LDH Division of Safety/Security & Administrative Services

Welcome to the LDH Division of Safety/Security & Administrative Services page! This site is set up for LDH Safety Coordinators/Officers, Agency/Facility Property Managers/Liaisons, Contracts & Procurement Coordinators, Lease Coordinators, Pcard Holders, and Telecommunication Coordinators/Liaisons to obtain information regarding safety in the workplace, contracts/procurement, pcard, and to obtain the latest forms and policies affecting their respective areas of expertise.

LDH DSSAS Staff Contacts

• DSSAS Organizational Chart
• DSSAS Services/Program Contacts

LDH Safety Coordinators 

• LDH Safety Contacts Organizational Chart
• LDH Location Code and Contact Listing 

Office of State Buildings and Bienville Building Rules

• OSB Facility Rules Manual
• Bienville Building Rules
• Galvez Parking Rules and Regulations
• Tenant Interaction with Inmates

Safety and Security Resource Links

• Office of Risk Management 
• Sedgwick Safety and Security Mandatory Training
• The Louisiana Code of Governmental Ethics
• Louisiana Employees Online (LEO) (to access Success Factors)
• LDH Policy Site
• Self Audit Template (internal use only)

Safety and Security Audit Supporting Documentation

Section 1.1:  General Safety

• LDH General Safety and Loss Prevention Manual (training via LEO first 90 days of hire)
• LDH Weapons in the Workplace Policy #68.1
• LDH Workplace Violence Policy
• LDH Threat Management Plan:  Bienville Building
• Departmental Safety Policy Statement
• Governor Safety Policy Statement
• LDH Safety Rules (via Success Factors first 90 days and annually)
• LDH Risk Communications Policy

Section 1.2:  Safety Meetings and Training

Safety Coordinators are permitted to choose any safety topic quarterly with the exception of Quarter 3 (January - March), which is the designated quarter in which LDH agencies are to cover LDH Safety Rules via online training and any other policy related and/or policy review topic(s).   

Listed below are some topics/links agency Safety Coordinators might want to consider choosing from for Quarters 1, 2, and 4:

• Safety Meeting Sign Off Form
• LDH Required Training For Employees/Contractors
• Building/Site Rules 
• De-Escalation One Pager
• Fire Safety Training
• Office Safety Training 
• Safe Lifting 
• Storage Methods Training
• Accident/Incident Investigation and Transportation Claims Training (non-LEO user)
• Electrical Safety Training 
• Site or Facility Visit with Animal
• State Vehicle Policy: Driver Safety Coordinator Specific  (for agency Driver Safety Coordinators and agency Safety Coordinators)
• Bienville Building Floor Warden Training (for agency Floor Wardens, Outside Monitors, and Safety Coordinators)
• ORM Safety Spotlight Topics

Section 1.3:  Inspections

• LDH Quarterly Building Inspection Form
• LDH Fire Drill Assessment Form
• HC-1-90 Form:  Hazard Control Log

Section 1.4: Incident/Accident Investigations

• DA2000 Form – Employee Incident/Accident Investigation Form
• DA3000 Form – Visitor/Contractor/Inmate Incident/Accident Investigation Form
• DA2065 Form - General Liablility Claim Form
• Job Safety Analysis Form 
• ORM Job Safety Analysis Confirmation Form

Section 1.5:  Return to Work

• Transitional Return to Work Policy
• DA WC4000 Form
• LDH Employee Drug Testing Policy #48
• Employee Substance Abuse and Drug Free Workplace Policy #4

Section 1.6:  Blood Borne Pathogens/First Aid

• Blood Borne Pathogen Policy #3.1
• Bienville Building Sharps Container Inspection/Disposal Process
• High Risk Blood Borne Pathogen Training Sign In Sheets July 1, 2023 - June 30, 2024
  • Region 1
  • Region 2 
  • Region 3 
  • Region 4
  • Region 5 
  • Region 6 
  • Region 7 
  • Region 8 
  • Region 9 

Section 1.7:  Emergency Preparedness Plan

• Emergency Preparedness Plan of Operations

Section 1.8:  Hazardous Materials

• ORM Hazard Material Confirmation Form

Section 2.1: Driver Safety Program

• LDH State Vehicle Policy #60.2
• Non State Employee Hold Harmless Form

Section 2.2:  Inspection and Repair of State Owned Vehicles

• DA 2073 Form – Vehicle Glass Repair/Replacement Loss Notice
• DA 424 Form – Vehicle Checklist
• DA 2041 Form:  State Vehicle Damage Report

Section 2.3:  Driver Training

• Authorization and Driving History Spreadsheet

Section 2.4:  Driver Record and Forms

• DA 2054 Form – Driver Authorization Form and Annual Supplemental Signature
• DA 2055 Form – Contractor Driver Auth. Form and Annual Supplemental Signature

Section 3.1: Bonds Crime, and Property Program

• LDH Bonds Crimes and Loss Control Program
• Movable Property Control Policy (See below)
• LaCarte Procurement Card Policy (See below)
• LDH Bienville Building Mail Handling Policy (See below)

