HomeMy WebLinkAboutMINUTES - 06111996 - C50 TO: BOARD OF SUPERVISORS
Con ra
Costa
FROM:
SCOTT TANDY, DIRECTOR o ., `s
COMMUNITY SERVICES DEPARTMENT # County
DATE:
May 31, 1996 ° "
SUBJECT:
APPROVAL OF CONTRA COSTA COUNTY HEAD START PERSONNEL POLICIES AND
PROCEDURES
SPECIFIC REQUEST(S)OR RECOMMENOATION(S)4 BACKGROUND AND JUSTIFICATION
I . RECOMMENDED ACTION:
APPROVE and ACCEPT Head Start Personnel Policies and Procedures as
recommended by the Director, Community Services Department .
II . FINANCIAL IMPACT:
N/A. No County funds are involved with this request .
III . REASONS FOR RECOMMENDATIONS/BACKGROUND:
The Head Start Personnel Policies and Procedures were revised in
compliance with Federal regulations 1301 . 31 Personnel and General
Administraton, Personnel Policies . The revised Personnel Policies and
Procedures were approved by the Head Start Policy Council on April 18,
1996 .
CONTINUED ON ATTACHMENT: YES SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIONATURE S:
ACTION OF BOARD ON APPROVED AS RECOMMENDED . ._. OTHER
VOTE OF SUPERVISORS
1 HEREBY CERTIFY THAT THIS IS A TRUE
UNANIMOUS(ABSENT AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
CNACT: Scott Tandy 313-7369
CC: CAO ATTESTED uwip I I . c(q (o
CSD PHIL 7CHELOR,CLERK OF THE BOARD OF
SUPERVISORS AND COUNTY ADMINISTRATOR
BY ,DEPUTY
M382 (10/88)
y - . c, so
COMMUNITY SERVICES
HEAD START PROGRAM
PERSONNEL POLICIES
AND
PROCEDURES
APRIL 18, 1996
READ START POLICY COUNCIL MONTHLY MEETING
APRIL 18, 1996 MINUTES
L Call to order: Vice Chair called meeting to order at 10:10 am
11. Roll Call: Taken, Quorum established
111. Review and approval of minutes of 3/21/96 meeting. amended, misspelling of Kami Semisch
name.
MOTION TO APPROVE MINUTES AS AMENDED,KAMI/TERRY,VOTE
UNANIMOUS
IV. Public Comment: Teddy Dickson--former member of PC--spoke to the council. Teddy stated
that she likes the changes she is seeing in our Head Start program and thanked Program
Manager Cali for her support in the past.
Veronica Mann--Fairgrounds-- stated that she and other parents feel they are not informed. She
requests possibly getting calendars to all parents to inform them,of meetings, activities, etc.
Parents have not heard anything about graduation,pictures for children. Veronica stated that
parents were told what the end-of-year field trip would be,that they did not have a choice. She
stated many parents would like to go to Mickey's Grove as they have done in the past, not
Marine World as has been planned for this year. Nothing is in writing and parents are feeling
left out of the loop.
Zoe Mandrill--Rep.to Fairgrounds--strongly disagrees with previous statements. Zoe
explained her point of view. She stated that she had asked staff to be at the parent meeting and
no staff had attended.
At this point Chair Franklin felt it best if meeting was closed to staff and parents could talk
about their issues and frustrations in the absence of staff. Manager Cali informed Chair
Franklin that a closed session can only be used for personnel issues and this was not a
personnel issue. This is in accordance with the Better Governance Act. Pam stated that she
needed time to talk to the parents alone. Pam feels that staff are not being trained properly, and
in turn are not training parents properly. Manager Cali stated that if it is the wish of the Chair
that staff leave the room, staff would be happy to oblige,but the tape recorder would need to
remain on. Manager Cali stated that she supported parents using the PC as a forum for parent
concerns. All staff then left the room.
Staff returned to the meeting at the request of Chair Franklin at 10:45. Pam thanked staff for
understanding. While staff were out of the room,the Council members agreed on the
following: Address each site's individual needs as a training--parents will put issues, concerns,
problems in writing--staff will please attend these meetings and trainings--set parents/staff
straight on changes--put all changes in writing.
Gail Brown—Brentwood--stated that parents at her site don't have enough information. They
are short-staffed and there is no bilingual teacher at that site. A Family Service Worker has
Daneen stated that there will be many changes with the new structure. There will be a Training
and Technical Assistance person who will coordinate all training for the grantee. We also need
an MIS person who coordinates all data collection. Team I will focus on Future Structures;
Team 11 will work on Personnel Policies and Procedures(how to link these up and use them);
Team III is working on T/TA and MIS—structure training needs and MIS,also making a
training calendar; Team IV is working on goals and how we will achieve a training system for
everyone. This will be combined into one document.
Daneen stated that Personnel Issues should be a standing item on the agenda from now on.
Agendas—it is hard to keep agenda production under control. There are too many people
involved in the process. Bernie is now the lead person responsible for checking the agenda.
C.Executive Committee Report: Making sure agenda is right
D.Finance Committee: Vivian handed out a written report and went over it. Scott Tandy
spoke to the committee at the last meeting and explained how the Head Start budget fits
into the County Budget. Vivian stated that we did receive a letter that the program would
receive a 3.9%cut for the fiscal year 1996. Fiscal Committee will work on a plan for this
budget reduction. Fundraising procedures were discussed at the last meeting.
E. Personnel Committee: Chair Rodriguez asked Frank Weitl, CSD Personnel Technician,to
give a report of the Personnel Committee. Frank informed the group that the Personnel
Policies and Procedures are required to be updated and revised annually and that this has not
been done since 1992. This extensive document needs to be approved. The Committee has
reviewed the Policies and Procedures and has had input into the changes and deletions.
Bernie presented the group with a typed list of the changes, additions,deletions etc.
Approval is needed with permission to make small necessary revisions and clean up some
parts of the document. Shared decision making processes need to be added to some parts.
Determination Item F. Approval of Personnel Policies and Procedures--(mailed out to all
regular members and made available at the 4/18/96 meeting).
MOTION TO APPROVE PERSONNEL POLICIES AND PROCEDURES WITH THE
UNDERSTANDING THAT REVISIONS WILL BE MADE--Millie/Rosemary Vote
Unanimous(see attached list of revisions)
A-CAO report: Scott Tandy informed the Council that the Board of Supervisors has appointed
him to Director of the Community Services Department. Joan has been put on Administrative
Leave. Scott has been in contact with Chair Franklin,the 4 Teams and staff. Scott talked about
the work of the Teams and how we need to fix our last few deficiencies (see handout containing
review findings). The timeframe is short and things are moving very quickly. We need to
certify ourselves by the middle of May. Everyone is working hard as a team.
A parent brought up the lack of a bilingual teacher at the Brentwood site. Scott..stated that we
ha-.v a common interest to work towards.
F. Site updates: Sunset site—Linda O'Mary--14 parents at parent meeting. End of year field trip
will be a BBQ for all classes, will have booths and activities for the children on May 23.
Central—Brigette Nichol—lots of confusion regarding graduation/and end of year activities.
3
Home Base--doing graduations separately
Brentwood site—Mickey's Grove
VOTE UNANIMOUS
C. East County RFP--GOP or Delegate agency--Table to next meeting
D. Economic Opportunity Council membership--Table to next meeting
E.Approval of Fundraisers--Standing Item
MOTION TO APPROVE FUNDRAISING AS STANDING ITEM ROSEMARY/MARIE
VOTE UNANIMOUS
F. Approval of Draft Personnel Policies and Procedures--See above--approved earlier
IX. Set date and time of next meeting--Meeting date needs to be moved up to approve plan for
restructuring--
MOTION TO APPROVE NEXT MEETING DATE OF THURSDAY, MAY 9 AT 10:00
ZOE/ELMIRA VOTE UNANIMOUS
Lost quorum---council chose to approve critical items and table all others.
X. Meeting adjourned--12:20 pm
Minutes respectfully submitted,
minutes typed by,
Julie Rafighi
Clerk
1
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HEAD START POLICIES & PROCEDURES
PERSONNEL
TABLE OF CONTENTS
1 Probationary Period 1
2 Personnel Transactions: Promotion 3
3 Personnel Transactions: Assignment and Reassignment 4
. 4 Dismissal, Suspension and Reduction 5
5 Suspension 7
6 Appeals Regulations Concerning Promotional Exams 8
7 Merit Board Meetings 10
8 Position Classification: Classification Plan 11
9 Selection Procedures and Examinations 12
10 Selection Procedures: Promotion By Reclassification Without
Examination 14
11 Selection Procedures: Competitive Selection Procedures 15
12 Promotional Qualification Appraisal Board Examination Appeals 16
13 Selection Procedures: Criminal History Information 19
14 Employment and Reemployment List: Establishment and
Preparation of Employment Lists 21
15 Certification: Request for Personnel 23
16 Appointments: After Certification 25
17 Layoff. Grounds for Layoff 27
18 Pre-employment Health Examinations 28
19 Prohibited Discrimination 29
20 Payroll Certification 30
21 Transfers 31
22 Salaries and Other Compensation 32
23 Class and Other Changes 33
24 Salary 35
25 Management 2.5% Longevity Pay Plan 37
26 Payroll Procedures 38
27 General Conditions of Employment 40
28 Travel and Mileage 42
29 Advance Amount for Travel 43
30 Service Recognition 44
31 Appointments: Fixed Terms 45
32 Deep Class Reassignments 46
33 Exempt Appointees' Merit System Status Retention 47
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1 1
34 Conflict of Interest 48
35 Identification Cards 50
36 Days and Hours of Work 51
37 Performance Evaluation and Performance Rating 53
38 Union Membership 55
39 Seniority 56
40 Political Activities 57
41 Lawsuits Against the County and County Employees 58
42 Employment Discrimination Complaints 59
43 Outside Employment 60
44 Emergency Procedures 61
45 Salary Differentials 64
46 Employee Expense Reimbursement 65
47 Employee Benefits 66
48 Employee Services 67
49 Vehicle Use 68
50 Use of County Facilities 69
51 Alcohol and Drug Abuse 70
52 Use of County Communication Services 72
53 Career Development Opportunities 73
54 Rules of Conduct 76
55 Community Relations 78
56 Grievance Procedure: Community Services Department 79
57 Grievance Procedure: Grantee/Executive Director 81
58 Child Abuse Reporting 83
59 Temporary Appointments 84
60 Employee Relations 85
61 Unemployment Compensation 86
62 Reimbursement of Expenses 87
63 Employee Counseling Program 88
64 Management Paid Personal Leave 89
65 State Disability Insurance Coverage 90
66 Qualification Requirements for Positions 91
67 Analysis of Staff Needs 92
68 Nepotism 93
69 Gift Acceptance 94
70 Approval of New Policies and Revisions 95
71 Files and Records System 97
72 Equal Employment Opportunity 98
73 Contra Costa County Head Start Policy Council Affirmative Action
Plan 99
74 Social Security 100
75 Solicitation of Goods 101
76 Employee Absence 102
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77 Sexual Harassment Policy 103
78 Staff Assignments 104
79 Procurement of Supplies 105
80 Hiring/Firing of Head Start Staff 106
81 Hiring of Head Start Grantee Operated Program Staff 108
82 Grantee Operated Program and Delegate Agencies 110
83 Reporting Status: Policy Council and Committees 111
84 Fingerprinting 112
85 Short Term Contract Employees 113
86 Professional Licenses 115
87 Professional Liability Insurance 116
88 Additional Information 117
89 Recruiting Disabled Persons 118
90 Confidentiality 119
91 Hiring of Component Staff by Delegate Agencies 120
92 Amendment Procedure 121
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CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 1
PROBATIONARY PERIOD
Performance Objective: The probationary period is the final phase of the examination process
and is utilized by the appointing authority for the effective adjustment of the new employee, and
for the termination of an employee whose performance is unsatisfactory.
Operational Procedure:
I. All appointments, whether for original entrance or promotion, are subject to a probationary
period.
2. Probationary periods may not be less than six months not more than two years.
Probationary.periods in excess of six months may be requested by an appointing authority
but are subject to approval by the Director of Personnel for specific classifications.
3. Only new appointees to positions in a classification shall be subject to the changed
probationary periods.
4. The probationary period commences from the date of appointment. For more information on
time included, see the Personnel Management Regulations, Part 9, Section 903.
5. Employees laid off during probation may be required to complete only the balance of the
probation period upon re-employment. See the Personnel Management Regulations, Part 9,
Section 904.
6. A probationary employee may be rejected from service at any time. See the Personnel
Management Regulations, Part 9, Section 905.
7. Conditions to regular appointment of probationary employees apply. See the Personnel
Management Regulations, Part 9, Section 906.
8. For the timing of the probation report, see the Personnel Management Regulations, Part 9,
Section 907.
9. During the third month and during the final month of a permanent employee's six-month
probation period, a performance evaluation report is completed by the supervisor and
discussed with the employee. See the Personnel Management Regulations, Part 9, Section
907.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
1
10. Notwithstanding any other provisions of this article, an employee rejected during the
probationary period from a position in the Merit System to which the employee had been
promoted may be restored to a position in the classification in the department from which
the employee was promoted. See the Personnel Management Regulations, Part 9, Section
909.
11. An employee who has achieved permanent status in the class before layoff and who
subsequently is appointed from the layoff list and then rejected during the probationary
period shall be automatically restored to the layoff list, unless discharged for cause, if the
person is within the period for layoff eligibility. For further information on restoration of
eligibility, see the Personnel Management Regulations, Part 9, Section 910.
12. For the probationary period for laid off employees, see the Personnel Management
Regulations, Part 9, Section 911.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
2
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 2
PERSONNEL TRANSACTIONS: PROMOTION
Performance Objective: Promotion moves a permanent employee from one position to
another position in a class allocated to a salary range for which the top step is higher than the
top step of the class which the employee formerly occupied except as otherwise provided for in
these rules.
Operational Procedure:
1. Promotion to a permanent position shall be done by competitive examination as provided in
the Personnel Management Regulations, Part 5.
2. Upon the request of an appointing authority, the Director of Human Resources determines
whether an examination is to be conducted on a promotion only, promotional and open, or
open only basis.
3. To qualify for a promotional examination, persons must have probationary or permanent
status and must possess the minimum qualifications for the class on or before the final filing
date for the examination.
4. .Names of persons who separate, except by layoff, shall be removed from promotional
employment lists.
5. For appealing from denial of promotion in flexibility staffed positions, probation status, and
promotional opportunities, see the Personnel Management Regulations, Part 10, Section
1002.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
3
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CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 3
PERSONNEL TRANSACTIONS: ASSIGNMENT AND REASSIGNMENT
Performance Objective: The appointing authority may assign an employee from one position
to another position in the same class within the Department.
Operational Procedure:
1. For transfers, seethe Personnel Management Regulations, Part 10, Section 1004.
2. For demotions, see the Personnel Management Regulations, Part 10, Section 1005.
3. For leaves of absence without pay, see the Personnel Management Regulations, Part 10,
Section 1006.
.4. For military leave, see the Personnel Management Regulations, Part 10, Section 1007.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
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CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 4
DISMISSAL, SUSPENSION AND REDUCTION
Performance Objective: The tenure of every officer or employee holding permanent status in
a position in the merit system or in a Project classification shall be during good behavior and the
rendering of efficient service, but any such officer or employee may be dismissed, suspended
or reduced in rank or compensation for cause.
Operational Procedure:
1. The separation of any employee holding a position in the Merit System or in a Project
classification shall comply with these Regulations, and shall be reported to the Personnel
Department in the manner and on the forms prescribed. See the Personnel Management
Regulations, Part 11, Section 1101.
