Wakulla County, Florida
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PERSONNEL POLICY AND PROCEDURES MANUAL
J. David Edwards, County Administrator
(Revised and Approved March 19, 2012)
WELCOME
It is my pleasure to welcome you as an employee of Wakulla County Government. I am sure that the skills and ability you bring to us will make you a valuable member of our County team.
This manual will help you get started in your new job and will explain some general facts you need to know about County rules, your pay, work hours, benefits and your responsibilities and rights as an employee. Please read your manual carefully and discuss any questions you might have with your Supervisor or the Human Resource Office.
Our primary job as County employees is to give prompt, courteous and efficient service to our fellow citizens. As we share in the experience of working together, you will be making an important contribution to the growth and well-being of Wakulla County.
I hope that you will take pride in your new job and that you will find your work interesting, satisfying and rewarding.
I wish you every success in your career with Wakulla County Government.
Sincerely,
J. David Edwards
County Administrator
VERIFICATION OF RECEIPT
I, _____________________________________________ affirm and acknowledge, by providing
(Printed Name)
my signature below that I have received a copy of the Official Wakulla County Personnel Policy and Procedures Manual. I understand that it is my responsibility to read the Policy and Procedures and to abide by them, including the County’s Harassment Policy. Further, I understand that I should contact my supervisor or the Human Resources Director should I have questions as to any of the requirements or regulations contained herein. Wakulla County is an at-will employer and I understand that the nature of my appointment with Wakulla County is at-will and may be terminated by either party at any time for any or no reason. I understand that there may be revisions to the Policy and Procedures Manual, from time to time, and I am required to abide by those revisions, as well.
__________________________________________ ________________________
Employee Signature Date
__________________________________________ ________________________
Witness - (County Staff) Date
TABLE OF CONTENTS
INTRODUCTION - 1 -
OBJECTIVES - 1 -
I. SCOPE - 2 -
II. DEFINITIONS - 2 -
III. EMPLOYEE CONDUCT - 7 -
A. Equal Employment Opportunity - 8 -
B. Americans With Disabilities Act Statement/Policy - 8 -
C. Prohibition of Harassment - 8 -
D. Whistleblower Protection Policy - 11 -
E. Safety - 11 -
F. Violence in the Workplace - 12 -
G. Attendance - 13 -
H. Political Activities - 14 -
I. Nepotism - 15 -
J. Outside Employment - 15 -
K. Smoking - 15 -
L. Solicitation - 15 -
M. Access to County Property - 16 -
N. Telephone, Wireless Communication Device Usage - 16 -
O. E-mail and Internet Access - 17 -
P. Social Media Policy - 18 -
Q. Conflict of Interest - 19 -
R. Substance Abuse - 20 -
S. Dress Code - 20 -
T. Department Work Rules - 20 -
IV. RECRUITMENT, SELECTION AND APPOINTMENT - 21 -
A. Applications - 21 -
B. Medical Examination - 23 -
C. Drug Screening - 23 -
D. Probationary Period - 23 -
E. Recruitment of Temporary Positions - 24 -
F. Temporary to Regular Employment - 24 -
G. Emergency Appointment - 24 -
H. Americans With Disabilities Act - 24 -
I. Veterans Preference - 25 -
V. CLASSIFICATION AND PAY PLAN - 25 -
A. Administration - 25 -
B. Initial Placement - 26 -
C. Reclassification - 26 -
D. Creating a New Position - 27 -
E. Promotion - 27 -
F. Demotion - 27 -
G. Other Pay Adjustments - 27 -
H. Overtime - 28 -
I. Payroll - 29 -
VI. EMPLOYEE BENEFITS - 29 -
A. Health and Life Insurance Coverage - 29 -
B. Retirement - 30 -
C. Credit Union - 30 -
D. Direct Deposit - 30 -
E. Parking - 31 -
F. Employee Assistance Program (EAP) - 31 -
G. Educational Attainment Compensation - 31 -
H. Tuition Assistance and Staff Training and Development - 32 -
I. Deferred Compensation - 34 -
J. Holidays - 34 -
K. Holidays Observed - 35 -
L. Annual Leave - 36 -
M. Sick Leave - 38 -
N. Sick Leave Donation - 39 -
O. Leave Without Pay - 40 -
P. Workers Compensation - 40 -
Q. Elections Leave - 41 -
R. Administrative Leave - 42 -
S. Veterans Leave - 42 -
T. School Activity Leave - 42 -
U. Family Medical Leave Act (FMLA) Leave - 42 -
V. Bereavement Leave - 46 -
W. Jury Duty or Witness Leave - 46 -
X. Domestic Violence Leave - 47 -
Y. Military Leave - 47 -
VII. EMPLOYEE PERFORMANCE EVALUATION - 48 -
A. Evaluation Periods - 48 -
B. Evaluation Review Process - 48 -
VIII. DRUG-FREE WORKPLACE POLICY - 49 -
A. General Procedures - 50 -
B. Pre-Employment Drug Screening - 51 -
C. Active Employee Drug Testing - 51 -
D. Testing - 52 -
E. Grounds for Discipline or Termination - 53 -
F. Rights and Responsibilities of the Employee/Job Applicant - 53 -
G. Drugs that May be Tested For - 54 -
H. Conclusion - 54 -
IX. STANDARDS FOR DISCIPLINARY ACTION - 55 -
A. Authority - 55 -
B. Types of Disciplinary Action - 56 -
C. Procedure - 57 -
D. Standards for Disciplinary Procedures - 57 -
E. Guidelines for Disciplinary Action for First Offenses/Repeat Offenses - 58 -
F. Probation - 59 -
X. EMPLOYEE GRIEVANCE PROCESS - DISCIPLINARY - 59 -
A. Appeal to Department Head - 59 -
B. Appeal of Department Head Decision - 60 -
C. Dismissal/Termination Appeal - 60 -
D. General Procedures - 61 -
XI. EMPLOYEE GRIEVANCE PROCESS - NON-DISCIPLINARY - 61 -
A. First Step – Immediate Supervisor - 62 -
B. Second Step - Department Head - 62 -
C. Third Step - County Administrator - 62 -
XII. SEPARATION - 62 -
A. Resignation - 62 -
B. Dismissal - 63 -
C. Layoff - 63 -
D. Retirement - 64 -
E. Severance - 65 -
F. Death While Employed - 65 -
G. Exit Interview - 65 -
XIII. Appendix A. - Forms
• Oath of Loyalty
• Outside Employment Disclosure Form
• Wakulla County Employment Application
• Equal Employment Applicant Survey
• Investigative Report Disclosure Statement
• Telephone Reference Check Form
• Drug-Testing Consent and Release Form
• Employee Emergency Contact Form
• Employee Performance Appraisal Summary
• Direct Deposit Sign-Up Form
• Tuition Assistance Approval Form
• Tuition Reimbursement Form
• Creditable Service Annual Leave Accrual Rate Certification Form
• Notice of Employee Absence Form
• First Report of Injury or Illness Form
• Request for FMLA Leave Form
• Employee Disciplinary Report
• Exit Interview Form
• Employee Exit Checklist
• Personnel Action Form
XIV. Appendix B - Classification and Pay Plan
XV. Appendix C - Amended and Restated Wireless Communications Devices: Authorization, Issuance and Usage, Policy No. 09-02
XVI. Appendix D - Employee Rights and Responsibilities Under the Family Medical Leave Act Notice
INTRODUCTION
The purpose of this Manual is to establish procedures, which will serve as a guide to cover most personnel actions. The final interpretation and application of these rules and regulations shall be made by the Board or its designee. The Board reserves the right to amend, alter, modify, delete and add to these policies and procedures as it deems appropriate to serve the best interest of the residents, employees, and citizens of Wakulla County, Florida. These provisions do not intend to, nor do they create a contract for employment. Wakulla County is an “At Will” employer. Every County employee, upon beginning his or her employment, shall be given a copy of this Manual and shall sign the Verification of Receipt form attached at the beginning of the Manual, acknowledging its receipt. That Verification of Receipt form shall then be placed in, and become a part of, the employee’s official personnel file.
OBJECTIVES
To recruit, select, and advance employees on the basis of their ability, knowledge, skill and demonstrated performance.
To provide a pay plan and employee benefits package that is fair and competitive.
To train and develop employees to assure successful performance and to provide for personal growth.
To retain and advance employees on the basis of their ability to successfully perform their jobs.
To assure fair treatment of applicants and employees in all aspects of human resources administration without regard to race, color, national origin, sex, age, disability, religion, marital status, political affiliation, or other protected characteristics; and with regard for their privacy and constitutional rights.
To provide employees with a clear understanding of their role in Wakulla County government, the benefits of that employment, and the duties and responsibilities required to ensure a successful employment relationship.
To promote a grievance process that will provide for prompt, fair and appropriate resolution of employee grievances.
I. SCOPE
These policies shall apply to employees under the jurisdiction of the Board of County Commissioners except for the following categories:
• Members of the Board
• Board Appointees
• Contractual Consultants/Independent Contractors
• Elected Officials, Constitutional Officers, and employees of those offices
II. DEFINITIONS
Affirmative Action: Any activity initiated by the County which contributes toward the greater utilization of certain protected classes (minorities, females, the elderly, and the disabled).
Anniversary Date: The date one year from the full-time regular employment date. For salary increases, the anniversary date shall be that date each year on the date (month, day) of employment unless the anniversary date has been adjusted due to a leave of absence or suspension, or period of emergency relief employment, then the new adjusted date of employment would be used.
At-Will Employment: The State of Florida is an “At-Will” state. This means it is the right of employers to terminate employees for any lawful reason, or for no reason at all. It also gives employees the legal right to quit their jobs at any time for any reason.
Board: The Wakulla County Board of County Commissioners.
Classification and Pay Plan: A systematic arrangement and inventory of positions. The plan shall group similar positions into classes which shall be ordered, according to their degree of difficulty and responsibility, into different skill levels for purposes of establishing pay relationships. The Classification and Pay Plan shall be based on a thorough job analysis and shall be maintained by Human Resources.
Compensatory Time: Time off with pay granted in lieu of cash overtime payments.
Continuous Service: Continuous service is employment which is uninterrupted except for an authorized leave of absence, suspension, or a separation due to a reduction in work force of six months or less.
Demotion: An action that results in an employee being moved from a position in one classification to a position in a lower classification assigned to a lower pay grade.
Department Head/Division Director: Those supervisory employees who head up and manage one of the discrete departments or divisions under the authority of the Board. Employees in these positions have the authority and discretion to administer their department/division, subject to the supervision of the County Administrator and his/her Assistants, and have the responsibility to supervise, evaluate and discipline the employees under their supervision, as set out in this Personnel Policy and Procedures Manual. Department Heads/Division Directors may participate in the Employee Grievance Process.
Dismissal: The involuntary termination of an employee.
E-Mail: Electronic Mail; i.e. messages typed into a terminal and sent via internet or computer network, such as documents, memoranda, notes, letters, statements.
Employee: Any person appointed to a position with Wakulla County Board of County Commissioners for which they are compensated.
Equal Employment Opportunity: The provision of an environment which manifests the right of all persons to work and to advance on the basis of merit, ability and potential, and without regard to the individual’s race, color, religion, sex, national origin, age, handicap or disability, or marital status.
Exempt Employees: Those employees in administrative, executive, and professional positions as defined under the Fair Labor Standards Act, who are not subject to the overtime compensation provisions of the Act.
FLSA: The Fair Labor Standards Act. Federal legislation which sets minimum wage, overtime pay, equal pay, record keeping, and child labor standards for covered employment.
Full-Time Employees: Those employees who work on a continuing basis 30 hours or more per week.
Grievance: A dispute alleging a violation of a published county policy, rule, or procedure. No grievance will be considered unless the alleged violation has resulted from the deprivation of an expressly conferred right.
Hiring Authority: The Board, County Administrator, or designee, with authority to appoint or dismiss an employee from County employment.
Immediate Family: Spouse, the grandparents, parents, step-parents, brothers, step-brothers, sisters, step-sisters, children, step-children, grandchildren, and step-grandchildren of both the employee and the spouse.
Insubordination: The refusal to perform work when, and as assigned; failure to obey a direct legal order and /or any other act or acts of disrespect or disregard of supervisory authority.
Layoff: Termination of employment due to abolishment of positions necessitated by a shortage of funds, work, or a material change in the duties or organization of the County. A layoff shall be affected only upon prior approval of the Board.
Minimum Qualifications: Those minimum requirements as to education and experience that qualify an applicant to be considered for appointment. Additional requirements may also be indicated when necessary, such as licenses, certificates and others.
Non-exempt Employees: Those employees in positions subject to the overtime compensation provisions of the FLSA.
On-call Employees: Those regular employees who are required, from time to time, to work, or be available to work, at irregular intervals specifically to meet operational needs during depleted staff situations or emergency response requirements.
Overtime: The hours worked in excess of 40 hours during the established workweek. These hours must be at the direction of the department head or other designated supervisory staff and must not include leave with pay.
Pay Range: The range of permissible pay from the “minimum” rate to the “maximum” rate for each employment classification. Such range is established to administer pay for positions in each skill level.
Performance Evaluation: A method of evaluating each employee on a periodic basis as to his/her performance on the job.
Position: An office or post in a department of the County involving duties requiring the services of one person. It can be part-time, full-time, temporary or regular, occupied or vacant.
Position Description: A written description of sample duties, essential functions, responsibilities, and the knowledge, skills and abilities required for a position.
Probationary Employees: Those employees serving the first six months of their appointment, unless extended, whether as initial hires or by virtue of a promotion. All employees must serve and pass this period of observation and evaluation successfully. Employees in the probationary period may be discharged for any or no reason and shall not have right to participate in the Employee Grievance Process.
Promotion: An action which moves an employee from a position in one classification to another position in a different classification having a higher minimum salary and requiring a greater scope of discretion and responsibility.
Protected Class: Those persons within a class defined by Title VII of the Civil Rights Act of 1964, the Florida Civil Rights Act, and other applicable employment laws. Such classes include race, color, religion, sex, national origin, age, handicap or disability, and marital status.
Public Area: Those areas to which the general public has unrestricted access.
Public Safety Position: Those employees working in the divisions of the Wakulla County Board of County Commissioners that provide and/or support first response, basic and advanced life support medical services, support and transport (i.e., Emergency Medical Services (EMS) employees); those who provide fire protection, suppression and/or prevention services; those who provide animal control services; and those involved in the County’s emergency management services. Employees in these positions have the right to participate in the Employee Grievance Process.
Reclassification: The assignment of a position from one class to a different class due to a significant change in the duties and responsibilities of the position.
Regular Employee: Satisfactory completion of the probationary period by an employee results in that employee achieving regular status. Regular employees have the right to participate in the Employee Grievance Process.
Relative: An individual who is related to an employee as father, mother, son, daughter, brother, sister, uncle, aunt, first cousin, nephew, niece, husband, wife, father-in-law, mother-in-law, son-in-law, daughter-in-law, brother-in-law, sister-in-law, stepfather, stepmother, stepson, stepdaughter, stepbrother, stepsister, half brother or half sister.
Resignation: The termination of an employee at his/her request.
Safety-Sensitive Position: These positions, as determined by law, usually include those involving national security; health; safety; have functions that require a high degree of trust and confidence; require operation of County vehicles, machinery or equipment which, if mishandled, may place fellow employees or the general public at risk in the workplace; or require the handling of hazardous materials.
Separation: The severing of employment with Wakulla County.
Separation Pay: Earned leave pay, severance pay and any other pay entitlements due at the time of separation.
Senior Management Service Employees: There are several senior staff positions designated to be within this category for purposes of taking part in the State of Florida Retirement System. Generally, such employees are members of the management team whose primary duties are to manage a department, administer a County program and/or set policy. Employees in these positions have the authority to use discretion and judgment in administering programs. They act on behalf of the Board; have the responsibility to recommend the appointment or dismissal of employees; and may execute special assignments of a sensitive nature.
Suspension: An enforced leave of absence for either disciplinary purposes or pending investigation or charges against an employee.
Temporary Employees: Individuals who fill positions of specific duration not to exceed one year without the approval of the County Administrator (i.e., O.P.S.). The positions may be full-time or part-time. Additionally, positions created and funded by a grant will be considered temporary, unless otherwise designated by the grant. These positions may extend beyond the one year O.P.S. employee limitation, depending upon the nature of the work, the duration of the grant, the likelihood for continuation, recruitment consideration, and budget provisions in the grant. The classification, rate of pay, and type of appointment of grant positions shall be approved by the Board. Finally, those employees working in “flex” positions, in which they have no set schedule, but are called upon, as needed (such as certain Public Safety employees), fall within this category. Temporary employees are not entitled to participate in the Employee Grievance Process and do not receive County benefits.
Termination: The dismissal or removal of an employee from the County’s employment roster. This may be involuntary (in cases of dismissal) or voluntary (in cases of resignation or retirement).
Transfer: The assignment of an employee from one position to another within the same classification or the assignment of an employee to a lower classification when requested by the employee.
Vacancy: A position duly created and still existent but not occupied by an employee.
Volunteer: Any person who, of his/her own free will, provides goods or services to any unit of the County’s government, without receiving monetary or material compensation (other than as reimbursement for costs, where applicable). County volunteers are not employees of the County, and the policies set out in this Manual shall not apply to them.
Work Area: Areas where work of employees is performed.
Work Week: The number of hours regularly scheduled to be worked during any seven (7) consecutive days or other work period allowed by the Fair Labor Standards Act and adopted by the Board for an employee or group of employees.
Working Hours: An employee's normally scheduled hours of work (excluding lunch breaks and rest breaks).
III. EMPLOYEE CONDUCT
The Board advocates the concept that the quality of public service can attain maximum efficiency and effectiveness through a personnel management system based on merit principles.
The attitude and deportment of all County employees shall at all times be such as to promote the good will and favorable attitude of the public toward the County and its programs and policies. “Customer service” and responsiveness to requests or inquiries from the public shall be a priority. All employees are required to maintain their personal appearance in a manner, which will reflect a proper image to the public; they are encouraged to develop skills and seek formal training that will enhance their personal development and the overall expertise of the organization.
It is the policy of the County to expect employees to comply with all rules and regulations of the County and all State and federal statutes and regulations in the performance of their duties, as well as to comply with all safety rules and standards. Any employee who violates any of these rules and regulations shall be subject to disciplinary action, up to, and including dismissal.
