100 Policies

101 – INTRODUCTION

The contents of this Policy and Procedure document are for informational purposes only, and are not intended to create, or to be construed as to constitute, a contract between Dodge County and any or all of its employees, or a guarantee of continued employment. Unless otherwise specified by law employees of Dodge County are at-will.

These Personnel Policies are established for all Dodge County employees. In the event any provisions of these Personnel Policies are found to be in conflict with State or Federal law, it is understood that the State or Federal law will control. Only the non-monetary provisions of these Personnel Policies may be amended without action by the Dodge County Board of Supervisors. Monetary provisions of these Personnel Policies may be amended by the Dodge County Board of Supervisors.

Elected officials of Dodge County (according to Wisconsin Statutes and the Attorney General's opinion) are eligible for only (208) Insurance and (306) Expense Reimbursement. These Personnel Policies have been reviewed and approved by the Dodge County Human Resources and Labor Negotiations Committee and adopted as County policy. Dodge County reserves the right to modify, revoke, suspend, terminate or change any and all policies, or procedures, in whole or in part, with or without notice.

Sheriff’s Office Sheriff’s Office Sworn Association employees are covered by a labor agreement that takes precedence over any policies, procedures or benefits described herein that are more restrictive than the labor agreement.

102 – ADMINISTRATION OF PERSONNEL POLICIES

All questions by Department Heads as to interpretation or application of these Policies or Union Labor Agreements are to be directed to the Human Resources Director.

All prospective employees will complete an online Dodge County application form for any type of employment with Dodge County.

All questions must be answered and all applications must be signed electronically. Support will be provided to individuals requesting assistance to complete the application. Please contact Dodge County Human Resources Department at 920-386-3690 for application assistance.

Active applications are screened by the Human Resources Department and respective department heads for positions, as they become available. Qualified applicants for open positions are referred to the applicable departments for consideration by the department head.

Applications remain on file until the position is filled or inactivated. Hiring Process Current Dodge County employees may be given consideration for new positions or refilling of present positions, however a Department Head may request that external candidates be given consideration at the same time.

I. PURPOSE

The purpose of this policy is to clarify employment status positions.

II. POLICY

Employment status positions will apply to all County Departments and operations.

III. GUIDELINES

A. Full-time Employee

1. A full time employee is one who is ordinarily scheduled to work forty (40) hours per week, depending on departmental work weeks, on a regular basis of fifty-two (52) weeks per year.
2. Full Time employees are eligible for all County benefits including: health, dental and life insurance; retirement benefits, longevity (if hired prior to 10/8/2020), vacation or Paid Time Off (PTO) if hired after 01/01/2022, holidays, sick leave, Section 125 flexible spending accounts, Section 457 deferred compensation, voluntary long-term disability, vision, as well as Social Security contributions and Worker's Compensation Insurance.

B. Part-time +20 Hours Employee

A part-time employee is one who is ordinarily scheduled to work twenty (20) or more hours per week depending on departmental work weeks, on a regular basis of fifty-two (52) weeks per year and is eligible for County benefits offered to full time employees on a pro-rated basis, provided the employee meets the eligibility requirements for each benefit. Employees involved in a job-share arrangement are considered part-time employees for the purpose of determining eligibility for benefits.

C. Part-time -20 Hours Employee

A part-time employee at all locations who works less than twenty (20) hours per week is not eligible for County benefits except Social Security and Worker's Compensation, and also benefits offered through the Wisconsin Retirement System based on Employee Trust Funds (ETF) eligibility.

D. Temporary, Flexi-temp, Seasonal and Limited-term Employee

Temporary, Flexi-temp, seasonal and limited-term employees are hired for specific periods of time, are not considered regular employees, and are not eligible for County benefits. Temporary, Flexi-temp, seasonal and limited-term employees who meet WRS eligibility requirements may be eligible for benefits offered through WRS.

IV. PROCEDURE

A. PRORATED HEALTH AND DENTAL INSURANCE

Unless otherwise specified, part-time employees eligible for and enrolled in health insurance, dental insurance or any other prorated insurance benefit must pay a pro-rated portion of the insurance premiums.

1. Premium amounts for new hires are determined based on the full-time equivalence of the position hired for.
2. After a minimum of one year of employment, premium amounts are determined based on the full-time equivalence of the hours paid (excluding overtime) the previous full calendar year.

A counseling related to performance improvement will generally take place prior to any initial disciplinary action and is not considered discipline, however any counseling given should be documented. Discipline may result when an employee’s actions do not conform with generally accepted standards of good behavior, when an employee violates a policy or rule, when an employee’s performance is not acceptable, or when the employee’s conduct is detrimental to the interests of Dodge County (the County). Formal disciplinary action may call for any of three steps – written warning, suspension (with or without pay) or termination of employment – depending on the problem and the number of occurrences. There may be circumstances when one or more steps are bypassed. Certain types of employee problems are serious enough to justify either a 3 08/05/14 suspension or termination of employment without going through progressive discipline steps. The County reserves the right, in its sole discretion, to impose disciplinary action as may be appropriate to the particular circumstances.

All information changes pertinent to the Personnel/Payroll record of an employee will be transmitted to the Human Resources Department, as soon as they occur on forms provided by the Human Resources Department. All information or changes of employee records, including but not limited to, new hires, terminations, changes of name and address, reclassifications, pay increases and other items, will be sent to the respective Human Resources Department (Administration Building or Clearview) to update the employee file. All forms will be completed as necessary and signed by the Department Head or other authorized person and the County Administrator, then sent to the Human Resources Department.

The determination of whether a position will be classified as exempt or non-exempt will be made in accordance with federal and state wage and hour laws. Exempt Employees Exempt employees will be paid on a salary basis. The salary will not be reduced based upon individual hours not worked but may be reduced when the employee absents himself from work for an entire day. Usage of accrued paid time off such as sick leave, vacation, etc., is not considered a reduction in salary and may be used in less than full day increments. Deductions will not be made for absences of exempt employees caused by jury duty or temporary military leave. Amounts received by an exempt employee as jury duty pay or military pay will, however, be offset against salary. Non-Exempt Employees Non-exempt employees are paid on an hourly basis for all hours actually worked. Non-exempt employees, at all locations except Clearview, will be paid one and one-half (1-1/2) times their regular rate of pay for all hours worked over forty (40) in a work week. Non-exempt employees at Clearview will be paid one and one-half (1-1/2) times their regular rate of pay for all hours worked over eight (8) hours per day or eighty (80) hours per pay period and for all hours worked on Sundays and Holidays.

It is the policy of Dodge County to recruit and select the most qualified persons for positions in Dodge County. In accordance with State Law and the guidelines of the Equal Employment Opportunity Commission, recruitment and selection will be conducted in an affirmative manner to provide equal employment opportunity to qualified individuals regardless of race, age, sex, religion, handicap or disability, marital status, sexual orientation, military service, national origin, political affiliation, or use or non-use of lawful products off the employer’s premises during non-working hours or any other 4 08/05/14 characteristic protected by state or federal law. Discrimination on the basis of age or sex or physical disability will be prohibited except where specific age, sex or physical requirements constitute a bona fide occupational qualification necessary for proper and efficient administration.

This policy is intended to comply with Section 66.0509(1m), Wis. Stats., and provides a grievance procedure addressing issues concerning workplace safety, discipline and termination. This policy applies to all employees covered under Section 66.0509(1m), Wis. Stats., other than law enforcement employees subject to Section 59.26(8) or Chapter 63, Wis. Stats. An employee may appeal any level of discipline under this grievance procedure.

For purposes of this policy, the following definitions apply:

1. Employee. For purposes of a grievance involving workplace safety, discipline and/or termination (as defined herein) an employee is defined as a regular full-time or regular part-time employee, limited-term employee, or seasonal employee. “Employee” shall not include employees subject to a collective bargaining agreement addressing employee discipline, termination and workplace safety; statutorily appointed individuals identified specifically in statute as serving at the pleasure of an appointing authority; elected officials; and independent contractors.

2. Employee Discipline. "Employee discipline" includes all levels of progressive discipline, but shall not include the following items:

• Performance evaluations or reviews;
• Placing an employee on paid administrative leave pending an internal investigation;
• Counselings, meetings or other pre-disciplinary action;
• Actions taken to address work performance, including use of a performance improvement plan or job targets;
• Action taken pursuant to an ordinance created under s.1959(1m);
• Non-disciplinary demotion, transfer or change in job assignment;
• Non-disciplinary wage, benefit, or salary adjustments;
• Other personnel actions taken by the employer that are not a form of progressive discipline; or
• Documentation of employee acts or omissions;

3. Employee Termination. "Employee termination" shall include action taken by the employer to terminate an individual's employment for disciplinary or quality of performance reasons, but shall not include the following personnel actions:

• Voluntary quit;
• Position elimination;
• Layoff or failure to be recalled from layoff;
• Furlough or reduction in work force;
• Job transfer including non-disciplinary demotion;
• Retirement;
• Job abandonment, “no-call, no-show”, or other failure to report to work;
• Termination of employment due to medical condition, lack of qualification or license, nonrenewal of contract, or other inability to perform job duties; or
• Termination due to end or completion of temporary employment, seasonal employment, contract employment, or assignment.

4. Frivolous Grievance. Any grievance that is false or misleading, factually baseless, in bad faith, or filed solely for purposes of intimidation, annoyance or harassment.

5. Grievant. The individual filing the grievance or appeal personally affected by the discipline, termination or workplace safety matters. A grievant is the only person who may file a grievance. The issues related to any grievance must relate to issues personal to the grievant filing the grievance and may not relate to matters affecting other parties.

6. Workplace Safety. “Workplace safety” shall be narrowly construed and not construed to include basic conditions of employment unrelated to physical health and safety. “Workplace Safety” means conditions of employment related to the physical health and safety of employees, as long as such conditions are not enforceable under state or federal law, and includes safety of the physical work environment, the safe operation of workplace equipment and tools, provision of protective equipment, training and warning requirements, workplace violence and accident risk. “Workplace safety” does not include conditions of employment unrelated to physical health and safety matters, including, but not limited to, hours, overtime, sick, family, or medical leave, work schedules, breaks, termination, vacation, performance reviews, and compensation.

Grievance Format

• Any written grievance filed under this policy must contain the following information:
• The name and position of the employee filing it,
• A statement of the issue involved,
• A statement of the relief sought,
• A detailed explanation of the facts supporting the grievance,
• Documentation related to the grievance in possession of the grievant,
• The date(s) the event(s) giving rise to the grievance took place,
• The identities of the persons involved,
• The identity of the policy, procedure or rule that is being challenged,
• The steps the employee has taken to review the matter, either orally or in writing, with the employee’s supervisor,
• All reasons why the actions of the supervisor should be overturned, if applicable, and
• The employee’s signature and the date.

