EMPLOYEE HANDBOOK
WELCOME Welcome to the Village of Pinehurst! An interesting and challenging experience awaits you as a member of our team. This booklet has been prepared for the current and future employees of the Village of Pinehurst, under the authority of Chapter 160A, Article 7, of the General Statutes of North Carolina. The purpose is to give you information about the Village of Pinehurst employee policies, procedures, benefits, and expectations. The information in this booklet provides a general overview and is not intended to be comprehensive or to address all the possible applications of, or exceptions to, the general guidelines described. Should you need more detail about a particular policy, please refer to the Policies and Procedures section of the Document Library on the VOP Intranet. Details of benefits and summary plan descriptions are also available from Human Resources. You should read this booklet carefully and familiarize yourself with the contents. You will also want to keep it in a convenient location for future reference. Now that you are an employee of the Village of Pinehurst, you have a direct responsibility to the residents of the Village and the Extraterritorial Jurisdiction (ETJ). The public is your employer, and your work and conduct will always be subject to public scrutiny and your contact with residents will often be the basis upon which the Village of Pinehurst is judged. Your job with the Village is very important and the residents are relying on you for efficient, effective, and courteous service.
Welcome to the Village of Pinehurst Team!
In the event there are any inconsistencies between this Handbook and actual policies/law, policies/law shall govern. This book is not intended to create a property interest in continued employment or to provide an exception to the “employment-at-will” rule.
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Table of Contents Role of the Village Council ....................................................................................................................... 9 Role of the Village Manager .................................................................................................................... 9 Role of the Human Resources Director ................................................................................................. 10 SECTION 2: EMPLOYMENT GUIDELINES .................................................................................................... 12 Equal Employment Opportunity ............................................................................................................ 12 Background Investigations ..................................................................................................................... 12 After Your Job Offer ............................................................................................................................... 12 Employment Classifications ................................................................................................................... 12 Onboarding ............................................................................................................................................. 13 Introductory Period ................................................................................................................................ 13 Hours of Work ........................................................................................................................................ 13 Job Duties ............................................................................................................................................... 14 Job Postings ............................................................................................................................................ 14 Multiple Positions .................................................................................................................................. 14 Non-Discrimination and Harassment Free Environment ...................................................................... 14 Secondary Police Employment .............................................................................................................. 15 Outside Employment ............................................................................................................................. 16 Political Activity ...................................................................................................................................... 16 Volunteering ........................................................................................................................................... 16 Employment of Relatives ....................................................................................................................... 16 Employee References/Verifications of Employment ............................................................................ 16 Rehire ...................................................................................................................................................... 16 SECTION 3: EMPLOYEE RELATIONS ............................................................................................................ 18 Annual Employee Health Requirements ............................................................................................... 19 Bulletin Boards ....................................................................................................................................... 19 Personnel Files ........................................................................................................................................ 19 Personal Appearance ............................................................................................................................. 19 Customer Service .................................................................................................................................... 20 Personal Communications ..................................................................................................................... 20 Change of Personal Status ..................................................................................................................... 20 Absenteeism and Tardiness ................................................................................................................... 20
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Severe Weather and Other Emergency Situations ................................................................................ 21 Alcohol and Drug-Free Environment ..................................................................................................... 21 Workplace Searches ............................................................................................................................... 22 Workplace Violence ............................................................................................................................... 22 Weapons ................................................................................................................................................. 23 Smoking and Tobacco Use ..................................................................................................................... 23 Employee Assistance Program and Work-Life Services ........................................................................ 23 Solicitation and Distribution of Literature ............................................................................................ 23 E-Mail and Internet Access .................................................................................................................... 23 Vendors and Suppliers ........................................................................................................................... 24 Gifts, Gratuities and Rebates ................................................................................................................. 24 VOP Property .......................................................................................................................................... 24 Equipment Usage ................................................................................................................................... 24 Corrective Actions .................................................................................................................................. 25 Grievance Policy ..................................................................................................................................... 25 SECTION 4: BENEFITS .................................................................................................................................. 27 Health Insurance .................................................................................................................................... 27 Benefits Continuation (COBRA) ............................................................................................................. 27 Group Life Insurance .............................................................................................................................. 27 Local Governmental Employees’ Retirement Plan ................................................................................ 27 401(k) Plan .............................................................................................................................................. 28 457(b) Supplemental Savings Plan ........................................................................................................ 28 529 College Savings Plan ........................................................................................................................ 28 Social Security ......................................................................................................................................... 28 Educational Assistance ........................................................................................................................... 28 Unemployment Compensation .............................................................................................................. 28 Other Employee Benefits ....................................................................................................................... 29 Courtesy Discount .................................................................................................................................. 29 SECTION 5: COMPENSATION ...................................................................................................................... 31 Direct Deposit ......................................................................................................................................... 31 Work Week/Pay Day .............................................................................................................................. 31 Signing In/Signing Out ............................................................................................................................ 31
