Agency and state policies (DHS)

020156Agency and state policies (DHS)646786Minnesota Department of Human Services646788The Minnesota Department of Human Services (DHS) protects the confidentiality of substance use disorder (SUD) records and requires all work force members with access to SUD records to use and disclose SUD records in compliance with 42 C.F.R. Part 2 (Part 2), the Health Insurance Portability and Accountability Act (HIPAA), and applicable state law, including the Minnesota Health Records Act.Confidentiality of substance use disorder (SUD) patient records policy (PDF)Anita.MoonenAnita.MoonenSUDsubstance use disorderrecords42 C.F.R Part 2Part 2HIPAA4200.075TPOcounseling noteengPolicy Number: 4200.075Policies and procedures64678101053Confidentiality of substance use disorder (SUD) patient records policy (PDF)725049Information Privacy (DHS)646816Confidentiality of substance use disorder (SUD) patient records<custom:Link urlOnly="true" type="Component" destination="tcm:1053-725049" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/sud_policy_4200.075_tcm1053-725048.pdf2026-02-13T17:59:29ZAgency and state policies (DHS)646786The Records Retention and Destruction Policy ensures that all DHS official records are managed according to approved retention schedules and legal requirements. Records may only be disposed of once their retention period has expired, and unauthorized destruction of records is prohibited. Staff are responsible for understanding and complying with applicable records retention guidelines, ensuring both compliance with legal mandates and the protection of essential data.Records Retention and Destruction PolicyAnita.MoonenAnita.MoonenRecords RetentionDestructionOfficial RecordsRecords ScheduleRecords CustodianState Records Disposition PanelUnofficial RecordsRecords DisposalLitigation HoldRetention PeriodElectronic RecordsCompliance AuditOff-site Storage8236.595engPolicy Number: 8236.595 Policies and procedures64678101053Records management policy (PDF)703147Compliance (Including Contracts, Ethics)646807Records management policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-703147" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/records-management-8236.595_tcm1053-703148.pdf2025-08-26T16:45:26ZAgency and state policies (DHS)646786The Administrative Policy Development and Maintenance guidelines by the Minnesota Department of Human Services (DHS) ensure a structured process for policy creation, issuance, and management within the agency. This framework is supported by defined roles such as drafting chairs and teams who collaborate to align policies with DHS’s mission and legal compliance, promoting operational consistency and risk mitigation. The policy's lifecycle includes drafting, review, issuance, and regular updates or revisions, with oversight by the Administrative Policy Workgroup to uphold agency standards.Administrative policy template instructionsAnita.MoonenAnita.MoonenAdministrative policypolicy developmentpolicy reviewpolicy packetpolicy inactivationadministrative policy workgroup8236.001instructionengPolicy Number: 8236.001fForms1175401053Instruction template (Word)698479Compliance (Including Contracts, Ethics)646807Instruction template<custom:Link urlOnly="true" type="Component" destination="tcm:1053-698479" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/administrative-policy-template-instructions_tcm1053-652152.docx2025-10-14T18:30:56ZAgency and state policies (DHS)646786Minnesota Department of Human Services646788Institutional Review Board (IRB) Process Policy (PDF)Anita.MoonenAnita.MoonenIRB1100.280Researchevaluationprojectsstudies1100.280a1100.280b1100.280c1100.280dProposalEndorsementUpdateAmendmentengPolicy Number: 1100.280Policies and procedures64678101053Institutional Review Board (IRB) process Policy (PDF)695750Strategy and Performance (Research and Evaluation)648689Institutional Review Board (IRB) process Policy (PDF)<custom:Link urlOnly="true" type="Component" destination="tcm:1053-695750" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/institutional-review-board-process-1100.280_tcm1053-695749.pdf2025-07-08T23:09:27ZAgency and state policies (DHS)646786Minnesota Department of Human Services646788Anonymizing recipient data before sending it to an external entity (PDF)Anita.MoonenAnita.MoonenPIIPrivate informationpersonally identifiable informationdata setanonymousPHIprotectionidentifiersresearchriskengState procedure64679601053Anonymizing recipient data before sending it to an external entity (PDF)690306Technology (MNIT)646801Anonymizing Recipient Data before Sending it to an External Entity<custom:Link urlOnly="true" type="Component" destination="tcm:1053-690306" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/annonymizing-recipient-data-before-sending-external_tcm1053-646829.pdf2025-06-03T15:56:45ZAgency and state policies (DHS)646786Responding to data requests PolicyAnita.MoonenAnita.Moonendata requestMGDPAdata practices actChapter 13data liaison8236.600record requestclassificationengPolicy Number: 8236.600 DHS policy646797DHS procedure64679801053Responding to data requests policy (PDF)687748Compliance (Including Contracts, Ethics)646807Information Privacy (DHS)646816Responding to data requests<custom:Link urlOnly="true" type="Component" destination="tcm:1053-687748" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/responding-data-requests-8236.600_tcm1053-687747.pdf2025-05-27T19:29:06ZAgency and state policies (DHS)646786Conflict of Interest Disclosure Form for Competitive Grant Reviews (Word)Anita.MoonenAnita.Moonen8220.2108675AConflict of InterestGrantsRFPengPolicy Number: 8220.210a (DHS-8675a) Forms1175401053Conflict of Interest Disclosure Form for Competitive Grant Reviews (EDocs)684019Central Grants648673Conflict of Interest Disclosure Form for Competitive Grant Reviews<custom:Link urlOnly="true" type="Component" destination="tcm:1053-684019" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />https://edocs.dhs.state.mn.us/lfserver/Public/DHS-8675A-ENG2025-06-09T14:11:57ZAgency and state policies (DHS)646786Prohibition of weapons (PDF)Anita.MoonenAnita.Moonenweaponsviolencefirearmgunsflammable or combustible liquidengPolicy Number: 8250.770 DHS policy646797DHS procedure64679801053Prohibition of weapons (PDF)683332Health and Safety (Complex projects)646782Management Services (including Building Services) (DHS)648596Prohibition of weapons<custom:Link urlOnly="true" type="Component" destination="tcm:1053-683332" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/prohibition-weapons_tcm1053-683331.pdf2025-05-08T16:18:08ZAgency and state policies (DHS)646786Minnesota Department of Human Services646788Reporting fraud, waste, and abuse (PDF)Anita.MoonenAnita.MoonenWhistle blowergood faithsuspected fraudresourcesretaliation victimizationDHS HotlineengPolicy Number: 8230.595 DHS policy646797DHS procedure64679801053Reporting fraud, waste, and abuse (PDF)681496Compliance (Including Contracts, Ethics)646807Reporting fraud, waste, and abuse (PDF)<custom:Link urlOnly="true" type="Component" destination="tcm:1053-681496" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/reporting_fraud_waste_and_abuse_final_tcm1053-681495.pdf2025-04-23T20:14:47ZAgency and state policies (DHS)646786This policy establishes that work for the Department Human Services (DHS) must not be performed while traveling abroad, unless an exception has been approved before the travel abroad begins. Performing DHS work while traveling abroad prohibited policy (PDF)Anita.MoonenAnita.Moonentravel5142.535avacationout of the countryabroadengPolicy Number: 5142.535 Policies and procedures646781DHS procedure64679801053Performing DHS work while traveling abroad prohibited policy (PDF)675872Human Resources (DHS)646814Performing DHS work while traveling abroad prohibited policy (PDF)<custom:Link urlOnly="true" type="Component" destination="tcm:1053-675872" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/performing-dhs-work-while-traveling-abroad-prohibited-5142.535_tcm1053-675870.pdf2025-03-31T17:16:06ZAgency and state policies (DHS)646786Minnesota Department of Human Services646788This policy establishes that work for the Department Human Services (DHS) must not be performed while traveling abroad, unless an exception has been approved before the travel abroad begins. Exception Request Form-Performing DHS Work while Traveling Abroad (Word)Anita.MoonenAnita.Moonentravelteleworkout of the countryoverseasvacationengPolicy Number: 5142.535a Forms11754Policies and procedures64678101053Exception Request Form-Performing DHS Work while Traveling Abroad (Word)675853Human Resources (DHS)646814Exception Request Form-Performing DHS Work while Traveling Abroad (Word)<custom:Link urlOnly="true" type="Component" destination="tcm:1053-675853" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/working-abroad-exception-request-form-5142.535a_tcm1053-675852.docx2025-03-31T16:16:59ZAgency and state policies (DHS)646786Minnesota Department of Human Services646788DHS supports employee's learning and development by assisting with employee's student loans per applicable bargaining contracts and plans.Student loan reimbursement policyAnita.MoonenAnita.Moonenstudent loansreimbursementengPolicy Number: 8142.640 Policies and procedures646781DHS procedure646798DHS policy64679701053Student loan reimbursement policy (PDF)675830Human Resources (DHS)646814Student loan reimbursement policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-675830" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/student-loan-reimbursement-8142.640_tcm1053-675829.pdf2026-04-01T18:25:09ZAgency and state policies (DHS)646786Application inventory system requirements (PDF)Anita.MoonenAnita.Moonensoftware inventoryapplicationsengState procedure64679601053Application inventory system requirements (PDF)672842Technology (MNIT)646801Application inventory system requirements<custom:Link urlOnly="true" type="Component" destination="tcm:1053-672842" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/application-inventory-system-requirements_tcm1053-646835.pdf2025-03-14T19:46:54ZAgency and state policies (DHS)646786It is the agency’s policy to provide an employment environment free of any form of discriminatory harassment as prohibited by federal, state, and local human rights laws.Affirmative Action PlanAnita.MoonenAnita.MoonenAffirmative ActionDiversityEqual OpportunityHiring PoliciesUnderrepresentedEOADEqual Opportunity and Access DivisionDisabilitiesRacial MinoritiesComplianceengPolicy Number: 4100.005DHS policy646797DHS procedure64679801053Affirmative action plan (PDF)671616Equal Opportunity and Access646810Affirmative action plan<custom:Link urlOnly="true" type="Component" destination="tcm:1053-671616" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />https://edocs.dhs.state.mn.us/lfserver/Public/DHS-4355-ENG2025-03-06T14:59:39ZAgency and state policies (DHS)646786Policy Number: 8220.210Grants Conflict of Interest (PDF)Anita.MoonenAnita.Moonenethicsconflicts of interestlimitsGrantsethical environmentengPolicy Number: 8220.210 DHS policy646797DHS procedure64679801053Grants Conflict of Interest (PDF)671123Central Grants648673Grants Conflict of Interest Policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-671123" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/grants_conflict_of_interest_policy-8220.210-Final_tcm1053-671120.pdf2025-09-02T18:13:00ZAgency and state policies (DHS)646786External Partner Conflict of Interest Disclosure Form (Word)Anita.MoonenAnita.MoonenGrants8675formpartnerconflicts of interestethical issues8220.210engPolicy Number: 8220.210b (DHS-8675) Forms1175401053External Partner Conflict of Interest Disclosure Form (eDocs)670912Central Grants648673External Partner Conflict of Interest Disclosure Form (eDocs)<custom:Link urlOnly="true" type="Component" destination="tcm:1053-670912" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />https://edocs.dhs.state.mn.us/lfserver/Public/DHS-8675-ENG2025-06-09T14:10:17ZAgency and state policies (DHS)646786To specify the language that DHS systems must display prior to granting access to all internal networks, applications, databases, operating systems, workstations, servers, and network devices.System use notification banner procedureAnita.MoonenAnita.Moonenappropriate authoritymonitoredsecuritydata practiceseng DHS policy646797DHS procedure64679801053System use notification banner procedure (PDF)656698Information Technology (DHS)648683Information Security (DHS)646817System use notification banner procedure<custom:Link urlOnly="true" type="Component" destination="tcm:1053-656698" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/system-use-notification-banner-procedure_tcm1053-646975.pdf2025-03-31T15:33:02ZAgency and state policies (DHS)646786Request for approval to incur special expense form instructionAnita.MoonenAnita.Moonenspecial expenserequestbudgetconference or eventprior approvalengPolicy Number: 8240.595DHS policy646797DHS procedure64679801053Request for approval to incur special expense form instruction (PDF)656600Finance (Including Procurement)646813Request for approval to incur special expense form instruction<custom:Link urlOnly="true" type="Component" destination="tcm:1053-656600" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/request-approval-incur-special-expense-form-instructions_tcm1053-646970.pdf2024-11-27T15:30:52ZAgency and state policies (DHS)646786Reporting incidenting involving federal tax information procedureAnita.MoonenAnita.MoonenFTIincidentTIGTAengDHS policy646797DHS procedure64679801053Reporting incidenting involving federal tax information procedure (PDF)656597Information Security (DHS)646817Reporting incidenting involving federal tax information procedure<custom:Link urlOnly="true" type="Component" destination="tcm:1053-656597" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/reporting-incidents-involving-FTI_tcm1053-656596.pdf2024-11-27T15:30:52ZAgency and state policies (DHS)646786Employees must avoid any action that might result in or appear to result in a conflict of interest. A conflict of interest is any conduct or circumstance that would, or might appear to, affect an employee’s independence of judgement in exercising their official duties. Due to the size and scope of services DHS provides, conflicts of interest may occur throughout the time an individual is employed by DHS. As a result, employees are required to disclose any potential or actual conflicts of interest that exist at any time while employed. Conflicts of Interest Related to Medicaid Expenditures PolicyAnita.MoonenAnita.Moonenconflict of interestcontractorsgiftstate propertyfamilycoderestrictionspotential actualethicsdisclosureengPolicy Number: 8234.075 DHS policy646797DHS procedure64679801053Conflict of interest policy (PDF)655059Compliance (Including Contracts, Ethics)646807Conflict of interest policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-655059" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/conflicts-of-interest_tcm1053-648258.pdf2025-03-03T14:53:02ZAgency and state policies (DHS)646786The Administrative Policy Development and Maintenance guidelines by the Minnesota Department of Human Services (DHS) ensure a structured process for policy creation, issuance, and management within the agency. This framework is supported by defined roles such as drafting chairs and teams who collaborate to align policies with DHS’s mission and legal compliance, promoting operational consistency and risk mitigation. The policy's lifecycle includes drafting, review, issuance, and regular updates or revisions, with oversight by the Administrative Policy Workgroup to uphold agency standards.Administrative Policy Development MaintenanceAnita.MoonenAnita.MoonenAdministrative policypolicy developmentpolicy reviewpolicy packetpolicy inactivationadministrative policy workgroupengPolicy Number: 8236.001DHS policy646797DHS procedure64679801053Administrative policy development maintenance policy (PDF)652156Compliance (Including Contracts, Ethics)646807Administrative policy development maintenance policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-652156" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/administrative-policy-development-maintenance_tcm1053-652154.pdf2025-02-27T20:27:51ZAgency and state policies (DHS)646786To ensure compliance with Minnesota Statute 16A.15 regarding the encumbrance of funds prior to incurring an obligation of the state, and compliance with Minnesota Statutes 16C.05 requiring completion of contract execution (both P/T and grant) before commencement of work on state contracts. This policy and related procedures describe steps that must be completed when expenditures are incurred in violation of either of these statutes. 