A grievance alleging a workplace safety issue shall also identify the workplace rules allegedly violated, if applicable. By signing the grievance, the employee is declaring under penalty of law that the statements contained in a grievance are true and correct to the employee’s belief. Any employee who files a frivolous grievance is subject to disciplinary action. If a timely filed grievance is missing information or is incomplete it shall be not be considered and the grievant shall be notified of this determination within two (2) working days of receipt by the County.

Steps of the Grievance Procedure

Employees should first discuss complaints or questions with their immediate supervisor. Every reasonable effort should be made by supervisors and employees to resolve any questions, problems or misunderstandings that have arisen before filing a grievance. Before Filing A Grievance – Verbal Grievance and Dispute Resolution. Within five (5) business days of the termination, employee discipline or actual or reasonable knowledge of the workplace safety issue, and prior to filing a written grievance, the grievant must discuss the dispute with the supervisor who made the decision. The supervisor and employee must informally attempt to 6 08/05/14 resolve the dispute. The supervisor shall notify the department head of this meeting and the results of the meeting. If the dispute resolution involved the department head, the department head shall notify the County Administrator of this meeting and the results of the meeting.

Step 1 – Written Grievance Filed with the Department Head The employee must prepare and file a written grievance with the department head within ten (10) business days of when the employee knows, or should have known, of the events giving rise to the grievance. The department head or his/her designee will investigate the facts giving rise to the grievance and inform the employee of his/her decision, if possible within ten (10) business days of receipt of the grievance. In the event the grievance involves the department head, the employee may initially file the grievance with the County Administrator or his/her designee, who shall conduct the Step 1 investigation.

Step 2 – Review by County Administrator If the grievance is not settled at Step 1, the employee may appeal the grievance to the County Administrator, or his/her designee, within five (5) business days of the receipt of the decision of the department head at Step 1. The appeal shall indicate all reasons why the decision of the department head should be overturned. The County Administrator or his/her designee will review the matter and inform the employee of his/her decision, if possible within ten (10) business days of receipt of the grievance.

Step 3 – Impartial Hearing Officer If the grievance is not settled at Step 2, the employee may request in writing, within five (5) business days following receipt of the County Administrator’s decision, a request for written review by an impartial hearing officer. The County shall select the impartial hearing officer. The hearing officer shall not be a County employee. The impartial hearing officer shall have the sole authority to determine whether the impartial hearing officer has jurisdiction, which may be subject to review by the governmental body. In all cases, the grievant shall have the burden of proof to support the grievance. This process does not involve a hearing before a court of law; thus, the rules of evidence will not be followed. Depending on the issue involved, the impartial hearing officer will determine whether a hearing is necessary, or whether the case may be decided based on a submission of written documents. The impartial hearing examiner may admit all evidence that the impartial hearing officer determines is relevant and may exclude immaterial, irrelevant or unduly repetitious testimony or evidence. After the employee and the County have finished introducing evidence, the impartial hearing officer shall close the hearing. Prior to the close of the hearing, the County may request the impartial hearing officer for a determination that the grievance was frivolous. The parties shall have no right to file briefs or position statements following the hearing. The impartial hearing officer shall have the power to issue a response to the Grievance. The impartial hearing officer shall prepare a written decision. The impartial hearing officer must answer the following question: Based on the preponderance of the evidence presented, has the Grievant proven the decision of the Administration was arbitrary or capricious? The impartial hearing officer shall have no power to issue any remedy, but the impartial hearing officer may recommend a remedy. Remedial authority shall be subject to the determination and approval of the County Board, and shall be addressed by the County Board in the event the grievance is sustained.

Step 4 – Review by the Governing Body If the grievance is not resolved after Step 3, the employee or the County Administrator shall request within five (5) business days of receipt of the written decision from the hearing officer a written review by the County Board. The appeal shall be filed with the County Clerk. The County Board shall not take testimony or evidence; it may only determine whether the impartial hearing officer reached an arbitrary or capricious decision or incorrect result based on a review of the record before the impartial hearing officer. The matter will be scheduled for the County Board’s next regular meeting in closed session unless an open 7 08/05/14 session is requested by the employee. The County Board will inform the employee of its findings and decision in writing within twenty (20) business days of the County Board meeting unless the County Board extends this time frame. The County Board shall decide the matter by simple majority vote and this decision shall be final and binding.

Timeliness

An employee may not advance or file a grievance outside of the time limits set forth above. If the employee fails to meet the deadlines set forth above, the grievance will be considered resolved. If it is impossible to comply with the deadlines due to meeting notice requirements or meeting preparation, the grievance will be reviewed at the next possible meeting date. The failure of the grievant to follow the timelines and other requirements of this policy shall result in the impartial hearing officer not having jurisdiction over this matter and shall terminate the grievance procedure for that grievance.

Representation

The grievant shall have the right to representation at Step 3 of the grievance procedure at the grievant’s expense. The representative shall not be a material witness to the dispute. If the grievant intends to have representation, the grievant will notify the County at the time the grievant appeals the Step 2 decision, and shall identify the representative.

Processing of the Grievance

An employee must process his/her grievance outside of normal work hours, unless the employee elects to use accrued paid time (vacation, comp time etc.) in order to be paid for time spent processing his/her grievance through the various steps of the grievance procedure.

Exclusive Remedy

This procedure constitutes the exclusive process for the redress of any employee grievances as defined herein. However, nothing in this grievance procedure shall prevent any employee from addressing concerns regarding matters not subject to the grievance procedure with the administration, and employees are encouraged to do so. Matters not subject to the grievance procedure that are raised by employees shall be considered by County representatives who have final authority, subject to any applicable County policy or directive, to resolve the matter.

All applications for employment will be completed on-line through the County’s Talent Acquisition software. Prior to making a formal offer of employment to an external candidate, Dodge County requires the candidate to pass a pre-employment drug screen and background check.

Department Heads or designee will be responsible for working with Human Resources for the pre-employment drug screen. The Human Resources Department will be responsible for running the background check through the Wisconsin Department of Justice on-line system.

Please note: The Dodge County Sheriff’s Office, is responsible for all pre-employment testing, drug screen and background checks for positions within the Sheriff’s Office.

I. PURPOSE

The purpose of this policy is to clarify hours of work for non-exempt personnel for the various departments. Departmental specific policies are under the Guidelines section.

II. POLICY

A. Non-Exempt Work Schedules

1. The normal workweek for most full-time employees is forty (40) hours, however this should not be construed as a guarantee of work. The core workweek, for most employees, is defined as 8:00 a.m. to 4:30 p.m. Thursday through Wednesday unless changed by the Department Head or as approved under an Alternative Work Schedule and Policy. This workweek and schedule does not apply to employees of the Sheriff’s Office, Clearview, and the Highway Department. Department Heads of those departments will establish appropriate work schedules as authorized by the County Administrator.

2. Department Heads, when authorized to do so by the County Administrator, may approve Alternative Work Schedules, provided the core hours are staffed by the employee and follows the Alternative Work Policy.

3. When prearranged work-related appointments would require an employee to work outside of his/her normal work day, the employee will adjust his/her work schedule so that the normal hours in a workweek are not exceeded. Approval of the supervisor is required for any overtime if unable to adjust the work schedule

4. When an employee requests to adjust his/her schedule to accommodate personal needs, it is at the discretion of the Department Head whether the employee will be allowed to adjust his/her schedule in the same manner as is allowed for prearranged work-related appointments

5. Employees allowed to adjust the work schedule for personal needs or have approved alternative work schedules must decrease paid time off (PTO, Vacation, Sick, etc.) if the work week exceeds 40 hours

6. Adjustments to schedules will generally not be permitted if the adjustment results in overtime or compensatory time.

B. Exempt Employees Work Schedule

1. Exempt employees are normally expected to work beyond the standard eighty (80) hour biweekly pay period, when required by their job responsibilities and work demands. These employees may occasionally adjust their normal work schedules due to working beyond the eighty (80) hour pay period.

2. An adjustment in an employee’s work schedule may result in time off on another day in the pay period or later in the calendar year. When an employee’s work schedule is adjusted, they are not required to use benefit time such as vacation, sick leave or PTO. The adjustment may include working less than eight (8) hours on a particular day and less than 80 hours in the pay period. It is preferred that adjustments occur within the pay period in which the additional hours are worked; however, if that is not possible, the adjustment may occur in other pay periods of the year.

3. At the discretion of the Supervisor and/or Department Head, this adjusted time off must be approved in advance. Adjustments in work schedules will not be approved on an hour for hour basis for all time worked beyond the eighty (80) hour pay period standard. Salaried, exempt employees should have no expectation of an hour for hour adjustment.

C. Breaks

Employees are entitled to two (2) ten (10) minute breaks when working an entire shift. Employees of Clearview, and the Physical Facilities Maintenance Department are entitled to one (1) fifteen (15) minute break. All employees who work six (6) or more hours in a single shift must take a thirty (30) minute lunch period each day. The thirty (30) minute lunch period will be without pay. Breaks cannot be combined for an extended break period.

III. GUIDELINES

A. Clearview Exempt Employees

1. Employees who are classified as Exempt status under the Fair Labor Standards Act (FLSA) may be eligible for flex-time for hours worked beyond their regular schedule. Flex- time is defined as one hour for each hour worked beyond the regular schedule, and is limited to a maximum of 40 hours. Employees are allowed to accrue and use flex-time in increments of 15 minutes or more. Hours are allowed to be carried over year to year and are never paid out. Employees are required to submit a request to use flex-time. Flex-time can only be used with the approval of the Supervisor.

B. Highway Department

1. Work Schedule

i. The normal schedule of work hours will be Monday through Friday, from 7:00 a.m. to 3:00 p.m., however many times operational needs may circumvent this schedule and require adjustments appropriately. When projects or weather conditions prevail, it will be necessary for management to start employees any time after 12:00 a.m., Employees who are scheduled to start other than at the normal start time (7:00 a.m., 6:00 a.m.) will be provided advance notice when possible.

ii. Management may schedule a four (4) day, ten (10) hours per day work week, as deemed necessary, based on workload, staffing levels and weather conditions. The four (4) day, ten (10) hours per day schedule shall start and end concurrently with the Dodge County pay period schedule. Employees shall be given 2 weeks’ notice of the seasonal schedule changes.

iii. During a week in which a paid holiday is celebrated, for purposes of this policy, a day is defined as the hours the employee is regularly scheduled to work on the day of the holiday. During the period in which a four (4) day workweek is in effect, vacation sick leave, or PTO, will be charged at ten (10) hours per day. (Note: A week of vacation, or PTO will equal forty (40) hours. It is understood that sick leave will be earned at the rate of eight (8) hours per month).

