DISTRICT 2 PUBLIC HEALTH
ORIENTATION MANUAL
10/2008
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W E L C O M E!
We would like
to take this opportunity to welcome each of you to District 2 Public Health.
District 2 Public Health consists of 13 county health departments, Children
With Special Needs and the District Health Office.
A map of the Public Health Districts in the State of
The Division of
Public Health is the agency entrusted with ultimate responsibility for the
health of communities across the entire State.
Public Health has the responsibility for protecting the health and safety of
Our mission is to promote and protect the health of people in
Whatever your new role may be, please know that it is vital to our team’s
overall success and to protecting and promoting the health of the
We are excited to have you on board and we look forward to your
contributions to District 2 Public Health.
Beginning January of 2007 each new employee will be assigned a Welcome
If you have any questions about information in this orientation packet,
please contact the Human Resources Department.
HUMAN RESOURCES STAFF:
Janice Austin
Personnel Manager 770-535-5877 jsaustin@dhr.state.ga.us
Linda Peck
Transactions Technician 770-535-5869 lapeck@dhr.state.ga.us
Theresa Motes 770-532-5352 tamotes@dhr.state.ga.us
Transactions Technician
Human Resources
FAX #
770-535-5899
DISTRICT HEALTH DIRECTOR:
DAVID N. WESTFALL, M.D., MPH, CPE
Oversees and manages the operation of District 2 Public Health
DISTRICT HEALTH PROGRAM MANAGER
EDITH J. PARSONS, PH.D., M.ED
Assists Health Director with providing overall direction for District 2
Public Health
DIRECTOR OF FINANCE AND
ADMINISTRATION
GREGORY
Responsible for the overall operation of budgets, accounting,
personnel and payroll
DISTRICT PH NURSING & CLINICAL
COORDINATOR
ANGIE HANES
Responsible for the overall operation of the nursing program for
District 2 Public Health
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IMPORTANT WEB SITES:
http://dhr.georgia.gov/portal/site/DHR-OHRMD
DHR CREDIT UNION
EMPLOYEES RETIREMENT SYSTEM
DISTRICT 2 PUBLIC HEALTH
DEPARTMENT OF COMMUNITY HEALTH
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District 2 Public Health is an equal opportunity employer, and does not
discriminate on the basis of race, color, sex, national origin, disability,
age or religious or political opinions or affiliations. All forms of
harassment prohibited by law, including sexual
harassment, will not be tolerated.
As a District 2 Public Health employee,
your employment status will either be classified or unclassified.
Classified Employees
Employees who were hired in classified positions before July 1, 1996 will
continue in the classified service unless they accept unclassified
positions. Employees in the classified service are subject to the Rules of
the State Personnel Board and may appeal some employment actions to the
State Personnel Board.
Unclassified Employees
Employees who were hired on or after July 1, 1996 will be in the
unclassified service.
Employees hired into the unclassified service prior to that date remain
unclassified.
Lunch Period
Check with you supervisor for information regarding lunch period at your
work location.
Employees working at offices that alternate lunch periods should take lunch
between the hours of ll:00 a.m. and 2:00 p.m.
Lunch cannot be skipped in order to leave early at the end of the
day.
All employees in positions which require a license (including a driver’s
license), certificate or registration must maintain the appropriate valid
documents. Failure to maintain such documents without justifiable cause will
result in separation from employment.
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Selective Service Registration
The Military Selective Service Act requires all selected male applicants
between the ages of 18 and 26 to present proof of having registered with the
Selective Service System or to present proof of being exempt from
registration. If proof is not provided by specified deadlines, the offer of
employment will be withdrawn from applicants or employees will be separated.
Employment Eligibility Verification
As mandated by the Immigration Reform and Control Act, District 2 Public
Health is required to verify the identity and employment eligibility of new
employees. In order to establish employment eligibility, all new employees
must complete an I-9 form. It is a violation of Federal law to knowingly
hire or recruit an alien unauthorized to work in the
For more information, please contact the Human Resources Office or refer to
DHR Human Resource/Personnel Policy #503, Verifying Identity and Employment
Eligibility.
Medical and Physical Examination Program
All selected applicants must be certified for medical and physical fitness
for their positions. Some job categories require applicants to obtain a
medical and physical examination after receiving a job offer. This ensures
that employees are physically capable of carrying out the duties of the job.
The program also protects the State from potential liability under Workers’
Compensation laws for conditions arising after employment that are caused in
whole or part by pre-existing physical conditions. The offer of employment
is contingent upon satisfactory completion of the certification.
Criminal History Record Information
District 2 Public Health will make all reasonable efforts to provide a safe
environment for clients, patients, customers and staff. Based on this
objective, a review of criminal history record information will be completed
on all applicants selected for employment within DHR.
Information Disclosure
All applicants/employees are to provide factually accurate information on
EVERY Application for Employment, State Security Questionnaire/Loyalty Oath
Form and on all other documents.
Applicants/employees are required
to disclose criminal history information on Applications for
Employment and State Security Questionnaire/Loyalty Oath Forms each time
these documents are completed.
Falsification or misrepresentation of criminal history is prohibited
and may result in
an offer of employment being withdrawn or separation.
Material falsification or misrepresentation of any information shall
result in an offer of employment being withdrawn or separation.
