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HomeMy WebLinkAboutResolution 1494l~ti® „~,,, ,~. /~9 WHEREAS, on December 15, 1981, the City Council of the City of Fort Worth passed Ordinance No. 8486, which provided for the establishment, regulation and maintenance of a merit system now contained in Article V of Chapter 2, of the Code of the City of Fort Worth (1986) as amended; and WHEREAS, Article V of Chapter 2 provides that the Personnel Director shall prepare personnel policies which shall provide for such rules, practices and procedures as may be necessary for the effective administration of the City's Merit System; and WHEREAS, such personnel policies, when approved by the City Manager, shall be proposed to the City Council, and the Council may, by resolution, adopt them with or without amendment; and WHEREAS, -the Personnel Director has prepared the attached addition to the City's personnel policies now entitled "Personnel Rules and Regulations," which volume is available for inspection and on file as a public record in the Office of the City Secretary; and WHEREAS, the attached revision to such policies has been approved by the City Manager and is hereby proposed to the City Council as an 'amendment to the City's "Personnel Rules and Regulations"; NON, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FORT i90RTH: That the City Council hereby adopts, without amendment, the attached addition to the personnel policies as an amendment to the "Personnel Rules and Regulations" to facilitate administration of the City's Merit System, as provided in Article V of Chapter 2 of the code of the City of Fort Worth (1986) as amended. Adopted this ~ day of 19~ APPROVED c~nr tour as err JAN 2 1: L c-n saseq ~[ 4'!~r of E~ w afa~a. i. - , s e'K.'~ } CITY O TIONS I SECTION C SUBJECT Administration of the Compensation REVISION NO. 1 4.1 4.1.1 4.1. "11OG1 1 Plan EFFECTNE DATE PAGE1 OF 5 LATE APPROVED BY COUNCIL APPROVED BY CITY MANAGER 1.0 PURPOSE: Thia regulation establishes the procedure for administering the City of For[ Worth's Compensation Plan. 2.0 Departments Affected: All departments excluding Civil Service personnel in Police and Pire. 3.0 Policy: The pay of employees shall be in accordance with the schedules of pay rates approved by the City Council. The pay schedules of annual, monthly, bi-weekly, and hourly rates included in this procedure for the administration thereof, together with the provisions herein on benefits and working conditions, shall comprise the Compensation Plan. 4.0 Procedures/Rules: 4.1 Pay for New Employees. New employees shall be appointed at the recruiting rate (entry level of the~First Quintile) of the salary range in effect for the particular class or position [o which the appointment is made. When a diligent search reveals that it is improbable that qualified persons can be obtained at such rate or when a new employee possesses exceptional qualifications, the Personnel Committee may authorize appointment at any rate within the range. ~. 4.1.1 Department Heads may request authorization to hire at a higher rate up to the maximum of the Second Quintile, based on additional qualifications above the minimum required by the job description. These requests are to be submitted to the Personnel/Compensation Divison for approval. Review of these requests should require no longer than "same day" of submittal. :4.1.2 Department Heads shall submit a request to the Personnel Committee concerning employment of individuals above the Second Quintile of the salary range. Requests shall be in writing with full and complete justification included. All pertinent data and information concerning the Department Head`s request should be submitted (refer to Personnel Regulation D: 26, "Personnel Committee"). X' .+"M, CITY OF FORT WORTH SUBJECT Administration Plan .L REGULATIONS sECnoN `~ REVISIONNO. 1 (4.2,4,4.2) NUMBER 1 EFFECnYE DATE PAGE2 OF S LDATE APPROVED BY COUNCIL ~ APPROVED BY CITY MANAGER 4,2 Starting Rate on Re-Employment. When an employee is re-employed into the same class after separation from the City service of not more than one year, which separation was not due to discreditable circumstances, such employee shall receive a rate not to exceed the rate paid at the time of separation and shall subsequently serve there for at least one year before eligibility for advancement to higher rates, Employees re-employed at the entry race will be eligible for advancement to higher rates after six months under the': Management/Administrative Pay ;Plan-and one year under the non-exempt pay plan. 4,3 Starting Rate on Return from Active Duty. Any employee who leaves or has left the City service to enter active military duty for the Armed Forces of the United States, has been granted a leave of absence and who, within ninety (90) days after discharge, returns to a position in the class previously held shall be entitled to receive a rate of pay equivalent to the rate previously held at the time he/she entered active duty; provided that, such employee's military discharge was not less than honorable in character, and further provided that such employee has not taken any action [hat would preclude being reemployed by the City of Fort Worth and is physically and mentally able to perform the duties of the position, ~I 4,4 Starting Rate after Transfer: 4,4.1 Whenever an employee is transferred permanently to a position ~ - not previously held by that employee and such change is either a lateral transfer or a demotion, he/she shall receive the entrance rate in the pay range established for such class or such other rate within the applicable range as may be '. entitled to by reason of crediting such prior service that is found to meet the following conditions: a, The character and nature of the duties of the position to which the employee was assigned are similar to those of the new position; b, The service in the former position provided experience i valuable to the performance of the new position, 4,4,2 The ;performance pay increase eligibility date (unless it falls before the end of the new probationary period) remains the same, upon transferring, The employee shall serve a six (6) month probationary period which must be completed prior to receipt of a'performance pay increase. 4,4,3 A voluntary demotion or any other change not meeting the above specifications must be by written, joint agreement of the department receiving the employee and the employee. ~~ ~, ~ CITY OF FORT WORTH PERSONNEL REGULATIONS secnoN c SUBJECT Administration of the Compensation REVISION N02(4.5.1,2;4.6.1,2) NUMBER EFFECnYE DATE PAG OF DATE APPROVED BY COUNCIL APPROYED BY CITY MANAGER 4.4.4 Employee transfers will be transmitted on a Personnel Action Request Form to the Personnel Department. 4.5 Starting Rate after Promotion: 4.5.1 An employee who is promoted to a position in a class with a higher salary range shall receive the entry level rate of the `First Quintile for the higher class or such higher amount as would constitute at least a four percent increase over the salary received prior [o the promotion, (A class with a higher salary range is 'defined as one wiCh at least a 42 higher range. Any class with a range of less than 5% higher salary would be considered a lateral transfer). ~i 4.5.2 A new performance pay increase eligibility date will be established in accordance with the provisions set in the Performance Pay Plan regulation {see T~erformance Pay Plan regulation C:6) except in the case of a lateral transfer, unless a request to retain the current performance pay increase eligibility date is submitted by the Department Head and approved by the Personnel Director. 