GENEVA COUNTY
INTRODUCTION
The personnel rules and procedures contained in this handbook implement the intent of State Act #85-587, as well as other personnel practices necessary for the operation of an effective personnel system for Geneva County. The sections of this handbook cover:
• Conditions under which applicants are recruited, selected and employed;
• Employee discipline;
• Employee grievance and appeals;
• Other matters regarding employee wages, benefits and working conditions;
• Policies of Geneva County.
The rules and procedures contained herein were adopted by resolution of the Geneva County Personnel Board and are applicable until changed by the Geneva County Personnel Board. The Geneva County Personnel Board reserves the right to make changes in any County personnel policies, rules, procedures, and/or employee benefits at any time that it may be necessary or desirable. Such changes will not affect specific benefits earned by an employee prior to the date of such change but may affect benefits or other conditions of employment from the date of the change onward. Only the Personnel Board can make changes to the Personnel Handbook.
The Personnel Board will consider all written recommended changes. The proposed changes approved to the Geneva County Personnel System will be posted in all county offices and work areas All changes adopted will become effective upon approval of the Geneva County Personnel Board and included in the Board Minutes.
Questions regarding any aspect of the County Personnel Policies and Procedures Handbook should be directed to the Geneva County Personnel Department.
GENEVA COUNTY PERSONNEL SYSTEM HANDBOOK
PERSONNEL POLICY STATEMENTS
WHEREAS, Geneva County’s mission is to provide quality services to the citizens of Geneva County.;
WHEREAS, Geneva County provides equal opportunity for employment to all qualified applicants and fair treatment for all employees.;
WHEREAS, Geneva County believes that continuance of Eemployment with the County should be based on satisfactory performance of dutiesis employment at will and dependent on the consent of the County and the employee, and may be terminated at any time at the choosing of either the County or the employee.
This handbook is not a contract of employment. Policies, procedures, and benefits described herein may be changed from time to time without re-issuance of the handbook.;
EQUAL EMPLOYMENT OPPORTUNITY POLICIES
The County provides equal employment opportunity with respect to recruitment, hiring, training, promotion, layoff, pay, benefits, and all other terms and conditions of employment. The County does not discriminate on nor does it tolerate any harassment on the basis of age, disability, race, religion, color, sex, pregnancy, national origin, military membership, veteran status, genetic information, family medical history, citizenship, sexual orientation, gender identity, or any other protected classification. The County prohibits any retaliation against any employee who raises a concern that this policy has been violated.
Additional details on our commitment to providing equal employment opportunity are found below in our policies against discrimination, harassment, and retaliation, our policy on reasonable accommodations, and our policy on responding to concerns.
Any employee who violates these policies may be subjected to discipline up to and including dismissal.
Prohibited Discrimination
The County does not tolerate discrimination. The term “discrimination” includes, but is not limited to, taking any adverse employment action due to age, disability, race, religion, color, sex, pregnancy, national origin, military membership, veteran status, genetic information, family medical history, citizenship, sexual orientation, gender identity, or any other classification protected by law. This policy applies to all employment actions taken by any person at the County including, but not limited to, actions affecting compensation; benefits; transfers; terminations; layoffs; recalls; Countycompany sponsored training, education, and tuition assistance; and all other employment actions or decisions at the County.
Any employee who believes he or she has experienced discrimination, who believes he or she has witnessed another employee being discriminated against, or who is aware of any other employee who believes that he or she has been discriminated against must report it immediately t Personnel Director OR Commission Chairo ____________ OR _______________.
Prohibited Harassment
The County does not tolerate any form of harassment of or by any employee or any non-employee (including customers, members of the public, vendors and contractors). Prohibited harassment includes, but is not limited to, any unwelcome behavior or statements that are offensive, threatening, vulgar, intimidating, or degrading. Prohibited harassment also includes, but is not limited to, offensive and unwelcome behavior or statements based on age, disability, race, religion, color, sex, pregnancy, national origin, military membership, veteran status, genetic information, family medical history, citizenship, sexual orientation, gender identity, or any other classification protected by law. Examples of prohibited harassment include: bullying; threatening words or gestures; fighting or other unwelcome physical contact; repeating a disruptive behavior after a request that the behavior cease; unprofessional and excessive swearing, epithets, slurs; displaying objects, cartoons, images, websites, or memes that depict a negative attitude towards a protected characteristic of a person or group; statements that reflect a negative attitude towards a protected characteristic of a person or group. Any employee who believes he or she has experienced harassment, who believes he or she has witnessed another employee being harassed, or who is aware of any other employee who believes that he or she has been harassed must report it immediately to the Personnel Director OR Commission Chair ____________ OR _______________.
Prohibited Sexual Harassment
As part of its commitment against harassment, the County strictly prohibits sexual harassment. No one -- whether they are an employee of the County or not (such as customers, members of the public, vendors or contractors) -- may threaten or suggest that an employee’s submission to or rejection of sexual advances will have any impact on any employment decision affecting the employee. Examples of prohibited sexual harassment include: unwelcome sexual flirting; requests for sexual activity; sending, displaying, or describing sexual images or sexual activity; descriptions of a person or a person’s body in sexual or sex-specific terms; sexually explicit or offensive jokes; sexual gestures or mimicking sexual activity; unprofessional or sexual touching of oneself or another; physical or sexual assault or threats; inappropriate staring; or any other unwelcome conduct which a person reasonably believes is sexual in nature. Any employee who believes he or she has experienced sexual harassment, who believes he or she has witnessed another employee being subjected to sexual harassment, or who is aware of any other employee who believes that he or she has been sexually harassed must report it immediately to Personnel Director OR Commission Chair ____________ OR _______________.
Non-Discrimination and Reasonable Accommodation
As part of its commitment to equal employment opportunity, the County will provide reasonable accommodations for qualified employees and applicants with disabilities or pregnancy-related impairments. If an employee believes he or she has a need for such an accommodation, the employee must inform Personnel Department Human Resources of the need for accommodation or the additional difficulty that any impairment is causing in the employee’s job performance. Upon receiving such a request or report, the County may ask the employee for information regarding the type(s) of accommodation that might allow the employee to perform the essential functions of the job, and the employee and the County will work together to determine whether a reasonable accommodation is available. Also, when appropriate, the County may need the employee’s permission to obtain supporting information from treating physicians or other medical or rehabilitation professionals. Employee accommodations request are treated as confidential and are shared only as necessary. All related medical information (except work restrictions which may need to be shared with others) will be treated as confidential and will be stored separately from the employee’s personnel file.
Employees desiring an accommodation due to religious beliefs or practices should also direct that request to Personnel Departmento Human Resources.
Accommodation requests that are unreasonable, that create an undue hardship for the County, that create a safety risk, or that alter or reduce a job’s essential functions may be denied.
Any manager who receives a request for an accommodation or observes a need for an accommodation should inform Personnel Department Human Resources immediately.
If any employee feels an accommodation request has not been properly or timely resolved, he/she must report that to Personnel Department OR Commission Chair Human Resources or _______________.
Prohibited Retaliation
It is also a violation of County policy for anyone to retaliate, threaten or seek any type of reprisal against an individual acting in good faith who reports any suspected violation of this policy, who participates or cooperates in an investigation regarding any violation of this policy, or who requests an accommodation as provided in this policy. Any employee who believes he or she has experienced retaliation, who believes he or she has witnessed another employee being retaliated against, or who is aware of any other employee who believes that he or she has been retaliated against must report it immediately to the Personnel Departmentirector OR Commission Chair ____________ OR _______________.
How the County Will Investigate and Respond to Concerns
The County will promptly investigate any reported concern that its policies against discrimination, harassment, or retaliation have been violated. The investigation will be conducted as confidentially and impartially as possible. At the conclusion of the investigation, the County will advise the complaining and/or affected employee(s) of the results of the investigation.
Making false reports or failing to participate truthfully and completely in an investigation may be treated as separate violations of this policy, as falsification of records, as insubordination, and/or as any other applicable rule violation and may lead to disciplinary action up to and including termination.
If the County determines that an employee has violated any of these policies, it will take appropriate disciplinary or corrective action against the offender, up to and including termination of employment. If the County determines that a non-employee has violated any of these policies, it will take all necessary action to prevent the non-employee from repeating the behavior.
The County will not tolerate any retaliation or threatened or actual reprisal against any individual who, in good faith, reports a suspected violation of this policy or who participates or cooperates truthfully in an investigation regarding any suspected violation of this policy.
WHEREAS, State Act # 85-587 establishes a Civil Service System for Geneva County and creates the Geneva County Personnel Board to provide such personnel rules and plans for administration of the system;
NOW, THERFORE, BE IT RESOLVED that the Personnel Board of Geneva County does hereby adopt and proclaim the following personnel policy statements:
I. Equal Employment Opportunity
Geneva County is an Equal Opportunity Employer and does not discriminate in any employment policies or practices based on age, sex, race, creed, religion, color, point of origin, marital status, political affiliation, or handicap.
II. Conditions of Employment
A. The Geneva County Personnel Board will develop and provide personnel rules, procedures, and plans for Geneva County in accordance with this resolution.
B. The County will develop and maintain a written description of each job in the County service. Such description will contain a list of representative tasks normally assigned to or associated with the job.
C. The County will develop and maintain classification plans which will:
1. Group all positions of the same class to permit a single descriptive title, e.g. Equipment Operator III.
2. Be based on the type and complexity of work performed and thereby the same qualification requirements.
3. Provide comparable pay for comparable jobs, and on the same pay scale.
4. provide the same test of competence.
5. Be comparable, when possible, to similar employment situations in comparable counties.
D. Vacant positions will be filled with the best qualified eligible
applicant.
E. All employees will have the right to discuss all matters related to their employment, and/or personal welfare, with their supervisors. They may communicate with their supervisors either orally or in writing and may be accompanied by a reasonable number of representatives or supporters of their choice (co-workers, friends, lawyers, etc., when meeting with their supervisor(s). Supervisory personnel will always assure every employee’s right to due process and will make every reasonable effort to achieve rapid and satisfactory resolution to any problem and/or grievance. Employees have the right to go directly to the Personnel Board on matters concerning their chain of command.
F. Supervisory personnel will strive for high standards of performance in their various departments and will fairly and impartially implement disciplinary measures when necessary. Employees who do not perform satisfactorily, or who do not meet established County standards (?), will be disciplined in a just and expedient manner which respects both the rights of the individual and the obligation of the County to serve its citizens.
III. Employee Benefits
A. The County will provide, within its financial capability, appropriate fringe benefits, such as holidays, sick leave, annual leave, health insurance, and State retirement to eligible employees.
B. The County will offer in-service training opportunities to assist employees to assume greater job responsibilities and to gain greater satisfaction from their job performance.
IV. POLITICAL ACTIVITY
County employees may and are encouraged to participate fully and actively in the political process, except as restricted by law and this resolution. In general, County employees are restricted only in their political activities in campaigns for County Office and their on-the-job political activities for any candidate for any office.
A. No person in the County service may seek, or attempt to use, any political endorsement to influence any appointment to a position in the County service.
B. No person in the County service may use, or promise to use, any official authority or influence to secure or attempt to secure for any person:
1. An appointment or advantage in appointment to a position in the County service, or
2. An increase in pay or other advantage in employment in any such position, for influencing the vote or political action of any person or for any consideration.
C. No person in the employment of Geneva County shall be denied the right to participate in city, county or state political activities to the same extent as any other citizen of the State of Alabama, including endorsing candidates and contributing to campaigns of his or her choosing.
D. All persons in the employment of Geneva County shall have the right to join local political clubs and organizations, and state or national political parties.
E. All persons in the employment of Geneva County shall have the right to publicly support issues of public welfare, circulate petitions calling for or in support of referendums, and contribute freely to those of his or her choosing.
F. Any employee w
who seeks election to a Geneva County Office will be required to take an unpaid leave of absence from his or her employment, use accrued overtime leave (compensatory time), or accrued vacation time beginning on the day when he/she qualifies to run for office and continuing until he/she is no longer a candidate for office. No employee will be penalized in any way for permitted political activity, or lack thereof. Except the following exempt county positions which are excluded from and not covered by the Geneva County Personnel System and this handbook and which serve at the pleasure of The County or under contract: County Administrator; Payroll/Personnel Director/Assistant Administrator; Chief Probate Clerk; EMA Director; Solid Waste Director; County Engineer; Assistant County Engineer; Road & Bridge Superintendent; Road & Bridge Shop Foreman; Deputies; and Geneva County SWCD Administrative Coordinator and Technician.
