Jefferson County Personnel Rules 2016

Jefferson County Personnel Rules
December 10, 2015
Section 1: Introduction
page 1
Table of Contents
Section 1: Introduction .................................................................................................................................... 3
A.
Purpose................................................................................................................................................ 4
B. Applicability ....................................................................................................................................... 4
Section 2: Administration ............................................................................................................................... 5
A.
Authority ............................................................................................................................................. 5
B.
Personnel File...................................................................................................................................... 5
C.
Equal Employment Opportunity ......................................................................................................... 6
D. Americans With Disabilities Act ........................................................................................................ 6

Section 3: Classification System ..................................................................................................................... 7
A.
Positions .............................................................................................................................................. 7
B.
At Will Status...................................................................................................................................... 9
C.
Other Employment Designations ........................................................................................................ 9
D.
Changes to Positions ......................................................................................................................... 10
E. Qualifications .................................................................................................................................... 11
Section 4: Work Schedules and Salary Administration ................................................................................ 13
A.
Schedules .......................................................................................................................................... 13
B. Salary Administration ....................................................................................................................... 15

Section 5: Benefits ........................................................................................................................................ 16
A.
Benefits ............................................................................................................................................. 16
B.
Medical Insurance ............................................................................................................................. 16
C.
Dental Insurance ............................................................................................................................... 16
D.
Life Insurance ................................................................................................................................... 16
E.
Retirement Program .......................................................................................................................... 17
F.
Life Assistance Program ................................................................................................................... 17
G.
Disability Benefits ............................................................................................................................ 17
H. Voluntary Benefits ............................................................................................................................ 17

Section 6: Vacation, Sick and Other Leaves ................................................................................................. 18
A.
Vacation Time ................................................................................................................................... 18
B.
Sick Time .......................................................................................................................................... 20
C.
Administrative Leave ........................................................................................................................ 22
D.
Family and Medical Leave Act (FMLA) .......................................................................................... 23
F.
Medical Leave ................................................................................................................................... 25
G.
Leave for On-the-Job Injuries ........................................................................................................... 26
H. Military Leave ...................................................................................................................................... 28

I.
Court Leave ....................................................................................................................................... 28
page 2
J.
Discretionary Leave Without Pay ..................................................................................................... 29
K.
Leave for Victims of Domestic Abuse............................................................................................. 29
L. Leave Administration........................................................................................................................ 29
Section 7: Employee Conduct ....................................................................................................................... 30
A.
Harassment ........................................................................................................................................ 30
B.
Violence in the Workplace................................................................................................................ 31
C.
Outside Employment and Business Interests .................................................................................... 31
D.
Multiple County Positions ................................................................................................................ 31
E.
Conflict of Interest Perceived and Actual ...................................................................................... 32
F.
Use of County Property .................................................................................................................... 33
G.
Confidential Information .................................................................................................................. 33
H. Drug Free Workplace .......................................................................................................................... 33

I.
Employee Drug and Alcohol Testing ............................................................................................... 34
J.
Political Activities............................................................................................................................. 34
K.
Safety ................................................................................................................................................ 35
L.
Personal Property .............................................................................................................................. 35
M. Internal Searches ............................................................................................................................... 35

N.
Physical or Mental Condition ........................................................................................................... 35
O. Reporting of Employee Conduct Violations and Illegal and Dishonest Behavior ........................... 35
Section 8: Disciplinary and Corrective Actions............................................................................................ 36
A.
Definition .......................................................................................................................................... 36
B.
Grounds for Action ........................................................................................................................... 36
C.
Forms of Action ................................................................................................................................ 37
D. Exception .......................................................................................................................................... 38
Section 9: Separation From The County ....................................................................................................... 39
A.
Resignation ....................................................................................................................................... 39
B.
Dismissal ........................................................................................................................................... 39
C.
Reorganization .................................................................................................................................. 39
D.
Medical Separation ........................................................................................................................... 40
E.
Separation Pay .................................................................................................................................. 40
F.
Severance Agreement ....................................................................................................................... 40
G. Return of County Property ................................................................................................................ 41

SECTION 10: COMPLAINT AND GRIEVANCE PROCEDURES .......................................................... 42
A.
Complaint Procedure ........................................................................................................................ 42
B.
Grievance Procedure ......................................................................................................................... 43
page 3
A. Purpose
The Jefferson County Personnel Rules (Rules) explain employee and County responsibilities.
B. Applicability
1. Except as otherwise provided in these Rules or by statute, the Rules are applicable to employees of
the following agencies:
a. The Board of County Commissioners;
b. The Jefferson County Sheriff;
c. The Jefferson County Clerk & Recorder;
d. The Jefferson County Treasurer;
e. The Jefferson County Assessor;
f. The District Attorney of the First Judicial District;
g. Jefferson County Public Health;
h. The Jefferson County Coroner;
i. The Jefferson County Public Trustee; and
j. The Jefferson County Public Library.
2. In the event of conflict between the terms of the Rules and any applicable State or Federal law, the
law shall prevail.
3. Any Department/Division Director, County Manager, Elected Official, Appointed Official, or
Board, may establish supplemental staff directives applicable to the employment unit or units so
long as such directives do not conflict with the Rules. A copy of all additional directives should be
submitted to Human Resources for its information.
4. Nothing contained in these Rules shall be construed to authorize a Department/Division Director,
County Manager, Elected Official, Appointed Official, or Board or any other person or spending
unit to exceed its appropriated budget.
These Rules were adopted by the Personnel Board to apply to all employees of Jefferson County effective
December 10, 2015.
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JEFFERSON COUNTY PERSONNEL RULES
December 10, 2015
Section 2: Administration
A. Authority
1. The Personnel Board shall adopt the Rules. The Rules may be amended from time to time by the
Personnel Board with or without notice to employees and amendments shall become effective upon
adoption or on such date as the Personnel Board shall designate. Any Rule can be waived upon
resolution of the Personnel Board.
2. Members of the Personnel Board include: The Board of County Commissioners, the Jefferson
County Sheriff, the Jefferson County Clerk and Recorder, the Jefferson County Assessor, the
Jefferson County Treasurer, the District Attorney of the First Judicial District, the Jefferson County
Coroner, the Public Trustee, the Executive Director for Jefferson County Public Health, and the
Executive Director of the Jefferson County Public Library. Members may authorize a designee to
act on their behalf.
B. Personnel File
1. Personnel Records
a. Human Resources shall be the custodian of Personnel Records in accordance with applicable
federal, state and local laws. Human Resources shall obtain and maintain individual personnel
records for all employees, except files of Sheriffs Office, Library and District Attorneys
Office employees.
b. The Sheriffs Office, Library and District Attorneys Office shall be the custodian of the
Personnel Records for their respective employees.
2. Work Authorization Records
Human Resources shall obtain and maintain documents regarding the work authorization of all
employees, as required by law.
3. Medical Records
Employee medical records shall be kept confidential and in a file separate from other personnel
records.
4. Record Review
a. With reasonable advance notice, employees may be allowed to access their own records.
Employees may receive copies of the documentation in their file(s).
b. Records shall also be available for review by the applicable supervisor(s), and as necessary by
attorneys from the County Attorneys Office, Human Resources, auditors, or as required by
law. Others may review a file with the written permission of the employee whose file is being
reviewed.
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December 10, 2015
C. Equal Employment Opportunity

1. Jefferson County is an equal opportunity employer, providing equal employment opportunity to all
qualified persons. The County affirms the rights of all employees and applicants for employment to
be protected from discrimination, intimidation, physical harm and harassment based on race, color,
religion, sex, national origin, age, disability, sexual orientation, genetic information, or any other
status protected by Federal or State law. See Section 7(A) regarding Harassment.
2. The County strongly disapproves of such discrimination and harassment and will not tolerate such
behavior toward its employees or applicants. To affirm the Countys support of equal opportunity,
the County shall:
a. Recruit, hire, train, and promote persons without regard to race, color, religion, sex, national
origin, age, disability, sexual orientation or any other status protected by Federal or State law.
b. Support the principle of equal employment opportunity in its employment decisions.
c. Take personnel actions without regard to race, color, religion, sex, national origin, age,
disability, sexual orientation or any other status protected by Federal or State law.
3. The Director of Human Resources has been designated as the Equal Employment Opportunity
Coordinator and is responsible for addressing compliance with state and federal equal employment
laws in conjunction with the County Attorneys Office.
4. Adverse treatment of any employee that is in retaliation for opposing discrimination or in
retaliation for participating in any discrimination investigation or claim will not be tolerated.
5. Employees who believe that they have been subjected to unlawful discrimination or unlawful
retaliation should immediately contact their supervisor or Human Resources. If the employee
believes that the matter has not been appropriately resolved through informal communications, the
employee must submit a written complaint to his/her supervisor or Human Resources.
D. Americans With Disabilities Act
The County shall comply with the Americans with Disabilities Act, Rehabilitation Act, and related
laws. When an employee/applicant is an otherwise individual with a disability, the County may make
reasonable accommodations for that individual in a manner consistent with federal and state law.
Should an accommodation be needed, employees should talk directly with their supervisor and submit
a request in writing to their supervisor or Human Resources.. An employee who believes that the
County has not responded to a request for reasonable accommodation should notify his or her
supervisor or Human Resources in writing immediately.
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December 10, 2015
Section 3: Classification System

