COMMENT DUE DATE:
July 21, 2014
DATE:
July 10, 2014
Debra Martin, Office of Communications (405) 521-3027
Dena Thayer, OIRP Programs Administration (405) 521-4326
RE:
Non-APA WF 14-I
The proposed policy is Non-APA . This proposal is not subject to the Administrative Procedures Act
The proposed effective date is Aug 1, 2014.
SUBJECT:CHAPTER 2. ADMINISTRATIVE COMPONENTS
Subchapter 37. Communications
Part 1. Departmental Services
DHS:2-37-1 through DHS:2-37-2 [AMENDED]
DHS:2-37-3 [REVOKED]
DHS:2-37-4 through DHS:2-37-5 [AMENDED]
DHS:2-37-6 [REVOKED]
DHS:2-37-7 through DHS:2-37-9 [AMENDED]
DHS:2-37-12 through DHS:2-37-15 [AMENDED]
(WF 14-I)
SUMMARY: Oklahoma Department of Human Services (DHS) Regulationsareamendedto:(1) reflect current practices and procedures; and (2) clarify language.
CHAPTER 2. ADMINISTRATIVE COMPONENTS
SUBCHAPTER 37. COMMUNICATIONS
DHS:2-37-1. Media relations
Revised 8-1-14
(a) All media releases related to the Oklahoma Department of Human Services (OKDHS) (DHS), including editorial commentary, opinion, and fact or information pieces are distributed through the Office of Communications.
(1) Media counsel.The Office of Communications works directly with the staff in DHS county offices and resource centers to provide immediate consultation prior to interviews requested by the media.Area and county Local directors are provided the primary support, as resources allow, to communicate the DHS mission, goals, and objectives of OKDHS with to the general public, legislators, and others requesting such information.
(2) Media releases.Media releases may be developed by any office DHS offices orprograms division of OKDHS.They The releases must be reviewed and approved by the Office of Communications prior to release.Locally developed media releases must be are forwarded to the Office of Communications for assignment to a public information specialist communications manager.
(A) The development of a media release begins with an initial Office of Communications contact with the Office of Communications.
(B) The public information specialist communications manager and the office or program originating the media release request collaborate collaborates to:
(i) produce a finalized document; and
(ii) to determine a media release time and date for the release to be distributed to the media and posted posting on the Internet.
(C) Before release to the media, approval of the finalized media release document is secured by a division an office or program director level or a higher official(s) is secured by:
(i) signature to on the document; or
(ii) use of Form ADM-S-32, Sign-off Slip, if multiple entities are involved; or
(iii) an e-mail email response stating approval.
(D) The Office of Communications and Community Relations director, appropriate designated OKDHS DHS Executive Team official, or both, have has final approval of the materials released on behalf of OKDHS DHS to the media and public.
(3) News media conferences and briefings.All media conferences and briefings for media are coordinated and approved approved and coordinated through the Office of Communications.The Office of Communications and Community Relations director assigns staff to:
(A) reserve the location for the event;
(B) schedule use of any equipment needed;
(C) coordinate with the requesting unit, for the preparation of media releases, media packets, and other materials for the event;
(D) mail or electronically transmit an advance "media notice" notice to media about the event; and
(E) make personal contact with appropriate media the day before the event.
(4) Media inquiries.The Office of Communications goal is to make an initial response to all media inquiries within one hour of the receipt of the call inquiry.
(A) The public information specialist communications manager handling the inquiry:
(i) provides the requested information requested;
(ii) contacts the OKDHS DHS person who can provide the information and arranges and coordinates an interview with the requesting party; or
(iii) makes arrangements with the requesting party to provide the information when it is available.
(B) All media inquiries are recorded on Form COMM-1, Daily Media Log, with the dates and times of the initial call and any subsequent contacts related to the inquiry.
(C) When matters that are considered hot topics may attract media coverage come to the attention of Office of Communications staff, the Office of Communications immediately consults and advises co-workers the Director of Human Services and other appropriate staff about the matter, and when necessary, contacts the appropriate Executive leadership and briefs them on the matter.
(5) News features, television and radio shows, and webcasts.At the request of a division an office or program director or office administrator, the Office of Communications arranges for OKDHS DHS spokespersons to appear on radio shows, or television shows, or webcasts.In connection with special events, the Office of Communications requests appropriate spokespersons for appearances.An Office of Communications staff member:
(A) confirms details, including the time, date, location, format, length, and direction of the interview; and
(B) holds a briefing or simulated interview with the selected spokesperson prior to an the appearance.
(6) Media contacts.When an OKDHS a DHS employee is contacted directly by a member of the media, he or she must refer the matter may answer questions as they would for any member of the public.Any statements or other questions about a particular service recipient is referred to the county director or resource center program administrator unless he or she is the designated spokesperson for the subject matter.In all other cases, media inquiries, OKDHS DHS employeesimmediately refer the matter to contact the Office of Communications at 405-521-3027. All media and media-related contacts are logged on Form COMM-1.
