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HomeMy WebLinkAboutResolution 1397l~ Resolution ~~ ~7 ~~o~~~ ~~ 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"; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FORT WORTH: 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.,, ~Q Adopted this ~ day of ~ Q/(/LY/iJ 1989. APPROVED BY CITY CO!}IdCl~ ~a~ 16 ~e~; - - - ~.~; se~er~ ~: CITY OF FORT ~IlORTB am ~ F~+;=~A>~ ~~~ ~,, ,.~ CITY OF FORT WORTH -- SUBJECT 'Disciplinary Action .DATE APPROVED BY COUNCIL 1.0 Purpose: ERSONNEL REGULATIONS REVISION NO. 1 2 EFFECTNE DATE APPROVED BY CITY MANAGER SECTION H NUMBER 1 PAGE lOF 5 This regulation outlines the City's provisions for the uniform and equitable administration of disciplinary action, The basis for disciplinary action and the manner in which such action should be taken 'are set forth and explained, 2.0 Departments Affected: All departments excluding Civil Service personnel in Police and Fire and. [hose employees who are exempt from the Merit System Ordinance, Chapter 2, , Article V, Section 2-178 of the City Code'of the City of Fort Worth (1986), as amended, 3,0 Policy: 3.1 In the interest of goad discipline, efficiency and for just cause, a Department Head, Division Head or designee may issue a verbal' reprimand or written reprimand. A Department Head, Assistant Department Head or Division Head may demote an employee, suspend an employee without pay up to 30 calendar days, reduce an employee's rate of pay or terminate an employee. 3.2 In all cases of disciplinary action; the department should substantiate the action in writing, so that proper documentation is placed in the individual's departmental personnel folder and/or filed in his/her Personnel Department file. 3,3 Terminations, suspensions exceeding ten (10) consecutive working days ; and demotions moat be administered in accordance with the process outlined in Appendix 5.3 of this regulation, 4,0 Procedures/Rules: 4.1 Disciplinary action ie to be administered in an equitable and consistent manner, Disciplinary action will usually address problems that affect two general categories: 1) Performance of duties; and 2) Personal conduct, • 4.2 Performance of Duties: The following are examples relating to performance o duties for which disciplinary action might be taken, This list is not intended to be all inclusive, Examples are: a. Failure to perform at established standards for the position, b, Inefficiency or incompetency in the performance of duties, c, Neglect or carelesanesa in the performance of duties. d, Careless, negligent, or improper use of pity property or equipment, e. Failure to observe departmental and City safety rules and procedures. f, Discourteous treatment of the public or other employees, CITY OF FORT WORTH PERSONNEL REGULATIONS sECnoN a SUBJECT Disciplinary Action REVISION NO. NUMBER 1 EFFECTNE DATE PAGE ZOF 1 DATE APPROVED BY COUNgL I APPROVED BY CITY MANAGER 1 g. Absence without approved leave. h. Improper use of leave privileges. i. Habitual pattern of failure to report for duty at the assigned time and place. j. Violation of written departmental regulations regarding performance of duties, k. Failure to obtain or maintain a current license or certificate required as a condition for performing the job. 4,3 Personal Conduct: The following are examples relating to personal conduct or which disciplinary action might be taken. This list is not intended to be all inclusive. Examples are: a. Committing or conviction of a felony or a crime involving moral turpitude. b. Misuse or misappropriation of City funds and/or property, ,• c. Falsifying or omitting information to secure a position, promotion, or pay increase. d. Participation in any action that seriously disrupts or disturbs the normal operation of the division, department, or any other segment of municipal government, e. Discourteous treatment or harassment of City officials, employees, or the public. f. Willful damage or destruction of City property, g. Willful acts that would endanger the lives and property of others, h. Possession of unauthorized firearms or lethal weapons on the job, i. Brutality in the performance of duties, j. Refusal to accept a reasonable and proper assignment from an authorized supervisor, k. Reporting to work under the influence of alcohol, illegal use of drugs and/or possession of or use of alcohol and/or illegal drugs oa the job. 1. Giving or accepting gifts, money or favors in exchange for "favors" or "influence". m. Dissemination of information that is defined by statute to be confidential. n. Taking part in political campaigns which violate the City's policy regarding the political activities of City employees, o. Violation of written City or departmental regulations regarding personal conduct. p. Theft. q. Rough play on the job which could cause an injury or damage to City or public property. r. Misuse or misrepresentation of one's position or