i1 0~~4091.~v1 . ~ '7 COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND TEN COPIES OF THIS REOUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT MADE BY: E. Hyde MEETING DATE: 8-24-09 OFFICE: H.R. TIME PREFERRED: SUBJECT: Consider, discuss and take appropriate action to approve and adopt the Personnel Policy EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON) Personnel Matters 551.074 a) This chapter does not require a governmental body to conduct an open meeting: 1) to deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public official or employee; or 2) to hear a complaint or charge against an officer or employee. b) Subsection a) does not apply if the officer or employee who is the subject of the deliberation or hearing requests a public hearing. NAME OF PERSON ADDRESSING THE COURT: E. Hyde ESTIMATED LENGTH OF PRESENTATION: 10 minutes IF PERSONNEL MATTER -NAME OF EMPLOYEE: Eva Hyde Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter 551 and 552, Government Code, is as follows: Meeting scheduled for Mondays: 5:00 P.M. previous Tuesday. THIS REQUEST RECEIVED BY: THIS REQUEST RECEIVED ON: All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be appreciated and contribute towards your request being addressed at the earliest opportunity. See Agenda Request Rules Adopted by Commissioners' Court. Commissioner's Court Notes 8-24-09 Changes based upon Elected and Appointed Requests As of 8-19-09 3.03 Cleaned up verbiage regazding Part Time Regulaz -should be understood that the position is to be budgeted and kept within 900 hours or less per year unless approved in advance by Commissioners Court and then should not exceed 1040 hours per year. This section was bolded to help ensure understanding by both employees and officials. 3.04 and 4.04 Went back and cleaned up both to match for clarity regazding Potential Consequences of Absenteeism or Tazdiness. Included "within any consecutive twelve (12) month period. Changed "will" to "may". 4.07 Cleaned up sentence regazding reporting procedure for incident or injury to be forwarded to Human Resources within 24 hours. Included ability to utilize fax or email to send in the 1St Report form. 4.08 Changed both instances of age 65 to 60 per Health Insurance. S.OS Changed "break period" to "rest period" in first sentence. 5.14 added "pursuant to State Comptroller computations" as the mileage website will disappear January 1, 2010 and we will need to modify what County employees will use. 10.02 Deleted paragraph -Kerr County reserves the right to purge electronic message(s) and/or documents, attachments older than four (4) months. Messages and/or documents including attachments sent and/or received via electronic mail which must be retained for greater than four (4) months must be filed in "My Documents" on the user's hard drive or on a network shared drive where applicable. Still need direction on "saving" all email on a single source as they are public record except as described within Public Information Act. Appendices and Forms -Inserted Acknowledgement Forms and Documentation based upon Rex's recommendations. ~~~ Welcome to the Kerr County Team Revised 0&2a-Z009 ~~' ~ Revised 08-20-2009 Acknowledeement of Receivt of Personnel Policy Handbook This Kerr County Personnel Policy Handbook replaces and supersedes all earlier Kerr County Personnel practices, policies, and guidelines. I have received my copy of the Kerr County Personnel Policy Handbook, which outlines my privileges and obligations as an employee and includes a summary of my benefits. I acknowledge that the provisions of these policies are part of the terms and conditions of my employment and that I agree to abide by them. I accept responsibility for reading, familiarizing, and compliance with the information in this manual and understand that it contains general personnel policies, procedures, and guidelines of Kerr County. If I need clarification on any of the information in this manual, I will contact my Supervisor. I understand that additional explanation and/or information is available through the Kerr County Human Resources Department. I further understand that failure to sign this aclmowledgement in noway diminishes the terms of these procedures applying to me. I cleazly understand that this guidance handbook does not create a contract for employment with Kerr County and Kerr County may change or modify the guidance, procedures, or policies found in this handbook at any time. I further understand that my employment is terminable at will so that both Kerr County and its employees remain free to choose to terminate their workingrelationship at any time. with or without notice for any reason or no reason. I also acknowledge that as a Kerr County employee, I have a personal responsibility to provide quality service to the public and achieve the highest degree of safety possible for fellow workers, the public, and myself. I also aclrnowledge that I have a personal responsibility to make suggestions for improvement and to demonstrate a spirit of teamwork and cooperation within my own department and with other departments. I agree to take a "fit .for duty physical" upon my Supervisor/Departnnent Head/Elected Official's request, when they believe that I have a health problem, which is affecting my job performance or endangering my fellow workers or myself. I further understand that I will be granted compensatory time off in lieu of payment of overtime to the extent provided by law. I understand that if I leave the employment of Kerr County, I agree to return this handbook in its entire to the Kerr County Human Resources Director and complete an Exit Interview that includes necessary forms needed to process my separation. Employee Printed Full Name Employee Signature Date HR Printed Full Name HR Signature Date This receivt will become a wart of your Emvlovee Personnel File. The Personnel Policy Handbook Govern Details of Your Emuloyment. Read Them Carefullw 2 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~' ~ Revised 08-20-2009 Disclaimer: Nothing in this Personnel Policy Handbook constitutes a contract, express or implied. Ken County, at its sole discretion may modify, alter, delete, suspend, or discontinue any part or parts of the policies, procedures, or guidelines in this handbook at any time, with or without prior notice to its employees. Unless otherwise specified, any such change to the Personnel Policy Handbook shall apply to existing as well as future employees. The Human Resources Department is responsible for developing and implementing personnel policies. No employee may rely on or otherwise interpret an oral statement or promise by a supervisor, manager, department head, or elected official as constituting a change in policy, nor will any such statement or promise constitute an agreement between Kerr County and an employee. All Kerr County employees are what the law terms "at will" employees, and nothing in this Personnel Policy Handbook changes their "at will" employment status. An at will employee may end his or her employment at any time, for any reason, with or without notice to Ken County, with or without cause. Likewise, Kerr County may terminate an at will employee at any time, with or without notice, for any reason, with or without cause. Further, an at will employment relationship with Kerr County does not create an express or an implied agreement for continued employment for any period of time. 3 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not Limited to the modification or termination of Benefits. ~~ ~ Revised 08.20-2009 PERSONNEL POLICY HANDBOOK These policies, procedures, and guidelines govern the Employees of Kerr County, Texas (the County) in addition to other than those covered by Personnel Regulations for certain Departments that are superseded by State or Federal Mandate. The Kerr County Personnel Policy Handbook becomes effecrive July. 1, _ 2007. The Kerr County Personnel Policy Handbook supersedes all previous personnel policies, procedures, and guidelines and applies in the audit of payrolls in all cases except those in which the law makes a different provision for particular employment. The guidelines herein regarding conditions for payment of compensation and benefits apply to every employee of Kerr County. All other guidelines herein apply to every employee of Kerr County unless an Elected or Appointed official promulgates a different written policy on the subject applicable only to the official's employees (Rex wants sentence revised). In these instances, the elected or appointed official takes responsibility for all areas of personnel guidelines, documentation, state and federal law adherence regarding employment practices, including but not limited to FMIA, COBRA, and Workers Compensation. In addition, in accordance with certain State or Federal statutes, these guidelines do not govern certain employees unless the board or appointing authority affirmatively elects to bind its employees to the guidelines herein. County employees have no employment tenure or guarantee. Ken County employment is at will and the County or Employee is free to terminate employment with or without notice at anytime for any reason. These guidelines are solely for information and do not constitute an em l~oyment contract or a guarantee of continued employment. Kerr County reserves the right to alter, amend, delete, discontinue, modify, or suspend any part or parts of the policies, procedures, and guidelines in this handbook at any time, with or without prior notice to its employees. All amendments or changes become effective when adopted and entered in the Minutes of Commissioners' Court. The Kerr County Personnel Policy Handbook does not supersede any applicable State or Federal law or regulation. Department Heads/Elected or Appointed Officials shall ensure that a copy of the current Kerr County Personnel Policy Handbook and any amendment(s) are issued to each new and current employee. The Handbook shall be printed and available on the Kerr County Human Resources website currently residing at hcco://www.co.kerr.tx.us/hresources/ . If any ambiguity arises as to the meaning or interpretation of these guidelines, the ambiguity shall be resolved in favor of Kerr County. These guidelines use the words "he," "his," and "him" when the meaning includes "she," "hers," and "her" and the words "she," "hers," and "her" when the meaning includes "he," "his," and "him". This wording is used solely for ease of reading and should not be interpreted as gender bias. 4 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~ ~ Revised OS-20-2009 Personal Conduct Guidelines 1. We are here to serve the people of Kerr County and the State of Texas. 2. It is our responsibility to provide consistent and efficient service in a courteous and friendly manner. First impressions are lasting. A bad impression is extremely difficult to overcome. 3. We need to be good and sincere listeners; our visitors and callers (internal and external) need us to understand and attempt to help them to the best of our ability. 4. We need to help get problems solved quickly and efficiently and if the problem needs to be transferred to another person or department, we should ensure that the transfer occurs in a courteous and friendly manner. 5. When taking information down to complete atask/request ensure you have the date, time, name, telephone number, address, and as much information as possible to help with completing the task request (answer the questions: who, what, when, where, how, and why). Be responsive to telephone calls and other requests and attempt to respond on a timely basis (within 24 hours). 6. If you tell someone you are going to do something or make a promise to someone, you should complete the task. If you find that you cannot complete the task, you need to get back in touch with the person and explain why you are not able to do what you said. This should be done in advance, prior to any deadlines or commitment dates to give the person enough time to complete the task without additional hazdship. 7. Treat others how you want to be treated -~ with dignity and respect. Employees will not raise their voices (yell or scream) at the public, other employees or department heads and will behave in a professional manner nor will employees curse others. 8. Employees should arrive and commence to work on time. 9. Appearance and dress must be appropriate to our jobs. Designer clothing is not necessary but a neat, orderly appearance is important. Public perception that we aze professional is important and one way the public judges us is by our appearance. 10. County employees are trustees of public funds, records, and property. The actions of all County employees should reflect adherence to these principals and State and Federal Law. 11. Public service not only requires we obey the law but also mandates that we do not give any appearance of impropriety or the use of our position for personal gain or advantage or the detriment to athers. 5 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ ~ Revised 08-20-2009 WELCOME TO KERR COUNTY -HISTORY Ken County (L13) is fifty miles northwest of San Antonio in the Edwards Plateau`" region of south central Texas. The irregulazly shaped county is bounded on the northeast by Gillespie County, on the east by Kendall County, on the south by Bandera County, on the southwest by Real County, on the west by Edwards County, and on the northwest by Kimble County. The county was named for James Ken,`'" an Old Three Hundred`" colonist and an important figure in the Texas Revolution.4" Kerrville is the county seat, and Ingram is the only other incorporated community. Interstate Highway 10, U.S. highways 83 and 87, and State highways 16, 27, and 39 serve the county. Ken County is drained by the Guadalupe River and its tributaries and covers 1,107 square miles of undulating to hilly land with elevations that range from 1,500 to 2,000 feet above sea level. Annual rainfall is thirty inches. The county is in the Edwards Plateau vegetation area, characterized by buffalograss, wildrye, and switchgrass, and by live oak, shinnery oak, junipers, and mesquite trees. Ken County is in a region that has been the site of human habitation for thousands of years. Archeological artifacts found in the area, particularly along the Guadalupe River and its forks, suggest that human inhabitants arrived between 6,000 and 10,000 years ago. During historical times Lipan Apaches, Comanches, and Kiowas hunted in the region. Spanish military units traversed the area while attempting to defend San Antonio from Apache incursions in the mid-eighteenth century. The first attempt at Anglo settlement in the area of the present Ken County occurred in 1846 when Joshua D. Brown led a group of ten men to the Guadalupe River and established ashingle-making camp at the site of present Kerrville. They were soon driven off by Indians, only to return to the site, which they named Brownsborough, in 1848. A number of settlers moved into the area in the early 1850s, erecting sawmills on the various streams and establishing farms. Indian raids became increasingly troublesome in the eazly 1850s, and in response the United States Army established a post at Camp Verde in southern Ken County on July 8, 1855. This post became the headquarters for the famed experiment with camels`'"' as transport, and promoted development in the area as well as providing protection. Settlers faced the dangers of Indian attack for the next twenty years, and the final raid took place in 1878. On January 26, 1856, Ken County was formed from Bexar Land District Number 2. Brownsborough changed its name to Kerrville and became the county seat. The county was organized and held its first election in March of that year. For several years the new county seat grew slowly due to its remoteness and exposure to Indian attacks, and in -1860 county residents decided to move the county seat to Comfort, a more well-established community to the east. Two years later, when Comfort became part of the newly established Kendall County, the county seat was returned to Kerrville. By 1860 Ken County had a population of 634. Many settlers had come to the county from the upper south, particulazly from Tennessee, while substantial numbers of German immigrants moved down from the settlements at Fredericksburg and New Braunfels. Cattle and sheep ranching established an early dominance over the county economy; by 1860 there were over 4,000 cattle and 1,100 sheep, while only 2,201 acres of farmland were devoted to crops. A second community, Zanzenberg (later renamed Center Point), was established southeast of Kerrville and received a post office in 1859. 6 Ken: County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. Revised 0$-20-2009 The county was divided over the secession`'"' question in 1860, narrowly voting in favor of secession 76 to 57. Most of the sizeable numbers of German settlers were opposed to leaving the Union, while most of the Anglo settlers favored secession. Unionists from Kerr, Gillespie, and Kendall counties were among those who participated in the formation of the Union League`s in the summer of 1861, and by the summer of 1862 formed companies to protect the frontier against Indians and their families against local Confederate forces. As tensions increased during July of 1862 Kerr and other counties were declared to be in rebellion against the state of Texas, and Confederate forces were ordered to take measures to suppress the rebellion. In reaction to this a party of unionists, mostly German immigrants from Gillespie, Kendall, and Ken counties, rendezvoused on Turtle Creek in Kerr County and headed south to seek asylum in Mexico. Confederate forces intercepted them and most were killed at the battle of the Nueces~' in Kinney County or while attempting to cross the Rio Grande. Men from the county served in the war on both sides, with most serving in state regiments allocated to frontier service. While the divisiveness attendant on the Civil Warms caused lasting bitterness in the county, the county economy recovered quickly. The number of farms and ranches more than doubled between 1860 and 1870, then doubled again during the 1$70s to reach 289 in 1880. At the same time the county's population increased to 1,042 in 1870 and 2,108 in 1880. Cattle and sheep ranching dominated the local economy, and wheat and corn were the most important crops. In the decade of the 1870s sheep ranching developed dramatically as the number of sheep more than tripled to reach 15,504 in 1880. In 1880 the YO Ranch was founded by Chaxles Armand Schreiner,`" a Kerrville merchant and civic leader. The YO grew into an immense cattle, sheep, and goat ranch, which at one time contained 600,000 acres. The San Antonio and Aransas Pass Railway built through Kerrville in 1887, further stimulating the county economy. Kerr County's population more than doubled during the 1880s, reaching 4,462 in 1890, then grew more slowly to just under 5,000 in 1900. By 1900 the cattle industry had reached its peak, with some 56,000 head on county ranches. Sheep ranching also expanded during the same period, as the number of sheep in the county increased from 15,504 in 1880 to 37,115 in 1900. In 1910 the number of sheep in the county overtook the number of cattle, and the sheep industry continued to grow as the cattle business declined during the 1920s and 1930s. Goat ranching also became an important Kerr County industry in the early decades of the twentieth century. While there were only 4,653 goats in the county in 1900, that number had increased to 63,508 by 1920. The 1920s were a decade of dramatic growth for both sheep and goat ranchers. Between 1920 and 1930 the number of sheep more than tripled to 154,468 head, and over a million pounds of wood were shipped in 1930. During the same decade the number of goats increased more than 21fi times to reach just under 160,000 in 1930, when over 667,000 pounds of mohair were shipped Kerrville was called by many the "Mohair Capital of the World." Kerr County's human population grew slowly during the early decades of the century, reaching 5,505 in 1910 and 5,842 in 1920. Just as the 1920s saw dramatic growth in the ranching industry, the population of the county also increased rapidly during the decade, almost doubling to 10,151 inhabitants in 1930. The early twentieth century witnessed the beginnings of the tourist industry in the county. The Westminster Encampment`'"" for Presbyterians, the first of these church-run camps, was established in 1906, and the Methodist Kerrville Assembly Grounds were 7 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. Revised 08.20.2009 established in 1924. The Country Cowboy Camp Meeting was established in 1939. A related development was the growth of summer camps and dude ranches. By 1950 there were twelve summer camps in the county, and by 1989 that number had grown to over thirty camps serving more than 23,000 children. By the 1920s Kerr County had developed a reputation as one of the healthiest locations in the country, a reputation that led to significant development in county health care and demographics. Several sanatoriums had cared for patients with pulmonary complaints in the late nineteenth and early twentieth centuries, and in 1919 the American Legions" of Texas established what would eventually be called the Veterans Affairs Medical Center, Kerrville.s" The Sid Peterson Memorial Hospital was completed in 1949, and the Kerrville State Hospitals" was opened in 195 1. The county was attracting increasing numbers of retirees by the 1950s, drawn by the available medical facilities as well as by the quality of life..In 1970, 24 percent of the county population was over the age of sixty-five. By the 1980s a number of senior citizen communities had been developed, particularly in the Kerrville area. In addition to the large number of deer native to the county, Kerr County became an early center of the exotic game industry, and Kem~ille is the headquarters of the Exotic Game Association. The Ken Wildlife Management Areas` has studied the interaction of domestic, wild, and exotic animals since the 1950s and supervises controlled deer-harvesting through hunting programs. Kerr County also draws visitors for its musical and artistic events. The Hill Country Arts Foundation, founded in 1958 in Ingram, runs a variety of programs for the arts and attracts professional and amateur artists, musicians, and actors to the county every summer. In 1972 two Kerrville festivals were held for the first time. The Texas Arts and Crafts Fairs" held annually in May, featured some 250 artists and drew crowds in excess of 30,000 by the 1990s. The Kerrville Folk Festivals" a popular showcase for Texas performers, operated independently of the arts and crafts fair after 1972, and was attracting crowds of 25,000 by the 1990s. Kerr County has also become a manufacturing center since the 1950s. In 1954 the Mooney Aircraft Corporation began to manufacture small aircraft in Kerrville, and by 1969 they had expanded to become the largest employer in the county, with 549 workers. James Avery Craftsman, a jewelry manufacturer, was also founded in the 1950s. While some crops are still harvested in the county, livestock raising has continued to be the dominant agricultural activity, and the sale of livestock and livestock products accounted for 97 percent of agricultural receipts in 1980. In recent decades the county has continued to prosper from its mixture of agriculture, tourism, health care, and manufacturing, and as a site for retirement communities and country retreats. During the 1970s the population jumped almost 68 percent to 28,780 in 1980, increased another 80 percent to reach 3b,304 in 1990, and was estimated to increase another 73% to reach 46,496 in 2007. Mark Odintz Handbook of Texas Online, s.v. "," http://www.tsha.utexas.edu/handbook/online/articles/KK/hck6.htm1 (accessed May 8, 2007). (NOTE: "s.v." stands for sub verbo, "under the word.") 8 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~' ~ Revised 08-20-2009 Puraose of the Policy Handbook Whether you are a new or experienced member of the Ken County team, this handbook has been designed to inform you of Kerr County's policies and procedures. This guide is not exhaustive and does not address all policies and procedures for Kerr County employees but rather focuses on those policies and procedures that are most often of interest and concern to employees. This handbook is your reference tool for many questions you may have about Kerr County employment, so please read it carefully and familiarize yourself with the contents. Any provision of this guide that conflicts with any law are superseded by that law. If you find that you have questions, please do not hesitate to talk with your immediate Supervisor or your I-luman Resources Representative. Ken County may amend, supplement, or rescind any policy/guidance or portions of the handbook in its sole and absolute discretion. The only exception to any change is our employment-at will status permitting the employee or Ken County to end their relationship for any reason at any time -this remains constant. This handbook does not create%onstitute an employment contract nor any contract between Ken County and the employee or guarantee continued employment. Employees will be notified of changes to the handbook as they occur. 9 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ ~ Revised 08-20-2009 1.00 Personnel Policies 1.01 Authority All policy amendments, revisions, or new policies must be approved by Court Order by Kerr County Commissioner's Court. The Court may take such action without notice to any individual employee. It is the responsibility of each employee to review the posted agenda of the court to inform themselves of any proposed changes. After the amendments have been adogted, the Human Resources office shall distribute copies to Elected or Appointed Officials and Department Heads for distribution to all employees. The responsibility for Policy Administration is divided among County offices as follows: A. Commissioner's Court establishes and oversees general personnel policies. B. Human Resources Director serves as the resource to elected officials, department heads, and employees on personnel matters and policies. The office distributes copies of newly created and updated policies to elected officials and depamnent heads for further dissemination to employees. It is during new employee orientation that new employees are first advised of Kerr County policies. HR also maintains the Employee Policy Handbook and makes recommendations to Commissioner's Court regarding needed policy changes and additions. C. Elected officials and depamnent heads are responsible for implementing these policies in a fair and consistent manner in all areas over which they have responsibility. D. All regular full time employees aze given a copy of the Employee Policy Handbook at new employee orientation; part time employees are given a copy by their departmental representative. 1.02 Circulation of Personnel Handbooks The County Judge, County Clerk, and the County Human Resources Director will maintain complete copies of the Personnel Handbook with all revisions for reference by employees. The Human Resources Director will also provide a copy of this handbook and copies of all revisions to each Department Head, who in turn will make the updated material available to employees. 1.03 Emvlovee Su~estions if you have any suggestions for policy or procedure changes, please submit them in writing to your unmediate Supervisor or the Human Resources Department. Your input will be helpful toward our continuing review of policies and all the current suggestions for modifications in them. For your convenience in submitting recommendations please use the form provided at the end of your handbook oi~ page XX Policy and procedure suggestions will be reviewed periodically. 10 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. o Revised 08-20-2009 1.04 Emylovee Relations Kerr County believes people are the most important asset in serving our county. Each employee is a valued member of our team and provides support to help ensure that all areas of the County government runs effectively and efficiently. You will be treated with dignity, honesty, respect, and fairness and provided safe, professional working conditions, competitive salaries, and benefits. Kerr County believes that using this direct approach is the best way to maintain positive working relationships. 1.05 Courtesy Guidelines We are friendly, respectful, and helpful to all our customers, the public, and anyone we may deal with, even if we are unable to fulfill their requests. We are friendly with each other and treat each other with dignity, courtesy, and respect. The terms "please," "thank you," and "you're welcome" should be a part of our conversations with our customers, the public, or anyone we come in contact with. Being disrespectful, rude, or demeaning with others will not be tolerated. 1.06 Ouen Door Policy Kerr County believes that employees are its most important resource. Open communication and trust is important to employees. Kerr County values its employees' constructive opinions and suggestions and encourages an employee to meet and discuss suggestions, problems, or concerns with their management. In most instances, talking with your immediate supervisor is the most effective way to deal with a challenge or suggestion. However, if your supervisor cannot resolve the matter satisfactorily, or is personally involved in your concern, the employee may also discuss challenges or suggestions with your Department Head by using the following procedure: Discuss the challenge or suggestion with your immediate supetivisor. If the discussion does not result in a resolution or if your supervisor is too closely invobved in the matter to be objective, you have the right to take your concern to the next level of management, your Department Head or Human Resources and discuss the matter with them. By helping to solve problems, management also benefits by gaining valuable insight into possible defects in existing procedures or the need for new methods. While there may not always be automatic answers to every situation, Kerr County employees do have an avenue open at all times to resolve problems that may arise. 