City of Greensboro Personnel Policy Manual

Understanding Your Rights and Responsibilities as an Employee of the City of Greensboro.

Personnel Policy Manual Greensboro City of

Human Resources

City of Greensboro Personnel Policy Manuał

Introduction to the Personnel Policy Manual Section A

Please note: Some documents and links listed in the appendices are only available via the City of Greensboro’s intranet at this time.

Table of Contents A B C D E F H I J K L ListofAppendices G

A - Personnel Administration

2

City of Greensboro Personnel Policy Manuał

Introduction to Personnel Policy Manual W elcome to the City of Greensboro’s Personnel Policy Manual. Whether you are a new or tenured employee, this manual will serve as a guide to help answer questions you may have about our policies. I n order to equip employees with tools needed to do the job efficiently and effectively, the Personnel Policy Committee periodically reviews the manual annually by June 30 to ensure that it meets the changing needs of our employees. The City’s goal is that any updates make it easier to understand and use. Our manual is based on our commitment to equal employment opportunity, State and Federal laws, public accountability, and the City’s core values of honesty, integrity, respect, and stewardship. A s employees of the City of Greensboro, you often serve as the face and the voice of the City for our residents, and you should be proud of the ongoing contributions and customer service that you provide for the people that you serve on a daily basis. W hile every circumstance cannot be addressed in a policy manual, leadership and Human Resources ask that any questions you may have are addressed to the appropriate contact. Throughout this interactive policy guide, general contacts are suggested in the videos at the beginning of each policy section. Additionally, there is a specific HR contact listed at the end of each policy. T hank you for your service and commitment to the City of Greensboro and for making our community a great place to work and live.

David Parrish, City Manager

Table of Contents A B C D E F H I J K L ListofAppendices G

A - Personnel Administration

3

City of Greensboro Personnel Policy Manuał

Table of Contents Acting Assignment and Pay

140 326 148 193 317 266 264 276 270 207 101 166 129 228 357 156 285 210 190 224 182 27 43 90

Affirmative Action

Alternative Rewards

Annual Leave

Anti-Harassment Policy

Appointments

Background Checks

Benefits - Active Employees

Benefits Philosophy and Overview

Benefits - Regulatory Issues

Benefits - Retired Employees

City Manager’s Leave

Classification Plan

Competitive Salary Offers

Conflict of Interest

Control Point Change

Court Duty

Departmental-Divisional Safety Committees

Departmental Reorganization

Discipline Without Punishment

Donated Leave

Dual Employment Under The FLSA

Educational Leave With Pay

Eligibility For Overtime Compensation Under The FLSA

Table of Contents A B C D E F H I J K L ListofAppendices G

4

City of Greensboro Personnel Policy Manuał

300 297 153 293 135 298 137 312 131 324 214 80

Employee Assistance Program

Employee Clubs

Employee Compensation Agreements

Employee Complaint Resolution

Employee Demotion

Employee Organizations

Employee Parking

Employee Rehire

Employee Security

Employee Transfers

Equal Employment Opportunity

Family and Medical Leave Act (FMLA)

