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OCSD 05-03 (REPEALED)
RESOLUTION NO. OCSD 05-03 AMENDING RESOLUTION NO. OCSD 98-33 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE ORANGE COUNTY SANITATION DISTRICT AMENDING THE HUMAN RESOURCES POLICIES AND PROCEDURES ***************************** The Board of Directors of the Orange County Sanitation District, DOES HEREBY RESOLVE, DETERMINE AND ORDER: Section 1 : That Exhibit "A" of Resolution No. OCSD 98-33 is hereby amended by amending Policy No. 8100.00, Employee Separation, set forth in Attachment No. 1, attached hereto and incorporated herein by reference. Section 2: That Exhibit "A" of Resolution No. OCSD 98-33 is hereby amended by amending Policy No. 8120.00, Outside Employment, set fourth in Attachment No. 2, attached hereto and incorporated herein by reference. Section 3: That Exhibit "A" of Resolution No. OCSD 98-33 is hereby amended by amending Policy No. 8150.00, Recruitment and Selection, set fourth in Attachment No. 3, attached hereto and incorporated herein by reference. Section 4: That Exhibit "A" of Resolution No. OCSD 98-33 is hereby amended by amending Policy No. C190.00, Variable Non-Base Pay, set fourth in Attachment No. 4, attached hereto and incorporated herein by reference. Section 5: That Exhibit "A" of Resolution No. OCSD 98-33 is hereby amended by amending Policy No. 030.00, Holidays, set fourth in Attachment No. 5, attached hereto and incorporated herein by reference. Section 6: That Exhibit "A" of Resolution No. OCSD 98-33 is hereby amended by amending Policy No. 070.00, Discipline, set fourth in Attachment No. 6, attached hereto and incorporated herein by reference. Section 7: That all other terms and conditions of Resolution No. OCSD 98-33, as previously recommended, shall remain in full force and effect. Section 8: That all future amendments to Resolution No. OCSD 98-33 be made by Resolution. PASSED AND ADOPTED at a regular meeting held March 23, 2005. Board Secret ~ .:. '1' ./)_/ cLef-4~~~. --""'""-"""------Chair '· .. · .. ~ ~ " .: .. · · · ,., ... ~ ~ ~/ ..... \. ;• .. • l.. . r • ' -... • / ( ... ·' '\ '· ·,. ·- \ ' REPEALED BY OCSD 15-18 Orange County Sanitation District Subject: EMPLOYEE SEPARATION 1.0 PURPOSE Policy Number: 8100.00 Effective Date: Supersedes: Approved by: Lisa L. Tomko 1.1 The purpose of this policy is to establish uniform guidelines and procedures for rw:cEisslii9 employee separation§. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 This policy applies to all current\prang~~l!r)!Y-~Sirfltati~nl!Disfrict;·(O,Q§.£21 employees regardless of their organizational unit. 3.0 DEFINITIONS 3.1 Resignation is a voluntary separation, including: resignation with or without notice; an unauthorized absence of three or more consecutive working days; failure to return from leave of absence as arranged; failure to return from layoff upon recall. 3.2 Release l:lSl:lally resl:llts fmrn ne fal:llt ef the ernpleyee. Ernpleyees serving an initial pmbatienary peried rnay be released with er withel:lt cal:lse. 3.2 Layoff is the involuntary release of an employee due to lack of work or lack of funds. 3.3 Dismissal is a separation from peso: District employment of a ~9.uiar, nen probatienary employee initiated by Q:C,S~ the District for~ proper cause. 3.4 3.5 4.0 POLICY 4.1 It is tRe OCSCFs' ~ policy to provide consistent guidelines for the administrau.veseparation of individuals from ~CSQ District employment consistent with positive employee relations practices. Precedl:lres geverning disrnissals fer cal:lse are fel:lnd in Pelicy Ne. F70.00, Discipline. Page I of4 ~~:;~~y~s''.r:pay1tS~~se~~ated:a~~dia~re~oat~~i'11aV.Qff, diSmlSsa1. ,0r-~ithout §auseforaj;_at .. w1ll\em~g~eeli;ao,PiSJuQ~DJt~~ 5.0 PROCEDURE 5.2 Pay in Lieu of Notice. Immediate separation from duties may occasionally be desirable to minimize adverse effects on other employees or to allow the separated employee more time to seek new employment. In such cases, up to 60 Gays Pay may be provided in lieu of notice depending on the employee's length of service in accordance with ~QJ?.!ici3_ble Meniorandum~-;()f;"Wnd~r:Stancting.JM0Lis)j Policy C140.00, ~everance Pay. 5.3 Management Approvals. When an employee is released for reasons other than dismissal for cause, written approval will be required from the pjfrect9r of, Human Resources[Q_~]eslg[ee/ OffiGe and two levels of management above the employee. Release of an Assistant General Manager will require written approval of the General Manager and the Board of Directors. 5.4 Change of Status. The immediate supervisor of the separating employee is responsible for initiating the Change of Status form and designating the appropriate separation category. 5.5 Final Paycheck. The payroll office is responsible for calculating and preparing the final paycheck in accordance with appropriate policy, and ensuring that final pay is issued to the separating employee not later than the subsequent regular pay day. 5.6 Exit Interview. All separating employees will undergo an exit interview conducted by the Human Resources Department. The purpose of the exit interview is to attempt to determine the individual's reasons for leaving Q'Qso: the Oistrict, uncover [d.~fitlfY possible grievances, or explain the reasons for layoff or release. An additional goal of the exit interview is to attempt to retain the goodwill of the ~~pJ9yee~\IV~_r_9_5-0~Q the District ?nc(.t2ir~yj~w~tiill fiiiQ.~fits_tilvail~_ble.to t~ ~p-~_ratil'!QJ~'!ll?JQYee.1 extend all applicable insurance conversion and retirement fund privileges. The exit interview will be scheduled by the Human Resources Department during the separating employee's notice period or on the last day of employment. All items of District property §fo9sg, as outlined in the Use of District Property policy, shall be returned to the employee's supervisor prior to the exit interview. see Policy F40.00, Use of District Property. Any delay in the return of District property could cause a delay in the issuance of the employee's final paycheck. Page 2 of 4 6.0 EXCEPTIONS 7 .0 PROVISIONS AND CONDITIONS 7.1 Benefits Eligibility. 7.1.1 Vacation and Sick Leave. When an employee is separated for any reason, they will receive payment for all accrued vacation time earned but not taken in accordance with the Policy 010.00, Leave of Absence with Pay BPB. or other applicable Memorandum of Understanding provisions. Unless otherwise modified by a bargaining unit Memorandum of Understanding, payment will be made to the separating employee for accrued, unused sick leave hours according to the following schedule: Accrued Sick Leave Hours 101 to 240 hours 241 to 560 hours Over 560 hours Rate of Payoff 25% 35% 50% Employees who retire or the estate of an employee, who dies, will be paid for all accrued and unused sick leave at the 50 percent rate. Employees covered by the Operations and Maintenance, and General Services Administration Memoranda of Understanding will be paid in full for all accrued and unused Personal Leave time upon separation. 7.1.2 Cancellation of Benefits and Insurance Conversion. All employee benefits will cease upon the date of termination, except that coverage under the Group Insurance Programs for Medical, Dental, Vision, Life, and Accidental Death and Dismemberment will continue to the end of the month in which the termination date occurs, at which time coverage will cease. 7.1.3 Medical Insurance. Employees whose employment is separated for any reason may continue their medical insurance in accordance with the provisions of the insurance policy by applying for continuation privileges through the Human Resources Department within 30 days after the group coverage ends, and agreeing to pay the premium rate established by the insurance carrier. The continuation privilege and election decision is a part of the Exit Interview process. 8.0 RELATED DOCUMENTS ~~~~!@~F w§'e ·~fj~1fl~~~t•PmtmJlcl~l<1!ie.:~ ~~g2.!Lm.~1~Q[Q'Q~~§l~1[!il ~aca11~~~,l@Va'ti&ns19m§lrill~~rr€filCet1Mru~. a1E?J:e.l'Oi;ffiirnistfa£iem'.ra'.(jIG1ij]l[a1Jli]1t1*1~W. ~!7.:W~E.fil~@'.~eJilW[lll,'F;iiJ11'V1J11ID, Page 3 of 4 Policy 010.00, beave of Absence With Pay; Policy F40.00, Use of District Property/Use of PiJblic Property; Policy C140.00, Severance Pay; Policy No. F70, Discipline. Page 4 of4 @ . - " Orange County Sanitation District Policy Number: 8120.00 Effective Date: Supersedes: Approved by: Lisa L. Tomko 1.0 PURPOSE l1:1.'' .sJThe purpose of this policy is to establish uniform guidelines and procedures for ~ employees engaging in outside employment (ii;; gtJVfil!;a"5':wen iaSWB'tunta~.