HomeMy WebLinkAboutAUGUSTA GEORGIA EMPLOYEE HANDBOOK•
ACKNOWLEDGMENT OF RECEIPT
AUGUSTA, GEORGIA EMPLOYEE HANDBOOK
I hereby acknowledge receipt of a copy of the Augusta, Georgia Employee Handbook on
the date written below.
I further acknowledge and understand that it is my responsibility to read and understand
the policies and procedures included in this handbook. I acknowledge that I have been given the
opportunity to ask questions about the policies and procedures in this handbook at this time, and
have been provided with the telephone number for the Augusta - Richmond County Human
Resources Department in case I have questions at a later time.
I acknowledge that I have been informed that the policies and procedures in this
handbook are not and do not form an express or implied contract between Augusta, Georgia or
the Augusta - Richmond County Commission and the employees of Augusta, Georgia.
I acknowledge that I have been informed that the policies and procedures in this
handbook are general statements of the policies of Augusta, Georgia and the Augusta - Richmond
County Commission and are not intended to address every situation which may occur.
I acknowledge that I have been informed that the Augusta - Richmond County
Commission may add to, revoke, and/or modify the policies and procedures in the Augusta,
Georgia Employee Handbook from time to time.
Date Employee Signature
Employee Printed Name
Employee Number
AUGUSTA, GEORGIA
EMPLOYEE HANDBOOK
•
PART 1 GENERAL POLICIES AND PROCEDURES
1.A PURPOSE 2
1.B EMPLOYEES COVERED 2
1.0 DEFINITIONS 2
1.D APPLICATIONS AND EXAMINATIONS 4
1.E SEPARATIONS 6
1.F DISCIPLINARY ACTION 7
1.G EMPLOYEE RECORDS 9
1.H ON CALL 10
1.1 PAYROLL AND SALARY ADMINISTRATION 10
1.J ATTENDANCE AND LEAVE 10
1.K NEPOTISM 15
11 POLYGRAPHS 15
1.M SMOKING 15
1.N EQUAL OPPORTUNITY 16
1.0 VIOLENCE AND HARASSMENT 16
1.P OUTSIDE EMPLOYMENT 17
1.0 POLITICAL ACTIVITIES 17
1.R DRESS CODE AND PERSONAL APPEARANCE 17
PART 2 SUBSTANCE ABUSE
2.A SUBSTANCE ABUSE 19
2.B REHABILITATION 22
PART 3 INFORMATION TECHNOLOGY
3.A COMPUTER USAGE 23
3.B TWO-WAY RADIOS 26
3.0 CELLULAR TELEPHONES 27
PART 4 FLEET MANAGEMENT AND OPERATIONS
4.A VEHICLES 28
PART 5 COMPENSATION
5.A PERFORMANCE REVIEWS 29
5.B SALARY ADMINISTRATION 30
PART 6 RISK MANAGEMENT AND SAFETY
6.A PURPOSE 32
6.B PROGRAM GOALS 32
6.0 VEHICLE SAFETY 34
6.D VEHICLE ACCIDENTS 36
6.E TRAINING 38
6.F PERSONAL PROTECTIVE EQUIPMENT 39
6.G SAFETY REVIEW COMMITTEE 40
6.H VIOLATION PENALTIES 41
6J EMPLOYEE FILES 42
6.1 RISK MANAGEMENT 42
6.K WORKERS' COMPENSATION 43
61 INJURY PROCEDURES 44
6.M CLAIMS 44
6.N JOB/TASK ANALYSIS 44
6.0 HOUSEKEEPING 45
6.P SAFETY INSPECTIONS 46
6.Q LOSS PREVENTION 46
FORMS 48 -93
with the exception of those positions specifically exclud-
ed by the Augusta- Richmond County Commission.
Classification and Pay Plan: The system of
assigning jobs to classes and to appropriate salary
ranges and grades based on the similarities of positions
and based on market research.
Continuous Service: Continuous service is employ-
ment which is uninterrupted except for authorized
leaves of absence, suspension or separation due to a
reduction in work force.
Contractor: A person or organization(s) providing a
service for the Commission or its subordinate depart-
ments, divisions, sections or agencies under a specific
understanding or arrangement. The understanding can
be a written contract or an informal arrangement that
reflects an ongoing relationship between the parties.
Controlled Substances /Drugs /Illegal
Substances: For the purposes of this Policy, "Drugs"
include illegal street drugs, legal drugs either taken for
non - medical reasons or without a valid prescription, and
alcohol. It DOES NOT include prescription medication
prescribed for the employee by a qualified health care
provider and taken in accordance with that physician's
instructions. Some of the drugs which are considered
controlled substances under Federal, State or local laws
include, but not limited to: marijuana, heroin, hashish,
cocaine, hallucinogens, inhalants and designer drugs,
and depressants and stimulants which are not prescribed
for current personal treatment by a licensed physician.
Department Director: Person holding the position,
whether appointed or elected, with overall administra-
tive /managerial responsibility for a department.
Termination: The termination of a probationary, tem-
porary or part-time employee, or the termination of a
regular employee for just cause, as set forth by the pro-
gressive discipline policy.
Elected Official: The persons filling the offices of
Sheriff, District Attorney, Tax Commissioner, Probate
Judge, Judge and Solicitor General of State Court, Judge
of Superior Court, Judge of Civil and Magistrate Court,
Coroner, and Clerk of Superior Court are considered to
be elected officials. Persons employed by these officials
do not have a property interest in their positions and are
considered to be "Employees At Will" who work for
elected officials and have no Grievance rights, except as
may be granted by th elected official's adoption of this
handbook.
Employee: A person employed in a position in
Augusta, for which he or she is compensated on full -
time, part-time or temporary basis.
Employee Benefits: Participation of regular employ-
ees, employees of elected officials, and probationary
employees in any Augusta sponsored health, dental, life
insurance, retirement plan, vacation and sick leave
accrual, long term disability, funeral pay, and holiday
pay. Materials outlining various employee benefits are
available for review in the Human Resources
Department.
Firefighters: Employees of the Augusta Fire
Department who are certified fire suppression personnel
pursuant to 0.C.G.A. sec. 25 -4 -1 et seq.
Grievance: Any dispute concerning the interpretation
or application of these personnel policies and procedures
or any decision relative to certain disciplinary actions,
dismissal or charge of discrimination. The EEOC Director
will handle allegations of discrimination.
Lay-Off: The separation of an employee from the
classified service due to lack of work, lack of funds,
abolishment of a position, economic reduction, or other
material changes in duties or organization, as approved
by the Augusta- Richmond County Commission.
Medical Review Officer: A licensed physician
(medical doctor or doctor of osteopathy) responsible for
reviewing laboratory results generated by the Drug
Testing program, who has knowledge of substance
abuse disorders and has appropriate medical training to
interpret and evaluate an individual's positive test result
together with his or her medical history and any other
relevant biomedical information. A test result will not
be deemed positive for the purpose of disciplinary action
until ruled positive by the Medical Review Officer
(MRO).
Overtime: Time worked in excess of the regular work
schedule for the position in accordance with the Fair
Labor Standards Act. Overtime is defined as all hours in
excess of 40 hours in a workweek, excluding any vaca-
tion, sick leave, or funeral leave taken during that
week. For certain law Enforcement and Fire Protection
personnel, "Overtime: and "Work Period" are defined
differently pursuant to the 7(k) exemption under the
Fair labor Standards Act.
Part -time Employee: An employee who works on
a continuing basis, but does not work a full or regular
work schedule. Employees in this class are not eligible
for any employee benefits.
Performance Evaluation: The method of evaluat-
ing each employee on an annual basis as to his or her
performance on the job during the evaluation period.
Performance Increase: Salary Increase based on
job performance.
3
Probationary Employee: An employee serving the
initial twelve months of his or her employment, promo-
tion, transfer or re- employment to any position in the
classified service. A probationary employee is not a reg-
ular employee until completion of the twelve (12)
month probationary period. A probationary employee is
entitled to accrue vacation and sick leave. Employees of
elected officials do not serve a probationary period, and
may be terminated at will.
Promotion: A change of an employee from a position
in one class to a position in another class having a high-
er minimum and maximum salary and carrying a greater
scope of responsibility in the new position.
Public Hearing: A meeting of the Augusta-Richmond
County Commission or other agency or board, open to
the public, at which any interested party may request to
be heard.
Regular Employee: An employee who has complet-
ed their probationary period and is scheduled to work
the regular work schedule. (Employees of elected offi-
cials do not serve a probationary period and cannot
attain regular employee status as defined by these poli-
cies and procedures.) An employee in this class is eligi-
ble for employee benefits. Employees of Elected
Officials have no Grievance rights, except as may be
granted by the elected official's adoption of this hand-
book.
Reprimand: A formal means of communicating,
either verbally or in writing, to the employee that a
problem exists and that it must be corrected within a
reasonable time.
Resignation: The voluntary termination of an
employee at the employee's request. Resignations must
be in writing and submitted to the employee's immedi-
ate supervisor or department director.
Safety- Sensitive Position: Safety- sensitive
employees are those who perform any of the following
tasks or duties, or have the following qualifications /job
requirements:
1. Certified Law Enforcement Officers;
2. Jailers of Richmond County Sheriff's
Department;
3. 911 operators/ communications officers;
4. Fire Fighters;
5. Crash Fire and Rescue employees (Bush
Field);
6. Correctional Officers;
7. Employees who mix chemicals with water;
8. Employees who fuel or maintain aircraft;
9. Employees who maintain airfield facilities,
including aircraft ramps, taxiways or active
runways or median areas around ramps, taxi
ways and runways;
check by the Human Resources Department.
Applicants for Firefighter positions in the Fire
Department will be required to meet such physical stan-
dards (including without limitation height and weight
standards) as may be established by the Fire
Department. (Such standards are set forth in the
Augusta Fire Department Operations Manual (the
"Manual ")). Applicants for Firefighter positions in the
Fire Department will also be required to meet all stan-
dards and requirements of the State of Georgia for
employment of Firefighters, including without limitation
the "Employment Requirements" of the Georgia
Firefighter Standards and Training Council. A copy of
these requirements is maintained by both the Human
Resources Department and the Fire Department and
may be reviewed there upon request.
Applicants for Firefighter positions in the Fire
Department will also be required to pass such written
examinations, physical examinations, agility tests and
such other requirements as may be set forth in the sec-
tion of the Manual titled "Firefighter Qualifications."
Receipt and Duration of Applications:
Applications from all persons desiring employment with
Augusta shall be accepted on Tuesdays and Thursdays
between 9:00 am and 4:00 pm.
Rejection of Applications: The Director of Human
Resources may reject an application which indicates that
the applicant is deficient in any or all of the require-
ments as specified in the public announcement of the
vacancy. An applicant may also be rejected for fraud or
deception in the completion of the application, or if his
or her past record of employment is determined to be
unsatisfactory by the Director of Human Resources.
Notification: All applicants who are interviewed will
be notified in writing once the position for which they
applied has been filled.
Open Competitive Appointments: Positions to be
filled by recruitment from outside the classified service
shall be filled through a competitive process open to the
public. This process may include, but shall not be limit-
ed to: education ratings of training and experience; writ-
ten, oral, physical or performance tests; or any combina-
tion of these as determined by the Director of Human
Resources. Factors such as education, job - related qualifi-
cations, and experience may be taken into account in
making employment decisions. The Director of Human
Resources may require the applicant to submit proof of
education and military service or any other such docu-
mentation as is deemed necessary.
Promotional Appointments: Promotional appoint-
ments shall be open to all employees who meet the
requirements of the position and have an equivalent
combination of experience and training which provides
the required knowledge, skills and abilities required for
the position.
APPOINTMENTS
Initial Appointments: All employees shall be
employed upon the recommendation of the department
director.
Types of Appointments: When initially hired, per-
sons employed by Augusta shall be given one of the fol-
lowing types of appointment.
1. Probationary: A probationary appointment is an
appointment to a position in the classified service. An
employee serving a probationary period may be dis—
charged or returned to his or her previous position at
the discretion of the department head and shall not
have the right to utilize the grievance and appeal
procedure set forth in these policies.
2. Temporary: Temporary appointments may be made
to fill positions which are authorized and established
for a specified period of time, when the work of an
agency requires the services of one or more
employees on a seasonal or intermittent basis, or in
cases of emergency. Temporary appointments shall
not exceed 90 calendar days; however, extensions to
such appointments may be granted by the
Administrator.
3. Part -time: Appointments A part-time appointment is
an appointment to a position which indicates the
employee is to work on a continuing basis, but will
work less than the normal time specified for regular
appointments.
4. Regular Appointments: A classified employee given
an initial probationary appointment shall be given a
regular appointment upon satisfactory completion of
the probationary period.
PROBATIONARY PERIOD
Objective: No employee shall have a property interest
in his or her position during the probationary period.
During an employee's probationary period, the employ-
ee may be terminated or returned to his or her previous
position without notice.
Duration: The probationary period shall be twelve
(12) months in duration.
Promotional Probation: The probationary period
shall be used in connection with promotions in the some
manner as it is used for new hires.
Interruption of Probationary Period If an
employee is laid off during a probationary period and
such person is subsequently re- appointed in the some
department, he or she may be given credit for the por-
tion of the probationary period completed before the
lay -off.
5
Probationary Period Reports: Probationary per-
formance evaluations are conducted by the employee's
immediate supervisor or department director.
Probationary employees will be evaluated quarterly dur-
ing the probationary period. The department Director
shall notify Human Resources in writing as to whether or
not the employee successfully completes their proba-
tionary period.
PROMOTIONS AND TRANSFERS
It shall be the policy of the Augusta - Richmond County
Commission to fill vacancies in the classified service, as
far as practicable, by promotion of existing employees.
To this end, closed examinations may be held at the call
and under the direction of the Director of Human
Resources.
Political or Partisan Endorsement Prohibited:
Promotions to positions in the classified service shall be
based upon job performance and qualification for promo-
tion only. No consideration shall be given to political or
partisan endorsement.
Intra - Departmental Transfers: The appropriate
department director may, at any time, transfer an
employee in the classified service under his or her juris-
diction from one position to another in the same class in
the same department. An intro -departmental transfer of
an employee to a position in another class shall be
made only between classes within the same pay ranges.
The Human Resources Department shall be notified of
such changes in assignment.
Inter - Departmental Transfers: A transfer of an
employee from one department to another shall require
the approval of both department heads concerned.
Requests for such transfer shall show how the employee
concerned meets the qualification requirements of the
class to which the transfer is proposed.
Promotional Examinations: The Director of Human
Resources shall conduct competitive promotional exami-
nations in accordance with these policies and proce-
dures. In competitive promotional examinations, the
Director of Human Resources shall admit only those
employees to the examination who meet the published
qualification requirements.
Illegal Substances Screening: Any employee con-
sidered for promotion and /or transfer to a safety- sensi-
tive position will be required to pass an illegal sub-
stances screening prior to being awarded such promo-
tion and /or transfer.
Promotion Probation: Individuals promoted or
advanced will serve on a probationary basis for twelve
(12) months from the effective date of promotion. If,
during the promotion probation period, it is determined
that the promoted individual cannot adequately perform
department director within the 72 hour time require-
ment will result in termination of the employee's
employment.
Provisions relating to loss of certification or other job
requirements for Firefighters are contained in the
Manual section titled "Firefighter's Certification." Under
0.C.G.A. sec. 25 -4 -8, the conviction of certain drug
related offenses may cause a Firefighter to lose certifica-
tion. Firefighters must reacquire certification within 60
days or the Firefighter will be discharged.
Dismissal: Dismissals shall constitute discharges or
separations from employment and shall be governed by
the provisions of these policies and procedures as here-
inafter set forth.
Retirement: The retirement of an employee shall con-
sist of the voluntary separation of an employee who has
met the requirements of age and length of service under
the provisions governing any applicable pension plan of
which such employee may be a member.
Death: Separation shall be effective as of the date of
the death of the employee. All compensation, including
vacation, due to such employee os of the effective date
of separation shall be paid to the beneficiary of the
employee, the surviving spouse of such employee, or to
the estate of such employee, as may be determined by
law or by the applicable executed documents in the per-
sonnel folder of such employee.
RETURN OF AUGUSTA PROPERTY
Any and all property of Augusta or any of its agencies
which is in the possession of an employee who is sepa-
rated from employment shall be immediately returned
to the appropriate department by that employee on
their final day of employment. The department director
of such employee is responsible for collecting said prop-
erty from said employee.
EXIT INTERVIEWS
All employees separating from employment with
Augusta (other than employees of Elected Officials) are
encouraged to participate in the exit interview process,
which includes an interview by the Director of Human
Resources or Employment Manager. Participation is
optional to the employee; however, it is a good opportu-
nity to provide useful information to the Human
Resources Department.
FINAL PAYCHECKS FOR
TERMINATED EMPLOYEES
All final paychecks will be distributed by the Human
Resources Department. An employee's final paycheck
will not be direct deposited; instead, it will be available
in the Human Resources Deportment.
1.F DISCIPLINARY
ACTION
Effective supervision and good employee relations
should reduce to a minimum those instances necessi-
tating disciplinary action. The establishment of rules
and regulations and the imposition of disciplinary
action for a violation thereof is not intended to
restrict the rights of any employee, but is for the
purpose of insuring the rights of all and for securing
cooperation and orderliness throughout the classified
service. The severity of the disciplinary action
imposed should be related to the gravity of the
offense, the employee's record of disciplinary action,
and the disciplinary action imposed in similar cases.
Any disciplinary action imposed shall be for just
cause, in accordance with the policies herein. The
Augusta- Richmond County Commission will not allow
discrimination against any employee because of
race, color, religion, sex, age, national origin, dis-
ability/handicap, or political affiliation.
CONDUCT SUBJECT TO
DISCIPLINARY ACTION
The following actions will constitute just cause for disci-
plinary action but the imposition of disciplinary action
shall not be limited to the offenses set forth:
1. The arrest or conviction of a felony, or of a
misdemeanor involving moral turpitude.
2. Absence without leave, or failure to report
after the expiration of a leave of absence.
3. Excessive tardiness (i.e. 4 occurrences within
30 days, except for Fire Suppression
Personnel, unless justified under Augusta
policies).
4. Abuse of sick leave (i.e. 6 occurrences within
6 months, except for Fire Suppression
Personnel, unless justified under Augusta
policies).
5. Insubordination or serious breach of proper
discipline.
6. Inefficiency or incompetence in the
performance of an employees job.
7. Abuse, misuse or theft of Augusta property.
8. The borrowing of government equipment for
personal use without prior official permission.
9. The loss of job requirements such as the loss
of a necessary license, which prevents the
adequate performance of assigned duties.
10. The making of false statements to
supervisors, officials, the public, boards,
commissions, or agencies.
11. The violation of the Augusta- Richmond County
Code and ordinances, administrative
regulations, departmental rules, or these
policies and procedures.
7
12. The consumption, sale or possession of
alcoholic beverages and /or illegal substances
while at work, or being intoxicated on the job,
or being otherwise affected on the job
because of the prior use of some illegal
substance.
13. The discovery of a false statement in an
application or other records.
14. Acceptance of gratuities in conflict with state
law or the Augusta - Richmond County Code.