71 96 83

Flex-time Work Schedules

Flexible Work Arrangements

Gifts

318 361 372 114 197 173

Harassment Free Workplace

Hazardous Communication Program

Heat Stress Prevention

Hiring Salaries

Holidays

Hours Worked Under The FLSA

36

Inclement Weather

188 161

Independent Contractor

In-Range Salary Increases

3

Introduction to Personnel Policy Manual

Table of Contents A B C D E F H I J K L ListofAppendices G

5

City of Greensboro Personnel Policy Manuał

103 226 335 251 250 219 243

Job Evaluation

Jury Duty

Lactation Break

Leave for Parental Involvement in Schools

Leave for the Adoption or Foster Care Placement of a Child

Leave for the Birth of a Child

Leave Without Pay

17

Limitations on the Employment of Relatives

392

List of Appendices

9

Manual for Personnel Administration

155

Market Based Salary Adjustments

13

Merit Principle

120 236 230 239 233 222

Merit Salary Increases

Military Leave - Active Duty

Military Leave - Annual Reservist Training

Military Leave - Deployment in Time of War

National Guard Duty

Official Duty Leave

48

Outside Employment

254 253

Paid Family Caregiver Leave

Paid Parental Leave

75

Payroll and Deduction Methods

391 246

Performance Planning and Appraisal Program

Planned Leave Without Pay

40

Political Activity

Table of Contents A B C D E F H I J K L ListofAppendices G

6

City of Greensboro Personnel Policy Manuał

125 143 382 117 122 354 329 33

Position Reclassification

Premium Pay

Pre-Placement Physical Examinations

Privacy of Employee Personnel Records

Probationary Salary Increases

Promotional Salary Increases

Protective Footwear

Reasonable Accommodation

19 63 69 15 61 87 51 51

Recruitment and Selection

Reduction In Force

Reinstatement

Residency Requirement

Resignation

Retention and Payment of Criminal Defense Attorneys for City Employees

Retirement

Retirement Age

170 338 149

“Safe Harbor” - Improper or Unlawful Deductions from Pay Under FLSA

Safety Program

Salary Increase Refusal

111 58

Salary Structures

Separation for Disability

378 259 316 200

Service Animal

Service to Others Program

Sexual Harassment

Sick and Sick-Family Leave

Table of Contents A B C D E F H I J K L ListofAppendices G

7

City of Greensboro Personnel Policy Manuał

387 303 147

Smallpox Vaccination

Substance Abuse

Supplemental Pay

74 151

Telecommuting

Temporary (Roster) Employee Pay

369 108 365 344 220

Tobacco Use

Total Compensation Philosophy

Vehicle and Motorized Equipment Policy

Workers’ Compensation

Workers’ Compensation Absence Tracking

9 4

Workplace Appearance and Fragrance/Scent

Table of Contents A B C D E F H I J K L ListofAppendices G

8

City of Greensboro Personnel Policy Manuał

Manual for Personnel Administration Number: A-1 Revision: 4 Effective Date: 06-01-2018 1.0 POLICY

I n accordance with the provisions of Chapter 21 of the City Code of Ordinances titled “Personnel”, the policies, rules, regulations, and other administrative provisions for personnel administration are established for the information and guidance of the City’s employees, managers, and supervisors. 2.0 PURPOSE T he purpose of this manual is to ensure the uniform administration of all City of Greensboro personnel policies. 3.0 SCOPE The personnel policies in this manual apply to all City of Greensboro employees unless otherwise specified in each policy. 4.0 DEFINITIONS 4.1 Human Resources Director - An individual appointed by the City Manager who is responsible for personnel administration for the City service. 4.2 Effective Date - The date the last major change was made to the policy. 4.3 Last Published Date - The date the last minor change was made to the policy. 5.0 ORGANIZATIONAL RULES 5.1 The City Code of Ordinances authorizes the City Manager to establish personnel policies, rules, and procedures as necessary. The City Manager may also allow exceptions to the policies/rules in those situations where such authorization is not specifically noted in this policy. 5.2 The City Manager is responsible for the administration of the Human Resources program in accordance with the City Charter, the City Code of Ordinances, and these policies. The City Manager has the authority to take appropriate action in dealing with violations of the established policies. 5.3 The Human Resources Director shall be responsible for the preparation and presentation to the City Manager for approval the policies governing the overall administration of the Human Resources program.

Table of Contents A B C D E F H I J K L ListofAppendices G

9

City of Greensboro Personnel Policy Manuał

5.4 Policy Layout - Each policy has the following layout: A. Policy - This section contains the core policy statement.

B. Purpose - This section contains the rationale for the policy. Specific laws, if applicable, on which the policy is based are cited in this section or the City’s philosophical stance is explained. C. Scope - This section defines who is covered by the policy. D. Definitions - This section defines terms applicable to the understanding of the policy. E. Organizational Rules - This section explains the specific rules that must be adhered to in order to ensure compliance with the policy. F. Procedures - This section outlines the procedural responsibilities and process to carry out the policy for the typical situation. G. Human Resources Contact - This section lists the Human Resources Department contact who can assist with questions or who can provide guidance for unusual situations covered by the policy. For some policies, employees in other departments may also be contacts for assistance with the policy; in these cases, those employees will also be identified in this section. H. Appendix, Appendices - This section contains supplementary information, forms (if appropriate), or other information needed in implementing and administering the policy. 5.5 Any changes to these policies will be communicated to Department Directors. The Department Directors shall be responsible for communicating any changes in policy, rules or regulations to all employees under the Director’s supervision. 5.6 City departments may establish other personnel policies/rules not in conflict with the policies in the Manual for Personnel Administration. Departmental policies/rules must be submitted to the Human Resources Department for legal review prior to implementation to ensure the personnel policies/rules are in compliance with City personnel policy. 5.7 Some of these policies allow for exceptions, in specified circumstances, to be approved by the City Manager and/or Human Resources Director. Unless otherwise specified, reference to the City Manager shall include Deputy or Assistant City Managers. 5.8 Employees, supervisors, and managers are accountable to know and adhere to all of the policies in the Manual for Personnel Administration. 5.9 No statement in this manual guarantees an employee any vested rights as the policies and benefits are subject to change without notification at the discretion of the City Manager.

Table of Contents A B C D E F H I J K L ListofAppendices G

10

City of Greensboro Personnel Policy Manuał

6.0 PROCEDURES 6.1 The Human Resources Department will develop new policies, policy changes, rules, and procedures in response to recommendations of the organization, changes in laws, and/or market surveys. 6.2 The Human Resources Department will communicate approved new polices or policy changes to the Department Directors. Department Directors will communicate new or changed policies to all employees under the Director’s supervision. These policies will be included in the Manual for Personnel Administration and will be communicated to employees through appropriate internal communications. 6.3 Departmental policies/rules will be submitted to both the Human Resources Department for legal review to ensure compliance with City personnel policies. 7.0 HUMAN RESOURCES CONTACT Human Resources Director

