All employees are to be at their designated work areas on time
and ready to work. They shall work until the scheduled quitting time,
unless permission of the supervisor has been obtained for different
work hours. Employees shall not litter work areas and will keep them
neat and clean. Employees will limit socializing due to responsibilities
and duties to the County and the taxpayer.
Personal business shall not be conducted during work hours.
Personal cell phones will be put on vibrate during work hours and
usage will be restricted to emergencies only.
The County is committed to having all work conducted in a safe
manner. All safety precautions shall be followed in accordance with
the Otero County Safety Policy.
Employees shall not misuse County property, records, or other
material in their care, control, or custody; nor shall any County
property, records, or other material be removed from the premises
of the County offices unless written permission by the department
head or elected official has been given.
No County vehicle will be taken out of Otero County without
permission of the elected official or department head and employees
shall notify the elected official or department head of their destinations
and itineraries. County vehicles shall be used for County business
only. County vehicles may not be taken home except for law enforcement
personnel and those employees designated by the elected official or
County Manager, in writing, as being subject to call out after hours.
County vehicles shall not be used for personal business, except as
is incidental in commuting.
A.
Dress, grooming, and personal cleanliness standards contribute to
the morale of all employees and affect the business image Otero County
presents to customers and visitors. Employees shall follow the Otero
County Dress Code Policy.
B.
During business hours, employees are expected to present a clean
and neat appearance and to dress according to the requirements of
their positions. Employees who appear for work inappropriately dressed
will be sent home and directed to return to work in proper attire.
Under such circumstances, employees will not be compensated for the
time away from work unless such time is designated as annual leave
by the employee. Consult your elected official or department head
if you have questions as to what constitutes appropriate attire as
well as referring to the Dress Code Policy.
A.
Otero County provides a safe workplace for all employees. To ensure
a safe workplace and to reduce the risk of violence, all employees
should review and understand all provisions of this workplace violence
policy. All employees, including managers and supervisors, are responsible
for using safe work practices, for following all directives, policies
and procedures, and for assisting in maintaining a safe and secure
work environment.
(1)
Prohibited conduct. Otero County does not tolerate any type
of workplace violence committed by or against employees. Employees
are prohibited from the following behaviors: Making threats or engaging
in violent activities, causing physical injury to another person,
making threatening remarks, aggressive or hostile behavior that creates
a reasonable fear of injury to another person or subjects another
individual to emotional distress, intentionally damaging County property
or property of another employee, committing acts motivated by, or
related to, sexual harassment, harassment or domestic violence.
NOTE: This list is not inclusive, but is provided as examples
of conduct that is prohibited.
(2)
Reporting procedures. Any potentially dangerous situations must
be reported immediately to a supervisor, department head, elected
official and/or the County Manager. Reports can be made anonymously
and all reported incidents will be investigated. Reports or incidents
warranting confidentiality will be handled appropriately and information
will be disclosed to others only on a need-to-know basis. All parties
involved in a situation will be counseled and the results of investigations
will be discussed with them. The County will actively intervene at
any indication of a possibly hostile or violent situation.
(3)
Risk-reduction measures. Hiring: The Human Resources Office
takes reasonable measures to conduct background investigations to
review candidate's backgrounds and reduce the risk of hiring
individuals with a history of violent behavior. Safety: The Safety
Officer conducts annual inspections of the premises to evaluate and
determine any vulnerability to workplace violence or hazards. Any
necessary corrective action will be taken to reduce all identified
risk areas. Individual situations: While Otero County does not expect
employees to be skilled at identifying potentially dangerous persons,
employees are expected to exercise good judgment and to inform their
supervisor, department head, elected official and/or the County Manager
if any employee exhibits behavior, which could be a sign of a potentially
dangerous situation. Such behavior includes: discussing weapons in
a threatening manner related to the workplace; displaying overt signs
of extreme stress, resentment, hostility, or anger; making threatening
remarks; sudden or significant deterioration of performance; displaying
irrational or inappropriate behavior.
(4)
Dangerous/emergency situations. Employees who are confronted
by or encounter an armed or dangerous person should not attempt to
challenge or disarm the individual. Law enforcement and/or security
personnel shall handle such circumstances. The Human Resources Office
maintains and distributes to all employees detailed guidelines and
procedures for handling workplace violence and threats.
B.
Any of the above behaviors and/or any other acts of aggression or
violence in the workplace will not be tolerated. Any employee determined
to have committed such acts will be subject to disciplinary action,
up to and including termination. Nonemployees engaged in violent acts
on the County's premises will be reported to the proper authorities
and fully prosecuted.