(7) Form COMM-1.Each Office of Communications staff member maintains his or her own Form COMM-1.Forms COMM-1 are turned in to the Office of Communications office manager or assistant office manager to ensure that the contacts are properly recorded on monthly, quarterly, and annual reports.Office of Communications staff regularly check the logbook to be apprised of issues generating media interest.
(8) News clippings file.The Office of Communications maintains a file of newspaper clippings relating to OKDHS.Clips of long-term interest are maintained in designated files in the Office of Communications for three calendar years.Files older than three calendar years are appropriately boxed, labeled, and sent to the OKDHS Records Management Center for archival purposes.
DHS:2-37-2. Media training
Revised 8-1-14
Media training is provided for the Oklahoma Commission for Human Services, the Oklahoma Department of Human Services (OKDHS) (DHS) Director of Human Services, Executive Team, area directors, county directors, resource center program administrators, and other employees who are designated as official DHS spokespersons for OKDHS.The Field Operations Division (FOD) provides media training through its County Director Academy and Supervisor Academy.If a person promoted or assigned to the position of county director, program administrator, or higher position has not received media training, he or she requests the training within 90 days of being promoted or assigned to the position.
(1) Goal.The goal of media training goal is to provide staff with the information needed to feel more comfortable in dealing with the media provide media interviews.Media training format and content is coordinated by the The Office of Communications and the Human Resources Management Division coordinates the media training format and content.
(2) Objectives.The media training provides staff an opportunity to:
(A) learn about the media elements of the media and understand how those elements can help present a clear, concise, and accurate message to the public;
(B) understand one's the role in communicating information regarding OKDHS about DHS programs and services, while protecting client, patient, and employee confidentiality;
(C) review the requirements of the Oklahoma Statutes on the Open Records Act, Section 24A.1 et seq. of Title 51 of the Oklahoma Statutes (51 O.S. §§ 24A.1 et seq.), the Open Meeting Act, Sections 301 through 314 of Title 25 of the Oklahoma Statutes 25 O.S. §§ 301 through 314, and related OKDHS DHS policies and procedures in when responding to an information request;
(D) learn how to conduct a media interview, communicating a clear, concise, and accurate message;
(E) learn how to give basic instructions to others in their areas of responsibility on how to communicate well with the media; and
(F) learn how to gather the appropriate information needed for communications when crisis or critical situations occur; and
(G) learn how to make presentations and give speeches on behalf of DHS.
DHS:2-37-3. Commission communications [REVOKED]
(a) Oklahoma Commission for Human Services (Commission) bulletin.Each week the Office of Communications prepares and distributes to Commissioners a packet of information relating to news coverage of the Oklahoma Department of Human Services (OKDHS).Included in the packet are:
(1) pertinent OKDHS-generated media releases;
(2) news articles of interest;
(3) new OKDHS brochures, handouts, video, and other electronically-produced materials;
(4) updates on topics of interest to the media; and
(5) other important items as requested by OKDHS Executive Team members or the Commission secretary.
(b) Commission Highlights.The Office of Communications prepares the Commission Highlights that is a summary of the actions taken at Commission meetings.The Commission Highlights are available on the Office of Communications section of the OKDHS.org Web site.
(1) The agenda of the Commission meeting is posted on the Internet at least 24 hours prior to the posted date and time of the meeting.
(2) An Office of Communications staff member covers the actions taken at a Commission meeting.
(3) The Office of Communications staff member drafts a summary of actions taken and obtains signatures on Form ADM-S-32, Sign-off Slip, from the appropriate OKDHS Executive Team member(s) or receives an e-mail from the appropriate OKDHS Executive Team member(s) approving the summary of actions.
(4) The Commission Highlights are posted on the Internet within 24 hours of the meeting and may be made available in paper copy upon request.
(c) Commission meetings and public hearings.The Office of Communications assists the media covering a scheduled, special, or emergency meeting of the Commission and public hearings.The assigned Office of Communications staff member:
(1) assists the set-up and follow-up of all on-site requests for stories and interviews;
(2) sets up the media table prior to meetings, ensuring microphones are working and an area is reserved for cameras;
(3) ensures Form COMM-2, Media Sign-in Sheet, is completed by the media representatives in attendance; and
(4) provides a copy of Form COMM-2 to the Commission secretary at the conclusion of the meeting or public hearing.
(d) Commission or public hearing presentations.Any OKDHS employee or agent making a presentation before the Commission or at a public hearing must have his or her finalized handouts submitted to the Office of Communications at least 24 hours prior to the beginning of a scheduled, special, or emergency Commission meeting or public hearing.
