SOP_NUMBER: 104.73
TITLE: Medical Requirements for Employment
DIVISION: Administration & Finance
TOPIC_AREA: 104 Policy-HR Applicant/Vacancy/Hiring/Position
EFFECTIVE_DATE: 2019-12-26
WORD_COUNT: 1307
POWERDMS_URL: https://public.powerdms.com/GADOC/documents/122375
URL: https://gps.press/sop-data/104.73/

SUMMARY:
This policy establishes medical examination requirements for all GDC job applicants and new hires to ensure they are physically capable of performing their job duties, protect applicants from harmful employment-related health effects, and protect the state from workers' compensation liability. All security positions require full medical examination by a licensed physician prior to employment, while non-security positions require completion of medical history and health information forms with review by personnel representatives. Applicants denied employment based on medical requirements may appeal within 15 calendar days.

KEY_TOPICS: Medical requirements for employment, physical examination, MAPEP, job categories, security positions, non-security employees, pre-employment screening, physician certification, medical history, health assessment, employment offer rescission, medical appeal process, job capability, employment standards, ADA compliance

ATTACHMENTS:
  1. Withdrawal of Employment - Applicant (Medical and Physical Examination)
     URL: https://gps.press/sop-data/104.73-att-1/

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|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Medical Requirements for Employment|**Policy Name:**Medical Requirements for Employment|**Policy Name:**Medical Requirements for Employment|
|**Policy Number:** 104.73|**Effective Date:** 12/26/2019|**Page Number** 1 of 5|
|**Authority:** <br>Commissioner|**Originating Division:** <br>Administration & Finance<br>Division (Human Resources)|**Access Listing:**<br>Level I: All Access|



**I.** **Introduction and Summary:** All persons seeking employment with the Georgia
Department of Corrections (GDC) must meet the medical guidelines as established in
the Medical and Physical Examination Program (MAPEP) and adopted by the State
Personnel Board.

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

A. Americans with Disability Act (ADA) and Genetic Information
Nondiscrimination Act of 2008;

B. GDC Standard Operating Procedure (SOP): 104.21 Americans With Disabilities

Act, Title I (Employment Provisions);

C. O.C.G.A.: § 34-9-361 Employer’s Knowledge of Employee’s Preexisting

Permanent Impairment, § 35-8-8 Requirements for Appointing Or Certification
Of Persons as Peace Officers, and 45-2-40 Employees to Furnish Certificate of
Physician Fitness for Employment;

D. State Personnel Board Medical and Physical Examination Program (MAPEP)

Rules, 478-4-.01 and following;

E. POST Rule: 464-3-.02 Qualifications for Certification: Pre-Employment

Requirements; and

F. ACA Standards: 2-CO-1C-19 and 4-406.2

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

A. **Job Categories**    

1. Category I. Primarily sedentary, light physical work with limited to no
unusual working conditions.

2. Category II. Moderate to heavy physical activity and/or moderate to high
interface with working conditions of potential concern for
certain health conditions.

3. Category III. Positions involving food preparation or the handling of raw
consumable animal products.


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Medical Requirements for Employment|**Policy Name:**Medical Requirements for Employment|**Policy Name:**Medical Requirements for Employment|
|**Policy Number:** 104.73|**Effective Date:** 12/26/2019|**Page Number** 2 of 5|
|**Authority:** <br>Commissioner|**Originating Division:** <br>Administration & Finance<br>Division (Human Resources)|**Access Listing:**<br>Level I: All Access|



4. Category IV. Health-related positions with direct contact or exposure to airborne pathogens (e.g., TB), blood-borne pathogens (e.g., HIV,
viral hepatitis), human body parts or products.

5. Category V. Strenuous physical activity and/or extreme or potentially lifethreatening working conditions requiring a high level of
physical capability.

B. **Medical and Physical Examination Program**    - A program adopted by the State

Personnel Board to ensure the legislative intent of O.C.G.A. § 45-2-40, _et seq_ .,
to:


1. Ensure the individual will be physically capable of carrying out the duties of

his/her job;

2. Protect the individual from possible harmful effects associated with

employment, which may arise by virtue of a particular preexisting physical
malady; and

3. Protect the State from potential liability under Workers' Compensation laws

for conditions arising after employment, but caused in whole or part by
preexisting physical conditions.