4,6 Starting Rate after Demotion: 4.6,1 Whenever a permanent employee is demoted for reasons of r - unsatisfactory performance, his/her salary .may be reduced to a rate in the range of the new class, which is commensurate with the reason for demotion. The performance pay increase eligibility date shall be the .first day of the pay period following the effective date of transaction. 4.6.2 Whenever a temporary employee is moved to a permanent position in a different class with a lower salary range, the salary will be adjusted to the rate which corresponds to the employee's qualifications. • 4.6.3 Whenever a permanent employee in good standing is demoted to a position in a lower class for physical disability oc reasons other than unsatisfactory performance, he/she shall receive the highest salary in the new range that does not exceed his/her rate of pay immediately prior to demotion and shall retain his/her former performance pay increase eligibility date. ~' CITY OF FORT WORTH PERSONNEL REGULATIONS SECTION SUBJECT Administration of the Compensation REVISION NO. 1(4.6.4 •4.7,2 3 NUMBER Plan EFFECTIVE DATE PAGE 40F DATE APPROVED BY COUNCIL APPROVED BY CITY MANAGER 4.6.4 Whenever a probationary employee is demoted to a different classification, he/she shall receive a new performance pay 'increase eligibility date in accordance with the provisions set in the Performance Pay Plan regulation. Employees rejected during their probationary period from a position to which they had been promoted or transferred may be restored to their former position (see Probationary Period regulation E:1). 4.7 Starting Rate after Position Reclassification: It a permanent or probationary employee remains in a position that is reclassified, his/her salary shall be determined as follows: ' 4.7.1 If the position is reclassified to a class with the same salary range, the salary and performance pay increase eligibility date of the employee shall not change. 4.7.2 If the position is reclassified to a class with a higher salary range or if the salary of the employee is less than the maximum of the new class, the salary and performance pay tincrease eligibility date of the new employee shall be governed by the provisions set in Starting Rate after Promotion (Section 4.5). 4.7.3 If the salary of the employee is greater than the maximum of the new range, the salary of the employee shall be designated as a Z-rate and shall not change during continuous regular service until the maximum of the new range exceeds the salary of the employee or until the period of calendar time indicated in the following schedule has elapsed, whichever occurs first. If at the end of the calendar period indicated the salary of the employee still exceeds the maximum of the new salary range, the salary of the employee shall be reduced to the maximum salary for the new class. Years of Continuous Service 1. Less than 5 years 2. 5 years but less than 10 years Effective Date of Salary Change Two years from the date of reclassification. Three years from the date of reclassification. 3. 10 years but less than Four years from the date 15 years of reclassification. 4. IS years but less than 20 years Five years from the date of reclassification. ~.; CITY OF FORT WORTH PER50NNEL REGULATIONS SECTION c SUBJECT Administration of the Compensation REVISION NO. NUMBER Plan EFFECTNE DATE PAGE OF GATE APPROVED BY COUNCIL APPROVED BY pTY IAANAGER 5. 20 years but leas than Six years from the date 25 years of reclassification. 6. 25 years or more Seven years from the date of reclassification. 4.8 Normally the starting pay for Temporary (SO-1) employees shall be at the entry level rate of the ?.First Quintile of the range of a directly related regular classification. 5.0 Appendix/Appendices: 5.1 Personnel Action Request (PAR) form. r ~y ' CI OF FORT WORTH SUBJECT Reemployment :L tfGUULA tIVIVS SECTION D REVISION NO. 1(3.1,2;4.1,2,3) NUMBER 19 EFFECTIVE DATE PAGE ~ DATE APPROVED BY COUNgL ~ APPROVED BY CITY MANAGER ~ This regulation outlines the City's reemployment policy. This policy does not apply to persons who have been laid off, see Regulation D:23, "City Layoff Policy". 2.0 Departments Affected: All departments excluding Civil Service personnel in Police and Fire. 3.0 Policy. 3.1 Within one (1) year of separation in good standing from City service, a hiring department may re-hire a former employee to a position in the class from which said employee separated or in a lower class in the same occupational aeries. Such appointments may be direct (non- competitive) with approval of Personnel Director. Applicants reemployed must meet current minimum qualifications. All such reemployed employees shall serve the normal probationary period for the class. Such appointments may be made up to the'top of the Firstn Quintile of the salary range. 3.2 Employees involuntarily terminated and reemployed at a later date will have the'same status as new employees. 4.0 Procedures/Rules: 4.1 If more than one eligible former employee in the same classification is interested and eligible for reemployment, they shall be certified by the "rule of five" as set forth in the "Examinations and Certification" regulation, D:6, Item 3.7. Order of names on [he list shall be determined by past job performance, an average of the two previous performance ratings or, if not available, the latest performance rating. 4.2 Persons reemployed within one (1) vear of separation in good standing. 4.2.1 Persons reemployed will receive adjusted service dates to reflect their previous service with the City. This will not affect creditable service for retirement purposes if they _, choose to reclaim such credits as provided under the Retirement Ordinance. 4.2.2 Persons reemployed by the City will accrue leave benefits based on their adjusted service date but leave will not be available for use until completion of the probationary period. a. Upon successful completion of the probationary period accrued Personal and Major Medical Leave may be used. 4.3 Eligibility for reemployment after an involuntary termination. 4.3.1 Persons involuntarily terminated will. not be eligible for reemployment for five (5) years after the date of termination. ~; F /; CITY OF FORT WORTH PERSONNEL REGULATIONS SUBJECT Driver's Lieense Verification and REVISION NO. New Record Check EFFECTIVE DATE 9/1 DATE APPROVED BY CITY COUNCIL 9I1S/B7 APPROVED BY CITY M~ANAG ER 1.0 Purpose• SECTION D NUMBER 7p PAGE I OF To establish the responsibilities and procedures to verify possession of a valid driver's license and to conduct a Driver's Record Check on new employees and current City employees moving into classifications requiring a driver's license. 2,0 Departments Affected: All departments. 3.0 Policy• 3.1 Where a City job classification requires any type of driver's license, no person shall be hired, certified, recertified, or allowed to drive any City of Fort Worth vehicle or personal vehicle in the performance of his/her job if he/she has: 3.1.1 Aad three (3) moving violations resulting in final convictions or one (1) DWI conviction in the preceding 24-month period. (This includes all driving, i.e., City vehicle, private and other vehicles.) 3.1.2 Lost, or .loses State of Texas driving privileges by reason of revocation, suspension, withdrawal or denial of license to drive. When the State of Texas driving license is renewed, a ,~. person may again apply for a City operator's permit and for positions requiring driving. 