HomeMy WebLinkAboutPolicies - Human Resources (004)Grant ,nty _ 1 -� da of 202L
Governmentr
y Manual Board of County Commissioners
Grant County, Washington
[Dist
ist 1 �g Dist #1 Dist #1
Local Govern ment-Owneddz 0$W___J,_
#3 � '` Dist #3 Dist #3
400.1 PURPOSE AND SCOPE
This policy addresses the care of Grant County -owned property and the role of Grant County when
personal property, the property of another person or entity, or Grant County -owned property is
damaged or lost.
400.2 POLICY
Grant County will ensure that employees are issued appropriate property and equipment
necessary for the employee's job function. Grant County will take steps to minimize the cost
associated with maintaining Grant County property, including personal property authorized for use
in the employee's duties.
400.2.1 GENERAL
(a) Grant County communications and computer systems, supplies, materials, vehicles
and equipment belong to Grant County and are provided to facilitate the performance
of Grant County work. Unless specifically provided for under this section and/or
additional Grant County policies, such as the Information Technology Use Policy
personal use of Grant County resources is prohibited.
(b) All Grant County resources must be used in accordance with all Grant County policies,
as well as local, state, and federal laws and/or guidelines.
(c) Grant County resources include, but are not limited to, an employee's work time,
Grant County work location telephones, Grant County -issued cell phones, facsimile
machines, copiers, Grant County's entire computer network, internet scan numbers,
supplies, materials, vehicles, equipment, etc. Grant County's computer network
resources include but are not limited to: host computers, file servers, application
servers, communication servers, mail servers, fax servers, web servers, workstations,
stand-alone computers, laptop computers, software, data files, and all internal and
external computer and communications networks, such as Internet, commercial online
services, value-added networks, e-mail systems, telephones, voicemail systems,
etc.that may be accessed directly or indirectly from Grant County's network.
(d) Violations of any portion of this policy may result in disciplinary action, up to and
including termination of employment; in certain instances, improper use of Grant
County resources may also include criminal prosecution.
(e) Employees may use Grant County work location telephones for personal calls on
a di minimus basis, and only for local calls. An employee's use of work location
telephones for personal calls that hinder productivity, interfere with Grant County use,
or is excessive is beyond a di minimus basis and therefore prohibited.
(f) Utilization of Grant County computers for employees' personal use is only permitted
as set forth in the Informational Technology Use Policy.
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(g) Use of Grant County resources, which includes work time, for personal or private
purposes is prohibited unless specifically provided for under additional, active Grant
County policies.
1. For example, an employee's use of a personal electronic device that hinders
productivity, interferes with Grant County responsibilities, and/or is excessive is
prohibited; and
2. Except in cases of emergency, personal phone calls, computer usage, etc.,
should occur only during clearly defined lunch, morning, and/or afternoon break
times. Use of any Grant County resources for personal financial gain is strictly
prohibited.
(h) Employees must make conscientious and careful use of all Grant County resources
and seek to incur minimum, necessary expenses.
400.3 LOCAL GOVERNMENT-ISSUEID PROPERTY
Supervisors, Managers, Department Heads or Elected Officials should document all property and
equipment issued by Grant County in the appropriate file at the time of issuance. Receipt of issued
items shall be acknowledged by the receiving employees signature. Upon separation from Grant
County, all issued property and equipment shall be returned. Documentation of the return shall be
acknowledged by the signature of a supervisor, manager, Department Head or Elected Official.
400.3.1 EMPLOYEE RESPONSIBILITIES
Employees shall be responsible for the safekeeping, serviceable condition, proper care, proper
use, and replacement of Grant County property that has been assigned or entrusted to them.
(a) Employees shall promptly report, through their supervisors, any loss of, damage to,
or unserviceable condition of any Grant County -issued property or equipment.
(b) The use of damaged or unserviceable property should be discontinued as soon as
practicable, and the item replaced with a comparable item as soon as available.
(c) Except when otherwise directed by a supervisor or when exigent circumstances exist,
Grant County -issued property shall only be used by those to whom it was assigned.
Use should be limited to official purposes and in the capacity for which it was designed.
(d) Grant County -issued property shall not be thrown away, sold, traded, donated,
destroyed, or otherwise disposed of without prior approval.
(e) Employees should obtain a supervisor's approval before any attempt to repair
damaged or unserviceable property, unless the repair is of a minor or temporary
nature.
400.3.2 SECURITY OF PERSONAL AND COUNTY PROPERTY
Grant County may issue property to an employee for their use to perform their job. These may
include, but not be limited to, computers, lockers, vehicles, pagers and cellular telephones.
Employees are solely responsible for property issued to them. Employees shall not allow the
use of issued property by other employees through sharing keys, access codes, or passwords.
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combination lock information. etc. Employees are responsible to ensure access to such items i&
secure.
Grant County does not assume responsibility for loss, theft, or damage to personal property
brought to the workplace. While Grant County cannot guarantee the security of an employee's
personal property, employees are asked to report any incidents immediately to their supervisor,
manager, Department Head, or Elected Official in the event of loss, theft, or damage to personal
property brought to the workplace.
Grant County reserves the right to inspect and/or search any employee's personal property or
vehicle brought to or taken from the premises based on reasonable suspicion or violation of alcohol
and/or controlled substance policies or any other relevant Grant County policies.
400.4 PERSONAL PROPERTY
Personal property or equipment shall not be carried during work hours or used for work -related
purposes without prior approval by the Board of County Commissioners or appropriate supervisor.
The employee should submit a request that includes a description of the property and the reason
and length of time it will be used. Personal property of the type routinely carried (e.g., cell phone,
wallet, sunglasses) is excluded from this requirement (see the Personal Communication Devices
Policy).
Grant County will not replace or repair property that is not reasonably required as part of work.
400.5 SUPERVISOR RESPONSIBILITIES
The supervisor, manager, Department Head or Elected Official receiving a report that property,
including personal property authorized for use, has been damaged should conduct an investigation
in conjunction with Human resources and direct a memo to the Board of County Commissioners
or the authorized designee, The memo should include the result of the investigation and whether
reasonable care was taken to prevent the loss, damage, or unserviceable condition.
In cases where the supervisor, manager, Department Head or Elected Official has reason to
believe that misconduct or negligence was involved in the loss, damage, or unserviceable
condition of property, the supervisor, manager, Department Head or Elected Official should
consider whether disciplinary or other corrective action would be appropriate.
400.6 DAMAGE TO PROPERTY OF ANOTHER PERSON OR ENTITY
Employees who intentionally or unintentionally damage or cause to be damaged the real or
personal property of another person or entity while performing any Grant County function shall
promptly report the damage to a supervisor, manager, Department Head or Elected Official.
400.6.1 DAMAGE BY OTHERS
Employees who observe damage to the real or personal property of Grant County should report
the damage as follows:
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(a) A verbal report should be made to the employee's immediate supervisor, manager,
Department Head or Elected Official and to the employee or Department or Office
responsible for the property as soon as practicable.
(b) A written report should be submitted before the end of the employee's workday or as
otherwise directed by the supervisor, manager, Department Head or Elected Official.
400.7 PRIVACY
Grant County provides its employees with the tools necessary to perform their work. Such tools
shall not be used for personal use however, some tools may be used for personal purposes, such
as storage of personal items belonging to the employee. Employees do not have an expectation
of privacy regarding such personal items kept in or on Grant County issued property and Grant
County reserves the right to inspect any and all Grant County property at any time with or
without notice Grant County property shall include, but not be limited to vehicles, desks, lockers,
computers, etc.
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DOOM this �— day of 4 20.��
Gra tGovernm nt Policy Manuaof County Commissioners
Grant County, Washington
Dist #I__� Dist #1 Dist #1
Personal Communication S" •�"list'S`#2 Dist#2
WS% #3 Dist #3
401.1 PURPOSE AND SCOPE
The purpose of this policy is to establish guidelines for the use of mobile telephones and other
communication devices, whether issued or funded by the Grant County or personally owned,
during work hours or when used for authorized work -related purposes.
This policy generically refers to all such devices as Personal Communication Devices (PCDs) but
is intended to include all mobile telephones, personal digital assistants (PDAs), wireless -capable
tablets and similar wireless two-way communications, and/or portable internet access devices.
PCD use includes but is not limited to placing and receiving calls, text messaging, blogging and
microblogging, emailing, using video or camera features, playing games, and accessing sites or
services on the internet.
Some positions may require the use of a cell phone (when an employee is away from their normal
work location) while they are conducting Grant County business. These resources are provided
to employees on an "as needed" basis for County business purposes only.
The purpose of this policy is to establish efficient and standard procedures with respect to:
(a) The use of Grant County owned and personal cell phones used for Grant County
business for which reimbursement will be requested; and
M Departmental and employee responsibility for cell phone management and control of
costs of cell phone acquisition and services.