NOTE: “Material” refers to
information that directly influences and/or impacts the hiring decision
based on records, credentials and/or qualifications.
Orientation
All employees of District 2 Public Health are to receive appropriate
employee
orientation. Employee orientation is intended to introduce new employees to
the
organization; share general information, policies and procedures to enable a
smooth integration into the workforce; and to communicate standards and
expectations of employment to new employees.
Promotion
It is the policy of District 2 Public Health to provide promotional
opportunities for current employees. A promotion is the advancement of an
employee from a job on a lower pay grade to a job on a higher pay grade,
which generally results in an increase in pay. Employees must meet the
minimum and any special qualifications established for the position in order
to be eligible for a promotion.
For additional information, please contact the Human Resources Office, or
refer to DHR Human Resource/Personnel Policy #1101, Promotions.
Employees are encouraged to visit our website @
www.phdistrict2.org for a current
listing of job opportunities.
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District Policy #164 – Eligibility for Vacant Positions:
District policy states that current employees who are interested in
applying for vacant positions should have been employed with District 2
Public Health for at least 3 months.
Employees who have not been employed for at least 3
months, but who are interested in applying for a vacant position, may submit
a written request for an exception to this policy.
The request should explain why they are interested in the vacant
position, and should be addressed to the Human Resources Office for
consideration. The request will
be discussed with the supervisor of the vacant position, who will assist
with the decision to approve or deny the request.
This policy will not apply to part-time employees who are interested in
applying for full-time positions.
Part-time employees may apply for vacant positions regardless of the
time worked with District 2 Public Health.
Transfer
A transfer is the movement between positions within the same job, or
movement from a position in one job to a position in a different job on the
same pay grade. Employees must meet the minimum qualifications for the job
and any special qualifications for the position.
For additional information, please contact the Human Resources Office, or
refer to DHR Human Resource/Personnel Policy #1103, Transfer of Employees.
Employment of Relatives
District 2 Public Health prohibits or limits the employment or change in
employment status of relatives when necessary or appropriate. Authorized
officials have the responsibility to make appropriate decisions when
relatives of current employees are being considered for employment, or when
current employees may be working with relatives in violation of the DHR
Policy #1204, Employment of Relatives.
Relatives will not be employed or placed in positions or situations in which
a superior subordinate relationship will exist between the relatives in
circumstances including, but not limited to, the following:
· when the relatives work for
the same DHR organizational unit at the same
location, or
· when there are fewer than two levels of management separating the
relatives.
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Relatives will not be employed or placed in circumstances in which fiscal
checks and balances are a part of the assigned duties and responsibilities
of the positions involved.
Relatives will not be employed in a working relationship in which the nature
of the responsibilities may contribute to personal or financial gain, fraud,
collusion, other abuses of the positions or conflict of interest. Relatives
should not be placed in direct co-worker relationship within the same
organizational unit.
For further information on employment of relatives, including the definition
of “relatives”, please contact the Human Resources Office or refer to DHR
Human Resource/Personnel Policy #1204, Employment Status of Relatives.
Compensation
District 2 Public Health offers its employees a wide range of tangible and
intangible employee benefits that form a part of a total compensation
package. In addition to monetary compensation, there are many other types of
indirect compensation and non-monetary benefits.
Examples include, but are not limited to, health insurance,
retirement benefits, leave, holidays and the potential for flexible
scheduling when job demands allow.
Visit our website @
www.phdistrict2.org to calculate total compensation.
Pay Periods
STATE PAID EMPLOYEES: Salary
payments are made on a semi-monthly pay period basis. The first pay period
is from the first through the fifteenth of the month, and the second pay
period is from the sixteenth through the last day of the month. Paydays are
generally the last day of the pay period unless the last day of the pay
period falls on a weekend or holiday, in which case payday is the last
workday of the pay period.
COUNTY PAID EMPLOYEES: Salary
payments are made on the last working day of each month.
Paydays are generally the last day of the pay period unless the last
day of the pay period falls on a weekend or holiday, in which case payday is
the last workday of the pay period.
Checks are distributed at 8:00 a.m. on payday as long as employee has enough
leave to cover the remaining portion of the day.
Employees that do not have enough leave will receive their paycheck after
2:00 provided they remain on duty the remainder of the day.
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Checks mailed to the health departments will be mailed 2 business days
before payday by UPS.
Checks mailed to home addresses will be mailed by regular mail the day
before payday.
Checks and/or check stubs for employees who are paid by Hall County Health
Department but are headquartered in another county will be mailed to the
headquarters county.
Employee must notify the Human Resources Office in writing if they wish to
check to be mailed to a different location.
IT IS UNACCEPTABLE FOR EMPLOYEES TO LEAVE THEIR WORK SITES DURING WORK TIME
TO HANDLE PERSONAL BANKING.
A copy of the Pay Schedule can be found on the Georgia Merit System website
@ www.gms.state.ga.us.
Payroll Deductions
There are a number of payroll deductions, which are applicable to most
employees, such as Federal and State income taxes, Social Security and
Medicare taxes, and retirement. Voluntary deductions such as health
insurance, other insurance options, credit unions and charitable
contributions, may also be authorized.