authority, s. Insubordination 4,4 Disciplinary Sequence: The progressive steps of discipline outlined below should be applied when deemed appropriate and reasonable, OF Disciplinary Action DATE.APPROVED BY COUNCIL REVISION NO. 1 (4,4) (NUMBER EFFECTIVE DATE PAGE APPROVED BY CITY MANAGER 4.4,1 Oral Warping(s): The supervisor will talk privately with the employee and discuss the following: 1. What ie expected of the employee and why, 2, How the employee has not met the personal conduct or performance requirements of the job and why his/her personal conduct or performance has been unsatisfactory, 3. The employee's reasons for hie/her personal conduct and/or poor performance, 4. Specific actions the employee needs to take to improve conduct or performance to a satisfactory level, 5. The consequences [o expect if the behavior or poor performance continues, The supervisor should record and maintain on file the date of the interview and a brief summary of the items discussed, ,• 4,4.2 Written Warning(s): The supervisor will prepare a written summary o [he problem as outlined below (Note: Either the City's Inter-Office Correa ondence or Employee Contact Slip may be used as a written warning The supervisor will present the written warning to the employee and discuss its contents, which should include the following: 1, Dates and points covered in previous warning(s), 2. A description of specific problem(s), 3. Specific actions the employee needs to take to improve personal conduct or performance to a satisfactory level, 4, The time frame allowed for improvement, 5, A warning that continuation of the problem(s) will result in more severe disciplinary action up to and including termination, Upon completion of the counseling session, the supervisor should sign the warning, obtain the signatures of the employee and the Department Head or designee and distribute copies to the employee, the departmental file and the employee's Personnel Department file, In the event that an employee refuses to sign a written warning, the supervisor should have another supervisor witness the fact that the employee vas .issued a written warning and refused to sign the warning, 4.4.3 Suspenaione without pay for ten (10) or leas consecutive working days: Suspenaione of this nature shall be adminiate'- red in accordance with the provisions under the preceding Section [4.4,2], [act slips and disciplinarq memoranda will be removed from an 's active Personnel file _24 months after their issuance. H SUBJECT Disciplinary Action REVISIONNO. 1 (4.5) NUMBER EFFECTIVE DATE PAGE , OF DATE APPROVED BY COUNCIL APPROVED BY qTY MANAGER 4.4.4 Disciplinary Probationary period: The supervisor will prepare a written memo outlining the provisions of the probationary period, The probationary Period memo should include the following items in the order listed: 1. A brief outline of the employee's behaviors (misconduct) which have resulted in the need to place him/her on probation. 2. Identify the behaviors that are unacceptable. 3. Identify the behavioral changes [hat must take place. 4. Explain the consequences of failure to improve and to perform in an acceptable manner. S. Specify the amount of time within which the employee must improve. 6. Establish regular, periodic times during the probationary period during which you will meet with the employee and discuss his/her progress in improving, prepare and file notes of the meetings. 7. Meet with the employee at the end of the probationary period to evaluate and discuss his/her progress and what action, if any, will be taken. Prepare and file notes of the meeting. 4.4.5 Reduction-In-pay (optional): The Department, Assistant Department or Division Read may elect to reduce an employee's rate of pay by SX to lOX for thirty (30) calendar days. This disciplinary action is optional within the disciplinary sequence and provides the ability to discipline an employee for committing significant violations without undergoing a reduction in staff by suspending the employee. An employee may also be disciplined by reducing his/her rate of pay indefinitely. 4.4.6 Terminations suspensions exceeding ten (10) consecutive working days and demotions: Disciplinary actions in [his category must e a ministered in accordance with the process outlined is Appendix 5.3 of this regulation. 4.5 Suspension of Disciplinary Sequence: The Disciplinary sequence presented in Section 4.4 above may be modified or suspended altogether when an employee's behavior warrants immediate and more severe action than that suggested in the sequence. Supervisors are encouraged to discuss such cases with the Personnel Department before taking such action. Supervisors placing employees on prob,a[ion due to an overall performance evaluation rating which is below Standard/Competent shall comply with to Personnel Regulation G-2, "Performance Evaluations"; in such cases, the disciplinary sequence may be suspended. CITY OF FORT WORTH PERSONNEL REGULATIONS SECTION SUBJECT Disciplinary Action REVISION NOi 4.5.1, NUMBER EFFECTIVE DATE PAGE 5 OF DATE APPROVED BY COUNCIL APPROVED BY CITY MANAGER 4.5.1 If higher levels of authority are not available for consultation and the severity of the situation is such that sound judgment dictates that the employee remove himself/herself from the premises immediately, an immediate suspension is in order. 