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Overtime ................................................................................................................................................. 31 Performance Management Reviews ..................................................................................................... 32 Rest Periods ............................................................................................................................................ 32 Meal Periods ........................................................................................................................................... 32 Pay Corrections ....................................................................................................................................... 32 Pay Advances .......................................................................................................................................... 32 Payroll Deductions ................................................................................................................................. 33 Garnishments and Support Orders ........................................................................................................ 33 Employee Referral Program ................................................................................................................... 33 SECTION 6: TIME AWAY FROM WORK ....................................................................................................... 35 Vacation .................................................................................................................................................. 35 Sick Leave ................................................................................................................................................ 36 Use of Sick Leave .................................................................................................................................... 37 Holidays .................................................................................................................................................. 38 Shared Vacation Leave ........................................................................................................................... 38 Time Off to Vote ..................................................................................................................................... 38 Bereavement (Funeral) Leave ................................................................................................................ 39 Jury Duty or Witness Leave .................................................................................................................... 39 Family and Medical Leave of Absence (FMLA) ...................................................................................... 39 Personal Leave of Absence .................................................................................................................... 40 Military Leave ......................................................................................................................................... 41 Nursing Mothers in the Workplace ....................................................................................................... 41 SECTION 7: END OF EMPLOYMENT ............................................................................................................ 43 Resignations and Retirements ............................................................................................................... 43 Return of Property ................................................................................................................................. 43 Final Paycheck ........................................................................................................................................ 43 Exit Interviews ........................................................................................................................................ 43 SECTION 8: RISK MANAGEMENT & SAFETY, WORKERS’ COMPENSATION .............................................. 45 Risk Management/Safety ...................................................................................................................... 45 Employee Injury Reports ........................................................................................................................ 45 Workers’ Compensation Insurance ....................................................................................................... 45 ADDENDUM 1: SAFETY MANUAL ............................................................................................................... 46
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Forward ................................................................................................................................................... 46 Management Commitment Policy Statement ...................................................................................... 46 Safety Program Goals ............................................................................................................................. 47 Section 1.1 Safety Policy and Procedures .............................................................................................. 48 Job Hazard Analysis (JHA) .................................................................................................................. 48 Safety Data Sheets ............................................................................................................................. 48 Personal Protective Equipment (PPE) ................................................................................................ 48 PPE Standards ..................................................................................................................................... 49 Proper Dress for Work ........................................................................................................................ 51 Departmental Inspections .................................................................................................................. 51 Section 1.2 Safety and Health Training .................................................................................................. 53 Safety and Health Orientation ........................................................................................................... 53 Job-Specific Training ........................................................................................................................... 53 Formal Safety Training ....................................................................................................................... 53 Section 1.3 First Aid Procedures ............................................................................................................ 55 Minor First Aid Treatment ................................................................................................................. 55 Non-Emergency Medical Treatment .................................................................................................. 55 Emergency Medical Treatment .......................................................................................................... 55 Section 1.4 General Safety Rules ........................................................................................................... 56 Driving Rules and Regulations ........................................................................................................... 56 Parking/Inspection/Security of Vehicles ........................................................................................... 57 Equipment Operation ......................................................................................................................... 58 Ladder Safety ...................................................................................................................................... 58 Special Equipment .............................................................................................................................. 59 Outside Contractors ........................................................................................................................... 59 Operations in the Public Right of Way .............................................................................................. 60 Pedestrian Safety ............................................................................................................................... 60 Office Safety ....................................................................................................................................... 60 Specific Prohibited Actions ................................................................................................................ 61 Drugs and Alcoholic Beverages .......................................................................................................... 61 Wearing of Jewelry ............................................................................................................................. 61 Section 1.5 Safety Administration ......................................................................................................... 62
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Assignment of Responsibilities .......................................................................................................... 62 Vehicle Investigation Procedures ...................................................................................................... 63 On-the-job Injury Procedures ............................................................................................................ 64 Acknowledgements .................................................................................................................................... 66 Employee Handbook Acknowledgement and Receipt .......................................................................... 66
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Section 1 Introduction
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SECTION 1: INTRODUCTION
Role of the Village Council The Village Council is ultimately responsible for establishing and approving the position classification and pay plan. The Village Council may change certain policies, position classification, and pay plan and benefits provided by the Village as necessary. They have delegated the approval of human resources and other administrative policies to the Village Manager. They also make and confirm appointments when specified by the general statutes. Role of the Village Manager The Village Manager is responsible to the Village Council for the administration of the Human Resources function including approval of human resources policies. The Village Manager appoints, suspends, and removes all Village officers and employees except those elected by the people, or whose appointment is otherwise provided for by law.