8.0 APPENDIX, APPENDICES Log of Personnel Policy Changes

Table of Contents A B C D E F H I J K L ListofAppendices G

11

City of Greensboro Personnel Policy Manuał

General Employment Practices Section B

Table of Contents A B C D E F H I J K L ListofAppendices G

B - General Employment Policies

12

City of Greensboro Personnel Policy Manuał

Merit Principle Number: B-1 Revision: 0 Effective Date: 01-01-1977 1.0 POLICY

Table of Contents A B C D E F H I J K L ListofAppendices G 6.1 All matters dealing with Human Resources shall be routed through the Human Resources Director who shall maintain a complete system of personnel files and records and perform such other duties as may be delegated by the City Manager. 7.0 HUMAN RESOURCES CONTACT Human Resources Director I n accordance with Chapter 21 of the City Code of Ordinances, the City has established a centralized Human Resources system under the City Manager by which all matters relating to personnel shall be administered. It is the intent of the City Council to establish an equitable and uniform system of personnel administration to place municipal employment on a merit basis to the end that the best qualified persons available shall constitute the City service. 2.0 PURPOSE T he City of Greensboro recognizes that a knowledgeable, skilled work force provides more effective services for the citizens. The purpose of this policy is to affirm the City of Greensboro’s commitment to the merit principle in all matters relating to personnel administration to help ensure a competent and diverse workforce. Decisions on employment are based on qualifications, experience, and suitability for the job. Compensation decisions are based on performance. Other personnel-related decisions are based on the City’s core values of honesty, integrity, respect, and stewardship. 3.0 SCOPE This policy applies to all matters of personnel administration with all employees. 4.0 DEFINITIONS 4.1 Merit System - A uniform system of personnel administration and employee recognition which has been adopted by the City of Greensboro to recruit, employ, retain, and advance the best qualified persons available, and to centralize personnel administration under the City Manager. 5.0 ORGANIZATIONAL RULES 5.1 It is the City’s expectation that all supervisors and managers of the City of Greensboro adhere to the merit principle in all matters of personnel administration. Failure to do so will result in disciplinary action up to and including dismissal. 6.0 PROCEDURES

B - General Employment Policies

13

City of Greensboro Personnel Policy Manuał

8.0 APPENDIX, APPENDICES None

Table of Contents A B C D E F H I J K L ListofAppendices G

B - General Employment Policies

14

City of Greensboro Personnel Policy Manuał

Table of Contents A B C D E F H I J K L ListofAppendices G A. The City Manager and Deputy or Assistant City Managers shall live within the city limits of Greensboro or move within these boundaries within 12 months of appointment to any of these positions. B. All individuals appointed as Department Directors with the City shall live within a 30 mile radius of the Greensboro city limits within 12 months of appointment. C. All other employees may live anywhere within or outside Guilford County. 5.2 Departmental Provisions A. Each department may establish reasonable residency requirements or response time requirements where such policies are necessary for the department to carry out its mission or to meet licensing statutes. B. Any departmental requirements must meet fairly strict legal guidelines for reasonableness and must be approved in advance by the City Attorney and the City Manager. Residency Requirement Number: B-2 Revision: 6 Effective Date: 06-01-2018 1.0 POLICY I n accordance with the City of Greensboro City Code of Ordinances, this policy establishes the requirements of where certain City employees must reside. 2.0 PURPOSE T he City considers it important that employees be reasonably available in order to provide effective services for its residents, particularly in emergency situations. The City considers it important that senior decision makers be residents of the city to ensure decision makers incur the same taxpayer impact as do other City residents. The City also acknowledges that in order to recruit and retain the most effective workforce, it is not practical that all employees be required to be city residents. 3.0 SCOPE This policy covers all City of Greensboro employees. 4.0 DEFINITIONS None 5.0 ORGANIZATIONAL RULES 5.1 General Provisions

B - General Employment Policies

15

City of Greensboro Personnel Policy Manuał

5.3 Employees required to meet any residency/response requirements will be notified prior to placement in an affected position. 5.4 Failure to report any change of residency that may be covered by this policy will result in disciplinary action up to, and including, dismissal. 6.0 PROCEDURES 6.1 Hiring officials will notify HR Talent Acquisition of any residency requirements as part of the requisition process to advertise a job vacancy. 6.2 HR Talent Acquisition will include any residency requirements in the advertisement for any applicable vacancy. 6.3 The hiring official will notify any prospective employee of any residency requirements during the interview process and will include this requirement in the written job offer. See the Appointments policy on page 27 for more information. 6.4 Employees who have a residency requirement will notify the employee’s department of any change in residency. 7.0 HUMAN RESOURCES CONTACT Human Resources Director 8.0 APPENDIX, APPENDICES None