15. The refusal, when so directed, to be examined
by a licensed physician designated by
Augusta.
16. Political activity in conflict with these Policies
and Procedures.
17. Engaging in offensive conduct or using
offensive language toward the public,
supervisory personnel, or fellow employees.
18. Harassment as explained in the Policy and
Procedures on Harassment.
19. Solicitation and Distribution: Solicitation by
Augusta employees is prohibited when the
person soliciting or the person being solicited
is on working time. Working time is the time
an employee is expected to be working.
Distribution of literature by employees during
work time and in working areas is strictly
prohibited.
20. Gross misconduct, other than specifically listed
above.
21. Violation of the rules and /or provisions set
forth in the Augusta Safety /Risk Management
Manual.
22. Fighting or causing a fight to occur in the
work area or on Augusta Property.
ARREST ON FELONY OR CER-
TAIN MISDEMEANOR CHARGES
Any employee arrested on felony charges or charges of
misdemeanor involving moral turpitude is required to
notify their Department Director of such arrest within 72
hours of such arrest. An arrest for a felony or a misde-
meanor involving moral turpitude as defined under
Georgia law shall constitute the basis for immediate sus-
pension with pay, or without pay, for a period of five
(5) days during which the Director of Human Resources
will conduct an investigation to determine whether the
pending charges will affect the employee's job perfor-
mance or whether the conduct which resulted in the
arrest is a basis for disciplinary action. A hearing shall
be held after the five (5) day investigation period and,
at the discretion of the Administrator, the employee may
be placed on leave without pay until final disposition of
the charges. If he /she elects, such employee may
exhaust any accrued vocation and /or compensatory
time off before being placed on leave without pay under
this section. Any employee who fails to notify their
Department Director within the 12 hour time frame will
be terminated.
lions set forth in these policies and procedures.
Employees of elected officials are Employees At-Will
and, as such, have no grievance procedure rights as out-
lined in Augusta Personnel Policies and Procedures.
Within three (3) working days of the affected employee
being notified of the charges, the Administrator or his
designee shall hold a pre-termination conference at
which time the employee shall be authorized to present
information which is pertinent to the charges on his /her
behalf. If an employee wishes to have an attorney pre-
sent at this conference, said employee must inform the
Director of Human Resources of such intentions at least
48 hours prior to the conference.
The Administrator or his designee shall render a decision
on the proposal for termination based on all of the rele-
vant information.
The Administrator or his designee shall advise the
employee in writing of his /her right to appeal the deci-
sion under the procedures outlined in this handbook.
VIOLATIONS EXCLUDED FROM
PROGRESSIVE DISCIPLINE
There are certain behaviors that are so severe that they
subject the employee to immediate termination. These
behaviors are thus excluded from the progressive disci-
pline policy (the following list is not inclusive of all the
behaviors exempted from the progressive discipline poli-
cy):
• Violation of the Augusta Substance Abuse Policy
• Carrying a weapon without a business purpose
• Theft of government property as defined by
ORDINANCE NO. 6199 of the official Augusta -
Richmond County Code Section 1 -7 -51
• Intentional harassment, including sexual harassment
• Destruction of properly
• Insubordination
• Misrepresentation of important facts in seeking
information in administrative process
DOCUMENTATION
A written record of all disciplinary actions taken will be
placed in an employee's official personnel file.
Disciplinary documentation (written reprimands and ver-
bal warnings) will be remain in the employees official
personnel file for 12 months if no further disciplinary
actions occur within this time frame. Disciplinary suspen-
sions without pay will remain in an employee's official
personnel file for 3 years.
GRIEVANCE AND APPEAL
PROCEDURES
In order to perform efficiently, employee grievances
should receive prompt consideration and equitable reso-
lution. Whenever possible, grievances should be
resolved or adjusted informally, and both supervisors
and employees shall be expected to make every effort
to do so. With respect to those grievances, which cannot
be so resolved, employees shall be entitled to process
the grievances as hereinafter provided.
These procedures governing the processing of grievances
and providing the right of appeal are established for the
purpose of eliminating or correcting justifiable com-
plaints or dissatisfaction of regular employees; insuring
that all employees shall be afforded fair, equitable and
expeditious review of their grievances without fear, coer-
cion or discrimination; and providing a systematic and
orderly method for resolving complaints and differences
between employees and supervisory or management
personnel.
Any regular employee in the classified service who has
been suspended without pay, dismissed, or subjected to
any other type of disciplinary action (except oral or writ-
ten reprimand, or suspensions with pay) as a result of
the application of these policies and procedures, for
which a grievance may be filed shall proceed as follows:
An employee shall discuss the grievance with his /her
immediate supervisor and department director prior to
initiating a formal grievance.
Within five (5) working days of the disciplinary action,
a regular employee must submit their written grievance
to the Director of Human Resources.
Within five (5) working days of the receipt of the writ-
ten grievance, the Director of Human Resources will
arrange an appointment with the employee, Department
Director, Administrator or his designee, and himself /her-
self to discuss the problem and, hopefully, reach a solu-
tion. If a settlement is not reached within three (3)
working days of the initial meeting, the grievance is car-
ried to the next step.
If a settlement is not reached, the Director of Human
Resources will submit all documentation, including a
statement of charges, to the Personnel Board. This will
be sent to the Personnel Board within five (5) working
days following the three (3) working day settlement
period. The Personnel Board will then conduct a general
investigation into the charges. At its next scheduled
meeting, the Personnel Board will hold an open hearing
and receive the evidence in relation to the matter.
Within five (5) working days of the hearing, a decision
will be rendered by the Personnel Board, unless the
Board postpones for the consideration of the appeal.
Should the Board fail to overrule the appealed decision,
the decision shall stand. The Human Resources Director
will notify the employee in writing of the decision of the
Personnel Board.
No punitive, discriminatory, adverse, or retaliatory action
shall be taken against any employee on account of the
filing of a grievance or an appeal.
9
1.G EMPLOYEE
RECORDS
The Director of Human Resources shall be responsi-
ble for fostering and promoting in- service training of
employees for the purpose of improving the quality
of service and enhancing employees in preparing
themselves for advancement.
PERSONNEL TRANSACTIONS
All appointments, separations, and other personnel
transactions shall be recorded on forms provided by the
Human Resources Department. A separate folder shall
be prepared and maintained for each employee and
shall contain the original or a copy of all pertinent docu-
ments. All medical information shall be maintained sepa-
rately from the employee personnel files and kept confi-
dential. The official personnel record for each employee
shall be maintained in the Human Resources Department.
PUBLIC INSPECTION
The following information relative to employees and for-
mer employees shall be available for public inspection at
reasonable times and in accordance with such proce-
dures as the Administrator may prescribe: name, class
title, and salary range. Selection records and perfor-
mance rating reports shall be accessible only to the
Administrator, the department director concerned, the
Augusta - Richmond County Commission, and the employ-
ee involved. Other personnel information may be made
available for official purposes at the discretion of the
Administrator and as required by law or legal process.
Social Security numbers are considered confidential and
will not be released to anyone for any purpose without
written consent.
CONFIDENTIALITY
All personnel records of employees covered under these
regulations and all other records and materials relating
to the administration of the personnel system shall be
considered confidential and the property of Augusta -
Richmond County Commission. An employee charged
with this responsibility, as part of official duties, shall
not release information obtained in the course of official
duties.
DESTRUCTION OF RECORDS
Employee service records shall be kept in accordance
with state and federal regulations after termination of
employment. Such records may be kept in their original
form or in any other duplicate form the Director of
Human Resources deems appropriate. All other records,
including correspondence, applications, and examina-
tions may be destroyed in accordance with federal or
state laws and in accordance with the Augusta records
retention policy.
Each department director is responsible for administering
break schedules and monitoring break time for their
deportment employees. Violations of break time will be
handled in accordance with the Progressive Disciplinary
Policy.
USE OF ACCRUED
COMPENSATORY TIME OFF
Employees may use any accrued compensatory time off
in order to extend any period of leave allowed under
these policies and procedures, so long as the extension
is approved by the employee's department director and
the total amount of leave time taken does not extend
the six -month limitation.
HOLIDAYS
All full -time employees (except Fire Suppression person-
nel) shall be eligible for holiday leave for the following
days and other days as designated by specific action of
the Augusta- Richmond County Commission:
• New Year's Day
• Martin L. King, Jr. Day
• Good Friday
• Memorial Day
• Independence Day
• Labor Day
• Thanksgiving Day
• Day after Thanksgiving
• Christmas Eve
• Christmas Day
Holiday schedules in certain departments may vary as
directed by the Augusta- Richmond County Commission.
Whenever a holiday falls on a Saturday, the proceeding
Friday shall be designated a substitute holiday and
observed as the official holiday for that year. When the
holiday falls on a Sunday, the following Monday shall
be designated as the official holiday for that year. An
employee who is not on approved leave, is suspended
for disciplinary reasons, or who fails to report on
his /her scheduled work day, before or after a holiday,
will not be paid for the holiday.
Holidays, which occur during vacation or sick leave, shall
not be charged against vacation or sick leave. Full -time
employees shall be paid for holidays based on the num-
ber of hours they normally work each day, exclusive of
overtime. Temporary and part-time employees will not
be paid for holidays not worked.
Employees other than Public Safety scheduled to work
on an official Augusta holiday shall be paid at one and
one -half times the regular rate for each hour worked
during the actual holiday and will be paid for the holi-
day.
Fire Suppression Holiday - Schedule Fire Suppression
personnel will be provided five (5) holidays per year.
VACATION
Vacations are for the purpose of rejuvenating both physi-
cal and mental faculties and all employees are urged to
avail themselves of vacation periods.
Eligibility: All regular employees in the classified ser-
vice shall be entitled to earn and accrue vacation.
Temporary and part-time employees shall not be eligible
for vacation.
Vacation Accrual: No vacation accrual is allowed
while on leave of absence without pay, while suspended
or while on workers compensation or salary continuation
in lieu of workers compensation.
Regular and Probationary Employees (other than Fire
Suppression Personnel) begin to accrue vacation imme-
diately upon employment and will be entitled to take
vacation upon completion of twelve (12) months
employment.
Time employed
0 -1 year
1- 3 years
3 - 5 years
5 - 10 years
10- 12 years
12 years and on
Monthly Accrual
1/2 day
1 day
1 1/4 days
1 1/2 days
1 3/4 days
2 days
Firefighters Vacation Schedule
(fire Suppression Personnel)
Firefighters begin to accrue vacation immediately upon
employment and will be entitled to take vacation upon
completion of twelve (12) months employment.
Vacation may be taken as earned or allowed to accumu-
late not to exceed 288 hours per year.
Accrual Schedule Days
0 -12 months= 3.69 hrs /pay period= 96 hrs 4
13 -60 months= 4.62 hrs /pay period =120 hrs 5
61 -120 months= 5.54 hrs /pay period =144 hrs 6
121 -180 months= 6.46 hrs /pay period =168 hrs 7
181 -240 months= 8.31 hrs/poy period =216 hrs 9
240 + months =11.08 hrs/poy period =288 hrs 12
Fire Suppression Personnel will be allowed to carry over
vacation accrual from year to year, but no more than
seven (7) days.
All vacations will be taken between January 1 -
December 20 of each year.
All vacations for the next year will be scheduled prior to
December 31 of the previous year.
Maximum accrual is 12 days or 288 hours.
Scheduling vacation: Vacation will first be sched-
uled in the best interest of the department, and second-
ly, at the employee's convenience. Vacation must be
approved by the Department Director in advance.
11
Any employee assigned to a position that necessitates
handling money and /or accounting records must take a
regular vacation. The Augusta- Richmond County
Commission must approve exceptions to this section.
Notice of vacation: A request for vacation by an
employee other than a Firefighter shall be submitted to
the employee's immediate supervisor within a reason-
able time in advance of the beginning date of the vaca-
tion. Firefighters must schedule their vacation according
to the Fire Departments guidelines stated above.
Vacation may be taken only after approval by the appro-
priate department director so that, insofar as practicable,
the department can function without the hiring of addi-
tional temporary help. Vacation shall be authorized in
units of days or hours only. Fire Suppression personnel
must take vacation in increments of 24 -hour shifts.
Maximum allowable vacation carryover.
Unused vacation not exceeding 26 days may be carried
into the next calendar year, other than for Firefighters. It
is the intent of these rules to have employees take their
vacation during the calendar year. Therefore, no pay-
ment shall be made for non -use of vacation unless
approved by the Augusta- Richmond County Commission.
Payment for Unused Vacation: When an
employee is separated from the service, such employee
shall be paid for all accrued unused vocation (up to 26
days, or 166 hours for Firefighters) unless he /she fails
to give proper notice of resignation or has failed to com-
plete twelve (12) months of continuous service.
SICK LEAVE
Sick leave is a privilege given to employees by the
Augusta- Richmond County Commission; and except as
required by the Family and Medical Leave Act of 1993
( "FMLA ") or other applicable law, it is not a right. Sick
leave shall be allowed to an eligible employee:
1. In the case of actual sickness or disability of the
employee or for medical, dental, or eye examination or
treatment for which arrangements cannot be made out-
side of working hours.
2. When the employee is required to care for a sick or
injured spouse, child, or parent. Except as required by
FMLA, it is inappropriate for the employee to remain
absent from work if the adult or child could care for
themselves. A physician's certificate can be requested to
verify illness for individuals under the employee's care
for whom sick leave is taken.
Employees shall report illness prior to his/her scheduled
work time if possible. If not, the employee shall see
that illness is reported within 30 minutes after the time
he /she is scheduled to have reported for work. Those
employees working shifts and who relieve other employ-
ees shall he required to report illness in advance of their
reporting time.
the newborn child;
3. for placement with the employee of a son or
daughter for adoption or foster care; and
4. to care for the employee's spouse, son,
daughter, or parent with a serious health
condition.
A serious health condition entitling an employee to
FMLA leave means, generally, an illness, injury, impair-
ment or physical or mental condition that involves "inpa-
tient care" and /or "continuing treatment by a health
care provider" as those terms are defined in the FMLA.
Copies of the FMLA and regulations to it are available
for inspection in the Human Resources Department.
Employees who are unsure whether a leave would quali-
fy as FMLA leave are urged to seek assistance from the
Human Resources Department.
Each FMLA Leave request will be reviewed by the
Department Director and the Director of Human
Resources to assure that requests meet the guidelines as
set forth in the Family Medical Leave Act. FMLA leave
taken in connection with the birth or placement of a
child may not be taken after the end of the 12 -month
period beginning on the date of the birth or placement.
Spouses who are both employed by Augusta are entitled
to a total of 12 weeks of leave (rather than each
receiving 12 weeks) if the reason is for the birth or
adoption of a child or for the care of a sick parent.
Eligibility: Only employees who have been employed
for at least 12 months and have worked at least 1250
hours over the previous 12 months will be eligible for
FMLA leave; however, exempt employees (for purposes
of the Fair Labor Standards Act) who hove been
employed for at least 12 months will be deemed to
have satisfied the 1250 -hour requirement.
Notice of Leave: Employees must give at least two
weeks advance written notice to the employee's imme-
diate supervisor of the need for FMLA leave when the
need for the leave is foreseeable. If the need for FMLA
leave is not foreseeable, for example, is the result of an
accidental injury, the employee must notify the employ-
ee's immediate supervisor of the need for leave as soon
as practicable and generally, no later than 2 business
days, after the employee first learns of the need for the
leave. The Human Resources Department reserves the
right to delay FMLA leave if notice is not timely provid-
ed, but the delay will not extend beyond two (2) weeks
from the date written notice is provided to the employ-
ee's immediate supervisor.
Certification by Physician: If FMLA leave is
requested for the employee's serious health condition or
to care for a spouse, parent or child with a serious
health condition, the employee must furnish the Human
Resources Department with a completed medical certifi-
cate from a doctor or other health core provider. If the
leave is foreseeable, the certification must be delivered
to the employee's immediate supervisor before the
leave begins. The certificate must be furnished within
15 days of the date the employer requests the certifi-
cate. An employee requesting an extension of leave for
a serious health condition or to care for a family mem-
ber with a serious health condition must give notice of
the need for an extension prior to the expiration of the
original leave if the need for the extension is foresee-
able, and must provide another medical certificate to
support the extension. The Human Resources
Deportment may require a second and third medical
opinion at Augusta's expense and may request periodic
certification of the medical necessity of a leave at rea-
sonable intervals during a leave.
An employee who is out on FMLA leave will be required
to report periodically on his/her status and intent to
return to work.
An employee who returns to work following FMLA leave
for his/her own serious health condition must present a
doctor's statement of clearance for work to the Director
of Human Resources in order to return to work.
Benefits During FMLA leave: An employee will be
eligible to retain health insurance coverage and other
group insurance benefits on the some conditions as
would have been available to the employee if the
employee had been actively at work during the leave,
provided the employee timely pays the applicable premi-
um to continue such coverage. An employee on unpaid
FMLA leave should make arrangements with the
Benefits Coordinator in the Human Resources
Department if the employee desires continued group
coverage.
Maximum allowable accumulation: The 12-
month period is a rolling period. Each time an employee
takes FMLA leave, the remaining leave entitlement will
be the balance of the 12 weeks, which has not been
used during the immediately preceding 12 months.
Relationship to Other Leaves: An employee will
be required to use any accrued sick leave and vacation
as FMLA leave before being entitled to additional FMLA
leave. Any leave for a FMLA reason, including sick
leave, maternity leave, leave for work-related injuries
and leave for temporary disabilities will be counted
against an employee's FMLA entitlement. An employee's
entitlement to sick leave, maternity leave, workers'
compensation leave or leave for temporary disability will
run concurrently with the employee's entitlement to
FMLA leave.
FMLA leave generally will be unpaid leave except to the
extent an employee uses paid sick leave or vacation for
FMLA leave.
Intermittent or Reduced Leaves: If it is medically
necessary, an employee may take leave for the employ-
13
ee's own serious health condition or to care for a
spouse, parent or child with a serious health condition
on an intermittent basis (for periods of time less than a
full day or a full week) or on a reduced leave basis (the
employee reduces his/her usual number of hours
worked each week). Intermittent or reduced leave must
be approved by the Human Resources Department and
the employee may be required to transfer temporarily to
an available alternative position for which the employee
is qualified and which better accommodates recurring
periods of leave. An employee may take FMLA leave in
connection with the birth or placement of a child for
adoption or foster care on an intermittent or reduced
basis only with the prior approval of the Human
Resources Department.
*NOTE: Fire Suppression personnel are not allowed to
take periods of time off in less than 24 -hour increments.
Job Restoration: An employee who returns to work
on or before the end of the allowable FMLA leave period
will return to the some or an equivalent job and shift
the employee left with the same or equivalent benefits
as required under FMLA.
LEAVE OF ABSENCE WITHOUT
PAY
Requested upon receipt of a written request from a reg-
ular employee accompanied by pertinent supporting doc-
ument(s), a department director, after approving the
request, will forward it to the Human Resources
Department, who will submit it to the Administrator for
approval. Leaves without pay may be granted for an ini-
tial 30-day period. If additional 30-day periods are
requested, a review and decision as to such request will
be made by the Human Resources Department.