401.2 POLICY
Grant County allows employees to utilize Grant County -issued or funded PCDs and to possess
personally owned PCDs in the workplace, subject to certain limitations. Any PCD used during work
hours, or during non -work hours, for business -related purposes, or reasonably associated with
work -related misconduct will be subject to monitoring and inspection consistent with applicable
law and this policy.
Additionally, the use of a PCD either during work hours or non -work hours for business -related
purposes, or reasonably associated with work -related misconduct, may subject the employee and
the employee's PCD records to civil or criminal discovery or disclosure under applicable public
records laws.
Employees who have questions regarding the application of this policy or the guidelines contained
herein are encouraged to seek clarification from supervisory staff.
Employees provided with County issued cellular telephones are required to have them turned on
and in their possession at all times or as designated by their supervisor, manager, Department
Head or Elected Official. Employees are required to respond to calls they have received in a timely
manner.
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Cell phones provided by Grant County are the property of Grant County and must be returned at
the time of separation of employment or at the request of Grant County. Cell phone accounts of
departing employees are to be closed by the Department Head or Elected Official immediately
upon an employee's separation.
401.3 PRIVACY EXPECTATION
Employees forfeit any expectation of privacy with regard to any communication accessed,
transmitted, received, or reviewed on any PCD issued or funded by Grant County and shall have
no expectation of privacy in their location should the device be equipped with location -detection
capabilities. This includes records of all keystrokes or web -browsing history made on the PCD.
The fact that access to a database, service, or website requires a username or password will not
create an expectation of privacy if it is accessed through Grant County PCDs or networks (see
the Information Technology Use Policy for additional guidance).
Employees have no expectation of privacy regarding any communications while using a personally
owned PCD -for Grant County -related business or when the use reasonably implicates work -
related misconduct,
401.3.1 MONITORING
Department Heads or Elected Officials are responsible for periodically reviewing employees,
cel lular'telep hone usage patterns. In the event cellular telephones no longer meet demonstrated
business requirements, are unused, or no longer "fit" the subscribed service plan, the Department
Head or Elected Official shall ensure the cancellation, reassignment, or adjustment of the cellular
telephone service. I
401.4 LOCAL GOVERNMENT -ISSUED PCD
Depending on an employee's assignment and the needs of the position, Grant County may, at
its discretion, issue or fund a PCD for the employee's use to facilitate work performance, Grant
County -issued or funded PCDs may not be used for personal business during or after work
hours unless authorized by the Board of County Commissioners or the authorized designee. Such
devices and the associated telephone number, if any, shall remain the sole property of Grant
County and shall be subject to inspection or monitoring (including all related records and content)
at any time without notice and without cause
Unless an employee is expressly authorized by the Board of County Commissioners or the
authorized designee to use the PCD during non -work hours, the PCD will be either secured in the
workplace at the completion of the workday or turned off when leaving the workplace.
401.4,1 ISSUANCE STANDARDS
Department Heads and Elected Officials are responsible for conducting a needs assessment prior
to authorizing the acquisition of a cell phone and service, Cell phones shall be issued to individual
employees and only after determining the:
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(a) Business need for cell phone communication of the department and employee.
(b) The amount of time the employee spends away from the customary work site.
(c) The need for immediate contact with the employee.
(d) Benefits of cell phone service versus the comparative cost of alternative and less
expensive means of communication and
(e) Public safety needs and employee safety issues.
401.4.2 ACQUISITION STANDARDS
After determining and approving the business need for a cellular telephone, the Department
Head or Elected Official will make a request through Technology Services who will then order
services and equipment from Grant County's preferred provider. The account should be set up
with Grant County's name and also the employee that is to receive the phone. The phone's serial
number and phone number will be entered on the small and attractive items inventory, which is to
be maintained by each department and office. The Department Head or Elected Official should
also determine the appropriate equipment and level of service that satisfy the requirements of the
position and department's needs.
401.5 PERSONALLY OWNED PCD
Employees may carry a personally owned PCD during work hours, subject to the following
conditions and limitations:
(a) Permission to carry a personally owned PCD may be revoked if it is used contrary to
provisions of this policy.
(b) Grant County accepts no responsibility for loss of or damage to a personally owned
PCD.
(c) The PCD and any associated services shall be purchased, used, and maintained
solely at the employee's expense.
(d) The device should not be used for work -related purposes except in exigent
circumstances (e.g., unavailability of internal communication systems) or as otherwise
authorized by Grant County procedures.
1 Use of a personally owned PCD for work -related business constitutes consent
for Grant County to access the PCD to inspect and copy the work -related data
(e,g., for litigation purposes, public records retention and release obligations,
internal investigations).
2. Use of and data within a personally owned PCD may be discoverable in cases
when there is reason to believe it is associated with work -related misconduct.
3. Searches of a personally owned PCD by Grant County should be limited to those
matters reasonably associated with the work -related business or work -related
misconduct.
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(e) The device shall not be utilized to record or disclose any Grant County business -
related information, including photographs, video, or the recording or transmittal of
any information or material obtained or made accessible as a result of employment
or appointment with Grant County, without the express authorization of the Board of
County Commissioners or the authorized designee.
(f) If the PCD is carried during work hours, employees will provide Grant County with the
telephone number of the device.
(g) All work -related documents, emails, photographs, recordings, and other public records
created or received on an employee's personally owned PCD should be transferred to
Grant County and deleted from the employee's PCD as soon as reasonably practicable
but no later than the end of the employee's workday.
Except with prior express authorization from their supervisor, manager, Department Head or
Elected Official, employees are not obligated or required to carry, access, monitor, or respond
to electronic communications using a personally owned PCD during non -work hours. If an
employee is in an authorized status that allows for appropriate compensation consistent with
policy or existing employment agreements, or if the employee has prior express authorization
from a supervisor, manager, Department Head or Elected Official, the employee may engage
in Grant County business -related communications. Should employees engage in such approved
communications or work during non -work hours, employees entitled to compensation shall
promptly document the time worked and communicate the information to their supervisor,
manager, Department Head or Elected Official to ensure appropriate compensation. Employees
who independently document Grant County -related business activities conducted during non -work
hours in any manner shall promptly provide Grant County with a copy of such records to ensure
accurate recordkeeping.
401.6 USE of PCD
The following protocols shall apply to all PCDs that are carried during work hours or used to
conduct Grant County business:
(a) All PCDs in the workplace shall be set to silent or vibrate mode.
(b) A PCD may not be used to conduct personal business during work hours except for
brief personal communications (e.g., informing family of extended hours). Employees
shall endeavor to limit their use of PCDs to authorized break times unless an
emergency exists.
(c) Employees may use a PCD to communicate with other personnel in situations where
the use of Grant County -provided communications methods is either impracticable or
not feasible. PCDs should not be used as a substitute for, as a way to avoid, or in lieu
of regular Grant County -provided communications methods.
(d) Employees are prohibited from taking pictures, audio or video recordings, or making
copies of any such picture or recording media unless it is directly related to official
Grant County business. Disclosure of any such information to any third party through
any means requires the express authorization of the Board of County Commissioners
or the authorized designee.
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(e) Employees will not access social networking sites for any purpose that is not official
Grant County business. This restriction does not apply to a personally owned PCD
used during authorized break times.
(f) Using PCDs to harass, threaten, coerce, or otherwise engage in inappropriate conduct
with any third party is prohibited. Any employee having knowledge of such conduct
shall promptly notify a supervisor, manager, Department Head or Elected Official.
Only Grant County staff and other authorized persons conducting Grant County business may
use Grant County cell phones.
(a) An employee is not eligible for reimbursement in the event that the employee uses a
non -Grant County cell phone for County business.
(b) Employees are responsible for taking proper care of cell phones and take reasonable
precautions against damage, loss or theft. Loss of a Grant County cell phone
should immediately be reported to the Department Head or Elected Official. Losses
attributable to negligence shall be replaced by the employee at their personal expense.
(c) With the exception of law enforcement officers and emergency services personnel in
the case of an emergency, employees are prohibited from using County -issued cell
phones while operating any motor vehicle, including Grant County motor vehicles and/
or heavy equipment.
401.6.1 ADDITIONAL RESTRICTIONS
Departments and Offices may adopt more restrictive policies with respect to usage as their
operations and circumstances warrant,
401.7 SUPERVISOR RESPONSIBILITIES
The responsibilities of supervisors, managers, Department Heads and Elected Officials include
but are not limited to:
(a) Ensuring that employees under their supervision are provided appropriate training on
the use of PCD ' s consistent with this policy.
(b) Monitoring to the extent practicable, PCD use in the workplace and taking prompt
corrective action if an employee is observed or reported to be improperly using a PCD.
1. An investigation into improper conduct should be promptly initiated when
circumstances warrant.
2. Before conducting any administrative search of an employee's personally owned
device, supervisors, managers, Department Heads and Elected Officials should
consult with Human Resources and the Board of County Commissioners or the
authorized designee.
