Chapter 5 – Administrative

Policy

• California Correctional Health Care Services (CCHCS) shall authorize CCHCS Business Operations Section staff access to all areas of CCHCS leased space.

Applicability

• This policy applies to all CCHCS Business Operations Section staff requiring access to all areas of CCHCS leased space.

Procedure

• CCHCS, Business Operations Section, Space Management Unit, is responsible for the management of all CCHCS leased space, including space planning, safety and security issues, and building maintenance. Reasons for access include, but are not limited to:

• Workplace Safety: Monitor building suites, office spaces, storage rooms, and file rooms with regular spot checks to ensure all areas are safe and in compliance with the State Fire Marshal and California Occupational Safety and Health Administration standards and regulations.

• Repair/Maintenance: Coordinate building maintenance and repairs including escorting contractors and/or vendors in areas that require attention.  Monitor office space temperature for heating and cooling changes.

• Moves/Reconfigurations: Coordinate staff moves, repair, modify, and add or remove conventional and modular furniture. 

• Paper Delivery/Shred and Recycle Pickup: Delivery of paper to copy and print stations.  Coordinate monthly pickup and emptying of shred and recycle bins located in all CCHCS leased space.

• Mail Delivery/Pickup: Delivery and pick-up of mail twice daily to designated locations.

• Secured Areas: In order to gain access to secured areas (e.g., Central Fill, Human Resources) the Business Operations Section must notify Program Management and provide the purpose for the visit.  Some areas may require staff/guests to sign-in before entering.

  • For maintenance issues within secured areas, contractors or vendors shall be escorted by the Business Operations Section staff. 

  • In the event of an emergency or urgent matter, the Business Operations Section may enter secured areas without prior notice.

Policy

• California Correctional Health Care Services (CCHCS), Business Operations Section (BOS), shall manage physical building security and access including: access cards, physical keys, security cameras, security guards, panic buttons, and intrusion alarms for physical properties occupied by CCHCS.  Building access shall be restricted and security shall be closely monitored to ensure the safety and well-being of all staff (including contractors) and visitors.

Applicability

• This policy applies to all staff and visitors on physical property where building security or access is monitored or managed by the BOS.

Procedure

• Building Security

  • Staff shall carry their California Department of Corrections and Rehabilitation (CDCR) identification badge and building access card on their person at all times.

  • Staff shall present their CDCR identification badge when entering a secured area where security guards or reception staff are stationed.

  • Staff or visitors without a valid CDCR identification badge shall sign in as a visitor and be escorted by a staff member with a valid CDCR identification badge while in the building.

  • Staff shall immediately report all security incidents or perceived threats to the BOS by calling (916) 691-3002 during business hours, Monday through Friday, 8:00 a.m. to 5:00 p.m., excluding State holidays, or (916) 691-3099 outside of normal operating hours.

  • Staff shall ensure that doors close and completely latch behind them when entering or exiting a door within a CCHCS property.

  • Staff shall not hold, prop open, or otherwise prevent any exterior or interior door from closing on CCHCS properties.

  • Staff shall not tamper with, bypass, or circumvent card readers electronically or physically to gain unauthorized entry into a secure area.

• Building Access

  • To request a new access card, temporary access card, access modification, or access card reactivation, staff shall submit a manager-approved Service Request Form through the CCHCS Service Portal.  The form is available at the following link: Business Operations – Service Request Form.pdf – All Documents (sharepoint.com)

  • Requests for 24/7, after-hours, weekend access, and access for institution staff or non-CDCR/CCHCS staff must be approved by the requesting program’s Deputy Director, or designee.

  • Requests for access to restricted areas (i.e., non-general access areas) shall be approved by the Deputy Director, or designee, responsible for the oversight of the program located within the restricted area.

  • All access requests are subject to BOS management review.

  • Staff shall sign for their own access card upon receipt.

    • Elk Grove Campus and Sacramento Office staff shall retrieve access cards from the BOS located at Building C in Elk Grove, California.

    • Regional Offices staff shall retrieve access cards from their designated onsite BOS representative.

  • Staff shall not knowingly provide access to anyone who does not possess an access card, CDCR identification badge, or have the necessary access permissions to enter a secured area.

  • Staff shall not share usage of their assigned access card with other staff or visitors for any reason.

  • Lost, stolen, or damaged access cards shall be reported to the BOS immediately through the CCHCS Service Portal via the following link: https://cchcsprod.servicenowservices.com/sp?sysparm_stack=no

    • In the event of a lost, stolen, or damaged access card, a temporary access card shall be issued for a period of no longer than five business days.

    • Staff shall pay a replacement fee of $5.00 to CDCR Accounting.

    • The BOS shall issue a replacement access card once proof of payment has been provided.

  • Staff shall immediately return all found or recovered access cards to the BOS.

    • Staff shall not be reimbursed for access card replacement fees if the access card is located after the replacement fee has been paid.

  • Access cards that have not been used to gain entry for a period of 30 calendar days may be suspended by the BOS.

  • Upon staff separation/termination from CDCR/CCHCS, supervisors and managers shall be responsible for the collection of access cards and physical keys no later than the date of separation/termination from employment and shall return access cards and physical keys to the BOS.

    • Upon staff termination, termination notices or memorandums shall be routed to the BOS. 

    • Access card deactivation requests shall be submitted through the CCHCS Service Portal. Access cards and/or physical keys shall be returned to the BOS the day following the staff’s separation date as follows:

      • For staff located at the Elk Grove Campus, return to the BOS located at: Building C, 1st floor, Suite 100, via interoffice mail.

      • For staff located at CCHCS Regional Offices, return to the onsite BOS representative.

      • For staff located at Depot Park, Central Fill Pharmacy, or institutions, return via interoffice mail to the BOS located at the Elk Grove Campus: Building C, 1st floor, Suite 100, or mailed to the following P.O. Box.

        • Attn: Business Operations Section
          Building C, Suite 100
          P.O. Box 588500
          Elk Grove, CA  95758-8500

• Physical Keys

  • To request physical keys to an office or cubicle, staff shall submit a manager-approved Service Request Form through the CCHCS Service Portal.

  • A Key Control Log for each CCHCS location shall be retained by the BOS to track the issuance of physical keys.

  • Staff shall sign for their own physical keys upon receipt.

    • Elk Grove Campus and Sacramento Offices staff shall retrieve physical keys from the BOS located at Building C in Elk Grove, California.

    • Regional Offices staff shall retrieve physical keys from their designated onsite BOS representative.

  • Upon receiving the requested physical key, staff shall sign and acknowledge receipt of the physical key on the Key Control Log provided by the BOS.

  • Staff shall not duplicate, distribute, destroy, or transfer ownership of physical keys.

  • Managers/supervisors shall be responsible for returning physical keys to the BOS which are assigned to their staff the following day after relocation or separation of staff.

• Panic Buttons

  • Panic buttons shall only be activated by staff in the event of:

    • A life-threatening emergency.

    • A situation necessitating immediate armed emergency response.

    • A situation where it is impractical or unsafe for staff to use a telephone.

  • Acceptable criteria for activating a panic button shall be as follows:

    • Obvious criminal activity and/or workplace violence situation.

    • Serious disturbances by an individual or group.

  • Upon pressing a panic button, and only when it is safe to do so, staff shall:

    • Dial 9-9-1-1 to provide further details of the emergency and additional information which may assist emergency response personnel in quickly resolving the situation.

    • Contact the BOS emergency line at (916) 691-3099 to provide further details such as the reason for the panic button activation and the location where the emergency response personnel are required.

  • In the event that a panic button is pressed accidentally, immediately contact the BOS customer support line at (916) 691-3002 to provide notification of the mistake and to cancel emergency response.

• Intrusion Alarms

  • Physical properties occupied by CCHCS have intrusion alarms which are armed between 6:00 p.m. and 6:00 a.m., Monday through Friday, and 24-hours a day on Saturdays, Sundays, and State holidays.

  • Staff shall not touch, tamper with, modify, or clear alarms on intrusion alarm panels unless authorized to do so, in any form of writing, electronic, or otherwise from the BOS.

  • Staff with an access card provided by the BOS will not set off intrusion alarms when entering or exiting the building as building access cards will bypass intrusion alarms for a period of 60 seconds upon a successful card read on the card reader.

  • Staff shall not hold, prop, or otherwise prevent doors from closing.  A door which is held open for 60 seconds or longer will activate intrusion alarms.

  • Staff shall ensure that, when entering or exiting, the door properly closes and latches behind them to prevent activating an intrusion alarm accidentally or creating an unnecessary security issue.

  • Staff shall immediately report an intrusion alarm incident by calling the BOS emergency line at (916) 691-3099, upon becoming aware of the intrusion alarm.

  • Non-BOS staff shall not contact intrusion alarm monitoring companies or local law enforcement directly to cancel the dispatch of emergency responders.

Policy

• California Correctional Health Care Services (CCHCS), Business Operations Section (BOS) shall maintain a process to provide services for the setup and movement of office and cubicle space.

Applicability

• This policy applies to all staff who utilize office space in any CCHCS leased location.

Procedure

• Staff Setup Requests

  • Staff setup requests shall be submitted for the following staff:

    • New

    • Transfer

    • Current

    • Returning from extended leave (e.g., paternity, maternity, administrative)

    • Promotion

  • The requesting program shall identify a space to assign to the staff.  If office or cubicle space is unavailable, the requesting program shall contact the Space Management Unit (SMU) to discuss alternatives.

    • All office or cubicle space allocations shall adhere to State Space Allowances Standards (State Administrative Manual, Section 1321.14). Deviation from this standard shall require a detailed justification submitted with the staff setup or move request and shall be reviewed by BOS management. Additional management approval may be required based on the type of deviation.

    • Staff are entitled to a single space assignment and shall not be assigned a space in multiple locations or buildings.

  • A staff setup request shall be initiated by submitting a manager-approved Service Request Form through the CCHCS Service Portal no less than ten business days prior to the staff’s official start date.

  • BOS shall review the request on a first-come, first-served basis.  Upon approval, the setup of the space and equipment shall be coordinated with Information Technology Services Division (ITSD) staff.

  • The requesting program shall be notified via the CCHCS Service Portal when the staff setup has been completed and the space is ready for occupancy.

• Staff Move Requests

  • A staff move request shall be initiated by submitting a manager-approved Service Request Form through the CCHCS Service Portal no less than ten business days in advance of the requested move.

  • BOS shall review the request on a first-come first-served basis.  Upon approval, BOS shall coordinate the move request with ITSD staff and third party moving companies if necessary.

• Individual Staff Moves of Less Than Ten Staff

  • Individual staff moves shall occur during regular business hours, 8:00 a.m. to 5:00 p.m., one day per week to be mutually agreed upon by local SMU and ITSD staff.  If the scheduled move date falls on a State holiday, the move shall occur the next business day following the State holiday.

  • Staff shall not be moved outside of the weekly schedule except to prevent potential health and safety issues.

• Program Moves of Ten or More Staff

  • In addition to the manager-approved Service Request Form, the requesting program shall submit the following with their request.

    • Program Information Sheet.

    • Memorandum justifying the business need for the move request and the impact on operations if the request is not approved.

  • The requesting program shall designate a liaison to assist BOS in coordination of move efforts and communications with impacted staff.

  • Larger moves shall generally occur after business hours to limit the disruption to staff and mitigate potential health and safety risks during the move.  Moves may occur during business hours when deemed necessary by BOS.

  • Move dates shall be mutually agreed upon by all involved parties and are subject to change based on a variety of circumstances including, but not limited to:

    • Construction/alteration schedules

    • Modular furniture installation schedules

    • State holidays

    • Contractor availability

    • Severe weather

• General Move Practices/Guidelines

  • All moves shall receive approval from BOS management prior to staff movement.  Staff shall not move themselves to another space without authorization from BOS.

  • Staff, except those designated as ITSD Desktop Support staff, are not authorized to move equipment regardless of classification, experience, training, or any other factors.

  • Staff shall be responsible for packing and labeling the items in their own workspace utilizing the boxes and labels provided by BOS.  If staff are out of the office or unable to pack their own items, the staff’s manager shall be responsible for ensuring the staff’s workspace is packed prior to the move date.

  • Any item which does not have a label shall not be moved.  Item(s) too large to box, or that otherwise cannot be boxed, shall have a label placed on each unpacked item.

  • Managers and supervisors shall be responsible for ensuring vacated workspaces are cleared of all items.

  • Personal items not belonging to the State shall be the staff’s responsibility to move (e.g., pictures, plants, radios, clocks, fans).  Staff shall not receive compensation for or replacement of personal items lost or damaged during a move.

  • Staff shall not move any items into their new workspace until BOS has completed their portion of the move.

  • All furniture (e.g., credenzas, storage/supply cabinets, bookcases) must be emptied prior to the move.

  • All notes (e.g., post-its, papers, flyers) must be removed from all equipment and bulletin/cork boards scheduled to be moved.

  • The requesting program shall be notified via the CCHCS Service Portal when the requested move has been completed.

Policy

• California Correctional Health Care Services (CCHCS), Business Operations Section (BOS) shall maintain a process for staff to request individual workspace reconfigurations.  Cubicle and office designs shall be based on standard/typical furniture layouts.  Deviations from the standard/typical furniture layouts may be accommodated for certain building constraints as deemed necessary by BOS staff.

Applicability

• This policy and procedure applies to all staff who are assigned a workspace in any CCHCS leased space managed by the BOS.

Procedure

• The Space Management Unit, the BOS, is responsible for the management of all CCHCS leased space, modular systems furniture, and conventional office furniture.  There are two types of reconfigurations: Reasonable Accommodation/Ergonomic Evaluation reconfigurations and Legitimate Business Need reconfigurations.

• Requests for individual workspace reconfigurations which deviate from the standard/typical office configuration due to a request for an approved reasonable accommodation or ergonomic evaluation from the Disability Management Unit (DMU) shall adhere to the following process:

  • Reasonable Accommodation: Workspace reconfiguration includes, but is not limited to:

    • Lighting changes.

    • Workspace reconfigurations.

    • Sit/stand workstations.

    • Air purifiers.

    • Equipment containing heating elements.

      • The Request for Reasonable Accommodation (RRA) may be submitted by an employee verbally, in writing, or via a CDCR 855, Request for Reasonable Accommodation.  The employee shall submit the RRA to their manager/supervisor or Return to Work Coordinator for processing.

  • Ergonomic Evaluation: Workspace reconfiguration includes, but is not limited to:

    • Desk height adjustments.

    • Relocation of pull out trays.

    • Keyboard trays.

    • Shelving.

      • The CDCR 2252, Ergonomic Workstation Evaluation Request Form, shall be sent to CDCRCCHCSErgonomicEvaluations@cdcr.ca.gov by the requesting program.

  • Cost Estimate Approval

    • Once DMU has determined the appropriate accommodation, a cost estimate memorandum shall be provided to the program’s Deputy Director, or designee, for approval.

    • Once the cost estimate is approved, it shall be sent to the Fiscal Management Section for review and approval to ensure the funding is available and the cost is included in the program’s spend plan.

    • The expense of the individual workspace reconfiguration shall be charged to the program. 

    • If funding is unavailable, the request for reconfiguration shall be approved and the cost estimate signed by the Director, Health Care Policy and Administration.

  • Request for Workspace Reconfiguration

    • A signed Service Request Form and approved cost estimate shall be attached to the service request to the BOS through the CCHCS Service Portal.

    • If the cost estimate is not approved, the BOS shall not proceed with the requested workspace reconfiguration.

  • Completion of Work:  BOS staff shall coordinate with the appropriate subcontractors and the staff member(s) in the impacted workspace(s) to complete the workspace reconfiguration.

• Requests for an individual workspace reconfiguration that deviate from the typical office configuration for a legitimate business need shall adhere to the following process.

  • Legitimate Business Need

    • Any staff member can submit the request through the CCHCS Service Portal.

    • The staff member shall complete and attach a Service Request Form. 

    • The Service Request Form shall include the legitimate business need for the workspace reconfiguration and shall be approved and signed by the program’s Deputy Director or designee. 

    • The Deputy Director, Business Services, shall review the request for workspace reconfiguration and determine if a reconfiguration is necessary. 

    • If the request is approved, the Deputy Director, Business Services, shall sign the bottom of the Service Request Form. 

    • If the request is not approved, the BOS shall not proceed with the requested reconfiguration.

  • Approved Cost Estimate

    • If the Deputy Director, Business Services, approves the request for workspace reconfiguration, BOS staff shall provide a cost estimate memorandum to the program’s Deputy Director or designee, for approval.

    • Once the cost estimate is approved by the program and the BOS, it shall be sent to the Fiscal Management Section by the requesting program for review and approval to ensure the funding is available and the cost is included in the program’s spend plan. 

    • The expense of the individual workspace reconfiguration shall be charged to the program requesting the reconfiguration.

    • If funding is unavailable, the request for reconfiguration shall be approved and the cost estimate signed by the Director, Health Care Policy and Administration.

  • Request for Reconfiguration: Upon cost estimate approval, the cost estimate shall be attached to the existing request for reconfiguration ticket by the requesting program in the CCHCS Service Portal.

  • Completion of Work: BOS staff shall coordinate with the appropriate subcontractors and the staff member(s) in the impacted workspace(s) to complete the workspace reconfiguration.

Policy

• California Correctional Health Care Services (CCHCS) Business Operations Section (BOS) Operations Support Unit shall provide access to standard office supplies from CCHCS headquarters for all CCHCS and Division of Health Care Services (DHCS) offices including the Central Fill Pharmacy, Health and Imaging Records Center (HIRC), regional offices, and the Division of Juvenile Justice (DJJ).

Procedure

• Business Operations Liaison and Alternate

  • Each program shall identify a BOS liaison and an alternate.  The Business Operations liaison shall be the primary contact for any standard office supply request submitted.

  • The program shall provide the program name and contact information of the BOS liaison and alternate via email to the Staff Services Manager I, Operations Support Unit, and shall ensure the contact information is current at all times.

• Supply Requisition Form

  • Standard office supplies shall be requested by submitting through the CCHCS Service Portal a manager-approved Supply Requisition Form which is accessed via Lifeline as follows:

  • Select the following link: Business Operations Resources (sharepoint.com).

  • Select “Business Operations” located on the left side of the screen under the Business Services section of Policy and Administration.

  • Select “Resources” in the Quick Links box on the right side of the screen and select the “Operations Support” tab.

  • Select “Supply Requisition Form.”

  • All information is required to be completed.

  • Obtain manager signature on Supply Requisition Form via DocuSign.

  • Save the manager-approved Supply Requisition Form to your computer.

• Create a Request in the CCHCS Service Portal

  • Standard office supply requests shall be submitted via the CCHCS Service Portal via the following link:  https://cchcsprod.servicenowservices.com/sp?sysparm_stack=no

  • The CCHCS Service Portal can also be accessed via Lifeline.

    • Select the following link: https://cdcr.sharepoint.com/sites/cchcs_lifeline.

    • Select “Business Operations” located on the left side of the screen under the Business Services section of Policy and Administration.

    • Select “CCHCS Service Portal” located in the Applications box.

  • Select “Business Operations Request”

  • Fields with red “*” must be completed. Use drop down arrows where indicated to complete the form.

  • Select “Add Attachment” and select the saved, signed Supply Requisition Form. Select “Open”.

  • Select “Submit”.  This will generate a ticket number for tracking purposes and will send the ticket to the BOS Operations Support Unit for processing.

• Pick-up and Delivery

  • Once the BOS Operations Support Unit has fulfilled the supply request, notification of pick-up or delivery shall be completed as follows:

    • If the requestor is located in buildings C or D, an email shall be sent notifying the liaison or alternate the order is ready for pick-up.

    • If the requestor is located in buildings B, E, F, G; the HIRC; or Central Fill Pharmacy, an email shall be sent with notification of the delivery date.

    • If the requestor is located in a regional office the supplies will be delivered to the requestor and a shipping confirmation email shall be sent with the tracking number.

  • With the exception of regional offices, smaller supply items shall be placed in a red storage box.  The storage boxes shall be returned within 24 hours to the BOS office located at 8260 Longleaf Drive, Building C, Suite 100.  Boxes may also be placed in the program’s mail pick-up location.

