Forms and Documents
Forms and Documents
- American with Disabilities Act
- Background Inquiries
- Civil Service Rules
- Code of Conduct
- Code of Ethics Statement
- Criminal Charges
- Diversity in the Workplace
- Email Usage Policy
- Employee Handbook
- Employee Supervision
- Ethics Policy - Conflict of Interest
- Equal Employment Opportunity
- Executiive Benefit Plan
- APO - Equal Employment Opportunity/Non-Discrimination in the Workplace
- Ethics Ordinance
- Family and Medical Leave Act
- Fraud Reporting
- Fraud Ordinance
- Fraud Ordinance Policy Statement
- HIPAA Policy Manual
- Occupational Health and Safety Program
- Outside Employment
- Parking Ticket
- Personnel/Human Resources Ethics
- Political Activities
- Provisional Appointment/Promotion
- Retirants Returning to Employment
- Right to Know (Hazard Communication)
- Sexual Harassment
- Social Security Number Declaration Policy
- Time Reporting Policy
- Use of Leave Time For Executive Employees
- Vehicle Use Policy
- Weapons in the Workplace
- Workers Compensation
- Workplace Violence
All requests for reference information on current or former employees should be directed to the Personnel Information Unit of the Department of Personnel/Human Resources. The request must be in writing and include either a Court Order or a Release of Information form signed by the employee.
It is the policy of Wayne County to verify employment in writing by indicating to the person making the inquiry only the title of the position occupied by the employee, the dates of employment, and the compensation received. It is NOT permitted to give information regarding the character of service.
The Wayne County Drug-Free Workplace Policy is as follows:
- Some hires are required to take and pass a drug screen test.
- The illegal manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the County's workplace. The County will initiate disciplinary action against any employee found guilty of these acts. Discipline may include the full range of disciplinary actions, including removal.
- A Drug-Free Awareness Program has been established by Wayne County to educate all Wayne County employees in the following areas: The dangers of drug use in the workplace;
The County policy of maintaining a drug-free workplace
An Employee Assistance Program is available to employees in need of drug counseling and rehabilitation
Penalties that may be imposed for drug abuse violations occurring in the workplace
- An employee must notify the County Department of Personnel/Human Resources of any criminal drug statute conviction for a violation occurring in a County workplace no later than five (5) days after such conviction.
- Within thirty (30) days of receiving notice of a conviction for violation of a criminal drug statute, the County will take appropriate personnel action against such employee, up to and including termination, or depending on the circumstances, require such employee to satisfactorily participate in the County's Employee Assistance Program.
Employees under the influence of illegal drugs invariably produce inferior work, call in sick a lot, and threaten the safety of coworkers and customers. It's important that managers recognize the signs of drug abuse. They may include:
* fatigue, dry irritated cough, sore throat, red eyes, dilated or constricted pupils, irritability, decreased attention span, restlessness, paranoia, hallucinations, tremors, slurred speech, excessive perspiration, dizziness, headaches, nausea, diarrhea, drowsiness, depression, apathy, watery eyes, muscle cramps, lack of coordination, confusion, severe mood swings, erratic and violent behavior, hyperexcitability, restlessness and talkativeness.
** Be aware that other illnesses may cause some of the same symptoms. **
Managers of employees in safety sensitive positions will be required to attend additional training regarding their responsibilities under the Omnibus Transportation Employee Testing Act of 1991. Part of the Act requires post-accident and random testing for illegal drugs and alcohol.
Standard Operating Policy
Regardless of weather or other emergency conditions, all County operations will continue as scheduled and all employees are expected to report to work, unless changes have been authorized by the County Executive or designee.
A. Timekeeping Policy when Operating Schedules Remain Unchanged
When employees report that they are unable to get to work or to remain at work because of weather or other emergency conditions, such as flood, fire, power failure, and the County Executive has not authorized a change in operating schedules, the following policy will apply:
Employees reporting that they are unable to get to work or to remain at work may be permitted to cover the period of absence from their regular work shift by the use of annual leave, personal business leave, holiday leave, or unpaid time in accord with departmental rules for the use of such time. Employees who call in sick shall not be paid sick leave unless their department director authorizes payment of sick leave after the employee presents acceptable evidence. Employees arriving late for work may, at the discretion of the department director, cover such time with available annual leave or personal business leave or may be permitted to make up the time by extension of their regular work shift. Employees that do not report to work, or who leave the work site without authorization shall be considered absent without leave and subject to appropriate disciplinary action. B. Timekeeping and Assignment Policy When County Operations are Shut Down
If the County Executive determines that weather or other emergency conditions require that non-essential County operations be shut down, the following policy will apply:
Certain County operations which provide seven day - twenty-four hour service are considered essential, and will never be shut down completely for any conceivable cause. Therefore, employees who provide such service will not be excused or allowed to cover time with annual leave, personal business leave, or any other leave time unless individually approved by the department director. Employees who fail to report to work or to request leave time will not be paid and may be considered absent without leave and subject to discipline. In those work areas that are shut down, all employees are to be relieved of duty, and should be allowed to use annual leave, personal business leave, holiday leave, or unpaid time for the balance of their regular shift.