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401,8 OFFICIAL USE
Employees are reminded that PCDs are not secure devices and conversations may be intercepted
or overheard. Caution should be exercised while utilizing PCDs to ensure that sensitive information
is not inadvertently transmitted. As soon as reasonably possible, employees shall, conduct
sensitive or private communications on a land based or other Grant County communications
network. Discussions of confidential information over a cell phone should be avoided.
401.9 COMPLIANCE
Through the procurement process, the Department Head or Elected Official should ensure monthly
cellular telephone invoices detailing calls sent by the vendor directly to the Department Head or
Elected Official, and include the name of the employee to whom the cell phone has been issued
on the invoice. It is the responsibility of the Department Head or Elected Official to forward the
original, appropriate invoice to the individual employee assigned a Grant County cell phone prior
to payment by Grant County. The employee shall review the bill for accuracy and identify any
personal calls reported on the invoice,, The employee shall further:
(a) Sign and date the invoice;
(b) Indicate (highlight) any emergency personal calls (if any) recorded on the invoice;
(c) Provide reimbursement to Grant County for emergency personal calls, as defined
earlier if the maximum allowed minutes under the set fee are exceeded. The employee
shall pay at the rate charged for excess minutes;
(d) Attach a personal check made out to Grant County or a copy of the receipt for
reimbursement for personal calls to the cell phone invoice; and
(e) Return the invoice and any payment for personal calls to the Department Head or
Elected Official for further processing for payment.
The Department Head, Elected Official or designee shall review all invoices returned for
compliance with the above and for the purpose of identifying any equipment purchases,
unexplained calls made on unusual days or at unusual times, repetitive calls, calls of long duration,
long distance calls, and/or calls incurring roaming charges.
401.10 USE WHILE DRIVING
Employees operating vehicles shall not use a PCD while driving unless the device is specifically
designed and configured to allow hands free use. Hands -free use should be restricted to urgent
business -related calls.
Employees are prohibited from using cell phones when operating a motor vehicle or heavy
equipment in the course of conducting Grant County business.
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day of
Gra 20Z-5
Governm 'I Policy Man&ard of County Commissioners
Grant County, Washington
Dist #1 k�.� Dist #I Dist #1
Vehicle Maintenance pest#2 Dist#2---
,� Dist #2
Dist #3 Dist #3 Dist #3
402.1 PURPOSE AND SCOPE
The purpose of this policy is to ensure that Grant County vehicles are appropriately maintained.
402.2 POLICY
Grant County will service Department or Office vehicles to ensure they remain operational and
maintain their appearance, as resources allow.
402.3 GENERAL DUTIES
Employees are responsible for assisting in maintaining Grant County vehicles so that they are
properly equipped, maintained, refueled, and present a clean appearance.
402.4 DEFECTIVE VEHICLES
When a vehicle becomes inoperative or in need of repair that affects the safety of the vehicle,
that vehicle shall be removed from service. Proper documentation shall be promptly completed
by the employee who becomes aware of the defective condition and forwarded to a supervisor,
manager, Department Head or Elected Official for action.
Documents describing the correction of the safety issue shall be promptly filed by the supervisor,
manager, Department Head or Elected Official with the vehicle history.
402.4.1 DAMAGE OR POOR PERFORMANCE
Vehicles that may have been damaged or perform poorly shall be removed from service for
inspections and repairs as soon as practicable.
402.4.2 SEVERE USE
Vehicles operated under severe -use conditions, which include operations for which the vehicle
is not designed or that exceed the manufacturer's parameters, should be removed from service
and subjected to a safety inspection as soon as practicable. Such conditions may include rough
roadway or off -road driving, hard or extended braking, and severe weather exposure.
402.4.3 REMOVAL OF WEAPONS
Only authorized firearms, weapons, or control devices shall be carried in Grant County vehicles.
Any authorized firearms, weapons, and control devices shall be removed from a vehicle and
properly secured prior to the vehicle being released for maintenance, service, or repair.
402.5 VEHICLE REFUELING
Generally, vehicles should not be operated with less than one-half tank of fuel. Vehicles should
not be returned to the pool or the assigned Department or Office at the end of the workday with
less than one -quarter tank of fuel. Vehicles shall only be refueled at an authorized location.
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402.6 WASHING OF VEHICLES
Vehicles shall be kept clean at all times and, weather conditions permitting, shall be washed as
necessary to maintain the professional appearance of Grant County.
Employees using a vehicle shall remove any trash or debris at the end of their workday.
Confidential material -should be placed in a designated receptacle that has been provided for
shredding this material.
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Gran 6pwis T day of
Governme t Policy
Board of County Commissioner$
Grant County, Washington
Amore Disapprove Abstain
Dist # 1 �41$Dist #1Vehicle UseDist#1
Dist #2 Dist #2 Dist #2
Dist #3 � Dist #3 Dist #3
403.1 PURPOSE AND SCOPE
The purpose of this policy is to provide guidelines for employees who use vehicles for Grant
County business. This policy does not create or imply any contractual obligation by Grant County
to provide assigned vehicles.
Individual Department Heads or Elected Officials may have additional policies for vehicle use to
address specific vehicles (e.g., emergency vehicles) and duty assignments (e.g., law enforcement
undercover work).
403.2 POLICY
Grant County authorizes the use of certain vehicles for official Grant County business to enhance
operational efficiency and requires that vehicles are operated in a safe and legal manner.
403.3 UNSCHEDULED TAKE-HOME USE
Employees may take home Grant County vehicles only with prior approval of a supervisor,
manager, Department Head or Elected Official and shall meet the following criteria:
(a) The circumstances are unplanned and were created by the needs of Grant County.
(b) Other reasonable transportation options are not available.
(c) The employee lives within a reasonable distance (generally not to exceed a 60-minute
drive time) of Grant County limits.
(d) Off street parking will be available at the employee's residence.
(e) The vehicle will be locked when not attended.
(f) All portable Grant County equipment will be removed from the interior of the vehicle
and properly secured in the residence when the vehicle is not attended, unless the
vehicle is parked in a locked garage.
When such circumstances occur, the Board of County Commissioners or the authorized designee
shall document the unscheduled take-home use in the vehicle assignment roster.
403.4 ASSIGNMENT OF TAKE-HOME VEHICLES
Assignment of take-home vehicles should be based on the location of the employee's residence,
the nature of the employee's job, whether the employee performs work outside of regular business
hours, the employee's employment status, and available resources.
Employees are cautioned that under federal and local tax rules, personal use of a Grant County
vehicle may create an income tax liability for the employee. Questions regarding tax rules should
be directed to the employee's tax adviser.
Travel to and from the home will not be considered work time unless the employee is responding
to and from an emergency as part of the employee's duties.
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403.4.1 TAKE-HOME VEHICLE AGREEMENT
Employees shall sign a take-home vehicle agreement that outlines how the vehicle shall be
used, where it shall be parked, vehicle maintenance responsibilities, and any other appropriate
requirements. The agreement should minimally provide that:
(a) Vehicles shall only be used for work -related purposes and shall not be used for
personal reasons, unless special circumstances exist and the Board of County
Commissioners or the authorized designee gives prior authorization.
(b) Vehicles are to be parked off-street at the employee's residence unless prior
arrangements have been made with the Board of County Commissioners or the
authorized designee. If the vehicle is not secured inside a locked garage, all
removeable Grant County equipment shall be removed and properly secured in the
residence.
(c) Vehicles are to be secured at the employee's residence or the appropriate Grant
County facility, at the discretion of the employee's supervisor, manager, Department
Head or Elected Official when an employee will be away (e.g., on vacation) for periods
exceeding one week.
1, If the vehicle remains at the employee's residence, Grant County shall have
access to the vehicle.
403.5 DAMAGE, ABUSE, AND MISUSE
When any Grant County vehicle is involved in a traffic accident or otherwise incurs damage,
the involved employee shall promptly notify a supervisor, manager, Department Head or Elected
Official. Any traffic accident report shall be filed with the agency having jurisdiction, with a copy
provided to -the Board of County Commissioners or the authorized designee.
Damage to any Grant County vehicle that was not caused by a traffic accident shall be immediately
reported during the shift or workday in which the damage was discovered and documented in
memorandum format, which shall be forwarded to the Board of County Commissioners or the
authorized designee. An administrative investigation should be initiated to determine if there has
been any vehicle abuse or misuse.
403.6 `POLL. ROAD USAGE, FUEL, AND MILEAGE
Employees operating vehicles for Grant County business shall pay the appropriate toll charge or
utilize the appropriate tollway transponder.
With the exception of take-home vehicles driven to and from the employee's residence, employees
may submit for reimbursement from Grant County for toll fees and fuel expenses incurred in the
course of official business. In lieu of fuel expenses, employees may submit for reimbursement for
mileage accrued on personal vehicles used for Grant County business.
