Forms Appendix 1
Glossary Appendix 2
| Revisions to Policy | Chapter Six - Employee Performance Planning & Evaluation | Chapter Twelve - Travel & On-the-Job Expenses |
| Chapter One - Introduction | Chapter Seven - Employer-Employee Relations |
Chapter Thirteen - Staff Development |
| Chapter Two - EEO & Sexual Harassment | Chapter Eight - Benefits | Chapter Fourteen - Student & Volunteer Placement |
| Chapter Three - Recruitment and Selection | Chapter Nine - Leave | Addenda - Guidelines |
| Chapter Four - Employment Changes | Chapter Ten - Employee Records Management | Forms - Appendix 1 |
| Chapter Five - Classification and Compensation | Chapter Eleven - Consumer Abuse Reporting | Glossary - Appendix 2 |
Chapter One - Introduction
Chapter Two - Equal Employment Opportunity and Sexual Harassment
Chapter Three - Recruitment and Selection
3.1 - FILLING POSITION VACANCIES
3.1.1 - Decision to Fill a Vacancy
3.1.2 - New Positions
3.1.3 - Recruitment Strategy
3.1.4 - Recruitment Procedures
3.2 - ADVERTISING POSITION VACANCIES
3.2.1 - Internal Advertising
3.2.2 - External Advertising
3.2.3 - Internal and External Advertising
3.2.4 - Continuous Recruitment
3.2.5 - Open Until Filled
3.2.6 - Exceptional Recruitment Incentive Options for "Difficult to Fill Positions"
3.3 - SELECTION PROCESS
3.3.1 - Screening
3.3.2 - Interviewing
3.3.3 - Selection of Candidate
3.3.4 - Internal and External Advertising
3.3.5 - Pre-employment Verification
3.3.6 - Recommendation for Hire
3.3.7 - Starting Salary
3.3.8 - Notification of Employment Selection
3.4 - DOCUMENTATION OF RECRUITMENT AND SELECTION
3.4.1 - Selection History File
3.4.2 - Time Period for Retaining Documentation
3.5 - EMPLOYMENT PROBATIONARY PERIOD
3.6 - PAYROLL COORDINATION
3.7 - PERSONNEL ORIENTATION
Chapter Four - Employment Changes
4.1 - EMPLOYMENT CHANGES: TRANSFER, PROMOTION, DEMOTION, AND TERMINATION
4.1.1 - Transfer
4.1.2 - Promotion
4.1.3 - Demotion: Voluntary, Disciplinary, Layoff
4.1.4 - Employee Termination
4.1.5 - Employer Termination
4.1.6 - Exit Interview
4.1.7 - Group Health Insurance Continuance Upon Termination
4.2 - EMPLOYMENT CHANGES: "ACTING" STATUS
Chapter Five - Classification and Compensation
5.1 - FAIR LABOR STANDARDS ACT
5.2 - EMPLOYMENT STATUS
5.2.1 - Full-time salaried, part-time salaried and regular hourly
5.2.2 - Temporary hourly employees
5.2.3 - Grant employees
5.2.4 - Contract Positions
5.2.5 - 10 1/2 Month School Based Employees
5.3 - NEW EMPLOYMENT OR CHANGE IN JOB POSITION
5.4 - CLASSIFICATION OF POSITIONS POLICIES AND PROCEDURES
5.4.1 - Position Description
5.4.2 - Responsibility for Managing Classification Plan
5.4.3 - Classification Procedures
5.4.4 - Initiating Position Reviews
5.4.5 - Conducting a Position Audit Review
5.4.6 - Reallocation
5.4.7 - Administrative Class Changes
5.4.8 - Position Establishment and Abolishment
5.4.9 - Class Re-grade
5.4.10 - The Maintenance and Review of the Classification System
5.4.11 - Compensation Surveys
5.4.12 - Updating Salary Ranges
5.4.13 - Contracting for Compensation Surveys
5.5 - OVERVIEW AND ADMINISTRATION OF D19 CSB PAY PLAN
5.5.1 - Relocation Financial Assistance
5.5.2 - Cost-of-Living Increases
5.5.3 - Merit Increases
5.5.4 - Funding Approval
5.5.5 - Increased Job Responsibilities
5.6 - CLINICAL LICENSURE INCENTIVES
5.6.1 - Periodic Job Requirement Verification
5.7 - WORK HOURS, TIME SHEETS AND OVERTIME
5.7.1 - Working Hours and Work Schedules
5.7.2 - Time Reporting and FLSA
5.7.3 - FLSA Classification
5.7.4 - Overtime
5.7.5 - Compensatory Time (Accrual)
5.7.6 - Guidelines
5.7.7 - Holiday Pay Procedure
Chapter Six - Employee Performance Planning and Evaluation
6.1 - PERFORMANCE PLANNING AND EVALUATION (PE)
6.1.1 - Overview of D19 CSB’s Performance Planning and Evaluation System
6.1.2 - The Performance Plan
6.1.3 - Interim Evaluations
6.1.4 - The Performance Evaluation
6.1.5 - Ratings of "Substantially Below Requirements"
6.1.6 - Retention of the Performance Evaluation Form
6.1.7 - Probationary Employees
6.1.8 - Responsibility
6.1.9 - Coverage of Personnel
6.1.10 - Authority
6.1.11 - Interpretation
Chapter Seven - Employer-Employee Relations
Chapter 7a (Sections 7.1 through 7.3.6)
Chapter 7b (Sections 7.4 through 7.5)
Chapter 7c (Sections 7.6 through 7.11.3)
Chapter 7d (Sections 7.12 through 7.17)
7.1 - ORIENTATION
7.2 - STANDARDS OF CONDUCT
7.2.1 - First Group Offenses
7.2.2 - Second Group Offenses
7.2.3 - Third Group Offenses
7.2.4 - Pre-disciplinary or Non-disciplinary Suspension
7.2.5 - Notice to Employee and Severance Pay (Non-Probationary Salaried Employees)
7.2.6 - Access to Board Premises and Work While on Suspension
7.2.7 - "Active" Life of Notices
7.2.8 - Executive Director's Responsibility
7.2.9 - Management Responsibility
7.2.10 - Use of Grievance Procedure
7.2.11 - Probationary Employees
7.2.12 - Mitigating Circumstances
7.2.13 - Employee's Role in Internal Investigation
7.3 - EMPLOYEE CODE OF ETHICS
7.3.1 - Principle A: Confidentiality
7.3.2 - Principle B: Professional Conduct
7.3.3 - Principle C: Quality of Service
7.3.4 - Principle D: Moral and Legal Standards
7.3.5 - Principle E: Therapist-Client Relationships
7.3.6 - Principle F: Professional Relationships
7.4 - GRIEVANCE PROCEDURE
7.4.1 - Notification to Employees
7.4.2 - Informal Resolution
7.4.3 - The Grievance Procedure
7.4.4 - The Resolution Steps
7.4.5 - Qualification for a Hearing
7.4.6 - Circuit Court Appeal
7.4.7 - The Hearing
7.4.8 - The Decision
7.4.9 - Compliance
7.4.10 - Miscellaneous Provisions
7.5 - STAFF CERTIFICATION/LICENSURE
7.6 - CONFLICT OF INTEREST
7.6.1 - Objective
7.6.2 - Supplemental Employment
7.6.3 - Employment or Supervision of an Employee's Spouse, Relative or Other Member of Household
7.6.4 - Memberships on Boards of Local, Regional, or State Agencies
7.6.5 - Contracts Between D19 CSB and Employees
7.7 - ACCIDENT/INJURY REPORT
7.8 - PUBLIC COMMUNICATIONS
7.9 - INCLEMENT WEATHER AND NATURAL DISASTER
7.9.1 - Procedures
7.9.1a - Definitions
7.9.1b - Closing Decisions
7.9.1c - Compensation
7.9.1d - Closings on Employee’s Days Off (Applies to Employees with 4-Day Workweek)
7.9.1e- Closings on Employee’s Day of Original Appointment/Reappointment
7.9.1f - Responsibility of Executive Director or Designee
7.9.1g - Administrative Responsibilities
7.10 - WORK ENVIRONMENT
7.10.1 - Solicitation
7.10.2 - Smoking
7.10.3 - Office Security
7.11 - EMPLOYEE ASSISTANCE PROGRAM
7.11.1 - Policy Statement
7.11.2 - Principles of the Program
7.11.3 - Procedures
7.12 - EMPLOYEE RECOGNITION PROGRAMS
7.13 - LAY-OFF
7.13.1 - Agency Responsibilities
7.13.2 - Sequence in Implementation of "Layoff" Policy
7.13.3 - Identifying Affected Employees
7.13.4 - Obligation of Affected Employees to Accept Reassignment
7.13.5 - Compensation of Affected Employees Who Are Re-assigned
7.13.6 - Rights of Affected Employees on Leave-Without-Pay/ Layoff Status
7.13.7 - Recall of Affected Employees
7.13.8 - Recall of Affected Employees Demoted in Lieu of Layoff
7.13.9 - Recall of Affected Employees on Leave-Without-Pay/ Layoff
7.13.10 - Compensation of Affected Employees Who Are Recalled
7.13.11 - Termination-Layoff
7.14 - DRESS CODE
7.15 - ALCOHOL AND OTHER DRUGS (DRUG-FREE WORKPLACE)
7.15.1 - Objective
7.15.2 - Employees to Whom Policy Applies
7.15.3 - Definitions
7.15.4 - Employee Responsibilities
7.15.5 - Drug Testing
7.15.6 - Disciplinary Actions
7.15.7 - Management Responsibilities
7.15.8 - Rehabilitation Programs
7.15.9 - Agency Policies
7.15.10 - Confidentiality and Maintenance of Records
7.15.11 - Authority and Interpretation
7.16 - AUTOMATION POLICY
7.16.1 - Policy Statement
7.16.2 - Applicability
7.16.3 - Filtering
7.16.4 - Security of District 19 Community Services Board Computer Resources
7.16.5 - Privacy
7.16.6 - Use Of The Internet/Intranet And The E-Mail System
7.16.7 - Disciplinary Action For Violation Of This Administrative Policy
7.17 - GIFTS AND GRATUITITES
Chapter Eight - Benefits
8.1 - BENEFITS ELIGIBILITY
8.2 - LIABILITY INSURANCE
8.3 - HEALTHCARE INSURANCE AND FLEXIBLE BENEFITS PLAN
8.4 - RETIREMENT AND LIFE INSURANCE
8.5 - HOLIDAYS
8.5.1 - Pay Processing When Staff Required to Work on Holiday
8.6 - VIRGINIA WORKERS' COMPENSATION
8.6.1 - Scope of Policy
8.6.2 - Benefits to Which Employees are Entitled Upon Positive Determination of Claims
8.6.3 - Supplemental Benefits Provided by District 19 Community Services Board to Covered Employees
8.6.4 - Authority and Interpretation
8.7 - PAYROLL DEDUCTIONS
8.8 - DEFERRED COMPENSATION PROGRAM
Chapter Nine - Leave
Chapter 9a - (Sections 9.0 through 9.3)
Chapter 9b - (Sections 9.4 through 9.7.10)
Chapter 9c- (Sections 9.8 through 9.13.5)
9.0 - LEAVE POLICIES - GENERAL PROVISIONS
9.0.1 - Leave Policies
9.0.2 - Approval of Leaves
9.0.3 - Maintenance of Records Related to Leaves of Absence
9.0.4 - Treatment of Accrued Leave on Change of Status
9.0.5 - Authority and Interpretation
9.1a - ANNUAL LEAVE
9.1b - ANNUAL LEAVE BUY-BACK
9.-2 - SICK LEAVE
9.3 - COMPENSATORY LEAVE
9.4 - MATERNITY LEAVE
9.5 - MILITARY LEAVE
9.5.1 - Reserve, National Guard, or Naval Militia Duty
9.5.2 - Selective Service Examination
9.5.3 - Active Duty
9.6 - WORKERS' COMPENSATION LEAVE
9.7 - FAMILY AND MEDICAL LEAVE
9.7.1 - When Family and Medical Leave Allowed
9.7.2 - Restricted Use of Family and Medical Leave
9.7.3 - Paid Leave
9.7.4 - Intermittent Leave or Leave on Reduced Schedule
9.7.5 - Family and Medical Leave Notification/ Scheduling
9.7.6 - Certification of Need for Leave
9.7.7 - Restoration to Position
9.7.8 - Status of Benefits During Family and Medical Leave
9.7.9 - Management of FMLA Records
9.7.10 - Authority and Interpretation
9.8 - LEAVE WITHOUT PAY
9.8.1 - Allowable Conditions
9.8.2 - Allowable Occurrence
9.8.3 - Accrual of Leave Benefits
9.8.4 - Authority and Interpretation
9.9 - CIVIL LEAVE
9.10 - SICK LEAVE BANK POLICY
9.10.1 - Sick Leave Bank
9.10.2 - Eligibility
9.10.3 - Enrollment
9.10.4 - Application
9.10.5 - Assessment
9.10.6 - Termination
9.10.7 - Exclusions
9.11 - EDUCATIONAL, TRAINING AND RELIGIOUS LEAVE
9.11.1 - Educational and Training Leave
9.11.2 - Religious Leave
9.12 - ADMINISTRATIVE LEAVE
9.12.1 - Employees to Whom Policy Applies
9.12.2 - Use of Administrative Leave
9.12.3 - Court Appearances
9.12.4 - Resolution of Work-Related Conflicts
9.12.5 - Unemployment Compensation and Workers' Compensation Hearings
9.12.6 - Service on State Councils, Commissions, Boards and Committees
9.12.7 - Authority and Interpretation
9.13 - LEAVE TO ASSIST SCHOOLS
9.13.1 - Purpose of Leave to Assist Schools
9.13.2 - Amount of Leave
9.13.3 - Duration of Leave to Assist Schools
9.13.4 - Approval of Leave
9.13.5 - Authority and Interpretation
9.14 - EMERGENCY/DISASTER LEAVE
9.14.1 - Purpose
9.14.2 - Definitions
9.14.3 - Pay During Emergency/Disaster Leave
9.14.4 - Qualifying Events
9.14.5 - Leave for Victims of Disaster
9.14.6 - Agency Responsibilities
9.14.7 - Employee Responsibilities
Chapter Ten - Employee Records Management
10.1 - EMPLOYEE RECORDS MANAGEMENT
10.1.1 - District 19 Community Services Board Responsibilities
10.1.2 - Human Resource Office Records and Disclosure of Information
10.1.3 - Individual Employee Files
10.1.4 - File Requirements
10.1.5 - Release of Information to Employees
10.1.6 - Release of Information to Third Parties
10.1.7 - Separation from D19 CSB
Chapter Eleven - Consumer Abuse Reporting
11.1 - CONSUMER ABUSE REPORTING
11.1.1 - Alleged Neglect Outside Board Service and/ or Non-employee/ Non-agent of Board
11.1.2 - Reporting Alleged Abuse/ Neglect Within Board Service, and/ or by Employee/Agent of Board
11.1.3 - Investigation Process
11.1.4 - Employee Roles in Internal Investigation
Chapter Twelve - Travel and On-the-Job Expenses
12.1 - TRAVEL AND ON-THE-JOB EXPENSES
12.1.1 - Mileage
12.1.2 - Lodging
12.1.3 - Meals
12.1.4 - Non Travel Related Meals
12.1.5 - Advancement of Funds
12.1.6 - Per Diem Rates for Meals and Incidental Travel Expenses
Chapter Thirteen - Staff Development
13.1 - STAFF DEVELOPMENT
13.1.1 - Reimbursement Relating to Staff Development
13.1.2 - Special Organizational Requests for Skill Building
Chapter Fourteen - Student and Volunteer Placement
14.1 - STUDENT PLACEMENT POLICY
14.1.1 - Mission
14.1.2 - Application
14.1.3 - Field Instruction
14.1.4 - Case Assignment
14.1.5 - Liaison/Coordination with Institutions of Higher Education (IHE)
14.1.6 - Interview/Placement
14.1.7 - IHE/CSB Agreement
14.1.8 - Intern Orientation
14.1.9 - Peer Group Function
14.1.10 - Evaluation
14.1.11 - Termination
14.2 - VOLUNTEER PLACEMENT POLICIES
14.3 - STUDENT AND VOLUNTEER PLACEMENT COORDINATION
ADDENDUM "A" - "Guidelines for Recruiting, Interviewing and Selecting Employees"
ADDENDUM "B" - "Guidelines for Employee Performance Planning and Evaluation"
ADDENDUM "C - "Guidelines for Writing the Position Description"
ADDENDUM "D" - "Guidelines for Time and Attendance Reporting (To Be Published)
ADDENDUM "E" - "Guidelines for Infection Control"
ADDENDUM "F" - Guidelines for Computing Resources Usage
Appendices
Forms Appendix 1
Glossary Appendix 2