HR Policies and Procudures Flashcards
What are the five listed ways an employee can report harassment?
· Immediate supervisor · Any manager or supervisor within or outside the department · Department head · The Human Resources Director · The City Manager’s “Hotline”
Candidates who were previously employed by the City and were terminated due to a positive alcohol and drugs and other controlled substances (including medical marijuana) are not eligible to be rehired for _____ years from the date of their resignation or termination. After___ years, the candidate will be required to provide proof of completion of _______________________ to be eligible for rehire.
two years
two years
a substance abuse counseling treatment program
Supervisors of employees who are injured on the job shall:
Keep informed of the employee’s work status and any ___________ he/she may have due to his/her industrial injury;
physical restrictions
Employees who do not qualify for FMLA Leave or have exhausted their FMLA Leave may apply for:
a Medical Leave of Absence.
All regular status employees shall accrue annual Vacation Leave on a perhour- paid basis as outlined below:
__ months (less than _ years) .066625
__-__ months (__-__ years) .076500
___+ months (__+ years) .095000
0-59 less than 5 years
60-119 5-10 years
120+ 120+
With what simple formula can you determine the maximum vacation accrual limit based on the hours worked each week?
x10 hours worked each week
Example:
400 Hours for 40 Hour Per Week Employees
520 Hours for 52 Hour Per Week Employees
300 Hours for 30 Hour Per Week Employees
200 Hours for 20 Hour Per Week Employees
Any employee of the City who has, or whose relative has, a substantial interest in any contract with, sale to, purchase from, or service to the City shall notify:
the employee’s department head or Deputy City Manager.
All of the following are taken into account for what?
- Seriousness and consequences of the performance deficiency
- Consistent organizational practices
- Employee’s previous work performance
- Employee’s previous disciplinary action for performance deficiencies
- The disciplinary action that would be most effective in correcting the employee’s performance deficiency.
Grounds for Discipline
When determining the appropriate disciplinary
action, the supervisor should consider the individual circumstances of the situation
including, but not limited to, the following factors
Who is responsible for explaining the harassment complaint procedure to a complainant and to make employees aware of the City’s procedures and to obtain additional information on the subject for them.
Managers and supervisors, on all levels, are responsible for explaining the complaint procedure to a complainant and to make employees aware of
the City’s procedures and to obtain additional information on the subject for them.
Bomb threats can be received in a number of ways. They can come by phone, a message, or a third person.
If the threat is received over the phone, the employee should:
- keep the caller on the line as long as possible
- obtain as much information as possible by using the bomb threat checklist.
- try to ascertain the answers to who, what, when, where, and why
- identify some of the characteristics of the caller.
What employees receive an annual performance review?
All regular classified employees shall receive an annual performance review.
All departments with an intranet page will be responsible for designating liaisons
within the department to be responsible for the department’s Intranet content.
NOTE: This is especially critical for:
departments with pages that require
frequent updating.
A Medical Leave of Absence is _______ and may be used once any existing employee accrued leave time
leave (sick, vacation and comp time) has been ________.
unpaid
exhausted
All questions concerning the City’s Drug, Alcohol and Substance Abuse Policy may be directed to:
Human Resources and Risk Management Department (HR)
Designated Employer Representative (DER)
With reference to social media The following activities are prohibited by employees:
- Posting, accessing, updating, and/or monitoring
information on social networking and media sites while using the city’s network connections. - Employees discussing confidential city business or activities on social networking and media sites.
- Communicating content on social networking and media sites which infringes upon the privacy rights of other city employees or elected officials.
- Web postings that contain materials, images or proprietary information belonging to the city.
Supervisors of employees who are injured on the job shall:
Make sure the employee obtains a ___________ report from his/her treating physician after each doctor visit and provide a copy to Risk Management;
written work status
No employee, or former employee who has left employment within the preceding______ months, may represent another person for compensation
before the City Council or any Board or Commission of the City concerning any matter with which such former officer or employee was directly concerned, and
in which he/she personally participated during his/her employment or service.
twelve
The Vacation Leave accrual limits are as follows:
- ___ Hours for 40 Hour Per Week Employees
- ___ Hours for 52 Hour Per Week Employees
- 300 Hours for __ Hour Per Week Employees
- 200 Hours for __ Hour Per Week Employees
400
520
30
20
Any employee who is injured on the job shall:
• Immediately report all injuries to his/her supervisor no later than:
the end of his/her shift, but no later than the beginning of his/her next regularly scheduled work shift.
