DHSMV Policy

Question 1

Affirmative Action

Answer 1

A program designed to increase representation in jobs with a low representation of minorities in relation to their availability in the relevant labor market.

Question 2

Employment Practices

Answer 2

Actions which include but are not limited to, hiring, promotions, training, demotions, transfers, reassignments, discipline and terminations.

Question 3

Equal Employment Opportunity

Answer 3

The policy required in federal and state law, of ensuring all qualified individuals the right to work and to advance only on the basis of objective, job related merits, which measure knowledge, skills and abilities to perform a particular job.

Question 4

Affirmative Action/Equal Employment (AA/EEO) Opportunity) Officer

Answer 4

The Chief of Personnel Services has been designated by the Executive Director to act as AA/EEO Officer.

Question 5

Affirmative Action/Equal Employment Opportunity Commitment

Answer 5

A commitment to ensure fair and equal treatment for all persons in protected classes in all employment practices.

Question 6

Protected Classes

Answer 6

Persons protected from unfair treatment on account of their gender, race, color, religion, national origin, ethnicity, age, disability, marital or veteran status, or any other class protected under Florida or federal law.

Question 7

Any applicant or member who believes that he or she has not been afforded AA/EEO opportunity may file a complaint under DHSMV Policy 3.05, Claims of Discrimination to Include Sexual Harassment.

Answer 7

Claims of Discrimination to Include Sexual Harassment.

Question 8

Hiring and promotional goals are established for all job categories on an annual basis in the AA/EEO plan by the Chief of Personnel Services in consultation with agency management. Managers and supervisors are expected to pursue AA/EEO goals.

Answer 8

annual basis

Question 9

Targeted recruitment of protected classes is encouraged. Emphasis in recruitment will be expected in occupations where persons in protected classes are not employed in proportion related to their availability in the labor market

Answer 9

Targeted recruitment of protected classes is encouraged

Question 10

Internal ADA Coordinator

Answer 10

The Executive Director has designated the Chief, Bureau of Personnel Services as the Internal ADA Coordinator. The designee is responsible for providing information, resources, and technical assistance to managers, supervisors and members in complying with ADA requirements as it relates to those applying for employment or to current members.

Question 11

Essential Function

Answer 11

A job function may be considered essential for any of several reasons, including, but not limited to, the following: the reason the position exists is to perform that function, there are a limited number of members who can perform that function or the function is highly specialized and the member was hired for expertise or ability to perform it.

Question 12

The Department will provide reasonable accommodations to ensure that services, programs and activities are readily accessible to persons with disabilities who request such accommodation.

Answer 12

reasonable accommodations

Question 13

Chief of Personnel Services is to serve as Internal ADA Coordinator

Answer 13

Internal ADA Coordinator

Question 14

Supervisors may not ask any applicant or member if they have a disability

Answer 14

may not

Question 15

Any situation involving a member or applicant that involves ADA, accommodations, or situations where the supervisor believes that action may need to be taken in such a situation must be reported through the chain of command and to the:

Answer 15

Chief of Personnel Services

Question 16

The Department will, upon request, and after consultation with the Internal ADA Coordinator, provide a reasonable accommodation

Answer 16

upon request, and after consultation with the Internal ADA Coordinator

Question 17

Examples of reasonable accommodation include, but are not limited to:

Answer 17

1. Making facilities accessible to a person with a disability;
2. Job restructuring;
3. Modifying work schedules;
4. Acquiring or modifying equipment or devices; and
5. Modifying exams or training materials

Question 18

Any applicant or member who believes he or she has been unlawfully discriminated against on the basis of disability in employment may file a complaint with the Internal ADA Coordinator, the Chief of Personnel Services, through the provisions of Department Policy 3.05, Claims of Discrimination

Answer 18

the Internal ADA Coordinator, the Chief of Personnel Services

Question 19

Assignment to administrative leave for formal investigation may be made when a member is under investigation for an offense for which dismissal is possible, or when undergoing a Fitness for Duty examination and safety necessitates removal from the workplace

Answer 19

an offense for which dismissal is possible, or when undergoing a Fitness for Duty examination and safety necessitates removal from the workplace

Question 20

Administrative leave for formal investigation and alternate duty assignments are to be made only in critical and necessary situations, are not routine assignments, and should continue for the shortest time possible.