Leaves of absence without pay may be granted for the
following reasons:
Military duty
Employee's illness: physician's statement required
Illness in immediate family: illness of spouse,
child, or parent supported by physician's statement stat-
ing need
Advanced training: To upgrade the individual for the
position held or promotional opportunities.
At the discretion of the Administrator an employee
arrested on felony charges or charges of misdemeanor
involving moral turpitude may be placed on a leave of
absence without pay until final disposition of the
charges.
Regulations: All departments are required to adhere
to the following regulations:
1. Leave without pay shall be granted only
when it will not adversely affect the
interests of Augusta service.
Application for Leave: To request assistance, an
employee must submit a leave form request to his
Department Director, who forwards the request and
appropriate medical verification to Human Resources.
The Department Director may request that members
within the department donate vacation leave, and may
request that other Department Directors request the
some of their employees. The prospective donor must
submit a written request to the department head or
designee, indicating the amount to be donated (8 hours
or more) and the name and department of the recipi-
ent. The request should also state that the donor under-
stands that the donation is voluntary and will not be
returned if unused. Donation forms should be forward-
ed to Human Resources. Upon approval /denial of the
request, Human Resources will forward all necessary
paperwork to the Payroll department. Upon return to
work the employee will maintain the donated hours in
their sick leave bank, however, no further hours can be
donated to the employee upon their return to work.
1.K tic . NEPOTISM
Nepotism is defined as "the favoritism or patronage
granted to relatives."
Members of an employee's family, household or rela-
tives (including a person for whom an employee has
legal responsibility, a parent, step - parent, child, step-
child, son -in -law, daughter -in -law, brother, sister, spouse,
aunt, uncle, niece, nephew, grandparent, grandchild,
brother -in -law, sister -in -law, or persons living in the
employee's household) will not be considered for
employment when:
1. their position or your position would exercise
supervisory, appointment, grievance
adjustment, dismissal or disciplinary authority or
influence
2. if you or the employee would audit, verify,
receive or be entrusted with this government's
money or property
3. where Augusta must limit hiring to avoid
conflict of interest with customers, agencies, or
others with whom Augusta conducts business
4. where Augusta must limit hiring to avoid
employment discrimination, personnel policy
conflicts or related problems.
The Human Resources Department will not knowingly
place an employee in a situation where he /she is super-
vised by a member of his/her family, immediate house-
hold or relative, or where favoritism, interpersonal con-
flict, lack of productivity, efficiency or other adverse
employment conditions may occur.
BECOMING RELATED DURING
THE COURSE OF EMPLOYMENT
If the situation occurs where an employee marries or
becomes related by marriage (as defined above) to
another individual in the department, the employees will
have 30 days to decide which one of them will leave.
If the employees do not decide, then Human Resources
will arrange for a transfer of the employee who was last
hired to a comparable position in another department
within 60 days. If the transfer is offered and declined
by the employee, all continued rights of employment
shall cease and such employee will be separated.
This policy shall not be retroactive, unless any of the
above adverse conditions are being practiced. This poli-
cy will be applied in accordance with applicable state
and federal law and any employee who violates the pol-
icy will be subject to discipline up to and including termi-
nation.
re cep i c
ntl y use
1.1.t POLYGRAPHS
This policy is to be followed in the utilization of poly-
graph examinations whenever they are used as park
of an investigation of alleged impropriety or miscon-
duct by officers, employees, or agents of Augusta.
All Augusta employees or agents are required to
cooperate with supervisors and investigators in the
process of conducting investigations of, incidents of,
and reports alleging impropriety or misconduct on
the part of any officer, employee, or agent includ-
ing, but not limited to, the providing of wririen or
oral testimony under oath and submission to an
examination by polygraph.
Supervisory personnel investigating impropriety or mis-
conduct by employees, investigators employed by
Augusta - Richmond County Commission, or investigative
agents of other organizations and agencies specifically
approved and commissioned to undertake an internal
investigation of any Augusta operated or funded activity,
are authorized to employ polygraph examinations.
Polygraph examinations may be administered to as few
15
or as many employees as deemed necessary by the
investigating personnel.
Polygraph examinations may be administered only by
persons employed as polygraph examiners by a law
enforcement agency or by persons licensed by the
Georgia Board of Polygraph Examiners or licensed in
some other state to conduct such examinations. The
questions asked in any polygraph examination must
relate narrowly and directly to the subject's participation
in the alleged impropriety or misconduct under investiga-
tion or to his/her knowledge of information pertaining
to such impropriety or misconduct.
Refusal of an order to submit to a polygraph examina-
tion under the circumstances covered in this policy shall
be considered to be refusal to follow a direct order and
shall constitute cause for initiation of adverse action
based upon insubordination.
1.M v SMOKING
It is the policy of Augusta to provide employees with a
work environment that is both safe and healthy.
The Restricted Smoking Policy of Augusta will, when
feasible, ensure the protection of the health of all indi-
vidual employees involved.
Every prominent health study conducted during the past
two decades has linked smoking with a variety of major
health complaints. By the simple acknowledgment that
smoking is both a recognized health hazard and is con-
trollable, the adoption of a restricted smoking policy is a
demonstration by Augusta of a commitment to the well
being of the employee.
Therefore, in an effort to provide a more healthful work
environment, Augusta has implemented the following
policy regarding restricted smoking in the work place of
all Augusta employees:
No smoking is permitted in any Augusta building or facil-
ity. Smoking outside of the building in designated areas
will be allowed as long as trash receptacles are consis-
tently used and areas are kept thoroughly clean.
It is the responsibility of all employees of Augusta to
adhere to strict enforcement of this restricted smoking
policy. All supervisors are responsible for enforcing this
policy in their areas of responsibility.
Employees are encouraged to assist in the implementa-
tion of this policy by informing the visiting public of
smoking restrictions and providing directions to designat-
ed smoking - permitted areas outside your building.
Any noncompliance with this smoking policy by employ-
ees may be grounds for disciplinary action.
1.P OUTSIDE
EMPLOYMENT
Outside employment shall mean any paid employment
performed by any employee in addition to his or her
employment with Augusta. Such employment shall be
governed by the following regulations:
1.AII outside employment must be approved in
advance by the requesting employee's
Department Director. Department Director's must
have approval from the Administrator prior to
engaging in outside employment. The request
must include a description of the business for
which the employee /Department Director plans
to work and the hours and /or schedule he /she
plans to work.
2. Outside employment shall not interfere with the
efficient performance of the employee's duties.
If at any time such interference is found, the
employee will be subject to disciplinary action
up to and including discharge from Augusta
employment.
3. Outside employment shall not involve a conflict
of interest or conflict with the employee's duties
to Augusta.
4. Outside employment shall not involve the
performance of duties, which the employee
should perform as part of his/her employment
with Augusta.
5.Outside employment shall not occur during the
employee's regular or assigned working hours
unless the employee is on either vacation or
compensatory leave.
6. No employee granted permission to engage in
outside employment should work at said outside
employment for a longer period of time than
stated in his /her request for permission to
engage in such employment.
7.Any employee accepting outside employment
under the terms of these regulations shall make
arrangements with the outside employer to be
relieved of his /her outside duties if and when
called upon for emergency service by Augusta.
PROCEDURE
Any employee desiring to perform outside employment
shall first file a request in writing with his/her deport-
ment director for permission to engage in such employ-
ment. The request shall state the type of employment
and the hours of work, the name of the prospective
employer, and the place of employment.
The department director may either disapprove or recom-
mend approval of the request. If the department director
recommends. approval, the request shall be granted by
the Director of Human Resources if the regulations out-
lined above are satisfied.
Any employee failing to comply with this section is sub-
ject to disciplinary action, including dismissal.
1.0 POLITICAL
ACTIVITIES
No employee in the classified service shall engage in
political activities at the work place or during business
hours, whether at the request of another employee or
an elected official or upon the employee's own initiative.
No classified employee of Augusta may take an active
part favoring or opposing any candidate for nomination
or election to elective office at the work place or during
business hours. Notwithstanding the foregoing, affected
employees have the right to express their opinions on
all political subjects and candidates.
While employees may make voluntary contributions at
any time, so long as they are not made to another
Augusta officer or employee, they may not solicit, col-
lect, receive, disburse, or otherwise handle contributions
made for political purposes in a partisan election at the
work place or during business hours. Employees may
not be involved directly or indirectly in the sale of dinner
tickets of a political party or candidate, or in the distribu-
tion of pledge cards soliciting subscriptions to such din-
ners, at the work place or during business hours.
Employees may not distribute campaign literature,
badges, or buttons for an election at the work place or
during business hours. They are not prohibited from
wearing political badges or buttons outside the work
place and outside business hours, and may display politi-
cal material in the yard or windows of their residence.
Employees may display political stickers on bumpers of
privately owned vehicles not used for Augusta business.
An employee may attend a primary meeting, mass con-
vention, caucus and the like, and may cast his /her vote
on any question presented, so long as such attendance
and voting does not interfere with the employee's duties
of employment with Augusta.
Employees may be members of political clubs, but they
may not be active in organizing such a club, be officers
of the club or members or officers of any of its commit-
tees, or act as such, or address a political dub on any
political matter, if such activities would interfere with the
employee's duties of employment with Augusta.
An employee is permitted to sign a nominating or recall
petition on behalf of or against a candidate, so long as
such signing takes place off the work place and outside
of business hours. He may not initiate such petitions or
canvass for signatures of others at the work place or
during business hours.
17
No employee will use any Augusta supplies or equip-
ment for the purpose of favoring or opposing any candi-
date for nomination or election to Elective office.
An employee failing to comply with this section is sub-
ject to disciplinary action, including dismissal.
Any Augusta employee who qualifies to run for public
office in a party primary or nonpartisan election must
take a leave of absence without pay on the day he
qualifies for public office and continue on leave until the
day following the primary or nonpartisan election. In the
event the employee wins the primary and has no oppo-
sition in the general election, or wins the nonpartisan
election, he may return to work until the date he
assumes his elected office. In the event the employee
has opposition in the election, he must continue on the
leave until the day following the election date. In the
event the employee qualifies to run for public office
when there is no primary but only an election, he must
take a leave of absence without pay and continue on
such leave until the day following the election.
"Opposition" as used herein shall mean a nominee of a
political parry, or qualified independent candidate, or
qualified write-in candidate.
This section applies to Augusta employees seeking public
offices where the duties of such elected offices conflict
with Augusta's interest in maintaining efficiency, integri-
ty, and public confidence in Augusta - Richmond County
government.
1.R v DRESS CODE
AND PERSONAL
APPEARANCE
Employees of Augusta shall dress in a manner that
reflects an efficient, orderly and professional gov-
ernment Personal appearance and dress attire shall
be professional and in good taste for our govern-
ment
environment, which fosters a positive public image
of the organization. Generally speaking, all clothing
shall be conservative by design.
Dresses, Skirts, Skorts: Dresses, skirts, and skorts
shall be no more than 3 inches in length above the
knee. Denim dresses, skirts, skorts, and jumpers are
acceptable if they adhere to the 3 inch length require-
ment. Dresses with slits on the front or the side shall
not be wom with slits that are more than 5 inches
above the knee.
2.A SUBSTANCE
ABUSE
The Substance Abuse Policy adopted by the Augusta -
Richmond County Commission is made part of these
Policies and Procedures of the Employee Handbook.
At times, state or federal law may require that addi-
tional Augusta employees be tested, or that addi-
tional or different testing mechanisms and proce-
dures be implemented. Said state or federal law
requirements will supersede the relevant provisions
of the Substance Abuse Policy and that Policy may
or may not be amended to reflect those changes
prior to their effective date. Affected employees will
be notified in advance of any changes as a result of
state or federal requirements.
In recognition of the continued and growing problem of
substance abuse, it is the policy of the Augusta -
Richmond County Commission to take all reasonable
measures to assure that drug and /or alcohol use by
employees does not jeopardize the safety of our opera-
tions or otherwise adversely affect Commission employ-
ees, the community, or the public's trust in our ability to
carry out our responsibilities.
We cannot and will not tolerate lapses in employee con-
trol of their ability to operate safely and productively. It
is the policy of the Commission that if an employee
required under this Policy to be tested for substance
abuse either refuses or fails such test, they will be sub-
ject to disciplinary measures up to and including dis-
charge.
Your cooperation with and adherence to the
Commission's policies and procedures regarding sub-
stance abuse are conditions of your continued employ-
ment. If an employee violates or is insubordinate by
refusing to cooperate with any of these policies and pro-
cedures, the employee is subject to disciplinary mea-
sures up to and including discharge.
PROHIBITIONS
The possession, unlawful manufacture, sale, distribution
or presence in the body, of alcohol, drugs, controlled
substances or prescription medicine for which no valid
prescription is held, in the workplace is strictly prohibit-
ed. Disciplinary action against violators may consist of
immediate termination of employment.
It is illegal and a violation of this Policy to take a med-
ication prescribed for someone else - prescription medi-
cine must be prescribed for the user by a licensed physi-
cian.
All employees are prohibited from consuming alcohol for
four (4) hours prior to reporting for duty and for eight
hours after an accident, or until he /she has been tested
pursuant to this Policy. This prohibition applies equally
to Transit Employees and CDl Holders by virtue of feder-
al regulations.
Any and all employees who are on an on-call work sta-
tus will not consume alcohol while on-call.
CONFIDENTIALITY
The privacy interests of employees and the legitimate
interests of Augusta in implementing and maintaining a
substance abuse program will be accomplished by:
1. limiting the extent of inquiries to those
necessary to effectuate this Policy
2. assuring that disclosure of, and access to,
information generated under this Policy is on a
strict need - to-know basis
3. informing employees of the purpose for which
the information is sought.
If a third party requests information (for example, in the
context of a reference check), regarding Augusta's deci-
sion not to hire an applicant or not to transfer or pro-
mote or to terminate an employee, and that decision is
based on a violation of this Policy by the applicant or
employee, the reason given for such decision will be
that the applicant or employee did not comply with poli-
cy. No further information will be given to any third
party without the prior written consent of the applicant
or employee, except in the following circumstances:
1. information may be given to Risk
Management, to laboratories and to the MRO
19
SUBSTANCE
ABUSE
for the purpose of administering this Policy;
2. information may be given to the employee's
department head, when a recommendation of
disciplinary action has been made and it is
that department head's responsibility to carry
out such disciplinary action;
3. information may be released to the
Department of labor and appropriate
representatives of the Augusta - Richmond
County Commission in the event an employee
discharged for violations of this Policy applies
for and /or appeals a denial of unemployment
compensation;
4. information may be released pursuant to an
order from a court of competent jurisdiction or
other tribunal;
5. information may be released to-the Equal
Employment Opportunity Commission or the
Human Relations Commission if requested in
connection with any inquiry or investigation
by either such body; and
6. information may be released to those persons
or bodies hearing any appeal by an employee
of any action taken pursuant to this Policy.
Release of Information as to Transit
Employees or CDL Holder:
1. Augusta shall release information
regarding a Transit Employee or CDL Holder
record as directed by specific written consent
from the employee authorizing release of the
information to an identified person.
2. A Transit Employee or CDL Holder is entitled,
upon written request, to obtain copies of any
records pertaining to his or her use of a
prohibited substance, including any records
pertaining to test results.
3. Augusta may disclose information that is
required to be maintained to the decision
maker in a lawsuit, grievance, or other
proceeding initiated by or on behalf of the
employee tested.
4. When requested by the National
Transportation Safely Board as part of an
accident investigation, Augusta shall disclose
information related to its administration of
drug and alcohol tests following the accident.
ed under the provisions of "For Cause" testing. The
injury must be of such gravity as to obviously require
medical attention.
FOR -CAUSE
(REASONABLE SUSPICION)
Any employee may be tested for illegal substances
and /or alcohol when, based on specific, contemporane-
ous, articulable observations concerning the appearance,
behavior, speech, or body odors of an employee, it is
determined that there is reasonable suspicion that the
employee is violating this Policy.
An illegal substances screening which shows that a spec-
imen may have been diluted, tampered with, or substi-
tuted will be considered reasonable suspicion for addi-
tional, for -cause testing.
The number of employees requested to participate in a
for -cause screening based on a workplace incident may
range from a single individual to all personnel who were
involved in the incident or had access to the work area
in which the incident occurred.
To initiate a for-cause screening, the appropriate
Department Head will use the For -Cause Test
Authorization Form (SA -3).
RANDOM TESTING PROGRAM
Program integrity: To ensure the selection process
maintains true random integrity, no names, social securi-
ty numbers, employee numbers or any other identifica-
tion of individuals will be provided to the agency which
is responsible for selecting the random numbers to be
tested, which numbers are generated through a comput-
er program.
Employees classified as safety - sensitive will be randomly
tested for illegal substances. A safety - sensitive employ-
ee may be tested up to once per month.
Criteria and standards for random testing for regular
employees are available for review in the Risk
Management Office. Criteria and standards for random
testing of Transit Employees and CDL Holders are found
in the federal regulations cited above, which are avail-
able for review in the Risk Management Office.
TESTING PROCEDURES
Drugs: Urine tests will be used for the detection of
drugs and controlled substances.
1. Regular employees: Standards, procedures
and processes for drug testing are available for
review at the Risk Management office.
2. Transit employees and CDL Holders:
Standards, procedures and processes for
testing of Transit employees and CDL Holders
are found in the federal regulations which are
available for review at the Risk Management
Office.
3. Every urine specimen shall at a minimum be
tested for:
(a) Marijuana;
(b) Cocaine;
(c) Opiates;
(d) Amphetamines and Phencyclidine (PCP).
Alcohol: Breath and /or blood tests will be used for
the detection of alcohol.
1. Regular employees: Standards, procedures
and processes for alcohol tests are available
for review at the Risk Management office.
2. Transit employees and CDL Holders:
Standards, procedures and processes for
testing of Transit employees and CDL Holders
are available for review at the Risk
Management Office.
ACTIONS REQUIRED FOR
POSITIVE TEST
Once a specimen has been tested as positive on an ini-
tial screening, a confirmatory test will be conducted
prior to the laboratory's reporting the specimen as a
positive result.
Regular Employees: Once confirmed, the laboratory
will report the results with allied documentation to the
MRO, through the Risk Management Office.
Transit Employees and CDL Holders: All labora-
tory reports will be sent from the laboratory testing facil-
ity directly to the MRO.
The MRO will verify all positive test results by first
reviewing laboratory reports, and confirming that a prop-
er chain of custody (procedures to account for the
integrity of each specimen by tracking its handling and
storage from point of collection to final disposition) was
followed.
The MRO will then contact the employee to discuss the
positive result. If verification of prescription drug use is
required in connection with the MRO's investigation of a
positive result, the MRO shall meet personally with the
employee. Otherwise, the MRO may contact the
employee by telephone. If the MRO finds that a valid
medical reason explains the positive result, the MRO will
report the test results to Risk Management as negative.
If the MRO is unable to find a valid medical reason for a
positive result, the positive result will be reported to Risk
Management.
