HomeMy WebLinkAboutOrdinance 99.12 amending personnel policies and repealing all that conflictF. ANN RODRIGUEZ, RECORDER
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DOCKET:
11057
RECORDED BY: RBJ
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PAGE:
1192
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DEPUTY RECORDER
NO. OF PAGES:
2234 RODE,
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SEQUENCE.
19991034369
SMARA
05/28/1999
TOWN OF A
ORDIN
14:50
ATTN: TOWN CLERK
13251 N LON ADAMS RD
MAIL
MARAN AZ 85653
AMOUNT PAID
$ 8.00
MARANA ORDINANCE No. 99.12
AN ORDINANCE OF THE TOWN OF MARANA, ARIZONA, AMENDING THE MARANA
PERSONNEL POLICIES BY REVISING THE MARANA PERSONNEL POLICIES AND
REPEALING ALL RESOLUTIONS, ORDINANCES AND RULES OF THE TOWN OF
MARANA IN CONFNLICT THEREWITH.
WHEREAS, The Town Council did, on the 19' day of December, 1989, adopt Marana
Town ordinance No. 89.32 revising the Marana Personnel Policies, and had amended the policies
from time to time; and
� WHEREAS, those documents herein referred to as "REVISED MARANA PERSONNEL
POLICIES" have been made a public record by the adoption of Resolution 99-38 on May 18,
1999, by the Mayor and Council of the Town of Marana;
NOW, THEREFORE, BE IT ORDAINED by the Mayor and Council of the Town of
Marana, Arizona, as follows:
Section 1. That document entitled "REVISED MARANA PERSONNEL POLICIES" three
copies of which are on file in the office of the Town Clerk of the Town of
Marana, Arizona, said document having been made a public record by Resolution
No. 99-38 of the Town of Marana, Arizona, is hereby referred to and made a part
hereof as if fully set out in this ordinance and is hereby adopted as the Marana
Personnel Policies.
Section 2. The former "Marana Personnel Policies" and related documents are revoked and
z
rescinded, and shall be replaced entirely by the document referred to above. .�
Section 3. The various town officers and employees are authorized and directed to perform
all acts necessary or desirable to give effect to this ordinance.L
Section 4. All Marana ordinances, resolutions, or motions and parts of ordinances,
resolutions or motions of the Council i n r ^
0"1%1-
PASSED AND ADOPTED by the Mayor and Council of the Town of Marana, Arizona,
this 18 Ih day of May, 1999.
ATTEST:
9 I J 54 00cely . Entz.
Town Clerk
APPROVED AS TO FORM:
aniel J. Hochuli
Town Attorney
Mayor ORA MA "
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Marana, Arizona Ordinance No. 99.12
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MARANA
TOWN OF MARANA
REVISED
.} PERSONNEL POLICIES
AND
PROCEDURES
Ordinance 99.12
Resolution- 99 -38
Effective May 18,1999
TOWN OF MARANA
REVISED: December 19,1989
REVISED: May 9,1983
ADOPTED: March 5-,1979
d.
pond � ft
MARANA
TOWN OF MARgNA
-FORWARD-
These personnel polici for the Town of Marana
a have been designed, revised,
approved and implemented in order to provide each employee of the Town a clear and
d
thorough understanding of the policies by which Marana strives to operate, n
p , a d the
conditions under which employment with the Town is accepted or continued. Knowing g
what. your responsibilities are to the Town and understanding which rights and privileges
you enjoy will serve to optimize working conditions and result. in a rofessionaf saf
p ., e,
enjoyable and efficient workplace.
Amendments or additions to these personnel policies shall be authorized only th
Y Y e
Marana Town Council. Each Town employee shall then be advised of the amendment
or addition and shall immediately adhere to it. No employee, supervisor, Department
Head or Council Member is authorized to make an oral representations or r
Y P promises
that vary from the provisions of these polices or that vary from the departmental rules
and regulations (if any) applicable to that employee's department. Any such oral
representations or promises are hereby declared to be null and void and should not be
relied upon by any employee. Neither this manual n . _
Y or the personnel po licies create an .. - .
employment contract with employees. .
Violations of these personnel policies will be perceived as a serious ous matter and may
i
result n disciplinary or other administrative action.
Revised: May 18, 1999
Town of M a ra n a
REVISED
PERSONNEL POLICIES AND PROCEDURES
TABLE CE CONTENTS
Forward ..........
r.. r.A ............................ .....e r.. .... r........■ ■.. ............ r... ■ ■...... ............. •• ..
Ordinance 99.1 2, Resolution 99 --38:
R evised Personnel P olicies and Procedures •
Chapter 1 General Employment Rights and Res onsibil 'ties ........................
p ...1 113
Chapter 2 -Employment Process .................... - 00*0
Chapter 3 Compensation ................................................ ............................... -
. 3 1 28
Chapter 4 Employment Benefits....... ............................... -
Chapter Work Rules .......... ........................................... .................,............. - -
.5 1 19
Chapter 8 Employes] evelopment ...................... , .... , ..... - -
Chapter 7 Safe and Health ....... -
Chapter 8 Termination of Employment ....................... -
..... ............................... -
.S � 7
[ Revised: May 1 8, 1 999
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MARANA.
M" OF MARANA
ORDINANCE 99.12, RESOLUTION 99 -38
PERSONNEL POLICIES AND
PROCEDURES
PERSONNEL POLICIES AND PROCEDURES
With Ordinance 99.12, Resolution 9935, adopted May 18, 19991,-the Town of Marana
revises the uniform and orderly system for dealin - with human resources matters tiers with
respect to al aspects of employment within the Town.
Section I Purpose
A. These policies.were developed to p rovide:
I A written set of guidelines for human resources decisions -
2. A means of communication with employees , su supervisors and dir
p Victors,.
3. A framework for consistency and fairness in recruitment seledtion
placement, promotion, retention and separation of Town employees. based
upon employees' qualifications for a position;
4. A way to promote the Town's philosophy;
5. A tool to assist managers in the development of sound management
practices and procedures; and
60 A. means of protecting the legal interests of the Town in compliance with _
federal and state laws.
section 2 Scope
A. These policies and procedures apply to all employees of the Town of Marana
except elected and appointed officials; members of the boards and commissions;
persons engaged under contract to supply professional or technical services;
volunteer personnel who receive no regular compensation from the Town; and
other personnel whom the Council may designate.
B. In the event of conflict between these olicies and procedures and the Town
P p o
Code, ordinances and resolutions, state or federal law, the terms and conditions
of the ordinance, state or federal law shall prevail.
40 A
Revised: May 18, 1999
iv
TO%W OF MARANA
ORDINANCE 99-12, RESOLUTION 99-38
PERSONNEL POLICIES AND
PROCEDURES
Section 3 Amendments and Revisions
A. Amendments and o to these
policies ma be proposed ' e' n
d to the Tow o s
Council throu the Town. Mana The Council ma at its sole discretio . n b
ordinance -and/or resolution, -chan amend, repeal or modif these policies at
an time, with or withou t notice. Amendments and revisi to these policies
t
become effecive upon their adoption b the Town Council.
B. Amendments to these personnel policies ma be adopted b a majorit vote of
the Town Council at an pu -blic meetin of the.Council,.; after the propose I d
amendmenta have been submitted to the bouncil, for consideration at a previous
Council meetin No action ma be taken o an amendment to these personnel
Policies. at the meetin at which the amendments are �ihitiall proposed.
Amendments and revisions ma proposed and ado o- the consent
agenda-,, n
_
Section 4 Personnel Polic Administraflon,
Administration of the personnel policies is the responsibilit of the Human Resources
Director.
Section 5 Disclaimer
Norge of these provisions shall be deemed' to create a:vest.ed -contractual ri for an
emplo nor to limit the power of the Town Mana or Council to repeal or m6dif
these rules. The policies are not to be interpreted as promises of specific treatment.
V
Revised: Ma 18, 1999
Town of Marana
PERSONNEL POLICIES AND PROCEDURES
1 - Table of Contents
Chapter 1
GENERAL EMPLOYMENT RIGHTS AND RESPONSIBILITIES
Policy 1 -1 Eq Employment Opportunity ............ .................. .. - 1
Section 1-1-1 Non- .
ination ..................... .....................••.. ......... ........ 1 - 1
A. Reasonable Accommodation .................................. ..............................1 as 1
Be Affirmative Action . ................................................... ,.............................1 - 1
Section 1 -1 -2 Consequences of - Prohibited Conduct .......... ..............................1 - 1
Section 1 -1 -3 Equal Employment Opportunity Program .... ..............................1 -
- . 9 1
Sect 1 1-4 Program Responsibility ............. ...:.................... •............... r.......1 - 2
Section 1 -1 -5 Anti - Harassment Pol icy .............................. ....................... 1 -�
3 -4
Section 1-1-6 Plan for Harassment Prevention and Elimination ......... a...y ....
A. Education ................................................................ ..............................l - 4
B e I mplement a tion .............................. ............................... ►............... 0 a. 000. 0 1 4
C. Enforcement ........................................................... .,...w..........•.....,.......1 -4
Section 7 - -7 Reporting Possible Harass ................. _ 5
Section 1 -1 -8 i
• , .. ■ . ■ e .. R 0 000...... a .......... r .
n vestigation ........................... ............................... -
Section 1 -1 -9 hi '
No Re prisals ....................................... -5
- 5
Section 1 -1 -10 Option to Report to Outside A enc ies ... .................•............1 -
9 Y{ 3 8
F�
Section 1 -1 -11 Employee Development ......:,.. w... ............. . .............................. '# - 6
Section 1 - - coordination with - th State and Federal Laws ..............................1 -6
Section -1 -13 Definitions ................. ................................ ...........,............ :.....1 -6
Policy 1 -2 Code of conduct ......... ...............
w .. � 0000 , ... ■ 0000. r • .......... • ... a 0000. ► . , . • 0000... � 0000 1 - i
Section 1 -2 -1 Performance of Duties ................................ ..............................1 -7
Section 1 - -2 Abuse of Position ............................. ............................... • , ........1 -
8
Section 1 -2 -3 Conflict of Interest ....................................... ...............:..• - 8
A . Outside Contracts ................................................... .. ...............•..,.........1 -
B . Nepotism ................ ..... ff./......■ r......... a. a. ...,•r.......■........ sea .,.... a...a 0 a a... a s �•..■ 1 as S
C. Business with Private Party or Vendor........... ......... ..............................1 -9
D. Acceptance of Gifts, Gratuities, Hospitality.. •.......... .............. ................1 - 9
Section 1 - 2 - 4 Outside Employment ................................... ................:.............1 - 9
Section 1-2 -5 Volunteer Activities .................... .........................0000.. --
Section 1 -2 -5 Confidentiality ................................. 0 0 0 a ........ • ..........1 - 11
Section 1 -2 -7 Political Activity ................ ....:.........:
............... ...........................1 - 11
A. Political Campai
Be Candidate for Office ................................................. ..........,....•.......•......1 - 12
. Pol . r /�.{y f!f Ac tiv is m
itic I ■........... W* ... 0 ........... a , a w... aaa.. a s
D. Political Discrimination ...................:....................... ................. :...a.......•. 1 - 12
Section 1 -2 -8 Use of Public Property ................................ .. .....................•.... 0 .1 13
Section 1 -2 -9 Investigation by Outsid Agency ................. . ...........owes** .4 0 See 1 - 13
Re vised: . '1999
r
ARANA
TOWN OF MARANA
MUMA
CHAPTER 1
GENERAL EMPLOYMENT RIGHTS AND
RESPONSIBILITIES
Pokey 1-1 EQUAL EMPLOYMENT OPPORTUNITY
The Town of Marana provides equal employment opportunities to all em 1
PP A oyees and applicants
for employment without regard to race, color, religion, national on
9 • , sex � gin, age, disability or
status as a Vietnam era or special disabled veteran �n accorda.nce with a .
ppl :cable federal laws.
Section 1-1-1 Non- Discrimination
The Town complies with applicable sta laws overni - .
p � ng non- �n +rnplcymoont:
Th1s Policy applies to all terms and conditions of employ rent
hiring .incl
� - � incl uding but not limited to, .
g, placement, promotion, term " nation, layoff, recall, transfer, lea of
absence,
compensation - and training.
A. Reasonable Accommodation
The Town also provides equal treatment for disabled emp loyees w .
who can perform with
accommodation the essential tasks of the position that are bona - fide occupational
qualifcations of the position when such accommodations do not i mpose an undue
hardship on the Town.
B. Affirmative Action
To further the principle of equal employment op portunity for all the T
. l PP Y own has
Implemented an affirmative action program for minorities and women individuals wit
disabilities and Vietnam era and special disabled veterans. _
Section 1 -1 -2 consequences of Prohibited Conduct
Violations of this policy may be cause for the full • .
Y e u 1 range of disciplinary action, up to and
including termination.
Section 1 -1 -3 Equal Employment Opportunit Program
ram g
The Equal Opportune Officer shall and rt
tY _ e ake the fallowing actions to ensure . equal
employment opportunities in the: Town:
. A. �Periodically review.all vsition qualifi p q nations and descripti to ensure requirements
are relevant to the tasks to be performed' and make recommendations as needed to
delete requirements not reasonably related to the tasks to be performed.
. P
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Revised: _, 1 999
CHAPTER 1
MARANA GENERAL EMPLOYMENT RIGHTS AND
�� N ,� RESPONSIBILITIES
B. Ensure that a and benefits • • responsibility
P Y s depend upon positron and along with
overtime work, are administered on a non•- drscriminato basis.
minatory .
C. Inform, and provide guidance to staff and management •
g personnel who make h in
decisions so that a-ll applications for selections, promotion and termination includin
those of minorities and women �
are
considered without discrimination and all applicants
be given equal opportunity regardless of race, color, natio on in disability
g , sex, age, disability
or status as a Vietnam era or special disabled veteran in accordance with
applicable
federal law.
D. create a pool of ualif ed candid ..
q candi to encourage diversity and ensure. equal
employment opportunity in hiring. The following p ractices - for listin '
g P g fobs v�rrll be followed
under the Equal Employment opportunity officer's direction:
1. Regular full time jobs must be open for a minimum of 10 working Diking days.
2. Jobs must be advertised to the brow •
lest audience available and appropriate for the f
position. ;
E. Provide orientation for new emp specifically ...
that emphasizes how the Town
assures equal opportunity and encourages all employees to. avail themselves of equal
employment services.
F. Distributethe Equal
Em to m � . .
P Y ent Opportunity Policy to employees, contractors and
suppliers. : - ; • G. Include an equal employment -o ortuni phrase on ap plications
PP t'y p r and f ' ob .
announcements.
Section 1.1 .4 Program Responsibili
The Human Resources Director shall serve as the Equal Opportunity Officer to carry out the
Equal Employment Opportunity Policy and Program.
A. The Equal Employment opportunit officer shall be the e focal point for the Town's equal
opportunity efforts and shall advise and assist staff and manag p ersonn el ' n all
g P nel r
-matters regarding implementation of and corn fiance with the - E ual E
o `
P q mpl yment.
P rtunity Poli an& be responsible for the successful e xecution -of the r
p ograrn,
utilizing the assistance of appropriate state and community a g encies.
y
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Revised: _ ,1999
MARAN
TOWN of MAPAJq1l
CHAPTER 1
GENERAL EMPLOYMENT RIGHTS AND
RESPONSIBILITIES
B.. The Equal Employment opportunity officer will have the responsibility '
to examine
existing internal: policies or procedures that may serve as berriars to' im lernentin
Equal Employment opportunity Program P g the
.
Section 1 -1i5 Anti - Harassment Policy
The Town of Marana strictly prohibits an form of unlawful ern
.. Y .. Y n
.. employee harassment based on
race, color, religion, sex, national ongin, age, disability, status as a Vietnam era 0
or special
disabled veteran or status in any group protected b federal state- or local Y f ca law. 1 proper
interference with the ability of the Town's employees to erform the job • . o p ear expected. dunes
will not be tolerated. Each member of mana ement is res pops for
her f .. g P. pr�at�ng a n
atmosp e ree of d�scnrnination and harassment, sexual or otherwise. Further
employees are responsible for respecting the rights of thei co- workers.
With respect to sexual harassment, the Town : rohibits the following:
g
A. Unwelcome sexual advances, requests for sexual favors and all of
.. her verbal or physical
conduct of a sexual or other offensive nature, especially where
1. Submission to such conduct . is made either explicit or im :licit! a- terra co ndition
of employment;
p Y p y or condit�on
2. Submission to or rejection of such conduct is used as the basis for d ecisions
ecisions
affecting an individual's employment; or
3. Such cond has the ' .0 ose or effect �
p rp ect of creating- an intimidating., ho stile or :
offensive work environment.
B. Offensive-
comments, jokes, innuendoes, and other sexuall Y orient
Examples of the types of ed statements
conduct express! prohibited b this policy Y P y p y ncl ude, but are not
limited to, the following:
1. Touching, such as rubbing or massaging someone's neck or shoulders stroking
someone's hair or brushing against. another's body;
2. Sexually suggestive touching;
, 3. Grabbing, groping, kissing, fondling;
4. - Violating someone's "personals p ace ";
5. Lewd, off-color, sexually oriented comments or jokes;
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Revised: '1999
MARANA
YOWN of MARANA
CHAPTER 1
GENERAL EMPLOYMENT RIGHTS AND
RESPONSIBILITIES
6. Foul or obscene languages
7. Leering, staring or stalking;.
8. Suggestive or sexually explicit posters, calendars, photographs, graffiti, cartoons;
9.. Sexually oriented or explicit remarks;
10. Questions a=bout one's sex life or
experience;
11. Repeated requests for dates.
Section 1 -1 -8 Plan for Harassment Prevention and Elimination
A. Education
The Human Resources Director shall be responsible for formally notifying all employees,
Department Heads`, elected or appointed officials, volunteers, and contractorslvendors of
the existence of this policy. The Human Resource Director shall periodically conduct
training on the topic of offensive behavior/harassment, and attendance will. be mandatory
for all employees and will be offered to elected or appointed - officials and others.
D. 1 mplernentauon
The Town Manager and the Department Heads .are responsible for creating a productive +=
work environment in which offensive conduct or harassment is completely out of place; '.
taking immediate and appropriate corrective action in response to any confirmed violation
of this policy; and assuring that no reprisals are taken against those who complain or
against corroborating witnesses.
C. Enforcement
The Town is committed to thoroughly investigate each. complaint and take immediate. and
appropriate corrective action on all confirmed viol.ations of this olio . The Human
p Y
Resources Director is responsible for auditing the operation of this : policy, providing
1 -4
Revised: 111999
MARANA
TO of MARAN A
CHAPTER I
GENERAL EMPLOYMENT RIGHTS AND
RESPONSIBILITIES
Town Manager, Town Manager's Delegatee, or the appropriate Department Head is
responsible for thoroughly investigating and resolving any conplajnts.
Section 1 -1 -7 Reporting Possible Harassment
A. if an employee experiences any job- related harassment based . on sex, race, national
origin, disability or other protected factor, or believes that he - or she has been treated in an
unlawful, discriminatory manner, the incident should be reported promptly to a Department
Head, the -Human Resources Director or the Town Manager, who Will invest* ate as
necessary to' determine the cause of the complaint and work with the employee to affect
an eQu"table solution. Every effort shall be made to resolve the difficulty at the lowest level
practicable. The complaint will be -kept confidential to the maximurn extent practicable.
8., All othevemploy-ees, including: supervisors, managers or directors, who become aware of
possible harassment of an employee, either as a result of having received a complaint
directly from the employee from any other reliable source of information, or from his or her
personal observations, should report the situation to a Department Head, the Human
i -
Resources Director or the Town Manager.
. section 1 -1-8 investigation
A. The goal will be to investigate any such complaint promptly and thoroughly.
. if the Town determines than an employee has harassed another individual, appropriate
disciplinary action will be taken against the offending employe, up to and including
g -
termination of employment.
Section 1 -1 -9 No Reprisals
A. No reprisals of any kind by any employee or manager shall be taken against an employee
because - that employee has asserted a. complaint or against any witness because that
individual has reported or has assisted in any way in the investigation of a harassment
complaint.
B. If, after investigating any complaint of , harassment, the Town determines that the
_ complaint is not bona fide and was not made in good faith or that an employee has
provided false information regarding the complaint, disciplinary action may be taken
against the individual who filed the - complaint . or who gave the false information, up to and
including termination.
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Revised: , 1999
FOOMMMI
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TOWN Of MAUNA
CHAPTER I
GENERAL EMPLOYMENT RI GHTS AND
RESPONSIBILITIES
Section 1.1 -10 O p ti '
on to Report to Outside A
At the option of the emplo the services of the State of Ariz6ha'Department of Law Civil
Ri Division or the federal E Emplo Opportunit Commission ma be
requested at an time.
Section 1 -1 -11 Emplo Development
The followin actions shall be undertaken to achieve . gob satisfacti
treatment: J -on and fair
A,. Assure that there shall be no discrimination with re to trainin and educational
opportunities, up promotions, transfer and demotion, layoffs and termination of
emplo _ An actions t g ht adversel affect emplo in accordance with state
and federal law will be b rou g ht to the attention of the E Opportunit Officer.
B. Activel encoura emplo d j ob pot th throu trainin
yees to increase their skills a ential rou 9
and educational.opportunities. Offer g uidance and counselin in developin pro
tailored toindividual aptitudes and desires, takin full advanta of pro offered b
state and federal a and other appropriate pro
Section 1-1-1.2 Coordination with State and Federal Laws
The Town recognizes its, res ons'l'bilities to
p comply with and ensure that e opportunit
and non-discrimination policies of state- or federal a with which it conducts business �� . -
are carried out in compliance with Executive Order No. 11246.
Section 1-1-13 Definitions
A. Equal Employment Opportun"
Ity- Polic The commitment to ensure e emplo
opportunit for all employees and appointed officials- to the full extent of S . tate, and
federal law.
[W161
E Emplo Opportunit Pro The written, res - oriented pro
specific set forth In this polic detailin the steps to be taken to ensure equal
emplo opportunit
..C... Equal Emplo opportunity Officer. That person desi b the Town Mana
who is responsible for meetin
i g the obli and requirements
of the E
Emplo Opportunit Polic and Pro
Revised: 1999
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MARANA
TOWN OF MARANA
CHAPTER 1
GENERAL EMPLOYMENT RIGHTS AND
RESPONSIBILITIES
POLICY 1 -2 CODE of CONDUCT
As employees of the Town of Marana, we must manage our personal and business affairs so
as to avoid situations that might lead to conflict, or the appearance of conflict, between self
interest and our duty to the Town, to the persons. served b the Town and to the general public.
c.
Common sense and good judgment will dictate the proper - course of action in most situat
o s.
However, if there is a question of even a slight conflict With. our Code of Condu others will
l
.: tend to exaggerate it. The best policy is to resolve such questions b addressi them at
Y g the
outset so they will not become embarrassing problems later. Such matters can easil be
-addressed b discussin them with ' easily.
be g h the Department Head�or Human Resources Director.
Handling these matters in this manner should avoid an occasion for disci ling
Y p ry action.
However, any violation of this Code of Conduct may result in. disci lima action. Depending
R rY pending
upon the seventy of the violation, such disciplinary action could include any one or a
combination of the following: oral warning, written reprimand,. probation, suspension or
discharge. Situations may arise that have not been directly addressed in this Cod of Conduct
Th e fi resolution of such situations rests with the Town er
Mana .
9
Section 1 -2 -1 Performance of Duties
A. Employees should perform official duties diligently, conscientiously and to the be of
their ability, remembering that they are public servants.
B. Employees should always perform their duties with courtesy nd respect for the. public
and Y A
for co- workers and without bias or preJudice, manifested by words or conduct,
based upon age, race, religion, national. origin, gender, sexual orientation, veteran
status, disability or political affiliation.
C. With su p pport from the Town, employees should seek to maintain and im rove:their
personal and professional growth and development and that of their- co- workers throw h
g
cooperation and participation in training and educational programs rel evant to their
duties and through any licensing or certification required for their R osition..
D. Employees should perform their duties impartially in a manner consiste with law and
the public interest, unswayed by kinship, position, partisan interests, public p ressure or
fear of criticism or reprisal.
E.. Employees should brie to the attention of their s an i n f ormat i on � p y formation than by its
nature or inference., could disclose or cause to be addressed any condition or situation
that is detrimental to the image of the Town of Marana or that the regard as a threat of
liability, e • 9
ty a threat to safety or a breach of law. The Town will not retaliate against any .
employee who makes such a disclosure in good faith. Resolution shall be pursued in
1 -7
Revised: .1999
MARA
TO Of MuANA
CHAPTER 1
GENERAL EMPLOYMENT RIGHTS AND
RESPONSIBILITIES
accordance with the provisions of applicable local, state and federal law.
Section 1-2 -2 Abuse of Position
A. No employee should use or attempt to use his or her official position to secure
unwarranted privileges or exemptions.
B. No employee or a member of the employee's immediate family should accept., solicit
P , or
agree to accept, any gift, favor or anything of value with the understanding that the
official actions, decisions or judgments of any employee will be influenced.
D. No employee should request or acce t fee or com
� P Y compensation beyond that received
by the employee in his an s or her official capacity for ad�lce or assistance g iven in the
course of his or her public employment.
D. Each employee should use the public resources, roP e rtY a -nd funds under the
P
employee's control responsibly and for the public purpose intended by law and not for
any private purpose.
Section 1 -2.3 Conflict of Interest
Every employee has- an obligation to diligently identify, disclose avoid and/or manag
g Y fY g
conflicts of interest. Potential conflict of interest exists when an employee or an employ
immediate family may be directly or indirectly fnancially impacted, whether favorably or
detrimentally . Y
y by a decisi ma -de by the Town of Marana in which. the employee
participates. Even if no abuse of position actually occurs, a conflict of interest or its
appearance can seriously undermine the public's confidence and trust in the Town's
governmental system.
A. outside Contracts
Employees and their immediate family members should not .enter into any contract with
any component of the Town government for financial gain apart from an employment
appointment without full disclosure and sat isfactor y ma na g ement of an p
. ry g any conflict of interest In accordance with policies established - by the Town of Ma.rana .
B. Nepotism.
Employees should not be involved in the decision to - hire or in the supervis of an
. P Y
member of their immediate family.
�. Immediate family or employees who reside in the same household will be allowed to
work in the same department, and neither will be required to transfer or terminate
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C. Business with Private Party or vendor
Employees should not participate in decisions regarding conduct of Town business with
any private party or vendor by whom the employee or an immediate family member is
employed or is actively seeking employment.
D. Acceptance of Gifts, G ratuities, Hospitality
p tY
Employees should not accept ifts, loans, gratuities, discounts favors hospitality - : - -
g . g = -
services or other compensation under circumstances from which it. could reasonably be. - -
inferred that a major purpose of the donor is to influence the employee in the
-
performance of duties. Examples of acceptable courtesies include a mea or social
event; floral offerings or gifts of food to commemorate events such. as illness, death,
birth, holidays -, promotions; or a sample or - promotional gift. of nominal value ( $25 or
less ).
sect 1-24 outside Employme
A. While the Town of Marana does not oppose employees eng i outs
employment, each full -time employee should consider his or her position with. the Town
of Marana to be his/her primary place of employment. The outside employment of .part-
time employees may also reflect on the Town. Therefore, the Town of Marana.. will.,
.
oppose outside employrinent when it interferes with any employee's duties with the. Town
1 -9
Revised: '1999
so
M .A
TOWN of MU UNA
CHAPTER 1
GENERAL. EMPLOYMENT RIGHTS AND
RESPONSIBILITIES
employment, as long as neither is in a position that requires supervising the other.