2. Breaks Employees will receive two (2) 10 minute paid breaks when working an eight (8) hour shift and will receive two (2) 15 minute paid breaks when working a ten (10) hour shift. Breaks will be taken at the job site, and to be scheduled as to not disrupt the project efficiency and cannot be combined together and taken as one break.

3. Maximum Hours Employees may work a maximum shift of sixteen (16) hours with a minimum of eight (8) hours off, unless emergency conditions exist.

4. Winter On-Call

i. Employees are required to be available on a call-in basis, 24 hours a day, 7 days a week, when weather or other conditions may require. Employees will be given advance notice of when the on-call period begins and when it is no longer in effect (normally in effect during the period between November 15th and April 1st).

ii. Winter On-Call Pay Employees will receive an additional $100 per pay period for the pay periods for the winter season. For this purpose only, employees are eligible for the additional $100 per pay period beginning with the first full pay period on or after November 15th and will continue to receive the additional $100 per pay period through the full pay period ending on or immediately following April 1st. The employee will not be eligible for the additional $100 for the pay period, if anytime during the pay period the employee is excused from on-call availability as per below, fails to respond within 1 hour of notification as per below, any unscheduled paid sick time, unpaid time, or on an approved leave of absence as per below.

iii. Staffing Levels Provisions will be made to allow up to a total of four (4) employees department-wide to be excused from response if a written request was given to the supervisor 48 hours in advance and approved by the supervisor. The four employee total includes persons previously approved for vacation, PTO, persons on leave of absence, etc. Requests to be excused which are submitted less than 48 hours prior to the requested time to be excused from on-call availability may be given consideration if fewer than four persons have been previously excused, or if the Highway Commissioner or his designee determines that it is feasible to allow an additional employee to be excused.

iv. Reporting Employees that are not excused from response and fail to report to work within 1 hour of notification will receive a counseling each time they fail to respond. The Highway Commissioner or his designee will determine the appropriate time to begin disciplinary action based on repeated counseling’s. It is recognized that some highway department positions will be exempt from this requirement.

C. Physical Facilities Maintenance Physical Facilities Maintenance employees will work shift assignments determined by management, which may include split shifts or shifts that rotate between first shift and second shift hours.

D. Sheriff’s Office

1. Switch Work

An employee may, upon approval of management, switch work hours with another employee provided, however, it does not result in any overtime. Exempt status employees will not be allow to switch work hours with a non-exempt employee.

2. Sheriff’s Office 12 Hour Shifts

The Sheriff Office has developed a twelve (12) hour work schedule for employees in the Correctional, Communications, and Patrol divisions. (Sworn Association employees 12-hour shift provisions are outlined in the Sworn Agreement.) The twelve (12) hour schedule may be discontinued at any time by the Sheriff. The twelve (12) hour schedule will be based upon a rotation determined by Administration for employees designated under section 7(k) of the Fair Labor Standards Act (FLSA). Employees who are not designated under section 7(k) of FLSA will be paid overtime or compensatory time at the employee’s choice for any hours eligible under the Fair Labor Standards Act (FLSA).

i. Work Schedule The twelve (12) hour work schedule rotation will be assigned by the Sheriff’s Office Administration. Work Back Hours (Employees designated 7(k) of FLSA only) Under the twelve (12) hour work schedules, qualifying employees will be scheduled to work twelve (12) hours per day. Employees will be required to take 104 workback hours during the calendar year. i. Effective May 30, 2024 (or as soon as configurated) Lieutenants working 12-hours shifts will be paid actual hours worked and required to take 110 hours of unpaid workback hours during the calendar year.

ii. Effective December 26, 2024 all employees working 12-hours shifts will be paid actual hours worked and required to take 104 hours of unpaid workback hours during the calendar year.

iii. The work back hours will not be considered overtime hours or paid hours.

iv. Employees will be allowed to use the banked work back hours in lieu of regular scheduled work hours over the course of the calendar year at the approval of the Sheriff or his/her designee.

v. It is the employee’s responsibility to ensure that work back hours are used before the end of each calendar year. If not, a Supervisor may schedule the work back hours at their discretion to ensure all hours are used before the end of each year.

vi. The use of work back hours will not be allowed to create overtime. vii. Workback hours will be pro-rated for new hires and transfers. ii. Overtime For overtime calculation purposes for qualified classifications, the County has declared a twenty eight (28) days (171 hours) “7(k)” work period which is pursuant to the provisions of the FLSA. Overtime compensation at time and one-half (taken as pay or compensatory time) shall be earned when an employee is in excess of his/her regularly scheduled twelve (12) hour shift in any one shift for employees in either FLSA designation. Employees designated under 7(k) of the FLSA that work more than one hundred seventy-one (171) hours in a twenty-eight (28) day work period, shall receive overtime or compensatory time, with the exception of the work back hours.

iii. Other Important Provisions

i. Training When an employee is assigned to attend training and training is less than twelve (12) hours for employees on the twelve (12) hour work schedule, the employee shall pre-arrange with their supervisor to make up the work hours or use banked paid time off to cover the remaining hours, subject to advanced approval by the supervisor.

ii. Holidays Holidays will continue pursuant to Policy #207-Holidays. Employee will be granted 80 hours on January 1 of each year and may be used in increments of up to twelve (12) hours. Holiday hours will be prorated if an officer is assigned after January 1, transfers out of the twelve (12) hour schedule or leaves employment.

iii. Sick Leave Sick Leave will continue pursuant to Policy #214-Sick Leave. Sick leave is earned at 8 hours per month and may be used in increments of up to twelve (12) hours.

iv. Vacation/PTO Vacation and PTO will continue pursuant to policy #218-Vacation and Paid Time Off Policy. Vacation will continue to be earned as a maximum number of hours per years of service and may be used in increments of up to twelve (12) hours.

v. All efforts will be made to avoid fatigue of the employees working the twelve (12) hour work schedule to avoid working more than seven (7) consecutive days at a stretch and no more than sixteen (16) hours straight. This does not include mandatory court appearances or other emergency situations. In case of mandatory court appearances, the employee at their option, can utilize all or part of the court appearance as time worked for their next scheduled shift, if that shift is scheduled less than twelve (12) hours from the end of the court appearance. The employee must notify their supervisor in advance so arrangements for proper coverage can be made.

E. Circuit Court

1. Hours of Work

i. Bailiffs shall be scheduled for court hearings and trials, as needed. Bailiffs shall be paid a minimum of four (4) hours per day for court hearings and trials. ii. Bailiffs may be required to attend meetings and trainings. Bailiffs shall be paid a minimum of two (2) hours per day for meetings and trainings.

IV. PROCEDURE

None

On occasion it is considered to be in the mutual best interest of Dodge County and its employees to allow two employees to share (job share) one full-time position. It is at the Department Head’s discretion as to whether job sharing will be allowed for a certain position, and this decision should be reviewed at least annually in conjunction with the budget process.

The County Administrator has final approval over whether a position may be job shared. The County reserves the right to at any time and for any reason rescind the decision to allow job sharing of a position. The job share arrangement must not result in increased costs to, the County, including administrative and overtime compensation. For purposes of budgeting, departmental organization, and staffing considerations such as layoff and recall, the position which is job-shared will be considered one regular full-time position.

The job share employees are responsible for coverage of the position during normally scheduled hours. These employees are responsible for communicating with each other to assure such coverage. The schedule must be approved by the unit supervisor. The employee scheduled to work a particular day/time will be expected to work and will be held accountable for any work missed, unless the supervisor has approved a change to the work schedule. If either employee desires regular full-time status, he/she will be given consideration for other positions based on the existing procedure for requesting consideration for a different position.

If either employee vacates their portion of the job share position, and should the County have any problem refilling that vacancy, the County may require the remaining employee to return to regular full-time status either temporarily or on a long-term, continuing basis. If the job-share is initiated as a result of one or more employees requesting a voluntary reduction in the number of hours he/she was working prior to the effective date of the job share, that/those employee(s) reduction in hours may be considered a "quit" for purposes of Wisconsin Unemployment Insurance. Any wages that he/she may earn while working the reduced hours of the job share may not be used to satisfy the quit re-qualification provision.

All employees and elected and appointed officials are issued a photograph identification card through either the Human Resources Department or the Sheriff’s Department. Identification cards will have the individual’s first and last name on the front of the card. For reasons of safety or security a department head may recommend that only the employee’s first name be printed on the front of the card, and if the request is granted by the Human Resources Director or the Director’s designee, the employee’s first and last name will be printed on the back of the card.

Identification cards may also be issued to individuals providing volunteer or special services and for whom the respective department head has requested that they be issued a card. Employees of the Sheriff’s Department and Clearview will be issued photograph identification cards which will also be used for time reporting and/or building access. Clearview employees will make arrangements immediately to have any lost cards replaced.

A Sheriff’s Department employee who looses or forgets his or her identification/access card may be issued a temporary access card for a period of no more than one week, and the employee will be required to obtain a new identification/access card after one week. Department Heads who routinely have volunteers, contractors, visitors and clients accessing their work area will be issued temporary access cards, without photograph or individual identification, which will be provided on a daily basis to the non-employee for identification as a person with authorized access. Upon completion of business, and/or no later than the end of the business day, the temporary ID card must be returned to the Department Head authorizing the ID card.

Exceptions: Employees with ID Badges may escort visitors, clients, etc. as business needs require. Immediate family members visiting residents of Clearview do not need to be issued identification cards.

Display

All employees and Elected and Appointed Officials will wear their identification card so it is visible whenever performing duties relating to their County employment or representation. The card will be worn on the front of the outermost garment, with the name and photograph visible. The exception to this is employees who routinely work outdoors, such as Highway, Land Resources and Parks, and Sheriff’s Department employees, who will carry the identification card with them at all times when performing duties relating to County employment, and will provide the card upon request.

Replacement

Employees losing their badge must report the loss immediately to the issuing department, i.e., Human Resources Department or the Sheriff’s Department. Employees losing or damaging their identification card must have another card made at a charge to the employee of five dollars ($5.00). Charges for replacement of an identification/access card will be eight dollars ($8.00). If the replacement is necessary due to ordinary wear and tear in the course of employment, name change, or change of department or employment status, the five dollar ($5.00) or eight dollar ($8.00) fee will not be charged to the employee.  Should an employee later find his/her lost card, either it or the replacement must be surrendered to the employee’s department head or supervisor.

Unauthorized Use

Allowing use of the card by any other person, or other unauthorized use, is considered to be a serious infraction and may be grounds for disciplinary action which may include immediate suspension or termination.

