lorain county general health district employee personnel

LORAIN COUNTY GENERAL HEALTH DISTRICT
EMPLOYEE PERSONNEL POLICY
ADOPTED, JULY, 1996
(With later revisions and amendments)
[Complete through September 30, 2004]
Table of Contents
Section 1: Introduction and Overview Page
1.1. Mission Statement 3
1.2 Policy Manual Purpose & Objectives 4
1.3 L.C.G.H.D. Management Statement 6
1.4 Availability of Reference 7
1.5 Scope of Coverage 8
1.6 Amendments 9
1.7 Other Policies Repealed 10
1.8 Definition of Terms 11
Section 2:
Compensation and Benefits
2.1 Payroll 15
2.2 Payroll - Time Sheets 16
2.3 Compensation 17
2.4 Hours of Work/Overtime Compensation 18
2.5 Overtime-Executive, Administrative or Professional Staff 20
2.6 Payroll Deductions 21
2.7 Insurance Coverage 23
2.8 Travel/Reimbursement of Travel Expenses 24
2.9 Credit Union 26
2.10 Longevity 27
Section 3:
Employment Status and Class Plan
3.1 Appointment Status 28
3.2 Affirmative Action/Equal Employment Opportunity 29
3.3 Filling of Vacancies 31
3.4 Employee Classification Plan 32
3.5 Probationary Period 33
3.6 Employment Health Screening Requirements 34
3.7 Criminal Records Check 35
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Section 4: Leave of Absence Page
4.1 Holidays 36
4.2 Vacation Leave 37
4.3 Sick Leave 39
4.4 Disability Leave 41
4.5 Military Leave 43
4.6 Court Leave 44
4.7 Calamity Leave 45
4.8 Maternity Leave 46
4.9 Family and Medical Leave 47
4.10 Administrative Leave 50
Section 5:
Section 6:
Section 7:
Section 8:
Discipline
5.1 Discipline 51
5.2 Pre-Disciplinary Conference 57
5.3 Criminal Offenses 58
5.4 Absence without Leave 59
5.5 Appeals from Disciplinary Actions 60
5.6 Grievance Policy & Procedure 61
5.7 Sexual Harassment 63
Non-Disciplinary Separations
6.1 Resignations 64
6.2 Lay-off 65
6.3 Retirement & Sick Leave Conversion upon Retirement 67
Miscellaneous
7.1 Telephone Use 68
7.2 Smoking 69
7.3 Division Policies & Rules 70
7.4 Drug Free Workplace Policy 71
7.5 Safety & Risk Management Policy 72
7.6 Emergency Preparedness / Evacuation 73
7.7 Driver=s License 74
7.8 Safety belts 75
7.9 Medical or Psychological Examination 76
7.10 Firearms Policy 77
Reserved
[This section is reserved for policies that must hereafter be adopted to comply with
state or federal laws]
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1.1 Mission Statement
In 1920, C.E.A. Winslow, an eminent professor, defined public health as follows:
Public health is the science and art of preventing disease,
prolonging life, and promoting health and efficiency through
organized community effort for the sanitation of the
environment, the control of communicable infections, the
education of the individual in personal hygiene, the
organization of medical and nursing services for the early
diagnosis and preventative treatment of disease, and the
development of the social machinery to insure everyone a
standard of living adequate for the maintenance of health, so
organizing these benefits as to enable every citizen to realize
his birthright of health and longevity.
The precepts of public health science have been accomplished to a great degree.
Indeed, the life expectancy at birth of the U.S. population has increased substantially since
1900, due, in large part, to active, concerned and committed public health agencies.
However, public health professionals cannot rest on the laurels of past accomplishments.
The rate of infant mortality, locally and throughout this nation, remains unacceptable. A
multitude of deaths from accidents and chronic diseases, such as cancer and
cardiovascular diseases, continue. Finally, with new strains of contagious viral and
bacterial diseases spreading like wildfire throughout our nation and our world, now, more
than ever, public health professionals are called upon to stem the tide by:
1. Promoting health and safety and positive lifestyle changes to those
individuals and groups at risk of disease or injury/both communicable and
non-communicable, chronic and acute.
2. Providing personal and preventative health services directed toward
individuals and groups at risk of disease and/or disability.
3. Providing and promoting environmental health and safety programs within
Lorain County that protect residents from excess exposure to agents of
disease.
4. Advocating, promoting and/or providing the evaluation of the public health
needs within Lorain County toward the provision of accessible, effective, and
efficient health service for all residents.
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1.2 Policy Manual Purpose and Objectives
The Board of Health of the Lorain County General Health District recognizes that a
personnel policy manual is one method to promote effective communication of the desires
and expectations of the agency to the staff. It also permits the functioning of a capable and
dependable staff in an effective manner by eliminating as many misunderstandings as
possible.
Policies are defined as the basic rules which guide administrative action for
accomplishing an organization’s objectives. Comprehensive and clearly defined policies,
consistently and fairly administered, are essential to the success of any organization.
This manual contains policies set forth by the Board of Health of the Lorain County
General Health District. All personnel charged with the responsibility of administering policy
must be thoroughly knowledgeable of its contents. It is important that these policies be
administered in a systematic, fair, and impartial manner.
Undoubtedly, there will be situations which will require administrative interpretation
of the policies set forth in this manual. Every effort must be made to ensure that such
decisions are made objectively, with the general intent of the policy in mind. As changes
occur to this manual, i.e., additions, deletions, revisions, it is important that all copies of the
manual be kept up to date. Therefore, all such changes must be dated, issued to all
manual holders and communicated to all affected employees.
This policy manual is a guide to be utilized by management to ensure uniformity and
non-discriminatory application of the conditions of employment. In the event there is a
conflict between the matters expressed in this manual and any applicable laws, the
applicable law will prevail. If any article or section of this manual or any amendments
hereto shall be held invalid by operation of law or by a tribunal of competent jurisdiction, or
if compliance with or enforcement of any articles or section of this manual shall be
restrained by such tribunal, the remainder of this manual and any amendments hereto shall
not be affected and shall remain in full force and effect.
The policies and procedures established in this manual are designed to:
1. Conduct all operations in an ethical and legal manner so as to continue the
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eputation of the Lorain County General Health District as an efficient, caring,
progressive agency in the community and the state;
2. Provide courteous and dependable service to the public;
3. Foster a positive approach to public health;
4. Promote high morale among employees by fostering good working
relationships and by providing uniform personnel policies and practices,
opportunities for advancement, and consideration of employee needs and
desires;
5. Provide fair and equal opportunity for qualified persons to enter and progress
through County service, in a manner based on merit and fitness as
