THE ABC’S: What Every New Employee Needs to Know U.S. Department of State Bureau of Human Resources Office of Civil Service Human Resource Management (HR/CSHRM) June 2011 The ABCs: What Every New Employee Needs to Know Ask Admin, Ask RNet, & Ask HR escorts. During the briefing, the trainer will be Ask Admin (Administrative database), Ask RNet responsible for the attendees. (Retirement database), and Ask HR (Human Resource database) are knowledge-bases Security briefings are held at various dates, where you can search for answers to your times and locations. A schedule is published questions on a variety of administrative periodically in Department Notices. Please ,retirement, or HR topics respectively or post address questions by email to: DS_ISP_APB, new queries and receive answers from the Training ([email protected]). experts. To access visit: http://askadmin.a.state.gov/display/2/index.aspx For more information see: ?c=&cpc=&cid=&cat=&catURL=&r=0.781244754 https://intranet.ds.state.sbu/DS/default.aspx 79126 Badges are to be displayed above the Badges waist at all times while on DOS property. All employees are required to get a building pass identification card as soon as possible Building Access upon beginning employment. To obtain, renew, To enter any State Department building, you will or replace a State Department building pass, be required to show your building pass complete Form DS-1838, and take it to HST identification card, swipe it through a scanner or (Main State), Room B266. You may wish to insert it into a reader and enter your code. You enter the building via the “Joggers Entrance” on will also need to show your pass to use any of 21st St near C Street, which brings you directly the State Department's shuttle buses. It is to B266. recommended that you remove or conceal your pass when not in State Department facilities-for Contractors should hand carry the DS-1838 to safety and security reasons. DS/IS, located at 520 Columbia Plaza. Tel: 202-663-3093. After Hours Access Check with your building security for procedures Your DS-1838 must be signed by a bureau on after-hours access. sponsor. This is usually someone in HR for new hires or supervisors for all other employees and Access Control for Main State (HST) contractors. On August 23, 1999, the Department implemented a "New Escort Policy for Main Before new State Department employees (including PSC, WAE and new hire contract State Visitors". The policy requires that all employees) can be issued a building pass non-USG visitors in Main State be escorted indicating they hold a security clearance, they AT ALL TIMES. After business hours, USG are required to attend a security briefing that visitors must also be escorted. reviews Department of State procedures for handling classified information. After the Please take note of the following general briefing, attendees will be issued a procedural security reminders: memorandum confirming their attendance, which they must provide to the badge office in Never leave your reception area unattended. order to receive a building pass. Challenge all non-office personnel who enter your office before allowing access into your Briefings start promptly; individuals arriving after office space. This includes all visitors, delivery, the briefing has started will not be admitted and repair, maintenance, movers and vendors must return for the next scheduled briefing. servicing your equipment. New employees/contractors who do not have a Cleaning (Char force) personnel must be building pass must be escorted to and from the escorted at all times while in your work area. briefings. Offices responsible for the new Employees are reminded that with few employees/contractors must provide appropriate exceptions, these personnel do not have security clearances. Cleaning personnel and 2 The ABCs: What Every New Employee Needs to Know visitors should NEVER be granted unescorted application for ordering business cards will allow access to areas containing classified materials. you to design, proof, and track your order from Establish lock up procedures for the end of the your desk. day. Make sure everyone has logged off his/her computer. Remove and secure all STU III keys Once you complete your online request, all and classified hard drives. Ensure all classified DOS-funded requests must be submitted on materials (to include burn bags and lap top Form DS-5, with funding data, to MMS. The computers) have been placed into authorized DS-5 must have authorization signed by your security containers and secured. Ensure all bureau budget officer. Submit the completed office doors and windows are locked and, if form to the Office of Multi-Media Services in applicable, that security alarms have been Room B-934 or fax it to 202-736-7472. If you activated. Problems with containers or door are not seeking government reimbursement, you locks should be reported to A/OPR/GS at (202) may pay