• Supplies Not Listed on the Supply Requisition Form

  • The program shall request non-standard office supplies not on the Supply Requisition Form by creating a Purchase Requisition through the Acquisitions Management Unit.  For information regarding Purchase Requisitions:

  • Select the following link: Acquisitions Management – Home (sharepoint.com).

  • Select “Acquisition Management” located on the left side of the screen under the Business Services section of Policy and Administration.

  • Select “Resources” located in the Quick Links box on the right side of the screen.

  • Select the “Ordering Process and Deadlines” tab.

  • Select the “AMS Workbook – The Ordering Process, Health Care Goods and Support (non-Provider) Services” for detailed instructions.

Policy

• California Correctional Health Care Services (CCHCS) shall ensure that staff have access to conference and quiet rooms, as well as ensure that all conference and quiet rooms are well maintained.

Applicability

• CCHCS employees who require the use of conference rooms or quiet rooms.

Procedure

• General Guidelines

  • Conference rooms of various sizes shall be made available to CCHCS staff through the automated reservation system in the Microsoft Outlook Calendar.

  • Quiet rooms may be reserved using the STD 101, State Appointment Calendar posted outside of each quiet room.

  • Conference rooms and quiet rooms are available to all CCHCS staff for use during normal operating business hours on a “First-Come First-Served” basis.

    • If there are no suitable conference rooms available for use, the Real Estate Services Division and Building and Property Management Branch has provided the following directory of conference rooms available in Department of General Services-owned buildings for use by State agencies: Reserve a Conference Room for State Business (ca.gov).

• Conference Room Guidelines

  • Conference room reservations shall be made through the automated reservation system in the Microsoft Outlook Calendar for conference rooms located in common, accessible areas.  For step-by-step instructions on reserving a conference room, see the following instruction guide: Reserving a Conference Room.pptx.

    • Staff shall follow the general guidelines below when reserving a conference room through the automated reservation system:

      • Do not reserve a date/time that is already reserved.  Should a date/time that has already been reserved be unavailable, it is up to the two individual parties making the reservation to discuss alternative scheduling.

      • If a room has a “tentative” reservation, contact the requestor of that reservation before reserving that room.

      • Do not mark the conference room reservation as “PRIVATE.”

      • Cancel the reservation as soon as it becomes apparent that the room is no longer needed.

      • Do not contact Business Operations Services (BOS) or the Information Technology Services Division (ITSD) to reserve a conference room on your behalf.  Assistance with conference room reservations are available if necessary by submitting a request through the CCHCS Service Portal.

      • On the reservation, describe the purpose of the reservation and list a contact person/meeting organizer who can be contacted for any questions.

    • Certain locations do not offer automated reservations of conference rooms.  Refer to the following conference room directory for a list of available conference rooms, seating capacity, available equipment, and the method used to make a reservation: Conference-Rooms-Directory.pdf.

• Conference/Quiet Room Usage

  • Use of conference and quiet rooms shall comply with all applicable state and local building/fire codes and health and safety laws.

  • Conferences and events must not exceed the maximum room occupancy set forth by the State Fire Marshal.

  • No extraordinary electrical or mechanical equipment, such as crock pots, shall be used without prior arrangements and approval from the Business Operations Space Management Unit.  To request the use of such electrical or mechanical equipment, submit a request through the CCHCS Service Portal in the Solution Center: https://cchcsprod.servicenowservices.com/sp.

  • Tape, nails, staples, thumb-tacks, etc. may not be used on facility walls, ceilings, or windows and candles or other open flames are not permitted.

  • The meeting organizer is responsible for making necessary arrangements to prepare the room for their event, including set-up and take down. Tables, chairs and other furniture shall be arranged carefully so as not to damage any wall or equipment.

  • Furniture may be moved within the meeting room in order to accommodate special events, but must be returned to the original arrangement at the conclusion of the event. If furniture is to be temporarily removed from any room, the meeting organizer must submit a request through the CCHCS Service Portal at least five business days in advance so BOS may coordinate these efforts.

  • The meeting organizer is responsible for cleaning up after each event, including a wipe-down of the tables, chairs, and floors as needed.  If any food waste was placed in the trash cans, the meeting organizer must submit a request through the CCHCS Service Portal to ensure janitorial staff removes all trash.

  • All food and beverages must be consumed within the conference room and/or adjacent break room areas, if applicable. If food and/or beverages were dropped or spilled, it is the meeting organizer’s responsibility to submit a request through the CCHCS Service Portal to ensure janitorial staff cleans the affected area.

  • Break rooms, hallways, and restrooms that are adjacent to conference rooms shall remain available to all CCHCS staff as they are considered common areas. Audio transmissions and attendee voices must be kept at a reasonable volume to avoid disruption to neighboring rooms and office areas.

  • The meeting organizer is responsible for notifying attendees of the meeting location and ensuring all attendees have appropriate access to buildings, meeting areas, and common areas such as restrooms.  For inquiries regarding building and meeting room access, submit a request through the CCHCS Service Portal.

  • Some conference rooms provide access to audio/video technologies, such as teleconferencing and videoconferencing equipment.  If assistance with equipment is required, the meeting organizer shall submit a request through the Solution Center for ITSD staff to assist during the event at least five business days in advance of the event.

• Violations

  • Use of conference and quiet rooms shall comply with all applicable state and local building/fire codes and health and safety laws.

  • Conferences and events must not exceed the maximum room occupancy set forth by the State Fire Marshal.

Policy

• California Correctional Health Care Services (CCHCS) shall ensure staff is notified timely in the event of an emergency.  The Business Continuity Unit (BCU) shall utilize the Emergency Notification System (ENS) to notify staff via work desk phone, work email, and state issued cell phone.  Staff are required to register in the ENS in order to receive notification and can be notified via personal devices if contact information is provided.

Applicability

• This policy applies to all CCHCS headquarters (HQ) staff and all staff who occupy office space in any CCHCS leased location.

Compliance and Accountability

• Management of each operating entity is responsible for ensuring that all business units under their authority comply with this policy in accordance with the standards that are issued and established in CCHCS.

Procedure

• The ENS shall be managed by BCU, which is responsible for maintaining account access and sending alerts to all CCHCS HQ staff and all staff who occupy office space in any CCHCS leased location. 

• Registering in the ENS

  • In order to receive notifications, staff are required to register in the system at https://ondemand.mir3.com/cchcs/login and provide their contact information as part of the emergency notification requirements.  Personal information is not required to be entered but is suggested. 

  • Staff shall ensure contact information is current at all times.  For detailed instructions, refer to the Emergency Notification System Registration Instructions.

• The BCU shall:

  • Provide information regarding the ENS registration process at the New Employee Orientation.

  • Maintain active and inactive user accounts.

  • Remind staff to update their profile information when there is a location move.

  • Conduct bi-monthly testing with all registered ENS users.

  • Review the status of all CCHCS staff bi-annually to ensure they are currently active within the ENS.

Policy

• California Correctional Health Care Services (CCHCS) shall maintain Automated External Defibrillators (AED) in all headquarters (HQ) facilities and leased office buildings for use in an emergency by authorized users.

Purpose

• To describe how the AED shall be used in conjunction with Cardio-Pulmonary Resuscitation (CPR) in cases of sudden cardiac arrest at CCHCS facilities, in accordance with accepted protocols, including those developed by the American Red Cross and American Heart Association.

Applicability

• This policy applies to all CCHCS HQ staff and all staff who utilize office space in any CCHCS leased location.

Procedure

• Authorized Users

  • Anyone that has successfully completed an approved Cardio-Pulmonary Resuscitation (CPR) and AED training program.

  • Anyone at their discretion may provide voluntary assistance to individuals of medical emergencies.  The emergency medical response of these individuals may include CPR, AED, or basic first aid.

• Training

  • Certification Training:

    • Anyone may complete training to provide basic first aid and CPR and to use the AED. Training is provided by the Business Continuity Unit (BCU).

    • The AED Program Coordinator is responsible for maintaining updated records of all staff that attend and pass the basic first aid, CPR, and AED procedures courses offered by the BCU.

  • Recertification Training:

    • Basic first aid, CPR and AED certification remain active for two years and shall be renewed through a renewal course that provides training on basic first aid, CPR, and AED procedures.

    • Recertification and renewals for AED shall be monitored by the BCU.

• AED Use

  • The AED is used to treat individuals who experience sudden cardiac arrest. It is only to be applied to individuals who are unconscious, without a pulse, not breathing normally, and/or showing no signs of circulation such as normal breathing, coughing, or movement.

  • CPR shall be performed in conjunction with the AED.

    • The AED analyzes the heart rhythm and advises the operator if a shockable rhythm is needed. If a shockable rhythm is needed, the AED charges to the appropriate energy level and delivers a shock.

  • Before using the AED on an individual:

    • Assess the scene for safety.

    • Determine the individual’s unresponsiveness.

    • Dial 9-911 and advise dispatch of the individual’s status.

    • If unresponsive, position the individual on his/her back face up.

    • Open the individual’s airway.

    • Check for a pulse and/or signs of circulation such as normal breathing, coughing, or movement.

    • If there is no pulse and/or signs of circulation, obtain an AED device immediately.

    • Press the ON/OFF button to turn on the AED.

    • Follow the AED verbal instructions.

  • Use of the AED and CPR shall continue as appropriate during the course of emergency care until the individual resumes pulse and respiration and/or local Emergency Medical Services arrive on the scene.

• Medical Response Documentation

  • Post-Incident Internal Documentation:

    • When an AED is used by staff, the AED Incident Report shall be completed within 24 hours by that staff member. The AED Incident Report can be requested through the BCU by email via: BusinessContinuityOffice@cdcr.ca.gov.

    • The AED Incident Report shall be submitted to the AED Program Coordinator, BCU, and the Return-to-Work Coordinator.

    • The AED Program Coordinator shall report AED use to the local county Health and Human Services office.

  • Post-Incident External Documentation:

    • The AED Program Coordinator shall contact the AED vendor to download event data from the AED. The data must be retained in the AED Program Coordinator’s records for seven years.

• Post-Event Review

  • A review of each medical event where an AED was used shall be conducted by the AED Program Coordinator.