V. Rules, Regulations, and Procedures
A. The application of the policy statements contained
herein will be governed by rules, regulations, procedures, and plans printed or reproduced and bound in book or pamphlet form and adopted by reference as the Geneva County Personnel Handbook.
B. The parts, sections, paragraphs, clauses, and phrases of the Geneva County Personnel Handbook as adopted are severable and if any part, section, paragraph, clause, or phrase of the Geneva County Personnel Handbook, as adopted, is declared unconstitutional or invalid by the valid judgment or decree of a court of competent jurisdiction, such unconstitutionality or invalidity will not affect any remaining parts, sections, paragraphs, clauses, or phrases of the Geneva County Personnel Handbook.
C. Neither the foregoing Personnel Policy Statements nor the Personnel Handbook they authorize are an act of a general or permanent nature, but rather a statement for the administration of Geneva County personnel matters which is subject to amendment, alteration, or change by a resolution of the Geneva County Personnel Board in accordance with established procedures.
VI. Approval
These Personnel Policy Statements and the rules and
procedures contained in the Geneva County Personnel Handbook have been approved by the Geneva County Personnel Board.
I. General Provisions.
The following general provisions are established for the Geneva County Personnel Handbook by the Geneva County Personnel Board.
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A. These policies, rules, regulations, and procedures apply to all positions in the County service, except as excluded by State Act #85-587, Federal Law, and/or these policies and procedures. All persons employed pursuant to the Act and/or these policies and procedures will remain in their positions during good behavior, efficiency, and compliance with these policies and procedures and other rules and regulations prescribed by the Geneva County Personnel Board. Nothing contained herein will be construed to prevent the removal of any employee for good cause in the manner prescribed by Federal Law, State Act # 85-587, and these policies and procedures. All appointing authorities, department heads and employees are charged with responsibility for compliance with and/or enforcement of these policies and procedures.
B. The County Personnel Department has been created and established for the government and control of all personnel actions required by these policies and procedures. The Personnel Department is composed of the Personnel Board, Personnel Director/Clerk of the Board, and other clerks as required.
C. Geneva County provides Equal Employment Opportunity to all applicants and employs all people based on their job-related knowledge, ability, experience and training, and performance potential
without regard to age, sex, creed, religion, race, political affiliation, or handicap (except where age, sex, or handicap constitute a bona fide occupational qualification). The County will actively encourage minorities, women, and handicapped persons to seek employment with the County and will strive to maintain fair representation of all groups in County employment.
D. All positions will be filled from lists of eligible applicants who have attained eligibility status through successful completion of a rating and/or interview process, as deemed necessary by the Personnel Board that measures the applicant’s job-related qualifications. The County Personnel Board is responsible for establishing necessary procedures and criteria to meet this requirement.
E. The rights of employees will be protected in all personnel matters and proceedings. These rights include: (a) right to privacy, (b) right to face any accuser, (c) right to respond to any accusation, and (d) right to due protection.
F. These policies and procedures apply to all employees of the County, except where specifically exempted by these policies and procedures and State Act # 85-587. Any firm, individual, or agency on retainer with the County is also exempt from these policies and procedures.
G. All County elected officials and officers, appointing authorities, department heads, supervisors, and other leaders of personnel are responsible for administering these policies and procedures.
H. The Geneva County Personnel Handbook will be reviewed on a periodic basis by the Geneva County Personnel Board.
I. The governing body (Geneva County Commission) has the right to: (1) refuse employment and/or prohibit the future service of any person who is a member of an organization which opposes the basic purpose of local self-government; or (2) increase or decrease proportionately the compensation of all employees; or (3) use independent contractors for performance of work or the rendering of services by the County.
J. The Geneva County Personnel Board is the approving authority for all personnel policies and procedures established in the County. Therefore, appointing authorities and department heads may develop rules and regulations for their departments that are consistent with the intent of these policies and procedures and submit to the Personnel Board for review and approval.
II. Political Activity.
A. No person in the County service may seek, or attempt to use, any political endorsement to influence any appointment to a position in the County service.
B. No person in the County service may use, or promise to use, any official authority or influence to secure or attempt to secure for any person:
1. An appointment or advantage in appointment to a position in the County service, or
2. An increase in pay or other advantage in employment in any such position, for influencing the vote or political action of any person or for any consideration.
C. No person in the employment of Geneva County, whether classified or unclassified, shall be denied the right to participate in city, county or state political activities to the same extent as any other citizen of the State of Alabama, including endorsing candidates and contributing to campaigns of his or her choosing.
D. All persons in the employment of Geneva County shall have the right to join local political clubs and organizations, and state or national political parties.
E. All persons in the employment of Geneva County shall have the right to publicly support issues of public welfare, circulate petitions calling for or in support of referendums, and contribute freely to those of his or her choosing.
III. Definitions
The following words, terms, and phrases wherever used herein will have the following meanings:
A. Appointing Authority - The Geneva County employee, official, or board designated by resolution of the governing body as having authority to fill vacancies in authorized positions for specific County departments or boards.
B. Board - The Personnel Board of Geneva County
C. Certify - The action taken by the Board to supply names of qualified applicants for a vacant job.
D. County - Geneva County
E. County Commission - Geneva County Commission
F. Court - Circuit Court of Geneva County
G. Eligibility List - A list of names of applicants, arranged in the order of their ratings by the Personnel Board
H. Employee - A person regularly occupying a position in the County service, or a person who is on authorized leave of absence and whose position is being held for him/her pending his/her return
I. Original Appointment - The appointment to a vacant job of a person who is not being certified from the reemployment list and who is not an employee of Geneva County.
J. Original Appointment Eligibility List - The list of qualified applicants rated by the Personnel Board that is used to certify names for original appointment to specified vacancies.
K. Promotional Eligibility List - The list of names of permanent status classified service employees who qualify for promotion to a position announced on a Job Opportunity Announcement.
L. Reemployment List –
1. The list of names of former permanent status employees who have been laid off from a classified service job within the past two (2) years and had permanent status in that position and are recommended by the Appointing Authority for reemployment.
2. The list of names of former permanent status classified employees who resigned or otherwise left the County service in good standing within the past two (2) years and had permanent status in that position and who have been recommended in writing by the Appointing Authority for reemployment.
a. A former employee who completed his/her probationary status with respect to the vacant position may, with the approval of the appointing authority, apply and have his/her name placed at such position on the promotional eligible list as the appointing authority may designate.
b. The reemployed employee after selection by the Appointing Authority will be reinstated to his/her former position as near their previous salary as possible. In no case, shall the salary exceed the salary at the date of resignation.
c. There will be no probationary status period since it was completed previously.
d. Leave benefits based on years of previous service to the county will be reinstated.
M. Vacancy - a position created with funds provided by the governing body for payment of wages, which is not occupied, or which is occupied by a person serving under a temporary status appointment or an employee from another position serving a temporary assignment status.
PERSONNEL DEPARTMENT
I. General
The Geneva County Personnel Department governs and controls the County Personnel System established by State Act # 85-587 and these policies and procedures. The Personnel Department consists of the Personnel Board, Personnel Director/Clerk of the Board, and such other clerical positions as required.
II. Personnel Board
The Board consists of five (5) members who are appointed in accordance with State Act No, 85-587 and Act No. 96-857.
A. The members shall be of recognized good character and ability and are actual residents in and qualified electors of the County. No person who holds an elective office under the state, county or cities therein, or who is a candidate for elective office, shall be appointed to the Board or shall continue to be a member of the Board.
B. The Board will meet at least once each month at a time fixed by the Board, upon call of the Chairman or upon call of three Board members.
C. The Board will elect from its members a Chairman and a Vice-Chairman, one of whom will preside at Board meetings. Three members constitute a quorum for the transaction of any business which may properly come before the Board.
D. The Board will adopt reasonable rules regulating the internal procedures of the Board.
E. The operations of the Board will address government and control of the Geneva County Personnel System that is established by State Act # 85-587 and these policies and procedures. The functions of the Board include, but are not limited to:
1. Prepare and publish personnel policies, procedures, and rules that implement the County Personnel System established by State Act # 85-587.
2. Advising the County Commission, appointing authorities, and other officers and officials concerning personnel administration.
3. Establishing job related criteria to fairly measure the qualifications of each applicant for vacant positions.
4. Maintaining eligibility lists and certifying qualified applicants as required by State Act # 85-587.
5. Hold hearings, investigating, and deciding employee appeals.
III. Personnel Director/Clerk of the Board
The Board shall designate the Personnel Director as Clerk of the Board to oversee the proper functioning of the Geneva County Personnel System. He/she will carry out those Board functions delegated by the Board. The duties of the Clerk include, but are not limited to:
A. Attending Personnel Board meetings and other meetings as required.
B. Administering all provisions of the Geneva County Personnel System.
C. Preparing and maintaining required personnel records.
D. Provides assistance to the Personnel Board members, County Commission, appointing authorities, department heads, supervisors, and employees as needed.
IV. Records
The Board Clerk will maintain adequate records of Board proceedings, its own official acts, the examination record of applicants, and the employment record of all covered employees IAW State of Alabama Records Disposition Authority.
1st segment review ends here.
SERVICE AND EMPLOYMENT STATUS
I. Categories of Service
All offices and positions of Geneva County are divided into one of the following categories of service in accordance with State Act # 85-587 and/or these policies and procedures:
A. Exempt Service:
1. The positions of all elected officials of Geneva County.
2. The positions of voluntary personnel and personnel appointed to serve without pay.
3. The positions of consultants rendering temporary professional service.
4. All positions determined to be seasonal or temporary employment.
5. The positions of attorneys rendering legal service.
6. The positions held by employees of County boards and/or commissions, unless such exempt positions have been placed in the classified service by resolution of the Personnel Board in accordance with State Act # 85-587 and these policies and procedures
7. Employees not paid exclusively by Geneva County.
8. Supervisory/nonsupervisory positions of various sections are designated as exempt and all are salaried positions who are not compensated for overtime hours. These positions are evaluated in accordance with the U.S. Department of Labor Fair Labor Standards Act and will remain current as regulations are updated or issued.
B. Classified Service:
It is intended hereby to include within the classified service all positions in the service of Geneva County in which the employees are paid out of the general fund and/or all other funds of Geneva County or out of the funds of boards and commissions whose employees are placed in the classified service, and which are not specifically placed in the exempt service.
II. Employment Status. Everyone hired for a position with the County in the classified service will be placed in one of the following, except the following exempt county positions which are excluded from and not covered by the Geneva County Personnel System and this handbook and which serve at the pleasure of The County or under contract: County Administrator; Payroll/Personnel Director/Assistant Administrator; Chief Probate Clerk; EMA Director; Solid Waste Director; County Engineer; Assistant County Engineer; Road & Bridge Superintendent; Road & Bridge Shop Foreman; Deputies; and Geneva County SWCD Administrative Coordinator and Technician.
except the exempt employees listed above in paragraph F:
A. Probationary Status.
All new employees hired for positions in the classified servicewith the County will initially be placed in a probationary status until they have successfully completed the six (6three (3) month County probationary period. The work and conduct of employees during probationary status shall be subject to scrutiny and evaluation for permanentregular status. The board may extend a probationary period due to request of Appointing Authorities which would extend the period of consideration for permanent statusThe probationary period may be extended in the discretion of the County. However, no probationary period may extend beyond six (126) months. When a regular status employee transfers into a similar job in the same grade and department, that transfer will normally not require the employee to enter a new probationary period.
B. Permanent Regular Status -
All classified service employees who have successfully completed the County probationary period of six (6) months required by State Act #85-587 and these policies and procedures, and are affirmed by the appointing authority to the Personnel Board the fact that the services of the employee have been found to be satisfactory, will have permanent status in their present position so long as such position remains in the classified service.are classified as “regular” employees. Even though an employee’s probationary period has ended, their employment is still based on the mutual assent of the employee and the County.