STATE PAID EMPLOYEES: Direct
Deposit/Debit Master Card DHR encourages employees to use direct payroll
deposit, if it is available. If not, employees are required to sign up for
the DHR Debit Master Card, which electronically transfers net pay onto a
debit card.
COUNTY PAID EMPLOYEES: Direct
Deposit is available.
For additional information, please contact the Human Resources Office.
Holidays
To be eligible for the holiday, employees must be in pay status for the full
workday either before or after the holiday.
For more information, please refer to DHR Human Resource/Personnel Policy
#1004. To view current list of
holidays please visit the following web site @
www.spa.ga.gov
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Click employees, then benefits, list of holidays on the right.
Annual and Sick Leave
Annual and Sick leave may be taken in ½ hour increments.
Eligible employees accrue annual and sick leave on a semi-monthly basis at
the end of each pay period. Accrued leave will be available for use by
employees at the beginning of the pay period after it is earned. Full-time
employees must be in pay status for at least 40 hours during a pay period to
accrue leave. This minimum period is pro-rated for part-time employees by
the percentage of time worked.
Eligible full-time employees earn annual leave depending on the length of
continuous service at the following rates:
5 hours per pay period
0-60 months
6 hours per pay period
60 ½ - 120 months
7 hours per pay period
120 ½ months and greater
Accrual at the appropriate higher rate begins on the first day of the pay
period after the employee completes the required months of continuous
service. Eligible part-time
employees accrue annual leave at these rates prorated by the percentage of
time worked.
Employees may accumulate up to 360 hours of annual leave. Any annual leave
over 360 hours is placed in a forfeited status, but may be restored in cases
of illness or disability. In some cases, forfeited annual leave may be
counted toward retirement.
Employees may use annual leave for vacations or any other time needed to
attend to personal business. Employees must request to use accrued annual
leave and receive prior approval from their supervisor, unless an emergency
situation exists.
Eligible full-time employees accrue five (5) hours of sick leave at the end
of each pay period. The amount
of sick leave earned is also prorated for eligible part-time employees by
the percentage of time worked.
Sick leave may be accumulated up to a total of 720 hours. Any sick leave
over 720 hours is placed in a forfeited status, but may be restored in case
of illness or disability. In some cases, forfeited sick leave and unused
sick leave may be counted toward retirement.
· absence needed because of
exposure to contagious disease when attendance on duty would endanger the
health of others;
· absence for dental or medical
care; and
· absence due to dental or
medical care, illness, accident or death in the immediate family, which
requires the employee’s presence.
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“Immediate family” means the employee’s spouse, child, parent, brother and
sister.
Immediate family also includes any other person who resides in the
employee’s household and is recognized by law as a dependent
of the employee.
For further information on annual and sick leave, please refer to DHR Human
Resource/Personnel Policy #1006, Annual, Sick and Personal Leave.
Personal Leave
Employees eligible for leave benefits who have accumulated more than 120
hours of sick leave as of November 30 of any year may convert up to 24 hours
of the accumulation in excess of the 120 hours to personal leave. This
conversion must be made no later than December 31 of that year for use in
the following year.
For detailed information on personal leave, please refer to DHR Human
Resource/Personnel Policy #1006, Annual, Sick and Personal Leave.
Reporting to Work
Employees who are unable to report to work must contact their supervisor by
8:10 a.m.
Leave Cards & Leave Report
A sample leave card is enclosed.
You may obtain more leave cards from each work location.
Leave cards must be submitted to your supervisor in advance for
annual, personal and scheduled sick leave appointments.
Other leave cards for sick days and emergencies must be turned in the
day you return to work. Leave
can be taken in ½ hour increments.
You may request an electronic leave record to use in recording the leave
taken and leave earned each month, by e-mailing Linda Peck @:
lapeck@gdph.state.ga.us.
Leave balances are printed on the payroll check stub each month.
The balance on the check stub will be the ending balance for the
PREVIOUS month.
Therefore, new employees check stub will not show a leave balance until the
2nd month of employment.
Please compare your leave records with the check stub balance EACH
MONTH. If there is a
problem, please call Linda Peck @ 770-535-5869.
A leave report is sent to the supervisors each month.
Leave Of Absence Without Pay
District 2 supervisors are authorized by Dr. Westfall to approve leave of
absence without pay (LWOP) when
deemed appropriate. Leave of
absence without pay is generally approved only for medical reasons when
employees are reasonably expected to be able to return to work. Leave of
absence without pay should be approved only for short periods of time,
unless there are extraordinary circumstances that support an extended period
of time.
All requests for leave of absence must be submitted in writing to the
immediate supervisor.
For more information, please contact your Human Resources Office or refer to
DHR Human Resource/Personnel Policy #1007, Leave of Absence Without
Pay.
Family and Medical Leave
Federal law provides job-protected family and medical leave without pay from
work for certain family and medical reasons.
District 2 employees may use available annual, sick and/or personal
leave, if appropriate, while on family and medical leave in order to remain
in pay status. While on family and medical leave, eligible employees who
have health insurance through the State Health Benefit Plan are entitled to
maintain this health insurance coverage.
