HomeMy WebLinkAbout8200RESOLUTION NO 8200
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS
ADOPTING THE CITY'S PERSONNEL RULES AND REGULATIONS AND
RESCINDING RESOLUTION NO 7965
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Redlands
as follows
Section 1 The City Council of the City of Redlands does hereby adopt the revised
Personnel Rules and Regulations attached hereto as Exhibit "A."
Section 2 This Resolution shall become effective on September 8, 2021, and
Resolution No 7965 shall be rescinded as of such date
ADOPTED, SIGNED, AND APPROVED this 7th daySeptei ber, 2021
Paul T Barich, Mayor
ATTEST
nne Donaldson, City Clerk
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I \Resolutions\Res 8200 8299\8200 City's Personnel Rules and Regulations.docx
I, Jeanne Donaldson, City Clerk of the City of Redlands, hereby certify that the foregoing
resolution was duly adopted by the City Council at a regular meeting thereof held on the 21st day
of September, 2021
AYES Councilmembers Tejeda, Davis, Guzman -Lowry, Mayor Banch
NOES None
ABSENT Councilmember Foster
ABSTAINED None
Jeanie Donaldson, City Clerk
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I \Resolutions\Res 8200 8299\8200 City's Personnel Rules and Regulattons.docx
EXHIBIT "A"
CITY'S PERSONNEL RULES AND REGULATIONS
[Attached]
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I.\Resohrtions\Res 8200-8299\8200 City's Personnel Rules and Regulations.docx
CITY OF REDLANDS
PERSONNEL RULES AND REGULATIONS
SEPTEMBER, 2021
Adopted by Resolution of the City Council on September 21, 2021
It is the purpose of these policies to establish a uniform and equitable system of personnel
administration for employees of the City of Redlands. Their provisions do not establish terms and shall
not be construed as contractual provisions They are not intended to be all-inclusive, interfere with
MOU's or to cover every situation that may arise If a departmental standard operating procedure (SOP)
is ever in conflict with the Personnel Rules and Regulations, the Personnel Rules and Regulations will apply
These policies may be amended at any time and will supersede all previous personnel policies. Revisions
and amendments shall become effective upon approval by the City Council
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TABLE OF CONTENTS
I INTRODUCTION 9
A. Adoption of Personnel System 9
B. Equal Opportunity Employment 9
C. Applicability of Rules. 9
D Definition of Terms. 10
E Assistant City Manager 12
II CLASSIFICATION PLAN AND SELECTION PROCESS. 12
A. Classification Plan 12
1. Implementation of the classification plan
2 Period Updates
3 Adoption by the City Council
4 Assignment of classifications to bargaining units
B New Positions and Vacancies 13
C. Job Announcements. 13
D Applications. 14
E Disqualification 14
F Subject and Methods of Examination 14
G Qualifying Grade and Rating Examinations 14
H Eligibility Lists. 15
I Removal of Names from Eligibility List 15
J Notification of Results. 15
K. Nepotism and Fraternization 15
1 Fraternization
2 Enforcement
3 Nepotism
4 Effect of Post -Employment Marriage or Creation of Other Relative Status
III APPOINTMENTS. 19
A. Offers of Appointment 19
B Pre -Employment Medical Examinations. 20
C. Probationary Appointments 20
D Regular Appointments. 20
E Temporary Appointments. 20
F Interim Appointments 21
G Promotional Appointments 21
H Emergency Appointments 22
Limited -Term Appointments. 22
IV CHANGES TO POSITIONS. .22
A. Transfers. 23
B Reclassification 24
C. Demotions. 24
D Lay -Offs. 24
E Bumping. 24
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F Separations. 25
G Reinstatement. .25
V COMPENSATION .26
A. Compensation Plan 26
B Salary upon Appointment. 27
C. Salary upon Interim Appointment. 27
D Salary upon Promotion 27
E Salary upon Transfer 27
F Salary upon Reclassification 27
1 Upward Reclassification
2 Downward Reclassification
G Salary Range Change .28
H Salary upon Demotion 28
I Merit Salary Increases. 28
1 Eligibility for Merit Increase
2 Merit Increases for Exceptional Circumstances
I Bilingual Compensation 29
J Overtime Compensation 29
K. Compensatory Time Off 29
L. Deductions from Exempt Employee's Pay 30
M Errors in Compensation 30
VI GENERAL EMPLOYMENT MATTERS. .30
A. Hours of Work. 30
B Timekeeping 30
C. Attendance .31
D Employee Performance Evaluation 31
E Discrimination, Harassment, & Retaliation 32
1. Discrimination
2 Harassment
3 Sexual Harassment
4 Retaliation
5 Complaint Procedure
6 Confidentiality
F Bullying 36
G Workplace Violence 37
1. Examples of Prohibited Behaviors
2 Management Actions
H Reasonable Accommodation .39
1. Procedures
I Fitness for Duty Examinations 40
J Employee Dress Standards. 41
K. Uniforms. 42
1. Wear
2 Responsibility
4
3 Safety
4 Allowance
L. Identification Badges/Cards.
M Use of City Vehicles and Automotive Equipment.
1 Licenses
2 Assignment of Vehicles and Equipment
3 Safe Operation of Vehicles and Equipment
4 Use of Seat Belts
5 Use of Cellular Phones and Radios
6 Inspection of Vehicles and Equipment
7 Maintenance of Vehicles and Equipment
8 Accidents involving Vehicles and Equipment
9 Use of Vehicles and Equipment
10 Use of Private Vehicles
11 Personal use of Vehicles and Equipment
12 Regular Take Home Authorization and Assignment
13 Temporary Take Home Authorization and Assignment
14 Miscellaneous
N Travel and Expense Reimbursement Policy
1. Overview
2 Compensation while traveling
3 Authorization and responsibility
4 Vacation in conjunction with business travel
5 Permissible prepaid travel expenses
6 Reimbursements
7 Non -reimbursable Travel Expenses
8. Travel for Non -employees
0 Credit Card Policy
A. Authorized Cards
B. Card Eligibility
C. Obtaining Credit Card for an Identified Eligible Employee
D Card Usage
E Reconciliation
P Rideshare Policy
1. Provisions
2 Incentives
3 Required Forms
Q. Receipt of Gifts
1. Donation of Gifts
2 Return of Gifts
3 Exclusions
R. Drug and Alcohol Abuse
1. Definitions
2 Provisions
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43
48
54
55
56
57
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3 Prohibitions
4 Alcohol and Drug Testing
5 Post Accident Testing
6 Random Testing
7 Testing Procedures
8 Consequences of Failing an Alcohol and/or Drug Screen
S Smoking 62
T Off Duty Conduct. 62
1 General Considerations
2 Outside Employment
3 Prohibited Off Duty Conduct
VII INFORMATION TECHNOLOGY .63
A. Computer and Electronic Communications. 63
1. Scope
2 Usage Rules
3 Prohibited Activities
4 Monitoring, Auditing, and Access
B Mobile Device Policy for City Owned Devices. 69
1 Policy Applications
2 Definitions
3 User Roles and Responsibilities
4 Prohibited Uses
5 Data and System Security
C. Password Policy 73
1. Policy Application
2 Systems Covered
3 Principles
4 Authorized End User's Responsibilities
5 Department of Innovation and Technology Staff Responsibilities
6 Application/Systems Standards
VIII DISCIPLINARY ACTION. 77
A. Policy on Discipline 77
B Notice of Proposed Discipline 78
C. Appeal of Disciplinary Action 79
D Causes for Discipline 79
IX. GRIEVANCE PROCEDURE. .80
A. Definitions. 80
B Eligibility to File a Grievance 80
C. Exclusions from the Grievance Procedure 80
D Grievance Procedure 80
1 Informal Grievance Procedure
2 Formal Grievance Procedure
E Representation .82
F Settlement of Grievance 82
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G No Retaliation 82
X. LEAVES OF ABSENCE. .83
A. Eligibility for Paid Leaves of Absence .83
B Vacation 83
1 Rate of Accrual
2 Scheduling Vacation
3 Effects of Holidays on Vacation Leave
4 Effects of Sick Leave on Vacation Leave
5 Compensation for City Work during Vacation is Prohibited
6 Vacation Pay upon Termination
C. Holidays. .84
1 Authorized Holidays
2 Holiday Worked Pay
3 Floating Holidays
D Sick Leave 85
1. Accrual of Sick Leave
2 Return to Work from Sick Leave
3 Use of Sick Leave for Family
E Family and Medical Leave Act. 86
1. Eligibility
2 Reasons for Leave
3 12 Month Measurement Period
4 Intermittent and Reduced Schedule Leave
5 Interaction with Paid Leaves
6 Maintenance of Health Benefits
7 Procedures
8 Employer Responsibility
9 Reinstatement upon Return from Leave
10 Military Caregiver Leave
11. Qualifying Exigency Leave
12 Definitions
13 Exhaustion of Leave
F Pregnancy Disability Leave 95
1. Eligibility
2 Reasons for Leave
3 Amount of Leave
4 Benefits While on Leave
5 Substitution of Paid Accrued Leaves
6 Employee Notice of Leave
7 Medical Certification
8. Reinstatement upon Return from Leave
9 Lactation Accommodation
G Catastrophic Leave 96
1. Provisions
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H Jury Duty and Witness Leave 97
I Military Leave 98
J Personal Leave 98
1. Authorization
2 Length of Leave and Extension
3 Return from Leave
4 Adjustments to Accrual of Benefits
5 Adjustments to Date of Performance Evaluation
XI RISK MANAGEMENT 99
A. Workers' Compensation 99
1 Reporting Procedure
B Civilian Employees. 99
1 Use of Paid Accrued Leaves
2 Benefits
C. Sworn Employees. 100
D Long Term Illness and Labor Code Section 4850 Appointments. 100
E Modified Duty 100
F Check In Procedures 101
G Accident Reporting, Recording, and Analysis. 101
1. Definition
2 Procedures for reporting an accident
3 Supervisors Responsibilities
4 Accident Reports and Records
5 Accident Investigation
6 Disciplinary Action
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I INTRODUCTION
A. ADOPTION OF PERSONNEL SYSTEM
In order to establish a uniform procedure for dealing with personnel matters, the personnel system set
forth in these Rules and Regulations (hereinafter "Rules") is hereby adopted These Rules supersede
any prior rules and regulations and may be changed only upon approval of the City Council
Where an applicable Memorandum of Understanding between the City and a recognized employee
organization contains provisions that are inconsistent with those contained in these Rules, the
language contained in the Memorandum of Understanding will govern In the event of an emergency,
any part or all of these Rules and Regulations may be suspended by order of the City Manager and such
suspension shall remain in effect until the City Manager's order is withdrawn
B EQUAL OPPORTUNITY EMPLOYMENT
This Equal Employment Opportunity policy applies to all applicants, volunteers, and employees without
exception The City will not discriminate against qualified employees or applicants for employment on
the basis of actual or perceived age, color, disability, ethnicity, family or marital status, gender identity
or expression, language, national origin, physical and mental ability, political affiliation, race, religion,
sexual orientation, socio-economic status, veteran status, or any other basis protected by law, or on
the basis of a perception that an individual is associated with a person who has, or is perceived to have,
any of these characteristics The City will afford equal employment opportunity to all qualified
applicants or employees with respect to compensation and all terms and conditions of employment,
including hiring, training, promotion, transfer, discipline, and termination
Employees who believe they have been subjected to any kind of discrimination that conflicts with the
City's policy should report this experience immediately to their supervisor or the Office of Human
Resources. The City will promptly investigate the report under the Complaint Procedure for
Discrimination, Harassment and Retaliation at Rule VI E , of these Rules. Any employee found to have
exhibited any inappropriate conduct or behavior against others may be subject to disciplinary action
C APPLICABILITY OF RULES
The provisions of these Rules shall apply to all offices, positions and employees in the competitive
service of the City, except as otherwise indicated within a specific provision of these Rules
With the exception of the City's EEO policy at Rule I B , Complaint Procedure at Rule VI E , Reasonable
Accommodation Policy at Rule VI H , or as otherwise stated, these Rules do not apply to the following
offices and positions outside the competitive service
• Elected Officers
• Members of appointed boards, commissions and committees,
• Persons engaged under contract to supply expert, professional, or technical services for a
definite period of time,
• Volunteer personnel,
• City Manager;
• City Attorney,
• Department Directors
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• Part Time Employees
• Hourly Employees
D DEFINITION OF TERMS
Words and terms used in these Rules and in any ordinance or resolution dealing with these Rules and
any other personnel policies or procedures are defined in the Rule to which they apply or as follows
• "Actual hours worked" means all hours in which the employee actually performed work and
does not include any paid or unpaid leave time (excluding jury duty), including but not limited
to vacation and sick leave
• "Advancement" means a salary increase within the limits of the pay range established for
classifications provided by resolution
• "Appointing Authority" means the City Manager or the City Manager's designee
• "Appointment" means the employment of a person in a position
• "At -will employee" means an employee that can be dismissed without just cause and without
warning.
• "Base salary" means the salary range and step established in the Compensation Plan, exclusive
of any overtime, shift -differential, incentive or other excludable pay an employee may receive
• "Classification" means a group of positions substantially similar in duties, authority,
responsibilities, and minimum qualifications for employment to permit combining them under
a single title and the application of common standards of selection and compensation
• "Classification plan" means the designation by resolution of the City Council of a title for each
classification together with the specifications for each classification as prepared and maintained
by the Office of Human Resources.
• "Compensatory time off" means paid time off from work in lieu of overtime pay
• "Competitive service" means employment in all positions in the City service except those
specifically excluded by the Rules.
• "Day" means calendar day unless otherwise noted
• "Demotion" means the voluntary or involuntary reduction of an employee from a position in
one classification to a position in a lower classification
• "Discharge" means the involuntary separation of an employee from the City service
• "Eligibility list" means a list of names of persons who have successfully completed the
examination process for a position in the competitive service, pursuant to Rule II (Classification
Plan and Selection Process)
• "FLSA" stands for the Fair Labor Standards Act.
• "FLSA-exempt" refers to all employees who meet one or more of the duties test exemptions
from overtime under the FLSA (e g. executive, administrative, professional) and who is paid on
a salary basis, as defined below
• "Full-time position" means employment in which the employee normally works at least forty
(40) hours per week. Employees working less than forty (40) hours per week in a job share of a
full-time position will receive pro -rated benefits.
• "Hourly basis" means compensation paid according to the number of hours that employee
actually works.
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• "Hourly position" means employment in which the employee normally works less than 40 hours
per week or no more than one thousand (1,000) hours per fiscal year
• "Interim Appointment" means the appointment of an employee or individual to a classification
in the City service on an interim basis.
• "Lay-off" means the termination of an employee from City service for reasons of economy,
efficiency or other non -disciplinary reason, pursuant to Rule IV D (Lay -Offs) of these Rules.
• "Limited -Term Employee" means an employee that is not part of any bargaining unit, has a
limited appointment, and is an at -will employee All limited term employees must have City
Council approval before being hired Limited -Term employees may or may not be listed on the
salary resolution Limited -term employees are not guaranteed benefits, but benefits may be
awarded on a case -by -case basis. Limited term employees should only be hired for short-term
(less than 2 years) project -based work.
• "Merit salary increase" means the performance -based advancement of an employee's salary to
a higher salary level within the established salary range for the employee's classification
• "Non-exempt" refers to employees who are entitled to FLSA overtime, regardless of whether
paid on a salary or hourly basis Non-exempt does not include employees performing exempt
duties on a primary basis under a temporary or acting appointment to an exempt -designated
position
• "Overtime" means all actual hours worked by a non-exempt employee in excess of forty (40)
hours in the employee's designated workweek, except as otherwise designated by an applicable
MOU, or as otherwise designated for employees on a flexible work schedule, or as designated
under the FLSA.
• "Position" means a combination of duties and responsibilities assigned to a single employee
and performed on either a full-time or part-time basis.
• "Probationary appointment" means employment for a working test period that is part of the
selection process, during which a new or promoted employee is required to demonstrate
satisfactory or better performance of the position's duties.
• "Promotional appointment" means the advancement of an employee from a position in one
classification to a position in a higher classification
• "Reclassification" means the reassignment of a position to another classification due to the
material change of the job duties of a position, pursuant to Rule II.A. (Classification Plan) of
these Rules.
• "Regular appointment" means the employment of a person in an authorized full-time position
following successful completion of a probationary period in a full-time authorized position
• "Rejection" means the discharge from the competitive service of an employee who has not
successfully completed the initial probationary period
• "Reinstatement" means the reappointment of an employee to a position in the same or a
comparable classification within twelve (12) months of his/her separation in "good standing"
pursuant to Rule IV G (Reinstatement) of these Rules.
• "Resignation" means the voluntary separation of an employee from the City service
• "Safety sensitive" means a position or duty of a position that the City has designated as "safety
sensitive" for purposes of implementing its Drug and Alcohol policy at Rule VI H of these Rules.
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• "Salary basis" means compensation in a predetermined amount that is not reduced, regardless
of the quality or quantity of work actually performed, except as required by the City's principles
of public accountability for partial -day absences, or as otherwise set forth by FLSA.
• "Salary evaluation date" means the date on which a probationary or regular employee's
performance is evaluated and the date upon which the employee is eligible, on the basis of job
performance for a prescribed period, for a merit salary increase within the established salary
range
• "Seniority" means the employee's number of continuous years in competitive service from the
employee's service anniversary date Seniority in classification means the number of continuous
years of service in the present or higher classification
• "Separation" means the voluntary or involuntary termination of employment from City service
• "Service anniversary date" means the original date of hire as a full-time employee for purposes
of accruing benefits and determining years of service with the City
• "Supervisor" may include coordinator, supervisor, manager, or director
• "Suspension" means the temporary separation without pay of an employee from the
competitive service for disciplinary purposes.
• "Temporary appointment" means an appointment to a regular position for a period of no more
than six (6) months, unless extended, in writing, by the City Manager
• "Transfer" means the reassignment of an employee from one position to another position in
the same classification or another classification having the same maximum salary range,
involving the performance of basically similar duties, and requiring substantially the same
minimum qualifications.
• "Workweek" means, for purposes of overtime determination, a consecutive, seven-day period
that begins at 12.00 a m on Monday and ends at 11 59 p m on Sunday, except as otherwise
designated by an applicable MOU, or as otherwise designated for employees on a flexible work
schedule, or as designated under the FLSA for safety employees For employees working a 9/80
work schedule, their designated FLSA work week (168 hours in length) shall begin exactly four
hours after the start time of the employee's eight hour shift on the day of the week that
corresponds with the employee's alternating regular day off
• "Y-Rated" means the employee's existing salary is frozen until adjustments to the employee's
salary causes it to fall within the new salary range
E ASSISTANT CITY MANAGER
The City Manager shall appoint the Assistant City Manager The City Manager may delegate to the
Assistant City Manager any of the powers and duties conferred upon him/her under these or other City
rules, regulations, resolutions or ordinances The Assistant City Manager, or his/her designee, shall be
responsible for administration of these Personnel Rules.
II CLASSIFICATION PLAN AND SELECTION PROCESS
A. CLASSIFICATION PLAN
1. Implementation of the Classification Plan
The Office of Human Resources, after consultation with directors of affected departments shall
recommend a classification plan for all classifications in the competitive service that includes
but is not limited to the following for each classification
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a the classification title,
b a description of typical duties and responsibilities,
c. the functions of the classification,
d a statement of the desirable training, experience and other qualifications of
applicants for the classification, and
e whether the classification or any of its duties are safety -sensitive
The Office of Human Resources shall ensure that all positions within the same classification are
substantially similar with respect to duties, authority, character of work, and schedules of
compensation
2. Periodic Updates
From time to time, and not less than once every two years, the Office of Human Resources will
review the classification plan to ensure that it is accurate and make amendments to reclassify
or add positions or classifications or to make other changes as necessary or appropriate
3 Adoption by City Council
The classification plan or any amendment thereto, will become effective only upon adoption by
resolution of the City Council Upon adoption the classification plan or any amendment will take
immediate effect
4. Assignment of classifications to bargaining units.
Assignment of classifications to employee units of representation will be at the sole discretion
of the City Manager and in accordance with the Employer -Employee Relations Resolution
B. NEW POSITIONS AND VACANCIES
New positions and permanent vacancies of regular positions in the competitive service may be filled
by internal recruitments, appointments, interim appointments, promotions, reinstatement, transfer,
demotion, or from an eligibility or promotional list, as deemed appropriate within the discretion of the
Office of Human Resources.
C. JOB ANNOUNCEMENTS
Positions to be filled in the competitive service will be publicized electronically on the City Website
The position may be advertised on additional sites and publications as deemed appropriate by the
Office of Human Resources and the Department Director When distribution of a job announcement
would detrimentally delay the filling of a position the City, in its sole discretion, may instead opt to fill
the position temporarily from immediately available sources In the event a job announcement is
distributed, it will specify the following
• Title and pay range of the classification for which the examination is announced,
• Nature of the work performed
• Desired skills and experience,
• Dates, time, place and manner of taking applications,
• Closing date for receiving applications,
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• Minimum requirements for the position, and
• Other pertinent information in the discretion of the City
D APPLICATIONS
Applications are accepted electronically through an online applicant tracking system
E DISQUALIFICATION
The Office of Human Resources may reject any application for a position in the competitive service for
reasons including, but not limited to, the following
• The applicant did not properly complete the application,
• The application indicates on its face that the applicant does not possess the minimum
qualifications for the position,
• The applicant is unable to perform the essential functions of the position sought, with or
without reasonable accommodations,
• The applicant is currently using illegal drugs,
• The applicant has been convicted of a crime that may have an adverse impact on the applicant's
ability to perform the job for which the applicant is applying,
• The applicant is not legally permitted to work within the United States,
• The applicant has made false statement of any material fact or practiced or attempted to
practice deception or fraud in making application for employment, or
• For any material cause which in the judgment of the Assistant City Manager or his/her designee
would render the applicant unsuitable for the position, including a prior resignation from City
service, termination from City service, or significant disciplinary action
The Office of Human Resources will notify candidates of the status of their application
F SUBJECT AND METHODS OF RECRUITMENT AND SELECTION
The Office of Human Resources, in consultation with the Department Director, will determine the
process, manner, methods, applicant pool, and examinations that shall be given for all recruitments
All examinations and background checks will be job -related and consistent with a business necessity
Examinations shall be competitive and may consist of written tests, oral tests, performance tests,
evaluations of prior training and performance, experience and education, interviews, style
assessments, file review, or any combination thereof
All positions require a background check. In the case of employees handling money or other valuables
in the course of their duties, a credit check may be done in accordance with the provisions of
Government Code Section 3308 and/or Labor Code Section 1024 5
G QUALIFYING GRADE AND RATING EXAMINATIONS
In all examinations the minimum grade or standing for which eligibility may be earned shall be based
upon all factors in the examination, including educational requirements, experience, and other
qualifying elements as shown in the application of the candidate or other verified information Failure
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in one part of the examination may be grounds for declaring the applicant as failing in the entire
examination, or as disqualified for subsequent parts of an examination
H ELIGIBILITY LISTS
Eligibility lists will be established and certified by the Office of Human Resources or his/her designee
following all applicable examinations. The eligibility list will consist of names of applicants with
composite scores of at least 70 percent.
When a vacancy exists for a position that has a current eligibility list, the Office of Human Resources
will forward the eligible candidates to the hiring manager for consideration Eligibility lists shall be valid
and in effect for a period of one year An eligibility list may be extended upon the recommendation of
the Department Director and by action of the Office of Human Resources for additional six month
periods, but in no event shall a list remain in effect for more than two years.