2. if a supervisory responsibility is involved, then the affected. gmployees will determine
which of them will transfer or resign in order to ensure compliance with this olio
p � Y
The Town will assist in exploring transfer opportunities to like or similar positions for
either employee.
316 If no transfer opportunity exists after 90 days, one of the employ be r `
Y required
to resign employment with the Town.
4. For purposes of this policy, Irnmediate family. and relative is defined as.husband,
wife, - daughter (in- law), son (in-law }, mo ther - (in --law ), father (in-law), brother in -law
sister in -law (in-law), P p p (in-law), P [ }, parents s children, s agents grand agent or
grandchild of an employee or other legal dependent of an employee or the
employee's relatives.
MARAN�A�
TOWN OF MARAN►,
CHAPTER 1
GENERAL EMPLOYMENT RIGHTS AND
RESPONSIBILITIES
of Marana, involves a potential conflict of interest or co .
of the T . :. com promises the integrity or
credibility awn. consequently, in addition to conflipt_of interest situations
addressed above, employees should avoid.:
1. Outside eMployment with an entity hat conducts '
tY business with the Town or requires
the employee to have frequent contact with ' ' q
q entities. that reg ularly d business wi th
'the Town without full disclosure and satisfactory ans
conflict of interes rY gernent of any potential
=2. Outside employment that oanhot be accomp lished p shed outside of the employee's normal
working -hours or is otherwise incompatible with the
. .. performance of the employee's
duties b placing the employee i a po sition of conflict
p between. the employee' role
at the Town of Marana and the employee's role in the
Y outside employment.
I Performance of work for an governmental entity .
Y g ty within the state of Arizona without
the written consent of both employers.
4. Outside employment that exploits official osotion or
p confidential information acquired
in the
e performance of official duties for personal gain..
5. Outside employment that the ublic may view a
1tllar p Y s work on behalf of the Town of
Marana
E. An exception to restrictions on outside em
ployment pertain tv the- police. outside:
employment of police must nonfarm to Police Dep artme n t . .
p ent Polic . ies and Procedures.
C. Due to the importance of fhe ublic's '
of p perception of the governmental system, the Town
Marana re quires that ail employee who en a e in vu
g g tside employment disclose such
wank to the
Department Head, who will notify the Human Resourc
ces Director if
appropriate. Outside employment is subject to review for conformance to thi
engag code of
conduct. Emp loyees
g ged in outside employment determined not to be in
conformance may be required to cease such employment.
p yment.
Section 1 -24-5 VotuMeer Activi
ties
E�playees are encouraged to eng age in volunteer ..
eer activ However, employees should
eva luate their volunteer activities in the same mann r •
e as outside - employment to identify any
Potential confl with the em lb ee's o ' ' •
• P y p sition with the Town of Marana. Employees should .
discuss these potential conflicts with their Department Head.
A. An employee should declare volunteer activities
only if the employee believ there is
some reason for concem consistent with the spirit of this code
P of Conduct.
1 -10
Revi sed: , 1999
LL7. I
MARA NA
TOWN Of i► A RAHA
CHAPTER 1
GENERAL EMPLOYMENT RIGHTS AND
RESPONSIBILITIES
B. All reported volunteer activities will be reviewed forapp ropriateness under -the
guidelines
in this policy by the Department Head and the Human Resources Director.
C. Should an employee disagree with the decision of the Department Head and Human
an
Resources Director, he/she may request an additional review by g the Town Manager
.whose decision is final.
Section 1 -2 -6 confidentiality
H-: - Employe
es of the Town of Martina should car out their duties in a - .
�' tx�ar�ner which would
withstand public. scrutiny. -S employees - handle confidential' ct3urt --vela
ted, law
enforcement- related or employee- related documents, while others handle sens matters
concerning the operation of the government. Employees should maintain. the confidentiality
of these matters, ensuring information about these activities is made p ub lic lrc only upon
a ppropriate authorization by the Department Head, Human. Resources Director or Town
Manager.
Section 1 -2 -7 Political Activity
The Town seeks to maintain neutrality concernin p olitical matters. to th
� P e extent humanly
possible. Employees of the Town of Marana have a ri ht to entertain and express personal
� p p al
opinions about political candidates and issues, but when performing their duties on
� p g behalf of
the
Town during working hours employees of the Town of Marana should endeavor to
maintain neutrality in action and appearance, except where an em to ee's '
l3 p y p osition entails
political advocacy on the pa rt of the Town.
A. Political Campaigns
Each employee retains the right to vote as the employee chooses and is free to
participate , actively in political campaigns during non - working hours. Such activi
• g activi
includes, but is not limited to, membership and holding office in a political - a
campaigning for a candidate to a partisan election by making speeches, and making
contributions of time or money to individual candidates, political parties or other groups
engaged in political activity. An - employee who chooses to artici ate in politic • .
I'a p p ca a ctivity
during off -duty hours should. not use his or her position or-title within the Town in
connection with such political activities.
1 -11
Revised. , 1999
MARANA
TOWN OF MARMA
B. Candidate for Office
CHAPTER I
GENERAL EMPLOYMENT RIGHTS AND
RESPONSIBILITIES
An employee who declares an intention to run for artisan - elective- office must
1 take
an unpaid leave of absence upon the fili of nomination papers, u nless more than
50% of the employee's salary is paid by federal funds, in which case the ee em to
P Y
must resign. if elected he or she must resign.
2. An employee may be a candidate for an --
Y unpaid non_ partisan elective office or may
be appointed to an unpaid non - partisan offce in .a.nother 'urisdiction witho
separating from employment, provided that the employee otherwise complies wit
this Code of Conduct.
C: Political Activis
Employees should not engage in political act p v�ty durirrg scheduled work hours, or when
using government vehicles or equipment, or on Town property except la �Y t in the p
performance of their duties on behalf of the Town. Political activity ncludes is not
ty , but
limited to:
'�. Displaying literature, badges, stickers, signs or other items of P oliticaI
advertising on behalf of any party, committee, agency, candidate fvr p elitical
office or political issues -sought to be placed on. the ballot.
2. Using official authority r p osition, direct or indirectl tY P Y y, to influence or
attempt to influence any other employee in Town employment to become a
Y
member of any political organization or to take part in any political activity.
3. soliciting signatures for olitical candidacy or f '
p y or the purpose of placing an
issue. on the ballot.
-4. Soliciting or recee
I V I *n funds for political ur oses.
g p p p
Do Politi - cal Discrimination
Employees should not discriminate - in favor of or against an.
g y employee or applicant for
employment on account of political contributions or permitted political activities.
I -I2
r -pia
•� z r 'r
r
Revised: , 1 999
Town of Marana
PERSONNEL POLICIES AND PROCEDURES
} - Table of Contents
Chapter 2
EMPLOYMENT PROCESS
Policy 2 - Hiring Process ......................................... r........... ...............................
Policy 2 -2 Job Posting or Current Emp '
9 payees...,............,...,. ..:..,..,..... ................. 2 -
S ection -2 -1 Eligibility.. . :........................ 2 - 2
Section 2 -2 -2 Employee Responsibilities .... a . .. . ...... r .....0.0,0 9. a
...... .................. 2 -2
S ection 2 -2 - Review of ualifcations .............................. ............................... 2-2
Section 2- Notification of current Supervisor .......... 2-2.
Policy 2 -3 Job Announcement......... .
. •.. rewa.. r.. r...... y....... a1■ w.■... ■.r ■..r........a..........rr..■ 2-3
Seen 2 -3 -1 Full -Time Positions .................. ...............................
♦��♦ SS /i�� =�!. * Rr ...1f...! * /Ri• 2 -
Se,ction 2 -3 -2 Part- . ■m 1 0 � �o�V /.....\ /...../ a..a..• ............. I , .Irv. 3
' . fog &.9 ■ e .............. I r 2 es
Section 2 -3 -3 Temporary Positions ................ a: gas ....I,.r..1....
r . 2 ` 3
Policy 2-4 Application .. ...................................................
Section 2-4-1 Definition of Applicant..... .................. . ..........a......... :....,....
Secti Application .........2 -
4
on 2-4-2 Application Forms ...................................... ............................... 2-4
Section 2-4-3 Rejection of Application ................................ _
Section 2-4-4 Application Retention .............................. ...... r. r.964,00A4696 0 - 4
s ± Policy 2 - Examination..... ........... ...............,.... a...... ...............................
Section 2 -5 Physical and Mental Fitness ............... ...............................
. ....... 2 - 5
Sect ion 2 -5 -2 Pre - Employment Drug Test .............................. .................... ■... 2 - 5
S ection 2 -5-3 Test Development ..................................... ............................... 2-5
Section 2 -5--4 Test Administration .................................... ............................... 2 -
. 5 .
Section 2 -5 -5 Reasonable Accommodation ..................... \ r........ 2 -
Policy 2--5 Disability Preferen ... • ... w r ■ ... w ............ r . r 0000 r .. r ... r ■ r r .. r r r r 0000. w r . w . r . ► ► .. r ■ .. w . 2 - / !
Policy interviewing ..........\w.....r,.. 0 ........... ..... ►...... r. w.. .. 0000... ■ ■............r..a..r►.r ](�] -
■.r■.■ 2 - V
Policy 2 - Reference hec..■..r. r.. a...arr... ■...■r w..■
...•.•...■..r\..•..►.. ►.• ■00,00 ■.. *.•• ■. w....,..... 2 - 10
Policy 2 -9 Veteran's Preference ............,.r.....
P olicy 2 40 Selection .... ................ w.......... r. ,................ ....................
S ection 2-10-1 Notification ...... ........■.........■..�..ar►..., ....w.r....■..■.a....... r...... r...r.r.
•i 2
Section 2 -10 -2 Appointment ..................... ....................... ............................ -
_ j /► . 2 � 2
S • Exp enses .. r .................�....rr....... s.■a.... ■.....r....rr.. a►r.... 2 i -
fe �/}.ry U nsuccessful 2
Section 2-1 .� Notice to unsuccessful • ■ppl ■...0000.. ....r.rr..w. r..r 2 -
-- _ 13
Sectfon
2 10 5 Temporary Help......... ............................... ...•...,.....r.. ■.............. 2-13
Section 2 -1 Special Employment Programs ............ r.. .........rr ......... ........... -
g 2 13
Revise Mai{ 18, 1 999
Town of M a ra n a
PERSONNEL POLICIES AND
_ PROCEDURES
Table of Contents
Policy 2-11 Fing rinting ...................................................... ...............................
Section 2 -11 -1 Affected Position I 2- 1 4
Section 2 -11 -2 Failure to Comply py .................................... ............................... 2 -14
Policy 2 -12 Emplo Orientati
Section 2 -12 -1 Citizenship ... ...............................
....... ...... .:............................. -2 - 15
Section 2 -12 -2 Loyalty Oa th .................... _..... - - _ 15
Section 2 -12 -3 Hiring Deparrtnnent Res onsi-bi ' ' ' � _�
p l�t�es .......... .. ..........................w.. 2- 15
Se ction 2 -12-4 Date of Hire /Length of Service Anniversa
Policy 2-13 Initial Evaluation Period
S
2 17
ection 2 -13 -1 Length of Ti .......................
Section 2 - -2 Completion of Initial Evaluation Pe4
' $e on 2 -13 -3. ExtenslOn of Initial E v aluat i on p r■ Ra.w.rs
aluatror� ,` e��od. r. � - r. w,., . ................ � -
Sec tion 2 -13-4 Employment Classi - 17
. y firat�on Change ......... \ .............................. � -
Section 2 - 13 - 5 D smissal durin . Initial Eva 18
9 luat�on Period ................ w.............. 2 - 18
Policy 2 -14 Employee Identification Cards ............. 9
_ f
] + Ii �
Revised: May 18 , 1 999 �-�
SARA NA
X" (X MM"A
CHAPTER2
EMPLOYMENT PROCESS
Polic 2-1 HIRING PROCESS
Vacancies ma be filled b transfer, promoti
on, demotion, re em. plo or from an
employment: list or other selection process established for' fillin that artic�'lar p vacanc
Normall a c uArrent: ei*oo must have completed- the "fial ini i eval.uation period in order to
be eli for avaca'ncy_ After each recruftment or promotion and su
appotentment the em h d f that ployment I'l S�t establis e r purpose ma oe destro
I
Revised: Wlav
..,.1F .. fa
MARAN
CHAPTER 2
EMPLOYMENT PROCESS
Policy 2 -2 JOB POSTING FOR CURRENT EMPLOYEES
vvhen job openings arise, qualified internal candidates will be give. n full con i .
fiffling g s �deratron fn
those openings where possible. To encou employes to - ex: ress their interest
P ,
the. Town has established a job - posting. prog ram. The program will rioti em employees ees of p Y
openings below the senior management level and provide a method for employees to- apply.
Pp . Y
Section 2 -24 Eligibility
To be eligible, an employee must be in oodstandiri meaning :.
Y g - g, ng that the ' employee's
overall work record is acceptable, and normally have completed the initial evaluation
period. The Town Manager may approve a promotion or transfer for an emp loyee wh
o
. -has not completed the initial evaluation period in his or her current position up on the
p p
recommendation of the Department Head.
Section 2 -2 -2 Employee Responsibilities
Employees are responsible for monitoring job vacancy notices and submitting their
a j obs
li g pp cation forms for posted to the Human Resources staff. They are also
responsible for demonstrating hat the are qualified for the op en positi
9 Y � p p on(s ).
Section 2 -2 -3 Review of Qualifications
The hiring supervisor will contact employees who apply to discuss the job opportunit
pp Y _
and the employee's qualifications. if the employee is not selected, the hiring s u p ervisor
Will a g P - f -
generally explain why.
Section 2 -2-4 Notification of Current Supervisor
Employees are not required to notify their supervisors when applyin for posted
.. g p
position in a different department. However, if an employee is a finalist for a position,
the hiring supervisor will. then contact the current supervisor for, amon g purp
other
a recommendation.
Revised: Wav 18. 1999
MARAfTA
TO" OF MARANA
CHAPTER 2
EMPLOYMENT PROCESS
Policy 2 -3 JOB ANNOUNCEMENT
Section 2 -3 -1 Full -Time Positions
A. All positions other than . temporary shall general publi c be publicized to the P ,, c by
advertisement in a newspaper of appropriate circulation b pQSting announcements
in the Town building; through electro means such as the I •
ntemet, or by other
methods determined by the, Human Resources Director.
-% 1. The a nnouncement$ Shull specify the title of the osi io
p n, the nature of the work .
to be performed, minimum requirements for the osition the -
� lication P manner of making
app lication, , salary range and other pertinent. infor mation. The. announcement
shall indicate that the Town is an equal opportune employer.
tY
2. The announcement will normally be open for 10 workin .da .
working .day and conta a
closing date for receipt of applications as determined b the Human man Resources
Director '
to conjunction with the Department Head or Town Manager.. The
application deadline may be extende =d by the Human Resources D irector.
3. if a. position vacant occurs within
. Y within 60 calendar days of the closing date of a
previousl - advertised • . g
Y position in the same classification, the position will net
require re- advertisement. if there is not a sufficient number of qualified
q a ified
applications received for position openings, the osition may be r
'
P y
S ection 2 -3 -2 Bart -Time Positions The Town Manager may snake art - time appointments P PP s where positions require someone _
less than full time. Part -time emp loyees ma be eligible f
Y g or some employee benefit
programs offered by the Town.
Section 2 -3 -3 Teen ora Positions
p ry s�tions
The Town Mans er ma au g Y home ternporai•y appointments, provided budgeted funds
are available. Temp asi • g
A ry P tions shall generally be limited to a rnaximurn of 3 full
calendar months. Temporary positions may be extended for u t '
Y p v an additional 3
months. Temporary employees may apply or art - time or full -time '
Y P positions through the
normal application for the general public.
Revise May 18, 1 °99
ry y }
� - r
M ARANA
TOWN OF MAUNA
CHAPTER 2
EMPLOYMENT PROCESS
Policy 2-4 APPLICATION
Section 2-4 -1 Definition of Applicant
An applicant is an individual who applies- to the Town in person b co m p leting official
Y P 9 an o
Town employment application or delivering a resume. An applicant is also an individual
who does not complete an official application but who is interviewe by the Town
.
Manager
Section 2.4 -2 Application Forms
A. Application forms shall be accepted for positions that are o P en.
B. An. applicant may apply for more than one position, provided that each position is
open - for applications.
C. Application foams normally require information= regarding tranin - work experience
�
g g g, P 1
other pertinent personal and employment information and employment references.
Each applicant, i ncluding senior management, must :submit a completed application.
D. Each application must be signed b the p erson subrnittin the a and filed
Y P 9 PP
`with the Human Resources Department. All applications, together with
accompanying materials, become the property of the Town.
E. The employment process may require that applicants submit to a h sical
P Y .
examination in compliance with the Americans mth Disabilities Act and/or to
f ngerprint background investigations as def ned in the Fingerprinting Policy.
Section 2-4 -3 Rejection of Application
The. Tow n may reject any application that indicates that the applicant does not possess
the minimum qualifications required for the position, has made any mi of any
rnatenal fact or has practiced any deception or fraud in his /her application.
Section 244 Application Retention
Applications shall be kept active for six months and will normally Y be destroyed at the end
of one year.
1 -4 M
Revised: May 18, 1999 =' r
MARANA
TO OF MARANA
Policy 2 -5 EXAMINATION
1 8, 1 9ss
Selection techniques used by the Town are impartial, racticaf an d j6b-related P � P nd and are
designed to determine the candidate's knowledge, skills and abilities for the osition.
P .The
examinations use may include but are not limited to oral, written, performance, in- basket
exercise or assessment center, h - sieal /mental fitness e valuations.
P Y and #rarn�nglexper�ence evaluat�
In addition evaluation of past work erfo rmance • P p work samples, personal interviews, and
background investigations may be used in the selection rocess
P ..
Section 2 -5A Physical And Dental Fitness
A All applicants for Town employment shall be of sufficient mental and physical fitness
to be able to perform the essential functions of the ositions for which h they have
applied. The physical and mental fitness of individuals enterin Tow
g n employment
may be evaluated by physicians or employee assistance professionals a pproved P by
the Town. Current employees may be subject to medical examinatio inquiries
� tons yr inquines
when th are job - related and consistent with business necessit
E. Reasonable accommodation for a ualified individual with d isability q a disability shall be
provided unless provision of such an accommodation would impose an u
hardship undue
P upon the Town. The physical and mental qualifications of enterin g or
current employees with disabilities may be evaluated b p hysician's a roved b th
Town.
Y � Y PP y e
C. Sworn police employees who belong to the
Y g Arizona Public safety Retirement Plan -
must continue to meet the physical, mental, psychological and emotional
requirements for their job classifications as def ned .b Police Department policy.
Y P p cy. -
Section 2 -5 -2 Pre - Employment Drug Test
A pplicants selected for employment will normally submit to a p re - emp l oyment
al - �` s : P P oyrnen� drug test
for illegal drugs. Any potential hire who tests positive for illegal drug use will be
9 9
ineligible for employment with the Town.
Section 2 -5 -3 Test Develop m
p ent
The examination contents are developed b the hiring dep artmen t Y g P t `rrrith assistance
provided by the Human Resources Department. Examination contents are '
e conridential,
and unauthorized disclosure. to any candidate is rounds for discipline.- In
g P certain
situations,, outside consultants may be contracted to assist with test development.
. P
lei. Sect ion 2 -5-4 Test Administration
I
Revised: Ma
CHAPTER 2
EMPLOYMENT PROCESS
M . A
TOWN OF MAZANA
CHAPTER 2
EMPLOYMENT PROCESS
The testing process. will be administered by the Human Resources Department unless
otherwise designated to the hiring department.-
Section 2 -5 -5 Reasonable Accommodation
The 'Human Resources Department shall ensure that reason accommodations are
made in test- procedures so that persons with disabilities can be tested' in an appropriate
manner.
'r
5 l
t
�
F
r
2_6
r.
..vised . May 18 1 ---
AM
MAR
7-)WN OF 1r AAANA
CHAPTER 2
EMPLOYMENT PROCESS
Policy 2 -6 DISABILITY PREFERENCE
Any person certified as a qualified individual with a disabilit who meets the requirements
Y � nts
set forth. in the selection process may be given additional consideration. Proof of eligibili
for the disability preference (e.g., signed physician's statement must be resente d to the
} p
H uman Resources Department at the time of application or examination.
�f
i
c
2
Re vised: May 18, 1Ogg
.M ARA NA
X" QF mk"IYA
CHAPTER 2
EMPLOYMENT PROCESS
Policy 2-7 INTERVIEWING _
Inte rviews may be conducted to gather information s to the ndidate's i i
. P , ab � ty to meet
fob requirements. Interview will prepare an appropriate process that relates to t
applicant's ability to meet educational, technical and other r position q s of the posrtron to be
filled. The focus of the 'Interview will normally be on the applicant's work and ertinen
p t non
work experien
Section 2 -7 -1 Interview Process
A. The Human Resources Director shall coordinate the interview process ss unless
otherwise designated to the hiring department.
B. An interview pane will be selected and confirmed .
. l , by the Human Resources Director
with input by the hiring department. The panel shall generally consist of p ersonnel
who have expertise with the technical elements of the position and a p ersonnel
expert. Relatives .or personal friends of the applicants will be excluded from serving -,
on the panel. Reasonable accommodations shall be made for disabled appli to
allow participation in the interview process.
C. The Department Head and the Human Resources Director shall be responsible. for
the development of interview questions and standards for measurement of candidate
responses.
'l. consistency will be maintained in the uestions asked of all candidates.
dates.
2. The questions must be job related.
3. Questions that pertain to race, religion, sex, marital status or other A rotected
classes or other inquiries that directly or indirectly disclose such information are
prohibited.
4. Inquir#e5 about an applicant's ability to read, write ors speak foreign lan guages
p g
are permitted when such inquiries are based on job requirements.
5. The Human Resources staff will rovide the interview panel with l l' h copies of the
applications of final candidates prior to the interview, along with proposed
interview questions and a schedule of interviews. The Human Resources
Director will normally meet with panel members prior to the interview for an
orientation on appropriate interview and assessment techniques needed to
evaluate each candidate objectively on an as- n -eeded basis.
2 -8
Re vised; May 18, 1999
F 0000,
1 14P
er
M A R ANA
"Oman
70" CM MAZ"A
CHAPTER2
EMPLOYMENT PROCESS
6. Each panel member will score the candidates independentl
7. Followin int the interview panel shall reach. r �ns�nsus and report the
interview results and recommendations to the Hurnan** Resources Director.
ILI
2-9
Revised.- Ma 1 8, 1999
i
MARANA
TOW OF MARANA
CHAPTER 2
EMPLOYMENT PROCESS
e
Policy 2 -8 REFERENCE CHECK.
It is the policy of the Town to carefully investigate the backgrounds of all prospective
9 9 P 1�
applicants selected for employment to ensure that the relevant facts about an applicant's
employment history and personal background have not been misstated, either on the
employment application or resume or during the job interview.
Section 2.84 Procedure
A. After an applicant has been selected for employment, the Human Resources staff
will conduct employment verification and reference checks on the applicant. Parts of
the reference check may be delegated to the hiring department.
B. Police personnel will conduct an emp verification and reference check as
part of its process of qualifying police candidates before selection.
C. Certain safety - sensitive positions may be designated by the Human Resources ==
'Department to undergo a thorough background check by the Police Department. s
D. Applicants are required to sign a release authorizin the resp ective g g p e mployer or
educational institution to release the appropriate information to the Town.
E. Results of the reference check and/or background check will help determine the -.-
applicant's fitness for the position.
-10
evised: May 18, 1999 �_ T
7
L-1
MACANA
TOWN Of M A jt& "
CHAPTER2
EMPLOYMENT PROCESS
Polic 2--9 VETERAN'S PREFERENCE
Section 2-9-1 El-i
A. An veteran who -served on active dut for 6 months or lon in an branch of the
United States militar has an honorable dischar and meets the requirements set
forth -,'in the selection process ma be g iven additional consider t'
tion.
.8. V6terans entitled: to Compensaflon for a service- conn
ected disabilit will receive
consideration in addition to the dut consideration.
G. Proof of eligibilit for veteran or special disabilit reference must be submitte
p d at
the fierne of application or examination.
Section 2a.9-2 Spouse Eligi 0 biffity
A. Veteranst spouses are g iven additional consideration if the vetera
n:,:duri:n
dut as a member of an branch of the United State's armed. forces, is either missin
.in action, captured or forcibl detained b a forei power; or has a tota-1. per
service-connected disabilit or died while havin such disabilit
B. P-roof Of eli g ibilit y must be submitted at the time of nn fir-mfinn r%r 44
2-11
Revised: Ma 18,. 1999
ROL
MARAN
X "Of MM"A
EMPLOYMENT PROCESS
CHAPTER 2
Policy 2-10 SELECTION
A recommendation to hire will be forwarded to the Town Manager far final approval to
extend an- offer.
Section 2 -10 -1 Notification
A. The successful candidate shall normally be notified by the Human Resources
Director or by the appropriate , Department Herd unless otherwise delegated to the
appropriate supervisor.
B. The notification shall be by mail and where possible by telephone within 24 hours of
the approval of the applicant's hiring approval by the Town Manager. A completed
Personnel Action l=orm signed by the Town Manager constitutes approval. The
candidate will be asked to accept or reject the offer within. a set number of days.
C. If the first offer is rejected, the Human Resources Director will decide, with: input
from the department,. whether to hire another candidate or to re -open the position.
f
t• s .
Section 2 -1 0 -2 Appointment
A. For all positions, an..employrnent confirmation letter is forwarded to the final
accepting candidate outlining the terms of employment. The letter is prepared and
mailed by the Human Resources Department in cooperation with the hiring
apartment. -
B. Personnel Action Forms will be prepared for the new employee by the hiring
department.
Section 2 -10 -3 Applicant Expenses
A. Unless approved by the Town Manager, the Town does not reimburse an applicant
9 Y PP
for travel costs in conjunction with the hiring process. The Town does reimburse for
lodging and meal costs when approved by the Town Manager.
B -. If selected, relocation costs are normally paid in full by the employee.
Revised: May 1811
tf=
Lj
B. The Human Resources- Department will work with the requesting e artment to
g p
develop a scope of work and qualifi cations statement to be used in the recruitment
and selection of employees and in the definition of tasks to be erforrned Burin the
period of employment,
p g
C.- The provider agency will. review scope of work, qualifcations, 9,
trainin level of
supervision and safety for appro p
daten ess .