All employees shall be required to take an Oath of Loyalty, as prescribed by Section 876.05, Florida Statutes. The Oath must be signed prior to earning any salary or employee benefits and a copy of the signed Oath will be filed in the employee’s official personnel file. A copy of the Oath of Loyalty form is made a part of Appendix A to this Manual.
An employee’s conduct while off duty may affect his or her employment under certain conditions, such as when:
• The activity impairs the reputation of the County
• The employee is unable to perform his/her regular work responsibilities or appear at work
• The activity leads to the refusal or reluctance on the part of others to work with the employee, barring protection under the law, or
• The employee is representing the County at a function or location other than his/her normal work location
As necessary, in the County’s discretion, and as permitted by law, the County may conduct periodic background checks on all employees. Those employees in public safety and/or safety sensitive positions, as well as those whose duties require some type of special certification, permitting or licensure, will be subject to background checks, at least annually.
A. Equal Employment Opportunity
Wakulla County is an Equal Opportunity Employer and, as such, states its commitment to providing equal employment opportunities to all persons in matters affecting, but not limited to, recruitment, employment, compensation, benefits, promotions, training, discipline, transfer and layoff practices without regard to race, color, religion, national origin, sex, age, marital or family status, disability, political opinions or affiliations, Veteran’s status or other characteristics protected by law (except where age or non-disability are bona-fide occupational qualifications).
The County Administrator shall designate an employee to serve as Wakulla County’s equal employment opportunity officer who shall have the responsibilities for administering all equal employment opportunity programs.
B. Americans With Disabilities Act Statement/Policy
It is the intent of the County to comply with the mandates of the Americans with Disabilities Act, of 1990, as amended (ADA). In that regard, qualified individuals with disabilities are encouraged to apply for positions and the County will reasonably accommodate such individuals, both in any pre-employment testing and/or with respect to the job applied for. In circumstances where a disabled individual is the most qualified for a position, with or without a reasonable accommodation, that individual will be selected. It is primarily the responsibility of the disabled applicants and employees to call to the County’s attention any need for a reasonable accommodation in testing or with respect to the position the individual seeks or holds.
Employees who believe they have not been afforded their rights under the ADA may file a complaint by contacting the EEO Officer or Human Resources Director, by following the Employee Grievance Process - - Non-Disciplinary, as set forth in this Policy and Procedures Manual.
C. Prohibition of Harassment
The purpose of this policy is to make all employees of the County aware that it is the policy of the County that sexual, racial or other forms of harassment are illegal and improper and will not be tolerated.
1. Statement of Policy
Harassment is a form of discrimination and is included among the prohibitions of Title VII of the Civil Rights Act of 1964 and the Florida Civil Rights Act, which prohibit discrimination in employment based upon being a member of a protected class, as defined in the Definition section of this Manual, and is prohibited by the County.
Sexual harassment consists of unwelcome sexual advances, requests for sexual favors, or other verbal or physical acts of a sex-based nature, where submission to such conduct is made a term or condition of employment, where an employment decision is based on an individual’s acceptance or rejection of such conduct, or where such conduct unreasonably interferes with an individual’s work performance or creates an intimidating, hostile, or offensive working environment. Sexual harassment may involve not only members of the opposite sex but also of the same sex.
Other forms of harassment in addition to sexual harassment are also improper and will likewise not be tolerated. Such harassment involves unwelcome language or actions involving race, religion, national origin, age, marital status, disability, or other protected characteristics.
Illegal or improper harassment of County employees is prohibited, whether by other employees or by persons who are not employed by, but do business with, the County.
In addition, the County will not allow any retaliation against any employee who raises a concern about improper or illegal harassment or participates in an investigation involving improper or illegal harassment.
2. Examples of Prohibited Sexually Related Conduct
The following are examples, but not an exhaustive list, of conduct that violates the County’s prohibition of sexual harassment.
Unwelcome physical assaults or touching of a sexual nature, including:
• Rape, sexual battery, molestation, or attempts to commit such acts.
• Intentional physical contact such as inappropriate touching, pinching, patting, grabbing, rubbing, hugging, or poking another employee’s body.
Unwelcome sexual advances, propositions, and other comments, such as sexually oriented gestures, noises, remarks, jokes, or comments about a person’s sexuality or sexual experience directed at or made in the presence of an employee who has indicated in any way that such conduct in his or her presence is unwelcome.
Job actions related to sexual matters such as:
• Preferential treatment for submitting to sexual activity, including soliciting or attempting to solicit an employee to engage in sexual activity for compensation, job advancement or other reward.
• Threatening to, or actually making an employee’s job more difficult, or taking away any benefit or privilege to entice an employee to submit sexually.
Display of sexually related material, such as:
• Pictures, posters, calendars, graffiti, objects, promotional material, reading or other material of a sexually suggestive or sexually demeaning nature.
• Reading or otherwise publicizing in the work environment materials that are sexually revealing, pornographic, or sexually demeaning.
3. Examples of Other Illegal or Improper Harassment
Derogatory, critical or uncomplimentary jokes, comments, displays, posters, other written materials as well as actions based on age, race, religion, national origin, marital status, disability, or other protected characteristics, are often unwelcome and hurtful to others and can be illegal. Such actions have no place in the work environment at the County and will not be tolerated.
The above examples are not to be considered a comprehensive list of prohibited conduct, but set forth examples of the types of conduct which are prohibited.
4. Making Complaints of Sexual or Other Illegal or Improper Harassment or Retaliation
Any employee who believes he/she has suffered sexual or other illegal or improper harassment or retaliation or who has observed such conduct should report it to his/her Department Head, the Human Resources Director or the County Administrator. In the event a complaint involves the County Administrator or any member of the Board, the complaint shall be made to the County Attorney. Any, individual who is made aware of a potential violation, either by the victim, another employee, or a member of public is required to advise his/her Department Head, the Human Resources Director or the County Administrator so that the matter may be investigated.
All complaints will be investigated expeditiously. Upon completion, if the determination is made that a complaint is valid, the County will take appropriate remedial action, including disciplinary action up to and including dismissal from employment. If the complaint is found to be without merit, no disciplinary action will be taken against the employee against whom the complaint was made. Regardless of whether a complaint is found to be meritorious or not, the County, at its sole discretion, may consider reassignment or transfer of one or more of the employees involved if deemed to be in the best interests of the County.
5. Prohibition Against Retaliation
The County strictly prohibits retaliation against any employee by another employee or by the County through the actions of its supervisors and managers. Employees are protected against retaliation for:
• Using the County’s Employee Grievance Process;
• Reporting harassment;
• Filing, testifying, assisting, or participating in any manner in any investigation, proceeding or hearing conducted by the County or a government enforcement agency.
6. Bad Faith Claims of Harassment
Bad faith claims of harassment are claims made when the person making the claim knows the claim is false or without merit but makes it anyway. Persons who make bad faith claims of harassment under this subsection will be subjected to disciplinary action up to and including dismissal from employment.
D. Whistleblower Protection Policy
The Board is committed to providing a workplace and citizen service arena in which there is open discussion of operations and practices. Accordingly, anyone who has reason to believe the County is violating or not complying with state or federal statutes, rules or regulations is encouraged to report the concern to the County Administrator or to any member of County management.
Any staff member, volunteer, vendor, or member of the public who reports suspected misconduct, fraud, or abuse will not be terminated or otherwise retaliated against for making the report.
The report will be investigated and even if determined not to be misconduct, fraud, or abuse, the individual making the report will not be retaliated against. There will be no punishment for reporting problems - including no termination, demotion, suspension, harassment, or any other type of discrimination.
NOTE: Florida’s “Whistle-blower’s Act” provides protection against retaliatory action to those reporting information. See sections 112.3187 to 112.31895, Florida Statutes, for detail.
E. Safety
Wakulla County is interested in the safety and well-being of its employees and continuously monitors working conditions and equipment for compliance with safety requirements.
Safety equipment and devices are provided to protect employees in potentially hazardous jobs. All employees are encouraged to act in a safe manner.
Individual Departments may have specific safety programs or requirements based upon the nature of the work performed. Those procedures will be made available to the employee and must be followed explicitly. In addition, the following rules must be observed by all employees at all times:
• No Alcohol or drugs will be used on the job at any time.
• Report all job accidents on the same day the accident happens.
• Obtain authorization from your supervisor for all non-emergency treatments for accidents.
• Wear seat belts at all times in County vehicles.
• Keep the area where you work neat and clean at all times.
• Do not remove or bypass any guards on any machinery at any time.
• Ask your supervisor when you need additional equipment or instructions to get the job done safely.
• Lift with your legs, not your back, and get assistance with loads over 50 pounds.
• Advise your supervisor of any hazardous conditions.
• Follow all other written and spoken safety rules.
F. Violence in the Workplace
It is the policy of Wakulla County to provide a work environment that is reasonably safe, secure, and free from threats, intimidation, abusive behavior and physical violence. Acts of physical violence, direct or indirect verbal threats, aggressive or intimidating behavior, or provocation which could lead to violence against employees, visitors or other individuals by anyone on County property will not be tolerated and if confirmed will result in discipline, up to and including termination, and may lead to arrest and prosecution, as determined by appropriate law enforcement authorities. The following list of behaviors, while not all inclusive, provides examples of conduct that is prohibited:
• Causing physical injury to another person;
• Making threatening remarks;
• Stalking;
• Use of e-mail to threaten, intimidate or cause fear;
• Aggressive or hostile behavior that creates a reasonable fear of injury to another person or subjects another individual to emotion distress;
• Intentionally damaging employer property, property of another employee or property of any other person or entity;
• Possession of a weapon while on county property, in a county vehicle, or while on county business (excluding anyone legally certified to carry a weapon in the line of duty or as otherwise authorized by law);
• Committing acts motivated by, or related to, sexual harassment or domestic violence.
Any act or threat of violence should be reported immediately to the employee’s supervisor, who will take the matter up the supervisory chain, as appropriate, for investigation and action. Should the matter be deemed an emergency, the employee should call 911 for assistance.
G. Attendance
1. Hours of Operation
The hours of operation for each Department shall be determined by the County Administrator and Department Head in accordance with the needs of the County. Work schedules may vary according to the needs of the individual Department, subject to the approval of the Department Head and the County Administrator.
2. Attendance and Leave Records
The County Administrator and the Clerk’s office shall maintain complete and accurate attendance and leave records. Timesheets, which are kept electronically through the Employee Web Services (EWS) program, must reflect the actual time worked and the type of leave utilized to bring the total to the regular working hours, whether the leave be sick, annual, leave without pay, administrative leave, unauthorized leave, etc. For example, if the employee worked 30 hours out of a 40 hour week, the remaining 10 hours must be documented and associated with a specific leave type.
3. Attendance Standards
In order to ensure the efficiency and productivity of County operations, regular attendance and arriving to work on time are requirements of continued employment. As a general guideline, the absence from work of more than eight (8) hours per month, over a six (6) month period, will be considered excessive absenteeism, except as noted below:
Absences due to disability leave, parental leave, compensatory leave, administrative leave, annual leave which has been scheduled and approved in advance, and FMLA leave, shall not be counted towards any excessive absenteeism. A lengthy illness (with appropriate documentation) as well as other unusual circumstances may be considered in the context of the overall attendance and employment in applying this standard.
4. Notification of Absenteeism or Tardiness
If an absence or tardiness is unavoidable, employees are required to notify their immediate supervisor of such absence as soon as possible but no later than the beginning of their work shift. Excessive absenteeism, tardiness, and failure to notify a supervisor of an absence are grounds for disciplinary action. Three (3) successive work days missed without notifying a supervisor shall be considered abandonment of the position and shall be grounds for automatic dismissal from employment.
5. Unauthorized Absence
An absence of an employee from duty, including any absence for a single day or part of a day, that is not authorized by a specific grant of leave of absence under the provisions of this policy, shall be deemed an unauthorized absence. Any such absence shall be without pay and may result in disciplinary action up to and including dismissal from employment.
H. Political Activities
Every employee will have the right to express his or her views as a citizen, to cast his or her vote as he or she chooses, to hold membership in and to support a political party, or maintain political neutrality. All such activity shall be confined to off-duty hours. Employees may also attend political meetings and take an active part in political campaigns during off duty hours. However, every employee is prohibited from:
• Using his/her official authority or influence for the purpose of interfering with or affecting the result of an election or nomination for office.
• Directly or indirectly coercing, attempting to coerce, commanding, or advising a County employee to pay, lend or contribute anything of value to a party, committee, organization, agency, or person for political purposes.
• Participating in political activities during scheduled work time.
• Participating as a candidate for public elective office in a partisan primary, general, or special election, if principally employed in a federally funded program.
• Wearing or displaying political badges, buttons or stickers when on duty, except as otherwise permitted by law. “Political” badges, buttons or stickers shall include endorsements of issues, causes or candidates.
The County Administrator may request that employees take a leave of absence when running for public office, when it is deemed in the best interest of the County.
I. Nepotism
A relative, as defined in the Definition section of this Manual, of any County employee with supervisory responsibility shall not be eligible for employment in or advancement to any position which reports directly to the supervisory employee. Likewise, a County employee shall not be eligible for advancement to any position with direct supervisory responsibility over a position in which a relative is employed. In instances where this policy may affect current employees or might preclude the hiring of the best qualified applicant, the County Administrator (or in the case of the County Administrator, the Board) may direct that the individual be supervised by another supervisory employee who is not a relative. In all other respects, employees shall be guided by, and in compliance with, provisions of the State Code of Ethics and section 112.3135, Florida Statutes, with respect to employment of relatives.
J. Outside Employment
Employees who desire to accept outside employment in addition to their regular County position shall inform their respective Department Head in writing of the nature and extent of such outside employment utilizing the Outside Employment Disclosure form. A copy of this form is made a part of Appendix A to this Manual. The Department Head shall thereupon determine whether or not such employment conflicts with the duties and responsibilities of said employee and forward a recommendation to the County Administrator. For purposes of this policy, an outside employment activity will be presumed to occur when the employee is an officer or director or in any way actively participates in the conduct of a business or enterprise owned and/or operated by an immediate family member. Approval for outside employment shall be made by the County Administrator or a designee. Employees shall not engage in any employment activity or enterprise which has been or may be determined to be inconsistent, incompatible, or in conflict with the duties, functions, or responsibilities of their County employment.
If the employee’s outside employment causes absences, tardiness, or otherwise interferes with the operations of Wakulla County or his/her responsibility as an employee of Wakulla County, including but not limited to availability for scheduled and unscheduled overtime and/or call-ins, the employee may be required to terminate the outside employment. Upon refusal to do so, the employee may receive disciplinary action up to and including dismissal.
K. Smoking
At no time will the use of tobacco products be allowed in a Wakulla County Facility or vehicle. Smoking on County property shall be limited to designated areas.
L. Solicitation
No employee or other person may solicit or be solicited during work hours.
No employee may distribute or circulate non-work literature in work areas or during work hours.
No person may distribute or circulate non-work literature to an employee in work areas or during work hours.
No group insurer or provider of County Benefits may be permitted access to employee work sites without prior permission from the County Administrator or designee. Such access, if granted, shall be limited to communication and implementation of new plans and/or administration of existing group policies and shall not be used for the purpose of unapproved solicitation.
Use of County property (printers, supplies, etc.) for the purpose of generating outside materials for solicitation purposes is strictly prohibited.
M. Access to County Property
Employees shall have access to County property and facilities during their normally scheduled hours of work, and outside their normal hours of work when on County business. However, when not engaged in County business, access shall be limited to public areas.
Employees or other persons not specifically authorized, shall not be permitted to post materials on bulletin boards which are intended for official County business. Employees shall not be permitted to use County facilities, meeting rooms, or conference rooms, or County equipment (including County vehicles) for other than County business, unless such facilities or equipment are available in accordance with established policy on a regular basis to the general public in which instance the use of such shall be on the same conditions as for the general public.
N. Telephone, Wireless Communication Device Usage
The County’s telephones are to be used for conducting County business only. Local personal calls are permitted to the extent that they are brief, few in number and do not interfere with work. Long distance personal calls are not allowed; however, if an emergency requires the employee to place a personal long distance call, the employee shall be responsible to reimburse the County for the charges. The authorization, issuance and usage of County owned or leased cell phones and other types of wireless communication devices has been made the subject of a separately adopted policy, No. 09-02. That policy, a copy of which is attached as Appendix C to this manual, is hereby incorporated and made a part of this Manual. This policy, as it may be amended from time to time, covers use of County owned or leased cell phones and other types of wireless communication devices assigned to employees, as well. Any charges resulting from personal use that increase the normal and regular monthly fee shall be paid by the employee, in accordance with that policy.
The use of personal cell phones, while not prohibited, must likewise not be excessive. Such calls or communications made or received must be brief, few in number and must not interfere with work.
O. E-mail and Internet Access
This policy is designed to protect the County, its employees and its resources from the risks associated with use of e-mail and internet. Therefore, e-mail and internet are to be used to facilitate County business and only highly-limited, reasonable personal use is permitted. Employees are permitted to briefly visit other non-sensitive internet sites during non-work time, such as break, lunch, and before or after work hours (with prior permission of their supervisor). The County’s e-mail or internet access systems may NEVER be used in any of the following ways:
• To harass, intimidate, or threaten another person.
• To access or distribute obscene, abusive, libelous, or defamatory material.
• To distribute copyrighted materials that are not authorized for reproduction/distribution.
• To impersonate another or mislead a recipient about your identity.
• To access another person’s e-mail, if not specifically authorized to do so.
• To bypass the systems’ security mechanisms.
• To distribute chain letters.
• To participate in political or religious debate.
• To automatically forward messages (e.g., with mailbox rules) to internet e-mail addresses.
• To communicate the County’s official position on any matter, unless specifically authorized.
• To make such statements on behalf of the County.
• For any purpose which is illegal, against County policy, or contrary to the County’s best interests.
• To pursue an individual’s business interests that are unrelated to the County.
• To conduct any type of personal solicitation.
The County has not forbidden all personal use of e-mail. Acceptable personal uses of e-mail can be compared to those involving the telephone: the communications must be brief, must be few in number, must not interfere with work, must not subject the County to any additional costs, and must be consistent with the requirements set forth in this E-mail and Internet Access policy.