Office of Human Resources may declare a list invalid and announce a new recruitment and examination
period In the alternative, the Office of Human Resources may make a temporary appointment until
eligible candidates can be certified after appropriate examination
I REMOVAL OF NAMES FROM ELIGIBILITY LIST
Names may be removed from an eligibility list for any of the following reasons
• If an eligible candidate requests orally or in writing that his/her name be removed,
• If an eligible candidate fails to accept an offer of employment within ten (10) calendar days
following the forwarding of such offer;
• If an eligible candidate on a promotional list resigns from the service,
• If an eligible candidate is physically or mentally unable to perform the essential functions
of the job, with or without reasonable accommodation,
• If a person on the eligibility list leaves no forwarding address, or
• Other lawful reasons
J NOTIFICATION OF RESULTS
Every applicant taking part in the examination process shall be given written notice of their results. Any
claim of error in rating or grading, must be submitted to the Office of Human Resources no later than
ten (10) days after the date of notification, to be considered for correction Applicants shall be provided
timely access to all information reasonably necessary to determine if an error in rating or grading has
occurred
K. NEPOTISM AND FRATERNIZATION POLICY
The purpose of this policy is to establish the nepotism and fraternization policy for the City of Redlands
This policy is intended to avoid conflicts of interest between work -related and personal/family
obligations, reduce favoritism or even the appearance of favoritism, prevent personal/family conflicts
from affecting the workplace, and decrease the likelihood of sexual harassment and/or gender
discrimination in the workplace and promote safety, security, effective supervision and morale
The following definitions apply under this policy
(a) A "romantic and/or sexual relationship" exists when two City employees become personally
involved with each other to the point that there is dating, exchange of personal affection, sexual
or physical intimacy and/or cohabitation
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(b) "Dating" exists when two City employees engage in one or more social meetings under
circumstances that may lead to exchange of personal affection, and sexual or physical intimacy
(c) "Cohabitation" applies to those employees who live together in a romantic relationship without
being married to one another
(d) A "significant other" means an individual in a relationship between an employee of the City and
another individual as defined herein in (a), (b), (c) and/or (d) and elsewhere in this policy
1. Fraternization
• Romantic Relationships Between Supervisors and Subordinate Employees Are Prohibited
Public trust, safety and City morale require that employees avoid the appearance of a conflict
between their professional responsibilities and any involvement that they may have in a
romantic or sexual relationship with other City employees. In order to promote efficient
operation of the City and to avoid misunderstandings, complaints of favoritism, other
problems of supervision, security, morale, and possible claims of sexual harassment and/or
gender based discrimination, romantic and/or sexual relations between supervisors and
subordinate employees are prohibited unless specifically permitted under this policy
• Romantic Relationships Between Co -Employees
Romantic and/or sexual relationships between co -employees may be prohibited should the
City Manager or his/her designee determines that the circumstances potentially create an
adverse impact on supervision, safety, security, or morale, or a conflict of interest
2. Enforcement
The City reserves the right to investigate situations in the workplace to determine whether a
romantic and/or sexual relationship exists and therefore presents a possible violation of this
policy If the City determines that a proscribed relationship (as defined by this policy) exists,
remedial and/or disciplinary measures, including but not limited to a transfer, reassignment, or
dismissal, shall be utilized to mitigate issues that arise relevant to the enforcement of this
policy
The City retains the right to refuse to place employees engaged in relationships prohibited by
this policy in the same department where the City has determined that the circumstances
potentially create an adverse impact on supervision, safety, security, morale or conflict of
interest
In order to implement such policies, and where the above circumstances exist and mandate
that employees shall not work in a prohibited relationship, the City will attempt to transfer one
party in the proscribed relationship to a similar classified position in another City Department,
should such a position exist, be available, and should the employee possess the skills and
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qualifications necessary to perform the essential duties of the position Although the wishes of
the involved parties as to which individual will be transferred will be given consideration by the
City, the controlling factor in determining who is to be transferred shall be the positive
operation and efficiency of the City If any such transfer results in a reduction in salary or
compensation, applicable due process procedures shall be applied
In lieu of a transfer from one department to another, or in situations where no similar counterpart
classification exists to which an employee in a proscribed relationship can be transferred, that
employee may continue to be employed within the same City department subject to approval by
the Department Director and the City Manager or his/her designee However, any such
continuing employment is predicated upon both subject employees not reporting to the same
immediate supervisor; not being supervised by each other; not working the same shift at the
same work site, or, otherwise becoming involved in a work environment that potentially creates
an adverse impact on supervision, safety, security or morale or a conflict of interest.
If continuing employment of employees in a relationship prohibited by this policy cannot be
accommodated consistent with the City's interest in promotion of safety, security, morale and
efficiency, then the City retains sole discretion to separate one of the parties from City
employment. Absent resignation by one affected employee, the less senior, in terms of overall
City service, of the involved employees shall be subject to separation In the event of
separation, applicable due process procedures shall be applied
The provisions of this fraternization policy are not applicable to individuals married and
employed by the City on or before the effective date of the initial adoption of this policy in their
current state of marriage As such, a change in marital status/cohabitation, etc of any current
employee, will result in the applicability of this policy Furthermore, those employees are
subject to any and all employment -related actions by the City, that are permissible pursuant to
existing City policies and procedures to address conduct that is negatively impacting the work
environment.
3 Nepotism
The City regulates the employment of relatives as that term is defined herein, so as to avoid
potential conflicts of interest and to promote safety, security, efficiency and morale The
purpose of this section is to define those specific circumstances and to delineate the manner in
which such employment issues will be addressed
For purposes of this policy, "relative" means spouse, domestic partner, child, step -child, parent,
step-parent, grandparent, grandchild, brother, sister, step -brother, step -sister, aunt, uncle,
niece, nephew, in-laws of those enumerated by marriage or domestic partnership, legal
guardian, significant other as defined herein, and/or any other individual related by blood or
marriage living in the same household as the City employee
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An employee is defined as any person who receives a City payroll check for services, full or part
time, rendered by the City of Redlands.
As of the effective date of the initial adoption of this policy, City employees who are relatives
(as defined herein) shall not be affected in their current position except when the City Manager
or his/her designee in consultation with the Department Director determines that the
circumstances potentially create an adverse impact on supervision, safety, security or morale
or a conflict of interest
A business purpose exists and dictates that a prohibition on employment of relatives within City
departments is essential to safety and efficiency when such employment results in any of the
following
• a supervisor -subordinate relationship,
• employment of relatives in the same department,
• the employees having job duties, which authorize performance of shared duties
on the same or related work assignment,
• both employees being under the jurisdiction of the same immediate supervisor; or
• an adverse impact on supervision, safety, security, morale, or a conflict of interest.
4. Effect of Post -Employment Marriage or Creation of Other "Relative" Status
In determining rules and regulations governing the employment of City employees who become
relatives, as defined herein, after commencement of City employment, the City is guided by the
principles enunciated in the California Fair Employment and Housing Act (FEHA) which prohibits
discrimination on the grounds of marital status However, FEHA and its Regulations defining
the same authorize restrictions being placed upon married City employees (or upon people
deemed related as a result of marriage [i e , in-laws]) where for business reasons of supervision,
safety, security or morale, the employer may refuse to place one spouse or other relative under
the direct supervision of another spouse or other relative and refuse to place both spouses or
other relatives in the same department, division or facility if the work involves potential
conflicts of interest or other hazards greater for married couples or other relatives than for
other persons (Cal Code Reg., tit. 2, section 11057 Government Code section 12940(a)(3))
Recognizing the principles stated above, the City determines that "marital status" is defined as
an individual's state of marriage, non -marriage, divorce or dissolution, separation, widowhood,
annulment, or other marital state for purpose of this policy Further, a "spouse" is defined as a
partner in marriage
The City retains the right to refuse to place one spouse or other relative under the direct
supervision of the other spouse where the City determines that there is a potential to create
adverse impact on supervision, safety, security, morale, or a conflict of interest
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The City retains the right to refuse to place spouses or other relatives in the same department
where doing so has the potential for creating adverse impact on supervision, safety, security,
morale or involves potential conflicts of interest. In order to implement these policies, and
where the above circumstances exist and mandate that two spouses or other relatives shall not
work in a prohibited relationship, the City will attempt to do any of the following attempt to
redefine the job responsibilities of the related employees within the Department to minimize the
conflict, if the redefinition of job status is not feasible, attempt to transfer one spouse or other
relative to a similar classified position in another City department. Although the wishes of the
involved parties as to which spouse or other relative is to be transferred will be given
consideration by the City, the controlling factor in determining who is to be transferred shall be
the positive and efficient operation of the City If any such transfer results in a reduction in salary
or compensation, the transfer shall not be considered disciplinary in nature and shall not be the
subject of any form of administrative appeal
In lieu of a transfer from one department to another, or in situations where no similar
counterpart classification exists to which a spouse or other relative can be transferred, the City
may request the voluntary resignation of one of the employees and if one of the employees
does not voluntarily resign, the employee with the least employment experience/service with
the City may be discharged by the City Manager Married or other related employees may
continue to be employed within the same City department subject to approval by the
Department Director and the City Manager or his/her designee However, any such continuing
employment is predicated upon both spouses or other similarly situated relative as defined in
this policy not reporting to the same immediate supervisor, not being supervised by each other,
not working the same shift at the same work site, or, otherwise becoming involved in a work
environment that has the potential for adverse impact on supervision, safety, security, morale,
or a conflict of interest
It is the duty of all involved employees who are in a situation prohibited under this policy to
immediately notify their supervisor either in person or through the chain of command that a
situation exists in which the involved employee may be in violation of this policy The City
reserves the right to reasonably investigate the situation and determine whether the employee
has violated this policy
III APPOINTMENTS
A.OFFERS OF APPOINTMENT
The City Manager or his/her designee shall effect an appointment by extending a conditional offer of
appointment to an applicant. If the applicant accepts the offer of appointment, the appointment shall
be deemed completed, subject to a medical examination as set out in Rule III B If the applicant does
not accept the offer of appointment within the time period designated by the Office of Human
Resources, the offer will expire and the offer of appointment shall be deemed to have been declined
by applicant
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B PRE -EMPLOYMENT MEDICAL EXAMINATIONS
All offers for appointment to a position in the competitive service will be contingent upon the
appointee passing a medical and/or psychological examination and testing to determine whether the
appointee can perform the essential functions of the job, with or without reasonable accommodation
Such pre -employment medical examinations shall also include an illegal drug screening. If the
examination reveals that the appointee cannot perform the essential functions of the job, with or
without reasonable accommodations, or that the person uses illegal drugs, the person may be
disqualified from consideration for employment.
C. PROBATIONARY APPOINTMENTS
All original and promotional appointments shall be tentative and subject to successful completion of a
probationary period of not Tess than one year of actual and continuous service The probationary period
for safety employees (sworn police and fire personnel) shall not be less than one year of actual and
continuous service after completion of safety academy training. The probationary period will be
automatically extended for all approved unpaid leaves of absence of thirty (30) days or more taken
during the period for the time equivalent to the length of the leave of absence The probationary
period may be extended for time periods in which an employee is placed on modified or light duty
The probationary period shall be part of the testing process and shall be utilized for observing the
employee's work. Probationary employees are at -will employees who do not have property or vested
rights in their positions with the City
During the probationary period, an employee may be rejected at any time without cause and without
right of appeal, or grievance or hearing
Only if the service of the probationary employee has been satisfactory to the Department Director, the
appointing authority, prior to expiration of the probationary period, shall submit a satisfactory
performance evaluation to the Office of Human Resources. Upon consultation with the Office of Human
Resources, the Department Director, may also opt to extend an employee's probationary period by a
maximum period of six (6) months past the end of the initial probationary period The Department
Director recommending an extension must file his/her recommendation in writing with the Office
of Human Resources prior to expiration of the probationary period The Department Director will notify
an employee of either recommendation prior to the expiration of his/her probationary period
An employee shall be granted permanent status unless he/she is notified in writing of an extension of
probation or rejection prior to the end of probation
D REGULAR APPOINTMENTS
Following successful completion of a probationary period in a full-time authorized position, an
employee shall be classified as a regular appointee
E TEMPORARY APPOINTMENTS
When the service demands of the City are such that an open competitive recruitment process is not
practical and/or in the absence of an eligibility list, the appointing authority may make a temporary
appointment. All temporary appointments are subject to the following requirements
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• Any person appointed to temporary status must meet the minimum qualifications for the
position to which he/she is being appointed
• No temporary appointment may exceed a period of 960 hours.
• Temporary appointees will be compensated at the hourly equivalent of the salary range
assigned to a regular employee in the same classification Temporary employees who are
regular City employees at the time of temporary appointment continue to accrue leave time
and any additional benefits in accordance with their regular assignment. However, temporary
appointees who are new City employees at the time of temporary appointment will not accrue
leave time or any additional benefits except those required by law, i e workers' compensation
and Social Security, and are also not eligible for salary increases
• Prior to being appointed to regular status, a temporary appointee shall successfully complete
the competitive recruitment process, if any
F INTERIM APPOINTMENTS
Whenever the needs of the City require, due to the vacancy or extended illness of a member of the
management or director group, or other extenuating circumstances, the Office of Human Resources
may appoint on an interim basis, a regular employee from the lower classification to perform the duties
of the vacant higher position The affected Department Director shall indicate in writing to the Office
of Human Resources the need for the interim appointment and any recommended employee(s) to
serve in the appointment.
An employee appointed to an interim assignment does not have due process rights The City
Manager, in his/her sole discretion may terminate the assignment at any time without any due
process
To be eligible for an interim appointment, the appointee must possess the minimum qualifications of
the higher classification in the judgment of the Office of Human Resources and as recommended by
the affected Department Director
The employee assigned to perform the duties of a higher classification, shall not serve for more than
960 hours in a higher classification that is vacant without the position subject to the announcement
and selection process set forth in Rule II
If the person is subsequently promoted from interim capacity into the same position in a regular
capacity, the period of time of service in the interim capacity may be credited to the required period
of probation for regular appointment.
G PROMOTIONAL APPOINTMENTS
Promotional appointees are subject to the same application and probationary employment
requirements as all other regular applicants. In the event that a promotional appointee does not pass
probation, the Office of Human Resources, in consultation with the Department Director, may return
the employee to his/her previous position or another position in the same classification or lower
classification for which he/she is qualified Reinstatement to another position is not guaranteed The
employee does not have property interest in the previous position and waives the right to be reinstated
upon acceptance of a promotional appointment. The employee shall not serve a new probationary
period in a lower classification
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The effective date of a promotional appointment shall determine the employee's new performance
evaluation date Promoted employees shall be evaluated after six (6) months service and shall be
evaluated annually thereafter
H EMERGENCY APPOINTMENTS
To meet the immediate requirement of an emergency condition, such as major fire, flood, earthquake,
or other public calamity that threatens public life or property, a Department Director, in consultation
with the Office of Human Resources, may employ such persons as may be needed for the duration of
the emergency without regard to the personnel ordinance, these Rules, or other rules and regulation
affecting appointments. As soon as possible, such appointments shall be reported to the City Manager
Such employees serve at the will of the City Manager and may be dismissed without cause and without
any right of appeal, grievance or hearing
I LIMITED -TERM APPOINTMENTS
To meet the immediate emergency need or the immediate project -based staffing need, Department
Directors may request to fill a limited -term appointment Upon approval of the Human Resources
Director and the City Manager, the requesting Department Director should request permission to fill a
limited -term appointment through City Council action Limited -term appointments should be allowed
for no more than two years Approval to hire and recruit a limited -term employees is provided through
Council action and limited -term employees may or may not be listed on the Salary Resolution
Limited -term employees are at -will employee and are not subject to the personnel rules and
regulations and are not a member of recognized City bargaining group Benefit eligibility will be
determined by the number of hours per week that the limited -term employee works and any benefit -
eligible, limited term employee will be notified of their eligibility of benefits in writing at the time of
hire Limited -term employee's employment can be ended without reason or notice at any time
IV CHANGES TO POSITIONS
A.TRANSFERS
An employee must be in his or her position for a minimum of 6 months before he or she may request
a transfer A transfer means the reassignment of an employee from one position to another position
in the same classification or another classification having the same salary range, involving the
performance of basically the same or similar duties, and requiring substantially the same minimum
qualifications The employee must make a written request to the Department Director for
consideration and the position to which the transfer is requested must be vacant. The employee's
current Department Director may deny the transfer request in his/her sole discretion A transfer may
be granted only on the approval of any affected Department Director, in consultation with the Office
of Human Resources.
If an employee voluntarily transfers to another position in the same or comparable classification and is
not successful, the Office of Human Resources, in consultation with the affected Department Director,
may return the employee to his/her former position There is no guarantee of placement back into the
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previous position or to another position The employee does not have property interest in the previous
position and waives the right to be reinstated upon acceptance of a transfer
The employee's salary evaluation date shall remain the same as it was before the transfer
Based on the needs of each department, the City reserves the right to transfer employees to other
positions in the same classification or comparable classification to maintain efficient and productive
workflows.
B RECLASSIFICATION
Should the Office of Human Resources determine that the job duties of a position in the competitive
service have materially changed at the direction of the City, and not because the employee voluntarily
assumed or declined duties, the Office of Human Resources, in its discretion, may reassign the position
to another classification
Upon receipt of the request for reclassification, the Office of Human Resources will review the request
and determine if a classification study is warranted The following criteria are generally applied in
determining whether or not reclassification is warranted
• Clear evidence of working out of classification on a full time basis for a minimum of nine
months,
• The change in duties performed or the knowledge, skills, and abilities required must be clearly
above the highest level required in the employee's current classification,
• The change in duties must not be temporary or transitional,
• The Department Director or designee must have assigned the change in duties,
• The employee must meet the minimum qualifications of the higher level position including
any required licenses/certificates, experience, and educational requirements,
• An assignment of additional duties that are similar in scope to those duties already within the
classification would not constitute a reclassification,
• Workload issues are not indicative of a reclassification,
• The personal qualities or performance of an employee occupying a position shall not be a
criterion for reclassification
In the case of an upward reclassification, an employee may be reclassified without competitive exam
if the Office of Human Resources determines that the employee has met the minimum qualifications
of the new classification and has performed the duties of the reclassified position for a minimum period
of nine (9) months and is expected to continue performing the duties. The employee shall be placed
at the closest step within the new salary range that would provide a minimum of a 5% increase
Reclassification shall not be used for the purpose of avoiding the competitive selection processes.
Employees may submit a request for reclassification no more than once a year
The employee's salary evaluation date shall not change and there will be no new probationary period
as a result of a reclassification
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C. DEMOTIONS
An employee may be involuntarily demoted for cause pursuant to the Disciplinary Action policy or for
organizational reasons, pursuant to Layoffs. Employees may seek voluntary demotion through the
competitive selection process.
A demoted employee shall be required to serve a probationary period in the lower classification unless
the lower classification is in the same job series or the employee previously completed probation in
the lower classification The salary of a demoted employee may not exceed the maximum salary of the
new classification In the event the demoted employee does not pass probation, the employee will be
terminated from employment
The effective date of a demotion shall establish a new salary evaluation date
D LAY-OFFS
Should the City Manager determine reductions in force to be necessary due to lack of work or for
financial reasons, he/she may initiate lay-offs. In determining the order of lay-offs, a combination of
factors shall be considered, including, but not limited to qualifications, productivity, general
performance, seniority with the City of Redlands and needs of the City Variations from the order of
lay-offs and recall from lay-off may occur when the City deems such variations appropriate under the
circumstances
The factors the City, in its discretion, may use to determine the order of layoff include, but are not
limited to, the following
• An employee's last four performance evaluations, if any;
• Any history of employee commendations, awards, etc.,
• Any history of employee disciplinary action,
• Attendance record, including tardiness and unexcused absences,
• Safety record, including personal injury and damage to city property;
• Probationary and temporary employees shall be laid off before a regular employee in the same
classification,
• Between two regular appointees in the same classification with the same skills, abilities,
qualifications, merit and/or record, the employee with lesser seniority may be laid off first,
• Between two regular appointees in the same classification, the employee with lesser skills,
abilities, qualifications, merit and/or record may be laid off first, without regard to seniority,
• Memoranda of Understanding between the City and effected bargaining units
E BUMPING
Bumping means the displacement of an employee from his/her position by an employee in a higher
classification who formerly held the same position, or a position in the same job family
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A laid off employee shall be entitled to bump an employee in the same position previously held by the
laid off employee, or a position in the same job family, in accordance with the criteria specified in
Section D — Lay-offs. The laid off employee must be able to perform the essential job functions of the
former position and possess the minimum qualifications of the position as specified in the job
classification specification
The City will notify laid off employees of any positions available for bumping. Following such
notifications, the employee must notify the Office of Human Resources in writing of his/her intent to
exercise the bumping rights within seven (7) calendar days, and the position and classification in to
which he/she intends to bump Failure to provide such notification will be deemed a waiver of bumping
rights by the employee
Where there is more than one employee in a position available for bumping, the factors in Section D —
Lay-offs, or the conditions set forth in a council approved Memorandum of Understanding, will be used
to determine which employee, if any will be bumped
Any displaced employee shall be considered laid off for the same reason as the person who displaced
them and shall in the same manner be eligible to displace another employee based on the criteria
specific in Section D — Lay-offs
F SEPARATIONS
All employees who separate from the City, that is, whose employment with the City terminated through
separation for cause, layoff, resignation, or retirement must
• Return all City property to Human Resources, immediate supervisor, or department designee
prior to receiving the final paycheck,
• Clear any existing financial obligations to the City,
In addition, employees who resign or retire must also adhere to the following procedures before they
will be deemed to have terminated in good standing
• Submit a written notification stating your intent to terminate, and the proposed effective date
to your immediate supervisor or the Office of Human Resources,
• Provide a minimum notice of two weeks. The City encourages employees who become aware
of their pending termination from the City to let the Office of Human Resources know as far in
advance as possible Once the City has accepted the resignation, it is irrevocable
G REINSTATEMENT
At the recommendation of the Department Director, and with the approval of the Office of Human
Resources, employees who resigned, retired, or were laid off and were in good standing at the time of
separation, may be reinstated within twelve (12) months to their former position, if vacant, or to a
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vacant position in the same classification without being subject to the application and selection
process.
A reinstated employee shall serve a probationary period, unless otherwise approved by the City
Manager An individual requesting reinstatement shall be required to pass a medical and/or
psychological examination and any other qualifying tests or procedures as in the case of a new
employee If reinstated, credit may be granted for prior service in terms of benefit accrual rates and
seniority in the discretion of the Office of Human Resources and the Department Director; provided,
however, that employees reinstated after layoff shall receive credit for prior service with the City
V COMPENSATION
A. COMPENSATION PLAN
1. Compensation Principles
The City of Redlands is committed to maintaining fiscal integrity and high standards of
accountability to the public in the expenditure of funds provided by taxpayers. Accordingly, the
City establishes its compensation system in accordance with the principles of public
accountability
2. Compensation Plan
The Office of Human Resources shall prepare a compensation plan that includes the following
a Salary ranges for all classifications in the competitive service, showing the minimum and
maximum rates of pay;
b A designation of the position as full-time, hourly, or temporary;
c. A designation of the position as paid on an hourly or salary basis
3 REVIEW OF COMPENSATION PLAN
The compensation plan will be reviewed periodically, but not less than every two years The
Office of Human Resources shall determine whether any modifications are necessary due to
changes to positions or classifications, including changes to exempt or non-exempt status. The
City Manager shall submit any modified compensation plan in proposed form to the City Council
for adoption
B SALARY UPON APPOINTMENT
Initial appointments shall be normally made at the first step of the salary range for the particular
classification in which the appointment is made When, in the judgment of the Department Director,
the education, training, and/or experience of a proposed employee are such that a salary in excess of
the first step is justified, the City Manager may authorize an appointment to a position at a higher step
in the salary range
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C. SALARY UPON INTERIM APPOINTMENT
An employee appointed to an interim assignment shall receive the salary rate of the higher
classification in which the employee is performing the required duties. If the employee's current salary
is above the starting salary of the interim classification, the employee shall be placed on the new salary
range at the closest step that will provide a minimum increase of five percent (5%) A person appointed
in an interim capacity shall be eligible to receive merit increases in his/her regular position during the
acting appointment, but shall not be entitled to merit increases in the position which is held in the
interim capacity Additionally, the employee will remain in their current bargaining unit and receive
the benefits of that unit.