Section 3.2: Bonds Crime, and Property Employee Responsibility

• Card Holder Responsibility Slide
• Card Group, Approver, Agreement Date, and Course Completion Spreadsheet Template
• BOA Workflow Training for LaCarte/PCard
• Account Holder Instructions
• LaCarte Cardholder Listing
• LaCarte Cardholder Responsibilities
• LA Administrative Code:  Chapter 3 Responsibility for Fiscal Approval
• Division of Fiscal Management:  Cash Handling Policy and Procedure
• Reporting Losses Form – Louisiana State Property 1st Party Losses Reporting Form

Section 3.3: Security

Bienville Building badge forms have been removed from this site as they must be completed by an official Bienville Building Badging Coordinator only (Timothy White or Trina Hull).  Prepopulated badge forms are not permitted since all data must be verified and entered by the Bienville Building Badging Coordinator only.  Galvez Parking Garage access (Parklync) will be entered when the new employee/contractor physically comes in to see the Bienville Building Badge Coordinator to obtain paperwork for a Bienville Building identification/access badge.  Employee/contractor shall have a P#/H# and an official state email address before any badging form and/or parking garage access will be issued.

LDH employees that schedule meetings within the Bienville Building are responsible to notify their meeting attendees (visitors) about the Galvez Parking Garage validation procedures.   Below is a sample message that can be cut and pasted into your meeting invite which includes directions to the Bienville Building, visitor check in procedures, and parking validation procedures.

• Bienville Security Procedures
• Benson Tower Tenant Parking Update Form - Complete and submit to LDHREPLease@la.gov. 
• ORM Securing Data Confirmation Form
• Sample Message to Add to Bienville Building Meeting Invites with Visitors
• Bienille Building Parking Garage License Plate Reader (ParkLync) Tenant Enrollment Form - Complete and submit to Timothy A White and Trina Hull
  • Galvez Parking Garage validations shall be completed/submitted within 30 minutes of arrival into the garage.
  • LDH employees that are in a loaner/rental for less than 5 days should validate their parking daily at one of the security desks within the Bienville Building. 
  • If an employee will be in the loaner/rental vehicle for an extended period of time (5+ days) it is recommended that the employee temporially replace a vehicle (limited to two) with the loaner/rental on their ParkLync profile. To do this the LDH Employee is to complete the above form and submit.

  • LDH is consistent in the reviewing and handling of questionable employee/visitor parking citations. LDH shall not be held responsible for employees/visitor not validating their vehicle timely or accurately.   If there is an error on LDH’s part, LDH will address that parking citation; however it is each employee/visitor personal responsibility to validate and input correct data for parking in the Galvez Parking Garage.  There is signage reminding to validate in and around the Galvez Parking Garage, at the employee and main entrance of the Bienville Building, inside elevators, and at all Security Guards desks within the Bienville Building.

Section 3.4:  Key Control

• Key Control Form

Section 4.1:  Equipment Management (Site/Office Specific)

• ORM Equipment Management Confirmation Form

Section 5.1:  Water Vessel (Site/Office Specific)

• ORM Water Vessel Confirmation Form
• LDH Water Vessel Operator Safety Policy #127
• Water Vessel Authorization Form (DA 2066)
• Water Vessel Operator Record Request Form
• Operator Boating Incident Report (DWF-BIR-010-OP)
• LDH Water Vessel Operator Monthly Inspection Form
• US Coast Guard Report (Form CG-2692)

Section 6.1:  Flight Operations (None)

• ORM Aircraft Confirmation Form
• LDH Unmanned Aircraft Systems (UAS) Policy #144.1
• LDH UAS Flight Log Checklist
• LDH UAS Accident/Incident Statement

Administrative Services Policies and Forms

LDH Agency LaGOV Security Access Form and Docusign Access Form & Training 

• Docusign Access Request Form - Complete and submit to Timothy A White and Trina Hull
  • Employees do not need a DocuSign account to e-sign documents, they just need to click the “Review Documents” hyperlink in the email and follow the easy prompts. They will then have an option at the end to create a free e-signing account if they wish (cannot send envelopes), but it is entirely optional. 
  • DocuSign accounts are only needed for those that intend to send envelopes (documents) for e-signatures and please note that LDH accounts are monitored regularly for idle accounts, misuse, and fraud. 
    • Accounts that are deemed idle (no envelope sent from account for 90+ days) are automatically suspended.  Should an account be suspended it can be reactivated upon written justification for reactivation to the account administrators.  Account administrators reserve the right to obtain further approval from agency appointing authority, if deemed necessary.
• DocuSign ESignature: Video Series
  
  • How to Send an Envelope
  • How to Sign a Document
  • How to Manage and Correct Envelopes
  • How to Create a Template
• LaGOV Security Purchasing, Contract, and Inventory Access Form - Complete and submit to Ashley Poche and Jessica Saloom
• LaGOV Security Maintenance Operations Access Form - Complete and submit to Susan Spell and Trina Hull

