HomeMy WebLinkAbout20041905 RESOLUTION
RE: APPROVE REVISION 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 a Revision to Section 7.000, Personnel
Policies and Procedures for the Weld County Department of Social Services Operations Manual,
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 Revision 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 12th day of July, A.D., 2004.
BOARD OF COUNTY COMMISSIONERS
�• "p�� WEL COUNTY, COLORADO
!Ga llo/I �` 1, la
Robert D. Mas en, Chair
461 t. [ lerk to the Beard
Pis
® William H. rke, Pro-Tem
:eputy Clerk to the Board
AP V AST
David E. Long
n�y t• ttortley i C/� d�
Glenn Vaati
Date of signature: _ 4'
2004-1905
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DEPARTMENT OF SOCIAL SERVICES
P.O. BOX A
GREELEY, CO. 80632
IWebsl
ite:www.co,weld.co.us
Administration and Public Assistance(970)352-1551
Child Support(970)3524933
O
• MEMORANDUM
COLORADO
TO: Robert D. Masden, Chair Date: July 8, 2004
Board of County Commissioners /
FR: Judy A. Griego, Director, Social Services. G�
U I
RE: Revision to Section 7.000, Personnel Policies and Procedures,
Weld County Department of Social Services Operations Manual
Enclosed for Board approval is a revision to Section 7.000, Personnel Policies and
Procedures, Weld County Department of Social Services Operations Manual. This
revision was reviewed at the Board's Work Session of June 14, 2004.
The purpose of the revision is to add a criminal background record check policy and
procedures for applicants and employees who are employed in child welfare. Section
7.003, Employee Criminal Background Record Check Policy and Procedures has
been added.
If you have any questions, please telephone me at extension 6510.
•
2004-1905
Social Services Division Policies and Procedure
7.000 Overall Personnel Policy
Revised 11/98
The Weld County Department of Social Services abides by policies and procedures set forth
in the Weld County Government Employee Personnel Policy Handbook. The following
policies and procedures are in addition to, or to clarify County policies as they relate to the
Weld County Department of Social Services.
7.001 Communication/Liaison with County Personnel
Revised 12/00
To prevent confusion and ensure adequate coordination,employees are encouraged to contact
the County Director or the Department's Personnel Officer regarding any questions about job
classifications, policy interpretation, grievance and appeal procedures, etc. The exception
would be for questions regarding county benefits such as group medical,retirement, and life
insurance. These inquiries should be directed to County Personnel. The Department
endeavors to provide clear and timely answers to employee questions and will give them high
priority.
7.002 Department Internal Advisory Committees
The Department recognizes the value of staff suggestions and advice related to many matters
affecting the Department's services and mission. This advice is particularly important to
easing the implementation of new or revised programs and policies.
In addition to new programs, suggestions may cover staff training needs, working
relationships and the work environment. Suggestions may be given to supervisors, division
heads, or administration.
Department Advisory Committees are appointed by the Director. Advisory Committees may
be "standing" (appointed to serve indefinitely and meet regularly) or Ad Hoc.
Staff surveys may be made from time to time to solicit information.
7.003 Employee Criminal Background Record Check Policy and Procedures
Added 7/2004
In conformance with C.R.S. 26-6-104 and 7.0006 S, Volume VII, the Department requires
criminal background record checks for current and prospective county employees who have
direct contact with a child who is in the process of being placed or who has been placed in
out-of-home care. These current and prospective county employees are required to submit
fingerprints to the CBI for a background check in the prescribed manner as follows:
Social Services Division Policies and Procedure
A. All current and prospective employees of the Department shall submit a complete
set of fingerprints to the Colorado Bureau of Investigation (CBI). These
fingerprints will be taken at the Weld County Sheriff Department in order to obtain
any criminal record held by the CBI. The Department will pay any associated fees.
B. Employment is conditional upon a satisfactory criminal background check; and
subject to the same grounds for denial or dismissal as outlined in 26-6-104(7),
C.R.S., including:
1. Checking records and reports; and
2. Individuals who have not resided in the state for two years shall be required
to have a Federal Bureau of Investigation (FBI) fingerprint- based criminal
history;
3. The FBI has implemented a policy on the quality of the fingerprint cards.
Cards will be rejected for the following reasons:
a. Poor penmanship
b. Use of pencil or ink other than black
c. Use of highlighter on card or any other marks
d. Entry not within boundaries of entry block
e. Labels applied to "Leave Blank" areas
f. Submission on nonstandard fingerprint card (must
be on the blue FD-258)
g. Low quality print by dot matrix printers (Live Scan prints)
h. Name and date of birth missing from the top of card
i. No attempt to print deformed or scarred fingers
j. More than one fingerprint impression per block
k. Fingerprints not properly rolled, poor quality, out of sequence,
printed on the back of card, missing fingerprints with no reason
given, or missing due to amputation not noted as "amp" in
fingerprint block.
C. Payment of the fee for the criminal record check and/or fingerprint will be the
responsibility of the Department, as authorized.
D. Prospective employees who are transferring from one County Department to
another are not required to be re-fingerprinted if they complete the following
process:
1. New employees must obtain their CBI clearance letter or a photocopy of
their processed fingerprint card from their former employer. They must
attach it to a new fingerprint card, with the top portion completed.
Social Services Division Policies and Procedure
2. The new fingerprint card must include the new employer's address.
"Transfer County Department" must be inserted in the "Reason
Fingerprinted" block.
3. The CBI clearance letter(or photocopy of the old fingerprint card) and the
new fingerprint card must be sent with money order payable to the CBI.
E. If the employee is transferring from a position of non-direct child contact to a
position that will have direct contact with a child in the process of being placed or
who will be placed in out-of-home care, the employee is required to submit
fingerprints prior to the transfer being complete.
F. The Department has an account with CBI and required to send full payment with
the APPLICATION card. The CBI account number and Reason Code is required
on the card, or it will be returned with any applicable fees. The Departments
required information is as follows:
1. OCA Number: CONCJ4077
2. Reason Code: 26-6-104
G. Fingerprint Search with Subsequent Notification"Flagged"has a fee set by CBI
and FBI. The search includes subsequent notice to the inquiring agency if the
applicant is later arrested in Colorado after the initial record search.
H. All results will be forwarded to the Weld County Department of Social Services
from CBI.
1. Employment for persons fingerprinted is contingent upon results showing
no convictions of the criminal offenses and time frames listed in C.R.S.
Section 26-6-104(7).
2. Notification of Flag Removal: Notification of flag removal form is sent to
CBI once an employee is no longer employed at the Department. This
removes the link between the employee's name and the Department in the
CBI database.
3. Employees who are fingerprinted and have results showing convictions of
criminal offenses other than those listed in C.R.S. Section 26-6-104(7),
may be subject to employment action, including, but not limited to,
reassignment or disciplinary action, up to and including termination,
depending upon the nature of the criminal offense and at the discretion of
the Director.
At any time an employee is fingerprinted and a positive test response results, the
employee will be subject to disciplinary action up to and including termination,
depending on the nature of the offense. The final decision is at the discretion of
the Director.
Social Services Division Policies and Procedure
J. Prospective and employee responses and invoices are to be distributed to the
proper authorizing party at the Weld County Department of Social Services
Personnel Office.
7.003.1 Induction Procedures for New Employees
The purpose of these procedures is to provide new employees with information to give them a
good start. It also designates certain staff to obtain information from new employees for
department records. The employees' immediate supervisors have the basic responsibility to
see that the employees are provided with information about their assignment,the Department,
and community resources.
7.003.2 Social Service Personnel Officer
New employees are to report to the Personnel Officer at the beginning of the first workday.
The Social Service Personnel Officer will:
1. Gather data for County Personnel records. This data will include home address,
telephone number, name and phone number of person to be contacted in case of an
emergency, and name of family physician(family physician optional). The Personnel
Officer will input data into the County Personnel system immediately.
2. Provide new employees with materials that should assist in getting acquainted with
the Department. This material will include forms (Employee Personal Information,
Confidentiality Form, Non-Exempt Compensatory Agreement) to be completed by
new employees; information regarding employees' classification, salary, etc.;
Organization/Referrals for Service and Information; and Overall Personnel Policy.
7.003.3 Weld County Personnel Office
The Personnel Officer will refer new employees to the Weld County Personnel Office for
County Orientation. At the County Orientation employees will be briefed on county benefits
such as group medical,retirement, and life insurance. The time and place are determined by
the County Personnel Department.
7.003.4 Supervisory Responsibility
The immediate supervisor has the key responsibility to assist new employees in becoming
acquainted with the Department and the job assignment. These responsibilities are as follows:
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