1.0? Appearance Guidelines A friendly and professional work environment is essential to effective employee relations. Work environments can influence employee productivity and morale. Kerr County's goal is to establish an environment providing a safe, productive, and comfortable workplace while maintaining abusiness-like appearance. The purpose of the Appearance 11 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~' o Revised 0&20-200 Guidelines is to provide all employees with models for professional appeazance, which includes attire and personal grooming standards. Employees are required to present a professional image to our customers, the public and fellow employees. All clothing should be clean and neatly pressed and appropriate for the business setting. Further explanation and documentation will be provided by your Elected Official/Department Head. Each elected official or department head shall provide a current dated copy of their individual department appearance guidelines to the Human Resources Department to be placed on file. 1.08 Nature of Emvloyment Employment with Kerr County is an "At Will" Status. All Kerr County employees are what the law terms "at will" employees, and nothing in this Personnel Policy Handbook changes their "at will" employment status. An at~vill employee may end his or her employment at any time, for any reason, with or without notice to Kerr County, with or without cause. Likewise, Kerr County may terminate an at will employee at any time, with or without notice, for any reason, with or without cause. Further, an at will employment relationship with Kerr County does not create an express or an implied agreement for continued employment for any period of time. 1.09 Budeet Authorization If a department's budget does not contain a line item or position far employee salaries, the Deparanent Head must obtain authorization from Commissioner's Court before hiring any employee(s). Prior coordination with the Human Resources Department regarding grade and salary amount is required (PAC form). 1.10 Position Announcements Department Heads must send a notice of any position openings in which there will be competitive consideration to the Human Resources Depamnent for posting (exception: Sheriff s Office and Jail). Human Resources will notify County employees and the public by posting within the Kerr County Courthouse, Kerr County Human Resources Website, and local newspaper advertisement. The normal length of posting time during which applications will be accepted is five (5) business days. From time to time, jobs maybe filled without posting notices. Any positions posted maybe closed or extended at any particular time during the advertisement period, at the discretion of the Department Heads of Kerr County. 1.11 Recruitment Methods The typical methods of recruiting personnel to fill vacancies within Kerr County include but are not limited to the following: • Promotion from within 12 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~' ~ Revised 08-20-2009 • Transfer from within • Public Advertisement • Job Training Program Referrals • Selection from a current eligibility list in which recruitment was conducted within the, prior thirty (30) days • Temporary Agencies • Occasionally fill positions without posting due to short notice, emergency requirements, or special skills/experience. 1.12 Selection of Employees Each Department Head is responsible for selecting people to fill each vacant position within the pay limits set by the Commissioners' Court. Human Resources may assist by screening applicants to help ensure they meet the minimum acceptable requirements for the position using job descriptions. Department Heads and Human Resources will coordinate and complete interviews for all final applicants. Department Heads are responsible for the final selection of the new hire. 1.13 EmQlovee Medical Examinations Medical examinations may be required depending on the position being filled. Any offer of employment is contingent upon satisfactory completion of a drug test and background investigation. Personnel requiring a physical or psychological examination will not be allowed to start work until their exams results are received, showing they have been cleared for duty by an approved medical authority. All information of an employee's medical condition or history will be kept separate from other employee information and maintained confidentially by Human Resources, in compliance with HIPAA requirements. Access to this information will be limited to those who have a legitimate and/or legal need to know. Exception: Law Enforcement agencies Department Heads will keep their employee's medical condition or history in compliance with HIPAA requirements. Access to this information will be limited to those who have a legitimate and legal need to know. 1.14 Prior Service with Kerr County New hires with prior Kerr County or other County service maybe considered for appointment above the customary entry salary level. Employees rehired to fill regular fuil~ime positions. with the County may receive credit for their prior length of service as regular full-time employees for longevity pay purposes, onlvlf the break u2 service rs 60 days or less Any break in continuous service with the County forfeits all vacation, personal leave, and health leave benefits accrued prior to the break in service. Rehires do not revert nor receive prior sick, vacation, or comp time balances. A previous hire returning to work in with Kerr County may buy back pension credits in accordance with retirement system rules (TCDRS, see HR and Auditor for more details). 13 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ 4 Revised 08-20-2009 For the purposes of clarification, "Continuous service" means working for the same employer without interruption. Changes of employer normally breaks continuity, which means that employees must start all over again to qualify for rights. 1.15 Performance Appraisals Employees other than Department Heads or who have at least six (6) months of continuous service should receive an Annual performance appraisal. Annual appraisals are to be completed by June 15~' each year. Copies of these appraisals must arrive to Human Resources no later than June 30~' each year to be added to employee files. Department Heads are strongly encouraged to set up employee appraisals using the Appraisal Guidelines and Forms available in the Human Resources office. We encourage Elected Officials to conduct Annual performance appraisals on their employees. 1.16 Performance Based Merit Increases Kerr County may award step adjustments in an attempt to recognize employee performance. Employees without performance appraisals are not eligible for a step or grade increase. The final decision for a step adjustment is dependent upon several factors including but not limited to the following: • Performance Appraisals • Fund availability • Approval of Commissioners' Court A merit increase is advancement to a higher step in the same pay grade. Merit increases cannot increase an employee's salary beyond the maximum for the pay grade of the position. Merit increases are not used to recognize increased duties or responsibilities in a higher grade (i.e. promotion). Performance based merit ("step") increases aze awarded on an annual basis and should be included in the budget process to allow for discussion and approval by Commissioner's Court. 1.1? Class' 'cations Kerr County maintains a classification plan that assigns each class of positions to a pay group based on the principle of equity and parity among positions requiring similar knowledge, skills, abilities, and having similar levels of responsibility. Classification of jobs is completed for the position, not for the person currently filling or being considered for the job. For purposes of classification pay administration, the following definitions apply: • A job description is a written description inclusive of the duties, responsibilities, reporting relationships, requirements, skills, and abilities for a position. 14 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ ~ Revised 08.20-2009 • The Step/Grade pay plan is a document that assigns a dollar value to each job class; groups these classes into pay grades, and arrange pay grades on a pay schedule showing step/grade, salary, and ranges for each grade. 1.18 Reclass' 'ca.tions The intent of reclassifications is to correct pay group classifications that no longer reflect the value of a position that over time has undergone significant changes to responsibilities. Considerable deliberation should be given to determine if an increase in authorizations or added job responsibilities is more appropriate to accommodate the changes in workloads rather than raising salaries through reclassification. Employees being reclassified will be placed in the closest/neareststep of the new pay grade that does not decrease their current pay. Employees who move from a higher pay grade to a lower pay grade may (per Commissioners' Court order) be placed in the step at the lower pay grade equal to the step they held. Employees who are promoted/reclassified/transferred and have less than six (6) months from the effective date of the promotion/reclassification/transfer are ineligible for merit consideration that year. 1.19 New Hire Wages New employees will be hired at the entry level of the pay grade to which the position is assigned. However, Elected Officials and Department Heads can consider and request Commissioner's Court approval to hire at a higher step within a grade due to education, experience, or an advanced skill set of the new hire provided the department budget does not require an increase to accommodate the request and there is documented justification for the request. Commissioner's Court must approve all deviations to this policy and a copy of the Court Order must be sent to Human Resources to be placed in the employee file. No payroll changes will be made without a fully completed PAC. 1.20 Promotions Promotions must be recommended by the employee's supervisor and approved by their Department Head within the position schedule and budget limits approved by Commissioners' Court. Commissioner's Court must approve any promotions that have departmental budgetary impact. If approved, a PAC must be completed including all signatures, the Court Order approving the promotion, and a copy sent to Human Resources for the employee's file. Employees who are promoted and have less than six (6) months from the effective date of the promotion are ineligible for merit consideration that year. A change of title that results in a loss of pay does not constitute a promotion. No payroll changes can be made without a fully completed PAC. 15 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. Revised 08-20-2009 1.21 Transfers Transfers maybe made withvn the same department or between departments at the Department Head's discretion. Employees are eligible to request transfers, provided the employee has had a satisfactory performance record. Employees who transfer will retain the same effective employment date and all accrued vacation and sick leave. The Department Heads should mutually agree upon the riming of the employees' release. The employees' pay may remain the same, be at a higher rate, or a lower rate depending upon the salary range of the position. Department Heads should coordinate with Human Resources on any transfers. The "at will" employment relationship is not altered due to the transfer. 1.22 Demotions Demotions are a change in duty assignment of an employee to a lower paid position. Demotions maybe made for the purpose of voluntary assumption of a less responsible position or as a result of a reclassification of the employee's position, or as a disciplinary measure due to unsatisfactory performance in a higher position. Voluntary and Disciplinary demotions always involve a decrease in pay. The employee's Department Head conducts the demotion process. Prior to completing a demotion, the depamnent shall consult and coordinate with Human Resources. 1.23 Assigned Staff Staff members who are assigned to Kerr County, but are paid directly by another government or private organization are not employees of Kerr County. As a condition of their assignment, such staff members are governed by all terms of these policies not in conflict with their contract for services. 1.24 Televhone ~. Address Information Each employee may choose whether the public shall have access to the employee's home address/telephone number. If a new employee does not request confidentiality not later than 14 days after beginning employment, the home address and telephone number on file are considered public information (does not apply to law enforcement personnel). 1.25 Emyloyee Bulletin Boards Notices will be placed on the Ken County and/or Department bulletin boards and on the Kerr County website. Such notices include but are not limited to: posters required by Federal, State, or Local government, rules and regulations, events, or information deemed appropriate. Employee Bulletin Boards are located throughout Kerr County Facilities including but not limited to the following locations: • Employee Break rooms • Within each Department • Human Resources 16 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. Revised 08-20-2009 Employees should check bulletin boards and the Kerr County Human Resources website regularly for new materials. Bulletin boards should be used as a reference source as many of the materials will answer questions regazding wages, overtime pay, equal employment opportunity, job safety, workers compensation, affirmative action, and job openings. 1.26 Emvlovment of Relatives Nepotism is showing favoritism toward a relative. The practice of nepotism in hiring personnel or awarding contracts is prohibited by Kerr County. No person maybe hired who is related within the second degree by affinity (marriage) or within the third degree by consanguinity (blood) to any member of the Commissioner's Court or to the Department Head for whom he/she works. For the purposes of this guidance, a relative is any person who is related by blood or marriage, or whose relationship with the employee is similar to that of persons who are relaxed by blood or marriage. No person may continue Kerr County employment that is related in one of the prohibited degrees unless the employee has been employed continuously by Kerr County for a period of • At least thirty (30) days, if the officer or member is appointed; • At least six (6) months, if the officer or member is elected in an election other than the general election for State and County officers; OR • At least one (1) year, if officer or member is elected in the general election for State and County offices. Relatives, as described in paragraph one (1), may only be hired if they are not in the same operational chain of command. The following categories apply: • Spouses -may not work in the same operational chain of command (if one of the spouses is, or can be through the delegation of supervisory control, in a supervisory position, the other may not be hired in that department. • Parents/Child(ren) -may not be hired to work in the same operational chain of command • Siblings -may only be hired provided they aze separated by either (a) sepazate scheduled shifts, (b) are on a sepazate crew, and (c) the other is not in a supervisory position, or can be through the delegation of supervisory control, over the shift workers or crew members. For further clarification, see Ap~ndixA 1.2? Medical Privacy 1. Certain medical information is collected by Kerr County for reasons authorized by law (FMLA, ADA, COBRA, etc.), or to prove eligibility for a County benefit program. Such information is voluntary but failure to do so cats result in the benefit being denied or delayed, pending receipt. 2. Human Resources is the only office authorized to maintain employee medical files mentioned above (exceptions: Sheriff's Office/Law Enforcement, JDC, Juvenile Probation Office, or Road & Bridge who maintain copies for Law 17 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ ~ Revised 0&20-2009 Enforcement/TCLEOSE certifications, Juvenile TJPC certifications, and DOT rules and regulations). Access to such files is limited to a need to-know basis. 3. Other medical information pertaining to active employee claims shall be reported to the County by the Third Party Administrator (TPA) on a weekly/monthly basis. This information is provided to assist the County Insurance Liaison in managing the claims process, and to develop premium rates for the next year, and for no other reason. The County (Auditor/Treasurer/HR) destroys this information annually once new rates are established. 1.28 Severab' 'tv If any provision or part of a provision of these guidelines is held invalid, illegal, or unenforceable, it will not affect the validity of the remaining provisions or parts of provisions, which will remain in effect. In cases where Federal or State laws or regulations supersede local guidelines for specific groups of employees, such laws or regulations will substitute for these personnel guidelines only insofar as necessary for compliance. 18 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~' ~ Revised 08-20-2009 2.00 SeUaration 2.01 Separation from Employment To the extent permitted by law, employees may be terminated for any reason and at any time without notice. As a matter of law, employees have no tenure. Employees may resign at any time without notice. Further. the Texas Payda~t Act does not apply to Kerr County. (Sec. 61.003 http://www.twc.state.tx.us/ui/lablawllablaw.html ) Employees that fail to report to work without contacting their supervisor as required by policy are subject to separation. Employees must return all County property and equipment (e.g., keys, car, cell phone, computer, personal desktop assistant - pda, pagers, radio, badge, uniforms, etc.) in their custody before receiving their final pay. Kerr County takes all steps necessary to collect ', monies an employee owes and to get back all County property and equipment. Employees receive pay for unused Vacation time unless: • The employee separates and returns to the County prior to final paycheck inclusive of unused vacation time (without a Break in Employment) or • The employee has not received pay for Hours Actually Worked during the calendar year of the separation. Example 1: Employee separates on June 2"d and returns to employment June 10'x. This employee returned without a Break in Employment. However, if the employee separates on June 2°d and returns to employment October Ig`, this employee returned with a Break in Employment Employees receive compensation for unused Compensatory Time as outlined in 5.06. For purposes in this section, Compensatory Time and Vacation do not include the following: • Car allowance • Education pay • Uniform allowance • Tooi allowance • Longevity pay Compensation will not be accrued after date of separation (i.e. employee separates but still draws 2 checks). All status freezes as of date of separation. If Commissioners' Court does not fund a position, it is abolished and the department must either move the employee to another position or separate the employee by submitting a PAC to Human Resources. 19 Kerr County reserves the. right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. Revised 0&20-2009 No Fault Attendance Policy (240 Dav Rule) Employees who have no Hours Actually Worked for 240 days including weekends and holidays in a 12-month period are separated. FMLA protected absences and Military Leave do not count toward this policy. Department heads are responsible for tracking and implementing this policy. 2.02 Types of Seyaration All separations from employment shall be designated as one of the following: • Resignation, • Retirement, • Dismissal/Discharge • Reduction in Force (Layoff), or • Death Human Resources or Department Heads will conduct an exit interview with employees prior to leaving Ken County service. 1. Resignation - is classified as any situation in which an employee voluntarily leaves his/her position with Kerr County and the separation does not fall into one of the other categories. To resign in good standing, the employee is required to notifyhis/her supervisor of the intent to resign, in writing, at least 10 business days prior to the last day of work. A supervisor is responsible for notifying the Human Resources Deparnnent as soon as an employee announces his/her intent to resign. An employee who resigns in good standing will normally be required to wait at least ninety (90) days before reapplying for employment with Kerr County. Retirees should consult Department Head and Human Resources regarding re-employment 2. Retirement -The same requirements for resignation apply to retirement except that the employee should notify his/her supervisor, in writing, at least thirty (30) days prior to the last day of work but no more than ninety (90) days prior to the date of retirement so that any retirement benefits due may be started promptly. Kerr County is a member of the Texas County and District Retirement System (TCDRS) and the prospective retiree must complete the application for retirement form, reviewed and submitted by Human Resources to TCDRS within the time frame discussed above. The effective date specified in the application must be the last day of a calendar month and shall not be a date preceding the separation of the employees' employment with Kerr County. Employees must meet age, length of service, and other criteria to receive retirement benefits from Kerr County (see Human Resources for additional information). 3. Dismissal/Discharge/Separation - Is classified as an involuntary separation from employment that does not fall into one of the other categories. 20 Kerr County reserves the right to amend these Personnel Regulations unilaterally at anytime, including but not limited to the modification or termination of Benefits. Revised 08.20-2009 4. Reduction in Force - Is a separation because of reduction in force when a position is abolished or terminated. Decisions regarding individual separations may be based on but are not limited to the following: • Consideration of the necessity of each position to the County, • The performance record of each employee, and • Qualifications of the employee for remaining positions 5. Death - If an employee dies while in the service of Kerr County, the employee's designated beneficiary or estate shall receive all earned pay and payable benefits. 2.03 Guidance retyardinty Layoffs Although such an action is avoided whenever possible, employees of Ken County maybe laid off when a Depamnent Head deems it necessary. A layoff does not necessarily reflect negatively on an employee or on their ability to be rehired or to do the job in which they were employed. Whenever possible, employees who are laid off in one department maybe transferred into another department Layoff criteria shall be based first on the continuing need for a particular function. In cases of potential layoffs, the Department Head should coordinate with the County Attorney and Human Resources. 2.04 Abandonment of Position An employee who is absent without leave or prior notice for more than two (~) days shall be deemed to have resigned his position unless otherwise determined by the Department Head. An employee who has abandoned his position is not in good standing and is not eligible to be re-employed. 21 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. o Revised 0&20-2009 3.0 Emyloyment and Employee Standards and Practices 3.01 Orientation and Training Human Resources provides a general orientation for new employees about employment with the county including information about the structure, functions, and services of county government. Information concerning medical benefits will be provided to the employee once they have met the required waiting period established by Kerr County, which is sixty (60) days from employment date with benefits beginning the first day of the month following the 60`~ day of employment. Before an employee begins performing his/her actual duties, they will receive a brief orientation conducted by the Department Head or by a designated department representative. 3.02 Ea~ual Emvloyment Opportunity Kerr County does not discriminate on the basis of race, color, religion, political affiliation, handicapped condition, national origin, sex, or age in recruiting selection, training, raises, promotions, terminations, discipline, layoff, use of employee facilities or programs, or any other condition or privilege of employment except where age or sex is a bona fide occupational qualification (BFO~ or where it is required by state or federal law. Reasonable accommodation will be made for otherwise qualified handicapped individuals to afford them the same opportunities for selection and all conditions and privileges of employment as non handicapped applicants and employees. Determination of reasonable accommodation is made through consultation with the employee, his/her doctor, County Attorney, HR, and/or organizations knowledgeable in determining various handicaps. 3.03 Categories of Emuloyment ~ Ful~Time Regular -Those who are not in a temporary status and who are regularly scheduled to work in an authorized position afull--time schedule of 40 hours per week. No person maybe considered afull--time regular employee unless they are filling a budgeted full time position that is supported by the position schedule and an approved jab description. These employees aze eligible for Kerr County's benefit package, subject to the terms, conditions, and limitations of each package. Part-Time Regular -Those who are not assigned to a temporary status and are regularly scheduled to work fewer than the county full time schedule, not more than 32 hours per week but at least 20 hours per week. While they do receive 22 Kea County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~ R Revised 08-20-2009 all legally mandated benefits such as social security, retirement, (if worked 900 or more hours per yeaz) and workers' compensation insurance, they are also eligible for Kerr County's sick and vacation leave on a proportional basis. They are not eligible for other benefit programs unless approved by order of the Commissioners' Court. No person maybe considered a part time regular employee unless they are filling a budgeted parttime position that is supported by the position schedule and an approved job description. Part time regular employees are paid out of a part time line item within the budget. Employees paid out of a part time salary line item may not without prior approval of the Commissioner's Court or in an emergency, work more than a total of 900 hours per year and should not exceed 1040 hours. • Temnorarv Full /Part-Time - A temporary employee is hired to complete a specific project within a specified period of time, not to exceed 12 months. Temporary employees may work full or part time. All personnel whose salaries are paid out of a part~ime Line item in the budget aze temporary employees regardless of the length of time they have worked for the County and regardless of the number of hours they work. Personnel paid out of a part time salary line item do not normally work more than 900 hours per year. Employees paid out of a part time salary line item may not without prior approval of the Commissioner's Court or in an emergency, work more than 900 hours per year. Temporary employees receive all legally mandated benefits (such as social security and workers' compensation insurance) but are not entitled to the County's other benefits programs. • ITOCational (VOE) /Intern (Co~Ov) Students - VOE and Intern students are employed by the County in co-operation with Local schools. Students must be actively enrolled in school (with passing grades) to remain eligible for this category. They are eligible for all mandatary benefits with the exclusion of workers' compensation and unemployment. • Casual -Employees who have established an employment relationship with Kerr County, but are assigned to work on an intermittent and/or unpredictable basis. While they receive all legally mandated benefits (social security, workers' compensation insurance), they are ineligible for all of Kerr County's other benefits programs. 3.04 Attendance and Timeliness Absenteeism and tardiness place a burden on other employees and Kerr County. Employees unable to work as scheduled will notify their supervisor as soon as possible in advance of the anticipated absence or tardiness, the reason and when they can be expected to report to work. Employees who are more than thirty minutes late, and have not notified their supervisor of their expected tardiness may lose the right to work the 23 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~~ o Revised 08-20-2009 balance of the day. Employees are expected to personally call on each day of absence or tardiness. Unauthorized excessive absences or tardiness is disruptive for the workplace and either will lead to disciplinary action, up to and including separation of employment. Employees absent from work two (2) days without giving proper notice to their supervisor as instructed above, shall be deemed to have resigned their position unless otherwise determined by the Department Head (see 2.03 Abandonment of Position). An employee who has abandoned their position is not in good standing and is not eligible for re-hire. Among other things, "Good Attendance Habits" include the following: ^ Appearance for work no eazlier than 5 minutes prior to the start of the shift; ^ Being at your work station ready for work by the start of the shift; ^ Remaining at your work station unless the needs of the job require being elsewhere, except during authorized breaks (including restroom breaks) ^ Taking only the time normally allowed for breaks; ^ Remaining at work during your entire shift unless excused by a supervisor or Elected/Appointed official; ^ Not leaving work until the scheduled end of your shift unless excused by a supervisor or Elected/Appointed official; ^ Leaving promptly at the end of your shift unless you have been given advance permission by your supervisor or Elected/Appointed official (or designee) to work past that point; and ^ Calling in and personally notifying your supervisor or Elected/Appointed official (or designee) if you are going to be either absent or tardy, unless a verifiable emergency makes it impossible for you to do so. Potential Consequences of Absenteeism or Tardiness Disciplinary action up to and including separation will commence for the overuse of paid or unpaid time off benefits when 56 hours of absences have been accumulated within any consecutive twelve (12) month period. The disciplinary action may include a written warning. If additional time is recorded (after 56 hours) action may consist of a documented three-clay suspension without pay. If additional time is recorded an employee maybe separated immediately.. Accumulation of 10 tazdies (late) in any consecutive twelve months is grounds for separation. Disciplinary action may start after the third tardy in a six month time is recorded. The disciplinary action may include a written warning. If an additional tardy is recorded action will consist of a documented three-day suspension without pay. If additional time is recorded an employee maybe separated immediately. Kerr County is accountable to the taxpayers for the expenditure of public funds; therefore, its pay system is premised on principles of public accountability that prohibit the government from paying employees unless they actually perform work or have Paid 24 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~~ ~ Revised 08-20-2009 Leave available. Deductions from pay (as authorized by law) will be made for all unexcused absences and for those excused absences not authorized as paid absences. 