  • All key participants in the medical event, including the AED Program Medical Director, shall participate in a review that includes:

    • Actions that went well during the medical event.

    • Opportunities for improvement.

    • Critical incident stress debriefing.

  • A summary of the post-event review shall be completed by the AED Program Coordinator within 30 business days and retained for four years.

• Responsibilities

  • The AED Program Medical Director shall:

    • Write a prescription for purchase and use of the AED device.

    • Review and approve guidelines and updates for emergency procedures related to the use of AEDs and CPR.

    • Evaluate post-event review forms and electronic files downloaded from the AED.

  • The CCHCS BCU shall assume responsibility for program coordination and the role of the AED Program Coordinator as follows:

    • Organize AED training for Emergency Response Team members.

    • Maintain records of AED training in accordance with accepted protocols, including those developed by the American Red Cross and American Heart Association.

    • Coordinate monthly equipment and accessory maintenance per manufacture’s recommendations and for record keeping.

    • Review and revise the AED procedures annually as needed.

    • Work as a liaison between CCHCS and the AED manufacturer.

    • Organize meetings and work with the Medical Director to maintain records, AED guidelines, and protocols as necessary.

    • Communicate with the Medical Director on issues related to AED procedures, including post-event reviews.

• System Verification and Review

  • Annual AED Program Review:

    • Once each year, the AED Program Coordinator shall conduct and document a system readiness review, including the following elements:

    • Training records.

    • Equipment operation.

    • Maintenance records.

  • Periodic Systems Check:

    • Once each calendar month, the AED Program Coordinator shall conduct and document a system check including, but not limited to the following elements:

    • Emergency kit supplies.

    • AED battery life.

    • AED operation and status.

  • Annual Equipment Check:

    • Once each year, the local Fire Department shall conduct an equipment check including the following elements:

    • Check expiration dates of battery pack and electrodes.

    • Check AED operational status.

    • Perform AED self-diagnostic check.

• AED Equipment and Maintenance

  • The AED is approved for the CCHCS AED program and conforms to all State and local standards. The location of each AED is listed on the building directory floor maps throughout the CCHCS locations and on the Business Continuity Lifeline page.

  • All AED equipment and accessories shall be maintained by the CCHCS BCU in a state of readiness and pursuant to manufacturer guidelines.

  • The CCHCS BCU shall ensure maintenance checks are performed and recorded monthly on the AED Monthly Maintenance Check form.  Written documentation is recorded on a card stored with each AED, and electronic records are kept with the BCU.

  • Following the use of emergency response equipment, all equipment shall be cleaned and/or decontaminated by the BCU. The AED is to be cleaned with a soft cloth dampened with 90 percent isopropyl alcohol, soap and water, or chlorine bleach.

  • The BCU shall contact the AED manufacturer representative regarding equipment which requires troubleshooting or repairs.

Policy

• California Correctional Health Care Services (CCHCS) shall maintain cleaning and disinfecting processes of frequently used surfaces and touch points of all shared spaces and in common areas within all CCHCS occupied facilities, leased or owned, in order to reduce exposure to pathogens.

Procedure

• Cleaning and Disinfecting Common Areas

  • In an effort to minimize the risk of exposure to microorganisms, janitorial services staff shall clean and disinfect commonly used surfaces and touch points, which includes:

    • Elevator buttons;

    • Exterior building door handles;

    • Toilets;

    • Light switches;

    • Restroom door handles and keypads;

    • Restroom sinks, faucets, soap, and paper towel dispensers;

    • Stall knobs and countertops;

    • Floors; and

    • Handrails.

  • The approved cleaning and disinfecting products are listed in the Environmental Protection Agency’s (EPA) approved product list and shall be supplied by Property Management.

• Cleaning and Disinfecting Shared Offices, Cubicles, Conference Rooms, and Computer and Electronic Equipment

  • Individuals utilizing shared offices, cubicles, conference rooms, and equipment (e.g., keyboards, monitors, mouse, tablets, touch screens, remote controls, and other electronic equipment) are responsible for cleaning and disinfecting the area to include chairs, tabletops, cabinet handles and door handles prior to and after each use.  Hand sanitizer shall be applied to the hands of any individual utilizing equipment prior to and after each use.

  • Cleaning and disinfecting products shall be supplied by the Business Operations Section (BOS) as a standard supply item and shall be requested on an as-needed basis per Health Care Department Operations Manual, Section 5.5.5, Requesting Standard Office Supplies.

  • Cleaning and disinfecting products supplied by the BOS to the requesting program shall be stored either in shared spaces used by staff or in common use areas that remain accessible to all program staff.

  • The only approved cleaning solutions for Information Technology (IT) equipment are those specifically intended for electronic components, containing at least 70% isopropyl alcohol.

    • All other cleaning agents are prohibited from use on IT equipment.

    • Care shall be taken when wiping down IT equipment.  IT equipment shall not be sprayed, and hand sanitizer wipes shall not be used.

    • To prevent damage, IT equipment shall be turned off or disconnected from the power source prior to cleaning and disinfecting.

• Cleaning and Disinfecting State Vehicles

  • Staff who drive a state vehicle shall clean and disinfect the vehicle prior to and after each use, which includes:

    • Wiping high touch points such as key, key fob, steering wheel, steering column, seat belts, center console, door interiors, door pockets, interior door handles, exterior door handles, seat pockets, seat surfaces, areas between seats and consoles, areas between seats and doorjambs, cup holders, compartments, instrument panel, accessory panel, touchscreen, rearview mirror, side mirrors, visors, visor mirrors, dashboard, vents, gear stick, gear shift and trunk release.

  • Cleaning and disinfecting supplies shall be provided by the BOS at the time of vehicle check-out.

Policy

• This policy establishes the emergency evacuation procedures to be used by all California Correctional Health Care Services (CCHCS) headquarters (HQ) facilities staff and all staff who occupy office space in any CCHCS leased location, and describes the obligations for all staff when evacuating an HQ building.  It is the responsibility of all staff to be knowledgeable of their designated evacuation location and for all supervisors/managers to have an updated Supervisor’s Evacuation Roster form completed and available at all times which is located at the following link: Business Operations – Supervisor’s Evacuation Roster (Fillable).pdf under the “HQ Emergency Preparedness” tab.

Applicability

• This policy applies to all CCHCS headquarters staff and all staff that occupy office space in any CCHCS leased location.

Procedure

• Building Evacuation

  • Upon notification of a building evacuation, all staff shall safely and expeditiously evacuate the building using the nearest exit, report to their designated evacuation location, and follow directions given by the Zone Warden.

  • Elevator use is prohibited. Staff shall use the nearest safe stairway to reach the ground level to exit the building.

  • Staff requiring assistance to evacuate shall be assisted to the nearest safe outer stairway by an assigned Disabled Persons Monitor.

    • Any staff requiring assistance and unable to proceed down the stairway shall wait by the safest stairway in their area until the Disabled Persons Monitor arrives to assist them down.  If the staff member cannot navigate the stairs, both the staff member and the Disabled Persons Monitor shall wait for emergency responders (e.g., fire department) to assist.

    • Any staff member who requires assistance shall complete a Request for Emergency Evacuation Assistance form which can be found at the following link: Request for Emergency Evacuation Assistance.doc (sharepoint.com) under the “HQ Emergency Preparedness” tab and submit to their supervisor/manager as soon as the need is identified.  The supervisor/manager shall submit a copy via email to the Business Continuity Unit (BCU) at BusinessContinuityOffice@cdcr.ca.gov.

  • Supervisors/managers shall bring their Supervisor’s Evacuation Roster with them upon evacuation to account for their staff’s whereabouts.  Supervisors/managers shall appoint a back-up to be responsible for their rosters should they not be in the office.

  • All visitors shall stay with the unit they are visiting and exit with that unit to the designated evacuation location.  The Visitors Sign-In sheet shall be collected by the security staff and brought to the Building Coordinator to ensure all visitors are accounted for.

  • If staff are in another building or unit when an evacuation occurs, they shall evacuate with the unit closest to them and notify the Zone Warden that they are from another building or unit. The Zone Warden shall communicate with the Building Coordinator to ensure staff are accounted for.

  • Upon arrival at the designated evacuation location, supervisors/managers shall perform a roll call to ensure all staff on their Supervisor’s Evacuation Rosters are accounted for.

  • Zone Wardens shall collect all Supervisor’s Evacuation Rosters from supervisors/managers once outside at their assigned evacuation locations.

  • Once the Zone Wardens receive all Supervisor Evacuation Rosters, each Zone Warden shall notify the Building Coordinator.

  • All CCHCS HQ staff shall remain in the designated evacuation location until notified by the Building Coordinator or emergency responders that they may safely re-enter the building.

• Evacuation Follow-Up

  • Immediately following the completion of a building evacuation, a meeting shall take place with the Emergency Response Team (ERT) members to discuss any issues.  Each member shall complete an Emergency Response Team Evacuation Survey provided by the BCU within one week of the evacuation.

  • Building Coordinators shall complete an After Action Report provided by the BCU based on their observations and results of the Emergency Response Team Evacuation Surveys.  After Action Reports are used by the BCU to analyze and measure the success of building evacuations and to evaluate progress from subsequent evacuations.  After Action Reports are distributed during the bi-monthly meetings to members of the Steering Committee who decide on the priorities and order of business of the BCU.

  • The BCU concludes a building evacuation was successful by the following:

    • Staff exited the building safely within five minutes.

    • All staff were accounted for at the evacuation locations.

  • If a building evacuation is unsuccessful, the BCU shall coordinate additional training with the ERT members.

Policy

• California Correctional Health Care Services (CCHCS), Business Operations Section (BOS) shall ensure that all mail is retrieved, sorted, and delivered in a timely manner.

Applicability

• This policy applies to all CCHCS headquarters, regional offices, Health and Imaging Records Center, Central Fill Pharmacy, Division of Health Care Services, and Division of Juvenile Justice staff located in Elk Grove, Sacramento, Fresno, Bakersfield, Rancho Cucamonga, Diamond Bar, Santa Ana, and Ontario, California.

