POLICY & PROCEDURES MANUAL
TABLE OF CONTENTS
Purpose
A. Policy Statement
B. Suggestions
Organization for Personnel Administration
A. Mayor/City Council
B. The City Manager
C. Scope
1. Exempt Positions
2. Classified Positions
3. Temporary Positions
D. Administration
E. Administration of Rules
F. Department Regulations
Applications
A. Application Forms
B. Americans with Disabilities Act
C. Equal Employment Opportunity
D. Filing Application Forms
E. Screening of Applicants
F. Drug Screening for New-Hires
G. Physical and Mental Fitness
H. Examinations
I. Employment Certified Lists
1. Duration of Certified List
2. Removal of Names from Certified Lists
Recruitment and Selection
A. Equal Employment Opportunity
B. Affirmative Action Policy
C. Vacancies
D. An Applicant for Full-Time Employment
E. Preference Points
F. Recruitment and Selection Process
1. Recruitment and Selection Process
2. Vacancies
3. Recruitment Strategy
4. Recruitment
5. Examinations
a. Screening Applications
b. Testing
c. Reference and background Checks
6. Selection
a. Conditional Offer
b. Medical, Psychological and Polygraph Examination
c. Required Documentation
d. Fingerprinting
e. Returning Recruitment Materials to Human Resources Department
f. Orientation
g. Temporary Appointments
G. Seasonal Appointments
H. Limited Appointments
I. Non-Budgeted Appointments
J. Emergency Appointments
K. Probationary Period
1.) Original Probation
1.1) Duration
1.2) Police
1.3) Fire
1.4) Extension
1.5) Completion of Probation
1.6) Termination
2.) Promotional Probation
2.1) Duration
2.2) Police
2.3) Fire
2.4) Extension
2.5) Reversions
2.6) Demotion
2.7) Reduction in Grade for Promoted Employees
2.8) No Appeal Rights
2.9) Accrual of Leave
Classification and Compensation Plan
A. Purpose of the Classification Plan
1. Classification Plan
2. Administration of the Classification Plan
B. Compensation Plan
1. Maintenance of the Compensation Plans
2. Pay Computation
3. Call-Out Pay
a.) Payment
b.) Criteria
4. Incomplete Pay Period
5. Overtime Pay
6. Transfers
7. Promotion
8. Reclassification
9. Involuntary Demotion
10. Voluntary Demotion (requested downgrade)
11. Appointments
12. Wages in Advance
13. Termination Pay
14. Pay during National Guard and Reserve Training
15. Temporary Reassignment Pay
16. Shift Differential
17. Field Training Officer Pay
18. Detective Pay
19. Battalion Chief coverage pay
20. Fire Specialty Pay
21. Bilingual Pay
22. Cost of Living Adjustment
23. Merit Pay
24. Uniform Allowances
25. Fire Department Shift Personnel 40-Hour Assignment Pay
Employee Benefits
A. Sick Leave
1. Sick Leave
2. Accumulation of Sick Leave
3. Sick Leave Usage
4. Compensation for Sick Leave
B. Family and Medical Leave Act of 1993
1. General Provisions
2. Eligibility
3. Type of Leave Covered
4. Employee Status and Benefits During Leave
5. Employee Status After Leave
6. Use of Paid and Unpaid Leave
7. Intermittent Leave or a Reduced Work Schedule
8. Certification of the Serious Health Condition
9. Procedure for Requesting Leave
10. Job Benefits and Protection
11. Enforcement
C. Short-Term Disability
1. Eligibility
2. Benefit Payment
3. Medical Certification
4. Reporting Requirement
5. Return to Work
6. Employee Benefits
D. Vacation Leave
1. Accumulation of Vacation Leave
2. Maximum Accumulation of Vacation Leave
3. Use of Vacation Leave
E. Holidays
1. Official Holidays
2. Hours Observed for Holiday
a.) Employees scheduled to work
b.) Employees not scheduled to work
c.) Employees required to work
3. Holiday Compensation
F. Industrial Leave
1. Worker’s Compensation Coverage and Supplemental Pay
2. Determination of Compensability
3. Separation During a Claim
4. Merit Pay Increases During a Claim
G. Leave Without Pay
H. Bereavement Leave
I. Military Leave
J. Civic Duty Leave
K. Administrative Leave
L. Health, Dental, Life and Optional Insurance
M. Continuation of Health Insurance under Consolidated Omnibus Budget
Reconciliation Act (COBRA
N. Workers’ Compensation Insurance
O. Retirement
P. Deferred Compensation Plan
Q. Health Savings Account (H.S.A)
R. Flexible Spending Arrangements (FSA)
Chapter 7
Drug and Alcohol Policy
A. Provisions Covered by Rules
B. Drug and Alcohol Testing Policy
C. Substance Abuse Policy
D. Grounds for Termination or Discipline
1. Illegal Drug Use
2. Alcohol Abuse
3. Failure to Participate
4. Use of Legal Drugs
E. Testing
1. Pre-Employment Drug Abuse Screening
2. Reasonable Suspicion Testing
3. Random Testing
F. Consequences of Violating This Policy
G. Federal Highway Administration Controlled Substances and Alcohol Use Testing Requirements
1. Rules
2. Definitions
3. Prohibitions
4. Required Testing
a) Pre-Employment Testing
b) Post Accident Testing
c) Random Testing
e) Return to Duty Testing
f) Follow Up Testing
5. Testing Procedures