To be eligible for family and medical leave, employees must have been
employed with State government for a minimum of 12 months, and have been
present at work for a minimum of 1,250 hours during the 12 months
immediately before the beginning of family and medical leave. Up to 12 work
weeks of family and medical leave is available each calendar year. Employees
may choose to use accrued leave to continue to receive a pay check during a
period of family and medical leave, take leave without pay or use a
combination of both to cover the absence from work with supervisory
approval. Any period of family and medical leave not covered by accrued
leave will be without pay.
For detailed information, please contact your supervisor, the Human
Resources Office or refer to DHR Human Resource/Personnel Policy #1005,
Family and
Medical Leave.
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Leave Donation
STATE PAID EMPLOYEES ONLY:
Eligible DHR employees (recipients) may under certain circumstances request
leave donations from other DHR employees (donors). Donors may donate accrued
annual, sick or personal leave directly to recipients. All donated leave is
credited to recipients’ sick leave balances. Leave donations can only be
used for sick leave related reasons as described in DHR Human
Resource/Personnel Policy #1006.
Recipients may be eligible to receive donated leave after using all accrued
and forfeited leave, all available compensatory time and after being on
authorized leave without pay for at least 80 consecutive hours.
COUNTY PAID EMPLOYEES: District
2 is in the process of developing a Leave Donation policy for county paid
employees.
Please contact your supervisor, the Human Resources Office, or refer
to DHR Human Resource/Personnel Policy #1010, Leave Donation, for additional
information and restrictions.
Court Leave
Court leave may be used by employees on all days summoned for jury duty,
subpoenaed or otherwise ordered to attend a judicial proceeding. Employees
are required to provide a copy of the summons, subpoena or other judicial
order as soon as possible. Court leave is with pay and includes the time
actually required by the judicial proceeding and any reasonable time needed
to prepare for or recuperate from the ordered duty. Employees are expected
to report for work whenever the judicial proceeding schedule permits.
Court leave is not available to employees when they are litigants,
defendants or other principal parties or have any other personal or familial
interest in the proceedings.
Employees may, however, request to use accrued leave to cover these absences
from work.
For further information, please contact the Human Resources Office or refer
to DHR Human Resource/Personnel Policy #1008, Court Leave.
Military leave is a leave of absence from work while engaged in the
performance of ordered military duty and while going to and returning from
such duty. Military leave may also be used by members of the U.S. Armed
Forces, any reserve force or reserve component of the U.S. Armed Forces or
any force of the organized militia to attend service schools, for active
duty, active duty for training, inactive duty training and examination
purposes.
For further information please contact the Human Resources Office or refer
to DHR Human Resource/Personnel Policy #1009, Military Leave, for specific
information.
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Blood Donation
Employees may be granted time off during work hours (with pay) to donate
blood, blood platelets, or granulocytes.
For specific information, please refer to DHR Human Resource/ Personnel
Policy #1013, Miscellaneous Time/Leave.
For further information, please refer to DHR Human Resource/Personnel Policy
#1013, Miscellaneous Time/Leave.
Other Types of Leave
For other types of leave please contact the Human Resources Office or refer
to DHR Human Resource/Personnel Policy #1013, Miscellaneous Leave/Time.
Retirement
The Employees’ Retirement System (ERS) administers retirement benefits for
State of
Generally, employees who are scheduled to work at least 35 hours per week on
positions with duties that are expected to continue for at least nine months
are required to be members of the ERS. Employee and employer contributions
are paid into the retirement fund for the welfare of members and their
beneficiaries. All benefits are paid from the fund.
1.50% is deducted from employees check
–
1.25% for retirement and .25% for Group Term Life Insurance.
–
Group Term Life Insurance = 18 times monthly salary
Employees become vested in the Employees’ Retirement System for service
retirement after ten years of creditable service.
For further information, visit the Employees’ Retirement System website @
www.ersga.org or call the Employees’
Retirement System @ 404-352-6400, the Human Resources Office or refer to DHR
Human Resource/Personnel Policy #1902, Retirement.
Flexible Benefits Program
The Flexible Benefits Program provides a variety of benefits options. Many
benefits can be purchased with pre-tax dollars. Since the cost of many of
the flexible benefits is deducted prior to determining taxable pay, income
taxes may be reduced.
PLEASE READ THE INFORMATION MAILED WITH APPOINTMENT PAPERS AND VISIT THE
GEORGIA MERIT SYSTEM WEB-SITE,@
www.gms.state.ga.us FOR INFORMATION ABOUT FLEXIBLE BENEFITS.
An Option Statement is included in the appointment papers to all new
employees to make insurance selections.
Employees who transfer to District 2 from another State agency do not
receive a new Option Statement.
The insurance options that employee is enrolled in with current employer
will transfer with them.
PREMIUMS FOR THE OPTIONS YOU SELECT WILL BE DEDUCTED FROM YOUR FIRST MONTHS
CHECK (IF BEGINNING WORK ON THE 1ST OF THE MONTH) AND COVERAGE
WILL BEGIN THE FIRST DAY OF THE FOLLOWING MONTH PROVIDED YOU ARE AT WORK ON
THAT DAY
Once enrolled in the Flexible Benefits Program, employees are given an
opportunity to change coverage or change options during the open enrollment
period in the fall each year. Changes that are made during open enrollment
are effective January 1.
Employees may be eligible to make changes to coverage at times other than
open enrollment for events such as marriage, childbirth or divorce.
IF YOU HAVE A
QUALIFYING EVENT, PLEASE CONTACT THE HUMAN RESOURCES OFFICE IMMEDIATELY.
For more information please contact the Human Resources Office, or refer to
DHR Human Resource/Personnel Policy #902, Flexible Benefits.
If you are interested in participating in the
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COBRA
Employees are allowed to continue their health insurance coverage under the
State Health Benefit Plan in some cases when coverage would normally be
lost. The Federal Consolidated Omnibus Budget Reconciliation Act (COBRA)
requires that the Plan offer employees and their qualified dependents
healthcare coverage if Plan coverage is lost due to a qualifying event.
Examples of a qualifying event include resignation, leave of absence without
pay or reduction in work hours. The length of time coverage may be continued
is based on the qualifying event.
Under COBRA, employees or dependents must pay the full cost of coverage at
the State’s group rate. An administrative fee must also be paid. The State
Health Benefit Plan provides employees with written notice describing
important information about rights and obligations under COBRA when loss of
eligibility is reported.
For more detailed information, please contact the Human Resources Office,
the Department of Community Health, or refer to your State Health Benefit
Plan material.
Georgia Work Away Program
District 2 Public Health participates in the Georgia Work Away Program. The
Work Away Program offers alternatives to balance the demands of work and
home, including teleworking, alternative and flexible work schedules and
compressed workweeks.
For more information on this program, please contact the Human Resources
Office, or refer to DHR Human Resource/Personnel Policy #111, Teleworking,
and Policy #1002, Official Hours and Work Schedules.
EMPLOYEE RESPONSIBILITIES
Employees are expected to maintain and exercise the highest moral and
ethical standards in carrying out their responsibilities and functions and
to perform their jobs in a professional manner. Employees must conduct
themselves in a manner that prevents all forms of impropriety, placement of
self-interest above public interest, partiality, prejudice, threats,
favoritism and undue influence.
Employees must be alert in conducting business with employees and
non-employees to avoid even the appearance of misconduct, personal or
financial gain, or conflict of interest. While performing departmental
duties, employees are required to comply with Federal and State laws, the
Code of Ethics for Government Service, the Governor’s Executive Order (dated
January 15, 2003), Rules of the State Personnel Board and Department
policies.
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Employees are required to report all suspected violations of Federal or
State law involving DHR employees or anyone contracted to provide services
to DHR. Reports should be made to the Office of Investigative Services (OIS)
immediately upon the employee becoming aware of the suspected violation.
For further information please contact the Human Resources Office or refer
to DHR Human Resource/Personnel Policy #1201, Standards of Conduct and
Ethics in Government.
Personal Appearance During Work Hours
Employees are expected to be clean and neat in appearance during work hours.
As representatives of the State, employees should present a business-like
professional image. A copy of the District 2 Public Health Uniform Policy is
enclosed.
In certain types of jobs, employees may be required to wear uniforms.
Hall County Health Department employees are required to wear uniforms.
A copy of the District 2 Public Health Dress Code Policy # 167 (this policy
includes dress code for Hall County Health Department) was included with
your employment packet mailed to you earlier.
District 2 Public Health organizational units may designate specific days as
“casual days”. Dress on casual days may be less formal, but should always be
clean, neat and suitable for the work place.
Employees may be required to change inappropriate dress or instructed not to
wear the same or similar clothing in the future. Employees who do not comply
with established dress code standards may be subject to disciplinary action,
up to and including separation.
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Use of State Property
State property is to be used for work-related reasons only. Employees are
not to use, misuse or permit the use of State property for other than
work-related reasons. State property includes, but is not limited to,
computers, telephones, fax machines, copiers or other equipment, supplies,
vehicles, work areas and furniture.
The Department reserves the right to conduct reasonable searches on any type
of State property including, but not limited to, desks, lockers, work areas,
State vehicles, etc. Permission to search must be authorized by the Office
of Human Resource Management and Development prior to any search being
conducted.
Use of computers, which includes E-mail, Internet and other computer
searches and
communications, should be professional and for work-related reasons only.
The display or transmission of sexually explicit images, messages or
cartoons is prohibited. Other prohibited activity includes ethnic slurs,
racial comments, off-color jokes or anything that may be considered
harassment or showing disrespect for others.
Employees are not to use computers for playing games, conducting
inappropriate searches, conducting personal business or otherwise performing
other employment activities.
Employees are prohibited from making or charging long-distance telephone
calls to the Department, unless work-related. The receiving and making of
local telephone calls of infrequent, short duration are permitted. These
privileges may, however, be withdrawn if abused. Voice mail messages should
be professional, business-like and communicate accurate information.
Use of the Internet for non-work related reasons is permitted on a basis
similar to that applied to local telephone calls on State telephones, i.e.,
the use is infrequent, of short duration and does not interfere with work.
This privilege may also be withdrawn if abused.
If approved, employees may have personal items in the work area if suitable
and reasonable. These items must not be offensive or inflammatory, or
otherwise inconsistent with the Department’s work setting. Employees may be
required to remove items determined to be inappropriate from work areas at
any time.
Employees are responsible for reporting misuse of State property to their
supervisors, human resource/personnel representatives or other appropriate
officials. Misuse of State property may result in disciplinary action, up to
and including separation from employment.
For further information please contact the Human Resources Office or refer
to DHR Human Resource/Personnel Policy #1205, Use of State Property.
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Use of Privileged or Confidential Information
Many employees are exposed to privileged or confidential information, which
may be of significant interest to the public. Privileged or confidential
information must not be used by employees to gain advantage for themselves,
relatives, friends, or acquaintances.
Privileged or confidential information may only be released by authorized
DHR officials.
Use of computers to obtain information concerning clients, patients,
customers, other employees or other third parties for non-work-related
reason is prohibited.
Arrests and Convictions
Employees are required to disclose felony convictions on Applications for
Employment and convictions and/or pending charges on State Security
Questionnaire/Loyalty Oath Forms. Employees are also required to notify
their supervisors, appropriate human resource/personnel representative or
other authorized official of any arrests and/or convictions within
five (5) calendar days of the date of arrest or conviction. A
determination of appropriate action will be made on a case-by-case basis.
For detailed information regarding standards of conduct and ethics, please
contact the Human Resources Office, or refer to DHR Human Resource/Personnel
Policy
#1201, Standards of Conduct and Ethics in Government.
PERFORMANCE MANAGEMENT PROCESS
Performance Management Evaluations
Within 45 days of employment, your supervisor will write and review with you
a performance plan (PMF).
Employees eligible to be considered for performance-based salary increases are to receive Performance Management Plans for each new performance review period or when placed in a new position. Performance Management Plans include
· job and individual
responsibilities,
· performance expectations
· statewide responsibilities,
and
· terms and conditions of
employment.
and adherence to terms and conditions of employment of employees eligible to be considered for performance-based salary increases. Based on these evaluations, salary increase determinations are made.
Page 20
You
must receive a “met” rating on the individual responsibilities and
performance expectations and a “needs improvement or met” on the terms and
conditions of employment to be eligible for the salary increase.
If you receive a “did not meet” on the individual responsibilities
and performance expectations or on the terms and conditions of employment
you will not be eligible to receive the salary increase.
The Performance Management Process establishes a common salary increase
eligibility date of October 1, each year, with salary increases received
January 1, each year, unless changed by the General Assembly.
Generally, the performance review period is July 1, through June 30,
of each year.
Supervisors have the authority to assign job duties and responsibilities;
take from, add to, eliminate entirely or otherwise change the duties and
responsibilities of employees; and to direct and control their work. Based
on the needs of the Department, the assignment of duties and
responsibilities may be temporary or permanent. When significant changes are
made are made during a review period, Performance Management Plans should be
modified accordingly.
For specific information concerning the Performance Management Process,
please contact your supervisor, the Human Resources Office, or refer to DHR
Human Resource/Personnel Policy #701, Performance Management.
Interim Reviews
Evaluating supervisors must meet with employees at least once during the
performance review period to conduct an interim review of the employees’
work performance and compliance with terms and conditions of employment.
Notes of such meetings should be placed in the supervisory file.
The Management Review Form should include an evaluation of the employees’
progress and recommendations, if any, for corrective action.
Management Review Forms are completed on all new employees and employees who
transfer to different positions or receive promotions at 3, 6 and 12 months.
Job Descriptions
A copy of the job description for the position you hold is enclosed. The job describes the general duties of the position.
Page 21
Personnel File
Your official personnel file is confidential. Only the Human Resources Team, you and your supervisor have access to the file. Your personnel file is made up of the paperwork you complete as a new employee, any changes in employment, salary increases, name/address changes, performance forms (PMF), management review forms (MRF), certificates of training, insurance selections, etc.
Fair Labor Standards Act (FLSA)
The Fair Labor Standards Act (FLSA) applies to all employees of the
Department unless employees are specifically exempted because of their work
assignment. Employees who are subject to the FLSA are considered
“non-exempt”.
The provisions of FLSA include guidance for establishing work periods,
payment of
minimum wages, hours of work, overtime compensation, and required record
keeping.
Non-exempt employees must complete weekly time sheets (except
Non-exempt employees are not authorized to work more that 40 hours in a work
period, unless prior approval is received from supervisors. Emergency
situations in which prior approval is not possible will be reviewed on a
case-by-case basis.
Whenever possible, non-exempt employees who have met their established work
hours in a designated work period should have work hours adjusted during the
work period to avoid overtime accrual. Non-exempt employees earn overtime at
a rate of time and one-half for time actually worked beyond 40 hours in a
work period. Overtime will be granted as compensatory time, or in unique
situations, employees may receive overtime pay.
Exempt employees are not entitled to overtime for time worked beyond 40
hours in a work period. In unusual circumstances when exempt employees are
required to work an extraordinary number of hours, supervisors may grant
some time off within a reasonable period of time. Time off for exempt
employees should not be on an hour-for-hour basis.
If you have questions about FLSA, please contact your supervisor, the Human
Resources Office, or refer to DHR Human Resource/Personnel Policy #1001,
Fair Labor Standards Act.
Page 22
Official Work Hours and Work Schedules
The official work hours of District 2 Public Health are 8:00 a.m. to 5:00
p.m., Monday through Friday. During this time all offices and facilities
should be open for business, unless not possible due to administrative or
programmatic needs. All offices and facilities are to be adequately staffed
to transact business during those hours necessary and appropriate for their
service and administrative functions.