Supervisor responsibilities for an employee injured on the job shall:
Complete the “Incident Notification Report” within ____ hours of notification of the injury and send to Risk Management;
twenty-four (24)
The _____________________ may issue a Verbal Counseling, Memorandum of Expectation or a Memorandum of Correction.
immediate supervisor or department director or his/her designee
For bereavement leave, if an employee requires additional time, any additional hours may be
charged against _______ accruals at the employee’s discretion and with ____________ approval.
sick or vacation
department director
EDUCATION ASSISTANCE
Regular full-time (40 or more hour) City employees may receive education assistance in the form of a one-time, lump sum to offset the costs of obtaining higher education relevant to City employment.
What is the amount for:
$___ for an Associate’s degree
$400.00
An employee or group of employees may present compensation or benefit ideas, issues and questions that may have a budgetary impact. These
budgetary proposals shall be submitted not later than ____________ of each year, in order to be considered in the next budget development process.
October 31
Major deficiencies should normally be handled through _________ disciplinary action procedures.
punitive
An employee at the staff level shall give his/her supervisor _____ weeks advance notice in writing stating his/her effective date of retirement.
-two (2)
For the purpose of recording Workers’ Compensation Disability Benefit payments and Vacation Donations, made by the City’s Administrator, to eligible employees, _____________ hours will be reported on the employee’s payroll time record.
Leave Without Pay
Who is liable for work-related injuries that occur while telecommuting? When would the injury have to occur?
The City will continue to be liable for work-related accidents or injuries that occur while telecommuting during the employee’s agreed on work hours.
The written documentation of the ________________ shall be placed in the employee’s department file and a copy shall be given to the employee.
Verbal Counseling and Memorandum of Expectation
If a verified drug or controlled substance test result is a diluted (negative) result, as determined by the medical professional, an __________ is mandatory.
immediate retest
For sick leave in excess of __ days, the City shall require the employee to complete the Request for Medical Leave and provide a doctor’s verification of the need for the employee’s own injury or illness
or to care for an ill or injured immediate family member
three (3)
How many weeks of FMLA leave can you take if you are caring for a qualifying injured service member?
An eligible employee who is the spouse, son, daughter, parent, or next of kin of a covered service member who is recovering from a serious illness or injury sustained in the line of duty on active duty is entitled to up to twenty-six (26) weeks of leave in a single 12-month period to
care for the service member.
Supervisors of employees who are injured on the job shall:
Complete a Personnel Action Form (PA) placing the employee on FMLA if the employee is hospitalized for ______ or more day(s) or if the employee is placed on a no-work status for ____ consecutive days and;
one
three (3)
If required to work on the holiday, employees will be paid for hours worked plus _____ hours of holiday pay for 40 hour per week employees, ____ hours for 52 hour per week employees..
eight,
10.4
Non-exempt employees may be compensated for overtime worked by the earning of compensatory time off in lieu of immediate cash payment at the
request of the employee and with the approval of __________________.
the supervisor.
Employees may not send a global Message intended for all users of the Network (global messages) without
the express authorization of:
the City Manager.
Exempt and commuting vehicles may be assigned to those employees residing within a 17-mile radius from City Hall that are authorized to have a take-home vehicle. Distances beyond this range require approval of:
an assistant city manager, chief of
Fire or Police (or equivalent or higher rank).
All employees will be required to complete the Outside Employment Status form when? regardless of whether they are engaged in outside employment.
annual basis
Requests for Leave Without Pay must be made in full day increments and may be made for one or
more days, but will not normally be granted for periods exceeding:
one full workweek in a two-week pay period.
Congress enacted the Drug Free Workplace Act of 1988. This requires that an organization receiving federal grants maintain a drug-free work place. The Act requires that, as a condition of employment, each employee agrees to abide by the Drug-Free Workplace
statement.
By abiding, what are the employees agreeing to?
-the unlawful manufacture, distribution, dispensation, possession or unauthorized use of a controlled substance in the workplace. (doesn’t say illegal)
What deficiencies should normally be handled through punitive disciplinary action procedures?
Major
FMLA Leave is an unpaid leave. However, if you have _______, ________, you may use that leave time, along with your FMLA leave so that you continue to get paid. Regardless of whether
FMLA Leave is paid or unpaid leave, the time off work is counted as FMLA Leave.
sick time, vacation time, personal time, etc.
The Employee Assistance Program provides __________________ as well as discounts and online access to a wide range of resources regarding work and life topics.
counseling, financial and legal services
Upon the approval of Human Resources & Risk Management, the employee may be granted Exceptional Disability Leave up to the following limits:
Employee Years of Service
Exceptional Disability Leave
5 - 10 years _______
Over 10 years _______
240 hours
400 hours
What are the five types of corrective actions?
