Revised 07/09

1. Reporting an Employee's Death
2. University Death Benefits for Employees (moved to §2.06(C)4))
3. Substance Abuse in Workplace
   1. Laboratory Policy
   2. Special Requirements for Employees Engaged on Federal Contracts and Grants
   3. Definitions
   4. Department of Transportation (DOT) Rule
4. Flexible Work Options (moved to §2.06(D)4))
   1. General
   2. Flex Time
   3. Telecommuting
5. Employee Rest Periods (moved to §2.06(D)(2)(b)(ii))
6. Conflicts of Interest (moved to §10.03)
   1. Self-Disqualification
   2. Designated official Positions
7. Acceptance of Gifts or Favors (moved to §10.12)
8. Contacts with State and Federal Officials (moved to §10.13)
9. Privileged Information (moved to §10.14)
   1. Unpublished Information Relating to Technological and Scientific Developments
   2. Medical, Personnel, Patent, Salary, or Security Clearance Records of Individuals
   3. Anticipated Materials Requirements or Pricing Actions; Knowledge of Selected Contractors or Subcontractors before Official Announcements
   4. Possible New Sites for University of California or DOE Program Operations
10. Nonsmoking Policy
    1. Policy
    2. Further Information

A.  REPORTING AN EMPLOYEE'S DEATH

All supervisors are requested to notify the Human Resources Department (Foreign Visitors Unit for foreign nationals) immediately of the death of an employee. This notification will ensure the initiation of benefit payments and other possible assistance to eligible dependents or a designated beneficiary.

B.  UNIVERSITY DEATH BENEFITS FOR EMPLOYEES

Paragraph (B) moved to §2.06(C)4).

C.  SUBSTANCE ABUSE IN WORKPLACE

1.  Laboratory Policy

The University of California and the Laboratory recognize dependency on alcohol and other drugs as a treatable condition and offer programs and services for Laboratory employees, including University of California student employees, with substance dependency problems. Employees (including student employees) and students are encouraged to seek assistance, as appropriate, from employee support programs, health centers, and counseling or psychological services available through the Laboratory's Employee Assistance Program, which is provided by the University of California Health Center (the Tang Center) on the Berkeley campus. Information obtained regarding an employee or student during participation in such programs or services will be treated as confidential, in accordance with federal and state laws.

The Laboratory strives to maintain a work site free from the illegal use, possession, or distribution of alcohol or of controlled substances as defined in Schedules I–V of the Controlled Substances Act (21 United States Code §812) and 21 Code of Federal Regulations 1308. Unlawful manufacture, distribution, dispensing, possession, use, or sale of alcohol or of controlled substances by employees in the workplace, on Laboratory premises, at official Laboratory functions, or on Laboratory business is prohibited. Unauthorized possession, use, consumption, or being under the influence of alcohol on Laboratory premises is prohibited. In addition, employees may not use illegal substances or abuse legal substances, including alcohol, in a manner that impairs work performance, scholarly activities, or student life.

The Laboratory strongly supports and is committed to making a good-faith effort to maintain a workplace free of substance abuse through implementation of 10 Code of Federal Regulations 707.5(a)(1)–(5) (Workplace Substance Abuse Programs at Department of Energy Sites). Use, possession, sale, distribution, or manufacture of illegal drugs at sites owned or controlled by DOE is prohibited.

Employees found to be in violation of this policy, including student employees if circumstances warrant, may be subject to corrective action (up to and including dismissal) under applicable Laboratory policies and labor contracts or may be required, at the discretion of the Laboratory, to participate satisfactorily in an Employee Support Program.

2.  Special Requirements for Employees Engaged on Federal Contracts and Grants

The Federal Drug-Free Workplace Act of 1988 (Public Law 100-690, Title V, Subtitle D) and the State Drug-Free Workplace Act of 1990 require that University employees directly engaged in the performance of work on a federal or state contract or grant must abide by this policy as a condition of employment.

Employees working on federal contracts and grants must provide written notification to the Laboratory through their immediate supervisor within five calendar days if they are convicted of any criminal drug statute violation occurring in the workplace or while on Laboratory business. This requirement also applies to all indirect charge employees (i.e., an employee who performs support or overhead functions related to the federal contract or grant and for which the federal government pays its share of expenses) unless the employee's impact or involvement is insignificant to the performance of the contract or grant. The Laboratory is required to notify the federal contracting or granting agency within 10 calendar days after receiving notice of such conviction and to take appropriate corrective action or to require the employee to participate satisfactorily in available counseling, treatment, and approved substance-abuse assistance or rehabilitation programs within 30 calendar days after receiving notice of such conviction.