16A/C reporting policyAnita.MoonenAnita.Moonenbuyingcardholderpurchasingviolation16Aunencumbered 16CProcurement violationengPolicy Number: 8241.530DHS policy646797DHS procedure6467980105316A/C reporting policy (PDF)648998Finance (Including Procurement)64681316A/C reporting policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648998" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/procurement-violation_tcm1053-648997.pdf2025-08-05T12:36:28ZAgency and state policies (DHS)646786Mileage Reimbursement for Privately Owned VehiclesAnita.MoonenAnita.MoonenmileagereimbursementprivateownedvehicleengPolicy Number: 8240.422DHS policy646797DHS procedure64679801053Mileage reimbursement for privately owned vehicles policy (PDF)648421Finance (Including Procurement)646813Mileage reimbursement for privately owned vehicles policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648421" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/mileage-reimbursement-privately-owner-vehicles_tcm1053-646950.pdf2026-03-30T14:32:08ZAgency and state policies (DHS)646786The Department of Human Services (DHS) encourages employees to help strengthen their communities by volunteering during nonwork hours as long as there is no conflict of interest between the employee’s department job and proposed volunteer activity. Volunteer Activities PolicyAnita.MoonenAnita.Moonenvolunteerethicsconflicts of interestappearanceactivityservicesengPolicy Number: 8234.740DHS policy646797DHS procedure64679801053Volunteer activities policy (PDF)648407Compliance (Including Contracts, Ethics)646807Volunteer activities policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648407" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/volunteer-activities_tcm1053-648273.pdf2025-03-24T13:41:36ZAgency and state policies (DHS)646786It is vital to the Department of Human Services (DHS) values and mission that the agency maintains and promotes an ethical environment which avoids conflicts of interests. To do this, DHS employees must avoid conflict of interests or the appearance of a conflict of interests in any interaction or activity related to the purchasing of goods or services from vendor representatives (vendors).Vendor Representatives PolicyAnita.MoonenAnita.Moonenvendorsethicsconflicts of interestappearancepurchasingservicesengDHS policy646797DHS procedure64679801053Vendor Representatives Policy (PDF)648406Compliance (Including Contracts, Ethics)646807Vendor Representatives Policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648406" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/vendor-representatives_tcm1053-648271.pdf2024-11-27T15:31:25ZAgency and state policies (DHS)646786DHS is an equal opportunity employer and seeks to employ individuals based upon their qualifications, experience, and ability to perform the position responsibilities. All applicants can expect fair and equitable treatment in the hiring process.Vacancy Filling PolicyAnita.MoonenAnita.Moonenpositionvacantexperienceability to performapplicantshiringengDHS policy646797DHS procedure64679801053Vacancy Filling Policy (PDF)648405Human Resources (DHS)646814Vacancy Filling Policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648405" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/vacancy-filing_tcm1053-648270.pdf2024-11-27T15:31:24ZAgency and state policies (DHS)646786State property is to be used for work-related reasons. The Department of Human Services (DHS) employees are not to use, misuse or permit the use of state property for non-work-related reasons, except as specifically permitted under the Policy on Pro Bono Services and Statewide Policy: Appropriate Use of Electronic Communication and Technology. State property includes, but is not limited to, state time, supplies, equipment, electronic devices, and state-owned or leased property.Use of State Property PolicyAnita.MoonenAnita.Moonenethicsstate suppliesequipmentelectronic devicespropertynon-work relatedPro BonoElectronic Communicationsstate timeengPolicy Number: 8234.700DHS policy646797DHS procedure64679801053Use of state property policy (PDF)648403Compliance (Including Contracts, Ethics)646807Use of state property policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648403" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/use-of-state-property_tcm1053-648324.pdf2025-03-03T14:53:27ZAgency and state policies (DHS)646786To establish uniform procedures for designating jobs as exempt or non-exempt under the federal Fair Labor Standards Act (FLSA) and to ensure that employees are paid properly under labor contracts, compensation plan, applicable state and federal law and the FLSA.Time Reporting and Fair Labor Standards Act PolicyAnita.MoonenAnita.MoonentimesheetFLSAlabor actpaycompensationengPolicy Number: 8142.670 DHS policy646797DHS procedure64679801053Time reporting and fair labor standards act policy (PDF)648402Human Resources (DHS)646814Time reporting and fair labor standards act policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648402" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/time-reporting-and-fair-labor-standards-act_tcm1053-648269.pdf2024-11-27T15:31:08ZAgency and state policies (DHS)646786The Minnesota Department of Human Services (DHS) strives to continuously improve the sustainability, efficiency and safety of the DHS fleet. Vehicle Telematics is the technology that allows global positioning data, vehicle diagnostic data and vehicle usage data to be used to improve fleet management costs, sustainability, efficiency and safety.Telematics Tracking in Fleet Vehicles PolicyAnita.MoonenAnita.MoonenvehicletelematicsGPStrackingfleet managementengPolicy Number: 8142.665 DHS policy646797DHS procedure64679801053Telematics tracking in fleet vehicles policy (PDF)648401Human Resources (DHS)646814Telematics tracking in fleet vehicles policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648401" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/telematics-tracking-in-fleet-vehicles_tcm1053-648268.pdf2024-11-27T15:31:08ZAgency and state policies (DHS)646786State employees are required to report illegal activities that occur in or around the workplace or during or in the course of their employment to the proper authorities. This not only includes actual illegal acts but also those acts that a person believes or suspects to be illegal. Suspected acts are activities which are carried out in such a manner that causes a prudent and reasonable person to believe an illegal act could have taken place.Reporting Illegal Activities PolicyAnita.MoonenAnita.MoonenIllegalreportingactssuspectengPolicy Number: 8142.595 DHS policy646797DHS procedure64679801053Reporting illegal activities policy (PDF)648398Human Resources (DHS)646814Reporting illegal activities policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648398" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/reporting-illegal-activities_tcm1053-648267.pdf2024-11-27T15:30:50ZAgency and state policies (DHS)646786It is DHS policy that employees report suspected violations of ethics and conflict of interest laws. Employees should avoid any situation which involves or may involve a conflict between their personal interests and the interests of the department. Employees are expected to act in the best interests of the department at all times, regardless of personal preference or advantage. Suspected violations are activities which are carried out in such a manner that causes a reasonable and prudent person to believe that activities violating ethics and conflict of interest laws have taken place. Any employee who is aware of or suspects illegal activity, fraud or any other violation of the department's ethical standards either by another state employee or an individual, vendor or organization operating under a state or federal contract or grant, must report their concerns.Reporting Ethical Violations PolicyAnita.MoonenAnita.Moonenethicsfraudconflicts of interestpersonal preferenceillegalviolationsethical issuesengPolicy Number: 8234.595DHS policy646797DHS procedure64679801053Reporting ethical violations policy (PDF)648396Compliance (Including Contracts, Ethics)646807Reporting ethical violations policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648396" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/reporting-ethical-violations_tcm1053-648322.pdf2024-11-27T15:30:50ZAgency and state policies (DHS)646786Performance reviews are not grievable under collective bargaining agreements or the plans covering unrepresented employees. Instead, the contracts and plans provide for performance reviews to be appealed to appointing authorities in accord with Minnesota Management and Budget (MMB) Administrative Procedure No. 20 Job Clarification/performance Appraisal. The Minnesota Department of Human Services (DHS) is committed to ensuring that performance evaluations are not arbitrary, discriminatory or not based on solid data. In order to maintain this professional environment DHS has established a formal performance review appeal process. Performance Review Appeals PolicyAnita.MoonenAnita.Moonenperformanceemployee managementposition reviewemployee developmentcorrectiveprobationaryappealsgrieveengPolicy Number: 8142.526 DHS policy646797DHS procedure64679801053Performance review appeals policy (PDF)648394Human Resources (DHS)646814Performance review appeals policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648394" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/performance-review-appeals_tcm1053-648265.pdf2024-11-27T15:30:37ZAgency and state policies (DHS)646786The Code of Ethics for Executive Branch Employees, Minnesota Statutes, section 43A.38, covers a variety of activities including acceptance of gifts and favors and conflicts of interest. This policy specifies how the Code of Ethics is interpreted and applied in the Department of Human Services (DHS) and by DHS employees when DHS employees interact with pharmaceutical companies while conducting state business. This policy is important because DHS is not only a health care provider through its State Operated Services (SOS), but also a maker and administrator of health care policies that affect drug companies doing business in and with Minnesota.Ethical Conduct with Pharmaceutical Companies PolicyAnita.MoonenAnita.Moonenacquisitionethicspurchasingconflict of interestpharmaceuticalgiftsfavorsdrug companiescompromisedbuyingabsolute dutyengPolicy Number: 8234.145 DHS policy646797DHS procedure64679801053Ethical conduct with pharmaceutical companies policy (PDF)648390Compliance (Including Contracts, Ethics)646807Ethical conduct with pharmaceutical companies policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648390" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/ethical-conduct-pharmaceutical-company_tcm1053-648318.pdf2024-11-27T15:28:46ZAgency and state policies (DHS)646786The Department of Human Service (DHS) employees can not directly or indirectly engage in any outside employment or private interest that creates or has the appearance of being a conflict of interest with their department employment or would cause a reasonable person to question the department's objectivity.Outside Employment PolicyAnita.MoonenAnita.Moonenethicsconflicts of interestlimitsemploymentmoonlightingethical environmentengPolicy Number: 8234.490 DHS policy646797DHS procedure64679801053Outside employment policy (PDF)648290Compliance (Including Contracts, Ethics)646807Outside employment policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648290" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/outside_employment_tcm1053-648264.pdf2025-03-03T14:53:18ZAgency and state policies (DHS)646786It is vital to the Department of Human Services (DHS) values and mission that the agency maintains and promotes an ethical environment which avoids conflict of interests. To do this, DHS prohibits nepotism, which is the practice of those with power or influence favoring relatives or friends, especially by giving them jobs. To prevent the practice of appearance of nepotism, DHS employees may not directly supervise, hire, evaluate, or discipline anyone they are related to by blood, marriage or adoption, or with whom they have an intimate/romantic relationship. This applies to previous relationships, such as marriage or romances, if the relationship is one that affects the employee’s independence.Nepotism PolicyAnita.MoonenAnita.MoonenethicshireevaluatenepotisminfluencefriendsrelativesrelationshipsspouseadoptionengPolicy Number: 8234.455 DHS policy646797DHS procedure64679801053Nepotism policy (PDF)648289Compliance (Including Contracts, Ethics)646807Nepotism policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648289" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/nepotism_tcm1053-648263.pdf2025-03-03T14:53:10ZAgency and state policies (DHS)646786It is vital to the Department of Human Services (DHS) values and mission that the agency maintains and promotes an ethical environment which avoids conflicts of interests. To do this, the department to place clear limits on DHS employees ability to accept gifts when conducting department business.Gifts PolicyAnita.MoonenAnita.Moonenethicsconflicts of interestlimitsgiftsethical environmentengPolicy Number: 8234.210 DHS policy646797DHS procedure64679801053Gifts policy (PDF)648288Compliance (Including Contracts, Ethics)646807Gifts policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648288" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/gifts_tcm1053-648262.pdf2025-03-03T14:52:47ZAgency and state policies (DHS)646786It is vital to the Department of Human Services (DHS) values and mission that the agency maintains and promotes an ethical environment which avoids conflicts of interests. To do this, DHS provides support to department employees by providing specific direction and procedures about how to handle every day ethical issues staff may encounter.Everyday Ethics for DHS Employees PolicyAnita.MoonenAnita.Moonenethicsconflicts of interestethical issuesengPolicy Number: 8234.140 DHS policy646797DHS procedure64679801053Everyday ethics for DHS employees policy (PDF)648286Compliance (Including Contracts, Ethics)646807Everyday ethics for DHS employees policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648286" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/everyday-ethics-for-DHS-employees_tcm1053-648261.pdf2024-11-27T15:28:47ZAgency and state policies (DHS)646786DHS employees who are involved in any way in the acquisition services through the contracting process of have an absolute duty and responsibility to comply with all laws and ethical policies that are pertinent to their jobs; to take any and all actions necessary to avoid being in a position where the employee might have a conflict of interest; and to comply with: The Code of Ethics for Employees in the Executive Branch, Minnesota Statutes, section 43A.38, The Ethics and Conflicts of Interest in Contracting and Purchasing (Department of Administration’s Contracts Manual - PDF) ProvisionsEthical Duties of Employees Involved in Contracting PolicyAnita.MoonenAnita.Moonenacquisitionethicspurchasingconflict of interestcontractingauditingfinancetaxcompromisedbuyingabsolute dutyengPolicy Number: 8234.143 DHS policy646797DHS procedure64679801053Ethical duties of employees involved in contracting policy (PDF)648283Compliance (Including Contracts, Ethics)646807Ethical duties of employees involved in contracting policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648283" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/ethical-duties-of-employees-involved-in-contracting_tcm1053-648260.pdf2024-11-27T15:28:47ZAgency and state policies (DHS)646786The state of Minnesota’s participation in the federal Medicaid program requires that the state complies with certain rules and regulations regarding Medicaid expenditures. To meet the state participation requirements as set out in United States Code, title 42, sections 1396(a) (4) and 1396(u)-2(d) (3), the state is required to create certain restrictions against conflicts of interest in the Medicaid procurement process, that are at least as stringent as those in effect under United States Code, title 41, section 423, and title 18, sections 207 and 208, as they apply to federal employees. To comply with this requirement, the Minnesota legislature enacted Minnesota Statutes, section 256B.0914. This policy is intended to avoid impropriety or the appearance of impropriety in transactions involving Medicaid expenditures resulting from conflicts of interest related to DHS employees’ current or former employment. This policy is also intended to avoid violations of state and federal law that could result in civil and criminal penalties, and injunctive relief.Conflicts of Interest Related to Medicaid Expenditures PolicyAnita.MoonenAnita.MoonenMedicaidexpenditurescoderestrictionsprocurementfederalinjunctive reliefengPolicy Number: 8234.080 DHS policy646797DHS procedure64679801053Conflicts of interest related to medicaid expenditures policy (PDF)648281Compliance (Including Contracts, Ethics)646807Conflicts of interest related to medicaid expenditures policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648281" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/conflicts-of-Interest-related-to-medicaid-expenditures_tcm1053-648259.pdf2024-11-27T15:28:29ZAgency and state policies (DHS)646786DHS employees who are involved in the acquisition of goods, or who are involved in accounting, auditing, financial reporting or tax filing duties are expected to uphold the public trust and not allow it to be compromised by personal beliefs, motivations, biases or desires.Code of Conduct Training and Certification for Employees Involved in Procurement and Financial Transactions PolicyAnita.MoonenAnita.MoonenacquisitionaccountingauditingfinancetaxcompromisedbuyingengPolicy Number: 8234.070 DHS policy646797DHS procedure64679801053Code of conduct training and certification for employees involved in procurement and financial transactions policy (PDF)648277Compliance (Including Contracts, Ethics)646807Code of conduct training and certification for employees involved in procurement and financial transactions policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648277" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/code-of-conduct-training-and-certification-for-employees-involved-in-procurement-and-financial-transactions_tcm1053-648257.pdf2024-11-27T15:28:25ZAgency and state policies (DHS)646786To initiate a policy establishing the zero tolerance of workplace violence and to begin procedures for reporting, investigating, reviewing, and correcting suspected or actual acts of violence in the workplace.Zero Tolerance of Violence PolicyAnita.MoonenAnita.MoonentoleranceviolenceworkplaceinvestigatingthreatsviolationconductincidentsengDHS policy646797DHS procedure64679801053Zero Tolerance of Violence Policy (PDF)648189Health and Safety (Complex projects)646782Zero Tolerance of Violence Policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648189" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/zero-tolerance-violence_tcm1053-648173.pdf2024-11-27T15:31:45ZAgency and state policies (DHS)646786DHS facilities must promote, establish and maintain a work environment that is free from intimidation, threats or violent acts, and must implement local policies or procedures for responding to all threats or violent acts.Prevention of Workplace ViolenceAnita.MoonenAnita.MoonenintimidationthreatsviolentviolenceharrassmentincidentinjuriescriticalworkplaceengPolicy Number: 1200.535 DHS policy646797DHS procedure64679801053Prevention of workplace violence policy (PDF)648188Health and Safety (Complex projects)646782Prevention of workplace violence policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648188" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/prevention-workplace-violence_tcm1053-648172.pdf2024-11-27T15:30:42ZAgency and state policies (DHS)646786Personal Threat ProcedureAnita.MoonenAnita.Moonenthreatevidencelaw enforcementsecuritythreat analysissafetyengPolicy Number: 1200.530 DHS policy646797DHS procedure64679801053Personal threat procedure (PDF)648183Health and Safety (Complex projects)646782Personal threat procedure<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648183" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/personal-threat-procedure_tcm1053-648171.pdf2024-11-27T15:30:39ZAgency and state policies (DHS)646786Personal Safety GuidelinesAnita.MoonenAnita.Moonenunsecuredsecurityfield visitincidentcarapproaching a