(1) When an entity or OKDHS officer cannot deliver handouts within the prescribed time frame, the entity or officer must bring 20 complete copies of all handouts to be distributed during the Commission meeting or public hearing and provide them to the Office of Communications staff or to the Commission secretary at least 30 minutes prior to the start of the meeting.
(2) If electronic media are used or video, CD, or DVD equipment is needed, the entity or officer must notify the Office of Communications at least three working days prior to the Commission meeting or public hearing to ensure that all necessary equipment is secured.
DHS:2-37-4. OKDHS Director of Human Services (Director)
Revised 8-1-14
(a) Counsel.The Office of Communications and Community Relations director meets regularly with the Director of Human Services (Director) and the Oklahoma Department of Human Services (OKDHS) chief administrative officer to discuss the OKDHS public image DHS communication needs and issues of public interest that impact that image. DHS The meetings are used to make and initiate plans and other appropriate actions to educate the public about the OKDHS mission, values, goals, and direction.Quarterly meetings are scheduled to review and assess progress made on communications goals and objectives and to set additional priorities needed to meet the OKDHS vision and mission.
(b) Director's comments.The Office of Communications provides the necessary support to the Director in the development of the Director's comments and ensures the appropriate materials are distributed in a timely manner to Commissioners for the Oklahoma Commission for Human Services (Commission).
(c) Director's communications.The Office of Communications assists the Director and OKDHS officers to strengthen their the public message on behalf of the citizens OKDHS DHS serves.This is done in an effort to strengthen the public awareness of OKDHS programs, services, and operations.
(d)(c) Director's visits.The Office of Communications is responsible for assisting news media in the coverage of community visits involving the Director, members of the Commission, or DHS Executive Team members of the OKDHS Executive Team.
DHS:2-37-5. Office of Communications
Revised 8-1-14
(a) Public education campaigns.The Office of Communications coordinates public education campaigns, including production and distribution of public service announcements, media releases, media packets, and other educational materials.Campaigns must have approval of the Director of Human Services (Director), officers, Office of Communications and Community Relations director, division office or program director or administrator, or area director approval.
(1) The requesting division office or program must involve the Office of Communications staff in planning, at least six months prior to the start of a media or public education campaign.
(2) Support materials are coordinated and ordered through the Office Support Services Division (OSSD) Contracts and Purchasing Unit or the appropriate internal organization offices when contracts are not required Oklahoma Department of Human Services (DHS) Support Services Design Services.
(3) All requests or proposals for marketing, public education, or both, and public service campaigns are coordinated by the Office of Communications in conjunction with the requesting division office or program.
(b) Proclamations.Requests for Governor's proclamations and citations must be received by Office of Communications four weeks prior to a scheduled event.Failure to allow the designated amount of time prior notification may lead to the delivery of the proclamation after the event date.
(1) The assigned Office of Communications staff member communications manager drafts the proclamation based on information from the requesting division or office or program and obtains approval of the draft from that division or the office or program.
(2) Upon When the proclamation being is signed by the Governor and the Secretary of State, the document is returned to the requesting division or office or program.
(c) Counsel.The Upon request, the Office of Communications meets with division or office or program staff on request to provide public relations counsel on current or proposed actions of the division or office.
(d) County and office visits.The Office of Communications staff, coordinating coordinates with area directors, and county directors, and office administrators, make toschedule regular office visits to offices to discuss media communications and public relations matters.
(e) Special projects.The Office of Communications provides vital support to all Oklahoma Department of Human Services (OKDHS) DHS offices or programs, and special projects operating units for special projects that involve public education campaigns or media coverage.
(f) Calendar of events.The Office of Communications is the coordinating point for the OKDHS calendar of events and list of open meetings.
(g)Media editorial board visits.The Office of Communications schedules visits for the Director and other appropriate OKDHS DHS representatives to meet with news media editorial boards in matters related to OKDHS DHS issues.
(h)(g)OKDHS DHS logo color and usage guidelines.The OKDHS DHS logo is approved by the OKDHS Director and its use is monitored and administered by the Office of Communications per the DHS Logo Style Guide.
(1) OKDHS logo appearance.The OKDHS logo consists of a dark blue oval encircled with a light blue line and contains the words "Oklahoma" and "Excellence" above and below the "OKDHS" wherein the "DHS" is filled with red, the dark and light blue crossed leaf motif, and the words "Oklahoma Department of Human Services" with red lines above and below them.
(2) OKDHS logo colors.The OKDHS logo is comprised of two Pantone Coated colors - Pantone 200 (Red) and Pantone Reflex Blue.The "DHS" fill and the lines above and below "Oklahoma Department of Human Services" are in Pantone 200 (Red).The light blue in the circle outline and in half of the leaves is a 30 percent screen of Pantone Reflex Blue.The large field of blue, the text "Oklahoma Department of Human Services," and the remainder of the leaves are Pantone Reflex Blue.