3.1.3 Had, as determined by a Driver's Record Check or an Accident Review Board, three (3) chargeable vehicle accidents or any combination of four (4) chargeable accidents, violations of the Drivers' Safety Training and Certification Program regulation (F:7: 4.3.5, 4.11.1, 4.12.1, 4.13.3), or three (3) moving violations resulting in final convictions or one (1) DWI con- viction within the preceding 24-month period. a. A chargeable accident is one in which [he City employee's negligence, driver's error or Traffic violation caused or significantly contributed to the occurrence of the accident. 3.2 The State of Texas recognizes four (4) Driver's License classes. 3.2.1 Class A driver's license permits a person to drive any vehicle or combination of vehicles, including vehicles included in Class B and Class C, except a motorcycle or moped. 3.2.2 Class B driver's license permits a person to drive the follow- ing vehicles,-except a motorcycle or moped: s CITY OF FORT WORTH SUBJECT Driver's License Record Check PERSONNEL REGULA' Verification and REVISION NO. EFFECTIVE DATE SECTION D 1 (4.3) NUMBER 29 PAGE ~OF 'DATE APPROVED BY COUNCIL ~ APPROVED BY C{TY MANAGER a. A single vehicle with a gross vehicle weight exceeding 24,000 pounds, alone or towing either a vehicle with a gross weight that does not exceed 10,000 pounds or a farm trailer with a gross vehicle weight that does not exceed 20,000 pounds; b. A bus; and, c. A vehicle included in Class C. 3.2.3 Class C driver's license permits a person to drive the followin vehicles, except a motorcycle or moped: a. A single two-axle vehicle with a gross vehicle weight that does not exceed 24,000 pounds, alone or towing either a vehicle with a gross vehicle weight that does not exceed 10,000 pounds or a farm trailer with a gross weight that does not exceed 20,000 pounds; and, b. A bus with a seat capacity of less than 24 passengers. 3.2.4 Class M driver's license permits a person to drive a motorcycle or moped. 4.0 Procedures/Rules: 4.1 The Personnel Recruitment Division (or appropriate Personnel Representative) will verify with the hiring department the exact type of license required for the position. If the department requires a license other than [he license designated by the Personnel Classification Division, a determination of license requirements must be coordinated with the Classification Division prior to opening the position. 4.2 The Recruitment Division will make the initial verification of possession of a valid driver's license for all applicants applying in persoh for positions requiring a driver's license. Verification will be made visually and the appropriate area on the employment application will be initialed. 4.3 When a Driver's Record Check is required, [he Testing Division will notify 'Risk Management which will conduct Driver's Record Checks on applicants having a Texas Driver's License. 4.3.1 Risk Management will return the results of the Driver's Record Checks to the Testing Division. The Testing Division will notify the Personnel Representative of the results. ~: CITY OF FORT WORTH SUBJECT Driver's License Record Check P Verification and IREVISIONND. EFFECTIVE DATE ONS SECTION D 1 (4.4) NUMBER Zg PAGE ' OF 0 DATE APPROVED BY COUNCIL ~ APPROVED BY CITY MANAGER 4.4 ~ Persons hired into positions which require a valid Texas Driver's License and mho.possess an°out-of-state driver's license, must; by state law, obtain a 9Texas Driver's License within 30 days after taking up residency in Texas. Such persons should obtain a valid Texas Driver's License as soon as possible after being hired by the City. 4.5 When a tentative selectee is disqualified by the Driver's Record Check, the Testing Division or [he appropriate Personnel Representative will notify the hiring authority and a second tentative selection will be made. 4.6 Where a position does not require full-time driving, the Risk Manager may waive this regulation and permit a person to be hired with an unacceptable Driver's Record if the Department Head certifies in writing to the Risk Manager that said person will not drive any City vehicles or his/her personal vehicle as part of his/her job until his/her Driver's Record has been verified to be acceptable according to this regulation by Risk Management. 5.0 Appendix/Apendices: None. CITY OF FORT WORTH SUBJECT Immigration Act Document at PERSONNEL REGULA REVISION NO. EFFECTIVE DATE SECTION D .3.2) NUMBER 30 PAGE . OF I DATE APPROVED BY COUNCIL ~ APPROVED BY CITY MANAGER I 1.0 Purpose: To outline the responsibilities of City departments in complying with the provisions of the Immigration Reform and Control Act of 1986. 2.0 Departments Affected: All departments. 3.0 Policy: The Immigration Reform and Control Act of 1986 (P.L. 99-603) requires the City of Fort Worth to verify the legal employability of prospective employees and maintain records of such verifications. C~ 4.0 Procedures/Rules: 4.1 All persons hired after November 6, 1986 (effective date of Act), are required at the time of employment to provide documentation proving he ,or she is a citizen or national of the United States, an alien lawfully admitted for permanent residence, or an alien authorized to be employed in the United States. 4.2 Employees hired before November 6, 1986 are not required to prove citizenship or legal alien status. 4.3 All persons (including 50-1s) to whom job offers are extended on June 1, 1987 and thereafter must present the verification documentation to an appropriate staff member of the Personnel Department or designee within ten (10) working days after the job offer has been accepted. 4.3.1 If employment will not become effective within the ten (10) working day period, the hiree must present the proper documentation at a time agreed upon by the employing department and the 'hiree. However, in no case will employment become effective without the proper documentation. 4.3.2 A Job Acceptance Notice maybe sent to document the date on which a job offer was made and the date on which a job offer was accepted. 4.4 Hiring authorities should alert applicants promptly that proof of employment authorization will be required as a condition of employment.The employing department should inform applicants what documentation will be required if they are later selected for hire. The City's application has been revised to provide this notification, but departments should reinforce. _~ CITY OF FORT WORTH PERSONNEL REGULATIONS secrloN D SUBJECT Immigration AcL Documentation REVISION NO. NUMBER 3 EFFECTIVE DATE 6/4/87 PAGE 2 OF 3 DATE APPROVED BY CITY COUNCIL 6/4/87 APPROVED BY CITY MANAGER ` jL(,tti,iQ„ 4.5 The Act applies [o new employees of every rank, including officers, part-time and temporary, w rkers. 4.5.1 Applicants referred by the Texas Employment Commission will be certified by the Texas Employment Commission and a certifica- tion notice will be issued by the Texas Employment Commission to each eligible person referred. 4.6 Documentation required: 4.6.1 For each new hire, the City, at the time of processing, will attest on Form I-9, that it has physically examined the proper documents and has verified that the hires is not an unauthor- ized alien ineligible to work in the United States. The City is responsible for insuring that the hires completes his or her portion of Form I-9. 4.6.2 The employee hired must attest on the Form I-9 that he or she is a citizen or national of the United States, an alien law- fully admitted for permanent residence, or an alien authorized to be employed in the United States. 