can click the link inthe email or navigate toess.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 UnitedStates. On the form, an employee must attest to his or her employment authorization. The employee must also presenthis or her employer with acceptable documents evidencing identity and employment authorization. The list ofacceptable 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 NEXTbusiness day after your New Employee Orientation date. If needed, please contact your Agency HR Recruiter forassistance with this. Receipts showing that a person has applied for an initial grant of employment authorization, or for renewal ofemployment authorization, are not acceptable. Employees must present receipts within three business days of thedate employment begins and must present valid replacement documents within 90 days.Employment eligibility and verification

EMPLOYMENT ELIGIBILITY VERIFICATIONUSCIS 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 COMPENSATIONDESIGNATION 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 SERVICESAll new hires must submit direct deposit information in PeopleSoft no later than The Wednesday after 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 DECLARATIONPlease raise your right hand and open your camera.Please do not unmute yourself.Please read the oath aloud.

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!REMINDER!IF YOU HAVE NOT DONE SO, PLEASE COMPLETE YOUR OATH OF OFFICE.SCAN THE QR CODE OR USE THE URL PROVIDED IN THE CHAT

ONBOARDING REMINDERS Deadline for I – 9 Completion: The NEXT business day after 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 after 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.

HUMAN RESOURCES SOLUTIONS ADMINISTRATIONContact DCHR’s Human Resources Solutions Administration:Phone: (202) 442-9700Email: [email protected]Web: http://dchr.dc.govOffice: DCHR1015 Half Street, 9th FloorWashington, DC 20003

ENHANCED SUITABILITYCHAPTER 4 OF THE DISTRICT PERSONNEL MANUALD.C. DEPARTMENT OF HUMAN RESOURCES

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

CHAPTER 4 SUITABILITYApplicabilityAgencies under the personnel authority of the Mayor andparticipating independent agencies shall conform to thestandards and procedures established in Chapter 4 for screenings.General SuitabilityGeneral suitability represents the minimum standards allapplicants, employees, and volunteers must meet to obtainand, in some instances, retain employment with the Districtgovernment.Enhanced SuitabilityIn addition to a general suitability screening, applicants, appointees andvolunteers are subject to enhanced suitability screenings as dictated by theirposition.

CLASSIFICATION OF COVERED POSITIONSSafety Sensitive PositionsPositions with duties and responsibilities if performed while underthe influence of drugs or alcohol, could lead to a lapse ofattention that could cause immediate and permanent physicalinjury or loss of self or others.Protection Sensitive PositionsPositions with duties or responsibilities caring for orensuring the well-being of children or youth, patients,the elderly, or other vulnerable persons.Security Sensitive PositionsPositions of special trust that may reasonably beexpected to affect the access to or control ofactivities, systems, or resources that are subject tomisappropriations, malicious mischief, damage, and/orloss or impairment of communications or control.

SAFETY SENSITIVE EXAMPLES§ 410.2(a)Operating large trucks, heavy or power machinery, or mass transit vehiclesOperating heavy machines§ 410.2(b)Handling hazardous quantities of chemical, biological or nuclear materialsHandling hazardous materials§ 410.2(c)Maintaining the safety of patrons in and around a pool or aquatic areaMaintaining 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 eventsCoordinating emergency responses§ 410.2(e)Carrying a firearmCarrying firearms

PROTECTION SENSITIVE§ 411.2(a)Coordinate, develop, or support recreational activitiesCoordinatingRecreational Activities§ 411.2(b)Manage, plan, direct, or coordinate educational activitiesDirecting educational activities§ 411.2(c)Perform tasks involving individual or group counselingPerforming Counseling

SECURITY SENSITIVE EXAMPLES§ 412.2(a)Handling currencyAccessingcurrency§ 412.2(b)Can create, delete, or alter the financial, personnel, payroll, or related transactions of another personAccessingNetwork Systems§ 410.2(c)Have routine access to the personal identifying information of othersAccessing personal info (PII)§ 412.2(d)Have routine access to master building keys or controlsAccessing 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 identificationAccessing lawenforcement systems

RE-CERTIFICATION OF SUITABILITYDISTRICT PERSONNEL MANUAL

RE-CERTIFICATION OF SUITABILITYApplicabilityEmployees 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 ChecksEmployees who occupy a covered position and drive vehicles for the District government aresubject to a traffic check on a biennial basis. Temporary PositionsAn 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 SuitabilityIf an employee is promoted, demoted, reassigned or otherwise appointed to a position subject toenhanced suitability screening, they will be subject to any initial screening required of the new covered position.

