DCYF Policy and Procedures Definitions List

12-passenger full size van means a full-size van with a maximum seating capacity of 12 passengers. The longer 15-passenger full size van configured with 12 seats or less is not considered a 12-passenger full size van. (AP)

15-passenger full size van means an extended version is a full-size van designed to accommodate up to 15 seats. Fifteen- passenger full size vans are subject to the rollover warnings by the National Highway Traffic Safety Administration (NHTSA). (AP)

24-Hour deposit rule means the rule requiring each state agency to transmit all funds received on the preceding business day to the Office of the State Treasurer (OST), unless there is an approved waiver. (AP)

Abandonment means action or inaction by a person or entity with a duty of care for a vulnerable adult that leaves the vulnerable person without the means or ability to obtain necessary food, clothing, shelter, or health care, per RCW 74.34.020. (AP)

Abuse, for the purpose of the DCYF Administrative 2.01 Mandatory Reporting Requirements policy, Definitions Pertaining to Vulnerable Adults, means the same as defined in RCW 74.34.020. (AP)

Abuse or neglect means the same as defined in RCW 26.44.020. (AP)

Access online means the credit card company’s website to track card use, payment status, file disputes, and perform other accounting and reporting activities. (AP)

Accidents means incidents that happen unexpectedly and unintentionally, typically resulting in damage or injury; events that happen by chance or without apparent or deliberate cause. (AP)

Accommodations means the modification or adjustment to a policy or service that enables an individual with a disability to have equal access. (AP)

Account managers means designated employees responsible for monitoring the appropriate use and timely payments of the credit card managing accounts. (AP)

Actual hours worked means for: 

• Non-represented and Washington Federation of State Employees bargaining unit members, a part-time employee's seniority date is calculated by determining the number of actual hours worked, to include all overtime hours and hours in paid status (e.g., paid holidays and leave hours), excluding compensatory time off.
• Service Employees International Union 1199 bargaining unit members, a part-time employee's or on-call nurse's seniority date is calculated based on actual hours worked. 
  (AP)

Ad hoc advisory groups means advisory groups that are temporarily formed or used for specific or immediate problems or needs and where no reimbursement or compensation is provided by DCYF. (AP)

Advantageous means direct non-financial, work-related benefits accruing to the state. (AP)

Advisory groups, for the purpose of the DCYF Administrative 1.06.07 Travel Credit Cards policy, means boards, commissions, councils, committees, or groups created using another title and functioning in the same capacity. (AP)

Advisory groups means groups, e.g., boards, commissions, councils, or committees established by an agency, executive, legislative, or judicial branch to participate in state government related areas primarily in an advisory, coordinating, or planning capacity. (AP)

Affected groups means groups that must be included in affirmative action plans and may be beneficiaries of affirmative action programs. Affected groups include Blacks, Asians, Pacific Islanders, Hispanics/Latinos, Native people/Alaska Natives, women, persons aged 40 and over, persons with disabilities, Vietnam-era veterans, and disabled veterans. (AP)

Affected individuals means individuals who have identified an event in which litigation may be reasonably anticipated, or who have received a litigation hold notice or discovery request from the Office of the Attorney General (AGO) or the discovery manager. (AP)

Affirmative action plans means results-oriented programs to which employers commit their good faith efforts to attain and maintain equal employment opportunity. (AP)

Affirmative action programs means programs designed to ensure equal opportunity through procedures and active good faith efforts to correct underutilization of qualified affected group members. It does not mean any sort of quota system. (AP)

Agency Contracts Database (ACD) means the system used by DCYF for producing, tracking, and monitoring non-Early Learning Division contracts. (AP)

Agency Financial Reporting System (AFRS) means the Washington State’s official accounting system. (AP)

Agency Records Request Tracking System (ARRTS) means the tracking system and database maintained by DCYF to document, monitor, and track public records requests. (AP)

Agency transportation officer (ATO) means the Financial and Business Services Division employee who is responsible for the management of all DCYF-owned and DES leased vehicles used by DCYF. (AP)

AGO representative means staff from the Attorney General’s Office assigned to manage legal matters involving DCYF and the State of Washington. Typically, this is an assistant attorney general (AAG), paralegal, legal assistant or an investigator. (AP)

Aiden's Act means the law that requires DCYF to review employees’ work against policy, rule or state statute with near fatality cases associated with Child Protective Services Investigations. (AP)

Airline itinerary detail report means the Access Online report that includes the same data as the travel itinerary provided by state contracted travel agents and airlines. It is also considered the travel itinerary. (AP)

Alcohol means an intoxicating agent in beverage alcohol, ethyl alcohol, or other low molecular weight alcohols, including methyl and isopropyl alcohol. (AP)

Alternative commute modes means any of the following: 

• Carpools or vanpools with arrangements for a group of at least two, but not more than 15 people, including passengers and a driver, is transported between their place of residence or a specified location near their residence and their official duty station where the driver is also on the way to or from their place of employment. 
• Buses, ferries, or other public transportation services. 
• Non-motorized means of commuting such as bicycling or walking. 
  (AP)

American Sign Language (ASL) means a complete, natural language that has the same linguistic properties as spoken languages, with grammar that differs from English. ASL is expressed by movements of the hands and face and is the primary language of many North Americans who are Deaf and hard of hearing. ASL is also used by many hearing individuals as well. (AP)

Annual Action Plan and Year in Review Progress Report means the DCYF Administrative 10.03 Tribal Consultation matrix submitted annually to the DCYF OTR to record the work DCYF is doing with the Native nations and RAIOs in each region. (AP)

Annual audit plan means a risk-based plan of scheduled audits of specific divisions or programs. (AP)

Applicants means individuals who have submitted a formal application for a job announcement. (AP)

Application extender (AX) means the official records retention system for all Agency Financial Reporting System (AFRS) documents. (AP)

Appointing authorities means employees lawfully authorized with delegated authority by the secretary to appoint, transfer, layoff, reduce, dismiss, suspend, or demote employees. (AP)

Appointment rights means an employee’s, intern’s, work study student’s, or selected candidate’s right to be appointed to a vacant funded position based on law, rule, or agreement. (AP)

Approved electronic signature method means an electronic signature method that has been approved by the chief financial officer and all applicable state and federal laws, and which specifies the form of the electronic signature, the systems and procedures used with the electronic signature, and the significance of the use of the electronic signature. (AP)

Approved Software means software approved by the chief information officer, or one of the following actions occurred: 

• A license for an employee or contractor has been given permission to use the software by their DCYF supervisor or as authorized in their contract; or 
• The manufacturer has given written permission to DCYF to use the software and the DCYF information security office employees have reviewed the software for compliance with the DCYF IT security requirements and approved its use on IT resources. This may include specific limitations on use or required configuration settings, etc. 
  (AP)

Asexual or Ace means the lack of a sexual attraction or desire for other individuals. (AP)

Assaults means unauthorized touching of an employee, volunteer, intern, or work study student by a resident, patient, client, or juvenile offender resulting in physical injury while discharging their assigned duties. (AP)

Assault benefits means benefits payable to employees, volunteers, interns, and work study students by DCYF to reimburse them for lost wages that are not eligible for reimbursement through the Department of Labor & Industries. (AP)

Assault benefits, for the purpose of the DCYF Administrative 11.16 Transitional Return to Work policy, means benefits payable to employees, volunteers, interns, and work study students by DCYF to reimburse them for lost wages that are not eligible for reimbursement through the Department of Labor and Industry (L&I). Certain criteria must be met prior to approval of reimbursement as identified, per RCW 72.01.045 or RCW 74.04.790. (AP)

Assets means equipment owned by DCYF or purchased for or by contractors or subcontractors if DCYF retains an interest in the equipment and information technology (IT) equipment leased from the Department of Enterprise Services (DES) or a DES- approved vendor. (AP)

Asset management means the combination of financial, inventory, and contractual functions to optimize spending and support the equipment lifecycle and planning. (AP)

Assignment pay means additional pay to compensate employees, interns, and work study students for assigned work duties that exceed the ordinary work requirements for their position. (AP)

Assistive Communication Technology (ACT) or Assistive Listening System (ALS) means a device or system that delivers sound directly to the listener’s ear, eliminating noise, distance, and echoing problems. Each system consists of a transmitter with a microphone used at the sound source and may be connected into an existing amplification system or used alone. ACT equipment is used with or without hearing aids and to help individuals with hearing loss to better understand speech. There are three types of ACT equipment: 

• FM radio. 
• Infrared light. 
• Induction Loop that is electromagnetic. (AP)

Assistive technology means products, devices, or equipment used to maintain, increase or improve effective communication including, but not limited to: 

• Visual signaling alerts, e.g., telephones, doorbells, alarm clocks. 
• Visual signaling alarms. e.g., carbon dioxide or fire alarms. 
• Assistive communication technology (ACT), e.g., FM radio, Infrared light, Induction Loops. 
• Specialized telecommunication equipment. 
• Screen readers. 
• Touch screen devices. 
  (AP)

Attorney General’s Office (AGO) representatives means employees from the AGO assigned to manage legal matters involving DCYF and Washington State. Typically, they are assistant attorney generals (AAGs), paralegals, legal assistants, or investigators. (AP)

Audit findings means the results of the audit identifying deficiencies in operations or procedures. (AP)

Audits means an objective examination of evidence for the purpose of providing an independent assessment on agency governance, risk management, and control processes. Audits provide DCYF division and office leadership with objective and timely information to assist them in decision making and meeting the goals of DCYF. (AP)

Audit techniques means methods to obtain audit evidence and include, but not limited to, interviewing staff, performing a walk- through of the task or procedure, verifying controls in place are working as expected, performing reconciliations, tracing financials to their source documents, performing transaction testing, observe staff doing the job, sending out surveys and assessing survey results, performing recalculations, identifying patterns, testing transactions for authenticity, etc. (AP)

Authorized employees means the secretary’s direct reports whose job descriptions include supervisory or policy implementation duties, deputy secretaries, and the deputy secretaries’ direct reports whose job descriptions include supervisory or policy implementation duties. (AP)

Authorized passengers means individuals authorized by the DCYF office or division leadership or designees to ride as passengers in a state vehicle driven by a state driver conducting official state business. Authorized passengers can include work study students, interns, volunteers, contractors, clients, and private citizens. (AP)

Auxiliary aids and services means a wide range of services and devices that assist with effective communication. The type of auxiliary aid or service necessary to assist with communication varies by individual according to the length and complexity of the communication involved and examples for auxiliary aids and services for individuals who: 

•  Are Deaf or hard of hearing, including but not limited to: 
  • Qualified interpreters in-person or through video remote interpreting (VRI) 
  • Notetakers
  • Communication Access Realtime Translation (CART) 
  • Written materials and exchange of written notes only for short, simple communication 
  • Hearing aid-compatible amplified telephones 
  • Caption decoders, open and closed captioning, including real-time captioning
  • Telecommunications devices for the Deaf (TTY/TDD)
• Have both vision loss and hearing loss, including but not limited to: - Qualified Pro-Tactile, tactile or close vision Interpreters
  • Qualified readers
  • Taped texts
  • Audio recordings
  • Magnification devices
  • Braille or large print materials
  • Service animals
  • Are speech disabled, including but not limited to:
  • TTY/TDD
  • Computer terminals
  • Speech synthesizers
  • Communication boards or other communication devices
  • Artificial larynxes
  • Are Blind or have vision loss, including but not limited to:
  • Screen reader software
  • Magnification software
  • Audio recordings
  • Brailed materials
  • Optical readers
  • Braille or large print materials
  • Service animals
• Are speech disabled, including but not limited to:
  • TTY/TDD
  • Computer terminals
  • Speech synthesizers
  • Communication boards or other communication devices
  • Artificial larynxes
• Are Blind or have vision loss, including but not limited to:
  • Screen reader software
  • Magnification software
  • Audio recordings
  • Brailed materials
  • Optical readers 

(AP)

Background information means the information obtained through a Washington state or Federal Bureau of Investigation (FBI) background check which may contain criminal history record information as well as civil findings made by a court, government agency, or a licensing board. (AP)

Base fees means the amount of fee or payment that is set in rule or statute for goods or services provided by DCYF. Examples of these base fees are license fees, civil penalties, background check fees, etc. (AP)

Batch transactions means a grouping of financial transactions that are uploaded into Agency Financial Reporting System (AFRS) for processing. (AP)

Biases means judgements or preferences toward or against one group over another.

