FACILITIES MANAGEMENT HUMAN RESOURCE …s1.facilities.gatech.edu/files/employee-access/Facilities...FACILITIES MANAGEMENT . HUMAN RESOURCE . STANDARD OPERATING ... Management Department

FACILITIES MANAGEMENT HUMAN RESOURCE

STANDARD OPERATING PROCEDURES

Revised September, 2013

9/23/2013 ii

INTRODUCTION Change and growth have necessitated a revision of Facilities Management policies, most of which were outlined in the Standard Operating Procedures used in 2002. These Standard Operating Procedures shall, hereafter, serve as the official Facilities Management Department Human Resource Standard Operating Procedures; and the policies contained herein shall supersede all outstanding policies. References have been made to the appropriate OHR policies. The Vice President for Facilities Management has approved all of the policies contained within this manual, and all Facilities Management employees are directed to comply with these policies. Enforcement of these policies shall be made by the appropriate Director or his or her designee. These policies are subject to change from time to time and all supervisory employees will be notified when any changes, additions, or deletions are made. Each supervisor in turn is responsible for informing his or her employees of these changes.

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TABLE OF CONTENTS INTRODUCTION.............................................................................................................. i TABLE OF CONTENTS ................................................................................................. ii SECTION I. EMPLOYMENT PROCESS.............................................................. I-1

A. Diversity ................................................................................................................ I-1 B. Request for New Personnel ................................................................................... I-1 C. Employment Interviews ........................................................................................ I-2 D. New Employee Orientation................................................................................... I-2

SECTION II. ATTENDANCE................................................................................. II-1 A. General .................................................................................................................II-1 B. Vacation ...............................................................................................................II-1 C. Sick Leave ............................................................................................................II-1 D. Leave Accounting ................................................................................................II-2 E. Leave of Absence .................................................................................................II-2 F. Family Leave .......................................................................................................II-2 G. Absenteeism and Lateness ...................................................................................II-2

SECTION III. EMPLOYEE CONDUCT .............................................................III-1 A. General Prohibitions .......................................................................................... III-1 B. Policy of Nondiscrimination and Affirmative Action ....................................... III-1 C. Conflict of Interest ............................................................................................. III-1

1. Side Work ...................................................................................................... III-1 2. Consulting Practice ........................................................................................ III-2

D. Employee Alcohol and Illegal Drug Use ........................................................... III-2 E. Requests for Documents Pursuant to Georgia Open Records Act ..................... III-2 F. Harassment ......................................................................................................... III-2 G. Personal Use of Communications Equipment ................................................... III-2 H. Incidental Disclosure ......................................................................................... III-3 I. Content and Usage Monitoring, and Inspection of Files ................................... III-3 J. Content Filtering ................................................................................................ III-4

SECTION IV. PROGRESSIVE DISCIPLINE & GRIEVANCES..................... IV-1 A. Discipline Procedures ........................................................................................ IV-1 B. Appeals Procedure for All Employees ............................................................... IV-1

SECTION V. VEHICLE USAGE ........................................................................... V-1 A. Privately Owned Vehicles................................................................................... V-1 B. State-Owned Vehicles ......................................................................................... V-2

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SECTION VI. WORK WEEK, TIME CARDS, PAY DAY, OVERTIME ....... VI-1 A. Work Week ........................................................................................................ VI-1 B. Duty Hours ......................................................................................................... VI-3 C. Time Cards ......................................................................................................... VI-3 D. Reporting Partial Hours Worked ....................................................................... VI-3 E. Payday ................................................................................................................ VI-3 F. Overtime ............................................................................................................ VI-3

SECTION VII. SAFETY ........................................................................................ VII-1 A. General Safety ................................................................................................... VII-1 B. Personal Protection ........................................................................................... VII-1 C. Respiratory Protection ...................................................................................... VII-2 D. Hearing Protection ............................................................................................ VII-2 E. Electrical Safety ................................................................................................ VII-2 F. Equipment Safety .............................................................................................. VII-3 G. Fire and Explosion Safety ................................................................................. VII-4 H. Housekeeping .................................................................................................... VII-5 I. Radioactive Materials ....................................................................................... VII-5 J. Asbestos ............................................................................................................ VII-6 K. Fibrous Glass Building Materials ..................................................................... VII-6

SECTION VIII. GENERAL PROVISIONS ......................................................... VIII-1 A. Final Paychecks/Return of State Property ...................................................... VIII-1 B. Campus Closed ............................................................................................... VIII-1 C. Annual Performance Evaluation ..................................................................... VIII-1 D. Removal of Property from Campus ................................................................ VIII-1 E. On the Job Injuries .......................................................................................... VIII-2 F. Uniforms ......................................................................................................... VIII-3

1. Uniform Policy............................................................................................ VIII-3 2. Dress Code Policy ....................................................................................... VIII-4

a) Regular Employees ................................................................................. VIII-5 b) Temporary Employees ............................................................................ VIII-5 c) Student Employees.................................................................................. VIII-6

3. Casual Dress Day Policy ............................................................................. VIII-6 G. Issuance of Keys ............................................................................................. VIII-6

a) Daily Issue: ............................................................................................. VIII-7 b) Permanent Issue: ..................................................................................... VIII-7 c) Contract Management Issue:................................................................... VIII-7

H. Lunch and Breaks ........................................................................................... VIII-8 I. Gratuities Policy.............................................................................................. VIII-8 J. “All Risk” Insurance Coverage ....................................................................... VIII-8 K. Personnel Files ................................................................................................ VIII-9 L. Hand Tools ...................................................................................................... VIII-9

1. Carpenter I and II ...................................................................................... VIII-11 2. Maintenance Worker I and II .................................................................... VIII-11

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3. Plumber I and II ........................................................................................ VIII-11 4. HVAC I and II .......................................................................................... VIII-11 5. Electrician I and II .................................................................................... VIII-11 6. Locksmith I and II, Electronic Tech (Lock Shop) .................................... VIII-11 7. Painter I and Painter II .............................................................................. VIII-11

SECTION IX. COMPUTER USAGE ................................................................... IX-1 A. Information Security .......................................................................................... IX-1 B. Ownership .......................................................................................................... IX-1 C. Purchasing .......................................................................................................... IX-1 D. Software Licensing ............................................................................................ IX-1 E. Computer Hardware and Software Installation.................................................. IX-1 F. Computer Virus Scans ....................................................................................... IX-2 G. Computer Virus Alerts ....................................................................................... IX-2 H. Loss Prevention .................................................................................................. IX-2 I. Remote Access ................................................................................................... IX-2

1. Acceptable Use .............................................................................................. IX-2 2. Equipment & Tools ........................................................................................ IX-2 3. Use of Personally Owned Equipment ............................................................ IX-3

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SECTION I. EMPLOYMENT PROCESS A. Diversity

All Facilities Management policies and procedures contained in this manual have been carefully examined to ensure that none are in conflict with the Institute’s Policy of Non-discrimination and Affirmative Action (OHR Policy 1.37.1).

B. Request for Personnel

When a manager has a job vacancy within his/her department, a Position Request Form must be completed and forwarded to the appropriate Director, for approval. The form must then be forwarded to the Facilities Administrative Manager. The Administrative Manager, in turn, shall review the form for accuracy and completeness before obtaining the Vice President’s approval and releasing the form to the Budget Office for final approval. Once final approval is obtained, the Administrative Manager or manager/designee can then go into TALEO (Applicant Tracking System), to post the vacant position. A copy of the Position Request Form may be found in the appendix of this Manual.

C. Employment Interviews

After the position has been entered into TALEO (Applicant Tracking System) and approved by all pertinent parties, the position will be advertised for a minimum of five (5) days. Via TALEO the Office of Human Resources will refer applicants who meet the specified job requirements to the requesting department for their consideration. No applicant may be selected and offered employment until after the job vacancy has been posted for a minimum of five (5) days. After this posting period has expired and the manager has determined which applicant he/she would like to hire, he/she then gets approval from the appropriate Director/VP via e-mail. Final e-mail is copied to the Administrative Manager / HR Rep, the process is then completed in TALEO by the Administrative Manager or manager/designee. No offer of employment can be made until final approval is obtained from the Office of Human Resources. The Administrative Manager / HR Rep will make a verbal final offer and obtain start date from candidate. NOTE: Hiring officials are encouraged to visit the Records Office in the Human Resource Office to check any current employee’s file for performance related information if that person is being considered for the open position.