dwellinghostileangry clientviolenceharassmentthreatenedengDHS policy646797DHS procedure64679801053Personal safety guidelines (PDF)648181Health and Safety (Complex projects)646782Personal safety guidelines<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648181" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/personal-safety-guidelines_tcm1053-648170.pdf2024-11-27T15:30:39ZAgency and state policies (DHS)646786The Minnesota Department of Human Services (DHS) will seek and propose applicable modifications to statutory authority for all classes of employees meeting the statutory requirement for coverage by the Correctional Employees Retirement Plan (CERP) as determined by the Commissioner of DHS.Correctional Employees Retirement PlanAnita.MoonenAnita.Moonenphysical proximityCERPcorrectionsclassificationretirementengPolicy Number: 8142.075DHS policy646797DHS procedure64679801053Correctional employees retirement plan policy (PDF)648175Human Resources (DHS)646814Correctional employees retirement plan policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648175" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/correctional-employee-retirement-plan_tcm1053-648166.pdf2024-11-27T15:28:33ZAgency and state policies (DHS)646786This administrative policy describes the Minnesota Department of Human Services’ Employee Performance Review process and procedures, and provides guidance on this aspect of employee performance management.Performance Review PolicyAnita.MoonenAnita.Moonenperformanceemployee managementposition reviewemployee developmentcorrectiveprobationaryengPolicy Number: 8142.525DHS policy646797DHS procedure64679801053Performance review policy (PDF)648155Human Resources (DHS)646814Performance review policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648155" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/performance-review_tcm1053-648151.pdf2024-11-27T15:30:37ZAgency and state policies (DHS)646786The Minnesota Department of Human Services (DHS) recognizes the contributions its employees make and appreciates the willingness of those with multilingual skills to use this expertise to further the agency mission. DHS employees may be eligible for pay differential for using their multilingual skills if their employment with DHS is covered by a collective bargaining agreement (CBA) or plan language supporting the pay differential. Multiple CBAs and plans may contain this language, refer to the language for your agreement or plan. Under this policy, the CBA or plan language may be referred to as: multilingual pay differential or Bilingual; Multilingual, or Sign Language differential.Multilingual Pay Differential PolicyAnita.MoonenAnita.Moonenmultilingualbilingualsign languagedifferentialengPolicy number: 8142.420DHS policy646797DHS procedure64679801053Multilingual pay differential policy (PDF)648153Human Resources (DHS)646814Multilingual pay differential policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648153" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/multilingual-pay-differential_tcm1053-648149.pdf2024-11-27T15:29:55ZAgency and state policies (DHS)646786New employees and current employees of the Department of Human Services (DHS) who must move due to their employment may be eligible to receive reimbursement for their incurred relocation expenses. Employee eligibility varies and is dependent on current labor agreements, compensation plans, Minnesota Rules, part 3900.2200 and IRS regulations.Employee Relocation Expenses PolicyAnita.MoonenAnita.MoonenrelocationexpensesemploymentreimbursementengPolicy Number: 8142.145DHS policy646797DHS procedure64679801053Employee relocation expenses policy (PDF)648152Human Resources (DHS)646814Employee relocation expenses policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-648152" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/employee-relocation-expense_tcm1053-648148.pdf2024-11-27T15:28:43ZAgency and state policies (DHS)646786This administrative policy describes the Minnesota Department of Human Services (DHS) psychological fitness for duty evaluation concepts and procedures and provides guidance and parameters for its use. This policy pertains to the rare case of employee conduct or behavior that presents a potential for compromised workplace security or safety of its workers, or which may cause significant workplace disruption, and the employee’s psychological condition or status is reasonably suspected to be a contributing factor. In addition, this policy may apply to situations of substantial, typically chronic, performance deficiencies that traditional performance management approaches have not remedied and for which the employee’s psychological condition or status is reasonably suspected to be a contributing factor.Psychological Fitness for Duty EvaluationsAnita.MoonenAnita.MoonenfitnessconductbehaviordisruptionpsychologicaldeficienciessafetyengPolicy Number: 8142.550 DHS policy646797DHS procedure64679801053Psychological fitness for duty evaluations policy (PDF)647990Human Resources (DHS)646814Psychological fitness for duty evaluations policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647990" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/psychological-fitness-duty-evaluations_tcm1053-647962.pdf2024-11-27T15:30:46ZAgency and state policies (DHS)646786All DHS employees, if it is essential to the function of their job, must retain a valid and proper driver’s license. Employees required to drive must immediately inform their supervisor of a driver’s license loss that affects their ability to perform their job and must not drive.Drivers License VerificationAnita.MoonenAnita.MoonenLicensedrivestate vehiclevalidtraffic lawsvehicleengPolicy Number: 8142.105 DHS policy646797DHS procedure64679801053Drivers license verification policy (PDF)647989Human Resources (DHS)646814Drivers license verification policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647989" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/drivers-license-verification_tcm1053-647961.pdf2024-11-27T15:28:36ZAgency and state policies (DHS)646786To comply with the Interim Final Rule of the Centers for Medicare & Medicaid Services (“CMS”) requiring COVID-19 vaccination for staff of certain health care facilities.COVID 19 Proof of Vaccination for CMS-Covered FacilitiesAnita.MoonenAnita.MoonenCovid 19CMSsick leavevaccinationhealth care facilitiesquarantineexposureillengDHS policy646797DHS procedure64679801053COVID 19 Proof of Vaccination for CMS-Covered Facilities (PDF)647987Human Resources (DHS)646814COVID 19 Proof of Vaccination for CMS-Covered Facilities<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647987" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/covid-19-proof-vaccination-CMS-covered-facilities_tcm1053-647957.pdf2024-11-27T15:28:33ZAgency and state policies (DHS)646786The health and safety of Minnesota’s workers are central to the health of Minnesota’s children, families, and communities. As Minnesotans continue to work and many plan to return to work, it is essential that workers know their rights, have resources to return to, and can access information easily.COVID 19-Workers' Protection Intake GuideAnita.MoonenAnita.MoonenCovid 19return to worksick leaverefuse to workOSHAquittinghealth and safety protectionengDHS policy646797DHS procedure64679801053COVID 19-Workers' Protection Intake Guide (PDF)647984Human Resources (DHS)646814COVID 19-Workers' Protection Intake Guide<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647984" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/covid-19-workers-protection-intake-guide_tcm1053-647958.pdf2024-11-27T15:28:35ZAgency and state policies (DHS)646786An agreement was reached between Minnesota Management and Budget and all bargaining units to allow for an expanded use of sick leave by employees when their minor child has been required to quarantine due to a COVID-19 exposure, even if the child is not ill.COVID 19-MOU Guardians use of sick leave for Quarantining minor children Anita.MoonenAnita.MoonenCovid 19memo of understandingsick leaveminor childdependentquarantineexposureillengDHS policy646797DHS procedure64679801053COVID 19-MOU Guardians use of sick leave for Quarantining minor children (PDF)647981Human Resources (DHS)646814COVID 19-MOU Guardians use of sick leave for Quarantining minor children<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647981" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/covid-mou-guardians-sick-leave-quarantine-minors_tcm1053-647959.pdf2024-11-27T15:28:34ZAgency and state policies (DHS)646786Policy is to ensure that agencies collect all payroll overpayments.Correction of Overpayments OverviewAnita.MoonenAnita.MoonenpayrolloverpaymenttimesheetcollectionsengDHS policy646797DHS procedure64679801053Correction of Overpayments Overview (PDF)647979Human Resources (DHS)646814Correction of Overpayments Overview<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647979" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/correction-overpayments_tcm1053-647956.pdf2024-11-27T15:28:32ZAgency and state policies (DHS)646786Policy is to ensure that agencies collect all payroll overpayments.Correction of Overpayment - Former Employee Prior Calendar OverpaymentAnita.MoonenAnita.MoonenpayrolloverpaymenttimesheetcollectionsengDHS policy646797DHS procedure64679801053Correction of Overpayment - Former Employee Prior Calendar Overpayment (PDF)647977Human Resources (DHS)646814Correction of Overpayment - Former Employee Prior Calendar Overpayment<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647977" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/correction-overpayment-former-employee-prior-calendar_tcm1053-647953.pdf2024-11-27T15:28:32ZAgency and state policies (DHS)646786Policy is to ensure that agencies collect all payroll overpayments.Correction of Overpayment - Former Employee Current Calendar OverpaymentAnita.MoonenAnita.MoonenpayrolloverpaymenttimesheetcollectionsengDHS policy646797DHS procedure64679801053Correction of Overpayment - Former Employee Current Calendar Overpayment (PDF)647974Human Resources (DHS)646814Correction of Overpayment - Former Employee Current Calendar Overpayment<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647974" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/correction-overpayment-former-employee-current-calendar_tcm1053-647952.pdf2024-11-27T15:28:31ZAgency and state policies (DHS)646786Policy is to ensure that agencies collect all payroll overpayments.Correction of Overpayment - Current Employee Prior Calendar OverpaymentAnita.MoonenAnita.MoonenpayrolloverpaymenttimesheetcollectionsengDHS policy646797DHS procedure64679801053Correction of Overpayment - Current Employee Prior Calendar Overpayment (PDF)647972Human Resources (DHS)646814Correction of Overpayment - Current Employee Prior Calendar Overpayment<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647972" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/correction-overpayment-current-employee-prior-calendar-overpayment_tcm1053-647951.pdf2024-11-27T15:28:31ZAgency and state policies (DHS)646786Policy is to ensure that agencies collect all payroll overpayments.Correction of Overpayment - Current Employee Current Calendar with too many hours paidAnita.MoonenAnita.MoonenpayrolloverpaymenttimesheetcollectionsengDHS policy646797DHS procedure64679801053Correction of Overpayment - Current Employee Current Calendar with too many hours paid (PDF)647970Human Resources (DHS)646814Correction of Overpayment - Current Employee Current Calendar with too many hours paid<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647970" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/correction-overpayment-current-employee-current-calendar-too-many-hours-paid_tcm1053-647949.pdf2024-11-27T15:28:30ZAgency and state policies (DHS)646786Policy is to ensure that agencies collect all payroll overpayments.Correction of Overpayment - Current Employee Current Calendar Incorrect Pay Rate OverpaymentAnita.MoonenAnita.MoonenpayrolloverpaymenttimesheetcollectionsengDHS policy646797DHS procedure64679801053Correction of Overpayment - Current Employee Current Calendar Incorrect Pay Rate Overpayment (PDF)647964Human Resources (DHS)646814Correction of Overpayment - Current Employee Current Calendar Incorrect Pay Rate Overpayment<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647964" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/correction-overpayment-current-employee-current-calendar-incorrect-pay-rate_tcm1053-647947.pdf2024-11-27T15:28:29ZAgency and state policies (DHS)646786The purpose of this policy is to establish a Department of Human Services policy consistent with Minnesota Statutes, the Department of Administration’s statewide Fleet and Surplus Services and Risk Management Divisions, and Minnesota Management & Budget policies including acquisition and management of state-owned and leased cars or lightweight vehicles, short-term rental vehicles and use of personal cars for efficiencies and maximization of resources.Use of State Vehicles Fuel Cards and MaintenanceAnita.MoonenAnita.Moonenvehicle leasefleetrisk managementacquisition and managementcarsengDHS policy646797DHS procedure64679801053Use of State Vehicles Fuel Cards and Maintenance (PDF)647859Finance (Including Procurement)646813Use of State Vehicles Fuel Cards and Maintenance<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647859" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/use-state-vehicle-fuel-card-maintainance_tcm1053-647851.pdf2024-11-27T15:31:16ZAgency and state policies (DHS)646786This policy requires employees of the Department of Human Services (DHS), MNsure, and Minnesota IT Services (MNIT) to comply with Internal Revenue Service (IRS) regulations for the safeguarding of federal tax information (FTI) used by DHS and MNsure.Safeguarding Federal Tax Information PolicyAnita.MoonenAnita.MoonenMNsureIRStaxregulationsinformation securitysafeguardingFTIengPolicy Number: 4200.630 DHS policy646797DHS procedure64679801053Safeguarding federal tax information policy (PDF)647855Information Security (DHS)646817Information Privacy (DHS)646816Safeguarding federal tax information policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647855" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/safeguarding-FTI_tcm1053-647850.pdf2024-11-27T15:30:58ZAgency and state policies (DHS)646786The state of Minnesota purchasing card program is targeted to those employees who frequently need to make small dollar acquisitions for the department. This program allows the cardholder to make direct purchases and submit statements, receipts and billing information for direct payment via the Accounts Payable section. Candidates for this program must have approval from their supervisor or manager and complete the online training. Purchasing Card PolicyAnita.MoonenAnita.MoonenbuyingcardholderpurchasingengPolicy Number: 8241.545 DHS policy646797DHS procedure64679801053Purchasing card policy (PDF)647854Finance (Including Procurement)646813Purchasing card policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647854" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/purchasing-card-policy_tcm1053-647846.pdf2024-11-27T15:30:47ZAgency and state policies (DHS)646786The Department of Human Services (DHS) is required to properly perform the life cycle management of the property owned by the agency. This policy is in alignment with the Department of Administration (ADM) Property Management Reporting and Accountability Policy and User Guide (PDF) dated May 1, 2014 and the Minnesota Management and Budget (MMB) Financial Reporting Policies. Management of State PropertyAnita.MoonenAnita.Moonenlife cycle managementpropertyaccountabilityassetsengPolicy Number: 8241.420 DHS policy64679701053Management of state property policy (PDF)647852Finance (Including Procurement)646813Management of state property policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647852" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/management-state-property_tcm1053-647845.pdf2024-11-27T15:29:52ZAgency and state policies (DHS)646786The Workspace Policy at DHS Central Office ensures that work areas are maintained and utilized in compliance with relevant standards, covering spaces such as conference rooms, training rooms, and shared spaces. Employees must use these areas responsibly, respecting noise levels, maintaining cleanliness, and adhering to the proper use of furniture and equipment. Failure to comply with these guidelines may result in disciplinary actions or termination.Workspace PolicyAnita.MoonenAnita.MoonenWorkspaceConference RoomsQuiet RoomsCollaboration SpacesCommon SpacesNoise LevelsEmergency EscapePersonal ArtworkEquipment UsageengDHS policy646797DHS procedure64679801053Workspace Policy (PDF)647759Management Services (including Building Services) (DHS)648596Workspace Policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647759" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/workspace_tcm1053-646988.pdf2024-11-27T15:31:36ZAgency and state policies (DHS)646786The Visitors Policy ensures a high level of security at the Minnesota Department of Human Services Central Office, particularly in areas containing sensitive or protected information. Visitors, including other state employees, must be registered and escorted in non-public areas to protect confidentiality and meet HIPAA, IRS, and MNsure guidelines. Failure to comply with this policy could lead to disciplinary actions, ensuring that all visits are properly documented and controlled.Video PolicyAnita.MoonenAnita.MoonenVisitorsVisitor RegistrationEscort RequirementAuthorized Visitor PassengDHS policy646797DHS procedure64679801053Visitors Policy (PDF)647758Management Services (including Building Services) (DHS)648596Visitors Policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647758" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/visitors-policy_tcm1053-646991.pdf2024-11-27T15:31:25ZAgency and state policies (DHS)646786The Video Policy of the Minnesota Department of Human Services (DHS) outlines standards for creating and sharing videos used for communication and training. It ensures compliance with state and federal laws, covering accessibility, branding, and intellectual property rights. The policy also addresses the appropriate storage, distribution, and security of video content to safeguard DHS information and uphold organizational standards.Video PolicyAnita.MoonenAnita.MoonenVideo creationVideo sharingTraining videosCommunication videosVideo standardsCaptioningAudio descriptionTennessen WarningVideo hostingVideo approval processengDHS policy646797DHS