D SALARY UPON PROMOTION
An employee who is appointed to a position in a classification allocated to a higher salary range that
the employee's present classification shall receive the next highest monthly salary which is at least five
percent (5%) higher than the employee's current base salary, but in no case more than the top step of
the new salary range Payment in such new salary range shall commence at the beginning of the pay
period in which the appointment becomes effective
E. SALARY UPON TRANSFER
An employee who is transferred from one position to another in the same classification or to another
position having the same salary range shall be compensated at the same step in the salary range as
previously received The performance evaluation date shall remain unchanged
F SALARY UPON RECLASSIFICATION
1 Upward Reclassification
An employee whose position is reclassified to a job classification with a higher salary range, and
who meets the qualifications and requirements for the new classification, shall be compensated
at the closest step within the new salary range that will provide a minimum increase of five
percent (5%) A new probationary period is not required and the performance review date shall
not change
2. Downward Reclassification
An employee whose position is reclassified to a job classification with a lower salary range shall
a Retain his/her current salary if the current salary is the same as a step within the salary
range of the new classification,
b Be placed at the closest step within the salary range of the new classification that
approximates the current salary if the current salary is between steps within the new
salary range,
c. Be placed at the maximum step of the new range if the current salary is above the new
range, or
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d Be assigned a Y-rate designation to hold the employee at the current salary rate, without
increases, until such time as the salary range for the new classification is the same or
exceeds the amount of the Y-rating A Y-rating requires approval of the City Council
G SALARY RANGE CHANGE
Periodically, in order to maintain competitive salaries, a compensation study may be conducted on
positions within the compensation plan Based on the study, positions may be placed in a new range
in the salary schedule Employees affected by a salary range change will be placed in the new salary
range at the step closest to their current salary that does not result in a reduction in pay for the
employee
H SALARY UPON DEMOTION
The salary of an employee who is demoted for cause to a position in a classification allocated to a lower
salary range than the employee's current classification shall be reduced to a step in the salary range
for the classification to which the employees has been demoted The Department Director, with the
approval of the City Manager shall determine the step within the range on which the demoted
employee will be placed An employee demoted pursuant to a lay-off shall be compensated at the
nearest lower monthly salary rate in the salary range for the classification to which he/she has been
demoted to the employee's salary rate prior to layoff The effective date of the demotion shall
establish a new salary evaluation date
I MERIT SALARY INCREASES
1 Eligibility for a Merit Increase
Merit increases are based solely upon job performance, they are not automatic, and there is no
annual entitlement to them Employees are eligible for a merit increase each year based upon
the evaluation of their performance Only regular appointees are eligible for merit increases,
and no employees will receive an advancement that exceeds the maximum rate established for
their classification In order to receive a merit increase, employees must receive both a rating
of "meets expectations" or above on their job performance evaluation and a recommendation
for a merit increase by the Department Director Any such merit increases will be applied to
the employee's most recent evaluation date
In the event an employee's overall rating is not at a "meets expectations" or above, they will
not be eligible for a merit increase until the next evaluation period The employee shall also be
placed on a performance improvement plan for a period of no less than 90 days
2. Merit Increases for Exceptional Circumstances
Upon written recommendation of a Department Director, the City Manager, in his/her sole
discretion, may authorize a merit increase outside of a regularly -scheduled performance
evaluation if exceptional performance or other appropriate circumstances warrant
advancement. An increase for exceptional performance shall not exceed the highest step in the
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employee's current salary range The evaluation date will not change due to an increase outside
of the regular performance schedule
J BILINGUAL COMPENSATION
The City shall provide additional compensation to employees for the performance of bilingual skills.
Compensation for bilingual pay shall be established by a Memorandum of Understanding approved by
the City Council The Department Director may recommend that an employee be considered for
bilingual pay based on the needs of the department. The employee must demonstrate their bilingual
skills through a verbal competency exam created and administered by the Office of Human Resources.
The City shall determine the number of employees to receive bilingual pay and the languages for which
testing shall be conducted
If an employee receiving bilingual pay receives a change in assignment, classification, job duties, or is
transferred or promoted, the Department Director may determine that bilingual skills are no longer
required for the position and the compensation will be removed from the employee with no right of
appeal
K. OVERTIME COMPENSATION
If circumstances warrant, employees may be required, and are expected to perform, overtime work.
All overtime work must have the approval of the appropriate supervisor prior to actual performance of
the work. Failure to obtain such approval in advance shall be justification for discipline up to, and
including, termination All overtime work shall be compensated at one and one-half times the
employee's regular rate of pay under the Fair Labor Standards Act for overtime hours worked Only
actual hours worked shall be considered as hours worked for purposes of calculating overtime pay,
unless authorized in a Memorandum of Understanding adopted by the City Council No overtime shall
be recorded for less than 6 minutes of work.
L. COMPENSATORY TIME OFF
Employees may opt to accrue Compensatory Time Off (CTO) in lieu of cash payment for overtime
worked if the requirements of this policy have been met.
CTO shall accrue at the rate of one and one-half time hours for each overtime hour worked in
accordance with the Fair Labor Standards Act No employee may accumulate CTO in excess of eighty
hours unless provided by a City Council approved Memorandum of Understanding. Overtime will be
compensated in pay only after 80 hours of CTO have accumulated Use of compensatory time off
earned shall be granted provided that 1) its use does not unduly disrupt the operations of the City,
and 2) the request is made to the employee's Department Director or designee no later than five days
prior to the time when the employee desires to the use the leave Employees working in more than
one department must submit the CTO request to the Head of each affected department. If the
employee does not provide five (5) days' notice, or if the City can document that the use of CTO would
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unduly disrupt City operations, the City will cash out the CTO requested at the end of the current pay
period in the regular paycheck.
M DEDUCTIONS FROM EXEMPT EMPLOYEE'S PAY
Exempt employees may not have their pay reduced for variations in the quantity or quality of work
performed Exempt employees must normally receive their full salary for any week in which they
perform work, without regard to the number of days or hours worked However, exempt employees
need not be paid for any workweek in which they perform no work at all for the City Exempt
employees who are absent from work for personal reasons or because of illness may be required to
utilize available leave balances toward the absence Deductions from an exempt employee's pay
cannot be made as a result of the following circumstances
• Jury Duty
• Attendance as a witness,
• Temporary military leave,
• Disciplinary action other than a major safety violation, except when the employee does not
work any hours for an entire week, or
• Partial days.
N ERRORS IN COMPENSATION
In the event of any underpayment of which the City becomes aware, the employee shall receive any
amount due him/her on the next regular pay period In extenuating circumstances, an additional check
may be processed prior to the next pay period In the event of an overpayment the City will recoup
the overpayment as agreed upon by the City and the employee Employees shall review each of his/her
paychecks to ensure the employee was paid correctly If the employee believes an error or irregularity
has occurred, the employee must immediately bring the error to the attention of their supervisor, the
Finance Office, or the Office of Human Resources.
VI GENERAL EMPLOYMENT MATTERS
A. HOURS OF WORK
Daily hours of work (or shifts) for employees within departments shall be assigned by the employees'
applicable MOU or by Department Directors as required to meet operational requirements. The
Department Director may change an employee's work period, week, or hours at any time to meet the
requirements of the City Changes shall be made in accordance with applicable Memorandum of
Understanding.
Any foreseeable absence or deviation from regular working hours desired by an employee shall be
cleared in advance through the employee's supervisor, and such absences shall be noted on the
employee's time sheet.
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With the approval of the Department Director and concurrence of the employee association, an
employee may be assigned a flexible work schedule so long as the employee's work schedule totals
forty (40) hours within the employee's designated workweek and as long as the needs of the public
and City are being met. The start and stop of the workweek for employees on a flexible work schedule
will be designated at the time the flexible work schedule is assigned to the employee
B TIMEKEEPING
All employees must sign and accurately record all hours worked and any leave taken on their
timesheets. Employees must submit their timesheets on a bi-weekly basis to their supervisor
Employees must immediately report any errors on a timesheet that has already been submitted to their
supervisor
C ATTENDANCE
Employees are expected to report to work as scheduled, on time, and prepared to start work.
Unauthorized tardiness and absence cause disruptions in coverage of assignment and city operations
Employees are also expected to remain at work for their entire work schedule, except when required
to leave on authorized city business or some other authorized leave All departments shall keep daily
attendance records of employee, which shall be reported to the Finance Director on the employee's
timesheet
Employees who anticipate an absence from all or a portion of their regular work schedule and wish to
request a form of accrued leave time or unpaid leave time should follow the procedures provided in
these Rules or Memorandum of Understanding for the particular type of leave that they are requesting
Employees who are unexpectedly unable to report to work as scheduled on any particular day must
call/text their immediate supervisor no later than their schedule time to begin work for that day, or as
otherwise required by the Department. If the employee's immediate supervisor is not available, then
the employee must notify the Department Director or his/her designee Employees must inform their
supervisor of the expected duration of any late arrival or absence Employees must report their
absence each day Failure to do so is considered an unreported absence Employees who call later
then their scheduled time to begin work for their assigned shift will be deemed to have an unreported
absence Failure to contact the department at all to report an absence will be considered a no call/no
show Employees who are absent for three (3) or more consecutive days without notifying their
department will be presumed to have abandoned/resigned their position The Office of Human
Resources will provide a notice of separation to the employee's last known address. If within 10 days
of said notice, the employee can show good cause for the failure to report to duty, the Assistant City
Manager or his/her designee, in his/her discretion may, after consultation with the Department
Director, reverse the resignation
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Any reported absence that is three (3) or more consecutive days will be considered a leave of absence,
subject to approval Please refer to the Leave of Absence Section X. Abuse or misrepresentation of
any form of accrued or unpaid leave time will be grounds for discipline
Failure on the part of an employee who is absent without notification or authorization to return to duty
within twenty-four (24) hours after a notice to return to duty has been delivered to their last known
telephone number and or address will constitute an automatic resignation effective as of the last day
an employee worked if, within 10 days of said notice, the employee can show good cause for the failure
to return to duty, The Human Resources Director, in his/her discretion may, after consultation with the
Department Director, reverse the resignation
D EMPLOYEE PERFORMANCE EVALUATION
A report of performance of each employee shall be made by respective Department Directors or their
designees after completion of a probationary period and annually thereafter Unless changed in
accordance with these Rules and Regulation, these evaluation dates shall constitute the employee's
salary evaluation date for purposes of eligibility for a merit salary increase, provided, however, the
employee shall continue to receive performance evaluations on said date even after the employee has
reached the top of the applicable salary range In addition, a performance evaluation may be prepared
at any other time at the discretion of the employee's supervisor
Each department is responsible for the timely evaluation of their employees. Each performance
evaluation shall be discussed with the employee The Office of Human Resources will track and report
the annual performance evaluations and will maintain a copy of each evaluation in the employee's
official personnel file
The performance evaluation will address areas of successful performance and areas that need
improvement. Within the evaluation any area that falls below a "Meets Standard" will result in a
Performance Improvement Plan (PIP) for a minimum period of 60 days at the discretion of the Office
of Human Resources. Employees receiving an overall rating below "Meets Expectations" are not
eligible to receive a merit increase The employee will have the opportunity to comment regarding
work performance, either in written statement attached to the report or orally Comments must be
submitted within 15 days of receipt of the evaluation In the case of a public safety officer, they shall
have 30 days from receipt of evaluation to respond The employee shall sign the performance report
to acknowledge that the employee is aware of its contents and has discussed the report with the
evaluator The employee's signature does not necessarily indicate agreement with the contents of the
report. In the event that an employee refuses to sign the evaluation following his/her review of the
evaluation, such refusal will be so noted by the evaluator on the evaluation form
The employee will receive a copy of the performance evaluation The original along with any written
comments submitted by the employee, will be placed in the employee's official personnel file
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E DISCRIMINATION, HARASSMENT & RETALIATION
The City of Redlands strives to create and maintain a work environment in which people are treated
with dignity, decency, and respect. The environment of the City should be characterized by mutual
trust and the absence of intimidation, oppression, and exploitation Employees should be able to work
and learn in a safe environment. For that reason, the City will not tolerate unlawful discrimination or
harassment of any kind The City has zero tolerance for conduct that violates this policy Conduct need
not arise to the level of a violation of the law to violate this policy Through enforcement of this policy
and by education of employees, the City will seek to prevent, correct, and discipline behavior that
violates this policy
All employees, regardless of their positions, are covered by and are expected to comply with this policy
and ensure that prohibited conduct does not occur This includes applicants, elected City officials, City
employees, and contractors of the City Disciplinary action, up to and including termination, will be
taken against any employee or officer who is found to have violated this policy Any elected official or
contractor who has been found to have violated this policy will be subject to appropriate sanctions
The City of Redlands, in compliance with all applicable federal, state, and local anti -discrimination and
harassment laws and regulations, enforces this policy in accordance with the following definitions and
guidelines
1 Discrimination
It is a violation of policy to discriminate in the provision of employment opportunities, benefits,
or privileges, to create discriminatory work conditions, or to use discriminatory evaluative
standards in employment if the basis of the discriminatory treatment is, in whole or in part, the
person's race, color, national origin, age, religion, disability, gender, sexual orientation, gender
identity, genetic information, veteran status, marital status, or any other protected
classification under state and federal law
Discrimination of this kind may also be strictly prohibited by a variety of federal, state, and local
laws, including Title VII of the Civil Rights Act of 1964, the Age Discrimination Act of 1975, and
the Americans with Disabilities Act of 1990 This policy is intended to comply with the
prohibitions states in these anti -discrimination laws
Discrimination in violation of this policy will be subject to disciplinary measures up to and
including termination
2. Harassment
The City prohibits harassment, including sexual harassment, of any kind and will take
appropriate and immediate action in response to complaints or knowledge of the violations of
this policy For purposes of this policy, harassment is any verbal or physical conduct designed
to threaten, intimidate, or coerce an employee, co-worker, or any person working for or on
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behalf of the City The following examples of harassment are intended to be guidelines and
are not exclusive when determining whether there has been a violation of this policy•
• Verbal harassment includes comments that are offensive or unwelcome regarding a
person's nationality, origin, race, color, religion, gender, sexual orientation, age, body,
disability, or any other protected status, including epithets, slurs, and negative
stereotyping,
• Nonverbal harassment includes distribution, display, or discussion of any written or
graphic material that ridicules, denigrates, insults, belittles or shows hostility, aversion,
or disrespect toward an individual or group because of national origin, race, color,
religion, age, gender, sexual orientation, pregnancy, disability, gender identity, marital
status, veteran status, or any other protected status.
• Physical harassment includes assault, impeding or blocking movement, physically
interfering with normal work or movement, pinching, grabbing, patting, propositioning,
leering, making expressed or implied job threats or promises in return for submission of
physical acts, or stalking
3. Sexual Harassment
Sexual harassment is a form of unlawful employment discrimination under Title VII of the Civil
Rights Act of 1964 and is prohibited under the City's harassment policy According to the Equal
Employment Opportunity Commission (EEOC), sexual harassment is "unwelcome sexual
advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature
when this conduct explicitly or implicitly affects an individual's employment, unreasonably
interferes with an individual's work performance, or creates an intimidating, hostile, or
offensive work environment."
There are two types of sexual harassment (1) quid pro quo and (2) hostile work environment
Sexual harassment can be physical and psychological in nature An aggregation of a series of
incidents can constitute sexual harassment even if one of the incidents considered on its own
would not be harassing Employees are prohibited from harassing other employees whether or
not the incidents of harassment occur on employer premises and whether or not the incidents
occur during working hours.
Though sexual harassment encompasses a wide range of conduct, some examples of specifically
prohibited conduct include the following
• Physical assaults of a sexual nature, such as rape, sexual batter, molestation or attempts
to commit these assaults, and intentional physical conduct that is sexual in nature, such
as touching, pinching, patting, grabbing, brushing against another employee's body or
poking another employee's body;
• Unwelcome sexual advances, propositions or other sexual comments, such as sexually
oriented gestures, noises, remarks, jokes or comments about a person's sexuality or
sexual experience,
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• Preferential treatment or promises of preferential treatment to an employee for
submitting to sexual conduct, including soliciting or attempting to solicit any employee
to engage in sexual activity for compensation or reward, or
• Subjecting, or threats of subjecting, an employee to unwelcome sexual attention or
conduct or intentionally making performance of the employee's job more difficult
because of that person's sex.
4. Retaliation
No hardship, loss, benefit, threat or penalty may be imposed on an employee in response to
• Filing or responding to a bona fide complaint of discrimination or harassment,
• Appearing as a witness in the investigation of a complaint of discrimination or
harassment,
• Serving as an investigator of a complaint of discrimination or harassment, or
• Refusing to follow an order or directive that is discriminatory or harassing in nature
5. Complaint Procedure
If an applicant, employee, officer, official, or contractor feels he/she has been discriminated
against, harassed or retaliated against in violation of these rules, should report the conduct
immediately and according to the following procedure so that the complaint can be resolved
quickly and fairly
a Report to Management Inappropriate conduct should be reported to any supervisor,
Department Director, the City Manager, or the Office of Human Resources. The
individual should provide all details of the incident or incidents, names of individuals
involved, and the names of any witnesses. The supervisor or manager must take all
complaints of alleged or possible harassment or discrimination seriously, ensure that
harassment or inappropriate sexually oriented conduct is immediately reported to
Human Resources so that a prompt investigation may occur, and take any appropriate
action to prevent retaliation or prohibited conduct from recurring during and after any
investigations or complaints. Managers and supervisors who knowingly allow or
tolerate harassment or retaliation including the failure to immediately report such
misconduct to Human Resources are in violation of this policy and subject to discipline
b Investigation The City Manager or his/her designee will immediately undertake an
effective, discrete, thorough, and objective investigation of the allegations at issue All
complaints will be investigated to the extent that the City deems appropriate The
investigation will normally include interviews with the reporting individual, the accused,
and any other person who is believed to have relevant knowledge concerning the
allegations The investigator will remind all witnesses to maintain the confidentiality of
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the content of the interview, and that retaliation against those who report alleged
conduct or participate in the complaint procedure is prohibited
c. Investigation of Unreported Potential Violations The city takes a proactive approach to
the problem of discriminatory, harassing, or retaliatory conduct and will conduct an
investigation if its officers, officials, supervisors or managers become aware that
harassment may be occurring, regardless of whether the recipient or a third party
reports a potential violation
d Remedial and Disciplinary Action If the investigation concludes that conduct in violation
of this policy has occurred, the City will notify the offended and offending parties of the
general conclusions of the investigation and will take effective remedial action that is
designed to end the violation Any employee or officer determined to be responsible
for violating this policy will be subject to appropriate disciplinary action up to and
including termination Any official or contractor found to be responsible for violating
this policy will be subject to appropriate sanctions.
6. Confidentiality
The City recognizes that confidentiality is important to all parties involved in an investigation
Complete confidentiality cannot occur due to the need to fully investigate and the duty to take
effective remedial action As a result, confidentiality will be maintained to the extent possible
An individual who is interviewed during the course of an investigation is prohibited from
discussing the substance of the interview, except as otherwise directed by the Office of Human
Resources Any individual who discusses the content of an investigatory interview will be
subject to discipline
The City will not disclose a completed investigation report except as it deems necessary to
support a disciplinary action, to take remedial action, to defend itself in adversarial proceedings,
or to comply with the law or a court order
F BULLYING
The City of Redlands defines bullying as "repeated inappropriate behavior, either direct or indirect,
whether verbal, physical, or otherwise, conducted by one or more persons against another or others,
at the place of work and/or in the course of employment." Types and examples of such behavior are
listed below Such behavior violated the Redlands City Values and the City of Redlands Code of Ethics
The purpose of this policy is to communicate to all employees, including supervisor, managers, and
executives that the City of Redlands will not in any instance tolerate bullying behavior Anyone found
in violation of this policy will be disciplined, up to and including termination
Bullying may be intentional or unintentional However, when an allegation of bullying is made, the
intention of the alleged bully is irrelevant and will not be given consideration when determining
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appropriate discipline The City of Redlands considers the following types of behavior examples of
bullying
• Verbal Bullying slandering, ridiculing, or maligning a person or his/her family; persistent name
calling which is hurtful, insulting, or humiliating, using a person as the subject of jokes, abusive
and offensive remarks,
• Physical Bullying pushing, shoving, kicking, poking, tripping, assault, or threat of physical
assault, damage to a person's work area or property;
• Gesture Bullying. non-verbal threatening gestures, glances which can convey threatening
messages, and
• Exclusion socially or physically excluding or disregarding a person in work -related activities.
In addition, the following examples may constitute or contribute to evidence of bullying in the
workplace
• Personal insults and use of offensive nicknames,
• Using verbal or obscene gestures,
• Unwanted physical contact, physical abuse or threats of abuse to an individual or an individual's
property (defacing or marking up property),
• Spreading rumors and gossip regarding individuals,
• Persistent singling out of one person in a negative manner;
• Shouting, raising voice at an individual in public and/or in private, Public humiliation in any form,
• Demeaning comments and public reprimands,
• Not allowing the person to speak or express him/herself, one on one or in groups/meetings (i e ,
ignoring or interrupting),
• Deliberately excluding an individual or isolating them from work -related activities (meetings,
etc.),
• Constant criticism on matters unrelated or minimally related to the person's job performance or
description,
• Repeatedly accusing someone of errors which cannot be documented,
• Deliberately interfering with mail and other communications,
• Encouraging others to disregard a supervisor's instructions,
• Manipulating the ability of someone to do their work (e.g., overloading, underloading,
withholding information, setting meaningless tasks, setting deadlines that cannot be met, giving
deliberately ambiguous instructions), and
• Repeatedly inflicting menial tasks not in keeping with the normal responsibilities of the job
All City staff will be held accountable for their actions as well as their response to any such actions. Anyone
with knowledge of such actions is required to report such information immediately to their
supervisor or to the Office of Human Resources immediately Failure to report or respond immediately
to such actions may result in disciplinary action
G WORKPLACE VIOLENCE
The purpose of this policy is to ensure a safe workplace, reduce the risk of violence and provide
guidance to employees, supervisors, and managers in the event that they encounter a situation that
they believe could result in workplace violence
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1 Examples of Prohibited Behaviors
The City does not tolerate any type of workplace violence committed by or against employees
Employees are prohibited from making threats or engaging in violent activities. The following
list of behaviors provides examples of conduct that is prohibited
• Causing physical injury to another person,
• Making threatening remarks,
• Displaying aggressive or hostile behavior that creates a reasonable fear of injury to
another person or subjects another individual to emotional distress,
• Intentionally damaging employer property or property of another employee,
• Committing acts motivated by, or related to, sexual harassment or domestic violence,
or
• Possessing a weapon while on company property or while on company business.
Non -sworn employees are prohibited from possessing or using dangerous weapons and
firearms at any time while on duty, on standby and while on City premises. Exceptions to this
policy shall only be granted upon prior approval by the Chief of Police and the City Manager
Sworn employees in the Police and Fire Departments will follow their respective departmental
policies regarding firearms and weapons.
Any potentially dangerous situations must be immediately reported to a supervisor or the Office
of Human Resources Reports can be made anonymously and all reported incidents will be
investigated Reports or incidents warranting confidentiality will be handled appropriately and
information will be disclosed to others only on a need to know basis.
The following procedures should be used in dealing with potential violence
a On the Job — there are situations where relationships between employees or between
an employee and the supervisor result in strong negative feelings by the individuals
involved Any persons involved in situations where they fear that physical retaliation
may occur, or where someone has made verbal threats of physical violence, should
immediately discuss it with their supervisor (or with management, if the supervisor is
involved)
b Dealing with the Public — Similar situations could occur in employee contacts with the
public. While the City has a strong commitment to customer service, the City does not
intend for employees to be subjected to continuous verbal or physical abuse by
customers. As in item number 1 above, any persons involved in situations where they
fear that physical retaliation may occur, or where someone has made verbal threats of
physical violence, should immediately discuss it with their supervisor Further concern
over the possibility of physical violence should be immediately discussed with
management and reported to the Police Department.
2. Management Actions
When any of the above situations is brought to the attention of department management, an
evaluation of the severity of the situation must be made immediately If it is concluded that
there is a likelihood that violence could result, management shall
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• Discuss the situation with employees who are likely to come in contact with the subject.
Provide a description of the subject and instructions on actions to be taken if the subject
comes to the work site
• Contact the Human Resources Director and provide information on steps being taken
If the subject is scheduled to be at the work site and the department feels that security
is required, the Human Resources Director will make arrangements with the Police
Department.
• In all cases, if there is an immediate need for Police Department intervention, call 911
If an employee has made a threat of violence, has initiated a violent act, or has violated the
policy regarding firearms and weapons, management will take disciplinary action, up to and
including, termination
H REASONABLE ACCOMMODATION
The Americans with Disabilities Act (ADA) and the Americans with Disabilities Amendments Act
(ADAAA) are federal laws that prohibits employers with 15 or more employees from discriminating
against applicants and individuals with disabilities and, when needed, to provide reasonable
accommodations to applicants and employees who are qualified for a job, with or without reasonable
accommodations, so that they may perform the essential job duties of the position A reasonable
accommodation includes any changes to the work environment and may include making existing
facilities readily accessible to and usable by individuals with disabilities, job restructuring, part-time or
modified work schedules, telecommuting, reassignment to a vacant position, acquisition or
modification of equipment or devices, appropriate adjustment or modifications of examinations,
training materials or policies, the provision of qualified readers or interpreters, and other similar
accommodations for individuals with disabilities
It is the policy of the City to comply with all federal and state laws concerning the employment of
persons with disabilities and to act in accordance with regulations and guidance issued by the Equal
Employment Opportunity Commission (EEOC) Furthermore, it is the City's policy not to discriminate
against qualified individuals with disabilities in regard to application procedures, hiring, advancement,
discharge, compensation, training or other terms, conditions and privileges of employment.
