107 Third Party Involvement in Employment Issues

Georgia State Seal

Georgia Department of Human Services
Human Resources Policy #107

Third Party Involvement in Employment Issues

Release Date:

September 1, 2003

Revised Date:

February 6, 2026

Next Review Date:

February 5, 2028

References:

DHS Human Resources Policy #1501 — Classified Employee Complaint Procedure
DHS Human Resources Policy #1502 — Unclassified Employee Complaint Procedure

It is the policy of the Department of Human Services (DHS) to maintain contact and relations with DHS employees on an individual and direct basis and not through third party individuals, representatives or unions.

​Section A: Employee Concerns

  1. Employees are encouraged to communicate work-related concerns to their supervisor for possible resolution prior to filing a complaint. Supervisors are encouraged to engage in active listening, communicate clearly and directly with employees, and be open to an employee’s recommendations in addressing work-related concerns. Supervisors should not discourage an employee from filing a complaint if he/she prefers to do so or if the concern remains unresolved. Employees may also contact their designated Human Resources Representative or the Office of Human Resources (OHR) for assistance.

    Supervisors should immediately notify the designated Human Resources Representative following the receipt of an employee complaint.

​Section B: Third Party Intervention Restricted

  1. DHS does not recognize, express or implied, any third-party involvement in any matter pertaining to employment issues or management of DHS staff.

    Third parties include, but are not limited to, attorneys, employee’s relatives, friends, acquaintances, representatives of professional associations and labor organizations. Any person who is not considered in a “need-to-know” status.

  2. Unless specific exceptions are authorized, as outlined in Paragraph 3(b) below, supervisors will not meet, confer, negotiate nor engage in any discussions with third parties regarding DHS employment matters. This policy applies whether the third party is a non-employee or an employee who is asked to or claims to represent another employee.

  3. Discussions with third parties are permitted under the following circumstances:

    1. When the OHR Deputy Commissioner or designee has authorized such discussions.

    2. DHS staff (e.g., OIG/OGC) whose job responsibilities may require such contact in conducting licensing, internal, civil rights investigations, audits, etc.

    3. Officials representing DHS may discuss employment matters with attorneys or representatives from enforcement agencies such as in hearings conducted by the Office of State Administrative Hearings and investigations conducted by the Georgia Commission on Equal Opportunity or the U.S. Equal Employment Opportunity Commission.

      Supervisors are to contact OHR prior to engaging in discussions with third parties regarding employment matters.

    4. In accordance with DHS Complaint Resolution Procedures, an employee and/or supervisor involved in a complaint request that another DHS employee acts as a DHS Third Party Representative in a complaint hearing.

      While the DHS Third Party Representative must be a DHS employee, they cannot be the designated Human Resources Representative.

​Section C: Intervention Procedures

  1. The following procedures are to be used for managing third party efforts to intervene in employment matters:

    1. The third party is to be advised in a courteous manner of DHS policy. Employment matters are not to be discussed.

    2. Any efforts of third parties to intervene in employment matters should be immediately reported to DHS officials such as Division/Office leaders and OHR Deputy Commissioner or designee.

​Section D: Solicitation Activities & Access Rights

  1. Access to DHS facilities for solicitation activities shall be requested in writing no less than 48 hours in advance. There shall be no solicitation on property owned by the State of Georgia except as authorized.

  2. Access for solicitation activities shall be limited to one (1) visit per facility per month and two (2) visits per facility per three (3) month period. Access for solicitation activities shall be limited to designated conference rooms or similar internal areas as designated by DHS.

  3. All requests for third party access to DHS facilities in accordance with this section are to be forwarded to, and coordinated with, the OHR Deputy Commissioner or designee.

    Violation of these conditions of access may result in suspension or termination of access privileges.

​Section E: Bulletin Boards

  1. It is recommended that DHS organizational units designate “official” bulletin boards that are used solely for official work-related purposes. Postings on “official” bulletin boards should include notices required by law, rules and DHS policies, program and service-related announcements, employment opportunities, and other employment-related matters.

    A complete list of required notices that should be posted on official bulletin boards is available on the federal Department of Labor website. The posters can be downloaded from this site.

  2. Employee bulletin boards should be designated for professional associations, employee organizations, and employee general interest purposes. Items posted should be restricted in size and duration of posting.

  3. Items should not promote a particular political, moral, religious, personal or other opinion. Items which are obscene, vulgar, offensive or inflammatory are prohibited. Management reserves the right to restrict posting and the right to remove any item which contains false, misleading or inappropriate information.

  4. In the case of official and employee bulletin boards, staff should be assigned to ensure compliance with this policy.

For additional information or assistance, please contact your designated Human Resources Representative.