Employees scheduled to report for work are to be notified of the operational shut down and its expected duration and leave time or unpaid time options discussed. Where the department director determines that regular work remains available, even though certain operations are officially shut down and that supervision is available, employees may be given the option of remaining at work or using appropriate leave for the balance of their shift. If, despite the complete or partial shut down of departmental operations, a limited number of work assignments remain available, the employees in the work unit may be polled for volunteers to fill those assignments. If the number of volunteers exceeds the assignments available, selection should be made using classification and seniority. The above policy is to be read in accordance with the existing provisions of relevant Collective Bargaining Agreements and does not supersede any leave time requirements that may be contained within those agreements.
In accordance with Civil Service Rule11, Section 2(b), employees in the Classified civil service seeking an elective public office must obtain a Leave of Absence from the Director of Personnel/Human Resources effective from the time of the announcement of their candidancy. Annual Leave and other paid leave accumulations except Sick Leave may be used during the Leave of Absence.
Rule 11, Section 2(b) of the Civil Service Rules also allows an employee who is a candidate for a public office to seek an exemption from the Director of Personel/Human Resources to continue County employement. The exemption is mandatory in order to continue with full time employement with County of Wayne. However, exemptions will only be granted if it is determined that the candidacy is not in conflict with the interest of the County of Wayne.
All such inquiries and exemptions requests must be directed to:
Steve Mahlin, Director
Department of Personnel/Human Resources
County of Wayne
500 Griswold, 9th Floor
Detroit, MI 48226
Please be advised that employees seeking the office of Precinct Delegate are authorized by the Director of Personnel/Human Resources to do so and are granted exemption.
No officer or employee of the County in the classified civil service, shall directly or indirectly make, solicit or receive, or be in any manner concerned in making, soliciting or receiving any assessment, subscription or contribution for any political party or any political purpose whatsoever.
In addition, no person in the classified civil service shall during working hours, buy, sell or offer for sale tickets for any purpose or make or solicit contributions for any purpose unless the sale of such tickets or the solicitation of such contributions received prior approval.
General Rule. County employees shall not communicate with, or give information to, a person who is represented by a lawyer when the communication or information concerns a civil matter involving the County or the County related activities of present or former employees.
Exceptions. There are three exceptions to the general rule, allowing for communications and the release of information to represented parties:
The Office of Corporation Counsel may give written authorization in advance for the communication or release of information.
The restriction does not apply if the communication or information is:
properly disclosed under the Michigan Freedom of Information Act, the Bullard Plawecki Employee Right to Know Act, other applicable law or statute, or in response to a subpoena in a pending legal action, and limited to the extent required for such disclosure.
The restriction does not apply if the communication or information does not pertain to the matter for which the lawyer is retained.2 Notice and Prior Authorization. If a person represented by a lawyer contacts a County employee about the communication or release of information covered by the foregoing rule, the employee shall notify the Office of Corporation Counsel to obtain authorization to communicate or release such information. Any requested documents must also be copied and delivered to the Office of Corporation Counsel for review and authorization before they are released.
Sources of Requests. This policy applies to requests for communications or for information from the following sources:
From a person represented by a lawyer,
From the lawyer himself who represents the person,
From anyone working on behalf of the lawyer representing the person.
Penalties for Violation. Violation of this policy may result in discipline, including up to discharge.
1 This policy is intended to protect the interests of the County and its employees and representatives against the release of confidential information and improper ex parte contacts by parties or their counsel in civil matters involving the County or County related activities. It is not intended to preclude access to public information or interfere with a citizen's right to communicate with or petition County officials about matters of public concern.
2 For example, the rule against disclosure would not apply to the communication or release of information about the status of a person's property taxes to a person with a lawyer who has sued the County for a road defect, because the status of the person's property taxes is unrelated to the road defect lawsuit for which the lawyer is retained.
