HomeMy WebLinkAbout20111004.tiff RESOLUTION
RE: APPROVE ADDITION TO OPERATIONS MANUAL, SECTION 7.000, PERSONNEL
POLICIES AND PROCEDURES
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with an Addition to Section 7.000, Personnel
Policies and Procedures for the Weld County Department of Social Services Operations Manual,
which will become effective May 1, 2011, and
WHEREAS, after review, the Board deems it advisable to approve said revision, a copy of
which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, ex-officio Board of Social Services,that the Addition to Section 7.000, Personnel
Policies and Procedures for the Weld County Department of Social Services Operations Manual, be,
and hereby is, approved.
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 20th day of April, A.D., 2011.
BOARD OF COUNTY COMMISSIONERS
als �� WELD COUNTY, CO ORADO
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ATTEST: �'� �%-++� A�K.it
r Iasi (' arbara Kirkmeyer, Chai
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Weld County Clerk to th:j:•-r'.' :; ��
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BY: OJ � ,( �} 0 /� !� I ti �, S anP •- y, Pro-Tem
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Deputy Clerk to the Board
i 'am . Gar.a�
AP O DA RM: cA)
David E. Lon. I
ounty Attorney _ .
Dougl.s Radem- her
Date of signature: ,7/2//'
cc, 2011-1004
b 13- 1 i HR0082
MEMORANDUM
861 - 2011
DATE: April 18, 2011
TO: Barbara Kirkmeyer, Chair, Board of County Commissioners
WELD-COUNTY
FROM: Judy A. Griego, Director, Human Se ces e ai i en
RE: Addition to Section 7.000, Personnel Division Policies
and Procedures, Weld County Department of Social
Services Operations Manual
Enclosed for Board Approval is an addition to Section 7.000, Personnel Division Policies and
Procedures, Weld County Department of Social Services Operations Manual. The Modified
Work Schedule Options were reviewed at the Board's March 2, 2011, Work Session.
The purpose of the addition is to create Modified Work Schedules for the Department. The
Department will provide modified work schedules to eligible employees as part of the
Department's Human Capital Management Goals and process. A Modified Work Schedule
will establish a new work week instead of the standard work week of 8:00 a.m. to 5:00 p.m.
The primary options available under the Modified Work Schedules are:
A. 4-5-9 Option Modified Work Schedules, which is considered the primary option by the
Department for employees, incorporates a two week period. One of the weeks, an
employee works four nine-hour days and an eight-hour day and then the second week,the
employee works four-nine hours days with one day off.
B. 4-10 Option Modified Work Schedule provides an employee a four ten-hour work days
per week.
The Modified Work Schedules will become effective May 1, 2011.
Section Citation Title of Section
7.016- 7.016.6 Modified Work Schedules
If you have any questions, give me a call at extension 6510.
2011-1004
Personnel Division Policies and Procedures
7.016 Modified Work Schedules
Effective
May 1,2011 The Department provides modified work schedules to eligible employees as part
of the Department's Human Capital Management Goals and process. The
Department's modified work schedules are not a right. A modified work schedule
is a privilege to an eligible employee under certain circumstances.
7.016.1 Expected Outcomes of Modified Work Schedules
Each Division will evaluate the expected outcomes of Modified Work Schedules,
every three months, including an annual report for the period ending each
calendar year.
A. Customers or clients who work between 8:00 a.m. through 5:00 p.m. and
unable to access services will have access to Department services as a
result of modified work schedules within each Division.
B. Production goals will be improved within each Division by providing
uninterrupted time to employees.
C. Less absenteeism as a result of scheduling appointments on employee's
day off.
D. Increased retention of quality employees.
7.016.2 Definition of Modified Work Schedules
A Modified Work Schedule establishes a new work week instead of the standard
work week of 8:00 a.m. to 5:00 p.m.
A. The Modified Work Schedule does not change the current policies and
procedures of the standard work week for those employees who are
eligible to participate in a modified work schedule work week. The
standard work week may be modified, upon the approval of the Division
Head and Director, to provide for flex time as described in Section 7.006.2
and lunch breaks in Section 7.010.2. The Department has a standard work
week that covers the required office hours of the Department from 8:00
a.m. to 5:00 p.m. The standard work week is 40 hours and, with the
approval of the Division Head and Director, may have various start and
end times that equal 8 hours per day including a one hour or 30 minute
lunch.
B. 4-5-9 Option Modified Work Schedule, which is considered the primary
option by the Department for employees, incorporates a two week period.
One of the weeks, an employee works four nine-hour days and an eight-
hour day and then the second week, the employee works four-nine hour
days with one day off.
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Personnel Division Policies and Procedures
C. 4-10 Option Modified Work Schedule provides an employee a four ten-
hour work days per week.
D. Other Options Modified Work Schedule is an option that is not covered
under the 4-5-9 Option or 4-10 Option.
7.016.3 Definition of Eligible Employee to Participate in a Modified Work Schedule
A. An employee who has been with the Department for two consecutive
years with, at least, one consecutive year in his/her position; and
B. An employee who meets and maintains an overall rating, at a minimum, of
meets job standards; and
C. An employee who does not participate in the Department's telework
option.