Testing of Additional Sample: In accordance with
federal regulations(for Transit employees and CDL hold-
ers) and Commission authority for all other employees,
21
urine drug tests shall be according to the split sample
method, whereby the sample provided is divided into
two bottles. Upon being notified of a positive test result
by the MRO, a Transit Employee or CDL Holder may
request that the split sample be tested. This request
must be made within 72 hours of the MRO's notifica-
tion. Requests made after 72 hours will only be accept-
ed if the delay was due to documentable facts that
were beyond the control of the employee. Testing of
the split sample will be according to federal regulations.
Risk Management: For all employees other than
Transit Employees and CDL Holders, Risk Management
receives positive reports from the laboratory and for-
wards those reports to the MRO. (Reports for Transit
Employees and CDL Holders are forwarded from the lab-
oratory directly to the MRO). Risk Management is also
responsible for notifying the appropriate department
when action is required to be taken according to this
Policy.
Department Management: Upon notification by
Risk Management that an employee has tested positive
for an illegal substance, department management will
inform the employee that he /she is in violation of this
Policy and as such will be placed on administrative leave
(with pay) with a recommendation for termination.
Department management will terminate any safety -sen-
sitive employees violating this Policy.
Positive alcohol tests:
An employee with a blood - alcohol level of 0.04 or high-
er is in violation of this Policy and, as such, the employ-
ee will be immediately removed from his/her duties
and placed on 3 days, paid, administrative leave with
recommendation for termination. If applicable, the
employee will be advised of programs available for reha-
bilitation.
Employees who are found to have an alcohol concentra-
tion of 0.02 or greater but less than 0.04 will not be
permitted to perform their job duties until:
1. The employee's alcohol concentration
measures less than 0.02; or
2. The start of the employee's next regularly
scheduled duty period, but not less than eight
hours following administration of the test.
Employee Appeals: Any employee wishing to
appeal any action taken pursuant to this Policy will do
so in accordance with the personnel policies and proce-
dures in the Employee Handbook.
Rehiring Terminated Employees: Employees ter-
minated for violation of this Policy will not be considered
for rehire by Augusta for a period of one year from the
date of termination. Acceptable proof of completion of
an approved rehabilitation program will be required
before rehiring will be considered.
3.A o a
COMPUTER
USAGE
1. No one shall use any County computer or
network facility without proper authoriza-
tion. No one shall assist in, encourage, or
conceal from authorities any unauthorized
use, or attempt at unauthorized use, of any
of the County's computers or network facili-
ties.
Comment: Computers and networks are just
like any other County facilities - they are to
be used only by people who have permis-
sion. Using a computer without permission
is theft of services and is illegal under state
and federal laws. In addition, the following
specific computer crimes are defined by state
law (Ga. Code 16-9 -90 et seq.):
Computer theft: (including theft of computer ser-
vices, intellectual property such as copyrighted material,
and any other property);
Computer trespass: (unauthorized use of comput-
ers to delete or alter data or interfere with others'
usage);
Computer invasion of privacy: (unauthorized
access to financial or personal data or the like);
Computer forgery: (forgery as defined by other
laws, but committed on a computer rather than on
paper);
Computer password disclosure: (unauthorized
disclosure of a password resulting in damages exceeding
$500 - in practice, this includes any disclosure that
requires a system security audit afterward).
Misleading transmittal of names or trade-
marks: (falsely identifying yourself or falsely claiming
to speak for a person or organization by using their
name, trademark, logo, or seal, Ga. Code 16- 9- 93.1).
Maximum penalties for the first four crimes in the list
are a $50,000 fine and 15 years of imprisonment, plus
civil liability. The maximum penalties for computer pass-
word disclosure are a $5,000 fine and 1 year of impris-
onment, plus civil liability.
2. No one shall knowingly endanger the
security of any County computer or network
facility, nor willfully interfere with others'
authorized computer usage.
Comment: Many of the other regulations given here
deal with specific acts of this kind. You should not
assume that other malicious acts or deliberate security
violations are permissible merely because there is no
specific rule against them.
3. No one shall use the County's communica-
tion facilities to attempt unauthorized use,
nor to interfere with others' legitimate use,
of any computer or network facility any-
where.
Comments: State and federal laws forbid malicious
disruption of computers. Augusta Richmond County does
not tolerate individuals who invade others' privacy, steal
computer services, or commit misrepresentation or
fraud; nor pranksters who attempt to disrupt computers
or network facilities for any other purpose.
In addition, you should be aware that ability to use a
remote computer does not constitute permission. Some
computer services are open to the public, and clearly
identify themselves as such; examples are anonymous
FTP sites and Gopher servers. However, the mere lack of
security measures does not mean that a computer is
open to anyone who wishes to use it. The same goes
for unauthorized use of communication paths, such as
remote dialout modems and the like.
4. No one shall connect any computer to any
of the County's networks unless it meets
technical and security standards set by
Information Technology department.
Comments: The applicable requirements depend on
what kind of connection is being made. For example,
connecting to the countywide Ethernet cable requires
special authorization, because one improperly configured
machine on a network can cause widespread disruption.
The County's agreement with KMC Telecommunications
and the Georgia Department of Administrative Services
(DOAS) restricts the dial-in facilities that County units
can offer. For specific information, contact Information
Technology.
23
INFORMATION
TECHNOLOGY
5. All users shall share computing resources
in accordance with policies set for the com-
puters involved, giving priority to more
important work and cooperating fully with
the other users of the same equipment.
Comments: If you need an unusual amount of disk
space, CPU time, or other resources, check with the
administrators in charge of the computer rather than risk
disrupting others' work. When resources are tight, work
that is necessary to the County's mission must take pri-
ority over computing that is done to pursue personal
interests or self - training on side topics. In addition, no
matter how important your work may be, you are only
entitled to one person's fair share of the machine unless
additional resources are available and appropriate per-
mission has been granted.
The administrators in charge of it in consultation with
the user community set priorities for any particular
machine.
Obtaining extra computer resources through any form of
deception (e.g., secretly opening multiple accounts, mis-
representing the nature of your work, or the like) is
strictly prohibited.
6. No one without specific authorization
shall use any County computer or network
faality for non- County business.
Comments: By law, the County can only provide com-
puter services for its own work, not for private use. In
this respect the County's computers are different from
those owned by colleges or corporations. If you need
unlimited access to computer networks for private pur-
poses, you can subscribe to a private service such as
MindSpring, America Online or CompuServe.
It is improper to use the County's computers for political
campaigns, fund - raising, commercial enterprises, mass
mailings, or other outside activities that have not been
granted the use of the County's facilities. Furthermore,
you should be aware that the ability to use a computer
and /or service does not constitute permission or autho-
rization. If you have questions, contact your supervisor
or someone from the Information Technology deport-
ment.
motion in computers without protecting it
appropriately. The County cannot guarantee
the privacy of computer files, electronic mail,
or other information stored or transmitted
by computer unless special arrangements are
made.
Comments: Ordinary electronic mail is not private. Do
not use it to transmit computer passwords, credit card
numbers, or information that would be damaging if
made public. Bear in mind that some records are
required by law, and by County policy, to be kept confi-
dential. It is also necessary to protect confidential infor-
mation about employees, such as performance evalua-
tions. This applies not only to networked computers, but
also to computers, tapes, or disks that could be stolen;
an increasing number of computer thieves are after data
rather than equipment.
The County will normally respect your privacy but cannot
guarantee it absolutely. A normally private file can end
up being read by others many ways. If a disk is dam-
aged, a system administrator may have to read all the
damaged files and try to reconstruct them. If email is
mis- addressed, it may go to one or more "postmasters"
who will read it and try to correct the address. For your
own protection, system administrators will often look at
unusual activity to make sure your account has not fall-
en victim to a "cracker." The Georgia Open Records Act
applies to information stored in computers. This act
gives citizens the right to obtain copies of public records,
including any record prepared, received, or maintained
by the County in the course of its operations. Some
kinds of records are exempt; among these are medical
records, confidential hiring evaluations, trade secrets,
and material whose disclosure would violate copyright
laws. Moreover, the Open Records Act is not a license to
snoop; requests for information must be made through
proper administrative channels.
14. Users shall take full responsibility for
messages that they transmit through the
County's computers and network facilities.
No one shall use the County's computers to
transmit fraudulent, defamatory, harassing,
obscene, or threatening messages or any
communications prohibited by law.
Comments: You have exactly the same responsibilities
on the computer network as when using other forms of
communication. You must obey laws against fraud,
defamation, harassment, obscenity, solicitation of illegal
acts, threatening or inciting violence, and the like. Bear
in mind that uninvited amorous or sexual messages are
likely to be construed as harassment. If you are both-
ered by uninvited email, ask the sender to stop, and
then, if necessary, consult a system administrator.
Use of the computers to circulate chain letters and pyra-
mid schemes is not permitted. If someone says,
"Forward a copy of this to everyone you know on the
Internet," do not. Such messages often contain misun-
derstood or outdated information, or even outright hoax-
es. Even when the information is legitimate, chain for-
warding is a needlessly expensive way to distribute it.
Never participate in schemes to deliberately flood a com-
puter with excessive amounts of email. "Mail bombing"
can incapacitate a whole computer or even a whole sub-
network, not just the intended victim.
It is considered good practice to use your real name,
rather than a nickname or pseudonym, in the headers of
all outgoing communications. Use of nicknames is often
interpreted as a sign of immaturity or an indication that
you are not taking full responsibility for what you are
sending out.
Fake electronic mail: All users should be aware that
there is no guarantee that electronic mail actually came
from the person or site indicated in it. Deceptive elec-
tronic mail is easy to fake, including the technical infor-
mation in the header. Doing so is of course prohibited
and is in many cases against the law.
Hoaxes, scams, and false warnings: Hoaxes, pranks,
and con games are common on the Internet. Be on the
lookout for misguided "warnings" (about computer
viruses, impending legislation, etc.) and false appeals
for charity (usually involving dying children). If you get
a message that spurs you to take immediate action, it is
very likely to be a hoax, even if the person who passed
it along to you was perfectly sincere. In addition, gen-
uine appeals that are several years old are still circulat-
ing as if they were current. To reduce the spread of
such hoaxes, and to avoid annoying other people, do
not spread such warnings. If you have a concern, con-
tact the Information Technology Department at 821-
2522, or you can forward the message ONLY to the
Mail Administrator ( administrator @co.richmond.ga.us).
All official warnings and notifications will come from the
Information Technology Department of Augusta
Richmond County.
County letterhead :: Use prudent caution when sending
out any message that appears to be an official commu-
nication from the County. If the header identifies your
message as coming from an administrative office or
from the office of someone other than yourself (e.g.,
"Clerk of Court"), recipients will presume that you are
speaking for that office or person.
It is important to distinguish actions taken to punish a
person from actions taken to protect a system. If your
account appears to have been misused or broken into,
your system administrator will inactivate it and contact
you or wait to hear from you. This is done to stop the
misuse and does not presume that you are the guilty
person; you can expect to have your privileges reinstat-
ed right away, with new passwords, as soon as you
identify yourself and indicate willingness to follow the
rules. Thus, you can resume using the computer while
25
investigation of the incident continues.
15. Those who publish World Wide Web
pages or similar information resources on
County computers shall take full responsibili-
ty for what they publish; shall respect the
acceptable -use conditions for the computer
on which the material resides; shall obey all
applicable laws; and shall not publish com-
mercial advertisements. References and links
to commercial sites, advertisements, and
especially paid advertisements, are not per-
mitted. Users shall not accept payments, dis-
counts, free merchandise or services, or any
other remuneration in return for placing any-
thing on their web pages or similar facilities.
Comments: Web pages on the County's network are
subject to the some rules as other uses of the same
facilities. Different County computers are set up for dif-
ferent purposes; System administrators can advise about
what is permitted at any particular site.
Only Augusta Richmond County Departments are
allowed to have pages hosted on the County's computer
systems. Furthermore, only links to other government
agencies will be allowed on the County's web page(s).
When you publish something on the World Wide Web,
you are putting it before a potential audience of mil-
lions. You have the same responsibilities as if you were
publishing a newspaper. If the content is libelous or
deceptive, people can sue you and you can be held per-
sonally liable.
Since there are laws against distributing obscene materi-
al (not just creating it), a link to an obscene web site
can be a violation of the law. This is true regardless of
the status of the Communications Decency Act or other
new laws that specifically mention computers.
You ore not allowed to view any material that is sexual-
ly explicit, obscene, or otherwise offensive. Additionally,
the County's sexual harassment policy prohibits you
from displaying sexually explicit material that interferes
with anyone's work or personal performance or creates
an intimidating, hostile, or offensive environment.
If you want to reproduce copyrighted pictures, cartoons,
or comic strips on your web page, you must have the
copyright owner's permission. It is not sufficient to
reproduce the owner's copyright notice; you must actual-
ly obtain permission for yourself, just as if you were
publishing the some material in a newspaper. Brief tex-
tual quotations do not always require permission as long
as the source is acknowledged and you are not repro-
ducing a complete work (poem, essay, etc.).
You must not accept payments, discounts, or anything
of value in return for placing anything on your web
page. The County's disk space and communication
capacity are not yours to sell. This applies to all comput
•
•
•
3.0 vs CELLULAR
TELEPHONES
These employee usage guidelines (plus any addition-
al restrictions imposed by the department) should be
given to and signed for by the employee at the time
the cellular telephone is issued.
Cellular telephones should not be used for outgoing calls
in a City facility where there is a telephone line avail-
able.
If a pager is provided together with a cellular telephone,
the pager should be used to screen calls that can be
returned on a line telephone. Cellular telephones are pri-
marily for City business purposes only. Every effort
should be made to contain calls to five (5) minutes or
less. Over limit calls may be evidence of misuse and
are subject to appropriate disciplinary action.
Reimbursements of calls will be left to the discretion of
the Department Director /Manager.
Employees are expected to exercise good judgement
while using the cellular network. Cellular telephones
are subject to monitoring with simplified radio scanner
technology, and therefore are not suitable for conversa-
tions where privacy or security is a requirement. Cellular
telephones should not be left accessible to others such
as in an unlocked car or on a desk.
Employees are expected to practice safety while using
the cellular network. Cellular telephones should not be
used while the employee is mobile. This includes walk-
ing, driving, biking, etc.
Cellular telephone use will be randomly audited.
Cellular telephones should not be transferred to individu-
als without an approved application for assignment of a
cellular telephone.
27
The Compensation Policies and Procedures Manual,
adopted by the Augusta- Richmond County
Commission is made a part of the Employee
Handbook by reference. The following are provi-
sions from the Compensation Policies and Procedures
Manual. The entire Manual is available for review
in the Human Resources Department.
5.AERFORMANCE
REVIEWS
PROBATIONARY REVIEWS
The probationary period for a new employee is 12
months. During this period probationary employees will
be reviewed quarterly by their immediate supervisor. A
final review will be conducted at the end their 12
month probationary period. This probationary review will
be based upon performance on the job only. A rating of
"Satisfactory" or greater will meet the minimum stan-
dards for the review and allows employees to continue
their employment at Augusta.
ANNUAL PERFORMANCE
APPRAISALS
The annual Appraisal process begins every July and the
type of plan that Augusta uses is called a "Pay for
Performance" program. In this "Pay for Performance"
plan, the following cycle will occur over the course of
each year between supervisors and employees:
Establishment of Performance Expectations
and Goals Review of Job Performance: After
the supervisor discusses the performance evaluation
with an employee, the employee will be given the
opportunity to respond in writing to the supervisor's
evaluation. Any salary actions affecting the employee
will also be discussed in this forum. Immediately after
the discussion about the employee's performance in the
job for the previous year, the supervisor and the employ-
ee should establish performance expectations and goals
for the next review cycle.
Both steps of this cycle are important because these
help determine the expectations and goals of every
employee. However, it is also critical for supervisors to
remember that an employee's job may be impacted by
external factors. At the minimum, these factors should
be documented and submitted to the employee's per-
sonal file for future reference.
Annual Merit Structure: Augusta's "Pay for
Performance" plan is a way of rewarding employees for
achieving their goals. Only those employees who
receive a minimum rating of "Satisfactory" in their over-
all performance evaluation are eligible for salary increas-
es. Depending upon how well employees achieve their
goals, the amount of the salary increase will differ. For
example, an employee who receives an "Outstanding"
overall rating may be rewarded with an larger salary
increase whereas an employee whose job performance
warrants a "Satisfactory" rating may receive a lesser
increase to salary.
Another factor determining the salary increase is where
the employee's current salary is positioned within their
job's salary range (also known as "salary range pene-
tration"). Using the previous example, an employee
receiving an "Outstanding" rating and whose salary is
currently 5% from the salary range maximum, should
only receive a 5% salary increase. After an employee's
salary reaches the salary range maximum, their salaries
are "frozen" until the structure is adjusted in the future.
Until then, they may not receive any additional salary
increases.
The budgetary process will serve as the basis of fiscal
control over total departmental expenditures for salary
increases. Departmental Directors' discretion over these
funds is limited to the approved budgeted salary
increase amount for their overall department. Such dis-
cretion does not include budgeted increases not imple-
mented due to employee turnover. A Salary Matrix will
be provided to each Director to serve as an annual
guideline for the Directors' salary increase recommenda-
tions. Additionally, Directors will be directed not to
exceed the approved salary increase budget for that fis-
cal year for Augusto.
The approval process for salary increases involves the
following:
29
COMPENSATION
1. Each Director will submit to the Director of Human
Resources the written Performance Evaluation report
and salary increase recommendation for each
individual employee one month prior to the
designated effective date for salary increases.
2. A Committee consisting of Augusta's Administrator,
Director of Human Resources, Equal Opportunity
Coordinator, and the Finance Director will
review this information in the context of budgetary
allocations. The Committee may require additional
justification and other considerations from
Departmental Directors during this salary review
period.
3. Performance appraisals for Appointed Departmental
Directors will be submitted directly to the
Administrator.
4. Performance Appraisals for Board Appointed
employees will be evaluated by their respective
independent board.
5. Contractual Deportment Directors will be evaluated
based on what their individual contract states in
regard to salary increases.
6. The Administrator has final approval authority
concerning the entire salary review process for all
employees. Augusta's Administrator is
responsible for implementing the performance
evaluation process for all employees, with the
exception of elected officials and appointees of the
Augusta- Richmond County Commission.
7. The effective date of approved salary increases will
be in October unless designated otherwise by the
Augusta- Richmond County Commission.
Green Crde Rate: It is the policy of Augusta not to
hire any employee below the minimum of their assigned
salary grade.
Red Circle Rate: Employees who are above the max-
imum of their salary grade are ineligible to receive any
additional increase to the base salary.
merit increase on the next regularly scheduled review
date following their transfer.
DEPARTMENTAL DIRECTOR
SALARY GRADES
The Salary Grades of each Departmental Director is
determined by the following criteria:
1. Budget
2. Number of direct reports
3. Department's impact on the organization and /or the
general public
4. Scope of responsibilities and duties
Depending upon the needs of Augusta, these level
assignments may be reviewed periodically and updated.
INTERPRETATIONS AND
EXCEPTIONS
Questions concerning the interpretation of these policies
and procedures should be directed to Director of Human
Resources.
The Administrator must approve exceptions to these poli-
cies. Any disagreement between line management and
Director of Human Resources will be referred to the
Administrator.
