Employee Leave Policies Quiz
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Questions and Answers

When is an employee allowed to take a leave of absence?

  • When the employee has sufficient accrued leave available. (correct)
  • When the employee does not have sufficient accrued leave available but has an exigent circumstance. (correct)
  • When the employee does not have sufficient accrued leave available and has not been approved by the Division Chief.
  • All of the above

If an employee is scheduled for a court appointment/hearing, what must they do?

  • The employee must inform the supervisor immediately. (correct)
  • The employee must submit a detailed written justification to the Division Chief.
  • None of the above
  • The e-Notify system will not allow the employee to enter a leave date. (correct)

When is an employee required to submit a detailed written justification for leave?

  • When the employee has an exigent circumstance. (correct)
  • When the employee is unable to attend a court appointment due to an exigent circumstance.
  • When the employee is scheduled for a court hearing.
  • When the employee does not have sufficient accrued leave available.

What happens if an employee’s approved leave runs out before the employee has enough leave time to cover the absence?

<p>The employee is to return to work upon depleting their leave balance. (B)</p> Signup and view all the answers

When is the alternate supervisor responsible for approving leave requests?

<p>When the supervisor is on approved leave. (C)</p> Signup and view all the answers

If an employee is unable to attend a court appointment/hearing due to an exigent circumstance, what must the supervisor do?

<p>The supervisor must document the reason in the &quot;Exception&quot; area of the &quot;Users Responsibility Screen.&quot; (C)</p> Signup and view all the answers

What steps should an employee take when they do not have sufficient accrued leave available for an upcoming scheduled leave?

<p>Submit a detailed written justification to the Division Chief for approval. (A)</p> Signup and view all the answers

Who is responsible for approving/disapproving leave requests for an employee who does not have sufficient accrued leave available?

<p>The Division Chief (D)</p> Signup and view all the answers

What is the primary criterion for approving primary vacation requests?

<p>Seniority within the classification (D)</p> Signup and view all the answers

Who has the authority to approve vacation requests submitted on a Vacation Request Form?

<p>Correctional Lieutenant or higher (A)</p> Signup and view all the answers

How long does the facility/bureau supervisor have to approve or disapprove leave requests?

<p>14 calendar days (C)</p> Signup and view all the answers

What must be verified before approving an employee's leave request?

<p>Applicable accrued leave available (D)</p> Signup and view all the answers

Which type of leave request takes precedence over others?

<p>Primary vacation requests (B)</p> Signup and view all the answers

What happens if an employee has a court appointment scheduled?

<p>Leave request will be disapproved unless exigent circumstances exist (C)</p> Signup and view all the answers

How are secondary vacation requests processed if the first choice is unavailable?

<p>The second choice will be processed (C)</p> Signup and view all the answers

What must be maintained to ensure proper staffing on requested leave days?

<p>Adequate manpower verification (A)</p> Signup and view all the answers

Which of the following is NOT included as a reference for the DSOP 6-045 policy on "Vacation and Other Scheduled Leave"?

<p>American Federation of State, County and Municipal Employees, AFL-CIO General Employees, Local 199 Collective Bargaining Agreement (D)</p> Signup and view all the answers

According to the document, what type of staff is authorized to make day(s) off exchange requests?

<p>Both sworn and supervisory staff (D)</p> Signup and view all the answers

What is the version number of the "Vacation and Other Scheduled Leave" policy referenced in the document?

<p>1 (B)</p> Signup and view all the answers

Which of the following Procedural Directives was NOT revoked by the "Vacation and Other Scheduled Leave" policy?

<p>D10-045 (D)</p> Signup and view all the answers

Which of the following is NOT a form or supporting document mentioned in the document?

<p>Overtime Selection Procedures (C)</p> Signup and view all the answers

When was the Procedural Directive "Revisions to DSOP 6-045 Requests for Vacation and Other Leave" dated December 28, 2009 revoked?

<p>April 27, 2012 (D)</p> Signup and view all the answers

What is the subject of the memorandum issued on May 17, 2022?

<p>Revisions to both DSOP 6-034 &quot;Overtime Selection Procedures&quot; and DSOP 6-045 &quot;Vacation and Other Scheduled Leave&quot; regarding employee Day(s) Off Exchange Requests (D)</p> Signup and view all the answers

What happens if an employee fails to return to work after an approved absence?

<p>They shall be deemed absent without authorization. (A)</p> Signup and view all the answers

What must an employee provide if they have an exigent circumstance for a leave request?

