PERSONNEL ADMINISTRATIVE MANUAL

                             TABLE OF CONTENTS

 

Jump to a section heading:

     I.     ORGANIZATIONAL STRUCTURE

    II.     EQUAL EMPLOYMENT OPPORTUNITY

   III.     CLASSIFICATION

IV.                    RECRUITMENT AND EXAMINATIONS

V.      FILLING OF VACANCIES

    VI.     EMPLOYMENT-RELATED MEDICAL EXAMINATIONS

   VII.     PERFORMANCE APPRAISALS

   VIII.    TRAINING AND STAFF DEVELOPMENT

    IX.     RATES OF PAY

     X.     EMPLOYEE ASSISTANCE PROGRAM

    XI.     INSURANCE BENEFITS

   XII.     SPECIAL COUNTY PROGRAMS/POLICIES

  XIII.     LEAVES OF ABSENCE

   XIV.     PERSONNEL AND ADMINISTRATIVE RECORDS

    XV.     GRIEVANCES

   XVI.     DISCIPLINARY ACTIONS

  XVII.     LAYOFFS

 XVIII.     SEPARATIONS

   XIX.     RETIREMENT

   XXI.     WORKER'S COMPENSATION

  XXII.     UNEMPLOYMENT INSURANCE

 XXIII.     LIABILITY INSURANCE PROGRAM

 

 

Policy Last Issued:

MONTH/YEAR                                    Where there is no notation in

                                              the left margin, the policy

@  Currently under Review                     still under development.

 

 

         I.  ORGANIZATIONAL STRUCTURE

PAM0101   SEP/99  1.  Personnel Department Organization

PAM0102   NOV/90  2.  Departmental Personnel Liaisons

PAM0103   SEP/99  3.  Personnel Administrative Manual

PAM0104   NOV/90  4.  County Organization Charts

PAM0105   SEP/94  5.  Mainframe-Online Personnel Related Information (OPRI)

PAM0106   OCT/94  6.  Use of TDD Equipment-Information Booth

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        II.  EQUAL EMPLOYMENT OPPORTUNITY

PAM0201   SEP/99  1. Equal Employment Opportunity

                     Personnel Regulations and References Section 191.1.

PAM0202   SEP/99  2. Harassment Policy - Section 191.2.

PAM0203   SEP/99  3. Sexual Harassment Policy - Section 191.3.

PAM0204   SEP/99  4. Disability Non-Discrimination Policy - Section 191.4.

PAM0205   SEP/99  5. Reasonable Accommodation Policy - Section 191.5.

                  6. Complaint Resolution Processes

PAM0206A  SEP/99      A. Discrimination or Harassment Complaint Resolution

                         Personnel Regulations Section 192

PAM0206B  MAY/92      B. Disability Discrimination Complaint Resolution

                         Personnel Regulations Section 193

                  7.  Equal Employment Opportunity Plan

PAM0207A  SEP/99      A. County Equal Employment Opportunity Plan - Section 190

PAM0207B  SEP/99      B. Responsibilities for Meeting Goals/Objectives

PAM0208   SEP/99  8.  Department Equal Employment Opportunity Liaisons

PAM0209   SEP/99  9.  Departmental Equal Employment Opportunity Plan Guidelines                

10.  Compliance Agency Requirements

          @           A.  EEOC - Equal Employment Opportunity Commission

          @           B.  DFEH - CA Dept of Fair Employment and Housing

          @           C.  OCJP - CA Office of Criminal Justice Planning

                 11.  Recruitment and Examination Oversight

PAM0211A  SEP/99      A.  Adverse Impact Analysis

PAM0211B  APR/99      B.  Equal Employment Opportunity Outreach

          @      12.  Manpower Training Programs

                 13.  Affirmative Action - Persons with Disabilities

PAM0213A  JUN/01      A.  Reasonable Accommodation Guidelines

          @           B.  Accessibility Review Process

          @           C.  Special Qualified Worker

                 14.  (Reserved for future use)

PAM0215   SEP/99 15.  Equal Employment Opportunity Training Programs

                 16.  Contract Compliance

PAM0216A  SEP/99      a.  Contract Compliance Program

PAM0216B  SEP/99      b.  Contract Compliance Definitions         

@           c.  Standard Bidding Language

PAM0216D  APR/99      d.  Standard Contract Language - See County Procedure

                                   Manual - Section 100.