2. The appointing authority may dismiss, suspend, or demote any employee for cause:The
following are sufficient causes for such action; the list is indicative rather than inclusive of
restrictions and dismissal, suspension or demotion may be based on reasons other than
those specifically mentioned:
A. Absence without leave;
B. Conviction of any criminal act involving moral turpitude;
C. Conduct tending to bring the merit system into disrepute;
D. Disorderly or immoral conduct;
E. Incompetence or inefficiency;
F. Insubordination;
G. Being at work under the influence of liquor or drugs, carrying onto the premises liquor or
drugs or consuming or using liquor or drugs during work hours and/or on County
premises;
H. Neglect of duty;
I. Negligent or willful damage to public property or waste of public supplies or equipment;
J. Violation of any lawful or reasonable Regulations or order given by a supervisor or
department head;
K. Willful violation of any of the provisions of the Merit System Ordinance or the Personnel
Management Regulations;
L. Material and intentional misrepresentation or concealment of any fact in connection with
obtaining employment;
M. Misappropriation of County funds or property;
Approved, Policy Council:April 18, 1996 Approved, Board of Supervisors:
5
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N. Unreasonable failure or refusal to undergo any physical, medical and/or psychiatric
exam and/or treatment authorized by these Regulations;
O. Dishonesty or theft;
P. Excessive or unexcused absenteeism and/or tardiness;
Q. Sexual harassment including but not limited to unwelcome sexual advances, requests
for sexual favors, and other verbal or physical conduct of a sexual nature, when such
conduct has the purpose or effect of affecting employment decisions concerning an
individual, or unreasonably interfering with an individual's work performance, or creating
an intimidating or hostile working environment.
3. For separations of the disabled, see Personnel Management Regulations, Part 11, Section
1105.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
6
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 5
SUSPENSION
Performance Objective: Suspensions are without pay and shall be for cause or disability.
Operational Procedure:
1. Before taking action to dismiss, suspend, or demote an employee, the appointing authority
must ensure that the employee receives a Notice of Proposed Action or Skelly Notice. See
the Personnel Management Regulations, Part 11, Section 1108.
2. An appointing authority may dismiss, suspend, or reduce in rank or compensation an officer
or employee having permanent status in a position in the Merit System or in a Project
classification. See the Personnel Management Regulations, Part 11, Section 1110.
3. Orders of dismissal, suspension, or demotion are filed with the Director of Personnel. See
the Personnel Management Regulations, Part 11, Section 1111.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
7
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CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 6
APPEALS REGULATIONS CONCERNING PROMOTIONAL EXAMS
Performance Objective: Employees may appeal to the Appeals Officer from decisions of the
Director of Personnel in promotional examinations.
Operational Procedure:
1. Employees may appeal to the Appeals Officer from decisions of Director of Personnel in
promotional examinations under the following Regulations:
A. Disqualification of Applicants (see the Personnel Management Regulations, Part 4,
Section 404);
B. Review, Audit, Protest and Appeals Procedures (see the Personnel Management
Regulations, Part 5, Section 513);
C. Review of Written Test Key (see the Personnel Management Regulations, Part 5,
Section 514);
D. Review of Written Test Paper (see the Personnel Management Regulations, Part 5,
Section 515);
E. Appeals from Selection Procedures, except ratings received from promotional
Qualifications Appraisal Boards which may be appealed to an Examination Appeal
Committee as provided for in Regulations 517;
F. Removal of Names from Lists (see the Personnel Management Regulations, Part 6,
Section 610).
2. Appeals are limited to the grounds provided for in the above Regulations,.
3. Appeals must be in writing and must be filed by appellant with the Director of Personnel
within five business days of the mailing of the Director's decision.
4. No appeal will be considered unless it contains specific allegations of fact citing the exact
cause and the relief requested.
5. Decisions of the Appeals Officer as to examinations are limited to adjustments of any item
or portion of the test which do not have the effect of setting aside the test as a whole,
awarding a passing score, or permitting the appellant to retake the test.
6. The Appeals Officer must consider the fairness of possible relief to all the other competitors
in the examination.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
8
7. The decision of the Appeals Officer is final, and shall be transmitted in a written report to the
Director of Personnel.
8. The Appeals Officer shall be appointed by the Board of Supervisors.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
9
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 7
MERIT BOARD MEETINGS
Performance Objective: All Merit Board meetings and hearings shall be open to the public,
provided that the Merit Board may adjourn to executive session when permitted by law.
Operational Procedure:
1. The Merit Board has the right to power of subpoena as provided in the Personnel
Management Regulations, Part 2, Section 214.
2. Witnesses are responsible for fees and/or expenses in relation to their connection with the
Merit Board. See the Personnel Management Regulations, Part 2, Section 215.
Approved, Policy Council: April 18, 1996 Approved,Board of Supervisors:
10
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 8
POSITION CLASSIFICATION: CLASSIFICATION PLAN
Performance Objective: A classification plan is prepared and maintained by the Director of
Human Resources
Operational Procedure:
1. The classification plan is based on the needs of County service and provides for the
allocation, reallocation, or reclassification of all positions.
2. Specifications for each class of positions shall include:
A. The class title;
B. A definition of the class, indicating in terms of duties and responsibilities, the kinds of
positions to be included;
C. A statement of distinguishing characteristics of the class;
D. A statement of the tasks typically performed in positions allocated to the class;
E. Minimum qualifications, additional qualifications required for examination in the class,
and which minimum qualifications may specify education, experience, knowledge, skills,
abilities, personal traits or physical characteristics.
3. Classification plans may be amended. See the Personnel Management Regulations, Part 3,
Section 302.
4. Positions are allocated to the classes into which the duties and responsibilities of the
positions most neatly fit. See the Personnel Management Regulations, Part 3, Sections 303
and 304.
5. The status of employee changes in accordance with reallocations or reclassifications. See
the Personnel Management Regulations, Part 3, Section 305.
6. Class specifications must be interpreted as provided in the Personnel Management
Regulations, Part 3, Section 306.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
11
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CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 9
SELECTION PROCEDURES AND EXAMINATIONS
Performance Objective: The Director of Personnel shall make public announcements of all
examinations and will determine the extent to which the examination will be publicized,
commensurate with factors such as the availability of qualified candidates, number of projected
positions to be filled, examination considerations and the County Equal Employment
Opportunity Policy.
Operational Procedure:
1. Examination announcements are posted for a minimum of five (5) days in appropriate
County Work locations. Announcements must include:
A. Information concerning the time for filing applications;
B. A description of the duties and responsibilities of the class;
C. Minimum qualifications and any additional qualifications;
D. Compensation;
E. A general description of conditions, including methodology and relative weights
assigned to steps of the examination.
2. No person shall be admitted to examinations except upon application as provided in the
Personnel Management Regulations, Part 4, Section 402.
3. Veterans' preference credit is available for eligible persons. See the Personnel
Management Regulations, Part 4, Section 403.
4. The Director of Personnel may disqualify, refuse to examine, remove from the eligibility list,
or refuse to certify an applicant. See the Personnel Management Regulations, Part 4,
Section 404.
5. Appointments to positions are by competitive examination except as otherwise provided.
See the Personnel Management Regulations, Part 5, Section 501.
6. The Director of Personnel may determine that the use of competitive examination
procedures to fill one or more vacancies is impractical and may suspend competition and
authorize direct appointment. See the Personnel Management Regulations, Part 5, Section
502.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
12
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7. The Director of Personnel assigns weights to each Part of the examination which will be
included in the examination announcement. See the Personnel Management Regulations,
Part 5, Section 505.
8. Certain questions are prohibited during the examinations. See the Personnel Management
Regulations, Part 5, Section 506.
9. Random selection may be authorized by the Director of Personnel. See the Personnel
Management Regulations, Part 5, Section 507
10. The Director of Personnel may waive competitive testing in specific circumstances. See the
Personnel Management Regulations, Part 5, Section 508.
11. The Director of Personnel designates the places where, when, and the conditions under
which examinations are conducted. See the Personnel Management Regulations, Part 5,
Section 509.
12. All methods and procedures for administering examinations will comply with reasonable
standards of fairness. See the Personnel Management Regulations, Part 5, Section 510.
13. Interviews of examinees by the Qualifications Appraisal Board shall be recorded by means
of electronic recording equipment. See the Personnel Management Regulations, Part 5,
Section 511.
14. Examinations are scored and final grades are determined fairly and in accordance with the
Personnel Management Regulations, Part 5, Section 512.
15. Persons competing in examinations may appeal from the ratings received. See the
Personnel Management Regulations, Part 5, Section 513 and Section 516.
16. Candidates have the right to review copies of the written test key and test paper after the
examination is completed. See the Personnel Management Regulations, Part 5, Section
514 and Section 515.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
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CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 10
SELECTION PROCEDURES: PROMOTION BY RECLASSIFICATION WITHOUT
EXAMINATION
Performance Objective: Employees may be promoted from one classification to a higher
classification without examination and the employee's position may therefore be reclassified.
Operational Procedure:
1. An evaluation of the position must show that the duties and responsibilities have
significantly increased and constitute a higher level of work.
2. The employee in the position must have performed at the higher level for a least six months.
3. An employee who is in a flexibly staffed occupational series, who has occupied the position
in the lower class, or who has performed the work of the lower class for at least six months
may be promoted from one classification to a higher classification without examination.
Under circumstances deemed appropriate by the Director of Human Resources, the six
months requirement may be waived upon the request of the appointing authority.
4. The employee must meet the minimum qualifications for the higher classification.
5. The action must have the recommendation of the appointing authority and the approval of
the Director of Human Resources and Policy Council. The appropriate rules regarding
probationary status and salary on promotion apply.
6. A record of such certifications will be maintained by the Personnel Department.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
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CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 11
SELECTION PROCEDURES: COMPETITIVE SELECTION PROCEDURES
Performance Objective: The Director of Human Resources designates selection procedures.
Operational Procedure:
1. Selection procedures may include written tests, oral tests, performance tests, physical
agility tests, assessment centers, training, and experience evaluations, any combination of
these, or others.
2. Selection procedures must be practical,job related, and constructed to sample the
knowledge, skills, abilities, and/or the personal attributes required for successful job
performance.
3. Policy Council may review the County's selection'procedures if there is cause for concern
with the relevance of Head Start selection procedures.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
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CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 12
PROMOTIONAL QUALIFICATION APPRAISAL BOARD EXAMINATION APPEALS
Performance Objective: Competitors have the right to appeal Qualification Appraisal Board
ratings.
Operational Procedure:
1. Competitors in promotional examinations may appeal Qualification Appraisal Board ratings
to an Examination Appeal Committee on the basis of fraud, bias, or erroneous interpretation
of the minimum qualifications. See the Personnel Management Regulations, Part 5, Section
516 for further grounds for appeal.
2. The decision of the committee regarding the competitor's rating shall be final.
3. Appeals must be written and filed with the Director of Personnel within the time limits
expressed under the Personnel Management Regulations, Part 5, Section 516. No appeal
may be considered unless it contains specific.al legations of fact which, if true, justify
correction of the examination ratings.
4. For information on the selection and composition of the Examination Appeal Committees
see the Personnel Management Regulations, Part 5, Section 517.
5. A panel member whose Participation in committee hearings is not in the best interest of the
Merit System may be removed from the committee by the Director of Personnel after:
A. The allegations regarding member's conduct have been investigated by the Director of
Personnel, and
B. the employee and the nominating group have been provided with the reasons, in writing,
for the removal, and
C. the employee has been given the opportunity to respond to the allegations.
6. A single Examination Appeal Committee consisting of three members shall be convened by
the Personnel Department to hear all appeals from a single examination step. Subject to the
following provisions for replacement pursuant to which additional selections may be
required, one person shall be selected from the management nominees, one from the
employee organization nominees, and one from the combined panel, using random
selection by jury box.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
16
An alternate from each nominating group will also be selected in the event a committee
member is otherwise disqualified. Persons shall be replaced if they are unable to serve, are
an employee from the same department in which an appellant is employed, an applicant for
the examination to be considered, a person who assisted n the design and construction of
the examination, a person in the same bargaining unit as the appellant, or for any other bias
or conflict of interest as determined by the Director of Personnel. All names will be returned
to the panel for the next committee selection except persons currently committed to serve
on a committee.
7. An Examination Appeal Committee will select one of its members as chairperson, who will
conduct the meetings of the committee and rule upon questions concerning evidence or
procedure. The committee will conduct informal administrative hearings on the appeals and
formal procedures. Rules of evidence shall not apply.
8. The committee will meet, hear, and decide the appeal as soon as possible following receipt.
The committee may agree to postpone a hearing if an appellant cannot appear for good
cause, but only on such postponement shall be allowed. Otherwise, the committee will
consider and decide appeals on the written submission.
9. An employee may request before a hearing begins that a member of the committee be
disqualified for good cause. The committee will meet in private to consider the request. The
member for whom the disqualification is requested may withdraw voluntarily or will be
replaced unless the other two members of the committee consider the request invalid. In the
event of disqualification, the hearing will proceed as soon as possible with one of the
alternates selected from the panel.
10. The committee will receive and consider oral and documentary evidence from the appellant,
the appellant's representative, the Personnel Department, and any witnesses. Attorneys
may not represent the appellant nor the Personnel Department.
11. The committee will consider the merits of each case only with respect to the grounds for
appeal allowed by"Appeal From Other Selection Procedure" and asserted by the appellant.
It must consider the fairness of possible relief to all the other competitors in the
examination. If the committee grants an appeal, it may determine only that the appellant is
awarded a lowest passing rating, that the appellant be allowed to retake the examination, or
that the lowest rating should be eliminated from the scoring.
12. The committee will be assisted by an employee in the Personnel Department who will keep
a record of its proceedings consisting of the written appeal, other written submissions, and
the committee's decision, including the votes of the committee members.,
13. Committee meetings normally will be held during regular weekday business hours.
Committee members, appellants, and witnesses who are County employees will be excused
from work with pay as necessary to attend committee meetings. If hearings are lengthy,
meetings may run after regular business hours or be scheduled after business hours, and
nominees must be willing to serve on that basis. Overtime will not be paid. The County will
pay or provide for necessary transportation or meals under general administrative
guidelines or under the memorandum of understanding provisions that apply t the
employee's representation unit.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
17
14. A competitor receiving a disqualifying score in the qualifications appraisal Part of the
examination may audit that portion. See the Personnel Management Regulations, Part 5,
Section 518.
15. Examination papers, eligible lists, applications, and other records pertaining to examinations
are open for inspection under the conditions set forth in the Personnel Management
Regulations, Part 5, Section 519.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
18
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 13
SELECTION PROCEDURES: CRIMINAL HISTORY INFORMATION
Performance Objective: The Director of Human Resources, in consultation with the appointing
authority, designates job classifications or positions within job classifications for which a review
of criminal history information is a condition of employment.
Operational Procedure:
1. The designations will be based on the relationship of criminal convictions to the
qualifications, responsibilities, duties, and sensitivity of the job classifications or positions,
including applicable statutory requirements.
2. The designations will include a determination as to whether criminal convictions will
preclude appointment or whether the Director of Human Resources may certify candidates
with criminal convictions for appointment, with consideration to:
A. The nature and seriousness of the offense;
B. The circumstances under which the offense occurred;
C. When the offense took place;
D. Age of the person at the time the offense was committed;
E. The offense within the context of the total pertinent criminal history record (isolated or
repeated violation); and
F. Evidence of rehabilitation.
3. When a class or position has been designated as requiring a review of criminal history
information, any appointment to the class or position shall be contingent on a review by the
Director of Human Resources and the appointing authority, of criminal history information
not disclosing conviction of crimes which preclude employment.
4. The Director of Human Resources may suspend an applicant from an employment list when
the applicant has been charged with a crime in which a conviction would preclude
employment until disposition of the charges.
5. The Director of Human Resources and the appointing authority shall obtain and review
criminal history information concerning incumbents of designated job classifications or
positions when:
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
�4
A. In the opinion of the Director of Human Resources or the appointing authority, there is
reason to believe that such information exists and that it is material to the competence
of the employee in question;
B. Upon re-appointment to county service after resignation or separation; or
C. Upon application for employment to a classification other than that held at the time this
Regulations is promulgated.
6. The Director of Human Resources and the appointing authority are authorized to seek and
obtain access to state summary criminal history information from the Attorney General
respecting all applicants for or incumbents in job classifications or positions designated as
requiring a review of criminal history information.
7. The Director of Human Resources is authorized to require that applicants and employees
be fingerprinted for the purpose of obtaining criminal history records. The County will bear
the cost of fingerprinting and obtaining criminal history records.
8. The Director of Human Resources and designees must maintain custody and control of
criminal history records obtained to carry out this Regulations. The records will be
accessible only to the Director of Personnel, the Appointing Authority,County Administrator,
County Counsel plus designees, persons to whom the records pertain, or to a person
authorized access in writing by the person to whom the record pertains. Criminal history
records shall be retained for a period required by State and Federal law. After such time,
the criminal history records shall then be destroyed.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
20
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 14
EMPLOYMENT AND REEMPLOYMENT LIST: ESTABLISHMENT AND
PREPARATION OF EMPLOYMENT LISTS
Performance Objective: The Director of Human Resources establishes and maintains
employment lists, reemployment lists, and layoff lists.
Operational Procedure:
1. The Director of Human Resources prepares records and results of the examinations. See
the Personnel Management Regulations, Part 6, Section 602.
2. Final scores are rounded to the nearest hundredths of a point. See the Personnel
Management Regulations, Part 6, Section 603.
3. Identical scores must be ranked in order. See the Personnel Management Regulations, Part
6, Section 604.
4. The Director of Human Resources designates and prepares employment lists from
examinations. See the Personnel Management Regulations, Part 6, Section 605.
5. Veterans' Preference Credits apply to open employment lists. See the Personnel
Management Regulations, Part 6, Section 606.
6. Seniority Credits apply to promotional examinations for represented classifications. See the
Personnel Management Regulations, Part 6, Section 607.
7. Employment lists continue in force for a period of time determined by the Director of Human
Resources. See the Personnel Management Regulations, Part 6, Section 608.
8. The Director of Human Resources may revise employment lists if an error has occurred.
See the Personnel Management Regulations, Part 6, Section 609.
9. The Director of Human Resources may remove the names of eligible persons from a list.
See the Personnel Management Regulations, Part 6, Section 610.
10. Affected eligible persons are notified by mail of changes in lists. See the Personnel
Management Regulations, Part 6, Section 611.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
21
I 1. A person may request placement on a re-employment list. See the Personnel Management
Regulations, Part 6, Section 613.
12. A person's name is placed on the layoff list from which that person has been removed in
accordance with the Personnel Management Regulations, Part 6, Section 614.
13. Names of persons on layoff lists and re-employment lists are ordered as in the Personnel
Management Regulations, Part 6, Section 615.
14. Names of persons on layoff list and re-employment lists stay listed for two years. See the
Personnel Management Regulations, Part 6, Section 616.
15. Names of persons on layoff list and re-employment lists may be removed. See the
Personnel Management Regulations, Part 6, Section 617.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
22
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 15
CERTIFICATION: REQUEST FOR PERSONNEL
Performance Objective: The appointing authority notifies the Director of Human Resources of
vacancies to be filled.
Operational Procedure:
1. Whenever a vacancy is to be filled, the appointing authority submits a personnel request to
the Director of Human Resources as long in advance as possible.
2. The names of persons eligible for appointment to positions in a class to which a vacant
position is allocated or is being reclassified shall be referred by the Director of Human
Resources subject to such transfers, demotions, or other alternate provisions as may be
applicable.
3. The appointing authority makes personnel requests. See the Personnel Management
Regulations, Part 7, Section 702.
4. Provisional appointments are continuously requested for certification of eligible persons for
permanent appointment. See the Personnel Management Regulations, Part 7, Section 703.
5. The Director of Human Resources is responsible for certifying names of those entitled to
certification. See the Personnel Management Regulations, Part 7, Section 704.
6. The certification of names from employment lists is ordered. See the Personnel
Management Regulations Part 7, Section 705.
7. Names are certified on each request for personnel in the order prescribed in the Personnel
Management Regulations, Part 7, Section 706.
8. Layoff lists contain the names of persons laid off, displaced, demoted by displacement,
voluntarily demoted, or transferred in lieu of layoff or displacement. See the Personnel
Management Regulations, Part 7, Section 707.
9. Names may be certified from re-employment lists. See the Personnel Management
Regulations Part 7, Section 708.
Approved,Policy Council: April 18, 1996 Approved, Board of Supervisors:
23
10. Names may be certified from continuous lists. See the Personnel Management Regulations,
Part 7, Section 709.
11. Limits to certification area enforced. See the Personnel Management Regulations, Part 7,
Section 710.
12. Names to be certified for management classes may be referred in rank order. See the
Personnel Management Regulations, Part 7, Section 711.
13. The Director of Human Resources may authorize certification of eligibles with special
qualifications. See the Personnel Management Regulations, Part 7, Section 712.
14. The Director of Human Resources may authorize certification of persons eligible in flexibly
staffed positions on a departmental basis. See the Personnel Management Regulations,
Part 7, Section 713.
15. The Director of Human Resources may authorize certification of incumbents eligible from
appropriate lists on a departmental basis. See the Personnel Management Regulations,
Part 7, Section 714.
16. Eligible persons who have been employed for at least twelve months in temporary positions
may be certified. See the Personnel Management Regulations, Part 7, Section 715.
17. The Director of Human Resources may certify Manpower Trainees. See the Personnel
Management Regulations, Part 7, Section 716.
18. Eligible persons must be notified of their certification by mail. See the Personnel
Management Regulations, Part 7, Section 717.
19. Certification or appointments may be waived by eligible persons. See the Personnel
Management Regulations, Part 7, Section 717.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
24
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 16
APPOINTMENTS: AFTER CERTIFICATION
Performance Objective: Appointments are signed by the appointing authority and the Director
of Human Resources.
Operational Procedure:
1. Upon receipt of the certification of eligible persons, the appointing authority contacts the
persons certified and offers to interview them.
2. The appointing authority may examine applications, examination records, and any reports of
background investigation of the eligible person certified.
3. The appointing authority may conduct any additional investigations or tests of fitness which
are job related.
4. Appointments may be subjected to a probation period. See the Personnel Management
Regulations, Part 8, Section 802.
5. Appointments to permanent positions from which another employee has been granted a
leave of absence are subject to the return of the employee on leave. See the Personnel
Management Regulations, Part 8, Section 803.
6. Permanent positions in trainee classes shall be so designated. See the Personnel
Management Regulations, Part 8, Section 804.
7. Employees with promotional probation status have the right to displace into positions in the
department. See the Personnel Management Regulations, Part 8, Section 805.
8. Any appointment to a permanent position in the Merit System of a person not on an
appropriate employment list is a provisional appointment except as otherwise provided. See
the Personnel Management Regulations, Part 8, Section 806.
9. Appointments to permanent-intermittent positions are permanent. See the Personnel
Management Regulations, Part 8, Section 807.
10. Temporary appointments last for a limited period of time and are paid on an hourly basis.
See the Personnel Management Regulations, Part 8, Section 809.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
�.S
11. The appointing authority may appoint a person without reference to employment lists in the
case of an emergency. See the Personnel Management Regulations, Part 8, Section 809.
12. Fixed term positions are positions designated by ordinance and unrepresented position
designated by the Director of Human Resources. See the Personnel Management
Regulations, Part 8, Section 810.
13. All appointments in the Merit System shall be promptly reported to the Director of Human
Resources. See the Personnel Management Regulations, Part 8, Section 811 and
Supplemental
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
26
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 17
LAYOFF: GROUNDS FOR LAYOFF
Performance Objective: Any employees with permanent status in positions in the Merit
System in a Project classification may be laid off.
Operational Procedure:
1. Grounds for layoff include:
A. Position becomes unnecessary;
B. Reasons of economy;
C. Lack of work;
D. Lack of funds;
E. Other reasons determined by the Board of Supervisors for abolishing the positions.
2. Sequencing of employees for layoff is ordered. See the Personnel Management
Regulations, Part 12, Section 1202.
3. Layoff sequencing may be displaced by class levels. See the Personnel Management
Regulations, Part 12, Section 1203.
4. Employees with higher seniority displace employees with less seniority. See the Personnel
Management Regulations, Part 12, Section 1204.
5. An employee's seniority is determined by length of service. See the Personnel Management
Regulations, Part 12, Section 1205.
6. Permanent employees may appeal from the application of layoff rules. See the Personnel
Management Regulations, Part 12, Section 1206.
7. Trainee and fixed term position incumbents may be separated. See the Personnel
Management Regulations, Part 12, Section 1207.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
27
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 18
PRE-EMPLOYMENT HEALTH EXAMINATIONS
Performance Objective: Each candidate for employment may be required to take a pre-
employment health examination.
Operational Procedure:
1. The Director of Human Resources administers the Pre-Employment Health Examination
Program with the advice of the Medical Consultant (the County Health Services Director).
See the Personnel Management Regulations, Part 13 Section 1301.
2. Persons who are handicapped as defined by Federal and State laws who are otherwise
qualified will be considered for employment. See the Personnel Management Regulations,
Part 13, Section 1304.
3. Health standards are established for job classifications. See the Personnel Management
Regulations, Part 13, Section 1304.
4. The pre-employment health examination is conducted by a Medical Consultant or
designated licensed physician who decides the health qualification or disqualification of a
candidate. See the Personnel Management Regulations, Part 13, Sections 1305, 1307.
5. Health examinations are given prior to the effective date of appointment. See the Personnel
Management Regulations, Part 13, Section 1306.
6. Candidates may request a review of the examination results. See the Personnel
Management Regulations, Part 13, Section 1308.
7. Medical examination records are retained by the Medical Consultant and remain
confidential. See the Personnel Management Regulations, Part 13, Section 1309.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
28
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 19
PROHIBITED DISCRIMINATION
Performance Objective: No person in, or seeking admission to, the Merit System or a position
in a Project classification shall be appointed, promoted, disciplined, reduced, removed, or in any
way favored, disfavored, or discriminated against because of political, religious, or union
activities, race, color, creed, national origin, sex, age, disability, sexual orientation, or other
unlawful discrimination.
Operational Procedure:
1. A person may file a complaint of unlawful discrimination with the County's Affirmative Action
Officer. See the Personnel Management Regulations, Part 14, Section 1402.
2. A person may file a complaint of unlawful discrimination with the Merit Board. See the
Personnel Management Regulations, Part 14, Section 1402.
3. The Community Services Department is an Equal Opportunity Employer. This statement
must appear on all public notices.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
29
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 20
PAYROLL CERTIFICATION
Performance Objective: The Director of Human Resources must approve the procedure and
forms for employee compensation.
Operational Procedure:
1. No payment of any salary, wage, or other compensation may be made to any county
employee holding any position in the Merit System or in a Project classification until the
proper form showing the name, classification, salary or wage rate, duration of service, and
the amount to be paid has been certified by the Director of Human Resources to be in
compliance with the Merit System ordinance and Regulations.
The Human Resources Department may check payroll procedures. See the Personnel
Management Regulations, Part 15, Section 1502.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
30
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 21
TRANSFERS
Performance Objective: Employees of Contra Costa County may transfer between and within County
agencies.
Operational Procedure:
1. Employees of other governmental subdivisions may transfer to County agencies. See the Personnel
Management Regulations,Part 16, Section 1602.
2. Project position employees may be included in the Merit System in accordance with the Personnel
Management Regulations,Part 16, Section 1603.
3. Policy Council must approve transfers into the program if such transfers represent new hires into the
Head Start Program.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
31
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 22
SALARIES AND OTHER COMPENSATION
Performance Objective: County employees are paid the salaries and o6er compensations
provided for by this resolution to compensate for services required of them by law or by virtue of
their offices.
Operational Procedure:
1. County employees are compensated in accordance with salary schedules and the allocation
of classes as provided by Board resolution or by other provisions of the Salary Regulations
Part 1, Section 1.2.
2. Part-time employees are compensated according to the Salary Regulations, Part 1, Section
1.3.
3. Employees working less than a full calendar month receive compensation according to the
Salary Regulations, Part I Section 1.5.
4. Except as otherwise provided, new employees are appointed at the minimum step of the
salary range established for the Particular class of positions to which appointments are
made. See the Salary Regulations, Part 1, Section 2.1.
5. Employees have anniversary dates for pay purposes as provided in the Salary Regulations,
Part 3, Section 3.1.
6. Salaries of employees are reviewed on the anniversary date for possible increments within
range. See the Salary Regulations, Part 3, Section 3.2.
7. Except as otherwise provided, increments within range will not be granted more frequently
than once a year. See the Salary Regulations, Part 3, Section 3.3.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 23
CLASS AND OTHER CHANGES
Performance Objective: Changes in salary, class, range, demotion, and other factors affect
employee compensation.
Operational Procedure:
1. Promoted employees receive a higher salary. See the Salary Regulations, Part 4, Section
4.1.
2. Demoted employees receive a lower salary. See the Salary Regulations, Part 4, Section
4.2.
3. Voluntary demotion affects salary. See the Salary Regulations, Part 4, Section 4.3.
4. The appointing authority may reduce the compensation of an employee. See the Salary
Regulations, Part 4, Section 4.4.
5. The appointing authority may Y-rate the salary of an employee as a reduction in
compensation. See the Salary Regulations, Part 4, Section 4.5.
6. The appointing authority may increase the salary of an employee whose salary has been
reduced. See the Salary Regulations, Part 4, Section 4.6.
7. Reclassification of positions affects salary ranges. See the Salary Regulations, Part 4,
Section 4.7.
8. Salaries are reallocated in relation to status, class, and range. See the Salary Regulations,
Part 4, Section 4.8.
9. Salary ranges are allocated according to classifications. See the Salary Regulations, Part 4,
Section 4.9.
10. An employee who is transferred from one position to another position in the same class will
be compensated at the same step in the salary range previously received. See the Salary
Regulations, Part 4, Section 4.10.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
33
11. Transfers from a different class with the same salary receive the same compensation. See
the Salary Regulations, Part 4, Section 4.11.
12. Transfers from a different class within five percent at the top step are compensated in
relation to steps. See the Salary Regulations, Part 4, Section 4.12.
13. Salaries of employees transferring from deep class positions are adjusted. See the Salary
Regulations, Part 4, Section 4.13.
14. The salary of employees who voluntarily demote reflects class levels. See the Salary
Regulations, Part 4, Section 4.14.
15. Whenever an employee transfers or voluntarily demotes and the salary step is set
according to Sections 4.13 and 4.14, the anniversary date will be established by the
promotional rules of Section 3.1. See the Salary Regulations, Part 4, Section 4.15.
16. Employees are entitled to receive higher pay for work in higher classifications. See the
Salary Regulations, Part 5 Section 5.1.
17. County employees are paid on designated dates. See the Salary Regulations, Part 6,
Section 6.1.
18. Advances are paid in an amount equal to one-third of the employee's basic monthly salary.
See the Salary Regulations, Part 6, Section 6.2.
19. The election of advance payment must be made on or before the last day of the month or
during the first month of employment. See the Salary Regulations, Part 6, Section 6.3.
20. Salary advances area subject to deductions. See the Salary Regulations, Part 6, Section
6.4.
21. Pay errors are corrected as soon as possible. See the Salary Regulations, Part 6, Section
6.5.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
34
b
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 24
SALARY
Performance Objective: Employee salaries are set according to procedures established by the
County Board of Supervisors and the Memorandum of Understanding as agreed to by the
Board and collective bargaining units.
Operational Procedure:
1. The Salary schedule and range of steps for Community Services Department classifications
is available in each work location.
2. New employees generally are appointed at the minimum step of the salary range
established for the Particular class of positions to which the appointment is made. The
appointing authority, however, may fill a Particular position at a step above the minimum of
the range.
3. Upon satisfactory completion of the probationary period, employees receive a salary
increase to the next step.
4. The performance of each employee, except those employees already at the maximum
salary step of the appropriate salary range, is reviewed on the employee's anniversary date
to determine whether the salary of the employee is to be advanced to the next higher step
in the salary range. Advancement is granted on the affirmative recommendation of the
appointing authority, based on satisfactory performance by the employee. The appointing
authority may recommend denial of the increment or denial subject to one additional review
at some specified date before the next anniversary, with the date set at the time the original
report is returned. This decision may be appealed through the Grievance Procedure.
