Personnel Policies and Procedures

Issue Date:   All versions unless otherwise noted, January 7, 2005.

This policy manual is an overview and summary of the City and Borough of Sitka's personnel policies and procedures. It does not constitute a contract of employment with employees of the Municipality and are not contractual commitments by the Municipality to its employees. The Municipality retains the right to make changes, or to alter or amend its employment policies and procedures at any time.

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Section - Heading Ordinance
number
issue date Page
Number
    All versions unless otherwise noted are 01.07.05  
I. Introduction      
1.1 Purpose 2011-24 06.28.2011 101
1.2 Applicability 2011-24 06.28.2011 101
1.2.5 Applicability of Certain Provisions to Volunteers
and Auxiliary personnel
2004-03   102
1.3 Review and Amendment 2011-24 06.28.2011 102
1.4 Reserved 2011-24 06.28.2011 102
1.5 Personnel Records 01-1654   102
1.6 Reports 01-1654   103
1.7 Definitions 2011-24 06.28.2011 103
II. Reserved      
III. General Rules of Employment      
3.1 Department Heads Responsibility 2011-24 06.28.2011 301
3.2 Merit 2006-02 05.08.2006 301
3.3 Appointment 01-1654   301
3.4 No Discrimination 01-1654   301
3.5 Tests 01-1654   301
3.6 Minimum age 01-1654   301
3.7 Moving Allowance 2011-24 06.28.2011 301
3.8 Advertising Vacant Positions 2006-02 05.08.2006 301
3.9 Reserved 01-1654   301
3.10 Nepotism 01-1654   302
3.11 Required Interview for Current Employees 02-1639   302
IV. Types of Appointments      
4.1 Regular 2006-02 05.08.2006 401
4.2 Temporary 2011-24 06.28.2011 401
4.3 Probationary 2014-18 06.11.2014 401
4.4 Deleted 2011-24 06.28.2011 401
V. Disciplinary Actions and Separation      
5.1 Discipline, Demotion and Termination of Employees Who Have Obtained a Regular Appointment 01-1654   501
5.2 Reserved 01-1654   501
5.3 Progressive Discipline Procedure 2006-02 05.08.2006 501
5.4 Protection for Whistleblowers 01-1654   501
5.5 Layoffs 01-1654   502
5.6 Resignations 01-1654   503
5.7 Severance Pay 01-1654   503
5.8 Final Pay 01-1654   503
VI. Personnel Staffing and Compensation      
6.1 Authorized Positions 01-1654   601
6.2 Grades and Job Descriptions 01-1654   601
6.3 Filling Vacancies 01-1654   601
6.4 Changing Authorized Positions, Grades and Job Descriptions 01-1654   601
6.5 Pay For New Employees 2014-18 06.11.2014 602
6.6 Establishing New Positions 01-1654   602
6.7 Temporary Positions 01-1654   603
6.8 Above-Grade Appointments for Training 01-1654   603
6.9 Differential Pay 2011-24 06.28.2011 603
6.10 Filling a Position Temporarily 03-1714   603
6.11 Pay Upon Promotion, Transfer or Demotion, Reallocations Downward and Reinstatement 2014-18 06.11.2014 604
6.12 Pay Increases - Pay Matrix 2014-18 06.11.2014 604
6.13 Budgetary Constraints 01-1654   605
6.14 Assembly Authority to Approve by Motion Particular Benefits that May Vary from Those Set Out in This Personnel Policies Handbook 02-1705   605
VII. Hours of Work, Overtime, Paydays and Deductions      
7.1 Hours of Work 2011-24 06.28.2011 701
7.2 Overtime 2011-24 06.28.2011 701
7.3 Holiday Overtime 2011-24 06.28.2011 701
7.4 Call Out Time 2006-02 05.08.2006 701
7.5 Standby Pay 2011-24 06.28.2011 702
7.6 Paydays 01-1654   702
7.7 Payroll Deductions 01-1654   702
7.8 Deleted 2011-24 06.28.2011 702
VIII. Vacations      
8.1 Full-Time Regular Employees 2006-02 05.08.2006 801
8.2 Part-Time Regular Employees 01-1654   801
8.3 Deleted 2011-24 06.28.2011 801
8.4 Reserved 01-1654   801
8.5 While on Leave-Without-Pay Status 01-1654   801
8.6 Saturdays, Sundays and Holidays 01-1654   801
8.7 Pay During Vacation 01-1654   801
8.8 Department Head to Authorize 01-1654   801
8.9 At Expiration of Sick Leave 01-1654   801
8.10 Termination 01-1654   801
8.11 Mandatory Time Off 2006-02 05.08.2006 801
8.12 Accumulation Limit 2006-02 05.08.2006 801
8.13 Posting Leave 01-1654   802
8.14 Vacation During the First Six Months of Employment 2011-24 06.28.2011 802
8.15 Conversion of Annual Leave to Cash 2006-02 05.08.2006 802
IX. Sick Leave      
9.1 Full Time Regular Employees 2011-24 06.28.2011 901
9.2 Part-Time Regular Employees 2006-02 05.08.2006 901
9.3 Deleted 2011-24 06.28.2011 901
9.35 Deleted 2011.-24 06.28.2011 901
9.4 Doctor’s Certificate 01-1654   901