There exists no right of privacy in any communication on the network, including e-mail and internet usage; authorized system administrators may monitor employee use and may access all files, including “private” correspondence and files.
Electronic communications created or received using County equipment or addressed to County e-mail addresses and phone numbers may be considered public records and are subject to the requirements of Chapter 119 of the Florida Statutes, providing for public access.
P. Social Media Policy
The County recognizes the growing importance of online social media networks as a communication tool. This policy addresses employees’ use of such networks, including: personal websites, web logs (blogs), wikis, social networks, online forums, virtual worlds, and any other kind of social media. The County respects the right of employees to use these mediums during their personal time. Use of these mediums during the workday or on County equipment, however, is prohibited. Approved departmental use of social media (for instance Library website, etc.) is allowed but must follow the guidelines listed in this policy.
The County takes no position on employees’ decision to participate in the use of social media networks. In general, employees who participate in social media are free to publish personal information without censorship by the County. However, employees must avoid posting information that could harm the County using the guidelines set forth below.
All employees are responsible for promoting and maintaining the County’s positive reputation. Under no circumstances should employees present the County to the public in a way that diminishes its standing.
If an employee chooses to identify himself/herself as a County employee on any social media network, he/she must adhere to the following:
• Employees are required to state in clear terms that the views expressed on any social media network are the employee’s alone and that they do not necessarily reflect the views of the County.
• Employees are prohibited from disclosing confidential information on any social media network.
• Employees are prohibited from displaying the County’s logo on any social media network without permission from the County. Also, they should not post images of co-workers without the co-worker’s consent.
• Employees are prohibited from making statements about the County, their coworkers, partners, or agents that could be considered as harassing, threatening or defamatory.
• Employees are prohibited from acting as a spokesperson for the County or posting comments as a representative of the County.
• Employees are prohibited from sharing any communication that engages in personal or sexual harassment, unfounded accusations, or remarks that could contribute to a hostile work environment (racial, sexual, religious, etc.), as well as any behavior not in agreement with the County’s other policies and objectives.
Q. Conflict of Interest
The County’s policy in regard to conflict of interest shall be in accordance with the regulations specified in Chapter 112, Part III, of the Florida Statutes. The intent of this law is to prohibit any employee from having interests, from engaging in business activities, and from incurring any obligation “which is in substantial conflict with the proper discharge of his/her duties in the public interest.” The law prohibits, among other things, the following:
• The solicitation or acceptance by any County employee of any gift, loan, favor, reward, or service that would cause a reasonably prudent person to be influenced in the discharge of official duties, or that is based upon any understanding that the action and/or judgment of the official or employee “would be influenced thereby.”
• A County employee from transacting business on behalf of the County with any agency in which either the employee or a member of the employee’s immediate family has a “material interest.”
• A County employee from accepting compensation to influence any action in his/her official capacity with the County.
• A County employee from using his/her position to secure a special privilege, benefit, or exemption for him/herself or others.
• A County employee from holding any employment or contractual relationship with any business entity or any agency which is subject to the regulation of, or is doing business with, Wakulla County.
• A County employee from disclosing or using information not available to the general public, gained by reason of the employee’s official position, for his/her personal gain or for the gain of any other person or business entity.
All contractors and suppliers engaging in business transactions with Wakulla County shall be hereby advised of these prohibitions. This policy shall not be interpreted to prevent an employee from engaging in a bona fide business transaction for goods and services from a firm doing business with the County when no special privilege or benefit is granted or sought by the employee because of his/her status as a County employee.
This law also requires that any County employee who is “an officer, director, partner, proprietor, associate, or general agent” of, or who has a material interest in, any business entity regulated by the County or doing business with the County, must file a disclosure of such with the Clerk of the Circuit Court. Other employees may be required to file disclosure statements at the request of the County Administrator.
R. Substance Abuse
The use, sale, dispensing or possession of illegal drugs, narcotics, and alcoholic beverages is prohibited on County premises or during work time. Appropriate disciplinary action, up to and including dismissal from employment, will be taken against employees who are in possession of or under the influence of alcohol or illegal drugs while on County premises.
S. Dress Code
A neat and professional appearance is a requirement at the County. It is expected that all employees will exercise good judgment and dress appropriately for their jobs. These are factors that should be taken into consideration when determining appropriate dress:
• The nature of the employees’ work.
• Safety considerations, such as necessary precautions when working near machinery or hazardous work areas.
• The nature of the employees’ public contact, if any, and the normal expectations of outside parties with whom they will work.
• The prevailing dress practices of other workers in similar jobs.
Shorts shall not be permitted unless an employee’s physical condition necessitates such dress or it is part of an official County uniform.
T. Department Work Rules
Subject to the approval of the County Administrator, Department Heads are authorized to establish certain work rules and regulations governing their operations in regard to hours of work, employee conduct, and work procedure, as long as those rules do not conflict with those specified in this Personnel Policy and Procedures Manual. All employees are required to adhere to departmental rules as well as the County personnel policies and procedures. Violation of department rules and regulations may result in disciplinary action.
IV. RECRUITMENT, SELECTION AND APPOINTMENT
Recruiting efforts to fill current or projected vacancies shall be the responsibility of the Human Resources Director. As a goal, the work force of Wakulla County should be representational of the population of the County. Wakulla County is an Equal Employment Opportunity employer and applicants shall be evaluated based upon the required knowledge, skills and abilities required for the position without regard to that person’s age, race, color, sex, religious creed, national origin, political opinions or affiliations, marital status, disability or handicap, or other protected class, except when such requirement constitutes a bona fide occupational qualification necessary to perform the task associated with the position.
Qualified current employees should be given an opportunity to apply for any vacancy. Notice of vacancies are provided through postings on County bulletin boards, paid advertisements, the County website, public service notifications, notifications to community organizations and any other means deemed necessary by the hiring authority.
At the discretion of the Department Head in whose department the vacancy occurs, and with approval of the County Administrator, the Human Resources Director may post the vacancy notice internally prior to opening it to the public. Internal postings shall be for a minimum of five (5) working days and shall be distributed to all County departments. During this internal posting period, only current County employees that apply will be considered for the vacancy. If the position is not filled with a qualified County employee, it may then be posted, advertised and filled in the usual way.
A. Applications
1. Apply in Writing
Any applicant, including current employees of the County, must apply in writing using the County approved Wakulla County Employment Application form for announced position vacancies. A copy of this form is made a part of Appendix A to this Manual.
2. Receipt of Applications
In order to be eligible for consideration, all applications must be received by 5:00 p.m. on the stated closing date.
3. Applying for more than one position
Applicants must complete a separate employment application for each position for which they are applying.
4. Criteria for Consideration
In order to be considered a valid application, the application must:
• Be substantially complete
• Reflect that the applicant possesses the required knowledge, skills, ability, and experience required for the position
• Not be falsified, misleading or misrepresent/omit pertinent facts in any way
• Reflect that the employment of the applicant would not violate the County’s nepotism policy
• Reflect that the applicant meets other valid and lawful employment requirements for the position for which he/she is applying
5. Maintenance of Files
Applications which do not result in position appointment will be placed on active status for a period of one year. Applicants wishing to apply for other positions during that time may update the existing application to indicate changes and appropriate position. After a period of one year, the applications will be placed in inactive status and will be placed in storage for the minimum amount of time as required by the Florida Records Retention guidelines.
6. Screening Process
The Human Resources Director will screen each application as to the person’s ability and qualifications to perform the tasks required for the vacancy. After the screening process, the Department Head, in coordination with the Human Resources Department, will set a date for interviews. The Department Head, or designee, will notify each selected applicant of the time, date, and place of the interview.
7. Hiring Process
Interviews shall be conducted by an interview panel, consisting of at least three (3) County employees. Panels should include the direct supervisor for the position being filled, at least one exempt employee from a different Department or work unit and one employee from a similar classification or pay grade. The make-up of all panels must be submitted for recommendation to the Human Resources Director and approved by the County Administrator.
The Department Head and the direct supervisor of the position being filled will work with the Equal Employment Opportunity Officer to prepare interview questions and list any tests that will be administered. The Human Resources Director must approve all interview questions prior to the interviews. All interview comments will be made on an approved interview questions/comments form.
After completion of the interviews the Department Head or designee shall conduct employment reference checks by phone on the top candidate. Reference checks shall be documented on an approved Telephone Reference Check form. A copy of this form is made a part of Appendix A to this Manual. The County may also require that a background check be conducted, with satisfactory results, before an individual is permitted to begin working for the County. A copy of the Investigative Report Disclosure Statement form to be signed by the employee candidate authorizing this background check is made a part of Appendix A to this Manual. After completion of satisfactory reference and background checks, the recommendation to hire, accompanied by all back up materials, shall be forwarded to the Human Resources Director and County Administrator for final approval.
New employees shall report to the County Administrator’s Office at the beginning of their first day to receive a copy of the Personnel Policy and Procedures Manual and any other orientation information to be provided. At this time, employees will be asked to sign for the receipt of the Personnel Policy and Procedures Manual and complete other human resource and employment forms as required.
B. Medical Examination
Applicants may be required, prior to their employment, to undergo a medical examination to determine fitness to perform the duties of the position.
C. Drug Screening
Wakulla County is a Drug Free Workplace. Applicants, whether as new hires or for promotional positions, will be required, prior to their new employment, to undergo a Drug Screening urinalysis. Refusal by an applicant to submit to a drug test, or a positive confirmed drug test by an applicant, may be used as the basis for not hiring the applicant, if a new hire, or may be grounds for dismissal from employment, if already a County employee.
D. Probationary Period
All regular full time employees shall serve a probationary period. The probationary period should be considered the “working test” portion of the evaluation process. It shall be utilized to closely observe the employee’s work, determine suitability for continued employment and for ensuring the most effective adjustment of an employee to the position. During the probationary period an employee may be dismissed for any or no cause. Employees dismissed during the probationary period will not be entitled to participate in the Employee Grievance Process. Following the probationary period, employees may still be dismissed for any lawful reason, or no reason, and employment continues to be at-will.
At least two weeks before the expiration of an employee’s probationary period, the Department Head shall submit a written performance evaluation to the Human Resources Director and the County Administrator indicating whether or not the employee is recommended for regular status. The Department Head may recommend that the employee’s probation be extended for up to an additional six (6) months. No extension shall be allowed which would make the probation longer than twelve (12) months.
E. Recruitment of Temporary Positions
Temporary positions may be filled either from the pool of applications on file or may be advertised, at the direction of the Board.
F. Temporary to Regular Employment
Employees filling temporary (OPS, Grant and Flex) positions may be considered for transition to permanent positions via the normal application process.
When appointed to a regular position, the employee shall be placed in probationary status. The date of hire as a regular employee shall serve as the anniversary date and beginning of the length of service for purposes of establishing the accrual of leave times and other benefits.
G. Emergency Appointment
When an emergency makes it impossible to fill a regular position utilizing normal procedures, the hiring authority may request the appointment of any qualified person to such position. Such a request shall be submitted to the County Administrator with justification for the appointment. Upon approval by the County Administrator, the appointment shall be made.
Emergency appointments are expected to be temporary. Once the emergency appointment is made, the hiring authority should immediately begin the process to fill the position under the provisions of these policies for a regular or temporary position.
H. Americans With Disabilities Act
This Federal Act of 1990, as amended, prohibits employment discrimination against qualified individuals with disabilities who can perform the essential functions of their position with or without a reasonable accommodation.
Wakulla County sets the following as a guideline to be followed by all Departments:
Physical standards for employment shall be fair, reasonable, and adapted to the realistic requirements of the job. These standards must reflect actual work conditions, hazards and essential physical requirements of the job. Such standards shall not be used to eliminate disabled persons from consideration. To the extent feasible, reasonable accommodations will be made for qualified individuals with disabilities.
I. Veterans Preference
In order to recognize and reward those who have served their country in time of need, Wakulla County will give preference to veterans and spouses of veterans as prescribed in Chapter 295, Florida Statutes. In order to claim Veterans Preference, the appropriate documentation must be provided at the time of application.
V. CLASSIFICATION AND PAY PLAN
The Classification and Pay Plan provides for the establishment, maintenance, and administration of an equitable pay plan and shall be applicable to all positions. The salary schedules shall include a minimum and maximum rate of pay for all skill levels. The Classification and Pay Plan consists of:
• Grouping positions into classes so that each position class:
· Requires basically the same entry qualifications;
· Can be filled by substantially the same methods of selection;
· Is of comparable value and therefore deserves the same pay range.
• Class titles which are descriptive of the work of the class and do not construe discriminatory bias.
• Written class specifications for each classification containing a statement describing the nature of the duties of the class, job qualifications, and special requirements necessary.
A copy of the County’s current Classification and Pay Plan is made Appendix B to this Manual.
A. Administration
The County Administrator shall have the responsibility for the administration and maintenance of the Classification and Pay Plan and schedule of salaries. The Classification and Pay Plan will be audited on a regular schedule, and modified as needed. Within a three year cycle all positions will be reviewed.
Through the audit process, and upon requests from Department Heads, all positions will be reviewed to establish the need for new positions, reclassifications, consolidation, or eliminating classes to provide for the most appropriate classification of positions. Additionally, the schedule of salaries shall be reviewed and modified to consider the prevailing pay rates and fringe benefits within the appropriate marketplace.
B. Initial Placement
The starting salary for those meeting the minimum qualifications will generally be the minimum in the pay grade for the classification to which the position is assigned.
Upon prior approval of the County Administrator, placement within the range of up to 10% above the minimum may be negotiated by the Department Head based on verified related experience or education which exceeds the minimum requirements for the position. Such experience or educational qualifications must be documented and included in the employee personnel file and hiring documents.
Upon the written recommendation of the Department Head, the County Administrator may consider placing an individual at more than 10% above the minimum of the salary schedule when the combination of experience and education is above the minimum requirements.
C. Reclassification
Positions may be reclassified when:
• There have been significant changes in the actual duties and responsibilities, and/or the changes are the result of organizational, technical, legal or other advancement which is of a permanent nature.
• An error has occurred in the original classification process.
Positions may not be reclassified when:
• An increased workload has the effect of creating the need for a new position.
• The added duties and responsibilities are minor in nature and would be a logical function of the class.
• The added responsibilities are temporary in nature - not extending more than six (6) months.
• The effect is justification of a pay raise for an employee who has reached the maximum in his or her pay range or a reward for good performance.
When an upward reclassification occurs, the employee shall be placed at the appropriate step of the new pay grade with a one grade level change upward.
A reclassification downward is an administrative action independent of an employee’s performance and should not be confused with a demotion. In this case, the employee’s salary would remain unchanged. If the current salary exceeds the maximum of the new pay range, the salary would be frozen (other than cost of living increases) until changes in the pay grade schedule raise the maximum above the employee’s salary.
If reclassification results in the position being assigned to a class in a skill level with the same pay range as the original classification, an incumbent employee shall maintain the same pay as before reclassification.
D. Creating a New Position
Requests to establish new positions shall be submitted by the Department Heads in writing to the County Administrator. The County Administrator shall analyze the new position requested and, if in agreement that the new position is needed, shall recommend the appropriate title and rate of pay in accordance with the County’s Classification and Pay Plan. The request, with the County Administrator’s recommendation, shall then be submitted for budget approval during the normal budget process. The creation of new positions within the existing fiscal budget year, causing a need to amend the current budget, is discouraged. However, when deemed in the best interest of the County, the County Administrator may submit a request for budget amendment to the Board for consideration and approval.
E. Promotion
Upon a promotion of one or more grades or classification levels, the employee will be placed at the minimum of the new grade or will receive a pay adjustment not to exceed 10%, whichever is greater.
In no case shall the promotional increase place an employee’s salary above the maximum of the assigned pay grade.
F. Demotion
Upon demotion for cause, the employee’s salary will be placed on the new pay grade at a rate determined by the County Administrator based upon the recommendation of the Department Head.
G. Other Pay Adjustments
It is anticipated that the needs of the employees and departments will be met within the framework of the Classification and Pay Plan; however, should unforeseen circumstances occur which may be considered in the best interest of the County, the Department Head may request a rate adjustment. This request shall be submitted to the County Administrator for approval.
H. Overtime
The established work week is forty (40) hours within a seven (7) day period, Monday through Sunday. Overtime is earned when the employee physically works more than forty (40) hours in the established workweek. All overtime work must have prior authorization by Department Head or designee. Not securing this authorization may result in disciplinary action. The use of any type of paid leave, including workers compensation, sick, annual, Holiday, administrative, etc., is not to be considered when calculating actual hours worked during the week.
Leave time earned and used is recorded daily on the official Wakulla County Employee Timesheet, kept electronically through the Employee Web Services (EWS) program, and submitted to the Department head bi-weekly on the Friday at the end of the bi-weekly pay period. Compensation for overtime shall be administered by the following guidelines:
• Employees in exempt positions, as identified in the Fair Labor Standards Act (FLSA) shall not receive overtime pay for hours worked above forty (40) within a seven (7) day period, except as set out below. These employees may submit a request to the County Administrator for compensatory time to be granted for excess hours. Compensatory time for exempt employees shall be on an hour for hour basis. Upon approval of the compensatory time, the employee may not accumulate more than 80 hours without further approval by the County Administrator.
• It shall be the official policy of the Board that exempt employees may be eligible for overtime compensation during natural disaster events. The Board shall have the authority to approve overtime compensation for exempt employees during a County declared disaster event(s). In addition to the disaster scenario the Board may also deem exempt employees eligible for overtime compensation under other circumstances, to be addressed on a case by case basis.
• Regular employees who are not exempt from the FLSA overtime provisions; AND, who have received prior approval to work overtime, shall be granted either compensatory time at the rate of one and one-half (1 ½) times for each overtime hour worked or cash payment for overtime worked at the rate of one and one-half (1 ½) times that employee’s regular hourly rate of pay, at the discretion of the County Administrator. The maximum accumulation of compensatory leave for nonexempt employees is 240 hours. Overtime worked after the accumulation of the 240 hours of compensatory leave shall be paid directly to the employee, at the rate of one and one-half (1 ½) times that employee’s regular hourly rate of pay, and be included in the regular pay check.
• Compensatory leave shall be requested and scheduled utilizing the County’s regular leave request procedure. Every effort will be made by the Department Head and Senior Management to see that this leave is approved in a timely manner.
