Key City Policies

Front 1

What is the cities general policy in regards to discrimination and harassement

Back 1

to promote and maintain a work environ. free of illegal discrimination and harassment in employment

Front 2

What are 3 ways you can be discriminated against?

Back 2

1. basing an employment decision affecting a job applicant or employment (decision to hire, promote,transfer,terminate etc.) on ones protected status(race, color relegion, sex, etc)
2. treating and applicant or employee differently with regard to any aspect of employment because of his or her protected status
3. taking adverse employment action against an employee based on the employee opposing discrimination and/or harassment in the work place,assisting, supporting or associating with a memger of a protected status who complains about discrimination and/or harassment, or assisting in an investigation of discrimination and or harassment..

Front 3

What is discrimination?

Back 3

any pratice,process or action in the work place which works against equality of opportunity and against the ability of each person to be employed and to advance on the basis of merit without regar of the following
Race,
color,
Religion(relegious crede),
national origin,
ancesory,
age(over40),
sex (sex,gender, pregancy child birth or related medical problems),
sexual orientation,
marital status
Disability(physical, mental including HIV and AIDS)
Medical condition(cancer/genetic)
actual or perceived gender identity

Front 4

What is harassment?

Back 4

the existance of the following:
1. conduct that is based on the protected catagory/status
2. conduct that is unwelcome
3. workplace harm that
-creates a hostle work environment
-resultsfrom a tangible employment action(quid pro quo)

Front 5

Name 3 forms of harassment?

Back 5

Visual
Verbal
Physical

Front 6

What is sexual harassment?

Back 6

Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when this conduct explicity or implicity affects an individuals employment, unreasonably interfers with and individules work preformance, or creates and intimidating, hostile or offensive work environment.

Front 7

What 3 froms of harassment can contitute a hostile work envronment?

Back 7

Visual
Verbal
physical

Front 8

What is Quid Pro Quo harassment?

Back 8

"this for that" It can occurwhen submission to or rejection of such conduct by an individual is used an the basis for employment decisions affecting that individual, such promotion,raise,hiring or performance appraisals.

Front 9

In a consensual sexual or romantic relationship who has the primary burden of accountability?

Back 9

The person in the higher level. The person at the higher level must ensure that they do not exercise and supervisory or evaluation functions on the person in the relationship. The higher person must also notify his or her supervisor so that they can evaluate the adequacy of alternative supervisory arrangements

Front 10

What could happen to supervisor who know of or should have know of harassment/discrimination and do not report it or fail to take action?

Back 10

They are sunject to disipline up to and including termination.

Front 11

What are the department directors responsible for?

Back 11

1. Assisting the director of employee relations in desseminating the harass/discrim policy.
2. contact office of employee relations immediately upon receiving a complaint or notification that a complaint has been filed with the EEOC or DEFH or when aware of a situation involving H/D
3. coordinating and cooperating with the Director of employee relations in resolving the complaint by:
1. taking remesdial action
2. protect the complaintant from further H/D
3. Protect complaintant from retailation.
4. Take action to remedy the effect of D/H.

Front 12

What is EEOC?

Back 12

Federal Equal Opportunity Comission

Front 13

What is DFEH?

Back 13

CA Dept. of Fair Employment and Housing

Front 14

Who an you file a H/D complaint with?

Back 14

1. A supervisor
2. A dept director
3. Office of employee relations
4. EEOC
5. DFEH

Front 15

Complaints which involve Council offices can be file with who?

Back 15

The council member or city attorney

Front 16

Compalint involving council employees (city manager, Auditor, Police auditor, city clerk are made to who?

Back 16

mayor

Front 17

Complaints about outside vendors are file with who?

Back 17

office of employee relations

Front 18

What is your supervisor to do when a H/D complaint is filed?

Back 18

Contact the Dept director and/or office of employee relations immediately.

Front 19

What is dept director do with H/D

Back 19

Contact office of employee relations immediately

Front 20

What info shall the dept director or director of employee relations get?

Back 20

1.Date,time, place of incident
2. nature
3. person or persons against allegations are made
4. witnesses
5. preferred remedy
6. other info revelent to investigation
7. coordiante with D of Empl Relat. from point of complaint is resolved.

Front 21

Who will asume lead role in H/D investigation?

Back 21

Director of employee relations

Front 22

Director of employee relations or dept director will?

Back 22

1 Determine factual findings
2. prepare written report with findings and if allgations are substanciated or not
3. forward copies to director of employee relations
4. determine if disciplinary actions required
5. forward letter of dertemination to complainant
6. coordiante with city attorny office for corrective/disciplinary action
7. implement correct/disp action
8.close case

Front 23

What if complaintant is dissatisified?

Back 23

Consider contacting DFEH EEOC or private attorney

Front 24

Under nepotism policy who are considered immediately family?

Back 24

Blood- parent, child, grand parents, siblings, aunts, uncles, great grand.
Marrage- Husband/wife, step parents, step child, inlaws, half siblings
By law - guardianship or adoptive relations
Domestic partners- as registered with the employee services dept and/or state

Front 25

Nepotism policy says

Back 25

No employee shall appoint, employ or participate in a hiring decision involving any person within the immediate family, nor use ther position to influence another city employee to hire a member of there family..

