THE RULES AND REGULATIONS OF THE PERSONNEL BOARD …

1 THE RULES AND REGULATIONS OF THE PERSONNEL BOARD OF JEFFERSON COUNTY REVISED AUGUST 21, 2018 2 For the period beginning July 10, 2018 and ending July 30, 2018, the PERSONNEL BOARD of Jefferson County invited public comment regarding revisions to the RULES and REGULATIONS dated September 13, 2016. While reviewing and considering comments received, the PERSONNEL BOARD identified an additional change needed to Rule (a). Proposed revisions to Rule (a) were posted for public review and comment beginning August 2, 2018 and ending August 11, 2018. A public hearing was held on August 21, 2018, after which the recommended changes were adopted by the BOARD at its regularly scheduled meeting on August 21, 2018.

2 These RULES and REGULATIONS became effective on August 21, 2018. i TABLE OF CONTENTS PREAMBLE RULE 1: GENERAL PROVISIONS ..1 AUTHORITY ..1 SCOPE ..1 DEFINITIONS ..1 PRESERVATION OF RECORDS ..4 PERSONNEL RECORDS ..4 PUBLIC RECORDS ..4 PUBLIC REPORTING ..5 PROCEDURES FOR ADMISSION INTO THE CLASSIFIED SERVICE OF NEWLY ACQUIRED EMPLOYEES ..5 CONFLICTS WITH COLLECTIVE BARGAINING AGREEMENTS ..5 RULE 2: RULE MAKING ..6 AUTHORITY ..6 NOTICE ..6 ADVISORY OPINIONS ..6 PETITION FOR PROMULGATION, AMENDMENT, OR REPEAL OF RULES ..6 RULE 3: CITIZENS SUPERVISORY COMMISSION ..7 DUTIES OF CITIZENS SUPERVISORY RULE 4: THE PERSONNEL BOARD ..9 ALTERNATE METHOD OF SELECTING BOARD ..9 DUTIES AND POWERS OF THE EXPENSES OF THE BOARD .

3 10 REVIEW OF ACTIONS OF THE DIRECTOR ..10 LEGAL SERVICES FOR THE BOARD ..10 RULE 5: DIRECTOR OF PERSONNEL ..11 APPOINTMENT ..11 DUTIES AND POWERS OF THE RULE 6: EXEMPT EXECUTIVE SERVICE ..13 EXEMPT EXECUTIVE SERVICE POSITIONS ..13 EXEMPT EXECUTIVE SERVICE EMPLOYEES ..13 ii RULE 7: CLASSIFICATION PLAN ..15 COMPOSITION OF THE CLASSIFICATION PLAN ..15 USES OF THE CLASSIFICATION PLAN ..15 ADOPTION OF THE CLASSIFICATION PLAN ..16 MAINTENANCE OF THE CLASSIFICATION PLAN ..16 DISTRIBUTION OF THE CLASSIFICATION PLAN ..16 RECLASSIFICATION OF POSITIONS ..17 CREATION OF NEW JOB CLASSES ..19 RULE 8: PAY PREPARATION OF THE PAY PLAN ..20 ADMINISTRATION OF THE PAY PLAN ..20 PROCEDURE FOR THE ANNUAL ADOPTION OR AMENDMENT OF THE PAY PLAN.

4 22 INTERIM AMENDMENTS TO THE PAY PLAN ..22 RULE 9: RECRUITMENT AND EXAMINATIONS ..23 RECRUITMENT ..23 ACCEPTANCE OF APPLICATIONS ..23 PREEMPLOYMENT BACKGROUND SCREENING ..23 DISQUALIFICATION FROM RECRUITMENT AND/OR EXAMINATION ..24 METHODS OF RECRUITMENT ..24 CONTENTS OF EXAMINATIONS ..25 RATING EXAMINATIONS ..25 TIED RATINGS ..26 NOTIFICATION OF EXAMINATION RESULTS ..26 IDENTIFICATION OF TEST PAPERS ..27 REVIEW ..27 CHANGES TO ELIGIBILITY LISTS PENDING APPEAL ..27 FRAUD ..28 CANCELLATION OF EXAMINATION ..28 RESCHEDULING AND MAKEUP EXAMINATIONS ..28 RULE 10: ELIGIBILITY LISTS AND CERTIFICATION ..29 ELIGIBILITY LISTS ..29 REMOVAL OF NAMES FROM ELIGIBILITY LISTS ..29 REINSTATEMENT TO ELIGIBILITY LIST ..29 CERTIFICATION.

5 30 WAIVER OF CERTIFICATION RIGHTS ..31 SUPPLEMENTAL CERTIFICATIONS ..31 INTERFERENCE WITH CERTIFICATION RIGHTS ..32 iii RULE 11: APPOINTMENTS, PROMOTIONS, DEMOTIONS, TRANSFERS, AND REQUEST FOR A CERTIFICATE OF ELIGIBLES ..33 APPOINTMENTS FROM CERTIFICATES OF ELIGIBLES ..33 TYPES OF APPOINTMENTS ..33 USE OF INDEPENDENT CONTRACTORS ..35 DOCUMENTATION OF APPOINTMENTS ..35 PROBATIONARY STATUS OF DEMOTIONS ..36 INTERGOVERNMENTAL CAREER TRANSFERS ..36 REASSIGNMENT ..36 TRANSFERS ..36 ASSIGNMENT OF DUTIES OUT OF CLASS ..37 REDUCTION IN FORCE ..37 RULE 12: DISCIPLINARY ACTIONS AND APPEALS ..40 DISCIPLINARY POLICY ..40 DEFINITION OF FOR CAUSE ..40 NOTICE AND APPEAL PROCEDURE ..41 DECISION BY THE SUBPOENAS.