Procedure

• Daily Routine – CCHCS Headquarters

  • Mail Center employees shall retrieve mail from the United States Postal Service (USPS) and sort each business day.

  • Internal mail delivery and retrieval are made once in the morning and once in the afternoon on each business day.

  • External mail delivery and retrieval are made once each business day.

  • Staff located in Elk Grove shall be notified, by BOS, to pick up multiple packages or packages weighing more than 25 pounds.

• Daily Routine – CCHCS Regional Offices

  • BOS staff shall retrieve mail from the USPS once each business day and sort the mail daily.

  • Deliver Human Resources mail to the receptionist.

  • Deliver regional mail to the recipients.

  • Meter mail throughout the day.

• Daily Retrieval and Delivery Locations CCHCS Headquarters

  • Internal locations shall include the following:

    • 8220 Longleaf Drive, Elk Grove (Building B)

    • 8260 Longleaf Drive, Elk Grove (Building C)

    • 8280 Longleaf Drive, Elk Grove (Building D)

    • 9260 Laguna Springs Drive, Elk Grove (Building E)

    • 9266 Laguna Springs Drive, Elk Grove (Building F)

    • 9272 Laguna Springs Drive, Elk Grove (Building G)

  • External locations shall include the following:

    • Post Office Box 588500, Elk Grove (CCHCS – Headquarters)

    • 1515 S Street, Sacramento (California Department of Corrections and Rehabilitation – Headquarters)

    • 10000 Goethe Road, Sacramento (Regional Accounting)

    • 9838 Old Placerville Road, Sacramento (Facility Planning and Activation)

    • 10111 Old Placerville Road, Sacramento (Internal Affairs)

    • 3301 C Street, Sacramento (State Controller’s Office)

    • 600 North Market, Sacramento (Correct Care Integrated Health)

    • 707 Third Street, West Sacramento (Department of General Services)

    • 300 Capitol Mall, Sacramento (State Controller’s Office – Personnel)

    • 8300-8330 Valdez Avenue, Sacramento (Health Records Center)

    • 8364 Rovana Circle, Sacramento (Central Fill Pharmacy)

• Mail Center Schedule – CCHCS Headquarters

  • The Mail Center is open from 8:00 a.m. to 5:00 p.m. each business day.

  • Mail received by the Mail Center before 4:00 p.m. shall be processed on the same day.

  • Mail received after 4:00 p.m. shall be processed the next business day.

• Mail Center Schedule – CCHCS Regional Offices

  • Mail can be dropped off daily on business days from 8:00 a.m. to 5:00 p.m. at the regional analyst’s desk.

  • Mail received by the regional analyst before 3:30 p.m. shall be processed on the same day.

  • Mail received after 3:30 p.m. shall be processed the next business day.

• Courier Service

  • The courier service for deliveries requiring overnight service within California is General Logistics Systems (GLS).

    • GLS delivers packages in the morning and picks up in the afternoon.

    • To send a package via GLS, a label request must be attached to the package.  To create a GLS shipping label request:

      • Select the following link: Lifeline – Home (sharepoint.com).

      • Select “Business Operations” located on the left side of the screen under the Business Services section of Policy and Administration.

      • Select “Resources” in the Quick Links box on the right side of the screen and select the “Operations Support” tab.

      • Select “Request for GLS Shipping Label.”  Only one label per package needs to be completed.

      • Print the label and attach it to the package with a single piece of tape.

      • The package can be delivered to the BOS located in Building C, Elk Grove, Suite 100, the regional analyst at your location, or placed in the outgoing mail box in your work area for pick up.

      • If there are multiple packages or packages weighing more than 25 pounds, the packages shall be brought to the BOS or regional analyst.

  • The courier service provider for out-of-state deliveries is Federal Express (FedEx).

    • FedEx delivers packages throughout the day.

    • Prior arrangements must be made by the program for FedEx to pick up packages.

    • To ship a package via FedEx, a label request must be attached to the package.  To create a FedEx shipping label request:

      • Select the following link: Lifeline – Home (sharepoint.com).

      • Select “Business Operations” located on the left side of the screen under the Business Services section of Policy and Administration.

      • Select “Resources” in the Quick Links box on the right side of the screen and select “Operations Support” tab.

      • Select “Request for FedEx Shipping Label.”  Only one label per package needs to be completed.

      • Print the label and attach it to the package with a single piece of tape.

      • The package can be delivered to the BOS located in Building C, Elk Grove, Suite 100, or placed in the outgoing mail box in your work area for pick up.

      • If there are multiple packages or packages weighing more than 25 pounds, the packages shall be brought to the BOS or regional analyst.

  • Supplies (e.g., envelopes, plastic bags) for both courier services are available in the BOS located in Building C, Elk Grove, Suite 100, or with the regional analyst.

• Folding and Inserting Services

  • Folding and inserting documents into envelopes is available upon request. 

  • Requests shall be made by submitting a ticket through the CCHCS Service Portal. To find the CCHCS Service Portal:

    • Select the following link: Lifeline – Home (sharepoint.com).

    • Select “Business Operations.”

    • Select “CCHCS Service Portal.”

    • Select “Business Operations Request.”

    • Complete required areas. Requestor must include in the description how the materials will be provided.

    • Click on “Submit.” This will generate a ticket number and will send the request to the BOS for processing.

  • A notification when your request is completed shall be provided by the Mail Center.

• Mass Mailing

  • Mass mailings (e.g., State Restrictions of Appointment letters, inquiry letters), or projects that include a substantially larger volume of items (e.g., mental health posters, booklets) to mail require 3-4 days to complete. Contact the Mail Center at (916) 691-3034 for assistance.

• Acceptable Items for Delivery or Shipping

  • Only items related to official state business shall be delivered or shipped using state resources.  State resources shall not be utilized to deliver or ship items that are personal in nature (e.g., greeting cards, gifts) or do not support official state business.

Overview

• A wide range of potential threats can be introduced in the workplace by way of incoming mail. Threats that involve chemical and biological substances and contraband are both dangerous and disruptive. All staff who handle mail shall be able to identify these threats and eliminate or mitigate the risk they pose to the workplace, staff, and daily operations.

Responsibility

• All staff who handle incoming mail are responsible for following safe mail handling procedures as outlined within this procedure.

Procedure

• Precautions

  • Staff shall always be aware of surroundings and suspicious mail.  The following steps and general precautions for handling incoming mail shall be taken.

  • Wash hands with soap and warm water before and after handling mail.

  • Inspect and open received mail in an isolated location.

  • Do not eat, drink, or smoke around mail.

  • Disposable plastic or rubber gloves may be appropriate if a staff has open cuts or skin lesions on hands. To safely remove gloves:

    • Grasp the outside of one glove at the wrist. 

    • Peel the glove away from your body, pulling it inside out.

    • Hold the glove you just removed in your gloved hand.

    • Peel off the second glove by putting your fingers inside the glove at the top of your wrist.

    • Turn the second glove inside out while pulling it away from your body, leaving the first glove inside the second.

    • Pay close attention that you do not touch the exterior of the glove.  The idea is to flip the gloves inside-out so that you will not have to touch the contaminated exterior.

    • Dispose of the gloves safely.  Do not reuse the gloves.

    • Clean your hands immediately after removing gloves.

• Initial Inspection and Opening of Mail

  • Visibly and physically inspect each item for key characteristics of suspicious or potentially dangerous mail including, but not limited to:

    • Excessive packaging.

    • Oily stains, discolorations, or odors.

    • No return address.

    • Excessive weight.

    • Uneven or lopsided packaging.

    • Excessive security material e.g. string, tape, etc.

    • Postmark from a city or state that does not match the return address.

    • Powdery substance felt through or left on the envelope or package.

  • If no threats are discovered, sort and deliver the envelope or package.

• Handling of Suspicious or Potentially Dangerous Mail

  • Do not open the envelope or package (or open any further).

  • Do not shake the envelope or package, show it to others, or empty its contents.

  • Leave the envelope or package where it is or gently place it on the nearest flat surface.

  • If possible, gently cover the items (e.g., use a trash can, article of clothing).Shut off any fans or equipment in the area that may circulate the material.

  • Alert others nearby to relocate to an area away from the site of the suspicious item.

  • Take essential belongings (e.g., cell phones, keys, purse) in case returning to the office is delayed.

  • Leave and close the door to the space containing the suspicious envelope or package, cover the threshold area under the door with a towel or a coat if possible, and section off the area to keep others away.

  • To prevent spreading any powder or hazardous substance to the face, wash hands thoroughly with soap and water.

  • Suspicious mail may lead to an investigation. Staff who process and encounter suspicious mail shall not destroy potential evidence by vacuuming powder, disposing of dangerous packages, or similar activities.

  • Suspicious mail may lead to an investigation. Staff who process and encounter suspicious mail shall not destroy potential evidence by vacuuming powder, disposing of dangerous packages, or similar activities.

• Incident Reporting

  • California Correctional Health Care Services staff shall notify appropriate supervisory staff if suspicious or potentially dangerous mail is discovered and provide all documentation of the incident including, but not limited to:

    • The addressee’s name or location.

    • Description of the suspected dangerous envelope or package.

    • The time of the discovery.

    • Description of how the discovery was made.

    • Where the secured dangerous envelope or package is located.

  • The Operations Support Manager or Business Services Officer shall notify the Associate Director and Staff Services Manager IIs for incidents occurring in the Business Operations mail room.

  • In emergency situations, any staff member shall call first responders or 9-1-1 and report as much detailed information that is available.

  • Staff shall not alert the media about the situation.

Policy

• California Correctional Health Care Services (CCHCS), Division of Juvenile Justice (DJJ) and Division of Health Care Services (DHCS) employees shall protect the confidential information of its contractors, staff, and patients and shall comply with State and federal regulations to protect/destroy such information when discarded.

• Proper adherence to these guidelines provides an enterprise-wide approach for document management and destruction and helps to protect and reduce risk to contractors, staff, and our patients.  In addition, all information for confidential destruction must comply with all CCHCS and State Administrative Manual requirements including, but not limited to, adherence to document retention practices.  Failure to adhere to the requirements within the policy may result in disciplinary action.

Purpose

• To outline the official Confidential Information Destruction policy of CCHCS and provide a guideline to all staff regarding acceptable methods for destroying discarded information in order to protect confidential information (e.g., Personally Identifiable Information, Protected Health Information).