• Implicit or unconscious biases are biases that affect an individual’s attitudes and actions without them realizing it.
• Explicit or conscious biases are biases individuals know they have and may use purposefully. 
  (AP)

Bidders means individuals or entities who submit bids, quotations, or proposals in response to a solicitation issued for such goods or services by DCYF, per RCW 39.26.010. (AP)

Bids means offers, proposals, or quotes for goods or services and related materials prepared and submitted by a bidder in response to a procurement. The terms bid, quotation, and response are all intended to mean the same thing. (AP)

Biometric identifiers means any information, regardless of how it is captured, converted, stored, or shared, based on an individual’s retina or iris scan, fingerprint, voiceprint, Deoxyribonucleic Acid (DNA), or scan of hand or face geometry, except when such information is derived from information captured from a patient in a health care setting or information collected, used, or stored for health care treatment, payment, or operations under Health Insurance Portability and Accountability Act (HIPAA) or other exclusions in RCW 40.26.020. (AP)

Bisexual or Bi means individuals who have an emotional or physical attraction to individuals of the same and different genders. (AP)

Bloodborne Pathogens (BBP) means diseases and bacteria that are present in human blood and can cause disease in humans. These pathogens include, but are not limited to, the hepatitis B or C virus and human immunodeficiency virus (HIV). (AP)

Borrowers means DCYF employees who are seeking loan forgiveness through the Public Service Loan Forgiveness (PSLF) Program. (AP)

Break-in-service means employees have a break in continuous state service if they are separated, dismissed, or resign from state service. A furlough for the purpose of a temporary layoff outlined in WAC 357-46-063 is not considered a break in continuous state service. (AP)

Building Manager means the primary building contact for a Facility/Campus to the Lessor, other building tenants, and FOU staff for day-to-day and on-going issues. This position may have other responsibilities outside of these functions and may have responsibilities for multiple facilities. (AP)

Business needs means the requirements DCYF must follow to achieve the agency’s goals and objectives. (AP)

Businesses owned and operated by Individuals with disabilities means for-profit businesses certified, per chapter 39.19 RCW, as being owned and controlled by individuals who have been either determined by: 

• The Department of Social and Health Services (DSHS) to have a developmental disability, as defined in RCW 71A.10.020.
• An agency established under Title I of the federal Vocational Rehabilitation Act to be or have been eligible for vocational rehabilitation services.
• The federal Social Security Administration (SSA) to be or have been eligible for either social security disability insurance or supplemental security income; or
• The U.S. Department of Veteran Affairs (VA) to be or have been eligible for vocational rehabilitation services with service- connected disabilities, per 38 U.S.C. Sec. 31 et seq. 
  (AP)

Campaign leader means a designated employee that acts as the lead Combined Fund Drive (CFD) volunteer for DCYF. (AP)

Capital Asset Management System (CAMS) means the agency inventory system used for tracking assets that meet inventory criteria such as capital assets, small and attractive assets, and leased assets. (AP)

Capital assets means tangible or intangible assets held and used in state operations that have a service life of more than one year and meet the state’s capitalization policy. Refer to SAAM 30.20.20. (AP)

Captioning means the text display of the spoken word, that includes open or closed captioning formats on broadcasts, recorded media, and live captioning. (AP)

Card custodians means designated employees assigned to be responsible for safeguarding, storing, issuing, and tracking purchasing and travel cards, gift cards, stored value cards, and account numbers. (AP)

Card managers means designated employees responsible for monitoring the appropriate use and verifying gift cards and stored value cards are properly stored and distributed. (AP)

Card statements means the detailed itemized monthly statements of card charges provided by the credit card company. (AP)

Card User Agreement form means that the card user has read and understands the policies and procedures of Washington state and DCYF relative to card use and agrees to comply with those policies. (AP)

Card users means DCYF employees approved to use a credit card and have completed the required DES mandatory credit card trainings. (AP)

Caretakers means permanent DCYF employees who have completed the probationary period and volunteer to care for infants during work hours when the parent is unavailable for the DCYF Infant’s at Work Program. (AP)

Caring for dependents, for the purpose of the DCYF Administrative 11.10 Mobile and Modern Workplace policy, means caring for a dependent who requires assistance with basic daily tasks during the scheduled workday such as a parent, sibling, parent in-law, spouse, registered domestic partner, grandparent, grandchild, minor or dependent child, or child. (AP)

Carpools means motor vehicles occupied by two to six people traveling together for a commute resulting in the reduction of at least one vehicle trip. In addition: 

• People under age 16 commuting in a carpool do not count as commuters because they do not eliminate a vehicle trip.
• Taking children to and from childcare or school does not equal a carpool. Not all members of the carpool need to be state employees.
• Family members commuting together are considered a carpool. 
  (AP)

Central Travel Account (CTA) means a central billing account used to pay for travel expenses. No physical card is issued. (AP)

Certified businesses means businesses or the status of businesses that have been examined by the Washington State Office of Minority and Women’s Business Enterprises (OMWBE) and deemed to be a Minority Business Enterprise (MBE), a Women’s Business Enterprise (WBE), a Minority Women’s Business Enterprise (MWBE), a Combination Business Enterprise (CBE), or a Socially and Economically Disadvantaged Business Enterprise (SEDBE), per chapter 39.19 RCW. (AP)

Certified candidates means qualified candidates, resulting from recruitment processes, included on the certified lists created by the Human Resources Division Talent Acquisition Unit specialists for hiring supervisors. (AP)

Certified or Authorized interpreters for spoken languages means individuals who passed the required interpreter examination offered by Department of Social and Health Services (DSHS) Language Testing and Certification Programs (LTC) or passed a DCYF-recognized interpreter examination offered by another organization. (AP)

Certified Deaf Interpreters (CDI) means individuals who are Deaf, deaf, or hard of hearing and have demonstrated knowledge and understanding of interpreting, deafness, the Deaf community, and the Deaf culture. Individuals certified as deaf interpreters have specialized training or experience in the use of gestures, mime, props, drawings, and other tools to enhance communicating. (AP)

Certified lists means lists of qualified candidates, resulting from recruitment processes, which are provided by the Human Resources Division Talent Acquisition Unit HRD specialists to hire supervisors for consideration in assessment processes. (AP)

Change accounts means accounts used solely for making change in over-the-counter cash transactions. (AP)

Chemical restraint, for the purpose of the DCYF Administrative 2.01 Mandatory Reporting Requirements policy, Definitions Pertaining to Vulnerable Adults, means the same as defined in RCW 74.34.020. (AP)

Chief Information Officer (CIO) means the employee in the DCYF Information Technology Division (ITD) with executive authority serving as the department’s principal advisor on the effective application of IT to meet DCYF’s business needs. (AP)

Child care centers means agencies that regularly provide early childhood education and early learning services for a group of children for periods of less than twenty-four hours, per RCW 43.216.010. (AP)

Child placing agencies (CPAs) means agencies or Native nations licensed to place children or youth for foster care or adoption and may be contracted by DCYF to provide professional therapeutic foster care (PTFC) services. (AP)

Children or youth, means individuals who are one of the following: 

• Younger than age.
• Up to age 21 and enrolled in services through the department of social and health services (DSHS) developmental disabilities administration (DDA) the day prior to their 18th birthday and pursuing either a high school or equivalency course of study (GED/HSEC), or vocational program. 
• Up to age 21 and participating in the extended foster care (EFC) program.
• Up to age 21 with intellectual and developmental disabilities.
• Up to age 25 and under the custody or supervision of juvenile rehabilitation division (JRD). 
  (AP)

Children’s Trust Account means the account for use by the Council on Child Abuse and Neglect to assist private and public agencies in identifying and establishing community based educational and service programs for the prevention of child abuse and neglect. (AP)

Cisgender or Cis means individuals whose gender identity and gender expression matches the gender typically associated with their sex assigned at birth. (AP)

Claims managers means the Washington State Department of Labor and Industry (L&I) representatives assigned to adjudicate claim decisions on industrial insurance claims including claim allowance, claim rejection, compensation, closure and authorized treatment. (AP)

Classified services means Washington General Service (WGS) positions and Washington Management Service (WMS) positions. (AP)

Client funds means money that is held for a DCYF client or that belongs to a client. (AP)

Client-level data means any personal information or data about an individual client, usually referring to data in a dataset. (AP)

Client properties means personal properties belonging to clients or residents. (AP)

Client service contracts means contracts for services provided directly to DCYF clients, per RCW 39.26.010. (AP)

Client services means services provided directly to DCYF clients, per RCW 39.26.010. (AP)

Clients means individuals who are the beneficiaries of services or benefits from DCYF. This term includes but is not limited to consumers, recipients, applicants, parents, youth, and children involved with DCYF. Clients include individuals who previously were the beneficiaries of services or benefits and individuals applying for benefits or services. (AP)

Client's primary or preferred language means the language a client identifies as the language in which they want to communicate verbally or in writing with DCYF. (AP)

Close personal relationships means a relationship of a romantic or sexual nature. (AP)

Closure for facilities means prevention of partial or complete access, occupation, or use of a building or section of a building from which DCYF mission essential functions are provided or directly supported. (AP)

Co-located employees, for the purpose of the DCYF Administrative 11.25 Child Care Licensing or Approval, Program Payments and Enrollment, Foster Care Licensing, Placement, and Adoption for DCYF Employees policy and the DCYF Administrative 13.06 Records Management and Retention policy, means state employees, interns, or work study students who work for another agency, either permanently or temporarily, and who have access to the DCYF electronic record systems, hard-files, or shared work areas. (AP)

Combined Fund Drive (CFD) means the Washington State workplace giving program for active and retired public employees to donate to local, national, and global charities. It is administered by the Washington Office of the Secretary of State. (AP)

Combined Fund Drive (CFD) campaign means the period of organized solicitation of state employees and public agency retirees. This solicitation is conducted to obtain voluntary contributions, donations, and charitable commitments to be allocated to approved, not-for-profit participating organizations and federations. State agencies or institutions of higher education have the flexibility to conduct a CFD campaign once a year. (AP)

Combined Fund Drive (CFD) volunteers means any state or higher education employees chosen to represent the CFD and run the CFD campaign at their respective agency or higher education institution. They may be referred to as volunteers, campaign leaders, or local coordinators. (AP)

Coming out means the process in which individuals first acknowledge, accept, and appreciate their sexual orientation, gender identity, or gender expression (SOGIE) and begin to share with others. (AP)

Commercial lodging facilities means businesses, non-profits, or governmental entities that provide lodging accommodations for a fee. Commercial lodging facilities other than hotels must be supported by a tax ID number and must be available to the public to qualify as commercial lodging. Reimbursement for lodging at a private residence not meeting the criteria above is not allowed. (AP)

Communication Access Realtime Translation (CART) means live captioning on-site or remote captioning on a computer system in real-time. The certified CART provider listens to the speaker and instantaneously transcribes speech to text. The captioning is projected on a screen or computer or incorporated on the same screen as a PowerPoint presentation. CART is generally used at public meetings, events, forums, and conferences. (AP)

Communications or marketing purposes means sharing information internally within the agency, e.g., presentations, flyers, digital signage, and intranet, or sharing externally to the state government or public through publications, e.g., newsletters, brochures, posters, and social media. (AP)

Commuter Trip Reduction (CTR) programs means programs that encourage employees, interns, and work study students to reduce their vehicle trips by:

• Using more sustainable commute options, such as buses, vanpools, carpools, biking, and walking.
• Teleworking or having flexible work schedules. 
  (AP)

Commutes means trips made from an employee’s, intern's, or work study student's place of residence or a specified location near their residence to their official duty station. (AP)

Companions means any family members, friends, or associates of an individual seeking or receiving DCYF services. (AP)

Comparable positions means positions with the same employment terms and conditions. (AP)

Compensation means anything of economic value, regardless of form, that is paid, loaned, granted, or transferred, or promised to be paid, loaned, granted or transferred, or in consideration of services to any individual, partnership, association, corporation, firm, institution, or other entity, whether or not it is operated for profit. (AP)

Competitive contracting means the process by which classified employees may compete with businesses, individuals, non-profit organizations, or other entities for the performance of services those employees have customarily and historically performed per RCW 41.06.142 and WAC 200-320. (AP)

Competitive procurement means the documented formal process providing an equal and open opportunity to bidders and culminating in a selection based on predetermined criteria, per RCW 39.26.010. (AP)

Competitive procurement or competitive solicitation documents means documents that outline the requirements and processes for submitting proposals or bids to acquire services or goods that DCYF desires and are released to prospective bidders or other interested individuals. They include requests for proposals (RFPs), requests for qualifications and quotation (RFQQs), requests for qualifications (RFQs), request for bids (RFBs), and requests for applications (RFAs). (AP)

Competitive recruitment process means a recruitment process that includes, at a minimum, the following: 

• Advertisement of the vacancy on careers.wa.gov for a minimum of seven calendar days.
• Interviewing candidates. 
  (AP)

Competitive solicitation means a documented formal process providing an equal and open opportunity to solicit bidders and culminating in a selection based on predetermined criteria per RCW 39.26.010. (AP)

Complaints, for the purpose of the DCYF Administrative 2.02 Complaint Resolution policy, means a constituent’s expression of dissatisfaction with DCYF and clearly request a response or resolution. (AP)

Complaints, for the purpose of the DCYF Administrative 4.02 Competitive Procurement of Goods and Services policy, means a process that may be followed by a bidder prior to the deadline for bid submission to alert DCYF of certain types of asserted deficiencies in the solicitation per RCW 39.26.170. (AP)

Confer or conferring means engaging in an open and free exchange of information and opinions that leads to mutual understanding and comprehension and emphasizes trust, respect, and shared responsibility. (AP)

Conference and meeting room agreements means agreements between a vendor and DCYF to provide conference or meeting room space that will be provided in exchange for payment. Details may include room space, equipment usage, and refreshments. (AP)

Confidential information means information that is protected by state or federal laws, including information about DCYF clients, employees, volunteers, interns, work study students, vendors, or contractors that is not available to the public without legal authority. This includes client records. Information is categorized into the following four areas:

• Category 1: Is public information that can be released to the public. It does not need protection from unauthorized disclosure but does need protection from unauthorized changes that may mislead the public.
• Category 2: Is sensitive information that is not specifically protected by law, but is limited to official use only, and protected against unauthorized access. This data is available through public disclosure requests.
• Category 3: Is confidential information that is specifically protected by law and not available through public disclosure requests. It includes:
  • Personal information about clients, regardless of how the information is obtained, per RCW 42.56.590 and RCW 19.255.010. 
  • Information concerning employee payroll and personnel records, per RCW 42.56.250.
  • Lists of individuals for commercial purposes as defined in RCW 42.56.070.
  • Sensitive personal information of family child care providers per RCW 43.17.410, RCW 42.56.640, and RCW 43.216.089.
  • Information about the infrastructure and security of computer and telecommunication networks as defined in RCW 42.56.420.
• Category 4: Is confidential information that requires special handling, including, but not limited to:
  • Protected Health Information (PHI), per the DCYF Administrative 13.04 Protecting Privacy and Confidential Information policy.
  • Information that identifies an individual as being or ever having been a client of an alcohol or substance abuse treatment, or mental health program.
  • Federal wage data.
  • Location of an abused spouse.
  • Data that would compromise the agency’s constituents. 