Work schedules may vary depending upon the type of job and work location.
The work hours of employees must be scheduled based on the needs of the
organization. Supervisors have the authority to assign hours of work and
arrange the work schedules of employees as necessary to meet the needs of
the Department.
For more information, please contact the Human Resources Office or refer to
DHR Human Resource/Personnel Policy #1002, Official Hours and Work
Schedules.
Some District 2 Health Departments work extended clinic hours – SEE
Page 23
DISTRICT 2 PUBLIC HEALTH
EXTENDED CLINIC HOURS
COUNTY EXTENDED HOURS – 7 PM CLOSE EARLY – 3 PM
FORSYTH
No extended hours
No early close day
FRANKLIN
1st Thursday each month
Following Friday each month
HABERSHAM
Every Tuesday
Every Friday
HALL CO HEALTH DEPT.
Every Tuesday
Every Friday
DISTRICT OFFICE
No extended hours
No early close day
HALL ENVIRONMENTAL
HEALTH AND CHILDREN WITH SPECIAL
HART
First Tuesday each month
First Friday each month
LUMPKIN
No extended hours
No early close day
RABUN
Every Tuesday
Every Friday
STEPHENS First Thursday each month
Following Friday each month
TOWNS
Every Tuesday
Every Friday
UNION
7:30 a.m. – 6:00 p.m. M–F
7:30 a.m. – 6:00 p.m. M-F
WHITE
Every Thursday
Every Friday
Page 24
Office Closures
There may be times when offices are closed because of severe weather or
other temporary emergencies.
The authority to close an office outside of the Metro
The decision to close a county health department will be determined by the
individual county.
The decision to close Hall County Health Department, Children With Special
Needs, the District Health Office and the
Janice Austin
770-535-5877
Cheryl Bales
770-718-5000.
Employees who are unable to report to work once the office officially opens,
must take annual leave for the time the office was officially open.
Employees must contact their supervisor.
Leave will not be changed for employees who are already on approved leave.
Employees who travel will report to the county health department shown on
their schedule for the day. If
that county health department is closed, employee may report to their home
base or contact their supervisor to request approval to take leave.
If you have unusual circumstances occur, please contact the Human Resources
Office.
For further information, please contact the Human Resources Office or refer
to DHR Human Resource/Personnel Policy #108, Office Closures.
Workers’ Compensation
reported to the supervisor immediately.
Supervisors are required to report all work-related injuries,
illnesses and exposures to occupational disease to the Human Resources
Office immediately and AmeriSys Managed Care.
Human Resources Office (Linda Peck)– 770-535-5869
AmeriSys Managed Care -
1-877-656-7475
Page 25
If, as a result of a work related injury or illness, immediate medical
attention is needed, employees should proceed to the nearest emergency
medical care facility or call 911 for assistance.
Following the emergency admission, service or procedure, your
supervisor must notify the Human Resources Office and AmeriSys Managed Care.
A Case Manager will be assigned and will assist the injured employee
with further recommendations.
A Worker’s Compensation poster is on the bulletin board in each county
health department.
Employees must complete the Selection of Payment Option Form to choose
either use of accrued leave or placement on leave without pay in order to
receive Workers’ Compensation wage loss benefits during the period of
disability. Please contact the
Human Resources Office for information.
For further information regarding Worker’s Compensation, please contact the
Human Resources Office or refer to DHR Human Resource/Personnel Policy
#1701, Workers’ Compensation.
Outside Activities
Other Employment
1.
Does not violate any Federal or State law, Rules of the State
Personnel Board or DHR policy;
2.
Does not create a conflict of interest with Departmental employment;
and
3.
Does not interfere or conflict with their ability to effectively perform
assigned duties and responsibilities with the Department. In this regard,
employees’ jobs with DHR must be considered primary.
Prior to beginning other employment, employees must submit a Request for
Approval of Other Employment Form to their immediate supervisors.
For specific information regarding other employment, please see your
supervisor, contact the Human Resources Office, or refer to DHR Human
Resource/Personnel Policy #1203, Other Employment.
Page 26
Political Activity
For information on political activity that is allowed, as well as political
activity that is not allowed, please refer to DHR Human Resource/Personnel
Policy #1202.
Drug-Free Workplace
Employees are prohibited from illegally engaging in the manufacture,
distribution, dispensing, possession or use of illegal drugs at any time or
place including the workplace.
As part of the terms and conditions of employment, employees are to be free
of illegal drugs while at work or on duty. Also, employees are not to report
for work while impaired by over the-counter drugs. Since it is against the
law to take drugs prescribed for someone else, employees should not use
someone else’s prescription drugs. Employees may be required to submit to
drug testing.
Employees who do not comply with the above are subject to disciplinary
action, up to
and including separation, and future employment by the Department may be
denied.
Alcohol-Free Workplace
As part of the terms and conditions of employment, employees are to be free
of alcohol while at work or on duty. Employees may be required to submit to
alcohol testing. Employees who do not comply with the above are subject to
disciplinary action, up to and including separation, and future employment
by the Department may be denied.
For specific information on alcohol and drug testing programs, please
contact the Human Resources Office or refer to DHR Human Resource/Personnel
Policy #1301, Drug-Free Workplace, and Policy #1302, Alcohol/Drug Testing
Programs.
Grievance Procedures
Grievance procedures have been established to review allegations of
unfavorable employment decisions and conditions that are not considered
unlawful discrimination or sexual harassment. There are separate grievance
procedures for eligible classified and unclassified employees.
There are specific deadlines by which a grievance must be filed.
Page 27
For specific information, please contact the Human Resources Office or refer
to the DHR Human Resource/Personnel Policy #1501, Grievance Procedure for
Classified Employees, and Policy #1502, Grievance Procedure for Unclassified
Employees.
Employees who believe that they have been subjected to sexual harassment
should
immediately report the incident to an appropriate supervisor or the Human
Resources Office.
For specific information, please contact the Human Resources Office or refer
to DHR Human Resource/Personnel Policy #102, Sexual Harassment, and Policy
#1503,
Disciplinary Action
Disciplinary action may be appropriate due to employees’ inappropriate
behavior and/or unsatisfactory performance. When disciplinary action (except
for separation) is taken, employees should be given sufficient information
to enable them to correct the inappropriate behavior and/or unsatisfactory
performance.
Since only classified employees are covered by the Rules of the State
Personnel Board, there are separate disciplinary action procedures for
classified and unclassified employees.
For complete information, please contact the Human Resources Office o refer
to DHR Human Resource/Personnel Policy #1601, Disciplinary/Dismissal Actions
– Classified Employees and Policy #1602, Disciplinary/Separation Actions –
Unclassified Employees.
Employees who resign should provide advance written notice. Generally, a
two-week notice is recommended, unless a shorter period is acceptable to the
supervisor. The date of resignation becomes fixed upon receiving notice, and
can only be changed with the approval of the District Health Director.
Employees who have selected a retirement date and have received confirmation
from the Employees’ Retirement System should advise their supervisors of the
retirement date as soon as possible.
Page 28
Unemployment Compensation
All employees who are separated from employment for any reason should
receive a
Separation Notice Form and may file for unemployment compensation benefits.
Upon application for unemployment compensation benefits, a determination of
eligibility will be made by the
Identification Badges
District 2 Public Health employees are required to wear identification
badges issued by District 2 Public Health while at work or on duty.
Travel
District 2 Public Health employees may be required to travel in order to
perform official duties. State law and Departmental regulations allow
employees to be reimbursed for reasonable and necessary expenses incurred
while traveling in the performance of such duties.
Please contact the District 2 Public Health Accounting Department for more
information regarding travel regulations.
Credit Union
District 2 Public Health employees can join the Human Services Employees’
Credit Union by opening a share/savings account with a minimum deposit of
$30. Please visit the
HSEC Union website @ www.hsecu.org for
more information. Submit
completed application along with check for membership to Janice Austin,
District 2 Human Resources Office for processing.
You will receive an account number from the credit union.
At that time complete the payroll authorization form and submit to
Janice Austin, District 2 Human Resources Office and payroll deductions will
begin the next payroll period.
Charitable Contributions Program
The Charitable Contributions Program is an annual statewide program that
gives State
employees the opportunity to support eligible charitable organizations.
Employees may choose to contribute through a voluntary monthly payroll
deduction or may choose to make a one-time contribution.
For additional information, please contact the Human Resources Office, or
refer to DHR Human Resource/Personnel Policy #1801, Charitable Contributions
Program.
Page 29
404-656-7999
·
FAX: 404-651-9337
March 12, 2008
M E M O R A N D U M
TO:
Employees Covered in the Departmental/Divisional
Random Moment Sample Studies
FROM:
Gene Kirschbaum, Director
SUBJECT:
Random Moment Sample Studies
Random Moment Sample Studies (RMSS) are conducted for the purpose of
executing the Department of Human Resources Cost Allocation Plan which is
the basis for obtaining reimbursement of administrative expenses by federal
funds. These RMSS are conducted
by the Cost Allocation Subsection of the Office of Financial Services.
The results of the RMSS are used to distribute administrative costs to the
programs or grants for which the units being sampled provide support.
It is very important that employees respond to RMSS inquiries with
complete honesty.
The only purpose of RMSS is to determine the amount of time spent on
each program. The results of
the study are not intended for, nor may they be used for, a check on the
working habits of any employees and confidentiality is maintained on all
responses.
Interviewers will make Random Moment calls identifying them as
"Code Four" calls.
When you receive a
"Code Four" call, it is
very important that you
respond with what you are doing
at that moment.
Random Moment calls are chosen entirely at random by a computer program.
You may receive one or more calls in a day, or you may not be called
for several days.
When leaving your office, notify the person who is to answer the telephone about the nature of your absence, such as type of meeting, break, lunch, etc. This will enable the interviewer to complete the RMSS form. Otherwise, the interviewer will leave his/her name, telephone number and time of call and you are required to return the call as promptly as possible. When returning the call, be sure to indicate what you were doing at the moment the interviewer initially called you.
An account must be made for every
Random Moment call. Failure to
respond to the
"Code Four" call will require
removal of that
"Code Four" strike from the
sample. Each
"Code Four" call has a
considerable dollar value that affects reimbursement of administrative
expenses by federal funds.
To correctly code your activity, the interviewer will need to know related
program information or other identifying information.
The following are examples of correct and incorrect responses
to
"Code
Four" calls:
