reglab/statecodes huggingface dataset:
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 10 - Division of Services for the Blind › Rule 016.10.09-001 - Rule 4.2.3 - Betting or Wagering

Current through Register Vol. 49, No. 6, June, 2024
4.2.3. Betting or Wagering. The vendor will
			 not bet, accept bets, wager, or be a party to any activity of this type while
			 managing or in the vicinity of the vending facility, except as allowed by
			 Arkansas Code Ann. §
								23-115-601 et. seq.
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.01-020 - DHS Policy 1017 - Emergency & Disaster Planning

Current through Register Vol. 49, No. 6, June, 2024
1017.0.0
EMERGENCY AND DISASTER
			 PLANNING POLICY
All DHS divisions/offices will maintain a plan for procedures
				to be followed in emergency or disaster situations. These plans will
				specifically cover natural disasters such as tornadoes, floods, earthquakes,
				fires, etc. that could place employees or clients in potential danger. This
				policy is directed to all division/office directors who will be responsible for
				its implementation.
1017.1.0
Outside the Little Rock Central Office
			 Complex
1017.1.1
			 An emergency and disaster plan will be developed by each DHS
			 division/office.
1017.1.2 All plans
			 must be approved by the division/office director.
1017.1.3 Plans will be reviewed annually by
			 the division/office director or designee to ensure currency, continued
			 availability of all resources, and to identify any required new
			 resources.
1017.1.4 Copies of all
			 plans and any future revisions will be provided to the Office of Administrative
			 Services, Human Resources/Support Services Section (OAS, HR/SS).
1017.2.0
Within the Little
			 Rock Central Office Complex
1017.2.1 Emergency procedures for the DHS
			 Central Office Complex are listed on the Intranet at DHS Gold at
			 http://dhsgold/Forms2/Publications/PUB-98%20(R%2008-01).doc
1017.2.2 To ensure currency the procedures
			 will be reviewed annually by OAS, HR/SS and updated as necessary.
1017.3.0
Responsibilities
1017.3.1
			 Divisions/offices are responsible for communicating their emergency/disaster
			 procedures to all employees.
1017.3.2 Divisions/offices are responsible
			 for regularly conducting any training/exercises necessary for implementation of
			 the plan.
1017.3.3
			 Divisions/offices located in leased or shared facilities will coordinate their
			 plan with the lessor and other occupants to ensure effectiveness.
1017.4.0
Initiating Section/Department
			 Contact
Office of Administrative Services
Human Resources/Support Services Section
Policy and Administrative Program Management
1st Floor Donaghey Plaza South
P.O. Box 1437/Slot Number 3403
Little Rock, AR 72203-1437
Telephone: 682-6476
Replacement Notation: This policy replaces DHS 1017 dated April
				30, 2001.
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.01-022 - DHS Policy 1069 - DHS Career Opportunities Program

Current through Register Vol. 49, No. 6, June, 2024
1069.0.0
RECRUITMENT
			 PROGRAM
1069.1.0 The
			 Department of Human Services (DHS) Career Opportunities Policy and the
			 procedures that implement it will be administered without regard to race,
			 creed, color, sex, age, religion, national origin, disability, veteran status,
			 or political affiliation.
1069.1.1
			 Applicants with disabilities are invited to request any needed accommodations
			 to participate in this program. Alternate formats (large print, audiotape,
			 etc.) will be provided upon request.
1069.2.0 This policy and the supporting
			 procedures apply to all positions within DHS and all applicants for employment
			 with DHS, unless otherwise stated as exempt or ineligible.
1069.3.0
Implementation and
			 Modification
The Office of Administrative Services (OAS), Human
				Resources/Support Services Section (HR/SS) shall have primary responsibility
				for the implementation of this policy and shall propose and coordinate any
				modifications to these procedures for approval by the DHS Executive
				Staff.
1069.4.0
Definitions
1069.4.1
Covered Positions
- This policy applies to all
			 regular, classified positions, full or part time and permanent Extra Help
			 positions. See Section 1069.12 for procedures concerning unclassified
			 employees. This program does not extend to Emergency Hire appointments,
			 temporary Extra Help appointments, Interim Appointments or any other temporary
			 appointments. An approval waiver currently exists to exempt the Life Skills
			 Trainer I classification from these procedures.
1069.4.2
Eligible
			 Applicants
- All DHS employees and all non-DHS employees are
			 eligible to apply for DHS positions except for the following:
A. DHS employees who are on a performance
			 probation (Personnel Performance Evaluation System [PPES] rating of
			 unsatisfactory).
B. DHS employees
			 who have accumulated six or more disciplinary points within the twelve months
			 preceding the closing date for the position being advertised.
C. Employees who have not completed six
			 months in their present position or if their present position requires
			 completion of a formal training period the employee must complete six months in
			 the position after completing the training program. Exceptions may be made on a
			 case-by-case basis, with the approval of the division director or
			 designee.
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.03-006 - DHS HIPAA Policies 4001, 4004, 4005, 4006, 4007, 4008, 4009 and Forms 4003, 4004, 4005, and 4006 ( Emergency Rule filed as # 016.14.03-002E )