(AP)

Conflicts of interest means when individuals have direct or indirect interests, financial or otherwise, engage in business, transactions, or professional activities, or have an obligation of any nature, and the interest, activities, or obligations interfere with, have the potential to interfere with, or may be perceived as interfering with the performance of their official duties. (AP)

Constituents means individuals including, but not limited to, clients, advocates, citizens, elected officials, employees for businesses, vendors, suppliers, or DCYF contractors. (AP)

Consultation, for the purpose of the DCYF Administrative 10.03 Tribal Consultation policy, means procedures for meaningful and timely input by Native officials in the development of DCYF policies, procedures, and service program activities that have direct implications on Native nations. It is a vital piece of the government-to-government relationship. (AP)

Continental breakfasts means breakfasts generally consisting of juice, bread, fruit, and a hot beverage, typically coffee or tea. (AP)

Continuity of Operations Plan (COOP) means the activities DCYF must take to sustain the delivery of its mission essential functions during periods of emergency exceeding 72 hours. (AP)

Continuity of Operations Plan (COOP), for the purpose of the DCYF Administrative 7.03 Emergency Closures and Suspension of Operations policy, means a plan to facilitate the ongoing delivery of services or products when human or natural disaster or emergency occurs. (AP)

Contractors means any individuals, businesses, non-profits, or government entities who provide goods or services when requested by DCYF under a contractual agreement and not as an employee, intern, or work study student of DCYF. (AP)

Contracts means legally binding written agreements between DCYF and other entities, public or private, for the provision of goods or services or for purpose of data sharing. Terms such as Memorandums of Understanding (MOUs) or Service Level Agreements (SLAs) may also be used to refer to contracts. (AP)

Contracts and Procurement System (CAPS) means a system used by DCYF for producing, tracking, and monitoring DCYF contracts. (AP)

Contracts management means activities performed by DCYF employees on a day-to-day basis related to contracting for services. Such activities include, but are not limited to, decisions related to contracted services, selection of contractors and screening, and contract preparation, coordination, and monitoring. (AP)

Control activities means actions taken by managers to reduce, mitigate, limit, avoid, or transfer risk. Categories of control activities include:

• A control-conscious environment
• Authorizations and approvals
• Physical safeguards
• Separation of duties
• Monitoring
• Policies and procedures 
  (AP)

Corrective Action Plan (CAP) means a plan prepared by a division or office head or designee. The plan includes:

• Specific corrective actions the division must take to correct the audit finding, review, or survey finding.
• Specific target dates by when the division must complete the corrective actions.
• Monthly updates to include action taken to-date.
• The completion date for each action item. 
  (AP)

Court orders means directives issued by a court or a judge requiring a person to do or not do something. (AP)

Covered positions means positions in which an individual will or may have unsupervised access to children. (AP)

Credible reason, for the purpose of the DCYF Administrative 11.02 Background Checks for Employees, Volunteers, Interns, and Work Study Students policy, means there is a complaint or information from an individual with direct knowledge, a law enforcement agency, or other federal, state, or local government agency that the employee, volunteer, intern or work study student may have a pending adverse action or criminal charge, conviction or negative action on the Secretary’s List of Crimes or Negative Actions. (AP)

Credit card program administrator means the employee responsible for the management and oversight of the credit card program. (AP)

Credit card rebate means the amount of money DCYF receives as an incentive from the credit card company. The rebate is paid quarterly and based on the total purchases made during the quarter and the average speed by which DCYF pays credit card billing statements. (AP)

Credit cards means a card issued by the credit card company entitling the holder to buy services or goods on credit. (AP)

Credit limit means the maximum amount employees can charge on a credit card. (AP)

Criminal or illegal activities, for the purpose of the DCYF Administrative 7.08 Emergency, Risk Management, and Employee Safety Reporting Loss of Public Funds and Property policy, means financial related crimes including theft of the publics’ or clients’ funds or properties. (AP)

Critical incidents means events that require 24-hour notification, including, but not limited to:

• On or off-site employee or contractor death
• Client or child fatalities or near fatalities
• Staff assault
• Death of a co-worker or colleague
• Employee or contractor sexual assault
• Employee or contractor medical emergency
• Witnessing or involvement in an incident where injury or death has occurred
• A significant:
  • Threat toward employees or contractors
  • Exposure to blood or bodily fluid
  • Hostage situation
  • Natural disaster
  • When an appointing authority determines that an incident has the potential for a significant reaction. (AP)

Cultural humility means respectfully engaging others with different cultural identities and recognizing that no cultural perspective is superior to another. (AP)

Culturally responsive means a pattern of behavior that incorporates and acknowledges the importance of cultures, the assessment of cross-culture relations, vigilance towards the dynamics that result from cultural difference, the expansion of cultural knowledge, and the adaptation of services to meet culturally unique needs. (AP)

Cultures means sets of values, beliefs, customs, norms, perceptions, and experiences shared by a group of individuals. Individuals may identify with or belong to many different cultural groups. (AP)

Data sharing agreements means agreements or contracts between DCYF and one or more external entities for sharing and safeguarding data. (AP)

DCYF Audit Committee means a team of people meeting to assist DCYF management in performing its oversight responsibilities as they relate to internal auditing. (AP)

DCYF Contracts Office means the contracting authority for DCYF. The DCYF Administrative 4.1 Contracting policy charges the Contracts Office with the responsibility for establishing and maintaining statewide department policies and procedures governing all contracts for DCYF. (AP)

DCYF forms means forms that have fillable fields developed to collect or distribute information necessary for DCYF operations, provider, and client services. Forms must have a unique number assigned. This does not include forms exclusively connected to web applications or databases. (AP)

DCYF printing standards means the production requirements for paper copies of DCYF forms, including print quantities, printing specifications, paper stock, etc. (AP)

DCYF Secretary’s List of Crimes and Negative Actions for Employees and Providers means the list of state or federal disqualifying crimes, or other crimes or negative actions that may relate directly to child safety, permanence, or well-being, that may disqualify an individual from a position or from being a provider. (AP)

DCYF-owned equipment means all computers, servers, smartphones, tablets, and other computing devices owned or leased by DCYF. (AP)

DCYF-owned vehicles (AOVs) means tasks, functions, key results, and key competencies to be completed by employees. (AP)

De minimis use means the use of state resources that is too trivial or minor to merit consideration and meets the conditions outlined in WAC 292-110-010. (AP)

deaf with lowercase “d” means individuals who have permanent hearing loss with little or no residual hearing, which affects oral and auditory communication. Generally, individuals who are deaf are unable to receive spoken language without using auxiliary aids. They may communicate through a preferred communication method to express themselves and use auxiliary aids to receive spoken language. (AP)

Deaf with uppercase “D” means individuals who identify themselves as a member of a Deaf community and culture and prefer using American Sign Language (ASL). These individuals share common experiences, traditions, norms, and values. (AP)

DeafBlind means individuals who are either deaf or hard of hearing and have some degree of vision loss or is blind. Some DeafBlind individuals who are hard of hearing are not members of the Deaf community and use other auxiliary aids to communicate. (AP)

Deficiencies, for the purpose of the DCYF Administrative 7.05 Internal Audit policy, means the results of the audit identifying areas that lack a necessary quality or element. (AP)

Delegation or Delegated authority, for the purpose of the DCYF Administrative 5.03 Delegated Authority Contracts and Finance policy, means the process by which the secretary, chief financial officer, or director of administrative services grants the authority to an authorized employee, or employees, to commit or obligate DCYF to purchase goods or services pursuant to a contractual obligation or financial document. The scope of the delegated authority must be described in the delegation. (AP)

Department of Enterprise Services (DES) Fleet Operations means the division within the DES, responsible for managing the state-wide leased vehicles program. (AP)

Department of Enterprise Services (DES) Fleet Operations InfoCenter means the DES Fleet Operations Fleet Management Database used for all DES leased vehicles. (AP)

Department of Enterprise Services (DES) leased vehicles means vehicles on project or permanent assignment from the DES Fleet Operations. DES is responsible for managing leased vehicles utilized by DCYF employees. (AP)

Deposition notices means legal notices to appear at a certain time and place to give sworn testimony about DCYF business, in response to questions posed by an attorney. (AP)

Deposition notices means legal notices directed to DCYF employees to appear at a certain time and place to give sworn testimony about DCYF business, in response to questions posed by an attorney. (AP)

Designs standards means principles of graphic design used to communicate information. These standards include the use of logos, colors, and fonts, effective page layouts, web page formatting, and printing requirements. (AP)

Developmental stages means the stages that children and youth grow and develop, and include the following:

• Prenatal means an unborn child
• Newborns mean infants from birth to 30 days
• Infant means children from birth to one year old
• Toddler means children aged one through two years old
• Early childhood means children three through five years old
• Middle childhood means children six to 11 years old
• Adolescent means youth 12 through 18 years old
• Emerging Adulthood means young adults 19 through 24 years old 
  (CWD)

Direct appointments means appointments that are made without meeting the minimum requirements for a competitive process. (AP)

Direct threats means significant risks of substantial harm to the health or safety of oneself or others that cannot be eliminated or reduced by reasonable accommodations. (AP)

Disabilities means substantial impairments that significantly limit or restrict a major life activity such as hearing, seeing, speaking, breathing, performing manual tasks, walking, caring for oneself, learning, or working. (AP)

Disability separations means non-disciplinary actions taken to separate employees from service when the employer determines that employees are unable to perform the essential functions of their positions with or without a reasonable accommodation due to mental, sensory, or physical incapacity. (AP)

Disabled veterans means individuals entitled to disability compensation under federal or state law. (AP)

Disasters, per RCW 38.52.010, means events or circumstances which either: 

• Demand immediate action to preserve public health, protect life, protect public property, or to provide relief to any stricken community overtaken by such occurrences.
• Reach such a dimension or degree of destructiveness as to warrant the governor declaring a state of emergency pursuant to RCW 43.06.010. 
  (AP)

Disclosure means the release, transfer, or the providing of access to information outside of DCYF. (AP)

Discovery means the procedure by which each party in a legal action obtains records from the other party. (AP)

Discovery managers (DMs) means the single, central point of contact in DCYF identified to receive discovery requests or litigation hold notices from the Office of the Attorney General. (AP)

Discovery requests means requests from another party to a lawsuit or from the Office of the Attorney General for information or DCYF records. (AP)

Discrimination means the unfavorable or unfair treatment of an individual or a class of individuals based on their actual or perceived membership in a specific group. (AP)

Disparities means the differences in outcomes that groups experience based on their identities, e.g., race, class, or gender. (AP)

Disposition, for the purpose of the DCYF Administrative 13.06 Records Management and Retention policy, means the final action taken on a record once it reaches the end of its retention period. (AP)

Disproportionalities means when the representation of a group is larger or smaller than their representation in the general population. (AP)

Dispute means a disagreement between the merchant and DCYF that cannot be resolved. Examples include duplicate charges for the same transaction, incorrect rates, unauthorized charges for hotel incidentals, and failure to issue a refund. (AP)

Disqualifying events means events that impact an employee’s, volunteer’s, intern’s, work study student’s, or contractor’s ability to meet position requirements, e.g., licenses, certifications, and background checks, and as a result prohibit them from remaining in the position. (AP)

Diversity means the presence of differences among a group of individuals based on cultural factors such as race, ethnicity, gender identity, gender expression, sexual orientation, disability, socioeconomic status, age, educational status, religion, geography, and other experiences. (AP)

Division and office leadership means DCYF division and office heads and other employees they designate as leadership for their division or office. Division and office head does not mean the head of a field office or facility. (AP)

Division of archives and records management means the division within the Office of the Secretary of State (SOS) that sets statewide policies for records management, disaster records recovery, records preservation, and historical records management. (AP)

Divisions and offices means the responsible DCYF division, office, program or similar organizational entity. (AP)

Documents means documents for internal use and predominately text-based, such as training materials, tips sheets, checklists, PowerPoints, fact and questions, guides, protocols, standard operating procedures, handbooks, etc. (AP)