Section I I-1

http://www.policylibrary.gatech.edu/37.1-policy-nondiscrimination-and-affirmative-action


Section I: Employment Process

D. New Employee Orientation

All new employees must report to the Facilities Management Administrative Office as soon as possible on the first working day. The Administrative Office will complete the necessary paperwork to get the new employee on the Georgia Tech payroll. All permanent employees will then be scheduled for the first available orientation session to be conducted by the Institute’s Office of Human Resources. On the first day of employment, the supervisor should conduct his or her own orientation session with the employee. The orientation must address the following items:

1. Areas of Responsibility 6. Vacation and Sick Leave 2. Chain of Supervision 7. Work Breaks 3. Uniform Requirements 8. Absenteeism and Tardiness 4. Supplies 9. All Policies and Procedures Associated 5. Safety with the Employee’s Individual Unit

Operations and Maintenance Orientation Operations and Maintenance new employee orientation is generally an hourly session offered the last Monday in each month at 2:00 p.m. in O’Keefe Training Room. The purpose is to introduce the new employee to our director, list key players in our organization, organization charts, a brief overview of each department, a map of our zones, and to explain our department’s purpose and mission.

Section I I-2

SECTION II. ATTENDANCE A. General

Georgia Tech’s primary objective is to educate our students and at the same time efficiently operate the various departments across campus that support this effort. In order to do this in a tradition of high quality, our departments must be fully staffed. Absenteeism and lateness detract from this service and cause an undue burden for those employees who must fill in for absent employees. Each employee is expected to report to work promptly at the beginning of the day and after lunch. If an employee finds it necessary to be absent from work, such absence should be immediately reported to the supervisor. A record of lateness and inexcusable absence may interfere with promotion and may result in loss of pay or disciplinary action.

B. Vacation Refer to OHR policy 2.15 “Vacation”

All vacations must be requested in advance and approved by the supervisor. Non-exempt employees will use the “Hourly Employees Leave Form” (appendix) to request leave and exempt employees will use the “Time Out” GT Leave Management System leave requesting and reporting system according to OHR Guidelines. Employees are encouraged to request leave at least seven (7) days in advance. Should there be any question as to whether or not the employee requesting vacation has sufficient time accrued the employee should confirm that they have sufficient time accrued before requesting leave. This can be confirmed via the Techworks site. Also the current vacation balance may be obtained in the “KRONOS” system by the immediate supervisor Failure to obtain advance approval for vacation may result in disciplinary action and loss of pay for the time the employee was absent without prior approval. Vacation leave may be used for sick occurrences with approval of the immediate supervisor

C. Sick Leave Refer to OHR policy 2.13 “Sick Leave”

All employees must notify their supervisor, if possible, that the employee will be taking sick leave before the shift begins. If the employee fails to do so, he or she cannot report the time off as sick leave, but must report it as leave without pay. In addition, failure to call in during the first two hours of the shift may subject the employee to further disciplinary action. In the case of a prolonged emergency or illness, the employee must contact the supervisor every third day to report the status of the emergency or illness. If an employee is absent for more than three consecutive days without calling in, he or she may immediately be terminated for job abandonment.

Section II II-1

http://www.policylibrary.gatech.edu/vacation

http://www.policylibrary.gatech.edu/sick-leave

Section II: Attendance

If an employee is absent for more than five (5) consecutive days, a doctor’s statement is required to continue sick leave pay and will be required before the employee may return to work. The supervisor may require a doctor’s statement from the employee in questionable circumstances, such as when an employee has reported frequent illnesses over a period of time. Employees who fail to comply with this request for verification of their illness may be subject to loss of pay for the time they were absent and/or disciplinary action. All doctor’s statements must certify that an employee has been under the care of the doctor and is physically able to return to work.

D. Leave Accounting

Non-exempt employees will use the “Hourly Employees Leave Form” (appendix) to request leave and in the case of a call in for sick leave the employee should complete the “Hourly Employees Leave Form” immediately upon employees return to work. All exempt employees will use the “Time Out” GT Leave Management System system for requesting leave and for Monthly reporting according to “Time Out” GT Leave Management System procedures outlined by OHR

E. Leave of Absence Refer to OHR policy 2.11 “Leave of Absence”

F. Family Leave Refer to OHR policy 2.12 “Family Leave”

G. Absenteeism and Lateness Refer to OHR policy 2.1 “Absenteeism and Lateness”

Section II II-2

http://www.policylibrary.gatech.edu/leave-absence

http://www.policylibrary.gatech.edu/family-leave

http://www.policylibrary.gatech.edu/absenteeism-and-lateness

SECTION III. EMPLOYEE CONDUCT A. General Prohibitions

All Facilities Management Department employees shall conduct themselves in a manner appropriate for the workplace. Employees shall not:

1. Use the Internet, electronic mail, facsimile machines, 2-way radios, or any other Department communications device for any illegal purpose.

2. Download, use, or redistribute unlicensed or inappropriate software. 3. Download, use, or redistribute any copyrighted materials, including copyrighted

movies or music files, without the consent of the copyright owner. 4. Visit Internet sites, nor download, use, or redistribute items, that contain illegal,

defamatory, obscene, threatening, abusive or hateful content that is objectionable and inappropriate for the workplace.

5. Create, post, display, or redistribute material that is obscene or defamatory, or which is intended to annoy, harass or intimidate another person or persons.

6. Reveal or publicize confidential or proprietary information without the consent of the owner of that information.

B. Policy of Nondiscrimination and Affirmative Action Refer to OHR policy 1.37.1 “Policy of Nondiscrimination and Affirmative Action”

C. Conflict of Interest Refer to OHR policy 38.1 “Conflict of Interest”

1. Side Work Employees may not perform side work for any organization located within the boundaries of the Georgia Tech campus or otherwise closely affiliated with the Institute. For the purposes of this policy the campus boundaries are as defined in the General Parking Map as published in the most recent Georgia Institute of Technology Motor Vehicle Regulation booklet. Other side work may be performed as long as it is not conducted during scheduled working hours, does not create an appearance of impropriety or a potential conflict of interest, and does not interfere with the employee’s performance of his or her full and normal work duties.

Section III III-1


http://www.policylibrary.gatech.edu/38.1-introduction

SECTION III: EMPLOYEE CONDUCT

2. Consulting Practice All members of the staff of the Office of the Vice President for Facilities Management, including those of the Director of Design & Construction and Facilities Management who are currently engaged in the provision of professional consulting services are required to provide the Vice President for Facilities Management with a complete (confidential) listing of such activities, including the name of the organization or individual to whom such services are provided, the estimated time required and the approximate amount of compensation to be received. No member of this staff shall engage in future professional consulting activities without the prior expressed knowledge and approval of the Vice President for Facilities Management.

D. Employee Alcohol and Illegal Drug Use Refer to OHR policy 5.5 “Employee Alcohol and Illegal Drug Use”

E. Requests for Documents Pursuant to Georgia Open Records Act Refer to OHR policy 5.17 “Requests for Documents Pursuant to Georgia Open Records Act”

F. Anti-Harassment Refer to OHR policy 37.6 “Harassment Complaints”

G. Personal Use of Communications Equipment

Facilities Management Department communications systems must be used for business purposes only. Incidental personal use is permissible if the use:

1. Does not consume more than a trivial amount of resources that could otherwise be used for business purposes, and

2. Does not interfere with worker productivity, and

3. Does not preempt any business activity or violate any law.

Examples of permissible incidental personal use are the occasional use of email for other than official purposes, or using the web to check stocks, bank accounts, mutual funds, and IRA accounts.

The use of electronic news feeds, discussion groups, games and other such services, which cannot be linked definitively to an individual’s job duties, must not be performed on the Facilities Management Department’s time.