PAM0216E  SEP/99      e.  Contract Compliance Outreach Program

          @      17.  Guidelines for Resolution of Discrimination or Harassment Complaints

PAM0218   SEP/99 18.  EEO Legal References

PAM0220   OCT/99 20.  Race/Ethnic Identifications

 

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  III.  CLASSIFICATION

PAM0301   DEC/97  1.  Classification Process:  Elements and Timelines

PAM0302   SEP/94  2.  Classification Methods and Practices

PAM0303   NOV/90  3.  Class Specification Guide

PAM0304   SEP/99  4.  Classification Report Format

PAM0305   APR/93  5.  Establishing Minimum Qualifications

PAM0306   APR/91  6.  Establishing Medical Standards (Under Construction)

PAM0307   NOV/90  7.  Comparable Class Guidelines

PAM0308   APR/91  8.  Broad Classifications Guidelines

PAM0309   DEC/90  9.  Splitting and Combining Positions

PAM0310   DEC/91 10.  'Deep Class'/Assignment Concept

PAM0311   JAN/93 11.  Designation of County Positions as Management

PAM0312   JAN/95 12.  Driver License Requirements

PAM0313   MAR/94 13.  Position Allocation

 

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   IV.  RECRUITMENT AND EXAMINATIONS

PAM0401   MAR/93  1.  Recruitment/Examination Process:  Elements and

                      Timelines

PAM0403   FEB/10  3.  Frequency of Examinations

PAM0404   APR/10  4.  Job Interest System

PAM0405   APR/10  5.  Promotional Exam Eligibility

PAM0406   FEB/10  6.  Qualifying Examinations

PAM0407   SEP/99  7.  Examination Board Composition

PAM0408   JUN/95  8.  Background Investigations

PAM0409   MAY/10  9.  Examination Appeals

PAM0410   APR/91 10.  Test Proctoring Standards

PAM0411   APR/91 11.  Oral Board Member Pool

PAM0412   MAR/10 12.  Test Retake Requirements/Restrictions; Transfer of

                      Scores

PAM0413   DEC/93 13.  Documentation Required of Applicant's Qualifications

          @      14.  Competitive Screening Requirements

          @      15.  Psychological Testing

PAM0416   SEP/99 16.  Testing Accommodation

PAM0417   NOV/11 17.  Veterans Preference

PAM0418   JUL/12 18.  Department Testing Prohibited

 

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         V.  FILLING OF VACANCIES

             1.  Appointments

                 A.  Regular Appointments

PAM051A1  JAN/94          1.  Transfer

          @               2.  Reinstatement

          @               3.  Re-Entry

          @               4.  Appointment to a Former Higher Class

          @               5.  Voluntary Demotion

                 B.  Time-Limited Appointments

PAM051B1  NOV/90          1.  Emergency Appointments

          @               2.  Provisional Appointments

PAM051B3  APR/01          3.  Substitute Appointment

PAM051B4  APR/01          4.  Work in a Higher Class Appointment

PAM051B5  JAN/93          5.  Extra-Help Appointments

PAM051B6  DEC/92          6.  Limited-Term Appointments

PAM051B7  AUG/99          7.  Student Worker Appointments

PAM051B8  MAR/93          8.  Underfills

          @               9.  Overlapping Appointments

                 C.  Other Appointments

          @               1.  Manpower Training Appointment

          @               2.  Special Qualified Worker Appointment

PAM051C3  DEC/91          3.  Recurrent Appointments

PAM051C4  APR/91          4.  Temporary Placement Using Contract Agencies

PAM051C5  DEC/92          5.  Voluntary Reduction in Work Hours

PAM051D   DEC/91 D.  Corrections for Administrative Error

PAM051E   OCT/93 E.  Independent Contractor Criteria

PAM051F   SEP/94 F.  Difficult to Recruit/Fill Job Class

             2.  Eligible Lists

PAM052A   JAN/08 A.  Hierarchy of Employment Lists

PAM052B   NOV/90 B.  Referral of Entire Eligible List

PAM052C   APR/91 C.  Previewing Eligible Lists

PAM052D   DEC/90 D.  Life of Eligible List

PAM052E   DEC/90 E.  Co-mingling Eligible Lists

PAM052F   SEP/99 F.  Abolishing Eligible Lists

PAM052G   APR/91 G.  Removal of Names from Certification and/or Eligible List

PAM052H   APR/91 H.  Alternate Eligible List

          @      I.  Recall List

          @      J.  Transfer Lists

PAM052K   JAN/08 K.  Intra-departmental Transfer Lists

             3.  Certification

PAM053A   SEP/99 A.  Selective Certification

PAM053B   SEP/99 B.  Extra-help Certification

             4.  Employee Selection

PAM054A   NOV/90 A.  Reviewing Applications and Exam Materials for Selection

PAM054B   FEB/03 B.  Interview/Re-interview requirements/Candidate Notification Requirements

PAM054C   JAN/08 C.  Reference Checks

PAM054D   SEP/99 D.  Equal Employment Opportunity Action Considerations in Employee Selection

PAM054E   JUN/95 E.  Departmental Selection Interviews

             5.  Employee Processing

PAM055A   SEP/94 A.  Processing Requirements--Regular Appointments

PAM055B   SEP/99 B.  Processing Requirements—Extra-Help Appointments

 

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        VI.  EMPLOYMENT-RELATED MEDICAL EXAMINATIONS

PAM0601   DEC/92  1.  Physical Job Requirements/Physical Screening and Examination (Under Construction)

PAM0602   JUL/91  2.  DMV Medical Exams

PAM0603   DEC/90  3.  Medical Information Release Form

PAM0604   NOV/90  4.  Medical Examinations for Non-Employees

PAM0605   JUL/91  5.  Fitness for Duty/Investigative Medical Examinations

 

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       VII.  PERFORMANCE APPRAISALS

PAM0701   NOV/90  1.  See Personnel Regulations -

                      Civil Service Rules 130.X. Employee Performance Evaluation

                      Section 171-Performance Evaluation Program

PAM0702   OCT/06  2.  Monitoring Completion of Performance Evaluations

PAM0703   APR/07  3.  Probation Period

PAM0704   SEP/94  4.  Special Evaluations

 

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      VIII.  TRAINING AND STAFF DEVELOPMENT

PAM0801   SEP/99  1.  County Training Program

PAM0802   NOV/90  2.  Supervisory and Management Training Program

PAM0803   SEP/99  3.  Equal Employment Opportunity Training Program (See II.15)

PAM0806   DEC/99  6.  Tuition Reimbursement - See Personnel Regulations 172 (printable pdf version including reimbursement form)

PAM0807   APR/98  7.  New Employee Orientation Program

 

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        IX.  RATES OF PAY

PAM0901   MAR/01  1.  Advance Step Appointments--Regular and Extra Help

PAM0902   FEB/01  2.  Retraining Adjustment Pay Differential

PAM0903   DEC/92  3.  Salary upon Appointment to Higher, Equal, or Lower Class

PAM0904   JAN/02  4.  Determining Salary and Labor Market Comparisons

PAM0905   NOV/90  5.  Salary Alignments

PAM0906   NOV/90  6.  Salary Review

PAM0907   NOV/90  7.  Salary Review in Conjunction with a Classification Study

PAM0908   NOV/90  8.  Benchmark Classes

PAM0909   DEC/90  9.  Change in Step Placement to Correct Inequity

PAM0910   NOV/06 10.  Bilingual Pay Differential

PAM0911   APR/91 11.  Salary Review Report Format

PAM0912   DEC/92 12.  Alternate Salary Range(s)

                 13.  Fair Labor Standards Act (FLSA)

                      A. Management Employee Under FLSA

                      B. FLSA Limitations for Volunteering

 

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         X.  EMPLOYEE ASSISTANCE PROGRAM

See Brochure on Employee Assistance Program

 

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        XI.  INSURANCE BENEFITS

1. Insurances Benefits - See individual current Memoranda of Understanding; contact the Benefits Hotline at 454-2241; or Risk Management Division of the Personnel Department for more information.

                

 

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       XII.  SPECIAL COUNTY PROGRAMS/POLICIES

PAM1201   FEB/94  1.  Volunteer Initiative Program

PAM1202   NOV/15  2.  Voluntary Time Bank

PAM1203   OCT/05  3.  Employee Recognition Program

PAM1204   NOV/90  4.  Employee Longevity Program

PAM1205   DEC/01  5.  Dependent Care Reimbursement Program

          @       6.  Health Care Reimbursement Program

PAM1207   JUN/94  7.  Employee Suggestion Program

PAM1208   JAN/95  8.  TRIP Program--Personnel Issues

                 10.  Deferred Compensation

          @           A. Santa Cruz County Deferred Comp Program

          @           B. Deferred Compensation Hardship Withdrawal

 

PAM1210C  MAR/04      Rollover of Accruals into Deferred Compensation 

                      at Time of Employment Separation


PAM1211  MAR/10      PAM 1211 MAR/10 Pandemic Policy

 

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      XIII.  LEAVES OF ABSENCE

                  1.   General Policies--Leaves With or Without Pay

PAM1301A  FEB/98       A.   Interrelationship of Leaves

PAM1301B  FEB/98       B.   FMLA/CFRA Leaves of Absences

          @            C.   Pregnancy Leaves of Absence

          @            D.   Personnel Department Approvals Required

          @            E.   Summary of Paid and Unpaid Leave Provisions

                  2.   Leave of Absence Without Pay

PAM1302A  FEB/98       A.   Other Medical Leave

PAM1302B  FEB/98       B.   Personal/Educational

PAM1302C  JUN/94       C.   Voluntary Time Off Program

PAM1302D  DEC/15       D.   Military Leave

                  3.   Leave of Absence With Pay

          @            A. Approval Requirements for Leave of Absence w/ Pay

                          Including Sick Leave and Vacation

PAM1304   FEB/98  4.   Return to Work Requirements from Leave of Absence

 

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       XIV.  PERSONNEL AND ADMINISTRATIVE RECORDS

PAM1401   NOV/90  1.  Inquiries and Verification of Employment

PAM1402   FEB/93  2.  Personnel File Contents, Access, Removal-Sealing/Expunging, Retention and Destruction

PAM1403   DEC/92  3.  Personnel Transaction Deadlines

 

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        XV.  GRIEVANCES

PAM15     NOV/90  See Personnel Regulations Section 181.15

PAM1501   JAN/95  1.  Department Checklist for Handling Grievances

 

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       XVI.  DISCIPLINARY ACTIONS

PAM1601   NOV/94  1.  Disciplinary Actions - See Civil Service Rules Section 130.III.

 

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      XVII.  LAYOFFS

PAM1700   NOV/90  See Appropriate Current Memoranda of Understanding

PAM1701   JAN/94@ 1.   Layoff Exception to Seniority

 

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     XVIII.  SEPARATIONS

PAM1801   DEC/92@ 1.  Exit Questionnaires/Exit Interviews

PAM1802   SEP/99  2.  Turnover Analysis

 

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       XIX.  RETIREMENT

PAM1901   MAR/13  1.  RETIREMENT

 

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       XXI.  WORKER'S COMPENSATION

PAM2101   MAY/13  1.  Procedural Requirements

PAM2102   JAN/04  2.  Obsolete/Deleted

PAM2103   JUN/94  3.  Workers' Compensation Claims Investigation/Administration

PAM2104   JUN/94  4.  Review of Performance of Workers' Compensation Administrator

 

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      XXII.  UNEMPLOYMENT INSURANCE

PAM2201   NOV/90  1.  Procedural Requirements

PAM2203   OCT/92  2.  Unemployment Insurance Charges to Departments

PAM2204   JUN/94  3.  Unemployment Claims Handling/Appeal Hearing

 

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     XXIII.  LIABILITY INSURANCE PROGRAM

PAM2301   JUN/13  1.  Liability Program Procedures

PAM2302   JUN/09  2.  Departmental Claim Review

PAM2303   MAY/13  3.  Payment for Employee Equipment Damaged or Stolen

PAM2304   JUN/94  4.  Use of County Vehicles

PAM2305   MAY/13  5.  Property Insurance--Administration

PAM2306   MAR/13  6.  Property Insurance--­Loss Adjusting

PAM2307   JUN/09  7.  Obsolete/Deleted

PAM2308   MAY/13  8.  Liability/Property Self-Funding Cost Allocation

PAM2309   JUN/94  9.  Obsolete/Deleted

PAM2310   APR/09 10.  Basic Guide for Checking Certificates of Insurance

PAM2311   MAR/13 11.  County-wide Incident Reporting

PAM2312   JUN/93 12.  Obsolete/Deleted

PAM2313   MAR/13 13.  Small Claims Court

 

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