4.6.4 The forms will be retained in the employee personnel file in the Personnel Department. 4.6.3 The Personnel Department will attach to the attestation forma photocopies of the documentation relied upon. 4.7 Proof of identity and employment authorization may be shown by: 4.7.1 U.S. Passport; 4.7.2 Certificate of U. S. Citizenship or Certificate of Naturali- zation; 4.7.3 Unexpired foreign passport authorizing U.S. employment; or 4.7.4 Resident alien card or other alien registration card containing the applicant's identification, photograph, and authorization to work in the U.S.A. 4.8 If none of the above is available, hirees must present the following: 4.8.1 Original U.S. Social Security Number Card; :~ ~/ I 4.8.2 Certificate of birth in the U.S. bearing a seal or other certi- fication; or 4.8.3 Unexpired Immigration and Employment Authorization, Naturalization Service (INS) - CITY OF FORT WORTH PERSONNEL REGULATIONS SECTION D SUBJECT Immigration Ac[ Documentation REVISION NO. NUMBER 30 EFFECTIYEDATE 6/4/87 PAOE3 OF 3 DATE APPROVED BY CITY COUNCIL 6/4/87 APPROVED BY. CITY MANAGER AND one of the following identification cards: 4.8.4 Valid U.S. driver's license containing photograph; 4.8.5 U.S. Military Card; or 4.8.6 Other identification card specified by the INS. . 4.9 Enforcement: 4.9.1 The U.S. Justice Department has responsibility for enforcing the 'provisions of the Act. 4.9.2 The Personnel Department of the City will have the respocisibi- lity of enforcing the provisions of the Act on behalf of the City. 5.0 Appendix/Appendices 5.1 Form I-9 5.2 Job Acceptance Notice CITY OF FORT WORTH PERSONNEL REGULATIONS SECTION E SUBJECT probationary Period REYISiON NO. 1 (3.1 2 3 $) NUMBER 1 EFFECTIVE DATE 4/ 5/86 PAGE 1 Of 2 DATE APPAOYED BY CITY COUNCIL 4/ 1186 APPROVED BY CITY MANAGER 1.0 Purpose: This regulation defines [he City's policy regarding probationary requirements of all new and rehired employees in permanent full-time, temporary and part-time positions and outlines the probationary requirements for employees who have been promoted, demoted or transferred. 2.0 Depaztments Affected: All departments. 3.0 Policy: 3.1 All full-time permanent (non-Civil Service) employees shall serve an initial probationary period of six (6) moneh_s (1,040 regular hours wrked) from the date of employment, 3.2 All full-time permanent (non-Civil Service) employees who are transferred, promoted or demoted into another full-time, permanent position in the sale or a different department (provided there is a change in job function) shall serve a probationary period of six C6) months (1,040 regular hours wrked) from the date of transfer, promotion or demotion. 3.3 Permanent part-time employees shall serve a probationary period of six (6) months (520 regular hours wrked) and shall be evaluated at the end of the six-month period. 3.4 Police and Fire Officers shall serve a probationary period of one (1) year from the date of entry into the Training Academy. 3.5 All probationary employees must successfully complete their initial probationary period (6 months up to 9 months (4.4)) before they are eligible to use accrued leave time. 4.0 Procedures/Rules: 4.1 Probationary employees generally are not eligible for transfer, promotion, or any other persohnel transaction during the probationary period unless there is a transfer of total function also. Aowever, exceptions may be approved by the Personnel Director when such transactions are in the best interest of the city. 4.2 A probationary employee may be separated from the service at any time during the probationary period for just cause. 4.3 Notwithstanding any other pzovision of this regulation, an employee who is rejected during the probationary period due to inability [o perform the job to whic'.h he/she .had been promoted may be restored to the former position or a similai;j.position. Such restoration is not mandatory, but is optional at the discretion of the Department Aead within the limits of available authorized position. Such action shall include restoration of the employee's former salary,~~.merit increase eligibility date, and all other benefit to which the employe~_ would have ~ entitled had the promotion not occurresd. •- CITY OF FORT WORTH PERSONNEL REGULATIONS secnoN s SUBJECT Probationary Period .REVISION NO. 2 (4.4.1) NUMBER 1 EFFECTIVE DATE PAGE Z OF z DATE APPROVED BY COUNCIL APPROVED BY CITY MANAGER 4.4 At [he discretion of the Department Head, a probationary period may be extended for a period of time not to exceed three (3) months. The Personnel Department must be notified of all extensions. The letter of notification shall be accompanied by the employee's most recent performance evaluation. 4.4.1 Employees do not have the right to appeal performance evaluations ;received during their initial probationary period. 4.5 The department shall use the probationary period to encourage an employee's effective adjustment to the job and to'the service of the City as well as observe and evaluate the work of new City employees. Department Heads shall retain employees who meet acceptable standards of performance during the initial probationary period. 5.0 Appendix/Appendices: None. -J OF FORT WORTH (SUBJECT performance Evaluations PERSONNEL REGULATIONS ~secnoN c REVISION NO. ~ ~ ~ a ~ NUMBER ~ EFFECTIVE DATE PAGE ,OF I DATE APPROVED BY COUNCIL I APPROVED BY GTY MANAGER I • 1.0 Purpose: This regulation outlines the policies and procedures governing the evaluation employee job performance. 2.0 Departments Affected: All departments excluding Civil Service personnel in Police and Fire. 3.0 Policy: 3.1 Every City employee shall be evaluated after their initial six (6) month) probationary period and at 12 month intervals thereafter. 3.2 Employees who at the top of their salary range shall be evaluated ,at least) once annually, on the anniversary of the date they were hired. i 3.3 Employees who received an overall rating of either Unacceptable or Improvement Needed must be reevaluated two (2) to six (6) months following receipt of the sub-standard overall rating. Failure to receive an overall rating of Standard will result in disciplinary action up to and including termination. 4.b Procedures/Rules: 4.1 The City's Report of Employee Evaluation form shall be completed by th Supervisor whenever an employee's job performance is being evaluated. 4.1.1 Departmental employee evaluation forms and rating systems must approved by the Personnel Director prior to their implementation. 4.2 Employee evaluations should consider the employee's performance over the entire evaluation period (6 months or 12 months) and specific comments should address the manner in which the employee performs the duties and responsibilities of the position held. 4.3 All evaluations shall be reviewed and signed by the appropriate Department! Head or designee. 4.4 The department must retain its copy of the evaluation and ensure that employee receives his/her signed copy in a timely manner. • 4.5 The original copy of Merit Increase related evaluations must be attached to the PAR (Personnel Action Request form) which is submitted to the Personnel Department for processing. 