&il\iYqly~ifl'e~ts"t ssoc1a 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1. This policy applies to all current ~$~CountYlS'aliit]itioo~E>i$t(ict'(OCSfi!I employees regardless of their organizational unit. 3.0 DEFINITIONS ~:2~' ·-:c:0wsTae:fro¥esslOnak8Ss~t1VTties~~v~ny.·~rsqi • ·· putsideorga1;1izatio~.i~9!iQ!Jl?L«:irl'ac!jyiDlithat·i~}r~J?lt~d-'t9lahJtrn ... 9IJ~~rso1_1al•interes~ 4.0 POLICY 4.1. ltis OCSD's policy to allow employees to 9n,gafil! ,fr1fc)utSlde remunerative' [~!Yl!I~Io!~r?f91fs.~iQ6.~L~.s~9.91~~~n.if~ihL~,§pertorm-oftier-s8Pllc8iart101d other employment outside of the District in accordance with the procedures and provisions of this policy. Page I of3 5.0 PROCEDURE 5.1. Outside;Remunerative··~ctivitie~ Performing ~Y'to.\JJ~jj!je*ternunerativ~GtheJ: services ~ctivitY.;or holdin9 other employment requires ini.tiaLand annual approval ~ -· r ,,~~~,--·~"~-~""'~~~~ ~----Of the General Manager ano ~yjJj~ct't6lbased 1;Jpon the following conditions: 5.1!i1 lf:: .An ocso':'riecfuest '.f@rri:l"'ffor'*Oufsiae'*erliRIOyment·;muS:toe domp~arn:t ~~brnittectfQ.r:aR~ro~ [:1 :2~:wro1JtSl'cie:TemuneraHve act!vities'sh'' r t~b~;periforrned. o.n @csq prqperty~9urlng,an ·er;nP,16Vee's'w r .... · e\fef:1~·¢sp",4~r •• usil\lg anrc>cso r~source~:. ocs·o~f:r,$~.urdes· in,g\~~ew:>cit~ar~r16~ilmlte~·:tb; staff { ~!:!!P.'Ilent" fa_p_i!itie~ •• andtqprl;i}:li:iter~j The services for which the employee will be compensated m1;Jst not be performed on District time or with District material. r-.·::t'F.~,----~.,-------~,""'~"'-~""'~,....,,,-·--··-..-~,~~~~,-=r·7"'"'"' . . ~-~---~1 §.:_ 1.3i Outsioe.reJn1Jnerathi,e .. a,~tivitj · · A. ::nA .~~l!s ...• '.@n;~r;np10yee 1 s p~s_mttitle ~f\Ro~i~if>.n •t~1!>~Q · ·:~~si. ";. h')P,loy,e,r;i?~~b'Cls~r;l~s~-=~ f2qt~v1fyf~11'h1s ac~.~y,1ty .. ••. ~~{~ppel:!J~mp~~~t;laJ!~f.!%el'!!QIOl0~0_1§ §~!1r.:ig m tb~~Qffic1al 1sL!;)er.'JQ!E~Q~SD1 ~A2t: iThe outside ~l!!_uhera!!Y.~'._ac:;!!,~~~-~~ not give rise to any real or apparent conflict of interest, nor ~i!I!~~,@~ti~J!y, potentially require the disclosure of OCSD confidential information. ac"11;Jired in the co1;Jrse of ocsD employment. ~ny]tte .. u st>·busi@ess'IBecisidfis,l ~tti-resQ~ci'.'.fotiiieem~loY.ee'sioutSiQ_e re . ···tiVit'~~ls:i:ir,ohioited J 5.1.5. The performance of such services shall not affect the employee's efficiency and job performance for OCSD. 5.1.6. ::i::M-Outside ~i!!RIOY,[l~~t or ottt~r::.remunerativ~ activity must not bring discredit upon or reasonably cause unfavorable criticism towards OCSD of the District, or impair public confidence in the integrity of OCSD tAe QfstRGt. ,-;--·--·•-••·•-·~··-~·~""--·W-·•···-·,-•-·•-;,;r:.., . .,.,...,-._,w""'-"-.,oA•-',...,~.,,....,,,._._,......,._.""-""<>.~'.~"\W""''"""'""""'""""""~"~)~~'.,_,,___..,.___,_.,,,_"<:;,.,,.'+"~"--~ ,?,:.~----__ 1Pr~f~ssional A:ssociati?ns. %Pe~?rn~ihg.' apf;ou·~side;,prq~ession~l:as!:;oci~~ion ... ~2t1v1!Y.£!!!.c:IY_~e a4!hon;;ed by~a1sui:>erv1s0r~J:!Pj~ct1tott:ie·f9llow111g .. <;0f:!!'i1t1011sJ !'""-"'"_TI_._,,,.,,., .. _,..,.._ ·-··••AA~·-··-·--.,,,, . .,,.,,.,.,_,,~,.,.-~__..-..,."""""~"~"'.---''~..,_~--"'<-...•~-..-~-··~,.,..-.--·.....,...-·-~~--·-~-l .5.2: 1 . ' Outside professional:association activities ,m·ay'not make use :of OCSQ, ' -·-·· ··-staff, equipmen(.postage,'telephones;ccomputer$,~in'ternet access;~or I ., .. ' ....... " ... , ... ·-1any.other~r:_~§Q_~~~Y.8L~~~~~<!.Y!Q.Q_rl!~Qi!2y_!~_~l1er~l#~~l°!§ger,~9_1'. ~~§jQ_ll~e.I 5~2:2 .. \, Managers·:and super\lisors maym~-strict'activitiesiin outside professional , __ · ----~~s_s;Qf~!.Lqri_~jn Q[Qru;!C>_,pr~.Y~ill£9.9.mct!~'.91ln~rEis;!.fr-9l!hb~f~!:ingJ __ , ~~Z'..3-.. _£Em~ployeesarerequireef1fo'Obtalnl)rfOFapprovai1rorrFtheir supervisor fq~ all outside prqfes;sional\associationj!aclivities. ilithese1activities are I .. , .· ..... ·' ·~ pe.rfo'lJled .d!l~if;l,g5ar,:;empl9~e,e:.:sws>rk!f)g\mours. '.1ln .addi\i9n;iemployee§ ~re requiredao .r~portt~a,111poteri'ti~I con_flictsrofjntereg, 'asidefined in this Q.Qlicy~qJheif: sY,T:!eNisor.\ Page 2 of3 E,4;lL.~r~H~¥£e· ~~~.ctat!~~f~ authorized .>tq~4g[;O ~range1G . . . . anit~fip ~~1atioQ'sif1ef01tJtio1\fa~· Memoran·aumsec:>f.t{nderstan 5,,2. 7 _ ~Employee~partfCfpatfon in·Qutsid .. . . . irectly-referencea]rn .this Qblicy·that1'affect the·ter d c9"tt itior;is'.of· . .,.ployrnentare;12rohibited,l tlrn less_ arlthoJj~ed. QY J!:ie liiManagfil;!toi),aesigr:iee.i 7.1. The provisions of Government Code Section 1126 shall apply to all such services. 8.0 RELATED DOCUMENTS 8.1. California Government Code, Sections 1126 and 3502 8.2. OCSD Request Form for Outside Employment 8.3. Policy FS0.00, Problem Solving Procedure 8.4. Policy F70.00, Discipline Page 3 of3 Orange County Sanitation District Subject: RECRUITMENT AND SELECTION 1.0 PURPOSE Policy Number: 8150.00 Effective Date: Supersedes: Approved by: Lisa L. Tomko 1.1 The purpose of this policy is to establish uniform guidelines and procedures for Orange County Sanitation District (OCSD) recruitment activities. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 This policy applies to all OCSD departments, divisions, sections and employees. 3.0 DEFINITIONS 3.1 Recruitment is the process of attracting qualified individuals to apply for jobs that are open within the organization, whether internal or external. 3.2 Internal recruitment means considering only present employees as applicants for job openings within the organization. 3.3 Open recruitment means attracting applicants from outside the organization, as well as internally to apply for job openings within the organization. 3.4 Planned Recruitment is the process of recruiting a candidate for a position held by an existing ~~,§12 District employee who plans to retire or leave the agency. 3.5 Probationary Period -Initial as defined in applicable Memorandum of Understanding (MOU) provisions, includes at least the first 6 months or 26 weeks of employment with OCSD beginning with the date of hire. This period is regarded as an extension of the hiring process, and provides an opportunity for both the employee and OCSD management to assess, over a substantial eriod of time, whether or not the hiring decision was a ro riate. ;;;::mo;~" l'nlr r '« w· '- 3.6 Probationary Period -Promotional as defined in applicable MOU provisions, includes at least the first 6 months or 120 days of employment with OCSD, beginning with the effective date of promotion. This period is regarded as an extension of the selection process, and provides an opportunity for both the employee and OCSD management to assess, over a substantial period of time, whether or not the decision was appropriate. "At-will" employees do not serve a promotional probationary period. 3. 7 Probationary Period -Reassignment or Lateral Transfer as defined in applicable MOU provisions, includes at least the first 26 weeks of employment with OCSD, Page I of 11 beginning with the effective date of the reassignment or lateral transfer. This period provides an opportunity for both the employee and OCSD management to assess, over a substantial period of time, whether or not the decision was appropriate. 3.8 ~ Relative is any person related by one of the following familial relationships to any employee at ~cso the agency: spouse, mother, father, brother, sister, child, Sie~ ~®Ir;;:mm~Ei~J.9randmother, grandfather, grandchild, cousin, aunt, unc1e, mother- in-1aw, father-in-law, brother-in-law or sister-in-law. 4.0 POLICY 4.2 It is OCSD's policy to provide nondiscriminatory, lawful, and consistent guidelines and procedures to ~Hits agency recruitment processes, whether internal or open. 5.0 PROCEDURE 5.1 PERSONNEL REQUISITION 5.1.1 A personnel requisition is the first step for the hiring manager/supervisor to cor:nmunicate staffing needs to~ Human Resources ~pjrtnJ~Dl however, H lf: the recruitment requires testing (hands-on, written, essay, etc.) as part of ''" 1-~··~--__,,...,,,,t<<>r·-: the recruitment interview process, the testing methods must be reviewed for validity andreliability by fl}~'. Human Resources ~pif;t~tl! prior to the initiation of a personnel requisition. 5.1.2 The hiring manager}supervisor completes the personnel requisition and ,._ ~~-·-' -""""-· ~ receives the appropriate signatures required before sending it to the Human _.~~-..,..,,.-*·--< ~-J . Resources !?~P_C!i'.trji~nf 5.1.3 The recruiter Hblman Resoblrces reviews the requisition to make sure the qualific-ations are appropriate for the position. If changes are necessary, tfu~ reg_r:ljJtfil Hblman Resoblrces will work with the appropriate ~ manager/supervisor. 