The Village Manager or designee is responsible for: a)
making rules and revisions to the Human Resources function;
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b) making changes as necessary to maintain an up-to-date and accurate position classification plan which includes job titles and job descriptions; c) recommending necessary revisions to the pay plan which includes pay grades and positions assigned to each pay grade; d) determining which employees shall be subject to the overtime provisions of FLSA; e) developing and administering such recruiting programs as may be necessary to obtain an adequate supply of competent applicants to meet the needs of the Village; f) performing other duties as assigned by the Village Council not inconsistent with this policy; and g) appointing a Human Resources Director to carry out the day-to-day Human Resources administration for the Village. Role of the Human Resources Director The responsibilities of the Human Resources Director are to act as the Village Manager’s designee and/or to make recommendations regarding the following: a) recommend rules, procedures, and revisions to the Human Resources function to the Village Manager for consideration; b) recommend changes as necessary to maintain an up-to-date and accurate position classification plan; c) recommend necessary revisions to the pay plan; d) recommend which employees are subject to the overtime provisions of FLSA; e) maintain a roster of all persons in the Village’s service; f) establish and maintain a list of authorized positions in the municipal service at the beginning of each budget year, which identifies each authorized position, class title of position, salary range, any changes in class title and status, position number and other such data as may be desirable or useful; g) develop and administer such recruiting programs as may be necessary to obtain an adequate supply of competent applicants to meet the needs of the Village; h) develop and coordinate training and educational programs for the Village employees; i) investigate periodically the operation and effect of the Human Resources provisions of this policy; and j) perform such other duties as assigned by the Village Manager, not inconsistent with this Policy.
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Section 2 Employment Guidelines
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SECTION 2: EMPLOYMENT GUIDELINES
Equal Employment Opportunity The VOP does not discriminate in any way or deprive any person of employment opportunities or otherwise adversely affect the status of any employee because of race, color, religion, sex or gender (including pregnancy, childbirth, and pregnancy-related conditions), national origin, age, disability, citizenship, genetic information, sexual orientation, gender identity or expression, or any other characteristic protected by law. In addition, the organization complies with all applicable federal, state, and local laws governing nondiscrimination in employment. This applies to all terms and conditions of employment including, but not limited to, hiring, placement, promotion, termination, layoff, recall, leave of absence, compensation and training. Background Investigations The VOP performs a reference and background investigation which may include, but is not limited to, any of the following: prior employment, education, a credit check, a criminal records search, a driving history check, and status of driver’s license. Applicants or employees whose background checks reveal adverse information, or who are found to have falsified information by misrepresentation or falsification of facts on their application, are subject to discharge or non-selection for employment. Periodic updates of these background investigations may be performed at the discretion of the VOP, or as required by law. After Your Job Offer As a condition of continued employment, employees in safety sensitive positions (i.e. police officers, firefighters, etc.) are subject to random drug screens in accordance with the Drug Free Workplace Act. All required documentation pertaining to proof of identity and eligibility to work in the United States must be submitted at the time of hire and updated as required by law. It is your responsibility to keep this information current by notifying the Human Resources Department of any changes in your employment eligibility status.
Employment Classifications There are four classifications of employees:
Full Time Regular Employee – An employee who is regularly scheduled to work an average of 37.5 or more hours per week, on either a fixed or flexible schedule. Part Time Regular Employee – An employee who is regularly scheduled to work an average of at least 20 hours per week, but less than 37.5 hours per week, on either a fixed or flexible schedule. On Call, Seasonal, or Reserve Employee – An employee who does not have a regular schedule of hours per week, but works when needed and available as “supplemental staff”.