C. **Security Position**    - A job that requires P.O.S.T. Certification.

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

Prospective employees must meet the medical and physical standards required to
perform the essential functions of their position. Job Categories will be determined
by the Director, Human Resources. Employees shall follow the requirements
outlined below:

A. Security Employee Requirements:


1. All prospective employees who are offered employment for a Security

Position, including new applicants, applicants transferred from security or
non-security positions in another agency, and prior department employees,
must complete the Supplemental Acknowledgement, General Information
(MAPEP), Health Information Checklist (MAPEP), and the Medical History
Report (MAPEP). The examining physician, who must be a licensed medical


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Medical Requirements for Employment|**Policy Name:**Medical Requirements for Employment|**Policy Name:**Medical Requirements for Employment|
|**Policy Number:** 104.73|**Effective Date:** 12/26/2019|**Page Number** 3 of 5|
|**Authority:** <br>Commissioner|**Originating Division:** <br>Administration & Finance<br>Division (Human Resources)|**Access Listing:**<br>Level I: All Access|



doctor or a doctor of osteopathy, must complete the Medical and Physical
Examination Program for Correctional Officers and the Physician’s Affidavit
forms prior to the first day of work. The Supplemental Acknowledgement
and the Specialized Medical Guidelines (MAPEP) needs to be given to the
examining physician with the physical examination form. The required
medical documents are in the new hire package.

2. Original forms will be maintained in the local medical file. A copy of the

completed forms shall be forwarded to Corrections Human Resources
Management (CHRM) with the new hire package or a personnel action.
CHRM will send these forms to a licensed physician. After review, the
Licensed Physician will send the forms to CHRM and notify the Director, HR
of any concerns related to the results of the exam. The reviewed forms will be
maintained in the employee’s official file.

B. Non-Security Employee Requirements:


1. All prospective non-security employees who are offered employment,

including new applicants, applicants transferred from security or non-security
positions in another agency, and rehires shall complete the Medical History
Report (MAPEP), Health Information Checklist (MAPEP) and the General
Information (MAPEP) prior to the first day of work. These forms are located
in the new hire package.

2. The local Personnel Representative shall review the forms to determine if

there are any limitations/restrictions that may impact the individual's
performance of the job. If there are concerns regarding the individual's ability
to perform the essential job functions, the personnel representative shall
forward the questionnaires to CHRM Audits and Compliance Unit with a
statement that clearly identifies the concern. After appropriate consultation,
CHRM will notify the local personnel representative of the determination.

3. Original forms will be maintained in the local medical file. A copy of

completed forms shall be forwarded to CHRM with the new hire package or a
personnel action.


C. Denial of Employment: Employees shall be notified, in writing, of the decision to

rescind an offer of employment based on failure to meet the pre-employment


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Medical Requirements for Employment|**Policy Name:**Medical Requirements for Employment|**Policy Name:**Medical Requirements for Employment|
|**Policy Number:** 104.73|**Effective Date:** 12/26/2019|**Page Number** 4 of 5|
|**Authority:** <br>Commissioner|**Originating Division:** <br>Administration & Finance<br>Division (Human Resources)|**Access Listing:**<br>Level I: All Access|



physical guidelines based on any requirement of the Medical and Physical
Examination Program. (See Attachment 1).

D. Appeal Process: The decision to deny employment based on any requirement of

the Medical and Physical Examination Program may be appealed by only the
affected applicant/employee within fifteen (15) calendar days of the date of the
notification of denial. The appeal must be made, in writing, to:


Director, Human Resources

P.O. Box 1529
Forsyth, Georgia 31029

(478) 992-5211

1. The appeal must include:


a) The prospective employee’s name;


b) The position sought; and


c) The requirement of MAPEP being contested.

2. The Director, Human Resources/designee will seek a clarification of the

duties of the position and an explanation of how and why the applicant is not
eligible from the Appointing Authority and issue a written response within
ten (10) calendar days of receipt of the appeal. This response is the final
decision on the appeal.

3. The Director, Human Resources will provide the Department of

Administrative Services (DOAS) Commissioner with a copy of any appeal or
litigation filed in any court by a prospective employee that alleges a violation
of applicable laws or rules. When a final decision regarding the issue is
rendered by the appropriate Department official or court, a copy of the
decision will also be made available to the DOAS/HRA.

D. Reasonable Accommodation of prospective employees with disabilities should

be considered in accordance with the Americans with Disabilities Act and SOP
104.21 Americans with Disabilities Act, Title I (Employment Provision).


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Medical Requirements for Employment|**Policy Name:**Medical Requirements for Employment|**Policy Name:**Medical Requirements for Employment|
|**Policy Number:** 104.73|**Effective Date:** 12/26/2019|**Page Number** 5 of 5|
|**Authority:** <br>Commissioner|**Originating Division:** <br>Administration & Finance<br>Division (Human Resources)|**Access Listing:**<br>Level I: All Access|


**V.** **Attachments:**







Attachment 1: Withdrawal of Offer of Employment

**VI.** **Record Retention of Forms Relevant to this Policy:**

Upon completion, Attachment 1 shall be placed in the employee’s official Human
Resources file and retained permanently.