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25
5
Gr ot�'P� day cif ,2QGovertF
Policy Manual
Board of County Commissioners
Grant County, Washington
drove Disapprove Abstain
Vehicle Safety Restraints ���its-- Dist
Dist #3 Dist #3 Dist #3
404.1 PURPOSE AND SCOPE
This policy establishes guidelines for the use of safety belts and child restraints. This policy will
apply to all employees operating or riding in Grant County vehicles.
Individual Department or Office policies may provide additional guidance.
404.1.1 DEFINITIONS
Definitions related to this policy include:
Child restraint system - An infant or child passenger restraint system that meets Federal Motor
Vehicle Safety Standards (FMVSS) and regulations set forth in 49 CFR 571.213.
404.2 POLICY
It is the policy of Grant County that employees use safety and child restraint systems to reduce
the possibility of death or injury in a motor vehicle accident.
404.3 WEARING OF SAFETY RESTRAINTS
All employees shall wear properly adjusted safety restraints at all times when operating or riding
in a seat equipped with restraints, in any vehicle owned, leased, or rented by Grant County, or in
any privately owned vehicle when conducting Grant County business. The employee driving such
a vehicle shall ensure that all other occupants, including those who are not employees of Grant
County, are properly restrained.
404.4 TRANSPORTING CHILDREN
Child passengers shall be transported using an approved child restraint system in compliance
with federal and state law. Transporting children in a County vehicle shall only be conducted for
work -related purposes.
404.5 INOPERABLE SAFETY BELTS
Grant County vehicles shall not be operated when the safety belt in the driver's position is
inoperable. Persons shall not be transported in a seat in which the safety belt is inoperable.
Grant County vehicle safety belts shall not be modified, removed, deactivated, or altered in any
way, except by the vehicle maintenance and repair staff, who shall do so only with the express
authorization of the Board of County Commissioners or the authorized designee.
Employees who discover an inoperable restraint system shall report the defect to the appropriate
supervisor. Prompt action will be taken to replace or repair the system.
404.6 VEHICLES MANUFACTURED WITHOUT SAFETY BELTS
Vehicles manufactured and certified for use without safety belts or other restraint systems are
subject to the manufacturer's operator requirements for safe use.
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404.7 VEHICLE AIRBAGS
In all vehicles equipped with airbag restraint systems, the system will not be tampered with or
deactivated, except when transporting children as written elsewhere in this policy. All equipment
installed in vehicles equipped with airbags will be installed as per the vehicle manufacturer
specifications to avoid the danger of interfering with the effective deployment of the airbag device.
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P+ablished with permission by Grant County
Gran ___ -c- - I I
t t clay of _ � , 20
Govemme t�o�cy
Board of County Commissioners
Grant County, Washington
A�urove Disap„Rrove Abstain
Personal Protective Equip ���� Dist Dist#�
Dist #2 Dist #2 Dist #2
405.1 PURPOSE AND SCOPE Dist #3 '� Dist �3 Dist #3
Dist
This policy addresses the use of personal protective equipment (PPE) provided by Grant County.
405.1.1 DEFINITIONS
Definitions related to this policy include:
Personal protective equipment (PPE) - Equipment that protects a person from serious
workplace injuries or illnesses resulting from contact with chemical, radiological, physical,
electrical, mechanical, or other workplace hazards.
405.2 POLICY
Grant County endeavors to protect employees by supplying certain PPE as provided in this policy.
405.3 SUPERVISOR RESPONSIBILITIES
Supervisors, managers, Department Heads and Elected Officials are responsible for identifying
and making available PPE appropriate for the work environment.
405.4 EMPLOYEE RESPONSIBILITIES
Employees are required to use PPE pursuant to their training.
Employees are responsible for proper maintenance and storage of issued PPE. PPE should be
stored in an appropriate location so that it is available when needed.
Any employee who identifies hazards in the workplace is encouraged to utilize the procedures in
the Illness and Injury Prevention Policy to recommend new or improved PPE or additional needs
for PPE.
405.5 EQUIPMENT PROCUREMENT AND USE
PPE shall meet or exceed any applicable requirements. Federal or other nationally recognized
standards should be used as a guide for the procurement, use, maintenance, and storage of the
following safety -related equipment in the absence of other mandatory requirements:
(a) Hearing protection (29 CFR 1910.95)
(b) Eye protection (29 CFR 1910.133)
(c) Respiratory protection (29 CFR 1910.134)
(d) Head protection (29 CFR 1910.135)
(e) Foot protection (29 CFR 1910.136)
(f) Electrical protective equipment (29 CFR 1910.137)
(g) Hand protection (29 CFR 1910.138)
(h) Personal fall protection systems (29 CFR 1910.140)
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- ------- - -- --------- - - - ---- --
(i) Biohazards protection (29 CFR 1910.120)
405.6 RECORDS
Supervisors, managers, Department Heads and Elected Officials are responsible for maintaining
records of all:
(a) PPE training.
(b) PPE procurement and distribution.
(c) Fit tests and medical evaluations related to respiratory protection equipment, when
applicable. Medical evaluation questionnaires and any physical examination results
related to respirator use shall be maintained in a separate confidential medical file.
The records shall be maintained in accordance with Grant County records retention schedule.
405.7 TRAINING
Employees should be trained in the hazards to which they may be potentially exposed during
routine and emergency situations.
All employees should be trained in the proper use and maintenance of PPE issued to them,
including when the use is appropriate; how to put on, remove, and adjust PPE; how to care for
PPE; and the limitations of each device (29 CFR 1910.132).
Employees issued respiratory PPE should attend annual training on the proper use of respiratory
protection devices (29 CFR 1910.134).
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Dated his' day of 2Q
Grant 1
Government P' licy Manual Board of County Commissioners
Grant County, Washington
Dist #1 ((�C,�
Dist #1
Dist #1
Ph sical
Asset
Mana emen
Dist #2
Dist#2
DiSt#2
Y
�
Dist #3
Dist #3
Dist #3
406.1 PURPOSE AND SCOPE
The purpose of this policy is to provide guidelines for maintaining a system of inventory and
accountability over Grant County's physical assets. This policy does not address management
of intangible assets (e.g., intellectual property), fluid assets (e.g., cash, stocks, marketable
securities), real property, or natural assets (e.g., water, air quality, minerals).
Individual Department or Office heads may have additional policies for department -specific assets.
406.1.1 DEFINITIONS
Definitions related to this policy include:
Physical assets -- All tangible items of value, including but not limited to materials, machinery,
tools and equipment, vehicles, office supplies, and furniture.
406.2 POLICY
It is the policy of Grant County to accurately inventory, maintain, and dispose of its physical assets
in a manner that controls costs, avoids waste, and promotes the mission of Grant County.
406.3 RESPONSIBILITIES
The Board of County Commissioners should assign a person or persons to be responsible for the
inventory, maintenance, and disposal of Grant County physical assets, including:
(a) Maintaining compliance with federal, state, and local laws regarding physical asset
management, inventory control, and reporting requirements.
(b) Developing procedures for the implementation of this policy, including:
1. Procedures for disposal of all Grant County -owned physical assets in
accordance with federal, state, and local law.
2. Procedures for safe disposal of hazardous waste.
3. Procedures for inter -Department or Office transfers of physical assets.
4. Procedures for each Department or Office to inventory assets as according to
internal reporting deadlines (e.g., quarterly, annually).
(c) Developing a physical asset management plan to track Grant County's physical assets
and maintain accurate and complete records related to these assets. The plan should
include:
1. A minimum value of the physical assets that are subject to this policy, the plan,
and the implementing procedures.
2. An inventory control and recordkeeping system to account for the movement,
storage, maintenance and use, loss, damage, destruction, and disposal of Grant
County's physical assets.
3. Routine internal and external audit practices.
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Physical Asset Management
4. Procedures to access physical assets for re -use, transfer, recycle, or disposal.
(d) Designating custodians within each Department or Office, as appropriate, for inter -
Department or Office communication and to serve as inventory liaisons under the
physical asset management plan.
(e) Annual physical asset acquisition planning.
406.4 IDENTIFICATION AND TAGGING
Physical assets should be tagged using a bar code or other system to identify and locate the
items. Tags should be affixed in the same manner and location on each item, when feasible. The
following information regarding the tagged item should be maintained using the inventory control
system and method of recordkeeping established in the physical asset management plan:
(a) A description of the item, including but not limited to:
I. Make, model, and serial number
2. Physical dimensions and weight
3. Color, material, and other physically distinct qualities
4. Warranty and/or recall information, if any
(b) The Department or Office and specific location where the item can be found
(c) The acquisition date of the item, as well as the amount and funding source for the
acquisition
(d) The intended and actual use of the item
(e) The expiration of an item's lease or loan terms
406.5 SURPLUS OR OBSOLETE ASSETS
A Department or Office that no longer utilizes a physical asset should have the asset identified as
surplus or obsolete. If the physical asset retains value that may be utilized by another Department
or Office, the item should be stored as surplus or transferred in accordance with the procedures
established pursuant to this policy. If the physical asset is deemed obsolete, the item shall be
disposed of in accordance with this policy.