A. Positions
1. Standard
a. Regular Status
Regular Status is designated to an employee who has successfully completed probation.
b. Probationary Status
All employees who are newly hired, promoted, demoted, voluntarily demoted or transferred
shall be on Probationary Status for a period of one year from the effective date of their new
position. All employees with Probationary Status also have At Will Status and may be
terminated at any time during the probationary period. This probationary period may be
extended for any period of time that the employee has been on leave. The employee stays on
probation until such time as the employee is terminated or granted Regular Status through a
Personnel Action form. During a probationary period following a promotion, the employee may
be returned to the earlier position with Regular Status and pay at the sole discretion of the
Department Director, County Manager or Elected Official provided that a vacancy for that
position exists.
c. Limited Status
Standard positions may be designated as Limited with a specified ending date in order to meet
the needs of a special project or other short-term need. The ending date should be no more than
one year from the initial designation as Limited. Limited Status employees receive only those
benefits required by law. All employees with Limited Status also have At Will Status and may
be terminated at any time.
2. Temporary
Employees in Temporary Positions receive only those benefits required by law. Temporary
employees may apply for other positions and be hired pursuant to a recruitment but are not eligible
for promotion or preference in hiring into a Standard Position. All employees in Temporary
Positions have At Will Status. No person can be hired into a temporary position who has previously
been employed with the County in any position within the previous thirteen weeks unless the person
has worked less than 130 hours per calendar month for the past twelve months. Temporary
employees must work less than 130 hours each calendar month.
3. Grant Funded
A Grant Funded Position is one that is filled as part of a grant program, wherein compensation may
be paid and benefits may be provided only to the extent approved as part of the grant program. All
employees in Grant Funded Positions have At Will Status. Employees in Grant Funded positions
that do not provide standard benefits as part of the Grant Funded program must work less than 130
hours each calendar month.
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December 10, 2015
4. Selected
A Selected Position is one that is filled at the discretion of an Elected Official without use of the
recruitment process.
a. Commissioners shall be permitted one Selected Position each. All other Elected Officials shall
be permitted two Selected Positions each.
b. To fill a Selected Position, candidates must meet minimum qualifications for the job.
c. Employees in Selected Positions have At Will Status, serve at the pleasure of the Elected
Official who selected them, and if not earlier terminated should anticipate separation from
employment at the time the Elected Official who selected them leaves office.
5. Designated At Will
The following Designated At Will Positions have At Will Status and serve at the will of the
corresponding authority:
Positions with At Will Status
County Manager
Public Information Officer
County Attorney
All Attorneys of the County Attorneys Office
Chief Deputy Coroners and Deputy Coroners
Coroner Investigators
Deputy County Manager, Department, Deputy
Department and Division Directors
Public Health Executive Director
Public Health Division Directors
Library Executive Director
Chief Deputy Clerk and Recorder
Chief Deputy Treasurer
Chief Deputy Public Trustee
District Attorneys Office Employees
Sheriffs Office Employees
Assessors Office Employees
Authority
Board of County Commissioners
County Manager
Board of County Commissioners
County Attorney
Coroner
Coroner
County Manager
Public Health Board of Directors
Public Health Executive Director
Library Board of Trustees
Clerk and Recorder
Treasurer
Public Trustee
District Attorney
Sheriff
Assessor
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December 10, 2015
B. At Will Status
Employees with At Will Status serve at will and their employment may be terminated at any time with
or without cause and with or without notice. Employees with At Will Status shall have no recourse to
any Grievance Procedures, Complaint Procedures, or other provisions of these Rules in connection
with their separation from employment. Neither these Rules nor any other statement, written or oral,
shall create a contract, express or implied, or a guarantee of employment for any period of time. No
employee or official has the authority to enter into a contract for employment, and no such contract of
employment shall be valid or of any force and effect unless executed by the Board of County
Commissioners. No other provisions of these Rules or any statement of any person may alter or change
the At Will Status of any position identified as having At Will Status in these Rules.
C. Other Employment Designations
1. Benefit Eligible
Employees in Standard, Selected, and Designated At Will Positions who are scheduled to work at
least twenty (20) hours per week are considered Benefit Eligible unless otherwise specified.
Employees in Grant Funded Positions may be Benefit Eligible if provided in the grant program.
2. Full-time and Part-time
Employees scheduled to work 40 hours per week are considered Full-time. Employees scheduled to
work a set number of hours per week which shall consist of at least 20 but less than 40 are
considered Part-time. Part-time employees accrue vacation and sick hours on a prorated basis and
are allocated holiday hours on a prorated basis. Employees who work less than 35 hours per week
are not eligible for Long Term Disability benefits.
3. Executive Officers
An Elected Official or Board, upon approval of the Personnel Board, may give a position an
Executive Officer designation. The position remains designated as an Executive Officer at the
discretion of the Elected Official or Board and receives Executive Officer benefits.
4. Essential Employees
a. Positions or employees may be designated Essential if the employee is needed to provide
County services at times when requested and/or other than regular work hours. Each
Department/Division Director, County Manager, Elected Official, Appointed Official, or Board
will identify and advise those employees it deems Essential.
b. Essential employees are expected to report to work when requested.
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December 10, 2015
c. Types of Essential Positions may include:

(1) On-Call: On-Call Employees shall be available for and capable of reporting to work upon
notification and within a specified period of time, generally one hour. Work hours include
one hour of call back time. EXCEPTION: District Attorney and Sheriffs Office employees.
(2) Call Back: Call-Back Employees shall be available to report back to work outside normal
working hours.
(3) Unscheduled Split Shift
Unscheduled Split Shift Employees shall be available to report to work twice in the same
workday in order to complete a full work shift. If circumstances change and the employee is
not required to return to work, the employee will be paid for the full shift and will not be
required to use personal or vacation time.
5. Exempt and Non-Exempt
Each position will have a Fair Labor Standards Act (FLSA) designation based on the nature of the
work performed. The designation will be either:
a. Exempt: Positions that are exempt from the overtime provisions of the FLSA and not eligible
for Overtime/Compensatory Time.
b. Non-Exempt: Positions that are covered by the overtime provisions of the FLSA and are
eligible for Overtime/Compensatory Time.
D. Changes to Positions
1. Reclassification
When a position no longer reflects the initial classification of the position due to significant
changes in the job duties, which could occur as the result of reorganization, a request for that
position to be reclassified may be considered. Reclassification requests should be limited to no
more than one request per position per calendar year. Reclassification should not be used solely for
the purpose of effecting a pay change or promoting or demoting an employee.
2. Promotion
a. An employee may be promoted at any time to a higher pay grade, subject to meeting the
minimum qualifications for the position. Open positions within a Department or Office may be
filled by promotion of an employee in a Standard or Designated At Will Position without a
recruitment.
b. The employee may be considered for an increase in pay on the date of promotion. No employee
shall be required to accept a promotion.
3. Demotions
An employee may be demoted for failure or inability to perform the essential functions of the
position, or as the result of disciplinary or corrective action.
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4.
December 10, 2015
Voluntary Demotion
a. An employee may request a voluntary demotion to a position in a lower pay grade. Voluntary
demotions may be granted at the discretion of the appropriate supervisor(s).
b. In the event of a voluntary demotion, an employees salary may be adjusted to reflect the new
position.
c. The employee's anniversary date shall not change and all accumulated benefits shall transfer.
5. Transfers
a. An employee may request a transfer to a position in the same pay grade. Transfers may be
granted at the discretion of the appropriate supervisor(s).
b. A Department/Division Director, County Manager, Elected Official, Appointed Official, or
Board may transfer an employee to another position due to a reorganization or to effect other
changes in operations. Human Resources should review all such transfers.
c. In the event of a transfer, an employees salary may be adjusted to reflect the new position.
d. The employee's anniversary date shall not change and all accumulated benefits shall transfer.
6. Acting Positions or Special Assignments
a. An employee may be moved from his or her current position to an acting position to fill a
vacancy or fill a position that is a special assignment of limited duration. Employees are not
required to take acting positions or special assignments.
b. A temporary adjustment within the pay grade for the acting position or special assignment is
not required but may be made by the supervisor where appropriate.
c. When the employee no longer fills the acting position or special assignment, the employee will
be returned to his or her former position and pay that would have applied had the employee not
taken the acting position or special assignment.
7. Temporary Duties
An employee may be required to assume additional or other duties and responsibilities that are not
part of the employees job description. Temporary adjustment in pay is not required for the
assumption of such temporary duties.
E. Qualifications
1. Background Checks
Some positions may require a candidate to authorize the County to conduct a criminal background
check. All information obtained from the background and/or credit check will be kept in
confidential files in Human Resources and in accordance with state of Colorado records retention
requirements.
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December 10, 2015
2. Motor Vehicle Records

a. If driving is a requirement of a position, the Motor Vehicle Record of the applicant should be
obtained and reviewed before any final offer of employment is extended.
b. Employees that use a County or personal vehicle to conduct County business shall comply with
the Driving on County Business Policy in the County Policy Manual.
3. Hiring of Relatives
No relative may be hired, promoted, or transferred if the relatives employment would create a
conflict of interest as set forth in the Employee Conduct Section. The County will not consider
applications where employment would create such a conflict of interest.
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December 10, 2015
Section 4: Work Schedules and Salary Administration

A. Schedules
1. Work Week
The regular work week shall commence at 12:01 a.m. Sunday and cease at midnight on the
following Saturday unless otherwise stated and documented in writing by the supervisor.
2. Flex Schedules
The supervisor may allow employees to work a flexible schedule so long as the schedule and work
hours are in compliance with the overtime provisions of the Fair Labor Standards Act. The work
week applicable to an employees flexible schedule must be documented in writing and shall assure
that no more than 40 hours are scheduled in any work week.
3. Breaks and Meal Times
Each supervisor shall determine length and scheduling of breaks and meal times. Meal times should
be no less than 30 minutes and employees must be relieved of their work duties during that time.
4. Breaks for Nursing Mothers
As required under state and federal law, the County will provide reasonable break time and an
appropriate location for an employee to express breast milk for her nursing child for up to two
years after the birth.
5. Holidays
The Personnel Board designates days to be observed as legal holidays. An employee who is
required to work on the designated holiday shall be compensated as for overtime work except
employees who have an equivalent holiday schedule. Any Department/Division Director, Elected
Official, Appointed Official, or Board has the discretion to provide an equivalent holiday work
schedule for employees when the regular work of the unit requires employees to work on a specific
holiday or holidays. Employees will not be paid for holidays that occur while on an unpaid leave.
6. Overtime/Compensatory Time
a. The County has the right to require reasonable overtime work from all employees. Employees
cannot refuse an overtime assignment that the County deems reasonable.
b. Compensation, Non-Exempt Employees
(1) Hours worked in excess of a 40 hour work week shall be compensated unless an exemption
applies under the provision of the Fair Labor Standards Act.
(2) All overtime worked by a non-exempt employee must be authorized in advance by the
appropriate Department/Division Director, County Manager, Elected Official, Appointed
Official, or Board or a designated representative. Employees are prohibited from working
overtime without prior authorization.
(3) Compensated time off (e.g., paid holidays, sick time, injury leave, vacation, etc.) shall not
be considered as hours worked for the purposes of computing overtime. EXCEPTION:
Sheriffs Office employees.
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December 10, 2015
(4) Compensation shall be:

(a) Overtime Pay: Pay at a rate of one and one-half times the regular hourly rate, or
(b) Compensatory Time: Time off at a rate of one and one-half times the number of hours
worked in excess of a 40 hour work week. Accrual of Compensatory Time may not
exceed 240 hours (160 extra hours worked, for an accrual at 1 times or 240 hours). If
more than 240 hours are accrued, overtime pay must be paid for the excess hours.
Supervisors must allow employees to use Compensatory Time within a reasonable
timeframe. When a supervisor receives a request to use Compensatory Time, the
supervisor shall allow the request unless to do so would unduly disrupt operations.
Supervisors may schedule and direct the use of Compensatory Time in order to control
accruals.
(5) Upon separation from employment, Non-Exempt employees shall be paid for all
accumulated overtime based upon the employee's current hourly rate at the time of
separation or the average hourly rate received by such employee during the last 3 years of
the employee's employment, whichever is higher.
(6) Employees must accurately record all hours worked into the time keeping system for the
County.
c. Compensation, Exempt Employees
(1) Employees in positions that are designated as Exempt under the Fair Labor Standards Act
(FLSA) shall work their established work week and shall be required to work whatever
additional time is necessary to accomplish their assignments and responsibilities.
(2) An Exempt Employee shall not be eligible for Overtime Pay or Compensatory Time.
(3) Casual Time:
(a) The earning of Casual Time for Exempt Employees ceased December 31, 1995.
(b) Employees who have banked Casual Time are eligible to use up to 80 hours per year of
their banked Casual Time with prior management approval. All use of Casual Time
shall be reported in the payroll timekeeping system.
(c) Employees shall not be paid for any accumulated Casual Time upon separation from
County employment.
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December 10, 2015
B. Salary Administration
1. Pay Day
Employees are paid bi-weekly with payday being every other Friday.
2. Pay Adjustments
a. Performance Increases
Performance increases may be granted to any employee at the end of a probationary period, at
the time of annual evaluation, or at such other time as may be deemed necessary in the
discretion of the appropriate Department/Division Director, County Manager, Elected Official,
Appointed Official, or Board, provided that such performance increase is within the employee's
pay grade.
b. Personnel Action forms should be submitted timely and in accordance with the payroll
schedule. In extenuating circumstances where appropriate Personnel Actions were not
submitted, retroactive pay may be paid for up to three months. Retroactive pay of more than
three months can be paid only with the approval of the County Manager.
c. All personnel actions are effective on the beginning of the pay period following proper approval
of the change, with the exception of new hires, any action resulting in termination of
employment, and performance reviews without a pay adjustment.
3. Shift Differential
Employees required to work different shifts may be paid a differential for designated shifts as
determined by the Department/Division Director, County Manager, Elected Official, Appointed
Official, or Board.
4. Performance Evaluation
All employees in Standard Positions should receive, at a minimum, a written performance
evaluation annually and prior to the completion of any probationary period. The date for the annual
performance evaluation is designated by the Department/Division Director, County Manager,
Elected Official, Appointed Official, or Board.
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December 10, 2015
Section 5: Benefits
A. Benefits
Benefit Eligible employees (as defined in Section 3(C) (1)) are eligible for the following benefits.
B. Medical Insurance
1. Coverage commences the first day of the month following date of hire or qualifying event. The
employee must complete the required forms within 31 days of his/her date of hire or qualifying
event.
2. Each year, the Board of County Commissioners may determine the Countys contribution towards
medical insurance. Benefit Eligible employees may waive coverage or must pay the differential that
might exist between the County contribution and the cost of the coverage the employee chooses.
3. The County will provide Benefit Eligible employees and their covered dependents with the
opportunity to continue their health insurance coverage upon the employees separation from
employment with the County in accordance with applicable laws.
C. Dental Insurance
1. Coverage commences the first day of the month following date of hire or qualifying event. The
employee must complete the required forms within 31 days of his/her date of hire or qualifying
event.
2. Each year, the Board of County Commissioners may determine the Countys contribution towards
dental insurance. Benefit Eligible employees may waive coverage or must pay the differential that
might exist between the County contribution and the cost of the coverage the employee chooses.
opportunity to continue their dental insurance coverage upon the employees separation from
employment with the County in accordance with applicable laws.
D. Life Insurance
1. Coverage commences on the first day of employment in a Benefit Eligible Position.
opportunity to continue their life insurance coverage upon separation in accordance with all
applicable laws.
Section 5: Benefits
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December 10, 2015
E. Retirement Program
1. Participation in the 401a retirement program is mandatory and a condition of employment for all
Benefit Eligible employees.
2. The County is a member of Colorado County Officials and Employees Retirement Association. The
bylaws of the Retirement Association and the Countys participation agreement govern eligibility
for retirement benefits.
3. Deductions and contributions begin with the first payday following hire date. Benefit Eligible
employees must sign all necessary papers for mandatory enrollment in the retirement association at
the time of employment.
4. Employees may also participate in the Countys deferred compensation plans.
F. Life Assistance Program
The County provides a Life Assistance Program to all Benefit Eligible employees and their immediate
family or household.
G. Disability Benefits
1. The County provides short term disability insurance. In the event of an injury or illness that is not
work related that prevents an employee from working a benefit eligible employee may apply for
short term disability benefits with the Countys short term disability provider. An employee must
use all sick accruals in order to receive short term disability benefits; claims must be filed within 90
days of the injury or illness. A waiting period for disability benefits will apply as per the Countys
short term disability policy. The provider determines whether an employee will receive benefits
based on the terms and conditions of the policy. An employee receiving disability income
replacement benefits will not receive salary from the County. To retain benefits while on leave the
employee must submit the employees portion of the premium to Human Resources.
2. The County provides long term disability insurance for Benefit Eligible employees who are
scheduled to work 35 hours or more per week. In the event of an injury or illness that prevents an
employee from performing his or her job duties a benefit eligible employee may apply for long
term disability benefits with the Countys long term disability provider. Before long term disability
benefits can be determined the employee must have already filed for short term disability benefits
within 90 days of the injury or illness. The provider determines whether an employee will receive
benefits based on the terms and conditions of the policy An employee whose claim for Long Term
Disability is approved by the long term disability carrier shall be separated from County
employment unless otherwise required by law.
H. Voluntary Benefits
The Personnel Board may elect to offer Voluntary Benefits to employees. Contact Human Resources
for a description of Voluntary Benefits.
Section 5: Benefits
page 17
December 10, 2015
Section 6: Vacation, Sick and Other Leaves

A. Vacation Time
Standard, Selected, and

Designated At Will, 40 hours a
week
Standard, Selected, and
Designated At Will, less than
40 hours a week
Temporary
Grant Funded
16 or more years
11 through the end

of 15 years
6 through the end

of 10 years
0 through the end

of 5 years
Positions
1. Earning Rate
All calculations for vacation time shall be based on the number of scheduled hours worked per day
and per week.
annual
annual
annual
maximum maximum maximum of
of 96 hours of 120
144 hours
hours
Pro-rated
annual
maximum
of 168 hours
none
Based on terms of program/grant
a. Adjusted Earning Rate

A Department Director, County Manager, Elected Official, Appointed Official or Board may grant
an adjusted vacation leave accrual rate to a returning former county employee. This grant may not
exceed the employees total years of employment or the vacation accrual maximums in these Rules.
Additionally, a Department Director, County Manager, Elected Official, Appointed Official or
Board may grant an adjusted vacation leave accrual rate to recruit and retain employees at a
Division Director or equivalent level or above. This grant may not exceed the vacation accrual
maximums in these Rules.
2.
Accruals
a. Vacation accruals are posted on an employee's payroll record. Leave accruals indicated on
payroll records from time to time may not reflect recent leave usage. Only leave accruals that
exceed all leave usage at the time of separation from employment are available for payoff.
b. Vacation Maximum Accrual
(1) The date on which maximum accruals will be determined is December 31 of each year for
all employment units.
Section 6: Vacation, Sick and Other Leave
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December 10, 2015
(2) The maximum vacation accrual allowed for all employees is as follows:
Length of Employment
0 through the end of 5 years (<6 years)
16 or more years (>16 years)
Total Vacation Which

May Be Carried Over
176 hrs
200 hrs
224 hrs
248 hrs
(3) Accumulation in excess of the maximum accrual shall be forfeited on January 1 of each
year, except where the employee has been denied the opportunity to take vacation time or
special circumstances exist and approval to exceed the maximum accrual has been approved
by the Department/Division Director, County Manager, Elected Official, Appointed
Official, or Board and by resolution of the Personnel Board.
c. Vacation time does not accrue during a leave without pay or while an employee is receiving
disability income replacement benefits or workers compensation.
3. Use
a. Approval: Vacation time must be earned before taken and requires the prior approval of the
employees supervisor.
b. Scheduling: A supervisor may require an employee to take vacation time off pursuant to a
schedule or by a certain date.
4. Payout of Vacation Accruals Upon Separation
a. Employees are paid for all unused vacation accruals at their pay rate at time of separation from
employment with the County except as provided in subsection b.
b. Decrease in Salary: If an employee's salary is decreased for whatever reasons and the employee
leaves employment within one year of the effective date of the pay decrease, vacation accrual
payoff shall be calculated using the employee's hourly pay rate prior to the decrease.
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December 10, 2015
B. Sick Time
Positions
1. Earning Rate
All calculations for sick time shall be based on the number of scheduled hours per week.
Standard, Selected and Designated At Will,

