1. STATE OF GEORGIA
GEORGIA DEPARTMENT OF DEFENSE
1000 HALSEY AVENUE, BUILDING 447
MARlEnA, GA 30060
NGGA-TAG 18 July 2012
MEMORANDUM FOR SEE DISTRIBUTION
SUBJECT: GA DOD Discrimination Policy
I. Title VII of the Civil Rights Act of 1964 as amended prohibits sexual harassment and discrimination in
employment based on race, color, religion, national origin, and gender. This act will be strictly enforced
throughout the Georgia Department of Defense.
2. My policy on discrimination is clear and unequivocal. Every member of the GA DOD will be
provided equal treatment in all facets of their employment. Conduct which violates this policy is outlined
in NGR (AR) 690-600, (AF) 40-1614 and DOD Affirmative Action Program.
3. All GA DOD members are responsible for creating and maintaining a nondiscriminatory environment.
Any form of alleged discrimination will receive immediate appropriate action by this agency. Complaints
will be addressed and resolved at the lowest possible level and appropriate action will be taken with
respect to any violations ofthis policy.
4. If you have questions regarding the complaint process or you wish to file a complaint, please contact
the State Equal Employment Manager at (678) 569-5728 or DSN 338-5728 or the State Personnel Office
at (678) 569-6022.
1 MES B. BUTTERWORTH
he Adjutant General
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2. STATE OF GEORGIA
GEORGIA DEPARTMENT OF DEFENSE
1000 HALSEY AVENUE, BUILDING 447
MARIETTA, GA 30060
NGGA-TAG 18 July 2012
MEMORANDUM FOR SEE DISTRIBUTION
SUBJECT: GA DaD Equal Employment Opportunity/Equal Opportunity Policy
I. Our Nation was founded on the principle that every individual has infinite dignity and value. The
Department of Defense (DaD) must always be guided by this principle. We must show respect in all that
we do for our servicewomen, servicemen, and civilian employees and recognize their individual needs,
aspirations, and capabilities.
2. We must strive to make military and civilian service in the DaD a model of equal opportunity for all
in accordance with the letter and the spirit of Title VlI of the Civil Rights Act of 1964 as amended. We
must also hold those who do business with the DaD to full compliance with the policies governing equal
opportunity.
3. All GA DaD members and applicants will be treated equally and considered without regard to race,
color, religion, national origin, or gender. This includes, but is not limited, to equal treatment in
recruitment, hiring, promotions, awards, and disciplinary actions. All members, supervisory and non-
supervisory alike, must share in this responsibility.
4. I am fully committed to the advancement of all personnel serving in the State of Georgia. I will not
tolerate discrimination in any form.
5. Members who feel they have been victims of discriminatory actions are encouraged to immediately
bring the matter to their supervisor and if so desired, to file a complaint with the supervisor, an EEO
Counselor, the Human Resources/Equal Opportunity Office, or the State Personnel Office.
6. I expect all EO/EEO complaints to be expeditiously, fairly, and thoroughly addressed. Any military or
civilian member of the GA DaD found to have discriminated against another member will be subject to
disciplinary action, up to and including dismissal.
7. Questions regarding this policy may be addressed through the State Equal Employment Manager's
Office at DSN 338-5728 or (678) 569-5728, or the State Personnel Office at (678) 569-6022.
AMES B. BU RWORTH
The Adjutant General
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3. STATE OF GEORGIA
GEORGIA DEPARTMENT OF DEFENSE
1000 HALSEY AVENUE, BUILDING 447
MARlETT A, GA 30060
NGGA-TAG 18July2012
MEMORANDUM FOR SEE DISTRIBUTION
SUBJECT: GA DOD Physical Fitness Policy
I. With the increased emphasis across all services on physical fitness, all full-time support personnel
(excepted and competitive civil service technicians, Active Guard/Reserve personnel, and state
employees) are authorized official time for physical fitness activities while in a work (paid) status.
2. The primary goal of the physical fitness program is for employees to exercise resulting in a high level
of physical readiness and a healthier workforce. It will assist employees in maintaining a high level of
fitness, reduce stress levels, minimize use of sick leave and increase productivity. In cases where
employees violate the spirit of intent of this program, privileges may be revoked. In all cases, the mission
of the Georgia Department of Defense will take precedence, and employees will schedule their exercise
periods accordingly.
3. Fitness training will consist only of the following exercises: running, walking, push-ups, sit-ups,
weight training, and aerobics.
4. A maximum of one hour per work day of official time may be used for physical fitness training. This
allowance is a privilege granted as an incentive to maintain a high level of personal fitness.
a. The physical training period includes total time away from the work location, to include time
for changing clothes, showers, warm-up and cool down, etc.
b. Times for physical fitness training must be approved by the employee's supervisor and will
be dictated by work and mission requirements.
c. Supervisors are responsible for their employees during the work day and periods of physical
fitness training should also be monitored to ensure employee health and safety.