3.05 Outside Employment and Activities An employee of Kerr County shall not engage in any activity or other employment that adversely affects or conflicts with their ability to effectively carry out the duties. and responsibilities of their position. An employee accepting other employment while still being employed by Ken County must notify their supervisor before beginning such work except in cases where the work maybe occasional or casual. However, if the work affects the job performance, regardless of the type of employment, the employee can be asked to terminate said outside employment. In addition, due to periodic updates to job descriptions/requirements an employee previously approved for outside employment maybe asked to quit said outside activity if it impairs their ability to do their job. 3.06 Employee Conduct and Work Rules To ensure orderly operations and provide the best possible work environment, Kerr County expects employees to follow rules of conduct that will protect the interests and safety of all employees and the public. It is not possible to list all types of behavior that are considered unacceptable in the workplace. Violations of the rules of conduct will result in disciplinary action, up to and including separation of employment. The following listings of rules of conduct violations are examples that include but are not limited to: - Theft inappropriate removal possession of property (including electronic records) - Falsification of County records - Working under the influence of alcohol illegal drugs - Fighting or threatening violence in the workplace - Negligence or improper conduct leading to damage of employer-owned or customer or public property - Falsification of employment documents - Insubordination or other disrespectful conduct - Violation of safety or health rules - Sexual or other unlawful or unwelcome harassment - Possession of dangerous unauthorized materials, such as unlawful knives, explosives, or firearms in the workplace not related to employment. - Falsification of timekeeping/timecard/payroll information - Excessive absenteeism or absence without notice - Violation of personnel handbook guidelines - Unsatisfactory performance or conduct 25 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~~ o Revised 08-20-2009 - Unprofessional behavior towards members of the public, other employees or department heads (includes verbal abuse) 3.07 Return of Proverty Employees must return any/all Kerr County property immediately upon request or upon separation of employment. Kerr County may take all action authorized bylaw and deemed appropriate to recover or protect its property. Employees are responsible for items issued to them by Kerr County or in their possession or control, included but not limited to the following: - Manuals/written/e-documents materials - Keys/Keycards/Key fobs - (all Employees and Representatives of Ken County must comply with Sheriff s policy and guidelines regarding Security (sheriffs Policy In Process) - Pagers and Phones - Vehicle Insurance - .Equipment and/or tools - Credit Cards - Identification cards badges/security passes - Protective equipment and uniforms 3.08 Chain of Con~unand Employees are responsible to the appropriate Department Head or a supervisor designated by the Department. Directions regarding work to be completed, expected results, and the minimum acceptable requirements of work performance will normally follow the chain of command within the department or as specifically authorized by other Kerr County policies. For further clarification, see Appendix B 3.09 Solicitation People not employed by Kerr County may not solicit or distribute literature in the workplace at any time for any purpose. Kerr County recognizes employees may have interest in events and organizations outside the workplace however; employees may not solicit or distribute literature concerning these activities during working time (Working time does not include lunch periods or work breaks). In addition, the posting of written solicitations on County bulletin boards is restricted. If employees have a message of interest to the workplace, they may submit it to the Department Head for approval. If approved, the Department Head should sign and date the posting and the employee can then post. See Community Events Policy (http://www.co.kerr.tx.us/events/pa e~policy.html web page) for further information regarding postings. 26 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. Revised 08-20-2009 3.10 Conflict of Interest Officers and employees of Kerr County will neither have financial interest in the profits of any contract, service, or other work performed by the county nor personally profit directly or indirectly from any contract, purchase, sale, or service between Kerr County and any person or company. An officer or employee may not (included but not limited to): • Solicit, or accept, or agree to accept a financial benefit, other than from the county that might reasonably tend to influence their performance of duties for the county or that they know or should know is offered with the intent to influence the employee's performance • Accept employment or compensation that might reasonably induce them to disclose confidential information acquired in the performance of official duties • Make any personal investment that might reasonably be expected to create a substaritial conflict between the employee's private interest and duties for the county • Accept outside employment or compensation that might reasonably tend to impair independence of judgment in performance of duties for the county • Solicit, accept, or agree to accept a financial benefit from another person in exchange for having performed duties as a county employee or officer in favor of that person • Engage in outside activities incompatible with the full and proper discharge of county duties or which might impair independent judgment in the performance of county duties 3.11 Political Activity County employees are encouraged to vote and to exercise other responsibilities of citizenship consistent with state and federal law and these policies. Employees are not required to contribute to any political fund or render any political service to any person or party. No employee will be dismissed, suspended, demoted, or otherwise prejudiced for refusing to do so. Employees may not: • Use their official authority or influence to interfere with or affect the result of an election or nomination for office or • Directly or indirectly coerce, attempt to coerce, command, or advise a local or state officer or employee to pay, Lend, or contribute anything of value to a party, committee, organization, agency, or person for a political purpose. Employees who violate the above will be subject to disciplinary action up to and including separation. 27 Derr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ ~ Revised 08-20-2009 County employees, except elected officials, may not participate in political activities while on county duty. Employees are expected to remove county uniforms, county logo shirts, jackets, or other apparel with County insignia's before participating in a political activity. In addition, no County-owned property, vehicle, building, and/or office maybe used for displaying campaign materials or for conducting any partisan political activity. This section does not apply to the use of the courthouse courthouse grounds or county buildings when used for the pu^pr ose of political announcements ayproved by Commissioner's Court. Any employee who is subject to the provisions of the federal Hatch Act may not be a candidate for elective office in a partisan election. County employees are subject to this additional Hatch Act restriction if their principal employment is in connection with an activity, which is financed in whole or in part by loans or grants made by the federal government. For more information on the Hatch Act, see Appendix C. An employee's political activity that is not in violation of this section will not be considered in determining their compensation, eligibility for promotion or demotion, work assignment, leave or travel request, or in applying any other employment practices to the employee. 3.12 Gifts and Gratuities County Officers and employees may not accept gifts or free services that might tend to influence his/her official actions or impair their independence of judgment in performance of duties for the county. County Officers and employees shall not accept gifts from contractors, vendors, or other persons who have business dealings with the county, except for non-cash minor token items (value not greater than $50.00 per item) given as part of advertising their business. 36.08 &36.09 Penal Code Chapter 36 http://www.statutes.legis.state.tx.us/Index aspx 3.13 Progressive Discipline Other than violations of 3.05 Employee Conduct and Work Rules, when corrective action is necessary, Department Heads should take the lowest level action possible to correct the problem. Kerr County believes that a progressive corrective action is not intended to be punishment, but rather to impress upon the employee the need for improvement or change in behavior. All facts including length of service, previous performance, and attendance will be considered. A witness is required for each of the steps outlined below. The employee will be required to sign written warnings to acknowledge his/her receipt of the corrective action -signing does not admit to any wrongdoing. If the employee refuses to sign it is not any less enforceable. The witness will sign acknowledging an unsigned copy was given to the employee. 2$ Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ ~ Revised 08-20-2009 Informal counseling with the employee maybe all that is necessary to correct performance or attendance problems and should be used before beginning corrective action. The informal counseling should be documented and placed in the employees file. The progressive discipline process is as follows: • Informal Counseling /Verbal Warning • Written Warning • Final Written Warning or Suspension • Separation The above progressive discipline is not intended to replace or modify actions of Department Heads when dealing with violations of 3.05 Employee Conduct and Work Rules. In some cases, an infraction is so severe that immediate correcrive action, up to and including separation may appear to be warranted. In those cases, Kerr County reserves the right to deviate from the steps in paragraph two (2) above (Counseling /Verbal Warning et. al.) 3.14 Accident Reyortin~ -Vehicles or Equipment Any employee involved in an accident while driving or riding in a county vehicle or on County business in a personal vehicle, no matter how minor, shall report it to the appropriate supervisor and law enforcement authorities so that an official accident report can be filed. In no instance should the driver leave the scene of an accident before Law Enforcement have made their investigation and cleared the driver to leave unless required to report. The Department Head shall notify the County Auditor and Human Resources of the accident on the same day the accident occurred, or on the first business day following the accident if it occurred after hours or on a non~vorkday. The Department Head shall forward a copy of any accident report involving county equipment or vehicles to Human Resources as soon as the law enforcement investigation is completed. Kerr County follows Federal Motor Carrier Safety Administration Guidelines (FMCSA) and Depamnent of Transportation (DOT) regarding Post Accident Alcohol and Drug Testing (CFR 49 Part 40). http://www.fmcsa.dot.gov/rules-regulations/topics/drums engtestind.htm and http://www.dot.gov/ost/dapc/NEW DOCS/part40.htm1?proc 3.14 Valid Driver's License Operators of county vehicles are required to have a valid Texas driver's license necessary for legal operation of the vehicle and shall immediately notify the department head of any changes in status of their license. Suspension or revocation of the driver's license of an employee who is assigned as a vehicle or equipment operator may result in a demotion or separation. 29 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not Limited to the modification or termination of Benefits. ' 4 Revised 08.20-2009 3.15 Use of Ecruipment and Vehicles County property, materials, supplies, tools, vehicles, and equipment are only to be used for public purposes. Uses that provide private benefit to employees or officials are prohibited. If an employee is in doubt about a circumstance, they must check with the appropriate department head before proceeding. Violations of this guidance may result in separation and yossible prosecution. Employees are expected to exercise care, perform required maintenance, and follow all operating instructions, safety standards, and guidelines. In addition, all employees who operate a vehicle in the conduct of county business aze required to possess a valid Texas driver's license and be listed on the County's insurance. Notify your supervisor of any equipment, machines, tools, or vehicles appear to be damaged, defective, or in need of repair. • Kerr County vehicles are not to be used for personal business. • Kerr County maintains a "No rider policy." Only Kerr County employees are allowed to ride or operate County vehicles. Non-employees aze prohibited from driving or riding in Kerr County vehicles (exception: Law Enforcement, Juvenile Probation, Juvenile Detention Center for purposes of County business). • Vehicles should be inspected prior to use to help ensure meeting safety standards (lights, horn, wipers, etc aze in service). • Any vehicle accident, damage, or malfunction should be documented and reported to your Department Head immediately. If vehicle is involved in an accident, it must also be reported to local law enforcement. • Vehicles shall be kept clean inside and out. • Vehicles should receive quarterly preventative maintenance (Checking or changing :oil, air filters, power steering and transmission fluid, tires, etc) If an individual has their Driver License suspended or revoked, or if they are not approved for coverage by our insurance carrier, disciplinary action. may result up to and including separation. New hires must also have a safe driving record and be insurable as well. 3.16 Use of Phone System (landline or cell) Employees may be required to reimburse Kerr County for any chazges resulting from their personal use of the telephone or County cell phones. It is understood that occasionally personal calls aze necessary; however, use of telephones for local personal calls is permitted only if the number and length of calls are kept to a minimum due to necessity. County employees and Officials shall not place un reimbursed personal long distance telephone calls or faxes on county telephone equipment. A call to notify family of job requirements to work unscheduled overtime is an acceptable county business call. Personal cell phones must be turned off during work hours unless otherwise approved by a Department Head or Supervisor. 30 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. Revised 08-20-2009 3.1? Use of Countv Credit Cards Credit cards are issued to authorized employees by the Kerr County Auditors office, who monitors their use and submits documentation of usage at the end of each month. Unauthorized or personal use of county credit cards is strictly prohibited and may result in separation and/or prosecution. 3.18 Access to Personnel Files Official files maybe maintained by Human Resources. Elected/Appointed Officials may retain copies. It is important that accurate, current records be maintained for benefits and employment purposes. Employees are required to notify Human Resources immediately if there is any change in relevant personal or employment information such as changes in address, phone numbers, marital status, emergency contact, insurance beneficiary, number of dependents, or legal name. All information contained in the personnel file is the property of Ken County and is not available for review by anyone other than the employee, their Elected/Appointed Official (or designee), and the Human Resources department. Employees who wish to review their ffie must file a written request with their Department Head. With reasonable notice (at least 72 hours), employees may review or request a copy of their personnel files. However, an employee may not remove documents from the file. If an employee believes that information in their personnel file is incorrect, they must submit a written request to change the information to the Human Resources department and if the request is granted, the Human Resources depamnent will make the change in the presence of the employee. If the request is denied, an employee can ask to place a statement of disagreement in the file. This statement of disagreement will become a permanent part of the employee's file. Kerr County considers falsification of personnel records to be a serious offense, and upon discovery can lead to disciplinary action up to and including separation. Kerr County retains all Human Resources records for seven years after an employee leaves employment. Employees must be accompanied by their Depamnent Head or Human Resources when reviewing files. , 3.19 Access to Medical Files Only authorized personnel with a need to know are allowed access to employee medical files. Access to employee medical files is normally restricted to HR personnel, Insurance Adjusters, employee, County Attorney, law enforcement via appropriate court orders, etc. Supervisors are not authorized to maintain or request any medical information from an employee other than that authorized to ensure compliance with applicable laws or to enforce County policy with regards to return to work (Fitness for Duty), Sick day requests, FMLA, ADA, etc. Any information collected will be forwarded to HR for 3I Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. Revised 08-20-2009 review and inclusion in the employee's medical file. Submit complaints of inappropriate disclosure to the Human Resources Director (HIPAA Privacy Officer). 3.20 Authorization to Hire anal Starting Wor /Train_in~ Each Department Head is authorized to staff only in accordance with the County Budget. Each perspective employee is charged with the knowledge of the authorization contained within the budget. Employees will not receive nor draw any salary for any dates worked before the required dated new hire material packet is complete within the Human Resources Department. New employees must report to Human Resources urior to nerformin~ anv work or training for the county or drawing any salary and until the employee has been made an offer of employment by the appropriate Department Head. The New Hire Material Packet includes but is not limited to the following documents: • Employee Verification Form • Kerr County Personnel Assignment Change Form (PAC) • Federal IRS Form W-4 • Federal I9 Form • Insurance Application • Retirement Application The employment of any person for a position for which the person does not possess the minimum qualifications of the job is voidable unless, prior to their employment, a waiver of this provision is approved by the Department Head and Human Resources. Said waiver may include a decrease in the budgeted salary for the position. Each employee is under a duty to investigate the minimum qualifications of their job position and is on constructive notice of those qualifications when hired. The employment of a person as an appointed Department Head reporting to Commissioners Court (exempt, non5tep/grade) must be approved by the Commissioners' Court. Budgeted salary for an existing appointed position will not transfer. Salary shall be based on occupational qualifications and jobrelated factors such as skill, knowledge, education, experience, and ability to perform the specific job. 3.21 Aee Indemnification Agreement If an employee is less than 18 years old and unmarried on the effective date of employment, his/her parent, guardian, or other person with legal custody of the employee must sign a parental release and indemnification agreement prescribed by the County Attorney. Hi~hli~hfed iterus IVEEDf=FURRIER ~.E~~~? Section 3.07 needs final Sheriff policy 32 Ken County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~' ~ Revised 08-20-2009 4.00 Benefits and Leave Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. 4.01 Employee Benefits Eligible employees of Kerr County are provided a wide range of benefits. Social Security, workers' compensation, disability, and unemployment insurance cover all employees in the manner prescribed bylaw. Benefits eligibility depends upon a number of factors, including employee classification. Human Resources can identify the programs for which you are eligible. Details of many of these programs can be found in this employee Handbook. Some may require contributions from the employee, but Kerr County pays many of them. For more information, see Human Resources. 4.02 Vacation Benefits Vacation time off with pay is available to eligible employees. Regular full time employees are eligible to earn and use vacation time as described in this guidance. Once a new employee enters an eligible employment classification, they begin to earn paid vacation time according to the schedule. However, before vacation time can be used, a waiting period of six (6) months must be completed. No vacation leave benefits can be used by a new County employee during the initial six (6) months of employment. Employees cannot take vacation time until it is earned. Upon completion of the initial waiting period, vacation leave benefits will be computed from the date of employment and be credited to the employee. Employees separated during the initial six month waiting period will not be paid for accumulating leave. Thereafter, vacation leave is earned and credited to the employee's record the first day of each month. Regular employees earn vacation leave as follows: FB'I' Employees (R32+) Years of E_ployment Vacation to be earned Years 1.10 80 hours (6.6? hours per month) Years 11 through 20 120 hours (10 hours per month) Years 21 & beyond 160 hours (13.34 hours per month) PlT Regular Employees (R32-) Years of Employment Vacation to be earned Years 1 - 10 40 hours (3.34 hours per month) Years 11 through ZO 60 hours (5 hours per month) Years 21 or more 80 hours (6.67 hours per month) 33 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~' ~ Revised 0&20-2009 Vacation cannot be used until it is .earned. Employees who have completed their six month waiting period and who follow the Separation guidelines (Section 2.1) will receive their accumulated vacation hours. Vacation leave may be used in 1 hour increments. 4.03 Vacation Can Employees are encouraged to schedule and use available paid vacation time. The maximum allowable cumulative carryover of unused vacation leave is 160 hours.. If the total amount of unused vacation time reaches 160 hours, further vacation accrual will continue however, employee payout and carryover will remain a maximum of 160 hours and September 30`~ of each year any hours over 160 will be removed from the accrual total. The maximum vacation time an employee shall have available to use at any given tune is the amount of unused time the employee had the 1$` of the month as outlined in 4.02 paragraph two (2). Example A: Employee has 200 hours of accrued vacation time on September 30~'. On October 1~` the employee total will be modified to 160 hours of accrued vacation time. Example B: Employee has 160 hours of accrued vacation time on October 1$`. On November 1~` dependent upon eligible length of service time the employee may earn an additiona16.67 hrs, 10 hrs, or 13.34 hrs for a total of 166.67, 170, or 173.34 hrs respectively. 4.04 Sick Leave Benefits Sick leave benefits are intended solely to provide income protection in the event of illness or injury, and may not be used for any other absence. Willful misuse of sick leave benefits can result in disciplinary action up to and including separation. Kerr County provides paid sick leave benefits to all eligible employees for periods of temporary absence due to illness or injury. Sick leave benefits begin the first day of the month Following two (2) full months of employment. Example: Employee begins work October 10`x. Employee earns their first sick leave December ls` Regular full-time and regular part time employees are eligible. Employees may not work another job during the hours for which they are receiving pay Sick Leave. Sick leave is earned as follows: Regular FI" employees (R32+) earn sick leave as follows: 4.00 hrs per pay period (total 96 hrs annually). 34 Ken County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. 4 Revised 08-20-2009 Regular PT employees (R32-) earn sick leave as follows: 2.00 hrs per pay period (total 48 hrs annually). Paid sick leave can be used in minimum increments of one (1) hour. Eligible employees may use sick leave benefits for an absence due to their own illness or injury or that of an immediate family member. Ken County defines "immediate family" as the employee's spouse, parent, grandparent, child, grandchildren, sibling; or the employee's spouse's parent, parent, grandparent, child, grandchildren, sibling and living within same household. Employees absent with permission because of illness during the first month of employment will have the missed number of hours pay subtracted from their pay on their paycheck. Employees unable to report to work due to illness or injury must personally notify their direct supervisor at least 2 hours before the scheduled start of their workday if possible. To substantiate a request for sick leave for a non FMIA qualifying reason, Department Heads may require an employee to provide a physicians statement for any period of Sick Leave. The employee will personally contact their direct supervisor on each additional day of absence until they return to work. If an employee is absent for three or more consecutive days due to illness or injury, a physicians statement is required verifying the nature of the illness (see FMLA Policy), including stating the beginning and expected ending dates. Such verification maybe requested for other sick Leave absences as well and maybe required as a condition to receiving sick leave benefits. Approval of sick leave for non~emergency medical, dental, or optical appointments must be secured at least one (1) week in advance. Departments must report leave on the payroll time sheet Failure to provide the required notice may result in the employee's being placed in an unpaid status and could result in disciplinary actions. Employees are expected to return to work as soon as their reasons for leaving are accomplished. Sick leave benefits are calculated based on the employee's base pay rate at the time of absence and will not include other forms of compensation. An employee who exhausts earned sick leave must use all accumulated paid leave(s) before requesting unpaid leave of absence without pay (if eligible). No advances are authori2ed (paying for time not earned). 35 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ ~ Revised 0&ZO-2009 Sick leave benefits are intended solely to provide income protection in the event of illness or injury, and may not be used for any other absence. Willful misuse of sick leave benefits can result in disciplinary action up to and including separation Sick leave benefits shall not be paid when an employee leaves service, separates, or retires from Kerr County employment Potential Consequences of Absenteeism or Tardiness Disciplinary action up to and including separation will commence for the overuse of paid or unpaid time off benefits when 56 hours of absences have been accumulated within any consecutive twelve (12) month period. The disciplinary action may include a written warning. If additional time is recorded (after 56 hours) action will consist of a documented three-day suspension without pay. If additional time is recorded an employee may be separated immediately.. Accumulation of 10 tardies (late) in any consecutive twelve months is grounds for separation. Disciplinary action may start after the third tardy in a six month time is recorded. The disciplinary action may include a written warning. If an additional tardy is recorded action will consist of a documented three-day suspension without pay. If additional time is recorded an employee may be separated immediately. 4.05 Social Security Kerr County participates in the Federal Old Age, Survivors', Disability and Health Insurance Program (Social Security and Medicare). 4.06 Retirement Kerr County is a member of the Texas County and District Retirement System ("TCDRS"). During "New Hire Orientation" Human Resources distributes a copy of the TCDRS Member Information Guide describing the TCDRS benefits to eligible employees. Obtain additional information regarding Kerr County TCDRS from Human Resources. In accordance with state law, Commisioners' Court determines the amount of employee and employer contributions to TCDRS. TCDRS calculates and pays Retirement benefits. All employees except those in Temporary Positions and Temporary Model Positions must make contributions to TCDRS. Employees who want to retire must submit a completed retirement application packet to Human Resources at least 30 and not more than 90 days before the proposed effective date of Retirement. The effective date of Retirement must be on the last day of a month and must not be earlier than: • 1 year after the employee establishes membership in the TCDRS and 36 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~' ~ Revised 08-20-2009 ~ the date of the employee's separation from employment. 4.07 Workers' Compensation Kerr County provides Workers' Compensation benefits at no cost to employees. The county provides Workers' Compensation benefits for accidents, illnesses, or injuries employee sustain in the course and scope of employment in accordance with the existing Texas Workers' Compensation laws. This program covers injuries or illness sustained in the course of employment requiring medical, surgical, or hospital treatment. Subject to applicable legal requirements, workers' compensation insurance provides benefits after a 7 day waiting period, or if the employee is hospitalized, immediately (exception: no 7 day waiting period for law enforcement officers). Employees with a work related incident with or without sustaining a work related injury or illness must inform their supervisor immediately They will complete a First Report of Incident/Injury form indicating the details of the incident/injur~ It is mandatory that the incident or injury form is forwarded to Human Resources within 24 hours via fax (note: if an injury occurs on a Friday between the close of business 5:00 p.m.) and the start of business (8:00 a.m.