(A) The OKDHS logo is available as a spot-color Adobe Illustrator EPS file containing only these two colors that will produce accurate separations.
(B) On certain toner-based and inkjet-based output devices and printers, the items screened 30 percent Pantone Reflex Blue may appear as light purple or lavender when using this EPS file.To counter this, an alternate file is available that appears more true to the light blue desired.No matter what type of output device used, including video, online, press, or printer, the OKDHS logo must appear blue, light blue, and red.No degree of purple, lavender, or violet may appear.
(3) Printing the OKDHS logo.
(A) The OKDHS logo may not be printed in alternate spot colors of any kind if the document is a full-color publication.It must always appear in the colors specified in paragraph (2) of this subsection.
(B) When printing a publication with two or three spot colors, such as forest green and yellow, or orange, yellow, and purple, the OKDHS logo must appear in darkest base color, for example, forest green and purple, respectively.
(C) When printing using a single ink color, the OKDHS logo may appear in the same color as every other element.The single spot color version of the OKDHS logo is available from OKDHS Publications.
(4) Placement and size of the OKDHS logo.The OKDHS logo must be prominently displayed on official OKDHS publications.When an OKDHS division logo is used also, the OKDHS logo must be the same size as, or larger than, the division logo.The OKDHS logo must never be smaller than the OKDHS division logo.
(A) When used on publications that OKDHS sponsors along with other entities, the OKDHS logo used must be the same size as, or larger than, logos from other sponsors.
(B) The OKDHS logo always appears on a light background, so that the words "Oklahoma Department of Human Services" are fully readable.
(5) Altering the OKDHS logo.The OKDHS logo may not be altered.No part of the OKDHS logo may be removed.No part of the OKDHS logo may be recolored.
(A) The OKDHS logo must be used "as is" no matter what size is used.If the OKDHS logo is used in a size that renders the words "Oklahoma Department of Human Services" unreadable, these words may be placed in a larger version alongside the entire OKDHS logo.
(B) A special "online only" version of the OKDHS logo, where the words "Oklahoma," "Excellence," and "Oklahoma Department of Human Services" is rendered in a sans-serif font is available from OKDHS Publications, 405‑962‑1700.
(6) Use of the OKDHS logo.Only official OKDHS publications or those granted license by OKDHS may include the OKDHS logo.
(A) The OKDHS logo is not copyrighted; however, laws regarding misuse of official government documents apply to the misuse of the OKDHS logo.
(B) The OKDHS logo must never be used:
(i) in any manner that puts OKDHS in disrepute or disrespect;
(ii) in any manner that subjects OKDHS to ridicule; and
(iii) for any illegal or unethical purpose.
(7)(h) Questionable or incorrect use of OKDHS the DHS logo.Any questionable use or incorrect use of the OKDHS DHS logo must be is reported to the Office of Communications.In the event of a violation, OKDHS DHS through a designated official, requests the entity cease the inappropriate use.Failure to cease the inappropriate use is reported to the OKDHS DHS Legal Division Services for appropriate action.
(i) Correction of inaccurate information.
(1) Inaccurate information, whether distributed by OKDHS DHS staff or news media, must be is referred to the Office of Communications.
(2) OKDHS DHS responses to inaccurate information must be are cleared through the Office of Communications prior to release to the media or other public officials.
DHS:2-37-6. Communications in emergencies [REVOKED]
(a) Plan purpose.The Oklahoma Department of Human Services (OKDHS) has established a crisis communication plan to help the OKDHS leadership and Executive Team in the event of an emergency or crisis.When the Director of Human Services (Director) or designee declares a crisis or emergency, this communications plan must be executed.The plan is designed to:
(1) obtain a clear assessment of the causing event;
(2) protect the lives and safety of clients, employees, and others who come in contact with OKDHS;
(3) take prompt and appropriate actions to return business to normal operations;
(4) protect the privacy of OKDHS clients and employees as required by Section 24A.1 et seq. of Title 51 of the Oklahoma Statutes and OKDHS rule OAC 340:65‑1‑2;
(5) protect the property and other material resources entrusted to OKDHS by the citizens of Oklahoma; and
(6) provide timely, clear, accurate, and appropriate information to the public about the causes, effects, and actions taken to resolve the situation and return OKDHS to normal operations.
(b) OKDHS Crisis Communications Team (Team)
(1) The Team consists of the members or designees listed in (A) through (H).Members are OKDHS:
(A) Director;
(B) officers;
(C) Office of Communications director;
(D) general counsel;
(E) Risk, Safety, and Emergency Management Unit administrator;
(F) inspector general;
(G) Office for Civil Rights administrator;
(H) chaplain; and
(I) division, program, area, or county disaster team leader.
(2) Additional staff, expert consultant, or both, may be called upon by the Team as circumstances warrant.
