Policy 410 ETHICAL STANDARDS I. PURPOSE To establish high standards of professionalism and to ensure high level of trust among employees and between employees and our community.
II. SCOPE This policy applies to all City employees.
III. POLICY All employees are expected to maintain a high level of personal and professional conduct on the job. As a public service organization, City employees are held to a high standard of ethical conduct. Employees should conduct themselves in a manner that ensure those high standards are met avoiding even the appearance of impropriety.
IV. GUIDELINES Actions in violation of conduct standards are subject to corrective action. Consistent with this public trust, City of Fredericksburg employees must not: A. Use their City position to secure special privileges or exemptions, whether direct or indirect, for themselves or others. B. Disclose any confidential information gained by reason of the position of the employee concerning the property, operations, policies or affairs of the City, or use such confidential information to advance any personal interest, financial or otherwise, of such employee or others, except as may be required or permitted by applicable law. C. Misappropriate City funds, property or assets; including theft and unauthorized use. D. Falsify documents or City records. E. Behave in any manner, including commission and/or convictions of a felony and certain misdemeanors or moral turpitude, which causes discredit to the employee and /or brings the City in disrepute.
By no means is this list all-inclusive. Any conduct of an employee that disrupts the work environment or places the personal interest of the employee above those of City or of the public may be treated as a violation of the public trust and is subject to corrective action.
Policy 420 WORK STANDARDS I. PURPOSE To reinforce the City's commitment to provide the best customer service and highest standards of professionalism to the citizens of Fredericksburg.
II. SCOPE This policy applies to all City employees.
III. POLICY It is the duty of each employee to maintain high standards of productivity, cooperation, efficiency and economy in his/her work for the City. Department heads and superintendents shall organize and direct the work of their departments to achieve these objectives. Employees are obligated to follow directions, that are in line with these personnel policies, given by their superintendent to achieve departmental goals and objectives. If work habits, behavior, production or personal conduct of an employee falls below appropriate standards, department heads or superintendents should point out the deficiencies at the time they are observed. Counseling and warning the employee in sufficient time for improvement shall ordinarily precede formal action as provided elsewhere in these policies, except when the behavior is egregious and requires immediate attention.
Policy 421 POLITICAL ACTIVITY I. PURPOSE To maintain the City's high level of accountability and high standards of professionalism while respecting the value of each individual.
II. SCOPE This policy applies to all City employees.
III. POLICY A. Political Participation 1. No person may coerce an employee to participate in, or to refrain from participating in, a political campaign. 2. No one may require an employee to contribute to any political fund, render any political service, or support any political election. No one may punish an employee in any way for refusing to do so.
B. Endorsements as City Employees 1. Employees are prohibited from using their City capacity to influence, interfere with, or affect the results of an election. 2. Employees, during hours of work or while in uniform, shall not take an active part in any political campaign for an elective position. The term “active part” means making political speeches, passing out cards or other political literature, writing letters, signing petitions, actively and openly soliciting votes, and making public remarks about the candidates for such elective positions. 3. Employees shall not engage in any activity which could be construed as giving City sanction to any candidate for public office. This prohibits soliciting votes, wearing campaign buttons, or distributing campaign literature at work or in a City uniform or in the offices or buildings of the City of Fredericksburg; listing the employee's position or occupation in an endorsement of a candidate for public office; and addressing political gatherings in support of, or in opposition to, a partisan candidate where the employee's occupation is mentioned or listed.
C. Candidates for Political Office A City employee elected to any other political office shall report this election to his/her Department Head and to the City Manager. The City Manager may review this election to determine if potential conflicts of interests or other reasons may exist that could require the employee to resign.
Policy 422 PROFESSIONAL WORK ENVIRONMENT I. PURPOSE To ensure an attractive work environment where cultural and social diversity is honored by respecting the value of each individual employee.
II. SCOPE This policy applies to all employees. Furthermore, executive management will establish appropriate procedures to ensure that non-employees (vendors, customers, etc.) on our premises are also made aware of the intent of this policy.
III. POLICY The City strives to maintain and reinforce a professional work environment free from harassment, including sexual harassment. Harassment, including sexual harassment, constitutes a hostile work environment which is contrary to basic standards of conduct between individuals and is prohibited by Federal and State Law. It will therefore constitute a violation of City policy for any employee to engage in such acts or behavior, and such misconduct will subject an employee to corrective action up to and including termination. Employees who feel they have been harassed on the basis of sex, or sexually or in any other manner harassed, should immediately report such incidents without fear of reprisal. To the fullest extent practicable, the City will keep complaints and terms of their resolution confidential. It is also a violation for any superintendent to fail to report or investigate incidents of sexual harassment or to fail to explain the complaint procedure or to retaliate in any manner against the person complaining.
IV DEFINITIONS A. Harassment. Verbal, physical or visual conduct of a racial, ethnic, sexual, or other type which, in the employee's opinion and tested against a reasonable person's standard, impairs his or her ability to perform the job. 1. Sexual Harassment. Unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature when such conduct: a. is made explicitly or implicitly a term or condition of employment, or b. is used as a basis for employment decisions, or c. has the purpose or effect of unreasonably interfering with work performance or creating an otherwise offensive working environment.
V. PROCEDURE Complaints of harassment of any type will be handled through the City's grievance policy (See Grievance Procedure #520) which provides several options by which an employee may initiate action on a job-related complaint including notifying the employee's immediate supervisor, the next higher level of management above the immediate supervisor, the Department Head, and the City Manager. Sexual harassment complaints will be investigated by the City Manager thoroughly and promptly.
Policy 423 ATTENDANCE I. PURPOSE To be accountable to our customers by ensuring the effective, prompt, and uninterrupted delivery of our services.
II. SCOPE This attendance policy applies to all City employees.
III. POLICY Attendance Goal Every employee has the responsibility to maintain a good attendance record.
IV SUPERINTENDENT’S RESPONSIBILITY Superintendents will exercise the primary management-level responsibility to control employee attendance. Excessive employee absence or lateness are undesirable performance factors and will be managed by superintendents according to the procedures below.
V. DEFINITIONS A. Absence 1. An absence is defined as any absence from work during scheduled working hours (including overtime). 2. Excluding absence for: ▸ work-incurred injuries, ▸ valid sick leave, ▸ vacation, ▸ FMLA related absence, ▸ leave of absence without pay, ▸ administrative leave, and ▸ any special absence. (See Paid Absence #316)
B. Lateness Unavoidable tardiness may be excused for adequate reason. However, if this privilege is abused, the employee may be subject to corrective action.
VI. PROCEDURE Superintendents will administer the attendance standards and procedures outlined below, regardless of employee position, eligibility for sick leave benefits, or length of service. A. Attendance Standards Superintendents will seek to maintain an excellent attendance record among all employees. B. Notification 1. Advance Notice Superintendents will require employees to give advance notice, when possible, of lateness or absence. If advance notice is not possible, notification by phone must be given by the employee to his or her superintendent. 2. Timing of Notice Notification calls must be made within one hour following the start of the employee's assigned shift. Unless, if coverage must be obtained, the employee must contact his/her superintendent one hour before the start of the employee's assigned shift. 3. Employee to Maintain Contact Superintendents will require employees to maintain contact for any period of absence beyond one day, unless the employee has provided a doctor’s certification covering a specified period. Frequency of contact between employee and superintendent will be by mutual agreement. 4. Departmental Guidelines Each department may set their own specific notification procedures that exceed requirements by the City. Employees are responsible for knowing and following departmental procedures.
C. Absence Without Leave 1. No employee may be absent from duty for a single day or any part of a day without proper permission or notice. 2. Any such absence shall be without pay and may be subject to corrective action up to and including termination. 3. Two consecutive days of an unauthorized absence will be considered by the superintendent as a voluntary resignation. See Employee Separation #810. 4. The employee will be eligible for reinstatement, at the discretion of the superintendent and Department Head in consultation with the City Manager, only if exceptional circumstances explain why the employee could not have provided notice.
D. Scheduling Absences When the need for being absent from work is known in advance, the employee will notify the superintendent immediately. E. Performance Appraisal 1. Superintendents are required to monitor and review employee attendance records on a regular basis. 2. The records of employees with attendance problems will be reviewed more frequently. 3. Employee attendance will be evaluated annually by each superintendent in connection with employee performance appraisals.
F. City Action Chronic absenteeism, lateness or other unusual infractions of attendance standards will be subject to corrective action. See Corrective Action #450.
Policy 424 SOLICITATION AND DISTRIBUTION I. PURPOSE To ensure a productive work environment where employees and City operations may function without disruption.
II. SCOPE This policy applies to all employees and non-employees during work time and while on City premises.
III. POLICY Solicitations, including through personal e-mail addresses, are not permitted by employees for personal profit during working time or at any time in working areas. An employee may not engage in solicitation of other employees while they are on duty. Benefits for non-profits will be given limited opportunities for solicitation. This, and all charity time, must be approved by the City Manager.
IV. GUIDELINES Solicitation and distribution of literature will be limited as follows: A. Benefits for non-profits: 1. An employee may not directly solicit another employee, including e-mail. 2. However, an employee may post a sign, in a designated area, letting co- workers know about the benefit. This allows interested employees to come to him/her.
B. Distribution of literature is not permitted for personal profit during working time or at any time in working areas. ▸ Literature for City-sponsored activities should be posted in designated areas.
Policy 425 TELEPHONE USE I. PURPOSE To provide guidelines for responsible use of City telephones.
II. SCOPE This policy applies to all City employees.
III. POLICY The City's telephones are for conducting necessary business. Long distance calls in any department may be made only by personnel authorized by the respective superintendent and may be made only for official City business. Personal telephone calls by an employee are permitted; however, use to the point of interference with performance of job duties may result in corrective action. Employees are required to report and reimburse the City for any personal long distance calls made on City phones. Voice Mail: The City's acquisition of a voice mail system is for improved customer service. Employees who have voice mail must use the system appropriately keeping in mind that effective communication via telephone is an integral part of establishing and maintaining quality customer service.
Policy 426 OUTSIDE EMPLOYMENT I. PURPOSE To promote trust, ensure high quality service to our customers, and encourage loyalty to City service.
II. SCOPE This policy applies to all City employees.
III. POLICY An employee shall not engage in outside employment, including self-employment, where such activity would constitute a conflict of interest or would adversely affect the employee's performance in City service. Outside employment must be reported to the employee's superintendent. If an employee's outside employment begins to interfere with the effective performance of assigned City duties, the employee shall be required to terminate the outside employment or to resign from the City's employment. While performing duties and responsibilities of the employee’s outside employment, that employee shall refrain from wearing his or her City uniform, caps, or other attire displaying the City logo.
Policy 427 DRESS AND PERSONAL APPEARANCE I. PURPOSE To provide a broad guideline and definitions enabling employees to understand what is appropriate dress and appearance during business hours as directed by their superintendents.
II. SCOPE This policy applies to all City employees.
III. POLICY Employees are expected to maintain an appropriate professional appearance as determined by the requirements of the area in which the employee works. Uniforms, as well as other attire, should be appropriate and clean. Department Heads and superintendents may implement a more detailed dress policy that must be communicated to their staff in writing, after approval from the City Manager.
IV. PROCEDURE The superintendent is responsible to evaluate the dress and appearance of employees under his or her supervision. If an employee’s dress or appearance is not appropriate, the following steps should be taken by the superintendent: A. On the first occasion, an oral warning should be given to the employee, and the City's and/or department's dress and appearance standards should be reviewed. B. On the second occasion, the employee should be sent home to change clothes immediately as well as given a written warning. Employee will not be paid for the time away from work. C. Further violations may result in further corrective action.
Policy 430 LABOR ACTIVITY I. PURPOSE To continue our commitment to reliable customer service.
