Personnel

Policy: 314

General Human Resources Management Policies

Procedure:

1. Agency Office Hours
   All Administrative Offices of MDCBDSN shall be open no later than 9:00 a.m. and close no earlier than 4:00 p.m. Monday through Friday.


2. Agency Work Schedule
1. Compensation of employees is based on a forty (40) hour work week, beginning on Sunday and ending on Saturday.
2. MDCBDSN shall determine the appropriate work schedule for each service area based on the requirements of the work place.
1. A standard work week of forty (40) hours has been adopted for all shift employees assigned to positions in service areas requiring staff on duty twenty-four (24) hours a day. Shift employees are allowed a non-paid one-half (1/2) hour meal break.
2. A standard work week of forty (40) hours has been adopted for non-shift (Day Services) employees. Non-shift employees are allowed a paid one-half (1/2) hour lunch breakheir schedule allows.
3. Supervisory and Administrative non-shift employees have a standard work week consisting of a minimum of thirty-seven and one-half (37 1/2) hours.


3. Personnel Files including a record of changes for each employee are maintained by the Human Resource Director. Employees are provided written notice of all personnel changes affecting their salary.


4. Performance Evaluation
1. The primary purpose of a performance evaluation is to help the employee improve his/her own performance which will increase the overall efficiency of the Agency. Other important reasons include:
1. Identifying employees who have potential for promotion.
2. Helping employees use their full potential in carrying out their job responsibility.
3. Identifying training needs.
4. Providing information to employees, supervision, and administration to use in making work related decisions.
5. Maintaining a documented history of the employee's performance.
6. Encouraging continued growth and development.
7. Providing documentation to support recommendations for salary increases, promotions, transfers, demotions and dismissals.
2. A performance evaluation shall be rated prior to completion of the one year probationary period for each new employee and prior to employee being placed on permanent status.
3. An annual performance evaluation shall be conducted at least annually for all permanent employees.
1. There shall be a discussion with each employee and their supervisor at the beginning of each rating period to explain the job duties, performance characteristics, and expectations for the rating period.
2. Special or additional evaluations shall be done when an employee's job performance is less than satisfactory.
3. Should an employee refuse to sign their evaluation, a note should be made on the evaluation. Should this occur a witness must sign the evaluation to this fact.
4. All performance evaluations shall be part of the employee's permanent personnel file.
5. A copy of the employee's performance evaluation shall be given to the employee upon their request.
6. A permanent employee who has been demoted, promoted, or reclassified begins a twelve (12) month probationary period and is no longer on permanent status. The probationary period date marks the beginning of a new performance (rating) period.
7. Performance Evaluations are not a matter that can be grieved to the MDCBDSN unless the grievance involves alleged discrimination.
4. Levels of Performance (Ratings)
   Based on the rating, provide an overall rating of the employee's job performance. To be eligible to receive and overall rating of "Outstanding", the employee must have received an overall rating of "Consistently Exceeds Expectations" on all job duties and those work characteristics considered.
   
   OUTSTANDING: Employee displays at all times, without exception, all assigned responsibilities beyond the level of expectation.
   
   EXCEEDS EXPECTATIONS: Displays a high level of related skills, abilities, initiative and productivity in some areas, but not consistently and not without exception.
   
   MEETS EXPECTATIONS: Employee displays and maintains an effective and consistent level of performance of the job factor under review. Work output regularly achieves desired or required outcomes and expectations.
   
   IMPROVEMENT NEEDED: Employee displays inconsistency in the performance of the job factor under review and output frequently falls below acceptable levels.
   
   UNACCEPTABLE: Work output is consistently low, regularly fails to meet required outcomes, error rate is high, requiring duties to be completed by others.
   


5. Warning Notices
   An official warning notice includes the following:
1. Must be in writing.
2. Addressed to the employee.
3. Labeled as a warning notice of unacceptable performance.
4. List of deficiencies.
5. Suggested ways of improving deficiencies listed.
6. Time period for improvement.
7. A plan for regularly scheduled meetings to discuss employee's progress during the warning period.
8. Possible consequences if no improvement is noted (dismissal, demotion, transfer).
9. Signed by the employee (Witness if employee refuses to sign).
10. Copy given to employee and placed in official personnel file.


