DNR EMPLOYEE HANDBOOK - Michigan Department of …
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|Personnel Manual |
|Chapter 21 |
|DNR |
|Employee Handbook |
|Supersedes all previous versions of the DNR Employee Handbook |
|“The Department of Natural Resources is Committed to the Conservation, Protection, Management, Use and Enjoyment of the State’s Natural Resources |
|For Current and Future Generations.” |
|Michigan Department of Natural Resources |
|Human Resources |
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Doc-To-Help Standard Manual
Table of Contents
21.21.00 - WELCOME TO THE DEPARTMENT OF NATURAL RESOURCES (Revised 04/26/2004) 5
21.21.00A - HISTORY OF THE DEPARTMENT OF NATURAL RESOURCES (Revised 04/26/2004) 5
21.21.00B - THE NATURAL RESOURCES COMMISSION (Revised 04/26/2004) 6
21.21.00C - OFFICE OF THE DIRECTOR (Revised 08/25/2004) 6
21.21.00D - OFFICE OF HUMAN RESOURCES (Revised 03/03/2008) 6
21.21.00E - EQUAL OPPORTUNITY POLICY (Revised 09/22/2004) 7
21.21.00F - DNR ORGANIZATION CHART (Revised 08/25/2004) 7
21.21.01 - DNR WORK RULES (Revised 03/27/2006) 8
21.21.02 - EMPLOYEE INFORMATION (Revised 04/26/2004) 12
21.21.03 - ACCIDENTS, PERSONAL/MOTOR VEHICLE (Revised 04/26/2004) 12
21.21.04 - ADMINISTRATIVE LEAVE (Revised 04/26/2004) 13
21.21.05 - ALTERNATE WORK SCHEDULES (Revised 12/14/2007) 13
21.21.06 - ANNUAL LEAVE (Revised 03/03/2008) 15
21.21.07 - ANNUAL LEAVE PAYOFF (Revised 04/26/2004) 16
21.21.08 - ANTI-HARASSMENT POLICY Revised 03/27/2006 16
21.21.09 - APPOINTMENT TYPES (Revised 04/26/2004) 16
21.21.10 - ATTENDANCE AND PUNCTUALITY (Revised 04/26/2004) 17
21.21.11 – BENEFICIARIES (Revised 04/26/2004) 18
21.21.12 - CIVIL SERVICE EXAMINATIONS (Revised 04/26/2004) 18
21.21.13 – COMMERCIAL DRIVER’S LICENSE (CDL) DRUG AND ALCOHOL TESTING (Revised 08/08/2007) 18
21.21.14 - CONDUCT OF EMPLOYEES (Revised 04/26/2004) 19
21.21.15 - CONFIDENTIAL INFORMATION (Revised 04/26/2004) 19
21.21.16 - CONFLICT OF INTEREST (Revised 04/26/2004) 19
21.21.17 – CORRECTIVE ACTION (Revised 04/26/2004) 19
21.21.18 – DEMOTIONS (Revised 03/03/2008) 20
21.21.19 - DISCRIMINATION AND DISCRIMINATORY HARASSMENT POLICY (Revised 03/27/2006) 20
21.21.20 - ELECTRONIC FUND TRANSFER (EFT) (Revised 04/26/2004) 21
21.21.21 - ELECTRONIC MAIL AND INTERNET ACCESS (Revised 04/26/2004) 21
21.21.22 - EMERGENCY CONDITIONS (Revised 04/26/2004) 22
21.21.23 - EMPLOYEE MAIL (Revised 04/26/2004) 22
21.21.24 - EMPLOYEE SELF SERVICE (Revised 04/26/2004) 22
21.21.25 - EMPLOYEE SERVICES (Revised 04/26/2004) 23
21.21.26 - GIFTS AND FAVORS (Revised 04/26/2004) 23
21.21.27 – GRIEVANCES (Revised 04/26/2004) 10
21.21.28 - HEALTH MONITORING (Revised 04/26/2004) 24
21.21.29 – HOLIDAYS (Revised 09/22/2006) 24
21.21.30 – IDENTIFICATION CARDS (IDs) (Revised 04/26/2004) 24
21.21.31 - INITIAL LEAVE HOURS (Revised 04/26/2004) 25
21.21.32 - INSURANCE COVERAGE (Revised 04/26/2004) 25
21.21.33 - INSURANCE PREMIUMS (Revised 04/26/2004) 25
21.21.34 - JURY DUTY (Revised 08/31/2004) 26
21.21.35 - LEAVES OF ABSENCE (Revised 04/26/2004) 26
FAMILY MEDICAL LEAVE ACT 26
MEDICAL CERTIFICATION 26
MEDICAL LEAVE 27
MILITARY LEAVE 27
MILITARY LEAVE - TEMPORARY 27
MISCELLANEOUS LEAVE 27
PARENTAL LEAVE 27
WAIVED RIGHTS LEAVE of ABSENCE 27
21.21.36 - LEGAL REPRESENTATION (Revised 04/26/2004) 28
21.21.37 - LONGEVITY PAY (Revised 04/26/2004) 28
21.21.38 - LOST TIME (Revised 04/26/2004) 28
21.21.39 - MILITARY CREDIT (Revised 04/26/2004) 29
21.21.40 - ORGANIZATIONAL MEMBERSHIPS (Revised 04/26/2004) 29
21.21.41 - OVERTIME/COMPENSATORY TIME (Revised 02/25/2008) 29
21.21.42 - PARTIAL TUITION REFUND PROGRAM (Revised 09/01/2004) 29
21.21.43 - PAY DAYS (Revised 04/26/2004) 30
21.21.44 - PAY INCREASES (Revised 04/26/2004) 30
21.21.45 - PAYROLL DEDUCTIONS (Revised 04/26/2004) 30
21.21.46 - PERFORMANCE APPRAISALS (Revised 04/26/2004) 31
21.21.47 - PERSONAL BELIEFS VERSUS DNR POLICY (Revised 04/26/2004) 31
21.21.48 - PERSONAL INFORMATION UPDATES (Revised 09/27/2004) 31
21.21.49 – PERSONAL LEAVE HOURS (Revised 04/26/2004) 33
21.21.50 - PERSONAL SOLICITATIONS (Revised 04/26/2004) 33
21.21.51 - POLITICAL ACTIVITY (Revised 04/26/2004) 33
21.21.52 – POSITION CLASSIFICATION (Revised 04/26/2004) 34
21.21.53 - PUBLIC INFORMATION (Revised 09/17/1997) 34
21.21.54 - REALLOCATION OF POSITION (Revised 04/26/2004) 34
21.21.55 - REASONABLE ACCOMMODATION (Revised 08/30/2006) 35
21.21.56 - RECOGNITION PROGRAM (Revised 03/03/2008) 35
21.21.57 – REINSTATEMENT (Revised 08/31/2004) 35
21.21.58 – RESIGNATION (Revised 04/26/2004) 35
21.21.59 – RETIREMENT (Revised 04/26/2004) 36
21.21.60 – SAFETY (Revised 04/26/2004) 37
21.21.61 - SALE OF STATE LANDS OR BUILDINGS (Revised 04/26/2004) 37
21.21.62 - SCHOOL LEAVE (Revised 04/26/2004) 37
21.21.63 – SEAT BELTS (Revised 04/26/2004) 38
21.21.64 – SEPARATIONS – INVOLUNTARY (Revised 04/26/2004) 38
21.65 - SEXUAL HARASSMENT RESCINDED 09/20/2004 38
21.21.66 - SHIFT DIFFERENTIAL (Revised 04/26/2004) 39
21.21.67 – SICK LEAVE (Revised 04/26/2004) 39
21.21.68 – SICK LEAVE PAYOFF (Revised 04/26/2004) 39
21.21.69 - STATE PROPERTY (Revised 04/26/2004) 40
21.21.70 – STATUS (Revised 04/26/2004) 40
21.21.71 – TRANSFERS (Revised 04/26/2004) 40
21.21.72 – UNIFORMS (Revised 04/26/2004) 41
21.21.73 - VACANCY ANNOUNCEMENTS (Revised 04/26/2004) 41
21.21.74 – VENDORS AND SOLICITORS (Revised 04/26/2004) 41
21.21.75 - VIOLENCE IN THE WORKPLACE (Revised: 04/17/2006) 42
21.21.76 – VOLUNTEERS (Revised 04/26/2004) 42
21.21.77 – WITNESS IN COURT (Issued: 10/11/2006) 43
21.21.78 - WORKERS’ COMPENSATION (Revised 04/26/2004) 44
21.21.00 - WELCOME TO THE DEPARTMENT OF NATURAL RESOURCES
(Revised 04/26/2004)
Welcome to the Department of Natural Resources (DNR). The DNR Employee Handbook has been designed to provide a general overview of the DNR. The Handbook is divided into three sections: History & Introduction, Employee Work Rules, and Policies and Procedures. It is intended to provide employees with general guidelines as to what they can expect from the DNR and what the DNR can expect from them.
Employees are encouraged to read the entire Handbook carefully and to become familiar with its contents. Questions regarding the information should be discussed with the supervisor.
Internet addresses are included as resources throughout this Handbook for additional information. When the Handbook is viewed electronically, the web addresses are links to the named site.
The contents of this Handbook are not conditions of continued employment and this Handbook does not create a contract of employment with regard to any of the terms or conditions of employment that are stated.
While every attempt is made to keep this information current, periodic changes in Policies and Procedures of the State of Michigan, DNR and/or Collective Bargaining Agreements may make information contained herein outdated.
The Policies and Procedures of the State of Michigan, DNR and/or Collective Bargaining Agreements will take precedent in the event of discrepancies between them and the content of this Handbook.
The most current copy of this Handbook may be found on the DNR Intranet.
DNR Handbook:
21.21.00A - HISTORY OF THE DEPARTMENT OF NATURAL RESOURCES
(Revised 04/26/2004)
The Department of Conservation was created by Act No. 17 of the Public Acts of 1921. The Act provided, in part, for “the protection of the natural resources of the State; the development of facilities for outdoor recreation, and the creation of a conservation department. ”Under the Provisions of Act No. 353 of the Public Acts of 1968, the Department of Conservation was changed to the Department of Natural Resources. Along with responsibility for programs formerly administered by the Department of Conservation, the new DNR also had assumed responsibility for a number of programs previously administered by other State departments. In 1995, Executive Order 1995-18 split the Department. The DNR returned to its roots as its focus once again became natural resources management. Environmental protection became the responsibility of the Department of Environmental Quality. In 1996, the DNR celebrated its 75th birthday, “Seventy-five years old and brand new.”
There are approximately 1,500 full-time employees working throughout Michigan’s 83 counties to carry out the DNR’s commitment to “the conservation, protection, management, use and enjoyment of the state’s natural resources for current and future generations”. In addition, approximately two thousand employees work during various seasons to provide services to the citizens of Michigan and visitors from out-of-state. The organization chart immediately following this section gives an overview of the DNR’s organizational structure.
