2014 Employee Handbook 14-00754 - co.wood.oh.us

1 Effective June 15, 2014 Employee Handbook Q:\HR\EOH\2014 Employee Handbook Revisions Page 1 2014 Employee Handbook Revisions Summary Listed below are policies that were updated with this Handbook revision along with a brief notation of the change. It is not a complete list of the changes made. Policy Fair Employment Clarification added. Affirmative Action Clarification added. Separation Clarification added regarding death of an Employee . Hours of Work Added language regarding work schedules and reporting to work. Updated language regarding management of hours in excess of regular schedule. Fair Labor Standards Act (FLSA) Includes requirement to document hours worked. Added complaint procedure for improper deductions. Overtime Redefined overtime. Based on hours that the Employee actually works. Does not include paid lunch periods, holidays, vacation, sick leave, etc. Compensatory Time Redefined comp time to match overtime definition.

2 Added language as to when time must be used. Payroll Pay advances of any kind are not permitted. Also added language regarding taxable fringe benefits. Sick Leave Adjustment to accrual of sick leave. Added up to one day of sick leave for death of Employee s aunt or uncle. Family Medical Leave Act Clarification added. Ohio Family Military Leave Act New provision that provides up to 80 hours of unpaid military family leave to eligible employees. Lunch Period Lunch periods are not considered hours worked for purposes of overtime. Employees must receive prior approval before working through the lunch period. Holidays Employees who work on a holiday will receive holiday pay in addition to their regular rate for actual hours worked on a holiday. Workers Compensation Updated reporting requirements for employees and supervisors.

3 Personal Conduct of Conduct Employees Added language regarding good behavior, workplace romances, confidentiality, and social media. State of Ohio Fraud Contact Information New section with required notice to employees. Q:\HR\EOH\2014 Employee Handbook Revisions Page 2 Use of county Property Clarified job related use of county Property, cell phone and electronic devices, and permitted personal use and prohibited use. Additional Employment/Compatible Positions Notification required using new form. Public Records Policy Clarified Internet and email as public records and added records management. Internet and Email Use Policy Incorporated language from previous Email Policy. General reorganization of information. Smoke/Tobacco Free Policy Added use of vapors, electronic cigarettes, etc. to policy. Drug Free Workplace Policy May require testing after a work-related motor vehicle accident.

4 Americans with Disabilities Act Added language to include Employee accommodations and interactive process. Unlawful Discrimination Clarification added to focus on unlawful discrimination and sexual harassment. Only applies to a protected class. Investigations and Discipline Added language regarding investigations into alleged disciplinary violations. Risk Reduction Program Updated refusal to work language to match updated posting requirement. Contact information also updated. Violence in the Workplace Incorporated options for emergency response procedure lockdown vs. evacuation. Building Evacuation for Bomb Threat or Fire Merged policy to focus on evacuation of building. Tornado Watch and Warning Procedure Court Security or other designee will provide notice. Travel Reimbursement Policy Updated policy. Motor Vehicle Policy Reworked reportable events section to incorporate points . Review of driving record, and requirements following license suspension as required by liability insurance carrier.

5 Ethics Appendix Updated to most recent version. Fair Employment Policy ..1 Affirmative Action Policy ..2 Classified and Unclassified Employees ..3 Job Postings ..4 Employee Selection ..4 Promotions and Transfers ..6 Absence Without Leave (Voluntary Separation)..8 Disability Separation ..9 Layoff 10 Unemployment Compensation .. 10 Prior Service .. 10 PAY Hours of Work ..1 Fair Labor Standards Act (FLSA) Status ..2 Overtime ..3 Compensatory Time ..3 Payroll ..5 Change of Employee Information ..5 ABSENCES FROM Sick Leave ..1 Payment of Sick Leave Upon Family Medical Leave ..6 Ohio Family Military Leave Act .. 16 Military Leave Policy .. 17 Volunteer Fire and Emergency 20 Nursing Mothers .. 20 Court Leave With Pay .. 21 Court Leave Without 21 Personal Leave Of Absence ..22 Employee IV-1 Lunch Holidays ..2 Vacations ..3 Ohio Public Employees Retirement Deferred Compensation Programs.

6 6 Health Insurance and Wellness Benefits ..7 Optional Insurance Employee Assistance Workers Compensation ..9 Transitional Work Program Policy and 12 PERSONAL V-1 Personal Conduct of county Employees ..1 Good Personal Appearance of Employees ..2 Workplace Romances ..2 Confidentiality ..2 Social Media ..2 Misdemeanor and Felony Charges ..2 State of Ohio Fraud Contact Information ..3 Use of county Property ..4 Additional Employment and Compatible Positions ..6 Political Activity ..7 Conflicts of Interest ..9 Public Records Policy .. 11 E-Mail Retention 18 Internet and Email (Internal/External) Use Policy and Procedures .. 21 Smoke/Tobacco-Free Drug Free Workplace Policy .. 25 Americans with Disability Act (ADA) ..30 Unlawful Discrimination 31 Investigations and Discipline .. 36 Reductions in Pay or Position (Demotions) .. 39 Grievance Procedures .. 39 Performance 39 SAFETY VI-1 Risk Reduction Policy.

7 1 Work Safety in the Workplace ..2 Violence in the Workplace Policy ..3 Emergency Closing Policy and Procedure ..9 Building Evacuation for Fire or Bomb 11 Tornado Watch/Warning Procedure .. 15 TRAVEL AND MOTOR VII-1 Travel Reimbursement Motor Vehicle Policy ..5 CDL Substance Abuse Policy and Procedure .. 13 GENERAL VIII-1 Newsletter ..1 United Way ..1 Employee Recognition Program ..1 Employee Website ..1 IX-1 A. Ohio Ethics Law B. Recommended Guidelines and Best Practices for Managing Public Record E-Mails WELCOME This Handbook has been prepared to assist employees in knowing their rights, responsibilities, and benefits as county employees. It is not meant to imply a permanent contract between the Employee and county , but rather has been put together to provide basic information to the Employee . It may be altered as laws and county policies and procedures change. Nothing in this Handbook is intended to expand or diminish legal rights or responsibilities otherwise provided by law.

8 Each county Elected Official is a completely autonomous Appointing Authority. Appointing Authorities have the authority to and responsibility for their own employees as it relates to hiring, rate of pay, promotions, reductions, terminations, layoffs, establishing policy, and similar actions. Appointing Authorities may also alter some of the provisions of this Handbook as they deem appropriate. Other job related matters such as vacation, holidays, sick leave, FMLA, overtime, workers compensation, and the like, are set by statute and apply to all county employees. Employees working in departments with collective bargaining agreements should consult their union contract as those agreements may differ from county policy. Employees should feel free to seek assistance from their immediate Supervisor, Department Head, or payroll personnel in their office. If staff members have any concerns about their job, they are encouraged to discuss these issues with Supervisory personnel.

9 Employees will be provided with the names and positions of all persons in their immediate department to assist them in becoming acquainted with co-workers. BCC 12/29/75 Rev. 6/1/88 Rev. 10/3/89 Rev. 95-2395 Rev. 00-1828 8/31/00 Rev. 04-2361 12/28/04 Rev. 07-2041 11/20/07 Rev. 08-2184 12/11/08 Rev. 11-679 5/3/11 Rev. 14-754 5/20/14 Veterans Assistance WOOD county GOVERNMENT TREASURER Jill EngleSHERIFFMark WasylyshynPROSECUTING ATTORNEY Paul DobsonRECORDERJ ulie BaumgardnerCOURT OF COMMON PLEASAUDITOR Michael SibbersenDog ShelterInformation TechnologyPROBATE AND JUVENILE DIVISIOND avid WoessnerENGINEERR aymond HuberAdult Probation Court Administration Court Security Domestic RelationsWood Haven Health CareCommunications/911 Justice CenterCourt SecurityJuvenile Detention CenterJuvenile ProbationGENERAL DIVISION Robert PollexReeve KelseyAlan MayberryWeights & MeasuresGeographic Information System (GIS)Buildings and Grounds (EGLC/Courthouse)

10 BOARD OF county COMMISSIONERSC ounty AdministratorAndrew KalmarBuilding InspectionAuto TitleLegal Division6th District Court of AppealsCORONERD ouglas HessEmergency ManagementAgencyLaw LibraryWOOD county ELECTORATEH ighway GarageHistorical Museum and CenterSolid WasteManagementDistrictOffice of Economic DevelopmentRecords CenterJames CarterDoris HerringshawJoel KuhlmanDevelopmental Disabilities (Wood Lane)Board of ElectionsAlcohol Drug Addiction Mental Health ServicesVeterans Service CommissionSenior Citizens Center/Committee on AgingPublic Defender CommissionPlanning CommissionNorthwest Community Corrections Center(Serves 5 county Area) Wood county Port AuthorityJOINTLY GOVERNED ORGANIZATIONSJ uvenile Residential Center of Northwest OhioCLERK OF COURTSC indy HofnerDepartment of Job and Family ServicesChild Support EnforcementAgencyHealth District(Serves 10 county Area)RELATED ORGANIZATIONSINDEPENDENT county AGENCIESD istrict Public LibraryLandfillPark DistrictCriminal Division Civil Division Juvenile DivisionOhio State University ExtensionSoil and Water Conservation DistrictBOARDS AND COMMISSIONSH istorical Society Northwestern Water and Sewer DistrictRegional Airport AuthorityAgricultural SocietyEducational Service CenterEconomic Development CommissionRev.