Mar 17, 2015 — personnel in any department, bureau, or office of the County, the terms set stancounty/riskmgmt/docs/eb-forms/manual.pdf
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Table of Contents 1 Definitions 2 Department Heads 3 Position Classification and Appointments 4 Salary Compensation 5 Recruitment and Selection 6 Special Recruitments PEP and Hiring Preference for Veterans 7 Pre – Employment/Post Offer 8 Drug Free Workplace Policy 9 New Hire Documentation for HR Staff 10 Time Work Week/Breaks/Overtime/Work Hours 11 Leave Benefits Holiday/Vacation/Sick OJI/Military/Jury Duty 12 Benefit Packages/Relocation/Car/Professional Development 13 Employee Assistance Program/Workplace Wellness 14 Employee Suggestion Awards Program 15 Probationary Period 16 Employee Conduct and Behavior Expectations 17 Financial Policies Purchase Card/Travel Policy 18 Safety Policies Driver Authorization/Security/Violence/Bomb 19 Performance Evaluations 20 Transfer and Reinstatement Policy 21 Corrective Action and Discipline 22 Reduction – in – Force RIF 23 Separation of Employment Resignation and Retirement 24 Separation of Employment Documentation for HR Staff 25 Deceased Employee 26 Employer – Employee Relations 27 MOU/General Complaint and Grievance Procedures 28 Equal Employment Opportunity Grievance Procedures 29 Personnel Records and Criminal History Information 30 Ordinance Index 31 Subject Index
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PERSONNEL MANUAL TAB 01 DEFINITIONS INDEX Generally .. .. .. . 1 Affirmative Action .. .. 1 Allocation .. .. .. 1 Anniversary Date .. .. . 1 Applicant .. .. .. . 1 Appointing Authority .. .. .. 1 Appointment .. .. . 2 Board .. .. .. 2 Calendar Month .. .. .. 2 Calendar Year .. .. . 2 Certification .. .. .. 2 Classification or Class .. .. 2 Classification Description or Class Specification .. . 2 Classification Series .. .. 3 Classified Service .. .. . 3 Compensation .. .. . 3 Compensation Plan .. .. 3 Confidential Employee .. .. .. 3 Continuous Service .. .. . 3 Consult in Good Faith .. .. .. 4 County .. .. .. . 4 County Service or Service of the County .. . 4 Date of Appointment .. .. .. 4 Date of Separation or Termination .. .. 4 Demotion .. .. .. 4 Department .. .. 4 Department Head .. .. 5 Director of Personnel/Personnel Department .. 5 Dismissal or Discharge .. .. .. 5 Elective Service .. .. . 5 Eligible .. .. .. . 5 Eligible List .. .. . 5 Employee .. .. .. . 5 Employee Relations Officer .. .. .. 5 Exempt – “Fair Labor Standards Act” Federal Law .. . 6
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Extra Help .. .. .. 6 Fiscal Year .. .. . 6 Full – time .. .. .. .. 6 Impasse .. .. .. 6 Layoff .. .. .. 6 Leave of Absence .. .. 7 Limited Certification .. .. 7 Management Employee .. .. . 7 Minimum Qualifications .. .. 7 Merit Principles .. .. . 7 Non – Exempt – Fair Labor Standards Act (Federal Law) .. .. 8 Officers .. .. .. 8 Participant .. .. . 8 Part – time .. .. .. .. 8 Position .. .. .. 8 Probationary Appointment .. .. 8 Probationary Release .. .. . 9 Professional Employee .. .. .. 9 Provisional Appointment .. .. 9 Provisional Employee .. .. . 9 Reclassification/Reallocation .. .. 9 Recognized Employee Organization .. 9 Supervisory Employee .. .. . 10 Suspension .. .. . 10 Termination .. .. 10 Title or Title of Class .. .. 10 Unclassified Service .. .. . 10 Year .. .. .. 10
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Tab 1 Definitions Page 1 PERSONNEL MANUAL DEFINITIONS Reviewed 04/04 3.04.010 Generally A. When used in this title, any amendment hereof, and in any ordinance or resolution classifying and fixing the salaries and compensation or authorizing the employment of personnel in any department, bureau, or office of the County, the terms set forth in this chapter shall have the meanings set forth in this chapter unless it is clearly apparent from the context that they are used in a different sense. B. Words used in the masculine form inc lude the feminine and the neuter. (Ordinance NS 1021 § 1 (part), 1981; prior code § 2 – 180 (part). 3.04.015 Affirmative Action “Affirmative Action” is defined as an objective program designed to assure equal employment opportunity based on the relative, j ob – related merit and fitness of applicants and employees. (Ordinance CS 557 § 1, 1994). 3.04.020 Allocation “Allocation” means the assignment of an individual position to an appropriate class. (Ordinance NS 1021 § 1 (part), 1981: prior code § 2 – 180 (a)). 3.04.030 Anniversary Date “Anniversary Date” means the date which constitutes one year of service with the County for the purpose of computing salary range increases or fringe benefit accrual. (Ordinance NS 1021 § 1 (part), 1981: prior code § 2 – 180(b)). 3.04.040 Applicant “Applicant” means a person who has made formal application for a County position. (Ordinance NS 1021 § 1 (part), 1981: prior code § 2 – 180(c)). 3.04.050 Appointing Authority “Appointing Authority” means any person or groups of person s (generally department heads) having the power by law or ordinance to make an appointment to any position in County service. (Ordinance NS 1021 § 1 (part), 1981: prior code § 2 – 180(d)).