(3) The Executive Office, Field Operations Division (FOD), Office of Support Services Division, and other OKDHS divisions provide the Office of Communications with any additional support and professional staff, equipment, or supplies as required to manage any crisis or emergency situation.Notice of meetings is given by the Director or designee.
(c) Local crisis communications teams.Local crisis communications teams, headed by the county director or resource center administrator, are established under the authority of the appropriate area or division director.The local crisis communications team leader:
(1) assigns staff as necessary in a crisis to support stabilizing the incident;
(2) maintains an open communications channel with the Office of Communications;
(3) sets a time period for regular briefing updates on the incident in conjunction with the Office of Communications.
(d) OKDHS Emergency Operations Center (EOC). EOC sites are the:
(1) first site, Executive Office, first floor, South end of the Sequoyah Memorial Office Building in the Oklahoma Capitol Complex, Oklahoma City, Oklahoma (OK) 73125, 405-521-3027;
(2) second site, Risk, Safety, and Emergency Management Unit, 2409 N. Kelley Avenue, Oklahoma City, OK 73111, 405-521-2094;
(3) third site, OKDHS Area III Office, 5905 N. Classen Court, Suite 401, Oklahoma City, OK 73118, 405-767-2500;
(4) fourth site, Oklahoma County Human Services Administrative Offices, 2821 NW 50th Street, Oklahoma City, OK 73112, 405-602-5700; and
(5) fifth site, one of the five area offices.In the event of an emergency or crisis that prevented use of one of the sites listed in (1) through (4) of this subsection, one of the five area offices outside of Oklahoma County serves as the EOC.
(e) Media briefing center.The primary media briefing center for crises or emergencies is the Oklahoma Commission for Human Services Conference room, Room C48, in the Sequoyah Memorial Office Building in the Oklahoma Capitol Complex.Other briefing centers are located in the appropriate areas close to the Team alternate operation sites.Where possible, telephone service is made readily accessible for media use in reporting on such events.
(f) Local operations room(s) and media briefing centers.Local crisis communications teams, created by FOD, establish in each FOD area a series of sites that may be used as a team operations room and a separate media briefing center.This may require coordination with other public or private agencies.
(g) On-site media contacts.
(1) The Office of Communications coordinates with FOD to establish local media contacts and briefing locations in the event of emergencies in human services centers.
(2) After media interviews are requested and scheduled, a representative of the Office of Communications or the local OKDHS official in charge remains with the media until the interviews are completed and all follow-up requests for information and materials have been addressed.
(h) Operating procedures for the Team.
(1) A list of OKDHS official spokespersons is available from the Office of Communications.
(2) The Team, in counsel with the OKDHS Director, selects the media spokesperson and determines if additional assistance is needed by the Team or on-site to handle the crisis or emergency.
(3) As the Team meeting starts, a brief statement is drafted and approved for use by all switchboard operators, receptionists, county directors, resource center administrators, and affected employees in the area of the crisis or emergency.
(A) The statement is given to all media and public inquiries about the crisis or emergency until it is updated or revoked by the Office of Communications.
(B) All parties involved in the crisis or emergency must maintain a chronological log of all the events and actions associated with the crisis.The log must include the:
(i) time;
(ii) date;
(iii) location(s); and
(iv) person(s) involved.
(C) At the conclusion of the crisis or emergency, all logs are sent within three business days to the Crisis Communications Team, c/o Office of Communications, Location Code #175, 2400 N. Lincoln Blvd., PO Box 25352, Oklahoma City, OK 73125-0352.
(4) As the meeting progresses and the action plan is fully implemented, notifications identified in (A) through (F) must be made.
(A) The OKDHS Director notifies the Office of the Governor, Oklahoma Legislative Leadership, and Oklahoma Congressional delegation, as is appropriate.
(B) The Oklahoma Commission for Human Services secretary notifies the Commissioners.
(C) The Office of Communications opens lines of communications with the appropriate media representatives and notifies them of any forthcoming briefings.
(D) The Risk, Safety, and Emergency Management Unit administrator or designee notifies the appropriate local, state, and federal officials per OKDHS policy for such actions.
(E) The appropriate local officials are briefed and updated by the county director, area director, or resource center administrator.
(F) In the event of injury or loss of life, the Employees Assistance Program coordinator and the OKDHS chaplain are briefed by the Office of Communications staff and given appropriate assignments.
(5) After the notifications have been made, all written and oral updates come through the Office of Communications and are made by the designated spokesperson for the crisis or emergency situation at hand.
(i) Crisis closure.
(1) The Team:
(A) meets at the conclusion of such events, after the Director or designee has declared the termination of the crisis or emergency;
(B) reviews all of the chronological logs;
(C) discusses the key issues; and
(D) evaluates response and performance of all parties associated with the event.
