Human Resources Order DOJ 1200.1, Part 7: Chapter 7-2, Traumatic Incident Management

A. References.

Statute 5 U.S.C. 552a
5 U.S.C. 7901
DOJ Order DOJ 1200.1, Part 7, Chapter 1, Employee Assistance Program
Guidance OPM Handbook--Dealing with Workplace Violence: A Guide for Agency Planners
Key Terms Traumatic incident management
Peer support program
Traumatic incident

B. Policy.

  1. Each Component may elect to make available a Traumatic Incident Management (TIM) program for its employees. The Component Employee Assistance Program (EAP) Administrator is responsible for administering and managing TIM operations, including the design and purpose of any Peer Support program initiated, related training, and the supervision of Peer Support personnel.
     
  2. A Component that elects to offer a TIM program must develop related policy and procedures that meet the needs of its respective employee population. The purpose of a TIM program is, through education and other group or individual interventions, to prevent or mitigate the negative psychological and physical effects from exposure to a traumatic incident.
     
  3. Scope of Services. Each Component shall define its TIM program's scope of services, including after-hours procedures and eligibility. Services may include, but are not limited to, those included in the definition of "traumatic incident management" in Appendix I of this Order, Human Resources Dictionary.
     
  4. Duties and Responsibilities:
     

    1. Assistant Attorney General for Administration (AAG/A). Establishes basic Department of Justice TIM policies.
       
    2. Deputy Assistant Attorney General for Human Resources and Administration (DAAG/HRA). Ensures that the designated Component EAP Administrators plan and provide for TIM services for Department Components, as may be appropriate.
       
    3. Director, Human Resources Staff, JMD. Ensures the designation of the JMD EAP Administrator, who, among other responsibilities, provides TIM services for the Offices, Boards and Divisions (OBDs) as needed. Advises the DAAG/HRA on matters related to Component TIM performance.
       
    4. Deputy Director, Human Resources Staff, JMD. Oversees the work of the JMD EAP Administrator as it relates to TIM services. Provides guidance and support for Departmentwide TIM services.
       
    5. Program Manager, Employee Assistance Program, Human Resources Staff, JMD (JMD EAP Administrator).
       

      1. Acts as the Administrator of the JMD TIM Program.
         
      2. Proposes and develops overall Departmentwide TIM policy; represents the Department in liaison with national, state, and community agencies, both public and private, on matters concerning TIM issues where Departmentwide attention and coordination are required; and approves Component TIM policy statements.
         
      3. Establishes, maintains, and provides TIM services for the OBDs and other Components within the Department when the economy of scale (number of employees) makes such arrangements cost-effective, or as may be otherwise needed by the Department.
         
      4. Develops and coordinates, with the assistance of the Component EAP Administrators or TIM Administrators, a Departmentwide EAP TIM response following acts of terrorism or other disasters affecting Department personnel or facilities.
         
    6. Component Heads. Component heads are encouraged to inform their employees of the TIM policies and procedures that apply to them. The head of a Component that has an internal EAP shall consult with the Component EAP Administrator to determine whether a Component TIM Program should be established, and, if so, shall ensure that its policies and procedures meet the needs of its employees.
       
    7. Component EAP Administrator. If it is determined that a Component will have a TIM program, the Component EAP Administrator shall write the Component's TIM policy statement and shall be responsible for all TIM operations, including the design and purpose of any Peer Support program initiated and the supervision of Peer Support personnel. The Administrator is also responsible for ensuring that all TIMinformation that may identify employee users or their traumatic experiences is held in confidence within the limitations of prevailing policy, regulation and law.
       
    8. Labor Organizations. Labor organizations are encouraged to inform bargaining unit employees of the TIM protocol.
       
    9. Managers/Supervisors. Upon learning of an employee's involvement in a traumatic incident, managers are encouraged to follow the TIM protocol for their respective EAP.
       
  5. Traumatic Incident Response.

    In most circumstances, an employee involved in a traumatic incident will be offered TIM services to minimize the potential of psychological injury. Participation in individual or group TIM counseling is strictly voluntary, and an employee may decline such services. As soon as possible following the event, managers and supervisors shall make every effort to implement their EAP TIM protocol and assist in coordinating an appropriate EAP TIM response. TIM services may be extended to the employee's family, extended family and others as the circumstances warrant and resources allow. The family's utilization of TIM services is at the discretion of the employee or family member. TIM services should be provided based on the needs of the affected employee and as determined clinically appropriate. EAP-provided TIM services may be on government time without charge to leave, depending upon the needs of the affected employee and consistent with law, rule, regulation, and appropriate Department policies. However, TIM services provided to an employee on government time must be coordinated with the employee's immediate supervisor.
     

  6. Peer Support Program.
     

    1. Peer Support (PS). Any Component that establishes a PS program must do so under the auspices of the EAP Administrator. The EAP Administrator is the sole manager of the Peer program.
       
    2. PS Policy and Purpose. At a minimum, PS programs shall have well-defined purposes, policies, goals, procedures, and training. The program shall define the peer selection process and a protocol for supervising and removing peers for cause and maintain an up-to-date roster of certified peers. PS members are volunteers.
       
    3. PS Training. PS programs shall establish a training curriculum that, at a minimum, includes: core performance elements; duties and responsibilities in carrying out the TIM protocol; an understanding of post-traumatic stress disorder and related symptomology; the concept, benefit and limitations of the TIM model; confidentiality parameters; death notification protocol, if applicable; ethical standards; and a certification system. Training is mandatory for any employee wishing to become a PS member. Training shall include role-playing that simulates the trainee's real-life PS skill requirements. Initial training shall be a minimum of 32 hours. Additionally, post certification training should be considered each year if funding permits.
       
    4. Certification. The EAP Administrator for each respective PS program shall develop a certification system. The EAP Administrator shall certify each PS trainee upon their successful completion of the required training and related testing as may be established.

    C. Documentation and Reporting.

    1. Record. In order to encourage individuals to participate in TIM services, Components may not establish a TIM system of records which in any way identifies the individuals who have sought or received TIM services due to a traumatic event. PS members may not keep records or notes pertaining to any individual they may have assisted while carrying out their official duties as a PS member. Components shall maintain administrative records regarding TIM services they provide. These records cannot include identifying information, but shall include the types of activities and services provided by the TIM, the dates they were provided, and the number of individuals served.
       
    2. TIM Program Confidentiality. Information obtained about an employee during any TIM service by peers, TIM support personnel, chaplains, EAP personnel, or any other individual, is considered confidential and may not be shared with any non-TIM person, except as provided by paragraph C.5.a. or b. of the Human Resources Order DOJ 1200.1, Part 7, Chapter 1, Employee Assistance Program. TIM personnel who provide individual or group interventions following a traumatic incident must advise recipients who receive such services that confidentiality, while honored within the program as described above, cannot be assured in group settings or when provided by anyone not a licensed mental health counselor.
       

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