100-10 ETHICAL CONDUCT
Employees of the Division of Public Assistance, in working with some of Alaska's low income and often vulnerable citizens, have a responsibility to these citizens and a responsibility to preserve the division's credibility, and are therefore held to the highest standards of ethical conduct. Information contained in this section will provide employees guidance in handling ethics issues. Additional guidelines for ethical conduct are contained in the Code of Ethics handbook for public employees located online at http://www.law.state.ak.us/doclibrary/ethics.html
100-10 A. RESPONSIBILITIES OF MANAGERS AND SUPERVISORS
DPA managers and supervisors must investigate any situation that may be in violation of the expectations outlined in this section. Violations will subject individuals to disciplinary actions, which could include termination of employment. In addition, managers and supervisors must ensure employees are made aware of and acknowledge the provisions contained in this section.
100-10 B. ACCESSING AND USING CONFIDENTIAL INFORMATION
DPA employees have access to an extensive array of confidential and sensitive information. Employees are responsible for protecting the confidentiality of any and all client information available to them from any source. This information is obtained from interviews with applicants and recipients, collateral contacts, documents, the Eligibility Information System (EIS), Case Management System (CMS), and interfaces with other private and public databases; including, but not limited to, information from the Internal Revenue Service, Social Security Administration, other departments of the State of Alaska, and medical providers.
System information and all other sources of information may not be used for personal reasons. It may only be used for actions involving the determination of eligibility and the administration of public assistance programs. All allegations of improper access or unauthorized disclosure of confidential and sensitive information must be promptly investigated. Proof of these allegations could result in disciplinary action including dismissal from the Division. Failure to safeguard confidential information, including unauthorized use or disclosure, is a Class A misdemeanor and individuals may also be subject to civil, criminal, and administrative penalties for the improper receipt, use, and dissemination of that information.
Examples of authorized use of information:
Any information needed to determine public assistance program eligibility for the cases assigned to you.
Access and distribution of general information already disseminated to the public.
Examples of unauthorized use of information:
A neighbor asks you to check up on an ex-spouse because she knows you have access to Department of Labor (DOL) records.
A friend asks you to check for information concerning a potential tenant.
You check to see if your spouse's ex-spouse has filed for child support payments.
You check the Child Support interface for your daughter to find out her CSSD caseworker's name.
You check EIS to see your sister’s Temporary Assistance check has been issued.
100-10 C. POTENTIAL CONFLICT OF INTEREST
1. Improper Use or Disclosure of Eligibility Information
DPA employees may sometimes be approached by personal acquaintances, family, or friends to provide information about eligibility requirements for DPA programs. Employees may provide information as long as the information is readily available to the general public. This includes general information about program policies and rules.
Employees may not give priority or preferential treatment to friends, acquaintances, or relatives concerning their cases. This includes using or disclosing any information that could result in a personal or financial benefit such as giving advice or tips on how to become eligible for public assistance benefits. Request for such information must be referred to the client’s caseworker.
Example of improper use or disclosure of eligibility information:
Your mother is receiving Adult Public Assistance and Medicaid benefits. She has $1500 in the bank and recently received a gift of $1000 in cash. You know that the resource limit for APA and Medicaid is $2000. You tell your mother to not report this information to her caseworker.
Employees may not process or work on cases involving family, friends, and personal acquaintances. This requirement is not limited to making eligibility determination and authorizing benefits. It includes taking any action in regards to the case, such as making collateral contacts, reviewing the casefile and any client information, making notes on the CANO screen, researching the interfaces, and requesting information related to the case.
DPA employees must tell their supervisor if they are applying for or receiving Public Assistance benefits, or are included in a household applying for or receiving benefits. Cases in which a DPA employee is a household member must be immediately referred to the unit supervisor. Employees must never access or view their case on EIS and CMS for any reason.
Employees are sometimes placed in a situation of having to decide if a potential conflict exists when processing cases. If there is any doubt, the employee must immediately inform the supervisor and request to transfer the case or interview.
In small offices where options to transfer cases are limited or do not exist, the employee involved must contact the supervisor for advice on how to proceed. It is possible that the case could be transferred to another office for processing depending on the circumstances. Regardless, staff must process all cases according to standard procedures and not take any actions that could be perceived as unfair or granting favoritism.
100-10 D. STAFF AND CLIENT RELATIONS
Division employees must conduct themselves professionally and limit contacts with clients to only those actions necessary to administer public assistance programs.
Division employees must, at all times, respect client confidentiality and not exploit their professional relationship with clients for private gain or personal advantage.
Specifically, DPA employees must not:
Use their position to pressure clients into any type of social contact.
Seek any form of financial gain from DPA-related contact with the client.
Ask clients any questions that are not pertinent to determining eligibility for DPA programs.
Use information from client statements or the casefile to make social or business contacts with that client or others.
100-10 E. USE OF STATE EQUIPMENT
State employees are prohibited from using state time, resources, equipment, or facilities for their own personal or financial benefit. State equipment includes computers, copiers, phones, fax machines, postage machines, vehicles, materials, letterhead, and office supplies. State time includes scheduled work hours, except break and lunch periods. State facilities include owned, leased, and rented office and parking space.
Managers may establish policies for the use of equipment that allows personal use but protects the state from costs associated with that use. Employees must comply with the local and regional policy prior to making any personal use of equipment.
Examples of acceptable personal uses of state equipment by employees:
Personal local calls on own time.
Long distance calls made on own time, charged to own personal phone number, calling card, private toll-free number, or made as collect.
Transmitting personal fax correspondence on own time if complying with a locally established policy which ensures no cost to the state.
When specifically approved by management, the use of emails, copy machines, and fax machines for correspondence relating to professional organizations associated with DPA business, such as the National Eligibility Workers Association (NEW).
Examples of unacceptable personal uses of state equipment:
Using state postage or state letterhead to mail personal correspondence.
Receiving personal fax correspondence unless in compliance with local and regional procedures.
Transmitting long distance direct dial personal fax correspondence which incurs a charge to the state.
Any personal long distance calls which incur a charge to the state, including direct dial, and calls to 900 numbers.
100-10 F. TRAVEL STATUS AND OFF-DUTY MISCONDUCT
DPA employees are identified by the public as the "Division of Public Assistance." The reputation of the Division is influenced to a large degree by public belief in the integrity of its employees. Each employee is expected to make a dedicated effort to conduct their life so they will inspire the confidence and trust of the public.
The good conduct and reputation of the employees helps ensure the cooperation and support of the public, the cooperation of our partner agencies, and the mutual cooperation of all employees, which increases the effectiveness of the Division.
1. Conduct While in Travel Status
Employees in travel status for DPA-related business are considered on- duty and subject to the same rules of conduct even after work hours.
Off-duty misconduct can affect the employment status of Division staff. The following situations will cause management to investigate and take appropriate action because of off-duty misconduct:
If the misconduct interferes with the employee's ability to work.
If the misconduct jeopardizes the health or safety of Division staff or clients.
If the misconduct harms the image and/or reputation of the agency in the community.
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