4.5.2 An employee who fails to report back to work when requested or at the expiration of the suspension will be considered to have automatically terminated his/her employment (Personnel Regulation C-18, Leaves of Absence Without Pay, 4.8). 4.6 Transfers: After discussions with [he employee, a determination may be made that the employee is not suited to his/her current position and/or work environment. In cases where it is apparent that both the City and the employee will benefit and where the Personnel Director or designee approves, efforts will be made to assist the employee in obtaining a transfer. Under these circumstances, the following ,• procedures are suggested; a. Enlist the aid of the Personnel Department in facilitating the transfer; b. Allow the employee reasonable opportunities to meet with hiring authorities within the City who can assist with the transfer; c. The consideration of a transfer should be a sincere desire to transfer without prejudice and malice toward the employee. It should not be used to provide a method of "compromise" or a method by which the "problem" is passed on to another supervisor. H 4.7 All eligible employees (excluding temporary and initial probationary employees) may appeal disciplinary actions through the City's Appeal or Grievance Procedure (regulations H-4 and H-3 respectively). 4.8 Specific provisions within this regulation that may prove to be impractical within the operations of a department mey be deleted and/or substituted with the written prior approval of the Personnel Director. • S.D Appendix/Appendices: 5.1 Employee Contact Slip 5.2 Notice of Disciplinary Aciion_ 5.3 Pre-Termination Demotion Sus working days Meeting Procedures APPENDIX 5.3 ION, SUSPENSION [10 OR MORE WORR PREPARATION FOR A PRE-(TERMINATION, DEMOTION OR SUSPENSION) MEETING r 1. CALL YOUR PERSONNEL REPRESENTATIVE (GENERALIST) and arrange a meeting to = thoroughly discuss the problem. 2. Gather all documentation which is the "evidence" that shows severe disciplinary action is warranted. This documentation may include: ° Previous disciplinary actions (oral and written), ° Time and Attendance Records, ° Performance evaluations, ° Safety Review Board Reports, ° Workers' Compensation correspondence and Duty Status Forms, ° Departmental/Division policies, procedures manuals or memoranda. ° Statements from co-workers, supervisors, or citizens, 3. Identify the written policies, regulations or procedures that have been violated by the employee. This information will be the basis for any disciplinary action [hat may be taken. 4. Meet with your Personnel Representative and "present your case". After ; discussing the case, specific recommendations for action should be agreed • upon. 5. Prepare a brief IOC (memorandum) addressed to the employee from the , appropriate supervisor (typically a Division Head, in some cases an Assistant Director or the Director) and title the IOC "Pre-(Termination, , Demotion, or Suspension) Meeting". The IOC should follow this general outline: Para. ~1 Recent events (background) which led up to and necessitated the need to consider the disciplinary action. , Para. ~2 Quote the policy, regulation or procedure the employee violated. ' This violation is the basis for the disciplinary action under , consideration. Para. ~3 Briefly describe the employee's actions which violated the . policy, etc. which you have quoted above. Para. #4 Identify the specific disciplinary action being considered and invite the employee to respond to the content of the memorandum. • 6. In those instances where termination is being considered, determine whether the employee's continued presence on the job is disruptive to the work place and poses some threat to the safety of co-workers or property, If not, take no immediate action, If, however, the employee's presence is a problem, suspend the employee without pay for 3 to 5 working days. Tell the employee the reason for the suspension is to give management time to carefully investigate the situation and upon his/her return (after the suspension) a meeting will be held to discuss-the information gathered, 7. If the employee fails to return at the end of a suspension, prepare a; Notice of Disciplinary Action form and a cover letter ae described above. - The cover letter should note that because the employee failed to return to' vork as directed, he/she forfeited the opportunity to discuss their employment status at the scheduled meeting, Therefore, a decision was made . based upon the information that had been gathered, , 8, In those