(2) The Team develops recommendations as necessary to reduce the risk of such an event re-occurring and on general improvements that may be made to improve communications when responding in future crises or emergencies.
DHS:2-37-7. Communications in state emergencies State emergency communications
Revised 8-1-14
(a) In the event the Governor of Oklahoma declares an emergency or crisis and activates the Oklahoma Department of Emergency Management, Emergency Operations Center (EOC), Oklahoma Department of Human Services (OKDHS), Office of Communications staff serve in the State EOC as liaisons between the Governor's Office, the Oklahoma Department of Civil Emergency Management, and OKDHS.
(b) Where When possible, the OKDHS Oklahoma Department of Human Services (DHS) Office of Communications provides:
(1) emergency communications and other emergency support to the Office of Civil Oklahoma Department of Emergency Management (OEM);
(2) information about resources available through OKDHS DHS to address the emergency needs of Oklahoma citizens in areas impacted by the emergency or crisis;
(3) updates of appropriate information to the EOC OEM; and
(4) open channels of communications between OKDHS Office Support Services, Division DHS, Risk, Safety, Office of Inspector General Security and Emergency Management Unit, Field Operations Division; and other appropriate federal, state, county, and local agencies as appropriate.
DHS:2-37-8. OKDHS Oklahoma Department of Human Services (DHS) Quality Awards
Revised 8-1-14
(a) Purpose.The Oklahoma Department of Human Services (OKDHS) (DHS) Quality Awards are lead led by the OKDHS Office of Communications and Community Relations director.The Office of Communications provides a point of contact for all inquiries.These awards recognize the most outstanding team projects developed, completed, or are ongoing by Oklahoma Department of Human Services (OKDHS) DHS staff and are presented at the annual OKDHS DHS Quality and Employee Recognition Awards ceremony.
(b) Procedure.
(1) Any DHS work group or team within OKDHS is eligible to receive a Quality Award.OKDHS DHS teams that include members who do not work for OKDHS DHS are also eligible.Teams may be in permanent work groups, committees, or temporary work groups established to solve a problem or work on a short-term special project.
(2) Any OKDHS DHS employee may submit Form QAC-1, OKDHS Quality Awards Nomination Form, to the Office of Communications for an OKDHS a nomination for a DHS-related project or activity; however, all nominations must be are approved by office or program directors before submission.Nomination instructions are included on the form.
(3) Any member of the OKDHS Executive Team may appoint a member to the OKDHS Quality Awards Committee.Other members are selected to represent areas across OKDHS, which include, but is not limited to:
(A) OKDHS Employee Recognition Committee;
(B) OKDHS County Administrators Association;
(C) Field Operations Division;
(D) Finance Division;
(E) Office of Communications;
(F) county office and resource center staff; and
(G) OKDHS volunteers.
(4) A Quality Awards Judging and Review Panel, judging and review panel, appointed by the OKDHS DHS Quality Awards Committee, reviews all nominations.Panel members may be selected from within and outside of OKDHS DHS.
(A) The review panel uses a 100-point, weighted scoring system in examining each team nomination with maximum points awarded for each of the Quality Criteria Questions in the categories of project:
(i) process project research;
(ii) team dynamics; and project plan development;
(iii) results. project implementation; and
(iv) project results and/or outcomes.
(B) The panel may choose to visit or contact the teams as a part of the review process.
(C) The decisions of the panel selecting OKDHS DHS Quality Awards winners and honorable mention recipients are final.
(5)(4) The Quality Awards winners receive a team plaque or trophy and each team member receives a personalized certificate.Other awards and honors may be given.
DHS:2-37-9. Style guides
Revised 8-1-14
All written material related to the Oklahoma Department of Human Services (OKDHS) (DHS), including publications, policy, editorial commentary, opinion, and fact or information pieces, adheres to the most recent editions of:
(1) "The Chicago Manual of Style"; and
(2) "The Associated Press Stylebook and Briefing on Media Law." And
(3) "The Style Book, OKDHS Style Manual and Secretary's Handbook."
OKDHSDHS:2-37-12. Purpose and scope of Social Networking and Social Media (SNSM)
Revised 8-1-14
(a) Purpose.
(1) Oklahoma Department of Human Services (OKDHS) (DHS) Social Networking and Social Media (SNSM) technology is intended for interaction with the public through external communication.
(2) SNSM technology is intended to promote internal communication among OKDHS DHS employees.
(3) Provide SNSM regulations provide guidance for OKDHS DHS employees on regarding SNSM for personal use.
(b) Scope.