40 hours a week
Standard, less than 40 hours a week
Temporary
Grant Funded
annual maximum of 120 hours

Pro-rated
None
Based on terms of program/grant
2. Accrual
a. Sick accruals are posted on an employee's payroll record. Any sick accrual posted is deemed
earned and is available for use or payoff in accordance with the provisions of these Rules.
b. There is no limit to the amount of sick time an employee can accumulate. However, an
employee may not use sick time for purposes other than those defined in these Rules.
c. Sick time does not accrue during a leave without pay or while an employee is receiving
disability income replacement benefits or workers compensation.
d. Sick time must be accrued before taken.
3. Use
a. An employee may use sick time for absences necessitated by injury, illness, disability, or
dental, medical, or optical care of the employee, or for medical care of the employees spouse,
parent, child or foster child without regard to age, any persons living in the employees
household, or a disabled relative for whom the employee is a legal guardian.
b. Employees must report the reason for absences to their supervisor on the first day of their
absence; keep their supervisor informed of their condition and expected day of return; and
furnish medical certification or other applicable documentation regarding the use of sick time
upon the request of their supervisor. Subsequent medical certification may be requested on a
reasonable basis. Failure to report the absence, or keep the supervisor informed, or provide
satisfactory certification may result in an unexcused absence.
c. A medical release to return to work from a health care provider may be required prior to an
employees return to work.
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December 10, 2015
d. For accounting purposes, the most recently accrued sick hours shall be deemed to be used first.
e. Bereavement
The supervisor may grant up to 40 hours of sick time per year to attend to the death of an
employee's or his or her spouses family member related by blood, marriage, or adoption, foster
child, or person living in the employees household.
f. Personal
At the discretion of and upon advance approval of the supervisor, an employee may use up to
16 hours (or equivalent pro-ration) per year of sick time as personal time.
4. Treatment of Sick Accrual Upon Separation
a. Employees Hired On or After July 1, 1994 and Airport Employees Hired On or After
November 10, 1998
Regardless of any other provision, employees hired on or after July 1, 1994, and airport
employees hired on or after November 10, 1998, shall not receive any payment for any
accumulated sick hours upon separation from employment.
b. Employees Hired Before July 1, 1994 (Other than Airport Employees)
(1) Employees who accrued sick hours prior to July 1, 1994 shall be paid 100% of their hourly
rate for those hours, up to a maximum of 1040 hours, upon separation.
(2) Employees who accrue sick hours on or after July 1, 1994 shall be paid 25% of their hourly
rate for these hours, up to a maximum of 1040 hours, upon separation.
(3) Maximum Payoff
In no case will payment be made for more than 1040 total hours regardless of date earned.
c. Airport Employees Hired Before November 10, 1998
(1) Airport employees who accrued sick hours prior to February 1, 1999 shall be paid 50% of
their hourly rate for those hours up to a maximum of 1040 hours, upon separation.
(2) Airport employees who accrue sick hours on or after February 1, 1999 shall be paid 25% of
their hourly rate for these hours, up to a maximum of 1040 hours, upon separation.
(3) Maximum Payoff
In no case will payment be made for more than 1040 total hours regardless of date earned.
d.
Executive Officers
(1) Employees designated as Executive Officers shall not accrue sick time but shall be paid for
all sick time taken. Executive Officers may use sick time for purposes as allowed in these
Rules. Executive Officers and employees in Selected Positions are not excluded from
FMLA.
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December 10, 2015
(2) Any County employee who becomes designated as an Executive Officer and is entitled to
payment of sick accruals upon separation shall be paid for accrued sick time as provided in
Section 6 B subparagraph 4 An employee who received such sick time payout upon
obtaining Executive Officer designation but thereafter loses such Executive Officer
designation will be credited with 40 hours of sick accruals for each full year of service the
employee worked as an Executive Officer, with a minimum credit of 40 hours.
Compensation for the credited sick accruals will not be paid upon separation from
employment.
5. Dismissal for Cause
Regardless of any other provision to the contrary, upon dismissal for cause, employees shall not
receive any payments for accumulated sick leave hours.
6. Decrease in Salary
If an employee's salary is decreased, sick accruals earned prior to the reduction in salary will be
paid off at the employee's pay rate prior to the decrease in accordance with the provisions for sick
leave payout upon separation. The last sick time earned is the first used.
C. Administrative Leave
Administrative leave may be awarded to a current employee and is not compensable upon separation
from employment. The award of Administrative leave is at the discretion of the Department Head or
Elected Official and no employee is entitled to receive administrative leave. As an example,
Administrative leave may be granted in the following situations:
1. To Employees with Exempt Status:
In recognition of work performed by the employee significantly in excess of the employees regular
work week. Administrative leave is not intended to compensate Exempt Employees hour-for-hour
for work performed in excess of their scheduled hours.
2. To Any Employee:
a. When an investigation is in progress or an employees or the publics security or safety is of
concern;
b. As provided for in the Delayed Opening and Closure of County Buildings Policy.
c. To recognize an employees outstanding contribution to the County.
Under no circumstances can Administrative leave be used to provide paid leave in excess of
accruals or to exceed limits on leave payouts upon separation as provided in Rule 6.B.4.
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December 10, 2015
D. Family and Medical Leave Act (FMLA)

1. The County provides benefits as specified under the FMLA. The Countys policies are summarized
below, but the FMLA and decisions under it apply to interpret this section consistent with the
FMLA.
2. The purpose of FMLA is to provide up to 12 weeks of leave for eligible employees to care for
his/her own serious health condition or to care for a qualifying family member with a serious health
condition or the adoption of a child or the birth of a child, or placement of a foster child.
a. Military Caregiver Leave under FMLA allows an eligible employee who is the spouse, son,
daughter, parent or next of kin of a covered servicemember with a serious injury or illness to
take a total of 26 weeks of leave during a single 12-month period to provide care for the
servicemember.
b. Qualifying Exigency Leave under FMLA allows a spouse, son, daughter, or parent of an active
covered service member who is on active duty or has been notified of an impending call or
order to active duty in support of a contingency operation to be able to take FMLA for up to 12
weeks during a 12-month period, measured rolling backward.
2. Leave Use
a. All leaves are based on a rolling backward 12-month period of time measured backward from
the date the employee begins any leave authorized under the FMLA. Any leave taken that is for
an FMLA-qualifying purpose will count towards an employees total FMLA entitlement.
Employees must first use all paid accruals before taking unpaid leave. All paid accruals, and
holidays, count toward the employees total FMLA entitlement. Employees receiving
disability income replacement benefits are not required to exhaust their vacation or
compensatory time accruals prior to receiving short term disability benefits, but will be required
to exhaust all paid accruals if disability income replacement benefits are discontinued and the
employee has not returned to work.
b. Where both spouses work for the County, 12 weeks of a combined total of FMLA is provided
for the care of an employees parent or for the care of an employees child after birth, adoption
or foster care.
3. Approval
a. Employees who are eligible for FMLA must complete a request for FMLA and provide
adequate certification to establish the need for the leave. Written approval from the appropriate
FMLA administrator is required.
b. Notification
(1) If the necessity for the leave is foreseeable, an employee must provide 30 days notice to his
or her supervisor and make reasonable effort to schedule planned medical treatments so as
not to disrupt the employment units operations.
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December 10, 2015
(2) If the leave is unforeseeable, the employee must give notice as soon as possible to his or her
supervisor.
(3) While on leave, an employee is required to report periodically on his or her status and intent
to report to work.
c. Failure to provide notification and/or appropriate medical certification or continued absence
after denial of leave may result in an unexcused absence. An employees failure to provide
information does not prohibit the County from counting the leave as part of an employees
FMLA entitlement.
d. Medical Certification
(1) An employee eligible for FMLA must complete an FMLA Leave Request form and provide
appropriate documentation, as may be requested, to verify the reasons for the leave.
Documentation confirming family relationship, adoption or foster care may be required.
4. Reduced Work Schedule or Intermittent FMLA
a. Eligible employees may be permitted to work a reduced schedule or receive periodic time off
from work, when it is medically necessary. Appropriate medical certification and approval is
required for this type of leave. Employees should make reasonable efforts to schedule treatment
to minimize disruption to the Countys operations. The County reserves the right to temporarily
transfer the employee to a comparable position that is less disrupted by the employees
recurring periods of leave. Any permitted time off, based on a reduced work schedule or
intermittent leave, will be treated in the same manner as absences under the FMLA, and such
absences will be applied against the leave permitted under such policy.
5. Benefits while on FMLA
a. While an employee is using paid accruals, the employees portion of benefit premiums will be
deducted each pay period. If the leave is unpaid, in order to retain insurance benefits, the
employee must submit the employees portion of the premium to Human Resources.
b. Vacation and sick hours shall not accrue during unpaid leave.
c. The County will not make any contribution towards any retirement programs during unpaid
leave.
d. The County shall continue payment of its portion of any applicable employee benefits.
6. Return from Leave
a. An employee (except for certain highly compensated employees) upon returning from leave
will be reinstated to the same or an equivalent position subject to the rules of the FMLA.
b. Medical certification may be required certifying an employees ability to return to work from
FMLA, if leave is taken for an employees own serious health condition.
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December 10, 2015
c. After the exhaustion of FMLA, the employee must return to work or be placed on authorized
leave. Employees must request additional leave in advance and obtain approval before the
exhaustion of FMLA.
E. Colorado Family Care Act
The Colorado Family Care Act allows for 12 weeks unpaid, job protected leave within a 12-month
period (rolling backward) to care for the employees partner in a civil union or same-sex domestic
partner as specified in the Act.
F. Medical Leave
Medical leave will count toward calculating FMLA entitlement. Medical leave, when combined with
all other leaves, may not total more than 6 months of leave, unless otherwise required by law.
1. Paid Medical Leave Status
Employees who have exhausted their FMLA entitlement and have accruals will be placed on Paid
Medical Leave if they use their accruals for any purpose for which FMLA may be used.
a. Employees who are not eligible for FMLA and have accruals will be placed on Paid Medical
Leave, when they use accruals for any purpose for which FMLA may be used.
b. Employees must comply with the rules governing the use of such accruals.
c. Medical certification and periodic medical updates may be required.
2. Unpaid Medical Leave Status

