new employee handbook - harford county health

Harford County Health Department

New Employee Handbook

Last Revised: January 28, 2014

The HCHD Human Resources Employee Handbook – Last Revised 10/1/13

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Table of Contents

Welcome and Equal Employment Opportunity – EEO ............................................................................... 3

AMERICANS WITH DISABILITIES ACT (ADA) .................................................................................................. 4

TYPES OF HCHD EMPLOYEES ......................................................................................................................... 4

JOB CATEGORIES ........................................................................................................................................... 5

EMPLOYEE FILES ............................................................................................................................................ 5

PROBATION AND PERFORMANCE APPRAISAL .............................................................................................. 5

HOURS OF WORK .......................................................................................................................................... 6

DRESS CODE .................................................................................................................................................. 7

PAY ................................................................................................................................................................ 8

RECLASSIFICATION AND PROMOTION ........................................................................................................ 11

EMPLOYEE BENEFITS AND SERVICES .......................................................................................................... 11

IDENTIFICATION CARDS .............................................................................................................................. 14

ABSENCES .................................................................................................................................................... 14

FAMILY MEDICAL LEAVE………………………………………………………………………………………………………………………..18

WORKER'S COMPENSATION ....................................................................................................................... 22

TRAINING .................................................................................................................................................... 23

SEPARATION AND RETURN (Applies to Merit Employees Only) ................................................................. 24

SEXUAL HARASSMENT ................................................................................................................................ 24

EMPLOYER/EMPLOYEE RELATIONS ............................................................................................................. 28


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The Human Resources (HR) Department has put together the following information in order to get you acquainted with general conditions and procedures in place for all employees. You will note that there are several categories of employees, so be sure to clarify with our Human Resources Officer or your immediate supervisor as to what category applies to your position.

All information contained within is subject to change. HR policies, procedures and manuals undergo continual revision. New Employees will be given the most recent revision of all materials and said materials (current version only) can be found on the Harford County Health Department (HCHD) Intranet as well.

This Employee Handbook was adapted from the Department of Health and Mental Hygiene (DHMH) New Employee Handbook. All policies and procedures are written in accordance with DHMH guidelines, state and federal laws.

__________________________

Equal Employment Opportunity – EEO It is the policy of HCHD that no one shall be denied employment, selection, appointment, promotion, training or salary increase because of race, religion, color, political affiliation or opinion, marital status, creed, ancestry, sexual orientation, gender identity, and expression, genetic information, national origin, age, sex or handicap (except where age, sex or handicap is a bona fide condition of employment). The Governor's Code of Fair Practices requires State agencies to adopt an Affirmative Action Plan to further the cause of equal opportunity in employment. The Health Department's plan is based upon problem identification and a prescribed course of action designed to address any problems or deficiencies. Formal complaints of discrimination may be filed with Human Resources at HCHD, the DHMH Office of Equal Opportunity Commission (EEOC), the Maryland Human Relations Commission or the Federal Equal Employment Opportunity Commission (EEOC).

{Ref: DHMH POL. 2.1, 2.13; Gov. Code of Fair Practices; State Personnel & Pensions Article § 3-401-3-410


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AMERICANS WITH DISABILITIES ACT (ADA) The ADA prohibits discrimination on the basis of disability in employment, State and local government, public accommodations, commercial facilities, transportation, and telecommunications. It also applies to the United States Congress.

To be protected by the ADA, one must have a disability or have a relationship or association with an individual with a disability. An individual with a disability is defined by the ADA as a person who has a physical or mental impairment that substantially limits one or more major life activities, a person who has a history or record of such impairment, or a person who is perceived by others as having such impairment. The ADA does not specifically name all of the impairments that are covered.

For complete information on the ADA - http://www.ada.gov/ada_intro.htm

For Maryland’s Policy and Procedure regarding the ADA - http://www.dbm.maryland.gov/eeo/Documents/ReasonableAccommodations.pdf

TYPES OF HCHD EMPLOYEES Merit Employees -

Employees in Merit positions are permanent State of Maryland employees. They are entitled to benefits including:

• paid holidays • accrued and personal leave time • enrollment in the State Health Insurance Program if the employee so chooses • optional membership in the sick leave bank • enrollment in the retirement program

Merit employees are evaluated in a Probation and Performance Appraisal Process on a regular basis.

Special Payments Employees – Contractual

Contractual employees are hired with no benefits. Employment is contingent on performance and budgetary restrictions. Contracts for these positions may be renewed each year if budget allocations exist and employee performance is adequate. Contractual employees do not participate in the Performance Evaluation Process (PEP).

(Note: Contractual employees may elect to participate in the State Health Insurance Program but State subsidy does not apply.)

Emergency/Temporary Employees –

Emergency/Temporary employees are generally hired if the position or job duties will not exceed 6

http://www.ada.gov/ada_intro.htm

http://www.dbm.maryland.gov/eeo/Documents/ReasonableAccommodations.pdf


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months of time. Emergency/Temporary employees do not receive benefits and do not participate in the PEP process.

JOB CATEGORIES Skilled Service - Employees in this service are hired through competitive employment tests. This service consists of the majority of state employees.

Professional Service - Employees are hired through competitive screening tests. This service includes employees who possess an advanced degree or professional license in order to perform assigned work.

Management Service- Employees in this service are not required to take competitive screening tests and are not selected from an eligible list. This service generally includes employees who have direct responsibility for the management of programs involving substantial personnel and financial resources.

Special Appointment - This is a subgroup of the Skilled and Professional Services. These employees are in this category because of a specific law or because they handle confidential employee related or sensitive matters.

Executive Service - Employees in this service are not required to take competitive employment tests and are not selected from an eligible list. This service includes employees who are agency heads, deputy secretaries, assistant secretaries or who hold positions of equivalent rank.

EMPLOYEE FILES Your official employee file is maintained within the HCHD Office of Human Resources. This contains the full and comprehensive employee information relating to official changes in status and employee forms completed by you. To ensure that your employee records are up to date, it is essential that you notify the Human Resources Officer of any change in name, address, or retirement beneficiary.

PROBATION AND PERFORMANCE APPRAISAL Probationary Period - (Only applies to Merit Employees)

Probation is the final step of the hiring process where an employee demonstrates on the job, that he or she is able and willing to perform the assigned duties of the job. The following pertains to this probationary period:

1. Required for all merit employees in the Skilled and Professional Services.

2. Employees converting from Special Payments to Merit positions do not have a probationary period of time.

3. Minimum probationary period is six months for all.


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4. Employees in salary grade seven and higher may be extended up to an additional six months.

5. Employees in salary grades six or below may be extended up to an additional three months.

6. Requires 90-day written evaluation by supervisor.

7. Transfers and employees reinstated within one year after they leave State Service are not required to serve a new probationary period if they are reinstated into a classification in which they have already served a probationary period.