Answer 20

only in critical and necessary situations

Question 21

Those assigned to administrative leave for formal investigation will remain prepared to report to work if called in by management, unless they have requested and been approved to take other leave, such as sick leave, during the period

Answer 21

will remain prepared

Question 22

Assignment to administrative leave for formal investigation will not exceed 14 calendar days, unless an extension is granted by the Executive Director or designee.

Answer 22

14 calendar days,

Question 23

Alternate duty is appropriate for members with medical conditions making them temporarily unable to do ordinarily assigned work. Either type of leave must be coordinated with the Division Director and with the Bureau of Personnel Services before the assignment is made.

Answer 23

medical conditions

Question 24

The member will be advised in writing, signed by the appropriate Division Director or designee, with the concurrence of the Chief of Personnel Services or designee, of the assignment to administrative leave for formal investigation

Answer 24

will be advised in writing

Question 25

The member will be advised in writing:

a. A statement that the member is being assigned to administrative leave for formal investigation;
b. The dates of the assignment to administrative leave and the member’s official daily administrative leave hours.
c. The days of the week that comprise the member’s administrative leave days;
d. How to request sick and annual leave;
e. The designated lunch period, if any, with the beginning and ending time indicated;

Answer 25

f. A statement that for the duration of the administrative leave for formal investigation, the member is restricted from visiting any department facility, unless instructed to do so by their division director or designee;
g. If the member is a law enforcement officer, a statement that they may not perform law enforcement duties nor work off-duty police employment, to include off duty scheduling for the duration of the administrative leave for formal investigation assignment;
h. A description of how contact will be maintained between the member and their supervisor (e.g., the member must call the office each morning, etc.); and
i. A statement that the member is expected to be ready to report to work if called in, unless the member has properly requested sick or other leave.
j. A statement that failure to comply with the directive may subject the member to disciplinary action.

Question 26

While assigned to administrative leave for formal investigation, the member’s time sheet on People First will reflect the time spent on administrative leave as Code 0046, Administrative Leave – formal investigation.

Answer 26

People First will reflect the time spent on administrative leave as Code 0046, Administrative Leave – formal investigation.

Question 27

A copy of the notification letter must be delivered, scanned and emailed or faxed to the OER at (850) 617-5109 within 24 hours of delivery to the member.

Answer 27

within 24 hours of delivery to the member.

Question 28

OER will be responsible for notifying the Department of Management Services that administrative leave for a formal investigation has been granted.

Answer 28

Approval for extending administrative leave should be initiated by day 7 of the administrative leave for formal investigation to allow sufficient time for the Executive Director or designee to review.

Question 29

When the member is removed from an administrative leave for formal investigation assignment, the division director or designee will advise the OER in writing within 48 hours of the notice to the member.

Answer 29

within 48 hours of the notice to the member.

Question 30

The member will receive a return to duty letter from the appropriate division director or designee with the concurrence of the Chief of Personnel Services stating the date and time they are authorized to return to work.

Answer 30

will receive a return to duty letter

Question 31

There may be cases where, due to a need for extended investigation time, a member may be taken off administrative leave for formal investigation and placed on alternate duty until termination of the investigation. If this occurs, the same permissions described here must be sought, and a written assignment delivered.

Answer 31

a need for extended investigation time

Question 32

Members may be assigned to alternate duty on a temporary basis for reasons including, but not limited to, the following:

Answer 32

a. When a member is under formal investigation for a disciplinary offense and it is not essential to the investigation that they be removed from the workplace;
b. In cases where the member need not be placed on administrative leave for investigation while undergoing a fitness for duty, a member may be placed on alternate duty after a member has received notification that a fitness for duty examination is scheduled and during the time when the Department is making a determination of the action to be taken as a result of the examination; or
c. When a member is temporarily unable to perform essential duties of their current classification for medical or other documented reasons.

Question 33

Alternate duty includes duties which are not normally performed as a part of the member’s current position. An example would be assigning a Law Enforcement Officer to perform dispatching duties or clerical work in the station.

Answer 33

duties which are not normally performed as a part of the member’s current position.

Question 34

Confirmation of assignment to alternate duty will be made to the member in writing from the designated division representative with the concurrence of the Chief of Personnel Services, describing the duties to be performed, the location of the alternate duty, and any other information necessary for the member to perform the new assignment. A copy of this confirmation will be faxed to OER at (850) 617-5109.

Answer 34

Confirmation of assignment to alternate duty will be made to the member in writing from the designated division representative with the concurrence of the Chief of Personnel Services

Question 35

Any alternate duty assignment for medical reasons, including Workers’ Compensation, will be coordinated with OER and supported by a current medical certification completed by the treating health care provider.

Answer 35

Any alternate duty assignment for medical reasons, including Workers’ Compensation,

Question 36

Medical certification must be submitted to cover all periods of any alternate duty assignment. After a member is on alternate duty for medical reasons for three months, OER must be contacted to determine if other actions are appropriate.

Answer 36

three months

Question 37

When a member is removed from an alternate duty assignment, the manager will advise OER within two days of the notice to the member. If the alternate duty was for medical reasons the manager will fax or email medical documentation to OER, which releases the member to full duty.

Answer 37

the manager will advise OER within two days of the notice to the member

Question 38

Once a member has reached Maximum Medical Improvement under Workers’ Compensation, or has exhausted all mandated leave, e.g. Family Medical Leave Act (FMLA), OER must be contacted to immediately to determine any further course of action.

Answer 38

OER must be contacted to immediately to determine any further course of action.

Question 39

Division directors are responsible for ensuring compliance with all provisions of this policy when members are assigned to alternate duty or administrative leave for formal investigation.

Answer 39

Division directors

Question 40

The Office of Employee Relations is responsible for advising department managers on the appropriate application of administrative leave and alternate duty assignments; maintaining records of members placed on administrative leave or alternate duty; and consulting with division management regarding the administrative or alternate assignment.

Answer 40

The Office of Employee Relations

Question 41

Both the Division Directors and OER are responsible for monitoring the duration of administrative leave for formal investigation and alternate duty assignments.

Answer 41

Both the Division Directors and OER

Question 42

CLAIMS OF DISCRIMINATION
TO INCLUDE SEXUAL HARASSMENT
A. Claimant-

Answer 42

A member of the Department alleging unlawful discrimination. However, any person other than a member who files a written allegation of unlawful discrimination will receive a written reply to their concerns.

Question 43

Hostile Work Environment

Answer 43

occurs when severe and persistent unwelcome comments or conduct based on age, race, color, gender, sexual harassment, religion, national origin, disability, veteran status, marital status, or on any other legally protected characteristic, unreasonably interferes with a member’s or a group of members’ work performance.

Question 44

Intake Officer

Answer 44

The Chief of Personnel Services has been designated by the Executive Director to receive, assess and facilitate resolution of claims of discrimination.

Question 45

Office of Employee Relations (OER)-

Answer 45

The section in the Bureau of Personnel Services designated to assist members and claimants with questions about unlawful discrimination, provide information to the Intake Officer and the Inspector General as needed, track the filing of claims of unlawful discrimination, assist with ensuring their prompt and proper handling, and to keep a record of their ultimate resolution.

Question 46

Sexual Harassment

Answer 46

A type of unlawful discrimination which consists of unwelcome sexual advances, requests for sexual favors and other verbal, written or physical conduct of a sexual nature including displays of sexually oriented images, when this conduct explicitly or implicitly affects an individual’s employment and unreasonably interferes with an individual’s work performance or creates a hostile work environment. The victim as well as the harasser may be a woman or a man. The victim does not have to be of the opposite sex. The harasser can be the victim’s supervisor, an agent of the employer, a supervisor in another area, a co-worker or a non-employee such as a vendor. The victim does not have to be the person harassed but could be anyone affected by the offensive conduct.