C. Temporary Assignment Status
- Classified eEmployees may be temporarily assigned to other positions for purposes of training, filling a temporary vacancy, or accomplishing special projects by the Appointing Official submitting a memo to Personnel Department prior to moving the employee to the new duties and ending the temporary assignment the same way. Temporary assignments are made, continued, and ended solely in the discretion of the County. Temporary assignment should normally not exceed one hundred twenty (120) continuous days, but this may be extended by the County without having to return the employee to his/her prior role.
1. The employee’s pay will remain the same as his/her regular pay if the temporary assignment does not exceed thirty (30) continuous days.
2. If the employee remains in the temporary assignment for more than thirty (30) continuous days, his/her pay will be adjusted to the grade of the temporary job assignment for the remainder of the assignment. The employee’s adjusted pay will be calculated at the rate of pay for the pay grade of the temporary position.
D. Part Time Status
The part time service includes those individuals who are hired for positions that have been designated as part time by the Personnel BoardCounty. A part time individual will work a regularly established work schedule of no more than 29.75 hours per workweek, unless authorized by the County Commission to work additional hours during an emergency. Part time service will count as continuous years of service if, when a part time individual is transferred to a full-time position in the classified service. Part time individuals may apply for full time positions in the classified service. Part time individuals in the classified service will be given preferential consideration over other applicants for County vacancies.
E. Temporary Status
Individuals hired temporarily to work to fill permanent vacancies or supplement the existing workforce, will be hired part-time not to exceedNTE 29.75 hours per work week. Each temporary position must be approved by the Personnel BoardCounty and funded by the County Commission. Temporary employees may apply for permanent Job Opportunity Announcements. Temporary service will NOT count as years of service.
STAFFING
STAFFING
I. General
A. At the beginning of each budget year the County Commission will , in coordination with the Personnel Board and the appointing authorities, establish and fund all authorized positions (exempt and classified) in the County service. Such authorizations will include all positions in the County service that are authorized by the County Commission for the budget year.
B. Staffing actions will be initiated only for vacancies in jobs that are authorized and funded in the current budget year.
C. When an appointing authoritydepartment head recognizes a need either to establish a new position (not authorized or funded in the current budget) or to fill a vacancy in an existing position (authorized and funded in the current year operating budget) he/she will comply with the staffing procedures established below.
II. Personnel Recruitment
A. The Geneva County Personnel Department is responsible for recruiting individuals to fill authorized vacancies in all positions in the County service.
B. As appropriate, the provisions contained in the CAREER ADVANCEMENT SECTION will be complied with before recruitment is initiated outside the County classified service.
C. Active recruitment will be done outside the County service by:
1. Advertising in newspapers, trade or professional journals.
2. Posting vacancy notices on bulletin boards in county buildings and other prominent locations within the County (to include areas that are readily accessible to the handicapped).
D. All vacancy notices or advertisements of employment opportunities with the County will provide a description of the job, necessary and desired qualifications, salary range, deadline for applying, and the address and phone number of the Personnel Department Office.
E. All applications will be made on application forms furnished by the Personnel Department. Completed applications will be submitted to the Personnel Department in accordance with the vacancy notice instructions. No application will be considered valid unless delivered to the Personnel Department.
III. Eligibility Lists
A. Eligibility lists will be maintained by the Personnel Department based on the needs of the County. Standing eligibility lists for selected jobs will be established and maintained when warranted and approved by the Personnel Board. In other situations, an eligibility list will be established to fill vacancies as they occur.
B. All requirements for examination, performance tests, and/or eligibility lists will be determined by the Personnel Board. All rating will be held at Geneva County facilities, except for special circumstances as approved by the Personnel Board. All rating will conform to applicable laws regarding job relatedness.
C. The Board may refuse to examine or, after examination, refuse to certify the name of anyone who is found to lack any of the established requirements for the position applied for, or who has been convicted or is under indictment for any crime involving moral turpitude, or who has been guilty of any infamous or disgraceful conduct. Applicants who has been dismissed from public service for delinquency or misconduct, or who have intentionally made a false statement of any material fact or attempted to practice any deception or fraud in his/her application or in his/her examination will not be certified. Any applicant who has failed a drug/alcohol test from any employer (includes Geneva County) must present proof of successfully having completed a Substance Abuse Professional (SAP) referral, evaluation and treatment plan after the documented failed drug/alcohol test for application to be considered.
D. Each eligibility list will contain the names of all qualified applicants. The names of applicants on such lists will be ranked in order by the Personnel Board based upon the established qualifications, experience, and other job-related factors specified in the approved job description.
E. The names of the top five (5) applicants from the appropriate eligibility list will be certified by the Personnel Board whenever an appointing authority requests to fill a vacancy. If after making a reasonable effort, the appointing authority cannot locate an applicant whose name appears on the certified list or an applicant is not willing to interview/accept the position, such applicant shall be passed over. The appointing authority may request additional names be certified until he/she has five applicants, all of whom are available for and willing to accept the position.
F. A qualified applicant will remain on the applicable eligibility list until he/she is appointed to a County job/position or until the expiration of the list (six months) after the list is established, whichever occurs first; except that, whenever a person has been certified to and rejected by an appointing authority three (3) times, the Board may remove the name of such person. A person is deemed to have been so rejected by an appointing authority when a vacancy is filled from an eligibility list on which his/her name appeared and he/she was not selected to fill the vacancy.
G. All eligibility lists will automatically expire six (6) months from the date established, unless the Personnel Board extends that date, or when no name remains on the list, whichever occurs first. When an existing list is reduced to five names, the Board may initiate actions to obtain names of additional qualified applicants. At the discretion of the Board, the two lists may be integrated into one working list.
IV. Staffing
A. Vacancies in positions in the classified service will be filled by an Appointing Authority through the appointment of the best qualified person whose name is certified by the Personnel Board from an appropriate eligibility list.
1. The names of qualified persons for appointment to vacant classified positions will be certified by the Board in the order in which they appear from an appropriate eligible list in the following priority. The eligibility lists will have priority one over the other in the order named below.
a. The persons on the reemployment list created by lay-offs.
b. The promotional eligibility list, from a Job Opportunity Announcement.
c. An original appointment eligibility list (no older than 6 months)
d. The reemployment eligibility list of former employees who left in good standing for said vacancy.
2. Vacancies in exempt service jobs may be filled by the appointing authority from an appropriate eligibility list which lists the qualified names furnished by the Personnel Board/Personnel Director.
B. Any person appointed to a position in the County service, regardless of category of service, who has secured his/her position through fraud will be removed by his/her appointing authority and will not thereafter be eligible for consideration to any position in the County service, except by unanimous permission of the Board.
V. Selection
A. Selections for all vacancies will be made by the appropriate appointing authority within 30 calendar days of receipt of the referral document of the names and will be based on the knowledge, skills and abilities determined to be the required and/or desired job related qualifications for the job without regard to age, sex, creed, religion, race, political affiliation, or handicap, except where age, sex or handicap constitute a bona fide occupational qualification. Reasonable accommodations for handicapped individuals, who are otherwise qualified, will be made, when practical.
B. The requesting appointing authority, or other department representative, will conduct interviews with each person on the certified eligibility list to determine his/her suitability for the position.
C. The Personnel Board will review each selection to ensure that it has been made on a nondiscriminatory basis and in keeping with established guidelines for equal treatment of all groups of people.
II. Employment Offers
A. Prior to appointment of the selected individual, the Personnel Department will schedule, at the County’s expense, a physical examination or receipt of current CDL physical and drug/alcohol screening to ensure he/she is physically capable of performing the work required and not taking illegal drugs.The County will conduct post-offer, pre-employment physical examinations and drug screenings at the County’s expense. This examination and screening are not conducted for the purposes of identifying individuals with disabilities. No candidate will have a job offer rescinded based on the results of the physical examination unless the reason for rescission is job-related and consistent with business necessity.
B. After receipt of a satisfactory medical report and drug alcohol screening that the individual can perform the required duties, the Personnel Department will conduct the necessary in processing and notify the appointing authority of the individual’s appointment and reporting date.
CB. The Personnel Department will einsure that the appointment grade and salary comply with the County’s
approved classification and pay plansAppointment grade and salary will be based on the applicant’s experience, education, and other relevant factors. Department Heads may hire an applicant at up to a step 5 salary grade, without County Commission approval, provided they furnish written documentation of the experience, education, and other relevant factors justifying the higher step.
VII. Probationary Period
A. To acquire permanent status in a job in the classified service, so long as the job remains in the classified service,
every new employee will complete a satisfactory probationary period. The regular probationary period will
be six (6) months. The probationary period for employees may be extended up to six (6) additional months by the Personnel Board upon written request by the Appointing Authority of circumstances preventing the completion of the of the original 6 months’ probation period and approved. Under no circumstance will any employee’s
probationary period exceeds twelve (12) months in duration.
B. The probationary period is an integral part of the training and evaluation process for all new employees and
will be utilized for closely observing the employee’s work, for obtaining the most effective adjustment of the new
employees in their positions, and for separating any new employees whose performance does not meet County standards.
(recommend requiring AO to justify and state what standards & attach a copy to the dismissal) They now use the Discipline actions or “for the good of the county”.
C. During the probationary period an appointing authority may terminate the employment of a probationary employee, if it is deemed in the best interest of the County to do so. A written notice will be furnished the terminated individual. A copy of such notice will be included in the individual’s personnel file maintained by the Personnel
Department. (Need to define “best interest” some how.)
D. When an employee has completed the established probationary period, the Personnel Department will request a written evaluation of the employee’s work. Such evaluation will include an affirmation that the employee’s services have been satisfactory and that he/she should be retained as a permanent status employee. If the appointing authority does not so affirm, the individual will be given one (1) calendar week notice and separated.
E. Lengthy or frequent absences during the probationary period are discouraged and will be granted only in justifiable situations by the appointing authority and approved by the Personnel Board.
Start REVIEW HERE
CAREER ADVANCEMENT
I. Transfers
A. A permanent status classified employee may, with his/her consent and approval of the Personnel Board, be
transferred by his/her appointing authority to a similar classified job of the same grade for which he/she is
qualified in the same department without being subject to a new probationary period. No pay increase will
be given to any employee as a result of such transfer.
B. The appointing authority will submit a letter to the Personnel Board informing the Board of any such
proposed transfer, the employee(s) to be transferred, and the reason(s) for the transfer. Such notice will be
furnished the Board at least fifteen (15) calendar days prior to the effective date. The Board will notify the
appointing authority of its approval or disapproval in writing at least five (5) calendar days prior to the effective
date.
C. The Personnel Department will ensure that the appropriate personnel records are updated as required.
D. Vacancies in the classified service that are not filled by transfers may be filled by reemployment, promotions
or original appointments in accordance with the provisions of the STAFFING SECTION.
II. Promotions
A. A promotion is defined as the permanent assignment of an employee to a position with a higher grade than
his/her current grade and an accompanying increase in salary, except in the case of temporary employees
being promoted into permanent positions.
B. Vacancies in jobs above the lowest grade level of the classified service that are not filled by transfers or
reemployment will be filled, so far as practical, by the promotion of qualified permanent status classified
employees. In those situations, where no qualified applicant is available from the classified service, the
Personnel Department will initiate recruitment from outside the County service and the vacancy will be filled
in accordance with the provisions of the STAFFING SECTION.
C. All promotions, except from a temporary position into a permanent position, will involve an increase in pay.
The amount of increase will be determined in accordance with the County pay plan. Normally, a promoted
employee will be placed in the lowest step for his/her new pay grade that provides at least a five (5) percent pay
increase to the employee.
D. All promotions will be made without regard to race, color, religion, sex, age, national origin, or handicap and
will be based solely upon merit, efficiency, and physical condition (if physical condition is a bona fide
occupational qualification as reflected in the approved job description for the job). In each instance of
promotion, the Personnel Board will ensure that the employee is eligible and qualified for the promotion.
E. Newly promoted employees will serve a probationary period in their new jobs. The probationary period will
be for six (6) months from the effective date of the promotion. If the employee’s performance during the
probationary period does not meet acceptable job-related requirements, he/she may be reassigned to a job
comparable to the job he/she held prior to promotion, if one is available; otherwise, the employee may be
separated. If the employee has already completed one probationary period, he/she will be allowed to use any
time accrued and is still eligible for benefits. The second probationary period will be to measure the employee’s
suitability for the position he/she was promoted to.