determined through fair and practical personnel management methods;
6. Maintain recruitment and promotion practices which will enhance the
attractiveness of a career in Public Health and encourage all employees to
give their best effort to benefit themselves, the agency and the citizens of the
Lorain County General Health District.
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1.3 Lorain County General Health District Management Statement
Management in the Lorain County General Health District recognizes the rights of
employees to organize, join, or refrain from joining an employee organization in compliance
with the procedures established by law. Management maintains the ultimate right to
establish policies governing the work force of this agency and the right and the authority to
administer the business of the agency, to promulgate rules and regulations and to exercise
the prerogative of management, including but not limited to the following:
1. To manage and direct employees, including the right to select, hire, promote,
transfer, assign, evaluate, layoff, recall, reprimand, suspend, discharge, or
discipline for cause, and to maintain discipline among employees;
2. To manage and determine the location, type and number of physical facilities,
equipment, programs and the work to be performed;
3. To determine each department=s goals, objectives, programs and services,
and to utilize personnel in a manner designed to effectively and efficiently
meet these purposes;
4. To determine the size and composition of the work force and each
department=s organizational structure, including the right to layoff employees
from duty due to lack of work or lack of funds;
5. To determine the hours of work, work schedules and to establish the
necessary work rules for all employees;
6. To determine when a job vacancy exists, the duties to be included in all job
classifications, and the standards of quality and performance to be
maintained.
7. To determine the necessity to schedule overtime and the amount required
thereof;
8. To determine each department=s budget and uses thereof;
9. To maintain the security of records and other pertinent information.
(Revised 4-8-98)
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1.4 Availability of Reference
Each employee shall be advised that this personnel policy is available on the agency
website. Newly hired employees shall acknowledge, in writing, of being so advised.
Each employee is expected to be knowledgeable of the contents of the policy
manual and to regularly review the agency website for changes.
(Revised 9-08-04)
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1.5 Scope of Coverage
The policies contained in this manual apply to all classified employees and
unclassified employees, except in those instances when the Ohio Revised Code or the
Ohio Administrative Code specifically permit dissimilar treatment for unclassified
employees, including but not limited to layoff, appeals, progressive discipline, etc.
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1.6 Amendments
The Board of Health of the Lorain County General Health District reserves the right
to amend or revise the policies within this manual should the circumstances or laws
governing these areas change and the Board determines that such changes are
appropriate for the operation and management of the agency.
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1.7 Other Policies Repealed
These policies supersede and replace all previous personnel policies of the Lorain
County General Health District. All such policies are repealed and shall be of no further
force and effect.
This repeal shall not apply to division policies and procedures.
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Section 1.8 Definitions of Terms
Unless otherwise indicated in these policies, the following definitions apply:
Absenteeism - The practice of a worker in failing to report for work for a period of one (1)
or more days, or failure to report within the prescribed time when he/she has been
scheduled for work. Misuse or abuse of sick leave regulations can be considered
absenteeism.
Absence Without Leave - Failure to report for work without proper authorization from the
supervisor or division director to be absent from work.
Agency - The Lorain County General Health District; also the Board of Health of the Lorain
County General Health District, but more commonly known as the Lorain County Health
Department.
Board of Health - The policy-making, governing body of the Lorain County General Health
District that is appointed by the political subdivisions composed of the contracting cities and
the District Advisory Council. The Board may make such orders and regulations as are
necessary for its own government, for the public health, the prevention or restriction of
disease, and the prevention, abatement, or suppression of nuisances. It is also responsible
for appointing the Health Commissioner and staff upon the recommendation of the Health
Commissioner.
Classification -A group of positions that involve similar duties and responsibilities, require
similar qualifications, and which are properly designated by a common descriptive title
indicating the general nature of the work. A class may include only one (1) position in some
circumstances.
Division - An organizational unit within the agency of the Lorain County General Health
District, for example, PATIENT CARE, ENVIRONMENTAL HEALTH, HEALTH
EDUCATION, and ADMINISTRATIVE SUPPORT.
Dishonesty - Disposition to lie, cheat, or defraud; untrustworthiness; lack of integrity.
District Health Advisory Council - The appointing authority of the members of the Board
of Health that represent the townships and villages. The members are the chief executives
of villages, chairpersons from the boards of township trustees, and the president of the
board of county commissioners.
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Employee - Any person holding a classified or an unclassified position subject to
appointment, removal, promotion or reduction by the Board of Health.
Employee, Full-time - An employee who regularly works at least thirty-five (35) hours per
week.
Employee, Part-Time - An employee who regularly works less than thirty-five (35) hours
per week.
Health Commissioner - Chief Executive Officer of the Health District and Secretary to the
Board of Health. The position is in the unclassified service. The Health Commissioner
serves under a contract and is directly responsible to the Board of Health.
Health Department - The operational and functional arm of the Board of Health.
Health District - A separate political subdivision of the State of Ohio under ORC Chapter
3709.
Incompetency - Lack of ability, legal qualifications, or fitness to perform tasks required of
an employee.
Inefficiency - Quality of being incapable or indisposed to perform tasks required of an
employee.
Instruction and Cautioning - A discussion a supervisor holds with an employee whereby
the supervisor explains to the employee the nature of his or her misconduct and impresses
upon him or her the need for improvement. This method can eliminate misunderstandings
immediately and set and maintain desired standards of conduct and performance.
Insubordination - State of being unwilling to perform tasks required of an employee;
refusal to obey an order issued by the employee=s administrative superior (supervisor or
above).
Malfeasance - The commission of some act which is positively unlawful; the doing of an act