Domestic violence means abusive and harassing behavior that can be physical, sexual, and/or psychological. It is when a family or household member establishes and maintains control over another current or former family or household member. “Family or household member” means spouses, former spouses, individuals who have a child or youth in common regardless of whether they have been married or have lived together at any time, adult individuals related by blood or marriage, adult individuals who are presently residing together or who have resided together in the past, individuals 16 years of age or older who have or have had a dating relationship, individuals 16 years of age or older with whom an individual 16 years of age or older has or had a dating relationship, and an individual who has a biological or legal parent-child relationship, including stepparents and stepchildren and grandparents and grandchildren, per RCW 10.99.020. (AP)

Dominant cultures, for the purpose of the DCYF Administrative 6.01 Racial Equity and Social Justice policy, means cultures that are most normalized, powerful, widespread, and influential in institutions or societies. (AP)

Drugs means substances, natural or man-made, that alter one’s physical or mental condition. (AP)

Dual Language (DL) employees means employees assigned to DCYF approved DL positions and have provided verification of passing the required DCYF DL employee examination from a DCYF-recognized professional examination, including, but not limited to the:

• Language Testing International (LTI)
• Department of Social and Health Services (DSHS) Language Testing and Certification program (LTC)
• American Translators Association
• DSHS Office of the Deaf and Hard of Hearing
• State of Washington Administrator for the Courts
• Federal Court
• American Council on the Teaching of Foreign Languages (ACTFL) 
  (AP)

Due professional care means reasonable audit skills and judgement of the auditor to conduct examinations and verifications. Due care does not mean infallibility. (AP)

Economical means direct financial, work-related costs that occur at the least cost to the state for which the state is responsible to pay. (AP)

Effective communication means verifying communications with individuals with disabilities are as effective as communications with others. Expressive and receptive communication is conveyed effectively, accurately, and impartially. (AP)

Electric Vehicle Supply Equipment (EVSE) means charging stations used to charge electric batteries and plug-in hybrid vehicles. (AP)

Electronic messaging systems means systems that perform the creation, storage, exchange, and management of texts, images, voice, telex, faxes, e-mails, paging, and electronic data interchange (EDI) over a communications network. (AP)

Electronic records means records created, generated, sent, communicated, received, or stored by electronic means. (AP)

Electronic signatures means electronic sounds, symbols, or processes attached to or logically associated with electronic records and executed or adopted by a responsible individual with the intent to sign records. (AP)

Electronic transactions means transactions conducted or performed, in whole or in part, by electronic means or electronic records. (AP)

Electronically Stored Information (ESI) means records stored in an electronic format. Types of ESI include, but are not limited to, records created using:

• Email
• Microsoft Word, Access, PowerPoint, Excel, SharePoint
• Web-based social media including, but not limited to, blogs and micro-blogs, social networks, and video sharing, e.g., Twitter, Facebook, and YouTube
• Text and instant messaging 
  (AP)

Eleven Hour Rule means the Office of Financial Management (OFM) rule that requires travelers, on a non-overnight travel assignment, to be in travel status for at least 11 hours to qualify for a meal reimbursement. (AP)

Emergencies means, per RCW 38.52.010, events or circumstances which either: 

• Demand immediate action to preserve public health, protect life, protect public property, or provide relief to any stricken community overtaken by such occurrences.
• Reach such a dimension or degree of destructiveness as to warrant the governor declaring a state of emergency pursuant to RCW 43.06.010. 
  (AP)

Emergency Operations Plan (EOP) means the immediate actions to take in response to an emergency event generally lasting 24 to 72 hours. (AP)

Employee Assistance Program (EAP) means a program provided by the state of Washington for state employees and their families. The EAP professionals assess personal problems that may impact job performance if left untreated, and when needed, recommend a referral to facilitate resolutions. (AP)

Employee commuting means travel by a state officer or employee to or from their residence or other domicile to or form their official duty station or other place of work. (AP)

Employee Emergency Information Line means a toll-free number available to DCYF employees that provides operational status information. (AP)

Employees means individuals to whom DCYF pays salaries, wages, or benefits for work performed for DCYF. (AP)

Engagement means an audit, consultation, or technical assistance. (AP)

Enterprise Reporting (ER) means Washington States official system for reporting data from the Office of Financial Management (OFM) systems such as Agency Financial Reporting System (AFRS), budget reports, etc. (AP)

Enterprise Risk Management (ERM) means an integrated approach that identifies, understands, manages, and mitigates risks that DCYF may face. The primary purpose of ERM is to inform and improve decision-making throughout an organization. (AP)

Equal opportunities means employment, training, promotion, travel, participation in projects, committees, developmental work assignments, or any opportunity to enjoy equal terms, benefits, privileges, and conditions of employment, including career development. (AP)

Equity means when race and other aspects of identity cannot be used to predict an individual’s experiences and outcomes, and systems are designed and adjusted to work for everyone. (AP)

Equivalent documentation, for the purpose of the DCYF Administrative 1.03.05 Compliance for Positions Charged to Multiple Federal Award policy, means a time and attendance record that is not the TAAR form but captures, at a minimum, the same data as the TAAR. It may be used to record monthly work activities and is submitted to the Cost Allocation and Grants Management Unit for compliance with PACAP requirements. (AP)

Ergonomics means an applied science concerned with designing and arranging things people use for increased efficiency and safety. (AP)

Essential functions, for the purpose of the DCYF Administrative 11.12 Reasonable Accommodations policy, means fundamental, crucial job duties employees must be able to perform in a position, with or without reasonable accommodation. This does not include marginal functions, which are extra or incidental duties. (AP)

Essential functions, for the purpose of the DCYF Administrative 7.02 Emergency Management policy, means critical activities necessary to support the mission of DCYF during an emergency event. (AP)

Essential records means DCYF records that are vital in an emergency and necessary for the reestablishment of normal operations after any emergency. This includes all records needed to protect assets, obligations and resources necessary to provide continuity, preservation and operation of DCYF. (AP)

Evaluators, for the purpose of the DCYF Administrative 4.02 Competitive Procurement of Goods and Services policy, means individuals designated by the procuring DCYF division or office to evaluate proposals received in response to a competitive solicitation document. (AP)

Events means meetings, conferences, conventions, or formal training sessions and do not include employee recognition events. Employee recognition must follow RCW 41.60.150. (AP)

Exception code payments means the process in Agency Financial Reporting System (AFRS) to make payments for specific items when an AFRS statewide vendor (SWV) number is not available. It is intended to be used for one-time payments to vendors for non-taxable purposes. (AP)

Exempt management service (EMS) positions, for the purpose of the DCYF Administrative 11.03 Delegation of Appointing Authority policy, means identified positions that are exempt from state civil service rules, per RCW 41.06.070. (AP)

Exempt management service (EMS) positions, for the purpose of the DCYF Administrative 11.22 Recruitment, Assessment, Selection, and Hiring policy, means identified positions that are exempt from state civil service rules. (AP)

Expectations means tasks, functions, key results, and key competencies to be completed by employees. (AP)

Exposure means references to any potential or actual contact with infectious diseases, blood borne pathogens, or other potentially infectious agents. (AP)

Facilities, for the purpose of the DCYF Administrative 2.01 Mandatory Reporting Requirements policy, means residences licensed or required to be licensed under chapter 18.20 RCW, assisted living facilities; chapter 18.51 RCW, nursing homes; chapter 70.128 RCW, adult family homes; chapter 72.36 RCW, soldiers’ homes; chapter 71A.20 RCW, residential habilitation centers; or any other facility licensed by DCYF per RCW 74.34.020. (AP)

Facilities, for the purpose of the DCYF Administrative 11.15 Assault Benefits policy, means one of the following DCYF facilities: Green Hill School, Naselle Youth Camp, Echo Glen, or a DCYF community facility. (AP)

Facilities or Campuses, for the purpose of the DCYF Administrative 7.02 and 7.03 policies means DCYF-leased or owned buildings and buildings occupied or used by DCYF, including separate buildings near one another. (AP)

Facilities/Campuses means a physical space leased on behalf of DCYF to meet the space requirements of one or more programs. (AP)

Facility or Campus specific emergency plan means the immediate actions that building or campus specific employees must take during an emergency event. (AP)

Family, Friends, and Neighbors (FFN) providers means individuals who are exempt from child care licensing requirements and are approved for Working Connections Child Care (WCCC) payments, per WAC 110-15-0125. (AP)

Family home child care means a child care provider who regularly provides early childhood education and early learning services for not more than 12 children in the provider's home in the family living quarters per RCW 43.216.010. (AP)

Federal Bureau of Investigation (FBI) background checks means background checks that verify an individual’s identity using their fingerprints to check for criminal history in all states that report background information to the FBI. (AP)

Federal Immigration Authority means officers, employees, or individuals otherwise paid by or acting as an agent of the United States Department of Homeland Security, including but not limited to, its subagencies, immigration and customs enforcement and customs and border protection, and any present or future divisions thereof, charged with immigration enforcement. (AP)

FileFast means the Department of Labor and Industry (L&I) system for employees, volunteers, interns, work study students, medical providers, and employers to report worker's compensation claims online. (AP)

Financial documents means documents or records that are used for the issuance of or to obtain a payment of money. Financial documents include, but are not limited to, the following:

• Requests for issuance of a payment;
• Accounting record adjustments;
• Purchase orders (PO); and
• Emergency purchases for non-contracted items. 
  (AP)

Gay means a sexual orientation to describe individuals who are emotionally or physically attracted to someone of the same gender. Sometimes an umbrella term for the LGBTQIA+ community. (AP)

Gender-affirming treatment or care means treatments, procedures, or medical procedures that change an individual’s body to align with their gender identity. (AP)

Gender expression means individuals whose outward communication of gender is through behavior or appearance. This may or may not conform to their sex assigned at birth or socially defined behaviors and characteristics typically associated with being either masculine or feminine. (AP)

Gender or Gender Identity means an individual’s inner sense of being a female, male, a blend of both or neither, or another gender. This may or may not correspond with an individual’s sex assigned at birth. (AP)

General Government Transition Pool (GGTP) means the skills-based pool of candidates available to permanent employees who have:

• Been laid off or accepted less than comparable positions.
• Placed their name on the GGTP list. 
  (AP)

Gender non-conforming (GNC) means a way to refer to individuals who do not behave in a way that conforms to the traditional expectations of their gender, or whose gender expression does not correspond with their sex assigned at birth. It is not usually used as a personal identifier. (AP)

Ghost cards means a central billing account where no physical card is issued, but an account is available for use. The credit card company issues a letter with the account information instead of a physical card. (AP)

Gift cards means prepaid cards usually issued by a retailer to be used as an alternative to cash for purchases within a particular store or retail business. A gift card is not associated with a bank account. (AP)

Good faith means a state of mind indicating honesty and lawfulness of purpose. (AP)

Goods means products, materials, supplies, or equipment provided by contractors per RCW 39.26.010. (AP)

Harassment means verbal, non-verbal, or physical conduct that threatens, intimidates, coerces, or taunts another individual, including sexual, racial, or ethnic slurs, that interferes with the employee’s ability to perform their job. Harassment can occur in a variety of circumstances, including, but not limited to the following:

• The harasser can be the victim's supervisor, a supervisor in another area, an agent of the employer, a co-worker, or a non-employee.
• The victim does not have to be the individual harassed but can be anyone affected by the offensive conduct.
• Unlawful harassment may occur without economic injury to, or discharge of, the victim. 
  (AP)

Hard of Hearing (HH) means a term that describes individuals who have some degree of hearing loss with some residual hearing, either permanent or fluctuating, which affects communication. (AP)

Hard-files means documents, records, reports, or data compilations printed on paper. (AP)

Hard to fill positions means positions that:

• Require unique qualifications, e.g., experience, education, and licensure.
• Have been previously recruited for, with little to no success in generating a candidate pool.
• Do not produce enough high-quality applicants to identify a preferred candidate. 
  (AP)

Health care facilities means hospitals, clinics, nursing homes, laboratories, offices, or similar places where a health care provider provides health care to patients. (AP)

Health care information means information, whether oral or records in any form or medium, that identifies or can readily be associated with the identity of a patient and directly relates to the patient’s health care, including a patient’s deoxyribonucleic acid (DNA) and identified sequence of chemical base pairs. The term includes any required accounting of disclosures of health care information. (AP)

Health care providers means individuals who are licensed, certified, registered, or otherwise authorized by the law of this state to provide health care in the ordinary course of business or practice of a profession. (AP)

Higher education institutions means all Washington state-operated, public, four-year universities, The Evergreen State College, community colleges, and technical colleges, per RCW 41.06.020. (AP)

High risk, for the purpose of the DCYF Administrative 7.05 Internal Audit policy, means determined, but not limited to, the following:

• Impact on agency operations is likely to be high.
• Services for customers who are clients of the state or the public.
• Based on new legislative mandate.
• History of volatility or political or socioeconomic sensitivity.
• Not routine, complex, or potentially complex solutions, tools, or processes
• New or emergent technologies or technology services, emerging goods, or services solutions.
• Contract period of performance is over two years.
• $500,000 or more. 
  (AP)

HIPAA-covered entities means health care providers, health plans, or health care clearinghouses as defined in the Health Insurance Portability and Accountability Act (HIPAA) who must comply with HIPAA. (AP)