Return

Identification cards remain the property of Dodge County and must be returned to the issuing department, i.e., Human Resources or Sheriff’s Department, at the time of termination on or prior to the employee’s last day of work.

Policy Enforcement

Department heads and supervisors will be responsible for enforcing this policy, and for reporting any serious violations of the policy to the Human Resources Department. Employees found to be in willful violation of the policy may be disciplined.

When new positions are created, or when it is determined that an existing or anticipated job vacancy will be filled, current Dodge County employees will be made aware of the job opportunity by means of a job posting procedure. A notice of the job opportunity will be posted in a designated area within each department for a period of time as determined by the Department Head and the Human Resources Department. Unless unusual circumstances warrant different consideration, this period of time will be a minimum of five (5) working days, excluding weekend days and holidays.

Current employees who indicate interest in the posted position will be given consideration, and external candidates may be considered at the same time. Selection of the individual to fill the open position will be based upon the individual’s qualifications for the position, including education, work experience, job performance, skills and abilities, and attendance. Prior experience performing the duties specific to the position, as well as familiarity with the operations of the department and the County will be considered desirable qualifications.

I. PURPOSE

The purpose of this policy is to establish guidelines regarding employee promotions, lateral transfers, progressions and demotions.

II. POLICY

It is the policy of Dodge County to provide employees with opportunities to enhance their career in a process that ensures fairness, consistency, and transparency for promotions, lateral transfers, progressions and demotions.

III. STANDARDS

A. Definitions

1. Promotion: Date on which the employee is transferred to a different position that is in a higher paygrade than the current position.

2. Demotion: Date on which the employee is transferred to a different position that is in a lower paygrade either voluntary or involuntary.

3. Progression: Date on which the employee meets the requirements to move to the next level of the position. (i.e. Social Worker I, II or Senior; Clinician I, II, III or IV). The requirements are defined in each respective job description.

4. Lateral Transfer: Date on which the employee is transferred to a different position that is in the same paygrade.

B. Prior to the final decision on step placement or wage rate in the open range in any of the scenarios included in this policy, Human Resources will analyze the transferring employee’s wage rate in relation to the incumbent(s) wage rate(s) and years of direct experience to ensure equity within the classification.

IV. GUIDELINES

A. Promotion

1. Employees will receive a 5% increase or the starting pay of the position, whichever is higher on the date in which the employee is promoted to the new position. If 5% is between two steps, the pay will move up to the next step.

2. Employees who are promoted and whose position is on the Dodge County Compensation Schedule will receive the Cost of Living Adjustment (COLA) increase, as approved by the County Board of Supervisors, on January 1st of each year regardless of the amount of time that employee has been in the position.

3. Employees will receive a step increase on July 1st following the effective date of the promotion, as approved by the County Board of Supervisors. Future wage step/merit increases will follow the Performance Management Policy.

4. The County Administrator, at their discretion, may approve a wage for any step on the Compensation Structure up to market or up to an additional 5%, whichever is greater, under the following circumstances:

i. The employee exceeds the minimum years of direct, related experience detailed in the job description of the position promoting to.

ii. The employee has demonstrated an expertise level in the area of responsibilities for the position promoting to.

iii. Market conditions for difficult to fill positions.

B. Demotion

1. Employees will be placed in a step that provides the least amount of decrease in pay if the pay falls within steps 1-4 of the paygrade of the new position or at least a 2.5% decrease in pay if the pay falls within the open range of the paygrade of the new position.

i. Pay is determined by an analysis by Human Resources based on years of related experience of the employee demoting as well as the years of experience and pay rate of existing employees in the same position.

2. Employees who are demoted and whose position is on the Dodge County Compensation Schedule will receive the Cost of Living Adjustment (COLA) increase, as approved by the County Board of Supervisors, on January 1st of each year regardless of the amount of time that employee has been in the position.

3. Employees will receive a step increase on July 1st following the effective date of the demotion. Future wage step/open range increases will follow the Performance Management Policy.

C. Progression

1. Employees will receive a 2.5% increase in pay or the starting pay of the position, whichever is higher, on the progression effective date. If 2.5% is between two steps, the pay will move up to the next step.

2. Employees in positions on the Dodge County Compensation Schedule will receive the Cost of Living Adjustment (COLA) increase on January 1st of each year regardless of the amount of time that employee has been in new level, as approved by the County Board of Supervisors.

3. Employees will receive a step increase on July 1st following the effective date of the progression, as approved by the County Board of Supervisors. Future wage step/open range increases will follow the Performance Management Policy.

D. Lateral Transfer

1. There will be no adjustment to the employees pay for moving to a new position within the same paygrade.

2. Employees will receive Cost of Living Adjustment (COLA) and the next step/open range increases, as approved by the County Board of Supervisors, as if no position change had occurred.

V. PROCEDURE NA

I. PURPOSE

The purpose of this policy is to clarify employment status positions.

II. POLICY

Employment status positions will apply to all County Departments and operations.

III. GUIDELINES

A. Full-time Employee

1. A full time employee is one who is ordinarily scheduled to work forty (40) hours per week, depending on departmental work weeks, on a regular basis of fifty-two (52) weeks per year.
2. Full Time employees are eligible for all County benefits including: health, dental and life insurance; retirement benefits, longevity (if hired prior to 10/8/2020), vacation or Paid Time Off (PTO) if hired after 01/01/2022, holidays, sick leave, Section 125 flexible spending accounts, Section 457 deferred compensation, voluntary long-term disability, vision, as well as Social Security contributions and Worker's Compensation Insurance.

B. Part-time +20 Hours Employee

A part-time employee is one who is ordinarily scheduled to work twenty (20) or more hours per week depending on departmental work weeks, on a regular basis of fifty-two (52) weeks per year and is eligible for County benefits offered to full time employees on a pro-rated basis, provided the employee meets the eligibility requirements for each benefit. Employees involved in a job-share arrangement are considered part-time employees for the purpose of determining eligibility for benefits.

C. Part-time -20 Hours Employee

A part-time employee at all locations who works less than twenty (20) hours per week is not eligible for County benefits except Social Security and Worker's Compensation, and also benefits offered through the Wisconsin Retirement System based on Employee Trust Funds (ETF) eligibility.

D. Temporary, Flexi-temp, Seasonal and Limited-term Employee

Temporary, Flexi-temp, seasonal and limited-term employees are hired for specific periods of time, are not considered regular employees, and are not eligible for County benefits. Temporary, Flexi-temp, seasonal and limited-term employees who meet WRS eligibility requirements may be eligible for benefits offered through WRS.

IV. PROCEDURE

A. PRORATED HEALTH AND DENTAL INSURANCE

Unless otherwise specified, part-time employees eligible for and enrolled in health insurance, dental insurance or any other prorated insurance benefit must pay a pro-rated portion of the insurance premiums.

1. Premium amounts for new hires are determined based on the full-time equivalence of the position hired for.
2. After a minimum of one year of employment, premium amounts are determined based on the full-time equivalence of the hours paid (excluding overtime) the previous full calendar year.

Layoff

When it is necessary for the County to reduce its workforce, consideration will be given within each department to the services determined to be most critical and/or the availability of funding for positions. The Department Head, in consultation with the County Administrator and the Human Resources Director, will identify the positions that will be subject to layoff. Advance notice of at least two weeks, whenever possible, will be given to the effected employee. When a decision must be made between two or more employees holding the same position as to which employee is to be laid off, consideration will be given to job performance, skills and abilities, attendance and length of service.

When all other qualifications are relatively equal consideration will be given to retaining the employee with the greatest length of service. An employee who is notified of layoff may request that special consideration be given to his/her ability to perform the current duties and responsibilities of another position within the department, without further training or familiarization. The determination of whether to retain the employee will be at the sole discretion of the Department Head and will be made on a case by case basis.

Recall from Layoff

An employee who has been placed on layoff status may be subject to recall within a fifteen (15) month period. When a job opportunity occurs, consideration will be given to employees on layoff status concurrently with other internal and external candidates. An employee on layoff who is given consideration for a job opening will make himself/herself available to discuss the position with the Department Head or his/her designee. An employee on layoff who is offered recall to the position must accept or decline the position within one week of the offer, and must return to work within two weeks of having accepted the position, or at a later date as determined by management.

An employee on layoff who declines an offer of employment without sufficient reason as determined by management is considered to have voluntarily terminated his/her employment. Employees on layoff who do not respond when contacted (generally within one week of contact) will be considered to have voluntarily terminated their employment relationship with the County.

When an employee is considered to have voluntarily terminated as described herein, a notification will be sent to the employee at his/her last known address. An employee on layoff who for good reason was unable to respond in a timely manner, whether due to severe illness, prolonged travel or similar type of reason, may appeal the voluntary termination to the Human Resources Director within a two week period of the attempted contact. The decision of the Human Resources Director will be final and will not be considered a decision related to discipline.

Eligibility for certain benefits and consideration under certain policies and procedures are based on the length of service of an employee. Regular full-time and regular part-time employees will accrue credit for length of service based on actual paid time earned and received by that employee.

While an employee’s length of service may qualify him/her for a specific level of benefit (i.e., one week of vacation after six months, two weeks of vacation after one year, etc.), periods of unpaid absence will not be considered in the calculation of the level of benefit that a non-exempt employee will be credited with for the year.

In other words, a non-exempt employee who has unpaid time will have his/her benefits pro-rated based on the calculation of his/her paid time over the period of the prior year in comparison to fulltime hours for his/her position, i.e., accrued vacation that is available on the employee’s next anniversary date will be pro-rated based on his/her paid time since the employee’s last anniversary date.

In addition to vacation, other benefits that may be pro-rated based on unpaid time include holiday pay, longevity and sick leave accrual. Part-time benefit-eligible employees will 13 08/05/14 also have their benefits pro-rated. Refer to the specific policy for each benefit for further information. Employees on military leave will be entitled to all benefits and seniority rights afforded them under federal or state law.

Dodge County will follow an established orientation procedure. Where applicable, all new or promoted County employees will receive orientation of all necessary policies and procedures, including Harassment Prevention training.

On the first day of employment, or the first opportunity during the first payroll period, all new employees will meet with the immediate supervisor or his/her designee who will advise the new employee of all general conditions of employment such as County rules, hours of work, pay and the privileges and responsibilities of the position. Each employee will also receive a copy of his/her job description and other relevant literature.

The department head and/or supervisor will orient each new employee to the conditions related to his/her job and worksite. This will include introductions to fellow workers, work standards, workplace safety including Hazard Communication, break periods, supplies and so on. An Orientation Checklist will be completed covering all pertinent items.

