Employee Handbook Updates and Policies

Handbook Updates

Chris is updating the employee handbook, and new employees might assist with this project. Any changes to the handbook will be communicated.

Employment Application Process

  • Familiarity with government jobs is assumed.
  • Job flyers are posted throughout the district, including:
    • Golden Boys
    • Main hallways
    • Break rooms
    • Coachella
    • Wastewater treatment plant
  • All job applications are accepted through government jobs.

Hiring Relatives (Nepotism)

  • The district does not have a strict nepotism policy due to its large size (500+ employees) and that being one of the Valley's biggest employers.
  • Many employees are related (married, siblings, parent/child, cousins).
  • Relatives must work in separate departments to avoid potential conflicts of interest or perceptions of favoritism.
  • Applicants with relatives in the district are considered if:
    • They apply to a different department.
    • They meet the minimum qualifications for the job.
  • The primary restriction is that relatives cannot work in the same department.

Job Classifications and Salary Ranges

  • Salary listings and job classifications are available on the official website.
  • All terms are union-negotiated and board-approved.
  • Salary ranges are specific to each job classification.
  • Salaries can change when moving to a different level or department.

Probationary Period

  • Most employees have a 180-day probationary period.
  • Promotion to lead roles, crew chief, or supervisor positions trigger a one-year probationary period.
  • During the one-year probation, evaluations occur every 90 days.
  • Any promotion or transfer restarts the probationary period.

Work Schedules and Hours

  • Normal business hours are 8 AM to 4 PM for public access.
  • Operations and maintenance (field staff) often work from 6 AM to 2:30 PM or 6 AM to 3:30 PM, potentially involving standby.
  • Office administrative staff typically work from 7 AM to 4 PM, 7:30 AM to 4:30 PM, 8 AM to 5 PM, or 8:30 AM to 5:30 PM.
  • Alternative Work Schedule (Nine Eighty):
    • Employees work nine hours a day.
    • Every other Friday or Monday is off.
    • On the work Friday or Monday, hours of work will be eight hours.
    • Balances to 44 hours one week and 36 hours the next, totaling 80 hours biweekly.
    • Requires supervisor approval.
    • For the first week, new employees work normal eight-hour days.
    • AWS must be implemented at the start of a pay period for payroll.

Breaks

  • Employees are entitled to a 15-minute break for every four hours of work.
  • Lunch breaks are typically 30 minutes to one hour, as determined by the supervisor.
  • Heat Illness:
    • The district takes heat illness seriously, especially for field staff during spring and summer.
    • Employees are encouraged to take breaks as needed to cool down.
    • Shade and water are mandated at work sites.
    • Employees do not have to wait for scheduled breaks to cool down, especially in severe weather.

Overtime

  • Overtime is payable to non-exempt employees.
  • Overtime rate: 1.5
    ormalfont{\times} normal hourly salary for hours exceeding eight in a day (or nine on an alternative schedule).
  • Double time: For working more than twelve hours in a day.

Additional Pay (Operations and Maintenance Staff)

  • Standby:
    • A rotating schedule (one to two months) is determined by the supervisor.
    • Employees on standby from Wednesday to Wednesday receive one hour of regular hourly pay from Wednesday to Friday.
    • Weekends and holidays on standby earn four hours of regular pay.
    • Total: Five hours of pay for being on standby.
  • Call Out:
    • Minimum of two hours of overtime pay for emergency call-outs.
    • Pay starts from the two-hour point, not additional hours on top.
  • Deem Time:
    • Not an additional pay, but a schedule adjustment.
    • For employees working more than 2.5 hours of overtime with less than eight hours before their next shift.
    • Requires supervisor approval to ensure coverage.

Flexible Time

  • Temporary adjustments to work schedules can be approved for up to 90 days for employee convenience.
  • Requires communication and management approval.

ID Cards

  • Essential for access to buildings, doors, and the employee parking lot.
  • Used for time clock (clocking in and out).

Performance Evaluations

  • Probationary evaluations are conducted every 60 days.
  • Annual evaluations occur in the springtime.
  • Step increases on the salary scale follow in July.
  • New employees starting in April are not eligible for the initial step increase due to probation.
  • Cost of Living Increase (COLA):
    • All employees receive a COLA every January.
    • Based on the Consumer Price Index (CPI) for San Bernardino and Riverside Counties.
    • The percentage increase is determined in September of the previous year.
    • Negotiated by unions (EA, Asset, etc.).