The e-mail system and Internet access are provided by the County
to assist in the conduct of County business. This includes any hardware
and/or software and all information created, sent, received or otherwise
accessed through the e-mail system as well as through the Internet.
The County, at any time, reserves and intends to exercise the right
to review, audit, intercept, access and disclose any and all information
created, sent, received or otherwise accessed through the e-mail system
or through the Internet. This includes information that has been deleted
from an employee's computer, as such information may be stored
on the computer's backup system. The electronic mail system hardware
is County property. Additionally, all messages composed, sent, or
received on the County e-mail system are and remain the property of
the County and are not considered the private property of any employee.
A.
Passwords. The use of passwords for security does not guarantee confidentiality.
The County may require that all passwords be disclosed. The use of
passwords does not imply that the e-mail system or the use of the
Internet is for personal confidential communication nor that the use
of the email system or the Internet are the property right of an employee.
B.
Prohibited uses. The e-mail system and the use of the Internet are
not to be used to create, send, receive or otherwise access any offensive
or disruptive information. This includes information which contains
sexual implications, racial slurs, gender-specific comments or any
other comment that offensively addresses someone's age, sexual
orientation, religious or political beliefs, national origin or disability.
In addition, the solicitations of funds, any illegal or unethical
activity or any activity that can reasonably be construed to be detrimental
to the interests of the County are specifically prohibited. NOTE:
Employees may not intentionally intercept, eavesdrop, record, read,
alter, or receive another person's e-mail messages without proper
authorization.
D.
Applicability. The e-mail system and access to the Internet shall
be used only by County employees unless otherwise authorized by the
County Manager, in writing. Employees of temporary agencies who are
assigned to work for the County are also subject to the provisions
of this policy.
E.
Enforcement. The County Manager, elected officials and department
heads are responsible for the implementation of, and adherence to,
this policy within their offices and/or departments. Employees and
other authorized users who violate this policy or use the e-mail system
or the Internet for improper purposes shall be subject to disciplinary
action, up to and including termination.
Otero County respects the desire of employees to participate
in social media during their personal time. The use of social media
is strictly prohibited during work hours. Social media, for purposes
of this policy, is to include blogs, wikis, microblogs, message boards,
chat rooms, electronic newsletters, online forums, social networking
sites, and other sites and services that permit users to share information
with others in a contemporaneous manner. In general, employees who
participate in social media are free to publish their own personal
information without restrictions by Otero County. Employees must avoid,
however, posting information that could place the County at a competitive
disadvantage or cause financial damage or liability to Otero County.
If an employee chooses to identify himself or herself as an employee
of Otero County on a personal website or blog, he or she must adhere
to the following guidelines.
A.
Employee must make it clear to the readers that the views expressed
are the employees alone and they do not necessarily reflect the views
of Otero County. Employees are prohibited from acting as a spokesperson
for Otero County or posting comments as a representative of the County.
If employees choose to publish content after-hours that involves their
work or subjects regarding Otero County, a disclaimer should be used,
such as: "The postings on this site are my own and do not represent
Otero County's positions, strategies or opinions."
B.
Employee may not use the County's logo on any personal social
media network without permission from the County Manager, in writing.
C.
Employee may not disclose any information that is confidential or
proprietary to Otero County or to any third party that has disclosed
information to the County. Consult with the County Manager for guidance
to what constitutes as confidential information.
D.
Employees are responsible for maintaining the County's positive
reputation and presenting the County in a manner that safeguards the
positive reputation of themselves, as well as, the County's employees,
managers, etc.
E.
If social media activity is compromising, Otero County may request
a cessation of such commentary and the employee may be subject to
disciplinary action up to and including termination.
F.
Employees need to know and adhere to the Otero County's or their
department's code of conduct, the Otero County Employee Handbook,
and other Otero County policies when using social media regarding
Otero County.
G.
Employees should be aware of the effect their actions may have on
their images, as well as Otero County's image. The information
that employees post or publish may be public information for a long
time.
H.
Employees should be aware that Otero County may observe content and
information made available by employees through social media. Employees
should use their best judgment in posting material that is neither
inappropriate nor harmful to Otero County or its employees.
I.
Although not an exclusive list, some specific examples of prohibited
social media conduct include posting commentary, content, or images
that are defamatory, pornographic, proprietary, harassing, libelous,
or that can create a hostile work environment.
J.
Social media networks, blogs and other types of online content sometimes
generate press and media attention or legal questions. Employees should
refer these inquiries to the County Manager.
K.
Employees should get permission from the County Manager before you
refer to or post images of current or former employees. Additionally,
employees should get appropriate permission to use a third party's
pictures, copyrights, copyrighted material, trademarks, service marks
or other intellectual property.
L.
Social media use shouldn't interfere with employee's responsibilities
Otero County. Otero County's computer systems and cell phones
are to be used for business purposes only. When using Otero County's
computer systems or cell phones, use of social media for business
purposes is allowed. Accessing social media for non-work-related activities
is prohibited during work hours.
M.
Subject to applicable law, after-hours online activity that violates
Otero County's Code of Conduct, departmental Codes of Conduct
or any other Otero County policy may subject an employee to disciplinary
action or termination.
Otero County's goal is to ensure, to the greatest extent
possible, that employees' social security numbers are maintained
confidentially. Social security numbers will not be released to anyone
outside Otero County, except as required by law. Social security numbers
will be made available internally on a business related need-to-know
basis only. More than four sequential digits of a social security
number will not be included on any document mailed outside Otero County,
except as required by law, nor will it be publicly displayed in any
manner. The social security number will not be used in the ordinary
course of business except as the County may determine that it is necessary
to verify an individual's identity or to administer employee
benefits, such as health insurance. Documents containing social security
numbers shall not be removed from County offices. Any documents that
include social security numbers that are discarded are to be shredded.
Any violation of this policy will result in disciplinary action, up
to and including termination of employment.
The County will maintain an Organizational Chart of the structure
of positions within the County and includes all regular positions.
This chart also outlines the allocated number of authorized positions
to be filled each fiscal year. The Organizational Chart is included
as part of this policy by reference and is maintained as a separate
document. In addition, the County will maintain a General Wage and
Position Classification Chart. This chart classifies each County position
within specific wage levels based on the overall qualifications of
the position. The General Wage and Position Classification Chart is
included as part of this policy by reference and is maintained as
a separate document. Copies of the above charts are available in the
Human Resources Office.
A.
Subsequent to hiring, a separate record file shall be prepared and
maintained for each employee. These records shall be kept in the County
Personnel Office. It is the responsibility of the Human Resources
Department to maintain and secure personnel records and ensure they
are kept up to date. It is the responsibility of each department head,
elected official and/or County Manager to ensure that appropriate
documents, such as training, disciplinary actions and/or letters/awards
of commendation are forwarded to Human Resources for filing in the
appropriate employee's personnel records.
B.
At a minimum, all personnel records will contain the following:
(1)
The original application and offer of employment;
(2)
The originating personnel action showing occupation, position
classification, date of beginning employment and salary;
(3)
Copies of personnel action forms;
(4)
Records or certificates of educational training or orientation
achievement completion;
(5)
Records of disciplinary actions such as reprimands, suspensions,
demotions or termination;
(6)
Insurance and other elected employee benefit related items;
(7)
Other related actions and forms concerning payroll deductions,
insurance payment records, etc.;
(8)
Other related records and/or forms required to be kept by state
or federal law.
Personnel files are the property of Otero County and access
to the information they contain is restricted. The County Manager,
elected officials, department heads, and federal and/or state officials
may review information in an individual personnel file that is not
their own. Elected officials and department heads may only review
files of personnel within their department and/or under their supervision.
Federal and/or state officials may only view files if they can produce
a current court order or subpoena. Employees who wish to review their
own file should contact Human Resources, giving a minimum of two hours'
notice. Employees may review their own personnel files in Otero County's
Administration office and in the presence of an individual appointed
by Otero County to maintain the files. Files may not be removed from
Otero County Administration at any time.
A.
The County Manager, department head, elected official or their designee
shall issue a separation notice to the terminating employee. In addition,
the employee will return all County property including, but not limited
to:
B.
The separation notice indicates all equipment and/or county property
has been turned in, the reason for termination, evaluates the employee's
performance and if rehire action is recommended. The employee will
contact Human Resources to schedule an exit interview, on his/her
last day of employment. An exit interview with Human Resources will
not be conducted until the separation notice has been received by
Human Resources. This interview will consist of the following:
(1)
Public Employees Retirement Association/retirement plan. All
employees will complete a PERA termination notice based on their current
PERA affiliation to include designating one of the disbursement options
(if applicable).
(2)
Insurance benefits. Medical, dental, vision and life insurance
will normally end on the last day of the month in which the employee's
last day of employment occurs. Employee has the right/option to convert
to individual insurance benefits in accordance with the Consolidated
Omnibus Budget Reconciliation Act ("COBRA") regulations. Human Resources
will notify the organization administrating compliance with the Consolidated
Omnibus Budget Reconciliation Act ("COBRA") regulations, who in turn
contacts the employee. Retiring employees have the option of continuing
insurance coverage under the County's Group Plan (except life
insurance) with all associated costs borne by the retiree.
(3)
Additional items. The employee will fill out a questionnaire
concerning employment with Otero County to discuss issues they would
like to share prior to termination.