Question 47

Unlawful Discrimination

Answer 47

To create barriers, deny access, make employment decisions or create a hostile work environment on the basis of age, race, color, gender, sexual harassment, religion, national origin, disability, veteran status, marital status or on any other basis protected under the law. Acts may be directed towards, or affect, one person or a group of people. Intent to discriminate is not necessary. Examples of unlawful discrimination include slurs, derogatory comments, gestures, physical behaviors or “jokes” about age, race, color, gender, religion, national origin disability veteran’s status, marital status or on any other basis protected under the law.

Question 48

Denial of Benefits and Participation

Answer 48

No person shall, on the grounds of race, color, or national origin as provided by Title VI of the Civil Rights Act of 1964, and the Civil Rights Restoration Act of 1987, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity.

Question 49

Supervisors are responsible for identifying and reporting incidents of unlawful discrimination which they know of, reasonably suspect or have reported to them. Supervisors should not undertake investigation of such incidents. They must notify their chain of command and the Office of Employee Relations at (850) 617-3202. OER will advise the supervisor or refer them to the Intake Officer or the Inspector General based on the circumstances.

Answer 49

Supervisors are responsible

Question 50

Supervisors who allow such conduct, are aware of it, or who are found to be participants, will be subject to disciplinary or administrative action, up to and including dismissal.

Answer 50

disciplinary or administrative action, up to and including dismissal.

Question 51

Supervisors are required to set the standard for non-discriminatory behavior, ensure members are aware of the different types of unlawful discrimination

Answer 51

Supervisors are required to set the standard

Question 52

A claimant of unlawful discrimination should contact the Intake Officer. The claimant’s concerns will be treated with respect and the degree of confidentiality that can be maintained will be explained at the time. All complaints will be treated seriously, carefully and promptly. Information about the complaint will be shared on a need-to-know basis only.

Answer 52

A claimant of unlawful discrimination should contact the Intake Officer

Question 53

To avoid misunderstanding and to be sure the needed information is given, the claimant should put his or her exact complaint in writing, listing times and dates as known, and the names and contact information of witnesses, if any.

Answer 53

complaint in writing,

Question 54

The Intake Officer will consult with appropriate department managers, the Inspector General, and evaluate the claim to determine whether further inquiry or investigation is necessary

Answer 54

Intake Officer will consult with appropriate department managers, the Inspector General

Question 55

OER will initiate an inquiry the same business day or the next business day following receipt of a claim of discrimination and then refer to the Inspector General for investigation, if necessary. Investigative activities will be handled by the Inspector General in accordance with Department Policy 11.07, Internal Audit Complaints and Investigations.

Answer 55

OER will initiate an inquiry the same business day or the next business day following receipt of a claim of discrimination

Question 56

After evaluation of the written complaint of discrimination, disciplinary or administrative action will occur and appropriate parties will be notified as needed.

Answer 56

appropriate parties will be notified as needed.

Question 57

Chief Ethics Officer

Answer 57

The position responsible for providing guidance and information to agency members regarding provisions of this policy and Chapter 112, Part III, Florida Statutes.

Question 58

Conflict or Conflict of Interest

Answer 58

A situation in which a private interest may lead to disregard of a public duty or interest.

Question 59

Entity

Answer 59

Any non-governmental individual, partnership, association, corporation (for profit or not-for-profit), utility, or other organization, whether public or private, doing business with or subject to regulation by the Department.

Question 60

Gift

Answer 60

Anything accepted by a member or on the member’s behalf, whether directly or indirectly for the member’s benefit and for which no payment is made. It includes real property, tangible or intangible personal property, or a beneficial interest in real property or tangible or intangible personal property, or other item of material value to the recipient.

Question 61

Lobbyist

Answer 61

Any person who meets the definition of that term as used in Chapter 112, Part III, Florida Statutes. It does not include an agency, judicial, or legislative employee acting in the normal course of their duties. A “principal” is anyone (other than an agency, legislative or judicial branch entity) who employs or retains a lobbyist.

Question 62

Material Interest

Answer 62

Direct or indirect ownership of more than five percent of the total assets or capital stock of any business entity.