FINGERPRINT RETENTION CYCLE1 2 3Fingerprint CollectionInitial fingerprints are collected forDistrict government appointees withinsixty (60) days following theacceptance of a conditional offer.CHRI ReceivedFederal, state and local criminal historyinformation, along with sexual offenderregistration, is received from the FBI within24 hours.60-Month RetentionCriminal histories are retained electronicallyfor 60 months. DCHR can repurpose thecriminal background check to include anyre-arrests or new convictions reported by theFBI.

Mandatory Drug and Alcohol TestingDISTRICT PERSONNEL MANUAL

TYPES OF MANDATORY DRUG TESTINGPre-employmentIndividuals in covered positions are subject to preemployment drug and alcohol testing.Post-Accident/IncidentEmployees 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 TestingEmployees 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 testSubject 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 allappointees, employees, and volunteers, must abide by this policy. The use or possession of drugs in theworkplace impairs the District’s ability to carry out its mission and poses substantial dangers to theworkforce and public.➢ 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.➢ Anyone working for the District government is subject to reasonable suspicion and post-accident orincident drug and alcohol testing.➢ Anyone who receives a positive drug or alcohol test, or refuses to submit to a test, is subject todisciplinary 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?➢ District agencies and other employers are notrequired to allow the use or possession ofmarijuana in a workplace.➢ Employers may continue to enforce policiesrestricting marijuana use by their employees, andproperty owners may prohibit or regulatemarijuana-related activities on their properties.

Safety Sensitive EmployeesDISTRICT PERSONNEL MANUAL

MARIJUANA AND SAFETY SENSITIVE EMPLOYEESMayor’s Order 2019-81, Cannabis Policy, Guidance and ProceduresThe District government prohibits safety sensitive employees from using marijuana products. Safety sensitiveemployees will face disciplinary consequences if they test positive for marijuana, which is any substancethat 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 asafety sensitive position, employees must acknowledge the Individual Notice of Requirements for Drug andAlcohol Testing: Safety Sensitive. The candidate must understand that they are subject to enhancedsuitability 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 safetysensitive 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 ingredientfound in marijuana.

DRUG TESTING FOR SAFETY SENSITIVE EMPLOYEESRandom Drug TestingFirst 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 EMPLOYEESPost-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 bepresumed 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 reasonablesuspicion 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 TestingThere 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 firstoffence corrective action. Second, safety sensitive employees must undergo a return to dutytest when they have not performed safety sensitive duties for 30 consecutive days.

DISTRICT’S MDAT PROGRAM PROCESS FOR SAFETY SENSITIVE EMPLOYEESReview Chapter 4 in the District Personnel Manual to fully understand suitability requirementsAcknowledge the Drug Policy in your PeopleSoft. Enter the District Random Testing PoolAnnually acknowledge current position designation and District Drug Free Workplace Policy

TOOLS & RESOURCESDPM: 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-438Suitability – 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

SUITABILITYPolicy and Compliance Administration1015 Half Street SE, Washington DCSierra Dangerfield- [email protected], Compliance Review Manager

1100 4th Street SW, Suite E630Washington, D.C. 200024Office E-mail: [email protected] Main Line:(202) 727-1822Office Website: https://perb.dc.gov

PUBLIC POLICY OF COLLECTIVE BARGAININGD.C. Code Section 1-617.01(a)The District of Columbia government finds and declares that an effective collective bargaining process is in the general public interest and will improve the morale of public employees and the quality of service to the public.