by credit card or personal check by 736-7772 during business hours or after hours presenting the card or check (payable to U.S. to DS/DO/SCC at (202) 647-0822. Department of State) to MMS in Room B-934. Never loan or allow anyone use of your building Policies on funding business cards are made by pass - this is strictly prohibited. Building passes each bureau. Individual employees should must be worn at all times while inside DoS request further information from their facilities. Never allow anyone to follow you supervisors or executive office. through (piggyback/tailgate) a controlled access door or turnstile. Visit http://gpsweb.a.state.gov/GPSweb/Home.aspx Immediately report any lost or stolen building to place an order. passes to DS/DO Systems Operations at (202) 647-4418. Career Development Resource Center The Career Development Division is in the Building Pass Recognition. Persons with a Office of Civil Service Human Resource blue border building pass or a gray border Management, which is part of the Bureau of building pass with a diagonal red stripe have Human Resources (HR/CSHRM/CD). Their staff both a security clearance and escort authority. members are the Department's expert advisors Red and green border badges identify persons and program managers for career development who do not have security clearances. Persons for Civil Service employees. They manage the with red border, blue photo background and a Career Development Resource Center (CDRC), diagonal red stripe have been granted No which provides career counseling to the Objection escort authority to take visitors into Department's Civil Service employees and non-classified (public) areas. Foreign Service spouses. They are located at: Room L321, SA-1, Columbia Plaza, Phone: 202- All questions relating to access and visitor 663-3042. controls should be directed to the Bureau of Diplomatic Security's Office of Domestic Cashier Operations at (202) 663-1347. The Main State cashier is located in Room 1258 and is available Monday thru Friday from Building Maintenance 8:30 am to 12:15 pm and 1:00 pm to 4:00 pm. Facilities Management Services (FMS) provides operations and maintenance services for a Cell Phones number of buildings used by the State Government and personally owned cellular Department. Follow the link below for a list of telephones are permitted for use inside DOS building managers: facilities only where classified information is not http://a.m.state.sbu/sites/opr/fms/Lists/Buildings/ discussed or processed. Preview.aspx Introduction of government and personally Business Cards owned cellular telephones in locations where Business cards can be ordered online through classified information is discussed or processed the Office of Multi-Media Services. Their is allowed providing the cellular telephone: (1) 3 The ABCs: What Every New Employee Needs to Know remains off and (2) is never placed within 10 feet FSI’s Child Care Center from classified information processing The Center was established primarily to equipment (CIPE). accommodate Foreign Service employees in training at the FSI Campus. For that reason and For more information regarding cellular phones because of the limited enrollment, priority in other secure work areas, please see placement for enrollment will be given to: Department Notice 2002-06-017 dated 6/12/02. 1. Children of DOS employees in transit in the Government issued cell phones are for official area while at FSI in training; business only. 2. Children of employees at FSI; 3. Children of Civil or Foreign Service Chemical/Biological Escape Masks employees working at, or assigned to, the Diplomatic Security periodically conducts the Department; training necessary to issue the emergency 4. Children of Other Agency employees in escape masks. Department notices are issued training at FSI. announcing the training dates and locations. Although the training is optional, the escape The Center, for ages 6 weeks to 5 years, is open mask and trainer mask will not be issued unless from 7:30 am until 4:30 pm, Monday through the training is received. As personnel Friday. They are closed government holidays, (employees and contractors) are trained, they the Friday after Thanksgiving, and Christmas will receive an escape mask that is the same week. type as those provided to employees overseas. It has an assigned barcode, and a separate Credit Union signature card with barcode will be used for The Credit Union at Main State is located in record-keeping purposes. Room B-641 (Foggy Bottom) Hours: 9:00 am - 3:30 pm, Monday – Friday. Employees ending their service in the Washington, DC, area either through retirement, One ATM is located outside of the branch and resignation, or reassignment and who have another is located nearby the cafeteria. been issued a chemical/biological emergency escape mask, must return their mask to Room There is also a Bank of America, B833, Tel: 202- L309, SA-1.