HomeMy WebLinkAboutOCSD 18-18 (REPEALED Amended) Amended by
OC SAN 22-07
See also OCSD 20-01 authorizing
GM to change policies during
RESOLUTION NO. OCSD 18-18 COVID-19 Pandemic
A RESOLUTION OF THE BOARD OF DIRECTORS OF
THE ORANGE COUNTY SANITATION DISTRICT
ADOPTING A BOARD OF DIRECTORS PERSONNEL
POLICIES AND PROCEDURES MANUAL PROVIDING
FOR CLASSIFICATION, COMPENSATION, AND OTHER
TERMS, CONDITIONS, POLICIES, AND PROCEDURES
GOVERNING EMPLOYMENT OF DISTRICT
EMPLOYEES; AND REPEALING RESOLUTION NO.
OCSD 15-18
NOW, THEREFORE, the Board of Directors of Orange County Sanitation District,
DOES HEREBY RESOLVE, DETERMINE AND ORDER:
Section 1: The Board of Directors Personnel Policies and Procedures Manual,
attached hereto as Exhibit "A", be adopted.
Section 2: Any change in the Policies and Procedures set forth in the Board of
Directors Personnel Policies and Procedures Manual must be approved by the Board of
Directors prior to implementation.
Section 3: This Resolution shall take effect immediately upon its adoption.
Section 4: Resolution No. OCSD 15-18 is hereby repealed.
PASSED AND ADOPTED at a regular meeting of the Board of Directors held
September 26, 2018.
IQ s J
G eagcryc. bourn, PLS -
Board Chairman
ATTEST:
ell A. L r , MNAt
Cle k oft Board
OCSD 18-18-1
STATE OF CALIFORNIA )
COUNTY OF ORANGE )
I, Kelly A. Lore, Clerk of the Board of Directors of the Orange County Sanitation
District, do hereby certify that the foregoing Resolution No. OCSD 18-18 was passed and
adopted at a regular meeting of said Board on the 26th day of September 2018, by the
following vote, to wit:
AYES: Barnes; Bernstein; Brothers (Alternate); Collacott; Deaton;
Ferryman; B. Jones (Alternate); Beard (Alternate); Kim;
R. Murphy; Nguyen; Parker; Sebourn; Shawver; F. Smith;
Steel; Wanke; Withers; and Yarc
NOES: None
ABSTENTIONS: None
ABSENT: Peotter; Peterson; Shaw; T. Smith; Tinajero; and Wagner
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal
of Orange County Sanitation District this 26th day of September 2018.
r,r
l
Kell A. e, MC
CI k of Board of Directors
Orange 06unty Sanitation District
OCSD 18-18-2
ORANGE COUNTY SANITATION DISTRICT
Personnel Policies
& Procedures Manual
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FCT1A, THE ENS\
Introduction and Purpose
This manual contains the Orange County Sanitation District's Board of Directors'
Personnel Policies and Procedures; the terms, conditions, rules and regulations of
employment and consolidates all into one reference document. Accordingly, these
policies and procedures, as adopted by the Resolution of the Board of Directors,
supersede any and all prior Board resolutions and actions that are inconsistent with
these policies and procedures, unless otherwise specified herein.
The Board of Directors' Personnel Policies and Procedures manual does not
constitute a contract of employment. To the extent these policies and procedures
are inconsistent with any term or provision of an individual employment agreement
or Memorandum of Understanding, the term or provision of the employment
agreement or Memorandum of Understanding shall govern.
These updated policies and procedures should increase our mutual understanding
of expectations and minimize the making of personal decisions on matters of
District-wide policy. District employees can assist in keeping policies and
procedures relevant to our needs by notifying the Human Resources Department
with your suggestions for improvement. Such a free exchange of information and
ideas will help make the District a better place to work.
Personnel Policies& Procedures Manual
Introduction and Purpose
OCSD 18-18-4
TABLE OF CONTENTS
Search Instructions: Adobe Acrobat Version of Policies & Procedures Manual
Section 1.0 - Employment
1.1 Harassment & Discrimination
1.2 Retaliation &Whistleblowing
1.3 Workplace Violence & Weapons
1.4 Recruitment & Selection
1.5 Outside Employment & Professional Associations
1.6 Nepotism
1.7 At-Will EMT Employment Agreements
1.8 Business Ethics
1.9 Layoff Procedure
1.10 Employee Separation
1.11 Temporary Workers
1.12 Student Internship
Section 2.0 - Compensation
2.1 Classification & Compensation
2.2 Non-Base Building Pay
2.3 Wage Garnishments & Attachments
Section 3.0 - Attendance & Leave Time
3.1.1 Hours of Work- Non-Exempt Employees
3.1.2 Hours of Work- Exempt Employees
3.2 Attendance
3.3 Leave of Absence with Pay
3.3.1 Military Leave
3.4 Leave of Absence without Pay
Section 4.0 - Employee Benefits
4.1 Insurance
4.2 Retirement
4.3 Tuition Reimbursement
4.4 Certification Reimbursement
4.5 Professional &Technical Memberships & Fees
4.6 Domestic Partnership
4.7 Pro-Rata Benefits for Part-Time Employees
4.8 Employee Assistance Program
4.9 Catastrophic Leave Bank Donation Program
4.10 Employee Development
4.11 Development Pay
Personnel Policies& Procedures Manual Effective: 09/26/18
Table of Contents
OCSD 18-18-5
Section 5.0 - Discipline & Work Rules
5.1 Rules of Conduct
5.2 Discipline (including Exhibit A)
5.3 Operator Certification Maintenance
5.4 Participation in Recreational Activities
5.5 Meal & Rest Periods
5.6 Travel Policy
5.7 Solicitation & Distribution
5.10 Wireless/Electronic Communications
5.18 Use of District Property
5.19 Vehicle Usage
5.20 Substance Abuse
5.21 Smoking Policy
Section 6.0 - Communications
6.1 Appraisal of Performance
6.2 Open Communications
6.3 Privacy & HR Records
6.4 Problem Solving
6.5 Grievance Procedure
Section 7.0 - Miscellaneous
7.1 Miscellaneous Provisions
7.2 IDEA Program
Personnel Policies&Procedures Manual Effective: 09/26/18
Table of Contents
OCSD 18-18-6
Orange County policy Number: 1.1
Sanitation District
Personnel Policies Effective Date: September 26, 2018
Subject: Harassment & Supersedes: June 8, 2011
Discrimination
Approved by: General Manager
1.0 PURPOSE
1 1 The purpose of this policy is to provide a working environment for all employees,
contractors, interns, volunteers, and temporary workers that is free of harassment and
discriminatory behavior, whether based on race, color, religion, sex(including pregnancy,
childbirth, and breastfeeding), sexual orientation, age, national origin, ancestry, actual or
perceived disability, medical condition, genetic information, military and veteran status,
marital status, gender, gender identity, gender expression, exercise of rights relating to
any legally-provided leave of absence, or any other legally protected basis.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all Orange County Sanitation District(OCSD) employees,
applicants, and all persons who perform services for the OCSD, including interns,
volunteers, and persons working under contract.
3.0 DEFINITIONS
3 1 Discrimination is the unfavorable or unfair treatment of a person in the work environment,
based on a legally protected class.
3.2 Harassment includes premising the granting or denial of employment benefits on the
acceptance of unwanted verbal or physical conduct or verbal, physical or visual conduct
based on a legally protected class that is so severe and/or pervasive that it creates a
hostile or abusive working environment, and interferes with an employee's ability to do
his or her job.
3.3 Legally Protected Class includes race, religious creed, color, national origin, ancestry,
physical or mental disability, medical condition, genetic information, marital status, sex
(including pregnancy, childbirth, and breastfeeding), gender, gender identity, gender
expression, age (40 years or older), sexual orientation, military and veteran status, and
exercise of rights relating to any legally-provided leave of absence.
3.4 Sex includes, but is not limited to, pregnancy or medical conditions related to pregnancy,
childbirth or medical conditions related to childbirth, breastfeeding or medical conditions
related to breastfeeding. "Sex" also includes, but is not limited to, a person's gender.
3.5 Sexual Harassment may involve the behavior of a person of either sex against a person
of the opposite or same sex, and occurs when such behavior constitutes unwelcome
sexual advances, unwelcome requests for sexual favors, and other unwelcome verbal,
physical, or visual behavior of a sexual nature where:
Personnel Policies& Procedures Manual Page 1 of 4 Effective: 09/26/18
Policy 1.1, Harassment&Discrimination
OCSD 18-18-7
3.5.1 Submission to such conduct is made either explicitly or implicitly a term or
condition of an individual's current or future employment;
3.5.2 Submission to or rejection of such conduct by an individual is used as the basis
for employment decisions affecting the individual's welfare; or
3.5.3 Such conduct has the purpose or effect of substantially interfering with an
individual's welfare or work performance, or creates an intimidating, hostile,
offensive, and/or demeaning work environment.
3.5.4 Prohibited acts that constitute sexual harassment may take a variety of forms.
4.0 POLICY
4.2 OCSD does not tolerate any form of harassment or discrimination and is committed to
providing a work environment that is free of harassment and discrimination.
4.3 OCSD is an Equal Opportunity Employer, and does not discriminate against any person
in matters of employment, application for employment, participation in programs and
benefits, or in the application of rules and regulations with regard to any legally
protected class.
4A All OCSD employees, contractors, interns, volunteers, and temporary workers are
expected to support and comply with this policy. Any supervisor or manager observing
or knowing of a harassing situation shall take immediate action to stop it and report the
matter.
4.5 Supervisory and management personnel who receive reports of harassment or
discrimination are expected to take all such complaints seriously, report the complaint to
the Director of Human Resources, and take immediate steps to implement this policy in
accordance with the provisions contained herein.
4.5 OCSD will also take reasonable steps to prevent or eliminate reported discrimination or
harassment by non-employees, including vendors and contractors, who are likely to have
workplace interactions with employees.
4.6 No employee shall be subjected to any form of retaliation for reporting any violation of
this policy when it is reported truthfully and in good faith. A report is made in good faith
when the complainant reasonably believes there is a violation of policy.
4.7 Hostile Work Environment An environment may be hostile if unwelcome behaviors,
sexual or other, are directed specifically at an individual or if an individual witnesses
unlawful harassment in his/her immediate surroundings.
4.8 Examples of Prohibited Behavior
4.8.1 Examples of the kinds of conduct that may constitute harassment when
based on a legally protected class as defined in this policy include but are not
limited to:
4.8.1.1 Verbal conduct such as racial epithets, demeaning comments of a
personal nature, derogatory jokes, slurs, yelling, screaming, intimidation,
threats or stereotypical statements.
Personnel Policies& Procedures Manual Page 2 of 4 Effective: 09/26/18
Policy 1.1, Harassment& Discrimination
OCSD 18-18-8
4.8.1.2 Patronizing or ridiculing statements that convey derogatory attitudes
about a particular gender.
4.7.1.3 Displaying or distributing posters, cartoons, computer graphics or
electronic media transmissions containing material that could be viewed
as offensive.
4.7.1.4 Physical contact such as assault, unwanted touching, blocking normal
movement, pushing or interfering with work because of sex, race or any
other protected basis.
4.7.1.5 Retaliation for having reported or threatened to report harassment.
4.8.2 Examples of the kinds of conduct that may constitute sexual harassment include,
but are not limited to:
4.8.2.1 Unwelcome sexual propositions, invitations, solicitations, flirtations and
gestures.
4.8.2.2 Threats or insinuations that a person's employment, wages, promotional
opportunities, or other conditions of employment may be adversely
affected by not submitting to sexual advances.
4.8.2.3 Unwelcome verbal expressions of a sexual nature, including graphic
sexual commentaries about a person's body, dress, appearance or
sexual activities; the unwelcome use of sexually degrading language,
jokes or innuendoes; unwelcome suggestive or insulting sounds or
whistles; leering.
4.8.2.4 Sexually suggestive objects, pictures, videotapes, audio recordings or
literature placed in the work area which may embarrass or offend
individuals.
4.8.2.5 Unwelcome touching, patting, or pinching.
4.8.2.6 Romantic or sexual relationships between supervisors and subordinate
employees are discouraged. There is an inherent imbalance of power
and potential for exploitation in such relationships. The relationship may
create an appearance of impropriety and lead to charges of favoritism by
other employees. A welcome sexual relationship may change with the
result that sexual conduct which was once welcome becomes
unwelcome and harassing.
5.0 PROCEDURE
5.1 Any employee who believes that he or she has been the victim of conduct prohibited by
this policy must immediately report the matter, verbally or in writing, to his or her
supervisor or manager, or to any other supervisor or manager, including the General
Manager or Assistant General Manager, or to the Human Resources Department.
5.2 All reported incidents of harassment, discrimination and/or retaliation will be fairly, timely
and thoroughly investigated, and appropriate corrective action will be taken based on the
findings of the investigation.
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Policy 1.1, Harassment&Discrimination
OGSD 18-18-9
5.3 OCSD will document and track the complaint's progress and inform the complainant that
the investigation has concluded, each issue was thoroughly investigated, and the
outcome (sustained, or not sustained).
5.4 Investigations will be conducted in such a way as to maintain confidentiality to the extent
practicable under the circumstances and permissible under the law.
5,5 It is important to be aware that under the California Fair Employment and Housing Act
("FEHA"), employees may be held personally liable for any acts of unlawful harassment.
6.0 EXCEPTIONS
6.1 Any employee who knowingly files a false and malicious report of harassment, as
opposed to a complaint which, even if erroneous, is made in good faith; or anyone who
fails to report an actual or perceived form of harassment or discrimination as outlined in
this policy, may be subject to appropriate disciplinary action, up to and including
termination.
7.0 PROVISIONS AND CONDITIONS
8.0 RELATED DOCUMENTS
8.2 U.S. and California State Constitutions
8.3 Title VII of the Civil Rights Act of 1964
8.4 California Fair Employment and Housing Act (FEHA)
8.5 Policy 1.2, Retaliation &Whistleblowing
8.6 Policy 1.3, Workplace Violence &Weapons
8.7 Policy 5.1, Rules of Conduct
Personnel Policies& Procedures Manual Page 4 of 4 Effective: 09/26/18
Policy 1.1. Harassment&Discrimination
OCSD 18-18-10
Orange County Policy Number: 1.2
Sanitation District
�;_7si�-I
Personnel Policies Effective Date: September 26, 2018
Subject: Retaliation & Supersedes: June 17, 2008
Whistleblowing
Approved by: General Manager
1.0 PURPOSE
1.1 The purpose of this policy is to establish uniform guidelines and procedures prohibiting
retaliation against individuals who report or participate in the investigation of a report of
discrimination, harassment, or individuals who engage in whistleblowing, or a protected
activity as defined herein.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all Orange County Sanitation District (OCSD) employees, potential
employees, volunteers, interns, and all persons who perform services for the OCSD,
including persons working under contract
3.0 DEFINITIONS
3 1 Retaliation means that a supervisor or manager has taken action(s)toward an individual for
engaging in protected activity described within this policy, wherein the action(s) have a
substantial and material impact on an employee's terms and conditions of employment.
Depending on the facts, it may be retaliatory if action, is taken because of the following, but
not limited to, unfounded discipline, failure to promote, failure to hire, termination of a
contract, inaccurate poor performance evaluations, arbitrarily changing work assignments,
or arbitrarily changing work locations.
3.2 Whistleblowing refers to the act of an employee who discloses information to a government
or law enforcement authority or to a supervisor or other person responsible for
investigating, discovering, or correcting such matters, where the employee has reasonable
cause to believe that the information reveals (1) violations or non-compliance with state or
federal statutes; (2) unfair labor practices; (3) billing for services not performed or for goods
not delivered; (4)gross mismanagement, significant waste of funds, and abuse of authority;
and/or(5) a substantial and specific danger to the public health, safety or unsafe working
conditions.
4.0 POLICY
4.1 It is OCSD's policy to prohibit retaliation or reprisals towards employees, prospective employees
and outside contractors who engage in, the following protected activities:
4.1.1 Disclosing information to a government or law enforcement agency or internally
to OCSD, where there is reasonable cause to believe that the information
discloses a violation of state or federal statute or non-compliance with a state or
federal regulation.
4.1.2 Disclosing the filing of a false claim for money, goods, or services to OCSD
Personnel Policies & Procedures Manual Page 1 of 2 Effective: 09/26/18
Policy 1.2, Retaliation &Whistleblowing
OCSD 18-18-11
4.1.3 Filing a written complaint, under penalty of perjury, of gross mismanagement, a
significant waste of funds, an abuse of authority or a substantial and specific
danger to public health or safety.
4.1.4 Complaints of discrimination or harassment or any other conduct prohibited by
the Fair Employment and Housing Act (FEHA) or related federal laws.
4.1.5 Complaints about an unfair labor practice.
4.1.6 Participating in an administrative investigation either as the complainant, a
witness or the accused, or conducting an administrative investigation.
4.2 Any employee who, in good faith, reports an alleged incident involving the protected
activities described in this policy, under no circumstances, shall be subjected to reprisal or
retaliation of any kind. A report is made in good faith when the complainant has reasonable
cause to believe there is a violation of policy.
5.0 PROCEDURE
5.1 OCSD policy requires employees to report all perceived incidents of retaliation, or
conditions justifying whistleblowing, regardless of the offender's identity or position.
5.2 Any employee who believes that he or she has been the victim of retaliation prohibited by
this policy should report the matter to his or her supervisor or manager, or to any other
supervisor or manager, including the General Manager or Assistant General Manager.
53 Reports of retaliation will be investigated fairly, timely, and thoroughly. The investigation
may include individual interviews with the parties involved and, where, necessary, with
individuals who may have observed the alleged conduct or may have other relevant
knowledge.
5.4 Confidentiality will be maintained throughout the investigatory process to the extent
permissible under the circumstances and consistent with applicable law.
5.5 No fixed report period has been established. However, prompt reporting of complaints or
concerns have proven to be the most effective method in finding rapid and constructive
action and resolution.
6.0 EXCEPTIONS
6.1 An employee who knowingly files a false and malicious report of retaliation, as opposed to a
complaint which, even if erroneous, is made in good faith may be the subject of appropriate
disciplinary action, up to and including termination.
7.0 PROVISIONS AND CONDITIONS
8.0 RELATED DOCUMENTS
8.1 Policy 1.1, Harassment& Discrimination
8.2 Policy 1.8, Conflict of Interest& Business Ethics
8.3 Policy 5.1, Rules of Conduct
Personnel Policies& Procedures Manual Page 2 of 2 Effective: 09/26/18
Policy 1.2, Retaliation &Whistleblowing
OCSD 18-18-12
Orange County policy Number: 1.3
_ n Sanitation District
Personnel Policies Effective Date: September 26, 2018
-
Subject: Workplace Violence & Supersedes: June 8, 2011
Weapons
Approved by: General Manager
1.0 PURPOSE
1.1 The purpose of this policy is to promote a safe work environment for all employees;
establish and maintain a workplace that is free from violence, threats of violence,
harassment, intimidation, and other disruptive behavior; and encourage and foster a
workplace that is characterized by respect and the use of acceptable conflict resolution
techniques.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all OCSD employees, regardless of their organizational unit.
Additionally, all persons who perform any services for OCSD, regardless of their
employment status, are subject to the provisions of this policy while on OCSD property or
while performing OCSD business.
3.0 DEFINITIONS
3.1 Workplace Violence includes threats, violent behavior, harassment, intimidation and other
disruptive behavior, direct, indirect, implied or actual from any person, and directed
toward any person, occurring either at an OCSD facility or in connection with the conduct
of OCSD business without regard to location
4.0 POLICY
4.1 It is OCSD policy to provide a safe work environment for its employees. OCSD is
committed to working with its employees to maintain a workplace free from violence,
threats of violence, harassment, intimidation, and other disruptive behavior, and the
commission of such acts are prohibited.
4.2 All employees are responsible for maintaining a safe work environment.
4.3 Violence, threats, harassment, intimidation, and other disruptive behavior in the OCSD
workplace will not be tolerated; furthermore, all reports of these types of incidents will be
seriously reviewed and will be appropriately resolved.
4A This policy applies to all incidents involving OCSD employees while they are on duty, on
or off plant sites, and incidents involving non-employees perpetrating violence against
OCSD employees while they are on duty.
4.5 Available conflict resolution techniques, such as problem solving, grievance procedures
and appeals processes, will be used to appropriately resolve conflicts that arise in the
Personnel Policies& Procedures Manual Page 1 of 3 Effective: 09/26/18
Policy 1.3,Workplace Violence&Weapons
OCSD 18-18-13
OCSD workplace.
46 OCSD strictly prohibits persons, excluding armed security services, from possessing
weapons including, but not limited to, firearms, explosives, knives, clubs and incendiary
devices on OCSD premises, in OCSD vehicles, in private vehicles parked on OCSD
property, and in the possession of OCSD employees while on duty performing OCSD
related business assignments.
4 7 An employee who displays/exhibits prohibited conduct as set forth under this policy may
be subject to disciplinary action, up to and including termination, regardless of the
employee's past performance, prior discipline, length of service or work history.
48 Persons who engage in prohibited conduct may also be subject to legal action by law
enforcement authorities.
4.9 The following examples, while not all-inclusive, are considered prohibited conduct and
subject an employee to disciplinary action, up to and including termination, for even a
first-time offense.
4.9.1 Prohibited Conduct
4.9.1.1 Causing physical injury to another person;
4.9.1.2 Making threatening remarks, whether with intent to harm or in jest;
4.9.1.3 Aggressive, hostile or harassing behavior that creates a reasonable fear
of injury to another person or subjects another individual to emotional
distress;
4.9.1.4 Intentionally damaging employer property or the property of another
individual;
4.9.1.5 Possession of a weapon while on OCSD property or while on OCSD
business; or,
4.9.1.6 Committing acts motivated by, or related to, sexual harassment or
domestic violence,
4.9.1.7 Other acts or threats of violence as determined by the OCSD.
5.0 PROCEDURE
5 1 Reporting: If the incident involves an emergency and requires the direct intervention of
public safety personnel (i.e., law enforcement or emergency medical services),
immediately CALL extension 2222.
5.1.1 Control Center personnel will contact emergency services via 911 and will
coordinate the response of public safety personnel and onsite security personnel.
52 Any situation involving the commission or threat of violence, harassment, intimidation,
other disruptive behavior, possession of a weapon or any other potentially dangerous
situation must be promptly reported to a supervisor, manager, or the Human Resources
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Policy 1.3,Workplace Violence&Weapons
OCSD 18-18-14
Department.
5.3 Risk Reduction Measures
5.3.1 Employees at Risk: Employees are expected to exercise good judgement and to
notify their supervisor, manager, or the Human Resources Department if a co-
worker, or other person on OCSD property or place of business, exhibits
behavior that could be a sign of potentially dangerous situations. Such behavior
includes, but is not limited to, the following:
5.3.1.1 Discussing the use of weapons as a means to perpetrate violence
against another or bringing them to the workplace;
5.3.1.2 Displaying overt signs of extreme stress, resentment, hostility or anger;
5.3.1.3 Making threatening statements or remarks;
5.3.1.4 Sudden or significant deterioration in work performance;
5.3.1.5 Displaying irrational or inappropriate behavior.
5.3.2 Hiring: The Human Resources Department takes reasonable measures to
conduct background investigations in order to review candidates' backgrounds
and to reduce the risk of hiring individuals with a history of violent behavior.
5.3.3 Enforcement: Threats, threatening conduct, harassment, or any other act of
aggression or violence within the OCSD work environment will not be tolerated.
All reports of these types of incidents will be fairly, timely, and thoroughly
investigated and will be appropriately resolved.
5.3.3.1 Any employee determined to have committed such acts will be subject to
disciplinary action, up to and including termination.
5.3.3.2 Non-employees engaged in violent acts on OCSD premises will be
immediately removed from OCSD and promptly reported to the proper
authorities.
6.0 EXCEPTIONS
61 Knives traditionally used as tools and having a blade length of three and one-half(31/2)
inches or less are only considered weapons when used or displayed in a threatening
manner. Knives greater than three and one-half(3'/2) inches in blade length are
considered weapons as a matter of policy, unless used with approval by OCSD
management.
7.0 PROVISIONS AND CONDITIONS
8.0 RELATED DOCUMENTS
8.1 Policy 1.1, Harassment& Discrimination
8.2 Policy 5.1, Rules of Conduct
8.3 Policy 5.2, Discipline
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Policy 1.3,Workplace Violence&Weapons
OCSD 18-18-15
Orange County I Policy Number: 1.4
Sanitation District
Personnel Policies Effective Date: September 26, 2018
Subject: Recruitment and Supersedes: November 14, 2011
Selection
Approved by: General Manager
1.0 PURPOSE
1 1 The purpose of this policy is to establish 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, and employees.
3.0 DEFINITIONS
3.1 Recruitment is the process of attracting qualified individuals to apply for employment
opportunities that are advertised by the organization, whether internal, or external.
3.2 Internal recruitment means considering only current employees as applicants for job
openings within the organization.
3.3 External recruitment means considering applicants from outside the organization in an
open recruitment, as well as current employees for job openings within the organization
34 Promotion is the advancement of an employee to another classification with a higher
maximum rate of pay.
3.5 Lateral Transfer means the transfer of an employee from one department to a vacant
position in another department in the same job classification, initiated by an employee
request.
3.6 Reassignment means the transfer of an employee within a department or within the
organization in the same job classification based on business need.
3.7 Voluntary Job Change is an employee-initiated transfer within the organization.
38 Assessment means an impartial method of systematically evaluating an applicant's ability
to perform the essential job functions of a position's requirements. An assessment may
consist of one (1) or any combination of the following: performance tests; written tests;
appraisal interviews; scoring of the application, supplemental questions; work
performance; or any other job-related selection criteria. Assessment tools are intended to
measure knowledge, skills, abilities, and/or competencies necessary to perform the job.
3.9 Eligible list means an arrangement of applicants who have been identified as most
qualified as a result of the recruitment and selection process.
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Policy 1.4 Recruitment and Selection
OCSD 18-18-16
3.10 Initial Probationary Period, unless otherwise specified by an applicable bargaining unit
Memorandum of Understanding (MOU), is defined as the period of service that extends
to at least the first day of the pay period following twenty-six(26) weeks of employment
with OCSD without a break in service, 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 period of time, whether
or not the hiring decision was appropriate. Employees who have not yet successfully
completed their initial probationary period serve"at-will'and may be released from
employment without cause or recourse to any appeal or grievance procedures.
3.11 Promotional Probationary Period is defined as the period of service that extends to at
least the first day of the pay period following twenty-six(26)weeks of employment
without a break in service, beginning with the effective date of promotion. If an employee
is promoted during his/her initial probationary period, the period will be extended until at
least the first day of the pay period twenty-six (26) weeks after the effective date of the
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.
3.12 Probationary Period—Reassignment, Lateral Transfer or Voluntary Job Change, unless
otherwise specified by an applicable bargaining unit MOU, is defined as the period of
service that extends to at least the first twenty-six(26) weeks of employment with OCSD
without a break in service, 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.
4.0 POLICY
4 1 OCSD is an Equal Opportunity Employer(EOE). OCSD does not discriminate on the
basis of race, color, religion, sex(including pregnancy, childbirth, and breastfeeding),
sexual orientation, age, national origin, ancestry, actual or perceived disability, medical
condition, genetic information, military and veteran status, marital status, gender, gender
identity, gender expression, exercise of rights relating to any legally-provided leave of
absence, or any other legally protected basis.
4.2 It is OCSD's policy to provide nondiscriminatory, lawful, and consistent guidelines and
procedures to all recruitment processes, whether internal, or external.
5.0 PROCEDURE
5.1 TYPE OF RECRUITMENT
5.1.1 External Recruitment: Any person meeting the requirements of the open position
listed on the announcement may apply. External recruitment announcements will
be advertised on OCSD's career website, and may be posted on industry-related
websites. Announcements will specify a filing period of a minimum of(10)
business days, or until Human Resources determines a sufficient number of
qualified applications have been received, and will clearly state a deadline to file
an application.
5.1.2 Internal Recruitment: Applicants must be currently employed with OCSD.
Whenever the District intends to fill a position by promotion, the District will post
the opportunity for a minimum of ten (10) business days. Employees must apply
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during the period of posting. Notices will be posted on the District's internet.
5.2 EMPLOYMENT OPPORTUNITY BULLETINS/POSTINGS
5.2.1 The Human Resources representative prepares the employment opportunity
bulletin, also known as a posting. Each posting will include the following
information: hiring salary range, department; brief job description; required
qualifications, desired qualifications, posting/closing dates (if applicable),
procedure for applying, brief benefits overview, physical requirements/working
conditions, and/or other pertinent information as approved by the Director of
Human Resources(or designee) and the Department Head (or designee)
5.2.2 The Human Resources representative provides the draft posting to the
Department Head (or designee)for approval.
5.2.3 Upon approval, all jobs are posted for at least ten (10) business days, or until HR
determines a sufficient number of applicants have been received.
5.2.4 During the recruitment process, all current employees and external applicants
may be interviewed at the same time at the discretion of the Department Head
(or designee). If the process includes both groups,the hiring decision will be
made at the completion of those interviews.
5.2.5 Job opportunities will be posted to OCSD's online employment application
system.
5.3 ADVERTISING
5.3.1 External recruitments are advertised on the internet, sent via e-mail to all OCSD
employees, and may be posted in other media when deemed appropriate by
Human Resources.
5.3.2 Internal recruitments are e-mailed to current employees and posted on OCSD's
intranet and internet sites
5.4 APPLICANT SCREENING
5.4.1 Applications and resumes are only accepted electronically. All other application
material will be accepted at the interview. Unsolicited application material will not
be accepted at any time.
5.4.2 Applicants must submit a separate employment application for each vacant
position using OCSD's online employment application system.
5.4.3 Once an application is received and reviewed, it will only be selected by Human
Resources for further consideration if the minimum job requirements on the class
specification for the position are met.
5.4.4 The Department Head (or designee) may review applications that meet the
minimum qualifications to determine which candidates may be interviewed.
5.4.5 All materials (e.g., applications, resumes, examination information and results,
test questions, interviewer notes, interview packets, etc.) submitted by
applicants/candidates or generated by OCSD staff during the recruitment and
selection process are confidential and considered OCSD property, and not
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subject to disclosure. All recruitment files are maintained by OCSD in
accordance with established record keeping guidelines.
55 SELECTION PROCESS
5.5.1 The selection process will consist of an assessment of each candidate's
qualifications, which may vary by class specification and business need.
Assessments will be conducted in a manner consistent with job-related criteria.
5.5.2 The Department Head (or designee) may recommend raters in addition to
Human Resources staff as needed to participate in the selection process, who
may be representatives of OCSD departments, the public, interested
organizations, or other public jurisdictions.
5.5.3 Exam Contents: The Department Head (or designee) has the responsibility for
exams. Exams and selection interviews shall consider the following: analysis of
job duties, availability of applicants, equal employment opportunity, occupational
standards, professional testing principles, supportable experience, special
certification or licensing, and/or any other job-related selection content.
5.5.4 Exams will be analyzed by Human Resources (or designee) to ensure that the
content and grading rubrics are valid and reliable. Exam material will relate to the
fitness of the applicant for the work, duties, and requirements of the classification
to be filled and shall be confined to the measurement of knowledge, skills,
abilities, and/or competencies necessary to perform specific tasks. Any pertinent
factor or trait which affects job performance may be considered.
5.5.5 The Human Resources representative facilitates the interview process. When
interviews are completed, the interview panel members evaluate each candidate
interviewed. The panel will refer a list of the top candidates based on a majority
decision. The Department Head(or designee) will then choose from among the
top candidates. The Department Head (or designee)will report the final hiring
decision to the Human Resources Department, to include all applicable interview
materials (e.g., applications, resumes, interviewer notes, interview packets, etc.).
5.6 RECRUITMENT APPEALS PROCESS
5.6.1 Employees should bring recruitment process and decision-making issues to the
attention of the Human Resources Supervisor as soon as possible. The
supervisor will review the issue and provide a written response within five(5)
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 (10) business days of receipt of the supervisor'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 (or designee), within ten (10) business days after the employee's
statement is received. The decision of the Director of Human Resources, or
designee, is final (see policy 6.4, Problem Solving and 6.5, Grievance
Procedure).
5.6.4 Time limits may be extended for cause upon mutual consent of the parties.
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57 ELIGIBLE LISTS
5.7.1 An eligible list is an arrangement of applicants who have been identified as most
qualified as a result of the recruitment and selection process. Lists are
maintained based on job classification, are valid for six-months, and may be
extended up to twelve-months with approval from the Director of Human
Resources prior to the expiration date of the list.
5.8 EMPLOYMENT OFFERS
5.8.1 The Human Resources representative determines an appropriate starting salary
for all candidates based on the applicant's: qualifications; years of experience;
and educational background, as listed on the job application.
5.8.2 The Human Resources representative reviews a job candidate's salary request,
prepares an analysis, and makes a recommendation on placement in the
applicable salary range. If market or other material conditions necessitate
offering a job candidate a pay rate up to the salary range mid-point, a
Department Head may recommend, and with the concurrence of the Director of
Human Resources, may approve the proposed hire rate. The General Manager,
or designee, shall approve all recommended salary offers that would result in a
new hire pay rate at Step 4 or greater. 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.
5.8.3 The Human Resources representative refers the candidate for hire and routes for
approval by the Department Head and General Manager, if required.
5.8.4 When the referral for hire is approved, the Human Resources representative
makes a verbal employment offer to the candidate, which is contingent upon
results of a background investigation, and post offer physical and drug screen (if
applicable).
5.8.5 The Human Resources representative schedules the post offer physical and drug
screen (if applicable)for the candidate, works with the Department Head (or
designee)to establish a potential start date and prepares a formal offer letter for
the candidate.
5.8.6 When the Human Resources representative(or designee) has cleared the
background investigation, post offer physical and drug screen (if applicable)
results, the applicant will be contacted to confirm the employment offer. The
Human Resources representative sends letters of regret to unsuccessful
candidates. Current employees are contacted personally prior to receiving letters
of regret.
5.8.7 The Human Resources representative coordinates the candidate's start date.
5.8.8 In the event that a candidate is selected and voluntarily or involuntarily vacates
the position prior to completing the required probationary period, the Human
Resources Department, at the request of the Department Head (or designee),
may exercise the option to extend an offer to the second candidate from the
original interview process.
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6.0 PROMOTIONS
6.1 Promoted employees will receive the equivalent of a one(1) step increase in pay, not to
exceed the top of the range for the new classification or the minimum rate of the new
classification, whichever is greater.
6.1.1 Promotional increase in pay will be effective the first day of the next pay period
following the approval of referral to hire by the Department Head (or designee).
7.0 EXCEPTIONS
1 EMPLOYMENT OF FORMER EMPLOYEES
7.1.1 Employment of former employees for full-time equivalent or part-time positions
shall be subject to and conducted in accordance with this policy.
7.1.2 Employment of a former employee is subject to the approval of the General
Manager and the Director of Human Resources.
7.1.3 In all cases, approval of the General Manager and the Director of Human
Resources shall be obtained prior to an offer of employment to a former
employee.
7.1.4 OCSD policy prohibits the rehire of former full-time, regular employees or"at-will"
employees who: were terminated for workplace misconduct; resigned while
charges were pending against the employee; resigned while serving a
suspension; failed to provide two(2)weeks written notice in advance of
resignation depending upon employment status, unless approved by the Director
of Human Resources, or designee; or failed to return to work following an
absence without leave of forty(40) consecutive work hours without notifying the
immediate supervisor or the Human Resources Department with an acceptable
reason for their absence.
7.1.5 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
(1) 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.
7.1.6 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 former
employee shall not perform work on OCSD projects for a period of one (1) 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 (1) year.
Said services shall be obtained only in accordance with all rules and procedures
of OCSD relating to procurement.
7.1.7 Any OCSD employee who receives an offer of employment or a request to
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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.
7.1.8 The prohibitions of this policy may be waived by the Administration Committee of
the Board of Directors if, on a case-by-case basis, it is determined to be in the
best interests of OCSD to do so.
7.1.9 All former employees who are rehired will be placed on an initial probationary
period as defined in this policy. All prior service with OCSD will not be counted
for accrual purposes including, but not limited to, leaves of absence and
seniority
7.2 RE-EMPLOYMENT OF OCSD RETIRED EMPLOYEES
7.2.1 The General Manager may, with the written approval of the Board Chair, employ
on an as-needed basis, a former employee retired from OCSD when the
individual possesses knowledge and expertise of unique and particular benefit to
OCSD. Retired members will have to wait at least 180 days before returning to
work for OCSD on a limited time basis (960 hours or less a fiscal year). The
length of service performed in any one(1) year shall be limited in accordance
with the provisions prescribed by the Orange County Employees' Retirement
System.
7.2.2 As-needed service, by a former employee retired from OCSD, shall be
compensated at the same current hourly rate of the retired employee's position
classification, or if no such 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 OCSD employees. In the event any
employment under this provision involves work assignments outside of Orange
County, the current expense reimbursement policy established for regular
employees will apply.
72,3 On occasion, OCSD may offer an early retirement incentive to staff under
economic conditions in which it is deemed necessary. Employees who select an
early retirement incentive offered by OCSD may not be eligible for rehire.
7.3 LATERAL TRANSFERS
7.3.1 Employees may request a lateral transfer to a budgeted vacant position within
the same classification of another department. For a lateral transfer to be
considered, the employee must have demonstrated satisfactory performance
within the last six (6) months of the request and have no pending disciplinary
action. The lateral transfer must be of benefit to OCSD.
7.3.2 Employees who wish to be considered for a lateral transfer shall notify the
Human Resources Department in writing of their intent prior to recruitment of the
budgeted position. Employees who are interested in a lateral transfer, but are
unaware of any budgeted vacant positions within the same classification, may
contact the Human Resources Department. The employee's written intent must
be approved by any affected department head and the Director of Human
Resources. In the event a transfer is approved and accepted by the employee,
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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.
7.3.3 Lateral transfers do not normally involve increased levels of duties and
responsibilities, or otherwise qualify as promotions, and therefore do not involve
salary adjustments.
7.3.4 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.
8.0 PROVISIONS AND CONDITIONS
8.1 The interview process for Student Intern positions shall be an abbreviated version of the
process outlined in section 5.6 and will be administered by the appropriate division
manager/supervisor and a Human Resources representative.
82 OCSD's Board of Directors must approve unbudgeted positions for new hires or
promotions before any internal or external recruitment effort is initiated.
8.3 Hiring an individual into a budgeted position requires the approval of the Department
Head and General Manager.
84 Promoting an individual into a budgeted position requires the approval of the Division
Manager, Department Head or General Manager.
8.5 Employees on Performance Improvement Plans are not eligible for promotional
opportunities and/or status change.
8.6 INITIAL PROBATIONARY PERIOD
8.6.1 Unless designated as an "at-will" Executive Management Team (EMT) member
or Student Intern, all new employees and employees who are reassigned or
laterally transferred serve a probationary period. The probationary period begins
with the date of hire, reassignment, or transfer and extends to at least the first
day of the pay period following twenty-six(26) weeks of employment without a
break in service, unless otherwise stipulated by a bargaining unit MOU. For new
employees, this probationary period is regarded as an extension of the hiring
process, and provides an opportunity for both the employee and 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.
8.6.2 The probationary period may be extended up to a maximum of an additional
ninety(90) days prior to the expiration of the probationary period. An employee's
probationary period may be extended when there is a need 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.
OCSD will extend an employee's probationary period for the length of any period
during which an employee is on an extended leave of absence during the
probationary period.
8.6.3 A probationary employee's work performance is closely monitored during this
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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 and 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.
8.7 PROMOTIONAL PROBATIONARY PERIOD
8.7.1 All promoted employees who have successfully completed the initial probationary
period, except those designated as"at-will"employees, shall serve a promotional
probationary period beginning with the effective date of promotion lasting to at
least the first day of the pay period following twenty-six (26) weeks of
employment without a break in service. 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. For those employees promoted during the
pendency of their initial probationary period, such period shall run concurrently
with the promotional probationary period and shall apply over the promotional
probationary period while it remains in effect. Should the initial probationary
period end before the promotional probationary period, the promoted employee
shall remain on the promotional probationary period for the remaining period until
at least the first day of the pay period following twenty-six(26)weeks of
employment without a break in service.
8.7.2 At any time during the promotional probationary period an employee may be
returned to his or her prior position. The promotional probationary period may be
extended by OCSD management for up to a maximum of an additional ninety
(90) days. If an employee is promoted during his or her initial probationary
period, the period shall be extended until at least the first day of the pay period
twenty-six(26)weeks after the effective date of the promotion.
8.8 REFERENCE CHECKS
8.8.1 Employment with OCSD is contingent upon a pre-employment screening process
which may include 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.
8.8.2 The background check will be conducted after an applicant has been selected as
the best candidate for the position and given a conditional offer of employment.
If a background check yields information that is of concern to OCSD, the
applicant will be provided an individualized assessment and given an opportunity
to review the findings and present information regarding inaccuracy and
rehabilitation.
8.8.3 OCSD may verify information contained in the job application of a prospective
employee with the prospective employee's authorization.
8.8.4 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.
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9.0 RELATED DOCUMENTS
9.1 Policy 1.6, Nepotism
9.2 Policy 1.7, At-Will EMT Employment Agreements
9.3 Policy 1.12, Student Internship Program
9.4 Policy 2.1, Classification & Compensation
9.5 Policy 6.4, Problem Solving Procedure
9.6 Policy 6.5, Grievance Procedure
9.7 Public Employee Pension Reform Act (PEPRA)
9.8 Equal Pay Act
9.9 California Government Code, Section 6254
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Orange County Policy Number: 1.5
} ,
Sanitation District
Personnel Policies
Effective Date: September 26, 2018
Subject: Outside Employment & Supersedes: June 19, 2012
Professional
Associations
Approved by: General Manager
1.0 PURPOSE
1 1 The purpose of this policy is to establish uniform guidelines and procedures for
employees engaging in outside employment or any other outside remunerative activity as
well as voluntary involvement in outside professional associations.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all Orange County Sanitation District(OCSD) employees regardless
of their organizational unit.
3.0 DEFINITIONS
3.1 Confidential Information— Information that requires a "need-to-know", restricted use, or is
sensitive in nature is considered confidential information. Generally, OCSD technical
data, proprietary, customer, and personnel related information is confidential. Personnel
related information includes, but is not limited to, medical, recruitment, disciplinary, and
performance related information. Once information becomes generally available to the
public, it is no longer considered confidential.
3.2 Conflict(s) of Interest—As it relates to this policy occurs when an outside activity
interferes with OCSD business operations, discredits the integrity and reputation of
OCSD, and/or violates OCSD policies, procedures, or agreements.
3 3 Outside Professional Association Activities—Any membership or affiliation to an outside
organization, group, or activity that is related to an employee's profession.
34 Outside Remunerative Activities—Any outside employment or business-related
relationship, which results in a payment, transfer of goods, or receipt of services to the
employee involved.
4.O POLICY
4 1 It is OCSD's policy to allow employees to engage in Outside Remunerative Activities or
Outside Professional Association Activities in accordance with the procedures and
provisions of this policy.
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Policy 1.5, Outside Employment& Professional Associations
OCSD 18-18-26
5.0 PROCEDURE
5.1 Outside Remunerative Activities. Performing any Outside Remunerative Activities
requires initial and annual approval of the General Manager and is subject to the
following conditions.
5.1.1 An OCSD request form for outside employment must be completed and
submitted for approval.
5.1.2 Outside Remunerative Activities shall not be performed on OCSD property,
during an employee's work time for OCSD, or using any OCSD resource. OCSD
resources include, but are not limited to, staff, equipment, facilities, and
computers.
5.1.3 Outside Remunerative Activities shall not involve use of an employee's OCSD
title or position to benefit the outside employer or business activity. This activity
must not give the appearance that an employee is acting in the official capacity of
his/her job at OCSD.
5.1.4 The Outside Remunerative Activities shall not give rise to any real or apparent
conflict of interest, nor will the activities require the disclosure of OCSD
confidential information. Any attempt to influence OCSD business decisions,
with respect to the employee's Outside Remunerative Activities is prohibited.
5.1.5 The performance of such services shall not affect the employee's efficiency and
job performance for OCSD.
5.1.6 Outside employment or other remunerative activity must not bring discredit upon
or reasonably cause unfavorable criticism towards OCSD, or impair public
confidence in the integrity of OCSD.
5.2 Professional Associations. Performing any Outside Professional Association Activities
may be authorized by a supervisor subject to the following conditions:
5.2.1 Outside Professional Association Activities may not make use of OCSD staff,
equipment, postage, telephones, computers, internet access, or any other
resource unless authorized by the General Manager, or designee.
5.2.2 Managers and supervisors may restrict activities in outside professional
associations in order to prevent conflicts of interest from occurring.
5.2.3 Employees are required to obtain prior approval from their supervisor for all
Outside Professional Association Activities if these activities are performed
during an employee's working hours. In addition, employees are required to
report all potential Conflicts of Interest, as defined in this policy, to their
supervisor.
5.2.4 Any duties performed for Outside Professional Association Activities must not
adversely affect an employee's job performance or interfere with the official
business of OCSD.
5.2.5 All employees will follow OCSD's Information Systems Management policies
when using OCSD computer resources. The use of email and internet resources
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Policy 1.5, Outside Employment&Professional Associations
OCSD 18-18-27
is strictly prohibited if such use conflicts or interferes with OCSD's Core Values
and/or any administrative policy, guideline, or procedure.
5.2.6 Employee participation in outside activities not directly referenced in this policy
that affect the terms and conditions of employment are prohibited, unless
authorized by the General Manager, or designee.
6.0 EXCEPTIONS
fi There are no exceptions to this policy unless authorized by the General Manager, or
designee; superseded by an amending OCSD policy; or changed due to federal or state
laws.
�a 2 Employee association, bargaining unit, and labor union activities are authorized under the
provisions of federal and states laws, adopted Orange County Sanitation District(OCSD)
Employer-Employee Relations Resolution, and the terms and conditions of applicable
Memoranda of Understanding with OCSD.
7.0 PROVISIONS AND CONDITIONS
7.1 The provisions of Government Code Section 1126 shall apply to all such services.
8,4 RELATED DOCUMENTS
8.1 California Government Code, Sections 1126 and 3502
8.2 OCSD Core Values
8.3 OCSD Request Form for Outside Employment
8.4 Policy 5.2, Discipline
8.5 Policy 6.4, Problem Solving Procedure
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Policy 1.5, Outside Employment& Professional Associations
OCSD 18-18-28
Orange County Policy Number: 1.6
=-_ Sanitation District Effective Date: September 26, 2018
Personnel Policies
Subject: Nepotism Supersedes: June 8, 2011
Approved by: General Manager
1.0 PURPOSE
1.1 The purpose of this policy is to avoid the possibility of nepotism in hiring, promoting,
evaluating, awarding salary, and disciplining employees and to ensure that employment
decisions are based on the individual's qualifications for the position, ability, and
performance.
1.2 OCSD does not tolerate favoritism, the appearance of favoritism, conflicts of interest or
the appearance of conflicts of interest in employment and personnel decisions.
2.0 ORGANIZATIONAL UNITS AFFECTED
2 1 This policy applies to all Orange County Sanitation District(OCSD) employees regardless
of their organizational unit, and employment applicants. Additionally, all persons who
perform any services for OCSD including persons working under contract, regardless of
their employment status, are covered by this policy.
3.0 DEFINITIONS
3.1 Near relative means a relative within the third degree by blood or marriage, including an
individuals:
spouse grandparent nephew
fiancee grandchild cousin
domestic partner great-grandparent sister-in-law
parent/stepparent great-grandchild brother-in-law
sister/stepsister aunt son-in-law
brother/stepbrother uncle daughter-in-law
child/stepchild niece dependent
Near relatives shall also include persons who fall into the above categories by a
previous marriage or adoption.
3.2 Supervisory Relationship means a supervisor-subordinate relationship between
near relative employees, whether direct or indirect, that has the ability to impact
the terms and conditions of employment, including, but not limited to,
appointment, transfer, promotion, demotion, layoff, suspension, termination,
recall, work assignments, performance evaluations, merit increases, training, or
any other administrative action that may affect an employee; or near relatives
reporting to the same immediate supervisor.
4.0 POLICY
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Policy 1.6, Nepotism
OCSD 18-18-29
4.1 It is the policy of OCSD not to discriminate in its employment and personnel
actions with respect to its employees and applicants on the basis of marital and
familial status.
4.2 Notwithstanding the above statement, OCSD retains the right to refuse to appoint
a person to a position in the same department, division or facility, wherein his or
her relationship to another employee has the potential for creating an adverse
impact on supervision, safety, security, or morale, or involves a potential conflict
of interest. The department head shall have the authority and responsibility for
determining if such a potential for adverse impact exists or does not exist.
4.3 Near relatives of employees or of members of the Board of Directors shall not be
hired, promoted or transferred into positions in which one near relative may
supervise, directly or indirectly, any other relative, or work in a capacity which
would allow an employee to evaluate or control the terms, conditions or
performance circumstances of employment of a near relative.
4.4 Near relatives of members of the Board of Directors shall not be employed in any
position where there is a potential for adversely impacting the safety, security,
morale or efficiency of supervision of other employees, or in which there may be
created a potential conflict of interest.
4.5 No person shall be appointed, promoted, demoted, flexibly placed, or
transferred to any position, whether exempt, permanent, provisional, acting,
part-time, or temporary, in any division of any department, where such person's
near relative already holds a position which would create a supervisory
relationship.
4.6 No employee shall interview, recommend, or in any way be involved in the
selection or disciplinary process of his or her near relative.
4.7 All current employees of OCSD on the effective date of this policy will not be
allowed to remain in positions where they are in a supervisory relationship with
a near relative, except in those situations where a direct level of supervision or
the ability to impact the terms or conditions of employment of a relative does
not occur.
4.8 There shall be no appointments to any position at OCSD of a near relative of any
member of the Board of Directors or Executive Management Team without the
express written approval of the Chair of the Board of Directors and the General
Manager.
4.5 Any individual having appointive power shall not appoint or promote any of their
near relatives to any position at OCSD.
4.10 Hiring, reinstatement, promotion or transfer which will result in near relatives of
employees working in the same department may be permitted, but only in such
cases where direct supervision or the ability to impact the terms or conditions of
employment of the near relative does not exist.
4.11 In cases whereby persons who are near relatives are employed in the same
department, action shall be taken by the Department Head, Division Manager, or
Supervisor to protect against situations which:
• may interfere with response to public health emergencies;
• may adversely impact working conditions;
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Policy 1.6, Nepotism
• may jeopardize confidentiality; and,
• may suggest a conflict of interest.
4.12 Remedies to the cases referred to in Section 4.11 may include, but are not
necessarily limited to, shift change, reassignment to another position or location,
transfer, or a case-by-case basis, possible termination of one of the involved
employees.
4.13 All appointments, transfers or promotions of near relatives under this policy will
be evaluated under guidance of this policy and in terms of the extent to which the
relationship could have an adverse effect on the operations of OCSD. This policy
does not necessarily preclude the near relative or an OCSD employee applying
for an OCSD position or promotion. The policy provides that the General
Manager, or designee, may withhold approval to appoint a relative if such an
appointment is not in the best interest of OCSD or does not follow this policy.
4.14 In those cases in which the aforementioned relationships exist, or in which
employees marry or acquire a covered relationship, the Human Resources
Department shall be responsible to ensure that work assignments are made or
other steps taken so as to avoid conflicts of interest or violation of this policy. If
no conflict of interest exists because employees have no working
interrelationship, supervisory or evaluative control over one another, no action
shall be necessary. If conflict exists, action may include reassignment to another
position, work location, or work shift. If such reassignment or other alternative is
not deemed appropriate by OCSD, one of the conflicted individuals may have to
resign or be terminated.
4.15 Employees are responsible for immediately notifying their supervisor or the
Human Resources Department of an impending marriage or the establishment of
a near relative relationship with another employee of OCSD as specified in
Section 3.1.
4.16 No persons who have a near relative working at OCSD may be hired without the
approval of the General Manager, or designee. No OCSD employee who is
related to any other OCSD employee may be transferred or promoted within
OCSD without the approval of the General Manager, or designee.
4 17 The General Manager is responsible for enforcing this policy with the assistance
of the Human Resources Department.
4.18 OCSD reserves the right to take action when relationships or associations of
employees impact its mission.
4.19 OCSD retains the right to refuse to place a relative under the direct supervision
of an OCSD employee, or 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.
4.20 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.
4.21 Except as otherwise provided by law or this policy, no employee, prospective
employee or applicant shall be excluded from the competitive hiring and
examination process or 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.