Table of Contents A B C D E F H I J K L ListofAppendices G

B - General Employment Policies

16

City of Greensboro Personnel Policy Manuał

Table of Contents A B C D E F H I J K L ListofAppendices G 5.2 An employee who has a relationship as defined in Section 4.1 above must report changes to those relationships to the department and must identify those relationships when applying for a Limitations on the Employment of Relatives Number: B-3 Revision: 2 Effective Date: 06-01-2018 1.0 POLICY T wo members of an immediate family shall not be employed in any City of Greensboro positions if such employment will result in one being in the chain of supervision of the other, nor where one member occupies a position which has influence over the other’s employment, promotion, salary administration, or other related management or personnel considerations. 2.0 PURPOSE I n keeping with the City’s merit principle and the core values of honesty, integrity, respect, and stewardship, the City believes it can best achieve effective and efficient service delivery only in an atmosphere of fairness and equity and where there is no perception of favoritism. This policy is intended to avoid circumstances that could create problems within the work unit or could undermine the public’s perception of fair play in providing equal opportunity for employment to all qualified individuals. For these reasons, the City has strict limitations on the employment of relatives. This policy is not intended to prohibit relatives from working for the City. 3.0 SCOPE This policy applies to all City of Greensboro employees. 4.0 DEFINITIONS 4.1 Immediate Family - For the purposes of this policy, immediate family will include wife, husband, mother, father, brother, sister, daughter, son, uncle, aunt, nephew, niece, mother in-law, father-in-law, daughter-in-law, son-in-law, grandmother, grandfather, grandson, granddaughter, stepmother, stepfather, sister-in-law, and brother-in-law. 4.2 Other Family - For the purposes of this policy, other family will include any relationship where the degree of closeness may suggest that problems might be created within the work unit, or that the public’s perception of fair play in providing equal opportunity for employment to all qualified individuals would be violated. This may include engaged couples, roommates, other relatives who grew up together, or similar relationships. 5.0 ORGANIZATIONAL RULES 5.1 An employee who fails to report any existing relationship as defined in Section 4.1 above on the submitted employment application will be subject to disciplinary action up to and including dismissal.

B - General Employment Policies

17

City of Greensboro Personnel Policy Manuał

promotional position with the City of Greensboro. 5.3 An employee must notify the supervisor in those cases where the degree of closeness of relationship would suggest that problems might be created as defined in Section 4.2 above. The department will determine, in collaboration with the Human Resources Director, whether the closeness would result in a restriction on the position or job assignment. 5.4 Failure of an employee or supervisor to report any relationship that might be restricted by this policy to the Human Resources Director will result in disciplinary action, up to, and including, dismissal. 5.5 Department Directors shall be responsible for ensuring compliance with this policy. 6.0 PROCEDURES 6.1 An employee who has a relationship with another employee as defined by this policy will report that relationship to the employee’s chain of command whenever this relationship would result in any supervisory relationship of one relative to another or when one relative would be in a position of influence over the working conditions of the other. 6.2 If the reported relationship is immediate family as defined by Section 4.1 of this policy, the Department Director will ensure that no supervisory authority exists between the two related employees and that in no way does one employee exercise influence over the working conditions of the other. 6.3 If the reported relationship is other family as defined by Section 4.2 of this policy, the Department Director will contact the Human Resources Director to discuss whether or not the relationship would require a restriction on the position or job reassignment. 6.4 If the reported relationship would require a restriction or job reassignment, the Human Resources staff will collaborate with the department to affect changes whenever possible. 6.5 If changes are not possible to comply with this policy, one of the relatives may be required to resign from City employment. 7.0 HUMAN RESOURCES CONTACT Human Resources Director 8.0 APPENDIX, APPENDICES None

Table of Contents A B C D E F H I J K L ListofAppendices G

B - General Employment Policies

18

City of Greensboro Personnel Policy Manuał

Recruitment and Selection Number: B-4 Revision: 14 Effective Date: 02-01-2023 1.0 POLICY

Table of Contents A B C D E F H I J K L ListofAppendices G T he employment goal of the City of Greensboro is to attract and retain the most suitable applicant for each position. Employees will be appointed to full time, part time, and temporary positions without regard to age, color, ethnicity, familial status, gender or sex, gender expression, gender identity, genetic information, hair texture and hairstyle commonly associated with race or national origin, marital status, mental or physical disability, military status, national origin, political affiliation, race, religion, sexual orientation or any other non-job related factor, except when certain physical and mental requirements are Bona-fide Occupational Qualifications (BFOQ). See the appendix document, Equal Employment Opportunity Definitions on page 408. 2.0 PURPOSE T he City recognizes that a knowledgeable, skilled workforce provides the most effective services for the citizens. The purpose of this policy is to affirm the City’s commitment to the selection of personnel based on merit to help ensure a competent and diverse workforce. Decisions on employment are based on qualifications, experience, and suitability for the job. To achieve this, the City’s employment process is a consistent, structured competitive process. T here are also a number of Federal and State laws that govern the employment process including Title VII of the Civil Rights Act of 1964, The Age Discrimination in Employment Act of 1967, the Americans with Disabilities Act of 1990, the Immigration Reform and Control Act of 1986, and the Genetic Information Nondiscrimination Act of 2008. This policy explains the rules and process the City follows when selecting employees to ensure compliance with applicable laws and policies. 3.0 SCOPE This policy applies to all City of Greensboro positions except for those positions that report directly to City Council. The rules and processes for different types of positions differ slightly and those differences are 4.1 Benefit Eligible - Full time and part time employees who are eligible for coverage and participation in the City’s benefit programs in addition to legally mandated coverage. See the appendix document, Position Types on page 424. 4.2 Temporary Employee - An employee assigned to a position designated roster, seasonal temporary, or special project. See the appendix document, Position Types on page 424. outlined in this policy. 4.0 DEFINITIONS

