HUMAN RESOURCES 2025

Restricted Information

Information with some restrictions or limitations on its use or disclosure.

Confidential Information

Information that is made confidential or privileged by law or prohibited from disclosure by law or City policy.

Duty to Report

Employees are required to inform their supervisor if they believe the confidentiality of their work is at risk.

Unauthorized Access

Attempting to access restricted or confidential information without proper authorization.

Protected Health Information (PHI)

Any information related to an employee’s medical information protected by law.

Social Security Number

A unique number assigned to individuals for identification in the United States.

Administrative Rule HRAR 11.04

A set of guidelines governing the protection of restricted and confidential information in the City of Portland.

Disclosure Prohibition

The act of revealing restricted or confidential information is restricted except in specific circumstances.

Privileged Communication

Communication that is protected from disclosure in legal contexts, intended to foster open dialogue without fear of exposure.

Safekeeping

The responsible action of protecting and maintaining restricted and confidential information.

Bureau-Specific Policy

Regulations or guidelines that apply specifically to certain departments or bureaus within the city.

Restricted Information Examples

Includes social security numbers, driver's license numbers, and financial account information.

Post-Employment Responsibility

Obligations former employees have regarding the non-disclosure of confidential information.

Compliance with Technology Policies

The requirement to adhere to city technology rules regarding handling confidential information.

Need to Know Basis

Only sharing information with individuals who require it for their work.

Duty to Report

Obligation of City employees to report unlawful or improper actions by a city official.

City Official

Any elected official, employee, appointee of a board or commission, or citizen volunteer authorized to act on behalf of the City.

Retaliation Prohibition

The City will not tolerate retaliation against employees who report complaints or cooperate in investigations.

Whistleblowing

Disclosure of information by employees who believe the City has violated laws or regulations, engaged in waste, or created public danger.

Good Faith Reporting

Reporting done with a sincere belief that the information disclosed is accurate and truthful.

Confidentiality

Protection of the identity of individuals who report unlawful actions, although absolute confidentiality cannot be guaranteed.

Fraud Hotline

A telephone line for employees to report fraudulent activities within the City.

Mismanagement

Improper handling or management of resources or responsibilities within the City.

Gross Waste of Funds

Significant and unjustifiable expenditure of City resources.

Disciplinary Action

Consequences such as demotion or suspension taken against employees who violate reporting rules.

Protected Disclosure

Information disclosed by employees that is protected from retaliation under the law.

Public Health and Safety

The wellbeing and safety of the general public as it relates to the City's actions.

Terms and Conditions of Employment

The various aspects governing the employment relationship, including promotion and compensation.

Legislative Assembly

A body of elected officials responsible for making laws within the state.

Exempt Public Records

Records that are not required to be disclosed to the public due to confidentiality laws.

Administrative Rule History

The record of changes and updates to the rules regarding reporting improper actions, including dates and revisions.

Prohibited Conduct

Actions that city employees must avoid to maintain ethical standards.

Financial Gain

The benefit an employee might obtain from their position, which is prohibited in certain circumstances.

Associated

Connection with a business or organization in terms of ownership, employment, or remuneration.

Conflict of Interest

A situation where an employee's actions may benefit their private financial interests.

Limited Purchase Orders

A mechanism that allows employees to make limited purchases, which should not benefit family members.

Not-for-Profit Organization

An organization that does not operate for the purpose of profit and may be associated with city employees.

Bureau Director

The head of a division or department within the city government, to whom employees must report certain actions.

Supervisor Approval

Required consent from a supervisor before taking actions that involve a potential conflict of interest.

Public Information

Data that is accessible to the general public without restrictions.

Procurement Cards

Corporate credit cards issued to employees for purchasing goods and services on behalf of the city.

Gifts

Items received by employees that may influence their official actions, which are regulated by law.

Romantic Relationship

A personal relationship that could create a conflict of interest when one party supervises the other.

Administrative Rule

A guideline established to govern employee conduct within the city.

City Code 5.33.070

Legal provisions regulating the purchase of goods and services by city employees.

Official Action

Any decision or measure taken by a city employee in their capacity as an employee.

Disclosure

The act of informing relevant parties about potential conflicts of interest.

Transparency

The quality of being open and truthful about actions that may affect stakeholders.

Financial Detriment

A loss or disadvantage an employee may face if certain actions are not taken.

Family Member

Individuals related by blood or marriage, connected to city employees regarding prohibited conduct.

Romantically Involved

A connection between two employees that must be disclosed to avoid conflicts of interest.

Ethical Conduct

The moral principles that govern a person's or group's behavior in public office.

Public Trust

The reliance on public officials to act in the best interest of the public.

Conflict of Interest

A situation in which a public employee's personal interests potentially compromise their professional duties.

Disclosure

The act of revealing or making known information, particularly regarding conflicts of interest.

Supervisor

An individual who oversees employees and ensures that they adhere to ethical standards.

Bureau Director

A leader within the city administration responsible for overseeing specific bureau activities and reports.

Appearance of Impropriety

Behavior that could be perceived as unethical or dishonest by a reasonable observer.

Fraud Hotline

A confidential resource for reporting unethical conduct or fraudulent activities within the city.

Human Resources

The department responsible for managing employee-related processes, including ethics compliance.

Administrative Rule

Official guidelines established to direct conduct within an organization.

Ethics Problem

A situation where an individual's actions may conflict with established ethical standards.

Higher Standard of Conduct

A requirement for behavior that exceeds the minimum legal obligations outlined in state law.

Unlawful Actions

Conduct that violates local, state, or federal laws.

Conduct Reporting

The procedure for employees to inform authorities of unethical or improper behaviors.

Code of Ethics

A set of principles and guidelines designed to help professionals conduct their business honestly and with integrity.

Disciplinary Action

Any action taken against an employee for cause, which may include oral reprimands, written reprimands, demotion, loss of pay, suspension, or discharge.

Progressive Discipline

A process in which disciplinary action begins with less severe measures like warnings and progresses to more severe actions such as suspension or discharge.

Serious Offenses

Actions such as stealing, workplace violence, or refusal to obey a legitimate order that may justify immediate discharge without prior warnings.

Incompetence

Failure to perform assigned duties to a satisfactory level.

Neglect of Duty

Negligence in performing duties that causes a substantial risk of personal injury or damage to property.

Intoxicants

Substances that impair an employee’s ability to perform work effectively or safely.

Absenteeism

Frequent absence from work without valid reasons, which may lead to disciplinary action.

Conviction of a Felony

A legal ruling that may impact an employee's effectiveness and reputation as a City employee.

Insubordination

Willful disobedience or failure to follow a lawful supervisory directive.

Unauthorized Use of City Resources

Using City equipment or time for personal purposes without permission.

Confidential Information

Restricted data that cannot be disclosed without proper authorization.

Dishonesty

Engaging in actions that deceive or mislead, especially related to employment.

Bullying

Intentional conduct that intimidates or threatens another employee over time.

Hazing

Creating situations that cause embarrassment or ridicule, risking harm to individuals.

Due Process

Ensuring an employee is informed of proposed disciplinary action and has the opportunity to respond.

Disciplinary Suspensions

Temporary removal from work without pay, generally not less than one week for FLSA exempt employees.

Civil Service Board

A body to which employees can appeal disciplinary actions taken against them.

Reporting Procedure

The steps an employee should take to report bullying, mobbing, or hazing.

Investigation Procedure

Steps taken to investigate complaints, including interviews and determining the validity of allegations.

Confidentiality in Investigations

Maintaining privacy to protect the involved parties during an investigation.

Retaliation

Punitive actions against an employee for reporting complaints or participating in investigations.

Behavioral Standards

The expected conduct of employees that contributes to a respectful work environment.

Performance Evaluation

Assessment of an employee's work performance, which may include disciplinary feedback.

Behavior Modification

The goal of progressive discipline to help employees correct their misconduct.

Bureau Director

The individual responsible for overseeing compliance with administrative rules and handling complaints.

Workplace Environment

The setting and conditions in which employees operate, impacting morale and productivity.

Employee Representation

The right of an employee to have someone present during meetings that may affect their employment.

Discipline Log Entry

Official documentation of any disciplinary action taken against an employee.

Violation of Safety Rules

Failure to follow established safety procedures that could endanger employees or others.

Grounds for Disciplinary Action

The justifications for taking disciplinary measures against an employee.

Corrective Measures

Actions intended to help improve employee behavior or performance.

Attachment to HRAR 11.04

Recommendations regarding the protection of restricted and confidential information.

Mobbing

A form of bullying where a group targets an individual, leading to emotional distress.

Workplace Violence

Any act of physical aggression or threat of violence within a work environment.