Program Instruction: 17-06
Issue Date: December 14, 2017
Effective Date: December 14, 2017
From: Christy Lawton, Director
Subject: Employee Safety
Employee safety is a top priority for the Office of Children’s Services (OCS). It is the responsibility of the OCS to ensure the safety of employees in both office and field settings. Employees should also be able to practice in environments free from physical, verbal, and psychological violence and/or threats of violence. During the course of work with families, it is expected for family members to experience a wide range of emotions including confusion, frustration, and anger. It is part of the normal duties of OCS employees to continue working with clients in a supportive way while they experience these emotions or when they are resistant to OCS intervention. It is not, however, part of the normal duties to absorb verbal or physical abuse from clients. The Office of Children’s Services has adopted a “Zero Tolerance” policy on violence and threats of violence toward an employee by anyone during the course of their duties. As a method to ensure the safety of employees and to adopt the “Zero Tolerance” policy, the following procedures are to be implemented immediately.
FIELD VISIT SAFETY: In order to ensure employees’ safety, it is vital that the agency knows the whereabouts of employees when on field visits or when in the office working outside of normal business hours. Therefore the following protocols will be adhered to:
Each OCS employee must maintain a current Outlook calendar which will accurately reflect the day’s appointments.
For every home visit or client contact, the address and contact information of the location of the visit will be included in the body of the appointment information in outlook.
All Outlook calendars will be shared for full view with employees’ direct supervisors.
Each supervisor will know the location of their assigned staff at all times during business hours.
Each OCS staff must carry a cell phone, or satellite phone if traveling to areas without coverage, and it must be kept on at all times during working hours.
Because appointments occur outside of normal business hours, all offices will maintain an on call supervisor schedule.
Each office will develop a local protocol to include a process to clear the field when employees work outside of normal business hours. The on call supervisor will also be available to staff crises.
CLIENT VIOLENCE ASSESSMENT: Any employee who has client contact will always assess the clients’ propensity for violence with their supervisor prior to engaging with the client. If the assessment reveals that a threat exists, precautions will be taken. The following minimum precautions will be made:
If any of the following conditions exist, an employee will be accompanied by law enforcement (local police, Alaska State Troopers, Village Public Safety Officers, Village Police) for an initial contact with the client:
APSIN red flag officer safety alert, or emails from the APSIN unit indicating safety concerns.
Any household member to be visited has had violent encounters with police, schools, or other social service agencies.
There is information that there are firearms/weapons in the home along with the belief that they will be used in aggressive behavior towards others (i.e., criminal charge with assault with weapons).
Criminal convictions of assaultive history and or sexual assaults of any nature.
History of hostility toward law enforcement.
If the following conditions exist, two employees will respond together when meeting with the client. For one person offices, the employee will be accompanied by law enforcement (local police, Alaska State Troopers, Village Public Safety Officers, Village Police) or if applicable, the Indian Child Welfare Act specialist.
Any household member exhibits behaviors that indicate mental illness in which the person is delusional, experiencing hallucinations, and/or thought disturbances.
Any household member belongs to or identifies with a gang, hate group, or other organization that advocates violence.
Any household member has a history of violence either reported or unreported to law enforcement.
Any household member is actively using illegal Drugs or drinking alcohol in excess and is likely to be under the influence. NOTE: If upon contact a caregiver or household member appears to be intoxicated, high, incoherent, or passed out, ensure the safety and supervision of the children. Once that has been accomplished, it is appropriate to reschedule the appointment.
Removals of children will never be conducted alone.
Unsafe neighborhoods or Villages.
RESPONSE TO THREATS: In spite of precautions, threats and other incidents may occur. If an employee is involved in an incident regarding their safety, supervisors will perform the following:
Assess immediate safety. If a current threat to safety exists, take immediate remedial action to neutralize or control the threat. Depending on the circumstances, this may include such things as ending meeting, contacting law enforcement or obtaining a restraining order. The response should be measured and commensurate to the level of threat.
Assess future risk. Evaluate the client’s potential for violence and level of agitation, anger and impulsivity. If there is a moderate or high risk of future violence, develop a plan with the employee to ensure their safety in future interactions. Depending on the circumstances, this may include such things as establishing a behavioral contract with the client with acceptable interpersonal interactions, establishing parameters for client contacts by having them occur only in the office or other controlled setting, conducting home visits only when accompanied by law enforcement or partner, or assigning the case to another specialist. The plan developed will be monitored closely and reviewed for effectiveness in individual supervisions. The supervisor and employee will modify the plan as needed to ensure employee safety.
Report to Law Enforcement. Every incidence of violence or threat of violence against an OCS employee must be reported to law enforcement. The supervisor of the employee will work with the affected employee to file the report and when meeting with law enforcement officials.
The supervisor will assist the employee in debriefing the incident and in seeking additional support. Employees can be referred to natural supports of their choosing (e.g. pastoral care) as well as to the employer sponsored Employee Assistance Program. Supportive supervision will be provided following the incident.
The statewide Committee for Employee Safety will also meet and review each incident. The affected employee will be invited to attend a debriefing with the committee. Attendance is at the employee’s discretion. The employee’s supervisor and managers will attend the debriefing. The debriefing will be held to conduct an evaluation of policies and procedures to identify strengths and deficiencies. If deficiencies are identified, corrective action will be taken. The outcome of each safety committee meeting will be communicated to all agency employees.
DOCUMENTING A THREAT TO EMPLOYEE SAFETY: Every incident in which an employees’ safety has been threatened or compromised is to be reported and documented using the following method:
Immediately following the incident, the employee involved will notify their immediate supervisor who will then provide further notification through the chain of supervision. Initial notification of all incidents may be made by telephone or e-mail.
Within 24 hours following the incident, the employee involved will complete the attached Incident Report and a) provide a copy to their supervisor who will then forward through the chain of supervision, and b) for case-specific incidents, will copy and paste the incident report into ORCA.