F. Promotion Procedures
1. All classified vacancies that are filled by promotion
will be filled according to the following procedures:
a. The appointing authority will notify the Personnel Department in writing that he/she desires to fill the vacancy by promotion of a permanent status classified employee or a temporary status employee and request that the Board certify names for his/her consideration.
b. A vacancy notice will be posted by the Personnel Department on all County department bulletin boards
and other areas readily accessible to employees. All vacancy notices will be open to qualified permanent
status classified employees or temporary status employees for receipt of applications for at least ten
(10) calendar days from the date of posting. (a) It is the responsibility of any interested employee
to submit his/her application to the Personnel Department by the deadline listed in the vacancy notice.
(b) After the closing date for receipt of applications, the Personnel Board will review all applications and
other relevant employee information on file to determine those employees who are qualified for the
vacancy. A job related oral and/or written test that measures the employees’ qualifications may be used
by the Personnel Board to establish a ranking position on the promotional eligible list for each
applicant when required.
(c) The names of the employees with the FIVE (5) highest rankings on the promotion eligibility list will
be certified to the appointing authority for consideration.
(d) The Personnel Department will ensure that all personnel records and examination results are
maintained as required.
b. It is the intent of the County to fill vacancies in any position only with those persons who have the most potential for success. If no qualified applicant is available from the eligible County employees, the Personnel Department will notify the appointing authority and initiate recruitment outside the County service, as outlined in the STAFFING SECTION.
III. Temporary Assignment
A. This policy DOES NOT apply to employees classified as “Temporary Status”. An employee may be placed on TEMPORARY ASSIGNMENT for such purposes as training, accomplishing special projects, or filling
temporary vacancies. Such temporary assignment should not exceed one hundred twenty (120) continuous
days. Should temporary assignment last one hundred twenty-one (121) continuous days, the employee
should either be given the new job classification as of the one hundred twenty first (121) day, or be returned
to their prior position for at least forty (40) hours. This forty (40) hour period would be used in determining
when the temporary assignment ended.
The employee’s pay will remain the same as his/her regular pay, if the temporary assignment does not
exceed thirty (30) continuous days.
C. If the employee remains in the temporary assignment for more than thirty (30) continuous days, his/her pay
will be adjusted to the grade of the temporary job assignment for the remainder of the assignment. The
employee’s adjusted pay will be calculated at the rate of pay for the pay grade of the temporary position.
The adjusted pay will be at least one (1) step aboveDEMOTIONS
I. Any employee may be demoted by his/her appointing authority to a position of lower pay grade for which he/she is qualified for any of the following reasons:
A. His/her position is being abolished because of a lack of work or a lack of funds, and he/she would otherwise be laid off;
B. The employee’s performance has not demonstrated his/her ability to render satisfactory service in the position he/she holds;
C. As a disciplinary action for, but not limited to, any violation of the provisions of State Act # 85-587, the County personnel policies and procedures, or whenever the good of the County service will be served thereby;
D. The employee voluntarily requests such demotion.
II. For all demotions, except when as a disciplinary action, written notification stating the reason(s) and the effective date of the demotion will be provided to the employee at least fourteen (14) calendar days prior to the effective date of the demotion. The notification will be signed by the appointing authority. All disciplinary demotions shall be accomplished in accordance with the provisions of the DISCIPLINARY ACTIONS SECTION.
III. In situations involving involuntary demotions, eligible employees may appeal such action through established
grievance procedures.
SEPARATIONS
I. General Provisions
A. All separations of employees from positions in the County service will be designated as one of the following
types: resignation, reduction in force (RIF), disability, death, retirement, or dismissal. for cause.
B. At the time of separation, or prior to payment of any final compensation, all records, assets, and other items of
County property in the employee’s custody will be returned to County control. Any payment due the County
because of shortage in the above will be withheld from the employee’s final compensation.
II. Separation Procedures
A. Resignation
a. An employee may voluntarily resign by submitting in writing to his/her appointing authoritydepartment head the reason(s) and the effective date for his/her resignation. Notification will be given as far in advance as possible, but no later than fourteen (14) calendar days prior to the effective date of the resignation. Failure to comply with this requirement may be cause for denying the individual future employment with the County.
b. Unauthorized and unjustifiable absences from work for a period of three (3) consecutive working days may be considered by the appointing authority as a voluntary resignation.
c. The appointing authoritydepartment head will forward all notices of voluntary resignation to the Personnel Department
immediately upon receipt.
d. PermanentRegular status classified employees who are separated in good standing will be placed on the
reemployment eligible list for two (2) years from the effective date of the separation, provided the
appointing authoritydepartment head does not provide the BoardCounty Commission with suitable reason(s) for exclusion.
B. Reduction in Force (RIF)
a. Any employee in the County service may be separated from his/her position by being laid off
through a RIF action. Whenever it is necessary, either because a position is no longer needed or because of a
need to reduce costs, an appointing authoritythe County may abolish any position under his/her authority and lay off
the employee holding such position. Criteria to be used in RIF decisions will include:
1. critical nature of each job
2. performance of each employee
3. length of service
b. Separation of employees for a RIF will be in the following order:
1. Seasonal and/or temporary employees
2. Part time probationary status employees in the
classified service
3. Probationary status employees in the classified
service
4. Part time permanent status employees in the
classified service
5. Permanent status employees in the classified
service
c. When a permanent status classified employee is
scheduled to be laid off, the employee will be offered a demotion to a job of lower grade, if he/she is qualified for a lower grade job in which a vacancy exists.
d. Employees in the classified service will be notified in writing by the appointing authority of their lay off at least seven (7) calendar days prior to the effective date of the lay off. Other employees will be given as much notice in writing as possible.
e. Permanent status classified employees who are laid off will be placed on a permanent reemployment list in the order of their separation. Such former employees will have recall rights to their job or any other classified job in the County service of the same grade or lower grade for which they qualify for two (2) years from the effective date of their lay off. The Personnel Department is responsible for maintaining the reemployment eligible list, for notifying persons on the list of existing vacancies, and for providing the appointing authorities the top name on the list when a vacancy exists.
f. The duties that were performed by a laid off employee may be reassigned to other employees.
g. The Personnel Board shall be responsible for providing assistance to the appointing authorities in implementing any RIF within their departments.
C. Disability
a. An employee may be separated for non-job-related disability, when he/she can not perform his/her duties because of extended inability to perform the essential functions of his or her job, with or without reasonable accommodation impairment.
b. Separation action may be initiated by either the employee or the County. In all cases separation must be supported by medical evidence provided by a physician. The County may require second examination by a physician of its choice.
c. Separation action will be taken only after the employee’s accrued leaves with pay have been expended.
d. An employee who is eligible for retirement will be entitled to retire and receive retirement payments in accordance with the County’s retirement plan.
e. A disability separation may be either voluntary or involuntary depending upon whether the employee or the County initiates the action. A permanent status classified employee may appeal an involuntary disability separation.
D. Death
a. Separation is effective as of the date of death.
b. All compensation due as of that date shall be paid to the estate of the employee, except for such sums that must be paid as by law. Subject to applicable law, aAny indebtedness to the County will also be withheld, unless waived by the County Commission.
E. Retirement
a. Whenever an employee meets the conditions for retirement set forth in the regulations and procedures established by State Employee Retirement System and Geneva County, he/she may elect to retire and receive all benefits earned under the state/county retirement plan.
b. The notice of retirement shall be forwarded
through the appointing authority to the Personnel Department no earlier than six (6) months but no later than sixty (60) days prior to the requested effective date.
F. Dismissal
a. As a final disciplinary action, an employee may be
dismissed for the good of the County, when justified. Reason(s) for the dismissal shall include, but are not limited to, repeated violations of a group one offenses and/or for any violation of a group two offense as provided for in the DISCIPLINARY ACTIONS SECTION. No employee may be dismissed for any authorized political activity.
b. All dismissal proceedings shall insure that the employee is provided maximum due process protection as required by law.
c. A permanentregular status classified employee may appeal his/her dismissal in accordance with the grievanceappeal procedures of these policies and procedures.
DISCIPLINARY ACTIONS
I. General
All employees are expected to meet the County’s expectations and standards in the performance of all aspects of their job duties. Employees will be disciplined only for violation of established rules and regulations and/or the good of the
Servicewho fail to meet these expectations may be subjected to discipline. No employee will be disciplined for any authorized political activity. Each supervisor will make
every effort to determine why an employee failed to observe proper conduct and to initiate corrective actions
when appropriate. All discipline will be taken to correct the employee’s deviant performance and/or r behavior and
will be fair, prompt, and certain.
II. Types of Discipline
Any employee, regardless of employment category, may be subject to the following types of disciplinary actions by
his/her appointing authority for any unacceptable conduct that falls under the intent of this section.
A. Formal Counseling
At the first indication of unacceptable conduct, the appointing authoritysupervisor will discuss the problem with the
employee so that both may offer suggestions to deal with the problem. A Formal Counseling Report will be used to
estaestabblish a record of the counseling. A copy of the Formal Counseling Report will be included in the employee’s
personnel file.
B. Written Warning
Repeated or continual employee misconduct will result in the appointing authority’sCounty’s issuing the employee a Written
Warning Report. Such warning will include the reasons for the warning and inform the employee that the next
disciplinary step could be demotion, suspension or separation. A copy of the Written Warning Report will be
included in the employee’s personnel file.
C. Suspension Without Pay
An appointing authorityThe County may suspend an employee without pay; provided, however, that no employee may be
suspended without pay for more than ten (10) working days at any one time or for more than ten (10) working
days during any calendar year.
D. Demotion
An appointing authoritydepartment head may demote an employee for insufficient performance of his/her duties, for disciplinary
reasons, or for any other good cause.
E. Dismissal from Service
Repeated violations of group one offenses and/or for any violation of a group two offense may result in dismissal. An appointing authority may dismiss any employee so long as the appointing authority meets the intent of these
policies and procedures.
III. Classification of Offenses
Employee offenses are grouped below with a summary of the authorized disciplinary actions for each group. These
offenses and actions, as described, are neither all-inclusive nor automatic. Supervisors are permitted and expected to
treat individual situations according to the circumstances
and facts involved.
A. Group One Offenses
a. Such offenses will include, but are not limited to, the situations listed below:
1. failure to give proper notice of an absence which could be anticipated
2. irregular attendance and/or excessive absenteeism
3. tardiness (not at his/her assigned work station at the beginning of the first hour of the employee’s work dayscheduled start of the shift or not returning from a meal break timely)
4. interfering with the work of others to include offensive personal habits which interfere with efficient operations
5. excessive inefficiency, to include waste, loafing, leaving the work area without permission, and defective e workmanship
6. violation of normal safety practices to include failure to report a work-related accident or injury and
accident proneness
7. improper use of and/or care of County property
8. political soliciting during working time
9. misconduct, to include lack of cooperation, contravention of civil or criminal law, and any disgraceful
conduct which reflects unfavorably on the County as an employer.
10. willful and/or repeated failure to honor court judgments
11. promiscuous behavior as related to job duties
These examples are not all-inclusiveall-inclusive, and it is not possible to list every possible offense which the County would categorize as a Group One offense.
b. Summary of authorized typical progressive disciplinary actions for Group One Offenses:
1. First Offense - Formal Counseling
2. Second Offense - Written Warning
3. Third Offense - Final Written Warning, demotion to lower grade job, or suspension without pay. Any demotion or suspension without pay will normally require a
due process hearing prior to the effective date of the action. 4.
Fourth Offense and/or Three Written Warnings
4. Three Written Warnings (whether for Group One or Group Two offenses) within a twenty-four (24) month period - will constitute justification for dismissal.
Although the above summary describes the typical progression for Group One offenses, the County reserves the right to “skip” steps or repeat steps in its discretion, based on factors like relatedness of offenses, employee intent, magnitude of offense, and the employee’s ability and desire to remediate his/her offense. Any demotion, suspension without pay, or dismissal will normally require a
due process hearing prior to the effective date of the action.