5.2 EMPLOYMENT OPPORTUNITY BULLET/NS/POSTINGS 5.2.1 The recruiter prepares the employment opportunity bulletin, also known as a posting. Each posting will include the following information: • Wage range • Department • Brief job description • Required qualifications • Desired qualifications • Posting/closing dates • Procedure for applying • Brief benefits overview 5.2.2 The recruiter provides the draft posting to the hiring manager'is~Qervi§QIJ for approval. Page 2of11 5.2.3 Upon approval, all job postings m eia ~e.9m.6Jrl9 ."rnL .I. .-1J ···"··\ •.• "-1.L · (except Intern positions) are advertised as internal recruitments for ten business days unless authorized by the Director of Human Resources!{~es!g~. aA4 extemiating circ1:1mstances apply. During the internal posting process, if there is at least one internal applicant and he/she meets the minimum qualifications for the position, that applicant will be interviewed. If an internal applicant is not selected or if there are no internal applicants, the position shall be advertised as an external recruitment. Department representatives are provided with postings for comm1:1nication within their designated departments. 5. 2. 4 I nte~rnal joq qppo.fitu nitie$"#i110be!12osted.~!~th~ ih!fa 11ettW,hich is ;acctessLt;>le to ~1qcso.em12loyees.I B1:1lletin boards at Plant No. 1 where Employment Opport1:1nity B1:1lletins will be reg1:1larly posted are located in the Control Center, and Wareho1:1se, 01:1tside the H1:1man Reso1:1rces Office and in the Administration B1:1ilding l1:1nchroom. 5.2.5 Internal Job Announcement Notifications are sent via e-mail to all OCSD employees for internal and external recruitments. Employment Opport1:1nity b1:1lletin boards at Plant No. 2 are located in the O~erations Center, Maintenance Office, Maintenance l1:1nchroom and VVareho1:1se. Employment Opport1:1nity B1:1lletins may also be fo1:1nd in other convenient areas thro1:1gho1:1t both plants. 5.3 ADVERTISING 5.3.·1 ~-·!Advertising for positions at OCSD ensures positions are filled with the best- l-" .. m-,,,.-~·· .. --., r::=------· .... -·-,, , " • • • ' -. -.-; ~~alifi~d candidate for. t.h~job~_posp:~hal~ r~1a~~~· ··· ·· •... : a~!:~ efforM.Q fidvert1se ext~rn~J;J~o~1t~Q.ll§.:!96~!1 §~gn;te.fils,{q! tlie..: 1ens1:1c~. E Q§ gt,Ji_9eJ[nes,_are Jo11cr~edJ 5.3.2 All positions are advertised on the Internet and 'may be!?Qstecf]~f'medla M1en de.~.rne..Q .armr'QQ.[la10,. Technical and 'hard-ta-fill po-sitions are advertised on trade specific websites. 5.3.3 Trade magazines and other forms of advertising may be used for hard-to-fill or specialized positions. 5.4 APPLICANT SCREENING S.4. f-1 . AP-Piicationsan~resiimes shaTI onl{be.accf.!pted-:-eiecfroOTCally'atterMarch '~·····-~)oqs. A11 .. 6fhetapplicatio~4ffiat~r:itf!wii1:1'be:'atcepted ~atltfr~·int~rvJ~w pt9J:e~'s.J ~'l~i>llc.ite..9 ~ppJifc!!t9rj~'.!!l~!e._[i~J2ftill;;h.o~.1!2e..:a~9E!P!E!~Hat anyJi!Jl~ 5.4.2 pn~fa1'rai>l>ffcation1ana70r:rerci.J~is~efei.¥e~lt~~*~evie~ectlit1w:t~1 o?IY ~e ~e~ted Jor:.1,!~rtl1,er,:~9 r:~t1on 1t1the~rpJ..Qlf!l_\:lQlJJOb&req~1f~rpents.::f.Q[tt\~ Ql'.>_~!.t'J>.Q~it!QJta_r:fQ.i~t Res1:1mes or applications that are received are reviewed and selected for f1:1rther consideration only if they meet the minim1:1m job req1:1irements. Page 3of11 5.4.3 ~hehiri " an~g~r/sup~r:v-~9{ is~ \the:f'online f1PPlica ~,, ip(qg'.11!~,p n.t(!o,t .· .r bhU~~~ci~~gefL~ tsubmitteo:~4perS<?,,r;lne . )SiJion: .. · ...... · .· view ap~Jication~~that ~~et _, __ e mifnjf!lµ~g!:J.~if!~tlQ!l~f · . s~~t;iicJl~-~!il_<t~~t~:rn.ay~ mt_· __ '!'!'~9:: The recr1:11ter forwards coi;:ues of the rest,Jmes or applications of qt,Jalified applicants to the hiring St,Jpervisor for review. Originals remain in HR in the Recrt,Jiting files. ~:~t::JAll materials (e.g., applications, resumes, interviewer notes, interview packets, packets, etc.) submitted by applicants/candidates during the interview process are confidential and are considered OCSD property and must be returned to ~he Human Resources IDepal[:~l:l1 upon completion of the hiringJ~~~ss._jl\111~crimm·emi~~s;at¢~mai~'t~_in.~~ :ij'ID'CSID in eccor,dance with ~~~~tist1ed,ir~~b~a~~e~eing}gciidelines.i 5.5 INTERVIEW PROCESS 5.5.1 The interview panel members are selected along with the interview date(s). Applicants are scheduled, interview questions are prepared, and the interview panel conducts the actual interview. 5.5.2 The recruiter and the hiring supervisor work together to select the interview panel. However, the recruiter makes the final decision to ensure consistency. The ideal interview panel will include the hiring supervisor, one employee within the department, two individuals outside the department, and the recruiter, or another member of the Human Resources Department. Normally, subordinates within the hiring department are not included in the interview panel. 5.5.3 The recruiter and the hiring manager work together to establish a set of questions for the candidates. 5.5.4 The recruiter prepares interview packets and distributes them to the interview panel. Packets include: • An overview of the interview process • A copy of the interview schedule • A copy of the employment bulletin opportunity/posting • Copies of candidate applications • Interview questions and evaluation forms for each candidate 5.5.5 The interview panel will meet at least one half hour before the interview. The panel will finalize the interview questions that are recommended by the hiring supervisor and the recruiter. The panel may add or delete questions. The panel will gain an understanding from the hiring supervisor about the criteria with which to select the ideal candidate, and adopt the appropriate criteria. 5.5.6 The recruiter facilitates the interview process. When interviews are completed, the interview panel members evaluate each candidate interviewed. The top three candidates are identified and ranked in order of preference based on the criteria established prior to the interview. The recruiter collects the documentation at the end of the interview process. 5.5.7 The final candidate is selected from the top three candidates when a majority decision is reached. If a majority decision cannot be reached, the General Page 4of11 Manager or designee will make the final determination based on the input of the hiring supervisor, the panel, and the Human Resources Department. If a majority decision is reached, and the hiring supervisor does not agree with the final decision, he or she may appeal for a final decision from the General Manager or designee. 5.6 RECRUITMENT APPEALS PROCESS 5.6.1 Employees should bring recruitment process and decision-making issues to the attention of the Human Resources Manager as soon as possible. The manager will review the issue and provide a written response within five business days from the issue notification date. 5.6.2 If the issue is not resolved to the employee's satisfaction, the employee may file a written statement concerning the problem to the Director of Human Resources within ten business days of receipt of the manager's decision. Upon request by either party, a meeting may be held to discuss the issue and establish remedies. 5.6.3 The employee will be provided a written response from the Director of Human Resources, ~-within ten business days after their statement is received. The decision of the Director of Human Resources, ~~@ee' is final (see policy F50.00, Problem Solving Procedure and F60.00, Grievance Procedure). 5.6.4 Time limits may be extended for cause upon mutual consent of the parties. 5.7 EMPLOYMENT OFFERS 5.7.1 The recruiter and hiring supervisor determine an appropriate starting salary for all candidates, except those designated as "at-will" employees, based on a Salary Offer Analysis. This analysis will include the applicant's: • Qualifications • Years of experience • Educational background • Salary history • Parity within the department 5.7.2 The Human Resources Compensation Analyst reviews the recommended salary, and approves or makes additional recommendations. All salary offers that are either at or beyond step 4 of the range will require the approval of the Director of HR, or designee. Under no circumstances should panel members (excluding the Human Resources representative) or any other OCSD employee discuss salary offers with candidates or make promises of any kind. Human Resources staff are the only employees authorized to engage in salary discussions with job candidates. 5.7.3 The recruiter completes a status change form for the candidate and initiates the background investigation. Background investigation results are provided to the candidate by OCSD's background screening firm. 5.7.4 When the status change form is approved and the background investigation is cleaJ:, the recruiter makes a verbal employment offer to the candidate, which is contingent upon results of a mR&~ClJJrwm9~ pre-employment physical and drug screening. Upon acceptance of the employment offer, the Page 5of11 recruiter sends regret letters to unsuccessful candidates. Internal candidates are contacted personally prior to receiving regret letters. 