7.016.4 Division Responsibility Regarding a Modified Work Schedule
Division Heads must assure that:
A. An employee who participates in modified work schedules from their
Division meets and maintains the definition of an eligible employee in
accordance with Section 7.016.3; and
B. An employee's modified work schedule demonstrates a benefit to clients
and to the Department; and
C. An employee's modified work schedule has been properly documented
and approved by the employee's supervisor, the employee's Division
Head and the Director, each calendar year ending December 31; and
D. An employee's time reporting is timely and accurate; and
E. Quarterly and annual reports are provided to the Director in a timely
manner and according to the deadlines given.
7.016.5 Implementation of a Modified Work Schedule
A. Participation in a Modified Work Schedule - An eligible employee will
be given the opportunity to participate in a modified work schedule when
he or she becomes eligible in accordance with Section 7.016.3. An
eligible employee's participation must be renewed annually ending
December 31, thereafter. An eligible employee may request to opt out of
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Personnel Division Policies and Procedures
a modified work schedule only one time during a one-year period and
return to a standard work schedule.
1. If the employee chooses to opt out, he or she may do so at any time
within the first three months of the beginning of the modified work
schedule.
2. If the employee wishes to opt out after the three month period,the
employee may make that request demonstrating significant reasons
to justify the request and may be permitted to opt-out of the
modified work schedule with the agreement of the Division Head.
B. Holidays - Weld County Government pays 8 hours for a Holiday, which is
defined as paid days off.
1. 4-5-9 Option Modified Work Schedule. If a Holiday falls on the
employee's 9 hour working day, the employee has the option of
working 9 hours on their 8 hour Friday or using 1 hour of vacation
or personal time. If the Holiday falls on the employee's non-
working day, the employee will move their non-working day to
one day prior to the Holiday, and either take 1 hour as vacation or
personal time or make that hour up on your 8 hour day. There may
be an occasion where the Department will have two paid Holidays
such as; July 4th , Thanksgiving, Christmas and New Year's. In
this instance, the employee could replace their 8 hour day with a 9
hour working day and use their time (vacation or personal time) to
make up the difference. Reporting of Friday hours will be
determined by the total amount and if it places the employee in an
overtime situation or not; the employee will need to make sure all
hours reported total 40 hours for each week regardless of the
holiday. There may be a situation where the employee's holiday
hours are left at 8 hours in order to report the time correctly. This
may occur if the hours are reported the following week.
2. 4-10 Option Modified Work Schedule. For weeks that contain a
Holiday, the employee will work a standard work week.
3. Other Options Modified Work Schedule. The work week will
be identified and accounting of Holidays will be determined and
approved by the Director.
C. Vacation—If an employee utilizes vacation time, it will need to be taken
in the same increments as you would be normally working. If an
employee would be working a 9 hour or 10 hour day and chose to take
vacation, the employee would need to use 9 hours or 10 hours of vacation
that matches the employee's normal working hours.
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Personnel Division Policies and Procedures
D. Sick - If an employee utilizes sick time, it will need to be taken in the
same increments as the employee would be normally working. If an
employee would be working a 9 hour or 10 hour day and is ill, an
employee would need to report 9 hours or 10 hours of sick time to match
the employee's normal working hours. Likewise if an employee is
working an 8 hour day an employee would utilize 8 hours of sick.
E. Classes for Education —If an employee is scheduled to take a class, the
employee must work with his/her supervisor to make sure that the
employee's hours do not exceed 40 hours for the week. The reporting will
vary depending on the number of days and hours for the class.
F. Conferences - If an employee is scheduled to attend a conference, the
employee must work with his/her supervisor to make sure that the
employee's hours do not exceed 40 hours for the week. The reporting will
vary depending on the duration of the conference.
G. Snow Days— If a snow day occurs, it is for the entire day. The snow day
is either the 8, 9 or 10 hour day that the employee would normally work.
The employee will not need to utilize any vacation or personal time.
H. Other Leave— If an employee is on bereavement leave or jury
duty/witness leave, the employee's work week may be changed to a
standard work week depending on the employee's modified work schedule
option.
I. Overtime/Compensatory Time - These categories must be pre-approved,
in accordance with Section 7.007.
7.016.6 Approval of and Reporting Time for a Modified Work Schedule
A. The employee's supervisor will validate employee's time in the People
Soft system.
B. The employee's supervisor will approve or disapprove an employee's
requests for leave. If an employee's leave request is approved, the time
will indicate the hours to be charged, either 8, 9 or 10 hours. Requests for
leave will need to be requested by the employee to the employee's
supervisor.
C. Leave without pay (LWOP) requests can only be approved by the
Director. LWOP will not be approved in lieu of using vacation or
personal time if needed to accommodate the holiday schedule. It is the
employee's responsibility to insure they have the required hours in either
vacation or personal time.
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Personnel Division Policies and Procedures
D. The employee's supervisor through his/her Division Head will
immediately inform the Department's Personnel Office when an employee
is no longer participating in a Modified Work Schedule.
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