. The Human Resources Department will maintain records on ro ram. particip
p g p A
ncluding the contractual agreement between the Town and the ,pro�id�r a enc ,
g Y
scope of work and- qualifications statement- and personal ender erg data
g cY
'E. Department Heads and /or sup ervisors shall p rovide h
p P e t Human Resources
Department with regular evaluations on program participants and feedback: on
program strengths and weaknesses for overall evaluation by .the T own.
1.
Revised. May 18,1 �—
r -
i
_
MARAf
7OWN OF MARAHA
CHAPTER 2
EMPLOYMENT PROCESS
Section 2-10-4 Notice To Unsuccessful Applicants
Once a candidate accepts the emp loyment offer all 'other '•.� . ;. ._
. . p ca ndidates are n in writing that they were not selected for the position.
Section 2 -10 -5 Temporary Help
_. The Human Resources Department artment will maintain res bns` •: -
la p ability to f l! positions on a
. temporary basis unless. otherwise delegated to the affected department.
Section 2 -1U�-6 Special Emp loyment Pro
P grams
T he Human Resources. Department is normally responsible for the coordi of all
11
special employment. programs funded internally or by external a encles (i .e., g
internships,. school -to -work programs, seniors placement programs, etc.)',
A. Department Heads should forward all requests for participation . i
q in special
employment programs to the Human Resources Department for coordination with
the appropriate agency(ies).
MA RANA
70W?4 OF JAARANA
Policy 2 -11 FINGERPRINTING
Section 2 -11 -1 Affected Positions
CHAPTER 2
EMPLOYMENT PROCESS
A. All children engaged in Town activities supervised b Town employees shall
Y be
provided a safe and. healthy environment. Consequently, all otential ern to ees
p p Y
and current employees whose job duties include unsupervised co ntact with minor
children must submit a full set of fin gerprints so that a ,r.
criminal background check
can be completed. -
1. The fingerprints shall be submitted to the Arizona Dep artment of Public
P Safety
through the M arana Police Depart -nt. Arizona Department of Public Safe
• Safety is
authon ed to exchange, th fi ngerprint data with lh -e Federal Bureau of
Investigation pursuant to A.R.S. 41 -1 ?5o and Public -
§ c �.aw 92 b44.
2. The results of the criminal background round check on fingerprints •
9 shall be provided to
the Human Resources Director and shall ' be kept confidential. fr.
B: Police department candidates must submit a fill
set of f ingerprints in accordance
with Marana Police Department policies and , P rocedures.
Section 2 -11 -2 Failure to . com l
li' Y _
A. Any poten empl oyee who is. subject to the re uiremenis f this
Q policy and who
fails to agree to be fingerprinted shall not be offered employment with the Tow .
n. .
B. Any current employee who works unsupervised with children or other meets the
cnteria..for fin ger p rinting who fails to a gree. , to be fingerprinted ect to
shall be subject- . � g �
i mmediate. terrnInation. Termination of an employee under this olic shall be
P Y
subject to the termination notice provisions in the Discipline System Polio and
p Y Policy
. and provisions in the Problem Resolution Policy. Termination of emp loyee
an em to
l� Y
.und this section supersedes the progressive discipline policies in the Discipline
System Policy.
? -14
Revised: May 18, 1999
r
e�
M A RANA
I- SOWN OF MARANA
CHAPTER 2
EMPLOYMENT PROCESS
Policy 2 -12 EMPLOYEE ORIENTATION
All new regular full-time and re "
9 reg part - time employees will be scheduled to meet with
Human Resources staff on their first day f work for en r r - Y 9
be e a# or�entat• on. Each employee will
P with information on employee benefits and Town olicies. H
+ P H uman Resources
Will distribute and explain the benefits enrollment forms and their completion deadlines.
Section 2 -12 -1 Citizenship
-AlI nearly hired employ mast reset - citizenship - .
Y P n evidence of United States or
registration as a legal alien at the time of orientation in accordance with the Immigration
Reform and Control Act of 1936. A41 taw enforcement ap
citizens. pp cants must be Un ited States
Section 2 -12 -2 Loyalty Y tY oath
i
L A
IA
All Town employees, except temporary shall tak
res ry
. e the oath or affirmation as
p by state law- at the time of orientation.
Section 2 -12 -3 Hiring Department Responsibilities
The hiring department rovides additional P add�t�ona# infvrmation, including:
A. Work standards and regulations;
S. Hours of work, time cards, leave re Q nests;
C. Description and duties of the position;
D. Safety rules and procedures location of •
safety or protective equipment,
E. Tour of the work area including •
g ocat�on of . ggtpment, supplies, etc. and the
procedures for use of the work area materials;
F. Introduction to co- workers
G. Schedule for lunch and breaks;
H. When and to whom to report absence from work;
,
i. Who is responsible for performance lannin and review,
P 9
1 -15
Revi sed: May 18, 1 999
■
MARANA
10w OF mA"NA
CHAPTER 2
EMPLOYMENT PROCESS
Section 2 -12-4 Date of Hire /Length of Service Anniversa
rY
Date of h -ire shall mean the effective starting ate of the individual's e mployment mployment with
the Town to determine length of Service.
g
$ S
3
P�
Revised: May 18, 1999
CHAPTER 2
1 6� _,� -' MARANA EMPLOYMENT PROCE S S
Policy 2 -13 INITIAL EVALUATION PERIOD
All new classified employees placed in full-time and art •
' p time positions must serve a period
of initial evaluation. The evaluation period is des to ive t
as ... 9 g he employee. time to learn
the
p and. to give the supervisor time to evaluate the emp loy ee's `
Performance.
potential and
Section 2. .13 -1 Length of Tia
A. All newly hired: fuel - time am io ees shit b� sub'e i nit i al .
p Y � ct to an initial evaluation penod of
not less than 6 full calendar months of actual service Burin which g hich the supervisor
and employee are to evaluate. the emplo eels abili to lea . Y ty m and da the
B. Part -time employees shall be subject to an initial e
months.
1 valuation period of 9 full calendar
D. The initial evaluation period for police officers and police support staff shall be for a
- period of not less than 12 full calendar months.
D. Informal evaluations should be. conducted during the e course of the evaluation period
to assess performance and to advise the employee of ex '
performance.
exp ectations regarding
Section 2 -13 -2 Completion of initial Evaluation Period
� -• - --
A. At the end of the v -
written documentation -
the e valuation period, the employee is formally evaluated and provided
of progress. This formal evaluation will accompany
Personnel Action Form and become a
es official acknowledgement of successful
completion of the initial evaluation period. The evaluation and Personnel Action
Form will be placed in the ee
emplo Y 's personnel file
Section 2 -13 -3 Extension of Initial Evaluation Peri
e iod
A. Under unusual circumstances, the initial evaluation -
period may be extended. This
extension is only after a review of the situation -and the � em to a ' ,
. p Y e s abilities and
demonstrated potential on a case -by -case basis. An initial evaluation eri
P od
extension is made only upon the recommendation of the supervisor and Department
Need and a p
approval of the Town Manager and may only be extended one time.
B. If an emergency arises during n employee's ee's i ' ' •
9 ivy initial evaluation period that requires a
leave of absence, such time off, if ranted, will not be con '
9 considered as time worked.
Granting of such time off is safely the responsibility of the . t]' Department Head.
i Revised: May '7 8, 1999 - `
MAR Al NA
or
0 ,
L_ TOWN OF MARANA
CHAPTER 2
EMPLOYMENT PROCESS
Section 2-13-4 Emplo Classification Chan
When the emplo successfully completes the MAW evalu atio * n period, he/she will
no become a re emplo Once the emplo becomes a- re
emplo he or she becomes eli to
use vacaflom leave acdumuiated from -the
person's date of hire.
Section 2-13-5 Dismissal Durin Initial Evaluation Period
A. Dun*n the initial- evaluati6n., a -newl hired ern lo ma'
p e y be dismissed at an
time. b the Departm ent. Head with the approval of the Town Mana with or
without cause and without an recourse throu the Problem Resolution Polic
B. Written notification of the termination shall be g iven to the emplo and a cop filed
in his/her- personnel file.
18
wised: Ma 18, 1999
ii .
if
S ection 2 444 Irisuanoe, Use and Retu - of Card
A. The card shall be carried at all times when an emplo ee is actin in an offici
Y acting
in The card shall be used as identification if requested by - a member of the
public or another Town employee.
B. Unauthorized or inappropriate use of the employee identification card is p rohibited
and will result in disciplinary action.
r
C. It is the employees responsibility to ensure accurate and timely u pdates dates of
information contained on the employee identification card.
D. Each employee is responsible for possession of the identification card and to take
care to protect it from loss, theft or misuse.: If the card is lost, damaged of
destroyed, it is the responsibility of the employee to report to the Human Resour
Y p �..
Department so that it can be replaced.
E . All cards remain the property of the Town and shall be returned to the Human
Resources Department upon terminat of employment y or u on sp ecial req uest. b
p p 4 Y
the employee's Department Head or the Human Resources Department.
b
0 � j
1 _19
MARANA
?DwN OF MAUNA
CHAPTER 2
EMPLOYMENT PROCESS
Policy 2-14 EMPLOYEE IDENTIFICATION CARDS
It is the policy of the Town of Marana to issue emp
. identific ation cards to all regular
full - time and regular part -time employees. Card may also be issued to other Town official
s
who may require Town identification while working or representing the Town. The Human
Resources Department is responsible for the issuance of identification cards. The Police
Department may issue its own department identification card in lieu .of the Town
identification card.
R evised: May 18, 1999
Town of M a ra n a
PERSONNEL POLICIES AND PROCEDURES
Table of Contents
Chapter 3
• COMPENSATION
Poll -
cy 3 -1 Classified and Unclassified Sen�ice ................... ............................... *so 3 - 1
Section 34-1 Classified Positions
3 -
... ..000 *as * 00 :...1... ..................1..
Section 3 -1 -2 Unclassified Positions ......:.......:................. ...:::...�.................y...
3 - 1
Policy 3 -2 Classification Plan ................................................ R .................,.............
3 -r 3
Section -2 -1 Purpose....... r ...........:............w............... r*... ..a........*.a.w..... :,.....
3 - 3
@we
S ection 3 -2 -2 Plan Amendment........ .... . . .
..................................... :..............6... 3 - 3
Section 3.2 -3 Position classifi r 0
3 3
............ a s . . .. .. , a a .. a 46 9 .0 0 0 * .....:............. --
Section 3 -2-4 Employment class'ifcat vns ............ a. .... .ar......... :0 r0 3 - 4
0) t..0alr %awa
-.
P olicy 3 - 3 P lan .,■ a....►........., r..... aa.. rr ....................... r. s. s... ..... .�wr.r......ar....wr.a.
3 —
S ection 3 --1 New Employees .. 0 * 00, 0......s..r 0*.a aa.a...,�4. ...s aea ■ +.a.s....: *.. 3 - 6
. Section 3 -3-2 General Increases ............. 0.. aaa0a. 0aaaa.. 0a.r. a ..a. ir....rrr :......r
3 - 6
■ .........
S ection 3-3-3 Salary Sched . ... .... ................... ...... ..........
f . .
■....... r...�......a.►., ..r■
3 - 6
Sect
on 3 3� Anniversary Dates...... ...................... w .. ar.. .a
3 0D 6
- Section 303 -5 Pay Adjustments ........................ :. , ... a 0000.. a ......................... , 0000..
3 - 7
S ection 3 -3-6 Plan Amendment .............. y ................ w.... a... a... ..,........................
• S
T
3 - 3
Policy 3-4 Performance Evaluation
3
........................ r ... a&* 6 a as*:* a a . ..wrr....a. +000..0 *s.a..,.a,.
S ection 3-4 -1 Timely Evaluation..... 0000. ar . .....................'.a aaw e s's too goes ..............a0000. 3 - 9
Section3-4-2 Process ...... ►..... ...........................a...*........ ..... .rrww......,..........r...
3 - 9
Section 3 - 3 Rating Definitions ....... ................ :.............. .,.........00.00.....6.04
3 - 10
Section 3-4-4 Appeal of Evaluation ......... :............ r ................... . .....................
3 - 11 -
Policy 3 -5 Pay Periods and Pay Dates... r .......:... r........... ...................a..,r
3 -12 -• :
Section 3 -5-1 Pay Periods ..................................... 0000► ■.*.. ■...w......�......0........
3 - 12 }.
Section 3 -5 -2 Time Sheets and Payroll Records ........ ..... ......................... :.....
3- 12
Section -5-3 Pay Dates....... .. ............................. . .......... . 0000. w .........................
3 - 12
Section -5-4 Pay Checks ....... ...................................................... ...... :...,.......
3 - 12
Section 3 -5 -5 Pay Advances 0000. r .......... .............. :............. * ..........:.... w.
3 - 13
Policy 3 - 6 Overtime /Compensatory Ti ...........:... a. r .. .......... ....r.......r.........
{
3 - 14
S ect ion -5 -1 . Nonexempt Employees .............. ........... .... ........... .............a......
3- 14
Section 3-6-2 Exempt Employees ................................... ...............................
3 -15
Policy -7 Holiday Pay .... r.....a r ........ ........... . r.... r.............. .......r.w....r................ 3 - 16
Section -7 -1 ....................................... w r. .......... . .. .....a......r..,.....r....,.. 3 - 15
Section 3 -7 -2 work on Holiday for Health or Safety Reason.... 3 - .16
-.Section 3 -7 -3 Holiday during Vacation or Sick Leave ...... ........................... :.r. 3 17
Revised: May 18, 1999
Town of Marana
PERSONNEL POLICIES AND PROCEDURES
-
Table of Contents
Policy 3 -8 Payroll Deductions
...••.�.. ►•►.......••■•■•• a••..• a« ra • ■a.•..rwaw•■■r•a +r•••••..a «aw 3 ` 1 8
Policy 3 -9 Promotion.
.............. r. w...... . w..a•.........ww.....r.....r.. 3 we 19
Section -9 -1 Eligibility
... r.... a.. w..w.. r.... a. .......,. w. w........ r.... .....r.a ....................w.. .3 -19
Section Procedure.
a..•....•.....• r• a• r..• r.•■ ra■..•■■■a. r r r. ••• ..•�..aa•..a.ar■� r a • . aa . •►a■ ■ " r
..3 20
Section 3 -9 -3 Salary for Promotion Position
_
...... a. w. w.. .. r.a . , ar.waa..a.a•a•,[■..a•.wwaa0.. -
3 20
Section 3--9 -4 Promotion Evaluation Pori
_._
Section 3 -9 -5 Promotion Perfvrrnance Evaluation Anniversa . ............r...a.... 3 -
rY 21
Policy 3 -10 Lateral Transfer ............... .. w ,. .•
S ection 3 -10 -1 Eli ibility
'
r . ■ a . a . ..• .. ■ ■ • @4 a • a ► ■ r .. , ► a • a ■ « . w a ■ . • # ■ a see • r ... ■ so** • a ....w .. w . � rw w w.a...w . w . . a .. • 3 at 22
Section 3- 10-2. Procedure
.............. r . a ... • r .... • ..... , a r .. . r. aw rr .�..a..ar.a`•..raaa■rr.a,•..a.r 3 wr 22
Section .3- 1 -3 Salary for Transfer Position .........:.., .....,..r............aar......, 1 /�2
.FFs..w• 3 �
i�
Sectio _
n 3 -10-4 Transfer Evaluation Period ... ..",........ a 3
aaawrrr off a as**
Policy 3-11. Demobon
... w.aar..a•a►•r•. raw ■.w.■....•..r.► ■ se ems war ..■►.ra.aw.ww.a....t�..r...r.■ 3-24
Section 3 -11-1 Anniversary Date Change
... aa.war r. .r r• ..r.a........,.a r..... r ....
Se fi4rn 3-11-2 Pro ce du re..............
006 a.,9 aa....w■ r..t.a.6 r rr.►a.a /rr
Policy 3-12. Reclassification Procedure ............... .. seems mass . a. •. r . 3 -25
• r rw.aa*aaw.w...ar.awaar.a..ar..
Policy 3-13 Pay for Working Out of Classification w r w. •. a.:.., w w . • Mee 3 - ��
_.
Policy 3 -14 Emergency Closing -
gS ..•.•■ ■w. ■ ■wa.a..wa•. ■r ■ rrr•awr ■a.. arr.
3 - 28
rr■ ar.r ■aa.raaraw.w.wrar•aa.arwaaa
S ecti on 3 -1 -1 Pay for Time Not Worked
........ r ...... , r ......... ...,...... 3-28
Se.cbon-- Pay for Work on Essential Op era tions '
.+ rwww r. ■•.•.*.aa.a..raa.waa.r.,aa.■..w 3 - 28
s
Revised: Ma y 18, 1999
CHAPTER 3
fie MARANA
COMPENSATION
TOWN OF MARA/dA
Policy 3 -1 CLASSIFIED AND UNCLASSIFIED SERVICE _
The Town of Marana employment service is divided into unclaseffied and classified
service.
Section 3 71 -1 Classified Positions
All employees of the Town not specifically list '
P y d as unclassified employees shall be
part of the classified service and are governed b the Tour Policies Y n Personnel. Pol�c�es and
Procedur
Section 3-1 -2 Unclassified Positions
Unclassified employees are part of a management tea
. g m designed to carry o-ut the goals and policies of the Town. They are "at -will" employees
the Town p Pees and are not governed b
Y n Personnel Policies.
i
A. Unclassified, "at -will" employment is defined as employment that may be
terminated upon the will Of the employer or employ at an time with Y Y or
without cause. Unclassified employees have no empl .
p yrr7ent contras#, implied or
explicit, and are not guaranteed any minimum leng of m
g e mployment.
Uncla ssified _employees do not have access to the Problem Resolu ut�on Poli
B. The following are unclassified employ
1. Town Manager
g
2. Town Clerk/ Town Marshal
3. Town Attorney
4. Town Magistrate
5. Town Engineer
6. Budget & Finance Director
7. Building Official
8. Ch-ief of Police
g. Development Services Administrator
10 . Human Resources Director
11. Parks & Recreation Director
12. Planning Director
13, Public Works Director
14. Utilities Director
15. All other department directors ap pointed
Manager
pl ted by Town c o r the Town
D. Unclassified employees are paid for erformance a nd qualrFcations.
R evised: May I8, 1999
Mir:.
MARA. .
TOWN OF MARANA
CHAPTER3
COMPENSATION
D. With the exception of the Town Mana unclassified emplo are eli for
general salar increases approved from time to time b the Town, Council:
Revised: Ma 1 8, 1499
1�
�
f
I up
d m r-r�
M AR A NA
TOWN OF M ARANA
CHAPTER 3
COMPENSATION
Policy 3 -2 CLASSIFICATION PLAN -
The Town Manager will ensure
g e the preparat development and maintenance of a
classification plan consisting of descriptions of positions d .
• .. p de fined by essential tasks,
qualifications, and knowledge, skills and abilities characteris positions.
st�c of the. pas�tians.
Section 3 -2 -1 Purpose
The classification fan shall be de .
P developed and maintained so: that all positions
substantially similar with respect to duties, responsibilities p , authority and character of
work are similarly classified and compensated, and p ositions subst
• p s ubstantially different
in scope and complexity are appropriately classified and compens
p ated.
Section 3_2 -2 Plan Amendment
A. The classification lan may be am •
p y ended from time to time b ordinance,
resolution, motion or adoption of the Town's annual budget.
• E
J
_ :�� S. when a new position i's created, the classification pl shall be amended. The
Town council must approve any additions to the Town's l .
C assrficat�on Plan.
Section 3 -2 -3 Position Classification
A. Position descriptions shall be ..
P maintained by the Human Resources Department
for all regular full -time and regular. part-time -p ositions.
P . .
B. Position descriptions are d -
p descriptive only and are not rest rictive in nature.
Examples of essential tasks listed in the osition description ption are inte nded only as
illustrations of the various types of work :
erformed. The o ' '
A rn�ss�ons of specific
statements of tasks does not exclude t#�em from the osition if
p the work is
similarly related or a. logical assirtmen# #o the ostion.0 ervi sons ,ma
p p y assign
different tasks to a position when the duties are ssmilar in t responsibility
type and responsibility
to those described in the classification descri tion.
h
C. The pos ition descri Lion does Hof -
p constitute an employment agreement between
the Town and employee and is subject to change as the needs s of the Town an d
the requirements of the Job'change.
D. When the duties or respons ibilities .
of positions have changed significantly, the
Town Manager will ensure that the position is reclas accordingly.
- E. Each employee's position description is maintained
y y p as part of his/her Personnel
File.
Revised: May 18, 1999 '
, ulna
4
MARANA
70" OF MARANA
3. Selection, assi and rea'ssi are not subject to. review or appeal
throu the Town's Problem Resolution Polic
4. When relieved from special assi the officer shall be returned to his or
-her former position.
G. Abolished Positions
An position not established b Title 9, Arizona Revised S be
abolished b the- Town Council.
2• Emplo transferred, demoted or laid-off • because a position is abolished
do not have the ri of appeal.
Section 3-2-4 Emplo Classifications
A. Work Schedule Classifications
:,.Positions within the Town are g enerall y designedforfull-time emplo In
certain functions and durin some sea wo - schedules- and. Town needs
�ma re the services of other than full-time emplo
Full-Time - An emplo hired for an indefinite period in a position for which
the normal work schedule is 40 hours per week.
2. Part -Time - An errs ployee:hired for an::....indefinjte_. period in a. position for which
the normal work schedule is at least 20 hours but less than 40 hours per
week.
CHAPTER3
COMPENSATION
F. Police Department Special Assignments
Police officers ma be tempor assi b the Cfi,ief'of Pol'
Police to
positions or special assignments of law enforcement -out s,1 idethe Classified-
service.
2. Special assignments ma be for indefinite periods f time, and officers
continue to accumulate benefits in accordance with, other policies of the
Town, while on. special assi
3 -4
Revised.- Ma 18, 1999
CHAPTER 3
good lo ft
MA R A N
A
:F COMPENSATION
TO WW OF MARANA
3. Initial Evaluation - An employee hired for an indefinite eri position p od �n a posrt�an far
which the normal work scheduled is 20 to 40 hours p er week whose
performance is being evaluated to determine if further emp loyment i -
na
specific position or with the Town is appropriate.
4. Promotion Evaluation - An emp who has been
. promoted and is being
evaluated to determine if the promotion is appropriat e .
5. Regular - An emp loyee who is ell ible for f
• g the Town s benefit package,
subject to terms, limitations and conditions of each ra
rQ i
p g
- 6. Temporary - An employee hired. for a po .
for which the scheduled work
week can range from any number of hours up to 44 hours but. the
e pos�t�on �s
required for only a specific, known duration, usually ess than 3 months.
Employment
Y be and an initial stated: erd does riot in an
Y Y y p y way
change in employ statu
s. Temporary employees receive all legally-
mandated benefits.
7. Seasonal - An employee hired. for only a limited time aria
_ Y period for which the
scheduled workweek can range from less than 2D u to 40 hour . Seasonal
employees receive. all legally mandated benefits.
8. Intermittent - An employee qualified to work in one or more job a i who is on call t assignments
o work at irregular intervals in one or more Town departments. .
Reserve police officers are included in the categ of intermittent .~
� rY employee.
Interm ittent employees receive all legally mandated benefits.
9. Special Program Employee _ An employee who is re ularl enr
g y oiled as a
student in a recognized educational institution or sp ecial p for adults
ndlor - . p p g Its
a
senors and �s assigned to a f ' ll or part -time position for a finite period
. p
of time. Special: program employee' receive all legally mandate
g Y d benefits.
Be' Nonexempt employees are entitled to overtime
pay under the spec provisi
of - federal and state laws. A nonexempt employ devotes most of -
Y his or her
hours to activities that are not managerial, administrative or professional.
C. Exempt employees are excluded from specific revisions of federal P a and state
overtime wage and hour laves and are generally not entitled to overtime P Y a . An
exempt employee - devotes most of his or her hours to activities that are
managerial, administrative or professional.
3 -5
Re prised: MaN 18, 1999
MARANA
TOWN OF MARAHA
POLICY-3-3 SALARY PLAN
CHAPTER 3
COMPENSATION
It is the policy, of the Town to establish a compensation stem that' will allow th T
Y e- own
to effectively compete for qualified personnel and to ensure that salaries are equitab
a #e
and commensurate with the duties performed by each employee. Classified employees
p yees
a re paid- a salary or wage established for a job classification under the Classification
Plan and Salary Plan - adopted by the Town Council. In arriving at a rates or r
g pay angel,
consideration is given but not.lirnited to prevailing rates of pa for sirn.ilar work in
Y other
public and private employment in the Tucson metropolitan area to suggestions of
Department Heads, to the Town's finanicial condition and olicies and to o ther relevant
factors. The Town Manager shall direct such further studies of the sala . .
be requested rY plan as r�nay
equested by the Town Council. Co' mpen ation is stated in terms of monthly salary
or hourly wage.
sect. oh 30b3 -1 Nair 'Employees
New employees will ordinarily be paid the minimum rate to mid-point rate in the
appropriate salary range. when circumstances warrant, the Town Manager may
Y
authorize new employment or re- employment at other than the mimmum rate
dependent upon the experience and qualifications of the individual bein g hired.
Section 3 -3 -2 General Increases
General salary increases, adjustments or modifications may ay be granted at the sole .
d iscretion of the Town Council.
i
Section 3 -3 -3 Salary Schedule
A. The salary schedule shall be adopted b the. Town D
p Y vuno #I in conjunction with -
'the budgetary process. Copies are available for viewing in the- Human
Resources Department.
B. Pay is a administrative decision and is not subject to- appe
- Section. 3 -3 Anniversary Dates
A. Date of Hire /Length of Service An means the effe t
. ry ect�ve s tarting date of
the indiv iduals employment with the Town.. This data is used to determine how
long an employee has worked for the Town.
3 -6
Revised: May 13, 1999
CHAPTER 3
gas
MARANA COMPENSATION
TOWN Of M ADANA
Be Performance Evaluation Anniversary m
. ry ears the date the employee began his or
her employment in the most recent p osition.
C. A regular empldyea who is ramoted
promoted, demoted or transferred will normally have
his /her performance evaluation anniver
sary date changed to the effective date of
the promotim , demotion or re-employ
D. A regular employee returning rom a leave •
� e of absence without pay will h ave -his
or her performance eva luation anniversary ate e
t rY xten...ed by the s ame length of
time the a
mployee was on leave without pay.
E. There will be no change in an employee's performance evaluation anniversary
date where there has been a reallocation of nn�versary
an employee's pos ition to a. new
classification title when there have been n
. o recent, abrupt andlor s�g;nifica
chariges :.in tasks and respdnsi billities.
F An employee reinstated to the same ositi '.' •
P on or a positron �n the carne class
following layoff from the Town will have hislh
an
his/her performance evaluation
anniversary ry penod extended by the same length of time as the durati layoff. ura ton of the
Section 3 -3 -5 Pay Adjustments
Performa pay adjus are normally effective on the performance eva.luat
anniversary date.
A- Employees may qualify fora a increase l� Y after 12 oonsecut�ve calendar months
of service in the current classificatvn. The Tow -
n Manager may shorten the 12.
month: period. if service. is interrupted .or if the employ •
la yee � promoted, a new
performance evaluation date and 1`2' consecutive c alendar month period will
- begin on the date of rehire or p romotion.