Applicability

• All CCHCS, DHCS, DJJ, California Department of Corrections and Rehabilitation staff, and contractors at the headquarters facility and regional offices are required to adhere to this policy.

Procedure

• Key to the Confidential Bins

  • The vendor shall provide a key to the locks for all confidential bins in the facility to the Business Operations Section (BOS).  The key shall not be shared with any other staff and shall be engraved or otherwise marked to identify it is the key to the confidential bins.   

  • The key shall be kept in a secure, locked location within BOS, accessible only to authorized staff.

  • If the key to the confidential bins is lost, the BOS shall arrange for the lock to all confidential bins to be re-keyed by the vendor and for a new key to be issued.

• Confidential Bins

  • Confidential bins shall only be opened by an authorized BOS staff or vendor representative.

  • Location of confidential bins shall be according to volume of waste generated and available space within each building.

  • Confidential bins are located on each floor in every building.

  • Confidential bins shall not be moved from their designated locations.

• Confidential Shredding Chain of Custody

  • Staff shall deposit their documents to be destroyed into a locked confidential bin.

  • Paper shall be separated from items that are not considered confidential information.  For example, if a binder has 50 sheets of paper and only four sheets of paper are considered confidential, only those four sheets shall be placed in the confidential bins.  The remaining sheets of paper shall be deposited in the recycle bin.

  • Items that should not be placed into the bins include, but are not limited to, the following:

    • Newspapers

    • Magazines

    • Boxes

    • Cardboards

    • Plastic

    • Paper clips

    • Binder clips

    • 3-ring binders

  • Items that are acceptable include the following:

    • All types and colors of office paper (rubber bands and staples are acceptable).

    • File folders (remove hangers).

  • The vendor shall be on-site twice a month to shred confidential documents.

  • If the confidential bins are full, inquire with BOS to determine if additional bins are available.  If additional bins are unavailable, the program will need to store items in a secure location.

Policy

• California Correctional Health Care Services (CCHCS) shall provide work-related digital reprographics services, also known as print services, from CCHCS headquarters (HQ) for all HQ and Division of Health Care Services offices including the Central Fill Pharmacy, Health Records Center, regional and satellite offices, and Division of Juvenile Justice.

Procedure

• General Guidelines

  • Digital reprographics services shall be requested by submitting a manager-approved Digital Reproduction Work Order (work order) through the CCHCS Service Portal.  For business card requests only, a manager’s approval is not required for Staff Services Managers II or above.

  • The work order form can be accessed via Lifeline.

    • Select the following link: https://cdcr.sharepoint.com/sites/cchcs_lifeline.

    • Select “Business Operations,” located on the left side of the screen under the Business Services section of Policy and Administration.

    • In the Quick Links section located on the right side of the page, select “Resources,” then select the “Operations Support” tab.

    • Select “Digital Reproduction Work Order.”

    • All information is required to be completed.

    • Obtain manager signature via DocuSign.

  • Digital reprographics services are requested via the CCHCS Service Portal via the following link: https://cchcsprod.servicenowservices.com/sp?sysparm_stack=no.

    • The CCHCS Service Portal can also be accessed via the Lifeline Intranet.

      • Select the following link: https://cdcr.sharepoint.com/sites/cchcs_lifeline.

      • Select “Business Operations,” located on the left side of the screen under the Business Services section of Policy and Administration.

      • In the Applications box located on the right side of the page, select “CCHCS Service Portal”.

    • Select “Reprographics Request.”  Complete all areas.

    • Select “Submit.” This will generate a ticket number for tracking purposes and will send the ticket to the Business Operations Section for processing.

    • If the manager/supervisor is not in the approval drop down, the requestor will need to submit the request through the “Business Operations Request” on the CCHCS Service Portal.

    • Select “Business Operations Request”.  Complete all areas.

    • Upload the signed Reproduction Work Order.

    • Select “Submit.”   This will generate a ticket number for tracking purposes and will send the ticket to the Business Operations Section for processing.

  • Upon completion, the requestor will be notified, via the CCHCS Service Portal, that their requested printed materials are completed and ready for pick up. If the requestor is not located at the Elk Grove Campus, printed materials shall be shipped or delivered to the requestor or their indicated delivery location(s).

• Acceptable File Types and Formats

  • Files can be attached to the Customer Request Program ticket. The following formats are acceptable:

    • Word

    • Publisher

    • Excel

    • PDF

  • If the file is too large, it can be saved to a thumb drive, CD, or sent via email.

  • Inter-office mail can be used as an option for delivery to the Digital Reprographics Unit.  The requestor shall include the print request ticket number for reference.

• Acceptable Print Requests

  • Training materials

  • Official reports

  • Work-related documents

  • Work-related posters

• Unacceptable Print Requests

  • Birthday banners/posters

  • Baby shower banners/posters

  • Holiday party banners/posters

  • Pictures/collages

  • Appreciation banners/posters

  • Other non-work-related products

• Delivery Options

  • If the order requires shipping, the requestor shall select one of the following mail carriers:

    • General Logistics Systems

    • FedEx

    • United States Postal Services

  • Attach a distribution list to the ticket for all direct shipments from the Digital Reprographics Unit. The following information shall be included on the distribution list:

    • List of locations/department name

    • Attention to:

    • Address

    • Sender

Policy

• California Correctional Health Care Services (CCHCS)/Division of Health Care Services (DHCS) shall conduct acquisition activities in an open and fair environment that promotes competition among prospective suppliers.  CCHCS encourages the exchange of product or service information among all interested parties and shall stay within procurement integrity requirements.

• CCHCS/DHCS staff shall:

  • Treat suppliers equitably, without discrimination, and without imposing unnecessary constraints on the competitive market.

  • Be open, fair, and impartial in all processes.

  • Maintain consistency in all processes and actions.

  • Act and conduct business with honesty, avoiding the appearance of impropriety.

Applicability

• This policy and procedure applies to all CCHCS/DHCS staff.

Procedure

• Detailed procedures for communicating with suppliers can be found in the “Guidelines for Supplier Communication” on Lifeline under the Acquisitions Management Section (AMS) webpage under the “Resources and Publications” tab at the following link: Acquisitions Management – SupplierComms.pdf – All Documents (sharepoint.com).

• For general inquiries, contact AMS at CCHCSAcquisitionsManagement@cdcr.ca.gov.

Policy

• California Correctional Health Care Services (CCHCS) and Division of Health Care Services (DHCS) shall establish and maintain a Records Management Program consistent with state and agency statutory requirements.  All official records shall be retained for the minimum periods stated in the STD 73, Records Retention Schedules, as approved by California Records and Information Management (CalRIM) pursuant to California Government Code, Sections 14740-14746.  CCHCS and DHCS employees shall apply efficient and economical management methods in the creation, utilization, maintenance, retention, preservation, and disposal of state records.

Purpose

• To ensure official records are managed and disposed of in a manner consistent with approved records and information management guidelines and procedures to ensure that records are available as needed at the least possible cost.

Applicability

• This policy and procedure is applicable to all CCHCS and DHCS programs at headquarters and regional offices.

Procedure

• Headquarters and Regional Offices Responsibilities

  • The Directors or Deputy Directors of the program shall designate staff as a Records Management Assistant Coordinator (RMAC) to:

  • Conduct a records inventory utilizing the STD 70, Records Inventory Worksheet.  Once completed, retain the results of the active files until the next scheduled inventory. 

  • Ensure that records are covered by an approved retention schedule not more than five years old.  Prior to the expiration of a retention schedule, programs shall conduct another inventory and re-evaluate the STD 73.

  • Use the guidelines applicable to the program area located on the CalRIM website https://www.sos.ca.gov/archives/records-management-and-appraisal/ when creating the STD 73.  The STD 73 shall address all records created and maintained by the program; provide an accurate description of each record series; and state the period of time each record series should be retained in office, department, and/or records center space before destruction or transfer to the state archives.

  • Review the completed STD 73 for accuracy and obtain the approval of the program manager responsible for the records.

  • Email the STD 73 to the Records Management Coordinator (RMC) at: m_CDCRCCHCSBusinessOps@cdcr.ca.gov for approval.

    • Once the RMAC has an approved STD 73 from CalRIM and is ready to move appropriate records to the State Records Center (SRC), complete the STD 71, Records Transfer List, and submit to the RMC.  The RMAC shall mark the boxes containing the records identified in the STD 71 with a black permanent marker with the list number from the STD 71 and the sequential box number in the designated area.

    • The RMAC shall review the “Basic SRC Guidelines” which contains the SRC expectations.

    • Boxes accepted by the SRC can only be one cubic foot (15x12x10) and only have the list and box numbers.  There should be no other writing on the front or back.

    • Boxes can be obtained from BOS by submitting a ServiceNow Ticket.

    • The RMC shall pre-inspect the boxes before the program submits a Customer Request Ticket once boxes are labeled and the STD 71 is completed.

  • Submit the STD 71 electronically once pre-inspection is completed by the RMC, and the STD 71 is filled out completely.  To electronically submit the STD 71 to the RMC, fill out section 16 at the bottom of the form and click the “Submit to RMC” button at the top of the STD 71.  There will be a prompt to input the RMC’s email address which is m_CDCRCCHCSBusinessOps@cdcr.ca.gov.  This will notify the RMC automatically via email for approval. The program will receive a confirmation via email from the RMC with the approved date and time for the boxes to be delivered to the SRC.

  • Submit a ticket through the Customer Request Program with the approved appointment time and date for delivery of the boxes to the SRC.

  • Coordinate with the BOS to pick up the boxes and deliver them to the SRC.

• RMC Responsibilities

  • The RMC shall:

  • Maintain the CCHCS and DHCS Records Management Program.

  • Conduct research into records retention requirements.

  • Review and approve the STD 73 on behalf of CCHCS and DHCS.

  • Disseminate announcements of records management activities.

  • Review and sign the STD 71 and STD 73 forms. The forms shall be emailed to the Records Management analyst at CalRIM to review and approve.

  • Receive the approved copies of the STD 71 and STD 73 from CalRIM.

  • Provide CalRIM approved copies to the RMAC for their records.