5.7.5 The recruiter schedules the pre-employment physical and drug screen for the candidate, works with the supervisor to establish a potential start date and prepares a formal offer letter for the candidate. 5.7.6 When the '.recfultij Safety Manager (or designee) has cleared the baCkground [l~~~g~ti~,~~LP~~e~p~~ment p~~~ical ~nctf!~~i-~ff~r1JpgJ:~.~Jtsfthe ~ recrbl1ter~~i:ihcant will~ contacted the a~~licant to confirm the employment offer. 5.7.7 The recruiter coordinates the candidate's start date. 5.7.8 In the event that a candidate is selected and voluntarily or involuntarily vacates the position prior to completing the required six month probationary period, the Human Resources Department, at the request of the hiring manager, may exercise the option to extend an offer to the second candidate from the original interview process. 5.8 PLANNED RECRUITMENT 5.8.1 In instances where an existing ~§g District employee plans to retire or leave the agency, the Department Head may request to initiate the planned recruitment process by notifying the Director of HR, or designee. If approved, the Human Resources Department shall begin the recruitment process for the anticipated vacancy using the internal recruitment process. The Human Resources Department must have a minimum of six months notice to consider a planned recruitment, a signed memo from the existing Q_q~_Q District employee stating his/her retirement or leave date, and at least one budgeted but vacant position that Qf§Q the District can borrow from. 5.8.2 The Planned Recruitment process will be initiated, as scheduling permits, prior to the individual leaving g-g§_Q. the District in order to allow for an adequate amount of cross training. 5.8.3 If a candidate is selected from the internal recruitment process, the candidate shall remain in his/her existing position with the same salary and benefits while cross-training in the new position as scheduling permits. 5.8.4 The candidate shall assume the salary, benefits and full range of duties of the vacant position the first business day that the position is vacant. The position used to initiate the planned recruitment will then be returned to the "pool" within the Division 540 full-time equivalent (FTE) budget for use with other planned recruitments. 5.8.5 The date the candidate assumes the vacant position shall be the first day of the candidate's six-month probationary period. The six-month probationary period will be utilized as an opportunity for the candidate and :Q.Q§Q District management to assess whether or not the decision was appropriate. The candidate may be returned to his/her previous position if the decision is determined to be inappropriate. 5.8.6 If a candidate is not selected from the internal recruitment process, the position will be posted for external candidates immediately to ensure an adequate amount of time for cross-training. Page 6of11 6.0 EXCEPTIONS 6.1 EMPLOYMENT OF FORMER EMPLOYEES 6.1.1 Employment of former employees for full-time equivalent or part-time positions shall be subject to and conducted in accordance with this policy. 6.1.2 Employment of a former employee is subject to the approval of the General Manager and the Director of Human Resources. 6.1.3 In all cases, approval of the General Manager and the Director of Human Resources shall be received prior to an offer of employment to a former employee. 6.1.4 OCSD policy prohibits the rehire of former full-time, regular employees or ~·a~ ~~ probationary stat1:1s employees who: were terminated for workplace misconduct; resigned while charges were pending against the employee; resigned while serving a suspension; failed to provide two weeks written notice in advance of resignation ~9-l?~ndifilg UQ.On eIT;!pldyl[l~nOstat~ unless approved by the Director of Human Resources, or designee; or failed to return to work following an absence without leave of 40 consecutive work hours without notifying the immediate supervisor or the Human Resources Department Yi!l~~ifi and providing an acceptable reason for their absence. The General Manager may, with the written approval of the Board Chair, employ on a part time or as needed basis, a former employee retired from OCSO when the inaivid1:1al possesses knowledge and expertise of 1:1niq1:1e ana partic1:1lar benefit to OCSO and when the services are req1:1ired. The length of service performed in any one year shall be limited in accordance with the provisions prescribed by the Orange Co1:1nty Employees' Retirement System (c1:1rrently 120 day maxim1:1m). Part time or as needed service, shall be compensated at the same c1:1rrent ho1:1rly rate of the retired employee's position classification, or if no s1:1ch classification exists, at a rate not to exceed that paid for the most comparable classification. The retired employee shall not be entitled to receive any benefits otherwise payable to OCSO employees. In the event any employment 1:1nder this provision i.nvolves work assignments 01:1tside of Orange Co1:1nty, the c1:1rrent expense reimb1:1rsement policy established for reg1:1lar employees will apply. 6.1.5 If any former employee commences doing business wherein the employee, his/her spouse, or members of his/her immediate family are sole proprietors, or majority or controlling shareholders or owners of a corporation, partnership or other business entity, such business shall not be retained as an independent contractor or consultant to provide service directly to OCSD for a period of one year after leaving OCSD's employment. Thereafter, said business entity shall be allowed to contract with OCSD upon compliance with all resolutions and regulations of OCSD then in effect, relating to the procurement of services. 6.1.6 If any former employee becomes employed by any firm or business entity in which the former employee, his/her spouse or members of his/her immediate family own less than the majority or controlling interest in said entity, said entity shall not be prohibited from contracting with the OCSD. However, the Page 7of11 former employee shall not perform work on OCSD projects for a period of one year after leaving OCSD employment; nor shall such former employee contact OCSD officers or employees for the purpose of attempting to influence any OCSD decision, including but not limited to, the award of contract, issuance of permits, or compromise of administrative civil penalties, for a like period of one year. Said services shall be obtained only in accordance with all rules and procedures of OCSD relating to procurement. 6.1. 7 Any OCSD employee who receives an offer of employment or a request to discuss potential employment from any person or business entity performing services for OCSD shall report such contact to his or her immediate supervisor, who shall decide whether any change in assignment is necessary or appropriate while the offer or discussions are pending. 6.1.8 The prohibitions of this policy may be waived by the Finance, Administration and Human Resources Committee of the Boards of Directors if, on a case-by- case basis, it is determined to be in the best interests of OCSD to do so. §~?:r:rhe.Genera[jfiA~er'may;1\~!t~·:file:w~tte,i:;i\aJ:>pre.¥. \of:lthe~Board Ghair,1 e, rnploymn an,a, S"'Fl.1 .. e. eded~b. a,s.',is\i,.~.~1,,)~f, ·. 4 · .... t,e,h. ,._,,,,. .. @CSID' h . .,- the individualspos~e~ses.:kn~w!~(jsj k~: '!!~~~ i:~ .. :.!~~!'.l .benefiMo'.\0<3$E,>.;'lilile:;length4of{~e, _1, ;:~ ... ,·' . , , ea 1t;)e, limited in :accordancesW,.itl:l~the'pr~lfisions;~~ •\ cr.ibeds~~y~t. 1 , , . ,1!9e tCoU'.!:!!~ EfTlpl9y~s· .R~tJ!~!!l~!}Lqy.§!~m ·(~!!!JY.~~.~Y.:111<tIT<l~~!!J).:J ~:2.2:~~As-needed s~rvice~.~y1a'tormer=employee~retiredrfr:orn.OC,SE>;'shC)ll be: compensated ;at the' same ciurrenthourly:ratefof·t~e"~etirea ·employee's position clas~ificatiori'.,r1'.or if ne,such cla~ific\~ticfo~:>il~ts,.atta rate nettd exceedthat paid.;forJhe:most c0mparabl~~classificati<:>~*~iit;ler:e,tir:ed-·~" employee· sh.all nbt · 6e,,e11tit1ed1to·1·"e,ceiye;1<!ln~loenefit~z6t~e~i~.e1payable fo OCSD e~pl~yee~:b1n~tbe;evehtanys~mpfG>"'y .•••. c.··· D~~ ' \pfoy,i~Jon~ifWOI~ work as.s19nments~9uts1de,ofOran·9e,1:~ounty,¥t urr;e, xpense feJn:ipur~eme.ri!J?Q]!fY~!?Pllshed for:1:~gular,em"pJQy&~will ~R~YJ 6.2. 