SECTION III III-2

http://www.policylibrary.gatech.edu/employee-alcohol-and-illegal-drug-use

http://www.policylibrary.gatech.edu/open-records-act

http://www.policylibrary.gatech.edu/open-records-act

http://www.policylibrary.gatech.edu/37.6-anti-harassment-policy


The institute has implemented an electronic notification system to alert personnel of dangerous activity or events on the campus. (GTENS) Employees are authorized to carry their personal cell phone to receive this communication. Employees must provide their cell phone number, including any changes to that number and agree to accept this communication.

While at work employees are expected to exercise the same discretion in using personal cellular phones as is expected for the use of institute phones. Personal calls during the work hours, regardless of the phone used can interfere with employee productivity, safety and be distracting to others. Employees are directed to make personal calls during breaks and lunch period and to ensure that friends and family members are aware of the department's policy. The institute will not be liable for the loss of personal cellular phones brought into the workplace. Employees are authorized to use personnel cell phones in place of institute provided communication devices for business purposes only, providing that they have requested authority in writing and authority has been granted by the employee’s immediate supervisor. Request to use personal cell phone for official Institute business form (Appendix).

H. Incidental Disclosure

It may be necessary for members of the computer support team to review the content of an individual employee’s communications and computer files during the course of computer or network problem resolution.

I. Content and Usage Monitoring, and Inspection of Files

While the Facilities Management Department does not routinely monitor individual usage of its computing resources, the normal operation and maintenance of the Department’s computing resources require the backup and caching of data and communications, the logging of activity, the monitoring of general usage patterns, and other such activities that are necessary for maintaining network availability and performance. The Department may also specifically monitor the activity and accounts of individual users of the Department’s computing resources, including individual login sessions and communications, without notice, for those circumstances listed in the Computer & Network Usage and Security Policy.

SECTION III III-3

http://oit.gatech.edu/sites/default/files/CNUSP_new.pdf

http://oit.gatech.edu/sites/default/files/CNUSP_new.pdf


J. Content Filtering

The Vice President for Facilities Management has authorized the use of an automated junk e-mail (aka SPAM) filtering device. Inbound e-mail is automatically scanned to determine the likelihood of that e-mail being SPAM. The suspected SPAM is tagged as such, and may be placed into a special folder. Each e-mail user can then manage their suspected SPAM as he or she wishes. The Facilities Management Department does not currently use any other device designed to prevent (i.e., filter out) access to illegal, defamatory, obscene, threatening, abusive or hateful content that is objectionable and inappropriate for the workplace. The Department, however, reserves the right to use such devices in the future. The introduction of any other Department-level content-filtering devices must be authorized in advance by the Vice President for Facilities Management, the Office of Legal Affairs, the Vice President and Chief Information Officer for Information Technology.

SECTION III III-4

SECTION IV. PROGRESSIVE DISCIPLINE & GRIEVANCES

A. Discipline Procedures Refer to OHR policy 5.13 “Progressive Discipline”

B. Appeals Procedure for All Employees Refer to OHR policy 7.3 “Impartial Board of Review – Appeals Procedures for all Employees Except General Faculty”

Section IV IV-1

http://www.policylibrary.gatech.edu/progressive-discipline

http://www.policylibrary.gatech.edu/impartial-board-review-appeal-policy

http://www.policylibrary.gatech.edu/impartial-board-review-appeal-policy

SECTION V. VEHICLE USAGE A. Privately Owned Vehicles

There may be occasions where travel via privately owned vehicle is necessary; however, on most of these occasions, the employee will be required to travel away from his or her home and the campus, and such travel must be authorized.

B. State-Owned Vehicles

In order to operate any state-owned, Facilities Management vehicle, the operator must be at least 18 years of age and possess a valid Georgia driver’s license. (Exemption to this rule is students from out of the state of Georgia must have a valid license from the state of their residence.) This includes the operation of tractors, golf carts, club cars, low speed vehicles, and other equipment driven on streets to and from work assignments. In the event an employee’s license has expired, been suspended, or been revoked, he or she will have three (3) working days to tell his or her supervisor his or her drivers license is no longer valid. The employee will be placed on leave without pay status for a period not to exceed two weeks to allow him or her time to obtain a valid drivers license. Failure to obtain a valid drivers license during this period of time will result in termination of employment. The following job descriptions are required to have a commercial driver’s license: Electrician I (assigned to Utilities Maintenance); Electrician II; Electrician III; Equipment Operator III; Concrete Mason II and Tree Surgeon (assigned to Landscape Construction); Roofer I, & Maintenance Worker 1 (assigned to Utilities Maintenance) The use of Facilities Management vehicles for personal use is explicitly prohibited, and violation of this policy may result in immediate dismissal. Driving a Facilities Management vehicle while under the influence of alcohol or drugs will result in immediate dismissal. Smoking in Facilities Management vehicles is prohibited. All employees operating Facilities Management vehicles are expected to comply with all campus, city, county, and state traffic laws at all times. Any traffic fines incurred while operating one of these vehicles will be the sole responsibility of the employee. Disciplinary action may be taken against an employee who is issued a traffic citation while operating a Facilities Management vehicle. The type of disciplinary action taken, if any, is dependent upon the severity of the violation and the number of traffic citations received by an employee within the previous 12 months.

Section V V-1

Section V: Vehicle Usage

All employees operating a state vehicle should perform a safety inspection at the beginning of each shift, using the GT Facilities Management Environmental Health and Safety inspection form as a guide All employees operating a state vehicle must attend a Defensive Driving Class as soon as possible after their employment begins, and have their certification renewed every three (3) years. All employees operating Facilities Management vehicles are instructed not to park these vehicles in any reserved or handicapped parking space, or anywhere that may impede traffic flow or block another parked vehicle or any other no parking area. Parking and Transportation Services will issue parking tickets to an operator of a Facilities Management vehicle if the operator does not comply with the above. All parking tickets will be the sole responsibility of the employee assigned to drive the vehicle. All employees operating a state vehicle should ensure that there is a vehicle registration, insurance card, and road side assistance program bulletin is in the vehicle being operated. In the event that a state vehicle is involved in an accident or there is damage done to a state vehicle or there is damage done to property by a state vehicle, the operator of that vehicle is required to immediately report the incident to the proper authorities, (Campus Police 404-894-2500 if on campus, local authorities if off campus), and his/her immediate supervisor. Operator must also report incident to DOAS within 48 hours of incident according to DOAS guidelines. DOAS reporting line is 1-877-656-7475 In the event of a state vehicle needing roadside assistance, the vehicle operator must contact the GT Facilities Management Motor Pool if on campus and between the hours of 7:55 am to 4:25 pm Monday thru Friday (excluding holidays). Off campus anytime, on weekends, Holidays and after normal business hours the operator must contact the appropriate roadside assistance contractor listed on the Roadside assistance program bulletin located in the vehicle. All employees operating a state vehicle must comply with appropriate Institute and DOAS vehicle usage policies.

Section V V-2

SECTION VI. WORK WEEK, PAY DAY, OVERTIME

A. Work Week

The standard workweek for all bi-weekly paid employees begins at 12:01 a.m. Thursday and ends at midnight the following Wednesday.

B. Duty Hours

Normal work hours are 7:55 a.m. to 4:25 p.m., Monday through Friday with 30 minutes for lunch. Below are exceptions to these duty hours.

Landscape Services 6:55 a.m. to 3:25 p.m. Building Services 1st Shift 5:55 a.m. to 2:25 p.m. 2nd Shift 2:45 p.m. to 10:45 p.m. 3rd Shift 10:55 p.m. to 6:55 a.m.

Power Plant Operation hours are as follows:

Current hours: The Holland Central Heating & Cooling Plant employees cover 24 hours per day, 7 days per week (24/7) shifts. They work a straight eight hour shift. Clocking in & out at eight hour intervals: They are paid for eight hours. 6:25am-2:25pm 2:25pm-10:25pm 10:25pm-6:25am The Plant employees are allowed two fifteen minute breaks during the eight hour shift taken when no operational issues are present. They take meals during those break times at their convenience. The Operators are not allowed to leave the Plant during their shift - it is always manned 24/7. Break Limit Procedure: All Power Plant personnel shall abide by the time limit allowed for any given break period. Normally, only two fifteen minute breaks are allowed for each eight hour shift. The break period can only be taken when no other pressing work is required.