Front 26

Under the non-retaliation policy what is a protected activity?

Back 26

1. making or filing an internal complaint with the city on alleged violations of policy or laws.
2. providing informal notice the city regarding violation of policies and laws,
3. participating in investigations and in court/admin hearing frgarding alleged violations of policies and laws
4. filing a complaint
5. disclosing info to government or law enforcement where an employee has reasonable cause to believe that the info discloses a violation of laws, rules or regulations
6. participating or cooperating with enfrocement agencies that is investigating the city regarding unlawful acts
7. reporting conflicts of interest, dishonesty, or unethical conduct
8. calling "whistleblower hotline"
9. associating with another employee who is engaged in any protected activity.

Front 27

What are "adverse employment action" under the non retaliation policy?

Back 27

1. real or implied threats of intimidation to attempt or pervent an individual fro reporting alleged wrong doing or because of protected activity.
2. denying promotion brcause of a protected activity
3. taking any from of disciplinary action because of protected activity
4. extending probation
5. altering work schedules or work assignments.

Front 28

What gifts are acceptable under the gift policy?

Back 28

1. Gifts worth a value of less that $50 in a calender year.
2. Information material- books, reports, phamplets, calenders
3. Hospitality- fooddrinks at a persons primary residence
4. reciprocal gifts - holidays, baby showers, weddings
5. Panels and seminars- if the person is speaking or doing a presentation, you can get free admision, food, drinks and reimbursement for mileage and accomdoations
6. Admission to sponsored events- ceremonial, political, comminity functions, cultural. Not regular sport events
7. Employment interview (government)- transport, accommodations, food related to expences, when the interview is within 150 miles of SJ.
8. Employee interview (private employer) same as above, but the employee can not have made a govenmental decision materially affecting the financial interset of one potential employer during the 12 months immediately proceding.
9. Authorized travel
10.city or redevelopment agency business- transportation not more that 125miles
11. Flowers
12. prizes and awards from a bona fide competition
13 wedding gifts.

Front 29

What is the approval criteria for outside work permit?

Back 29

1. Is not detrimental to city
2. will not impede the effcient performance of the employees assigned duties.
3. will not create a conflict of interest

Front 30

How many days do you have to appeal denial of or restrictions to the outside work permit?

Back 30

10 day to appeal to the commission and the commission decision is binding.

Front 31

How often do you have to renew outside WP?

Back 31

every year, they can be set to expire on Dec.31 or they can be set for you year from approval date.

Front 32

When are outside WP's automatically suspended?

Back 32

on disability and new one will ben need upon returning.

Front 33

Give 6 examples of threats or acts of Violence?

Back 33

1. threat or actual physical agressive contact
2. threat or actual destruction of city or individules property including sabotage.
3. Harassing or threathing phone calls, email,fax(harassment in natureother than that related to threats or acts of physical violence, such as sexual
4. Possession,use,threat of use,orbrandish of a gun, knofe or weapon.
5. veiled threats of physical harm or intimidation

Front 34

What are the emergency procedures for work place violence?( for employee)

Back 34

1. ensure safety
2. call *111from city phone or 911 from outside

Front 35

What are the emergency procedures for work place violence? (for dept director)

Back 35

1. Immediately contact ofgfice of employee services
2. direct staff to secure entrances, re-route office traffis and other appropiate steps
3. when appropiate OER will coordinate with PD and other emerg responders
4. Coordinate with OER to determine appropiate leave polcies and procedures to be followed inexecuting a plan of action fro impacted employees
5. exercise athority to grant immediately and temp leave if the director or employee relations is not available
6. Maintain lines of communication on a need to know basis to minimize misinfo, panic and confusion.

Front 36

In a non emergency situation of work place violence, what info and time frame is need for report to dept director

Back 36

time, date, who, when, and what transpited etc.. w/i 24 hours. copy sent to OER.

Front 37

Under the drug free policy. City employees that receive federal funds must do what.

Back 37

1. Must make notification to there dept.director no later than 5 days after conviction
2. The director must notify the federal grant agency within 10 days and provide a copy to OER
3. Within 30 days the city will take appropiate disciplinary action and require the employee to attend initial screening sessions with EAP

Front 38

Under the substance abuse program what happens for 1st offense?

Back 38

1. formal madatory referal to EAP, disciplinary action may be imposed, a written record will be maintained in restricted confidential file. ( a employee refusing EAP may be subject to disciplinary actions independent of any other mis conduct.)

Front 39

On the 1st offense for subsatance is the treatment voluntary and how much is is?

Back 39

Yes it is voluntary and employee is responsible for 30%

Front 40

What happens on 2nd offense?

Back 40

A second treatment opportunity my be offered. discipline including termination may be imposed. The employee is responsible for all costs of treatment.

Front 41

In what ways is treatment available to employees?

Back 41

Self referral, Formal referrals, Positive drug test, settlement of a proposed discipline.