Verbal Counseling
Memorandum of Expectation
Memorandum of Correction
Written Reprimand
Employee Decision Making Leave
The driver of any city vehicle involved in an accident, or any city employee, who witnesses any personal injury, or damage to, or from, a city vehicle, shall notify their
supervisor immediately. Failure to do so shall be deemed a violation of this Policy. The vehicle operator shall:
i. Not admit liability or discuss the accident with anyone other than their immediate supervisor, the police, city accident investigators, and Risk Management personnel.
ii. Not move the vehicle until the investigation has been completed by the police or accident investigators. If the incident involves a non-road machine off the public right-of-way, the machine or vehicle should not be moved until authorized by the
supervisor.
iii. Call the Glendale Police Department (623) 930-3000 and report the accident.
iv. Communicate immediately with your supervisor.
v. Notify the Glendale Risk Management division as soon as possible but no later than 24 hours after the incident.
vi. Complete an Incident Notification Report found online at
http: //gnn.glendaleaz.com/HumanResources/RiskManagement1.cfm and send toRisk Management within 24 hours.
No person shall send an email message under another
person’s name or user identification unless:
- expressly authorized to do so by that other person or
- the employee identifies herself/himself in the message as the originator of the message.
GNN Content: The content posted on the GNN site (including departmental pages and
the home page) must meet the following criteria:
Inappropriate Information would be?
1.
2.
Fundraising events for outside organizations that are not coordinated, sponsored or organized by a department.
Special activities or general promotion for non-city sponsored events.
Increase the level of discipline for repeated violations of its policy, procedures, regulations and directives.
This description describes ____________ discipline.
Progressive Discipline
Human Resources Policy No. 523
Risk Management
Managers and supervisors:
Responsible for:
Perform risk and hazard identification analysis of new and existing processes and __________;
equipment
A required “reasonable suspicion” drug or alcohol test must be administered within__ hours following the determination of the observations giving rise to the reasonable suspicion. If a reasonable suspicion test was not administered within __ hours of the
determination the test, it shall not be thereafter administered.
2
8
The inspection of all city vehicles and equipment used is the responsibility of the:
vehicle operator.
There are two types of Flexible Spending Accounts available; Health Care and Dependent Care. The Health Care Flexible Spending Account allows employees to set aside pre-tax dollars to pay for essential health care expenses. The Dependent Care also allows the employee to set aside pre-tax dollars to pay for ____________, such as, day care for children under age 13 or in some cases, adult dependents who are incapable of selfcare
dependent care expenses
Employees may be subject to testing if they are involved in an accident. An accident does not necessarily need to be_____________
vehicle related.
What disciplinary actions require Notice of Intent being served on the employee and providing the employee the opportunity to respond to the alleged violations
Punitive disciplinary actions
The City may, in its discretion, require a
______________ of the need for Sick Leave.
doctor’s verification
The EAP’s confidentiality shall only be waived or confidential information be disclosed:
in
accordance with the laws of the State of Arizona.
Who shall approve all vehicles classified as Commuting?
An assistant city manager, chief of Fire or Police (or equivalent or higher rank) shall approve all vehicles classified as Commuting.
Supervisor who receives a verified positive test result must:
immediately remove the employee involved from his/her job duties.
Any applicant may make a request for a reasonable accommodation by contacting:
Human Resources & Risk Management.
Sick Leave Cash In Option:
you must have how many hours remaining
*sick leave hours used over preceding 12 months of the cash in month
(-) subtract by
*total amount of Sick Leave hours accrued by the employee during that same period.
(=)
*The employee’s remaining Sick Leave balance must be no less than the maximum number of hours the employee is eligible to accrue over a twelve(12) month period.
An employee must have worked for the City a total of twelve (12) months, and worked at least _____ hours over the previous twelve (12) months to
be eligible for FMLA leave.
1,250
Employees who are subject to termination from City employment in accordance with City policies, shall be advised by ___________________ of resources available to them in evaluating and resolving problems associated with the misuse of alcohol, drugs, and other controlled substances.
the Human Resources & Risk Management Director or designee
The initial review period may be extended for an amount not to exceed?
The Human Resources & Risk Management Director at the request of a department director may extend an initial review period for an additional period, not to exceed six (6) months,
The definitions of social networking and social media for city purposes include, but are not
limited to the following:
Various forms of discussion and information-sharing, including social networks, blogs, video sharing, podcasts, wikis, message boards, and online forums.
This definition defines:
a. Social Media
b. Social networking
a. Social Media
An employee’s leave request may be designated as FMLA after being out sick for ____ consecutive days.
three (3)
Vacation Leave may be donated to other employees who may be in need and have no remaining:
Sick Leave
Vacation Leave
Compensatory Time accruals
Exceptional Disability Leave
Upon receipt of juror summons or Court-issued subpoena from the Clerk of the Court, the employee’s _________ ___________ must be
notified immediately.
supervisor or department director
If an employee injured on the job visits a medical facility not authorized by the City of Glendale he or she must report what information to who and within what time fame?
