SCDC POLICY/PROCEDURE

NUMBER: ADM-11.18

OPERATIONS MANUAL: ADMINISTRATION

ACA/CAC STANDARDS: NONE

THE LANGUAGE USED IN THIS POLICY/PROCEDURE DOES NOT CREATE AN EMPLOYMENT CONTRACT BETWEEN THE EMPLOYEE AND THE AGENCY. THIS POLICY/PROCEDURE DOES NOT CREATE ANY CONTRACTUAL RIGHTS OR ENTITLEMENTS.  THE AGENCY RESERVES THE RIGHT TO REVISE THE CONTENTS OF THIS POLICY/PROCEDURE, IN WHOLE OR IN PART.  NO PROMISES OR ASSURANCES, WHETHER WRITTEN OR ORAL, WHICH ARE CONTRARY TO OR INCONSISTENT WITH THE TERMS OF THIS PARAGRAPH CREATE ANY CONTRACT OF EMPLOYMENT.

PURPOSE: To provide guidelines for the solicitation of Agency employees.

POLICY STATEMENT: The SCDC will ensure that all companies and/or individuals requesting to introduce programs, services, or products and/or distribute materials to Agency employees receive prior approval from the Division Director of Human Resources. All approved solicitation activities will be conducted in compliance with applicable State of South Carolina Office of Human Resources regulations.

Effective January 1, 2002, the South Carolina Department of Corrections is suspending all on-site solicitation by insurance agents until further notice.  

SPECIFIC PROCEDURES:

1. REQUESTS TO OFFER PROGRAM(S):

1.1  Companies and/or individuals seeking to promote any program(s), product(s), or service(s) must submit a written proposal, i.e., describing what the program will entail, etc., to the Division Director of Human Resources or designee for review prior to soliciting SCDC employees.

1.2  The Division Director of Human Resources may authorize the presentation of the program, service, or product if, in his/her opinion, it could be beneficial to a significant number of Agency employees. Generally, only requests from representatives of approved insurance companies and charitable organizations will be considered for employee solicitation.

1.3  The Agency reserves the right to limit representatives to a maximum of four (4) individuals from the same company. The SCDC will not assume responsibility as to the validity or reliability of the program, company, product, service, and/or individual representative.

2. AUTHORIZATION LETTERS: Once a program, service, or product has been approved for presentation to Agency employees, the Division Director of Human Resources/designee will ensure that an agreement is signed by each approved individual representative. The Division Director of Human Resources or designee will provide each approved individual representative with a letter of introduction authorizing solicitation of Agency employees. This letter must be presented by the approved representative to the appropriate Warden, Division Director, or designee before meeting with employees.

3. GUIDELINES FOR SOLICITING AGENCY EMPLOYEES: Companies and/or individuals must adhere to the following guidelines when offering any program, product, or service to any employee:

3.1  Approved companies and/or individuals may meet with or call on interested SCDC employees only at a time that does not conflict with normal working hours or security, and only in designated areas.

3.2  The date, time, and place of approved meetings will be coordinated with the appropriate Warden, Division Director, or his/her designee (or the Benefits Supervisor for the Headquarters Complex). Notice of meeting and/or literature will be posted on bulletin boards. If appropriate, literature may be distributed with the nearest payroll check coinciding with the receipt of any approved material or literature. Distribution of materials or literature must be coordinated through the Division of Human Resources.

3.3  New employees will sign SCDC Form 16-6, "Solicitation Agreement," authorizing or declining the release of his/her name and home address. Employees may change this form at any time during their employment with SCDC through the Division of Human Resources or their designated Human Resources Manager/Specialist.

3.4 The Agency will maintain a listing of all employees who have authorized the release of their name and home mailing address to companies or individuals which/who may wish to correspond directly with employees concerning various approved programs, services, or products being offered. This listing may be obtained by submitting a written request to the Division Director of Human Resources. (NOTE: The Agency will not be responsible for notification to companies and/or individuals when an employee is terminated, goes on leave without pay, or is suspended. It is the responsibility of the employee to correspond directly with the company and/or individual regarding payment of premiums on a weekly, monthly, quarterly, semi-annual, or yearly basis.)

3.5  Insurance Companies: Insurance companies wishing to solicit the Agency must provide updated information on an annual basis within 30 days prior to the expiration date listed on current solicitation authorization letters. Solicitation authorization expires 12 months from the date of the solicitation authorization letter.  

3.6  Insurance companies who are approved to solicit on Agency property cannot provide gifts of any kind to employees.

4.  PAYROLL DEDUCTIONS: The Agency will only provide for payroll deduction for those programs authorized by the Comptroller General’s office.  SCDC Form 16-65, "Employee's Withholding and Deductions," must be completed and signed by the employee before any payroll deduction will be made.  The form cannot contain any "white-out" or correction on the deduction amount and must reflect a current date and signature.

5.  Employees participating in solicitation activities in violation of this policy/procedure will be subject to corrective action under the provisions of SCDC Policy/Procedure ADM-11.04, "Employee Corrective Action."

6.  Employees who have payroll deductions for insurance must contact the appropriate insurance company for questions relating to policy information or coverage.

7.  In the event of a death of an employee, the Division of Human Resources will notify the insurance carrier of the death.

5. DEFINITION:

Solicitations, as used in this policy, refers to those services, products, or programs offered for sale or purchase to an employee, e.g., insurance programs, as well as to requests for charitable contribution by SCDC employees (e.g., United Way, etc.).  Solicitation does not refer to contact made with an employee by or on behalf of professional organizations such as the American Correctional Association (ACA), Southern States Correctional Association (SSCA), etc.

SIGNATURE ON FILE

ORIGINAL SIGNED COPY MAINTAINED IN THE DIVISION OF POLICY DEVELOPMENT.