Front 42

ETOH level will be reported as positive at what level?

Back 42

0.04g

Front 43

When is a treatment program for substance considered ended?

Back 43

when the 3 components are complete 1. inpatient or outpatient Tx or combo of both
2. treatment after care
3. EAP case management for up to a year following tx.

Front 44

When will tx be covered?

Back 44

If EAP provided tx.

Front 45

Name the 3 sets of procedures (tracks) for initiating chemical dependency Tx.

Back 45

A. Assessment at EAP and referral Tx facility. no more than 2 unexcused absences
B. Emergency Admission to Tx. facility ( EAP will visit within 48hours)
C. Second Tx.

Front 46

City Electronic email shall be purged on a mininum of how many days basis?

Back 46

90

Front 47

The following policied are applicable to download info on city computers.

Back 47

1.for city worked related info only
2. Attachemnts should be scaned for viruses
3. large files should be down loaded after hours because it may slow down the network.

Front 48

What is the cost of personal calls on a city cell?>

Back 48

You must reimberse the city at a rate of.06 cents or the actual cost, which ever is greater.

Front 49

What if your cell bill is less that $1.00?

Back 49

The user is not be required to to reimburse, but if the bill is for personal use you may recieve discipline.

Front 50

within How may days is your city cell bill due?

Back 50

10 days, if no reimbersement is due user shall sign the "statement of no necessary" portion of the Cell Phone Reimbursement Form.

Front 51

What is the current cell phone stipend?
What about the Data plan?

Back 51

$35/mo -- $40/mo.

Front 52

What are the 3 types of city vehicles?

Back 52

Transport, Special purpose and police/fire

Front 53

Drives must possess what?

Back 53

Valid CDL and city drives permit issued by city safety officer.

Front 54

What are the mininum utilization standards for vehicles?

Back 54

Sedans = 9K miles
light trucks= 11K

Front 55

What are the 2 sources of transport vehicles for employees?

Back 55

Work shift basis and Occasional basis

Front 56

How much time does a normal employee have to report a accident?

Back 56

no less that 24 hours )or 48 if it occurs on a weekend. to employees immediate sup and Fleet Mgt Division.

Front 57

What is the procedure for reporting a accident is a city vehicle?

Back 57

1. Stop immediately and render 1st aid
2. Call the police, tell the police this accident involved a city vehicle.
3. do not make or sign any statemnts for anyone except police.
4. Prepare accident report and give to supervisor.

Fire dept reporting is similar, but different.

Front 58

What is the procedure for FD accident reporting?

Not in Key city policys

Back 58

1. render 1st aid
2.Notify communications request notification to Immediate supervisor>BC>Div chief/deputy chief
Dept SO
Responsible PD
City attorny if serious injuries
3. Record Make, model license # of vehicles
4. Secure the Identify drives, passangers and witnesses
5. Make only brief factual statemnts to PD. do not volunteer info
6. Do not make oral or written statements to others.

Front 59

What are the 2 divisions of Discipline?

Back 59

Formal and informal

Front 60

3 forms of Informal discipline
are?

Back 60

Counseling
Documented Oral counseling
Written reprimand/letter of reprimand

Front 61

What are the 4 formal discipline?

Back 61

Salary step reduction
Suspension
Demotion
Dismissal

Front 62

After how much time can a should a DOC can it be removed form the employee supervisors file?

Back 62

6mo, if no problems. Does not go into employees perminate personnel file/

Front 63

What is the difference between a DOC and LOR/written reprimand? How much time to rebutt

Back 63

The LOR/written reprimand is placed in the employees perminate personnel file.

30 days

Front 64

What are the procedures for Formal discipline?

Back 64

1. Investigate/Documentation
2. Recommended Discipline
3. Notice of intended Discipline
4. Skelly Conference
5. Notice of discipline
6. Civil service commission appeal

Front 65

How much time do you have to request a Skelly Conference once you get a NOID?

Back 65

5 days

Front 66

What doen the Notice of Intended Discipline(NIOD) say?

Back 66

Causes for Discipline, potential effective date, and the reccommended action and a copy of ther materials upon which the action is based.

Front 67

After the Skelly conference what 4 things can the city do?

Back 67

1. Impose the proposed disp action
2. impose a lesser action
3. enter into a settlement agreement
4. not impose any discipline

Front 68

What must you be give prior to discipline action occurs and after NOID?

Back 68

Notice of Discipline

Front 69

After the NOD how much time do you have to appeal to the Civil service commission

Back 69

20 days However the discipline still takes effect on the date indicated on the NOD. Appeal to the civil service does not stop it.

Front 70

Who is the civil service comission made up of and how soon must it start?

Back 70

5 members appointed by the City Council and must be scheduled within 45 days or athurize an extension

Front 71

What will the civil service comission do?

Back 71

Conduct a hearing
Decide a a appeal on a majority vote basis

Front 72

What can the civil service deternine?

Back 72

1. Sustain/uphold the discipline
2. Modify by reducing (they can not increase)
3. Overturn (revoke entirely)