-provide his/her supervisor and Risk Management with
the name, address, and phone number of the treating physician.
- This information is to be provided to the supervisor and Risk Management
- as soon as possible, but no later than the beginning of the employee’s next regularly scheduled shift;
Employees with borderline or unacceptable driving records shall be subject to:
counseling, driving restrictions and disciplinary action up to and including termination.
Who is the Custodian of the Human Resources Policies and Procedures?
Human Resources Director
The parking placards are to be hung:
on the rearview mirror of the vehicle with the parking permit number facing outward for purposes of security checks.
Certain exempt status management employees within the Police and Fire Departments may be eligible for additional compensation for taking on additional assigned responsibilities in the following circumstances:
- Emergency situations
- At, or in preparation for, certain special events
- Ensuring an adequate level of supervisory oversight at critical times
- A major public safety incident requiring the response of certain personnel after normal working hours.
Employees are required to report to work and remain in a condition to perform their job duties in a safe and effective manner.
What Policy does this statement refer to?
Human Resources Policy No. 505
Title: Drug, Alcohol and Substance Abuse
Retirees will have the option to continue their Basic Life Insurance policy, up to the age of __, under the group rate.
Supplemental Employee, Spouse
or Child policies will no longer be eligible for the group rate but may be _________.
70
converted into individual policies.
All regular status employees who work ___ or more hours per week are eligible to enroll in the City’s medical insurance plan unless they wish to opt out of this coverage by providing proof of other medical insurance coverage and maintaining
this coverage.
20
Who has the responsibility to Investigate all industrial injuries to determine the cause of the injury and how it can be prevented in the future. Complete the “Employee Injury Root Cause Determination Form and send a copy to Risk Management?
Supervisors of employees who are injured on the job shall:
All TEMPORARY personnel who are initially hired to work an average of ___ or more hours per week will be offered medical insurance and may choose to opt
out of this coverage by completing the Enrollment & Change form available on the Human Resources Benefits website.
30
interview panel members should be:
- diverse
- knowledgeable of the position and the department where the vacancy exists.
No suspension without pay shall exceed _____ working days or ____ working hours.
forty (40)
three hundred twenty (320)
After an employee has exhausted his/her City-paid Military Leave time, he/she may elect to use _____________ to supplement military pay.
any accrued vacation or compensatory time leave
What employees are prohibited from using medical marijuana at any time, whether on duty or off duty?
Safety-sensitive employees, including who possess firearms or ammunition as part of their job duties
(e.g. sworn ranks in law enforcement and fire department arson investigators)
The maximum number of hours that the employee can use for Military Leave is:
320 hours for __-hour employee
416 hours for __-hour employee
40 hour
52 hour
The maximum number of hours that the employee can use for Military Leave is ___ hours per fiscal year for employees on a __-hour per week
320
40
Notice of Intent to Discipline shall include:
- Notice of the proposed level of discipline.
- Reasons for the action
- A list of exhibits supporting the statement of facts.
- Notice to the employee of his or her right to respond to the department director, verbally or in writing, challenging the intended action, within seven (7) calendar days of the date of the notice of intent.
Employees assigned a take-home vehicle on a long-term basis shall have an imputed value of $3 per _______as the personal commuting benefit reflected in their payroll check until such time as notice is provided by the employee to Payroll that he/she no longer has a take-home vehicle.
work day
ny employee who attempts to disable, defeat, or circumvent any City security facility or software will be subject to:
immediate dismissal.
What Department will be responsible for the maintenance of all records pertaining to recruitment and selection processes?
The Human Resources & Risk Management Department
The regular status employee will be granted time away from his/her City employment duties in order to serve on a jury or testify as required by the summons or subpoena. The employee shall also be granted sufficient time to reach the place of jury/witness duty. Is this paid or unpaid leave?
Paid leave
List all corrective disciplinary Actions:
i. Verbal Counseling
ii. Memorandum of Expectation
iii. Memorandum of Correction
iv. Written Reprimand
v. Employee Decision Making Leave
During a harassment complaint who is responsible for initiating and completing investigations of complaints under the direction of the Human Resources Director?
Department heads or designees
What deficiencies should normally be handled through corrective disciplinary actions?
Minor
Return to Duty drug and alcohol Test is required when?
Any employee who has successfully completed an Employee Assistance Program (EAP) or other similar City approved program and/or any treatment program as recommended by a Substance Abuse Professional (SAP)