The Dodge County Insurance and Benefits Coordinator or a designee will meet with new employees on the first day of employment or as soon as possible thereafter to obtain information necessary for personnel records, and provide orientation and enrollment in benefits for which the employee is eligible.

All new full-time employees will serve a six (6) month orientation period. The orientation period may be extended by any days the employee is absent due to unpaid leave of absence or other extended absences. New part-time employees will serve orientation period equal to six (6) months of full-time hours. A new hire orientation period may be extended beyond the six (6) month period if the Department Head determines that an additional amount of time is needed to effectively evaluate the employee’s ability to assume the responsibilities of the position.

The orientation period for new full-time employees of the Sheriff’s Department will be one year. For new full-time Sworn Officers the one year period begins upon the completion of the FTO Program. For new full-time Non-sworn Correctional Officers and Communications Officers the one year period begins upon the completion of the CTO Program. An employee who is transferred into a different position may be required to serve an orientation period of up to ninety (90) days in the new position.

The Department Head will make the determination of whether the employee will serve an orientation period, determine the length of the orientation period, and will make the determination at any time during the orientation period whether the employee has shown the ability to assume the responsibilities of the position. An orientation period may be extended if the Department Head determines that an additional amount of time is needed to effectively evaluate the employee’s ability to assume the responsibilities of the position.

I. PURPOSE

The purpose of this policy is to clarify payment of overtime pay for non-exempt personnel for the various departments and divisions and to also ensure compliance with the varied Fair Labor Standards requirements associated with County operations.

II. POLICY

Payment for all approved overtime hours worked in excess of 40 hours per week will be compensated at 1½ times the employee’s regular rate of pay, unless stated otherwise. Overtime pay varies by department and position. Certain positions may provide for a schedule of work that includes hours in excess of eight (8) per day or a schedule that includes work on a weekend day. Those positions will be compensated for overtime worked in excess of the normal schedule for that position, if the total hours worked are considered a full-time schedule. Overtime is paid in increments of 15 minutes. Any overtime worked less than eight (8) minutes will not be considered for compensatory time or overtime pay. No Employee may take less than fifteen (15) minutes compensatory time off at one time. Specific policies for specific departments are noted in the following paragraphs. If a department is not noted, overtime is paid after 40 hours in a workweek.

III. GUIDELINES

A. Clearview Employees

1. There will be no overtime paid for traded days requested by employees unless the time worked would otherwise qualify for overtime, i.e. work on Sunday
2. Employees who are scheduled to work holidays or are called back to work after the end of the work day will be compensated at one and one-half (1½ ) times the normal rate of pay
3. Overtime calculation for Clearview employees will be based on one of the following two assigned pay classifications. The overtime rule is identified in each position posting. a. 8 hours per day and 80 hour per pay period, which is defined by rule 778.601 under Sections 7 (j) of the Fair Labor Standards Act (FLSA). b. 40 hours per week as defined by the provisions contained in the Fair Labor Standards Act (FLSA).

B. Highway Department

1. Hours worked on weekends and holidays will be compensated at 1½ times the employee’s regular rate of pay. Work performed on Christmas Day will be compensated at double time.
2. Hours worked in excess of eight (8) hours (which are paid at the employee’s regular rate of pay) will be compensated at 1½ times the employee’s regular rate of pay. During the months in which summer hours are in effect those employees who are subject to the summer hours will be compensated at 1½ times the employee’s regular rate of pay for hours worked in excess of ten (10). Exception: Employees who begin work prior to 7:00 a.m. (6:00 a.m. during the summer) will be paid at 1½ times their regular rate of pay for hours worked prior to 7:00 a.m. Employees who begin work after 7:00 a.m. will be paid at 1½ times their regular rate of pay for hours worked in excess of eight (8) in a day (ten (10) hours during the period that summer hours are in effect) their regular rate of pay for hours worked prior to 5:00 a.m.

C. Sheriff’s Office

Sheriff’s Office Employees Overtime calculation for additional work performed other than on a normal, regular scheduled workday will be based on Section 7(k) of the Fair Labor Standards Act. Employees will receive 1½ times their regular rate of pay for all hours worked in excess of their normal, regular scheduled workday except for the following:

1. Sheriff’s Office Sworn Employees: Any Employee who works for more than eight (8) hours in any twenty-four (24) hour period at his/her own request and who is not required to do so by the County will not be entitled to overtime for such work.
2. Officers participating in the One-on-One Squad Program may be called to duty one (1) hour prior to and held over one (1) hour after their scheduled shift at their regular rate of pay. If a One-on-One officer, while working regularly scheduled shift, is given an assignment that would require him/her to work beyond their normal shift, hours will be eligible for overtime pay. This shall not apply to assignments that are anticipated to be less than one hour in duration, for example, escorts, special traffic enforcement, traffic control or prisoner transports.
3. Sheriff’s Office Non-sworn Employees: Any Employee who works for more than eight (8) hours in any twenty-four (24) hour period at his/her own request and who is not required to do so by the County will not be entitled to overtime for such work.
4. The Relief Communication Officers and Relief Corrections Officers will not receive overtime compensation unless they average thirty-seven and one-half (37.5) or more hours in a six (6) week period.
5. If an employee is requested to work a second consecutive shift, it will be at 1½ times their regular rate of pay.

IV. PROCEDURE

A. Overtime Pre-Approval

1. Any employee overtime hours must be pre-approved by the employee's supervisor or department head. Non-exempt employees cannot authorize any overtime hours of work for themselves or any other employee.
2. Employees who request to work outside of their normal schedule will have such overtime hours preapproved by their supervisor or department head.
3. When an unusual circumstance occurs which results in an employee performing essential work beyond his/her normal schedule without preapproval, the employee will discuss the matter with his/her Department Head as soon as possible and the Department Head will make the determination of whether overtime payment will be approved after the fact or whether the employee will be required to adjust his/her work schedule within the balance of the current work week to accommodate the additional time worked.
4. Employees requesting overtime hours must complete and submit a request for overtime hours form to their supervisor or department head for pre-approval.
5. Employees who do not comply with pre-approval or the alternate method of approval after-the-fact may face disciplinary action.
6. Individual departments may establish overtime work conditions which may waive the preapproval rule. Such conditions will be posted by the department head for their employees.

Overtime will be generally be assigned to the employee most qualified to perform the work. Whenever feasible, employees working in the same job classification and generally performing the same job duties will be given the opportunity to be trained to perform duties that routinely result in overtime. The Department Head may assign overtime on a rotation basis if two or more employees are equally qualified to perform the overtime work.

I. PURPOSE

The purpose of this policy is to provide guidelines to employees on earned compensatory time.

II. POLICY

A. Non-exempt employees (see below for Sheriff, Clearview and Highway), may earn compensatory time at the rate of time and one-half (1-1/2) and may elect the time off in lieu of overtime payments. Compensatory time may be accumulated into a running account up to a maximum of two hundred forty (240) hours. All hours accumulated above the maximum will be paid out to the employee on the next appropriate check.

B. Compensatory time is for overtime already worked. Employees may not take compensatory time off and then work the overtime.

III. STANDARDS

A. Sheriff’s Office

1. Non-union employees are allowed to convert a combined total of eighty (80) hours of their vacation and holiday pay to compensatory time per calendar year. Vacation conversions must be done by the first pay date in December of each year. Holiday pay will not be allowed to be converted except for the first pay date in December of each year.
2. Sworn Association employees will follow the Sworn Association Agreement.

B. Clearview

1. Only designated employees in office/clerical positions may be eligible for compensatory time.
2. Clearview Department Heads and Assistant Department Heads may be eligible for flex time for hours worked beyond their regular schedule. Flex time is defined as one hour for each hour worked beyond the regular schedule and is limited to a maximum of 40 hours. 

C. Highway

1. Non-exempt employees, may earn compensatory time at the rate of time and onehalf (1-1/2) and may elect the time off in lieu of overtime payments. Compensatory time may be accumulated into a rolling account up to a maximum of eighty (80) hours. All hours accumulated above the maximum will be paid out to the employee on the next appropriate check.

IV. PROCEDURE

A. All compensatory time accounts will be paid out to the Employees on the first pay date in December, in order to bring the compensatory time accounts to zero.

B. Employees will not be allowed to earn or use any compensatory time in the month of December and will be paid overtime in lieu of earning compensatory time.

V. GUIDELINES

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The payroll period is two weeks and begins on a Thursday and ends on a Wednesday for employees of Clearview, and for all other employees begins on a Saturday and ends on a Friday.

Payday for County employees is every other Friday. The payroll earnings and deductions statement that an employee receives will indicate regular hours worked, the employee's rate of pay, overtime hours worked and all deductions made, within the limits of the payroll system.

To allow sufficient time for preparation of payrolls, an employee’s salary is delayed for one week following the period in which it is earned so that the Friday payroll deposit covers the work performed during the payroll period ending one week previous. Payrolls for Highway Department employees are delayed for two weeks.

Dodge County requires mandatory direct deposit of all payroll earnings into an account at a U.S. financial institution of the employee’s choice.

Certain deductions from your pay must be made. Federal laws require that income and social security taxes be withheld from your check.

State Laws require the withholding of an additional amount for income tax purposes. Employees may authorize additional deductions, for United Way contributions, life insurance, credit union, deferred compensation, etc. Non-court ordered wage assignments (garnishments) will not be honored.

Dodge County reserves the right to limit the number of payroll deductions according to the capabilities of the payroll system.

I. PURPOSE

The purpose of this policy is to adopt an equitable performance management system focused on creating a work environment in which employees are empowered to perform to the best of their ability. Managers play a critical role in the performance management system and are responsible for clarifying job duties, defining performance standards, and discussing and documenting performance throughout the year.

II. POLICY

A. PERFORMANCE EVALUATIONS

1. Performance evaluations are based on the principle of no surprises – nothing should appear on the performance evaluation that the employee has not seen or heard before. The performance evaluation process requires equal participation of employees and managers.

2. Employees shall receive a formal objective performance evaluation annually. The performance evaluation shall be based only on job related behavior and reflects the cumulative performance of the employee throughout the review period. Events that occurred outside of the rating period shall not be included.

3. All annual performance evaluations must be completed in UKG Pro.

a. Employee self-assessments are launched six weeks prior to the employee’s anniversary date and due one month prior to the employee anniversary date.

b. Employee annual evaluations are launched to the managers one month before the employee’s anniversary date and due on the employee anniversary date.

4. Full time and part time benefit-eligible employees whose position is on the Dodge County Compensation Schedule will progress through the wage schedule based on the employee’s receipt of a “meets expectation” rating on the annual performance evaluation. Those employees in “open-step” will receive an openstep increase, as established in the annual budget.

a. Newly hired employees will be eligible for the yearly step or “open-step” increase after completing at least 6 months of employment.