APPEALS
It is the desire of Augusta to adjust employee com-
plaints concerning the administration of the Plan on an
informal basis. Both management and employees are
expected to make every effort to resolve disagreements.
Given the nature of performance evaluation and the
inherent obligation of management to make objective
and justifiable decisions about employee performance,
formal appeals under the Grievance Procedure from a
performance evaluation report affecting merit adjust-
ment will be limited to alleged discrimination because of
age, sex, race, color, creed, religion, or national origin.
All allegations of discrimination will be handled through
the current process.
Employees may discuss their performance evaluation
with their Department Director related to their complaints.
POLICIES SUBJECT TO CHANGE
While Augusta is committed to the policies described
herein, the policies and procedures may be changed by
recommendation of the Administrator to the Commission
at any time should conditions warrant such changes.
SALARY STRUCTURE DEFINITIONS
Base rate: The annual or hourly rate which an
employee receives as wages based on the regularly
scheduled hours of work. This rate does not include
overtime pay.
Permanent Downward Transfer: A permanent
transfer of an employee in one salary grade to another
salary grade that has a lower pay range maximum.
"Lower" is defined as a salary range maximum that is
five (5) percent less than the current range maximum.
Exempt: Exempt salaried employment is defined as
work meeting the rules of exemption from overtime pro-
visions of the FLSA. Employees with exempt status are
compensated for the results they are expected to accom-
plish regardless of the number of hours worked. Each
of these employees would qualify under the
Administrative, Professional, Computer - Related
Professional, or Executive exemption standards of the
FLSA.
Green- circle rate: The rate of pay that is less than
the minimum rate for that salary grade. An employee
paid under this circumstance will be eligible for increases
that will bring that person's salary up to the minimum
of the salary range.
Hiring rate: The minimum level of compensation to
be provided for an individual performing the expected
standards of the job.
Lateral transfer: A permanent transfer of an
employee in one salary grade to a relatively equal
salary grade. "Relatively equal" is defined as a change
in the new salary range maximum of plus /minus less
than five (5) percent.
Midpoint: The salary that is halfway between the min-
imum and maximum of a salary range. This salary is
usually determined to be the market pay, or the average
pay of comparable jobs in similar organizations.
Non - exempt: Defined as employment which does not
meet the provisions of the FLSA allowing for exemption
from overtime payment. Includes both salaried employ-
ees not qualified under the exemption standards and
hourly employees paid for each hour worked.
Overtime: Time worked by an employee in addition
to regularly scheduled hours and in excess of the legal
maximum hours of work. Augusta pays overtime at the
rate of one and one -half times the base rate.
Compensation may be in the form of overtime pay or
compensatory time off. Compensation will be paid for
overtime in accordance with the Fair Labor Standards
Act (FLSA) as applicable to public employment.
Promotion: A permanent transfer of an employee in
one salary grade to another salary grade that has a
higher pay range maximum. "Higher" is defined as a
salary range maximum in excess of five (5) percent of
the current salary range maximum.
Red -cirde rate: The rate of pay that exceeds the
31
maximum rate for that salary grade. By definition, an
employee paid under this circumstance will not be eligi-
ble for merit longevity or other increases until the range
maximum for the job is increased and exceeds the indi-
vidual's salary. Or, the employee is promoted to a
salary grade that has a higher salary range maximum.
Salary grades: A group of jobs of approximately
equivalent worth as determined by job content evalua-
tion methods. Salary grades are established as a tool
for the administration and control of employee pay.
Salary ranges: The minimum and maximum straight -
time wages and salaries assigned to a salary grade, and
in select cases, to individual jobs.
Salary structure: Defined as hierarchies of rates of
pay for jobs or groups of jobs within an organization.
Salary ranges are identified by a minimum pay rate, a
range midpoint, and a maximum rate.
INTERIM SALARY POLICY
The purpose for this policy is to provide a salary adjust-
ment to employees who are placed in a position for an
interim basis not to exceed 180 days. This policy will
only apply whereas the position will be vacant for at
least 30 days.
Supplement Pay: The following adjustments will be
provided to the employee who is in the interim position
based on the following criteria:
1. Employees will be moved to the entry level of the
job grade of the vacant position or the employee will
receive a 15% increase, whichever is greater.
2. At the end of the interim term, the adjustment will
be eliminated and the employee will return to their pre-
vious salary. There will be no exceptions to this guide-
line.
Approval: The Department Director, Director of Human
Resources and Administrator must approve all salary
adjustments. All salary adjustments will be implemented
at the beginning of the pay period following approval.
Adjustments will not be made during a pay period.
Procedure: All salary adjustments must be submitted
in writing to the Director of Human Resources and
should include the following:
1. Memo justifying the salary adjustment including the
names of both the person who will be out and the per-
son to be placed in the interim position.
2. A time frame that states the length of the salary
adjustment, not to exceed 90 days.
3. If more than 90 days is needed (not to exceed 180
days), another request justifying the need should be
submitted in writing and will require the signature of the
Department Director, Director of Human Resources, and
Administrator.
Safety Review Committee
1. Reviews all property damage involving employees to
determine personal liability and makes
recommendations, as appropriate,to the Risk
Management Committee.
(a) May recommend the employee be found at fault
as a major contributor to the proximate cause of
the accident and disciplinary action as
appropriate.
(b) May recommend the employee be found not at
fault as a major contributor to the proximate
cause of the accident.
2. Reviews safety inspection reports, and accident
analyses, taking or recommending appropriate
actions necessary to ensure an effective safety
program.
3. Considers assignments for special safety inspections,
investigations of serious accidents, training
programs and special safety problems.
Director of Human Resources
1. Responsible for administering and supervising the
Augusta Safety and Risk Management Program.
2. Develops, coordinates and conducts an aggressive
safety program.
3. Takes all actions deemed essential to produce a
positive reduction in accidents and determines their
causes.
4. Provides technical guidance and direction to
personnel and all levels of management in the
implementation of safety policy and loss Prevention
program.
5. Implements an inspection program to detect existing
or potential accident and health hazards and
recommends corrective or preventive measures
where indicated.
6. Participates in the investigation of accidents and
injuries and cooperates in the preparation of reports
and evidence for county use.
7. Stops hazardous jobs when prescribed safety
precautions are not being enforced.
8. Conducts inspections of equipment, materials,
operations or activities to ensure public and
employee safety.
9. Administers and coordinates workers compensation
claims.
10. Periodically evaluates compliance with the
program within the divisions and departments.
11. Periodically attends department staff and safety
meetings to promote maximum understanding of
the program objectives.
12. Maintains complete records on accidents and
publicizes information which will appraise
management and employees of trends.
Department Heads
1. Responsible for all aspects of safety within their
respective departments.
2. Appoints a departmental safety officer to assist in the
department safety program.
3. Maintains safe and healthful working conditions
within their jurisdiction.
4. Controls injuries, collisions, liabilities and waste
material within the department by establishing
policies and procedures particular to the department.
5. Publishes an appropriate safety manual or plan
designed to accomplish objectives of this policy and
objectives unique to their department. A copy to be
provided to Risk Management.
6. Charges each supervisor to be fully accountable for
an explanation of injuries, collisions and liabilities
incurred by their employees.
7. Provides leadership and positive direction essential in
maintaining firm safety policies as a prime
consideration in all operations.
8. Ensures employees receive appropriate training in
those tasks the employee is to accomplish. Training
will include safety factors involved in the task(s).
Sustainment training and remedial training will be
provided as necessary.
9. Ensures hazardous tasks are covered by specific
published work rules and employees involved with
these tasks have read, understood and demonstrated
their abilities to accomplish the tasks. A record of
training will be maintained by the department.
10. Provides personal protective items for hazardous
tasks as necessary and provides instruction for item
use and care.
11. Ensures all new employees are briefed on safety
policies within the department.
Supervisory Personnel
1. Responsible for the safe actions of their employees
and the safe performance of machines and
equipment within their operating areas.
2. Enforces the provisions of the policies listed in this
manual.
3. Assumes full responsibility for safe and healthful
working areas for their employees while they are
under their supervision.
4. Ensures all safety policies and regulations are fully
implemented for maximum efficiency of each job.
5. Takes the initiative in recommending correction of
deficiencies noted in facilities, work procedures,
employee's job knowledge, or attitudes that
33
adversely affect loss prevention efforts.
6. Is firm in enforcement of work policies and
procedures by being impartial in taking disciplinary
action against those who fail to conform, and by
being prompt in giving recognition to those who
perform well.
7. Ensure each employee is fully trained for the job
they are assigned and they are familiar with
published work rules.
8. Ensures all employees attend training classes when
conducted.
9. Inspects all tools and equipment at frequent intervals
and keeps in a safe and serviceable condition.
10. Ensures untrained employees are not permitted to
operate any mechanical or electrical equipment
until thoroughly trained.
11. Instructs all employees about the reporting of all
accidents and the necessity of receiving first aid
treatment, even in the cases of minor injuries.
12. Maintains a continuous program of on-the -job
training and supervises workers in their
accomplishment of all potentially hazardous
activities.
13. Uses safety checklist for accomplishment of
hazardous operations.
14. Properly maintains all personal protective devices
and safety equipment.
15. Ensures all employees are physically qualified to
perform their work.
16. Marks all areas designated as dangerous with the
type of hazards involved.
17. Ensures as few persons as possible are permitted to
enter hazardous work areas.
Department Safety Officers
1. Recommends necessary safety equipment and
personal protective clothing and devices to be used
by employees.
2. Instructs employees in the need for and use of
personal protective equipment for hazardous jobs.
3. Conducts training for employees as to an acceptable
way for accomplishing a hazardous job.
4. Conducts monthly safety meetings to review
accidents, analyze their causes and promote free
discussion of hazardous work problems and possible
solutions. The Safety Officer will maintain a file of
meetings for review. A copy will be sent to the Risk
Management Department.
5. Reviews all accident and incident reports to insure
that the investigation was thorough, the report is
complete and forward reports to the Risk
Management Department.
6. Conducts monthly inspections of work areas and
equipment to insure that conditions are satisfactory
from an accident prevention standpoint.
g. Windshield washers and wipers
h. Tires (tread and inflation)
i. Clutch travel
j. Hydraulic systems
k. Proper latching of seat belts
2. Commercial type vehicles (CDL): The minimum
requirements are established as law and all drivers
applying for a Commercial Drivers License (CDL)
must demonstrate their knowledge of "pre- trip"
inspections prior to being approved for a license.
Drivers are responsible for conducting all safety
inspections prescribed by law: pre-trip, during
operations inspection and end of the driving day
inspection.
GENERAL GUIDELINES AND
PRECAUTIONS
1. Position all adjustments for safe driving before
putting the vehicle into gear such as: the seat,
properly adjust seat belts, inside and outside mirrors,
and seating positions.
2. Drivers of Augusta vehicles must possess a valid
state driver's license and they must be thoroughly
familiar with the state and local regulations
governing motor vehicle operation. The fact that an
employee is operating an emergency vehicle does
not absolve them from civil or criminal liability for the
consequences of wanton reckless driving. The driver
must be in the position to satisfy a jury that they
used reasonable care and prudence in operating
emergency vehicles. Even though emergency
equipment has warning devices, the drivers are
expected to PROCEED WITH DUE CAUTION.
3. All slow- moving equipment operated in public
right -of -ways shall be equipped with proper flashing
lights and other devices required by the Georgia
Vehicle Code.
4. Load Security
a. Supplies transported in motor vehicles shall be
secured in such a manner that they will not be
dislodged or fall out or forward during transit or
sudden stops.
b. Drawers in moveable trucks shall always be
secured before the truck is driven.
c. Ensure load capacity is not exceeded.
5. Drugs or any medication which might affect the
ability to drive are not to be token before operating
vehicles. Drugs, illness, or extreme fatigue may
affect ability to judge distances, speed, and driving
conditions.
6. All persons who drive or ride in Augusta vehicles will,
in all cases, wear the installed seat belts. The
number of seat belts available will establish the
maximum passengers of the vehicle. Passengers will
not be authorized to ride in the "bed" of pick -up
trucks, dump trucks or other utility type vehicles.
7. Not more than three (3) persons, including the
driver, shall be permitted to ride in the front seat of
any vehicle. Persons shall not be transported in any
vehicle unless safe and secure seating is provided for
each such person and a seat belt is available for all
passengers.
8. Parking vehicle:
a. Except when working conditions require
otherwise, parked vehicles must have motor
stopped, emergency broke set, put gear in park,
and keys removed.
b. If on a downgrade, front wheels to be turned
toward the curb. If on an upgrade, front wheels
to be turned away from the curb. Brakes set and
transmission left in "park" before driver's seat is
vacated.
c. Vehicles will not be parked on the wrong side of
the street facing traffic except in case of
emergency.
d. Before leaving the curb, it is essential to see that
no cars are approaching from either direction,
and signals are to be used.
9. When backing up a vehicle, it is necessary to see
that the way is clear. The driver should get out of
the vehicle when necessary and inspect the area to
be backed into slowly. Horn to be sounded while
backing when necessary. If there is another
employee along, he will get out and direct the
backing. Drivers of dump trucks or heavy
construction equipment will, if the vehicle has been
parked, prior to backing, actually go to the rear of
their vehicle to ensure the area to the immediate
rear is clear prior to bucking the vehicle.
10. The vehicle is never to be left unattended with the
motor running (excluding emergency type
vehicle). Drivers will not go further than 10 feet
from any point of the vehicle while running.
When parked and unattended, the vehicle will be
locked.
11. Drivers must be particularly alert while driving near
children. Children must be kept from playing in or
around Augusta owned vehicles. While working
areas such as schools, parks, playgrounds,
swimming pools, or community centers, drivers
will be especially watchful for children and will
drive carefully and slowly at all times.
12. Driver must stay within posted speed limits and
slow down when conditions warrant.
a. Vehicles pulling trailers will not exceed 25
miles per hour in residential areas nor 45 miles
per hour in non-residential or open roads,
unless the posted speed is less, in which case
the posted speed will be adhered to.
b. Vehicles requiring drivers to have CDL licenses
to operate the vehicles will not exceed 30
miles per hour in residential areas nor 45 miles
per hour in non - residential or open roads,
unless the posted speed is Tess, in which case
the posted speed will be adhered to.
13. The right -of -way is not to be assumed. The driver
who has the last chance to avoid an accident may
35
be the driver in the legal right. DON'T BE PUSHY
- YIELD OR STOP.
14. The distance behind other vehicles is to be
maintained so as to avoid tailgating and every
effort made not to allow others to tailgate. If
necessary, slow down, pull over to the side and let
the driver pass.
15. Intentions will be signaled at least 100 feet in
advance, including a change-in-lanes, and actually
a change-in-directions. Avoid sudden braking.
16. low beam headlights will be turned on during the
dark period of the doy such as during rain storms
and fog. Headlights should be "on" 1/2 hour
before sunset until 1/2 hour after sunrise when
driving. Parking lights designate a vehicle is
parked.
Vehicles are never to be driven with only parking
lights on.
17. Filling tanks:
a. Motor of the equipment to be shut off.
b. No smoking near gasoline pumps.
c. Hose nozzle to be kept against the edge of
filler pipe.
d. Tank not to be filled too fast or too full to avoid
spilling gasoline.
SEAT BELTS
1. The Augusta - Richmond County Commission has
declared that any and all passengers, including
the driver, riding in a vehicle owned by Augusta -
Richmond County are required to properly wear
installed seat belts when operating an Augusta
vehicle.
Exceptions are as follows:
a. Tractors without a "Roll -Over Protection System
(ROPS)
b. Specialized construction equipment.
c. Prisoner /suspect of low enforcement officers being
transported for short distances in the back seat of
the vehicle when restraining devices or other
circumstances prevent the proper wearing of seat
belts.
d. Other exceptions must be requested in writing
giving a full justification. Requests will be
addressed to the Risk Management Department
for presentation to the Commission.
2. A foilure to use your seat belt is a serious safety
violation and is not to be taken lightly. It is a known
fact that seat belts can and do help reduce the
severity of injuries when they are properly used.
Proper use constitutes proper adjustments as well as
proper latching of the unit. Employees who receive
an auto allowance for operating their personal
vehicle on Augusta business are required to wear
their seat belts in their personal vehicles as well as
those in Augusta vehicles. To bring employees into
compliance with this policy:
Supervisors:
1. Ensure drivers of Augusta vehicles are
trained.
2. Periodically inspect vehicles driven by employees
under their supervision to ensure driver compliance
with policy to conduct daily inspections and ensure
no damage goes unreported.
3. Ensure any damages or accidents are reported
immediately and that the "Fleet Accident Report" is
prepared and forwarded, to include witness
statements, when ever a police report is not made
out.
4. Ensure any common use vehicle is inspected by the
driver for safety and condition prior to operation.
5. Ensure any employee involved in an accident or as a
witness to an accident involving an A -RC vehicle is
available to the Safety Review Board when
requested.
NO SUPERVISOR HAS THE AUTHORITY TO DENY AN
EMPLOYEE THE TIME TO ATTEND THE SAFETY REVIEW
BOARD.
Risk Management Department:
1. Maintains files on each driver involved in an accident
and vehicle which has been damaged.
2. Process reports of accidents, incidents or reports of
damage.
3. Coordinates the repair of all vehicles.
PROCEDURES
When an accident occurs or damage to a vehicle
noticed, the driver will:
1. Give assistance as required to others involved. The
accident will be reported immediately. If the vehicle
is equipped with a radio and it is operational, he
will report the accident immediately. The driver will
get the names, addresses and phone numbers of
anyone involved, including any witnesses.
2. Vehicles will not be moved from the accident scene
until released by local law enforcement officers
investigating the accident. If the vehicle is safe to
operate, it will be driven to the respective
department or maintenance shop immediately. The
supervisor and driver will complete the "Fleet
Accident Report"
(only if a police accident report was not written by
the investigating officer) to include any witness
statements from other county employees, if
involved. The report will be sent through department
channels to the Risk Management Department.
3. If the vehicle is not driveable, the appropriate towing
service will be used. Normally this will be called in
by the law enforcement officer. The vehicle will be
taken to the appropriate maintenance shop. A
"Fleet Accident Report" will be filled out on the
accident if a Motor Vehicle Accident Report is not
prepared by the law enforcement officer investigating
the accident. The drivers' written statement will
accompany the report along with the statement of
any employee passenger.
4. The driver will be notified by letter of his case being
reviewed by the Safety Review Committee (SRC).
Drivers and /or witnesses will be allowed to appear
before the SRC. NO SUPERVISOR MAY DENY ANY
EMPLOYEE THE RIGHT TO APPEAR BEFORE THE
COMMITTEE. Any driver wishing another ARC
employee to be present at the SRC may request their
attendance by notifying the Risk Management
Department by phone, and requesting their presence.
This should be done as soon as possible after
receiving the letter of notification.
5. The Committee will review all information concerning
the accident and recommend appropriate action to
the Risk Management Committee.
6. The driver will be informed of any decision with
regard to his or her involvement in the accident. This
will be done in letter form. Any employee has the
right to appeal to the Risk Management Committee.