3 on-occasion; ·ocsomay-offer an·eady retireme~hncentiveaostaff ui;iaer econori:;iJc conditions; iri~which ;it· is~deenie,Q~.ri~cessary.ci!sr:i:;ir:>loyees,swh·eiselect 812_~-~y retirerl'.ler:i~J!:lcentiv~_;_ciff~red _!?y o:csb may riat(be.;eligiblefor 1 rehir:~- 6.3 EMPLOYMENT OF RELATIVES 6.3.1 Except as otherwise provided by law, no employee, prospective employee or applicant shall be denied employment or benefits of employment solely on the basis of his or her familial relationship with an employee of the agency or a member of the Board of Directors. 6.3.2 OCSD will make reasonable efforts to assign job duties to eliminate any potential for an adverse impact on supervision, safety, security or morale, or potential conflicts of interest. Page 8of11 6.4 LATERAL TRANSFERS 6.4.1 Employees ma~_req_uest a lateral transfer to a ~tea va~a~t QO_aj!~~tilin ~ame ~l~!i!!l~~n_E~~~pa!!~_en!.:_,l\,Qr.a JateraMransfer0tc:hbe'--- p~n~ideredtttlle.:~m~?~eesru~t hav,e"'demons~r~t~d .. ?a~fa:qtqr:y_.~~rt9rm.ap~~ ~1th~th~,l~$,t~1$1~lm.~11W~-o,f: ;r~q~e~t,an~j~F!v~ .. 'ng .pend1ng,,c;lJ~91g_~na~ ,i:,iftIQ.n. ;i:_~-~~~!ran~f~r!.-~Q~9tRfill~~~Qg_~!?J pr0vidin~ they have demonstrated at least six months of contim1m:1s competent or above performance in the current position, and the transfer is of benefit to OCSD. 6.4.2 Employees who wish to be considered for a lateral transfer Sf;iaii ~ notify the Human Resources Department in writing of their intent prior torecruitment prthelludgeted · [osltiorj~-:emp10,yees-~t10'1affillntere~teCf!T'.8 1aterajJr_c1!}stetf but are'-unaw~reiPf ahy·budgefed vacant ppsif!ons within the same 61assifi~ation,ttrm~y contact theirfuman ~esoutces D~partrrienf The'. ~mployee's Y/~itt~n intent must.be -appro.ve'g b~;·any affElcted d~J?artm'-_!l_ll_L_b_~-a-d 8[l_g~the~DJr~gorpf. l:!!!IJl.~O:B~~l(!fy~§. In the event a transfer is approved and accepted by the employee, the department from which the employee is transferring may determine the effective date based upon operational requirements and a reasonable period of time to acquire a suitable replacement. 6.4.3 Lateral transfers do not normally involve increased levels of duties and responsibilities, or otherwise qualify as promotions, and therefore do not involve salary adjustments. 6.4.4 In the event an adjustment appears warranted based on extenuating circumstances, the adjustment must have written approval from the department head prior to being extended to the employee. 7.0 PROVISIONS AND CONDITIONS 7.1 The interview process for §tµ9~1l! Intern positions shall be an abbreviated version of the process outlined in section 5.5 and will be administered by the appropriate division manager/supervisor and a Human Resources representative. 7.2 OCSD's Board of Directors must approve unbudgeted positions for new hires or promotions before any internal or open recruitment effort is initiated. 7.3 Hiring an individual into a budgeted position requires the approval of the Department Head and General Manager. 7.4 Promoting an individual into a budgeted position requires the approval of the Division Manager, Department Head or General Manager. 7.5 OCSD retains the right to refuse to place a relative under the direct supervision of an OCSD employee where such has a potential for creating an adverse impact on supervision, safety, security or morale. 7.6 OCSD retains the right to refuse to place relatives in the same department, division, or facility where such has a potential for creating an adverse impact on supervision, safety, security or morale, or involves potential conflicts of interest. 7.7 Employees on Performance Improvement Plans are not eligible for promotional opportunities. Page 9of11 7.8 INITIAL PROBATIONARY PERIOD 7. 8.1 ~n~~~~§.ig~at~~:l,~1-~P,~.!!$>!1.~!!~~ -~y_QS.~!2~§~et~~E3-~~~l9 ~~1€3~~,~.--;: an ,"at-will" ExecuJ1ve Management Tearl'.l ('EMT)':r;pemrer\pr StudenUntern;,:all hewYempToye~s abdemplOyees~hoar:e··re~ssigtted.or~lat~ral_ly .. fransferred~ ~.erve.a¥probationar;y~(peti~'.a~~'lnaq~r:darnce'with1a· .. p,Jica_blg~flll©Us;ana~ __ µ p.olicies~the·pr~-~~tl.gn'a.fiY;per:t~a\§~gins\'?-'i! · ··-~elthi.&e,'reassi~n~iilli~ ~'an§_fep~nd -~~end~,:t()!1~.t![ffeast0t~,1r~Urst(OC! . . :\ .. .. . ;;~~r~()d .foll9wmg ~~ntY.:::~lf.L w~~§:~ errn~!9Y.ffi~D!~!!hoyf:§ljbre§l_~?!n i§~!Y!£~ empleyees ara censidered te ee preeatienary empleyees fer a peried ef at least the first 20 weeks er 0 menths ef empleyment, depending 1:1pen the applicaele MOU previsiens and/er pelicy, eeginning with their date ef hire. E9E:f!ew~_11]pl()~ee~) this probationary period is regaraea as an extension of the hiring process, ana proviaes an opportunity for both the employee ana OCSD's management to assess, over a substantial period of time, whether or not the hiring decision was appropriate and resulted in a relationship that adequately meets the needs of both the individual and OCSD. 7.8.2 The probationary period may be extended by mutual agreement between OCSD and the employee, prior to the expiration of the probationary period. An employee's probationary period may be extended when there is a neea to further assess the individual's abilities to satisfactorily perform the duties required for their job classification. Probationary employees may be released by OCSD at any time during the probationary period (including any extension) without cause or reason. 7.8.3 A probationary employee's work performance is closely monitored during this period to ensure that the employee understands the duties, responsibilities and management expectations of the position, and to allow an opportunity for the supervisor or manager to provide proper direction ana guidance. Employees who do not demonstrate the potential for meeting performance expectations for their position within a reasonable period of time may be released prior to the completion of the Probationary Period. Probationary employees shall serve at the will of OCSD during this period. In the event of release of a probationary employee, the employee shall not be entitled to receive any severance pay. 7.9 PROMOTIONAL PROBATIONARY PERIOD 7.9.1 All promoted employees, except those designated as "at-will" employees, shall serve a promotional probationary period lasting at least 120 days or 6- months, depending upon the applicable MOU provisions, beginning with the effective date of promotion. This period is regarded as an extension of the selection process, and provides an opportunity for both the employee and OCSD management to assess, over a substantial period of time, whether or not the decision was appropriate. 7.10 REFERENCE CHECKS 7.10.1 Employment with OCSD is contingent upon a pre-employment screening process which includes a physical examination, drug/alcohol test and background investigation. Candidates must also be able to provide documentation authorizing their legal right to work in the United States as per the Immigration Reform and Control Act of 1986. Page 10of11 7.10.2 OCSD may verify information contained in the job application of a prospective employee with the prospective employee's authorization. 7.10.3 Inquiries to OCSD employees regarding reference or employment verification checks of former or present employees shall be discussed with or referred to Human Resources prior to any response. 8.0 RELATED DOCUMENTS 8.1 ~e!i~1il!t.~iiiYAu~grart\ H1:iman Reso1:irces Intern Program guidelines 8.2 Policy 8160.00, EMT Recruitment 8.3 Policy FS0.00, Problem Solving Procedure 8.4 Policy F60.00, Grievance Procedure 8.5 Policy C180.00, At-Will Policy ~ t::oca1:;so:1~:0P-er.atipns~~n~~:1urnit'~®.i;J; ID1~.~·-:suR_e_iVlsor:g:~9u·pMQ~ 501, OCEA and SPMT Memorand1:ims of Understanding (MOUs) Page 11 of 11 ~ Orange County Policy Number: C190.00 "' . Sanitation District Effective Date: February 25, 2004 ' y--·-····~-~' .. ·-~ -~ ""' -_.,,_., -' Ma~~'12~, 2005 Subject: Variable NeR 8ase Pay Supersedes: Osteber 22, 2003 ·-·--.... ···-----------... -··-····· ---·--. -~---· ····--·-·······--------. -··-··· .. -· ···---·~-----·· Non-Base Building Pay Feb~uary _25, 20()4. Approved by: Lisa L. Tomko 1.0 PURPOSE 1.1 The purpose of this policy is to establish uniform guidelines and procedures for variable pay other than basic hol:lrly rate. This variable pay incll:ldes: overtime pay for non exempt employees, acting pay, call back pay, standby pay, providing l:lnschedl:lled overtime meals, severance pay and differential 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 Overtime pay for non-exempt applies to all Orange County Sanitation District (OCSD) employees represented by the Engineering Unit, Technical Services Unit, Administrative/Clerical Unit, Operations and Maintenance and nonexempt confidential positions. 2.2 Acting pay. unscheduled overtime meals and severance pay applies to all OCSD employees regardless of their organizational unit. 2.3 Call-back pay and standby pay applies to all non-exempt OCSD employees regardless of their organizational unit. 2.4 Shift differential pay applies to all OCSD employees who are covered by an MOU that entitles them to shift differential pay. e(53;{.5':'.