5. Except as provided by County procedures, increments within range shall not be granted
more frequently than once per year, nor shall more than one step within range increment be
granted at one time, except as otherwise provided in deep class resolutions. Nothing may
be construed to make the granting of increments mandatory on the County. If an operating
department verifies in writing that an administrative or clerical error was made in failing to
submit the documents needed to advance an employee to the next salary step on the first of
the month when eligible, the advancement will be made retroactive to the first of the month
when eligible.
Approved,Policy Council:April 18, 1996 Approved, Board of Supervisors:
6. A Part-time employee is paid a monthly salary in the same ratio to the full-time monthly rate
to which the employee would be entitled as a full-time employee as the number of hours per
week in the employee's Part-time work schedule bears to the number of hours in the full-
time work schedule of the department.
7. Any employee who is appointed to a position of a class allocated to a higher salary range
than the class previously occupied, except as provided by County procedures, receives the
salary in the new salary range which is next higher than the rate received before promotion.
If this increase is less than five percent, the employee's salary is adjusted to the step in the
new range which is at least five percent greater than the next higher step, provided that the
next step does not exceed the maximum salary for the higher class.
8. Any employee who is demoted, except as provided under County procedures, will have the
salary reduced to the monthly salary step in the range for the class of positions to which he
or she has been demoted next lower than the salary received before demotion. If this
decrease is less than five percent, the employee's salary will be adjusted to the step in the
new range which is five percent less than the next lower step provided that the next step is
not less than the minimum salary for the lower class.
9. Whenever a demotion is the result of layoff, cancellation of positions or displacement by
another employee with greater seniority rights, the salary of the demoted employee will be
the step on the salary range which would have been achieved if the employee had been
continuously in the position to which he or she has been demoted, all within range
increments being granted.
10. Whenever any employee voluntarily demotes to a position in a class having a salary range
lower than that of the class from which he or she demotes, the salary remains the same if
the steps in the new demoted salary range permit. If not, the new salary is set at the step
next below the former salary.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
36
Al
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 25
MANAGEMENT 2.5% LONGEVITY PAY PLAN
Performance Objective: Certain designated classified, exempt and project management
employees and officials may receive a 2 1/2% longevity differential.
Operational Procedure:
1. Certain designated classified, exempt and project management employees and elected
officials whose classifications, or have been added thereto and who have completed ten
years of service for the County in either an appointive or elective capacity, are eligible to
receive a 2 1/2% longevity differential.
2. For purposes of determining ten years of service for this differential, the records utilized for
service award purposes will control.
3.
4. Approval of the appointing authority based on work performance is required prior to the
granting of the longevity differential.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
37
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 26
PAYROLL PROCEDURES
Performance Objective: Employees are compensated based on Merit System or Project
Classifications and other applicable factors.
Operational Procedure:
1. When an employee in a permanent position in the Merit System is required to work.in a
classification for which the compensation is greater than that to which the employee is
regularly assigned, the employee will receive higher compensation for work at the rate of
pay established for the higher classification, commencing on the eleventh work day of the
assignment, under the following operational procedures.
2. Certain designated classified, exempt, and project management employees and elected
officials whose classifications have been added thereto and who have completed ten years
of service for the County in either an appointive or elective capacity, are eligible to receive a
2 1/2% longevity differential. For purposes of determining ten years of service for this
differential, the records utilized for service award purposes will control. Approval of the
appointing authority based on work performance is required prior to the granting of the
longevity differential.
3. For permanent full-time and Part-time employees, the regular payday for each month is the
tenth of the following month. However, if employees sign a Salary Advance Request form,
they will be issued a salary (up to one-third of the gross salary) on the twenty-fifth of the
current month. The balance of the salary less deductions will be paid on the following tenth.
4. All permanent-intermittent employees are paid an hourly rate on the tenth and twenty-fifth of
the month. Payment on the twenty-fifth covers hours worked between the first and the
fifteenth of the month; payment on the tenth covers hours worked between the sixteenth
and the last day of the previous month.
5. When a payday falls on a weekend or holiday, payday is ordinarily the last workday before a
weekend or holiday. Unless otherwise specified, paychecks are delivered to the employee's
work station on payday. Employees who have a scheduled day off on payday may make
alternative arrangements for check pickup by contacting Administration before noon of the
preceding day.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
4
6. County employees are paid by a warrant drawn upon the County Treasury in favor of the
employee for the amount of salary due. County Warrant may be deposited or cashed in the
same manner as a check from a local bank.
7. Permanent salaried employees are allowed to have net pay normally reflected on their
regular paychecks automatically transferred into their account at Participating financial
institutions. Instead of a paycheck, Participating employees will receive a deposit receipt on
payday, similar to the paycheck stub delivered on the tenth of the month. This deposit
receipt identifies all earnings and deductions and indicates the amount of net pay forwarded
to the employee's bank or other financial institution.
8. In order to Participate in this program, employees must agree to deposit all net pay from
their regular tenth and twenty-fifth payrolls into a single account, pay a one time setup fee of
$5.00, and provide the Personnel Department with a deposit slip identifying the account to
be credited with employee deposits. Employees choosing to sign up for Automated Check
Depositing or desiring further information are encouraged to call the Personnel Department.
9. If an employee receives a pay warrant which has an error in the amount of compensation to
be received and if this error occurred as a result of a mistake by the Auditor-Controller's
Department, the error will be corrected and a new warrant issued within forty-eight working
hours from the time the department is aware of and verifies that the pay warrant is in error.
10. Pay errors found in employee pay area corrected as soon as possible as to current pay
rate, but no recovery of either overpayment, or underpayment to an employee shall be
made retroactively except for the six month period immediately preceding discovery of the
pay error. This provision applies regardless of whether the error was made by the
employee, by the appointing authority, by the Director of Human Resources, or by the
Auditor-Controller or designees.
11. Recovery of fraudulently accrued overpayment or underpayment area excluded from this
policy for both Parties.
12. When the County notifies an employee of an overpayment and proposed repayment
schedule and the employee chooses to meet with the County, a meeting will be held at
which time a repayment schedule will be determined. If requested by the employee, a Union
representative may be present at a meeting with management to discuss a repayment
schedule in the case of overpayment tot he employee.
13. Mandatory payroll deductions include: Federal and State income tax, social security,
retirement for permanent employees who work at least fifty percent of full time, State
disability insurance, Union dues, service fees, and/or conscientious objector contributions.
14. Voluntary payroll deductions include: deductions for charity donations to authorized
nonprofit foundations, deferred compensation programs, health, dental, and life insurance
plans, transfer of funds to Contra Costa County Employees Credit Union, and other types of
union sponsored programs.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
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CONTRA COSTA COUNTY
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PERSONNEL
POLICY 27
GENERAL CONDITIONS OF EMPLOYMENT
Performance Objective: Conditions of employment in this salary resolution apply to all
employment in positions whose compensation is provided by this resolution.
Operational Procedure:
1. Exceptions: Elected officers, modifications for employees occupying "live-in" positions and
other modifications as may be made by resolution.
2. The appointing authority is the department head or Executive Director. See the Salary
Regulations, Part 7, Section 7.2.
3. On-Call time is any period during which the employee is not actually on duty but must be
ready to immediately report for duty and be reachable by the superior on ten minutes' notice
or less. See the Salary Regulations, Part 8, Section 8.1.
4. The normal workweek for County employees is forty hours between 12:01 am Monday to
12:00 midnight Sunday, usually five eight-hour days. See the Salary Regulations, Part 8,
Section 8.2.
5. The "4-10" shift is an exception to the general rules in general salary resolution provisions.
See the Salary Regulations, Part 8, Sections 8.3 to 8.7.
6. Employees in permanent positions are entitled to vacations with pay. See the Salary
Regulations, Part 9, Section 9.1.
7. Employees in management classifications may choose reimbursement for up to one-third of
their annual vacation accrual. See the Salary Regulations, Part 9, Section 9.2.
8. Permanent employees are entitled to receive sick leave credits. See the Salary Regulations,
Part 9, Section 9.3.
9. Employees may receive extra pay for shift differentials. See the Salary Regulations, Part 11,
Section 11.1.
10. Employees with a valid vocational education credential and whose duties include teaching
in a vocational education project approved by the California State Department of Education
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
40
will receive a premium of five percent of their base salary rate. See the Salary Regulations
Part 11, Section 11.3.
11. All overtime is compensated at one rate. See the Salary Regulations, Part 12, Sections 12.1
and 12.2.
12. The County provides programs of insurance covering life, health, accident, disability, and
liability. See the Salary Regulations, Part 13, Section 13.1.
13. Living-in positions allow for charges for maintenance made in the amounts and in the
manner prescribed by Board of Supervisors resolutions whenever maintenance is provided
to an employee. See the Salary Regulations, Part 14, Section 14.1.
14. Permanent employees continue to receive full regular salary during any period of
compensable temporary disability absence. See the Salary Regulations, Part 15, Section
15.1.
15. County employees are compensated for the loss or damage of personal property. See the
Salary Regulations, Part 15 Section 15.2.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
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CONTRA COSTA COUNTY
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POLICY 28
TRAVEL AND MILEAGE
Performance Objective: County employees are allowed compensation for mileage.
Operational Procedure:
1. Subject to limitations elsewhere provided and upon rendering detailed expense accounts,
County employees are allowed their actual, reasonable, and necessary expenses in
performing official duties, including travel.
2. For such expenses of travel necessarily done by private automobile, unless provided
otherwise by Board of Supervisors resolution, employees are allowed thirty cents per mile
up through four hundred miles per month and sixteen cents per mile over four hundred.
3. The County Administrator promulgates Regulations, covering these matters and the
submission of these account claims to the Auditor-Controller.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
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CONTRA COSTA COUNTY
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POLICY 29
ADVANCE AMOUNT FOR TRAVEL
Performance Objective: Advance amounts for travel may be allowed County employees.
Operational Procedure:
1. County employees who travel beyond the territorial limits of this County on official business
are entitled to receive in advance of travel an amount equal to the estimated expenses to be
incurred.
2. If the advanced amount exceeds the amount of expenses actually and necessarily incurred,
the excess will be repaid to the County upon return of the employee.
1
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
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CONTRA COSTA COUNTY
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POLICY 30
SERVICE RECOGNITION
Performance Objective: A program of recognition for length of service in the employment of
Contra Costa County is established.
Operational Procedure:
1. A program of recognition for length of service in the employment of Contra Costa County is
established. See the Salary Regulations, Part 16, Section 16.1.
2. Service credits are accumulated in relation to length of service. See the Salary Regulations,
Part 16, Section 16.2.
3. Awards for service are made at intervals prescribed by the Board of Supervisors. See the
Salary Regulations, Part 16, Section 16.3.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
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CONTRA COSTA COUNTY
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POLICY 31
APPOINTMENTS: FIXED TERMS
Performance Objective: Fixed term positions are positions designated by Ordinance and
unrepresented positions designated by the Director of Human Resources.
Operational Procedure:
1. Appointments to these positions are for fixed terms subject to probationary requirements
and other provisions of the Merit System or to Project employees.
2. Appointments come from eligible lists and are subject to the conditions set forth in the class
specification.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
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CONTRA COSTA COUNTY
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POLICY 32
DEEP CLASS REASSIGNMENTS
Performance Objective: Deep class incumbents may be reassigned.
Operational Procedure:
1. Deep class incumbents are subject to reassignment to higher or lower responsibility levels
within the class, and to higher or lower base salary steps within the class, in accordance
with the work assignments.
2. Deep class work assignments are determined and may be modified by the appointing
authority.
3. Prior to a downward reassignment, the appointing authority advises the incumbent in writing
of the proposed action and reasons for the proposed action. The appointing authority
provides an opportunity for the incumbent to respond in five calendar days or the incumbent
may respond within ten calendar days of its filing with the Director of Human Resources.
See Salary Regulations, Part 18, Section 1802 and 1804.
4. A copy of the downward reassignment order is filed with the Director of Human Resources.
See Salary Regulations, Part 18, Section 1803.
5. Incumbents may appeal the reassignment order within seven calendar days to the Merit
Board. See Salary Regulations, Part 18, Section 1804.
6. Deep class reassignments apply to all management deep classes. See Salary Regulations,
Part 18, Section 1806.
7. For more information on deep classes, see Salary Regulations Part 20, Sections 20.1 to
20.4.
Approved, Policy Council: April 18,,1996 Approved, Board of Supervisors:
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CONTRA COSTA COUNTY
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POLICY 33
EXEMPT APPOINTEES' MERIT SYSTEM STATUS RETENTION
Performance Objective: Permanent employees excluded from the Merit System may retain
Merit System status and seniority.
Operational Procedure:
1. Whenever a Merit System employee having permanent status is appointed to a County
position excluded from the Merit System by ordinance, the employee will be considered on
a leave of absence from the Merit System position.
2. Employees retain all Merit System seniority and status for the class held immediately
preceding exempt appointments, unless the employee is terminated from the exempt
position for cause, as stated in the Regulations, adopted by the Board of Supervisors
governing separations.
3. In the case of termination from the exempt position for cause, the procedures for
separations and the rights of appeal apply. Termination for cause is automatically applicable
to both the exempt position and the Merit System position.
4. Unless separated for cause, an employee excluded from the Merit System whose exempt
appointment is terminated will automatically end the leave of absence from the Merit
System and revert to the class held immediately prior to the exempt appointment. This
reversion is governed by the Merit System rules on seniority and layoff. However,
displacement may occur only within the department in which the exempt appointment
occurred.
5. The provisions of this section do not apply to exempt appointments made by the Board of
Supervisors, exempt appointments serving at the pleasure of the Superior or Municipal
Judges, Exempt Medical Staff appointments, or appointments to project positions unless
specifically authorized by the Board of Supervisors.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
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POLICY 34
CONFLICT OF INTEREST
Performance Objective: Rules are established to reduce conflict of interest in the employment,
assignments, and conduct of County employees.
Operational Procedure:
1. No person shall hold a job while either that person or a member of the immediate family
serves on a board, council, committee, or other major policy-making body of the Grantee or
Delegate Agency which, either by rule or by practice, regularly nominates, recommends,
screens, or selects candidates for the Particular agency or program in which the person is
employed.
2. Members of the immediate family include: Brother, Brother-in-law, Daughter, Daughter-in-
law, Father, Father-in-law, Husband, Mother, Mother-in-law, Sister, Sister-in-law, Son, Son-
in-law, and Wife.
3. In the case in which a member of a board or other major policy-making body wishes to
apply for a staff position which would result in a conflict of interest, that person may only
apply for the position if the following procedures are observed:
A. The individual does not Participate in any way in the nomination, screening, or selection
process;
B. The vacancy is widely advertised and all qualified candidates are fully considered on an
equal basis;
C. The individual resigns from the board or other policy-making group immediately upon
notification of selection to the position, if selected.
4. In accordance with the Board of Supervisors, neither members of advisory boards,
commissions, committees, nor the Board of Supervisors itself shall seek to influence the
decision of an appointing authority on personnel matters.
5. Officials, Commissioners, and Committee members appointed by the Board of.Supervisors
shall adhere to the Political Reform Act of 1974 (Government Code, Sections 81,000 ff),
which provides that:
A. Local government should serve the needs and respond to the wishes of all citizens
equally, without regard to their wealth;
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
48
B. Public officials should perform their duties in an impartial manner, free from bias caused
by financial interest of themselves or their supporters; and
C. Public officials should disclose assets and income which may be materially affected by
their official actions, and in appropriate circumstances they should by disqualified from
acting in order to avoid conflicts of interest.
6. All officials should so conduct the public business as to avoid even any appearance of
conflict of interest.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
CONTRA COSTA COUNTY
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POLICY 35
IDENTIFICATION CARDS
Performance Objective: Employees in certain work units of some departments may be
required to have and wear in a highly visible place an official County Identification Card during
performance of official duties.
Operational Procedure:
1. Arrangements are made by the Human Resources Department and the immediate
supervisor for issuance of an identification card.