406.5.1 STORAGE
When practicable, physical assets that retain value but are not being utilized should be stored in
lieu of disposal. Physical assets in storage are subject to routine inventory and revaluation. If the
physical asset's value is less than the cost of storage, Grant County should pursue disposal of
the item in accordance with this policy.
406.5.2 TRANSFERS
When a physical asset is transferred from one Department or Office to another, the value of
the physical asset should transfer with the asset. Inter -Department or Office transfers shall be
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Government Policy Manual
physical Asset Management
documented through the inventory control and recordkeeping system implemented by the physical
asset management plan.
406.6 LOSS, DAMAGE, OR DESTRUCTION
Circumstances surrounding loss, damage, or destruction of Grant County's physical assets shall
be promptly reported to and investigated by the Board of County Commissioners or the authorized
designee for purposes of inventory, valuation, and recordkeeping. Otherwise, loss, damage, or
destruction of such assets shall be handled in accordance with the Local Government -Owned and
Personal Property Policy,
406.7 USAGE MONITORING
Physical asset performance should be regularly monitored for functionality, utility, wear -and -tear,
and cost-effectiveness. Usage monitoring of Grant County's physical assets should include the
duration of use (e.g., daily use and number of hours in use), user satisfaction, costs of operating
the asset, and the asset's contribution to employee performance and overall productivity.
406.8 MAINTENANCE
Routine maintenance of physical assets should be proactive to limit interruption of Grant County's
daily operations. Employees should report any physical asset performance issues to a supervisor,
manager, [department dead or Elected Official.
Maintenance requests and reports shall be recorded in the inventory control and recordkeeping
system implemented by the physical asset management plan. The Board of County
Commissioners or the authorized designee shall routinely evaluate maintenance expenditures to
determine whether continued maintenance is beneficial.
406.9 DISPOSAL
Physical assets slated for disposal should be evaluated for salvage value (e.g., items containing
reusable materials like aluminum or copper) or transfer or storage in accordance with this policy.
406.10 INVENTOR( AND REPORTS
Routine inventory of physical assets should be conducted for purposes of loss control, revaluation,
retagging, documenting asset movement and condition, disposition and acquisition planning, and
obtaining adequate insurance coverage.
All internal controls and inventories related to physical asset management shall be accurately
documented and subject to both internal and external audit. Inventory reports should include an
explanation of any discrepancies from the previous period.
All inventory documentation shall be retained and stored in accordance with the records retention
schedule.
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406,11 TRAINING
Employees and supervisors, managers, Department Heads and Elected Officials accountable for
the proper care, use, transfer, maintenance, storage, loss, and disposition of all Grant County
physical assets should receive training regarding their responsibilities under the physical asset
management plan.
----------- -------- I -- --------------- ---
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Published With permission by Grant County
Grant ebb day off#A ^A ; 20
Governmen Policy ManuaBoard of County Commissioners
Grant County, Washington
5f8lti
Dist tit k.CL Dist #I Dist #1
Generative Artificial Intelli �5�3 S&253 Dist#z�
Dist #3
407.1 PURPOSE AND SCOPE
The purpose of this policy is to provide guidelines for Grant County use of generative artificial
intelligence (GenAl). This policy does not apply to artificial intelligence that is integrated into facial
recognition applications, voice recognition applications, biometric access controls, or software that
redacts documents or video or similar applications.
Additional guidelines for the use of Grant County information technology resources are found in
the Information Technology Use and Cybersecurity policies.
407.1.1 DEFINITIONS
Definitions related to this policy include:
Generative artificial intelligence (GenAl) - A type of artificial intelligence that is algorithmically
trained on one or more large data sets and designed to generate new and unique data (e.g., text,
pictures, video) in response to a prompt (generally questions, instructions, images, or video) input
by the user.
407.2 POLICY
The use of GenAl systems carries unique benefits within a local government entity, providing ways
to increase operational efficiency, enhance Grant County procedures, and improve the overall
effectiveness of Grant County.
However, the prompts input into GenAl systems can present risks to both individuals and local
governments by making accessible to the public information such as facility security records,
security procedures, personal information, certain law enforcement records, and other confidential
information (e.g., protected information, social services records, financial records). In addition,
without safeguards in place, GenAl can produce unintended discriminatory or biased output as
well as content that is inaccurate, misleading, or copyrighted.
It is the policy of Grant County to develop, implement, and use GenAl ethically and responsibly in
a way that minimizes potential risk and harm in accordance with the guidelines set forth below.
Any function carried out by an employee of Grant County using GenAl is subject to the same laws,
rules, and policies as if carried out without the use of GenAl. The use of GenAl does not permit
any law, rule, or policy to be bypassed or ignored.
407.3 USE OF GENERATIVE Al
The use of Grant County GenAl systems by Grant County employees shall be limited to official
work -related purposes, and employees shall only access and use GenAl systems for which they
have been authorized and received proper training.
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Generative AWficial Intelligence Use
Employees shall use N-generated content as an informational tool and not as a substitution for
human judgment or decision -making, Employees should not represent M-generated content as
their own original work.
Al -generated content should be considered draft material only and shall be thoroughly reviewed
prior to use. Before relying on Al -generated content, employees should:
(a) Obtain independent sources for information provided by GenAl and take reasonable
steps to verify that the facts and sources provided by GenAl are correct and reliable.
(b) Review prompts and output for indications of bias and discrimination and take steps
to mitigate its inclusion when reasonably practicable.
(c) Include a statement in the final document or work product that GenAl was used to aid
in its production.
407.3.1 PRIVACY CONSIDERATIONS
Information not otherwise available to the public, including data reasonably likely to compromise
an investigation, reveal confidential security information, training, or procedures, or risk the safety
of any individual if it were to become publicly accessible, should not be input into a GenAl system
unless contractual safeguards are in place to prevent such information from becoming publicly
accessible. Employees should instead use generic unidentifiable inputs, such as "person," and
hypothetical scenarios whenever possible. I
Protected information should 6nly be input into GenAl systems that have been approved for such
use and comply with applicable privacy laws and standards (see the Protected Information Policy),
407.4 PROHIBITED USE
Employees shall not create user accounts in their official capacity or input work -related data
(including information learned solely in the scope of their employment) into publicly available
GenAl systems unless the system has been approved by the Board of County Commissioners or
the authorized designee for the intended use.
407.5 TRAINING
The Technology Services Departmentshould ensure that all employeesauthorized to use GenAl
have received appropriate initial training that is suitable for their role and responsibilities prior to
their use of GenAl and receive periodic refresher training. Training should include but is not limited
to the following:
(a) A review of this policy
(b) The need for human oversight of GenAl outputs
(c) The interpretation, review, and verification of GenAl output
(d) Checking GenAl output for bias or protected information
(e) Ethical use of GenAl technology
(f) Data security and privacy concerns
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Published with permission by Grant County
Dated this day of ULU
„,, 20_
Gran CountYBoard of County Commissioners
Governme it Policy Manual grant County, Washington
Approve Disa rave AbA sia�n
4Dist
#1 � Dist #t Dist #1
#2 Dist #2 Dist #2Information Technology U#3 Dist#3 Dist#3
408.1 PURPOSE AND SCOPE
The purpose of this policy is to provide guidelines for the proper use of Grant County information
technology resources, including computers, electronic devices, hardware, software, and systems.
It is critical to ensure the provision of computer and telecommunications resources and services
to Grant County employees for the purpose of conducting business. This policy section applies to
all users of Grant County computer and telecommunications resources and services. Violations
of this policy may result in corrective action, up to and including termination of employment; it is
also possible that, depending upon the nature of the violation(s), criminal charges and/or legal
action may result.
Additional guidelines for the use of Grant County information technology resources are found in
the Cybersecurity Policy.
408.1.1 DEFINITIONS
Definitions related to this policy include:
Computer system - All computers (on -site and portable), electronic devices, hardware, software,
and resources owned, leased, rented, or licensed by Grant County that are provided for official
use by its employees. This includes all access to, and use of, Internet Service Providers (ISP) or
other service providers provided by or through Grant County or Grant County funding.
Hardware - Includes, but is not limited to, computers, computer terminals, network equipment,
electronic devices, telephones (including cellular and satellite), pagers, modems, or any other
tangible computer device generally understood to comprise hardware.
Software - Includes, but is not limited to, all computer programs, systems, and applications,
including shareware. This does not include files created by the individual user,
Temporary file, permanent file, or file - Any electronic document, information, or data residing
or located, in whole or in part, on the system, including but not limited to spreadsheets, calendar
entries, appointments, tasks, notes, letters, reports, messages, photographs, or videos.
408.2 POLICY
It is the policy of Grant County that employees shall use information technology resources,
including computers, software, and systems, that are issued or maintained by Grant County in a
professional manner and in accordance with this policy.
(a) The Technology Services Department provides computer users with technical
resources. All computer users have the responsibility to use Grant County computer
resources in an efficient, effective, ethical, and lawful manner. The Information
Technology Use policy, sets forth the requirements and expectations of employee
conduct and usage of Grant County resources.
(b) All computer usage is to be in conformance with this policy and its subsections;
applicable and binding policies set forth hereinabove.
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Information Technology Use
i
I
(c) Viewing of any internet site of a sexual nature is strictly prohibited and could result in
f
disciplinary action, up to and including termination of employment.
400.3 PRIVACY EXPECTATION
Employees forfeit any expectation of privacy with regard to emails, texts, or anything published,
shared, transmitted, or maintained through file -sharing software or any internet site that is
accessed, transmitted, received, or reviewed on any Grant County computer system.
Grant County reserves the right to access, audit, and disclose, for whatever reason, any message,
including attachments, and any information accessed, transmitted, received, or reviewed over any
technology that is issued or maintained by Grant County, including Grant County email system,
computer network, and/or any information placed into storage on any Grant County system or
device. This includes records of all key strokes or web -browsing history made at any Grant County
computer or over any Grant. County network. The fact that access to a database, service, or
website requires a username or password will not create an expectation of privacy if it is accessed
through Grant County computers, electronic devices, or networks.
408.4 RESTRICTED USE
Employees shall not access computers, devices, software, or systems for which they have
not received prior authorization or the required training. Employees shall immediately report
unauthorized access or use of computers, devices, software, or systems by another employee
to their supervisors.
Employees shall not use another person's access passwords, logon information, and other
individual security data, protocols, and procedures unless directed to do so by a supervisor,
manager, Department Head or Elected Official.
408.4.1 SOFTWARE
Employees shall not copy or duplicate any copyrighted or licensed software except for a single
copy for backup purposes, in accordance with the software company's copyright and license
agreement.
To reduce the risk of a computer virus or malicious software, employees shall not install any
unlicensed or unauthorized software on any Grant County computer. Employees shall not install
personal copies of any software on any Grant County computer.
No employee shall knowingly make, acquire, or use unauthorized copies of computer software that
is not licensed to Grant County while on Grant County premises, computer systems, or electronic
devices. Such unauthorized use of software exposes Grant County and involved employees to
severe civil and criminal penalties.
Introduction of software by employees should only occur as a part of the automated maintenance
or update process of Grant County --approved or installed programs by the original manufacturer,
producer, or developer of the software. Any other introduction of software requires prior
authorization from a supervisor and a full scan for malicious attachments.
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408.4.2 HARDWARE
Access to technology resources provided by or through Grant County shall be strictly limited
to Grant County -related activities. Data stored on or available through Grant County computer
systems shall only be accessed by authorized employees who have a legitimate Grant County -
related purpose to access such data. Any exceptions to this policy must be approved by a
supervisor.
408.4.3 INTERNET USE
Internet access provided by or through Grant County shall be strictly limited to Grant County -
related activities. Internet sites containing information that is not appropriate or applicable to Grant
County use and that shall not be intentionally accessed include but are not limited to adult forums,
pornography, gambling, chat rooms, and similar or related internet sites. Certain exceptions may
be permitted with the express approval of a supervisor, manager, Department Head or Elected
Official as a function of an employee's assignment.
Downloaded information from the internet shall be limited to messages, mail, and data files.
408.4.4 USE DURING NON -WORK HOURS
Employees shall only use technology resources provided by Grant County during work hours
unless specifically authorized by a supervisor, manager, Department Head or Elected Official.
This includes the use of telephones, cell phones, texting, email, or any other off -the -clock work -
related activities. This also applies to personally owned devices that are used to access Grant
County resources.
Refer to the Personal Communication Devices Policy for guidelines regarding use of personally
owned technology during non -work hours.
408.5 SECURITY AND MONITORING
(a) Grant County seeks to protect computer -based information, recognized as a primary
administrative, educational and research asset, from accidental or intentional/
unauthorized modification, misuse, destruction, disruption, or disclosure. In order
to make every reasonable effort to protect the integrity of its computing systems,
workstations, networks, etc., Grant County has the right and responsibility to monitor
its computing resources.
(b) All Grant County computer users must read and sign an acknowledgement of having
received and read the following forms: Information Technology Use, Use of County
Resources, and prior to authorization for use. These forms are provided by the Human
Resources Department at employee orientation. Refusal to read and sign the policy
may be grounds for discipline, up to and including termination of employment.
(c) Grant County has the right to monitor any and all aspects of a system, including
individual login sessions, to determine if a user is acting in violation of County policy,
state, and/or federal laws. The issuance of a password or other means of access is to
assure appropriate confidentiality of Grant County files and information, and does not
guarantee privacy for personal or improper use of Grant County equipment or facilities.
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(d)
(e) All users are assigned an individual login with password protection.
1. Each user is responsible for safeguarding his or her user identification and
password.
2. Users should not print, store online, or provide their password(s) to others.
3. The user is responsible to make authorized usage of the ID for its intended
purpose only.
4. Each user is responsible for all transactions made under the authorization of his
or her ID.
5. Any user who suspects a breach of password protection should report their
concern immediatelyto their supervisor, manager, Department Head, or Elected
Official and immediately make arrangements with the Technology Services
Department for the ability to select a new password.
(f) Computer users shall not intentionally view, provide, or modify information in or obtain
copies of files, programs, keystrokes, or passwords belonging to other computer users.
This includes all system files and accounts.
(g) The copying or sharing of copyrighted materials, software, video and audio files
(including MPEG files) is prohibited.
(h) Due to risks of electronically transmitted viruses, it is suggested that software
upgrades, installation tiles, and other executable files (*.exe files) should only be
downloaded and installed from the internet after consultation with or instruction from
Technology Services staff. This includes executable files (*.exe) attached to electronic
mail messages, but does not include document files such as Word (*.doc) and Excel
{*.xis). Individual users who do not conform to this policy must take responsibility for
all problems and issues that may subsequently arise.
408.6 PROTECTION OF SYSTEMS AND FILES
All employees have a duty to protect the computer system and related systems and devices from
physical and environmental damage and are responsible for the correct use, operation, care, and
maintenance of the computer system.
Employees shall ensure Grant County computers and access terminals are not viewable by
unauthorized users. Computers and terminals should be secured, users logged oft, and password
protections enabled whenever the user is not present. Access passwords, logon information, and
other individual security data, protocols, and procedures are confidential information and are not
to be shared. Password length, format, structure, and content shal I meet the prescribed standards
required by the computer system or as directed by a supervisor and shall be changed at intervals
as directed.
It is prohibited for an employee to allow an unauthorized user to access the computer system at
any time or for any reason. Employees shall immediately report any unauthorized access to the
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computer system or suspected intrusion from outside sources (including the internet) pursuant to
the incident reporting procedures established by the Technology Services Department.
408.6.1 RESEARCH AND DEVELOPMENT
Grant County encourages the research and development of better ways to provide services. As
a part of an employee's position, they may be required to develop specific procedures for Grant
County. All work and work product, in any format (including electronic format) that is produced or
developed during work hours, using Grant County resources, and/or on behalf of Grant County
remains property of Grant County, even after an employee separates employment from Grant
County. Employees may not sell or otherwise distribute products developed for Grant County.
Products developed for Grant County are not for personal use, profit, or gain.
Violation of this policy may result in corrective action, up to and including termination of
employment. In addition, violation of this policy may result in Grant County pursuing any and all
legal remedies available, including recovery of profits and/or gains.
408.7 INSPECTION AND REVIEW
A supervisor, manager, Department Head, Elected Official or the authorized designee has the
express authority to inspect or review the computer system, all temporary or permanent files,
related electronic systems or devices, and any contents thereof, whether such inspection or review
is in the ordinary course of supervisory duties or based on cause.
Reasons for inspection or review may include, but are not limited to, computer system
malfunctions, problems, or general computer system failure, a lawsuit against Grant County
involving one of its employees or an employee's duties, an alleged or suspected violation of any
Grant County policy, a request for disclosure of data, or a need to perform or provide a service.
Qualified Technology Services Department staff may extract, download, or otherwise obtain any
and all temporary or permanent files residing or located in or on Grant County computer system
when requested by a supervisor, manager, Department Head or Elected official or during the
course of regular duties that require such information.
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Published with permission by Grant County
Grant day of , 20
Governmen Policy Manuatoard of County Commissioners
Grant County, Washington
Local Government Use of
Dist # 1 K Dist # l Dist # I
i ociamedi ______ Dist #2
Dist #3 NEI L Dist #3 Dist #3
409.1 PURPOSE AND SCOPE
This policy provides guidelines to ensure that any use of social media on behalf of Grant County
is consistent with the mission of Grant County.