This policy has been established to insure that the County is in compliance with the Social Security Number Privacy Act, MCL 445.81 et seq. The goal of this policy is to protect the confidentiality of all social security numbers that are provided to or maintained by the County in the ordinary course of business, including but not limited to social security numbers provided in connection with employment, tax, vital and other records.
II. EFFECTIVE DATE
This policy is effective January 1, 2006.
This policy extends to all County departments, employees and other persons conducting business on behalf of the County of Wayne.
IV. CONFIDENTIALITY OF SOCIAL SECURITY NUMBERS
A. Generally. A social security number is private information associated with an individual. To protect the confidentiality of individual social security numbers, this policy shall apply to limit the use and display of social security numbers as required under the Social Security Number Privacy Act.
B. Public Displays Restricted to 4 Sequential Numbers. County departments, employees and other persons acting on behalf of the County shall not publicly display all or more than 4 sequential digits of a social security number1 unless it is done under circumstances provided for in an exception in Section V of this policy. "Publicly display" means to exhibit, hold up, post, or make visible or set out for open view, including but not limited to, open view on a computer device, computer network, website, telefax machine or other electronic medium or devices, to members of the public or in a public manner.
C. Badge, Card, Permit and License Restrictions. County departments, employees and other persons acting on behalf of the County shall not visibly print all or more than 4 sequential digits of a social security number on an identification badge or card, membership or account card, permit or license.
D. Account Number - Use and Display Restrictions. County departments, employees and other persons acting on behalf of the County shall not use or visibly print all or more than 4 sequential digits of a social security number as an account number, except as provided below in Section V of this policy for primary account numbers that have been in continuous use since before March 1, 2005.
E. Computer Access and Transmissions Restrictions. County departments, employees and other persons acting on behalf of the County shall not use, or require the use of, all or more than 4 sequential digits of a social security number: (1) to access a computer system, network, or the internet unless the connection is secure, the transmission is encrypted, or a password or other authentication is required; or (2) to be transmitted on a computer system, network, or the internet unless the connection is secure or the transmission is encrypted.
F. Envelope and Package Restrictions. County departments, employees and other persons acting on behalf of the County shall not print or publicly display all or more than 4 sequential digits of a social security number on the outside of an envelope or packaging transmitted by mail, inter-office courier or other delivery service.
G. Restrictions on Transmitted Documents/Information. County departments, employees and other persons acting on behalf of the County shall not print or otherwise disclose all or more than 4 sequential digits of a social security number within a document or information transmitted by mail, telefax, delivery service or other courier unless it is done under circumstances provided for in an exception recognized in Section V of this policy.
A. Authorized by Law or for a Criminal Investigation or Prosecution. All or more than 4 sequential digits of a social security number may be used or disclosed if the use or disclosure is authorized by state or federal statute, court order, legal discovery, legal process or is being provided to a court, prosecutor or law enforcement agency as part of a criminal investigation or prosecution.
B. Administrative Use in Ordinary Course of Business. All or more than 4 sequential digits of a social security number may be used administratively in the ordinary course of County business to do any of the following:
to verify a person's identity or identify a person relating to an actual or proposed account, transaction, product, service, or term of employment; to investigate a person's claim, credit, criminal, or driving history; to detect, prevent, or deter identity theft or another crime; to lawfully pursue or enforce legal rights; to lawfully investigate, collect, or enforce a child or spousal support obligation or tax liability; or to provide or administer employee or health insurance or membership benefits, claims, or retirement programs or to administer the ownership of shares of stock or other investments.
C. Mail in Sealed Envelopes/Packages. All or more than 4 sequential digits of a social security number may be disclosed in a document or information transmitted by mail in a sealed envelope or package when the social security number is not visible outside the envelope or package and the disclosure is:
authorized or required by law, rule, regulation, or court order; sent as part of an application or enrollment process that has been initiated by the individual; sent to establish, confirm the status of, service, amend, or terminate an account, a contract, a policy, or an employee or health insurance benefit; sent to confirm the accuracy of a social security number of an individual who has an account, contract, policy, or employee or health insurance benefit; within the copy of a public record sent in compliance with the Freedom of Information Act (FOIA), or the Health Insurance Portability and Accountability Act of 1996 (HIPAA); within the copy of a public record filed or recorded with the County Clerk or Register of Deeds office and is mailed by that office to a person entitled to receive the record; within the copy of a lawfully recorded vital record2 and is mailed to a person who is entitled to receive the record; or part of a document or information mailed by or at the request of the person whose social security number is contained within, or his or her parent or legal guardian.