II. SCOPE This policy applies to all City employees.
III. POLICY Nothing shall compel the City to recognize or engage in collective bargaining with any such labor organization except as provided by law. Employees shall not engage in any strike. "Strike" includes: ▸ the concerted failure to report for duty, ▸ willful absence from one's position, ▸ unauthorized holidays, ▸ sickness unsubstantiated by a physician's statement when requested or medical examination when directed, ▸ the stoppage of work, or ▸ the abstinence in whole or in part from the full, faithful, and proper performance of the duties of employment
for the purposes of inducing, influencing, or coercing a change in working conditions, compensation, rights, privileges, or obligations of employment. Employees who are unhappy with their working conditions should utilize the City's grievance procedures. See Grievance Procedure #520. See Attendance #423, V. C., Absence Without Leave
Policy 440 COMPLAINTS I. PURPOSE To provide employees a means by which they may report an incident if they are witness to violations that may require corrective action.
II. SCOPE This policy applies to all City Employees.
III. POLICY City employees are encouraged to speak out when they are witness to inappropriate behavior that violates the City’s policies and procedures, or any law. Before corrective action may be taken on a complaint against a City employee, the complaint must be documented. (The verbal complaint may serve as the basis of a written complaint.)
IV. PROCEDURE A copy of the documented complaint shall be provided to the affected employee within a reasonable time after the complaint has been filed and before any corrective action is taken against the employee.
Policy 450 CORRECTIVE ACTION I. PURPOSE To set forth general supervisory guidelines for a corrective action process aimed to document and correct undesirable employment behavior in order to maintain a high standard of professionalism as well as attractive work environment, and to ensure employees due process. (For unacceptable job performance please see Employee Development #610.)
II. SCOPE This policy applies to all regular City employees.
III. POLICY Superintendents are responsible for correcting undesirable employment behavior which negatively impacts or threatens to negatively impact the work environment. Corrective action may be taken against an employee including, but not limited to, the following: Violation of the requirements of: 1. The City's Personnel Policies and Procedures; 2. City-wide Standard Operating Procedures (SOPs); 3. Department's written and distributed policies, procedures, and guidelines. 4. Failure to follow legitimate orders of one’s superior.
IV PROCEDURE Except in the case of verbal warnings, corrective action is accomplished or preceded by written notice to the employee involved. All written notices of corrective action, reprimands and disciplinary action must be signed by the superintendent and the employee. Although not always possible, especially for flagrant actions, the City of Fredericksburg shall use a Corrective Action system to the greatest extent practical. The system is as follows: A. Verbal Warnings Records of each warning shall be maintained by the superintendent. B. Written Reprimands/ Letters of Counseling The superintendent must in all cases cause original Written Reprimands and Letters of Counseling to be transmitted through the Department Head to the employee's personnel file. C. Disciplinary Action The superintendent will recommend the appropriate disciplinary action which requires the review of the City Manager to ensure City-wide consistency and adherence to all applicable laws. Superintendents or their superiors are responsible for initiating the personnel action form needed to execute any of the following disciplinary actions: 1. Suspension from duty with pay for up to two days - requires the approval of the Department Head. 2. Suspension from duty with or without pay for up to fifteen days - requires the approval of the City Manager based upon Department Head recommendation. 3. Demotion and separation by involuntary dismissal - requires the approval of the City Manager.
Corrective action does not automatically or permanently disqualify an employee from consideration for future promotion, pay increases or other beneficial personnel action. All written notices and documentation of corrective action must be forwarded to the City Manager and the Human Resources Department to be included in the employee's personnel file.
Policy 451 DISCIPLINARY ACTION APPEALS I. PURPOSE To provide a process for employees to appeal disciplinary actions.
II. SCOPE This policy applies to all regular City employees.
III. POLICY The affected employee shall first be provided the opportunity to discuss the action with the employee's superintendent. After such discussion, or attempted discussion, the affected employee may initiate the appeals procedure. All City employees have the right to appeal a disciplinary action to the next level supervisor up to and including the City Manager. If a disciplinary action is overturned, at any level, the employee shall be granted back-pay or be reinstated to previous position with back-pay, and shall have a letter placed in his or her personnel file showing cancellation of disciplinary action.