<p>A detailed written justification to the Division Chief. (B)</p> Signup and view all the answers

What will happen if an employee is unable to cover their previously approved leave with accrued leave?

<p>They must return to work upon depleting all leave balances. (A)</p> Signup and view all the answers

When can an employee change a previously approved leave request?

<p>Only if it does not affect other approved requests and unit function. (B)</p> Signup and view all the answers

Which of the following is true about an employee's seniority once a vacation request is approved?

<p>It is maintained, regardless of the leave taken. (C)</p> Signup and view all the answers

What must be done before commencing leave in an exigent circumstance?

<p>Obtain approval from the Division Chief. (C)</p> Signup and view all the answers

What should an employee do if their leave request does not have sufficient accrued leave available?

<p>Have the request disapproved. (B)</p> Signup and view all the answers

What is the consequence of not abiding by the directive regarding return to work?

<p>The employee may face disciplinary action. (C)</p> Signup and view all the answers

Which personnel are eligible for day off exchanges under the MDCR guidelines?

<p>Correctional Officers, Correctional Corporals, and Correctional Sergeants (D)</p> Signup and view all the answers

What is the role of the authorizing supervisor in the day off exchange process?

<p>To staff a shift and approve the exchange request (C)</p> Signup and view all the answers

What must both employees participating in the day off exchange have in common?

<p>They must have the same job classification (B)</p> Signup and view all the answers

What system is used to track and approve employee day off exchanges?

<p>Workforce Telestaff (C)</p> Signup and view all the answers

For the day off exchange request, when must an employee submit their request?

<p>At least one month in advance (D)</p> Signup and view all the answers

What documentation is created on the day of exchange for the employee scheduled off?

<p>EX documented in Workforce Telestaff and ePAR (C)</p> Signup and view all the answers

Who is responsible for initiating the day off exchange request?

<p>The initiating employee (B)</p> Signup and view all the answers

Which of the following statements regarding shifts in the exchange procedure is correct?

<p>Both employees must be assigned to the same shift. (A)</p> Signup and view all the answers

What must an employee do after accepting a day(s) off exchange request in Workforce Telestaff?

<p>Wait for the authorizing supervisor to review the request. (A)</p> Signup and view all the answers

What happens to a day(s) off exchange request that is not approved by the authorizing supervisor?

<p>It is automatically rejected and the employees must submit a new request. (B)</p> Signup and view all the answers

In what scenario can an authorizing supervisor disapprove a day(s) off exchange request?

<p>All of the above. (D)</p> Signup and view all the answers

What is the specific action an authorizing supervisor must take after approving a day(s) off exchange request?

<p>Enter an appropriate exchange code for the approved employees into ePAR. (C)</p> Signup and view all the answers

What is the consequence for an employee who is absent, partially absent, or late on their approved working day(s) during a day(s) off exchange?

<p>The employee will be responsible for the absence and any associated costs. (C)</p> Signup and view all the answers

What is the primary purpose of the Workforce Telestaff training video: “Telestaff Leave Request/Day(s) Off Exchange Tutorial”?

<p>To guide employees on the specific steps for submitting leave requests and day(s) off exchanges. (B)</p> Signup and view all the answers

According to this document, who is ultimately responsible for ensuring that an employee’s day(s) off exchange request is approved?

<p>The authorizing supervisor. (C)</p> Signup and view all the answers

Why is it important for employees to be assigned to the same unit of assignment for a day(s) off exchange?

<p>To avoid confusion and potential errors that could arise from employees working in different units. (A)</p> Signup and view all the answers

Flashcards

What is the role of the MDCR Leave Balance Information Report?

The MDCR Leave Balance Information Report is used to check if an employee has enough accrued leave available when they request time off.

What is the Red Log Book used for?

The Red Log Book helps to ensure there are enough staff working on the requested days.

What is the E-Notify system used for?

The E-Notify system is used to check if the employee has been scheduled for a court appointment. If they have, the leave request is denied unless there is an urgent reason.

Who approves vacation requests?

Vacation requests are approved by a Correctional Lieutenant or higher-ranking official.

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What is the priority order for vacation requests?

Primary vacation requests come before secondary vacation and other leave requests and are approved based on seniority within the employee's classification.

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How are secondary vacation requests processed?

Secondary vacation requests are considered after primary requests are finalized and are approved based on seniority and available dates.