1. Procedures
When an individual with a disability requests accommodation and can be reasonably
accommodated without creating an undue hardship or causing a direct threat to workplace
safety, he or she will be given the same consideration for employment as any other applicant.
Applicants who pose a direct threat to the health, safety and well-being of themselves or others
in the workplace and the threat cannot be eliminated by reasonable accommodation, will be
found unqualified and will not be hired
The City will reasonably accommodate qualified individuals with a disability so that they can
perform the essential functions of a job, unless doing so causes a direct threat to these
individuals or others in the workplace and the threat cannot be eliminated by reasonable
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accommodation, or if the accommodation creates an undue hardship to the City An undue
hardship is an action requiring significant difficulty or expense by the employer In determining
whether an accommodation would impose an undue hardship on a covered entity, the
following factors should be considered
• The nature and cost of the accommodation,
• The overall financial resources of the facility or facilities involved in the provision of the
reasonable accommodation, the number of persons employed at such facility, the effect
on expenses and resources, or the impact of such accommodation on the operation of
the facility;
• The overall financial resources of the employer including the size, number, type and
location of facilities, and
• The type of operations of the company, including the composition, structure and
functions of the workforce, administrative or fiscal relationship of the particular facility
involved in making the accommodation to the employer
The Office of Human Resources is responsible for implementing this policy, including the resolution of
reasonable accommodation, safety/direct threat and undue hardship issues.
An employee or applicant who desires a reasonable accommodation should make such a request in
writing to the Office of Human Resources. The request must include 1) the job -related functions that
need accommodation, and 2) the desired reasonable accommodation
Following receipt of the request, the Office of Human Resources will respond to the individual and
schedule a meeting with the individual The Office of Human Resources may require that the individual
undergo a fitness for duty examination to determine whether the individual can perform the essential
functions of the job with or without accommodation The Office of Human Resources may require that
this examination be conducted by a city -approved physician Whether a reasonable accommodation
can be made and the type of accommodation provided shall be determined by the Office of Human
Resources after engaging in the interactive process with the employee and the appropriate supervisor,
manager, or Department Director The outcome of the interactive process and any accommodations
made will be provided to the employee in writing.
An employee or applicant who believes he/she has been denied a reasonable accommodation may file
a complaint with the City Manager The City Manager's determination will be final with respect to the
City
I FITNESS FOR DUTY EXAMINATIONS
The City is committed to maintaining a safe and productive workplace In order to provide a safe work
environment, employees must be able to perform their jobs in a safe, secure, productive, and effective
manner and remain able to do so throughout the entire course of their employment. Employees who
are not fit for duty may present a safety hazard to themselves, to other employees, the City, or the
public.
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The purpose of this policy is to establish procedures by which the City will evaluate an employee's
fitness for duty A fitness for duty examination may be required when
• An employee's conduct creates a reasonable belief that a threat to the health or safety of the
employee or others exists, or
• There is objective evidence that the employee cannot perform the essential job functions
The City may require that the fitness for duty exam be conducted by a City approved physician The
City will pay for an exam that it initiates under this policy and the exam will take place while the
employee is in paid status.
Any information obtained from a fitness for duty examination will be kept confidential in accordance
with applicable law
J EMPLOYEE DRESS STANDARDS
The City strives to maintain a workplace environment that is well functioning, free from unnecessary
distractions and conveys a high degree of professionalism All employees are expected to present a
professional, businesslike image to customers and the public Clothing and appearance shall be neat,
clean, and in good taste Employees shall dress in accordance with general standards and guidelines
designed to promote professionalism in the workplace Dress shall be suitable to both the work
location and the job duties.
1. Dress Standards
Office Standards. Office attire shall be appropriate to the formalities normally expected in
business establishments. Office dress shall be considered proper business attire to be worn in
office settings and shall mean business suits, slacks, jackets, sweaters, and dress shirts with or
without ties for men, dresses, suits, coordinated pants, skirts, blouses, and sweaters for
women
Field Standards The standards for office attire shall be acceptable for field dress, however, may
not be practical for all field activities. Field dress shall be considered appropriate attire for work
outside office settings and shall mean a more casual dress standard which may include polo
shirts, shorts, and tennis shoes.
Casual Standards The city has implemented a casual day for Fridays. In addition, the City
Manager may authorize additional casual days Casual dress shall be considered appropriate
for office and field settings and shall mean business casual and include sports shirts, polo shirts,
slacks, skirts, jeans, and sandals.
Extreme attire shall mean clothing styles, lengths, and/or fabrics outside of general office and field
dress standards and shall be prohibited Extreme attire includes, but is not limited to sweats, shorts,
strapless and spaghetti strap tops and dresses, halter tops, sheer clothing, excessively worn or faded
clothing, and beach sandals.
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Exceptions in the dress standards may be made to accommodate special assignments and/or work
conditions. All exceptions shall be approved in advance by the Department Director Employees who
do not meet dress standards may be sent home to change and will be required to use accruals or not
be paid for that time off
K. UNIFORMS
Uniforms shall be required for designated field personnel to ensure City employees may be easily
identified and recognized as such Employees designated to wear a uniform represent the City of
Redlands. In order to present an exemplary image to the public, employees shall follow these general
guidelines
• Uniforms shall be neat, clean and properly maintained
• Faded, worn and/or stained uniforms shall not be worn on duty and shall be replaced
• Uniform shirts shall be tucked into pants.
• Outer garments shall bear City identification, such as City patches or lettering. Temporary
clothing such as disposable coveralls and raingear are exempt from the identification
requirement.
• Hats shall be City of Redlands uniform hats and shall be worn with the bill facing the front.
• The use of headbands, bandanas and other head gear shall be approved by the supervisor prior
to being worn Generally, supervisors shall approve items that are clean, neat and in a neutral
color
• Short pants may be worn at any time during the year, provided that wearing them does not
present a safety hazard Short pants shall be uniform shorts only Jean shorts, exercise shorts
or any other type of non -uniform shorts are unacceptable Boxer shorts, spandex exercise pants
and/or other clothing item shall not be seen extending above or below the short pants.
• When short pants are worn, socks shall be white or a color which matches the City uniform
Socks shall not extend above the boot more than two inches
• Long sleeved shirts shall not be worn under short sleeved uniform shirts. Tee shirts may be worn
under uniform shirts however, the sleeve cannot extend beyond the sleeve of the uniform shirt.
• Upon separation of employment with the City, the employee shall return all City -owned
uniforms in their possession to his/her supervisor in a clean condition, ready to wear, prior to
receipt of his/her final paycheck.
• Any modifications to the uniform must be approved by the Department Director and reviewed
by the Office of Human Resources for consistency purposes
1 Wear
Departments Heads shall determine which job classifications and/or divisions are designated to
wear City uniforms. Employees in these job classifications and divisions shall wear City uniforms
during standard working hours. Uniforms shall be worn if an employee is called back to work from
his/her off duty period If a full uniform is not available at the time the employee is called out, the
employee shall wear some other type of identification such as a badge, jacket or hat with City
patches, etc.
City uniforms and any recognizable portion of a City uniform (i e , anything with a badge, patch, or
City of Redlands designation) shall not be worn for anything other than official City business.
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Employees shall be aware of public perception and the assumption that uniformed personnel are
on duty
2. Responsibility
It is the responsibility of the Department Director to ensure the Uniform Policy is understood and
adhered to by all department employees required to wear uniforms This Uniform Policy shall be
made available to all civilian employees required to wear a uniform It is the responsibility of the
employee to ensure the items issued and worn are in compliance with this policy
Employees who do not adhere to the provisions contained in this policy may be subject to
disciplinary action Any proposed disciplinary action related to this policy for non -sworn employees
must be reviewed by the Office of Human Resources prior to the action being taken to ensure
consistency Modifications to the uniform which are requested by the employee and approved by
the Department Director must be paid for by the employee
3. Safety
Department Directors may establish standards which are stricter than those contained within this
policy for safety reasons. An example of this would be the requirement of steel toed boots or hard -
soled shoes for specific classifications. Department Directors and their designees may also require
that safety gear or equipment be worn, such as hard hats or reflective arm bands.
Purchase
All uniforms shall be ordered and/or purchased through the City
4. Allowance
Any uniform or boot allowance shall be paid in accordance with the appropriate employee's
Memorandum of Understanding.
L. IDENTIFICATION BADGES/CARDS
The City of Redlands believes it is important to maintain a safe and professional work environment. For
this reason, all employees will be provided and shall carry a City -issued badge or identification card at
all times while on duty Human Resources shall issue identification cards to employees on or before
the first day of employment Safety employees may be provided their badges and/or identification
cards by the Police or Fire department. If part of a uniform, badges shall be worn in accordance with
department policy Part time, temporary and intern employees may be required to display City
identification at all times when on duty Employees shall be responsible for lost or misplaced badges
and identification cards. The employee shall reimburse the City for the cost of replacement Badges
and identification cards shall be returned to the department of Human Resources upon separation of
employment with the City
M USE OF CITY VEHICLES AND AUTOMOTIVE EQUIPMENT
The purpose of this policy is to establish procedures for the use, care and non -emergency operation of
City -owned vehicles and automotive equipment City vehicles and equipment shall only be operated
by authorized City employees and volunteers.
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1 Licenses
Authorized City employees and volunteers must possess an appropriate and valid California
driver's license for the designated vehicle and/or equipment they operate Supervisors shall be
responsible for ensuring that their employees have a current license
2. Assignment of Vehicles and Equipment
The City Manager or his/her designee shall assign vehicles and equipment to departments
based upon City and department needs. New vehicles and equipment shall be approved by the
City Council through the budget process or during a regular City Council meeting
If more than one department requests an available vehicle or piece of equipment, each
Department Director shall justify their need in writing to the City Manager The City Manager
shall make the final determination If the City Manager decides that a vehicle or piece of
equipment no longer meets the needs of the assigned department but may be of use to another
department, a transfer may be made
The transfer of vehicles and/or equipment from one department to another shall be
coordinated through the Quality of Life Department and approved by the City Manager The
City Manager may dispose of vehicles and equipment no longer meeting the needs of the City
3. Safe Operation of Vehicles and Equipment
Employees/volunteers using City vehicles and automotive equipment shall be held individually
responsible for the safe operation of the vehicles and equipment which they are using.
Employees and volunteers operating City vehicles and equipment shall do so in a reasonable
and prudent manner, having due regard for street surfaces and other conditions which may
affect safe operation Employees and volunteers shall operate vehicles and equipment in
accordance with City and department policies and provisions of the California Vehicle Code
Employees shall accept full responsibility for fines incurred as a result of any driving, parking
and/or other traffic violation
4. Use of Seat Belts
It is the intent of the City of Redlands to provide the safest environment possible for employees
using vehicles and equipment in the course of their employment. No employee or volunteer
shall operate or ride in any vehicle or equipment without being properly secured in a seat belt.
Employees shall adjust safety restraint devices so they are comfortable yet provide maximum
protection in the event of an accident
Police, Fire, and Solid Waste employees shall use seat belts in accordance with the California
Vehicle Code, department standard operating procedures, and other legislation pertaining to
the use of seat belts
5. Use of Cellular Phones and Radios
Employees shall refrain from talking or texting on hand-held cellular phones and radios while
operating vehicles and equipment. When communication is necessary due to emergency or
other work related circumstances, employees shall park and stop the vehicle/equipment prior
to using the communication device
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Exceptions may be made for Police and Fire personnel
6. Inspection of Vehicles and Equipment:
The procedure for ensuring proper operation and maintenance of vehicles and equipment is as
follows
a The Department Director shall designate supervisory personnel to be accountable
for all vehicles and equipment assigned to the department The supervisor(s) shall
be responsible for assigning the vehicles and equipment to a job site, project or
employee Non -supervisory employees do not have authorization to assign
equipment and vehicles to others
b Supervisors shall instruct employees on the safe operation and preventive
maintenance requirements for the vehicle or equipment to be utilized
c. Employees shall conduct daily inspections of assigned vehicles and equipment as
required by Department of Transportation regulations. Inspections shall occur at
the beginning of each shift when vehicles and equipment will be utilized
d Employees shall complete a department inspection report documenting the
following visible damage, safety items, service needs and maintenance
requirements. These inspection reports shall be submitted to the supervisor
immediately following the inspection
e The supervisor shall be responsible for reviewing the inspection reports and taking
appropriate action
7 Maintenance of Vehicles and Equipment
Employees shall be responsible for the care, cleanliness (exterior and interior) and general
maintenance of assigned vehicles and equipment.
• The City shall provide supplies necessary for the care, cleaning and maintenance of
vehicles and equipment.
• Supervisors shall allow employees to perform care, cleaning and minor maintenance
tasks while on duty
• Employees shall make periodic inspections of all fluid levels and correct any deficiencies.
• Supervisors shall make weekly inspections of the vehicles and equipment assigned to
subordinates to ensure they are being maintained according to policy
• Supervisors shall ensure employees adhere to the routine service and maintenance
schedules established by the Equipment Maintenance Division
• Employees shall complete the appropriate Equipment Maintenance forms to describe
service needs and requested repairs when leaving vehicles and equipment for service at
the City Garage Forms shall be submitted to a supervising mechanic.
• Vehicles and equipment requiring warranty service shall be taken to the City Garage
where authorized personnel shall arrange appropriate service
• No modifications shall be made, or accessories added, to City vehicles and/or equipment
without the express authorization from the department supervisor, Equipment
Maintenance Superintendent and City Manager
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• All vehicles and equipment shall be secured by removing keys, closing windows and
locking doors prior to storing at the Corporate Yard and other facilities
8. Accidents Involving Vehicles and Equipment
Accidents involving City vehicles and equipment shall be reported as follows
a Accidents shall be reported to the appropriate law enforcement agency, if
necessary, to Human Resources/Risk Management and to the department
supervisor immediately
b Employees shall complete the City's Incident, Accident, and Injury Form and submit
to the supervisor
c. The supervisor, upon receipt of the employee's accident report, shall review the
report, investigate the facts, and complete the Supervisor's Accident Investigation
Form, and submit a recommendation along with the completed employee's
Incident, Accident, and Injury Form to Human Resources/Risk Management within
24 hours.
d Any damage resulting to vehicles and equipment, other than an accident, shall be
reported to the department supervisor immediately and shall be subject to the same
procedure as accidents.
e Damage to City vehicles and equipment due to negligence, unsafe driving or
operation, or damage due to willful misconduct by an employee may be cause for
disciplinary action, including termination
9 Use of Vehicles and Equipment
Employees may be assigned vehicles and/or equipment for use during standard business hours
to conduct official City business
Employees may need to utilize vehicles to attend official functions inside and outside of the city
limits. Employees shall not use City vehicles and equipment outside the City without prior
authorization from the Department Director
Vehicles and equipment may be used after hours to conduct official City business After hours
employees may use City vehicles as transportation from their residence to the assigned work
site and back to the residence
10 Use of Private Vehicles
Private vehicles shall not be used for work -related activities without the permission of the
Department Director or designee
11 Personal Use of Vehicles and Equipment
City vehicles and equipment shall only be used for work -related purposes and shall not be used
for personal errands or transport. Exceptions may be made by the City Manager or through an
approved and fully executed Memorandum of Understanding.
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City vehicles and equipment may be authorized for take home use in accordance with the
following criteria
a The authorization for the take home use of City vehicles and equipment shall be
based on operational need
b The City Manager shall authorize all take home use of City vehicles and equipment
not otherwise permitted by an approved and fully executed Memorandum of
Understanding.
c. Safety personnel and other employees responding to emergencies may be
provided with City vehicles that have specific equipment. Such take home
assignments are regarded as a requirement of the job and shall be identified by
the Department Director and City Manager
d The City Manager may discontinue the use of a take home vehicle assignment
upon a finding that the position and responsibility of the position no longer
require such usage, or that such usage is not in the best interest of the City,
including that the employee is not complying with the requirements of this policy
e An employee who is authorized to take home a City vehicle and/or equipment
shall make reasonable effort to protect the vehicle and/or equipment against loss
and/or damage This may include the removal of portable equipment from the
interior of the vehicle
f Employees must account to the City for the authorized personal use of City
vehicles. The usage must be substantiated (for example, mileage), the time and
place of the travel, and the purpose of the travel Written records made at the
time of each use are the best evidence All personal use of a City -provided vehicle
will be included in employee wages per Internal Revenue Code Sections 123 and
611. This paragraph not applicable to sworn safety units.
12. Regular Take Home Authorization and Assignment
Regular or permanent take home authorization of City vehicles and equipment, not otherwise
permitted by an approved and fully executed Memorandum of Understanding, shall be
approved by the City Manager and based on the following criteria
a The employee resides within forty (40) miles of the Redlands City Limits.
Employees currently assigned a take home vehicle will be grandfathered at the
time of adoption of these rules and regulations.
b The employee is regularly and frequently subject to call for emergency response,
has specific expertise and must respond with a specially equipped vehicle
c. The employee provides regular and frequent off duty supervision where no
subordinate has been designated to act.
d An employee who, on an average of 50% of the standard work week, is required
to begin or end daily work activities at sites other than the permanent work
station
e There is a specialized assignment, approved by the City Manager and
Department Director, requiring the use of City vehicles and/or equipment.
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f Employees may not use City -provided vehicles for personal purposes, other than
commuting or de minimis personal use Employees shall be responsible for use
of the vehicle in compliance with City and department policies and procedures.
g Employees must account to the City for the regular take home of City vehicles.
The usage must be substantiated (for example, mileage), the time and place of
the travel, and the purpose of the travel Written records made at the time of
each use are the best evidence All personal use of a City -provided vehicle will be
included in employee wages per Internal Revenue Code Sections 123 and 611.
This paragraph not applicable to sworn safety units.
13. Temporary Take Home Authorization and Assignment.
Temporary take home authorization of City vehicles and equipment shall be approved by the
Department Director in accordance with the following criteria
a The temporary assignment of City vehicles and equipment for take home use
shall not exceed thirty (30) days.
b The employee resides within forty (40) miles of the City Limits of Redlands
c. The employee is assigned to "Stand By" or "On Call" status, as defined in
respective Memoranda of Understanding, for emergency response, has specific
expertise and must respond with a specially equipped vehicle
d There is a temporary or specialized assignment, approved by the Department
Director, requiring the use of City vehicles and/or equipment
14. Miscellaneous
This policy does not preclude departments from implementing additional, department -specific
policies and procedures related to the use of City vehicles and equipment
The use of tobacco products, in all forms, is prohibited in City vehicles and equipment.
Any violation of this policy is subject to disciplinary action, up to and including termination
N Travel and Expense Reimbursement Policy
1 Overview
It is the policy of the City of Redlands to reimburse staff for reasonable and necessary expenses
incurred in connection with approved travel on behalf of the City The City strongly encourages
employees to book travel in advance and to utilize travel discounts when making travel
arrangements
Employees seeking reimbursement should incur the lowest reasonable travel expenses and
exercise care to avoid impropriety or the appearance of impropriety Reimbursement is allowed
only when reimbursement has not been, or will not be, received from other sources If a
circumstance arises that is not specifically covered in this travel policy, then the most conservative
course of action should be taken
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Travel Includes
• Attendance at workshops, seminars, conventions, conferences, or other meetings
of interest to the City; and/or
Approval
• All travel must be approved in advance by the employee's Department Director or
his/her designee When the Employee is a Department Director, the travel must
be approved by the City Manager or his/her designee
2. Compensation While Traveling
Non-exempt employees shall be paid their hourly rate as hours worked while they are traveling
(whether by automobile, airplane, train, etc.) for City -approved, job -related purposes. Non Exempt
employees will be paid their hourly rate for actual hours spent in training and for travel time When a
non-exempt employee is not required to report to their regular employment site on a day he/she
attends City -approved training, paid travel time shall be calculated as the lesser of the time spent
travelling from the non-exempt employee's residence to the training site and back or the time spent
traveling from their regular employment site to the training site and back. If the non-exempt employee
is required to report to their regular employment site on a day he/she attends City -approved training,
paid travel time shall be calculated as the time spent traveling from their regular employment site to
the training site and back, regardless of where the non-exempt employee resides.
3. Authorization and Responsibility
Employee's travel must be authorized, and employees should verify that their travel is eligible
for reimbursement before making travel arrangements. Employees should utilize the Training
and Travel Request Form
Within 60 days of travel completion, employees must submit an Expense Reimbursement Claim
Form with original receipts and supporting documentation
The Expense Reimbursement Claim Form must be signed by the Department Director or
designated authority Designated approval authorities are required to review expenditures and
withhold reimbursement if there is a reason to believe that the expenditures are inappropriate
or extravagant.
Employees should review this policy before spending personal funds for City travel to determine
if such expenses are reimbursable The City reserves the right to deny reimbursement of travel -
related expenses for failure to comply with this policy
4. Vacation in conjunction with business travel
In cases where an employee is utilizing vacation time in conjunction with City -related travel,
any cost variance in airfare, car rental or lodging must be clearly identified on the Expense
Reimbursement Claim Form The City will not prepay any personal expenses with the intention
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of being "repaid" at a later time, nor will any personal expenses be reimbursed, only expenses
incurred during the dates of City -related travel will be reimbursed
5 Permissible prepaid travel expenses
Before leaving on travel, the City may issue prepayments for the following expenses
• airfare
• rail transportation
• conference registration fees
• per diem
If the employee has received a prepayment and is unable to attend the event, they are required
to request a refund of all prepaid expenses. The Department Director or designated authority
are responsible for ensuring that employees request refunds for all prepaid expenses. The City
reserves the right to request reimbursement from employees for all non-refundable prepaid
expenses. Employees have a minimum of thirty (30) days to reimburse the City for any non-
refundable prepaid expenses.
6. Reimbursable Expenses
Reimbursement requests for travel expenses are submitted on an Expense Reimbursement
Claim form signed by the designated approval authority and accompanied by the following (if
applicable)
• Approved Training and Travel Request Form,
• Itemized expense receipts,
• Internet map showing route and miles traveled,
• Event brochure or flyer;
• GSA Meals & Incidentals Breakdown for destination, and
• Listing of prepaid travel expenses
These forms must be submitted to the Finance Division within 60 days after the travel is
completed Forms not submitted within this time frame require exception approval from the
Management Service Director or City Manager or their designee
Reimbursement of travel expenses is based on documentation of reasonable and actual
expenses supported by the original, itemized receipts. The City will reimburse travel expenses
for the most efficient and economical mode of transportation Reimbursements that may be
paid by the City are shown below
a Airfare An original itemized airline receipt, an e-ticket receipt/statement or an Internet
receipt/statement is required The receipt must show the method of payment and indicate that
payment was made
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Employees are expected to obtain the lowest available airfare that reasonably meets business
travel needs. Airfare should be booked for economy/coach class only; Business or First class is
not reimbursable Upgrades are not reimbursable Employees are encouraged to book flights
at least 30 days in advance to avoid premium pricing. If the airline charges additional charges
for checked luggage, only the cost of the first checked bag will be reimbursed
b Rail transportation The City will pay for rail transportation provided that the cost does not
exceed the cost of the least expensive airfare
An original itemized receipt, original e-ticket receipt/statement or Internet receipt/statement
is required The receipt must show the method of payment and indicate that payment was
made
c. Mileage Reimbursement for use of a personal automobile is based on the current
reimbursement rate determined by the Internal Revenue Service Mileage reimbursement is
granted only when employees are required to use their personal vehicle in connection with
their assignment and in the performance of their duties. An Expense Reimbursement Claim
Form must be submitted to the Finance Department to receive mileage reimbursement.