• If overtime is authorized using compensatory leave only, employees must be notified before the overtime is worked.
• Overtime may be assigned when operating requirements or other needs of the County cannot be met during regular working hours. These assignments will be made as fairly and equitably as practical in ensuring that qualified employees are on hand to perform as required. Any scheduled work time is required duty and failure to perform overtime, except in cases of personal emergency or other appropriate reasons, is deemed to be insubordination. Exceptions shall be granted on a case by case basis.
• Compensatory leave time shall be used prior to annual or sick leave when available.
Should any employee believe an error has been made with respect to compensation; the Human Resources Director should be notified as soon as possible.
The County prohibits improper deductions from the salaries of exempt employees. Should any exempt employee believe that his/her salary was subject to improper deduction, the employee should report the matter to the Human Resources Director as soon as possible. The matter will be reviewed and any errors will be remedied.
Employees must accurately report their hours worked in the Employee Web Services electronic timesheet program. Employees may not record time for any other employee in the Employee Web Services program electronic timesheet program. Any employee who misrepresents his/her time worked, or who records hours worked for another employee, may be subject to discipline, up to and including dismissal from employment.
I. Payroll
Each Department is required to keep an accurate account of all hours worked and leave used by employees. All leave taken must be documented on a Notice of Employee Absence form and in the Employee Web Services (EWS) program. A copy of the Employee Absence form is made a part of Appendix A to this Manual. Employee time records are available electronically through the Employee Web Services program implemented March 1, 2012. Prior records are available in the Clerk of the Court Payroll Office.
VI. EMPLOYEE BENEFITS
A. Health and Life Insurance Coverage
• Health insurance is available to all eligible full-time employees and their eligible family members, beginning 30 days after employment. Employees not eligible for this benefit include temporary, OPS and grant funded employees.
• Flex spending account - for employees who are eligible, but choose not to participate in the County health insurance program.
• Term life insurance in an amount of $20,000.00 is also available to all eligible full-time employees at no cost, beginning 30 days after employment. Employees not eligible for this benefit include temporary, OPS and grant funded employees.
• Dental, disability, accident, and/or additional amounts of life insurance are available for purchase.
• For more information contact the Human Resources Director.
B. Retirement
Wakulla County participates in the State of Florida Retirement System (FRS) by providing a retirement income in addition to the usual Social Security benefits. This program covers all regular full-time and regular part-time employees. The cost of this program is paid for by the County, except for the statutorily required employee contribution amount, which will be deducted from the employee’s pay for retirement.
Enrollment into the Retirement System is effective the first date of employment and after six (6) years of participation, or eight (8) years of participation for any employee beginning his/her service on or after July 1, 2011, the employee has vested rights in the FRS Pension Plan. An employee may opt for the FRS Investment Plan whereby he/she qualifies for a benefit after one (1) year of service. It is the responsibility of the employee to educate him/herself on the FRS in order to make appropriate choices regarding personal retirement benefits (visit ).
C. Credit Union
Any Wakulla County employee is eligible to join the Wakulla Credit Union or the Envision Credit Union. Deposits and loan payments may be payroll deducted.
D. Direct Deposit
Direct Deposit of employees’ payroll checks is required for all new employees. Forms are available in Human Resources and in the Clerk of the Courts Office to sign up for automatic or “direct” deposit of employees’ paychecks.
E. Parking
Parking space in close proximity to the courthouse is available to those employed at the Courthouse. All other County facilities have employee parking available free of charge.
F. Employee Assistance Program (EAP)
A referral program for all employees in need of personal help is available. EAP is a worksite-based program designed to assist:
• Organizations in addressing productivity issues; and
• Employees and employers in identifying and resolving personal concerns, including but not limited to, health, marital, family, financial, alcohol, drug, legal, emotional, stress or other personal issues that may affect job performance.
All employees can contact their supervisor, Department Head, Human Resources Director or County Administrator for information regarding the County’s EAP.
G. Educational Attainment Compensation
Wakulla County encourages employee development and knowledge expansion. Regular full-time employees with two years of service earning diplomas or degrees (GED, associate, bachelor, masters, and doctorate) or professional certifications, in job-related areas may be eligible to receive up to a 5% pay increase for each job-related diploma or degree above that required for the position at the time the employee was hired into the position.
The maximum lifetime educational compensation benefit is 10%. No additional compensation will be approved for educational attainment once the 10% maximum has been reached. Employees who participate in the Tuition Reimbursement Program will not be eligible to participate in the Educational Attainment Compensation Program.
All diplomas, degrees or certifications considered for educational attainment increases must be completed while employed with Wakulla County. Requests for educational attainment increases must be received within six (6) months of completing the degree, diploma or certification. No retroactive pay increases will be granted for degrees, diplomas, or certifications completed prior to initial placement in the current position. Employees contemplating completion of education or certification to qualify for educational attainment compensation should consult with their supervisor, Department Head, and Human Resources to determine whether the education or certification is eligible for educational attainment compensation. In cases where an employee was previously enrolled in a certification, diploma or degree program the eligibility for educational attainment compensation will be determined by the Human Resources Director and the Department Head on a case-by-case basis.
The qualifying criteria for educational attainment compensation shall have a direct relationship with either the employee’s present position or preparation for a promotional opportunity, and shall be determined by the Human Resources Director after consultation with the respective Department Head. Diplomas, degrees, or certifications used for educational attainment compensation must have a study requirement or study guidelines for completion. The study required must be at least 42 clock hours. The diploma, degree, or certification must also include an assessment of knowledge or skills required for successful completion. Class time without assessment is not sufficient. Diplomas or degrees must be from an educational institution that is accredited by one of the accrediting bodies approved by the U. S. Department of Education. Educational attainment compensation is not an entitlement and is contingent upon the availability of funds. In no case will an educational attainment increase place an employee’s salary above the maximum of the assigned pay grade.
Once the qualifying degree, diploma or certification is received, proof of attainment must be presented by the eligible employee to his/her Department Head, who shall then forward it to the Human Resources Director, with a letter of justification for salary adjustment. The Human Resources Director will evaluate the request in accordance with County policy and will make a recommendation to the County Administrator. All educational attainment compensation must be approved by the County Administrator. The effective date of the salary increase shall be the date of approval.
H. Tuition Assistance and Staff Training and Development
To participate in the Tuition Assistance Program, employees must:
• Be full time regular employees;
• Have been employed for at least one year and have successfully completed probation;
• Received a satisfactory performance evaluation;
• Have not received any disciplinary action during the last six months, and;
• Complete a Tuition Assistance Approval Form. A copy of this form is made a part of Appendix A to this Manual.
Exceptions to the above participation criteria may be granted with the approval of the County Administrator.
Employees may be reimbursed for up to six (6) semester credit hours per semester, (per participating employee) with a maximum of 18 semester credit hours per fiscal year.
Approval for tuition reimbursement will be based upon the following criteria:
• Course work will improve the employee’s capability to perform the duties and responsibilities officially assigned to the position currently occupied by the employee.
• Course work will develop or improve the employee’s skill, ability, and knowledge within the employee’s occupational field, or will provide cross-training deemed beneficial to meeting the needs of the County.
• Undergraduate or graduate level college programs, vocational training courses, and correspondence courses meeting the above criteria may be eligible for reimbursement.
• Diplomas or degrees must be from an educational institution accredited by an accrediting body approved by the U.S. Department of Education.
• Grants and scholarships that cover full tuition costs will not be eligible for tuition reimbursement.
• Employees who participate in the Tuition Assistance Program will not be eligible to participate in the Educational Attainment Compensation Program.
• To be eligible for reimbursement, the tuition must be approved prior to the start of classes and will be assigned on a first come-first serve basis, with approval based on the availability of funds.
• All reimbursements shall be based on local market public institution rates.
Subject to the availability of funds at time of pre-approval, Human Resources will recommend payment of tuition reimbursement after successful completion of the course(s) based on the following scale:
• Grades A and B - 100% reimbursement
• Grade C - 50% reimbursement
• No reimbursement for a grade below a C
Course-connected laboratory fees and required books are considered part of tuition. Other expenses such as late registration, transportation fees, health fees, and certification or examination fees are not eligible expenses for tuition reimbursement.
Wakulla County shall not provide tuition reimbursement to any employee who separates from employment with the County, voluntarily or involuntarily, prior to successful completion of approved course(s). Employees who participate in the Tuition Assistance Program who resign or are terminated from employment for whatever reason, prior to the expiration of two (2) years after the completion of the last class attended for which they received reimbursement, must repay the County 100% of the monies received from the Tuition Assistance Program. Repayment will be affected through deductions from payment for accrued leave and/or through deductions from the employee’s final paycheck, to the extent allowed under the law.
Procedure
Tuition reimbursement must be requested and approved prior to the beginning of the training or class, using the Tuition Assistance Approval Form. The form shall be submitted to the Department Head, who will make a recommendation to the County Administrator’s Office. Upon consideration by the County Administrator, or designee, a copy of the Tuition Assistance Approval Form will be returned to the employee. If the request has been approved, the employee may then proceed with the continuing education. After completion of approved credit-earning courses, the employee may request tuition reimbursement by submitting the following documents to Human Resources:
A. Grade report (computer printout is acceptable)
B. Itemized payment receipt (computer printout is acceptable)
C. Completed and signed Tuition Reimbursement Form. A copy of this form is made a part of Appendix A to this Manual.
Reimbursement for tuition must be requested within sixty (60) working days following the completion of the approved courses. This policy shall become effective for new classes starting after January 1, 2008.
I. Deferred Compensation
A deferred compensation program is available. Please see the Human Resources Director for additional information.
J. Holidays
• Holidays shall be designated by the Board of County Commissioners.
• A regular employee (excluding EMS and Fire employees) normally scheduled to work on the designated holiday shall be paid for the number of hours normally worked that day at his or her regular rate of pay. If the employee is required to work on a designated holiday, the employee shall receive compensatory time off at a rate of one and one-half (1 ½) the regular rate of pay, or the employee may be paid additional Holiday pay at the rate of one and one-half (1 ½) times the employee’s regular hourly rate of pay, at the discretion of the County Administrator.
• For Public Safety employees, specifically EMS and Fire Employees a holiday is considered, for the purpose of this section, as beginning at the start of a regular shift. Beginning at 7:00 a.m. on the holiday:
· A full-time employee not working shall receive 8 hours straight time holiday pay;
· A full-time employee that works less than or equal to 8 hours on a designated holiday shall receive 8 hours holiday pay;
· A full-time employee that works more than 8 hours, but less than or equal to 23 hours, on a designated holiday shall receive 12 hours of holiday pay.
· A full-time employee that works more than 23 hours shall receive 24 hours of holiday pay.
• The division of a shift on a designated holiday shall not create a holiday time disbursement greater than 24 hours for any one position in service. A position in service represents one full-time equivalent that is assigned duty on a holiday (e.g., the EMT position on Rescue 1 is one position in service).
• Holiday compensation is provided at the employee’s base hourly rate (straight time) and is provided in addition to the regularly earned compensation.
• Should the designated holiday not fall on a normal workday of a full-time employee, the employee (excluding EMS and Fire employees) shall be paid for an additional eight (8) hours at his or her regular rate of pay for the holiday. When work schedules are adjusted by mutual agreement between employee and County Administration, Holiday Pay will be based on a 40 hour workweek.
• A regular employee who is not on approved paid leave, and fails to report on the scheduled workday before or after a holiday, shall not be paid for the holiday.
K. Holidays Observed
The following holidays will be observed by the County. These days may be changed from time to time as the Board determines and upon reasonable notice to the employees. Offices may be closed on the days listed without further notice. Any other holidays proclaimed by the Board of County Commissioners will also be observed.
New Year’s Day January 1st
Martin Luther King, Jr. Day 3rd Monday in January
President’s Day 3rd Monday in February
Good Friday Friday before Easter Sunday
Memorial Day Last Monday in May
Independence Day July 4th
Labor Day 1st Monday in September
Veterans Day November 11th
Thanksgiving (2 days) 4th Thursday and Friday in November
Christmas (2 days) December 25th and 1 day
New Year’s Eve December 31st
L. Annual Leave
Annual leave is provided for the purpose of rest, recreation, time with family, travel, and other forms of renewal by getting away from the job. It also enables employees to take care of other time consuming personal matters which may arise from time to time. Annual leave is not intended as a substitute for regular on-time attendance and will not be approved by supervisors to make up for habitual lateness. All regular employees shall be entitled to earn and accrue annual leave. Employees who work less than full-time shall accrue leave in proportion to their hours worked.
Creditable service for annual leave shall begin to accrue immediately upon employment. For employees joining the County, creditable service for accrual rate purposes shall include state, local government or special district service (only eligible service under Florida Retirement System), so long as any break in service prior to County employment does not exceed thirty (30) working days. Every employee who seeks to make use of this creditable service annual leave accrual rate benefit must certify that he/she had no such break in service, prior to the benefit becoming effective. A copy of the Creditable Service Annual Leave Accrual Rate Certification form which must be completed is made a part of Appendix A to this Manual. Existing employees who did not experience a break in FRS service greater than 30 days will be considered grandfathered in and eligible for this benefit.
Credits for annual leave shall be allowed on the following basis for regular employees:
• Eight (8) hours per calendar month effective upon employment.
• Ten (10) hours per calendar month after completion of five (5) years service.
• Thirteen (13) hours per calendar month after completion of ten (10) years service.
• Fifteen (15) hours per calendar month after completion of twenty (20) years service.
Credits for annual leave shall be allowed on the following basis for Senior Management Service employees:
• Ten (10) hours per calendar month effective upon employment.
• Twelve (12) hours per calendar month after completion of five (5) years service.
• Fourteen (14) hours per calendar month after completion of ten (10) years service.
• Fifteen (15) hours per calendar month after completion of fifteen (15) years service.
Annual leave may be accumulated as stated above, but may not exceed thirty (30) days or two hundred forty (240) hours as of December 31st of each year unless approved in writing by the County Administrator.
1. Request for Leave
A request for annual leave shall be submitted to the employee’s immediate supervisor on the official Notice of Employee Absence form. Annual leave of four (4) days or more should be requested as soon as possible, but not less than two (2) weeks in advance. Leave may be taken only after approval of the Department Head. Consideration of all requests will be made on a timely basis.
2. Emergency Call In
In cases when approved leave is interrupted due to a County emergency which requires the employee to return to work, the employee may request that non-reimbursable costs of travel plans be paid by the County. This request must be in writing with full documentation and submitted to the Department Head. The Department Head will review the request and make a recommendation to the County Administrator. The County Administrator will have final approval.
3. Duration of leave
Annual Leave shall be limited to fourteen (14) consecutive calendar days unless approved in advance by the County Administrator.
4. Treatment of Leave for Less Than One Day
Leave time or absence from work for less than one day need not be recorded by those salaried employees who are exempt from overtime. Regular, non-exempt employees paid on an hourly basis must report all time absent from work to their supervisor and it must be recorded on the official time sheet. Leave must be approved by the supervisor or Department Head.
5. Payment of Annual Leave Upon Separation
Regular and Senior Management employees who voluntarily separate from the County through resignation or retirement will be paid for all accrued Annual Leave up to 240 hours. Probationary employees who separate for any reason shall not be paid for any accrued leave. Any employee who is dismissed for cause shall not be paid for accrued annual leave time.
M. Sick Leave
All full time employees will accrue sick leave at a rate of eight (8) hours per month with no limit on the amount of time which may be accumulated.
During the initial month of employment, sick leave accrual will be based upon one quarter of the accrual rate for 40 hours of work (two hours per week).
1. Uses of Sick Leave
Illness, debilitating injury, pregnancy, childbirth, adoption, medical or dental appointments and care for employee’s immediate family are valid uses of sick leave. An employee on annual leave is allowed to convert such leave to sick leave when the employee becomes ill or injured and proper documentation is submitted to Human Resources.
When requesting sick leave for immediate family illness, the person who is ill or injured must be identified.
2. Request for Sick Leave
An employee who is to be absent from work and wishes to request sick leave shall submit a Notice of Employee Absence form, in advance when possible. Otherwise, the employee shall notify his or her supervisor prior to the beginning of the scheduled work time. Upon returning to work, the employee shall immediately submit to the supervisor an official Notice of Employee Absence form. Failure to do so may result in a loss of pay for the absence. A Supervisor may require a medical statement from a physician for use of sick leave when a pattern of abuse is indicated, or after three (3) consecutive days of absence.
If sick leave has been exhausted, the employee may request the use of annual leave. If no leave is available and the employee is unable to return to work, he/she may request leave without pay.
3. Abuse of Sick Leave
Use of sick leave under false pretenses, or non-compliance with attendance standards, may be grounds for disciplinary actions up to and including dismissal.
4. Transfer of Sick Leave
Regular employees hired from the state government, local government, or special district (only eligible service under Florida Retirement System) may transfer up to thirty (30) days (240 hours) of accumulated sick leave to their sick leave account with the County, if the break in service prior to County employment does not exceed thirty (30) working days.
5. Payment of Sick Leave Upon Separation from the County
Employees who voluntarily separate from the County shall be paid for 25% of the sick leave accrued up to 240 hours (i.e., payment shall be for a maximum of 60 hours). No payment will be made on sick leave accrued above 240 hours.
N. Sick Leave Donation
Employees may donate a portion of their sick or annual leave to a fellow employee who has had a personal injury or who is caring for an immediate family member who is seriously ill or requires the care of the employee under the following conditions:
• The employee wishing to make the donation must:
· Have been employed with Wakulla County for at least one year.
· Have accumulated a combined balance of at least one hundred sixty (160) hours leave (sick and annual leave)
· Not transfer so much leave that the combined balance falls below 160 hours or that the sick leave balance falls below 80 hours.
· Complete the appropriate portion of the Notice of Employee Absence form requesting that a specified number of their leave hours be transferred to the other employee.
• The employee who is to receive the donation must:
· Have been employed with Wakulla County for at least one year.
· Have exhausted all available sick, annual, and compensatory leave.
· Utilize the donated leave for his/her illness or that of an immediate family member.
Donated leave will be approved by the County Administrator and will be used as needed by the recipient. When there are multiple donations, the hours first offered and approved will be utilized first, then the others as needed. Transfers will occur during the regular payroll schedule and cannot be banked by the recipient.