Employees who have exhausted all paid accruals and have used their FMLA entitlement may be
placed on Unpaid Medical leave for any purpose for which FMLA may be used.
a. Employees who are not eligible for FMLA and have no accruals will be placed on Unpaid
Medical Leave for any purpose for which FMLA may be used.
b. Medical certification and periodic medical updates may be required.
c. The County will continue to pay its portion of the premiums during the Unpaid Medical Leave
only if: (i) the leave is for the employees own serious health condition (ii) the employee
submits the employees portion of the benefits premium to Human Resources.
d. Vacation and sick hours shall not accrue during the period of Unpaid Medical Leave. The
County will not make any contribution during that period for retirement.
e. Unpaid Medical Leave is granted at the discretion of the Department/Division Director, County
Manager, Elected Official, Appointed Official or Board.
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G. Leave for On-the-Job Injuries
1. Notification and Reporting
December 10, 2015
a. An employee, or if the employee is incapable of doing so, the employee's supervisor, must
notify Risk Management within twenty-four (24) hours, of any job related injury which renders
the employee incapable of performing normal job duties. Notification can be made by phone,
voice mail, fax, or e-mail.
b. During any on-the-job injury leave, employees shall keep their supervisor and Risk
Management informed of their medical status. Employees may be denied leave under this
provision if it is determined that the employee did not suffer a job-related injury.
c. Employees are required to return to work unless the employees designated treating physician
reports the employee is unable to work. A medical release to return to work from a County
designated health care provider is required prior to an employees return to work.
2. Medical Examinations and Treatment
As provided under the Workers Compensation Act of Colorado, the County requires employees
with on-the-job injuries to be examined and treated by an authorized treating physician at the
County's expense, except in a life or limb threatening emergency. If the employee does not accept
treatment by a County's designated health care provider, the treatment will be at the employee's
expense. Failure to follow established policy may affect the employee's Workers Compensation
benefits. Benefit eligible employees will be compensated for time missed from work due to
medical appointments and treatments authorized by the employees designated treating physician.
Only time taken during regularly scheduled hours that is reasonably necessary to attend
appointments and treatment will be compensated, and the employee must accurately report such
time. Compensation for time for medical treatment ends when the employee reaches maximum
medical improvement.
3. Injury Leave with Pay
Employees in benefit eligible positions may be given Injury Leave with Pay for up to 120 working
hours, or equivalent pro-ration, if the employees authorized treating physician has indicated that
the employee is unable to work. Non-benefit eligible employees may be given Injury Leave with
Pay for up to 24 working hours if the employees authorized treating physician has indicated that
the employee is unable to work. An employee who has been authorized to return to modified duty
and refuses an assignment is not entitled to Injury Leave with Pay. Injury Leave with Pay ends
when the employee is no longer eligible for temporary total disability benefits in accordance with
the Workers Compensation Act of Colorado or the employee is separated from County
employment or accepts another County position. Such leave will count toward an employees
annual FMLA entitlement.
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December 10, 2015
4. Modified Duty Assignment

Employees who have been injured on the job and have not been released by a County designated
health care provider to return to their regular position may be eligible for modified duty
assignment, if made available by the employees work unit or Risk Management. Employees
eligible for a full time modified duty assignment that would not otherwise provide their full salary
may receive full salary payments for up to 180 calendar days from the date of injury. Continuation
in such a modified duty assignment for longer than 180 calendar days from the date of injury may
result in a reduction of salary. Employees must receive a written release from their authorized
treating physician to return to modified duty assignment. Any employee who refuses modified duty
after being provided a written offer of modified duty assignment shall no longer be eligible for
Injury Leave with Pay. Such employee may be placed on leave without pay or may use sick leave,
other paid leave, or unpaid medical leave, as permitted under the FMLA and the Workers
Compensation Act of Colorado.
5. Unpaid Injury Leave with Workers Compensation Benefits
a. Applicability
If the employee has used all of his or her Injury Leave with Pay and remains entitled to
temporary total disability benefits under the Workers Compensation Act of Colorado, the
employee will be placed on unpaid injury leave and receive Workers Compensation benefits in
accordance with the Workers Compensation Act of Colorado. Such leave will count toward an
employees annual FMLA entitlement. An employee receiving such benefits will not receive
salary from the County.
b. Benefits
Vacation and sick hours shall not accrue during the period of unpaid injury leave. The County
will not make any contributions during unpaid leave towards any retirement programs. To
retain benefits while on leave, the employee must submit the employees portion of the
premium to Human Resources on or before pay day. In the event that an employee fails to
return from leave, the employee will be liable for the premiums paid by the employer to
maintain insurance coverage unless: (1) the employees failure to return to work stems from the
continuation, recurrence or onset of a serious health condition of the employee or family
member; or (2) the failure to return stems from circumstances beyond the control of the
employee as determined by the County.
c. Termination of unpaid injury leave
Unpaid injury leave under this section ends when the employee is no longer eligible for
temporary total disability benefits in accordance with the Workers Compensation Act of
Colorado or the employee is separated from County employment or accepts another County
position. Unpaid injury leave shall not exceed 6 consecutive months from the date the employee
was first absent for a work-related injury, unless otherwise required by law.
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December 10, 2015
H. Military Leave
Employees who are active in the National Guard or a branch of the Armed Forces Reserves will be
eligible for 15 days (not to exceed 120 hours) per calendar year of paid military leave for authorized
training or active service as provided under Colorado law. Employees must exhaust this paid military
leave first before using vacation or compensatory time. Employees must request leave with reasonable
advanced notice when possible. Employees must provide written documentation from the proper
authority specifying the dates of training or service and verifying that the service or training has been
ordered or authorized.
1. Paid Military Leave
a.
If a Benefit Eligible employee is called to military active duty, the employee may use vacation
or compensatory time. An employee on paid military leave will be paid for any holidays
occurring during the time that the employee is using vacation or compensatory time.
b. After use of the 15 days (not to exceed 120 hours) per calendar year of paid military leave and
as much accrued vacation or compensatory time as the employee chooses, the employee will
receive differential pay in the amount of the difference between the employee's military pay and
the employee's salary. Differential pay will be treated as wages.
c. Eligible employees should submit their information regarding their active duty status and the
amount of their military pay to Human Resources. Differential pay will be limited to eighteen
months. An employee receiving differential pay will not be paid for holidays.
2. Unpaid Military Leave
a. If a Benefit Eligible employee is called to military active duty and the employee does not use
vacation or compensatory time and does not receive differential pay, the employee will be
placed on unpaid military leave.
b. If a Benefit eligible employee reaches the limit of eighteen months of differential pay, the
employee will be placed on unpaid military leave.
I. Court Leave
1. Any Benefit Eligible employee who is required to report for jury duty during regularly scheduled
work time shall be granted court leave with full pay to serve in that capacity. Employees who are
not benefit-eligible who are required to report for jury duty during regularly scheduled work time
shall be granted court leave with full pay to serve in that capacity for up to three days.
2. An employee who has been granted court leave with pay in excess of five (5) working days must
turn over to the County any fee paid by the court, except pay for travel, which may be retained by
the employee. In the event that court fees are not turned over to the County, the total of fees paid,
with the exception of travel, may be deducted from the employee's pay.
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December 10, 2015
J. Discretionary Leave Without Pay

1. Approval
With prior written approval of the appropriate Department/Division Director, County Manager,
Elected Official, Appointed Official, or Board, an employee may be granted Discretionary Leave
without Pay for a period not to exceed one year if the employee provides written intent to return to
work and such leave will not unduly disrupt operations.
2.
Benefits
Vacation and sick hours shall not accrue during periods of Discretionary Leave Without Pay. The
County will not make any contribution during that period for retirement or group insurance
programs. However, the employee may be eligible to participate in certain group insurance
programs at the employees expense. Information as to availability of continuing participation in
group insurance programs may be obtained from Human Resources.
K. Leave for Victims of Domestic Abuse

In compliance with Colorado Revised Statute 24-34-402.7, the County offers leave to those
employees who are victims of domestic abuse.
L. Leave Administration
1. Failure to Return to Work from Approved Leave
Employees who fail to return to work at the end of any approved leave will be treated as having
resigned. Under these circumstances, the County may recover the premium amounts paid for health
coverage during the leave, within the limitations of the FMLA, if applicable.
2. Leave Limitation
Unless otherwise required by law the use of combined leaves may not exceed one year of absence,
including the use of sick accruals, vacation accruals, compensatory time accruals, leave authorized
under the FMLA, Injury Leave With Pay, Unpaid Injury Leave, Medical Leave Paid or Unpaid, and
Discretionary Leave Without Pay.
3. Absence Reporting
Regardless of the type of leave granted, the employee, or the employees supervisor, if the
employee is incapacitated, must complete and submit the appropriate absence report form.
4. Unexcused Absence
An employee who is absent from duty without approval shall receive no pay for the duration of the
absence. Employees who fail to return to work at the end of any approved leave or fail to report to
work without notice or approved leave for three consecutive work days will be treated as having
resigned.
5. Accuracy of Leave Reporting
All use of leave must be accurately reported. In addition, employees using Family Medical Leave
or other leave (except personal leave and vacation) must provide accurate information regarding the
necessity of the leave and duration of the leave.
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December 10, 2015
Section 7: Employee Conduct

A. Harassment
1. The County strives to maintain a working environment that encourages mutual respect and
promotes professional and congenial work relationships. All employees are expected to be
respectful of others and refrain from conduct that is inappropriate in the workplace. Harassment is
expressly prohibited and will not be tolerated.
2. Definition
a. Harassment is defined as verbal or physical conduct that denigrates or shows hostility or an
aversion to an individual because of his or her race, national origin, religion, gender, age, sexual
orientation, or disability and that:
Creates an intimidating, hostile, or offensive work environment,
Unreasonably interferes with an individuals work performance, or
Adversely affects an individuals employment opportunities.