B. Group Two Offenses
a. Such offenses include but are not limited to the situations below:
1. possession and/or use of alcohol, unprescribed dangerouscontrolled substances drugs (including illegal drugs and prescription drugs not being used as prescribed or not prescribed to the employee), or similar intoxicants while on County property or on the job (employees other than law enforcement personnel in the line of duty)
2. driving a County vehicle or personal vehicle while under the influence of intoxicants such as alcohol, or controlled substances (including illegal drugs and prescription drugs not being used as prescribed or not prescribed to the employee) or other intoxicantsunprescribed dangerous drugs, and/or prescribed drugs which induce an unsafe mental and/or physical state
3. loss of a driver’s license, when the employee’s job requires the operation of a motor vehicle in the performance of his/her duties
4. use or possession of a deadly weapon and/or force on County property (employees other than law enforcement personnel in the line of duty)
5. deliberate falsification of records and/or personal misrepresentation of statements given to a supervisor, official, the public, or Personnel BoardDepartment or Personnel Boardin an appeal hearing
6. dishonesty as related to an individual’s job duties and/or profession, or use of one’s official position for personal advantages
7. fighting, except when the employee is a victim of an unwarranted assault
8. gross insubordination
9. conviction of a serious criminal offense or of a misdemeanor involving moral turpitude
10. theft, destruction, careless or negligent use, or willful damage of County property or property of others
11. dangerous horseplay on the job
12. flagrant violation of safety practices that endangers the life or health of the employee or others
13. serious violation of County administrative regulations, department rules, lawful orders or directions made or given by a supervisor
14. membership in any organization which advocates the overthrow of the government of the United States by force or violence
15. acceptance of any consideration of value or gratuity which was given to improperly influence the employee in the performance of his/her duties
16. refusal to be examined by a County authorized fully licensed physician when so directed
17. political activities that are gross violations of
18. federal and/or state laws and these policies and
procedures
18. sexual harassmentviolation of the County’s Equal Employment Opportunity policies
19. sleeping on the job
20. incompetence or repeated inefficiency in the performance of duties
21. abusive personal conduct or language toward the public or fellow employees, or abusive public criticism of a superior or other County official
22. violation of any duly adopted Geneva County personnel policy, or state/federal law or regulation governing public employment
23. conduct or actions determined to be a conflict of interest as defined by state law and/or the CONFLICT OF INTEREST SECTION
24. fraudulent misrepresentation in securing an appointment or promotion in the County service
25. repeated violation of Group One Offenses.
b. Summary of authorized disciplinary actions for Group Two Offenses:
1. The first such offense normally constitutes grounds for dismissal.
2. If some other disciplinary measure is taken in response to the first Group Two offense (ex: suspension, demotion, final warning), a second Group Two offense will normally result in dismissal.
2. Due process procedures as established by federal law and these policies and procedures will be strictly adhered to whenever any disciplinary action could result in suspension, demotion, or dismissal of a permanent status classified employee, or part time permanent status classified employeean employee.
IV. Procedures
A. The Personnel Board will ensure that an employee’s rights have been protected during any disciplinary action.
When required, the Board will ensure that the employee has been informed in writing by his/her appointing
authority of his/her rights under these procedures.
B. Disciplinary actions will be initiated by the employee’s appointing authority and normally will be administered
uniformly and in progressive steps in the order listed for each group of offenses.
CA. All disciplinary actions, to include formal counseling, will be recorded in writing and a copy filed in the
employee’s personnel record, that is maintained by the Personnel Department, during that pay period.
DB. In those disciplinary actions that involve an deprivation of an employee’s rights, such as demotion, suspension
without pay, or involuntary dismissal, the County will comply with all required due process
procedures. As a minimum, the appointing authoritydepartment head will provide the employee in writing before the effective date
of the proposed discipline: (: (a) the reason(s) for the proposed discipline; (b) the proposed disciplinary action to
be taken; (c) the date, time, and place of such action; (d) his/her right to answer the charges orally or in writing; and
(e) his/her right to representation of his/her choice. The employee will have three (3) working days in which to
respond to this notice. If the employee fails to respond to the notice, the proposed disciplinary action will be
effective on the date specified. The notification and employee’s response will become part of the record of the
Personnel Board’s investigationany appeal, if the employee chooses to appeal the disciplinary action in accordance with the
County’s grievance appeal procedures.
EC. In the event of a particularly violent action or intolerable offense on the part of an employee, such as
fighting, destruction of County property, gross insubordination, et cetera, the employee may be suspended
with pay for up to ten (10) days by the appointing authoritydepartment head pending completion of the due process hearing.
GRIEVANCE APPEAL PROCEDURES
I. General Provisions.
A. A grievance is defined as either: (1) the statement of a permanent status classifiedregular employee that a County supervisor or official is improperly or prejudicially applying, or failing to apply, the personnel rules, regulations, and/or procedures of Geneva County; or (2) theThe County’s appeal procedure may be used solely by eligible employees to seek review of (appeal) protest of an eligible employee that a disciplinary action taken against him/her by his/her appointing authority is impropersuspension without pay, demotion, or termination.
B. Probationary status classified employees, seasonalpart-time employees, and temporary employees have no right to
appeal Protest any such actions. However, a probationary status employee who had permanent regular status in some other
classified position at the time he/she was appointed to his/her present position may appeal a covered action protest. Also, certain employees who are designated as outside of the civil servicepersonnel system are not eligible to appeal as described in this policythis policy.
C. The purpose of these grievance procedures is to permit eligible employees to have’ equal access to those individuals who
make management decisions, and to provide a standard process for speedy investigation and resolution of all
employee complaints. The grievance procedures will not be used to resolve differences between/among employees
of like rank.
DC. No employee will be penalized in any way for exercising his/her rights under the grievance appeal procedures.
ED. A grievanceAn appeal may be withdrawn by an employee at any step in the process without prejudice.
FE. An employee will have the right to be represented by a person, or reasonable number of people, of his/her own
choosing at any step in the grievance appeal process.
G. Group grievances crossing departmental lines, individual grievances against elected County officials, and
employee appeals from disciplinary actions (to include dismissal or other involuntary separation, suspension, or demotion) will be
initiated at step two (2) of the grievance procedures.
HF. The provisions of these grievance procedures will not apply to pay reductions which are part of a general plan to reduce salaries and wages as an economy measure, when such reductions are prorated to all employees.
II. Grievance Appeal Procedures
A. Step 1
a. Within five (5) working days after the employee knows or should have known, of an alleged violation, or misapplication, of a Geneva County personnel rule, regulation, or procedure, the employee shall discuss the grievance with his/her appointing authority.
b. The appointing authority will provide the employee an answer within five (5) working days of this initial meeting.
c. The appointing authority will furnish the Personnel Department a written statement concerning the employee’s complaint, pertinent facts, and his/her decision
B. Step 2
a. Within ten (10) working days of receipt of the appointing authority’s decision or non-response, the employee may elevate his/her grievance to the Geneva County Personnel Board. If the grievance is first entered into the grievance procedures at this step, theAn eligible employee may shall file an appeal in writing with the Personnel Board______________ The Geneva County Commission within not less than seven (7) calendar days and not more than thirty (30) calendar days from the date of his/her knowledge of the covered action he/she is appealing. The Personnel Board______________ The Geneva County Commission will provide a copy of the employee’s protest appeal to the employee’s appointing authority.
b. The written appeal will contain as a minimum the following information:
1. A statement of the rules, regulations or procedures that are alleged to have been violated or misapplied, with the dates and descriptions of such violation(s) or misapplication; or theThe disciplinary action that is being appealed;
2. The reason the employee is contesting the application of the covered disciplinary action;
32. The specific remedy which is being sought;
3. Previous supervisory decisions, if any;
4. A notice of appeal of those decisions;
45. A request for a hearing by the Personnel Board_____________County Commission.
c. Within fourteen (14) calendar days after receipt of a copy of the employee’s appeal, the appointing authoritydepartment head will file with the Chairman of the Board_____________the County Commission Chair, a statement specifying the facts concerning the circumstances surrounding the employee’s grievance. The appointing authoritydepartment head will also furnish a copy of such statement to the employee by certified mail.
d. Upon receipt of the appointing authoritydepartment head’s statement, the Board Chairman________________ County Commission Chair will call a special meeting of the County BoardCommission to hear such appeal. This hearing will be held within thirty (30) calendar days. The County Commission Chairman will give written notice of the time and place of such meeting to the employee and the appointing authoritydepartment head.
e. The Board ______________The County Commission will hear the employee’s appeal, gather pertinent documents, interview witnesses as necessary, and prepare a written statement of the facts. The Board_______________ The County Commission may continue the hearing from time to time as may be necessary.
f. The appeal hearing will be informally conducted and governed by rules of practice and procedure adopted by the Board_______________the County Commission. The Board_________The County Commission will not be bound by the technical rules of evidence. The employee and his/her appointing authoritydepartment head will each have the right to reasonable representation of their choice, when they so desire. At the conclusion of the hearing, the Board____________the County Commissiison will render a decision that either: (1) affirms the appointing authoritydepartment head’s action, if it is reasonably satisfied from the evidence offered at the hearing that the action taken was lawful, proper, and/or not too severe; (2) reverses the action of the appointing authoritydepartment head, if it is reasonably satisfied from such evidence that the action taken was not lawful or proper; or (3) modifies the action taken by the appointing authoritydepartment head and prescribes the proper penalty or action, if it is reasonably satisfied from such evidence that the employee was subject to some
penalty or action, but the penalty or action was too severe. If the Board’s____________the County Commission’s decision reduces the severity of the action taken against the employee, the Board___________the County Commission shouldd may provide in it’s ________its decision whetherthat the employee is to be reinstated with or without pay for his/her lost time.
g. In preparing for and conducting such hearing, the Chairman and the Clerk of the Board________________the County Commission Chair will each have the power to administer oaths, to subpoena and require the attendance of witnesses, and to require the production of books, documents, and accounts pertaining to the subject under investigation. Subpoenas issued by the Board______________the County Commission will be served (and the fees and allowances for the service thereof shall be the same) as is provided by law for the service of subpoenas issued by the Circuit Court of Geneva County, Alabama.
h. In the event any person is duly summoned to appear and testify and/or produce evidence before the Board_____________the County Commission__ and such person refuses to do so, the Board_______________the County Commission will have the right to invoke the aid of the Circuit Court of Geneva County. Any employee of Geneva County who fails to obey any such orders or subpoenas may also be disciplined in accordance with State Act # 85-587 and the County Personnelthis Handbook.
i. The Board’s____________’The County Commission’s decision will become effective immediately upon its filing and will become final seven (7) calendar days after the filing, unless the decision is reversed or modified by the County Commission____________y the Board before becoming final.
j. Decisions of the Board may be enforced by mandamus, injunction, or other appropriate court proceedings in accordance with State Act # 85-587.
k. The employee, the appointing authority, or the governing body may, within twenty one (21) days after the decision of the Board is rendered, appeal to the Circuit Court of Geneva County for relief from any decision of the Board by filing notice of such appeal with the Court and causing a copy of such notice to be served on the parties to the Board’s decision and any member of the Board.
ATTENDANCE AND LEAVE
I. Hours of Work
Geneva County offices will be open for business as established by the County Commission in coordination with County appointing authorities and department heads.
A. The hours to be worked during the workweek by all part time and seasonal service employees will be established by the Personnel Board at the time of approval of their positionsCounty. Part time and seasonal serviceNon-exempt employees will be paid by the hour for those hours theyat are actually workworked each pay period. Part time and seasonal service Non-exempt employees are eligible to receive overtime pay, if the total hours they work are over forty hours during a workweek/period meet the requirements of the Fair Labor Standards Act (FLSA), as amended. (i.e. Holiday Pay, Vacation PayPay, and Sick Pay cannot put an employee in overtime status. Must be actual hours worked.)
B. Normally, classifiedregular service and temporary appointssignment status (not temporary employees) employees will work forty (40) hour workweeks. In departments where the FLSA allows for the establishment of an extended work period, the number of regular hours worked in the work period will be established in accordance with the FLSA, as in the case of law enforcement who work eighty-six (86) hours every two weeks. Overtime pay, or compensatory time off will be provided,asprovided, as permitted when required by the FLSA.
C. Individual appointing authorities and department heads will establish the actual work schedule for their employees in accordance with the needs of the County and the employees concerned. In all instances, equal treatment of all employees doing the same kind of work will be given.
