Work Rules

How far in advance must Vacation, Floating Holiday, or Religious Holiday leave be requested?

At least 24 hours in advance, in writing, to the Division Supervisor or designated representative. Less than 24 hours’ notice may be used for up to three emergency instances per pay period year.

When must an unplanned absence be reported, and what happens if the employee fails to report it within that time?

As soon as possible, but no later than one hour after the usual starting time. After one hour, the employee is AWOL for the entire day, unless there is proof the absence could not have been reported within that time.

What must happen after an absence is reported and when the employee returns to work?

The caller receives a number that serves as proof the absence was reported and should keep it. Upon returning, the employee must sign the Absentee Report and note any incorrect information before signing.

What is the progressive discipline sequence for AWOL?

• 1st AWOL within 12 months: Written notice that the second AWOL will result in a 3-day suspension.

• 2nd AWOL: 3-day suspension and written notice that the third subjects the employee to dismissal.

• 3rd AWOL: Subject to dismissal.
  Each assigned shift counts as a separate AWOL offense.

What is the progressive discipline sequence for tardiness?

• 4 tardies in 12 months: Written notice that the 5th results in a 3-day suspension.

• 5 tardies: 3-day suspension and notice that the 6th subjects the employee to dismissal.

• 6 tardies: Subject to dismissal.

How does the Attendance Policy define “excessive absenteeism”?

Ten incidents OR ten days in a twelve-month period. This level requires an employee-supervisor conference.

What happens when an employee has been absent for more than 10 working days?

The Human Resources Director must require a Fitness for Duty Examination. For an absence of less than 10 days, the HR Director may require a private physician’s note or Fitness for Duty Examination before return to work.

What is a job supervisor responsible for during normal working hours?

The job supervisor or person in charge is responsible for all employees, tools, and equipment under his/her supervision. If the supervisor or any employee must leave the job site, the Divisional office shall be notified.

What must an employee do upon termination of City employment?

An Exit Interview with a Human Resources Department representative and the return of all City property are required.

Under the Drug-Free Workplace Act of 1988, how long does an employee have to report a workplace/City-business drug-related criminal conviction?

The employee must notify the City’s Human Resources Department within 5 days of conviction.

What happens if an employee refuses a required drug/alcohol test or fails to cooperate with testing procedures?

Refusal or lack of cooperation is considered a “test positive” and is handled accordingly. Compliance with testing is a condition of employment, and disciplinary action may include termination.

What are “Safety-Sensitive Functions”?

Operating, inspecting, repairing, or maintaining service vehicles requiring a CDL. An employee is performing a safety-sensitive function when actually performing, ready to perform, or immediately available to perform such a function.

What alcohol concentration is prohibited while reporting for or remaining on duty, and how long before a safety-sensitive function is alcohol use prohibited?

An alcohol concentration of 0.02 or greater is prohibited. Performing a safety-sensitive function within four hours of using alcohol is also prohibited.

What are the key alcohol-test thresholds and consequences?

• 0.04 or greater: Removed from duties; SAP evaluation/rehabilitation required; must obtain a breathalyzer result below 0.02 before return.

• 0.02 to less than 0.04: Cannot perform duties for a minimum of 24 hours; return-to-duty test required.

What follow-up testing is required for a safety-sensitive employee who tests positive?

A minimum of six unannounced tests over a 12-month period, with testing potentially continuing for up to five years. Before returning, the employee must be evaluated and released by the Substance Abuse Professional (SAP) and test negative as required.

What is the first action during an immediate workplace-violence emergency, and who must be contacted next?

CALL 911 first. Next, immediately contact the Department or Division Head and the Executive Assistant to the City Manager/Labor Relations, who serves as the Workplace Critical Incident Coordinator.

What must supervisors/managers do when dealing with employees involved in a workplace altercation?

First separate the employees; if they cannot be separated, call 911. Once controlled, separately interview everyone involved and witnesses and document their statements in writing. Employees who may face discipline have the right to representation during interviews; denying requested representation can cause subsequent discipline to be overturned or modified.

What law does sexual harassment violate, and what must a supervisor do upon learning of an incident?

Sexual harassment violates Title VII of the Civil Rights Act of 1964. Every supervisor is responsible for maintaining a workplace free of sexual harassment and, upon becoming knowledgeable of an incident, must inform the Affirmative Action Officer whether or not the individual subjected to the harassment wishes to seek remedial action.

What are the three forms of sexual harassment identified by City policy?

• Verbal: sexual innuendos, suggestive comments, sexual jokes, sexual propositions, threats.

• Non-verbal: sexually suggestive objects/pictures, graphic commentaries, suggestive or insulting sounds, leering, whistling, obscene gestures.

• Physical: unwanted physical contact, including touching, pinching, brushing the body, and sexual assault.