Question 63

Procurement Employee

Answer 63

• Any member who participates through decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influences the content of any specification or procurement standard, renders advice, investigates, audits, or in any other advisory capacity in the procurement of contractual services or commodities in excess of $1,000 in any year.

Question 64

Relative

Answer 64

An individual related to an agency member as father, mother, son, daughter, brother, sister, uncle, aunt, first cousin, nephew, niece, husband, wife, father-in-law, mother-in-law, son-in-law, daughter-in-law, brother-in-law, sister-in-law, stepfather, stepmother, stepson, stepdaughter, stepbrother, stepsister, half brother or half sister.

Question 65

Secondary Employment

Answer 65

Rendering of services to any employer (including self-employment) other than the State of Florida and for which the member receives compensation.

Question 66

Chief Ethics Officer

Answer 66

The agency General Counsel is designated as the DHSMV Chief Ethics Officer. Any issues arising from application of this policy and/or the requirements of Chapter 112, Part III, Florida Statutes, will be the responsibility of the Chief Ethics Officer. Members may use the Request for Legal Assistance form to seek guidance on ethical issues.

Question 67

Reporting Individuals and Procurement Employees (RIPE

Answer 67

• Members filling positions so designated are required to be familiar with and abide by all provisions of Chapter 112, Part III, Florida Statutes.

Question 68

The Bureau of Personnel Services, in conjunction with the Office of General Counsel, will identify positions that must annually file financial disclosure with the Florida Commission on Ethics and positions that meet the definition found in Section 112.3148, Florida Statutes for Procurement Employees.

Answer 68

annually

Question 69

If a member has a contractual relationship, position or owns a material interest in an entity with which the Department does business or regulates, they will file a sworn statement disclosing such interest to the Commission on Ethics (and provide a copy to the Chief Ethics Officer).

Answer 69

contractual relationship

Question 70

No member acting in an official capacity will directly or indirectly purchase, rent, or lease for the Department from any business entity in which they or their spouse or child has a material interest, contractual relationship, or position.

Answer 70

material interest, contractual relationship, or position.

Question 71

A Department member, acting in a private capacity, will not rent, lease, or sell any realty, goods, or services to this Department

Answer 71

A Department member, acting in a private capacity, will not rent, lease, or sell any realty, goods, or services to this Department

Question 72

No member will be held in violation of Subsection 112.313(12), (b), F.S., if the business is awarded under a system of sealed, competitive bidding to the lowest or best bidder and;

Answer 72

(a) The member or their spouse or child has in no way participated in the determination of the bid specifications or the determination of the lowest or best bidder;
(b) The member or their spouse or child has in no way used or attempted to use their influence to persuade the Department or any members to enter such a contract other than by the mere submission of the bid;
(c) The member, prior to or at the time of the submission of the bid, has filed a statement with the Department of State disclosing their interest, or the interest of their spouse or child and the nature of the intended business.

Question 73

Further exceptions stated in Subsection 112.313(12), F.S., pertaining to the Department also include:

Answer 73

(A) An emergency purchase or contract which will be made in order to protect the health, safety, or welfare of the citizens of the State or any political subdivision thereof;
(B) If the business entity involved is the only source of supply within the member’s political subdivision and there is full disclosure by the member of his/her interest in the business entity before the event being transacted;
(c) If the total amount of the transaction does not exceed $500.

Question 74

No member shall participate in an official capacity in any matter that would inure to his or her special private gain or loss or which the member knows will inure to the special private gain or loss of any relative or business associate

Answer 74

special private gain or loss

Question 75

Each member of the Executive Leadership Team is required, by July 1 of each year, to disclose to the Chief Ethics Officer annually whether he or she has an immediate relative (spouse, siblings, parents, children) who is either a member of the Department or a lobbyist.