~~ana6fe.sPecraltieai:ap~!ie~t\()~~~utJ~M~!JC!.9emf!nt~t anag~ @rQl:JR,_§l}d e~~mpt_<;;gr:i11d~n!!al~P~Pl.Q~e~s,and.~Pc .• _ ... ~.,_;j 3.0 DEFINITIONS 3.1 Acting means performing substantially all of the duties of a vacant budgeted position with a higher maximum rate of pay. 3.2 Call-back pay is paid to an employee by OCSD when an employee is called back to work by management without prior notice, and the employee has completed his or her normal work shift and left the W.ork§}~ ~. or when prior notice is given but the work begins on the same day at least three hours after completion of the regular shift, the employee shall receive a minimum of three hours of call-back pay. Page I of7 3.3 Non-Exempt employees who are covered by the minimum wage and overtime provisions of the Fair Labor Standards Act, as amended. Such employees, because of the type of work that they perform and their earnings level, are subject to receiving overtime pay in addition to any entitlement otherwise provided for in applicable Memoranda of Understanding or other policies. 3.4 Overtime is the number of hours, which are count&d as time worked, in excess of 40 hours during a workweek. -. ' lttifl'.)e cnal;gecr~n$Che8UTe(ffl~av~. 3.5 Salary Range is the approved salary minimum and approved salary maximum for each pay grade in OCSD's approved compensation structure. 3.6 Standby is time during which an employee is not required to be at the work location or at the employee's residence but is required to be available for immediate return to work. 3. 7 Workweek for full-time employees is 40 hours per 168-hour period, to be paid on a biweekly payroll basis of 80 hours worked. Employee work periods may be scheduled in shifts of four 9-hour days, and one 4-hour day each workweek (9/80 schedule), five 8-hour days each workweek (10/80), four 10- hour days each workweek (8/80), or three 12-hour days and one 4-hour day each workweek (7/80). The starting and ending times of individual employees' workweeks may vary. 2_,8 .;:va-nabfe:SPeClaf'Raw:is,;cidaitionaLca!fip:~.· lu111p:sun,"p~ymer;it;~fQ!i1atf1~ · '" · '*· ! • ' .' ">;·· '~ .. ._,~, C··' "• Oy'·" ' .'''""'".' of a~othe,ljp~sit,i.on \f~r~13ri~~-9r Lil}!!.S_ual~~ircum~tanc~~ 4.0 POLICY 4.1 OVERTIME PAY FOR NON-EXEMPT EMPLOYEES 4.1.1 Non-exempt employees who qualify for overtime compensation lrHexcess r-·----·--....-·-·----~~--.~ ...,_ ...... ···~~~~~-~--.. ·-;-i '"~-~ PL49i!}QUtsdn a'WQL~~~~~ for work beyond their normal sshedblle shall be paid one-and-a-half times their regular rate of pay in accordance with the procedures listed in section 5.1. 4.2 ACTING PAY 4.2.1 It is OCSD's policy to compensate employees, for performing substantially all of the duties of a vacant budgeted position with a higher maximum rate of pay in accordance with the procedures listed in section 5.3. 4.2.2 Acting pay status shall R_~{liJI!ite~q sontinble for a maximum of six months. 4.3 CALL-BACK PAY 4.3.1 It is OCSD policy to compensate employees for call-back pay in accordance with the procedure listed in section 5.4. Page 2 of7 4.4 STANDBY PAY 4.4.1 An employee covered by a Memorandum of Understanding provision for standby pay who is placed on standby shall be compensated at the rate of two hundred dollars per week, and will also receive call-back pay when they are actually called to work in accordance with the procedures listed in section 5.5. 4.5 UNSCHEDULED OVERTIME MEALS 4.5.1 !~~;",,9"'~~.D f~cy to provide empl£¥!es with ~§1.q~)JfQ~~gl~JJ fi§lmPf!~~m-~Jl! ~ for meals Ei!11Uor food service when they are required to serve unscheduled overtime in accordance with the procedures listed in section 5.6. 4.6 SEVERANCE PAY 4.6.1 Employees are expected to give a minimum of two weeks written notification, Cle~e~nd~f~J;li~l~§m'erlttstfilus, when resigning from employment with OCSD. OCSD will follow the procedures for a Notice of Intent to separate as listed in section 5.7. 4. 7 SHIFT DIFFERENTIAL PAY 4.7.1 It is OCSD policy to compensate employees for shift work outside normal business hours at an hourly rate above their normal hourly rate in accordance with the procedures listed in section 5.8. 5.0 PROCEDURE 5.1 OVERTIME PAY FOR NON-EXEMPT EMPLOYEES 5.2.1 When an employee's work schedule requires that they work on an observed holiday, the employee may opt to be paid at two-and-one-half times the regular rate of pay for the holiday or to be paid at one-and-one- half times the regular rate and receive an equivalent amount of Holiday Compensatory Time Off equivalent to the number of hours in the shift. Normally, employees that accumulate in excess of fifty hours of Holiday Compensatory Time Off will be scheduled to take such excess time off or be paid for the excess accumulated Holiday Compensatory Time Off at the convenience of OCSD. For good reason, the Department Head may allow Holiday Compensatory Time Off to be accumulated in excess of fifty hours. Page 3 of7 5.3 ACTING PAY 5.3.1 Employees who are temporarily assigned by OCSD management to perform substantially all of the duties of a higher level classification for a period of at least 100 consecutive hours will be eligible for a salary increase [fito'a ryt""aximurri:::Ql§~ IT!§~. for f1:1rther sontin1:1ed servise in the higher slassifisation. 5.3.2 For service beyond 100 consecutive hours, pay shall be one step greater than the employee's current rate of pay, or at the minimum of the pay range for the acting position, whichever is greater. 5.3.2.1 The higher rate of pay begins with the 101 51 hour, and continues until the assignment ends. 5.3.2.2 Requests for acting pay require the approval of the employee's Department Head and the Director of Human Resources. 5.4 CALL-BACK PAY 5.4.1 When an employee is called back to work by OCSD without prior notice, and the employee has completed his or her normal work shift for that day and left the work site, or when prior notice is given by OCSD, but the work begins on the same day at least three hours after completion of an employee's regular shift, the employee shall receive a minimum of three hours of call-back pay. The three hours minimum, whether or not actually worked, shall be paid at the rate of one and one half times the employee's regular hourly rate. If the actual work time exceeds three hours, the employee will be compensated for that time as well, except that no employee may work for or be compensated for more than 16 hours in a 24-hour period. Employees who are called back a second time within a normal shift period are considered to be working for the duration of that shift. 5.5 STANDBY PAY 5.5.1 Standby assignments shall first be made on a voluntary basis. 5.5.2 A volunteer standby list shall be established by classification and job location. 5.5.3 Standby assignments shall be made from the list of employees who are competent and experienced, in alphabetical order, on a rotating basis. 5.5.4 In the event that no one volunteers, OCSD shall, on a rotational basis, assign standby by job classification and work location from employees who are competent and experienced. 5.6 UNSCHEDULED OVERTIME MEALS 5.6.1 When employees are required to work overtime due to an emergency, and actually work at least five hours, or due to an unanticipated extension of their regular workday that includes a regular meal period, tRe employee~~!:_~~ entitled to reimbursement for the actual cost of a meal, not to exceed applicable per diem amounts in addition to any compensation for time worked. Receipts are Page 4 of7 not required to receive the per diem amount. In lieu of cash reimbursement, OCSD may provide actual food service to the employees. 5. 7 SEVERANCE PAY 5.7.1 Ei:lir7 i ·'!!L noti ~u. When a full-time regular employee is separated from employment by action of OCSD, except for disciplinary cause, the employee will be notified in writing thrm19h a Notice of Intent to Separate two weeks prior to the effective separation date. The employee will be entitled to severance pay in accordance with the formula set forth below: The notification period for employees on l:lnpaid leave will ee redl:lced ey the nl:lmeer of calendar days of sl:lch leave. In the e1Jent sl:lch notification is not given eelow: 5. 7.1.1 Full-time, 'tegl!!latj employees shall be entitled to eight hours pay for each full calendar month of continuous employment not to exceed one hundred sixty hours pay, or as may be determined by the General Manager. 5. 