b. Sexual harassment is defined as unwelcome gender-based verbal or physical conduct, including
sexual advances and requests for sexual favors, where:
Submission to such conduct is an explicit or implicit term or condition of employment;
Employment decisions are based on submission to or rejection of such conduct; or
Such conduct unreasonably interferes with an individual's work performance or creates an

intimidating, hostile or offensive working environment.
3. Reporting
a. All employees are responsible for reporting any suspected harassment.
b. An employee who believes that he or she has been subjected to harassment should report the
matter promptly to his or her supervisor, or if the supervisor is involved, any other supervisor in
the Department, Division or Office or directly to Human Resources. Those who receive a report
must refer the complaint to Human Resources at the earliest opportunity. If the complaint is
directed toward an employee in Human Resources, the complaint should be referred to the
County Manager or the County Attorney.
c. The report may be made verbally, via e-mail, or in writing and should include all facts.
d. Information about harassment complaints will be shared only as necessary to investigate the
matter, to take any appropriate action, or as otherwise required by law.
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December 10, 2015
4. Investigation
a. Any report alleging conduct that constitutes harassment as defined previously will be promptly
and thoroughly investigated.
b. The nature and length of the investigation will vary depending upon the details of the report and
the circumstances. The investigation may include interviews with involved employees,
including the alleged harasser and those employees who may have knowledge of the relevant
facts.
c. Management will take prompt and appropriate corrective action if it is determined that an
employee has engaged in harassment in violation of this policy.
5. Non-retaliation
Adverse treatment of any employee that is in retaliation for the employees report of harassment or
provision of information related to a harassment complaint will not be tolerated. Employees who
believe they are suffering adverse treatment because they reported harassment or provided
information related to a harassment complaint should immediately report the matter to a supervisor
in their Department, Division, Office, or to Human Resources.
B. Violence in the Workplace
The County will not tolerate any intimidation, threats of, or direct violence by an employee toward any
employee or other internal and external customers. This provision does not apply to law enforcement
professionals in the course of their employment.
C. Outside Employment and Business Interests
1. No County employee shall engage in any outside employment or other activity incompatible with
the proper discharge of the employee's office or position. Employment with an employer other than
the County requires the approval of the appropriate Department/Division Director, County
Manager, Elected Official, Appointed Official, or Board.
2. It shall be a conflict of interest for a County employee or a member of the employee's immediate
family to have a personal interest in any business transaction within the employee's area of
influence in County government. In the event of such a conflict, the employee shall immediately
disclose the interest to his or her supervisor, Department/Division Director, County Manager ,
Elected Official, Appointed Official, or Board and immediately disqualify himself/herself from
making any decisions involving such business transaction or relationship.
D. Multiple County Positions
1. No County employee shall hold more than one position concurrently within the Countys personnel
system.
2. Exception: Any non-Clerk and Recorder employee of the County may act as an election worker for
elections held on days when the employee is not otherwise required to work. Employees who work
as an election worker shall receive for such services only the pay authorized for all election
workers, together with any holiday, vacation or other pay to which the employee would otherwise
be eligible.
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December 10, 2015
E. Conflict of Interest Perceived and Actual

1. Employees shall not be involved in a conflict of interest nor create the appearance of a conflict of
interest.
a. Employees must report to their supervisor any situation where there may be a conflict of interest
or the appearance of a conflict of interest.
b. A conflict of interest occurs when employees use their position to secure advantage or favor for
themselves, their family, or friends; or where an employees private interests interfere or could
be perceived to interfere with the employees duties and responsibilities as an employee.
2. Relative Employees
a. A relative is defined as anyone related to a current County employee regardless of
position/status, by blood, adoption, domestic partnership or marriage, including spouses,
domestic partners, children, parents, grandparents, siblings, aunts, uncles, nieces, nephews or
any similar step-relations.
b. It is a conflict of interest to have two relatives in positions where:
(l) A relative directly or indirectly through one or more subordinate supervisors, has
supervisory, appointment, or dismissal authority over another relative; or
(2) A relative audits, verifies, receives or is entrusted with moneys received or handled by
another relative; or
(3) A relative has access to the employee's confidential information including payroll and
personnel records.
c. Employees have a duty to notify Human Resources if they are aware that their relative is seeking
employment that may lead to such a conflict of interest.
d. An employee may request voluntary transfer of position to avoid or eliminate such a conflict or
the Department/Division Director, County Manager, Elected Official, Appointed Official, or
Board may determine what action is necessary to avoid or eliminate the conflict.
e. Exceptions: This rule does not apply to any conflict of interest between relative employees that
existed before October 1, 2009 and to temporary employees who are hired and deputized by the
Clerk and Recorder to perform work related to an election.
3. Compensation and Gifts
All employees and any member of the employee's immediate family shall comply with Article
XXIX of the Colorado constitution. Employees are responsible for ensuring that any gifts, meals,
travel expenses, or other things of value that they accept are in compliance with Colorado law.
Employees who have questions about what they may accept should contact their supervisor or the
County Attorneys Office.
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December 10, 2015
4. Purchasing Standards
Employees shall not participate in selection, award, or administration of contracts if a conflict of
interest, real or apparent, is involved as outlined in the Purchasing Policy. (Cross Reference:
Purchasing Policy, Jefferson County Policy Manual.)
F. Use of County Property
Employees shall not use County property or equipment for the employee's private use or for any other
use not in the interest of the County except as otherwise provided by the Countys Policy Manual or the
Rules. Employees are responsible for knowing and complying with all applicable County policies,
including the Use of Information Technology Services Policy. (Cross Reference: Jefferson County
Policy Manual.)
G. Confidential Information
Employees shall not disclose, nor use for their benefit or that of any other person, confidential
information that is not available to the public, acquired by reason of their employment with the County.
This applies to any form of communication, including information posted on social networking sites.
H. Drug Free Workplace
1. The County complies with the Drug Free Workplace Act of 1988, as amended. The County will
make a good-faith effort to maintain a drug-free workplace. The County prohibits the unlawful
manufacture, distribution, dispensing, possession or use of controlled substances in the workplace.
Controlled substance means a controlled substance as defined in the Drug Free Workplace Act of
1988, as amended, and includes marihuana. Violation of this policy will result in disciplinary or
corrective action, up to and including dismissal. Employees required to maintain a Commercial
Driver's License (CDL) in the performance of their duties must also comply with all applicable
laws and regulations.
2. Employee Responsibilities:
a. It is the duty of every County employee to report their criminal convictions for drug-related
activity on personal time or County time no later than five days after a conviction. This
requirement is mandated by the Drug-Free Workplace Act of 1988. Upon notification, the
County will take action in compliance with the Drug Free Workplace Act and Regulations.
b. Employees shall report to work on time and in appropriate mental and physical condition for
work.
c. Employees shall not participate in the unlawful manufacture, distribution, dispensation,
possession or use of a controlled substance on County premises or while conducting County
business off County premises.
d. The County recognizes drug dependency as an illness and a major health problem. The County
also recognizes drug abuse as a potential health, safety and security problem. Employees
needing help in dealing with such problems are encouraged to use the County's Employee
Assistance Program and health insurance plans, if eligible. Conscientious efforts to seek such
help will not jeopardize any employee's job, and will not be used as grounds for disciplinary
action.
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December 10, 2015
I. Employee Drug and Alcohol Testing

1. Reasonable Suspicion
a. The County may require that an employee be tested for alcohol and/or drugs at any time
while on duty if the supervisor or person in a supervisory position has reasonable
suspicion that the employee is or was impaired or under the influence of drugs or
alcohol while on duty.
b. Reasonable suspicion is based on the following:
(1) A supervisor or person in a supervisory position personally observes an employees conduct
that suggests that the employee is impaired or under the influence of drugs or alcohol. Such
behavior may include unusual demeanor, appearance, or conduct, slurred speech, lack of
balance, excessive aggressiveness, docility, or drowsiness, or the smell of alcohol or illegal
drugs.
(2) Actual possession of or use of alcohol or illegal drugs on the job (unless required in the
performance of the employees job duties).
(3) Other facts or circumstances that suggest that the employee is impaired by or under the
influence of drugs or alcohol.
2. Refusal to Submit to Testing
a. An employee who refuses to submit to drug and alcohol testing as required by this policy shall
be deemed to have tested positive for illegal drugs or alcohol and to be impaired on the job.
b. Refusal to submit to testing may include any of the following:
(1) Refusal to take the test.
(2) Inability to provide sufficient breath or urine to be tested within four hours of request,
without a valid medical explanation.
(3) Tampering with or attempting to tamper with or adulterate the specimen or collection
procedure.
(4) Refusal to provide the necessary authorization for obtaining hospital reports and other
documents as required.
3. This policy does not prevent the County from requesting that an employee be tested for drugs or
alcohol or requiring that the employee be tested for drugs or alcohol as a condition of continued
employment based on an employees admission or other evidence of violation of the Countys
drug and alcohol policy.
J. Political Activities
1. Employees shall not engage in any campaign activity while on County time.
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December 10, 2015
2. Employees shall not be required to contribute cash, gifts, gratuities, time or anything else of value to
political activities or to the election campaign of any elected official or political candidate.
Candidates shall not solicit contributions, directly or through a designee, of cash, in-kind
contributions, or time from their employees except as such solicitations may occur as part of a mass
mailing, email, or similar broad-based campaign strategy.
K. Safety
Employees shall follow proper operating procedures designed to prevent injuries in the workplace.
Unsafe conditions or behavior encountered in the workplace shall be reported to the supervisor.
L. Personal Property
The County is not responsible for replacing any lost, stolen or damaged personal property.
M. Internal Searches
The County reserves the right to conduct internal investigations for purposes relating to security,
misconduct, auditing, or retrieval of County property. Upon its discretion, the County may, at any time,
search work areas, including but not limited to desks, filing cabinets, lockers, computer files, and
County vehicles. Employees must cooperate with any such investigation.
N. Physical or Mental Condition
When, in the judgment of a Department/Division Director, County Manager, Elected Official,
Appointed Official, or Board, an employee's physical or mental condition is such that it appears to
affect adversely the employee's ability to perform the duties of the employee's position or to threaten
the health and/or safety of other employees or the general public, the County may require the employee
to undergo examination by a County designated health care provider. An employee examined under the
provisions of this policy shall be placed on paid leave during this evaluation. Based on the evaluation
result, an employee may be terminated from County employment, or may be required to use paid or
unpaid leaves if the employees physical and/or mental condition interferes with the performance of the
employee's job or makes the individual a hazard to other employees or the general public.
O. Reporting of Employee Conduct Violations and Illegal and Dishonest Behavior
Employees shall report observed or reported violations of these Rules or illegal, dishonest, fraudulent
activity to their supervisor, Department/Division Director, County Manager, Elected Official,
Appointed Official or its Board, or Human Resources. Intentional false reporting is prohibited. The
reporting employee shall be kept confidential unless otherwise required by law or court order.
Retaliation will not be tolerated.
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December 10, 2015
Section 8: Disciplinary and Corrective Actions