6 43 RECORD OF TESTIMONY ..43 CITIZEN COMPLAINTS ..43 CHARGES FILED BY THE DIRECTOR ..44 CONFIRMATION OF COMPLIANCE ..44 JUDICIAL REVIEW ..44 SUSPENSIONS NOT EXCEEDING FIVE DAYS ..45 RULE 13: ATTENDANCE AND LEAVE ..46 HOURS OF WORK ..46 TYPES OF LEAVE ..46 OTHER LEAVE RIGHTS NOT AFFECTED ..46 ATTENDANCE AND LEAVE REPORTING ..46 FAILURE TO REPORT ABSENCE WITHOUT NO ADVANCE LEAVE ..47 HOLIDAY LEAVE ..47 VACATION SICK LEAVE ..48 COMPENSATORY TIME IN LIEU OF OVERTIME COMPENSATION ..49 PAID INJURY LEAVE ..50 UNIFORMED SERVICE LEAVE AND REEMPLOYMENT ..51 iv TEMPORARY LEAVE FOR NATIONAL GUARD AND ARMED FORCES RESERVE TRAINING AND ACTIVE SERVICE ..52 JURY AND OTHER JUDICIAL LEAVE ..52 LEAVE FOR SPECIAL MEETINGS.

7 52 FAMILY AND MEDICAL LEAVE ..53 LEAVE OF ABSENCE WITHOUT PAY ..53 DISPOSITION OF LEAVE UPON RESIGNATION OR RETIREMENT ..54 ADMINISTRATIVE LEAVE ..54 REASONABLE ACCOMMODATIONS UNDER THE AMERICANS WITH DISABILITIES FITNESS FOR DUTY EXAMINATIONS ..55 RE-EMPLOYMENT OR RE-APPPOINTMENT OF EMPLOYEES WITH DISABILITIES ..56 RULE 14: EFFICIENCY EFFICIENCY RATINGS ..57 FORMS ..57 EFFICIENCY RATING PLAN ..57 APPEAL OF EFFICIENCY RATINGS ..57 RULE 15: GRIEVANCES ..58 DEFINITION ..58 REQUIREMENTS FOR GRIEVANCE ..58 MATTERS EXCLUDED FROM GRIEVANCE PROCEDURE ..58 GRIEVANCE PROCEDURE ..59 RELATED PROVISIONS ..60 RULE 16: CERTIFICATION OF PAYROLLS ..61 COMPUTATION OF PAY ..61 SUBMISSION AND CERTIFICATION OF PAYROLL ..61 RULE 17: PROHIBITED ACTIVITIES AND OTHER GENERAL PROVISIONS.

8 62 PROHIBITED ACTIVITIES ..62 CANDIDACY FOR PUBLIC OFFICE ..62 OUTSIDE EMPLOYMENT AND CONFLICTS OF INTEREST ..63 DUTIES OF COUNTY AND MUNICIPAL OFFICIALS ..63 i Preamble Act No. 248, H. 580, of the Alabama Legislature of 1945, establishes the PERSONNEL BOARD of Jefferson County and governs its operation. Section 12 of the Act charges the PERSONNEL BOARD with the responsibility to promulgate such RULES and REGULATIONS as necessary to carry out the provisions of the Act including RULES and REGULATIONS governing examination, appointments, suspensions, dismissals, Certificate of Eligibles, reduction-in-force, sick leave, leave of absence, resignation, reinstatements, Promotions, Demotions, Transfers, salary adjustments and any and all other RULES and REGULATIONS necessary for administering a scientific and economical PERSONNEL system.

9 The RULES and REGULATIONS that follow comport with and execute the mandates of the Act and, unless found to be contrary to the Act, have the force and effect of law. The application of any Rule contained in this document or any paragraph therein may be read in conjunction with language in a related Rule or any paragraph therein; consequently, these RULES and REGULATIONS must be read in their entirety. The RULES & REGULATIONS of the PERSONNEL BOARD of Jefferson County Revised: August 21, 2018 Page 1 RULE 1: GENERAL PROVISIONS AUTHORITY These RULES and REGULATIONS are promulgated pursuant to the authority of Section 12 of 1945 Ala. Acts 248, as amended. These RULES and REGULATIONS shall govern the civil service of Jefferson County, classified employees of the PERSONNEL BOARD of Jefferson County, all cities in Jefferson County with 5,000 or more residents, the Jefferson County Health Department, the BOARD of Registrars, and police officers in cities with 2,500 or more residents.

10 SCOPE Unless provided elsewhere in these RULES or the Act, these RULES apply only to the Classified Service of the jurisdictions covered by the Act and to the employees of the PERSONNEL BOARD of Jefferson County. The Classified Service is defined as all persons employed by the jurisdictions referenced in Rule above. Employees occupying these positions shall be deemed to be in the Classified Service unless they fall within one of the following exemptions: all persons employed by a city or county BOARD of education; all persons employed by a library BOARD ; persons engaged in teaching or in supervising teaching in the public schools; officials elected by popular vote; the judge of any court; a county attorney; the Director of PERSONNEL created by sections 11 and 12 of the Act; the County Health Officer (except as provided under Section 2 of the Act); a private secretary of a member of the governing body and of each official elected by popular vote, except judges.