B. Pay increases are no automatic but must be earned by maintain
exceeding expected standards of 9 or
performance. Pay in creases depend on
increased service value of an em u emp t P
I' y fl the Town as exemplified b written
recommendation of the supervisor, length -of service erforma
p nce evaluation,
special - training undertaken, licensing elevant to the p g pos�t�on or other pertinent
evidence in compliance with the adopted salar la
p ry p n.
3 -7
Revis May 18, 1'
�__!�, CHAPTER 3
WIR
MARANA COMPENSATION
TOWN OF MARANA
C. No pay increase shall exceed -the maximum rate established in the
. pay plan for
the position to which an employee has been appointed. .
D. If the perfdrmance . evaluation reflects below average
ge performance, action may
be taken to demote, reassign or terminate employment for erformance reasons.
sons.
F. A position may be reclassified to a higher level
g classification, or the classification
may be assigned to a higher salary maximum. An affected em- l
p oyes: may or
may - - receiVe a salary increase.
F. A position may be reclassified to a #ower. level. classifi . ' .
Caton, or the class *fica
may be assigned to a lower salary range. An employ salary will be
y ry frozen rf
the new maximum is lower than 'the incumbent's sa lary. The: e
. rY wi ll
recei no salary - in crea ses yuntil�the r.ew. maxim salary is higher than the
employee's salary.
G. The grant, or lack of grant, of a a a djustmen t is
p y not subject to review or appeal
through the Problem Resvluflbn Poli
Section 3-3 -6 Plan Amendment
A. The salary plan may be amended from time to tim by action of the Torn
Council. Amendments and revisions shall be submitted: to the Town Council
through the Town Manager.
B. In the event that the salary of any position is re- evaluated b the To n I'�lanager,
and the Town Council authorizes mplementation, and results in an -increased
salary range , the Position, the employee shall retain his /her current salary
within the range assume the entry. level step of the new rang whi- chever is
gFeater.
-8
Revised May 18, 1999
CHAPTER 3
�- MARANA
COMPENSATION
rovm OF MAuurA
Policy 3-4 PERFORMANCE EVALUATION
The purpose of the performance evaluation is to rovide new _.. '
la employees with timely
reports of their progress and allow for correction of deficiencies; to
positive with r ' ' provide employees
p ecognition of strengths
performance record that may and special abilities; to provide an ong
be c o me g g
y ome part of documentation used in making personnel
decisions; to provide employees with an opportunity to discus
• p� � Y � ways and means for
improvement, and to provide a means to maintain and. update osition descri
p ptions.
Section 34-1 Timely Evaluation
A. Employees on initial evaluation status shall be evaluated two weeks prior to the
end of the initial evaluation period, at which time the emp loyee s
hall be advised
of his
or her status. Department heads may choose to evaluate each ern
p oye-e
more often during the evaluation period. The initial evaluation not tied
period is .
to the pay plan.
p
B. All regular full-time and reg art - time g p employees shall be evaluated at least
- a once a year within 30 days of the performance evaluation anniversar ate.
Department heads m �
may choose to evaluate employees more often. The annual
performance evaluation period is tied to the pa plan.
pay
It is the responsibility of each Dep artment Head to mai ntain ntain a list of employee
performance anniversary dates and to evaluate em to
flip p Y e
es within the appropriate
_:.. ..
e frame.
Section 3 -2 Process
A. The supervisor is
responsible for completing .
p pleting the performance evaluation and
discussing it with the employee. The evaluation and recommended: pay
adjustments shall be forwarded to the Department Head. Pa adjustm � ents are
not discussed with the employee at this time. The De artment Head m ay
Y
change the recommended adjustment or return it for reconsideration du to
budget. consderatians, the evidence of rating error, bias or other relevant -
an# factors.
B. Completed evaluations and recommended adjustments are subject bject to review and
approval by the Department Head, whose determination shelf be final.
C. A completed Personnel Action Farm and completed performance evaluation are
submitted to the Human Resources Department for processing.
9
3 -9
Re vised: May 18, 1994
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MARA
TOWN Of MARANA
CHAPTER 3
COMPENSATION
D. The original employee performance evaluation and employee c '
co mments, If any,
are placed in the Personnel File. will remain filed for th of time
required bylaw.
Section 3 -4-3 Rating Definitions
The following definitions are used to evaluate the v •
arrows performance criteria:
A. Distinguished: The employee erf
p erf orms consistently farahy the expected level
of performance of essential tasks with outstanding p erformance.
definit � P Performance �s
tely and clearly superior, extraordinarily motivated a.nd well above
the
expected general performance of essential tasks set for the P osition.
B. C ommendable: T employee performs consistently above the expected level of
performance of essential tasks. This is the performance that is expec
tray P ted of a
fully tra qualified and very motivated employee and goes beyond adeq
Y q
performance standards. It requires obvious additional effort on..the
part of the
employee.
C. Competent. The employee performs consistently t the trained a nd q ual ified
level
of efficiency and effectiveness. The employee performs the essential task
of the position with enthusiasm and support of the rest of the employ e es �n the
work team.
.
D. Adequate /Needs Improvement: Although trained and
P 'and the employee m be trai
qualified, performance is inconsistent and fluctuates. A. part of the erformanc performance
is below the performance standards listed as essential tasks in the P osition
description. This review indicates that r serious effort is needed to improve
ove
performance. Additional evaluations are recommended to. monitor and
document - ,progress.
E. Marginal: Employee does not erform or make ke cons :stent, vi s�ble effort to
achieve-. established performance standards.. This is not accep - P
performance, and disciplinary action normally will be taken.
a3
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F.
Revis Mav 18, 1999
00MId
MARANA
TOWN OF MARANA
CHAPTER
COMPENSATION.
Section 3-4-4 Appeal of Evaluation
A. If, after discussion of the evaluation between. the empl and the: supervisor
there is disagreement about the evaluation, the supervisor's comments shall take
priorit The emplo ma submit a separate pa that explains the
emplo disa and includes documentation
if available, to support
the emplo comments.
B. Evaluations ma be a rkon - da y s Of the completion date of the
y ppealed within 3 wo I
evaluation to the next hi with final appea-1 to the Town M
ana
.....o--r the :T o-;wn'�Mar-ra Dele
Revised: May 1 1999
Owed
-
MARAN
1=tlw��/ I \
TOWN or MARANA
CHAPTER 3
COMPENSATION
Policy 3 -5 PAY PERIODS AND PAY DATES
Section 3 -54 Pay Periods
A pay week begins every Saturday at 12:01 AM .and ends. the follow Fr ida y day at
12 :00 midnight. There are 26 pay periods in the year.
Section 3 - - Time Sheets and Payroll Records
A' Time: sheets are to be comp leted all e:rn;
p y e m p loyees. Fa#sif cation of time sheets
is reason for disciplinary action.
B. Changes in rate, position and status shall be supported b a Personnel
_ Y e Action
Form
(PAF) approved by Town Manager. The PAF shall be made a - p art of the
employment history record of the employee. No salary change shall be
implemented unless accompanied by an approved PAF.
C. Payroll . records shall be maintained by the Town for a minimum of seven
years.
D. The Finance Department is responsible for answering i concern
.
g q Wing
payroll matters.
Section 3 -5 -3 Pay Dates
Regular Town employees are aid biweekly. if a .
P y pay date falls on a holiday, the day
of pay shall be the last working day preceding the normal p a Y date.
Section 3 -5-4 Pay checks
A. Checks are distributed by the Finance Department to each department p t by noon
on the Friday following the close of the pay period.
B. With each pay check, employees receive a statement of earn deduction
9 , s,
� Y
leave balances and compensatory time balance for the p eriod covered b the
payment.
C. In .the absence of specific instructions or direct deposit, checks for those who ar
away on the regular pa date will - be held by the Finance Department until the
employee returns to work unless other arrangements are made in writing.
g
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Revis May .1 S, 1999
1-
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MAEA
I TOWN OF MARANA
CHAPTER
COMPENSATION
D. An emplo pa check ma be released. to the emplo spouse
desi famil member or to another person onl if authorized in writin by r . 9
the emplo
E. Emp lo y ees Mp y ees are expected to cash the' rh-
ir pa checks on their time.
Section 3-5-6 Pay Advan,ces
The T6wn of Martina ran does not . g rant re.quests:for pa .in advance of requ-Iar--pay
MARANA
TOWN OF MARANA
CHAPTER 3
COMPENSATION
Policy 3--6 OVERTIME/COMPENSATORY TIME
It is th Town's polio to avoid the necessity of v .
Y y o ertime whenever possible, but
- /-overtime work may sometimes be necessary to meet emergency situations seasonal or
peak workload requirements of a critical nature. Department heads are responsible for
the planning required to minimize the need for overtime. If in the. jud ment of: . a
Department Head, work beyond -the normal work day or work week i req the
q ,
Department Head may authorize such work. This policy shall not contravene,
.provisions: of the Federal Fair Labo Standards Act (FLSA) pertainin to the m n m -gy rn en�a . � m
rate of co .
compensati for employment in excess of an. established work period, excl
exempted positions.
Section 3 -6 -1 pion- exempt Employees
A. Whenever any nonexempt employee is required to work overtime in exces of 40
hours per week, that person shall be compensated for such excess time at the
rate of elther:
I. Pay for Service -One and one -half (1 -112) times the regular rate of
pay at which such person is employed; or
2. Compensatory Time Off -One and one -half (1 -1/2) hours of
compensatory time off for each hour wrorked in lieu of cash payment.
B. The employee shall designate whether he/she desires to use Pay for
Service or Compensatory Time Off at the time the overtime is
documented by the payroll time sheet.
D. "Hours worked" for purposes of calculation of overtime P a Y shall be defined as
time on the job performing a responsible work assignment.
D. Time shall begin once the employee is at the work station or at the call
origination for emergencies.
E. Va- cation, sick leave, holiday and other leave shall not be considered time
worked and shall be deducted from "hours worked" during vertime calculation
g
for each work week. .
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Revis May 18, 1999
P�Nwft e �
M ARANA
TOWW OF MARANA
CHAPTER
COMPENSATION
F. The Department Head must specificall authorize the renderin of overtime
services. Emplo shall obtain such authorization prior to workin an
overtime if possible.
G. Emplo who are ,re q uired b their supervisors. to work on a da observed � b
the Town as a ' holida shall be compensated regular time plus holida pa for the
actual hours the are re to work, unless overtime compensation is
Involved.
H. The Town. Mana will ensure that all overtime ertime is recorded and that work
.1 to
schedules that will allow all emplo full opporturi.ft use accum ulated
compensator time off'within reasonable period's 7 of time are developed as
delineated under the Town's Compensator Leave Polic
1 An emplo ma accumulate no more than 80 hours of com
pensator time.
2. Accumulated compensator time in excess of that .permitte must be used
Within 60 - calendar da from the data the compensator time is recorded.
.3. The Town Mana m-a make an • exception in the accumulated
compensator time as recommended b the Department Head.
S -on 14-2 Exempt Emplo
eeti-
The overtime provisions of this polic' shall not appl to emplo whose positions
have been determined to be exempt from the
'provis of the Fair Labor Sta-ndards
Act. The Town Council shall be responsible for these desi and the Human
Resources Department shall. maintain a list of exempt. emplo
Revised: Mat- 18,1999
MARANA
TOWN OF MARANA
CHAPTER 3
COMPENSATION
Policy 3 -7 HOLIDAY PAY
It is the policy of the Town to a for a selected number ~�
to p ay ber of holidays. The Town.
administration is generally closed on those dais. .
Section 3 -7 -'l Eligibility
A. Employees eligible for holiday are:
YP Y
1 , Regular full -time employees
2. Regular part-time employees
3. Employees in their initial evaluation R eriod
4. Other classifications of employ approved -b the- Y pp .- Y e Town Manager
B. The Town will grant paid holidays to all eligible employ y immediately upon a `
assignment to an eligible classification.
C: An employee who is absent without .*authorized leave on the day immedia
preceding or following a holiday shall lose holiday pa as well as a for the da
Y pay y
absent.
Y
Section 3 -7 - Work on Holiday or Hea�:th or safe -
Y ty Reasons
If an employee must work on' a holiday because of h
. Y ealth or safety reasons, holiday
pay is paid. Holiday pay equals whatever would be earned hourly plus p lus one hour a y
for each hour worked.
For example, pay would be 8 hours for the d worked and 8 additional hours
for the holiday worked.
2. If, however, work on the holiday results -in an - accumulation of more than 40
hours actually worked during the week, the hours in excess of 40 would
be
paid at 1/2 times the regular rate instead of . at the holiday p a Y rate of 1
times the regular rate.
3- 16
Revised: May 18, -1999 �`
1 _
TOWN OF MARNA
CHAPTER 3
COMPENSATION
I,
Section 3 -7-3 Holiday during Vacation n or sick Leave
A. if a recognized holiday alls during eligible Y an ��rgibl employee'"pald a bsence for
example, vacation sick leave), holiday pay will be provided Instead of the
time off benefit that would otherw ise have applled paid
.
B. Paid time off for holidays - -
ays will not be ca.unted. as hours worked for the ur poses of
determining overtime. p
�- 17
Revised May 18 1999
n.J" • *■►
MARANA
TOWN OF MARANA
CHAPTER 3
COMPENSATION
Policy 3 -8 PAYROLL DEDUCTIONS
Section 3 -80al Mand.ato Deductions
Deductions required -by law are withheld from the employee paycheck each a
p Y
period. These i federal in tax, state incom fax, S ocial Security and
Medicare (FICA) and any legal gage garnishment.
Section 3 -8 -2 Voluntary Deductions
Other deductions require an employee's written authorization. Examples include but
are not limited to direct deposit deferred compensation, United Way, dependent
health insurance coverage and supplemental health insurance.
Y
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3 - IS
Revised: May 1 8, 1 999
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MAR
TOWN OF MARANA
Policy 3 -9 PROMOTION
CHAPTER 3
COMPENSATION
The Town attempts to X1 'vacan pos ..
P nt positions with qualified Town employees before
advertising to. the general public, following olio of upward . '
9 policy P mobility whenever
possible. A promotion is a change to a m position in a sala ran
employee ee rY 9e higher tha the one an
P Y currently occupies. Employees are encouraged to apply for an vacant f
P Y Y y or
which they may qualify.
Section 3 -9 -1. Ff igibiiity
. A• Regu =lar employees who: have -
e completed the designated initia evaluation P eriod
in the current position at a satisfactory level of erformance may Y aPPIY for
Promotion n-outside the employee's current department. An ti exce
policy may r P to this
P Y y g anted with prior approval of the Town Manager.
B. Selection of an employee for a promotion - is based on
erfo.r past work record and
p mance appraisal, education and special training undertaken, knowledge of
the job duties, licensing relevant 9
g nt to the position, length of service or other
ti
pernent evidence of increased service value
. of an em ployee to the Town.
C. Only employees who meet the requirements s `
q et forth in promotion examination
announcements may compete in promotion examinations.
Section 3 -9 -2 Procedure
Procedures for requesting consider
q 9 ation vary among departments, and s upervisors
fan advise an employee on how to proceed within the dep artment. Pr
P orriotton
examinations may be conducted whenever necessary in the opinion of the
Department Head and with the approval of the Town Man ager.
agar.
A. A job - posting application should be submitted to Human Resources.
�. When considering he Promotion of T i
9 P own employees having the same or similar
qualifications, the position -will be flied-after considedn the factors listed d above.
C. In cases where only ne emp loyee -
Y applies for a position and the person's
abilities and qualifications are known to the hiring department,
l 9 the formal
selection ection process may be dispensed with upon concurrence with the Human
Resources Director.
3 -19 --
Revise May 18, 1999
��
Lawn
MARANA
TOWN OF MARANA
CHAPTER 3
COMPENSATION
i
D. Temporary may assig be made b specified
g Y y th e Department Head for a
time or assignment as necessary. Such appointments - are rude on an "act
basis, and the employee returns to his or her regular position upon completion leti
u p p p on of
the assignment. The salary for "acting" appointments is set - thee Departm
]� p ent
Head in consultation with the Human Resources Director.
Section 3 -9 -3 Salary for Promotion Position
A. Upon promotion to another class, the employee .
shall be placed at a rate within
the new pay range_ corresponding to the qualiftcations for the' class. Gen erally,
this - rate would be the minimum of the range, but - not less than a 5 increase
from the former base rate of a 9 s p e cia l
P y, e xcludin g, assignme psy.
B . Upon promotion. to a supervisory position, employees shall receive a salary t
. least halo higher than �
g an the rate of pay received by the highest paid subordinate
regularly supervised, disregarding any extra compensation, p
excep sp ecial
assignment pay.
Section 3 -9-4 Promotion Evaluation Period
A. The promotion ev aluati on eriod. shall be used b
p y both the Supervisor and the
employee for closely observing and assessing work performance suitability for
the new position.
B. Promoted employees shall be subject to an evaluation period of not less than 6
full calendar months of service in the promotion position (12 months for Pol
Department personnel) unless specifically waived by the Town Manager. .
C. A formal evaluation will normally be conducted 2 weeks prior to the end of the
promotion evaluation period.
D. Promoted employees who successful complete their romotion evaluati
p ton
period W be notified by their Department Head. A Personnel Action Form will
be submitted with the performance evaluation to Hu - man Resources for
processing.
E. Successful cornpletion of the promotion evaluation •
P period dues not create any
contractual rights for promoted employees.
?0
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Revised: May 18, 1999
rY~ k1
CHAPTER 3
MARANA
COMPENSATION.
TOWN OF MARANA
. Section 3-9-5 Promotion Performance EvaJuatlon Period
A. Promotions do not chan the person's date of hire/len of service
anniversar However, the performance evaluatio . n anniversar date for future
performance evaluations and pa adjustments will be revised to coincide with the
promotion date.
-B. Promoted emplo who fail to meet the standards for the promoted position
will normall -be reinstated to a position in. the 'classification in which he or she
most. recentl completed an evaluation period, Within the department In which
that evaluation period was completed, and at. the sane salar that he or she
received prior to
Promotion. The em s performance evaluation:
anniversar date- prior to h' o-
is !r her promotion will normall be reinst If
requested b the Department Head and approved b the Town .Mana
C. Promoted emplo who fail to complete the promotion evaluation period
because of a la are normall entitled to return to their former position and
sala h-eld: before promotion if the position is available •Their pre rformance
ry
p s n
evaluation anniversar date will return to the date -to the prom . otion.
pnor
Revised: Ma 18, 1999
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MARANA -.
TOWN OF MARANA
CHAPTER 3
COMPENSATION
Policy 3 -10 LATERAL TRANsFFR
lateral transfer is a change in po siti on at the same or to -
currently occupied.
lower sa��ary range than the one
Section 3 -10 -1 Eligibility
A. A regular full -time or part -time employee is
elig-ible to seek a lateral transfer to
another position vvithir the same department a ny time a o .
Y P �s vacant.
�S. Generally, a re ular full�tirne or ` •
9 Part-ti i
employee s eligible to seek a lateral
transfer to another department after successfully completing Y p g the current
department's initial evaluation period.
Section 3 -10 -2 Procedure
A. Any current eiigibe employee .interested in a l in
PP Y g for a transfer must file a
c ompleted Town application form.wi th the Human Resources De partment
according to. instructions listed on the job posting.
g
S. if the employee rneet
s the stated requirements for the position, she/he will
proceed through the regul hiring process with ail other general u
9 P bli c
applicants.
C. All else being equal, current Town employees will be given priority for open
positions.
D. The Personnel /File of the transfer applicant will be m '
PP made available to the
Department Head responsible for filling the open position.
P
E.. if the current - employee is selected, his/her Department p nt Head will be advised
prior to the offer being made to the employee.
F. if the employee accepts the p osition, 'r .. .
P p t will be the responsibility of the two
Department heads, along with the employee, to. reach agreement Y g ement on a transfer
date. Every effort should be made to accomplish the transfer within
- of the P two week acceptance.
Section 3 -10 -3 Sala for Transfer • i
� nsfer l�'osition
. The salary offered to the emp loy ee must be consistent '
s stent with the salary and
requirements of the new position.
Revis Mav I8, 1999
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and
M.ARANA ,. _
TOWN OF MARANA
CHAPTER 3
COMPENSATION
A. An employee who mee only the minimum re • •
quire�ments for the position ' will be.
started at the minimum of the salary. range regardless of .the '
g employees current
salary.
B• An employee who exceeds the minimum requiremen • '
q nts for the position may be
offered a salary in the new range that reflects the same
percentage to the mid-
point of the previous salary range.
Section 3 -10-4 Transfer Evaluation p'ei*�od
. A. Transferred employee are sub'ect to
!n evaluation period of not less than 6 full
calendar rnonths (12 mdnths for Police Department em • employees) �n the transfer
position.
B. The evaluation period is used b both the su .
Y p �sor and the employee for
closely observing and assessing work erformance
F p suitab" ty for the new
position.'
D. Formal evaluation will normally e conducted '
Y weeks prior to the end of the
evaluation period.
D. Transferred employees who successfully co .:
y p to their evaluation period ►nr�ll be
notified by the Department Head. A Personnel Action Form -will will be submitted
with the evaluation to Human Resources for processing.
T '
p g.
E.- Successful completion of the evaluation eriod
p does n ot crea any contractua
rights for transferred employees.
F. Transfers do not chang the emp loyee's ee's .
g p y performance evaluation anniversary.
�.
If an employee is not able .
Y to perform the new duties satisfactorily, the ee
may have the opportunity employee
. to return .. Y
Y to hIslher previous position if it has not been
filled or may be referred to other job openings u on the
Manager. p approval of the Town
ger. If another position is not secured, the employee may be laced
Y Y p on
administrative leave without pa
{
Revised: MaV I �. 1 999
M
TOWN OF MARANA
CHAPTER 3
COMPENSATION
Policy 3.11 DEMOTION
.An employee reassigned to a position in a Iower classificati r r l ass of the reason
ego d
(disciplinary, voluntary, in lieu of layoff, for reasons of disability r incap
Y ,
department reorganization, response to market data, etc.) will receive a cut in
p
commensurate with the nature of the demotion as d:eterm.ined by. the Department Head
in .consultation%. with the Huma-n resources Department and ap proved b the To
- Manag�e�r. .
pp y To wn
Section� -1 Anniversary Date Change
A. Generally, demotions do not change the person.'s date of hire. However
the
performance evaluation anniversary date for futu salary adj:ustments changes
to .the,, effective d ate of th e dem ot i on..
B. Employees in position classifications that are down - graded or upgraded in sala
to reflect changes in market conditions will retain their existing anniversar date
for future performance-based adjustments.
Section 3 -11.2 Procedure
A. No employee shall be demoted to a osition for which ch he or she does not
possess the qualifications.
B. An employee being demoted shall be notified two weeks prior .. p to effective date of
demotion except in emergency situations.
.. Any - demotion to prevent layoffs m be revised when the .
Y y ernpl s previous
position is reopened.
D. % . . Persons denoted to new ositions will be subject to
p � the standard evaluation
period for the new position, unless specifically waived b the Town Manage, r.
Y g
Revised: May 18 1 999
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MARA
F
TOWN OF MARANA
CHAPTER 3
COMPENSATION
Policy 3 -12 RECLASSIFICATION PROCEDURE
Revision of position descriptions With
A and re allocations the classifcation pla - shall be
as is necessary
made as often to provide = A
ry A current information �n pcsitions and classes.
It is the duty of the Human Resources Director to exa •
rn�ne the nature of all positi and
to allocate them to existing or newly created classes • to m
classification eke changes in the
n plan. as are made necessary by changes in the duties a responsibilities "
ositions • a nd
of existing A and to periodically review the entire classification lan an .
ro riate changes A d
recommend a
pA A nges in the allocations of positions in the classification
plan.
0i
section 3 -124 - Procedure
A. When a new position is requested b a Depa •
Y p ent Head or the d uties of an vial
posi are substantially changed, the Department Head shall subm a writte
recommendation to the Human Resources Director g the
reclassification and emp hasizing changes in the position responsibilities or
requirements for qualifications, such as experience, educ • .
. p educa certifications, etc.
B. The request will be reviewed b t e Human Resources Director. A job audit,
which is an analysis of the critical elements of a osition • .
p against a predetermined
formula formeasuring the relative worth of a position and placement in the
Town's classif cationlsalary schedule, will be undertak
C. if the request is justified, the budget impact will b •
g A e determined a nd a report . -
prepared for review by the Town Manager and Town Co uncil.
g .
D. Any reclassifi involving n u
g upgrade of salary that is not. requested and
approved as part of the budget process m ust haves ecific Council
p approval.
E. if approved, the Human Resource
s Department will take the necessary steps to
implement the. reclassification.
F. if the requested action is for a down - grading of 'a positron, and the Town
Manager agrees, the - Human Resources Director shall
chord - mate
imp steps.
C. if the Town Manag does not
g concur with the request for the down - grade, the
Department Head will be. provided with reasons. The decision
Manager is final.
ecis�on of the Town
H. As a result of. reclassification, the salary range shall '
rY g be increased or decreased.
3 -?5
Revise Ma} 18, 1999
. V
MARANA'.
TOWN OF MARANA
An emplo who considers his or h . er position improperl cl'assified shall first
submit a re in writin for reclassification t o Ns/h I -p tment Head, who
e.r De pr
Shall review the re and transmit with writte n recomrh eridation: to the Human
Res:ourrces D:irector -the
who will follow j u stification procedures above.
r__ A
2 6
Revised: May 18,, 1999
CHAPTER 3
■w
MARAN CO
MN OW M AROMA
Policy 3 -13 PAY FOR WORKING OUT OF C
LA5 S ! Ft CATIO N
Increased compensation for working ut of ' � -
9 classification is prov�decf as moneta
recognition to an empl for the assum p tion an
d performance of duties norrnaily
performed by an employee of - a higher classificati
an.
Section 3 0134 Justification
A. The assumption and performance- of th
duties of the higher classifi must
encompass the full range of res ponsibilities of the higher classifi
. not pertain to a # .g cat�or�. lfi does
temporary assignment made for the purpose- of Orbviding a traini p Y ng opportunity to the em to ee.
• B. The performance of duties must be for an
exte peri of time to fill:! the
._
need of the vacant position. An extended period of time is
. in considered
as an assumption of duties and responsibilities that will last n exce .
working days.
C. Compensation for wording out of classification
shall be allowed only after written
recommendation of the Department Head and Human Resourc
approval of Director and
a
pp he Town !Manager. Recommendation and app roval shall
pp ail be
accomplished
prior to the assumption of higher classification responsibilities.
p .
D. The employee's compensation will be increased
ed to the starting salary of the
higher classification in which the employee is substit a
greater.
tutrng, or 5/0, whichever �s
E. When the temporary assignment is comp leted, p d, the employee's sal will be
readjusted to its previous level or the level it would haVe attained, '
Inc #udrng
general salary increases and - performance - related adjustments,
classificati ! ts, �f the out -of-
tion pay had not been made.