procedure64679801053Video Policy (PDF)647757Communications (DHS)646805Video Policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647757" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/video-policy_tcm1053-646992.pdf2024-11-27T15:31:25ZAgency and state policies (DHS)646786The Minnesota Department of Human Services (DHS) offers a tuition reimbursement policy to enhance employee development through education and training. Employees are eligible for 75% reimbursement, up to a maximum of $2,000 per semester or $4,000 per fiscal year, for courses related to their work. Procedures for pre-approval, submission of proof of course completion, and processing of payments are clearly outlined to ensure a smooth reimbursement process, with IRS regulations impacting reimbursement over $5,250 per year.Tuition Reimbursement PolicyAnita.MoonenAnita.MoonenTuition reimbursementbenefitseducationEducation and trainingCareer advancementPre-approval processClass completionReimbursement capBusiness Expense ReportengPolicy Number: 8141.665 DHS policy646797DHS procedure64679801053Tuition reimbursement policy (PDF)647754Human Resources (DHS)646814Tuition reimbursement policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647754" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/tuition-reimbursement-policy_tcm1053-646984.pdf2026-04-01T18:25:14ZAgency and state policies (DHS)646786The Minnesota Department of Human Services (DHS) Travel Policy outlines the procedures for employees traveling on state business, including approvals and reimbursement processes. It provides specific guidelines for in-state, border community, out-of-state, and international travel, as well as combined business and personal travel. Employees must adhere to state policies, labor agreements, and expense documentation requirements, with non-compliance potentially resulting in disciplinary actions or delays in reimbursement.Travel PolicyAnita.MoonenAnita.MoonentravelTravel authorizationIn-state travelOut-of-state travelBusiness expensesTravel expensesMeals allowanceVehicle rentalTravel advancePersonal travelengPolicy Number: 8240.665 DHS policy646797DHS procedure64679801053Travel policy (PDF)647753Finance (Including Procurement)646813Travel policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647753" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/travel-policy_tcm1053-646985.pdf2024-11-27T15:31:07ZAgency and state policies (DHS)646786This policy outlines the proper use and retention of text messages by Minnesota Department of Human Services (DHS) employees, ensuring compliance with data privacy and retention laws. It mandates that all business-related text messages, whether on personal or DHS-issued devices, be treated as government data. Employees must retain these messages according to DHS guidelines, especially during active litigation holds or data requests.PartnerLink Editorial PolicyAnita.MoonenAnita.MoonenText MessagingBusiness Text MessagesTransitory Text MessagesPersonal Mobile DeviceDHS-Issued Mobile DeviceengDHS policy646797DHS procedure64679801053Text messaging and retention of text messages policy (PDF)647752Technology (MNIT)646801Text messaging and retention of text messages policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647752" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/text-messaging-retention-text-messages-policy_tcm1053-646987.pdf2024-11-27T15:31:07ZAgency and state policies (DHS)646786The Special Expense Reimbursement policy outlines the process for Minnesota Department of Human Services (DHS) employees to claim reimbursement for special expenses not covered by regular expense regulations. These expenses may be incurred during official functions, meetings, or conferences, and include items like lodging, catering, and travel. The policy provides guidelines for requesting approval, details the documentation required, and sets limitations on allowable expenses.Special Expense ReimbursementAnita.MoonenAnita.MoonenSpecial ExpensesReimbursementConferencesTravel policyLodgingTuition ReimbursementProcurement ViolationsEIORengPolicy Number: 8240.630 DHS policy646797DHS procedure64679801053Special expense reimbursement policy (PDF)647751Finance (Including Procurement)646813Special expense reimbursement policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647751" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/special-expense-reimbursement_tcm1053-646976.pdf2024-11-27T15:31:01ZAgency and state policies (DHS)646786The Social Media Policy of the Minnesota Department of Human Services outlines clear guidelines for employees regarding the appropriate use of social media to share official DHS information. It ensures that all social media activities are consistent with the department’s communications strategies, protecting the integrity of DHS’s messaging. Compliance with the policy is mandatory, with potential disciplinary consequences for violations, and the Office of Communications oversees social media implementation and management.Social Media PolicyAnita.MoonenAnita.MoonenSocial Media Policysocial mediaSocial media platformsSocial media useFacebookXTwitterYouTubeengPolicy Number: 8110.630 DHS policy646797DHS procedure64679801053Social media policy (PDF)647750Communications (DHS)646805Social media policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647750" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/social-media-policy_tcm1053-646979.pdf2024-11-27T15:31:01ZAgency and state policies (DHS)646786The Smoking Policy establishes designated smoking and smoke-free areas at key office locations, such as Elmer L. Andersen Human Services Building, to ensure a smoke-free environment around entrances and exits. Employees are expected to follow posted signs and refrain from smoking in nonsmoking areas to promote health and courtesy for visitors and staff. Failure to comply with the policy may result in disciplinary action, with maps available to clarify permitted smoking areas.Smoking PolicyAnita.MoonenAnita.MoonenSmokingSmoke-freeDesignated areasHealth issueNonsmoking staffSmoking-permitted areaengPolicy Number: 8250.635 DHS policy646797DHS procedure64679801053Smoking policy (PDF)647749Health and Safety (Complex projects)646782Management Services (including Building Services) (DHS)648596Smoking policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647749" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/smoking-policy_tcm1053-646980.pdf2024-11-27T15:31:00ZAgency and state policies (DHS)646786Sexual harassment in any form is strictly prohibited. Individuals who believe they have been subject to sexual harassment are encouraged to file a complaint with an appropriate authority. Any form of retaliation directed against an individual who complains about sexual harassment or who participates in any investigation concerning sexual harassment is strictly prohibited and will not be tolerated. Violations of this policy by State employees will be subject to discipline, up to and including discharge. Violations of this policy by third parties will be subject to appropriate action.Sexual Harassment Prohibited policyAnita.MoonenAnita.MoonenSexualHarassment Sexual HarassmentComplaint procedureInvestigation processRetaliation preventionWorkplace safetyengPolicy Number: 4100.630 DHS policy646797DHS procedure64679801053Sexual harassment prohibited policy (PDF)647748Equal Opportunity and Access646810Sexual harassment prohibited policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647748" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/sexual-harassment-prohibited-policy_tcm1053-646981.pdf2024-12-04T15:37:27ZAgency and state policies (DHS)646786The Seasonal Heating and Cooling DHS Rooms policy is designed to comply with Executive Order 11-12 and conserve energy within Department of Human Services buildings. It outlines specific temperature ranges for different spaces during working and non-working hours, such as 68-70°F for occupied areas and 55°F for unoccupied spaces. Non-compliance with these policies can result in disciplinary actions, while exceptions exist for special facilities like computer rooms.Seasonal Heating and Cooling DHS Rooms policyAnita.MoonenAnita.MoonenSeasonal heatingCooling policiesTemperature settingsEnergy conservationSpace temperatureAirflow balanceEnergy consumptionRestroomsengPolicy Number: 8250.630 DHS policy646797DHS procedure64679801053Seasonal heating and cooling DHS rooms policy (PDF)647747Management Services (including Building Services) (DHS)648596Seasonal heating and cooling DHS rooms policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647747" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/seasonal-heating-cooling_tcm1053-646982.pdf2024-11-27T15:30:58ZAgency and state policies (DHS)646786The Minnesota Department of Human Services (DHS) Respiratory Protection Program ensures compliance with OSHA 1910.134, protecting employees from exposure to hazardous materials by providing proper respirators. The policy mandates site-specific respiratory protection plans, employee medical evaluations, training, and annual fit testing. Non-compliance may result in disciplinary actions, including termination, and poses serious health risks to employees.Respirator Protection ProgramAnita.MoonenAnita.MoonenRespiratorRespiratory protectionHazardous materialsNIOSHNon-disposable respiratorsDisposable respiratorsMedical clearanceengPolicy Number: 1200.595 DHS policy646797DHS procedure64679801053Respirator protection program policy(PDF)647746Health and Safety (Complex projects)646782Respirator protection program policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647746" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/respirator-protection-program_tcm1053-646967.pdf2024-11-27T15:30:53ZAgency and state policies (DHS)646786The Minnesota Department of Human Services (DHS) aims to foster a respectful and professional workplace and public service environment for employees, contractors, and visitors. This policy outlines acceptable communication and behavior standards, provides procedures for addressing disrespectful conduct, and prohibits retaliation for reporting concerns. By promoting a respectful atmosphere, DHS ensures effective collaboration, problem-solving, and operational efficiency.Respectful Workplace policyAnita.MoonenAnita.MoonenRespect workplaceWorkplace civilityProfessional behaviorDisrespectful communicationWorkplace environmentPublic service environmentConflict resolutionAggressive behaviorDemeaning behaviorWorkplace harassmentengPolicy Number: 4100.600 DHS policy646797DHS procedure64679801053Respectful workplace policy (PDF)647744Equal Opportunity and Access646810Respectful workplace policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647744" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/respectful-workplace-policy_tcm1053-646969.pdf2025-12-02T21:28:25ZAgency and state policies (DHS)646786The Minnesota Department of Human Services (DHS) provides reasonable accommodations to qualified job applicants and employees with disabilities to ensure equal access to employment opportunities. This policy allows individuals to request changes in work procedures or assistance to perform essential job functions without facing retaliation. DHS enforces these accommodations in compliance with the Americans with Disabilities Act (ADA) and similar laws, fostering an inclusive and accessible work environment.Reasonable Accommodation policyAnita.MoonenAnita.MoonenReasonable accommodationDisability rightsEssential functionsAmericans with Disabilities ActADAEqual employmentPhysical impairmentMental impairmentMajor life activitiesEmployment discriminationRetaliationUndue hardshipWorkplace accessibilityADA CoordinatorJob performanceengPolicy Number: 4100.595 DHS policy646797DHS procedure64679801053Reasonable accommodation policy (PDF)647742Equal Opportunity and Access646810Reasonable accommodation policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647742" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/reasonable-accommodation-policy_tcm1053-646974.pdf2024-11-27T15:30:50ZAgency and state policies (DHS)646786The Public Website Editorial Policy for the Minnesota Department of Human Services (DHS) ensures that all content on its public website aligns with the department's mission, values, and communication standards. It governs the development, approval, and maintenance of web content, covering everything from homepage updates to thematic areas like Aging, Children, and Economic Support. The policy ensures adherence to content requirements, accessibility standards, and proper use of external links, while also setting clear roles for editorial and technical oversight.Public Website Editorial PolicyAnita.MoonenAnita.MoonenPublic WebsiteEditorial policyContent approvalPublic Website Editorial PolicypublicwebsiteengPolicy Number: 8110.530 DHS policy646797DHS procedure64679801053Public website editorial policy (PDF)647741Communications (DHS)646805Public website editorial policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647741" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/public-website-editorial-policy_tcm1053-646958.pdf2024-11-27T15:30:47ZAgency and state policies (DHS)646786To ensure that equipment is secured in a safe position prior to employee exposure during setting up, adjusting, maintaining, testing, or repairing. To ensure that employees have the necessary equipment and training to safely neutralize all equipment energy sources before exposure.Zero Mechanical StateAnita.MoonenAnita.Moonenexposuresafetyequipmentsafe positionenergy sourcesengDHS policy646797DHS procedure64679801053Zero Mechanical State647740Health and Safety (Complex projects)646782Zero Mechanical State<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647740" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/zero-mechanical-state_tcm1053-647687.pdf2024-11-27T15:31:46ZAgency and state policies (DHS)646786The Post Retirement Option (PRO) policy, established under Minnesota statute §43A.16, allows state agencies to re-hire retirees who possess essential skills, on a part-time and temporary basis. These retirees continue to receive their retirement annuity along with compensation for their hours worked. Agencies can choose to offer a DHS-paid contribution to either the retiree's Health Care Savings Plan or SEGIP insurance coverage. Participation in the PRO program is at the agency’s discretion, and the hiring process involves developing a position description, verifying eligibility, and completing the necessary forms as outlined in MMB HR/LR Policy 1408.Post Retirement Options PolicyAnita.MoonenAnita.MoonenPost Retirement Optioncritical skillsorganizational knowledgeretirement annuityengPolicy Number: 8142.545 DHS policy646797DHS procedure64679801053Post retirement options policy (PDF)647739Human Resources (DHS)646814Post retirement options policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647739" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/post-retirement-options-policy_tcm1053-646960.pdf2024-11-27T15:30:41ZAgency and state policies (DHS)646786Procedure for reporting employee injuries and illnesses along with the process for handling subsequent claims, including returning employees to work with associated restrictions and complying with Americans with Disabilities Act (ADA) and Family and Medical Leave Act (FMLA).Workers CompensationAnita.MoonenAnita.MooneninjuryclaimsADAFMLAillnessesrestrictionsreturn to workengDHS policy646797DHS procedure64679801053Workers Compensation (PDF)647738Health and Safety (Complex projects)646782Workers Compensation<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647738" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/workers-compensation_tcm1053-647685.pdf2024-11-27T15:31:34ZAgency and state policies (DHS)646786The Position Descriptions Policy ensures that every employee at the Department of Human Services (DHS) has a clear, accurate, and regularly updated position description. Managers and supervisors are tasked with creating and reviewing these descriptions to reflect the responsibilities, skills, and expectations for each role. This policy requires timely updates, especially when there are significant changes in an employee’s role. Failure to comply with these standards may lead to disciplinary actions. Ultimately, this policy provides a structured approach to defining employee duties, performance expectations, and accountability.Position Descriptions PolicyAnita.MoonenAnita.MoonenPosition DescriptionsEmployee ResponsibilitiesJob FunctionsPerformance StandardsJob ClassificationReview CycleDiscretionEssential FunctionsProblem SolvingengPolicy Number: 8142.540 DHS policy646797DHS procedure64679801053Position descriptions policy (PDF)647737Human Resources (DHS)646814Position descriptions policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647737" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/position-descriptions-policy_tcm1053-646961.pdf2024-11-27T15:30:41ZAgency and state policies (DHS)646786A guideline to assist DHS employee to identify when emergency personnel should be called.When to Call 911 GuidelineAnita.MoonenAnita.Moonenemergency911heart attackstrokebleedingseizureinjuryCPRfirst aidengDHS policy646797DHS procedure64679801053When to Call 911 Guideline (PDF)647736Health and Safety (Complex projects)646782When to Call 911 Guideline<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647736" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/when-call-911_tcm1053-647684.pdf2024-11-27T15:31:34ZAgency and state policies (DHS)646786The Plain Language Learning Plan Policy at the Minnesota Department of Human Services (DHS) aims to improve communication by ensuring that written materials are clear, concise, and easily understood by the public on first reading. The policy outlines five levels of learning for employees, ranging from an introduction to plain language to coaching and trainer certification. It seeks to support clear communication internally and externally, aligning with DHS's mission and improving customer satisfaction.Plain Language Learning Plan PolicyAnita.MoonenAnita.MoonenPlain LanguageCommunicationAudienceConciseengPolicy Number: 8141.525 DHS policy646797DHS procedure64679801053Plain language learning plan policy (PDF)647730Employee Culture (Learning and Development)646809Plain language learning plan policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647730" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/plain-language-learning-plan-policy_tcm1053-646962.pdf2024-11-27T15:30:40ZAgency and state policies (DHS)646786Falls are one of the leading causes of workplace injuries and