Honorariums means payments for activities a state officer or state employee does that are related to the state officer's or state employee's official role but are outside of their official duties, e.g., speeches, appearances, articles, or similar items or activities. Honorariums do not include payment for travel, lodging, or meals, which are covered under gifts in the DCYF Administrative 11.21 Ethics and Employee Conduct policy. (AP)

Hostile work environment means harassment or a lack of appreciation and respect for diversity in the workplace based on actual or perceived race, creed, color, religion, national origin, sexual orientation, gender identity, gender expression, disabled veteran’s status, Vietnam Era veteran’s status, seen or unseen disability, age, marital status, or use of trained guide dog or service animal by an individual with a disability or any other protected class. (AP)

Hot breakfast means a breakfast consisting of hot food items including items such as eggs or egg dishes, pancakes, waffles, French toast, oatmeal, biscuits and gravy, meats, or potatoes. (AP)

Hotspots means internet connections via wireless local area networks. Imaging means converting paper documents into digital documents. (AP)

Impaired, for the purpose of the DCYF Administrative 11.14 Preventing Substance Abuse in the Workplace policy, means observable changes in work-related performance or abilities due to the use of alcohol or illicit or legal drugs. (AP)

Impairments means physiological disorders or conditions, anatomical losses, or cosmetic disfigurements that impact one or more of these body systems, including neurological, special-sense organs, musculoskeletal, digestive, cardiovascular, or respiratory. (AP)

Imprest accounts means accounts into which a fixed amount of money is placed for the purpose of making change or minor disbursements. (AP)

Improper use of restraint, for the purpose of the DCYF Administrative 2.01 Mandatory Reporting Requirements policy, Definitions Pertaining to Vulnerable Adults, means the same as defined in RCW 74.34.020. (AP)

Incidents means unplanned and unwanted events that disrupt the work process and have the potential of resulting in injury, harm, or damage to an individual or property. (AP)

Independence means freedom from conditions that threaten the ability of the internal audit activity to carry out internal audit responsibilities in an unbiased manner. (AP)

Independent medical examinations means medical examinations performed by an independent medical expert to clarify medical limitations or conflicts in medical information. (AP)

Indexing and search tools means computer software that can analyze records and store the content of the records in a way that can be searched. (AP)

Indian Tribes or Tribes means federally recognized Native nations whose traditional lands and territories included parts of Washington. (AP)

Infants means children from birth through 11 months of age. (AP)

Informal volunteering means activities that are either:

• Voluntary acts of helping and kindness, e.g., volunteering activities for a neighbor, friend, or community member.
• Activities done in local communities in unfunded and unstructured settings that do not include regular hours of volunteer time, e.g., volunteer activities in a neighborhood street clean-up or religious fundraiser. 
  (AP)

Information security means the practice of defending both paper and electronic information from unauthorized access, use, disclosure, disruption, modification, inspection, recording, or destruction. (AP)

Information Security Office (ISO) means the unit within the DCYF Information Technology (IT) Division that is managed by the chief information security officer (CISO) that safeguards and protects DCYF electronic confidential information and IT resources. (AP)

Information Technology (IT) contracts means agreements between DCYF and 3rd Party providers, e.g., contractors, vendors, solution providers, that requires the 3rd party provider to provide IT services or products, materials, or supplies to accomplish routine, continuing, and necessary functions including, but not limited to, network operations, data entry services, security services, systems testing, and website maintenance provided by a 3rd Party provider. (AP)

Information Technology (IT) Disaster Recovery Manual means DCYFs requirements and plans to recover and protect IT infrastructure in the event of a disaster. The manual is comprised of the divisions, offices, and facilities Continuity of Operations Plans (COOP) and other requirements to recover IT functioning following a disaster. (AP)

Information Technology Division (ITD) field employees means employees responsible for resolving technical issues and providing desktop support in headquarters, regional offices, and institutions. (AP)

Information Technology Division (ITD) governance standards means guidelines and methods used to identify, prioritize, and enable effective decision-making to ensure delivery of business results. (AP)

Information Technology Division (ITD) portfolio management means the systematic management to the investments, projects, and activities of enterprise Information Technology (IT) departments. (AP)

Information Technology Division (ITD) project management standards means guidelines, skills, techniques, and processes set by the IT Project Management Office, designed to ensure consistent, efficient, and successful execution of ITD projects. (AP)

Information Technology Division (ITD) service catalog means an organized collection of all business and IT related services that are performed by the ITD. (AP)

Information Technology Division (ITD) technical documentation standards means guidance and instructions that describe the handling, functionality, and architecture of technical products. (AP)

Information Technology Division (ITD) User Interface User Experience (UI/UX) standards means the expectations for ITD employees when developing user interface design, font usage, and design layout for DCYF applications. (AP)

Information technology (IT) goods means the purchase of IT software, subscriptions, or equipment e.g. computers, laptops, servers, etc. to accomplish routine, continuing, and necessary functions, including but not limited to, network operations, data entry services, security services, systems testing, and website maintenance. IT services also means professional or other technical expertise provided by a consultant to accomplish a specific study, project, or task including, but not limited to, quality assurance, independent verification and validation, project management, and training for technology business needs. (AP)

Information Technology (IT) resources means servers, networks, hardware, software, internet, applications, technical knowledge, expertise, and other IT goods and services held, owned, or used by DCYF. (AP)

Information technology (IT) services means information technology (IT) services that accomplish routine, continuing, and necessary functions, including but not limited to network operations, data entry services, security services, systems testing, and website maintenance. IT Services also means professional or other technical expertise provided by a consultant to accomplish a specific study, project, or task, including but not limited to quality assurance, independent verification and validation, and project management. IT Services are also governed by the Office of the Chief Information Officer (OCIO), chapter 43.105 RCW and OCIO’s Policies, Procedures, and Guidelines. (AP)

Information technology (IT) staff means people identified to assist with technology issues related to ESI. (AP) 

Injuries mean a sudden and tangible happening, of a traumatic nature, producing an immediate or prompt result, and occurring from without, and such physical conditions as result there from, per RCW 51.08.100. (AP)

Institutional racism means intentional or unintentional programs, policies, practices, and organizational culture that work to benefit white people and disadvantage people of color. (AP)

Intake process, for the purpose of the DCYF Administrative 11.07 Conducting Workplace Investigations policy, means a conversation between employees, volunteers, interns, and work study students who allege violations of the DCYF Administrative 11.13 Preventing and Addressing Discrimination, Harassment, Sexual Harassment and Retaliation policy and Workplace Investigations Unit (WIU) or designee. The goal of the conversation is to gather all available and relevant details about the alleged behavior. (AP)

Integral, for the purpose of the DCYF Administrative 1.07.04 Meeting Expenses policy, means meals or refreshments when a meeting or training session meets the following conditions:

• The event continues through the meal or break period.
• The attendees are expected to have business interaction with other participants during the meal or break period, and it is anticipated that DCYF will obtain maximum benefit by authorizing meals or refreshments. 
  (AP)

Interlocal agreements, also known as, interagency or intergovernmental agreements, means contracts or agreements between DCYF and any other public agencies, political subdivisions, or units of local government of this state including, but not limited to, municipal corporations, quasi-municipal corporations, special purpose districts, and local service districts, any agency of state government, any agencies of the United States, Native nations, and any political subdivision of other states, this includes agreements with federal government agencies that govern DCYF receipt of federal grants, per chapter 39.34 RCW, Interlocal Cooperation Act. (AP)

Internal control coordinators means employees identified by executive management to coordinate the enterprise internal control process as directed by the internal control officer. (AP)

Internal control officers means employees designated by the DCYF secretary who have statewide responsibility for:

• Collaborating with DCYF internal control coordinators and key executives to evaluate the adequacy of internal control processes and procedures.
• Independently managing DCYF Internal Control Program, including the
• DCYF Administrative 7.07 Internal Controls policy.
• Facilitating internal control improvement processes at the statewide level. 
  (AP)

Internal controls means activities adopted by managers to mitigate business process risks to help the organization achieve its strategic goals and objectives. The goals of internal controls are:

• Effective and efficient organizational operations.
• Reliable financial and information reporting.
• Compliance with applicable laws and regulations.
• Safeguarding resources and assets. 
  (AP)

Internal Layoff List means the list available only to permanent DCYF employees that includes those who have:

• Been laid off or accepted less than comparable positions.
• Placed their name on the layoff list. 
  (AP)

Internet means an unsecured publicly assessable network. (AP)

Interns means individuals performing authorized work-related duties for DCYF to gain knowledge and hands-on work experience in state government. (AP)

Interpretation means the transfer of oral communication from one language to another. Intersex means an umbrella term used to describe a wide range of natural bodily variations when the body is born with a combination of chromosomes, internal organs, or external genitalia where they do not develop as expected. (AP)

Inventory criteria means the standards that determine whether assets must be inventoried. The criteria are met when assets fall within the definition of either capital assets or small and attractive assets. (AP)

In-home care workers means individuals who deliver services to DCYF clients as described in IRS Publication 926 and who must receive a W-2. Examples of in-home care workers are licensed foster parent home workers providing respite care, unlicensed certified respite providers, licensed in-home child care, in-home relative child care, and in-home family, friends, and neighbor providers registered with DCYF using a social security number. (AP)

In-kind contributions means when employees donate goods, services, or anything of value, other than money or its equivalent, to a candidate or political committee free-of-charge or less than fair market value, unless the item or service given is not a contribution, per RCW 42.17A.005 and WAC 390-17-405. (AP)

In-training means the status assigned to the position or individual to indicate that the position is an in-training position, or the individual is appointed to the position in an in-training status. In-training is used to train employees to successfully perform the duties and responsibilities of the goal job class. (AP)

Journal Vouchers (JVs) means electronic funds transfer (EFT) payments through the Office of the State Treasurer. They can also be used to transfer funds between agencies and between funds within treasury or treasury trust accounts and to record accruals and other adjustments to account balances. (AP)

Just cause means the process of applying seven tests prior to disciplinary actions or dismissals of employees. The tests are:

• Was the employee forewarned of consequences of their actions?
• Were the rules reasonably related to business efficiency and performance and can be reasonably expected from employees?
• Were efforts made before discipline or discharge to determine whether an employee was guilty?
• Were investigations conducted fairly and objectively?
• Did substantial evidence support an employee’s guilt?
• Were rules applied fairly and without discrimination?
• Were degrees of discipline reasonably related to the seriousness of an employee’s offenses and past records? 
  (AP)

Key identified positions, for the purpose of the DCYF Administrative 10.03 Tribal Consultation policy, means DCYF managers and employees in positions that have regional or statewide decision-making or policy changing authority that directly impacts relations with Native nations. (AP)

Language services means bilingual assistance provided by DCYF dual language employees or through approved interpreters or translators to provide equal access to DCYF services for Limited English Proficiency (LEP) clients. (AP)

Lawsuits means claims or disputes brought to a court of law for adjudication involving a claim, complaint, or other documents by one party against another. (AP)

Lease agreement means a contract or agreement between a vendor and DCYF that conveys goods for a specified length of time that will be provided in exchange for payment. The contract details the terms and conditions of DCYF’s use of the goods during the specified length of time. (AP)

Leased Facility means a physical space leased on behalf of DCYF to meet the space requirements of one or more programs. (AP)

Leave Tracker means an employee leave and time tracking system. It serves as an official system of supporting documentation for time and leave transactions. (AP)

Legal complaints means documents that serve as notice to the defendant that legal action is underway. (AP)

Lesbians means individuals who identify as female and who have an emotional or physical attraction for other females. (AP)

Lessor/Lessor’s representatives means the owner of the leased property and/or their authorized representative responsible for all building related maintenance and repair to a building being leased to DCYF. (AP)

Licensed and copyrighted means there are laws that govern the purchase, lease, license, and use of copyrighted materials, e.g., computer software, audio and video recordings, printed material, and data captured in various other media. Most licenses and copyright restrictions prohibit the copying of the subject material. (AP)

Licensed kinship care or Licensed kinship caregivers means individuals licensed through chapter 110-149 WAC to regularly provide 24-hour care in their home to children or youth. (AP)

Licensed software means software that requires an agreement or license for use, including shareware or trialware products that are available free of charge initially and then require acquisition within a stated period of time. Licenses may be required to be obtained by device, user, or for unlimited use. (AP)

Light refreshments means non-alcoholic beverages and edible items that can be served between meals. This includes coffee, tea, soft drinks, juice, bottled water, or milk may be served, along with foods such as fruits, vegetables, cheese, cookies, muffins, or sweet rolls. (AP)

Limited English Proficiency (LEP) means individuals who have a limited ability or inability to read, speak, write, or understand English. (AP)

Limited English Proficiency (LEP) caregivers means licensed or unlicensed placement providers for children or youth who are in the placement and care authority of DCYF and who have a limited ability or inability to read, speak, write, or understand English. (AP)

Limited English Proficiency (LEP) clients means families or individuals who apply for or receive services from DCYF and youth or young adults under Juvenile Rehabilitation Division authority and their families who have limited ability or inability to read, speak, write, or understand English. (AP)

Litigation means civil claims or lawsuits alleging that certain kinds of harm or damage were caused by Washington State, its agencies or state employees, interns, or work study students. (AP)

Litigation hold notices means communications that instruct affected individuals who are likely to have DCYF records pertaining to a legal issue to take immediate action to identify and preserve the records for future retrieval. (AP)

Living openly means a state of being in which LGBTQIA+ individuals are comfortably out about their sexual orientation, gender identity, or gender expression, where and when it feels appropriate to them. (AP)

Local coordinators means designated employees who volunteer to run Combined Fund Drive (CFD) campaigns or events within the local offices. (AP)

Local coordinator committees means six to eight employee work groups consisting of local coordinators appointed by the campaign leader to assist in DCYF-wide Combined Fund Drive (CFD) decisions and other CFD Program related duties. (AP)

Local fund accounts means accounts under the control of an agency with cash deposited in a local bank account and requiring the signature of agency officials on a check for disbursement. Some local funds are on deposit with the State Treasurer as a matter of convenience or statutory requirement. (AP)

Local human resources consultant (HRC) means the designee or contact to which the injured employee’s position is assigned. (AP)

Loss of earning power (LEP) means benefits payable by the Department of Labor & Industry (L&I) to employees, volunteers, interns, or work study students who have returned to work through the Transitional Return To Work (TRTW) program but are medically restricted or limited from working full-time hours. (AP)

Magnification devices means a type of assistive technology designed to assist individuals with limited vision to read documents. These devices include, but not limited to:

• Closed circuit TV (CCTV)
• Hand-held magnification
• Electronic magnification (AP)

Malware means a wide variety of programs created with the intention of performing malicious acts on systems they run on, such as stealing information, hijacking functionality, and attacking other systems. (AP)

Managers means employees who:

• Formulate statewide policy or direct the work of an agency or agency subdivision.
• Are responsible to administer one or more statewide policies or programs of an agency or agency subdivision.
• Manage, administer, and control a local branch office of an agency or agency subdivision, including the physical, financial, or personnel resources.
• Have substantial responsibility in personnel administration, legislative relations, public information, or the preparation and administration of budgets.
• Functionally, are above the first level of supervision and exercises authority that is not merely routine or clerical in nature and requires the consistent use of independent judgment. 
  (AP)

Managing accounts means parent accounts that contain a group of one or more credit cards. Managing accounts accept payments but cannot accept charges for purchases. (AP)

Negative Actions means court orders, court judgments, or adverse actions taken by an agency, in any state, federal, Tribal, or foreign jurisdiction, which result in a finding against the individual reasonably related to the individual's character, suitability, and competence to care for or have unsupervised access to children, youth, and young adults in the care of DCYF, per RCW 43.216.010. This may include, but is not limited to:

• Decisions issued by an administrative law judge.
• Final determinations, decisions, or findings made by an agency following an investigation.
• Adverse agency actions, include:
  • Terminations.
  • Revocations.
  • Denials of a license or certification.
  • Pending adverse agency actions.
  • Voluntary surrenders of a license, certification, or contract in lieu of receiving an adverse action.
  • Revocations, denials, or restrictions placed on any professional license. 
  • Final decisions of a disciplinary board. 

(AP)

Neglect means the same as defined in RCW 74.34.020:. (AP)

Negligent treatment or maltreatment means an act or a failure to act, or the cumulative effects of a pattern of conduct, behavior, or inaction, that evidences a serious disregard of consequences of such magnitude as to constitute a clear and present danger to a child's health, welfare, or safety, including but not limited to conduct prohibited under RCW 9A.42.100. When considering whether a clear and present danger exists, evidence of a parent's substance abuse as a contributing factor to negligent treatment or maltreatment must be given great weight. The fact that siblings share a bedroom is not, in and of itself, negligent treatment or maltreatment. Poverty, homelessness, or exposure to domestic violence as defined in RCW 26.50.010 that is perpetrated against someone other than the child does not constitute negligent treatment or maltreatment in and of itself, per RCW 26.44.020. (AP)

Negotiables, for the purpose of the DCYF Administrative 1.02.01 Cash Control policy, means checks, money orders, cash, coins, warrants, electronic funds transfers (EFTs), debit cards, and credit cards. (AP)

News media means:

• Any newspaper, magazine or other periodical, book publisher, news agency, wire service, radio or television station or network, cable or satellite station or network, or audio or audiovisual production company, or any entity that is in the regular business of news gathering and disseminating news or information to the public by any means, including, but not limited to, print, broadcast, photographic, mechanical, internet, or electronic distribution;
• Any individual who is or has been an employee, agent, or independent contractor of any entity listed in (a) of this subsection, who is or has been engaged in bona fide news gathering for such entity, and who obtained or prepared the news or information that is sought while serving in that capacity; or
• Any parent, subsidiary, or affiliate of the entities listed in (a) or (b) of this subsection to the extent that the subpoena or other compulsory process seeks news or information described in subsection (1) of RCW 5.68.010. (AP)

Next-level appointing authorities means the direct supervisor of an appointing authority and are one level higher in the leadership. (AP)

Non-binary (NB or Enby) means a term of self-identification for individuals who do not identify within the limited and binary terms that have described gender identity, e.g., female or male. Non-binary is also an umbrella term for many identities such as gender-expansive, gender-fluid, and genderqueer. (AP)

Non-DCYF administered Information Technology (IT) resources means computers, devices, or removable media that are not controlled by DCYF. (AP)

Normal return night means the night of travel on which it was anticipated prior to the trip, that travelers would return either to the official duty station or official residence after the completion of official state business. (AP)

Notices of deposition means legal notices directing an individual to appear at a certain time and place to give sworn testimony. (AP)

Objectivity, for the purpose of the DCYF Administrative 7.05 Internal Audit policy, means an unbiased mental attitude that allows internal auditors to perform engagements in such a manner that they believe in their work product and that no quality compromises are made. (AP)

Occupational illnesses means events or exposures that occur in the workplace that cause or contribute to a condition or worsens a preexisting condition. (AP)

Office of the Deaf and Hard of Hearing (ODHH) means an office within the Department of Social and Health Services (DSHS) that administers various programs and services. ODHH is a resource to assist with the identification, arrangement, and provision of appropriate auxiliary aids including telecommunication relay services, specialized telecommunication equipment, and American sign language (ASL) interpreter services. ODHH provides information and referrals regarding assistive communication technology (ACT) and captioning. (AP)

Office of Tribal Relations (OTR) means the office and employees who report to the DCYF secretary and are responsible for coordinating with Native nations and RAIOs, to ensure equity and parity by Washington State in meeting the service needs of the members of Native nations. (AP)

Official duty station means the city, town, or other location where the employee’s office is located or the city, town, or other location where their work is performed on a permanent basis. When employees do not have a regular workplace, the city, town, or other location of their official residence is their official duty station. (AP)

Official residence means the city, town, or other location where travelers maintain their primary residence. (AP)

Official state business means activities performed by official or state employees, authorized volunteers, or contractors, work experience program participants, students or employees of another governmental jurisdiction as directed by their supervisors to accomplish state programs or as required by the duties of their positions or offices. (AP)

Oppression means devaluing, undermining, marginalizing, and disadvantaging people with certain social identities with the intent to benefit the dominant group. (AP)

Organizational effectiveness activities means activities that promote or improve teamwork, performance, efficiency, or communication to meet organizational goals. (AP)

Outing means exposing someone’s LGBTQIA+ identity to others without their permission. Outing someone can have serious repercussions on personal safety, housing, education, legal matters, employment, or family situations. (AP)

Outside employment means work that results, or intended to result, in compensation or reward and includes, but is not limited to:

• Private or self-employment, e.g. consultation, sales, and property rentals.
• Employment as a consultant or advisor.
• Concurrent employment with DCYF or another state agency.
• Employment in government agency or non-profit organization.
• Personal service contracts with Washington state.
• Employment with individuals or organizations who are clients of, do business with, or try to influence policies or regulations in which DCYF has an interest.
• The performance or non-performance of any activity, transaction, or professional activity that causes an individual or entity to provide an employee, volunteer, intern, or work study student of DCYF with anything of economic value, regardless of form, in consideration for the performance or nonperformance of such activity, transaction, or professional activity. (AP)

Out-of-state telework means performing assigned duties at an alternate location outside of the boundaries of Washington state but within the U.S. or its territories. This may include temporary teleworking outside the state and long-term out-of-state telework. (AP)

Out-of-state travel means travel anywhere outside the boundaries of Washington State. However, the following does not require prior authorization for out-of-state travel, per SAAM 10.10.50:

• Travel to counties or cities in Idaho or Oregon that are contiguous to the border between Washington-Idaho or Washington- Oregon.
• Out-of-state employees traveling within the same state as their official station. (AP)

Overnight travel means travelers were in travel status, away from the traveler’s official residence, and overnight or long enough that they needed to stop for sleep or rest to properly perform their duties. (AP)

Overpayments means any DCYF payments or benefits more than the amount employees, providers, vendors, contractors, or clients were eligible to receive pursuant to laws, rules, or contracts, including amounts in dispute. This includes inappropriate use of state equipment or resources that results in a cost to DCYF or to the state. (AP)

Pansexual means individuals who are emotionally or physically attracted to individuals of all gender identities and expression, including those who do not fit into standard gender identities. (AP)

Parents, for the purpose of the DCYF Administrative 11.06 Infants at Work Program policy, means biological parents or adoptive parents of a child or youth or individuals who have an established parent-child relationship outlined in RCW 26.26A.010, unless the legal rights of an individual have been terminated, or paternity has been disestablished. (AP)

Passenger motor vehicles means any sedan, station wagon, bus, or light truck which is designed for carrying 10 passengers or less and is used primarily for the transportation of people. (AP)

Pay1 means the Washington States official insurance and accounting system in which employee health benefits are maintained. (AP)

Payroll files means the official electronic DCYF files containing records related to employees’, paid interns’, and work study students’ pay, benefits, and retirement. (AP)

Per diem means daily travel costs covering both lodging expenses and subsistence expenses while in travel status. (AP)

Performance based contracting (PBC) means results-oriented contracting that focuses on the quality or outcomes that tie at least a portion of the contractor’s payments, contract extensions, or contract renewals to the achievement of specific measurable performance standards and requirements. (AP)

Personal care attendant means an individual who assists an individual with a disability with activities related to daily living. (AP)

Personal exploitation, for the purpose of the DCYF Administrative 2.01 Mandatory Reporting Requirements policy, Definitions Pertaining to Vulnerable Adults, means the same as defined in RCW 74.34.020. (AP)

Personal Information means:

• An individual's first name or first initial and last name in combination with any one or more of the following data elements:
  • Social security number (SSN) or the last four numbers of SSN.
  • Driver's license number or Washington identification card number.
  • Account number or credit or debit card number, in combination with any required security code, access code, or password that would permit access to an individual's financial account, or any other numbers or information that can be used to access an individual's financial account.
  • Full date of birth.
  • Private key that is unique to an individual and that is used to authenticate or sign an electronic record. 
  • Student, military, or passport identification number.
  • Health insurance policy number or health insurance identification number.
  • Any information about a consumer's medical history or mental or physical condition or about a health care professional's medical diagnosis or treatment of the consumer.
  • Biometric identifier data generated by automatic measurements of an individual's biological characteristics such as a fingerprint, voiceprint, eye retinas, irises, or other unique biological patterns or characteristics that is used to identify a specific individual.
• Username or email address in combination with a password or security questions and answers that would permit access to an online account.
• Any of the data elements or any combination of the data elements described in the subsection above without the consumer's first name or first initial and last name if:
  • Encryption, redaction, or other methods have not rendered the data element or combination of data elements unusable.
  • The data element or combination of data elements would enable an individual to commit identity theft against a consumer.
• Personal information does not include publicly available information that is lawfully made available to the public from federal, state, or local government records. (AP)

Personal mobile devices means all handheld devices with Mobile Device Management (MDM) used to access DCYF data. This includes, but is not limited to, smartphones, tablets, laptops, two-way messaging devices, or electronic games. (AP)

Personal properties means the following including, but not limited to, clothing, footwear and glasses. Personal vehicle deductibles and electronic devices are excluded. (AP)

Personnel files means the official electronic DCYF files that contain the records as required in the Standard Personnel File Sections document. (AP)

Petty cash means a sum of money set aside on an imprest basis. Cash held for making change or paying small obligations when the issuance of a formal voucher and warrant would be too expensive and time-consuming. Petty cash includes both change and imprest accounts. (AP)

Physical abuse, for the purpose of the DCYF Administrative 2.01 Mandatory Reporting Requirements policy, Definitions Pertaining to Vulnerable Adults, means the same as defined in RCW 74.34.020. (AP)

Physical inventory means when an employee conducts a physical count of assets meeting inventory criteria using the Capital Asset Management System (CAMS) Physical Inventory Report. (AP)

Physical restraint, for the purpose of the DCYF Administrative 2.01 Mandatory Reporting Requirements policy, Definitions Pertaining to Vulnerable Adults, means the same as defined in RCW 74.34.020. (AP)

Preferred candidates means the top certified candidates identified by hiring supervisors through assessment processes. (AP)

Pregnancy, for the purpose of the DCYF Administrative 11.12 Reasonable Accommodations policy, means the pregnancy and pregnancy-related health conditions, including the need to express breast milk, per RCW 43.10.005. (AP)

Preservation, for the purpose of the DCYF Administrative 13.02 Management of the Litigation Discovery Process policy, means the process of locating and safeguarding records from destruction that reasonably and likely related to a potential or actual lawsuit or tort claim. (AP)

Prison Rape Elimination Act (PREA) means a federal act that was established to provide for the analysis of the incidence and effects of prison rape in federal, state, and local institutions and to provide information, resources, recommendations and funding to protect individuals from prison rape. (AP)

Privately owned vehicles (POVs) means vehicles privately owned, leased, or borrowed by state drivers for which drivers receive or are entitled to receive monetary reimbursement or per diem when vehicles are used to conduct official state business. State drivers are responsible for having vehicle insurance on POVs, in compliance with Washington State mandatory liability insurance requirements as defined in chapter 46.29 RCW and chapter 46.30 RCW. (AP)

Probationary period means the initial period of employment following certification and appointment to, or reemployment in the classified service. The probationary period lasts for six to twelve months and can be extended if the extension does not cause the total period to exceed 12 months. (AP)

Product owners means individuals or a group of individuals who manage the product backlog by defining stories and prioritizing the work items and make decisions on behalf of the business line. (AP)

Program payment means an amount paid to or for an employee, and documentation associated with the payment from any of the following DCYF programs: Working Connections Child Care Subsidy Program (CCSP), Seasonal Child Care, Early Childhood Education Assistance Program (ECEAP), Early Support for Infants and Toddlers (ESIT), or Early Childhood Intervention Prevention Services (ECLIPSE). (AP)

Protected classes means:

• Race
• Color
• Creed
• Religion
• National origin, citizenship, or immigration status
• Sex, gender expression, or gender identity
• Sexual orientation
• Family status, status as a breastfeeding mother, or status as a pregnant woman
• Marital status
• Military status
• Status as an honorably discharged veteran, disabled veteran, or Vietnam era veteran
• Age
• Real or perceived sensory, mental, or physical disability
• Use of a trained guide or service animal for disability genetic information 
  (AP)

Protected Health Information (PHI), or Health Insurance Portability and Accountability Act (HIPAA) data, means any personal health information that can potentially identify an individual, that was created, used, or disclosed while providing healthcare services, whether it was a diagnosis or treatment. PHI can include:

• The past, present, or future physical health or condition of an individual.
• Healthcare services rendered to an individual.
• Past, present, or future payment for the healthcare services rendered to an individual, along with any identifiers outlined under HIPAA. (AP)

Provider-level data means any personal information or data about an individual provider, usually referring to data in a dataset. (AP)

Providers means individuals or businesses that provide a service for DCYF. (AP)

Providers, for the purpose of the DCYF Administrative 1.01.08 W-2 Requirements for In-Home Care Workers policy, means an in-home care worker. (AP)

Public Assistance Cost Allocation Plan (PACAP) means the narrative description of procedures used to identify, measure, and allocate administrative costs to the programs administered or supervised by DCYF. (AP)

Public disclosure appeal process means requests in writing asking that all or specific parts of the denial or redaction be reviewed by the public records officer. (AP)

Public funds or properties means money or property belonging to or for the benefit of the state. Includes but is not limited to petty cash, purchase cards, gift cards, or public or client properties. (AP)

Public places means any portion of a building or vehicle used by and open to the public, regardless of whether:

• It is owned in whole or in part by private persons or entities, Washington State, or another public entity.
• A fee is charged for admission. 
  (AP)

Public records means any writings related to the performance or conduct of government, that was prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics, per RCW 42.56.010. (AP)

Public records officer (PRO) means the DCYF designated employee to oversee the public records program. (AP)

Public Service Loan Forgiveness (PSLF) program means the Federal Loan Forgiveness Program established by the United States Department of Education. (AP)

Publications, for the purpose of the DCYF Administrative 9.02 Forms, Publication, and Documents Management policy, means information published by DCYF, regardless of format, intended for distribution to state government or the public. Examples of publications include, but are not limited to, DCYF videos, newsletters, flyers, logos, posters, brochures, or other informational materials intended for general dissemination to state agencies, the public, or the legislature per RCW 40.06.010. (AP)

Purchase cards means credit cards issued to make authorized purchases on behalf of DCYF. The card may be a plastic credit card or a ghost card. (AP)

Purchase orders (POs) means legally binding contracts to purchase goods or services from contractors or vendors. (AP)

Purchase requests (PR) means forms generated from the DCYF purchasing system, used to request the purchase of goods and services. (AP)

Purchasing coordinators means employees responsible for purchasing compliance. These individuals act as liaisons between the Financial and Business Services Division (FBSD) and their division or office. This includes dissemination of the FBSD communications to management and employees, requesting purchasing system access and location authority, and providing guidance and acting as a consultant with management to verify purchases are in accordance with state laws, contracts, and policies. (AP)

Purchasing representatives means identified employees who work with purchasing coordinators. (AP)

Purchasing system means the electronic application that DCYF employees utilize to make, track, and monitor goods and services purchases. (AP)

Qualified applicants means applicants who meet the minimum qualifications of the position for which they have applied. (AP)

Qualified candidates means individuals under consideration for a position who meet position minimum qualifications as described on the position description form. (AP)

Qualified interpreters means sign language interpreters that provide interpreting services either in-person or using a video remote connection. Qualified interpreters, interpret effectively, accurately, and impartially, both receptively and expressively, using any necessary specialized vocabulary for the context in which they are being used. Qualified interpreters must be approved to interpret by ODHH prior to providing interpreting services. (AP)

Quality Assurance and Improvement Program (QAIP) means an evaluation of the internal audit activity’s conformance with the IPPF. The program also evaluates the efficiency and effectiveness of the audit activities and identifies opportunities for improvement. (AP)

Queer means a term individuals often use to express identities and orientations. The term is sometimes used as an umbrella term for all "LGBTQIA+" individuals. Only use this term if an individual uses this as a personal identifier first. (AP)

Queer and Trans People of Color (QTPOC) means a term is rooted in the concept of intersectionality, which focuses on the intersections and interactions between various forms and systems of oppression, including racism, classism, heterosexism, patriarchy, religious oppression, etc. A QTPOC framework attunes itself to the lives, challenges, and needs of individuals who experience these compounded or interlocking oppressions. (AP)

Questioning means individuals who are exploring their sexual orientation, gender identity, or gender expression at any age. (AP)

Quid pro quo sexual harassment means when individuals in positions of authority make employees’ job benefits or continued employment contingent on their submission to unwelcome sexual advances or requests for sexual favors; “this for that”. (AP)

Racism means racial prejudice plus power. In the United States, it is grounded in the creation of a white dominant culture that reinforces the use of power to privilege white people while marginalizing people of color, whether intentional or not. (AP)

Random Moment Time Studies (RMTS) means methods that poll participants on an individual basis at random time intervals over a period and totals the results to determine work effort for the entire population of participating employees over that same period.

Reason to believe means the same as “reasonable cause” defined in RCW 26.44.030. (AP)

Reasonable accommodation means modifications or adjustments to a job, work environment, policy, practice, or procedure that afford employees or applicants with a disability an equal opportunity to perform the essential functions of a job and enjoy the same benefits and privileges of employment as are enjoyed by other similarly situated employees. (AP)

Reasonable accommodation reassignments means one type of reasonable accommodation in which employees, interns, and work study students who are no longer able to perform their essential job functions of their current position, with or without a reasonable accommodation, are offered a funded vacant position for which they qualify and can perform the essential functions, with or without a reasonable accommodation. (AP)

Reasonable modifications to policies means changes to policies that are necessary to avoid disability discrimination. (AP)

Reasonable use of state resources means not excessive in volume or frequency as determined by the deputy secretary, per WAC 434-750-110. (AP)

Reasonably anticipated litigation means a reasonable expectation that an event may lead to the filing of a lawsuit, or a tort claim against DCYF or its employees. There is no formal standard to determine whether an event will lead to a lawsuit. (AP)

Reassignments means the employer-initiated movements of employees, interns, or work study students from one position to a comparable position in the same or different class, with the same salary range maximum. (AP)

Recognized American Indian Organizations (RAIOs) means organizations recognized in the DCYF Tribal Policy Advisory Committee (TPAC) bylaws. These organizations provide services to both general community citizens and those who are also citizens of a federally recognized Native nation. RAIOs may have contracts with DCYF and attend TPAC and sub-committee meetings. (AP)

Reconciliation means the process of comparing physical counts and inventory records and then identifying, explaining, and correcting uncovered differences. (AP)

Records means any documents or recorded information regardless of form or characteristics created, sent, organized, or received by DCYF during public business including paper documents, emails, log books, drawings, graphs, charts, video or audio recordings, photographs, phone records, data compilations, planners, calendars, text messages, draft documents, electronically stored information (ESI), and metadata. (AP)

Records coordinators means employees appointed to assist the DCYF records officer with records management and retention duties. (AP)

Records inventory means a descriptive listing or survey of record series held by an office that includes titles, types of files in the series, and descriptions of significant subject content. (AP)

Records officer means the employee responsible for the DCYF records management and retention program, per RCW 40.14.040 and chapter 434-626 WAC. (AP)

Records retention schedules means legal documents approved by the State Record Committee that specifies required retention periods for a record series and gives DCYF ongoing disposition authority. (AP)

Records transmittals means a form that lists and describes the record content of boxes sent to the Washington State Records Center. (AP)

Redaction means the process of editing records to protect any confidential information that is not discoverable or disclosable under the Rules of Civil Procedure or laws relating to the protection of confidential information. (AP)

Referred candidates means the certified candidates identified by hiring supervisors to move forward to interviews. (AP)

Regional contacts means Child Welfare Division employees designated as the Social Service Payment System (SSPS) point of contact to process provider file action requests. (AP)

Regional Operations Managers (ROMs) means the primary point of contact in the (FBSD) for facility lease and project budgeting, financial oversight of lease and project costs. ROMs assist with the development, maintenance and oversight of the Leased Facilities Strategic Plan. (AP)

Regular workplace means the location where travelers normally perform their work, excluding meeting and conference rooms. This is normally the traveler’s office, but if the traveler is not assigned to an office, it is the location where most of their work is performed. (AP)

Regularly scheduled work hours means the established work schedule of employees as documented in their personnel records. For non-employees and on-call 24/7, the regularly scheduled work hours are considered 8:00 a.m. to 5:00 p.m., Monday through Friday, unless documented otherwise. (AP)

Relatives, for the purpose of the DCYF Administrative 11.25 Child Care Licensing or Approval, Program Payments and Enrollment, Foster Care Licensing, Placement, and Adoption for DCYF Employees policy, means the same as defined in RCW 13.36.020, RCW 74.15.020, or caregivers of Native children or youth who are defined by Tribal code or custom as relatives or extended family. (AP)

Safety and health assessment means a comprehensive documented safety and health review that provides a focused look at safety and health issues to ensure safe and healthy work practices are in use. (AP)

Sales taxes means the principal tax source in Washington State due at the time of sale that is computed on the selling price, using the applicable tax rate. (AP)

Satisfactory completion means the requirements employees must meet to receive the tuition reimbursement. This may include, but is not limited to, receiving a passing grade or grade point, a completed project, or product that is brought back to DCYF. (AP)

Secretary means the secretary of DCYF. (AP)

Security breach means unauthorized acquisition of data that compromises the security, confidentiality, or integrity of personal information maintained by the individual or business. Good faith acquisition of personal information by an employee or agent of the individual or business for the purposes of the individual or business is not a breach of the security of the system when the personal information is not used or subject to further unauthorized disclosure. (AP)

Security incidents means an event that has a significant impact on the agency IT resources or agency data. (AP)

Segregation or Separation of duties means the internal control process designed to ensure that work responsibilities and assignments are divided or segregated among multiple employees to reduce the risk of error or inappropriate actions. For example, the responsibilities for authorizing transactions, recording transactions, and handling related assets should be assigned to three different employees. (AP)

Selected candidates means applicants who have competed and been selected for a position in DCYF. (AP)

Taxable meals means meals for which travelers are reimbursed but did not incur overnight travel. In these situations, meal reimbursement is deemed to be considered wages and must be reported to the IRS as taxable. (AP)

Telecommunication devices means desk phones, smartphones, and radios used to speak, text, or email with people, excluding radios used in JRD facilities. (AP)

Telecommunications unit means employees that are responsible for issuing, purchasing, and tracking all telecommunication devices for employees. (AP)

Telework means an authorized working arrangement where employees, volunteers, interns, and work study students perform some or all their assigned work activities from their home or location other than their official duty station. (AP)

Telework agreements means written plans detailing the understanding of, and commitment to, teleworking as mutually agreed upon by the employees, volunteers, interns, work study students and their supervisors and appointing authorities. (AP) 

Temporary assignments mean assignments that are limited in duration and not permanent. (AP)

Tenants means a functional section, typically a division, administration, or subtenant of DCYF who pays rent to use or occupy land, a building, or other property owned by another entity. (AP)

Terms of service means the conditions established by third-party social-media application providers that must be accepted before a user is given access to the tools. (AP)

Terms of use means the conditions established by DCYF to manage sponsored social media sites. (AP)

Third party payer means the designation given to DCYF by the IRS for making wage payments to providers on behalf of DCYF clients. (AP) 

Time and attendance files means the official DCYF files containing time and leave transactions. (AP)

Time and Attendance Records (TAAR) means documents used to track time spent on activities performed by DCYF employees coded to multiple activities. (AP)

Time-loss means benefits payable to employees, volunteers, interns, and work study students by the Washington State Department of Labor and Industries (L&I) for lost wages when they are deemed unable to work by the medical provider assigned to their L&I claim. (AP)

Tobacco products means any products made, in part or whole, from tobacco leaves. (AP)

Toll-free numbers means telephone numbers that charge the cost of calls to DCYF, rather than the individual making the call. (AP)

Tort claims means formal written filings with the State Office of Risk Management, per RCW 4.92.100, in which the claimants allege that certain kinds of harm or damages were caused by Washington State, its agencies, or employees. (AP)

Training registrar means the individual who registers employees and reports on training completions within the Washington State Learning Center (WSLC). (AP)

Transfers means employee initiated moves of permanent employees from one position to another position within DCYF or between agencies, in the same class or to a different class at the same salary range maximum. (AP)

Transgender means an umbrella term for individuals whose gender identity or expression is different from cultural expectations based on the sex they were assigned at birth. Gender-affirming medical care is not a prerequisite to identify as transgender.Being transgender does not imply any specific sexual orientation. (AP)

Transition review period means a six-month evaluation period that allows DCYF and the employee to determine whether a placement into a position as a layoff option or appointment to a position from a layoff list or the General Government Transition Pool is a good match. DCYF may extend a transition review period for an employee if the total period does not exceed 12 months. (AP)

Transitional return to work (TRTW) means a temporary method of assigning different or modified duties to employees, volunteers, interns, and work study students who are expected to return to their regular job assignment. (AP)

Transitional return to work (TRTW) agreements means written agreements signed by employees, volunteers, interns, or work study students, their supervisors, and appointing authorities outlining the terms of the return-to-work program assignments. (AP)

Transitional return to work (TRTW) programs means programs that allow temporary assignment or modification of duties for employees, volunteers, interns, and work study students to allow a gradual return to their full duty and regular job assignments, including, but limited to, reduced hours, modification or elimination of tasks, modification of equipment or methods of work, and alternate work tasks. (AP)

Translation means the transfer of written communication from one language to another. (AP)

Translators means individuals who are working for contracted translation businesses or have passed one of the following, the:

• Written translation examination offered by Department of Social and Health Services (DSHS) Language Testing and Certification Program (LTC).
• DCYF or DSHS LTC recognized written translation examination offered by another organization. (AP)

Travel advances means payments made to travelers to defray some of the costs travelers will incur while traveling on official state business away from the official station or residence. (AP)

Travel authorization means written approval to travel on official state business as a representative of DCYF. (AP)

Travel cards means credit cards issued to make authorized purchases to travel related expenses for official state travel. (AP)

Travel Expense and Management System (TEMS) means the system managed by the Office of Financial Management (OFM) that DCYF uses to manage travel advance and reimbursement requests. (AP)

Travel reimbursement requests means requests for travel reimbursement using the Travel and Expense Management System (TEMS). (AP)

Travel status means the official status of travelers when they travel away from both their official residence and their official duty station on official state business, exclusively commuting between the traveler’s official residence and official duty station. (AP)

Travel unit means the Financial Business Services Division (FBSD) unit that is responsible for reviewing and processing Travel and Expense Management System (TEMS) requests. (AP)

Travelers means employees, volunteers, interns, work study students, individuals, and members of advisory groups in travel status who are on official state business. (AP)

Treasury Management System (TMS) means a central accounting system that uses general ledgers (GL) to record detailed data within the Agency Financial Reporting System (AFRS), and In-Process reports to reconcile entries. (AP)

Trial service period means the review period of employment as follows:

• A promotional appointment to a position in a new class.
• A transfer, voluntary demotion, or elevation when required by the employer.
• An appointment within two years of separation due to a layoff from a position with a higher salary range maximum than the position the employee was laid off from. 
  (AP)

Tribal means one or more Native nations. (AP)

Tribal Policy Advisory Committee (TPAC) means the committee composed of Indigenous representatives or delegates from each Native nation and the Recognized American Indian Organizations (RAIOs). TPAC does not have the authority or power to infringe or jeopardize the sovereignty of any federally recognized Native nation. (AP)

Tribal sovereignty means the inherent right or power of Native people and Tribes to self-govern, have the legislative, executive, and judicial power to make and enforce civil and criminal laws upon Tribal citizens, and to establish courts and other forums for resolution of disputes. (AP)

Tuition reimbursement means reimbursement for classes, courses, or programs approved by appointing authorities or designee. (AP)

Tuition waivers means waivers that the governing boards of the state universities, regional universities, Evergreen State College, community colleges, and technical colleges may use to waive all or a portion of the tuition, services, and activities fees for state employees. (AP)

Two tier, second tier or 2nd tier contracts means prequalified lists of vendors under a specific Master Contract that can be chosen to provide goods or services, or both. (AP)

Two-Spirit means a modern, pan-indigenous, umbrella term used by some Indigenous North Americans to describe Native people in their communities who fulfill a traditional third-gender or other gender-variant ceremonial and social role in their cultures. Being Two-Spirit does not imply any specific sexual orientation. (AP)

Unauthorized touching means any physical contact, including use of an object, which originates out of aggressive, hostile, or out-of-control behavior. (AP)

Underutilization means there are fewer members in a particular job group than would reasonably be expected based on the affected group's availability. (AP)

Undue hardships means when DCYF demonstrates accommodation would present an unreasonable cost or difficulty in view of:

• The size of and the resources available to the employer.
• Whether the costs can be included in planned remodeling or maintenance.
• The requirements of other laws and contracts, and other appropriate considerations. (AP)

Unique DCYF records retention schedules means schedules, listing and assigning minimum retention periods to individual records series, which is approved for a specific agency by the State Records Committee. Records retention schedules provide continuing records disposition authority to the agency for which it is approved. (AP)

Unlicensed kinship care or Unlicensed kinship caregivers means relatives, suitable persons, or relatives defined by Tribal code or custom who have been approved by the Department to regularly provide 24-hour care in their home to children or youth but have opted out of being licensed. (AP)

Unmet need means anything a child or youth needs that isn't already paid for through services already provided by DCYF or other public programs or resources. This definition applies when the child or youth receives public benefits like Supplemental Security Income (SSI), Retirement, Survivors, and Disability Insurance (RSDI) or Social Security Disability Insurance (SSDI). (AP)

Use taxes means a tax on the use of goods or certain services in Washington State when sales tax has not been paid or was paid at a lower rate. (AP)

Vacant positions means existing positions that have not been offered to a selected candidate. (AP)

Vaping means carrying or inhaling vapor from a usually battery-operated electronic device, e.g., electronic cigarette, that heats up and vaporizes a liquid or solid. (AP)

Vapor products means products that produce aerosol by heating a liquid solution, which is inhaled as an aerosol. Vapor products may contain nicotine, flavors, or other substances. (AP)

Vendor agreements means contracts between a vendor and DCYF that details the goods or services, or both, that will be provided in exchange for payment. The contract details the provisions and conditions of the goods or services the vendor provides and are initiated by using the vendor contracts. (AP)

Veteran-owned businesses means businesses that are certified by the U.S. Department of Veteran Affairs (VA) to be at least fifty-one percent owned and controlled by a veteran, as defined in RCW 41.04.007, or an active or reserve member in any branch of the armed forces of the United States, including the national guard and armed forces reserves, per RCW 43.60A.010. (AP)

Veterans’ preference means the preference in hiring and employment given to qualified eligible veterans or their spouses or domestic partners, per chapters RCW 41.04 and RCW 73.16. (AP)

Vietnam Era Veterans means individuals who:

• Served on active duty for more than one hundred eighty days and part of their service time was between either:
  • February 28, 1961 and May 7, 1975, in the Republic of Vietnam.
  • August 5, 1964 and May 7, 1975, in all other cases.
• Were discharged or released from active duty either:
  • With other than a dishonorable discharge.
  • For a service-connected disability if any part of their active duty was performed between August 5, 1964, and May 7, 1975. (AP)

Vital documents, for the purpose of the DCYF Administrative 6.02 Access to Services for Clients and Caregivers who are Limited English Proficient (LEP) policy, means documents that are critical to clients and caregivers for them to access or understand DCYF services or programs. Vital documents include:

• Written notices of eligibility criteria, rights, denial, loss, or decreases in benefits or services.
• Applications to allow Limited English Proficient (LEP) clients to participate in or receive services or benefits from DCYF.
• Consents and releases of information.
• Legal and court documents.
• Findings letters.
• Safety and reentry plans.
• Other documents that are important to clients or caregivers if not provided accurately or in a timely manner. 
  (AP)

Voluntary Employees’ Beneficiary Association Medical Expense Plan (VEBA MEP) means an account-based health plan that retirees can use to reimburse qualified out-of-pocket healthcare costs and insurance premiums for themselves and their families. The VEBA MEP is funded with compensable unused sick leave at retirement. (AP)

Volunteering means activities that:

• Are performed during an employee’s, volunteer’s, intern’s or work study student’s time off from DCYF.
• Provide no monetary or material gain for participation in the activities.
• Are not work-related or DCYF-sponsored volunteer activities. (AP)

Volunteers means individuals who, of their own free choice, perform any assigned or authorized duties for DCYF. Volunteers receive no wages and are registered and accepted as a volunteer by DCYF to engage in authorized volunteer services. (AP)

Vulnerable adult means the same as defined in RCW 74.34.020. (AP)

W-2 means an IRS tax form that must be completed by an employer that reports the following information:

• An employee’s wages, salary, or other compensation; and the taxes withheld from such wages, salary or other compensation.
• For the purposes of this policy, the W-2 is used for providers who provide in-home care to DCYF clients, reportable, per IRS Publication 926, with DCYF acting as a Third-Party Payer on behalf of the client. (AP)

Warrants means a payment instrument for each invoice voucher or other evidence of indebtedness validated by the Washington State Treasurer for payment. (AP)

Washington Electronic Business Solution (WEBS) means the website where all contract solicitations are posted for potential bidders to bid. (AP)

Washington General Service (WGS) means the term used to identify positions that are under the jurisdiction of state civil service law. These positions are identified under the classified job listings and are on a set salary range. (AP)

Washington General Service (WGS) employees means the system of personnel administration that applies to classified employees or positions under the jurisdiction of chapter 41.06 RCW, which do not meet the definition of manager found in RCW 41.06.022. (AP)

Washington management service (WMS) positions means positions that are part of the decentralized personnel system established separately for civil service managers in state government. WMS positions must meet the definition of manager outlined in RCW 41.06.022 and WAC 357-58-035. (AP)

Washington management service (WMS) review period means the initial review period of 12 to 18 months that must be served when either a permanent employee promotes to a permanent WMS position or an employee who does not have permanent status in the classified service is appointed to a permanent WMS position. The Washington Management Service review period may be extended if the total review period does not exceed 18 months. (AP)

Washington Secure Electronic Communications, Urgent Response and Exchange System (WA SECURES) means the state’s public health secure messaging and alerting system. WA SECURES information about emerging public health threats, Health Alert Network (HAN) messages, recovery efforts, and other guidance is available. (AP)

Washington State Background Checks means background checks that use an individual’s name and date of birth to check Washington state criminal and negative action history. (AP)

WebEOC means a web-based application that provides real-time emergency information management. It allows authorized users to immediately access information related to emergencies and the response. Washington State Emergency Management Division administers the system and DCYF Emergency Management Unit manages access for DCYF. (AP)

White supremacy means a political, economic, and cultural system in which White people are believed to be normal, better, smarter, and superior. This system advantages White people with overwhelming control, power, and material resources. (AP)

Work environment means everything that shapes employee, volunteer, intern, and work study student involvement with the work itself, including the organizational culture, physical space, safety considerations, technology and tools, and interactions with co-workers and supervisors. (AP)

Work study students means college students participating in programs that enable them to work for DCYF while enrolled in school. (AP)

Workplace means any location, permanent or temporary, where employees, volunteers, interns, and work study students perform their work-related duties. This includes, but is not limited to buildings and surrounding perimeters, including parking lots, field locations, home and community activities, alternate work locations, agency vehicles, and travel to, from, and during work assignments. (AP)

Workplace claims and accommodation (WCAU) consultants means Human Resource Division (HRD) employees working within the WCAU designated by the human resource director to process claims, develop transitional return to work assignments, and work with Department of Labor and Industries to obtain necessary claimant information to include wage information on the date of injury and job duties. (AP)

Workplace Claims and Accommodation Unit (WCAU) means a unit within the Human Resource Division (HRD) specializing in Assault Benefits for employees, volunteers, interns, and work study students managing workers’ compensation claims with Labor and Industries, and reasonable accommodations. (AP)

Workplace security means the actions taken to protect employees, volunteers, interns, work study students, and contractors against actions that individuals may take that could cause them harm. (AP)

Workplace violence means verbal or physical assault or threatening behavior, which occurs in or arises from the workplace, and which is committed toward or by DCYF employees, clients, or customers. (AP)

Workplace-specific staff safety plan means a plan that includes DCYF requirements and procedures specific to each workplace for overall safety and health, per WAC 296-800. (AP)

Writing means handwritten, typed, printed, photographed, and every other means of recording any form of communication. This includes papers, video or audio recordings, and any other documents that information may be obtained or translated, per RCW 42.56.010. (AP)