21.21.00B - THE NATURAL RESOURCES COMMISSION
(Revised 04/26/2004)
The Natural Resources Commission heads the Department of Natural Resources. It establishes general policies related to natural resources management as guidance for the DNR Director. The Commission is composed of seven members, not more than four of whom may be members of the same political party, appointed by the Governor by and with the advice of the Senate. Act No. 451 of the Public Acts of 1994, requires that members of the Commission be “selected with special reference to [a] person’s training and experience related to at least one of the principal lines of activities vested in the Department of Natural Resources, and the ability and fitness of [a] person to deal with those activities.” The term of office of each member of the Commission is four years. The Commission holds at least one public meeting each month. The Commission meeting minutes are available on the DNR Internet.
DNR Internet
21.21.00C - OFFICE OF THE DIRECTOR
(Revised 08/25/2004)
The daily operations of the DNR are carried out under the direction of the DNR Director who is appointed by, and serves at the pleasure of, the Natural Resources Commission.
Click on this link to view the most recent Department of Natural Resources Organization Chart
DNR Internet
21.21.00D - OFFICE OF HUMAN RESOURCES
(Revised 03/03/2008)
The DNR Office of Human Resources (OHR) working in conjunction with the Civil Service Commission (CSC) and the Office of the State Employer (OSE) plays a critical role in meeting employment support needs of the DNR. OHR provides employees and their families with a full range of employment-related services.
OHR is committed to providing quality service and accurate information to the people it serves, in a timely, consistent and professional manner.
Administration: This section is responsible for providing overall administrative direction to meet OHR’s mission. Responsibilities include: establishing policy, development of personnel procedures, serving as the DNR’s appointing authority on matters involving the CSC, OSE, and OHR and maintaining state-of-the-art technology with OHR.
The OHR is divided into two sections:
Employee Services: This section provides direct employee services. Responsibilities include: the administration of the DNR’s disability management program, which includes workers’ compensation, leaves of absence, the Family and Medical Leave Act, return to work alternatives, disability retirements and unemployment compensation; approving and processing employee payroll and benefits; and approving and coordinating the DNR hiring practices including recruitment, selection and classification issues.
Employment Relations: This section provides support services. Responsibilities include: administration of the DNR’s labor relations activities; supplemental employment requests; health screening and wellness programs; safety compliance; training, professional development; commercial driver’s license program; drug and alcohol testing program; DNR contractual services (CS-138) process; recognition programs; equal employment opportunity; anti-discrimination and harassment compliance; DNR policy/procedures development; forms development; and records retention.
Civil Service Commission Rules and Regulations:
Collective Bargaining Agreements:
21.21.00E - EQUAL OPPORTUNITY POLICY
(Revised 09/22/2004)
It is the policy of the DNR to employ qualified individuals throughout our organization, without regard to race, sex, color, religion, national origin, handicap, age or other categories protected by law. We are committed to promoting equal employment opportunity by employing and advancing persons based on merit, ability, and potential for development.
The MDNR is committed to reviewing all aspects of employment, including, recruitment, selection, retention, and promotion, to identify and eliminate barriers to providing all persons equal employment opportunity. The OHR is responsible for assisting management/supervisory personnel in achieving this goal and resolving problems should they occur.
The DNR is subject to both Federal and State statutes that prohibit discrimination in employment, and must abide by the rules and regulations as promulgated by funding agencies.
DNR Policy and Procedure:
22.00.01 - Discrimination & Accessibility in the DNR - Policy and Requirements
22.01-01 - Prohibited Employment Discrimination in the MDNR
21.21.00F - DNR ORGANIZATION CHART
(Revised 08/25/2004)
Click on this link to view the most recent Department of Natural Resources Organization Chart
21.21.01 - DNR WORK RULES
(Revised 03/27/2006)
SUPERSEDES
DNR Policy Procedures 21.21.01 dated 04/26/2004.
FORMS USED:
R 7050, Acknowledgement of Receipt and Compliance Agreement
WORK RULES
Work rules are promulgated by the DNR and describe the conduct expected of employees. It is the intent of these rules to define the conduct, responsibilities and obligations of employees and to assure the attainment of the DNR’s objectives through an orderly process.
The rules apply to all DNR staff members/employees, hereinafter called “employee(s),” without exception, regardless of level and title, union or non-union affiliation. It is the responsibility of employees to adhere to these rules, and the responsibility of supervisors/managers to administer these rules in a consistent and objective manner.
Violation of any of these rules, or knowingly allowing rules to be violated, may lead to counseling, and/or disciplinary action, ranging from reprimands to immediate dismissal. DNR policies and procedures discuss in more detail many of the areas covered by these work rules.
The following list of work rules serves to provide examples of situations for which an employee may be counseled or disciplined. This list is not all inclusive.
|All employees will: |
|Report to work promptly at the start of the shift, remain until the end of the shift, keep the supervisor apprised of whereabouts during work hours, and not |
|be habitually tardy or absent. |
|Report for work in appropriate attire, with appropriate grooming, and personal hygiene. |
|Observe time limits and scheduling of lunch periods, rest periods, or wash-up periods. |
|Give proper notice of absence and not be absent without supervisory approval. |
|Not use work time to conduct personal business. |
|Not engage in gross neglect of duty or willful idleness. |
|Work cooperatively with fellow employees and/or supervisors. |
|Treat others with courtesy and respect and not use profane language and/or gestures, or be disruptive. |
|Observe all health, sanitation, and safety rules and practices, including the use of protective clothing and equipment, and use of seat belts while driving |
|State vehicles or on State business. |
|Enforce and follow all DNR rules, regulations, policies, and procedures. Employees are required to report observed work rule violations to supervision. |
|Contribute to safe working conditions by reporting any unsafe conditions or work-related accidents to supervision. |
|Support, uphold, and obey all laws through their actions and personal conduct and not engage in conduct unbecoming a State employee, which could include |
|immoral and indecent behavior, or any conduct which arouses justifiable criticism of the employee, the DNR, or the State. |
|Demonstrate appropriate behavior toward supervision. This includes any action or failure to act, which shows an intentional disregard for authority, such as |
|a refusal or failure to follow supervisory instruction, direction, or a direct order. |
|Observe Civil Service Commission Rule 1-8 Prohibited Discrimination, and Civil Service Commission Regulation 1.03, Investigating Reports of Discriminatory |
|Harassment, and the DNR Policies/Procedures 22.00.01 - Discrimination & Accessibility in the DNR - Policy and Requirements and 21.21.19, Discrimination |
|prohibited. |
|Not make false or malicious statements concerning the DNR, its employees, other State employees, or members of the public. |
|Not engage in horseplay or other disruptive acts which could result in injury to persons or property. |
|Not engage in a course of conduct which would cause another individual to feel terrorized, frightened, intimidated, harassed or molested. |
|Not engage in fighting, physically assaultive behavior, or behavior which suggests the potential for violence, and not engage in or urge others to engage in |
|threatening behavior directed toward another individual, with the potential for violence, e.g. throwing objects, shaking fists, or intentional destruction of |
|property. |
|Not engage in physical violence or coercion, either attempted or actual, either implied or explicit, toward anyone, over job-related issues or while on duty, |
|while in “on call” status or on property owned or leased by the State, and report any act of violence or threatening behavior committed on property owned or |
|leased by the State, while on official State business or while engaged in work related activities and will cooperate in any investigation of violence or |
|threatening behavior. |
|Maintain appropriate conduct and behavior at all times when representing the DNR at a conference or function sponsored by the DNR or where the employee’s |
|attendance is paid for by the DNR. |
|Not engage in a strike, work stoppage, slowdown, or prohibited political activity in violation of federal and State statutes, either individually or as part |
|of a group. |
|Obtain appropriate approval for supplemental employment. |
|Not become involved in a conflict of interest or a potential conflict of interest situation. Employees will immediately report a conflict or potential |
|conflict of interest situation to supervision. |
|Not use a discount that is offered exclusively to the DNR as a governmental agency to obtain goods or services for personal use, nor misrepresent the intended|
|use of goods and services to be acquired through a government or employee discount for personal use, or accept, offer, or solicit gifts, favors, loans or |
|services from or to any individual or organization which could be construed as an incentive to provide more favorable treatment than others received. |
|Be subject to search when on property owned or leased by the State, to include but not limited to, their person, lockers, desks, work area, automobiles, and |
|other personal belongings. |
|Cooperate fully in any DNR investigation, and will not hinder or interfere with any authorized investigation by the DNR or any other lawful agency. |
|Properly use and/or possess DNR uniforms, identification cards, or badges. Employees will wear a DNR uniform only when on duty and in traveling to and from |
|the work site. Employees will not purchase, or consume alcohol while wearing a DNR uniform. DNR Uniform Policy 21.01.11 |
|Possess a valid Michigan driver’s license when driving in the course of duty on official State business. If the employee drives his/her personal vehicle on |
|official State business, the employee must possess a valid driver’s license and insurance. The employee must notify supervision of any change in the status |
|of his/her license immediately. |
|Hunt, fish, trap, or engage in any other recreational activity administered by the DNR with proper license, permit, or registration, as required by law. |
|Except when prohibited by law or a departmental work rule, be allowed to carry or possess a firearm inside a personal vehicle if the firearm is completely |
|unloaded, and enclosed in a case in a vehicle or carried in the trunk of the vehicle. The firearm must be carried in a reasonable manner in compliance with |
|all applicable laws, Civil Service Commission Rules and Regulations, departmental policies and work rules. |
|Immediately notify Human Resources, in writing, of any criminal conviction and/or pending felony charges against the employee, and will notify Human |
|Resources, in writing, of the final disposition of the charges. |
|Safeguard the security of State-owned facilities and other property, including authorized or proper use of keys, and report the loss of any keys immediately. |
|Will comply with the following acceptable use of State information technology resources, policies and procedures: |
|Comply with the State of Michigan Computer Crime Law (Public Act 53 of 1979 Fraudulent Access To Computers, Computer Systems, And Computer Networks (752.791 -|
|752.797)). |
|Use the MDNR computer system (as defined in Public Act 53 of 1979) to perform my job functions to the exclusion of all other purposes. |
|Not copy or infringe upon the rights granted to the owner of a product with a Copyright or Patent. |
|Safeguard and refrain from disclosing any confidential information in accordance with Civil Service Commission Rule 1.12.7, Conflict of Interest. |
|Comply with Civil Service Commission Rules 1-13 Patents and Inventions and 1-14 Copyrights for any property which I participated in the development of for |
|MDNR. |
|Comply with Department of Information Technology (DIT) Procedure 1460.00 IT Resources Acceptable Use, and DMB Procedures 1410.17 Michigan State Government |
|Network Security Policy . |
|Comply with DNR Policy/Procedure 18.05-01, Acceptable Use of Information Technology Resources in the DNR, as well as all of the MDNR Security Policies |
|regarding appropriate use of IT Resources, including but not limited to, computers, modems, telephones, cellular telephones, voice mail, two-way radios and |
|telefaxes. |
|Keep confidential the computer system passwords issued to me. |
|Complete the Information Technology (IT) Resources User Security Agreement (PR 7051.) |
|Not abuse, misuse or remove State property or equipment without authorization. This includes use of State property for personal gain, careless use, failure |
|to properly maintain, or the unauthorized alteration of State property. |
|Not falsify or attempt to falsify any records, reports or other documents. |
|Not improperly disclose, remove, or copy DNR records or documents containing Social Security Numbers, or violate the DNR Social Security Number Privacy |
|Policy. |
|Not improperly disclose, remove, or copy DNR records or documents, or improperly release confidential information, or knowingly release inaccurate or |
|incomplete information. |
|Not smoke or use smokeless tobacco products in State-owned vehicles or any office space owned or leased by the State, including State-owned/leased parking |
|lots or structures. |
|Not attempt to use, obtain or distribute illegal drugs or improperly obtained controlled substances while on duty, while in “on call” status, or on property |
|owned or leased by the State. |
|Inform the supervisor if taking a prescription or over-the-counter medication which may impair on-the-job effectiveness. |
|Submit to drug and alcohol testing requirements of CSC Service Rules and Regulations, federal regulations under the Omnibus Transportation Employees Testing |
|Act of 1991, DNR Work Rules, and/or applicable collective bargaining agreements. |
|The following are prohibited activities for all DNR staff: |
|Consuming or possessing alcohol while on duty. |
|Reporting for duty or being on duty with a blood alcohol concentration of .02 or greater percent by weight in the blood. |
|Possessing an open container of intoxicants or consuming any intoxicants while on duty (including break time) or in State workplaces. Employees will not |
|report for duty under the influence of intoxicants, as defined by Civil Service Commission Rules, while in “on call” status, or on property owned or leased by|
|the State. Off-duty employees attending functions at the |
|Ralph A. MacMullen Center must follow the Conference Behavior Policy 01.25. |
|The on-duty use or possession of a controlled substance except, where the use of the controlled substance is pursuant to the instructions of a physician. |
|Reporting for duty or being on duty with a prohibited level of drugs present in the bodily fluids, except where the use of the controlled substance is |
|pursuant to the instructions of a physician. |
|Refusal to submit to a required drug or alcohol test. Refusal to submit to an alcohol and/or drug test means any of the following: 1) failing to provide an |
|adequate sample without an adequate medical explanation, 2) engaging in conduct that obstructs the testing process, or 3) refusing to be tested. |
|Interfering with any testing procedure or tampering with any test sample. |
|A violation of subsection (a) or (b) above is just cause for disciplinary action, up to and including dismissal. |
|A violation of subsection (c), (d), (e), (f) or (g) above WILL result in dismissal |
|All DNR Personnel Must Complete and Sign the |
|Acknowledgment of Receipt and Compliance Agreement (R7050) |
|To access and complete the R7050: |
|1. Open MSWord, |
|2. Click on “File”, “New”, “general templates” |
|3. Click on the ”HR” tab, and select the file R7050_.. |
21.21.02 - EMPLOYEE INFORMATION
(Revised 04/26/2004)
Policies and procedures for the DNR employees are located in the DNR Policy/Procedure and in the Collective Bargaining Agreements. The entire Personnel Manual is available on the DNR intranet. Collective Bargaining Agreements are available on the Office of State Employer Web site.