5. Performance Ratings The performance ratings are the objective opinion of the manager based on expectations. The Human Resources Department will review all annual performance evaluations to ensure proper documentation and justification is provided. An overall score of Meets Expectations is defined as no more than two (2) competencies scored as “Needs Improvement” for non-supervisory staff and no more than three (3) competencies as “Needs Improvement” for supervisory staff.

Score Definition

1. Needs Improvement: Indicates a need to acquire skills, additional knowledge, and/or experience in the competency area. May need additional training. Scores in this area may be attributed to being new to the position or responsibility.
2. Meets Expectations: Has an understanding and grasp of the essentials to accomplish the duties assigned in the competency and position. Rarely needs direction; anticipates and provides assistance. Meets the competency within the scope of the position’s job responsibilities, skills and knowledge of the job description, including any assigned specialty areas.

An employee who believes the performance rating is unfair or inaccurate may contest the evaluation as an appeal by rejecting the electronic evaluation and submitting a written rebuttal with examples and documentation to the manager within 10 days of receiving the evaluation. The manager will review and meet with the employee within 10 days of the written request to discuss and reconsider the evaluation. If the employee is dissatisfied with the outcome, the employee may submit a written appeal to the Department Head within 10 days. The Department Head must respond with a decision within 10 days. The Department Head decision is final with no other appeal option. Upon completion of the appeal process, the employee must electronically accept the evaluation to indicate completion of the appeal process, regardless if the employee agrees with the evaluation. All appeal documentation must be submitted to Human Resources upon completion of the appeal process for the employee file.

B. EMPLOYEE TRANSFER

An employee who is transferred into a different position may be required to serve an orientation period. The Department Head will make the determination of whether the employee will serve an orientation period, determine the length of the orientation period, and will make the determination at any time during the orientation period whether the employee has shown the ability to assume the responsibilities of the position. An orientation period may be extended if the Department Head determines that an additional amount of time is needed to effectively evaluate the employee’s ability to assume the responsibilities of the position or may be extended by any days the employee is absent due to unpaid leave of absence or other extended absences.

C. NEW HIRE ORIENTATION PERIOD

All new full-time and part-time benefit eligible employees will serve a six (6) month orientation period. The orientation period may be extended by any days the employee is absent due to unpaid leave of absence or other extended absences. A new hire orientation period may be extended beyond the six (6) month period if the Department Head determines that an additional amount of time is needed to effectively evaluate the employee’s ability to assume the responsibilities of the position. The orientation period for new full-time Correctional Officers and 911 Communications Officers employees of the Sheriff’s Office will be one year. Please see the Sworn Association Agreement for probationary period requirements for Sworn Association employees. Managers will be required to complete two orientation period evaluations, one at 3 months of employment and one 2 weeks prior to six months of employment. If the Department Head decides to extend the orientation period they must communicate in writing to the Human Resources Director the reason(s) why the extension is needed prior to the expiration of the six (6) month orientation period.

III. STANDARDS

A. FAILURE TO MEET PERFORMANCE STANDARDS

Throughout employment, managers should have ongoing conversations with all employees about their performance. Employees need to be coached and counseled at the first signs of performance problems to facilitate improvement. In some cases, an employee may need additional training or resources to be able to fully perform in his or her job. Whenever possible, informal feedback, coaching, additional training and/or the development of a performance improvement plan should be conducted prior to any disciplinary procedures depending on the severity of performance deficiency. However, according to Policy 105-Discipline, “certain types of employee problems are serious enough to justify either a suspension or termination of employment without going through the progressive discipline steps.”

1. A Performance Improvement Plan (PIP) is a tool to provide an employee with performance deficiencies the opportunity to succeed. It may be used to address failures, to meet specific job goals or to improve behavior-related concerns. Outcomes of a PIP may vary, including improvement in overall performance; the recognition of a skill or training gap; or possible employment actions such as a transfer, demotion or termination.

IV. PROCEDURE

A. PERFORMANCE IMROVEMENT PLAN (PIP)

1. Department Heads must contact the Human Resources Department to discuss whether a PIP is the appropriate action for the situation.

2. The PIP must include: a. Information on what acceptable performance levels are and how the employee's current performance is deficient. Specifics regarding the unacceptable performance should be given including dates, data and detailed explanations. Attach the job description and any relevant employer policies to further clarify expectations.

b. Specific and measurable objectives that are achievable, relevant and time-bound (otherwise known as SMART goals).

c. Guidance on what management will do or provide to assist the employee in achieving these goals, such as additional resources, training or coaching.

d. Details on how often the manager and employee will meet to discuss progress. This is often done once a week, but may vary depending on the circumstances.

e. Clearly stated consequences for not meeting the objectives of the plan. Options may include demotion, transfer to a different position, discipline or termination.

3. The Human Resources Director or his/her designee must approve all Performance Improvement Plans (PIP’s) prior to the plan being issued to the employee.

4. The duration of the PIP will depend on how long it would reasonably take to improve the specific deficiency(s) identified, but will not be in effect for more than one year. The initial PIP document and all follow up documentation will be maintained in the employee’s personnel file.

a. When the employee has responded positively by meeting plan objectives, possibly before the expiration date of the plan, the Department Head with the approval of the Human Resources Director or his/her designee, should formally close the PIP, recognize the employee's success and allow the employee to continue employment. The Department Head should recognize this positive occasion for the employee, however, the manager must also ensure the employee understands that continued good performance is expected.

b. When the employee is committed to improvement, but falls short of the objectives within the established timeline, consideration maybe given to extend the plan to additional time to succeed. Additionally, if objectives were found, in retrospect, to not be realistic or fully within the employee's control, the plan might be ended successfully, based on the improvements achieved. Prior to the extension of the PIP the Department must consult with the Human Resources Director or his/her designee.

c. If an employee is unable to improve or if performance worsens Human Resources must be consulted immediately. With the guidance and involvement of Human Resources, possible reassignment, demotion, discipline or termination should be considered, based on the specific circumstances and under Policy 105-Discipline.

V. GUIDELINES

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Personnel files are established and maintained for each active Dodge County employee. These files will be located at Clearview for all employees of Clearview, and in the Human Resources Department in the Administration Building for all other Dodge County employees. Employees may inspect their personnel files per the Wisconsin Open Record Law and must follow procedures in that law.

Employees are required to give at least a two (2) week notice of his/her intent to resign/retire from his/her employment with the County.

Employees who hold a position listed below are required to give a thirty (30) day notice of his/her intent to resign/retire from his/her employment with the County. Department Head, Director, Manager, Managing Attorney- DA Office, Child Support Specialist - Lead, Child Support Attorney, Human Services Supervisor, Assistant Finance Director, Assistant Human Resources Director, Assistant Physical Facilities Director, Corporation Counsel, Assistant Corporation Counsel, Superintendent, Captain, Court Commissioner, Assistant Highway Commissioner, Financial Supervisor – Highway, Division Manager, Chief Deputy-Sheriff’s Office, Chief Deputy – Clerk of Courts, Clearview Directors, Assistant Director of Nursing, RN Unit Managers, and Nurse Practitioner.

Any employee who resigns or is discharged and subsequently rehired by the County, requires prior approval of the Human Resources Director. In addition, employee must serve a new orientation period. Employees who fail to report to work for three (3) consecutive business days without notifying the County (Department Head, his or her designee, or the Human Resources Department) of the absence will be considered as having voluntarily resigned as a result of job abandonment.

If the employee is unable to contact the County for any absence, he or she should ask a representative (such as a family member or friend) to do so on the employee’s behalf. If the employee or a representative is unable to contact the County due to extreme circumstances (such as a medical emergency or natural disaster that prohibits the employee or his or her representative to contact the County within three days), the employee or his or her representative must contact the County as soon as practicable to explain the situation.

In extreme circumstances, the County will consider the explanation and its timing before determining if the voluntary resignation will be upheld. A resignation received and accepted by a management representative will be considered final and irrevocable. An employee may in writing, and prior to the effective date of the resignation, make a request to rescind the resignation, but the employee has no right to demand that the request be approved. The Department Head and the Human Resources Director will render a decision regarding the employee's request to rescind a resignation. Each instance of a request to rescind will be handled on a case-by-case basis and each decision will be without precedent.

All non-voluntary terminations of non-union personnel must be reviewed and approved by the Human Resources Department before such termination can be made. Each termination must be reported to the Human Resources and Labor Negotiations Committee. An employee who  has been terminated involuntarily, or who has voluntarily terminated his/her employment in lieu of non-voluntary termination, is not eligible for re-hire without the approval of the Human Resources Director.

All employees who terminate employment with Dodge County will return all items that are the property of the employer. Upon termination, an employee will return all County property and complete the appropriate form verifying that the property was returned.

The completed form will be signed by the employee and copies will be given to the employee and the department head. The original copy will be sent to the Human Resources Department to be placed in the employee's personnel file.

Building Keys/ Proximity Cards

Issuers of keys, proximity cards and fobs on behalf of the committees will be the Director - Physical Facilities Maintenance for the Administration and Office Buildings; Chief Deputy or designee for the Law Enforcement Center, Justice Facility and Detention Facility; the Director - Environmental Services for Clearview and Home Road Buildings; and the Office Manager - Highway for the Highway Department Buildings.

Department Heads will make request of the County Administrator or his/her designee that a key, proximity card and/or fob be issued to an employee who by the nature of his/her job must have access to an office or building other than during our normal hours of operation. The County Administrator has the right to approve or disapprove the issuance of keys, proximity cards and/or fobs and to set limits on the total number that may be issued to any one office or building. Additionally, the Department Head has the right to determine to whom keys, proximity cards and/or fobs may be issued for offices under his/her direction. The County Administrator has the right to affirm or reverse the Department Head’s decision.

The Department Head and/or the Human Resources Director may require an employee or all employees to return keys, proximity cards and/or fobs at any time and for any reason. Persons to whom keys, proximity cards and/or fobs are issued will acknowledge receipt by signing the appropriate form which will be maintained in their personnel files. They are expected to safeguard the keys, proximity cards and/or fobs and to limit their usage of the keys, proximity cards and/or fobs to approved county business. A key, proximity card and/or fob is not to be loaned or given to anyone else at any time. Employees who willfully violate this section of the policy may be subject to discipline.

Lost keys, proximity cards and fobs must be reported immediately to the appropriate issuer. If a replacement key, proximity card or fob is desired, the Department Head must make request of the issuer and a new form must be filled out. If an employee looses a key, proximity card or fob the employee will be charged the actual replacement cost per key/proximity card/fob. For the second and any subsequent replacement the employee will be charged $25.00 per key/card/fob with a maximum of $50.00 per incident.

Higher fees applicable to a department may be established by the Department Head, with the approval of the County Administrator, if warranted due to safety or security concerns (e.g. Clearview charges $25.00 for each lost key/proximity card). This will apply to each key, proximity card or fob issued. The Department Head may determine not to replace a lost key, proximity card or fob.

A key, proximity card or fob issuer may request the County Administrator to review any unusual circumstances surrounding lost keys, proximity cards or fobs or a request for replacement. Moneys received for issuance of replacement keys, proximity cards and fobs will be deposited with the County Treasurer or Clearview Financial Services as appropriate.

Union business is expressly limited to that which is authorized and allowed in labor agreements between Dodge County and labor unions representing Dodge County employees. Federal and State laws and regulations will take precedent over this policy language.

It is the policy of Dodge County to prohibit employment discrimination and harassment of any type, including sexual harassment. Dodge County is committed to providing a workplace free from this type of conduct. It is a violation of this policy for an employee to engage in employment discrimination or harassment.

It may also be illegal under state and/or federal law to discriminate in employment on the basis of a protected class as defined by law. Current protected classes include: race, color, creed, ancestry, national origin, age, sex/gender (including sexual harassment), handicap or disability, arrest/conviction, marital status, sexual orientation, military reserve membership, or use or non-use of lawful products during non-work hours or any other characteristic protected by state or federal law.

Further, it is a violation of this policy to engage in harassment of an employee in a protected class, or retaliation against persons who assert their rights under the fair employment laws, family and medical leave laws and other labor standard laws.

Employment Discrimination

Discrimination in employment generally involves the treatment of people less favorably than others because of their protected class in matters such as:

• recruitment and hiring
• job assignments
• pay
• leave or benefits
• promotion
• licensing or union membership
• discipline or discharge
• demotion or layoff
• other employment related actions

Harassment

Harassment is a form of discrimination and means unwelcome conduct, whether verbal, non-verbal, or physical conduct that:

A. is derogatory or demeaning in nature.

B. has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment.

Sexual Harassment

Sexual harassment is a form of sexual discrimination and means unwelcome sexual advances, requests for sexual favors and other verbal, non-verbal, or physical conduct of a sexual nature when:

A. Submission to that conduct is made either explicitly or implicitly a term or condition of employment (hiring, termination, etc.).

B. Submission to or rejection of such conduct by an individual is used as the basis for employment decisions (promotion, pay increase, performance appraisal, etc.).

C. The conduct has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment.

Examples of prohibited sexual harassment conduct under this policy include, but are not limited to, the following:

A. Verbal harassment includes sexual innuendoes, sexual comments, jokes of a sexual nature, sexual propositions, and threats.

B. Non-verbal harassment includes sexually suggestive objects or pictures, graphic commentaries, suggestive or insulting sounds, leering, whistling, and obscene gestures.

C. Physical harassment includes unwanted physical contact, including touching, patting, pinching, hugging or intentionally brushing the body, coerced sexual intercourse, and assault.

Reporting Responsibility

Any employee or applicant who feels that he or she has been the subject of discrimination in employment or feels that he or she has been harassed (including sexual harassment) should report the complaint in a timely manner to his or her immediate supervisor, or the next level of supervision, or to the Human Resources Director or the Human Resources Analyst. In addition, if any employee or applicant feels that he or she has been sexually harassed by a member of the public or a service provider during the course of employment, the employee should report the complaint in a timely manner to his or her immediate supervisor, or the next level of supervision, or to the Human Resources Director or the Human Resources Analyst.

There will be no reprisals against any employee or applicant for making such a report, however false accusations will result in severe disciplinary action, up to and including termination. Dodge County is obligated to and will conduct a prompt and thorough investigation of all reports of or complaints of discrimination in employment or harassment.

All reports of harassment or discrimination will be promptly and immediately investigated by the Human Resources Director or his/her designee. Dodge County will make every effort to keep the complaint and its investigation confidential, except as may be reasonably necessary to successfully complete the investigation. Investigation of a complaint will normally involve conferring with the parties involved and any named or apparent witnesses.

The Human Resources Director or his/her designee may determine that the circumstances of the case warrant that the individual accused of the discriminatory or harassing conduct be placed on a suspension during the investigation process. Should this occur, the suspension will, depending on the facts and circumstances, be without pay. If the allegations prove not to constitute discrimination or harassment, the employee will return to work with pay, retroactive to the date of suspension.

Disciplinary Action

If the allegation of discrimination in employment or harassment is found to be credible, appropriate corrective action will be taken. Substantiated incidents of discrimination or harassment, including sexual harassment, on the part of a county employee will be treated as a disciplinary infraction, with penalties up to and including termination.

The determination of the action to be taken, including termination, will be based on the facts on a case-by-case basis. It will be a violation of this policy for any person who learns of the investigation or complaint to take any retaliatory action that affects the work environment of the complainant or any person involved in the investigation. Participation in a retaliatory action may result in discipline up to and including discharge. Every supervisor is responsible for promptly reporting, and documenting in writing, any complaint or suspected act of discrimination in employment or harassment to the Human Resources Director or the Human Resources Analyst.

Failure to report or adequately address such harassment will result in disciplinary action. It is illegal and against the policy of Dodge County for any worker, male or female, to harass another worker by: making unwelcome sexual advances or favors or other verbal or physical conduct of a sexual nature a condition of any worker's employment; using a worker's submission to or rejection of such conduct as the basis for or as a factor in any employment decision affecting the individual; or otherwise creating an intimidating, hostile or offensive working environment by such conduct.

The creation of an intimidating, hostile or offensive working environment may include such actions as persistent comments on a worker's sexual preferences or the display of obscene or sexually oriented photographs or drawings. The employer will not condone any sexual harassment of its employees. All workers, including supervisors and managers, will be subject to severe discipline, up to and including discharge, for any act of sexual harassment they commit.

I. PURPOSE

The purpose of this policy is to define employee starting wages.

II. POLICY

It is the policy of Dodge County to establish progressive wage scales for all employees and includes starting wages.

III. GUIDELINES

A. New Hires

1. New employees are generally paid the starting wage for their job classification although when training, experience, market conditions or other similar circumstances dictate, they may be paid a higher starting wage as follows:

i. All starting salaries above the start step for new full time or part-time employees, and other salary adjustments, other than general increases approved yearly by the County Board, will first be approved by the County Administrator or his/her designee.

ii. All starting salaries above the established market rate on the Dodge County Compensation Structure for non-union employees must be approved by the Human Resources Committee for final approval.

iii. All approved salary and wage changes, as noted above, must be processed through the Human Resources Department before the Finance Department allows any new salaries or adjustments to be paid.

B. Transfers

Please see Policy #113.2 Employee Promotions, Lateral Transfers, Progressions, Demotions

V. PROCEDURE NA

I. PURPOSE

The purpose of this policy is to clarify payment of shift and weekend differential pay for nonexempt personnel for the various departments.

II. POLICY

Polices for specific departments are noted in the following paragraphs. Eligibility is determined by employee’s current position. Shift premium is payable only for actual hours worked during designated shift periods. For shift swaps or trades; the employee working the shift will receive the shift differential for the hours worked.

III. GUIDELINES

A. Clearview Employees

1. Shift Differential

a. Clearview employees in the following positions will be eligible for shift differential for working a PM and/or NOC shift: Household Assistant II, Nurse Tech, Licensed Practical Nurse, and Registered Nurse.

b. For purposes of this policy, a PM shift is defined as any shift that starts at 2:00 p.m. or after. A NOC (third) shift is defined as any shift that starts at 10:00 p.m. or after.

c. A shift differential of two dollars ($2.00) per hour will be paid in addition to the employees set base wage, determined by employee’s current position. Shift premium is payable only for actual hours worked during the PM and/or NOC shift.

d. Dietary staff (with the exclusion of Food Service Worker Students), Life Enrichment Assistants, LPN’s and RN’s working a cross-shift are eligible for the two dollars ($2.00) per hour shift differential for time worked beginning at 2:30p.m.

2. Weekend Differential

a. All Clearview employees will be eligible for weekend differential. For purposes of weekend differential, a weekend is defined as a shift that starts on or after 10:00 p.m. on a Friday and ending at 10:30 p.m. on a Sunday.

b. Weekend differential will be paid at three dollars ($3.00) per hour in addition to the employee’s set base wage, determined by employee’s current position. Weekend differential is payable only for actual hours worked on a weekend as defined by this policy.

c. Employees will be eligible for both shift differential and weekend differential if working a qualified shift simultaneously as defined by this policy.

B. Physical Facilities Maintenance (Non-Clearview)

1. Shift Differential

a. Split Shift: 12:00 p.m. to 2:00 p.m .will receive a forty cent ($.40) per hour shift premium for hours worked.

b. Second Shift: 2:00 p.m. to 4:30 a.m. will receive a fifty cent ($.50) per hour shift premium for hours worked.

c. Shift premium is payable only for actual hours worked during designated shift periods

2. Weekend Differential

a. Weekend differential will be paid at two dollars ($2.00) per hour in addition to the employee’s set base wage, determined by employee’s current position. Weekend differential is payable only for actual hours worked on a weekend as defined by this policy. For purposes of weekend differential, a weekend is defined as a shift that starts on or after 6:00 p.m. on a Friday and ending at 6:00 a.m. on a Monday.

b. Employees will be eligible for both shift differential and weekend differential if working a qualified shift simultaneously as defined by this policy.

C. Sheriff’s Office

1. Non-Association Employees

a. Shift Differential

1. 12-hour Swing Shift:

An employee shall receive an additional fifty cent ($.50) per hour shift premium for each hour worked whose scheduled shift is designated as a swing shift assignment with an identified start and end time. Swing shift assignments will commence between 10:00 am and 4:00 pm.

2. 12-hour Night Shift:

An employee shall receive an additional seventy-five cent ($.75) per hour shift premium for each hour worked whose scheduled shift is designated as a night shift assignment with an identified start and end time. Swing shift assignments will commence between 5:00 pm and 4:00 pm.

3. 8-hour Evening Shift:

An employee shall receive an additional fifty cent ($.50) per hour shift premium for each hour worked whose scheduled shift is designated as an evening shift assignment with an identified start and end time. Evening shift assignments will commence between 12:00pm and 7:00pm

b. Weekend Differential (Non-Administration Jail,911 Communications, and Lieutenants)

1. Weekend differential will be paid at two dollars ($2.00) per hour in addition to the employee’s set base wage, determined by employee’s current position. Weekend differential is payable only for actual hours worked on a weekend as defined by this policy. For purposes of weekend differential, a weekend is defined as a shift that starts on or after 6:00 p.m. on a Friday and ending at 6:00 a.m. on a Monday. For Lieutenants, a weekend is defined as a shift that starts on or after 5:00 p.m. on a Friday and ending at 6:00 a.m. on a Monday
2. Employees will be eligible for both shift differential and weekend differential if working a qualified shift simultaneously as defined by this policy.