4.6 Supervisors are encouraged to utilize Supplemental Report of Employee Evaluation forms in order to establish periodic performance ratings to supplement the annual evaluation; provide guidance and counseling; and, encourage and compliment good performance. CITY OF FORT WORTH SUBJECT Performance Evaluations .L REGULATIOPIS REVISION NO. EFFECTIVE DATE SECTION C (q,g) NUMBER 2 PAGE 2 OF 2 I I DATE APPROVED BY COUNCIL I APPROVED BY CITY MANAGER I 4.7 Employees may appeal evaluation ratings which they believe do not accurately reflect their job performance. The evaluation appeal procedure is outlined on the back of the employee's copy. The basic steps are: 1) Check box on evaluation form which indicates desire for further review by the Department Head• 2) Prepare a written appeal for the Department Head within 5 working days after receipt of signed evaluation. The appeal should include: a) , Date, rater and date of receipt of evaluation. b) Specify the ratings or comments which are considered to be incorrect. c) State what the "correct" ratings or comments should be. d) Present evidentiary information which substantiates each change requested. 3) Keep a copy of the appeal and submit-the original to the Department Head. 4) The Department Head or designee has LO working days to either sustain or change the evaluation and notify the employee. The Department Head or designee must prepare a written response and should meet with [he employee to discuss his/her appeal. 5) If the employee is not satisfied with the Department Head's response, a memorandum should be prepared and sent to the appropriate Assistant City Manager requesting a meeting to discuss the performance evaluation. A copy of the performance evaluation being disputed and the Department Head's response should be attached to the memorandum. a) The employee must submit this request and information within 5 working) days after receipt of the Department Head's written response. b) The Assistant City Manager will meet with the employee within 10 working) days after receiving the employee's request. f c) The Assistant City Manager will prepare and send a written response to the employee's appeal within 5 working days after meeting with the employee. This response completes 'the appeal process. • 4.8•, Employees who are in their initial probationary period do not have access tol the performance evaluation appeal process. 5.0 Appendix/Appendices: 5.1 Report of Employee Evaluation form. 5.2 Supplemental Report of Employee Evaluation form. CITY OF FORT WORTH SUBJECT Tuition Reimbursement EFFECTIVE DATE SECTION G NUMBER PAGE OF I DATE APPROVED BY COUNCIL I APPROVED BY CITY MANAGER I 1.0 Purpose• The purpose of the Tuition Reimbursement policy is to provide continued improve- ment of services provided by the City through the advancement of knowledge and skills attained through additional education or training, This regulation explains the conditions under which tuition reimbursement will be made to City employees, establishes uniform policies and procedures for approving courses, and outlines the procedures to be followed in applying for course approvals, 2.0 Departments Affected: All departments. 3.0 Policy: 3.1 It is the policy of the City of Fort Worth to improve City services by encouraging upward mobility and employee development and excellence of per- formance by sharing costs of approved courses and educational programs. A course is defined as a class of instruction which is taught at or by an accredited college, university, or5"trade,,achool' and meets on a regular basis over an extended period of time. ..~:> .- /s3~I'~~l" Courses offered by accredited trade schools are eligible for tuition reimbursement subject to the following: a. the completed Tuition Reimbursement Request form shall be submitted to the Training Division in the Personnel Department at least 30 calendar days prior to enrollment. b. the course of study shall be related to a City career field. ! c. the maximum reimbursement shall not exceed the equivalent amount reimbursed to employees attending Texas Christian University.: 3.1.2 Seminars .and conferences which meet for short durations (3 days, one week, etc.) are not eligible for tuition reimbursement. 3.1.3 Seminars and review courses which deal with professional certifica- tions are not eligible for tuition reimbursement. 3.2 A full-time permanent employee is bursement Program upon completion of regulai"hours worked) with the City. eligible to enroll in the Tuition Reim- six (6) months .continuous service (1,040 3.3 Tuition Reimbursement for part-time permanent employees will be prorated according to the percentage of time worked in reference to a full time employee. PERSONNEL REGULATIONS 3.4 If an employee resigns or is terminated for any reason prior to course com- pletion, there shall be no obligation on the part of the City to reimburse any part of the expense. CITY OF FORT WORTH PERSONNEL REGULATIONS SUBJECT Tuition Reimbursement REVISION NO. 1(3.6,4.3) EFFECTIVE DATE SECTION C NUMBER g PAGE 2 OF 4 i DATE APPROVED BY COUNCIL ~ APPROVED BY CITY MANAGER I In [he event an employee terminates after successful completion of coursework, but before a scheduled Tuition Reimbursement payment date, early request of payment may be made by the employee. 3.5 All courses under this program shall be taken on the employee's own time. 3.6 An employee shall receive reimbursement for only one degree at each level - undergraduate, graduate and advanced graduate (Ph.D., LLB, etc.). 4.0 Procedures/Rules: 4.1 Tuition Review Committee 4.1.1 The Tuition Review Committee appointed by the City Manager on Octo- ber 1 of each year shall be composed of the Personnel Director or a designee who shall act as Chairperson, a representative of the City Manager's office and three other members. 4.1.2 The Committee shall meet to review the Tuition Reimbursement Program and the consistency with which the program's established policies and procedures are administered. 4.1.3 The Tuition Review Committee shall hear appeals regarding fait matters submitted by employees and shall render final decisions those appeals in accordance with the .provisions of this regulation. 4.2 The City will participate in the cost of those courses which are (1) related directly to the duties of the position currently held by the employee; (2) required by a degree plan which is related to a City career field; or (3) required by a trade school-course of study which is related to a City career field. 4.3 The costs of only those courses and educational programs which prior to regi- stration have been reviewed by the employee's supervisor and department head and approved by the Personnel Department shall be eligible for reimbursement. Courses will be accepted provided they meet the criteria stated in 4.2 above. The deadline for submitting reimbursement requests shall be determined by the Tuition Reimbursement Program Administrator. 4.3.1 Employees enrolled in job-related courses must submit the fol items: • a. A detailed description of current job duties b. Transcripts of all college work c. A copy of the course description(s) d. A receipt outlining tuition costs 4.3.2 Employees enrolled in a degree program must submit the following items: a. A degree plan b. A statement of career goals c. A receipt outlining tuition costs CITY OF FORT WORTH PERSONNEL REGULATIONS SECTION SUBJECT Tuition Reimbursement REVI SION NO. 1(4.3.3) NUMBER 3 EFFECTIVE DATE PAGE 3 OF 4 DATE APPROVED BY CITY COUNCIL APPROVED BY CITY MANAGER 4.3.3 Employees seeking reimbursement for technical training must submit the following items to the Tuition Reimbursement office 30 calendar days prior to registration: a. A description of the program b. Cost of the program c. A letter stating long term career goals d. 'A receipt outlining tuition costs The institution must be accredited by an appropriate accrediting agency. 