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Tab 1 Definitions Page 2 3.04.060 Appointment “Appointment” means the offer of and acceptan ce by an eligible of a position in the County service in accordance with these rules. (Ordinance NS 1021 § 1 (part), 1981: prior code § 2 – 180(d)). 3.04.070 Board “Board,” when used alone, means the Board of Supervisors of Stanislaus County. (Ordinance NS 1021 § 1 (part), 1981: prior code § 2 – 180(f)). 3.04.080 Calendar Month “Calendar Month” means any of the twelve months starting on the first day thereof and terminating at the close of the last day thereof and shall be synonymous with “month.” (Ordinanc e NS 1021 § 1 (part), 1981: prior code § 2 – 180(g)). 3.04.090 Calendar Year “Calendar Year” means a year starting on January 1st and terminating at the close of the following December 31st. (Ordinance NS 1021 § 1 (part), 1981: prior code § 2 – 180(h)). 3.04.100 Certification “Certification” means the submission by the Personnel Department of names of eligibles from an appropriate eligible list to an appointing authority pursuant to these provisions. (Ordinance NS 1021 § 1 (part), 1981: prior code § 2 – 1 80(i)). 3.04.110 Classification or Class “Classification” or “class” means the organized designation of all positions in the County service such that positions having substantially similar duties and responsibilities are assigned the same descriptive tit le, and the same requirements as to education, experience, knowledge and ability demanded of incumbents, and so that the same schedule of compensation may be made to apply with equity. (Ordinance NS 1021 § 1 (part), 1981: prior code § 2 – 180(j)). 3.04.120 Classification Description or Class Specification “Classification Description” or “Class Specification” means the written description of the characteristics of a class, prepared and maintained in the Personnel Department, setting forth the definition, typ ical tasks, minimum qualifications and other relevant standards and information. (Ordinance NS 1021 § 1 (part), 1981: prior code § 2 – 180(k)).
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Tab 1 Definitions Page 3 3.04.125 Classification Series “Classification Series” means one or more occupational groups having classes of positions with duties substantially similar in nature and character with progressively higher levels of responsibility. (Ordinance CS 557 § 3, 1994). 3.04.130 Classified Service “Classified Service” means all regular full – time and regular part – time posi tions in all departments and offices in the County as set forth in the salary and position allocation resolution except those designated by the Board of Supervisors as being in the Unclassified Service. (Ordinance CS 557 § 4, 1994; Ordinance NS 1021 § 1 (p art), 1981: prior code § 2 – 180(l)). Classified positions are subject to all rights and protections as allowed for by applicable Federal or State law, Memorandum of Understanding provisions, or Ordinance Code. 3.04.140 Compensation “Compensation” means t he salary, wage, fee, allowances and all other forms of valuable consideration earned by, or paid to, any employee by reason of service in any position. (Ordinance NS 1021 § 1 (part), 1981: prior code § 2 – 180(m)). 3.04.150 Compensation Plan “Compensation Plan” means a schedule of salaries or salary ranges established by this title for the classes recognized in the classification plan, and the provisions of this title pertaining to fixing and changing compensation. (Ordinance NS 1021 § 1 (part), 1981: prio r code § 2 – 180(n)). 3.68.080 Confidential Employee “Confidential Employee” means an employee, as designated by the County, who, in the course of his duties, has access to confidential information relating to the County administration of employer – employee relations. (Prior code § 2 – 230(b)(2)). 3.04.160 Continuous Service “Continuous Service” means service without break or interruption during which the employee has been employed by the County. In computing continuous service approved leaves of absence, w hether with or without pay, shall not be construed as a break in employment or service. Other absences aggregating in excess of ninety days in any period of twelve months, including layoffs on account of lack of work, lack of funds, or abolishment of posi tions, shall be construed as breaking continuous service. (Ordinance NS 1021 § 1 (part), 1981: prior code § 2 – 180 (o)).
