FOREST SERVICE MANUAL WASHINGTON TITLE 6100 - PERSONNEL MANAGEMENT Amendment No. 6100-96-2 Effective May 17, 1996 POSTING NOTICE. Amendments are numbered consecutively by Title and calendar year. Post by document name. Remove entire document and replace with this amendment. Retain this transmittal as the first page of this document. The last amendment to this Title was Amendment 6100-96-1 to 6140 Contents. This amendment supersedes Amendment 6100-92-5 to FSM 6140. Superseded New Document Name (Number of Pages) 6140 6 14 Digest: 6140 - This amendment substantially revises direction in FSM 6143-6143.06 regarding the Employee Assistance Program (formerly the "CONCERN" Program). Except for revisions to make staff and program names current, there are no substantive changes to direction in the rest of chapter FSM 6140. 6143.01 - Adds legal authorities related to the Employee Assistance Program. 6143.02 - Adds objectives for the overall Employee Assistance Program and for the program's Recovery Project component, which provides employee assistance related to alcohol and drug abuse. 6143.03 - Clarifies and expands Forest Service policy regarding the Employee Assistance Program. 6143.04-6143.04f - Clarifies and expands Employee Assistance Program responsibilities of Line Officers (FSM 6143.04a), Managers and Supervisors (FSM 6143.04c), and Employees (FSM 6143.04f). Adds responsibilities of Unit Personnel Officers (FSM 6143.04b), Employee Assistance Program Coordinator (FSM 6143.04d), and Unit Alcohol and Drug Abuse Prevention and Education Coordinators (FSM 6143.04e). Digest--Continued: 6143.05 - Adds definitions of terms related to the Employee Assistance Program. 6143.06 - Adds a section for related references. JACK WARD THOMAS Chief FSM 6100 - PERSONNEL MANAGEMENT WO AMENDMENT 6100-96-2 EFFECTIVE 5/17/96 CHAPTER 6140 - PERFORMANCE, TRAINING, AWARDS 6141 - EMPLOYEE DEVELOPMENT. 6141.03 - Policy. 1. Employee Development Interview. A supervisor shall conduct an employee development interview with each subordinate employee, generally at performance appraisal time. 2. Career Planning and Counseling Policy. Forest Service managers and supervisors shall counsel their employees about their careers and shall hold counseling conferences annually to assist employees in attaining their career goals. Each employee is responsible for the actual planning and decisions necessary to achieve career goals. Personnel officers, serving as facilitators, shall assist in the career counseling and planning program. 3. Civil Rights Representation. A Civil Rights representative must be invited to all panel selection meetings where there are to be selections for full-time training. 4. Employee-Development Folder. The work supervisor must maintain an employee-development folder as a working tool for each continuing appointment employee. 6141.1 - Employee Development Requirements. 1. Line officers and supervisors shall identify training and development needs and disseminate information on training opportunities to meet those needs, and assure that employees receive training to meet the identified needs. 2. Each year supervisors shall prepare Form FS-6100-2, Individual Development Plan, for all permanent employees. 3. Supervisors shall document all training of 8 hours or more. 4. Line officers shall ensure that there is adequate orientation for new employees. 5. Managers and supervisors shall provide the training required in the Forest Service civil rights, equal employment opportunity, upward mobility, and other special emphasis programs. 6. Line officers shall ensure fulfillment of training requirements that new supervisors receive 40 hours of formal training in supervision within the 12-month probationary period and training in the Employee Assistance Program. 6141.2 - Executive and Management Development. 6141.21 - Objectives. 1. To provide an adequate supply of highly qualified candidates to fill vacancies in management and executive positions. 2. To provide continuing development for incumbent managers and executives so that they are able to fulfill their responsibilities to their full potential. 3. To meet affirmative action goals. 4. To provide employees with an opportunity to assess their managerial potential and prepare development plans accordingly. 6141.22 - Responsibility. 1. The Director, Washington Office Personnel Management Staff is responsible for review of development plans (Form FS- 6100-2) of Senior Executive Service members and GM-15 managers. Field units must submit these plans for GM-15's by January 15. Data from these plans aid in identifying Service-wide training needs and in advising Chief and Staff on needed developmental activities. 2. Regional Foresters, Station Directors, Area Director, and Institute Director, are responsible for providing a managerial development program for managers below the GM-15 level. 6142 - PERFORMANCE APPRAISAL. 6142.02 - Objective. The performance appraisal process is intended as a management tool to communicate Forest Service goals and direction, to identify the employee's accountability for the accomplishment of organization goals, to evaluate and improve individual accomplishments, and to serve as a basis for other personnel actions. 6142.04 - Responsibility. 1. Regional Foresters, Station Directors, Area Director, Institute Director, and Deputy Chiefs are responsible for administering the performance appraisal system within their jurisdiction. 2. Each first line supervisor is responsible for establishing written performance elements and standards for employees; conducting a midyear appraisal; consulting with each employee on the employee's performance; and conducting and documenting a final performance appraisal. 6142.1 - Procedures. See FSH 6109.13 for instructions on Forest Service performance appraisal procedures. 6143 - EMPLOYEE ASSISTANCE PROGRAM. The Forest Service Employee Assistance Program, which includes a drug free work place recovery component referred to as the Recovery Project, makes available prevention, treatment referral, and rehabilitation programs and services to employees whose emotional, personal, financial, or alcohol and drug use and/or abuse problems affect their work performance or conduct. 6143.01 - Authority. 1. Title 5, United States Code, section 552a (5 U.S.C. 552a) safeguards an individual's right to privacy. 2. Title 5, United States Code, sections 7361-7362 and 7904 (5 U.S.C. 7361-7362, 7904) require Federal agencies to develop for employees appropriate prevention, treatment, and rehabilitation programs and services for alcohol- and drug- related problems. 3. Title 5, United States Code, section 7901 (5 U.S.C. 7901) authorizes Federal agencies to establish health service programs to promote and maintain the physical and mental fitness of employees of the Federal Government. 4. Title 21, United States Code, section 801 (21 U.S.C. 801), authorizes the development and maintenance of prevention, treatment, and rehabilitation programs for alcohol- and drug- related problems. 5. Title 5, Code of Federal Regulations, Part 792 (5 CFR Part 792), Federal Employees' Health and Counseling Programs, requires Federal agencies to provide prevention, treatment, and rehabilitation services to Federal civilian employees with alcohol- and drug-related problems, to establish and administer short-term counseling and/or referral programs to assist civilian employees with alcohol- and drug-related problems, to issue internal program instructions, and to submit annual fiscal year reports to the Office of Personnel Management on their counseling activities. 6. Title 41, Code of Federal Regulations, section 101-20.4 (41 CFR 101-20.4), Occasional Use of Public Buildings, authorizes the use of public areas during or after regular working hours, provided that such uses will not interfere with Government business. 7. Title 42, Code of Federal Regulations, Part 2 (42 CFR Part 2), Confidentiality of Alcohol and Drug Abuse Patient Records, prohibits disclosure of information without a patient's written permission. 8. Public Law 94-541 (Pub.L. 94-541), Public Buildings Cooperative Use Act of 1976, allows the use of public areas for cultural, educational, and recreational activities. 9. Executive Order 12564 issued September 15, 1986 (E.O. 12564), Drug Free Federal Work Place, establishes the goal of a drug free work place through education, training, drug testing, and employee counseling services programs. 10. Comptroller General's Decision, volume 57, page 62 (57 Comp. Gen. 62) holds that, under 5 U.S.C. 7901, Public Law 91- 616, and Public Law 92-255, an agency may expend appropriated funds for the procurement of diagnostic and preventive psychological counseling services. 11. Comptroller General's Decision B-226569, dated November 30, 1987 (Comp. Gen. B-226569), allows reimbursement for local travel expenses incurred by employees for visits to the employee assistance program counselor located at another agency, when an agency determines that the travel is advantageous to the Government (FSM 6511.13h). 12. Departmental Regulation 4430-1 (DR 4430-1), Employee Counseling Services Program, defines Departmental policy and program requirements. 6143.02 - Objectives. 1. Employee Assistance Program. The Forest Service Employee Assistance Program is designed to assist employees whose job performance or conduct is adversely affected as a result of personal issues, such as alcoholism, drug dependency, mental or physical illness, financial or legal problems, or domestic difficulties. 2. Recovery Project. The Recovery Project component of the Forest Service Employee Assistance Program is designed to: a. Support employees, managers, and supervisors to assist employees in resolving alcohol and/or drug related problems. b. Encourage employees to support those in rehabilitation. c. Provide a safe and healthy work environment and promote a professional organizational climate and public image by taking firm and consistent action, including discipline, with employees whose behavior is inconsistent with Forest Service standards of ethics. d. Make available to employees and their immediate family support and training from the unit Alcohol and Drug Abuse Education Coordinator regarding prevention, education, and the dangers of using alcohol and/or drugs. 6143.03 - Policy. 1. The Forest Service recognizes that alcoholism, drug dependency, and mental illness are recognized as illnesses, and in most cases are treatable. Employees experiencing any of these illnesses that adversely affect their job performance or conduct shall receive the same consideration as employees who have other kinds of problems that contribute to poor job performance or conduct. 2. When an employee seeks treatment for alcoholism, drug dependency, mental or physical illness, financial or legal problems, or domestic difficulties, the Forest Service shall provide assistance in accordance with appropriate employee assistance program authorities (FSM 6143.01). 3. The Forest Service shall refer employees experiencing personal difficulties for assistance on a voluntary basis to overcome problems that contribute to their poor job performance or conduct. 4. Personnel Management Staff members shall not be appointed as counselors or advisors to provide counseling to employees under the Forest Service Employee Assistance Program. 5. Appropriated funds are authorized for diagnostic and preventive counseling services (5 U.S.C. 7901; FSM 6143.01, para. 3). Counseling includes problem identification, referral for treatment, and supportive assistance for employees who seek help to readjust to the work environment. 6. The Forest Service allows employees to use Government- owned or -leased vehicles while they are in travel status so they may participate in activities which support their rehabilitation and recovery. 7. In accordance with 21 U.S.C. 801 (FSM 6143.01, para. 4), Federal Employee Substance Abuse Education and Treatment Act of 1986, the Forest Service allows employees to make optimal use of existing facilities for drug abuse and/or alcohol programs and services (5 U.S.C. 7361, 7362; FSM 6143.01, para. 2). 8. In accordance with Pub.L. 94-541 and 41 CFR 101-20.4, The Forest Service may allow the use of public areas for cultural, educational, and recreational activities during or after regular working hours provided that such uses do not interfere with Government business (FSM 6143.01, para. 6 and 8). 9. Reasonable accommodations may be made to support employee treatment and short-term follow-up programs known as "aftercare." Reasonable accommodations include: a. Allowing affected employees to attend support group meetings during the normal tour of duty (FSH 6109.11). b. Approving annual leave or flextime, when meetings are an integral part of the employee's recovery program. c. Approving ongoing access and participation in support group networks, for example, EASYDOESIT (FSM 6143.05), which are managed by recovering employees in the Forest Service. Such networks serve as support systems, which are available to all recovering employees. d. Considering hardship or compassionate transfers and details in special cases involving support recovery. 10. Forest Service employees who engage in prohibited activities while carrying out their official duties may be subject to disciplinary action. 11. Unit Alcohol and Drug Abuse Prevention and Education Coordinators are covered under the Privacy Act, as well as under separate confidentiality regulations, regarding confidential information of an employee, and such information can be released only with written permission from the affected employee (FSH 6209.13). 12. Employees shall respect an employee's right to lead an alcohol and drug free lifestyle. No employee shall be required or pressured in any way to participate in off-duty activities where alcohol is present. 6143.04 - Responsibility. 6143.04a - Line Officers. (FSM 6104.1). It is the responsibility of line officers to: 1. Ensure that Employee Assistance Program services are available and accessible to all employees. 2. Ensure ongoing alcohol and drug abuse prevention and education programs are conducted which: a. Communicate the Forest Service alcohol and drug abuse prevention policy to new applicants and all other employees in a timely manner. b. Provide biennial formal alcohol and drug abuse training sessions for supervisors and managers. Provide orientation, safety briefings, and educational materials to train employees on alcohol and drug abuse. c. Provide funding through the Forest Service Employee Assistance Program for referral and assessment for all employees and immediate family members, as authorized. 3. Designate an employee Assistance Program Coordinator for each Region and Station, the Area, and the Institute, as well as for Job Corps field offices. Also, designate a forest level coordinator, where necessary, to ensure appropriate program coverage. 4. Appoint an Alcohol and Drug Abuse Prevention and Education Coordinator for each unit, if the drug free work place recovery program component function is not administered by the Employee Assistance Program Coordinator. 5. Establish local employee support groups, for example, drug free work place (EASYDOESIT), when necessary and feasible. 6. Create an atmosphere that encourages any employee to voluntarily seek counseling and guidance through the Forest Service Employee Assistance Program, when appropriate. 7. Ensure that supervisors and managers, within 1 year of appointment to a supervisory position, attend substance abuse training and Employee Assistance Program training or equivalent training. 6143.04b - Unit Personnel Officers. It is the responsibility of Unit Personnel Officers to: 1. Assist management and supervisory personnel in carrying out their responsibilities of informing applicants and all employees about the Forest Service Employee Assistance Program including the alcohol and drug abuse prevention policy. 2. Provide guidance to management and supervisory personnel in taking firm and consistent action with employees whose behavior is inconsistent with Forest Service policy on conduct and behavior and ensure that supervisory referrals are made to the Forest Service Employee Assistance Program, the Recovery Project, and outside sources, as needed. 6143.04c - Managers and Supervisors. (FSM 6104.2). It is the responsibility of management and supervisory personnel to: 1. Support the Forest Service Employee Assistance Program which includes alcohol and drug abuse prevention and education programs, ensure ongoing education for all employees, and provide related educational materials. 2. Identify employees for referral to the Employee Assistance Program through documentation of job performance difficulties or through indications of inappropriate use of alcohol or drugs while performing assigned duties. 3. Offer assistance to employees who are in noncompliance with the Forest Service standard for conduct and behavior by making supervisory referrals to the Forest Service Employee Assistance Program and through the use of outside counsel. 4. Ensure that all employees attend biennial Forest Service sponsored alcohol and drug abuse awareness training. 5. Ensure compliance with the Forest Service Employee Assistance Program policy and take action in noncompliance situations. 6. Ensure that recovering employees receive fair and impartial consideration for job related opportunities, such as placement, promotion, and training. 6143.04d - Employee Assistance Program Coordinators. It is the responsibility of the Employee Assistance Program Coordinators to: 1. Ensure appropriate program implementation in accordance with established authorities and Departmental Regulations. 2. Provide or coordinate educational and awareness training programs to inform employees of the counseling and referral services available through the Forest Service Employee Assistance Program and to emphasize prevention, early detection, and treatment. 3. Provide or coordinate training for supervisors and managers to recognize, not diagnose, early signs of potential problems, which could involve alcohol or drug use or abuse, as well as other problems that adversely affect employee performance. This training should include confrontation and referral procedures. 4. Ensure that internal or contract counseling services offer short-term counseling (approximately 6 to 8 visits) and/or referral services for employees with personal problems, such as emotional, financial, legal, alcohol, and/or drug use or abuse. 5. Assume the responsibilities of the Unit Alcohol and Drug Prevention and Education Coordinator in accordance with FSM 6143.04e in the absence of a unit coordinator. 6143.04e - Unit Alcohol and Drug Abuse Prevention and Education Coordinator. It is the responsibility of Unit Alcohol and Drug Abuse Prevention and Education Coordinators to: 1. Provide leadership, coordination, and materials for an ongoing alcohol and drug abuse prevention and education program and facilitate the dissemination of information about the Recovery Project activities and resources available to employees. 2. Maintain current local resource information. 3. Maintain confidential liaison with all employees. 4. Facilitate or coordinate the delivery of alcohol and drug prevention and education programs for supervisors, managers, and employees. 5. Distribute resource guide updates. 6. Build relationships with local treatment centers and resources. 7. Network with other coordinators to facilitate information sharing. 8. Provide support to the unit's recovering employee network. 9. Provide general information to the personnel office, safety and health managers, and others about trends in alcoholism and drug abuse problems in the unit. 6143.04f - Employees. It is the responsibility of employees to: 1. Take action or seek treatment necessary to maintain satisfactory job performance or conduct. 2. Pay the costs associated with treatment of identified health problems. (Counseling costs associated with referrals to the Forest Service Employee Assistance Program are the responsibility of the Forest Service.) 3. Take advantage of study materials provided by the Forest Service and participate in biennial training on employee assistance program, such as employee orientation and safety briefings. 4. Respect the needs and rights of recovering employees to maintain confidentiality and to actively engage in an ongoing recovery program. 5. Maintain acceptable conduct and performance. 6. Assist in prevention of alcohol and/or drug use problems and their adverse effects on employee health and safety by notifying management when the employee knows the alcohol and drug policy is violated at the work site. 7. Consult with and direct alcohol and/or drug use or abuse questions to their Unit Alcohol and Drug Abuse Prevention and Education Coordinator. 6143.05 - Definitions. Aftercare. Aftercare is the short-term followup care, help, and supervision after treatment. EASYDOESIT. EASYDOESIT is a computer network, which serves as a support system available to all recovering employees. Anyone, whether recovering or not, can send a message or question to "EASYDOESIT" and receive an answer from a recovering employee. Currently, the following Regional Offices have EASYDOESIT accounts set up: Region 3 (R03A), Region 5 (R05A), and Region 6 (R06A). Each account is totally anonymous and confidential. By sending a message to one of the Regional accounts, more information can be obtained on existing accounts within geographic proximity to the employee inquiring. Participation in the network is strictly voluntary. Employee Assistance Program. Employee assistance programs are designed to assist employees with problems that are affecting their job performance or conduct. These problems include, but are not limited to, alcoholism, other drug dependence, mental illness, and financial, legal, and domestic difficulties. Recovery Project. The Recovery Project: a. Provides guidance on preventing the adverse effects of alcohol and drug use on employee health, safety, and productivity through employee support groups and network, and b. Offers assistance to employees who need help, identifies unacceptable behavior relative to use of alcohol and drugs, and clarifies prohibited use of alcohol and drugs. 6143.06 - References. USDA Forest Service, Pacific Northwest Region. 1991. Building a drug-free workplace: a resource guide. Region 6. 6144 - INCENTIVE AWARDS. 6144.03 - Policy. 1. Use incentive awards as an integral part of supervision and management. 2. For cash awards, use the tangible and intangible award scales in FSH 6109.13, chapter 30, as a guideline as long as the total amount does not exceed that allowed under delegated authority. 3. Do not grant cash awards for performance exceeding job requirements at the time of an employee's retirement, except for a one-time, nonrecurring, special-act award. 4. A sustained superior performance award may be granted only once in any 52-week period and an employee may not be given both a sustained superior performance award and a quality increase in any 52-week period. 5. For awards under the Performance Management and Recognition System (PMRS), the Forest Service uses the USDA optional award system (FSH 6109.41, DPM chapter 540, subchapter 2, Appendix A.) 6144.04 - Responsibility. 1. Approving officials are responsible for ensuring that the Forest Service would suffer no embarrassment as a result of an award, such as would occur if an employee were undergoing disciplinary action or under investigation for misconduct at the time of the award. 2. The personnel office shall provide for confidentiality of award nominations during processing. 3. Personnel Officers at all levels are responsible for reviewing awards proposals processed under the delegations in exhibit 01 to FSM 6104.1, and for ensuring that awards submissions meet legal regulatory requirements before they are given final approval. 6144.1 - Processing Awards. See FSH 6109.13, chapter 30, for instructions concerning how to process awards. 6145 - WELLNESS. For related direction, refer to FSM 6143 for the Employee Assistance Program covering topics on alcohol and drug abuse; FSM 6700 on Safety and Health Programs for topics on occupational health and safety; FSM 6180 on compensation for injury; and FSH 5109.17, chapter 20, for firefighter physical qualifications and fitness. For direction on use of appropriated funds for wellness and fitness programs, see FSM 6511.13h. 6145.01 - Authority. Title 5, United States Code, section 7901 (5 U.S.C. 7901) and Title 5, Code of Federal Regulations, Part 792 (5 CFR Part 792) provide authority to establish preventive programs related to health (wellness). Authorized activities related to wellness include providing health services, health education, specific disease screening, encouraging health maintenance, and establishment and operation of physical fitness programs. 6145.02 - Objectives. Forest Service units are encouraged to establish employee wellness programs which promote active lifestyles to maintain mental and physical well-being, enhance an individual's ability to lead a satisfying and productive life both on and off the job, and reduce Forest Service costs by increasing productivity and reducing illness and injuries. 6145.03 - Policy. It is Forest Service policy to encourage employee wellness programs, where appropriate, to enhance employee ability to lead a satisfying and productive life and reduce Forest Service costs through increased productivity and reduction of illness and injury. 6145.1 - Health Risk Screening. Wellness programs should be based on health risk screening to identify problems such as high blood pressure, high percent of body fat, use of tobacco products, inability to cope with stress, improper nutrition (high cholesterol), low activity or energy levels, or the inability to perform jobs safely and proficiently. 6145.2 - Physical Fitness Programs. If a unit enters a physical fitness program where Government time is involved, the unit must develop a plan that provides for screening to identify individuals in high-risk categories, develop an individual exercise program based on fitness goals and benefits to the Forest Service, identification of sanctioned fitness activities that consider the potential for injuries and the image such activities present to the public, and program administration and monitoring to determine benefits as well as risks. Employees injured while participating in an agency approved physical fitness activity, even outside duty hours, may be eligible for worker's compensation benefits. Approved programs must be documented and incorporate safeguards to limit the potential for injury or illness. 6145.3 - Expenditure of Funds. (FSM 6511.13h). Expenditure of appropriated funds (for example, for supplies or equipment) must be supported by, and consistent with, the unit's plan that identifies goals, benefits to the Forest Service, how and where equipment will be used, and risk factors considered to minimize the potential for injury and liability.