instances where an employee has failed to report to work and management has no knowledge of his/her whereabouts, an automatic' termination for being absent without leave may be appropriate. If so,' prepare a decision letter package and mail it via certified mail to the' employee's last known address, THE PRE-(TERMINATION DEMOTION OR SuSPENSIpN) MEETING 1, Convene a meeting which will include the employee, the immediate supervisor- involved in the event(s) which necessitated the meeting, and one other supervisor, preferably a manager, e. g., Division Head, Assistant Director or the Director, , 2. Explain the purpose of the meeting - present the employee with they information (IOC described in No. 5 above) that has been gathered and give . him/her an opportunity to respond (rebut) to that information, 3. If the employee argues his/her case - listen, Take brief notes on what he/she says, Avoid arguing with the employee - try to listen and keep • focused upon the information you have gathered, 4. When the employee completes his/her rebuttal, explain that a final decision will be made and a certified letter containing your decision will be mailed within 3 working days, The employee is immediately suspended without pay ; until receipt of the decision letter, 5.. If the employee's rebuttal contained some valid points or raised questions regarding the accuracy of the- information that had been gathered, investigate as needed, Report the results of your investigation to the employee in the decision letter which must be mailed within 3 working days after the meeting, THE DECISION LETTER PACKAGE 1, Upon completion of your investigation if disciplinary action is still ' warranted, complete a Notice of Disciplinary Action form (Appendix 5.2), , The Action Taken section on page 2 may simply refer to an attached copy of the memorandum which was prepared for the meeting, Also prepare a brief ' cover letter on department letterhead, This letter should reference the ' pre-termination meeting, summarize the employee's rebuttal to the charges and state the decision that has been made, • 2. The Decision Letter package must be sent via certified mail within 3 working days after the meeting, 3, If the disciplinary action under consideration is modified or no[ executed based upon the findings of the investigations, [he letter should explain what decision has been made and direct the employee to return to work on a specific date and report to a specific person, Upon his/her return to work, the employee should be given a complete written explanation of the decision and the terms and conditions under which he/she is returning to work, CITY OF FORT WORTH PERSONNEL REGUWTIONS sECnoN E SUBJECT Secondary Employment REVISION NO. 1 4 7 NUMBER 2 EFFECTNE DATE PAGE 2 OF 2 DATE APPROVED BY COUNCIL APPROVED BY qTY MANAGER 4.3 If the employee accepts the secondary employment after the supervisor has advised otherwise, the employee will be subject to disciplinary action, up to and including dismissal. 4,4 The employee shall have Department Bead approval before beginning any ; secondary employment. If approved, there shall be periodic review to insure there is no conflict of interest, 4.5 Approval of secondary employment may be withdrawn at any time when ~ such employment constitutes a conflict of interest with the City. 4.6 Employees engaged in secondary employment on the effective day of this policy must file a request for approval within (30) days unless approval has already been given under existing departmental requirements, , 4.7 The Secondary Employment Request and any accompanying information is subject to public disclosure under the Texas Open Records Act. 4.8 Individual departments may be subject to provisions which are directly related to secondary employment, in those cases, departments should comply with all applicable directives. 4.9 All questions with regard to the above procedure should be directed to , the Personnel Director, ! 5.0 Appendix/Appendices: 5.1 Secondary Employment Request, CITY OF FORT WORTH SUBJECT personal and Major Medical Sick Leave REVISION NO. EFFECTIVE DATE DATE APPROVED BY COUNgI APPROVED BY qTY AAANAGER NUMBER I PAGEl OF 5, 1,0 Purpose: The purpose of this policy is to establish a program of Personal Leave and Major Medical Sick Leave which replaces previous policies which included Vacation, Family Leave and Sick Leave, Other leave such as Holidays, Court Leave and Military Leave are not affected, 2.0 Departments Affected: All departments except Civil Service personnel in Police Department and Fire Department and Library employees hired before July 1, 1975. Library employees hired before July 1, 1975 may exercise a one-time option of accep- ting this policy, 3.0 Policy: 3.1 Personal and Major Medical Sick Leave shall be accrued by employees on ~ a pay period basis as indicated in Appendix 5.1 of this regulation, 3.2 Upon implementation of this policy all unused vacation will be con versed to Personal Leave on a one for one basis, Unused Sick Leave up to 120 day shall be retained as Sick Leave and may be used whenever ' the employee is ill or has been injured off the job, Any unused Sick Leave in excess of 120 days shall be converted to Major Medical Sick Leave and shall be available far use as outlined for Major Medical Sick Leave below, Unused Family Leave will be retained for the remain- der of the current calendar year and may be used during that time as was allowed by the previous policy, On January 1, 1984, Family Leave will no longer be available for employees falling under the provisions of this policy, 3.3 Payment on termination: 3,3,1 Upon termination prior to retirement, an employee shall be paid for all unused Personal Leave at the rate of pay the employee , was receiving just prior to termination. 3,3.2 Upon retirement, an employee shall be paid for all unused Per- sonal Leave and up to 90 days of unused Sick Leave which was earned under the previous policy at the rate of pay the em- ployee was receiving just prior to retirement. No pay shall be given for unused Major Medical Sick Leave, 3,4 Personal Leave and Major Medical Sick Leave shall begin to accrue at the end of the first full pay period of employment, but employees shall not be allowed to use any Personal Leave or Major Medical Sick Leave until they have euccesafully completed their initial proba- tionary period. 3.4.1 Such leave will accrue at a percentage of actual time worked or actual leave time used, An employee off without pay, regard- less of the reason (voluntarily or involuntarily), will not accrue leave for that percentage of time off without pay, For example, if an employee is off without pay for 3 days (24 hours), which constitutes 30X of the 30 work day pay period, that employee will only accrue 70X of the normal accrual he/- she is entitled to accrue, CITY OF FORT SUBJECT Termination Processing EFFECTIVE DATE DATE APPROVED BY COUNCIL 1.0 Purpose: REVISION NO. OF APPROVED BY pTY MANAGER This policy establishes the paperwork processing to be followed whenever an employee terminates. 2,0 Departments Affected: All departments. 3.b Policy: 3.1 All termination checks will be sent to the employee by certified mail on the regular payday, 3.2 It will be the responsibility of the terminating department to insure that all City property (i.e., I.D. cards, keys, tools, etc.) has been turned in prior to submitting [he termination paperwork to the Personnel Department. An Out Processing Form (revised April 9, 1981) should be turned in with each termination. This form will (1) identify any items which have not been turned in and (2) make the terminating employee aware of charges on items that have not been turned in. 3.3 Employees not eligible for rehire: If an employee ie terminated and he she is not eligible for rehire, substantiating evidence moat be attached to the PAR. The final decision on rehire status will be made by the Personnel Director. 4.0 Procedures/Rules: 4.1 All employees who fail to successfully complete their initial probationary period are not eligible to receive personal leave pay. 4..2 Employees aho successfully complete their initial probationary period will be paid accrued personal leave according to the schedule provided in the "Personal Leave and Hajor Medical Sick Leave" policy, I:l. 4.3 Retiring employees will be paid for unused accumulated sick Leave according to the schedule attached to the "Sick Leave" policy, I:2. Such employees shall receive this pay at their normal hourly rate. 4.4 Any non-exempt employee who hat accrued compensatory time off from April 15, 1986, shall, upon termination of employment, be paid for the unused compensatory time at a rate of pay not lees than: a) the average rate received by the employee during the last 3 years of the employees employment, or b) the final regular rate received by the employee whichever is higher.. 4.5 Any department that is terminating an employee is responsible for obtaining the most current and complete address of that employee to facilitate the.mailing of hie/her final paycheck and W-2 form. The address should be clearly noted on the Personnel Action Request dorm, item E.. Justification. D CITY OF FORT WORTH PERSONNEL REGULATIONS secnoN H SUBJECT Affirmative Action and Equal pEVISION NO. 2 (3,1) NUMBER 5 Employment Opportunity Policy EFFECTNE DATE PAGE OF DATE APPROVED BY COUNCIL APPROVED BY CITY MANAGER 1,0 Purpose: This regulation outlines the City's Affirmative Action and Equal Employment Opportunity policy (herein referred to as "AA/EEO"). 2,0 Departments Affected: All departments. 3.0 Policy: 3.1 All persona shall have equal access to employment with the Ci[y. All artificial, arbitrary, and unnecessary barriers to employment such as race, color, national origin, religion, sex, age, and handicapped status [including contagious diseases such as tuberculosis (in the non-contagious state) and HIV] shall be eliminated to ensure equal access to all employment opportunities. `. 3.2 All employment decisions shall be made solely on the basis of merit and ability to do the work, 3.3 A voluntary, results-oriented AA/EEO Program on a departmental basis shall be implemented to coordinate Chia policy to ensure equal employment opportunity, replacing the previous City-wide plan. 4,0 Procedures/Rules: 4,1 The City Manager shall ensure that the City Council's AA/EEO policies are implemented in an efficient and expedient manner, 4.2 The Personnel Director shall have primary responsibility for the implementation, staffing, monitoring, and evaluation of the City's AA/EEO Program. 4,3 Departmental AA/EEO Plans shall be developed, and each Department Head shall be responsible for the implementation, monitoring, evaluation and achievements realized under his/her department's plan, 4.4 The AA/EEO Program shall comply with all laws and appropriate governmental rules and regulations which address affirmative action and equal employment opportunity. 4.5 Progress reports will be prepared and submitted by the Personnel Director to the City Managec on a regular basis .and the entire program will be updated annually. 5,0 Appendix/Appendices: None CITY OF FORT WORTH SUBJECT APPEALS PROCEDURE .L F(tt9ULAT1~N5 SECTION H REVISION NO. 1 (4.2.3) NUMBER 4 EFFECTNE DATE PAGE 2 OF 13 DATE APPROVED DY COUNgL APPROVED 8Y CITY MANAGER 4.1.6 Personnel Director - The Personnel Director or designee shall be responsible for ensuring that appeals are processed in accordance with established procedures. Decisions pertaining to the application, interpretation and implementation of these procedures shall be made by the Personnel Director or designee. 4.1.7 Supervisory Personnel - All supervisory personnel shall be responsible for ensuring that their subordinates are given the opportunity to file appeals without fear of restraint, interference, discrimination or reprisal. The assistance and cooperation of supervisory personnel to resolve every appeal ie expected throughout the settlement process. 4.2 Definitions 4.2..1 "Appeal" shall mean the administrative procedure whereby an employ- ee who has been disciplined by dismissal, demotion or suspension, as defined in this Appeal Procedure, Section H4, may contest the action. • 4.2.2 "Business Necessity" refers to those circumstances or situations which necessitate the alteration of a person's employment status for non-disciplinary reasons when an employee will not be able to perform his/her duties for an extended period of time. 4.2.3 "Demotion" refers to any disciplinary personnel transaction which directly causes a reduction in an employee's rate of pay and/or movement from one classification to another classification having a lower maximum rate of pay, ouch that the employee's net loss of wages exceeds that amount which he/she would have lost had he/she been suspended for ten (10) or more working days. 4.2.4 "Discrimination Appeal" shall mean the administrative procedure whereby an employee who has been disciplined by dismissal, demotion or suspension, as defined in this Appeal Procedure, Section H4, contests the action alleging disparate (unequal) treatment. Acceptable bases upon which to file a discrimination appeal include race, color, national origin,. sex, age, religion, handicap and retaliation. 4.2.5 "Dismissal" refers to the involuntary separation of an employee from City service for disciplinary reasons. 4.2.6 "Employee" shall mean any person employed by the City of Fort Worth who has successfully completed hie/her initial probationary period as defined in the Personnel Rules and Regulations, and who is not employed in a temporary status. However, some employees are excluded from coverage under these procedures (see Section 4.6). 4.2.7 "ERS" .refers to that person who is an Employee Relations Specialist .assigned by the Personnel Department to perform [hose duties and responsibilities required to implement the City's Appeal Procedure and other grievance-related tasks. _~ CITY OF FORT WORTH PER50NNEL HEGULATIVN, SECTION p SUBJECT Employee Work Statue Resulting REVISION NO.1 (4.3.2b) NUMBER 4 from Injury or Illness EFFECnyE pA~ PAGE OF DATE APPROVED BY COUNCIL APPROVED BY qTY MANAGER occupational). The second (blue) copy should be retained by the department. b) If the examining physician directs the employee not to report back to hie/her supervisor, and eo indicates on the report, the employee or the physician eh all promptly inform the Personnel Department by telephone or other suitable means of the employee's restricted duty statue and its duration. The doctor shall then mail the appropriate copies to the Risk Management Department, Workers' Compensation Division. The Risk Management Department shall then notify the employee's department. 4.3.3 Department Heads or supervisors having any questions about the • . duty statue of an employee under their supervision may contact the Risk Management or the Personnel Department. These departments may request assistance from the Public Health Director to determine if an employee's designated duty status should be changed. 5.0 Appendix/Appendices: 5,1 Designation of Duty Status form, 14000-001. CITY OF FORT WOI SUBJECT Vacations REVISION NO. ~ SECTION 1 NUMBER 3 PAGE lOF 2 EFFECTIVE DATE DATE APPAOVED BY COUNCIL 1.0_ Purpose: APPROVED BY qTY MANAGER This regulation provides guidelines for those employees vho are not subject to the the City's "Personal Leave and Major Medical Sick Leave" policy (I:1). 2.0 Departments Affected: All Civil Service personnel in Police and Fire and those employees of the Library vho nl.egr.ed not to participate under [he Personal and Major Medical Sick Leave po"1 icy. 3.0 Policy: 3.1 Vacation shall be accrued by employees on a pay period basis as indicated on the chart in Appendix 1 of [hie regulation. 3.2 Vacation leave shall begin to accrue at the end of the first full pay period of employment, but employees shall not be allowed to use any vacation leave until they have completed six (6) months of service. 3.2.1 Such leave will accrue at a percentage of actual time worked or actual leave time used. An employee off without pay, regardless of the reason (voluntarily or involuntarily) will not accrue leave for that percentage of time off without pay. For example, if an employee ie off without pay for 3 days (24 hours), which constitutes 30X of the 10 work day pay period, that employee will only accrue 70X of the normal accrual he/she is entitled to accrue. 4.0 procedures/Rules: 4.1 Employees are encouraged to take their full vacation leave in the year in which it becomes due. 4.2 Vacation leave may be accumulated until ouch time as the total accumulated leave reaches four years accrued vacation leave (tee Appendix 1). 4.3 On December 31st of each year, accumulated vacation leave hours in excess of three years accrual will be deleted (tee Appendix 1). 4.4 Employees who have accumulated the maximum vacation leave and then use part of the leave time during a given month, shall earn vacation leave at the regular rate for that month. 4.5 The maximum vacation leave which can be taken by an employee in any one year is the number of days accrued at the time of vacation, but not more than fifteen (15) working days vacation leave shall be taken consecutively without written approval of Department Read. 4.6 Employees will be allowed Co take only those vacation hours that are shown ae available on the time and attendance report. 1 ,. _...- "~% LCITY OF FORT WORTH PERSONNEL REGULAZiOMS sECnoN SUBJECT Vacations REVISION NO. .. ,., NUMBER q ~ EFFECTIVE DATE PAGE ~ OF DATE APPROVED BY COUNgL APPROVED BY CITY MANAGER 4.7 Department and Division Heads shall schedule vacation, giving due consideration to the needs of the service and the ability of the remaining staff to perform the work of the division. Employees shall be permitted to take their vacation at such time in the judgment of the Department or Division Head, as will best serve the interest of the City and the employee. 4.8 Police and Pire Civil Service employees' vacation periods moat be scheduled and approved by the Chiefs of the respective departments due to the public safety aspects of their jobs and the necessity for adequate staff to perform the assignments. 4.9 Upon termination of service with the City, either voluntarily or otherwise, an employee who hat completed six months continuous service shall be paid all unused vacation leave to date of termination, not to exceed two years accumulated leave (see Appendix 1). Employees shall not be paid for any vacation leave if they leave the service of the City, voluntarily or otherwise, during the first six (6) months of employment (1,040 regular hours worked). 4.10 No cash payment for unused vacation leave shall be made except upon termination, retirement, or death of an employee. Cash payments in lieu of vacation to persons currently employed shall not be permitted. 4.11 A service break of more than one year shall cancel previous service credit toward vacation eligibility. Employees with adjusted service dates shall be regarded as having continuous service and shall accrue vacation leave accordingly. The adjusted service date shall be considered a new date of employment. 4.12 Vacation leave affecting employees returning from military leave is specified in the "Military Leave" regulation. 4.13 An employee who terminates before the end of a pay period shall not earn vacation leave for that pay period. 4.14 Official holidays occurring while an employee is on approved leave are considered as paid holidays and do not affect leave balances. 4.15 Civil Service employees are eligible for three weeks (120 or 180 hours) of vacation upon completion of one year of service based on their Civil Service commission date (see Appendix 1). 5.0 Appendix/Appendices: y 5.1 Vacation Leave Chart.