O. Leave Without Pay
Leave without pay may be granted when other leave resources have been exhausted. A written request for leave without pay must be submitted to the Department Head for consideration. The Department Head may approve leave without pay for a period not to exceed thirty (30) days. Requests for leave without pay for periods more than thirty (30) days and less than one year must be approved by the County Administrator subject to the following:
• When it is in the best interest of the County;
• When it will not be detrimental to the Department operations and;
• When the funds required to provide temporary staff and related operating expenses do not exceed the amount that would have been expended if the employee had remained on the job.
At the expiration of the leave without pay, the employee will be returned to the same position left temporarily vacated if available. The County is not obligated to hold the same or an equivalent position open for an employee on leave without pay.
No annual or sick leave may be accrued during leave without pay. No holiday pay will be paid during leave without pay.
If an employee requests leave without pay on a part-time basis, during which he/she works a portion of his/her regular hours for pay and has leave without pay for hours not worked, sick and annual leave shall accrue at a rate proportionate to the amount of time actually work.
Failure to return to work promptly, or if there is no position available at the expiration of the approved leave without pay may be cause for dismissal.
Insurance Coverage during leave without pay
During the first thirty (30) days of leave without pay the employee shall continue to be covered by County insurance benefits, provided that the employee pays the employee portion, if any, that he/she normally pays. After thirty (30) days of leave without pay, the employee must pay the full cost of the insurance premium in order to maintain coverage.
P. Workers Compensation
An employee who sustains a job-related injury that is compensable under the Workers’ Compensation laws shall be carried in full pay status for a period not to exceed seven (7) calendar days without being required to use accrued leave credits. Such pay will be contingent upon written confirmation of inability to work from the attending physician treating the employee. If the employee receives Workers’ Compensation benefits for this period of leave with pay, the employee shall reimburse the County the amount of the benefits. Such reimbursement shall not include payments for medical, surgical, hospital, nursing, or related expenses, or lump-sum of scheduled payments of injury losses.
If the employee is unable to return to work at the end of the seven (7) day period, the employee may elect to use accrued sick, compensatory, or annual leave in an amount necessary to receive salary payment that will supplement the Workers’ Compensation payments to the total salary that was received prior to the occurrence of the injury. In no case shall the employee’s combined salary and Workers Compensation benefits exceed the amount of the employee’s regular salary payments. If the employee elects not to use accrued leave, the employee shall receive normal Workers' Compensation benefits.
When an employee is injured on the job, the following procedures should be implemented:
• In cases of very serious or life threatening accidents, the health and welfare of the employee is the first consideration and he/she (aided by co-workers or supervisor, if necessary) should seek immediate medical attention.
• After ensuring that the injured employee receives medical attention, the accident/injury shall be reported to the immediate supervisor by the employee or co-worker on the First Report of Injury or Illness form. The supervisor is responsible for filing an accident report within 24 hours after the injury occurs and submitting this report and the completed First Report of Injury or Illness form to the Human Resources Director. A copy of this form is made a part of Appendix A to this Manual.
• In cases where the injury is not urgent or life threatening, the employee may seek medical attention from the County’s designated Workers’ Compensation physician.
• Even when medical attention is not desired or required, it is the injured employee’s responsibility to report all work related injuries, no matter how minor, to his/her supervisor. The injured employee must describe to his/her supervisor how the injury occurred and what part of the body was affected so accurate documentation may be prepared. This will assist in tracking accidents and injuries and may prevent future injury to this or other employees.
Q. Elections Leave
An employee may be granted up to two (2) hours of leave for the purpose of voting. This will be considered administrative leave by the Human Resources Department and shall be reported as such on the timesheet.
R. Administrative Leave
In cases of natural disasters, the County Administrator or designee may close County offices and grant administrative leave with pay to the affected employees. Affected employees who are considered exempt under the FLSA and are required to remain at work to provide essential services shall be eligible for overtime pay.
Administrative leave may also be granted for educational training, Employee Assistance Program appointments, and other job related purposes not paid for by the County or otherwise provided for within this Manual when it is deemed to be a benefit to the County and in the best interest of the County to do so.
S. Veterans Leave
Veterans may request up to six (6) calendar days per year for Veteran’s Administration re-examination and treatment. Documentation of appointments must be attached to the Notice of Employee Absence form. This will be treated as administrative leave upon approval by the Human Resources Director.
T. School Activity Leave
Employees shall be entitled to take up to eight (8) hours leave in any 12 month period to participate in the school activities of their pre-K, kindergarten, elementary, middle school or high school age children, or those under their custody and care. Annual or compensatory leave shall be used for this leave, or the leave can be unpaid, if accrued annual and compensatory leave hours have been exhausted. Documentation of the school activity must be provided with the Notice of Employee Absence form.
U. Family Medical Leave Act (FMLA) Leave
As a FMLA covered employer, the County has provided to all Employees attached as Appendix D to this Manual, the U.S. Department of Labor’s Notice to Employees of Rights Under the FMLA - Employee Rights and Responsibilities Under the Family and Medical Leave Act. Employees should review Appendix D prior to reading this policy to understand their rights and responsibilities under the FMLA. This policy is intended to supplement the information in Appendix D with the County’s policies and procedures regarding an employee’s FMLA leave.
1. Eligibility
Employees are eligible for FMLA leave if they have worked for the County for at least 12 months and for 1,250 hours during the 12 months prior to the beginning date of the requested leave.
2. Measuring the 12-Month Period
Employees are entitled to a maximum combined total of 12 weeks of leave in a 12-month period for a serious health condition of the employee or family member, a qualifying exigency, pregnancy, and/or leave for the birth of a child, or the placement of an adopted or foster care child (please see Appendix D for details). The County will determine the amount of leave an employee has available for these purposes using a rolling 12-month period measured backward from the date an employee uses any FMLA leave.
3. Military Caregiver Leave
The FMLA also includes a special leave entitlement that permits eligible employees to take up to 26 weeks of leave to care for a covered service member (including members of the Armed Forces, National Guard or Reserves, and those on the temporary disability retired list) or covered non-active veteran during a single 12-month period. The single 12-month period for the military caregiver leave begins on the first day the eligible employee takes FMLA leave to care for a covered service member or covered non-active veteran and ends 12 months after that date. Military caregiver leave does not run concurrently with other forms of FMLA leave.
4. Requesting Leave and Extensions of Leave
Employees who need a leave of absence, or an extension of leave, should contact Human Resources. A copy of the County’s current Request for FMLA Leave form is made a part of Appendix A to this Manual.
In the event an absence is for a reason that qualifies for FMLA leave, the County will designate the leave as FMLA leave whether the employee has requested FMLA leave or not. Leaves covered by workers’ compensation and/or a disability plan will also be counted as FMLA leave to the extent the leave qualifies under this policy and as permitted by law.
5. Certification Requirements
The County may require an employee to submit a medical certification from a health care provider, as well as second and third opinions, recertification, and fitness for duty certifications, as permitted by law.
6. Complying with the County’s Policies and Procedures
Eligible employees who take FMLA leave are required to comply with the County’s time and attendance policies. Employees must follow the County’s procedures for requesting leave and reporting absences and tardiness. See Attendance Standards and Notification of Absenteeism or Tardiness subsections of this Manual, found at Section III (E) (3) and (4). Employees who do not comply with these procedures, or who fail to cooperate with the County in administering this policy (including providing requested documents) may be subject to disciplinary action up to and including termination. Failure to comply with these procedures also may result in a delay or denial of FMLA leave.
7. Leave Increments for Child Birth, Adoption or Foster Care Placement
Leave to care for the employee’s child after birth or the placement of a child for adoption or foster care, must be taken in a single block of time and cannot be taken on an intermittent or reduced schedule basis without the approval of the Department Head or County Administrator and in conjunction with the Human Resources Department. This leave must be completed within twelve (12) months following the birth or placement of the child. However, an employee may use this leave before the placement of an adopted or foster child to consult with attorneys, appear in court, attend counseling sessions, etc. When both spouses work for the County, the maximum combined amount of leave for the birth or placement of a child for adoption or foster care (and to care for a parent with a serious health condition) is twelve (12) weeks in the twelve (12) month period.
Periods of incapacity requiring leave to be taken by an employee due to pregnancy or to obtain prenatal care will be treated as leave for a serious health condition.
8. Scheduling of Intermittent or Reduced Scheduled Leave
For intermittent leave or leave on a reduced leave schedule taken because of a serious health condition or to care for a covered service member with a serious injury or illness, there must be a medical need for the leave that is best accommodated through an intermittent or reduced leave schedule. Leave due to a qualifying exigency may be taken on an intermittent or reduced leave schedule.
If an employee needs leave intermittently or on a reduced leave schedule for planned medical treatment, the employee must make a reasonable effort to schedule the treatment so as not to unduly disrupt operations. Employees requesting leave on an intermittent or reduced schedule basis that is foreseeable based on planned medical treatment may be temporarily transferred to another job with equivalent pay and benefits that better accommodates recurring periods of leave, with the approval of the Department Head or County Administrator and in conjunction with the Human Resources Department.
9. Medical Insurance Coverage
During FMLA leave, the County will continue to pay its portion of an employee’s health insurance premiums if applicable. The employee must continue to pay his/her portion of the premiums. An employee will be advised in advance of any changes in premiums so that he/she will have ample opportunity to make arrangements to continue to pay his/her share of the premiums during the FMLA leave.
If an employee does not return to work after the expiration of the leave, the employee will be required to reimburse the County for the County’s portion of health insurance premiums as permitted by law, unless the employee does not return due to a serious health condition which prevents the employee from performing his job or because of circumstances beyond the control of the employee. To avoid required reimbursement, appropriate certification from a health care provider may be required if the employee does not return to work because of a serious health condition.
10. Substitution of Accrued Paid Leave
Generally, FMLA leave is unpaid leave. For employees using FMLA leave under this policy, the County requires that employees use any accrued leave (including, but not limited to, annual leave, sick leave, compensatory leave, etc.) that he or she may have. This means that the FMLA leave will run concurrently with any accrued paid leave.
In such cases where FMLA leave is running concurrently with an employee on Workers’ Compensation leave and the employee is receiving pay but not his or her full pay, accrued paid leave may be used to supplement the employee’s pay to bring him or her up to full salary, to the extent that both the County and the employee agree.
11. Substitution of Donated Leave
Donation of paid leave by another employee is permitted for an employee on FMLA leave, but may only be approved once the employee on FMLA leave has exhausted all of his/her available accrued leave. Employees wishing to donate paid sick leave to a qualified employee are required to complete the portion of the Notice of Employee Absence Form pertaining to the donation of sick leave hours and submit it for approval. These forms are available upon request from the Human Resources Department. Employees receiving donated sick leave are considered, for the purposes of this policy, to be in a non-pay status and therefore will not accrue annual leave, sick leave, etc.
12. Return to Work
Employees returning from leave for their own serious health condition must provide certification from their health care provider that they are able to resume work and perform the essential duties of their regular job. Failure to do so may delay or result in denial of reinstatement.
Except for “Key Employees,” as that term is defined by the FMLA, employees returning to work at the end of FMLA leave will be placed in their original job or an equivalent job with equivalent pay and benefits. Employees will not lose any benefits that accrued before leave was taken. No sick or annual leave accrues during leave without pay, including FMLA leave without pay. An employee on leave at the time a merit increase or bonus is due will receive the increase or bonus upon return. The date for the increase and/or bonus, however, will be reset to incorporate the length of the leave at issue.
FMLA leave does not affect accrual of seniority. Employees may not, however, be entitled to discretionary raises, promotions, bonus payments, or other benefits that become available during the period of leave.
Upon return from FMLA leave, employees are entitled to any changes in benefit plans not dependent upon seniority or accrual during the leave period.
13. Job Abandonment/Voluntary Resignation
Employees who fail to either return to work or fail to make a request for an extension of their leave prior to the expiration of the leave will be deemed to have abandoned their job and voluntarily terminated their employment.
14. Status Reports During Leave
During leave under this policy, an employee must periodically report to the Human Resources Department on his/her medical status and intent to return to work. The frequency of such reports will be determined on a case by case basis, depending on the medical issues involved and the needs of the County.
V. Bereavement Leave
An employee may, upon request, be granted up to 24 regularly scheduled and consecutive work hours of paid administrative leave upon the death of an immediate family member as described in the Definitions of this Manual.
The employee must notify the supervisor of the deceased family member’s name and relationship to the employee and request leave time on the official Notice of Employee Absence form. The supervisor may request a certification or proof of the death.
If additional time is required for bereavement or travel, the employee may request to use sick, annual, or compensatory leave.
W. Jury Duty or Witness Leave
Upon receiving an official summons not involving personal litigation, employees will be granted leave with pay (administrative leave) to serve on a jury or testify as a witness, for any regularly scheduled work hours for which they are required to serve or be available to testify. Employees who receive this type of paid leave shall be required to remit any funds received as a result of Jury Duty or as a witness fee (but not mileage) back to the County. Employees shall not be reimbursed by the County for meals, lodging or travel expenses incurred while serving as a juror or witness. Employees shall be required to submit a copy of the summons or subpoena when requesting this type of leave.
X. Domestic Violence Leave
In accordance with Florida Statutes, employees may be granted up to 3 days of unpaid leave in any 12 month period if the employee or a family or household member of an employee is the victim of domestic violence employees must exhaust the use of annual leave and compensatory leave before going into unpaid leave status.
Eligible Employees: To be eligible for leave an employee must have 3 months of service with Wakulla County.
Reasons for Leave: Eligible employees may request leave for the following activities:
• Seeking an injunction for protection against domestic violence or repeat violence, dating violence, or sexual violence;
• Obtaining medical care or mental health counseling or both for the employee or a family or household member to address injuries resulting from domestic violence;
• Obtaining services from victims services organizations such as a domestic violence shelter or rape crisis center;
• Making the employee’s home secure from the perpetrator of domestic violence or finding a new home to escape the perpetrator;
• Seeking legal assistance to address issues arising from domestic violence or attending or preparing for court related proceedings arising from the act of domestic violence.
Notice Requirement: Except in cases of imminent danger to the health and safety of the employee or family or household member, the employee shall provide advance notice of the need for leave along with sufficient documentation of the act of domestic violence. This documentation may include copies of restraining orders, law enforcement reports, orders to appear in court, certification from attorney, certification from domestic violence service provider, etc; that the employee is being subjected to domestic violence. Any request for use of this leave will be kept confidential and is exempt from public disclosure until one (1) year after the leave is taken in accordance with Florida law. Employees in need of leave under this provision shall contact Human Resources for the appropriate leave request form. Leave shall be reported as Administrative Leave on the employee timesheet.
Y. Military Leave
The County will comply with all applicable state and federal laws regarding military leave.
VII. EMPLOYEE PERFORMANCE EVALUATION
The performance evaluation program is intended to inform employees how well they are performing their work and how they can improve their work performance. The program may also:
• be used as a guide for determining merit pay increases;
• be considered in selecting employees for promotion;
• provide essential information for employee career development;
• serve as a basis for establishment of layoff rosters; or
• be used in determining whether an employee’s work is so deficient as to warrant corrective action, up to and including dismissal.
The Human Resources Director shall be responsible for the establishment and administration of a performance evaluation program for all employees of the Board of County Commissioners. The performance evaluation shall be in a standard written form as prescribed by the Human Resources Director. A copy of the Employee Performance Evaluation form currently in use is made a part of Appendix A to this Manual. The performance evaluation is not subject to the Employee Grievance Process or any formal complaint policy.
A. Evaluation Periods
Probationary Reviews - All regular employees shall be evaluated at the end of their initial six (6) month probationary period.
Annual Reviews - All regular employees shall be evaluated annually in October of each year.
Special Review - May be initiated during periods of disciplinary action, when the employee’s performance is in decline, or when the employee has been assigned additional responsibilities.
B. Evaluation Review Process
• Evaluations shall be prepared by the immediate supervisor of each employee and reviewed by the appropriate Department Head.
• Supervisors must use the comments section on the evaluation forms in order for them to be considered complete.
• The evaluator shall discuss each performance evaluation with the employee.
• The employee, supervisor and Department Head shall sign the evaluation.
• The employee will be encouraged to participate in the evaluation process and will have the opportunity to provide written documentation of his/her concerns or comments to the evaluation. Such documentation will be attached to the evaluation form and will become a part of the employee’s evaluation packet.
VIII. DRUG-FREE WORKPLACE POLICY
The County strives to provide a safe work environment and encourages personal health. In this regard, the County considers the abuse of drugs on the job to be an unsafe, counter-productive work practice. Furthermore, substance abuse as a serious threat to staff and community. With these objectives in mind, the County has established the following policy with regard to the use, possession, and sale of illegal drugs and alcohol at work.
Drug addiction is a complex, yet treatable condition. For this reason, the County’s substance abuse program is targeted at alleviating the problem at the community level by involving both employees and their families. The County’s commitment to eradicating substance abuse in the community reflects a firm belief that by building this community, we build our county.
The ultimate goal of this policy is to balance respect for individual privacy with a need to keep a safe and drug-free environment. It is the County’s intention to prevent and treat substance abuse and encourage those who use drugs or abuse alcohol to seek help in overcoming their problem.
It is County policy that any employee found with the presence of illegal drugs and/or alcohol in his/her system, in possession of, using, selling, trading, or offering for sale illegal drugs during working hours, shall be subject to disciplinary action up to and including dismissal from employment.
Substance abuse includes possession, use, purchase or sale of drugs on County premises (includes all buildings, facilities, grounds, parking lots, vehicles, equipment and other real and personal property under the control of the Board of County Commissioners). It also includes reporting to work under the influence of alcohol or with illegal drugs in an employee’s system.
Drugs prescribed by an employee’s physician may be taken during work hours. However, the employee is required to notify his/her supervisor if the use of any drug or medication may affect or impair the employees’ judgment, job performance, or safety. Under no circumstance will abuse of prescription drugs be tolerated.
Any and all information gathered as a result of this drug testing program is confidential and shall not be disclosed except in accordance with procedures allowed under the Federal/State statutes, professional licensing regulations, or County policy.
It is the responsibility of County supervisors to counsel an employee whenever they see changes in performance that suggest an employee may have a drug or alcohol problem. The supervisors should suggest that the employee seek appropriate professional help, including possible referral to the County’s EAP program, for the problem.