4. This policy is effective immediately and replaces all previous policies on this subject. Questions
and/or suggestions concerning this program should be addressed to the Human Resources Office, Col Eric
Jones at (678) 569-5710 or DSN 338-5710.
AMES B. BUTTERWORTH
he Adjutant General
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4. STATE OF GEORGIA
GEORGIA DEPARTMENT OF DEFENSE
1000 HALSEY AVENUE, BUILDING 447
MARIETTA, GA 30060
NGGA-TAG 18 July 2012
MEMORANDUM FOR SEE DISTRIBUTION
SUBJECT: GA DOD Sexual Harassment Policy
I. The Georgia Department of Defense policy on sexual harassment is clear and unequivocal: All GA
DOD personnel are entitled to work in an environment that is free from sexual harassment. Assuring a
GA DOD working environment that is free of any form of sexual harassment is both an individual and a
corporate responsibility at every level of supervision and command. Simply stated, my policy is "ZERO
TOLERANCE."
2. The official definition of sexual harassment below is applicable to all personnel, military and civilian.
3. Sexual harassment is a form of sex discrimination. It involves actions that include unwelcome sexual
advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when:
a. Submission to or rejection of such conduct is made either explicitly or implicitly a term or
condition of a person's job, pay, or career, or
b. Submission or rejection of such conduct by a person is used as a basis for career or employment
decisions affecting that person, or
c. Such conduct has the purpose or effect of unreasonably interfering with an individual's work
performance or creates an intimidating, hostile, or offensive work environment.
4. Members who feel they have been sexually harassed are encouraged to file a complaint with their
supervisor, an EEO Counselor, or the Human Resources/Equal Opportunity Offices.
6. I expect all complaints to be expeditiously, fairly, and thoroughly addressed, and that immediate
appropriate corrective action will be taken against any employee engaging in sexual harassment. Such
action may include suspension, demotion, and/or termination.
7. Questions regarding this policy may be addressed through the State Equal Employment Manager's
Office at (678) 569-5728 or DSN 338-5728, or the State Personnel Office at (678) 569-6022.
MES B. BUTTERWORTH
e Adjutant General
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5. STATE OF GEORGIA
GEORGIA DEPARTMENT OF DEFENSE
1000 HALSEY AVENUE, BUILDING 447
MARIETTA, GA 30060
NGGA-TAG 18 July 2012
MEMORANDUM FOR ALL GA DOD EMPLOYEES
SUBJECT: Smoking Policy for GA DOD Personnel
I. The Surgeon General has declared smoking a serious hazard to health and the Environmental
Protection Agency has confirmed "second hand smoke" to be a significant health risk. Smoking is
defined as a lit cigar, cigarette, pipe, or any other lit tobacco product. Smoking impairs physical fitness,
raises health costs, and adversely impacts the work environment ofthe smoker and those exposed to
second hand smoke.
2. The following policy applies to all personnel of the Georgia Department of Defense - traditional guard
members, technicians, AGR members, state employees, and all personnel working in or visiting facilities
of the Georgia Department of Defense.
• Smoking is prohibited in ALL occupied buildings or work areas. This includes, but is not limited
to, private offices, hallways, restrooms, classrooms, break rooms, conference rooms, and
entrances to buildings or facilities.
• Smoking is prohibited in ALL non-occupied buildings or work areas that share a ventilation
system with an occupied building or work area.
• Smoking is prohibited in ALL government vehicles and aircrafts.
• Smoking is permitted only in designated areas during lunch periods and during official break
times. Designated smoke areas must follow the above guidance. Official break times will be the
same for smokers and non-smokers.
3. This policy has been coordinated with the Georgia Association of Civilian Technicians. This policy is
effective immediately and replaces all previous policies on this subject. Questions may be referred to the
Human Resources Office, Col Eric Jones at (678) 569-5710 or DSN 338-5710.
J MES B. BUTTERWORTH
he Adjutant General
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6. STATE OF GEORGIA
GEORGIA DEPARTMENT OF DEFENSE
1000 HALSEY AVENUE, BUILDING 447
MARIETTA, GA 30060
NGGA-TAG 18 July 2012
MEMORANDUM FOR SEE DISTRIBUTION
SUBJECT: GA DOD Workplace Violence Zero Tolerance Policy
I. I am committed to our employees' well-being, health and safety. We must all work together as a team
to achieve the goal of providing a more "respectful workplace." "ZERO TOLERANCE" is the Georgia
National Guard's position on threats and violence in the workplace. We shall refuse to tolerate violence
in the workplace and will make every effort to prevent it. All incidents of workplace violence will be
dealt with swiftly and decisively.
2. Violence includes physical assault or the threat of physical assault against persons or property, and
also behavior that intimidates or frightens others, such as threats, harassment and uncontrolled
expressions of rage. Threats will be taken seriously as a statement of an employee's intent to do harm.
Violent behavior is subject to severe disciplinary action.