II. II. Overtime
A. Employees who work in FLSA non-exempt jobs will be paid overtime pay, or given compensatory time off, for those hours worked in excess of the established regular hours for the workweek/period. Except for Deputy Sheriff’s personnel, overtime pay, or compensatory time off will not be earned until the employee exceeds the established regular hours for the workweek/period. Deputy Sheriff personnel will have their overtime entitlements calculated in accordance with state law.
a. All overtime work will be approved by the appointing authority prior to the work’s being accomplished.
b. All overtime pay will be computed at one and one half (1 ½) times the employee’s regular rate of pay in accordance with the provisions of the FLSA.
c. Compensatory time off will be computed at one and one half (1 ½) hour for each hour of work that meets the requirements of the FLSA for overtime.
Compensatory time off that is earned but not taken within three (3) months will be paid. The compensatory time accrual limit for non-law enforcement personnel is 240 hours, and the limit for law enforcement personnel is 480 hours. Once this limit has been reached, all overtime worked must be taken as overtime. Once the employee has
used enough compensatory time to fall under the limit, he/she may start accruing compensatory time again. Compensatory time will be used for an absence before
anannual leave (vacation) will be granted for use, unless such use of compensatory time will cause the employee to lose annual leave at the end of the year.
d. The employee’s overtime hours worked will be reported on the department’s time and attendance reports. Those records required by the FLSA for hours worked, wages paid, and compensatory time earned and taken will be maintained by the Clerk of the BoardPersonnel Director. Time sheets of employees who work overtime, whether they are paid for it or accrue compensatory time for it, will be reviewed by the County Commission immediately.
e. Any compensatory time earned must be used within three months or the employee will be paid for the time. Exceptions may be made on a case by case basis.
f. Any compensatory time accrued as of June 10, 1999 must be used by June 10, 2000, or the employee will be paid for it.
B. Employees who work in jobs specifically exempted from the overtime requirements of the FLSA will not be paid overtime pay for overtime work but may take comparable time off at the convenience of the employee and with the employee’s supervisor’s approval.
III. III. Official Holidays
A. All classifiedregular status service employees, probationary status employees, temporary appointssignment status employees, and part time service
employees are eligible for holiday pay for all authorized paid holidays in Geneva County. The holiday pay for part time service employees and temporary appointment status employees will be based on the hours the employee would have worked if the day had not been a holiday.
B. The Geneva County Commission will specify at the beginning of each calendar year those holidays to be observed by the County as authorized paid holidays. The approved holiday schedule will be published by the County Commission at the beginning of each calendar year.
C. When an authorized paid holiday falls on Saturday, the holiday will be observed on the Friday before the holiday. When an authorized paid holiday falls on Sunday, the holiday will be observed on the Monday after the holiday.
D. The appointing authoritydepartment head will designate the workday that will be observed as a paid holiday for those eligible employees who work a workweek other than Monday through Friday.
E. Eligible employees will be paid holiday pay at their normal daily rate of pay for each authorized paid holiday not worked. If you work on a holiday you will receive your regular hours worked plus your eight-hour Holiday Pay. Holiday Pay is always paid at regular rate of pay.A paid holiday will not be counted as hours worked during a workweek/period unless an employee actually works on that day. If the time worked for a paid holiday causes the employee’s total hours worked to exceed the established regular hours of work for the workweek/period, as specified by the FLSA, the overtime pay, or time off will be calculated at one and one half (1 ½) hours for each hour worked that exceeds the regular hours for the established workweek/period.
F. An employee who is eligible for holiday pay and is required by his/her appointing authoritydepartment head to work an authorized paid holiday will, in addition to receiving his/her holiday pay, be paid his/her regular rate of pay for the hours worked on the holiday or schedule another day off for the holiday at the pleasure of the employee and the approval of the appointing authority, within the pay period. Deputies and Jail personnel may accrue holiday time due to the nature of the job.
G. To be entitled to receive holiday pay for an authorized paid holiday an eligible employee must be present at work,
or on approved leave with pay, on his/her scheduled work daysworkdays immediately preceding and following the paid holiday. If an absence is unauthorized for either of these days, holiday pay will not be paid.
H. Only Jail and Sheriff’s Department personnel will be allowed to accrue holiday leave, due to the nature of the job. All other employees must be paid for the holiday that pay period.
IV. Types of Leave
Geneva County provides the following types of leave for eligible employees: annual (vacation) leave, sick leave, administrative leave, military leave, and leave without pay, and Family Medical Leave Act (FMLA) leave.
A. Annual (Vacation) Leave
a. All classified serviceregular status employees, probationary status employees, and temporary
appointssignment status employees will earn annual leave with pay in accordance with these procedures. All part time employees, those working under forty (40) hours per week, will earn annual leave at a percentage. Example: An employee works twenty hours per week, he/she will earn fifty (50) percent of the annual leave of an employee that works forty (40) hours per week.
b. An eligible employee will not earn any annual leave days during any month in which he/she is in a non-pay status for more than fifteen (15) working days during the month
c. Annual leave will be earned for continuous years of qualifying service the employee has completed at the beginning of the leave year. Qualifying service is considered to be, the years of continuous service completed in a classified service and/or temporary assignment status job during the employee’s current employment. Credit will not be given for years of service completed in prior employment with the County, except as required by law or agreement.
Leave will be calculated according to the following schedule:
Years Completed Service Earned Leave – Year Earned Leave – Month
Zero (0) through Two (2) Five (5) Days 3.33 Hours
Over Two (2) through Five (5) Seven (7) Days 4.66 Hours
Over Five (5) through Ten (10) Ten (10) Days 6.66 Hours
Over Ten (10) through Fifteen (15) Twelve (12) Days 8.00 Hours
Over Fifteen (15) Fifteen Fifteen (15) Days 10.00 Hours
d. Eligible employees will earn one twelfth (1/12) of the annual leave earned (see above rates) for each calendar month in which they qualify for annual leave. Earned leave will be credited to the employee’s leave account at the end of each month in which he/she earns leave.
e. Normally, each employee will be required to take his/her annual leave in the year that it is earned. However, a total of tenwenty (120) days -– eighty (8one hundred sixty (160) hours- of unused annual leave may be accumulated and carried forward from one leave year to the next leave year. , if approved by the appointing authoritydepartment head and concurred by the County CommissionPersonnel Board. AcAccumulated leave at the end of each calendar year that is in excess of this amount will be forfeited by the employee.
f. Upon separation from County service, an employee will be paid at his/her regular rate of pay for any unused annual leave remaining.
g. Annual leave will be approved at the discretion of each appointing authoritydepartment head taking into consideration the needs of the County, the department, and the employee. An appointing authoritydepartment head may require all department employees to take their leaves at the same time, if the department’s work- load requires it.
h. Requests for annual leave will be made by the employee as far in advance as possible of the time desired. Normally, department employees will schedule their projected leave days at the beginning of each leave year. The order of selection will be based on the employee’s continuous years of classified service with the County. Leave requests submitted after this period will be approved in the order in which they are received by the appointing authoritydepartment head.
i. Annual leave will be approved in advance of each absence, except in unusual circumstances. Failure to comply with this requirement will result in the absence being treated as an unauthorized absence.
j. When a County authorized paid holiday occurs during an employee’s annual leave, the day will be credited as a paid holiday and not as an annual leave day.
k. An employee on annual leave who presents a medical statement that he/she was sick during his/her leave may have the sickness period converted to sick leave, when recommended by the appointing authoritydepartment head and approved by the County CommissionPersonnel Board.
l. The annual leave year for the County runs from January to December of each year.
m. Annual leave use will be charged in units of one hour.
B. Sick Leave
a. All classified serviceregular statue employees, probationary status employees and temporary assignment status employees earn sick leave at the rate of one (1) day of leave for each calendar month in which they qualify for leave for a total of twelve (12) days per year. All classified serviceregular status employees, probationary status employees, temporary assignment status employees, and part time employees that do not work forty (40) hours per week will earn sick leave at a percentage. Example: An
employee works twenty (20) hours per week, he/she earns one half the amount of sick leave an employee
that works forty (40) hours per week earns (1-day x ½ = ½ day earned per month). Earned sick leave will be posted to the employee’s account at the end of each month that he/she earns it.
b. Eligible County employees may accumulate up to 2080 hours of sick leave.
c. Sick leave days will not be earned during any month in which the employee is in a non-pay status for more than fifteen (15) working days.
d. No individual will be paid for his/her unused sick leave upon separation from County service.
e. Sick leave with pay will be granted an eligible employee for any of the following reasons:
1. when the employee is unable to work due to
personal illness, injury incurred off duty, or when the employee’s presence may endanger the health of fellow workers.
2. keeping a doctor, dentist, or optometrist appointment
3. any impairment related to pregnancy, miscarriage, or abortion, and/or actual confinement. A female employee who requests time away from work for maternity and childbirth will be treated equally to other employees with other forms of disability or sickness or who request leaves of absence for other reasons; and/or leave may be provided as an accommodation.
4. emergency illness or incapacitation of a member of the employee’shis/her immediate family (spouse, child, parent, grandparent, grandchild, parent-in-law or other family member with whom unusually strong family ties exist) and whose illness requires the employee’s personal care.
f. To be granted sick leave, an employee must meet the following conditions:
1. The employee will notify his/her supervisor within two (2) hours of his/her usual reporting time, or as soon as possible thereafter, of his/her inability to report to work. Failure to do so will result in the absence being treated as an unauthorized absence. Denial of sick leave will result in the employee being charged annual leave, or not being paid for the time away, at the discretion of the appointing authority.
2. For periods of absence in excess of three (3) consecutive working days, or anytime at the request of the appointing authoritydepartment head or, County Commission, or Personnel Board, the employee may be required to submit a medical certificate signed by a licensed physician certifying that he/she has been incapacitated for work for the period of absence, the nature of the employee’s (or family members) sickness or injury, and when he/she will again be physically able to perform his/her duties, with or without reasonable accommodation. Said authoritiesdepartment heads may also require those employees
returning to work after a sickness or sick leave to undergo a medical examination to determine whether or notwhether the employee is physically able to return to work. Such examination, when required, will be conducted by a physician or physicians as may be designated by the Personnel BoardDepartment in coordination with the County Commission.
g. At the request of the employee any accrued annual leave and compensatory time may be used for illness as though they were sick leave, if the employee does not have sufficientenough sick leave accrued to cover the absence.
h. Any unjustifiable or fraudulent claim for sick leave may be punished by loss of pay, charged as annual leave, or disciplinary action (to include dismissal where appropriate).
i. When a County authorized paid holiday occurs during the period an employee is on sick leave, the employee will receive his/her regular holiday pay and that day will not be charged against his/her sick leave.
j. Sick leave will be charged in hour increments.
k. Sick leave is not a benefit payable upon demand. It is provided to ensure that no employee who is unable to work due to illness feels compelled to do so for financial reasons. When an employee leaves County service, his/her accrued sick leave is forfeited.
l. When an employee is absent due to an injury for which compensation is provided under the Workmen’s Compensation Law of Alabama, benefits will be paid in accordance with such law. Sick leave may not be taken when an employee is receiving Workmen’s Compensation.
m. A regular status employee, probationary status employee, temporary assignment status employee or exempt employee may voluntarily donate sick or annual leave to another regular status employee, temporary assignment employee, probationary employee or exempt employee, who has a serious medical condition or his/her immediate family member has a serious medical condition requiring the employee’s presence and who has exhausted all of his/her sick and annual leave, provided the donating employee retains at least 120 hours of sick leave and the donation is approved by the Department Head of the employee receiving the donated leave. A retiring employee and an employee terminating from the County may only donate a maximum of 80 hours and only if it is donated at least two weeks prior to their final check. The leave shall be donated in increments of 8 hours (i.e. 8, 16, 24, 32, etc.), and any unused donated leave shall revert back to the donating employee. The employee donating the leave shall complete the Leave Donation Form and the Department Head of the employee receiving the leave shall complete and sign the Leave Donation Form and submit same to the Personnel Director. The employee receiving the donated leave shall submit medical documentation to the Personnel Director certifying that the employee has a serious medical condition requiring the employee’s presence. The employee receiving the donated leave is eligible to receive a total lifetime donation of a maximum of 600 leave hours.