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In addition, all employees are designated as either of the following:
Exempt - An employee who is exempted from the minimum wage and overtime pay provisions of applicable federal and/or state wage and hour laws. Non-exempt - An employee who is eligible for minimum wage and overtime pay pursuant to the provisions of applicable federal or state wage and hour laws. Onboarding All newly hired employees will meet with a Human Resources representative during their first week of employment to complete benefit enrollment information and provide other necessary information for setting up the employee’s Human Resources file and payroll account. The department head or designated department representative will conduct department and job specific orientation over the course of several weeks. Introductory Period Your first six months of employment are considered an introductory period. This period provides a time for a new employee to get acquainted with the VOP and the VOP to get acquainted with you. Completion of this introductory period does not alter the at-will relationship and does not indicate a guarantee of continued employment. Employment remains, at all times, on an at-will basis. If you are promoted or transferred into a new position, you will be subject to a new six-month introductory period in your new position. If the VOP determines that you are not well-suited to your new position, you may return to your previous job, if available, or be placed elsewhere within the VOP if a suitable job opening is available. If no position is available, you may be terminated. Completion of this introductory period following promotion or transfer does not alter the at-will relationship and does not indicate a guarantee of continued employment. Your supervisor will meet with you for coaching sessions during the introductory period and will confirm whether you have successfully completed the introductory period or if an extension is necessary. Extensions may vary from one to three months. New hires, promoted, or transferred employees will not be eligible for a salary review at the end of the introductory period unless there is a prior written agreement. Refer to Performance Management Reviews in the Compensation section for additional details. Hours of Work A typical work schedule for full-time and administrative employees is 37.5 – 40 hours each week. Police officers and firefighters work a 28-day work cycle with shifts varying from 12 to 24 hours. Various factors such as department scheduling, workload, operational efficiency, and staffing needs may require variations in the beginning and ending times and total hours worked each day or pay period. From time- to-time employees may be required to work more than 40 hours per week or more than their customary schedule. When these instances do occur, non-exempt employees will be compensated for all hours worked in compliance with the applicable local, state and federal laws governing wage payment. Refer to the Overtime and Compensatory Time Policy for additional details.
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Job Duties During your six-month introductory period, your supervisor will review your job responsibilities and job performance standards expected of you. Be aware that your job responsibilities may change at any time during your employment. From time-to-time you may be asked to perform additional work necessary to the operation of your department or the Village. Your cooperation and assistance in performing such additional work is expected. A current position description will be maintained and will be accessible to you. Job Postings Open positions are ordinarily posted for at least seven days. The VOP may also simultaneously advertise for internal and external applicants. Multiple Positions If you work for more than one VOP department, all hours worked at the VOP must be aggregated for overtime consideration if you are a non-exempt employee. An employee working simultaneously for the VOP as both an active employee and as an independent contractor, must be able to provide a tax identification number and establish the presence of a bona fide independent contractor relationship for work other than that performed as an active employee of the Village. Non-Discrimination and Harassment Free Environment The VOP is committed to a work environment in which all individuals are treated with respect and dignity. Everyone has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits unlawful discriminatory practices, including harassment. This applies to all applicants and employees, whether related to conduct between fellow employees or between employees and someone not employed by the VOP such as an outside vendor, consultant or customer. It is the VOP’s policy to support a work environment characterized by mutual trust, and the absence of intimidation, oppression and exploitation. Unlawful discrimination or harassment of any kind against any employee will not be tolerated. Discrimination The VOP prohibits any discrimination, harassment or retaliation. Retaliation The VOP encourages reporting of all perceived incidents of discrimination or harassment. Any such reports will be promptly and thoroughly investigated according to policy. Retaliation against any individual who reports discrimination or harassment or participates in an investigation is prohibited. Harassment Harassment is verbal, written or physical conduct that denigrates or shows hostility, aggression or aversion toward any individual. This includes, but is not limited to, harassment based on race, color, religion, sex or gender (including pregnancy, childbirth, and pregnancy-related conditions), national origin, age, disability, citizenship, genetic information, sexual orientation, gender identity or expression, or any other characteristic protected by law.
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Sexual Harassment As stated in the Equal Employment Opportunity Guidelines, sexual harassment is defined as unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature when: • Submission to such conduct is made either explicitly or implicitly as a term or condition of an individual’s employment, or • Submission to or rejection of such conduct by an individual is used as a basis for employment decisions affecting such individual, or • Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive working environment. Title VII of the Civil Rights Act of 1964 recognizes two types of sexual harassment: quid pro quo and hostile work environment. Reporting Procedure Employees who believe they have been subjected to incidents of discrimination, harassment or retaliation or believe that they have witnessed such conduct by anyone, including a manager, supervisor, co-worker, employee, contractor, vendor, customer or visitor should immediately report the matter to a supervisor or manager or the Human Resources Director. The VOP will promptly investigate all allegations of discrimination, harassment, or retaliation. This 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. The Village will maintain confidentiality throughout the investigatory process, as allowed by state law, to the extent consistent with adequate investigation and appropriate corrective action. Any employee who is determined, after such an investigation, to have engaged in harassment, discrimination or retaliation in violation of VOP policy will be subject to appropriate disciplinary action, up to and including termination of employment. Furthermore, retaliation in any form against any person who exercises their right to make a legitimate complaint or who cooperates in the investigation of such complaints, is strictly prohibited and will be cause for appropriate disciplinary action, up to and including termination. If the employee feels that a supervisor or member of management has acted inconsistently with the policy, or if the employee feels that their complaint has not been handled to their satisfaction, the employee should contact the Human Resources Director and may appeal to the Village Manager. An employee should not assume that the VOP is aware of a problem. Failure to report potentials claims of harassment, discrimination or retaliation hampers the VOP’s ability to take necessary steps to remedy such situations. It is every employee’s responsibility to bring complaints and concerns to the VOP’s attention so the problem can be resolved. Refer to the Nondiscrimination and Anti-Harassment Policy or the Ethics Policy for additional details. Secondary Police Employment Police officers may work for other employers during non-working hours that may require a sworn police officer to make an arrest as part of the job responsibilities. This work may not interfere with your duties
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at the VOP and must not be conducted during scheduled Village work time. Officers are required to complete a Secondary Police Employment form and secure appropriate approvals prior to beginning secondary employment. Outside Employment Employees may also work for other employers during non-working hours. Other employment must not interfere with Village employment and must not be a conflict of interest. Employees must complete a Request for Outside Employment and secure appropriate approvals prior to beginning outside employment. Political Activity Employees may join organizations of a partisan or political nature, attend political meetings, and advocate/support political organizations. However, these activities cannot interfere with work responsibilities at the VOP and should not be conducted during Village work time and should not be represented or perceived as political endorsements. Refer to the Ethics Policy for additional details. Volunteering The VOP supports and encourages employee volunteerism; however, these activities cannot interfere with your job performance at the VOP. Employment of Relatives The employment of relatives is permissible, as long as such employment does not occur within the same department, create an actual or perceived conflict of interest and no direct reporting relationship exists. Should a relative apply for a position with the VOP, the current employee is required to advise Human Resources as soon as they become aware of the situation. Failure to disclose this information may be grounds for termination. Relatives include spouse or significant other, parent/step-parent, child/step-child, grandchild, sibling/step-sibling, grandparent, aunt, uncle, niece, nephew, in-law (father, mother, son, daughter, brother, sister), or a legal dependent of the employee residing in same household. Seasonal and on-call employees may work in the same department as a related employee; however, there can be no actual or perceived conflict of interest and no direct reporting relationship. Refer to the Employment of Relatives Policy for additional details. Employee References/Verifications of Employment All reference requests must be directed to the Human Resources Department. No other manager, supervisor or employee is authorized to release references for current or former employees. The VOP typically discloses only information that is considered public record unless authorized in writing by that individual to release certain other information. Rehire If you leave employment with the VOP in compliance with the resignation guidelines for adequate notice, etc., and you are rehired, your seniority and accrued unused sick bank may be restored. All former employees will be required to satisfy the current benefit plan waiting periods, and successful
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completion of a new drug screen will be necessary. Refer to the Service Credit for Transfer or Rehire Policy for additional details.
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Section 3
Employee Relations
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SECTION 3: EMPLOYEE RELATIONS
Annual Employee Health Requirements You may be required to complete certain health screenings and testing, annually, related to your job, in compliance with federal and state guidelines. Health files are maintained in the Human Resources Department, separate from your regular personnel file. Bulletin Boards Bulletin and communication boards are located throughout the VOP departments and on the Intranet. These bulletin boards are intended to communicate information relating to special announcements, employment laws, job postings and other official business. You are responsible for reading the notices on the bulletin boards and will be held responsible for the observance of all rules and regulations posted. These bulletin boards are for VOP use and employees are not permitted to post personal notices that violate the Solicitation and Distribution of Literature section of this Handbook. Personnel Files Current employees may request access to their personnel files in the presence of a Human Resources representative. Appropriate notice (24-hrs) should be given to the Human Resources Department to schedule a file review during regular business hours. If an employee disagrees with material contained in their file, the material may not be removed from the file, but the employee may submit a request for correction of information. The Human Resources Department shall be solely responsible for determining whether information challenged as inaccurate is correct. In accordance with General Statute 160A-168, any person may have access to employee information that is identified as “public record”. Refer to the External Communications Policy for additional details. Personal Appearance All employees are expected to be neat, clean and appropriately dressed according to the following guidelines: • Identification badges should be worn at all times during the work shift by Public Safety. • All clothes should be clean and of proper fit. If uniforms are required, they must be of the established color and style specified for the department. • Hair must be secured so that it does not interfere with job performance or pose a safety threat. • Any tattoo, body piercing, etc., that is visible and found to be offensive by Village standards, as determined by the respective department head, must be completely covered at all times. • Athletic shoes may be worn in certain departments if approved by the department director, provided they are clean, in good condition and do not pose a safety threat. • Safety toed shoes and boots may be required in specific departments. • Business casual dress code will be appropriate for departments with no specific uniform requirements. The VOP reserves the right to use its discretion to determine what constitutes appropriate dress. Your supervisor will advise you of the appropriate dress or uniform for your position as well as items of
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clothing or shoes that are prohibited if they present a safety hazard, if they do not promote a professional image, or may be determined to be offensive to members of the public.
Customer Service Anyone using our services are customers and they should be treated as welcome guests. The VOP expects employees to show courtesy and respect for all citizens, visitors, guests and co-workers. Employees are expected to demonstrate the following customer service skills using the RELATE method:
R ecognize the concern E mpathize with the customer
• • • • • •
L isten to the customer’s concern without interrupting
A pologize sincerely to the customer
T hank the customer for bringing the concern forward
E xplain to the customer how the concern will be resolved The Village expects all staff to treat customers as the most important part of their job and treat them as you want to be treated. Promptly respond to phone calls and email messages. Always make eye contact, smile and be friendly. Negative comments should never be made in a public setting or where customers can hear. Personal Communications Employees should limit use of Village-owned phones (desk phones and cell phones) for personal business. Excessive personal calls, personal texts, other personal messages or calls related to secondary employment during Village work may result in corrective action. Change of Personal Status You must notify Human Resources within 30 days of any change in your name, address, phone number, marital status, beneficiary(ies), number of dependents, etc. Such information is of vital importance to payroll, Human Resources records and employee benefits. Absenteeism and Tardiness You can expect to assume responsibility for your attendance and promptness. Recognizing, however, that illness and injuries may occur, the VOP has established sick leave to compensate employees for certain time lost for legitimate medical reasons, including time off to secure necessary treatment for a serious illness or disability. These benefits, as well as guidelines relating to leaves of absence, are described later in this Handbook. Excessive absenteeism and tardiness may result in corrective action, up to and including termination. Employees, unless physically unable to text or make a telephone call, are required to provide notice, to their supervisor, or the supervisor’s designee, if they are unable to work their scheduled shift. Notice must be given for every scheduled workday or shift from which you will be absent unless you are on an approved leave of absence. Three consecutively scheduled shifts of “no-call, no-show” absence will be considered a voluntary resignation. Refer to the Absenteeism and Tardiness Policy for additional details.
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Severe Weather and Other Emergency Situations During severe weather conditions (e.g., hurricanes, tornadoes, floods, heavy snow), employees are expected to use their best efforts to come to work for their scheduled shift. Non-exempt employees, who are deemed essential for the weather event and who arrive late for their scheduled shift, will be paid only for the time actually worked. Employees who have been advised by their department directors to report to work (essential personnel) who are not able to report to work due to extraordinary conditions (impassable roads, trees down, flooding, severe home damage, etc.) may use compensatory time, vacation time or time off without pay, with their supervisor’s approval. Employees who have been advised by their department directors not to report to work during regularly scheduled work hours (non-essential personnel) due to office closings, will be paid administrative leave equal to a standard workday. Any employee who is unable to get to work and who does not call in during severe weather conditions will be considered as a “no-call or no show” and subject to corrective action, up to and including termination. Please keep in mind that during emergency situations some employees may be expected to remain at work until their relief arrives or the situation has subsided and will be compensated in accordance with the Fair Labor Standards Act. Every effort will be made to provide food and sleeping accommodations during the emergency. Refer to the Inclement Weather Policy for additional details. Alcohol and Drug-Free Environment It is our objective to provide a safe and healthy workplace for all employees, to comply with federal and state health and safety regulations, and to prevent accidents. Our post-offer, pre-employment drug screening program is designed to prevent the hiring of individuals who use illicit drugs or whose excessive use of legal drugs indicates a potential for impaired or unsafe job performance. The VOP may also conduct drug screens under any of the following circumstances, subject to federal and state laws:
• • • •
Random drug testing.
Post-accident tests when driving a VOP vehicle. Post-incident tests involving injury or damage.
When there is a reasonable suspicion that an employee is unfit for duty.
• When an employee’s supervisor or another individual in a management position believes an employee has violated our policy relating to substance abuse. • When an employee returns from a leave of absence of 90 days or more. • When employees have driver’s license sanctions related to substance abuse.
The following activities are prohibited while on our premises or while engaged in VOP business:
• The manufacture, possession, use, sale, distribution, dispensation, receipt, or transportation of any drug. • The consumption of alcoholic beverages, except limited consumption at Village-sponsored events where authorized by the Village Manager.
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• Being under the influence of alcohol or drugs during working hours or while on VOP business, except for prescription medication taken as authorized, if it does not interfere with the employee’s ability to safely perform the job. • Performing duties while under the influence of alcohol or drugs whether on or off VOP premises, except for prescription medication taken as authorized, if it does not interfere with the employee’s ability to safely perform the job. • Consumption of alcoholic beverages immediately before or during a commute to or from work whether driving a Village assigned vehicle or personal vehicle. Drugs prescribed by a physician, dentist or other person licensed to prescribe or dispense medicines may be used in accordance with their instructions. However, employees are prohibited from working while using medicines or other substances that may impair their ability to perform the job properly and safely. You must inform your immediate supervisor or department head of the use of any medicines, including over-the-counter drugs that may affect your ability to safely, effectively and/or efficiently perform your job. Compliance with our substance abuse policy is a condition of employment. Your failure or refusal to cooperate fully, submit to any inspection or test, or follow any prescribed course of substance abuse treatment will be grounds for corrective action that could lead to termination. Employees who voluntarily disclose substance abuse in advance of submitting to a substance abuse test may be offered the opportunity of continued employment, based on the employee’s employment status with the Village and at the sole discretion of the Village Manager. Further, such employees must sign a “Last Chance Agreement” to (1) participate in a program designated by the facility and (2) to comply with random follow-up testing. An employee who has not voluntarily disclosed a substance abuse problem and whose test results are interpreted as positive by a qualified medical review officer shall be subject to corrective action up to and including immediate termination. The VOP reserves the right to suspend any employee without pay who has been arrested for criminal offenses related to the manufacture, possession, sale, use, distribution, dispensation, receipt, or transportation of any drug pending resolution of the charges to the VOP’s satisfaction. Employees who are convicted of any drug-related violation under state or federal law or who plead guilty or nolo contendere (i.e. no contest) to such charges will be subject to corrective action up to and including termination. Workplace Searches The VOP reserves the right to inspect packages, purses, boxes, etc., when employees are entering or exiting VOP property. All lockers, desks, cubicles, etc., are the property of the VOP and are subject to inspection at any time for any reason. All computers, disks and other data are property of the VOP, are to be primarily used for business purposes and are subject to inspection at any time. Inspections may occur without notice to employees. Workplace Violence Any acts or threats of violence by an employee against any other employee, visitor, or any other persons are expressly forbidden. Any employee who engages in any threatening behavior or acts of violence or
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