B - General Employment Policies

19

City of Greensboro Personnel Policy Manuał

4.3 Hiring Official - The departmental individual designated to manage the recruitment and selection process for a vacant position, usually a supervisor, manager, or director. 4.4 Minimum Qualifications - The essential requirements necessary to perform the duties of a position. 4.5 Preferred Qualifications - The qualifications that are in addition to the minimum qualifications that are desirable and enhance the ability to effectively perform the duties of the position. 4.6 Screening Criteria - Knowledge, skills, abilities, education, and experience needed to perform the duties of a position. These criteria are used when initially reviewing applications to determine if an applicant is qualified for consideration. 4.7 iApplyGreensboro - The listing of available City vacancies, updated on a daily or as needed basis when new vacancies are submitted. Position vacancies available to the public, as well as employees are posted on the City’s website and on monitors in the Human Resources Department. Position vacancies available only to City employees are available on iApplyGreensboro. 4.8 City-Wide Internal Hiring Process - A hiring process where the position vacancy is advertised only to current City employees. This process is used when a diverse pool of qualified applicants already exists within the City. This process allows a City employee an opportunity for promotion or to make a lateral career move. 4.9 External Hiring Process - A hiring process where the eligibility to apply is open to anyone. This process is used when the department wants to see a broad number of applicants or if the qualified internal applicant pool is limited in number or diversity. 4.10 Temporary Hiring Process - A hiring process by a special external advertisement process used for temporary positions such as roster or seasonal. Screening of applications is usually conducted by the department rather than the Human Resources Talent Acquisition. 4.11 Interns - Individuals completing specified course requirements and assigned to a department for a defined period of time. Placements may be paid or non-paid, dependent on the availability of funds. 4.12 Executive Recruitment - Recruitment process for a Department Director, Assistant City Manager, City Manager and other positions designated by the City Manager to fall within this category. 4.13 Interview Panel – The interview process will include at least one panel interview prior to a final selection decision. The panel must be comprised of at least three people with a minimum of one panel member who is not employed within the hiring division.

Table of Contents A B C D E F H I J K L ListofAppendices G

B - General Employment Policies

20

City of Greensboro Personnel Policy Manuał

Table of Contents A B C D E F H I J K L ListofAppendices G 5.8 If a recruitment for a specific position or type of position within a given work unit has been conducted recently (typically within the last six months) and another like position vacancy occurs, the hiring official has the option to consider additional candidates from that application process 4.14 Acting Assignment and Pay – Process by which employees acting in a higher capacity for a period of time are selected and compensated. Acting Assignment and Pay (page 140) 4.15 Over Hire - The employment of additional staff beyond the level authorized by City Council. 5.0 ORGANIZATIONAL RULES 5.1 All City positions will be filled on a competitive basis. The specific process will be determined by the hiring official in consultation with HR Talent Acquisition and will be based on the skill level of the position, the anticipated pool of qualified applicants and how they can be recruited, the diversity of the current workforce and other bonafide occupational requirements. 5.2 The processes for hiring sworn Police Officers, Firefighters, Guilford Metro 911 Communications Operators and temporary Coliseum events staff personnel have exceptions to this policy depending on the approved procedures established by those respective departments and various requirements for screening and testing to meet required qualifications. 5.3 All City vacant benefited positions will be advertised. All positions will be advertised for a minimum of two weeks. In cases where the position requires specialized knowledge, skills, abilities, or experience, the advertisement period may be longer. External advertisement beyond the City’s website will be at the discretion of the hiring official and will be paid for through the hiring department’s budget. 5.4 Because the City has a sufficient number of same position types that even routine turnover results in a frequent need to fill that position type, some positions may be advertised externally on an on-going basis. In such cases, an eligibility list of qualified candidates may be retained for up to six months and the hiring official may fill a vacancy from the eligibility list rather than from a specific recruitment process for a given vacancy. 5.5 All applicants for City positions will complete an application except in cases where an outside search firm is used for a recruitment process and may require only a resume. When an outside search firm is used, the successful candidate for the position will complete a City application form during the hiring process. 5.6 The City only accepts applications for positions which are vacant and being advertised. The City does not accept resumes in lieu of applications but resumes may be attached to the application. Additional supplemental attachments may be required for some positions. 5.7 HR Talent Acquisition will accept all applications for all positions. HR Talent Acquisition will conduct an initial screening for all full time and part-time positions and may assist with temporary positions as needed. Note: Public Safety criteria may differ from other City Positions.