DAMAGED VEHICLES
Any Augusta vehicle which has been involved in an acci-
dent and must be towed to the appropriate shop will be
under "quarantine" until released by Risk
Management. No one is authorized to touch, remove
items, move or remove parts, or otherwise physically
alter any part of the vehicle unless authorized to do so
by the Director or Assistant Director of the Risk
Management Department. The only exception would
be the authorized law enforcement investigator. This
provision will ensure protection of physical evidence for
potential liability.
ACCIDENT INVESTIGATION
The purpose of this section is to establish policy,
guidance and assign responsibility for the investiga-
tion of accidents or damage to vehicles owned by
Augusta - Richmond County (A -RC).
A Fleet Accident Report or Georgia Motor Vehicle
Accident Report will be completed on the following:
1. Any traffic or non - traffic accident involving an A -RC
owned vehicle which does not result in a police
report being completed, regardless of the law
enforcement
37
agency.
2. Any traffic or non - traffic accident which results in
damage to property, A-RC or privately owned,
involves an Augusta vehicle and for which a Motor
Vehicle Accident Report is not completed.
3. Any traffic or non - traffic accident involving a non -
motorized secondary vehicle (ie: trailer) which
receives damage or causes damage to public or
private properly and for which a police report is not
completed.
4. Any county vehicle which receives damage as a
result of vandalism, an unreported previous accident
or is otherwise damaged without the immediate
knowledge of the primary driver or department (for
common use vehicles) and a police report is not
made out.
Department Heads:
1. Establish procedures to appoint a department
investigating officer for any accident identified in
paragraph B. above.
2. Ensure employees designated as drivers are informed
of their reporting responsibilities for vehicle accidents.
3. Ensures an accident investigation is initiated as soon
as practical and results ore forwarded to the Risk
Management Department within 24 hours of the
accident.
Department Safety Officers:
1. Reviews all department accident reports for
completeness and accuracy.
2. Recommends changes in department policy or driving
practices as appropriate.
3. Coordinates with the Risk Management Department
for technical assistance as required.
Driver:
1. Report any accident or damage to A -RC owned
vehicles as described in paragraph B, above.
2. Assist in the investigation by writing a full description
of the accident or circumstance of damage.
FLEET ACCIDENT REPORT
The Fleet Accident Report will be prepared by the dri-
ver's supervisor or department investigating officer, as
directed by the department head, within 24 hours of the
accident or report of damage.
Explanation of Information Required Page 1
information
1. Date of Acddent: list the month, day and year.
2. Day of the Week: list Monday through Sunday.
3. Time: The time the accident occurred.
4. Number of Vehicles Involved: In the box
provided write the number of vehicles involved by
type, A-RC or private.
5. Case No.: leave blank.
4. Place him in the correct position for him to work.
Presentation:
1. Tell how, and illustrate one important step at a time.
2. Stress each key point.
3. Instruct clearly, completely, and patiently, but cover
no more than can be mastered each time.
Performance:
1. Have him do the job; coach him while he works.
2. Have him explain each key point to you as he does
the job again.
3. Make sure he understands. Continue until you know
he knows.
Follow - up:
1. Put him on his own.
2. Designate to whom he goes for help.
3. Check frequently; encourage questions.
4. Taper off extra coaching and close follow -up.
SPECIALIZED TRAINING
Specialized training will be required from time -to -time
for special areas of operation and to meet specific
requirements of unique tasks. These include special
equipment, handling of weapons, etc.
First Aid Training for Supervisors: All supervi-
sors and selected employees are encouraged to be
trained in first aid. Many injuries can be effectively
treated in the field, thereby eliminating the need to visit
a doctor for each minor injury. Adequate first aid mater-
ial should be made available and under the charge of a
person trained in first aid.
Hazardous Work: To eliminate accidents in high
hazard areas, it is mandatory that each supervisor thor-
oughly check out his workers on the hazards that exist
and ensure that they understand the methods of doing
each job safely when such hazards cannot be eliminat-
ed.
1. Relying on memory alone during the instruction of
an employee is assurance that important items will
be overlooked. It is essential that the supervisor use
published work rules which define each hazardous
task his/her employees are responsible for and
define the correct work procedures for safe
accomplishment of the task. This enables them to
attain a consistent quality of instruction that instills
employee confidence in their own capabilities and
those of management.
2. Providing the employee with a copy of the work
rules after instruction ensures that he has a ready
reference for his review. Procedures for job hazard
analysis are as follows:
a. The job is broken down into basic steps. These
steps describe what is to be done and in what
sequence. Details which have no bearing on the
objective are to be omitted.
b. After the steps are listed, each step is analyzed
for hazards that could cause an accident. The
purpose is to identify as many hazards os
possible, whether produced by the environment
or connected with the mechanics of the job
procedure, so that each step of the entire job can
be done safely and efficiently.
c. When the hazards and potential accidents
associated with each step are identified and their
causes understood, ways of eliminating them
shall be developed. There are four ways in which
this can be handled.
(1) Eliminate the process of operations, or
provide a substitute action which can be
done without the hazards, or
(2) Isolate the process or operation so as to
eliminate or minimize the hazards, or
(3) Provide guards or automatic devices to
eliminate or minimize the hazards, or
(4) Provide personal protective clothing and
equipment and enforce their use to eliminate
the possibility of injury.
3. Using the information gathered from the first three
steps, work rules shall be written, disseminated
among all employees, and maintained on file for
periodic review. This becomes a document to assist
the supervisor in instructing his employees in the
safe method of performing their jobs and
determination of the personal protective clothing and
equipment required. It also provides each employee
a source of information for occasional review. The
form at end may be used.
6.F * * PERSONAL
PROTECTIVE
EQUIPMENT
Protective equipment, including personal protective
equipment (PPE) for: eyes, face, head, extremities,
protective clothing, respiratory devices and protec-
tive shields and barriers, shall be provided by the
respective departments, used and maintained by the
employee and kept in a sanitary and serviceable
condition. PPE shall not be altered in any way.
RESPONSIBILITIES
Department Heads:
1. Ensure PPE is available to employees involved in
work requirements which pose a potential hazard
through absorption, inhalation or physical contact.
2. fnsure supervisors are instructed in policies relating
to the use of PPE by employees.
3. Charge supervisors with the responsibility of
39
enforcing policies relating to the use of PPE.
Supervisors:
1. Analyze job tasks to determine essential PPE.
2. Instruct employees on the tasks requiring PPE and
the minimum PPE required for the task, to include
the proper use of protective equipment.
3. Enforce policies relating to the use of PPE by
employees
Employee:
1. Use PPE as directed by the supervisor or job task.
2. Identify any potential hazard of a job task which PPE
has not been identified and report it to your
supervisor.
GENERAL SAFETY EQUIPMENT
Eye and Face Protection: Protective eye and /or
face equipment shall be required where there is reason-
able probability of injury that can be prevented by such
equipment. Protection will be made reasonably avail-
able and employees will use such protection. Eye pro-
tection will be provided and used where machines or
operation's present the hazard or potential for injury
from flying objects, or splashing liquids.
Respiratory Protection: Respiratory protection will
be provided by the respective deportment to control
occupational diseases caused by breathing air contami-
nated with harmful: dusts, fogs, fumes, mists, gases,
smokes, sprays or vapors. The primary objective will be
to prevent atmospheric contamination. Respiratory pro-
tection will be provided to protect the health of the
employee. Product warning labels or material safety
data warning labels or material safety data sheets will
prescribe the appropriate protection necessary for
employee protection. Department heads are responsible
for providing employee use and maintenance training as
appropriate.
Occupational Head Protection: Helmets for the
protection of heads from impact and penetration from
falling and /or flying debris or objects and from limited
electrical shock and burn shall meet the requirements
and specifications of the American National Standard
Safety Requirements for Industrial Head Protection;
189.1 -1969. Within the departments, employees will
be required to wear protective helmets at:
1. Any construction site.
2. At any work location within 25 feet of a public road
(including supervisors).
3. Grass cutting operations requiring tractor type mower
with an open /unprotected driver comportment.
4. Drivers of Augusta vehicles, with
enclosed driver comportments are not required to
wear protective helmets unless they exit the vehicle
in an area or operation described above.
Departments may designate specific colors for
er person or thing. The following criteria applies:
1. The person has a legal duty or obligation to conform
to a certain standard of conduct to protect others or
property against unreasonable risk.
2. The person failed to conform to that standard.
3. The persons conduct is so closely related to the
resulting injury or damage that it can be said to
have caused it (proximate cause).
4. Actual damage (property or injury) results from the
persons conduct.
Proximate Cause: Conduct which is the primary
cause from which an injury or damage follows as a
direct or immediate consequence and without which the
injury or damage would not have happened.
AUTHORITY
The SRC shall be empowered to:
1. Investigate any and all accidents /incidents involving
employees, occurring in the course of their
employment, and /or equipment which results in
personal injury or property loss or damage.
2. Investigate any accidents /incidents occurring on
Augusta Property.
3. Investigate and review all personal injury accidents
and Workers Compensation claims and all records
and information to the same.
4. Make recommendations to policy, to any department
subordinate to the Augusta - Richmond County
Commission through the Risk Management
Committee on matters pertaining to:
a. Fleet Management /Maintenance,
b. Safe work practices,
c. Loss prevention /security,
d. Claims /tort reduction
5. Levy monetary damage assessments against
employees found to be at fault in vehicle accidents
or incidents resulting in property damage
6. Recommend disciplinary action up to and including
discharge of employment or suspension of on
employee for:
a. Gross negligence which results in losses to
Augusta - Richmond County,
b. Repeated safety violations (complete
documentation is required),
c. Accumulation of maximum penalty driving points
for driver error (see paragraph K),
d. failure to pay damage assessments adjudged by
the SRC and upheld by the Risk Management
Committee.
7. Review and make recommendations pertaining to
all matters relating to motor vehicle and general
safety relative to Augusta owned
vehicles, equipment and employees.
8. To direct the attendance of employees as it shall
deem appropriate for the proper determination of
the facts surrounding each accident and obtain such
documentary evidence as shall be needed to
complete its investigation.
6.H VIOLATION
PENALTIES
1. A standard point system will be used for all vehicle
violations to insure all employees are treated equally.
This point system is not associated with the Georgia
drivers point system.
2. Any department disciplinary action taken against the
employee will be reported to Risk Management and
Human Resources and will be made a part of the
accident and personnel record.
3. The SRC will take into consideration any and all
disciplinary action taken by the department against
the employee and make adjustments to penalties as
appropriate.
4. When an employee is involved in an AT FAULT
accident /incident which results in property damages
less than $500.00, the Committee may elect to set
aside any penalties for up to 6 months.
a. If the employee is not involved in an AT FAULT
accident /incident for that period of time the
employees record will be purged of the AT FAULT
ruling.
b. If the employee is involved in an AT FAULT
accident /incident within that time, the incident
will remain a part of the employees record.
Penalties which were originally set aside would
take affect.
PROCEDURES
1. Departments will report all vehicle accidents, damage
to vehicles, equipment or property using either the
Fleet Accident Report or Incident Report unless a
report is mode by a law enforcement official.
2. All reports of accidents or incidents will be forwarded
to Risk Management within 24 hours.
a. Reports requiring additional time for investigation
will be telephonically reported to Risk
Management.
b. Reports will include witness statements from any
employee involved.
3. All reports will be logged by Risk Management and
scheduled for the Safety Review Committee.
4. Employees will be notified by letter that their
accident /incident will be reviewed by the SRC giving
the dote, time and location of the SRC.
a. Any employee directly involved in the accident/
incident has the right to appear before the SRC.
b. Employees desiring to have witnesses speak in
their behalf should contact Risk Management
prior to the scheduled meeting date giving the
name, department and relationship to the
accident /incident of the witness. Only witnesses
with first hand information will be allowed.
c. Risk Management will notify the appropriate
department of witnesses to attend.
41
5.
6.
7.
8.
d. Employees not able to attend the scheduled
meeting may request a delay by notifying Risk
Management and giving the reason.
e. No one may deny the employee the right to
appear before the SRC. Supervisors or
Department Heads may request a delay for the
employee based on operational necessity but
must notify Risk Management of the request.
Employees should be present at the scheduled time
and place. Once called the employee will provide
information as requested by the SRC, usually an
explanation of the accident /incident.
a. Prior to the meeting the employee should review
any documentary evidence, such as the Fleet
Accident Report, Incident Report and /or vehicle
accident report filed by the investigating law
enforcement agency. THIS REVIEW IS THE
RESPONSIBILITY OF THE EMPLOYEE
(1) Fleet Accident Reports and Incident Reports
may be obtained from the employee's
department or by calling Risk Management
at 821 -2301.
(2) Law enforcement reports may be obtained
from Risk Management.
b. Employees who feel the police report is inaccurate
should attempt to have the report corrected with
the appropriate law enforcement agency prior to
the Board meeting.
The SRC will review each accident /incident to
determine the employees actions to be either AT
FAULT or NOT AT FAULT.
Employees will be notified by letter of the outcome
of the review. The letter will inform the employee
found AT FAULT of the penalty ruled by the SRC.
Employees who have been given a damage
assessment by the SRC may pay by cash, check or
payroll deduction using the form .
Persons wishing to use payroll deduction should
notify Risk Management.
Failure to pay damage assessment within allotted
times frame will result in automatic payroll
deduction.
Minutes of the SRC meeting will be prepared by Risk
Management and forwarded to the Risk
Management Committee for review.
6.K ryv ` WORKERS'
COMPENSATION
The Workers Compensation policy is established to
provide procedures, guidance and information for
the medical care of employees who are injured "in
the course of their employment ". All aspects of
Workers Compensation are governed as a matter of
Georgia law.
The purpose of this policy is to provide to all
Augusta - Richmond County (A -RC) employees a
guideline relating to the administration of Workers'
Compensation benefits, and to outline their obliga-
tion under the Georgia State Workers' Compensation
law.
Nothing in this policy shall or is intended to conflict
with the Georgia State Workers' Compensation law.
In the event any information of this policy is in con-
Rid with the law, the law prevails. Any questions of
the application of the Worker's Compensation Law or
interpretation of this policy shall be immediately
addressed to the Risk Management Department.
GENERAL GUIDELINES
1. By law, Augusta is required to provide Workers'
Compensation benefits to its employees. Augusta
has elected to Self- insure this program.
2. Program administration is the responsibility of the
Risk Management Department who may use the
services of an independent claim handling Service.
3. It is the INTENT of Augusta to comply in all regards
with the Worker's Compensation law of the State of
Georgia.
4. Any employee involved in an accident which results
in him or her requiring and /or receiving medical
treatment for injuries will be tested for illegal
substances.
DEFINITIONS
Workers' Compensation Law: The State of
Georgia law that requires that Augusta provide and pay
certain benefits on behalf of or to an employee: who is
injured by an occident which arises out of or during the
course of his or her employment, or who suffers an
occupational disease as defined in the law.
Employee: Any individual (other than elected officials
and employees of Independent Service Contractor)
employed by Augusta. This includes: full -time employ-
ees, part -time employees and temporary employees
hired and paid directly by the Augusta- Richmond County
Commission.
Compensable injury or disease: Any injury by
accident which arises out of or during the course of
employment or an occupational disease as defined in
the State of Georgia Workers' Compensation Law.
Benefits: Benefits as defined in the Workers'
Compensation law which pay for lost income and med-
ical services directly resulting from a compensable injury
or disease.
1. The first seven calendar days are not payable
unless the employee is out over twenty -one
calendar days. If available, accrued leave will
be used for the first seven days.
2. Two - thirds of the employees' average gross
wages will be paid up to a maximum benefit per
week as allowable by state law.
Compensation for certain line -of -duty injuries of law
enforcement officers, firemen, and employees of the
corrections department will be in accordance with the
personnel policies and procedures in the Employee
Handbook.
Disability: The inability of an injured employee to
return to suitable work which is a direct result of his or
her compensable injury or disease and is supported by
an authorized treating physician.
Panel of Physicians The list of four or more physi-
cians chosen by Augusta to provide medical services to
employees who sustain a compensable injury or an
occupational disease.
Authorized Treating Physicians The list of four
or more physicians chosen by Augusta to provide med-
ical services to employees who sustain a compensable
injury or an occupational disease.
Georgia State Board of Workers'
Compensation: The State Board that is authorized
by law to administer Workers' Compensation matters.
The Board is empowered to:
1. Make and enforce rules and regulations;
2. Hold hearings concerning disputed issues;
3. Assess penalties for non - compliance and approve
settlements of disputed issues.
RESPONSIBILITIES
Department Heads:
1. Insure that employees and supervisors follow correct
procedures for filing job - related accident reports and
injury.
2. Insure that supervisors investigate all accidents and
report all injuries or alleged injuries, and take the
appropriate steps to provide the necessary medical
care to treat the compensable injury.
3. Conduct your own investigation and where necessary
take appropriate steps to insure the cause of the
43
accident is corrected to prevent a recurrence.
4. Report immediately any concerns relating to the
accident or injury to the Risk Management
Department.
Immediate Supervisors:
1. Insure that the injured employee is provided with
first aid treatment or if necessary is provided with
emergency medical care.
2. File a First Report of Injury with the Risk
Management Department within 24 hours after
being made aware that a job related accident /injury
has occurred or is being alleged.
3. Report by phone immediately any accident involving
a serious injury and /or death.
4. Thoroughly investigate the accident or alleged
accident and include the results of the investigation
in the First Report of Injury. If all information is not
available the report may be submitted as an initial
report by marking the appropriate box on the form.
5. If an employee is not able to return to work, will
periodically check on the employee by telephone to
inquire about the employees recovery. This will be
done on a daily basis. Contact Risk Management to
advise them of the employees condition and
progress.
Employees:
1. Report all accidents and /or injuries, regardless of
how trivial, to his /her immediate supervisor as soon
as the injury occurs. If the injury prevents an
immediate report, the employee must report the
injury AS SOON AS POSSIBLE or have someone do
so on the employees behalf.
2. Those employees who are witnesses to a job related
injury must fill out a witness statement.
Risk Management Department:
1. Administrates all phases of the Augusta - Richmond
County's Worker's Compensation Program.
2. Ensure that all employees, supervisors and
department heads comply with procedures relative to
Workers' Compensation.
3. Continuously monitor all phases of the Workers'
Compensation Program to ensure complete
compliance with the State Law and compliance with
the purpose and intent of this Policy.
4. Make recommendation and /or approve any
additions to or changes related to the panel of
authorized physicians.
5. Make recommendations and /or approve any
additions to or changes of the Policy and Procedure
Manual.
6. Is the only approving authority for medical treatment
covered under Workers Compensation.
ANALYSIS USE
1. To be used to assist in validating the classification
2. To be used to determine physical qualifications/
requirements for each job
3. To be used for medical reviews of employees injured
4. To identify special equipment needs including safety
equipment
5. To identify potential hazards and determine
equipment needs in order to reduce potential hazards
to an acceptable level
6. Assists in establishing resource needs.
PROCEDURES
1. Human Resources Department will identify jobs/
classifications which are common to more than one
department and provide this list to the Risk
Management Board.
2. The Risk Management Board will determine which
department will be the proponent agency for the
preparation of the Job/Task Analysis.
3. Departments will be notified to prepare a Job/Task
Analysis.
4. Departments with job classifications unique to their
department will be responsible for preparing the
"Analysis ".
5. All Analyses will be reviewed and approved by the
Risk Management Board.
6. For new positions the Analysis will be submitted by
the appropriate department within 180 days of the
employee being hired against the new position.
DISTRIBUTION OF APPROVED
ANALYSIS
1. One copy to Risk Management
2. One copy to Human Resources
3. One copy to the Proponent Department
4. One copy to each department with the job
requirement
5. One copy to each supervisor of that job.
PREPARATION OF JOB /TASK
ANALYSIS
1. Department: List the department /agency /office
the job title is applicable to.
2. Job Title: List the title from the job description
only. Do not modify the Job Title.
3. Classification: This block will be filled in by the
Human Resources Department.
4. Employee Name: To be filled in by the
supervisor of the employee after review and
approval.
5. Review Date: The date the review as completed.
Each Analysis will be reviewed every 3 years or upon
the addition or deletion of a major task.
6. Task: Review the job description for the position
being evaluated. Identify the major tasks /job
requirements and list them on the Job/Task Analysis.
Like type tasks may be listed as one task if the
physical requirements, hazards and equipment
overlap; i.e.: if the employee is responsible for
inspecting cars, trucks and trailers, the task listed on
the Analysis would read "Inspect Vehicles ". The
process of inspection is essentially the same for the
above listed vehicles. In reviewing and listing the
other criteria look at the worst case scenario. In the
above example the analysis would identify the
criteria while inspecting a dump truck.
7. Physical Requirements: Identifying physical
requirements necessary to complete the Task.
Attempt to quantify the specific requirements; i.e.:
Lifting - 45 pounds - 4 feet (from ground to tail
gate).Examples of physical requirements are:
a. Walking: How for or how long (time)
b. Standing: How long
c. Running: How for or how long
d. Kneeling: How long
e. Stooping: How many times in what time frame
f. Hammering: How long
g. Climbing: How high and on what
h. Crawling: How for
1. Sitting: How long
j. Typing /Keyboarding: How long
1. Reaching: How far
m. Pulling: How much weight
n. Pushing: How much weight
o. Bending: With or without weight?
p. Twisting: Body or hand.
q. Step up /down: How far, number of times
r. Hand digging: How long
s. Rub (surfaces):
It is acceptable to use approximate weights, times,
and repetitions (number of times).
8. Potential Hazards: This is a subjective
evaluation to list any and all POTENTIAL hazards
which may exist.
9. Existing Aids: List all equipment provided by the
department to assist in accomplishing the task to
include safety items.
ASSESSMENT /RECOMMENDA-
TION
1. After the initial input to the Analysis from, review the
information with the focus of review concentrating
on potential hazards versus equipment aids and
safety equipment.
2. If the potential hazard can be reduced by the
acquisition of safety equipment a notation should be
made to that effect.
3. If the potential hazard can be reduced by a
procedure or safe work practice it would be
appropriate to institute the practice as a policy.
This can be accomplished by using the form. When
45
completed and approved by the Department Head it
may serve as a written Department Policy.
4. Any Job Hazard Analysis approved as a department
policy will be provided to Risk Management for
permanent file.
6.041OUSEKEEPING
It is the intent of the Augusta- Richmond County
Commission to provide for a safe work environment.
To this end work sites shall be constantly monitored
by supervisors and foreman to ensure potential haz-
ards to employees and the general public are
reduced to the maximum extent possible.
Employees will be required to keep their work areas
picked up and free of hazards.
Good housekeeping is an important element of acci-
dent prevention. It should be of primary concern to
all supervisors and foremen. Good housekeeping
should be planned at the beginning of the job and
carefully supervised and followed to the final
clean -up. Housekeeping should be the concern of
each worker and not left for the clean -up crew.
Confusion will be reduced and operations will be
more when the work area is neat and orderly at all
times.
PROCEDURES
Plan Ahead: A materials storage area which has
been planned is safer and cleaner than one which has
been developed haphazardly.
Assign Responsibilities: If the size of the job and
working force merits, a crew should be specifically
detailed to clean up continuously. In any event, house-
keeping should not be haphazard; duties should be
assigned to one or more responsible persons.
Implement the Program: Housekeeping should be
part of the daily routine with clean -up being a continu-
ous procedure.
GENERAL RULES
Storage Areas: All materials should be maintained
in neat stockpiles for ease of access. Aisles and walk-
ways should be kept clear of loose materials and tools.
Work Areas: Loose materials, waste, etc. should be
cleaned up immediately. This is especially important in
aisles and in the vicinity of ladders, ramps, stairs, and
machinery.
Areas Used by Personnel: Empty bottles, contain-
ers, and papers should not be allowed to accumulate
where lunches are eaten on the job site. Trash disposal
cans should be provided.
Oil and Grease: Spills of oil, grease, or other liquid
should be removed immediately or sprinkled with sand
2. Equipment should be inspected upon receipt for
serviceability and ensure that no damage is
apparent. Inspections should be made at the time of
issue by the receiver.
3. Equipment issued for the sole use by the employee
may be issued on a Property Receipt Form . A copy
of this receipt should be maintained on file at the
department.
4. Common use property, issued for short duration
should be routinely inspected by the receiving
employee at the time of receipt. Any damage
should be immediately reported to the supervisor or
person issuing the equipment.
5. Employees who have been issued equipment on the
Property Receipt and have lost or damaged said
equipment (beyond normal fare ware and tear /use)
may be responsible for replacing (at the employees
expense) that equipment.
SUPPLIES
Supplies are classified into two categories: expendable
but accountable (construction materials, replacement
parts, consumable goods, etc.) and expendable - nonac-
countable (office materials: pens, paper, etc).
1. Accountable Supplies must be trackable by audit
(purchase order to work order, purchase order to job,
etc). Materials in excess of job requirements must
also be accountable.
2. Expendable supplies should be regulated to
protect against misappropriation.
3. Consumable goods should be auditable from the
time of issue to the supported activity and bank
deposit (if appropriate). Items which have spoiled or
must be destroyed (non - sellable) must be accounted
for as an annotation on an inventory sheet or a
memorandum of destruction, giving all pertinent data
to include the reason for destruction.
47
•
•
List present or most recent employer first: (please cover last eight (8) years, please attach additional page if needed)
Present or Last Employer Employer's Address Employer's Phone #
Starting Position — Ending Position Full -time, Part -time, PRN, Temporary May we contact your present employer ? Yes ❑ No 0
Your name at time of employment (include any additional names) Dates of Employment: Starting Date ( MO/YR) Leaving Date ( MO/YR)
Starting salary — Ending salary Reason for leaving
Description of duties
Present or Last Employer Employer's Address Employer's Phone #
Starting Position -- Ending Position Full -time, Part -time, PRN, Temporary May we contact your present employer ? Yes ❑ No
Your name at time of employment (include any additional names) Dates of Employment: Starting Date (MO/YR) Leaving Date (MO/YR)
4* Starting salary — Ending salary
Description of duties
Reason for leaving
Present or Last Employer Employer's Address Employer's Phone #
Starting Position — Ending Position Full -time, Part -time, PRN, Temporary May we contact your present employer ? Yes 0 No
Your name at time of employment (include any additional names) Dates of Employment: Starting Date (MO/YR) Leaving Date ( MO/YR)
Starting salary — Ending salary Reason for leaving
Description of duties
Present or Last Employer Employer's Address Employer's Phone #
Starting Position — Ending Position Full -time, Part -time, PRN, Temporary May we contact your present employer? Yes ❑ No
Your name at time of employment (include any additional names) Dates of Employment: Starting Date ( MO/YR) Leaving Date ( MO/YR)
Starting salary — Ending salary Reason for Leaving
nescription of duties
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•
❑ ACCEPTED
❑ NOT ACCEPTED
APPLICANT NAME: (LAST, FIRST, MI)
DEPARTMENT:
INTERVIEWER: TITLE:
DATE & TIME OF INTERVIEW:
POSITION:
The law does not require the selection of unqualified persons for job vacancies. It does require that selections are based on
valid and job - related criteria and furthermore that these criteria are applied consistently to all applicants regardless of race,
sex, creed, color, age, religion, or national origin. Any of the following statements, if applicable, would be suitable reasons
for rejection as long as the selected candidate could not be ruled out the same statement.
Please check the appropriate number of blocks
❑ Does not meet requirements as posted.
❑ Has relative in this department.
❑ Can not meet work schedule.
❑ Unrelated experience.
❑ Less related training/education than person selected.
❑ Less related experience than person selected.
❑ Lower skill level than person selected.
APPLICANT INTERVIEW FORM
Remarks:
This position is offered on the condition that all of the City of Augusta Pre - employment requirements in Section C of the
City of Augusta Policy & Procedure Manual are met.
INTERVIEWER'S SIGNATURE DATE
53
•
•
AUGUSTA
r_11111
r 5i17)
1736
GEORGIA
CLASS DESCRIPTION
1 Unavoidable
2 Avoidable with
mitigating circumstances:
a. Bad Weather
b. Road Conditions
c. Emergency Response
d. Other driver action
e. Actions of ground guidE
4 Avoidable with driver error:
Drivers action was major
contributing factor
POINTS ADMIN ACTION $ FORFEITURE FORMULA
0
PENALTIES MATRIX
SAFETY REVIEW COMMITTEE
Caution Letter $0 - $0
2 -4 Caution Letter $0.00 to $75.00
3 Avoidable with driver error:
All drivers contributing 3 -6 Caution Letter $0 to $500.00
4 -7 Letter of Reprimand $0 to $500.00
Negligence with 10 -15 Suspend driving $0 to $1,000.00
extreme prejudice: privileges
a. DUI (alcohol /drugs) for County vehicles
b. Excessive speed
c. Leaving scene of an accident Recommend
d. Willful traffic violations Termination
10% of damages
but not to exceed
$75.00.
First Offense 10%
Second Offense 20%
Third Offense 30%
Same as Class 3
First Offense:
30% of damages
Second Offense:
50% of damages
CATEGORY SERVICE FORMULA FOR ADJUSTMENTS
0 5 yrs or less Non Senior -lst offense: damages $500 or less= Caution Letter
1 5 yrs 1 day -10 yrs 25% of the damage assessment, all points remain
2 10 yrs 1 day -15 yrs 50% of the damage assessment, all points remain
3 15 yrs 1 day -20 yrs 75% of the damage assessment, all points remain
4 20 yrs 1 day and beyond Caution Ltr for damages under $500 or 10% of damages but not to
exceed $50.00, all points remain.
ADJUSTMENTS: Adjustments to penalties will be allowed once each 5 yrs, providing the driver is not involved in an AT
FAULT accident within the time. Adjustments are not automatic.
RECOMMENDED POINT DISCIPLINE 5 -8 pts= Written Reprimand;9 -14 =3 day suspension;15 pts= terminate
55
DATE:
TO: Robby Burns
Human Resources Department
F ROM:
Department and Number
RE: Advertisement for the position of:
Salary & Grade
The above position is authorized by Augusta, GA and is contained within the budget for the fiscal year.
• This position will be:
❑ New
❑ Replacement
Person to be replaced:
Departmental Comments:
POSITION AUTHORIZATION FORM
Title
57
This Posting will be:
❑ In- House(Department Only)
❑ Open Advertisement
❑ Inter - governmental
Director of Human Resources Date
Administrator Date
•
EMPLOYEE CHANGE FORM
Employee Name: Department No.
Social Sec No: Emp No.
PERSONAL INFORMATION FROM TO
Name Change
Address
City, St, Zip
Telephone
Direct Deposit ❑ attach voided check
Miscellaneous
Employee Signature Date
CLASSIFICATION FROM TO
Dept Transfer
Job Title
Class Code /SG
Position /Seq
Daily Hours
Rate of Pay
Auto Allowance
Car Usage
• Effective Date
Authorized Signature Date
59
•
COLLECTION PROCEDURES
CHECKLIST
Employee Name: Employee number:
In an effort to provide the best protection possible for each employee and the collection agent the checklist is being pro-
vided for use with each collection. Your participation is required to ensure that each step of the collection process is
completed to standard. You will be required to initial each block by the procedure you were involved in. Your initials sig-
nify that the procedure was completed properly. If there is any deviation of procedures you should make a note at the
bottom of the sheet and sign your name.
Collector Comments: If none, initial
Employee Comments: If none, initial
I certify that the above procedures were satisfactorily completed and that any questions concerning the procedure by the
employee were satisfied at the time of the collection. 1 also state that I was given the opportunity to write comments con-
cerning any aspect of the collection process.
Signature of Collector Signature of Employee
61
Procedure
Collector
Donor
1
Prepare collection site; ensure coloring agent present in commode.
2
Verify identity of employee with picture ID.
3
Prepare Top section of Chain of Custody form: (donor ID, reason for test)
4
If required: ask donor to remove bulky or unnecessary items (exterior clothing,
store in secure area.
5
Employee washes hands and returns to the collector.
6
Collector gives (sealed collection bottle) or lets donor pick (non - sealed collection
bottle). NOTE: only one collection container allowed in the rest room.
7
Employee /donor provides urine sample in the collection container and
immediately provides the container to the collector. (Note: do not flush the
commode until told to do so)
8
Collector annotates the temperature on the Chain of Custody form and insures
there is at least 45 ml. If the temperature is outside the acceptable range follow
the procedures of SAMSHA.
9
Donor observes the splitting of the sample and sealing.
10
Collector splits the sample, writes the date on the labels /seals and seals the
containers (In the presence of the donor).
11
Donor initials security seal.
12
Donor flushes the commode and washes hands.
13
Donor reads the certification statement on copy 4 of the Chain of Custody form
and signs the form.
14
Collector completes the Chain of Custody form and provides copy 5 to the
employee /donor.
•
COLLECTION PROCEDURES
CHECKLIST
Employee Name: Employee number:
In an effort to provide the best protection possible for each employee and the collection agent the checklist is being pro-
vided for use with each collection. Your participation is required to ensure that each step of the collection process is
completed to standard. You will be required to initial each block by the procedure you were involved in. Your initials sig-
nify that the procedure was completed properly. If there is any deviation of procedures you should make a note at the
bottom of the sheet and sign your name.
Collector Comments: If none, initial
Employee Comments: If none, initial
I certify that the above procedures were satisfactorily completed and that any questions concerning the procedure by the
employee were satisfied at the time of the collection. 1 also state that I was given the opportunity to write comments con-
cerning any aspect of the collection process.
Signature of Collector Signature of Employee
61
AUGUSTA
WVAII
Y 'ems
1736
GEORG1A
PERSONAL AND CONFIDENTIAL
FOR - CAUSE /REASONABLE
SUSPICION DRUG TEST
AUTHORIZATION
FOR -CAUSE TEST is requested for:
Employee Name: Payroll #:
Department: Job Title:
PHYSICAL SIGNS /SYMPTOMS
❑ 1. Possessing, dispensing, or using prohibited substance.
❑ 2. Slurred or incoherent speech
❑ 3. Bloodshot or watery eyes
❑ 4. Odor of alcohol
015. Odor of Marijuana
❑ 6. Runny nose or sores around nostrils.
❑ 7. Puncture marks or "tracks"
❑ 8. Loss of physical control, poor coordination, unsteady gait.
0I9. Extreme fatigue or sleeping on the job.
❑ 10. Flushed or very pale face
❑ 11. Nausea or vomiting
❑ 12. Disheveled appearance or out of uniform
0113. Dizziness or fainting
❑ 14. Highly excited or nervous
❑ 15. Dilated or constricted pupils or unusual eye movement
❑ 16. Excessive sweating or clamminess of skin
❑ 17. Shaking hands or body tremors.
❑ 18. Dry mouth
U119. Breathing irregularity or difficult breathing
❑ 20. Inappropriate wearing of sunglasses.
❑ 21. Other (describe below)
1. Has there been a change to the employees quality and quantity of work? ❑ NO If so describe:
2. Has the employees work relationships changed with fellow employees? ❑ NO If so, describe:
4111 3. Does the employee appear to "bring his personal /family problems" to work more than usual? ❑ NO If so, describe:
63
•
•
•
PROCEDURES FOR REQUESTING
AND HANDLING
FOR -CAUSE DRUG SCREENING
If you suspect an employee to be under the influence of alcohol or other drugs, while at work, the following steps are to
be taken when requesting a drug screen.
STEP 1: Call Risk Management at 821 -2486 (Sandy), 821 -2558 (Ron) or 821 -2302 (Judy)
STEP 2: Relay all known factors /information concerning reasons for suspicion (not just a "gut" feeling, must be able to give
description /specifics /observation at that moment in time not days earlier). Use the FOR -CAUSE TEST AUTHORIZATION
FORM, Form SA -3, found in the Substance Abuse Policy. Fill out Items #1, #2 to include all reasons, #3 and date. Then
submit to Risk Management. The information is then evaluated and support/approval may or may not be given based on
certain criteria.
STEP 3: Approval - If the request is approved, the employee in question is to sign the Substance Abuse Consent Form (Form
SA -2) PRIOR to being taken for testing. When fully executed, this form is then to be delivered in to Risk Management.
STEP 4: ALCOHOL - If the employee is being tested for alcohol:
a. The employee is to be taken to the designated collection site by the Director or high ranking supervisor (the fact of
testing is to be kept totally confidential).
b. If the test result is negative the employee is allowed to return to work.
c. If the breath/blood test is confirmed positive, the employee is to be processed through the normal termination
channels.
d. Under no circumstance is the employee allowed to operate a vehicle; even his /her own personal vehicle.
A taxicab will be provided to transport the individual directly to his /her residence if a family member is not available. This
is to be arranged through Risk Management.
STEP 4: OTHER DRUGS - If the employee is being tested for drugs other than alcohol:
a. The employee is taken by the Director or high ranking supervisor (the fact of testing is to be kept totally confidential)
to the designated collection site for testing.
b. When the collection process has been completed the employee is NOT allowed to return to work and is placed on
administrative leave (leave with pay) pending the outcome of the testing.
c. If the test results are negative the employee is allowed to return to work..
If the test result is confirmed positive (through the Medical Review Officer) the department director will be notified by Risk
Management of the positive result. The director will then notify the employee of his /her termination in accordance with
Augusta- Richmond County Policies and Procedures.
NOTE: After normal working hours Department Director has the authority to approve the above referenced testing.
65
•
•
SUBSTANCE ABUSE COVERAGE
I, have read and understand the Augusta - Richmond County Commission
Substance Abuse Policy (the "Policy ").
I further understand that the manufacture, use, possession, sale or distribution or presence in body of alcohol, drugs or ille-
gal substances in the work place is strictly prohibited and may lead to my immediate discharge from employment.
For purposes of this Policy, "drugs" or "illegal substances" or "controlled substances" is defined to include illegal street drugs,
legal drugs either taken for non - medical reasons or without a valid prescription and alcohol, but not to include prescription
medication taken in accordance with a physician's prescription and instructions. I also understand that the presence of
such substances in my system during work hours places unacceptable risk and burden on the safe and efficient operation of
my job, and, consequently, is strictly forbidden.