9.5 Notification to Supervisor 01-1654   901
9.6 While on Leave-Without-Pay Status 01-1654   901
9.7 Upon Separation 2011-24 06.28.2011 901
9.8 Emergency Leave 2011-24 06.28.2011 901
9.9 Abused Sick Leave 01-1654   901
9.10 Family and Medical Leave Policy 2014-18 06.11.2014 901
9.11 Leave Bank 01-1654   902
9.12 Conversion of Sick Leave 01-1654   902
9.13 Maternity/Paternity Leave 01-1654   902
X. Reserved      
XI. Leave Without pay      
11.1 Leave Without Pay Requests for the Equivalent of Two Work Weeks 2011-24 06.28.2011 1101
11.2 Leave Without Pay Requests for the Equivalent of More Than Two Work Weeks 2006-02 05.08.2006 1101
11.3 Health and Life Premiums 01-1654   1101
XII. Military Leave      
12.1 Leave and Return Rights 2011-24 06.28.2011 1201
XIII. Court Leave      
13.1 Court Leave Authorized 01-1654   1301
13.2 Salary During Court Leave 01-1654   1301
13.3 Volunteer Compensation - Court Leave 2004-22   1301
XIV. Holidays      
14.1 Recognized Holidays 2011-24 06.28.2011 1401
14.2 Holidays Falling on a Saturday or Sunday 01-1654   1402
14.3 Holidays Falling During Vacations 01-1654   1402
XV. Reserved      
XVI. Retirement      
16.1 State Retirement System 02-1666   1601
XVII. Health Insurance      
17.1 Group Health Insurance Available 01-1654   1701
XVIII. Occupational Injury      
18.1 Duty of the Employee to Report 01-1654   1801
18.2 Salary While Off Duty 01-1654   1801
18.3 Volunteer and Auxiliary Personnel 01-1654   1801
18.4 Position Held Open 01-1654   1801
18.5 Definition – Occupational Injury 01-1654   1801
18.6 Contested Occupational Injuries 01-1654   1801
XIX. Per Diem and Travel Allowances      
19.1 Per Diem Allowance 2011-24 06.28.2011 1901
19.2 Transportation Expenses 01-1654   1901
19.3 Registration Fees 01-1654   1901
19.4 Travel Advances 01-1654   1901
19.5 Request for Travel Advance 01-1654   1901
19.6 Amount of Travel Advance 01-1654   1901
19.7 Travel Advances and Reimbursement for Actual Costs Incurred 01-1654   1901
19.8 Travel Requests 01-1654   1901
19.9 Use of Private Vehicles 01-1654   1902
19.10 Travel Allowance 01-1654   1902
19.11 Allowance for Job-Connected Training 01-1654   1902
19.12 Exceptions to Policy 01-1654   1903
XX. Grievances and Discipline Appeals      
20.1 General Policy 2006-02 05.08.2006 2001
20.2 Steps for Handling of Grievances and Disciplinary Appeals 2006-02 05.08.2006 2001
20.3 Hearing Procedure 01-1654   2001
20.4 Decision of the Hearing Officer 01-1654   2002
20.5 Procedure for Suspension Without Pay 2006-02 05.08.2006 2002
20.6 Termination Procedure 2006-02 05.08.2006 2002
20.7 Hearing Officer Decision Final and Binding 01-1654   2002
20.8 A.D.A Violations 01-1654   2002
XXI. Deleted  2014-18 06.11.2014  
XXII. Miscellaneous Provisions      
22.1 Training 01-1654   2201
22.2 Annual Performance Evaluation 01-1654   2201
22.3 Other Employment 01-1654   2201
22.4 Gifts and Gratuities 01-1654   2201
22.5 Physical Examination 01-1654   2201
22.6 Wage Information to Be Supplied 2011-24 06.28.2011 2201
22.7 Deleted 2011-24 06.28.2011 2201
22.8 Half-Hour Lunch 01-1654   2202
22.9 Personal Business 2006-02 05.08.2006 2201
XXIII. Refusal to work unsafe conditions      
23.1 Employee Not in Violation of Personnel Policy 01-1654   2301
XXIV. Drug and Alcohol Policy      
24.1 Influence of Intoxicants at the Workplace 2006-02 05.08.2006 2401
24.2 Alcohol and Drug Screening Test 01-1654   2401
24.3 Drug Dependency 01-1654   2401
24.4 Non-Prescription or Prescribed Legal Drug Usage 01-1654   2401
24.5 Reporting a Conviction 2006-02 05.08.2006 2401
24.6 CDL Holders 01-1654   2401
24.7 Sitka Fire Department Substance Abuse Policy 01-1654   2401
XXV. Attached Policies:      
Attachment A: Pay Matrix 2014-18 06.11.2014 2501
Attachment B: Safety Policy 01-1654   2502
Attachment C: City and Borough ADA policy 01-1654   2509
Attachment D: Sexual Harassment and Anti-Harassment Policy 01-1654   2510
Attachment E: E-Policy 01-1654   2512
Attachment F: City and Borough of Sitka Drug Free Workplace Act
Policy Statement
01-1654   2513
Attachment G: FMSCA Anti-Drug and Alcohol Policy (CDL Drivers) 2014-33 11.12.14 2515
Attachment H: Employee Acknowledgement – Must be signed and returned to Human Resources 01-1654   2549

 

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