As a condition of employment, employees must abide by the terms of this policy and must notify the County in writing of any conviction or a violation of a criminal drug statute no later than five (5) calendar days after such conviction.
The County policy is to employ a workforce free from the use of illegal drugs either on or off the job and the abuse of alcohol in the workplace. Any employee in violation of this policy is guilty of misconduct and subject to disciplinary action, which may include termination, even for the first offense. It is a standard of conduct of the employees of this County that employees shall not use illegal drugs or abuse legal ones. In order to maintain this standard, the County shall establish and maintain the programs and rules set forth in this policy.
This County policy specifically prohibits employees from possessing, using, consuming, transferring, selling, buying, or attempting to buy, sell or transfer any illegal drug or alcohol while at work or while on county property. Possession includes having the substance on the employee’s person, vehicle or other personal property and/or in the employee’s body, blood or urine in an amount above the threshold levels established by Florida Statutes and/or rules. This prohibition applies while an employee is on County business or at any time between the beginning and the end of the employee’s workday, whether on County property or not. Furthermore, the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the workplace.
Refusal to take a drug or alcohol test is cause for denial of unemployment compensation; forfeiture of medical and indemnity benefits under Florida’s Workers’ Compensation Act; and automatic termination of employment.
A. General Procedures
An employee under the influence of an illegal drug or alcohol presents a safety hazard to himself/herself and others. Employees in such a condition shall not be allowed to work. First, if possible, the supervisor shall notify the Human Resources Director of the suspected condition and shall seek another supervisor’s opinion concerning the employee’s condition. Then the supervisor(s) shall consult privately with the employee to determine his/her condition. The discussion should include inquiries about possible illegal drug or alcohol use. If, in the opinion of the supervisor(s), the employee is unfit for duty, the employee shall be taken to a collection facility to be tested. To assure safe transportation of the employee, he/she shall be taken by the supervisor or a designee. Under no circumstances shall an employee suspected of drug or alcohol use be allowed to drive a vehicle to the testing facility.
B. Pre-Employment Drug Screening
Consistent with the County policy opposing drug abuse and committing to a safe working environment, the County has implemented a pre-employment drug testing policy. All job applicants shall undergo screening for the presence of illegal drugs as a condition of employment. Job applicants will be required to voluntarily submit to a urinalysis test at a laboratory chosen by the County after signing a Drug-Testing Consent and Release Form. A copy of this form is made a part of Appendix A to this Manual. Job applicants must successfully pass the drug screen urinalysis prior to beginning work.
The County will not discriminate against applicants for employment because of past drug abuse. This Drug-Free Workplace Policy concerns current abuse of drugs that may prevent employees from properly and safely performing their job duties.
All testing will be done by certified laboratories. All test results will be checked to assure accuracy. All testing, sample collection, storage, handling and chain of custody will be done in accordance with appropriate state and federal rules and regulations.
C. Active Employee Drug Testing
This County has adopted screening practices to identify employees who use illegal drugs. As a condition of continued employment, no employee shall report to work, or perform work, with illegal drugs or alcohol in his/her body. Every employee may be required to submit to drug screening under the following circumstances:
• When there is reasonable suspicion to believe that an employee is using or has used illegal drugs;
• When there is a report of drug use, provided by a reliable and credible source;
• When there is any mishap or accident involving, caused by, or contributed to by an employee in which injury to a person or persons (requires a physician) occurs;
• Where damage to property is estimated to be in the amount of $1,000 or greater;
• When in a safety-sensitive position;
• Upon return from extended absence of six (6) or more months;
• As part of a general physical, if required, to ensure fitness for duty.
Circumstances that could indicate a drug problem and considered reasonable suspicion are:
• Observed drug use during work hours on county premises;
• Observable physical signs;
• Incoherent mental state;
• Marked changes in personal behavior that are otherwise unexplainable;
• Deteriorating work performance that is otherwise unexplainable;
• Accidents or other actions that provide reasonable cause to believe the employee may be under the influence;
• Other behavior associated with possible drug use.
D. Testing
All testing will be done at certified laboratories. The County’s medical review person/contractor will analyze all results. All testing, sample collection, storage, handling, and chain of custody will be done in accordance with appropriate federal and state regulations. All test results will be maintained in a confidential file.
The County will provide to an employee [upon receipt of the report by the Human Resource Office] a written report regarding the circumstances that formed the basis for reasonable suspicion. The original and signed report will be maintained in a confidential file.
If a test is not conclusive because of possible tampering or adulteration, a second test will be requested. The second sample collection may be observed. If a test is rejected because of purposeful adulteration, the employee shall be terminated.
Documentation of a positive drug test result will be placed in the employee’s confidential file within five (5) working days of notification of the positive test result.
If an employee is tested for reasonable suspicion, documentation of this test, regardless of the test result, will be placed in the employee’s confidential file within five (5) working days of receipt of the test results.
All information received in regard to drug testing results will be maintained in separate confidential files and only be used for the purposes of complying with the Drug-Free Workplace Policy.
1. Random Drug Testing
All designated safety-sensitive employees may be randomly tested for drugs at unscheduled intervals. The Human Resources Director shall maintain a list of job descriptions classified as safety-sensitive by the County. A computer program or other independent, bias-free method shall be used to select names of employees for random testing.
2. Extended Absence Drug Testing
Employees who return to work after an extended absence of six (6) months or more may be required to take a drug test comparable to the pre-employment screening.
3. Routine Fitness for Duty Testing
The County will require an employee to submit to a drug test if the test is conducted as part of a routinely scheduled fitness for duty medical examination that is required for all members of an employment classification or group.
E. Grounds for Discipline or Termination
This County policy specifically prohibits employees from possessing, using, consuming, transferring, selling, buying, or attempting to buy, sell or transfer any illegal drug or alcohol while at work or while on county property. Possession includes having the substance on the employee’s person, vehicle or other personal property and/or in the employee’s body, blood, or urine in an amount above the threshold levels established by Florida statutes and/or rules. This prohibition applies while an employee is on County business or at any time between the beginning and the end of the employee’s workday, whether on County property or not. Any employee who violates this policy is guilty of misconduct and is subject to discipline including discharge or suspension without pay from employment, even for a first offense.
Failure to submit to a required medical or physical examination or test is misconduct and is grounds for discharge.
An employee who purposely tampers with or alters a specimen is guilty of misconduct and is subject to discipline including discharge or suspension without pay from employment, even for a first offense.
Employees tested for reasonable suspicion may be suspended without pay or placed in non-safety-sensitive jobs pending the results of the required test and/or investigation. An employee with a negative result will be reinstated (if suspended) with full back pay and/or return to previous duties. A positive test will result in immediate action up to, and including, termination of employment.
F. Rights and Responsibilities of the Employee/Job Applicant
As a condition of employment, employees must abide by the terms of this policy and must notify the County in writing of any conviction of a violation of a criminal drug statute no later than five (5) calendar days after such a conviction.
The employee must notify his/her supervisor of any drug or medication that may affect or impair his/her judgment or job performance or safety.
The employee or job applicant must notify the laboratory of any administrative or civil action planned as a result of a positive test within five (5) working days from receipt of notification.
The employee or job applicant has the right to contest the result of a positive drug test, in writing, to the County Administrator, within five (5) working days of being notified in writing of the positive test result. The employee has a right to a copy of the test result, upon request, and to have the sample taken to a certified lab to be re-tested at the employee’s or job applicant’s own expense.
The employee or job applicant has the right to consult the County’s medical review person for technical information regarding the effects of prescription medication on the drug test.
The employee can request, in writing, within seven (7) days a written report regarding the circumstances that formed the basis for their reasonable suspicion testing.
G. Drugs that May be Tested For
The County may test for any or all of the following (they are listed by chemical name and brand or common name):
Alcohol (booze, drink)
Amphetamines (Biphetamine, Desoxyn, Dexedrine, speed)
Cannabinoids (marijuana, hashish, hash, hash oil, pot, joint, roach, grass,
weed, reefer)
Cocaine (coke, blow, nose candy, snow, flake, crack)
Phencyclidine (PCP, angel dust, hog)
Methaqualone (quaaludes, ludes)
Opiates (opium, Dover’s powder, paregoric, parepectolin)
Barbiturates (Phenobarbital, Tuinal, Amytal)
Benzodiazepines (Ativan, azene, clonopin, dalmane, diazepam, halcion,
librium, poxipam, restoril, serax, tranxene, valium,
veratrine, Xanax)
Methadone (doiophine, methadose)
Propoxyphene (Darvocet, Darvon N, Dolene)
H. Conclusion
The County Drug-Free Workplace Policy is not intended to be abusive or discriminatory nor to come into conflict with any public policy. This County considers drug testing to be only one of several steps to achieve a safe, healthy, and productive atmosphere for its employees. This policy supersedes any information provided to applicants and/or employees either written or oral and reserves the right to change the provisions of this policy and testing program at any time in the future without prior notice and does not constitute a contract for employment.
IX. STANDARDS FOR DISCIPLINARY ACTION
The purpose of this section of the Personnel Policy and Procedures Manual is to set forth the rules for disciplinary action. The purpose of these rules is as follows:
• To address the personnel rules of Wakulla County employees concerning misconduct and deficiencies in work performance.
• To establish standards for administering disciplinary action to County employees.
• To clearly define the standards of conduct and other policies which are applicable to a given work situation.
• To establish standard ranges of penalties for various types of misconduct and deficient work performance in order to promote reasonable consistency in the disciplining of County employees involved in similar situations.
• To assure quality service to the public.
It is not the purpose of these rules to make the failure of the Department Head to comply with technical requirements contained herein a basis for invalidating any disciplinary action. It is contemplated that such action will be invalidated only where the County’s failure to comply with these rules materially affects the ability of an employee to make use of the procedures provided for herein.
A. Authority
The authority to take disciplinary action as specified below is hereby delegated to the following persons or to those persons who are in a supervisory position to the persons listed below.
Disciplinary Action Persons Delegated Authority
Oral Reprimand Supervisor, Department Head or County Administrator, as appropriate
Written Reprimand Supervisor, Department Head or County Administrator, as appropriate
Suspension Department Head, with County Administrator’s approval (24 hours), unless public safety concerns exist (e.g., Fire/EMS staff). If so, automatic suspension may occur.
Extended Suspension Department Head, with County Administrator’s approval
Dismissal Department Head, with County Administrator’s approval
Department Heads shall be responsible for assuring that all disciplinary actions taken within their respective departments comply with these rules.
Likewise, the County Administrator shall be responsible for assuring that all disciplinary actions taken against those employees who report directly to him/her comply with these rules.
The Human Resources Director shall provide guidance with regard to the administration of disciplinary actions and for assuring that such actions are accomplished in accordance with these rules. Employees may not be disciplined because of race, religion, color, sex, national origin, political affiliation, age, marital status, handicap, or any other protected category.
B. Types of Disciplinary Action
The following types of disciplinary actions are provided: Oral Reprimand, Written Reprimand, Suspension, and Dismissal. Disciplinary actions shall be submitted to the Human Resources Director and County Administrator on the Employee Disciplinary Report form. A copy of this form is made a part of Appendix A to this manual.
Oral Reprimand - This is the least severe disciplinary action. The purpose of an oral reprimand is to inform the employee of a particular disciplinary problem. Where possible, the oral reprimand should be delivered to the employee in a location that provides privacy from the employee’s coworkers. The supervisor shall clearly state that the employee is receiving an oral reprimand, clearly indicate the nature of the improper behavior, and explain precisely what corrective action is expected. In addition, it should be pointed out that future violations may result in more severe disciplinary action. Before concluding the meeting, the employee shall be allowed to make comments and clarify any issues concerning the situation.
A brief written documentation stating that the employee received the oral reprimand, giving the date and time of the reprimand and stating the nature of the problem must be provided to Human Resources for insertion into the employee’s personnel file. A copy shall also be provided to the employee.
Written Reprimand - The purpose of a written reprimand is to help an employee who violates a disciplinary standard to recognize the error, to prescribe an action to correct the error and prevent it from recurring, and to document disciplinary action. The content of the report of written reprimand must specifically state that the employee is receiving a written reprimand, describe the facts giving rise to the disciplinary action, and indicate the corrective action expected. It should include a statement that future violations may result in more severe disciplinary actions up to and including dismissal. The report of written reprimand should be presented to the employee in private. There shall also be a signature line in the report of written reprimand for the employee to acknowledge receipt. In the event the employee refuses to sign the report, the Department Head should note such refusal on the original and a copy of the report. All reprimands will be forwarded to the Human Resources Office for inclusion in the employee’s personnel file, and a copy will be provided to the employee.
Suspension - Suspension up to twenty-four (24) hours is action taken by the Department Head, with the approval of the County Administrator, to temporarily relieve the employee of duties and place the employee on leave without pay. This is a severe form of disciplinary action, which may result from the commission of one offense or as a result of cumulative offenses. If a public safety concern arises, solely in the discretion of the County, the County, through the appropriate Department Head or supervisor, may automatically suspend a public safety employee, as permitted by law.
Extended Suspension - The extension of a suspension beyond the 24-hour period.
Dismissal - This is action taken by the Department Head, with the approval of the County Administrator, to separate the employee from County service. This is also a severe form of disciplinary action that may result from the commission of one offense or as a result of cumulative offenses. See Section XI(B) of this Manual for further information regarding the procedure for dismissal.
C. Procedure
The affected employee shall be notified of the proposed personnel action, suspension, or dismissal, and the reasons in writing by personal delivery or by Certified Mail-Return Receipt Requested at his/her last known address.
D. Standards for Disciplinary Procedures
In general, the basic pattern of discipline for regular employees is progressive and cumulative. Specifically, written reprimands are retained on record and can have a cumulative effect leading to progressive discipline up to and including dismissal. Once a written reprimand is issued, it becomes a permanent part of the employee’s record. The age of prior disciplinary action(s) will be taken into account in determining appropriate future discipline.
Progressive disciplinary action may also be administered for dissimilar offenses or deficiencies. If the employee has received a second disciplinary action for similar or dissimilar offenses or deficiencies, it may be considered cumulative and will allow the supervisor to progress to a more severe form of discipline when warranted.
Each situation will be treated on a case by case basis, based upon the particular facts presented, and in certain instances, solely within the County’s discretion, progressive discipline may not be appropriate and will not be applied.
E. Guidelines for Disciplinary Action for First Offenses/Repeat Offenses
Listed below are guidelines for disciplinary action involving first offenses. The list is not intended to be exhaustive nor are the suggested levels of disciplinary action for any offense required. The circumstances of each case shall govern the severity of the disciplinary action to be taken. Repeated offenses or further misconduct, whether for the same offense or not, will normally subject the employee to more severe disciplinary action, up to and including dismissal from employment.
Misconduct normally resulting in an Oral Reprimand for the first offense:
• Excessive Absenteeism
• Excessive Tardiness
• Failure to perform assigned duties properly or in a timely manner
Misconduct normally resulting in a Written Reprimand for the first offense:
• Offensive conduct or abusive language
• Improper use of County equipment
• Unauthorized absence or leaving assigned work station without permission, when responsibility mandates a presence
• Abuse of sick leave
Misconduct normally resulting in suspension for the first offense:
• Flagrant violation of safety rules, resulting in a dangerous situation
• Insubordination
• Sleeping on the job
• Fighting
Misconduct normally resulting in dismissal for the first offense:
• Conviction of a felony
• Abuse or theft of County property
• Discrimination/Harassment
• Bad faith claims of harassment
• Willfully making false statements about the County or its employees
• Falsification of records
• Illegal acceptance of gratuities
• Possession or use of intoxicants or controlled substances on the job
• Violence leading to the injury of another or destruction of County property
• Abandonment of job (three successive work days missed without notification to supervisor)
• Threat or use of weapon on the job
F. Probation
Within the County’s sole discretion, when an employee is disciplined, the County, with the approval of the County Administrator, may also place the disciplined employee on probation for a specified length of time, during which time the employee is expected to correct the behavior or performance problem(s).
X. EMPLOYEE GRIEVANCE PROCESS - DISCIPLINARY
This internal grievance process is established to provide opportunity to regular full-time employees who have successfully completed their initial probationary period to appeal disciplinary actions more serious than a written reprimand. The submission of an appeal by an employee in good faith shall in no way adversely affect the employee or his employment with the County. Temporary employees do not have the right to file a grievance.
A. Appeal to Department Head
Qualified employees may appeal any discipline more serious than a written reprimand by filing an appeal with the Human Resources Department within five (5) working days from receipt of Employee Disciplinary Report.
The appeal shall be in writing, and shall include:
• The date the grievance arose.
• The policy, rule, and/or procedure claimed to have been violated.
• A statement of the facts as seen by the employee.
• The relief requested.
The Department Head shall meet with the employee within five (5) working days after receipt of the grievance. The Department Head shall give the employee an opportunity to explain his/her position, and listen to any witnesses the employee brings to the meeting. The Department Head may require other employee witnesses to be present or may conduct further investigation into the matter on his/her own. The Department Head shall provide a written answer to the employee grievance within ten (10) days working after receipt of the written grievance.
B. Appeal of Department Head Decision
If the employee does not receive a timely written response from the Department Head, or if the employee is unsatisfied with the decision of the Department Head, the employee may then appeal to the County Administrator.
The appeal to the County Administrator shall take place within ten (10) working days of receipt of the decision of the Department Head. If the Department Head does not provide written response within the prescribed time, the lack of response shall be considered a denial of the appeal and the employee should proceed with his/her appeal to the County Administrator. This second level appeal shall be in writing and shall include only the written materials provided by the employee in his/her first level appeal, together with the Department Head’s written answer.
The County Administrator shall consider the appeal and shall:
• Give both the employee and the Department Head an opportunity to explain their positions;
• Consider the information before him/her;
• Further investigate the matter if he/she feels it is necessary; and
• Make the final decision for the County and issue a written decision within fifteen (15) working days after receipt of the employee’s written appeal.
C. Dismissal/Termination Appeal
A dismissal of any employee qualified to participate in the County’s grievance process may be appealed directly to the County Administrator’s Office within fifteen (15) days of written notification of the dismissal. Upon receipt of the appeal, the County Administrator shall consider it in the same manner, using the same procedures and time lines, as if it were a second level appeal from a less severe disciplinary action. The County Administrator shall have the final decision in the matter.
D. General Procedures
All appeals or grievances must be in written form. Employees may request assistance from the Human Resources Department regarding grievance procedures and this guidance may be provided during the employee’s regular working time with no loss of pay.
Attorneys will not be permitted to participate on behalf of the employee in any aspect of the internal grievance process without prior approval from the County Administrator, unless required by law. The County Attorney, or designee, shall be allowed to provide advice on matters of process and procedure, as necessary. County employees are employed in an at-will capacity and have no property right in their employment, nor does the internal grievance procedure create any property right.
The time limits of this grievance procedure may be extended for reasons considered appropriate by the Human Resources Director or County Administrator. Failure of an employee to file a grievance or an appeal in a timely fashion will constitute an automatic abandonment of the grievance or an acceptance of the last grievance appeal decision unless an extension has been obtained in advance.
XI. EMPLOYEE GRIEVANCE PROCESS - NON-DISCIPLINARY
It is the purpose of this grievance process to assure qualified regular full-time employees that their non-disciplinary problems and complaints will be considered fairly, expeditiously and without reprisal. It is expected that the procedures set forth below will encourage employees to discuss with their supervisors matters pertaining to conditions of employment as they affect individual employees. In addition, free discussion between employees and supervisors will lead to better understanding of practices, policies, and procedures, which affect employees. This will serve to identify and eliminate conditions which may cause misunderstandings and grievances.
The following will not be considered as grievances under this non-disciplinary employee grievance process:
• Disciplinary actions
• Layoffs, furloughs, and reductions-in-force
• Budget appropriations
• Changes in the workforce due to restructuring and/or re-organization
• Changes in work schedules
• Changes in County policy
Temporary employees do not have the right to file a grievance.
A. First Step – Immediate Supervisor
An employee shall first present his grievance to his immediate supervisor within five (5) working days from the time of occurrence of the problem. This step one grievance may, but need not, be in writing. The supervisor shall attempt to resolve the problem within five (5) working days after the complaint is made to him.
B. Second Step - Department Head
If the employee has not received an answer from the immediate supervisor within five (5) working days, or if the employee feels the answer received is not satisfactory, he/she will reduce to writing the facts and circumstances of the problem and present the written statement to his/her Department Head within five (5) working days after the supervisor's deadline as outlined above. The Department Head will meet with the employee to discuss the grievance within five (5) working days. The Department Head may also meet with the employee’s direct supervisor to discuss the grievance and may take whatever further steps he/she feels necessary to fully investigate the matter during this time period. The Department Head will notify the employee of his/her decision, in writing, within five (5) working days following the meeting date.
C. Third Step - County Administrator
If the employee has not received an answer from the Department Head within five (5) working days from their meeting, or if the employee feels the answer received is not satisfactory, he/she may appeal in writing to the County Administrator within five (5) working days after the Department Head’s deadline as outlined above. The County Administrator, or designee, will meet with the employee to discuss the grievance within five (5) working days after receipt. The County Administrator, or designee, may also meet with the employee’s direct supervisor and/or Department Head to discuss the grievance and may take whatever further steps he/she feels necessary to fully investigate the matter during this time period. The County Administrator, or designee, will notify the employee of the decision, in writing, within five (5) working days following the meeting date. The decision of the County Administrator, or designee, will be final and binding.
XII. SEPARATION
A. Resignation
To resign in good standing, except in the case of an emergency, an employee should give at least two weeks (14 calendar days) notice in writing to his/her supervisor. In the case of an emergency, the reason should be fully documented in the notice. Regular employees who resign shall receive payment for all accrued annual leave credit, up to 240 hours; all compensatory time credit; and 25% of sick leave credit up to 240 hours. No payment will be made on sick leave accrued above 240 hours.
B. Dismissal
Employees have no expectation of continued employment and their employment may be terminated whenever it is determined that it is in the best interests of the County. Employees who are involuntarily terminated will not receive payment for any sick or annual leave accrual.
Procedure for Dismissal/Termination
Upon decision by the Department Head that a dismissal is in the best interest of the County, the Department Head shall notify the County Administrator, provide written documentation of the circumstances, a prepared Notice of Dismissal, and a written recommendation requesting approval of the dismissal.
The County Administrator will review the request and consider the recommendation of the Department Head. The County Administrator may call a conference with the employee and/or the Department Head or investigate the matter to whatever extent he/she feels necessary. Upon approval by the County Administrator, the signed Notice of Dismissal shall be delivered to the employee in person, if possible. A copy shall also be sent by Certified Mail-Return Receipt Requested, to the employee’s last known address.
The written Notice of Dismissal shall contain the following:
• The employee’s name, position title, home address and phone number
• Reason for dismissal
• Any existing documentation considered by the Department Head or County Administrator in arriving at the dismissal decision
• A list of any previous disciplinary action taken into account during dismissal consideration
• Notice of the employee’s right to appeal following the process outlined in Section IX. Employee Grievance Process - Disciplinary
C. Layoff
Regular employees who are filling positions to be abolished may be transferred to vacant positions for which they are qualified. Employees must be notified in writing of the transfer. The letter will include notification to the employee of the reporting date, time, and place. Failure to report to the new position will constitute abandonment of position. Employees who are filling positions to be abolished shall be given priority consideration for vacant positions for which they qualify. No original appointment of a new employee may be made to fill a vacant position until all eligible and interested employees facing layoff have been considered. If the hiring authority does not wish to appoint an affected employee, justification for the action is to be provided to the Human Resources Director prior to advertising for recruitment to fill the position.
Employees scheduled for layoff who cannot be transferred to vacant positions shall be notified in writing of their scheduled layoff and the effective date.
Employees occupying temporary OPS positions shall be among the first considered for layoff, followed by probationary employees, then regular employees. Probationary employees are subject to termination or layoff with or without cause and will not be afforded further consideration under this section.
No regular employee in any classification may be laid off while an employee who does not hold regular status in the classification remains in service in the same classification.
Employees in grant funded positions may have the opportunity to transfer only within the scope of the grant.
Length of service to the County and the employee’s performance record and the specific skills and abilities required within the individual departments shall be the primary considerations when layoffs are necessary.
All layoffs must be approved by the County Administrator.
Call Backs
Within a period of one year when a vacancy occurs, or a new position is established in a class from which an employee was adversely affected, preference for reinstatement will be given, first, to regular employees who voluntarily transfer to vacant positions in different classifications; and second, to employees who were laid off.
Reinstatement may be with permanent status at the discretion of the hiring authority, when the employee had previously completed the probationary period. An employee who refuses an offer of reinstatement forfeits any priority rights to subsequent placement offers. Employees who are reinstated shall have their seniority restored.
D. Retirement
An employee of the County may retire subject to the provisions of the Florida Retirement System. An employee planning to retire shall notify Human Resources at least ninety (90) days prior to the planned date of retirement.
At the time of regular retirement, the employee shall be paid for all accrued annual leave time, up to 240 hours; all accrued compensatory leave time; and for 25% of the accrued sick leave time, up to 240 hours. No payment will be made on sick leave accrued above 240 hours.
E. Severance
At the discretion of the County Administrator, regular full-time employees who have successfully completed their probationary period may be offered a severance upon separating from County employment, so long as the separation is not for misconduct or cause. Any severance which is offered to a departing employee must be in accordance with section 215.425, Florida Statutes, as amended by Ch. 2011-143, Laws of Florida.
F. Death While Employed
The official date of termination shall be the date of death. All compensation and benefits due to the employee as of the effective date of termination shall be paid to the beneficiary of record, surviving spouse, or to the estate of the employee as determined by law or by forms executed by the employee. Payment for accrued leave shall be in accordance with the policies for payment of such benefits upon retirement or voluntary resignation.
G. Exit Interview
Department Heads shall make every reasonable effort to interview separating employees utilizing the Exit Interview form. The Exit Interview form or reason for not conducting the interview shall be forwarded to the Board office with the Personnel Action form. A copy of each of these forms is made a part of Appendix A to this Manual. Employees who do not participate in an exit interview will be contacted by mail and requested to complete a short survey and return it to the County. The purpose of the exit interview or exit interview survey form is to gain insight into the concerns and issues faced by employees and to gain important knowledge and ideas for continued improvement of public service and County personnel services.
XIII. Appendix A. - FORMS
• Oath of Loyalty
• Outside Employment Disclosure Form
• Wakulla County Employment Application
• Equal Employment Applicant Survey
• Investigative Report Disclosure Statement
• Telephone Reference Check Form
• Drug-Testing Consent and Release Form
• Employee Emergency Contact Form
• Employee Performance Appraisal Summary
• Direct Deposit Sign-Up Form
• Tuition Assistance Approval Form
• Tuition Reimbursement Form
• Creditable Service Annual Leave Accrual Rate Certification Form
• Notice of Employee Absence Form
• First Report of Injury or Illness Form
• Request for FMLA Leave Form
• Employee Disciplinary Report
• Exit Interview Form
• Employee Exit Checklist
• Personnel Action Form
|[pic] | |
| | |
| | |
| |Wakulla County |
| |Board of County Commissioners |
| | |
| |OATH OF LOYALTY |
[pic]
STATE OF FLORIDA
|COUNTY OF | |
|I, | |, a citizen or authorized non-citizen of |
the State of Florida and of the United States of America, and being employed by or an officer of the Board of County Commissioners and a recipient of public funds as such employee or officer, do hereby solemnly swear and affirm that I will support the Constitutions and laws of the United States of America and the State of Florida; and the laws, Ordinances, Resolutions, regulations and policies of Wakulla County.
| |
Signature
|Employee ID Number: | | |Date: | |
[pic]WAKULLA COUNTY BOARD OF COUNTY COMMISSIONERS
Outside Employment Disclosure Form
|Section III(J) of the Personnel Policies & Procedures indicates that employees “shall not engage in any employment activity or enterprise which has been or may |
|be determined to be inconsistent, incompatible, or in conflict with the duties, functions, or responsibilities of their County employment.” Violation of this |
|policy is considered a serious matter and may result in disciplinary action or termination of employment. The information you provide below will assist in |
|determining if there is a risk or serious appearance of conflict of interest. You are requested to submit an Outside Employment Disclosure Form if you are |
|engaged in any business, external consulting, or outside work for which you receive remuneration. Your Department/Division Director will confirm the risk or |
|potential risk of conflict, & review the disclosure form with you. If there is a risk or potential risk, your Department/Division Director will decide how best|
|to resolve the situation. |
|Please complete the following information and forward this form to your immediate supervisor. |
|Dept./Div.: | |Program: | |
|Name: | |Job Title: | |
|Are you engaged in any business, external consulting, or outside work for pay? |Yes | |No | |
|If you answered “Yes” describe your work in the space below: |
| |
| |
| |
| |
|Your work schedule and total hours worked weekly: | |
|Title of outside Position: | |Your Annual Income: | |
|Name and address of your place of employment or business: |
| |
| |
| |
| |
|I certify that the information above accurately describes my business, external consulting, or outside work activities and that my work does not involve the |
|use of County facilities or equipment. |
|Employee Signature: Date: |
|Based on the information provided by the employee above and to the best of my knowledge and judgement, no real or potential conflict of interest exists. If |
|so, I have explained in the space below. |
| |
| |
| |
| |
|Division Dir. Signature: | |Date: | |
|Department Dir. Signature: | |Date: | |
|HR Dir. Signature: | |Date: | |
INVESTIGATIVE REPORT DISCLOSURE STATEMENT
By this document, Wakulla County discloses to you that a consumer report, including an investigative consumer report containing information as to your character, general reputation, personal characteristics, and mode of living, may be obtained for employment purposes as part of the pre-employment background investigation and, if hired, at any time during your employment. Should an investigative consumer report be requested, you will have the right to demand a complete and accurate disclosure of the nature and scope of the investigation requested and a written summary of your rights under the Fair Credit Reporting Act. Please sign below to signify receipt of the foregoing disclosure.
Signature of Candidate
Signature of Human Resource Representative
Date
TELEPHONE REFERENCE CHECK
APPLICANT:
REFERENCE:
ORGANIZATION/BUSINESS OF REFERENCE:
TITLE/RELATIONSHIP TO APPLICANT:
1. How long have you known this person?
2. How do you know this person?
3. When did you last see or talk with this person?
4. What can you tell me about this person?
5. What can you tell me that I might need to know to employ this person?
6. Have you ever observed this person in a leadership capacity? If yes, what type of capacity?
7. What was this person’s last position with your company?
8. What, if you know, was his/her reason for leaving?
9. Would you rehire this person?
REFERENCE CHECK COMPLETED BY:
TITLE:
DATE:
Testing Notification
Client Address: Wakulla County Commission Office
Attention: Deborah DuBose
P.O. Box 1263
Crawfordville, FL 32326
Section 1: {Highlighted sections to be completed by Supervisor/Designated Employer Representative (DER)}
Complete the employee information, check appropriate agency and category of testing. Incomplete or incorrect information may result in non-compliance with annual D.O.T. statistical reporting
PHOTO IDENTIFICATION AND SOCIAL SECURITY CARD MUST BE PRESENTED TO LAB AT TIME OF TESTING
Employee Name: ______________________Employee SSN#: ______/_____/________
Date: ______/______/__________ Time: _____________________________am/pm
Collection Site: Wakulla County Health Department at 48 Oak Street, Crawfordville, FL 32327
_________________________________________ _________________________________________
Presented (Signature of Supervisor) Acknowledged (Signature of Employee)
You must have a photo ID to present to the collector at the testing site where your specimen will be collected.
Type of Test: (___) 5 Panel ($19.00) (___) 10 Panel ($20.00) (___) Blood Alcohol ($35.00)
(___) Pre-employment (___) Random (___) Post Accident (___) Reasonable Suspicion
(___) Return to Duty (___) Follow Up
IF TEST RESULT IS NEGATIVE: Mail Employer copy marked “CONFIDENTIAL” to address shown above.
IF TEST RESULTS IS VERIFIED POSITIVE: Contact the Supervisor listed below IMMEDIATELY:
Primary Designated Employer Representative:
Deborah DuBose, Human Resource Coordinator
Phone Number: 850-926-9500, x410 Fax Number: 850-926-9006
Alternate Designated Employer Representative: _________________________________________
Phone Number: 850-926-9500, x410 Fax Number: 850-926-9006
Fax completed form to WCHD: Attention Pad Juarez at 850-926-1938
[pic] WAKULLA COUNTY BOARD OF COUNTY COMMISSIONERS
PERFORMANCE APPRAISAL SUMMARY
Name Title Pay Grade Date
Location Division Department
Date Employed in Present Position Date of Last Review
Appraising Supervisor/Manager Reviewed By
SECTION 1
KEY JOB Using the job position description as a guide list below the major elements RESPONSIBILITIES: or key responsibilities of the position. Consider the major responsibilities or
objectives for the period being reviewed.
SECTION 2
| | | | | |Needs | |
| | |Outstanding |Excellent |Effective |Improvement |Unsatisfactory |
| | |5 |4 |3 |2 |1 |
|FACTORS AFFECTING PERFORMANCE |Evaluate the effectiveness of the | | | | | |
|AND POTENTIAL: |employee’s behaviors in the areas | | | | | |
| |listed below for the period | | | | | |
| |covered by this report. Complete | | | | | |
| |the comment sections to support | | | | | |
| |your evaluation | | | | | |
|JOB UNDERSTANDING: How well does the employee demonstrate an | | | | | |
|understanding of the total duties and tasks required for | | | | | |
|satisfactory performance and demonstrate technical competence in | | | | | |
|the job? Consider evidence of short/long term planning, coaching, | | | | | |
|delegating, cost/profit consciousness, and behaviors demonstrating| | | | | |
|commitment to and an awareness of the regulated aspects of the job| | | | | |
|(safety, affirmative action, environmental concerns, etc.) | | | | | |
|COMMENT: | | | | | |
| | | | |Needs | |
| |Outstanding |Excellent |Effective |Improvement |Unsatisfactory |
| |5 |4 |3 |2 |1 |
|ANALYTICAL SKILLS: How well does the employee perform the | | | | | |
|analytical aspects of the job? Consider effectiveness in problem | | | | | |
|identification analysis of possible solutions, working with | | | | | |
|appropriate resources, and taking initiative and demonstrating | | | | | |
|innovation, creativity and balanced judgment. Consider ability to | | | | | |
|observe and remain alert to changing conditions that affect the | | | | | |
|work. | | | | | |
|COMMENT: | | | | | |
|INTERPERSONAL SKILLS/COMMUNICATION: How well does the employee | | | | | |
|communicate both orally and in written form? How well does he/she | | | | | |
|listen and express thoughts and ideas clearly? Consider the | | | | | |
|abilities to work well with groups with superiors, peers or | | | | | |
|subordinates to be persuasive. | | | | | |
|COMMENT: | | | | | |
|PROBLEM SOLVING: How well does the employee handle unique | | | | | |
|problems? Do they show resourcefulness in solving problems? Can | | | | | |
|they work through problems to a point, but generally discontinue | | | | | |
|efforts when an obstacle is encountered? Do they research | | | | | |
|problems and find solutions but are limited in finding good | | | | | |
|alternate solutions? | | | | | |
|COMMENT: | | | | | |
|EFFECTIVENESS UNDER STRESS: How well does the employee perform | | | | | |
|under emergency or pressure situations? How does pressure | | | | | |
|effective the employees ability to make the proper decision and | | | | | |
|take appropriate action? | | | | | |
|COMMENT: | | | | | |
|SUPERVISING: Does the supervisor create a work environment that | | | | | |
|encourages productivity? How effective is the supervisor in | | | | | |
|directing the employee and handling personnel problems? | | | | | |
|COMMENT (or mark N/A if this does not apply): | | | | | |
|COUNSELING AND APPRAISING: Does the employee counsel and appraise| | | | | |
|subordinates in a manner which promotes better job performance? | | | | | |
|Are appraisals documented and prompt? | | | | | |
|COMMENT (or mark N/A if this does not apply): | | | | | |
|DECISION MAKING: Does the employee have the ability to recognize | | | | | |
|a problem, consider the alternatives and make an appropriate | | | | | |
|decision? Is the employee willing to accept responsibility for | | | | | |
|the obtainment of program objectives? | | | | | |
|COMMENT: | | | | | |
DEVELOPMENT PLAN
Please indicate career/development plans discussed with employee. Be sure to include any program/seminar titles, dates, etc.
PARTICULAR STRENGTHS:
AREAS NEEDING ATTENTION:
CAREER/DEVELOPMENT PLAN
Indicate career/development plans discussed with employee. Be sure to include any special project responsibility, program/seminar titles, dates, etc.
PARTICULAR STRENGTHS:
AREAS NEEDING ATTENTION:
|OVERALL EVALUATION OF PERFORMANCE: Considering both the performance against objectives and the evaluations given on the section of Factors |
|Affecting Performance, please indicate by checking the appropriate box your overall appraisal of this individual’s contribution, and note |
|supporting comments. |
| |
| |
| |
|COMMENTS SUMMARIZING PERFORMANCE BASED ON DISCUSSIONS AND SUPPORTING PERFORMANCE EVALUATION: |
| |
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EMPLOYEE COMMENTS:
Date Signature of Appraising Supervisor/Manager
Date Signature of Employee
|DIRECT DEPOSIT SIGN UP FORM |
|Wakulla County |Employee # _____________________ |
|DIRECTIONS |
|To sign up for Direct Deposit, the payee is to fill in the information requested in Section 1 and take this form to the financial institution(s) to verify the routing number and |
|account information and sign on Section 2. Return the form to the payroll department. Each employee is responsible for keeping the payroll department informed of any and all |
|banking and financial institution changes. |
|SECTION 1 (To be filled out by Payee) |
|A Name of Payee (last, first, middle initial) | Address (street, route, P.O. Box) |
| City State Zip Code | (Area Code) Telephone Number |
| | |
|B Account 1 Type: Checking Savings Other |C Account 2 Type: Checking Savings Other |
| | |
| | |
| Name of Banking Institution | Name of Banking Institution |
| Address of Banking Institution | Address of Banking Institution |
| City State Zip Code | City State Zip Code |
| (Area Code) Telephone Number | (Area Code) Telephone Number |
| | |
| | |
| | |
|Routing Number Check Digit |Routing Number Check Digit |
| | |
| Depositor Account Title | Depositor Account Title |
| | |
| | |
| | |
|Depositor Account Number |Depositor Account Number |
| | |
| |
|D Amount to Deposit: Account 1: $ AND BALANCE to Account 2 |
| |
| |
|OR BALANCE to Account 1 AND Account 2: $ |
| |
| ********** If you are depositing your check into only one account, you do not need to enter any amount for "D" |
|E Payee Certification: I certify that the above information is correct. In signing this form, I authorize my payroll check to be sent to the financial institution(s) named |
|above to be deposited to the designated account(s) listed above. |
| Signature Date |
|SECTION 2 (Financial Institution Certification) |
|I confirm the identity of the above-named payee and the account number and title. As representative of the above-named financial institution, I certify that the financial |
|institution agrees to receive and deposit the authorized payment listed above. I certify that the routing number listed above for our financial institution is correct. |
|ACCOUNT 1: Print Representative's Name |Signature of Representative Date |
|ACCOUNT 2: Print Representative's Name |Signature of Representative Date |
← What is the Tuition Assistance Program?
The Tuition Assistance Program is your opportunity to improve your knowledge skills and ability. Each semester, eligible employees may take courses and have the tuition costs reimbursed by the County. You may take undergraduate courses, graduate level courses, vocational training, career development or correspondence courses. Courses eligible for reimbursement are those that will:
* improve abilities to perform the official job and promote personal career enhancement,
* develop or improve knowledge, skills, or ability within the occupational field, or
* provide cross-training to meet county needs.
After you complete your probationary period, you are eligible to participate in the County Tuition Assistance Program if you:
* meet performance standards, and
* are not involved in disciplinary actions.
You may attend classes during or after work hours, with your supervisor’s approval.
← What Forms Do I Use?
( Complete a Tuition Approval Form (located in HR) to get approval to take courses at FAMU, FSU, TCC, Lively or any other appropriate school if you want to be reimbursed for fees.
( Complete a Tuition Reimbursement Form (located in HR) to get reimbursed
for courses taken.
← How Do I Get Started?
1. Notify your supervisor of intent to take courses.
2. Get registration and course information from the institution. Make sure the course is accredited by a reputable association. Non-credit courses will not be reimbursed. Call Deborah DuBose, Human Resources, at 926-0919 if you need help with this step.
3. Complete a Course Approval Form before the course begins. The supervisor signs the form and submits it, for approval, to:
Deborah DuBose, Human Resources
You will be sent a copy of the approved form (or a reason of disapproval, if it cannot be approved as submitted).
4. Register for the course(s), pay fees, and attend classes.
5. As soon as you receive your grade report, complete a Request for Reimbursement Form (located on L-Net). You will be reimbursed at the rates of:
( Undergraduate $104.23 per credit hour
( Graduate $ 236.60 per credit hour
( Online Undergraduate $ 214.23 per credit hour
( Online Graduate $ 426.60 per credit hour
( 100% with a grade of A or B,
* 50% with a grade of C, or
( 50% on a pass/fail system.
6. Submit to Deborah DuBose, Human Resources, the following:
← completed Request for Reimbursement Form,
← a grade report, and
← a payment receipt.
Human Resources will process tuition approval and tuition reimbursement forms within the order in which they were received. The reimbursement forms will then be sent to Finance for issuance of checks; checks are usually issued within two weeks. Employees may call Deborah DuBose to find out whether the forms have been received.
← How Can I Get Financial Help to Pay Tuition?
Check with local lending institutions for short term loans. Usually they do not require a very high credit rating. Also, little interest will be paid since the loan will be for one semester only. Individual institutions also offer scholarships and loans. You may contact the institutions Financial Aid department directly for financial assistance information.
TUITION ASSISTANCE APPROVAL FORM
Please complete this form accurately and completely. Missing information will delay your request for approval.
| | | |
|EMPLOYEE NAME | DATE |
| |
|SCHOOL, COLLEGE OR UNIVERSITY |
|SEMSTER: ( Fall ( Spring (Summer |
|LOCATION: ( In Class ( Online ( Combination |
|LEVEL: ( Associate ( Undergraduate ( Graduate |
| |
|DEGREE PROGRAM |
COURSE TITLE AND COURSE NUMBER BEGINS (DATE) ENDS (DATE) CREDIT Hrs. COSTS
| | | | | |
| | | | | |
| | | | | |
|TOTAL FEES and TUITION |$ | TOTAL CREDIT HOURS | |
Are you receiving assistance from other sources (VA, grant, scholarship, etc.)? (Yes ( No
If yes, how much? ______________________ Per ( semester ( month ( other _____________
| |
| | | |
DEPARTMENT NAME DIVISION NAME
| | | |
DEPARTMENT/DIVISION HEAD SIGNATURE DATE
| |
PLEASE READ: Employees who participate in the Tuition Assistance Program will be obligated to remain with Wakulla County for a minimum of two (2) years after the completion of the last class attended for which they were reimbursed. Those employees who voluntarily resign or terminate employment for whatever reason, prior to the expiration of the two (2) year period, shall repay the County 100% of the monies received by the employee from the Tuition Assistance Program. This payback does not include travel, board, or other related expenses. Training and staff development activities that are provided through the County’s internal training programs or processes are not included in the repayment requirement. Reimbursement to the County will not be required for conference registration and employment-related or required training. (Policy 6.06)
I understand that if I terminate employment voluntarily within 2 years after training, I will reimburse the amount the County expended on my educational expenses, or the amount owed will be deducted from my final County paycheck. I certify that the information given above is true and the falsification of this document could lead to termination.
| | | | |
EMPLOYEE SIGNATURE DATE
|DO NOT WRITE BELOW THIS LINE |
| | | |/ | |/ | | | |
Human Resources Date of Approval or Denial
( Request Approved Amount Paid __________________________ Date____________________
( Request Denied because:
( Probationary/temporary employee
( School not accredited/ Course not offered for credit
( Funding not available
( Maximum annual allowance received
WAKULLA COUNTY BOARD OF COUNTY COMMISSIONERS
TUITION REIMBURSEMENT FORM
|Date: | |
| | |
|To: |Deborah DuBose, Human Resources |
| | |
|From: | |
| | |
|Subject: |Tuition Reimbursement Request |
| | |
I hereby request reimbursement of the tuition expenses for the course(s) listed below:
|Course |Completion Date |Credit Hours |Grade |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
I certify that the above itemized courses have been completed by me and I have met all the requirements for tuition reimbursement. Attached are original documents of my grades and payment receipts.
Employee Signature Date
Supervisor Signature Date
Department/Division Director Signature Date
Human Resources Signature Date
This request cannot be processed unless the form is completely and accurately filled out, the appropriate signatures are obtained, and original documents of your grades and payment receipts are attached.
[pic]
CREDITABLE SERVICE ANNUAL LEAVE ACCRUAL RATE CERTIFICATION FORM
I, ___________________________, do hereby certify that I have _________ months/years of service in the Florida Retirement System and that there has been less than a thirty (30) day break in service prior to my effective date of employment with Wakulla County Board of County Commissioners.
Employee
Verified by BoCC Human Resources:
(Date)
ANNUAL LEAVE ACCRUAL RATE UPON HIRE:
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WAKULLA BOARD OF COUNTY COMMISSIONERS
Notice of Employee Absence
Employee’s Name: Date: ______________________________
Department: _______________________________________ Total Leave Hours Requested: _________
Employee’s Identification Number: ____________________ Position: ___________________________
Pay Period Beginning:________________________________ Pay Period Ending: __________________
|Date of Absence |
| | | | | | |
|Name | |SS# | |Date | |
| | | | |
|Effective Date of Action | | | |
| |
|I INSTRUCTIONS: A Personnel Action Form must be completed for all new appointments, separations, and changes in employee status. Indicate the action taken by |
|marking the appropriate category and making comments as necessary. Fill in the previous and current items for all employee status changes. Note the approval |
|signatures must be completed before the acknowledgment of the employee. The employee acknowledgment is the last signature required. For other personnel |
|actions, complete the current items only. When the form is completed, return to the HUMAN RESOURCES DIVISION. |
| |
|ACTION: |
| | | |
|APPOINTMENT |SEPARATION |STATUS CHANGE |
| | | | | | | | | | |
| | |Regular Service (Probationary) | | |Resignation * * | | | |Promotion * * |
| | | | | | | | | | |
| | | | | | | | | | |
| | |Temporary (OPS/Summer-Seasonal/Flex) | | |Dismissal * * | | | |Demotion * * |
| | | | | | | | | | |
| | | | | | | | | | |
| | |Senior Management Service | | |Retirement * * | | | |Transfer * * |
| | | | | | | | | | |
| | | | | | | | | | |
| | |Other (Explain in Remarks) * * | | |Other * * | | | |Suspension * * |
| | | | | | | | | | |
| | | | | | | | | | |
| | | | | |RETIREMENT | | | |Reinstatement * * |
| | |Hourly______ Salary ________ | | | | | | | |
| | | | | |Reg| |Special Risk |
| | | | | |ula| | |
| | | | | |r | | |
| | | |
| | | |
|* - List Specific Dates of Employment in Remarks | |* * - Attach Supporting Documentation |
| | |
|REMARKS: | |
| |
| |
| |
| | | | | |
|Department/Division (Previous) | | |(Current) | |
| | | | | |
|Position Title (Previous) | | |(Current) | |
| | | | | |
|Position Number (Previous) | | |(Current) | |
| | | | | |
|Salary (Previous) | | |(Current) | |
| | | | | |
|Pay Grade (Previous) | | |(Current) | |
| | | | | |
|Account Number (Previous) | | |(Current) | |
| | | | |
|Approval | | | |
| | | | | | | | |
| |Division/Dept Director | |Title | | |Date | |
| | | | |
|Approval | | | |
| | | | | | | | |
| |County Administrator | |Title | | |Date | |
| | | |
|Data Verification | | |
| | | | | | | | |
| |Human Resources Representative | |Title | | |Date | |
RETURN TO HUMAN RESOURCES
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EMPLOYEE EMERGENCY CONTACT FORM
Name____________________________________ Department________________________________
Personal Contact Info:
Home Address_______________________________City, State, ZIP____________________________
Home Telephone #____________________________Cell ____________________________________
Emergency Contact Info:
(1) Name___________________________________Relationship_______________________________
Address____________________________________City, State, ZIP____________________________
Home Telephone #____________________________Cell #___________________________________
Work Telephone #____________________________Employer_________________________________
(2) Name___________________________________Relationship_______________________________
Address____________________________________City, State, ZIP_____________________________
Home Telephone #___________________________Cell #____________________________________
Work Telephone #___________________________ Employer__________________________________
Medical Contact Info:
Doctor Name________________________________Phone #__________________________________
Dentist Name________________________________Phone #__________________________________
*** I have voluntarily provided the above contact information and authorize Wakulla County Clerk of Courts and its representatives to contact any of the above on my behalf in the event of an emergency.
Employee Signature___________________________Date______________________________________
*** I choose not to furnish any emergency contact information to Wakulla County Clerk of Courts at this time.
Employee Signature___________________________________________Date____________________
XIV. Appendix B - Classification and Pay Plan
|CLASSIFICATION |RANGE |MINIMUM |MAXIMUM |
|Administrative Assistant |109 |25,507 |40,811 |
|Administrative Coordinator |113 |33,434 |55,166 |
|Animal Control Officer |105 |19,459 |31,134 |
|Assistant County Administrator |120 |53,688 |88,585 |
|Assistant Fire Inspector |111 |29,203 |46,725 |
|Assistant Housing Director |110 |27,292 |43,667 |
|Assistant Parks and Recreation Director |112 |31,247 |49,995 |
|Assistant Planner |110 |27,292 |43,667 |
|Budget Analyst |112 |31,247 |49,995 |
|Budget Coordinator |114 |35,775 |59,029 |
|Building Inspector - Multiple |113 |33,434 |55,166 |
|Building Inspector Assistant |112 |31,247 |49,995 |
|Building Maintenance Coordinator |110 |27,292 |43,667 |
|Building Plans Reviewer/Inspector |115 |38,279 |63,160 |
|Building Technician I |108 |23,838 |38,141 |
|Building Technician II |109 |25,507 |40,811 |
|Building/Fire Official |117 |43,825 |72,311 |
|Cartographer (AutoCAD or GIS) |110 |27,292 |43,667 |
|Chief Building Inspector |115 |38,279 |63,160 |
|Code Enforcement Officer |111 |29,203 |46,725 |
|Community Development/Planning Director |119 |50,176 |82,790 |
|Cooperative Extension Director |Set by UF | | |
|County Administrator |125 |75,300 |124,245 |
|Deputy County Administrator |122 |61,467 |101,421 |
|Director, Animal Control Services |115 |38,279 |63,160 |
|Director of Public Safety |118 |46,893 |77,373 |
|Director of Public Services |118 |46,893 |77,373 |
|Emergency Medical Services Director |117 |43,825 |72,311 |
|Emergency Medical Technician (EMT) |110** |27,292 |43,667 |
|Executive Assistant to County Administrator |112 |31,247 |49,995 |
|Extension Agent I (4H/Youth Development) |Set by UF | | |
|Extension Office Manager |109 |25,507 |40,811 |
|Family and Consumer Sciences Extension Agent |Set by UF | | |
|Fire Chief |117 |43,825 |72,311 |
|Firefighter |111* |29,203 |46,725 |
|GIS Specialist |113 |33,434 |55,166 |
|Grants Coordinator |113 |33,434 |55,166 |
|Housing Director |115 |38,279 |63,160 |
|Human Resources and Purchasing Coordinator |115 |38,279 |63,160 |
|Library Assistant I - Circulation |105 |19,459 |31,134 |
|Library Assistant II - Cataloger |107 |22,279 |35,646 |
|Library Children & Youth Services Specialist |109 |25,507 |40,811 |
|Library Director |116 |40,958 |67,581 |
|Library Lifelong Learning Coordinator |110 |27,292 |43,667 |
|Library Services Coordinator |115 |38,279 |63,160 |
|Maintenance Worker - Correctional Certified (P&R) |105 |19,459 |31,134 |
|Maintenance Worker |103 |16,996 |27,194 |
|Office Assistant |104 |18,186 |29,098 |
|Office of Management and Budget Analyst |110 |27,292 |43,667 |
|Office of Management and Budget Coordinator |115 |38,279 |63,160 |
|Office of Management and Budget Director |118 |46,893 |77,373 |
|Paramedic |112** |31,247 |49,995 |
|Parks and Recreation Director |115 |38,279 |63,160 |
|Parks Attendant |104 |18,186 |29,098 |
|Parks Facilities Coordinator |109 |25,507 |40,811 |
|Planner I |114 |35,775 |59,029 |
|Planner II |115 |38,279 |63,160 |
|Planning Tech I |109 |25,507 |40,811 |
|Policy and Public Information Coordinator |114 |35,775 |59,029 |
|Probation Assistant |109 |25,507 |40,811 |
|Probation Coordinator |112 |31,247 |49,995 |
|Probation Director |116 |40,958 |67,581 |
|Probation Officer I |110 |27,292 |43,667 |
|Probation Officer II |111 |29,203 |46,725 |
|Public Information Director |116 |40,958 |67,581 |
|Recycling Coordinator |109 |25,507 |40,811 |
|Right of Way Acquisition Agent |109 |25,507 |40,811 |
|Secretary |106 |20,821 |33,314 |
|Section 8 Coordinator |109 |25,507 |40,811 |
|Senior Administrative Assistant |110 |27,292 |43,667 |
|Special Projects Coordinator |115 |38,279 |63,160 |
|Special Projects Director |116 |40,958 |67,581 |
|Veterans Services Officer |109 |25,507 |40,811 |
|Weatherization Coordinator/SHIP Rehab Spec/Sec 8 Inspector |109 |25,507 |40,811 |
XV. Appendix C - Amended and Restated Wireless Communications Devices: Authorization, Issuance and Usage, Policy No. 09-02
XVI. Appendix D - Employee Rights and Responsibilities Under the Family Medical Leave Act Notice
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YOU ARE AN IMAGE MAKER
As an employee of Wakulla County, your day-to-day contact with our residents will have a strong effect on the County’s image. We ask that you make a favorable impression by your sincere attitude, neat appearance, and efficient performance of your duties. A spirit of understanding and courtesy is essential on your part in dealing with the public. Whether the contact is made in person, in correspondence, or over the telephone.
YOU MAKE A DIFFERENCE!
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