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Tab 1 Definitions Page 5 3.04.230 Department Head “Department Head” means the head of an established department as designated by the Board of Supervisors. (Ordinance CS 557 § 6, 1994: Ordinance NS 1021 § 1 (part), 1981: prior code § 2 – 180(v)). 3.04.235 Director of Personnel/Personnel Department “Director of Personnel/Personnel Department,” when used in this title, means the Chief Executive Officer or Chief Executive Of fice. (Ordinance CS 557 § 7, 1994). 3.04.240 Dismissal or Discharge “Dismissal” or “Discharge” means the involuntary separation of an employee by an act of the appointing authority. (Ordinance NS 1021 § 1 (part), 1981: prior code § 2 – 180(w)). 3.04.250 Elective Service “Elective Service” means all positions of elected officials. (Ordinance NS 1021 § 1 (part), 1981: prior code § 2 – 180(x)). 3.04.260 Eligible “Eligible” means an applicant whose name appears on an eligible list. (Ordinance NS 1021 § 1 (p art), 1981: prior code § 2 – 180(y)). 3.04.270 Eligible List “Eligible List” means an officially established list of names of persons who have been examined in an open competitive or promotional examination arranged in order of merit and are eligible for employment in a specific class. (Ordinance NS 1021 § 1 (part), 1981: prior code § 2 – 180(z)). 3.04.280 Employee “Employee” means a person legally occupying a position with the County. (Ordinance NS 1021 § 1 (part), 1981: prior code § 2 – 180(aa)). 3.68.110 Employee Relations Officer “Employee Relations Officer” means the County Chief Executive Officer. (Ordinance CS 557 § 60, 1994: prior code § 2 – 230(b)(5)).
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Tab 1 Definitions Page 6 Exe mpt Federal Law executive, administrative, or professional capacity and who are salaried employees are not covered by the overtime provisions of the Act. This includes all management employees. It also includes all other employ eligible for overtime by County regulations and Memorandum of Understanding provisions. 3.04.290 Extra Help “Extra Help” means employment in the Unclassified Service because of peak work load periods, regular employee absence, seasonal or unusual conditions. An individual assigned to extra help employment, is precluded from working for the County in any one or more extra help positions for a total of more than two thousand eighty hours in a yea r, excluding overtime work. Ordinance CS 557 § 8, 1994: Ordinance NS 1021 § 1 (part), 1981: prior code § 2 – 180(bb)). Fair Labor Standards Act Federal Law The Fair Labor Standards Act is the Federal law governing overtime work and compensation for emplo yees determined by the County to be covered by the Act. 3.04.295 Fiscal Year “Fiscal Year” means the period beginning July 1st and terminating at the close of the following June 30th. (Ordinance CS 557 § 2, 1994). 3.04.300 Full – time “Full – time” means w ork in a position in the Classified or Unclassified Service in which the employee is required to work the standard work week or work year of two thousand eighty hours prescribed for normal employment in the classification. (Ordinance CS 557 § 9, 1994: Ordi nance NS 1021 § 1 (part), 1981: prior code § 2 – 180(cc)). 3.68.120 Impasse “Impasse” means that the representatives of the County and a recognized employee organization have reached a point in their meeting and conferring in good faith where their differe nces on matters to be included in the Memorandum of Understanding, and concerning which they are required to meet and confer, remain so substantial and prolonged that further meeting and conferring would be futile. (Prior code § 2 – 230(b)(6)). 3.04.310 Layoff “Layoff” means termination of employment of an employee because of lack of funds or work, because of changes of duties or organization, or in order to permit the exercise of rights
