Sample Table of Contents For Standard Personnel Policy

PREPARED BY:

AccuWage Salary Study The Nelrod Company 3109 Lubbock Avenue

Fort Worth, Texas 76109 817-922-9000/Fax 817-922-9100

Satellite Offices: Washington, D.C.; Houston, TX

Web Site: www.nelrod.com

For Sample Purposes Only

Personnel Policy Table of Contents vary per Agency needs and

State and Local Law Requirements.

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© 2015 The Nelrod Company, Ft. Worth, TX 76109

http://www.nelrod.com/

Agency Name Personnel Manual Date Prepared: September 25, 2015

Agency Name Personnel Policy Manual

SECTION 1: WELCOME TO AGENCY NAME .......................................................................... 1SECTION 2: AGENCY POLICIES ............................................................................................. 2

A. Authority to Establish Procedures ................................................................................... 2B. Personnel Manual .......................................................................................................... 2C. Adherence to Related Agency Policies, Regulations, Procedure Manuals, Guidebooks,

and Handbooks .............................................................................................................. 2D. Equal Employment Opportunity/Affirmative Action .......................................................... 3E. Harassment and Sexual Harassment ............................................................................. 4F. Disability ......................................................................................................................... 6G. Smoke/Tobacco-Free Workplace ................................................................................... 7H. Drug-Free Workplace ..................................................................................................... 8

SECTION 3: EMPLOYMENT REGULATIONS, POLICIES, & PROCEDURES .........................14A. Personnel Actions Authority ...........................................................................................14B. Recruitment, Employment, and Preferences..................................................................14C. Background Checks ......................................................................................................15D. Personnel Information ...................................................................................................17E. Orientation .....................................................................................................................18F. Immigration Reform and Control Act ..............................................................................19G. Introductory/Evaluation Period .......................................................................................19H. Nepotism/Employment of Relatives ...............................................................................20I. Employment of Minors ...................................................................................................21J. Secondary Employment ................................................................................................21K. Community or Other Service Positions ..........................................................................22L. Resident Employment ...................................................................................................22M. Rehire of Former Employees .........................................................................................22N. Employment of Commissioners .....................................................................................24O. Performance Evaluations...............................................................................................24P. Discipline and Correction ...............................................................................................25Q. Termination of Employment ...........................................................................................27R. Grievance Procedures ...................................................................................................29

SECTION 4: ORGANIZATION .................................................................................................33A. Organization Plan ..........................................................................................................33B. Employment Status Categories .....................................................................................33C. Certifications/Training ....................................................................................................34D. Position Descriptions .....................................................................................................34E. Changes in Employment Status and/or Position ............................................................35

SECTION 5: FINANCIAL COMPENSATION ............................................................................37A. Determination of Salary or Wages and Commissioners’ Expenses ................................37B. Salary Ranges ...............................................................................................................37C. Changes in Compensation ............................................................................................38D. Pay Day .........................................................................................................................39E. Longevity Pay Plan ........................................................................................................41F. Overtime/Compensatory Time .......................................................................................43G. Travel ............................................................................................................................44H. Compensable Time and Training ...................................................................................47

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© 2015 The Nelrod Company, Ft. Worth, TX 76109

Agency Name Personnel Manual Date Prepared: September 25, 2015

SECTION 6: EMPLOYEE BENEFITS & LEAVE .......................................................................49 A. Insurance ......................................................................................................................49 B. Consolidated Omnibus Budget Reconciliation Act (COBRA) and/or State Coverage

Continuation Rights .......................................................................................................50 C. 401(k) or Retirement Plan..............................................................................................51 D. Vacation ........................................................................................................................51 E. Holidays ........................................................................................................................53 F. Sick Leave .....................................................................................................................54 G. Funeral Leave ...............................................................................................................55 H. Jury or Witness Duty, Compulsory Process ...................................................................55 I. Voting Leave .................................................................................................................56 J. Military Leave ................................................................................................................57 K. Administrative Leave .....................................................................................................60 L. Workers’ Compensation ................................................................................................60 M. Social Security ...............................................................................................................62 N. Unemployment Insurance ..............................................................................................62 O. Family and Medical Leave Act (“FMLA”) ........................................................................63 P. Tuition Assistance Program ...........................................................................................76

SECTION 7: OPERATING POLICIES, REGULATIONS & PROCEDURES .............................78 A. Business Hours .............................................................................................................78 B. Timekeeping ..................................................................................................................78 C. Absenteeism and Tardiness ..........................................................................................79 D. Meal Periods .................................................................................................................80 E. Breast-Feeding/Pumping Breaks: ..................................................................................81 F. Inclement Weather/Natural Disaster ..............................................................................81 G. Release of Agency Information ......................................................................................82 H. Confidential Information .................................................................................................83 I. Confidential Medical Information....................................................................................84 J. News Media...................................................................................................................84 K. Social Media Use ..........................................................................................................85 L. Computer, Internet and Email ........................................................................................87 M. Cellular Phone/Mobile Technology Use .........................................................................90 N. Agency Equipment and Supplies ...................................................................................91 O. Conflict of Interest .........................................................................................................92 P. Fraud .............................................................................................................................95 Q. Copyrights/Patents/Inventions .......................................................................................95 R. Favors, Tips, Gratuities, Gifts, and Prizes ......................................................................96 S. Professional Conduct ....................................................................................................96 T. Contributions and Solicitations ......................................................................................98 U. Dress and Grooming .....................................................................................................98 V. Anti-Fraternization ....................................................................................................... 102 W. Politics ..................................................................................................................... 103

SECTION 8: WORK INJURY, SAFETY, & SECURITY .......................................................... 105 A. Communicable Diseases ............................................................................................. 105 B. Security/Violence/Weapons ......................................................................................... 106 C. Entering a Residential Unit .......................................................................................... 109 D. Accident Prevention and Procedures ........................................................................... 110 E. Blood Borne Pathogens ............................................................................................... 110

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© 2015 The Nelrod Company, Ft. Worth, TX 76109

Agency Name Personnel Manual Date Prepared: September 25, 2015

F. Hazardous Materials .................................................................................................... 114 G. Use of Agency's Vehicles ............................................................................................ 116 H. Vehicular Accidents ..................................................................................................... 119 I. Safety .......................................................................................................................... 120 J. Light and Restricted Duty Assignments ....................................................................... 121

APPENDICES SECTION: ....................................................................................................... 122 APPENDIX A – Family Medical Leave (FMLA) Poster ............................................................ 123 APPENDIX B: FMLA Forms from the Wage and Hour Division ............................................... 124 APPENDIX C - Checklist for New Employee Folders .............................................................. 125 APPENDIX D - Records Management .................................................................................... 126

A. Overview ..................................................................................................................... 126 B. Records Maintenance .................................................................................................. 127 C. Access to Personnel Records ...................................................................................... 127

SAMPLE FORM 1: Authorization Release of Personnel Records/Medical Information ............ 128 SAMPLE FORM 2: Authorization for Release of Information Protected By State/Federal Law 129 SAMPLE FORM 3: Authorization for Release of Personnel Records ...................................... 130

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© 2015 The Nelrod Company, Ft. Worth, TX 76109