Section VI VI-1

Section VI: Work Week, Hours, Overtime

Dinner Break Procedure: All Power Plant personnel do not get an additional meal break. The reason for this is because they work a straight eight hour shift. This allows for transition of the shifts. Meals are taken during the break times. The Vice President for Facilities Management must approve any other permanent duty hour exceptions.

C. Time Keeping

“KRONOS” is the official time keeping system for all hourly employees. Using the employee’s buzz card, all hourly employees must clock in and out using the “KRONOS” time keeping device where available.

All time keeping entries in “KRONOS” for day and midnight shift employees must be approved by appropriate supervisor no later than 10:00 am on the day following the end of the pay period. Entries may be approved in advance of this time but must be reviewed for accuracy prior to the 11 am deadline, unless otherwise notified. Non-exempt employees may not clock in more than six (6) minutes prior to the start of their shift. Clocking in anytime after the scheduled start of the work shift will be considered tardy and may be cause for disciplinary action. Clocking in three (3) minutes or more late, three (3) or more times during a 30 workday period will be cause for disciplinary action. An employee who fails to clock in or out three (3) times in a 30 day period will be subject to disciplinary action. Consistent failure to clock in or out will result in disciplinary action up to and including termination of employment. Supervisors are discouraged from manually entering time into “KRONOS”, but if it is necessary each entry should be documented as to reason for entry. 04/27/2004 Section VI VI-1 Section VI: Work Week, Hours, Timekeeping, Overtime Before approving any time keeping entries in “KRONOS”, the supervisor will be responsible for the following:

1. Ensure that all entries on each time record are accurate. Correct any missed punches and/or unexcused absences, documenting the reason for the missed punches and / or unexcused absences.

2. Ensure that daily totals agree with the time clocked in and out.

3. Ensure that all weekly totals are accurate.

4. Ensure that any leave taken during the pay period is properly entered.

5. Ensure that any schedule changes have been properly entered into schedule.

Section VI VI-2


All supervisors are cautioned to be very thorough in reviewing time record entries. In approving the time record, the supervisor is certifying that he or she agrees with the time as reported and is authorizing the employee to be paid for the amount of time shown.

C. Reporting Partial Hours Worked

According to the Georgia Tech Payroll and Records Services Policy Manual, partial hours should be entered to the nearest tenth of an hour expressed as a decimal equivalent:

*0 to 3 minutes = .0 28 to 33 minutes = .5 4 to 9 minutes = .1 34 to 39 minutes = .6 10 to 15 minutes = .2 40 to 45 minutes = .7 16 to 21 minutes = .3 46 to 51 minutes = .8 22 to 27 minutes = .4 52 to 57 minutes = .9

D. Payday

Georgia Tech uses direct deposit as the mode of payment. You can elect to have your pay deposited into up to three (3) distinct financial institutions. You can download the direct deposit enrollment form from the Payroll website, or deposit to debit card approved by GT OHR.

E. Overtime

Federal wage and hour guidelines require that employers pay the overtime rate for all hours worked in excess of 40 hours per workweek. The 40 hours must be hours that were actually worked and are not to include vacation/sick leave hours. Therefore, in order to be eligible to receive the overtime rate the employee must have worked over 40 hours in that same workweek. There are, however, situations whereby overtime pay may be authorized even though the employee did not actually work 40 hours in the same week. These situations can occur only when an employee is required to return to campus (i.e., called back) to handle an emergency situation. Time worked immediately preceding or following the regular shift is not considered as call-back time. The policy is intended to ensure that employees are fairly compensated for time worked that required the employee to make an additional trip to and from campus. In these cases, the employee is guaranteed at least four (4) hours pay at the overtime rate regardless of the hours actually worked during the workweek. Overtime is normally approved prior to overtime being worked by obtaining the appropriate Director’s approval of the overtime request form. (See appendix.) Compensatory time will not be used in lieu of paid overtime.

Section VI VI-3

http://ohr.gatech.edu/sites/default/files/payroll/DirectDepositEnrollment.doc


There are two types of overtime, scheduled overtime and call-back overtime. Call-back overtime is when an employee is called back on campus because of an emergency situation by a manager, foreperson or the Police Department Dispatcher. The appropriate Director will be provided an overtime sheet first thing in the morning of the next duty day after the overtime was worked. The overtime sheet should contain a brief description of the situation requiring the use of overtime, and what was done to correct the situation. Scheduled overtime is to be reflected as part of the weekly schedule and an overtime request form is to be attached to the weekly schedule for approval. Every effort has been made to cover the types of work Facilities Management employees engage in, but some activities will, in all probability, not be covered.

Section VI VI-4

SECTION VII. SAFETY Employees are directed to contact Environmental Health and Safety (EH&S) at 894-4635 whenever a question regarding safety or environmental protection arises. Safety is the primary responsibility of each employee. Supervisors are responsible for enforcing these safety rules.

A. General Safety

1. Horseplay or practical jokes are strictly prohibited.

2. Visitors must obtain necessary approval to enter shop areas, and they shall wear all required safety equipment if there are shop operations in progress. Visitors shall be kept at a safe distance from operating machinery.

3. Signs and signals shall be obeyed.

4. Unsafe conditions shall be reported to supervisors immediately or at the earliest possible opportunity.

5. Gas cylinders shall not be used as rollers. Gas cylinders shall be secured to prevent falling and be properly segregated according to flammability and oxidizing characteristics. Valve caps shall be used when transporting gas cylinders.

6. Ladders shall be inspected before each use. Damaged ladders shall immediately be removed from service and replaced. Contamination shall be removed to prevent slippage.

7. Use of the top step on a stepladder is strictly prohibited.

8. Painted ladders are prohibited.

9. Work team leaders or supervisors must account for team members at breaks, lunch, and end of shift.

10. Accidents shall be reported to Environmental Health and Safety.

11. Running is prohibited.

12. A buddy system shall be used for those tasks where the supervisor has determined a buddy is required.

B. Personal Protection

1. All personnel, including visitors, shall wear appropriate personal protective equipment (PPE) whenever there is the potential for injury. PPE can include the following items, and they may be worn individually or in combination according to the potential for injury: a. Hard hat

Section VII VII-1

Section VII: Safety

b. Eye/face protection (glasses, goggles, face shields, welding goggles, welding hood, etc.)

c. Gloves

d. Apron

e. Coveralls

2. Environmental Health and Safety personnel are available to assist supervisors in evaluating jobs and work environments to identify specific PPE needs and use strategies (e.g., wear for full shift, wear during actual exposure, etc.).

C. Respiratory Protection

Appropriate respirators shall be worn by all persons being exposed to airborne contaminants above acceptable limits (e.g., exposure limits, action levels, etc.). EHS personnel shall conduct a hazard assessment to determine whether respirators are needed. If respirators are needed, the affected personnel shall be enrolled in the GT Occupational Health Program and Respiratory Protection Program which includes, health evaluations of the employees, fit testing in the appropriate respirator (as determined by EHS) and training on the use of the respirator and those hazards that make its use necessary. Hearing Protection All personnel being exposed to hazardous noise levels shall wear appropriate hearing protection. EH&S personnel shall conduct a hazard assessment to determine whether a noise hazard is present and shall specify the hearing protective devices to be worn. EH&S personnel shall also train employees in the proper use of hearing protective devices. All employees who are determined to have the potential for exposures to dangerous levels of noise will be enrolled in the GT Occupational Health Program and Hearing Conservation Program which includes annual audiograms.

D. Electrical Safety

1. All electrical devices shall be grounded.

2. All equipment control switches shall be readily accessible to operators.

3. Individual disconnect switches shall be provided for each permanently installed machine.

4. Temporary wiring shall be installed by a certified electrician, and shall be removed or replaced (by a certified electrician) with proper permanent wiring within a reasonable period of time.

5. Only properly trained, certified, and authorized personnel are permitted to repair and/or install electrical equipment.

6. Wiring and circuitry shall be treated as live until properly de-energized or confirmed to be de-energized (including lock-outs or tag-outs).

7. All electrical cabinets and enclosures shall be kept clear of tools, clothing, rags, and other materials.

Section VII VII-2

Section VII: Safety

8. Extension cords may be used within their rated capacities and shall not be modified. Use of “home-made” extension cords is strictly prohibited.