  • Pre-inspect the boxes prepared by the program.

  • Send the forms to the SRC for scheduling a date and time for delivery.  The SRC shall send an email to the RMC with the date and time the boxes can be delivered to the SRC.

  • Notify the RMAC by sending a confirmation email of date and time for the boxes to be delivered to the SRC.

  • Once the boxes are stored at the SRC, CalRIM will send a copy of the STD 71 with the storage numbers stamped on the form to the RMC, and the RMC shall forward a copy to the RMAC for their records.

  • Monitor and track CCHCS and DHCS program adherence to Records Management Program Policy and Procedure for compliance.

Disposition of Records

• Records Stored at the SRC

  • When a record has reached the end of its retention period and is stored at the SRC, the SRC will notify the RMC using an Authorization for Records Destruction report. The records will be destroyed when the original copy of the report has been returned to the SRC showing the RMC’s signature indicating that the records are approved for destruction or justifying an extension for the records in question.

• Records Stored In-House

  • When a record has reached the end of its retention period and contains sensitive personal information, it must be destroyed using witnessed confidential shredding. If a record is less sensitive, it may be destroyed using regular recycling.  A Records Destruction Log will be kept by the RMC to collect information such as the disposition date, authorization (Records Retention Schedule number and Item number), volume, medium, and any remarks pertinent to the disposition of the record.

Training

• Training classes are provided by the California Secretary of State to State entity RMC, RMAC, and managers interested in the development, preparation, and maintenance of State entity Records Retention Schedules. Classes are presented the third Wednesday of every month except December.

Policy

• California Correctional Health Care Services (CCHCS) staff shall not use State funds to purchase any promotional items.  The purchase of novelty gift items or giveaways for purposes of recruitment, advertising, and/or morale boosting is prohibited, absent specific statutory authority.

• Persons involved in the purchase of promotional items may incur personal liability for the items purchased.  Unlawfully purchased items are subject to orders of restitution (i.e., personal liability) against the individual who improperly uses the state contracting process pursuant to the State Administrative Manual, Section 3504.  Consequences could lead to employee discipline including but not limited to, reimbursement, and/or restitution, after consideration of all facts and circumstances surrounding the improper purchase.

• This policy is supported by the California State Constitution, Article 16, Section 6, which states in part, “any gift of public funds is strictly prohibited.”

Applicability

• This policy applies to all CCHCS staff.

References

• California Government Code, Title 2, Division 5, Part 2.6, Chapter 2.5, Article 10 (Activities), Section 19990

• California Government Code, Title 1, Division 4, Chapter 1, Article 4 (Prohibitions Applicable to Specified Officers), Section 1090

• California Constitution, Article 16, Section 6 (Prohibition on Gifts of Public Funds)

• Acquisitions Management Bulletin #15-001, Prohibition on the Purchase of Promotional Items

• State Administrative Manual, Chapter 3500 Purchases, Section 3504 Prohibited Practices

Policy

• Fleet assets used by California Correctional Health Care Services (CCHCS) and/or Division of Health Care Services staff shall be acquired in one of the following two ways:

• Fleet assets located at California Department of Corrections and Rehabilitation (CDCR) adult institutions shall be purchased, managed, and maintained by CDCR.  CDCR is responsible for the purchase of the fleet asset and maintenance and repair costs including all parts and/or accessories.

• Fleet assets located at CCHCS headquarters and/or regional offices shall be leased from the Department of General Services and managed and maintained by CCHCS Business Operations under the terms of the lease(s).

Procedure

• CDCR-Managed Fleet Assets

  • Staff shall communicate inquiries regarding the replacement or addition of CDCR-managed fleet assets through the CCHCS chain of command.

• CCHCS-Managed Fleet Assets

  • Staff shall communicate inquiries regarding CCHCS-managed fleet assets to the CCHCS Business Operations Customer Service Line at (916) 691-3002.

Policy

• California Correctional Health Care Services (CCHCS) headquarters Business Operations Section (BOS) shall ensure that all CCHCS and Division of Health Care Services (DHCS) employees located at the Elk Grove Campus, Central Fill Pharmacy, Health Records Center, regional, and satellite offices abide by all policies and procedures pertaining to the use of pool vehicles in the conduct of state business.

• CCHCS headquarters BOS shall manage pool vehicles in an economical and efficient manner to ensure that they are available to authorized staff.  All drivers shall possess a valid California Driver’s license, current Defensive Driver Training Certificate, and be a current CCHCS/DHCS employee.

Applicability

• All CCHCS and DHCS employees at the following locations who operate a vehicle in the conduct of state business shall comply with this policy.

  • Headquarters – Elk Grove Campus

  • Health Records Center

  • Central Fill Pharmacy

  • Regional and satellite offices

• Consequences of noncompliance may result in the loss of privileges to utilize a CCHCS pool vehicle.

Procedure

• Reservation Requirements

  • Drivers shall provide a copy of the Department of General Services (DGS) Defensive Driver Training Certificate at the time of the vehicle reservation request if one has not been previously submitted to the BOS. The DGS Defensive Driver Training can be found at the following link Enroll in Defensive Driver Training (ca.gov).  The certificate is valid for four years and must be renewed every four years thereafter in accordance with State Administrative Manual, Section 0751. The certificate can be attached to the ticket through the CCHCS Service Portal, emailed to the BOS, or emailed to the local Regional BOS analyst.

  • The driver shall go online to the CCHCS online Learning Management System to read and sign the “Pool Vehicle Reservations Policy and Procedure Acknowledgement” form prior to confirmation of vehicle reservation.  This form acknowledges the driver has read, understands, and agrees with the terms and consequences of the policy.  The form shall be completed every two years.

• Vehicle Availability

  • Types of Vehicles

    • Passenger vans that seat up to seven.

    • Sedans that seat up to five.

    • Sedans that seat up to four.

  • Timeframes

    • BOS’s hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, with the exceptions of state holidays.

    • The vehicle binder can be picked up after 4:30 p.m. the day before if leaving the next day before 8:00 a.m.

    • Vehicles can be reserved on an hourly or daily basis.

    • Reservations can be made for a maximum of three consecutive days for the Elk Grove Campus.

    • Reservations can be made for a maximum of five consecutive days for regional offices.

    • For reservation requests that exceed the maximum allowable time, the employee may reserve a rental car through Concur Travel Services, which is located in the Travel Portal on Lifeline.

    • If a pool or rental vehicle is not available, approval from the program’s management to allow use of a privately owned vehicle for state business is required and an approved STD 261, Authorization to Use Privately Owned Vehicle on State Business, must be on file.  Refer to the Health Care Department Operations Manual, Section 5.5.20, Use of Privately Owned Vehicles and Rental Vehicles in the Conduct of State Business.

• Reservation Procedures

  • Pool vehicles are requested via the CCHCS Service Portal at the following link: Vehicle Reservation – CCHCS Service Portal (servicenowservices.com)

  • The CCHCS Service Portal can also be accessed via Lifeline.

    • Select the following link: https://cdcr.sharepoint.com/sites/cchcs_lifeline.

    • Select “Business Operations” located on the left side of the screen under the Business Services section of Policy and Administration.

    • Select “CCHCS Service Portal,” located in the Applications box.

    • Select “Business Operations Services.”

    • Select “Vehicle Reservation.”

    • Complete the user fields.

    • Attach a copy of the Defensive Driver Training certificate, if applicable.

• Driver Responsibilities

  • All drivers shall:

  • Use the vehicle for state business only.

  • Use safety equipment such as seatbelts and require the same of their passengers. Passengers who are not state employees or who are not on state business are not allowed in vehicles.

  • Not smoke in vehicles.

  • Not carry or transport firearms, weapons, and ammunition in vehicles.

  • Complete the mileage log, located inside the vehicle’s binder in its entirety.

  • Personally pay all citations, moving violations, and/or bridge toll road evasion fines cited while operating the vehicle.

  • Return the vehicle with the gas tank at least half full.

    • A Voyager card is provided for purchasing the gas and is located inside the key pouch.

    • Instructions on how to use the Voyager card can be found inside the vehicle binder.

    • Instructions on how to charge electric vehicles can be found inside the vehicle binder.

  • Remove all trash and personal belongings before returning the vehicle.

  • Return the vehicle on or before the date and time stated in the reservation.

  • Park pool vehicles in a vehicle cage at headquarters and regional offices.  Secure the gates to the vehicle cage if leaving or returning before or after the working hours of 7:30 a.m. and 5:00 p.m.  A key/fob that allows access to the closed/locked vehicle cage is located on the key ring. 

  • Not park vehicles at or in the vicinity of the employee’s home overnight.  Requests for an exception must be submitted through the CCHCS Service Portal in the form of a written justification. Exceptions shall be considered on a case-by-case basis and approved by the Associate Director, BOS.

  • Immediately notify BOS or the local Regional BOS analyst if the designated pick-up time for keys is delayed, the vehicle will not be returned on time, or a reservation must be cancelled.

  • Immediately report any damages to the vehicle to BOS or the local Regional BOS analyst.  If return of the vehicle is after hours, inform BOS or the local Regional BOS analyst the next business day.

• Consequences of Noncompliance with Driver Responsibilities

  • Consequences of noncompliance violations are based on each occurrence, not necessarily the same violation. An email shall be sent to the employee and the supervisor/manager notifying of each violation and consequence. Adherence to driver responsibilities, listed above in Section (c)(4), shall be monitored and tracked by BOS.

  • First violation: an email shall be sent to the employee and the supervisor/manager notifying of the violation.

  • Second violation: loss of pool vehicle usage for 30 days and notification to the driver’s program’s Deputy Director.

  • Third violation: loss of pool vehicle usage for six months.

  • Fourth violation: BOS management reserves the right to permanently suspend pool vehicle usage.

• Accidents

  • In the event of an accident, drivers shall:

    • Obtain the other party’s information, i.e., name, address, insurance carrier.  The STD 269, Accident Identification, located in the vehicle binder can be used for this purpose.

    • Complete a STD 270, Report of Vehicle Accident.