A. Definition
Disciplinary and corrective actions include actions taken by the supervisor, Department/Division
Director, County Manager, Elected Official, Appointed Official, or Board against an employee for
cause, including but not limited to counseling, warning, reprimand, suspension, review status,
demotion, reassignment or dismissal.
B. Grounds for Action
Cause for disciplinary and corrective action may include acts involving unsatisfactory work
performance by an employee or employee conduct prejudicial to the public interest, including but not
limited to:
1. Violation of any provision in these Rules or any applicable Policy, Procedure, or regulation;
2. Violation of a Department, Division or Office directive or rule;
3. Neglect of duty (wasting time on the job, loafing, abuse of break privileges, etc.);
4. Interference with employment unit, Department, Division, Office and/or other operations
(interrupting the work of others, gossip, etc.);
5. Inability to perform assigned duties in an efficient and effective manner;
6. Insubordination (refusal to follow directions, abusive behavior, etc.);
7. Misconduct;
8. Discourtesy to the public and co-workers;
9. Illegal activity on the job;
10. Illegal activity off the job that casts doubt on the employee's ability to perform the job effectively;
11. Failure to comply with confidentiality standards;
12. Abuse of leave;
13. Working unauthorized overtime;
14. Falsification of County records including employment application, work records, time cards, etc.;
15. Repeated tardiness or absenteeism;
16. Damage or waste of County property, equipment, tools, or material;
17. Negligence with County money or property;
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December 10, 2015
18. Deliberate or careless conduct endangering the safety or well-being of self, co-workers or the
public;
19. Fighting or attempting to fight during working hours;
20. Dishonesty;
21. Being under the influence of alcohol or marihuana or other controlled substances as defined in the
Drug Free Workplace Act while on duty;
22. Violation of County conflict of interest and employee conduct rules;
23. Misrepresentation of one's authority to the public;
24. Abusing one's authority;
25. Behavior inappropriate to one's position;
26. Covert acts intended to undermine management's integrity;
27. Any other act detrimental to the good of the service.
C. Forms of Action
1. The County does not advocate nor adhere to a progressive disciplinary policy.
2. Written and Verbal Warnings
Any supervisor may give an employee oral or written reprimands as necessary. Written Warnings
should contain a description of the offense, a statement of the violation or behavior, and a statement
regarding the corrective action required. Written warnings will become part of the employees
personnel record.
3. Review Status
a. Any supervisor may place an employee on Review Status for a period of not less than 30 nor
more than 90 days.
b. Review Status shall be a written memorandum that documents the offense/problem, a statement
of the violation or behavior, a statement regarding the corrective action required, a timeline of
progress reviews, and the date by which the problem must be corrected in order for the
employee to avoid dismissal. The Review Status and all written progress reviews shall be made
a part of the employee's personnel record and file.
c. Progress reviews of the employee's performance will be made by the appropriate supervisor
periodically as is set forth in the Review Status. In the event the employee fails to meet the
objectives or requirements within the timeframe set forth, the employee shall be dismissed.
d. An employee shall be either removed from Review Status or dismissed pursuant to the Rules at
the end of the Review Status period. The placing of an employee on Review Status shall not
prohibit a supervisor, Department/Division Director, County Manager, Elected Official,
Appointed Official, or Board from dismissing the employee or taking any other appropriate
action pursuant to these Rules prior to completion of the Review Status period.
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December 10, 2015
4. Suspension
a. The appropriate Department/Division Director, County Manager, Elected Official, Appointed
Official, or Board may suspend an employee.
b. Verification of any such suspension shall be made in writing to the employee listing the reasons
for suspension.
c. Suspension shall be without pay to a maximum of 10 working days as determined by the
appropriate Department/Division Director, County Manager, Elected Official, Appointed
Official, or Board, unless a longer period of time is approved by the Human Resources
Director. An employee shall not earn vacation and sick leave while suspended.
d. The Complaint Procedure may be used by the suspended employee.
5. Demotion
Official, or Board may demote any employee other than a Regular Status employee in a
Standard Position at any time without notice or procedure. The appropriate
Department/Division Director, County Manager, Elected Official, Appointed Official, or Board
may demote a Regular Status employee in a Standard Position by giving the employee a written
notice of intent to demote, setting forth the reasons.
b. For Regular Status employees in Standard positions, the demotion shall become final within 3
working days of the notice, unless the employee invokes the Complaint Procedure.
6. Dismissal
Official, or Board may dismiss an employee with At Will status at any time with or without
cause. The Department/Division Director, County Manager, Elected Official, Appointed
Official, or Board may dismiss a Regular Status employee in a Standard Position by giving to
the employee a written notice of intent to dismiss, setting forth the reasons.
b. Dismissal of an employee with At Will Status is effective immediately.
c. Dismissal of a Regular Status employee in a Standard Position shall become final within 3
working days of notice of intent to dismiss, unless the employee invokes the Grievance
Procedure. During the 3 working days of notice of intent to dismiss, the employee shall be
placed on administrative leave with pay, unless the employee has been on an unpaid leave
status; in which case the employee shall stay on unpaid leave status until the final decision is
rendered.
D. Exception
Sheriff's Office employees shall comply with the disciplinary and grievance procedures of the Sheriff's
Policy and Procedure Manual, as the Sheriff adopts and amends from time to time.
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December 10, 2015
Section 9: Separation From The County

A. Resignation
Employees may end their employment at anytime. The County requests that written notice be
submitted to the employees supervisor at least 14 calendar days (30 calendar days for supervisors,
Department and Division Directors) prior to departure. Resigning employees are encouraged to
participate in an exit interview with Human Resources. Employees who fail to return to work at the
end of any approved leave or fail to report to work without notice or approved leave for three
consecutive work days will be considered to have resigned their position and will be separated from
employment under this section.
B. Dismissal
An employee may be terminated or dismissed by the County as provided in these Rules.
C. Reorganization
1. Reorganizations may occur that can cause restructuring, reclassifications, or elimination of
positions. Reorganizations that result in elimination of occupied positions and dismissal of an
employee(s) should be made with the approval of the Department/Division Director, County
Manager, Elected Official, Appointed Official, or Board. Input from Human Resources and the
County Attorneys Office is recommended in such cases.
2. Layoff
a. In the event the reorganization results in a layoff, employees in Temporary Positions should be
laid off first. Employees with At Will Status may be laid off at any time without notice or
procedure.
b. Regular Status employees in Standard Positions should be laid off based on an evaluation of
their job skills and performance evaluations. In the event job skills and performance evaluations
are equivalent, a veterans preference may apply.
c. Regular Status employees in Standard Positions who are laid off shall be given a notice of
intent to layoff setting forth the reasons. For Regular Status Employees in Standard Positions,
the layoff will be final within 3 working days of the notice, unless the employee invokes the
Grievance Procedure.
d. Re-employment
An individual laid off may apply for any position opening available within any employment
unit of the County and will be considered on an equal basis with all other applicants.
Employees who are rehired within 30 days shall keep their previous hire date for purposes of
retirement and leave accruals. Employees hired more than 30 days after layoff shall have a new
date of hire and be subject to all terms and conditions of a new employee.
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December 10, 2015
D. Medical Separation
1. An employee who is no longer able to perform the essential functions of his or her position with or
without reasonable accommodation may be separated from County employment. Employees with
At Will Status may be separated at any time without notice or procedure. A Regular Status
Employee in a Standard Position separated from County employment for medical reasons must be
given a Notice of Intent to Separate. The separation will be final within 3 working days of the
notice, unless the employee invokes the Grievance Procedure. If the County sends notice via
regular mail, the employee will have an additional 2 working days from the date of the notice in
which to invoke the Grievance Procedure.
2. Re-employment
Any former employee separated from County employment due to disability or on-the-job injury
may be placed into a position vacancy without a recruitment process. Any employee hired in these
circumstances must be able to perform the essential functions with or without reasonable
accommodation and must meet the minimum qualifications for the position and serve the required
probationary period. Employees hired more than 30 days after medical separation should have a
new date of hire and be subject to all forms and conditions of a new employee.
E. Separation Pay
Upon Separation from employment, the County will pay all employees their Separation Pay, which will
include their salary due and owing and payment of accrued leave if eligible.
F. Severance Agreement
1. The County may, at its sole discretion, offer a severance agreement when doing so is in the best
interest of the County. Payments will not require Personnel Board approval when made pursuant to
a release agreement approved by the County Attorneys Office if they are within the following
guidelines:
a. Employees employed less than one year: severance not in excess of 2 weeks pay.
b. Employees employed more than one year: severance not in excess of 2 weeks pay for the first
year plus one weeks pay for every additional year of uninterrupted service.
c. Division Directors: severance not in excess of the greater of the amount specified in paragraph
b. or 3 months pay.
d. Department Directors and above: severance not in excess of the greater of the amount specified
in paragraph b. or 4 months pay.
2. All periods for severance pay will run from the day following the date of separation from
employment, regardless of the date of execution of the release. In the event the release contains a
rescission clause, severance pay will not be paid until after the rescission period of the release has
expired.
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December 10, 2015
3. Severance can only be paid to employees who execute a release agreement approved by the County
Attorneys Office or in conformance with the terms of a valid written employment contract
executed by the Board of County Commissioners.
G. Return of County Property
An employee leaving County service is responsible for returning all County property provided during
the course of employment. Failure to return County property will result in the employee's final
paycheck being held and/or the amount of the property value deducted from the paycheck as
recommended by the appropriate Department/Division Director, County Manager, Elected Official,
Appointed Official, or Board.
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December 10, 2015
SECTION 10: COMPLAINT AND GRIEVANCE PROCEDURES