workplace deaths. This plan is designed to reduce exposures to slip, trip and fall hazards to DHS employees, visitors and guests.Slip, Trip and FallAnita.MoonenAnita.Mooneninjurydeathslip trip fallshazardsexposureengPolicy Number: 1200.630 DHS policy646797DHS procedure64679801053Slip, trip and fall policy (PDF)647728Health and Safety (Complex projects)646782Slip, trip and fall policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647728" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/slip-trip-fall_tcm1053-647683.pdf2024-11-27T15:30:58ZAgency and state policies (DHS)646786Employers are required by law to report an occupational fatality to OSHA within eight hours.OSHA Injury Reporting GuidelinesAnita.MoonenAnita.MoonendeathOSHAaccidentfatalitysafetynotificationengPolicy Number: 1200.490 DHS policy646797DHS procedure64679801053OSHA injury reporting guidelines (PDF)647727Health and Safety (Complex projects)646782OSHA injury reporting guidelines<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647727" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/osha-injury-reporting-guideline_tcm1053-647720.pdf2024-11-27T15:30:12ZAgency and state policies (DHS)646786The Personal Social Media Use Policy of the Minnesota Department of Human Services (DHS) sets clear guidelines for personal social media activity by employees, volunteers, contractors, and others working on behalf of DHS. The policy aims to prevent unauthorized sharing of protected data, ensure employees do not represent DHS unofficially, and regulate the use of state resources for social media purposes. Violations of the policy can result in disciplinary actions, and employees must report suspected violations to supervisors or designated policy contacts.Personal Social Media Use PolicyAnita.MoonenAnita.MoonenPartnerLinkEditorial policyWeb governanceContent approvalCounty workersTribal workersengPolicy Number: 8142.530 DHS policy646797DHS procedure64679801053Personal social media use policy (PDF)647726Communications (DHS)646805Personal social media use policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647726" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/personal-social-media-use-policy_tcm1053-646963.pdf2024-11-27T15:30:39ZAgency and state policies (DHS)646786Use this procedure to report a motor vehicle accident in which a state-owned, leased, or rented vehicle was involved.Motor Vehicle Accident Report ProcedureAnita.MoonenAnita.Moonenvehicle accidentinjuryvehiclepolice reportsengPolicy 1200.425 DHS policy646797DHS procedure64679801053Motor vehicle accident report procedure (PDF)647724Health and Safety (Complex projects)646782Motor vehicle accident report procedure<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647724" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/motor-vehicle-accident-report-procedure_tcm1053-647680.pdf2024-11-27T15:29:54ZAgency and state policies (DHS)646786The Personal Protective Equipment (PPE) Policy mandates that all Minnesota Department of Human Services (DHS) employees must use PPE when performing tasks identified as hazardous or likely to result in hazards. The policy covers various protective gear such as eye, face, head, foot, electrical, hand, and body protection, all of which must meet ANSI and ASTM standards. Employees are responsible for obtaining, maintaining, and adhering to proper PPE usage, while supervisors ensure training, compliance, and proper equipment provision.Personal Protective EquipmentAnita.MoonenAnita.MoonenPPEPersonal Protective EquipmentHazard assessmentEye protectionFace protectionHead protectionFoot protectionHand protectionSafety shoesBody protectionLatex-free PPEPPE trainingengPolicy Number: 1200.525 DHS policy646797DHS procedure64679801053Personal protective equipment policy (PDF)647723Health and Safety (Complex projects)646782Personal protective equipment policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647723" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/personal-protective-equipment_tcm1053-646964.pdf2024-11-27T15:30:37ZAgency and state policies (DHS)646786The PartnerLink website serves as a communication tool for the Minnesota Department of Human Services (DHS), providing essential business information to county and tribal workers. Its content is governed by DHS web standards, ensuring compliance with accessibility (ADA), editorial guidelines, and content approval processes. The site focuses on disseminating public and nonpublic data relevant to human services programs and does not cater to general DHS public information.PartnerLink Editorial PolicyAnita.MoonenAnita.MoonenPartnerLinkEditorial policyWeb governanceContent approvalCounty workersTribal workersengPolicy Number: 8110.525 DHS policy646797DHS procedure64679801053PartnerLink editorial policy (PDF)647718Communications (DHS)646805PartnerLink editorial policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647718" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/partnerlink-website-editorial-policy_tcm1053-646966.pdf2024-11-27T15:30:37ZAgency and state policies (DHS)646786The purpose of this fall protection policy is to establish guidelines to protect all DHS employees and contractors engaged in work activities that expose them to potential falls from elevations.Fall Protection ProgramAnita.MoonenAnita.Moonenconfined spaceatmospheric conditionallowed entryengPolicy Number: 1200.175DHS policy646797DHS procedure64679801053Fall protection program policy (PDF)647716Health and Safety (Complex projects)646782Fall protection program policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647716" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/fall-protection_tcm1053-647675.pdf2024-11-27T15:28:50ZAgency and state policies (DHS)646786All reported DHS employee blood and body fluid exposures must be evaluated to ensure that employees receive a timely medical assessment and follow-up care, to learn the cause of the exposure, to determine measures to prevent future exposures, and to advise employees of appropriate preventive actions.Employee Blood and Body Fluid ExposureAnita.MoonenAnita.Moonenexposuremedical assessmentfollow-up carepreventive actionsblood and body fluidsengPolicy Number: 1200.142DHS policy646797DHS procedure64679801053Employee blood and body fluid exposure policy (PDF)647714Health and Safety (Complex projects)646782Employee blood and body fluid exposure policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647714" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/employee-blood-body-fluid-exposure_tcm1053-647673.pdf2024-11-27T15:28:42ZAgency and state policies (DHS)646786The Minnesota Department of Human Services (DHS) mandates that all new employees complete an orientation program to align their roles with department's mission, values, and organizational structure. This orientation aims to familiarize staff with essential job functions, security protocols, and legal requirements. Failure to complete the orientation within two months of the start date or to comply with onboarding procedures may result in disciplinary actions.New Employee Orientation PolicyAnita.MoonenAnita.Moonennew employeesOrientationNew Employee OrientationPublic Sector EmploymentPrograms and ServicesCompetency AssessmentsProbation PeriodengPolicy Number: 8141.455 DHS policy646797DHS procedure64679801053New employee orientation policy (PDF)647712Employee Culture (Learning and Development)646809New employee orientation policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647712" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/new-employee-orientation-policy_tcm1053-646956.pdf2024-11-27T15:30:02ZAgency and state policies (DHS)646786To ensure that employees are aware of the dangers associated with entry into a confined space and know the correct confined space entry procedure. To ensure that the atmospheric condition in a confined space has been proven safe before an employee is allowed entry.Confined Space EntryAnita.MoonenAnita.Moonenconfined spaceatmospheric conditionallowed entryengPolicy Number: 1200.080DHS policy646797DHS procedure64679801053Confined space entry policy (PDF)647708Health and Safety (Complex projects)646782Confined space entry policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647708" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/confined-space-entry_tcm1053-647670.pdf2024-11-27T15:28:27ZAgency and state policies (DHS)646786Minnesota Department of Human Services646788DHS is responsible for protecting the rights, privacy, wellbeing, safety and security of survey respondents. Failure to meet this obligation can lead to serious consequences such as: data breaches, litigation, emotional harm and safety concern for respondents, harm to our relationship with communities and partners, financial consequences, and more. DHS manages risk through rigorous applied research methodology and best practices; organizations survey and data collection policy and procedures; compliance with data security and privacy laws and practice; and the use of vetted and approved survey software.Applied Research Survey-DHS PolicyAnita.MoonenAnita.Moonensurveyprivacydata collectedresearchmeaningful dataQualtricsXM CoreengPolicy Number: 1100.001 DHS policy646797DHS procedure64679801053Applied research survey-DHS policy (PDF)647689Strategy and Performance (Research and Evaluation)648689Applied research survey DHS policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647689" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/applied-research-survey-dhs_tcm1053-647667.pdf2025-06-11T15:25:11ZAgency and state policies (DHS)646786The Meeting Rooms Policy governs the use of meeting spaces in the Elmer L. Andersen Human Services Building and 444 Lafayette, ensuring that rooms are used for DHS-related business by employees. It outlines both permitted and prohibited activities, such as meetings for DHS business or with other state agencies, while restricting political, religious, and fundraising events. The policy also details responsibilities for audiovisual equipment, visitor registration, parking, and post-meeting cleanup, ensuring efficient and secure use of the facilities.Meeting Rooms PolicyAnita.MoonenAnita.MoonenVisitor registrationFurniture rearrangementCleanup responsibilitiesVisitor parkingEvent authorizationAssisted listening devicesTeleconferencingHybrid meetingsVisitor escortsFundraisingReligious accommodationengPolicy Number: 8250.420 DHS policy646797DHS procedure64679801053Meeting rooms policy (PDF)647316Management Services (including Building Services) (DHS)648596Meeting rooms policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647316" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/meeting-rooms-policy_tcm1053-646952.pdf2024-11-27T15:29:53ZAgency and state policies (DHS)646786The Minnesota Department of Human Services' Media Relations Policy ensures clear, consistent, and timely communication with the media. It assigns responsibilities to senior management, communications staff, and designated spokespersons to engage with media and manage information sharing. The policy also provides guidance on how employees and external vendors interact with media while safeguarding departmental messaging and compliance with data requests.Media Relations PolicyAnita.MoonenAnita.MoonenMedia relationsCommunications strategyDesignated spokespersonsInformation accuracySenior managementMedia requestsPublic statementsMedia coverageReportersEmployee opinionsEditorial staffNews releasesengPolicy Number: 8110.420 DHS policy646797DHS procedure64679801053Media relations policy (PDF)647313Communications (DHS)646805Media relations policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647313" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/media-relations-policy_tcm1053-646953.pdf2024-11-27T15:29:52ZAgency and state policies (DHS)646786The Minnesota Department of Human Services' Length of Service Award Policy is designed to recognize employees for their dedicated service every five years. The policy outlines the eligibility criteria for awards based on service milestones, including certificates and gifts that increase in value with tenure. The policy applies to all DHS employees and mandates that award representatives manage the gift selection and approval process. Failure to comply with the policy can result in disciplinary action, ensuring the recognition process is followed consistently and fairly.Length of Service Award PolicyAnita.MoonenAnita.MoonenLength of ServiceAwardserviceEmployee serviceRecognitionService MilestonesGift CatalogYears of ServiceAward RepresentativeRetirement GiftengPolicy Number: 8142.385 DHS policy646797DHS procedure64679801053Length of service award policy (PDF)647312Human Resources (DHS)646814Length of service award policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647312" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/length-service-award-policy_tcm1053-646946.pdf2024-11-27T15:29:36ZAgency and state policies (DHS)646786This policy explains the roles of the Minnesota Attorney General’s Office (AGO) and the Department of Human Services (DHS) General Counsel’s Office (GCO), and describes how legal services and advice are provided to DHS. The policy also explains the protections under the attorney client privilege and certain other privileges. Any questions regarding this policy should be directed to the DHS chief general counsel.Legal Advice PolicyAnita.MoonenAnita.MoonenAttorney General’s OfficeAGOGeneral Counsel’s OfficeGCOLegal adviceAttorney-client privilegeLitigationConfidential communicationLegal liabilitySpecial counselCommon interest doctrineLegal representationMental impression privilegeengPolicy Number: 4000.385 DHS policy64679701053Legal advice policy (PDF)647311General Counsel (Legal)648678Legal advice policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647311" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/legal-advice-policy_tcm1053-646945.pdf2024-11-27T15:29:35ZAgency and state policies (DHS)646786The Minnesota Department of Human Services (DHS) Learning Plan Policy establishes guidelines for employee development and learning activities, ensuring alignment with the DHS mission and strategic priorities. It promotes shared responsibility between managers and employees in creating individualized development plans, which foster competency and skill growth. The policy also mandates annual performance reviews and ongoing training for all employees, supervisors, and managers to maintain and enhance organizational effectiveness.Learning Plan PolicyAnita.MoonenAnita.MoonenLearning PlanlearningIDPIndividual Development PlanPerformance ReviewEmployee Development Diversity TrainingPathloreengPolicy Number: 8141.385DHS policy646797DHS procedure64679801053Learning plan policy (PDF)647271Employee Culture (Learning and Development)646809Learning plan policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647271" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/learning-plan-dhs-policy_tcm1053-646947.pdf2024-11-27T15:29:33ZAgency and state policies (DHS)646786The Minnesota Department of Human Services (DHS) ensures that public service programs are accessible to individuals with limited English proficiency and disabilities. To meet federal regulations, DHS provides consistent notifications of language and disability assistance in all public-facing publications, with a Language Assistance Advisory and ADA Advisory replacing older formats. These advisories ensure that individuals are aware of their right to meaningful access and effective communication when engaging with DHS programs and materials.Language, disability assistance policyAnita.MoonenAnita.MoonenLimited English ProficiencyDisability assistanceLanguage Assistance AdvisoryADA AdvisoryCivil Rights ActAmericans with Disabilities Act (ADA)Meaningful accessAccessibilityFederal financial assistanceengPolicy Number: 4100.390DHS policy646797DHS procedure64679801053Language, disability assistance policy (PDF)647270Equal Opportunity and Access646810Language, disability assistance policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647270" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/language-disability-assistance_tcm1053-646948.pdf2024-11-27T15:29:33ZAgency and state policies (DHS)646786The Minnesota Department of Human Services (DHS) commits to providing human service programs and information relevant to these programs for members of the public with Limited English Proficiency (LEP). DHS provides this information to clients with LEP by giving notice of free language assistance in all publications intended for the public in the DHS Language Block (LB). The LB provides this contact information in 15 languages: Amharic, Arabic, Burmese, Cambodian (Khmer), Cantonese (Chinese), French, Hmong, Karen, Korean, Lao, Oromo, Russian, Somali, Spanish, and Vietnamese.Language Blocks (LB) Required in Documents Available to the General Public policyAnita.MoonenAnita.Moonendisability assistanceLanguageAmharicArabicBurmeseKhmerCantoneseFrenchHmongKoreanLaoSomaliengPolicy Number: 4100.385DHS policy646797DHS procedure64679801053Language blocks required in documents available to the general public policy (PDF)647268Equal Opportunity and Access646810Language blocks required in documents available to the general public policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647268" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/language-block-required-documents-available-general-public_tcm1053-646949.pdf2024-11-27T15:29:33ZAgency and state policies (DHS)646786This procedure outlines the mandatory information security and privacy training for individuals with access to DHS data and systems. Training must be completed before accessing any state network or sensitive data and is required annually. Supervisors are responsible for ensuring compliance, and failure to meet these training requirements may result in revoked access to DHS systems.Information Security and Privacy Training RequirementsAnita.MoonenAnita.MoonenInformation SecurityPrivacy TrainingSystem AccessData SecurityPrivacy ProtectionSensitive DataFederal Tax InformationSocial Security AdministrationProtected Health InformationengState procedure64679601053Information security and privacy training requirements (PDF)647266Technology (MNIT)646801Information Security (DHS)646817Information security and privacy training requirements<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647266" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/information-security-privacy-training_tcm1053-646940.pdf2024-11-27T15:29:19ZAgency and state policies (DHS)646786The Minnesota Department of Human Services (DHS) ensures that its Information and Communication Technology (ICT) is accessible to individuals with disabilities, adhering to state and federal laws. This policy covers digital content such as websites, documents, applications, and hardware used by DHS, and requires ICT to be compliant with accessibility standards like Section 508 and WCAG 2.0. DHS aims to make all ICT accessible and provides reasonable accommodations or exceptions when necessary, with training and remediation procedures in place for staff and partners.Information and Communication Technology (ICT) Accessibility PolicyAnita.MoonenAnita.MoonenAccessibilityInformation and Communication TechnologyICTReasonable accommodationDigital accessibilityAssistive technologyReasonable accommodationengPolicy Number: 4100.285DHS policy646797DHS procedure64679801053Information and communication technology accessibility policy (PDF)647265Equal Opportunity and Access646810Information and communication technology accessibility policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647265" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/information-communication-technology-accessibility_tcm1053-646941.pdf2024-11-27T15:29:17ZAgency and state policies (DHS)646786InfoLink is the official online news and information source for employees of the Minnesota Department of Human Services. It provides a broad range of content, including information about DHS initiatives, information that helps employees do their jobs and employment-related information. As part of an agencywide employee communications strategy, InfoLink helps employees who are doing diverse work at multiple locations understand their connection to the agency’s mission, values and priorities.InfoLink PolicyAnita.MoonenAnita.MoonenInfoLinkDHS TodayEditorial policyWeb governanceContent approvalengPolicy Number: 8110.280DHS policy646797DHS procedure64679801053InfoLink policy (PDF)647264Communications (DHS)646805InfoLink policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647264" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/infoLink-policy_tcm1053-646942.pdf2024-11-27T15:29:16ZAgency and state policies (DHS)646786The Minnesota Department of Human Services policy outlines the application of the Incident Command System (ICS) to manage responses to incidents that might disrupt business operations. It defines the roles and responsibilities of DHS leadership, including the Incident Commander and the Incident Management Team (IMT), in coordinating resources and mitigating impacts. The policy works in conjunction with the ICS Procedure Manual and emphasizes readiness, structured communication, and adherence to state and federal continuity guidelines.Incident Command System (ICS) Central Office PolicyAnita.MoonenAnita.MoonenIncident Command SystemICSBusiness DisruptionIncident CommanderEmergency ResponseAfter-Action ReportBusiness ContinuityengPolicy Number: 8250.280DHS policy646797DHS procedure64679801053Incident command system (ICS) central office policy (PDF)647263Compliance (Including Contracts, Ethics)646807Management Services (including Building Services) (DHS)648596Incident command system (ICS) central office policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647263" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/incident-command-system-dhs_tcm1053-646943.pdf2024-11-27T15:29:16ZAgency and state policies (DHS)646786The Minnesota Government Data Practices Act (MGDPA) and other state and federal privacy laws define and limit the circumstances in which a government entity can collect, create, store, maintain, disseminate, and access government data. The Minnesota Department of Human Services (DHS) has data that is regulated by the MGDPA. To protect the confidentiality, integrity, and availability of government data, DHS must comply with the requirements of the MGDPA. This policy explains how DHS protects private, confidential, nonpublic, and protected nonpublic data, (collectively, “not public data”) and limits the accessibility of not public data to persons whose work assignment reasonably requires access or to persons otherwise authorized by law to access the data. Protecting Not Public Data PolicyAnita.MoonenAnita.MoonenHIPAAMGDPAclassificationgovernment dataaccessnot publicminimum privacyData practices actProtected Health InformationPHIdataPrivacy PersonnelWorkforce TrainingengPolicy Number: 4200.525 DHS policy646797DHS procedure64679801053Protecting not public data policy (PDF)647231Information Privacy (DHS)646816General Counsel (Legal)648678Protecting not public data policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647231" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/protecting-not-public-data_tcm1053-647170.pdf2024-11-27T15:30:46ZAgency and state policies (DHS)646786The Department of Human Services (DHS) recognizes the ethical obligation of every licensed attorney to provide legal services to those of limited means and to undertake activities to improve the legal system. In addition, DHS understands the significant unmet need for civil legal services for Minnesota’s low-income and disadvantaged citizens. Therefore, DHS encourages and supports participation in pro bono activities of employees who are licensed attorneys.Pro Bono Services PolicyAnita.MoonenAnita.Moonenattorneyethical obligationlicensecivil legalpro bonoengPolicy Number: 4000.525 DHS policy64679701053Pro bono services policy (PDF)647228General Counsel (Legal)648678Pro bono services policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647228" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/pro-bono-services_tcm1053-647165.pdf2024-11-27T15:30:43ZAgency and state policies (DHS)646786Prior approval must be obtained by both DHS Central Office and Direct Care and Treatment (DCT) employees before enrolling in an MMB Enterprise Talent Development (EDT) offered training course.Prior Approval Required for MMB’s Enterprise Talent Development (ETD) Fee-based CoursesAnita.MoonenAnita.MoonenWorkforce TrainingTalentlearningdevelopmentMMBtrainingcourseenrollengPolicy Number: 8240.527 DHS policy646797DHS procedure64679801053Prior approval required for MMB’s enterprise talent development (ETD) fee-based courses policy(PDF)647227Finance (Including Procurement)646813Prior approval required for MMB’s enterprise talent development (ETD) fee-based courses policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647227" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/prior-approval-required-mmb-training_tcm1053-647164.pdf2024-11-27T15:30:42ZAgency and state policies (DHS)646786Department employees must preserve all evidence relevant to actual or potential litigation. The obligation applies when a potential party “knows or should have known that documents would become material at some point in the future.[1] A “litigation hold” is the process of identifying and preserving relevant material.Litigation Hold Orders PolicyAnita.MoonenAnita.Moonenlitigationholdrecords managementdocumentspreserving documentsdiscoveryengPolicy Number: 4000.395 DHS policy64679701053Litigation hold orders policy (PDF)647223General Counsel (Legal)648678Litigation hold orders policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647223" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/litigation-hold-orders_tcm1053-647163.pdf2024-11-27T15:29:36ZAgency and state policies (DHS)646786This policy addresses the legal defense and indemnification of Minnesota Department of Human Services (DHS) employees who have been names as defendants in civil lawsuits related to their employment.Legal Defense and Indemnification for DHS Employees PolicyAnita.MoonenAnita.Moonenlegal defenseindemnificationattorneydefensedefendantscivillawsuitengPolicy Number: 4000.390 DHS policy64679701053Legal defense and indemnification for DHS employees policy (PDF)647222General Counsel (Legal)648678Legal defense and indemnification for DHS employees policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647222" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/legal-defense-indemnification_tcm1053-647162.pdf2024-11-27T15:29:35ZAgency and state policies (DHS)646786This policy explains the requirements for verifying the identity of a person requesting protected health information (PHI).HIPAA Verification Requirements PolicyAnita.MoonenAnita.MoonenHIPAAAdministrative RequirementsidentificationIDPrivacy regulationsProtected Health InformationPHIHybrid EntityPrivacy PersonnelWorkforce TrainingengPolicy Number: 4200.255 DHS policy646797DHS procedure64679801053HIPAA verification requirements policy (PDF)647220Information Privacy (DHS)646816General Counsel (Legal)648678HIPAA verification requirements policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647220" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/hipaa-verification-requirements_tcm1053-647160.pdf2024-11-27T15:29:14ZAgency and state policies (DHS)646786This policy explains the permitted and required uses and disclosures of protected health information (PHI), and authorization for use and disclosure of PHI, under the Health Insurance Portability and Accountability Act (HIPAA).HIPAA Use and Disclosure of Protected Health Information PolicyAnita.MoonenAnita.MoonenHIPAAAdministrative Requirementsuse and disclosureauthorizationPrivacy regulationsProtected Health InformationPHIHybrid EntityPrivacy PersonnelWorkforce TrainingengPolicy Number: 4200.254 DHS policy646797DHS procedure64679801053HIPAA use and disclosure of protected health information policy (PDF)647219Information Privacy (DHS)646816General Counsel (Legal)648678HIPAA use and disclosure of protected health information policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647219" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/hipaa-use-disclosure-phi_tcm1053-647159.pdf2024-11-27T15:29:14ZAgency and state policies (DHS)646786The Health Information Portability and Accountability Act (HIPAA) and its implementing regulations define and limit the circumstances in which an individual’s protected health information (PHI) may be used and disclosed by covered entities. The Minnesota Department of Human Services (DHS) has data that is regulated by HIPAA. To protect the confidentiality, integrity, and availability of health information of the people DHS serves, DHS must comply with the requirements of HIPAA. This policy explains what information is protected under HIPAA. HIPAA Protected Health Information PolicyAnita.MoonenAnita.MoonenHIPAAAdministrative RequirementsPrivacy regulationsProtected Health InformationPHIHybrid EntityPrivacy PersonnelWorkforce TrainingengPolicy Number: 4200.253 DHS policy646797DHS procedure64679801053HIPAA protected health information policy (PDF)647217Information Privacy (DHS)646816General Counsel (Legal)648678HIPAA protected health information policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647217" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/hipaa-phi_tcm1053-647158.pdf2026-02-10T16:42:26ZAgency and state policies (DHS)646786This policy explains how the Minnesota Department of Human Services (DHS) must provide privacy notices that are required under the Health Insurance Portability and Accountability Act (HIPAA) and the Minnesota Health Records Act (MHRA)HIPAA Privacy Notices about Protected Health Information PolicyAnita.MoonenAnita.MoonenHIPAAMinnesota Health Records Actprivacy noticeNPPAdministrative RequirementsPrivacy regulationsProtected Health InformationPHIHybrid EntityPrivacy PersonnelWorkforce TrainingengPolicy Number: 4200.252 DHS policy646797DHS procedure64679801053HIPAA privacy notices about protected health information policy (PDF)647213Information Privacy (DHS)646816General Counsel (Legal)648678HIPAA privacy notices about protected health information policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647213" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/hipaa-privacy-notice-phi_tcm1053-647156.pdf2024-11-27T15:29:11ZAgency and state policies (DHS)646786This policy explains the Minnesota Health Records Act (MHRA) and the Health Insurance Portability and Accountability Act (HIPAA) requirements for a personal representative to provide permission to use or disclose the data subject’s protected health information (PHI). It also explains the requirements for a personal representative to exercise the individual’s rights with respect to their health information.HIPAA Personal Representatives for Health Information PolicyAnita.MoonenAnita.MoonenHIPAAAdministrative RequirementsPrivacy regulationsProtected Health InformationPHIHybrid EntityPrivacy PersonnelWorkforce Trainingdiscloseindividuals rightspersonal representativesengPolicy Number: 4200.251 DHS policy646797DHS procedure64679801053HIPAA personal representatives for health information policy (PDF)647212Information Privacy (DHS)646816General Counsel (Legal)648678HIPAA personal representatives for health information policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647212" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/hipaa-personal-representative-phi_tcm1053-647155.pdf2024-11-27T15:29:11ZAgency and state policies (DHS)646786This policy explains the Health Insurance Portability and Accountability Act’s (HIPAA) minimum necessary rule for use and disclosure of protected health information (PHI).HIPAA Minimum Necessary Use and Disclosure of Protected Health Information PolicyAnita.MoonenAnita.MoonenHIPAAAdministrative RequirementsPrivacy regulationsProtected Health InformationPHIHybrid EntityPrivacy PersonnelWorkforce Trainingminimum necessarydisclosureengPolicy Number: 4200.250 DHS policy646797DHS procedure64679801053HIPAA minimum necessary use and disclosure of protected health information policy (PDF)647211Information Privacy (DHS)646816General Counsel (Legal)648678HIPAA minimum necessary use and disclosure of protected health information policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647211" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/hipaa-minimum-necessary-phi_tcm1053-647153.pdf2024-11-27T15:29:11ZAgency and state policies (DHS)646786This policy explains the permitted and required uses and disclosures of protected health information (PHI), as well as authorization for use and disclosure of PHI, under the Health Insurance Portability and Accountability Act (HIPAA).HIPAA Individual Rights PolicyAnita.MoonenAnita.MoonenHIPAAAdministrative RequirementsPrivacy regulationsProtected Health InformationPHIHybrid EntityPrivacy PersonnelWorkforce Trainingindividual rightsdisclosuresauthorized useengPolicy Number: 4200.249 DHS policy646797DHS procedure64679801053HIPAA individual rights policy (PDF)647209Information Privacy (DHS)646816General Counsel (Legal)648678HIPAA individual rights policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647209" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/hipaa-individual-rights_tcm1053-647152.pdf2024-11-27T15:29:10ZAgency and state policies (DHS)646786This policy explains DHS’ responsibilities as a hybrid entity under HIPAA and how HIPAA applies to different parts of DHS. It must be read and applied in conjunction with all other policies, procedures, and guides relating to data privacy and security at DHS. HIPAA Hybrid Entity StatusAnita.MoonenAnita.MoonenHIPAAAdministrative RequirementsPrivacy regulationsProtected Health InformationPHIHybrid EntityPrivacy PersonnelWorkforce TrainingHybrid EntityengPolicy Number: 4200.248 DHS policy646797DHS procedure64679801053HIPAA hybrid entity status policy (PDF)647208Information Privacy (DHS)646816General Counsel (Legal)648678HIPAA hybrid entity status policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647208" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/hipaa-hybrid-entity-status_tcm1053-647151.pdf2024-11-27T15:29:09ZAgency and state policies (DHS)646786This glossary is provided as a convenience to business areas of the Minnesota Department of Human Services (DHS). The definitions in this glossary may be shortened or summarized from those found in the Health Insurance Portability and Accountability Act’s (HIPAA) regulations. Only the definitions in HIPAA’s regulations are authoritative. HIPAA’s privacy and security regulations can be found at 45 C.F.R. §§ 160, 162 and 164.HIPAA Glossary of DefinitionsAnita.MoonenAnita.MoonenHIPAAAdministrative RequirementsPrivacy regulationsProtected Health InformationPHIHybrid EntityPrivacy PersonnelWorkforce TrainingHIPAA definitionsengDHS policy646797DHS procedure64679801053HIPAA glossary of definitions (PDF)647207Information Privacy (DHS)646816General Counsel (Legal)648678HIPAA glossary of definitions<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647207" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/hipaa-glossary_tcm1053-647149.pdf2025-03-05T16:45:53ZAgency and state policies (DHS)646786This policy establishes guidelines under the Health Insurance Portability and Accountability Act (HIPAA) for any Minnesota Department of Human Services (DHS) employee who seeks to use a person or organization outside of DHS to create, receive, maintain, or transmit protected health information (PHI) on DHS’ behalf.HIPAA Business Associates PolicyAnita.MoonenAnita.MoonenHIPAAAdministrative RequirementsPrivacy regulationsProtected Health InformationPHIHybrid EntityPrivacy PersonnelWorkforce TrainingBusiness AssociatesengPolicy Number: 4200.247 DHS policy646797DHS procedure64679801053HIPAA business associates policy (PDF)647206Information Privacy (DHS)646816General Counsel (Legal)648678HIPAA business associates policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647206" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/hipaa-buisness-associates_tcm1053-647147.pdf2024-11-27T15:29:09ZAgency and state policies (DHS)646786This policy explains the notification requirements in the case of breach of unsecured protected health (PHI) information under the Health Insurance Portability and Accountability Act (HIPAA).HIPAA Breach Notification PolicyAnita.MoonenAnita.MoonenHIPAABreach notificationPrivacy regulationsProtected Health InformationPHIHybrid EntityPrivacy PersonnelWorkforce TrainingengPolicy Number: 4200.246DHS policy646797DHS procedure64679801053HIPAA breach notification policy (PDF)647204Information Privacy (DHS)646816General Counsel (Legal)648678HIPAA breach notification policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647204" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/hipaa-breach-notification_tcm1053-647146.pdf2024-11-27T15:29:08ZAgency and state policies (DHS)646786The Department of Human Services (DHS) assistant commissioners and the chief financial officer (CFO) for Direct Care and Treatment (DCT) have the authority to approve monetary sponsorships, booth