2. Identification cards must be returned to the Human Resources Department upon separation
from County service. Final salary warrants will not be issued until the cards are received.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
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CONTRA COSTA COUNTY
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POLICY 36
DAYS AND HOURS OF WORK
Performance Objective: The normal work week of County employees is forty hours between
12:01 am Monday to 12:00 midnight on Sunday, usually five eight-hour days.
Operational Procedure:
1. Where operational requirements of a department require deviation from the usual pattern of
five eight-hour work days per week, an employee's work hours may be scheduled to meet
these requirements. The Department Head shall prepare written schedules in advance to
support all deviations to encompass the complete operational cycle contemplated.
2. The work week for employees in the "4-10" shift is four ten-hour working days during a work
week consisting of any seven day period. If the County chooses to eliminate any existing "4-
10" shift, a substitute "5-8" shift, or if the County chooses to institute a "4-10" shift which
does not allow for three consecutive days off, the,County will meet and confer with the
Union prior to implementing a new shift.
3. An employee is entitled to two breaks during an eight-hour day. These are scheduled in
consultation with supervisors. Since breaks are taken on County time, employees are asked
to remain in the vicinity of the building or work site (within walking distance).
4. An employee is required to take a regularly scheduled lunch period. The lunch period is one
hour in length, and the employee may not work during this period except as specifically
directed by a supervisor. A lunch period may be less than sixty minutes as mutually agreed
to by both the employee and the department head.
5. Employees may be authorized leave with pay from work for vacation time.
6. Employees may be authorized leave with pay from work for approved holidays.
7. Provisions are made for employees doing jury duty or serving as witnesses in a court of law.
8. Employees may take up to two hours off of working time to vote in any statewide election.
9. Employees may attend meetings held by County agencies during regular working hours on
County time.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
10. Certain classified, exempt, and project management employees may be credited with five
days or forty hours of paid personal leave.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
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CONTRA COSTA COUNTY
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POLICY 37
PERFORMANCE EVALUATION AND PERFORMANCE RATING
Performance Objective: A uniform service rating system includes provisions for periodic
ratings of employees on the basis of performance for the purpose of effective personnel control
in such matters as promotions, transfers, demotions, termination, salary adjustments, rehiring,
and recommendations to future employers.
Operational Procedure:
1. Employees are evaluated within the first six (6) months of employment in accordance with
County probationary requirements.
2. A formal, written review of employees is completed annually.
3. Ongoing evaluation continues throughout employment.
4. The six-month probationary period is utilized as the final phase of the examination process.
It is used.by the appointing authority for the effective adjustment of new employees and for
termination of employees whose performance is unsatisfactory. For more information on the
probationary period, see the Personnel Management Regulations, Part 9, Section 901 and
902.
5. Employees are evaluated by their supervisors.
6. Evaluations are filed in the employee's personnel records.
7. Service ratings are done in a formal report by the immediate supervisor who is responsible
for the work of the employee being rated. Reports become a Part of the employee's
permanent personnel record.
8. Immediate supervisors rate individual employees on the basis of work performance,
efficiency, dependability, and adaptability. Service ratings are made on each employee at
the end of the probationary period and at the end of the first year of employment in the job
occupied and annually thereafter(or at a time established by the department).
9. An employee who receives an " unsatisfactory" rating is ineligible for a higher pay or job
rating until a "satisfactory" rating is received. Employees may be reassigned, demoted, or
discharged for receiving unsatisfactory ratings.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
10. Employees may review and discuss their service rating with the supervisor. Service ratings
may be reviewed by the employee as soon as possible after the supervisor prepares the
rating, but the rating may not be seen by unauthorized persons. After discussion, the
employee must sign the rating form. The signature indicates only that the employee had
discussed the rating with the supervisor.
11. Each employee shall receive a copy of the rating.
12. The primary function of supervisory personnel is guidance and improvement of the
- operation. Each supervisory visit shall be a positive approach to improvement and add to
the employee's contribution to the department.
13. The review of service ratings is done by the supervisor's supervisor or designee. The
reviewing official must:
A. Discuss the rating with the employee-,
B. Approve or disapprove the service rating;
C. Change the service rating, without formal appeal procedures, when in the interest of
sound administration; and
D. Upon request of the employee, provide an impartial review of the service rating.
14. If the employee is dissatisfied with the decision, the employee may appeal in writing within
ten days to the Director for an impartial review of the service rating. The Director or agents
shall render a written decision sustaining or modifying the rating to the employee within ten
days following the hearing.
15. If the employee is dissatisfied with the decision of the Director, the employee may within ten
days appeal the decision to the local authority for a review. This authority reviews the
appeal, rating, and Director's decision and renders in writing a decision to the employee
within ten days.
16. Policy Council must be involved in the decision if a recommendation to terminate an
employee is given. Policy Council must approve the termination in accordance with Head
Start Regulations.
Approved, Policy Council:April 18, 1996 Approved, Board of Supervisors:
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL -
POLICY 38
UNION MEMBERSHIP
Performance Objective: Contra Costa Count follows the State of California Legislature
adopting a set of codes pertaining to employer-employee relations for public agencies.
Operational Procedure:
1. The County Board of Supervisors recognizes collective bargaining units to represent certain
classifications of County employees to determine the wishes to be represented and by
which organizations.
2. Representatives of the collective bargaining unit will provide literature and information
regarding the services of that unit and conditions of employment that have been agreed to
by the Board of Supervisors and that collective bargaining unit.
3. The Board of Supervisors approves the processes by which representatives of the
bargaining unit may use County time, facilities, and bulletin boards to communicate with
members.
4. The collective bargaining unit provides its members with information regarding these
matters.
5. Questions relating to policies guiding the collective bargaining process are to be directed to:
Human Resources Department
Employee Relations Division
651 Pine Street, Second Floor
Martinez, CA 94553
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
55
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 39
SENIORITY
Performance Objective: An employee's seniority is determined by length of service.
Operational Procedure:
1. An employee's seniority within a class for layoff and displacement purposes is determined
by adding the employee's length of service in the Particular class in question to the
employee's length of service in other classes at the same or higher salary levels as
determined by the salary schedule in effect at the time of layoff.
2. Employees reallocated or transferred without examination from one class to another class
having a salary within five percent of the former class carry the seniority accrued in the
former class to the new class.
3. Service for layoff and displacement purposes includes only the employee's last continuous
permanent County employment. Periods of separation may not be bridged to extend such
service unless the separation is a result of layoff. In this case, bridging will be authorized if
the employee is re-employed in a permanent position within the employee's layoff eligibility.
4. Approved leaves of absence as provided for in these rules and Regulations, do not
constitute a period of separation.
5. In the event of ties in seniority rights in the Particular class in question, ties are broken by
length of last continuous permanent County employment. If a tie remains in seniority rights,
the tie will be broken by counting total time in the department in permanent employment.
Any remaining ties are broken by random selection among the employees involved.
6. The length of service credits of each employee of the County dates from the beginning of
the last period of continuous County employment (including temporary, provisional,
permanent status, and absences on approved leaves of absence). When an employee
separates from a permanent position in good standing and within two years is re-employed
in a permanent County position or is re-employed in a permanent County position from a
layoff list within the period of layoff eligibility, service credits include all credits accumulated
at time of separation but do not include the period of separation. The Director of Human
Resources determines these matters based on the employee status record in the
department.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
56
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 40
POLITICAL ACTIVITIES
Performance Objective: Employees are cautioned that Federal and State laws restrict political
activities by public employees. Some of these restrictions carry criminal penalties, most of
which do not depend on knowledge by the employee of the wrongfulness of conduct.
Operational Procedure:
1. Partisan political activity by local government employees whose work is even Partially
financed by Federal funds is prohibited. (Federal Hatch Act, Sections 1500 and Title.5 of
United States Code).
2. Fund raising and other political acts on public premises or by use of official influence is
restricted. (Section 3201; and, Section 3205, declared unconstitutionally overbroad by the
California Supreme Court).
3. Political activities of all persons and those seeking or advocating election to offices or
affecting election propositions are subject to current Regulations. (Sections 81000: "Political
Reform Act of 1974" also know as "Proposition 9" or"The Fair Political Practices Act").
4. Employees are encouraged to consult legal counsel or County law libraries when
contemplating political activities.
5. Contra Costa County may be penalized for violations of the United States Hatch Act.
Therefore, the various departments Partially financed by Federal funds must be alert to
possible violations by employees.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
C'
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 49
LAWSUITS AGAINST THE COUNTY AND COUNTY EMPLOYEES
Performance Objective: Contra Costa County may defend against lawsuits against the County
and County Employees.
Operational Procedure: The following procedures apply when any legal papers except
subpoenas are served on count officers or employees in their capacity relating to County
employment.
1. County officers and employees, other than the Chair and the Clerk of the Board of
Supervisors, are not authorized nor obliged to accept service on behalf of the County and
should not do so.
2. When an officer or employee is served personally in the capacity as an official, the
employee is individually a Party to the lawsuit whether or not the County is also a Party.
3. If officers or employees are individually named and desire the County to defend them
against the action, they must make a written request for defense to the Board of
Supervisors. They are not required to make this request or tender individual defense to the
County. However, if they do not do so, the County is not required to defend employees in
the action or to pay judgments against them.
4. The County's self-insurance program for public liability covers officers and employees
against public liability claims arising from their Count employment. However, the self-
insurance coverage does not include punitive or exemplary damages. Officers and
employees will be personally liable for damages awarded against them by way of
punishment or example.
5. The employee or official served shall immediately make a note on the papers of the time
and place of service and deliver them to the supervisor, who immediately delivers them to
the department head.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
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CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 42
EMPLOYMENT DISCRIMINATION COMPLAINTS
Performance Objective: The County maintains procedures to govern complaints of
discrimination by employees of Contra Costa County.
Operational Procedure:
1. The following operational procedures apply to all issues of discrimination regarding
recruitment, appointment, training, promotion, retention, or other aspects of employment.
The subject areas of discrimination include race, color, national origin, sex, religion,
handicap, age, sexual orientation, and other areas as prohibited by applicable State or
Federal laws.
2. The establishment of this procedure is not intended to supplant the County's Grievance
Procedure nor the appeal provisions of the Personnel Management Regulations.
3. Employees are encouraged to resolve discrimination complaints at the department level.
4. Employees must contact the person to whom complaints of discrimination are directed. If
the complaint cannot be resolved at the department level, the complainant may file a written
complaint of discrimination with the County Affirmative Action Officer or Merit Board.
5. If a written complaint is filed with the County Affirmative Action Officer, an investigation will
be conducted with the assistance of the Human Resources Department, County Counsel (if
needed), and the operating department.
6. Details and time limitations regulating the Employment Discrimination Complaint procedure
are shown in Administrative Bulletin No. 27.2. Assistance may be obtained by contacting the
County's Affirmative Action Officer at:
County Administration Building
651 Pine Street, Tenth Floor
Martinez, CA 94553
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
i
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 43
OUTSIDE EMPLOYMENT
Performance Objective: Outside employment and the pursuit of career-related activities is
encouraged.
Operational Procedure:
1. The Grantee office encourages employees to pursue career-related activities such as
workshops, training, etc. and to consider outside employment.
2. Any involvement in additional employment creating conflict of interest for either the County
or its clients is cause for dismissal.
3. Staff members wishing to engage in any outside employment for special purposes may
discuss their intentions with the department head or Personnel Officer.
Approved, Policy Council:April 18, 1996 Approved, Board of Supervisors:
�n
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 44
EMERGENCY PROCEDURES
Performance Objective: The County adopts procedures to ensure the health and safety of
employees and the public using County facilities.
Operational Procedure:
1. Emergencies may be any number of circumstances calling for some type of immediate
response including:
A. Medical emergencies;
B. Fire;
C. Earthquake;
D. Bomb threat;
E. Natural disasters
2. Each work site has an Emergency Plan including the following elements:
A. Designation of a Building Warden, including two alternates whose authority during an
emergency will supersede that of all other County officers at that location;
B. Posting of emergency telephone numbers and basic response procedures;
C. Training for all employees in emergency reporting and responses; and
D. Evacuation Plan with posted exit routes, assembly area, means of assisting
handicapped people, notification or alarm technique, and means of accounting for all
personnel.
3. Elevator use is restricted to disabled personnel in emergencies.
4. Medical Emergency Responses include:
A. Providing appropriate first aid and/or cardiopulmonary resuscitation (CPR);
B. Calling the fire department if advanced first aid is required (911);
C. Calling an ambulance if appropriate (911);
D. Sending the injured to either the physical location of his or her choice or to the nearest
medical emergency center or hospital;
E. Reporting injuries to the appropriate supervisor immediately;
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
61
r
F. If an injury results in death or hospitalization of an employee for over twenty-four hours,
calling the Safety Division and the State Division of Occupational Safety and Health
(CAUOSHA).
5. Fire Emergency Responses include:
A. Notifying the fire department immediately. Building, room number, address, and other
means of identifying location of the fire is required as well as a description of the size
and type of fire, relaying if there are any injured people, name, and telephone.number
and extension;
B. Evacuating all people from the area of the fire and closing off the fire area;
C. Reporting to Assembly Area (consult the Evacuation Plan); and
D. Using appropriate type fire extinguisher. If smoke or heat endangers safety, evacuating
the area to allow emergency personnel handle the situation is required.
6. Earthquake Emergency Responses include:
A. Duckling and covering under a table or desk, crouching on knees with face down and
hand covering the back of the head;
B. Staying clear of outer walls, windows, glass, cabinets, files, or shelves;
C. Evacuating the building to Assembly Area after counting 100;
D. Avoiding re-entry into the building;
E. Allowing the Building Warden to re-enter the building to search for missing persons,
assess the extent of damage, turn off utilities as needed, and checking for gas leaks.
NOTE: Do not turn off gas is a leak exists;
F.. Keeping clear of overhead wires, poles, buildings, trees, and falling objects if outside;
and
G. Preparing for aftershocks.
7. Bomb Threat Emergency Responses include:
A. Attempting to determine the following information from the caller:
1. When the bomb will explode;
2. Where is bomb is now;
3. What kind of bomb it is;
4. What the bomb looks like;
5. Why the caller placed the bomb; and
6. Who the caller is.
B. Determining the following information about the caller:
1. Was the caller male, female, adult, or juvenile (approximate age);
2. Was the call long distance or local;
3. Was the caller's voice loud, soft, high pitch, deep, raspy, pleasant, intoxicated,
muffled, or disguised;
4. Was the caller's accent local, not local, foreign, or regional;
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
b
5. Was the caller's speech fast, slow, distinct, distorted, nasal, stuttering, slurred, or
with a lisp;
6. Was the caller's language excellent, good, fair, poor, foul, or otherwise;
7. Was the caller's manner calm, angry, rational/irrational, coherent/incoherent,
deliberate, emotional, righteous, or laughing; and
8. Was the background noise quiet, music, voices, children, street traffic, office
machines, factory machines, airplanes, trains, a Party, or animals.
C. Notifying the supervisor immediately, and filling out the Bomb Threat Report Form as
soon as possible and returning it to the supervisor.
D. The supervisor immediately reports to the Building Warden and/or Senior On-site
Administrator and passes on the Bomb Threat Report Form.
E. The Building Warden and/or Senior On-Site Administrator should call 9 + 911 to report
the situation. Then the Department Head or Designee should be notified. Determination
for an evacuation will be made depending on the nature of the threat.
F. The Department Head or Designee should notify the County Office of Emergency
Services by telephone (646-4461) and fax (646-1120) the Report Form as soon as
possible. If the threat is not immediate, the determination for evacuation is made by the
Department Head (or designee).
G. All building occupants, if asked to evacuate, should take a quick look around their work
area. If an unusual object is observed, they should not touch it; report it to the
responsible person when leaving the building. Occupants are encouraged to remove
personal articles: i.e. lunch bags, purses, shopping bags and coats, when leaving the
building.
If evacuated, wait at the designated assembly area until further instructed by the
Building Warden, Department Heads, or Designee. Occupants are not to leave without
authorization.
Do not re-enter the building until directed to do so by the Building Warden, Senior On-
Site Administrator, or Department Head.