2. Sworn Association

a. Please refer to the Sworn Association Agreement for information regarding shift differentials.

D. Land Resources and Parks

1. Weekend Differential

a. Weekend differential will be paid at two dollars ($2.00) per hour in addition to the employee’s set base wage, determined by employee’s current position. Weekend differential is payable only for actual hours worked on a weekend as defined by this policy. For purposes of weekend differential, a weekend is defined as a shift that starts on or after 6:00 p.m. on a Friday and ending at 6:00 a.m. on a Monday.

b. Employees will be eligible for both premium holiday and weekend differential if, working a qualified holiday simultaneously as defined by this policy.

IV. PROCEDURE

None

On Call Pay

Designated employees in the Human Services Department, Information Technology Department and Physical Facilities Department who are assigned "on call" duty will receive three dollars and fifty cents ($3.50) per hour. In the event an individual is called in, he/she will receive compensation as per policy 119. An Employee who is "on call" over a holiday will be granted a substitute day off with pay upon request in which case they will only receive "on call" pay for such holiday. The County reserves the right to assign on-call duties to any qualified employee of the Human Services Department or make any other necessary coverage arrangements.

Highway Department

Employees are required to be available on a call-in basis, 24 hours a day, 7 days a week, when weather or other conditions may require. Employees will be given advance notice of when the on-call period begins and when it is no longer in effect (normally in effect during the period between November 15th and April 1st). Employees will receive an additional $100.00 per pay period for the pay periods for the winter season. For this purpose only, employees are eligible for the additional $100.00 per pay period beginning with the first full pay period on or after November 15th and will continue to receive the additional $100.00 per pay period through the full pay period ending on or immediately following April 1st. The employee will not be eligible for the additional $100.00 for the pay period, if anytime during the pay period the employee is excused and unavailable from on-call availability, fails to respond within 1 hour of notification, is on paid sick time, unpaid time, or on an approved leave of absence, FMLA, Dodge County General Medical Leave, or Dodge County Unpaid Leave, calls using unscheduled PTO, and unapproved time off. Provisions will be made to allow up to a total of four (4) employees department-wide to be excused from response if a written request was given to the supervisor 48 hours in advance and approved by the supervisor. The four employee total includes persons previously approved for vacation. Employees that are not excused from response and fail to report to work within 1 hour of notification will receive a counseling each time they fail to respond. The Highway Commissioner or his designee will determine the appropriate time to begin disciplinary action based on repeated counseling’s. It is recognized that some highway department positions will be exempt from this requirement.

I. PURPOSE

The purpose of this policy is to clarify payment of Special Assignment Pay for non-exempt personnel for the various departments.

II. POLICY

Polices for specific departments are noted in the following paragraphs. Eligibility is determined by employee’s current position and specific work performed. Special Assignment Pay is payable only for actual hours worked during designated work time.

III. GUIDELINES

A. Physical Facilities Maintenance (Non-Clearview)

1. Physical Facilities non-exempt employees assigned to work on in the jail will receive hazardous pay equal to an additional ten dollars ($10.00) per hour in addition to their regular rate of pay for actual hours worked in the jail while performing hazardous materials removal services.

B. Sheriff’s Office

1. Corrections Training Officer and Communications Training Officer (CTO) a. Employees who are assigned as Corrections Training Officer and Communications Training Officer (CTO) will receive an additional one dollar and twenty-five cents ($1.25) for all hours worked as a CTO.

2. Intake Specialist a. Employees who are assigned as an Intake Specialist will receive an additional fifty cents ($0.50) for all hours worked as an Intake Specialist.

3. Field Training Officer (FTO) a. Employees who are assigned as a Field Training Officer (FTO) will receive an additional one dollar and twenty-five cents ($1.25) for all hours worked as a FTO.

4. SWAT Team a. SWAT Team members shall be paid three hundred ($300.00) dollars per year for their services on this special team.

5. PREA Investigator

a. Employees trained and implementing Prison Rape Elimination Act (PREA), to include training, investigation, reporting and attending meetings will receive an additional one dollar and twenty-five cents ($1.25) for all hours worked as a PREA Investigator, Coordinator, and Sergeant.

6. Specialized Units

a. Employees assigned to a specialized unit, such as SWAT, CIT, Fatal Vision, K-9, Cadet Advisors, Community Outreach, Victim Impact Panel, Instructors, Citizens Academy, Interdiction, Rec Patrol, Honor Guard, Town Liaisons, or Fair, shall be subject to the following provisions when performing work in the specialized unit assignment. With approval of a supervisor, the employee shall adjust the employee’s work schedule to accommodate work related to the specialized unit assignment so that work can be performed at straight time. Response to an activation of the specialized unit for an emergency call-in shall be at the overtime rate if the employee is not scheduled to work or flexing the work schedule to accommodate work related to the specialized unit assignment. With approval of a supervisor, specialized unit assignment work may be performed outside of scheduled work time at straight time (provided all Fair Labor Standard Act (FLSA) overtime laws are followed). All training time pertaining to the specialized unit assignment shall be at straight time. Hours worked shall continue to be subject to overtime under applicable law for hours worked in excess of 171 hours in a 28 day work period for those positions classified under the 7(k) exemption or over 40 hours in a work week for all other hourly employees.

7. Sworn Association

a. Please refer to the Sworn Association Agreement for information regarding shift differentials.

C. Highway Department

1. Class One (1) State Highways a. Highway non-exempt employees assigned to work on Class One (1) State Highways will receive hazardous pay equal to an additional one dollar and fifty cents ($1.50) per hour for actual hours worked on the Class One (1) State Highways.

2. E1 Equipment a. Highway non-exempt employees (excluding Foreman) operating E1 equipment will receive two dollars ($2.00) per hour in addition to their regular rate of pay for actual hours operating E1 equipment.

a. E1 Equipment: Excavator, Grader, Dozer, Paver, Paver Rollers, Centerliner, Shoulder Machine, Digger Derrick.

3. Certified Bridge Inspectors a. Highway non-exempt employees who are Certified Bridge Inspectors will receive two dollars ($2.00) per hour in addition to their regular rate of pay for actual hours worked for performing bridge inspections.

4. Certified Herbicide Applicators a. Highway non-exempt employees who are Certified Herbicide Applicators will receive two dollars ($2.00) per hour in addition to their regular rate of pay for actual hours worked for performing herbicide applications.

5. Highway Lead a. Highway non-exempt employees is assigned to control a crew of three (3) or more employees, the Lead will receive an additional three dollars ($3.00) per hour for actual hours worked as a Lead.

6. Relief Superintendent a. Highway non-exempt employees who work an entire shift as a Relief Superintendent will receive an additional five dollars ($5.00) per hour with an additional one (1) hour of overtime at the employee’s base rate of pay.

IV. PROCEDURE

None

Employees who are bi-lingual and are either required to be bi-lingual as part of their job or on a regular basis is used as a translator for the County are eligible for a $0.50 differential for all hours paid.

PURPOSE

Follow a consistent policy and procedure to ensure unpaid interns, consultants, contractors and State Agency staff (Agency staff) understand the County’s policies related to access to Dodge County’s buildings, computer systems and telephone equipment. POLICY Dodge County welcomes the opportunity to work with students in internship programs, consultants, contractors and Agency staff in the State of Wisconsin. Dodge County Human Resources will meet with all incoming interns, consultants, contractors and Agency staff to ensure their awareness and compliance of Dodge County policies and procedures as related to the specific assignment with Dodge County.

PROCEDURE

1. Department Heads must inform Dodge County’s Human Resources Department of any individual who will be interning, consulting, contracting or starting employment with a State Agency in Dodge County, prior to the start date of the assignment, regardless of the length of time the above will be with the County.

2. Human Resources will make contact with the IT Department to make notification of the above. The IT Department staff will not move forward with security without this notification from Human Resources. The Department Head will make contact with the IT Help Desk to request the assignment of a county email address and access to the county network within the specific area that the intern, consultant, contractor or Agency staff will be located. The supervisor will also notify the IT Department of the work space, and the need for an office phone, computer, etc. if necessary.

3. The Department Head will gather the following information from the school, the consultant, or contractor prior to the start of the assignment: a copy of the caregiver background check (if required) and forward to Human Resources; a copy of the liability insurance carried by the school, consultant or contracting company; the name and contact information for the intern’s field placement supervisor; and a copy of the intern’s, consultant’s, or contractor’s valid driver’s license, registered vehicle and auto insurance, if driving will be a requirement of the assignment. Interns will be informed that as this is an unpaid internship, they will not be reimbursed for mileage by Dodge County.

4. Human Resources will meet with the intern, consultant, contractor or Agency staff within the first week of the start date of the assignment. Human Resources will issue a County ID Badge. Information regarding the level of building access will be required to be communicated to Human Resources to assure that the badge only allows access to necessary portions of the building at appropriate times. In addition, the HR Department will provide the intern, consultant, contractor or Agency staff with an orientation to any specific County’s policies and procedures deemed relevant to their role and responsibilities while at Dodge County. Human Resources will also have the intern, consultant, contractor or Agency staff sign a document entitled “Confidentiality Agreement,” acknowledging that they have been provided access to and been given the opportunity to ask questions about the Dodge County Employee Policies and Procedures Manual, have spoken with their Supervisor about the portions of the handbook applicable to them, and are willing to comply with this document during the course of their assignment with Dodge County.

5. The Department Head or designee will provide the intern, consultant, or contractor any specific training related to the type of assignment with the Department, i.e. HIPAA training, Civil Rights Training, Ethics Training, etc.

Purpose:

To provide a defined procedure for paying employees in the event of closing County services and buildings during and after emergency/disaster events.

Policy:

Emergency/disaster events will be declared by the County Administrator in conjunction with the Emergency Management Department. Dodge County will continue an employee’s compensation who are in active status on the date of the emergency/disaster event. Employees will be paid their current rate of pay for all regular scheduled hours for the remainder of the pay period in which an emergency/disaster event happens and will continue through the next full pay period after the emergency/disaster event. After this period of time, the employee may choose to use their own paid time of vacation or compensatory time. If an employee chooses to not use their own paid time they may apply for unemployment benefits as determined by the Wisconsin Department of Workforce Development. During emergency/disaster events, employees must be available to be called back to work at any time and may be assigned duties as needed which may be outside of their current job description.