rentals over $2,500 and staff time that will be devoted to working at a conference or related activities. An example of staff time devoted to working is an employee preparing and staffing a DHS sponsored booth at a conference.Booth Rental and Monetary SponsorshipsAnita.MoonenAnita.MoonensponsorshipboothrentalsconferencemonetaryengPolicy Number: 8240.037DHS policy64679701053Booth rental and monetary sponsorships policy (PDF)647199Finance (Including Procurement)646813Booth rental and monetary sponsorships policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647199" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/booth-rental-monetary-sponsorship_tcm1053-647137.pdf2024-11-27T15:28:15ZAgency and state policies (DHS)646786The Holiday Decorating Policy outlines guidelines for decorating workspaces during the holiday season to maintain safety and professional standards. Decorations are allowed in personal workstations but not in public-facing areas or common spaces. The policy restricts the use of electrical lights, live trees, and scented items to reduce fire hazards and respect employees with allergies.Holiday Decorating PolicyAnita.MoonenAnita.MoonenAffirmative ActionengPolicy Number: 8250.245DHS policy646797DHS procedure64679801053Holiday decorating policy (PDF)647189Management Services (including Building Services) (DHS)648596Holiday decorating policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647189" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/holiday-decorating_tcm1053-646936.pdf2024-11-27T15:29:14ZAgency and state policies (DHS)646786The HIPAA Administrative Requirements Policy ensures that the Minnesota Department of Human Services (DHS) follows HIPAA's regulations to protect Protected Health Information (PHI). It mandates the development of privacy policies, designates privacy personnel, and ensures that all employees receive appropriate training on HIPAA compliance.HIPAA Administrative Requirements PolicyAnita.MoonenAnita.MoonenHIPAAAdministrative RequirementsPrivacy regulationsProtected Health InformationPHIHybrid EntityPrivacy PersonnelWorkforce TrainingengPolicy Number: 4200.245DHS policy646797DHS procedure64679801053HIPAA administrative requirements policy (PDF)647187Information Privacy (DHS)646816General Counsel (Legal)648678HIPAA administrative requirements policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647187" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/hipaa-administrative%20requirements_tcm1053-647145.pdf2024-11-27T15:29:07ZAgency and state policies (DHS)646786The Hearing Conservation policy ensures that Minnesota Department of Human Services conducts sound level surveys and takes protective measures when noise exposure reaches or exceeds the action level of an 8-hour TWA of 85 dBA. Employees exposed to these noise levels must participate in a hearing conservation program, which includes audiometric testing and the provision of hearing protection. Engineering and administrative controls are applied to reduce noise exposure, and employees receive training on hearing protection and the hazards of noise.Hearing ConservationAnita.MoonenAnita.MoonenHearingsound levelNoiseHearing conservationNoise exposureOccupational noise exposureDecibel (dBA)AudiogramHearing protectorsengPolicy Number: 1200.245DHS policy646797DHS procedure64679801053Hearing conservation policy (PDF)647186Health and Safety (Complex projects)646782Hearing conservation policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647186" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/hearing-conservation_tcm1053-646937.pdf2024-11-27T15:29:07ZAgency and state policies (DHS)646786Minnesota Department of Human Services’ (“DHS” or “the Department”) employees will follow a uniform procedure for handling legal subpoenas. This policy and its procedures apply to all DHS employees in the Central Office, but excludes the Minnesota Sex Offender Program (“MSOP”) and State Operated Services (“SOS” i.e., Community Based Services, Forensic Services, and Mental Health and Substance Abuse Treatment Services, and Ambulatory Services). If legal documents are delivered to an MSOP facility, contact the MSOP legal and records direct. If legal documents are delivered to an SOS facility, contact the assigned attorney from the General Counsel's Office who supports the SOS facility.Handling Legal Subpoenas PolicyAnita.MoonenAnita.MoonenAffirmative ActionengPolicy Number: 4000.250DHS policy64679701053Handling legal subpoenas policy (PDF)647181General Counsel (Legal)648678Handling legal subpoenas policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647181" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/handling-legal-subpoenas_tcm1053-647144.pdf2025-01-15T18:21:34ZAgency and state policies (DHS)646786Minnesota Department of Human Services’ (“DHS” or “the Department”) employees will follow a uniform procedure for handling legal documents initiating a lawsuit or a judicial appeal. This policy and its procedures apply to all DHS employees in the Central Office, but excludes the Minnesota Sex Offender Program (“MSOP”) and State Operated Services (“SOS”). MSOP and SOS have their own policies and procedures for handling legal documents initiating a lawsuit or a judicial appeal. If legal documents are delivered to an MSOP facility, contact the MSOP legal manager. If legal documents are delivered to an SOS facility, contact the SOS Director of Regulatory Affairs.Handling Legal Documents PolicyAnita.MoonenAnita.MoonenLegal documentsLawsuitJudicial appealSummons and ComplaintLegal Management OfficeComplaintsummonsengPolicy Number: 4000.245DHS policy64679701053Handling legal documents policy (PDF)647180General Counsel (Legal)648678Handling legal documents policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647180" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/handling-legal-documents_tcm1053-647143.pdf2024-11-27T15:29:06ZAgency and state policies (DHS)646786The Department of Human Services (DHS) procedure outlines the secure process for sending or receiving faxes that contain Personally Identifiable Information (PII). It mandates that fax machines must be located in secure areas, accurate recipient lists are maintained, and a cover sheet is used to notify recipients of the sensitive nature of the information.Fax Usage when Sending or Receiving Fax Transmissions that Contain Personally Identifiable Information (PII)Anita.MoonenAnita.MoonenFax transmissionsFaxPIIPersonally Identifiable InformationData protectionSensitive dataPII protectionengDHS procedure64679801053Fax usage when sending or receiving fax transmissions that contain personally identifiable information procedure (PDF)647179Information Security (DHS)646817Fax usage when sending or receiving fax transmissions that contain personally identifiable information procedure<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647179" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/faxing-personally-identifiable-information_tcm1053-646935.pdf2024-11-27T15:28:50ZAgency and state policies (DHS)646786The Federal Tax Information (FTI) Internal Inspections Policy ensures that the Department of Human Services (DHS) adheres to IRS Publication 1075 by implementing practices to safeguard FTI. Key safeguards include conducting annual internal inspections, developing corrective action plans (CAPs), and maintaining a plan of action and milestones (POA&M). Federal Tax Information (FTI) Internal Inspections PolicyAnita.MoonenAnita.MoonenFTIFederal Tax InformationInternal InspectionsIRS 1075Plan of ActionMilestonesCorrective Action PlansSafeguard Security ReportCounty Inspection ReportengPolicy Number: 4200.175DHS policy646797DHS procedure64679801053Federal tax information (FTI) internal inspections policy (PDF)647177Compliance (Including Contracts, Ethics)646807Information Security (DHS)646817Federal tax information internal inspections policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647177" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/federal-tax-information-internal-inspections_tcm1053-647141.pdf2024-11-27T15:28:50ZAgency and state policies (DHS)646786The Fundraising Activities for Charitable Purposes policy within the Department of Human Services (DHS) outlines the approval process for various types of fundraising activities. DHS employees can participate in state-sponsored, DHS-sponsored, work unit-sponsored, or individual fundraising efforts, with specific guidelines for each. The policy ensures that state resources and work time are only used for approved, official activities, while also safeguarding employees from being pressured to contribute. Failure to comply with the policy may result in disciplinary actions, underscoring the importance of following established procedures.Fundraising Activities for Charitable Purposes PolicyAnita.MoonenAnita.MoonenFundraisingCharitablefundraisingCharitable purposesState-sponsoredIndividual fundraisingState Employees’ Combined Charities CampaignCharitable organizationsCharities CampaignengPolicy Number: 8142.175DHS policy646797DHS procedure64679801053Fundraising activities for charitable purposes policy (PDF)647174Human Resources (DHS)646814Fundraising activities for charitable purposes policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647174" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/fundraising-activities-charitable-purposes-policy_tcm1053-646932.pdf2024-11-27T15:28:52ZAgency and state policies (DHS)646786The Found Property Policy outlines the procedures for handling items discovered on department property to ensure they are returned to their rightful owners. Department employees are required to turn in found items to the Information Desk or administrative office. Items with little to no monetary value, such as keys or coffee mugs, will be held for 30 days before being displayed for possible claim. Items of greater value, like electronics or cash, will be forwarded to the Plant Management Division if unclaimed after a set period. The policy ensures clarity in managing lost and found items within the department.Found Property PolicyAnita.MoonenAnita.Moonenpropertyfound propertylost itemsownershipengPolicy Number: 8250.180DHS policy646797DHS procedure64679801053Found property policy (PDF)647172Management Services (including Building Services) (DHS)648596Found property policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647172" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/found-property-policy_tcm1053-646933.pdf2024-11-27T15:28:52ZAgency and state policies (DHS)646786The Food Storage Policy ensures that all food and beverages within DHS Central Office buildings are stored in pest-proof containers to minimize pest infestations and protect the health and safety of employees. Food must be stored at least 9 inches off the ground, and any expired food must be promptly discarded. Non-compliance with this policy may result in disciplinary actions, including termination.Food Storage policyAnita.MoonenAnita.MoonenFood storagePest proof containersWorkplace safetyHealth protectionProper labelingExpiration dateStorage proceduresInfestation reportingExpired foodengPolicy Number: 8250.175DHS policy646797DHS procedure64679801053Food storage policy (PDF)647169Management Services (including Building Services) (DHS)648596Food storage policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647169" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/food-storage_tcm1053-646934.pdf2024-11-27T15:28:52ZAgency and state policies (DHS)646786The purpose of this policy is to ensure that each employee analyzes actions (policies, practices, procedures, rules, budgets and decision-making) through an equity lens with the goal of reducing disparities and inequitable outcomes, and improving access to human services for communities DHS serves.Equity policyAnita.MoonenAnita.MoonenEquityAntiracismInclusivityEquity lensDisparitiesHuman-centered designWorkforce developmentEquity analysisCommunity engagementengPolicy Number 8150.140DHS policy646797DHS procedure64679801053Equity policy (PDF)647148Equity Office648676Equity policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647148" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/equity-policy_tcm1053-646921.pdf2024-11-27T15:28:46ZAgency and state policies (DHS)646786The Enterprise Risk Management (ERM) Policy establishes the framework for identifying, assessing, and mitigating risks within the Department of Human Services (DHS). It mandates a triennial review of major programs using the COSO framework and integrates risk management into DHS’s decision-making processes. The policy aims to ensure continuous monitoring and communication of risks across the agency to support compliance and operational effectiveness.Enterprise Risk Management PolicyAnita.MoonenAnita.MoonenriskRisk ManagementRisk IdentificationRisk AssessmentRisk MitigationRisk MonitoringStrategic RisksOperational RisksRisk RegisterMitigating ControlsRisk EscalationengPolicy Number: 8237.140DHS policy646797DHS procedure64679801053Enterprise risk management policy (PDF)647142Compliance (Including Contracts, Ethics)646807Enterprise risk management policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647142" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/enterprise-risk-management-policy_tcm1053-646922.pdf2024-11-27T15:28:45ZAgency and state policies (DHS)646786The procedure for encrypting emails containing not public data is vital for the Minnesota Department of Human Services (DHS) to ensure the secure transmission of sensitive information. When sending emails to external recipients outside the State of Minnesota network, DHS staff, contractors, and authorized personnel must follow specific steps to encrypt these communications. This includes using keywords such as [Encrypt], [Secure], or [Encrypted] in the subject line when composing messages in Outlook or Outlook Web App (OWA). Ensuring no sensitive data appears in the subject line and verifying attachments are correct are key precautions to maintain data security.Encrypting Emails Containing Not Public DHS Data to Recipients Outside the State of Minnesota NetworkAnita.MoonenAnita.MoonenEncryptionEmailData protectionNot public dataExternal recipientsEncryptedSecureEncryptengPolicy Number: 4200.140DHS policy646797DHS procedure64679801053Encrypting emails containing not public DHS data to recipients outside the State of Minnesota Network policy (PDF)647139Information Security (DHS)646817Technology (MNIT)646801Encrypting emails containing not public DHS data to recipients outside the State of Minnesota Network policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647139" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/encrypting-emails-containing-not-public-dhs-data-recipients-outside-state-minnesota-network_tcm1053-646926.pdf2024-11-27T15:28:44ZAgency and state policies (DHS)646786The Employee Time Report policy outlines the procedures for documenting hours worked and leave taken by employees at the Department of Human Services (DHS) on a biweekly basis. Employees are required to submit accurate time reports, which are reviewed and approved by supervisors for correctness before payroll processing. The policy also highlights the roles of employees, supervisors, and payroll staff in maintaining accuracy and addressing any issues that may arise during payroll entry and processing.Employee Time Report Biweekly Time Reporting by Employees Policy and ProcedureAnita.MoonenAnita.MoonenTime ReportBiweeklyPayrollHours workedFinancial Operations DivisionEmployee Self ServeSwift PortalManual Time ReportSelf ServeengPolicy Number: 8240.141DHS policy64679701053Employee time report biweekly time reporting by employees policy (PDF)647135Finance (Including Procurement)646813Employee time report biweekly time reporting by employees policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647135" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/employee-time-report_tcm1053-646927.pdf2024-11-27T15:28:44ZAgency and state policies (DHS)646786The Employee Right to Know Program ensures that State Operated Services (SOS) employees are informed about potential exposure to hazardous substances, harmful physical agents, and infectious agents during their regular duties. The policy mandates that employers maintain safety procedures, training, and documentation in line with federal and state regulations to protect employees' health and safety. Supervisors are responsible for identifying hazards, providing proper training, and ensuring protective measures are in place to mitigate risks.Employee Right to Know ProgramAnita.MoonenAnita.MoonenHazardous substancesHazardousHarmful physical agentsInfectious agentsRoutine exposureRight-to-Know MSDSMaterial Safety Data SheetSafety Data SheetBlood-borne pathogensPersonal Protective EquipmentengPolicy Number: 1200.145DHS policy646797DHS procedure64679801053Employee right to know program policy (PDF)647130Health and Safety (Complex projects)646782Employee right to know program policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647130" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/employee-right-know-program_tcm1053-646928.pdf2024-11-27T15:28:44ZAgency and state policies (DHS)646786The Employee Moves, Adds, and Changes policy outlines the requirements for managing changes to employee locations within the Minnesota Department of Human Services (DHS) central office. It mandates the use of the Archibus Move Ticket to ensure accurate location information for safety and operational purposes. Exceptions to the standard process can be made in special cases, with approval from the Management Services Division.Employee Moves, Adds and Changes policies and proceduresAnita.MoonenAnita.MoonenEmployee addsEmployee movesArchibus Move TicketHealth-related emergencySpecial circumstancesProperty ManagementFacilities ManagementLocation accessengPolicy Number: 8250.145DHS policy646797DHS procedure64679801053Employee moves, adds and changes policy (PDF)647127Management Services (including Building Services) (DHS)648596Employee moves, adds and changes policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647127" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/employee-moves-adds-changes_tcm1053-646929.pdf2024-11-27T15:28:42ZAgency and state policies (DHS)646786The Employee Investigations and Discipline Policy of the Minnesota Department of Human Services (DHS) outlines the procedures for conducting internal investigations into allegations of employee misconduct. The policy ensures fairness, compliance with privacy laws like HIPAA and the Minnesota Government Data Practices Act, and adherence to collective