LDH Property Control

• LDH Property Manager Listing
• LDH Movable Property Control Policy #61.2
• Louisiana Property Assistance Agency Policy 
• Title 34
• OTS Information Security Policy
• OTS Approved Sanitization Methods
• Class Codes Not Required Data Sanitization
• Class Codes Required Data Sanitization
• OTS Sanitization Status Codes
• Designation Letter Sample (Property Coordinator/Liasion)
• LDH ORM Exposure Training 01.17.2023 Slides
• LDH ORM Exposure Report Acknowledgement Form
• Designation of New Property Manager (LPAA Form)
• Form A - LDH Asset or Movable Property Tag Request
• Form A.1 - LDH Supplemental Asset or Movable Property Tag Request
• Form B - LDH Asset/Movable Property Employee Assignment
• Form C - LDH Asset/Movable Property Out for Servicing/Repair
• Form D - LDH Movable Internal/External Transfer Request
• Form D.1 - LDH Supplemental Internal/External Transfer Request
• Form E - LDH Request to Loan Assets/Movable Property Temporarily
• Form F - Request for Surplus (Data Sanitized Required Items Only) *FORM DISCONTINUED 6/30/2021
• Form G - LDH Surplus-Data Sanitize Only 
• Form H - LDH Request for Surplus (Data Sanitization Not Required Items Only) 
• Form I -  LDH Request for Disposal 
• Form J - Sign Out/In Log

LDH Mailroom (Bienville Building)

• Bienville Building Bin Authority Listing
• Capital Area Messenger Mail Sites
• LDH PelicanPost Sub Sub Numbers
• LDH Mail Handing and Postage Handing Policy and Procedures for LDH Administration Building #106.4
• LDH Mailroom Procedures Administrative Memorandum-001
• Instructions on How to Fill Out a PelicanPost Mail Service Request Form Via Portal
• Bin Authority and User Change Form

   

LDH Telecommunications

• Telecom Coordinator Listing
• LDH Telecommunications Policy
• LDH Telecommunications Appointment for Agency,Facility, and District Coordinators/Liasions
• LDH Telecommunications Cell/Mifi Change Form
• LDH Device Acceptance Form
• LDH Device Sign In/Sign Out Tracking Log
• Request for LDH Telecommunication/Data Device Form 
• Telecommunications Device Upgrade Request
• LDH Telecommunications Stipend Request Form
• LDH Telecommunications Stipend Receiver Annual Re-Certification Attestation
• Request for LDH Zoom Conferencing Service (Individual License)
• LDH Telecom Zoom Cancellation Form
• Phone Bill Monthly Bill Certification Form (Centrix Lines Only)
• Instructions for Centrix (old) Phone System Call Forward, Call Busy, and No Answer
• Complete Guide on how to use and set up features on your Mitel 6867i telephone (HVS/VoIP)
• 6867i HVS Telephone Shortcut Guide
• HVS Services New/Move/Change/Disconnet Request Form    

LDH Printables

• PPM64
• LDH Stationary and Business Card Policy #79.1

LDH Contracts/RFP

• LDH Agency Contract Point of Contact
• 2024-2025 Procurement/Contract Training Schedule
• Request for Proposals Evaluation Policy #124
• LDH RFP Post-Evaluation Review Process
• LDH RFP Process Flow Chart
• LDH Sole Source or Emergency Contract Process
• LDH Sole Source Emergency Contract Process Flow Chart
• Non-Competitive Standard Contract Review Flow
• Ratifications Process
• Small Entrepenureship (Hudson Initiative) Certification Program Policy #123
• LDH Audit Requirements for Contracts #13.3
• Current LDH CF-1 - Contract Request Form
• Current LDH CF-6 - Contract Amendment Form
• Diversity and Inclusion Statement
• LDH Confidentiality and Conflict Statement
• Contract Renewal Form Template
• CEA Template
• CEA Amendment Template
• CEA Line Item Appropriation Template
• Sample MOU Template
• Cost Benefit Analysis Sample Template
• Sample Signature Routing Slip
• HIPAA Addendum
• OIG Addendum
• Civil Service Form
• R-7101 LDR Exempt Form
• Pull Vendor Profile Data from ECC
• Contract Performance Evaluation Report
• Professional Contract Training Tool
• How can I search SAM.gov?

LDH Leases

• LDH Agency Lease Point of Contact
• LDH Rental and Leasing of Real Property #70
• Lease Process Flow for Real Property and Storage
• OMF Lease Training Slides

LDH LaCarte Purchasing Card (Pcard)

• LaCarte Purchasing Card Policy#58.4
• LDH Meal/Refreshment/Snack Request Form (non-Special Meal)
• LDH Policy on Paying Membership Dues, Licenses, and Subscriptions #128
• LDH Membership Due, Licenses, and Subscription Request Form
• Electronic Signature or E-Signature #133
• LaCarte PCard Program Training 2024
• LDH Tax Exemption Form
• PCard Approver Agreement Form
• PCard Cardholder Agreement Form
• PCard Cardholder Limit Change Form
• PCard Enrollment Form
• PCard Missing Receipt Form
• PCard Statement of Disputed Item Form