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Tab 1 Definitions Page 7 established by ordinance, resolution or Memorandum of Understanding . (Ordinance NS 1021 § 1 (part), 1981: prior code § 2 – 180(dd)). 3.04.320 Leave of Absence “Leave of Absence” means written request and permission to be absent from duty for specified period, which gives the employee the right to return to the position at the expiration of such period. (Ordinance CS 557 § 10, 1994: Ordinance NS 1021 § 1 (part), 1981: prior code § 2 – 180(ee)). 3.04.330 Limited Certification “Limited Certification” means a certification of eligibles who are selected from an existing list for specialized skill, knowledge, license, physical or funding requirements. (Ordinance NS 1021 § 1 (part), 1981: prior code § 2 – 180(ff)). 3.68.130 Management Employee “Management Employee” means an employee, as de signated by the County, having responsibility for formulating, administering or managing County policies or programs, including those with authority to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward or discipline other employe es, to adjust their grievances or to effectively recommend such action. Management employees shall include but not be limited to department heads, assistant department heads and major division chiefs. (Prior code § 2 – 230(b)(7)). The Chief Executive Offic er has the authority to designate management positions. 3.04.340 Minimum Qualifications “Minimum Qualifications” means those qualifications of education, experience, ability, knowledge, licenses and other requirements established for entrance to examinat ions and for appointments to the various classifications in County service. (Ordinance NS 1021 § 1 (part), 1981: prior code § 2 – 180(gg)). 3.04.350 Merit Principles “Merit Principles” means recruiting, selecting, training, allocating and promoting employ ees on the basis of relative job – related abilities, knowledge and skills and requiring the fair treatment of applicants without regard to race, color, national origin, ancestry, religion, sex, pregnancy related condition, age, physical disability, (include s AIDS), mental disability, medical condition (cancer related), marital status, sexual orientation, or political affiliation. (Ordinance CS 557 § 11, 1994: Ordinance NS 1021 § 1 (part), 1981: prior code § 2 – 180(hh)).
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Tab 1 Definitions Page 8 Non – Exempt Fair Labor Standards Act (Federal Law) Non – exempt means employees covered by the overtime regulations of the Fair Labor Standards Act. This includes employees in classifications that have been deemed covered under the Act as determined by the Chief Executive Officer through the covered employees. 3.04.360 Officers “Officers” means all County elective or appointive officers established by State Law or County Ordinance. If, for the purpose of the classification plan, the Board by ordinance or resolution should give a title to the position held by an officer, which title is different from the name of the office as established by State Law, such title shall not affect any powers or duties vested in or imposed upon such officer by law. (Ordina nce NS 1021 § 1 (part), 1981: prior code § 2 – 180(ii)). 3.04.370 Participant “Participant” means a person employed under a Federal, State or other agency employment or training program including but not limited to programs under the Comprehensive Employment and Training Act. (Ordinance NS 1021 § 1 (part), 1981: prior code § 2 – 180(jj)). 3.04.380 Part – time A. “Part – time” means extra help work in the Unclassified Service in which the employee is authorized to work less than the standard work day, work week or work month, which may follow a predetermined schedule or seasonally recurring pattern of hours. B. “Regular part – time” means work in the Classified or Unclassified Service in which the employee fills an allocated position and receives pro – rated benef its and is authorized to work less than the standard work day, work week or work month on a percentage basis of fifty – five percent or greater and yet less than one hundred percent, and which normally follows a predetermined schedule. (Ordinance CS 557 § 12 , 1994: Ordinance NS 1021 § 1 (part), 1981: prior code § 2 – 180(kk)). 3.04.385 Position “Position” means any assignment or employment whether occupied or vacant calling for the performance of specified and related duties as authorized in the salary and po sition allocation resolution. (Ordinance CS 557 § 13, 1994). 3.04.390 Probationary Appointment “Probationary Appointment” means the status held by an employee during the predetermined period of time required for the on – the – job trial period prior to being granted permanent status
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