Attached should be a copy of an Internet map showing the route and mileage traveled
Reimbursable mileage shall be calculated from the primary worksite of the employee to the
various destinations and return to the primary worksite In the event an employees does not
visit the regular place of work on any business day, mileage shall be reimbursed for any miles
that exceed the employee's normal commute
A valid driver's license issued within the United States and personal automobile insurance are
required for expenses to be reimbursed Drivers should be aware of the extent of coverage (if
any) provided by his or her automobile insurance company for travel that is business or not
personal in nature
e Automobile Rental Reimbursement for a commercial rental vehicle as a primary mode of
transportation is authorized only if the rental vehicle is more economical than any other type
of public transportation, or if the destination is not otherwise accessible
The City authorizes reimbursement for the most economic vehicles available (economy or
midsize) The itemized rental agreement must clearly show the date and the points of
departure/arrival, as well as the total cost Drivers must adhere to the rental requirements, and
restrictions must be followed Original receipts are required
When vehicle rentals are necessary, the City encourages Employees to purchase collision
damage waiver (CDW) and loss damage waiver (LDW) coverage The City will reimburse the cost
of CDW and LDW coverage, all other insurance reimbursements will be denied
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Drivers should be aware of the extent of a coverage (if any) provided by his or her automobile
insurance company for travel that is business or not personal in nature
Employees are strongly encouraged to fill the gas tank before returning the vehicle to the rental
agency to avoid service fees and more expensive fuel rates.
f Conference registration fees. The City will reimburse these fees, including business -related
banquets or meals that are part of the conference registration Original receipts to support the
payment are required If the conference does not provide a receipt, then a brochure along with
a cancelled check, credit card slip/statement or documentation that the amount was paid is
required for reimbursement
A prorated amount for the meals provided must be deducted from the Employee's per diem
See Meals (per diem) for more detail Entertainment activities such as golf outings and
sightseeing tours will not be reimbursed
g. Lodging. The cost of overnight lodging (room rate and tax only) will be reimbursed to the
employee if the authorized travel is 50 miles or more from the employee's home or primary
worksite Exceptions to this restriction may be approved in writing by the Department Director,
City Manager, or his/he designee
The City will reimburse lodging expenses at reasonable, single occupancy or standard business
room rates. Only single room rates are authorized for payment or reimbursement unless the
second party is representing the agency in an authorized capacity If the lodging receipt shows
more than a single occupancy, the single room rate must be noted If reimbursement for more
than the single room rate is requested, the name of the second person must be included The
lodging receipt must be itemized listing all expenses.
h Meals and Incidentals (Per Diem) Per Diem reimbursement will be issued for meals and
incidentals for travel that is 50 miles or more from the employee's primary worksite For one
day travel in excess of 50 miles, 75% of the applicable GSA daily per diem rate will be provided
The City's per diem rates are based on the U.S General Services Administration Guidelines,
which vary by location The rates are listed online at www.gsa.gov In addition to meals these
rates include incidental expenses such as service tips (e.g., housekeeping or porter tips)
Incidental expenses, unless specifically cited in this policy, will not be reimbursed
The maximum reimbursable gratuities for meals is 20% of allowable meal expenses and taxes.
For the first and last days of travel, 75% of the applicable GSA daily per diem rates will apply
Receipts are not required for per diem allowances.
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i Business Meals and Expenses. Employees are allowed reimbursement for meals and various
business expenses when the opportunity to discuss the City's concern with state and federal
officials, participating in regional, state and national organizations whose activities affect the
City, or promoting public service and morale by recognizing such service Business expense
reimbursements must be an authorized expense in benefit of the City
k. Parking and Tolls. Original receipts are required for parking fees and tolls (including airport
parking) The lodging bill can be used as a receipt when charges are included as part of the
overnight stay
n Miscellaneous transportation Original itemized receipts are required for taxi, bus, subway,
metro, ferry, rideshare, and other modes of transportation
o Visa, passport fees and immunizations. If these items are required for international travel,
their reimbursement is left to the discretion of the Department Director If approved by the
designated authority, original itemized receipts are required
7 Non -reimbursable Travel Expenses
The following items that may be associated with business travel will not be reimbursed by the City•
• Airline club memberships,
• Airline upgrades,
• Alcohol,
• Business or First Class airfare,
• Child care, babysitting, house-sitting, or pet-sitting/kennel charges,
• Commuting between home and the primary work location,
• Costs incurred by employee's failure to cancel travel or hotel reservations in a timely
fashion,
• Evening or formal wear expenses,
• General use clothing;
• Haircuts and personal grooming,
• Laundry and dry cleaning;
• Lost luggage and personal items,
• Passports, vaccinations and visas when not required as a specific and necessary condition
of the travel assignment,
• Personal entertainment expenses, including in-flight movies, headsets, health club
facilities, hotel pay -per -view movies, in -theater movies, social activities and related
incidental costs,
• Repairs to personal vehicles,
• Travel accident insurance premiums or purchase of additional travel insurance,
• Valet parking, unless the hotel or venue prohibits guests from parking their own vehicles,
• Traffic and/or parking violation fines, or
• Other expenses not directly related to City related travel
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8.Travel for Non -Employees
Additional costs for travel, lodging, meals or other travel expenses for spouses or other family
members will not be reimbursed
O CREDIT CARD POLICY
The City of Redlands uses a variety of methods for the purchase of goods and services, including petty
cash, purchase orders, and disbursement vouchers, along with credit cards, which are overseen by the
City Manager's Office Processing purchase orders is not cost effective for low dollar value goods.
Occasionally suppliers will not accept a purchase order which makes the use of a credit card more
efficient. In addition, credit cards will allow Cardholders to take advantage of short-term sale discounts
and to make purchases and/or reservations by phone and the Internet. The purpose of this policy is to
identify which employees would be eligible to be Cardholders to make these types of purchases for the
City, as well as the proper use and documentation required when the City -issued credit cards and gas
cards are used for City business.
A City of Redlands credit card will only be issued to specifically identified employees who, because of
their job duties, have been approved to be Cardholders by their Department Directors Only those
employees who make specific purchases allowable under this policy for their Department will be issued
credit cards. The City credit card program allows oversight of such purchases by Department Directors.
Verification of all purchases is required by each Cardholder, with signature approval performed by the
Cardholder's Supervisor and/or Department Director All credit card purchases are reviewed monthly
by the applicable Department Director and the Management Services Department's Finance Division
A. AUTHORIZED CARDS
1 CREDIT CARDS
Redlands City Manager's office is designated as the City's credit card coordinator They
contract with a Card Issuer in connection with the City's Purchasing Guidelines to acquire
the credit cards for specifically identified employees The Card Issuer will have no individual
Cardholder information other than the Cardholder's work address. No credit records, social
security numbers, etc., are maintained by Card Issuer, and will not have any impact on the
Cardholder's personal credit City -issued Credit Cards can only be used by the individual to
whom it has been issued
2. GAS CARDS
Gas cards will be issued to authorized employees in the Facilities and Community Services
and Police Departments Depending on the vendor, these cards may be issued in the City's
name or in the specific name of an employee Use by anyone other than the authorized
Cardholder is prohibited
B. CARD ELIGIBILITY
Under the guidance of the City Manager, Department Directors are responsible for identifying
which employees should be issued a credit card or gas cards The number of employees
identified to receive cards should be minimized and should be strictly limited to those who
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are required as part of their job duties to make purchases for their Department pursuant to
this policy Limited service temporary employees cannot be assigned a credit card, but may
be authorized to use a gas card by their Supervisors and Department Director if necessitated
by their job duties
C. OBTAINING CREDIT CARD for an IDENTIFIED ELIGIBLE EMPLOYEE
Department Directors, or their authorized designees, shall make a request to the City
Manager's office for credit card issuance
D CARD USAGE
• All purchases must abide by the City Purchasing Guidelines,
• May be used to charge budgeted services, supplies and equipment,
• May be used for the purchase of gas, oil, and supplies for City vehicles,
• May be used to charge conference/seminar registration, airline, lodging, and car
rental costs for the City Council, City Manager, or other City employees,
• May not be used for personal benefit or personal use,
• May not be issued to any elected members, and
• Must be returned to the City upon termination or resignation prior to receiving
their last paycheck
E. RECONCILIATION
At the end of each credit card statement cycle, cardholders must provide to the Finance
Division a reconciliation of their credit card charges, including all original receipts and
signature approval by their Department Director
P RIDESHARE POLICY
The City of Redlands developed a rideshare program in an effort to reduce the number of vehicles used
for employee commutes to and from work. Reducing vehicle trips and mileage positively effects our
air quality and traffic congestion
Rideshare is any method of commuting to and from work other than driving alone It includes carpool,
vanpool, riding the bus, walking, cycling, and telecommuting "Carpool" shall mean two or more City
employees sharing a ride to and from a City facility
1 Provisions
• Participation in the City Rideshare Program is voluntary
• This program is an honor system program Once a participation form has been verified
and approved, the Program Coordinator shall rely on the employee and his/her
supervisor to accurately report all rideshare days on the employee's time sheet. The
Program Coordinator shall monitor and audit rideshare reporting to ensure accuracy
and compliance with program rules
• Enrollment shall be approved and processed by the Program Coordinator in order to
receive rideshare benefits. All changes in participation shall be approved and updated
by the Program Coordinator prior to recording and compensation on the time sheet.
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• Employees commuting in a City -provided and/or assigned vehicle are not eligible for
rideshare incentives
• Employees commuting in a City -provided van shall select one "park and ride" location
central to all riders in the vanpool All employees shall assist with van driving, fueling
and cleanliness.
• If ridership in a vanpool decreases, the Program Coordinator may reallocate the City van
to accommodate a greater number of employees.
• Reporting rideshare days on a timesheet is no different from reporting any other type
of regular work hours or utilization of leave balances. Any false information reported
on a timesheet for rideshare hours shall be treated in the same manner as any other
falsification reported on a time sheet.
• Failure to accurately record rideshare credit and use may result in the loss of rideshare
privileges. In addition, intentional abuse of rideshare program rules and reporting
requirements may result in disciplinary action
• In order to be eligible for rideshare incentives, carpooling employees shall
• Rideshare to and from work for the workday in which incentives are being claimed,
• Rideshare with another City employee,
• The final destination of the carpool vehicle shall be a City facility for the commute to
work, and the final destination of the carpool vehicle for the commute from work shall
be a designated "park and ride" site or the ridesharing employee's home An
employee's home may be designated as a rideshare site with approval by the Program
Coordinator
• The total number of miles traveled by the carpool vehicle shall not exceed the total
number of miles that would have been traveled had the employees commuted
separately
2. Incentives
Employees will be eligible for incentives as determined by the City
Employees on designated routes may choose to commute in a City run vanpool These routes
shall be designated by the Program Coordinator and shall be based on the number of employees
residing in a given area
Employees who rideshare a designated number of times per quarter shall be eligible for
quarterly and/or annual drawings for additional incentives.
3. Required Forms
All employees who wish to participate in this program and claim incentives shall complete the
required forms with the Office of Human Resources
Q. RECEIPT OF GIFTS
The City of Redlands recognizes that gifts or entertainment to employees may be viewed by the public
as intending to influence judgment and could possibly cause an employee to be placed in a
compromising situation Therefore, it is the policy of the City to prohibit acceptance of gifts by City
employees While common sense on the part of employees regarding the acceptance of gifts is the
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most realistic control, it is helpful to have some specific guidelines to follow which interpret the City's
policy The guidelines listed below are supplemental and in addition to the requirements of the Political
Reform Act.
1. Donation of Gifts
Gifts that are consumable or useable on the work premises should be returned to the donor in
the spirit in which they were given with a thank you and explanation of why the employee
cannot accept the gift as detailed in this policy If it is not feasible to personally return the gift
at the time it is given, the recipient employee may accept the gift upon the condition that the
gift shall be donated to a bonafide charitable organization by the employee Examples of items
which fall under this category include plants, candy, baked goods and similar items An
employee who accepts a gift for subsequent donation must complete a gift receipt form within
15 working days The form identifies the gift, its value, the date received, the donor, and the
charitable organization to which the gift was donated by the employee For gifts which are
accepted on the condition that they will subsequently be donated to a charitable organization,
the employee should keep one copy, and forward one copy, of the form to the City Manager's
Office for recording to ensure consistency for reporting purposes.
2. Return of Gifts
All alcoholic beverages and other gifts which are not consumable or useable on the work
premises shall not be accepted and shall be returned to the donor in the spirit in which they
were given If the employee is given a prohibited gift, the employee should respectfully give the
gift back with a thank you and an explanation of why the employee cannot accept the gift as
detailed in this Policy If it is not feasible to personally return the gift at the time it is given, the
recipient employee shall send the gift back to the donor with a note explaining why it is being
returned
3. Exclusions
This Policy does not pertain to meals or events, although disclosure requirements under the
Political Reform Act will still apply Nor does this Policy prohibit an employee from accepting
gifts that are consumable or useable on the work premises, as authorized by the City Manager
or his/her designee, from the City or from another employee in recognition of exemplary service
or performance of duties.
R. DRUG AND ALCHOHOL ABUSE
The City of Redlands, its employees and their representatives, and prospective employees have a vital
interest in maintaining safe, healthful, and efficient working conditions. Being under the influence of
drugs or alcohol on the job may pose serious safety and health risk, not only to the user, but to co-
workers and the public.
1. Definitions
a Alcohol is defined as any alcoholic beverage or substance, including any medication or food
containing alcohol such that it is present in the body at a level in excess of that stated in the
guidelines by the Department of Transportation
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b Drugs or controlled substances are defined as any substance which impairs an employee's
ability to perform job duties, poses a threat to the safety of the employee or others and
their property, or otherwise creates a risk of harm to the City
c. Safety -Sensitive Employee is defined as an employee who holds a commercial driver's
license and who operates a commercial motor vehicle, on a full-time, part-time or
intermittent basis.
d Commercial Drivers' License is defined as a Class A or Class B vehicle license
e Reasonable Suspicion is defined as objective facts sufficient to lead a reasonably prudent
manager or supervisor to suspect that an employee is under the influence of alcohol and/or
drugs so that the employee's ability to perform his/her job functions is impaired or so that
the employee's ability to perform his/her job safely is reduced
f Substance Abuse Professional is defined as a licensed physician, psychologist, social worker,
employee assistance professional, or addiction counselor with knowledge of clinical
experience in the diagnosis and treatment of alcohol and substance abuse
g. City Property — any facilities that are owned and/or operated by the City of Redlands.
2. Provisions
This policy applies to all City employees and prospective employees, hereinafter referred to
collectively as "employees." Where indicated, some of the policies apply only to safety -sensitive
employees Employees who violate this policy may be subject to disciplinary action, up to and
including termination
3. Prohibitions
All employees are prohibited from
a reporting to work, including stand by or call-back time, or performing any job duties while
their ability to perform job duties are impaired due to on or off -duty alcohol or drug use,
b possessing, manufacturing, or using alcohol or impairing drugs, including prescription drugs
without a prescription, during working hours, on breaks, during meal periods or at any time
while on City property;
c. directly or through a third party selling, manufacturing, or providing drugs or alcohol to any
person, including any employee, while either or both employees are on duty, or on City
property;
d failing to notify his/her supervisor, before beginning work, when taking any medications or
drugs, prescription or non-prescription, which may interfere with the safe and effective
performance of his/her duties or operation of City equipment,
e failing to provide, within 24 hours of request, bona fide verification of a current valid
prescription for any potentially impairing drug or medication identified when a drug
screen/test is positive The prescription must be in the employee's name,
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f refusing to immediately submit to any aspect of an alcohol, drug, or controlled substance
test required by this Policy, or any tampering, obstruction of or interference with testing
procedures,
g. consuming alcohol, drugs, or controlled substances during the eight hours immediately
following an accident in which the employee was involved, or until the employee undergoes
a post -accident alcohol or drug test, whichever comes first,
h refusing to submit to a search of personal properties when directed by the City, upon
reasonable suspicion and in accordance with the Public Safety Officers Procedural Bill of
Rights, The Firefighters Bill of Rights and any other applicable laws.
i refusing to notify the City of any criminal drug statute conviction, in accordance with the
Drug -Free Workplace Act of 1988, of a violation that occurred in the workplace no later than
five days after such conviction,
j purchasing drugs, excluding prescription and over the counter, and/or alcoholic beverages
while in a City uniform or while driving a City vehicle, and
k. report any violations of this policy by a City employee to a supervisor, Department Director
or Human Resources. Such reports shall be confidential with no reprisals
4. Alcohol and Drug Testing
In carrying out and enforcing this policy, the City may require the following types of testing
a Pre -employment Testing. Following an offer of employment, the City will require all
applicants to submit to a test for alcohol and illegal drug use as a condition of employment.
Any applicant who refuses to provide consent for this test, or who receives a verified
positive result will be disqualified from City employment.
b Reasonable Suspicion Testing and Search If a manager or supervisor reasonably suspects
that an employee is under the influence of alcohol, drugs or controlled substances while
performing his/her job duties or operating City equipment, an employee may be required
to submit to an alcohol and/or drug test Observation shall be based on indicators.
Examples of indicators which can form a reasonable suspicion that an employee is under
the influence of alcohol, drugs, or controlled substances include, but not limited to, direct
observation of the following changes in appearance, smell, speech, involvement in an
accident, difficulty walking, clumsiness, dilated pupils, watery and/or red eyes, or suspicious
movement or actions of the employee
Steps to take when there is reasonable suspicion
i Notify the HR Director, or if the HR Director is not available, a Department Director
Upon approval by the City Manager, or his/her designee, the employee may be
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required to submit to an alcohol and/or drug test. An employee's refusal to submit
to such a test is cause for discipline, up to and including termination, and
ii Document in writing the facts constituting reasonable belief that the employee in
question is under the influence of drugs or alcohol
Moreover, the City reserves the authority to search, without employee consent, and subject to
Section 3309 of the Public Safety Officers Procedural Bill of Rights where applicable, all areas of
City property
5. Post -Accident Testing
All employees involved in a vehicle collision may be required to be drug and alcohol tested
following a vehicle collision while on City business. Not only may the operator of any involved
vehicle be tested, but so may any other employee whose performance may have contributed
to the accident, such as the employee who maintains the vehicle or work -site where the
accident occurred
For commercial drivers, post -accident controlled testing , pursuant to this policy, must occur
under the following circumstances
a A fatality or serious injury;
b If the driver received a citation under State of local law for a moving traffic violation,
c. Bodily injury to any person, as a result of the injury, receives immediate treatment away
from the scene, or
d One or more motor vehicles incur disabling damage as a result of the occurrence and such
vehicle(s) are towed away from the scene
If required, drug testing shall occur as soon as practical, but no later than 32 hours after the
accident. If the controlled substances test cannot be performed within this time period, the
reason shall be documented
If required, alcohol testing shall occur within 2 hours of the accident. If the alcohol test cannot
be performed within this time period the reason shall be documented In no case shall an
alcohol test be administered later than 8 hours past the time of the accident and the reason
for delay shall be documented
6. Random Testing
All City employees in Safety -Sensitive positions will be subject to random alcohol and drug testing
Depending on the random selection, some employees may be tested more than once in a year,
while other are not tested at all
7 Testing Procedures
a Testing administrators The drug or alcohol testing of applicants or employees shall be
performed only by a laboratory, a physician or health care professional qualified and
authorized to administer and determine the meaning of any test results,
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b Once a reasonable suspicion determination is made the employee shall be transported to
the medical facility for testing. After testing the employee shall be transported home
Under no circumstances shall the employee operate a motor vehicle,
c. Random testing will be completed on City property Employees will be transported to the
City location, designated by Human Resources, by their manager;
d Human Resources shall inform the medical facility when supervisors are transporting an
employee for a drug and/or alcohol test and the approximate time of arrival
8. Consequences of Failing an Alcohol and/or Drug Screen
An employee whose alcohol test indicates an alcohol concentration level of 0 02% or greater will
be removed from his/her duties and will be subject to disciplinary action, up to and including
termination The employee will also be given information to contact a Substance Abuse
Professional (SAP)
The SAP will evaluate the employee to determine what assistance, if any, the employee needs in
resolving problems associated with prohibited substances abuse Assessment by an SAP does not
shield an employee from disciplinary action or termination
If an employee is allowed to return to duty following a positive test result, he/she must follow the
rehabilitation program prescribed by the SAP, pass return -to -duty drug and alcohol tests, and are
subject to unannounced follow-up tests for a period of one to five years. The cost of any treatment
or rehabilitation services will be the responsibility of the employee Employees will be required to
use all accruals prior to taking unpaid leave time while participating in the prescribed rehabilitation
program and or any suspension that may result due to a positive test.
Employees who are allowed to re-enter the work force must agree to a re-entry contract. That
contract may include, but is not limited to
• A release to work statement from an approved Substance Abuse Professional (SAP),
• A negative test result from drugs and or alcohol,
• An agreement to unannounced frequent follow-up testing, as recommended by the SAP,
• A statement of expected work -related behaviors, and
• An agreement to follow specified after care requirements with the understanding that any
violation of the re-entry contract is grounds for termination
After the City has complied with any legal obligation to reasonably accommodate an employee's
protected disability, if any, the City may terminate an employee who is unable to perform the essential
functions of the job
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S Smoking
The City is committed to providing a healthful and safe working environment for employees. To
maintain this commitment, the City prohibits smoking, including electronic cigarettes, and the use of
smokeless tobacco products.
• In areas where fire and/or safety hazards exist;
• As prohibited by law;
• Inside any enclosed facilities that are owned and/or operated by the City of Redlands,
• In City -owned, leased and/or rented vehicles, and
• Within 20 feet of any enclosed facilities that are owned and/or operated by the City of Redlands.
City Council adopted Chapter 8 54 of the Redlands Municipal Code, regulating smoking in public places
and places of employment. This policy is consistent with the City's smoking prohibitions and the
California Labor Code governing smoking in the workplace
1. Definitions
• Smoking includes smoking cigarettes, electronic cigarettes, pipes, cigars, all tobacco
products and weed or plants of any kind,
• Smokeless Tobacco Products includes chewing tobacco, snuff or oral snuff
2. Provisions
All employees, officials, volunteers and visitors shall be subject to prohibition of smoking and the
use of smokeless tobacco products.
Employees who smoke and/or use smokeless tobacco products shall not exceed the number of
breaks allotted for each break as defined in appropriate MOU and/or applicable state and/or
federal law
T OFF -DUTY CONDUCT
1 General Considerations
Full-time employees are expected to devote their full time to assigned duties as a City employee
An employee shall not engage in any employment, activity or enterprise which is inconsistent,
incompatible or in conflict with City job duties, functions or responsibilities, nor shall an employee
engage in any outside activity which will directly or indirectly contribute to the lessening of
effectiveness as a City employee No employee shall engage in any type of activity relating to an
employee organization during such time an employee is on duty, except as expressly provided in
these Rules, MOU or by law
2. Outside Employment
Employees who hold or wish to hold jobs outside their normal City employment must complete a
Request to Engage in Outside Employment Authorization Form with all required signatures and
submit the form to their Department Director Any outside employment will not be permitted if it
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conflicts in any manner with the employee's duties and responsibilities with the City or is prohibited
by law Each authorization is valid for one year or as indicated on the authorization form
3. Prohibited Off -Duty Conduct
Employees may not engage in any employment or activities that create a conflict of interest, is
unethical, or otherwise interferes with their City employment In making a determination as to
whether an activity creates a conflict or ethical question, the appointing authority shall consider,
among other pertinent factors, whether the activity involves
a Receipt or acceptance by the employee of any money or other consideration from anyone
other than the City for the performance of an act that the employee would be required or
expected to render in the regular course of City employment,
b The performance of an act or work which may later be directly or indirectly subject to the
control, inspection, review, audit or enforcement by such employee or other City
employees,
c. Conditions or factors which might directly or indirectly lessen the efficiency of the employee
in regular City employment or conditions in which there is a substantial danger of injury or
illness to the employee,
d The use for private gain or advantage of City time, facilities, equipment and supplies,
prestige, influence, or information obtained through one's city office or employment. No
city -owned facilities, equipment or supplies, including autos, trucks, instruments, tools,
supplies, machines, badges, identification cards, or other items which are the property of
the City shall be used by an employee for personal or non -City business reasons except upon
approval of the City Manager;
e The solicitation of future employment with a firm or individual doing business with the city
over which the employee has some control or influence in the course of performing official
duties.
