SOP 104.79: Employee Wellness Program

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Employee Wellness Program|Policy Name:Employee Wellness Program|Policy Name:Employee Wellness Program|
|Policy Number: 104.79|Effective Date: 5/27/2020|Page Number: 1 of 7|
|Authority:
Commissioner
|Originating Division:
Administration and Finance
Division (Human Resources)|Access Listing:
Level I: All Access
|

I. Introduction and Summary:

The Commissioner encourages all Georgia Department of Corrections’ employees to
actively participate in the voluntary wellness program created to help expand their
knowledge about health, explore ways to eat healthier, improve their level of physical
fitness and improve their mental, emotional, and financial well-being.

II. Authority:

A. Healthy Lifestyles and Prevention America Act (HeLP America Act) of 2004;

B. Occupational Safety and Health Act of 1970;

C. Center for Disease Control and Prevention Worksite Initiative, LEAN Works! and

Best Practices;

D. Work Healthy Georgia Handbook;

E. Official Code of Georgia Annotated (O.C.G.A.): Georgia Smoke-free Air Act of

2005, §31-12A-3; §31-12A-4; and §31-12A-6; and

F. ACA Standard: 5-ACI-1C-25.

III. Scope:

This policy applies to all of the Georgia Department of Corrections.

IV. Components:

A. Physical Health - Physical Health is critical for a person’s overall well-being.

Physical Health consists of many components to include:

1. Physical activity: includes strength, flexibility, and endurance;

2. Nutrition and diet: includes nutrient intake, fluid intake, and healthy digestion;

3. Alcohol and drugs: includes the abstinence from or reduced consumption of

these substances;

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Employee Wellness Program|Policy Name:Employee Wellness Program|Policy Name:Employee Wellness Program|
|Policy Number: 104.79|Effective Date: 5/27/2020|Page Number: 2 of 7|
|Authority:
Commissioner
|Originating Division:
Administration and Finance
Division (Human Resources)|Access Listing:
Level I: All Access
|

4. Medical self-care: includes addressing minor ailments or injuries and seeking

emergency care, as necessary; and

5. Rest and sleep: includes periodic rest and relaxation, along with high quality

sleep.

B. Mental Health - Mental Health includes a person’s emotional, psychological, and

social well-being. It affects how we think, feel, and act. It also helps determine
how we handle stress, relate to others, and make choices. Mental Health wellness
allows people to realize their full potential, cope with the stresses of life, work
productively, and make meaningful contributions to their communities.

C. Preventive Health - Preventive Health can help employees avoid illness and

detect problems before symptoms occur. Preventive methods include health and
weight/Body Mass Index (BMI), biometric, blood pressure, cholesterol, breast
cancer, cervical cancer, colorectal cancer screenings, and age-specific and
workplace environment immunizations (i.e. flu, tuberculosis, hepatitis B).

D. Feminine Health - Feminine Health encompasses many areas in a women’s

physical and emotional well-being to include female personal care products and
the needs of new mothers for GDC employees.

E. Finanical Health - Financial Health includes management of money, the amount

an employee saves, retirement, and how much employees spend on fixed or nondiscretionary expenses.

F. Environmental Health - Environmental Health ensures the cleanliness of an

employee’s work environment to include office deep cleanings (carpet shampoo,
dusting), and air filtration and mold checks.

V. Accountability:

Facilities, Regional Offices and Central Office supervisors are responsible for
providing employees access to all agency wellness program materials/programs to
include Physical, Mental, Preventive, Financial and Environmental Health options.
Options are available in more detail on Attachment 1: Comprehensive Wellness Plan
Details.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Employee Wellness Program|Policy Name:Employee Wellness Program|Policy Name:Employee Wellness Program|
|Policy Number: 104.79|Effective Date: 5/27/2020|Page Number: 3 of 7|
|Authority:
Commissioner
|Originating Division:
Administration and Finance
Division (Human Resources)|Access Listing:
Level I: All Access
|

A. Physical Health:

1. Physical Activity: Supervisors shall encourage and support employees to use

their physical activity break, in order to decrease employee stress, help prevent
overuse patterns from extended sitting and computer use, as well as help
promote caloric expenditure – promoting a healthier Body Mass Idex (BMI).
Employees are responsible for initiating and utilizing the physical activity
break in order to promote a healthier lifestyle.

a. A maximum of 30 minutes in a given workday will be used to engage in

physical activity.

i. The physical activity break will replace the current 15-minute
morning break and the 15-minute afternoon break.

b. Employees are required to work with supervisors to ensure the physical

activity break does not impair the agency or office mission.

c. Physical activity breaks can be taken in the form of:

i. Three, 5-minute breaks and one, 15-minute break;

ii. Two, 15-minute breaks;

iii. One, 30-minute break; or

iv. Three, 10-minute breaks.

d. Supervisors will encourage and allow staff to combine the designated

physical activity breaks with lunch breaks, not to exceed 60 minutes
combined break.

e. Employees are encouraged to engage in heart healthy physical activity such

as walking, jogging, group exercise classes, cycling, stair climbing, etc.

i. Employees may utilize the onsite gym at Central Office;

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Employee Wellness Program|Policy Name:Employee Wellness Program|Policy Name:Employee Wellness Program|
|Policy Number: 104.79|Effective Date: 5/27/2020|Page Number: 4 of 7|
|Authority:
Commissioner
|Originating Division:
Administration and Finance
Division (Human Resources)|Access Listing:
Level I: All Access
|

ii. Facility employees may utilize areas designated by Appointing
Authority.

f. Employees are not permitted to end work early and exercise without

returning to their place of employment. However, an employee may be
excused to exercise at the end of their workday if they report back to work
before their departure for that day.

g. Employees must report to work in the morning prior to taking their 30
minute physical activity break. Employees cannot report to work 30minutes late to accommodate the exercise before their scheduled arrival
time.