Current through Register Vol. 49, No. 6, June, 2024
4001.0.0
NOTICE OF PRIVACY PRACTICES
4001.0.1 This establishes instructions to all
			 DHS offices, facilities, programs and workforce members (entities) regarding
			 the provision of a Notice of Privacy Practices to all clients.
4001.0.2 This rule applies to all DHS
			 employees. DHS offices, facilities, programs and workforce members are directed
			 to follow all applicable policies and procedures found in the Health Insurance
			 Portability and Accountability Act (HIPAA) Policies and Procedures Manual.
			 Failure to comply with this rule and its reference documents will result in
			 disciplinary sanctions as defined by the HIPAA Policy and Procedures Manual and
			 in Policy 1084, Employee Discipline.
4001.1.0
Authority
HIPAA Standards for Privacy of Individually Identifiable Health
				Information 45 CFR Part 164 Section 164.520 Notice of Privacy Practices for
				Protected Health Information. To issue instructions to all DHS offices,
				facilities, programs and workforce members ("entities") regarding the
				Department's obligations relating to the implementation of HIPAA, 42 U.S.C.
				§§ 1320d-1329d-8, and regulations promulgated thereunder, 45 CFR
				Parts 160 and 164.
4001.2.0
Definitions
4001.2.1
			 Protected Health Information (PHI) - is health information which:
A. Identifies the individual or offers a
			 reasonable basis for identification
B. Is created or received by a covered entity
			 or an employer; and
C. Relates to
			 past, present, or future
1. Physical or mental
			 health or condition
2. Provision of
			 health care or
3. Payment for
			 health care
D.
AND
has been electronically transmitted or
			 electronically maintained by a covered entity and includes such information in
			 any other form. To be PHI, the information must:
1. Relate to a person's physical or mental
			 health, the provision of health care, or the payment of healthcare
2. Identify, or could be used to identify,
			 the person who is the subject of the information
3. Be created or received by a covered
			 entity
4. Be transmitted or
			 maintained in any form or medium
* Electronic
* Written, or
* Oral
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.03-007 - DHS 1083 - Document & Records Retention ( Emergency Rule filed as # 016.14.03-001E )

Current through Register Vol. 49, No. 6, June, 2024
1083.0.0
DOCUMENT AND RECORD DISPOSITION
This establishes a timetable for the maintenance of all
				Department of Human Services (DHS) documents and records. The schedule should
				permit unneeded records to be destroyed or discarded, while assuring that all
				records necessary for client services, potential litigation, or audits are
				retained. "Records" means data compilation in any form. This policy is
				applicable to all divisions/offices within DHS.
1083.1.0
Retention of Documents and
			 Records
1083.1.1 All client files must
			 be retained for five years after the file is closed or the last case
			 activity.
1083.1.2 All personnel
			 files must be retained for five years after the person resigns or is
			 terminated.
1083.1.3 All child
			 protective services, foster care, supportive services and child maltreatment
			 records must be retained for five years after the youngest child has reached
			 the age of 21 years.
1083.1.4 All
			 adoption records must be retained for 99 years.
1083.1.5 All rules must be retained until
			 superseded. Superseded rules must be retained on an as-needed basis.
1083.1.6 All records relating to a person or
			 entity contracting with DHS must be retained for five years after the contract
			 ends or is terminated.
1083.1.7 All
			 administrative records, including programmatic financial records, must be
			 retained for five years after the end of the biennium in which the records were
			 produced.
1083.1.8 All unfounded
			 adult protective service records will be maintained in accordance with A.C.A.
			 5-29-212. Founded adult protective service records will be retained for five
			 years from the date of receipt of the report. All adult protective service
			 custody records will be retained for five years after the custody case is
			 dismissed.
1083.1.9 Any record
			 which is the subject of an investigation or audit, or of a review, claim,
			 grievance, formal dispute or of any litigation, must be retained for one year
			 after the conclusion of the proceeding or for the time otherwise specified in
			 this rule, whichever is longer.
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.03-010 - DHS 1016 - Inclement Weather Policy