7.1.2 Employees in limited term or part-time classifications, Stud¢1:lt ~Jp~~]!IO~~,.i:rlifil§~~. and employees who are dismissed for cause are not eligible for severance pay under any circumstances. 5.8 SHIFT DIFFERENTIAL PAY 5.8.1 Employees who are regularly assigned to work a night shift that consists of 50% or more of their hours between 6 p.m. and 6 a.m., and who actually work that shift, shall receive a shift differential of $2.50 per hour. §Jl .. ~5£~,~;An'.~~i~lble'erriploY;~~~iJ2ust~,ssu1nethe,:~~2,~~~~~~ties(§la,n9~~~ ... _,, pos1t1.~.9j ~a~t?C>!~,~ys11f11~{~~r! .~1g,~;~~€).nab~pec1al\RaY,tal'.ld ~-~fb.U~!!·. t~~1!QJflQ1!I'.JQ.ll~i!ta~1n£L~ .. ~:),![1Qf'l11;)~:1 61e ;spe*f L~m·1~~~t~fflt1ire--a~ii~feW;!?. r::=.~ .. .:::.:.::e~:n:::Jc::;~!J~PP-mV.~~!l;J~1:q,eD&@t~ s.9:3 __ .1Emp1gye~~r~ains·the;n0( ·-'#t ' -~~!,~f:hismef'.+ow,9.~ffi;isition·Wttih ~~§.!lm!ngll!!l~:~r:~§PQ11sJQl!Jt · r:ipttaer::P~itit"?fil:: ~~e4:~;:orie:~if e,; ~su-~:P.§'Y!il~llt·shi=!ll .tiear:>Q!ied:-amfieienaJoHeave:Bf ?JbS~!l§~' · J!9.~,j §:,:[:s·'.·~·cal~iI1~110~12r2a·rr~~1es-~eC1aFi5~Y~~~I~ Page 5 of7 6.0 EXCEPTIONS 6.1 Acting pay -the 100-hour eligibility period may be waived at the discretion of the General Manager. [2:r-·vaila6leSOecial1rf5ay ~:{SQvera·9~:;tor?c:f"1ea"--p~bsen 2ei1orfge~.t~-§1n{ttlre~ 'months sht!U be ire"~vatµateq)l>~lthezttu .. · .. ,, . ~*eurces~IDepCli;\rl}1e"Q~ ar@!! ~ ·· ncable,ri:Mi. roved b ffie~:Gener:ailMaha · .. e1ti ·~oasiil~ss , PP.. . . • . . p~. ,3iy .. LP\".;. . .\.·.• .. ,;.3, .. ~,+~ ·0•:· , ''°'•' ,·::# .. <''·. •-.-. -· [l~Ce§SltY., .OP-eratlonal regyirement§., .or,:an~~otheF'' ____ l}_g:c1rcur:nstanc~ 7.0 PROVISIONS AND CONDITIONS 7.1 Standby pay - a standby list will be developed by the Operations and Maintenance Department weekly, and it shall be posted at both the Plant No. 1 Control Center and at the Plant No. 2 Operations Center. 7.2 Severance pay-employees who are dismissed for cause will not receive a Notice of Intent to Separate under the provisions of the policy. 8.0 RELATED DOCUMENTS 8.1 Fair Labor Standards Act ~~-·· PoliciE?Q:og_,_:fi~!§._9.f~()~-=~~Q~.:s~~i-rJ_ptER}1ploy~e~ s.3 i=>.QJ!qyJ:?QJfQ,Ji!ourfoJ;:~oi-k·;;;tI;~mRtiEmJ?i'Qyee§ 8.4 · Loci!l]Q_1, op_~ra1!9Biinci ·fvial!lt~D.~!l~ L1nit:M:9_~ ~:~~--·:f.~l'!liD~trative_§tnd~ ClerieaL!:JnlfMQU §.JL~=-~=-~~~9.i!:!~erlQ[~tJ nTfilJlbU. a.'r--:-:-· teci1nlcafservices-:-unit1Mou ....._....~.~~ .. ··~~~''"''"--·~· ·~«------... ~~~·~~ Page 6 of7 Page 7 of7 Orange County Sanitation District Subject: HOLIDAYS 1.0 PURPOSE Policy Number: D30.00 Effective Date: February 25, 2004 M~ch_:~4,v2o-9§l Supersedes: February 25, 2004 Approved by: Lisa L. Tomko 1.1 The purpose of this policy is to establish uniform guidelines and procedures for administering holidays. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 This policy applies to all current ~·~l!1S!'9~'t@...GY,i!t~t~titml(~<(S,~~ employees regardless of their organizational unit. 3.0 DEFINITIONS 4.0 POLICY 4.1 It is OCSD's policy to grant employees 12 paid holidays per year in accordance with this policy. 5.0 PROCEDURE 5.1 Full-time employees shall receive holiday pay if their entire scheduled work shift immediately preceding and following the holiday is in a paid payroll status. When an ~ff~ted employee's work schedule requires that they work~§~ on an observed holiday, the employee shall be paid at the employee's regular rate of pay for the holiday or receive an equivalent amount of holiday compensatory time off, and shall also receive overtime pay at the rate of one-and-one-half times their regular hourly rate for all hours actually worked. 5.2 Holiday pay for part-time employees is based on a nine (9) hour workday. It is paid on the following prorated basis: NORMALLY SCHEDULED HOURS OF WORK PERCENT BENEFIT/SUBSIDY PER WEEK 0 -19, inclusive None 20 -29, inclusive 50% -(4.5) hours 30 -39, inclusive 75% -(6.75) hours 5.3 When a holiday occurs on an employee's regula~lyscheduled day off, the employee will ~~-~~-~~E!"_~ompensatory time off for those ho1,Jrs iil~elammi!OD[~l:lmfilel:l:taiTylsWe]l~e thatg~a¥i. In no case may an employee accumulate more than 50 hours of holiday compensatory time off [t(fi~lil:~!~~~~- 5.4 The days listed below are observed by OCSD as holidays for 2003, 2004 and 2005, 2006 and 2007. Page I of 4 5.5 Employees who are assigned to eight, nine or ten-hour shifts, Monday ~hrough Friday, will observe the holidays listed in Schedule A. Employees who are assigned to twelve- hour shifts will observe the holidays as listed in Schedule B. SCHEDULE A HOLIDAY 2005 2006 2007 New Year's Day Friday, December 31 Monday, January 2 Monday, January 1 Lincoln's Birthday Friday, February 11 Monday, February 13 Monday, February 12 President's Day Monday, February 21 Monday, February 20 Monday, February 19 Memorial Day Monday, May 30 Monday, May 29 Monday, May 28 Independence Day Monday, July 4 Tuesday, July 4 Wednesday, July 4 Labor Day Monday, September 5 Monday, September 4 Monday, September 3 Veteran's Day Friday, November 11 Friday, November 10 Monday, November 12 Thanksgiving Day Thursday, November 24 Thursday, November 23 Thursday, November 22 Day after Thanksgiving Friday, November 25 Friday, November 24 Friday, November 23 Day before Christmas Friday, December 23 Monday, December 25 Monday, December 24 Christmas Day Monday , December 26 Tuesday , December 26 Tuesday , December 25 Floating Holiday seel~lglomsrs S:~t19fil~I~ S~§.~tlcml~ SCHEDULE B HOLIDAY 2005 2006 2007 New Year's Day Saturday, January 1 Sunday, January 1 Monday, January 1 Lincoln's Birthday Saturday, February 12 Sunday, February 12 Monday, February 12 President's Day Monday, February 21 Monday, February 20 Monday, February 19 Memorial Day Monday, May 30 Monday, May 29 Monday, May 28 Independence Day Monday, July 4 Tuesday, July 4 Wednesday, July 4 Labor Day Monday, September 5 Monday, September 4 Monday, September 3 Veteran's Day Friday, November 11 Saturday, November 11 Sunday, November 11 Thanksgiving Day Thursday, November 24 Thursday, November 23 Thursday, November 22 Day after Thanksgiving Friday, November 25 Friday, November 24 Friday, November 23 Day before Christmas Saturday, December 24 Sunday,December24 Monday, December 24 Christmas Day Sunday , December 25 Monday, December 25 Tuesday , December 25 Floating Holiday see''s&ct1onTsY6 ., .... _~-"--"""'""4---~~ §.~~c!tom~ ~E§![~i!i_i\l~i!i ** Employees may elect one day dblring each year as a "Floating Holiday." New employees ""'.ill accFble the "Floating Holiday" on the following pro rata basis their first calendar year of se"'.1ce: 1st qblarter hire -100%, 2nd qblarter hire 75%, ard qblarter hire 50%; and 4th qblarter hire - 0%. The "Floating Holiday" mblst be blsed within the year it is accFbled. Page 2 of4 Every effort shall be made to grant an employee's req1:1est for a "Floating Holiday" off providing an employee gives s1:1ffisient notise to their s1:1pervisor. It is resommended that the floating holiday be 1:1tilized by the last f1:1ll pay period in Oesember of the year in whish it is assr1:1ed however, if an employee shooses to 1:1se the floating holiday after the last f1:1ll pay period 1:1p 1:1ntil Oesember 31, they may. The employee sho1:1ld notify payroll if they shoose the latter option. §16RTZ:~:\ ;Floating 1~olida'V 5.6:'.:lll;tEr:npl '···-• t:i'diid ' eiwi11!!5e"ncrm9r0!tharvone1Fi0atio9 Holiday~granted_ to>antemP-1o~ee1':in\ S!!Y.:f~YG@U S-.6,;4' 'lip~ iz~o~ting Holi_d~yish~!J;?nly?beiuse9:jg.~':~~1 ~.. • y,'.:tp~~~.!TI~9.!t~~l~~s ttie~ holiday 1s.pro-r~ted .. ac .tl:le.1pe~~~nt.c* · .1d ranted.as1hste ~~ctidn 5:6.'3 ao~ve~A . rc~ntof,,:h6tt!!JaY. mted shalli£le'~l!._.~ Q!l~~9ur~D£~ [,rr:=_ i:Fie-·Fioa1m9Ffofld'a·y;mu~f6eiise~wlf~in tfl-e yeaF it'is'grar;ited: Tne.FiOating hfolid§y wi!l not1oe carrieO'ovtfr•frdm one(l:alend~r y~~f1to~_b~;]f3Xtt:lf nQr :IJ.§~<:f~i!b.ll'L!tl~Jy_earug!?~nJed,1J}~J}JQ~!ifil9J:IQ!i9~Y~I --~·~ .. v--~--~-v~...---.. ~~~~~·~·=---~·""""'"v~·-·##"""~"~'""-"_,_ ·m~~,..,,, .... ~""""<'-"r;?.'"%'"'""~'"'$.'.f'~'W"'?'"''"""'"'•••'•"'.'."i''W":N"' ,•. ~ ?; ' §..6.6 Within' the·year:granted, an ·unused Floating HolLctay~i~1nofzsuojectto cash ~tit ol7relJgiJ?~~nY mangatQry_J?J:!,Y~gardless ofwthe+reasonJ · §.:fil£:.:~~l,Eqv~cy'%'effort sha_u .be mag~ to.;1~ran1~,a_n·. · · 19y.~~J~.:~e91.J~~Jpr a 'Flo~tin$,,..---i 1 Hohda,y Off, su~ecHo bu~mess requtr " . nts;·'m:ov1dmg.;an>em12loyee g1v~§ §~JfL9i~nt aj:l_ya~~~JJOti9~?Jo~i§£h~f;Sl!1?0rvi§.QLJ s.6 .. ~ .. -==-!§'oatrilg~H9ild~¥,~'t1?u1d-i:>l:l Li~~d-~y-it1e.:'~~tzf~l¥~~Y p~ri9_~ ··q~g~,rJi.bef.e~ ~he year 1n·wh1ch 1t 1s granted:: However;0apJen;1ployee:m~y,.choose'to l!g~ 1t1~9EJingJ:!Q!lQ_?IY~Cilf!er ~h~21~~Hl11LP§Y1ReElQ~l?~l:!Dli!t@~flrlber;::~.1J 6.0 EXCEPTIONS 6.1 When an employee is on medical or pregnancy leave, holidays will be paid only during disability waiting period if employee is in a continuous paid status. All other holidays that occur outside the waiting period will not be paid, regardless if employee is in paid status or not. Part time employees, who work on a holiday are not eligible to reseive overtime pay. Page 3 of 4 7 .0 PROVISIONS AND CONDITIONS 7.1 If a regularly scheduled holiday occurs on a Saturday, the previous Friday shall be taken off as the "holiday" for pay purposes. If a regularly scheduled holiday occurs on a Sunday, then the following Monday shall be taken off as the "holiday" for pay purposes. rzif311S .. ·•· sttiaent11nterns'are .. exc1UC:tea~from·tliiis1'•·01ic"~.1 ~·~-~·"··--""'--·····-······3l~ ..... .,.._.'""-··~~··4!!:Q!li!ll~.~~i2-"_YJ 8.0 RELATED DOCUMENTS a1i:rHo~ai4501z:{G>~erat!Qnsiarid1:~~infenan~~ ~\21t4Aaminl~irativ~na~<t~~iiWHff:MQQ ~™11_icalfService~~l!lnLt~MOY a:s 'F~rofes~ionaf 'Glou~·MoQ Page 4 of4 Orange County Sanitation District Subject: DISCIPLINE 1.0 PURPOSE Policy Number: F70.00 Effective Date: Supersedes: Approved by: Lisa L. Tomko 1.1 The purpose of this policy is to establish uniform guidelines and procedures for use in the administration of fair and consistent discipline in instances where employees have exceeded the limits of acceptable behavior or performance. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 3.0 DEFINITIONS 3.1 Discipline is the occurrence of any of the following actions taken for just cause with respect to any employee: verbal reprimand, written reprimand, suspension without pay, reduction in pay, demotion to a classification with a lower maximum rate of pay, or dismissal. 3.2 Dismissal is the separation from OCSD employment of a f:'~1jJJJ~] non r;>robationary employee initiated by OCSD for just cause. "Termination" means dismissal, and the terms are used interchangeably throughout this policy manual. 4.0 POLICY 4.1 OCSD is committed to practicing supervisory and management practices and procedures which support effective operations in the ~~~t interest of OCSD and of employees. Such procedures include the administration of fair and consistent discipline in instances where employees have exceeded the limits of acceptable behavior or performance. Employment with OCSD is voluntarily entered into, and employees have the right to resign ~intlf;le, §:liiq¢1ffie§J§f'.ry;~iii~raif[!iis~fi~J~E!er~tandin9!~fu9~~]lfnig£~R9li®~ at any time to pursue other interests. Similarly, OCSD has the right to conclude an employment relationship for proper cause when it is believed to be in OCSD's best interests. 4.2 The General Manager is authorized and directed to exercise supervision over all employees and to impose discipline, for just cause, upon any person employed under the provisions of this Policy for both general and serious violations. 4.3 The General Manager shall establish rules and guidelines pertaining to the procedures governing such actions. Page I of3 4.4 The General Manager is authorized to delegate his authority herein to the Department Heads, Division Managers, Director of Human Resources and other management and supervisory employees, as the General Manager deems appropriate. Notwithstanding the foregoing, "at will" Exec1:1ti 11e Management employees may be dismissed at any time, witho1:1t notice or j1:1st ~ 4.5 Notwithstanding the foregoing, Exec1:1tive Management and contract employees who have signed an agreement to sever at the pleas1:1re of the Joint Board or General Manager, is "at will" and may be dismissed at any time, witho1:1t notice or j1:1st ca1:1se. 5.0 PROCEDURE 5.1 Discipline may occur when any of the following actions are taken for just cause with respect to any employee: verbal reprimand, written reprimand, suspension without pay, reduction in pay, demotion to a classification with a lower B§yl§fa1!§ maxim1:1m rate of pay, or dismissal. Dismissal is the termination from OCSD employment, of a non-probationary employee, initiated by OCSD for just cause. Employees exempt from overtime pursuant to the Fair Labor Standards Act, however, shall not be subject to suspension without pay for less than one week except for major safety violations. 5.2 A Notice of Intent to impose disciplinary action is not required when the disciplinary action involves verbal reprimand or written reprimand. 5.3 A Notice of Intent to impose disciplinary action is required and will be given to an employee whenever the disciplinary action involves suspension without pay, reduction in pay, demotion to a classification with a lower ~¥19tap~ maxim1:1m rate of pay, or dismissal. The Notice of Intent shall be given to the affected employee either by delivery in person or by Certified Mail sent to the employee's last know address. The Notice of Intent shall indicate the date on which it was personally delivered or deposited in the mail, which shall be the date of issuance. 5.3.1 The Notice of Intent shall contain the following: (1) a description of the disciplinary action intended and the effective date of the action, (2) the reasons for the proposed action; (3) a copy of the charges and materials upon which the action is based; and, (4) a statement of the employee's right to respond, either verbally or in writing to the person initially imposing the discipline, or to an OCSD management representative with authority to make an effective recommendation on the proposed action, the person to whom any response must be directed, and the fact that such response must be received within ten business days of the date of issuance of the notice. The Notice will also advise the employee of the right to representation. 5.4 Prior to the effective date of any proposed disciplinary action requiring a Notice of Intent, the employee will be given an opportunity to respond either orally or in writing to a management representative with authority to make an effective recommendation on a proposed action. After review of an employee's response, OCSD will notify the employee in writing of any action to be taken. Such action may not involve discipline more severe than that described in the Notice of Intent; however, OCSD may reduce discipline without further notice. 5.5 Dismissal shall be proceeded ~'i;i~_~Ef by at least one written reprimand, except in those situations in which the employee knows or reasonably should have known that the performance or conduct was unsatisfactory. Such performance or conduct may involve, but is not limited to: dishonesty, possession, use, sale or being under the influence or drugs or alcohol, theft or misappropriation of OCSD's property or funds, falsification of OCSD's records, fighting on the job, insubordination, acts endangering people or property, or other serious misconduct. OCSD may atsG-substitute a documented suspension without pay, in lie1:1 of-tRe fel; written reprimands req1:1irement herein. Page 2 of3 5.6 If a Notice of Intent is upheld and the disciplinary action is imposed, the employee may request a post-disciplinary hearing. The request must be submitted to the Director of Human Resources or designee within ten business days after the date of issuance of the notice of disciplinary action. Human Resources shall schedule a post-disciplinary hearing with the General Manager or his designee. The General Manager, or his designee, may uphold the disciplinary action, which has been taken or may reduce such discipline without the issuance of further notice. The decision of the General Manager or his designee shall be final. 5. 7 OCSD may place an employee on administrative leave without prior notice in order to review or investigate allegations of conduct which, in OCSD's view, would warrant relieving the employee immediately from all work duties. If, upon conclusion of the investigation, neither suspension without pay nor dismissal is determined by OCSD to be appropriate, the employee shall be paid for the leave. Although an administrative leave may exceed fifteen business days, if a suspension without pay is determined to be the appropriate discipline, a maximum of fifteen business days of the administrative leave period may be applied to such suspension without pay. 6.0 EXCEPTIONS 7 .0 PROVISIONS AND CONDITIONS 7.1 8.0 RELATED DOCUMENTS 8.1 Policy 8100.00 Employee Separation ~~[§yc]~(j~bl).;'.'AP·IY~Pi<?ir!\:~! ~1~ :: ~Jloc~i_so1·.· op~ratlQ!l~:f§nd?~ciiqten'ance~o~t~:M.® &:4 ";}Administrative and. CterfcaPBrllHi7ib1J l. .. ".'°'-'~..,.,.,__._.}' . .-~-~·¥•••• ,... ~ • • ••••• •• _ • .,_... ....... "-¥•>'·'""'""'"""~~~-"'~""-~-._. 8~5~-~f~e~dng ul1it MQ'Q §i~~I'.2T~:9bnical ServicesJiil~;;MOl~! rr~ofe,ssional Group M@l!J, [:§::.:f§ijpeivisor Group M911 Page 3 of3