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How are secondary vacation requests processed sequentially?

Each employee's secondary vacation request is processed in order of seniority. If a first choice is unavailable, then the second choice will be evaluated.

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How are secondary vacation requests processed during a bid rotation?

During each bid rotation, secondary vacation requests are approved sequentially, starting with the most senior employee's first choice.

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Supervisor's Responsibility in e-Notify

Supervisors must update the e-Notify system with information on all employees under their supervision, including current and transferred personnel.

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Alternate Supervisor for Leave Approvals

When a supervisor takes leave, a designated alternate must be appointed to handle leave approvals in the e-Notify system.

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Leave Scheduling Restrictions for Court Appointments

Employees cannot schedule leave on dates they have court appointments. If an employee cannot attend a court appointment due to an emergency, the supervisor must document the reason.

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Leave Requests Without Accrued Leave

Leave requests without sufficient accrued leave are disapproved unless the employee provides justification for an emergency situation.

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Justification for Leave Without Accrued Leave

Employees requesting other scheduled leave without enough accrued leave must submit a written justification to their Division Chief.

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Returning to Work Early Due to Insufficient Leave

Employees who were previously approved for leave but later have insufficient time may need to return to work early.

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Division Chief's Role in Leave Approvals

The Division Chief is responsible for reviewing and approving or disapproving leave requests with insufficient accrued leave.

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Universal Guidelines for Other Scheduled Leave

The guidelines for other scheduled leave requests apply to all employees.

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Insufficient Leave Time

If an employee requests leave but doesn't have enough accrued time, the request is denied.

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Exigent Circumstance Leave

Employees with urgent reasons for leave can submit a written request to their Division Chief for approval.

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Returning to Work After Leave Depletion

An employee must return to work once all accrued leave is used if they were previously approved for leave.

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Seniority Rights and Leave Approval

When an employee's leave request is approved, they've exercised their seniority rights, whether or not they take the leave.

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Changing Approved Leave

Employees can only change their approved leave if it doesn't impact other employees' approved leave or hurt the shift's operations.

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Absent Without Authorization

Employees who don't return to work after their leave is exhausted are considered absent without authorization, facing disciplinary action.

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DSOP 6-016

The DSOP 6-016 policy applies to employees who are absent without authorization.

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Priority of Vacation Requests

Primary vacation requests are prioritized over secondary and other leave requests based on employee seniority within their classification.

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Procedural Directive

A formal written instruction outlining a specific procedure or course of action.

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Standard Operating Procedure (SOP)

A document that outlines the standard operating practices for a specific function or process.

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DSOP 6-034 'Overtime Selection Procedures'

A formal document that defines the approved method for selecting overtime shifts.

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DSOP 6-045 'Vacation and other Scheduled Leave'

A formal document directing the process of requests for vacation and scheduled leave.

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Day(s) Off Exchange Request

A request made by sworn staff for an exchange of days off with another employee.

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Supervisory Staff

Supervisory staff who have the authority to approve or deny day-off exchange requests.

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Sworn Staff

Employees who are part of the sworn staff, typically working in law enforcement.

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Employee Day(s) Off Exchange Requests

The process of ensuring a balance of staff on duty.

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Initiating Employee

The person who requests to exchange their day off with another employee.

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Covering Employee

The person who agrees to cover the initiating employee's shift.

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Authorizing Supervisor

A supervisor authorized to approve or disapprove shift trade requests.

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EX - Shift Trade Off

A code used in the shift trade system to identify the day the initiating employee is taking off.

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EW - Shift Trade Working

A code used in the shift trade system to identify the day the covering employee is working.

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Workforce Telestaff

A database used to track and approve shift trade requests.

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Eligibility Criteria for Shift Trades

The job classification must be the same for both employees involved in a shift trade. The employees must also work in the same unit and on the same shift.

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Request Deadline for Shift Trades

Shift trade requests must be submitted one month in advance.

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What are the requirements for a successful days-off exchange?

An employee can only swap their days off with another employee if both employees are in the same unit and their exchange won't cause overtime for anyone.

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What is the role of the authorizing supervisor in a days-off exchange?

The authorizing supervisor is responsible for approving or rejecting the days-off exchange request, entering the approval code into the system, and cancelling requests if needed.

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How is a days-off exchange request submitted?

The request for a days-off exchange must be submitted through Workforce Telestaff and reviewed by the authorizing supervisor.