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Policy 1.6, Nepotism
5.0 PROCEDURE
5.1 OCSD employees shall submit the Near Relative Notification form, which is
attached to this policy, to the Human Resources Department within 30-days of
the effective date of this policy, if they currently have near relatives working for
OCSD or within 30-days of becoming a near relative of another OCSD employee.
Failure by an employee to complete and submit the required Near Relative
Notification to the Human Resources Department may be grounds for disciplinary
action, up to and including termination of employment.
5.2 If the Human Resources Department determines that employment of near
relatives in a supervisory relationship violates this policy, the Human Resources
Department may transfer one of the employees to a vacant position in another
division or department for which he or she is qualified. The determination of
which employee will be transferred will be based upon the promotion of effective
and efficient operations of OCSD. Transfer must be to the same or equivalent
position in another department without loss of classification, salary or benefits to
the employee who is transferred.
63 Any employee, contractor, or member of the Board of Directors who knowingly
violates this policy may be subject to disciplinary action, up to and including the
cessation of the respective relationship with OCSD.
54 In cases involving a near relative of a member of the Board of Directors, the
matter will be referred to the Steering Committee, General Manager, and General
Counsel for resolution.
6.0 EXCEPTIONS
fi_1 The General Manager may authorize exceptions to this policy whenever he or
she determines that the best interests of OCSD so require. If an exception is
granted, it shall be in writing and a copy placed in the employee's personnel
file.
7A PROVISIONS AND CONDITIONS
8.0 RELATED DOCUMENTS
8 1 Near Relative Notification Form
8.2 Policy 1.4, Recruitment&Selection
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Orange County Sanitation District
NEAR RELATIVE NOTIFICATION
EMPLOYEE INFORMATION
Employee Name:
-I
Job Title: Phone Number:
Department: I Division:
NEAR RELATIVE INFORMATION
Near Relative Name:
Job Title: Relationship:
Department: Division:
Check all that apply:
1. None: ❑
2. Supervisory Relationship: ❑ Direct ❑ Indirect ❑ Same supervisor
3. Sharing of Duties: ❑ On the same work assignment ❑Related work assignments
4. Other(identify):
Note: Attach separate sheet for additional Near Relatives.
I hereby certify that this is a true and correct statement and that I have identified all of
my near relatives who work for the Orange County Sanitation District in any and all
capacities.
Signature: Date:
OCSD 18-18-33
Orange County policy Number: 1.7
Sanitation District
Personnel Policies Effective Date: September 26, 2018
Subject: At-Will EMT Employment Supersedes: June 17, 2008
Agreements
Approved by: General Manager
1.0 PURPOSE
1.1 The purpose of this policy is to establish uniform guidelines and procedures for the General
Manager's administration of Orange County Sanitation District's (OCSD)At-Will Agreement
with Executive Management Team (EMT) members.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to EMT members only.
3.0 DEFINITIONS
3,1 At-Will is an employment status that either party may terminate at any time. An employer can
terminate the employment of an EMT member with or without cause if there is no express
contract for a definite term governing the employment relationship.
3,2 Executive Benefits Structure is a benefits package exclusively for EMT members who
elected to remain on this previous model, in which the total benefits elected by the employee
provide a value not to exceed thirty-seven percent(37%) of base salary. This includes
healthcare insurance, paid leave, disability and life insurance, employer-paid pension
contributions, and any elective benefits.
4.0 POLICY
4.1 The General Manager is authorized to employ EMT members on an At-Will basis. The
employment status shall be memorialized by a written employment agreement known as an
"At-Will Agreement," and signed by the General Manager and the EMT member,
acknowledging that the At-Will employee shall serve at the pleasure of the General
Manager.
4.2 The General Manager is authorized to periodically adjust the rate of compensation and
benefits for EMT members who have signed an At-Will agreement in accordance with Board
Resolution No. OCSD 16-27.
4.3 EMT members hired or promoted after September 23, 2015, will receive organizational
benefits as described in OCSD Policy 4.1 Insurance, and authorized in Board Resolution
No. OCSD 16-27, with the exception of those EMT members who made a one-time
irrevocable election to remain on the executive benefits structure providing a value of 37% of
an incumbent's compensation, as approved by Board Resolution No. OCSD 15-20.
5.0 PROCEDURE
5.1 Notwithstanding any other provisions of this policy or any prior Board action, the General
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Policy 1.7, At-Will EMT Employment Agreements
OCSD 18-18-34
Manager may provide for compensation agreements for EMT members, as well as
severance agreements, in accordance with the following guidelines:
5.1.1 Salary must be negotiated within the approved salary range and micro-step
placement identified for the classification.
5.1.2 Annual merit increases may be considered and awarded by the General
Manager based on performance goals and in alignment with the Board-approved
micro-steps of the EMT pay grades, not to exceed 5% annually.
5.1.3 Severance packages will not exceed six(6) month's salary.
5.1.4 The total benefits package offered to each EMT member(e.g. medical, dental,
vision coverage, retirement, LTD, STD, life insurance, personal leave, etc.)will
be based on OCSD Policy 4.1 Insurance and Board Resolution No. OCSD 16-27.
5.1.4.1 For EMT members who made the one-time election to remain on the
executive benefits structure, the value of all benefits shall not exceed
thirty-seven percent(37%) of the incumbent's compensation.
5.1.5 The value of the total compensation package will be evaluated against the
market. Adjustments will be considered where market comparisons and other
factors indicate they would be appropriate, and results reported to the
Administration Committee. Market is determined using an Executive
Management Compensation and Benefits Survey of OCSD's comparison
agencies.
5.2 General Counsel shall approve each employment At-Will agreement as to form.
6.0 EXCEPTIONS
7.0 PROVISIONS AND CONDITIONS
7.1 Employees who are hired or promoted into the Executive Management Team will be placed
on an At-Will employment agreement.
7.2 Each At-Will employment agreement will be agreed upon between the General Manager and
the Executive Management employee in accordance with the guidelines outlined in this
policy.
8.0 RELATED DOCUMENTS
8.1 Policy 1.4, Recruitment & Selection
8.2 Policy 4.1, Insurance
8.3 Board Resolution No. OCSD 15-20
8.4 Board Resolution No. OCSD 16-27
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Policy 1.7, At-Will EMT Employment Agreements
OCSD 18-18-35
Orange County policy Number: 1.8
Sanitation District
Personnel Policies Effective Date: September 26, 2018
Subject: Business Ethics Supersedes: July 19, 2010
Approved by: General Manager
1.0 PURPOSE
1.1. The purpose of this policy is to establish uniform guidelines and procedures for issues
related to business ethics.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1. This policy applies to all Orange County Sanitation District (OCSD) employees.
3.0 DEFINITIONS
3.1. Conflict of Interest means a conflict that arises when an OCSD employee, or member of
his or her immediate family, has a Financial Interest or a Significant Non-Financial
Interest in any decision or other action that the employee may take in the course of his or
her duties.
3-2 Designated Positions are those positions identified in OCSD's Conflict of Interest Code.
3.3 Financial Interest has the same meaning set forth in the Political Reform Act,
Government Code Section 87103 and its implementing regulations.
3A Gift has the same meaning set forth in the Political Reform Act, Government Code
Section 81000 et seq. and regulations adopted thereunder, 2 Cal. Code of Regulations
18109 et seq.
3-5 Immediate Family Member is defined as the employee's father, step-father, father-in-law,
mother, step-mother, mother-in-law, brother, step-brother, sister, step-sister, husband,
wife, domestic partner, biological child, step-child, adopted child, child of a domestic
partner, step parent, grandchild, grandparent, foster parent, foster child, legal guardian,
or any family member with whom the employee resides.
3.6 Significant Non-Financial Interest means a significant personal interest in any decision or
other action, other than a Financial Interest, that could compromise the employee's duty
of loyalty to OCSD.
4.0 POLICY
4.1. OCSD employees shall conduct their duties with disinterested skill, zeal, and diligence for
the benefit of OCSD and the public that OCSD serves.
6.0 PROCEDURE
5.1. Conflicts of Interest: OCSD employees shall not participate in any decision, or take any
other type of action, in which they have a Conflict of Interest. When considering potential
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Policy 1.8, Business Ethics
OCSD 18-18-36
Conflicts of Interest, OCSD employees shall strive to avoid even the appearance of
impropriety.
5.2. Gifts: OCSD employees shall not receive, directly or indirectly, any Gift from any source
that provides goods or services to OCSD under a current contract or any source that
intends to bid on an OCSD contract for goods or services in the foreseeable future.
Notwithstanding the foregoing, employees may accept the following items from existing
and potential contractors:
5.2.1. Food and drinks of nominal value in the ordinary course of OCSD business;
5.2.2. Unsolicited promotional items of nominal value; and
5.2.3. Incidental transportation, provided that the transportation is furnished in
connection with the employee's official duties and of a type customarily provided.
5.3. Return of Gifts: A Gift that is prohibited by this policy shall be returned to the donor. If the
employee cannot return the Gift to the donor, the Gift shall be reported to the employee's
supervisor and donated to a public or charitable organization.
5.4. Relationships with Contractors and Customers: Employees that supervise contractors
and/or interact with customers must, at all times, act in an impartial manner without bias
or favoritism. Employees shall not grant any special consideration, advantage, or
treatment to any contractor or customer beyond that generally available to others in the
same or similar circumstances
5.5. Disclosure of Significant Personal Relationships with Contractors and Customers: Each
OCSD employee must promptly disclose any Significant Personal Relationship, as
defined below, that the employee may have with any contractor that the employee
supervises, and/or any customer that the employee regulates or otherwise interacts with
during the course of the employee's duties.
5.5.1. For purposes of this section 5.5, the term "Significant Personal Relationship"
means (1)a romantic or intimate relationship, (2) a relationship within the
employee's immediate family; (3) a relationship that involves one or more joint
business ventures and/or joint ownership of real property or personal property of
significant value, and (4) any other especially close personal relationship that
may give rise to actual or apparent favoritism, bias, or preferential treatment.
5.5.2. Employees must disclose Significant Personal Relationships to their supervisors,
manager or the Human Resources Division immediately by completing a
Significant Personal Relationship Disclosure Form.
5.5.3. Upon disclosure, OCSD will work with the employee to determine whether it is
appropriate and possible to adjust work assignments, or take other action to
eliminate any actual or apparent conflict of interest.
5.6. Use of OCSD Assets: Employees shall not use or permit the use of OCSD assets for
personal gain or any purpose other than OCSD business. OCSD"assets" include, but
are not limited to, OCSD facilities, equipment, stationary, records, mailing lists, supplies,
badges, vehicles, real and personal property, and employee staff time. Employees shall
not conduct any personal business during work hours (unless expressly authorized such
as internet usage during breaks/lunch periods), or direct any other employee to conduct
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Policy 1.8, Business Ethics
OCSD 18-18-37
personal business on their behalf during scheduled work hours.
5.7. Confidential Information: OCSD employees shall not willfully and knowingly disclose to
any other person, confidential information acquired in the course of OCSD employment.
J., Ethics Training: Employees holding Designated Positions must attend at least two(2)
hours of ethics training every two (2) years and submit the associated certificate of
attendance to the Clerk of the Board by April 1 of the year that training is due.
5.9. Legal & Regulatory Compliance: OCSD employees are bound to uphold the Constitution
of the United States and the Constitution of the State of California, and to carry out the
laws of the nation, state and local government agencies, and the ordinances, resolutions,
rules, policies and procedures of the OCSD.
5.10. Public Interest &Conduct: OCSD employees are bound to observe the highest standards
of morality and to perform the duties of their position regardless of personal
consideration, recognizing that the public interest must be of primary concern and that
their conduct must be above reproach.
6a1) EXCEPTIONS
7.0 PROVISIONS AND CONDITIONS
8.0 RELATED DOCUMENTS
8.1. Political Reform Act, Government Code Section 81000 et seq., and regulations adopted
thereunder, 2 Cal. Code of Regulations 18109 et seq.
8.2. OCSD Conflict of Interest Code
8.3. Significant Personal Relationship Disclosure Form
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Policy 1.8, Business Ethics
OCSD 18-18-38
_ Orange County Policy Number: 1.9
Sanitation District
Personnel Policies Effective Date: September 26, 2018
Subject: Layoff Procedure Supersedes: June 8, 2011
Approved by: General Manager
1.0 PURPOSE
1.1. The purpose of this policy is to establish uniform guidelines and procedures for layoff.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1. This policy applies to all current Orange County Sanitation District (OCSD) employees
regardless of their organizational unit.
3.0 DEFINITIONS
3.1. Layoff means the involuntary release of an employee due to lack of work or lack of funds,
as determined by OCSD management.
4.0 POLICY
4.1. It is OCSD policy to avoid layoffs if possible. In the event layoffs are necessary, the
procedures in this policy shall be followed.
5.0 PROCEDURE
5.1. Notification of Layoff. If, in the sole discretion of OCSD management, personnel
reductions are necessary, layoff order and recall lists shall be developed based upon job
classification, priority of function,job performance, individual qualifications and seniority.
Employees subject to layoff shall be provided with at least two (2) weeks notification in
writing whenever possible.
5.2. Request for Voluntary Demotion. Employees in classifications subject to layoff may
request a voluntary demotion to any previously held position for which they remain
qualified. Such request must be made in writing to the Human Resources Department
within five(5) days of receipt of the Layoff Notice. The salary of an employee who
voluntarily demotes shall be unchanged, except that it may not exceed the top step of the
range for the lower level classification.
5.3. Recall Lists. Recall lists shall be developed for all classifications experiencing personnel
reductions, and shall be maintained for a period of two (2) years from the date of layoff.
Individuals shall be placed on the list in the inverse order of layoff, so that the last person
laid off is the first recalled. When a vacancy occurs in a classification for which a recall list
exists, an offer of reemployment shall be made to the individual on the top of the list.
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Policy 1.9, Layoff Procedure
OCSD 18-18-39
That individual must respond to the offer within five(5) days, or the offer shall be made to
the next person on the list. An individual who either does not respond or refuses three
(3) consecutive offers shall have his/her name removed from the list.
6.0 EXCEPTIONS
7.0 PROVISIONS AND CONDITIONS
7.1. Layoff Notification and Responses. All layoff notifications and responses must be in
writing and delivered either in person or by Certified Mail. It is the responsibility of all
employees to keep the Human Resources Department informed of their current address,
or where they may be contacted.
8.0 RELATED DOCUMENTS
8.1. Policy 1.10, Employee Separation
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Policy 1.9, Layoff Procedure
OCSD 18-18-40
Orange County Policy Number: 1.10
R` " Sanitation District
Personnel Policies Effective Date: September 26, 2018
Subject: Employee Separation Supersedes: November 14, 2011
Approved by: General Manager
1.0 PURPOSE
1 1 The purpose of this policy is to establish uniform guidelines and procedures for
processing employee separations.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all current Orange County Sanitation District(OCSD)employees
regardless of their organizational unit.
3.0 DEFINITIONS
3.1 At-Will is an employment status that either party may terminate at any time. An employer
can discontinue the employment of an At-Will employee with or without cause if there is
no express contract for a definite term governing the employment relationship.
32 Consolidated Omnibus Budget Reconciliation Act(COBRA) is a federal law that gives
employees and dependents who lose their group health insurance the right to elect to
continue health insurance coverage for eighteen (18) or thirty-six(36) months under
certain circumstances.
3.3 Dismissal is a separation from OCSD employment of a regular employee initiated by
OCSD for just cause or the separation of an At-Will employee.
3.4 Exempt employees are those employees who are not covered by the minimum wage and
overtime provisions of the Fair Labor Standards Act, as amended. Such employees are
considered exempt by virtue of their duties in conformance with the Act's definition of
executive, administrative and professional responsibilities.
3.5 Layoff is the involuntary release of an employee due to lack of work or lack of funds.
3.5 Non-Exempt are those 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.
3.7 Resignation is a voluntary separation, including: resignation with or without notice; an
unauthorized absence of three (3) or more consecutive working days; failure to return
from leave of absence as arranged; or failure to return from layoff upon recall.
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Policy 1.10, Employee Separation
OCSD 18-18-41
3.8 Termination Date is considered to be the last day actually worked by an employee
irrespective of any additional pay they may receive.
4.0 POLICY
4.1 The General Manager, Executive Management Team (EMT)members, new-hire
probationary employees, and student interns serve At-Will and may be released from
employment without cause or recourse to any appeal or grievance procedures
4.2 It is OCSD's policy to provide consistent guidelines for the administrative separation of
individuals from OCSD employment consistent with positive employee relations practices.
4.3 Employees may be separated due to a resignation, layoff, or dismissal.
5.0 PROCEDURE
51 Notice. If separation is due to layoff, the employee will be given at least two(2) weeks
notice. At OCSD's discretion, the employee may be expected to continue to work during
this period. The layoff notice requirement does not affect At-Will employees.
52 Employees resigning from OCSD are expected to give at least two(2) weeks advanced
written notice prior to leaving. Employees who fail to provide two(2)weeks written notice
in advance of resigning shall be prohibited from being rehired at OCSD without approval
from the Director of Human Resources or designee. A voluntary written resignation of
employment with OCSD is irrevocable after seventy-two(72) hours from the receipt of the
resignation except by approval of the Human Resources Department-
5 3 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. Pay may be provided in lieu of notice depending on the
employee's length of service.
54 Management Approvals. When an employee is released for reasons other than
dismissal,written approval will be required from the Director of Human Resources, or
designee, 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.
5.5 Change of Status. The immediate supervisor of the separating employee, or Human
Resources is responsible for initiating the Employee Status Change form and designating
the appropriate separation category.
5.6 Final Paycheck. Payroll 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.
5.7 Exit Interview. All separating employees will be asked to participate in 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 OCSD, identify possible
grievances, or explain the reasons for layoff or release. An additional goal of the exit
interview is to retain the goodwill of the employee towards OCSD and to review all
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Policy 1.10, Employee Separation
OCSD 18-18-42
benefits available to the separating employee.
5.8 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 OCSD
property of shall be returned to the employee's supervisor or Human Resources prior to
the last day of employment.
6.0 EXCEPTIONS
7.0 PROVISIONS AND CONDITIONS
7 1 Benefits Eligibility
7.1.2 Severance Pay. 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 two (2)weeks prior to the effective separation date. Unless
otherwise stipulated in the employee's affiliated bargaining unit Memorandum of
Understanding, the employee will be entitled to severance pay in accordance
with the formula set forth below:
7.1.2.1 Full-time, regular employees shall be entitled to eight (8) hours pay for
each full calendar month of continuous employment not to exceed one
hundred sixty(160) hours pay, or as may be determined by the General
Manager.
7.1.3 Employees in part-time positions, student interns, probationary employees, and
employees who are separated for cause are not eligible for severance pay under
any circumstances.
7.1.4 Vacation, Personal Leave, and Compensatory Time. When an employee is
separated for any reason, they will receive payment for all accrued vacation,
personal leave, and banked compensatory time earned but not taken.
7.1.5 Sick Leave. Payment will be made to the separating employee for accrued,
unused sick leave hours according to the following schedule:
Accrued Sick Leave Rate of Payoff
Hours
101 to 240 hours 25%
241 to 560 hours 350%
Over 560 hours 50%
7.1.6 Employees who retire or spouses of employees who decease shall be paid for all
accrued and unused sick leave hours, as follows:
Years of Service Rate of Payoff
Less than 20 years of service 75%
20 or more years of service 100%
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Policy 1.10, Employee Separation
OCSD 18-18-43
7.1.7 Cancellation of Benefits and Insurance Conversion. All employee benefits will
cease upon the date of termination. 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. Upon reaching the end of the month in which the termination date
occurs, these benefit coverages will cease.
7 1.8 Health Insurance. Employees separated from employment may be eligible to
continue their medical, dental, vision, and employee assistance insurance
program benefits in accordance with the provisions of COBRA.
8.0 RELATED DOCUMENTS
8.1 Policy 1.7, At-Will EMT Employment Agreements
8.2 Policy 3.3, Leave of Absence With Pay
8.3 Policy 5.18, Use of District Property
8.4 Policy 5.2, Discipline
5 5 Financial Management Policy and Procedure(Number 301-3-1)
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Policy 1.10, Employee Separation
OCSD 18-18-44
Policy Number: 1.11
Orange County y
Sanitation District
Personnel Policies Effective Date: September 26, 2018
Subject: Temporary and Contract Supersedes: NIA
Worker
Approved by: General Manager
1.0 PURPOSE
1.1 The purpose of this policy is to establish uniform guidelines and procedures for hiring
temporary and contract workers so that the Orange County Sanitation District(OCSD)
can make appropriate management decisions, administer programs, and satisfy legal and
compliance requirements.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all current Orange County Sanitation District(OCSD) managers and
supervisors who utilized temporary and contractor workers.
3.0 DEFINITIONS
3.1 Temporary Worker(s)—An individual who is employed with a staffing agency(labor
supplier)and whose assignment with OCSD is limited to 1,600 hours per year.
32 Contract Worker(s)— A worker who provides services pursuant to a contract agreement
for services and who is not entitled to an employee status.
4.0 POLICY
4.1 Temporary and Contract Workers may be hired without following OCSD Policy 1.4,
Recruitment and Selection.
42 The service of a Temporary or Contract Worker may be discontinued by an OCSD
management representative or the Director of Human Resources (or designee) at any
time.
4.8 Temporary and Contract Workers are not granted preferential treatment based on their
relationship with OCSD if they apply for a permanent position with OCSD.
44 Temporary Workers shall be provided rest periods and non-paid lunch breaks as
required by law.
45 Contract Workers shall determine on their own or through their contract employer the
provisions of meal and rest periods required by law.
4.6 OCSD retirees may not return to OCSD as a Temporary or Contract Worker for 180
days following their date of retirement from OCERS.
4.7 Temporary and Contract Workers are not in a collective bargaining unit and are not
entitled to any of the contract rights granted to represented OCSD employees.
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Policy 1.11 Temporary and Contract Workers
OCSD 18-18-45
4.7.1 They are not eligible for OCSD fringe benefits (medical, dental, sick leave,
vacation, paid holidays, comp time, etc.), salary increases, reclassification,
or for shift differential or special pay.
4.7.2 They are not entitled to membership in Orange County Employee Retirement
System or any other deferred compensation benefit plan through OCSD.
4.8 Before Temporary and Contract Workers are used,the hiring division must ensure that
the utilization of the worker is essential, and the work assignment cannot be performed
by regular OCSD employees.
4.9 Temporary Workers
4.9.1 It is the responsibly of the hiring division to budget for, and ensure that funds
are available within the Board-approved annual temporary services budget prior
to requesting a temporary worker.
4.9.2 The maximum duration for any Temporary Worker assignment is one (1) year.
Temporary Workers are hired in six(6) month increments.
4.9.3 The documentation to request a Temporary Worker assignment must be
submitted to the Human Resources Department.
4.9.4 Divisions are not authorized to directly hire Temporary Workers without the prior
approval of the Director of Human Resources (or designee).
4.10 Contract Workers
4.10.1 The division hiring authority must notify the Human Resources Department of all
intended contracts that involve Contract Workers through a Professional Services
agreement.
5.0 PROCEDURE
5.1 Temporary Workers
5.1.1 The division hiring authority must coordinate temporary staffing with the Human
Resources Department.
5.1.2 The division hiring authority requesting a Temporary Worker must complete, in
detail, through a request for temporary staff form.
5.1.2.1 The completed form must be submitted and approved by the Director of
Human Resources (or designee).
5.1.3 If an interview is needed (in person or over the phone) a Human Resources
representative presence is not required.
5.1.4 The division hiring authority will not contact the temporary staffing agency to
request temporary staff, negotiate bill rates, or renew contracts.
5.1.5 Human Resources will make all arrangements with the temporary staffing agency
and notify the appropriate hiring authority of the Temporary Worker's name and
start date.
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Policy 1.11 Temporary and Contract Workers
OCSD 18-18-46
5.1.6 The hiring authority should submit a service desk request to the Information
Technology Division (250)for a computer, network/internet access (if applicable)
and programs as well as a telephone/voicemail for the Temporary Worker prior to
the Temporary Worker's start date.
5.1.7 The hiring authority must notify the Human Resources Department when the
Temporary Worker assignment has ended.
5.1.8 It is the responsibility of each division to verify the accuracy of invoices submitted
to include actual hours worked and rate charged to OCSD.
5.1.9 Temporary Worker time off requests should not be reviewed or approved by
OCSD employee, rather provided directly from the Temporary Workers' staffing
agency.
5.1.10 Temporary Worker timecards must be completed by the manager or supervisor
they are assigned to work for.
5.1.11 OCSD Employees are not authorized to sign timecards for Temporary Workers.
5.1.12 Temporary assignments will terminate on the date indicated on the original
request or upon completion of 1,600 work hours in a one-year period, whichever
comes first, unless discontinued earlier by an OCSD management representative
or the Director of Human Resources (or designee).
5.1.13 If an extension is requested, attach a copy of the original request to the extension
request form, obtain the necessary approval signatures (Department Manager&
Department Head) and forward to Human Resources Director(or designee) for
approval.
5.1.14 Signed extension requests must be submitted to Human Resources Department
two(2)weeks prior to the end date indicated on the original temporary services
request form
5.2 Professional Services Agreements (Contract Workers)
5.2.1 The division hiring authority requesting contract workers must work through the
formal procurement process established by Purchasing and Contract
Administration Division.
5.2.2 The hiring authority should submit a service desk request to the Information
Technology Division (250)for a computer, network/internet access (if applicable)
and programs as well as a telephone/voicemail for the contract worker prior to
the temporary worker's start date.
5.2.3 It is the responsibility of each division to verify the accuracy of invoices submitted
to include actual hours worked and rate charged to OCSD.
5.2.4 Contract Worker timecards must be completed by the manager or supervisor
they are assigned to work for.
5.2.5 OCSD Employees are not authorized to sign timecards for Contract Workers.
5.2.6 Contract Worker assignments will terminate on the date indicated on the
contract, unless discontinued earlier by an OCSD management representative or
the Director of Human Resources (or designee).
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Policy 1.11 Temporary and Contract Workers
OCSD 18-18-47
6.0 EXCEPTIONS
7.0 PROVISIONS AND CONDITIONS
8.0 RELATED DOCUMENTS
8.1 Injury and Illness Prevention Program
8.2 Temporary Staffing Services—Request Form
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Policy 1.11 Temporary and Contract Workers
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Orange County Policy Number: 1.12
_ Sanitation District
Personnel Policies Effective Date: September 26, 2018
Subject: Student Internship Supersedes: N/A
Program
Approved by: General Manager
1.0 PURPOSE
1.1 The Orange County Sanitation District's (OCSD) Student Internship Program offers
opportunities for undergraduate, graduate, and vocational students.
1 2 An internship is designed to provide career-related work experience, workplace readiness
skills, and an understanding of different career opportunities to supplement and enhance
a student's academic and vocational studies.
1.3 OCSD's Student Internship Program helps to develop and prepare the future workforce in
our community. The program can be part of a student's educational plan to explore a given
career path that integrates classroom study with planned, supervised work. It will enable
the intern to experience the daily challenges and rewards of public service, and the ability
to explore opportunities in a variety of disciplines, including: Engineering; Wastewater
Operations and Collections; Mechanical, Instrumentation and Electrical Maintenance;
Information Technology; Laboratory and Ocean Monitoring; Public Affairs; and Human
Resources
2.0 ORGANIZATIONAL UNITS AFFECTED
2 1 This policy applies to all OCSD undergraduate, graduate, and vocational interns.
3.0 DEFINITIONS
3.1 Undergraduate and Graduate Internships are internships in which undergraduate and
graduate students obtain valuable experience in professional occupations related to
their field of study.
3.2 Vocational Internships are internships in which vocational students gain valuable
experience in trade occupations by rotating through different areas of the plant,
including: Wastewater Operations, Mechanical Maintenance, Collections& Rebuild, and
Instrumentation & Electrical Maintenance.
4.0 POLICY
4.1 WORK HOURS
4.1.1 The following restrictions apply to work hours for student interns:
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Policy 1.12, Student Internship Program
OCSD 18-18-49
4.1.1.1 Work hours will be established between the intern and division
manager(or designee), and should be between core hours
whenever possible.
4.1.1.2 Interns are not authorized to work overtime or to perform
unsupervised work under any circumstances.
4.1.1.3 Interns are not authorized to work beyond the maximum hours in a
work week, which is defined as:
4.1.1.3.1 A maximum of 20 hours per work week for undergraduate
and graduate students; and
4.1.1.3.2 A maximum of 28 hours per work week for vocational
interns.
4.1.1.4 The schedule for vocational interns is Monday through Thursday.
The hours are from 6:OOAM to 1:30PM (may be 7:OOAM to 2:30PM
during training and some assignments) with a '/z hour
uncompensated meal break.
5.0 PROCEDURE
5.1 GOALS
5.1.1 Listed below are several different goals that OCSD expects to accomplish with
the program. These goals reflect OCSD's desire to help students give back to the
community, and provide a means to prepare the future workforce.
5.1.1.1 Provide meaningful career-related knowledge and on-the-job
experience to students, through a paid internship.
5.1.1.2 Expose students to real-world challenges and trends in various
occupations.
5.1.1.3 Enable the student to establish effective working relationships and
build a professional network with subject matter experts.
5.1.1.4 Provide firsthand knowledge and understanding of government
processes and OCSD's Core Values.
5.1.1.5 Help educate communities, universities, and colleges on
environmental protection issues.
5.1A1 6 Provide awareness of opportunities and requirements in a chosen
career field in the public sector.
5.1.1.7 Broaden the student's skills and competencies to meet the future
workforce needs for OCSD and other public agencies.
5.1.1.8 Promote collaboration between public sector employers and
educational institutions to support workforce development.
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Policy 1.12, Student Internship Program
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5.1.1.9 Promote OCSD as an employer of choice among students,
universities, colleges, and the community.
5.1.1.10 Integrate the student as a contributing member of OCSD.
52 TERMS AND CONDITIONS
5.2.1 OCSD, in its sole discretion, reserves the right to modify, revise or eliminate this
program at any time. Participation in the program is contingent upon meeting the
established eligibility requirements, and may continue if OCSD's workload
dictates a need.
5.2.2 Interns are not considered regular employees and therefore are not eligible for
organizational benefits including but not limited to retirement, insurance
coverage, and accrued or paid time off; except for sick leave provided in
accordance with California's Paid Sick Leave Law and as outlined in this policy.
5.2.3 Student interns are considered at-will positions and are is subject to the following
terms and conditions:
5.2.3.1 Students selected for an internship must successfully complete a
pre-employment screening process, which may include: background
investigation, drug screening, and physical exam.
5.2.3.2 Participation in the program does not constitute an employment
contract nor does it guarantee employment with OCSD upon
completion of the program.
5.2.3.3 Interns will receive an orientation and general safety training, as
necessary. Intern work assignments will not be made until the
orientation and all necessary safety training are completed.
5.2.3.4 Interns are not authorized to attend any training outside of the
required safety training.
5.2.3.5 Upon successful completion of an internship, students may apply for
an internship in a different division/department within OCSD.
5.2.3.6 Intern experience qualifies as professional experience to meet
employment standards for OCSD positions.
5.2.3.7 If applicable, uniforms and/or personal protective equipment (PPE)
such as safety boots, goggles, and hard hats must be worn in all
specified areas.
5.2.3.8 Undergraduate and graduate internships end when the student has
worked the total number of hours requested by the division through
the budget process or 12 months, whichever comes first.
5.2.3.8.1 Department Heads may request to extend the duration
of a student internship for an additional 12 months
subject to budget approval. No internship shall exceed a
total duration of 24 months.
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Policy 1.12, Student Internship Program
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5.2.3.9 Vocational internships are 52 weeks and consist of a 1-week
Orientation and 51 weeks of Rotation Assignments.
5.3 ELIGIBILITY
5.3.1 This section applies to all student interns:
5.3.1.1 Students must be enrolled in a college, university or vocational
school to be eligible to participate in the program.
5.3.1.2 Students must be in "good standing" at their school, and maintain a
GPA of 2.0 or better to remain in the internship program
5.3.1.3 Students must be at least 18 years of age and legally authorized to
work in the United States.
5.3.1 A Students may be required to provide a letter of recommendation from
a professor as part of their application process.
5.3.1.5 Students must have satisfactory performance and attendance, and
will be evaluated throughout the internship to determine eligibility to
continue in the program.
5.3.1.6 Students must submit a"student verification"or verification of
enrollment from the registrar's office to establish a pay rate based on
academic level, as applicable, and as proof of enrollment.
Verifications are required each semester.
5.3.1.7 Students are eligible to remain in the internship program throughout
the year(including during school breaks) if they are enrolled as a full-
time student in fall and spring semester, or during the four quarters
of the year, and if OCSD's workload dictates a need.
5.3.2 These additional sections apply to undergraduate/graduate student internships:
5.3.2.1 Students must be enrolled full-time in a four-year undergraduate
program or a graduate program that is in a field of study related to
the internship for which they are applying.
5.3.2.2 Students must have at least one (1) year remaining in school at the
beginning of their internship.
5.3.2.3 Students enrolled in an undergraduate program must be at junior
level status or above, which is the timeframe when students
undertake upper-division core courses.
5.3.3 These additional sections apply to vocational student internships:
5.3.3.1 Students must have completed at least six (6) units within a college,
university, or vocational school's Water Utility Science Program, or
related field of study, to ensure that students being considered are
interested and committed to working in the wastewater industry.
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OCSD 18-18-52
5.3.3.2 Students must be enrolled in at least three(3) units in the Water
Utility Science Program at Santiago Canyon College or comparable
class at another educational institution for the duration of the
internship.
5.4 APPLICATION PROCESS
5.4.1 Recruiting
5.4.1.1 Recruiting for internship positions differs in several respects from
OCSD's traditional recruitment process:
5.4.1.1.1 Internships may be posted on local college, university,
technical and vocational school (as applicable) websites.
5.4.1.1.2 Internships may be posted to intern-specific job websites.
5.4.1.1.3 OCSD may work with college career centers and faculty to
outreach to potential internship candidates.
5.4.1.1.4 OCSD may participate in college, university, and school
campus events like job fairs and utilize bulletin boards and
other communication methods for student and community
outreach about internships and careers offered through
OCSD.
5.4.2 Selecting
5.4.2.1 HR will pre-screen student applications to ensure that each
candidate meets the requirements for the internship. The HR
representative will coordinate with the hiring manager to select the
best candidates, based on academic level and area of study, from
the group of qualified individuals. HR may enlist the assistance of
career centers at the local colleges, universities, and schools to
identify and pre-screen students for available OCSD internships.
5.4.2.2 The interview panel will generally include an HR representative, and
the person that will be supervising the work of the intern. It may
include other persons, if necessary.
5.4.2.3 The student that appears to be the best overall fit will be the person
considered for the internship. The division manager(or designee) will
make the final selection.
5.4.3 Hiring
5.4.3.1 Upon receiving an official verification of enrollment from the
educational institution indicating academic level and status, the
selected student will be made an offer and will be compensated in
accordance with the current intern pay scale. This pay scale is
detailed later in this document. After the verbal offer has been made
and accepted, the student will be scheduled for the pre-employment
screening process.
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Policy 1.12, Student Internship Program
OCSD 18-18-53
5.5 WORK ASSIGNMENTS&EVALUATION
5.5.1 The nature of the work assignments given the student is one of the most
important internship components, and it should include diverse responsibilities.
5.5.2 The internship experience should provide the opportunity for the intern to learn
new skills and perform work in a real-world setting, integrating the student as a
contributing member of OCSD.
5.5.3 The work assigned should benefit the student and be a good investment of
OCSD time and resources. Providing meaningful work experiences is the focus
of the program.
56 COMPENSATION
5.6.1 Student internships with OCSD are on a paid basis and are offered as"at-will"
employment. The rate of pay is based on the type of student and the intern's
academic level in school, as listed below.
Vocational student = $15 per hour
Undergraduate student = $17 per hour
Graduate student = $20 per hour
57 PAID SICK LEAVE
5.7.1 California's Paid Sick Leave law requires OCSD to provide paid sick leave to
interns under the following conditions:
5.7.1.1 An intern begins to accrue paid sick leave at the rate of one(1) hour
of paid sick leave for every thirty(30) hours worked beginning on the
first day of the internship. An intern is not eligible to begin using any
accrued paid sick leave until after the first 90-days of their internship.
5.7.1.2 An intern is only allowed to use up to a maximum of 3-days or 24
hours of paid sick leave in a 12-month period.
5.7.1.3 An intern can only accrue paid sick leave up to a cap of 6-days or 48
hours ongoing.
5.7.1.4 Any unused accrued paid sick leave carries over year to year while
continuously working at OCSD.
5.7.1.5 In accordance with California's Paid Sick Leave law, an intern may
use 3-days or 24 hours of accrued paid sick leave in a 12-month
period for one of the following reasons:
5.7.1.6 For the intern's own diagnosis, care, or treatment of an existing
health condition or preventative care.
5.7.1.7 For the diagnosis, care, or treatment of an existing health condition
or preventative care for an intern's family member, including.-
Child(including a biological, adopted, or foster child, stepchild,
legal ward, or a child to whom the intern stands in loco parentis.)
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Policy 1.12, Student Internship Program
OCSD 18-18-54
• Spouse or Registered Domestic Partner
■ Parent(including biological, adoptive, or foster parent,
stepparent, or legal guardian of an intern or the intern's spouse
or registered domestic partner, or a person who stood in loco
parentis when the intern was a minor child.)
■ Grandparent
■ Grandchild
• Sibling.
5.7.1.7.1 To obtain any relief or services related to being a victim
of domestic violence, sexual assault, or stalking
including the following with appropriate certification of
the need for such services:
■ A temporary restraining order or restraining order.
■ Other injunctive relief to help ensure the health,
safety or welfare of themselves or their children.
■ To seek medical attention for injuries caused by
domestic violence, sexual assault, or stalking.
■ To obtain services from a domestic violence shelter,
program, or rape crisis center as a result of domestic
violence, sexual assault, or stalking.
• To obtain psychological counseling related to an
experience of domestic violence, sexual assault, or
stalking.
■ To participate in safety planning and take other
actions to increase safety from future domestic
violence, sexual assault, or stalking, including
temporary or permanent relocation.
5.7.1.8 Interns shall provide reasonable advance notification of their need to
use accrued paid sick leave to their supervisor if the need for paid
sick leave use is foreseeable(e.g., doctor's appointment scheduled
in advance). If the need for paid sick leave use is unforeseeable, the
intern shall provide notice of the need for the leave to their
supervisor as soon as is practicable.
5.7.1.9 An intern who uses paid sick leave must do so with a minimum
increment of one-half(0.5) hour
5.7.1.10 Paid sick leave will not be considered hours worked for purposes of
overtime calculation. An intern will not receive compensation for
unused accrued paid sick leave upon termination, resignation, or
other separation from their student internship at OCSD.
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Policy 1.12, Student Internship Program
OCSD 18-18-55
5.7.1.11 If an intern separates from their internship at OCSD and is re-hired
by OCSD within one year of the date of separation, previously
accrued and unused paid sick leave hours shall be reinstated to the
extent required by law. However, if the individual had not yet worked
the requisite 90-day period to use paid sick leave at the time of
separation, the individual must still satisfy the 90-day requirement
collectively over the periods with OCSD before any paid sick leave
can be used
58 PROGRAM ADMINISTRATION&RESPONSIBILITIES
5.8.1 Human Resources Department
5.8.1.1 The HR Department will administer and manage the Student
Internship Program. This includes assisting with personnel
requisitions, postings, advertising, and applicant screening, as well
as working with division management on scheduling interviews.
5.8.2 Finance Department
5.8.2.1 The Finance Department is responsible for tracking and reporting on
the hours worked by interns based on timecard records. By running
bi-weekly reports on the total hours an intern has worked to date,
Finance identifies and notifies the appropriate division manager(or
designee) of intern(s)who may be reaching the maximum total hours
for the internship
5.8.3 Divisional Management
5.8.3.1 Divisions needing an intern are responsible for preparing and
submitting a decision package to the Financial Management Division
for consideration during the annual budget cycle. Justification of the
need, a description of the specific work that the intern will perform,
and the total number of hours requested must be provided.
5.8.3.2 The division manager(or designee) is also responsible for
scheduling, overseeing, and mentoring the intern during the period
assigned. Interns should be supervised closely with regular, frequent
contact occurring between the division manager(or designee) and
the intern.
5.8.3.3 Additionally, the division manager(or designee)will: 1) provide
meaningful tasks and responsibilities in order for the student intern to
gain knowledge and skills to further their development; 2) conduct
informal performance evaluations and feedback sessions for the
intern; and 3)track the hours worked and adhere to the established
maximums in accordance with this policy.
5.9 EMPLOYMENT OPPORTUNITIES
5.9.1 All interested students are encouraged to review OCSD's internship policy (this
document), and job announcement requirements to determine their eligibility to
participate in the program.
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Policy 1.12, Student Internship Program
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6.0 EXCEPTIONS
6.1 Any exceptions to this policy must be approved by Human Resources and the General
Manager.
7.0 PROVISIONS AND CONDITIONS
8.0 RELATED DOCUMENTS
8.1 Healthy Workplace Healthy Family Act of 2014 (AB 1522)
8.2 Student Internship Program, Internship Guidelines
8.3 Vocational Internship Guidelines
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Orange County Policy Number: 2.1
_— Sanitation District
— Effective Date: September 26, 2018
Personnel Policies
Subject: Classification & Supersedes: June 19, 2012
Compensation
Approved by: General Manager
1.0 PURPOSE
1 1 The purpose of this policy is to establish and maintain uniform guidelines and procedures
for use in the administration of the Orange County Sanitation District's (OCSD's)
classification and compensation programs.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 All OCSD employees, as specified herein.
3.0 DEFINITIONS
31 At-Will is an employment status that either party may terminate at any time. An employer
can terminate the employment of an At-Will employee with or without cause if there is no
express contract for a definite term governing the employment relationship.
3.2 Budgeted Positions are those positions that have been formally approved and authorized
by the Board of Directors during the budget process.
33 Classifications are groups of positions, regardless of location, which are alike enough in
duties and responsibilities to be called by the same descriptive title, to be given the same
pay scale under similar conditions, and to require substantially the same qualifications.
34 Comparative Labor Market are those agencies that the Board of Directors considers most
comparable to OCSD in terms of agency size, function, population served, employee
population job function, technology, and equipment.
35 Equity Adjustment is a modification to an employee's salary so that the salary remains
competitive to the job's relative value to the organization.
3.6 Inequity is an unusual salary disparity either between an employee and the comparative
labor market or between two (2) or more employees.
3.7 Market Rate is the prevailing salary being paid in the comparable labor market for a given
job.
38 Pay Grade is an organizational unit into which classifications of the same or similar value
are grouped for compensation purposes. All classifications in a pay grade have the same
salary range.
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OCSD 18-18-58
3.9 Salary Ranges are the range of pay rates, from minimum to maximum, set for a pay
grade or class.
3.10 Y-Rating is the freezing of an employee's salary that exceeds the salary range maximum
of a position that has been allocated to a lower paid classification.
3.11 Decision Packages are requests by departments for new programs, positions, capital
equipment, and reclassifications of existing positions during the budget development
process.
4.0 POLICY
4.1 It is the policy of OCSD to apply uniform classification and compensation standards.
OCSD's Classification and Compensation Program provides for the establishment of a
wage and benefit structure that allows OCSD to effectively compete in the labor market
and to retain present employees through an internally consistent measure of relative job
worth and personal merit. Every position is assigned to a pay grade based upon OCSD's
compensation strategy, which strives to be internally equitable and externally competitive.
The salary ranges are accessible on OCSD's internet website.
4.2 It is OCSD policy to correct pay inequities, in accordance with this policy, that cannot be
remedied through annual merit adjustments.
4.3 The General Manager is authorized to employ and assign persons as needed to occupy
budgeted positions and to exercise supervision over all persons in accordance with the
provisions of this policy and to terminate, for cause,the employment of any regular full
time employee employed under these provisions.
44 New-hire probationary, temporary, contract student and vocational interns, and executive
management employees, may be released from employment at OCSD's sole discretion.
4.5 Non-management employees are awarded merit increases based upon their
performance as determined by the OCSD Performance Management Program. The
specific evaluation process is set forth in the Performance Management Program
Guidelines.
46 Increases to pay will apply only to eligible employees in an active payroll status on the
effective date of implementation. Eligible employees will not receive retroactivity if active
payroll status becomes effective after the date of implementation.
4.7 Salary range adjustments for represented employees will be based on applicable
Memorandum of Understanding (MOU) provisions. Salary range adjustments for
unrepresented employees may be reviewed annually and changed via Board Resolution
6.0 PROCEDURE
51 CLASSIFICATION
5.1.1 Classification Studies: Employees who believe their position is not properly
classified may submit a written request to the Department Head requesting that a
classification study be conducted. The Department Head will acknowledge the
request in writing, review the request for accuracy, and forward it to the Human
Resources/Risk Manager for review.
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OCSD 18-18-59
5.1.1.1 Classification studies can be requested by employees twice during the
year-during the annual budget planning process and in November.
Those reclassifications approved in the budget may be made effective
any time during the new fiscal year.
5.1.1.2 Classification study requests must be submitted to Human Resources no
later than October 1s'for the November cycle and in accordance with the
submittal schedule for the annual budget planning process.
5.1.1.3 Classification studies may be conducted at the discretion of OCSD to
ensure that the duties and responsibilities of all employees are
appropriately allocated within the classification structure.
5.1.1.4 Classification studies may result in:
5.1.1.4.1 Employees being reclassified to either a lower or higher level
classification.
5.1.1.4.2 Employees being reclassified to a newly created
classification.
5.1.1.4.3 Employees remaining in the current classification.
5.1.1.5 All classification study findings regarding existing classifications are
subject to approval by the General Manager; findings recommending the
establishment of new job classifications are subject to approval by
OCSD's Board of Directors.
5.1.2 Reclassifications: Reclassification Guidelines have been established to ensure
fair and objective processes are in place to support uniform application of
classification and compensation standards. The Reclassification Guidelines are
located on the Human Resources pages on MyOCSD.
5.1.2.1 Position reclassification categories are as follows:
5.1.2.1.1 Upward: An upward position reclassification occurs when the
degree of change in job responsibilities, duties, and
requirements is very high and significant. A significant
change in the duties within a position may result in ajob
being placed at a higher salary grade. The following
requirements apply to Upward Reclassifications:
The incumbent has been in the position being
considered for reclassification and performing the higher
level duties for at least six(6) months;
• The incumbent meets the qualifications for the position
being considered for reclassification; and
If the position being considered for reclassification is a
supervisory classification, the position must be openly
recruited.
5.1.2.1.2 Downward: A downward position reclassification occurs
when there is a significant reduction in the level of work
required. The reduction in the level of work required results
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in the job being placed in a lower salary grade, which may
effectuate the Y-Rating provision.
5.1.2.1.3 Lateral: A lateral position reclassification occurs when job
responsibilities, duties, and requirements reflect no degree
of change. The job remains in its current salary grade
placement.
5.1.2.2 Additional information about reclassifications can be found on MyOCSD.
5.2 COMPENSATION
5.2.1 Equity Adjustments: Equity adjustment requests are submitted as Decision
Packages during the budget process or outside the budget process if deemed
appropriate by the General Manager.
5.2.1.1 An analysis of the salary disparity will be conducted by Human
Resources to include factors such as education, skills, related work
experience, length of service, and job performance of the affected
employee.
5.2.1.2 The application of an equity adjustment in addressing salary disparity
may be appropriate in the following exceptional circumstances:
• Department/division restructures that result in an employee taking on
additional staff and/or additional job responsibilities not warranting an
upward reclassification.
■ Salary compaction between managers/supervisors and their direct
reports
■ Salary inequity between and among employees holding similar
positions. The factors of education, skills, related work experience,
length of service, and job performance of affected employees will be
considered in determining the most appropriate salary relationship.
5.2.1.3 There shall be no right to an equity adjustment. Such adjustments shall
be made at the sole discretion of OCSD and shall not be subject to the
grievance procedure or to judicial review.
5.2.2 Grade Five(5) California Wastewater Treatment Plant Operator Certificate Pay:
It is the policy of OCSD to compensate employees in the Operations Divisions
who perform duties involving the operation and control of wastewater through the
treatment plant for the obtainment of a California Wastewater Treatment Plant
Operator's Grade V Certificate.
5.2.2.1 Employees who perform duties involving the operation and control of
wastewater through the treatment plant are eligible to receive a 1.375%
increase, upon obtainment of a California Wastewater Treatment Plant
Operator's Grade V Certificate.
5.2.2.2 Employees who fail to maintain their Grade V Certificate will lose the
Grade V Certificate pay.
Personnel Policies &Procedures Manual Page 4 of 7 Effective:09/26/18
Policy 2.1, Classification&Compensation
OCSD 18-18-61
5.2.2.3 Employees in classifications with a minimum qualification of California
Wastewater Treatment Plant Operator's Grade V Certificate are not
entitled to Grade V Certificate pay.
5.2.2.4 Employees who receive Grade V Certificate Pay are ineligible to receive
Development Pay for the Grade V California Wastewater Treatment
Plant Operator Certificate. Employees who possess a Grade V
Certificate and do not meet the criteria for Grade V Pay are eligible for
Development Pay in accordance with the Development Pay Program
Guidelines.
5.2.3 Merit Increases. Employees will be eligible for a merit increase based upon
receipt of a year-end (over a 12-month period) performance appraisal issued by
the assigned supervisor. Merit increases will be paid according to the following:
5.2.3.1 Employees must have a proficient year-end performance appraisal to
receive a one(1)step base-building merit increase until earning
placement at the top of the salary range, step five(5).
5.2.3.2 Employees who are placed on a Performance Improvement Plan (PIP)
due to a needs improvement performance review on the year-end
appraisal or who are on a PIP at the time of the year-end appraisal
period will remain at their current step until the PIP is satisfactorily
completed.
5.2.3.3 Managers and EMT annual merit increases are based on performance in
established organization and individual goals.
5.2.4 New Employees: Employees shall be offered a salary at or near the minimum of
the salary range unless their level of training, educational background, expertise,
and/or prior earnings indicate a need for a salary greater than the minimum. The
determination of an appropriate salary also should consider the relationship of
the employee's proposed salary to that of other employees in the same
classification and to employees supervised, if applicable.
5.2.4.1 Exempt and non-exempt employees shall be compensated within the
salary range authorized for the classification in which they are employed
and, in the case of non-exempt employees, in accordance with FLSA
provisions.
5.2.5 Pay Grades: Each pay grade is divided into five (5) steps, with an approximate
5.0% difference between each step.
5.2.5.1 Manager and EMT pay grades are divided into five(5) steps, and each
step is divided into ten (10) micro-steps.
5.2.6 Promotional Increases: Employees who earn promotions to a higher pay range
will normally receive an increase of at least one (1) step or a salary increase to
the minimum of the new pay range.
5.2.6.1 Employees shall not receive a probationary salary adjustment at the
conclusion of the Promotional Probationary Period.
Personnel Policies&Procedures Manual Page 5 of 7 Effective:09/26/18
Policy 2.1, Classification&Compensation
OCSD 18-18-62
5.2.7 Upward Reclassification Increases: Employees approved for an upward
reclassification will normally receive an increase of at least one (1) step or a
salary increase to the minimum of the new pay range.
5.2.8 Y-Rating: In the event the duties and responsibilities of a position are allocated
to a lower paid classification and the incumbent's salary is above the salary
range maximum of the lower paid classification, the salary of the incumbent of
that position will remain unchanged, unless otherwise stipulated by an
employee's affiliated bargaining unit MOU
5.2.8.1 Y-Rating will be granted for all reclassifications where employees are
working in a job classification with a lower salary range maximum rate of
pay resulting from changes to OCSD's staffing requirements,
organizational structure or"bumping" associated with layoffs.
5.2.8.2 Y-Rating shall not apply in cases involving disciplinary actions or
voluntary changes to a job classification with a lower salary range
maximum rate of pay(unless otherwise authorized by the General
Manager).
5.2.8.3 The Y-Rating will remain in effect until the salary range maximum for the
new classification equals or exceeds the employee's Y-Rated salary.
5.2.8.4 Employees become eligible for merit increases and salary range
adjustments when the Y-Rating is no longer in effect.
5.2.8.5 Y-Rating may also apply when an existing employee is selected as an
Operator-in-Training or Power Plant Operator I candidate, as stipulated
by the affiliated bargaining unit MOU.
6.0 EXCEPTIONS
61 The procedures of this policy do not apply to individuals serving in an At-Will employment
status.
62 Employees on a Performance Improvement Plan (PIP) are not eligible for any pay status
changes except for salary range adjustments.
6.2.1 Employees on a PIP will continue to be eligible for participation in the shift bid
process.
7.0 PROVISIONS AND CONDITIONS
8.0 RELATED DOCUMENTS
8.1 Fair Labor Standards Act, as amended.
8.2 Policy 1.4, Recruitment&Selection
8.3 Policy 1.7, At-Will EMT Employment Agreements
8.4 Policy 2.2, Non-Base Building Pay
Personnel Policies&Procedures Manual Page 6 of 7 Effective:09/26/18
Policy 2.1, Classification&Compensation
OCSD 18-18-63
85 Reclassification Guidelines
86 OCSD Salary Schedules
S_7 Performance Improvement Plan Guidelines
Personnel Policies& Procedures Manual Page 7 of 7 Effective:09/26/18
Policy 2.1, Classification &Compensation
OCSD 18-18-64
;�::.y�r..
Orange County Policy Number: 2.2
Sanitation District
Personnel Policies Effective Date: September 26, 2018
r�
Subject: Non-Base Building Pay Supersedes: November 14, 2011
Approved by: General Manager
1.0 PURPOSE
1.1 The purpose of this policy is to establish uniform guidelines and procedures for non-
base building pay that does not become a permanent part of base pay, and may vary
in amount from period to period.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 All Orange County Sanitation District(OCSD) regular, full-time employees, as
specified herein.
3.0 DEFINITIONS
.1 Acting means performing substantially all of the duties of a vacant, budgeted position,
unless otherwise stipulated by an employee's affiliated bargaining unit Memorandum
of Understanding (MOU), with a higher maximum rate of pay.
3.2 Call-Back Pay is compensation provided to employees for returning to work at the
direction of OCSD management.
33 Development Pay is non-base building compensation provided to employees for
obtaining job-related educational degrees, certificates and/or licenses that increase
job knowledge, skills, and abilities.
3.4 Exempt Employees are those employees who are not covered by the minimum wage
and overtime provisions of the Fair Labor Standards Act, as amended. Such
employees are considered exempt by virtue of their duties in conformance with the
Act's definition of executive, administrative and professional responsibilities.
3.5 Non-Exempt Employees are those 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.
3 6 Overtime is the number of hours which are counted as time worked in excess of forty
(40) hours during a workweek.
3.7 Shift Differential Pay is additional compensation provided to employees who are
regularly assigned to work a night shift.
3.8 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
Personnel Policies&Procedures Manual Page 1 of 11 Effective: 09/26/18
Policy 2.2, Non-Base Building Pay
OCSD 18-18-65
work.
39 Substitution Pay is compensation provided to employees in the Operations and
Maintenance Department for performing the duties of an absent supervisor.
3.10 Workweek for full-time employees is forty(40) hours per one hundred sixty-eight(168)
hour period, to be paid on a biweekly payroll basis of eighty(80) hours worked.
Employee work periods may be scheduled in shifts of four (4) 9-hour days, and one
(1)four-hour day each workweek (9/80 schedule), five (5) 8-hour days each workweek
(10/80), four(4) 10-hour days each workweek(8/80), or three (3) 12-hour days and
one (1) 4-hour day each workweek (7/80). The starting and ending times of individual
employees'workweeks may vary.
3.11 Variable Special Pay is additional compensation in the form of a one-time lump sum
payment for an eligible employee who assumes the responsibilities of another position
for an extended period of time due to a leave of absence or unusual circumstances.
4.0 POLICY/PROCEDURE
41 The following pay types-apply to exempt and non-exempt regular,full-time
employees:
4.1.1 ACTING PAY
4.1.1.1 Unless otherwise stipulated by an employee's affiliated bargaining
unit MOU, employees who are temporarily assigned by OCSD
management to perform substantially all of the duties of an open,
budgeted higher level classification for a period of at least one
hundred (100) consecutive hours will be eligible for a salary increase
up to a maximum of six(6) months.
4.1.1.1.1 For service beyond one hundred (100) consecutive hours,
pay shall be one(1) 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.
4.1.1.1.2 The higher rate of pay begins with the 101s'hour, and
continues until the assignment ends.
4.1.1.1.3 Requests for Acting Pay require the pre-approval of the
employee's Department Director or designee and the
Director of Human Resources, or designee.
4.1.2 DEVELOPMENT PAY
4.1.2.1 Development Pay is intended to promote employee efforts that
increase job knowledge, skills, and abilities, consistent with OCSD
personnel policies and procedures regarding tuition and certification
reimbursement and in accordance with Policy 4.11 Development Pay
and Development Pay Program Guidelines provided on the Human
Resources website
4.1.2.2 Development Pay is a non-base building pay type that is distributed in
a lump-sum amount each pay period.
Personnel Policies&Procedures Manual Page 2 of 11 Effective: 09/26/18
Policy 2.2, Non-Base Building Pay
OCSD 18-18-66
4.1.2.3 Educational Degrees
4.1.2.3.1 Exempt employees who obtain or have obtained a graduate
degree of approved subjects at an accredited college or
university will receive$75.00 per pay period, unless
stipulated otherwise in the employee's affiliated bargaining
unit Memorandum of Understanding or Board resolution
4.1.2.3.2 Non-exempt employees who obtain or have obtained an
undergraduate (bachelor's) degree of approved subjects at
an accredited college or university will receive$41.53 per
pay period, unless stipulated otherwise in the employee's
affiliated bargaining unit Memorandum of Understanding or
Board resolution.
4.1.2.3.3 Non-exempt employees who obtain or have obtained an
associate's degree of approved subjects at an accredited
college or university will receive$20.76 per pay period,
unless stipulated otherwise in the employee's affiliated
bargaining unit Memorandum of Understanding or Board
resolution.
4.1.2.3.4 The maximum amount of education Development Pay for
non-exempt employees with both an associate's and
bachelor's degree is fixed at$41.53 per pay period, unless
stipulated otherwise in the employee's affiliated bargaining
unit Memorandum of Understanding or Board resolution.
4.1.2.4 Certification/License
4.1.2.4.1 Employees who obtain or who have obtained a District
approved certification or license will receive$15.24 per pay
period per certification or license with a maximum of three
(3) certificates and/or licenses, unless stipulated otherwise
in the employee's affiliated bargaining unit Memorandum of
Understanding or Board resolution.
4.1.2.5 The overall maximum Development Pay for education, certificates
and/or licenses for exempt employees is fixed at$120.72 per pay
period, unless stipulated otherwise in the employee's affiliated
bargaining unit Memorandum of Understanding or Board resolution.
4.1.2.6 The overall maximum Development Pay for education, certificates
and/or licenses for non-exempt employees is fixed at$64.39 per pay
period, unless stipulated otherwise in the employee's affiliated
bargaining unit Memorandum of Understanding or Board resolution.
4.1.3 SEVERANCE PAY
4.1.3.1 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 two (2)weeks prior to the effective separation date.
Unless otherwise stipulated in the employee's affiliated bargaining
Personnel Policies& Procedures Manual Page 3 of 11 Effective: 09/26/18
Policy 2.2, Non-Base Building Pay
OCSD 18-18-67
unit MOU, the employee will be entitled to severance pay in
accordance with the formula set forth below:
4.1.3.1.1 Full-time, regular employees shall be entitled to eight (8)
hours pay for each full calendar month of continuous
employment, not to exceed one hundred sixty (160) hours
pay, or as may be determined by the General Manager
4.1.3.2 Employees in part-time classifications, Student Interns, probationary
employees, and employees who are separated for cause are not
eligible for severance pay under any circumstances.
4.1.4 SHIFT DIFFERENTIAL PAY
4.1.4.1 Employees who are assigned to work a night shift that consists of
50% or more of their hours between 6:00 p.m. and 6:00 a.m., and
who actually work that shift, shall receive a shift differential of$3.00
per hour, unless otherwise stipulated by an employee's affiliated
bargaining unit MOU.
4.1.5 UNSCHEDULED OVERTIME MEALS
4.1.5.1 When employees are required to work overtime due to an emergency,
and actually work at least five (5) hours, or due to an unanticipated
extension of their regular workday that includes a regular meal period,
employees are 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 not required to receive
the per diem amount. In lieu of cash reimbursement, OCSD may
provide actual food service to the employees.
4.1.5.2 Per diem reimbursement and reimbursement for an individual's meal
not eaten at the time and location of the overtime worked will be
taxable.
4.2 The following pay types only apply to regular,full-time non-exempt employees:
4.2.1 CALL-BACK PAY
4.2.1.1 Unless otherwise stipulated by an employee's affiliated bargaining
unit MOU, Call Back Pay shall be applied in accordance with the
following provisions.
4.2.1.2 An employee shall receive a minimum of three (3) hours of call-back
pay in the following instances:
4.2.1.2.1 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.
4.2.1.2.2 When prior notice is given by OCSD, but the work begins
on the same day at least three(3) hours after completion
of an employee's regular shift.
Personnel Policies& Procedures Manual Page 4 of 11 Effective: 09/26/18
Policy 2.2, Non-Base Building Pay
OCSD 18-18-68
4.2.1.2.3 When an employee assigned to standby is actually called
to work.
4.2.1.3 The three(3) hour minimum, whether or not actually worked, shall be
paid at the rate of one and one half(1.5)times the employee's
regular hourly rate.
4.2.1.4 If the actual work time exceeds three (3) hours, the employee will be
compensated for that time as well, except that no employee may be
compensated for more than sixteen (16) hours in a 24-hour period.
4.2.1.5 The call back period shall begin when the standby employee has been
informed by the District to return to work. The call back period shall
end when either the employee arrives at his or her residence or the
original destination; in either case, the employee must inform the
District upon arrival.
4.2.1.6 If the call back period has ended and the employee is called back to
work (whether within or outside of the 3-hour minimum timeframe), a
new call back period will be started and the employee will be eligible
for at least the 3-hour minimum call back pay.
4.2.1.7 If the call back period has not ended and the employee is called back
to work (whether within or outside of the 3-hour minimum timeframe),
the call back period and associated pay will continue but the employee
will not be eligible for another 3-hour minimum call back pay.
4.2.1.8 Call back pay is applied per call back and not per work assignment or
work order.
4.2.1.9 Call back work performed by employees on standby assignments is
intended for activities that are imperative and not routine in nature, as
determined by the applicable on-duty Operations Supervisor or
designee.
4.2.1.9.1 In some instances, if call back work can be postponed for
several hours, the Operations Supervisor or designee will
do so as a courtesy to the employee and to allow for the
work to be performed during daylight or day shift. For
instance, a breakdown occurs at 3:00am but work can be
postponed a few hours so the standby employee can be
called in at 6:00am.
4.2.2 OVERTIME PAY
4.2.2.1 Employees who work in excess of forty(40) hours in a workweek shall
be paid one-and-a-half(1.5)times their regular rate of pay.
4.2.2.2 Employees shall not be paid overtime compensation until forty(40)
hours of work time,which includes scheduled leave, is reached in a
seven (7) day workweek.
4.2.2.3 For purposes of overtime, all time charged to unscheduled sick or
personal leave will not be counted as time worked.
Personnel Policies& Procedures Manual Page 5 of 11 Effective: 09/26/18
Policy 2.2, Non-Base Building Pay
OCSD 18-18-69
4.2.3 STANDBY PAY
4.2.3.1 Standby Pay applies to employees who are placed on a standby
assignment as stipulated by an employee's affiliated bargaining unit
MOU.
4.2.3.2 An employee who is placed on a standby assignment shall be
compensated at the rate stipulated in the employee's affiliated
bargaining unit Memorandum of Understanding, and will also receive
call-back pay when actually called to work.
4.2.3.3 Standby assignments shall first be made on a voluntary basis.
4.2.3.4 Standby lists shall be established as stipulated in the employee's
affiliated bargaining unit Memorandum of Understanding.
4.3 The following pay type applies to all employees:
4.3.1 HOLIDAY PAY
4.3.1.1 Employees shall receive holiday pay for OCSD-observed holidays.
4.3.1.2 Employees shall receive holiday pay if their entire scheduled work
shift immediately preceding and following the holiday is in a paid
payroll status, meaning the employee worked those shifts or utilized
paid time off in lieu of working those shifts.
4.3.1.3 Holiday pay for part-time employees is based on a nine (9) hour
workday. It is paid on the following prorated basis:
NORMALLY SCHEDULED PERCENT
HOURS OF WORK PER BENEFIT/SUBSIDY
WEEK
0—19, inclusive None
20—29, inclusive 50% - 4.5 hours
30—39, inclusive 75% - 6.75 hours
4.3.1.4 Regularly Scheduled Work Day is a Holiday: When a holiday
occurs on an employee's regularly scheduled work day, the
employee will have the day off and be paid at the employee's regular
rate of pay for the holiday.
4.3.1.5 Regularly Scheduled Day Off is a Holiday: When a holiday occurs
on an employee's regularly scheduled day off, the employee will
have the day off and accrue compensatory time for the amount of
hours normally scheduled for that day.
4.3.1.6 Working on a Holiday: When an affected employee's work
schedule requires, with management approval, that work be
performed on an observed holiday, the employee shall be paid:
4.3.1.6.1 At the employee's regular rate of pay for the holiday or
receive an equivalent amount of holiday compensatory
time; and
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Policy 2.2, Non-Base Building Pay
OCSD 18-18-70
4.3.1.6.2 Receive overtime pay at the rate of one-and-one-half(1.5)
times their regular hourly rate for all hours actually worked.
4.3.1.7 Employees with a compensatory time off balance in excess of fifty
(50) hours as of the last pay period ending in October will receive a
mandatory payout for the hours that exceed fifty(50).
4.3.1.8 The days listed below are observed by OCSD as holidays for noted
calendar years, as examples. Employees who are assigned to eight
(8), nine(9) or ten (10) hour shifts, observe the holidays listed in
Schedule A. Employees who are assigned to twelve (12) hour shifts
observe the holidays listed in Schedule B.
SCHEDULE A for 8,9&10 Hour Shifts
HOLIDAY 2017 2018 2019
New Year's Day January2 January 1 January 1
Lincoln's Birthday February 13 February 12 February 12
President's Day February 20 February 19 February 18
Memorial Day May 29 May 28 Ma 27
Independence Day July 4 July 4 July 4
Labor Day Se tember 4 September 3 Se tember 2
Veteran's Day November 10 November 12 November 11
Thanksgiving Day November 23 November 22 November 28
Day after Thanksgiving November 24 November 23 November 29
Day before Christmas December 25 December 24 December 24
Christmas December 26 December 25 December 25
Floating Holiday See MOU See MOU See MOU
SCHEDULE B for 12 Hour Shifts
HOLIDAY 2017 2018 2019
New Year's Day January 1 January 1 Janua 1
Lincoln's Birthday, February 12 February 12 February 12
President's Day February 20 February 19 February 18
Memorial Day May 29 May 28 May 27
Independence Da July 4 July 4 July 4
Labor Day Se tember 4 September 3 September 2
Veteran's Day November 11 November 11 November 11
Thanks ivin Day November 23 November 22 November 28
Day after Thanksgiving November 24 November 23 November 29
6
DaI before Christmas December 24 December 24 December 24
Christmas December 25 December 25 December 25
Floating Holiday See MOU See MOU See MOU
Personnel Policies&Procedures Manual Page 7 of 11 Effective: 09/26/18
Policy 2.2, Non-Base Building Pay
OCSD 18-18-71
4.3.1.9 Floating Holiday:
4.3.1.10 Employees may elect one (1) day during each calendar year as a
Floating Holiday.
4.3.1.11 There will be no more than one(1) Floating Holiday granted to an
employee in any calendar year.
4.3.1.12 New employees will be granted a Floating Holiday on the following
pro-rata basis in their first calendar year of service.-
Percent of
Hire Month Floating Holiday
Granted
January - March 100%
April - June 75%
July - September 50%
October - December 0%
4.3.1.13 The Floating Holiday shall only be used as a full day increment
unless the holiday is pro-rated. As such, the percent of holiday
granted shall be used in one (1) occurrence.
4.3.1.14 The Floating Holiday must be used within the calendar year it is
granted. The Floating Holiday will not be carried over from one (1)
calendar year to the next. If not used within the year granted, the
Floating Holiday is lost.
4.3.1.15 Within the year granted, an unused Floating Holiday is not subject
to cash out or eligible for any mandatory payout regardless of the
reason.
4.3.1.16 Every effort shall be made to grant an employee's request for a
Floating Holiday off, subject to business requirements, providing an
employee gives sufficient advance notice to his/her supervisor.
4.3.1.17 A Floating Holiday should be used by the last full pay period in
December of the year in which it is granted. However, an employee
may choose to use the Floating Holiday after the last full pay period
up until December 31.
4.4 The following nay types apply to specified employees only:
4.4.1 EXTRAORDINARY SERVICES COMPENSATION
4.4.1.1 In accordance with applicable MOU provisions, employees maybe
eligible to receive additional compensation for performing
extraordinary services under specific circumstances.
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Policy 2.2, Non-Base Building Pay
OCSD 18-18-72
4.4.1.2 Except for performing extraordinary services as defined in this policy,
exempt employees are not entitled to receive any compensation or
compensatory time off for service rendered beyond their normal work
schedule.
4.4.2 SUBSTITUTION PAY
4.4.2.1 In accordance with applicable MOU provisions, employees in the
Operations and Maintenance Department who are assigned by OCSD
management to perform the duties of an absent supervisor shall be
eligible for Substitution Pay.
4.4.3 VARIABLE SPECIAL PAY
4.4.3.1 Only Executive Management Team, Manager Group, and exempt
Confidential Group employees are eligible for Variable Special Pay.
4.4.3.2 An eligible employee must assume the responsibilities of another
position for at least thirty(30) days in order to receive Variable
Special Pay, and such pay is limited to no more than three (3)
months
4.4.3.3 Requests for Variable Special Pay require a review by the Human
Resources Department and approval of the General Manager.
4.4.3.4 Employees retain the normal duties of their regularly assigned
position when assuming the responsibilities of another position.
4.4.3.5 A one (1)time lump sum payment shall be applied at the end of the
leave of absence coverage.
4.4.3.6 Calculation of Variable Special Pay is as follows:
4.4.3.6.1 Determine number of workweeks of the leave of absence.
Four(4)workweeks equals one month. Two(2)
workweeks equals half of a month.
4.4.3.6.2 For employee covering the leave of absence, multiply 1%
of the annual base salary which will equal the"baseline
amount"
4.4.3.6.3 Multiply the"baseline amount" by the number of months
covered, which will equal the one(1) time lump sum of the
Variable Special Pay amount.
4.4.3.6.4 Example: If the annual base salary of the employee
covering the leave of absence is$90,000. The"baseline
amount' equals$900 (1% X$90,000).
Length of Variable Special
Coverage Pay Amount
1 month $900.00
1.5 months $1350.00 ($900 x 1.5)
2 months $1800 ($900 X 2)
2.5 months $2250 ($900 X 2.5)
Personnel Policies& Procedures Manual Page 9 of 11 Effective: 09/26/18
Policy 2.2, Non-Base Building Pay
OCSD 18-18-73
Length of Variable Special
Coverage Pay Amount
3 months $2700 $900 X 3
5.0 EXCEPTIONS
5,1 Student interns are ineligible for non-base building pay types, except overtime, if
applicable.
5.2 Acting Pay: Eligibility periods may be waived at the discretion of the General
Manager.
53 Development Pay: Part-time employees are eligible for Development Pay.
5.4 Holiday Pay: During the waiting period for disability benefits, employees will receive
holiday pay in accordance with OCSD policy. When an employee is receiving
disability payments from the insurance carrier, the employee will be ineligible for
holiday pay through OCSD since disability payments are based on a percentage of
salary irrespective of when a holiday occurs.
5.5 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.
5.6 Variable Special Pay: Coverage for a leave of absence longer than three (3) months
shall be re-evaluated by the Human Resources Department and if applicable re-
approved by the General Manager based upon business necessity, operational
requirements, or any other extenuating circumstance.
6.0 PROVISIONS AND CONDITIONS
7.0 RELATED DOCUMENTS
7 1 Development Pay Program Guidelines
72 Extraordinary Services Compensation Request form
73 Fair Labor Standards Act
7.4 Policy 2.1, Classification &Compensation
75 Policy 4.7, Pro Rata Benefits for Part-Time Employees
76 Policy 3.1.1, Hours of Work—Non-Exempt Employees
77 Policy 3.1.2, Hours of Work—Exempt Employees
78 Policy 4.3, Tuition Reimbursement
Personnel Policies& Procedures Manual Page 10 of 11 Effective:09/26/18
Policy 2.2, Non-Base Building Pay
OCSD 18-18-74
7.9 Policy 4.4, Certification Reimbursement
7.10 Policy 4.11, Development Pay
7.11 OCERS—Compensation Earnable for Legacy General Members
Personnel Policies&Procedures Manual Page 11 of 11 Effective: 09/26/18
Policy 2.2, Non-Base Building Pay
OCSD 18-18-75
Orange County policy Number: 2.3
Sanitation District
Personnel Policies Effective Date: September 26, 2018
Subject: Wage Garnishments & Supersedes: June 16, 2008
Attachments
Approved by: General Manager
1.0 PURPOSE
1 1 The purpose of this policy is to establish uniform guidelines and procedures for wage
garnishments and other attachments.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all current Orange County Sanitation District(OCSD) employees
regardless of their organizational unit.
3.0 DEFINITIONS
3 1 Garnishment is a legal proceeding authorizing an involuntary transfer of an employee's
wages to a creditor to satisfy a debt.
32 Levy is an attachment to satisfy a tax debt or a court judgment
3.3 Wage Attachment is an involuntary transfer of an employee's wage payment to satisfy a
debt.
34 Withholding Order is direction to withhold and remit a portion of an employee's wages;
issued by a court or governmental taxing entity.
4.0 POLICY
4 1 OCSD will comply with all court orders, earnings withholding orders and tax levies that
require an employee's wages be garnished or attached in accordance with the
procedures of this policy.
5.0 PROCEDURE
51 OCSD management realizes that during the course of employment certain circumstances
may cause an individual to fall behind in meeting financial obligations, which may result in
that employee's wages being attached or garnished. When this occurs, the District is
required to withhold and remit a portion of the employee's disposable earnings (as
prescribed by law)to the court or taxing entity for the satisfaction of the debt. The
additional resources needed to perform these actions hinder OCSD productivity.
5.2 OCSD will comply with the instructions of all withholding orders or tax levies received.
The employee will be notified as directed by the order or levy.
Personnel Policies&Procedures Manual Page 1 of 2 Effective: 09/26/18
Policy 2.3,Wage Garnishments&Attachments
OCSD 18-18-76
5.3 The employee may be encouraged to seek a release in writing from the creditor and to
seek the advice of a financial counselor through the Employee Assistance Program. A
payment schedule may also be sought directly from taxing entities.
6.0 EXCEPTIONS
7.0 PROVISIONS AND CONDITIONS
7.1 Disciplinary action will not occur on the basis that an employee's wages have been
subjected to garnishment for the payment of one (1)judgment. Judicial procedures that
subject an employee's wages to garnishment for the payment of three(3) or more
separate indebtedness within a 12-month period may result in disciplinary action up to
and including discharge from employment.
8.0 RELATED DOCUMENTS
Personnel Policies& Procedures Manual Page 2 of 2 Effective: 09/26/18
Policy 2.3,Wage Garnishments &Attachments
OCSD 18-18-77
Orange County Policy Number: 3.1.1
Sanitation District
Personnel Policies Effective Date: September 26, 2018
Subject: Hours of Work — Supersedes: December 15, 2008
Non-Exempt Employees
Approved by: General Manager
1.0 PURPOSE
1.1 The purpose of this policy is to establish uniform guidelines and procedures for use in the
administration of Orange County Sanitation District's (OCSD's) working hours.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all OCSD non-exempt employees in all organizational units and
departments unless otherwise specified.
3.0 DEFINITIONS
3.1 Non-exempt Employees are 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 other entitlement provided for in applicable Memorandums of
Understanding and/or other OCSD policies.
3.2 Day Shift is an assigned work shift of at least seven consecutive hours between the hours of
6:00 a.m. and 6:00 p.m.
3.3 Night Shift is an assigned work shift of at least seven consecutive hours between the hours of
6:00 p.m. and 6:00 a.m.
3.4 Flextime is the option of employees to choose the starting and finishing times of their shift,
with supervisory pre-approval.
3.5 Overtime is the number of hours, which are counted as time worked, in excess of 40 hours
during a workweek. For the purposes of overtime, all time charged to unscheduled leave will
not be counted as time worked.
3.6 Core Hours are the hours between 8:00 a.m. and 4:00 p.m. on any given day.
3.7 Payday is the Wednesday before the end of the subsequent pay period.
3.8 Pay Periods occur bi-weekly and are calculated on the basis of 80-hours worked for full-time
employees.
3.9 Workweek means 40-hours of work per 168-hour period. The workweek is a fixed and
recurring period of 168-hours, or seven consecutive 24-hour periods. OCSD employee
workweeks are structured on an individual and/or group basis so that 40-hours of work
regularly occurs during the fixed and regularly recurring period of 168-hours. The specific
workweek for each employee is fixed by the General Manager, or his designee, and is
maintained by the accounting payroll office.
Personnel Policies&Procedures Manual Page 1 of 4 Effective: 09/26/18
Policy 3.1.1, Hours of Work—Non-Exempt Employees
OCSD 18-18-78
4.0 POLICY
4 1 It is the policy of OCSD to establish the time and duration of working hours as required by
work load, operations flow, customer service needs, the efficient management of human
resources, and any applicable law.
4.2 It is the policy of OCSD to require non-exempt employees to complete weekly timesheets.
43 On occasion, employees may request or be asked to transition from part-time to full-time
status or vice-versa. It is the right of OCSD, at its sole discretion,to schedule working hours
and assign work that may be necessary to operate OCSD in the most efficient and
economical manner and in the best interest of the public it serves. Due consideration will be
given to an employee's input and concerns prior to implementation of a schedule change.
Multiple transitions to full-time or part-time, requested by the affected employee, shall be
deemed as an abuse of this privilege and factored into future considerations for approval. A
thirty(30) day written notice for work schedule changes must be given to an affected
employee prior to the change.
5.0 PROCEDURE
5.1 Normal Business Hours. Administrative and business functions are normally performed
between the hours of 7:30 a.m. and 5:30 p.m., Monday through Thursday, and between the
hours of 7:30 a.m. and 4:30 p.m. on Friday. However, OCSD allows flextime for employees
to choose their starting and finishing times as long as employees whose jobs involve contact
with the public or outside organizations are present between the core hours of 8:00 a.m. and
4:00 p.m. In addition, department heads, or designee, may deny flextime to certain
employees for reasons of business necessity, work flow, or customer service needs.
52 Core Hours. Individual divisions may schedule work beyond the core hours of 8:00 a.m. and
4:00 p.m., subject to approval by the department head, or designee, to meet specific
operating or service requirements in the most cost-effective and efficient manner. Actual
starting and ending times of an employee's shift may vary depending on the operational
requirements of each department.
5.3 Shift Schedules. For time record keeping and accounting purposes, the"workweek"for full-
time employees is 40 hours per 168-hour period, to be paid on a biweekly payroll basis of 80
hours worked. The actual 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) at the discretion of the supervisor. The starting and ending times of
individual employees'workweeks may vary.
5.4 Overtime. Supervisors may schedule overtime or extra shifts as necessary. Supervisors will
assign overtime to non-exempt employees in the particular job for which overtime is required.
Non-exempt employees are not permitted to work overtime without the prior written or verbal
approval of their supervisor, division manager, or department head.
5.5 Meeting Attendance. Employee attendance at lectures, meetings, and training programs will
be considered as part of an employee's work hours if attendance is requested by
management. Overtime or compensatory time may be allowed for such attendance only in
unusual circumstances and must be approved by the department head in advance of the
meeting.
Personnel Policies& Procedures Manual Page 2 of 4 Effective: 09/26/18
Policy 3.1.1, Hours of Work—Non-Exempt Employees
OCSD 18-18-79
5.6 Make-up Time. Using discretion, supervisors may allow non-exempt employees to make up
lost time during a given workweek. However, make up time may not be allowed if the lost
time results from conditions the employee could control, if there is no work the employee is
qualified to do, or if adequate supervision is not available.
5.7 Timesheets—Non-exempt Employees. The following points shall be considered when filling
out timesheets:
5.7.1 Employees shall record their total hours worked for each workday on their timesheets
and submit their timesheets through the online timekeeping system every Thursday
at the end of the employee's work day. Management approval shall be completed by
the Monday morning of the subsequent week.
5.7.2 Employees are not permitted to begin work before their normal starting time or work
after their normal quitting time without the prior approval of their supervisor.
5.7.3 Employees are required to take scheduled lunch breaks and are required to take
scheduled morning and afternoon breaks
5.7.4 Employee timesheets shall be reviewed and approved by their supervisor or
designee through the online timekeeping system.
5.7.5 Unapproved absences are not considered as hours worked for pay purposes.
Supervisors should inform employees if they will not be paid for certain hours in
which they are or were absent from work.
5.7.6 Filling out another employee's timesheet without management authorization, or
falsifying any timesheet is prohibited and may be grounds for disciplinary action, up
to and including termination.
5.7.7 Time worked should be charged to the appropriate work order category. If an
employee is unable to complete their timesheet due to absence, the timesheet must
be completed by the supervisor or designee (e.g., designee authorized by
management to process the employee's timesheet while on a leave-of-absence) and
submitted through the online timekeeping system.
5.7.8 An employee must record all time taken as paid or unpaid leave. Any day with less
than the typical amount of time for that shift recorded, usually 8, 9, 10 or 12 hours,
must be supported by an explanation of the missing hours. Total hours recorded for
each day or shift must agree with the total time for the pay period.
5.7.9 Supervisors are responsible for ensuring that timesheets are submitted in a timely
manner.
5.8 Payday. Paychecks are distributed on the Wednesday immediately preceding the close of a
pay period. Paychecks received on Wednesday cover the period worked during the previous
pay period. If a payday falls on a holiday, paychecks will normally be distributed on the last
working day preceding the holiday. Employees who will not be at work on a payday may
request that their checks be held, forwarded to their supervisor, or mailed directly to them
Unclaimed paychecks will be held in Accounting. Paychecks of individuals who terminate
their employment with OCSD, or are separated, will be mailed directly to them on the next
regular payday subsequent to the separation date unless other arrangements are made to
hold the check.
Personnel Policies & Procedures Manual Page 3 of 4 Effective: 09/26/18
Policy 3.1.1, Hours of Work—Non-Exempt Employees
OCSD 18-18-80
6.0 EXCEPTIONS
6.1 Flextime does not apply to the Operations and Maintenance Department.
7.0 PROVISIONS AND CONDITIONS
8.0 RELATED DOCUMENTS
8.1 Fair Labor Standards Act, as amended
8.2 Policy 3.1.2, Hours of Work—Exempt Employees
8.3 Policy 4.7, Pro Rata Benefits for Part-Time Employees
8.4 Policy 5.1, Rules of Conduct
Personnel Policies& Procedures Manual Page 4 of 4 Effective: 09/26/18
Policy 3.1.1, Hours of Work—Non-Exempt Employees
OCSD 18-18-81
Orange County Policy Number: 3.1.2
- Sanitation District
Personnel Policies Effective Date: September 26, 2018
Subject: Hours of Work — Supersedes: December 15, 2008
Exempt Employees
Approved by: General Manager
1.0 PURPOSE
1.1 The purpose of this policy is to establish uniform guidelines and procedures for use in the
administration of Orange County Sanitation District's (OCSD's)working hours
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all OCSD exempt employees in all organizational units and
departments unless otherwise specified.
3.0 DEFINITIONS
3 1 Exempt Employees are employees who are not covered by the minimum wage and overtime
provisions of the Fair Labor Standards Act(FLSA), as amended. Such employees are
considered exempt by virtue of their duties in conformance with FLSA's definition of
Executive, Administrative and Professional employees.
3.2 Overtime is the number of hours, which are counted as time worked, in excess of 40 hours
during a workweek. For the purposes of overtime, all time charged to unscheduled leave will
not be counted as time worked. Overtime only applies to non-exempt employees. Exempt
employees are not eligible to receive overtime pay; however, in accordance with applicable
MOU provisions, Operations Supervisors may be eligible to receive Extraordinary Services
Compensation.
3.3 Memo time is a pay code used by exempt-level employees to identify unpaid work hours in
excess of eighty(80) hours in a biweekly pay period.
3.4 Core Hours are the hours between 8:00 a.m. and 4:00 p.m. on any given day.
3.5 Payday is the Wednesday before the end of the subsequent pay period.
3.6 Pay Periods occur bi-weekly and are calculated on the basis of 80-hours worked for full-time
employees.
3.7 Workweek means 40-hours of work per 168-hour period. The workweek is a fixed and
recurring period of 168-hours, or seven consecutive 24-hour periods. OCSD employee
workweeks are structured on an individual and/or group basis so that 40-hours of work
regularly occurs during the fixed and regularly recurring period of 168-hours. The specific
workweek for each employee is fixed by the General Manager, or his designee, and is
maintained by the accounting payroll office.
3.8 Leave time is any authorized leave-of-absence with pay outlined in OCSD's policies and
procedures, such as vacation leave, sick leave, personal leave, etc.
Personnel Policies& Procedures Manual Page 1 of 3 Effective: 09/26/18
Policy 3.1.2, Hours of Work-Exempt Employees
OCSD 18-18-82
4.0 POLICY
4.1 It is the policy of OCSD to establish the time and duration of working hours as required by
work load, operations flow, customer service needs, the efficient management of human
resources, and any applicable law.
4.2 It is the policy of OCSD to require exempt employees to complete weekly timesheets.
4.3 On occasion, employees may request or be asked to transition from part-time to full-time
status or vice-versa. It is the right of OCSD, at its sole discretion, to schedule working hours
and assign work that may be necessary to operate OCSD in the most efficient and
economical manner and in the best interest of the public it serves. Due consideration will be
given to an employee's input and concerns prior to implementation of a schedule change.
Multiple transitions to full-time or part-time, requested by the affected employee, shall be
deemed as an abuse of this privilege and factored into future considerations for approval. A
thirty (30) day written notice for work schedule changes must be given to an affected
employee prior to the change
5.0 PROCEDURE
5.1 Normal Business Hours. Administrative and business functions are normally performed
between the hours of 7:30 a.m. and 5:30 p.m., Monday through Thursday, and between the
hours of 7:30 a.m. and 4:30 p.m. on Friday. However, the starting and finishing times of
employees may vary as long as employees whose jobs involve contact with the public or
outside organizations are present between the core hours of 8:00 a.m. and 4:00 p.m.
5.2 Core Hours. Individual divisions may schedule work beyond the core hours of 8:00 a.m. and
4:00 p.m., subject to approval by the department head, or designee, to meet specific
operating or service requirements in the most cost-effective and efficient manner. Actual
starting and ending times of an employee's shift may vary depending on the operational
requirements of each department.
53 Shift Schedules. For time record keeping and accounting purposes, the"workweek"for full-
time employees is 40 hours per 168-hour period, to be paid on a biweekly payroll basis of 80
hours worked.The actual 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) at the discretion of the supervisor. The starting and ending times of
individual employee workweeks may vary.
54 With supervisor approval, employees may be allowed to flex their schedule within the pay
period provided that the biweekly work hours are not less than 80 hours and the business
needs, work flow, and customer service needs of OCSD are met.
5.5 Meeting Attendance. Employee attendance at lectures, meetings, and training programs will
be considered as part of an employee's work hours if attendance is requested by
management.
5.6 Timesheets - Exempt Employees. Exempt employees are not eligible to receive overtime
pay; however, exempt employees must account for daily attendance. The following points
shall be considered when filling out time sheets:
5.6.1 Timesheets for exempt employees shall indicate the days worked during the pay
period and include all time taken as paid or unpaid leave. Timesheets should report
a total of eighty (80) hours per pay period plus any applicable memo time
Personnel Policies& Procedures Manual Page 2 of 3 Effective: 09/26/18
Policy 3.1.2, Hours of Work-Exempt Employees
OCSD 18-18-83
5.6.2 Exempt personnel timesheets shall be submitted through the online timekeeping
system every Thursday at the end of the employee's work day. Management
approval shall be completed by the Monday morning of the subsequent week.
5.6.3 Timesheets must be completed through the online timekeeping system. Time
worked shall be charged to the appropriate timekeeping categories. If an employee
is unable to complete a timesheet due to absence, the timesheet must be completed
by the supervisor or designee(e.g., designee authorized by management to process
employee's timesheet while on a leave-of-absence) and submitted using the online
timekeeping system.
5.6.4 Filling out another employee's timesheet without management authorization or
falsifying any timesheet is prohibited and may be grounds for disciplinary action, up
to and including termination.
5.7 Payday. Paychecks are distributed on the Wednesday immediately preceding the close of a
pay period. Paychecks received on Wednesday cover the period worked during the previous
pay period. If a payday falls on a holiday, paychecks will normally be distributed on the last
working day preceding the holiday. Employees who will not be at work on a payday may
request that their checks be held, forwarded to their supervisor, or mailed directly to their
residence. Unclaimed paychecks will be held in Accounting. Paychecks of individuals who
terminate their employment with OCSD, or are separated, will be mailed directly to them on
the next regular payday subsequent to the separation date unless other arrangements are
made to hold the check.
6.0 EXCEPTIONS
7.0 PROVISIONS AND CONDITIONS
8.0 RELATED DOCUMENTS
8.1 Fair Labor Standards Act, as amended
8.2 Policy 2.2, Non-Base Building Pay
8.3 Policy 3.1.1, Hours of Work—Non-Exempt Employees
84 Policy 4.7, Pro Rata Benefits for Part-Time Employees
8.5 Policy 5.1, Rules of Conduct
Personnel Policies& Procedures Manual Page 3 of 3 Effective:09/26/18
Policy 3.1.2, Hours of Work-Exempt Employees
OCSD 18-18-84
;., Orange County Policy Number: 3.2
{_f Sanitation District
Personnel Policies
Effective Date: September 26, 2018
Subject: Attendance Supersedes: June 3, 2011
Approved by: General Manager
1.0 PURPOSE
1.1 The purpose of this policy is to establish uniform guidelines and procedures for attendance.
2.0 ORGANIZATIONAL UNITS AFFECTED
2 1 This policy applies to all current employees regardless of their organizational unit.
3.0 DEFINITIONS
3.1 Tardiness occurs when an employee reports to work after the start time of an assigned
work shift. Employees are expected to be at their assigned work location and ready to work
at the start of the assigned work shift.
3.2 Absence occurs when an employee does not report to work for all or a portion of an
assigned work day. An absence is considered unscheduled for nonexempt employees
when it is requested within 23 hours of the start of an employee's work schedule.
4.0 POLICY
4.1 Prompt and regular attendance is required to maintain effective and efficient Orange County
Sanitation District (OCSD)-operations. Therefore, all employees are expected to report to
work as scheduled unless proper arrangements have been made to ensure that work flow,
customer service needs, and business needs are met.
5.0 PROCEDURE
5.1 Supervisor's Responsibility. Supervisors are responsible for ensuring that employees
observe OCSD's need for prompt and regular attendance. They are also responsible for
providing counseling, as necessary, including referring employees to the Human
Resources Department or Employee Assistance Program for help in dealing with medical,
physical, or personal difficulties related to their attendance-causing performance
deficiencies. All of the facts and circumstances surrounding an employee's inability to
report for work should be considered in the counseling process, including the employee's
performance, overall attendance, reasons for missing work, and prospects for
improvement. While OCSD's need for prompt and regular attendance of all employees is
of utmost importance, it is equally important to recognize individual employee needs in an
impartial manner.
5.2 Notification. Employees must notify their supervisor of their inability to report for work as
scheduled as far in advance as possible and in no case later than the regular start time.
The notification of absence should identify the type of leave and an estimate of when the
employee expects to be able to return. OCSD may require medical documentation of any
absence due to illness or injury, particularly when there is an indication of abuse of time-off
Personnel Policies&Procedures Manual Page 1 of 2 Effective: 09/26/18
Policy 3.2, Attendance
OCSD 18-18-85
privileges. Employees must also notify their supervisor prior to leaving early from work
unless other arrangements have been made and approved by management.
5.3 Tardiness. Tardiness is not acceptable from a performance standpoint and excessive
tardiness may be the basis for discipline, up to and including termination. For timesheet
reporting purposes, employees who are 15 or more minutes tardy to work will be required
to use accrued time off to offset the time away from work unless other arrangements have
been made and approved by management. Tardiness of less than 15 minutes shall not be
deducted from the employee's pay but numerous occurrences may warrant disciplinary
action.
5.4 Unscheduled time off will be properly recorded as such for nonexempt employees on the
employee's timesheet.
6.0 EXCEPTIONS
6.1 Negative impacts of an employee's attendance on the individual's performance or the
operations of OCSD shall be addressed through the designated Performance Management
Program and/or may be the basis for disciplinary action in accordance with Policy 5.1,
Rules of Conduct.
7.0 PROVISIONS AND CONDITIONS
8.0 RELATED DOCUMENTS
8.1 Policy 5.1, Rules of Conduct
8.2 Policy 3.1.1, Hours of Work—Nonexempt Employees
8.3 Policy 3.1.2, Hours of Work— Exempt Employees
8.4 Policy 3.3, Leave of Absence with Pay
8.5 Policy 3.4, Leave of Absence without Pay
8.6 OCSD Performance Management Programs
Personnel Policies&Procedures Manual Page 2 of 2 Effective: 09/26/18
Policy 3.2, Attendance
OCSD 18-18-86
- Orange County Policy Number: 3.3
Sanitation District
yt_1_ Personnel Policies Effective Date: September 26, 2018
Subject: Leave-of-Absence with Pay Supersedes: September 3, 2013
Approved by: General Manager
1.0 PURPOSE
1 1 The purpose of this policy is to establish uniform guidelines and procedures for use in the
administration of the Orange County Sanitation District's (OCSD's) leave-of-absence with
pay program.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 All regular OCSD employees.
3.0 DEFINITIONS
4.0 POLICY
4.1 Vacation Leave. Except as otherwise provided, regular full-time employees accrue
vacation leave in accordance with the following schedule:
Years of Service Hours-Biweekly Hours-Annually
In years 0 through 4 3.08 80
In years 5 through 10 4.62 120
In year 11 4.93 128
In year 12 5.24 136
In year 13 5.54 144
In year 14 5.85 152
In year 15 6.16 160
In year 16 6.46 168
In year 17 6.77 176
In year 18 7.08 184
In year 19 7.39 192
In years 20 and over 7.69 200
4.1.1 Vacation leave begins to accrue after a new employee has completed six(6)
months of continuous service.
Personnel Policies& Procedures Manual Page 1 of 13 Effective: 09/26/18
Policy 3.3, Leave of Absence with Pay
OCSD 18-18-87
4.1.2 After the first six(6) months of service, the employee's account will be credited
with forty (40) hours. After that time, the employee will accrue vacation hours
consistent with the above chart.
4.1.3 Vacation leave may only be utilized in increments of one-half(0.5) hour or more.
4.1.4 Vacation leave is accrued for all paid hours, including hours actually worked and
hours in a paid-leave payroll status.
4.1.5 When unpaid absences occur, vacation leave accruals will be applied by straight
proration of leave accruals based on the number of hours actually worked, and is
applicable to all types of leave, whether legally protected or not.
4.1.6 Employees may have a maximum accumulation of two hundred (200) hours as of
the last day of the final pay period in December of each year. In the event an
employee accrues vacation leave in excess of two hundred (200) hours, it must
be used prior to the December date, all other remaining hours in excess of two
hundred (200)will be paid to the employee in the first pay period in January at
the employee's then current hourly rate of compensation.
4A.7 Management shall make a reasonable effort, considering the operational needs
of OCSD, to accommodate all employee requests for vacation leave. Vacation
leave should normally be requested at least two (2)weeks in advance to
increase the likelihood of submitted dates being approved. However, in the
event unforeseen circumstances prevent such advance notification, employees
may request vacation leave with as little as one (1) days' notice.
4.1.8 Preference among employees who request time off at least six(6) months in
advance shall be based on seniority. Requests received less than six (6) months
in advance shall be scheduled in the order received. Further guidelines for
vacation leave are outlined in applicable Memorandums of Understanding
(MOU).
4.2 Sick Leave. Sick leave is an insurance or protection provided by OCSD to be granted to
employees in circumstances of adversity to promote the health and welfare of the
individual employee. Sick leave is defined as the absence from duty of an employee
because of a bona fide illness, injury, or pregnancy, or to attend to the illness or injury of
a family member as hereinafter defined.
4.2.1 Sick-Leave Accrual. Full-time employees hired prior to November 27, 1981,
accrue paid sick leave at the rate of three and one-half(3.5) hours for each
biweekly pay period of continuous service(ninety-one[91] hours per year).
4.2.2 Full-time employees hired on or after November 27, 1981, accrue paid sick leave
at the rate of three (3.0) hours for each biweekly pay period of continuous service
(seventy-eight[78] hours per year), beginning with the first day of employment.
4.2.3 Part-Time (or Non-Full-Time) employees employed for at least 30 days will be
eligible to accrue sick leave. Sick leave shall accrue at the rate of one (1) hour
for every thirty (30) hours worked and shall carry over to the following year.
Accrual of sick leave shall be capped at forty-eight(48) hours or six(6) days per
year. Part-Time(or Non-Full-Time) employees may use up to twenty-four(24)
hours or three(3)days hours of sick leave per year commencing on the 90th day
of employment in accordance with Assembly Bill 109.
Personnel Policies&Procedures Manual Page 2 of 13 Effective: 09/26/18
Policy 3.3, Leave of Absence with Pay
OCSD 18-18-88
4.2.4 When unpaid absences occur, sick leave accruals will be applied by straight
proration of leave accruals based on the number of hours actually worked, and is
applicable to all types of leave, whether legally protected or not.
4.2.5 Sick-Leave Credit. A full-time, regular employee shall be granted pro rata sick-
leave credit during any pay period in which he/she is absent without pay. A part-
time, regular employee shall not be granted sick-leave credit during any period
he/she is absent without pay on his/her regular working day. In the event an
employee is required to work part-time by direction of his/her physician, sick-
leave credit shall be prorated, except that sick leave shall continue to accrue if an
employee is absent due to an injury arising out of or in the course of his/her
employment and is entitled to Workers' Compensation benefits.
4.2.6 Annual Payoff. Employees may elect annually to be paid for any unused sick
leave hours accrued through the end of the last pay period ending in October at
their current hourly rate according to the following payoff schedule or as specified
by an employee's affiliated bargaining unit Memorandum of Understanding
(MOU).
Accrued Sick Leave Hours Rate of Payoff
0— 100 hours 0%
101 to 240 hours 25%
241 to 560 hours 35%
Over 560 hours 50%
4.2.7 Employees who separate for any reason other than retirement or death shall be
compensated for any accrued and unused sick leave according to the above
schedule.
4.2.8 Employees who retire or decease shall be paid a percentage of all accrued and
unused sick leave based on years of service as follows:
Years of Service Rate of Payoff
Less than 20 years of service 75%
20 or more years of service 100%
4.2.9 Sick Leave Incentive Plan. The Sick Leave Incentive Plan applies to Executive
Management Team (EMT) members, Managers, Supervisors and professional-
level employees. The Plan is administered on an individual Group basis.
4.2.10 If the average sick leave usage of employees in a Group is under forty (40) hours
per year, calculated on annualized actual time off during the period November 1
to October 31 exclusive of catastrophic illness or injury requiring absence in
excess of two hundred (200) hours or industrial injury leave in excess of eighty
(80) hours, the annual payoff for unused sick leave will be made according to the
following table or as otherwise stipulated in a prevailing MOU.
Personnel Policies& Procedures Manual Page 3 of 13 Effective: 09/26/18
Policy 3.3, Leave of Absence with Pay
OCSD 18-18-89
Accrued Sick Leave Hours Rate of Payoff
0-100 15%
101-240 45%
241-560 60%
Over 560(mandatory) 75%
4.2.11 Permissible Uses. Sick leave may be applied only when:
4.2.11.1 The employee is physically or mentally unable to perform his or her
normal functions due to illness, injury, or a medical condition.
4.2.11.2 The absence is for the purpose of obtaining professional diagnosis or
treatment for a medical condition of the employee or the absence is
due to medical and dental office appointments of an employee when
approved by the employee's supervisor.
4.2.11.3 The absence is for other medical reasons of the employee, such as
pregnancy or obtaining a physical examination.
4.2.11.4 The absence is for the care of the employee's parent, step-parent,
adoptive parent, father-in-law, mother-in-law, brother, step-brother,
sister, step-sister, spouse, registered domestic partner, biological
child, adopted child, step-child, foster child, legal ward, child of a
domestic partner, grandchild, grandparent, foster parent, legal
guardian, or any family member with whom the employee resides.
4.2.11.5 The absence is due to a job-related injury.
4.2.11.6 The absence is due to issues relating to domestic violence, sexual
assault, or stalking, such as seeking services from crisis counselors
or shelters, or from obtaining legal relief such as restraining orders or
injunctions
4.2.12 Protected Sick Leave. As prescribed under California Labor Code section 233,
employees may use up to one-half(1/2) of their annual sick leave accruals in any
calendar year when:
4.2.12.1 The absence is for the purpose of obtaining professional diagnosis,
care, or treatment for an existing health condition of, or preventative
care for, the employee.
4.2.12.2 The absence is for the purpose of obtaining diagnosis, care, or
treatment for an existing health condition of, or preventive care for,
the employee's parent, step-parent, adoptive parent, foster parent,
legal guardian, father-in-law, mother-in-law, brother, step-brother,
sister, step-sister, spouse, registered domestic partner, biological
child, adopted child, step-child, foster child, legal ward, child of a
domestic partner, grandchild, and grandparent.
4.2.12.3 The absence is due to issues relating to domestic violence, sexual
assault, or stalking, such as seeking services from crisis counselors
or shelters, or from obtaining legal relief such as restraining orders or
injunctions.
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Policy 3.3. Leave of Absence with Pay
OCSD 18-18-90
4.2.13 General Provisions. To qualify for sick-leave pay, the employee shall provide
reasonable advance notification of their need to use accrued paid sick leave to
their supervisor if the need for paid sick leave use is foreseeable (e.g., doctor's
appointment scheduled in advance). As prescribed under the California Paid
Sick Leave Law—for the first three (3) days of sick leave use, if the need for paid
sick leave use is unforeseeable, the employee shall provide notice of the need
for the leave to their supervisor as soon as is practicable. After the first three(3)
days of sick leave use, the employee must notify OCSD at or in advance of the
time the employee is scheduled to report for duty. Minimum charge to the
employee's sick-leave account shall be one-half(0.5) hour and thereafter in one-
half(0.5) hour increments.
4.2.14 Human Resources, along with the division management, shall be responsible for
control of abuse of the sick-leave privilege. Except for the first twenty-four hours
or three (3) days of sick leave use as prescribed under the California Paid Sick
Leave Law, if notified in advance by a manager or supervisor, the employee may
be required, at any time, to furnish a certificate issued by a licensed physician or
nurse, or other satisfactory evidence of illness; however, for absences of ten (10)
consecutive working days or more, a request for leave and a medical statement,
on prescribed forms, stating expected date of return must be submitted to Human
Resources. Upon return to work, a written doctor's release must be submitted to
Human Resources. For absences of one(1)or more working days in an unpaid
status, a request for leave and a medical statement, on prescribed forms, stating
expected date of return must be submitted to Human Resources.
4.2.15 Sick Leave Banks. Sick Leave Banks are administered on an individual Group
basis. Employees represented by the International Union of Operating Engineers
Local 501 for the Operations and Maintenance Unit(Local 501)who elect to bank
sick leave accrued prior to the implementation of Personal Leave provisions may
elect to use such time off for absence due to a bon a fide illness, injury, or
pregnancy, or to attend to the illness or injury of an immediate family member.
Employees represented by Local 501 who retire or die shall be paid at the 50%
(fifty percent) rate for all Banked Sick Leave hours; an employee who separates
shall be compensated for Banked Sick Leave as follows.
Banked Sick Leave Hours Rate of Payoff
0- 100 0 percent
101 -240 25 percent
a
241 -560 35 percent
Over 560 50 percent
4.2.16 If the need for leave is due to the employee's serious health condition, as defined
in the Family and Medical Leave Act("FMLK)or the California Family Rights Act
("CFRA"), the certification requirement shall comply with provisions of these Acts.
4.3 Personal Leave. Personal leave is provided to allow employees time off with pay for
vacation, personal business and non-job-related illness or injury. Personal leave is
accrued by full-time employees for all paid hours, including hours actually worked and
hours in a paid-leave payroll status, on a biweekly basis as follows unless otherwise
stipulated by an employee's affiliated bargaining unit MOU:
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Policy 3.3, Leave of Absence with Pay
OCSD 18-18-91
Personal Leave
Hours Biweekly Annual
Years of Service_
0 through 1 3.08 80*
2 through 4 5.38 140
5 through 10 6.92 180
11 7.23 188
12 7.54 196
13 7.85 204
14 8.15 212
15 8.46 220
16 8.69 226
17 8-92 232
18 9.15 238
19 9.38 244
20 and over 9.62 250
4.3.1 When unpaid absences occur, personal leave accruals will be applied by straight
proration of leave accruals based on the number of hours actually worked, and is
applicable to all types of leave, whether legally protected or not.
4.3.2 Scheduled Time Off. Management shall make a reasonable effort, considering
the operational needs of OCSD, to accommodate all employee requests for
personal leave. Personal leave off should normally be requested at least two (2)
weeks in advance to increase the likelihood of submitted dates being approved.
4.3.3 Supervisor absences will not affect an employee's ability to schedule time off
unless the time off request is submitted within two(2)weeks of the date
requested.
4.3.4 Unscheduled Time Off. Personal leave that is classified as unscheduled time off
provides income protection to an employee who is unable to work due to the
following:
4.3.4.1 The employee is physically or mentally unable to perform his or her
normal functions due to illness, injury, or a medical condition.
4.3.4.2 The absence is for the purpose of obtaining professional diagnosis or
treatment for a medical condition of the employee or the absence is
due to medical and dental office appointments of an employee when
approved by the employee's supervisor.
4.3.4.3 The absence is for other medical reasons of the employee, such as
pregnancy or obtaining a physical examination.
4.3.4.4 The absence is for the care of the employee's parent, step-parent,
adoptive parent, father-in-law, mother-in-law, brother, step-brother,
sister, step-sister, spouse, registered domestic partner, biological
child, adopted child, step-child, foster child, legal ward, child of a
domestic partner, grandchild, grandparent,foster parent, legal
guardian, or any family member with whom the employee resides.
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Policy 3.3, Leave of Absence with Pay
OCSD 18-18-92
4.3.4.5 The absence is due to a job-related injury.
4.3.4.6 The absence is due to issues relating to domestic violence, sexual
assault, or stalking, such as seeking services from crisis counselors
or shelters, or from obtaining legal relief such as restraining orders or
injunctions.
4.3.5 Unscheduled time off must be accounted for by management upon the
employee's return to work. Except for the first twenty-four hours or three (3) days
as prescribed under the California Paid Sick Leave Law in which the employee
uses Personal Leave for reasons described in 5.3.5. Employees may be required
to submit medical documentation for their injury or illness. It is the responsibility
of OCSD management to control the potential abuse of unscheduled time off
privileges.
4.3.6 Protected Use of Personal Leave. As prescribed under California Labor Code
section 233, employees may use up to one-half(1/2) of their annual personal
leave accruals in any calendar year when:
4.3.6.1 The absence is for the purpose of obtaining professional diagnosis,
care, or treatment for an existing health condition of, or preventative
care for, the employee.
4.3.6.2 The absence is for the purpose of obtaining diagnosis, care, or
treatment for an existing health condition of, or preventive care for,
the employee's parent, step-parent, adoptive parent, foster parent,
legal guardian, father-in-law, mother-in-law, brother, step-brother,
sister, step-sister, spouse, registered domestic partner, biological
child, adopted child, step-child, foster child, legal ward, child of a
domestic partner, grandchild, and grandparent.
4.3.6.3 The absence is due to issues relating to domestic violence, sexual
assault, or stalking, such as seeking services from crisis counselors
or shelters, or from obtaining legal relief such as restraining orders or
injunctions.
4.3.7 OCSD also has the right to discipline employees on the basis of total absences
away from work. Except for the first twenty-four hours or three(3)days as
prescribed under the California Paid Sick Leave Law in which the employee uses
Personal Leave for reasons described in section 5.3.4, Employees must notify
their supervisor prior to the start time of their shift when they are unable to report
for work.Any absence that is requested within twenty-three (23) hours of the
start of an employee's work schedule, excluding protected leaves of absence and
bereavement leave, shall be considered unscheduled time off unless otherwise
stipulated by an employee's affiliated bargaining unit MOU. Employees returning
from an extended leave should notify their supervisor as soon as possible to
facilitate personnel scheduling.
4.3.8 Human Resources, along with the division management, shall be responsible for
control of abuse of the unscheduled leave privilege. Except for the first twenty-
four hours or three (3) days as prescribed under the California Paid Sick Leave
Law in which the employee uses Personal Leave for reasons described in
section 5.3.4, the employee may be required, at any time, to furnish a certificate
issued by a licensed physician or nurse, or other satisfactory evidence of illness;
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Policy 3.3, Leave of Absence with Pay
OCSD 18-18-93
however, for unscheduled absences of ten (10)consecutive working days or
more, a request for leave and a medical statement, on prescribed forms, stating
expected date of return must be submitted to Human Resources. Upon return to
work, a written doctor's release must be submitted to Human Resources. For
absences of one(1) or more working days in an unpaid status, a request for
leave and a medical statement on prescribed forms, stating expected date of
return must be submitted to Human Resources.
4.3.9 Personal Leave Payoff. Employees(or their estate)who separate, retire or die
shall be paid in full at their current rate of pay for all Personal Leave hours
accrued.
4.3.10 Maximum Accrual. Employees may have a maximum accumulation of four
hundred-forty(440) hours of Personal Leave as of the last day of the final pay
period in December of each year. In the event an employee accrues personal
leave in excess of the maximum accrual, it must be used prior to the December
date. All, other remaining hours in excess of the maximum accrual will be paid to
the employee in the first pay period in January at the employee's then current
hourly rate of compensation.
4.3.11 If the need for leave is due to the employee's own serious health condition, as
defined in the Family and Medical Leave Act ("FMLA") or the California Family
Rights Act("CFRA"), the certification requirement shall comply with the
provisions of these Acts.
44 Protected Child-Related Activities Leave. As prescribed under California Labor Code,
Section 230.8, an employee who is a parent with one (1) or more children attending
kindergarten, grades one (1)to twelve (12), or is a child care provider, may take paid or
unpaid leave up to forty (40) hours per calendar year for the following child-related
activities:
4.4.1 To find, enroll, or reenroll his or her child in a school or with a licensed child care
provider, or to participate in activities of the school or licensed child care provider
of his or her child. Time off for this purpose shall not exceed eight(8) hours in
any calendar month of the year.
4.4.2 To address a child care provider or school emergency
4.5 Jury Duty Leave. Any full-time, including probationary, employee who is called for jury
duty shall be entitled to his/her regular pay for those hours of absence due to
performance of the jury duty for a period up to twenty-two (22)working days.
4.5.1 Prior to jury duty service, each employee must complete an online time off
request form. To be entitled to receive regular pay for such jury leave,
employees must report for work during their regularly scheduled work shift when
they are relieved from jury duty service, unless there is less than one-half('/z) of
their regular shift remaining. Employees are not compensated for jury duty
occurring on scheduled days off.
4.5.2 An employee serving jury duty must obtain an attendance slip from the court to
be submitted to his/her supervisor with his/her time sheet in order to be eligible
for regular pay for those hours of absence due to jury duty.
4.5.3 Employees are advised in all cases, whether serving jury duty for the state or
federal court systems, to disclose their public employment and OCSD's jury duty
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Policy 3.3, Leave of Absence with Pay
OCSD 18-18-94
pay policy because employees who receive jury duty pay may not be entitled to
court compensation.
4.6 Witness Leave. Any full-time, including probationary, employee who is required to be
absent from work by a subpoena properly issued by a court, agency or commission
legally empowered to subpoena witnesses, which subpoena compels his/her presence as
a witness, except in a matter wherein he/she is named as a defendant or plaintiff or as an
expert witness, shall, upon approval of an online time off request, be entitled to the time
necessary to comply with such subpoena. An employee's regular pay will be reduced by
the amount of witness leave pay received, exclusive of mileage.
4.6.1 An employee so subpoenaed must submit a copy of the subpoena to their
supervisor and complete an online time off request form in order to be eligible for
pay for such absence. To be entitled to receive regular pay for such witness
leave, the employee must report for work at OCSD for time not actually retained
on witness service of one(1) hour or more prior to and/or upon completion of
each day's service, exclusive of travel time.
4.7 Military Leave. A request for military leave shall be made through the online time off
request form and shall state the date when it is desired to begin the leave-of-absence
and the date of anticipated return. A copy of the orders requiring such military service
shall be submitted with the request to the employee's supervisor.
4.7.1 Provisions of the Military and Veterans Code of the State of California, Sections
395-395.5 shall govern military leave. In general, current law provides that an
employee having one year or more service with a public entity is entitled to
military leave with pay not exceeding thirty(30) days per year if the employee is
engaged in military duty ordered for purposes of active military training or
encampment. An employee who is required to attend scheduled service drill
periods or perform other inactive duty reserve obligations is entitled to military
leave without pay, not exceeding seventeen (17)calendar days per year,
although the employee may, at his or her option, elect to use vacation or
personal leave time to attend the scheduled reserve drill periods or to perform
other inactive drill period obligations. Employees who participate in weekend
military drill duty are not eligible for leave with pay for such activity, but may have
their regular work schedule changed to accommodate the required time off.
4,8 Bereavement Leave. Using the online time off request form, any full-time employee,
whether probationary or regular, shall receive a maximum of thirty-six(36) hours off with
pay for the death or funeral of an immediate family member. Immediate family member is
defined as the employee's father, step-father, father-in-law, mother, step-mother, mother-
in-law, brother, step-brother, sister, step-sister, husband,wife, domestic partner,
biological child, step-child, adopted child, child of a domestic partner, step parent,
grandchild, grandparent, foster parent, foster child, legal guardian, or any family member
with whom the employee resides or who is identified in the employee's MOU, if
applicable. Employees must submit an online time off request form for approval by the
supervisor.
4.9 Workers'Compensation Leave. Employees who are injured in the course of their
employment are placed on Workers' Compensation Leave, and receive wage loss
benefits to which they are entitled under the Workers' Compensation Act. Employees
may request to concurrently use available paid leave accruals to supplement their
Workers' Compensation payments in an amount such that the sum of both is equal to or
less than the employee's regular base pay.
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Policy 3.3, Leave of Absence with Pay
OCSD 18-18-95
4.10 Administrative Leave.
4.10.1 Executive Management Employees
4.10.1.1 No more than forty (40) hours of administrative leave shall be
granted to employees in the Executive Management Group in any
calendar year on January 1 st.
4.10.1.1.1 As an exception, Executive Management Group
employees who elected to remain on the executive
benefits structure, specified in 1.7 At-Will EMT
Employment Agreements, may select whether to include
Administrative Leave as part of their annual benefits
package.
4.10.1.2 Employees who are hired or promoted into the Executive
Management Group shall be granted administrative leave on a pro-
rata basis in accordance with the following schedule:
Month of Hire/Promotion Percentage of Leave Granted
January -September 100%
October-December 50%
4.10.1.3 Administrative leave may only be used in quarter-hour increments or
more.
4.10.1.4 Any unused administrative leave, within the calendar year granted,
will not be carried over to the next calendar year.
4.10.1.5 Any unused administrative leave, within the calendar year granted, is
not subject to cash out or eligible for any mandatory payout.
4.10.1.6 Employees who cease to be part of the Executive Management
Group for any reason will not receive payment of any unused
administrative leave.
4.10.2 Manager Group Employees
4.10.2.1 No more than forty (40) hours of administrative leave shall be
granted to employees in the Executive Management Group in any
calendar year on January 1 st.
4.10.2.2 Employees who are hired or promoted into the Manager Group shall
be granted administrative leave on a pro-rata basis in accordance
with the following schedule:
Month of Hire/Promotion Percentage of Leave Granted
January-September 100%
October-December 50%
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Policy 3.3. Leave of Absence with Pay
OCSD 18-18-96
4.10.2.3 Administrative leave may only be used in quarter-hour increments or
more.
4.10.2.4 Any unused administrative leave, within the calendar year granted,
will not be carried over to the next calendar year.
4.10.2.5 Any unused administrative leave, within the calendar year granted, is
not subject to cash out or eligible for any mandatory payout
4.10.2.6 Employees who cease to be part of the Manager Group for any
reason will not receive payment of any unused administrative leave.
4.10.3 Professional, Supervisor and Exempt-level Confidential Group Employees
4.10.3.1 Effective the first pay period in July, regular full-time exempt-level
employees in the Professional, Supervisor and Confidential Groups
shall be granted forty(40) hours of Administrative Leave.
4.10.3.2 Regular full-time exempt-level employees who are hired or promoted
into the Professional, Supervisor and Confidential Groups shall be
granted Administrative Leave on a pro-rata basis per the following
schedule:
Month of Hire/Promotion Percentage of Leave Granted
July- September 100%
October-December 75%
January-March 50%
April -June 0%
4.10.3.3 Administrative Leave will be administered in accordance with the
following guidelines:
4.10.3.3.1 Administrative Leave may be used in quarter-hour
increments.
4.10.3.3.2 Any unused Administrative Leave, within the fiscal year
granted, will not be carried over to the next fiscal year.
4.10.3.3.3 Any unused Administrative Leave, within the fiscal year
granted, is not subject to cash out or eligible for any
mandatory payout.
4.10.3.3.4 Employees who cease to be part of the Professional
Group for any reason will forfeit any unused
Administrative Leave.
4.11 Supplemental Leave
4.11.1 Nonexempt Confidential Group Employees (unless otherwise stipulated by an
employee's affiliated bargaining unit MOU)
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Policy 3.3, Leave of Absence with Pay
OCSD 18-18-97
4.11.1.1 In 2011, effective the first pay period in the month following the
approval of this Agreement by the OCSD Board of Directors, regular
full-time employees in the bargaining unit shall be granted
Supplemental Leave in accordance with the following schedule:
Years of Service 5-9 10-14 15-19 20-24 25+
Supplemental Leave Hours 5 10 15 20 25
4.11.1.2 Supplemental Leave shall be granted per the schedule in the first
pay period in July.
4.11.1.3 Supplemental Leave will be administered in accordance with the
following guidelines:
4.11.1.3.1 Supplemental Leave may be used in one-quarter(0.25)
hour increments.
4.11.1.3.2 Any unused Supplemental Leave, within the fiscal year
granted, will not be carried over to the next fiscal year.
4.11.1.3.3 Any unused Supplemental Leave, within the fiscal year
granted, is not subject to cash out or eligible for any
mandatory payout.
4.11.1.3.4 Employees who cease to be part of the bargaining unit
for any reason will forfeit any unused Supplemental
Leave.
4.11.1.4 Employees who are hired or transferred into the bargaining unit shall
be granted Supplemental Leave on a pro-rata basis per the following
schedule:
Hire/Transfer Date Percent
July—September 100%
October—December 75%
January—March 50%
April—June 25%
5.0 PROCEDURE
6.0 EXCEPTIONS
61 Part-time employees receive leave of absence benefits on a pro-rated basis per Policy
4.7, Pro Rata Benefits for Part-time Employees.
6.2 Employees receive either both sick leave and vacation time off accruals or personal leave
time off accruals depending on the employee's bargaining unit and/or employee group
affiliation.
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Policy 3.3, Leave of Absence with Pay
OCSD 18-18-98
6.3 Vacation leave is not accrued for overtime hours worked.
6.4 The unscheduled time off designation does not apply to exempt employees.
7.0 PROVISIONS AND CONDITIONS
7.1 Accrued balances of vacation leave, compensatory leave, and personal leave may be
cashed out at the employee's request on an annual basis in December of each calendar
year.
7,2 Vacation leave is accrued on a bi-weekly basis, and employees within the initial
probationary period may request time off in the first six(6) months of employment and
must use available leave accruals.
7.3 Employees may not maintain a negative balance of vacation, sick, compensatory, or
personal leave accruals.
8.0 RELATED DOCUMENTS
8.1 California Labor Code, Section 230.8
8.2 California Labor Code, Section 246(California Paid Sick Leave Law)
8.3 California Assembly Bill 109, Sick Leave Law
8.4 Policy 1.10, Employee Separation
8.5 Policy 4.7, Pro Rata Benefits for Part-time Employees
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Policy 3.3, Leave of Absence with Pay
OCSD 18-18-99
Orange County Policy Number: 3.3.1
Sanitation District
=TYy, Personnel Policies Effective Date: September 26, 2018
Subject: Military Leave Supersedes: July 21, 2004
Approved by: General Manager
1.0 PURPOSE
1.1 The purpose of this policy is to support employees who serve in the United States
military, National Guard, and Reserve branches of the United States Armed Forces
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all OCSD employees who serve in the United States military,
National Guard, and Reserve branches of the United States Armed Forces.
3.0 POLICY
11 GENERAL INFORMATION
3.1.1 OCSD provides leave of absence to employees who are fulfilling military duty
requirements as active military, Reservists, or National Guard members.
3.2 LEAVE WITH PAY
3.2.1 Employees on military leave(i.e., active duty), who have one year or more
service with OCSD, are entitled to full pay for the first thirty(30)calendar days of
military leave, up to a maximum of one hundred-sixty (160) hours of pay, in any
fiscal year.
3.2.2 National Guard members on military leave (i.e., active duty including military
leave and Governor-proclaimed states of extreme emergency), regardless of
their length of service with OCSD, are entitled to full pay for the first thirty(30)
calendar days of military leave, up to a maximum of one hundred-sixty(160)
hours of pay, in any fiscal year.
3.2.3 Employees on temporary military leave(i.e., training), who have one year or
more of service with OCSD, are entitled to full pay for the first thirty(30)calendar
days of temporary military leave, up to a maximum of one hundred-sixty(160)
hours of pay, in any fiscal year.
3.2.4 In determining the one year of service with OCSD, all military service shall be
counted as service with OCSD.
33 LEAVE WITHOUT PAY
3.3.1 Employees who are required to attend scheduled reserve drill periods or other
inactive duty reserve obligations are entitled to military leave without pay.
Employees may, at their option, elect to use vacation or personal leave time to
attend the scheduled reserve drill periods or to perform other inactive duty
reserve obligations. Employees who participate in weekend military drill duty are
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Policy 3.3.1, Military Leave
OCSD 18-18-100
not eligible for leave with pay, but may request to have their regular work
schedule changed to accommodate the required time off.
3A BENEFITS
3.4.1 Health insurance coverage, in accordance with plan documents, shall continue
while employees are engaged in military duty.
3.4.2 Time spent on a military leave of absence will be credited to "length of service"
requirements for leave accruals and retirement benefits.
3.4.3 Employees are entitled to receive pay for OCSD holidays that occur while
employees are engaged in military duty and entitled to Leave with Pay. Holiday
pay hours shall be included in the maximum one hundred-sixty(160) hours of
paid military leave (i.e., active or training) per fiscal year.
35 RETURN TO WORK
3.5.1 Employees are obligated to provide prompt notification of their intent to return to
work. Employees who are on a military leave of absence are guaranteed
reemployment in accordance with the Uniformed Services Employment and
Reemployment Rights Act(USERRA). Employees returning to work shall be
restored to their former position or a position of similar status and pay.
Employees who are released from military duty with a dishonorable or bad
conduct discharge do not qualify for protection under USERRA.
3.6 STATE OR NATIONAL EMERGENCY
3.6.1 Employees called to active duty because of a State or National emergency are
entitled to full pay for the first thirty(30) calendar days, up to a maximum of one
hundred-sixty(160) hours of pay, of such order. Thereafter employees shall
receive the difference between their pay with OCSD and their military pay
(including allowances). Employees shall continue to receive all leave time
accruals(personal leave, vacation, sick) and health insurance coverage in effect
at the time they were called to active service. Employees shall continue to
receive credit towards"length of service" requirements for retirement benefits.
These benefits shall remain in effect for the full duration of the active military
assignment.
4.0 PROCEDURE
41 Unless precluded by military necessity, employees must provide as much advance notice
as possible regarding their military obligation by completing an online time off request
form.
4.2 Employees should provide a copy of their orders, annual drill schedule or other
documentation to their immediate supervisor in a timely manner and if possible, before
they begin their assignment.
5.0 PROVISIONS AND CONDITIONS
5,11 Provisions of California's Military and Veterans Code, Sections 389 et seq., and the
Uniformed Services Employment and Reemployment Rights Act(USERRA), 38 U.S.C.
Sections 4301 et seq. shall govern military leave.
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Policy 3.3.1, Military Leave
OCSD 18-18-101
52 As per the California Military and Veterans Code, Section 395.03, no more than the pay
for a period of thirty(30) calendar days shall be allowed under the provisions of Section
395.01 or 395.02 for any one military leave of absence or during any fiscal year, except
as otherwise authorized by resolution number 01-20, approved by OCSD's Board of
Directors on October 24, 2001.
6.0 RELATED DOCUMENTS
6.1 California Military and Veterans Code
62 Uniformed Services Employment and Reemployment Rights Act of 1994(USERRA)
6.3 OCSD Resolution 01-20
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Policy 3.3.1, Military Leave
OCSD 18-18-102
Policy Number: 3.4
Y. Orange County
Sanitation District Effective Date: September 26, 2018
Personnel Policies
Subject: Leave-of-Absence Supersedes: November 11, 2011
Without Pay
Approved by: General Manager
1.0 PURPOSE
1 1 The purpose of this policy is to establish uniform guidelines and procedures for use in the
administration of Orange County Sanitation District's (OCSD) leave-of-absence without
pay program.
2.0 ORGANIZATIONAL UNITS AFFECTED
2 1 This policy applies to all regular OCSD employees.
3.0 DEFINITIONS
31 Americans with Disabilities Act(ADA)—A federal law that prohibits discrimination
against people with disabilities and requires employers to provide reasonable
accommodation to employees with known disabilities when doing so does not pose an
undue hardship.
3.2 California Family Rights Act(CFRA)—A state law that provides certain employees with
up to twelve(12)weeks of unpaid,job-protected leave per year.
3.3 Child,for purposes of FMLA/CFRA—Means a biological, adopted or foster child, a
stepchild, a legal ward, or a child of a person standing in loco parentis (in place of
parents or instead of a parent), who is either under age 18, or age 18 or older and
incapable of self-care because of a mental or physical disability, at the time that
FMLA/CFRA leave is to commence.
3.4 Consolidated Omnibus Budget Reconciliation Act(COBRA)—A federal law that
gives employees and dependents who lose their group health insurance the right to elect
to continue health insurance coverage for eighteen (18) or thirty-six(36) months under
certain circumstances, such as voluntary or involuntary separation from employment for
reasons other than gross misconduct, reduction in hours worked, change in employment
status, death, divorce, and other life events.
3.5 Covered Active Duty or Call to Covered Active Duty Status—Means a) in the case of
a member of a regular component of the Armed Forces, duty during deployment of the
member with the Armed Forces to a foreign country, and b) in the case of a member of a
reserve component of the Armed Forces, duty during the deployment of the member with
the Armed Forces to a foreign country under a call or order to active duty during a war or
national emergency declared by the President or Congress.
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3.6 Covered Servicemember—Means a)a current member of the Armed Forces, including
a member of the National Guard or Reserves, who is undergoing medical treatment,
recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the
temporary disability retired list, for a serious injury or illness incurred in the line of duty on
covered active duty, or b) a veteran who is undergoing medical treatment, recuperation or
therapy, for a serious injury or illness and who was a member of the Armed Forces
(including a member of the National Guard or Reserves)at any time during the period of
five(5) years preceding the date on which the veteran undergoes that medical treatment,
recuperation or therapy.
3.7 Domestic Partner—As defined by California Family Code§§297 and 299.2, shall have
the same meaning as"spouse"for purposes of CFRA.
3.8 Fair Employment& Housing Act(FEHA)—A California statute prohibiting employment
discrimination based on race; color; religion; national origin; ancestry; physical disability;
mental disability; genetic information; medical condition; marital status; sex; gender;
gender identity; gender expression; sexual orientation; age, with respect to persons over
the age of 40; pregnancy, childbirth, or related medical conditions; and military or veteran
status. The Act also prohibits retaliation for opposing any practice forbidden by the Act or
for filing a complaint, testifying, or assisting in proceedings under the Act and requires
employers to provide reasonable accommodation to employees with disabilities when
doing so does not pose an undue hardship.
39 Family and Medical Leave Act(FMLA)—A federal law that provides certain employees
up to twelve(12) weeks of unpaid,job-protected leave per year.
Family Member—For purposes of FMLA/CFRA, means an employee's spouse, parent,
or child. In addition, the definition of family member under CFRA includes an employee's
domestic partner and child of a domestic partner.
3.10 Health Care Provider
3.10.1 A doctor of medicine or osteopathy who is authorized to practice medicine or
surgery by the State of California;
3.10.2 Individuals duly licensed as a physician, surgeon, or osteopathic physician or
surgeon in another state or jurisdiction, including another country, who directly
treat or supervise treatment of a serious health condition;
3.10.3 Podiatrists, dentists, clinical psychologists, optometrists, and chiropractors
(limited to treatment consisting of manual manipulation of the spine to correct a
subluxation as demonstrated by X-ray to exist) authorized to practice in California
and performing within the scope of their practice as defined under California
State law;
3.10.4 Nurse practitioners and nurse-midwives, clinical social workers, and physician
assistants who are authorized to practice under California State law and who are
performing within the scope of their practice as defined under California State
law;
3.10.5 Christian Science practitioners listed with the First Church of Christ, Scientist in
Boston, Massachusetts; and
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3.10.6 Any health care provider from whom OCSD or its group health plan's benefits
manager will accept certification of the existence of a serious health condition to
substantiate a claim for benefits.
3.11 Incapable of Self Care—Describes a person who requires active assistance or
supervision to provide daily self-care in three(3)or more of the activities of daily living or
instrumental activities of daily living—such as, caring for grooming and hygiene, bathing,
dressing and eating, cooking, cleaning, shopping, taking public transportation, paying
bills, maintaining a residence, and using telephones and directories, and using a post
office.
3.12 Next of Kin of a Covered Servicemember—Means the nearest blood relative other
than the covered servicemember's spouse, parent, son, or daughter, in the following
order of priority: Blood relatives who have been granted legal custody of the covered
servicemember by court decree or statutory provisions; brothers and sisters;
grandparents; aunts and uncles; and first cousins, unless the covered servicemember
has specifically designated in writing another blood relative as his or her nearest blood
relative for purposes of military caregiver leave under the FMLA.
3.13 Outpatient Status means, with respect to a covered servicemember, the status of a
member of the Armed Forces assigned to either: (1) a military medical treatment facility
as an outpatient; or(2)a unit established for the purpose of providing command and
control of members of the Armed Forces receiving medical care as outpatients,
3.14 Parent,for purposes of FMLA/CFRA—Means the biological, adoptive, step or foster
parent of an employee; a legal guardian; or an individual who stands or stood in loco
parentis (in place of parents of instead of a parent)to an employee when the employee
was a child.
3.15 Pregnancy Disability Leave (PDL)—A state law that provides an employee, who is
disabled as a result of pregnancy, childbirth, or a related condition, up to four(4) months
of unpaid leave, with medical approval.
3.16 Rolling 12-Month Period—A period measured backward from the date an employee
uses any FMLA leave. Each time an employee takes FMLA/CFRA leave, the remaining
leave entitlement would be any balance of the 12 weeks which has not been used during
the immediately preceding 12 months. For example, if an employee has taken eight
weeks of leave during the past 12 months, an additional four weeks of leave could be
taken.
3.17 Serious Health Condition —Means an illness, injury, impairment, or physical or mental
condition that involves:
3.17.1 Inpatient care(i.e., an overnight stay or expectation of an overnight stay) in a
hospital, hospice, or residential medical care facility, including any period of
incapacity(i.e., inability to work, or perform other regular daily activities due to
the serious health condition, treatment involved, or recovery therefrom); or
3.17.2 Continuing treatment by a health care provider. A serious health condition
involving continuing treatment by a health care provider includes any one or
more of the following:
3.17.2.1 A period of incapacity(i.e., inability to work, or perform other regular
daily activities) due to serious health condition of more than three (3)
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consecutive calendar days, and any subsequent treatment or period of
incapacity relating to the same condition, that also involves:
3.17.2.1.1 Treatment two (2) or more times-by a health care provider.
3.17.2.1.2 Treatment by a health care provider on at least one (1)
occasion that results in a regimen of continuing treatment
under the supervision of the health care provider. If the
medication is over the counter, and can be initiated without a
visit to a health care provider, it does not constitute a
regimen of continuing treatment.
3.17.2.2 Under FMLA only, any period of incapacity due to pregnancy or for
prenatal care. Under state law, an employee disabled by pregnancy is
entitled to PDL
3.17.2.3 Any period of incapacity or treatment for such incapacity due to a
chronic serious health condition.A chronic serious health condition is
one which:
3.17.2.3.1 Requires periodic visits (defined as at least twice a year)for
treatment by a health care provider or by a nurse;
3.17.2.3.2 Continues over an extended period of time(including
recurring episodes of a single underlying condition); and
3.17.2.3.3 May cause episodic rather than a continuing period of
incapacity(e.g., asthma, diabetes, epilepsy, etc.). Absences
for such incapacity qualify for leave even if the absence lasts
only one (1) day or less.
3.17.2.4 A period of incapacity which is permanent or long term due to a
condition for which treatment may not be effective. The employee or
family member must be under the treatment of a health care provider.
3.17.2.5 Any period of absence to receive multiple treatments (including any
period of recovery therefrom) by a health care provider or by a provider
of health care services under orders of, or on referral by, a health care
provider, either for restorative surgery after an accident or other injury,
or for a condition that would likely result in a period of incapacity of
more than three(3) consecutive calendar days in the absence of
medical intervention or treatment.
3.18 Serious lniury or Illness—Means a) in the case of a member of the Armed Forces
(including a member of the National Guard or Reserves), an injury or illness incurred by a
covered servicemember in the line of duty on covered active duty(or existed before the
beginning of the member's active duty and was aggravated by service in the line of duty
on covered active duty in the Armed Forces)and that may render the servicemember
medically unfit to perform the duties of the member's office, grade, rank, or rating, and b)
in the case of a veteran who was a member of the Armed Forces (including a member of
the National Guard or Reserves)at any time during the period of five(5) years preceding
the date on which the veteran undergoes that medical treatment, recuperation, or
therapy, a qualifying injury or illness that was incurred by the member in line of duty on
covered active duty in the Armed Forces (or existed before the beginning of the
member's active duty and was aggravated by service in the line of duty on covered active
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duty in the Armed Forces)that manifested itself before or after the member became a
veteran.
3.19 Single 12-Month Period—For purposes of leave to care for a covered servicemember,
begins on the first day the eligible employee takes FMLA leave to care for the covered
servicemember and ends twelve(12) months after that date.
3.20 Souse—Means a partner in marriage as defined by state and/or federal law.
3.21 Child-Related Activities—Include addressing a child care provider or school
emergency, a request that the child be picked up from school or child care,
behavioral/discipline problems, closure or unexpected unavailability of the school
(excluding planned holidays), or a natural disaster; finding, enrolling, re-enrolling a child
in a school or with a licensed child care provider.
4.0 POLICY
4.1 To the extent not already provided for under current leave policies and provisions, it is the
policy of OCSD to grant employees extended leave-of-absences under certain
circumstances, including family and medical leave for eligible employees as required by
state and federal law. The following provisions set forth the rights and obligations with
respect to such leave. Rights and obligations which are not specifically set forth below
are set forth in the Department of Labor regulations implementing the Federal Family and
Medical Leave Act of 1993 ("FMLA"), and the regulations of the California Family Rights
Act("CFRA").
42 Reasons for FMLA/CFRA Leave FMLA/CFRA leave is only permitted for the following
reasons:
4.2.1 The birth of a child or to care for a newborn of an employee;
4.2.2 The placement of a child with an employee in connection with the adoption or
foster care of a child;
4.2.3 Leave to care for a family member who has a serious health condition;
4.2.4 Leave because of a serious health condition that makes the employee unable to
perform the essential functions of his/her position. Under FMLA, this includes
incapacity due to pregnancy(CFRA does not include incapacity due to
pregnancy; PDL applies instead);
4.2.5 Under FMLA only, leave for a qualifying exigency arising out of the fact that an
employee's family member is on covered active duty or called to covered active
duty status in the Armed Forces. A qualifying exigency may include activities
such as making arrangements for childcare, making financial and legal
arrangements, attending counseling relating to the active duty of the service
member, or attending to farewell or arrival arrangements for the service member;
4.2.6 Under FMLA only, leave to care for a family member or"next of kin"
servicemember of the United States Armed Forces who has a serious injury or
illness incurred in the line of duty while on active military duty (this leave may
consist of up to 26 weeks of unpaid leave during a single 12-month period).
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43 Leave Eligibility
4.3.1 A full-time, or part-time employee is eligible for unpaid FMLA/CFRA leave if the
employee:
4.3.1.1 Has been employed for at least twelve(12) months; and
4.3.1.2 Has worked at least 1,250 hours during the 12-month period immediately
preceding the commencement of the leave.
4.3.2 A full-time or part-time employee disabled due to pregnancy, childbirth, or a
related condition is eligible for unpaid PDL on the first date of employment,
regardless of length of service with OCSD.
4.4 FMLA/CFRA Leave may not exceed twelve (12)weeks in a rolling twelve (12) month
period. PDL may not exceed four(4) months.
4.5 CFRA leave shall run concurrently with FMLA leave except that an employee's incapacity
due to pregnancy is not eligible for CFRA leave.
4.5.1 Incapacity due to pregnancy, childbirth, or a related condition may entitle an
employee to up to four(4) months of PDL, with medical approval, plus another
twelve(12)weeks of CFRA leave, to care for the child, in a rolling twelve (12)
month period.
4.65 Expiration of Leaves Upon expiration of FMLA/CFRA/PDL, OCSD will evaluate the
employee's restrictions and the positions that are available at the time. If a reasonable
accommodation other than unpaid leave exists, the employee may return to work as long
as it does not create an undue hardship on the organization.
4.7 Both Spouses Are Employed By OCSD Employees of OCSD who are married to each
other shall be limited to a combined total of twelve (12)weeks of FMLA Leave in a rolling
twelve(12) month period if the leave is taken:
4.7.1 For birth of the employee's son or daughter or to care for the child after birth;
4.7.2 For placement of a son or daughter with the employee for adoption or foster care,
or to care for the child after placement; or
4.7.3 To care for the employee's parent with a serious health condition.
48 Where the spouses both use a portion of the total 12-week FMLA/CFRA leave
entitlement for one of the above purposes, the spouses would each be entitled to the
difference between the amount he or she has taken individually and twelve (12)weeks
for FMLA/CFRA leave for a purpose such as his or her own serious health condition.
4.9 In any case in which spouses both employed by OCSD are entitled to leave,the
aggregate number of workweeks of leave to which both may be entitled may be limited to
26 workweeks during any 12-month period if leave is taken to care for a covered
servicemember.
4.10 Both Parents Are Employed By OCSD CFRA leave for the birth, adoption or foster care
placement of the parents'child will be limited to twelve (12)workweeks in a 12-month
period between the two (2) parents.
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4.11 California Leave for Military Spouses An employee who works more than twenty (20)
hours per week, and whose spouse is a member of the Armed Forces, National Guard or
Reserves who has been deployed during a period of military conflict, may be granted ten
(10) unpaid days off while the spouse is on leave from military deployment, Employees
with need for this time off must provide their supervisor and Human Resources with
notice that the employee wishes to take leave. This notice must be provided within at
least two (2) business days of receiving official notice that the employee's spouse will be
on leave from deployment. The employee must provide OCSD with written
documentation certifying that the spouse will be on leave from deployment.
4.12 Employee Benefits and Salary Adjustments While on Leave
4.12.1 Medical, Dental and Vision Premiums
4.12.1.1 During FMLA/CFRA/leave, OCSD shall pay for medical, dental and
vision benefits at the same level as coverage would have been
provided if the employee was not on leave for up to twelve(12)
weeks each leave year. During PDL Leave, coverage will continue
to the same extent for up to four(4) months for each pregnancy. The
employee shall be required to pay his or her share of medical and
dental premiums. Failure to submit a monthly co-payment, in full,
within forty-five(45) days, unless otherwise stipulated in the
employee's affiliated bargaining unit Memorandum of Understanding
(MOU), of the invoice date will result in loss of group coverage .
Coverage will be reinstated upon return to active employment.
4.12.1.2 Employees who have exhausted their paid leave accruals and
FMLA/CFRA/PDL leave rights may be placed on a general leave-of-
absence. During a general leave-of-absence, the employee shall be
required to pay both OCSD's and the employee's share of medical,
dental and vision premiums. Failure to submit a monthly payment, in
full, within forty-five (45) days (unless otherwise stipulated in the
employee's affiliated bargaining unit MOU)of the invoice date will
result in loss of group coverage. Coverage will be reinstated upon
return to active employment.
4.12.2 Employees may make the appropriate contributions for continued coverage
under non-health benefit plans by payroll deductions or by arranging payment in
coordination with the Human Resources Department.
4.12.3 If an employee fails to return to work after his/her leave entitlement has been
exhausted or expires, OCSD shall have the right to recover its share of health
plan premiums for the entire leave period, unless the employee does not return
because of the continuation, recurrence, or onset of a serious health condition of
the employee or his/her family member which would entitle the employee to
leave, or because of circumstances beyond the employee's control. OCSD shall
have the right to recover premiums through deduction from any sums due OCSD
(e.g. unpaid wages, vacation pay, etc.).
4.12.4 While an employee is on FMLA/CFRA/PDL leave, salary range and annual merit
increases will be applied as long as the employee is in a paid payroll status.
Applicable salary range and annual merit increases not applied because of leave
will be applied when the employee returns to a paid payroll status.
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4.12.5 Employees who are on a General Leave of absence do not receive Development
Pay.
4.13 Substitution of Paid Accrued Leaves
4.13.1 While on leave under this policy, as set forth herein, an employee may elect to
concurrently use paid accrued leaves for his or her own serious health condition.
OCSD requires that an employee use paid leave accruals during FMLA/CFRA
leave for all reasons other than the employee's own serious health condition.
4.13.2 An employee may use sick leave while taking a leave under this policy if:
4.13.2.1 The leave is for the employee's own serious health condition; or
4.13.2.2 The leave is needed to care for a family member with a serious health
condition, and the employee would be permitted to use sick leave
under OCSD policy.
4.13.2.3 Employees must comply with all requirements for receiving sick leave
in order to receive pay during this period. A failure to comply with
these requirements will only impact an employee's ability to receive
sick pay and will not affect his or her right to FMLA/CFRA/PDL leave.
4.13.3 OCSD's Right to Require an Employee to Exhaust FMLA/CFRA Leave
Concurrently With Other Leaves. If an employee takes a leave of absence for
any reason which is also FMLA/CFRA-qualifying, OCSD may designate that
leave as FMLA/CFRA and may run the leaves concurrently with each other.
4.13.4 OCSD and Employee's Rights if an Employee Requests Accrued Leave
Without Mentioning Either the FMLA or CFRA. If an employee requests to
utilize accrued vacation leave or other accrued paid time off without reference to
a FMLA/CFRA-qualifying purpose, OCSD may not ask the employee if the leave
is for a FMLA/CFRA-qualifying purpose. However, if OCSD denies the
employee's request and the employee provides information that the requested
time off is for a FMLA/CFRA-qualifying purpose, OCSD may inquire further into
the reason for the absence. If the reason is FMLA/CFRA qualifying, OCSD may
require the employee to exhaust accrued leave as described above.
4.13.5 Paid Time Off Accruals Paid time off shall not accrue during any pay period that
an employee is absent without pay for more than one day.
4.14 Medical Certification As a condition of FMLA or CFRA leave because of a"serious
health condition," OCSD may require certification by the employee's attending health
care provider. Employees who request FMLA/CFRA/PDL leave for their own serious
health condition or to care for a family member who has a serious health condition must
provide written certification from the attending health care provider of the individual
requiring care as a condition of receiving FMLA/CFRA/PDL leave. OCSD may require
that a new medical certification be submitted depending on the circumstances
4.14.1 If the leave is requested because of the employee's own serious health condition,
the certification must include a statement that the employee is unable to work at
all or is unable to perform the essential functions of his/her position.
4.14.2 Employees who request leave to care for a covered servicemember who is a
child, spouse, parent, or"next of kin" of the employee must provide written
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certification from a health care provider regarding the injured servicemember's
serious injury or illness.
4.14.3 The first time an employee requests leave because of a qualifying exigency, an
employer may require the employee to provide a copy of the covered military
member's active duty orders or other documentation issued by the military which
indicates that the covered military member is on covered active duty or call to
covered active duty status, and the dates of the covered military member's
covered active duty service. A copy of new active duty orders or similar
documentation shall be provided to the employer if the need for leave because of
a qualifying exigency arises out of a different covered active duty or call to
covered active duty status of the same or a different covered military member
4.14.4 Time to Provide a Certification When an employee's leave is foreseeable and
at least thirty(30)days' notice has been provided, if a medical certification is
requested, the employee must provide it before the leave begins. When this is
not possible, the employee must provide the requested certification to OCSD
within fifteen (15)calendar days of OCSD's request, unless it is not practicable
under the particular circumstances to do so despite the employee's diligent, good
faith efforts.
4.14.5 If an employee provides an incomplete medical certification the employee will be
given a reasonable opportunity to cure any such deficiency.
4,14.6 Consequences for Failure to Provide an Adequate or Timely Certification
4.14.6.1 If an employee fails to provide a medical certification within the time
frame established by this policy, OCSD may delay the taking of
FMLA/CFRA leave until the required certification is provided.
4.14.6.2 Failure to provide complete medical certification may result in the
denial of FMLA/CFRA/PDL leave
4.14.7 Second and Third Medical Opinions If OCSD has reason to doubt the validity
of a medical certification, OCSD may require a medical opinion of a second
health care provider chosen and paid for by OCSD. If the second opinion is
different from the first, OCSD may require the opinion of a third provider jointly
approved by OCSD and the employee, but paid for by OCSD. The opinion of the
third provider will be binding.An employee may request a copy of the health care
provider's opinions when there is a second or third medical opinion sought.
4.14.8 Intermittent Leave or Leave on a Reduced Leave Schedule If an employee
requests leave intermittently(a few days or hours at a time) or on a reduced
leave schedule to care for family member with a serious health condition, the
employee must provide medical certification that such leave is medically
necessary. "Medically necessary' means there must be a medical need for the
leave and that the leave can best be accomplished through an intermittent or
reduced leave schedule. OCSD permits intermittent leave to be taken in
increments as small as fifteen (15) minutes. When planning medical treatment,
the employee must consult with a supervisor and/or Human Resources and
make a reasonable effort to schedule the treatment so as not to disrupt unduly
the operations, subject to the approval of the health care provider. Such
consultations must take place prior to the scheduling of treatment in order to
work out a treatment schedule which best suits the needs of both OCSD and the
employee
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4.15 Employee Notice of Leave Where the need for leave is foreseeable, OCSD requires
thirty(30)days advance notice. In addition, if an employee knows that he/she will need
leave in the future, but does not know the exact date(s) (e.g. for the birth of a child or to
take care of a newborn), the employee shall inform his/her supervisor as soon as
practicable that such leave will be needed, but no less than 30 days prior to the event.
Such notice may be orally given. For leave that is not foreseeable, barring unusual
circumstances, employees must provide notice that they need leave prior to the start of
the shift on the day that leave is requested. Written notice must also be provided which
sets forth the reason for leave, the expected duration of the leave, and the anticipated
start of the leave.
4.15.1 For foreseeable leave due to a qualifying exigency, an employee must provide
notice of the need for leave as soon as practicable, regardless of how far in
advance such leave is foreseeable.
4.16 Return to Work Policy for Non-Work-Related Leave
4.16.1 Right to Reinstatement Upon expiration of FMLA/CFRA/PDL leave, an
employee shall be entitled to be reinstated to the position of employment held
when the leave commenced, or to an equivalent position with equivalent
employment benefits, pay, and other terms and conditions of employment. An
employee is entitled to reinstatement to the same or equivalent position unless
the employee would not otherwise have been entitled to that position for reasons
unrelated to such leave(e.g., lay-offs), in which case OCSD's obligation to
continue health and dental or other benefits shall cease. Employees have no
greater rights to reinstatement, benefits and other conditions of employment than
if the employee had been continuously employed during the FMLA/CFRA/PDL
period.
4.16.2 If a definite date of reinstatement has been agreed upon at the beginning of the
leave, the employee will be reinstated on the date agreed upon. If the
reinstatement date differs from the original agreement of the employee and
OCSD the employee will be reinstated within two (2) business days, where
feasible, after the employee notifies the employer of his/her readiness to return.
4.16.3 Employee's Obligation to Periodically Report on His/Her Condition
Employees will be required to periodically report on their status and intent to
return to work. This will avoid any delays to reinstatement when the employee is
ready to return.
4.16.4 Fitness-for-Duty Certification As a condition of reinstatement of an employee
whose leave was due to the employee's own serious health condition, which
made the employee unable to perform his/her job, the employee may be forced
to obtain and present a fitness-for-duty certification from the attending health
care provider that the employee is able to resume work. Failure to provide such
certification, when required, will result in denial of reinstatement.
4.16.5 Medical Evaluation An employee who has been absent from work due to a
medical, non-work-related reason shall be required to submit to a Return-to-Work
medical evaluation.
4.16.6 Compatibility of Employee Restrictions and the Job Demands of the
Position
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4.16.6.1 If it is determined that the job demands of the position last held by
the employee are not compatible with the employee's restrictions
(with reasonable accommodation if the employee is disabled within
the meaning of the ADA or FEHA) and the employee is willing to
return to work, placement in an alternative position, if available, will
be considered. The employee shall be re-classified as medically
disqualified while alternative positions are being considered. Such
time off shall be without pay; however, the employee may elect to
use accrued leave hours, such as vacation, sick, or personal, to
receive compensation. Placement of an employee in an alternative
position requires a pre-placement medical evaluation for the
alternative job.
4.16.6.2 If it is determined that the job demands of the position last held by
the employee are not compatible with the employee's restrictions
(and cannot be reasonably accommodated if the employee is
disabled within the meaning of the ADA or FEHA) and there is not an
alternative position, or the employee's restrictions are not compatible
with an alternative position, or the employee is not willing to return to
work, the employee shall be re-classified as medically disqualified
and not permitted to work. Thereafter, the employee shall be retired
for disability, if eligible, or dismissed. Such dismissal will not
constitute disciplinary action for cause. If requested, the employee's
file will indicate the employee left for personal reasons.
4.16.7 Failure to Return to Work If, upon the expiration of FMLA-/CFRA/PDL Leave, or
any OCSD-approved extension thereof, an employee fails to return to work, and
no additional leave has been authorized, the employee shall be considered to
have automatically resigned from his/her position. If, upon expiration of
FMLA/CFRA/PDL Leave, or any OCSD-approved extension thereof, an
employee is unable to perform the essential functions of the employee's position
due to disability, OCSD shall review vacancies to determine whether or not a
vacant position exists that the employee is qualified to perform with or without
reasonable accommodation. If the employee is still unable to perform the
essential duties of such a position, the employee shall be considered to have
automatically resigned from his/her position, unless eligible for disability
retirement.
4.16.8 Bridge of Service If an employee automatically resigns from his/her position as
a result of a"bona-fide" injury or illness, and then is rehired to a position within
OCSD within one(1) year, OCSD shall bridge the employees' service date.
"Bridging of service" means adding the total number of days away from work to
the employees'original date of hire.
4.17 General Leave
4.17.1 Employees who have exhausted all paid time off accruals may be granted a
general leave-of-absence to attend to personal matters, or for FMLA or CFRA
qualifying events, after the expirations of previously authorized leave, if the
Human Resources Department determines that an extended period of time away
from the job shall be in the best interests of the employee and OCSD.
4.17.2 During a general leave-of-absence, the employee shall be required to pay both
OCSD's and the employee's share of medical, dental and vision premiums.
Failure to submit a monthly payment, in full, within forty-five(45)days(unless
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Policy 3.4, Leave of Absence Without Pay
OCSD 18-18-113
otherwise stipulated in the employee's affiliated bargaining unit MOU)of the
invoice date will result in loss of group coverage. Coverage will be reinstated
upon return to active employment.
4.17.3 Employees will not be granted an unpaid leave of absence prior to exhausting all
paid leave accrual balances, excluding employees protected by
PDL/FMLA/CFRA for their own serious health condition.
4.18 Workers Compensation Leave
4.18.1 Employees who are injured in the course of their employment are placed on
Workers'Compensation Leave, and receive wage loss benefits to which they are
entitled under the Workers'Compensation Act.
4.18.2 During Workers'Compensation Leave, employees may request to concurrently
use available paid leave accruals to supplement their Workers' Compensation
payments in an amount such that the sum of both is equal to or less than the
employee's regular base pay.
4.18.3 OCSD may designate Workers' Compensation Leave as FMLA/CFRA and may
run the leaves concurrently with each other.
4.18.4 During Workers' Compensation Leave, employees' medical, dental, and vision
insurance premium payments are subject to the provisions provided in Section
4.12.1.
4.19 Protected Child-Related Activities Leave As prescribed under California Labor Code
section 230.8, an employee who is a parent with one (1) or more children attending
kindergarten, grades one (1)to twelve (12), or is a licensed child care provider, may take
up to 40 hours of unpaid leave per calendar year for the following child-related activities:
4.19.1 To find, enroll, or reenroll his or her child in a school or with a licensed child care
provider, or to participate in activities of the school or licensed child care provider
of his or her child. Time off for this purpose shall not exceed eight(8) hours in
any calendar month of the year.
4.19.2 To address a child care provider or school emergency.
5.0 PROCEDURE
5.1 Employees must fill out the following prescribed forms in connection with leaves under
this policy:
5.1.1 Leave of Absence Request form (Available on MyOCSD)—Required for all
medical, pregnancy, family care, military, and general leaves of absence.
5.1.2 Medical Certification of Health Care Provider form (Available on MyOCSD) —
Required for leave due to employee's own serious health condition, pregnancy,
or the employee's need to care for a family member with a serious health
condition.
5.1.3 Fitness-for-Duty to Return from Leave form (Available on MyOCSD) - If leave is
taken for the employee's own serious health condition.
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Policy 3.4, Leave of Absence Without Pay
OCSD 18-18-114
6.0 EXCEPTIONS
61 Reinstatement of"Key Employees" OCSD may deny reinstatement to a"key"
employee(i.e., an employee who is among the highest paid 10% of all employed by
OCSD (within 75 miles of the work site) if such denial is necessary to prevent substantial
and grievous economic injury to the operations of OCSD, and the employee is notified of
OCSD's intent to deny reinstatement on such basis at the time OCSD determines that
such injury would occur.
7.0 PROVISIONS AND CONDITIONS
8.0 RELATED DOCUMENTS
8.1 Policy 3.3, Leave of Absence with Pay
8.2 Policy 3.3.1, Military Leave
8.3 Leave of Absence Request Form
8.4 Medical Certification of Health Care Provider Form
8.5 Fitness-for-Duty to Return from Leave Form
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Policy 3.4, Leave of Absence Without Pay
OCSD 18-18-115
Orange County policy Number: 4.1
Sanitation District
Effective Date: September 26, 2018
Personnel Policies
Subject: Insurance Supersedes: November 14, 2011
Approved by: General Manager
1.0 PURPOSE
1.1 The purpose of this policy is to establish uniform guidelines and procedures for use
in the administration of Orange County Sanitation District's(OCSD's)insurance
benefits program.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all OCSD employees and legal dependents who are
covered under OCSD's insurance carrier-provided Summary Plan Description
(SPD). Domestic partners, in accordance with California Family Code, Sections
297 and 298, are considered legal dependents.
3.0 DEFINITIONS
3.1 Summary Plan Description(SPD)/Plan Document—A booklet published by an
insurance carrier that provides detailed information about the insurance plan.
3.2 Qualifying event—A change in an employee's personal life that may impact
eligibility or dependent's eligibility for benefits. As defined in the IRS
Irrevocability Rule, employees experiencing a qualifying event can change
certain benefits for a specified time period. Qualifying events include:
3.2.1 Legal marriage or registration approval as a domestic partner from
the California Secretary of State;
3.2.2 Divorce, legal separation,or annulment of marriage;
3.2.3 Birth, adoption, or placement for adoption of child(ren);
3.2.4 Death of spouse or dependent;
3.2.5 Dependent becomes eligible for coverage;
3.2.6 Dependent no longer meets eligibility criteria or becomes ineligible
for other coverage;
3.2.7 Court order results in the employee gaining or losing custody of a dependent;
3.2.8 Court decree establishes an employee's financial responsibility for a
child's medical, dental, or other health care;
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Policy 4.1, Insurance
OCSD 18-18-116
3.2.9 Change in employee's, spouse's or dependent's employment status that
affects eligibility under their plan;
3.2.10 Spouse's employer makes significant changes in coverage or premium costs
(30%or greater change);
3.2.11 Coordination of spouse's annual election period;
3.2.12 Spouse is provided group insurance through employer for the first time; or
3.2.13 Reinstatement of coverage terminated due to non-payment of premium.
3.2.14 Retirement
3.3 IRS Irrevocability Rule—States that pursuant to Section 125 of the Internal
Revenue Code, premiums paid by the employee for health,dental,and life
insurance coverage are tax-exempt.The tax exemption applies only to premiums
that are payroll deducted. For plans that provide the tax-exempt premium,the
Internal Revenue Code prohibits changes in the employee's deduction during the
plan year unless there is a qualifying change in status (qualifying event). The
Irrevocability Rule applies to both increases and decreases in coverage, such as
adding or dropping dependents from the health coverage or increasing or
decreasing employee life insurance coverage. Non-compliance subjects the plan
to loss of qualification and/or subjects employees to an IRS audit, additional taxes,
and possible penalties.
3.4 Souse—A partner in marriage as defined by state and/or federal law.
3.5 Domestic Partners—Two adults who have chosen to share one another's lives in an
intimate and committed relationship of mutual caring and who have met the criteria
set forth in California Family Code, Sections 297 and 298.
3.6 Consolidated Omnibus Budget Reconciliation Act(COBRA)—A federal law that gives
employees and dependents who lose their group health insurance the right to elect to
continue health insurance coverage for eighteen(18)or thirty-six(36) months under
certain circumstances,such as voluntary or involuntary separation from employment
for reasons other than gross misconduct, reduction in hours worked, change in
employment status, death, divorce, and other life events.
4.0 POLICY
4.1 OCSD will provide healthcare and welfare insurance benefits. Part-time
employees receive insurance benefits as set forth in Policy 4.7, Pro-Rata Benefits
for Part-Time Employees.
4.2 All insurance coverage for OCSD employees shall become effective on the first day of
the month following date of hire, regardless of hire date. Insurance coverage for an
employee's legal dependent(s),as defined in each insurance SPD, will become
effective once the employee's insurance coverage becomes effective or upon a
qualifying event.An open enrollment period for insurance plans shall be held annually.
4.3 As set forth by COBRA, employees and/or their dependents(qualified beneficiaries)
will be provided the opportunity for a temporary extension of health coverage
(continuation coverage)in certain instances where coverage under the plan would
otherwise end.The type of qualifying event determines the qualified beneficiaries and
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Policy 4.1, Insurance
OCSD 18-18-117
period of time the coverage must be offered. COBRA continuation coverage will not
be extended to employees terminated for gross misconduct.
4.4 If a former employee chooses to continue group benefits under COBRA, he/she must
pay the total applicable premium plus a two percent(2%) administrative fee. Coverage
will cease if the former employee fails to make premium payments as scheduled,
becomes covered by another group plan that does not exclude pre-existing conditions,
or becomes eligible for Medicare.
4,5 For detailed information or questions regarding COBRA,employees may reference
their initial notice. The initial notice is an explanation of COBRA rights that is sent to
all employees and qualified beneficiaries upon enrollment in an OCSD health
insurance plan.
6.01 PROCEDURE
5,1 Medical—OCSD offers a choice of medical plans through Anthem Blue Cross and
Kaiser Permanente. Plan eligibility and premium contributions are based on bargaining
unit or employee group affiliation as published annually in OCSD's Employee Benefits
Brochure.
5.1.1 Any change in insurance rates shall be shared equally in the same ratio
as premiums are currently paid by OCSD and employees.
5.1.2 Before the renewal of any OCSD's sponsored health insurance plan, the
parties agree to meet and confer as to changes in the plan, as applicable.
5.2 Life —OCSD provides basic term life insurance coverage for all regular,full-time
employees. OCSD shall pay the full premium for basic term life insurance in
accordance with the employee's affiliated bargaining unit Memorandum of
Understanding(MOU)or as otherwise agreed upon.
5.2.1 Managers are eligible for additional term life insurance coverage.OCSD
shall pay the full premium for term life insurance as agreed upon.
5.3 Short Term Disability —OCSD shall provide a non-work related, short-term disability
insurance plan that pays up to the weekly maximum equal to the California State
Disability Insurance(SDI) program for up to ninety(90) days(employees with Long-
Term Disability)or twenty-six(26)weeks(employees without Long-Term Disability)
following a fourteen (14)calendar day waiting period. Employees may request to
receive prorated sick leave, personal leave, or vacation pay to supplement their short
term disability payments in an amount such that the sum of both is equal to the
employee's regular base pay.
5,4 Long-Term Disability —OCSD offers, at the employee's expense, a non-work related,
long-term disability insurance plan that pays two-thirds of the employee's rate of pay in
effect at the time of such disability, not to exceed $5,000 per month, following a 90-day
waiting period of continuous disability. OCSD provides this coverage at OCSD's
expense after five(5)years of employment.
5.4.1 For participants age 64 and younger,the maximum duration of long-term
disability benefits is based on the employee's normal retirement age under the
Social Security Act. For participants age 65 and older, the maximum duration
of benefits is specified in the summary plan document accessible on the
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Policy 4.1, Insurance
OCSD 18-18-118
intranet.
5.4.2 Managers enrolled in the group long-term disability plan may be eligible
for increased disability benefits through OCSD's Executive Disability
plan. Enrollment is subject to approval by the insurance carrier.
5.5 Dental —OCSD will contribute 80% of premiums for dental insurance.
5.5 Vision —OCSD shall provide and pay the full premium for a vision insurance plan
for regular,full-time employees and their eligible dependents.
5,6 Retiring Employees —OCSD shall pay, for employees hired prior to July 1, 1988, two
and one-half(2.5) months' premium for each year of continuous service of a retiring
employee towards the premium costs of coverage for the employee and eligible
dependents under OCSD's medical plan.
5.6.1 Unless otherwise stipulated by an employee's affiliated bargaining unit
Memorandum of Understanding(MOU), OCSD will continue to implement the
retiree medical health premium offset program wherein the cost of health
premiums are offset by$10 per month for every year of service up to a
maximum of twenty-five(25)years or$250 per month. In the event of a retired
employee's death,the benefit will be provided to the surviving spouse or
domestic partner.
5.6.2 For employees hired prior to July 1, 1988,the retiree medical health
premium offset program will begin after the District-paid medical benefit
ends.
5.7 Deceased Employees —In the event of the death of an active employee OCSD shall
pay the COBRA premium cost for a period of one(1) year from the date benefits
would otherwise terminate for the surviving dependents covered under the deceased
employee's medical, dental, and vision insurance plans.
5.8 Workers Compensation Insurance —OCSD's Workers Compensation program is
self-funded and administered by a third party administrator. Workers'
Compensation insurance provides coverage for injuries arising out of employment
with OCSD and occurring in the course of employment.
5.9 Reimbursement Account —Section 125 of the Internal Revenue Code permits
employees to use pretax dollars to pay for their portion of the cost of benefits under the
plan through salary redirection arrangements.The available options are summarized
below. For complete information regarding Flexible Spending Accounts(FSA)
employees must refer to the plan booklet available in the Human Resources
Department. Participation in this Program does not affect OCSD's contribution to the
Orange County Employees Retirement System. The amount deducted shall then be
repaid to the employee through OCSD's provided Reimbursement Program.
Enrollment,termination, and/or changes to the medical or dependent care
reimbursement accounts shall not be permitted outside of the annual open enrollment
period unless the employee experiences a qualifying event. An FSA open enrollment
period is held annually.
5.9.1 Healthcare Reimbursement Account—The purpose of this account is to
provide a method through which an employee can accumulate pretax funds in
a Healthcare Reimbursement Account for the purposes of reimbursing the
employee for payment of health care costs not otherwise covered by the health
insurance.
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Policy 4.1, Insurance
OCSD 18-18-119
5.9.2 Dependent Care Assistance Account—The purpose of this account is to
provide a method through which an employee can accumulate pretax funds in a
Dependent Care Assistance Account for the purposes of reimbursing the
employee for child care expenses or day care for a disabled dependent.
6.0 EXCEPTIONS
6.1 Contract workers and student interns are not entitled to and are ineligible to join
or participate in any benefit plans offered by OCSD.
7.0 PROVISIONS AND CONDITIONS
7 1 Employees have thirty-one(31) days from the date of a qualifying event to submit a
change in any health insurance plan through OCSD's benefits administration system.
Employees must wait until the next open enrollment period to make a change outside
of the 31-day period.Changes must be consistent with the qualifying event
experienced.
7.2 No combination of disability and other pay shall result in more than an employee's
regular rate of pay. Employees may not receive short-term and long-term disability
benefits at the same time. An employee who is otherwise not eligible for OCSD paid
long-term disability may purchase such coverage at their own expense.
7.3 In the event OCSD adds additional optional insurance plans, OCSD's share of
the premium shall be the same as for existing plans. In the event OCSD
changes underwriters for existing insurance plans, OCSD's share of the
premium shall be the same as for existing insurance plans.
8.0 RELATED DOCUMENTS
8.1 Policy 3.4, Leave-of-Absence Without Pay
8.2 Policy 4.2, Retirement
8.3 Policy 4.6, Domestic Partnership
8.4 Policy 4.7, Pro Rata Benefits for Part-Time Employees
8.5 Policy 4.8, Employee Assistance Program
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Policy 4.1, Insurance
OCSD 18-18-120
777
Orange County Policy Number: 4.2
Sanitation District
Effective Date: September 26, 2018
=_= " Personnel Policies
Subject: Retirement Supersedes: September 3, 2013
Approved by: General Manager
1.0 PURPOSE
11 The purpose of this policy is to establish uniform guidelines and procedures for
retirement. This policy does not provide a complete description of all benefits available to
OCSD employees upon retirement, but rather provides top-level policy issues. Details
about retirement options, benefits and other administrative information are available in
the Summary Plan Description (SPD) booklets for each applicable plan titled, "A Guide to
Your Retirement Plan Benefits," by the Orange County Employees Retirement System
(OCERS), which is available through the OCERS website(www.ocers.ora) or OCSD's
intranet site and is considered a part of this policy.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all current OCSD employees regardless of their organizational unit.
3.0 DEFINITIONS
31 Plan—Refers to a retirement benefits group. Plan membership is determined as follows:
3.1.1 An employee is considered a Plan A member if the date of membership into the
OCERS is before September 21, 1979 and the employee was age 62 or older as
of July 1, 2005.
3.1.2 An employee is considered a Plan G member if the date of membership into
OCERS is before September 21, 1979 and the employee was under age 62 as of
July 1, 2005.
3.1.3 An employee is considered a Plan H member if the date of membership into
OCERS is on or after September 21, 1979 and before October 1, 2010 (SPMT—
Managers, EMT& Confidential Exempt), July 1, 2011 (Local 501), or August 1,
2011 (OCEA—Confidential Non-Exempt).
3.1.4 An employee is considered a Plan B member if the date of membership into
OCERS is on or after October 1, 2010 (SPMT—Managers, EMT& Confidential
Exempt), July 1, 2011 (Local 501), or August 1, 2011 (OCEA—Confidential Non-
Exempt) and before January 1, 2013.
3.1.5 An employee is considered a Plan U member if the date of membership into
OCERS is on or after January 1, 2013.
3.2 Service Credit—The hours worked as a member of OCERS, converted to months for
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Policy 4.2, Retirement
OCSD 18-18-121
which an employee makes contributions and receives credit in the retirement system.
One hour is equal to .00576923 months of service credit.
3 3 Summary Plan Description (SPD)—A booklet published by OCERS that provides
detailed information about how the retirement plan works.
4.0 POLICY
4 1 It is the policy of the OCSD to continue participation in the OCERS in accordance with
the provisions of the SPD, California Public Employees' Pension Reform Act of 2013
(PEPRA), and the County Employees Retirement Act of 1937.
4.2 OCSD retirement plans are reciprocal and allow employees who transfer between
different retirement systems to preserve and enhance their total retirement benefits in
accordance with reciprocity criteria. Additional information about reciprocity is accessible
on OCSD's intranet site, OCERS website and in the SPD.
43 An employee's service retirement date will be the day following the termination date.
44 OCSD Contributions. Unless otherwise stipulated by an employee's affiliated bargaining
unit MOU, OCSD will pay 3.5%toward the employee's contribution to OCERS for Plan G
and H members and 0%toward the employee's contribution to OCERS for Plan B and U
members.
4A.1 All monies paid into the retirement system as an employee's contribution are
deducted from gross salary for taxation purposes in accordance with Internal
Revenue Code provisions.
45 Early Retirement Incentive. When, in the determination of OCSD, a change in the manner
of performing service, savings of money or other economic benefit would result from
employees being able to receive additional service credit and retire early, OCSD's Board
of Directors may adopt an ordinance implementing the provisions of Government Code
Section 31641.04.
4.5.1 Receipt of Additional Service Credit. Subject to certain specified conditions, this
Section generally provides that an employee who is at least age fifty(50)with ten
(10) years of service, and who is otherwise eligible to retire, may receive up to
two(2) years additional service credit, if the employee retires within a period of
time designated by the Board in accordance with this provision.
5.0 PROCEDURE
5 1 The OCSD participates in OCERS, wherein all regular full-time employees and eligible
part-time employees are considered members from their date of hire. The retirement
program is in effect pursuant to the contract between OCERS and OCSD as of
December 2, 1977, and will continue unless amendments to contracts or termination of
membership is affected by OCSD subsequent to meeting and conferring with employee
bargaining units concerning such proposed amendments or termination.
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Policy 4.2, Retirement
OCSD 18-18-122
6.0 EXCEPTIONS
6.1 In extenuating circumstances, as authorized by the General Manager(or designee), an
employee's termination date may be a non-work day.
7.0 PROVISIONS AND CONDITIONS
7.1 Employees must contact OCERS within sixty(60)days of their expected retirement date
to make an appointment to apply for retirement. Employees may not file for retirement
earlier than sixty(60) days before their expected retirement date. Retirement applications
are considered void after sixty(60) days.
7.2 Upon determining a retirement date, employees must notify Human Resources (HR)and
their supervisor in writing at least two (2)weeks prior to their termination date. HR staff
will arrange a meeting to review retiree benefits and address retirement questions.
7.3 Eligibility Criteria. Employees are eligible for retirement when they are no longer working
in a position requiring them to be a member of OCERS and they meet any of the
following criteria:
7.3.1 Any part-time or full-time employee age fifty(50) or over with ten (10) or more
years of service credit
7.3.2 Any employee at any age with thirty(30)or more years of service credit
7.3.3 A part-time employee age fifty-five (55) or older with five(5) years of service
credit and at least ten (10) years of active employment
7.3.4 Any employee at age seventy(70)or over, regardless of years of service credit
8.0 RELATED DOCUMENTS
8.1 "A Guide to Your Retirement Plan Benefits," Orange County Employees Retirement
System Summary Plan Description for Plans A& B General Members(Tier 1 and 2)
8.2 "A Guide to Your Retirement Plan Benefits," Orange County Employees Retirement
System Summary Plan Description for Plans G & H General Members (2.5% @ 55)
8.3 "A Guide to Your Retirement Plan Benefits," Orange County Employees Retirement
System Summary Plan Description for Plan U General Members (2% @ 62)
8A County Employees Retirement Law of 1937, Sections 31450 through 31899.10 of the
California Government Code
8.5 California Public Employees' Pension Reform Act of 2013
8.6 Government Code Section 31641.04, Receipt of Additional Service Credit
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Policy 4.2, Retirement
OCSD 18-18-123
8.7 Policy 4.1, Insurance
U Policy 3.3, Leave of Absence with Pay
8.9 Retirement Preparation document located on OCSD's intranet site
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Policy 4.2, Retirement
OCSD 18-18-124
Orange County Policy Number: 4.3
Sanitation District
Personnel Policies Effective Date: September 26, 2018
Subject: Tuition Reimbursement Supersedes: September 23, 2015
Program
Approved by: General Manager
1.0 PURPOSE
1.1 This program is designed to encourage self-development of Orange County Sanitation
District(OCSD) employees by providing qualifying employees with tuition reimbursement
for specific educational courses at accredited colleges or universities provided that such
courses are primarily for the purpose of:
1.1.1 Increasing capabilities in the employee's present position within OCSD;
1.1.2 Preparing for positions to which the employee could be reasonably expected to
advance within OCSD; and/or
1.1.3 Updating professional and/or technical capabilities that are pertinent and
beneficial to OCSD.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all OCSD qualifying employees.
3.0 DEFINITIONS
3.1 Qualifying Employees-All regular OCSD employees who have completed their initial
probationary period.
12 Tuition Reimbursement-A program of eligible expense reimbursement for qualifying
employees who successfully complete OCSD approved courses, on their own time, at
accredited colleges, universities or other institutions.
4.0 POLICY
4.1 OCSD will reimburse employees who successfully complete educational courses that
serve the mission and goals of OCSD, at the sole determination of OCSD, in compliance
with this policy based upon the number of hours worked per week as follows:
HOURS OF WORK PER WEEK PERCENT OF REIMBURSEMENT
0-19 NOT ELIGIBLE
20-29 50%
30-39 75%
40 100%
4.2 Employees may be reimbursed for the following:
4.2.1 Specific,job-related courses as part of an Associate, Baccalaureate (Bachelor's),
Graduate Certificate (Post-Baccalaureate), or Master's degree program.
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Policy 4.3, Tuition Reimbursement
4.2A.1 Requests for reimbursement of courses above the Bachelor degree level
require special approval by the requestor's Department Head. Such
requests will be reviewed by the Department Head to determine the
value to OCSD of the proposed courses or degree program.
4.2.1.2 Employees may only be reimbursed for one (1)Associate, one (1)
Baccalaureate, and one(1) Master's degree.
4.2.1.2.1 Multiple Associate, Baccalaureate and Master's degrees are
not permitted for reimbursement.
4.2.2 Specific,job-related courses through accredited colleges or universities.
4.2.2.1 The employee's Division Manager is responsible for determining whether
the course is"job-related."
43 When an employee successfully completes a course with a grade of"C" or better and
within the guidelines of this policy, OCSD will reimburse the employee for eligible
expenses incurred, based on the number of hours worked per week, not to exceed
$5,250 per calendar year.
4.4 Examples of eligible and ineligible expenses are:
Eligible Expenses Ineligible Expenses
• Tuition . Travel
• Registration fees • Mileage
• Laboratory fees • Optional student fees
• Parking fees • Master's thesis fees
• Health fees • Supplemental textbook costs
• Application fees • Supplies and materials used for the
• Required textbooks and materials course and retained by the employee
per the course syllabus after course completion (i.e., paper,
• Supplies required per the course pencils, notebooks, etc.)
syllabus not to exceed $100.00 • Graduation or diploma fees
per course
5,0 PROCEDURE
5.1 To participate in the Tuition Reimbursement Program:
5.1.1 Employees must obtain preapproval for the course by submitting an electronic
Tuition Reimbursement Application including a copy of the course description,
the course cost, course start/end date, and number of units for each course NO
EARLIER THAN 30 days prior to the course start date and NO LATER THAN
three (3) business days prior to the course start date.
5.1.2 Tuition Reimbursement Applications submitted more than 30 days prior to the
course start date will not be processed and should be resubmitted in accordance
with the defined timeline.
5.1.3 Tuition Reimbursement Applications submitted on or after the course start date
will not be approved and the employee will be notified.
5,2 Upon course completion, the employee must complete and submit the reimbursement
application along with (1) an official record of the final grade, (2) itemized receipts for
eligible expenses, and (3) a copy of the course syllabus(if requesting reimbursement for
required textbooks, materials and/or supplies) for each course within 60 calendar days
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Policy 4.3, Tuition Reimbursement
following the course end date. Requests for Tuition Reimbursement submitted more than
60 days after the course end date will not be approved.
5.2.1 Upon approval of the application at all required levels, the employee will be
notified, and Finance-will proceed with processing the reimbursement.
5.2.2 Incomplete requests will be returned to the employee with explanation(s).
6.0 EXCEPTIONS
6_1 If an employee terminates employment or gives notice of termination prior to the
completion of a course, no reimbursement will be made.
6.2 Reimbursement for courses that do not meet the requirements of this policy may be
authorized when the employee's Department Head and Director of Human Resources (or
designee)determine that there is substantial benefit to be derived by OCSD.
6.3 OCSD will reimburse for a maximum of one Associate degree, a maximum of one
Baccalaureate (Bachelor's) degree, and a maximum of one Master's degree per
employee.
6.d OCSD does not reimburse for doctorate degrees.
7.0 PROVISIONS AND CONDITIONS
7 1 This policy does not apply to student interns or temporary employees.
7.2 Reimbursement requests must be received by the Financial Management Division by the
second-to-last pay period of the calendar year, unless otherwise announced, in order to
be applied to an employee's reimbursement limit for that calendar year.
7.3 Reimbursement requests received by the Financial Management Division during or after
the last pay period of the calendar year, unless otherwise announced, will be applied to
the employee's reimbursement limit for the following year.
7.4 Employees who, for any reason, terminate employment with OCSD and received
reimbursement through the Tuition Reimbursement Program within 36 months of
resignation, shall be subject to the following:
7.4.1 Should an employee, for any reason, terminate employment with OCSD 1-12
months after receiving reimbursement, he/she shall repay OCSD 100% of the
funds received through this program within the twelve-month period prior to the
date of his/her termination.
7.4.2 Should an employee, for any reason, terminate employment with OCSD 13-24
months after receiving reimbursement, he/she shall repay OCSD 66% of all
funds received through this program within the twenty-four month period prior to
the date of his/her termination.
7.4.3 Should an employee, for any reason, terminate employment with OCSD 25-36
months after receiving reimbursement, he/she shall repay OCSD 33% of all
funds received through this program within the thirty-six month period prior to the
date of his/her termination.
7.5 Reimbursement will be at the discretion of OCSD provided the employee meets the
criteria specified in this policy.
Personnel Policies&Procedures Manual Page 3 of 4 Effective: 09R26 818-18-127
Policy 4.3, Tuition Reimbursement
8.0 RELATED DOCUMENTS
8.1 Fair Labor Standards Act, as amended.
8.2 Sections 127 and 132-J8 of the Internal Revenue Code.
8.3 Tuition Reimbursement Pre-Approval Form
8.4 Tuition Reimbursement Form
Personnel Policies&Procedures Manual Page 4 of 4 Effective: 09,Q6,4[8 18-18-128
Policy 4.3, Tuition Reimbursement
ML a Orange County Policy Number: 4.4
Sanitation District
F'
Personnel Policies Effective Date: September 26, 2018
Subject: Certification Supersedes: September 23, 2015
Reimbursement Program
Approved by: General Manager
1.0 PURPOSE
1 1 The purpose of this program is to encourage employees to broaden and further develop
their job skills. To meet this goal, the Orange County Sanitation District(OCSD) will provide
qualifying employees with financial reimbursement for the fees associated with acquiring
and maintaining District-approved technical and professional licenses and certifications that
are job-related and either required or preferred by OCSD for the purpose of:
1.1.1 Increasing capabilities in the employee's present position within OCSD;
1.1.2 Preparing for positions to which the employee could be reasonably expected to
advance within OCSD; and/or
1.1.3 Updating professional and/or technical capabilities that are pertinent and beneficial
to OCSD.
2.0 ORGANIZATIONAL UNITS AFFECTED
2 1 This policy applies to all qualifying OCSD employees.
3.0 DEFINITIONS
31 Qualifying Employee-All OCSD employees who have completed their initial probationary
period of employment.
3.2 Certification Reimbursement-A program of eligible expense reimbursement for qualifying
employees who acquire and maintain District-approved technical and professional licenses
and certifications on their own time.
CO POLICY
4.1 OCSD will reimburse employees who successfully complete approved required or preferred
license and/or certification requirements that are in an effort to increase professional and/or
technical capabilities as approved by the Department Head.
4.2 When an employee completes a pre-approved license or certification preparation course on
their own time and successfully obtains a license or certification within the guidelines of this
policy, OCSD will reimburse the employee for eligible expenses associated with the
preparation course and the license or certification.
4.2.1 Examples of eligible and ineligible expenses for approved preparation courses are:
Personnel Policies&Procedures Manual Page 1 of 5 Effective:09/26/18
Policy 4.4, Certification Reimbursement
OCSD 18-18-129
Eligible Expenses Ineliaible Exnert es
• Course registration 0 Optional student fees
• Required textbooks and materials • Optional textbooks, supplies
per the official course information and materials
• Parking fees • Mileage
• Travel(other than parking)
4.2.2 OCSD will provide reimbursement for one approved preparation course per
employee for each license or certification.
4.2.3 An approved preparation course will be eligible for reimbursement only after the
employee successfully obtains the license or certification.
4.2.4 Courses offered through colleges or universities that yield a letter grade may be
reimbursed through the Tuition Reimbursement Program (and all associated
requirements)rather than the Certification Reimbursement Program.
43 License or certification examinations and/or preparation courses are completed on an
employee's own time. If a desired examination or course is scheduled during the
employee's normal work schedule, then the employee should seek supervisor approval to
take scheduled time off to attend in accordance with their respective Memorandum of
Understanding. Additionally, management may consider flextime arrangements in
accordance with OCSD's Policies and Procedures and Memoranda of Understanding.
5.0 REQUIREMENTS
5 1 Budgeted professional and/or technical organization Membership Fees are eligible for direct
payment through Policy 4.5, Professional and Technical Memberships and Fees.
6.0 PROCEDURE
6.1 Pre-Approval Process
6.1.1 Prior to applying for an initial License or Certification, the employee must submit a
License or Certification Reimbursement Pre-Approval Application form with all
required information included.
6.1.2 The employee's Division Manager will review the application for approval. If a
preparation course is requested,the below requirements apply.
6.1.2.1 Employees and Division Managers should make every effort to select
the preparation course based on cost and outcome to ensure fiscal
responsibility in the use of OCSD funds.
6.1.2.2 In order for a preparation course to be eligible for reimbursement, it
must be included on the License or Certification Reimbursement Pre-
Approval form and must be submitted no earlier than 90 days prior to
the course start date Ap�Lno later than three (3) business days prior to
the course start date. Forms that are submitted on or after the course
start date may not be approved.
Personnel Policies&Procedures Manual Page 2 of 5 Effective: 09/26/18
Policy 4.4, Certification Reimbursement
OCSD 18-18-130
6.1.2.3 A specific class should be identified prior to submitting the pre- approval
form. A copy of the course description which includes the course cost,
course start/end dates and provider information is required
6.1.3 Upon approval of the application at all required levels, the employee will be notified.
6.1.4 Upon non-approval of the application, the employee will be notified with an
explanation of the reason(s)for non-approval.
6.2 Reimbursement Process
6.2.1 Within 60 calendar days of obtaining the license or certification,the employee must
complete and submit a Request for Certification Reimbursement form with the
following documents attached:
6.2.1.1 Official transcript or photocopy of final score(for initial certification or
license).
6.2.1.2 Proof of license or certification (i.e., photocopy of certificate, card, or
license).
6.2.1.3 Printout of license or certification fees paid from the issuing body.
6-2.1.4 Proof of course registration for preparation course, if applicable.
6.21.5 Proof of payment for each reimbursable item, such as: copy of both
sides of cancelled checks or copy of monthly credit card statement
(redact non-applicable transactions).
6.2.2 The employee's Division Manager will review the form for approval.
6.2.2.1 Upon approval,the electronic form will be routed to the Finance
Department for processing.
6.2.2.2 Upon non-approval, the employee will be notified with an explanation of
the reason(s)for non-approval.
7.0 EXCEPTIONS
71 For initial License or Certification through the State Water Resources Control Board,
reimbursement for test cost will be made only once after the test is taken. Proof of
certification will be required once the qualifying experience requirements are met.
7.1.1 If an employee fails to obtain certification within the allotted window, they shall be
responsible for repaying the total amount reimbursed for the test cost.
7.1.2 OCSD will not reimburse for any subsequent test requests due to a lapse in
certification.
Personnel Policies&Procedures Manual Page 3 of 5 Effective: 09/26/18
Policy 4.4, Certification Reimbursement
OCSD 18-18-131
7.1.3 Certification reimbursements will not be made for test cost if the employee did not
receive a passing score.
72 If an employee terminates employment or gives notice of termination prior to the completion
of a course, no reimbursement will be made.
7.3 Reimbursement for certifications or licenses that do not meet the requirements of this policy
may be authorized when the employee's Department Head and Director of Human
Resources(or designee)determine that there is substantial benefit to be derived by OCSD.
7.4 License or certification preparation courses are intended to be completed on the employee's
own time. However, OCSD may choose to provide onsite or offsite preparation courses
occurring partially or fully during an employee's work hours when at least one of the
following conditions applies
7.4.1 OCSD is required to maintain a specific number, distribution, or level of certain
licenses and certifications.
7.4.2 A Department Head determines that a particular license or certification is business
critical
7.5 OCSD Intems are not eligible to participate in this program.
8.0 PROVISIONS AND CONDITIONS
8 1 Reimbursement will be at the discretion of OCSD provided the employee meets the criteria
specified in this policy.
82 Employees who, for any reason, terminate employment with OCSD and received
reimbursement through the Certification Reimbursement Program for initial license or
certification within 36 months of resignation, shall be subject to the following:
8.2.1 Should an employee, for any reason, terminate employment with OCSD 1-12 months
after receiving reimbursement, he/she shall repay OCSD 100%of the funds received
through this program within the twelve-month period prior to the date of his/her
termination.
8.2.2 Should an employee, for any reason, terminate employment with OCSD 13-24
months after receiving reimbursement, he/she shall repay OCSD 66%of the funds
received through this program within the twelve-month period prior to the date of
his/her termination.
8.2.3 Should an employee, for any reason, terminate employment with OCSD 25-36
months after receiving reimbursement, he/she shall repay OCSD 33% of the funds
received through this program within the twelve-month period prior to the date of
his/her termination.
9.0 RELATED DOCUMENTS
9.1 License,Registration and Certification Pre-Approval Form
Personnel Policies& Procedures Manual Page 4 of 5 Effective:09/26/18
Policy 4.4, Certification Reimbursement
OCSD 18-18-132
9.2 License, Registration and Certification Reimbursement Form
9.3 Policy 4.3, Tuition Reimbursement
9.4 Policy 4.5, Professional and Technical Memberships and Fees Policy
Personnel Policies& Procedures Manual Page 5 of 5 Effective: 09/26/18
Policy 4.4, Certification Reimbursement
OCSD 18-18-133
Orange County policy Number: 4.5
Sanitation District
Personnel Policies Effective Date: September 26, 2018
Subject: Professional and Technical Supersedes: April 26, 2006
Memberships and Fees
Approved by: General Manager
1.0 PURPOSE
1 t This policy provides the guidelines for budgeting, approving and paying of employee
memberships in professional and/or technical organizations. This program encourages
employees to update and maintain professional and/or technical capabilities that are
pertinent and beneficial to the Orange County Sanitation District(OCSD). OCSD will pay
the professional and/or technical organization membership fees associated with acquiring
and maintaining OCSD approved memberships.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all OCSD qualifying employees.
3.0 DEFINITIONS
3.1 Qualifying Employees—Regular, full-time employees who have completed their initial
probationary period.
3.2 Regular Full-time Employees—Employees who regularly work an 80-hour, biweekly,full
benefit pay period.
4.0 POLICY
4 1 OCSD shall pay for membership fees associated with acquiring and maintaining OCSD-
approved professional and/or technical associations that are deemed pertinent and
beneficial to the OCSD and employees.
4.2 All paid membership fees must be budgeted.
4.3 OCSD reserves the right to limit and/or deny requests based on business need.
Departments may establish more restrictive procedures than those set forth in this policy.
44 OCSD-approved city, county, state and federal technical and professional licenses,
certifications and registrations are not eligible for payment through the Professional and
Technical Memberships and Fees Policy. These reimbursements are processed through
the Certification Reimbursement Program.
5.0 PROCEDURE
5.1 Budgeting Membership Fees
5.1.1 Each division shall determine if the requested membership is pertinent and
beneficial to OCSD and the employee.
Personnel Policies& Procedures Manual Page 1 of 2 Effective: 09/26/18
Policy 4.5, Professional&Technical Memberships& Fees
OCSD 18-18-134
5.1.2 Membership fees shall be approved and budgeted by each department and/or
division prior to payment.
5.2 Processing Membership Fees for Payment
5.2.1 A photocopy/scanned copy of the membership invoice and an authorized
payment request voucher are required for the Finance Department to process the
payment request.
5.3 Upon non-approval, a copy of the payment request voucher will be forwarded back to the
employee with a status indicating the reason(s)for non-approval.
6.0 EXCEPTIONS
6.1 This policy does not apply to student interns, part-time employees, or temporary
employees.
7.0 PROVISIONS AND CONDITIONS
7.1 Payment will be at the discretion of the OCSD provided the employee meets the criteria
specified in this policy.
8.0 RELATED DOCUMENTS
8.1 Policy 4.4, Certification Reimbursement Program
Personnel Policies& Procedures Manual Page 2 of 2 Effective: 09/26/18
Policy 4.5, Professional&Technical Memberships& Fees
OCSD 18-18-135
Orange County policy Number: 4.6
Sanitation District
Personnel Policies Effective Date: September 26, 2018
I
Subject: Domestic Partnership I Supersedes: December 15, 2004
Approved by: General Manager
1.0 PURPOSE
1 1 The purpose of this policy is to recognize the status of domestic partners and to establish
uniform guidelines and procedures for providing eligibility for programs (e.g., benefits)
and ensuring equal access to those programs.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all Orange County Sanitation District(OCSD) employees.
3.0 DEFINITIONS
3.1 Domestic Partners are two adults who have chosen to share one another's lives in an
intimate and committed relationship of mutual caring and who have met the criteria set
forth in California Family Code, Sections 297and 298.
4.0 POLICY
4.1 It is the policy of OCSD to recognize employees who meet the definition of domestic
partners provided for within this policy and who have registered with the California
Secretary of State.
4.2 No one shall discriminate against or harass any person or couple on the grounds of
domestic partner status, gender, sexual orientation, or any other protected class as
outlined in OCSD's non-discrimination and harassment policies.
4.3 The use of any available sick or personal leave entitlement to attend to an illness of a
domestic partner is permitted as outlined in OCSD's Leave-of-Absence with Pay policy.
4.4 Employees who are registered domestic partners on or after January 1, 2005 shall be
extended the same rights, responsibilities, and duties as married couples and shall be
afforded the same protections and benefits.
5.0 PROCEDURE
5.1 Registered domestic partners must file with the Human Resources Department, a copy of
all applicable documentation that establishes approved domestic partnership status, in
order to receive all available benefits outlined in OCSD policies, procedures, and
applicable Memorandums of Understanding (MOU).
Personnel Policies&Procedures Manual Page 1 of 2 Effective: 09/26/18
Policy 4.6, Domestic Partnership
OCSD 18-18-136
6.0 EXCEPTIONS
7.0 PROVISIONS AND CONDITIONS
7 1 To be eligible to receive the same allocation of benefits extended to married couples,
employees must register with the California Secretary of State and file approved
documentation with OCSD's Human Resources Department.
8.0 RELATED DOCUMENTS
8.1 California Family Code, Sections 297and 298
8.2 California Domestic Partner and Responsibilities Act of 2003
8.3 Declaration of Domestic Partnership Registration Form
8.4 Policy 1.1, Harassment& Discrimination
8.5 Policy 3.3, Leave-of-Absence with Pay
8.6 Policy 3.4, Leave-of-Absence without Pay
8.7 Policy 4.1, Insurance
8.8 Policy 4.9, Catastrophic Leave Bank Donation Program
8.9 Policy 5.1, Rules of Conduct
8.10 Policy 5.2, Discipline
Personnel Policies & Procedures Manual Page 2 of 2 Effective: 09/26/18
Policy 4.6, Domestic Partnership
OCSD 18-18-137
Orange County Policy Number: 4.7
- Sanitation District
Personnel Policies Effective Date: September 26, 2018
Subject: Pro Rata Benefits for Supersedes: July 18, 2007
Part-Time Employees
Approved by: General Manager
1.0 PURPOSE
1.1. The purpose of this policy is to establish uniform guidelines for use in the administration
of the benefits program provided for regular employees working in a part-time status.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1. All regular Orange County Sanitation District (OCSD) employees authorized to work in a
part-time status.
3.0 DEFINITIONS
3.1 Part-time employees—Employees who are authorized to regularly work less than 80
hours in a bi-weekly pay period.
3 2 Pro rata insurance benefits—Part-time employees are responsible for payment of pro-
rated medical, dental, and vision insurance benefit premiums.
3.3 Part-time employees shall receive the same level of life, short-term and long-term
disability benefits as full-time employees.
3.4 Part-time employees who work 30 or more hours per week shall receive the same level of
medical and dental insurance benefits as full-time employees. Vision insurance benefits
shall be pro-rated accordingly.
4.0 POLICY
4.1 Notwithstanding any other provision herein, the General Manager is authorized to confer
the benefits set forth under OCSD's policies and procedures regarding leaves of absence
with or without pay (excluding jury duty), vacation leave, sick leave, personal leave,
bereavement leave, holidays, tuition reimbursement, and insurance benefits. These
benefits shall apply to regular part-time employees on a prorated basis, as follows:
HOURS OF WORK PER WEEK PERCENT BENEFIT/SUBSIDY
0—19 None
20—29 50 percent
30—39 75 percent
Personnel Policies&Procedures Manual Page 1 of 2 Effective 09/26/18
Policy 4.7, Pro-rata Benefits for Part Time Employees
OCSD 18-18-138
4.2 On occasion, employees may request or be asked to transition from part-time to full-time
status or vice-versa. It is the right of OCSD, at its sole discretion, to schedule working
hours and assign work that may be necessary to operate OCSD in the most efficient and
economical manner and in the best interest of the public it serves. Due consideration will
be given to an employee's input and concerns prior to implementation of a schedule
change. Multiple transitions to full-time or part-time, requested by the affected employee,
shall be deemed as an abuse of this privilege and factored into future considerations for
approval. A thirty (30) day written notice for work schedule changes must be given to an
affected employee prior to the change.
5.0 PROCEDURE
5.1 With respect to insurance, employees pay premiums through semi-monthly payroll
deduction, according to the chart in section 4.1.
6.0 EXCEPTIONS
7.0 PROVISIONS AND CONDITIONS
8.0 RELATED DOCUMENTS
8.1 Policy 3.1.1, Hours of Work—Non-Exempt Employees
8.2 Policy 3.1.2, Hours of Work—Exempt Employees
8.3 Policy 3.3, Leave-of-Absence with Pay
8.4 Policy 3.4, Leave-of-Absence without Pay
8.5 Policy 4.1, Insurance
8.6 Policy 4.3, Tuition Reimbursement
8.7 Orange County Sanitation District Part-Time Employment Request Form
Personnel Policies&Procedures Manual Page 2 of 2 Effective 09/26/18
Policy 4.7, Pro-rata Benefits for Part Time Employees
OCSD 18-18-139
Orange County Policy Number: 4.8
Sanitation District
Personnel Policies Effective Date: September 26, 2018
Subject: Employee Assistance Supersedes: October 22, 1997
Program
Approved by: General Manager
1.0 PURPOSE
1 1 The purpose of this policy is to establish uniform guidelines and procedures for the Employee
Assistance Program (EAP). The objective of the EAP is to offer confidential professional
assistance and support to employees and their families to help them solve personal issues that
affect their personal lives or job performance. Typical examples of such issues may include:
alcohol abuse, drug abuse, relationship or marital difficulties, nervous or emotional disorders,
stress, anxiety, depression, legal problems, work-related problems, the loss of loved ones, dietary
problems, coping with separation or divorce, and financial difficulties.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all Orange County Sanitation District(OCSD) employees regardless of their
organizational unit.
3.0 DEFINITIONS
4.0 POLICY
4.1 It is OCSD's policy to administer an EAP in accordance with the procedures of this policy.
6.0 PROCEDURE
5.1 OCSD provides professional consultation and referral services to employees experiencing
emotional or medical problems that may affect their personal lives or impair satisfactory job
performance. These services are available through the EAP, a confidential program provided by
a professional counseling and referral service and administered by the Human Resources
Department. The program is available to all employees.
5.2 Employees who are referred to the EAP as a result of unsatisfactory job performance may be
requested to secure appropriate medical, counseling, or rehabilitation services deemed
necessary to resolve the problem. However, if an employee who is referred to the EAP refuses
such assistance, and job or attendance problems continue, corrective procedures may apply,
including termination. Employees may be granted general leaves of absence for treatment or
rehabilitation. If such leave is not necessary, satisfactory job performance will be expected to
continue while participating in a treatment program.
53 Employees are not required to notify OCSD if they choose to participate in the EAP. All
participation is voluntary.
Personnel Policies&Procedures Manual Page 1 of 2 Effective:09/26/18
Policy 4.8, Employee Assistance Program
OCSD 18-18-140
6.0 EXCEPTIONS
7.0 PROVISIONS AND CONDITIONS
8.0 RELATED DOCUMENTS
Personnel Policies& Procedures Manual Page 2 of 2 Effective:09/26/18
Policy 4.8, Employee Assistance Program
OCSD 18-18-141
"`- Orange County Policy Number: 4.9
ph
Sanitation District
Personnel Policies
Effective Date: September 26, 2018
Subject: Catastrophic Leave Bank
Supersedes: October 25, 2011
Donation Program
Approved by: General Manager
1.0 PURPOSE
1.1 The purpose of this policy is to establish uniform guidelines and procedures regarding the
Orange County Sanitation District (OCSD) Catastrophic Leave Bank Donation Program.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 All OCSD employees who have completed their initial probationary period.
3.0 DEFINITIONS
3.1 Catastrophic Illness or Iniury.
3.1.1 A debilitating non-industrial illness or injury that is expected to incapacitate the
employee, meaning the employee is unable to work and/or perform other regular
daily activities for a period of time that exceeds thirty(30) consecutive calendar
days.
3.1.2 A debilitating non-industrial illness or injury that incapacitates an immediate
family member and results in the employee being required to take time away
from work for a period of time that exceeds thirty(30) consecutive calendar days
to care for the family member.
3.1.3 Conditions that are short-term in nature, such as a cold, flu, a minor injury or
surgery, are generally not deemed catastrophic; however, surgery recovery time
that meets eligibility criteria may qualify.
3.2 Donor for the purposes of this policy refers to an employee who voluntarily contributes
leave hours to OCSD's Catastrophic Leave Bank Donation Program.
3.3 Immediate Family Member: an employee's child, stepchild, parent, spouse, domestic
partner or child of a domestic partner.
3.4 Recipient for purposes of this policy refers to an employee who voluntarily accepts leave
hour contributions through OCSD's Catastrophic Leave Bank Donation Program.
3.5 Terminal) III I Employee: an employee whose life expectancy is twelve (12) months or less,
as diagnosed by the employee's treating physician.
Personnel Policies& Procedures Manual Page 1 of 4 Effective: 09/26/18
Policy 4.9, Catastrophic Leave Bank Donation Program
OCSD 18-18-142
4.0 POLICY
4.1 Employees may request leave donations from OCSD's Catastrophic Leave Bank Donation
Program when faced with a catastrophic medical condition involving themselves or a
member of their immediate family.
4.2 Employees may donate accrued and unused sick leave, personal leave, vacation leave and
compensatory time to OCSD's Catastrophic Leave Bank Donation Program. Administrative
leave and floating holidays may not be donated.
4.3 Donations must be made in whole hour increments and are irrevocable.
4.4 Donating employees must maintain a combined total minimum balance of eighty (80) hours
for personal leave, vacation leave, and/or compensatory time off leave hours. Employees
can only donate leave hours that exceed the minimum eighty(80) hour total combined
balance.
4.5 Donating employees must maintain a minimum sick leave balance of one hundred (100)
hours. Employees can only donate sick leave hours that exceed the minimum one hundred
(100) hour sick leave balance.
4.5.1 Sick leave donations will be applied at a thirty-five percent (35%) value rate.
5.0 PROCEDURE
51 Requests for donated leave time are to be submitted to Human Resources for approval
using the"Recipient Participation Form" located on the OCSD intranet site.
5.2 To receive donations, employees must provide medical documentation of their own
catastrophic health condition or the catastrophic health condition involving their immediate
family member. OCSD may specify the medical documentation required to receive
donations.
5.2.1 If applicable, employees must also provide permission for the release of certain
medical information as indicated on the"Recipient Participation Form."
5.3 To donate leave hours, employees must complete a "Donor Participation Form" and submit
the form to Human Resources for approval. This form is located on the OCSD intranet site
54 Employees will also be provided the option to donate leave hours during annual leave
payout periods.
5,5 Approved donor and recipient requests shall be administered by the Financial Management
Division.
5.5.1 Except for sick leave, donated leave hours will be valued at the donor's hourly
rate of pay that is in effect at the time the completed Donor Participation Form is
received by the Financial Management Division. The leave value amount will be
allocated to the Catastrophic Leave Bank and the donor's leave accrual balance
will be decreased with the next applicable pay period.
Personnel Policies&Procedures Manual Page 2 of 4 Effective: 09/26/18
Policy 4.9, Catastrophic Leave Bank Donation Program
OCSD 18-18-143
5.5.2 Donations will be applied to qualified recipients beginning with the next
applicable pay period after the Financial Management Division receives an
approved Recipient Participation Form provided there are donations available in
the Catastrophic Leave Bank.
5.5.3 To apply leave donations, the Financial Management Division will determine the
number of hours necessary for the recipient for the pay period. An amount equal
to that number of hours at the recipient's current rate of pay will be deducted
from the Catastrophic Leave Bank and the hours applied to the recipient's leave
accrual balance. That balance will be available for immediate use.
6.0 EXCEPTIONS
61 In the event that an employee is unable to complete the"Recipient Participation Form,"the
employee's court appointed legal representative, guardian, or conservator may do so on
the employee's behalf.
7.0 PROVISIONS AND CONDITIONS
7 1 Employees are expected to maintain confidentiality regarding participation in the
Catastrophic Leave Bank Donation Program to protect the privacy of the employee and/or
the employee's family. Employees shall not disclose recipient or donor information, or
catastrophic illness/injury information, except as authorized on the Recipient Participation
Form.
72 To be eligible to receive donations of leave time, employees must have exhausted all of
their unused and accrued vacation leave, sick leave, personal leave, administrative leave,
compensatory time off, and floating holiday hours.
73 The maximum allocation of donated leave that an employee may receive is four hundred
and eighty (480) hours per individual per twelve(12) month period except in the event that
the employee is diagnosed by his/her treating physician as terminally ill. If an employee is
diagnosed as terminally ill, there is no limit to the amount of donated leave that the
employee may receive.
74 The leave type (sick, vacation, personal or compensatory) that is donated will be
converted to either sick leave or personal leave depending on the paid time off system of
the recipient's affiliated bargaining unit or employee group.
7.5 In the event that there are donations totaling $2,000 or less remaining in the Catastrophic
Leave Donation Bank or it is anticipated that the Catastrophic Leave Donation Bank will be
insufficient to support pending recipient requests, OCSD will notify employees to solicit
additional donations. OCSD will continue to allocate remaining donation amounts until
depleted.
7.5.1 For multiple recipient requests, available donations remaining in the Catastrophic
Leave Donation Bank shall be allocated so that each recipient receives an
equivalent percentage of leave donation hours.
76 Participation in this program shall be subject to applicable state and federal taxation
requirements.
Personnel Policies&Procedures Manual Page 3 of 4 Effective: 09/26/18
Policy 4.9, Catastrophic Leave Bank Donation Program
OCSD 18-18-144
8.0 RELATED DOCUMENTS
8.1 Recipient Participation Form
8.2 Donor Participation Form
8.3 Policy 3.3, Leave of Absence with Pay
Personnel Policies& Procedures Manual Page 4 of 4 Effective: 09/26/18
Policy 4.9, Catastrophic Leave Bank Donation Program
OCSD 18-18-145
Orange County policy Number: 4.10
Sanitation District
Personnel Policies Effective Date: September 26, 2018
Subject: Employee Development Supersedes: September 23, 2015
Approved by: General Manager
1.0 PURPOSE
1.1 The Orange County Sanitation District(OCSD)seeks to provide all employees with
access to appropriate training and development opportunities to increase job knowledge,
skills, and abilities. This policy provides standards and guidelines for OCSD employees
requesting, needing or attending training and development activities through OCSD.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all Orange County Sanitation District(OCSD)employees.
3.0 DEFINITIONS
3.1 Computer-Based Training—training delivered through the use of a computer, including
self-paced coursework and/or webinars designed to develop an employee's job-related
knowledge and skills.
3.2 Conference—an event that focuses on updating a participant's knowledge or current
trends, practices or technologies. Frequently the format allows the participant a variety
of choices in the form of breakout sessions or discussion groups
3.3 Development—any formal or informal effort to increase an employee's job knowledge,
skills, and abilities. Efforts may include a variety of approaches such as training,
conference attendance, coaching and mentoring,job shadowing, and job rotation.
3.4 Meetin —an event that is action-oriented and has the primary purpose to accomplish
work-related outcomes. Meetings focus on such objectives as project and
implementation planning, updates, issue resolution, resource allocation, department
updates, information exchanges, and problem-solving and decision- making discussions.
Learning is not the main focus of meetings, and thus meetings are not considered a
training and development activity.
3.5 Training—an event where an employee focuses on learning, maintaining and/or
enhancing job-related knowledge, skills, and abilities (KSAs) in order to better perform
job duties at OCSD.
4.0 POLICY
4,1 OCSD provides employees with training and development opportunities in
accordance with this policy.
Personnel Policies&Procedures Manual Page 1 of 8 Effective: 09/26/18
Policy 4.10, Employee Development
OCSD 18-18-146
5.0 PROCEDURE
5.1 GENERAL TRAINING INFORMATION
5.1.1 Risk Management Compliance Training—OCSD ensures that all employees
complete appropriate risk management compliance training on topics such as
occupational safety and health, hazardous waste, workers' compensation, and
Department of Transportation (DOT) compliance requirements.These types of
training are administered by the Risk Management Division.
5.1.1.1 Divisions seeking to arrange risk management or safety-related
training should work with the Risk Management Division to do so.
5.1.2 Onsite Training and Development—OCSD provides onsite training and
development opportunities when there is an organizational need and it makes
financial sense. In cases where groups of employees will participate, it is
generally more cost-effective to offer these opportunities onsite at OCSD. This
allows more employees to attend and reduces the cost per person. Onsite
training requests are approved through the budget process for each division.
5.1.3 Offsite Training and Development—Offsite training and development activities
may be attended in the instance that the topic is not offered at OCSD and/or it is
determined to be more cost-effective to send the employee(s)offsite. The
decision to send employees offsite should be justified by evaluating the cost and
availability in the local area. Offsite training requests are approved through the
budget process for each division. Employees who attend offsite training and
development activities may be eligible for reimbursement of travel expenses in
accordance with Policy 5.6 Travel.
5.1.4 Voluntary Training and Development—Voluntary training and development
opportunities are offered to develop and improve employees' knowledge,skills,
and abilities. Voluntary training and development activities are identified based on
organizational and/or individual needs. Requests for voluntary training and
development must be approved by the employee's supervisor(or designee)prior
to enrollment. In deciding whether an employee should participate,the supervisor
(or designee) should consider business relevance,the employee's developmental
needs, and the division's ability to cover the employee's absence. Additionally,
requests should be reconciled against employees'past training history to ensure
that OCSD funds are being utilized and managed appropriately.
5.1.5 Off Shift Training and Development Attendance—Employees are expected to
attend training and development activities during their normal work schedule
whenever possible. Any exceptions, such as overtime or attendance on
scheduled holidays or days off, must be approved by division management in
accordance with department policy prior to enrollment.
5.2 SPECIAL TRAINING AND DEVELOPMENT CONSIDERATIONS
5.2.1 Training of Night Shift Employees—Training sessions dedicated to Night Shift
employees generally will be scheduled between the hours of 6:15PM—8:15PM. If
the vendor for a business-critical or mandatory course is unable to train between the
hours stated, the requesting division may make arrangements to have the course
videotaped. Such training videos and materials will be made available to the Night
Shift supervisors (or designees)to use during the scheduled shift.
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5.2.2 Training of Interns—Vocational and student interns may participate in onsite and
computer-based training that is required for their position, such as safety and
compliance courses. Also, interns may participate in training of proprietary
information that is unique to OCSD and which is required for their internship.
5.2.3 Training of Non-OCSD Employees—Non-OCSD employees are workers who are
not on OCSD's payroll. Examples of non-OCSD employees include temporary
workers and contractors.
5.2.3.1 Only OCSD employees may participate in training funded by OCSD.
The employer contracting with OCSD is responsible for ensuring non-
OCSD employees receive all necessary training. However, non-OCSD
employees may participate in training of proprietary information that is
unique to OCSD and which is required for their job assignment.
5.2.3.2 Human Resources and Risk Management do not maintain training
records for non-OCSD employees.
5.3 TRAINING AND DEVELOPMENT FUNDING
5.3.1 The training and development budget is determined annually through the budget
process. Risk Management administers OCSD's budget for risk management and
safety-related training topics, and Human Resources coordinates key organization-
wide training programs. All other training and conferences are budgeted and
administered by divisions.
5.3.2 During the budget process, divisions submit a comprehensive list of training,
development, and conference needs for the next budget cycle using a Budget
Training Request Form. This information is evaluated by Financial Management
and used in fiscal planning and the allocation of funds to each division.
Management is responsible to accurately plan training and development needs
during the budget process to ensure appropriate funding for requested items.
5.3.2.1 Department Heads will review the sum of divisional conference
attendance requests to identify overlap and ensure that budget requests
are not excessive.
5.4 TRAINING AND DEVELOPMENT REQUESTS
5.4.1 Source of Requests—Training and development requests are collected and
compiled by each division in preparation for the budget process.
5.4.2 Prioritization of Training Requests—Training requests should be prioritized
based on such factors as organizational need, strategic goals, and budget
allocation. Divisions also should review employees'past training history when
evaluating training requests.
5.4.3 Performance-Related Training and Development Requests— Supervisors(or
designees)should discuss specific performance-related needs with Human
Resources to identify potential training and development options.
5.4.4 Training Needs Assessments—When needed, departments and/or divisions may
conduct Training Needs Assessments to identify training and development needs
across the department/division. Training Needs Assessments should include an
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analysis of training requests,training needs, goals and objectives,training plans
(current and future)and funding. This process also may include surveying and
questionnaires to better assess and prioritize training needs.
5.5 CONFERENCE ATTENDANCE REQUESTS
5.5.1 OCSD provides employees with opportunities to attend a variety of conferences to
continue to build industry knowledge and maintain an awareness of the most
current information and trends applicable to their function at OCSD.
5.5.2 In order to maximize the scope of information obtained through conference
attendance and ensure the most efficient use of available funds, OCSD seeks to
distribute attendance across multiple events and reduce overlap by limiting the
number of attendees for any specific event. This approach allows OCSD to be
strategic in its use of training funds, provides access for employees to attend a
wide variety of learning events, and increases the diversity of information brought
back to OCSD by conference attendees.
5.5.3 Approval of Conference Attendance Requests: Manager and Department Head
approval is required for all conference attendance requests. In evaluating requests,
management should consider factors such as cost, location of the event, expected
return on investment, organizational staffing needs, employee conference
attendance history, and number of requesters.
5.5.3.1 If the goal is to obtain continuing education credits (CEUs) for an
employee to maintain a license or certification, often there are local
options that divisions could consider to maximize the use of OCSD
funds.
5.5.3.2 If the conference is of interest to multiple employees or groups,
management should consider additional factors described below.
5.5.4 Conference of Interest to Multiple Employees or Groups: The Department Head (or
designee)will decide which interested employee(s)will attend each specific
conference. For conferences of interest to multiple departments, Department
Heads(or designees)of each affected Department should collaborate to identify the
most appropriate individual(s) to attend.
5.5.4.1 Decisions should be based on considerations such as the relevance of
the subject matter to the employee's job function, the employee's past
attendance history,the equitable distribution of opportunities across
appropriate groups and levels, and any applicable development needs
or goals.
5.5.4.2 When appropriate, priority may be given to employees who have been
approved to participate in an active conference role on behalf of
OCSD, such as speaker, poster presenter, panel member or session
moderator. Employees must have Department Head approval in
writing before agreeing to appear in these types of roles on behalf of
OCSD.
5.6 VENDOR PAYMENT FOR OFF-SITE TRAINING, CONFERENCES,AND WEBINARS
5.6.1 Once a request for an offsite training event, conference or webinar has been
approved,the requesting division coordinates payment and registration with the
vendor. Registration fees for offsite training, conferences and webinars are
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typically paid through a Payment Request Voucher(PRV). The completed
electronic PRV form must be approved at all required levels in order to ensure
payment. Enrollment should be made as early as possible, at least six(6)weeks
prior to the event, in order to allow time for the PRV to be paid.
5.6.2 All training-related expenditures should be reconciled against the appropriate line
item.
5.7 PROCUREMENT OF ON-SITE TRAINING
5.7.1 After onsite training has been approved,the responsible division submits all
required documentation to initiate procurement of the training in accordance with
the Purchasing Threshold Guidelines.
5.7.2 Bidding Training—When a project requires a Request for Proposal according to
the Purchasing Threshold Guidelines,the following responsibilities apply:
5.7.2.1 The requesting division provides objectives and discussion items for
the training by preparing a Scope of Work. A potential vendor list
(minimum 3)must be provided. A requisition including both documents
must be submitted in order to initiate the procurement process.
5.7.2.2 Purchasing staff manages the vendor selection process with an
evaluation committee including representatives from the requesting
division.
5.7.3 Sole Source Training—In cases where the criteria for a Sole Source are met,a sole
source justification is required from the requesting division and the following
responsibilities apply:
5.7.3.1 In initiating a sole source request,the requesting division is responsible
to fully justify their proposal in a sole source justification memorandum
and obtain all required approvals.
5.7.3.2 Following approval of the sole source request,the requesting division
provides the objectives and discussion items for training by preparing a
Scope of Work. A requisition including the sole source justification
memorandum and Scope of Work must be submitted in order to initiate
the procurement process.
5.7.3.3 Purchasing staff manages the procurement process.
5.8 TRAINING SCHEDULING
5.8.1 Risk Management is responsible for the planning and scheduling of all internally
advertised risk management and safety-related training. Divisions seeking to
arrange onsite risk management or safety-related training should work with Risk
Management to schedule and announce the training.
5.8.2 Human Resources is responsible for the planning and scheduling of key
organization-wide training programs,such as Human Resources-related compliance
training and other organization-wide initiatives.
5.8.3 Individual divisions are responsible for the planning and scheduling of all other
budgeted training,
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5.8.4 Classes are scheduled based on OCSD's need and the number of employees
identified to attend.
5.8.5 The division responsible for each training course enters the scheduled classes into
the learning management system and distributes announcements to the target
audience. Announcements should be sent approximately four to six weeks in
advance to allow for enrollment and divisional planning.
6.9 TRAINING RECORDS
5.9.1 Training Documentation
5.9.1.1 Learning Management System—OCSD uses a training database to
schedule, track, and maintain all training information relevant to OCSD
employees.
5.9.1.2 Rosters—All onsite training attendance must be documented with a
training roster(sign in sheet). The division responsible for the training
provides rosters for all onsite classes. In cases where a roster is not
available, an appropriate generic Training Roster form from MyOCSD
should be used. Following the class,the division is responsible for
closing out the roster in the learning management system and retaining
a copy of the signed roster.
5.9.2 Access to Training Transcripts
5.9.2.1 Unofficial Transcript: Employees may view and/or print a copy of their
training transcript within the learning management system.
5.9.2.2 Official Transcript: If an official transcript is needed, employees should
email a request to their supervisor or division manager(or designee)
including the date range needed(from/to).The supervisor or manager
(or designee)will request that the transcript be sent to the employee.
The official transcript will be sent to the requester through e-mail.
5.10 RESPONSIBILITIES FOR TRAINING AND DEVELOPMENT
5.10.1 Employee Responsibilities
5.10.1.1 Enrollment: Employees interested in attending any voluntary training
and development activities must request supervisor(or designee)
approval to attend. Enrollment of employees in mandatory training is
the responsibility of the immediate supervisor(or designee).
5.10.1.2 Attendance: Enrollment in training indicates a commitment to attend
and is considered work direction by one's supervisor(or designee). It
is the individual's responsibility to plan ahead and attend all assigned
training, arrive on time, and complete the entire course. Employees
must sign the training roster for each class attended so that training
attendance is accurately recorded. If an employee is unable to attend
an assigned training class as scheduled,they are required to notify the
supervisor(or designee) in advance to allow for withdrawal from
enrollment and rescheduling. Employees are responsible for
completing all other assigned courses, such as web-based training,
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prior to the established deadlines.
5.10.1.3 Failure to follow these Attendance requirements subjects the
employee to disciplinary action.
5.10.1.4 Conference Session Attendance: In certain cases, employees
approved to attend a conference may be instructed to attend one or
more specific conference sessions to ensure that OCSD obtains
certain knowledge,
5.10.1.5 Post-Training or Post-Conference Presentation: Following attendance
of a training or conference, employees may be requested by
management to share materials or provide a presentation of key
information to appropriate colleagues.
5.10.2 Division Responsibilities
5.102.1 Training Budget: Divisions are responsible to accurately plan training
and development needs during the budget process, administerfunds in
accordance with what was approved, and reconcile and track training-
related expenditures against the division's training budget.
5.10.2.2 Offsite Training,Webinar,and Conference Registration: Divisions are
responsible for coordinating the registration and payment process for
approved offsite training,conferences, and webinars.
5.10.2.3 Procurement and Coordination of Onsite Training: Divisions are
responsible for the planning, procurement initiation, scheduling,
announcement,and coordination of onsite training classes approved
during the budget process. The scheduling division is also responsible
for class entry in the learning management system and the
coordination, close-out, and retention of class rosters.
5.10.2.4 Enrollment: Immediate supervisors(or designees)are responsible for
all employee training enrollments in the learning management
system. Also, supervisors(or designees)are responsible to ensure
that employees are enrolled in and complete all mandatory training.
5.10.2.5 Attendance: It is the immediate supervisor's(or designee's)
responsibility to ensure that employees attend all assigned training
as scheduled. If an employee is unable to attend a training class,
the supervisor(or designee) is responsible for withdrawing the
employee in advance and enrolling in another session if needed,
5.10.3 Human Resources and Risk Management Responsibilities
5.10.3.1 Risk Management and Safety Training: Risk Management is
responsible for maintaining an annual training plan to ensure all risk
management and safety-related training is scheduled and
completed according to established retraining frequencies,
managing employee safety training profiles,validating all related
course content, and providing instruction on training topics when
appropriate. Also, Risk Management is responsible for
administering onsite and computer-based risk management and
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safety-related training programs.
5.10.3.2 Non-Safety Compliance Training: Human Resources is responsible
for administering designated non-safety compliance training
programs in accordance with retraining frequencies required by law.
5.10.3.3 Organization-Wide Training Programs: Human Resources is also
responsible for administering several key organization- wide training
programs.
5.10.3.4 Attendance Records: Human Resources and Risk Management are
responsible for maintaining employee training files and compliance-
related training records in accordance with OCSD's Records
Retention Schedule. Onsite training attendance is tracked through
signed training rosters and corresponding records in the learning
management system. Offsite training and conference attendance is
recorded from the travel and training approval and payment
process.
6.0 EXCEPTIONS
6.1 Any exceptions to this policy must be approved by Human Resources and the Department
Head.
7.0 PROVISIONS AND CONDITIONS
8.0 RELATED DOCUMENTS
8.1 Budget Training Request Form
8.2 Delegation of Authority Resolution
8.3 Payment Request Voucher Form
8.4 Policy4.3,Tuition Reimbursement
8.5 Policy 4.4, Certification Reimbursement
8.6 Policy 5.6, Travel
8.7 Purchasing Threshold Guidelines
8.8 Purchasing Threshold Guidelines for Sole Sources
8.9 Sole Source Purchases
8.10 Training Roster(General, Operations)
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- : Orange County Policy Number: 4.11
Sanitation District
Personnel Policies Effective Date: September 26, 2018
--
Subject: Development Pay Supersedes: N/A
Approved by: General Manager
1.0 PURPOSE
1.1 The purpose of this program is to promote employee efforts that increase job knowledge,
skills, and abilities that are consistent and aligned with Orange County Sanitation District
(OCSD) Personnel Policies 4.3 (Tuition Reimbursement Program)and 4.4(Certification
Reimbursement Program)
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all qualifying OCSD employees.
3.0 DEFINITIONS
3.1 Educational Degree is an academic qualification awarded upon successful
completion of a course of study in higher education from an accredited college or
university, and is classified as an Associate's, Bachelor's, or Master's degree.
3.2 Certificate is a document endorsing that one has fulfilled certain or specific
requirements.
3.3 Certification is the recognition of an individual by a governmental agency or a
professional organization as having met specific standards and/or qualifications for a
body of knowledge within a specific field that results in the issuance of a certificate.
3.4 Development Pay is non-base building compensation provided to qualifying
employees for obtaining and/or maintaining Educational Degrees, Certificates,
and/or Licenses as set forth in this policy.
3.5 Grade V is the certification level License issued by the California State Water
Resources Control Board.
36 Graduate Certificate is an Educational Degree representing completion of
specialized, post-Bachelor's education from an accredited college or university.
3.7 License is permission to engage in a certain activity, granted by an official or legal
authority such as a city, county, state, or federal agency.
3.8 Professional Organization is an organization or association that has a defined code
of ethics, conducts research, possesses a defined body of knowledge, and has the
authority to set professional standards in a field.
3.9 Qualifying Employee-All OCSD employees who have completed their initial
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probationary period of employment.
4.0 POLICY
4.2 Qualifying employees will receive Development Pay that will be distributed in a
lump-sum amount each pay period
4.3 Qualifying Employees must have a proficient year-end performance appraisal to
be eligible for Development Pay.
4.3.1 Qualifying Employees who are placed on a Performance Improvement
Plan (PIP)due to a needs improvement performance review on the year-
end performance appraisal are not eligible for Development Pay until the
PIP is satisfactorily completed.
4.3.2 Qualifying Employees who are placed on a PIP due to a needs
improvement outside the year-end appraisal will have all Development
Pay suspended until the PIP is satisfactorily completed.
4.3.3 The return of Development Pay will not be retroactive.
4.4 Qualifying Employees must be in an active pay status to receive Development
Pay.
45 Specific cost for Educational Degrees, Certification, and Licenses vary by group
and are outlined in Policy 2.2, Non-Base Building Pay. The approval or granting
of Development Pay vests in the sole discretion of OCSD, through the Department
Head and Human Resources.
5.0 PROCEDURE
4.6 Qualifying Employees must complete a Request for Development Pay form, attach
copies of the applicable educational degree, certificate, or license, and the employee
must ensure that all other supporting documentation is included.
47 All requests are routed to the employee's management representative to ensure the
Development Pay request meets the stated objectives and purpose of the
Development Pay Program.
4.7.1 The employee's management representative must approve or deny the
Development Pay request and ensure the request is consistent with
objectives and purpose of the Development Pay Program.
48 All completed requests submitted by an employee, whether approved or denied by
the employee's management representative, must be submitted to the Human
Resources Department for processing and retention.
4,9 Employee must complete a separate Request for Development Pay form for the
educational degree, and for each certificate, or license.
7.0 EXCEPTIONS
7.1 This policy does not apply to student and vocational interns, or temporary
employees.
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7.2 This policy does not apply to employees of the Executive Management Team.
8.0 PROVISIONS AND CONDITIONS
81 Approved compensation for Development Pay is effective in the first pay period
following the employee submittal date, as indicated by the completed Development
Pay request.
82 Development Pay compensation will only be subject to retroactivity when the
administration process delays implementation beyond the first pay period following
the employee submittal date.
83 Development Pay requests submitted for Educational Degrees, Certificates or
Licenses obtained outside of the specific guidelines herein will be evaluated on a
case-by-case basis by the employee's Division Manager to determine whether the
intent of the request is consistent with the objectives of the Development Pay
Program.
8.3.1 In such cases, the Request for Development Pay must be submitted to the
appropriate Department Head for consideration and approval, and then
forwarded to the Human Resources Division for final processing.
8.4 Mandatory training required as part of an employee's regular job duties is not
eligible for Development Pay, unless it yields a certificate and has a requirement of
at least forty(40) hours of course time.
8.5 Falsification of educational documents, certificates and/or licenses may lead to
disciplinary action up to and including termination.
9.0 RELATED DOCUMENTS
9.1 Policy 1.4 Recruitment and Selection
9.2 Policy 1.7 At-Will EMT Employment Agreements
9.3 Policy 2.2 Non-Base Building Pay
9.4 Policy 4.3 Tuition Reimbursement Program
9.5 Policy 4.4 Certification Reimbursement Program
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Orange County Policy Number: 5.1
Sanitation District
Personnel Policies Effective Date: September 26, 2018
Subject: Rules of Conduct Supersedes: September 3, 2013
Approved by: General Manager
1.0 PURPOSE
1.1 The purpose of this policy is to establish uniform guidelines regarding rules of conduct for
employees.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all Orange County Sanitation District(OCSD) employees regardless of
their organizational unit.
3.0 POLICY
3.1 Reasonable rules of conduct are necessary for the safety and protection of all employees and
to ensure the efficient and productive operation of OCSD's facilities. Such rules are
established with the goal of achieving mutual understanding with all employees regarding
unacceptable behavior, and should be fairly and equitably administered by all supervisors
and managers.
4.0 PROCEDURE
4.1 The following items are examples of expected conduct or behavior. An employee whose
actions are inconsistent with or violates one of the following areas may be subject to
discipline, up to and including termination.
4.1.1 Coming to work in a timely manner and not abusing time-off privileges.
4.1.2 Proper completion of individual time records in accordance with established
procedures
4.1.3 Proper notification of supervisors in the event of intended absence or tardiness.
4.1.4 Careful and considerate use of OCSD property.
4.1.5 Observance of all safety and security rules and regulations.
4.1.6 Professional conduct toward other OCSD employees.
4.1.7 Adherence to OCSD's Core Values; specifically, Honesty, Trust and Respect, and
Teamwork and Problem Solving.
4.1.8 Adherence to applicable memoranda of understanding and OCSD personnel
policies and procedures.
4.1.9 Safeguarding confidential information obtained in connection with employment
4.1.10 Appropriate correction of unacceptable job performance or practices
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OCSD 18-18-157
4.2 The following items are examples of conduct or behavior which may subject an employee to
termination without regard to the employee's past performance, prior discipline, longevity and
work history
4.2.1 Substantiated charges of Sexual Harassment.
4.2.2 Conduct that endanger the safety of others, including fighting or any violent or
threatening act.
4.2.3 Making false, profane, abusive or malicious statements concerning any employee
or officer of the OCSD.
4.2.4 Accepting gifts or favors of more than token value from anyone doing or seeking to
do business with the OCSD.
4.2.5 Engaging in any activity which represents a violation of OCSD's conflict of interest
code.
4.2.6 Falsification of any OCSD records including incorrect time charges on timesheets.
4.2.7 Unauthorized removal of OCSD's or others'property.
4.2.8 Defacing, destroying or damaging OCSD property or the property of others.
4.2.9 Possession of weapons or explosives on OCSD premises.
4.2.10 Violation of substance abuse policy.
4.2.11 Immoral or indecent conduct, or insubordination, which is defined as refusal or
failure to follow the lawful directive of a supervisor or manager or to comply with
an established policy or procedure.
5.0 EXCEPTIONS
6.0 PROVISIONS AND CONDITIONS
6.1 The examples of conduct or behavior listed in this policy should not be considered an
exhaustive list. Absence of an example of conduct or behavior from this policy will not be the
basis for avoiding discipline or termination when OCSD finds that such an action is
warranted.
7.0 RELATED DOCUMENTS
7.1 OCSD Core Values
7.2 Policy 1.1, Harassment and Discrimination
7.3 Policy 1.3,Workplace Violence&Weapons
7.4 Policy 1.5, Outside Employment& Professional Associations
7.5 Policy 1.8, Business Ethics
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7.6 Policy 3.1.1, Hours of Work—Non-Exempt Employees
7.7 Policy 3.1.2, Hours of Work—Exempt Employees
7.8 Policy 3.2, Attendance Policy
7.9 Policy 3.3, Leave of Absence with Pay
7.10 Policy 5.18, Use of District Property
7.11 Policy 5.20, Substance Abuse
7.12 OCSD Safety Policies and Procedures
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Orange County policy Number: 5.2
Sanitation District
Personnel Policies Effective Date: September 26, 2018
Subject: Discipline Supersedes: November 14, 2011
Approved by: General Manager
1.0 PURPOSE
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 This policy applies to all current Orange County Sanitation District(OCSD) employees
regardless of their organizational unit.
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 regular employee initiated by OCSD
for just cause.
3.3 Serious Misconduct is performance or conduct connected with an employee's work that the
employee knows or reasonably should have known was unsatisfactory. While not an
exhaustive list, such performance or conduct may involve behaviors listed in section 5.7 of
this policy.
4.0 POLICY
4.1 OCSD is committed to supervisory and management practices and procedures which support
effective operations in the best interest of OCSD and its employees. Such procedures
include the administration of fair and consistent discipline in instances where employees have
exceeded the limits of acceptable behavior, failed to maintain minimum job requirements or
performance. Employment with OCSD is voluntarily entered into, and employees have the
right to resign within the guidelines of an employee's affiliated Memorandum of
Understanding and administrative policies 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 unacceptable behavior or performance.
4.3 The General Manager shall establish rules and guidelines pertaining to the procedures
governing such actions. The General Manager shall establish Rules of Procedure and
Evidence governing post-discipline hearings.
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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,
5.0 PROCEDURE
5.1 Prior to the issuance of discipline for unacceptable behavior or performance, management is
encouraged to regularly meet with employees and provide counseling as a corrective
measure. Counseling sessions may be followed up by a counseling memo to the employee.
Counseling is not considered disciplinary in nature.
5.2 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 pay grade, or dismissal.
5.3 A Notice of Intent to impose disciplinary action is not required when the disciplinary action
involves verbal reprimand or written reprimand.
54 Dismissal, for purposes of this policy, is the separation of a non-probationary employee
initiated by OCSD for just cause
5.5 A Notice of Intent is not required when the disciplinary action involves a verbal reprimand or a
written reprimand.
5.5 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 pay grade, 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 known 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.
5.7 The Notice of Intent shall contain the following:
5.7.1 A description of the disciplinary action intended;
5.7.2 The effective date of the action;
5.7.3 The reason(s)for the proposed action;
5.7.4 A copy of the charges and materials upon which the action is based;
5.7.5 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;
5.7.6 The person to whom any response must be directed;
5.7.7 The fact that such response must be received within ten (10) business days of the
date of issuance of the notice; and
5.7.8 Notice of the employee's right to representation.
5.8 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.
5.9 Dismissal shall be preceded by at least one (1)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 of drugs or alcohol; theft or
Personnel Policies&Procedures Manual Page 2 of 4 Effective: 09/26/18
Policy 5.2, Discipline
OCSD 18-18-161
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 substitute a documented suspension without pay for written reprimands.
5.10 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, unless otherwise stipulated by an employee's affiliated bargaining unit
Memorandum of Understanding (MOU), within ten (10) business days following the effective
date of the disciplinary action (for suspensions, the effective date will be the first business
day following the final day of the suspension). The Director of Human Resources will
schedule a post-disciplinary hearing with the General Manager or a hearing officer selected
by the General Manager. The hearing officer selected by the General Manager may not be an
employee of OCSD. The selected hearing officer will provide a written, advisory opinion to the
General Manager. The General Manager may uphold the disciplinary action that has been
imposed or may reduce such discipline without the issuance of further Notice of Intent. The
decision of the General Manager shall be final.
5.11 Disciplinary actions will be recorded in employee performance reviews. Unless otherwise
stipulated by an employee's affiliated bargaining unit MOU, all disciplinary action
documentation shall be placed in an employee's personnel file in the Human Resources
Department.
5.12 Unless otherwise stipulated in an employee's affiliated bargaining unit MOU, documentation
regarding verbal and written reprimands may be removed from an employee's personnel file
twenty-four(24) months subsequent to the date of issuance, provided that there has been no
recurrence of a similar incident during the period. If the Director of Human Resources, or
designee, agrees to remove disciplinary action documentation from an employee's personnel
file, such documentation shall be retained in a separate file by the Human Resources
Department for the purpose of showing that progressive discipline has been followed or in
support of OCSD's proposed discipline.
5.13 Verbal reprimands and written reprimands may only be reviewed under this Agreement
through the Problem Solving Procedure.
6.0 EXCEPTIONS
6.1 This policy shall not apply to the General Manager, Executive Management Team (EMT)
members, new-hire probationary employees, and student interns who serve"at-will" and may
be released from employment without cause or recourse to any appeal or grievance
procedures.
6.2 A reduction in pay or demotion to a classification with a lower pay grade that is not a result of
performance deficiencies (for example, a reclassification, "bumping" associated with a layoff,
a reasonable accommodation, or a voluntary employment change) shall not be considered
discipline.
7.0 PROVISIONS AND CONDITIONS
7.1 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 review or investigation,
the employee on administrative leave receives a suspension without pay; a maximum of
fifteen (15) business days of the administrative leave period may be applied to such
suspension without pay.
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Policy 5.2, Discipline
OCSD 18-18-162
8.0 RELATED DOCUMENTS
8.1 Policy 1.7, "At-Will' Employment EMT Employment Agreements
8.2 Policy 1.10, Employee Separation
8.3 Exhibit A- Rules of Procedure & Evidence for Post-Disciplinary Hearings
Personnel Policies& Procedures Manual Page 4 of 4 Effective: 09/26/18
Policy 5.2, Discipline
OCSD 18-18-163
ORANGE COUNTY SANITATION DISTRICT
RULES OF PROCEDURE AND EVIDENCE
FOR POST-DISCPLI NARY HEARINGS
1. Hearings shall be conducted by the District's General Manager or a hearing officer
selected by the General Manager.
2_ Any objection to the individual selected by the General Manager as the hearing officer
on the grounds of bias, must be made in writing, stating the reasons, therefore, to the
General Manager no later than 15 calendar days after the date of the deposit in the mail
of notice that a hearing officer has been selected, including the hearing officer selected
and his/her background information.
3. The questions to be decided are as follows:
A. Was there just cause for the discipline imposed?
B. If not, what is the appropriate discipline, if any?
4_ Formal rules of evidence and procedure that may be applicable in a court of law shall not
apply to these hearings. Evidence, both oral and documentary, shall be admissible if it
is the type of evidence that responsible persons are accustomed to rely on in the
conduct of serious affairs, regardless of the existence of any judicial rule which might
have made improper the admission of such evidence over objection in civil actions.
Hearsay evidence may be admitted for the purpose of supplementing or explaining any
direct evidence but shall not be sufficient by itself to support a finding unless it would be
admissible over objection in civil actions. The rules of privilege shall be applicable to the
same extent that they are recognized in civil actions.
5. Each party shall have the right to call and examine witnesses, to introduce exhibits and
to cross-examine opposing witnesses. If the employee does not testify on his or her own
behalf, the employee may be called and examined as if under cross-examination.
6. Testimony shall be recorded by means of either an audio recording or a certified court
reporter.
7. Witnesses shall be sworn unless both parties stipulate otherwise.
8. Written declarations made under penalty of perjury shall be admissible; provided,
however, that declarants shall be made available for testimony at the request of the
party against whom the declaration is offered.
9, The District shall have the burden of proof. The standard of proof is a preponderance of
the evidence. The District shall present its case first. During the presentation of the
District's case, the employee shall have the right to cross-examine any witness called to
testify by the District. At the conclusion of the District's case, the employee may present
his or her case. During the presentation of the employee's case, the District shall have
the right to cross-examine any witness called by the employee to testify.
10. Both parties shall have the right to counsel. Employee may be represented by the
applicable employee organization representative.
Personnel Policies & Procedures Manual Effective: 09/26/18
EXHIBIT A— Policy 5.2, Discipline
OCSD 18-18-164
11. Both parties shall have the right to present an opening statement prior to the
presentation of any evidence and a closing argument after the presentation of all
evidence.
12. The General Manager or a hearing officer selected by the General Manager, shall rule
on procedural and substantive issues.
13. The General Manager shall use good faith efforts to issue a written decision within 30
days of(1) the conclusion of the hearing; or (2) the receipt of post-hearing briefs if such
briefs are requested by the General Manager. If a hearing officer is selected by the
General Manager, he or she will provide an advisory opinion to the General Manager.
Upon receipt of an advisory opinion, the General Manager shall use good faith efforts to
issue a final written decision within 30 days. In the event that the General Manager
requests to review the entire record, the General Manager shall use good faith efforts to
issue a final written decision within 30 days of receipt of the entire record.
14. The decision of the General Manager shall be final and binding.
The foregoing Rules of Procedure and Evidence for Post-Disciplinary Hearings are applicable to
all post-disciplinary hearings unless the parties to said hearings stipulate otherwise.
ORANGE COUNTY SANTITATION DISTRICT
Orange County, California
Date: By:
James Herberg
General Manager
APPROVED AS TO FORM:
BRADLEY R. HOGAN
DISTRICT COUNSEL
By:
Bradley R. Hogan
Personnel Policies & Procedures Manual Effective: 09/26/18
EXHIBIT A—Policy 5.2, Discipline
OCSD 18-18-165
Orange County Policy Number: 5.3
Sanitation District
Personnel Policies Effective Date: September 26, 2018
SUBJECT: Operator Certification, Supersedes: October 22, 1997
Maintenance, and
Renewal
Approved by: General Manager
1.0 PURPOSE
1 1 The purpose of this policy is to establish uniform guidelines and procedures to ensure
that required certification is maintained and/or renewed by Operations personnel and that
the Orange County Sanitation District(OCSD) operates its facilities in compliance with
Title 23 of the California Water Code.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 All OCSD employees whose positions require certification of competence as a
Wastewater Treatment Plant Operator issued by the State of California State Water
Resources Control Board
3.0 DEFINITIONS
4.0 POLICY
4.1 It is the policy of OCSD to operate its wastewater treatment plant facilities in compliance
with state-mandated regulations, and to ensure that employees who are employed to
operate said facilities do so in compliance with the certification requirements of said
regulations.
4.1.1 Operations Supervisors are to inspect the certification for each of their assigned
employees on a regular basis as part of that employee's annual reviews. This
criterion is considered a part of the supervisor's goals and objectives.
4.1.2 Maintenance of certification is expected to be an integral part of each employee's
goals and objectives.
4.1.3 Certification upgrade and maintenance may be considered in the Individual
Development Plan (IDP) for each certified employee_
4.2 An employee who is required to be certified and who fails to maintain or renew
certification appropriately will be placed in a"non-certified" employee status. The
employee will be prohibited from operating OCSD's wastewater treatment plant facilities,
until, at OCSD's discretion, the individual's certification is re-instated by the state, and
OCSD is duly notified.
Personnel Policies&Procedures Manual Page 1 of 2 Effective: 09/26/18
Policy 5.3, Operator Certification Maintenance
OCSD 18-18-166
4.3 If an employee fails to maintain or renew his certification or if the employee's certification
is suspended or revoked for any reason, the employee shall immediately notify the Chief
Operator of his or her certification status.
4.4.1 At no time shall an employee whose position requires certification operate
OCSD's wastewater treatment plant facilities without the appropriate certification.
44 An employee who violates this policy is subject to disciplinary action up to and including
termination.
5.0 PROCEDURE
6.0 EXCEPTIONS
7.0 PROVISIONS AND CONDITIONS
8.0 RELATED DOCUMENTS
8.1 Title 23 of the California Water Code
Personnel Policies& Procedures Manual Page 2 of 2 Effective: 09/26/18
Policy 5.3, Operator Certification Maintenance
OCSD 18-18-167
Orange County Policy Number: 5.4
Sanitation District Effective Date: September 26, 2018
Personnel Policies
Subject: Employee Participation in Supersedes: June 8, 2011
Athletic and Recreational
Activities on Off-Duty
Time
Approved by: General Manager
1.0 PURPOSE
1.1 To establish uniform guidelines and rules pertaining to employee participation in athletic
and recreational activities on or off Orange County Sanitation District(OCSD) property on
off-duty time.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all OCSD employees.
3.0 DEFINITIONS
4.0 POLICY
4 1 The OCSD does not and shall not endorse or support any organized or unorganized
athletic or recreational activities by the OCSD's employees in which they participate
during non-working hours.
5.0 PROCEDURE
5.1 Employees participating in athletic and recreational activities during non-working hours,
such as, but not limited to, bowling, basketball, onsite Fitness Rooms, and softball teams,
etc., are deemed to do so outside of the course and scope of their employment with
OCSD, except when expressly authorized in writing. While the use of nicknames(e.g.,
"Sludge Haulers")that would generically refer to the nature of employees' business are
not barred by this policy, no employee or group of employees may arrange for, or
participate in any organized activity bearing a team designation such as "Orange County
Sanitation District's Employees Team", or similar terminology that would indicate official
sanction or support by OCSD.
52 Organization of, and participation in, athletic or recreational activities are prohibited
during any work periods for which employees are compensated.
53 OCSD shall not financially contribute or provide equipment and supplies to any
employee, or any organization, for athletic or recreational activities, except as authorized
by written policy memorandum from the General Manager for a specific activity. No
employee shall utilize any OCSD business equipment, including but not limited to,
computers or copying machines, nor supplies in furtherance of any organized
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Policy 5.4, Participation in Recreational Activities
OCSD 18-18-168
recreational or athletic activity that may occur during non-work hours, whether such
activities are to occur on site or off site.
54 Supervisory and management personnel shall not require or coerce any employee to
participate, or not participate, in any athletic or recreational activity during off-duty work
hours.
5.5 OCSD's facilities, at the sole discretion of the General Manager, may be made available
for employee athletic or recreational use during non-compensated work times. These
facilities may include an outdoor basketball court or an unused conference or work room
for aerobic training or similar activities.
5.5.1 A"Waiver for Athletic, Recreational and Fitness Room Activities" and/or
"Membership Fee Payroll Deduction Authorization"form may be required,
depending on the facility/activity.
5.5 Athletic or recreational activities organized by OCSD's employees to be undertaken
during non-duty, non-compensated work periods on OCSD property must obtain approval
from the General Manager, provided that all employees acknowledge that they shall be
deemed to be participating solely on their own personal time and at their sole discretion.
This can include non-compensated lunch periods.
5 7 Participation in such events shall not be considered as part of the requirements of an
employee's job classification, nor shall it be considered an activity to be within the course
and scope of the employee's employment. Risk of injury incurred during the participation
of such activity shall be solely with the employee. All employees are advised that such
injuries, if they should occur, are not compensated by worker's' compensation benefits
when incurred outside of the course and scope of an individual's employment.
5.5 When utilizing the Fitness Room outside the employee's normal work hours, employees
must check in and out with Security and/or Operations to advise them of their presence in
the Fitness Room.
5.8.1 Employees should seek medical advice from a licensed health care provider
before beginning a new exercise program.
5.8.2 Access to the Fitness Rooms will be available 24 hours, seven days a week.
5.8.3 Only employees that have been granted access may use the Fitness Room.
5.8.4 Employee must not allow any unauthorized individual access to the Fitness
Room.
5.8.5 Employees using the Fitness Room are required to know and abide by the rules
covering proper use of the Fitness Room
Personnel Policies&Procedures Manual Page 2 of 3 Effective: 09/26/18
Policy 5.4, Participation in Recreational Activities
OCSD 18-18-169
6.0 EXCEPTIONS
7,0 PROVISIONS AND CONDITIONS
7.1 Notices advising employees that OCSD is not responsible for off-duty recreational
activities will be posted throughout OCSD.
7.2 Place in OCSD's Personnel Policies and Procedures Manual and on the Intranet.
8,0 RELATED DOCUMENTS
8.1 Labor Code Section 3600(a)(9)
Personnel Policies&Procedures Manual Page 3 of 3 Effective: 09/26/18
Policy 5.4, Participation in Recreational Activities
OCSD 18-18-170
Orange County Policy Number: 5.5
r, Sanitation District
-- -" Personnel Policies
Effective Date: September 26, 2018
Subject: Meal and Rest Periods Supersedes: November 14, 2011
Approved by: General Manager
1.0 PURPOSE
11 The purpose of this policy is to establish uniform guidelines and procedures for providing
employees with time off for meals and rest periods.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all current Orange County Sanitation District(OCSD) employees
regardless of their organizational unit.
3.0 DEFINITIONS
4.0 POLICY
4.1 It is OCSD's policy to provide employees with time off for meal periods and rest periods
in accordance with the procedures of this policy.
5.0 PROCEDURE
51 Meal Periods: Unless otherwise stipulated by an employee's affiliated bargaining unit
Memorandum of Understanding (MOU), OCSD shall provide employees with an
uncompensated meal break for each workday of at least five (5) hours. The meal break
may be either thirty(30) or sixty (60) minutes at the discretion of division/department
management.
5.2 Rest Periods: Unless otherwise stipulated by an employee's affiliated bargaining unit
MOU, OCSD shall provide employees with two(2) 10-minute compensated rest periods
for an 8-hour, 9-hour, or 10-hour workday. Employees will receive three(3) 10-minute
rest periods for a 12-hour workday.
6.0 EXCEPTIONS
6.1 Treatment plant operators are compensated at their regular rate of pay during their meal
period.
7.0 PROVISIONS AND CONDITIONS
71 Meal and rest periods are intended to provide employees with time for relaxation from
work during the workday, and may not be avoided or accrued for the purpose of obtaining
additional time off or shortening the regular workday.
8.0 RELATED DOCUMENTS
Personnel Policies& Procedures Manual Page 1 of 1 Effective: 09/26/18
Policy 5.5, Meal& Rest Periods
OCSD 18-18-171
f1, Orange County Policy Number: 5.6
_ Sanitation District
=_; ' Effective Date: September 26, 2018
Personnel Policies
Subject: Travel Supersedes: September 23, 2015
Approved by: General Manager
1.0 PURPOSE
1.1 The purpose of this policy is to establish uniform guidelines and procedures pertaining to
off-site travel for job-related meetings and training functions.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all Orange County Sanitation District(OCSD) employees.
3.0 POLICY
3.1 It is OCSD's policy to reimburse employees for pre-approved travel and business
expenses in accordance with the procedures of this policy.
4.0 PROCEDURE
4.1 GENERAL INFORMATION
4.1.1 OCSD will reimburse employees for reasonable travel expenses incurred in the
course of representing OCSD at job-related meetings or training functions
provided that approval is obtained in advance.
4.1.2 Employees are to exercise every effort to minimize meeting and training travel
expenses by utilizing the least expensive method of travel. Employees should
work with their division's travel arrangers (designated clerical staff who utilize the
services of OCSD's travel agent)to compare and obtain the best pricing for travel
arrangements.
4.1.3 Travel arrangements shall be made as far in advance as possible to take
advantage of discounted or reduced fares and rates.
4.1.4 Related documents and forms are listed in section 7.0. The forms associated
with this policy are accessible through the OCSD Intranet, MyOCSD.
4.1.5 In determining whether a function shall be considered a meeting or a training
function, determine how the majority of time is spent during the function. If the
majority of time is spent in an issue-resolution or project-focused atmosphere,
the function shall be considered a meeting. If the majority of time is spent
learning new skills, then the function shall be considered training.
Personnel Policies&Procedures Manual Page 1 of 9 Effective: 09/26/18
Policy 5.6, Travel Policy
OCSD 18-18-172
4.1.6 Any use of OCSD training funds must be pre-authorized prior to training.
Training and related travel arrangements made without pre-approval will not be
reimbursed.
4.1.7 Travel Approval—Any travel involving airfare, overnight stays, or multiple day
attendance must be approved by management in advance using the Travel Pre-
Approval electronic form available on MyOCSD. For other requests, the
procedures for obtaining approval to attend off-site meetings or training functions
shall be established within each department/division. The Travel Authorization
Request form can be used to facilitate this approval process and is accessible
through MyOCSD.
4.1.8 Business travel expenses incurred in excess of those described in this policy are
not reimbursable. For example, if employees choose to drive instead of fly from
Los Angeles to Phoenix, the total reimbursement will not exceed the amount that
would have been incurred had air travel been used (e.g., mileage, lodging and
meal expense reimbursements resulting from car travel cannot exceed the
amount that would have been required if air travel had been used).
4.1.9 Employees will be responsible for repaying OCSD for any expenses paid on their
behalf by OCSD that are subsequently determined to be excessive.
4.1.10 OCSD's reimbursement plan has been developed to be considered an
"accountable plan" by the IRS. The plan includes a combination of
reimbursements based upon receipts and a"per diem"component approved by
the IRS. You should check with your income tax preparer if you have any
questions.
4.2 REIMBURSEMENT
4.2.1 A Travel Expense form shall be completed if any eligible out-of-pocket expenses
have been incurred. In addition, the employee shall attach a single document
with scanned images of original receipts that are applicable such as airfare
itinerary, detailed hotel receipt, rental car contract and receipt, etc. Receipts are
not required for authorized meals.
4.2.2 A Travel Expense form shall be completed and submitted no later than two (2)
weeks after the travel has concluded.
4.2.3 Receipts are required for all reimbursable expenses except meals regardless of
the dollar amount. If a receipt is missing, a lost/unavailable receipts memo must
be prepared detailing the date,the expense and the amount of the missing
receipt. The memo must be signed by the Department Head and attached to the
Travel Expense package. See section 4.7 for meals.
4.2.4 The approval level required on the Travel Reimbursement form is based on total
charges incurred. Employees cannot approve their own travel expenses. The
Travel Expense form is configured to route to the next step automatically
throughout the workflow approval process.
4.2.5 The designated department/division travel arranger is responsible for auditing
and signing the Travel Expense form. They shall also ensure that all applicable
forms and receipts are prepared and attached.
Personnel Policies&Procedures Manual Page 2 of 9 Effective: 09/26/18
Policy 5.6, Travel Policy
OCSD 18-18-173
4.3 LODGING
4.3.1 Lodging shall be in a hotel, motel or lodge. Hotel/motel rooms shall be standard,
single occupancy. The employee shall pay lodging expenses directly. Direct
billings to OCSD for employee lodging will not be accepted unless the
circumstances are unavoidable and written authorization from the General
Manager's Office is obtained in advance.
4.3.2 Meals or other reimbursable charges on the hotel bill will be applied towards, and
must not exceed, the daily reimbursement maximum.
4.3.3 Overnight stays may be allowed for meetings or training functions lasting more
than one day in OCSD's general geographical area (Orange, Los Angeles,
Ventura, San Bernardino, Riverside, San Diego, Imperial and Kern Counties)
when the travel time is significant. Such matters will be determined on a case-
by-case basis and at the discretion of the appropriate supervisor, manager or
department head.
4.3.4 Making Reservations -Employees make their own lodging reservations via
phone or Internet and may compare prices with OCSD's travel agent through
their division's travel arranger. When making hotel reservations, always ask for
the lowest available rate the hotel is offering (e.g., government, season special),
which may be lower than the convention/conference rate.
4.3.5 Canceling Reservations -A traveler canceling the reservation shall do so
according to the hotel's policy in order to avoid charges. OCSD does not
reimburse for non-canceled reservations, early departure, or late
cancelation charges unless approved by the Department Head via an
"Exceptions-Unauthorized Expenditures"memo.
4.4 GROUND TRANSPORTATION
4.4.1 Employees shall select the most economical, practical means of ground
transportation that is appropriate for the particular site.
4.4.2 Mileage reimbursement for personal auto usage while on OCSD business will be
calculated per the current Internal Revenue Service(IRS) guidelines. This rate is
updated periodically.
4.4.3 Automobile mileage is reimbursable if an employee is required to use a personal
vehicle for travel within OCSD's general geographical area, which includes
Orange, Los Angeles, Ventura, San Bernardino, Riverside, San Diego, Imperial,
and Kern Counties. Mileage is based upon the following:
4.4.3.1 If an employee drives round-trip from their residence to a meeting or
training function on a work day, the round-trip mileage the employee
would have driven from his/her residence to work must be subtracted
from the round-trip mileage to the event. Any excess mileage is
reimbursable to the employee at the current IRS approved rate.
4.4.3.2 If an employee drives round-trip from work to a meeting or training
function, the round-trip mileage from OCSD to the event is reimbursable
at the current IRS approved rate.
Personnel Policies& Procedures Manual Page 3 of 9 Effective: 09/26/18
Policy 5.6, Travel Policy
OCSD 18-18-174
4.4.4 OCSD shall pay local transportation costs from the employee's residence to the
departure airport and from the departure airport to the employee's residence.
Local transportation to and from a departing airport shall be by bus, shuttle, taxi,
or equivalent E-hailing service. If the employee uses his/her personal vehicle,
then mileage is reimbursable at the current IRS approved rate.
4.4.5 The reimbursable mileage for air travel departures is the mileage between the
last stop (e.g., OCSD or employee's residence) and the terminal. The
reimbursable mileage for air travel arrivals is the mileage between the terminal
and the first stop(e.g., OCSD or employee's residence).
4.4.6 Parking at the departure airport is reimbursable with receipts.
4.4.7 Round-trip mileage expenses are reimbursable when family chauffeuring is the
most economical alternative.
4.4.8 OCSD vehicles may be used to transport business guests.
4.4.9 Travel while at the local destination may be by shuttle, bus, taxi, or equivalent E-
hailing service as needed. A rental car may be allowed when it is more
economical.
4.5 AUTO RENTALS
4.5.1 Rental Car Reservations - Employees shall utilize either OCSD's designated
travel agency or the Internet, whichever is more cost effective, to secure rental
car reservations. Internet reservations may require employees to charge their
personal credit card. Employees will be reimbursed for pre-approved
reservations made on their personal credit card after they submit a detailed
receipt of the charges. Reservations made through the Internet require a written
statement from the employee detailing the cost savings.
4.5.2 Rented autos shall only be used when no other means of transportation is
economically feasible. Use of airport or hotel shuttles is encouraged.
4.5.3 Class Size- Intermediate or standard model, mid-size car(Class C), or the
smallest size compatible with the specific need, are to be used. Exceptions shall
be explained on an "Exceptions-Unauthorized Expenditures" memo signed by the
Department Head. The original copy of the car rental contract and receipt must
be attached to the"Travel Expense"form.
4.5.4 Insurance—OCSD is insured or self-insured for damage to rental cars used on
company business. ONLY the "Loss Damage Waiver Fee"is to be accented
and is reimbursable. Any additional insurance purchased for the rental car is
not reimbursable.
4.5.5 Rental Contract-When completing the rental agency contract, sign for OCSD,
not as an individual (i.e., Orange County Sanitation District, CA, by[your name])-
4.5.6 Gas Surcharge—OCSD will not pay fuel surcharges.
4.5.7 Damage -In the event of damage to rental cars, all details of the event reported
to the police and/or the rental firm shall also be provided to OCSD's Risk
Management Division or your immediate supervisor no later than the next
business day.
Personnel Policies& Procedures Manual Page 4 of 9 Effective: 09/26/18
Policy 5.6, Travel Policy
OCSD 18-18-175
4.6 AIR TRAVEL
4.6.1 Airline Reservations—Employees shall utilize OCSD's designated travel
agency or the Internet, whichever is more cost effective, to secure airline
reservations. Internet reservations may require employees to charge their
personal credit card. Employees will be reimbursed for pre-approved
reservations made on their personal credit card after they submit a detailed
receipt of the charges.
4.6.2 Frequent Flyer Miles -Employees who belong to frequent flyer programs are entitled to
personally use all bonuses accrued by them on company business. Under no
circumstances, however, may employees purchase more expensive tickets in order to
accumulate frequent flier mileage or upgrade the class of service. First or Business
Class upgrades may be used as long as the original ticket still represents the lowest
practical airfare.
4.6.3 Baggage Fees—OCSD will not reimburse for excess baggage fees if not related to
company business. This includes sporting equipment. In cases where the airline
charges for every checked bag, an employee will be reimbursed the fee paid for one
checked bag.
4.6.4 Alternative Airports-Alternative airports within close proximity(Los Angeles, Long
Beach, and Ontario) shall be used if the savings exceed$150.
4.6.5 Lost or Unused Tickets/Ticket Changes—Once an employee accepts an airline ticket
on behalf of OCSD, he or she is responsible for it. If the employee loses his/her ticket,
the employee must incur any related fees. Unless directed by OCSD management, an
employee who fails to use or changes an airline ticket for his/her convenience shall incur
any related fees. It is the employee's responsibility to contact the agency that issued
their ticket to find out how to remedy lost, unused or ticket change situations.
4.6.6 Flight Limitations—There shall be no more than four(4) OCSD employees total per
flight.
4.6.7 Saturday Night Stay-over—OCSD may require a Saturday night stay—over if the stay-
over results in significant cost savings to OCSD. In general, it is expected that business
meetings that start on Tuesday or end on Thursday will not justify a reimbursement for
Saturday night stay-over.
Saturday night stay-over expenses are reimbursable only if the sum of the airfare plus the
expenses of the additional lodging, meals and incidentals resulting from the stay-over are
less than the lowest available airfare without the stay-over.
4.6.8 Flight Insurance—Flight insurance is not reimbursable.
4.6.9 Private Air Travel—Employees are prohibited from flying in aircraft other than
commercial airline flights to conduct OCSD business due to the liability exposure.
4.7 MEALS/INCIDENTALS
4.7.1 On overnight stays, or travel beyond the normal work day, OCSD employees are entitled
to meal per diem reimbursements per day depending upon the destination. The daily
maximum includes amounts for breakfast, lunch, and dinner and an allowance for
incidentals. Receipts are not required to receive the meal per diem reimbursement.
Personnel Policies&Procedures Manual Page 5 of 9 Effective: 09/26/18
Policy 5.6, Travel Policy
OCSD 18-18-176
4.7.2 Meal per diem reimbursement amounts have been approved by the Board of Directors
and comply with the U.S. GSA (General Services Administration) Per Diem Rates found
in the Code of Federal Regulations 301-11.18. Use of these rates allow OCSD's
reimbursement plan to be considered an "accountable plan" by the IRS. The file
containing the daily rates and governing destinations is accessible through MyOCSD.
4.7.3 When a training function or meeting does not involve overnight stay, meal per diem
reimbursement received by the employee shall be reported as taxable income and shall
not exceed the individual maximums identified by the U.S. GSA Per Diem Rates for the
meals that are appropriate for travel times.
4.7.3.1 Employees may exclude meal per diem reimbursement with no overnight stay
from taxable income by foregoing the per diem meal reimbursement amount on
the Travel Reimbursement form
4.7.3.2 Meal per diem reimbursement with overnight stay shall be considered non-
taxable and is not reported on an employee's annual W-2.
4.7.4 Provided Meals -Meal expenses are not reimbursable if furnished as part of the event
and included in the registration or if provided by others.
4.7.5 Meals served by airlines are not counted as a full meal. If an airline serves breakfast, for
example, an employee remains eligible for the breakfast per diem.
4.8 GROUP EXPENSE REIMBURSEMENT
4.8.1 When employees travel in a group, they shall pay their own expenses. If this is
not practical, one member of the group may pay. The Travel Reimbursement
form shall include:
• Names of the individuals for whom the expense has been incurred
• Department number(s)to be charged
• Circumstances involved
Expenses for meals, etc., cannot exceed individual maximums on an average per
employee basis.
4.8.2 When more than one OCSD employee is present for a business meal, the
expense(s) must be reported by the most senior OCSD person. The cost of
business meals should be in line with per diem rates.
4.9 COMBINING BUSINESS AND PERSONAL TRAVEL
4.9.1 If an employee combines business and personal travel, the personal travel
expenses will be paid directly by the employee. For trips in which the primary
purpose is personal, OCSD pays only that portion of the trip directly related to
business.
4.9.2 Business travel is based on actual business expenses incurred. Therefore, no
adjustment is permitted between expense categories (e.g., funding extra airfare
expense in exchange for reduced lodging in a private home on a personal side
trip).
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Policy 5.6, Travel Policy
OCSD 18-18-177
4.9.3 In general, it is not appropriate for family members to accompany employees on
business trips. Any costs incurred on behalf of family members are not
reimbursable.
4.10 FOREIGN TRAVEL
4.10.1 Regardless of when expense reports are submitted, the exchange rate for
converting foreign currency expenses into U.S. dollars will be the rate in effect at
the time the U.S. dollars are converted to foreign currency and supported by
receipts.
4.11 TELEPHONE CALLS
4.11.1 Business and personal telephone calls are reimbursable with receipt. On
overnight stays, personal telephone calls will be reimbursed not to exceed $4.25
per day. Employees should use OCSD-provided cellular phones in lieu of other
means whenever possible.
4.12 INTERNET USAGE
4.12A Subject to manager approval and prior to travel, employees who are issued an
OCSD mobile computer must reserve and check out a WiFi hotspot device for
access to the internet while traveling. OCSD mobile computers should not be
connected to the internet using hotel Wi-Fi networks.
4.12.2 The hotspot must be reserved electronically by using the Mobile WiFi Loaner
request on the IT page on MyOCSD. The request will create the reservation and
send reminders to pick up the device and return it at the end of the business
travel event.
4.12.3 Upon reservation, all mobile computers must be configured and tested by
Information Technology staff.A Service Desk Request for this procedure must be
entered by navigating to http:Hhela or sending an email to sde(a)ocsd.com.
4.12.4 Hotel internet must only be used in case of emergency and with prior approval
from the employee's manager. Internet use charges that are not in case of
emergency and have not been pre-approved by the employee's manager are not
reimbursable.
4.13 CASH ADVANCE
4.13.1 Cash advances may be requested for overnight stays FOR EMERGENCY
PURPOSES ONLY. The minimum request amount per trip is$100. The
maximum request amount is $250 per trip. To receive a cash advance, the
traveler is required to complete a"Request for Emergency Cash Advance"form,
obtain proper signatures and submit the completed form to the Financial
Management Division.
4.14 NON-REIMBURSABLE EXPENSES
4,14.1 Expenses that are personal (not directly connected with OCSD business) are not
reimbursable unless there are extenuating circumstances approved by the General
Manager. These include, but are not limited to the following:
• Clothing and toiletries
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Policy 5.6, Travel Policy
OCSD 18-18-178
• Personal side trips, personal entertainment, and personal trip insurance
• Fees for use of recreational, health, and gym facilities
• Home maintenance, babysitting, and pet boarding expenses
• Personal legal charges and traffic and parking violations
• Loss or theft of cash, travelers checks, travel tickets and credit cards
• Loss,theft or damage to personal property such as luggage, auto, and
clothing
• Medical expenses
• Accident related costs resulting from an employee's business use of a
personal auto
• Tips exceeding 15%
Movies
• Alcohol
4.15 AGENCY/VENDOR-REIMBURSED EXPENSES
4.15.1 When any meeting or training fees are to be reimbursed by an outside agency or
vendor, the agency/vendor shall provide a letter to the employee stating exactly
which expenditures will be reimbursed. The letter shall accompany the
employee's reimbursement package. The designated travel arranger shall
prepare a letter to the agency/vendor listing all expenditures that the
agency/vendor has agreed to reimburse and enclose a copy of the
agency/vendor authorization letter and copies of all receipts. This letter is copied
to the employee and to Accounts Receivable in the Financial Management
Division so that the payment can be credited to the proper account.
4.16 REIMBURSEMENT FOR NON-OCSD EMPLOYEES
4.16.1 Occasionally, OCSD requests others to travel either to OCSD properties or on
behalf of OCSD. In those instances, the Department Head shall prepare a letter
authorizing the travel. After completing the travel, the traveler submits a detailed
invoice along with a payment request voucher to Accounts Payable for
processing. A copy of the authorization letter shall accompany the payment
request voucher.
5.0 EXCEPTIONS
51 Exceptions to the policy shall be indicated on the Travel Expense form. Additionally an
Exceptions-Unauthorized Expenditures memo shall be completed, signed by the
Department Head and attached to the package.
5.2 Emergency Travel: Employees authorized in advance for emergency travel will be
reimbursed for reservations made on their personal credit card after they submit a
detailed receipt of all charges.
6.0 PROVISIONS AND CONDITIONS
6.1 Employees shall have Department Head approval in writing before agreeing to appear on
a panel or to give a presentation on behalf of OCSD. Failure to do so may preclude
attendance.
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Policy 5.6, Travel Policy
OCSD 18-18-179
7.0 RELATED DOCUMENTS
7.1 Airfare Payment Request Voucher form
7.2 U.S. General Services Administration Per Diem Rates per Code of Federal Regulations
(CFR 301-11.18)
7.3 IRS Ruling 75-432
7.4 Lost—Unavailable Receipts Memorandum
7.5 Policy 2.2, Non-Base Building Pay
7.6 Policy 5.1, Rules of Conduct
7.7 Policy 5.19, Vehicle Usage
7.8 Registration Payment Request Voucher Form
7.9 Request for Travel Pre-Approval Form
7.10 Request for Emergency Cash Advance Form
7.11 Travel Expense Form
Personnel Policies& Procedures Manual Page 9 of 9 Effective: 09/26/18
Policy 5.6, Travel Policy
OCSD 18-18-180
" Orange County Policy Number: 5.7
Sanitation District
Effective Date: September 26, 2018
Personnel Policies
Subject: Solicitation and Supersedes: June 8, 2011
Distribution
Approved by: General Manager
1.0 PURPOSE
1.1 The purpose of this policy is to establish uniform guidelines and procedures for
solicitation and distribution.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all Orange County Sanitation District(OCSD) employees regardless
of their organizational unit-
3.0 DEFINITIONS
31 Solicitation is the act of an employee asking for or trying to obtain something of value
from another employee.
3.2 Distribution is the action of an employee sharing something of value among one or many
other employees.
4.0 POLICY
41 It is OCSD's policy to prohibit solicitation and distribution on its premises by non-
employees, and distribution by employees only as outlined in the procedures in this
policy.
5.0 PROCEDURE
5.1 OCSD limits solicitation and distribution on its premises because these activities can
interfere with normal operations, reduce employee efficiency, annoy customers, and pose
a threat to security.
5.2 Supervisors and managers are responsible for administrating this policy and enforcing its
provisions. Employees may be subject to disciplinary action for violating this policy.
5.3 Individuals not employed by OCSD are prohibited from soliciting funds or signatures,
conducting membership drives, distributing literature or gifts, offering to sell merchandise
or services(except by properly identified representatives of suppliers and vendors who
have business with the District), or engaging in any other solicitation, distribution, or
similar activity on District property.
Personnel Policies& Procedures Manual Page 1 of 2 Effective: 09/26/18
Policy 5.7, Solicitation& Distribution
OCSD 18-18-181
6.0 EXCEPTIONS
6-1 OCSD shall allow access to designated employee bargaining unit bulletin boards and
allow employee bargaining unit representatives and employees the ability to post on said
bulletin boards pursuant to applicable federal and state law. Employees posting on
bargaining unit bulletin boards shall do so during non-work time.
7.0 PROVISIONS AND CONDITIONS
7.1 The following provisions and conditions apply when employees engage in permitted
solicitation or distribution of literature for any group or organization, including charitable
organizations.
7.1.1 The sale of merchandise or services is prohibited on OCSD property except as
otherwise specified in this policy.
7.1.2 Soliciting and distributing literature during the working time of either the
employee making the solicitation or distribution or the targeted employee is
prohibited. The term "working time" does not include an employee's authorized
lunch or rest periods or any other time when the employee is not required to be
working.
7.1.3 Distributing literature in a way that causes litter on OCSD property is prohibited.
7.1.4 OCSD maintains different bulletin boards to communicate information to
employees and to post notices required by law. The bulletin boards maintained
by the Public Affairs Division are for general announcements, newsletters,
meeting agendas and minutes, employee for-sale items, training calendars, and
newspaper clippings. The Human Resources Department bulletin boards are for
job announcements, safety notices, federal and state labor laws, and other
related material.
8.0 RELATED DOCUMENTS
Personnel Policies& Procedures Manua4 Page 2 of 2 Effective. 09/26/18
Policy 5.7, Solicitation&Distribution
OCSD 18-18-182
Orange County Policy Number: 5.10
' Sanitation District
Personnel Policies Effective Date: September 26, 2018
Subject: Wireless/Electronic
Supersedes: June 19, 2012
Communications (WEC)
Approved by: General Manager
1.0 PURPOSE
1.1. This policy establishes acceptable and unacceptable use guidelines and procedures for
Wireless/Electronic Communications, which is referred to hereinafter as "WEC'
2.0 ORGANIZATIONAL UNITS AFFECTED
2 1 This policy applies to all Orange County Sanitation District (OCSD) employees who utilize
OCSD WEC devices or equipment and individuals who utilize personal WEC devices or
equipment to perform OCSD business.
3.0 DEFINITIONS
3 1 Antimalware—Frequently updated software that provides protection against viruses,
Trojans, worms, and similar infectious agents.
12 Blog—a website that contains an online personal journal with reflections, comments, and
often hyperlinks provided by the writer.
3.3 California Public Records Act (CPRA) requires inspection and/or disclosure of
governmental records to the public upon request unless exempted by law. Examples of
items that may be exempted from the law include but are not limited to;
3.3.1 Personnel, medical, and similar files pertaining to information that would
constitute an unwarranted invasion of personal privacy if disclosed;
3.3.2 Preliminary drafts, notes, or memoranda which are not retained in the ordinary
course of business;
3.3.3 Documents pertaining to pending litigation to which the organization is a party;
3.3.4 Testing or examination data;
3.3.5 Records exempted or prohibited from disclosure pursuant to federal or state law;
3.3.6 Employee relations information;
3.3.7 Attorney-client privileged information; and
3.3.8 Homeland Security data.
3.4 Confidential Information is only intended for recipients with a business need-to-know
because of the sensitive nature and may include but is not limited to personal content
such as medical, recruitment, disciplinary, and performance information; attorney-client
privileged communications; and protected information, as defined herein. Unless
exempted by law, some types of confidential information may be subject to legal
inspection and/or disclosure requirements.
3.5 Computer hygiene is the safe and secure operation of computer resources that includes
the deployment and use of tools such as firewalls and antimalware and the regular
patching of the operating system and applications.
Personnel Policies&Procedures Manual Page 1 of 12 Effective: 09/26/18
Policy 5.10,Wireless/Electronic Communications(WEC)
OCSD 18-18-183
3.6 Copyright—The exclusive legal rights to copy, reproduce, or sell a specific piece of
intellectual property.
3.7 Electronic Communications Privacy Act(ECPA) of 1986 is a Federal law that restricts
electronic surveillance of employees by employers except in limited situations such as
monitoring business-related phone calls, monitoring communications when there has
been employee consent and retrieving and accessing stored WEC messages.
3.8 Electronic Snooping—The act of accessing or attempting to access, by any means, any
computer file or other information for which an individual is not authorized to access.
39 Encryption—The coding or scrambling, using sophisticated techniques, of information to
prevent third parties from "reading" it.
3.10 End User—Tkie ultimate user of any particular program or service.
3.11 Exempt Employees— Employees who are not subject to the minimum wage and
overtime provisions of the Fair Labor Standards Act.
3.12 Non-exempt Employees—Employees who are subject to the minimum wage and
overtime provisions of the Fair Labor Standards Act.
3.13 Intellectual Property—Refers to a number of types of creations such as books, movies,
songs, and software. Intellectual property is protected by a body of law collectively
referred to as copyright law.
3.14 Malware—A generic name for malicious software such as a virus, worm, trojan or other
infectious agent.
3.15 Network—The collective name for equipment and devices that interchange information
using a common medium.
3.16 OCSD Policies, Procedures &Standards—include the policies and procedures included
in OCSD's Personnel Policies & Procedures Manual and OCSD's Core Values.
3.17 OCSD Vehicles—include, but are not limited to, all OCSD-owned cars, trucks, vans,
carts, bicycles, and special motorized equipment.
3.18 Personal Use Plan—A supplemental, optional, and voluntary private use plan that eligible
OCSD-issued mobile/cellular phone users may add to OCSD's mobile/cellular phone
plan. The plan is provided at a cost based on features selected and requires preapproval.
3.19 Personal Wireless/Electronic Communications (WEC) Devices or Equipment—are
privately-owned, non-OCSD WEC devices and equipment.
3.20 Podcast—an audio file typically containing voice, music or other audible sounds made
available in digital format for download from the Internet.
3.21 Protected information—includes but is not limited to data that could be utilized to attack,
compromise, incapacitate or harm a critical OCSD asset; content regarding assessments
or estimates of OCSD vulnerabilities; and details, plans or drawings about past
operational problems, incapacitations, solutions, repairs, and recovery.
Personnel Policies&Procedures Manual Page 2 of 12 Effective:09/26/18
Policy 5.10,Wireless/Electronic Communications(WEC)
OCSD 18-18-184
3.22 Remote Access—The authorized act of accessing OCSD's computer resources/network
(which includes OCSD's email system) from a location external to OCSD facilities or via a
portable WEC device.
3.23 Social Media—various forms of discussion and information sharing including social
networks, blogs, video sharing, podcasts, wikis, message boards, and online forums
3.24 Software—A set of related computer programs, procedures, and documentation.
3.25 Wi-Fi—short for"Wireless Fidelity,"Wi-Fi refers to wireless networking technology that
allows computers and other electronic wireless devices to communicate over a wireless
signal.
3.26 Wiki—a website that allows visitors to make changes, corrections, or contributions.
3.27 Wireless Access Point—a device that allows wireless devices to connect to a wired
network.
3.28 Wireless/Electronic Communications (WEC)—pertains to the act of corresponding by
way of a computer, phone, smartphone, computer tablet or any other similar device or
equipment to exchange information through various means including, but not limited to;
the Internet, voice messages, email messages, online chat rooms, instant messaging,
texting, social networking, social media sites, document attachments,Wi-Fi or any other
type of communication.
3.29 Wireless/Electronic Communications (WEC) Devices & Equipment—consist of the tools
individuals utilize to engage in WEC and include the following:
3.29.1 Computers, including, but not limited to, desktop personal computers, laptops,
tablet computers, smart devices, and any other device that may act as a
computer.
3.29.2 Phones, including, but not limited to, landline telephones; mobile phones, such
as cellular phones, personal digital devices, or smart devices; and any other
device that may act as a phone.
3.29.3 Wireless routers, which function as wireless access points and/or network
switches; commonly used to allow access to the Internet or a computer.
3.29.4 Compact wireless routers, including, but not limited to, USB cellular modems,
data cards, and Mi-Fis (stands for"My Wi-Fi")that act as mobile Wi-Fi hotspots
and can be connected to WEC devices and equipment for Internet access
3.30 Wireless/Electronic Communications (WEC) Messages—consist of exchanges
transmitted using WEC devices and equipment, including, but not limited to; the Internet,
voice, picture and video messages, email messages, online chat rooms, instant
messaging, texting, social networking, social media sites, document attachments, or any
similar type of communication.
4.0 POLICY
41 Individuals have no right to privacy when using OCSD WEC devices or equipment, which
includes but is not limited to Internet sites visited, downloads, and messages produced,
sent, received, or transmitted via OCSD's servers or networks.
Personnel Policies&Procedures Manual Page 3 of 12 Effective: 09/26/18
Policy 5.10,Wireless/Electronic Communications(WEC)
OCSD 18-18-185
4.2 OCSD WEC accounts may be controlled by the use of a password; however, the
existence of a password does not mean that there is any expectation of privacy.
4.3 Except for the exclusions noted in this policy(see Exceptions), all communications
transmitted or stored on OCSD WEC devices or equipment is subject to monitoring at
OCSD's discretion, for any reason, including but not limited to, the promotion of OCSD,
its business and its policies. OCSD WEC devices and equipment are subject to
monitoring or recording in accordance with the ECPA (Electronic Communications
Privacy Act)of 1986.
4.4 OCSD WEC devices and equipment are provided to individuals on an "as needed" basis,
as authorized by management, for the purpose of conducting OCSD business. Use of
these devices is subject to revocation at management's discretion.
4.6 Non-exempt employees are only authorized to utilize OCSD WEC devices or equipment
during approved work hours; the use of OCSD WEC devices or equipment by non-
exempt employees during non-approved work hours or while off duty is prohibited.
4.6 OCSD WEC devices and equipment are the exclusive property of OCSD.
4.7 Communications created, stored, received, or distributed using OCSD WEC devices or
equipment may be considered a public record that is subject to records retention and
disclosure requirements as set forth in the California Public Records Act. Individuals
using OCSD WEC devices or equipment must comply with applicable laws regarding
public records and be aware of and adhere to OCSD's records retention policies and
schedules, where applicable.
4.8 General Expectations
4.8.1 Acceptable Use
4.8.1.1 Individuals must always conduct WEC in a professional and courteous
manner and in accordance with OCSD Policies, Procedures, and
Standards.
4.8.1.2 Employees may access the Internet using OCSD WEC devices and
equipment for non-business reasons during their scheduled meal break,
rest periods, and before or following work time as authorized by
management provided that such use complies with applicable state and
federal laws, OCSD Policies, Procedures, and Standards, and does not
interfere with other staff using the Internet to conduct OCSD business;
use by employees during other occasions is prohibited.
4.8.1.3 Employees are permitted to use OCSD WEC devices and equipment on
a minimal and infrequent basis or in emergency situations for personal
reasons; however, such use must not interfere with productivity, increase
costs to OCSD, or violate OCSD Policies, Procedures, and Standards.
In such cases, individuals may be required to pay personal use costs.
Use by employees during other occasions is prohibited.
4.8.1.4 Employees are permitted to use personal WEC devices and equipment
for personal reasons during work hours on a minimal and infrequent
basis or in emergency situations; however, such use must not interfere
with productivity or violate OCSD Policies, Procedures and Standards.
Use by employees during other occasions is prohibited.
Personnel Policies& Procedures Manual Page 4 of 12 Effective: 09/26/18
Policy 5.10,Wireless/Electronic Communications(WEC)
OCSD 18-18-186
4.8.2 Unacceptable Use
4.8.2.1 Individuals are strictly prohibited from using OCSD WEC devices or
equipment to disclose confidential or protected information without prior
management authorization; or to create, receive, store, distribute, or
display defamatory, derogatory, disrespectful, obscene, offensive, racial,
sexually explicit, sexually suggestive, violent, harassing or discriminatory
content or any other content that may be reasonably perceived as
unprofessional or inappropriate.
4.8.2.1.1 Examples of prohibited content include but are not limited to
sexually explicit or suggestive images, messages, or
cartoons; and content, including jokes and humor, that
contains ethnic slurs, racial epithets, or anything that may be
construed as harassment or disparagement by others based
on their race, national origin, color, sex, sexual orientation,
age, disability, religious or political beliefs, and/or any other
legally protected basis.
4.8.2.2 Individuals are prohibited from the use or disclosure, through any means,
of any information, photograph, video, or other recording obtained or
accessible because of employment with OCSD for financial or personal
gain, or any other personal use or disclosure of such materials without
management authorization.
4.8.2.3 Unless the individual is engaging in certain concerted labor-related
activities or other constitutionally protected activities, WEC devices or
equipment may not be used to solicit or persuade others for commercial
ventures, religious or political causes, outside organizations, outside
employment, or other similar non-job-related reasons except as
authorized by OCSD (e.g., the online"for sale" bulletin board)
4.9 Communications
4.9.1 Only individuals authorized by OCSD management may communicate on
OCSD's behalf with the public. Such communications must comply with OCSD
Policies, Procedures and Standards.
4.9.2 Individuals are prohibited from using OCSD WEC to send information"OCSD-
wide" or to"all employees"without prior management authorization.
4.9.3 Individuals shall exercise care when engaging in OCSD WEC to ensure
information is not inadvertently sent to the wrong recipient. In particular,
distribution lists may become outdated so individuals are expected to ensure all
the distribution list addressees are appropriate recipients of the information.
4.9.4 Confidentiality
4.9.4.1 Only individuals authorized by OCSD management may access
confidential or protected information and such access must be based on
a legitimate business need.
4.9.4.2 Individuals with authorized access are required to protect the privacy of
confidential or protected information and limit access to only recipients
who have a legitimate business need-to-know. Disclosure of confidential
or protected information for other reasons is prohibited.
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Policy 5.10,Wireless/Electronic Communications(WEC)
OCSD 18-18-187
4.9.4.3 Questions about whether information is confidential or protected and who
is an authorized recipient of confidential or protected information must be
addressed with management
4.9.5 Media/Press Relations
4.9.5.1 All media or press inquiries whether via phone call, email, or other
means, must be directed to Public Affairs.
4.9.5.2 Whenever an individual receives a request from the media or press, they
must notify the Public Affairs Office. The individual receiving the call
should ask for the contact information, subject matter, and the deadline.
4.9.6 Social Media
4.9.6.1 Employees may not attribute personal statements, opinions, or beliefs to
the OCSD when engaging in personal blogging or social media and must
specify that all comments posted are those of the employee and not
OCSD's.
4.9.6.2 Employees are prohibited from posting any material that would constitute
unlawful discrimination or harassment or material that is known to be
false.
4.9.6.3 Employees are prohibited from posting material that is disruptive to the
workplace or impairs OCSD's mission and is not a matter of public
concern.
4.9.6.3.1 Matters of public concern are those matters of interest to the
community as a whole, whether for social, political or other
reasons.
4.9.6.3.2 Employees have a statutory right to express opinions on
matters of public concern to state or local officials regardless
of the impact on the workplace.
4.9.6.3.2.1 Examples of local issues of general or public
concern include the budget, spending priorities,
any mater scheduled for a public hearing, illegal
discrimination, official corruption, official
impropriety, malfeasance on the part of
government officials, misuse of public funds,
waste of public funds, fraud, abuse or gross
mismanagement, inefficiency in managing and
operating government agencies, violations of
law, local election, or public safety.
4.9.6.3.2.2 Examples of state or national issues of general
public concern include election campaigns,
elected officials, legislation, national security,
budgets, foreign policy, or any topic of broad
public interest or debate.
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Policy 5.10,Wireless/Electronic Communications(WEC)
OCSD 18-18-188
4.10 Safety/Security
4.10.1 Individuals must act in a safe manner and in accordance with applicable laws
and ordinances regarding the use of OCSD WEC devices or equipment.
4.10.2 Security is everyone's responsibility. Individuals are expected to protect OCSD
WEC devices and equipment from loss or damage. Lost or damaged OCSD
WEC devices or equipment are to be reported immediately to management and
Information Technology.
4.10.3 Individuals are expected to protect all OCSD-related information stored on OCSD
WEC devices and equipment.
4.10.4 Any suspicious activities, threats or anomalies involving OCSD WEC must be
immediately reported to management and Information Technology.
4.10.5 Individuals with knowledge of an illegal activity or an OCSD Policy, Procedure or
Standard violation regarding OCSD WEC are required to report the matter
immediately to management.
4.10.6 Individuals must notify Information Technology immediately if malware is
detected while using OCSD WEC. All work on that device must be stopped until
Information Technology investigates and issues a clearance.
4.10.7 OCSD reserves the right to access, disclose or delete content created, stored,
received, or distributed using OCSD WEC unless prohibited by law.
4.10.7.1 Individuals are discouraged from storing personal files and data on
OCSD WEC devices or equipment because the information may be
deleted due to operational or security considerations.
4.10.8 If directed by management or required by law, OCSD WEC devices or equipment
must be surrendered immediately for any pending or anticipated litigation or
investigation or any other related reasons.
4.10.9 Individuals are prohibited from:
4.10.9.1 Accessing or attempting to access any suspicious web site, forwarding
questionable emails, or any similar action using OCSD WEC that may
pose a security risk to OCSD.
4.10.9.2 Tampering with OCSD WEC devices or equipment or personally
owned WEC devices used for OCSD business. This includes, but is
not limited to, modifying connections, changing any security/system-
related settings not approved by Information Technology, rooting or
jailbreaking.
4.10.9.3 Using any method to disguise login identity or actions performed on an
OCSD WEC device or equipment.
4.10.9.4 Engaging in electronic snooping of any type.
4.10.9.5 Deleting, intentionally hiding, or renaming any files or data that pertain
to pending or anticipated litigation or investigation
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Policy 5.10,Wireless/Electronic Communications(WEC)
OCSD 18-18-189
4.10.9.6 Interfering with the antimalware software unless authorized by
Information Technology. In the event such directives are issued, it is
Information Technology's responsibility to re-enable/re-configure the
antimalware and the employee's responsibility to cooperate in this
effort.
4.10.9.7 Installing or using software which provides encryption or wipes
programs, personal firewalls, or similar products unless authorized by
Information Technology management.
4.10.9.8 Deliberately using OCSD WEC to circulate or introduce a virus, Trojan
horse, trap-door program, or any other malware.
4.11 Accounts/Passwords
4.11.1 In accordance with business needs, individuals may be assigned OCSD WEC
devices or equipment that requires an account and password. Individuals are
required to maintain and protect the privacy of passwords.
4.11.2 Individuals shall not share passwords unless directed by management in the
case of an emergency. In such cases, passwords are to be transmitted orally,
via voicemail or in-person only and changed immediately thereafter.
4.11.3 Passwords, depending on their use, must meet the Information Technology
Standard regarding Accounts and Passwords, which is accessible on OCSD's
Information Technology intranet site. Exceptions may be granted by Information
Technology if the WEC device or equipment in question cannot meet the
Standard's requirements.
4.11.4 If a user's password is compromised, the password must be changed
immediately and the incident reported to Information Technology.
4.11.5 Where possible, OCSD WEC devices and equipment are automatically
configured to lock after a predetermined time. Applications determined by
Information Technology management to be negatively impacted by this activity
will be exempt. Under no circumstances shall this automated feature be
intentionally modified by an end user.
4.11.6 Individuals are prohibited from:
4.11.6.1 Using an account that was assigned to another individual except in
extenuating circumstances as approved by management for business
purposes. The individual's password must be changed thereafter as
soon as possible.
4.11.6.2 Allowing a password to be automatically saved for an OCSD network
account. OCSD WEC devices or equipment connecting to OCSD's
computer resources/network must be configured so that the networking
password must be entered immediately prior to each connection.
4.12 Intellectual Property
4.12.1 Individuals are expected to strictly comply with copyright law and are prohibited
from:
4.12.1.1 Downloading or distributing pirated software, data, movies, music, or
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OCSD 18-18-190
games.
4.12.1.2 Posting material that is copyrighted by a party other than OCSD.
4.12.1.3 Copying software distribution media unless authorized by Information
Technology management.
4.12.2 All copyrighted information used as reference material must contain a credit
statement acknowledging the source.
4.12.3 Installation of copyrighted software is authorized only on the OCSD WEC devices
or equipment for which it was purchased and intended.
4.12.4 Individuals are expected to maintain the confidentiality of all OCSD and
contractor-authored software unless otherwise directed by management.
4.12.5 Only OCSD-purchased copyrighted material may be stored on OCSD's network.
4.13 Use of Personal Devices
4.13.1 Individuals are prohibited from connecting personal WEC devices and equipment
or hardware to OCSD's computer resources/network without management and
Information Technology approval. Hardware includes, but is not limited to,thumb
drives, memory cards, disk drives, wireless access points, portable music
devices, digital audio and/or video cameras; and any other similar device.
4.13.2 Employees are prohibited from using personal WEC devices or equipment to
conduct personal business during work hours except during authorized breaks
and meal periods, on a minimal or infrequent basis, or in emergency situations
Such use shall not interfere with productivity or violate OCSD Policies,
Procedures, and Standards
4.13.3 The use of a personal WEC device or equipment for OCSD business
communications is strictly voluntary because OCSD-provided devices and
equipment are available for conducting OCSD business communications. If
OCSD business is conducted using a personal WEC device, records created
may be subject to the Public Records Act.
4.13.3.1 Nonexempt employees are prohibited from using any type of WEC
device or equipment to conduct OCSD business communications while
off duty because such use inhibits OCSD's ability to manage work
hours. There are no limited hours for exempt employee use.
4.14 Cameras/Recorders
4.14.1 The use of cameras or recorders, including those on personal WEC devices or
equipment, to take photographs or videos for OCSD business purposes requires
prior management approval unless extenuating circumstances prevent advance
authorization. In such instances, management notification must be provided as
soon as possible. The taking of photographs or videos for other purposes is
prohibited unless advance management authorization has been obtained.
Q 15 Small Unmanned Aircraft Systems (sUAS)
4.15.1 Use of drones to conduct OCSD business must comply with all federal, state,
and local laws.
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OCSD 18-18-191
4.15.2 The use of sUAS(drones)for any business use requires the pilot to possess an
FAA certificate or waiver.
4.15.3 OCSD is within 5 miles of Orange County Airport as well as heliports for several
police departments and hospitals. sUASs operators are required to notify any
airports within 5 miles. OCSD also recommends contacting operators of local
helipads.
4.15.4 Use of sUASs on OCSD property requires prior approval by Risk Management.
4.16 Remote Access
4.16.1 Remote access may only be utilized by authorized individuals for the purpose of
conducting OCSD business; other purposes are prohibited. Remote access may
be disabled at any time by management.
4.16.2 Nonexempt employees are generally prohibited from using any type of remote
access because such use inhibits OCSD's ability to manage work hours. The
exceptions would be the use of remote access while attending overnight training
functions or with specific management approval using devices approved by
Information Technology. Such use is limited to assigned work hours and
requires advance management and Information Technology approval; use while
off duty is prohibited.
4.16.3 When using remote access, individuals are required to practice good computer
hygiene and to physically secure the device or equipment when not in use.
4.16.4 Exempt employees can remotely access their assigned OCSD email account
using an OCSD-approved Internet application (currently Outlook Web App).
Instructions for use can be obtained from the Information Technology Division.
4.16.5 Exempt employees may request that their personal WEC device or equipment be
configured to access their OCSD assigned email (currently through Exchange
ActiveSync)or OCSD's computer resources/network. Such requests are strictly
voluntary because OCSD does not require employees to use personal WEC
devices or equipment to conduct OCSD business.
4.16.5.1 Such requests require the completion of an OCSD Personally Owned
Wireless/Network Equipment Communications form. This form
explains the voluntary nature of personal WEC device or equipment
use and explains that such devices or equipment may be subject to
remote wiping when security configurations are applied; must comply
with OCSD Information Technology security requirements; and OCSD
will not be responsible for any loss, problems or costs incurred as a
result of such use.
4.16.5.2 Each request requires management and Information Technology
approval and will be reviewed on a case-by-case basis to determine
the most suitable means of access for the circumstance to maintain
OCSD safety/security.
4.16.6 Due to cyber security concerns, the use of non-OCSD Wi-Fi or a wireless access
point must be coordinated through Information Technology.
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OCSD 18-18-192
4.17 Other Devices
4.17.1 This policy also applies to pagers, two-way radios, public announcement
systems, and any other system or device that allows individuals to communicate
with each other.
4.18 Personal Use Plan
4.18.1 With management and Information Technology approval, exempt employees who
are issued OCSD WEC devices or equipment may add a Personal Use Plan, as
applicable, to supplement OCSD's usage plan. In such cases, individuals will be
responsible for paying all personal use costs, unless pre-authorized by
management and Information Technology
5.0 PROCEDURES
51 Management must authorize the access and use of Internet email and browsing through
the Internet Email and Browsing Request form.
5.2 In order to use personal WEC devices or equipment to remotely access OCSD's
computer resources/network and/or mail service, eligible employees must obtain
management approval and complete a OCSD Personally Owned Wireless/Network
Equipment Communications form.
5.3 In order to use an OCSD-issued mobile phone, eligible employees must complete a
Request for Mobile Phone form and obtain necessary approvals. Using that form,
exempt employees may also add a Personal Use Plan to the OCSD mobile phone plan.
54 When an individual is separated from OCSD employment, it is the responsibility of OCSD
management to ensure that OCSD WEC devices and equipment are returned, access is
terminated, and all files are retained.
5.5 Individuals shall return all tangible forms of confidential or protected information to OCSD
upon termination of employment or upon OCSD's request.
6.0 EXCEPTIONS
6.1 Any exceptions to this policy must be authorized by the General Manager or designee
and/or Information Technology management.
6.2 Personal information that is transmitted or stored as part of a Personal Use Plan on an
OCSD WEC device or equipment may be considered private and may not be subject to
monitoring.
7.0 PROVISIONS&CONDITIONS
7.1 Employees may be subject to discipline, up to and including termination, for failing to
adhere to this policy or any other OCSD Policies, Procedures, or Standards.
8.0 RELATED DOCUMENTS
8.1 Federal & State Copyright Laws
8.2 California Public Records Act(Cal. Gov't Code §6252(e))
8.3 California Vehicle Code
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OCSD 18-18-193
8.4 Computer Security Act of 1987(Public Law 100-235)
8.5 Electronic Communications Privacy Act of 1986
8.6 Internet Email/Browsing Request and Agreement to Abide by OCSD Policy
8.7 Network/Email Sync Connection Request and Agreement to Abide by OCSD Policy
8.8 OCSD's records retention policies and schedules
8.9 Information Technology Standard: Accounts and Passwords
8.10 Policy 5.1, Rules of Conduct
8.11 Policy 5.7, Solicitation & Distribution
8.12 Policy 5.19, Vehicle Usage
8.13 Request for Mobile Phone and Agreement to Abide by OCSD Policy
8.14 Unified Communications, Social and Logo Items, GM-POL-001
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Orange County Policy Number: 5.18
- - Sanitation District
Personnel Policies Effective Date: September 26, 2018
Subject: Use of District Property Supersedes: February 26, 2003
Approved by: General Manager
1.0 PURPOSE
11 The purpose of this policy is to establish uniform guidelines and procedures for the
administration, use and disposition of the Orange County Sanitation District's (OCSD)
property.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all employees regardless of their organizational unit.
3.0 DEFINITIONS
3.1 OCSD Property, for purposes of this policy, includes, but is not limited to: keys, credit
cards, scientific equipment, calculators, records, books, cellular phones, District-owned
vehicles, office telephones, pagers, radios,journals, office equipment and supplies,
computers, printers, copy machines, tools, uniforms, employee orientation materials,
recyclables, and all other real property which is owned, possessed, or controlled by
OCSD.
4.0 POLICY
4.1 It is OCSD policy to maintain the inventory, control and disposition of all OCSD Property
as defined herein.
4.2 It is OCSD policy that no employee shall use or permit the use of OCSD Property for
personal convenience or profit.
43 It is OCSD policy that no employee shall use or direct another employee to use OCSD
paid work time for matters of convenience or profit.
4A It is OCSD policy that no employee shall remove OCSD Property from the premises
unless the property is necessary to conduct OCSD-related business and prior supervisor
approval is obtained.
6.0 PROCEDURE
6.0 EXCEPTIONS
6.1 OCSD Property may be removed from the premises if the property is necessary to
conduct District-related business by employees while off site. The employee must obtain
supervisor approval prior to removing OCSD Property (except for OCSD-issued cellular
phones, pagers and/or radios) from the premises.
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Policy 5.18, Use of District Property
OCSD 18-18-195
7.0 PROVISIONS AND CONDITIONS
7.1 When an employee separates, all items of OCSD Property issued to that employee must
be returned or properly accounted for.
8.0 RELATED DOCUMENTS
8.1 Policy 5.19, Vehicle Usage
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Policy 5.18, Use of District Property
OCSD 18-18-196
;.. x Orange County Policy Number: 5.19
-- -='� Sanitation District
Effective Date: September 26, 2018
Personnel Policies
Subject: Vehicle Usage Supersedes: June 19, 2012
Approved by: General Manager
1.0 PURPOSE
1 1 The purpose of this policy is to establish uniform guidelines and procedures for the
administration, utilization, and disposition of Orange County Sanitation District (OCSD)
vehicles.
2.0 ORGANIZATIONAL UNITS AFFECTED
2 1 This policy applies to individuals who utilize, operate or drive OCSD Vehicles, as defined in
this policy.
3.0 DEFINITIONS
31 Authorized Drivers are employees approved by management to utilize, operate or drive
OCSD Vehicles in compliance with this policy.
3:2 Authorized Passengers are individuals who are approved to accompany authorized drivers
to conduct OCSD business by a designated OCSD employee responsible for granting such
approval.
34 Carpool involves two or more employees traveling together in a personal vehicle
3.8 Vanpool involves four or more employees traveling together in a vehicle designated as
"vanpool". The maximum number of employees traveling together in a vanpool shall be
determined by the vanpool participants.
3.6 Department of Motor Vehicles (DMV) Employer Pull Notice(EPN) Program was established
to provide employers and regulatory agencies with a means of promoting driver safety
through the ongoing review of driver records.
37 Guaranteed Ride Home(GRH) Program provides employees who participate in
ridesharing, which includes walking, carpooling, vanpooling, biking, or using public transit;
transportation in emergency situations.
3.8 GRH Emergency includes: personal illness/emergency; unexpected illness/emergency of
an immediate family member; and emergency or unexpected overtime.
3.8.1 A GHR emergency does not include: personal errands; non-emergency
appointments/meetings/doctor visits-, voluntary overtime; public transit disruptions
or delays for any reason; termination/lay-offs; a ride to work; business travel;
inclement weather; any trip where alternate transportation could be arranged in
advance; on-the-job injury; mechanical breakdown; in place of a loaner or
replacement vanpool vehicle; if vehicle is towed, impounded, or cannot be
accessed because of police activity; and being sent home from work early for any
reason other than a valid GRH emergency.
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Policy 5.19, Vehicle Usage
OCSD 18-18-197
3.8.2 Each vanpool must designate an alternate driver for when the primary driver is
unavailable.
39 OCSD Vehicles are any vehicles owned or leased by OCSD and include, but are not limited
to, all OCSD-owned cars,trucks, vans, carts.
3.10 OCSD Motorized or Mobile Equipment include, but are not limited to, all OCSD owned
carts, bicycles, and specialized motorized equipment (i.e. man lift, scissor lift). All
equipment in this definition will be referred to as Mobile Equipment as it relates to the
policy.
3.11 Private Vehicle includes any vehicle that is not owned, rented or leased by OCSD.
3.12 Pool Vehicles include OCSD Vehicles that are available for authorized driver use to
conduct OCSD business.
3.13 Pool Motorized or Mobile Equipment include, but are not limited to, OCSD owned carts,
bicycles, and specialized motorized equipment(i.e. man lift, scissor lift)that are available
for authorized drivers use to conduct OCSD business.
3.14 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 and ready for immediate return to
work.
3.15 Wireless/Electronic Communications pertain to the act of corresponding by way of a
computer, phone, or any other similar device or equipment to exchange information through
various means including, but not limited to; the internet, voice messages, email messages,
online chat rooms, instant messaging, texting, social networking, social media sites,
document attachments, or any other type of communication.
3.16 Wireless/Electronic Communications Devices& Equipment consist of the tools individuals
utilize to engage in wireless/electronic communications and include the following:
3.16.1 Computers, including, but not limited to, desktop personal computers, laptops,
tablet computers, smart devices, and any other device that may act as a
computer.
3.16.2 Phones, including, but not limited to, landline telephones; mobile phones, such
as cellular phones, personal digital devices, or smart devices; and any other
device that may act as a phone.
4.0 POLICY/PROCEDURES
4 1 All employees operating OCSD Vehicles shall be required to participate in the DMV EPN
Program.
4.1.1 Employees shall complete a DMV authorization form to participate in the DMV
EPN Program. Those employees who do not complete the DMV authorization
form will not be authorized to operate OCSD Vehicles.
4.1.2 As part of the EPN program, OCSD shall verify that an authorized driver has a
valid driver's license(s) and that the license(s) is not suspended, restricted, or
revoked. Other information reported by DMV may be used to determine an
authorized driver's ability to operate a vehicle.
4.1.3 Employees with a class A or B license are automatically added to the EPN
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Policy 5.19,Vehicle Usage
OCSD 18-18-198
Program. Records of class A and B licenses shall be presented to the California
Highway Patrol upon request.
4.2 License. While operating an OCSD Vehicle or driving a private vehicle on official OCSD
business, the driver must possess a valid California DMV Driver's License and shall comply
with the requirements of the California Vehicle Code and local regulations and ordinances.
4.2.1 The consequences for failing to comply with any law, regulation or ordinance
shall be the responsibility of the driver.
4.2.2 Drivers required to operate a commercial vehicle must possess a valid California
DMV Commercial Driver's License with the proper endorsements.
4.2.3 Status Changes Affecting Driver's License
4.2.3.1 Drivers of OCSD Vehicles are required to notify their supervisor, in
writing, immediately upon the following:
4.2.3.1.1 If their driver's license is revoked, suspended, restricted, or
expired.
4.2.3.1.2 If they are cited for a major moving violation, to include but
not limited to,the following:
• Driving under the influence of alcohol, drugs or a
combination of both,
• Hit and run,
• Reckless driving,
• Leaving the scene of an accident,
• Eluding or fleeing a police officer, or
• Speed contests or drag racing.
4.3 All authorized drivers shall be properly trained in the operation and safety features of the
vehicle or mobile equipment that will be used to conduct OCSD authorized business prior
to the actual use of OCSD vehicles or mobile equipment.
4.3.1 Certification is required to operate some, but not all OCSD mobile equipment(i.e.
forklifts, man lifts).All authorized drivers shall possess a valid mobile equipment
operating certificate prior to operating mobile equipment where certification is
required.
4.4 Vehicle Assignments
4.4.1 OCSD Vehicles and equipment are assigned to departments depending on
business needs. Division management shall designate specific assignments for
conducting OCSD business.
4.4.2 Pool vehicles are assigned to and managed by Fleet Services for the purpose of
providing temporary assigned vehicles for OCSD business.
443 OCSD Vehicles and equipment shall not be loaned to contractors, other
agencies, cities, or other organizations or companies, unless authorized by the
General Manager.
4.4.4 Only individuals who participate in the DMV EPN Program may drive
OCSD Vehicles.
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Policy 5.19, Vehicle Usage
OCSD 18-18-199
4.4.5 OCSD management may revoke any vehicle assignment at any time.
4.5 Equipment Assignments
4.5.1 OCSD Mobile Equipment may be assigned to departments depending on
business needs. Division management shall designate specific assignments for
conducting OCSD business.
4.5.2 Pool Mobile Equipment are assigned to and managed by Fleet Services for the
purpose of providing temporary assigned Mobile Equipment to conduct OCSD
business.
4.5.3 OCSD management may revoke any Mobile Equipment assignment at any time.
4.6 Use of Pool Vehicles
4.6.1 Pool Vehicles are maintained by Fleet Services for:
4.6.1.1 Use by any authorized driver requiring transportation to conduct OCSD
business on a trip-by-trip or as-needed basis.
4.6.1.2 Use by any authorized driver while a regularly assigned OCSD Vehicle
or mobile equipment is undergoing service or repairs.
4.6.2 Pool vehicles should not be used for extended out-of-town business unless all
other options have been considered and eliminated and Pool Vehicle use is the
least costly to OCSD.
4.6.3 Pool Vehicles may be reserved in advance on a first come first serve basis by
submitting an electronic motor pool request to Fleet Services.
4.6.4 Overnight use of an OCSD Pool Vehicle must have prior approval by an OCSD
manager level or above. The manager should consider all options (i.e., using
private vehicle instead)and shall choose the option that is the least costly to
OCSD. An authorized driver whose OCSD business requires an early morning
departure will be allowed to check-out the vehicle the night prior to the travel day.
4.6.5 Drivers should avoid parking Pool Vehicles overnight in a public parking facility
such as an airport. Costs for airport shuttles, public transportation, or private
vehicle use shall be reimbursed in accordance with OCSD's Travel Policy.
4.6.6 Returned Pool Vehicles shall be refueled when less than one-half(1/2)tank of
fuel remains. All trash and personal items must be removed from the Pool
Vehicle.
4.6.7 Any mechanical problems shall be reported immediately to Fleet Services.
4.6.8 Guaranteed Ride Home(GRH) Program.There are two programs: one through
OCSD and one through Orange County Transportation Authority
(OCTA). Rideshare participants who encounter a GRH Emergency should use
OCSD's program first unless the emergency occurs after business hours and
Pool Vehicles are not available' in this case, the OCTA program should be
utilized.
4.6.8.1 OCSD GRH Program. Rideshare participants may use a Pool Vehicle
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Policy 5.19, Vehicle Usage
OCSD 18-18-200
for transportation when a GRH emergency occurs.
4.6.8.2 OCTA GRH Program. Rideshare participants may use paid
transportation (e.g., taxi, Uber, Lyft)for transportation when a GRH
emergency occurs after hours when Pool Vehicles are unavailable and
can be reimbursed up to two(2)times per year for the transportation
costs. See Related Documents for details.
4.7 Use of Pool Mobile Equipment
4.7.8 Pool Mobile Equipment are maintained by Fleet Services for:
4.7.8.1 Use by any authorized driver who has completed Mobile Equipment
training and possesses a valid operating certificate if required to conduct
OCSD business.
4.7.9 Pool Mobile Equipment may be reserved on a first come first serve basis by
submitting an electronic motor pool request to Fleet Services.
4.7.10 Returned Pool Mobile Equipment shall be returned clean and ready for
immediate use.
4.7.11 Any mechanical problems shall be reported immediately to Fleet Services.
4.8 Use of Private Vehicles for OCSD Business
4.8.1 Employees must obtain management approval before using a private vehicle for
OCSD business
4.8.2 Employees who use a private vehicle to conduct OCSD business must
participate in the DMV EPN Program; employees who do not participate in the
DMV EPN Program may not drive a private vehicle for OCSD business.
4.8.3 Prior to using a private vehicle for OCSD business, the employee's private
vehicle shall have automobile insurance coverage that meets or exceeds the
minimum requirements of the DMV for public liability and property damage.
Employees are responsible for ensuring that their private vehicle insurance is
valid for business use.
4.8.4 The authorized use of private vehicles to conduct OCSD business shall be
reimbursed in accordance with OCSD's Travel Policy not to exceed the prevailing
rate allowed by the Internal Revenue Service.
4.8.5 The employee's private vehicle insurance is the primary insurance on the vehicle.
4.8.6 OCSD shall not be responsible for the replacement or repair of any vehicle used
to conduct OCSD business that is not owned, rented, or leased by OCSD.
4.9 Driver Responsibility
4.9.1 Safety
4.9.1.1 OCSD Vehicles shall be operated in compliance with applicable
laws/ordinances. The driver shall be responsible for the consequences of
failing to comply with any law, regulation, or ordinance, including
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Policy 5.19, Vehicle Usage
OCSD 18-18-201
citations or fines for the following reasons:
• Speeding,
• Failure to stop,
■ Failure to obey posted traffic signs,
■ Using a wireless/electronic communications devices without a
hands free option while driving,
Texting or emailing while driving,
• Toll road fines,
• Failure to wear seat belt, or
■ Any other citation or fine that results from the vehicle operator
failing to follow proper driving requirements.
4.9.1.2 Drivers and passengers shall use seat belts and shoulder restraints at all
times while the vehicle is in motion. No driver shall allow or cause any
passenger to ride in or on any vehicle other than in a proper passenger
seat equipped with legal seat belts.
4.9.1.3 Drivers are to drive defensively and maintain control of the vehicle at all
times and be aware of personal limitations, road conditions, weather,
visibility, and traffic.
4.9.1.4 No driver shall operate a vehicle at a speed greater than is reasonable
and prudent for the conditions, having due regard for weather and
visibility, the traffic on, and the surface and width of, the highway and in
no event shall a driver maintain a speed which exceeds posted speed
limits or endangers the safety of persons or property.
4.9.1.5 Each driver having custody of an OCSD Vehicle shall exercise due
caution and prudence in the operation of such vehicle and minimize the
risk of damage to such vehicle. Drivers are responsible for the proper
operations and use of the vehicle and/or equipment attached to the
vehicle. Drivers are responsible for avoiding unnecessary wear and tear
on the vehicle such as but not limited to excessive idling.
4.9.1.6 No person will operate an OCSD Vehicle while under the influence of
alcohol or illegal drugs. Also, over-the-counter or prescription
medications that are reasonably known to adversely influence the safe
operation of a vehicle are prohibited. In no event shall an authorized
driver operate a vehicle under the influence as defined by State Law or
applicable motor vehicle codes.
4.9.1.7 No person shall operate OCSD Mobile Equipment while under the
influence of alcohol or illegal drugs. Also, over-the-counter or prescription
medications that are reasonably known to adversely influence the safe
operation of Mobile Equipment are prohibited. In no event shall an
authorized driver operate Mobile Equipment under the influence as
defined by State law or applicable motor vehicle codes.
4.9.1.8 In inclement weather, rain, fog, etc., drivers are required to turn on
vehicle headlights.
4.9.1.9 Drivers are required to ensure that vehicles are not overloaded.
4.9.1.10 Drivers are responsible for the secure placement and proportionate
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Policy 5.19,Vehicle Usage
OCSD 18-18-202
distribution therein of the load to be transported. Whenever the load
extends beyond the bed or body of such vehicles, the driver will use
clearance flags or signs, properly displayed, indicating a long or wide
load, as required by California Vehicle Code.
4.9.1.11 Whenever it is necessary to hook up a trailer to a truck, caution should
be exercised and, if needed, the assistance shall be obtained through
OCSD.
4.9.2 Accidents
4.9.2.1 OCSD requires individuals to report a wide variety of incidents ranging
from loss of OCSD property to injuries. All job related incidents or any
incident involving OCSD property is to be reported within forty-eight (48)
hours, no matter how slight.
4.9.2.2 Drivers are required to notify their supervisor and complete a Vehicle
Accident Report form, located on OCSD's intranet, in the event of a
vehicle accident, vehicle damage, vehicle theft, vehicle vandalism,
property damage, and other vehicle related incidents. Reports and
investigations shall be completed in accordance with the applicable
safety policy.
4.9.2.3 An employee involved in a vehicle accident may be prohibited by
management from operating an OCSD Vehicle until operation is
reauthorized by management.
4.9.2.4 All OCSD Vehicles have a disposable camera in the glove box.
Photographs are required for all vehicle accidents involving OCSD
Vehicles. Follow the printed instructions on the camera package and
forward the camera to Fleet Services after use.
4.9.2.5 Applicable drug testing requirements for drivers involved in accidents
shall apply in accordance with OCSD's Substance Abuse Policy.
4.9.3 Personal Use of OCSD Vehicles
4.9.3.1 OCSD Vehicles shall be used only for purposes of OCSD business and
not for personal business or pleasure by any person
4.9.3.2 Stopping for a meal break or running a personal errand is only allowed if
such activity is during the course of official OCSD business.
4.9.3.2.1 Time used for a meal break or personal errand is limited to
the allocated meal break and rest periods. Such stops shall
be in route to the driver's destination or work location,
4.9.3.2.2 OCSD Vehicles cannot be used for the sole purpose of
personal business.
4.9.3.3 The transportation of personal property within an OCSD Vehicle is
prohibited with the exception of a driver's lunch or property ordinarily
used while conducting OCSD business.
4.9.3.4 With the permission of the employee's manager, employees who are
assigned to standby may use assigned OCSD Vehicles in lieu of private
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vehicles for transportation to places/events to facilitate their availability
during authorized stand-by. However, OCSD Vehicles may not be
parked at or near bars, casinos, adult entertainment establishments or
other locations likely to reflect poorly on OCSD.
4.9.4 Care of Vehicles
4.9.4.1 Each individual having custody of an OCSD Vehicle shall exercise due
caution and prudence in the operation of such vehicle and shall minimize
the risk of damage to such vehicle.
4.9.4.2 Only OCSD related stickers are authorized on OCSD Vehicles.
Placement of any stickers on OCSD Vehicles must be approved by Fleet
Services.
4.9.4.3 Drivers are responsible for the proper operation and use of the vehicle or
equipment.
4.9.4.4 Drivers are responsible for ensuring that vehicles and equipment are
made available to Fleet Services for scheduled service, preventative
maintenance or repairs.
4.9.4.5 Employees must submit an electronic motor pool request to Fleet
Services for unscheduled service, maintenance or repairs.
4.9.4.6 Drivers are responsible for ensuring that the interior and exterior of
assigned vehicles are clean. The exterior should be washed routinely
and the interior should be free of trash, dirt, and unnecessary materials.
4.9.4.7 Drivers shall ensure the interior of their assigned vehicle is clean prior to
having Fleet Services perform services or repairs.
4.9.5 OCSD Vehicle Parking
4.9.5.1 OCSD Vehicles shall be parked and locked in assigned parking spaces
or designated areas.
4.9.5.2 OCSD Vehicle keys are to remain in a secure area.
4.9.5.3 OCSD Vehicles shall be parked in open OCSD parking areas only
excluding assigned, visitor, car/vanpool, handicapped, and red or green
zone parking spaces.
4.9.5.3.1 Authorized drivers with a Disabled Persons Parking Permit
issued by the DMV shall be authorized to use handicapped
parking spaces for their assigned OCSD Vehicle.
4.9.5.4 Employees assigned to standby or other authorized drivers who are
approved to utilize OCSD Vehicles overnight shall park OCSD Vehicles
in a garage, carport, or driveway, whenever possible, and not on a
private or public street.
4.9.6 Private Vehicle Parkins
4.9.6.1 Private vehicles shall be parked in open OCSD parking areas only
excluding assigned, visitor, car/vanpool, handicapped, and red or green
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zone parking spaces unless otherwise authorized.
4.9.6.2 OCSD parking permits shall be visibly displayed in private vehicles.
4.9.6.3 Private vehicles may not be parked overnight on OCSD premises or at
OCSD pump stations unless authorized in advance by Risk
Management.
4.9.7 Smoking
4.9.7.1 Smoking is prohibited in OCSD owned vehicles.
4.9.8 Wireless/Electronic Devices & Equipment
4.9.8.1 Individuals must act in a safe manner and in accordance with applicable
laws and ordinances regarding the use of wireless/electronic
communications devices and equipment.
4.9.8.2 Employees are prohibited from using wireless/communications devices
when operating an OCSD Vehicle unless a hands-free device is utilized.
4.9.8.3 A hands-free device can be provided to employees who are issued an
OCSD wireless/electronic communications device.
4.9.8.4 Employees are prohibited from texting while operating OCSD Vehicles.
4.9.8.5 Individuals who utilize their private vehicles and/or personal
wireless/communications devices to conduct OCSD business must do so
in accordance with OCSD Policies, Procedures and Standards and
adhere to applicable laws and ordinances regarding the use of such
devices while driving. The consequences for failing to comply with any
law, regulation, or ordinance, shall be the responsibility of the driver.
4.9.9 Vehicles not in Use
4.9.9.1 OCSD Vehicles are for use during working hours only. OCSD Vehicles
shall otherwise be parked and locked at assigned OCSD facilities.
OCSD Vehicle keys shall remain in a secured area. Keys for vehicles
assigned to employees may be kept overnight or during the weekend by
the employee. OCSD Vehicles shall be made available to an assigned
department if the employee who is assigned the OCSD Vehicle will be
gone for any extended period of time.
4.9.10 Passengers
4.9.10.1 No one except authorized drivers and authorized passengers maybe
transported in an OCSD Vehicle. Unauthorized passengers, including but
not limited to friends, strangers, and family members, are prohibited in
OCSD Vehicles.
4.9.11 Toll Roads
4.9.11.1 Drivers are responsible for ensuring the payment of any toll road
expense while operating an OCSD or private vehicle. If a notice of
violation is received, the employee will be required to pay the fine.
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4.9.11.2 Toll road expenses are reimbursable if the costs were incurred while
performing official OCSD business and the use of a toll road was the
most cost efficient option available to reach the destination. Requests for
toll road reimbursement must be submitted in accordance with OCSD's
Travel Policy.
4.9.12 Roadside Assistance
4.9.12.1 In the event of a breakdown or interruption to OCSD assigned vehicle
performance/operation due to, but not limited to, flat tires, lack of fuel, or
car accidents; the driver shall follow the procedures outlined below
(written procedures are located in the glove box of every OCSD Vehicle):
4.9,12.1.1 The assigned driver must call OCSD's Control Center to
provide notification of the condition and location of the
vehicle.
4.9.12.1.2 The Control Center will contact the OCSD towing agency
and provide the agency with the driver's contact
information.
4.9.12.1.3 The towing agency will meet the driver at the specified
location to repair the vehicle to drivable condition, where
applicable(e.g, replace tire, provide fuel).
4.9.12.1.4 In the event the vehicle is inoperable, the Control Center
will instruct the towing agency to arrive at Fleet Services
at Plant No. 1. Operations will provide the driver of the
towing agency with the keys to an emergency back-up
vehicle.
4.9.12.1.5 The vehicle will be delivered to the location of the
inoperable vehicle and the inoperable vehicle will be
transported to Fleet Services at Plant No. 1 by the
towing agency.
4.9.13 Contract Worker Use of OCSD Vehicles and Mobile Equipment
4.9.13.1 Contract workers are prohibited from operating OCSD Vehicles at any
time, unless authorized by the General Manager.A vehicle is identified
as any car, truck, or Mobile Equipment where the operator must possess
a state issued drivers license.
4.9.13.2 Contract workers are prohibited from operating OCSD Mobile Equipment
on public roadways, unless authorized by the General Manager. Mobile
or Motorized Equipment operation is allowed on non-public roadways.
5.0 EXCEPTIONS
5.1 Provisions and Conditions
5.2 Employees are responsible for compliance with all applicable provisions of this policy when
using OCSD or private vehicles to conduct OCSD business. For purposes of this policy the
actual driver shall be the responsible party.
5.3 As applicable, the same provisions that apply to drivers shall also apply to equipment,
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bicycle and cart operators.
5.4 Drivers are responsible for the costs of any ticket, citation, and/or any other liability that may
be imposed due to a violation of law, regulation, and/or ordinance as a result of their
operation of a vehicle.
5.5 It is the responsibility of supervisory personnel to ensure this policy is understood by
employees under their immediate supervision or authority. Automatic Vehicle Location
(AVL) System
5.5.1 OCSD Vehicles may be equipped with an AVL monitoring device to assure proper
maintenance and use. The system enables OCSD to generate various reports and
notifications regarding the use, location and servicing requirements of vehicles.
Individuals are prohibited from tampering with the AVL system or devices.
6.0 RELATED DOCUMENTS
6.1 DMV Authorization Form
6.2 DMV Employer Pull Notice Program
6.3 California Vehicle Code
6.4 OCTA GRH Program Overview(accessible on MyOCSD Rideshare Perks page)
6.5 OCTA GRH Reimbursement Claim Form (accessible on MyOCSD Rideshare Perks page)
6.6 Policy 5.1, Rules of Conduct
6.7 Policy 5.6, Travel Policy
6.8 Policy 5.10, Wireless/Electronic Communications
6.9 Policy 5.18, Use of District Property
6.10 Policy 5.20, Substance Abuse
6.11 SAFETY-POL-202,Accident Investigations
6.12 SAFETY-POL-208,Workplace Security Policy
6.13 Vehicle Accident Report Form
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- Orange County Policy Number: 5.20
Sanitation District
Personnel Policies Effective Date: September 26, 2018
Subject: Substance Abuse Supersedes: September 3, 2013
Approved by: General Manager
1.0 PURPOSE
1 1 To establish and maintain a drug and alcohol-free workplace.
1 2 To reduce the incidence of accidental injury to person or property.
1 3 To reduce absenteeism,tardiness, and indifferent job performance.
14 To provide assistance towards rehabilitation for any employee who seeks Orange County
Sanitation District (OCSD) help in overcoming addiction to, dependence on or problems with
alcohol or drugs
1 5 To maintain a work environment free of alcohol and drug related performance problems,
accidents, and injuries,
2.0 ORGANIZATIONAL UNITS AFFECTED
2 1 This policy applies to all OCSD employees, regardless of their organizational unit.
Additionally, all persons who perform any services for OCSD, regardless of their
employment status, are subject to the provisions of this policy while on OCSD property or
while performing OCSD business.
3.0 DEFINITIONS
3.1 Criminal Drug Statute-Any state or federal criminal law involving the manufacture,
distribution, dispensation, use, or possession of a controlled substance.
3.2 Illegal Drugs -Any drug (a)that is not legally obtainable or(b)that is legally obtainable but
has not been legally obtained. The term includes, but is not limited to, cocaine, crystal
methamphetamine, heroin, and PCP. It includes prescribed drugs not legally obtained and
prescribed drugs not being used for prescribed purposes. It includes controlled substances
as defined in the federal Controlled Substance Act. It also includes any substance, which a
person holds out to another as an illegal drug, whether or not the substance itself is illegal.
3.3 Legal Drugs-Legal drugs include prescribed drugs and over-the-counter drugs, which have
been legally obtained and are being used for the purpose for which they were prescribed
and manufactured.
34 Need to Know-A term applied to persons who may reasonably be expected to base
administrative managerial, or supervisory activity on a given piece of information to which
they would not be otherwise entitled.
3.5 Paraphernalia - Drug paraphernalia may include pipes, hypodermic needles, bongs, rolling
papers, and other items used in the ingestion, consumption, or the preparation for
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consumption of illegal drugs,
3.6 Reasonable Suspicion - Is a belief, based on objective facts or specific personal
observations sufficient to lead a reasonably prudent person to suspect that an employee is
under the influence of drugs or alcohol.
3 7 Under the Influence- Having the presence of any detectable level of drugs in the body or an
alcohol concentration level of.02% or greater.
3.8 Controlled Substance—a drug or chemical whose manufacture, possession, or use is
regulated under state and/or federal law.
4.0 POLICY
4 1 It is the policy of OCSD to maintain a safe workplace, which is free of alcohol, marijuana and
illegal possession and/or use of drugs. OCSD is firmly committed to achieving a drug free
workplace and will continue making a good faith effort to achieve an alcohol and drug free
workplace by consistently enforcing every element of this policy.
5.0 PROCEDURE
5.1 ILLEGAL DRUGS
5.1.1 The sale, purchase, offer to sell or purchase, use, manufacture, distribution,
dispensation, or possession of, or being under the influence of, Illegal Drugs
during OCSD time, or while engaged in OCSD business, or on, or in, OCSD
premises, or property, is prohibited.
5.1.2 No employee shall bring drug paraphernalia onto OCSD premises or property or
into OCSD vehicles.
5.2 OTHER DRUGS
5.2.1 If an employee has any question or concern as to his or her ability to safely
perform the duties of his or herjob while taking a legal prescription drug, the
employee has an affirmative obligation to report the use of that drug to his/her
supervisor, division management, Risk Management or Human Resources staff.
5.2.2 Upon receiving such notification, the employee may be temporarily assigned to
alternative work duties and/or asked to provide a release to OCSD from the
employee's physician for a determination of the employee's ability to work while
using that drug.
5.2.3 An employee may continue to perform his or her regularly assigned job duties,
while taking a legal prescription drug, if OCSD has determined, on a case-by-
case basis, after consulting with the employee's physician, that the employee
does not pose a threat to the employee's own safety or to the safety of co-
workers, and that the employee's job performance is not adversely affected by
the legal prescription drug. Otherwise, the employee may be required to take a
leave of absence or comply with other appropriate action determined by
management, such as adhering to an employer initiated fitness for duty testing.
5.3 ALCOHOL AND MARIJUANA
5.3.1 No alcoholic beverages or recreational marijuana may be brought onto or
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consumed on OCSD time or property or while wearing an OCSD identifiable
uniform.
5.4 PROHIBITION AGAINST EMPLOYEES HAVING ILLEGAL DRUGS, MARIJUANA OR
ALCOHOL IN THEIR BODIES DURING WORKING TIME
5.4.1 All employees of OCSD are expected to report for work with no residue or
metabolite of Illegal Drugs or marijuana in the body or alcohol concentration level
of.02%or greater. Employees must not have any residue or metabolite of
Illegal Drugs or marijuana in the body or alcohol concentration level of.02% or
greater at any time while on the job. Compliance with these rules is considered
an essential job qualification for all employees.
5.4.1.1 Employees still under the influence of a medication legally prescribed to
them that cause a loss of motor skill, reaction time, or decision making
must report the use to their supervisor.
5.4.2 When an alcohol screen test indicates an alcohol concentration level of.02% or
greater, the employee will be prohibited from performing the duties of his or her
job for twenty-four(24) hours. Employees may also face disciplinary action for
being under the influence of alcohol if they test positive for alcohol concentration
of.02% or greater, subject to the exceptions set forth in Section 14.0.
5.4.3 When a marijuana screen test indicates a marijuana concentration of any
amount, the employee will be prohibited from performing the duties of his or her
job for twenty-four(24) hours. Employees may also face disciplinary action for
being under the influence of marijuana if they test positive for marijuana.
5.4.4 Employees may be subject to discipline up to and including termination for any
marijuana test indicating any amount of marijuana or alcohol screen test that
indicates an alcohol concentration level of.02% or greater. Refer to Section 14.3
for further information on alcohol screen tests.
5.5 ENFORCEMENT OF RULE PROHIBITING EMPLOYEES FROM HAVING ILLEGAL DRUGS
OR ALCOHOL IN THEIR BODIES DURING WORK TIME
5.5.1 POST-EMPLOYMENT OFFER ALCOHOL/DRUG SCREENING
5.5.1.1 After OCSD extends a conditional employment offer to a candidate selected
through a recruitment process, it will require the prospective employee to pass an
alcohol/drug screen test, for specific job classifications, administered by a
medical facility designated by OCSD.
5.5.1.2 Any prospective employee refusing to submit to such examination shall not be
hired by OCSD.
5.5.1.3 Any prospective employee failing the alcohol/drug screen test shall be rejected
from further consideration from employment with OCSD for at least six(6)
months.
5.5 REASONABLE SUSPICION ALCOHOL/DRUG SCREENING
5.5.1 Reasonable suspicion shall be determined by a supervisor or manager and
corroborated by a trained Human Resources representative or other trained
management representative.
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5.5.2 Specific personal observations must be based on a supervisor, manager, or
Human Resources representative's direct observations and not hearsay.
5.5.3 Objective facts and specific personal observations may be based upon, but are
not limited to, the following:
5.5.3.1 Direct observations of substance abuse or symptoms of being under the
influence such as: an employee's manner, disposition, muscular
movement, appearance, behavior, speech, or breath odor.
5.5.3.2 An employee's possession or use of Illegal Drugs, recreational
marijuana, alcohol, or Paraphernalia while on duty, in the workplace or
on OCSD property, including evidence that an employee has used,
possessed, sold, solicited, or transferred drugs while on duty or while on
OCSD property or while operating an OCSD vehicle, machinery, or
equipment that is the property of or leased/rented by OCSD.
5.5.4 The objective facts and specific personal observations upon which reasonable
suspicion is based must be documented.
5.5.5 When OCSD has a reasonable suspicion that an employee is under the influence
of drugs or alcohol, the employee shall be required to undergo an alcohol/drug
screen test as soon as reasonably achievable. Prior to being transported to the
alcohol/drug screen test facility, employees will be given a copy of this policy and
informed of their rights to contact an employee representative.
5.5.5.1 An employee's refusal to submit to an alcohol/drug screen test may
constitute insubordination and the employee may be subject to discipline
up to and including termination.
5.5.5.2 Any employee failing such a test, or who tampers with the test specimen,
may be subject to discipline up to and including termination.
5.5.5.3 The Human Resources Department shall arrange for the employee to be
transported to the testing facility and then driven home. The employee
shall not be permitted to drive while subject to reasonable suspicion
testing.
5.5.6 Reasonable Suspicion Training
5.5.6.1 OCSD shall ensure that managers, supervisors, Human Resources and
Risk Management representatives, and/or other designated staff receive
training on reasonable suspicion. The training shall include, but will not
be limited to, the physical, behavioral, speech, and performance
indicators of probable alcohol misuse and use of controlled substances.
5.6 POST ACCIDENT TESTING
5.6.1 An employee who directly contributes to a job-related accident or an accident
involving OCSD property shall be subject to a drug/alcohol screen test as soon
as practicable when the accident results in:
5.6.1.1 A fatality;
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5.6.1.2 The issuance of a citation under State or local law for a moving traffic
violation and bodily injury that requires immediate medical treatment
away from the scene; or
5.6.1.3 The issuance of a citation under State or local law for a moving traffic
violation and disabling damage to any vehicle that requires tow away.
5.7 EMPLOYEE ASSISTANCE PROGRAM
5.7.1 OCSD policy is to help employees with substance abuse problems who
voluntarily seek assistance. Accordingly, OCSD provides a method by which
employees may come to management without fear of reprisal and seek
assistance.
5.7.2 Any employee who feels that he or she has developed an addiction to,
dependence upon or problem with the use of alcohol or drugs, is encouraged to
seek assistance. Assistance may be sought by writing in confidence to, or
asking for a personal appointment with the Director of Human Resources.
5.7.2.1 Each request for assistance shall be treated as confidential. Only those
persons with a need to know shall be made aware of such requests.
5.7.3 Human Resources shall maintain contacts with local hospitals and/or employee
assistance organizations offering alcohol or drug treatment programs. Human
Resources shall refer employees seeking assistance to an appropriate treatment
organization.
5.7.4 Rehabilitation is the responsibility of the employee, but any employee seeking
medical attention for alcoholism or drug addiction shall be entitled to benefits
available under OCSD's group medical insurance plans with the restrictions and
limits stated in the applicable plan summary. Employees on rehabilitation leave
shall be subject to the extended Medical Leave and General Leave of Absence
provisions in OCSD's Personnel Policies and Procedures
5.7.5 To be eligible for continued employment after rehabilitation,the employee must
provide certification that he/she was continuously enrolled in a treatment program
and actively participated in that program.
5.7.5.1 Any employee suffering from an alcohol or drug problem who rejects
treatment or who leaves a treatment program prior to being properly
discharged therefrom shall be dismissed from employment with OCSD.
5.7.6 Any employee returning to active employment from rehabilitation shall be
required to sign a Return to Work Agreement providing:
5.7.6.1 Unannounced testing for a minimum of twelve(12) months to ensure that
the employee is free from the alcohol or drug problem.
5.7.6.2 Notice that failure of, or refusal to take, such a test during this period
shall constitute just cause for immediate dismissal of the employee.
5.7.6.3 Notice that the employee shall maintain an acceptable attendance and
performance record and comply with all other OCSD policies upon
his/her return to work. Failure to maintain an acceptable attendance and
performance record shall constitute just cause for immediate dismissal.
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5.7.7 No disciplinary action shall be taken against any employee who, for the first
occurrence, comes forward to OCSD with his/her problem prior to 1) OCSD
becoming aware of a violation of the drug and alcohol policy, or 2) a request by
OCSD to undergo drug testing. However, once OCSD learns of a violation of the
drug and alcohol policy or the employee tests positive in a drug test, or if there is
a reoccurring problem, OCSD is not obligated to grant the employee General
Leave for rehabilitation. All testing procedures shall be in conformance with
National Institute on Drug Abuse standards, and shall be conducted at a
reasonable time at OCSD's expense.
6.0 INSPECTIONS
6+.1 In order to ensure the safety of the workplace and the workforce, and to protect and
preserve OCSD's property, OCSD may from time to time inspect OCSD's vehicles, tool
boxes, lockers, desks, file cabinets and other OCSD property.
6.1.1 These inspections may not be announced and employees should have no
expectation of privacy with respect to items brought onto OCSD property and/or
stored in such OCSD facilities.
6.1.2 It is a condition of employment for employees to cooperate with these
inspections. Refusal to consent to such an inspection amounts to
insubordination and may constitute cause for termination.
6.1.3 A representative from Human Resources must be present during any inspection
of OCSD property due to a reasonable suspicion that the Substance Abuse
policy has been violated.
7.0 DRUG CONVICTIONS
7 1 All OCSD employees or persons performing services for OCSD who are convicted under
a criminal drug statute for a violation occurring in the workplace are required to notify the
Human Resources Department in writing within five(5) calendar days after such
conviction.
7.2 Pursuant to the Drug Free Workplace Act, the Human Resources Department shall notify
the appropriate contracting authority within ten (10) calendar days after learning of an
individual's drug conviction from either the individual or any other source. Within thirty
(30) calendar days of learning of an individual's drug conviction, OCSD shall take
appropriate corrective action.
8.0 DEPARTMENT OF TRANSPORTATION (DOT) REGULATIONS
8.1 Every driver who operates a commercial motor vehicle in interstate or intrastate
commerce, and is subject to the commercial driver's license requirements of the
Department of Transportation (DOT), Federal Highway Administration CFR Part 382 is
subject to OCSD's Anti-Drug and Alcohol Program. OCSD will ensure that all alcohol or
controlled substances testing conducted under the Substance Abuse and Alcohol Misuse
Plan complies with the procedures set forth in CFR Part 40.
9.0 DRUG FREE AWARENESS PROGRAM
9.1 OCSD shall require all employees to attend biannual Prevention of Workplace Violence
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OCSD 18-18-213
Training which shall include a module on Drug Free Awareness informing employees
about the dangers of drug abuse in the workplace, OCSD's Substance Abuse Policy,
available counseling, rehabilitation, and employee assistance programs available through
OCSD, and the penalties for violating OCSD's Substance Abuse Policy.
12.0 POLICY DISTRIBUTION
12.1 Copies of this policy shall be disseminated to current employees in biannual Prevention
of Workplace Violence training and later hired employees in New Employee Orientation.
Acknowledgement forms shall be included with the policy copy to be signed by
employees and filed in personnel files. Temporary/contract workers shall receive a copy
of this policy and an acknowledgment form through their employers. Signed
temporary/contract worker acknowledgement forms shall be filed in the Human
Resources Department.
13.0 DISCIPLINARY ACTION
13 1 Except as otherwise provided in Section 7.4, violation of the Substance Abuse Policy
may result in disciplinary action, up to and including termination, even for a first offense.
14.0 EXCEPTIONS
14.1 If any portion of this policy is found to be at variance with the provisions of an approved
Memorandum of Understanding (MOU), the MOU provisions shall prevail with respect to
employees in the affected bargaining unit.
14.2 It will not be considered a violation of this policy for employees to store sealed alcoholic
beverages in their personal vehicle as long as such storage is out of public view and
does not remain in the vehicle for more than the period of one (1) consecutive work day.
Further, sealed alcoholic beverages must remain in the employee's vehicle out of public
view at all times while on OCSD property.
14.3 If an alcohol screen test indicates an alcohol concentration level of.02% or greater but
less than .04%, the employee will not be subject to discipline if the following conditions
apply:
14.3.1 The employee holds a position that is not subject to DOT regulations; and
14.3.2 It is the first time the employee has received an alcohol screen test indicating an
alcohol concentration level of.02% or greater.
15.0 PROVISIONS AND CONDITIONS
15.1 No employee shall be eligible for rehabilitation under the employee assistance program
more than one time. The reoccurrence of an alcohol or drug problem shall be cause for
dismissal.
15.2 Under no circumstances shall the testing process be delayed due to the unavailability of
an employee representative.
16.0 RELATED DOCUMENTS
16.1 OCSD's Substance Abuse and Alcohol Misuse Plan
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16.2 Drug Free Workplace Act
16.3 Substance Abuse Policy Acknowledgement Forms
16.4 Policy 1.4, Recruitment &Selection
16.5 Policy 4.8, Employee Assistance Program
16.6 Policy 5.1, Rules of Conduct
16.7 Policy 5.2, Discipline
16.8 Policy 5.19, Vehicle Usage
16.9 Safety Policy 202—(Accident Investigation and Reporting)
16.10 The Americans with Disabilities Act Amendments Act of 2008
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Policy 5.20, Substance Abuse
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Orange County Policy Number: 5.21
Sanitation District
Personnel Policies Effective Date: September 26, 2018
Subject: Smoking Supersedes: June 8, 2011
Approved by: General Manager
1.0 PURPOSE
1.1 This policy has been developed to protect employees and the general public from the
dangers of second-hand smoke and the potential hazards associated with ignition
sources near plant process areas or pump stations.
2.0 ORGANIZATIONAL UNITS AFFECTED
2 1 This policy applies to all Orange County Sanitation District(OCSD) employees,
contractors, and the general public who are on OCSD property.
3,0 DEFINITIONS
3.1 Plant Process Areas—An area, structure or pipe within OCSD facilities where
wastewater, biosolids, digester gas, or grit are collected, treated, stored, transported or
discharge to include all OCSD pump stations.
3.2 OCSD Vehicles—All OCSD owned or leased cars, trucks, carts, bicycles, and special
motorized equipment.
3.3 Designated Smokinq Areas—Locations where smoking is permitted.
3A Smoking—The inhaling, exhaling, burning, or carrying of any lighted or heated cigar,
cigarette, or pipe, or any other lighted or heated tobacco or plant product intended for
inhalation, whether natural or synthetic, in any manner or in any form. This includes the
use of an electronic smoking device that creates an aerosol or vapor, in any manner or in
any form, or the use of any oral smoking device for the purpose of circumventing the
prohibition of smoking.
4,0 POLICY
4.2 GENERAL INFORMATION
4.2.1 OCSD provides designated smoking areas that meet regulatory requirements
and the operational needs of the organization. This policy defines employee,
contractor, and general public conduct as it relates to smoking in or on all OCSD
property.
4.3 EMPLOYEE, CONTRACTOR AND PUBLIC CONDUCT
4.3.1 Smoking on or in all OCSD property is only permitted in designated smoking
areas.
4.3.2 OCSD employee, contractor, or member of the general public shall not smoke in
an OCSD building or vehicle.
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Policy 5.21, Smoking
OCSD 18-18-216
4.3.3 Failure to comply with this policy may result in to the following:
4.3.3.1 Progressive disciplinary action for OCSD employees, which may result in
termination for repeated violations.
4.3.3.2 Prohibition of offending contractor personnel from working in an OCSD
public building, facility or vehicle and/or termination of the contract.
4.3.3.3 Prohibition of an offending member of the general public from remaining
in the affected OCSD public building or vehicle.
4.3.3.4 Prohibition from coming on to OCSD sites.
44 LOCATING DESIGNATED SMOKING AREAS
4.4.1 All designated smoking areas shall be clearly marked.
4.4.2 All designated smoking areas shall be located outdoors and at least 20 feet from
any building entrance, exit, and/or operable window of an OCSD building and
within 20 feet of a building ventilation system intake.
4.4.3 Cigarette butt receptacles will be provided by and maintained by OCSD.
5.0 PROCEDURE
5.2 Maps of designated smoking areas shall be maintained by the Risk Management Division
and the information shall be posted on OCSD's intranet.
5.3 Employees are required to contact their immediate supervisor or manager if there are any
concerns regarding this policy.
6.0 EXCEPTIONS
7.0 PROVISIONS AND CONDITIONS
8.0 RELATED DOCUMENTS
8.2 California Health and Safety Code § 118885
8.3 California Code of Regulations § 5184
84 California Labor Code, Sections 6400-6413.5
8,5 Policy 5.2, Discipline
8.6 Policy 5.19, Vehicle Usage
Personnel Policies& Procedures Manual Page 2 of 2 Effective: 09/26/18
Policy 5.21, Smoking
OCSD 18-18-217
,.. - Orange County policy Number: 6.1
Sanitation District
Personnel Policies Effective Date: September 26, 2018
Subject: Appraisal of Performance Supersedes: November 14, 2011
Approved by: General Manager
1.0 PURPOSE
1 1 The purpose of this policy is to establish uniform guidelines and procedures for the
appraisal of employee performance. The performance appraisal provides a
communication tool for discussing, planning, and evaluating the performance of each
regular employee.
2.0 ORGANIZATIONAL UNITS AFFECTED
2 1 This policy applies to all Orange County Sanitation District(OCSD) employees regardless
of their organizational unit.
3.0 DEFINITIONS
4.0 POLICY
4.1 It is OCSD's policy and management's philosophy to establish an effective level of
communication that offers consistent and continuing feedback on performance
expectations and achievements that will provide an environment in which our employees
can perform to the best of their abilities. A performance appraisal program has been
developed to provide a structure that will support the accomplishment of that goal.
Important principles of the program include:
4.1.1 OCSD's overall mission is enhanced by establishing a connection between that
mission and individual employees' responsibilities and objectives.
4.1.2 Recognizing employee strengths and identifying areas that may represent
opportunities for improvement will affect current performance as well as enhance
career potential.
4.1.3 Every individual has primary responsibility for their own performance and
development.
4.1.4 The key role of the supervisor is to support an employee's efforts to maximize
their own contribution and potential.
4.1.5 Employees are required to perform the essential job functions required for the
class specification they possess.
6.0 PROCEDURE
5.1 Employees shall receive performance appraisals while on probation and in six(6) and
twelve(12) month increments according to their performance appraisal cycle.
Personnel Policies&Procedures Manual Page 1 of 2 Effective: 09/26/18
Policy 6.1,Appraisal of Performance
OCSD 18-18-218
52 New employees will receive a performance appraisal at the close of their initial
probationary period to determine their suitability for continued employment with OCSD
An evaluation should also occur midway through the probationary period, unless
otherwise stipulated by an employee's affiliated bargaining unit Memorandum of
Understanding, to ensure that performance expectations have been properly
communicated and established. This will also offer an opportunity for both the employee
and the supervisor to more effectively evaluate the desirability of continuing the
employment relationship.
53 Employees who are transferred, reassigned, or promoted similarly receive a performance
appraisal midway through, and at the conclusion of their probationary period.
5.4 Employees who fail to perform the essential job functions and maintain satisfactory
performance may be subject to a Performance Improvement Plan (PIP).
6.0 EXCEPTIONS
7.0 PROVISIONS AND CONDITIONS
71 Supervisors and managers will be notified by the Human Resources Department of all
evaluations that must be completed.
8.0 RELATED DOCUMENTS
8.1 Performance Management Program Guidelines
Personnel Policies&Procedures Manual Page 2 of 2 Effective: 09/26/18
Policy 6.1, Appraisal of Performance
OCSD 18-18-219
Orange County Policy Number: 6.2
�=•- ' ,� Sanitation District
Personnel Policies Effective Date: September 26, 2018
Subject: Open Communications Supersedes: October 22, 1997
Approved by: General Manager
1,0 PURPOSE
1 1 The purpose of this policy is to establish uniform guidelines and procedures for
maintaining open communications.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all current employees regardless of their organizational unit.
3.0 DEFINITIONS
4.0 POLICY
4.1 Our organization cannot successfully achieve our individual and collective missions
without effective communications. Orange County Sanitation District's (OCSD)
management will continually strive to provide a work environment throughout the
organization that accomplishes this goal by encouraging open dialogue. Consequently, it
is OCSD's goal to maintain open communications in accordance with the procedures of
this policy.
5.0 PROCEDURE
5.1 The most important working relationship occurs between an employee and his or her
supervisor. For this relationship to remain effective, supervisors and managers must be
aware of employee concerns. It is therefore very important for employees to openly
discuss their ideas, concerns and suggestions with management. It is equally important
that managers and supervisors actively listen to employees' ideas and suggestions, and
particularly their concerns.
52 OCSD believes that employees should be informed about OCSD activities and issues
that affect them, and should be provided with the information that they need to best
perform their jobs. It is OCSD's goal to foster an environment that encourages the flow of
information and ideas among individuals at all levels.
5.3 To encourage open communications, OCSD has established various communication
outlets such as the intranet, email blasts and various other publications. These
communications vehicles are also being used to answer questions relative to policies or
management decisions. Constructive criticisms are also encouraged, and should suggest
a remedy if appropriate.
5.4 OCSD encourages an "open door"policy and management is dedicated to keeping
employees informed of plans and processes. The General Manager regularly schedules
Personnel Policies& Procedures Manual Page 1 of 2 Effective: 09/26/18
Policy 6.2, Open Communications
OCSD 18-18-220
meetings with both exempt and non-exempt employees to create a forum where ideas
and suggestions are exchanged.
6.0 EXCEPTIONS
7.0 PROVISIONS AND CONDITIONS
8.0 RELATED DOCUMENTS
Personnel Policies& Procedures Manual Page 2 of 2 Effective: 09/26/18
Policy 6.2, Open Communications
OCSD 18-18-221
Orange County Policy Number: 6.3
Sanitation District
" Effective Date: September 26, 2018
Personnel Policies
Subject: Privacy Information & Supersedes: June 8, 2011
Human Resources
Records
Approved by: General Manager
1.0 PURPOSE
1 1 The purpose of this policy is to establish uniform guidelines and procedures for receiving
and retaining employee information so that the Orange County Sanitation District(OCSD)
can make appropriate management decisions, administer programs, and satisfy
compliance requirements.
1 2 Establish rules of conduct for any person involved in the design, development, operation,
or maintenance of any system of records.
1.3 Establish uniform guidelines and procedures for accessing Human Resources records.
1.4 Establish uniform guidelines and procedures for maintaining the privacy of personal
information within established regulations.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all current Orange County Sanitation District(OCSD) employees
regardless of the organizational unit.
3.0 DEFINITIONS
3.1 Record— Recorded information, regardless of format.
32 Confidential Information—Information that requires a business"need-to-know", restricted
use, or is sensitive in nature is considered confidential information. Generally, OCSD
technical data, proprietary, customer, and personnel related information is confidential.
Personnel related information includes, but is not limited to, medical, recruitment,
disciplinary, and performance related information. Once information becomes generally
available to the public, it is no longer considered confidential. Contact the Human
Resources Department if there are questions.
3.3 Human Resources Records (Personnel, Medical and Similar Files)—OCSD's permanent
record of employee personal data and employment history.
Personnel Policies&Procedures Manual Page 1 of 5 Effective: 09/26/18
Policy 6.3, Privacy&HR Records
OCSD 18-18-222
4Z POLICY
4.1 An employee's personnel, medical, or similar file is OCSD's permanent record of that
individual's personal data and employment history, and as such is to be accurately
maintained and treated confidentially, to the extent allowed by law.
42 OCSD treats personal information about employees as confidential and respects the
need for protecting each employee's privacy by enforcing secure information handling
procedures on the part of all personnel whose job duties involve gathering, retaining,
using, or releasing personal information about OCSD employees.
43 OCSD collects and retains only such personal information as it needs to make
appropriate management decisions, administer programs, and satisfy compliance
requirements. OCSD takes all possible steps to make sure that all personal and job-
related information about employees is accurate, complete, and relevant for the intended
purpose.
4 4 Employee information is considered confidential and will not be disclosed to internal or
external parties without a business need-to-know. Internal use shall be limited to those
officers and employees of the organization that maintain confidential records or who have
a need for the information in the performance of their duties. If there is a question of
whether certain information is considered confidential, the employee should first check
with the Human Resources Department.
4.5 Employees have the right to informational privacy and the guarantee of certain privacy
rights, such as the right to be free from defamatory statements. OCSD prohibits the
unauthorized gathering, dissemination, or misuse of sensitive and confidential
information. This provision includes the unwarranted disclosure of the individual's private
life outside the realm of legitimate business or public interest, which would be construed
as offensive and objectionable to a reasonable person of ordinary sensibilities.
4.6 Employees have a personal responsibility to limit the disclosure of their own sensitive and
confidential information outside the context of"business necessity,"such as non-job
related medical information. If there is a question of whether certain information is
deemed a business necessity, the employee should contact the Human Resources
Department.
4,7 Pursuant to the Confidentiality of Medical Information Act(CMIA)and the Health
Insurance Portability and Accountability Act(HIPAA), OCSD will adhere to strict
confidentiality requirements in accordance with OCSD's HIPAA procedures manual with
respect to any medical information that has been obtained about an employee. Medical
information is any individually identifiable health information that is transmitted or
maintained in any form or medium, including electronically, on paper, or orally.
5.0 PROCEDURE
5.1 Security and Storage of Records
5.1.1 Employees who are required to gather, retain, use, or release personal record
information about other employees shall treat that information as confidential.
Secure handling procedures shall be used with personal employee information at
all times to ensure the highest integrity of such information
Personnel Policies& Procedures Manual Page 2 of 5 Effective: 09/26/18
Policy 6.3, Privacy& HR Records
OCSD 18-18-223
5.1.2 All paper based documents relating to OCSD's personnel record system are kept
in secure, locked files in the Human Resources Department. These files are
accessible only to authorized Human Resources Department staff and
executives, managers and supervisors who have a valid, demonstrable need to
obtain specific information from an employee's personnel record. Employees are
also granted access to their personnel files and records in accordance with
access procedures outlined Memorandums of Understanding (MOUs)and
section 5.3 of this policy. All personnel files must remain in the Human
Resources Department at all times.
5.1.3 All employee medical information is kept separately from personnel files in
secure, locked medical record files in the Risk Management Division. All
managers and supervisors are required to forward original medical
documentation pertinent to an OCSD employee, to the Risk Management
Division. Access to Medical Records is tightly controlled. Unless there is a
business necessity, medical information about an employee is supplied only to
the employee's designated physician in accordance with the employee's specific
written request.
5.2 Accuracy of Basic Employee Information
5.2.1 Maintenance of an employee's payroll status, insurance coverage, and other
benefit entitlements is dependent upon accurate information.
5.2.2 Employees are responsible for immediately notifying the Human Resources
Department of any changes in their personal status, including, but not limited to
the following categories:
• Name
• Telephone Number
• Home Address
• Emergency Contact Information
5.3 Access to Personnel Records
5.3.1 Internal Disclosures and Uses of Personnel File Information
5.3.1.1 Managers/Supervisors: Managers and supervisors may only have
access to personal employee information and personnel files on a
business need-to-know basis. A manager or supervisor considering
the hire of a former employee or transfer/promotion of a current
employee may be granted access to the appropriate personnel file.
5.3.1.2 Current and Former Employees: Employees can review and obtain
copies of the information contained in their own personnel file.
OCSD reserves the right to remove certain sensitive documents,
including pre-employment background reports; letters of reference;
and management planning documents such as succession or
promotion plans. Current and former employees interested in
reviewing and/or obtaining copies of items contained in their
personnel file should contact the Human Resources Department and
provide at least a three-day notice requesting to schedule a mutually
convenient time for an appointment. Personnel files may not be
Personnel Policies&Procedures Manual Page 3 of 5 Effective: 09/26/18
Policy 6.3, Privacy& HR Records
OCSD 18-18-224
taken outside of the Human Resources Department. A Human
Resources Department representative shall always be present while
an employee is examining his/her personnel file.
5.3.1.3 Accuracy of Information: If an employee has concerns about the
accuracy, completeness or fairness of materials contained in
personnel files, the employee may submit a written request to the
Director of Human Resources for review of the information in
question. The Director of Human Resources will judge the merits of
the request and will respond to the employee.
5.3.2 External Disclosures and Uses of Personnel File Information
5.3.2.1 Employment Verifications: OCSD will verify, to non-governmental
agencies, the employment status (e.g. dates of employment and
positions held) of former or current employees. No other information
will be provided unless OCSD has received a written request to do
so from the employee involved.
5.3.2.2 Pre-employment Verifications: OCSD will ensure that all inquires
into an applicant's privacy are narrowly tailored to ascertain the
applicant's ability to perform the essential duties of the position and
intrude as minimally as possible into their private affairs. in no
situation will an applicant be disqualified from entering or pursuing a
profession, vocation, or employment because of sex, sexual
orientation, race, creed, color, national origin, or any other legally
protected classification. Hiring decisions are made on a case-by-
case basis, which include the totality of an applicant's background
within the guidelines of the law. All information received will follow
the guidelines set forth in Security and Storage of Records section.
5.3.2.3 Bargaining Units: OCSD will provide to the union representing an
employee information related to the employee's seniority date,job
classification, wage rate, hours of employment, benefit information
and such other data as OCSD deems necessary and appropriate in
support of the collective bargaining process. OCSD will also provide
such other personal and confidential information as the employee
shall direct OCSD to disclose.
5.3.2.4 Governmental Agencies: On occasion, OCSD must provide
information and data from its personnel records and files to federal,
state and local government agencies in accordance with
recordkeeping and reporting requirements imposed by such
agencies. In instances where representatives of government or law
enforcement agencies request information beyond that which is
normally required, the decision to provide the information will be
made at the discretion of the Human Resources Department.
6.0 EXCEPTIONS
7.0 PROVISIONS AND CONDITIONS
7.1 E-mail, Internet, and other records maintained on OCSD computers are not generally
considered confidential employee records.
Personnel Policies& Procedures Manual Page 4 of 5 Effective: 09/26/18
Policy 6.3, Privacy&HR Records
OCSD 18-18-225
8.0 RELATED DOCUMENTS
8.1 California Constitution
8.2 California Public Records Act, Government Code Section 6250-6270
8.3 Confidentiality of Medical Information Act, Civil Code 56
8.4 Health Insurance Portability and Accountability Act 42 U.S.0 1301
8.5 Policy 5.10, Wireless/Electronic Communications (WEC)
8.6 Policy 5.20, Substance Abuse
8.7 Safety-SOP-101.4: Access to Employee Medical Records
Personnel Policies& Procedures Manual Page 5 of 5 Effective: 09/26/18
Policy 6.3, Privacy& HR Records
OCSD 18-18-226
Orange County Policy Number: 6.4
Y •'e h9 'x5
Sanitation District Effective Date: September 26, 2018
`- Personnel Policies
Subject: Problem Solving Supersedes: November 11, 2011
Procedure
Approved by: General Manager
1.0 PURPOSE
1 1 The purpose of this policy is to establish uniform guidelines and procedures for application
of Orange County Sanitation District's (OCSD's) Problem Solving Procedure.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all OCSD employees in all organizational units and departments,
unless otherwise specified.
3.0 DEFINITIONS
4.0 POLICY
4.1 It is OCSD's policy to encourage and facilitate the resolution of employee concerns in a
responsive, timely and fair manner.
5.0 PROCEDURE
5.1 Employees may bring problems to the attention of management through the Problem-
Solving Procedure. This procedure may be used to attempt to resolve issues that are not
subject to the Grievance Procedure,
5.2 The problem solving procedure consists of the following steps, unless otherwise stipulated
by an employee's affiliated bargaining unit Memorandum of Understanding (MOU).
5.3 Step 1. Employees must submit concerns in writing to their supervisor, or designee, within
ten (10) days of the occurrence of the event giving rise to the complaint or within ten (10)
days from the time that the employee became aware of such event. The supervisor, or
designee, will review the situation or decision, and provide a written response within five (5)
business days from the date they were notified of the problem.
54 Step 2. If the problem is not resolved to the employee's satisfaction, a written statement
concerning the problem may be filed with the Director of Human Resources or designee,
within ten (10) business days of receipt of the supervisor's decision. Upon request by
either party, a meeting may be held to define issues and establish the remedies sought.
The employee will be provided with a written response within ten (10) business days after
his/her statement is received. Time limits may be extended for cause upon mutual consent
of the parties. The decision of the Director of Human Resources, or designee, is final.
Personnel Policies& Procedures Manual Page 1 of 2 Effective: 09/26/18
Policy 6.4, Problem Saving
OCSD 18-18-227
6.0 EXCEPTIONS
6.1 This procedure is not applicable to issues subject to the Grievance Procedure.
6.2 This procedure is not applicable to discipline imposed under Policy 5.2, Discipline.
7.0 PROVISIONS AND CONDITIONS
8.0 RELATED DOCUMENTS
8.1 Policy 6.5, Grievance Procedure
Personnel Policies&Procedures Manual Page 2 of 2 Effective: 09/26/18
Policy 6.4, Problem Saving
OCSD 18-18-228
Orange County policy Number: 6.5
Sanitation District
Personnel Policies
Effective Date: September 26, 2018
Subject: Grievance Procedure Supersedes: November 14, 2011
Approved by: General Manager
1.0 PURPOSE
1 A The purpose of this policy is to establish uniform guidelines and procedures for use in
administration of Orange County Sanitation District's (OCSD's) Grievance Procedure.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all OCSD employees in all organizational units and departments
unless otherwise specified.
3.0 DEFINITIONS
3.1 Grievance is a complaint that management has violated a specific written provision of a
Memorandum of Understanding (MOU).
4.0 POLICY
4.1 It is the policy of OCSD to allow a Grievance to be brought to the attention of OCSD by an
individual employee or by a recognized employee organization.
5.0 PROCEDURE
5 1 Employees are encouraged, prior to bringing forward a formal Grievance, to discuss the
issue with the Director of Human Resources, or designee, in an effort to bring about an
informal resolution.
Grievances brought by two (2) or more employees, and concerning the same incident,
issue, or course of conduct, or multiple Grievances brought by the same employee may,
upon mutual agreement between OCSD and the employees or recognized employee
organization, be consolidated for the purposes of this procedure. An employee shall have
the right to be represented at all steps of the Grievance Procedure by another employee
within the same employee group or by a representative of the recognized employee
organization.
5.3 Any reference to days in this article implies business days.
5.4 A copy of each written communication on a Grievance will be filed with the Director of
Human Resources or designee, unless otherwise specified by an employee's affiliated
bargaining unit MOU.
5-5 The Grievance procedure shall consist of the following steps, unless otherwise stipulated
by an employee's affiliated bargaining unit MOU.
5.5.1 Step 1. An employee who has a complaint shall attempt to resolve it with his/her
immediate supervisor, or designee, within five(5)days of the occurrence of the
event giving rise to the complaint. The supervisor, or designee, shall attempt to
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Policy 6.5, Grievance Procedure
OCSD 18-18-229
resolve the issues surrounding the complaint, and respond to the employee within
five (5) days.
5.5.2 Step 2• If the Grievance is not settled informally at Step 1, it may be presented in
writing to the employee's Division Manager or designee. This request for formal
review must be presented on a form provided by OCSD within five (5) days of the
conclusion of Step 1. The written Grievance must:
5.5.2.1 Identify the specific management act to be reviewed;
5.5.2.2 Specify how the employee was adversely affected;
5.5.2.3 List the specific provisions of the MOU that were allegedly violated, and
state how they were violated;
5.5.2.4 Specify the remedy requested;
5.5.2.5 Provide the date of attempts at informal resolution and the name of the
supervisor or individual involved.
5.5.3 The Division Manager, or designee, shall respond in writing to the employee within
ten (10) days after the date the Grievance is received.
5.5.4 Step I If a Grievance is not settled under Step 1 or 2, it may be presented to the
employee's Department Director, or designee, for review and written response.
The request for formal review must be presented on a form provided by OCSD
within five (5) days of the conclusion of Step 1 or 2, and must contain the
information specified in Step 2. The employee's Department Director, or designee,
shall respond in writing to the employee within ten (10) days after the date the
Grievance is received.
5.5.5 Step 4• If the Grievance cannot be resolved under Step 3, it may be presented to
the Assistant General Manager, or designee, within five (5) days from the date the
Step 3 finding was issued. The Assistant General Manager, or designee, shall
respond in writing to the employee within ten (10) days after the date the Grievance
is received.
5.5.6 Step 5•Appeal to the General Manager, or designee, is the final step in the
Grievance Procedure. If the Grievance cannot be resolved under Step 4, it may be
presented to the General Manager, or designee, on a form provided by OCSD
within five (5) days from the date the Step 4 finding was issued. The General
Manager, or designee, shall respond in writing to the employee within ten (10) days
after the date the Grievance is received. The decision of the General Manager, or
designee, is final.
5.6 Failure of a management representative to respond within the prescribed time limit shall
provide a basis for the employee to appeal to the next step. If a Grievance is not presented
or appealed to the next level within the specified time limits, it shall be considered settled
on the basis of the preceding response. The Director of Human Resources may be
petitioned in writing to waive the step or time requirements provided sufficient cause exists.
Time limits may also be extended at any step by the applicable OCSD representative
responding to the Grievance.
6.0 EXCEPTIONS
6.1 A Grievance may not be brought by OCSD through this procedure.
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Policy 6.5, Grievance Procedure
OCSD 18-18-230
7.0 PROVISIONS AND CONDITIONS
7.1 General Provisions. An employee shall be given reasonable time off, with advance
approval of his or her supervisor or designee, to investigate and process a Grievance.
When an employee is represented by a recognized employee organization, that
organization may designate one (1) employee to investigate and process the Grievance.
The employee representative shall be given reasonable time off, with the advance approval
of his or her supervisor or designee, to perform this duty. Time off for investigating and
processing a Grievance shall be without loss of pay. Absence from work will be approved
only if it does not disrupt OCSD's operations. If the time requested cannot be provided,
another time will be arranged.
7.2 Discipline imposed under Policy 5.2, Discipline is not reviewable as a Grievance under this
procedure.
8.0 RELATED DOCUMENTS
8.1 Policy 6.4, Problem Solving
Personnel Policies&Procedures Manual Page 3 of 3 Effective: 09/26/18
Policy 6.5, Grievance Procedure
OCSD 18-18-231
Orange County
Policy Number: 7.1
Sanitation District Effective Date: September 26, 2018
Personnel Policies
Subject: Miscellaneous Provisions Supersedes: June 8, 2011
Approved by: General Manager
1.0 PURPOSE
1.1. The purpose of this policy is to establish the uniform guidelines and procedures for use in
the development and administration of Orange County Sanitation District's (OCSD)
Personnel Policies and Procedures Manual
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 All Orange County Sanitation District employees.
3.0 DEFINITIONS
4.0 POLICY
41 The General Manager, or his or her designee, is authorized to develop, administer,
modify and amend written OCSD personnel policies and procedures in order to augment,
clarify or otherwise provide for the proper implementation of the provisions of OCSD's
personnel policies and procedures, resolutions, rules and regulations adopted by the
Board of Directors.
5.0 PROCEDURE
6.0 EXCEPTIONS
7.0 PROVISIONS AND CONDITIONS
8.0 RELATED DOCUMENTS
Personnel Policies&Procedures Manual Page 1 of 1 Effective 09/26/18
Policy 7.1, Miscellaneous Provisions
OCSD 18-18-232
Orange County Policy Number: 7.2
' Sanitation District Effective Date: September 26, 2018
Personnel Policies
Subject: IDEA Program Supersedes: June 8, 2011
Approved by: General Manager
1.0 PURPOSE
1 1 The purpose of this policy is to establish uniform guidelines and procedures for the
Incentives (for) District's Employees Achievements (IDEA) Program.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all Orange County Sanitation District(OCSD) employees up to and
including first-line supervisors regardless of organizational unit.
3.0 DEFINITIONS
4.0 POLICY
41 It is the policy of OCSD to recognize and reward employees' suggestions and ideas for
enhancing or improving OCSD procedures on working conditions, work methods
(practices), or OSHA compliance.
5.0 PROCEDURE
5.1 Each IDEA proposal should be submitted on a separate IDEA form through the
Program's Intranet site.
5.2 All pertinent attachments should be included with each submission.
5.3 All completed IDEA forms should include specific information describing how the
proposal could be accomplished in sufficient detail to permit an adequate evaluation of
the proposal.
5.4 All completed forms shall be submitted to the IDEA Screening Committee through the
Program's Intranet site.
5.5 Once the IDEA Screening Committee receives a completed IDEA form, a tracking
number will be assigned and this number will become visible on the Program's Intranet
site.
5.6 The tracking number should be referenced whenever following up on the IDEA proposal.
5.7 If additional information about the submission is requested by the IDEA Screening
Committee, the employee has sixty(60) days from the date of request to comply with this
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Policy 7.2, IDEA Program
OCSD 18-18-233
information or the IDEA proposal will be considered void. If this additional information
requires an extended period of time to accumulate, the employee can request an
extension through IDEA Screening Committee.
5.7.1 All safety-related IDEA proposals will be directed to the Risk Management
Division.
5.7.2 A safety-related IDEA proposal may receive a Safety Award or it may be
directed to the IDEA Screening Committee for compliance evaluation.
5.7.3 If an employee identifies a hazard that could lead to injury, it is the employee's
responsibility to report the unsafe practice or condition to their immediate
supervisor.
6.0 EXCEPTIONS
7.0 PROVISIONS AND CONDITIONS
71 IDEA Screening Committee Functions.
7.1.1 The IDEA Screening Committee will include at least one (1) representative from
each department, including a representative from the Risk Management Division.
7.1.2 The IDEA Screening Committee will evaluate projects, approve or deny IDEA
proposals, interact with the other divisions, and establish award amounts for
successful IDEA proposals. All IDEA proposals approved by the IDEA Screening
Committee will need final approval by the General Manager or designee.
7.1.3 The IDEA Screening Committee will meet monthly to evaluate IDEA proposals
submitted the previous month.
7.1.4 The employee(s) submitting the IDEA proposal will be notified by the IDEA
Screening Committee if their IDEA proposal is approved, denied, or considered
ineligible.
7.1.5 An IDEA proposal is valid only if submitted within sixty (60) days of
implementation.
7.2 Approval/Deny Criteria.
7.2.1 The following criteria shall be used for approving or denying an IDEA proposal:
7.2.1.1 Utility
7.2.1.2 Economic viability
7.2.1.3 Reductions in materials, supplies, equipment or work hours
7.2.1.4 Effect on plant reliability
7.2.1.5 Effect on individual departments
7.2.1.6 Effect on processes
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Policy 7.2, IDEA Program
OCSD 18-18-234
7.2.1.7 Impact on budgets and implementation cost
7.2.1.8 Intangible benefits such as improved adherence to safety compliance,
better method, higher employee morale, improved service, improved
public relations
7.2.1.9 The IDEA proposal is beyond the scope of the employee's normal duties
and responsibilities
7.3 Awards and Recognition
7.3.1 Successful IDEA proposals that are determined by the IDEA Screening
Committee to offer cost savings will be entitled to an award equivalent of 10
percent of the initial first year's projected savings—up to a maximum of$4,000.
7.3.2 Approved IDEA proposals with intangible benefits may be awarded in sum
amounts up to $2,000 as deemed appropriate by the IDEA Screening
Committee. Approved team-project proposal awards will be shared equally by
the employees whose signatures appear on the submitted IDEA proposal form.
In some cases, non-monetary compensation will also be considered.
8.0 RELATED DOCUMENTS
83 Procedures and Forms—IDEA
8.4 Safety-POL-101: Injury& Illness Prevention Program.
Personnel Policies& Procedures Manual Page 3 of 3 Effective: 09/26/18
Policy 7.2, IDEA Program
OCSD 18-18-235
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