Personnel Policies and Procedures
Issue Date: All versions unless otherwise noted, January 7, 2005.
This policy manual is an overview and summary of the City and Borough of Sitka's personnel policies and procedures. It does not constitute a contract of employment with employees of the Municipality and are not contractual commitments by the Municipality to its employees. The Municipality retains the right to make changes, or to alter or amend its employment policies and procedures at any time.
Any questions or requests for further information about any particular section in this handbook, should be directed to Human Resources Director Mark Danielson, SPHR.
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| Section - Heading | Ordinance number |
issue date | Page Number |
All versions unless otherwise noted are 01.07.05 |
|||
| I. Introduction | |||
| 1.1 Purpose | 2006-02 | 05.02.2006 | 101 |
| 1.2 Applicability | 2006-02 | 05.02.2006 | 101 |
| 1.2.5 Applicability of Certain Provisions to Volunteers and Auxiliary personnel |
2004-03 | 102 | |
| 1.3 Review and Amendment | 01-1654 | 102 | |
| 1.4 Reserved | 01-1654 | 103 | |
| 1.5 Personnel Records | 01-1654 | 103 | |
| 1.6 Reports | 01-1654 | 103 | |
| 1.7 Definitions | 2006-02 | 05.02.2006 | 103 |
| II. Reserved | |||
| III. General Rules of Employment | |||
| 3.1 Department Heads Responsible | 01-1654 | 301 | |
| 3.2 Merit | 2006-02 | 05.08.2006 | 301 |
| 3.3 Appointment | 01-1654 | 301 | |
| 3.4 No Discrimination | 01-1654 | 301 | |
| 3.5 Tests | 01-1654 | 301 | |
| 3.6 Minimum age | 01-1654 | 301 | |
| 3.7 Moving Allowance | 2006-02 | 05.08.2006 | 301 |
| 3.8 Advertising Vacant Positions | 2006-02 | 05.08.2006 | 301 |
| 3.9 Reserved | 01-1654 | 302 | |
| 3.10 Nepotism | 01-1654 | 302 | |
| 3.11 Required Interview for Current Employees | 02-1639 | 302 | |
| IV. Types of Appointments | |||
| 4.1 Regular | 2006-02 | 05.08.2006 | 401 |
| 4.2 Temporary | 01-1654 | 401 | |
| 4.3 Probationary | 2006-02 | 05.08.2006 | 401 |
| 4.4 Probationary period for Police Officers | 01-1654 | 401 | |
| V. Disciplinary Actions and Separation | |||
| 5.1 Discipline, Demotion and Termination of Employees who have obtained a Regular Appointment | 01-1654 | 501 | |
| 5.2 Reserved | 01-1654 | 501 | |
| 5.3 Progressive Discipline Procedure | 2006-02 | 05.08.2006 | 501 |
| 5.4 Protection for Whistleblowers | 01-1654 | 501 | |
| 5.5 Layoffs | 01-1654 | 502 | |
| 5.6 Resignations | 01-1654 | 503 | |
| 5.7 Severance Pay | 01-1654 | 503 | |
| 5.8 Final Pay | 01-1654 | 503 | |
| VI. Personnel Staffing and Compensation | |||
| 6.1 Authorized Positions | 01-1654 | 601 | |
| 6.2 Grades and Job Descriptions | 01-1654 | 601 | |
| 6.3 Filling Vacancies | 01-1654 | 601 | |
| 6.4 Changing Authorized Positions, Grades and Job Descriptions | 01-1654 | 601 | |
| 6.5 Pay For New Employees | 01-1654 | 602 | |
