Department-wide Support Services (DWSS) Policies & Procedures

Common Terms

The terms listed below are common to policies and procedures issued by the Department's Administrative Services Offices, Director's Office and Fiscal Policy and Analysis. Definitions specific to certain policies may also be found within the policy documents.

In addition, you can find common terms specific to the following offices:

• Human Resources
• Information Security/Privacy

Americans with Disabilities Act (ADA): A comprehensive Civil Rights law enacted in 1990 requiring, in part, for employers to provide reasonable accommodations for qualified individuals with disabilities who are employees or applicants for employment. The reasonable accommodation obligation also extends to the benefits and privileges of employment, such as employer-sponsored training, services, and social functions. The ADA also prohibits discrimination against people with disabilities in state and local government services, public accommodations, transportation, and telecommunication.

Administrative Services (AS): This group serves the entire department with functions that include communications, contracting, facilities, financial services, forms, human resources, information security, information technology and safety.

Appointing Authority: Agency head and any employee designated by the agency head as having power to make appointments to positions in state service and take other personnel actions.

Business Communication: Any communication that occurs during the normal accomplishment of DHS duties or job functions.

Children, Adults and Families (CAF): This DHS office is responsible for administering self-sufficiency and child-protective programs within DHS.

Communication Office: A DHS Administrative Services office responsible for the department's media relations, major internal communication, coordination of the DHS internet Web site, and communication planning and strategy. The office uses communication vehicles that include news releases, messages from DHS leaders to various audiences, Web pages and email list-serves.

Community Partner: An entity, person or organization that serves the interests of same or similar clients as DHS.

Contractor: A private individual, sole proprietor, partnership or corporation that is contractually bound to DHS through a written agreement. Also see Independent Contractor.

Contracts and Procurement, Office of: The Department of Human Services Office of Contracts and Procurement (OC&P) is responsible for purchasing or contracting for services, equipment and supplies.

Department of Administrative Services (DAS): The State of Oregon's central administrative agency.

Department of Human Services (DHS): The State of Oregon's human services agency.

Desktop Computer: A computer designed to fit comfortably on top of a desk. Two common types are the tower model and the table top model.  Table top model computers are broad and low; tower model computers are narrow and tall.  May also be referred to as a Personal Computer.

Director's Office (DO): The DHS Director's Office provides overall guidance and direction for DHS. The director and deputy director have the ultimate accountability for the Department's success in achieving its outcomes.

Document Management, Office of (ODM): The Office of Document Management (ODM) produces and coordinates the publishing of most DHS forms and publications. This office also images DHS records into electronic formats for storage and access by DHS staff.

Employee:

manager/supervisory employee: An individual employed by the Department of Human Services and having authority in the interest of the employer to hire, transfer, suspend, layoff, recall, promote, discharge, assign, reward or discipline other employees, or responsibility to direct them, or to adjust their grievances, or effectively recommend such action.

part-time employee: An individual employed by the Department of Human Services who works less than full-time.

regular employee: An individual employed by the Department of Human Services who completes a specified trial service period following appointment to a position in the classified unrepresented or management service.

Employee Assigned Property: Portable assets and other items checked out to an individual employee.

Facilities, Office of: A DHS Administrative Services office that administers leases, new builds, office space reconfigurations, and telecommunications for DHS offices.

Field Office: Any office that is leased or owned by DHS and is used for providing services to DHS clients.

Finance and Policy Analysis (FPA): This group provides budget and forecasting services, monitors federal and state policies for their impact on the department's budget, and develops the rates paid to providers in DHS programs.

Financial Services, Office of (OFS): The DHS Administrative Services office that provides accounting, payroll and recovery services for DHS offices.

Governor's Advocacy Office (GAO): This office evaluates and resolves issues and concerns of Oregonians about the Department's programs and services.

Health Services (HS): This DHS office administers low-income medical programs, mental health, substance abuse and public health services. The group also maintains the state's vital records and operates Oregon State Hospital and the Eastern Oregon Training and Psychiatric Centers.

Identification Card: State issued identification card from DAS Facilities that has a staff member’s photo and name on it. Also see Key Card.

Independent Contractor: A person or business that provides services to DHS in which the Department neither controls nor has the right to control the means or manner by which the work is performed. DHS may control the results of the services, but not control the means or manner of the Contractor's performance of the work.

Information Security Office: A DHS Administrative Services office responsible for the development and implementation of administrative and technical security measures to protect confidential and sensitive information assets held by DHS.

Information Services, Office of (OIS): A DHS Administrative Services office that assists DHS by planning, providing, maintaining, and supporting the use of computer technology for business functions.

Key Card: An identification card that allows access and/or entry into specific parts of HSB during specific times. Also see Identification Card.

Laptop Computer: A small, portable computer somtimes referred to as a notebook computer, typically with display unit built in - small enough that it can sit on your lap.

Manager: See Employee - manager/supervisory employee

Personal Computer: A laptop or desktop computer plus components such as a monitor, keyboard, mouse, modem and other parts.  A personal computer may be connected to a local area network or be a stand-along workstation.

Photo ID: A piece of identification that has been issued to an individual solely for their use. I.e., drivers license, DMV Identification card, military ID, passport.

Public Record: Record containing information relating to the conduct of the public's business which is prepared, owned, used or retained by the Division or delegated agency. (Stephanie - Check ORS definition.)

Publications: Newsletters, brochures, booklets, posters, reports intended for distribution to the public, media advertisements, presentation materials created for major conferences or other statewide events sponsored by the Department, miscellaneous items such as bookmarks, labels and folders.

Safety and Health Office: A DHS Administrative Services office assigned to provide professional safety services and workers' claims management to OSH, EOTC/PC, SOCP or DHS non-institutional work units.

Seniors and People with Disabilities (SPD): This DHS office is responsible for the administration of programs that increase the independence of, and help protect, seniors and people with disabilities.

Supervisor: See Employee - manager/supervisory employee

Surplus Equipment: Excess equipment no longer used or needed within DHS or equipment that has surpassed its designated lifecycle.

Telephone Service Order (TSO): A request for telecommunications or data services submitted by DHS to DAS.

Worksite: The building in which an employee normally reports to work on a regular basis.

Workspace or Workstation: An office, cubicle or other assigned area where an employee normally carries out work assignments and responsibilities to conduct work on behalf of the Department.

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