Answer 75

July 1 of each year

Question 76

Any member who has an immediate relative (spouse, siblings, parents, children) who is a lobbyist will not participate in any matter that would inure to their relative(s) special gain or loss and will recuse themselves from discussions or meetings involving clients of their immediate relative

Answer 76

Any member who has an immediate relative (spouse, siblings, parents, children) who is a lobbyist

Question 77

No member may solicit any gift, regardless of its value, if the gift is for the personal benefit of themselves, their family, or another employee

Answer 77

No member may solicit any gift, regardless of its value, if the gift is for the personal benefit of themselves, their family, or another employee

Question 78

No RIPE may accept anything of value from a lobbyist or a lobbyist’s principal, regardless of whether the thing is being offered or given for the purpose of lobbying. RIPEs who are married to or involved in a personal relationship with a lobbyist or principal should consult with their division director and the Chief Ethics Officer for guidance on the situation.

Answer 78

No RIPE may accept anything of value from a lobbyist or a lobbyist’s principal, regardless of whether the thing is being offered or given for the purpose of lobbying

Question 79

No RIPE may accept a gift from a non lobbyist. There are limited exceptions regarding accepting gifts from non lobbyists that are relatives or personal friends. Consult with the Chief Ethics Officer for clarification on any particular situation. On-site consumption of food and refreshment at events is permitted provided the RIPE’s attendance is an appropriate exercise of official duties.

Answer 79

No RIPE may accept a gift from a non lobbyist. There are limited exceptions regarding accepting gifts from non lobbyists that are relatives or personal friends

Question 80

A RIPE may accept a thing of value provided by an employee organization, union or professional organization even though the entity is a lobbyist or principal if the thing of value is provided in connection with the member’s membership or solicitation of membership in the entity and that membership is allowed by law or collective bargaining agreement and acceptance otherwise is not prohibited by statute or does not give rise to an appearance of impropriety. The value of the thing of value may not exceed $25.

Answer 80

The value of the thing of value may not exceed $25.

Question 81

Employees are prohibited from traveling on state business in a private aircraft unless they have obtained prior authorization from the Chief Ethics Officer

Answer 81

private aircraft

Question 82

The on-site consumption by a RIPE of food or refreshments at receptions or other events sponsored by non-lobbyists or principals is allowed provided the value does not exceed $25.

Answer 82

value does not exceed $25.

Question 83

RIPEs are not prohibited from attending a community event open to all persons or accepting any item or benefit generally available for free or below the customary rate if the terms or rate is a government rate available to all other similarly-situated government employees or officials, or a rate which is available to similarly-situated members of the public by virtue of occupation, affiliation, age, religion, sex or national origin.

Answer 83

For example, the consumption of food at one seating in an event that is open to the public-at-large, even if all or part of the cost of the food has been provided by a lobbyist or principal is allowed.

Question 84

If all or a portion of the expense of the food or refreshments at receptions or other events not open to the public-at large is provided by, sponsored by or underwritten by a lobbyist or a principal, an offset/reimbursement must be made to avoid the prohibited receipt of a thing of value and/or a prohibited receipt of an expenditure. The amount of reimbursement should be confirmed with the host and payment promptly made to avoid a violation of this restriction.

Answer 84

not open to the public-at large

Question 85

There are occasions (e.g. group events with multiple sponsorships; invitations from friends who are also lobbyists or their principles) that may not be as clear cut. Because not every possible situation can be anticipated in this policy, RIPEs are to consult with the Chief Ethics Officer who shall be guided by the Code of Ethics adopted by Executive Order 11-03.

Answer 85

(e.g. group events with multiple sponsorships; invitations from friends who are also lobbyists or their principles)

Question 86

No member will accept other employment with any business entity subject to the regulation of, or doing business with, the Department.

Answer 86

doing business with, the Department.

Question 87

A member will not accept other employment that would create a conflict between their private interest and the performance of their duties (see Management Policy 5.03, Dual Employment and Compensation).

Answer 87

conflict between their private interest and the performance of their duties

Question 88

No member will accept other employment which might impair their independence of judgment in the performance of the member’s public duties.

Answer 88

impair their independence of judgment in the performance of the member’s public duties.

Question 89

No member will receive any compensation for services as a Department member from any source other than the Department except as may be otherwise provided by law.