This policy does not address all aspects of social media use. Specifically, it does not address:
Personal use of social media by Grant County employees (see the Speech,
Expression, and Social Networking Policy).
Use of social media in personnel processes (see the Recruitment and Selection
Policy).
Use of social media as part of an investigation, other than disseminating information
to the public on behalf of Grant County.
Grant County recognizes that Social Media presents opportunity and risk to individual Grant
County agencies, departments, employees and Grant County as a whole. Grant County has
a business need to augment traditional communication methods with the use of social media
channels. This policy establishes Countywide social media use policies, protocols and procedures
intended to mitigate associated risks from use of this technology on and through Grant County
property where possible, and is intended to serve as a risk management policy document.
Generally, this policy is to provide Department Heads and Elected Officials, and employees with:
(a) The specific rules and limitations governing the use of social media for Grant County -
related business or programs in order to safeguard Grant County's compliance
with governmental regulations including, but not limited to, public record /retention
requirements;
(b) Notice that certain social media activities engaged in by employees have the potential
to create risks and legal issues for Grant County and/or its employees.
(c) It is the Intent of Grant County to implement this policy through its availability, training,
and education.
(d) Policy terms, rules, and conditions apply to all employees of Grant County.
(e) Grant County reserves the right to amend or revise this policy.
409.1.1 DEFINITIONS
Definitions related to this policy include:
Social media -Any of a wide array of internet-based tools and platforms that allow for the sharing
of information, such as Grant County website or social networking services. For the purpose of this
policy, social media concerns interaction with external websites or services based on participant
contributions to the content. At all times material herein, social media shall be defined, but not
be limited to, web and mobile based technology that facilitate communications, social interactions
and dialogue between individuals, communities, and organizations. Examples include, but are
not limited to: Magazines, Internet Forums, Weblogs, Social Blogs, Micro-blogging, (e.g., Twitter),
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wikis, Podcasts, Photographs (Instagram), Pictures, Video (e.g., YouTube and TikTok), Rating
and Social Networking and Bookmarking (e.g., Facebook) with technologies including. but not
limited to, blogs, picture sharing, v-logs, wall posting, e-mail, instant messaging, music sharing,
crowd -sourcing and voice over IP.
Employee Department Heads, Elected Officials, and employees that are full-time, part-time,
hourly, temporary/seasonal, and all other employees. This policy shall also apply to all Grant
County interns/volunteers. Provided this policy should not be construed to extend employee status
to any intern/volunteer.
Libel - For the purpose of this policy, libel is defined as a false and unprivileged publication by
writing, printing, picture, effigy, or other fixed representation to the eye, which exposes any person
to hatred, contempt, ridicule, obloquy, harm to reputation, which causes the person to be shunned
or avoided, or which has
a tendency to injure the person in the persons occupation.
Unprotected Speech - For the purpose of this policy, unprotected speech includes a social
media communication by an employee concerning, Grant County, its management, and/or another
employee. In the event it is determined that: the interests of the government in promoting efficient
operations outweigh the interests of the employee in commenting on matters of public concern,
the employee may be disciplined for such speech. Unprotected speech includes:
(a) Speech that is prohibited and/or subject to governmental regulations and includes, but
may not be limited to, communications which may be construed as lewd and obscene,
profane, libelous, insulting, humiliating, abusive, hostile, and/or considered fighting
words;
(b) Threats, as they constitute intimidation;
(c) Repeating, disseminating, or sharing confidential information; and
(d) Stating, sharing, or posting discriminatory comments which may be construed as
creating a hostile or abusive working environment.
409.2 (POLICY
Grant County will use social media as a method of effectively informing the public about Grant
County services, issues, investigations, recruitment, and other relevant events.
The use or access of social media should be done in a manner that protects the constitutional
rights of all people.
(a) Authorization for use of social media for Grant County business must be obtained in
advance, as follows:
1. Department Heads and Elected Officials are responsible for conducting a needs
assessment prior to submitting a request for access to one or more specific
social media sites for Grant County business. The request must:
(a) Be in writing, accompanied by a needs assessment;
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(b) Specify the names and job titles of all employees anticipated to have
access to the social media platform.
(c) Identify by name and title the individual in the office/department that will
supervise and actively monitor employee use of the social media site; and
(d) Be submitted to Human Resources for review.
2. Human Resources shall have the discretion to submit the Department Head's
or Elected Officials' request to the Board of County Commissioners for review
and approval.
(b) Grant County Business Usage Standards
1. Any social media site approved for access is to be used only forGrant County -
related work/programs for which it was approved.
2. The social media site is to be used for the posting of Grant County information
only:
(a) It must not be enabled for the receipt of responding information, materials,
opinions, or communication of any kind from internal or external parties
accessing the site;
(b) The posting of Grant County information is used as a "one-way"
informational tool, link, or notice with information on how the public and/
or clients may access the County Office/Department's official County
website, office, and/or staff and;
(c) The employee creating and/or updating the sites platform must create a
printout, copy, pdf, or any other acceptable form of public record and keep
them filed in an organized fashion that is readily available for inspection,
requests for public records, and conformance to Grant County's record
retention schedule. Questions regarding the form of public record and/or
records retention schedule should be directed to Grant County's Public
Records Officer and to the supervising Department Heads and Elected
Officials immediately.
(d) Employees designated by the supervising Department Head or Elected
Official to write or post items on social media sites created for Grant
County business are acting as additional public spokespersons for the
department, office, division, and/orGrant County. Grant County expects
employees to adhere to best practices and to use common sense when
using social media as authorized by the supervising Department Head
or Elected Official. In the interest of risk management, employees should
be sure that all social media content placed on sites created for Grant
County business be consistent with Grant County values and professional
standards.
(c) Statutory and Other Usage Standards/Matters
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Local Govemment Use of Social Media
1 . Employees using social media for Grant County are subject to federal and
state mandates for the safeguarding of confidential, exempt, and/or sensitive
information.
2. Posting or transmittal of any work product, data, and/or information that is
protected or prohibited by federal, state, and/or county laws, policies, or
guidelines through social media is expressly forbidden.
3. Employees shall be prohibited from using personal electronic devices to create,
access, and/or transmit Grant County work product. Personal cell phones
and cell phone records, computers, personal e-mail accounts, etc. are all
"searchable " and open to public record if/when used for Grant County work.
Employees are not entitled to any reasonable expectation of privacy regarding
electronically produced Grant County work or work -related matters, whether
the medium used belongs to Grant County or is the personal property of the
employee.
4. Employees are prohibited from posting libelous or remotely libelous statements
as defined within this policy at work, and/or regarding work, on Grant County
communication networks.
5. Non-public and confidential information:, such as Information related to co-
workers, personnel data, medical information, claims or lawsuits against the
Grant County, should never be shared.
(d) Social Media Content Ownership
'i. Grant County is committed to complying with the Public Records Act (RCW
42.56), which requires that a governmental entity capture, store, and retrieve all
materials written, created, transmitted, etc., in the conduct of its business.
(a) Grant County has a property and proprietary interest in all of its social
media business accounts and login information on its employees' work -
related social media networks and equipment.
(b) Employees are prohibited from using Grant County's accounts for the
purpose of posting personal information, pictures, and other non -business
related content.
(c) Grant County Technology Services Department shall act as the
administrator for all social media sites, accounts, usernames, and
passwords.
(e) Compliance/Non-Compliance
1. Every County employee must read and sign an acknowledgement of having
received and read this policy. The employee is expected to read and
acknowledge this policy within the first week of employment.. Refusal to read
and acknowledge the policy may be grounds for discipline, up to and including
termination of employment.
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------- ---- - - - --- --- -- ---- ---------
2. All incidents of potential or alleged non-compliance with this policy must be
immediately reported to a supervisor, manager, Department Head, or Elected
Official and/or Human Resources for evaluation and/or investigation,
(a) Grant County will take action, whenever possible and as quickly as
practical, to remove or prevent the potential for Unprotected Speech as
defined hereinabove from occurring.
(b) If evidence is found to exist to support the allegations of policy non-
compliance by an employee, Grant County may take corrective action up
to and including termination of employment,
409.3 AUTHORIZED USERS
Only employees authorized by the Board of County Commissioners or the authorized designee
may utilize social media on behalf of Grant County. Authorized employees shall use only Grant
County approved equipment during the normal course of duties to post and monitor Grant
County related social media, unless they are specifically authorized to do otherwise by their
supervisors, managers, Department Head or Elected Official.
The Board of County Commissioners may develop specific guidelines identifying the type of
content that may be posted. Any content that does not strictly conform to the guidelines should
be approved by a supervisor, manager, Department Head or Elected Official prior to posting.