(1) OKDHS DHS employees may utilize SNSM within policy guidelines and limitations.When SNSM sites are accessed for any reason, including personal use, OKDHS DHS employees are subject to:
(A) OAC Oklahoma Administrative Code (OAC) 340:1-1-20, regarding confidentiality;
(B) OAC 340:2-1-8, regarding employee ethics;
(C) OKDHSDHS:2-45, regarding information security;
(D) OKDHSDHS:2-1-7, regarding disciplinary action;
(E) OKDHSDHS:2-1-26.1, regarding the Fair Labor Standards Act;
(F) records retention rules;
(G) Oklahoma Information Security Policy, Procedures and Guidelines per http://www.ok.gov/OSF/documents/StateOfOklahomaInfoSecPPG_osf_12012008.pdf; http://www.ok.gov/cio/documents/StateOfOklahomaInfoSecPPG.pdf; and
(H) Office of State Finance State of Oklahoma Social Networking and Social Media Standards Documents per http://www.ok.gov/cio/PolicyandStandards/SocialMedia that includes state of Oklahoma:
(i) State of Oklahoma Social Networking and Social Media Policy and Standards;
(ii) Commenting Policy;
(ii)(iii) State of Oklahoma Social Networking and Social Media Development Methodology; and
(iii)(iv) State of Oklahoma Social Networking and Social Media Guidelines.
(2) Any employee found to have misused or abused a SNSM service or who violated policy may be subject to disciplinary action, up to, and including employment termination.
(3) OKDHS DHS employee user names and/or passwords are prohibited in the personal use of SNSM.
OKDHS DHS:2-37-13. Official Social Networking and Social Media (SNSM) business use by OKDHS DHS employees
Revised 8-1-14
(a) Purpose.Official SNSM business use by OKDHS DHS employees, units, offices, or divisions programs is intended to:
(1) promote and market educate the public about the OKDHS DHS mission and goals;
(2) officially interact with citizens, stakeholders, and clients;
(3) connect with media, other agencies, and the general public in times of crisis; and/or
(4) assist with emergency, disaster, or crisis communications.
(b) Authorization.Official SNSM business use by OKDHS DHS employees, units, offices, or divisions programs may only occur with prior Office of Communications written authorization.
(1) The Office of Communications is responsible for overseeing the OKDHS DHS brand identity and key messages communicated through SNSM.To obtain authorization to use SNSM there must be is:
(A) verification the technology is on the list of technologies approved by the Office of State Finance (OSF) Information Services Division Management and Enterprise Services (OMES);
(B) an identified employee to moderate comments, if when commenting features are enabled, as part of his or her accountabilities listed on an Office of Personnel Management OMES Form OPM-111, Performance Management Process (PMP); and
(C) approval by the respective OKDHS division DHS office or program director.
(2) When the Office of Communications approves the official SNSM business use:
(A) division office or program staff must ensure ensures the site is monitored, assuring ensuring compliance with state law and OKDHS DHS policy; and
(B) the Office of Communications must review reviews content prior to posting and reserves the right to restrict or remove any content deemed in violation of OKDHS DHS standards or applicable laws.
(3) The Office of Communications and Community Relations director maintains a log of all SNSM services OKDHS DHS employees use for official business purposes.
(4) Conducting official state business on personal SNSM accounts is prohibited.
(c) Ethics and code of conduct.When SNSM is used for official business, OKDHS DHS employees must:
(1) follow state and agency policies and guidelines pertaining to email and computer usage including, but not limited to, policies regarding solicitation, obscenity, harassment, pornography, sensitive information, and malware;
(2) follow ethics rules and statutes;
(3) follow the State of Oklahoma Information Technology Accessibility Standards per http://www.ok.gov/OSF/documents/isd_itas.doc http://www.ok.gov/cio/documents/isd_itas.pdf;
(4) follow the State of Oklahoma Social Networking and Social Media technology toolkits, when published by OSF OMES;
(5) ensure user names, comments, photos, videos, posts, and all content are in good taste and appropriate for a professional environment;
(6) respect copyright laws and reference sources appropriately, identifying any copyrighted or borrowed material with citations and links;
(7) disclose OKDHS DHS affiliation;
(8) not disclose OKDHS DHS information its employees are required by law to keep confidential;
(9) respect the privacy and opinions of colleagues, commenters, and others;
(10) ensure material is accurate, truthful, and without error;
(11) ensure comments comply with the State of Oklahoma Social Networking and Social Media Standard Commenting Policy;
(12) avoid personal attacks, online fights, and hostile personalities;
(13) refrain from posting content that could compromise the safety or security of the public or public systems, solicitations of commerce, promotion or opposition of any person campaigning for election to a political office, or promoting or opposing any ballot proposition;
(14) refrain from posting content that promotes, fosters, or perpetuates discrimination on the basis of race, creed, color, age, religion, gender, marital status, with regard to public assistance, national origin, physical or mental disability, or sexual orientation; and
(15) refrain from conducting online activity that may violate applicable local, state, or federal laws or regulations.