C. Leave Donation
A regular status employee, probationary status employee, temporary assignment status employee or Personnel System-exempt employee may voluntarily donate sick or annual leave to another regular status employee, temporary assignment status employee, probationary employee or Personnel System-exempt employee, who has a serious medical condition or his/her immediate family member has a serious medical condition requiring the employee’s presence and who has exhausted all of his/her sick and annual leave, provided the donating employee retains at least 120 hours of sick leave and the donation is approved by the Department Head of the employee receiving the donated leave. A retiring employee and an employee terminating from the County may only donate a maximum of 80 hours and only if it is donated at least two weeks prior to their final check. The leave shall be donated in increments of 8 hours (i.e. 8,16,24,32, etc.), and any unused donated leave shall revert back to the donating employee. The employee donating the leave shall complete the Leave Donation Form and the Department Head of the employee receiving the leave shall complete and sign the Leave Donation Form and submit same to the Personnel Director. The employee receiving the donated leave shall submit medical documentation to the Personnel Director certifying that the employee has a qualifying medical emergency or that his/her family member has a qualifying medical emergency requiring the employee’s presence. The employee receiving the donated leave is eligible to receive a total lifetime donation receipt of a maximum of 600 leave hours. Donors will not be taxed on donated leave, however, the law does not permit the Donor to claim donated leave as a deduction. The Recipient Employee will have tax and other withholding taken from leave donations they receive. The receipt of donated leave will not be considered for calculating hours worked for overtime purposes and will not be used to determine working hours for purposes of FMLA eligibility.
D. C. AAdministrative Leave
All employees in the classified serviceregular status employees, part time servicetatus, and temporary assignment status will be authorized leave with pay by their appointing authoritydepartment head for absences for the reasons listed below. Such leave will not be charged against the annual or sick leave of those employees who earn annual and sick leave. The number of hours of leave granted for each day will not exceed the number of hours an employee would have worked for that day.
a. Civil/Legal Leave
1. Leave granted an employee for jury duty, for court attendance as a witness in cases not involving personal litigation, or for voting. The length of time granted for voting will be the reasonable time necessary to vote and normally will be granted at the start or end of the workday.
2. Attendance in court by law enforcement personnel and/or other employees in an official capacity will not be considered as civil/legal leave but as regular time worked.
3. The provisions of any law or department rule that require any fees provided an employee who is attending court in an official capacity to be turned into the County will be observed. In other situations, any fees paid the employee may be retained by the employee in addition to his/her civil/legal leave pay.
b. Bereavement Leave
Leave granted an employee who has a death in his/her immediate family. Leave will be granted according to the following schedule:
Family Member
Maximum Days Allowed *EMPLOYEE’S SPOUSE OR CHILD - FIVE- FIVE (5) DAYS
*EMPLOYEE’S PARENT, BROTHER, SISTER, GRANDPARENT, GRANDCHILD - THREE (3) DAYS
*SPOUSE’S PARENT, BROTHER, SISTER, GRANDPARENT, GRANDCHILD -GRANDCHILD THREE- THREE (3) DAYS
*One (1) extra day will be added for each three (300) miles traveled.
c. Hazardous Weatherork Conditions
1. When work conditions are deemed hazardous considered necessary forto the safety of County employees, the County Commission may authorize Administrative Leave for a workday, a late arrival time to work or an early departure time from work.due to hazardous weather conditions. Such time will be reported on department Time sheets for employees will report Administrative Leave for the approved amount for employees at or scheduled to work that day. attendance reports as administrative leave.
2. When aDuring the hazardous weather situation occurswork conditions period, some employees may be required to perform essential county operations. Supervisors will notify the employees and request they report to work. If the Administrative Leave period is declared after employees are at work, employees required to perform essential operations will be notified to remain on duty until completion of the essential operations. Employees performing essential work during an Administrative Leave period will receive their regular rate of pay for the hours actually worked and the pay for the declared Administrative Leave period.of specific departments, who are required to perform essential County operations, may be required to report to work. Such employees will be contacted by their supervisors when their attendance at work is required.
DE. Paid Military Leave
a. Authorization of military leave will be in accordance with the Code of Alabama, 1975, Title 31-2-13, as submitted below:
1. Classified serviceRegular employees, temporary assignment status employees, and part time classified employees who are active members of the Alabama National Guard, Naval Militia, or the Alabama State Guard organized in lieu of the National Guard, or of any other reserve component of the Armed Forces of the United States, are entitled to military leave of absence from their respective duties on all days that they are engaged in field or coast defense or other
training, or on other service ordered under the provisions of the National Defense Act, or of the
federal laws governing the United States Reserves, without loss of pay, time, efficiency rating, annual or sick leave, or any other County provided benefit.
2. No such persons granted such leave of absence with pay will be paid for more than twenty onetwenty-one (21) working days per calendar year. Part time employees will only be paid for the hours they would normally work during a workweek. They will not be paid at 40 hours per week.
3. Eligible employees are also entitled, in addition to the above, to be paid for no more than twenty-one (21) working days at any one time while called to duty by the governor in the active service of the State.
b. Where possible, appointing authorities may adjust the work schedules of part time service and seasonal service employees to accommodate their military duty or other training.
c. An eligible employee who wishes to be granted military leave shall submit a copy of his/her military orders with his/her request. Such request will be submitted as soon as the employee becomes aware of his/her projected dates of service.
EF. Leave Without Pay
a. Sickness or Disability - Permanent Concurrent with FMLA Leave, regular status employees in the classified service may be granted leaves without pay for a period not to exceed one hundred eighty (180) days for temporary sickness, disability, or for other reason(s) of a like or critical nature that prevent them from safely performing their jobs. Each request must be supported by a statement from the employee’s physician or other recognized authority. Leave without pay for sickness or disability will not be granted until all accrued leaves are expended. Requests for leaves of absence for pregnancy related conditions will be treated the same as any other requests submitted for other sickness and/or disability conditions.
b. Family Medical Leave Act - This Act provides for unpaid leave for employees when they meet specific conditions. Each case will be looked at individually to determine eligibility for this leave. The FMLA policy is in an appendix.
c. Military Duty – The County grants military leaves of absence for calls to duty from the appropriate military authority to the extent required by law. The County reinstates employees returning from military leave to the position they would have held if not for the absence related to their military service, in compliance with the Uniformed Services Employment and Reemployment Rights Act (USERRA). This could be the same position, an equivalent position, a higher or lower position, a transferred position, or no position at all if circumstances have changed so much that the employee’s reinstatement would be impossible (as in position elimination or reorganization).
1. A classified employee who is involuntarily called to active duty with the Armed Forces of the United States, will be granted leave without pay for the duration of his/her obligated military duty. Upon release from military service he/she will be entitled to be reemployed by the County in a comparable job that is no lower in grade or pay than that in which he/she was employed at the time of his/her call-up, provided: (a) he/she is physically and mentally suited to perform the required duties; and (b) he/she makes application for reemployment to the County within ninety (90) days following honorable separation from the Armed Forces of the United States, ten (10) days if rejected for service; and (c) his/her absence for military service did not exceed the original obligated service period.
2. In the event a comparable job vacancy does not exist, reemployment will be accomplished by the layoff of another employee in a comparable job, provided the laid off employee was not employed at an earlier date than the returning employee.
3. Failure to apply for reinstatement within the allotted time period will constitute a waiver of these rights.
4. Upon receipt of involuntary active duty orders, an employee shall contact the Personnel Department and request a leave of absence for military duty.
d. A permanent status classified serviceregular employee may be granted a leave of absence without pay for a period not to exceed six (6) months. The following guidelines apply to approval of any such leaves of absence (except leaves of absence for political activities):
1. The leave is for a justifiable reason
2. The leave does not cause an undue hardship on the County
3. The employee understands that he/she may be required to return to work before his/her leave expires, if necessary
4. The employee understands that his/her failure to report for duty promptly at the end of the leave may be cause for separation.
e. A permanent status classified serviceregular employee may apply for a leave of absence to participate in political activities. In those cases, the provisions of State Act # 85-587 sunder Political Activity on pages 3 and 4 of this Handbook shall apply.
1. The employee shall be entitled to a leave of absence if his/her proposed activities meet the intent of State Act # 85-587this Handbook.
2. The employee shall return to work when he/she is no longer engaged in prohibited political activity.
3. The employee will notify the Personnel Board_______________ the Personnel Director in writing within seven (7) calendar days of his/her availability to return to work. After receipt of such
notice, the Board______________ the Personnel Director will, after coordination with the appointing authoritydepartment head, notify the employee of his/her date to return to work. Such date will be no later than seven (7) calendar days after the employee’s notification is received by the Personnel Board________________the Personnel Director.
f. When the leave of absence expires, the employee will be reinstated to the position he/she held at the time the leave was granted. An employee who does not return at the required time maywill be considered to have resigned and may be separated.
g. To the extent permitted by law, nNo County paid benefits (annual and sick leave, insurance premiums, retirement credits, et cetera) will accrue for any month to any employee who is on leave without pay status for a period that exceeds fifteen (15) working days during any calendar month. An employee on leave without pay status, including suspension without pay, that exceeds fifteen (15) working days during the month will be required to reimburse the County for all benefit costs paid by the County on behalf ofbehalf of the employee.
h. Any individual hired to perform the duties of an employee granted leave without pay granted for military duty, will be hired as a temporary employee. Such employee will be required to acknowledge in writing to the Personnel Department that he/she understands this proviso.
i.h. All leave without pay, except leave granted for FMLA, military duty, or political activity, requires the
concurrence of the appointing authoritydepartment head and approval of the County CommissionPersonnel Board.
V. V. Attendance Records
A. A centralized attendance record will be maintained by
the Personnel Department for all County employees. This
record will show:
a. the approved workweek/period for the employee
b. hours of duty scheduled and worked for each duty day
c. authorized and/or unauthorized absences, including sick leave, annual leave, administrative leave, military leave, and leave without pay
d. earned overtime pay and/or compensatory time taken
B. An employee’s attendance record will be made
available to the employee for inspection upon request.
C. Appointing authorities and dDepartment heads are
responsible for einsuring that all department employees work the approved scheduled work hours. In addition, appointing authorities and department heads are responsible for insuring the accurate completion of a time and attendance report for each employee within his/her department for each pay period.
COMPENSATION AND BENEFITS
I. General
A. Each job in the County service will have an approved written job description that describes the duties, knowledge, skills, and abilities required to properly perform the job. When a new job is created or a substantial change is made to an existing job, the Personnel Department will, in coordination with the appointing authoritydepartment head, prepare a new job description and establish a proper job grade for the new or revised job.
B. Every job in the County service will be assigned by the Personnel Board to one of the service categories defined in the CATEGORIES OF SERVICE AND EMPLOYMENT STATUS SECTION. The service category that is assigned to each job will be recorded on the Allocation List of the County Classification Plan.
II. Classification Plan
A. A Classification Plan will be established and maintained by the Personnel Board for all County service jobs. The plan will list by pay grade level every job in the County service. The Personnel Board, in coordination with the County Commission and appointing authorities, is responsible for establishing the appropriate pay grade level for each job in the County service. No deviations in pay grade levels may be made from the approved Classification Plan. When circumstances warrant, the entire plan, or the classification of a particular job in the plan, will be amended by the Personnel Board.
B. Jobs will be evaluated and/or reevaluated and grade levels established in accordance with the Personnel Board approved Geneva County Evaluation Plan.
III. Pay Plan
A. The pay rates for every pay grade level listed in the Classification Plan will be established by the Personnel Board and submitted to the County Commission for approval. Upon approval by the County Commission, these rates will be published by the Personnel Board in the approved Geneva County Pay Plan.
B. Prior to each budget year, the Personnel Board will review the County’s existing pay levels and, in coordination with the appointing authorities/department heads, recommend required adjustments to the Geneva County Pay Plan.
C. The Geneva County Pay Plan will be used inconjunction with the Geneva County Classification Plan to determine the pay of those employees, except those whose pay is established by state law, who are paid from County funds.
D. The Personnel Board is responsible for insuring that
the County pay plan is strictly followed.
IIV Benefits
A. Workmen’s Compensation
a. The County provides through Workmen’s Compensation Insurance automatic coverage in accordance with state law for any injury an eligible employee may sustain on the job.
b. Benefits and eligibility in each case will be determined in accordance with criteria specified in the Code of Alabama, 1975, Title 25-5.
c. All job-related injuries will be reported immediately by the employee to his/her supervisor. Failure to do so may result in loss, or delay in receipt of authorized benefits. A copy of all such notices will be provided to the Personnel Department.
d. No employee may receive Workmen’s Compensation benefits while receiving any other compensation from the County.
e. Employees should contact the Personnel Department for specific details covering eligibility requirements and/or benefits.