2. Nutrition and Diet:

a. Central Office and Staff Dining at facilities statewide will provide

employees a healthy meal option for both breakfast and lunch on a selected
day, every week.

b. Vending machines at Central Office, Regional Offices and facilities

statewide will, in addition, start offering healthier options for purchase.

c. Quarterly nutritional information will be sent to all GDC employees via

email, GDConnect (GDC app), and [Pinterest.com/gacorrections (GDC](http://www.pinterest.com/gacorrections)
Pinterest page) by a licensed dietician.

d. Employees have the opportunity to share with the agency their weight-loss

journey within a special section in Impact Magazine. In order to submit
their story, staff are directed to contact the Public Affairs Office at 478[992-5247 or email PAO@gdc.ga.gov.](mailto:PAO@gdc.ga.gov)

3. Substance Abuse:

a. Access to counseling for alcohol and/or substance abuse is available to all

GDC employees through the Employee Assistance Program (EAP). Please
see your local Human Resources Office for contact information or further
information.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Employee Wellness Program|Policy Name:Employee Wellness Program|Policy Name:Employee Wellness Program|
|Policy Number: 104.79|Effective Date: 5/27/2020|Page Number: 5 of 7|
|Authority:
Commissioner
|Originating Division:
Administration and Finance
Division (Human Resources)|Access Listing:
Level I: All Access
|

B. Mental Health:

1. Staff Wellness Room: Each facility is to designate a wellness room for staff.

Facilities can decide what items to include in their wellness room for
employees. Items can include weights, couches, tables, chairs, television, etc.
Rooms are to be used on an employee’s break and must be open to staff during
all shifts.

2. Employee Counseling Support: Supervisors are to ensure employees are

educated on and continuously have access to the agency’s EAP. Supervisors
are to ensure employees are aware of the different options available to them
via EAP, which includes counseling on aging, anger, anxiety, depression, drug
or alcohol concerns, family problems, grief, parenting, relationships, stress,
transition and change, and workplace issues. In addition, items needed to help
them handle their daily responsibilities to include childcare, parenting,
eldercare, and convenience services (home repairs, travel, moving/relocation,
education, etc.).

3. Family Support:

a. Facility Family Days: Facilities are to schedule and plan family events for

all employees on a quarterly basis, away from the facility.

i. At family events, facilities will provide a family support group sign-up

sheet for family members and will identify one family member to run
the support group. Support groups will not be facilitated by GDC
employees. Support groups will be facilitated by family members of
GDC employees outside GDC.

b. Regional Office Family Days: Each regional office will schedule and plan

a family day event for employees on a yearly basis, away from the office.

c. Central Office Family Days: Central Office will schedule and plan a family

day event for employees on a yearly basis, away from the office.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Employee Wellness Program|Policy Name:Employee Wellness Program|Policy Name:Employee Wellness Program|
|Policy Number: 104.79|Effective Date: 5/27/2020|Page Number: 6 of 7|
|Authority:
Commissioner
|Originating Division:
Administration and Finance
Division (Human Resources)|Access Listing:
Level I: All Access
|

C. Feminine Health:

1. Feminine Hygiene Products/Lactation Stations:

a. Feminine Hygiene Products will be provided at all facilities statewide,

Regional Offices and at Central Office to all female employees free of
charge in all bathrooms.

b. Lactation Stations will be designated in all facilities statewide, Regional

Offices and Central Office. Lactation Stations must be in a clean, private
and comfortable room with a sink nearby for washing breast pump parts
and must have a designated refrigerator for storage of milk. This area may
not be a bathroom or an employee’s office.

D. Financial Health:

1. Financial Advisement: GDC will offer employees financial counseling through

a qualified vendor on statewide contract. GDC will schedule quarterly visits
by financial advisors at Central Office, Regional Offices and/or will provide
locations within local communities where employees can obtain financial
advisement.

2. Retirement Advisement: GDC will offer employees retirement guidance

through a qualified vendor on statewide contract. GDC will schedule quarterly
visits at Central Office, Regional Offices and/or will provide locations within
local communities where employees can obtain advisement on retirement
plans.

E. Environmental Health:

1. Workplace Cleanliness: Facilities, Regional Offices and Central Office will

develop a plan for all offices to include individual offices, cubicles, conference
rooms and common areas to be deep cleaned every six months. All cleanings
must be documented. Deep cleaning will include floor waxing, carpet
shampooing, dusting, and checking the air filtration and inspections for
mildew/mold. If an air filtration system needs cleaning or mold is present,

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Employee Wellness Program|Policy Name:Employee Wellness Program|Policy Name:Employee Wellness Program|
|Policy Number: 104.79|Effective Date: 5/27/2020|Page Number: 7 of 7|
|Authority:
Commissioner
|Originating Division:
Administration and Finance
Division (Human Resources)|Access Listing:
Level I: All Access
|

facilities and Central Office must be address issue within one (1) month of
discovery.

2. Clean Air Campaign: Facilities, Regional Offices and Central office will

promote a smoke-free workplace and identify outside smoking stations which
are at least 25 yards from entrances and exits.

VI. Attachments:

Attachment 1: Comprehensive Wellness Plan Details

VI. Record Retention of Forms Relevant to this Policy:

Attachment 1 shall be utilized per the SOP until revised or obsolete. Any other
documentation pursuant to this policy, shall be retained for at least three (3) years.