Current through Register Vol. 49, No. 6, June, 2024
1016.0.0
INCLEMENT WEATHER
			 POLICY
This establishes the Department of Human Services (DHS)
				inclement weather policy in compliance with Governor's Policy Directive (GPD-7)
				and is applicable to all DHS employees. (Exception: See Section
				1016.6.0).
1016.1.0
DHS Will Remain Open Unless Governor Proclaims Otherwise
Due to the nature of the work conducted, DHS will remain open
				regardless of inclement weather, unless the Governor proclaims otherwise. All
				DHS employees will report to their designated work stations as usual. In the
				event of a Governor's directive closing all state agencies, the DHS
				divisions/offices will adhere to the Governor's directive except for the
				departmental facilities where there are 24-hour staffing requirements for
				direct client care. (See Section 1016.6.0)
1016.2.0
Time Keeping During
			 Implementation of Inclement Weather Policy
1016.2.1 Upon public announcement by the
			 Governor's Office that the Governor's Inclement Weather Policy is in effect,
			 this policy will also be in effect. Avoiding undue personal risk, all DHS
			 employees should arrive at their designated work stations at their regular
			 start time but no later than two hours after their scheduled start time. (The
			 two hours is for a grace period from the regularly scheduled start time.)
			 Employees arriving within two hours of their scheduled start time will be given
			 credit for a full day's attendance.
1016.2.2 Employees arriving more than two
			 hours after their scheduled start time will be charged either annual leave,
			 compensatory time or leave without pay calculated between their arrival time
			 and their regularly scheduled start time. Employees not coming to work at all
			 will be charged a full day's absence. Employees unable to report to work due to
			 inclement weather must notify their supervisor or designated point of contact
			 prior to the beginning of their scheduled work day or as soon thereafter as
			 possible.
1016.2.3 In the event the
			 Governor closes state offices, the entire day or portion of the day affected
			 will be treated the same as for a holiday. Employees on approved leave when the
			 office is closed will be charged for the leave as it was approved.
1016.2.4 Employees may be placed in a leave
			 without pay status due to inclement weather. (See DHS 1007, DHS Leave
			 Policy)
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.03-011 - DHS 1073 - Communications

Current through Register Vol. 49, No. 6, June, 2024
1073.0.0.
			 COMMUNICATIONS POLICY
This establishes the Department of Human Services (DHS)
				communications policy which includes all verbal, written and computer-based
				communications within and emanating from DHS. The policy is applicable to all
				DHS employees.
1073.1.0
Staying
			 Informed
1073.1.1 Employees are
			 responsible for staying informed on agency issues through the internal
			 communications available to them and for seeking additional information from
			 their supervisors when needed.
1073.1.2 Directors and supervisors will
			 strive to provide prompt and complete information to employees, recognizing
			 their responsibility to keep employees informed.
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.03-012 - DHS 1084 - Employee Discipline

Current through Register Vol. 49, No. 6, June, 2024
1084.0.0 EMPLOYEE DISCIPLINE
1084.0.1 This establishes the Department of
			 Human Services (DHS) rules regarding disciplinary measures and is applicable to
			 all employees.
1084.0.2 Discipline
			 applied by supervisors should be aimed at improving employee conduct. Conduct
			 is defined as actions or lack of actions by employees related to work rules,
			 policies, procedures, office mission, or safety.
1084.0.3 Only supervisors who have completed
			 supervisor training provided by the DHS Office of Finance & Administration
			 (OFA) Staff Development or THE COURSE provided by the Department of Finance and
			 Administration will be allowed to take disciplinary action against an employee
			 without first obtaining the written approval of a higher level supervisor who
			 has completed the training. The failure of a supervisor to attend mandatory
			 supervisor training will be immediately reported to the DHS Director by OFA,
			 Staff Development Unit Manager.
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.04-002 - DHS 1052- Administrative Procedure, Rules Promulgation

Current through Register Vol. 49, No. 6, June, 2024
1052.0.0 ADMINISTRATIVE PROCEDURE, RULES
			 PROMULGATION
1052.0.1 This policy establishes
			 a uniform method and system for promulgation of rules by the Department of
			 Human Services (DHS) in accordance with the Arkansas Administrative Procedure
			 Act (Act), Ark. Code Ann. §§
									25-15-201 et seq. The Act requires
			 that agencies promulgate "rules of practice describing the nature and
			 requirements of all formal and informal procedures including forms and
			 instructions used by the agency." All rules promulgated must comply with
			 federal and state laws.
1052.0.2
			 This policy is applicable to all divisions and offices within DHS and to all
			 managers and staff responsible for rules within their particular division or
			 office.
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.04-004 - Social Services Block Grant Program Manual

Current through Register Vol. 49, No. 6, June, 2024
4244
Service Goals for SSBG
(Continued)
5.
Appropriate Institutionalization
- securing referral
			 or admission for institutional care when other forms of care are not
			 appropriate, or providing services to individuals in institutions.
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.05-001 - Administrative Policy # 1099: Violence in the Workplace