} on the following Monday, the injury will be reported within 24 hours from the start of business on Monday. This will enable the employee to qualify for the coverage as quickly as possible. Failure to report an on-the-job accident, illness, or injury in a timely manner (24 hours) may result in the loss of or denial of Workers' Compensation benefits. Utilize the Workers' Compensation First Report of Incident/Injury obtained from your department head or Human Resources. Workers' Compensation benefits are subject to any deductions required by law or by court order (e.g. child support payments). Employee's are responsible for making arrangements for payment of any voluntary payroll deductions. An employee receiving Workers' Compensation does not accrue vacation or sick leave and is not entitle to receive holiday pay. While on leave because of a bona fide, on the-job, work related injury, each time the employee sees the physician for consultation or treatment, they must provide a progress report to Human Resources. Any change in the employee's condition, which might affect their entitlement to Workers' Compensation payments, must also be reported to Human Resources. In addition, the injured employee must contact thier Department head weekly to report on their condition. Failure to provide the required medical status reports or to contact their Depamnent Head on the schedule required is grounds foz taking disciplinary action. A written statement from the attending physician certifying that the employee has been released to return to work and specifying the type(s) of work they are capable of performing as well as any limitation(s) must be received by Human Resources before an 37 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~' ~ Revised 08-20-2009 employee may return to work. All employees on injury leave must report to work after approval of either the employee's attending physician or an independent physician paid by the County. Failure to return to work when directed will result in appropriate disciplinary action up to and including separation of employment. Total Disability Retirement A determination of total disability maybe rendered at any time during the course of the occupational disability or injury leave. Upon such a determination, the County Auditor and County Human Resources Director, in consultation with the Commissioners' Court, will make the necessary arrangements for the employee's retirement under the "on the-job disability" clause of the coverage provided by the County's retirement plan. Pavroll Procedures- Employees must use available Sick Leave and Vacation Leave during the first 7 calendar days of lost time for a compensable injury. If the absences are notdesignated as FMLA, then the employee must also use available Compensatory Time during the first 7 calendar days. If the absences are designated as FMLA, then the employee may choose to use available Compensatory Time during this period. No other supplement is authorized. After 7 calendar days, the department must code the employee's absences as Workers' Compensation. If an employee is eligible for FMI..A leave and the Workers' Compensation injury is a Serious Health Condition as defined in 4.05, Human Resources simultaneously designates the Workers' Compensation absences as FMI,A. Employees do not receive Paid Leave or accrue Sick Leave while on Workers' Compensation leave except as provided in the "Payroll Procedures" outlined in 4.07. Employees who return to work for their regularly scheduled hours must use available Paid Leave for time off for doctor's appointments or any other follow up treatment relaxed to the compensable injury. Sheriff s Office Personnel -Utilize Sheriff's Personnel and Policy Procedures as outlined by Statutes. 4.48 Countv Health Plan(s) NOTE: Subject to amendment or discontinuance at any time, Commissioners' Court provides certain County Health Plan(s) to employees, retirees, and eligible dependents in accordance with the following sections and provisions. 38 Kerr County reserves the right to amend these Personnel Regulations unilaterally ax any time, including but not limited to the modification or termination of Benefits. Revised 0&20-2009 E ' 'bili Employees Department Heads and F/T Employees (R 2+} are eligible for these benefits. Eligibility for these benefits begins on the first day of the calendar month following 2 full months (60 days) of continuous employment as a F/T Employee (R32+) unless the insurance policy(ies) in effect at the time specify a different period. Exampiz: An employee starts work July 2nd. Employee reaches 2 full months of continuous employment on September 2nd. Employee is eligible for the County Health Plan(s) on October 1~`, the first day of the following month. Retirees Employees who retire in accordance with the provisions of the TCDRS (including disability Retirement) and who were covered as active employees under the County Health Plan(s) in effect at the time of Retirement are eligible to retain certain benefits coverage(s). Employees who, at the time of separation, will be eligible to receive and actually do receive Retirement benefits within 4 months and who choose COBRA coverage as described below, are eligible to retain certain County Health Plan(s) Kerr County's Health Plan(s) for retirees 60 or older, maybe continued by employees/ elected officials who have at least eight (8) years of continuous accredited service with the County and meet the TCDRS retirement rules and wish to or akeady have retire(d). Continuation of insurance election must be made within 30 days of employee's separation. Premiums (less any County approved supplement for retirees with 8 consecutive yeazs with Kerr County at the time of retirement and have remained on the County Health Plan or County sponsored plan for those b0 or older) are due from the farmer employee (payments not received by the Sd~ day of the month will result in cancellation). Employees enrolled in county benefits who separate versus retire, are eligible for COBRA to continue those benefits. Devendents Employees may enroll their e ' 'ble dependents for coverage under certain County Health Plan(s). The effective date of dependent coverage is the effective date of the employee's eligibility. Covered retirees may elect to continue coverage for their eligible dependents who were covered at the time of Retirement. After that, retirees may not add dependents unless there is a qualifying family status change. 39 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any tune, including but not limited to the modification or termination of Benefits. ~' ~ Revised 08-20-2009 If You Do Not Enroll If you do not enroll for Plan coverage within your initial 30-day enrollment period, you are automatically assigned default coverage's. Default coverage is defined as "Employee Only" Medical/Prescription coverage and the employee will not be allowed to utilize supplementals until the next open enrollment period. (See Human Resource for additional information regarding Plan Coverage Descriptions) 40 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. Revised 08-20-2009 Ket:' Cour~tvBene$ts ~terview IJlr am(Healtlxare C,o~r Prescription Dings Iife $2A,000 Major Medical Provider Iife $20,000 TCDRS Plan al 1 year Salary payable to Benefiaary (eligible after 2 years of service) al death and dismemberment $20,000 travel accident imstrrance Vacation Paid Tm~e Famed up to 160 hours capped annual Sick Le1ve Paid Tm~e Eamed 8 horns per nniuh CE~ANGE IF G Corm d Sick leave Sine a ~ n ra 101 ~ Yei i ng s of plans and options conuibtrtions .disability disability -ral life and AD&D rs County and District Retirement System TCDRS Ran 41 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. Revised 0$-20-2009 4.09 COBRA The Federal Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) gives employees and their qualified beneficiaries/dependents the opportunity to continue health insurance coverage under Kerr County's health plan when a "qualifying" event would normally result in the loss of eligibility. Some common qualifying events include but are not limited to; resignation/separation termination of employment, death of an employee; a reduction in an employee's hours or a leave of absence; an employee's divorce or Legal separation; and a dependent child no longer meeting eligibility requirements. Under COBRA, the employee or beneficiary pays the full cost of coverage at Kerr County's ou rates plus an administrative fee Kerr County provides each eligible employee with written notice containing important information about the employee's rights and obligations granted under COBRA. Continued coverage or COBRA payments will be sent directly by the affected person to the insurance company. Eligible employees, retirees, and dependents should refer to provider materials and relevant publications and notices given by the County for further information. 4.10 Contributions Commissioners' Court may require employees or retirees to pay a portion or all premiums for coverage under certain Group Health Plan(s) for themselves or their eligible dependents. Employees who are on Unpaid Leave and all retirees must make premium payments directly to the County 4.11 Benefits Benefits are provided subject to the policy(ies) and plan(s) in force and applicable federal, state, and local laws regulating insurance and employee benefit plans. Commissioners' Court has the discretion to offer alternative coveragels) to retirees or their eIi~ible det~endents who are eligible for Medicare/Medicaid 4.12 Verification of E ' ' ility Employees and Retirees must submit the documentation outlined below to add eligible dependents to the Group Health and Related Benefits coverage(s). • Spouse -Formal Marriage License or Certificate of Informal Marriage. And if the spouse is being added because of a change in employment and/ox loss of coverage, submit proof of the lost coverage as well. • Dependent Children - a Birch Certificate or court papers showing legal guardianship or legal custody. Submit verification of student status as required to prove eligibility. • Grandchildren - Certificaxion of Financial Dependency form as required by the Group Health and Relaxed Benefits provider and Birth Certificates of the child and grandchild to show that the employee or retiree is the biological or adoptive grandparent of the child to be added. 42 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including bu# not limited to the modification or termination of Benefits. ~~ ~ Revised 08-20-2009 4.13 Enrollment Periods Kerr County provides an initial enrollment period for newly eligible employees to select from among certain coverage options for themselves and to elect or decline coverage for their eligible dependents. Annual men enrollment periods aze provided in accordance with state and federal laws and regulations. If an annual open enrollment period is provided, employees may add or drop dependents and make changes to benefit plan selections at that time. Retirees may only change benefit plan selections during open enrollment periods. 4.14 Chanties to Coveratre Outside Onen Enrollment Periods Other than during an annual open enrollment period, employees may only add or drop dependents or make changes to their Flexible Spending Account contributions if a qualifying change in family status occurs as defined in the policy(ies} and under applicable state and federal laws and regulations. Retirees may drop dependents at any time, but may only add dependents based on qualifying changes in family status, Adding Dependents To add dependents, employees must submit a Health and Related Benefits Change Form, along with the appropriate documentation, through the Human Resources Department within 31 days of a qualifying change in family status. The effective date of the dependent coverage is the "Insurance Begin Date." Addins Newborns The effective date of dependent coverage for a newborn is the date of birth if the employee submits the Health and Related Benefits Change Form to Human Resources within 31 days of the birth. Terminating or Droppintr Dependent Coverage Employees must contact Human Resources to submit a Health and Related Benefits Change Form as soon as possible following a qualifying change in family status. Changes in dependent coverage aze not allowed if the qualifying change in family status occurred prior to January 1 or the current calendaz year except in cases of a newborn reported within 31 days of birth, dependent ineligibility, or death. 4.15 Termination of Covera:xe 4-week Rule Except as required by law, employees compensated for less than. 32 hours per week for 4 consecutive weeks lose eligibility for Group Health and Related Benefits but are eligible to elect COBRA benefits. 43 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~' a Revised 0&20-2009 Employees who lose coverage under this section and do not choose COBRA coverage are subject to a new 2 month waiting period if they later become eligible for Group Health and Related Benefits. 4.16 Separation of Employment Employees who separate employment with the County lose coverage on the "Insurance End Date." 4.17 Failure to Pav Employees and Retirees who fait to pay premium contributions lose their Group Health and Related Benefits. Benefits are not reinstated unless the employee or retiree pays all premiums dne. 4.18 Fraud or Misrepresentation Anyone who commits fraud or makes misrepresentations with regazd to the use of Group Health and Related Benefits loses coverage as outlined in the respective benefit plan documents. Further, the County, employees, and/or retirees will report all suspected cases of fraud to the Ken County Attorney. 4.19 Section 125 -Cafeteria Plan Ken County offers a "cafeteria" plan that provides apre-tax deduction for optional County medical insurance premiums and other insurance options. All employees are required to have within their personnel file or benefit software a copy of their current year plan or no pre-tart deductions will occur. (See Human Resources for more information) 4.20 Holidavs There is nothing in the law that requires employers to pay employees for holidays. Paid holidays are designated and approved by Commissioners' Court for the next calendar year. Kerr County will grant paid holiday time off to eligible reeular full/part time employees immediately upon assignment as a regular full/part time employee. Holiday pay is based on the employee's straight time pay rate (as of the date of the holiday) times the number of hours the employee would otherwise have worked on the day. In order to be "eligible"-for this benefit, employees must work the scheduled day before and day after the holiday (i.e. employee must work their normal work schedule days) unless they use paid leave, Deparnnent heads may find it necessary to deny holidays at the scheduled time (i.e. "azound the clock" operations), and may direct some or all employees of the department to report for work on any holiday. 44 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or terrrunation of Benefits. Revised 0&20-2009 Employees scheduled to work an approved Holiday will receive straight time Holiday pay in addition to their hours worked. Holiday pay should be determined by the following examples: Example l: Employees who are scheduled to work July 4~ beginning at 6:00 AM July 4~ and ending 6:00 PM July 4`s would receive straight time Holiday pay in addition to hours worked. Employees who are scheduled to work July 4~ beginning at 6:00 PM July 4`~ and ending 6:00 AM July 5`~ would receive straight time Holiday pay in addition to hours worked. Both scheduled workdays begin on July 4~ and should be paid the additional straight time Holiday pay. Example 2: Employees who are scheduled to work July 3~ beginning at 6:00 PM July 3~ and ending 6:00 AM July 4`~ would not receive straight time Holiday pay in addition to hours worked. This scheduled workday begins on July 3~' which is not an approved Holiday. This policy applies regardless of whether the employee worked the maximum number of hours allowable under FLSA during the period the holiday work occurred. For most employees, recognized holidays falling on a Saturday or Sunday, the holiday will be observed on the preceding/following Friday or Monday. Recognized holiday falling during an eligible employee's paid absence (e.g. vacation or sick leave), holiday pay is provided instead of the paid time off benefit that would otherwise have been applied. Employees absent without approved leave on the workdax immediately preceding following a holiday will not be paid for the holiday. Elected/Appointed Officials shall turn in exceptions for Holiday Pay to Human Resources to help ensure proper payment anti documentation of correct time paid. The payroll exception form is to be submitted to Human Resources and the employee will receive Holiday pay in addition to the hours worked on the Holiday. Holiday pay will be shown on the paycheck separately. 4.21 Leave Without Pav /Leave of Absence (LOA) Full time employees (R32+) who have exhausted their Vacation Leave, Compensatory Time, and FMLA leave, if applicable may request a Leave of Absence without pay. Leaves of absence without pay to eligible regular full rime employees wishing to take time off from work duties to fulfill personal obligations, is available with prior approval of the Department Head and Human Resources. Eligible employees may request personal unpaid leave only after completing 365 calendar days of paid service. Normally 45 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any tune, including but not limited to the modification or termination of Benefits. ~' 4 Revised 08-20-2009 employees will not be granted leave without pay if they have less than 12 months service unless specific documented arrangements were made as part of the hiring agreement. As soon as eligible employees become aware of the need for personal leave of absence, they should request a leave from their deparnnent head. An LOA never exceeds 6 months (180 days). Requests for personal leave will be evaluated based upon a number of factors including but limited to; anticipated workload requirements and staffing considerations during the proposed absence. If approved, unpaid personal leave maybe granted for a period of up to 180 calendar days per year. Human Resources and the Department Head working in conjunction, have the sole discretion to place an individual on LOA without the employee's authorization. Before beginning an LOA, individuals must return all County equipment (e.g. keys, car, cell phone, computer, pager, radio, badge, etc} in their custody. Individuals on LOA perform no services for the County and thus are not employees during this time. Further, individuals on LOA have no job protection. The Department Head and Human Resources must approve all requests for a leave without pay. Approval of the leave must be documented with a copy of the documentation to be placed in the employee's personnel or medical (if FMLA) record located with Human Resources. Employees on LOA without pay receive no compensation and accrue no benefits. During an LOA, eligible employees previous medical insurance can be continued under the terms of COBRA, see 4.09. Individuals who choose COBRA during an LOA are not subject to the 2month waiting period for Group Health and Related Benefits if they return to Active Duty. Individuals who do not choose COBRA during the LOA are subject to the Zmonth waiting period for Group Health and Related Benefits if they return to Active Duty. For the purpose of calculation and eligibility for certain employment benefits, including Vacation, an LOA is not Creditable Service, though the individual retains the benefit of any previously accrued Creditable Service. During an LOA, an individual receives no pay, including Longevity, Holidays, Sick Leave, Jury Duty, Witness Duty, Funeral Leave, mileage reimbursement, or any other employment benefits (i.e. cell phone). Employees on LOA must contact the appropriate supervisor (determined prior to the leave) at least once a week to report on his/her status unless another documented schedule is agreed to in writing. Failure to provide required medical status reports or to contact the office on the schedule required by the County may result in revoking the leave and taking disciplinary action up to and including separation. Upon returning to work after an authorized leave of absence without pay, an employee receives an adjusted employment date and adjusted anniversary date, which reflect the 46 Kerr County reserves the right to amend these Personnel Regulations unilaterally a# any time, including but not limited to the modification or termination of Benefits. ~' ~ Revised 08-20-2009 period of time that the employee used for leave of absence. The adjusted date will be used for the purpose of calculating vacation leave accrual and any other benefits that maybe based on longevity. There is no guarantee of reinstatement. Failing to report to work promptly at the expiration of the approved leave period will result in Kerr County applying a voluntary resignation. 4.22 Educational. Leave Must be approved by Commissioners' Court (i.e. Certifications, Completion of Associates, Bachelors', Masters', or Doctorate) 4.23 Military Leave r Military leaves of absence are granted to most employees (except those occupying temporary positions) if they are absent to serve in the uniformed services of the United States for a period of up to five (5) years (not excluding certain. involuntary extensions of serviced). Employees who perform and return from service in the U.S. Armed Forces, the Military Reserves, the National Guard, or certain Public Health Service positions will retain certain rights with respect to reinstatement, layoffs, compensation, length of service promotions, and length of service pay increases as required by applicable federal or state law (tJSERRA). USERRA protects members of the Armed Forces (Army, Navy, Air Force, Marines, and Coast Guard), the Army National Guard, the Air National Guard, and the commissioned corps of the Public Health Services. State law protects members of the Armed Forces (active duty or reserve), plus members of the Texas National. Guard and the State Guard, only. USERRA (and probably the state law) protects not only those people who aze already reservists when you hire them, but also people who voluntarily enlist (active duty or reserves) even after they have been hired. A person loses USERRA rights if his/her military service ends in a dishonorable or bad conduct discharge, he separates from the military under "other than honorable conditions", or an officer gets dismissed after a court martial, going AWOL for three months, or having a final non military criminal conviction. Usually, an employee gets written duty orders in advance from his/her commanding officer. If the employee has written orders, he/she should provide a copy to the employer. Nothing in the Act prevents an employer from adopting a policy requiring employees to provide the notice as soon as possible. In fact, the regulations implementing USERRA "strongly encourage" employees to provide notice as early as practicable and at least 30 days prior to their leave. However, the Act excuses employees from providing advance notice of the need for leave to employers when giving notice is precluded by military necessity or the giving of such notice is otherwise impossible or unreasonable. Note that Kerr County Personnel Policies requires employee to provide notice "before leaving. Normally, notification should occur within 24 hours of receipt of the order." 47 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~~~ ~ Revised 0&20-2009 Reservists who want to return to work must notify the Department Head and Human Resources of their intent to return within timelines that aze dependent upon how Iong the period of military service was. a. Less than 31 days Must report back to work no taxer than the beginning of his regularly-scheduled shift on the first full day after his active duty period expired allowing for 8 hours of rest and time to return home safely from the place of service b. More than 30 days but less than 181 days Must return not taxer than 14 days after the completion of the active duty c. More than 180 days Must return not later than 90 days after the completion of the active duty. If a persoas retura to duty is delayed because he rs hospitalYZed or recovering from an illness orrr,~%uryincurred during the militaryleave, please contact the.Kerr County Human Resource Office to find out the reservist's deadline for reapplying. If someone fails to meet these deadlines, then the County's simply applies its regular rules with regard to absences from scheduled work apply. This includes the No Fault Attendance policy found in 2.01 of the Ken County Personnel Policy Handbook. If you have any questions rea ins military leave that are not addressed below, direct those questions to the Kerr County Attorney's Office and Human Resources Be yrenared to vrovide a coov of the employee's duty orders 4.24 Temyorary Military Leave Employees will continue to receive full pay while on leave for up to 15 days per annual encampment or training duty in the U.S. Military Reserves or the National Guard in a federal fiscal year (begins October 1~ and ends September 30~'). Subject to the terms, conditions, and limitations of the applicable plans for which the employee is otherwise eligible, health insurance benefits will be provided. Vacarion and sick lease will also continue to accrue. The portion of any military lease(s) of absence in excess of 15 business days per year will be unpaid. However, employees may use any available paid time off for the absence. Temporary Military Leave does not exceed 15 days or 120 hours in a federal fiscal year (October 1 through September 30) If you have any questions reaardin~ military leave that are not addressed below direct those questions to the Kerr County Attorney's Office and Human Resources Be prepared to urovide a coov of the emvloyee's duty orders 4.25 Supplemental ' 'tars Pay If there is a partial or total mobilization of the National Guard or the reserve components of the U.S. Armed Forces, Commissioners' Court reserves the right to supplement, in whale or in part, to the extent monies are available to be appropriated for this purpose, the salary of a former employee: 48 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. Revised 08-20-2009 a. who is a member of a reserve component of the U.S. Armed Forces, b. who is involuntarily called to Active Military Duty, c. who has exhausted the Military, Compensatory Time, and Vacation Leave to which the employee is entitled, d. who is not separated from employment because of resignation or separation for any reason that is not a direct consequence of the person's call to Active Military Duty, and e. has not committed a voluntary act that has the effect of adding to the period that the person is subject to Active Military Duty. Commissioners' Court may discontinue this supplemental at any time. 4.26 Disability In cases of longterm disability where an employee is unable to return to work for a period of time which would cause an undue hardship to the county to hold the position open, and if no position is available which the employee could perform with a reasonable accommodation by the County, the employee will be separated from employment with the County (in accordance with ADA and/or FMLA). 4.27 Bereavement Leave An employee wishing to take time off due to the death of an immediate family member should notify his/her supervisor immediately. Based upon circumstances, the department head may grant up to three (3) days of paid bereavement leave per calendaz yeaz to regular full part time employees. Bereavement pay is calculated based on the base pay and work schedule at the time of absence and will not include any special forms of compensation or pay for non scheduled work time. Any employee may, with the Department heads approval, use any available paid Leave for additional time off as necessary. Ken County defines "immediate family" as the employee's spouse, pazent, grandparent, child, grandchildren, sibling; or the employee's spouse's parent, pazent, grandparent, child, grandchildren, sibling. Special consideration may also be given to any other person whose association with the employee was similar to the above relationships. Employees who want additional time off may, at the discretion of the Department Head use Compensatory Time or Vacation Leave. Department Heads may require an employee to provide proof of death and/or family relationship. If a County employee, an appointed or elected County officer, or someone closely associated with the. County dies, Department Head may approve representation at the funeral Employees who attend by direction of their Department Head are representing the County; therefore, the hours so spent aze Hours Actually Worked Employees on Unpaid Leave do not receive Bereavement Leave. 49 Ketr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. 4 Revised 08-20-2009 4.28 Auuroval of Leave The employee's supervisor and department head, if appropriate must approve all leave taken by County employees. Payroll records are verified against employee leave records. Department heads are responsible for determining that leave has been accrued and is available for use in the amounts requested by an employee. Employees are required to schedule vacations and request leave in advance. Vacation schedules must accommodate the County's work schedule. If there is a conflict in vacation schedules due to workload or involving two or more employees, the Department head resolves the conflict using the policies as the guideline at their discretion. 4.29 Civic Leave JURY DUTY: Kerr County encourages employees to serve on a jury when required. Employees must show the jury duty summons to their Supervisor as soon as possible so that the supervisor may make arrangements to accommodate the absence. Of course, employees are expected to report for work whenever the court schedule permits. Either Kerr County or the employee may request an excuse from jury duty if, in Kerr County's judgment, the employee's absence would create serious operational difficulties. Kerr County will continue to provide health insurance benefits, vacation, sick leave, and holiday benefits for eligible employees. County employees aze also eligible for juror checks and may keep such remuneration in addition to their County pay. WITNESS DUTY: Ken County encourages employees to appear in court for witness duty when subpoenaed. If an employee has been subpoenaed or requested to testify as a witness for Kerr County, they will receive paid time off for the entire period of witness duty. Employees will be granted a maximum of 36 hours annually of paid time off to appear in court as a witness at the request of a party other than Kerr County or the State of Texas. Employees will be paid at their base rate and are free to use paid leave benefits (vacation leave) to receive compensation for any period of witness duty absence that would otherwise be unpaid. The subpoena must be shown to the employee's supervisor immediately after it is received so that operating requirements can be adjusted, when necessary, to accommodate the employee's absence. The employee is expected to report for work whenever the court schedule permits. PRIVATE LTITGATION: If an employee is absent from work to appeaz in private litigation in which he/she is a principal party, the time off will be charged to vacation (if available) or leave without pay. 4.30 Vehicle Insurance Ken County maintains up-to-date insurance coverage on all vehicles owned by the County. Elected or appointed or employees who drive a personal vehicle on County business aze required to maintain up-to-crate personal insurance coverage. Failure to do so maybe grounds for disciplinary action up to and including sepazation. 