B - General Employment Policies

21

City of Greensboro Personnel Policy Manuał

without additional advertising. This will be an option if there is a sufficient pool of qualified and diverse applicants remaining from the previous recruitment. 5.9 In some circumstances, and as determined by the City Manager, the rules regarding the Recruitment and Selection process may be suspended to accomplish a more important City objective. For example, to avoid a layoff when a position needs to be eliminated, the incumbent may be moved into another position without advertisement or a competitive process. Reduction In Force (page 63) 5.10 The City recognizes that occasionally when an employee will vacate a position in the future or is out for an extended period of time that a position may need to be filled immediately to ensure transfer of knowledge, training of successors or to ensure service is not interrupted. To provide for effective management of City services, a Department Director may decide to employ additional staff beyond the level authorized by City Council referred to as an “Over Hire.” A. The use of Over Hires is discouraged except under exceptional circumstances. Under these circumstances, it may be desirable to employ additional staff beyond the level authorized by City Council. These conditions may include: 1) Knowledge of pending retirement/separation and a business necessity to hire and cross train a replacement employee prior to the departure of the existing employee. 2) Backfilling an employee on a long term leave of absence, generally greater than 180 days. B. Over Hires are generally for a maximum ninety (90) day period in advance of the vacancy date of the separating or absent employee. C. A Department Director or designee is authorized to approve an Over Hire not to exceed 90 days. 5.11 Former employees are ineligible for rehire in the following circumstances: The former employee is ineligible due to the employee’s agreement in a settlement not to reapply for positions with the City of Greensboro. The former employee’s resignation or dismissal must not have been due to discreditable circumstances that resulted in violations of City Policies or the City’s Core Values. Although not an exhaustive list, examples include:

• Theft from the City of Greensboro • Failure to return City issued property

• Violations of expected behavior and/or conduct • Violations of the H-7 Employee Security Policy

Table of Contents A B C D E F H I J K L ListofAppendices G

B - General Employment Policies

22

City of Greensboro Personnel Policy Manuał

6.0 PROCEDURES 6.1 HR Talent Acquisition is available to assist hiring officials at any point in the recruitment or hiring process. Hiring officials are encouraged to call the department’s contact in HR Talent Acquisition for assistance in determining qualifications, screening criteria, advertising with outside media sources, and advice about interviewing, checking references, or conducting background reviews. See Appendix link, Talent Acquisition office contacts . 6.2 Hiring Process-Full Time and Part Time Positions A. When a department is prepared to recruit for a vacancy, the hiring official will complete and submit an Employment Requisition. In addition, the department should indicate whether the position should be advertised internally on the City-wide promotional list or externally to the public. The information should also include any requested advertisement media beyond the City’s website along with a budget account number to bill for advertisement fees. If the department wants to advertise the vacancy only for an internal City-wide posting, the hiring official must contact HR Talent Acquisition to discuss the process and to determine if there is a sufficient diverse pool of qualified potential applicants. 1) Exceptions to posting requirements for vacant positions may be made for an approved Departmental Reorganization. Departmental Reorganization (page 156) B. HR Talent Acquisition will advertise the position using the normal job list process unless the hiring official has requested additional advertisement. HR Talent Acquisition will collaborate with the hiring official to insure that advertised requirements for a position are job related and can be equitably applied. If requested, the staff of the Human Resources Department will assist in recruiting qualified applicants for the advertised position. C. During the advertisement period, HR Talent Acquisition will receive all applications for the advertised position. D. At the end of the advertisement process, HR Talent Acquisition will review the applications screening for the criteria the hiring official included in the requisition. E. After the screening is completed, HR Talent Acquisition will forward a referral list via email to the departmental hiring official or departmental contact person for Human Resources. The number of candidates referred is based on the number of qualified candidates, the candidate’s relative qualifications as compared to the minimum requirements, and whether the candidate is a City employee. All active City employees (whether full time or part time, seasonal, roster, temporary) who meet the advertised minimum qualifications for the position will be referred. The hiring official must interview (by telephone, video, or in person) all referred candidates. However, in limited circumstances a hiring official, with approval of the Human Resources Director, may determine that a referred candidate is not recommended for an interview. In those limited circumstances, the hiring official may decline to interview a referred candidate.

Table of Contents A B C D E F H I J K L ListofAppendices G

B - General Employment Policies

23

City of Greensboro Personnel Policy Manuał

If initial phone or video interviews are used and follow-up interviews are needed as is generally the case, the interviews should be conducted by a panel of at least three (3) interviewers prior to making a final decision. The panel must contain one member who is not from the hiring division. If a hiring official believes a referred candidate is not qualified, the hiring official should contact HR Talent Acquisition to resolve the issue. Application information is confidential. Anyone involved in the interview process is required to keep applicant information confidential. F. The Department Director or designee at the Division Manager level must authorize all hiring decisions. G. The hiring official is responsible for managing the interview and final selection process including reference checks, review of current personnel file (for current and former City employees), background screening, and the initial or promotional appointment to City service. Once a hiring decision is made and the applicant has cleared all post offer requirements, the decision should be shared with all other applicants first prior to announcement within the department and/or organization. Applicant information should remain confidential. See the Appointments policy on page 27 for more information. Hiring Salaries (page 114) Probationary Salary Increases (page 117) H. The hiring official or designee must contact all applicants who were referred and not selected. The contact may be by phone, letter, or email. I. When the interview process is completed and a hiring decision has been made, the hiring official must return all recruitment information to HR Talent Acquisition. This includes the: 1. interview questions and interviewer(s) notes, and 2. all information collected during the interview and selection process, (whether by phone or in person) and all reference checks completed by the hiring official. The status of all applicants referred to the hiring official in iApplyGreensboro must be updated appropriately. By law, the Human Resources Department is responsible for the retention of these records for a minimum of three (3) years from date of the hiring decision unless a charge is filed; if so, a record will be retained one (1) additional year after a charge is resolved. 6.3 Temporary Hiring Process The temporary hiring process is for roster and seasonal temporary positions. Positions must be advertised through HR Talent Acquisition. Applications are received and referred to the department without screening. The hiring official should follow a structured screening process to reduce the number of applicants interviewed or should interview all the applicants. HR Talent Acquisition is available, upon request, to advise the hiring official on a structured screening and/or interview process.

Table of Contents A B C D E F H I J K L ListofAppendices G

B - General Employment Policies

24

City of Greensboro Personnel Policy Manuał

Table of Contents A B C D E F H I J K L ListofAppendices G The final decision for selection rests with the City Council for the City Manager and City Attorney and with the City Manager for all other designated positions. The terms of employment will be finalized during the selection phase of the process and included in the final offer confirmation document. 6.4 Interns The City’s paid intern program will be managed through the Human Resources Department in coordination with City departments and schools. Procedures, forms and record-keeping requirements are available by calling the Human Resources Department. Non-paid intern placements must meet all guidelines set forth by the Department of Labor. Departments are responsible for ensuring the non-paid intern meets the following guidelines. “The Courts have used the ‘primary beneficiary test’ to determine whether an intern or student is an employee under the FLSA. This test allows courts to examine the ‘economic reality’ of the intern-employer relationship to determine which party is the ‘primary beneficiary’ of the relationship. Courts have identified the following seven factors as part of the test: 1. The extent to which the intern and the employer clearly understand that there is not expectation of compensation. Any promise of compensation, express or implied, suggests that the intern is an employee—and vice versa. 2. The extent to which the internship provides training that would be similar to that which would be given in an educational environment, including the clinical and hands on training provided by educational institutions. 3. The extent to which the internship is tied to the intern’s formal education program by integrated coursework or the receipt of academic credit. 4. The extent to which the internship accommodates the intern’s academic commitments by corresponding to the academic calendar. 5. The extent to which the intern’s work complements, rather than displaces, the work of paid employees while providing significant educational benefits to the intern. 6. The extent to which the intern and the employer understand that the internship is conducted without entitlement to a paid job at the conclusion of the internship. 6.5 Executive Recruitment The recruitment process for this category will be determined by the City Council for the position of City Manager and City Attorney or by the City Manager or designee for all other positions designated within this category. The process may be managed by various resources including internal staff within the Human Resources Department and/or external consulting firms.

B - General Employment Policies

25

City of Greensboro Personnel Policy Manuał

The terms for these positions may include an adjusted annual leave accrual to be commensurate with years of relevant experience of the appointee and allowances for expenses associated with the hiring process and relocation where applicable. Additional terms will be at the discretion of the City Council for the City Manager and City Attorney and at the discretion of the City Manager for the other positions designated in this category. 6.6 Over Hire Process A Department Director or designee may approve an Over Hire not to exceed 90 days. If the need exists for an Over Hire to exceed 90 days, the Department Director must submit a request in writing to the Budget Director. The request must include justification of the need for an Over Hire and the duration. In addition, the requesting Department Director must include a letter signed by the separating employee indicating the employee’s intent to separate or retire from employment and the expected separation date. 7.0 HUMAN RESOURCES CONTACT HR Talent Acquisition

8.0 APPENDIX, APPENDICES Employment Application Process Talent Acquisition Office Contacts

Fire Application Process Police Application Process Position Types (page 424 )

Table of Contents A B C D E F H I J K L ListofAppendices G

B - General Employment Policies

26

City of Greensboro Personnel Policy Manuał

Table of Contents A B C D E F H I J K L ListofAppendices G Appointments Number: B-5 Revision: 7 Effective Date: 02-01-2023 1.0 POLICY A pplicants and employees shall be appointed to positions with the City of Greensboro without regard to age, color, ethnicity, familial status, gender or sex, gender expression, gender identity, genetic information, hair texture and hairstyle commonly associated with race or national origin, marital status, mental or physical disability, military status, national origin, political affiliation, race, religion, sexual orientation or any other non-job related factor, except when certain physical and mental requirements are Bona-Fide Occupational Qualifications (BFOQ). 2.0 PURPOSE T here are a number of Federal and State laws as well as City policies that govern the employment process and conditions of employment after selection including, but not limited to, Title VII of the Civil Rights Act of 1964, The Age Discrimination in Employment Act of 1967, The Americans with Disabilities Act of 1990, the Immigration Reform and Control Act of 1986 and the Genetic Nondiscrimination Act of 2008 (GINA). This policy explains the rules and process the City of Greensboro follows when appointing employees to City positions to ensure compliance with applicable laws and policies. 3.0 SCOPE This policy covers all applicants and employees. 4.0 DEFINITIONS 4.1 Benefit Eligible - Full time and part time employees who are eligible for coverage and participation in the City’s benefit programs in addition to legally mandated coverage. See the appendix document, Position Types on page 424. 4.2 Other (not benefit eligible) Employee - An employee assigned to a position designated roster (RP), seasonal temporary (ST), or special project (SP) who is eligible for salary and mandated benefits only. See the appendix document, Position Types on page 424. 4.3 Appointment - The approval or certification of an applicant or employee to perform the duties and responsibilities of an established City position. 4.4 Benefit Eligible Appointment - An appointment to a position that is eligible for all City benefits, either full time or part time. 4.5 Temporary Appointment - An appointment for a limited term or limited number of hours. Positions that are considered temporary assignments for the purposes of this policy are

B - General Employment Policies

27

City of Greensboro Personnel Policy Manuał

roster, seasonal temporary, or special project. Employees appointed to a temporary position receive wages plus mandated benefits only. 4.6 Probationary Period - The probationary period is a “trial period” during which the supervisor determines whether the new employee is suitable for and is able to acceptably meet the City’s job performance and behavioral expectations for the position. It is the benefit eligible employee’s initial period of employment. An employee may be terminated from employment for any lawful reason with no right of appeal during the period. The duration of a probationary period is typically the initial six months of service, but may be longer for specific jobs requiring more extensive training processes and closer supervision. 4.7 E-Verify - Process to electronically complete, store and retrieve the U.S I-9 Employment Eligibility Verification Form (Form I-9) to be completed by every newly hired employee as required by the Department of Homeland Security in compliance with the Immigration Reform and Control Act of 1986. The I-9 Form is designed to certify that the employee is eligible to work in the United States. 4.8 Background Check Release Form - A form that authorizes a background check prior to employment. 4.9 Acting Assignment and Pay – Process by which employees acting in a higher capacity for a period of time are selected and compensated. Acting Assignment and Pay (page 140) 4.10 Bona-fide Occupational Qualification (BFOQ ) - A quality or an attribute that employers are allowed to consider when making decisions on the hiring and retention of employees—qualities that when considered in other contexts would constitute discrimination and thus in violation of civil rights employment law. 5.0 ORGANIZATIONAL RULES 5.1 General Provisions: A. The hiring department will verify the applicant meets minimum age requirements where applicable. B. Appointment dates with the City of Greensboro will normally begin on the first day of the bi-weekly payroll period. Exceptions must be reported to the Human Resources Department and the department is responsible for ensuring the employee attends a Benefits Sign-Up class in order to be paid. C. The hiring official must have all referred applicants except Roster Employees age 15 and under, sign a Background Check Release Form during the interview process. D. The hiring official will send a formal offer of employment letter to any applicant appointed to a roster or benefit eligible position. See the New Hire Letter .

Table of Contents A B C D E F H I J K L ListofAppendices G

B - General Employment Policies

28

City of Greensboro Personnel Policy Manuał

E. Applicants, except Roster Employees age 15 and under, for all City positions must clear a background check. Applicants for all benefit eligible positions must also pass a pre-employment drug screen and physical examination. Other employees (roster, seasonal temporary or special project employees) because of the physical nature of the employee’s individual jobs or whose jobs are considered “safety sensitive” may also be required to successfully pass a pre employment drug screen and/or physical examination. F. A hiring offer for all benefit eligible positions is contingent upon the results of a background check, a pre-employment drug screening and a pre-employment physical examination, references and additional verifications (e.g. certifications, licenses, educational documentation) associated with hiring criteria. A hiring offer for all other positions (roster, seasonal temporary or special project employees) is contingent upon the results of a background check, and a pre employment drug screening where applicable based on the “safety-sensitivity” of the position. G. All new employees shall be required to complete the E-Verify process no later than the third business day after the employee starts work for pay. H. All benefit eligible employees will attend the Benefits Sign-Up class scheduled to coincide with the initial payroll period. Normally this is offered on the second day of each payroll period or the first scheduled work day after this. Because sworn Police Officers and Firefighters are normally hired as an entire rookie class, the entire class may have a separate dedicated payroll/ benefits sign-up class. 5.2 Probationary Period A. Probationary periods apply to benefit eligible employees only. B. The probationary period of original appointments for benefit eligible positions is six (6) months beginning at date of hire. For Firefighters, the probationary period is 12 months beginning on the date of hire. For Police Officers, the probationary period is from the date of hire and extends to 12 months after the employee is sworn in as a Greensboro Police Officer. For more information, see the Promotional Salary Increases policy on page 122. C. An employee serving the probationary period for an initial appointment to City service may be dismissed at any time for any lawful reason and has no appeal rights. D. A probationary period may be extended, not to exceed three months, at the discretion of the Department Director and with the approval of the Human Resources Director. 6.0 PROCEDURES 6.1 Benefit Eligible Employees A. Once a selection has been made, the hiring official will determine an appropriate starting salary for the selected candidate. Hiring Salaries (page 114)

Table of Contents A B C D E F H I J K L ListofAppendices G

B - General Employment Policies

29