I understand that if 1 am a Transit employee or an employee required to have a CDL I will be tested in accordance with test-
ing requirements established by Federal regulations. I understand that if I work in a safety- sensitive position (as that is
defined in the Policy), I may be tested for illegal substances on a random basis. I also understand that Augusta - Richmond
County has a zero tolerance policy for safety - sensitive employees, such that I will be terminated for any violation of the
Substance Abuse Policy.
1 understand that based on reasonable suspicion, I may be tested for illegal substances (a "for -cause test ").
I understand that if I successfully complete a rehabilitation program and return to work for Augusta- Richmond County, I may
be tested for illegal substances on a random basis up to twelve times per year for three years and that it is my responsibility
to pay for these tests as a condition of my employment.
I understand that if I am involved in an accident which results in my requiring and /or receiving medical attention for
injuries, I may be tested for illegal substances (a "post- accident test "). I understand that Federal testing requirements, for
Transit employees and holders of CDL licenses, may require drug and /or alcohol testing in cases of vehicle accidents, even
though there may be no injuries.
1 also understand that my arrest and /or conviction for off- the -job drug and /or alcohol activities, including driving under the
influence, may constitute grounds for reasonable suspicion and a for -cause illegal substances screening, and may cause me
to have action taken against me, taking into consideration (among other things), the nature of the charges, my job assign-
ment and my record with the Augusta - Richmond County Commission.
I understand that it is my responsibility to read the Augusta - Richmond County Substance Abuse Policy entirely, and that
my cooperation with, and adherence to, the Augusta - Richmond County Commission policies and procedures regarding
substance abuse are conditions of my employment with Augusta - Richmond County, and that if I violate or am insubordi-
nate by refusing to cooperate with any of these policies and procedures, I am subject to discipline up to and including dis-
charge.
Employee Payroll # Date
FORM SA -1
67
•
CRIMINAL HISTORY CONSENT
FORM
1 HEREBY AUTHORIZE the City of Augusta Human Resources Department to receive any criminal history record informa-
tion pertaining to me which may be in files of any state or local justice agency in Georgia.
EXPRESSLY RELEASE the City of Augusta Board Of Commission from any and all liability claim related to the acquisition of
any information pertaining to me.
69
Full Name
Address
Social Security Number
Date of Birth
Sex Race
Signature Date
MOTOR VEHICLE RECORDS
RELEASE FORM
PLEASE READ THE STATEMENT OF UNDERSTANDING AT THE BOTTOM OF THIS REQUEST FORM. IF YOU DO NOT
UNDERSTAND THE FORM OR HAVE QUESTIONS LEASE ASK BEFORE SIGNING THE FORM. PLEASE PRINT AND COM-
PLETE ALL BLANKS
LAST NAME: FIRST NAME: MIDDLE NAME:
DEPARTMENT: JOB TITLE:
SOCIAL SECURITY NUMBER: DOB:
RACE: LICENSE NUMBER: REGULAR or CDL (circle)
• ISSUING STATE: EXPIRES:
I CERTIFY THAT THE INFORMATION PROVIDED IS TRUE TO THE BEST OF MY KNOWLEDGE AND BELIEF. I UNDER-
STAND THAT THE CITY OF AUGUSTA WILL OBTAIN MY DRIVING RECORD AND THAT IS TO BE USED TO DETERMINE
MY ELIGIBILITY FOR EMPLOYMENT OR CONTINUATION OF DRIVING PRIVILEGES. I ALSO UNDERSTAND THAT MY
DRIVING PRIVILEGES. I ALSO UNDERSTAND THAT MY DRIVING RECORD WILL BE OBTAINED ON A YEARLY BASIS
AND THAT I MUST INFORM MY SUPERVISOR IMMEDIATELY IF MY LICENSE IS SUSPENDED.
SIGNATURE OF EMPLOYEE/APPLICANT DATE
SIGNATURE OF WITNESS DATE
71
General Construction
X
0
X
X
See C,5,a
Traffic Control Operations
/Flagging
X
X
0
Heavy Equip Operations
0
0
0
0
Based on the type of
operation, Depts
establish requirement
Tractor Mowing -
Unprotected Cab
X
0
X
Truck Driving -CDL
0
0
Vest is recommended
to have available
should the driver get
out at a construction
site
Pesticide Spraying
X
X
To be in compliance
with the manufactu-
ers suggested safety
equipment listed on
the MSDS or product
warning label.
Spray Painting
X
X
See above
Power Tools
X
X
X
Air Tools
X
X
0
Winches
X
X
X
X
Sewer Operations
X
0
0
X
X
As directed by
Director, W &S
Push Mower with gas engine
X
X
X
p[JGUST4
� 00.121.•7(.. ta.
1736
GEORGIA
X = Required Protection
0 = Recommended Protection
Job /Activity
H
MINIMUM ESSENTIAL PERSONAL
PROTECTIVE EQUIPMENT
E
H = Head
E = Eye
F
73
Hear
F = Face
R = Respiratory
V = Vest
R Hand V Foot NOTES
The basis for determining the need for protective equipment is, according to OSHA standards, that if the potential for injury
exists then protective equipment should be used.
pUGUST4
_..,1
I '1f rim :74
1.f r 61 ' .
. -_
1756
GEOR
TO: Risk Management
FAX To: 821 -2502
Department: Contact Person /phone:
Date:
Driver:
Date of Departure: Date of Return:
PURPOSE OF TRAVEL:
Drivers License Expires: Vehicle Asset #:
❑ Training Class ❑ Professional Development Seminar ❑ Coordination ❑ Meeting
❑ Maintenance ❑ Inspection ❑ Speaking Engagement
(1) If a Training Class: Class /Course Title
(2) Meeting with:
Other:
Sponsor Organization: or ❑ N/A
Number of Employees to be transported (count the driver):
Number of Non - Employees to be transported:
Is a release of liability for non - employees being obtained? ❑ Yes ❑ No
If not, why not?
APPROVAL
Your request for Out of County Use/Travel is ❑ approved ❑ disapproved in accordance with Page 8, Paragraph E, 2,
Fleet Management, Operations and Maintenance Policy (February 1997).
Sandy Wright
Risk Management Manager
ACCIDENT NOTIFICATION
Risk Management
Room 217, Municipal Building
530 Greene Street
Augusta, GA 30911
Phone: (706) 821 -2301
FAX: (706) 821 -2502
OUT OF COUNTY TRAVEL
NOTIFICATION
FROM:
FAX #:
75
Destination: (City & State)
Date
MOTOR VEHICLE IDENTIFICATION CARD
This vehicle belongs to the Augusta
Commission, of Augusta- Richmond County,
Georgia, which is a political subdivision of
the State of Georgia. It is exempt from the
Motor Vehicle Safety Responsibility Act:
O.C.G.A. 40 -9 -4
1. ENGINE COMPARTMENT
a. Belts
b. Oil level
c. Brake fluid
d. Water /coolant
e. Transmission fluid
f. Hoses
g. Battery
h. Power steering
2. TIRES (air /tread)
3. LIGHTS
a. Head (Hi /Low)
b. Park
c. 4 -Way flasher
d. turn signals
e. Brake
4. DRIVER COMPARTMENT
a. Horn
b. Windshield wipers
c. Mirrors
d. Seat belts
5. EXHAUST LEAKS
Department: Vehicle #: ASSET #:
TAG #:
DATE
1
2
3
4
5
6
7
ITEM
DAILY UNASSIGNED VEHICLE
INSPECTION
DRIVER SUPERVISOR REVIEW
77
SU M
T W TH
f
S
❑ Doors /locks
❑ Windshield
❑ Mirrors
❑ Fire Extinguisher
❑ Gauges
❑ Frame
❑ Drive Shaft
❑ Leaf Springs
❑ Mounting hardware
Drain air tanks to eliminate water /condensation
CAB
❑ Windows
❑ Wipers
❑ Steering play (less than 2 ")
❑ Warning Triangle
❑ Horn
UNDERCARRIAGE
❑ Cross - members
❑ Exhaust
❑ Slack Adjuster (1 in.)
❑ Fuel Tank
COMMENTS
COMMENTS
Signature:
TEST LOW PRESSURE WARNING SIGNAL: Shut the engine off when you have enough air pressure that the low pressure
warning signal is not on. Turn the electrical power on and step on and off the brake pedal to reduce air tank pressure. The
low air pressure warning signal must come on before the pressure drops to less than 60 psi in the air tank (or tank with the
lowest air pressure, in dual air systems).
If the warning signal doesn't work, you could lose air pressure and you would not know it. This could cause sudden emer-
gency braking in a single circuit air system. In dual systems the stopping distance will be increased. Only limited braking
can be done before the spring brakes come on.
CHECK THAT THE SPRING BRAKES COME ON AUTOMATICALLY:
Chock the wheels, release the parking brakes when you have enough air pressure to do it, and shut the engine off. Step on
and off the brake pedal to reduce the air tank pressure. The "parking brake" knob should pop out when the air pressure falls
to the manufacturer's specification (usually in a range between 20 -40 psi). This causes the spring brakes to come on.
CHECK RATE OF AIR PRESSURE BUILDUP:
With the engine at operating RPM, the pressure should build from 85 to 100 psi within 45 seconds in dual air systems. (If
the vehicle has larger than minimum air tanks, the buildup time can be longer and still be safe. Check the manufacturer's
specifications.) In single air systems (pre 1975), typical requirements are pressure buildup from 50 to 90 psi within 3 min-
utes with the engine at an idle speed of 600 - 900 RPM.
If air pressure does not build up fast enough, your pressure may drop too low during driving, requiring an emergency stop.
Don't drive until you get the problem fixed.
TEST AIR LEAKAGE RATE:
With a fully charged air system (typically 125 psi), turn off the engine, release the service brake, and time the air pressure
drop. The loss rate should be less than 2 psi in one minute for single vehicles, less than 3 psi in one minute for combina-
tion vehicles. Then apply 90 psi or more with the brake pedal. After the initial pressure drop, if the air pressure falls more
than 3 psi in one minute for single vehicles (more than 4 psi for combination vehicles) the air loss rate is too much. Check
for air leaks and fix before driving the vehicle. Otherwise, you could lose your brakes while driving.
CHECK AIR COMPRESSOR GOVERNOR CUT - IN AND CUT - OUT PRESSURES:
Pumping by the air compressor should start at about 100 psi and stop at about 125 psi. (Check manufacturer's specifica-
tions.) Run the engine at a fast idle. The air governor should cut -out the air compressor at about the manufacturer's speci-
fied pressure. The air compressor at about the manufacturer's specified pressure. The air pressure shown by your gauge(s)
will stop rising. With the engine idling, step on and off the brake to reduce the air tank pressure. The compressor should
cut -in at about the manufacturer's specified cut -in pressure. The pressure should begin to rise.
79
1. Horn
2. Brakes (including Park)
3. Lights:
a. Head Lights
b. Tail Lights
c. Turn Signals
d. Brake Lights
e. Back up Lights
f. 4 way flasher /hazard
4. Tires: (tread /pressure)
5. Seat Belts:
6. Fluid Levels:
a. Coolant
b. Oil
c. Brake
d. Power Steering
e. Transmission
7. Battery
8. Windshield Wipers and fluid
9. Clutch
10. Damage to interior /exterior
Beginning and end of day
11. Note any unusual noise /problem
12. Other
•
OPERATOR:
VEHICLE #: ASSET #:
ITEM CHECKED
OPERATOR'S DAILY CHECKLIST
MILEAGE:
O.K. NEEDS MAINTENANCE
81
DATE:
•
•
FACTORS
Check the Boxes that apply:
Li Mechanical Failure Present ❑ Driver Error ❑ Excessive Speed
❑ Alcohol Involved ❑ Drugs Involved
❑ Seatbelts NOT USED
ACCIDENT DESCRIPTION
83
3.7 Fire extinguishers charged.
3.8 Fire extinguishers inspected each month.
3.9 Employees trained in operations of extinguishers.
3.10 Is there a fire evacuation plan (public buildings)
3.11 Flammable items isolated and secured.
4. LIFE SAFETY
Satisfactory
Needs Improvement
Fatal Flaws
4.1 First Aid Kit is available and stocked.
4.2 All exit lamps on and glass is intact.
4.3 Exit ways free and unobstructed.
4.4 Corridors free and unobstructed.
4.5 Fire doors free of obstructions.
4.6 Non -exit interior doors marked "No Exit ".
4.7 All doors operational.
4.8 All hardware apparatus in working order.
4.9 All stairwells or other fire doors automatically close tightly.
4.10 Emergency lighting is present and operational.
5. MECHANICAL /ELECTRICAL
Satisfactory
Needs Improvement
Fatal Flaws
5.1 HVAC filters sufficiently clean, and adequately ventilated.
5.2 Rotating machine parts are guarded.
5.3 Doors to mechanical and electrical rooms are locked.
5.3.1 Breaker boxes in common areas are locked. (Public Bldg.)
5.4 Mechanical rooms not used for storage.
5.5 Electrical rooms not used for storage.
5.6 Circuit breaker box have no open ports.
5.7 Circuit breakers are marked.
5.8 Electrical cords on cleaning machines not cut/spliced /frayed
5.9 Grounding plugs on all buffers are serviceable.
5.10 Electrical cover plates present and serviceable.
5.11 Sure •rotectors •lu• •ed into wall outlet onl .
5.12 Extension cords are UL approved and have grounding plug.
5.13 Extension cord is not cut/frayed /spliced
5.14 Rubber handles on buffers serviceable.
6. ACCIDENT PREVENTION
Satisfactory
Needs Improvement
Fatal Flaws
6.1 "Slippery When Wet" signs are available
6.2 All bottles of cleaning solution marked with contents.
6.3 Handrails secure.
6.4 Stair treads secure.
6.5 Flooring serviceable, no trip hazards.
6.6 Personal protective equipment is available and serviceable.
6.7 Ladders inspected and serviceable.
7. UTILITIES CONSERVATION
Satisfactory
Needs Improvement
Fatal Flaws
7.1 Unnecessary lights turned off.
7.2 Faucets do not leak.
7.3 Flush valves /commodes do not run.
7.4 Water leaks not detected.
7.5 Glass in windows in tact.
7.6 Thermostat is set appropriately.
7.7 Exterior doors fit properly.
7 R Nn Pxrpcc cnars nn I7nnrThrpchnIrl
85
AUGUSTA - RICHMOND COUNTY BOARD OF COMMISSIONERS
RISK MANAGEMENT DEPARTMENT
ROOM 601, MUNICIPAL BUILDING (11)
AUGUSTA, GEORGIA 30911
(706) 821 -2302 (706) 821 -2486
ORDER FOR WORKERS'
COMPENSATION MEDICAL
TREATMENT
Please render the necessary Medical and Surgical Treatment to care for the injury of:
EMPLOYEE: SOCIAL SECURITY #:
DEPARTMENT: DATE OF INJURY:
TYPE OF INJURY:
PHYSICIAN'S STATEMENT:
DATE & TIME OF EXAMINATION:
DIAGNOSIS:
TREATMENT:
MEDICATIONS:
REFERRAL:
I, , M.D., have examined /treated the above named employee and in my medical
opinion he /she is:
❑ able to return to work ( ) without restrictions or ( ) with the following restrictions:
❑ will not be able to work for
days weeks.
His/Her next office appointment is on
NOTE TO PHYSICIAN: This form must be completed and given to the employee for return to his department. In the event that the employee is unable to
return the form, please mail it immediately to the RISK MANAGEMENT DEPARTMENT.
Please forward all Workers' Compensation reports and bills to the above address.
WHITE COPY: Risk Management
YELLOW COPY: Department
87
PINK COPY: Physician
WAGE STATEMENT
SCIIEDULE OF WEEKLY EARNINGS
Week
No.
19
Week
From To
Date Date
2
4
6
8
10
11
12
No. of
Days
Worked
13 ''
Total
Average Weekly Earnings
Amount
Paid
Including
Overtime or
Extra Work
Value of Additional Compensation
Meals
Lodging
Rent
Tips
All
Other
Total
Earnings
•
ADDITIONAL, INFORMATION WIIEN CONTROVERTING:
• .omplete the schedule below for thirteen (13) weeks immediately preceding the accident. lithe employee has not been in your employ for thirteen (13) weeks,
complete this schedule showing weekly earnings of a similar employee in the sane employment,
tnd write the name of the similar employee here: . Also use to establish wage loss 'Or temporary partial disability
)ayments.
NOTICE TO EMPLOYER
1. Provide prompt medical attention; allow the employee to select a physician from your posted panel, and explain the panel to the employee.
2. Complete Section A of this form immediately upon your k iowledge of an injury, and send the WC -1 to your insurance company or self insurer
claims office. FAILURE TO DO SO MAY RESULT IN A PENALTY. Do ont send this form to the State Board of Worker's Compensation.
3. If you need additional help, call your insurance company or self - insurer claims office.
4. Report serious injuries immediately by telephone to your insurer's claims department, then tile this forth with your insurance company or self -
insurer claims office.
NOTICE TO EMPLOYEE
1. This form is provided for your information only: If Section B is completed, you will receive income benefits on a weekly basis and the employer
will pay medical expenses through approved doctors. If you do not receive payment of benefits, or medical hills are not paid, call your employer or
your employer's insurance company or self- insurer claims office. If Section C is completed, your claim of injury has been denied by the
employer /insurer. If you disagree with this denial, you must tile a form WC -14, Notice of Claim, within one year of the accident with the State
Board of Workers' Compensation, Suite 1000 - South Tower, One CNN Center, Atlanta, Georgia 30303 -2788.
For infornuttwtt or Asststnnce contact the:
STATE BOARD OF WORKER'S COMPENSATION;
Toll Free Telephone 1- 800 -533 -0682
In Atlanta, 656 -3818
89
•
•
❑ APPROVED
❑ NOT APPROVED
REQUEST FOR LEAVE
NAME: (LAST, FIRST, MI) SS#
DEPARTMENT: EMPLOYEE NUMBER:
LEAVE BEGIN DATE: LEAVE END DATE: HOURS USED:
POSITION: SUPERVISOR:
TYPE OF LEAVE
❑ Vacation
❑ Illness
❑ Medical Appointment — Doctors Name:
Li Family Leave —Name and Relation:
❑ Funeral —Name of Deceased:
❑ Jury Duty
❑ Military
❑ Administrative — Function and Location:
❑ Unauthorized Leave
❑ Lost Time
SUPERVISOR SIGNATURE DATE
91
DATE:
EMPLOYEE NAME EMPLOYEE #
DEPARTMENT NAME DEPARTMENT #
SOCIAL SECURITY # JOB TITLE
DATE HIRED SEPARATION DATE (Last day worked)
SUPERVISOR NAME
SEPARATION CODE (Use codes below) WOULD YOU REHIRE? ❑ Yes ❑ No
VQ01 RESIGNATION
VQ03 LAYOFF /REDUCTION IN FORCE
VQ04 DEATH
SEPARATION REASON:
VACATION (balance): hours COMP LEAVE (balance) hours
Employee gave proper notice of resignation: ❑ Yes ❑ No
Department director /supervisor signature Date
REVISED 07/99
SEPARATION NOTICE
VQ06 DISMISSAL OR DISCHARGE
VQ07 RETIREMENT
93