Security/Inspection

Purpose/Policy
SEK-CAP establishes the use and the right to inspect all equipment and property.

Procedure
SEK-CAP maintains a secure working environment through the implementation of the following inspection regulations: 1. Operations often require others to have access to work areas, desks, files, or computers. There is no guarantee of privacy. Authorized individuals may have access and business needs to retrieve information on personal voicemail and e-mail. 2. Employees are required to keep all passwords confidential. 3. All equipment and property are here for business purposes. Management has the right to access and inspect them. 4. Security concerns may warrant inspection of a facility and any personal property on the premises, including vehicles, purses, backpacks, lunch containers, and other items.

Workplace Activity Monitoring

Purpose/Policy
SEK-CAP maintains the right to conduct workplace monitoring for the purposes of quality control, employee safety, security, and the satisfaction of those serviced by SEK-CAP. SEKCAP is sensitive to the legitimate privacy rights of staff, volunteers, and those served. Every effort will be made to conduct workplace monitoring in an ethical and respectful manner.

Procedure
SEK-CAP maintains the right to conduct workplace monitoring implemented under the following conditions: 5. Employees who regularly communicate with those served by SEK-CAP may have their telephone conversations monitored or recorded. Telephone monitoring is used to identify positive interactions, and to collect and correct performance problems through targeted training. 6. SEK-CAP may conduct video surveillance of non-private workplace areas. Video monitoring is used to identify safety concerns, maintain quality control, detect theft and misconduct, and discourage or prevent acts of harassment and workplace violence. 7. Employees can request access to information gathered through workplace monitoring that may impact employment decisions. Access will be granted unless there is a legitimate business reason to protect confidentiality or an ongoing investigation.

Workplace Violence
Purpose/Policy
To prevent workplace violence and to maintain a safe work environment, SEK-CAP does not tolerate acts of workplace violence committed by or against employees and/or persons involved in SEK-CAPs operation. Employees are prohibited from making threats or engaging in violent acts.

Procedure
SEK-CAP maintains a safe work environment through the implementation of the following regulations: 8. All employees, volunteers and community members should be treated with courtesy and respect at all times. Employees are expected to refrain from fighting, horseplay, or other conduct that may alarm, or be dangerous to others. 9. All threats of violence or violent acts, whether direct or indirect, should be reported immediately to the Direct Supervisor or Program Director. This includes threats by the following people: employees, community members, vendors, solicitors, or other members of the public. The Direct Supervisor or Program Director should attempt to obtain the most specific and detailed information as possible from the affected individual. 10. All suspicious individuals or activities should also be reported as soon as possible to the Direct Supervisor or Program Director. 11. Threats, intimidation, and coercion of another employee, parent, child, or member of the public at any time, including off-duty periods, will not be tolerated. This prohibition includes all acts of harassment (refer to Harassment Policy). 12. SEK-CAP will thoroughly and promptly investigate all reports of threats of violence, actual violence, or suspicious individuals and activities. 13. Anyone determined to be responsible for threats of or actual violence or other conduct is in violation of these guidelines will be subject to prompt disciplinary actions up to and including suspension/termination and/or legal action as appropriate. 14. There will be thorough and prompt investigations of disputes or differences, among employees, and brought to the attention of the Direct Supervisor or Program Director before the situation escalates into potential violence. SEK-CAP is eager to assist in the resolution of employee disputes, and will not discipline employees for raising such concerns.

Weapons
Purpose/Policy
To prevent violence and to maintain a safe work environment, SEK-CAP prohibits all unauthorized persons who enter its premises from carrying a handgun, firearm, knife, or other prohibited weapon of any kind regardless of whether the person is licensed to carry the weapon or not. This policy does not pertain to authorized security or law enforcement personnel.

Procedure
SEK-CAP maintains a safe work environment through the implementation of the following weapons regulations: 15. Any individuals in violation of this policy will be subject to disciplinary action, up to and including suspension/termination and/or legal action as appropriate. 16. All individuals are encouraged to report incidents of threats or acts of physical violence of which he/she is aware. The report should be made to the Executive Director.

Smoking
Purpose/Policy
In order to promote wellness and maintain a safe, healthy, and efficient work environment, all programs and services will be conducted in a smoke-free environment. This policy applies to all persons in SEK-CAPs facilities.

Procedure
SEK-CAP maintains a safe, healthy, and efficient work environment through the implementation of the following smoking regulations: 17. Smoking is prohibited on SEK-CAPs premises and vehicles at any time, unless in a designated smoking area. 18. Employees who want to smoke during work hours must do so in a designated smoking area. 19. Responsibility for compliance with this policy is with the Human Resource Manager. 20. Complaints for violation of this policy should be submitted to the Direct Supervisor or Human Resource Manager.

Fire Safety/Prevention
Purpose/Policy
To prevent fires and to communicate appropriate procedures for all persons to follow in case a fire should occur within SEK-CAP buildings, all persons should follow outlined fire prevention and evacuation procedures as specified below.

Procedures
SEK-CAP maintains a safe work environment through the implementation of the following emergency procedures: Fire Prevention 21. Know the location of the nearest fire extinguisher(s) and ensure they are kept accessible at all times. 22. Notify the Health and Safety Committee if an extinguisher is used or if the seal is broken. Extinguishers rated A, B, or C can be used for paper, wood, or electrical fires. 23. All flammable liquids must be stored in approved and appropriately labeled safety cans and not exposed to any ignition source. In Case of Fire 24. If the fire is small and contained, locate the nearest fire extinguisher. Only employees who are knowledgeable in the correct use of fire extinguishers should attempt this. 25. Dial 911 or the local fire department if necessary. 26. If possible, immediately contact the Direct Supervisor or Human Resource Manager. Evacuate all people from the area. 27. If the fire is out of control, leave the area immediately. No attempt should be made to fight the fire. 28. Proceed in an orderly fashion to a parking lot near the building or designated meeting place. Be present and accounted for during roll call. 29. When the fire department arrives, direct the crew to the fire. Do not re-enter the building until directed to do so by the fire department.

Emergency Evacuation 30. Stop all work immediately. 31. Walk to the nearest exit, including emergency exit doors. 32. Exit quickly, but do not run. Do not stop for personal belongings. 33. Proceed in an orderly fashion to a parking lot near the building or designated meeting place. Be present and accounted for during roll call. 34. Contact outside emergency response agencies, if needed. 35. Do not re-enter the building until instructed to do so.

Drills are to be conducted at each location quarterly or as required by licensing or program standards.

Drug and Alcohol Use

Purpose/Policy
SEK-CAP ensures the health and safety of others in accordance with the Drug Free Workplace Act of 1988. Accordingly, the unlawful manufacture, distribution, dispensing, possession, use, and being under the influence of a controlled substance, including cannabis and alcohol, are prohibited on SEK-CAP premises. SEK-CAP will immediately suspend/terminate any employee violating the drug abuse policy while at the workplace.

Procedure
SEK-CAP maintains a safe, healthy, and efficient work environment through the implementation of the following drug and alcohol regulations: 36. Employees are required to notify the Direct Supervisor and Human Resources of any criminal conviction under a drug or alcohol statute for a violation occurring in the workplace no later than five days after such conviction. 37. SEK-CAP will maintain a drug and alcohol free workplace. 38. Employees who have a problem with the use of controlled substances are encouraged to seek professional advice and assistance. One source of assistance may be a drug rehabilitation program acquired through the health insurance provider. If job performance is adversely affected by the use of a controlled substance, an employee will be instructed to seek help from their health provider. Participation in the rehabilitation program is confidential and is encouraged by SEK-CAP; however, it will not preclude normal disciplinary action or relieve an employee of responsibility for performing assigned duties. 39. The legal use of controlled substances prescribed by a licensed medical physician is permitted and will not be considered a violation of this policy so long as it does not impair the employees ability to perform the essential functions of the job in an effective and safe manner that does not endanger persons involved at SEK-CAP. We encourage employees to volunteer this information to Direct Supervisor to ensure that all health and safety precautions are taken for all persons involved. 40. SEK-CAP has the right to require blood and/or urine samples in any of the following situations: SEK-CAP may require candidates for employment to submit blood and/or urine samples as a condition of an employment offer. This testing will be done at the same time and in conjunction with the employment physical examination, if required. In the event that the drug test is positive, the employment offer will immediately be rescinded.

A current employee involved in any accident involving injury or SEK-CAP property damage at the work site or while on duty. SEK-CAP has reasonable suspicion that one or more illegal drugs, alcohol, or misuse of a controlled substance is influencing an employees behavior.

41. Each employee will be informed of our drug free workplace policy at the time of the interview and again at the orientation period. 42. Employees refusing to submit to a test or testing positive for drugs or alcohol will be subject to disciplinary action up to and including suspension/termination. SEK-CAP will determine, on a case-by-case basis, whether first-time offenders will be allowed to seek counseling/rehabilitation as an alternative to suspension/termination. 43. Employees testing positive have the right to appeal the results and have the original sample re-tested at their own expense. If the test again indicates a positive result, SEKCAP may take disciplinary action up to and including immediate suspension/termination. 44. In accordance with Section 40.197 of 49 CFR Part 40 of the Kansas Department of Transportation Drug & Alcohol Testing Program, a dilute positive test result should be treated as a verified positive test result. SEK-CAP establishes any employee with a negative dilute result will be retested. All employees will be notified in advance of the policy. 45. The appropriate use of legally prescribed drugs and non-prescription medications is not prohibited. However, the use of any substance which carries a warning label that indicates that mental functioning, motor skills, or judgment may be adversely affected must be reported to a supervisor. In addition, the employee must obtain a written release from the attending physician releasing the person to perform their job duties any time they obtain a performance-altering prescription.

KDOT Specific: Post Accident Definition and Requirements.

46. The FTA regulations (653.45, 654.33) require testing for prohibited drugs and alcohol in the case of certain mass transit accidents. Post-accident testing is mandatory for accidents where there is loss of life and for other nonfatal accidents unless employee performance can be discounted completely as a causative or contributing factor as stated in the Anti-drug and Alcohol Use Policy for FTA/DOT drivers, revised August 2007. 47. The definition of an accident that is included in 49 CFR Part 653 and Part 654 does not refer to a collision. The definition refers to all fatal accidents and to non-fatal accidents when one or more individuals receive injuries requiring immediate transport to a medical treatment facility or anytime one or more vehicles receive disabling damage. Thus, if there was no collision, but an individual falls on a vehicle and requires immediate transport to a medical treatment facility, a post-accident test is required unless the driver can be completely discounted as a contributing factor to the accident.

48. Definition: (653.7, 654.7) An accident is defined as an occurrence associated with the operation of a vehicle in which: An individual dies An individual suffers a bodily injury and immediately receives medical treatment away from the scene of an accident. The mass transit vehicle involved is a bus, van, or automobile in which one or more vehicles incurs disabling damage as the result of the occurrence and is transported away from the scene by a tow truck or other vehicle.

49. If these criteria for FTA testing are not met, but SEK-CAP requires post-accident testing anyway, the testing must be done under SEK-CAPs own authority and non-DOT paperwork (chain of custody form) must be used. 50. Effective January 26, 2010, US Secretary of Transportation, Ray LaHood announced a ban on the use of devices to send text messages while driving a commercial vehicle. This ban applies to any SEK-CAP employee who transports passengers in a bus or van exceeding a capacity of eight passengers. 51. Violators are subject to civil and/or criminal penalties of up to $2750.00. Any SEK-CAP employee found to be in violation of this law will be personally responsible for any fines and may face additional disciplinary action. This Federal law applies to all drivers of our commercial vehicles, including Head Start buses, Transit buses, and all vans with a capacity of eight or more passengers. SEK-CAP extends the ban to all agency employees in all vehicles, and for all electronic devices.

Electronic Media Use

Purpose/Policy
All persons with access to the Internet, intranet, assigned cell phones, and e-mail systems are responsible for seeing that they are used properly and in accordance with the following policy. Questions concerning the policy should be directed to the Computer Network Operations Specialist.

Procedure
SEK-CAP maintains an efficient work environment through the implementation of the following electronic media regulations: 52. The Internet, intranet, e-mail system, and all other SEK-CAP equipment is for business purposes. 53. At no time should any subject matter of a sexual nature be viewed. 54. There is no personal privacy in any matter created, received or sent from the Internet or e-mail system. SEK-CAP, in its discretion, reserves the right to monitor and access any matter created in, received through, or sent from the Internet or e-mail system. 55. Messages sent during working hours should be sent only with an appropriate business reason for doing so. Copies should be forwarded only with an appropriate business reason. 56. Each employee, Governing Board member, or volunteer is responsible for the messages that are sent from his or her computer. Employees, Governing Board members, or volunteers with e-mail passwords should not share their passwords with anyone. 57. All e-mails must follow SEK-CAP policy banning solicitation and distribution. Chain letters, pyramid schemes, and other solicitations are prohibited. 58. No e-mail that constitutes intimidating, hostile or offensive material on the basis of race, color, religion, sex, national origin, age, disability (physical or mental), veteran status, pregnancy, marital status, medical condition, sexual orientation or any other status protected by Federal, State or local law or regulation may be created, sent or received at any time. SEK-CAPs policy against harassment applies fully to the Internet and e-mail system. 59. The unauthorized use, installation, copying, or distribution of copyrighted, trademarked, or patented material on the Internet is expressly prohibited. Employees are also responsible for ensuring that the person sending any material over the Internet has the appropriate distribution rights.

60. To ensure a virus free environment, no files may be downloaded from the Internet unless the origin of the message is known. E-mail messages and attachments should not be opened unless the sender is known to the receiver. 61. SEK-CAP purchases and licenses the use of various computer software for business purposes and does not own the copyright to this software or its related documentation. Unless authorized by the software developer, neither SEK-CAP nor any of its employees, Governing Board members, or volunteers may reproduce such software for use on more than one computer. 62. Employees, Governing Board members, or volunteers who become aware of misuse of the Internet, intranet or e-mail system should promptly contact the Computer Network Operations Specialist and the Human Resource Manager. 63. Any assigned cell phone usage abuse will result in reimbursement of charges to SEKCAP and may result in disciplinary action up to and including suspension/termination. 64. Employees, Governing Board members, and volunteers should never access any gaming sites, iTunes, YouTube, MySpace or other recreational media sites on work computers without permission from the Computer Network Operations Specialist. 65. Employees, Governing Board members, and volunteers should never download or install anything, including screen savers, to the computer equipment without permission from the Computer Network Operations Specialist.

a. Effective Date of Policy:_ 03/15/07___________ b. Date Last Amended:___07/28/11____________