{Ref: State Personnel and Pensions Article, 7-401, 7-405, 11-303 and 11-304}

Performance Appraisal – (Only applies to Merit Employees)

The appraisal process is a time to evaluate an employee's performance and an opportunity to increase the level of communication between the employee and the supervisor. The following pertains to performance appraisals:

1. Employees in the Skilled, Professional and Management Services shall be evaluated at six month intervals based on the employee's entrance on duty date in state service.

2. Includes a preliminary appraisal by the supervisor, a joint review and discussion, and a final appraisal.

3. Employees may be rated in one of three categories: Outstanding, Satisfactory, and Unsatisfactory.

{Ref: State Personnel and Pensions Article, Title 7}

HOURS OF WORK Employees work an 8.0-hour day.

The lunch period is an unpaid, non-working 30 or 60 minutes depending upon your established work schedule. It is mandatory to take a lunch after working 5.5 hours.

Employees are also entitled to take two breaks (10 minutes each) in an 8 hour work day.

Normal business hours are 8:00 a.m. to 5:00 p.m. Clinic hours may vary, by Division, depending on business needs.

Normal work week is Monday through Friday totaling 40 hours.

Overtime, i.e., time worked beyond the normal schedule, must be approved in advance by supervisor.

1. Certain job classifications are eligible for cash overtime payment as defined by the


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Department of Budget and Management. For clarification, discuss with the HR Officer.

2. Straight time cash payment up to 40 hours per week Wednesday to Tuesday.

3. Time and one-half cash payment in excess of 40 hours per week Wednesday to Tuesday.

Compensatory time is time worked beyond the normal schedule approved in advance by the supervisor.

1. Certain job classifications are eligible for compensatory time as defined by the Department of Budget and Management. For clarification, discuss with the HR Officer.

2. Must work at least one-half hour in excess of the regular workday's hours before compensatory leave is earned/credited.

3. Must be used within a 12-month period.

4. Can be taken only with supervisor's advance approval.

DRESS CODE Employees are required to wear clothing suitable to their occupations, as may be determined by their respective Division Directors with input and final approval of the Health Officer. Employees should maintain a neat and professional appearance in the performance of their duties.

Employees are expected to abide by the following standards:

• Employees shall present a neat, clean and professional appearance in their performance of duties at all times based on employees’ assignment and/or work location.

• Employees must dress in a manner that will not hinder their ability to effectively complete their work assignments, including consideration of the communities served, customer expectations, business needs or standards of the department and the employee’s safety.

• Employees are expected to practice personal hygiene that does not interfere with the public and/or co-workers in their work environment, including use of fragrances that may hinder others ability to function.

• Employees should be mindful of, and dress appropriately for, special events, meetings and appointments with customers.

• Official photo identification badges and uniforms (where applicable) should be worn in the performance of HCHD business and in all HCHD facilities in order to identify employees as legitimate HCHD representatives.

• Employees shall abide by specific dress requirements intended to ensure job-related safety such as when operating equipment or machinery, working with potentially dangerous chemicals, or for public health


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consideration. • HCHD logo shirts are always permissible. Except as noted or approved by the Health Officer, employees may not wear the following items:

• T-shirts or clothing articles that may create a hostile or abusive work environment, such as sexually suggestive cartoons, pictures or words;

• Skirts and dresses should be of an appropriate length so as to portray a modest appearance.

• Denim pants or jean-style pants of any color; o Exception - Denim pants or jean style pants of any color may be

worn, due to the nature of the work performed o Exception – Every Friday shall be a business casual day and staff

may wear jeans that are appropriate for the workplace. Appropriate denim jeans, dresses, skirts, shirts, vests, jackets, or pants must not be faded, frayed, ripped, torn, over-sized or have logos.

• Pants below the waistline or low-rise pants showing undergarments; • Low front tops, halter tops, bare midriffs; • Beach styled flip-flop sandals; • Athletic wear, e.g. gym or sweat pants, leggings, jogging outfits, shorts,

spandex, worn during work hours; o Exception - Athletic wear may be worn during break time for

walking, running, etc. • Torn, frayed or ripped clothing; • Excessively tight fitting or oversized (baggy) garments; • Visible excessive number of earrings and/or studs; no nose, eyebrow, lips,

tongue rings and/or studs; • Tattoos must be reasonably covered (with exception for cultural or

religious purposes).

These are general guidelines. Individual Divisions may have stricter directives for employees to follow determined by the type of work performed. If an employee is ever in doubt if clothing is appropriate, he/she should seek advice from the Immediate Supervisor.

For the complete Dress Code Policy (ADMIN03-08), refer to the Policies Handbook given to new Employees during Orientation or visit the HCHD Intranet - http://hchd-web/policies/

PAY Employees are paid on a bi-weekly schedule every other Wednesday, 26 times per year.

Mandatory Deductions:

1. Federal withholding tax

http://hchd-web/policies/


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2. State withholding tax 3. Social Security 4. Retirement, if applicable

Optional Deductions:

1. Health Insurance 2. Deferred Compensation 3. Credit Union 4. Savings Bonds 5. United Charities of Maryland

(Note: Certain job classifications are required to pay services fees to the bargaining unit (union). Service fees are automatically withdrawn from paychecks. For other job classifications, Union membership is optional. Check with HR or your immediate supervisor if you are uncertain of your classification.)

Salary Scale – For detailed information visit: http://www.dbm.maryland.gov/employees/Documents/SalaryInfo/standardsalaryscale.pdf

1. Base salary is the normal starting salary with 20 increments.

2. Increments may be denied for unsatisfactory performance.

Increment Schedule

1. New State employees starting between January 1 and June 30 will receive increments effective January 1.

2. New State employees starting between July 1 and December 31 will receive increments effective July 1.

NOTE: If converting from Special payments/Contractual to Merit, increment schedule is based on your original entry on duty date.

General Statewide salary increases require the approval of the General Assembly and are generally effective on July 1.

NOTE: Increments may be delayed or cancelled if not approved by the General Assembly for that Fiscal Year.

Acting Capacity Pay

Acting capacity pay is a payment which results from the formal designation by a supervisor, with the Health Officer’s approval, of an employee to temporarily "act" or perform higher duties until permanent arrangements can be made. Payment is made, after a waiting period is satisfied, at the

http://www.dbm.maryland.gov/employees/Documents/SalaryInfo/standardsalaryscale.pdf


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salary grade of the higher level classification in which one is "acting."

{Ref: Dept. of Budget and Management Title 17, Subtitle 04, Chapter 01}

Timesheets

Pay periods always begin on a Wednesday and end two weeks later on Tuesday. All supervisors will verify employees have leave before signing timesheets.

Payroll schedules can be found at: http://comptroller.marylandtaxes.com/Government_Services/State_Payroll_Services/General_Information/Payroll_Schedules.shtml

Merit Timesheets • Merit employees use a white timesheet. • Timesheets are due to the immediate supervisor for signature by the end of the next

day after the pay period ends. When a supervisor signs the timesheet they are indicating that the timesheet is a correct report and the employee has the available leave to take if leave is taken.

• Supervisors will forward timesheets to Payroll for processing by Friday afternoon of the pay period end date. If any merit employee is out of leave, the supervisor needs to let Payroll know by the Friday before the pay period ends because all exceptions are processed and submitted by the DHMH payroll due dates.

• Employees eligible for overtime hours will complete an overtime voucher and obtain supervisor’s signature. Overtime requires advanced approval by your supervisor.

Special Payment Contractual Payroll Timesheets

• Special Payment employees use a pink timesheet. • Timesheets are due to their supervisor for signature the day after the pay period ends. • Immediate Supervisors forward timesheets to Payroll for processing by Thursday after

the pay period ends for processing. Payroll will accept a faxed copy due to the timing of the mail pick-up and delivery, but originals must still be sent for follow up processing.

• Special payment payroll is processed the Friday after the pay period ends unless due early because of holidays.

Emergency (EM)/Temporary Timesheets

• Emergency employees use a white timesheet with EM in black written on top. • They are due to their supervisor for signature the Friday before the pay period ends. • The supervisor forwards them to Payroll by 9:00 a.m. Monday morning for processing.

Employees located in offices other than 120 Hayes Street can fax a copy, but must also send the original via courier.

• EM payroll is processed the Monday before the pay period ends unless due earlier because of holidays. Employees will record the times they are scheduled to work for Monday and Tuesday but, if something prohibits the employee from working the reported time, the employee’s pay will be adjusted on the next timesheet.

http://comptroller.marylandtaxes.com/Government_Services/State_Payroll_Services/General_Information/Payroll_Schedules.shtml

http://comptroller.marylandtaxes.com/Government_Services/State_Payroll_Services/General_Information/Payroll_Schedules.shtml


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RECLASSIFICATION AND PROMOTION Reclassification results from a substantial change in the employee's duties, responsibilities, or functional level of performance sufficient to place the individual into a new job classification or level without vacating the position, normally resulting in a salary increase. {REF: Department of Budget and Management, Title 17, Subtitle 04, Chapter 02}

Reclassification Requirements -

1. The employee must meet minimum qualifications of the new or higher level classification.

2. The employee must be recommended by supervisor.

3. Department of Budget and Management’s Analyst or HR Officer must verify new functional level by review of position description form MS-22 and other reference material.

Non-Competitive Promotion Requirements -

A non-competitive promotion is a personnel transaction which permits employees to advance from a trainee level to a full performance level in a classification series.

1. The employee must meet minimum qualifications for the higher level.

2. The employee must be satisfactorily performing the full range of duties of the higher level.

3. The supervisor must recommend the employee for a non-competitive promotion.

EMPLOYEE BENEFITS AND SERVICES (Only applies to Merit Employees unless otherwise stated)

Optional Health Care Program (Special Payments/Contractual employees may opt to purchase Health Care at full premium.)

1. There are three (3) types of medical plans available: Preferred Provider Organization (PPO) plans, Point-of-Service (POS) plans and Exclusive Provider Organization (EPO) plans. Each type of plan (PPO, POS, and EPO) has a standard set of benefits, by type of plan. Please refer to the current annual summary of health benefits for more details on each plan. More information can be found here: http://dbm.maryland.gov/benefits/Pages/HBHome.aspx

2. The State offers the following additional benefit plans: Prescription, Dental, Mental Health/Substance Abuse, Vision, Term Life Insurance, Personal Accident &

http://dbm.maryland.gov/benefits/Pages/HBHome.aspx


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Dismemberment Insurance, Flexible Spending Accounts, and Long Term Care.

3. New employees may enroll in any State Health program within 60 days of their entry on duty date. After this initial enrollment period an employee may only enroll in or change their plan during an Open Enrollment period, held once a year.

4. If a change in the employee's family or marital status requires a change of coverage and the change involves an addition of one or more dependents, such change must be accomplished by completing a new enrollment application within 60 days of acquiring the dependent or status change.

5. Employees on an approved leave of absence without pay who wish to continue health insurance while on leave must pay the premiums when due or coverage will be terminated and re-enrollment will not be possible until the first available open enrollment period.

6. Employees who resign or are terminated from State service may opt to continue health insurance for 18 months. This coverage will be at 100% cost to the employee plus 2% administrative cost. Forms can be obtained from the Human Resources Officer.

RETIREMENT - (http://sra.maryland.gov/)

Enrollment is mandatory for all merit State of Maryland employees.

1. Eligibility: All Merit full-time and part-time employees who work a minimum of 500 hours per fiscal year must become members of the Maryland State Pension System as a condition of employment.

2. Employee Contribution: Employees are required to contribute 7% of their salary which is automatically deducted from their paychecks.

3. Ordinary Disability Retirement: requires five years of eligible service. Benefit based on credit member would have had at age 62. For employees hired after 7/1/2011, eligibility is age 65 years with 10 years of eligible service.

4. Military Service Credit: A member with ten years in the Pension System may claim up to five years of retirement credit for active military service at no cost to the employee.

5. Sick Leave: Retirement credit for accumulated sick leave is given at the rate of 22 days sick leave equal to one month of service credit. This credit increases the retirement allowance but does not permit one to retire any sooner.

6. Death Benefit: If death occurs while in active State service, the designated beneficiary will receive a lump sum payment equal to one (1) year's current salary plus any employee contributions and accumulated interest.


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7. Retirement Coordinator: The HR Officer can answer basic questions concerning retirement, providing you with necessary forms to complete a retirement related transaction.

8. Members have vesting rights after five (5) years eligible service, but for employees hired after July 1, 2011; employees must have ten (10) years eligible service. Refer to SRA website for the most current requirements - http://www.sra.state.md.us/.

Deferred Compensation --Maryland Supplemental Retirement Plan (MSRP)

MSRP is an optional savings plan that allows employees to set aside a portion of their earnings in tax-sheltered savings and investment programs. The plan basically permits employees to defer present income (as well as deferring the payment of taxes on it) for long-term saving to supplement pension and other income after retirement. The plan is offered through Nationwide Retirement Solutions, and a representative may be contacted at 1-800-545-4730. You may obtain an enrollment packet from Human Resources if interested.

All State of Maryland merit and special payment contractual employees are eligible to enroll in the MSRP. This plan offers a variety of retirement plans for employees to contribute from each paycheck toward retirement. The available plans include:

• 457(b) Deferred Compensation Plan – tax-deferred, available to all State of Maryland employees, and also includes an after-tax Roth 457 option

• 401(k) Savings and Investment Plan – tax-deferred, available to all State of Maryland workers, and also includes an after-tax Roth 401(k) option

More information can be found at: https://www.marylanddc.com/iApp/tcm/marylanddc/index.jsp)

State Employees Credit Union (SECU)

The Credit Union provides first class banking services in the form of direct deposit, savings, checking, and personal and automobile loans. In order to borrow, employees must be employed with the State for three months. Additional benefits and services are available from the Credit Union, including an IRA Plan.