IV. PROCEDURE A. Appeals to Department Head 1. Employees have the right to appeal a disciplinary action to the next level management. a. Appeals must be requested in writing within three working days of decision. b. Department Heads shall render a written decision to: (1) Reject the disciplinary action. (2) Uphold disciplinary action. (3) Take a different disciplinary action. This decision requires an explanation.
c. Department Heads shall render the decision within three working days of receipt of appeal.
2. If the first appeal was the Department Head, the employee may appeal to the City Manager following the above procedure.
B. Appeals to the City Manager 1. If disciplinary action is taken against a full-time employee, and the appeal decision taken by the Department Head is not satisfactory, the employee has the right to appeal the decision within three working days to the City Manager, after notification of the decision. 2. The City Manager shall render a decision within five working days of receipt of appeal. 3. The City Manager shall provide a copy of such decision to the affected employee, the superintendent or Department Head.
C. Notices All notices hereunder will be deemed delivered when personally delivered to the recipient or on the 3rd calendar day after mailing via certified mail to the employee’s address of record.
Policy 460 USE OF CITY-OWNED VEHICLES & EQUIPMENT I. PURPOSE To set forth guidelines for appropriate use of city-owned vehicles and equipment, so that city property is available and accessible to employees for city-related matters.
II. SCOPE This policy applies to all City employees.
III. POLICY Unless authorized by the City Manager or Department Head, City-owned vehicles and equipment shall not be used for personal business.
Policy 470 E-MAIL, VOICE MAIL, TELEPHONE, AND COMPUTER NETWORK SYSTEMS USE I. PURPOSE The City of Fredericksburg respects the privacy of its employees. However, a City of Fredericksburg employee may not expect such privacy rights to extend to the use of City-owned systems, property, equipment, or supplies, or to work-related conduct. This policy is intended to notify all City of Fredericksburg employees that no reasonable expectation of privacy exists in connection with the use of City of Fredericksburg’s systems, property, equipment or supplies. City of Fredericksburg employees are prohibited from withholding information (except those records confidential by law) maintained within company supplied containers, including but not limited to, computer files, computer databases, desks, lockers, and cabinets, if requested by the City Manager or his designee. Requests from the general public will be directed to the City Manager. The following rules also apply to the use of City of Fredericksburg property.
II. SCOPE This policy applies to all City employees.
III. POLICY City of Fredericksburg’s Right to Access Information. While City of Fredericksburg employees have individual passwords to e-mail, voice mail, and computer network systems, these systems are at all times accessible to and by the City Manager or his designee and may be subject to unannounced, periodic inspections by the City Manager or his designee for business purposes. This policy applies to all telephone, electronic, and computer network systems which are accessed on or from the City of Fredericksburg’s premises, used in a manner which identifies the employee with the City of Fredericksburg, accessed using the City of Fredericksburg’s computer equipment and/or via City of Fredericksburg-paid access methods. The City of Fredericksburg employees may not use secret passwords and all system passwords must be available to the City of Fredericksburg at all times. The City of Fredericksburg maintains back-up copies of e-mail and voice mail, and these records, as well as the usage records of City of Fredericksburg computer network systems, may be reviewed by the company for legal, business, or other reasons. Use is Restricted to City of Fredericksburg Business. The City of Fredericksburg’s employees are expected to use company e-mail, voice mail and computer network systems for City of Fredericksburg business (during working hours), not for personal reasons. Personal reasons include, but are not limited to, non-job-related communications, research or solicitations, or soliciting for political or religious causes, outside organizations, or other commercial ventures. Prohibited Content. City of Fredericksburg employees are prohibited from using City of Fredericksburg’s telephone, electronic, or computer network systems in any manner that may be offensive or disruptive to others. This includes, but is not limited to, the transmission of racial or ethnic slurs, gender-specific comments, sexually explicit images or messages, any remarks that would offend others on the basis of their age, political or religious beliefs, disability, national origin, or sexual orientation, or any messages that may be interpreted to disparage or harass others. No telephone, electronic, or computer network communications may be sent which represent the sender as from another company or as someone else, or which try to hide the sender’s identity. Inappropriate or excessive personal use of the City of Fredericksburg’s property or telephone, electronic or computer network systems, will result in disciplinary action, up to and including termination.
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