VII. INFORMATION TECHNOLOGY
A.COMPUTER AND ELECTRONIC COMMUNICATIONS
The Computer and Electronic Communications Policy ("policy") outlines the policies and guidelines that
must be followed at all times to minimize business risks and maximize the benefits of the use of
computing and electronic communications resources owned, leased, or controlled by the City of
Redlands. This policy establishes standards for the acceptable use of the electronic communications
systems of the City
1. Scope
The City owns, has a property interest in, and has a right to specify the use of•
• All information processing and communications resources used to conduct its business,
including hardware, computers, laptops, fax machines, telephones, cellular phones, smart
phones, tablets, printers, copiers, storage media and all other hardware, and non-physical
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resources, such as software, applications, online accounts, email, texts, pings,
Internet/Intranet/Extranet access, storage media, network accounts, voice mail and instant
messaging files other messages and all other non-physical assets used or stored in its offices
and facilities, and,
• All such information processing and communications resources employed in its business
that are connected to or able to be connected to its facilities from locations outside of the
City's premises, including personal information processing hosted services, and
communications equipment and/or software owned or leased by the City or supplied by the
City to City personnel for their use
All such resources are collectively referred to in this policy as "computing and electronic
communications resources" or "resources " All other all data processing hardware, software,
licenses, and any other physical equipment, electronic accounts, applications, and/or
appurtenances required to transact City business electronically not expressly mentioned above
also constitute the computing and electronic communications resources at City facilities
2. Usage Rules
a Ownership
The City of Redlands owns, leases and has the right to specify the use of all
computers and electronic communications resources. No employee has any
property interest in the City's electronic communications resources. Examples of
electronic communications resources are given in the Computer and Electronic
Communications section of the policy No user should have an expectation of
privacy in the use of any city computing and electronic communications resource
b Authorized Users
Employees, interns, volunteers, and all other individuals (collectively referred to as
"user" or "users") conducting business on behalf of the City of Redlands are eligible
to use computing and electronic communications resources but may do so only in
accordance with this policy
c. Acceptable Use
During an employee's designated working hours or working schedule, Authorized
Users may only use City -owned or authorized non -City -owned computers and/or
electronic communications resources to conduct City business. Examples of
legitimate City business use are
• Performing essential job functions,
• Participating in job -related conferences and discussions or collaborating via
resources such as web site, newsgroups, chats, and bulletin boards,
• Performing research, obtaining information or support, or pursuing
approved job -related education,
• Promoting and communicating city business or related information
Usage must also comply with any and all other terms established by the Personnel
Rules and Regulations,
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Employees requiring remote access to City systems and data will be given access
using a virtual private network (VPN) established by the City's Department of
Innovation and Technology VPN connections will only be installed after written
authorization from the employee's Department Director and only on City -owned
computing equipment. No requests to use personal devices will be granted
d Personal Use
The City understands that personal use of certain resources (i e , cell phones, smart
phones) is anticipated to varying extents, however such personal use must adhere
to the terms contained in this policy
The City's computing and electronic communications resources are an asset that
must be used primarily for legitimate City business purposes. Significant investments
have been committed and are expended to provide these resources to users for
conducting City business. Personal use is not forbidden, but such use
• Must be limited to non -working hours,
o The exception to this rule is if a mobile phone is assigned to an
employee and that employee authorizes a payroll deduction for their
personal use The extent of use depends upon features selected and
is clarified by the City Cell Phone Program/Device Acknowledgment
Receipt required for all mobile phones assigned to users
• Must not affect work performance and normal business activities.
• Must not directly or indirectly interfere with the City's operation of computer
systems and electronic communications resources or the securing thereof
• Must not compromise the physical security or reputation of the City
• Must not burden the City with noticeable costs, or excessively drain network
resources (i e , bandwidth)
• Personal use is not permissible if the use requires substantial expenditures
of time, uses for profit or uses that would otherwise violate City policy with
regard to employee time commitments or use of City equipment.
e Account Ownership
The safety and security of the City's computer system must be considered at all times
when using computers or electronic communications resources Authorized users
are responsible for their own computer network and software accounts Authorized
users are prohibited from providing their account and password information to any
unauthorized person, and from obtaining another user's password by any
unauthorized means. Management shall not require or keep lists of user names or
passwords. Please reference the City of Redlands Password Policy for further
clarification
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f Proprietary or Confidential Information
If a user employs City of Redlands computer or electronic communications resources
to subscribe or make postings to any Internet newsgroup, social networking site,
public forum, blog or mailing list he or she shall not discuss or disclose proprietary
or confidential information in any of those places, nor shall he or she disseminate
such information through any other means.
g. Disclaimers
If a user employs City of Redlands computers or electronic communications
resources to subscribe or make postings to any Internet newsgroup, social
networking site, public forum, blog or mailing list he or she must include a disclaimer
stating that views expressed are strictly their own and not necessarily those of the
City, unless otherwise authorized
3. Prohibited Activities
The following uses of the City of Redlands' computing and electronic communication resources
are strictly prohibited (certain exceptions may be permitted for police personnel with approval
of a supervisor)
a Sending, receiving, downloading, displaying, printing, or otherwise disseminating
material that is sexually explicit, profane, obscene, harassing, discriminatory,
fraudulent, racially offensive, defamatory or otherwise unlawful or contrary to City
policy
b Sending, receiving, downloading, displaying, printing or otherwise disseminating
confidential information, documents or materials that are not authorized for
dissemination
c. Misrepresenting an individual's opinion as City policy or the City's position
d Disseminating or storing commercial or personal advertisements, solicitations,
promotions, political information or any other unauthorized material
e Promoting private enterprise of any kind or for solicitations unrelated to City business
f Wasting computing and electronic communication resources by, among other things,
sending mass mailings or chain letters, forwarding unauthorized attachments,
unnecessary printing of email messages, excessive personal use or otherwise creating
unnecessary network traffic.
g. Sending or forwarding email with attachments known or suspected to contain malicious
software code, e.g , viruses and worms.
h Sending unsolicited email messages, e.g., spam
i Employing a false identity (the name or electronic identification of another) or forging,
or attempting to forge any portion of email or instant messages Authorized users may
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not send email anonymously, e.g , when the sender's name or electronic identification
is hidden
j Sending email messages using another person's email account.
k. Downloading files and/or software that contain malicious software code, and may
contaminate City information systems and databases.
I Using work time to access non -work related information or to "surf" the Internet.
m Accessing the Internet through an anonymous proxy server or engaging in any activity
that attempts to conceal web surfing or otherwise conceals actions that are prohibited
by this policy
n Copying, installing, or using any software or data files that are in violation of applicable
copyrights or license agreements
o Copying, installing, or using any software or data files that are not authorized for use by
the City
p Use of electronic communications resources by any person who is not an authorized
user
4. Monitoring, Auditing and Access
The City retains the right to monitor and audit all use of its computing and electronic
communications resources, regardless of where such use is initiated Additionally, the City
retains the right to access all data, files and messages stored on, or processed through, its
systems. Although the use of passwords and other forms of security are provided for
confidentiality, no employee should expect, nor do they have any personal right of privacy with
respect to any file or message contained within or processed through the City's computing and
electronic communications resources.
This policy distinguishes between access and monitoring. Access involves opening and
reviewing the content of files. Monitoring focuses on traffic patterns, general and individual
levels of usage, file subjects and types, file origins and destinations, and network efficiency and
security Without providing prior notice, the City reserves the right to review any material
created, stored, sent, or received in its computer systems.
a Purposes
• Computing and electronic communications resources may be monitored and
audited, and computer files may be accessed, by authorized personnel for a
number of purposes including
■ Maintaining and protecting the resources for the benefit of City
compliance with law
■ Undertaking the professional and statutory obligations of the City,
■ Ascertaining and helping to ensure compliance with City policies,
■ Ensuring the proper operation of the resources, and
■ Investigating suspicious circumstances.
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Monitoring is used only to obtain information that is relevant to the workplace, and is
not used to obtain confidential personal information about employees. The City may
engage in monitoring of electronic communications resources or other electronic files
created by employees only in specific instances in which it has a legitimate business
interest for such monitoring or some legal obligation to do so In such cases, the City
shall limit monitoring to actions reasonably required under the circumstances.
b Surveillance Software
The City may use system software and software utilities, collectively, "surveillance
software," to log, analyze and document use of the resources. Supervisors may
receive reports generated by such software The surveillance software may also be
applied to transmissions from the City network between remote locations and from
portable devices.
c. Telephone Conversations
In compliance with federal law, audio or video telephone conversations shall not be
recorded or monitored without advising the participants unless a court has explicitly
approved such monitoring or recording.
d Monitoring of the Workplace
In order to promote the safety of employees, visitors, and the public in and around
City facilities, as well as the security of such facilities, the City reserves the right to
monitor any portion of these premises at any time Monitoring devices may be
positioned in appropriate places within and around City buildings and public areas
Exceptions to this policy include private areas of restrooms, showers and dressing
rooms
e Litigation Hold Notice
The City has established a procedure for the Notice of Mandatory Preservation of all
documents, records, email, and electronic data As a part of this process, users are
to preserve and safeguard, and must not alter, delete, destroy, or discard any
electronic documents or data in his or her possession related to such a notice
Certain instances of such a notice may require access to user files relating to the
notice for the relevant time period
f Employee Location Monitoring
The City reserves the right to monitor the location of City equipment. Locations may
be determined within City buildings and along City streets City -owned vehicles and
equipment may be equipped with GPS or similar technology at any time
Such monitoring technologies assist in maintaining productivity and providing an
additionally secure and safe workplace The City will ensure all location monitoring
is for business -related purposes only
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B MOBILE DEVICE POLICY FOR CITY OWNED DEVICES
The purpose of this policy is to define accepted practices and responsibilities for use of City of Redlands -
owned mobile devices for which authorization is given to connect to enterprise systems and the city'
network. This policy defines user eligibility and commitment requirements, provides guidance for the
secure use of mobile devices This policy applied to and provides guidelines for all mobile devices,
including mobile phones, smart phones and tablets. This policy is intended to be used as a supplement
to the Computer and Electronic Communications Policy
The objective of the City's mobile device policy is to establish the required measures for using mobile
devices owned or managed by the City to do business and to access enterprise information or IT
resources. This policy is operationalized in a Mobile Device Management (MDM) software used by the
Department of Innovation and Technology for the management and administration of mobile devices
owned by the city Software is installed prior to deployment
Mobile devices are valuable tools used to conduct business. It is the policy of the City to protect and
maintain user safety, security and privacy, while protecting enterprise information assets at the same
time allowing employees to use these tools. Use of mobile devices supplied by, or funded by, the City
shall be primarily for City business
1. Policy Application
This policy applies to all City of Redlands employees, interns, volunteers, and affiliates that are
considered authorized users of the City's systems as defined in the Computer and Electronic
Communications Policy
2. Definitions
• Tablet a tablet is an open -face wireless device with a touch screen display and with or
without physical keyboards. The primary use is the consumption of media, it also has
messaging, scheduling, email, and Internet capabilities. Diagonal screen dimensions are
typically between 5 inches and 18 inches Media tablets may have open -source
operating systems (such as Android) or a closed operating system under the control of
the operating system vendor and/or device make (such as Apple's iOS and Windows)
Media tablets may or may not support an application store
• Mobile Device This refers to any mobile phone, cellular modem, Smartphone, laptop
or tablet.
• Mobile Applications This refers to software designed for any or all the mobile devices
defined in this policy
3. User Roles and Responsibilities
a Responsibilities
• Users must ensure that they comply with all sections in this policy
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• Users must agree to take responsibility for the security of their mobile devices
and the information they contain
• Acceptable forms of security for mobile devices include configuring a passcode
to gain access to and use the device This helps prevent unauthorized individuals
from gaining access to the City's systems and data
• Set an idle timeout that will automatically lock the device when not in use This
also helps prevent unauthorized individuals from gaining access to the device
• Mobile devices are issued for business purposes and remain the property of the
City
• When the mobile phone, laptop or portable computing device is allocated, the
user assumes responsibility for the physical security of the equipment and
information contained within
• Users are not permitted to authorize purchases or services for their mobile
devices, unless such purchases are for City oriented purposes, or if for personal
use, the purchases must be made from and linked to a private, non -city account
• Users must notify The Department of Innovation and Technology and their
respective department immediately of loss, theft or damage to a City -owned
mobile device
• Users consent that if the device is lost/stolen the Department of Innovation and
Technology (DolT) may wipe and completely erase all data from the mobile
device so as to not jeopardize the security of City data and systems that are
accessed from the device This applies to all City -owned mobile devices, whether
or not they are password and lockout protected
b Condition
Users must take proper care of their mobile device(s)
c. Cost Control
Users should support efforts to manage device operation costs by ensuring that call
minutes, text messages and data usage do not exceed usage plan limits.
When traveling abroad, users should avoid using mobile phones If mobile phones are
used abroad users should
• Contact The Department of Innovation and Technology prior to travel, if use of
the device is essential during their trip
• Exercise caution to avoid incurring excessive charges and roaming fees when
using the mobile device
• Connect to mobile data networks only when essential
• Choose Wi-Fi hot spots as the preferred manner of connecting to data networks.
• Note If you have a choice, select those hot spots that use some form of
encryption Be sure and set the location to "Public Network."
• When connected to public Wi-Fi hot spots be cognizant of the fact that
any data transferred can easily be intercepted by other Wi-Fi hotspot
patrons.
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• Use a soft phone or other voice over Internet Protocol (VoIP) solutions when
possible
d Loss or Theft
It is the user's responsibility to take appropriate precautions to prevent damage to or
loss/theft of the device
If the device is lost, stolen or suspected to be compromised in any way, the user must
notify the City's Department of Innovation and Technology and the any carrier for
telecom services within 12 hours The Department of Innovation and Technology then
has the authority to wipe the device so as to not jeopardize the security of City data and
systems.
e Applications and Downloads
Users must take all reasonable steps to protect against the installation of unlicensed or
malicious applications.
All software on the device must either be provided and installed by The Department of
Innovation and Technology or approved for installation by the employee's supervisor
Unmanaged or unapproved installations can constitute a security risk, including the
intentional or unintentional spreading of software viruses and other malicious software
If for personal use, as allowed under the Mobile Device Management software and
Computer and Electronic Communications Policy, user will perform due diligence to
verify downloads are not malicious in nature or would not otherwise expose the City's
systems to a security risk.
Downloading applications from the platform's (e.g , Apple's, Android's) general
application store is acceptable, insofar as the application complies with this policy, The
Department of Innovation and Technology protocols and the Computer and Electronic
Communications Policy
Unless approved for work -related use, City procurement credit cards shall not be used
for app store purchases nor entered into an app store account In most cases, work -
related apps will be provided under a volume purchase to City employees using an App
Store Front for the City Should a work -related app not be contained in the storefront,
the user should contact The Department of Innovation and Technology to make the
purchase
f Backup and File Sharing or Synchronization
Users are required to use approved software for backing up all devices
The use of a non -City authorized cloud -based service, such as Apple iCloud, is not
permitted for backing up or sharing any City data
g. Functionality and Feature Management
The device operating system shall not be modified, unless required or recommended by
the City The use of devices that are jailbroken, "rooted" or have been subjected to any
other method of changing built-in protections is not permitted and constitutes a breach
of this policy
At the City's request, users are responsible for delivering the mobile device to The
Department of Innovation and Technology if and when the device is selected for a
physical security audit or is needed for purposes outlined in Section VII 4 of the
Computer and Electronic Communications Policy
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h User Safety
Users should comply with the safety guidelines defined in the City Employee Policy
Manual when using mobile phones in their vehicles.
i Security and Privacy Obligations for City Data
Users should recognize that their use of, or access to, data provided by or through the
City may be monitored by the City If personal information is stored on a City device,
users should presume that that information may also be monitored, but every attempt
will be made to compartmentalize personal data
The City will only use mobile device location information in accordance with Section VII 4
of the Computer and Electronic Communications Policy
Users must take appropriate precautions to prevent others from obtaining access to their
mobile devices.
• Users should not share passwords, PINs or other credentials with anyone
• Users should not share City -issued mobile devices with anyone, unless the
department has explicitly intended those devices to be shared among multiple
staff
j Exit Obligations for Employees Taking Absence or Separating from the City
Any employee who will be taking leave from the City for a period of four (4) or more
consecutive weeks shall be notified in writing from the HR Department of the need to
surrender to the City any and all City -owned mobile devices in their possession
Any employee separating from the City permanently is responsible for surrendering any
City -owned mobile device in their possession before the end of their last day of service
to the City
4. Prohibited Uses
Users are strictly prohibited from using the City of Redlands's information technology and
electronic communications systems to transmit, receive, download, view or copy any
communication that is fraudulent, harassing, discriminatory, racially offensive, sexually
explicit, profane, obscene, intimidating, defamatory, or otherwise unlawful or inappropriate
Employees encountering or receiving this type of material should immediately report the
incident to the user's supervisor The City of Redlands recognizes, however, that certain
employees may have valid City business reason to use the Internet to access otherwise
inappropriate materials in the course of performing their duties The Mobile Device
Management software used by the City may be used to track the use of prohibited content
on mobile devices.
The City reserves the right to deploy industry standard Mobile Device Management (MDM)
software for the express purpose of monitoring and managing city owned devices to ensure
the integrity of the city's network and data resources.
5 Data and System Security
a Data Security
All mobile devices connecting to the City's network or accessing City information must
meet the following security requirements
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• It is highly encouraged that all City mobile devices must be secured with a PIN,
password or a pattern -screen lock when powering on the device or when left
unattended, wherever possible
• It is highly encouraged that all City mobile devices must be configured to
automatically lock after a period of inactivity, wherever possible
• Device users must comply with The Department of Innovation and Technology
directives regarding updating or upgrading system software, and must otherwise
act to ensure security and system functionality
b Physical Security
Mobile device users must comply with physical security requirements when equipment
is at the user's workstation, when traveling, or when working in the field or at a job site
Users must take the following preventative measures defined in this policy to protect
City data and systems
• Mobile devices must not be left in plain view in an unattended vehicle, even for
a short period of time
• Mobile devices must not be left in a vehicle overnight
• A mobile device displaying sensitive information being used in a public place
must be positioned so that the screen cannot be viewed by others.
• The device must be physically secured when it is left unattended outside the
immediate work area for any extended period
• In vulnerable situations (e.g , public areas), the mobile device must not be left
unattended under any circumstance
• Mobile devices should be carried as hand luggage when traveling and never
checked as baggage
• The employee will be responsible for the replacement or repair of the City -
owned mobile device if it is damaged or lost as a result of the employee's
negligent or intentional conduct
The employee's department will be financially responsible for the replacement or repair
of the City -owned mobile device if it is damaged, stolen or lost.
C. PASSWORD POLICY
Passwords are an important part of the City of Redlands' efforts to protect its technology systems and
information assets by ensuring that only approved individuals can access these systems and assets.
Passwords are used for various purposes at the City Some of the more common uses include user
level accounts, web accounts, email accounts, screen saver protection, voicemail password, and
network equipment Iogins.
The City of Redlands recognizes, however, that passwords have limits as an access control For some
systems, other approved authentication methods that provide higher levels of assurance and
accountability than passwords will be used
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However, the City of Redlands key systems continue to utilize passwords as the primary method for
authentication and access control This policy is designed to establish best practices for the
composition, lifecycle and general usage of passwords
Policy Application
The scope of this policy includes all personnel who have or are responsible for an account (or
any form of access that supports or requires a password) on any system that resides at any City
facility, has access to the City network, or stores any non-public City information (excluding the
Police Department network and systems) This policy applies to all City of Redlands employees
that are considered authorized users of the City's systems as defined in the Computer and
Electronic Communications Policy City Department of Innovation and Technology (Doll) staff
has specific additional responsibilities.
Systems Covered
The following systems are covered in this policy•
• Windows Network (Microsoft Windows Active Directory) or systems that utilize
Microsoft Windows Active Directory authentication and access control
• Systems that use Simple Network Management Protocol (SNMP)
■ Examples of such systems include Microsoft Outlook, email Over the
Web Access (OWA), user desktops, virtual private networks (VPN),
Laserfiche, Cityworks, ArcGIS, etc.
Passwords for other systems should also follow this policy whenever possible
Principles
• Password Confidentiality
To provide authentication effectively, it is essential that a password be known to only
the individual user, unless there are delegates to or sharers of accounts. Users will
ensure the confidentiality of their passwords at all times
• Password Construction
To provide system security, a password must meet minimum length and complexity
requirements. Because of technology constraints, password construction rules may
vary from one system to another, but they will meet (or exceed) these requirements
wherever possible
Long and complex passwords may be difficult for users to remember Therefore this
policy provides guidance to end users on how to construct a memorable password that
meets (or exceeds) these requirements.
• Password Construction Rules
A password must be made up of
■ Eight (8) or more characters.
■ At least one uppercase letter
■ At least one lowercase letter
■ At least one number (0 through 9)
■ At least one special character ($, @ # and so on)
A password should not contain
■ Your first name or your last name
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■ Names of family members, friends, pets, co-workers, fantasy characters,
etc.
■ Personal information about yourself or family members This includes
generic information that can be obtained about you very easily, such as
birth date, phone number, vehicle license plate number, street name,
apartment/house number, etc
■ Computer terms and names, commands, sites, companies, hardware, or
software
■ Words that are in the dictionary or are a word in any language
■ Words that are slang, dialect, jargon, etc.
■ Geographical names or places.
■ Letter or number patterns like aaabbb, qwerty, zyxwvuts, 123321, etc.
■ Any of the above spelled backwards.
■ Any of the above preceded or followed by a number (e.g , secret1,
1secret)
• Password Construction Recommendations
■ A strong password that meets the minimum construction rules will be
rather complex. Here are some recommendations on creating a strong
password
■ Use uppercase letters in random places.
■ Misspell words.
■ Construct a password from the initial letters of a favorite quotation, song
lyric, movie and so on, capitalizing some letters and substituting a
number or special character in an appropriate place
• Password Change and Reuse
To minimize the window of opportunity for misuse by someone who has discovered a
user's password, users will be forced to change their passwords periodically
A user's new password will be completely different from any recently used password
Users must create a new password that has no more than three (3) characters in
common with a previous password
A user will be free to choose a new password at anytime, but a user may not perform
multiple changes in quick succession in order to enable continued use of a recently used
password
• Password Change and Reuse Rules
■ A user must change his or her password a minimum of every 90 days
■ A user may not change his or her password more than once in two (2)
days
■ A user's password must be different from his or her previous four (4)
passwords.
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• Password Entry
A system will allow five (5) login attempts ("grace logins") If the password is not correct
on the last allowed attempt, then the user's account will be locked out for a 15-minute
wait period before it can be accessed again Typically, The Department of Innovation
and Technology should be contacted to unlock the account unless there is a legitimate
attempt to break in
4. Authorized End Users' Responsibilities
If you are an authorized end user of the City of Redlands' software systems, you have the
following responsibilities regarding the passwords you use Note that these responsibilities
apply even if the system does not enforce any specified rules.
• You must keep your password confidential at all times.
• You should not disclose your password to anyone or talk about a password in front of
others
• You should not hint at the format of a password to anyone
• You should not use a password that you use on any City of Redlands system on any
external system (including Internet banking and social networking services)
• You should not write down your password
• You should not reveal your password on questionnaires or security forms.
• You should not use the "remember password" feature in any Web browser
• You should not send a password electronically
• You should not use any "password keeper" or "password wallet" software or service
• You must choose a password that meets or exceeds the length and complexity
requirements set out in the Password Construction Recommendations.
• You must choose a password that meets or exceeds the other requirements set out in
the Password Construction Recommendations.
• You must change your password at least every 90 days
• You should not use any of your previous four (4) passwords.
• You must choose a new password that has no more than three (3) characters in common
with your previous password
• You should not change your password more than more than once in two (2) days.
• If an account or password is suspected to have been compromised, you must report the
incident to the Department of Innovation and Technology and change all passwords.
• When away from your workstation, you should lock your screen The Department of
Innovation and Technology has implemented a screen lock policy which will lock your
screen when idle for more than twenty minutes
5. Department of Innovation and Technology (DolT) Staff Responsibilities
The City of Redlands Department of Innovation and Technology or its delegates have the
following responsibilities regarding passwords on City systems
• User Password Management
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■ When a user asks to reset his or her password, the user's claimed identity
must be corroborated in line with approved departmental procedures.
■ A user's new password must not be disclosed to anyone other than the user
himself or herself
■ A user's new password must not be written down
■ A new password must not be sent to a user electronically
■ A user must not be asked to disclose his or her password
• System -level Password Management
System -level passwords must conform to the guidelines described below
■ All system -level passwords (e.g., root, enable, admin, application
administration accounts, etc.) must be changed annually
■ All production system -level passwords must be part of the DolTadministered
global password management database
■ Where Simple Network Management Protocol is used, the community
strings must be defined as something other than the standard defaults of
"public," "private" and "system" and must be different from the passwords
used to log in interactively A keyed hash must be used where available (e.g.,
SNMPv2)
■ As a part of the device security hardening process, all passwords must be
changed from the default password
6. Application/System Standards
Applications developed or purchased by the City should ensure their programs contain the
following security standards. Applications should
• Support authentication of individual users, not groups
• Not store passwords in clear text or in any easily reversible form
• Provide for some sort of role management, so that one user can take over the
functions of another without having to know the other's password
• Support Remote Authentication Dial In User Service (RADIUS), X.509 with
Lightweight Directory Access Protocol (LDAP) security retrieval, and/or Active
Directory integration wherever possible
VIII DISCIPLINARY ACTION
A.POLICY ON DISCIPLINE
No full-time employee in a regular appointment shall be disciplined without cause Probationary
employees are subject to termination without cause For purpose of this Article, disciplinary action
shall be defined to include one or more and the following oral warning, written reprimands,
suspensions, demotions, reductions in pay and discharge Oral and written reprimands may be initiated
at supervisor/division manager level Disciplinary action more serious than a written reprimand must
be initiated at the Department Director level Any Skelly -level discipline must have Human Resources
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approval Nothing in this section is designed to negate any protections set for in the Public Safety
Officers Procedural Bill of Rights Act or the Firefighters Procedural Bill of Rights Act.
