POLICY 8
EMPLOYEE WELLNESS Revised 2/18

SECTION INDEX:    Employee Wellness

1.    Purpose

2.    Application

3.    Reference

4.    Responsibility

4.1    Employees

4.2    Employee Wellness Committee

5.    Administration

6.    Guidance

6.1    Prevention

6.1.1    Smoking and Tobacco Use

6.1.2    Chemical Free Work Environment

6.1.3    Vending Machines

6.1.4    Self-Care

6.2    Employee Assistance Program

6.3    Related Administrative Policies

1. PURPOSE

It is the intent of the City of Olympia to support employee health and wellness. The City supports health and wellness through the following:

•    Encouraging wellness through a variety of preventive programs and self-care options;

•    Encouraging employees to be good health care consumers;

•    Returning employees injured on the job to work as soon as medically possible;

•    providing health insurance;

•    supporting a non-smoking work environment;

•    providing a means for mental health support through the EAP.

To place focus on employee health and wellness, the City has established an Employee Health and Wellness Program. This program is intended to reduce the incidence and prevalence of illness and injury experienced by our employees and their dependents.

2. APPLICATION

This Policy applies to all employees who are in full-time or part-time regular positions, unless provisions are established otherwise by contract or statute (e.g. civil service rules, labor agreements, individual employment contracts, or memorandums of understanding), or otherwise noted in specific sections of this Policy. Failure to comply with this Policy may result in disciplinary action up to and including termination from City service.

3. REFERENCE

•    RCW 40.14.070 - General Records Retention Schedule

•    WAC 414-24-050 - Records Disposition Authorization

•    Title 1, Americans with Disabilities Act of 1990

•    Equal Employment Opportunity Commission (EEOC) ADA Policies

•    Title 29, Part 825 of the Code of Federal Regulations.

•    Chapter 1.24 City of Olympia Municipal Code (Non-Discrimination)

•    RCW 70.160 Washington Clean Air Act, 2005

•    Chapter 296-800, WAC (Occupational Health and Safety)

•    RCW Title 51 - Industrial Insurance

•    Health Insurance Portable and Privacy Act (HIPPA)

4. RESPONSIBILITY

4.1. EMPLOYEES

Every employee is responsible for taking charge of their own health and the health of family members.

4.2. EMPLOYEE WELLNESS COMMITTEE

This committee has voluntary representatives from each Department. Those representatives serve as a resource to:

•    Coordinate informational and educational programs related to health and wellness, and

•    Generally provide information on trends, issues and new developments related to employee health and wellness.

5. ADMINISTRATION

The administration of this Policy is the responsibility of the Administrative Services Department. The City of Olympia will follow all federal, state and local regulations regarding the confidentiality and release of employee medical records. Regulations include but are not limited to HIPPA, the Washington Health Care Information Act, the Public Records Act (42.56 RCW), ADA, WLAD, and the Omnibus AIDS Act.

6. GUIDANCE

6.1. PREVENTION

Prevention is the most effective means of maintaining employee health. Employees are responsible to take every action necessary to secure their good health and that of their families. The following programs exist to support employees in the prevention of illnesses.

6.1.1. SMOKING AND TOBACCO USE

It is the City’s policy to maintain a safe, healthful and aesthetically pleasing work environment by prohibiting smoking and use of tobacco products. Specifically, smoking or use of tobacco products is not allowed within any City building or within twenty-five (25) feet of any entrance to a City building, nor is it allowed in any city-owned or leased vehicle. Tobacco use of any kind during the work day may not interfere with the performance of the job or the delivery of city services. Such interference may result in disciplinary action in accordance with City policy.

6.1.2. CHEMICAL FREE WORK ENVIRONMENT

The City strives to provide a satisfactory working environment for all of its employees. If an employee’s doctor stipulates that an employee is sensitive to certain chemicals, the City will engage in an analysis as required under the American’s With Disability Act (ADA).

6.1.3. VENDING MACHINES

The City reserves the right to determine whether or not to have vending machines, their location, access by employees or public, and the available food items. For vending machines that are available to only to City employees, it is the City’s policy to provide a balance of nutritional and the more traditional food and beverage choices in its vending machines.

The City may establish nutrition standards for the food and drinks offered in our vending machines, determine vending contracts, make more healthful snacks and beverages available in vending machines, and provide regular programs and/or information to promote healthful vending machine choices.

6.1.4. SELF-CARE

Self-care is a means of giving City employees and their dependents the tools, knowledge and confidence necessary to care for their own minor medical conditions and become knowledgeable consumers of healthcare. The City may provide educational opportunities and resources to assist employees in making prudent decisions regarding their health and well-being.

6.2. EMPLOYEE ASSISTANCE PROGRAM

The Employee Assistance Program is a confidential resource away from the work environment where employees and their immediate family members can seek help when they are experiencing work, personal, emotional or family problems. Professional counselors help people identify problems as well as solutions.

Services are available twenty-four (24) hours per day, seven (7) days per week. Privacy is ensured and information is confidential. Services are offered close to where the employee lives or works. Each employee is allowed three free visits to a counselor per year. The EAP may refer the employee to other resources (financial, legal, child and elder care services, more extensive counseling, residential treatment for drugs/alcohol, etc.). Counseling beyond three visits may be covered by health insurance.

Preferably, contact with the EAP is voluntary.

However, there are circumstances where an employee may be required to seek help through the EAP. Those circumstances include a positive drug or alcohol test and behavioral and job performance concerns that may result in serious disciplinary action if not addressed.

6.3. RELATED POLICIES

The following are Policies that may serve as an additional resource:

Policy 13-Leave and Policy 5-Drug and Alcohol.

Revision history: February 2018; February 2017; October 2013; September 2011. Superseded: Administrative Guideline Employee Health Management”.