6. Promotion
1. MDCBDSN endorses the concept of upward mobility. Current Agency employees who apply and qualify for a position to be filled will be given consideration for promotion. All applicants for a vacant position whether current employees or applicants from outside the Agency must meet the minimum education and experience requirements of the Agency job description for the position. The final selection of an individual to fill a vacancy or receive a promotion will be made by the Executive Director based on the recommendation of the Supervisor of the position in question and other appropriate Agency staff.
2. Salary increases other than State funded and mandated increases are generally not allowable under current SCDDSN policy. Salary increases can only be made when the position is reclassified, and the increase will be for all staff within the reclassification. Reclassifications must be approved by the Executive Director with consultation from the Director of Operations. Reclassifications requiring a pay increase above 6% must be approved by the Board.
3. Guidelines which shall be used in selecting a position for reclassification:
1. The position has taken on additional responsibilities that requires a significant amount of additional time.
2. The reclassification is in the best interest of the agency the consumers it serves.
3. The reclassification will streamline processes to make overall efficiency better for the agency.


7. Demotion
1. An employee who is unable to perform assigned duties or fulfill job requirements may be demoted to an existing position involving lesser duties and responsibilities.
2. An employee may request demotion for personal reasons provided there is a suitable position available.
3. Salary actions upon demotions shall be approved by the Executive Director. Usually a demotion is accompanied by a decrease in salary.


8. Transfer
1. From time to time, vacancies occur within the Agency which can be filled by qualified and experienced personnel already employed by the Agency in another position. Transfers should result in better use of the employee's skills and experiences.
2. There are times when an employee desires to transfer for reasons of personal convenience. Efforts will be made to accommodate such requests when possible and appropriate.
3. Transfers made to positions in the same pay range will be at the previous rate of pay.
4. Transfers will not be made until approved by the Executive Director and the determination is made that the transfer is in the best interest of MDCBDSN.


9. Reassignment
1. A reassignment is a change from one position to another of like status and pay.
2. An employee may be reassigned to another existing position within their service area by the administrator upon approval of the Executive Director.
3. An employee may request reassignment through their supervisor who will request approval/disapproval through the chain of command.


10. Reduction in Force
1. MDCBDSN has an approved procedure for reductions in force. Reduction in force may be necessary because of conditions within or outside the Agency, to include budget reductions..
2. The following process shall be followed in reducing the number of staff as the need is indicated.
1. The safety and health of the consumers shall be the controlling factor in all decisions.
2. Employees shall be retained based upon:
1. Level of performance (Job evaluations).
2. Supervisory recommendations.
3. Length of service with the Agency.
3. MDCBDSN shall issue a directive ordering the reduction in force which specifies:
1. Reason for reduction.
2. Programs which will be effected.
3. Order in which employees will be laid off.
4. Effective dates of the lay-off.
4. The Executive Director shall be responsible for executing the directive.


11. Probationary Period
1. All new employees shall complete a probationary period of one (1) year of continuous employment which begins the day employee reports for work.
2. An employee whose performance during the probationary period has been satisfactory, shall be given permanent status.
3. An employee who is transferred/promoted to another position shall complete a new probationary period of one (1) year before achieving permanent status.
4. An employee who fails to complete the probationary period satisfactorily may be granted an extension not to exceed ninety (90) days provided there is every reason to expect that the employee will improve their performance in the areas deficient.
5. The employee's immediate supervisor shall initiate action before the end of the probationary period to demote or dismiss the employee, should it become apparent that the employee is unable or will be unable to qualify for permanent status.
6. The probationary employee may be given notice in writing from the Human Resources Director prior to termination. This notice shall state the specific reason or reasons for termination. The specific reason or reasons shall be shown on the Personnel Action form.
7. An employee shall not lose sick/annual leave or any benefits when promoted to a new position requiring a new probationary period.


12. Equal Employment Opportunity, Affirmative Action, Americans with Disabilities Act
1. MDCBDSN shall encourage and assure that all applicants have an equal opportunity for employment and or promotion without regard to race, color, creed, sex, age, national origin or disability.
2. The applicant shall be legally employable in the United States.