F. The employee's date of hire anniversar nd
ry performance evaluation anniversary
will remain unchanged throughout the temporary assignment.
la ry g nt.
-?7
i
It
Revis Mav 18, 1999
rs
MAAA.
TOW OF MARANA
CHAPTER 3
COMPENSATION,
Polic 3-14 EMERGENCY CLOSINGS
Emer such as severe weather, fires r i
powe. fail u re s o flo' Qd' ca n d isru pt Town
operations and ma re the closin of a w facilit Closin of a work facilit is at
the sole discretion of the Town: Ma To council or Town Mana In the event
that such an emer occurs durin non-workin hours, Department Heads will be
responsible for notif the affected emplo
Section 3.14-1, Pa for Tim e Not Worked
Wh operatiohs of the Town or an part of t-he Town are officiall closed due to
emer conditions, the time off from sc h work will be paid.'
Section 3.4,44 Pa-y for. Work on Ess-entia! Operations.
Emplo in essential operations ma be asked to work because of.emer
conditions on a da when non-essential operations are officiall closed. In these
circumstances, emplo who work will receive re pa
3 -?8
Revised.- Ma 18, 1999
Town of M a ra n a
PERSONNEL POLICIES AND PROCEDURES
Table of' Contents
r
Chapter 4
EMPLOYMENT BENEFITS .
Policy 4 -1 Benefits Conti nuation/CCBRA .................... .............:........w........ =
........•. 4 - 1 .
Policy 4 -2 Compensatory Leave....... ..... =N
.■. rr........ r• r... as* .. s- r.■ ■r. seem .r...r..w.........r..... 4
S ect i on ecti�on 4 -2 -1 Nonexempt Employees ...... ....... .. rw.. w.. 'F .r .'...0..9 .9.6 ■M...r..:.■.a...6.. 4000,060
4 -2
4 -2 -2 Exempt xempt Employees � 4
Policy 4--3 Family and Medical Leave ......... ..... .......................... 4 0 Section 4 -3 -1 Definition of Serious Health Condition......... .................. ..
S ect i on 4 -3 -2 El igi b i l ity
. r... w....■ rr...... r■ r. ww. r■ rw...... ..■...■...... r. .
.4 -.3
Section 4 -3 -3 Verification of Need ........ rr..... rr..... r. ........r.w.......r.arrrrww..0.
Section 4 -3-4 • ' - -
Maximum Leave Tirn Available. a...... ..,w...... r.....w........... =.. �4 - 4
Section 4 -3 -5 How FMLA Leave is Measured...:....,...
Section 4 - - Use of Accumulated Leave...................... .........r..r...
S ection 4 - 3 - 7 Continuation of Health insurance Benefits... -000 goo &&so* a 4 - 4
Section 4 -3--8 Suspension of Accumulation of Other Town- Provid
d �enefts 4 5
S ection 4--3 -9 Retum to Work ................................... r.. r.. .. ..:............Rr....r.;..... 4 -
Section 4 --3 -10 Intermittent Leave or Reduced work Week ..... r.... r.. r, r - --
_ - S ....r........ 4 5
Se ctio n F etion 4 - - 11 Termination of Employment ....... ....... ...:...: m e* r.......rr.......r.. ...r..4
Policy 4-4 Worker's Compensation ............ 00 4-7
Section 4-4 -1 Reporting Requirement ................................................. maa
........ r r . 4 - 7
Section 4-4 -2 Payments ............................... 4 - 7
Section 4-4 -3 Use of Paid Leave While on Industrial .Leave ................ 0000.. -
.... w. 4 8
Polic 4 - 5 Mi ta' T Leave ■ ...............w....ri.. ►.......... .. r......... , .. .. . . '
�/ w 4
-
... ■ .......... seems r .. • . ■ ... ■
1
Policy 4 -8 Administrative Leave . ............................. r......................... 4 No 10
Section 4 - 6 - 1 Administrative Leave with Pa ....... ............ ..... 4 SO 10
Section 4 -6 -2 Administrative Leave without Pa ..
Policy Bereavement Leave
Policy 4 -8 Maternity /Adoption /Patemi Leave ......r........
Section 4 -8 -1 Eligibility
Sect ion 4 -8 - 2 Leave Use w.. . rr.■ ......■..►........ r. . ..■,...r.....w......'.......we* w..4 ..... ....... ..■ . -
. 4 13
Section 4 -8 -3 Reinstatement ................................................ .......................
... 4 - 13
Policy 4 -9 Sick Leave ..................................... ...............................
r...w..►....rr.....v..■ 4
Section 4 -9 -1 Eligibility ....ty
g ... r............■. some Owego ... r.. r.. .. r.... ........ ....................... r......• 4 - i �{{
4
SeCtlon 4 -9 -2 Rate of Accumulation .............................
Section 4 -9_3 Allow .
Uses . ... r............■........• rr ........ a , ........ r....w.r.....r .. ■ ..... -
� .. 4 14
S ection 4 -9-4 N otification to Supervisor ................. r... r w... ................. .. r......... r w. 4 - 1 5
Revise May 18, 1999
Town of M a ra n a
PERSONNEL POLICIES AND PROCEDURES
Table of Contents
Section 4 -9 -5 Physician's Verification ...... ...............................
Section 4 -9 -8 Additional Conditions of Elig ibili ty.....
......
... ............................... 4 - 15
Section 4 -9 -7 No Sick Leave Avail able....: r.........r. *Oro s......,,
Section 44-8 Transfer of Hours to Vacation .............................
Section 4 -9 -9 Termination of Employment ..............................
Policy 4 -10 Vacation Leave ............................. ...........................::..
...................... 4 - 18
Section 4 -10 -1 Eligibility 9 ty .... .................. ............. ..:............ ............................... 4 -18
Section 4 -10 -2 Benefit Year ......:............... .,...........,........... see ...
Section 4 -�10 -3 Rate of Accumulation .............. ............................... Seems .. ............ 4 - 19
Me
Section 4 -10-4 Request for Leave ............... .........:..................... . 4 20
Section 4 -10 -5 Termination of - Empl oyment ......... r .......................... .
4 -2D
...............
oicy 4-1 '1 Personal Leave ..:.................
•.► �...... r. w■ w...■+ ia.. saa. a. d. ....r.rr..w..........�...wr...■ 4-21
QQ • i
V on 4 -11`'l E- lig. �bili ty..... w ............... one .■ ►. ...i0.1*.ar MID ... ....r. am 0 a s me mee...w....
...r.,. 4 - 21
sect 4 -11 -2 Leave Use.............. ...........................:. ........aa.,
. ...w a a a .. .i.....:...........
.... 4-21
Section 4 -11 -3 No Accumulation ................... . .r... -.a a.....
..a...w. 0000.. a■.... 4
Section 4 -11-4 Termination of Employment ..................... 000....... :. :0000 .
Policy 4 12 Leave D onation ..arr ............... a.■w.. r ....rra..r►.....w.... ".........
^
Section 4 -12 -1 Definition of Catastro i•.. r r.......,... a..s,... w.. 4 - Section 4 -12 -2 Eligible Recipient w......... r....... .r.. .............. If�2
i.r
w.... �.•�..r�.. r... 4 - ice
Section 4 -12 -3 Donation Restriction ................ ...............................
.......... .4-23
Section 4 -12-4 Request for Donated Leave .............:..a...... }} ' JJ�� JJ
see ***** 0.6 ........ s.... ►. 4 - 43
Policy 4-13 Civic Du _
ty ■..•. r.► w.. wr..■.... r..■ r.... r■.. r......... w. a... w. ar.. ... ■ .a...rs�.....rr......a.w.w. 4 _ 24
Section- 4- 1`3- -1 Jury Duty .............. .......r................,......
.... . ......w ....................... 4 - 24
S ec t i on-4-13-2 Witness Duty ■...... r ....................►.............. ............................ 4 - 25
Section 4 -13 -3 Voting ..... ... w.:. r. w...... ....... ....... ....a.....w.... w........,..r...
4 -25
Policy ♦♦ 4 - 14 ■ ■ olidays .......... r
....../. a..... w..... ....f... ■ \w.r...► ►..r...r...... ■
Holidays ....r -ew■.■ aa.ra.........r w... 4 - 26
Policy 4 -15 Croup Benefits ..............a.r........■
- Section 4 -15 -1 Eligibility ................. .. ............. 7
Section 4 -15 -2 Croup Insurance Coverage ........ ...............................
e . � ............. 4 - 27
Se ction 4 -'15 -3 Voluntary Bene-ffits .....0000 rw .............. w.... ....r..w:.wa................... 4 �` 27
Secti p f
on 4 -15-4 Retirement Plan ... .■ .. w... ...r.w.w.....a..... :... :0000... + :..r...r.r.. :. :0000.4 -
28
Section 4 -15 -5 Employee Assistance Prog ........ ......... ..........:....
w...........s 4 - 28
`t
ik. "
Revised: May.18, 1999
f�
MA
TOWN Of MMANA
Chapter 4
EMPLOYMENT, BENEFITS
Policy 4 -1 BENEFITS CONTINUATIONICOBRA
The federal consolidated omnibus B .. ( COBRA ' ) - --
Budget Reconciliation Act of 1985,, amended b
the health Insurance nd Account (HI PAA) y
tY ability A of '1 g9�, give covered
employees and their qualified beneficiaries the op ortuni to continue health i nsurance
p tY
coverage under the Town of Marana's health plan when a "quali i event would nor
.... fY 9 " many
result in the loss of eligibility. Some common qua li in events are resi- na i .
fY g -� ton, termination of
employment or death of an employee; a reduction in an employ ' hour
s or a leave of
absence; an employee's divorce or legal separation; and a ' de end -ent c •
e#igib y requirements f
p held no longer meeting
Section 4 -14 Who :Pa
Y
Under COBRA, the employee or beneficiar pays s the full cost of
. , rY p � coverage at the Town's
group rate. s -plus an administration fee as prey -ri end by .federal law.
Section 4 -1-2 Written Notification of Eli
� tY
The Town of Marana provides each eligible employee with a written n. ti .
notice describing rights
and responsibilities under COBRA when the employee becomes Ali ible for g o coverage under
the Town's health insurance plan; when the a
employ ex exp eriences a qualifyin .
p q , on : o ifyi event, and
a t va rio us federally required dates depending upon the emp election: COBRA.
4-1
Reprised; May 18. 1999
r
w
4w
i r
MARANA
TOWW OF mium'k
Chapter 4
EMPLOYMENT BENEFITS
Policy 4 -2 COMPENSATORY LEAVE
Compensatory time is credit for hours worked in. excess of a er ' .
p son s normal work week in
accordance with the Fair Labor Standards Act (FLSA). Use of compensatory time. as
w compensatory leave must be pre - approved by the immediate supervisor.
Section 4 -2 -1 Nonexempt Employ '
A. Nonexempt employees . shall be paid overt or given co pensato leave at the r at e
rY
of time and one --half for all hours worked in excess of the normal 40-hour work week if
the employee actually worked in . excess of 40 hours in one .week.
B. It is recommended that nonexempt employees use comp ensator y leave within 3o da ys
� rY
immediately following the week when. the overtime was worked.._ if the nonexern ; t
P
employees cannot take time off during that period of time, then they must be P aid for
overtime during the next available payroll. period after 60 days followin g P YP the a eriod
when the overtime was worked.
C. The Town Manager may approve exceptions to the time fi mits to use compensatory ti me
p ry
of this policy upon the recommendation .of the Department Head..
D. Upon termination of employment, a nonexempt employee will be aid at th
: P P e employee's
prevailing salary. rate for unused compensatory time that has been earned throw . h the
g
last day of work.
Section 4 -2 -2 Exempt Employees
Executive, administrative and professional employees are considered ees exemp emp
P P Y
and are not normally covered by the overtime pay provisions of the FLSA.
s
Revised: May 18, 1 999
4 -Z
�w
r w
ARAB
A
TO" of MAjt N k
Chapter 4
EMPLOYMENT BENEFITS
Policy 4 -3 FAMILY AND MEDICAL LEAVE
In accordance with the Family and Medical Leave Act (FMLA) of '1993 . ,the Town of f'►Il a ra na
provides family and medicai leaves of absence without a to. elig ible emp loy e es
� Y g who are
temporarily unable to work due to a serious health condition or disabilit • who
. Y� vv�sh to take ti
off from work duties to fulfill family obligations relating directly to childb g y adoption .or
placement of a foster child; or who must care for a child, spouse or are ' .
conditions
p p arent with a serous health
Section 4 - 3 - 1 Definition of serious Health Condition
A serious health condition means an illness injury, impairment, or physical or mental
condition that involves inpatient care in a hospital, hospice, or residential '
p med:lcal. care
facility or continuing treatment by a licensed health care provider.
_ p
Section 4-3-2 Eligibility
� tY
A. Employees in the foil-owi employment. ment. classifications '
g p Y are eligible- to request FM LA
leave as - described in this policy:
Regular full - -time employees who have worked .for the Torn at least 52 weeks
( months).
2. Regular part --time employees who have worked for the .Town at least 2
. 5o hours
in the previous 12 months.
B. Eligible employ should make writt
Y e-n requests for FM LA leave to their supervisors at
least thi rty (30) days in- advance of - foreseeable events and as soon as '
possible for
unforeseeable events or within no more than two working days after leamin
g y g of the
unforeseen need for leave. An employee requesting nforeseen FMLA leav � a e has the
oblig to comply with the Towns regular repoftin:g req uirements.
C. If is the responsibility of the employee to notify he Human Resources '
fY ces D�rectvr of the
need to take leave for a serious health condition. The notice must make it clear that the
serious health condition makes the employee unable to erform his 'ob functions.
A �
Revise May 1$, 199
4 -3
P ..0 7. W,
rw
r
.
TOW of MAX*."
Chapter 4
EMPLOYMENT BENEFITS
Section 4 -3 -3 Verification of Need _
Employees requesting family resat ' • • on of a child,
g Y related to the serious health :conditi . sneed
. Ouse
or parent may be required to - submit a health P
care provider's statement verifying the
for fa mily leave to .provide care, its beg inning and expected •
� g p ted ending dates, and the estimated
time required. FMLA leave may be used to maintain a reduced work week or
intermittent leave for preplanned and pre - scheduled medical treatment .
eatment. �ertif cation by a
licensed Y required. health care provider may be -
Seotio -n 4P-3 -4 Maximum Leave i
. e 7'�me Available .
A. Eligible employees may - request u to a maximum- of
P twelve.. (12) weeks of FMLA leave
within any 12-month per maximum limit iod. Any combination of famil leav
exceed this Y e and medical leave may not
.
B. Married employee couples may be restricted to a comb . Y boned total of twelve ( weeks
leave within any 12- month period for childbirth, adoption or placement of a foster child,
or to care for a parent With a serious health condition.
C. if this period of absence roves ' ti
on insufficient, consideration - may be given to a written
request for an extended (administrative) leave without a
year. P Y: which may not exceed one
Section 444 How FIV[L.A Leave is Measured
T he Town uses a rolling 12 -month period measured: backward .
and from: the date an employee . -
uses any FMLA leave. Each time an employ uses FMLA leave t
Y he remaining leave
entitlement is the balance of the 1 2 weeks, that has not been .
preceding 12 months-.
i~ised d uring the im mediately
Section 4-3-6 use of Accumulate
d Leave .
Employees are required to first use tim e any accumulated paid leave time before taking un aid
FMLA leave. 9 p
Section 4 -3-7 continuation of Health insurance Ben efits
A. Subject to the terms, conditions and limitations of the '
applicable plans, the Town of
M
arana will continue to provide benefits for health insurance for the full
period of the
approved family or medical leave in accordance with COBRA coverag mandates.
andates.
4 -4
Revised: May 1 8, 1 999
r �
MARANA
TOWN OF MAP-ANA
Chapter 4
EMPLOYMENT BENEFITS
8. The employee will continue to be responsible for the Cost of su !erne .. :
P pp ntaf benefits and
dependent care coverage if continued coverage is desired. Payment must b
Y e made by
the loth day of each month. if payment is more than 30 da s overdue cover .
dropped.
Y. age will be
Section 4-3 -5 Suspension of Accumulation of other Town - Provided Benefits
Benefit accumulation, such as vacation, sick leave or holiday benefits,: will -
Y be suspended
during the unpaid leave and will resurne upon return to active em ploy men t.
However, use
-of FMLA leave is not considered a break in service when determining
for pa rticipati on in a benefit
g for vetting or
Section.4 -3 -9 Return to Work
r•
A. So that an employee's return to work can be ro erl scheduled an P P Y employee on FMLA
leave is requested to provide the Town with at least two da s' advance e notice of the
date th e employee intends to return to work.
B. when a FMLA leave ends the emp , . .
p oyee will be reinstated to the same positron:, if it is
available, or to an equivalent position for which the employee is qualified.
Y Q
C. The only exception may be for a hig comp ensated .. .
Y g Y p position. The employee in this
position will be notified when he/she requests leave that the Town may choose to fill
ositian b � ' Y the
P b it is key to the Town's operations. if the Town chooses to fi the
position, it will first offer the employee the o o
op to return to work immediately.
Section 4-3-10- Intermittent Leave or Reduced work W
eek
A. In certain cases, intermittent use of
the 12 weeks of FM LA leave or apart of a reduced
workweek maybe allowed by the Town. Employees wishing o use leave intermittent
y
or to utilize P
a reduced work week schedule for FIVILA for birth, adoption or foster car e
Purposes will need to discuss and gain approval of such use from the employee's
Department Head and the Human Resources Dep artment.
B. if the need is for re Tanned and res
P P P cheduled medical treatment of the employee, the
employee is responsible for scheduling the treatment in a manner that does not undid
disrupt the `Town's operations. �
P s. Intermittent or reduced work week use of FMLA is
subject to medical certification by a licensed health care P rovider.
4 -5
Revised: May 18. 1999
..
=won
MA RAN
TOWN of F�►lR1Ui[JI
Chapter 4
EMPLOYMENT BENEFITS
C. In some cases, the Town may temporarily transfer an employee usi F1VlLA leave
intermittently or on a reduced work week schedule to a different job p a y
with equivalent Y
and benefits if another position would better accommodate the intermittent or reduced
work week schedule.
Section 4 -3 -11 I Tcirmlh of Employment
A. if an employee resigns voluntarily efore returning frorn FM LA health in
are sub �ect- to co�l�A I6w.
Y . g surance benefits
B. if an employee fails to 'repdrt' to work rom tl at the end - of the a roved lea P P Y PP p period,
the Town will assume that the employee has resigned.:
.
Revised: May 18, � 999
MARANA
TOWN OF MARAN11
Chapter 4
EMPLOYMENT BENEFITS
Policy 4-4 WORKER'S COMPENSATION
Worker's Compensation is a program. of insurance administers
.. p g d by the - - State lndustr�al
Comm to protect workers, their families and d e p end f
�. p ram Toss due to a work-related
or industrial" accident or illness without ass esin . fau - -it or bine for the: •
g e accident or illness.
The program provides for payment of medical bills p and v .. .
financial co : vocational �-�hab��l and
com pensation while the worker is disabled --- either temporarily yr ermanentl --and i
unable to work while on industri Y s
ial leave. It also provides for lump sum payments far articular)
serious injuries such as the loss of a f etc.,-and p Y
finger, eye, foot, assures death benefits and
pensation to the worker's family or dependents in tle event tha •
tn�ury �s fatal
Industrial: Ieave is defin as le ave . - .
e to obtain treatment and/or recuperation necessitated b an
. Y
injury or Condit ion Sustain in the course and scope of em to men# with the
p Y Town of Marana
as detern7ined by an authorized health care provider. Industrial le ave •
. p save �s not accumulated but �s
a through the State Industrial Commission in con'un ' -
� ct�on with State law.
Section 4-4 -1 Reporting Requirement
A. An em ployee yee involved in an industrial in '
fury or an occupational illness as defined by the
State Workers Compensation lavers must report the incident to his or her .
p e i mmediate
supervisor or Department Mead within 24 'hours or as soon thereafter as p ossible.
B. Hours fast due to the injury or illness are reported on the e '
A p oyes time sheet as
"indu strial disab
Section 4-4 -2 Payments
A. Worker's Compensation does n -.
p of pay for the first seven days off unless the total number
of days off exceeds 14. If the claim is approved for a ment aid leav P Y , p e sed for the
injury or illness may be reinstated to the employ leave balance record' upon
reimb ursement to the Town of the amount paid.
B. Worker's. Compensation pays a State - mandated ercenta a of the '
p g employee s daily
wage.
4 -7
Rev ised: May 18, 1999
mod" ft
MARACA
TOWN OF MAUNA
Chapter 4
EMPLOYMENT BENEFITS
Section 4-4-3 Use of Paid Leave While on Industrial Leave
A. An emplo receivin disabilit e s compen -laws ma
i pa ents Und. r the Worker'
e -
use accumulated paid. leave -in order to continue to maintain re income.
Arra to maintain- re g ular income ma be made throu the Human Resources
Department.
B. -Sick leave. or vacation leav ma be used to supplement an pa y ments. that an
em- plo eli to receive from State di insurance Workers compe-nsation -or
an di s-a itit pat r y the Tbwn. bi' ation of an such disabilit
pat fo b t The corn n
pa and Town-paid sick or vacation le* ave benefits shall not exceed the
em plo - normal, weekly eamIn The purposem of this polic is' to ensu, re that an
emplo does not suffer an economic hardship as a result of a work-related: inJur
_ -
illness; however, the empfo should not r a financial g ain as a result of injur -or
illness.
C. No emplo shall receive sick leave or use vacation time. as a result of a job injur
illness or disease incurred while emplo b another emplo
J1_
4-8
Revised: Ma 18, 1999
MARANA
TOWN OF MARMA
Chapter 4
EMPLOYMENT BENEFITS
.Polic 4-5 MILITARY LEAVE
A militar leave of absence will be granted to an emplo except,-tbase occup temporar
positions, to attend, scheduled: dn'lls or trainin or if called to active dut with the U.S. armed
services. Militar leave �shall. be- in accordance with the provisions of a pplicable state.
and federal law.
Section -4-5-1 No break in Service
Active militar service of an emplo who is.res'tored to emplo with the � Town of
Marana is 'not a break-in service and shall be counted as credited se
rvice.-
Section 4a.5-2 Limit of Paid Time Off
Paid time off in accorda nce with -the law shall be lirnfted to an e of two weeks per
y ear. The period of time spent in trainin or scheduled drills under orders shell be
deducted from the paid vacation leave balance to which the em,p . lo - is. -th -rwo
o e -ise entitled.
4-9
Revised: Ma 18, 1999
4 �
M
TOWN of MARAN I
Chapter 4
EMPLOYMENT BENEFITS
Policy 4 -0 ADMINISTRATIVE LEAVE
f
Employees may be granted administrative leave as. approved b the pp Y Man or Mayoc.
A employee may not use an administrative leave of absence to work fo another employ or
to- pursue self - employment. Leaves are designed to accommodate employees who have critical
personal situations only. An employee who fails to return to work on the date specified in the
leave request without receiving an extension in advance is- considered to have resig
Section 4 -6 -1 Administrative heave with Pay
A. In some cases, an employee g ma be ranted administrative l i
Y g cave w ith pay �n the event
the Town Manager or Mayor grants a temporary emergency leave for a natural d ,
or othe =r situation that may jeopardize the safe and/or health of emp such a s
tY
weather, fire or flood or in a declarred state of emergency, disaster or grief.
B. The. or may a p p rove an administrative leave with ay for an
Y Y pp a p
emp loyee Town Manager or May
as requested by a Department Head for a fixed period of time when such ; -
administrative leave is considered by the Town Manager to be beneficial to the Town. 0)
C. The Town Manager or Mayor may also req an emp loyee to '
g Y Y q take an a
leave with pay for a fixed or indefinite p eriod of time when such administrativ a leave
i
status s consi dered by the Town Manager, or Mayor if applicable, to be in the best
interests of the Town.
Section 4 -8 -2 Administrative Leave without Pa
Y ._
A. An administrative leave without pay for a period not to exceed 90 calendar days for non -
medical purposes may be granted by the Town Manager to any full -time employee who
has completed one year of employment. The granting of such an extended leave
without pay must be for the .benefit of the Town and -must be approved by the Town
Manager after recommendation from the respective Department Head. Such leave may
be granted after vacation leave has been exhausted.
B. An administrative leave without pay for medical purposes may be ranted for period
9 p
not to exceed 180 calendar days. Requests for medical leave must be accompanied by
documentation from the employee's attending physician.
C. - under extenuating circumstances, the Town Manager may grant an extension of a leave
R
period upon written request by the employee. Such extension may not exceed 3
months and will be based on departmental as well as employee considerations.
4 -10
Revise May 18, 1999
-7)
PEUMM.
$ma op w %ft
cap
M A R ANA
TOWN o f MARANA
Chapter 4
EMPLOYMENT BENEFITS
D. Any employee who has been ranted - dministr •
g d a at,ve leave without pay shall r eta i n
his/her original date of hire but shall not accumulate an vacation r • '
Y o paid leave t ime
during the unpaid leave of absence nor be entitled t .
o holiday - pay.
E. Any employ who is on administrative ' ' - .
Y ,n,strat,ve leave wi thout pay at the ttrrt of h
Performance evaluation anniversary may not be elig for a regular an '
g g annual review of
job i
performance nor for an adjustment n pay until the performance evaluation:
anniversary immediately following the return to active emp loyment status.
F. Employees on administrative leave without a m� elect p y y ct to continue. group insurance
coverage. However, the employee must bear the entire cost of both em to ee �v
p y erage
and dependent - coverage.- Payment must be submitted to the Finan Department by
the 1 oth of each month to ensure - continued coverag
G. The Town is not obligated to hold the em to ee's P osition p Y p open whsle the employee ,s
on leave without pay. The position'may be. filled on a temporary or re gular p r'Y g basis. The
employees right to return to the Town frorh a leave without a shall depend on th
p y p e
availability of an appropriate position.
Reprised: May 18, 1999
4 -11
do
MARANA:
TOWN OF MARANA
Chapter 4
EMPLOYMENT BENEFITS
Polic 4-7 BEREAVEMENT LEAVE
If an emplo wishes to take time off due to the death of an immedi" a te"famil member, the
_
emplo should n his or her s- u pervisor immediatel
Section 4-704 A
pprov
A. Approval of bereave leav for up to 3 da will occur in the absence of - unusual
operatin re A supervisor'ma extend the leave up to' - two da if travel
outside the state i dim
is re
q uire
B. An emplo ma with the supervisor's approval, use an available paid leave
balances for addition time off as necessar
J0
Section 444 Immediat Famifl Defi
The Town of Marana defines "immediate famil as the emplo spouse, parent, child,
brother or sister, the emplo spouse's parent,. child, brother or sister, the emplo
child's -spouse, g randparents or g randchildren. Special consideration will also be g iven to
an other person whose association with the emplo was similar to an of the above
relationships.