D. Account Numbers in Use Before March 1, 2005.
If a County department has been continuously using all or more than 4 sequential digits of social security numbers as primary account numbers in the ordinary course of business since before March 1, 2005, the department may continue use of those numbers in the ordinary course of business. However, the department shall not visibly print more than 4 sequential digits of a social security number on an identification badge or membership card.
If the department using all or more than 4 sequential digits ever stops using a social security number as a primary account number, it must develop a new primary account numbering system and may not return to using social security numbers as a primary account number.
VI. ACCESS AND USE LIMITED
A. Only employees or other persons with an administrative need or interest in conducting business on behalf of the County may access, use or display social security number information pursuant to this policy.
B. The use and display of social security information shall be consistent with, and shall not exceed the purpose or scope of, the need or interest for which the social security information is sought.
A. Each department director is responsible for insuring that records containing social security numbers are maintained in a confidential manner in each of their respective divisions to prevent the public display of social security numbers and other confidential information.3
VIII. RETENTION POLICIES AND DOCUMENT DISPOSAL.
A. All applicable document retention policies should be followed.
B. Documents containing social security number information must be shredded, burned, or pulverized before disposal or otherwise destroyed in a secure manner.
C. Electronic files and the media containing social security number information should be destroyed or erased so that the information cannot be read or reconstructed.
IX. PENALTIES FOR VIOLATION OF POLICY
A. Any intentional unauthorized disclosure of confidential social security number information is prohibited.
B. Violations of this policy may result in discipline or discharge with the first offense.
C. A knowing violation of the Social Security Number Privacy Act, MCL 445.81 et seq., may subject the person who caused the violation to civil and criminal penalties.
X. DISTRIBUTION, POSTING AND QUESTIONS
A. A copy of this policy shall be:
posted for public display on the County's internet site; circulated to current employees, by e-mail or hard copy, at the direction of the respective department directors; and distributed to new employees at employee orientation. B. Questions concerning this policy relating to personnel and employment records should be directed to the Department of Personnel and Human Resources, Employee Programs Division at 313-224-0972. Questions concerning this policy and its application to other types of documents or issues should be directed to the Office of Corporation Counsel at 313-224-5030.
1 In all cases, persons acting on behalf of the County may use or display 4 sequential digits of a social security number without violating this policy. For example, XXX-XX-6789 is an acceptable display of partial social security number information, while 123-45-6789 or XXX-45-6789 are examples of unacceptable displays of social security number information.
2 A "vital record" is a certificate or registration of birth, death, marriage, or divorce; an acknowledgment of parentage; or related data.
3 For example, files containing social security information should be kept, reviewed and used in private areas. Computers with access to social security number information should have screen savers and be placed in locations where the screens are visible only to employees or other persons with an administrative need or interest to access the information. Telefax machines used to transmit social security number information should also be placed in private areas and routinely checked and cleared.
In order to ensure appropriate implementation of the County's rules and policy regarding the use of Sick Death("SD") leave, this memorandum is to reiterate the applicable Civil Service Rule ("CSR") regarding use of SD leave, as well as to confirm the County's policy for approval of same.
CSR 13, Section 2, subsection (b)(4), incorporated by reference into the various collective bargaining agreements between the County and its associated bargaining units, states that
(b) An employee may utilize his [or her] sick leave allowance for absences: (4) Due to the death of a relative of the employee other than a member of his [or her] immediate family . . . not exceeding three (3) such sick leave days at any one time. The term "relative" as used in this section shall mean uncles, aunts, nephews, nieces and first cousins of the employee or of the employee's husband or wife. It shall also include any member of the employee's household. As stated, SD leave may be requested and approved in the event of the death of a non-immediate family member qualifying as a "relative" under the applicable rule. Before receiving approval for such time, however, an employee requesting SD leave must produce evidence to establish that the deceased person is a qualifying relative of the employee and that the request for SD was related to the death of that relative. Requests for SD leave will not be approved by the Department of Personnel/Human Resources absent such evidence.
Further, requests for retroactive SD leave approval will not be granted to change previously approved SL taken more than thirty (30) days prior to the date of the request for SD. Finally, any misrepresentations made on employee timesheets or other violation(s) of this policy may subject an employee to discipline up to and including termination.