Answer 89

No member will receive any compensation

Question 90

Family Employment (NEPOTISM)

Answer 90

As prescribed in Section 112.3135, F.S., supervisors may not appoint, employ, promote, advance or advocate for appointment, employment, promotion or
advancement in or to a position in the unit in which they serve or over which they exercise jurisdiction or control, any individual who is a relative or who poses a conflict of interest.

Question 91

Supervisory Relationships

Answer 91

To promote efficient and effective agency operations and to avoid the appearance of favoritism, discrimination including sexual harassment, or an adverse impact on morale, supervisors will not engage in sexual or romantic relationships with members they supervise directly or through subordinate supervisors. Members will immediately advise their supervisor of any such relationship. The division director, when possible, will make appropriate reassignments/transfers in accordance with DHSMV Policy 5.11, Pay Policy and Personnel Actions, or FHP Policy 5.01, Reassignment, if feasible.

Question 92

A member may serve on a board or commission of another governmental entity provided the entity is not regulated by DHSMV and such service has been approved by the Chief Ethics Officer.

Answer 92

A member may serve on a board or commission

Question 93

Voluntary, pro bono services by a member on behalf of non-profit organizations are permitted as long as the services to the organization do not have the potential to create a conflict of interest, do not impair the member’s ability to discharge their public duties fully and faithfully or do not otherwise give rise to an appearance of impropriety.

Answer 93

Voluntary, pro bono services

Question 94

No member who serves as an officer or director of any non-governmental corporation, company, partnership or other entity, regardless of its private or public ownership, or its for-profit or not-for-profit status, may participate in an official capacity in any matter coming before the Department involving the entity when that participation could result in special private gain or loss, or which the member knows could result in special gain or loss for the member, any person associated with the entity or the entity itself. Should any situation arise in which this prohibition applies, the member shall promptly disclose, to their supervisor, the conflict and indication of non-participation in the matter

Answer 94

special private gain or loss, or which the member knows could result in special gain or loss for the member, any person associated with the entity or the entity itself.

Question 95

No member will accept employment or engage in any business or professional activity which they might reasonably expect would require or induce the member to disclose confidential information acquired by reason of their official position.

Answer 95

disclose confidential information

Question 96

No member will disclose or use information not available to the general public gained by reason of their official position for the member’s personal gain or benefit, or the personal gain or benefit of any other person or entity.

Answer 96

No member will disclose or use information not available to the general public

Question 97

Supervisors are responsible for immediately and accurately reporting leave without pay to the

Answer 97

Bureau of Personnel Services (BPS), via the Leave Without Pay System.

Question 98

Supervisors will not complete and/or submit timesheets for members.

Answer 98

will not

Question 99

Timekeepers will not submit, complete, or approve timesheets.

Answer 99

will not

Question 100

Exceptions to this requirement (Supervisors) will occur only in certain extraordinary situations, such as a member who is injured or becomes ill, and is physically unable to complete their timesheet.

Answer 100

In those situations, supervisors must receive PRIOR authorization from the Chief or Assistant Chief of Personnel Services.

Question 101

If a member is interested in working a flex schedule, they would need to request it in writing and meet with their supervisor to discuss.

Answer 101

The supervisor would then need to obtain approval from the Bureau Chief/Troop Commander.

Question 102

Examples of flexible schedules are:

Answer 102

1. Four-day workweek which consists of a combination of four workdays of ten hours each, with a minimum 30-minute meal period each workday.
2. Four and one-half day workweek which consists of a combination of four workdays of nine hours each and one workday of four hours, with a minimum 30-minute meal period for each nine-hour workday.

Question 103

Supervisors may authorize occasional variations in a member’s established work schedule. Each instance of variation in the established work schedule will be specifically authorized and arranged to avoid overtime.

Answer 103

to avoid overtime.

Question 104

With supervisor approval, members may take one 15 minute work break during the first half of the work shift and one 15 minute work break during the second half of the work shift provided that:

Answer 104

A. The facility or office needs can be met;
B. No single work break shall exceed 15 minutes;
C. A member may not accumulate unused work breaks;
D. Work break time should not be authorized for covering a member’s late arrival, early departure or extended lunches.

Question 105

Administrative Leave counts as hours of pay, but does not count as hours of work for overtime purposes.