4-12
Revised: Ma 18,,, 1999
"'I'man"m
.w
IM ARA N A 1
TOWN Of MARANA
Chapter 4
EMPLOYMENT BENEFITS
Policy 4 -8 MATERNITY/ADOPTION/PATERNITY MAP LEAVE
Section 4-8 -1 Eligibiiity
Maternity /Adoption /Paterni (MAP) leav tY e may be granted to regular full - and part - time
employees for no more than 90 calendar days on the following basis:
A. An employee who applies for MAP leave must submit the re wr iti ng quest �n wr�t�ng to Human
Resources indicating the purpose of the leave and how lore it will last.
. 9
S. Vacation and 'Sick leave will not
be accumulated during MAP leave; however, the
remainder of Town - provided employee's benefits wil continue without interruption .
MAP leave.
p on d uring
Section 4 -8 -2 Leave Use
s
A. MAP leave shall be taken as a combination . nation of accumulated vacation leave accumulated
sick leave, accumulated compensatory leave and unpa leave of absence.
B. Eligible employees .may use the FMLA leave rovision for unpaid leav
p p e.
C. Employees not eligible for FMLA leave are subject to admin .
� n strat�ve leave without pay
upon exhaustion of all other forms of paid leave balances. Positions cannot be
guaranteed for non- FMLA elig-ibi.e employees returning from leave of lv
y 9 . n ger than
30 calendar days. -
Section 4 -8 -3 Reinstatement
Upon expiration of an. approved leave, the elm to ee shall be reinstated to th
p Y e same or
similar position to that held prior to the beginning of the leave, depending up mee
... g P g p et ng
FM
LA eligibility.
4 -13
Rey-ised: May 18, 1999
MAR
TOW1+[ OF MARAHA
Policy 4 -9 SICK LEAVE
Chapter 4
EMPLOYMENT BENEFITS
The Town of Marana provides sick leave with pay to eligible emplo Y yes: Sick leave credit is
b cumulative with no maximum accumulation. Sick leave may be used after one month of
employment and shall be deducted on a one -hour basis,
Section 4 -9 -7 Eligibility
Employees in the following. ern to rnent - class-i cations are ` i i
g p Y e eli' gible for sick leave as
described in this policy:
A. Regular full -time- employees
B. Regular part -time employees
C Employees who are in an initial evaluation period
Section 4.9.2 Rate of Accumulation
A. Regular full -time employees and: employees who are in an initial p evaluation eriod shall
_ accumulate sick leave at the rate of 10 days per year from date of hire.
B. - Part-time employees eligible for benefits will accumulate Y g c emulate a prorated arnoun# of sick leave
according. to the regular number of hours they are officially scheduled to .work. .
Section 4 -9 -3 Allowable Uses
A. Sick leave benefits are intended solely o provide income protection in
Y p p the event of
111ness or injury. Sick leave shall be allowed for:
1. Personal illness, disease or injury and travel time to a physician's i •
! ry and from a off ce,
2. Medical conditions or problems related to pregnancy that prevent the employee from
performing assigned tasks;
3. Surgical medical, dental or optical treatments, examinations or fittings that must be
mad 9
e during working hours; or
4. illness of immediate family member and related travel time to and from a p h Y sician's
office, subj 13 ect to the Department Head's, discretion and the needs and operational
requirements of the department.
4 -14
Revised May 18, 1999
pod •,
14P
..
AA .
MHRAN AA
�t
TOWN OF JAAA MA
Chapter 4
EMPLOYMENT BENEFITS
B. The immediate family shall consist of the. spouse, children, parents, grandparents,
brothers, sisters or other individuals whose relationship to the employee is that of a
dependent. A relative who because of family circumstances has been a parent
.substitute to the employee may be considered the mother or father in this definition.
C. An employee may be granted use of sick leave to care for an ill or injured immediate
family member in compliance with the Family and Medical Leave Act.
D. Sick leave cannot be used to care for well family members.
- Y
Section 4-94 -Notification to supervis -
A. Employees who are unable to report to work due tov illness or inju shall no ti f y their
.. rY fy
direct supervisor before the scheduled start of their workday or within two hours after the
time set for beginning their daily duties.
E. The direct supervisor must also be contacted on - each additional day f absence unless
Y
the sick leave is part of the FMLA leave program.
C. Employees who are unable to report to work to perform assigned duties because of
illness are expected to be at home or in trans P ort to or from a p h - sician's - offi ce.
Employees who fail to comply with this stipulation are subject to disciplinary action.
Section 4 -9.6 Physician's Verification
A. if an employee is a bsent for three or more consecutive days d to il lness or injury, a
physician's statement may be requested verifying the disability and its beginning and.
expected ending dates.
8. Verification may - be requested for other -sick leave absences as well and may be
required as a condition to receiving sick l eave benefits and /or to authorre that the
employee may safely return to work.
C. if the evidence of illness provided is determined by the Department Head to be
inadequate, the absence may be charged to another category of leave or considered
g
leave without pay.
D. Physicians' verification statements are to be forwarded to the Human Resources
Department.
4-15
Revised: May 18, 1999
I .A
MARANA
TOWN Of MARANA
Chapter 4
EMPLOYMENT BENEFITS
Section 4 -9 -6 Additional conditions of Eligibility
A. As an additional condition of eligibility for sick leave benefits : �an. :employee on an .
extended absence must apply for any other available compensation and benefits, such
as Worker's Compensation or disability insurance coverage.
B. Sick leave benefits may be used to supplement any payments that an employee is
eli gible to receive from State disability insurance, Workers Compensation or any
disability insurance programs paid for by the Town;' ' . .
C. The combination of any�such disabili payments � .and Town - aid sick disability. p ck leave benefits
shall not exceed the employee's normal weekly earnings.
Section 4 -9 -7 No Silk Leave -Available
An employee who has a non - work related illness or injury and has exhausted accumulated
-sick leave may apply for administrative leave without pay-
Section 4 -9 -8 Transfer of Hours to- vacation
A. If, during a calendar year, anrnployee uses less than 16- hours of sick leave and has
Passed the initial .evaluation period, the remainder of the 16 hours may be transferred to
vacation leave, provided that the transferred hours do not cause the accumulated
vacation leave to exceed the maximum vacation hours allowed.
B. The employee must request the transfer in writin to the Finance Department b the
9 P Y
deadline set by the Finance Department. if an employee does not request the transfer,
hours will not automatically be' transferred.
C. Transfer hours are not cumulative. Those hours not transferred' may not be carried
forward to the next calendar year. They remain in the e;mployee's� sick leave balance.
4 -16
1
Revi sed: May 18 1999.
union
Mor-
MARANA
TOWN OF 1AARMA
Chapter 4
EMPLOYMENT BENEFITS
Section 4-9-9 Termination of Emplo
A. 'Emplo are not compensated for unused accumulated s'dk- le-a-ve.
B. Accumulated sick leave will be reinstated for an emplo who "s laid off if the emplo
I
accepts re- emplo with. the Town within two y ears of the date of la
Accumulate sick leave will be reinstated for an emplo who 4 g ned in- faith if
resi
the emplo re-emplo with the Town within'one y ear of the date of resi
1.
r
4-17
Revised: Ma l8, 1999
M
TOWW of MA ANA
Chapter 4
EMPLOYMENT BENEFITS
Policy 4-10 VACATION LEAVE
Vacation leave with pay after six months of employment is available :to elig ible employees t
9 o
provide opportunities for rest, relaxation and personal pursuits.
section 4 -10 Efigibil -i
Employees in the following employment cla:ssif c�tior�s are eligible tv
earn vacation leave as
described in this .policy:
A. Regular full -t ees
ime em to
p Y
8. Regular part -time employees
C. Employee who are in an initial evaluation eri
p od
Section 4 -10 -2 Benefit Year
A. The length of eligible service is calculated on the basis of a "benefit ear." This is the
12• -month y
period that begins when an employee starts to earn vacation leave.
Police trainees begin their benefit y ear on the first day of work for the Town followin
graduation from the police academy.
2. The benefit year for all other eligible emp loyees begin
g on.the effective
ate of hire.
B. An employee's beneft ear may be exte •
Y y ded for any sign leave of absence
except military leave of absence.
C. Military leave has no effect on this calculation; that is, militar leave taken shall be
counted as credited service for purposes of vacation time accumulation.
D. onoe emploYees enter an eligible employment classification the b e g in to earn aid
. � Y g p
vacation time according to the schedule.
E. After completion of six months of the first benefit ear .em to ees can req Y p y � st use of
va cation leave after it is earned.
4 -18
Rev ised: May 18, 1999
®r )
s.
r
� r
M
TOWN OF II ARANA
Chapter 4
EMPLOYMENT BENEFITS
Section 4-10 Rate of Accumulation
A. The amount of aid. vacation time em ale ee *'
p 1 p y s receive each Year �ncreases wjth the
length of their employment as shown in.. the following sche
ule.
Vacation Earning Schedule
Leng th: of service Vacation Days Each Yea
0 to 5 years 10 days 3.0 h p er a
Y � � P p period)
-10 years 15 days (4.52 hrs er a period)
P p Y l� )
After 10 20 da s (6-1:5 hrsr p rvd
B. Part4me employees eligible for benefits will accumulate a- prorated amount of vacation
time .according to the number of -hours per week the are offia
Y y scheduled- to work.
C. Vacation time off is paid at the employee's ee's base .
p y pay rate at the time of vacation. It does
include nclude overtime or any special forms of compensation such as shift differentia
. p or
temporary assignment pay.
D. As a general rule, accumulated annual vacation time shall not exceed 24� hours.
Therefore -, at the end of the anniversary ar, accumulated vac ation .
�Y Y cat�an time in excess of
240 hours shall normally be forfeited. The Town Mana er may ma g y e an exception of
this provision under exceptional circumstances.
E. Up to sixteen hours of unused sick I
cave may be transferred to vacation leave annually
in accordance with the sick Leave Policy. With the transferred h ours, ours, the total vacation
le , .
ave balance cannot exceed 240 hours.
F. Vacation leave will not accumulate while an emp
m to ee is on leav of absence without
a p Y a
pay.
4-19
Rev ised.: Mav I8 i g99
w
w
MAR
TOWN of MARMA
Chapter 4
EMPLOYMENT BENEFITS
Section 4-10-4 Request for Leave
A. Paid vacation. tune can be used in mini rnurn: incremehts of 4 knouts. Em to ees are
P Y
encouraged to use -five consecutive work days of paid vacat time for rest, relaxation
and personal pursuits.
B. To take vacation, employees should request advance approval from their su ervisors.
Pp . P
Requests will be reviewed based on a - number of factors, including Town needs and
staffing requirements.
Section 4 -10-5 Termination of Emp loyment - .
Upon termination, errplayees will be paid .for unused vacati =on tine that has been earned
through the last day of work at their p s,ala rate un �e�s the termina i th result
suit
of gross misconduct, as determined by the Town Manager, or theft.
z.
4 -20
Revised: May 18, 1999
I _
. MARA NA
Tower OF MAMA
Chapter 4
EMPLOYMENT BENEFITS
Policy 4 -11 PERSONAL LEAVE
Each calendar year, up to 16 hours of Personal Leave is .
available tGr for emp loyee personal
needs. An employee may go directly to the Town Manager to re u t personal time off_ shout
� P d
he/she feel that the sensitivity or confidentiality of the sub'ect re ' es the Town Manag
1 g ger s
approval.
- Section 4 -11 -1 Eligibility
A. Employees in the followin classifications are eli 1 '
... g g e for personal ti off as described
rn .this polar:
.1. Regular full -time employees
2. Regular part-time ees em to
P Y
3. Employees who are in an - initial a luation p eriod
B. Personal t`
� _ T ime off is available after one month of employment and shill be deducted on
- a one -hour basis.
Section 4-11: Leave Use
A. Personal lease is normall granted for reasons that are not otherwise co ' ether
personnel policies. Rea ons to use personal time off ma include but are not Y limited t -- _
o
routine well -child medi 1 appointments, legal consultations, a birthday r a holiday not
Y Y
officially designated Council.
B. Personal time off a not be used for sick leave or i
Y to extend vacation leave.
Section 4 -11 -3 NN77 Accumulation
Personal Lea.v does not accumulate.
Section. 4 -1 Termination of Employment
- Personal eave is neither an accumulated benefit n payable upon termination.
4 -2t
Revise May 18, 1999
...
MARAN
Towne of MARANA
Chapter 4
EMPLOYMENT BENEFITS
Policy 4 -12 LEAVE DONATION
If an employee becomes unable to work due to a non- work�related t� '
ca strophic personal illness
or injury and has exhausted all available aid leave (vacation, p. sick leave and compensatory
t the ern to e
p Y : e may receive contributions of leave from other employees. This policy s
based on compassion and generosity and is Y
employees.
9 ty meant to promote a spirit of mutual support amon
Section 4 -12 -1 Definition of Catastrophic
A. Catastrophic ///Hess; illness such as
cancer, kidney failure, massive heart attack or
other life - threatening illness that requires extensive hospitalization, h '
p osp�pe care or other
ext raordinary measures of care.
B. Catastrophic Injury: � Injury such as that received from an auto .
mobile or . other accident or
loss of a limb, eye, hand or foot that requires extensive recuperation time.
Mme.
Section 4 -1.2 -2 Eligible Recipient
A. The recipient of the donated hours must current/ be on '
. y an approved med leave of
a _
bsence without pay and possess a physicians certification specif th ' '
at.the r ecipient
is not yet able, to return to work.
B. The recipient must have exhausted all paid vacation leave .sick leave eave and compensatory time from his /her accounts.
C. The employee must be eligible to earn and use transferred ho .
ou s �n order to accept
contributions. An employee is eligible under the followin g circumstances:
. All sick leave, vacation leave and comp ensator y time has been
p rY exhausted, and
2 . The employee is not eligible to receive benefits th roug h an insurance
the � ce program paid
for b
y e Town; and
3. The employee is not eligible to receive a meats from the retirement p Y eat system of
i
which he/she s a member, and
4. The employee is not eligible to receive '
g payments from Social Security.
4 - 22
Revised: May 18, 1999
MARA
TOWN Of MARANA
Chapter 4
EMPLOYMENT BENEFITS
D. Donation of leave may be made among ll levels of T
hour b � own em P to
Yrnent on an hour -for-
asis. -
E.. Both vacation leave and sick l eave may be donated.
F. The recipient and the Town are under no oblig g on to repay the donated hours.
Section 4 lunation Restriction
T here is no li mit to the amount of leave donated to an ens ld ee who
- P Y is eigible to receive a
donation of leave, so lon : as the donating � :: •
. atng employee retains a rninir�num of a combination of
80 hours of vacation and sick leave after the contribution.
Section 4 -12 -4 Request for Donated Leave
A. Application for request of donation of leave is available
e n the Human Resources
Department.
B. The completed request for leaved Js q oration to be returned to the Human Resources
Department for review. Certification by the attendin p h sicia n must
completed request form,
9 A Y accompan the
C. The request will be submitted to the T
own Manager for a pprova
l.
D. The Duman Resources Director
or will notify all appropriate parties of the Town
decision. . _
E. The original form, doctor's certif cation •
f
and Town Manager's decision will be kept by the
Human: Resources Department.
4-23
Repri sed: May 1 8, 1 999
i
MARANA
T O F MAAANA
Chapter 4
EMPLOYMENT BENEFITS
Policy 4 -13 CIVIC DUTY
The Town of Marana encourages employees to fulfill their civic respcinsibilities as citizens. The
periods of absence will be with pay and related benefits while serving on a jury, responding to a
subpoena to appear as a witness or voting, according to the provisions below.
Section 44 3 -1 Jury Duty
A. The Town of Marana encourages employees to fulfill their civic responsibilities by
serving duty when required. Employees in an eligible classification may request up
to 1 -0 -days of paid jury duty - leave over one year period. Employee classifications that qualify for paid j u ry. duty leave area
1. Regular full -time employees
2. Regular part - time employees
3. Employees who are in an initial evaluation period
B. Jury duty .pay will be calculated on the employee' base pay rate times the number of
hours the employee would otherwise have worked on the day of absence.
�f
9
't
T
.
C. Employees summoned to jury duty shall be paid their regular salary, provided they
submit their jury fee amounts to the Finance Department.
D. Mileage and per diem - amounts may be kept b the e m p loy ee.
Y P Y
E. If employees are required to serve jury. duty beyond-the period of paid jury. duty leave,
they may use any available paid leave - balances (for examp vacation : benefits) or ma
request an unpaid jury duty-administrative leave of absence.
F. Employees must show the 'u du summons to their su pervisor as soon as
j ury du ty possible so P p
that the supervisor may make arrangements to accommodate their absence.
G. Employees are expected to report for work whenever the court schedule P ermits.
H. Either the Town of Marana or the employee may request an excuse or postponement
from jury duty if, in the Town's judgment, the employee's absence would create serious
operational difficulties.
1. The Town will continue to provide health insurance benefits until paid leave is expended.
At that time, the employee will become responsible for the full costs of these benefits if -�
4 -24
Rev ised: Nay 18, 1999
.w
. r
M AR ANA
raWN OF
Chapter 4
EMPLOYMENT BENEFITS
continued coverage is desired. When the employee jury p yee returns from duty, benefits will
again be provided by the Town according to the applicable � pp a plans.
J. Benefit accumulation such as v • -- :.�
va cation, sick leave, or holiday bbriefts, will be
suspended during unpaid jury d -uty leave and will re upon employment.
p return to active
Sectidn 4.13.2 witness D uty
The Town of Marana encourag employees - - •
g to appear �n c ourt for witness duty when
subpoenaed to do so.
. A. if employees have been sub ven '
p aed or othen�rse requested to testify as witnesses
they will be granted a maximum of 40 hours of aid i
co art. p t nee off per instance to appear in
B. Employees will be paid at their base rate and
ale free to use any remaining paid leave
enefrts .( v acation leave) to receive corn ensati for
absen p any penod of witness duty
r i ce that would otherwise be unp aid.
C.'The subpoena should be shown to the .
employee s supervisor immediately after it is
received so that operating requirements can be adjusted, w .
J here necessary, to
accommodate the employee's absence.
D. The employee is expected to report p p rt for work whenev the court schedule perm its.
B. Time spent in court on ersonal ma `
p hers well. not be la id.
Section 4 -13 -3 Voting
Every employee is encouraged to exercise the right to . c .
� g vote �n all p ubl i c electrons.
An _
y employee eligible and registered to. vote in an ubfic election .
request time off for voting-
Y p held w ithin - this state may
A. The employee .may be absent for three hours with a .
p o the day o, the elect for the
purpose of voting.
B. The Department mead may s eci the hours Burin w ' j
fY g hick the employee may be absen4
for the purpose of voting.
C. An employee may be required eligibility •
Y a to provide evidence. of to vote prior to approval
r
4 - ?�
ReNrised; May � �, 1 999
amend
MARAR
TOWN Of MAMNA
Chapter 4
EMPLOYMENT BENEFITS
Policy 4 -15 GROUP BENEFITS
The Town of Marana provides rou benefits coverag e which may chary a from p g y g time to time for
elgble employees. The Town- also contributes towards all mandated programs such as Social
Security, - worker's Compensation, Unemployment Insurance, etc. The Human Resources
Department is responsible for implementation and administration of all group insurance P la
Section 4 -15 -1 Eligibility
A. Regular employees of the Town are generally eligible for coverage under all of the
Town's benefit programs depending upon the restrictions and limitations of a particular
benefit plan.
B. Where applicable, the employee may elect to cover dependents under th
Y p ese programs
in accordance with current contract requirements and rate schedules. Normal eligibility
rules must be met.
C. Other employment classifications are not elig ible for benefit .coverag a exce t as
g 9 p ._
specifically provided for in a particular benefit plan.
Section 4 -15 -2 Group insurance covera g e
The Town contributes to the costs of rovidin group insurance coverage for full - time
P �g P g
employees and those pa me employees whose normal work week is at least 3l hours per
week and who participate in the group insurance programs offered - by the Town, depending
upon the restrictions and limitations of the particular benefit plan. The Town may also -
contribute to dependent coverage for eligible employees. '
Section 4 -15 -3 voluntary Benefits
Voluntary benefits such as benefits for dependents, supplemental health benefits and
a-dd =ibonal employee-related. benefits are offered b the Town through: the Duman
Y g
Resources Department, depending upon the P limitations and restrictions of the articular
plans. Voluntary benefits are offered at the discretion of the Town Manager. Voluntary
benefits are fully paid by the employee.
I
l
4 -27
Reprised: May 18. 1999
i
M ARA'
IDWN of MAUNA
Section 4.15 -4 Retirement Plan
Chapter 4
EMPLOYMENT BENEFITS
- A. Employees whose normal work week is 20 hours or rn _ _
ore and who have m et the
eligibility requirement of the retirement lan are required to .. i
p q participate in a retirement
plan offered by the Town..
I . Certified police ersonnel nor • • •
p normally participate in the Arizona State Public Safe
Retirement System.
Safety
2. All other eligible. e�i la ees . -
g p y participate In a retirement pl -an offered by the Town.
B. Retirement benefits accum ulate -
ons.
mulate from both employee and employer contributi
Contributions to the retirement system are mandato for e -
rY eligibly positions and are
deducted from the employee s salar ach a ll oiled
p
ry ro
p Y
D• Employees are vested in ae •
cordance with the retirement plan in which they are enrolled.
D. if an employee terminates service w• retiring, � .
ithout accumulated. vested contributions,
with earned interest, are refundable upon request.
Section 4 -15 -5 Employee Assistanc _
e Program
A. The Town provides an emplo ee assistance ro •
, Y Program (EAP) to all full -time, part -time and
initial evaluation period employees.
B.
When an employee vo untaril soaks assistance f rom .
Y om the EAP, confidentiality is
maintained. The Town will not be informed that help s
l p been sought unless the
em -
p oyee requests that the information be released.
C. When stress or personal problems interfere with 'o
1 b performance, the Town will
encourage and may require participation in the EAP to deal with 'vb -r
issues. When .. . J elated performance
participation is required, conf dentiality is maintained. The EAP will
only
. verify that the employee has participated. as required.
. q
D. 'lase of the employee assistance ro ram may be condition •
p 9 y a condition of continued employment if
the Town's drug and alcohol abuse polio is violated or at •
supervisor.
Y the discretion of the
E. No employee will have his or her emp loyment or .. .
promotional opportunities jeopardized
solely
Y pY participation in the EAP, nor will participation in the EAP
lino P protect the employee
from disciplinary ry action for substandard performance.
4-28
Revised: May 18, 1999 `
Town of Marana
PERSONNEL POLICIES AND PROCEDURES
Table -of Contents
Chapter 5
WORK RULES
1 47�
Policy 5 -1 Hours of Work 5 -1 = -
Section-5-1-1 Normal work Week and work Hours.... .....:..................... 5 - 1
S ection -1 -2 Flexible Work Arrangements .... .................. ....::..............,.......... 5 - I .
S ection 5 -1 -3 Absences and Tardiness ........................... ............................... 5 2
Section 5 -1-4 Meal Breaks and Rest Breaks ............................... to 2
Policy 5 -2 Personnel Files ............................... ...................... ...................:........... 5 to 3
Section 5 -2 -1 Acces' to Official Personnel File ................. .............. ■..,.....,..... 5 - 3
Section 5 -2--2 Updating Personal Records ....................... ............................... 5 - 3
Section 5 -2 -3 Maintenance of Personnel Files....... set *41 **.@go a Oita tip* 0*00 006*** 5 to 3 .
eon 5 -2-4 Records Retention... ....... ........................... .... 5-4
Section 5 -2 -5 Records Release ...................... ............................... to
P olicy 5 -3 Personal Appearance .... ................... ........................... ! ........ 006 0 .. , ..... 5 to 5
S ection 5 -3 -1 A .
Ac ceptable e ttire ............ ........................... ............................... 5-5
S ection 5 003 -2 Unacceptable Attire ........................ ........... ............................... 5 - 5
Section -3 -3 Uniforms ............. .........................■ . ............................... A........... 5
Policy 5-4 Electronic Mail, Computer and On --Line Services Usag ...................... 5 to 7
Section 5 - 4 - Conditions of Employment ................ ....:.... .....a....... ■... .,............ 5 - 7
Section 5-4-2 Software Copyright...... r...... r ................. ........................►...... 5 - 7
Section 5-4 -3 Prohibited Use........... ... r .. ............. ■ 0000 ■ 5-8
■ ■ ■ r ■ . r ......... ■ .. t . ■ 0000 r .......... .
Section 5-4-•4 Passwords ................................................. ............................... 5-8
Section 5-4 -5 Consequences of Prohibited Use .............. ............................... 5 - 8
Policy 5 - 5 Discipline System ................................. ...........
5 to
■■.................. r.■■... a.......■
Section 5 -5 -1 Discipline Process
V
.................. ................... ...........,...................
5 - 9
Section5 -5 -2 Definitions ................ .................................
5 - 9
.....,.........................
Section 5 - - Grounds for Di Action .. ............... ..............................,
5 - 10
Section 5 -5-4 Types of Disciplinary Action ..........................................
to 12
A. Oral Warning of Counseling .................................. .. ..........:.......a.........
5 - 12
.
B. Written Reprimand
................................................ ...............................
C . Suspension With Pay..................
5 - 12
.......................... ..........R....................
D. Suspension Without Pay............................
5-12
r .......... ...............................
E. Involuntary Demotion
5 -13
............................................ ...............................
F . Reduction in Pay
5 - 13
................................................... ...............................
5 - 13
C. Discharge .....................•.......................................
5 - 14
.............,.................
Section 5 -5 -5 Notice to Employee...... as*.&
5 - 14
..: 1.
Revis May 18 1999
Town of Marana
PERSONNEL POLICIES AND PROCEDURES
Table of Contents
Policy 5 -6 Problem Resolution
Section5--6 -1
................................. .............. .......................,.......
Definitions
-
5 15
Section 5 -6.2
.......... ........................................ ...............................
issues Subject to Problem Resolution
5-15
.
Section 5 -6 -3
...... ............................... .5
Issues Not Subject to Problem Resolution . ...............................
- 15
5-16
Section 5 -6-4
General Procedures ..................................
5
Section 5 -6 -5
...............................
Pre-Termination Hearing
.. 17
Section 5 -6 -6
............................ ...............................
ADR Informal Procedure _
5 18 -
5
Section 5 -6 -7
ADR Formal Procedure
............................. ...,...........................
5 -1 9
s
Revised: -May 18, 1 999
j
F I
M AR ANA
�1\
TOWW OF MAPANA
Chapter 5
WORK RULES
Poli 5 -1 HOURS of WORK
An employee is expected to work the days. and hours necessar to - erf '
. . ry � o�rrr� all assigned
responsibilities and tasks in order to provide continue in access b and servi
. continui y e to the citizenry
and facilitation of teamwork and supervise assistance. Attendance s •
� hall be a consideration in
determining promotions, transfers, sat* facto completion of evaluation periods and continued
employment with the Town.
section 5-'l -1 Normal Work Week and Work Hours
A. The basic workweek is generally 40 'hou' rs of work. This beg _ _ ns for most employees at
12:01 AM Saturday and ends at 12:Do . midnight on Frid
Y
B. The normal work schedule for all emp lo yees '
P oyees is 8 hours a day, 5 days a week, with one
unpaid lunch period each. day.
C. Modifications to the work week and w i .
. work schedule may be made to p essential
Town services, subject to any federal or State statute or constitut
' statutory sal limitation
re to hours of work.
b
Section 5 -1 -2 Flexible Work Arrang
A. The regular work week for most full -time regular divided g ar employees �s 4� hours, d�v�ded into 5
days, Monday through Friday. However,. the Town will consider requests for =
.. 4 or tlex�ble
wor
rk arrangements } which are non - tradition al work weeks or work locatio
Some of the types of FWAs. that the Town may consider for an •
Y employee are as follows.., .
1. Flex time is an alternative work - schedule t •
that permits employees to choose their
starting and quitting times within guidelines established by their s
2. Compressed work week is an arrangement in which the Town �com r " P esses i
standard 5 -day work week into fewer than 5 days. s Examples include 4 day each
P y,
with a 10 -hour shift; 3 days, each with a 12 -hour shift; or "splitting"' the standard work
week into 2 weeks -- working more than normal hours during he first week of a two-
9
week period and fewer than normal hours during the second week of the P eriod. A
compressed work week arrangement cannot result in overtime.
B. Individuals with a medical need fora flexible work arra shou g u d contact the
Hum
Resources Department to discuss their need.
C. Daily and weekly work schedules, including WAs, may be changed from' .
� g Y g o time to t at
the discretion of - the Town to meet varying work conditions. Changes in work schedule
s
will be announced as far in advance as practicable.
5 -1
Revised May 1 8, 1999
_
MARAN
TO" of µ►mu
Chapter 5
WORK RULES
Section 5 -1 -3 Absences and Tardiness
A. Advance notice of absence is expected; notice of unavoidable absences is ex
P P
w *thin one -haff hour of the beginning of duty or as soon as possible if the employee is
physically unable to notify his or her supervisor.
B. Advance notice of anticipated tardiness is expected; notice of unavoidable tardiness is
expected as soon as possible. Tardiness must be made up daring the pay period in
which it occurs.
. otifbativn . of an absence or tardiness by anothor ernploye� friend or relative is not
considered proper except in an emergency situation v�►here the ern to ee is physically
P Y P Y Y
unable to make the notification.
D. Poor attendance and frequent tardiness are disruptive. Either may lead to disciplinary
P Y P rY
action, up to and including termination of employment.
Section 5 - 1 , 4 Meal Breaks and Rest B reaks
A. Town employees who work a regular 8 -hour workday will receive a minimum of one half-'
hour unpaid meal •
break. Lunch break cannot be taken at the beginning or end of the
day, nor can 'it be applied to any type of leave time.
B. - 'aid rest breaks, if any, are at the discretion of appropriate De artment Head. The
P y
may not be taken at the beginning or ending of a work shift,. immediately before or after -
lunch, applied towards an alternative- work schedule or be used as leave time-. Work
demands may preclude, the granting of a rest break.
Re vised; ,May 18, 1.999 -
i
i w
MAR
TOWN OF MARANA
Chapter 5
WORK RULES
Policy 5.2 PERSONNEL FILES
The Town maintains a personnel file on each emp The error r'el le contains
� p
rnentatron regarding all. aspects of the employee s tenure with the Town, such as
performance appraisals, beneficiary designation forms, disciplinary action notices and
employment history. Employees may review their personnel files at reasonable intervals during
normal business hours in the presence of Human Resources staff.
Section 5 -2 -1 Access to official Personnel File
Access to information i n an emp personnel file is line' •
p rted t the extent permitted by
federal and state law. During the normal course - of emp the follow ind iv`
g rd ua is
a authorized to review :an employee's personnel file., the- Town ana er D
g p ment
Head, immediate supervisor, Town Attorney (or his /her }
desi nee or a state- or - federal law
desig enforcement employee conducting an official investigation.
�a
J } j
Section 5 -2 -2 Updating .Personnel. Records
A. Department Heads are responsible for forwarding documents for inclusion in the
personnel files of those employees assigned to their department.
B. To ensure that personnel files are up -to --date at all times, employees should notif their
supervisor or Human Resources staff of any changes in name, telephone number, home
address, marital status, number of dependents, beneficiary designation, scholastic =
achievements, the individuals to notify in case of an emergency and so forth. _
C. Each employee may inspect or audit his or her ersonnel f le to ensure accurac y a nd
completeness of the file. A Human Resources representative must be present when a
file is reviewed.
Section 5 -2a3 Maintenance of Personnel Files
A. The Human Resources Director is responsible for maintaining personnel files and must
approve materials for inclusion in a file.
B. An employee may submit a written statement' for inclusion in his/her p ersonnel file if he
or she believes that any of the included materials requires correction and /or clarification.
C. Items not included in the official personnel fi may not be used for either romotional or
disciplinary proceedings., P
p ry p oceedings, unless the employee falsified a time sheet or other information.
5 -3
Revised: May 18. 1999
MA
TOWW of MARANA
Chapter 5
WORK RULES
Section 5 -2-4 Records Retention
A. An employee's personnels file will be retained during the - tenure of the em to ee and for
p Y
a minimum of 3 years after an employee's employment with the Town has terminated,
unless a longer period is required by law. During this retention period, nothing Will be
removed from the-personnel Me.
B. Name, position and the date of termination will be retained indefinitely.
Section 5 - - Records Release
A. Human Resources treats as- conf dential 'all ems to ee information exc when
p Y p
requested to verify informat relating to job tithe -, department, base salary and dues of
employment....
B. other information contained in the personnel file will be released with express written
permission of the employee or to the extent allowed by law.
1
r �
Revised: May 18, 1 999
5 -4
:E.
Policy 5 -3 PERSONAL APPEARANCE
Chapter 5
WORK RULES
Dress, grooming and personal cleanliness standards contribute tv the rr oracle - - of all ees dm to
P Y
and affect the organizational image the Town of Marana presents to the eneral public. During
g P g
busyness hours, employees are expected to present a clean and neat appearance and to dress
according to the requirements of their position Departmen .Meads are, responsible for
determining and enforcing the dress code for their respective areas of responsibility
P tY
Section 5 -34 Acceptable Attire
Because of the chap In nature of fashion re ulations pertaining g g ' g P aining to acceptable employee
attire and grooming are flexible. There are, however, certain expected norms of
professional appearance, of personal neatness, cleanliness and good roomin that are
applicable to all employees.
g 9
Section 5 -3-2 Unacceptable Attire
A. Extravagance and extremes of style and attire are not in ood taste in a public service
g P
environment. The Town of Marana reserves the right to advise any employee at any
time that his or her roomin attire or ap 9 g, pp anCe is unacceptable.
B. After having been so advised, the employee will be expected to corn PY
l with the
suggested change. Failure to do so will result in the employee's suspension without pay
until corrective action by the employee is taken.
C. Repeated lack of compliance may result in further discipline action, u to and including
discharge.
disciplinary P g, .
Section 5 -3 -3 Uniforms
A. Employees who are required to wear a uniform of any type in the p tY P erformance of their
duties will be provided such .uniforms by the Town.
B. Uniforms that are provided by the Town become the property of the employee durin the
employment service to the Town.
9
C. Laundering, cleaning and general upkeep of uniforms is the responsibility of each
employee.
MARANA
: 1110
��/ I \
TOWN OF MARANA
Revised:
I8, I999
5 -5
r
r
t r
MARANA
TOWN OF 14 ARANA
Chapter 5
WORK RULES
D. Employees should be aware. that the furnishing f uniforms d g an maintenance or
replacement allowance, if any, may, under certain circumstange% be considered a
taxable- benefit.
E. Upon leaving. the ermpio rnent of the Town,' un iforms
� are to be returned to the
department according to departentAl' guidelines.
0i
r
5
I
Revised: May 18, 1999
- Fl!
w
MARANA
Chapter 5
WORK RULES
Policy 5-4 ELECTRONIC MAIL, COMPUTER AND Ohl -LINE SERVICES USAGE
Section 5-4 -1 Conditions of Emp loyment s
As a condition of employment and con#inued employ
Y employees agree as follows.
A. All electronic story a and communication - systems (including g Y limitation
facsim l0s, copiers:, computers, software and telephones and :al-1 information transmitted
bye rceived from or. stared in these systems are the roe of the Town.
P -P �Y
_. These systems are to be used solely for .Pu-�os- aid_ not foar.. per sonl
purposes, unless expressly authorized in advance by the .ernployees supervisor;
C . Employees have no expectation of privacy in connection. with the use of this a u.i: rn nt
p e
.
or with- the transmission, receipt or storage of inforrrmation.:in the equipment;
D. The Torn. may monitor an em to ee's use of this e . u' time- •
P Y g �pment at any time at its
discretion, which may include rintin and reading all a -Ma ente ring, P g g g, leaving or stored
in -these systems as well as listening to any voice mail messages;
E. No employee will use a pass code or voice mail access code that is unknown to the
Town or that .is ot expressly authorized; and
F. To obtain approval for, and have virus- scanned all outside e files prior t
i o laadng such _
files n the Towns computer system. -
Section 54-2 Software Copyright
The Town purchases and licenses various computer software for business -purposes and
does not own the copyright to this software or its related documentation. Employees ma
Y
not reproduce such software or use it on more than one computer unless authorized to do
so by the software license agreement. Employees with questions or concems regarding. the
use of software or Its related documentation should contact the Human Resources
Department.
5 -7
Rev ised: May 18, 1999
t
F .r
MARA
TO o f MARAHA
Chapter 5
WORK RULES
Section 5 -4-3 Prohibited use
Improper use of the Town's electronic storage and cornmunicatidhs'�quipment is strictly
prohibited. This include without limitation, transmission or reception of any material in
violation of federal, state or local law or regulation (including copyrighted' material,
threatening or obscene material or material that is trade secret or confidential); using: the
Town's equipment or resources. for cor merca -1 activities, religious or political. causes,
outside organizations or other non -- employment related matters& and transmitting offensiv
jokes, s exual ly explicit Messages chain letters or material that is othe a dis to th e
orderly operation of the Town.
Section -5-4 Passwords
E m ployees should - ,remember that :log .on a tithe -r pa sh not be share w ith
anyone else,: unless su ch inform ion requested by an authorized town official. Failure to
cooperate with an authorized Town official in an investigation involvi the Town's
electronic Tarr rnuni bons systems is a viola ion of the policy and may result in disci up to and including termination of employment.
Section 5-4 -5 consequences of Prohibited Use
Any violation of this policy may result in disciplinary actin, u to and including termination
P g
of employment.
5 -8
f 1
l
e �
Revise May 18. 1 999
a
Town of Marana
PERSONNEL POLICIES AND PROCEDURES
Table of Contents
"
Chapter 5
EMPLOYEE DEVELOPMENT
Policy 6 -1 Education Tuition Assistance ...........:...............w...
. rrr „ ra■a
-
■,a,a■awraarrr,aava,ar
Section 5 -1--1 Purpose..........., ................ .....................r..... ■...
Secti 5 -1 -2 Eligibili for Participatio
� _ � ._
■ . r■r■ ■ ■w.aa, ■ ■r ■ r,rwa■,a „ a ,rrrraa,a a■ , arar■■r ,aaraarrawar
Section 5 -1 -3 Criteria for Approval .....:.. r. ... ■....., =�
6 r
Section 5 -1-4 Reimbursement ......................................
6-3
one oo,owooessavo
.Section 5 -1 -5 Termination of Employment
......r......... r ......... ■r.aa
5 - 3
Policy 6 -2 Town-Sponsored a r
p nd Required Trainin
..a.r,wrarar,wa,a.aaaraaa ■a ■Is& 8 .........w,
6-4
. Policy 5 -3 Special Licenses and Membership'
p w.
a ■ a■ a■ faa■aaa■■ ■ ■r.a.rr ■r,rraa■,ra■a■
Section, 5 - 3--1 As a Condition of Employment ........a...ra...ra....a.,.aa..
� w V
5
- 5
f Growth...
Condition of Pro . ectivn •6 -3 -2 Asa onal �+r;+wth
5 5
...... r....... .....a..a..r.a.........
-
"
e
tj
.
Rex iced: May 18, 1999
ish
f �
MAEAN - .
r
TO" oW MMMA
CHAPTER 6
EMPLOYEE DEVELOPMENT
POLICY 6-1 EDUCATION ASSISTANCE
Section 6 -1_1 Purpose .
The Town of Marana recognizes that the skills and - know critical •
� ledge of its employees are
to the success of the organization. The education assistance ro ram encourages personal
p g g p anal
development through formal education so that employees can maintain and h r v
p � e fob -
related skills or enhance their ability to compete for reasonably ttainable jobs with Y hen the
Town.
Section 6 -14 Eligibility for Partlel ation
A. Alleular ful ees em to with satisfactory employ ry wo rk and attendance standards who
have successfully completed the initial evaluation period are eligible to participate.
g P P
B. Employees who are receiving rants scholarships, or ve teran's elig ible .
. g g p , benefits are to
participate, .but only to the extent that employees' course tuition costs are not covered
by these external funds.
C. Only these courses.. beginning after the new employee's initial evaluation P eriod ends will
be considered for reimbursement.
D. Employees participating in the program - are required to achieve rade C or high eron
order to remain eligible.
9
. y
I. An original grade report or transcrip must be provided to - -
p p H uman Resources ►hrrth�n
45 days. of the completion of each course.
2. Courses taken on a ass /fail basis must be ' A p Non graded courses graded
satisfactory/unsatisfactory) must be completed with a . "satisfactoy rode. Na
..
courses may be audited. '
g
E. Generally, only those co urses requiring. attendance during off -work houirs Will be
considered for tuition assistance.
Reused: May 18, 1999
6 -1
MARANA
TOWN Of MARANA
CHAPTER 6
EMPLOYEE DEVELOPMENT
Section 6 -1 -3 Criteria for App roval
A. All applications for educational assistance are expected to have '
p the prior approval of the t
Department Head. The ' initial- step in applying for assistan 'm. within the outlined r ro
p gam
is to reach an agreement with the Department Head that the P r o P osed course is
consistent with the criteria for approval.
B. The program provides tuition assistance for courses th .
at are.
1. Directly related either to the em l� ee's resent job ' ` p Y p or to a position within the Town
to which the employee could logically progress in the future; or
2. A part of a planned program leadin to an undergraduate . . -
g g or graduate degree �n a
field that has applicability to Town - business (e.g account en i nerin crim
Justice }.
g. g, nal
C. The course must be:
1. Taken on the employee's own time and
I
f
2 . Approved by the applicable Department Head, the Human Resources Director
and
the Town Manager. _
D. Courses may be taken at Town - approved:
. Accredited colleges, universities, community colleges;
.2 .State or public school- systems, .. adult ed�ucation s � stem
y s, vocational and trade - -
school
..
E.. The ed ucation assistance ro = rarn i
p g s admi nistered by the Human Resources
Department.
1. Employees who are interested in receivi ed .
• . g cation ass�st�nge must complete an
application for tuition assistance, available through the Human Resources
Department, before registering for the course.
2. if the application is approved, employees must submit a completed req for
p q
reimbursement within 45 calendar days of the conclusion of the course. Failure to
submit the complete request as required within the time limit will result i
disqualification for tuition assistance.
3. Reimbursement is distributed after final approval of the request for tuition assistance
by the Town Manager.
6 -2
Revised: May 18, 1999
NMI
r
MAE
TOWN of MA"NA
CHAPTER 6
EMPLOYEE DEVELOPMENT
Section 6 "1-4 Reimbursement
A. The Town will reimbu 75 p ercent. of the actu ' - .
p al tu • t�on as identified by the school,
college or university, or the, equivalent tuition that would have been assessed by the
University of Arizona, whichever is lower, upon provision of a - ori` i
p p g nal grade report or
transcript. The employee is responsible for any re balances.
B. The max imum annual assistance available to an one em
Y is $2,000.,
_ C. The emploYee must bear all other ex enses,� which include b ut are not limited to:
.,..R. 1 Books _
7 ' Insurance
.._ 2 supplies 8 Penalties /ate fee
3 Parking 9 Cop costs
4 Transportation 10 social activities /clubs
.5 Transcripts. 11 Eq uipment
5 Application and registration fees. 12 Tes
Section 61 -5 Termination of Employment
A. Ea ch e mployee will be req to
Si gn .
q gn an agreement stating that if he or she separates
from Town employment for any reason within two ears of receivi reimb ursement, Y g an
amount will be withheld from. the final paycheck accordin to the follow schedul •
g g e.
B. If the amount of the emp loyee's final a chec i '
- • p y k s not sufficient to cover costs, the
individual will be required to reimburse the Town for the amount due at the time of
termination.
6 -3
Revised: May 18, 1999
w
w
MAR-ANA
W_
TOWN OF MAUNA
CHAPTER 6
EMPLOYEE DEVELOPMENT
r
Policy 6 -2 Town - Sponsored and Required Training
It is the policy of the Town to encourage and coordinate training app rtunities for employee and
supervisors In order that services performed by the Town will be mere eff client and effective.
Training. is defined as any work- related serninar; conference, convention or workshop attended
by an employee whose registration and expenses are funded in whole or in part by
the Town.
Section 6 -2 -1. Procedures .
A. Attendance at training programs within the state will be approved t the De artme
Head level.
B. Attendance at training programs out -of- state require approval by the Town Manager
prior to registration..
C. After returning from a training program, employees will normally summarize for the
Department Head what new expertise they have gained that may be shared with other
employees. The Department Head will disseminate the information as appropriate.
D. Town- sponsored and required training shall generally be arranged during regularly
scheduled work hours. A Department Head - may , change the standard work hours to
accommodate or require attendance at such training activities. Required training shall
be recorded as time worked within the meaning of this policy.
Y
B. Employees who acquire training on their own time and expense are encouraged to notify
theluman Resources Department so the information can be noted in the employee's
personnel fle. A copy. of any certificates awarded should be forwarded for inclusion in
the employee's personnel file.
F. The Human.Resources Department shall maintain an employe e trainin histo and
9 rY
shall periodically audit training attendance and policy compliance.
5 -4
IL a
Revised: May 18, 1999
nod
._
MARANA
10*w Ci MAk"A
CHAPTER 6
EMPLOYEE DEVELOPMENT
Policy 6 -3 SPECIAL LICENSES AND MEMBERSHIP FEES
Membership in outside org anizations shall be in the name .
9 me of the Town, �f possible,
Section 64-1 As a Condition of Employment
A. The Town will pay an annual pa m lump sum payment equal to the current
Y q ann ual dues or
i
fees to each employee who s req.uired by ordinance, state or federal l aw to be a
member of a professional organization or who must maintain current a articular
certification or license as a Condit' p
- �- condit of employment. .
S. Payment of the dues or fees will be m - .
ma de upon approval by the employee� s Department
1�
K
Head.
Section 6 -3 -2 As a Condition of Professiona Growth
A. Employees who belong to professional org anizations that are not req condition
. 9 qu red as a cvndrt�an
of
employment but that promote individual professional rowth, competence and
� P
effectiveness in functioning as Town employees are encouraged to attend l
g ocal, state
and national meetings subject to approval by the Dep artment Head and budg
limitations.
p g �Y
B. Payment of dues and fees is the responsibility of t individual p ty �e indrvtdual employee unless
approved for Town payment by the Town Manager.
0 )
Revis Matt 18, 1999
6 -5
Town of M a ra n a
POLICIES AND PROCEDURES
_ -
Table of Contents
Chapter 7
SAFETY AND HEALTH
Policy 7 -1 Safety and Loss Management. ............................... I�{
...i..... r..■ 7 l
Section 7 -1 - Employee Support for Safe Work Practices .....,, � .................. --
� � " 7 1
Section -1 -2 Safety Coordinator ........................................ ......�...... \ ............ , . 7 - 1
Section 7 - -3 Evaluation of Safety Performance .............. .. •........... r ... . 6 6 -
0000... 7 2
Se 7--1 -4 Use of Town Equipment and Vehicles ....... ............................... 7 - 2
Policy 7 -2 Return to Work ................................. ....,..,.....................
S V ' ......Rr.r.r..s■ 7 `
ction 7_2 -1 Temporary and Permanent Restrictions .... .... ■ ..................... \.... 7.3
Section 7 -2 -2 Alternative glob Placement r r. a r r. f a r i i .. r 0 0.0 0 7 As
Section 7 -�2-3 Placement Not Substitute :for Filling Vacancies .. ...... r. w -
ection 7 -2-4 Participant Required to obey Rules ........... ......................R.....r.. 7 - 4.
Section 7 -2 -5 Procedure ............. ...............................
.....*ova ......a.....r...... owe ..R..r 7 - 4
Revi sed: May 18, 1999
r -
P olicy -3 No Smoking
■.. ova .....■r..r.a 7 - 5
Section 7 -3 -1 Smoking Areas
...........wR...... r .... ..........■ ..r.............................
Section 7 -3 -2 Smoking Breaks
7
........................................ 0 0 0■ 0 0 0 0. r ... rr....■..r.......■
3
Section 7 -3 - Smoking Cessation
-
7 5
E
........................ \ 0000 ... . ............ \ .............. 0000..
7 -5
•
-
Policy 7-4 Violenc
ce �n the Workplace ... ....■ r. r ..... w.. ..... r. r. r■..■. r. ... ■... ■.....r
Section 7-4-1 Consequences of Prohibited Conduct
..7
........... r.................. r.... r..
S ection 7-4-x2 Infringement on Safe Workplace .............. r 7 5
Section 7-4-3 Cornpla Procedure
............................. ............................... 0000. ` 5
Policy 7 -5 Drug- and Alcohol -Free Workplace ................. . . . ..........................
7 -7
. 0000..
S ection 7 -5 -1 Consequences of Prohibited Conduct .. ....................... i 0000
\
7 - 7
, 0000.
Section 7 -5 -2 Definition of Prohibited Conduct ............. ...............................
-
7 7
...
Se ction 7 - 5-3 Use of Legal Drugs ............ ........................
•.........................7-8
Section 7 -5-4 Types of Tests
............ ............................... ...........................0000 -
.7 8
A. Pre -- Employment Testing
■.. r ....................... r ... .... . .....i... ■.. .............i \..■ f - 8
S. Post - Accident for Commercial License Holders
....■ ....19.1 6......- ..a ..............
7 - 8
D. Random Testing for Safety - Sensitive Employees. .................. r .....,.......
7 - 9
D. Reasonable Suspicion Te sting. ............................. r .................,.........
7-10
/...
Section 7 -5 -5 Authorization of Previous-Test Records of Ct3L Hold
r
e s...........
_ Section 7-5-6 Drug Testngr. rR.. w......... w .............■......... w..... .r...a...w.........a.....iRr..■
-
7 10
7 -10
❑
Section 7 -5 -7 ■ il�hol Testing
.. r.. rr....\...■. r... ..►....... r.......... r.rw■...i...a....w.....rr.
Section 7 -5 -8 Substance Abuse Evaluation, Return-to-Duty tY and
7 _
Follow - Up Testrng .................................r r..r... w........
7-1
r.... r ■r...........\............rr.■.
Section 7 -5 -9 Discipline and Appeals
............. ...............................
Sectlon 7 - 5 - 10 Contractors and Visitors ........................ r . ■ .............
-
7 ` 1
a ..............
Section 7.5 -11 Not A Contract ............. ago*
7 - 13
.................... e .. 0,000 ■ ........
f
Revi sed: May 18, 1999
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MARA
TOWN of MAPANA
CHAPTER 7
SAFETY AND HEALTH
POLICY 7 -1 SAFETY AND LOSS MANAGEMENT
The Town is committed to providing a safe and health y working envii6nment. In this
connection, the Town makes every effort to comply with relevant federal and state occupational
health and safety laws and to develop the best feasible operations, rocedures technologies
and programs ,
rams conducive t � g
g o such an environment. The Towns policy is armed at minimizing the
exposure of its employees and visitors to its facilities to health or safety risks.
Section 7 -1 -'1 Employee Support for Safe work Practices
A.. All employees are- expected , to work dill entl to m ' aintain safe and health w
.. g y y w orking
conditions and to adhere to proper operating practices and procedures designed td
prevent injuries and illnesses.
B. The responsibilities of all employees in this regard include:
7 Exercising maximum care and ood judgment at all times to revent acci injuries;
g p dents and
2• Reporting to supervisors and seeking first aid for all injuries, regardless of how
-minor;
3. Reporting unsafe conditions, equipment or practices to supe rvisors;
4. Using safety equipment provided by the Town at all times;
i
F'
5. observing conscientiously all safety rules and regulations at all times; E
5. Notifying their supervisor, before the beginning of the work d of an medication
� � y, y
they are taking that may cause drowsiness or other side effects could lead to
injury . to them and their co- workers; and
7. Participating in appropriate safety training.
Section 74-2 Safety coordinator
The Town designates a full-time employee as its Safe '
a ety Coordinator. The Safety
Coordinator, along with -the Town Manager, Department heads, -su er visors and Duman
Resources staff, will monitor and encourage compliance with safety and loss prevention
programs, including education and training..
7 -t
L Revised: May 18, 1999
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MARA��__
I Nwoo��
TO WN of MARANA
CHAPTER?
SAFETY AND HEALTH
Policy 7-2 RETURN To WORK
Employees of the Town who are, or could be, on leave of ab - •
Bence fi~orrr ;their duties a a re sult
of work- related illness or injury may be eligib for the Return-t •
f g to Work Program upon written
certific of a medical care provider. The medical care provider must certify employee p fy that the
may return to work with restrictions on physical requirements of the job in uesti question,
and that those restrictions are no expected to fast more than .1 -80 days
Section 7 Temporary and Permanent Restrictions
-A restriction identifies a h sical condition • _
P Y that prevents an � employee from performing the
full scope of his or her job duties as outlined in the ob restrictions.
1 There are two types of
Section 74 Alternative .lob Placement
A. when an em to ee is ap proved p art i c i pation : -
p Y pp ed for partipation in the Retum o -Work Program, primary ,
consideration will be given to jab placement within the emp loyee's
d epartment and
normal Jab duties,
A. Temporary restrictions are defined as those limitations la ` '
. p ced on ann1ured employee
by a physician that are of a relatively short duration --less than 180 --
days and the
employee is expected to fully recover and to return to normal working con d it ions. •
B. Permanent restrictions are defined as those limitations la
. placed on an employee by a
physician that are expected to be long term --more than 'I S da s -or fro "
Y m which
recovery is not expected. Employees wh fall. into this category are not elig ible f
� ry e g or
participation in the Return- to -Work Program. The may elect to seek al ternative
to � Y Y
em _
p yment or file for reasonable accommodation under the Americans with
Disabilities Act
B. A secondary consideration will be alternative lacement into
p another department or
another assignment. That -may mean an assignment that is a lower classification vn than
.the normal job assignment and commensurate wages far the duration of th
assignment.
g e temporary
C. A critical consideration is to place the emp loyee in a position to
p perform productive work
that is both useful -to the Town and achievable within the restrictions laced on the
e
employee. Under no circumstances will a position be created solely ar th
providing Y e purpose of
P g work for an employee who is eligible to return to work under a temp
wo available within restriction. If there is now n the employee's department or in another
department or assignment, the employee may remain on industrial leav
Y ea e.
7 -3
Revised: May 18, 1999
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MARA NA
TOWN OF Mk4MA
CHAPTER 7
SAFETY AND HEALTH
D. An employee shall not be returned to work to any job that is punitive in nature.
E. if an employee is not approved for the Return -to -Work Program., the employee may
protest the decision under the provisions of the Problem Resoluflon Policy.
Section 7.24 Placement Not substitute for Filling Vacancies
Alternative placement will not be used to avoid the filling of vacancies within the department
in question.
Section 7 -2-4 Participant Required to obey Rules
An employee participating in - the Return - to -Mork Program is subject to all rules, regulations,
standards, policies and procedures of the Town and the specifi department.
Section 7-2 -5 Procedu
Each situation Will stand on its own merits.
i
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F
A. An Employee Return -to -Work form, issued and.cornpleted by a physician, noting the
employee's restrictions, will be evaluated by the. Department Head and Hu
Resources Director in order to determine whether. or not an employee is able to return to
the assigned position.
_
B. If authorized to participate in the Return -to - Work employ Program, the will be notified
g p y
by the Department Head of the date he or she is expected to return to work.
. In no case will an employee authorized to participate in the Return -to -Work Program be
placed in an area that will pose a health or safety risk to the Town, other staff or the
injured employee.
7 - 4
Revised: May 18, 1999 — +
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MA RA k
TO" OF M"AM
CHAPTER 7
-SAFETY AND HEALTH
Polic 7-3 NO SMOKING
Smokin is prohibited throu the Town's buildin and imm e-diatbe, W"brk-place -and in- Town
vehicles. This polic applies equall to all emplo and visitors.
Section 7-3-1 Smokin Areas
Emplo who smoke ma do so outside - o-f:the' Town • buildin in:thepropefl desi
areas.
Section-7-3-2 Srnok.In Breaks
Smokin breaks shall normall be fimited. to the same number of breaks that other Town
erh0lo receive. The- immediate supervisor' ma limit smokin break arficularl if the
-i, 66- re mfith: wo:lk
Section 7-3-3. Smokin Cessation
Employees who smoke bust who want ' q ut to should contact Human'Resources staff for
information on possible medical insurance carrier and communit resources,, literature or
smokin cessation pro that ma be available.
7-5
Revised: Ma 18, 1999
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MARANA
TOWN OF MAMNA
CHAPTER?
SAFETY AND HEALTH
Policy 7-4 VIOLENCE IN THE WORKPLACE
S ection 74"1 Consequences of Prohibited Conduct
Any threats or acts of violence made by an employee against another person's fife, health
well- being, family or property are entirely unacceptable and are cause far immedi
dismissal, even for a first offense. This policy holds for an threats made o
. p cY Y n Town property,
, .at `own, _events -or under other c"rcurnst - nces tl1a� may: negatively impact the Town's ability
to conduct its business.
Section 7-4m2 Infringement on safe Workplace
A. Acts- or threats of violence, whether made directly or indireoti . , e � Ciciti or irn lied b
p y p , y
_ _ ges uses or syrrrha s, infringe upon the Town s right or ob to provide a
safe workplace for its employees and are prohibited.
B. Possession of firearms, explosives or weapons not authorized by the Town are
considered threats of violence and is prohibited. The consequences of such prohibited
possession is di cip ina -ry action', up to and includihg immedi e. dischar
.g
Section 7-4 -3 Complaint Procedure
1
Any employee who believes that he or she has been, is or may be the target of threats or act -
s of violence or has witnessed or otherwise seamed of violent conduct by another
employee or by a third party, should contact a supervisor, Department Head, Human
Resources Director or Police Department immediately.
7 -5
Revise May I S, 1999
MA RAN
■
TOWN OF MA
CHAPTER?
SAFETY AND HEALTH
Polic 7-5 DRUG- AND ALCOHOL-FREE WORKPLACE
It is the- polic of the Town of Marana -that its emplo be free of sfibstance and . alcohol
abuse. Conse - the: use of ille dru b emplo is prohibited. Further, emplo
shall not use alcohol durin work
hours or en in. prohibited conduct" as defined in this
polic The, overall . eels of this pol* ensure a dru and alcohol -free work
ic y are to : e
environment and fo reduce accidents, injuries and fatalities.
Section 7-5-1 Conse of Prohibited Conduct . • _
Ille dru use alcohol: abuse and fa-ifure.top-art'i'r.Apate.'ar-e g rounds for disci pfi e u in p to and
includin dischar even for a first offense.
Section 7-5-2 De of Prohib1ted Conduct
A. Ille Dru Use includes possessin usin purchasin distri,,bufin or sellin *ille
dru or reportin to workimpaired b ille dru Under this poli' "ille dru
cyl
include an dru or dru substance that:
1 Is not le obtainable;
2. Ma be le obtainable but has not been le obtained; or
3. Is bein used in a manner or for a purpose other than as prescrib d
e
B. Alcohol Abuse includes possessin usin purchasin distributin or sellin alcoholic .:
bevera at an time durin the hours between the be and endin of the
emplo work da
while impaired b alcohol in an
y , or reportin to work -or workin wh
wa
C Failure to Participate in the Town's dru and alcohol testin polic -includes:
'I. Failure to -submft to dru or alcohol testin
2. Failure to report .immediate) y for dru or alcohol testin W hen requested to do so%
3. Refusal to si all appropriate consent • forms or
4. An other failure
to cooperate to the Town's complete satisfaction•.
7-■
Revised: Ma 18, 1999
M
CHAPTER 7
SAFETY AND HEALTH
Section 7 -5 -3 Use of Legal Drugs
I. While this poilicy does not prohibit the use of legal drugs, employees are required to
notify their supervisors if the use of any legal drug. may endanger their safety or the
safety - of others.. For example, an employee should tell their supervisor if they and usin
any legal drug that warns about drowsiness or cautions against operating heavy
machinery after use.
2. "Legal. drugs" as used in this- policy include prescribed abd over - = the - counter drugs or
medications that have been legally obtained and are beln -g. used only for the purpose for
which #hey were. prescribed or Manufactured.
3. Anyone who fails to notify his or her supervisor about his use of legal drugs will be
subject to disciplinary action up to-and including discharge, even for a first offense.
SectIon 7 -5-4 Types of Tests
The Town has implemented four circumstances for drug nd alcohol testing.
. g
A. Pre - Employment Testing
Candidates selected .for employee positions must normally submit to a drug test. Any
Y
potential hire who tests positive for drug use. will be inel- igible for employment with the
Town.
B. Pest- Accident Testing f6r Cohimercial= iriver's License Holders
'I.. Any employee is required to hold a commercial driver's license (CDL) for the
position held by the employee is subject to drug and alcohol testing any time he or
she is involved in an accident where:
a. A fatality is involved;
b. The driver receives a citation for a moving violation arising from an accident
where anyone .involved rewires immediate treatment for an injury away from the
accident scene; or
c. Any vehicle involved incurs "disabling damage" (for example, -must be towed
away ).
Following any accident, the CDL holder must notify the Town as soon as possible.
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7-8
Revised: May 18, 1999 `
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Al
PEOMMEMN
00J�.. OR
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MARANA
TOWN OF MBA,
CHAPTER?
SAFETY AND HEALTH
2. Any time a post - accident drug or alcohol test is required, it must be e
� p as
so _ - -
on as possible following the accident. If no alcohol test can be made within 8
hours, attempts to perform an alcohol test shall cease. - If no urine collec#io
n can be
obtained for purposes of post - accident drug testing ithin 32 hours attem #s to
g p
make such collection shall cease.
3. In the event that federal, state or local officials conduct tests for the
use of alcohol or
control -led s ubstan ces following an accident, these tests may meet .the requirements
Y a ements
of this policy, provided the tests conform to applicable federal state or local
= - requirements. - The Town may request or require testing documentati _ �vn from such
agencies and may ask or require the employee to sig a: release all owin
to obtain such test results.
g g the Town
410. In the event a driver is so seriously njured that -
y . � a t he or she cannot p a sample of
u rine, .blood,_ breath or saliva at the tim e -. of the accide the driver must provide
necessary authorization for the Town to obtain hospital records or other documents
that would indicate; the presence of controlled substances or alcohol in
the driver s
system at the time of the accident.
C. Random Testing for Safety - Sensitive Employees
'l. Any employee who holds a safety - sensitive p osition shall be subject t
P 1 o random drug
and alcoho l testing. - -The Town or its agents will submit all safety-sensitive
employees names to a random selection system. The random selectionsystem
provides an eq ual chan -
q nce for each employee to be selected each time random
selection occurs. Random selections will be reasonably read throe ho t
Y p g u the year.
a. To meet DOT: requirements, the Town will test the average e age number of employee
positions requiring a CDL in each calendar year at a rate established -b the
Y
Department of Transportation (DOT) for the iven ear,
9 Y
2. Random selection, by its very nature, may result in employ
Y . selected in
successive selection or more than once a calendar year. , some
em Alternative) to
employees may not Y
p Y y be selected �n a calendar year.
3. If an employee Is selected at random for either drug or alcohol testi .. . , g �, a Town
supervisor will notify the employee. once notified, every actio the employee takes
must lead to a collection. If the employee engages in conduct that does not lead to
a collection as soon as possible after_ notification, such conduct may be considered a
refusal to tests
7 -9
LA
Revised: May I8, 1999 _.
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MARAN
TOWN Of M►I mA
CHAPTER?
SAFETY AND HEALTH
D. Reasonable Suspicion Testing
The Town will require an employee to. submit to alcohol and � '
. . .. • Y .Ior drug testing when there
.
is reasonable suspicion to believe that the employee is enga ed in illegal -dru use g g r
alcohol abuse.
e.
• 7 . For purposes of this policy, "reasona.ble suspicion" wall be based on
specific
observations concerning the appearance, behavior, s: eech or body o
. _. - p y dors of an
employee, including, without- limitation, slurred s:peoh, red e, dilated u it s=
Y = P p
.:. incoherence, unsteadiness, unexplained carelessres5 or accide err '
. _._ ' t: erratic behavior
inability o perform the job and other unexplained behavioral es
chary .
g
2. - These observations will be made b a s u p ervisor, :
. Y p isor a police officer or other Town
official who has - .been trained to recognize signs of alcohol and/or dru g use.
section 7 -5 -5 Authorization For Previte
_ us Test Records of cD Hoidens
A. As a condition of employment, any employee who is required to hold '
. Y q d a commercial
dr iver's license (CDL) for the position shall sign a. release authorizing he Town to obt
and alcohol tes ti n g g ain
drug ng records from the employee's previous employers for the
previous two years. The Town will verify that no prior employer of the emp loye e
has
records indicating a violation of an DST rule pertaining Y p g to controlled substance or
alcohol use within the previous two years.
Section 7 -5-6 Drug Testing.
Drug testing will be performed. throu h urin l -'
t�estin gill test for the p g a ys�s or brood. testing. ur�nalys�s or blood
resence of drugs and/or metabolites of th:e followin
g controlled
substances: marihuana, cocaine, opiates, amphetamines, p y _ ( PCP) henac clidine and all
other controlled substances.
A. Laboratory Testing
The procedure starts with the collection
an of a urine or blood specimen.
16 Specimens will be submitted to a S
ubstance Abuse /'dental Health Services
Adrnin strati.on. (SAMHSA) - certified laboratory-for testing
20 As part of the collection rocess the s •
p specimen provided Zvi #! be split into two vials a
primary vial and a secondary vial.
3. The SAMHSA- certified laboratory ill perform initial screening '
rY p eening on all primary vials.
7-10
Revis May 1 8, 1999
3
MARANA
TOWN OF MARANA
CHAPTER 7
SAFETY AND HEALTH
4. In the event that the primary specimen tests positive, a confirmation test of that the -
primary specimen will be performed prior to the laboratory reporting the results to
the Town. ._
B
Laboratory Results
Alf results- wilt be reported b to th.e Human P Resources Director for
the Town. At the Human Resources Director's sole discretion, :a determination will be made
as to whether a result is positive or negative.
.== 1. Negative test results will be reported. orted to the Town Manager,,
p ge .
2. Before reporting a positive test result. to the Town 1Manager, the . Human Resources
irector will attempt. to. contact the employee.. to.discuss the test results. If the.
Human - Resources Director is unable to contact the employee direct! the Human
y,
Resources* Director will notify the Town Manager, who shall contact the employee
.
and direct the employee to contact the Human Resources Director Upon bein g so
directed, the employee shall contact the Human Resources Director immediately.. If
the employee fails to contact the Human Resources Director within 5 days after
notification, the Human Resources Director may verify the test as positive.
3 After any positive verification, the employee ma petition the Human Y p man Resources
Director to- reopen the case for reconsideration.
D. Confidentiality
Individual test results for employees will be released to the Town and will be kept strictly
confidential unless consent for the release of the test results has .been, obtained from the
employee.
D. Request for Results and Re -Test
I*' Any individual who has submitted to dru testis in comp, fiance with t .
g his policy is
entitled to receive the results of the drug testing upon timely written request.
'2. An individual who` tests ositive may snake a request of the Human Resource
l' Y Q s -
• Director to have the- secondary vial tested. The request.-for testing: of a secondary
specimen is timely if it- is made to the Human Resources Director within .72 hours of
the individual being notified by the Town of. a P ositive test result.
3. The secondary vial must be tested by a different SAIMHSA- certified laboratory than
tested the primary specimen.
7-11
Re vised: May I g, 1999
�s
CHAPTER?
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MARANA
TOWN of Ir►Ikow,
SAFETY AND HEALTH
4. The individual making the request for a test of the seconds sp ecimen must r -
" ass ociated P P e Pay all
costs
with the test.
Section 7 .5 -7 Alcohol Testing
A. The Town will perform alcohol testing using a device that is on the [rational Highway
Traffic Safety Administration's (NHTSA) Conforming roducts List (CPL) and meet g s the
DOT's testing requirements. This may be a breath testing evice, a saliva- testin
g g
device or any other approved devise an may be previde 9 P d through a tra ined s
or the Marana Police Department.
7. The device will be operated by- technician who is certified and trained on the
specific device he or she will be operating:
2. The employee shall report to the alcohol testin site as notified b the. Tow
_ Y n. The
employee shall fotlow all instructions given by the alcohol technician.
B. Any initial. indicating a Blood Alcohol Concentration BAC of .02 or r
[ } greater will be
confirmed on a breath testing device. - The confi rmation test will be efformed n
P o sooner
than 15 .minutes and no later than 30 minutes following the
. � g completion of the initial test. .
1. In the event the confirmation test indicates a BAC of .02 to .0399 th employee
shall be removed from duty for 24 hours or until his/her next. scheduled on - du t tim e,
whichever is longer.
2. Employees with tests indicating a BAC of .04 - or greater are considered t
-� g o have ,
engaged in prohibited conduct, which may result in disciplinary action u t
P ry p o and
_ including termination, even for a first offense.
C. All alcohol tests Shall be performed j ust p rior to during or just
� P � � � after d uty.
Section 7 -5-8 Substance Abuse Evaluation Retur _ _ •
n To Duty, and Follow -Up Testing
A. Any employee who engages in prohibited conduct shall be rovided with the
names,
names,
addresses and telephone numbers of qualified Substance Abuse Professiona=ls (SAPS).
If the employee desires to becom=e requalified for emp loyment: with the Town the
,
employee must be evaluated by a SAP and Submit to. any treatment the SAP P rescribes.
B:. - following evaluation and treatment, if any, in order to become re ualif ed for
q
employment with ' the Town, an em ployee must su bmit to and successfully complete a
p
return -to -duty drug and /or alcohol test.
7 -I2
Rev ised. May 1. S. 1 977
�F
MARANA
town, of mm"A
CHAPTER 7
SAFETY AND HEALTH
C. The employee is also subject to follow-up testing. Follow-up testing is
� p g p g separate from . .
and in addition to the Town's reasonable suspicion, p and random testing
P ,p � g
procedures. The schedule for follow -up testing shall be unannounced and in
accordance with the instructions of the SAP. Follow -up testing may continue for a
period of up to 60 months following the employee's return to duty. No fewer than G tests
shalt be performed in the first 12 months of follow -up testing.
D. The costs of any SAP evaluation of p rescribed treatment shall be borne by the
employee. The Town does not guarantee or promise a position to the employee should
he /she regain qualified status.
Section 7 -5 -9 Discipline and Appeals
A. The disciplinary procedures included in this policy are subject to the notice provisions of
the Discipline System Policy and appeal provisions included in the Problem Resolution
Policy.
;s
B. The disciplinary guidelines contained in this policy supersede the progressive discipline
policies of the Discipline System Policy.
Section. 7 -5ml0 contractors and visitors
Contractors and their employees or representatives and visitors will be notified that the
Town of Marana prohibits the use, possession, sale or distributi of drugs or alcohol on its
Property or at its work sites. Any person who is reasonably suspected to have drugs in his _ - = -:
or her system or to be unpaired by alcohol while on Town of Marana property or work site is- '�'
in violation of this policy. contractors and their employees or representatives and visitors ' t
violating this policy will be refused entry onto Town ro e or Town work sites. In addition
p P rh ,
appropriate legal entities may be contacted as required and appropriate.
Section 7 -5 - 11 Not A contract
This policy is not intended nor should it be construed as a contract between the Town and
the employee. This policy may be changed at any time at the sole discretion of the Town
Council.
6
7 -13
Revis May 18, 1 999
Town of Marana
PERSONNEL POLICIES AND PROCEDURES
Table of Contents
/
Chapter 8
TERMINATION of EMPLOYMENT
Policy 8 -1 Employment End ..................................................
_..
8-1
...............................
S ection 8 -1 -1 Service Retirement
8 - 1
Section 8-1-2 Di Retirement
■./.../ /.. /. ■ / /f. ■. / ►....r.r ■....... r. ■ /..f. /.... /.ref ■ /...i
Section 8 -1 0-3 Employee initiated Resignation .............. ... ........i.................,....
8. ■
8 -
Section 8 - Termination during Initial Evaluation ..........................................
8-1
S ection 8 -1 -5 Disc# urge►.
f...■ f.■►.../..../■........., f. r..i/..... r.... r. soft r.■.. .■R...rr. ■...r...
Section 8 -1 -8 Lay -off and Recall
Y - 1
.. ■ rr........... r..■► r■■. r.. i..■..... ....■....r...a....■r. gee ......r 8 - 2
i olicy 8-2 Exit Process
........... ■..►..... r. ..■.i....rr/..r......ra■....i.. �
.■ stage i....... .
.s■..r.............. 8 3
Section 2 -1 Exit Clearance...........
....... ......r.. ■......r..r......r■.■.
-0019 of-016000 action 8 -2 -2 Exit interview
R
.............................■■■.►....i... r.. r..r...........■■i..r...i.....r
Section 8 -2 -3 Final Pay Check
8 - 3
.................................... ........' ■. wa owes ..i..........
ection 8 -2-4 Continuation fo Benefits
-
.. r .....■....,..■ r. r. ....... .. ■■....f.rrr.....w......: ■....
- 4
Policy 8-3 Verification of Town Employment ............:.............
Policy 8-4 Re-Employment .... ..................... .......... metal age ..
�-
8 8
r r =. ..f..i........ ■ .....r....... ..
.
i
S ection 8 E� �:�i
1.�
7 �Vw1V
...,../ ......................gee ...... r. i........... .... ■....r......if........Games
8 -
Section 8-4-2 Compensation and Benefits ...................... ............................
. ..i..... s e "
8 - 8
S ection 8-4 -3 Military Service . r..........■ ...............■............. .. ................. ..
8 - 7
S ection 8-4-4 Police Exemption...... ............ .........................r.....
8 - 7
f. /. r...
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Revis May IS, 1999
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TO%W of &VU"A
CHAPTER 8
TERMINATION OF EMPLOYMENT
POLICY 8 -1 EMPLOYMENT END
i=mP P. oy�ment with the- -Town - of Maras a maY be e =ed v l ntarll - or i�`r`u��`@ to ri .
Y aril
y.
8-1-17 Service Retirement
Service retiret�nent is_ •
�oiuntary tetfnination. -after having_. -fled the empioyrn nt
requirements of appiica:e retirement system procedtr.
Section 8-.1 -2 Disabil-ity Retirement
saiii retire _
ty. rrtent voluntary. ter�inau r 6c tat -b � a� -in'u � o� lime -ss that -
-
y � ry at renders
0m o ee .n big cf.
p p p fora rig the e t a tasks= of his +vr her s . al
utter
pTeded- b a b . . y e a to - his r h r s erviti r a�dvit. in of the
_ d ���r'ii ruiir� a ..
g
g, data. of termination S-
orn dvournentat�on
pA g aid a ruirng by the
appropriate agency veWng the disability and. approvjng fthe retire
Section Sol , .3 Empivyee4n tinted Resi -nat -ion
An employee - initiated resignation is voluntary ermination for an reason other than formal
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V t�ng to leave the Town try good standing shy #d �rovI a
Written r:�s� station •:
.
g # t or #err imrnedrate supervisor. at mast 14 aindr d pr to the
tive data.. of _ resi nat*on
g [ rig the two weeks- before the:- e�ffeYct ve dat is the employee
e ac
Will be. available for , . ;• - .. -
cor tdn the tratnng of a i"eie.oernent.xoe�ptons to the time i�mt
requirement _-
may be granted b the- Town i�an-a � er.
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Suction 84=4 Termination during nitial Evaluation
ton -
During the initial evaluation period, an employee ma. be te rminated at an time with or
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without cause, by a -department Head after consultation with the .Human Resources Director
and the Town !Manager.
Section 8 -1 -5 Discharge
Discharge is involuntary termination or dismissal of an employ b the Town.
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MARAN
TOWN OF MAR►i4N►l
CHAPTER 8
TERMINATION OF EMPLOYMENT
Poli 8 _2 EXIT PROCESS
. .r
The Human Resources is responsible for coordinating he exit r
Department Head.
� .p acess with the
Secticin 8-2 -7 Exit clearance
Included in the final cl!earar ec Js a - verification on that all Town equipment, materials and
supplies, such as keys, identification card, Town credit cards and uniforms d epending . upon
the dep i merit, etc., hi ve .been returned.
Section 84 Exit Interview
Regular full -time and regular part-time employees will normally participate •
Y Y p pate in an exit
interview. The interview will normally be scheduled prior to the last day f e m plo yment.
y p yment.
The Exit Interview shall be maintained separate) from the e m p loyee's ers
Y personnel file.
Tem porary employees do not ordinarily participate in an Exit I nterview unless they volunteer
to comp the intervi
ell.
Section 8 -2 -w3 Final Pay check
A. The Finance Department shall be notified of the emp loyee's se separation date e
P p through the
Pe rsonal Action Form. Employees shall receive pay for worts performed through the last
hour worked and for
_- 9 - .
unused benefits as stipulated by Town policy and Laws governing
such payments.
1. Terminated employees must be issued their final a check within 3 working d pay 9 Y of -
the termination. It is the responsibility of the Department Head to forward to Human
Resources all completed paperwork to meet this federal q
re uirement.
2. All other employees who leave the emplo ment of the Town will bs aid at th
Y p e next
regular pay period,
3. costs of unretumed Town property will be deducted from the f nal p a Y check.
B. Before the final paycheck is issued to the employee it Is the r
of the
Department Head to ensure that the employee has - completed final clearance.
Verification of clearance must accompany the Personnel Action Form.
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Revised: May 18, 1999
ass
M
ARANA
TOWN OF MAPANA
CHAPTER 8
TERMINATION OF EMPLOYMENT -'
Section 8-2-4 Continuation of Benefits
A. Benefits continue throu the actuall worked b the emplo If the -emplo
woks throu the 15th:'da of the month or later,' Town-'provicf6 - dInsurance benefits will
continue throu the last da of the month.
B. Emplo eli to continue nue health benefits throu • C.O.B.R.A. and H.I.P.A.A. will be
notified b Human Resources within. the time limit. determined b
C. -For those errs plo Who are not reti-n"n monles M
aCCU uk.ted in the emplo
re w ired
::-tb re refund are available
retirement account are refundable. Forms
throu the retirement plan.
L Revised:
- Ma 18, 1999
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M RAC:
TOWN OF MARMA
CHAPTER 8
TERMINATION OF EMPLOYMENT
Polic 8-3 VERIFICATION OF TOWN EMPLOY
MANT
It. is the polic of the Town of Marana that emplo personnel . records are confidential.
Section 8-3-4 Re for 1-n-formation
A. Dates of em.ploy.ment,, job classification, rent. or la t rate of pa in which
rAi r s
emplo works o worked- and eli for rehire will be verified in response to outside
re Additional information ma be shared conformance "th- state --I'
d I co
W1 ate aw.
B. All. re or phone :c;allsfor-verifica.bLon:ofempi6 s -of-current br former
wa, e,
eM.P o written or verbal.. should be fixwarded to the -Human R esources
for Processin
Department
Revised: Ma 18, 1999
ME
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MA
10" Of MMMA
Policy 8-4 RE- EMPLOYMENT
CHAPTER 8
TERMINATION OF EMPLOYMENT
Section 8-4 1 Eligibility .. _.
A. Regular employees who resign from Town service in good standing after completing
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their initial evaluation period may be re-- employed, upon approval of the Department
Head, to an equivalent or lower position class occupied at the t m6 resignation.
-Employees re-employed within 30 days are consEdered to have continuous service for
pu rposes of benefits and salary.
B:.- -Promoted -employees Who 'resin d= u�rin�g their' prvmcvtio t evali�at on eriv�d are not
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eligible for re- employment in that position or class but may - be re- employed in the
position occupied before promotion,
C. Persons interested in re employment should file a completed Town application form with
the Hinman Resources Department. The individual will then proceed through the regular
hiring procedures with other applicants as described in the Hiring rocess Poli
g D. The individual's previous personnel file will be re-- activated once re - emp loyed b the
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Town, provided re-employment is within seven years after the original resignation.
E. The date of hire will take the person's previous service with the Town into account;
however, future performance pay increases will coincide with the re-employment date.
F. Re- employed individuals must serve the required initial evaluation period.
Section 8-4 -2 Compensation and Benefits
K An individual re- employed in his or her former position may be paid at the same pay at
the time he or she left the Town, provided that the re- employment is within one year of
the previous resignation.
B. Compensation of an 'employee re- employed to a position other than the former position
will be subject to provisions for new hires.
D. Re -employment after 30 days is considered a break in service_ and requires employees
to serve the required waiting period for insurance benefits.
D.. Vacation leave-eligibility will be based on previous Town service if -re- employment
occurs within one year of the- previous resignation.
L_ r�es _ ed: May 18, 1999
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MARANA
CHAPTER 8
TERMINATION OF EMPLOYMENT
E. Sick leave accumulated during previous service will be restored if re-emp occurs
within one year of the previous resignation.
Section 8w4 -3 M*'.' - Service
An employee who resigns from Town service to enter active duty in the armed forces,
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voluntarily or involuntarily, will - be covered by the Veteran's Reemployment Rights Law.
Section 844 Police Exemption
Police employees who retire under the Public Safe Personnel Retir
Safety ement System are not
covered under the re-employmdnt provisions of this policy.
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Revised: May 18, 1999