Pay Periods

  • 26 pay periods in a year, paid every other Thursday.
  • Orientation falls mid-pay period, resulting in a hard check for the first week's pay.
  • Benefits are deducted from 24 pay periods (two months with three paychecks).
  • If a holiday falls on a Thursday, payroll is processed the day before.

Pay Determination

  • Based on the salary schedule.
  • To calculate the hourly rate from the monthly rate:
    • Multiply the monthly rate by 12 (months in a year).
    • Divide the result by 2080 (full-time working hours).
    • Hourly Rate = (Monthly Rate \times 12) / 2080

Payroll Deductions

  • Federal and state taxes.
  • CalPERS (California Public Employees' Retirement System): Classified PEPRA employees (entering after January 2013) pay 7.75% of their salary.
  • Social Security.
  • Private long-term and short-term disability insurance (New York Life).
  • Elected benefits, 457 contributions, employee social association, and anniversary retirement fund contributions.

Step Increase Process

  • Dependent on the respective union's Memorandum of Understanding (MOU).

Seniority

  • Seniority is not the sole factor in promotional opportunities.
  • All applicants must go through the standard competitive process.
  • Promotions are merit-based; anyone meeting the minimum qualifications can apply.

Promotions and Transfers

  • Job flyers are posted on bulletin boards and the SharePoint page.
  • Employees on probation cannot apply for other opportunities.

Anniversary and Service Credit Date

  • Initially, the anniversary and service credit dates are the same (e.g., 04/14/2025).
  • Anniversary date: Starts a new probationary period with each new role.
  • Service credit date: Remains the same from the initial CalPERS entry date.

Changes in Employee Information

  • Submit requests through the employee self-service portal.
  • Ensure contact information is up to date.

Leaving District Employment

  • Provide a two-week written notice to the supervisor.
  • HR will contact the employee for offboarding.
  • The final paycheck includes hours worked, accrued vacation, and floating holiday time.
  • Sick pay is not paid out unless retiring from the district.
  • Return all district items (phone, keys, badge, uniforms), or the cost will be deducted from the final paycheck.

Paid Time Off

  • Holidays:
    • Nine district holidays when offices are closed to the public.
    • Observed holidays: New Year's Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving, Black Friday, Christmas, and Juneteenth (June 19, a federal holiday since 2021).
    • If a holiday falls on a weekend, the next applicable business day is the observed holiday.
    • If Christmas falls on a Wednesday, Christmas Eve is treated as a half day (four-hour shifts).
    • Essential services operate 24/7; field staff may work holidays and receive overtime pay.
    • Employees get eight hours of holiday pay. Non-exempt employees on a 9/80 schedule must use one hour of personal time to supplement the ninth hour.
  • Vacation:
    • Accrue approximately ten working hours days (80 hours) per year for the first five years of service.
    • Accrual is pro-rated per pay period.
    • Vacation time can be used or taken only after one year of the hire date (e.g., April 14, 2025).
    • Accrual increases after five years (120 hours), ten years (160 hours), and so on.
  • Floating Holiday:
    • Available for use after 90 days of service.
    • Employees receive 40 hours every fiscal year (24 hours in January, 16 hours in July).
    • Starting in April, new employees get 24 hours after 90 days and an additional 16 hours on July 1.
    • A maximum accrual of 48 hours is allowed; use time to avoid losing hours.
  • Vacation: Maximum accruals based on the respective union (e.g., EA group - 600 hours).
    • Vacation and floating holiday require 72-hour notice, except in emergencies.

Sick Leave

  • Available after 90 days of service along with Floating Holiday.
  • Accrue 96 hours per year (eight hours per month).
  • Can be used for self, family members, children, and appointments (half-hour increments).
  • Give supervisors as much notice as possible (half-hour notice requested for call-outs).

After accumulating 360 hours of sick leave (after approximately three to four years):

  • New hours are split: half to a secondary sick bank (emergency health fund), half can be:
    • Accumulated in the secondary bank.
    • Paid out at the normal hourly rate.
    • Converted to vacation time.
    • Contributed to 457 account.
  • Upon retirement, employees get 480 hours of sick leave paid at their full hourly rate, with the balance paid at half rate.
  • Vacation: One-year (full accruals available at one-year anniversary).
  • Floating Holiday & Sick Time: Available after 90 days of service with their prospective timelines.

Leaves of Absence

  • Bereavement Leave:
    • CDWD pays for three days of bereavement leave for the death of a spouse, domestic partner, parents, parents-in-law, siblings, step-siblings, children, or grandchildren.
    • Must be requested and taken within 90 days of the death.