Facilities Services Summer Training Department Procedures

Department Procedure Changes  Employee Handbook  Clothing Allowance  Comp. Time/Vacation  Performance Reviews  Notice of Exceptional Performance  Notice of Unsatisfactory Performance

Department Procedure Changes  Employee Complaints  Work Requests/Project Guidelines  On-Call Procedures  Online Forms  Department Safety Committee

Employee Handbook  The Employee Handbook was created to help you become and informed employee of the Facilities Services team.  Act as a reference guide for new and current employees.  Procedure/Policy changes reflected in new handbook:  Comp. Time  Clothing Allowance  Weather-related absences/Essential Personnel  Job Performance/Conduct  Disciplinary Procedure/Complaint Process  Call-Back/After Hours Emergencies  Work Requests/Projects  Defines department policy/procedure to eliminate “gray areas”. EMPLOYEE HANDBOOK

Clothing Allowance  Efforts to create a unified and professional department  Purchasing uniform work shirts for Facilities Services employees.  THERE WILL NO LONGER BE A MONTHLY CLOTHING ALLOWANCE!  You have until JULY 1, 2013 to spend your current clothing allowance. If you have questions about your balance, contact Jessica.  Uniform Committee  Volunteers?  Work to find several options for employees to choose from.  Procedure  Each employee will receive 5 work shirts. It is the employee’s responsibility to launder the shirts. Replacements will be available for normal wear & tear or job-related damages.

Comp. Time  In order to meet the needs of the University, you may, from time to time, be asked to work outside of your regular shift by your supervisor. All other overtime (not requested by your supervisor) must be preapproved by the Facilities Management.  Overtime  Overtime compensation at a time-and-one-half rate shall be provided to all non- exempt employees when hours worked exceed forty hours in a work week.  Compensatory Time  Compensatory time off at a time and one-half rate may be provided in lieu of cash overtime payments upon prior approval from FS Management.  Requesting Comp Time Approval  All Facilities Services employees wishing to convert overtime into comp time must fill out a “Comp Time Approval” form. This will be turned in to FS Management to be evaluated on a case-by-case basis. FS Employees must receive confirmation of approval PRIOR to converting any time. All requests will be kept in personnel files for future reference. Specific department procedures:

Comp. Time (cont.)  Comp. Time is to be used in lieu of overtime compensation unless granting comp time will negatively impact the department.  Comp. Time off mean hours during which the employee is not working and which are not counted as hours worked during the applicable work week.  Non-exempt employees earn Comp. Time at a rate of one and one half hours for each hour worked over 40 hours in a standard work week.  Comp. Time leave MUST be used prior to the end of the fiscal year (July 1). Comp. Time must be used prior to using earned annual or sick leave.  There are a maximum number of hours which may be accrued by employees. Non-exempt employees may convert up to 16 hours of overtime into comp time in a fiscal year. After the maximum limit has been reached, employees must be paid overtime for any additional hours.

Comp. Time (cont.)  Comp. Time needs to be pre-approved by the employee’s supervisor (if applicable) and FS Management prior to the end of the current pay period.  Comp. Time off is granted only to meet the work demands of the University/Department. Comp. Time off will not be granted to perform normal, routine requirements.  Comp. Time off for non-exempt employees may be granted for work done for the department during the weekend or holiday when authorized in advance by the Supervisor and/or FS Management.  Employees requesting to earn Comp. Time must fill out the appropriate paperwork at least 5 business days prior to the end of the pay period. On the approval form, the employee must include justification as to why they should earn Comp. Time as opposed to straight overtime pay.

Performance Reviews  Starting March 2013, the NEW Performance Appraisal Forms will be used in their entirety.  Your supervisor will review (discuss) job performance with you annually to  ensure performance standards are met;  update your position description (if necessary);  enhance communications; and  convey your supervisor's performance expectations for the coming year.  FS Management will schedule your annual review time according to University Policy.