Employee Assistance Program

The Employee Assistance Program with the Department of Budget and Management has been established to counsel employees and supervisors with health or personal problems that may be the cause of poor work performance and poor attendance. All appointments or referrals must be requested in writing from the supervisor to the HR Officer, providing a copy to the affected employee. All information is kept confidential.

http://www.sra.state.md.us/

https://www.marylanddc.com/iApp/tcm/marylanddc/index.jsp


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IDENTIFICATION CARDS Employees are required to obtain HCHD identification badges free of charge upon hire. The Supervisor will request an HCHD ID badge. The Office of Emergency Preparedness provides identification cards at no cost for new employees. Replacement cards may be issued at an additional cost to the employee.

Upon leaving the Agency, employees must turn in their identification card to HR as part of the clearance procedure.

ABSENCES It is recognized that emergencies or illnesses occur necessitating unplanned lateness or absence from work; however, any absence must be promptly reported to the appropriate supervisor to avoid possible discipline for being "absent without leave."

Personal Absences - Call In Procedure

1. Employees or their designees must provide notification of absence or anticipated lateness within the first 30 minutes of the workday. For HCHD, the workday generally starts at 8:00 am or 8:30 am so that notification should be made between 8:00 am and 8:30 am for shifts beginning at 8:00 am and by 9:00 am for those who report at 8:30 am.

2. In providing notification of an absence or lateness, an employee must first call his/her direct supervisor. If the supervisor is unavailable, the employee should leave a message on the supervisor’s voice mail. In addition, if the direct supervisor is unavailable, the employee should call the next person in the chain of command. If this supervisor is unavailable, the employee should leave a voice-mail message and continue to call supervisors through the chain of command until a supervisor or designee is reached.

3. The employee is responsible for knowing the name and the telephone number of the person in the unit to whom the report is made.

4. It is the responsibility of each employee to report, through the notification procedure, his/her absence from work because of illness or emergency and the expected date/time of return. Failure to report may result in possible discipline for being "absent without leave."

5. The employee or his/her designee must call each day of the absence unless a return to work date has been established.

6. Each Director/Supervisor must establish and make available to staff the local call-in procedure for the unit and maintain a log to record reports of absence, including the name of employee, name of caller, reason for absence, time of call, expected date of return, and name of person taking the call. {Reference HCHD Policy # ADMIN 03-01 Call-In policy}


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Weather When the weather is bad because of snow fall, flooding, strong winds or other weather events that might impede travel, employees should listen to the radio and/or television news prior to leaving for work to determine if the State of Maryland or Harford County government is closed or has delayed openings. The employee should not come to work if there is a closing of either county or state government and should delay coming to work if either the county or state has a delayed opening. To verify delays, closures and meeting cancellations, employees should call:

• State of Maryland - 1-877-285-6407 • Harford County Government - 410-638-3484 or 410-893-3594

Reference – HCHD Policy # ADMIN 03-02 Weather Policy)

LEAVE Holidays -

11 regular holidays a year; 12 every other year (General and Congressional Elections)

{Note: Holidays falling on Saturday will be observed on the preceding Friday. Holidays falling on Sunday will be observed on the following Monday.}

Holiday Schedule -

New Year's Day January 1 Martin Luther King's Birthday 3rd Monday in January Washington's Birthday 3rd Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day 1st Monday in September Columbus Day October 12 Veterans' Day November 11 Thanksgiving Day 4th Thursday in November Day after Thanksgiving 4th Friday in November Christmas Day December 25

*For current year’s holidays go to: http://dbm.maryland.gov/employees/Pages/employeesHome.aspx and click on the link in the lower left hand corner.

http://dbm.maryland.gov/employees/Pages/employeesHome.aspx


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Personal Leave

Employees are entitled to six days of Personal Leave in any calendar year. It is prorated in the employee’s first year of state service, depending upon date of entry:

Date of Entry between # of Personal Leave Days January 1 and February 28/29 6

March 1 and April 30 5 May 1 and June 30 4

July 1 and December 31 3

Personal Leave may not be accumulated. Any unused Personal Leave as of the last day of the pay period of the calendar year or upon termination of employment shall be forfeited. It may be used for any reason, but it requires the supervisor's to be notified as per the call-in procedure. (See p. 14 of this handbook)

{NOTE: Part-time employees, working less than 50%, are not eligible to earn leave.}

Annual Leave (Vacation): may be accumulated but an employee cannot carry more than 75 days into the next calendar year. For the first six months, a new employee does not have any Annual Leave available to him/her. At the end of six months, Annual Leave will become available for use. All Annual Leave must be approved in advance by the employee's supervisor.

Length Of Service Annual Leave No. Hrs. Leave For Each 26 Hrs. Worked

6 mo. to 5 years 10 Days per year 1 Hour 6 - 10 yrs. 15 Days per year 1½ Hours

11 - 20 yrs. 20 Days per year 2 Hours Over 20 yrs. 25 Days per year 2½ Hours

Note: Special Payments/Contractual employees converting to Merit – length of service is based on original Date of Entry

Sick Leave –

Earn 15 days per year (1½ hours accumulated for each 26 hours worked), unlimited accumulation. Sick Leave should be conserved, used only in cases of personal illness with the inability to work, and illness of immediate family members.

1. Personal sickness, injury, pregnancy, inability to work.

2. Illness of immediate family members.

3. Medical, dental, or optical examination or treatment.


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4. Exposure to contagious disease jeopardizing the health of others.

5. A licensed medical provider's certificate is required to charge five (5) or more (effective 10/1/93) consecutive days to Sick Leave. Certificates must include a statement by the licensed medical provider that the employee was "unable to work" during a specified period of absence.

6. Either parent responsible for the care and nurturing of a newborn or newly adopted child may take up to 30 days of accrued Sick Leave to care for the child.

7. Death in an employee's immediate family - maximum of a total of five (5) days, depending on need, for the following: spouse, children, including foster and step-children, parents, foster and step-parents, legal guardians, brothers, sisters, grandparents and grandchildren of the employee or of the spouse, and other relatives living as a member of the employee’s household. Employees receive bereavement leave with pay for three (3) of the five (5) days for the following relatives: employee’s spouse, children including foster and stepchildren, employee’s parents, foster and step-parents, employee’s brothers and sisters, employee’s, grandparents and grandchildren.

8. A maximum of one day might be charged to sick leave for death of any other relative, except cousins.

EMPLOYEE-TO-EMPLOYEE DONATED LEAVE PROGRAM and the LEAVE BANK are available to all Merit employees who have enrolled in the program. Employees who have exhausted all accrued leave and have a serious and prolonged medical condition can utilize leave from these programs. An employee may not receive more than 2,080 hours of donated leave from either program during the employee’s State Service. This, of course, is contingent upon meeting the established criteria under both programs. Military Leave Bank-Members of Armed Forces may also apply for the leave bank when they have an active status.

Unscheduled Absences - Employees may use up to six (6) Personal Leave Days, in a calendar year for any purpose whatsoever, without prior supervisory approval. However, the supervisor must be notified of the intended absence within 30 minutes of the employee's normal reporting time.

Military Leave - Entitled to a maximum of 15 days of leave each calendar year of ordered military activity. Employee must provide a copy of the military orders.

Accident Leave - Granted to employees who suffer disabling injuries that are compensable under the Maryland Workers' Compensation Act. Accident Leave is two-thirds of the employee's regular pay.

Subpoena for Jury Service - Leave with pay given for Jury Duty when service is needed or if subpoenaed to appear in court or at other legal proceedings provided employee is neither a paid witness nor a party to the action.


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Merit Examinations/Interviews - Up to four (4) hours without loss of pay with advance notice and authorization of the supervisor. Documentation is required.

{Ref: COMAR 06.01.11.16}

LEAVE OF ABSENCE WITHOUT PAY (LAW) - Employees may apply for up to 30 days leave without pay. Leaves of absence without pay in excess of 30 days also require approval of the Health Officer and are considered separations from State service. A two-year leave of absence is the maximum permitted.

{Ref: State Personnel & Pensions, Subtitle 11, Section 9-1105}

FAMILY MEDICAL LEAVE ACT (FMLA)

The Family Medical Leave Act (FMLA) is a federal law which requires certain employers, including the State of Maryland, to grant job-protected leave to employees who meet FMLA’s eligibility requirements. The law entitles eligible employees to an absence of up to a total of 12 workweeks of paid and unpaid leave during a 12-month period for any of the following reasons: (a) the birth of a child, and to care for the newborn child; (b) the placement with the employee of a child for adoption or foster care; (c) necessary care for the employee’s spouse, child, or parent with a serious health condition, or an adult child who cannot care for himself or herself; (d) a serious health condition that makes an employee unable to perform the functions of the employee’s job; serious health condition of the employee’s parent, spouse, or child. (e) any qualifying exigency arising out of the fact that the employee’s spouse, son, daughter, or parent is a covered military member on (or has been notified of an impending call to) “covered active duty” in the Armed Forces. This provision was effective January 16, 2009 and was amended on October 28, 2009. SERVICEMEMBER FAMILY LEAVE OR MILITARY CAREGIVER LEAVE ENTITLEMENTS Effective January 28, 2008, entitles an eligible employee who is the spouse, son, daughter, parent or next of kin of a covered service member to an absence of up to a total of 26 workweeks of unpaid leave (a covered employer may allow for paid or unpaid leave) in a single 12-month period for the following reason: (a) To care for a member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy, or is otherwise in outpatient status, or is otherwise on the temporary disability retired list for a serious injury or illness; or is a veteran who is undergoing medical treatment, recuperation, or therapy for a serious injury or illness if the veteran was a member of the Armed Forces at any time during the period of 5 years preceding the date on which the veteran undergoes that medical treatment, recuperation, or therapy. EMPLOYEE ELIGIBILITY REQUIREMENTS To qualify under FMLA, an employee must have actually worked at least a total of 12 months for the State and at least 1,250 work hours during the preceding 12 months. The employee may be employed


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as a Special Payment contractual. If a husband and wife both work for the State, they are limited to a combined total of 12 workweeks (or 26 workweeks for service member family leave) for a FMLA absence for: the birth of their child, the placement of a child with them for adoption or foster care; the serious health condition of a child of theirs under age 18; or, an adult child who cannot care for himself or herself. A FMLA absence taken for the birth of a child or the placement of a child for adoption or foster care must be taken within the 12 months following the date of birth of placement of child. State Personnel and Pensions Article, Section 9-505, allows an employee to use up to 30 days of accrued sick leave, without certification of illness or disability, to care for and nurture a child immediately after birth or placement for adoption. If two State employees are responsible for the care and nurturing of a child, immediately following birth or placement for adoption, both employees in aggregate may use, without certification of illness or disability, up to 40 days, not to exceed 30 days for one employee, of accrued sick leave to care for the child. This State allowance for use of leave runs concurrently with FMLA leave. DEFINITION OF A SERIOUS HEALTH CONDITION A serious health condition is defined as an illness, injury, impairment or physical or mental condition that requires inpatient care (an overnight stay) in a hospital, hospice, or residential medical care facility or continuing treatment by a health care provider. An episode of inpatient hospitalization is covered regardless of duration. Otherwise, a period of incapacity must be for more than three consecutive, full calendar days and must also involve one or more of the following: 1. treatment two or more times, within 30 days of the first day of incapacity, unless extenuating circumstances exist (CFR §825.115(a)(5)) by a health care provider, by a nurse under direct supervision of a health care provider, or by a provider of health care services under orders of or on referral by a health care provider; or 2. treatment by a health care provider at least once which results in a regimen of continuing treatment under the health care provider's supervision. A serious health condition also includes any period of absence or incapacity due to any of the following: (a) pregnancy or prenatal care; (b) period of incapacity or treatment for a chronic serious health condition (i.e., asthma, diabetes; (c) a permanent or long-term illness requiring supervision by a health care provider, where treatment may not be effective (e.g., Alzheimer’s, a severe stroke, or the terminal stages of a disease); or (d) multiple treatments of an illness, or restorative surgery after an injury, or for a condition that would likely result in a period of incapacity of more than three consecutive calendar days in the absence of medical intervention or treatment, such as cancer, chemotherapy, severe arthritis (physical therapy), kidney disease (dialysis). INTERMITTENT LEAVE 1. Full-time Employees


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A FMLA absence taken to care for a covered relative with a serious health condition or for the employee's own serious health condition may be taken intermittently or on a reduced work schedule only when acceptable medical documentation, which supports the medical necessity, is submitted. An employee shall be required to submit proof that intermittent leave is medically necessary. When planning medical treatment, an employee seeking to use intermittent leave must make a reasonable effort to schedule the leave so as not to unduly disrupt the employer’s operations. This is subject to the approval of the health care provider based upon the medical necessity for a particular treatment time, but not if it is just a matter of scheduling convenience for the employee. If an employee takes leave on an intermittent or reduced leave schedule, only the amount of leave actually taken counts towards the 12 weeks of leave to which an employee is entitled. For example, if a fulltime employee who normally works 8-hour days works 4-hour days under a reduced leave schedule, the employee would use 1/2 week of FMLA leave. 2. Part-time Employees and Employees with Variable Schedules If an employee works part-time, the amount of leave to which the employee is entitled is determined on a pro-rata basis by comparing the new schedule with the employee’s normal schedule. For example, if an employee who normally works 30 hours per week works only 20 hours a week under a reduced leave schedule, the employee’s ten hours of leave would constitute one-third of a week of FMLA leave for each week the employee works the reduced leave schedule. The State requires that employees use paid leave concurrent with FMLA leave relating to birth, placement of a child for adoption or foster care, care for a spouse, child, or parent who has a serious health condition, the serious health condition that makes an employee unable to perform their job, employee who has a qualifying exigency as a covered military member, or employee caring for a service member. This includes paid sick leave, accrued annual, personal, compensatory, or leave bank (if applicable). An accidental injury that occurs on the job may meet the FMLA criteria for a serious health condition. In such a situation, Human Resources will designate the leave as FMLA leave and the employee’s 12-week leave entitlement will run concurrently with a workers’ compensation absence. If a health care provider treating the employee for an on-the-job injury certifies the employee is able to return to a light duty job but is unable to return to the same or equivalent job, the employee may decline the employer’s offer of a light duty job. Consequently, the employee may lose the right to workers’ compensation payments or accident leave, but is entitled to remain on unpaid FMLA leave until the 12-week entitlement is exhausted. As of the date workers’ compensation benefits or accident leave ceases, the substitution provision applies and the employer shall require the use of accrued paid leave concurrently with the FMLA leave. If an employee uses paid leave under circumstances which do not qualify as FMLA leave, the leave will not count against the 12 weeks of FMLA leave to which the employee is entitled. Light Duty work does not count against an employee’s FMLA leave entitlement.


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EMPLOYEE RESPONSIBILITIES Whenever the necessity for a FMLA absence is foreseeable, the employee will provide the Human Resources Officer not less than 30 days notice before the absence is to begin. As a general rule, 30 days notice shall be required in cases involving the birth, foster care, or adoption of a child or planned medical treatment for an employee or an employee's family member's serious health condition, or the planned medical treatment for a serious injury or illness of a covered service member. In those cases where 30 days notice is not practicable, or the foreseeable leave is due to a qualifying exigency, an employee, or (in situations where the employee cannot reasonably be expected to request the leave personally) a representative of the employee, is required to give notice as soon as both possible and practical, which should normally be either the same day or the next business day. Absent unusual circumstances, employees must also follow the usual call-in procedure for reporting an absence, including any requirement to contact a specific individual. When the need for leave is not foreseeable, an employee must provide notice as soon as practicable under the facts and circumstances of the particular case. It generally should be practicable for the employee to provide notice within the time prescribed by the usual and customary notice requirements applicable to such leave. MEDICAL CERTIFICATION REQUIRED The employee is responsible for providing the Human Resources Officer with complete and sufficient medical certification of a serious health condition by having the health care provider complete the appropriate sections of the applicable Healthcare Provider Certification Form. An employee may provide a medical certification from any of the health care providers enumerated in State Personnel and Pensions Article, Section 9-504. The employee must provide the requested FMLA Health Care Provider information within 15 calendar days after the request, unless it is not practicable. Regardless of the FMLA leave designation, medical documentation for the use of paid sick leave is required after the employee is absent for a period that enters into the 5th consecutive workday, in accordance with State Personnel and Pensions Art., § 9-504. BENEFITS DURING FAMILY MEDICAL LEAVE

An employee on a FMLA absence does not lose any "employment benefits" accrued prior to the FMLA absence. The term "employment benefits" is broadly defined to include all retirement, health, disability, and life insurance benefits as well as sick leave, annual leave, and personal leave benefits. During an unpaid FMLA absence, the employee shall continue to receive group health coverage on the same terms and conditions as employees not on FMLA leave, unless the employee elects not to continue coverage. Group health plans include medical, dental, and other plans. Health Benefits: An employee on a FMLA absence will continue his/her health coverage under the group health plan on the same terms as when they were actively working. If employee is on a paid leave while on FMLA and receiving a paycheck, the State will continue deducting


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premiums through payroll deductions. If employee is on unpaid leave, the employee is responsible for the payment of their share of the premium payments for health insurance coverage for the duration of FMLA leave. Employee may choose to submit payment due while on leave or within 30 days upon returning to work. Leave Accrual & Seniority: An employee using paid leave is entitled to the accrual of any seniority or employment benefits that the employee who remained continuously at work would have received (i.e. earning of annual and sick leave, payment of holiday leave when it occurs, earning of seniority credit, etc.). If the FMLA absence is unpaid, employees are NOT entitled to the accrual of leave benefits that an employee who remained continuously at work would have received. An employee who is on unpaid FMLA leave does not receive payment for a holiday. An employee on paid or unpaid leave during a FMLA absence is not entitled to any greater rights than an employee who remained continuously at work (e.g., personal leave accrued during a calendar year will be lost if not used in accordance with A FMLA absence may not be counted against an employee as a leave occurrence for attendance control purposes.

FOR MORE INFORMATION - http://www.dbm.maryland.gov/employees/Pages/leave_fmla.aspx

WORKER'S COMPENSATION EMPLOYEES ARE PROTECTED FOR ACCIDENTAL INJURIES OCCURRING ON THE JOB PROVIDED THE INJURY FALLS WITHIN THE MEANING OF THE WORKER'S COMPENSATION LAW.

Accident investigation forms should be filled out by the:

• Injured employee: completes the Report of Injury Form. • Supervisor: completes the Accident Investigation Form • Any witness(s) to the Accident: completes the Accident Witness Statement

All forms should be sent to the Human Resources Officer within 24 hours of the injury. For non-threatening injuries, employees should visit the nearest Concentra Medical Center. An accidental injury that occurs on the job may meet the FMLA criteria for a serious health condition. In such a situation, Human Resources will designate the leave as FMLA leave and the employee’s 12-week leave entitlement will run concurrently with a workers’ compensation absence. If a health care provider treating the employee for an on-the-job injury certifies the employee is able to return to a light duty job but is unable to return to the same or equivalent job, the employee may decline the employer’s offer of a light duty job. Consequently, the employee may lose the right to workers’ compensation payments or accident leave.

http://www.dbm.maryland.gov/employees/Pages/leave_fmla.aspx


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TRAINING Professional development and training is defined as employee learning taken by employees to maintain and advance their skills, knowledge and competencies, specifically as they relate and add value to the job and workplace. It may be achieved through participation in formal coursework, seminars, conferences, on-line courses, and participation in activities of professional organizations.

Harford County Health Department (HCHD) recognizes the importance of encouraging and supporting employees in professional development activities. It extends to professional development opportunities including mandatory trainings, employee workshops, courses, classes, professional conferences, State sponsored seminars and on-line learning courses.

Mandatory training is required of all new employees.

All new employees and supervisors are required to complete the on-line Learning Management System (LMS) courses as identified by the Department of Health and Mental Hygiene, Division of Training & Development. Upon hire, the training coordinator will set up an account for the employee to access the LMS and notify the employee of access and instructions. Training must be completed within 30 days of date of hire.

Supervisors are responsible for assuring that training is completed. Certificates of completion need to be printed and sent to Human Resources for documentation. The Certificate of Completion is the only documentation needed for new employee training because it is mandatory training.

All training (internal and external) needs to be documented and tracked by HR therefore, a Harford County Health Department Training Request Form should be completed when taking courses. Employees should check appropriate descriptors on the form which can be found at - http://hchd-web/human-resources/. (Attachment 1) The Training Request Form is not required for new employee training; this is the only exception.

Training is paid working time for all employees. Prior approval for overtime is required for non-exempt employees attending training after normal work hours. Employees will indicate the appropriate training code on their timesheet.

On-line training other than the mandatory new employee training needs to be approved and documented. The employee will complete a Harford County Health Department Training Request Form which can be found at - http://hchd-web/human-resources/. (Attachment 1) After completing on-line training courses, the employee is responsible for submitting the completion certificate to Human Resources.

Internal Training is available to all employees. Internal training is defined as trainings offered by Harford County Health Department, DHMH, or Department of Budget and Management, and other State agencies. These trainings are usually announced through emails or listed on DHMH training calendar. The employee will complete a Harford County Health Department Training Request Form which can be found at - http://hchd-web/human-resources/. (Attachment 1)

http://hchd-web/human-resources/





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External Training is defined as professional development training which is sponsored by professional organizations, i.e. conferences, seminars, workshops. The employee will complete a Training Request Form (Attachment 1) and attach supporting documentation.

Upon completion of external trainings, the employee will complete the bottom portion of the original Training Request Form and attach a copy of completion certificate, if applicable, and send to Human Resources (HR). For seminars/workshops conducted in-house, the presenter is responsible for forwarding the attendee sign-in sheet to HR.

HR is responsible for maintaining a record of employees who complete training courses.

(Reference - HCHD Policy # ADMIN 00-02 Professional Development and Training Policy – found at: http://hchd-web/policies/ )

SEPARATION AND RETURN (Applies to Merit Employees Only) Resignation -

Advise supervisor in writing at least two weeks prior to effective date. Resigning employees will be paid for any unused Annual Leave and up to two (2) days of earned compensatory time. {Ref: COMAR .06.01.01.51A; COMAR 06.01.11.19D}

Lay-Off –

Skilled and Professional Service employees may be laid off if the employee’s position is abolished or discontinued because of lack of work or change in organization.

Employees affected by a layoff must be given 60 day notice prior to the effective date of the layoff. Names of lay-offs are placed on eligible lists and given employment priority. {Ref: State Personnel and Pensions, Title 11, Subtitle 2}

Reinstatement -

Permanent State employees, i.e., those who have completed an original probationary period, and resign from State Service may be reinstated without the need for Merit System examination and be given credit for prior salary and service, provided the employee returns to active service within three (3) years from the date of separation from active service.

SEXUAL HARASSMENT The Harford County Health Department follows the policy and procedures set forth by DHMH for sexual harassment. The following information is adapted from the DHMH general provisions section of the DHMH Sexual Harassment Policy – DHMH 01.02.02 effective March 7, 2011.

http://hchd-web/policies/


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Abbreviations: EEO – Equal Employment Opportunity EOP – Equal Employment Programs EEOC – Equal Employment Opportunity Commission ODI – Office of Diversity and Inclusion MCHR – Maryland Commission on Civil Rights (http://mchr.maryland.gov/) Sexual harassment is an infringement upon an employee’s right to work in an environment free from unwanted sexual attention and sexual pressure. Sexual harassment usually involves a male supervisor and a female subordinate, but may be initiated by a supervisor or employee of the same or opposite sex against a supervisor or employee of the same or opposite sex. In addition to being a personal violation, sexual harassment, especially between the supervisor and the employee, threatens a person’s livelihood and creates a hostile work environment. Sexual harassment is a form of sex discrimination and it is illegal. 1. Sexual harassment is prohibited in the workplace by Federal and State laws, State regulations and policies, Executive Order, and this Departmental policy. 2. The Department of Budget and Management (DBM) Office of Personnel Services and Benefits (OPSB) publication entitled State of Maryland Sexual Harassment Policy and Procedure, http://dbm.maryland.gov/eeo/Pages/SexualHarassPolicy.aspx offers guidance on sexual harassment, and promotes a work environment that is free from sexual harassment. 3. An employee or job applicant, who believes that he or she has been sexually harassed, may file a complaint at any of the offices or agencies listed (See Reporting of Prohibited Conduct section, p. 27) of this policy. 4. Employees shall refrain from conduct such as asking other employees for sexual favors; making sexual advances toward employees; making lewd remarks or telling obscene jokes; and displaying or sharing with another employee sexually explicit pictures, drawings, emails, etc. 5 Employees shall be required to sign a form (http://www.dhmh.state.md.us/forms/download/personnl/sexhar.pdf) acknowledging receipt of this policy. The form is to be kept in the employee’s Personnel file. 6. This policy shall apply to all HCHD facilities and programs operated by the Department; grant-in-aid programs; and health services providers, contractors/sub-contractors receiving HCHD, State or Federal funds. 7. The HCHD prohibits the transaction of business with any individuals or entities that engage in or permit sexual harassment. 8. Each deputy secretary, program director, facility director, unit head, and supervisor shall:

http://mchr.maryland.gov/


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a. Fully cooperate with the Director, EOP, in implementing this policy; b. Appoint one or more EEOD for each unit; and c. Forward the EEOD list(s) to the Director, EOP, upon request.

9. An employee’s supervisor must act promptly upon receipt of a sexual harassment complaint and either: (i) thoroughly investigate all allegations in coordination with EOP;, or (ii) cooperate, as appropriate, with EOP’s investigation. If sexual harassment is proven, the offending employee’s supervisor must receive guidance from the Director, EOP, before taking disciplinary action against the offending employee. Depending upon the seriousness of the sexual harassment act, disciplinary action may include, but is not limited to suspension or termination of the offending employee. The victim does not have to be the person who is harassed, but could be anyone who is affected by the offending employee’s conduct. EXAMPLES OF POTENTIAL SEXUAL HARASSMENT CONDUCT 1. Employees are prohibited from engaging in questionable conduct that could be construed as sexual harassment including, but not limited to:

a. Unwelcome sexual advances; requests for sexual favors; and conversations about sex or physical conduct of a sexual nature;

b. Discrimination based upon sex that results in economic or privilege loss to the employee(s); c. Unwelcome sexually explicit remarks or unwelcome sexual advances against a fellow

employee or applicant for employment at any time while on HCHD’s premises, or off the premises when an employee may be on a work assignment. 2. Prohibited remarks or sexual advances may include, but are not limited to:

a. Lewd expressions, catcalls, whistles, obscene gestures, or references to an employee’s anatomy:

b. Unwanted physical advances, touching, brushing, pinching, or contact by one employee to another;

c. Requests or demands for kisses, petting, or sexual intercourse from one employee to another; d. Repeated propositions for dates by one employee to another; e. Requiring an employee to listen to sexually suggestive jokes or remarks whether the

employee wishes to or not; f. Threats of rape or attempted rape; g. Displaying or sharing sexually explicit or offensive materials, pictures, drawings, e-mails, etc.

GUIDELINES FOR AN EMPLOYEE WHO FEELS THAT HE OR SHE HAS BEEN SEXUALLY HARASSED An employee who feels that he or she has been sexually harassed should take the following steps:

1. Inform the offending person that the remark or behavior is unwelcome and should cease immediately;

2. Document when, where, how, and who committed the alleged sexual harassment act(s) and

any witnesses present when these events occurred. 3. Keep a record of a) whom the sexual harassment allegations were reported to; and b) when,

where, and how sexual harassment complaints were reported to supervisory/management personnel, the DHMH Personnel Services Administration, the ODI’s Equal Opportunity Programs, or the Office of


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the Statewide EEO Coordinator. REPORTING OF PROHIBITED CONDUCT 1. If an employee or job applicant feels that he or she has been sexually harassed, he or she has the right to file a sexual harassment complaint with any of the following agencies:

a. The employee’s supervisor, the supervisor of the alleged sexual harasser, the Director, Personnel Services Administration, or his or her EEO designee;

b. Director, DHMH Equal Opportunity Programs (EOP), 201 West Preston Street, Baltimore, Maryland 21201;

c. Maryland Commission on Human Relations, 6 Saint Paul Street, 9th Floor, Baltimore, Maryland 21202

d. United States Equal Employment Opportunity Commission, 10 S. Howard Street, Baltimore, Maryland 21201. 2. EOP’s procedures for handling sexual harassment complaints shall be consistent with the State of Maryland Sexual Harassment Policy and Procedures. 3. An employee or applicant for employment may seek assistance from a DHMH Facility or Administration Director, EEO designee, or the Director, EOP, prior to filing a complaint. 4. An employee who files a sexual harassment complaint with the MCHR must file within six months of the alleged occurrence of the sexual harassment act, or with EEOC within 300 days. REFERENCES • Title VII, Civil Rights Act of 1964, as amended http://www.eeoc.gov/laws/statutes/titlevii.cfm • Executive Order 01.01.2007.16 – Code of Fair Employment Practices, http://www.governor.maryland.gov/executiveorders/01.01.07.16FairHiring2.pdf • Title 20 (formerly Article 49B), Annotated Code of Maryland, http://www.michie.com/maryland/lpext.dll/mdcode/292b1?fn=document-frame.htm&f=templates&2.0# • Title 5, State Personnel and Pensions Article, Annotated Code of Maryland http://www.michie.com/maryland/lpext.dll/mdcode/21b78/21d90?fn=document-frame.htm&f=templates&2.0# • U.S. Equal Employment Opportunity Commission, Policy Guidance on Sexual Harassment, http://eeoc.gov/laws/types/sexual_harassment.cfm. • EEOC Facts on Sexual Harassment http://eeoc.gov/eeoc/publications/fs-sex.cfm. • State of Maryland Sexual Harassment Policy and Procedure, Department of Budget and Management http://dbm.maryland.gov/eeo/Pages/SexualHarassPolicy.aspx

http://dbm.maryland.gov/eeo/Pages/SexualHarassPolicy.aspx


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This version DHMH 01.02.02 effective March 7, 2011 recodifies and supersedes DHMH 02.06.02 dated March 15, 2002.

EMPLOYER/EMPLOYEE RELATIONS Grievance: A dispute between an employee and his/her “employer” about the interpretation and application of State employee personnel rules, regulations or policies over which management has control. The State laws, regulations and policies are made available to employees by the DHMH Office of Human Resources on upon request.

Grievance Procedure: Except for employees in the Executive Service, and others excluded by law, the grievance procedure is available to all non-temporary Executive Branch employees in the State Personnel Management system. The following disputes are not grievable:

1. An oral reprimand or counseling;

2. A pay grade or range for a classification;

3. The amount or the effective date of a statewide pay increase;

4. The establishment of a classification;

5. The assignment of a classification to a Service category; and

6. The establishment of classification standards

Grievance Process: Prior to initiating the grievance, the employee must talk to his/her supervisor about the dispute. The employee has 20 calendar days from the time he/she gains knowledge of the complaint to file an official grievance.

This is a three step process initiated by an aggrieved employee utilizing the "Universal Appeal and Grievance Form". The following steps are involved:

STEP 1 - Employee to Appointing Authority

STEP 2 - Employee to Secretary of Department of Health and Mental Hygiene or designee

STEP 3 - Employee to the Department of Budget and Management; if not settled then the

Department of Budget and Management forwards to the Office of Administrative Hearings.

Grievance Rights

1. Representative of Employee's choosing

2. Reasonable amount of release time with prior approval of supervisor


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3. Right to appeal decision rendered to the next step.

PLEASE NOTE: The law provides separate appeal and rebuttal procedures for employee complaints concerning performance evaluations of “satisfactory” or better and employee counseling memoranda.

Grievances involving employee performance evaluations of “satisfactory” or better may be appealed only to the appointing authority, and then, if necessary, to the DHMH Employee Relations Division. The decision of the head of the principal unit is final. A counseling memorandum is not a disciplinary action. The employee is entitled to submit, within five (5) days of receipt of the memorandum, a written response which will be included with the counseling memorandum in the employee’s personnel file. {Ref: State Personnel and Pensions, Title 11 and Title 12}

Discipline:

1. Performance-related discipline results from the employee’s pattern of poor work habits or poor performance of the assigned job duties.

2. Conduct-related discipline results from some form of employee misconduct, either an action or inaction of the employee that is a violation of a statute, regulation, policy, directive, or order.

NOTE: An employee who is subject to a disciplinary action may appeal that action to the Secretary of DHMH or Designee within fifteen (15) calendar days after receiving notice from the Appointing Authority.

Employee Counseling: Either supervisor or subordinate in need of employer-employee relations/personnel counseling may contact the Office of Human Resources Employee/ Employer Relations Unit for assistance.


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This Employee Handbook is intended to provide you with a general summary of guidelines and information for HCHD employees. Please keep it available and review it in the event of any future questions. When further information is needed, please contact your immediate supervisor or Human Resources Officer.

We also encourage you to explore the many informative websites of the Harford County Health Department Intranet - http://hchd-web/ and the Department of Health & Mental Hygiene at http://dhmh.maryland.gov/

Best wishes in your future endeavors with the Harford County Health Department!

http://hchd-web/

http://dhmh.maryland.gov/