50 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ 4 Revised OS-20-2009 4.31 Emer~ency Situations Commissioners' Court is not authorized to provide Paid Leave retroactively. Accordingly, in order to be paid for absences including but not limited to, those described below, employees must use available vacation Leave, Compensatory Time, or Sick Leave (only if applicable). Emplovees who miss work in these situations even with Department Head approval, and who do not have any applicable Paid Leave available will be shorted on their payroll the hours not worked Inclement Weather and Disasters Employees who feel that they need to arrive to work late, leave work early, or stay home altogether because of extreme weather conditions maybe absent subject to Department Head approval. Building Emergencies If any building condition arises that makes it unbearable for an employee to remain at work or to function effectively, the employee may leave work subject to Department Head approval. 4.32 Emergency Closings At times, emergencies such as severe weather or power failures can disrupt County operations. In extreme cases, these circumstances may require closing work facilities. During nonworking hours, local radio stations maybe asked to broadcast notification of closing. When operations are specifically closed due to emergency conditions, the time off from scheduled work will be paid, and is calculated based on the base pay and work schedule at the time of the emergency. Certain offices including but not limited to the Sheriff's Office, Juvenile Detention Facility, Juvenile Probation, Road & Bridge, and Emergency Management are expected to remain open during emergency situations. Personnel in these Departments should contact their Department Head for specific guidance. Employees generally are expected to report for work during inclement weather conditions if the County does not declare an emergency closing. As outlined in 4.~ 1, nonexempt employees who are unable to report because of weather conditions maybe granted an authorized unpaid absence, or, if they have accrued vacation time, may take a day of paid leave. Nonexempt employees who are late because of weather conditions will be given a chance to make up their missed time if work schedules and conditions permit. Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not ' 'ted to the modification or termination of Benefits. 51 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. Revised 08-20-2009 5.00 ~1a~es and Salary Administration 5.01 Fair Labors Standards Act (PISA) It is the policy, procedure, and practice of Kerr County to comply fully with the Fair Labors Standards Act (PISA). All job positions will be reviewed and classified as non- exempt or exempt, according to FLSA standards. All employment practices will be conducted in accordance with this policy basis. 5.02 Emvlovment Effective Dates and other Preliminary Matters The County Human Resources Director and County Auditor establishes procedures for the payroll forms or documents that Department Heads must complete and retain regarding the appointment, compensation, and separation of employees. 5.03 Changes in Status Department Heads must report changes in employee status (such as changes in the employee's rate of pay or job title, a change from a Temporary Position to a Regular Position, from active status to Unpaid Absence status, from Non-Exempt to Exempt status, name change, etc.) using the Personnel Assignment Change (PAC) form. All Personnel Assignment Changes (PAC) (new positions, title changes, rate of pay, hours required, etc.) are prospective only and become effective only on the first day of a pay period. Department Heads must obtain reauthorization for Temnorarv Positions and Temuorarv Model Positions each fiscal year. 5.04 Work Hours Normal work hours for most County employees are Monday through Friday, 8:00 a.m. to 5:00 p.m., with one (1) hour for lunch (equals a 40-hour workweek). Alternative work schedules are not authorized unless specifically approved by Elected Officials or Commissioners' Court. Supervisors will advise employees of the times their schedules will normally begin and end. Staffing needs and operational demands may necessitate variations in starting and ending times, as well as variations in the total hours that may be scheduled each day of the week. Employees aze expected to report punctually for duty at the beginning of each assigned workday and to work the full work schedule. Department Heads may, within the limits of state/federal law, make adjustment to these schedules. The official workweek is a seven-day workweek beginning at 12:01 a.m. on Saturday and ending at 12:00 a.m. on the following Saturday. 52 Ken County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. Revised 08-20-2009 Exceptions include but are not limited to: Sheriff's Depamnent, Juvenile Probation, Juvenile Detention, and Road and Bridge personnel work varying shifts in order to provide service 24 hours each day. 5.05 Rest and Meal Periods Morning and afternoon rest period of 15 minutes each maybe authorized at the discretion or supervision but, if authorized, does not accumulate if not taken. To the extent possible, rest periods will be provided in the middle of work periods. Since rest time is counted and paid as time worked, employees must not be absent from their workstations beyond the allocated time. Additionally, employees maybe requested to curtail the rest period if it is necessary to provide adequate customer service in high customer service areas. All full time regular employees are provided one unpaid meal period of 60 minutes in length each workday. Supervisors will schedule meal periods to accommodate operating requirements.. The Commissioners' Court encourages offices to remain open during the noon hour to better serve the public. Some employees may stagger their lunch hours in order that the county can better provide this service. Rest and meal periods for the Sheriff's Department, Juvenile Probation, Juvenile Detention, and Road and Bridge are determined separately at the discretion of the Department Head. 5.06 Overtime Comuensation and Comnensatorv Time Based upon available budgeted funds allocated for Overtime Compensation, non exempt employees are compensated for Hours Actually Worked in accordance with applicable law. In lien of cash payment for Overtime, Compensatory Time maybe allowed. The calculation of Overtime compensation does not include any type of allowance or incentive pay or Longevity Pay. (i.e. education, longevity, or prior salary) When operation needs or other requirements cannot be met during regular working hours, employees maybe scheduled to work overtime hours (Note: Sheriff Deputies/Jailers and Juvenile Detention work a 28 day, 171 hour schedule before time and a half begins). When possible, advance notification of these mandatory assignments will be provided. All overtime work must receive the Department Head's prior authorization. Overtime compensation is paid to all nonexempt employees in accordance with federal and state wage and hour restrictions. Overtime pay is based upon actual hours worked. For the purposes of overtime compensation, only hours worked in excess of forty during a workweek will be counted. An employee on paid status, who is absent with approved paid leave on the workday immediately preceding or following a holiday will be paid for the holiday. For the purposes of overtime compensation, only Hours Actually Worked in excess of forty (40) hours during a workweek will be counted. When cash payment (payroll) is 53 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~' ~ Revised 08-20-2009 not made for Overtime. Non Exempt Employees accrue Compensatory Time at the rate of 1 ~z hours per Hour Actually Worked more than 40 hours in one workweek. Compensatory Time balances can be carried forward for 30 days or 2 pay periods. Compensatory Time should be paid or taken within 30 days or 2 pay periods. An employee's request to use Compensatory Time is subject to the Department Head's approval and must not unduly disrupt the operation of the department. Except for FMLA protected absences, Department Heads may compel employees to use any part of their Compensatory Time balance for budgetary reasons. Upon separation of employment, Non-Exempt Employees receive full pay for any Compensatory Time Balance calculated on their Time Sheets. Department Heads must approve time sheets for each ~y t~eriod that includes Vacation Sick and Compensatory Time Balances on each sheet. In order to ensure correct payment and/or accruals, it is the Department Head's '~ responsibility to verify and approve all time sheets prior to turning them into Human Resources. 5.0? Time and Attendance Records -Tune Keeuine Accurately recording time worked is the responsibility of every non-exempt employee. Federal and State Laws require Kerr County to keep accurate records of time worked in order to calculate employee pay and benefits. Time worked is all the time actually spent on the job performing assigned duties. Non-exempt employees should accurately record the time they begin and end their work. Altering, falsifying, or tampering with Time and Attendance Records (time sheets) or another employee's Time and Attendance Record (time sheets) may result in disciplinary action up to and including separation. All nonexempt employees will fill out Time and Attendance Records (time sheets) and turn them into their Department Head or designated Supervisor for approval. It is the employee's responsibility to sign his/her Time and Attendance Record (time sheet) to certify the accuracy of all time recorded. The Department Head or designated Supervisor will review and then sign the Time and Attendance Record (time sheet) before submitting to Human Resources for payroIl processing. In addition, if corrections or modifications are made to the Time and Attendance Record (time sheet), both the employee and supervisor must verify the accuracy of changes by signing the Time and Attendance Record (time sheet) with a notation of the changes. Final approved Time and Attendance Records (time sheets) are to be turned into Human Resources within three (3) business days of payroll date (payday). 54 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~' a Revised 08-20-2009 not made for Overtime. Non Exempt Employees accrue Compensatory Time at the rate of 1 i/z hours per Hour Actually Worked more than 40 hours in one workweek. Compensatory Time balances can be carried forward for 30 days or 2 pay periods. Compensatory Time should be paid or taken within 30 days or 2 pay periods. An employee's request to use Compensatory Time is subject to the Department Head's approval and must riot unduly disrupt the operation of the department. Except for FMIA protected absences, Department Heads may compel employees to use any part of their Compensatory Time balance for budgetary reasons. Upon separation of employment, Non Exempt Employees receive full pay for any Compensatory Time $alance calculated on their Time Sheets. Devartment Heads must approve time sheets for each pay period that includes Vacation Sick. and Compensatory Time Balances on each sheet In order to ensure correct payment and/or accruals, it is the Department Head's responsibility to verify and approve all time sheets prior to turning them into Human Resources. 5.0? Time and Attendance Records -Time Keeping Accurately recording time worked is the responsibility of every non-exempt employee. Federal and State Iaws require Kerr County to keep accurate records of time worked in order to calculate employee pay and benefits. Time worked is all the time actually spent on the job performing assigned duties. Non-exempt employees should accurately record the time they begin and end their work. Altering, falsifying, or tampering with Time and Attendance Records (time sheets) or another employee's Time and Attendance Record (time sheets) may result in disciplinary action up to and including separation. All non-exempt employees will fill out Time and Attendance Records (time sheets) and turn them into their Department Head or designated Supervisor for approval It is the employee's responsibility to sign his/her Time and Attendance Record (time sheet) to certify the accuracy of all time recorded. The Department Head or designated Supervisor will review and then sign the Time and Attendance Record (time sheet} before submitting to Human Resources for payroll processing. In addition, if corrections or modifications are made to the Time and Attendance Record (time sheet), both the employee and supervisor must verify the accuracy of changes by signing the Time and Attendance Record (time sheet) with a notation of the changes. Final approved Time and Attendance Records (time sheets} are to be turned into Human Resources within three (3) business days of payroll date (payday). 54 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ ~ Revised 08-20-2009 Exception: Sheriff s Office, Juvenile Detention Facility -see Department Head for further clarification. 5.08 Pav Pay for County Elected and Appointed Officials and employees who are paid from County funds are set each year by the Commissioners' Court in the adopted County operating budget. Rules governing salary administration and pay increases are also established by the Commissioners' Court. PAYDAYS: Employees are paid on a semi monthly schedule on the 15`~ and last day of each month. If the payday falls on Saturday or Sunday, the preceding Friday will be payday. If payday falls on a holiday, payday will be the last working day preceding the holiday. Check Delivery Employees may utilize direct deposit for their payroll checks if they complete the Direct Deposit Authorization form locaxed in Human Resources. This helps ensure the employees' payroll is available to them even if they are on Paid Leave. Paychecks will not be issued other than on the days as set for above under "Paydays." Paychecks will not be issued if a current Time and Attendance Record has not been submitted to Human Resources. The County Treasurer is responsible for the proper distribution of paychecks. Checks maybe released only to the individual responsible for their proper distribution within a Department and should be on a Signature Sheet acknowledging receipt of the Departments paychecks. No pay advances or loans will be made to any employee for any reason. An employee must bring any discrepancy in a paycheck (such as overpayment, underpayment, or incorrect payroll deductions) to the attention of Human Resources Within thirty (30) days of issuance or before the end of the fiscal year, whichever date is earliest. Administrative Pay Corrections Kerr County takes all reasonable steps to ensure that employees receive the correct amount of pay in each paycheck and that employees are paid promptly on the scheduled payday. In the unlikely event there is an error in the amount of pay, the employee should promptly bring the discrepancy to the attention of Human Resources so that corrections can be made as quickly as possible. Correction(s) will be made on the next payday. 55 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ ~ Revised 08-20-2009 5.09 Pay Deductions Federal and State Laws require that Ken County make certain deductions from every employee's compensation. Among these are applicable federal income taxes and Texas County and District Retirement System (TCDRS} contributions. Kerr County must also deduct Social Security taxes up to a specified limit that is called the Social Security "wage base." Kerr County matches the amount of Social Security taxes paid by each employee and offers programs and benefits beyond those required bylaw. Eligible employees may voluntarily authorize deductions from their paychecks to cover the costs of participation in these programs such as County Group Medical Premiums for the employee or dependents, supplemental insurances, or deferred compensation. 5.10 Indebtedness Texas Iaw limits the County's right to make deductions from an employee's pay (Texas Labor Code Sec 61.018). § 61.018. DEDUCTION FROM WAGES. An employer may not withhold or divert any part of an employee's wages unless the employer: 1. is ordered to do so by a court of competent jurisdiction; 2. is authorized to do so by state or federal law; or 3. has written authorization from the employee to deduct part of the wages for a lawful purpose httu://tlo2.tlc.state.tx.us/statutes/docs/LA/content/htm/la 002 00 000061 00 htm#61 018 00 Ken County may make deductions that are: • authorized by state or federal law • authorized in writing and advance by employee • ordered by court, (e.g. garnishment) The County may deduct an additional $2.50 per pay period ($5.00 per month) to cover its administrative costs. If the employee leaves the job, the County must notify the court and the payee within seven days, giving the name and the address of any new employer, if known. The maximum amount of earnings that maybe garnished for child support is based upon Court Order. If the County receives two or more support garnishments, the County Auditor will determine the maximum amount that maybe garnished. If the total garnished exceeds the maximum allowable, the employer should first pay an equal amount toward the current support portion of each of the garnishments. For further clarification on Garnishments, see the County Auditor. 5.11 Separation Pay Kerr County will pay for all hours worked for which payment has not been received. Direct Deposit will not occur for the employee's last paycheck. 56 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~~ a Revised 08-20-2009 Unused Vacation Pay: Upon separation, regular employees will be paid for unused vacation time that has been earned through the last day of work up to the "vacation cap" (160 hours). The rate of pay will be determined by the salary rate in effect at the time. Unused Sick Leave: Unused sick leave benefits will not be paid to an employee separating County employment. 5.12 Across the Board Pav Increases During budget deliberations each fiscal year, Commissioners' Court may authorize an across-the-board pay increase. If an across-the-board OR cost-of-living pay increase if approved, the increase will be in the form of a percentage rather than a flat dollar amount. Each salary amount on the pay schedule and each individual employee's salary are adjusted by the authorized percentage increase, unless a specific employee's salary has been frozen as a result of a determination that the employee is being paid beyond the maximum salary established for the position. 5.13 Emvlovee Categories Kerr County has clarified the definitions of employment classifications so employees understand their employment status and benefit eligibility. These classifications do not guarantee employment for any specified period of time. Accordingly, the right to separate the employment relationship at will at any time is retained by both the employee and Kerr County. There are four (4) categories of employment with Kerr County: • Elected Officials: Department Heads who are elected by the Public and whose duties and responsibilities are defined by state law. They shall be governed by state law when it is in conflict with the provisions stated within this handbook. Apuointed Officials: Department Heads who are appointed (not elected) in accordance with state law. • Exemut: Employees whose positions meet specific tests established by the Fair Labor Standards Act (ELBA) and are normally exempt for the overtime pay requirement or compensation time (Time and Attendance Records are required to verify hours for vacation, sick administrative leave taken) • Non-exempt: Employees whose positions do not meet the FI.SA exemption test and who are given compensation for hours worked in excess of forty (40) hours per week. (Exception: Law Enforcement, Juvenile Detention, and Juvenile Probation use 171-hour rule. See your Department Head for further clarification) An employee's EXEMPT or NONEXEMPT classification maybe changed only upon written notification by Human Resources. 57 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ ~ Revised 08-20-2009 5.14 Business Travel Expenses Kerr County will reimburse employees for reasonable business travel expenses incurred while on assignments away from the normal work location. All business travel must be approved in advance by the Department Head. Employees with approved travel are responsible for their own travel arrangements. Employees are expected to limit expenses to reasonable amounts. NOTE: Subject to amendment or discontinuance at any time, Commissioners' Court provides through approval certain expenses that generally will be reimbursed in accordance with the following section and provisions. Expenses that generally will be reimbursed are: • Air or train fare for travel in coach or economy class or the lowest available fare. • Car rental fees (only for compact or mid-sized) • Fares for shuttle or airport bus service, or other public ground travel • Taxi fares, only when there is no less expensive alternative • Mileage costs for use of personal cars when less expensive transportation is not available. Mileage reimbursed only with copy of miles calculated from the Texas Mileage Guide turned in with reimbursement request. Texas Mileage Guide found online at http://ecpa.cpa.state.tx.us/mileaae/Mileag~e.iSp pursuant to State Comptroller computations • Staying at moderately priced establishments (motel hotel) • Meals (exclusive of alcoholl reimbursed only with detailed receipt(s). Note: Maximum daily cap for reimbursement is $36. • Charges for telephone calls, fax, and similar charges required for business purposes When travel is completed, employees should submit completed travel expense reports to the Auditor on the appropriate form(s) within. l5 days. Employees should contact their Department Head or County Auditor for guidance and/or assistance on procedures related to travel arrangements, expense reports, reimbursement for specific expenses, or any other travel arrangements. When two or more employees are traveling to the same location for the same purpose, they should travel together whenever possible to avoid unnecessary travel expenses. When two or more officials ar employees travel in a single automobile, only one employee will receive per-mile or other automobile reimbursements. Expenses which are not permitted under the terms of grants, contracts, or agreements with other agencies will not be charged as costs to those grants, contracts, or agreements. If an employee who is subject to the overtime provisions of FLSA travels overnight on business (more than one day), they will be paid for time spent traveling (except for meal periods) and for their "normal working hours" on their non working days such as 58 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ a Revised 08-20-2009 Saturdays and holidays. Travel time spent as a passenger on an airplane, train, bus, or car "outside of regular working hours"; is not considered work time. In cases where a rental cax is used, employees do not need the optional insurance coverage; the County auto liability will suffice. Conference registration checks will be made out only to the organization sponsoring the conference. If registration is required online or is less expensive, Qrior avyroval from the County Auditor and detailed receipts of personal credit card use maybe accepted. Abuse of this business travel expenses guidance, including falsifying expense reports to reflect casts not incurred by the employee, can be grounds for legal and disciplinary actions, up to and including separation of employment. 5.15 Anvrovin~ Authority Commissioner's Court is the approving authority for alI payrolls and for any pay increases, decreases (except for disciplinary reasons), or payroll transfers granted under the terms of these policies, classifications and pay plans, or the annual budget, except as otherwise provided for in the budget, these policies, or by order of the Commissioner's Court. 59 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~~ ~ Revised 0&20-2009 6.00 Drug and Alcohol Use 6.01 Drug and Alcohol Use Kerr County is committed to provide a drug and alcohol free workplace. It is Kerr County's policy to maintain adrug--free and alcohol-free work environment. Use of illegal drugs and/or alcohol creates serious health and safety risks in the workplace. The use, sale, transfer, or possession of alcohol, illegal drugs, misuse of prescription drugs, or other illegal substances is strictly prohibited while at work, on county property, or while on county business. This prohibition also includes illegal or improper use of controlled substances. The legal use of prescribed drugs is permitted on the job only if it does not impair an employee's ability to perform the essential functions of the job effectively and in a safe manner that does not endanger other individuals in the workplace. The employee will notify their Department Head if they are under any prescribed drugs that can potentially affect their normal ability to accomplish assigned tasks. Violations, even a first offense, will be a basis for disciplinary action up to and including separation. Such violations may also have legal ramifications. Such violations include but are not limited to, possessing illegal or non prescribed drugs and narcotics or alcoholic beverages at work, being under the influence of such substances while working, using them while working, or dispensing, distributing, or illegally manufacturing or selling them on County premises or work sites. Employees with questions or concerns about substance dependency or abuse are encourage to discuss these matters with their Department Head or Human Resources to receive assistance or referrals to appropriate resources in the community. All applicants for employment maybe tested for such substances as alcohol or drugs. Applicants are informed of the test in writing on each application for employment. All employees are subject to random drug testing (using DOT limits) as acceptable thresholds for drug/alcohol testing) to help ensure a "drug and alcohol free" workplace. Employees with drug or alcohol problems that have not resulted in, and are not the immediate subject of investigation or disciplinary action may request approval to take unpaid time off to participate in a rehabilitation or treatment program. Leave maybe granted if the employee agrees to abstain from use of the problem substance; must use sick, vacation, and compensatory time (all paid leaves), abides by all Ken County policies, procedures, guidelines, and prohibitions relating to conduct in the workplace; and if granting the leave will not cause Kerr County any undue hardship. Department Heads should discuss with Human Resources immediately any action by an employee who demonstrates an unusual behavior pattern. The Department Head may 60 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. Revised 08-20-2009 ultimately want to make a determination, without regard to the cause of the individual's inability to perform, that the employee is unable to perform assigned dories safely or properly and respond accordingly. Employees maybe required to take a test at any time to determine the presence of drugs, narcotics, or alcohol, unless such tests are prohibited by law. Under the "Dru~Free Workplace Act," an employee who performs work for a government contract or grant must notify Kerr County of a criminal conviction for drug-related activity occurring in the workplace. The report must be made within five (5) days of the conviction to the Department Head and Human Resources. Employees with questions on this guidance or issues related to drug or alcohol use in the workplace should raise their concerns with their Department Head or Human Resources without fear of reprisal 6.02 Dray and Alcohol Testint: Ken County is committed to provide a drug and alcohol free workplace. It is Kerr County's policy to maintain a drugfree and alcohol-free work environment Use of illegal drugs and/or alcohol creates serious health and safety risks in the workplace. To help ensure a safe and healthy working environment, all job applicants will be required to submit to apre-employment drug test, and current employees maybe asked randomly to provide body substance samples (such as urine) to determine the illicit or illegal use of drugs and/or alcohol (using DOT limits as acceptable thresholds for drug/aleohol testing). Refusal to submit to drug testing may result in disciplinary action, up to and including separation of employment All new hires maybe required to take a drug test as part of the "offer of employment." Failure to do so negates the offer of employment All individuals operating commercial vehicles are required by the Department of Transportation (DOT) to take pre- employment drug tests, random tests, test immediately following accidents, reasonable suspicion, and fitness for duty testing. For more information concerning the drug testing within Kerr County, or its administration, contact Human Resources. 61 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~~ Q Revised 08-20-2009 7.0 Safety ?.O1 Safe We Stress Safety The safety of our employees and the general public is of utmost importance to Kerr .County. We train. our people to avoid injury to themselves and others in all stages of their work. We do not tolerate unsafe work practices and encourage the participation of all employees in safety awazeness and activities. Ken County is committed to developing the most effective safe practices in all areas of our work. The health and safety of each employee is of great importance to Kerr County and for that reason, we stress Department Heads place a great importance upon safety training their employees. Kerr County will work with our employees to enable them to take an active role in creating and maintaining an injury free and auto accident free workplace for all employees. We will position ourselves to anticipate and respond to the changing health and safety, regulatory, and compliance needs. We use partnerships and resources with outside and professional agencies including but not limited to: • American Society of Safety Engineers (ABBE) http://www.asse.orgL • Network of Employers for Traffic Safety (NETS) http://www.trafficsafety.ora/index2.asp • The National Safety Council (NBC) http://www.nsc.orgL • Occupational Safety & Health Administration (OSHA) http://vaww.osha.gov/ • Workers' Compensation Research Institute (WCRI) http://www.wcrinet.ora/ • The American Association of Occupational Health Nurses (AAOHN) http://www.aaohn.or;~ Keep Safety in mind no matter what you are doing! Use common sense and follow these basic guidelines: • You MUST report any accident, injury, or illness immediately to your Department Head, regardless of its severity • Inspect equipment, tools, and protective equipment before using • Report any defective, malfunctioning, or broken machinery/equipment or protective equipment (and do not use until it is fixed or replaced) • Protective equipment must be worn when the work merits (e.g. protective eyeweaz, footwear, gloves, etc.) • When using tools and machinery, follow the instructions • Walk - Do not run • Keep your work area neat and aisles clear and free of tripping hazards (i.e. wires, cords, boxes, etc) • Ask questions about anything that you do not understand BEFORE you attempt or use it 62 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~ ~ Revised 08-20-2009 • Be alert to possible risks, or things that "do not seem quite right" • Be aware that loose clothing, dangling jewelry, improper footwear, or other loose or hanging items are a safety hazard and should be arranged (fixed) to reduce your hazard • Bring any unsafe practice or condition to the attention of your Department Head and/or a member of your Health and Safety Committee Kerr County is very serious about eliminating accidents, injuries, and work related illnesses and we expect all employees to take safety seriously as well. For everyone's safety, unsafe acts by employees will not be tolerated. Employees engaging in unsafe acts in the workplace will be subject to disciplinary action up to and including separation. 