Definition of disciplinary action
a Oral warning A supervisor may provide an employee an oral warning for cause
b Written Reprimand A supervisor may issue a written reprimand to an employee for disciplinary
purposes. Such reprimand shall be in writing and shall be provided to the employee, and
employee shall acknowledge receipt of such reprimand A copy of the reprimand shall be placed
in the employee's personnel file
c. Suspension A suspension is a temporary "without pay" status imposed as a penalty for an
offense where the cause is not severe for dismissal A suspension may be issued by the
Department Director Suspensions shall be handled in conformance with Article VIII
Disciplinary Action, Section C. Appeal of Disciplinary Action A copy of the suspension shall be
placed in the employee's personnel file
d Demotion/Reduction in pay The Department Director, after review with Human Resources,
may demote or reduce the salary of an employee whose ability to perform the required duties
for the position falls below minimum performance requirements or for disciplinary purposes.
Demotions shall be handled in conformance with Article VIII Disciplinary Action, Section C.
Appeal of Disciplinary Action A copy of the demotion shall be placed in the employee's
personnel file
e Discharge The Department Director, after review with Human Resources, may discharge an
employee from a position for disciplinary purposes A discharge shall be handled in
conformance with Article VIII Disciplinary Action, Section C. Appeal of Disciplinary Action A
copy of the demotion shall be placed in the employee's personnel file
B NOTICE OF PROPOSED DISCIPLINE
Except in emergencies, or as authorized by law, Skelly -level suspensions, demotions, reductions in pay,
or discharge, shall not be put in effect until the employee has received written notice advising the
employee of the proposed action, the reason(s) therefore, the facts giving rise thereto, the proposed
effective date, access to written material that formed a basis of the proposed action, and the
opportunity to respond to the Department Director orally or in writing within five (5) working days, or
other response deadline as specified in a Council approved Memorandum of Understanding, of receipt
of such notice If deemed necessary by the Department Director or the Office of Human Resources, an
employee may be placed on administrative leave with pay pending investigation of allegations that
may lead to discipline
C. APPEAL OF DISCIPLINARY ACTION
If a disciplinary action of suspension of forty hours or more, reduction in pay (equal to a forty -eight -
hour or more suspension), demotion, or discharge is imposed, the employee may then appeal, prior to
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implementing such action to the Department Director Any such appeal must be filed within 5 working
days of the notice of the disciplinary action, or in accordance with a Council approved Memorandum
of Understanding as it relates only to the timing of filing an appeal
Upon unresolved consensus concerning the disciplinary action, an appeal may be made to the City
Manager as the second step However, execution of the notice of intent will be implemented after the
first step (Department Director level) Should the disciplinary action still be unresolved after the second
step, the discipline can be appealed to one final step The third and final step is a hearing in front of
the City Council The City Council's decision on the disciplinary action is final and binding.
Any appeal of disciplinary action not resolved at Level 2 may be submitted to the City Council no later
than 10 working days after the date of the City Manager's written reply The employee shall provide
the City Council with a copy of the Level 2 response Within 10 working days thereafter, the City Council
or its designee, shall schedule a hearing before the City Council or designee in which the parties to the
notice of disciplinary action may present evidence The City Council shall give the grievant a written
decision within 30 days after the hearing and shall file a copy with the HR Director The decision shall
be based upon the oral and written evidence submitted at the hearing The decision of the City Council
shall be final and binding.
D CAUSES FOR DISCIPLINE
Examples of causes for disciplinary action include, but are not limited to
a Dishonesty;
b Incompetence,
c. Inefficiency;
d Neglect of duty,
e Negligence which affects the safety of the employee or of others,
f Violation of any City policy, rule or requirement,
g Unauthorized absences (including tardiness) or abuse of sick leave or any other leaves,
h Violation of these Rules, or other rules, regulations or orders established by a supervisor,
department or City Council
i Conviction of a crime that interferes with employment,
j Discourtesy to the public or fellow employees,
k. Misuse or abuse of City property or equipment,
I Substandard job performance,
m Insubordination,
n Any activities, including outside employment that create a conflict of interest with City
employment and are not specifically authorized by the Department Director;
o Falsification of any City report or record (including job application),
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p Other acts which are incompatible with service to the public including, but not limited to,
any conduct or behavior, either on or off duty, which causes discredit or would reasonably
tend to cause discredit to fall upon the City, its officers, agents or departments.
IX. GRIEVANCE PROCEDURE
This grievance procedure is intended to ensure that every reasonable effort will be made to resolve
problems as near as possible to the point of origin
A. DEFINITIONS
Grievance is defined as any dispute involving the interpretation, application, or alleged violation of•
1. The specific express terms of a current MOU, between the City and a recognized employee
organization representing employees in the competitive service, to which the grieving
employee is subject to,
2 A specific express term of these Rules,
3 A violation of any rule, policy, or regulation
B ELIGIBILITY TO FILE A GRIEVANCE
A grievant is a full-time employee in a regular appointment who is adversely affected by an act or
omission of the City No other individuals are eligible to file a grievance under this rule A grievant may
also be a recognized employee organization representing employees.
C EXCLUSIONS FROM THE GRIEVANCE PROCEDURE
The following matters are excluded from the definition of a grievance
1. Request for changes in wages, hours, or working conditions,
2 The content of employee evaluations or performance reviews, except those that result in a loss
of benefits to the employee,
3 Challenges to reclassification, layoff, transfer, denial of reinstatement,
4 Challenges to examinations or appointment to positions, and
5 Challenges to this grievance procedures.
D GRIEVANCE PROCEDURE
The grievance procedure shall consist of the following steps
1. Informal Grievance Procedure
Within 10 working days of the act(s) or omission(s) giving rise to the grievance, the grievant
must discuss the grievance with his or her immediate supervisor, who will investigate and
attempt to resolve the matter The supervisor shall give the grievant an oral or written reply
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within ten (10) working days after the discussion If the grievant is not satisfied with the reply,
he or she may proceed to the Formal Grievance Procedure
2. Formal Grievance Procedure
a First Level Review —Supervisor Review
Any grievance not resolved by the Informal Grievance Procedure, may be submitted in
writing by the grievant to his/her immediate supervisor or Department Director along with
a copy to the HR Director, no later than ten (10) working days after the date of the oral or
written reply A grievance may be submitted directly to the HR Director or, if the grievance
started at a level above the supervisor or department, the grievance may be submitted at
the higher level The written grievance must contain the following information
i Name of grievant and job title,
ii Department in which grievant works,
iii The specific act or omission which gave rise to the alleged violation, misinterpretation,
or misapplication and the date or dates of the alleged act or omission,
iv The specific provision(s) of the MOU, the City Policy or Personnel Rules alleged to have
been violated, misinterpreted, or misapplied,
v A list of the documents, witnesses or other evidence that support the grievance,
vi Desired solution or remedy,
vii Name of the grievant's representative, if any;
viii Signature of the grievant or representative and date signed
Within ten (10) working days thereafter, the responder shall schedule a meeting with the
grievant to work at resolving the grievance The supervisor shall give the grievant a written
reply within ten (10) working days after the meeting and shall file a copy with the HR
Director If the grievant is not satisfied with the response, he/she may proceed to Level 2
b Second Level — Department Director Review
Any grievance not resolved at Level 1 may be submitted to the Department Director no later
than ten (10) working days after the date of the supervisor's written reply The grievant
shall provide the Department Director with a copy of the Level 1 response Within the (10)
working days thereafter, the Department Director shall schedule a meeting with the
grievant to work at resolving the grievance The Department Director shall give the grievant
a written reply within ten (10) working days after the meeting and shall file a copy with the
HR Director If the grievant is not satisfied with the response, he/she may proceed to Level
3 If the grievant's immediate supervisor is a Department Director, then the second level is
skipped The grievant will move to level three upon an unresolved grievance at the first
level
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c. Third Level — City Manager
Any grievance not resolved at Level 2 may be submitted to the City Manager no later than
ten (10) working days after the date of the Department Director's written reply The
grievant shall provide the City Manager with a copy of the Level 2 response Within ten (10)
working days thereafter, the City Manager shall schedule a meeting with the grievant to
work at resolving the grievance The City Manager shall give the grievant a written reply
within ten (10) working days after the meeting and shall file a copy with the HR Director If
the grievant is not satisfied with the response, he/she may proceed to Level 4
d Fourth Level — City Council
Any grievance not resolved at Level 3 may be submitted to the City Council no later than ten
(10) working days after the date of the City Manager's written reply The grievant shall
provide the City Council with a copy of the Level 3 response Within ten (10) working days
thereafter, the City Council, or its Designee, shall schedule a hearing before the City Council
or Designee in which the parties to the grievance may present evidence The City Council
shall give the grievant a written decision within 30 days after the hearing and shall file a
copy with the HR Director The decision shall be based upon the oral and written evidence
submitted at the hearing. The decision of the City Council shall be final and binding
E REPRESENTATION
The grievant is entitled to representation of his/her choice at any point in the grievance procedure If
the representative is a fellow employee, that employee will receive time off from his/her work
assignment for the time of the grievance meeting(s) or hearing plus reasonable travel time The
grievant must inform the Office of Human Resources whether he/she will be represented at the
grievance meeting, along with the identity of the representative, at least 48 hours prior to the grievance
meeting.
F SETTLEMENT OF GRIEVANCE
Failure by the grievant to appeal his or her grievance to the next step within the specified time limits
of this rule shall constitute a settlement of the grievance, unless the Parties have granted an extension
of time to a definite date Failure by the City to meet any of the specified timelines shall entitle the
grievant to appeal to the next level of review
Additionally, failure on the part of an employee or his representative to appear for any scheduled
meeting without notification may, in the City's discretion, be deemed a settlement of the grievance
G NO RETALIATION
Employees will not be penalized or retaliated against in any way for using the grievance procedures,
testifying as a witness or assisting with a grievance
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X. LEAVES OF ABSENCE
A. ELIGIBILITY FOR PAID LEAVES OF ABSENCE
In order to be eligible for City payment of the paid leaves of absence outlined herein or subsequently
granted by the City, an employee must be a full time employee and either a regular or probationary
appointee, except as required by law Any leave of absence, outside of pre -approved vacation or holiday
time, by an employee that exceeds thirty (30) consecutive calendar days will result in a proportionate adjustment
to the employee's performance evaluation date for all purposes, including consideration of a merit salary
increase as allowed by law
B. VACATION
1 Rate of Accrual
Every full time probationary and regular employee shall earn vacation as follows unless
otherwise specified by an applicable M 0 U
Years Hours
0-5 80
6 — 7 120
8 — 9 128
10 —11 136
12 —13 144
14 —15 152
16 — 20 160
21 168
22 176
23 184
24 192
25 200
Vacation accrues daily on a pro-rata basis.
2. Scheduling Vacation
After completion of six months of continuous service, an employee may take vacation leave
at any time, subject to approval by the employee's Department Director or his/her
designee Approvals will be based upon work load, staffing coverage, seniority, timing of
the request, and any other work -related factors appropriate for consideration by the
Department Director Vacation must be taken in increments of one half hour or more,
unless otherwise approved
3. Effects of Holidays on Vacation Leave
In the event that an authorized city holiday falls during an authorized vacation leave, the
employee shall receive holiday pay and not be charged vacation leave for that day
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4. Effects of Sick Leave on Vacation Leave
In the event an employee becomes ill during a vacation period, such time shall not be
charged as vacation leave if either of the following conditions is met.
a The employee complies with the same notice requirements in Rule X.D (Sick Leave)
as required when the employee is not on leave, including notice to the employee's
supervisor no later than the start of the employee's regular work shift. If the
employee becomes ill after the start of the work shift, then the employee must
promptly provide notice on the same day the illness begins. Sick leave will only be
granted for those day on which notice is given pursuant to this policy; or
b The employee, upon return to work, submits a doctor's note for each day requested
to be paid as sick leave
5 Compensation for City Work During Vacation is Prohibited
No employee shall be permitted to work for compensation for the City in any capacity
except compensation for mandated court appearance or special duty assignments during
paid vacation time
6. Vacation Pay Upon Termination
Any employee terminating from the City will be paid at his/her regular rate of pay on a pro
rata basis for all earned vacation, if any, accrued up through the date of termination
C. HOLIDAYS
1 Authorized Holidays
Every full time probationary and regular employee shall be entitled to the following paid
holidays each calendar year and such other days as may be designated by action of the City
Council
• January 1 (New Year's Day)
• The third Monday in January (Martin Luther I<ing Day)
• The third Monday in February (President's Day)
• The last Monday in May (Memorial Day)
• July 4 (Independence Day)
• The first Monday in September (Labor Day)
• The second Monday in October (Columbus Day)
• November 11 (Veteran's Day)
• Thanksgiving Day
• The Friday after Thanksgiving Day
• December 24 (Christmas Eve)
• December 25 (Christmas Day)
If a holiday falls on Saturday, Friday shall be designated as the holiday, and if the holiday
falls on Sunday, Monday shall be designated as the holiday
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Employees who are absent from work on a holiday due to unpaid leave of any form will not
be paid for the holiday Employees who are required to work on a holiday will receive
holiday pay in additional to any hours worked
2.Holiday Worked Pay
Non-exempt employees who actually work on an above listed holiday will receive holiday
worked pay at one half times their normal hourly rate for all hours worked Holiday worked
pay will only be paid on the actual calendar holiday and not for observed holidays if the
holiday falls on a weekend For example if Independence Day falls on a Saturday, only those
employees actually working on that Saturday will receive holiday worked pay If Friday is
the recognized holiday that year, those working on Friday will not receive holiday worked
pay If an employee's shift extends beyond midnight of the actual holiday, holiday worked
pay will only apply to those hours worked on the actual holiday For sworn Fire personnel,
holiday worked pay will be paid for the entire 24 hour shift that begins on the actual holiday
3. Floating Holidays
Full time probationary and regular employees shall receive floating holidays each calendar
year as granted in a Council approved Memorandum of Understanding and pro -rated to the
date of hire Floating holiday hours that are not used will not carry over to the following
year No employee may accrue any more than four floating holidays at any one time The
floating holidays may be used at any time subject to two days advance approval unless
waived by the Department Director In the event of termination, employees will receive
payment for all unused floating holiday hours.
4. Banked Holidays
Non-exempt employees who are normally scheduled off on a day in which a holiday is
observed have the option to bank their holiday pay for future paid time off Exempt
employees who are normally scheduled off on a day in which the holiday is observed, shall
bank their holiday hours for future paid time off
D SICK LEAVE
1. Accrual of Sick Leave
Full time probationary and regular employees only are eligible to accrue eight (8) hours of
sick leave with pay for each calendar month of actual continuous service dating from the
employee's most recent date of hire Part time employees will accrue sick leave as required
by state or federal law
An employee shall not receive payment for unused accumulated sick leave upon
termination of employment or retirement (either disability or service retirement) unless
specifically provided for in an applicable Memorandum of Understanding. An employee
may not use sick leave to extend a retirement or termination date, unless specifically
provided for in an applicable Memorandum of Understanding, State, or Federal law
2. Return to Work from Sick Leave
If an employee misses 3 or more days of work due to illness, the employee will be required
to provide a return to work certification from a licensed physician to the Office of Human
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Resources before returning to work. The City may require the employee to see a physician
chosen by the city to conduct a fit for duty examination at the City's expense
3. Use of Sick Leave for Family
In cases of illness of a family member, an employee may use up to one-half of their sick
leave entitlement for the year to attend to the illness of a spouse, domestic partner, parent,
or child Additional family sick leave usage for special circumstances may be granted on a
case by case basis in the discretion of the Department Director with the concurrence of the
City Manager
4. State Disability Insurance (SDI) and Paid Family Leave
SDI and Paid Family Leave provide benefits to eligible employees but do not provide job
protection or return to work rights Eligible employees as determined by the State will
receive a percentage of their regular pay under both SDI and Paid Family Leave Payroll
shall, when contacted by the State in determining eligibility, verify an employee's salary and
last day worked
Benefits begin the day after a mandatory 7-day waiting period for SDI only With eligibility
established, an employee may•
a Receive benefits for up to fifty-two (52) weeks for SDI, receive benefits for up to
eight (8) weeks for Paid Family Leave
b Receive benefits based on the wages paid during a twelve (12) month base period
c. Receive full pay as long as accrued leave is available to supplement SDI payments.
An employee with sick leave accruals available must use their accruals in conjunction with
SDI benefits until exhausted When sick leave is exhausted, an employee shall be required
to use all other available leaves such as vacation, CTO, or executive leave until such time is
exhausted
State law prohibits an employee from receiving more than 100% of salary in combined
sick/vacation leave and SDI/Paid Family Leave benefits. The employee must provide
verification of such payment from the State Employment Development Department (EDD)
to the payroll section of Finance When all available leave balances are exhausted, the
employee shall be placed in "inactive" status. Should any discrepancy exist between this
policy and the State Unemployment Insurance Code, the State Unemployment Insurance
Code will prevail
E FAMILY AND MEDICAL LEAVE
The federal Family and Medical Leave Act (FMLA) and the California Family Rights Act (CFRA) provide
eligible employees the opportunity to take unpaid, job -protected leave for certain medical and
nonmedical needs for themselves and family members Although these laws are summarized below,
any conflict between those laws and the summary below shall be resolved in favor of said laws The
maximum amount of leave available under these laws is twelve (12) weeks of CFRA leave in a 12-month
period and twenty-six (26) weeks of FMLA leave (where military caregiver leave applies) in a 12-month
86
period, some or all of which may run concurrently Employees with any questions or requests for
information about family and medical leave should consult with the Office of Human Resources
1 Eligibility
To be eligible for leave under this policy, employees must meet all of the following
requirements
a Have worked at least twelve (12) months for the City Separate periods of
employment will be counted, provided that the break in service does not exceed
seven years
b Have worked at least 1,250 hours in the twelve (12) months preceding the date the
leave would commence The 1,250 hours do not include time spent on paid or
unpaid leave and will not be counted in determining the 1,250 hours requirement
c FMLA only Currently work at a location where there are at least fifty (50) employees
within seventy-five (75) miles
All periods of absence from work due to or necessitated by service in the uniformed services
are counted as hours worked in determining eligibility
Leave under the FMLA or CFRA will not constitute a break in service or cause an employee
to lose seniority
2. Reasons for Leave
The FMLA and CFRA have differing definitions of "family member" and only the FMLA allows
employees to take up to twenty six (26) weeks of leave to provide care for an injury military
family member Because of this, FMLA and CFRA leaves may not always runs concurrently
In general, CFRA/FMLA leave may be taken for any of the following reasons
Reasons for Leave (See related definitions at the end of the
policy.)
CFRA
FMLA
Both
To care for or bond An employee's newborn child or newly
with place foster or adopted child
A domestic partner's newborn child or X
newly placed foster or adopted child
To care for a family Spouse, parent or child under age 18,
member with a or age 18 or older who is incapable of
serious health self -care
X
X
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condition who is
the employee's
A domestic partner, child or registered X
domestic partner's child of any age,
sibling, grandparent, or grandchild
The employee's own serious health condition that makes the ; X
employee unable to perform his or her job, excluding leave
for the medical disability related to pregnancy and birth
The employee's own medical disability related to pregnancy X
and birth
A qualifying military exigency related to the covered active
duty or call to covered active duty of an employee's spouse,
parent or child in the United States armed forces.
Military caregiver leave for a service member with a serious
health condition (defined under "Definitions") who is the
employee's spouse, domestic partner, child, parent or next of
kin *
X
X
*CFRA leave will run concurrently when the family member, regardless of military
status and with the exception of next of kin, meets the standard criteria for a serious
health condition
3 12-Month Measurement Period
The City measures the period of twelve (12) months in which leave is taken by a rolling 12-
month period measured back from the date leave is taken Each time an employee takes
eligible leave, the remaining leave entitlement is based on the amount of leave taken during
the immediate preceding twelve (12) months.
For military caregiver leave, an eligible employee may take up to twenty-six (26) workweeks
of leave in a single 12-month period The single 12-month period begins on the first day
leave is taken to care for a covered service member and ends twelve (12) months thereafter,
regardless of the method used to determine leave availability for other CFRA/FMLA-
qualifying reasons.
4. Intermittent and Reduced -Schedule Leave
Eligible employees may take leave in a single block of time, intermittently (in separate blocks
of time) or by reducing the normal work schedule Intermittent leave to bond with a new
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child must be taken in two -week increments, with a shorter duration allowed on two
occasions.
Employees who require intermittent or reduced -schedule leave must try to schedule their
leave so that it will not unduly disrupt City operations
5 Interaction with Paid Leave
Depending on the purpose of the leave request, the City may require that employees use
accrued paid leave (such as sick leave, vacation or paid time off) concurrently with some or
all of the leave taken under this policy To use paid leave for FMLA/CFRA leave, eligible
employees must comply with the City's normal procedures (e.g , call -in procedures, advance
notice) for the applicable paid -leave policy When the leave request is for the serious
health condition of a covered family member, employees will only be required to exhaust
up to 1/2 of their annual sick leave entitlement.
Employee paid -leave accruals (paid time off, vacation, sick leave) will continue while paid
leave is being used during periods of FMLA/CFRA absence and in accordance with those
individual policies
Employee paid -leave accruals will not continue during unpaid periods of FMLA/CFRA
absence or when only disability payments are being received
6. Maintenance of Health Benefits
If employees and/or their families participate in the City's group health plan, the City will
maintain coverage during FMLA/CFRA leave on the same terms as if employees had
continued to work. If applicable, employees must make arrangements to pay their share of
health plan premiums while on leave In some instances, the City may recover the premiums
it paid to maintain health coverage or other benefits for employees and/or their families
while employees were absent.
While on unpaid leave, employees do not accrue vacation, sick, or other paid leave time,
unless they are substituting accrued leaves for compensation Performance evaluation
dates may be adjusted to the same extent as any other unpaid leaves.
While on leave, employees may participate in life insurance, short term or long term
disability insurance and supplemental benefits plans to the same extent as any other unpaid
leaves. The employee is responsible for paying required premiums. Failure to pay
premiums may result in cancellation of coverage
Employees may continue coverage on their own by payroll deductions or direct payments
made to these plans. The City will inform employees whether the premiums should be paid
to the carrier or to the City Coverage by a plan may be dropped if employees premium
payment is more than thirty (30) days late The City will notify the employee fifteen (15)
days before coverage will cease Employee contribution rates are subject to any change in
rates that occurs while the employee is on leave
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If an employee fails to return to work after his or her leave entitlement is exhausted or
expires, the City will have the right to recover premiums through deduction from any sums
due the employee (e.g. unpaid wages, vacation pay, etc )
7 Procedures
When seeking leave under this policy, employees must provide the following to the Office
of Human Resources
A. Thirty (30) days' notice of the need to take FMLA/CFRA leave if the need for leave is
foreseeable In the case of unforeseeable leave, notice must be provided as soon as
practicable and in compliance with the City's normal call -in procedures, absent unusual
circumstances.
B Medical certification supporting the need for leave due to a serious health condition
affecting the requesting employee or a covered family member or service member
within fifteen (15) calendar days of the City's request for the certification If the City has
reason to doubt the validity of the certification provided, the City may require, at the
City's expense, that the employee obtain the opinion of a second health care provider,
designated and approved by the City If the second opinion differs from the original
certification, the City may, at the City's expense, require that the employee obtain a
third opinion of a health care provider, designated and approved jointly by the employer
and the employee The opinion of the third health care provider shall be considered
final
C. For qualifying exigency leave Within fifteen (15) days of the request, an employee
requesting qualifying exigency leave may be required to provide appropriate supporting
documentation in the form of a copy of the covered military member's active duty
orders or other military documentation indicating the appropriate military status and
the dates of active duty status, along with a statement setting forth the nature and
details of the specific exigency, the amount of leave needed and the employee's
relationship to the military member
D An employee must provide periodic reports as deemed appropriate during the leave
regarding the employee's status and intent to return to work, not more than every thirty
(30) days.
E A return -to -work release before returning to work if the leave was due to the
employee's serious health condition and the leave was three days or more
Failure to comply with these requirements may result in delay or denial of leave or
disciplinary action, up to and including termination Leave under this policy will be
governed by and handled in accordance with CFRA- and FMLA-applicable regulations,
and nothing within this policy should be construed to be inconsistent with those
regulations.