Questions regarding Laboratory policy on substance abuse in the workplace may be directed to the Labor/Employee Relations Office or the Employee Assistance Coordinator. See RPM §2.05(G) (Employee Assistance Program).

3.  Definitions

1. Employees. In the context of the University Policy, "employees" refers to all Laboratory employees.

2. Students. In the context of the University Policy, "students" refers to students of University of California campuses. For the Laboratory, student employees are covered by Laboratory employee policies.

3. Employee Support Programs. For the Laboratory, this refers to the Employee Assistance Program and the Vocational Rehabilitation Program. Student employees of University of California campuses (GSRAs and student assistants) have student counseling and health services available at their campus. Employees are encouraged to self-refer for substance abuse problems and to seek confidential assistance from the Employee Assistance Counselor.

4. Special Requirements for Employees Engaged on Federal Contracts and Grants. This section of the University Policy applies to all Laboratory employees. Laboratory employees who are convicted of any drug statute violation occurring in the workplace or while on Laboratory business must notify their immediate supervisor and the Office of Employee Relations within five calendar days of the conviction.

5. Conviction. A conviction is a finding of guilt (including a plea of nolo contendere) or imposition of sentence, or both, by any judicial body charged with responsibility to determine violations of any criminal drug statutes.

4.  Department of Transportation (DOT) Rule

The Laboratory endorses the Department of Transportation's (DOT) antidrug policy and regulations. A drug and alcohol testing program is an integral part of this policy for classifications covered by the DOT rule. Compliance with this policy and the DOT rule is a condition of continued employment. Noncompliance may result in disciplinary action up to and including suspension or dismissal.

The Laboratory's policies and procedures to implement the DOT drug and alcohol testing program have been balanced with a recognition of employees' legal rights, the preservation of employees' reasonable expectation of privacy, and a commitment to assuring due process.

The DOT rule covers employees and contract labor personnel whose Laboratory job duties are such that federal regulations require them to hold a Commercial Driver's License (CDL) in order to drive a commercial motor vehicle (CMV) on public highways, and who, during the course of the workday, operate or are expected to be ready to operate a vehicle with a gross combination or gross vehicle weight of at least 26,001 pounds inclusive of a towed unit with a gross vehicle rating of more than 10,000 pounds; a vehicle originally or currently designed to transport 16 or more passengers including the driver; or a vehicle of any size used to transport hazardous materials found in the Hazardous Materials Transportation Act and that require the motor vehicle to be placarded under the Hazardous Materials Regulations.

Employees and contract labor personnel covered by the DOT rule are subject to the following drug and alcohol tests:

• Pre-employment
• Post-accident
• Reasonable suspicion
• Random
• Return to duty and follow-up

The text of the full policy and implementation guidelines for the DOT rule is distributed to covered employees and contract labor personnel and is available in the Human Resources Department.

D.  FLEXIBLE WORK OPTIONS

Paragraph (D) moved to §2.06(D)4).

E.  EMPLOYEE REST PERIODS

Paragraph (E) moved to §2.06(D)(2)(b)(ii).

F.  CONFLICTS OF INTEREST

Moved to RPM §10.03.

G.  ACCEPTANCE OF GIFTS OR FAVORS

Moved to RPM §10.02(D)(1).

H.  CONTACTS WITH STATE AND FEDERAL OFFICIALS

Moved to RPM §10.02(F)(1).

I.  PRIVILEGED INFORMATION

Moved to RPM §10.10(B).

J.  NONSMOKING POLICY

1.  Policy

It is the Laboratory’s objective to create and maintain an environment as close to smoke-free as practicably possible. In addition, the Laboratory is located in an environment that poses severe hazards from wildland fires and is obliged to ensure that outdoor smoking is restricted to safe areas.

This policy applies to all employees, contractors, guests, and visitors. Accordingly, the Laboratory, in keeping with these obligations and in compliance with state law, has determined that smoking is not permitted:

• In any Laboratory building
• In any Laboratory vehicle
• Within 20 feet of entrances and exits, operable windows, and air intakes
• On decks or stairs
• In areas with vegetation
• In any area posted as "No Smoking"

Smoking is permitted only in outdoor areas that are paved with asphalt, brick, or concrete.

All individuals are responsible for ensuring:

• That their smoke does not enter buildings.
• The safe disposal of their smoking materials.

If the preferences of smokers and nonsmokers conflict, the preference of nonsmokers will prevail.

Violations of this policy should be reported to a supervisor, who, if necessary, will consult with Labor/Employee Relations before taking action in accordance with appropriate personnel policies or labor agreements.

2. Further Information

Instructions on how to obtain outdoor ash cans, request an EH&S review of smoking areas, and other information relating to this policy will soon be appearing in the Environment, Health, and Safety Manual (LBNL/PUB 3000).