(d) Security.The OKDHS information security officer DHS Security and Emergency Management administrator reviews selected SNSM service providers, clients, and associated plug-ins to identify potential security vulnerabilities prior to use.
(1) To maintain OKDHS DHS network username and password securities, OKDHS DHS employees must:
(A) never transfer sensitive information, such as usernames, passwords, Social Security numbers, and account numbers;
(B) never engage in peer-to-peer file sharing through the OKDHS DHS network;
(C) follow guidelines pertaining to email attachments when transferring files through SNSM; and
(D) configure their his or her SNSM in such a way that messages are not received from unauthorized users in order to prevent vulnerability to denial of service (DoS) attacks.
(e) Escalation.In the event a virus, malware, or other suspicious activity is observed on the user’s machine, the employee must immediately contact contacts the OKDHS DHS Service Center (Help Desk) to determine the cause.
(1) If When confirmation of a virus or other non-OKDHS DHS authorized application is present, the Help Desk attempts to clean the machine using authorized OKDHS DHS programs and procedures.If When cleaning is unsuccessful:
(A) the user must immediately shut shuts down the computer down without further use, including saving or moving data;
(B) the Help Desk arranges for the machine’s recovery; and
(C) access to the machine after infection confirmation is prohibited.
(f) Monitoring.OKDHS DHS employees must log all official SNSM business use in a location other than the SNSM site.
(1) Logging at a minimum includes the:
(A) name of the user;
(B) date and time of use; and
(C) user activity.
(2) Users may not expect privacy.Supervisors may request or be provided employee Internet usage reports from the Information Security Officer Security and Emergency Management administrator.
(g) Records management and open records.
(1) SNSM communications are subject to the Office of Records Management and the Child Internet Protection Act (CIPA) requirements.Content, comments, and replies posted on official OSF OMES Web 2.0 or SNSM technology are subject to the Oklahoma Open Records Act.Information disseminated using SNSM technology is subject to re-print in newspapers, magazines, or online in other online media formats.
(2) SNSM content created or received by OKDHS DHS personnel may meet the definition of a record as defined by state Statute and retained as required:
(A) whether conducted during work hours or personal time;
(B) regardless if of whether the communication device is publicly or privately-owned; and
(C) when the transaction is OKDHS DHS official business.
OKDHSDHS:2-37-14. OKDHS Oklahoma Department of Human Services (DHS) employee internal Social Networking and Social Media (SNSM) use
Revised 8-1-14
(a) OKDHS DHS employees may use approved internal SNSM technology to promote employee engagement, collaboration, information sharing, and productivity.Approved activities include information sharing for employee recognition councils, fundraising, volunteerism, photo sharing, and division program or county office information sharing and collaboration.Such SNSM sites are:
(1) not Oklahoma Office of State Finance Office of Management and Enterprise Services (OMES) reviewed or approved;
(2) subject to supervisor approval;
(3) subject to state law and OKDHS DHS policy; and
(4) hosted within the OKDHS DHS network.
(b) Approved technologies are posted on the OKDHS DHS InfoNet for employee access and maintained by the Office of Communications.
OKDHSDHS:2-37-15. OKDHS Oklahoma Department of Human Services (DHS) employee personal Social Networking and Social Media (SNSM) use
Revised 8-1-14
(a) Oklahoma Department of Human Services (OKDHS) DHS employees may use personal SNSM.
(1) Only minimal, infrequent use of personal SNSM is permitted during work hours.
(2) OKDHS DHS employees exercise caution when posting to personal SNSM sites.By virtue of position, they must consider whether published personal content may be misunderstood as expressing an official OKDHS DHS position.
(3) When posting or commenting about human services and/or the state of Oklahoma on personal SNSM accounts, it is recommended that employees post a disclaimer as a permanent part of any personal SNSM profile, such as, "The postings on this site are my own and may not necessarily reflect or represent the opinions of my employer."
(4) Employees are responsible for all SNSM activity, including their his or her postings on the sites and pages of others.
(5) Employees must comply with division office or program directives regarding the issuance of invitations to friend or acceptance of invitations to friend individuals with whom the employee has a professional relationship by reason of OKDHS DHS duties.
(b) Inappropriate or unbecoming SNSM usage by OKDHS DHS employees may be grounds for disciplinary action per OKDHSDHS:2-1-7.
(c) Employees must:
(1) use a personal email address, not an OKDHS a DHS email address, for all personal SNSM accounts;
(2) ensure personal use of SNSM, including the language and topics of comments and posts, does not interfere with work commitments and accountabilities;
(3) never pretend to be someone else or use an anonymous profile when posting about human services, OKDHS DHS, or state of Oklahoma business; and
(4) obtain written permission from the OKDHS DHS Office of Communications to use the OKDHS DHS logo on personal SNSM accounts.
(d) OKDHS DHS employee SNSM activity may become part of an official investigation.