Performance Reviews (cont.)  Two forms have been developed to assist in tracking progress/improvements throughout the year.  This documentation will assist in justifying ratings and possible pay increases during annual review time.  When a “Notice” is given, the employee will be notified and will meet with their Supervisor within one week of the notice being written.  Notice of Exceptional Performance Notice of Exceptional Performance  A tool used to document the “above and beyond” performance of an employee.  An employee must receive at least ONE Notice of Exceptional Performance during the performance cycle to be eligible for an overall rating of “Always” on the annual performance appraisal.  Receipt of one or more Notice forms does not automatically entitle an employee to the “Always” rating.

Performance Reviews (cont.)  Notice of Unsatisfactory Performance Notice of Unsatisfactory Performance  A tool used to document performance/behavior that needs improvement to meet the expectations of the position.  An employee must receive at least one Notice of Unsatisfactory Performance during the performance cycle to receive an overall rating of “Never” on the annual performance appraisal.  Receipt of one or more of these forms does not automatically warrant a “Never” rating.  This form documents that you must make immediate improvement in the performance of your duties. Continued poor performance as described below may result in an overall rating of “Never” on the annual performance appraisal conducted in this performance cycle or a formal write-up.  This form does not take place of a formal write-up.

Employee Complaint Process  Any employee wishing to file a complaint against a co-worker will need to fill out and sign an employee complaint form.employee complaint form  These forms can be found online or in the Facilities Services Office.  This allows FS Management to have tangible evidence to investigate the claim.  FS Management will not investigate a complaint unless the proper procedures have been followed.  There needs to be a certain amount of documentation in order to follow through with any consequences and the first step is filling out this form.

Work Requests/Project Guidelines  Work Requests:  If you are approached by an employee to perform work, please ask them to submit an online work request form. NO WORK SHOULD BEGIN UNTIL A WORK REQUEST HAS BEEN SUBMITTED, APPROVED, AND ASSIGNED TO YOU.  Lighting Work Requests:  Work requests involving the replacement of lights and light covers in buildings will first be routed to the Building Services employee. They will check on the specific light and change the light bulb if they are able. If a ballast needs to be replaced, Building Services will notify FS Management and the work request will be reassigned to the Power House or Maintenance staff depending on the location.  If a ballast needs to be replaced, it is the Building Services employee’s responsibility to have the ladder and light fixture prepped for the Power House staff.

 Project Preparation:  Each FS employee working on an in-house project must consider the following before beginning work:  Notify the employees in building of the work to be done. Provide an estimated start and end date for the project. The FS Office can assist in sending the message to the affected individuals.  Protect flooring/walls/woodwork/etc. (ex. drop cloths or rugs in immediate construction area)  Put up dust barriers to contain the mess/noise created from the project. This is the responsibility of the FS employee or contractor hired by the FS department.  Project Closing:  Projects completed in-house or by hired contractors are subject to a completion inspection performed by FS Management. Work Requests/Project Guidelines

Call-Back/After Hours Emergencies  Individuals who are called back after hours for emergency repairs/other emergency situations will be contacted directly by the Supervisor on call-back duty. The Supervisor will determine, based on the description given by the caller reporting the emergency, on which employee to call-back (if the emergency is too big for one person to take care of, the Supervisor will call additional employees as necessary). If the Supervisor cannot reach a specific employee, they will make the decision to tend to the emergency themself or call a private contractor.  When a FS employee is called back to work, they will automatically receive a minimum two (2) hours of overtime compensation. Any time above and beyond two (2) hours will also be recorded as overtime.

Call-Back/After Hours Emergencies (cont.)  **All emergencies related to the City of Valley City systems (i.e. utility outage) will first be reported to the Police Department and then to the Supervisor that is on-call**  A list has been developed outlining situations that do and do not require a call-back. Call-Back/After Hours Emergencies

Online Forms Power House  After Hours Security/Incident Report After Hours Security/Incident Report  Fire Alarm Report Fire Alarm Report All FS Employees  Leave Request Leave Request  Employee Complaint  Facilities Connection  Printable Leave Statement (signed original will be turned in to the office)  Employee Handbook  Other Department Resources (including information from this training)

FS Safety Committee

Schedule for the rest of the week: