rev. of staff orders2.wpd 2003 - jis.gov.jm

1 staff ORDERS FOR THE PUBLIC SERVICE GOVERNMENT OF JAMAICA 2004 PREFACE The staff Orders were last revised in 1976. During this decade the rising tide of human expectations has continued unabated and the rate of change in technology as well as in economic, political and social structures has continued to accelerate. In a social milieu where governments are committed both to initiate and manage social change, the challenge facing public administration, and the Civil Service in particular, is to acquire the techniques and ethics of modern administration which will make it possible to narrow the gap between the promise and realization of economic betterment and social equality.

2 Perhaps the most urgent demand being made on the Civil Service is to achieve greater effectiveness in the implementation of programmes and policies and by the same token the achievement of levels of technical competence so that the public administration will not serve to inhibit or frustrate the activities of the private sector. One way of revitalizing the Civil Service is to build a service which defines the jobs and tasks to be done, the qualifications and skills required to do them and then to establish a system of rewards incentives and advancement based on actual performance. To this end, new personnel policies and procedures have and are being introduced into the Civil Service to give effect to Government s decision to bring the merit system to fruition.

3 The revised staff Orders are intended therefore to point the way towards more flexible operational procedures and to give effect to continuing improvement in conditions of service. They are also intended to reflect some of the changes which have taken place in the administrative milieu as well as in organisational theory and practice. At the same time, they embody features of the previous regulations which have proved useful. The revised Orders are to take effect from August 1, 2004. Omar Davies Minister of Finance and Planning TABLE OF CONTENTS INTRODUCTION CHAPTER 1. APPOINTMENTS How They Are Made Authority to Make Appointments Eligibility Entry Into The Service Temporary Appointment Permanent Appointment Probation Medical Certification Medical Reports Confirmation of Appointment Promotion Other Appointments Transfer Acting Deployment Secondment Fixed Term 2.

4 EMPLOYEE RECORDS Employee File Maintenance of Records Service Records Access to Personal Records Certificate of Service Reference Checks 3. HOURS OF WORK Determination Attendance Alternative Work Arrangements Compressed Work Week Flexible Work Schedule Excess Hours of Work 4. CODE OF CONDUCT Framework Behaviour Expectations Absence From Duty Dress Code Standard of Behaviour Service Standards Display and Decorations Political Activity Substance Abuse Engagement in Private Work Conflict of Interest Engagement in Work for Statutory Bodies and Public Companies Exercise of Managerial Authority Gifts and Exchanges Public Employees and the Media Confidentiality Legal Advice Advice of the Attorney General Submission to the Attorney General Legal Proceedings Against Public Officers Legal Proceedings Against the Government caused by the Actions of Public Officers Legal Proceedings by Public

5 Officers Government Copyright Policy Ownership Use Royalties 5. TRAINING AND DEVELOPMENT Purpose Authority Responsibilities Orientation Selection for Training Medical Fitness Financial Support for Training Obligation of Trainee Prior to Commencement of Course While on Course Upon Completion of Course Suspension or Termination of Training Awards Training Reports 6. COMPENSATION Authority Definitions Job Classification Occupational Category Occupation Group Post Duty Position Classification Series Level/Grade Pay Salary Salary Scale/Scaler Salary Allowances Increments Salary Paid to Employees Payment of Increments Anniversary of Appointment Additional Qualifications Qualification or Proficiency Bar Salary Conversion Salary Promotion Lengthened Salary Scales Shortened Salary Scales Upgradings Allowances Acting Allowance Seniority Allowance Duty Allowance Honorarium Official Quarters House Allowance Utility Allowance Uniform

6 Allowance Laundry Allowance Entertainment Allowance Allowances During Leave Officers on Military Service 7. LEAVE Authority Determination and Calculation Administration Vacation Leave Definition Rate Grant of Vacation Leave Directive to Proceed on Leave Application for Vacation Leave Leave Period Extension of Leave Accumulation of Leave Accumulation Beyond the Maximum Recalled Leave Resumption Following Leave Departmental Leave Definition Rate Grant of Departmental Leave Application for Departmental Leave Period of Departmental Leave Accumulation of Departmental Leave Casual Leave Maternity Leave Study Leave

7 Definition Support Bonding Day Release with Summer Courses Part-time Study Courses Recreational Leave Half Pay Leave No-Pay Leave Special Leave Military Service National Representation Court Duties Accessibility while on Leave Abroad Sick Leave Definition Rate Accumulation of Sick Leave Grant of Sick Leave Length of Leave Notification of Leave Medical Certificate Leave for Prolonged Illness or Leave on the Ground of Prolonged Ill-Health or Prolonged Sick Leave Special Sick Leave Medical Boards Illness While on Leave Abroad Leave Prior to Retirement Leave in Respect of Injury in the Discharge of Duties Payment for Leave Salary in lieu of Leave Leave on Secondment Prior to Dismissal Prior to Resignation Upon Death of Employee 8.

8 COMMUNICATION Authority Administration Internal Communication staff Meetings Annual General Meetings Quarterly Meetings Monthly Meetings Newsletters Circulars and Notices staff Suggestion Scheme External Communication 9. PERFORMANCE MANAGEMENT Definition Authority Administration Objectives Essential Requirements for an Effective Performance Management System Roles and Responsibilities Manager Employee Reviewing Officer Human Resource Managers Recourse and Redress 10.

9 DISCIPLINE Authority Administration Breach of Discipline Disciplinary Procedure Steps in Disciplinary Procedure Reporting an Infraction Recording an Infraction Investigations Committee of Enquiry Penalties Interdiction Right of Appeal 11. TRAVELLING AND SUBSISTENCE Authority Purpose Travelling Allowance Eligibility Upkeep Allowance Commuted Allowance Allowance in-Lieu Casual Allowance Incidental Allowance Alternate Travelling Allowance Fully Maintained Motor Vehicle Motor Vehicle Purchase Advance Payment of Travelling Claims Submission of Claims Assessment of Claims Claims Involving Others Accommodation while Travelling on duty Continuation of Allowances Officers Removed from Travelling Duties Allowances during Leave Subsistence Allowance Eligibility Calculation of (Subsistence)

10 Allowance Reimbursement for Actual Expenses Bush Allowance Chauffeurs Allowance Transfer Allowance Temporary Transfer Basis of Payments Visiting Allowances for Extended or Permanent Transfer Allowances for Assignment Abroad Removal Expense Allowances Removal Expenses Eligible Period for Family Related Expenses Reimbursement for Damage to Baggage Advance Against Allowance 12. HEALTH, SAFETY AND WELFARE Authority Administration Health and Safety Measures Health Education and Counselling Service staff Welfare Disaster Preparedness Injury on the Job Injury Benefits Employee Assistance Programme (EAP) 13.