Requests to post information over Grant County social media by employees who are not
.authorized to post should be made through the appropriate supervisory channels.
409.4 AUTHORIZED CONTENT
Only content that is appropriate for public release, that supports the mission of Grant County, and
that conforms to all Grant County policies regarding the release of information may be posted.
Examples of appropriate content include:
(a) Announcements.
(b) Tips and information related to crime prevention.
(c) Requests for information,
(d) Community engagement information.
(e) Real-time safety information that is related to in -progress crimes, geographical
warnings, or disaster information.
(f)
Traffic information.
(g)
Media releases.
(h)
Recruitment of personnel.
...........
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4.09.4.1 INCIDENT -SPECIFIC USE
In Instances of active incidents where speed, accuracy, and frequent updates are paramount (e.g.,
crime alerts, public safety information, traffic issues), the Board of County Commissioners or the
authorized designee will be responsible for the compilation of information to be released.
409.5 TRAINING
Authorized employees should receive training that, at a minimum, addresses legal issues
concerning the appropriate use of social media sites, as well as privacy, civil rights, and
dissemination and retention of information posted on Grant County sites,
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GrantN ----
e t s day of 20
Government oficy,enu .
Board of County Commissioners
Grant County, Washington
Approve Disag2rove Abstain
Cybersecurity I D►�#1�- plst#i Dist#1
Dist #2 77 Dist #2 Dist #2
Dist #3 1��,OKJ Dist #3 Dist #3 .�
410.1 PURPOSE AND SCOPE
The purpose of this policy is to establish guidelines to protect the Grant County's information
technology infrastructure from cyber threats.
Additional guidelines for the use of Grant County information technology infrastructure are found
in the Information Technology Use Policy.
410.1.1 DEFINITIONS
Definitions related to this policy include:
Cybersecurity — The practice of protecting an information technology infrastructure from digital
attacks.
Cybersecurity incident - Any incident that compromises the security of the information
technology infrastructure of Grant County. This includes but is not limited to data breaches,
unauthorized access attempts, malware infections, phishing attacks, and any other suspicious
activity.
Cyber threats — Unauthorized access, use, disclosure, disruption, modification, or destruction of
Grant County's information technology infrastructure.
Information technology infrastructure — All electronic devices, networks, systems (e.g.,
hardware, software, firmware), and data owned, operated, or managed by Grant County, including,
but not limited to, computers, servers, mobile devices, networking equipment, and cloud -based
services.
410.2 POLICY
Grant County is committed to maintaining the security and integrity of its information technology
infrastructure and will take reasonable cybersecurity measures to safeguard its information
technology infrastructure from cyber threats.
410.3 BOARD OF COUNTY COMMISSIONERS RESPONSIBILITIES
The Board of County Commissioners is responsible for securing and allocating the necessary
resources, support, and guidance to provide effective cybersecurity measures.
The Technology Services Departmentshall oversee and implement Grant County's cybersecurity
efforts.
The Technology Services Department should receive appropriate training and maintains
appropriate credentials needed to implement and maintain cybersecurity efforts..
410.4 CYBERSECURITY RESPONSIBILITIES
Responsibilities of maintaining cybersecurity include but are not limited to:
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(a) Overseeing Grant County's cybersecurity- efforts. This includes assessing and
implementing appropriate cybersecurity technologies, including firewalls, antivirus
software, intrusion detection systems, and data encryption tools,
(b) Developing procedures related to specific Grant County cybersecurity efforts, such as
acceptable use, password management, and remote access.
(c) Remaining familiar with and facilitating Grant County compliance with all applicable
and emerging federal, state, and local laws related to cybersecurity, such as the
Federal Information and Security Modernization Act (FISIVIA) (44 USC § 3551 et. seq.)
and the Cybersecurity Information Sharing Act (CISA) (G USC § 1501 et. seq.).
(d) Conducting periodic risk assessments to identify potential vulnerabilities in Grant
County's information technology infrastructure.
1. The risk assessment should include a review of Grant County's cybersecurity
technologies to address emerging threats, as appropriate.
(e) Developing and implementing risk mitigation strategies based on the findings of the
risk assessment, including updates to Grant County's cybersecurity technologies.
(f) Developing and maintaining procedures for data protection, including classifying data
based on the sensitivity of the data, performing data backups, and securely disposing
of sensitive data.
(g) Developing and implementing procedures for employees and Elected Officials to
report suspected or potential cybersecurity incidents.
(h) Developing and implementing an incident response plan to address potential
cybersecurity breaches or attacks.
(i} Coordinating with the training manager to develop and implement a comprehensive
cybersecurity training program for all employees, and Elected Officials.
(j) Responding to and advising employees,and Elected Officials on cybersecurity
questions or issues related to Grant County cybersecurity practices.
(k) Coordinating with Grant County Department or Office staff and Department dead or
Elected Officials to ensure compliance with this policy.
(1) Ensuring that protocols are in place to require all vendors and contractors handling
Grant County data to adhere to this policy's cybersecurity standards and any and all
procedures or practices established by the Technology Services Department. This
may be accomplished by including provisions for data protection, breach reporting,
and secure data handling practices in contractual agreements.
(m) Regularly reviewing this policy and related policies or procedures and recommending
amendments as needed.
410.5 EMPLOYEE AND ELECTED OFFICIAL RESPONSIBILITIES
All Grant County employees and elected officials share responsibility for proactively protecting
Grant County information technology infrastructure from cyber threats and cybersecurity incidents.
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,Cybersecurity
Employees and elected officials shall immediately report any suspicious activity, actual or
suspected cyber threats, or cybersecurity incidents pursuant to the procedures established by the
Technology Services Department.
410.6 ACCESS CONTROL, PASSWORD, AND USER MANAGEMENT
Access to Grant County information technology infrastructure shall be granted based on the
principle of least privilege so that Grant County employees have only the necessary access rights
required for their specific job duties.
Grant County shall require password access to Grant County information technology
infrastructure. Passwords shall be required to meet the minimum length and complexity
requirements, be changed periodically, and not be shared, reused, or stored in plain text. Grant
County shall implement multi -factor authentication for systems containing sensitive or critical
information.
Upon separation from employment an employee's access to Grant County information technology
infrastructure shall be immediately terminated.
410.7 NETWORK SECURITY
Grant County shall implement firewalls and other 'Intrusion prevention systems to protect Grant
County information technology infrastructure from unauthorized access, malware, and other cyber
threats.
Grant County shall ensure that Grant County wireless networks are secured using encryption,
strong passwords, firewall configurations, and any additional security protocols necessary to
protect against cyber threats.
Information systems shall be configured securely to protect the security of Grant County data.
410.8 DATA CLASSIFICATION, PROTECTION, AND DISPOSAL
Data Should be classified by Grant County based on its sensitivity. Appropriate security controls
should be implemented based on the classification level of the data.
Regular data backups shall be performed by the Grant County and shall be stored in a secure
location. The process used for data backup and recovery shall be regularly tested to confirm it
can adequately recover data if needed. All testing should be documented.
The Technology Services Department shall also ensure that sensitive data at rest and in transit
is encrypted using industry standard encryption algorithms and protocols.
The disposal of sensitive information should follow appropriate protocols to prevent unauthorized
retrieval (e.g., secure erasure, destruction of data).
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410.9 INCIDENT RESPONSE PLAN
Grant County should maintain an incident response plan that addresses cybersecurity incidents
promptly. The incident response plan should include procedures for:
(a) The receipt and processing of reported cybersecurity incidents or events.
(b) Specific steps for identifying, containing, and mitigating security incidents.
(c) Coordination with relevant departments, external agencies, and other stakeholders to
develop an appropriate response.
(d) Regular audits to determine compliance with incident response procedures.
(e) Post -,incident recovery actions and protocols, including:
I . Containment and eradication of threat.
2. Recovery of data,
3. Required reporting.
4. Continuity of services.
(f) The investigation of any reported cybersecurity incidents, including steps to prevent
future occurrences.
(g) Regular interactive simulations and practical exercises to test compliance and
awareness of incident response procedures.
410.10 CYBERSECURITY TRAINING PROGRAM
All employees and elected officials shall complete initial and annual cybersecurity awareness
training consistent with the requirements established in the cybersecurity training program.
The cybersecurity training program should include instruction on the following:
(a) Recognizing and avoiding threats (e.g., phishing awareness, social engineering
tactics, safe browsing).
(b) Secure device use (e.g., keeping devices updated and secure, mobile device security,
physical device security).
(c) Safe network practices (e.g., WI-Fi security considerations, virtual private networks,
firewall and antivirus software).
(d) Data security (e.g., data encryption and backup, handling confidential data).
(e) This policy and all related policies and procedures, including:
1. Acceptable use, password protection, and remote access procedures.
2. Procedures for data classification.
3. Incident reporting procedures.
4. Incident response plans.
5. Applicable state and federal law related to cybersecurity.
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