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CONTRA COSTA COUNTY
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POLICY 45
SALARY DIFFERENTIALS
Performance Objective: Salary differentials are provided to employees working with bilingual
skills, word processing machines, and video display terminals.
Operational Procedure:
1. A salary differential of fifty dollars per month is paid to incumbents of positions requiring
bilingual proficiency as designated by the appointing authority and the Director of Human
Resources.
2. The bilingual salary differential is prorated for employees working less than full-time and/or
who are on an unpaid leave of absence for a portion of any given month.
3. Designation of positions for which bilingual proficiency is required is the sole prerogative of
the County.
4. Employees who are assigned primary responsibility for the operation of work processing
machines such as mag-card machines, minicomputers, with word processing software,
video display typewriting equipment, or other equipment attached to a typewriter or printer
with external storage capacity and utilized in the transformation of words and/or ideas into
readable form will receive a differential of fifty dollars per month. This differential is prorated
for permanent Part-time and permanent-intermittent employees.
5. Employees utilizing video display terminals under the same terms and conditions applied to
members of AFSCME, Local 2700 continue to be eligible to receive a differential of forty
dollars per month.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors.
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CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
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POLICY 46
EMPLOYEE EXPENSE REIMBURSEMENT
Performance Objective: Contra Costa County reimburses employees for direct out-of-pocket
expenses that occur in the conduct of assigned work for the County.
Operational Procedure:
1. Employees must receive approval from the supervisor prior to making any personal
purchases that would otherwise qualify for reimbursement. The items purchased must be
for such materials, supplies, and services necessary for work and are not available through
the regular purchasing procedures established by the department.
2. The types of situations in which employees typically receive reimbursement include but are
not limited to:
A. Local travel including reimbursement for use of private automobile, parking, meter fees,
toll bridge fees, BART fees, and use of local buses;
B. Air fares when traveling to an assigned meeting, conference, or other work-related
event;
C. Lodging when assigned to locations outside greater Bay Area;
D. Meals when assigned to overtime work situations, as when employee works outside the
Bay Area at regular meal times;
E. Educational and job improvement training events when approved in advance by the
Department Head;
E. Professional literature, journals, associations and organizations for certain management
personnel when approved in advance by the Department Head;
G. Loss and damage to personal clothing, tools, and equipment in the conduct of work
when employees are directed by supervisors to provide such items as Part of the job
assignment.
3. The County Administrator's Office and the Office of the Auditor-Controller issue rules and
Regulations, regarding the authorization for reimbursement of expenses to employees.
Employees must receive prior approval from their supervisors before expending personal
funds for purchases of items if the employee plans to request reimbursement. The
supervisors provide proper forms and explanation of procedures for processing expense
reimbursement claims.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 47
EMPLOYEE BENEFITS
Performance Objective: Head Start employees are entitled to benefits.
Operational Procedure:
1. Head Start employees are entitled to the same compensation benefits and subject to the
same conditions for receiving those benefits as county employees in the Merit System.
Approved, Policy Council: April 18, 1996 Approved,Board of Supervisors:
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CONTRA COSTA COUNTY
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POLICY 48
EMPLOYEE SERVICES
Performance Objective: The County provides employees with a safe and healthy work
environment and provides the public with facilities and services which meet a reasonable and
acceptable standard of care.
Operational Procedure:
1. Employee Assistance Program: Brief counseling, information and referral is offered by an
independent organization in a confidential manner to employees and their family members
seeking help for medical/behavioral problems.
2. Credit Union: The Contra Costa County Federal Employee's Credit Union offers a savings
and loan program which may be conducted through payroll deduction, available to all
employees.
3. Dependent Care Assistance Program: The County has a program to assist employees in
obtaining qualified dependent care for children and family members. This plan allows
employees to take advantage of special tax savings which allows the employee to set aside
up to $5,000 of the annual salary before taxes to pay for eligible dependent care.
4. Vacation Buy Back: Employees in management classifications receive reimbursement for
up to one-third of their annual vacation accrual, subject to the following conditions:
A. The choice can be made only once in each calendar year;
B. Payment is based on an hourly rate determined by dividing the employee's monthly
salary by 173.33; and
C. The maximum number of hours that may be reimbursed in any year is one-third of the
annual accrual.
5. Sick Leave Incentive Plan: Certain management employees are eligible for a payoff of
unused sick leave accruals upon separation.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
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CONTRA COSTA COUNTY
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POLICY 49
VEHICLE USE
Performance Objective: The County establishes policies on the use and operation of vehicles,
both County owned and privately owned, in County business.
Operational Procedure:
1. All staff and passengers are mandated to wear seat belts. Children under 40 Ib. and/or four
years of age must be secured in appropriate car seats.
2. If an employee uses his or her own vehicle for work and is involved in an accident while on
the job, then the employee's own insurance is primary. If, for example, the employee's
insurance policy covers property damage up to $10,000 and actual damage is $12,000,
then the County will cover the additional $2,000.
3. An employee involved in and accident must completely fill out the Vehicle Accident Form. A
listing of the names of witnesses and as much information as possible regarding the
accident from other drivers and witnesses is required.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
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CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 50
USE OF COUNTY FACILITIES
Performance Objective: County facilities are used in accordance with these Regulations,.
Operational Procedure:
11. Use of County building space by private organizations is prohibited, except as provided by
law for employee organizations.
2. Departmental officials may make arrangements for posting official announcements on
County bulletin boards through the General Services Department. Use of County bulletin
boards by private organizations for advertising, except as provided by ordinance for
employee organizations, is prohibited.
3. Department heads are responsible for the County facilities and property used by employees
under their jurisdiction. In controlling and administering use of space and facilities,
department heads should see that employees do not introduce material which others will
find objectionable or offensive for reasons such as their differing social, political, religious, or
moral beliefs.
4. Solicitation of contributions or sale of merchandise within County buildings except for
purposes authorized by the Board of Supervisors is prohibited. This does not include parent
fundraising activities.
5. Restroom and lounge facilities are provided for employee use. The facilities are not to be
used as lunch or coffee rooms.
6. Parking stalls and traffic flow are marked in permanent County parking areas. Parking other
than in designated spaces is prohibited, as is driving in directions other than as marked.
Handicapped parking spaces are to be used only for such purposes. Parking areas are to
be maintained in a clean and neat manner.
7. No drugs or alcohol shall be consumed in any County building, vehicle, or space or used in
the conduct of County business, except as provided by special authority of the Board of
Supervisors.
Approved,Policy Council: April 18, 1996 Approved, Board of Supervisors:
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POLICY 51
ALCOHOL AND DRUG ABUSE
Performance Objective: Contra Costa County has the overall goals of reducing the incidence
of the abuse of alcohol and other drugs through prevention and education with intervention and
treatment
Operational Procedure:
1. Pursuant to the Drug Free Workplace Act of 1988, Contra Costa County continues to
provide a drug-free workplace.
2. The manufacture, distribution, dispensing, possession, or use of alcohol or controlled
substances is prohibited in the workplace, including all property under the control and use of
the County.
3. No County employee or volunteer shall offer, consume, or be under the influence of any
alcoholic beverage or illegal drug during work hours in or on any County owned or occupied
facility or property.
4. Any violation of this provision by an employee of the County may result in requiring the
employee to Participate satisfactorily in a drug abuse assistance or rehabilitation program or
disciplinary action up to and including termination.
5. Contra Costa County encourages affected individuals to seek professional help voluntarily
at an early stage, assist supervisors in dealing with problems related to work performance,
and assist supervisors, employees, and possibly family members in confronting an
employee's alcohol and other drug problems in the workplace.
6. An employee will not be disciplined for voluntarily requesting assistance for an alcohol or
other drug problem. However, seeking assistance or raising any claim related to substance
abuse does not relieve an employee of the responsibility to meet the County's performance,
safety, or attendance standards, does not relieve an employee of the responsibility to
adhere to this policy, and does not insulate the employee from discipline for reasons other
than seeking assistance for alcohol or other drug problem.
7. An employee must notify the department head within five days of any criminal drug statute
conviction for a violation occurring in the workplace.
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70
8. Consumption of alcoholic beverages in or on a county facility or property, for specified
ceremonial occasions, may be allowed if specifically approved in advance by the Board of
Supervisors.
Approved,Policy Council:April 18, 1996 Approved, Board of Supervisors:
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HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 52
USE OF COUNTY COMMUNICATION SERVICES
Performance Objective: Communication services are provided for the use of County
employees for work-related communications.
Operational Procedure:
1. The telephone system is provided for the use of County employees in the conduct of their
assigned duties. The telephone system is not to be used by employees or the public for
personal calls except as may be authorized by the employee's supervisor. Consult the
current issue of the Inter-Office Telephone Directory for rules and policies regarding use of
County telephone systems.
2. The County provides a message service providing conventional means to forward written
material and small packages among various County facilities on a regular route and time
schedule. Each work site so served posts the time of pickup and delivery. This service is to
be used where available. Supervisors have further information regarding this program.
3. The General Services Department provides a centralized United States Postal Service
operation. All mail must be processed through this Center except for emergency situations.
Materials to be mailed may be submitted through Messenger Service. The department pays
for all postage charges, but receives reduced costs for bulk and ZIP code mailings. The
Postal Service is provided for office use of County staff and is not to be used for personal
benefit of employees or the public. Supervisors may be contacted for rules and Regulations,
regarding United States Postal Services.
4. Fax machines are available for County use. Telephone numbers for fax machines are listed
in the Inter-Office Telephone Directory.
5. Various County facilities are equipped with electronic burglar alarms connected to local
policy department dispatchers. Supervisors may be contacted for instructions regarding use
of burglar alarms.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
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CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 53
CAREER DEVELOPMENT OPPORTUNITIES
Performance Objective: The County encourages and supports efforts of employees to
improve their skills, abilities, and knowledge in a manner that will help them to be more
productive in their current assignments and to be prepared for career advancement as
opportunities arise.
Operational Procedure:
1. Career development activities are the joint responsibility of the individual and the County.
2. All staff members should engage in continuing education. Whether it takes the form of
formal courses of study, Participation in technical society activities, attendance at meetings,
reading, or other forms of communication with the profession, the department will make
every effort possible to accommodate working schedules to permit occasional attendance at
educational meetings.
3. To encourage continuing education, the Board of Supervisors has established a career
development education policy. Applications for assistance will be considered by the .
department and, subject to funding limitations, funds may be provided for tuition, books, and
other direct costs based on:
A. Starting and completing courses while associated with the County;
B. Field of study relating to assigned duties or prospective assignments;
C. All meetings or classes must be attended unless compelling reasons for missing
sessions occur; and
D. Passing grades must be maintained throughout the course.
4. Certain classified, exempt, and project management employees are eligible for
reimbursement up to $150 per fiscal year for memberships in professional organizations,
subscriptions to professional publications, professional engineering license fees required by
the employee's classification, and attendance fees at job—related professional development
activities. Authorization for individual professional development reimbursement requests are
made by the department head.
5. Training sessions are held to provide opportunities for staff development and to help
employees grow professionally. Such sessions help orient employees to their assignments,
explain policies and procedures, teach new skills and methods, and help prepare for a
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
73
Particular program. Professional growth is accomplished through staff meetings and
conferences, supervisory interviews, correspondence, extension courses, attendance at
professional conferences, inspection tours, and directed readings. If an employee is
directed to undertake a course of study or to attend any meeting or lecture requiring travel
and/or expenditure of funds, the County reimburses the authorized expenses. Time out of
the office during normal working hours attending meetings will be counted as regular hours
worked.
6. The department provides opportunities for employees to attend conferences which may
benefit the employee and which would help to improve the department's operation or
service. All employees must submit written reports to the department head within fourteen
(14) days after attending a conference. The written report should include a summary of
ideas or methods which may benefit or improve the services or operation of the department.
Requests to attend conferences are made to the department head.
7. Teaching and technical staff members are encouraged to Participate as active members of
the technical societies and professional organizations of their choice. With prior approval,
time off to attend local meetings of Particular interest and benefit may be arranged. The
same pertains to national meetings dealing with subjects benefiting professional
advancement.
8. Regular monthly staff meetings are held for all regular employees. Individual employees
may be called-upon to present assigned topics to the group or be appointed to a committee
to study special problems or lead discussions. All such meetings are held on department
time and are designed to improve overall job performance and the efficiency and services of
the department.
9. The Contra Costa County Training Institute is responsible for the development and
presentation of regularly scheduled County-wide training and education programs. Classes
are given in a variety of subjects and class space is assigned on a first-come, first-served
basis. To request a seat, employees contact the department Training Coordinator.
10. Nominees for enrollment programs are eligible under the following criteria:
A. Must be a permanent full-time County employee. Other employees may attend .
programs only if approved by their managers and department training coordinators.
Space priority is given to those who wish to develop a critical job skill;
B. Must be able to attend the course during the scheduled times. All programs, except for
the Certificate programs, are offered during standard employee working hours; and
C. Must be able to meet course prerequisites set by departments or theTraining Institute.
11. The Training Institute sends a course enrollment confirmation notice when the Participant's
request is processed. Information such as course title, dates, times, prerequisites, and
location will be included. The confirmation notice may include special information that may
be needed to successfully Participate in the program. Completed questionnaires may be
required from the Participant, the supervisor, or peers. Some programs require bringing job
issues or project work to the sessions. After receiving a confirmation notice, Participants
should confirm or cancel their attendance by telephoning the Institute at 646-2586.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
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12. The department has designated an employee to coordinate all training activities within the
department.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
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CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 54
RULES OF CONDUCT
Performance Objective: Employees are to respect all rules of conduct regarding the working
environment.
Operational Procedure:
1. Examples of good conduct include but are not limited to the following:
A. Clothing of employees on the job should be in good taste, neat, clean, and appropriate
for the duties to be performed;
B. Each employee must cooperate with fellow workers and the public in order to set a high
standard of work performance. Unwillingness or failure to cooperate shall be cause for
disciplinary action;
C. Employees must be punctual in reporting for duty at the time and place designated.
Repeated failure to report promptly at the time directed will be deemed neglect of duty
and subject to disciplinary action;
D. When off duty, employees are encouraged to Participate in department activities which
may promote the employee's personal health or well being and which, upon
Participation, would not be determinative of the operation of the department;
E. Employees shall not smoke while conducting activities. Smoking may be done only in
designated areas of the building and grounds;
F. False reporting shall be subject to disciplinary action;
G. Employees should never be discourteous or argumentative with clients and, when
appropriate, should refer clients to a supervisor;
H. All employees are urged to make any suggestions they feel will be of benefit to the
department;
I. Employees may be granted authorization to be reimbursed for using their private
vehicles when use of private vehicles is essential in the performance of the work
required;
J. Controls to avoid the undesirability of strangers wandering through the work site will be
enforced;
K. All complaints on behalf of the public must be handled courteously and promptly and
recorded on the form provided to be sent tot he central office for review and possible
further action;
L. Employees will discourage personal gifts and will not accept any gift or other valuable
thing offered in the course of work or in connection with it when such a gift is given in
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
the hope or expectation of receiving a favor or better treatment than accorded other
persons;
M. Employees shall not accept nor receive money in the form of tips or rewards for services
rendered, but gifts may be made to the County in support of programs being operated
by the department;
N. Solicitation of funds from employees or the public is not permitted on County facilities or
on County time, except upon prior written approval from the department head, and with
the exception of parent fundraising. Employees desiring to solicit or to have someone
else solicit, either directly or indirectly, money or materials of any kind, including prizes,
for the purpose of assisting in the promotion of any department program or activity must
secure approval before starting such solicitation; and
O. Employees are responsible for the safekeeping of any funds they receive until such time
as the money is delivered to some other authorized person and a receipt is obtained.
Any employee who acts as a custodian for any funds must file a financial report at a
time and place determined by the department head.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
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HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 55
COMMUNITY RELATIONS
Performance Objective: Attention to publicity releases and employee's grievances and
complaints is expected.
Operational Procedure:
1. Employees are expected to notify the department head of planned events that have
publicity value and submit reports of significant happenings, human interest stories, and
other items of news value or of general appeal.
