SOP_NUMBER: 104.51
TITLE: Employment of Relatives
REFERENCE_CODE: IVO15-0002
DIVISION: Administrative & Finance (Human Resources)
TOPIC_AREA: HR Applicant/Vacancy/Hiring/Position
EFFECTIVE_DATE: 2019-01-22
WORD_COUNT: 815
POWERDMS_URL: https://public.powerdms.com/GADOC/documents/184470
URL: https://gps.press/sop-data/104.51/

SUMMARY:
This policy prohibits the Georgia Department of Corrections from hiring, promoting, or transferring employees into positions where they would supervise or be supervised by close relatives or individuals with special relationships (such as cohabitating or dating partners). The policy applies to all GDC hiring and employment decisions and includes specific restrictions for security staff, fiscal positions, and employees of senior leadership. Employees must report relationships that violate this policy, and violations may result in disciplinary action.

KEY_TOPICS: employment of relatives, close relatives, nepotism, hiring practices, employee conduct, supervisor subordinate relationships, special relationships, conflict of interest, nepotism policy, personnel practices, family relationships, dating relationships, chain of command, job transfers, GDC hiring

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|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Employment of Relatives|**Policy Name:**Employment of Relatives|**Policy Name:**Employment of Relatives|
|**Policy Number:** 104.51|**Effective Date:** 01/22/2019|**Page Number:** 1 of 3|
|**Authority:** <br>Commissioner|**Originating Division:** <br>Administration & Finance<br>Division (Human Resources)|**Access Listing:**<br>Level I: All Access<br>|


**I.** **Introduction and Summary:**







The Georgia Department of Corrections (GDC) shall not hire, promote, or transfer
employees into positions in which they either supervise or are supervised by a close
relative or someone with whom they have a special relationship. Employees shall not
advocate for or cause the advancement, appointment, employment, promotion, or
transfer of a family member or someone with whom they have a special relationship
to an office or position within the GDC.

**Note:** For purposes of this procedure, the GDC definition of Close Relatives and the

provision that prohibits work assignments within the chain of command differs
from the definition of Family Member as stated in the Governor's Executive
order relating to advancement, appointment, employment, promotion, or
transfer.

**II.** **Authority:**

A. Governor’s Executive Order, dated 01-14-2019, Establishing A [Code of Ethics for](http://gov.georgia.gov/vgn/images/portal/cit_1210/55/12/16721115801_10_11_04.pdf)

Executive Branch Officers and Employees;

B. GDC SOP: 104.47 Employee Standard of Conduct; and

C. ACA Standard: 2-CO-1C-03.

**III.** **Definitions:**

A. **Close Relative**    - A spouse, parent or child, stepparent, or step-child, grandparent

or grandchild, brother or sister, niece or nephew, aunt or uncle, guardian or ward,
and including persons related by marriage within the same classes enumerated.

B. **Emergency Situation**    - A time of crisis or staffing shortage, when employees who

are close relatives or who are in special relationships must be utilized to ensure the
ongoing internal functional integrity of a unit; or where failure to use employees
who are close relatives or in special relationships would jeopardize the security of
the facility or safety of the general public.

C. **Special Relationship**    - A person has a special relationship with another if they are

cohabitating or dating.


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Employment of Relatives|**Policy Name:**Employment of Relatives|**Policy Name:**Employment of Relatives|
|**Policy Number:** 104.51|**Effective Date:** 01/22/2019|**Page Number:** 2 of 3|
|**Authority:** <br>Commissioner|**Originating Division:** <br>Administration & Finance<br>Division (Human Resources)|**Access Listing:**<br>Level I: All Access<br>|



**Note** : Only in Emergency Situations will security staff be allowed to work with

someone in their chain of command who is a close relative or where a
special relationship exists.

**IV.** **Statement of Policy and Applicable Procedures:**

A. An Appointing Authority shall ensure that persons who are close relatives or who

have special relationships with other employees are not hired, assigned to or used
in a position where such action would result in a supervisor/subordinate
relationship. This includes Security staff (except in Emergency Situations, as
defined in Section IV.C. of this procedure).

B. Employees who are close relatives or have special relationships may not be

employed for, assigned to, or work in positions directly involved in fiscal checks
or balances or in positions whose daily interaction could result in collusion or
fraud.

C. Employees who are close relatives or have special relationships with

Wardens/Superintendents and Deputy Wardens/Assistant Superintendents may
not be employed in the same facility.

D. A person who is a close relative or has a special relationship with a Warden or

Superintendent may not be employed in the same Section (i.e., Facilities
Operations) without the approval of the Regional Director.

E. A person who is a close relative or has a special relationship with a Regional

Director may not be employed in the Department without written approval of the
Director of Human Resources.

F. A person who is a close relative or has a special relationship with a Director level

employee may not be employed within the same Division as the Director without
the written approval of the Assistant Commissioner.

G. Employees must report relationships that are in violation of this procedure. Failure

to do so may result in disciplinary action.

H. If current employees become close relatives or develop a special relationship, as

defined by this policy, the same conditions will apply. If this occurs, affected
employees will not be terminated to comply with this procedure; however, the


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Employment of Relatives|**Policy Name:**Employment of Relatives|**Policy Name:**Employment of Relatives|
|**Policy Number:** 104.51|**Effective Date:** 01/22/2019|**Page Number:** 3 of 3|
|**Authority:** <br>Commissioner|**Originating Division:** <br>Administration & Finance<br>Division (Human Resources)|**Access Listing:**<br>Level I: All Access<br>|



Director of Human Resources must be notified immediately. The Director of
Human Resources will take necessary steps to relieve the situation through job
change or transfer, subject to the final approval of the Chief of Staff.


I. Waivers to this procedure may only be granted by the Chief of Staff.

**V.** **Attachments:** None.

**VI.** **Record Retention of Forms Relevant to this Policy:** None.