4.4 Tuition reimbursement for courses taken at an accredited university or col- llege will be limited to two courses (maximum of eight semester hours each semester) for the Spring and Fall semesters and one course (maximum of four semester hours) for each Summer semester. Maximum reimbursement for college credit courses will be limited to a total of twenty-four hours per year. 4.5 Non-credit continuing education courses containing the same or similar' information as received in previous courses (repeat courses) as well as credit obtained under the College Level Examination Program (CLEP) are not eligible for tuition reimbursement. • 4.6 Tuition reimbursement will be paid only once for each approved course. The City will not pay tuition reimbursement for courses for which tuition reimbursement has already been received by the employee. 4.7 In order for an employee to be eligible to receive reimbursement, he or she must receive a grade of C or higher (when C is considered passing and earning credit) in any approved college credit course. For those courses or training programs for which grades are not assigned, a certificate of completion will, serve as proof of course completion. Only official grade slips and trans-' cripts will be accepted as proof of course completion for college earned credit courses. Copies of grade slips and transcripts are not acceptable. Certificates, grade slips and transcripts will become a part of official City records and will not be returned to the employee. 4.8 The Personnel Director may on behalf of the Committee approve and authorize reimbursement if the conditions in 4.2 through 4.8 have been met. 4.4 Upon completion of the course, it shall be the responsibility of the employee to furnish official grade slips, transcripts and certificates as proof of course completion. No payment will be made until the employee has furnished satisfactory evidence of having completed the course. 4.10 The City will pay the costs of tuition according to the following schedules: 4.10.1 Courses required by an approved degree plan and courses directly related to an employee's job duties will be reimbursed according to the provisions presented below. CITY OF FORT WORTH PERSONNEL REGULATIONS SECTION c SUBJECT Tuition Reimbursement REVISION NO. NUMBER EFFECTIVE DATE PAGE OF DATE APPROVED BY COUNCIL APPROVED BY CITY MANAGER a. Employees who attend State and/or County supported colleges or universities shall be reimbursed at the rate of 100x of tuition costs and mandatory fees, b. Employees who attend accredited private colleges or universities shall be reimbursed at the rate of 75% of employee's eligible costs. The maximum reimbursement amount shall be no grater than for the equivalent number of credit hours allowed ~ an employee attending Texas Christian University or 75% of tuition costs)whichever is less. 4.10.2 Employees who enroll in Continuing Education courses will be reimbursed at rates commensurate with the costs of comparable credit courses offered at the institution where the continuing education course is being taken. 4.10.3 Mandatory fees shall be considered as part of the tuition rate charges. 4.12 Books, supplies, lab fees or other expenses in connection with courses to be taken are not eligible for reimbursement. 4.13 The City will not pay the cost of tuition which has been or shall be paid from other sources such as scholarships, grants, Veterans benefits or other subsidies. In the event of partial scholarship or grant, reimbursement will be based on the actual expense to the employee but shall not exceed the amount established in maximum reimbursement schedule. 4.14 Tuition Reimbursement will not be granted for auditing courses. 4.15 Tuition Reimbursement will be paid from a non-departmental fund three times a year in the months of January, June, and September. 5.0 Appendix/Appendices: v 5.1 Tuition Reimbursement Request Form. FORT WORTH SUBJECT Group Health Plan :L REGULATIONS SECTION I REVISION NO. 1(4.4,4.5) NUMBER 5 EFFECTIVE DATE 10/4/86 PAGE lOF 2 I DATE APPROVED BY COUNCIL 10/4/88 APPROVED BY CITY MANAGER ~j'~, ~Ji(~, 1.0 Purpose: This regulation explains the availability of group insurance and health coverage for permanent employees and their families. 2.0 Departments Affected: All Departments. 3.0 Policy: 3.1 The City provides basic life insurance and hospital and medical insurance to its permanent employees. Each employee upon entering the service of the City is offered the opportunity to enroll in the City Group Plan or an alternate Health Maintenance Organization. 3.2 The City provides the opportunity for eligible dependents to participate in the group hospital and medical plan. 4.0 Procedures/Rules: 4.1 All permanent employees are eligible for insurance coverage by making written application on forms provided for that purpose at the time of employment. , .. 4.2 It ie the responsibility of each employee to complete and submit such forms as may be necessary to transact business as provided in the contractual agreement with the insurance carrier. 4.3 Payment of the cost of the dependent insurance is by payroll deduction. 4.4 Employees who retire from City service and who were employed prior to October s, 1988, are eligible for continued insurance coverage as specified in the contract with the carrier. 4.5 Employees who retire from City service and who were employed on or after October s, 1988, are eligible for continued insurance coverage; the coat borne by the City will be graduated based upon the employees' years of service as follows: Yearn of City Service Will Pay o - s oz 6 - is 33X 16 - 2s 675 2s~ lODX I Employees who retire with less the opportunity to purchase, at through th City plan. Retiree Will Pay loot 67Z 33X oz than 6 years of service will be given no expense to the City, insurance SUBJECT Group Health Plan DATE APPROVED BY COUNCIL APPROVED BY CITY MANAGER SECTION I NUM9ER 5 PAGE ZOF ~ NOTE: Because of rising costs in the health care industry, the changing status of health care insurance providers, and the inability of the City of Fort Worth to forecast health care costs and City revenues to cover those costs, these benefits to retirees may change., 4.6 Employees who become totally disabled due to an on-the-job injury or illness may be eligible for continued insurance coverage. "'4.7 Continuation of group health and hospital plan coverage, and life insurance coverage offered by the City (Basic $10,000 policy and Universal High Option) for active permanent employees (full time and part-time) who are in a without pay status, regardless of the reason (leaves of absence, disciplinary, exhaustion of accrued leave, etc.), is contingent upon the employee's payment of applicable premiums. 4.7..1 Employees who are consecutive calendar unless they pay for their dependents. in a without pay status for 30 or more days will forfeit their insurance coverage all insurance premiums for themselves and k.7.2 Departments must monitor the attendance records of those employees who are likely to be off work in a without pay status for 30 or more consecutive calendar days. In such instances, after 15 consecutive without pay work days, the department must contact the Insurance Division of the Risk Management Department. The Risk Management Department will then notify the employee that arrangements must be made to pay for all applicable insurance premiums to avoid forfeiting their coverage. 5.0 Appendix/Appendices: None. PERSONNEL REGULATIONS REVISION NO. 1(4.7 ) EFFECTIVE DATE • CITY OF FORT WORTH SUBJECT RETIREMENT PLAN NEL REGULATIONS I RE1'IStON NO. ~ r r, _ ~ ~ EFFECTNE DATE SECTION 1 NUMBER . PAGE ]OF 4 I DATE APPROVED BY COUNgI I APPROVED BY CITY MANAGER I 1.0 Purpose: This regulation explains the City's Retirement Plan and the conditions of participation. In case of conflict between [his regulation and the Retirement Ordinance, the Retirement Ordinance shall control. 2.0 Departments Affected: All departments. 3.0 Policy: 3.1 All eligible employees are required to enroll in the Retirement Fund as a condition of their employment. Part-time employees serving less than 20 hours per week, extra help, and other employees exempted by the City's Retirement Ordinance are not eligible to enroll in the Retirement Fund. 3.2 S years of membership in the fund is required before an employee can become a vested member of the Retirement Fund. 4.0 Procedures/Rules: 4.1 Contributions: Each member of the Retirement Fund shall contribute seven and two-thirds percent (7-2/3°') of his/her salary by payroll deduction to [he Retirement Fund. The City shall contribute an amount equal to eleven and one-half percent (11-1/2%) of the employee's salary to the fund. 4.2 Retirement date: An employee first becomes eligible to receive retirement benefits under the following circumstances: a. Member's years of age plus number of years of credited service equals 80, or b. Member reaches age 65 (age 60 if female and latest employment date is prior to October 1, 1971). c-. A vested member, who resigns or is terminated prior to his/her retirement date and whose years of age and years of credited service total 65 when added together, shall be entitled to receive a vested right of 100% of the amount of pension earned to date of resignation or termination, payable in full upon what would have been his/her retirement date if he/she had remained employed by the City. .~ 4.3 Vested Pension and Separation from Employment: Members who separate from City employment after 5 years of service may elect to leave their contributions in the Retirement Fund and receive a pension at age 65, at age 60 if female whose latest employment date was prior to October 1, 1971, or at age 55 in reduced amount, said reduction to be 5/12 of L% for each month by which commencement of the pension antedates age 65 or age 60 if female whose latest employment date was ~ prior to October i, 1971. i _~ ,~. ., SUBJECT RETIREMENT PLAN DATE APPROVED BY COUNgL 4.4 Withdrawal of Benefits PERSONNEL REGULATIONS REVISION NO. EFFECTNE DATE APPROVED BY CITY MANAGER SECTION I NUMBER ~ PAGE 20F 4 4.4.1 If an employee leaves City employment, whether by resignation or dismissal before S years of service are completed, he/she will receive a refund of his/her contributions to the Fund, plus compound interest of five and one-fourth percent (5 1/4%) less $25.00. When an individual's job has been abolished, the $25.00 deduction does not apply. 4.4.2 If a person's employment ends after 5 years of service, that employee may either withdraw, at time of termination or at any time thereafter prior to commencement of retirement income, his/her contributions plus five and one-fourth percent (5 1/4%) compound interest thereon or elect to receive a pension payment as provided in 4.3. . 4.5 Retirement Benefits: On the date of retirement, each member of the Fund shall receive a monthly pension based on that person's highest S calendar years' earnings, as earnings are defined in the Retirement Ordinance, and his/her total credited service up to his/her actual retirement. 4.5.1 The amount of the annual pension shall be determined as follows: 2.0 ~ of the average of the highest five calendar years' earnings, as defined in the Retirement Ordinance times the years and months of credited service to date of actual retirement, or .02 X average of the highest five X the years and months calendar years' earnings of credited service 4.5.2 Earnings shall mean the base hourly rate of pay actually paid to an employee by the City for services rendered to the City during a calendar year plus overtime, acting, assignment, holi- day, longevity, educational incentive, safety award, incentive and shift differential pay, as reported on the employee's W-2 form. Regardless of the fact that the following payments may be shown upon an employee's W-2 form, earrings shall not in- clude: 1) any nonsalary allowance (such as uniform reimburse- ment, automobile usage and mileage, etc.); and 2) lump-sum pay- ments received at time of termination for unused vacation leave, sick leave and personal leave. However, an employee participating in a City-sponsored deferred compensation plan shall have the amount of any deferred compensation credited to that employee during the calendar year added to earnings reported on the employee's W-2 form to arrive at total earnings for Retirement Fund matters. 4.6 Total and Permanent Disability Pensions: ~i 4.6.1 A member is totally and permanently disabled by bodily injury, disc or mental illness when he/she is completely incapaci- ~. _ CITY OF FORT WORTH PERSONNEL REGULATIONS SECTION I SUBJECT RETIREMENT PLAN REYISIONNO. 2(4.6~~6. UMBER 6 EFFECTNE DATE I PAGE 3 pP 4 ~ DATE APPROVED BY COUNCIL I APPROVED BY CITY MANAGER - ~ tared for life from performing the usual and customary duties and tasks of the particular trade, profession or occupation for which he/she has been employed by the City; provided, however, that no physical condition existing at the time of entry into the Fund shall be a basis for disability retirement prior to vesting. The Retirement Ordinance's definition of disability controls all disability questions. 4.6.2 A member of the Retirement Fund certified totally and perman- ently disabled for more than 90 consecutive calendar days by a licensed physician appointed by the Retirement Board shall be eligible for a total and permanent disability pension subject to Retirement Board approval. No provision is made for partial disability. 4.6.3 If a member is totally and permanently disabled due to injury in the line of duty, his/her pension will be computed as if he/she had been able to work to his/her earliest normal retire- ment date multiplied by 2Y of the average of the highest 5 calendar years' earnings and will be a[ least $250 per month. 4.6.4 If a member who is vested becomes totally and permanently disabled by causes not resulting from work, his/her annual life pension will be 2Y of his/her compensation base multiplied by the total credited service to date. 4.6.5 No disability benefit coverage will be provided during a ser- vice break in excess of 3 consecutive months unless the service break was caused by sickness or accident leading to total dis- ability. 4.7 Death Benefits: If a member of the Fund dies, a pension based upon that employee's pension credits to the date of his/her death will be paid according to the following provisions: 4.7.1 While in Line of Duty: If a member is killed in the line of duty, the surviving spouse will receive 75 Y of the pension that the member would have earned at the earliest retirement date (but not less than $250 per month) and each dependent child will receive $65.00 per month. The maximum combined monthly pension for the spouse and dependent children eligible to receive benefits will be the larger of $375.00 or the employee's accrued pension projected to date of earliest retirement. 4.7.2 SJhile Not in Line of Duty: If a member who has 5 years or more of service dies before retirement while nct in the line of duty, the surviving spouse CITY OF FORT WORTH PERSONNEL REGULATIONS SUBJECT RETIREMENT PLAN REVISION NO. 2(4.7.4,4.9 EFFECTIVE DATE SECTION I NUMBER6 PAGE" OF DATE APPROVED BY COUNCIL APPROVED BY CITY MANAGER shall receive 75~ o the mem er s accrued pension, ut not less than $150. Each dependent child of such member shall be entitled to receive $65 per month. The combined maximum monthly pension payable.to:the.surviving spouse.and.dependent children eligible to receive benefits shall be the larger of $150 or the member's accrued pension. 4.7.3 After Retirement: Upon the death of a retired member, the surviving spouse shall be entitled to receive 75 16 of the pension previously paid to the member, provided that the member and surviving spouse were married for at least 1 year prior to the member's retirement. Each dependent child of such deceased retired member 'shall be entitled to receive a monthly pension of $65. The combined maximum monthly pension payable to a surviving spouse and dependent children shall be an amount not to exceed the pension being paid to the member at his death. 4.7.4 General Provisions: Payments to a child of a deceased Retirement Fund member or retired member shall cease upon the earliest of such child's death, marriage, or attainment of age 18. Payments to a surviving spouse shall cease upon the earliest of such spouse's death or marriage. Where there is no surviving spouse, all dependent children shall receive the surviving spouse's pension, that is, 75% of the member's accrued pension. Where there is no surviving spouse or dependent children, dependent parents shall be entitled to receive 75ti of the member's -; pension. Where a member leaves no surviving spouse, dependent children or dependent parents, any excess of the member's total contributions, plus regular interest at date of death Less any amount previously paid because of disability shall be paid to his/her estate. All questions concerning dependency shall be decided by the Retirement Board which shall make a final ruling thereon. 4.8 Administration of the Retirement Fund: The Fund is administered by a Board known as the Board of Trustees of the Employees' Retirement Fund, The Board consists of nine members, four of whom are appointed by the City Council and five are elected by members of the Fund, I 4.9 Governing Ordinance: The Retirement Fund is governed by City Ordinance. Any questions pertaining to this Fund should be referred to the Retirement Fund Administrator. In the event of a conflict between the regulation and the Retirement Ordinance, the Retirement Ordinance shall control. S.0 Appendix/Appendices: None. 15 8/83 7 =..s CITY OF FORT WORTH PERSONNEL REGULATIONS SUBJECT Employee Assistance Program REVISION NO. EFFECTIVE DATE SECTION I NUMBER 14 PAGE 1 OF 2 I DATE APPROVED BY COUNCIL ~ APPROVED BY CITY MANAGER I 1.0 Purpose: This policy defines the City`s Employee Assistance Program (EAP). 2.0 Departments Affected: All Departments. 3.0 Policy: 3.1 It is the goal of the City of For[ Worth to assist employees and/or their dependents in seeking resources to deal constructively with personal or behavioral problems that may adversely affect job performance. Such assistance applies whether the problem is one of physical illness, mental/emotional distress, marital/family discord, alcoholism, drug abuse, legal/financial difficulties or other concerns. 3.2 Supervisory personnel may utilize the EAP to encourage employees to seek solutions to their personal problems. Since variations in job performance, such as absenteeism or tardiness, are more apparent than the causes, the supervisor's role is to identify job performance deterioration only. The supervisor's role is not to diagnose the personal problems of employees. 3.3 Identity of all EAP participants and interview data that may be gathered shall be held in strict confidentiality by the EAP staff. EAP files and any information contained therein shall not be given to any other person without the written authorization of the EAP participant (employee and/or dependent). 3.4 Employees requiring in-patient or out-patient treatment within the community are responsible for arranging for payment for all costa associated with those services not covered by insurance. 4.0 Procedures/Rules: 4.1 The EAP is available to full-time employees, part-time employees, immediate family members, and dependents (as defined in Personnel Regulations I-1, 3.8.3) where said employee has passed his/her initial probationary period. 4.2 Any employee, family member/dependent, or supervisor may independently telephone or visit the EAP office without referral from any other source. 4.3 Employees may be informally and/or formally referred to the EAP by supervisors. 4.3.1 In situations where an employee's documented job performance behavior indicates that corrective action is necessary, the supervisor may formally refer the employee to the EAP Coordinator. In such cases, the supervisor may check with the EAP Coordinator ~r~ CITY OF FORT WORTF9 PI SUBJECT Employee Assistance Program REVISION NO. SECTION I NUMBER 14 EFFECTIVE DATE PAGE2 OF 2 1 DATE APPROVED BY COUNCIL I APPROVED BY CITY MANAGER I only in regard to [he employee's actual conference with the EAP coordinator or attendance in a treatment program. 4.3.2 Employees participating in EAP services shall continue to be responsible for fulfilling all employment and work standards. In situations where job performance continues to decline, or fails to improve, normal disciplinary procedures shall apply. 4.4 The EAP office will be open during regular City of Fort Worth business hours. During non-business hours, messages may be left on Voice Mail. The EAP Coordinator shall attempt to schedule non-City business hour appointments as may be necessary. Employees who are referred to outside agencies for in-patient or out-patient care may request personal leave, major medical leave, or leave without pay, if appropriate, to attend counseling sessions. 4.4.1 Utilizing the EAP services or outside counseling ,during regularly scheduled work hours shall be a matter solely between the employee and his/her supervisor. Supervisory approval shall be based upon work demands and provisions of the Personnel Rules and Regulations, and/or Civil Service Regulations, when applicable. 4.5 EAP participation shall be treated in strict confidence in compliance with all legal, moral, and ethical standards. 4.5.1 Supervisors who informally/formally refer an employee to the EAP shall maintain strict confidentiality. No information shall be disclosed to .any other party except as required by City or Departmental policies. Violations of confidentiality, except as required by City or departmental policies, may subject the supervisor to disciplinary action. 4.5.2 Supervisors shall not be privy to information in regard to content of an EAP interview unless the employee agrees to voluntarily release specified information. 4.5.3 Employees who must be off work in order to receive treatment recommended through the EAP must inform their supervisor and arrange for leave time or establish a work schedule which best serves the interest of both the employee and-his/her department. 4.6 Participation in the EAP shall not be used as a basis for denial of promotional opportunities or for termination of employment. 4:6..1 Official personnel records. shall not include information concerning an employee's personal or behavioral problem requiring EAP services except as they may apply to specific charges leading to disciplinary actions. Such information shall be based upon observations made in [he work place and not upon any EAP privileged information. 5.0 Appendix/Appendices: None.