3. Each employee is responsible for notifying his or her supervisor or a management representative of
any threats witnessed, received, or heard about from another person. Even without an actual threat,
employees should inform their supervisor of any behavior witnessed as threatening or violent. This
information is sensitive and anything reported will be held in strict confidence.
4. Violence in the workplace is a growing phenomenon. Command emphasis and leadership's attention
to causative factors of violence and intervention are essential to minimize the effects on the work force.
Every employee, soldier, and airman must be aware of behavior patterns that could lead to violence, and
understand that threats or acts of violence may be reported to the chain of command without fear of
reprisal.
5. I am asking all employees to assist me in implementing this policy and maintaining a safe, respectful,
healthy, and productive workplace. Supervisors and employees may use the attached quick reference to
help recognize and report any incidents of workplace violence. Questions may be referred to the Human
Resources Office, Col Eric Jones, at (678) 569-5710 or DSN 338-5710.
Encl fMES B. BUTTERWORTH
GA DOD Workplace Violence Prevention The Adjutant General
Quick Reference
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7. GA DOD Workplace Violence - AWARENESS, RESPONSE & PREVENTION - Quick Reference
COPING WITH THREATS AND VIOLENCE
Detach the card provided and use it as a quick reference guide for documenting and reporting incidents
involving workplace violence. Everyone in your office or worksite, including supervisors and managers,
should follow these same procedures.
Familiarize yourself with the information below so you'll be prepared to handle the situation if you are
confronted by an angry, hostile or threatening customer or co-worker in the workplace.
For an angry or hostile customer or coworker:
Stay calm. Listen attentively.
Maintain eye contact.
Be courteous and patient.
Keep the situation in your control.
For a person shouting, swearing, and threatening:
Signal a coworker, or supervisor, that you need help. (Use a duress alarm system or prearranged
code words.)
Do not make any calls yourself.
Have someone call the supervisor and, base security, or local police.
For someone threatening you with a gun, knife, or other weapon:
Stay calm. Quietly signal for help. (Use a duress alarm or code words.)
Maintain eye contact.
Stall for time.
Keep talking, but follow instructions from the person who has the weapon.
Don't risk harm to yourself or others.
Never try to grab a weapon.
Watch for a possible chance to escape to a safe area.
OBSCENE, HARASSING, OR THREATENING TELEPHONE CALLS
Obscene and harassing callers are primarily interested in generating fear and discomfort. The longer
they keep you listening, the more satisfaction they derive from the call. Some experts say that the person
who uses the phone to verbally harass or embarrass is not likely to follow up with a direct confrontation.
If obscene or harassing calls continue, keep a written record of the day, date, and time; the type of voice
(male/female, pitch, and accent, if any); background noise; what was said; and whether the person gave a
name.
Threatening phone calls should be taken seriously. Report threatening phone calls to your supervisor
and/or agency security, or to the local police department.
COPING WITH STRESS
Job-related stress will never be eliminated, but it can be managed. If you're feeling stress constantly, or
frequently "blowing up" for no reason, then you should discuss the problem with your supervisor or a
counselor. Many times, problems from home are brought to the workplace. The workplace can also cause
stress i.e. a personality conflict with a co-worker, a heavy workload with no time off, or a noisy/
disorganized environment.
If the problems cannot be resolved, consider transferring to another office or a different career field.
Supervisors can also consider creating a peaceful area within the workplace where employees go to take
short breaks. If that's not feasible, allow extra time in the morning by getting up earlier to prevent
rushing to get to work on time. Physical exercise is one of the best ways to reduce stress. Try walking or
jogging before or after work, or during lunch time.
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8. MILIT ARY ONE SOURCE
Voluntary and confidential short-term counseling is available for military members and their families
through Military One Source. Counseling is offered on a variety of issues: military life and deployment;
family and recreation; health and relationships; career and education; financial and legal; crisis and
disasters; and community. Military Once Source can be reached at 1-800-342-9647. Visit
www.militaryonesource.mil for more information on the services they offer.
If a member requires long-term counseling, he/she can also seek help in their community through
city/county, or state offices or through church or private organizations. Look in the local telephone
directory for keywords like "health," "social services," or "counseling," or look for specific churches or
private organizations by name.
WORKPLACE VIOLENCE INCIDENT DESK REFERENCE CARD
Everyone at your worksite, including supervisors and managers, should follow these same procedures.
Make copies, if necessary, so that everyone will have his or her own card.
Information to Gather
I. Date/Time of incident -------
2. Type of Incident
-Physical Violence _
-Threatening Behavior _
-Bizarre Behavior ----
3. Complete in detail (attach sheets if needed):
a. WHO (list all individuals involved)
b. WHAT (detailed description of the incident)
c. WHEN (Date/Time - Start & End)
d. WHERE (Location of where the incident took place)
EMERGENCY PHONE NUMBERS
Write in all ofthe emergency numbers for your area. Keep this card nearby, preferably near your phone
for easy access and quick reference.
BaseSecuriry _
Local Police/Sheriff _
Fire Department _
StatelFederal Health Services Unit -----------
Supervisor or Higher Headquarters
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