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8. Employer Responsibilities
To the extent required by law, the Office of Human Resources will inform employees
whether they are eligible for leave under the FMLA/CFRA. Should employees be eligible for
FMLA/CFRA leave, the Office of Human Resources will provide eligible employees with a
notice that specifies any additional information required, as well as their rights and
responsibilities Under CFRA, if the employee's leave is approved, it will be retroactive to
the first day requested The Office of Human Resources will also inform employees if leave
will be designated as FMLA/CFRA-protected and, to the extent possible, note the amount
of leave counted against employees' leave entitlement. If employees are not eligible for
FMLA/CFRA leave, a reason for the ineligibility will be provided to the employee
9 Reinstatement upon Return from Leave
Upon returning from FMLA/CFRA leave, employees will be restored to their original position
or to an equivalent position, subject to the defenses permitted under the law, with
equivalent pay, benefits, shift, schedule, geographic location, privileges, status, and other
employment terms and working conditions and involve the same or substantially similar
duties and responsibilities and must require substantially equivalent skill, effort, and
authority Employees have no greater rights to reinstatement, benefits, and other
conditions of employment than if the employee had been continuously working during the
FMLA/CFRA period
10. Military Caregiver Leave
Military caregiver leave is designed to allow eligible employees to care for certain family
members who have sustained serious injuries or illness while on active duty Within the
single 12-month period described above, an eligible employee may take a total of twenty-
six (26) weeks of CFRA/FMLA leave, including up to twelve (12) weeks of leave for any other
CFRA/FM LA -qualifying reason (i e , birth or adoption of a child, serious health condition of
the employee or close family member, or a qualifying exigency) For example, during the
single 12-month period, an eligible employee may take up to sixteen (16) weeks of
CFRA/FMLA leave to care for a covered service member when combined with up to ten (10)
weeks of CFRA/FMLA leave to care for a newborn child
Military caregiver leave applies on a per -injury basis for each service member
Consequently, an eligible employee may take separate periods of caregiver leave for each
covered service member and/or for each serious injury or illness of the same covered
service member A total of no more than twenty-six (26) workweeks of military caregiver
leave, however, may be taken within any single 12-month period
11 Qualifying Exigency Leave
Employees who meet the eligibility standards set forth above are eligible to request
qualifying exigency leave Although qualifying exigency leave may be combined with leave
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for other FMLA-qualifying reasons, under no circumstances may the total leave exceed
twelve (12) weeks in any 12-month period (with the exception of military caregiver leave as
set forth above)
Eligible employees may take unpaid qualifying exigency leave to tend to certain exigencies
arising out of the duty under a call or order to active duty of a covered military member
(i e , the employee's spouse, child or parent) Up to twelve (12) weeks of qualifying exigency
leave is available in any twelve (12) month period, as measured by the same method that
governs measurement of other forms of leave within this policy, with the exception of
military caregiver leave, which is subject to a maximum of twenty-six (26) weeks of leave in
a single 12-month period The maximum amount of qualifying exigency leave an employee
may use to bond with a military member on short-term, temporary rest and recuperation
during deployment is fifteen (15) days.
Persons who can be ordered to active duty include active and retired members of the armed
forces, certain members of the retired Reserve and various other Reserve members,
including in the Ready Reserve, Selected Reserve, Individual Ready Reserve, National Guard,
state military, Army Reserve, Navy Reserve, Marine Corps Reserve, Air National Guard, Air
Force Reserve and Coast Guard Reserve
A call to active duty refers to a federal call to active duty, and state calls to active duty are
not covered unless under order of the president of the United States pursuant to certain
laws.
Qualifying exigency leave is available under the following circumstances
A. Short -notice deployment To address any issue that arises out of short notice (within
seven (7) days or less) of an impending call or order to active duty
B Military events and related activities To attend any official military ceremony,
program or event related to active duty or a call to active duty status, or to attend
certain family -support or assistance programs and informational briefings.
C. Child care and school activities To arrange for alternative child care, to provide child
care on an urgent, immediate -need basis, to enroll a child in or transfer a child to a
new school or day care facility; or to attend meetings with staff at a school or day
care facility
D Financial and legal arrangements To make or update various financial or legal
arrangements or to act as the covered military member's representative before a
federal, state or local agency in connection with service benefits
E. Counseling To attend counseling (provided by someone other than a health care
provider) for the employee, the covered military member, or a child or dependent
when necessary as a result of duty under a call or order to active duty
F Temporary rest and recuperation To spend time with a covered military member
who is on short-term, temporary rest and recuperation leave during the period of
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deployment. Eligible employees may take up to fifteen (15) days of leave for each
instance of rest and recuperation
G Post -deployment activities To attend arrival ceremonies, reintegration briefings
and events, and any other official ceremony or program sponsored by the military
for a period of up to ninety (90) days following termination of the covered military
member's active duty status. This also encompasses leave to address issues that
arise from the death of a covered military member while on active duty status.
H Mutually agreed leave Other events that arise from the close family member's call
or order to active duty, provided that [Company Name] and the employee agree that
such leave shall qualify as an exigency and agree to both the timing and duration of
such leave
12. Definitions
A serious health condition is an illness, injury, impairment, or physical or mental condition
that involves either an inpatient care in a hospital, hospice or residential care facility,
including any period of incapacity, or any subsequent treatment in connection with such
inpatient care Under certain conditions, this includes treatment for substance abuse
Incapacity means the inability to work, attend school or perform other regular daily
activities due to the serious health condition, its treatment, or the recovery that it requires.
Subject to certain conditions, the continuing -treatment requirement includes an incapacity
of more than three (3) full calendar days and two (2) visits to a health care provider, or one
(1) visit to a health care provider and a continuing regimen of care, an incapacity caused by
a chronic condition or permanent or long-term conditions, or absences due to multiple
treatments Other situations may also meet the definition of "continuing treatment "
Qualifying exigencies include activities such as short -notice deployment, military events,
arranging alternative child care, making financial and legal arrangements related to
deployment, rest and recuperation, counseling, parental care, and post -deployment
debriefings.
A covered service member is either 1) a current service member of the armed forces,
including a member of the National Guard or Reserves, with a serious injury or illness
incurred in the line of duty for which the service member is undergoing medical treatment,
recuperation or therapy; otherwise in outpatient status, or otherwise on the temporary
disability retired list, or 2) a covered veteran who is undergoing medical treatment,
recuperation or therapy for a serious injury or illness.
A covered veteran is an individual who was discharged under conditions other than
dishonorable during the five-year period prior to the first date the eligible employee takes
FMLA leave to care for the covered veteran The period between October 28, 2009, and
March 8, 2013, is excluded in determining this five-year period
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Next of kin means the nearest blood relative of the service member, other than the service
member's spouse, domestic partner, parent, son or daughter, in the following order of
priority• blood relatives who have been granted legal custody of the service member by
court decree or statutory provisions, brothers and sisters, grandparents, aunts and uncles,
and first cousins, unless the service member has specifically designated in writing another
blood relative as his or her nearest blood relative for purposes of military caregiver leave
The definition of "serious injury or illness" for current service members and veterans is
distinct from the definition of "serious health condition" for CFRA/FM LA leave For purposes
of this policy, "serious injury or illness" means an injury or illness incurred by the service
member in the line of duty while on active duty in the armed forces that may render the
service member medically unfit to perform the duties of the service member's office, grade,
rank or rating or that existed before the beginning of active duty and was aggravated by
service while on active duty
With regard to covered veterans, the serious injury or illness may manifest itself before or
after the individual assumed veteran status and is 1) a continuation of a serious injury or
illness that was incurred or aggravated when the covered veteran was a member of the
armed forces and rendered the service member unable to perform the duties of the service
member's office, grade, rank or rating, 2) a physical or mental condition for which the
covered veteran has received a VA service -related disability rating of 50 percent or greater,
and such rating is based, in whole or in part, on the condition precipitating the need for
caregiver leave, 3) a physical or mental condition that substantially impairs the veteran's
ability to secure or follow a substantially gainful occupation by reason of a disability or
disabilities related to military service, or would absent treatment, or 4) an injury, including
a psychological injury, on the basis of which the covered veteran has been enrolled in the
Department of Veterans Affairs Program of Comprehensive Assistance for Family
Caregivers.
13 Exhaustion of Leave
If an employee's illness or injury requires a leave of absence for more than 12 weeks, the
City will, with satisfactory medical evidence, extend the employee's leave for an additional
14 weeks for a total of 26 weeks in a 12 month period The city will extend the employee's
reinstatement rights through the end of the 26 week period as long as the employee can
perform the job with or without reasonable accommodation At the end of the 26 week
period, the city may extend the leave for additional 26 weeks for a total of 52 weeks of
leave, however, the employee will not retain reinstatement rights. The City may at this time
fill the employee's position Typically, at the end of the 52 week period, if the employee is
unable to return to work with or without reasonable accommodation or if there is not a
position available the employee's employment will be terminated
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F PREGNANCY DISABILITY LEAVE
1 Eligibility
Any employee who is disabled because of pregnancy, childbirth, or a related medical
condition may be entitled to pregnancy disability leave (PDL) For employees who are also
eligible for FMLA/CFRA leave, PDL is not counted as time used for CFRA leave, but does run
concurrently with available FMLA leave
2. Reasons for Leave
PDL is for any period of actual disability caused by your pregnancy, childbirth, or related
medical conditions up to four months per pregnancy PDL does not need to be taken in one
continuous period of time, but can be taken on an as needed basis. Time off needed for
prenatal care, severe morning sickness, doctor -ordered bed rest, childbirth, and recovery
from childbirth are all covered by PDL.
3. Amount of Leave
Employees may take up to four months of PDL. Employees affected by pregnancy or a
related medical condition, may also be eligible to transfer to a less strenuous or hazardous
position or to less strenuous or hazardous duties, if this transfer is medically advisable
4. Benefits While on Leave
a Benefits. PDL is unpaid However, employees shall use accrued leaves as if on FMLA
and will receive benefits pursuant to FMLA up through exhaustion of the employee's
available FMLA and PDL leave
b Accrued Leaves. While on leave, employees do not accrue vacation, sick, or other paid
leave time, and their performance evaluation dates may be adjusted to the same extent
as any other unpaid leave
5. Substitution of Paid Accrued Leaves
Employees taking PDL shall concurrently use any available sick leave Employees shall also
use any accrued vacation or other accrued time off as part of their PDL before taking the
remainder of their leave as unpaid leave
6. Employee Notice of Leave
To the extent possible, employees requesting PDL should follow the same authorization
process for FMLA.
7 Medical Certification
The City may require employees requesting PDL or a related transfer to obtain a certification
from your health care provider of your pregnancy disability or the medical advisability of a
transfer The certification should include
a The date on which you became disabled due to the pregnancy or the date of the
medical advisability of a transfer;
b The probably during of the period of disability or the period for the transfer; and
c. A statement that, due to the disability, you are unable to work at all or to perform
any one or more of the essential functions of your position without undue risk to
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yourself, the successful completion of your pregnancy, or to other persons or a
statement that, due to your pregnancy, the transfer is medically advisable
8. Reinstatement Upon Return from Leave
a Reinstatement to Position Upon expiration of leave, an employee is entitled to be
reinstated to the position of employment held when the leave commenced, or to an
equivalent position with equivalent employment benefits, pay, and other terms and
conditions of employment. Employees have no greater rights to reinstatement,
benefits, and other conditions of employment than if the employee had been
continuously employed during the PDL period
b Fitness for Duty Certification As a condition of reinstatement the employee must obtain
and present a fitness for duty certification from the health care provider that the
employee is able to resume work in the position sought. Failure to provide such
certification will result in denial of reinstatement
9 Lactation Accommodation
The City recognizes the importance of breastfeeding and supports employees who need
additional time and space in order to express milk. The City will provide a reasonable
amount of break time to accommodate an employee desiring to express breast milk for the
employee's infant child The break time shall, if possible, run concurrently with any break
time already provided to the employee Break time for an employee that does not run
concurrently with the regular break time shall not be paid The City is not required to
provide an employee with break time for the purposes of lactating if to do so would
seriously disrupt the operations of the employer Any denial of break time shall be provided
to the employee in writing
The City will make reasonable effort to provide the employee with a room, other than a
bathroom, or other location in close proximity to the employee's work area for the
employee to express milk in private as well as access to a sink with running water, and a
refrigerator or cooler for storing breast milk. A room provided for this purpose
• Will be safe, clean, and free of hazardous materials
• Will be free from intrusion
• Contain a surface to place a breast pump and personal items
• Contain a place to sit
• Have access to electricity or alternative devices, including, but not limited to,
extension cords or charging stations, needed to operate an electric or battery -
powered breast pump
An employee may request an accommodation for lactation breaks by submitting a request
to the Office of Human Resources.
G CATASTROPHIC LEAVE
It is the policy of the City of Redlands to permit employees to contribute a portion of their accrued
leave credit to another employee when such employee is on an approved leave of absence due to a
verifiable illness or injury
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1. Provisions
Participation in the plan is voluntary
For the purposes of this leave program, "catastrophic" shall be interpreted to include an
illness or event which is devastating, unexpected, immediate in nature, and which is
expected to preclude the employee from returning to work for an extended period of time
The City reserves the right to request supporting documentation
The receiving employee must be or have been absent from work due to injury or illness and
have exhausted all earned leave credits, including but not limited to, sick leave, vacation
leave, holiday leave, comp time, executive leave, etc., and is, therefore, facing financial
hardship A determination on sick leave accruals shall be made on a case by case basis in
accordance with the Family Medical Leave Act (FMLA)
The hours shall be deducted from the donor's leave balance, converted to dollars and used
to compensate the recipient at the recipient's regular rate of pay Donations shall be listed
in the order in which they are received by the Office of Human Resources. Each pay period,
a sufficient number of donor hours shall be converted and used to compensate the
recipient. Unconverted donations shall revert to the donor
If sick leave is contributed
a The donor's balance cannot drop below 200 hours, and,
b Sick leave hours donated shall not count as hours used for the purposes of sick leave
buy back.
c. Donations shall be made in whole hour increments.
d Donated hours are irrevocable
e The recipient must have been employed with the City for at least six months of
continuous service
f Requests may be initiated by the employee or on behalf of the employee,
recommended by the Department Director with the concurrence of the Human
Resources Director and final approval by the City Manager
g. The total number of hours donated to an employee shall not exceed the length of
the approved leave of absence
H JURY DUTY AND WITNESS LEAVE
All employees in the competitive service who are required to serve on a jury shall be entitled to regular
compensation Employees released early from jury duty shall immediately report back to their normal
work assignment
An employee who is subpoenaed to appear in court in a matter regarding an event or transaction which
he or she perceived or investigated in the course of his or her employment with the City shall be
allowed to do so without loss of compensation, unless it is the employee's own lawsuit
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An employee subpoenaed to appear in court in a matter unrelated to his or her official capacity, or who
is appearing in court in a matter initiated by the employee, shall be permitted time off without pay, or
if the employee chooses, to use accrued vacation for this purpose
I MILITARY LEAVE
Military leave will be granted as required by law Prior to taking such leave, an employee shall present
a copy of his/her military orders to the Department Director Benefits shall continue to accrue to the
extent required by law
J PERSONAL LEAVE
At the sole discretion of the City, an employee may be granted a personal leave of absence upon the
recommendation of the Department Director and the approval of the City Manager The City may fill
the position with a temporary or provisional employee during the term of the leave of absence or
undertake any other appropriate measures to address workload needs. The employee shall take any
available accrued leaves as compensation during a personal leave of absence
1. Authorization
Employees requesting a personal leave of absence must submit the request in writing to
their Department Director The request should state the reason for the leave and the
anticipated beginning and ending dates of the leave The Department Director will submit
the request along with his or her recommendation to the City Manager The City Manager
will make a decision in writing and transmit the decision to the employee The decision of
the City Manager shall be final and is not subject to grievance or appeal The City Manager's
determination will include, but is not limited to, the following factors
a Any history of excessive unauthorized absences or leave abuse,
b Any detrimental effect on the operation of the department/division, and
c. The reason for the leave of absence Examples of reasons that may be considered
are
i To take a course of study that will increase the employee's usefulness or
effectiveness to the city
ii Other personal or family related reasons.
Use of the leave for a purpose other than that requested may be cause for forfeiture of
reinstatement rights or disciplinary action, up to and including termination
2. Length of Leave and Extension
Leaves of absence shall not exceed 30 days, however, the City Manager reserves the right
to extend the leave at his/her sole discretion for an additional period, not to exceed 6
months. Employees requesting a leave extension must submit a written request no later
than 14 calendar days prior to the approved expiration of the original leave Employees that
are granted an extended leave will be responsible for full payment of any benefit premiums.
3. Return from Leave
When an employee intends to return from an authorized leave of absence, either before or
upon the expiration of such leave, the employee shall contact the Department Director at
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least 14 days prior to the planned day of return The Department Director shall promptly
notify the Office of Human Resources of the employee's intention Failure of an employee
to abide by this notification procedure or to report for work promptly at the date of leave
expiration shall be grounds for discipline up to and including termination
4. Adjustments to Accrual of Benefits
Sick leave, holidays, and vacation leave will not accrue during any unpaid leave time, unless
otherwise expressly provided for in an applicable MOU Employees on unpaid leave will be
responsible for any benefit premiums during their leave of absence
XI. RISK MANAGEMENT
A.WORKERS' COMPENSATION
1 Reporting Procedure
a Any employee who is injured while on duty must immediately report the injury or illness
to their immediate supervisor The supervisor will provide the employee with the
appropriate forms and turn the completed forms into Human Resources within 24 hours
of the injury In the event the employee is physically incapacitated, the supervisor shall
complete and forward all forms and reports to Human Resources within 24 hours
following the injury
b The supervisor or Human Resources personnel may authorize medical treatment for the
employee at the City's industrial medical clinic. An employee may seek medical
treatment from his or her own physician if they have been previously designated and on
file in Human Resources.
B CIVILIAN EMPLOYEES
1 Use of Paid Accrued Leaves
If an employee is directed by the City's physician or the employee's physician to be absent
from work due to the work related injury the employee will be required to use their accrued
leave time for compensation for the first three days of time off from work.
If it is determined that the employee is temporarily disabled and is ordered to be off work
for more than 14 days, the temporary disability payment, as required by the Workers'
Compensation Act, will go back to the date of injury
An employee shall apply pro -rated accrued sick leave, vacation leave or comp time to an
absence and to receive compensation equal to the difference between the compensation
which the employee is entitled under Workers' Compensation Act and his/her regular City
salary, not to exceed the amount of earned leave time If the employee does so elect and
has applied accrued leave to such absence, then he/she shall be entitled to receive
compensation for absences following and related to the occurrence of a specific injury until
sick leave is exhausted
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2. Benefits
Any employee shall continue to accrue vacation, holidays and sick leave and to earn
eligibility for consideration for merit salary increases during an absence resulting from a
work related injury so long as the employee receives compensation payments under the
provisions of the Workers' Compensation Act. A probationary employee shall be entitled
to the same benefits as a regular employee, except the probationary employee shall not
continue to earn eligibility for consideration for merit salary increases or regular status
Medical care and payment for permanent disabilities incurred in the course of employment
shall be as prescribed by the Workers' Compensation Act.
C. SWORN EMPLOYEES
Whenever a sworn peace officer, or other employee eligible under Labor Code Section 4850, sustains
a work related or industrial injury while actively engaged in law enforcement he/she shall receive
compensation as provided under the Workers' Compensation Act and/or Labor Code provided under
State Law Such officer shall be placed on leave of absence at full salary and shall be paid by the City
as long as required by Section 4850 and related Sections of the Labor Code During the time the City is
required to pay and actually pays, the employee shall not be entitled to receive any temporary disability
payment under the Workers' Compensation Act, and the City shall be entitled to receive all payment
which would otherwise be payable to such employee for such temporary disability or upon retirement
D LONG-TERM ILLNESS AND LABOR CODE SECTION 4850 APPOINTMENTS
The Office of Human Resources may declare a position temporarily vacant due to the absence of an
employee on leave pursuant to Labor Code Section 4850 or on long-term illness leave and the position
may be filled by a temporary or interim appointment. A person appointed to the position shall sign a
statement acknowledging that
• The appointment is temporary only, with no attainment of regular status, and
• If already employed by the City, the appointment will revert to his/her original position and
salary range upon notice from the HR Director
E MODIFIED DUTY
When a City employee is being treated for a work or non -work related injury or illness and is
determined fit by the City approved treating physician to return to work on a temporary basis with
modified duties or tasks, the City will make every attempt to return the employee to work in a modified
duty status. All such modified duty work assignments are to be within the limitations as described by
the City approved physician who is qualified to render an opinion on the worker's physical abilities.
Modified duty assignments for miscellaneous employees typically will not exceed sixty (60) days. For
safety employees only, modified duty assignments typically will not exceed twelve (12) months Due
to staffing restrictions in some areas, light or modified duty may not be available The determination
of the availability of light or modified duty assignments will be made by the Department Director and
the Office of Human Resources
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In the event an employee refuses the modified duty offered, and the employee satisfies the restrictions
and ability to perform the modified duty, the City is not obligated to provide an alternative position In
such cases, Human Resources will notify the insurance carrier of the employee's refusal of the modified
duty
Any employee returning to modified duty must not exceed the duties of the position or go beyond the
doctor's restrictions. If any medical restrictions change, the employee must immediately notify his or
her supervisor and provide Human Resources a copy of the new medical release within 24 hours
Supervisors will monitor work performance to ensure the employee does not exceed the requirements
set by the attending physician
F CHECK -IN PROCEDURES
During the period of time that an employee is off work due to an industrial injury, the department may
require the employee to check in with the Office of Human Resources on a regular basis.
G.ACCIDENT REPORTING, RECORDING AND ANALYSIS
The elimination of accidents is a goal of the City of Redlands. In order to achieve this goal, a well -
established system of reporting and recording vehicular and equipment accidents has been developed
1 Definition
An accident is an unintended event involving a vehicle or piece of equipment that produces
damage or injury
2. Procedures for reporting an accident
a Call or ask someone else to call 911 for emergency services,
b Call the supervisor and report the accident and all information regarding the accident;
c. Call Risk Management for all accidents involving moving violations and requiring a full
police report,
d Gather all pertinent information at the accident scene to meet the accident reporting
requirements. This will include names, addresses, phone numbers of the persons who
are injured and/or involved and witnesses who may have seen the accident,
e Complete all forms required by the City's safety policies and Injury and Illness Prevention
Program Forms must be submitted to HR within 24 hours of the accident;
f Complete forms as required by the Department of Motor Vehicles, Department of
Transportation and/or any other agency;
g. Submit to a drug and alcohol screening for all accidents involving a moving violation
Safety personnel may be exempt from drug testing requirements of this policy;
h Comply with the instructions issued by the supervisor, Risk Management and/or safety
personnel
Employees using personal vehicles while on duty shall follow this policy and comply with
these reporting procedures.
3 Supervisors Responsibilities
If the employee is not able to complete the above information, the supervisor or his/her
designee shall be dispatched to the accident to obtain the above information and complete
the forms. In addition, the supervisor shall
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a Notify HR and arrange transportation for employees required to submit to a drug
and alcohol screening immediately after an accident,
b Determine whether or not Risk Management should respond to employees accident
that do not involve a moving violation,
c. In consultation with the Office of Human Resources, determine whether or not a
drug and alcohol screening is necessary for accidents that do not involve a moving
violation
4. Accident Reports and Records
All accidents shall be reported to provide the City with an overall summary of events A
Report of Incident or Injury Form shall be used to record pertinent information The report
shall include the following information
a Date of accident
b Name of employee(s)
c. Department
d Vehicle identification number
e Location of accident
f Brief description of accident
g. Fatalities and/or injuries
h Property damage
i Physical damage to City property
j Photographs
If a Report of Incident, Accident or Injury form is not available the employee is required to
gather and record the above information using an alternative format.
5. Accident Investigation
A thorough investigation shall be conducted to determine the primary cause of any
accidents involving city vehicles and equipment. The investigator shall determine how the
accident occurred, what physical evidence might be available, and obtain witness
statements. The investigator shall gather information to reconstruct the events leading to
the accident and should record those facts for future reference
Contributing factors shall also be identified Such an investigation helps to show the basic
conditions responsible and pint out the area(s) in which either specific or general corrective
action should be taken The information derived from the accident analysis should be used
constructively to educate employees or change procedures in an effort to prevent future
occurrences This information may also be used to identify remedial training needs.
6. Disciplinary Action
Any driver involved in an accident involving a City owned vehicle or piece of equipment and
found to be negligent may be required to complete a driver safety training course and
subject to disciplinary action, up to and including termination
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