DNR Policy/Procedure:
Collective Bargaining Agreements:
For your information the following sections are only an overview of selected policies and procedures. Questions on policies or procedures should be discussed with a supervisor.
A violation of policies or procedures may be cause for disciplinary action.
21.21.03 - ACCIDENTS, PERSONAL/MOTOR VEHICLE
(Revised 04/26/2004)
Personal Injury - All injuries sustained during working hours should be reported to the supervisor without delay. If necessary, the employee will be sent to a doctor or hospital.
Supervisors must report on-the-job injuries. Prompt reporting of any accident, regardless of how minor it may appear, safeguards their rights to any medical or hospital compensation to which they may be entitled as a result of their injury.
Motor Vehicle Collisions - Employees must contact their supervisor as soon as possible if involved in a collision or traffic crash while driving a motor vehicle on official state business. Employee must follow the appropriate DNR reporting policy and procedures. The employee’s supervisor is responsible for reporting the collision or traffic crash for the employee if the employee is unable to do so.
While driving a state-owned vehicle, the State Fleet Policy gives them the No-Fault insurance coverage required under Michigan law. It includes “personal protection,” “property protection,” “residual liability,” and “limited collision.”
The employee should be aware that “limited collision” means that the state policy covers damage to the state-owned vehicle only when the other vehicle driver is at fault in the crash and when the driver of the state car is not at fault. Also, personal property in a state vehicle is not protected by the state’s insurance policy.
When employees drive their own vehicle on state business, their personal No-Fault insurance carrier provides them basic protection. However, the state’s “residual liability insurance” will apply as an excess coverage beyond the limits of their liability insurance.
Employees are required to have a valid driver’s license in their possession when driving a vehicle on state business. If an employee is a Commercial Drivers License (CDL) holder and is performing a safety sensitive function and is involved in an accident, they should promptly report the accident to their supervisor, who will provide them with further instructions on drug and alcohol testing requirements.
21.21.04 - ADMINISTRATIVE LEAVE
(Revised 04/26/2004)
Administrative leave may be granted for some absences for which annual, sick, or other leave with pay is not appropriate. Administrative leave requires advance supervisory approval. While not limited to the following, administrative leave may be approved in the following instances:
(1) Jury Duty
(2) Witness Duty - if subpoenaed, in connection with work-related litigations in which they do not stand to personally profit
(3) Blood Donation - to individuals, hospitals and the American Red Cross
(4) Pre-induction military physicals, including reasonable travel time.
(5) To participate in an arbitration, unemployment hearing, CSC Technical Appeal and Workers Compensation hearing
(6) Grievance hearings - for an aggrieved employee, their representative and any necessary witness during the formal steps of the grievance procedure. Administrative leave is not authorized for grievance investigation and/or preparation for the grievance conference unless permitted by a Collective Bargaining Agreement
(7) Conferences – attendance to authorized professional and technical conferences
(8) State of Michigan retirement seminars
(9) Interviews - To cover the employee’s absence for interviews in connection with a requested transfer, reassignment or promotion within the DNR, provided reasonable notice has been given to their supervisor. The employee must pay their own travel expenses to such interviews.
DNR Policy/Procedure:
Civil Service Commission Rules & Regulations:
Collective Bargaining Agreements:
21.21.05 - ALTERNATE WORK SCHEDULES
(Revised 12/14/2007)
The standard work week for most DNR employees is a 40-hour week from Monday through Friday, 8:00 a.m. to 5:00 p.m., with a daily unpaid lunch hour. Any other schedule would be considered an alternate work schedule requiring management approval.
The primary consideration in determining whether an alternative work schedule should be utilized is its impact on effective and efficient service to the general public. Another important objective is to enhance the attractiveness of the employee’s work experience. When management, at its discretion, makes available alternate work schedules, employees will have the option of participating in an approved work schedule or remaining on the standard schedule of work hours, unless labor contracts or the structure of work prevents selection of an option. Work schedules, whether standard or adjusted, must be, in all cases, in the best interest of the State, Fair Labor Standards Act, and consistent with CSC Rules and Collective Bargaining Agreements.
DNR Policy/Procedure: 21.01.03 Alternate Work Schedule
Civil Service Commission Rules & Regulations:
Collective Bargaining Agreements:
21.21.06 - ANNUAL LEAVE
(Revised 03/03/2008)
A career employee accrues annual leave for each completed 80 hours of continuous service in accordance with the annual leave table established by CSC. An employee paid for less than 80 hours in a bi-weekly pay period is entitled to a prorated amount of annual leave.
A new permanent employee is not eligible to use their accrued annual leave, until they have completed 720 hours in their appointment.
An employee may use annual leave only with prior approval of the supervisor. Compensatory time must always be used first (in lieu of annual leave), unless the employee is at or near the maximum allowable accumulation level. An employee also has the option of using annual leave in lieu of sick leave to cover an absence for which sick leave credits are normally used.
Annual leave is credited at the end of the bi-weekly pay period in which the 80 hours of paid service is completed and is available for use in subsequent pay periods. Annual leave credits shall not be used to extend employment. An employee cannot resign/retire while on annual leave. Compensatory time, deferred hours, personal, and initial leave are to be administered in the same manner as annual leave.
|Years of Service |Hours of Annual Leave Accrued |Maximum Accumulation (total hours of annual and |
| |(for 80 hours of service) |personal leave) |
|Less than 1 |4.0 |296 |
|1 - 5 |4.7 |296 |
|5 - 10 |5.3 |311 |
|10 - 15 |5.9 |326 |
|15 - 20 |6.5 |341 |
|20 - 25 |7.1 |346 |
|25 - 30 |7.7 |356 |
|30 - 35 |8.4 |356 |
|35 - 40 |9.0 |356 |
|40 - 45 |9.6 |356 |
|45 and above |10.2 |356 |
DNR Policy/Procedure:
Civil Service Commission Rules & Regulations:
21.21.07 - ANNUAL LEAVE PAYOFF
(Revised 04/26/2004)
The employee shall be paid for the balance of unused annual leave at the employee’s last rate of pay if the employee resigns or is terminated after having completed 720 hours of creditable service.
When an employee retires, the employee is paid for the balance of unused annual leave at the employee’s last rate of pay. Payment for unused annual leave up to 240 hours will be included in the final average compensation for purposes of calculating retirement benefits.
Annual leave shall not be used to extend employment. An employee may not resign or retire while on annual leave.
When an employee dies, the designated beneficiary shall be paid the balance of unused annual leave at the employee’s last rate of pay.
DNR Policy/Procedure:
Civil Service Commission Rules & Regulations:
21.21.08 - ANTI-HARASSMENT POLICY
Revised 03/27/2006
In accordance with State and Federal law, the DNR shall not deny an opportunity for program participation, service or universal access to all of Michigan’s Natural resources, to anyone on the basis of race, color, national origin, religion, disability, age, sex, height, weight marital status, sexual orientation, genetic information or partisan consideration.
References:
• DNR Policies/Procedures
• 22.00.01, Discrimination & Accessibility in the MDNR - Policy and Requirements
• 22.00-03, Processing Discrimination & Accessibility Complaints for Members of the Public
• 22.01-01, Prohibited Employment Discrimination in the MDNR
• Civil Service Commission Rule 1-8, Discrimination prohibited
• Civil Service Commission Regulation 1.03, Investigating Reports of Discriminatory Harassment
#21.21.19 - Discrimination and Discriminatory Harassment Policy in the Department of Natural Resources (DNR)
21.21.09 - APPOINTMENT TYPES
(Revised 04/26/2004)
Appointment types define an employee’s benefits. Any questions on employee appointments should be directed to the supervisor.
Full-time refers to employees who work 80 hours in a bi-weekly pay period.
Part-time refers to employees who work a set number of hours less than 80 hours in a bi-weekly pay period. Employees generally work the same number of hours each pay period.
Permanent–Intermittent (PI) refers to employees who work from 0 (zero) to 80 hours in a biweekly pay period based on operational need. Employee schedule may vary every pay period.
Seasonal refers to employees who generally work 80 hours in a bi-weekly pay period for specific parts of the year, based on the operational needs. By definition, a seasonal employee shall be laid off at least one pay period per year.
Limited term refers to an employee who is employed for a specific duration up to two years. The employee could be required to work a full-time, permanent intermittent or part time schedule during the duration of employment; however, the DNR reserves the right to terminate the position at an earlier date for administrative efficiency.
Non-career refers to employees whose work may last from 719 to 1040 hours (depending on Collective Bargaining Agreement) per calendar year. The length and duties are determined by operational needs. Non-career employees are not eligible for benefits.
Emergency Appointment refers to the immediate, short-term filling of an unforeseen vacancy. The appointment is limited to 30 calendar days.
DNR Policy/Procedure:
Collective Bargaining Agreements: /0,1607,7-147-6877---,00.html
21.21.10 - ATTENDANCE AND PUNCTUALITY
(Revised 04/26/2004)
Hours of Work – The standard work week for most DNR employees is a 40-hour week from Monday through Friday, 8:00 a.m. to 5:00 p.m. with a daily unpaid lunch hour. However, the employee’s daily work schedule may be determined locally and could vary from the standard. In some divisions, the work week includes weekends.
An employee is expected to perform their duties during specified hours with time off for lunch at specified times.
Rest Periods – Rest periods are allowed to provide a break from the normal work assignment during the first and second four hours. Rest periods of 15 minutes which are generally taken at mid-morning and mid-afternoon are not cumulative. Time limits on these rest periods should be respected. Each supervisor has the responsibility to schedule rest periods so service to the public and office coverage is not disrupted.
Tardiness – Employees are expected to be at their work station ready to begin work at the start of their shift. Employees reporting late for work can be charged annual leave or lost time in increments of tenths of hours. Habitual tardiness is also grounds for the supervisor to take appropriate disciplinary action.
Absenteeism – All employees are essential for the DNR to accomplish its mission of service to the public. If an employee is absent, their job must be performed by fellow workers or held until they return .A good record of punctuality and attendance is a necessity. If any unforeseen difficulty or delay prevents an employee from reporting to work, it is the employee’s responsibility to notify the supervisor or designated alternate within one hour after their shift begins.
Absence-Unauthorized
An unauthorized absence from work is an absence without pay (lost time) and may be grounds for disciplinary action or even dismissal. An employee is on an unauthorized leave when they do not report for work as scheduled, and:
(1) Has not obtained advance approval to use annual leave or sick leave;
(2) Fails without adequate reason to contact his/her supervisor and explain his/her emergency use of sick leave or annual leave;
(3) Gives an unacceptable explanation for his/her absence;
(4) Is absent from work after their request for leave is denied.
21.21.11 – BENEFICIARIES
(Revised 04/26/2004)
At the time of hire, employees are given a number of beneficiary forms which are kept on file in the OHR. These forms include beneficiaries for:
- last paycheck which includes annual leave, and pro-rated longevity, sick leave, compensatory time, and deferred hours, if eligible
- retirement
- life insurance
- accident insurance
- deferred compensation
- savings bonds
It is important that beneficiaries are kept current.
In the event of the employee’s death, beneficiaries will be paid in accordance with the latest signed documents on file. To update beneficiaries, employees will need to contact OHR for new forms or go to Employee Self Service.
Employee Self Service:
21.21.12 - CIVIL SERVICE EXAMINATIONS
(Revised 04/26/2004)
The examination process is an essential part of the CSC “Merit System” which aims to give a fair and equal consideration to all job applicants and candidates. Examinations are designed to objectively measure a candidate’s qualifications for a particular classification.
Examinations are given on a regularly scheduled basis or in response to staffing needs. In order to be considered for any particular examination, applicants seeking initial employment and employees desiring entry into different classes or levels are required to submit an exam-specific application to CSC. Applications are evaluated for experience, education and job interests.
Specific information about the examination process is published in the Examination Administration Schedule. This schedule includes information regarding the examination title and number, method and classifications included.
Civil Service Commission Rules & Regulations:
21.21.13 – COMMERCIAL DRIVER’S LICENSE (CDL) DRUG AND ALCOHOL TESTING
(Revised 08/08/2007)
The State of Michigan is mandated by the U.S. Department of Transportation OMNIBUS Transportation Employee Testing Act (OTETA) of 1991, to institute a drug and alcohol testing program for employees who are required to carry a Commercial Drivers License (CDL).
The DNR Drug and Alcohol Testing Program was effective January 1, 1995. The Drug and Alcohol Testing Coordinator (DATC) of the program is the DNR Safety Compliance Officer.
The DNR is required to test CDL holders in the following areas:
• Pre-Employment
• Random
• Post-Accident
• Reasonable Suspicion
• Return to Duty/Follow-up
DNR Policy/Procedure 21.19.04 - Commercial Driver's License (CDL) - Drug and Alcohol Testing Program
21.21.14 - CONDUCT OF EMPLOYEES
(Revised 04/26/2004)
Each person who visits an office or facility of the DNR, or communicates with DNR in writing or by telephone, is entitled to prompt and courteous service. If DNR employees’ assignments require that they visit sites or facilities regulated by the DNR, they are to extend the same courteous treatment.
21.21.15 - CONFIDENTIAL INFORMATION
(Revised 04/26/2004)
An employee of the DNR occupies a position of trust, and must not divulge confidential information contained in the records and files of this DNR, except to other employees who may need such information in connection with their duties and in accordance with proper DNR procedures. The employee may not use their official position or confidential information acquired in the course of official duties to further their personal interests, or to secure privileges or exemptions for themselves or others.
21.21.16 - CONFLICT OF INTEREST
(Revised 04/26/2004)
In accordance with CSC Rules, a DNR employee shall not create, or allow to be created, a situation in which they are or appear to be in conflict of interest with the DNR duties or responsibilities.
Employee conduct must represent the DNR positively and their private activities must not, in fact or appearance, conflict with any of their official responsibilities or violate any of the laws, rules and regulations that the DNR is responsible to uphold.
DNR Policy/Procedure:
Civil Service Commission Rules & Regulations:
21.21.17 – CORRECTIVE ACTION
(Revised 04/26/2004)
When an employee’s conduct or performance is not acceptable, corrective action may be taken in accordance with State of Michigan DNR rules or the applicable Collective Bargaining Agreements.
Corrective action consists of informal and formal counseling, as well as the disciplinary actions of written reprimand, suspension, interim service ratings, demotion and dismissal. All disciplinary action shall be based upon just cause.
Corrective action will normally be progressive in nature, with supervisors attempting to resolve problems constructively through informal or formal counseling before invoking discipline; however, discipline may be started at the step appropriate to the seriousness of a specific incident of misconduct or situation of less than satisfactory performance. Disciplinary action is subject to the applicable grievance procedure.
DNR Policy/Procedure:
Collective Bargaining Agreements:
21.21.18 – DEMOTIONS
(Revised 03/03/2008)
A demotion is the movement of an employee to a position at a lower level. A demotion may occur when:
(1) An employee is not performing in a satisfactory manner. (See CSC Rule 2-10.3, A and B)
(2) An employee requests this type of transfer and it is approved by the Appointing Authority;
(3 The employee’s current position is abolished due to a lack of funds or a lack of work;
(4 An employee is displaced by another employee with more seniority during a reduction in force;
(5 An employee is displaced by the return to duty of another employee from a leave of absence.
A demotion may be voluntary or involuntary.
DNR Policy/Procedure:
Civil Service Commission Rules & Regulations:
21.21.19 - DISCRIMINATION AND DISCRIMINATORY HARASSMENT POLICY
(Revised 03/27/2006)
Supersedes
DNR Policy/Procedure / Handbook (dated 04/26/2004)
• 21.21.08 - Anti-Harassment Policy (dated 04/26/2004)
• 21.21.19 - Discrimination (dated 04/26/2004)
• 21.21.65 - Sexual Harassment (dated 04/26/2004)
In accordance with State and Federal law, the DNR shall not deny an opportunity for program participation, service or access to Michigan’s Natural resources, to anyone because of his/her race, religion, color, sex, national origin, age, height, weight, marital status or disability.
The DNR prohibits illegal Discrimination. The DNR shall not:
(a) Fail or refuse to hire, recruit, or promote; demote; discharge; or otherwise discriminate against a person with respect to employment, compensation, or a term, condition, or privilege of employment, because of religion, race, color, national origin, age, sex, height, weight, marital status, partisan considerations, sexual orientation, or a disability or genetic information that is unrelated to the person’s ability to perform the duties of a particular job or position.
(b) Limit, segregate, or classify an employee or applicant for employment in a way that deprives or tends to deprive the employee or applicant of an employment opportunity or otherwise adversely affects the status of an employee or applicant because of religion, race, color, national origin, age, sex, height, weight, marital status, partisan considerations, or a disability or genetic information that is unrelated to the person’s ability to perform the duties of a particular job or position.
Discriminatory harassment
In accordance with Civil Service Commission Rules and Regulations the DNR prohibits Discriminatory harassment (either intentional or unintentional) and prescribes procedures by which allegations may be filed, investigated and adjudicated. The DNR also requires supervisory personnel to be responsible for monitoring such activity so that the work environment is free from discriminatory harassment.
Discriminatory harassment includes any actions which belittle or show hostility to an individual due to that person’s race, color, national origin, disability, gender, age, religion, height, weight, health or medical conditions to include pregnancy or marital status, where such conduct has the purpose or effect of causing or creating an offensive environment.
All DNR employees have an ethical, professional, and legal obligation to refrain from such conduct. DNR Employees who engages in discriminatory harassment may be disciplined by the appointing authority, up to and including dismissal.
As defined in Civil Service Commission Rule 9-1, Discriminatory harassment, means unwelcome advances, requests for favors, and other verbal or physical conduct or communication based on religion, race, color, national origin, age, sex, height, weight, marital status, partisan considerations, disability, or genetic information under any of the following conditions:
(a) Submission to the conduct or communication is made a term or condition, either explicitly or implicitly, to obtain employment.
(b) Submission to or rejection of the conduct or communication by a person is used as a factor in decisions affecting the person’s employment.
(c) The conduct or communication has the purpose or effect of substantially interfering with a person’s employment or creating an intimidating, hostile, or offensive employment environment.
References:
• DNR Policy/Procedure 22.01-01 – Prohibited Employment Discrimination in the DNR
• Civil Service Commission Rule 1-8, Discrimination prohibited
• Civil Service Commission Regulation 1.03, Investigating Reports of Discriminatory Harassment
21.21.20 - ELECTRONIC FUND TRANSFER (EFT)
(Revised 04/26/2004)
The net salary or wages of employees hired after October 1, 2002 is required to be paid by direct deposit via EFT by CSC Rule 5-15 Electronic Funds Transfer (EFT) effective October 1, 2002,.
This Rule also stipulates that failure to comply will result in the employee’s separation, unless the appointing authority has approved an employee’s request to waive the requirement or the employee is hired for a position expected to last less than a four week period.
DNR Policy Procedure 21.05.02
Civil Service Commission Rules and Regulations:
21.21.21 - ELECTRONIC MAIL AND INTERNET ACCESS
(Revised 04/26/2004)
The utilization of DNR e-mail and internet access software is for the sole purpose of assisting employees in performance of official duties and responsibilities.
Employees should have no expectation of privacy when communicating via these forms of media.
Failure to comply with DNR policies may result in discipline up to and including criminal or civil action, and/or dismissal.
DNR Policy/Procedure:
DNR Policy/Procedure:
21.21.22 - EMERGENCY CONDITIONS
(Revised 04/26/2004)
The Department of Natural Resources has established the DNR Emergency Management Response Team. The Team is responsible for coordinating the Department’s response during emergency situations, through development of a Site Emergency Plan, and in accordance with the provisions of the collective bargaining agreements.
The intent of the Local Site Emergency Plan is to establish procedures to provide for the safe and prompt evacuation of all employees in DNR facilities to secure areas, in the event of an emergency that may endanger the safety of employees and/or visitors.
DNR Policy/Procedure:
21.19.08 - DNR Emergency Management Response Plan Policy
DMB Administrative Guide:
POLICY 0240 Emergencies/Disasters 0240.01 General or isolated emergencies
21.21.23 - EMPLOYEE MAIL
(Revised 04/26/2004)
All employee personal mail shall be addressed to their home. All mail received by the DNR which is not clearly marked “Personal” is subject to being opened by DNR staff responsible for sorting and distributing mail.
21.21.24 - EMPLOYEE SELF SERVICE
(Revised 04/26/2004)
Employee Self Service is an employee’s electronic internet account of personal information. Since not all employees may have computer access at work, Employee Self Service is available on the internet 24/7 from any computer with access to the World Wide Web.
On Employee Self Service, employees are able to view earning statements, leave balances, insurance coverage and employee’s work history.
Many personal items, including address, insurance coverage and electronic fund transfers may be added or changed on line.
Instructions and a password will be sent to the employee’s home address within 30 days of hire.
Questions on Employee Self Service should be addressed to the supervisor.
Employee Self Service:
21.21.25 - EMPLOYEE SERVICES
(Revised 04/26/2004)
State Police/OFFICE OF BEHAVIORAL SERVICE
Office of the State Employer/EMPLOYEE SERVICE PROGRAM
The DNR encourages employees with work-related or personal concerns to avail themselves of the counseling provided by the [pic]Office of Behavioral Science (OBS) or Employee Service Program (ESP). These programs are sponsored by the Department of State Police and Office of the State Employer (OSE), and are able to assist employees and their families with personal problems such as money, chemical dependency, child rearing, death of a loved one, job stress, marital problems, etc. Contact with OBS or ESP can be made by the employee, a supervisor, or OHR will be glad to make the initial contact for the employee. The problem will then be assessed and referral will be made for appropriate services as needed. All assistance through OBS or ESP is confidential.
Department of State Police,Office of Behavioral Science (OBS)
Office of the State Employer, Employee Service Program (ESP)
21.21.26 - GIFTS AND FAVORS
(Revised 04/26/2004)
State employees may not offer to give any person treatment beyond that which is generally given to the public at large. In addition, they may not accept loans, gifts, money, goods, services or other personal benefits under any circumstances. All persons they serve must be aided to the best of their ability without regard to age, race, creed, sex, handicap, national origin, political belief, and social or economic status.
DNR Policy/Procedure:
21.21.27 – GRIEVANCES
(Revised 04/26/2004)
Grievance procedures and forms for non-exclusively represented employees (NEREs) are available in the OHR.
DNR Policy Procedure 21.06.09 - Grievance Process - NERES
Grievance procedures for exclusively represented employees are described in the Collective Bargaining Agreements. Grievance forms are available from the union.
Office of State Employer
21.21.28 - HEALTH MONITORING
(Revised 04/26/2004)
State law requires the DNR to provide health monitoring for all employees that may be exposed to hazardous materials. The annual physical exams that are the core of this monitoring program are voluntary on the part of the employee, but are highly recommended. In addition, the issuance of certain personal protective equipment to employees requires mandatory participation in a physical examination to ensure that employees are able to properly use the equipment. Time off is provided for the examinations and all examination costs are paid for by the DNR.
21.21.29 – HOLIDAYS
(Revised 09/22/2006)
The holidays presently observed by all state departments are:
|• New Year’s Day |January 1 | |• Veterans Day |November 11 |
|• Martin Luther King Day |Third Monday in January | |• Thanksgiving Day |Fourth Thursday in November |
|• Presidents’ Day |Third Monday in February | |• Day after Thanksgiving |Fourth Friday in November |
|• Memorial Day |Last Monday in May | |• Christmas Eve |December 24 |
|• Independence Day |July 4 | |• Christmas Day |December 25 |
|• Labor Day |First Monday in September | |• New Year’s Eve |December 31 |
|• Election Day |First Tuesday in November | | | |
| |during even numbered years | | | |
A holiday that falls on Saturday shall be observed on the preceding Friday. A holiday that falls on Sunday shall be observed on the following Monday. Employee must be in full-pay status on the work day immediately before and after the holiday to be eligible for holiday pay. An unapproved absence the day before or after a holiday means they will not be paid for the holiday.
21.21.30 – IDENTIFICATION CARDS (IDs)
(Revised 04/26/2004)
DNR employees must wear a photo Identification card (ID) while on duty, and while conducting DNR business inside or outside of DNR offices. The ID card is to be visibly displayed on the employee’s upper torso during normal work hours. Employees may be issued an ID card (Access Card) that allows them access to "secured" areas and/or DMB parking.
DNR Policy/Procedure:
21.21.31 - INITIAL LEAVE HOURS
(Revised 04/26/2004)
Upon entry into permanent classified service, an employee is credited with 16 hours of initial leave. These 16 hours are available for immediate use with prior approval of supervisor. A new permanent employee is not eligible to use their accrued annual leave, other than the initial 16 hours grant, until they have completed 720 hours in their initial appointment. Initial leave is to be approved and/ or used in the same manner as annual leave.
21.21.32 - INSURANCE COVERAGE
(Revised 04/26/2004)
Career employees with an appointment of 719 hours or more (except Student Assistants who can work up to 2080 hours), are offered a variety of benefits that include Health Insurance, Dental Insurance, Vision Insurance, Accidental Death Benefit, and Long-Term Disability Insurance. Brochures, paper or electronic, explain the coverage available.
Employees must decide to enroll within the first thirty (30) days of their employment, or wait for a subsequent open enrollment period. Open enrollment periods for all state sponsored insurance programs are not regularly scheduled, but usually take place every twelve to twenty-four months. Dependents must be enrolled on the same basis as the employee, within thirty-one days after they become dependents. It is essential that the employee make the necessary changes in coverage within the 30 day period following a marriage, birth or adoption. If additions are not made during that period, they must wait until an open enrollment period.
Coverage change forms may be requested on Employee Self Service.
DNR Policy/Procedure:
Civil Service Commission Rules & Regulations:
Employee Self Service:
21.21.33 - INSURANCE PREMIUMS
(Revised 04/26/2004)
The employee’s portion of insurance premiums is deducted from the bi-weekly paycheck.
Whenever employees are off the payroll, insurance premiums cannot be deducted from their paycheck. In order to continue the employee’s insurance coverage during the times they are off payroll, they will need to complete a Consolidated Omnibus Budget Reconciliation Act (COBRA) form available from Employee Self Service or OHR. Employees will then be billed for the employee and the state portion on a monthly basis.
Failure of an employee to continue payments while off the payroll will result in a break in insurance coverage.
DNR Policy/Procedure:
Civil Service Commission Rules & Regulations:
Employee Self Service:
21.21.34 - JURY DUTY
(Revised 08/31/2004)
SUPERSEDES
• DNR Department Procedure 6109.9, dated 1/1/1977
State employees are not exempt from service as jurors. If an employee receives a jury duty summons, they should notify their supervisor immediately. While serving on jury duty, the employee will be granted administrative leave (time off with full pay for necessary hours) provided they turn over to the DNR any jury duty pay they receive from the Court, excluding any travel allowance.
A DNR employee may not use a state vehicle or be reimbursed by the DNR for travel allowance while on jury duty.
A DNR employee may use annual leave (up to the total they have accumulated) during the period they are on jury duty. A DNR employee is permitted to retain their jury duty pay if they have used annual leave for jury duty.
An employee serving as a juror is expected to report for work during any regularly scheduled work hours in which attendance in court is unnecessary.
DNR_PolicyProcedures 21.03.01 - Administrative Leave
21.21.35 - LEAVES OF ABSENCE
(Revised 04/26/2004)
Eligible employees of the DNR may apply for several types of leaves of absence, including, but not limited to, Education, Medical, Family Care, Parental, Waived Rights and Military, by submitting a leave of absence application. Depending upon the type of leave granted it may be with or without pay.
FAMILY MEDICAL LEAVE ACT
The Family and Medical Leave Act (FMLA) was voted into law on February 5, 1993. Upon written request, an eligible employee may request a non-paid, twelve week (480 hour) leave within a twelve-month period for reasons of:
- parental leave (birth, adoption, formerly maternity/paternity leave),
- family leave (illness of child, spouse or parent)
- or medical leave (employee’s own illness).
FMLA leaves are credited concurrently with existing leave entitlements and worker’s compensation claims.
Further questions on FMLA and leaves should be addressed to the DNR Disability Manager, OHR.
MEDICAL CERTIFICATION
Medical certification of an employee’s illness is required before a medical leave of absence is approved. The medical statement shall include diagnosis, prognosis and estimated return to work date.
When the employee is ready to return to work, they will also need to provide their supervisor with a medical release from the doctor.
Medical certification may also be requested when there is considerable unexpected or extensive sick leave usage which exceeds five days. The cost of such certification will be borne by the employee.
MEDICAL LEAVE
Employees who have depleted their sick leave and remain unable to work due to personal illness, injury or temporary disability may be granted a medical leave without pay for up to six months.
MILITARY LEAVE
A Military Leave of Absence without pay is granted to any employee who enlists or is drafted into military service. Such employees have the right to return to their former job within six months from the date of their release from active duty. State service credit shall be allowed for the period of the leave. An employee who voluntarily reenlists, rather than accept discharge upon completion of their tour of active duty, shall be deemed separated from state service. They should obtain the necessary forms and submit them to the OHR for approval, prior to going on military leave.
MILITARY LEAVE - TEMPORARY
Military leaves of absence for a temporary tour of duty (up to 15 scheduled work days in any one fiscal year) are granted to state employees who are members of the National Guard, the reserves or other recognized branches of the military service. It does not cover any time over and above the 15 days (such as travel time to and from camp or point of embarkation). Such additional time must be taken from annual leave or be deducted from the employee’s regular salary.
If they are a reservist or member of the National Guard, and are called for emergency purposes, up to 30 calendar days of administrative leave of absence is allowed. Complete the necessary form and submit their request for military leave of absence, along with a copy of the document ordering them to report for duty, to the OHR.
To receive their regular state pay while serving temporary or emergency military duty, they must submit their military pay (up to the amount of their state pay) to the DNR for all scheduled work days they are on temporary leave for military duty. (Employees have the option of using annual leave for this period and retaining all military pay.)
MISCELLANEOUS LEAVE
The DNR may grant a leave of absence to work on special studies or committees with outside agencies, to accept an unclassified position, or for personal reasons, etc. Before completing a Leave of Absence form, an employee should submit a memorandum, through channels, giving pertinent information regarding the leave requested, such as: duration of the leave, purpose for which leave is requested, effect of employee’s absence on the work unit, benefits to the DNR, etc. If the leave is to work for another agency, state or federal, a copy of the letter requesting the services of the employee should be attached.
The memorandum shall be reviewed by supervisor and forwarded to the OHR with recommendations. Approval is based on the merits of the request and the concerns of the agency.
PARENTAL LEAVE
Parental leave means an approved absence of up to 6 months because of the birth or adoption of a child of the employee and to care for the child or an approved absence of up to 12 workweeks for foster care placement of a child with the employee.
Civil Service Commission Regulations 2.03:
WAIVED RIGHTS LEAVE of ABSENCE
Occasionally employees must terminate for reasons beyond their control, such as the transfer of a spouse or enrollment of a child in school. The Waived Rights Leave of Absence may be granted for up to six months with possible extension of up to six additional months, without pay, upon receipt of a written request indicating the reason for the request.
Employees granted this type of leave of absence do not have the right to return to their former position, but will have the continuous nature of their employment protected. They may return to a position in state service at the discretion of the hiring agency.
All requests for leave should be initiated with the immediate supervisor and must have the following statement:
“I understand that this leave is granted for the sole purpose of protecting my continuous service record and I waive all rights to return to employment at the expiration of the leave.”
Leave requests should be processed through supervisory channels and the OHR.
DNR Policy/Procedure:
Civil Service Commission Rules & Regulations:
21.21.36 - LEGAL REPRESENTATION
(Revised 04/26/2004)
An employee of the DNR, has the right to legal representation by the Department of Attorney General, or its designee, as determined by the provisions of Act No. 170 of the Public Acts of 1964, as amended, and the rules of the CSC.
DNR Policy/Procedure:
Civil Service Commission Rules & Regulations:
21.21.37 - LONGEVITY PAY
(Revised 04/26/2004)
Career employees become eligible for longevity pay after they have completed 12,480 hours of current continuous, satisfactory employment. There are seven levels of longevity pay: 12,480 hours, 20,800 hours, 29,120 hours, 37,440 hours, 45,760 hours, 54,080 hours, and 62,400 hours of service (to determine number of years of longevity, divide these figures by 2080 hours).
Longevity credit is also given for up to 10,400 hours of honorable, active duty in the armed forces, and for employment in non-elective exempted and excepted positions in state employment which immediately preceded or interrupted state classified employment.
DNR Policy/Procedure:
Civil Service Commission Rules & Regulations:)
Civil Service Commission Rule 5-8, Regulation 5.05
21.21.38 - LOST TIME
(Revised 04/26/2004)
Employees are charged with “lost time” when the employee is absent from work and does not have approved leave credits to cover their hours of absence. All lost time is subject to progressive corrective action and can result in dismissal from state service. Supervisors do not have authority to approve lost time. Only the DNR Appointing Authority and the Human Resources Director can approve lost time.
All instances of lost time affect hours toward step increases, longevity, seniority, retirement and result in loss of wages.
DNR Policy/Procedure:
21.21.39 - MILITARY CREDIT
(Revised 04/26/2004)
Under CSC Rules, a permanent classified employee shall be eligible for up to five years special credit for longevity and annual leave for honorable service in the Armed Forces of the United States. Only active service for which the veteran has received an honorable discharge shall be creditable.
It is the employee’s responsibility to provide a copy of their military discharge papers (DD 214) within 720 hours of hire, for grant of additional service credit to be retroactive to the date of hire. If the employee does not provide documentation within the 720 hours period, credit will not be given retroactively, but will be credited as of the first day of the pay period in which the document was received in OHR.
Military time does not count toward seniority; it does not count toward Defined Benefit (Code 04) retirement unless it is purchased; and it does not count at all toward Defined Contribution (Code 40) retirement.
21.21.40 - ORGANIZATIONAL MEMBERSHIPS
(Revised 04/26/2004)
DNR-sponsored employee membership in organizations of local, regional or national scope must have DNR Chief Deputy approval.
DNR Policy/Procedure: 01.02-02 - Membership in Associations and Organizations
21.21.41 - OVERTIME/COMPENSATORY TIME
(Revised 02/25/2008)
Approved overtime work is paid at the rate of time and one-half as provided by CSC regulations and schedules or by labor contracts with recognized employee organizations. Under specified conditions, compensatory time may be accrued in lieu of overtime.
DNR Policy/Procedure:
21.21.42 - PARTIAL TUITION REFUND PROGRAM
(Revised 09/01/2004)
The DNR sponsors a Partial Tuition Refund Program for employees who seek to further their education through courses which will enhance job performance or career opportunities within the DNR. Each Bureau, Division and Office (B/D/O) in the DNR determines whether they will offer the program based on the availability of funds. Employees covered by a collective bargaining agreement must refer to their respective agreement for partial tuition refund eligibility requirements and guidelines.
For Non-Exclusively Represented Employees (Nerves), a 50 percent refund will be issued for tuition, books and lab fees, for two courses per term or semester taken on the employee's own time. The course must be job related and/or provide for career development. The employee must be full-time with status to be eligible. A "Partial Tuition Refund Application (R7003E)" must be processed within 30 days of the course starting date. Late requests will not be honored.
Refunds are paid after the completion of the course with a minimum grade of "C" for undergraduate work and a minimum grade of "B" for graduate work. Details of the process are found on the application form.
The Michigan Professional Employees Union has a separate program which may provide funds for professional development purposes in that collective bargaining agreement. The CSC also has a Professional Development Fund which may be accessed by non-union employees, if their B/D/O does not fund reimbursement. For additional information, contact Human Resources.
DNR Policy/Procedure 21.01.22 - Partial Tuition Refund Programs
Collective Bargaining Agreements:
NERE Professional Development Funds:
21.21.43 - PAY DAYS
(Revised 04/26/2004)
An employee will be paid on the second Thursday of each pay period for the hours worked during the preceding pay period.
The paycheck covers an 80-hour period which ends eleven calendar days before payday. The time lag allows time keeping units an opportunity to submit time reports and allows Divisions time to process the payroll. Because of the procedures, employees will not receive their first paycheck until after one pay day has passed. Pay checks are not to be cashed prior to the date on the check.
Check statements contain information regarding a variety of data pertinent to their employment and benefits. It is the employee’s responsibility to review the statement regularly to ensure accuracy of information and data.
21.21.44 - PAY INCREASES
(Revised 04/26/2004)
Each class level established by CSC is assigned to a “salary range” within the CSC Compensation Manual. A copy of the Compensation Manual is available in OHR, as well as the CSC Web Site.
Each salary range consists of minimum and maximum rates with intermediate rates within the range. These different pay rates in a salary range are referred to as step increases or increments. An employee receives pay increases as they advance through the steps in accordance with length of service and job performance.
Lost time in a biweekly pay period will delay the next step increase. If the employee receives a less than satisfactory service rating, their step increase is delayed for the length of time they are under the rating.
DNR Policy/Procedure:
Civil Service Commission Rules & Regulations:
21.21.45 - PAYROLL DEDUCTIONS
(Revised 04/26/2004)
Mandatory Deductions
(1) Taxes (Federal, State, and when applicable, City)
(2) Social Security (FICA)
(3) Court Garnishment of Wages of Federal Tax Levy
(4) Dues to a recognized employee organization
Voluntary Deductions
(1) Premium payments for health, life, long-term disability insurance, dental, vision, accidental and long term care coverage.
(2) Purchase of U.S. Savings Bonds
(3) Contributions to local United Fund
(4) Savings deposits and loan payments to approved financial institutions (e.g., State Employees Credit Union)
(5) Deferred Compensation
Employees may enroll for payroll deduction through Employee Self Service.
Employee Self Service:
21.21.46 - PERFORMANCE APPRAISALS
(Revised 04/26/2004)
Performance Appraisals are a mechanism to enhance communication between the employee and his/her supervisor, and to evaluate individual employee performance. All career employees are to be provided an annual performance appraisal through the use of the DNR Performance Management System.
All new employees will serve a probationary period of 2080 hours and will be rated at 3 months, 6 months and 12 months. All new seasonal probationary employees will be rated at 3 months, 9 months and 18 months.
DNR Policy/Procedure:
Civil Service Commission Rules & Regulations:
21.21.47 - PERSONAL BELIEFS VERSUS DNR POLICY
(Revised 04/26/2004)
Employees may be directed to represent a specified viewpoint on behalf of the DNR during working hours. Employees who express a contrary viewpoint must do so in their individual capacity outside of working hours.
Act 196 of 1973, Standards of Conduct for Public Officers and Employee
21.21.48 - PERSONAL INFORMATION UPDATES
(Revised 09/27/2004)
Employees should report changes in their personal status through MI HR Service Center () in a timely manner. The following are some important changes that should be reported:
(1) Name
(2) Address
(3) Telephone Number
(4) Changes in dependents for tax deductions, insurance and health care benefits
(5) Marriage/divorce, births/adoptions
(6) Name of beneficiary (retirement, last check, life insurance, savings bonds and deferred compensation)
Reporting these changes is as important to the employee as to the DNR. Inaccurate information may result in improper payroll with regard to insurance benefits, beneficiaries, and tax withholdings, and could result in a delay in receiving their pay.
Employee Self Service:
Employees that do not have computer access may call MI HR Service Center at: 1-877-766-6447, to make changes.
21.21.49 – PERSONAL LEAVE HOURS
(Revised 04/26/2004)
Non-exclusively represented, classified, non-probationary, full time, permanent, employees will be granted 16 hours of personal leave on October 1st of each year.
Employees have from October 1st through September 30th of the following year to utilize the 16 hours. If an employee has not used their 16 hours of personal leave during the fiscal year AND is not at their annual leave maximum, the personal hours will be added to their annual leave balance. If the employee is at their maximum of annual leave, and has not used their 16 hours of personal leave during the fiscal year, the personal leave not used will be canceled.
Personal leave hours are to be approved and/or used in the same manner as annual leave. The granting of the 16 hours of personal leave does not change the employees annual leave cap.
Employees covered by collective bargaining agreements should review their specific language.
21.21.50 - PERSONAL SOLICITATIONS
(Revised 04/26/2004)
An employee must have management approval before subscriptions, donations or sales for any purpose may be solicited. Normally, the only personal solicitations permitted are for employees who are retiring, terminating, in ill health, or for the death of an employee or member of his/her immediate family.
21.21.51 - POLITICAL ACTIVITY
(Revised 04/26/2004)
A classified employee may become a candidate for nomination and election to a state office, but they must request and receive a leave of absence without pay at the time of compliance with the candidacy filing regulations or sixty days prior to the election in question, whichever date is closer to the election.
An employee may participate in the following political party activities:
(1) Become a member or an officer of a political party committee formed or permitted under the election laws of this State or the United States.
(2) Become a delegate to any convention held by a political party.
(3) Engage in political activities on behalf of a candidate or issue in connection with a partisan election or non-partisan election.
Employees shall not participate in activities as a candidate for public office or political party activities during the hours the employee is on actual duty, including union leave arrangements.
The levying, solicitation, or payment of any type of political assessment within the State, or the authorizing or ordering of such activity, is expressly prohibited.
These regulations in no way interfere with the right of the employee to express personal opinion on any political subject, to vote, attend meetings, join political clubs, and to contribute voluntarily to any political party of their choice, as long as there is no conflict with the satisfactory and impartial performance of their duties as a classified employee.
21.21.52 – POSITION CLASSIFICATION
(Revised 04/26/2004)
A “position” refers to a group of duties and responsibilities which require the full-time, part-time, intermittent, seasonal, or limited-term employment of one person. Positions are classified according to the duties and responsibilities, nature of the work performed and the qualifications required for them to perform the work successfully.
Positions which have similar duties and responsibilities, and require comparable knowledge, skill, ability and training have been categorized in the same “class.” Classes with similar duties, but varying responsibilities and qualifications, have graduated levels; for example Secretary 7, E8, 9.
Within this classification system the selection, assignment, compensation and promotion of an employee are accomplished.
Civil Service Commission Rules & Regulations:
21.21.53 - PUBLIC INFORMATION
(Revised 09/17/1997)
DNR employees, in the performance of their official duties, shall only provide statements on DNR issues and policies to any source external to the DNR in accordance with the Official DNR Press Procedures. DNR employees who, outside of the performance of their official duties, make statements on DNR issues or policies to external sources and are identified as a DNR employee, shall include that the statement is made in the employee’s personal capacity, not as a DNR employee, and is the employee’s personal view, not that of the DNR. All DNR related news releases must be approved by the Press Office prior to being released.
21.21.54 - REALLOCATION OF POSITION
(Revised 04/26/2004)
When substantial changes occur in the duties and responsibilities of a specific position, the position may be reviewed for reallocation. In accordance with CSC Rules, an employee may apply for reallocation of the position, if the employee feels the current classification and level does not accurately reflect the duties being performed. A reallocation may be requested by the supervisor or the employee.
To apply for reallocation, complete a new Position Description form, describing the duties and responsibilities of their position. When completed and signed by their supervisor, the Position Description and a Position Action Request Form (CS-129) should be forwarded through channels to the OHR.
A reallocation action does not consider such factors as their potential to do more responsible work, the fact that they have reached the maximum salary range, the volume of work they have to do or their length of service with the State. Only those factors which have a bearing on the responsibilities and difficulties of their position are considered.
Any questions about reallocation of their position should be discussed with their supervisor. After doing so, should they need additional information, they may discuss their request with the OHR.
Civil Service Commission Rules & Regulations:
21.21.55 - REASONABLE ACCOMMODATION
(Revised 08/30/2006)
Reasonable accommodation shall be provided to all qualified, disabled Michigan Department of Natural Resources (DNR) employees (those on the job and those returning from a disability/medical leave having acquired a disability,) and applicants for employment upon request. This policy shall apply to selection, placement, recruitment, training, promotion, assignment and reassignment of employees. Both State and Federal laws prohibit discrimination on the basis of disability.
References:
• DNR Policy Procedure 22.01-02, Reasonable Accommodation for Disabled Employees
• Civil Service Commission Rules,
1-8.2 (Accommodation of Disabilities), and
3-1.4 (Reasonable Accommodations).
• Civil Service Commission Regulation Reg_1.04_Reasonable_Accommodation
21.21.56 - RECOGNITION PROGRAM
(Revised 03/03/2008)
The DNR’s most important resource is its employees. Employees give unstintingly of their time and talents, with little thought of recognition. It is only fitting that such employees receive appropriate recognition.
One of the ways the DNR recognizes its employees is through its 25 Year Award program. This program recognizes employees who have completed 25 years of state service. Employees receive a watch and a Certificate of Appreciation, and are honored at a luncheon, which is attended by the Director, employees, supervisors and family members. The DNR also presents a special plaque to retiring employees with 10 or more years of service.
21.21.57 – REINSTATEMENT
(Revised 08/31/2004)
An employee with status that leaves state service in good standing may be eligible for reinstatement for the classification(s) in which they have achieved status. The employee must request to return within three years of the date they left state service.
DNR Policy/Procedure:
21.21.58 – RESIGNATION
(Revised 04/26/2004)
An employee should give two weeks’ written notice to their supervisor of intention to resign from their position with the DNR. When employees resign their employment, they receive their final paycheck on the same day they would normally have received their next check. At the same time, the employee will receive payment for any unused annual leave credit which has not been transferred, provided proper notice has been received. Examples of voluntary resignations include transfers to other Departments, resignation from state employment and retirement.
21.21.59 – RETIREMENT
(Revised 04/26/2004)
All State of Michigan employees hired on or before March 31, 1997, are members of the State Employees Retirement System (SERS) Defined Benefit Plan.
Information:
The employee does not make a payroll contribution under this system.
The state contribution is deposited with SERS and is not refundable to the employee or employer.
Employees earn a vested interest in retirement after completion of 10 years of service credit.
Retirement options include:
Attaining age 60 with 10 or more years of credited service, or
Attaining age 55 while still working with 30 or more years of credited service, or
Attaining age 55 while still working with at least 15, but less than 30 years of credited service
All State of Michigan employees hired and first entered on payroll on or after March 31, 1997, are members of the Defined Contribution Plan, which is similar to a 401(K) account.
Information:
There is a mandatory employer contribution of 4 percent of each employee’s annual compensation to a personal defined contribution account.
There is also an employer match of employee’s voluntary contributions up to an additional 3 percent of compensation. If an employee contributes 3 percent, the State will match the 3 percent employee contribution to total 10 percent of the employee’s compensation.
Employees may contribute additional voluntary amounts to their defined contribution account, or other tax sheltered plans, to the extent permitted by the Internal Revenue Code with no employer match.
State employees will be 100 percent vested in the employer contributions after four years of service.
A defined contribution account is portable. Employee contributions and vested employer contributions can be taken by the employee when they leave public service.
Conservation Officers: Conservation Officers (COs) may be eligible to receive specific CO retirement benefits. COs should contact the Office of Retirement Services for additional information.
State of Michigan Employees Retirement System Information:
Booklet Information Line: 517-335-7316
Lansing or Toll Free 800-555-5943
Pension Calculator on SERS Home Page of the World Wide Web:
DMB-Retirement: 517-322-6215 or FAX 517-322-5190
21.21.60 – SAFETY
(Revised 04/26/2004)
The safety of employees performing DNR responsibilities is a major concern of the DNR. The DNR will provide the safest possible workplace and equipment, proper materials, and insist upon safe job methods and practices at all times.
It is the basic responsibility of all employees to make safety a part of their daily and hourly concern. Each employee shall:
• regard safety as a personal responsibility, and respect the safety of other employees and the public;
• expeditiously report any hazards, unsafe conditions or procedures to their supervisor;
• expeditiously report all job-related accidents and injuries to his/her supervisor, even if they do not seek medical attention;
• wear proper personal protective equipment and always perform job duties in a safe manner, and;
• coordinate with their supervisor before starting or continuing a job which they are uncertain how to complete safely;
• report unprotected exposures to hazardous materials are to their supervisor.
Each Division/Office has a Safety Coordinator.
Feel free to contact the Division Safety Coordinator or the DNR Safety Compliance Officer, as appropriate.
DNR Policy/Procedure:
21.21.61 - SALE OF STATE LANDS OR BUILDINGS
(Revised 04/26/2004)
Land transaction activities are handled by DNR Office of Land and Facilities (OLAF), Real Estate Services Section.
For more information regarding land transactions:
21.21.62 - SCHOOL LEAVE
(Revised 04/26/2004)
On October 1st employees who are appointed to career positions, who have completed 1040 hours of satisfactory service, are credited with eight (8) hours of school participation hours. This time is non-cumulative and must be used by September 30th of each year or it is lost.
School leave is intended for active participation in K-12 school programs and not for mere attendance of extra-curricular activities.
Employees may use school leave to participate in any education activity including, but not limited to, tutoring, field trips, classroom programs or school committees.
DNR Policy/Procedure:
21.21.63 – SEAT BELTS
(Revised 04/26/2004)
The use of occupant restraint systems (Seat Belts) is one element of the DNR’s safety management system. It is DNR policy and state law that all occupants of a motor vehicle being used on State business shall properly utilize the complete occupant restraining system provided. Supervisors are expected to inform and periodically remind employees to use seat belts on the job. If voluntary compliance fails, appropriate disciplinary measures may be taken.
DNR Policy/Procedure:
21.21.64 – SEPARATIONS – INVOLUNTARY
(Revised 04/26/2004)
Unsatisfactory Service - If, during their original probationary period, it is decided that employees are not performing satisfactorily, they will be separated.
Failure to Report - The DNR can separate an employee who is absent from work without approval or who fails to come back to work at the end of an approved Leave of Absence. This includes employees on Military Leave who do not return within six months of release from service.
End of Limited Term Appointment - The appointment of a limited term employee is for a specific duration. When the assignment ends, the limited term employee is automatically separated, unless status was previously achieved from an indefinite appointment to a permanent position.
Layoffs and Employment Preference - Occasionally there are budget cuts which necessitate the elimination of positions. Positions may also be eliminated when the work of a unit changes. When these situations occur, the DNR must follow a specific and consistent layoff policy in accordance with respective collective bargaining agreements or the DNR Employment Preference Plan approved by the CSC. Layoff provisions for employees covered by collective bargaining agreements can be reviewed in each of the agreements. A copy of the DNR plan is included in this Handbook.
Suspension - There are a variety of reasons why an employee might be suspended, all relating to a potential or actual disciplinary action. If this should happen to them, information concerning the reason and appropriate responses will be provided to them at that time.
Dismissals - Employees may be dismissed for a number of reasons as prescribed by CSC Rules or collective bargaining agreements. A dismissed employee with status may have a review of the dismissal through the appropriate grievance procedure.
Probationary employees without previous status may appeal dismissals to the last department step indicated in the grievance procedure. Appeals beyond that step require evidence of prohibited discriminatory practices.
Collective Bargaining Agreements:
DNR Policy/Procedure:
21.65 - SEXUAL HARASSMENT
RESCINDED 09/20/2004
Now included in DNR Policy and Procedures Accessibility, Civil Rights, Americans with Disabilities Act (ADA) & Non Discrimination
(09/20/2004)
21.21.66 - SHIFT DIFFERENTIAL
(Revised 04/26/2004)
A shift premium of 5% above straight time will be paid for regularly scheduled afternoon and night shifts. All eligible employees shall be paid shift premium for all hours worked in a day when fifty percent or more of their regularly scheduled work time is between the hours of 4:00 p.m. and 5:00 a.m.
21.21.67 – SICK LEAVE
(Revised 04/26/2004)
A career employee is credited with 4 hours of sick leave for each completed 80 hours of service. An employee paid for less than 80 hours in a bi-weekly pay period is entitled to a prorated amount out sick leave.
Sick leave is for use when an employee is ill or injured. It is also permissible to use sick leave if there is illness or death in the employee’s immediate family (Immediate family in such cases shall include the employee’s spouse, children, parents or foster parents, parents-in-law, brothers, sisters and any other persons whose financial or physical care is the principal responsibility of the employee), or for dental or medical appointments, when these cannot be scheduled during non-work hours.
The employee must submit a request, and get supervisor’s approval in advance before taking the time off for sick leave, whenever possible.
The employee shall call the supervisor at the beginning of the work shift whenever employee is unable to report for work. If the employee cannot reach their supervisor, they should speak directly with the supervisor’s designated representative. The employee should leave a phone number where they can be reached if they cannot be reached at their home number.
If the employee is too ill to telephone, they should have someone else officially report for them, following the procedure outlined above. The employee should keep the supervisor advised if their absence lasts longer than they originally expected; and call in daily, if their time for returning to work has not been set.
21.21.68 – SICK LEAVE PAYOFF
(Revised 04/26/2004)
For employees who were hired prior to October 1, 1980:
• an employee who separates from the classified service by reason of death or retirement, in accordance with the provisions of the State Retirement Act, shall be paid for fifty percent of unused sick leave as of the effective date of separation
• vested employees who separate by reason of deferred retirement shall be paid for fifty percent of unused sick leave
• an employee who separates from the classified service for any reason other than retirement or death shall be paid for a percentage of unused sick leave in accordance with the following table of values:
|Sick Leave Balance (hours) |% Payoff | |Sick Leave Balance (hours) |% Payoff |
|• Less than 104 hours |0% | |• 104-208 |10% |
|• 209-416 |20% | |• 417-624 |30% |
|• 625-832 |40% | | 833 or more |50% |
For employees hired on or after October 1, 1980:
• employees who separate from the classified service for any reason shall not be entitled to pay-off of unused sick leave balances
• employees who are rehired or reinstated to a permanent position within three years of separation shall have their previous sick leave balances restored.
DNR Policy/Procedure:
Civil Service Commission Rules & Regulations:
21.21.69 - STATE PROPERTY
(Revised 04/26/2004)
The employee is responsible for using any equipment, material and other state property required in the performance of their work in a safe and responsible manner. State property must be properly taken care of, must never be “borrowed” for personal use, and must be turned over to the immediate supervisor if they transfer to another work location or terminate their employment.
21.21.70 – STATUS
(Revised 04/26/2004)
When an employee has completed a 12 month full-time employment (18 months of less than full-time employment) probationary period and received a satisfactory probationary rating, they gain CSC status.
Civil Service Commission Rules & Regulations:
21.21.71 – TRANSFERS
(Revised 04/26/2004)
TRANSFER WITHIN THE DNR
Employees covered by a collective bargaining agreement should check the transfer language in their respective agreements for specific information about transfers.
TRANSFER TO ANOTHER DEPARTMENT
An employee that is interested in transferring to another Department should contact that department directly or contact the CSC to have their name placed on the employment list. If the employee transfers to another state agency, they must complete separation papers from the DNR. This would not result in an interruption in their state employment benefits such as insurance, longevity, retirement, sick leave or seniority. The employee will be paid for any accumulated annual leave at their current rate of pay; however, they may elect to transfer up to 80 hours to their new department. The employee may transfer up to their maximum accumulation of annual leave with the approval of the new department. Unused sick leave is transferred to the new department. Unused compensatory time will not be transferred to the new department. Refer to the DNR Policy/Procedure or Collective Bargaining Agreement for payment procedure and eligibility.
Employees covered by the UAW collective bargaining agreement should check the Inter-Departmental Transfer List language in their agreement for specific information about transfers to other departments.
A notice of two weeks is requested before transferring. All such transfers must occur at the beginning of a pay period.
Civil Service Commission Rules & Regulations:
Collective Bargaining Agreements:
DNR Policy/Procedure:
21.21.72 – UNIFORMS
(Revised 04/26/2004)
It is the responsibility of all employees to dress in a professional, business-like manner with a properly displayed ID badge. All employees shall maintain grooming and attire standards, which bear a reasonable relationship to their work. Appropriate dress and grooming promote a professional image of the DNR to the public, as well as to colleagues. Clothing should fit properly, and be clean and in good repair. Personal hygiene should be maintained. The DNR will furnish uniforms to employees who have frequent, or regular, in person contact with the public. The DNR will furnish uniforms unless prevented by circumstances, finances or as otherwise specified by the Bureau, Division, or Office (B/D/O) Chief.
Employees who appear inappropriately dressed for work will be sent home and directed to return to work in proper attire. Under such circumstances, employees will not be compensated for the time away from work.
DNR Policy/Procedure:
21.21.73 - VACANCY ANNOUNCEMENTS
(Revised 04/26/2004)
Vacant positions will be posted on the CSC website on a continuous basis. Employees must meet CSC qualification requirements and be eligible for the classifications they are applying for in order to be considered. An applicant must be on the appropriate employment list for those positions requiring a CSC examination.
Civil Service Commission Rules & Regulations:
21.21.74 – VENDORS AND SOLICITORS
(Revised 04/26/2004)
State of Michigan policy states that a person is not permitted in state buildings or on state grounds for the purpose of solicitation of funds or the sale of any article, except that DMB may authorize such conduct confined to the entrance and lobby areas of state buildings by charitable organizations.
DMB Department Rule:
21.21.75 - VIOLENCE IN THE WORKPLACE
(Revised: 04/17/2006)
Supersedes
DNR Policy/Procedure 21.21.75, Violence in the Workplace Policy dated 04/26/2004
DNR Personnel Manual 01.23, Violence in the Workplace Policy dated 03/01/1998
Policy
The DNR has zero tolerance for any form of violence or threatening behavior, explicit or implied, in the workplace.
Employees of the DNR are accountable for their actions and behavior, and are expected to interact responsibly with others in the workplace.
An employee engaging in state business or work-related activities who commits, or threatens to commit, any act of violence, will be disciplined, up to and including dismissal from employment.
Any threat relayed, whether verbal, written or by gesture, will be presumed to be an expression of intent to do harm to another. This includes any and all acts of intimidation, including, but is not limited to, jokes, jests, and acts of horseplay that are inappropriate.
Employees shall immediately report to a supervisor any threat or act of violence made by an employee against a co-worker or member of the public.
References
❖ DNR Policy/Procedure: 21.19.09, Safety in the Workplace
❖ Civil Service Commission Rule 2-20 (Workplace Safety)
❖ Civil Service Commission Regulation 2.05 Workplace Safety
21.21.76 – VOLUNTEERS
(Revised 04/26/2004)
Volunteers have always been an important part of the DNR. Volunteer efforts are a benefit to both the DNR as well as to citizens who have an interest and concern in conserving and improving the DNR of the State of Michigan. Some of the most prominent voluntary programs are the: Volunteer Conservation Officer, Hunter and Marine Safety Programs, State Park Campground Hosts, and State Forest Host Camper Programs.
Further questions concerning the DNR Volunteers should be addressed to the OHR and/or the specific B/D/O.
23.01-02 - VOLUNTEER PROGR
21.21.77 – WITNESS IN COURT
(Issued: 10/11/2006)
Supersedes
DNR Policy/Procedure 21.21.77 – Witness in Court, dated 04/26/2004
Information
If an employee is subpoenaed as a witness, he/she must appear or face possible contempt of court charges.
An employee who appears in court on a job related action is considered to be on duty. If an employee appears as a witness and testifies regarding information obtained under DNR authority, that employee shall be considered on duty. When an employee is on duty, with pay and travel expense while involved as a witness, the DNR must be reimbursed for any compensation received as subpoena or witness fees or travel allowance.
An employee who appears in court on an action that is not job related is NOT on duty status and must use leave credits or be on lost time. Any monies received as fees and travel expenses may be retained.
Specific information regarding Witness in Court can be found under Collective Bargaining Agreements at ose.
Reference:
• DNR Policies/Procedures
• 25.01-02, Litigation; Response to Receipt of Litigation-Related Documents, Subpoenas and Requests for Testimony; Obtaining Legal Representation from The Attorney General
• 25.01-05, Discovery Deposition Guidance
• 25.01-07, Witness Guidance
• 21.21-34, Jury Duty
• 21.03.01, Administrative Leave
• Michigan Civil Service Commission Rule 5-6.9, Jury duty
• Office of State Employer ose (Collective Bargaining Agreements)
• DMB Administrative Guide
• 1230.01 Witness fees/travel expenses
• 1230.02 Jury duty/fees received
21.21.78 - WORKERS’ COMPENSATION
(Revised 04/26/2004)
All employees of the DNR are covered by the Worker’s Disability Compensation Act of 1969, and the benefits thereof, unless they are designated as independent contractors.
An employee with an approved compensable medical and wage loss injury is entitled to reasonable medical and hospital care, and is eligible for weekly compensation benefits equal to two thirds of their average weekly wage subject to certain minimums and maximums as provided in the statute.
A compensable medical and wage loss injury is defined as an injury or disease received by an employee, arising out of and during the course of their employment, which results in more than seven (7) calendar days of disability.
An employee with an approved compensable medical only injury is entitled to reasonable medical and hospital care, but is not eligible for weekly compensation benefits.
ALL INJURIES SHOULD BE REPORTED TO THE SUPERVISOR IMMEDIATELY. When an injury or illness is not readily apparent, the employee should notify their supervisor as soon as they know that the condition relates to work. Timely filing of the claim assists with timely service. A delay in filing a claim may result in delay or denial of claim payments.
The supervisor will assist the employee with the workers’ compensation process and required documentation. It is the employee’s responsibility to provide their supervisor with timely information regarding their prognosis, progress toward returning to productive work, and the possible need for reasonable accommodation. If the employee does not keep their supervisor advised of their medical status, does not keep scheduled medical appointments, or rejects a bona fide offer of employment or accommodation by the employer, workers compensation benefits may be denied.
DNR Policy/Procedure:
|All DNR Personnel Must Complete and Sign the |
|Acknowledgment of Receipt and Compliance Agreement (R7050) |
|To access and complete the R7050: |
|Open MSWord, |
|Click on “File”, “New”, “general templates” |
|Click on the “HR” tab, and select the file “R7050_...” |
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