bargaining agreements. Investigations are conducted by supervisors and Human Resources, who determine the scope and necessity of the investigation and ensure timely action. Privacy is paramount, and only authorized personnel may release investigation-related data. Outcomes of investigations are documented in a thorough report, leading to appropriate disciplinary actions when necessary.Employee Investigations and Discipline PolicyAnita.MoonenAnita.MoonenEmployeeInvestigationsDisciplineAllegationsMisconductDiscriminationSexual HarassmentWeingarten RightsInvestigatory LeaveengPolicy Number: 8142.140DHS policy646797DHS procedure64679801053Employee investigations and discipline policy (PDF)647126Human Resources (DHS)646814Employee investigations and discipline policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647126" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/employee-investigations-discipline-policy_tcm1053-646930.pdf2025-03-03T14:52:38ZAgency and state policies (DHS)646786The Email Management Policy ensures that all Minnesota Department of Human Services (DHS) employees manage their email in line with applicable state and federal laws. It sets clear guidelines for email retention, deletion, and encryption, protecting sensitive data and complying with legal and policy obligations. Automated retention policies support efficient data management and safeguard email records, while specific guidelines cover litigation holds and official record retention.Email Management PolicyAnita.MoonenAnita.MoonenEmail managementAutomated retentionRecords retentionEmail auto-deletionRecord lifecycleCalendar itemsDeleted itemsengPolicy Number: 8210.140DHS policy646797DHS procedure64679801053Email management policy (PDF)647124Business Solutions Office and Service Delivery Transformation648672Email management policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647124" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/email-management-policy_tcm1053-646931.pdf2024-11-27T15:28:40ZAgency and state policies (DHS)646786The purpose of the Electrical Devices policy ensures the safety and compliance of all electrical appliances used within DHS Central Office facilities. Non-commercial and residential appliances are generally prohibited, with exceptions for approved commercial-grade devices like refrigerators, microwaves, and leased coffee makers. The policy outlines procedures for using extension cords and multi-outlet strips, while allowing reasonable accommodations for health-related needs with proper approval.Electrical equipment and appliances in the workplace policyAnita.MoonenAnita.MoonenElectrical devicesappliancesNon-commercial appliancesBuilding CodeFire MarshalBuilding InspectorsMicrowave ovensExtension cordsMulti-outlet stripsheatersequipmenthot platecoffee makerengPolicy Number: 8250.140DHS policy646797DHS procedure64679801053Electrical equipment and appliances in the workplace policy (PDF)647119Management Services (including Building Services) (DHS)648596Electrical equipment and appliances in the workplace policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647119" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/electrical-devices_tcm1053-646917.pdf2024-11-27T15:28:40ZAgency and state policies (DHS)646786This policy ensures a workplace free from discrimination, harassment, and retaliation based on protected classes, such as race, gender, religion, and disability. It mandates fair treatment of employees and non-employees, prohibits adverse employment actions, and protects individuals who engage in activities such as filing complaints or requesting accommodations. Investigations of any violations are conducted to maintain a respectful and lawful workplace environment.Discrimination, Harassment and Retaliation policyAnita.MoonenAnita.MoonenDiscriminationHarassmentRetaliationProtected classDisabilitySexual orientationGender identityUnwelcome behaviorEqual opportunityengPolicy Number: 4100.105DHS policy646797DHS procedure64679801053Discrimination, harassment and retaliation policy (PDF)647108Equal Opportunity and Access646810Discrimination, harassment and retaliation policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647108" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/discrimination-harassment-retaliation_tcm1053-646912.pdf2024-11-27T15:28:36ZAgency and state policies (DHS)646786The Minnesota Department of Human Services (DHS) Contract Approval Policy ensures that all DHS contracts and solicitations undergo thorough legal review and approval by the Contracts and Legal Compliance (CLC) Division. This process, which includes using DHS contract templates and the SWIFT system for setup, aims to minimize legal risks and ensure compliance with state and federal regulations.Contract Approval PolicyAnita.MoonenAnita.MoonenDHS Contract TemplateContractContract CoordinatorLegal ComplianceContract ReviewCooperative AgreementsGrant ContractsLegal AuthorityengPolicy Number: 8233.070DHS policy646797DHS procedure64679801053Contract approval policy (PDF)647098Compliance (Including Contracts, Ethics)646807Contract approval policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647098" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/contracts_tcm1053-646906.pdf2024-11-27T15:28:29ZAgency and state policies (DHS)646786The Computing and Mobile Devices Policy at DHS ensures that employees have the appropriate technology necessary to perform their duties while maintaining responsible use of state resources. Each employee is generally allocated one computing device, such as a desktop or laptop, and may also be provided a mobile phone or tablet depending on their job requirements. Requests for nonstandard equipment or multiple devices must be thoroughly justified, reviewed, and approved by the employee’s supervisor and other relevant authorities.Computing and Mobile Devices policyAnita.MoonenAnita.MoonenComputing devicesMobile devicesTechnology procurementDesktop computerLaptop computerTabletCell phonePrimary deviceMobile environmentengPolicy Number: 8241.070State policy64679401053Computing and mobile devices policy (PDF)647097Finance (Including Procurement)646813Computing and mobile devices policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647097" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/computing-mobile-devices-policy_tcm1053-646904.pdf2024-11-27T15:28:27ZAgency and state policies (DHS)646786The Civil Rights Complaint Blocks Policy ensures that the Minnesota Department of Human Services publications and forms comply with federal nondiscrimination requirements. This policy mandates the inclusion of specific "Complaint Blocks" on certain documents, guiding the public on how to file civil rights complaints. Noncompliance with these requirements can lead to federal sanctions and the potential withdrawal of funding.Civil Rights Complaint Blocks PolicyAnita.MoonenAnita.MoonenCivil RightsComplaint BlockNondiscriminationAdvisoryNotice of RightsPatient ProtectionAffordable Care ActEligibility ProgramsengPolicy Number: 4100.070DHS policy646797DHS procedure64679801053Civil rights complaint blocks policy (PDF)647093Equal Opportunity and Access646810Civil rights complaint blocks policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647093" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/civil-rights-complaint-blocks-policy_tcm1053-646852.pdf2024-11-27T15:28:25ZAgency and state policies (DHS)646786The purpose of the DHS Accounts Receivable Policy Manual is to provide DHS with both statewide and department specific policies and procedures to manage accounts receivable and collections. This manual addresses methods and approaches to accounts receivable and collections management, and is intended to assist the department in developing and updating internal policies and procedures to properly manage, collect, account for, and report accounts receivable.Accounts Receivable Policy ManualAnita.MoonenAnita.Moonenaccountsreceivablecollectionscharging interestbilling amountminimum refundaccountinguncollectibleservice levelpaymentengDHS policy64679701053Accounts Receivable Policy Manual (PDF)647056Finance (Including Procurement)646813Accounts Receivable Policy Manual<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647056" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/accounts-receivable-policy-manual_tcm1053-647055.pdf2024-11-27T15:28:05ZAgency and state policies (DHS)646786The Business Continuity Management Policy at the Minnesota Department of Human Services ensures critical operations continue during disruptions. It mandates the development, testing, and maintenance of Continuity of Operations Plans (COOPs) and clarifies roles across the department. This policy enhances resilience and prioritizes mission-critical activities during recovery, emphasizing that every employee may need to support higher-priority functions.Business Continuity Management PolicyAnita.MoonenAnita.MoonenContinuityBusiness ContinuityContinuity of Operations PlanCOOPCritical Business FunctionsDisruptionBusiness Impact Analysis Mission-Critical ActivitiesContingency PlansWorkforce PlanningRecovery DirectorsSuccession PlanningengPolicy Number: 8232.035DHS policy646797DHS procedure64679801053Business continuity management policy (PDF)647050Compliance (Including Contracts, Ethics)646807Business continuity management policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647050" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/business-continuity-management-policy_tcm1053-646850.pdf2024-11-27T15:28:17ZAgency and state policies (DHS)646786The Building Access and Control Policy defines how DHS regulates and assigns physical access to secure areas within its facilities for employees, contractors, and authorized visitors. Badge access is granted based on job responsibilities, security requirements, and compliance with federal and state guidelines, ensuring only approved individuals can enter protected areas. The policy includes provisions for regular auditing, secure handling of access credentials, and rules for visitor registration and escorting, with penalties for non-compliance.Building Access and Control PolicyAnita.MoonenAnita.MoonenAcessBuilding accessPhysical securityBadge accessAuthorized non-employeeSecured areasDHS employeesBadge readerSafety concernsAccess listPhysical access controlVisitor registrationEscorted contractorsengPolicy Number: 8250.035DHS policy646797DHS procedure64679801053Building access and control policy (PDF)647049Management Services (including Building Services) (DHS)648596Building access and control policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647049" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/building-access-control_tcm1053-646848.pdf2024-11-27T15:28:15ZAgency and state policies (DHS)646786The Background Reviews Policy at the Minnesota Department of Human Services (DHS) ensures thorough background reviews for all candidates, employees, and individuals involved in its programs. It mandates checks, studies, or investigations depending on the role, ensuring compliance with laws and safeguarding against unsuitable hires. This process supports better decision-making by considering criminal history, access to sensitive data, and direct contact with clients.Background Reviews PolicyAnita.MoonenAnita.MoonenbackgroundBackground reviewBackground checkBackground studyBackground investigationEmployment suitabilityEmployee selectionRisk levelsEducational verificationengPolicy Number: 8142.035DHS policy646797DHS procedure64679801053Background reviews policy (PDF)647044Human Resources (DHS)646814Background reviews policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647044" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/background-reviews-policy_tcm1053-646843.pdf2026-03-10T18:34:11ZAgency and state policies (DHS)646786The Minnesota Department of Human Services (DHS) has implemented a policy to address scent sensitivities in the workplace, ensuring that employees and non-employees refrain from creating scents that cause adverse physical reactions in others. The policy promotes a safe, healthy, and productive work environment by providing guidelines for addressing and resolving scent-related complaints through informal and formal processes. Employees and non-employees must comply with these guidelines to avoid disciplinary action or other sanctions.Aroma, Fumes and Fragrance Sensitivity (Scents) policyAnita.MoonenAnita.MoonenScent sensitivityAdverse physical reactionsscentFragrance-free policyAroma sensitivityFumesFragrancesScent complianceUnscented productsPhysical discomfortengPolicy Number: 4100.010DHS policy646797DHS procedure64679801053Aroma, fumes and fragrance sensitivity (scents) policy (PDF)647034Equal Opportunity and Access646810Aroma, fumes and fragrance sensitivity (scents) policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647034" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/aroma-fumes-fragrance-sensitivity_tcm1053-646840.pdf2024-11-27T15:28:10ZAgency and state policies (DHS)646786The "Approval of Communications Work Policy" ensures that all communications within the Minnesota Department of Human Services are reviewed for accuracy and alignment with agency strategies. Each administration designates a lead communications person responsible for overseeing this process, ensuring that materials are consistent with the department’s standards. Communications materials, ranging from public-facing content to internal newsletters, must meet quality requirements and undergo approval to portray the agency professionally.Approval of Communications Work PolicyAnita.MoonenAnita.MoonenCommunications approvalCommunications strategiesPublic awarenessCommunications planCommunications standardengPolicy Number: 8110.001DHS policy646797DHS procedure64679801053Approval of communications work policy (PDF)647033Communications (DHS)646805Approval of communications work policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647033" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/approval-communications-work-policy_tcm1053-646837.pdf2024-11-27T15:28:10ZAgency and state policies (DHS)646786The Department of Human Services (DHS) aims to provide a safe and healthy environment by prohibiting animals in its Central Office facilities, except for authorized service animals. The policy is designed to protect employees and visitors by limiting potential health risks and conflicts. Failure to comply may result in disciplinary action or termination.Animals in the Workplace PolicyAnita.MoonenAnita.MoonenanimalsAnimals in the Workplace PolicyService animalsengPolicy Number: 8250.001DHS policy646797DHS procedure64679801053Animals in the workplace policy (PDF)647028Management Services (including Building Services) (DHS)648596Animals in the workplace policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647028" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/animals-workplace-policy_tcm1053-646827.pdf2024-11-27T15:28:09ZAgency and state policies (DHS)646786The Alternative Formats Policy ensures that all written materials from the Minnesota Department of Human Services (DHS) are accessible to individuals with disabilities. Federal and state regulations mandate the provision of alternative formats, such as large print, Braille, and electronic documents, upon request. Divisions within DHS are responsible for processing requests, honoring individual preferences, and covering costs associated with providing these formats.Alternative formats policyAnita.MoonenAnita.MoonenAlternative formats policyAlternative formatsDisability rightsADA complianceMinnesota Human Rights ActAccessible materialsRelay servicesLarge printScreen reading softwareAudio formatsSpeech-to-Speech RelayengPolicy Number: 4100.007DHS policy646797DHS procedure64679801053Alternative formats policy (PDF)647027Equal Opportunity and Access646810Alternative formats policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-647027" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/alternative-formats-policy_tcm1053-646825.pdf2024-11-27T15:28:08ZAgency and state policies (DHS)646786The Minnesota Department of Human Services (DHS) values the recognition and rewarding of its employees for outstanding performance through achievement awards and various recognition programs. This policy emphasizes that both individual and team efforts should be acknowledged, promoting collaboration and upholding DHS’s core values. It outlines the procedures for nominations, eligibility criteria, and the financial guidelines surrounding the issuance of awards, including the importance of staying within budget constraints.Achievement Award and Performance Recognition PolicyAnita.MoonenAnita.MoonenAchievement AwardAchievementPerformance RecognitionEmployee NominationOutstanding WorkCore ValuesIndividual PerformanceEfficiency RecognitionopportunitiesengPolicy Number: 8142.005DHS policy646797DHS procedure64679801053Achievement award and performance recognition policy (PDF)646853Human Resources (DHS)646814Achievement award and performance recognition policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-646853" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/achievement-award-performance-recognition-policy_tcm1053-646822.pdf2024-11-27T15:28:05ZAgency and state policies (DHS)646786The Workplace Accident and Injury Reduction (AWAIR) Program aims to promote a safe and healthy working environment across DHS facilities by reducing workplace accidents and injuries. Governed by Minnesota Statutes 182.653 and Minnesota Rules Chapter 5208, the program fosters a cooperative effort among employees, management, and safety administrators. Key responsibilities include hazard identification, accident investigation, and implementing safety protocols through training, communication, and corrective action. The program's success relies on the collective commitment to safety and health from all levels of the organization.A Workplace Accident and Injury Reduction (AWAIR) ProgramAnita.MoonenAnita.MoonenAWAIR ProgramWorkplace safetyAccidentInjury reductionAccident preventionEmployee healthSafety cooperationNear missesHealth programsSafety committeesPersonal protective equipmentAccident investigationHazard identificationengPolicy Number: 1200.005DHS policy64679701053A workplace accident and injury reduction (AWAIR) program policy (PDF)646783Health and Safety (Complex projects)646782A workplace accident and injury reduction (AWAIR) program policy<custom:Link urlOnly="true" type="Component" destination="tcm:1053-646783" templateURI="tcm:0-0-0" origin="tcm:0-0-0" />/dhs/assets/a-workplace-accident-injury-education_tcm1053-646778.pdf2024-11-27T15:28:05Z