7.02 Accident and Iniury Prevention Program Employees are responsible 'and will be held accountable far providing the County with a commitment to the safety and health program, abiding by the policies, procedures, and guidelines set forth by the program, and becoming actively involved in the program to assist in providing a safe workplace for all employees. Department Heads will provide initial orientation and on-going training for their respective areas. For further information, contact Human Resources. 7.03 Personal Injurv Reyortin~~ Employees with a work related incident with or without sustaining a work related injury or illness must inform their supervisor immediately. Thev will complete a First Report of Incident/Injury form indicating the details of the incidentlinjurY, It is mandatory they also are reported to Human Resources within 24 hours and the revort faxed to HR (note: if an injury occurs on a Friday between the close of business 5:00 p.m.) and the start of business (8:00 a.m.) on the following Monday, the injury w~shall be reported within 24 hours from the start of business on Monday. (Human Resources fax line is 830-257.9227) This will enable the employee to qualify for the Workers' Compensation coverage as quickly as possible. Failure to report an on thejob accident, illness, or injury in a timely manner may result in the loss of or denial of Workers' Compensation benefits. Utilize the Workers' Compensation First Report of Incident/Injury obtained from your department head or Human Resources. (See Appendix B for a copy of the First Report) See 4.07 for further clarification on Personal Injury Reporting policies and procedures. 7.04 Mod' 'ed Duty - Temporary Alternate Work (TAW) This guidance covers employees who are on leave due to an occupational injury or illness. Because employees are Kerr County's most valuable assets, the County attempts to help employees return to work as soon as possible after their physician certifies their fitness to do so. 63 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. Revised 08-20-2009 Coordination with Attending Physician: An employee on leave due to a work related disability can return to work only when the County Human Resources receives the attending physicians' written medical release authorizing such return. The Department Head or Human Resources are responsible for providing the physician with a copy of the employee's job description for potential modifiedduty or Temporary Alternate Work (TAW). Return to-Work Options: Arrangements to facilitate an employee's early return to work are made in consultation with the employee's attending physician and/or other qualified medical professions retained by the County (HR) or its insurance carrier. The following options are explored: • Return to prior position - an employee is offered the opportunity to return to his/her prior position if the attending physician certifies the employee can perform the essential functions of the job with/without reasonable accommodations.. Human Resources is responsible for working with the employee's supervisor and attending physician (and third party consultants, as necessary) to provide any reasonable accommodations • Modified-duty /TAW -Any employees not yet able to return to Cheir former duties are offered (subject to the restrictions set out in the following paragraph) a temporary modifiedduty assignment approved by the employee's attending physician. Human Resources is responsible for working with the Department Head to develop and implement the modified-duty assignment. The assignment can consist of the employee's regular job with reduced working hours or reduced activities, or an alternative modified-riuty position. Restrictions on Modified Duty Assignments: The following restrictions apply to modified-duty assignments: • No guarantee of work - As provided in the above paragraph (Modified Only), Kerr County must endeavor to return employees to gainful employment as soon as possible by exploring possible modified-duty assignments. However, Kerr County does not a ~a,~ntee the availability of modifiedduty work due to limited positions being available. • Pay rates and workers' compensation benefits -Employees on modified duty are not guaranteed the rate of pay they received for the position they held at the time they sustained their work related injury or illness. The pay rate for a modifiedduty assignment is based on the knowledge skills, and the abilities required for the modified duty job as well as general market conditions. Employees returning to work in modifiedduty positions before they have reached maximum medical improvement are eligible for temporary partial. disability benefits under Texas Workers' Compensation program, if they earn less than they earned in the position held at the time they sustained the work related accident illness. Employees in modified-duty positions are not 64 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ 4 Revised 08-20-2009 permitted to supplement their workers' compensation benefits by using their accrued vacation, personal, or sick leave. 12-week limit -Modified duty assignments are temporary arrangements intended to complement and facilitate the healing process. Modified-duty assignments cannot exceed 12 weeks without approval from the Kerr County Human Resources Director. The Human Resources Director or Elected Official must request this deviation from Commissioners' Court. Employee Refusal of WorkfTraining: In the event an employee refuses to return to regulaz or modified-duties in response to a written, bona fide offer of employment by Kerr County sent via Certificate of Mailing, the employee is sepazated from the County and his/her position will be filled permanently (an exception to this rule applies in the case of employees who have not yet exhausted their FMLA leave entitlement. See the paragraph below on FMLA coordination). Note: See last paragraph of this section on Coordination with FML,A Permanent Disabilities: When reaching maximum medical improvement (MMI), an employee can have a permanent disability that impair the employee's ability, with without reasonable accommodations, to return to his/her regular position. Kerr County, in consultation with the employee's attending physician and Texas Workers' Compensation Depamnent, must evaluate the following options: • Securing vocational rehabilitation services from Texas Employment Department or private consultants, as appropriate. Services can include assessment and testing, counseling, and training. • Finding a position at Kerr County commensurate with the employee's knowledge, skills, and abilities (if available) in accordance with ADA Employees with permanent disabilities are paid partial or total permanent disability benefits as required under Texas Workers' Compensation Program. Medical Information: All employees' medical information is held in strict confidence in accordance with the Americans with Disabilities Act. Medical inquiries aze limited to those permitted under Texas Workers' Compensation statute and applicable federal law. Coordination with FMLA: Nothing in these guidelines should be construed as denying employees their rights under the Family and Medical Leave Act or any other federal or state iaw. It is Kerr County's prerogative to designate an employee's leave due to a work related injury or illness as FMLA leave. To the extent permitted by the FMLA, the 65 Ken County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ a Revised 08-20-2009 County counts the period of an employee's modified-duty assignment toward the employee's FMIA entitlement. Employees entitle to FMIA leave can voluntarily accept modified-duty while they are recuperating, but they cannot be required to do so. However, employees will lose their workers' compensation benefits as a result of declining amodified-duty assignment (applies to work related injuries) and will be required to substitute any available paid leave, such as accrued vacation or sick leave, for remainder of any unpaid FMl.A leave. Until employees have exhausted their 12-week F1vILA entitlement, they have the right to be reinstated to their original job or an equivalent job provided they are able to perform the job's essential functions. ?.05 Health Insurance Portab' 'tv and Accountability Act (HII'AA) Reviewed with all employees during November 2006 Open Enrollment and all new hires receive a personal copy during new hire orientation. Kerr County understands that medical information is personal. HIPAA protects your right to privacy. (See Appendix A for full information) ?.06 Workplace Violence Kerr County is committed to maintaining a work environment free of threats, intimidation, and physical harm. Each employee is responsible for help to maintain this safe environment. Disciplinary action up to and including separation may be taken against anyone found guilty of acts or threats of violence. Such violations may also have legal ramifications. Kerr County has zero tolerance of workplace violence. Physical assaults, threats, intimidation, and intentional destruction of property in County facilities is prohibited. The unlawful possession of firearms and/or other weapons on County property is strictly prohibited. The inappropriate use of workplace tools (knives, scissors, box cutters, etc.) may also be considered a threat and is not allowed. 66 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. I~ a. Revised 0&20-2009 8.0 County Facility Security (Sheriff will author this section for us) 8.01 kkkkkk 8.02 kkkkk 67 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~~ ~ Revised 08-20-2009 9.00 Business Policies and Guidelines 9.01 Equal Employment Ovyortunity (EEO) Policy Kerr County conforms with all applicable Federal and State laws, rules, guidelines, and regulations and provides equal employment opportunity in all employment and employee relations. Kerr County maintains and supports fair and equal employment opportunities for employees and applicants seeking employment. Employment practices are conducted in a manner which will not discriminate against any employee or applicant because of race, color, religion, sex, pregnancy, sexual orientation, national origin, age, the presence of physical or mental disability, veteran status, or any other reason prohibited by law. Such nondiscriminatorypractlces apply to all aspects of employment, including but not limited to: hiring, upgrading, promotions, job reclassifications, transfers, work assignments, layoffs, job terminations, compensation and benefit programs, and educational or training opportunities. If you believe that you have been the subject of discrimination (or harassment), or if you are aware of a situation that could constitute discrimination or harassment, immediately notify your Department Head or Human Resource. In response to such reports, Ken County will conduct a prompt and thorough investigation. To the extent possible, investigations will be kept confidential among the employees concerned and those employees who need to be informed in order to complete the investigation. 9.02 Diversity in the Workylace Kerr County values the diversity that exists within our workforce. All employees are responsible for creating a workplace of fairness, dignity, and respect for all employees - an environment of inclusion, encouraging participation and the best efforts of everyone. The diversity of our workforce results from a sincere effort to hire and retain dedicated people from the community. 9.03 Americans with Disab' 'ties Act (ADA) Consistent with Ken County's commitments to equal opportunity, nondiscrimination, and diversity, it is the County's policy to fully comply with the ADA and related state laws. Kerr County prohibits discrimination against qualified individuals with disabilities and insures that all individuals are provided equal employment opportunities without regard to disability. If an individual requests an accommodation to perform his/her job, Ken County will review the request and determine whether a reasonable accommodation is appropriate. The review occurs in an individualized, caseby case manner. If you or an employee you supervise believes that a job modification or other form of accommodation is needed under this policy, you should immediately consult with Human Resources. 68 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ ~ Revised 08-20-2009 9.04 Professional Conduct and Anti Harassment Kerr County is proud of its professional and friendly work environment and takes necessary steps to ensure the workplace remains pleasant for everyone. In order to maintain a positive work environment, all employees must treat each other with courtesy, consideration, and professionalism. Kerr County prohibits unprofessional and discourteous actions, even if those actions do not constitute unlawful harassment. Accordingly, derogatory or other inappropriate remarks, slurs, threats, or jokes will not be tolerated. Similarly, inappropriate visual and nonverbal objects or conduct are unacceptable and will not be tolerated. Likewise, inappropriate physical contact will not be allowed in the workplace. Kerr County will not tolerate harassment of any employee by anyone for any reason. 9.05 Harassment Definition Under the United States Code Title 18 Subsection 1514(c)1. Harassment is defined as "a course of conduct directed at a specific person that causes substantial emotional distress in such a person and serves no legitimate purpose." Harassment is also defined as ~ Verbal or physical conduct designed to threaten, intimidate, or coerce. Also, verbal taunting (including racial and ethnic slurs) which, in the employee's opinion, impairs his/her ability to perform his/her job responsibilities. Kerr County will not tolerate harassment of any employee by anyone for any reason. 9.06 Sexual Harassment Definition Sexual harassment is a form of sex discrimination that violates Title VII of the Civil Rights Act of 1964. Sexual Harassment is defined as "unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when this conduct explicitly or implicitly affects an individual's employment, unreasonably interferes with an individual's work performance, or creates an intimidating, hostile, or offensive work environment." Kerr County will not tolerate harassment of any employee by anyone for any reason. 9.07 Forms of Harassment Generally, forms of harassment include, but are not limited to: ~ Verbal: repeated sexual innuendos, racial or sexual epithets, derogatory slurs or remarks, off-color jokes, propositions, threats, or suggestive or insulting sounds; • Visual/Non-verbal: derogatory posters, cartoons, or drawings, suggestive objects or pictures, graphic commentaries, leering, or obscene gestures; 69 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ o Revised 08-20-2009 • Physical: unwanted physical contact, including horseplay, touching, interference with an individual's normal work movement, or assault; • Threats or demands to submit to advances or requests as a condition of continued employment or to avoid some other negative employment action; • Other. making or threatening reprisals as a result of a negative response to hazassment. 9.08 Harassment Complaint Procedure Any employee who witnesses objectionable conduct or believes he/she is subject to or maybe subjected to objectionable conduct must report it immediately to their Depamnent Head or Human Resources. These reports may be made verbally or in writing. Do not allow an inappropriate situation to continue by not reporting it, regazdless of who is creating that situation. No employee is exempt from this policy. In response to such reports, Kerr County will conduct a prompt and thorough investigation. To the fullest extent possible, investigations will be kept confidential among the employees concerned and those employees who need to be informed in order to complete the investigation. Any employee who brings such a report to the attention of Kerr County in good faith and/or provides information related to such a report will not be adversely affected or retaliated against. Kerr County will take immediate and appropriate corrective action whenever it determines that a violation of a policy has occurred. Any employee who violates this policy may by subject to separation or other disciplinary actions. All complaints received by any elected official, department head, or supervisor must be immediately reported to the Human Resources Director. The Human Resources Director will inform Commissioners' Court of all complaints and will coordinate with the appropriate personnel as part of any investigation. Kerr County will not tolerate harassment of any employee by anyone for any reason. 9.09 Investi~atine Alleeed Harassment Ken County will fully and completely investigate any report of alleged harassment and will take appropriate corrective action depending on the severity of the conduct. This can including disciplinary action up to and including separation depending on the severity of the conduct. The complaining employee will be informed of the action taken. An employee who engages in acts of harassment contrary to Kerr County's policy maybe personally liable in any legal action brought against them. Interviews, allegations, statements, and identities will be kept confidential to the extent possible and allowed by law. However, Kerr County will not allow the goal of confidentiality to be a deterrent to an effective investigation, and it may be necessary to reveal certain information to various state or federal agencies or courts. 70 Ken County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ ~ Revised 08-20-2009 Employees should also be aware that as an employer, Ken County has a duty to prevent and correct harassment even when the complaining employee asks that no action be taken and that the complaint be kept confidential. No information related to the complaint or any investigation will be filed in the personnel files of the employees involved. Rather, these reports will be kept separately in the Human Resources department, and marked "confidential". At the end of each inquiry, the investigator will prepare a report that sets forth the dates that various witnesses and parties were interviewed, summarizes witnesses' statements, describes factual issues on which the parties disagree, offers the investigator's conclusions, and outlines the actions taken by Ken County. If the investigation reveals that the harassment occurred, Ken County will inform the parties that immediate and appropriate action, up to and including separation, will be taken. The discipline will be proportional to the severity of the conduct. The alleged harasser's employment history and any similar complaints of prior unlawful harassment will be taken into consideration. Disciplinary measures may include counseling, sexual harassment or diversity training, suspension, transfer, demotion, or discharge. These remedial measures are intended to place the complaining employee in the position which he or she would have been had the harassment not occurred. Exercising rights under the policy does not in anyway affect an employee's right to seek relief through the Texas Commission on Human Rights, the Equal Employment Opportunity Commission, or a court of proper jurisdiction for any complain for which a remedy is provided under federal or state law. 9.10 No Retaliation This policy prohibits retaliation against employees who bring charges of conduct in violation of Section 9 or assist in investigating charges, or who report harassing behavior directed at persons other than the employee. Any employee found to have engaged in retaliatory action or behavior will be subject to disciplinary action up to and including separation. 9.11 Life Threatening Illness in the 'Vt~orkulace Employees with life-threatening illnesses, such as cancer, heart disease, and AIDS, often continue normal pursuits, including work, to the extent allowed by their condition. Kerr County supports these endeavors as long as employees are able to meet acceptable performance standards. Kerr County will make reasonable accommodations in accordance with all legal requirements to allow qualified employees with life- threatening illnesses to perform the essential functions of their jobs, unless the request imposes an undue hardship on the County. Employees with life threatening illnesses are entitled to eligible benefits. '~l Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. o Revised OS-20-2009 Kerr County reserves the right to require an employee to undergo medical examination by another doctor chosen by the County whenever there is a question regarding whether a worker might pose a threat to the safety or health of the employee, other employees, or the public. Refusal to work with an employee or to provide services to anyone who has been diagnosed as having a life threatening illness, unless there is a direct threat to health or safety, may result in disciplinary action. 9.12 Treasurer's Office Procedure Retrardin~ Receiving Revenues Revenues turned into the County Treasurer's office after 4:00 PM will be processed, receipted, and deposited the next normal business day. 9.13 Countv Cell Phone Policy Cellular telephones and services maybe provided to certain Ken County employees to conduct job related activities that cannot not be conducted on a landline telephone or for which it would be inefficient to use a landline telephone. Requests for cell phones must be approved by the employee's Department Head (who will determine need), the County Auditor, and County Information Technology Director (who will provide advice on the most appropriate equipment and plans). These requests will then be presented to Commissioners' Court for approval. Personal Calls Kerr County provides cell phones to employees for the purpose of conducting Kerr County business. The use of County-owned cellular equipment to make or receive personal calls is discouraged, although it is understood that usage for personal reasons maybe necessary in emergency situations. Employees must realize that although personal calls made within the local calling region and under the usage limits provided by the County's plan may not result in additional charges, they do count toward the overall time limits established under the service agreement. Any overage, long distance, roaming, or other charges realized by the employee for personal calls shall be the responsibility of the employee. An employee may not operate a personal business from a Kerr County cell phone. _ Damage, Loss, or Theft Handsets or other equipment that is damaged in the course of business should be brought to Kerr County IT, who will contact the vendor for replacement or repair. Lost or stolen cellular equipment should be immediately reported to the employee's Department Head and Kerr County IT so that the service can be cancelled. All costs incurred for replacement or repair will be the responsibility of the employee's department. If the damage, loss, or theft is due to employee negligence, all costs incurred for replacement or repair will be the responsibility of the employee. 72 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited. to the modification or termination of Benefits. ~~~ a Revised 08-20-2009 Usage Monitoring Department Heads are responsible for educating subordinates about appropriate cellular telephone procedures and monitoring their usage. In emergency situations, Department Heads may grant exceptions to these usage policies. In such circumstances, the employee must reimburse any charges incurred for personal use no later than the next pay period. Office Cell Phone Courtesy Ken County understands and appreciates that employees utilize their cell phones for business purposes. At the same time, cell phones are a distraction in the workplace. Many County offices require cell phones to be turned off. Department Heads are responsible for clarification of the cell phone policy within their offices. Shut It Off Kerr County also recognizes that employees use their county cell phones for business purposes while driving. However, due to research about the safety of cell phone use while driving, Kerr County prohibits employee use of cell phones, for business purposes, while driving. Kerr County understands that other distractions occur while driving however, eliminating the use of cell phones while driving, is one way to minimize the risk of employee accidents. Therefore, employees are required to either stop the vehicle so that they can safely use your cell phone, or allow the call to go to voicemail until they can safely use their cell phone. Engaging in Kerr County business using a cell phone while driving is prohibited. Employees who violate this policy maybe subject to disciplinary actions, up to and including separation. 9.14 Disaster/Emergency Emulovee Policy During periods of State or Federally declared disasters} or emergency (ies), Ken County Employees aze authorized to perform additional duties and/or work extra hours as may be required by such disaster(s) or emergency (ies) and, in such event, such employees maybe entitled to received overtime pay, compensatory time, or other appropriate and reasonable compensatory consideration as maybe allowed or permitted by applicable rules or regulations of State of Federal reimbursement programs for the performance of such additional duties and/or extra work hours. 73 Kerr County reserves the right to amend these Personnel Regulations uniiaterally at any time, including but not limited to the modification or termination of Benefits. ~~~ e Revised 08-20-2009 10.00 Informarion Technology Policy 10.01 P°licv Each Department Head or Elected Official may develop and implement written guidelines and/or policies for County owned computer usage and ensure such guidelines/policies are not in conflict with this policy statement. The Information Technology (IT) Department is an arm of Commissioner's Court. As such, the IT Department is responsible for the development, enhancement, reliability, maintenance, and security of Kerr County's Information Technology capability. All matters that fall within the general categories will be addressed by the IT Department. Any unresolved issues in the above context should be brought to the attention of Commissioner's Court. It is the policy of Kerr County to provide an atmosphere that encourages the free exchange of ideas and sharing of information to benefit the conduct of official Ken County Business. Access to this environment and Kerr County's information technology resources is a privilege and must be treated with the highest standard of ethics. Derr County expects all individuals to use the computing and information technology resources in a legal, ethical, and responsible manner; respecting the public trust through which these resources have been provided, the rights and privacy of others, the integrity of facilities and controls, and all pertinent laws and Kerr County policies and standards. Electronic mail and Internet access is provided to Kerr County representatives such as Elected Officials, Department Heads, employees, interns, temporary agency employees, and volunteers as business communication tools. Kerr County representatives may have access to one or more forms of electronic media and services (computers, a-mail, telephones, voice mail, fax machines, copying machines, external electronic bulletin boards, wire services, online services, the Internet and the World Wide Web). The following procedures apply to all electronic media and services, which are: ^ Accessed on or from Kerr County premises ^ Accessed using Kerr County computer or other equipment, or via ~ Kerr County -paid access methods, and/or used in a manner which identifies the individual with Kerr County. By using or accessing any such electronic media in the manner described, the employee shall be deemed to have agreed to be bound by these procedures. 10.02 Use of Kerr County Information Technolo~y Prohibited actions include but are not limited to: ^ Personal use, except as provided by section "Electronic Mail and Internet Use" 74 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~' ~ Revised 08-20-2009 ^ Use of unauthorized resources; ^ Accessing applications, files, data., or processes without appropriate authorization. ^ Intent to research or exploit security flaws to gain system or data access; ^ Connecting any hardware to the network or PC without prior approval from the Information Technology Department. ^ Altering or destroying information with the intent to cause harm or injury to Kerr County or an employee of Kerr County. ^ Attempting to deliberately degrade system performance or deny service. ^ Download and/or Installation of any software without prior approval of the Information Technology Department. ^ Sending bomb threats or "hoax" messages. ^ Use of computing or network resources for advertising or commercial purposes. Electronic Mail and Internet Use Kerr County Elected Officials, Depamnent Heads, and employees shall not knowingly send, receive, store, or access sites that are deemed by Kerr County to promote, encourage, or endorse discrimination on the basis of race, color, national origin, age, sex, political affiliation, religion, disability, or sexual orientation. Electronic media may not be used for knowingly transmitting, retrieving, or storage of any communications including but not limited to: ^ Those of a discriminatory or harassing nature; ^ Those that are derogatory to any individual or group; ^ Those that are obscene or of a pornographic nature; ^ Those that are of a defamatory or threatening nature; ^ Chain letters; ^ Bomb threats or "hoax messages"; ^ Email bombs that may cause network problems and disrupt service for other users; ^ Those which attempt to hide the identity of the sender, or represent the sender as someone else or from another source; ^ Those for advertising or other commercial purposes; or ^ Those intended for any other purpose which is illegal or against Kerr County policy or contrary to Ken County's interest. Supervisors may authorize limited use of electronic mail for personal purposes so long as productivity is not adversely impacted. Network Operability Kerr County employees and/or representatives may not attempt to read, "hack", into other systems or other people's logins, or "crack" passwords, breach computer or network security measures, or monitor electronic files or communications of other employees or third parties except by explicit direction of the Department Head and concurrence with the I.T. Department 75 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. Revised 08-20-2009 Ken County employees and/or representatives may not share user logon and passwords, access or copy another user's electronic mail, data, programs, or other file(s) without prior approval of the Elected Official or Department Head far whom the employee directly works. Electronic media and services should not be used in a manner that will likely cause network congestion or significantly hamper the ability of other people to access and use the system, such as distributing computer worms or viruses. Ken County employees and/or representatives may not alter or destroy information with the intent to cause harm or injury to Ken County or any other employee of Kerr County. Ken County employees and/or representatives may not tap a phone line or run a network sniffer without authorization. Personal Use Electronic media and services are exclusively for Ken County business use. Limited, occasional, or incidental use of electronic media (sending or receiving) for personal, non business purposes (i.e. emergency) maybe authorized by a supervisor. The use of streaming audio or video for personal use is prohibited. Right to Privacy Ken County reserves the right for Elected Officers and/or Department Heads to monitor, access, review, copy or delete each employee's access or use of the internet and electronic mail including but not limited to a-mail, word processing, utility programs, spreadsheets, voicemail, telephones, internet/BBS access, and to block access to areas of the Internet which have no value to Kerr County. Ken County employees and/or representatives have no legitimate expectation of privacy in their use of the Internet or Electronic Mail. Use of Ken County's systems and hazdwaze constitutes consent to having internet and electronic mail usage monitored. All documents are the property of Ken County, and aze not to be removed from Kerr County premises or copied to removable media without the approval of the Elected Official and/or the Department Head. Broadcast Messages Permission for county-wide broadcasting of messages must be obtained from either the Elected Official or Department Head for which the employee and/or representative works and/or I.T. Depamnent. 76 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~~ ~ Revised 08-20-2009 Discivlinarv Action Any employee found to be abusing the privilege of Kerr County-facilitated access to electronic media or services will be subject to disciplinary action by the Elected Official or Department Head including termination of employment and/or risk having the privilege removed from the employee and possibly other employees. Confidential Data Information technology staff shall be responsible for maintaining the integrity and confidentiality of information viewed during troubleshooting and monitoring of the County's network. All County records, including electronic records with the exception of judicial records, Subject to the provisions of the Public Information Act. 10.03 Software Cor~vriahted Software Ken County Elected Officials, Department Heads, employees and/or representatives when obtaining electronic access to other companies or individuals' materials must respect all copyrighted materials except as permitted by the copyright owner. Kerr County employees and/or representatives shall abide by applicable laws and Kerr County policies and respect the copyrights and intellectual property laws of others, including the legal use of copyrighted software. Use of any unauthorized software copies is a violation of the law and unauthorized copying of software will not be permitted under any circumstances. Kerr County employees and/or representatives must comply with all license or purchase terms regulating the use of software. Software Avnroval Approval must be obtained from the Kerr County Information Technology Department prior to using any publicly available software package, download of demo software, or software on preview. (A software approval form is available for this purpose). Software marked as "free," "public domain," and "public use" maybe free for personal use but not corporate and/or governmental use. In downloading software from the Internet, use of this software may violate copyright or licensing requirements, thus subjecting Kerr County to unnecessary and expensive litigation. Software Purchases Only copyrighted software, authorized for use and/or purchased in compliance with Kerr County's software procurement policies, will be eligible for payment. 77 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ ~ Revised 08-20-2009 Only original manufacturer's copyrighted software will be eligible for purchase and payment. The Kerr County Information Technology Department is responsible for safekeeping of all software purchased including licenses and media. Original License agreements will be kept as the property of Ken County. An Elected Official or Department Head may keep a copy of the license agreement. Unauthorized Purchases Anticipated software purchases must have prior approval. Any software purchased without an approved request and purchase order issued by the Information Technology Department will be considered an unauthorized purchase and will become the financial responsibility of the employee making said purchase. The use of software, free or otherwise not authorized or purchased by Ken County is prohibited. Employees not adhering to this policy maybe subject to disciplinary action up to and including termination of employment "Shareware" is not eligible for purchase and any "shareware" purchased will become the financial responsibility of the employee making the purchase. Dammed Software It is the responsibility of the Information Technology Department to return any damaged software to the vendor and seek the appropriate credit or refund, if paid. Software Accounting Ken County Information Technology Department will take inventory of each desktop or laptop computer's software on a periodic basis. Departments must allow access to all directories, software disks, and documentation upon request by ITD personnel. Software Documentation/Record Keening All copyrighted software must include proper documentation (license agreement}. Only under the following circumstances may Ken County employees/representatives copy software: ^ Prior authorization must be obtained from the Information Technology Department. ^ Backup copies will be permitted if allowed in the software license agreement. ^ Backup copies are labeled as such and become the property of Kerr County. 10.04 Kerr County's Home Page Kerr County's Home Page will contain the Official County Seal, information about County activities, meeting, and public hearings. Likewise, information on how to 78 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~~ ~ Revised 08-20-2009 contact all Elected Officials or Departments by email, by regular mail, or by fax or telephone will be included. ^ Confidential information shall not be released via the Internet. ^ Release of information that might compromise public safety should be avoided at all times. Ken County's Home Page will be coordinated and produced by the Information Technology Department. No modifications or additions including links to other sites can be made to Kerr County's Home Page without prior approval of the Information Technology Department. 10.05 Computer Ethics Ken County is a political subdivision of the State of Texas. Elected Officials, employees and/or representatives of Kerr County have a responsibility to conduct themselves in an ethical manner. Electronic mail should be txeated as privileged in the same manner as first class U.S. mail. Arty system weaknesses should be reported to the Information Technology Department immediately. Data obtained inappropriately (i.e. proprietary) should not be used. 10.06 Etiquette Each network system (e.g. Law Enforcement, District Clerk, County Clerk, Auditing, Treasurer, Tax Assessor, etc.) may have its own set of policies, practices, and procedures. Actions which are routinely allowed on one network or system maybe controlled or even forbidden on other networks or systems. It is the user's responsibility to abide by the policies, practices, and procedures of all networks or systems with which they may communicate. When in doubt, contact I.T. Department. 10.07 Terminoloev Chain Letter - A letter sent to a number of people asking each recipient to send copies with the same request to a specified number of others. The circulation of a chain letter increases in geometrical progression as long as the instructions are followed by all recipients. Client - Is one end of a network protocol that provides a user interface to the server. Competing Ethics - A set of accepted manners to be observed while using information technology resources. 79 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ o Revised 08-20-2009 EMail -Electronic mail is a means of sending messages between computers using a computer network or over a modem connected to a telephone line. Hack - An individual who uses programming skills to gain illegal access to a computer network or file. Internet -The Internet is a network of computer networks through which information or electronic mail may travel. Computer users can use the Internet like a telephone or fax to exchange information quickly and efficiently. HoaxMessage -Any message used to deceive by a story or a trick, for sport or mischief. Home Page -The starting point for most organizations to place links to other parts of the web. Intellectual Property - An original computer program is regarded bylaw as the intellectual property of the person or company which created the work. Computer programs are protected under copyright law, which provides that any unauthorized copying of such works is illegal• Network - A collection of two or more computers or other computing operation that does a single task. Processes -Apart of a running software program or other computing operation that does a single task. Server - A computer that provides information or programs to client computers on a network, whether it be an in house server or an Internet server. Shareware -Software available on the Internet for downloading so you can try it before buying it. This software is copyrighted and distributed on a "free-will donation" basis, either via the Internet or by being passed along by satisfied customers. Users who continue to use the program after a trial period are expected to pay a registration fee. In return, they get documentation, technical. support, and access to updated versions. Software License Agreement - A software license agreement states the terms of usage, as permitted by the copyright owner, for the specific software product to which it pertains. The license agreement accompanying software is stated explicitly in the software documentation or on the computer screen when the program is started. The price of software covers the legal acquisition of the software license and binds the purchaser to use the software only according to the terms and agreements stated in the license. 80 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~~ ~ Revised 08-20-2009 Software Piracy -Software piracy is the term used to describe the unauthorized copying or use of a computer program in any manner other than what is permitted by copyright law or by the author as stated in the software licensing agreement. Any person who engages in software piracy commits an illegal act under general copyright law. Unauthorized Copying -The manufacturer's license agreement should be followed when making back up copies of the software. Unless otherwise stated, the purchase of a software license allows the purchaser to make a "backup" copy, to be used in case the original software disk malfunctions or is destroyed. Virus - A computer_program that replicates on computer systems by incorporating itself into shared programs. World Wide Web (~-~7WW or the Web) -The part of the Internet which provides a way for organizations or individuals to publish information which is then available to a world wide audience. The World Wide Web currently uses an Internet protocol call HTTP or Hyper Text Transfer Protocol and sends files written in a language called HTML or Hyper Text Markup Language. An HTTP server provides Web pages to client programs called browsers which retrieve and display the information stored on the Web server. Web Page - A single page displayed by a Web browser. Worm -Known primarily as a virus, it is a computer program that can replicate itself. 81 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ ~ Revised 08-20-2009 11.00 Family and Medical Leave (I~MLA) 11.01 Family and Medical Leave Act The Family and Medical Leave Act ("FMLA"} provides eligible employees with leave (with or without pay), certain benefits protections, and job restoration for qualifying events. If a conflict exists between these provisions and the FMLA, the FMLA governs. Employees may obtain forms for applying for FMLA from Human Resources. Employees who experience a qualifying event shall be placed on FMLA and any paid leave available to the employee shall run concurrently with their FMLA leave. Definitions The words and terms defined in this section have the meanings given unless the context clearly indicates another meaning. Child - A biological, adopted, foster, or stepchild, a legal ward, or a child of a person standing in loco parentis, who is under 18 years of age or who is 18 years of age or older and is incapable of self-care because of a mental or physical disability. Eligible Employee - An employee who: • has been employed by the County for a total of at least 12 months and • has at least 1250 hours actually worked during the 12 months immediately preceding the leave. Employment Benefits -All benefits the County provides or makes available to Eligible Employees, including group life, health, and disability insurance, Sick Leave, and Retirement. Group Health Plan -Any plan of, or contributed to by, the County to provide health care to employees or the families of such employees. Health Care Provider - A doctor of medicine or osteopathy who is authorized to practice medicine or surgery (as appropriate) by the State of Texas; or any other person determined by the United States Secretary of Labor. Continuous Leave -Leave taken in one continuous period of time, for example eligible employees who have been absent for more than three consecutive calendar days for a qualifying reason. Intermittent Leave -Leave taken in separate blocks of time for a single illness or injury, rather than one continuous period of time, which may include periods from a portion of an hour or more to several weeks. $2 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~~ ~ Revised 08-20-2009 Parent -The biological parent of an employee or an individual who stood in loco parentis to the employee when the employee was a child. Serious Health Condition - An illness, injury, impairment, or physical or mental condition that involves: • inpatient care (i.e. an overnight stay) in a hospital, hospice, or residential medical care facility, including any period of incapacity (for purposes of this section, defined to mean inability to work or perform regular doily activities due to the Serious Health Condition, treatment therefore or recovery therefrom) or any subsequent treatment in connection with the inpatient care; or • continuing treatment by a health care provider. A Serious Health Condition involving continuing treatment by a health care provider includes any one or more of the following: a) ' a period of incapacity of more than 3 consecutive calendar days, and any subsequent treatment or period of incapacity relating to the same condition, that also involves: ^ treatment 2 or more times by a health care provider, by a nurse or physician's assistant under direct supervision of a health care provider, or by a provider of health care services (e.g. physical therapist) under orders of, or on referral by, a health care provider; or ^ treatment by a health care provider on at least one occasion that results in a regimen of continuing treatment under the supervision of the health care provider b) any period of incapacity due to pregnancy or for prenatal care. c) any period of incapacity or treatment for such incapacity due to a chronic Serious Health Condition. A chronic Serious Health Condition is one that: ^ Requires periodic visits for treatment by a health care provider, or by a nurse's or physician's assistant under direct supervision of a health care provider ^ Continues over an extended period of time (including recurring episodes of a single underlying condition); and 83 Derr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~~ ~ Revised 0&20-2009 May cause episodic rather than a continuing period of incapacity (e.g. asthma, diabetes, epilepsy, etc.) d) a period of incapacity that is permanent or long term due to a condition for which treatment may not be effective. The employee or family member must be under the continuing supervision of, but need not be receiving active treatment by, a health care provider. Examples include Alzheimer's, a severe stroke, or terminal stages of a disease. e) any period of absence to receive multiple treatments (including any period of recovery therefrom) by a provider of health care services under orders of, or on referral by, a health Gaze provider, either for restorative surgery after an accident or other injury, or for a condition that would likely result in a period incapacity of more than 3 consecutive days in the absence of medical intervention or treatment, such as cancer (chemotherapy, radiation, etc.) severe arthritic (physical therapy), or kidney disease (dialysis). Spouse - A husband or wife as defined or recognized under Texas law, including common law marriage. (~,aljfyjn~ Events Eligible employees are entitled to FMLA for the following Qualifying Events: ^ The birth of a child of the employee an din order to care for such child; ^ The placement of the child with the employee far adoption or foster care; ^ To care for the Spouse, Parent, or Child of the employee if the Spouse, Pazent, or Child has a Serious Health Condition; or ^ The employee's own Serious Health Condition. Entitlement to Leave Eligible Employees with a Qualifying Event(s) are entitled to a maximum of 12 workweeks of leave per calendaz year (See below for Military Family Leave entitlements). If a husband and wife both work for the County, they must split the 12 workweeks for the birth or placement of a child. They do not have to divide the 12 workweeks evenly. 84 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~~ o Revised 08-20-2009 ' 'tarn Family Leave Qualifvin~ Exigency Leave Eligible employees with a spouse, son, daughter, or parent on active duty or call for active duty status in the National Guard or Reserves in support of a contingency operation may use their 12 week leave entitlement to address certain qualifying exigencies. Qualifying exigencies may include 1) short notice deployment, 2) attending certain military events, 3) arranging for alternative childcare and school activities, 4) addressing certain financial and legal arrangements, 5) attending certain counseling sessions, 6) rest and recuperation, ?) attending post deployment reintegration briefings, and 8) additional activities agreed to by Kerr County and the eligible employee. Military Caregiver Leave FMLA also includes a special leave entitlement that permits eligible employees to take up to 2b weeks of leave to care for a covered service member during a single 12-month period. A covered service member is the employee's spouse, minor child, parent, or next of kin who is a current member of the Armed Forces, including a member of the National Guard or Reserves, who has a serious illness or injury incurred in the line of duty on active duty that may render the service member medically unfit to perform his or her duties for which the service member is undergoing medical treatment, recuperation, or therapy; or is in outpatient status; or is on the temporary disability. Tvnes of Leave If needed, Eligible Employees may take up to 12 weeks of leave at once. Eligible Employees may take leave intermittently for any Qualifying Event except the birth or placement of a child. ^ Alternative Position on Leave Taken Intermittently If an employee requests intermittent leave that is foreseeable based on planned medical treatment, the Department Head may temporarily transfer the employee to another position that has equivalent pay and benefits and better accommodates recurring periods of leave than the employee's regular position. Concurrent Use of Paid Leave and FMLA Leave Employees on continuous FMLA Leave must exhaust all available Vacation Leave and Sick Leave (if applicable) before resuming unpaid FMIA leave. For intermittent FMLA, employees must exhaust all Vacation Leave and Sick Leave (if applicable) before taking unpaid FMLA leave. Sick Leave is only applicable if the Qualifying Event is the employee's own serious health condition or if the employee uses Sick Leave for the Serious Health Condition of a Spouse, Parent, or Child. FMLA will commence upon occurrence of a qualifying FMLA event. Employees who experience a qualifying event shall be placed on FMLA and any paid leave available to the employee shall run concurrently with their FMLA leave. 85 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~?~~' a Revised 08-20-2009 Compensatory Time An employee may choose to use their available Compensatory Time for an FMLA qualifying event. If they make that choice, then the absences are simultaneously designated as FMLA and Compensatory Time and count toward FMLA leave. Workers Compensation Leave Vacation and Sick Leave and Compensatory Time Sections above do not apply to employees who are on Workers' Compensation Leave. Workers' Compensation Leave and FMLA run concurrently. Expiration of Entitlement to Leave ^ Entitlement to FMLA leave for the birth or placement of a child expires at the end of the 12-month period beginning on the date of the birth or placement. For every other Qualifying Event, the entitlement to leave ends when the qualifying Event stops or the employee exhausts 12 weeks of leave, whichever occurs first. In either event, the employee must notify Human Resources within 2 working days of learning that the need for FMLA leave ended and the employee must return to work. FMLA is based on a "rolling" year -measured forward from the date the employee is approved for FMIA. The twelve-month period in which an employee is entitled to twelve weeks of FMLA leave shall be the 12-month period measured forward from the date an individual employee's first leave beeins. While on leave without pav under this policy, the employee shall not earn vacation, sick leave, be eligible for holidays, or earn other benefits afforded to employees actively at work, except for those stated in this policy. Benefits Protection During any period that an Eligible Employee takes FMLA leave, the County maintains coverage under any Group Health Plan at the level, and under the condition coverage would have been provided if the employee had continued in employment. Employees who choose to continue coverage while on unpaid FMLA leave must pay their share of premiums (spouse and dependent coverage) under the Group Health Plans (i.e. Major Medical) then in effect Employees who choose to continue coverage while on unpaid FMLA leave must pay any Supplemental plans then in effect. The employee must pay their premiums for any supplemental plans while on FMLA. The County bills employees one month in advance to maintain coverage. If the County does not receive payment within 30 days of the due date, such coverage ends on the 31~` day. (29 CFR §825.212 and §825.213) 86 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or tezrnination of Benefits. ~~~' ~ Revised 08-20-2009 The County recovers the premium paid for maintaining coverage under such Group Health Plan during any period of unpaid FMLA Leave if: ^ The employee fails to return from FMLA leave after the expiration of the designated leave period; and ^ The employees fails to return to work for a reason other than the continuation, recurrence, or onset of a Serious Health Condition that entitles the employee to leave or other circumstances beyond the employee's control. ^ An employee who works Tess than 30 calendar days after returning to work is considered to have failed to return to work and must reimburse the County for any premiums paid for maintaining coverage during any unpaid FMLA leave. 29 CFR §825.212 and §825.213 Department Heads are responsible for notifying Human Resources if an employee fails to return to work. Employees continue to accrue Vacation Leave and Sick. Leave during FMLA. Employees do not accrue Sick Leave during unpaid FMLA. Any area or issue regarding family and medical leave which is not addressed in this policy shall be subject to the basic requirements of the Federal Family and Medical Leave Act (FML~ and the regulations issued to implement the Act. Tob Protection An employee who returns to work on or before the working day following the expiration of the authorized FMLA leave period is entitled to be restored: ^ To the position held when the leave began; or ^ To an equivalent position with equivalent employment benefits, pay, and other terms and conditions of employment. An employee who exhausts the authorize FMLA leave and fails to return to work may be subject to discipline, including separation. Employees who fraudulently obtain FMI.A leave are not urotected by FMI.A and will be subject to criminal action and possible termination. Foreseeable Leave If the need for FMLA leave is foreseeablz, the employee must provide the Department Head and in turn Human Resources notice at least 30 days before the leave begins. Failure to give 30-days notice results in the denial of leave until 30days notice is provided. Scheduling Foreseeable Leave Based on Planned Medical Treatment If the need for leave is foreseeable based on planned medical treatment, the employee must make a reasonable effort to schedule the treatment so it does not disrupt the 87 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~~ o Revised 08-20-2009 operations of the department, subject to the approval of the appropriate Health Care Provider. Unforeseeable Leave If the medical treatment is unforeseeable, the employee must provide such notice as is practicable -within 1 or 2 business days of when they learn of the need for leave. Designation Procedures Human Resources or an authorized representative always has the responsibility to designate leave as FMLA-qualifying based upon the information the employee provides. The designation of qualifying absences as FMIA leave is not optional for either the employer or the employee. Emvlovee Request for Leave When an employee specifically requests FIvILA leave or when an employee requests leave for any reason that is or may be a Qualifying Event, Human Resources or an authorized representative should have the employee complete an application for FMIA and provide them with the FMLA Notice to Employee of Responsibilitiesand Requirements promulgated by the Human Resources office. If the employee is not able to complete the FMIA application, Human Resources or an authorized representative must complete the form based on information the employee or their spokesperson provides. Information provided is released only to those with a legitimate need to-know. Employees who do not provide sufficient information for Human Resources to determine whether the absences} are protected under FMLA do not receive the protections under the law. Preliminary Designations If a department has reason to believe that an Eligible Employee's absence is because of a Qualifying Event, the department preliminarily designates the absence as FMIA leave and send the employee to Human Resources to complete the FIvILA Notice to Employee of Responsibilities and Requirements informing the employee of the preliminary designation and requiring them to submit the appropriate supporting documentation in a timely manner to quality the Leave as FMI.A. If the leave is determined not to be for a Qualifying Event, Human Resources or an authorized representative must remove the preliminary designation. If an eligible employee is absent from work for four (4) consecutive calendar days and the supervisor is uncertain whether the absence is for a Qualifying Event, the department preliminarily designates the 4~ day and any further consecutive absences as F1vILA leave and the depamnent must inform Human Resources. Human Resources will send the appropriate FMIA forms to the employee. If the~leave is determined to be for a Qualifying Event, the preliminary designation becomes permanent. If the leave is determined. not to be for a Qualifying Event, Human Resources must remove the preliminary designation. 88 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ ~ Revised 08-20-2009 Workers' Compensation and FMLA If an employee is eligible for FMLA leave and has a Workers' Compensation injury that is a Serious Health Condition as defined in 4.07, the Department Head simultaneously designates the Workers' Compensation absences as FMI.A. Unless the reason for the leave is obviously a Qualifying Event, the Department Head or authorized representative must give an Eligible Employee an FMlA Certification of Health Care Provider form prescribed by Human Resources within 2 working days. The employee must return the completed certification form within 15 calendar davs of receiving it. Human Resources may, with the employee's permission, request a Health Care Provider representing the County to communicate with the employee's Health Care Provider for purposes of clarifying or authenticating such medical certification. Contact Human Resources for assistance in this matter. Re-Certification While on Leave or for Intermittent Leave Human Resources may ask for re-certificaxion any tune the original certificaxon expires or, if no specific expiration date is given on the original certification, at any reasonable interval of at least 30 days so long as the employee has had an FMIA protected absence during that interval. Human Resources may ask for re-certification at any tune if: ^ The employee requests an extension of the leave; or ^ Circumstances described by the previous certification form have changed significantly; or ^ The County receives information that casts doubt on the continuing validity of the originai certification. Status While on Leave and Return to Dutv Status Reports An employee on FMLA leave must report his/her status and intent to return to work to his/her department periodically. These periodic reports must be made at least once every 2 weeks or in accordance with the schedule designated in the Notice to Employee of Responsibilities and Requirements. fitness for Duty Certification Before returning to work, an employee who uses continuous FNILA leave because of their own Serious Health Condition must provide a doctor's statement or a completed fitness-for-duty certification pertaining to the same condition(s) for which they used FAiILA leave. The certification must state that they are fit for duty and able to return to work. if the employee is unable to perform all of the essential functions of their job, they must provide as much advance notice as possible to Human Resources and their Department Head of any restrictions or limitations on their abilities so the depamnent can determine whether a reasonable accommodation is appropriate. 89 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~~ o Revised 08-20-2009 Outside employment during FMI.A leave is prohibited, unless the employee re+cei~ves prior written permission from their Department Head or Elected Official and a copy is placed into their personal FMI.A file located in Human Resources. 90 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~~ a Revised 0&20-2009 Appendices and Forms 91 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~~ ~ Revised 08-20-2009 Appendix A -Statutory Degrees of Relationship GE~AT =i~rt;;ilili!tt;;; a Gl~EAT i ~ t k 3~ sFjL !.' GtR4@L3PRR9tT I {t;i~~il {!:ifk. -' i ilk toi ~~ `f 1 ~~ i °I I-I` ~ ii ~I £'AA.FSIF! ~ i~t to ~ u i~ ,! i ~!, I E ~ ~ i i .f ca.~mt i~;, III ~ a i~ I` t , f i ~~li{~ r I' ~;{"`~;, ` ~{II ~I I ~ gill{r ~ 1 a 1 ~ -~ I~l{i i~ ~ i ~ ~ ~ ~ f .t~~ji ~ i ~ i ~. fti ifs ., '' I{~ { ,~ ~' ~.~ ; ''. O i ,I 1 t ~i:. ?i` ~ _ _ rl; l~li ~~f~~~ti~~f~ Ej ~ i (i_ I ~ I t ill. ~ -~ } ~ f0 i!~!t ~~- ,I~ ,~ki~; ~i, ~ ~ ,!: {1~1~ ,,~ GRAFE1PAf~UT : S ~ UNCLE ~{ {i !+ I [ ~ 3 { .4UC(T ;: I+I~ `~i` i Pf~Cf !! ~. '.:Sfi~j ~~lil~i~jtf~;tj :inli{i!: .11'11(; 1 ~T ~ GRAImCF~O Degrees of ~elatonshi~ Cart dell f~d71116~ ~! ~' C!f r4~~~~'! ~f C6fl57A~u111~ 81e I~I~~If/f~if 1R $Ye CEl3~lr 6 ~'~e a~r_ Forrelafioltships i171 ~~Y. the oar's spowe is the m~viduai iel €he center_ PuBSi~ Offices Ttsps fQ Ble [7a~g- C?jku ~~' Attorney General of Texas Greg Abbott (2009). Degrees of relationship chart. Retrieved February 13, 2009 from the World Wide Web: http://www.oag.state.tx.us/ag_Publications/tits/2004trapshb 3.shtml 92 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ ~ Revised 08-20-2009 Appendiz D: HIPAA HIPAA A federal law, the Health Insurance Portability and Accountability Act of 1996 (HIPAA}, requires that health plans and health care providers protect the privacy of certain medical information. For more information The attached HIPAA Privacy Notice describes: • the medical information practices of Kerr County-sponsored group health plans • how your medical information maybe used and disclosed How to obtain access to this information Notice of Health Plans Privacy Practices Effective April 14, 2003 (or such later date permitted by law) This notice describes bow your medical information maybe used and disclosed and how to obtain access to tbis information. Please review it carefully. This notice only applies to Kerr County sponsored health plans. If you participate in a Non-Kerr County sponsored plan, this notice only applies to your Employee Assistance Plan benefits. If you participate in an insured benefit, for instance an HMO, you wiU also receive a separate notice directly from the insurer. Introduction Kerr County understands that medical information is personal. A federal law, the Health Insurance Portability Act (HIPAA), requires that health plans and health care providers protect the privacy of certain medical information. This notice covers the medical information practices of the Kerr County sponsored group health plans (the "Plans*"). This notice intends to inform you of your rights under the privacy provisions of HiPAA and the HIPAA obligations imposed on the Kerr County sponsored Plans. If you have general questions about your medical claims information maintained by the Plans, call the Kerr County Human Resources office. For questions about plan eligibility or claims appeal information maintained by the Kerr County plans, contact the Kerr County Human Resources office. Do not contact the Kerr County Human Resource office for questions about an insured benefit or a plan not sponsored by Kerr County. Only health information that may specifically identify you and is used or disclosed by the Plans is protected by HIPAA. This health information is called protected health information (PHI). Health information that Kerr County receives about you as an employer is not PHI. Thus, your sick leave records, FMLA leave information, drug testing results, Workers' Compensation files, disability, life insurance, and OSHA records are not PHI and not covered by this notice. If you have questions about such employment information, do not contact the Plans or the Kerr County Human Resource office. 93 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ ~ Revised 0&20-2009 Third parties assist the Plans in administering your health benefits. These entities keep and use most of the medical information maintained by the Plans such as information about your health condition, the health care services you receive, and the payments for such services. They use this informarion to process your benefit claims. They are required to use the same privacy protections as the Plans. The members of the departments defined by Kerr County and identified below who assist with administration of the Plans have limited access to medical information about you. This information is generally limited to: (1) whether you are enrolled in the Plans or are eligible; (2) the family members you cover under the Plans; (3) the amount you contribute for your health care coverage, and (4) information about certain claims, claim denials, and appeals. Depamnents whose personnel have limited access to PHI: Kerr County Human Resources (health care and retirement), Legal, Internal Audit, and Information Services. Remember, the Plans do not maintain all of your medical information. Yaur health care providers (doctors and hospitals) also maintain some of your informarion. You should ask your health care providers directly if you have questions about medical information they maintain. * The Plans consist of the Kerr County-sponsored medical, dental, prescription drug, and coverage extended to certain active, disabled, former, and retired employees of Kerr County and their family members. If you have coverage under a "fully insured" benefit option such as an HMO or long- term care insurance you will receive a separate notice of privacy practices from the insurance carrier or sponsor of that plan regarding your medical information. How the plans may use and disclose your medical information This section describes how the Plans use and disclose medical information to administer benefits under the Plans. Please note that this notice does not list every use or disclosure; instead, it gives examples of the most common uses and disclosures. Prnnary uses and disclosures of PHI • The Plans may disclose your PHI so that your doctors, dentists, pharmacies, hospitals, and other health care providers may provide you with medical treatment. • The Plans also may send your health care information to doctors for patient safety or other treatment related reasons. • The Plans may use and disclose your PHI for benefit payment such as to see if you are eligible for benefits, to calculate your benefits under the Plans, to pay your health care providers for treating you, to calculate your co-pays and coinsurance amounts, to decide claims appeals and inquiries, or to coordinate coverage. For example, the Plans may disclose information about your medical history to a physician (including your physician) to determine whether a 94 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ ~ Revised 08-20-2009 particular treatment is experimental, investigational, or medically necessary or to decide if the Plans will cover the treatment. • The Plans may also share medical information with a utilization review or pre- certification service provider. Likewise, the Plans may share medical information with another entity to coordinate payment of your benefits (e.g., under your spouse's plan). The Plans will also share your information to assist with subrogation of your claims. • The Plans may use and disclose PHI about you for additional related health care operations necessary to run the Plans. For example, the Plans may use PHI in connection with: underwriting and soliciting bids from potential insurance carriers; merger and acquisition activities; setting premiums; deciding employee premium contributions; submitting claims to the Plans' stop-loss (or excess loss) carrier; conducting or arranging for medical review; legal services; audit services; and fraud and abuse detection programs. • The Plans also may use your PHI for administrative activities such as business planning and development, cost management, business management, and conducting quality assessment and improvement activities. • The Plans may use your medical information to contact you or give you information about treatment alternatives or other health related benefits and services that maybe of interest to you. • The Plans may disclose your medical information to its third party administrators to assist in these activities. Other uses and disclosures of PHI • The Plans are required to disclose your PHI to the Secretary of the U.S. Department of Health and Human Services if the Secretary is investigating or determining compliance with HIPAA. • The Plans will disclose PHI about you when required to do so by federal, state, or local law. • The Plans may release your PHI for Workers' Compensation or similar programs. • The Plans may use and disclose PHI about you when necessary to prevent a serious threat to your health and safety or the health and safety of the public or another person. • If you are an organ donor, the Plans may release your PHI to organisations that handle organ procurement or organ, eye or tissue transplantation. or to an organ donation bank, as necessary to facilitate organ or tissue donation and transplantation. • If you are a member of the armed forces, the Plans may release your PHI as required by military command authorities. • The Plans may disclose your PHI for public health activities (e.g., child abuse and neglect, threats to public health and safety, and national security). • The Plans may disclose your PHI to a health oversight agency for activities authorized by law (e.g., audits, investigations, inspections, and licensure). 95 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. Revised OS-20-2009 • If you are involved in a lawsuit or a dispute, the Plans may disclose your PHI in response to a court or administrative order. • The Plans may also disclose your PHI in response to a subpoena, discovery request, or other lawful process to someone else involved in the dispute, but only if efforts have been made to tell you about the request or to obtain an order protecting the information requested. • The Plans may release your PHI if asked to do so by a law enforcement official. • The Plans may release medical information to a coroner or medical examiner. • The Plans may release your PHI to authorized federal officials for intelligence, counterintelligence, and other national security activities authorized by law. • If you are an inmate of a correctional institution or under the custody of a law enforcement official, the Plans may release your PHI to the correctional institution or law enforcement official. • Using its best judgment, the Plans may disclose your PHI to a family member, other relaxive, close friend, or other personal representative. Such a use will be based on how involved the person is in your care or payment that relates to that care. • The Plans may release claims payment information to spouses, parents, or guardians. Other uses and disclosures of your PHI that are not described above will be made only with your written authorization. If you authorize the Plans to use or disclose your PHI, you may revoke the authorization at any time in writing. However, your revocation will only stop future uses and disclosures that are made after the Plans receive your revocation. It will not have any affect on the prior uses and disclosures of your PHI. The privacy laws of a particular state or other federal laws might impose a stricter privacy standard. If these stricter laws (state or federal) apply, the Plans will comply with the stricter law. Your rights regarding PHI You have the following rights regarding PHI the Plans have about you: • You have the right to inspect and copy your PHI that maybe used to make decisions about your benefits. To inspect and copy your PHI that maybe used to make decisions about you, you must submit your request in writing to the appropriate privacy contact. If you request a copy of this information, the Plans may charge a fee for the costs of copying, mailing or other supplies associated with your request. The Plans may deny your request to inspect and copy your PHI in certain very limited circumstances. HIPAA provides several important exceptions to your right to access your PHI. For example, you will not be permitted to access psychotherapy notes or information compiled in anticipation of, or for use in, a civil, criminal or administrative action or proceeding. 96 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~~' ~ Revised 08-20-2009 ~ The Plans will not allow you to access your PHI if these or any of the exceptions permitted under HIPAA apply. If you are denied access to your PHI, you may request a review of the denial. • If you feel that PHI the Plans have about you is incorrect or incomplete, you may ask the Plans to amend the information. You have the right to request an amendment for as long as the information is kept by or for the Plans. • To request an amendment, you must submit your request in writing to the appropriate privacy contact. Your request must list the specific PHI you want amended and explain why it is incorrect or incomplete. • The Plans may deny your request for an amendment if it is not in writing or does not list why it is incorrect or incomplete. In addition, the Plans may deny your request if you ask the Plans to amend information that is: - Not part of the medical information kept by or for the Plans; Not created by the Plans or its third party administrators; - Not part of the information which you would be permitted to inspect and copy; Accurate and complete. If the Plans deny your request, they must provide you a written explanation for the denial and an explanation of your right to submit a written statement disagreeing with the denial. Changes to this notice The Plans have the right to change this notice at any time. The Plans also have the right to make the revised or changed notice effective for medical information the Plans akeady have about you as well as any information received in the future. Complaints If you believe your privacy rights have been violated, you may file a complaint with the Plans or with the Secretary of the Department of Health and Human Services. To file a complaint with the Plans, call the Kerr County Human Resources office. You will not be penalized for filing a complaint. 97 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ a Revised 08-20-2009 Appendix B: Copy of First Report of Incident/Injury 98 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~~ ~ Revised 0&20-2009 Acknowledgement of Receiat of Personnel Policy Handbook This Kerr County Personnel Policy Handbook replaces and supercedes all eazlier Kerr County Personnel practices, policies, and guidelines. I have received my copy of the Kerr County Personnel Policy Handbook, which outlines my privileges and obligations as an employee and includes a summary of my benefits. I acknowledge that the provisions of these policies are part of the terms and conditions of my employment and that I agree to abide by them. I accept responsibility for reading, familiarizing, and compliance with the information in this manual and understand that it contains general personnel policies, procedures, and guidelines of Kerr County. If I need clarification on any of the information in this manual, I will contact my Supervisor. I understand that additional explanation and/or information is available through the Kerr County Human Resources Department. I further understand that failure to sign this acknowledgement in no way diminishes the terms of these procedures applying to me. I clearly understand that this guidance handbook does not create a contract for employment with Kerr County and Kerr County may change or modify the guidance, procedures, or policies found in this handbook at anytime. I firrther understand that m ey mployment is terminable at will so that both Kerr County and its employees remain free to choose to terminate their workiuug relationship at any time, with or without notice for any reason or no reason. I also acknowledge that as a Kerr County employee, I have a personal responsibility to provide quality service to the public and achieve the highest degree of safety possible for fellow workers, the public, and myself. I also acknowledge that I have a personal responsibility to make suggestions for improvement and to demonstrate a spirit of teamwork and cooperation within my own department and with other departments. I agree to take a "fit for duty physical" upon my Supervisor/Department Head/Elected Official's request, when they believe that I have a health problem, which is affecting my job performance or endangering my fellow workers or myself. I further understand that I will be granted compensatory time off in lieu of payment of overtime to the extent provided by law. I understand that if I leave the employment of Kerr County, I agree to return-this handbook in its entire to the Kerr County Human Resources Director and complete an Exit Interview that includes necessary forms needed to process my separation. Employee Printed Full Name Employee Signature Date HR Printed Full Name HR Signature Date This receipt will become a wart of your Emyloyee Personnel File. The Personnel Policy Handbook Govern Details of Your Emvlovment. Read Them Carefully. Acknowledgment of Receipt and Understanding of Kerr County's Policy Against Harassment in the Workplace 99 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~~ a Revised 08-20-2009 Acknowledgment of Receiut and Understanding of Kerr County's Policy Against Harassment in the Workplace I acknowledge that I have received a copy of Kerr County's Policies Against Harassment (policy), that I have read and understand the policies, and that by signing this acknowledgment, Iagree to adhere to the policies as a condition of my employment and/or continuing employment with Kerr County. These policies are found within the Ken County Personnel Policy Handbook. I acknowledge that I understand how to follow the procedures set out in this policy and that if I have any questions, I will ask for clarification. I agree to report any incident of harassment in a timely manner and I understand that there are a number of different individuals who are authorized to take my complaint and act on it appropriately. I further acknowledge that my failure to adhere to these policies may subject me to disciplinary action, up to and including immediate separation without advance warning. I have reviewed the Policies Against Harassment and have been given the opportunity to ask questions about the policies. I know that I may file a complaint of harassment or participate in an investigation without fear of retaliation. Employee Name (PRINT) Employee Signature Date Kerr County H.R. Representative Date 100 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~~ ~ Revised 08-20-2009 Acknowledgment, Consent, and Release Concerning Drug/Alcohol Testing Police I (Print Name) acknowledge that I have received a copy of Ken County's Drug/Alcohol Testing Policy, that I have read and understand the policy, and that by signing this acknowledgment, Iagree to adhere to the policy as a condition of my employment and/or continuing employment with Kerr County. I also acknowledge that I am an at~vill employee and that my employment maybe terminated at any time for good cause, bad cause, or no cause. I further acknowledge that my failure to adhere to this policy may subject me to disciplinary action, up to and including immediate separation without advance warning. I further acknowledge that I have reviewed the policy and have been given the opportunity to ask questions about the policy. I understand that my refusal to submit to a drug/alcohol screen or a posirion result on such adrug/alcohol screen can lead to my immediate separation for work related misconduct Employee Name (PRIN1~ Employee Signatare Date Kerr County H.R. Representative Date 101 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or ten~ination of Benefits. ~~~' ~ Revised 0&20-2009 Wage Deduction Authorization Agreement I (Print Name) understand and agree that my employer, Kerr County may deduct money from my pay from time to time for reasons that fall into the following categories: 1. My share o£ the premiums for Kerr County's group medical plan; 2. My premiums for Kerr County's Supplemental plans (i.e. Dental, Vision,); 3. Any contributions I may make into a retirement or pension plan sponsored, controlled, or managed by Kerr County; 4. If I receive an overpayment of wages for any reason, repayment of such overpayments to Kerr County; 5. The cost to Kerr County of personal long distance calls I may make on Kerr County phones or on Kerr County accounts, of personal faxes sent by me using Kerr County equipment or Kerr County accounts, or of non work related access to the Internet or other computer networks by me using Kerr County equipment or Kerr County accounts; 6. The cost of repairing or replacing any Kerr County supplies, materials, equipment, money, or other property that I may damage (other than normal wear and tear), lose, fail to return or take without appropriate authorization from Ken County during my employment I agree that Kerr County may deduct money from my pay under the above circumstances. Employee Name (PRINT} Employee Signature Date Kerr County H.R. Representative Date 102 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. Revised 08-20-2009 Public Information Act - Acknowled ement Texas Government Code, Chapter 552, gives a person the right to access government records; and an officer for public information and the officer's agent may not ask why they want them. All government information is presumed to be available to the public. Certain exceptions may apply to the disclosure of the information. Governmental bodies shall promptly release requested information that is not confidential by law, either constitutional, statutory, or by judicial decision, or information for which an exception to disclosure has not been sought. Rights of Requestors • Prompt access to information that is not confidential or otherwise protected; • Receive treatment equal to all other requestors, including accommodation in accordance with the Americans with Disabilities Act (ADA) requirements; • Receive certain kinds of information without exceptions, like the voting record of public offiicials, and other information; • Receive a written statement of estimated charges, when charges will exceed $40, in advance of work being started and opportunity to modify the request in response to the itemized statement; • Choose whether to inspect the requested information (most often at no charge), receive copies of the information or both; • A waiver or reduction of charges if the governmental body determines that access to the information primarily benefits the general public; • Receive a copy of the communication from the governmental body asking the Office of the Attorney General for a ruling on whether the information can be withheld under one of the accepted exceptions, or if the communication discloses the requested information, a redacted copy; • Lodge a written complaint about overcharges for public information with the Texas Building and Procurement Commission. Complaints of other possible violations may be filed with the county or district attorney of the county where the governmental body, other than a state agency, is located. If the complaint is against the county or district attorney, the complaint must be filed with the Office of the Attorney General. Responsibilities of Governmental Bodies All governmental bodies responding to information requests have the responsibility to: Establish reasonable procedures for inspecting or copying public information and inform requestors of these procedures; Treat all requestors uniformly and shall give to the requestor all reasonable comfort and facility, including accommodation in accordance with ADA requirements; Be informed about open records laws and educate employees on the requirements of those laws; 103 Derr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ ~ Revised 08-20-2009 • Inform requesters of the estimated chazges greater than $40 and any changes in the estimates above 20 percent of the original estimate, and confirm that the requestor accepts the charges, has amended'the request, or has sent a complaint of overchazges to the Texas Building and Procurement Commission, in writing before finalizing the request; • Inform the requestor if the information cannot be provided promptly and set a date and time to provide it within a reasonable time; • Request a ruling from the Office of the Attorney General regazding any information the governmental body wishes to withhold, and send a copy of the request for ruling, or a redacted copy, to the requestor; • Segregate public information from information that may be withheld and provide that public information promptly; • Make a good faith attempt to inform third parties when their proprietary information is being requested from the governmental body; • Respond in writing to a1I written communications from the Texas Building and Procurement Commission regarding charges for the information. Respond to the Office of the Attorney General regazding complaints about violations of the Act. Procedures for Requester to Obtain Information 1. Submit a request by mail, fax, email or in person according to a governmental body`s reasonable procedures. 2. Include enough description and detail about the information requested to enable the governmental body to accurately identify and locate the information requested. 3. Cooperate with the governmental body's reasonable efforts to clarify the type or amount of information requested. A. Information to be released After approval of the Elected or Appointed Official, Requester may review it promptly, and if it cannot be produced within 10 working days the public information officer will notify you in writing of the reasonable date and time when it will be available. Requester should keep all appointments to inspect records and to pick up copies. Failure to keep appointments may result in losing the opportunity to inspect the information at the time requested. Cost of Records • Requester must respond to any written estimate of charges within 10 business days of the date the governmental body sent it or the request is considered automatically withdrawn. • If estimated costs exceed $100.00 (or $0.00 if a governmental body has fewer than 16 full time employees) the governmental body may require a bond, prepayment or deposit. 104 Ken County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~~~ ~ Revised 08-20-2009 Requestor may ask the governmental body to determine whether providing the information primarily benefits the general public, resulting in a waiver or reduction of charges. Make a timely payment for all mutually agreed charges. A governmental body can demand payment of overdue balances exceeding $100.00, or obtain a security deposit, before processing additional requests from you. B. Information that maybe withheld due to an exception • By the 10th business day after a governmental body receives your written request, a governmental body must: 1. request an Attorney General opinion and state which exceptions apply; 2. notify the requestor of the referral to the Attorney General; and 3. notify third parties if the request involves their proprietary information. • Failure to request an Attorney General opinion and notify the requestor within 10 business days will result in a presumption that the information is open unless there is a compelling reason to withhold it. • Requestors may send a letter to the Attorney General arguing for release, and may review arguments made by the governmental body. if the arguments disclose the requested information, the requestor may obtain a redacted copy. • The Attorney General must issue a decision no later than the 45th working day from the day after the attorney general received the request for a decision. The attorney general may request an additional 10 working day extension. • Governmental bodies may not ask the Attorney General to "reconsider" an opinion. All requests for Public Information must be immediately presented to your Elected or Appointed Official Due to Statutory Restrictions on the release of some information, do not provide the requested information without prior approval of your Elected or Appointed Official. For complaints regarding failure to release public information please refer the Requestor to: Kerr County Attorney's Office 700 Main Street Kerrville, TX 78028 830-792-2222 The Requestor may also contact the Office of the Attorney General, Open Records Hotline, at 478-6736 or toll-free at 1-877-673-6839. For complaints regarding overcharges, Requestor may contact the Tezas Building and Procurement Commission at 512-475-2497. 105 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~' o Revised 08-20-2009 I acknowledge that I have reviewed the Public Information Act Policy and have been given the opportunity to ask questions about the policy. Employee Name (PRINT) Employee Signature Date Derr County H.R. Representative Date 106 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~ ~ Revised 08-20-2009 Privacy Act Election Pursuant to Section 552.117, 552.1175, and 552.024 of the Government Code, elect to exclude my home address, home telephone number, social security number, and personal family information form records to which public access is allowed. I understand that I may close of open access to this data at any time during my employment, by requesting in writing to the Human Resources Department. This form must be received within 14 days of • date of employment; • date of election of official; • date of termination of employment. Employee Name (PRINT} Employee Signature Date Kerr County $.R. Representative Date 107 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~~~' o Revised 08-20-2009 EMPLOYEE SYTGGESTIONS FOR HANDBOOK When you have any suggestions for changes in the Personnel Policy Handbook, please submit them promptly, as indicated below, while they are fresh in your mind. It would be helpful toward our continuing review of policies and of all current suggestions for changes in them. The form below is included for your convenience in submitting recommendations for changes via house-mail. To: Human Resources 7001VIain Street BA-104 Kerrville TX 78028 I recommend that the following change(s) be made in the Kerr County Personnel Policy Handbook. Date: Policy on Page Policy Section & Heading Comments: Suggested new wording: *~:** Policy on Page Policy Section & Heading Comments: Suggested new wording: *~** 108 Kerr County reserves the right to amend these Personnel Regulations unilaterally at any time, including but not limited to the modification or termination of Benefits. ~,< ~££~ ^ ~~ ' ' ' , ' ' , ' ' 1 ' ' ' ' , ' ' ' 1 , , ' ' , ' , ' ' ' , , ~~~' ' , ' , , ' , ' ' ' ' ' ' 1 ' 1 ' ' ' , ' ' ' ' ' ' ' ' ' 1 ;` E 5 ' ' , ' ' '