A. Complaint Procedure
1. Complaint Regarding Demotion
a. Employees in Standard Positions with Regular Status may file a complaint. Within 3 working
days of the written notice, an employee may request in person, by phone or in writing that
Human Resources set up a Personnel Complaint Conference. If the employee fails to request a
Personnel Complaint Conference within 3 working days, the demotion shall be effective.
b. Within 3 working days, or as soon as practical from the date of the employee's request, Human
Resources shall set up a Personnel Complaint Conference with the County Manager, Elected or
Appointed Official. At the Personnel Complaint Conference, the employee shall be given the
opportunity to discuss the reasons why the employee disagrees with the demotion. No one shall
be represented by legal counsel at the Personnel Complaint Conference.
c. Following the Personnel Complaint Conference the County Manager, Elected or Appointed
Official, or Board will make a final decision. A written decision shall be communicated to the
employee within 3 working days of the Personnel Complaint Conference. The employee shall
continue in his or her current position until the date the final decision is rendered after the
Personnel Complaint Conference.
d. The decision shall be final and the Countys action shall be effective as of the decision date.
2. Complaint Regarding Other Employment Matters
a. An employee may file a complaint dealing with any employment matter such as disciplinary or
corrective action, reorganization, work environment, granting of leave time, or performance
evaluation.
b. Informal Discussion
The employee must attempt to resolve the complaint through informal discussions with his or
her immediate supervisor.
If the complaint cannot be resolved through informal discussions with his or her supervisor, the
employee may file a written complaint with the next level in the chain of command. A written
complaint must include the employee's name, work assignment, the employee's reasons for
filing the complaint, the remedy sought, and the employee's signature and date. The complaint
must be filed within 5 working days of the incident. Copies of the complaint shall be given to
each appropriate supervisor, Department or Division Director, or Elected or Appointed Official,
and Human Resources.
d. Under no circumstances will the complaint process go beyond the County Manager, Elected
Official, or Appointed Official.
e. The supervisor or the next level in the chain of command shall review the complaint,
investigate the matter as necessary, and render a decision in writing to the employee within 30
calendar days from the date the complaint was filed. This decision shall be final. Copies of the
decision shall be provided to all appropriate supervisors and Human Resources.
Section 10: Complaint and Grievance Procedures
page 42
December 10, 2015
B. Grievance Procedure
Any Regular Status employee in a Standard Position may invoke the Grievance Procedure following a
Notice of Intent to Dismiss, Notice of Intent to Layoff, or Notice of Intent to Separate for medical
reasons. The Grievance Procedure must be invoked within 3 working days after receipt of the Notice.
1. Personnel Conference
a. Employee Request
Within 3 working days of the written Notice, an employee may request in person, by phone or
in writing that Human Resources set up a Personnel Conference. If the employee fails to request
a Personnel Conference within 3 days, the dismissal shall be effective.
b. Date of Conference
Within 3 working days, or as soon as practical from the date of the employee's request, Human
Resources shall set up a Personnel Conference with the County Manager, Elected or Appointed
Official. At the Personnel Conference, the employee shall be given the opportunity to discuss
and answer the charges made in the Notice of Intent to Dismiss. No one shall be represented by
legal counsel at the Personnel Conference.
c. Final Decision
Following the Personnel Conference the County Manager, Elected or Appointed Official, or
Board will make a final decision. A written decision shall be sent by certified mail to the
employee within 3 working days of the Personnel Conference. The employee shall continue on
administrative leave with pay until the date the final decision is rendered after the Personnel
Conference, unless the employee has been on an unpaid leave status; in which case the
employee shall stay on unpaid leave status until the final decision is rendered.
d. Decision Reversal
If the County Manager, Elected or Appointed Official, or Board reverses the decision to dismiss
the employee, the employee shall be placed in his or her position held prior to the notice of
dismissal or a similar position at the same pay with any back pay. Other forms of disciplinary or
corrective action may be imposed. If the decision to dismiss the employee is supported, such
dismissal shall be effective as of the date of such decision.
e. Delay of Personnel Conference
If delays caused by the employee cause the Personnel Conference not to be completed within 1
week after the written request, the employee shall be suspended without pay after 7 days from
the date of such invocation.
2. Appeal Procedure
a. Grounds for Appeal
An employee may resort to the Appeal Procedure only after receiving the final decision
following the Personnel Conference.
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December 10, 2015
b. Request
(1) An employee who desires to appeal the decision following the Personnel Conference must
file a written request for a formal hearing with Human Resources within 10 calendar days
after the date of the final decision following the Personnel Conference.
(2) The request for a hearing shall be in writing and shall include the name and address of the
employee, the action complained of, and shall set forth with particularity each and every
one of the grounds upon which the appeal is based.
c. The Hearing
(1) Upon receipt of the request, Human Resources shall appoint an independent hearing officer.
In the event the appeal directly involves a Human Resources employee, the County
Attorney shall appoint a hearing officer. A hearing shall be scheduled in not less than 15,
nor more than 45, calendar days from the date the written request for a hearing is received
by Human Resources.
(2) The employee has the burden of proof of showing that the action was arbitrary and
capricious and not supported by any competent evidence, by a preponderance of the
evidence or, when applicable, that the action violated State or Federal law. The issues for
hearing shall be limited to the grounds set forth in the written request for hearing.
(3) The parties involved in the appeal shall have the right to present their case by oral and
documentary evidence, to submit rebuttal evidence and to conduct such cross examination as
may be required for a full and true disclosure of the relevant facts. Any witness testifying
shall be placed under oath. The employee may present his/her own case or may engage legal
counsel of the employee's own choosing, at the employee's own expense. The County
Attorney's Office shall determine appropriate representation for the County party/parties.
d. Findings
(1) The hearing officer shall render findings of fact and an initial decision which shall be
submitted to Human Resources for final decision. All employees shall receive a copy of the
hearing officers findings of facts and initial decision. If the case involves an employee of a
Department Director, County Attorney, or County Manager, Human Resources will send
the decision to the Board of County Commissioners. If the case involves an employee of an
Elected Official or Public Trustee, Human Resources will send the decision to the Personnel
Board. If the case involves the Library or Public Health, Human Resources will send the
case to the appropriate Board.
(2) Within 15 calendar days after receipt of the initial decision, the appropriate Board may
overrule the hearing officer's initial decision or remand the case to the hearing officer for
further findings. If the initial decision is submitted to the Personnel Board for the purpose of
making the final decision, the Elected Official or Public Trustee involved shall not
participate on the Personnel Board for the purpose of making the final decision.
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December 10, 2015
(3) If the Board takes no action within 15 calendar days, the decision of the hearing officer
shall be deemed to be the final decision of the applicable Board.
(4) If the final decision reverses the decision following the Personnel Conference, the employee
will be placed in his or her position held prior to the Notice or a similar position with the
same pay and compensated for any back pay.
3. A record shall be made of the Personnel Conference and any hearings, consisting of the employee's
written request for a hearing, the transcript and/or tapes of the testimony, the exhibits introduced,
the findings of fact, and the conclusions and determinations of the hearing officer, and results of the
final decision. This record shall be kept on file with Human Resources.
4. Time Limits
All time limits imposed on the County will be honored as specified, except that any time limit may
be extended for good cause by Human Resources. A grievance is resolved if the employee fails to
request a Personnel Conference or Appeal within any of the required time limits.
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Jefferson County Personnel Rules 2016

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Jefferson County Personnel Rules

December 10, 2015

Equal Employment Opportunity ......................................................................................................... 6

D. Americans With Disabilities Act ........................................................................................................ 6

Other Employment Designations ........................................................................................................ 9

Changes to Positions ......................................................................................................................... 10

B. Salary Administration ....................................................................................................................... 15

Medical Insurance ............................................................................................................................. 16

Dental Insurance ............................................................................................................................... 16

Life Insurance ................................................................................................................................... 16

Retirement Program .......................................................................................................................... 17

Life Assistance Program ................................................................................................................... 17

Disability Benefits ............................................................................................................................ 17

H. Voluntary Benefits ............................................................................................................................ 17

Vacation Time ................................................................................................................................... 18

Sick Time .......................................................................................................................................... 20

Administrative Leave ........................................................................................................................ 22

Family and Medical Leave Act (FMLA) .......................................................................................... 23

Medical Leave ................................................................................................................................... 25

Leave for On-the-Job Injuries ........................................................................................................... 26

H. Military Leave ...................................................................................................................................... 28

Court Leave ....................................................................................................................................... 28

Discretionary Leave Without Pay ..................................................................................................... 29

Leave for Victims of Domestic Abuse............................................................................................. 29

Violence in the Workplace................................................................................................................ 31

Outside Employment and Business Interests .................................................................................... 31

Multiple County Positions ................................................................................................................ 31

Conflict of Interest Perceived and Actual ...................................................................................... 32

Use of County Property .................................................................................................................... 33

Confidential Information .................................................................................................................. 33

H. Drug Free Workplace .......................................................................................................................... 33

Employee Drug and Alcohol Testing ............................................................................................... 34

Personal Property .............................................................................................................................. 35

M. Internal Searches ............................................................................................................................... 35

Physical or Mental Condition ........................................................................................................... 35

Grounds for Action ........................................................................................................................... 36

Forms of Action ................................................................................................................................ 37

Medical Separation ........................................................................................................................... 40

Separation Pay .................................................................................................................................. 40

Severance Agreement ....................................................................................................................... 40

G. Return of County Property ................................................................................................................ 41

Complaint Procedure ........................................................................................................................ 42

Grievance Procedure ......................................................................................................................... 43