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What are the steps for employees involved in a days-off exchange?

Employees involved in the exchange must accept the request in Workforce Telestaff. Once accepted, the request moves to pending status, where either participant can cancel it.

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What happens to the covering employee during a days-off exchange?

Any absence or tardiness during the days-off exchange will be documented and potentially lead to disciplinary action. The covering employee is accountable for those changes in their schedule.

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What are the supervisor's responsibilities for days-off exchange requests?

The supervisor must review employee requests daily, approve or deny them within the system, and document the exchange in ePAR for approved employees.

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What happens after both employees accept a days-off exchange request?

The request will be automatically sent to the supervisor for approval once it is approved by both employees.

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What happens if an employee does not show up for their shift during a days-off exchange?

Unauthorized absences may lead to disciplinary action. All absences must be documented according to relevant policy.

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Study Notes

DSOP 6-043 "Employee Performance Evaluations"

  • Longevity Pay Step Increase: A pay raise for employees who've worked satisfactorily for 5 years in the same classification, at the highest step of their salary range. Exceptions exist for staff in different salary ranges or those paid hourly. Collective bargaining agreements may have different rules.

  • Merit Increase: A pay raise for employees with a performance evaluation rating of "Satisfactory" or higher.

  • Performance Evaluation: A formal assessment of an employee's work performance.

  • Rater: The immediate supervisor responsible for monitoring and evaluating employee performance.

  • Rater/Reviewer List: A document listing each employee's rater and reviewer, showing the reporting structure. Created periodically.

  • Rating Period: The time frame for which an employee's performance is evaluated.

  • Reviewer: An intermediate or higher-level supervisor who reviews the employee's evaluation.

  • Special Recognition Increase: A pay raise for full-time employees who have maintained an "Outstanding" performance rating for at least 2 years.

Vacation and Other Scheduled Leave (DSOP 6-045)

  • Creditable Pay Period: A pay period where an employee is in pay status for more than half the regular work hours. For example, a full-time employee with a 80-hour pay period needs to be in pay status for at least 40 hours to earn a creditable pay period.

  • Exigent Circumstance: An unforeseen event outside of an employee's control, for example, sudden family illness, natural disaster, or emergency.

  • Fiscal Year: The accounting period for Miami-Dade County, starting on October 1st and ending on September 30th.

  • Furlough Day: Mandatory leave without pay according to collective bargaining agreement.

  • Leave Year: A time period of 26 pay periods used to track employee leave. (Linked to hire date unless applicable pay periods were lost).

  • Other Scheduled Leave: Vacation requests submitted outside the accepted timeframe; e.g., 8-hour annual or 64-hour holiday leave.

  • Pay Period: A 14-calendar day payroll period for Miami-Dade County.

  • Vacation: Leave requests of a week or longer submitted during a designated acceptance period. Includes 40 hours annual leave (40A) and 64 hours compensatory leave (64C). Excludes assigned days off.

  • Vacation (Primary): Leave taken using seniority.

  • Vacation (Secondary): Leave taken after primary vacation requests are finalized, based on seniority.

  • Workweek: The standard number of working hours/days for full-time employees, in this case, typically 40 hours.

  • Adequate Staffing: Supervisors must ensure at least 10% of their workforce (by classification) has approved vacation or other scheduled leave at any given time (exceptions for "rounding up" may apply).

  • Vacation Requests (Primary): Employees whose positions are subject to the bid process must submit their requests within 14 calendar days of the departmental bid rotation date.

  • Vacation Requests (Secondary): Employees may submit multiple secondary vacation requests after the primary vacation period, prioritized by seniority.

  • Other Scheduled Leave Requests: These requests, for periods shorter or longer than a week, must be submitted at least one month before the requested date, along with valid documentation of a relevant exigent circumstance.

  • Approvals: No employee can approve their own leave. Each shift supervisor must maintain a log book of leave requests, and requests need to be checked for sufficient accrued leave before approval.

  • Requests exceeding authorized limits: Requires a written explanation for the exigent circumstance, relevant action memorandum, and supporting documentation.

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Related Documents

Miami-Dade Corrections And Rehabilitation Department DSOP 6-043 PDF

Description

Test your knowledge on employee leave policies, including circumstances for leaves of absence and the responsibilities of supervisors. This quiz covers crucial scenarios such as court appointments, exigent circumstances, and rules for approving leave requests. Ensure you understand the procedures for managing leave effectively.

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