2. Publicity to be released to any news media shall be submitted through the central office to
be approved by the department head.
3. The department head and designees are authorized to furnish to reporters information of a
public relations nature concerning plans, activities, needs, and operational data of the
department. Information given is to be accurate, significant, generally accepted among
employees, and adequate to present to the general public the best and most complete
account of department operations.
4. The office of the department head keeps file copies of all news releases, publications,
bulletins, and newsletters.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 56
GRIEVANCE PROCEDURE: COMMUNITY SERVICES DEPARTMENT
Performance Objective: A grievance is a formal, written complaint alleging that an employee
of Contra Costa County Community Services Department is violating Head Start Regulations,
that Head Start procedures:
1. were not followed; or
2. were administered in a discriminatory (unequal) fashion; or
3. were administered in an arbitrary and capricious (unfair) fashion.
Situations may arise that are not covered by any existing policy and/or procedure but seem to
merit action; these situations would be addressed in most cases by the development of new
policies and procedures.
Operational Procedure:
1. Before a grievance can be filed by the originator, direct discussion between the originator
and staff person(s) whom the complaint involves must make more than one attempt to
resolve any problem or conflict. Each Party involved should note the date and time of the
informal discussions.
2. Failing resolution at that level, informal consultation with the originator and with the
supervisor of the staff person to whom the complaint is directed must take place more than
once to resolve such complaint. The meeting may include the Head Start Director and/or
supervisor(s) if appropriate.
3. Failing resolution at that level, informal consultation with the Policy Council Grievance
Committee must take place to resolve the complaint.
4. Failing resolution at the informal level, the complaint must be prepared in writing and
another meeting must take place between the originator and the staff person. The Grantee
Head Start Program Manager may facilitate this process.
S. Failing resolution at that level within five working days, the complaint may be presented in
writing to the Policy Council Grievance Committee, which has ten days to review the matter
and to make a recommendation.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
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6. Failing resolution at that level, or if no action is taken within ten working days, the complaint
may be presented to the Head Start Program Manager who has five working days to hold at
least one meeting and to make a recommendation.
7. Failing resolution at that level, or if no action is taken within five working days, the complaint
may be presented to the Executive Director who has five working days to hold at least one
meeting and to make a recommendation.
8. Failing resolution at that level, the Grantee Board of Supervisors can be asked to review the
matter. If it is determined that the grievance procedure was followed in accordance with this
policy, then the grievance is closed as far as Contra Costa County Community Services
Department is concerned.
9. Failing resolution at the Board of Supervisors, the grievance may proceed to ACYF.
10. The following concepts will be used for the grievance procedure:
A. Information is submitted in writing, signed and dated;
B. No anonymous complaints will be accepted or considered;
C. Witnesses may be called at the discretion of the Parties involved;
D. Supporting information may be submitted;
E. The content of all meetings are kept confidential, unless the complainant discusses the
process with persons outside the process. In such a case, staff may discuss the issue
with the same persons;
F. Mediators or other neutral Parties may be asked to assist in resolving differences
anytime after Operational Procedure#5, above;
G. Efforts are made to keep the grievance local, involving as few people as possible; and
H. Grievances alleging criminal acts or immediate danger to children are dealt with
immediately by program officials, parents, and other authorities as appropriate.
11. Once a person has taken a grievance through all of the steps, the grievance may not be
returned to the lower level of authority to begin all over again.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
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HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 57
GRIEVANCE PROCEDURE: GRANTEE/EXECUTIVE DIRECTOR
Performance Objective: The purpose of this procedure is to help solve problems and to
resolve differences, not to produce findings of"guilt" or"innocence." A grievance is a formal,
written complaint alleging that the Contra Costa County Community Services Department
Executive Director is personally violating Head Start Regulations, or that Head Start policies
and procedures:
1. were not followed; or
2. were administered in a discriminatory (unequal) fashion; or
3. were administered in an arbitrary and capricious (unfair) fashion.
Situations may arise that are not covered by any existing policy and/or procedure but seem to
merit action; these situations would be addressed in most cases by the development of new
policies and procedures.
Operational Procedure:
1. Before a grievance can be filed by the originator, direct discussion between the originator
and the Executive Director must make more than one attempt to resolve any problem or
conflict. Each Party involved should note the date and time of the informal discussions.
2. Failing resolution at that level, informal consultation with Policy Council Grievance
Committee must take place to resolve the complaint.
3. Failing resolution through the informal consultation process, a written grievance is prepared.
Within five working days, the'fExecutive Director must respond to the written grievance.
4. If there is no resolution, the County Administrator's Office or the Grantee Board of
Supervisors can be asked to review the matter.
5. Failing resolution at the Board of Supervisors, the grievance may proceed to ACYF.
6. The following concepts will be used for the grievance procedure:
A. Information is submitted in writing, signed and dated;
B. No anonymous complaints will be accepted or considered;
C. Witnesses may be called at the discretion of the Parties involved;
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
D. Supporting information may be submitted;
E. The content of all meetings are kept confidential, unless the complainant discusses the
process with persons outside the process. In such a case, staff may discuss the issue
with the same persons;
F Mediators or other neutral Parties may be asked to assist in resolving differences
anytime after Operational Procedure#3, above;
G. Efforts are made to keep the grievance local, involving as few people as possible;
H. Grievances alleging criminal acts or immediate danger to children are dealt with
immediately by program officials, parents, and other authorities as appropriate.
74 Once a person has taken a grievance through all of the steps, the grievance may not be
returned to the lower level of authority to begin all over again.
Anoroved, Policy Council: April 18, 1996 Approved, Board of Supervisors;
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 58
CHILD ABUSE REPORTING
Performance Objective: All staff and volunteers in all divisions are required to report a
suspicion of child abuse.
Operational Procedure:
1. This obligation is legal and may not be transferred to someone else.
2. The law requires the person suspecting child abuse to report it.
3. Employees may call Child Protective Services Office for interpretations of circumstances.
4. Employees may choose to remain anonymous in filing the report. This request shall be
honored unless the case goes to court proceedings.
5. Phone calls must be followed by a written report. Reporting to Child Protective Services
Program is preferred first; reporting to the local police agency is the second choice.
6. Supervisors will annually review child abuse reporting laws and changes at new employee's
orientations.
7. The time elapse allowable between incident and reporting is established by law. Supervisors
will have the information on the most recent legal requirements.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
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PERSONNEL
POLICY 59
TEMPORARY APPOINTMENTS
Performance Objective: A temporary appointment lasts for a limited period of time and is paid
on an hourly basis.
Operational Procedure:
1. Temporary appointments follow the same rules of selection and certification as provided for
permanent appointments.
2. When a complete certification from an employment list cannot be provided, and upon the
request of an appointing authority, the Director of Personnel may authorize the appointment
of any person who meets the minimum qualifications for the class.
3. Acceptance or refusal to accept appointment to a temporary position by an eligible shall not
limit an eligible person's right to certification to a permanent position.
4. Upon the request of an appointing authority, the director.of Human Resources may
authorize reappointment of a temporary employee under the following conditions:
A. The person worked in the class for at least thirty (30) days during the year preceding the
reappointment;
B. The person was previously appointed from an eligible list, or no examination was
conducted for the class;
C. No permanent vacancy exists in the department in the class, or there is an incomplete
certification of names; or
D. For other reasons satisfactory to the Director of Human Resources.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
84
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 60
EMPLOYEE RELATIONS
Performance Objective: As a Part of a team providing services for the benefit of the public,
each employee must cooperate with co-workers and the public in order to set a high standard
for work performance.
Operational Procedure:
1. Unwillingness or failure to cooperate shall be cause for disciplinary action.
2. The total staff of the department must function as a team, and each employee is required to
make a positive contribution in the interest of effective and efficient public service.
Aooroved. Policv Council: April 18, 1996 Approved, Board of Supervisors:
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 61
UNEMPLOYMENT COMPENSATION
Performance Objective: Employees of Contra Costa County may be eligible for unemployment
compensation.
Operational Procedure:
1. The cost of unemployment compensation is borne by the County.
2. To qualify for unemployment compensation, an employee must:
A. Be unemployed and registered with the State Employment.Development Department for
work;
B. Have separated for good cause;
C. Have received minimum base-period wages as currently established by State law;
D. Comply with Regulations, in regard to filing claims;
E. Be available to immediately accept suitable work;
F. Be actively seeking work; and
G. Be physically able to work.
3. On all voluntary resignations, a Notice of Voluntary Termination of Employment (AK-219)
must accompany the Notice of Separation (AK-16) and must be immediately forwarded to
the Personnel Office.
4. On non-voluntary separations, complete details must be attached to the separation notice,
with the exception of rejection of probation separation.
5. See County Administrative Bulletin #320.1 for further information.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
86
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 62
REIMBURSEMENT OF EXPENSES
Performance Objective: Volunteers are eligible to receive reimbursement from the County for
certain actual and necessary expenses incurred in the performance of authorized volunteer
services.
Operational Procedure:
1. For information on current County policy, see the updated Administrative Bulletin#321.
2. Community Services Department will administer the Head Start Program consistent with
Federal Regulations, to permit reimbursement of expenses incurred by all persons involved
with Head Start, including parents and volunteers.
-- ' ^-'---- ^--.--:�. A-,;[ 40 lf)na Annrnvnrl Rnnrrl of Cnnarvicnnz-
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 63
EMPLOYEE COUNSELING PROGRAM
Performance Objective: All eligible County employees are offered a counseling service.
Operational Procedure:
1. If employees'job performance becomes impaired, the Employee Counseling Program is
available to help employees solve their problems and improve their work performance.
2. There is no charge for the individual employee counseling, information, or referral visits (one
to three sessions). If there is a need for continued specialized professional help, the cost
paid by the employee depends on the specific referral resource chosen by the employee.
3. For more information on the Employee Counseling Program, see Contra Costa County
Administrative Bulletin #322.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
88
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 64
MANAGEMENT PAID PERSONAL LEAVE
Performance Objective: Unrepresented management employees exempt from payment of
overtime may receive paid personal leave.
Operational Procedure:
1. All management employees exempt from payment of overtime are authorized 50 hours of
paid personal leave credit for each year.
2. use of personal leave credits may be requested whenever desired by the employee;
however, approval of requests is subject to the same department process as used for
vacation requests.
3. All unused paid personal leave will be canceled on December 31 of each year.'
4. For further information on management paid personal leave, see Contra Costa County
Administrative Bulletin #323.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
R9
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 65
STATE DISABILITY INSURANCE COVERAGE
Performance Objective: Employees in specified representation units are eligible for State
Disability Insurance.
Operational Procedure:
1. For information on sick leave benefits with State Disability Insurance, see County
Administrative Bulletin #325.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
90
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 66
QUALIFICATION REQUIREMENTS FOR POSITIONS
Performance Objective: Minimum qualification requirements are set for all Contra Costa
County Head Start positions.
Operational Procedure:
1. The Personnel officer, in conjunction with the Head Start Program Manager, and/or
component Managers, drafts minimum qualification requirements for certain positions.
These are received by Policy Council for input and review.
2. Where minimum qualification requirements affect health, education, food service, or other
component positions, the draft is received by the appropriate committee for input and
review.
3. The draft is then submitted to the Executive Director for review and approval.
4. After Executive Director approval, the draft is sent to the Human Resources Department for
further review.
5. Policy Council is kept informed of the process and must approve or disapprove of the
finished documents_
6. Component Managers receive personnel drafts before the Human Resources Department
enters the draft into the employment records.
Annrnvpd- Poliry Council: April 18. 1996 Approved, Board of Supervisors:
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 67
ANALYSIS OF STAFF NEEDS
Performance Objective: The needs of individual staff members for assistance, training, and
tools are analyzed regularly to ensure optimal performance and efficiency of services.
Operational Procedure:
1. The Executive Director or designee assesses staff needs by considering levels of
responsibility, experience, performance of assigned tasks, and other relevant factors.
2. On the basis of such assessment, the Executive Director or designee determines the
delivery of needed assistance after considering funding limitations.
3. Assessment of staff needs is performed at least once every three years or as needed.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 68
NEPOTISM
Performance Objective: It is the policy of Contra Costa County Head Start that when
employees are related as specified below, such persons will not have direct supervisory or
administrative relationships.
Operational Procedure:
t. The relationships covered by this policy are as follows: spouse, parent, grandparent, child,
grandchild, brother, sister, aunt, uncle, niece, nephew or cousin in the first and second
degree of the employee or spouse of the employee, or any other person living in the
immediate household of the employee.
2. In the event that two employees who are in a supervisory and/or administrative relationship
become related as defined above, one of the employees shall be reassigned to eliminate
the supervisory and/or administrative relationship as soon as feasible. The choice as to
which employee is to be reassigned shall be made in writing by the affected employees.
3. Such reassignment shall not adversely affect any of the employee's rights which are
specifically provided for by applicable law, administrative Regulations, Merit System rules,
or collective bargaining agreements.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
91
1
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
-PERSONNEL
POLICY 69
GIFT ACCEPTANCE
Performance Objective: Officers, employees, or agents will not solicit nor accept gratuities,
favors, or anything of monetary value from contractors or potential contractors.
Operational Procedure:
1. Employees of the Grantee, Delegate Agencies, the Grantee Operated Program, members
of employees' immediate families, and members of any board or policy-making body of such
agencies are prohibited from accepting gifts, money and gratuities from:
A. persons receiving benefits or services under contract or assisted by the Federal and/or
State Government;
B. any person or agency performing services under contract; or
C. persons who are otherwise in a position to benefit from the actions of any employee or
board member.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
94
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 70
APPROVAL OF NEW POLICIES AND REVISIONS
Performance Objective: All Personnel policies must be approved by Community Services
Department, Policy Council, the County Personnel Department, and the Board of Supervisors.
Personnel policies and procedures must be consistent with collective bargaining agreements
and approved by County Counsel and County Personnel as appropriate.
Operational Procedure:
1. A policy is drafted with input from the respective Component and Program staff, related
committees, and appropriate department personnel.
2. It is reviewed as appropriate by County Counsel and County Personnel.
3. The draft policy is submitted to appropriate Component Managers and Head Start Program
Manager for review and input before it is submitted to the Executive Director for review and
approval.
4. After the Executive Director's approval of the draft policy, it is submitted to the Policy
Council for review and approval. .
5. If the draft policy is health related, the draft is reviewed by the Health Advisory Board before
submission to the Policy Council,
6. The draft policy must be consistent with the written policies of collective bargaining
agreements.
7. The draft policy is submitted to the Board of Supervisors for review and approval.
8. If the content of a policy has changed after the Policy Council's original approval, the Policy
Council must approve the final version.
9. After Personnel policies and procedures have been approved, they are made available to
staff in writing.
10. Policies and procedures are translated as needed.
11. Policies and procedures shall be made available in Braille as needed.
Annrnvpri_ Pnliry Council: Aoril 18. 1996 Approved, Board of Supervisors:
12. Respective Component Managers are responsible for amending, revising, or otherwise
modifying these policies and procedures.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
96
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 71
FILES AND RECORDS SYSTEM
Performance Objective: A file and records system is established and maintained by the
Grantee office, but official personnel files are kept at the County Personnel Office.
Operational Procedure:
1. A confidential file and records system shall be maintained to include official documents for
each staff member, relating to:
A. reference checks;
B. qualifications for appointment or promotion;
C. current wage information;
D. records of appropriate training ;
E. performance evaluations;
F. adverse action;
G. declaration form re: child sexual abuse, child abuse/neglect or violent crimes; and
H. initial medical exam.
2. Files are kept confidential in locked file cabinets.
Annroved. Policv Council: April 18, 1996 Approved, Board of Supervisors:
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 72
EQUAL EMPLOYMENT OPPORTUNITY
Performance Objective: The Community Services Department Head Start Program is an
Equal Opportunity Employer.
Operational Procedure:
1. The above statement must appear on all public notices.
2. See the County's Discrimination Statement for further information.
Approved, Policy Council: April 18, 1996 Approved, Board of supervisors:
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 73
CONTRA COSTA COUNTY HEAD START POLICY COUNCIL AFFIRMATIVE
ACTION PLAN
Performance Objective: The Contra Costa county Head Start Policy council establishes an
Affirmative Action policy to identify and remove artificial barriers to employment and promotion
of minority groups and disadvantaged persons and parents.
Operational Procedure:
1. Consistent with program requirements, aggressive effort will be made to attract and assist
minority and disadvantaged candidates to qualify for employment and promotion.
2. Head Start Administrative Offices and all Delegate Agencies will act affirmatively to make
equal employment opportunity a reality throughout the Contra Costa County Head Start
Program.
3. Within this Affirmative Action policy, an Affirmative Action Program will be initiated under the
direction of the Head Start Coordinators which will require the active support of all Agency
who have delegated responsibilities for head Start Program operations, and Affirmative
Action will be initiated within current staffing and funding considerations.
4. The Affirmative Action Program includes, but is not limited to, the following steps with the
goal of providing full employment opportunity and continued broad Participation of minority
and disadvantaged persons:
A. Review assisting Personnel programs and procedures to identify and remove artificial
barriers to employment and promotion of minority candidates;
B. Expand recruitment efforts in the minority and disadvantaged communities;
C. Conduct surveys of the Head Start work force to identify situations which special effort in
the promotion of this Affirmative Action policy;
D. Identify needs of bilingual staff;
E. Evaluate training needs and assure that training opportunities are available to all
employees regardless of race, religion, sex, or national origin;
F. Instruct Delegate Agency Head Start Directors in the intent of the Affirmative Action
Program and require their support and compliance with the Program; and
G. Periodically evaluate results of the Affirmative Action Program and make necessary
adjustments within Council policy to assure the vitality of the Program.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
00
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 74
SOCIAL SECURITY
Performance Objective: Social Security tax is a mandated withholding for all County
employees.
Operational Procedure:
1. The Payroll Department deducts pre-determined Social Security taxes from each County
employee's paycheck.
2. Social Security tax withholdings are in addition to other retirement benefits.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 75
SOLICITATION OF GOODS
Performance Objective: Contra Costa County prohibits the solicitation of goods on any County
property.
Operational Procedure:
1. Goods for sale will not be accepted, bought, or sold at any Grantee office or Head Start
center.
2. This applies to commercial activities only. This does not apply to parent fundraising.
3. Activities pertaining to parent fundraising are encouraged by Head Start Regulations,.
4. Parent fundraising activities are reviewed and approved by the Policy Council and the
Community Services Department.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 76
EMPLOYEE ABSENCE
Performance Objective: Employees are expected to report to work on time on a regular basis.
Operational Procedure:
1. Unauthorized absences may be grounds for disciplinary action.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 77
SEXUAL HARASSMENT POLICY
Performance Objective: Sexual harassment is prohibited.
Operational Procedure:
1. Sexual harassment is found in deliberate, repeated, or unwelcome sexual advances,
requests for sexual favors, and other verbal or physical conduct of a sexual nature when:
A. submission to such conduct is made either explicitly or implicitly a term or condition of
an individual's employment;
B. submission to or rejection of such conduct by an individual is used as the basis for
employment decisions affecting such individual; or
C. such conduct has the purpose or effect of substantially interfering with an individual's
work performance or creating an intimidating, hostile, or offensive working environment.
2. Behavior which constitutes sexual harassment includes but is not limited to:
A. verbal harassment, derogatory comments, slurs, or epithets;
B. physical harassment, assault, impeding or blocking movement, gestures, or any
physical interference with normal work or movement;
C. visual forms of harassment, derogatory posters, letters, poems, graffiti, cartoons, or
drawings; or
D. requests for sexual favors or unwanted sexual advances.
Anoroved. Policv Council: April 18, 1996 Approved, Board of Supervisors:
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 78
STAFF ASSIGNMENTS
Performance Objective: Employees are expected to fulfill staff assignments.
Operational Procedure:
1. Staff assignments are based on employee job descriptions, with respect to current
workload, and in accordance with the chain of command.
2. Staff assignments are determined by the immediate supervisors. In the absence of
immediate supervisors, staff assignments are determined by upper level supervisors.
3. Supervisors determine assignment of other duties as necessary.
4. Failure to fulfill assignments may result in disciplinary action up to and including termination,
in accordance with the Personnel Management Regulations.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
104
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 79
PROCUREMENT OF SUPPLIES
Performance Objective: Supplies are procured through the Purchasing Department.
Operational Procedure:
1. For more information of procurement of supplies, see the Administrative Manual.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 80
HIRING/FIRING OF HEAD START STAFF
Performance Objective: A position will not be filled without the prior approval of the Head Start
Policy Council.
Operational Procedure:
1. Following the approved Contra Costa Merit System Regulations, a position or positions for
employment as a Head Start staff member will be publicly announced by the Director of
Human Resources.
2. Upon receipt of applications, the Human Resources Department will screen the applications
to ensure that applicants meet the minimum requirements for filling the position.
3. After applications have been screened, the Human Resources Department submits a listing
of all applicants meeting or exceeding the minimum requirements to the Qualifications
Appraisal Board.
4. The Policy Council Personnel Subcommittee interviews candidates to determine:
A. If the individual will be able to work effectively with parents and/or children in a positive,
supportive manner;
B. If the individual will be able to work with staff in a cooperative, team-like manner;
C. The individual's commitment to low income families and the community;
D. The experience the individual has working with or the understanding the individual has
of culturally diverse groups;
E. Personal characteristics such as warmth, strength, flexibility, understanding, empathy,
ability to respond quickly, and working under stress;
F. The ability of the individual to work within systems;
G. The individual's respect for authority and ability to work under supervision; and
H. Any other special skills such as speaking, reading, or writing other languages.
5. After screening and interviewing applicants, the Qualifications Appraisal Board categorizes
each applicant as "Acceptable" or as "Highly Acceptable." At least 33% of screened
applicants must be determined "I-Highly Acceptable."
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
106
6. The Qualifications Appraisal Board submits a listing of applicants as "Acceptable" or"Highly
Acceptable" to the Executive Director.
7. A second interview is conducted with the Executive Director, the Head Start Program
Manager and/or designees.
8. The Executive Director selects one applicant from the list and submits the name to the
Policy Council for approval prior to offering a position.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
�n�
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 81
HIRING OF HEAD START GRANTEE OPERATED PROGRAM STAFF
Performance Objective: A position will not be filled until concurrence is reached between the
Head Start Executive Director (Community Services Director), and the Policy Council.
Operational Procedure:
1. Following the approved Contra Costa County Personnel Management Regulations, a
position for employment as a Head Start staff member will be publicly announced by the
Director of Personnel.
2. Upon receipt of applications, the Human Resources Department will screen the applications
to ensure that applicants meet the minimum requirements for filling the position.
3. The Director of Human Resources shall designate selection procedures which may be
written tests, oral tests, physical agility tests, assessment centers, training and experience
evaluations or other selection procedures, or any combination of these. Selection .
procedures shall be practical and job related, constructed to sample the knowledge, skills,
abilities and/or personal attributes required for successful job performance.
4. In examinations where an oral interview is to be conducted as Part of the total examination,
the Director of Human Resources shall appoint one or more Qualifications Appraisal
Boards, as needed, to conduct oral interviews.
5. After completion of the examination process, the Director of Human Resources will certify to
the Head Start Executive Director in rank order according to the overall scores in the
examination process, the names, addresses and phone numbers of the persons entitled to
certification.
6. When, after public announcement, the number of accepted candidates is equal to or less
than the number necessary for a full certification, after consulting with the head Start
Executive Director, the Director of Human Resources may waive competitive testing and
certify the applicants without rank or score. Under these circumstances, the Head Start
Executive Director will appoint a Qualifications Appraisal Board within the Community
Services Department to conduct oral interviews of the applicants.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
108
7. The Policy Council Personnel Committee will interview the prospective employee to
determine:
A. If the individual will be able to work effectively with parents and/or children in a positive,
supportive manner;
B. If the individual will be able to work with staff in a cooperative, team-like manner;
C. The individual's commitment to low income families and the community;
D. The experience the individual has working with or the understanding the individual has
of culturally diverse groups;
E. Personal characteristics such as warmth;strength, flexibility, understanding, empathy,
ability to respond quickly under stress;
F. The ability of the individual to work within systems;
G. The individual's respect for authority and ability to work under supervision; and
H. Any other special skills such as speaking, reading, or writing other languages.
8. The Head Start Executive Director will select one applicant from the list and submit the
name to the GOP Local Policy Council for approval.
9. After the interview, the Policy Council Personnel Committee will submit a recommendation
to the Head Start Policy Council as to the prospective employee's suitability for Head Start
employment in the position being considered.
10. The name of the candidate will be considered for approval by the Head Start Policy Council.
Only after the candidate has been approved for employment by the Head Start Policy
Council may the candidate be officially employed and report for work.
11. No Head Start funds may be obligated for payment of salary to any employee not previously
approved by the Head Start Policy Council.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 82
GRANTEE OPERATED PROGRAM AND DELEGATE AGENCIES
Performance Objective: Grantee policies and procedures apply to Delegate Agencies unless
otherwise specified.
Operational Procedure:
1. This may be completed through contractual negotiations or other written agreements
between the Grantee, Grantee Operated Program, and_/or Delegate Agencies consistent
with Head Start Federal Regulations.
ennrnvnrl Pnlicv Council- Anril 18. 1996 Aanroved. Board of Supervisors:
v
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 83
REPORTING STATUS: POLICY COUNCIL AND COMMITTEES
Performance Objective: The Grantee office maintains a central file of information items
regarding the Policy Council and its committees.
Operational Procedure:
1. The central file includes:
A. Name of the council/committee;
B. Program service it addresses;
C. Contact persons (program person and chairperson);
D. Date the council/committee was established;
E. Charge of the council/committee (i.e., brief description of function/responsibilities);
F. Contra Costa County Head Start Policies and Procedures Manual;
G. Current listing of members, including identification of each (e.g., Officer, staff,
community representative, etc.) with current address and telephone number;
H. All council/committee meetings minutes and agenda.
2. It is the responsibility of the Program Manager to ensure that the Executive Director is
provided with current information from the central file.
3. The Executive Director is responsible for providing to the Board of Supervisors the central file
of council/committee information annually.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
iii
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 84
FINGERPRINTING
Performance Objective: All employees over eighteen regularly coming into contact with
children must be fingerprinted in compliance with Federal Regulations,.
Operational Procedure:
1. Applicable employees must be fingerprinted within four days of the first day of employment.
Fingerprinting before the first day of employment is preferred.
2. Failure to comply with fingerprinting Regulations, results in termination or refusal of
employment.
3. Records of fingerprint results must be dated within four days of the first day of employment.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 85
SHORT TERM CONTRACT EMPLOYEES
Performance Objective: Any short term contract employee working over thirty days must be
approved by the Policy council. Employees working less than thirty days do not require Policy
Council approval. Contract employees working over one year must have the approval of the
County.
Operational Procedure:
1. A need for contract labor is determined first.
2. Funds must be available for contract labor.
3. A draft Service Plan is developed and provided to parents for input prior to hiring persons to
fill the contract labor position.
4. Selection of persons to fill contract labor positions is determined by the appointing authority
or designee.
5. Component Managers and the Head Start Program Manager give input into the
development of the Service Plan.
6. Policy Council approves or disapproves of the contract labor.
7. The Service Plan is sent to the contractor and to County Counsel for review and approval.
9. County Counsel sends any changes in the contract to the Administrative Services Officer.
10. The Administrative Services Officer and County Counsel continue to revise the contract and
Service Plan until mutual agreement is reached. Component Managers and the Head Start
Program Manager provide input throughout this process.
11.After approval of County Counsel and the Administrative Services Officer, the contract is
submitted to the Head Start Program Manager for authorization.
12.After authorization by the Program Manager, the contract is sent to the Executive Director
for authorization.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
13. After Executive Director authorization, the contract is resubmitted to County Counsel for
final approval.
14. County Counsel sends the approved contract to the Administrative Services Officer.
15. Community Services Department sends the contract to the County Administrator's Office a
waiver to disperse the county-wide freeze, if applicable.
16. The County Administrator's Office returns the contract to Community Services Purchasing
Department to be entered into the accounting system.
17. The signed contract is sent to the contractor and other appropriate Parties.
18. Copies are filed in the Grantee Office.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 86
PROFESSIONAL LICENSES
Performance Objective: Applicants for positions requiring professional licenses are required to
provide proof of license before accepting employment. Once hired, proof of renewal by the
appropriate dates must be submitted to the department to continue as an employee in good
standing.
Operational Procedure:
1. Proof of a valid California license is submitted to the Grantee, which has the responsibility of
verification.
2. Documentation of verification will be submitted to the Department Administrative Services
Officer and placed in the employee's personnel file.
3. The employee is responsible for submitting proof.of renewal prior to the expiration date.
4. Documentation of each renewal will be placed in the employee's file.
5. Proof of professional license applies to regular staff as well as to contract staff, consultants,
and volunteers.
A----.,-A 0--,4 ^fqoinPrviqnrs-
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 87
PROFESSIONAL LIABILITY INSURANCE
Performance Objective: Applicants for positions requiring professional licenses are required to
provide proof of license before accepting employment. Once hired, proof of renewal by the
appropriate dates must be submitted to the department to continue as an employee in good
standing.
Operational Procedure:
1. Written verification of appropriate professional liability insurance must be submitted to the
Grantee office, which has the responsibility of verification.
2. Documentation of verification will be submitted to the Department Administrative Services
Officer and placed in the employee's personnel file.
3. The employee is responsible for submitting proof of renewal prior to the expiration date.
4. Documentation of each renewal will be placed in the employee's file.
5. Proof of professional license applies to regular staff as well as to contract staff, consultants,
and volunteers.
6. The amount of coverage required will be usual and customary for this area and specific to
the professional field.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
116
A v
l r �
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 88
ADDITIONAL INFORMATION
Performance Objective: Additional information for the following items may be referenced
accordingly.
Operational Procedure:
1. All documents.requiring the signature of the department head are to be routed through the
department head's secretary.
2. Form P300 Position Adjustment Request must be completed as provided in County Bulletin
Number 300.2
3. Form AK9 Personnel Request must be completed as provided in County Bulletin Number
301.1.
4. Retirees may Participate in County group health plans. See County Bulletin Number 307.3.
5. The County maintains a safety policy. See County Bulletin Number 308.1.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
117
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 89
RECRUITING DISABLED PERSONS
Performance Objective: Contra Costa County Head Start is subject to, and will maintain
compliance with, Section 504 of the Rehabilitation Act of 1973 in the hiring, promotion, and in
general relations with otherwise qualified handicapped candidates and employees.
Annroved_ Policv Council: April 18, 1996 Approved, Board of Supervisors:
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 90
CONFIDENTIALITY
Performance Objective: Efforts are made to ensure the security and confidentiality of
personnel, children's, and family files.
Operational Procedure:
1. For information on confidentiality Regulations, see the current State statutes.
w��__.._� o..r._.. l ........il• A.,�71 1 Q 1��� Annrnvnrl Rn�rrl Af SIIrIPNICnrC•
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 91
HIRING OF COMPONENT STAFF BY DELEGATE AGENCIES
Performance Objective: Delegate Agencies may hire component staff.
Operational Procedure:
1. Grantee staff shall attend interviews.
2. Grantee staff will meet ahead of time to do training with parents on the interview process.
3. Component staff hired by Delegate Agencies are to report to the Grantee component staff
for orientation and training within two weeks of hire.
4. Directors will provide the appropriate staff members with copies of the current, relevant
component plan.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors:
CONTRA COSTA COUNTY
HEAD START POLICIES & PROCEDURES
PERSONNEL
POLICY 92
AMENDMENT PROCEDURE
Performance Objective: Amendments to the Personnel Management Regulations, and to
Salary Regulations, may be proposed in writing and adopted by Resolution by a majority vote at
any regular or special meeting of the Board of Supervisors.
Approved, Policy Council: April 18, 1996 Approved, Board of Supervisors: