Personnel Policies Manual

PERSONNEL POLICIES
MANUAL

LONE PEAK
FIRE DISTRICT

This document supersedes all personnel policies and procedures previously established or approved by the
Lone Peak Fire District

INTRODUCTORY STATEMENT

This handbook has been prepared to provide district employees with a general understanding of district personnel policies, work rules and benefits. All employees are responsible for becoming familiar with district policies and procedures. If employees have any questions regarding the material in the handbook, please contact the supervisor or any other member of management for clarification. The handbook should not be construed as an employment contract or agreement for employment for any specified period of time. The district, through its administration, reserves the right to make changes to these policies at any time. When changes are necessary, the district will provide employees with amended pages for the handbook.

Employees became an employee voluntarily and their employment is at will. "At will" means that employees may terminate employment at any time, with or without cause or advance notice. Likewise, "at will" means that the district may terminate their employment at any time, with or without cause or advance notice, as long as it does not violate federal or state laws.

Table of Contents

SECTION 1: DEFINITIONS

SECTION 2. EMPLOYMENT OPPORTUNITY

SECTION 3. EMPLOYEE HIRING

SECTION 4. GENERAL POLICIES

SECTION 5. ALCOHOL AND DRUG FREE WORKPLACE

SECTION 5. EMPLOYEE CODE OF CONDUCT

SECTION 6. HARASSMENT

SECTION 7. DISCIPLANARY ACTION

SECTION 8. GRIEVANCE PROCEDURES & COMPLAINTS

SECTION 9. SEPARATION OF EMPLOYMENT

SECTION 10. RECORD KEEPING & PAYROLL

SECTION 11. PERFORMANCE EVALUATIONS

SECTION 12. EMPLOYMENT CLASSIFICATIONS

SECTION 13. REIMBURSEABLE EXPENSES

SECTION 14. BENEFITS

SECTION 15. FAMILY AND MEDICAL LEAVE ACT (FMLA)

SECTION 16. LEAVES OF ABSENCE

SECTION 17. GENERAL SAFETY

SECTION 18. E-MAIL, INTERNET, PHONE USAGE

SECTION 19. INFECTIONS DISEASE GUIDELINES

SECTION 20. OPERATION OF DEPARTMENT VEHICLES

SECTION 21. ACCIDENTS AND INJURIES

SECTION 22. ACKNOWLEDGEMENT

APPENDIX A. CLOTHING ALLOWANCE & UNIFORM STANDARDS

APPENDIX B1 . PERSONAL PROTECTIVE EQUIPMENT TABLE

APPENDIX B2 . CARE OF SPECIFIC CONTAMINATED EQUIPMENT

APPENDIX B3 . OCCUPATIONAL EXPOSURE TO INFECTIOUS DISEASE

APPENDIX B4 . HEPATITIS B VACCINE DECLINATION

APPENDIX B4 . HEPATITIS B VACCINE SERIES ACKNOWLEDGEMENT

APPENDIX B6 . BIOHAZARD SYMBOL

APPENDIX B7 . WORKERS COMPENSATION EMPLOYER’S FIRST REPORT OF INJURY OR ILLNESS

APPENDIX B8 . INFECTIOUS DISEASE EXPOSURE REPORT

APPENDIX B9 . COMMUNICABLE DISEASE QUICK REFERENCE GUIDE

APPENDIX B10 . HAZARD & DECONTAMINATION NOTICE

APPENDIX B11 . INFECTIOUS DISEASE-GLOSSARY OF TERMS

APPENDIX C . TRAVEL AUTHORIZATION REQUEST

APPENDIX D . OUTSIDE/SECONDARY EMPLOYMENT

WELCOME

The Lone Peak Fire District’s Personnel Policies Manual is a written guide for management and staff. This manual not only outlines the district’s policy on the various phases of the employer-employee relationship; it also indicates how policy is to be administered. Consequently, each employee is able to use this manual as a guide when policy needs to be applied to a given situation. As an employee of the district, employees will be expected to read, understand, and follow the policies and procedures contained in this manual.

Experience has shown that written policies promote consistency, continuity, and understanding within an organization. Written policies also aid in consistently achieving fair and equitable interpretation of policy. Employees always feel a deeper understanding of their role in the organization when they realize that policies are uniformly administered. Please be advised that it is the obligation of each employee of the district to conduct themselves in conformity with the principle of Equal Employment Opportunity at all times. All employment activities including, but not limited to, advertising, recruitment, hiring, promotion, demotion, transfer, disciplinary action, layoff, termination, compensation, and training, shall be conducted without unlawful regard to race, color, religion, sex, national origin, age or disability.

No employee, officer, agent or other representative of the district has any authority to enter into any agreement for employment for any specified period of time or to make any agreement or representation (verbally or in writing) that alters, amends, or contradicts the provisions of this Personnel Policies Manual.

Finally, the district believes that employees are an integral part of our team and employees will work with us to make our team successful. This handbook describes many of our policies and outlines the programs and benefits available to eligible employees. The handbook will answer many questions employees may have about their employment at Lone Peak Fire District. We suggest that you become familiar with the handbook as soon as possible. We hope and believe that the experience here will be challenging, enjoyable, and rewarding.

Chief Brad Freeman

SECTION 1:DEFINITIONS

Abandonment of Position - The failure to report to work for two or more consecutive regular work shifts without notification by the employee and approval of the district.

Anniversary Date: Usually the actual date of hire, an employee’s service date is that date which reflects the length of continuous active employment with the Fire District. For purposes of determining seniority, or other matters associated with length of active employment, the service date shall be adjusted to accommodate any period of leave without pay in excess of thirty (30) calendar days.

Appeal - A request by an employee for consideration in matters relating to a grievance and/or discipline as set forth in these policies and procedures.

Bereavement Leave: Leave granted to an employee due to the death of a member of the employee’s immediate family, as defined herein.

Call-out: When an employee is called and reports to work on an assignment during off-duty hours.

Cause: A factual reason cited by the district that is used to issue disciplinary action. Cause would normally include, but is not limited to, charges of inefficiency, incompetence, insubordination, moral misconduct, habitual tardiness or absenteeism, abuse of sick leave, and violation of published district work rules or policies and procedures.

Classification: A group of positions which have essentially similar duties and responsibilities, and are designated by the same general title.

Compensation – Salary, wages and all benefits accruing to a classification.

Demotion: Movement of an employee from one classification to a different classification which is on a lower salary grade or to a position with lesser rank than the original classification.

Directive: A specific communication regarding a policy procedure or order, outlining the accomplishment of or the process by which a procedure will be accomplished.

Disciplinary Action - An action taken against an employee for any of the reasons listed in this handbook.

Dismissal - Involuntary and complete separation from district employment for disciplinary reasons, rejection during a probationary period, or the inability to perform all of the essential functions of the job due to mental or physical problems.

District: The Lone Peak Fire District.

Emergency Leave: Leave that may be granted after a request for immediate annual leave that, by the nature of the condition prompting the request, could not have reasonably been predicted in advance of need nor been scheduled in accordance with normal district policy.

EMPLOYEE DESIGNATIONS:

• Exempt Full-Time Employee: Employee is not paid on an hourly basis and not eligible for overtime pay. They are salaried employees expected to work a normal work week unless absent due to a holiday or use of sick, vacation or administrative leave. When exempt employees work beyond the normal working hours, the Fire Chief or designee may provide administrative leave.
• Full-Time Employee: A benefited employee who is routinely scheduled to work forty (40) hours or more per week for the District.
• Hourly Employee: Persons whose base hourly pay constitutes their entire compensation. Non-exempt and part-time employees shall be considered hourly employees.
• Part-time Employee: An employee who is regularly scheduled to work less than 40 hours per work week.
• Intern: An employee who works less than 50 hours per work week is not a paid part-time position.
• Probationary Employee: An employee who has not completed the initial probationary period of employment and whose regular appointment has not been confirmed, or a confirmed employee who has been placed on probation due to having committed an infraction or due to substandard performance.

Gender Definition: Except as otherwise expressly provided in a particular statute or required by this context:

• the masculine gender includes the feminine and neuter genders;
• the singular number includes the plural number, and the plural includes the singular;
• the present tense includes the future tense
• The use of a masculine noun in conferring a benefit or imposing a duty does not exclude the female person from that benefit or duty. The use of a feminine noun or pronoun on conferring a benefit or imposing a duty does not exclude a male person from that benefit for duty.

Grievance – An alleged infraction of one of the following items: harassment/discrimination, hostile work environment, unfair pay practices, matter or condition affecting health and safety, beyond normal work requirements, or other serious complaints which upon determination of the Fire Chief or designee rise to the level of a grievance

Holiday: A day set aside for the special observance of a memorable event or occasion.

Job-Related Disability: Incapacity resulting from an accident or occupational disease arising out of and/or in the course of employment.

Maternity Leave: Leave granted female employees for the purpose of caring for their newly-born or newly adopted children.

Minimum Qualifications - The minimum qualifications deemed necessary for an individual to acquire and maintain employment in any particular classification with the City.

Normal Work Day: The hours normally required for an employee to work any one (1) day or one shift pursuant to a schedule which provides Public Safety services. A twenty-four hour (24) period shall constitute a day, which begins at 0800 and ends at 0800 the following day. Two working days shall constitute a shift.

Normal Work Week: An employee’s normal work week will begin Sunday at 0000 hours and end Saturday at 2359 hours.

Overtime: Time that an employee works in addition to the employee’s normal work schedule.

Overtime Pay: Payment at time and one-half the regular hourly rate for hours actually worked.

Paternity Leave: Leave granted male employees for the purpose of caring for newly-born or newly-adopted children.

Pay Grade – A minimum and maximum rate of pay assigned to any position.

Performance Evaluation – Documentation or report of job performance.

Probationary Period: A regular employee appointed, transferred, or promoted to a non-temporary classified position in the District may be required to serve a qualifying period.

Promotion: A change of an employee from a position in one classification or rank to a position in a higher classification or rank, when such change is other than a result of reclassification of the employee or reallocation of the position.

Reassignment: The movement of an employee or a position from one work unit to another within the district with no change of classification.

Reclassification: The movement of an employee from one classification to another classification.

Reduction in Pay - A reduction in the amount of pay received as a result of disciplinary action.

Reprimand - An oral or written notification to an employee regarding violation of a rule, order, procedure, standard of conduct and/or expected performance standard including corrective action necessary by the employee.

Resignation - Voluntary termination of district employment by an employee, including the abandonment of a position.

Salary Adjustment - An increase or decrease in an employee's salary.

Salary Range: The minimum and maximum base salaries which may be paid to an employee working in a classification in accordance with the salary grade to which the classification is allocated.

Shift: The hours which an employee is normally scheduled to work on any normal work day. Office Staff: 8 hour shifts; Firefighter Personnel: 48 hour shifts

Supervisor: Any member who is in a position, whether temporary or permanent of having authority or responsibility over another member.

Suspension: A temporary removal from work status, with or without pay, resulting from, or pending, disciplinary action.

Termination: The separation of an employee from employment with the District.

SECTION 2. EMPLOYMENT OPPORTUNITY

A.EQUAL EMPLOYMENT OPPORTUNITY POLICY-Effective: 06/30/2016

The district follows state and federal laws prohibiting discrimination in hiring and employment and does not discriminate against employees in violation of these laws.

B.RIGHT TO WORK POLICY-Effective: 06/30/2016

The "Right to Work" means that an employee cannot be compelled to join or pay the equivalent of dues to a union, nor can the employee be fired if he or she joins the union. In other words, the employee has the right to work, regardless of whether he or she is a member or financial contributor to such a union. The district believes that the work conditions, wages, and benefits offered to all employees are competitive with those offered by other employers in this area and in this industry. If employees have concerns about work conditions or compensation, the district strongly encourages employees to express these concerns openly and directly to their supervisor.

Experience has shown that when employees deal openly and directly with management, the work environment can be excellent, communications can be clear, and attitudes can be positive. The district fully demonstrates commitment to employees by responding effectively to employee concerns. Employees are protected by the state's Right to Work law and cannot be required to join or pay dues or fees to a union. There are a few exceptions to the rule that individuals who work in Right to Work states cannot be required to pay to join or pay dues or fees to a union. Please refer to the State of Utah employment regulations Right to Work laws.

C.EMPLOYMENT AT WILL-Effective: 06/30/2016

This handbook is not a contract of employment. Any individual may voluntarily leave the employment of the Lone Peak Fire District upon proper notice or may be terminated at any time and for any reason as long as there is not violation of federal, state or local law. The handbook is an overview of district policies and benefits. Its content is subject to change at any time at the discretion of the administration.

SECTION 3. EMPLOYEE HIRING

A.SELECTION

1.Employment Application-Effective: 06/30/2016
The district relies on the accuracy of the information employees put on their employment application and expects that the employee and their references will give accurate and true information during the hiring process and employment. If the district finds that any information is misleading, false, or was left out intentionally, the district may reject an applicant from further consideration. If the person has already been hired, falsification of an application could result in termination of employment.

2.Nepotism: It is the policy of the district to comply with the provisions of Utah’s Anti-Nepotism Act, Utah Code 52-3-1. A declaration of relation shall be completed by any prospective employee. Said employment may be acceptable under the State Nepotism Act, however, the declaration shall be filed with the Human resources representative. Congruent to Utah State Code 52-3-1, the district shall restrict employment of directly related persons with the following restrictions:

a)A relative is not permitted to supervise another relative

b)Confidential positions, such as human resources, payroll, or administrative assistants are not open to relatives of an employee

c)Relative is defined as: Spouse, brother, sister, parent, child, step-child, grandparent, grandchild, uncle, aunt, nephew, niece, and in-laws

B.BACKGROUND CHECKS-Effective: 06/30/2016

To ensure that individuals who join Lone Peak Fire District meet standard qualifications and have a strong potential to be productive and successful, it is district policy to check the employment references of all applicants.

Reference check inquiries on former district employees shall be submitted in writing and will be responded to in writing within a reasonable time. Responses to such inquiries will be limited to factual information that can be substantiated by district records. Only available employment data, according to GRAMA statute will be released without a written authorization. Additional information shall only be available by a release signed by the individual who is the subject of the inquiry. All inquiries concerning the job performance of former employees will be referred directly to the Fire Chief or designee for response.

C.PRE-HIRE TESTING/QUALIFICATIONS

When necessary, job applicants may be required to participate in pre-hire testing that the district deems necessary for a specific position. Job applicants for certain positions may require skills where a known level of competence must exist.

An application may be rejected for, but not limited to, the following reasons. When the Job Applicant:

1.Does not meet minimum qualifications established for the position

2.Has falsified a material fact or failed to complete the application

3.Has failed to timely file the application

4.Has an unsatisfactory employment history or poor work references

5.Has failed to attain a passing score on testing/examinations which are required.

D.MEDICAL EXAMINATIONS-Effective: 06/30/2016

The district may require that some employees have a medical examination. The exam is to determine if employees are able to perform their job duties. If a medical examination is required, the district will choose the health care professional and pay for the examination and any job offer would be contingent upon successful completion of the medical exam.

Please note that all medical information is kept separate from their other personnel information to protect their privacy. Only authorized personnel who have a legitimate business need to know may review the medical information.

E.E-VERIFY- Effective: 06/30/2016

E-Verify is to be used only after an offer of employment has been made and the district utilizes the E-Verify System to ensure that every employee in the workforce is authorized to work in the United States. The district is committed to employing only people who are United States citizens or who are aliens legally authorized to work in the United States in accordance with the Immigration Reform and Control Act of 1986. The district does not illegally discriminate because of a person's citizenship or national origin.