personnel manual

The general and final authority for personnel administration rests with

the City Manager

What type of employment separation is retirement or resignation?

Voluntary termination.

Who must approve involuntary terminations?

HR

What is compensatory time?

Time off instead of overtime pay.

Minimum promotion raise?

5% or at least 90% of midpoint.

What is overtime pay rate?

1.5 times the regular rate

What is the priority job for full-time employees?

Their City job.

What must employees do before taking outside employment?

Get approval from department head and HR/City Manager.

Minimum age for police positions?

21

Minimum age for general employment?

18

Who can release employee information externally?

Human Resources (or with City Attorney consultation).

What time increments are used for tracking work?

15-minute increments.

Are meal breaks compensable?

No, unless the employee is required to work during the break.

What is the standard workweek for non-exempt employees?

40 hours per week

Who must complete performance reviews?

All full-time, part-time, and seasonal employees.

What is the purpose of a performance review?

Assess performance, identify development needs, and set future goals.

can a temporary contract worker assignment last longer that 12 months without city manager approval

no

can a relative of someone in HR be hired by the city

No

can a relative to someone in any other department besides HR get hired by the city

yes

if an employee does not provide a 2 weeks notice are they eligible for rehire

no you must provide a 2 weeks notice to be eligible

Farmers branch is an at will city which means

Any employee of the City who is not appointed by the City Council may be removed with or without cause

What takes precedent over all departmental rules

The HR personnel manual

what are the city management authorities

1. determine the methods and means to carry out the city’s mission

2. discipline/discharge employees that do not follow the personnel manual

3. Introduce new or improved methods or facilities or change such methods or facilities.

4. Determine reasonable work schedules

5. Determine position availability

6. Delete positions

If an employer does not agree with the supervisors assessment of them they are allowed an appeal in writing to who

The department head

who’s decision is final when appealing a performance evaluation

The department head’s decision will be final

If a department head needs to appeal any performance issue, the appeal must be submitted to the

Director of Human Resources and the City Manager. The City Manager’s decision will be final.

An employee shall report for work

physically and mentally fit and remain physically and mentally fit throughout the workday

An employee who cannot report for work must notify the immediate supervisor within

one hour of his/her shift or the time limits established by the department, whichever is stricter (longer).

An absence of two (2) or more consecutive workdays without approval may be considered

job abandonment

What does not count as time worked

Sick leave for the purpose of Overtime

paid leave for the purpose of determining FML

what is a compressed or flex work schedule

A schedule that may permit an employee to work the equivalent of a full week in fewer than five (5) days or full two-weeks in less than ten (10) days

who is not permitted to work a compressed/flex schedule

employees that work over 12 hours per day

an emplyee’s personnel file is maintained by who

HR

are medical as well as alcohol and/or drug testing records kept separate from basic personnel file

yes

how can employee medical files be accessed

1. Human Resources, first-aid, and safety personnel who need information in order to provide special assistance to an employee in the event of an emergency

2. Government officials investigating compliance federal and state laws prohibiting discrimination on the basis of disability.

3. Contract service providers in connection with the City’s health coverage provider benefits; or in workers' compensation.

4. Court order or otherwise required by law.

5. Employee may consent to release of Private Health Information.

how long is the probationary period for a newly promoted Firefighter

6 months

employees that are terminated during their probationary period are not entitled to what

their appeal rights

employees who are terminated or resign during their probationary period are not entitled to payouts and may have to reimburse the city for any sign on bonuses

true

if an employee is on a Performance improvement plan (PIP) are they eligible to promote or transfer

no

Who has final authority over personnel administration?

The City Manager

Is the personnel manual considered a contract?

No, it is not a contract and employment is at-will

What does “at-will employment” mean?

Employment can be terminated at any time, by either the employee or employer, for any legal reason

What is required regarding attendance?

Regular attendance is essential and a condition of employment

How soon must an employee notify a supervisor if they can’t report to work?

Within 1 hour of shift start (or stricter department rule)

What condition must you be in when reporting for duty?

Physically and mentally fit, ready to perform duties

Who can modify or change policies in the manual?

City Management / City Manager

What is the purpose of performance evaluations?

Assess performance, identify development needs, and set future goals

An absence of two (2) or more consecutive workdays without approval may be considered what

job abandonment

an employee’s personnel file are maintained by who

HR

how many days do you have to contact your supervisor and HR if there is a change in name, address, telephone number, marital status, number of dependents, military status, person to notify in case of an accident or emergency, or beneficiary assignment of any employee benefits plan.

must contact supervisor and HR within 5 days of change

who is the HIPPA compliance officer

director of HR

how long must an external position be posted for

minimum of seven (7) days.

how long must a internal position be posted for

a minimum of three (3) days

what is the probationary period for a new hire or a rehired employee for the FD

12 months

what does the minimum preemployment screening consist of

1. Criminal Background screening

2. Motor Vehicle Record

3. Drug and Alcohol Screening

4. PAT test

5. Education Verification

6. Certification and/or License Verification

during your probationary period can the city terminate employment at any time, with or without reason

yes this is an at will city and they can fire you anytime with or without reason

An employee must give written notice of intent to retire including the last day/shift/hour to his/her immediate supervisor within how many days

must be no less than 30 days

An employee that is resigning must submit a written notice indicating the last day/shift/hour to be worked to his/her immediate supervisor within how many days

at least 10 days

resignation or retirement will not be accepted after disciplinary action has been initiated against the employee

true

An employee whose resignation or retirement notice is tendered and accepted after the initiation of a disciplinary action forfeits what

his/her opportunity to appeal a disciplinary action

how often is a detailed compensation analysis done

every 5 years

Employees must report their injuries to their supervisor or Risk Management within how many days of the injury

within 1 day

Salary continuation is available for how many days

243 days

how long are you allowed to be on light duty for

no more than 1 year

if an employee’s immediate family member has passed away how much time off is allowed

up to 3 shifts

if an employee’s in laws or spouses relative member has passed away how much time off is allowed

up to 1 shift

how many PTO days are you allowed of each fiscal year

2 days

what are the 6 steps of discipline

1. counseling

2. oral reprimand

3. written reprimand

4. suspension

5. demotion

6. dismissal

what forms of discipline do not have the option to appeal

counseling

oral reprimand

written reprimand

what forms of discipline have the option to appeal and how long do you have to submit the appeal

suspension, demotion and dismissal have the option to appeal and if so you have 5 business day to submit the appeal

if a person fails a drug test they have the option to submit a retest of the original sample withing how many hours and who do they submit this request to

retest request must be within 72 hours and the request must be sent to risk management in writing

what is the maximum allowable duration for catastrophic leave

up to 3 months