B. Unemployment Insurance
a. Employees who are separated from County service may be eligible to receive unemployment compensation benefits, provided:
1. unemployment is not brought about by the voluntary creation of the employee
2. the employee has completed the required employment to be eligible
b.a. Eligibility and authorized benefits will be determined in accordance with guidelines established by the law and the Director of the Alabama Department of Labor Industrial Relations.
c.b. Employees should contact the Personnel Department for specific details.
C. Employee Insurance Program
a. Geneva County provides an employee insurance program for all eligible County employees. The insurance program includes life and health insurance coverage for the employee and his/her eligible dependents, in accordance with guidelines established annually by the County Commission.
b. ClassifiedRegular status employees and temporary assignment status employees are eligible for the employee insurance program contained in this section, in accordance with provisions established by the County Commission. Employees in other service category jobs may be eligible as agreed by the Commission.
c. Premium costs for the employee’s program will be shared by the County and the employees, in accordance with the County Commission approved program. Premium costs will be established by the County Commission on an annual basis.
d. Eligible employees shall select one of the following options for their employee insurance program coverage:
1. no coverage
2. coverage for the employee only
3. coverage for both the employee and his/her dependents
e. A participating employee, who is placed in a leave without pay status that exceeds fifteen (15) working days during a month, will be required to reimburse the County for all premiums paid by the County on his/her behalf for that month.
f. Any eligible employee who declines to participate in the County employee insurance program relinquishes all claims against Geneva County for any liability, except for job related injury, sickness, or disability claims.
g. Program benefits will be provided in accordance with the terms of the individual provided program.
h.
Details of the all insurance and benefit plan(s) are described in the Summary Plan Description (SPD). AAn SPD and information on cost of coverage will be provided in advance of enrollment to eligible employees. Contact the Personnel Department for more information about insurance and benefit plans. In the event of any conflict between the information contained in this Handbook and the information contained in the Plan documents, the Plan documents shall govern in all cases. The County or the Plan Administrator may amend any Plan without notice or approval.al.
Employees should contact the Personnel Department for specific details concerning the employee insurance prog
CONFLICTS OF INTEREST
I. I. Purpose
To identify those activities which are not consistent with the high standards required of Geneva County employees and, thus, contrary to the best interest of Geneva County. All Geneva County employees are subject to these provisions.
II. II. Policy
A. The following actions by County employees and officials shall be considered as conflicts of interest:
a. investments in real property or business in the immediate vicinity of a Geneva County project site which might appear to be speculative
b. ownership exceeding one (1) percent in a public company holding a contract with the County
c. the use of one’s position and influence in the County to promote business with any company in which he/she has financial interest
d. involvement in a non-county business activity (moonlighting) which
1. conflicts with or limits the County’s demands on the individual with respect to his/her availability for overtime work or his/her performance on the job
2. would reflect adversely on the County
e. the use of one’s County position to contract, or to influence contracting, with any business for personal gain or to benefit friends, relatives, or associates
f. political activities which might interfere or might be construed as interfering with an employee’s ability to perform his/her duties, or are in violation of county, state and/or federal laws.
B. Where further guidance is needed, employees and/or supervisors should consult with their appointing authoritydepartment head or the Personnel Board Department.
III. Violation
Violation of any part of this section shall be grounds for disciplinary actions in accordance with the
DISCIPLINARY ACTIONS SECTION.
CONFLICTS OF INTEREST
III. Purpose
To identify those activities which are not consistent with the high standards required of Geneva County employees and, thus, contrary to the best interest of Geneva County. All Geneva County employees are subject to these provisions.
IV. Policy
A. The following actions by County employees and officials shall be considered as conflicts of interest:
a. investments in real property or business in the immediate vicinity of a Geneva County project site which might appear to be speculative
b. ownership exceeding one (1) percent in a public company holding a contract with the County
c. the use of one’s position and influence in the County to promote business with any company in which he/she has financial interest
d. involvement in a non-county business activity (moonlighting) which
1. conflicts with or limits the County’s demands on the individual with respect to his/her availability for overtime work or his/her performance on the job
2. would reflect adversely on the County
e. the use of one’s County position to contract, or to influence contracting, with any business for personal gain or to benefit friends, relatives, or associates
f. political activities which might interfere or might be construed as interfering with an employee’s ability to perform his/her duties, or are in violation of county, state and/or federal laws.
B. Where further guidance is needed, employees and/or supervisors should consult with their department head or the Personnel Department.
III. Violation
Violation of any part of this section shall be grounds for disciplinary actions in accordance with the
DISCIPLINARY ACTIONS SECTION.
RECORDS AND REPORTS
I. I. Personal History Report (PHR)
That information officially recognized as required and pertinent in recording and supporting employee personnel actions will be maintained in the employee’s Personal History Report (PHR). Each PHR will be maintained in a current and accurate status and closely controlled as to its release. The PHR will be the principal and official source of information for responding to authorized requests from inside and outside County government for official information about present and former employees.
A. The material authorized to be included in the PHR is restricted to those items for which authenticity has been confirmed through established procedures such as established County personnel forms, signed statements from the employee, elected officials, appointing authorities, department heads and supervisors, and statements provided by references named by the employee. The PHR excludes materials not appropriate for use by an appointing authoritydepartment head in making judgments in the selection process.
B. Subject to the above restrictions, the employee’s PHR includes the following information:
a. Qualifications Information
1. evidence of the employee’s knowledge, skills, abilities, experience, training, and character
2. completed application form for County employees
3. supplementary qualifications facts provided by the employee, his/her appointing authority, department head, or supervisor
4. non-medical test results
5. interview reports
6. reference reports
7. performance appraisals
8. employee’s job description
9. records of benefit enrollment
10. letters of commendation and/or disciplinary actions
b. Other Information - Personnel action forms and correspondence with and/or about the employee pertaining to appointment, status change, leave of absence, separation, and reappointment.
c. Personal History Information - Personal information needed for processing required personnel actions, such as age, next of kin, address, et cetera.
C. The Personnel Department maintains the PHR for each active employee. Records of former employees will be maintained in an inactive status for three (3) years after the employee leaves County service. Each employee shall have access to his/her PHR upon written request to the
Personnel Department.
D. An appointing authority, elected official, and/or department head shall have access to the PHR’s of
employees under his/her jurisdiction.
II. II. Central Records
The Personnel Department also maintains all other personnel records that are necessary for the proper
administration of the County Personnel System.
Family Medical Leave Act (FMLA) Leave
Generally
This notice is meant to provide Employees with a basic framework concerning when FMLA Leave can be taken, how much FMLA Leave may be taken, and how the Leave may be requested. By no means is this Policy intended to be all-inclusive. Each case is unique. Employees should contact [Human Resources]Personnel Department with specific questions about FMLA Leave.
Eligible employees who work for a covered employer can take up to 12 weeks of unpaid, job-protected leave in a rolling [rolling/calendar/other] 12-month period for the following reasons:
▪ Birth of a child or placement of a child for adoption or foster care;
▪ To bond with a child (leave must be taken within 1 year of the child’s birth or placement);
▪ To care for the employee’s spouse, child, or parent who has a qualifying serious health condition;
▪ For the employee’s own qualifying serious health condition;
▪ For qualifying exigencies related to the foreign deployment of a military member who is the employee’s spouse, child, or parent.
An eligible employee who is a covered servicemember’s spouse, child, parent, or next of kin may also take up to 26 weeks of FMLA leave in a single 12-month period to care for the servicemember with a serious injury or illness.
Eligibility
Employees are eligible for FMLA Leave once they have worked for [Employer] Geneva County CommisisonCommission for at least one year and performed at least 1,250 hours of work during the previous 12 months, subject to other legal requirements.
[Employer] Geneva County Commission must also employ at least 50 employees within 75 miles from the Employee’s worksite for the Employee to be eligible for FMLA Leave.
Use of Leave
Except for employees taking leave to care for a newly born or newly placed child, employees are not required to use their leave entitlement in one block. Leave may be taken intermittently or on a reduced leave schedule where medically necessary. Employees must make reasonable efforts to schedule leave for medical treatment so as not to unduly disrupt the employer’s operation. Leave due to qualifying exigencies may also be taken intermittently.
Employee Responsibilities when Requesting Leave
Employees must provide 30 days advance notice of the need to take FMLA leave when the need is foreseeable. When 30 days noticedays’ notice is not possible, Employees must provide notice as soon as practicable. Employees requesting leave should qualify with [Employer’s] Geneva County Commission’s call-in procedure. Excessive delay could lead to delay in designation of absences as FMLA-protected Leave.
Employees must provide sufficientsufficient information for [Employer] Geneva County Commission to determine if the leave requested qualifies for FMLA protection. Sufficient information may include that the Employee is unable to perform job functions, the Employee’s family member is unable to perform daily activities, the need for hospitalization or continuing treatment by a health care provider, or circumstances supporting the need for military family leave. The employee is not required to provide a medical diagnosis as long asif sufficient information is given. Employees must also inform [Employer] Geneva County Commission if the requested leave is for a reason for which FMLA leave was previously taken or certified. Employees may be required to provide a certification and periodic recertification supporting the need for leave. If [Employer]Geneva County Commission determines a written certification is incomplete, it will provide a written notice indicating what additional information is required.
Employer Responsibilities in Responding to Requests for Leave
[Employer]Geneva County Personnel Department will inform an Employee requesting leave whether they are eligible under FMLA. If the Employee is eligible, the Personnel Department[Employer] will also specify any additional required information as well as provide a description of the Employee’s rights and responsibilities. If the Employee is not eligible, [Employer] the Personnel Department will provide a reason of ineligibility.
[Employer]Geneva County Personnel Department will inform Employee if leave will be designated as FMLA-protected and the amount of leave counted against the Employee’s leave entitlement.
Substitution of Paid Leave or Unpaid Leave
Depending on the type of leave an Employee takes and [Employer’s]Geneva County Commission’s policies, Employees may choose or [Employer] Geneva County Commission may require use of accrued paid leave while an Employee is taking FMLA leave. In order to use paid leave for FMLA leave, an Employee must comply with [Employer’s] Geneva County Commission’s normal paid leave policies.
Benefits
Subject to limitations under the law, while employees are on FMLA leave, employers must continue health insurance coverage as if the employees were not on leave. Employees on unpaid leave must make arrangements with [Employer] Geneva County Personnel Department to pay their share of the premium.
On return from FMLA leave, most employees must be restored to his or her original or equivalent position with equivalent pay, benefits and other employment terms as if he or she had remained in the workplace.
The FMLA does not affect federal or state law prohibiting discrimination, nor does it supersede greater family or medical leave rights that are granted by State or local law or collective bargaining agreement. An employer may not interfere with an individual’s FMLA rights or retaliate against someone for using or trying to use FMLA leave, opposing any practice made unlawful by the FMLA, or being involved in any proceeding under or related to the FMLA. An employee may file a complaint with the U.S. Department of Labor, Wage and Hour Division (1-866-487-9243; TTY: 1-877-889-5627; whd or may bring a private lawsuit against an employer if his/her FMLA rights are abridged.
DRESS CODE POLICY GOES HERE
SEXUAL HARRASMENT POLICY GOES HERE
THE FOLLOWING POLICIES WERE DEVELOPED BY THE GENEVA COUNTY COMMISSION, SAFETY COMMITTEE, OR OTHER COMMITTEE WITHIN GENEVA COUNTY. NOTHING CONTAINED THEREIN WAS WRITTEN OR ENACTED BY THE PERSONNEL BOARD. THE PERSONNEL BOARD FELT THEY SHOULD BE INCLUDED AS AN APPENDIX IN THE PERSONNEL MANUAL FOR REFERENCE. THIS WAY EACH EMPLOYEE HAS ACCESS TO THE POLICIES OF GENEVA COUNTY AND CAN STUDY THEM FOR HIMSELF/HERSELF, THEREBY ELIMINATING THE POSSIBILTY OF EMPLOYEES NOT KNOWING THE RULES AND REGULATIONS OF GENEVA COUNTY.
SMOKING POLICY GOES HERE
SAFETY POLICY GOES HERE
ALCOHOL DRUG POLICY GOES HERE
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