Answer 105

In no case shall approval of administrative leave cause a member to exceed scheduled hours during the work period, hours in an approved extended work period, or hours in a regular work period for excluded members

Question 106

Members can use up to 16 hours of administrative leave for the death of their spouse and the parents, grandparents, brothers, sisters, children and grandchildren of both the member and the spouse. (This also applies to current step, half and adoptive family.) The member must provide their supervisor the name and relationship of the family member. This information must also be included in the comment section of the member’s People First timesheet.

Answer 106

up to 16 hours

Question 107

Members who have jury duty will be granted administrative leave for all hours required for such duty not to exceed the number of hours in the member’s normal workday. The member must provide a copy of the court summons to the Benefits and Member Services Office via fax at (850) 617-5103.

Answer 107

administrative leave for all hours

Question 108

In no case will administrative leave be granted for court attendance when an employee is engaged in personal litigation or service as a paid expert witness

Answer 108

In no case

Question 109

With supervisor approval, members may take up to one (1) hour of administrative leave for the purpose of voting during normal working hours. This includes early voting and voting on Election Day. A member will not be granted administrative leave to work at the polls during elections.

Answer 109

(1) hour of administrative leave

Question 110

With supervisor approval members may take up to two (2) hours of administrative leave for the purpose of taking an examination before a state agency provided such examinations are pertinent to state employment or for the purpose of having interviews for positions within the State Personnel System.

Answer 110

two (2) hours of administrative leave

Question 111

With supervisor approval, members can take up to one hour of administrative leave per week, not to exceed five (5) hours per calendar month, to participate in the Governor’s Mentoring Initiative including the following school or community voluntary activities:

Answer 111

one hour of administrative leave per week, not to exceed five (5) hours per calendar month

Question 112

Mentoring, tutoring, and guest speaking when participation is in an established mentoring program serving a school district, and providing any related services at the direction of the program or volunteer coordinator;

Answer 112

Participating in community service programs that meet child, elder, or human needs including Guardian Ad Litem, Big Brother/Big Sister, Senior Corps, blood drives and Adult Literacy. Participation must be during normal scheduled work hours.

Question 113

Mentoring/Volunteer
When granting administrative leave under this section, the supervisor will consider the impact of such leave on the member’s work unit. Supervisors may approve the aggregated use not to exceed four (4) hours in any calendar month provided the supervisor deems such usage is appropriate under this section.

Answer 113

not to exceed four (4) hours in any calendar month

Question 114

Supervisors may grant a member one hour per month to participate in family/school activities that are scheduled during work hours. Such activities include, but are not limited to:

Answer 114

Involvement in local school (pre-school and kindergarten through high school) activities such as tutoring assignments, guest speaking, assisting in career day activities, parent teacher conference and helping in the after school homework center program, or the Partners for Excellence Program. Involvement with or visitation of children in child care centers.

Question 115

Administrative leave may be granted to members of the US Armed Forces, Reserve or the National Guard when ordered to inactive duty for training. Such leave should not exceed 240 hours in any (1) year calculated from October 1 through September 30. A copy of the official orders or other appropriate military certification needs to be submitted to the Benefits and Member Services Office.

Answer 115

not exceed 240 hours in any (1) year calculated from October 1 through September 30.

Question 116

Any member who is a member of the Florida National Guard is entitled to a leave of absence from his or her respective duties without loss of pay on all days during which the member is engaged in active state duty pursuant to s.250.28 (order for troops to aid civil authorities) or s.252.36 (state of emergency or emergency management powers of the Governor), Florida Statutes. However, a leave of absence without loss of pay granted under the provisions of this section may not exceed 30 days at any one time.

Answer 116

leave of absence without loss of pay granted under the provisions of this section may not exceed 30 days at any one time
A copy of the official order or other appropriate military certification needs to be submitted to the Attendance and Leave Office within seven business days.

Question 117

A member who is ordered to appear for an examination for entrance into the military service may be granted administrative leave. The member will be granted administrative leave for this purpose on the day of the examination.

Answer 117

may be granted administrative leave