Current through Register Vol. 49, No. 6, June, 2024
1099.0
VIOLENCE IN THE
			 WORKPLACE
1099.1
Introduction
The Department of Human Services (DHS or Department) requires
				all managers, supervisors, and employees to be knowledgeable of workplace
				violence, and to take steps to identify and report all indications of early
				symptoms of workplace violence.
1099.2
Definition of Workplace
			 Violence
Workplace violence is any threatened or actual conduct by an
				individual against persons or property that is sufficiently severe, offensive,
				or intimidating so as to alter the conditions of state employment, or to create
				a hostile, abusive, or intimidating work environment for one or more DHS
				employees. Behavior constituting threats or acts of violence can include any
				expression that communicates a direct or indirect threat of physical
				harm.
1099.2.1 Workplace violence
			 includes, but is not limited to:
A. All
			 threats or acts of violence occurring on DHS property or workplaces, regardless
			 of the relationship between the Department and the individual involved in the
			 incident
B. All threats or acts of
			 violence not occurring on DHS property or workplaces, but involving someone who
			 is acting in the capacity of a DHS representative
C. All threats or acts of violence not
			 occurring on DHS property or workplaces, but involving a DHS employee if the
			 threats or acts of violence affect the legitimate interests of the
			 Department
D. Harassment,
			 intimidation, or other disruptive behavior on or off DHS property or workplaces
			 affecting the Department
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.05-002 - DHS Policy 5001 - Information Systems Security Access

Current through Register Vol. 49, No. 6, June, 2024
5001.0.0 INFORMATION SYSTEMS SECURITY ACCESS
5001.0.1 Access to DHS information systems is
			 managed by the DHS Chief Information Officer (CIO), Office of Systems &
			 Technology, by means of an integrated systems security gateway. This policy is
			 applicable to all DHS divisions and offices, and to all DHS information
			 systems.
5001.0.2 All persons
			 requiring access to DHS information systems must obtain permission from their
			 division's authorized DHS approving manager and be authenticated through the
			 CIO's designated Systems Administrators. All users must access DHS information
			 systems through the integrated systems security gateway. DHS network services
			 (including but not limited to Email and Internet), mainframe services, all
			 major DHS applications, all division managed applications and division files
			 shared across the network, must be accessed through the presentation and
			 authentication of network credentials. Access to the Internet through the DHS
			 network, without network authentication, is prohibited.
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.05-006 - DHS 1046 - Emergency Hires

Current through Register Vol. 49, No. 6, June, 2024
1046.0.0
EMERGENCY HIRES
1046.0.1 This
			 establishes Department of Human Services (DHS) policy and procedure regarding
			 short term emergency hires that for the maintenance of essential services to
			 clients and the public may be made without regard to other provisions of hiring
			 policies.
1046.0.2 This policy is
			 applicable to any regularly authorized position determined by the DHS
			 Director/designee to be critical to the provision of services and internal
			 operations. "Critical" is defined to mean that if the position is left vacant
			 for an extended period of time, services will be disrupted to the point that
			 the safety or welfare of clients or the public will be placed in jeopardy or
			 the continued provision of services will require additional expense in the form
			 of compensatory time. Documented justification for the emergency hire must be
			 provided in each instance.
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.05-009 - DHS Policy 1100 - Disposal of Surplus Computer Equipment

Current through Register Vol. 49, No. 6, June, 2024
1100.0.0 DISPOSAL OF SURPLUS COMPUTER
			 EQUIPMENT
This policy applies to all Department of Human Services (DHS)
				divisions and employees. It establishes procedures for disposing of surplus
				computer equipment to achieve the maximum possible benefit from use of state
				agency owned computers, electronics, and peripherals and the maximum benefit
				from the sale of surplus state agency assets.
1100.1.0
Definitions
1100.1.1
Computer
-
			 A programmable electronic machine that performs high-speed mathematical or
			 logical operations or that assembles, stores, correlates, or otherwise
			 processes information.
1100.1.2
Computer peripheral
- Any device attached to a
			 computer, by cable or remote connection that enhances the functionality of the
			 computer to which the peripheral is attached. Examples are the monitor,
			 keyboard, mouse, and printer.
1100.1.3
Computer
			 component
- Any device contained within the computer's box that is
			 essential to its operation. Examples are the processor, motherboard, power
			 pack, and hard drive.
1100.1.4
Surplus computer equipment
- Computers, computer
			 peripherals, and computer components no longer in use in an agency, but which
			 have residual market value.
1100.1.5
Obsolete computer
			 equipment
- A computer, or computer peripheral that is no longer
			 under warranty and is no longer fit for use because it uses components no
			 longer adequate to achieve the equipment's intended state government purposes,
			 or because the cost of repair or replacement would be greater than the
			 equipment's residual market value.
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.05-010 - DHS Policy # 1052: Administrative Procedure - Rules Promulgation

Current through Register Vol. 49, No. 6, June, 2024
1052.0.0
			 ADMINISTRATIVE PROCEDURE, RULES PROMULGATION
1052.0.1 This policy establishes a uniform
			 method and system for promulgation of rules by the Department of Health and
			 Human Services (DHHS) in accordance with the Arkansas Administrative Procedure
			 Act (Act), Ark. Code Ann. §§
									25-15-201 et seq. The Act requires
			 that agencies promulgate "rules of practice describing the nature and
			 requirements of all formal and informal procedures including forms and
			 instructions used by the agency." All rules promulgated must comply with
			 federal and state laws.
1052.0.2
			 This policy is applicable to all divisions and offices within DHHS and to all
			 managers and staff responsible for rules within their particular division or
			 office.
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.05-011 - DHHS Policy 5006 - Email Usage