9. Extension cords may be used across floors with proper protection. They shall not be allowed to tangle and create tripping hazards, and their use shall be discontinued as soon as practicable.

10. Lockout procedures shall be used to work on electrical circuits and electrically powered equipment. Tag-out is permitted where lockout is not possible.

11. Shut downs will be scheduled to prevent operational problems to academic and research activities. When shutdowns are not possible, care shall be taken when testing voltages and checking or calibrating circuits.

12. Capacitors shall be handled by properly trained personnel, and shall be de-energized before handling.

13. Only explosion proof tools bearing appropriate intrinsic safety labeling (UL or FM) may be used in atmospheres where flammable vapors and gases are present.

E. Equipment Safety

1. Use of defective tools, machines, or other equipment is prohibited. Check wiring frequently, and remove tools/machines/equipment from service when damaged wiring and/or plugs are found.

2. Point-of-operation guards shall be used for machine cutting, drilling, shaping, and forming. Removal or modification of guards is strictly prohibited.

3. Standard color-coding shall be used on equipment to designate danger areas.

4. Machinery shall be equipped with auto-reversing sensors (e.g., infrared, ultrasonic, etc.) where serious injury or amputation is possible.

5. Disabling two-hand controls is strictly prohibited.

6. All gears, belt drives, power shafts, universal joints, etc. shall be enclosed with proper guards. Removal of guards is strictly prohibited.

7. No employee is permitted to operate power machinery until trained and checked-out in its proper and safe operation.

8. De-energized machinery undergoing repair shall be properly locked out and warning signs placed at access points.

9. Personnel traffic lanes and aisles shall be marked.

10. Power machines shall be properly secured to the floor.

11. Only properly trained and certified personnel shall accomplish operation, adjustment, and repair of machinery.

12. Maintenance, adjustments, and lubrication of machinery shall NOT be done when the machine is running unless such activities are proper operating tasks for the machine running (e.g., adjusting cutting tool on a lathe).

Section VII VII-3

Section VII: Safety

13. Chips and other cutting debris shall be removed with brushes and chip hooks. Rags, hands, and compressed air shall NOT be used.

14. Distracting a machine operator while a machine is in operation is very dangerous and is strictly prohibited.

F. Fire and Explosion Safety

1. Approved fire extinguishers shall be provided in all shop areas; the Institute Fire Marshal shall specify the type extinguisher.

2. Fire extinguisher training shall be provided by the Institute Fire Marshal. Employees are permitted to fight small, contained fires with extinguishers. Employees shall activate fire alarms in ALL cases of fire—small and large—to ensure the safety of building occupants.

3. Fire extinguishers and hose equipment including cabinets shall be appropriately marked.

4. Flammable and combustible liquids shall be stored in approved safety containers and cabinets, and storage limits shall NOT be exceeded. Bulk storage is strictly prohibited.

5. Flammable materials shall be used in facilities and equipment approved for flammable material usage. Such equipment shall be removed from service if damaged or if there is evidence of leakage.

6. The Institute Fire Marshal shall inspect flammable storage cabinets annually and inspections shall be noted on cabinet labeling.

7. Control valves on equipment containing flammable liquids shall be color coded, tagged, or both.

8. Spark and/or flame producing devices, and smoking are prohibited in all shop areas. NO SMOKING signs shall be conspicuously posted in shop areas.

9. Paint spray operations with solvent-based paints shall be performed in detached buildings with proper ventilation, or in approved paint spray booths.

10. Dust accumulations, particularly wood dusts, shall be removed daily.

11. Electrical equipment and devices shall be installed and maintained according to the National Electric Code and National Electric Safety Code.

12. Only approved explosion-proof equipment is permitted to be used where flammable vapors, gases, and dusts are present.

13. Only persons trained and certified to ignite and control gas-fired equipment shall be permitted to operate such equipment.

14. Appropriate non-flammable curtains or shields shall be used around welding operations to prevent sparks from escaping the area; use opaque screens where electric arcs are generated (e.g., arc welding, TIG, MIG, etc.).

Section VII VII-4

Section VII: Safety

G. Housekeeping

1. Good housekeeping is the responsibility of each employee.

2. Keep floors clear of debris, water, and other materials that could cause slips, trips, or falls.

3. Overhead storage is prohibited.

4. Scrap stock shall be stored in appropriately marked containers.

5. Oily rags shall only be disposed of in closed metal containers designed for such disposal.

6. Caustic soda shall not be used for cleaning floors.

7. All walkways and aisles shall be kept free of obstructions; FIRE EXITS shall be unobstructed.

8. Material storage bins shall be configured to contain the stored material and prevent projections that are potentially injuring. Corners, under stairs, and bases of columns shall NOT be used as storage areas. Windowsills shall be kept free of stored materials.

9. Tools and portable equipment shall be properly stored at the end of shift.

10. Tools and portable equipment shall be kept dry and free of grease and oil that could be hazardous to the operator.

11. Workbenches shall NOT be used for storage.

H. Radioactive Materials

Supervisors shall ensure that employees are properly trained to work safely in facilities and laboratories where radioactive materials and radiation producing devices are used. Potential radiation hazards exist in the following buildings:

1. Frank Neely Research Center

2. Cherry Emerson Building

3. Bunger-Henry Building

4. Boggs Chemistry Building

5. Howey Physics Building

6. Electronics Research Building (ERB)

7. Van Leer Building

8. Hinman Building

9. Health Services Building

10. Petit Microelectronics Research Building

11. Manufacturing Research and Development Center (MRDC)

Section VII VII-5

Section VII: Safety

12. SSTC-1

13. Baker Building

14. Institute of Bioengineering and Bioscience (IB2)

15. Environmental Science and Technology Building

I. Asbestos

Because many of the institute buildings contain asbestos containing building materials (ACBM), it is imperative that each employee be trained to recognize materials that could contain asbestos and to respond appropriately to observed damage to such materials. The following safety policies apply to Facilities Management employees:

1. Appropriate Facilities Management employees shall receive 2-hour asbestos awareness training annually.

2. Where Facilities Management employees observe conditions that appear to be damaged ACBM, the employee(s) shall contact EH&S at x4-4635 and their supervisor.

3. Asbestos work by Facilities Management employees is strictly prohibited. This includes removal of asbestos materials, working of asbestos materials to install or repair fixtures/equipment, and so on.

4. Custodial personnel shall use appropriate techniques for cleaning in areas where there is ACBM such as low speed buffers for vinyl asbestos floor tile (VAT), wet wiping methods, wet mopping methods, etc. Use of HEPA filter vacuums could be required in areas specified by EH&S.

5. All asbestos removal or repair will be done by certified contractors. Environmental Health and Safety can assist by identifying certified contractors or by managing asbestos abatement contracts.

J. Fibrous Glass Building Materials

Fibrous glass materials will most likely be encountered in insulation. Repeated or prolonged contact with skin may cause skin irritation. Fibers can be inhaled causing sore throat, hoarseness, cough, or breathing difficulty. It can irritate the eyes. When working with or around fibrous glass products—particularly loose insulation—wear long sleeve shirts and long pants. Use protective gloves and eye goggles to prevent contact. Wash hands, face, and head and neck following work. Wear disposable coveralls to protect work clothing (if disposable coveralls are not used, change before leaving the work area, and bag the clothing in preparation for commercial laundering). L Right to Know (RTK)

Section VII VII-6

Section VII: Safety

All Georgia state employees are required to take Right to Know Training initially (at start of employment). All employees who work with chemicals, including maintenance, custodial, and landscaping personnel must re-take RTK annually. This is available on line at http://www.usg.edu/facilities/training/rtkbasic. It is also offered monthly as a 30 minute classroom class by EHS Chemical Safety (sign up at www.trains.gatech.edu or contact EHS for a course schedule). M Chemical Safety All facilities personnel who work with chemicals are required to take RTK Chemical Specific Training initially. This is available on line at http://usg.edu/ehs/training/chemical. Additionally, EHS Chemical Safety personnel will provide area-specific chemical hazard awareness training at the request of the Area Manager. M. Lab Safety All facilities emoployees entering laboaroatories are required to don safety glasses before entering a “wet-bench” lab (labs with chemicals, biologicals, or radiologicals). Facilities personnel are expected to provide their own safety glasses and not rely on “loaner” safety glasses being available in the lab. Nitrile gloves must be donned before touching anything in a lab, this include picking up trash, touching a fume hood, faucet, or drain line. Facilities personnel are not required to wear lab coats to enter a laboratory. Facilities personnel who enter laboratories are required to take Lab Safety for Custodial Personnel or Basic Lab Safety. These are offered as classroom classes only. Contact EHS Chemical Safety for a class schedule.

Section VII VII-7

http://www.usg.edu/facilities/training/rtkbasic

http://www.trains.gatech.edu/

http://usg.edu/ehs/training/chemical

SECTION VIII. GENERAL PROVISIONS A. Final Paychecks/Return of State Property

Any employee who is terminated will be required to return all state property issued to him or her including uniforms.

B. Campus Closed

Weather (or other conditions) may make it necessary for Georgia Tech to declare CAMPUS CLOSED except for certain services. When this condition has been officially declared, the following is in effect:

During Non-Duty Hours: Classes and instructional laboratories are suspended, and only certain campus services are maintained. Only employees previously designated or called in by their department will report to work.

During Duty Hours: Employees are not to leave until their supervisor releases them.

When the decision is made by the Senior Vice President for Administration and Finance to declare either “Classes Cancelled” or “Campus Closed,” the Executive Director of Institute Communications and Public Affairs will immediately notify local radio and television stations and place the campus status decision on the Institute’s main web page. The Office of Information Technology will also place a message on the main campus phone line, 404-894-2000, noting the status of the campus. Employees may call this number to hear a pre-recorded message.

C. Annual Performance Evaluation

All Facilities Management employees job performance will be evaluated at least annually using the GT Performance Management System according to GT OHR guidelines. The purpose of this evaluation is to formally document and communicate the status of the employees performance related to job duties.

D. Removal of Property from Campus

No item of property (except an employee’s own personal property) shall be removed from any campus space, whether occupied or not occupied. This will include items of clothing, shoes, or any type of equipment. If any employee should find any item of personal property that is not his or her own, at any time, in any place - including the trash -, it may not be taken for personal use without proper authorization. If the item appears valuable, the employee must secure the space and notify his or her supervisor. If the supervisor can’t be contacted, any supervisor or administrator should be notified.

Section VIII VIII-1

Section VIII: General Provisions

No employee shall remove anything from the trash for personal use. No state property may be removed from Georgia Tech and no individual may appropriate state property for personal use. Unauthorized possession of any item will be considered a violation of work rules and will result in disciplinary action.

E. On the Job Injuries

The following actions shall be taken in the event of an on-the-job accident/injury. This applies to ALL injuries, no matter how minor:

1. If the accident/injury or illness is of a serious nature, requiring immediate medical attention, the Campus Police should be notified at extension 4-2500. All Campus Police officers have been trained in first-aid techniques. They will also arrange for the appropriate emergency medical transportation if necessary.

2. Any employee who is injured on the job is responsible for notifying his or her supervisor immediately with all the details concerning the accident.

3. The supervisor is responsible for completing the Worker’s Compensation Accident Claim Form. The report must be completed and submitted to the Facilities Administrative Office within 24 hours of the injury/accident.

4. The supervisor is also responsible for ensuring that the employee reports to the Facilities Administrative Office for completion of the First Report of Injury and the Worker’s Compensation Selection Form. Except in cases where immediate medical attention is required, the First Report of Injury must be completed immediately after the accident/injury occurs.

5. In the case of an emergency you should seek emergency care from the nearest hospital emergency room. However, all follow-up care should be rendered by a doctor on the “Panel of Physicians” provided by State Board of Worker’s Compensation.

6. The supervisor will transport the employee to the clinic for the first visit. Each subsequent visit must be made on the employee’s own time and with his or her own transportation.

This Panel of Physicians, provided by State Board of Worker’s Compensation, lists the names, addresses and phone numbers of the doctors from which you must seek treatment for your job related injuries. You may make one change from one doctor on the Panel to another doctor on the Panel without permission. However, further changes in treatment require the permission of the Department of Administrative Services or the State Board of Workers Compensation. Failure to seek treatment for your job related injuries from this an approved Worker’s Compensation site may jeopardize payments of your medical bills under workers’ compensation and you may be personally liable for your injuries.

Section VIII VIII-2


F. Uniforms

In order to establish consistency of dress within Facilities Management, the following policy and procedures are established. The Uniform and Dress Code Policy applies to all Facilities Management employees, including regular, probationary, temporary, and student employees. This policy is intended to provide a consistency of dress among employees of the Facilities Management Department. It is recognized situations may arise not addressed by this policy or may require interpretation of this policy. Managers will use their judgment to resolve this situation.

1. Uniform Policy All regular employees of Facilities Management, up to and including the foreperson level, are required to wear Institute-supplied uniforms if they are assigned to the following units: Area Maintenance Landscape Services Building Services Solid Waste Management Central Shops Storeroom Environmental Health & Safety Utility & Energy Heat Plant Vehicle Maintenance All other employees are not subject to the Uniform Policy shown above and those employees will instead abide by the Dress Code Policy listed in paragraph H.2 of this section.

GUIDELINES FOR PROPER WEAR OF THE UNIFORMS The guidelines included in this section are applicable to employees who are provided Institute-supplied uniforms. Employees will be supplied with uniforms when they have achieved regular employment status. Uniforms will be replaced when they are worn out (generally expect uniforms to last three years) or when damaged. In either case, manager’s approval is required. Individuals employed on a temporary basis will not be supplied with uniforms and those temporary employees will instead abide by the Dress Code Policy listed in paragraph H.2 of this section. Institute-supplied uniforms are to be worn during work hours. All supervisors and forepersons will be supplied with five each navy blue pants, and five each white shirts. All other employees will be supplied with five each navy blue pants, three each navy blue shorts, and five each blue shirts with one patch on each shirt.

Section VIII VIII-3


Exceptions to the specified uniform colors are painters -- who will be supplied five each white pants and shirts, transportation -- who will be supplied five each navy blue pants and shirts, and Environmental Health and Safety -- who will be supplied five each green pants and shirts. Standard uniforms will consist of long pants and long sleeve/short sleeve shirts. Shirts must be buttoned and worn tucked inside the pants. Previously issued uniforms not in compliance with this policy will not be worn. Dresses: If a female worker prefers to wear dresses in lieu of pants and shirts, a standard dress uniform will be provided by the Institute Shorts: The employee’s manager will determine whether shorts are appropriate for the type of work the employee is assigned. When approved by manager, employee will be issued three each navy blue shorts. No other shorts are allowed. Pregnancy: Employees needing to wear maternity clothes will be exempt from wearing uniforms. Footwear: Footwear should be appropriate for the assigned duties and should provide adequate protection to the employee while performing assigned duties. Headgear: A cap may be worn as long as it does not display vulgar language, profanity, sexually explicitly messages, or negative racial phrases and does not constitute a hazard to the employee while performing his or her assigned job duties. Hair: Hair longer than shoulder length must be restrained so it does not constitute a hazard to the employee while performing his or her assigned job duties. Jewelry: Necklaces must be worn on the inside of the shirt. Other personal jewelry must be of a type that does not constitute a hazard to the employee while performing his or her assigned job duties. Name Tag: The Buzz Card serves as a employee name tag and Tech employee identification card. Employees are required to display Buzz Card as part of their uniform by attaching to shirt pocket or by wearing around their neck. Employees will be accountable for the uniforms they receive. Uniforms are to be turned in to the employee’s manager upon resigning, retiring or being terminated from employment with Georgia Tech. Failure to turn in uniforms will result in a hold being placed on the employee’s final paycheck.

2. Dress Code Policy The following dress code applies to all temporary, student, and regular employees not covered by the Uniform Policy listed in paragraph H.1 of this section.

