City of Paris Personnel Policies and Procedures PDF

# City of Paris Personnel Policies and Procedures ## December 10, 2024 ## Foreword The purpose of the City of Paris Personnel Policy is to provide a consistent guide to personnel actions involving City employees. All employees are employment-at-will and these policies are not intended to create...

# City of Paris Personnel Policies and Procedures ## December 10, 2024 ## Foreword The purpose of the City of Paris Personnel Policy is to provide a consistent guide to personnel actions involving City employees. All employees are employment-at-will and these policies are not intended to create contractual rights regarding employment or otherwise. It also is not intended to give specific guidelines for every conceivable personnel action. These guidelines are sufficiently broad to provide the latitude of discretion that may be needed in individual situations. However, this degree of discretion shall not be permitted to violate the spirit and intent of the Policy. This Policy should be referred to regularly when making decisions affecting City civilian personnel and Civil Service personnel where the City of Paris Civil Service Rules and the Local Government Code are silent. The City Council may change or amend these policies within statutory and charter limitations to the extent necessary to more effectively and efficiently promote the interest of the City. ## Table of Contents - **SECTION 1 – INTRODUCTION.** - **SECTION 1.01 - Mission Statement.** - **SECTION 1.02 - Scope.** - **SECTION 1.03 - At-Will Employment.** - **SECTION 2 – EQUAL OPPORTUNITY.** - **SECTION 2.01 – Equal Opportunity Employer.** - **SECTION 2.02 - Illegal Harassment** - **SECTION 2.021 - Sexual Harassment.** - **SECTION 2.022 - Definition** - **SECTION 2.023 - Racial Harassment and other Illegal Harrassment.** - **SECTION 2.024 - Responsibility of Department Heads/Managers/Supervisors** - **SECTION 2.025 - Responsibility of Employees; Disipline for Violation of this Policy...** - **SECTION 2.03 – Complaint Process** - **SECTION 3 – HIRING PROCEDURES – NON-CIVIL SERVICE** - **SECTION 3.01 - Vacancy Identification** - **SECTION 3.02 - Announcement of Vacancies** - **SECTION 3.03 - Applications** - **SECTION 3.04 - Interview/Selection** - **SECTION 3.05 – Promotion Policy.** - **SECTION 3.06 - Temporary Promotions** - **SECTION 3.07 - Transfers.** - **SECTION 3.08 - Non-disciplinary Demotions.** - **SECTION 3.09 – Disqualification of Applicants** - **SECTION 4 – APPOINTMENTS** - **SECTION 4.01 - Type of appointments.** - **SECTION 4.02 - Relatives** - **SECTION 4.03 - Residence** - **SECTION 4.04 – Criminal Background/Motor Vehicle Record Check.** - **SECTION 4.05 - Medical Examinations.** - **SECTION 4.06 – Civil Service Employment Agreement** - **SECTION 4.07 - Orientation** - **SECTION 5 – PROBATION – NON-CIVIL SERVICE.** - **SECTION 5.01 - Purpose.** - **SECTION 5.02 – Probationary Period.** - **SECTION 5.03 - Status** - **SECTION 5.04 - Termination** - **SECTION 6 – PERFORMANCE EVALUATION.** - **SECTION 6.01 – Performance Reviews** - **SECTION 6.02 - Responsibility of Directors/Managers/Supervisors** - **SECTION 6.03 – Responsibility of Employees** - **SECTION 7 – CLASSIFICATION – NON-CIVIL SERVICE** - **SECTION 7.01 – Plan Administration** - **SECTION 7.02 - Position Reclassification** - **SECTION 8 – COMPENSATION AND OPERATING HOURS** - **SECTION 8.01 – Basics** - **SECTION 8.02 - Administration of Range/Salary Schedules (Excludes Civil Service and EMS Employees)** - **SECTION 8.03 – Operating Hours (Excluding Civil Service and EMS Employees).** - **SECTION 8.04 – Overtime (Excludes Civil Service and EMS Employees)** - **SECTION 8.05 – Emergency Duty** - **SECTION 8.06 – Emergency Call Back.** - **SECTION 8.07 – Pay/Payment Procedure** - **SECTION 9 – NON-DISCIPLINARY SEPARATIONS.** - **SECTION 9.01 - Resignation/Voluntary Termination** - **SECTION 9.02 - Layoff.** - **SECTION 9.03 - Unable to perform Essential Job Functions due to a Disabling Condition** - **SECTION 9.04 - Retirement.** - **SECTION 9.05 - Procedures** - **SECTION 9.06 – Exit Interviews** - **SECTION 10 - RETURN TO CITY EMPLOYMENT** - **SECTION 10.01 - Definitions.** - **SECTION 10.02 – Veterans** - **SECTION 10.03 - Restoration of Credits** - **SECTION 11 -- SAFETY AND HEALTH** - **SECTION 11.01 - Working Conditions.** - **SECTION 11.02 - Safety Regulations** - **SECTION 11.03 - Accident Reporting** - **SECTION 12 PROCEDURES FOR GRIEVANCES AND APPEALS (EXCLUDES CIVIL SERVICE EMPLOYEES).** - **SECTION 12.01 – Grievance Policy** - **SECTION 12.02 - Grievance Procedures** - **SECTION 13 – PERSONNEL RECORDS** - **SECTION 13.01 - Inspection.** - **SECTION 13.02 - Changes in Employee Information** - **SECTION 13.03 - Personnel Master File.** - **SECTION 13.04 - Department Personnel File..** - **SECTION 14 – BENEFITS AND SERVICES FOR EMPLOYEES** - **SECTION 14.01 – Holidays** - **SECTION 14.02 - Compensatory Leave.** - **SECTION 14.03 - Vacations.** - **SECTION 14.04 - Attendance Holidays** - **SECTION 14.05 - Sick Leave.** - **SECTION 14.06 – Family and Medical Leave.** - **SECTION 14.061 – Eligibility** - **SECTION 14.062 - Definitions.** - **SECTION 14.063 - Leave Requirements.** - **SECTION 14.064 Intermittent Leave.** - **SECTION 14.065 - Employee Responsibility** - **SECTION 14.066 - Department Head/Manager/Supervisor's Responsibility.** - **SECTION 14.07 – Military Leave.** - **SECTION 14.08 – Administrative Leave With Pay.** - **SECTION 14.09 - Authorized Leave Without Pay.** - **SECTION 14.10 - Funeral Leave.** - **SECTION 14.11 - Injury Leave** - **SECTION 14.12 – Worker's Compensation/Return to Work** - **SECTION 14.13 - Health Insurance** - **SECTION 14.14 - Life Insurance** - **SECTION 14.15 - Continuation of Health Insurance after Termination** - **SECTION 14.16 - Retirement Plan....** - **SECTION 14.17 - Retiree Health Insurance..** - **SECTION 14.18 - Public Safety Officer Health Benefits.** - **SECTION 14.181 - Definitions.** - **SECTION 14.182 - Coverage** - **SECTION 14.19 - Professional Dues, Fees, Recertification and Education..** - **SECTION 14.20 – Travel** - **SECTION 14.21 – City Council Business and Travel Expenses.** - **SECTION 14.22 - Breastfeeding Policy** - **SECTION 15-EMPLOYEE CONDUCT** - **SECTION 15.01 - General** - **SECTION 15.02 - Attendance** - **SECTION 15.03 - Work Standards.** - **SECTION 15.04 - Political Activities** - **SECTION 15.05 - Code of Ethics** - **SECTION 15.06 - Outside Employment/Activity** - **SECTION 15.07 - Solicitation** - **SECTION 15.08 - Physical/Mental Fitness** - **SECTION 15.09 - Indefinite Suspension Without Pay Non-Civil Service..** - **SECTION 15.10 - Personal Appearance.** - **SECTION 15.11 - Use of Tobacco Prohibited.** - **SECTION 15.12 – Use of Equipment.** - **SECTION 15.13 – Maintaining a Hostile/Violence-Free Workplace.** - **SECTION 15.14 – Cell Phone Use in the Workplace** - **SECTION 15.15 - Social Media** - **SECTION 15.16 - Arrests, Confinements and Indictments** - **SECTION 16 – DISCIPLINARY ACTIONS – NON-CIVIL SERVICE** - **SECTION 16.01 - Purpose.** - **SECTION 16.02 - Types of Disciplinary Actions** - **SECTION 16.03 – Basis for Disciplinary Actions** - **SECTION 16.04 - Administration** - **SECTION 16.05 – Standard Disciplinary Action** - **SECTION 16.06 – Disciplinary Action Procedures** - **SECTION 16.07 – Administrative Leave Without Pay** - **SECTION 16.08 – Temporary Removal from Workplace** - **SECTION 17 – CONTROLLED SUBSTANCE AND ALCOHOL ABUSE.** - **SECTION 17.01 - Scope.** - **SECTION 17.02 - Purpose...** - **SECTION 17.03 – Background of Policy.** - **SECTION 17.04 - Definitions.** - **SECTION 17.05 – Policy Administration** - **SECTION 17.06 - Employee Responsibilities.** - **SECTION 17.07 - General Procedures** - **SECTION 17.08 – Controlled Substance and Alcohol Screening Procedures** - **SECTION 17.09 - Public Safety Employees and Safety-Sensitive Positions.** ## APPENDIX # Attachment 1 - Administrative Guidelines # Attachment 2 - City of Paris Family and Medical Leave Form - TO BE COMPLETED BY THE EMPLOYEE - TO BE COMPLETED BY PHYSICIAN - TO BE COMPLETED BY FAMILY MEMBER - TO BE COMPLETED BY SUPERVISOR AND PROVIDED TO THE EMPLOYEE # Attachment 3 - GUIDELINES FOR HANDLING EMPLOYEES AT WORK OR ATTEMPTING TO REPORT TO WORK IN VIOLATION OF THE CONTROLLED SUBSTANCE & ALCOHOL ABUSE POLICY - PROCEDURAL REMINDERS REGARDING CONTROLLED SUBSTANCE/ALCOHOL ABUSE SCREENING FOR POST-ACCIDENT - EMPLOYEE INTERVIEW SHEET - OBSERVATION CHECKLIST # Attachment 4 - COACHING/COUNSELING SESSION # Attachment 5 - Grievance/Complaint Form