Current through Register Vol. 49, No. 6, June, 2024
5006.0.0 EMAIL USAGE POLICY
5006.0.1
Purpose
The purpose of this policy is to define the terms and
				conditions under which the Department of Health and Human Services (DHHS) Email
				system may be utilized. The DHHS Chief Information Officer (CIO), Office of
				Systems and Technology manages access to DHHS Information Systems, including
				Email.
5006.0.2 This policy
			 applies to any user of DHHS Information Systems who has a DHHS Email
			 Account.
5006.0.3 Email is provided
			 as a service to DHHS employees and DHHS affiliates for the purpose of
			 supporting the department's mission. Use of Email is encouraged to facilitate
			 communication and the exchange of DHHS business-related information.
5006.1.0
Definitions
5006.1.1
Access
-
			 Upon the presentation of appropriate credentials (User Name and Password),
			 permission to use DHHS information systems, including the Email system. Access
			 permissions are granted according to requirements set forth in DHS Policy
			 5001.
5006.1.2
DHHS
			 Information Systems
- DHHS Network services (Network access,
			 Email, Internet, etc.) DHHS applications (client-server, web-based, mainframe,
			 etc.), or any third-party software legally acquired and installed on the DHHS
			 devices for which it was intended.
5006.1.3
User or End
			 User
- A person who has been granted access to any DHHS
			 information system. A user may be a DHHS employee or an employee of a DHHS
			 affiliate.
5006.1.4
DHHS User
- A DHHS employee who has been granted
			 access to any DHHS information system.
5006.1.5
Non-DHHS
			 User
- An employee of a DHHS affiliate who has been granted access
			 to any DHHS information system.
5006.1.6
Public
			 Record
- As defined in Ark. Code Ann. §
									25-19-101, a Public Record may
			 exist in "any medium" and "all records maintained in public offices or by
			 public employees within the scope of their employment shall be presumed to be
			 public records."
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.06-006 - Policy 1081 - Ethical Standards for DHHS Employees

Current through Register Vol. 49, No. 6, June, 2024
1081.0.0 ETHICAL STANDARDS FOR DHHS EMPLOYEES
1081.1.0
Employee Conduct
Public employment is a public trust. DHHS employees must not
				only avoid any potential conflict of interest, but also must avoid any
				appearance of impropriety. DHHS employees must conduct themselves so as to
				foster public confidence in the integrity of state government.
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.07-002 - Sub-Grant Policy & Procedure Manual

Current through Register Vol. 49, No. 6, June, 2024
I.
Policy
A. A sub-grant is an award of resource
			 assistance to promote a program or goal of public benefit, as authorized by the
			 applicable funding legislation. The nature of the sub-grant, the eligible
			 recipients, the method of award, and the terms and conditions depend on the
			 specifics of the statute that created the grant program (if publicly funded)
			 and the implementing regulations.
B. In choosing whether to award funds by
			 contract or sub-grant, states generally follow the selection logic established
			 in the federal Grant and Cooperative Agreement Act of 1977, as amended, which
			 indicates:
1. Use of a legal instrument of
			 acquisition
(contract)
is appropriate
			 when the principal purpose is to acquire property, products, or specific
			 services for the direct use of the government in carrying out its primary
			 functions;
2. Use of a legal
			 instrument of assistance
(sub-grant)
is
			 appropriate when the principal purpose is more generalized public support,
			 stimulation or capacity-building functions.
If there is a question as to the most appropriate
				agreement format, the division should consult with Contract Support Section
				(CSS).
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.07-003 - Policy 1097 - Utilization of Credit Cards for Small Order Purchases

Current through Register Vol. 49, No. 6, June, 2024
1097.0.0
UTILIZATION OF CREDIT CARDS FOR SMALL ORDER PURCHASES
This policy is to provide a uniform departmental policy for
				establishing and governing the utilization of credit cards for small order
				State business purchases. In accordance with §
									19-4-1007 of the Arkansas Code
				Annotated, all credit cards must have prior approval from the Chief Fiscal
				Officer of the State before utilization. The policy shall be applicable to all
				Department of Health and Human Services (DHHS) divisions, offices, and boards
				of DHHS.
1097.1.0
Division/Office Responsibilities
1097.1.1 Each DHHS division/office is
			 responsible for development of internal procedures for operating and monitoring
			 control of credit cards issued to employees.
1097.1.2 Each division/office is responsible
			 for establishing internal operating procedures to ensure purchases made with
			 credit cards are in accordance with Part
			 VI of the
DHHS
			 Administrative Procedures Manual
.
1097.1.3 Each division/office is responsible
			 for maintaining on file a signed Memorandum of Agreement or State of Arkansas
			 Purchasing Card Agreement Form for each employee issued a credit
			 card.
1097.1.4 Each division/office
			 is financially responsible for ensuring that reconciled statements and
			 supporting documentation are submitted in a timely manner to ensure accounts
			 are paid in accordance with terms of the credit card agreement.
1097.1.5 Each division/office is responsible
			 for ensuring that notification of cancellation is made to the credit card
			 company immediately upon an employee's termination of employment with the
			 division/office.
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.08-004 - Administrative Procedures Manual Chapter 601 - DHS Purchasing Authority, General Provisions

Current through Register Vol. 49, No. 6, June, 2024
PART VI PROCUREMENT AND PURCHASING
DHS ADMIMISTRATIVE PROCEDURES MANUAL
Chapter 601
Title: DHS Purchasing Authority General Provisions
I.
PURPOSE:
To provide the
			 Department of Human Services (DHS) with uniform departmental procedures for the
			 acquisition of goods (commodities) and technical services, in accordance with
			 Arkansas Procurement Law & Rules (Regulations) (Arl[LESS THAN]ansas Code
			 Annotated [A.C.A.] §§
								19-11-101 et seq.) and the
			 Arlcansas Building Services Act.
II.
SCOPE
:
A. These procedures are applicable to all DHS
			 divisions, offices, and facilities.
B. The DHS, Office of Finance and
			 Administration (OFA), Contract Support Section (CSS), Commodities Purchasing
			 Unit (CPU) has the authority for purchasing for:
1. The central offices and field
			 offices
2. The facilities, for
			 those purchases exceeding $25,000
C. DHS facility purchasing units have
			 authority for purchasing for their facility all purchases that do NOT exceed
			 $25,000 (EXCEPT for
printing of any dollar amount,
which MUST be
			 purchased by a CPU Purchasing Agent who has the proper delegation order from
			 Office of State Procurement (OSP) to purchase printing, or by DSP).
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.08-010 - Sub-Grant Policy

Current through Register Vol. 49, No. 6, June, 2024
Arkansas Department of Human Services SUB-GRANT
				POLICY
I.
Background
A. A sub-grant is an award
			 of resource assistance to promote a prograrrTor goal of public benefit, as
			 authorized by the applicable funding legislation. The nature of the sub-grant,
			 the eligible recipients, the method of award, and the terms and conditions
			 depend on the specifics of the statute that created the grant program (if
			 publicly funded) and the implementing regulations.
B. In choosing whether to award funds by
			 contract or sub-grant, states generally follow the selection logic established
			 in the federal Grant and Cooperative Agreement Act of 1977, as amended, which
			 indicates:
1. Use of a legal instrument of
			 acquisition
(contract)
is appropriate
			 when the principal purpose is to acquire property, products, or specific
			 services for the direct use of the government in carrying out its primary
			 functions;
2. Use of a legal
			 instrument of assistance
(sub-grant)
is
			 appropriate when the principal purpose is more generalized public support,
			 stimulation or capacity-building functions.
3.
If there is a question as to the
			 most appropriate agreement format, the division should consult with Contract
			 Support Section (CSS).
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.09-002 - Administrative Procedures Manual: Chapter 708 -Paper Recycling

Current through Register Vol. 49, No. 6, June, 2024
DHS ADMINISTRATIVE PROCEDURES MANUAL
Chapter 708
Title: Paper
			 Recycling
I.
PURPOSE
:
A.
			 The purpose of this policy is to provide the Department oAHtrman Services (DHS)
			 with uniform departmental procedures for paper recycling in compliance with
			 Ark. Code Ann. §
										8-9-203 as well as to conserve
			 natural resources, conserve energy, and preserve landfill space.
B. In accordance with the above statute, each
			 state agency, in cooperation with the Arkansas Department of Environmental
			 Quality and the State Marketing Board for Recyclables, must:
1. Establish a source separation and
			 recycling program for recyclables generated as a result of agency
			 operations;
2. Adopt procedures for
			 collection and storage of recyclables; and
3. Make contractual or other arrangements for
			 transportation and sale of recyclables.
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.09-003 - Administrative Procedures Manual: Chapter 605 - DHS Purchasing Authority, Construction/Renovation

Current through Register Vol. 49, No. 6, June, 2024
I.
PURPOSE
:
To provide the Department of Human Services (DHS) with uniform
				departmental procedures for the acquisition of construction, renovation,
				remodeling, and repair services, in accordance with Arkansas Building Authority
				(ABA) Standards and Criteria, Arkansas Code Annotated (A.C.A.) §§
									19-4-1401 et seq., and
				22-9-101 through
				22-9-702. Reference to and
				adherence with the Standards and A.C.A. are
CRITICAL.
II.
SCOPE
:
A. The
			 procedures shall be applicable to all DHS divisions, offices, and
			 facilities.
B. The DHS, Office of
			 Finance and Administration (OFA), Central Support Unit (CSU) has the authority
			 for construction, renovation, remodeling, and repair projects, under Arkansas
			 Building Authority (ABA) Standards and Criteria, for:
1
			 . Central office
2.
			 Field offices, and
3. Facilities, IF
			 the project is over
$20,000
OR
IF
the project is
			 related to a Method of Finance (MOF) regardless of the amount. All MOF funded
			 projects regardless of cost are to be coordinated through CSU.
C. The DHS facility purchasing
			 units have authority for their facility projects that do NOT exceed $20,000 IF
			 the project is NOT related to an MOF. The facility purchasing units MUST,
			 however, comply with the above indicated standards and A.C.A.
			 provisions.
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.09-004 - Administrative Procedures Manual: Chapter 601 - DHS Purchasing Authority, General Provisions

Current through Register Vol. 49, No. 6, June, 2024
I.
PURPOSE
:
To provide the Department of Human
			 Services (DHS) with uniform departmental procedures for the acquisition of
			 goods (commodities) and technical services, in accordance with Arkansas
			 Procurement Law & Rules (Regulations) (Arkansas Code Annotated [A.C.A.]
			 §§
								19-11-101 et seq.) and the
			 Arkansas Building Services Act.
II.
SCOPE
:
A. These procedures are applicable to all DHS
			 divisions, offices, and facilities.
B. The DHS, Office of Finance and
			 Administration (OFA), Contract Support Section (CSS), Commodities Purchasing
			 Unit (CPU) has the authority for purchasing for:
1. The central offices and field
			 offices
2. The facilities, for
			 those purchases exceeding $25,000
C. DHS facility purchasing units have
			 authority for purchasing for their facility all purchases that do NOT exceed
			 $25,000 (EXCEPT for printing of any dollar amount, which MUST be purchased by a
			 CPU Purchasing Agent who has the proper delegation order from Office of State
			 Procurement (OSP) to purchase printing, or by OSP).
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.09-009 - Sub Grant Policy

Current through Register Vol. 49, No. 6, June, 2024
I.
Background
A. A sub-grant is an award
			 of resource assistance to promote a program or goal of public benefit, as
			 authorized by the applicable funding legislation. The nature of the sub-grant,
			 the eligible recipients, the method of award, and the terms and conditions
			 depend on the specifics of the statute that created the grant program (if
			 publicly funded) and the implementing regulations.
B. In choosing whether to award funds by
			 contract or sub-grant, states generally follow the selection logic established
			 in the federal Grant and Cooperative Agreement Act of 1977, as amended, which
			 indicates:
1. Use of a legal instrument of
			 acquisition
(contract)
is appropriate when the principal purpose
			 is to acquire property, products, or specific services for the direct use of
			 the government in carrying out its primary functions;
2. Use of a legal instrument of assistance
(sub-grant)
is appropriate when the
			 principal purpose is more generalized public support, stimulation or
			 capacity-building functions.
3.
If there is a question as to the most appropriate agreement format, the
			 division should consult with Contract Support Section (CSS).
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.09-010 - Policy 1088 - DHS Participant Exclusion Rule

Current through Register Vol. 49, No. 6, June, 2024
1088.0.0 DHS PARTICIPANT EXCLUSION
			 RULE
1088.1.0
Purpose
1088.1.1 DHS shall conduct business only with
			 responsible participants. Participants will be excluded from participation in
			 DHS programs not as penalty, but rather to protect public funds, the integrity
			 of publicly funded programs, and public confidence in those programs. It is
			 also the intent of this policy to prevent excluded participants from
			 substituting others, usually immediate family members, as surrogates to
			 continue the practices that caused DHS to exclude the participant.
1088.1.2 Participant exclusion is a serious
			 action that shall be used only in the State's best interests and for the
			 protection of the public and DHS. DHS shall impose exclusion only in accordance
			 with this rule.
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.10-005 - Chapter 602: DHS Purchasing Authority Special Provisions

Current through Register Vol. 49, No. 6, June, 2024
Chapter 602
Title: DHS Purchasing Authority Special
				Provisions
I.
PURPOSE
:
To provide the Department of Human
			 Services (DHS) with uniform departmental procedures for the acquisition of
			 goods and services, in accordance with Arkansas Procurement Law & Rules
			 (Regulations) (Arkansas Code Annotated [A.C.A.] §
								19-11-201 etseq.)
II.
SCOPE
:
These procedures are applicable to all DHS divisions, offices,
				and facilities.
III.
PROCEDURES
: CLIENT EQUIPMENT
A. Purchasing Agents in Office of Finance and
			 Administration (OFA), Contract Support Section (CSS), Commodities Purchasing
			 Unit (CPU) shall not consolidate requests for client equipment with other
			 requests. CPU Purchasing Agents shall process client equipment requests
			 individually as they are received.
B. The DHS County Administrator is not
			 required to approve client equipment that is delivered to a field
			 office.
C. DHS will not be
			 responsible for payment of merchandise received above the cost reflected on the
			 purchase order.
D. DHS shall make
			 payments for architectural improvements to client owned property directly to
			 the client, not to the vendor, as outlined in Chapter 605 of the Administrative
			 Procedures Manual.
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.11-008 - Policy No. 1094 - DRC (Disability Rights Center) Cooperation Rule

Current through Register Vol. 49, No. 6, June, 2024
1094.0.0
DHS/DRC COOPERATION RULE
1094.1.0
Policy
1094.1.1 Congress enacted the Developmental
			 Disabilities Assistance and Bill of Rights Act in 1984 and the Protection and
			 Advocacy for Mentally 111 Individuals Act in 1985 to protect the human and
			 civil rights of individuals with mental or physical disabilities or both. Both
			 Acts require that a state receiving federal funds to assist this population
			 designate a protection and advocacy system (hereinafter P & A) that is
			 independent from the state to protect the rights of these individuals. To
			 accomplish this goal, federal statutes give a P & A access to records,
			 facilities, and individuals under certain conditions. Although the provisions
			 of the two statutes are not identical, courts read the acts together to ensure
			 consistent interpretation of the statutory language.
1094.1.2 Disability Rights Center, Inc. (DRC)
			 is the P & A for the State of Arkansas. This rule is intended to provide
			 guidance for DHS employees in cooperating with requests made by
			 DRC.
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.11-009 - Policy No. 1069: Recruitment Program

Current through Register Vol. 49, No. 6, June, 2024
1069.0
RECRUITMENT
			 PROGRAM
1069.1.0
Implementation and Modification
1069.1.1 The Department of Human Services
			 (DHS) Career Opportunities Policy and the procedures that implement it will be
			 administered without regard to race, creed, color, sex, age, religion, national
			 origin, disability status, veteran status, or political affiliation.
1069.1.2 Applicants with disabilities are
			 invited to request any needed accommodations to participate in this program.
			 Alternate formats (large print, audiotape, etc.) will be provided upon
			 request.
1069.1.3 This policy and
			 the supporting procedures apply to all positions within DHS and all applicants
			 for employment with DHS, unless otherwise stated as exempt or
			 ineligible.
1069.1.4 DHS
			 Recruitment shall have primary responsibility for the implementation of this
			 policy and shall propose and coordinate any modifications to these procedures
			 for approval by the DHS Executive Staff.
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.12-001 - Policy No. 3007: Options Counseling

Current through Register Vol. 49, No. 6, June, 2024
3007.0.0
OPTIONS COUNSELING AND MDS
			 REFERRALS TO THE DEPARTMENT OF HUMAN SERVICES (DHS)
3007.1.0
Authority
Options Counseling: Ark. Code Ann. §
									20-10-2101 through 2107. Minimum
				Data Set Section Q: 42
				U.S.C. §
										1395i-3 and 42 C.F.R. §
				483.20.
3007.2.0
Purpose:
This rule implements both the long-term care Options
			 Counseling and the Minimum Data Set (MDS) Section Q referral processes that are
			 made to the Department of Human Services (DHS). In both programs, long-term
			 care facilities are required to refer to DHS residents who are interested in
			 other care alternatives. State law requires that referrals be made for Options
			 Counseling by the day after admission. Federal law and regulations require
			 facilities to refer those interested within ten days of completion of the
			 MDS.
3007.3.0 The Options
			 Counseling Program provides information regarding long-term care options to an
			 individual (or the individual's representative) who:
A. Seeks an Options Counseling
			 consultation
B. Seeks admission to
			 a long-term care facility, regardless of payment source
C. Resides in a long-term care facility and
			 applies for Medicaid reimbursement
Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.12-003 - Procedures Manual: Chapter 601 - DHS Purchasing Authority, General Provisions

Current through Register Vol. 49, No. 6, June, 2024
I.
PURPOSE
:
To provide the Department of Human
			 Services (DHS) with uniform departmental procedures for the acquisition of
			 goods (commodities) and technical services, in accordance with Arkansas
			 Procurement Law & Rules (Regulations) (Arkansas Code Annotated [A.C.A.]
			 §§
								19-11-101 et seq.) and the
			 Arkansas Building Services Act.
II.
SCOPE
:
A. These procedures are applicable to all DHS
			 divisions, offices, and facilities* .
B. The DHS, Office of Finance and
			 Administration (OFA), Contract Support Section (CSS), Commodities Purchasing
			 Unit (CPU) has the authority for purchasing for:
1. The central offices and field offices,
			 and
2. The facilities* , for those
			 purchases exceeding $25,000
C. The purchasing units for the DHS
			 facilities have authority for purchasing for their facility all purchases that
			 do NOT exceed $25,000 (EXCEPT for
printing of any dollar amount
,
			 which MUST be purchased by a CPU Purchasing Agent who has the proper delegation
			 order from Office of State Procurement (OSP) to purchase printing, or by
			 OSP.
D. The Office of Systems and
			 Technology (OST) purchasing unit has authority for purchasing all computers,
			 computer peripherals, and products/systems that are to be connected to the DHS
			 network.
* The term " facilities" , as used in this Chapter, refers to
				the DHS Human Development Centers, Arkansas State Hospital, and Arkansas Health
				Center.