| 6.6 Establishing New Positions | 01-1654 | 603 | |
| 6.7 Temporary Positions | 01-1654 | 603 | |
| 6.8 Above-Grade Appointments for Training | 01-1654 | 603 | |
| 6.9 Differential Pay | 2006-02 | 05.08.2006 | 604 |
| 6.10 Filling a Position Temporarily | 03-1714 | 604 | |
| 6.11 Pay Upon Promotion, Transfer or Demotion, Reallocations Downward, Reinstatement, Part-Time Employment |
01-1654 | 604 | |
| 6.12 Pay Increases | 01-1654 | 605 | |
| 6.13 Budgetary Constraints | 01-1654 | 605 | |
| 6.14 Assembly Authority to Approve by motion Particular Benefits that May Vary from Those Set Out in This Personnel Policies Handbook |
02-1705 | 605 | |
| VII. Hours of Work, Overtime, Paydays and Deductions | |||
| 7.1 Hours of Work | 2006-02 | 05.08.2006 | 701 |
| 7.2 Overtime | 2006-02 | 05.08.2006 | 701 |
| 7.3 Holiday Overtime | 2006-02 | 05.08.2006 | 701 |
| 7.4 Call Out Time | 2006-02 | 05.08.2006 | 701 |
| 7.5 Standby Pay | 2006-02 | 05.08.2006 | 702 |
| 7.6 Paydays | 01-1654 | 702 | |
| 7.7 Payroll Deductions | 01-1654 | 702 | |
| 7.8 Hot Time – Electric Department | 01-1654 | 702 | |
| VIII. Vacations | |||
| 8.1 Full-Time Regular Employees | 2006-02 | 05.08.2006 | 801 |
| 8.2 Part-Time Regular Employees | 01-1654 | 801 | |
| 8.3 Qualified Personnel of the Fire Department and Police Department | 2006-02 | 05.08.2006 | 801 |
| 8.4 Reserved | 01-1654 | 801 | |
| 8.5 While on Leave-Without-Pay Status | 01-1654 | 801 | |
| 8.6 Saturdays, Sundays and Holidays | 01-1654 | 802 | |
| 8.7 Pay During Vacation | 01-1654 | 802 | |
| 8.8 Department Head to Authorize | 01-1654 | 802 | |
| 8.9 At Expiration of Sick Leave | 01-1654 | 802 | |
| 8.10 Termination | 01-1654 | 802 | |
| 8.11 Mandatory Time Off | 2006-02 | 802 | |
| 8.12 Accumulation Limit | 2006-02 | 802 | |
| 8.13 Posting Leave | 01-1654 | 802 | |
| 8.14 Vacation During the first six months of employment | 01-1654 | 802 | |
| 8.15 Conversion of annual leave to cash | 2006-02 | 05.08.2006 | 802 |
| IX. Sick Leave | |||
| 9.1 Full Time Regular Employees | 2006-02 | 05.08.2006 | 901 |
| 9.2 Part-Time Regular Employees | 2006-02 | 05.08.2006 | 901 |
| 9.3 Qualified Personnel in the Fire Department | 2006-02 | 05.08.2006 | 901 |
| 9.35 Qualified Personnel in the Police Department | 2006-02 | 05.08.2006 | |
| 9.4 Doctor’s Certificate | 01-1654 | 901 | |
| 9.5 Notification to Supervisor | 01-1654 | 901 | |
| 9.6 While on Leave-Without-Pay Status | 01-1654 | 901 | |
| 9.7 Upon Separation | 01-1654 | 901 | |
| 9.8 Emergency Leave | 2006-02 | 05.08.2006 | 901 |
| 9.9 Abused Sick Leave | 01-1654 | 902 | |
| 9.10 Family and Medical Leave Act Policy | 03-1742 | 902 | |
| 9.11 Leave Bank | 01-1654 | 906 | |
| 9.12 Conversion of Sick Leave | 01-1654 | 906 | |
| 9.13 Maternity/Paternity Leave | 01-1654 | 906 | |
| X. Reserved | |||
| XI. Leave Without pay | |||
| 11.1 Leave Without Pay Requests for the Equivalent of Two Work Weeks | 2006-02 | 05.08.2006 | 1101 |
| 11.2 Leave Without Pay Requests for the Equivalent of More Than Two Work Weeks | 2006-02 | 05.08.2006 | 1101 |
| 11.3 Health and Life Premiums | 01-1654 | 1101 | |
| XII. Military Leave | |||
| 12.1 Leave and Return Rights | 01-1654 | 1201 | |
| XIII. Court Leave | |||
| 13.1 Court Leave Authorized | 01-1654 | 1301 | |
| 13.2 Salary During Court Leave | 01-1654 | 1301 | |
| 13.3 Volunteer Compensation - Court Leave | 2004-22 | 1301 | |
| XIV. Holidays | |||
| 14.1 Recognized Holidays | 2006-02 | 05.08.2006 | 1401 |
| 14.2 Holidays Falling on a Saturday or Sunday | 01-1654 | 1402 | |
| 14.3 Holidays Falling During Vacations | 01-1654 | 1402 | |
| XV. Reserved | |||
| XVI. Retirement | |||
| 16.1 State Retirement System | 02-1666 | 1601 | |
| XVII. Health Insurance | |||
| 17.1 Group Health Insurance Available | 01-1654 | 1701 | |
| XVIII. Occupational Injury | |||
| 18.1 Duty of the Employee to Report | 01-1654 | 1801 | |
| 18.2 Salary While Off Duty | 01-1654 | 1801 | |
| 18.3 Volunteer and Auxiliary Personnel | 01-1654 | 1801 | |
| 18.4 Position Held Open | 01-1654 | 1801 | |
| 18.5 Definition – Occupational Injury | 01-1654 | 1801 | |
| 18.6 Contested Occupational Injuries | 01-1654 | 1801 | |
| XIX. Per Diem and Travel Allowances | |||
| 19.1 Per Diem Allowance | 01-1654 | 1901 | |
| 19.2 Transportation Expenses | 01-1654 | 1901 | |
| 19.3 Registration Fees | 01-1654 | 1901 | |
| 19.4 Travel Advances | 01-1654 | 1901 | |
| 19.5 Request for Travel Advance | 01-1654 | 1901 | |
| 19.6 Amount of Travel Advance | 01-1654 | 1901 | |
| 19.7 Travel Advances and Reimbursement for Actual Costs Incurred | 01-1654 | 1901 | |
| 19.8 Travel Requests | 01-1654 | 1901 | |
| 19.9 Use of Private Vehicles | 01-1654 | 1902 | |
| 19.10 Travel Allowance | 01-1654 | 1902 | |
| 19.11 Allowance for Job Connected Training | 01-1654 | 1902 | |
| 19.12 Exceptions to Policy | 01-1654 | 1903 | |
| XX. Grievances and Discipline Appeals | |||
| 20.1 Purpose | 2006-02 | 05.08.2006 | 2001 |
| 20.2 Steps for Handling of Grievances and Disciplinary Appeals | 2006-02 | 05.08.2006 | 2001 |
| 20.3 Hearing Procedure | 01-1654 | 2001 | |
| 20.4 Decision of the Hearing Officer | 01-1654 | 2002 | |
| 20.5 Procedure for Suspension Without Pay | 2006-02 | 05.08.2006 | 2002 |
| 20.6 Termination Procedure | 2006-02 | 05.08.2006 | 2002 |
| 20.7 Hearing Officer Decision Final and Binding | 01-1654 | 2002 | |
| 20.8 A.D.A Violations | 01-1654 | 2002 | |
| XXI. Rewards for Excellence Program | |||
| 21.1 Purpose | 2004-23 | 2101 | |
| 21.2 Responsibilities | 2004-23 | 2101 | |
| 21.3 Program Administration | 2004-23 | 2101 | |
| 21.4 Program Promotion and Publicity | 2004-23 | 2101 | |
| 21.5 Decision Prerogative | 2004-23 | 2102 | |
| 21.6 Testing of Ideas | 2004-23 | 2102 | |
| 21.7 Proprietary Rights | 2004-23 | 2102 | |
| 21.8 Requests for Reconsideration | 2004-23 | 2102 | |
| 21.9 Persons Eligible for Participation in Program | 2004-23 | 2103 | |
| 21.10 Eligible Ideas or Suggestions for Participation in the Program | 2004-23 | 2103 | |
| 21.11 Basic Content of Ideas | 2004-23 | 2103 | |
| 21.12 Eligibility Requirements for Ideas | 2004-23 | 2103 | |
| 21.13 Duplicate Ideas | 2004-23 | 2104 | |
| 21.14 Disposition of Ideas | 2004-23 | 2104 | |
| 21.15 Additional Information Requests | 2004-23 | 2104 | |
| 21.16 Denial Authority | 2004-23 | 2104 | |
| 21.17 Answering Suggester Inquiries | 2004-23 | 2104 | |
| 21.18 Suggester Evaluation Requirements | 2004-23 | 2104 | |
| 21.19 Evaluation Completion Time | 2004-23 | 2104 | |
| 21.20 Disposition of Ideas/Proposals/Suggestions Under This Program |
2004-23 | 2104 | |
| 21.21 Tangible Benefits | 2004-23 | 2105 | |
| 21.22 Intangible Benefits | 2004-23 | 2106 | |
| 21.23 Benefit Calculations | 2004-23 | 2106 | |
| 21.24 Payment Approval | 2004-23 | 2106 | |
| 21.25 Award Eligibility | 2004-23 | 2106 | |
| 21.26 Award Payment After Separation | 2004-23 | 2106 | |
| XXII. Miscellaneous Provisions | |||
| 22.1 Training | 01-1654 | 2201 | |
| 22.2 Annual Performance Evaluation | 01-1654 | 2201 | |
| 22.3 Other Employment | 01-1654 | 2201 | |
| 22.4 Gifts and Gratuities | 01-1654 | 2201 | |
| 22.5 Physical Examination | 01-1654 | 2201 | |
| 22.6 Wage information to be supplied | 01-1654 | 2201 | |
| 22.7 Employee Committee | 2004-05 | 2201 | |
| 22.8 Half-Hour Lunch | 01-1654 | 2202 | |
| 22.9 Personal Business | 2006-02 | 05.08.2006 | 2202 |
| XXIII. Refusal to work unsafe conditions | |||
| 23.1 Employee Not in Violation of Personnel Policy | 01-1654 | 2301 | |
| XXIV. Drug and Alcohol Policy | |||
| 24.1 Influence of Intoxicants at the Workplace | 2006-02 | 05.08.2006 | 2401 |
| 24.2 Alcohol and Drug Screening Test | 01-1654 | 2401 | |
| 24.3 Drug Dependency | 01-1654 | 2401 | |
| 24.4 Non-Prescription or Prescribed Legal Drug Usage | 01-1654 | 2401 | |
| 24.5 Reporting a Conviction | 2006-02 | 05.08.2006 | 2401 |
| 24.6 CDL Holders | 01-1654 | 2401 | |
| 24.7 Sitka Fire Department Substance Abuse Policy | 01-1654 | 2402 | |
| XXV. Attached Policies: | |||
| Attachment A: Pay Matrix | 2006-21 | 2501 | |
| Attachment B: Safety Policy | 01-1654 | 2502 | |
| Attachment C: City and Borough ADA policy | 01-1654 | 2509 | |
| Attachment D: Sexual Harassment and Anti-Harassment Policy | 01-1654 | 2510 | |
| Attachment E: E-Policy | 01-1654 | 2512 | |
| Attachment F: City and Borough
of Sitka Drug Free Workplace Act Policy Statement |
01-1654 | 2513 | |
| Attachment G: FHWA Anti-Drug and Alcohol Policy (CDL Drivers) | 01-1654 | 2515 | |
| Attachment H: Employee Acknowledgement – Must be signed and returned to Human Resources | 01-1654 | 2524 |
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