    • Have the supervisor/manager review the circumstances of accident and complete an STD 270, State Driver Accident Review, and submit with the STD 270 to the DGS, Office of Risk and Insurance Management (ORIM) within two business days after the accident.  ORIM can be contacted 24 hours a day, seven days a week at (916) 376-5300, (916) 376-5302, or (800) 900-3634.  Voicemail is available on evenings, weekends, and state holidays.

    • Submit copies of all forms to BOS or the Regional BOS analyst within two business days after the accident.

  • BOS shall collect and track all accident information to ensure compliance with the timeframes established by DGS and noted above.

Policy

• California Correctional Health Care Services (CCHCS) headquarters Business Operations Section (BOS) shall ensure all CCHCS and Division of Health Care Services (DHCS) employees located at the Elk Grove Campus, Central Fill Pharmacy, Health Records Center, regional and satellite offices abide by all policies and procedures pertaining to the use of privately owned or rental vehicles in the conduct of state business as established by the Department of General Services (DGS).

• In the event that a state-owned pool vehicle is unavailable, CCHCS and DHCS employees may use a state-contracted rental vehicle.  Privately owned vehicles (POV) on state business may be used if approved by a supervisor/manager.  CCHCS shall not require employees to use their POV unless it is a formal condition of employment.

Applicability

• All CCHCS and DHCS employees at the following locations who operate a vehicle in the conduct of state business shall comply with this policy.

• Headquarters – Elk Grove Campus

• Health Records Center

• Central Fill Pharmacy

• Regional and satellite offices

Use of Rental Vehicles

• Driver Responsibilities

  • If pool vehicles from BOS are not available, a rental car may be reserved through Concur Travel Services, which is located in the Travel Portal on Lifeline.

  • Defensive Driver Training (DDT) must be completed prior to use of any vehicle for state business.  Once completed, a copy of the DDT certificate shall be given to the supervisor/manager and a copy shall be submitted to the Staff Development Unit at CCHCSSDULMSTrainingHelp@cdcr.ca.gov and renewed every four years. 

  • Fines imposed on an employee for traffic offenses committed in a rental vehicle while conducting state business are the responsibility of the employee including, but not limited to, parking and toll violations.

• Vehicle Accidents – Driver Responsibilities

  • In the event of an accident in a rental vehicle, the driver shall:

  • Obtain the other party’s information, e.g., name, address, and insurance carrier. The STD 269, Accident Identification, can be used for this purpose.  Copies can be kept with the employee when traveling on state business.

  • Report the accident immediately to DGS, Office of Risk and Insurance Management (ORIM).  ORIM is available 24 hours a day, seven days a week at (916) 376-5300, (916) 376-5302, or (800) 900-3634.  Voicemail is available on evenings, weekends, and state holidays.

  • Complete a STD 270, Report of Vehicle Accident, and distribute as noted on the STD 270. 

  • Have the supervisor/manager review the circumstances of the accident, complete a STD 274, State Driver Accident Review, and submit with the STD 270 to ORIM within two business days after the accident.

Use of Privately Owned Vehicles

• Driver Responsibilities

  • A POV shall not be utilized unless it is verified by BOS that:

    • State-owned pool vehicles are not available first, and;

    • State-contracted rental vehicles are also not available.

  • DDT shall be completed prior to use of vehicle for state business.  Once completed, a copy of the DDT certificate shall be given to the supervisor/manager and a copy shall be submitted to the Staff Development Unit at CCHCSSDULMSTrainingHelp@cdcr.ca.gov and renewed every four years.

  • STD 261, Authorization to Use Privately Owned Vehicles on State Business, shall be signed by employee and supervisor/manager and renewed annually.

  • The STD 261 shall be retained by a supervisor/manager.

  • Employees shall receive prior approval from their immediate supervisors/managers for each use of their POV for state business.

  • Personal automobile insurance is the primary mechanism for monetary restitution for damages arising from automobile accidents.

  • Employees shall be covered by liability insurance for the minimum amount prescribed by state law ($15,000 for personal injury to, or death of, one person; $30,000 for injury to, or death of, two or more persons in one accident; $5,000 for property damage.) Vehicle Code, Section 16020, requires all motorists to carry evidence of current automobile liability insurance in their vehicle.

  • Employees must properly safeguard all belongings (personal and state-owned) in their POV.

  • Fines imposed on an employee for traffic offenses committed in a POV while conducting state business are the responsibility of the employee including, but not limited to, parking and toll violations.

• Supervisor/Manager Responsibilities

  • Approve use of POV for state business.

  • Retain copies of the STD 261, which shall be renewed annually.

  • In case of an accident, the supervisor/manager shall review the circumstances of the accident, complete the STD 274, and submit with the STD 270 to DGS ORIM within two business days after the accident.

• Vehicle Accidents – Driver Responsibilities

  • In the event of an accident in a privately owned vehicle, drivers shall:

  • Obtain the other party’s information, e.g., name, address, and insurance carrier. The STD 269 can be used for this purpose. Copies can be placed in the POV when traveling on state business.

  • Report the accident immediately to DGS, ORIM. ORIM is available 24 hours a day, seven days a week at (916) 376-5300, (916) 376-5302 or (800) 900-3634. Voicemail is available on evenings, weekends and state holidays.

  • Complete a STD 270 and distribute as noted on the STD 270. 

  • Have the supervisor/manager review the circumstances of the accident, complete a STD 274, and submit with the STD 270 to ORIM within two business days after the accident.

Policy

• California Correctional Health Care Services (CCHCS), Business Operations Section (BOS), shall maintain a process for warehouse operations, shipping, receiving, and storage of goods/property.

Applicability

• All CCHCS employees requiring storage at, or services provided by, the CCHCS Headquarters warehouse.

Procedure

• Warehouse Access and Appointments

  • The warehouse hours of operation are Monday through Friday from 8:00 a.m. to 5:00 p.m.

  • CCHCS employees shall request warehouse access by submitting a Service Request form through the CCHCS Service Portal, at least one business day in advance of the requested visit. The request shall be entered into the Business Operations Request option, and Warehouse shall be selected from the drop down option under Issue Physical Location. Enter the following information in the Description of Issue field:

    • Time and date of the visit.

    • Anticipated duration.

    • Purpose.

    • Full names of all visitors.

  • CCHCS employees shall receive an email from the CCHCS Service Portal once their appointment request has been approved by BOS warehouse staff.

  • CCHCS employees visiting the warehouse are required to sign in/out of the visitor log located at the entry of the warehouse upon entering and exiting the warehouse.

  • CCHCS employees visiting the warehouse shall be escorted and provided access to their program’s designated storage area of the warehouse by BOS staff in which their program’s commodities are stored. Staff shall not enter or “shop” other areas of the warehouse.

  • BOS shall make exceptions to this policy for unforeseen hardships, safety issues, or emergencies in the following manner:

    • BOS may cancel or reschedule appointments due to unforeseen events such as emergencies, building maintenance efforts, or staff shortages. BOS shall attempt to provide as much notice as possible when the need arises to cancel or reschedule appointments.

    • In the event of an after-hours emergency necessitating entry to the warehouse, staff shall call the designated after-hours emergency line at: (916) 691-3099.

    • In the event of fire, life, and safety emergencies, or situations causing an undue hardship on the operations of CCHCS, an appointment to visit the warehouse shall not be required.

• Warehouse Shipping and Receiving

  • CCHCS employees shall request to ship or transport items to or from the warehouse by submitting a service request through the CCHCS Service Portal. The request shall be entered into the Business Operations Request option, and Warehouse shall be selected from the drop down option under Issue Physical Location with the following documents attached and approved by a manager:

    • Freight Shipping Request form, which can be found on Lifeline under Business Operations, Resources, Space Management tab for pallet shipments, or

    • Request for GSO Shipping Label, which can be found on Lifeline under Business Operations, Resources, Operations Support tab, for parcel shipments.

  • Shipping requests shall be submitted to BOS no less than five business days in advance of the expected shipment.

  • The requesting program shall be responsible for expenses incurred for shipping or transporting commodities.

  • Procured goods being shipped directly to the warehouse must include the following information in Systems, Applications and Products on the Purchasing Authority Purchase Order:

    • “Ship To” field shall begin with an “ATTN:” followed by the first name, last name, and phone number of the purchase requestor.

    • “Ship To” field shall list the warehouse address as follows: 8301 Valdez Avenue, Sacramento, CA  95828.

    • Delivery text shall read: “24-hour advance notice required prior to delivery

    • (916) 379-4439.”

    • A copy of the STD 65 purchase order shall be attached to the CCHCS Service Portal request for appointments made to receive procured items at the warehouse.

  • Upon receipt of goods/property at the warehouse, the property shall be kept in the staging area and the contact person on the packing slip or purchase order shall be contacted by BOS to visit the warehouse and verify receipt of goods.

  • Upon being contacted by BOS, staff shall make every effort to make a warehouse appointment and verify the receipt of goods within three business days.

  • Suspicious packages, which do not indicate a purchase order number or the name of the Program or staff which procured the item, shall not be accepted at the warehouse by BOS.

• Warehouse Property Storage

  • Goods/Property stored within the warehouse shall be limited to items which are necessary for CCHCS’ operational needs. Storage of files, archives, or records are not permitted.

  • Methodology of property storage and general warehousing operations shall fall under the purview of BOS. Property shall be maintained in accordance with processes defined in the CCHCS Enterprise Asset Management Handbook.

  • Property stored in the warehouse shall be in compliance with all applicable state laws, regulations, and requirements, e.g., building and fire codes, and general industry safety orders.

  • Property with no foreseeable use or legal mandate for continued storage within a period of one year shall not be stored in the warehouse.

  • Unserviceable and surplus equipment shipments from institutions shall not be accepted at the CCHCS warehouse. Unserviceable and surplus equipment processes are defined in the CCHCS Enterprise Asset Management Handbook, Chapter 6.

  • Programs shall assess their storage area(s) quarterly and consolidate as appropriate to prevent accumulation of goods/property with no foreseeable use or legal mandate for continued storage.

  • Programs shall be responsible for tagging all property stored in their designated warehouse space with color-coded Property Disposition Tags, available at the entry of the warehouse, as follows:

    • Property to be used within a one-year period shall be printed on green paper.

    • Property with no foreseeable use, to be donated, or surveyed, shall be printed on red paper.