Section VIII VIII-4


a) Regular Employees

The following applies to all regular employees who are not covered by the Uniform Policy in paragraph H.1 of this section. Uniforms will not be provided to other administrative and exempt employees. Clothing: Clothing should be appropriate for the assigned duties. Clothes are to be clean; free of holes and rips; hemmed; and not display vulgar language, profanity, sexually explicit messages, or negative racial phrases; and be appropriate for wear in a business office. Footwear: Footwear should be appropriate for the assigned duties and should provide adequate protection to the employee while performing assigned duties. Name Tag: The Buzz Card serves as an employee nametag and Tech employee identification card. Employees are required to display their Buzz Card by attaching it to their shirt pocket or by wearing around their neck.

b) Temporary Employees

The following applies to all temporary employees. The Institute will not provide uniforms to Temporary employees. Clothing: Clothing should be appropriate for the assigned duties. Clothes are to be clean; free of holes and rips; hemmed; and not display vulgar language, profanity, sexually explicit messages, or negative racial phrases; and be appropriate for wear in a business office. Shirts should have sleeves. Footwear: Footwear should be appropriate for the assigned duties and should provide adequate protection to the employee while performing assigned duties Headgear: A cap may be worn as long as it does not display vulgar language, profanity, sexually explicitly messages, or negative racial phrases and does not constitute a hazard to the employee while performing his or her assigned job duties. Hair: Hair longer than shoulder length must be restrained so it does not constitute a hazard to the employee while performing his or her assigned job duties. Jewelry: Necklaces must be worn on the inside of the shirt. Other personal jewelry must be of a type that does not constitute a hazard to the employee while performing his or her assigned job duties. Name Tag: The Buzz Card serves as an employee nametag and Tech employee identification card. Employees are required to display their Buzz Card by attaching it to their shirt pocket or by wearing around their neck.

Section VIII VIII-5


c) Student Employees

The following applies to all student employees. The Institute will not provide uniforms to student employees. Shorts: The immediate supervisor will determine whether shorts are appropriate for the type of work the student is assigned. Students are responsible for supplying and laundering their own shorts. Shorts must meet the following specifications: be the same color as uniform pants with a 6-8” inseam; have a front zipper; be made of 100% cotton or cotton/polyester blend; be free of holes and rips; and be hemmed. Footwear: Footwear should be appropriate for the assigned duties and should provide adequate protection to the employee while performing assigned duties. Headgear: Caps may be worn as long as it does not display vulgar language, profanity, sexually explicit messages, or negative racial phrases, and does not constitute a hazard to the employee while performing his or her assigned job duties. Hair: Hair longer than shoulder length must be restrained so it does not constitute a hazard to the employee while performing his or her assigned job duties. Jewelry: Necklaces must be worn on the inside of the shirt. Other personal jewelry must be of a type that does not constitute a hazard to the employee while performing his or her assigned job duties. Name Tag: The Buzz Card serves as an employee nametag and Tech employee identification card. Employees are required to display their Buzz Card by attaching it to their shirt pocket or by wearing around their neck.

3. Casual Dress Day Policy Facilities Management will abide by Campus Policy covering casual dress days. Refer to OHR Policy 5.8 “Business Casual Dress Policy for Summer & Fridays”.

G. Issuance of Keys

Keys may be obtained from the Lock Shop on a Daily Issue, Permanent Issue, or Contractor Issue basis. All employees obtaining daily issue or permanent issue keys are solely responsible for the security of the keys. Loaning keys to others does not relieve the employee signing for the keys of the responsibility for the keys, and should not be done.

Section VIII VIII-6

http://www.policylibrary.gatech.edu/business-casual-dress-policy-summer-and-fridays


Employees using keys on campus should exercise extreme caution so as not to misplace them or allow them to be stolen. Lock Shop personnel will assist in devising methods to help secure keys such as providing devices to attach them to clothing. However, the responsibility for key security remains solely with the employee to whom the keys are assigned. Negligent key losses will result in disciplinary action including but not limited to written reprimand, suspension or termination. ALL keys issued to employees MUST be returned prior to terminating employment and receiving a final check. Additional information regarding keys is provided in the following paragraphs:

a) Daily Issue:

Employees assigned to work requests that require temporarily checking out a key for the day must present a key checkout form signed by their Department Manager or Foreperson upon arriving at the Lock Shop. Checkout forms may be obtained from the Lock Shop. A sample form is included in the Appendix section. ALL keys checked out on a daily issue basis must be returned to the Lock Shop by 4:15 p.m.

b) Permanent Issue:

Employees performing work requiring the use of certain keys on a recurring basis may be issued those keys on a permanent basis upon the written approval of their Department Manager. After written notification (identifying each individual key required) is received from the Department Manager, the employee will be notified when the key(s) is/are ready. The employee must report to the Lock Shop and sign an approved form acknowledging receipt of the key(s). Special attention should be given to maintaining keys in a responsible manner. When not in use, the keys issued in this manner should be secured in each area.

c) Contract Management Issue:

Any employee acting in a Contract Management situation MUST complete a key checkout form and list individually all key(s) required to be issued to a Contractor. A separate form must be completed for each contractor and ALL information pertaining to the Contractor must be completed. An anticipated date of return of the key(s) is required prior to issue and notification of any change in that date is the responsibility of the Contract Manager. The company receiving the key(s) is responsible for the security of the key(s) and any costs incurred due to the loss of keys is the responsibility of the contracting company. Proper key return is an official part of the contract completion process and final payment will be withheld until return of all keys is complete. Additionally, any costs incurred due to the loss of any keys is the responsibility of the contracting company and those costs may be deducted from any final payments due.

Section VIII VIII-7


H. Lunch and Breaks

All Facilities Management employees receive two 15-minute breaks per shift. Day shift breaks generally should be taken at 10:00 a.m. and 2:00 p.m., however, the supervisor may dictate other specific times if the work schedule requires. Break time for other shift employees will be determined by the supervisor. Break time may not be accrued. If an employee does not take a break at the scheduled time, that break time is lost. Breaks may not be taken in conjunction with the lunch period. Breaks may not be skipped to leave early. All Facilities Management employees receive thirty minutes unpaid for one meal during their shift. The day shift is scheduled for lunch between 11:55 a.m. and 12:25 p.m. The scheduled meal times for other shifts is left to the discretion of the supervisor. The times for lunch and rest breaks start and stop at the job site where employee is assigned. Employees are to return back to the shop at the end of the day no more than 15 minutes before quitting time.

I. Gratuities Policy

An employee of the University System shall not accept gratuities, courtesies, or gifts in any form whatsoever from any person or persons, corporations, or associations that, directly or indirectly, may seek to use the connection thus formed for securing favorable comment or consideration on any commercial commodity, process or undertaking. No employee within the Facilities Management Department will accept lunches, trips, tickets to various events, gifts, or other favors from vendors, contractors, subcontractors, firms or individuals who are current or potential sponsors of work or projects at Georgia Tech.

J. “All Risk” Insurance Coverage

Employees who supply their personal tools in performing their duties at Georgia Tech may be covered under the Institute’s “All Risk” Insurance Program. Any recovery of loss is subject to a one hundred dollar deductible and must be supported by a police report documenting forced entry and/or that reasonable precautions were taken to secure the property. There is no insurance fee charged to the employee. An application form is found in the Appendix.

Section VIII VIII-8


K. Personnel Files

An employee’s personnel file is regarded as confidential material except as provided by law. All employees’ official personnel files are kept in the office of Human Resources. Documents to be added to an employee’s personnel file should be forwarded to the GT Facilities Management Administrative Manager / HR Rep for processing. Managers / Supervisors may request permission to review an employee’s personnel file with the OHR Records Department. Other review of file should be in accordance with the “Open Records Act”

L. Department Managers and Supervisors should not keep any employee personnel files. Department Managers and Supervisors are entitled to see the personnel files of their subordinates but are directed to request review of the files through proper channels at OHR Records

M. Hand Tools

Employees in the job titles listed below are responsible for providing and maintaining tools listed under their job title. The tools listed are minimum tools required and do not limit employees from bringing additional hand tools. Broken or lost tools are the employee’s responsibility to replace. Stolen tools may be partially covered by Risk Management. (See Section VII-L -- All Risk Insurance Coverage on page VIII-8).

1. Carpenter I and II One (1) wood chisel set One (1) Speed Square One (1) tool pouch or toolbox One (1) 9” lineman pliers One (1) set of Allen wrenches One (1) 10” channel lock type pliers One (1) 6” or 8” adjustable wrench One (1) 6” Phillips screwdriver One (1) measuring tape (25’ or better) One (1) level (torpedo)

One (1) 6” flat head screwdriver One (1) 16 oz claw hammer One (1) keyhole saw

2. Maintenance Worker I and II One (1) tool pouch or toolbox One (1) 16 oz. claw hammer One (1) wire stripper One (1) needle nose pliers cutter One (1) set of nut drivers One (1) wire crimping pliers cutter One (1) 6” flat screwdriver One (1) 6” or 8” adjustable wrench One (1) 6” Phillips screwdriver One (1) level (torpedo)

One (1) measuring tape – 25’

3. Plumber I and II One (1) tool pouch or toolbox One (1) pliers

Section VIII VIII-9


One (1) basin wrench One (1) hacksaw One (1) set Allen wrenches SAE One (1) set Phillips head screwdrivers One (1) ea 6”-8”-10” crescent wrench One (1) set 440 channel locks One (1) set hollow shaft nut drivers 1/4” – 1/2” One (1) level (torpedo) One (1) set flat head screwdrivers

One (1) measuring tape – 25’ One (1) #9 tubing cutter One (1) #15 tubing cutter One (1) peanut tubing cutter

4. HVAC I, II, and III One (1) tool pouch or bag One (1) wire stripper One (1) hammer One (1) 1/4” nut driver One (1) crimping pliers One (1) 3/8” nut driver One (1) needle-nose pliers One (1) 1-5/16” nut driver One (1) 9” Linesman pliers One (1) diagonal cutter One (1) 10” crescent multi-pliers One (1) level (torpedo) One (1) set of Allen wrenches One (1) inspection mirror One (1) 6” or 8” adjustable wrench One (1) Phillips screwdriver One (1) 12” adjustable wrench One (1) flat head screwdriver One (1) ratchet wrench (refrigeration) One (1) measuring tape – 25’

5. Electrician I and II

6. Locksmith I and II, Electronic Tech (Lock Shop) One (1) tool bag One (1) cold chisel One (1) 16 oz. claw hammer One (1) 1” wood chisels One (1) set of Allen wrenches One (1) ea. 6” and 8” adjustable pliers One (1) ea. 6” and 4” adjustable wrenches One (1) ea. Vice grips, large and small One (1) set of screwdrivers 6” flat heads and 6” Phillips

One (1) level (torpedo)

One (1) tool pouch or bag One (1) keyhole saw One (1) Awl (punch) One (1) wire stripper One (1) level (torpedo) One (1) tape measure One (1) diagonal pliers One (1) hammer (ball-peen or claw) One (1) needle-nose pliers One (1) knife (electrician, pocket) One (1) crimp pliers (sta-cons) One (1) small (trim) screwdriver Two (2) channel locks, 420 or 430 One (1) flat head screwdriver One (1) 9” lineman’s pliers (Klein, side cutters)

One (1) Phillips screwdriver One (1) 8” crescent wrench

Section VIII VIII-10


7. Painter I and Painter II

One (1) 5” 1 tool

One (1) 16 oz. Claw hammer One (1) 6” or 8” pliers One (1) 6” flat head screwdriver One (1) 6” or 8” adjustable wrench One (1) 6” Phillips screwdriver One (1) level (torpedo)

One (1) measuring tape – 25’

Section VIII VIII-11

SECTION IX. COMPUTER USAGE A. Information Security

All employees shall become familiar with and abide by the Computer & Network Usage and Security Policy, and the Facilities Management Information Security Policy, which is published separately from this manual.

B. Ownership and Security Policy

All computer hardware and software acquired for or on behalf of the Department or developed by Department employees or contract personnel on behalf of the Department is and shall be deemed Department property. Employees who are leaving the employ of the Department for any reason shall immediately return to the Department the original and all copies of any and all Department-owned software, computer materials, or computer equipment that is either in their possession or otherwise directly or indirectly under their control.

C. Purchasing

All purchasing of Department computer hardware and software shall be centralized with the Facilities Management Information Technology (IT) directorate to ensure that all hardware and software conforms to Department standards, will integrate into the current computing environment, and is purchased at the best possible price. All requests for computer hardware or software must be sent to the IT directorate, which will determine the hardware or software that best accommodates the desired request. Once the total cost is known, the requestor will follow whatever purchase approval processes have been established within the requestor’s work unit, including any Purchase Card (P-Card) approval processes.

D. Software Licensing

Each employee is individually responsible for reading, understanding, and following all applicable licenses for computer software that he or she uses or seeks to use in performance of his or her assigned duties. Unless otherwise allowed in the applicable license, any duplication of copyrighted software, except for backup and archival purposes, may be a violation of federal and state law. In addition to violating such laws, unauthorized duplication of software is a violation of this policy.

E. Computer Hardware and Software Installation

Employees shall not modify, alter, or upgrade any Department hardware devices or software programs without first consulting the IT directorate.

Section IX IX-1

http://www.oit.gatech.edu/sites/default/files/CNUSP_new.pdf

http://www.oit.gatech.edu/sites/default/files/CNUSP_new.pdf

http://www.oit.gatech.edu/sites/default/files/facilities_information_security_policy.pdf

Section IX: Computer Usage

F. Computer Virus Scans

Department computers will be configured to automatically scan any material downloaded from the Internet or received via email, or any program file being run on that computer. Employees may not disable these virus scans.

G. Computer Virus Alerts

Computer support team members are the only employees authorized to send Department-wide computer virus alerts. Other employees who suspect their Department-owned computer is infected with a virus should contact the computer support team. Members of the computer support team will validate the virus threat and ensure necessary precautions are taken, which may include sending a Department-wide virus alert.

H. Loss Prevention

Employees shall make reasonable efforts to protect all Department-provided software and hardware devices from theft and physical damage.

I. Remote Access

Participation in a remote access program may not be possible for every employee. An employee’s eligibility to remotely access the Department’s computer network will be determined by his or her supervisor. Remote access is meant to be an alternative method of meeting Department needs. The Department may refuse to extend remote access privileges to any employee or terminate a remote access arrangement at any time. The Department’s policies for remote access are:

1. Acceptable Use Hardware devices, software programs, and network systems purchased and provided by the Department for remote access are to be used only for creating, researching, and processing Department work-related materials. Employees using the Department’s hardware, software, and network systems for remote access assume personal responsibility for the appropriate use of those items, and agree to comply with this policy and other applicable Department or Georgia Tech policies, as well as any applicable City, State, and Federal laws and regulations.

2. Equipment & Tools The Department may provide tools and equipment for remotely accessing the Department computer network. This may include computer hardware, software, phone lines, e-mail, voicemail, connectivity to host applications, and other applicable equipment as deemed necessary.

Section IX IX-2

Section IX: Computer Usage

The use of equipment and software provided by the Department for remotely accessing the Department’s computer network is limited to authorized persons and for purposes relating to Department business. The Department will provide for repairs to Department equipment. When the employee uses her or his own equipment, the employee is responsible for maintenance and repair of that equipment.

3. Use of Personally Owned Equipment Employees shall not access the Department network using personally owned computer equipment unless the employee has installed current (i.e., latest virus signature files have been applied) antivirus software, and the employee has recently run a virus scan of his or her personally owned computer prior to accessing the Department network. There are literally thousands of possible interactions between the software needed by the remote user and the average mix of programs on most home computers. Troubleshooting software and hardware conflicts can take hours, and can result in a complete reinstall of operating systems and application software as the only remedy for problems. For that reason the Information Technology (IT) directorate will only provide support for equipment and software provided by the Department. The Department will bear no responsibility if the installation or use of any hardware or software necessary to remotely access the Department network causes system lockups, crashes, or complete or partial data loss on computers not owned by the Department. The employee is solely responsible for backing up data on his or her personal computer before beginning any Department work. At its discretion, the Department will disallow remote access for any employee using a personal home computer that proves incapable, for any reason, of not working correctly with the Department-provided software, or being used in a production environment.

Section IX IX-3

APPENDIX