a.) Controlled Substances
b.) Alcohol Testing
c.) Handling of Test Results
6. Consequences for Engaging in Prohibited Conduct
H. Other Policies
I. Drug-Free Awareness Program
1. Treatment
2. Discipline
J. Other Laws
Nepotism/Outside Employment
A. Employment of a Relative
B. Outside Employment
Appearance and Conduct
A. Appearance
B. Conduct
C. Attendance
D. Hours of Work
Use of City Property
A. City Property
B. Uniforms
C. Use of City-Owned Vehicles
1. Policy Statement
2. Department Manager Vehicles
3. Departmental Vehicle Assignments
4. Vehicle Use
5. All Airbag Equipped Vehicles
6. Accidents
7. Compliance
Safety
A. Policy
1. General Employee Responsibilities
B. Reporting Accidents and Injuries
C. Workplace Violence Policy
1. Purpose
2. Definitions
3. Policy
a) Zero Tolerance
b) Reporting
c) Weapons
d) Risk Reduction Efforts
e) Warning Signs
4. Addressing Workplace Violence
a) Employee Response to Violence in the Workplace
b) Supervisor Response to Violence in the Workplace
c) Privacy/Confidentiality
d) Critical Incident Debriefing
D. Emergency Evacuation
E. Exposure Control Plan
F. Personal Protective Equipment
G. Occupational Safety and Health Act Readiness Plan
Solicitation, Conflict of Interest, & Political Activity
A. Solicitation
B. Conflict of Interest
C. Prohibition of Political Activity
Employee Records & Reports
A. Maintenance of Records
B. Personnel Records
C. Reports to the Human Resources Department
D. Other Records and Correspondence
E. Employee Register and Personnel File
F. Access to Files
G. Access to Personnel Files
H. Forms Facilitating Personnel Administration
1. Medical Examination Report
2. Personnel Action Form
3. Request for Absence Form
4. Reporting Changes in Name, Address, Etc
Employee Education Assistance
A. Purpose
B. Employee Eligibility
C. Course Eligibility
D. Reimbursement Eligibility and Level of Assistance
E. Reimbursement
Workplace Harassment and Discrimination
A. Workplace Harassment and Discrimination
1. Purpose
2. Policy
3. Definitions
4. Responding to Workplace Harassment and Discrimination
5. No Retaliation
6. Discipline
B. Fraternization
1. Restrictions on Employee Conduct
2. Disclosure
3. Discipline
C. Prohibited Conduct
Information Technology Policy
A. Computer Security
Separations
A. Resignation
B. Layoff
C. Retirement
D. Involuntary Terminations
E. Return of City Property
Grounds for Discipline/Termination
A. Statement
B. Unlawful Acts Prohibited
C. Procedures
1. Reprimand
2. Suspension
3. Reduction in Pay
4. Demotion
5. Termination
6. Exit Interviews
Grievances
A. Statements
B. Matters-Subject to Grievances
C. Matters Not Subject to Grievance
D. Procedures
1. Informal Grievance Procedure
2. Formal Grievance Procedure
a.) First Level of Review
b.) Further Level(s) of Review
c.) City Manager
3. Appeal to the Personnel Board
a.) Right to Appeal
b.) Methods of Appeal
c.) Notice
d.) Hearings
e.) Findings and Recommendations
4. Conduct of Appeal Procedure
Definition of Terms
Changes and Amendments
Ethics Policy
A. Purpose
B. The City of Avondale Ethics Handbook
C. Policy
Chapter 23
Safety Procedures
Section A- OSHA Readiness Plan
Section B-Exposure Control Plan
Section C- Emergency Evacuation
Section D- Personal Protective Equipment Procedure
ADMINISTRATIVE POLICIES
AP-1: Participation in City Elections
AP-2: Employee Discipline
AP-3: Reimbursement of Auto Insurance Deductibles
AP-4: Surplus Auction Policy & Procedure
AP-5: Document to be Reviewed by City Manager
AP-6: Coordinating Citizen Petitions
AP-7: Fitness Room Policy
AP-8: Employee Identification Card Policy
AP-9: Copy Mail Room Policy
AP-10: Image and Appearance Policy
AP-11: Avondale Municipal Complex Meeting Room
AP-12: Vehicle Usage Administrative Policy
AP-13: Admin Pooled Vehicle Check Out Procedures
AP-14: Risk Management Interim Administrative Policy
AP-15: Emergency Closing Policy
AP-16: Cellular Telephone
AP-17: Tobacco Use
AP-18: Customer Service Standards
AP-19: Portable Message Board
AP-20: Emergency Service Pay
AP-21: Solicitation Policy
AP-22: Specialty Pay Rate & Pay Schedule Adjustment
AP-23: Procurement
AP-24: Protocol – Mayor & City Council Attendance at Events
AP-25: Event and Program Sponsorship
AP-26: Gun Lockers at City of Avondale Buildings
AP-27: Display & Distribution of Goverment Materials
AP-28: Display & Distribution of Non-Goverment Materials
AP-29: Avondale 11
AP-30: Employee ID Badge & Security
AP-31: Telecommuting Policy
AP-32: Website Policies & Procedures
AP-33: Recruitment & Hiring Policies and Procedures
AP-34: Volunteer Policy
AP-35: Intern Policy
AP-36: Bilingual Incentive Pay Policy
AP-37: Vehicle/Equipment Retention Policy and Procedure
AP-38: Employee Timekeeping Policy
AP-39: Holiday Leave Policy
AP-40: Sell Back Policy
AP-41:
AP-42: Holiday Schedule
AP-43: GPS Policy