which is wholly wrongful and unlawful.
Misfeasance - The improper performance of some act which a person may lawfully do.
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Nonfeasance - Non-performance of some act which ought to be performed, omission to
perform a required duty at all, or total neglect of duty. Nonfeasance@ means the total
omission of an act which a person ought to do.
Position - Any specific employment or job calling for the performance and exercise of
certain duties, or for the exercise and assumption of certain responsibilities, by an
individual. All of the slots in the organizational chart constitute the positions within the
department. The arrangements of these positions under different supervisors, sections, or
crews constitute job assignments. Positions can be rearranged or reassigned, but the
employee=s classification remains the same unless reclassified.
Program - Any function, service, or group of services the agency delivers to the community
that may or may not have similar attributes and funding sources as other services of the
agency. These services may be required services by law or rule or may be services
discretionary with the Board of Health.
Sexual Harassment - Behavior of any employee consisting of unwelcome sexual
advances, requests for sexual favors, and other verbal or physical conduct of a sexual
nature when 1) submission to that conduct is made either explicitly or implicitly a term or
condition of employment; and 2) submission or rejection of such conduct by an individual is
used as a basis for employment decisions; and 3) such conduct is done with the purpose of
substantially interfering with an individual=s work performance by creating an intimidating or
hostile work environment for that individual.
(Approved 10-14-98)
Sick Leave Abuse - The use of sick leave for any purpose other than as provided by
applicable law. Calling in sick when the employee is able to work. Reporting illness in the
immediate family when such illness does not exist or it is not necessary for the employee to
stay with the ill family member. Reporting off sick to participate in some other activity or to
take care of personal business. Setting a pattern of reporting off sick; such as always
being near a zero balance of sick leave accumulation; or taking off certain days of the
week, such as on days preceding or following regular days off, over an extended period of
time. Failure to follow the rules and regulations regarding use of sick leave and reporting
procedures.
(Revised 9-08-04)
Supervisor - An individual who has been authorized by the Board of Health or Health
Commissioner to oversee and direct the work of lower level employees on a daily and
continuing basis. Functions of a supervisor include, but are not limited to, recommending
hire, transfer, discipline, promotion, etc.; evaluating performance; and assigning duties and
schedules.
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Suspension - Relieving an employee from duty without pay for a period of time as a
disciplinary measure aimed at improving the employee=s conduct.
Transfer - The movement of an employee from one position to another where there is no
change in level or responsibility, classification, or salary.
Written Reprimand - A written record of disciplinary action, usually issued after instruction
and cautioning has failed to improve an employee=s conduct. This record is placed in the
employee=s personnel file and remains part of the employee=s record for eighteen (18)
months. A written reprimand is expunged from an employee=s record if there are no other
disciplinary actions taken regarding that employee during such eighteen (18) month period.
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2.1 Payroll
It is the policy of the Board of Health to accurately compensate its employees for
time worked. The duties and responsibilities of Payroll shall be accomplished by the
Payroll Clerk of the Lorain County General Health District and the Payroll Department of the
Lorain County Auditor=s office.
Pay dates are those dates in the schedule established by the Lorain County
Auditor=s office. Currently, pay day is every other Friday beginning with the first scheduled
pay day in January of each year. A pay period shall commence at 12:01 A.M. on the
Sunday following a pay date and shall conclude on the second following Saturday at 12:00
midnight. The schedule of pay days and pay periods is available in the office of the Payroll
Clerk.
Payroll checks are normally available at the offices of the agency after 3:00 P.M. on
the Thursday before a pay date. Pay checks will be distributed by the Health
Commissioner or other designated officials to each employee. A pay check will not be
released other than to an employee. An employee may, however, authorize another
person to receive his or her payroll check.
Payroll checks not distributed to employees on a given pay date will be held on
designated agency premises until 4:30 P.M. A payroll check not distributed by 4:30 P.M.
will be held in the office of the Director of Administrative Services until other arrangements
are made by the employee to pick up the check. A payroll check will be mailed to an
employee only if such employee so directs the Director of Administrative Services by a
written notice or telephone call.
(Revised 9-08-04)
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2.2 Payroll - Time Sheets
In order to receive compensation for work performed for the Lorain County General
Health District, all part-time employees and designated contract employees shall report
hours worked or activities performed on time sheets or other forms prescribed by the
Payroll Clerk. Such time sheets or forms shall be signed, dated, and delivered to the
Payroll Clerk by no later than 9:00 A.M. on the Monday following a pay date. If a holiday
occurs on any such Monday, then such time sheet or form shall be delivered to the Payroll
Clerk by no later than 9:00 A.M. on the following Tuesday. Failure to deliver the prescribed
time sheet or form to the Payroll Clerk may result in a delay in the issuance of a payroll
check to an employee. Time sheets may be required for full-time employees as well.
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2.3 Compensation
The Board of Health, in a sincere effort to pay employees fairly, has established a
compensation plan with salary and wage ranges which provide for differentials of varying
responsibilities.
A newly hired employee shall be assigned to Step A of his or her classification pay
grade. In those cases where the newly hired employee possesses outstanding
qualifications and experience or a special skill, the Health Commissioner may choose to
assign the employee to any step higher than Step A. At no time shall a new or current
employee be assigned to a pay grade other than the grade designated for such employee=s
classification.
The compensation plan is subject to revision by the Board of Health at any time. A
copy of the agency=s current salary schedule is available for inspection during normal
working hours and is kept in the office of the Director of Administrative Services.
(Revised 9-08-04)
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2.4 Hours of Work/Overtime Compensation
Employees shall be entitled to overtime compensation in accordance with the U.S.
Department of Labor regulations, the Fair Labor Standards Act, Ohio Revised Code Section
4111.03, and the policies herein set forth.
The standard work week, for the purpose of this policy, shall be (40) forty hours.
The standard work week shall commence at 12:01 A.M. on Sunday of each calendar week
and end at 12:00 midnight on the following Saturday.
For most employees, the normal work day shall commence at 8:00 A.M. and end at
4:30 P.M., with an hour for lunch, one-half hour of which is paid time, for a total of eight (8)
hours of paid work time a day. The normal work week shall be from Monday through
Friday, for a total of 40 hours of paid work time per week. Supervisors shall have the right
and ability to establish different hours of work than described above as the need arises.
An employee, who is not exempt from overtime as an executive, administrative, or
professional employee, shall be entitled to earn overtime time or compensatory time off at
the rate of one and one-half (1 2) times his or her regular rate of pay for all hours actually
worked in excess of the standard forty (40) hour work week described above. Hours
actually worked@ include holiday leave, but do not include vacation leave, sick leave,
personal leave, or disability leave.
When an employee who is eligible for overtime compensation is required to work on
a holiday, he or she shall receive additional compensation at the rate of one and one-half (1
2) times his or her normal rate of pay for all hours worked on that holiday. Alternatively,
the employee may elect to take compensatory time off at the same rate for hours worked
on that holiday.
Assignment of overtime is discretionary on behalf of the agency; therefore, prior
approval is required from the immediate supervisor. All employees must adhere to the
following procedures in securing compensation for overtime worked:
1. All requests for overtime compensation must be properly documented and
submitted on the form prescribed by the agency to the employee=s division
director. No credit shall be received unless the form is properly completed
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and submitted and the use of overtime is approved.
2. The employee may choose whether to be paid for overtime or to receive
compensatory time off. The use of compensatory time off shall be scheduled
at a time mutually agreed upon by the supervisor and the employee to permit
the proper functioning of the unit. In the event that it is not possible to permit
the use of compensatory time off, unused portions shall be converted to
overtime pay and paid at the appropriate hourly rate.
3. Compensatory time may not be used during a standard work week in order to
earn overtime, holiday pay or additional compensatory time.
4. Only in special circumstances and only if approved in writing by the Health
Commissioner may overtime or compensatory time off earned in a given year
be carried over by an employee from year to year. Absent approval from the
Health Commissioner, unused compensatory time off earned in any given
calendar year must be converted to cash at the end of that calendar year.
5. In no event shall an employee be permitted to accumulate, for later use or
payment, more than 240 hours of overtime.
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2.5 Overtime-Executive, Administrative or Professional Staff
An executive, administrative or professional employee is not entitled, by law, to
overtime pay or compensatory time off for hours worked in excess of forty (40) hours in a
standard work week. For purposes of this policy, the positions in the Health District that
are considered as executive, administrative or professional or otherwise not entitled to
receive overtime compensation include the Health Commissioner, the Director of
Environmental Health, the Director of Health Education, the Director of Administrative
Services, the Assistant Prosecuting Attorney (Legal Counsel), the Medical Director, and the
Director of Nursing (Public Health Nurse 5).
(Revised 4-08-98; revised 9-08-04)
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2.6 - Payroll Deductions
Certain deductions are made from employees= paychecks as required by law, in
accordance with employee benefit plans, or as requested by employees. These deductions
shall be itemized on the employee=s pay statement which accompanies his or her bi-weekly
paycheck. Deductions include:
PERS: The Board of Health is required to deduct a percentage of each employee=s
gross earnings for the Public Employees Retirement System. Membership in the system is
compulsory upon being employed, except for those employees specifically exempted under
Ohio Revised Code Section 145.03.
Income Taxes: The federal and state governments require that taxes shall be
withheld from each salary payment. The amount of tax withheld is determined from tables
furnished by the U.S. Treasury Department and the Ohio Department of Taxation, and
varies according to the amount of salary and number of dependency exemptions.
Employees are required to complete tax withholding certificates upon initial employment
and to inform the Payroll Clerk of any dependency changes.
Health Insurance Premiums: These are deductions established by the Lorain
County Commissioners as the employee=s share of the cost of premiums for group health
and medical insurance.
Miscellaneous: These are requested by the employee in writing or mandated by a
court of competent jurisdiction. Examples include garnishments, deferred compensation,
premiums for optional health and medical insurance coverage, bonds, child support, union
dues, etc. The Board of Health may refuse to make deductions which are not required by
law, which are below certain prescribed minimum amounts, which are at irregular intervals,
or which are, for other cause, not in the best interest of the Board of Health to make.
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Deferred Compensation Program: An employee may request payroll deductions for
deferred compensation. The Ohio Public Employees Deferred Compensation Plan is a tax
sheltered savings plan which is offered to all employees. A descriptive brochure and
additional information may be obtained from the Director of Administrative Services.
(Revised 9-08-04)
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2.7 Insurance Coverage
Health and Medical Coverage: The Board of Health provides health care insurance
on a single or family basis for full time employees. Currently, there is no charge to a fulltime
employee for Comprehensive/Major Medical Coverage only. Alternate health care
insurance plans which include dental, prescription drug, and vision care coverage are
available for selection by employees. To acquire such coverage, employees are required to
pay a portion of the premium through payroll deductions.
Health care coverage is available to a part-time employee of the Board of Health,
provided he or she regularly works at least twenty (20) hours per week and provided
further, he or she pays, through payroll deductions, the full employee=s share of the
premium coverage, if any, and a pro-rated share of the agency=s costs.
Life Insurance: Group life insurance is provided, without charge, to each employee
during his or her time of employment with the Board of Health.
Worker=s Compensation: Employees of the Board of Health are covered under
Ohio Bureau of Worker=s Compensation for injuries sustained on the job. Claim forms are
kept in the office of the Director of Administrative Services.
(Revised 9-08-04)
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2.8 Travel/Reimbursement of Travel Expenses
An employee is entitled to reimbursement for reasonable expenses incurred while
traveling in the performance of his or her duties for the agency.
Any employee, who is required as a part of his or her duties to drive a motor vehicle,
shall:
1. Possess a valid Ohio Driver=s license;
2. Be covered by personal liability and property damage insurance;
3. Maintain and operate the vehicle in a safe manner;
4. Abide by the traffic laws of the State of Ohio and of municipalities, including
the wearing of seat belts.
5. Attempt to conserve travel by planning work so that the minimum amount of
mileage is accumulated.
Any employee using his or her own vehicle will be reimbursed for necessary travel at
a per mile rate established and re-established from time to time by resolution of the Board
of Health. Reimbursement is conditioned upon the following:
1. The travel must be justifiable and documented through the prescribed agency
form.
2. Staff does not get paid for traveling to or from work. However, when the
distance an employee travels, either from home to the first place of work, or
from the last place of work to home, exceeds the distance from the
employee=s home to the office, the employee may claim the difference.
3. With prior approval of employee=s division director, travel to and from off-duty
job related activities within the county may be authorized for professional
meetings, board meetings of health organizations, or community activities
where the employee is assigned to represent the agency. Mileage for such
travel is calculated to or from the employee=s home.
Additional travel costs which may be reimbursed, with prior approval of employee=s
division director and the Health Commissioner are registration fees, meals, lodging,
overnight parking or storage of vehicles, and toll road fees.
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An employee may be reimbursed for telephone calls to home, if reasonable in
number and length, while away on agency business with an overnight stay, provided
sufficient documentation of the same is presented. An employee may be reimbursed for
tips paid for service while away overnight on agency business in an amount not to exceed
20% of the total bill from the vendor. Any request for reimbursement for these tips must be
itemized and sufficiently supported and documented with receipts from the vendor.
This policy in regards to reimbursement for travel expenses also applies to members
of the board of health.
All out-of-county travel within the State of Ohio must have prior approval of the
division director and the Health Commissioner. All out-of-state travel must have prior
approval of the division director, the Health Commissioner, and the Board of Health.
(Revised and Amended 9-08-04)
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2.9 Credit Union
Employees of the Lorain County General Health District are eligible for membership
in the Lorain County Employees Credit Union. Additional information regarding the credit
union is available in the office of the Director of Administrative Services.
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2.10 Longevity
An employee, including a part-time employee who works twenty (20) or more hours
a week, shall receive an annual longevity payment amounting to 5% of his or her annual
salary in the pay period following his or her 10th, 11th, 12th, 13th, and 14th anniversary of
the commencement of employment with the Health District. An employee, including a parttime
employee who works twenty or more hours a week, shall receive a longevity payment
equal to 7.5% of his or her annual salary after fifteen (15) years of employment with the
Health District. Such payment shall occur annually in the pay period following his or her
15th, 16th, 17th, 18th, or 19th anniversary of the commencement of employment with the
Health District. An employee, including a part-time employee who works twenty or more
hours a week, shall receive a longevity payment equal to 10% of his or her annual salary
after twenty (20) years of employment with the Health District. Such payment shall occur in
the pay period following his or her 20th anniversary of the commencement of employment
with the Health District and in such pay period annually thereafter.
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3.1 Appointment Status
An employee of the Board of Health is presumed to be a classified civil servant
unless his or her position is exempted by law from the classified service. After completion
of the probationary period (in most instances one hundred twenty (120) days), classified
employees may only be disciplined for cause and by following the procedures set forth in
Ohio Revised Code Chapter 124, or such Chapter of law as it may be amended. Classified
employees may not actively participate in partisan politics.
Some employees of the Board of Health serve in the unclassified civil service or
occupy positions which have been exempted from the classified service. Such employees
serve at the pleasure of the Board of Health. Unclassified employees are not prohibited
from engaging in partisan political activity.
(Revised 9-08-04)
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3.2 Affirmative Action/Equal Employment Opportunity
It is the policy of this agency, consistent with Title VI of the Civil Rights Act of 1964,
Title VII of the Civil Rights Act of 1964 (as amended), the Equal Employment Opportunity
Act of 1972, the Equal Pay Act of 1963, the Age Discrimination in Employment Act of 1967,
the Rehabilitation Act of 1973, as amended, the American with Disabilities Act of 1992, the
Civil Rights Act of 1991, and Ohio Revised Code Chapter 4112, to provide equal
employment opportunity to all people regardless of race, color, age, religion, sex, or
national origin, handicap, age, or ancestry. All employees and/or applicants for
employment will be hired, promoted, transferred, demoted, laid off, terminated, suspended,
or evaluated, in a fair and equitable manner based solely upon merit, fitness, and such
bona fide occupational qualifications as may be required for a particular position. No
personnel decision shall be based upon race, color, religion, sex, national origin, handicap,
age, or ancestry.
The Lorain County General Health District has an Affirmative Action Plan
administered by a designated Equal Employment Opportunity Officer which provides a
general framework of Affirmative Action activities in the agency. The overall goals of this
Plan are designed to help eliminate the effects of any demonstrated past inadvertent
discriminatory practices; to avoid any adverse impact and effects of present employment
practice procedures on protected group members; and to serve the needs of the Health
District by having a work environment free of discriminatory practices and barriers to equal
employment opportunities.
Complaints of discrimination for any of the above reasons may be filed with the
Health Commissioner, the Ohio Department of Health in Columbus, or the Ohio Civil Rights
Commission. Current addresses for the Ohio Department of Health, the Ohio Civil Rights
Commission, or other federal or state agencies charged with the responsibility of enforcing
statutes or regulations for the protection of civil rights and equal employment opportunities
may be obtained from the office of the Health Commissioner.
In addition to the complaint procedures provided by law, employees may initiate and
29

follow the grievance procedures described in Section 5.6 of this policy manual.
Any employee of the Lorain County General Health District found guilty of any
discriminatory act toward any individual is subject to immediate disciplinary action, up to
and including termination.
(Revised October 14, 1998; Revised 9-08-04)
30

3.3 Filling of Vacancies
Efforts will be made by the Board of Health, as far as practicable, to select among
current qualified employees for promotion to vacant positions. The Board of Health will
post internally for five (5) calendar days, vacancies, above the entry level, which occur or
which are imminent within the agency, except in those cases where an employee is eligible
for reinstatement from layoff to the vacant position. During the five (5) day posting period,
any employee wishing to apply for the vacant position shall submit a written application to
the Health Commissioner, or his designee. The Board of Health shall not be obligated to
consider any applications submitted after the close of the posting period.
If no current employee is determined to be qualified for a vacant position, or if a
vacancy exists which is an entry level position, the job shall be filled through selection of
qualified outside job applicants. The Board of Health shall publicly announce any such
vacancies to be filled.
31

3.4 Employee Classification Plan
The Board of Health maintains a classification plan for its employees based upon an
analysis of the duties and responsibilities of positions in the agency. A class specification
includes a class title, the nature of the work, examples of duties, and minimum
qualifications.
A copy of the classification plan is filed in the office of the Director of Administrative
Services.
(Revised 9-08-04)
32

3.5 Probationary Period
A probationary period is established so that the Board of Health can adequately
determine an employee=s suitability for the position to which he or she has been appointed,
transferred or promoted.
Every person entering into employment with the Board of Health under these policy
provisions shall be required to successfully complete a probationary period of at least one
hundred twenty (120) calendar days. If, following an original appointment, an employee=s
performance is found unsatisfactory; he or she may be summarily removed from
employment with the Board of Health after completion of sixty (60) calendar days (one-half
of the probationary period). An employee shall have no right to appeal any such second
half probationary removal. Similarly, every employee who accepts a promotion or transfer
to another position of employment within the agency shall be required to successfully
complete a probationary period of at least one hundred twenty (120) calendar days in such
new position. If, following such promotion or transfer, an employee=s performance is found
unsatisfactory, he or she may be summarily returned anytime within the probationary period
to his or her immediately prior position at the agency at the current rate of pay established
for that employee in that prior position. An employee shall have no right to appeal any
reduction or reassignment to a prior position within such probationary period.
Supervisors shall use the probationary period to closely observe and evaluate the
work and fitness of new employees or of newly promoted or transferred employees. A
performance evaluation shall be conducted by the Supervisor on or near the date a new
employee completes his or her first sixty (60) days of employment with the Board of Health
or on or near the date a newly promoted or transferred employee completes his or her first
sixty (60) days in the new position. A written report of such evaluation shall be provided to
the employee.
33

3.6 Employment Health Screening Requirements
The Lorain County General Health District strives to be a role model for good
disease prevention practices. Accordingly, the following requirements apply:
1. At the time of hire, an employee shall complete the form entitled Employee
Health Examination.@ In addition, the employee shall submit to a physical
examination to be performed by a physician designated by the agency. In
lieu of such examination, an employee may submit a written report of an
examination by his or her own physician conducted near the date of hire or
not more than two months prior to the date of hire, which confirms that the
employee is in good health.
2. Each newly hired employee shall submit to a tuberculin skin test, unless he or
she can produce the results of such test administered within 6 weeks prior to
the date of hire. A two step Mantoux TB skin test is required of all Patient
Care Division and WIC Program staff that is in direct contact with clients.
3. Each employee shall have current immunizations according to Ohio
Department of Health standards. An employee in need of immunizations can
acquire them, free of charge, from the agency. Currently, required
immunizations are tetanus and diphtheria, unless the employee can provide
evidence of a booster within the past ten (10) years; rubella, unless the
employee has evidence of immunization or a positive rubella titer; measles
and mumps, unless the employee=s birth date is prior to 1957 or he or she
has evidence of immunization after his or her first birthday. Any employee
who will be in frequent contact with blood or blood products, such as a nurse
or clinic health aide, must be immunized against Hepatitis B, unless the
employee has evidence of such immunization. Any employee who has
frequent and direct contact with the elderly and medically high-risk individuals
shall be immunized against influenza yearly.
34

3.7 Criminal Records Check
A criminal records check shall be performed for all prospective employees. Finalists
for open positions shall be fingerprinted and shall complete the prescribed forms. Criminal
record checks shall be performed by the Ohio Bureau of Criminal Identification (BCI). If the
prospective employee has resided in the State of Ohio for less than five (5) years
immediately prior to his or her application for employment, then an FBI criminal records
check shall also be performed.
Normally, an employee shall not be hired until after the results of a criminal record
check are received. Should it be necessary to hire an employee and for he or she to
commence work before the criminal records check is completed, that employee shall be
deemed as being conditionally hired pending the outcome of the criminal records check.
The employee is therefore subject to immediate termination from employment with the
agency if an unsatisfactory criminal report is received.
35

4.1 Holidays
The legal holidays which are to be observed by the staff of the Lorain County
General Health District are as follows:
NEW YEARS DAY
FIRST DAY OF JANUARY
MARTIN LUTHER KING DAY THIRD MONDAY OF JANUARY
PRESIDENT=S DAY
THIRD MONDAY OF FEBRUARY
MEMORIAL DAY
LAST MONDAY OF MAY
INDEPENDENCE DAY
FOURTH DAY OF JULY
LABOR DAY
FIRST MONDAY OF SEPTEMBER
COLUMBUS DAY (Selected Staff) SECOND MONDAY OF OCTOBER
VETERAN=S DAY (Selected Staff) ELEVENTH DAY OF NOVEMBER
THANKSGIVING DAY
FOURTH THURSDAY OF NOVEMBER
THANKSGIVING FRIDAY
DAY AFTER THANKSGIVING
CHRISTMAS DAY
TWENTY-FIFTH DAY OF DECEMBER
NEW YEARS EVE DAY (2 Day) THIRTY-FIRST DAY OF DECEMBER
HOLIDAY BONUS DAY
Designated by Health Commissioner
PERSONAL DAY (Full-time staff only) Selected by employee, requires division
Director approval and a minimum of 48
hours notice.
Primary and general election days are not legal holidays.
If the holiday falls on a Sunday, it will be observed on the following Monday; if it falls
on a Saturday, it will be observed on the preceding Friday.
In observance of each of the above holidays, an employee will normally be granted
the day off from work with straight time pay. If a holiday occurs while an employee is on
vacation or sick leave, such holiday will not be charged against that employee=s vacation or
sick leave balance.
When an employee who is eligible for overtime compensation is required to work on
a holiday, he or she shall receive additional compensation at the rate of one and one-half (1
2) times his or her normal rate of pay for all hours worked on that holiday. Alternatively,
the employee may elect to take compensatory time off at the same rate for hours worked
on that holiday.
The PERSONAL DAY holiday must be taken during the calendar year and may not
be accumulated from year to year. To qualify for a personal day in any given year, an
employee must be employed full-time by June 30th.
36

4.2 Vacation Leave
Rest and relaxation are essential parts of every person=s working life. Therefore,
each full-time employee, after one full year of service with the agency, shall be entitled to
three weeks (fifteen working days) of paid vacation each year, calculated and earned at the
rate of 4.62 hours for each 80 hour biweekly pay period, or approximately 1-1/4 days for
each month of actual service with the agency. An employee with twenty (20) or more years
of service with the agency shall be entitled to four (4) weeks (twenty working days) of paid
vacation each year, calculated and earned at the rate of 6.15 hours for each 80 hour
biweekly pay period, or approximately 1-2/3 days for each month of actual service with the
agency. Each part-time employee who works or is in active pay status for forty (40) hours
or less per biweekly pay period shall be entitled to vacation leave on a prorated basis.
Vacations shall be scheduled on prescribed vacation request forms with the
employee=s immediate supervisor. For an intended vacation period occurring between
January 1 and June 30 of a given year, an employee should request such vacation by the
preceding August 1. For an intended vacation occurring between July 1 and December 31,
an employee should request such vacation by the preceding March 1. Vacations requested
within these deadlines will be granted or denied according to seniority in each position and
the staffing needs of each department.
Vacations of more than one day which are requested after the above deadlines must
be submitted at least two (2) weeks in advance. Single day vacations must be requested at
least three (3) working days in advance. Such requests will be granted on a first come, first
serve basis after consideration is given to the staffing needs of the department.
Vacation leave shall be taken in the twelve (12) months immediately following the
year in which the vacation was earned. Unused vacation may be carried over from year to
year in special and meritorious cases, provided prior written approval is obtained from the
Health Commissioner. In no event shall any employee be permitted to accumulate more
than two years of vacation leave.
Vacation time and sick leave are not interchangeable. An employee who becomes ill
37

while on vacation may not charge that illness during vacation as sick leave.
An employee who separates from employment with the agency will be paid
compensation, at his or her then regular rate of pay, for earned but unused current year
vacation as well as accrued carry-over vacation.
38

4.3 Sick Leave
Each full time employee of the Lorain County General Health District shall earn, and
shall be entitled to, sick leave at the rate of 1-1/4 days for each completed month of
service, or a total of approximately fifteen (15) days per year. Sick leave shall accumulate
during the calendar year and shall be calculated at the rate of 4.62 hours for each 80 hour
biweekly pay period. Each part-time employee who works or is in active pay status for forty
(40) hours or less per biweekly pay period shall be entitled to sick leave on a prorated
basis. Sick leave shall be calculated to the nearest one-quarter (1/4) hour.
In January, a bonus of $250.00 is paid to each person who was employed full-time
throughout the preceding year and who used 8 or fewer hours of sick leave during that
year. A bonus of $100.00 is paid to each person who was employed full-time throughout
the preceding year and who used from 8.25 to 24 hours of sick leave.
Sick leave will be granted to the employee by the supervisor/division director for the
following reasons:
1. Illness or injury of the employee or a member of the employee=s immediate
family.
2. Death of a member of the employee=s immediate family.
3. Medical, dental, or optical examination or treatment of employee or a
member of his or her immediate family.
4. When, through exposure to a contagious disease, either the health of the
employee would be jeopardized or the employee=s presence on the job would
jeopardize the health of others.
5. Pregnancy and/or childbirth and related conditions.
The term immediate family@ means mother, father, brother, sister, child, spouse,
grandparent, grandchild, mother-in-law, father-in-law, daughter-in-law, son-in-law, legal
guardian, or other person who stands in the place of a parent.
Sick leave granted by reason of death in the immediate family will not exceed five (5)
working days. Additional days may be granted, for good cause shown, by the Health
Commissioner.
39

A limit of five (5) working days of paid sick leave will be allowed for the care of
employee=s wife and family during the post-natal care period.
If sick leave is requested or taken for more than three (3) working days, an
employee may be required by the agency to submit a physician=s report that supports his or
her period of absence. In such case, the agency shall have the right to require the
employee to submit to a medical examination by a physician of agency=s choice, at
agency=s cost. If, upon examination, the physician determines that employee is able to
perform the duties of his or her position and that sick leave is therefore not justified, the
agency may order the employee to return to work and may deny payment for sick leave
requested and claimed by such employee after the date established for return to work.
Further, should an employee fail to return to work as ordered, he or she may be subject to
disciplinary action and termination from employment.
If the employee or a member of his or her immediate family has a medical, dental, or
optical appointment, the supervisor/division director must be notified at least (5) five days in
advance or the time will not be granted. This does not apply to emergencies.
40

4.4 Disability Leave
There are three options available in the case of an employee=s disability:
1. Voluntary Reduction: When an employee becomes physically unable to
perform the duties of his or her position, but is still able to perform the duties
of a vacant, lower level position, he or she may voluntarily request reduction
to the lower level position. The employee shall submit a written request for
such reduction, together with a physician=s statement, to the Health
Commissioner. The Health Commissioner shall have complete discretion in
determining to approve any such request based on the operational needs
and requirements of the agency.
2. Disability Leave: A physically incapacitated employee who has exhausted
his or her vacation leave and accumulated sick leave, who has exhausted or
elected not to take Family and Medical Leave, and for whom a voluntary
reduction is not practicable, may request, in writing, up to six (6) months of
disability leave without pay if he or she can present evidence as to the
probable date of return to work within the requested disability leave period.
Such request, together with a physician=s statement and other supporting
evidence, shall be submitted to the Health Commissioner.
3. Disability Separation: A disability separation may be granted when an
employee is hospitalized or institutionalized, or on an extended period of
convalescence following hospitalization or institutionalization, or is declared
physically unable of performing the duties of his or her position by a licensed
physician.
Reinstatement rights are as follows:
1. Reinstatement from Disability Leave: The position vacated by an employee
who is granted a disability shall be reserved for such employee until he or
she is able to return to work, provided such period of leave is not more than
six (6) months. Any appointment made to a position vacated by a disability
41

leave shall be on a temporary basis, and the replacement employee shall be
made fully aware of such status.
2. Reinstatement from Disability Separation: Reinstatement rights following
disability separation extend for three (3) years from the date separation is
granted. If an employee is given a disability leave of absence without pay
and then placed on disability separation due to the same illness or injury, the
total combined period of absence may not exceed three (3) years for
purposes of reinstatement. An employee shall be reinstated to the same or
similar position within thirty (30) days after applying to the Health
Commissioner in writing for reinstatement, provided he or she passes a
medical examination which establishes that he or she can resume the duties
of his or her position. The medical examination shall be conducted, at
agency=s cost, by a physician designated by the Health Commissioner. The
Health Commissioner may, in lieu of such medical examination, accept the
report of a medical examination conducted by a physician of employee=s
choice, at employee=s cost. If a continuing disability precludes reinstatement,
the employee may apply for disability retirement from the Public Employees=
Retirement System.
3. Notice: The Health Commissioner shall deliver a written reminder to the
employee at least two weeks prior to the expiration of his or her disability
separation. An employee who does not return from disability separation,
formally resign, or take disability retirement, shall be separated from service
with the agency upon the expiration of the three year reinstatement period.
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4.5 Military Leave
All employees of the Lorain County General Health District who are members of the
Ohio National Guard or members of other reserve components of the Armed Forces of the
United States are entitled to leave of absence from their respective duties without loss of
pay for such time as they are in military service on field training or active duty for periods
not to exceed a total of thirty-one (31) working days in any one (1) calendar year.
43

4.6 Court Leave
An employee shall be granted a leave of absence with pay when subpoenaed for
jury duty, attending court as a witness regarding business of the Lorain County General
Health District, or attending court on behalf of the United States or the State of Ohio. Any
remuneration paid for such services shall be refused by the employee or returned to the
agency. Any personal court appearance must be taken as vacation leave or leave without
pay.
44

4.7 Calamity Leave
There may be times when the offices of the agency are closed for business due to
inclement weather or other emergency conditions. Employees are required to report to
work unless they are notified under procedures established by the agency of the official
closing of agency offices. In the event offices are officially closed, employees will be paid
for the hours they were scheduled to work. Employees not scheduled to work are not
entitled to pay for the hours the offices were officially closed. An employee who fails to
report to work on days when agency offices are not officially closed due to weather or other
emergency conditions will not receive compensation for the duration of the absence. At the
request of the absent employee and upon approval by the agency, such absence may be
charged to the employee=s available vacation or compensatory time. Inclement weather is
not a valid reason for the use of sick leave.
45

4.8 Maternity Leave
An employee who is pregnant shall, upon request made to the Board of Health, be
granted a leave of absence for maternity purposes. The employee shall notify the Health
Commissioner or the Director of Administrative Services of her date of departure from work
as far in advance as practicable. In the event there is reason to believe that an employee
is unable to perform the functions of her position of employment due to her pregnancy, the
employee may be required to commence maternity leave at an earlier date than the
employee selected. The Health Commissioner may require the employee to be examined
by a licensed physician of the Health Commissioner=s choice and at the Board of Health=s
expense, for such purpose.
Such leave of absence shall be with pay for as long as the employee has
accumulated vacation, sick leave, or compensatory time. Thereafter, the leave shall be
unpaid. The employee is expected to return to work within three (3) working days after her
six (6) weeks check-up from the date of the child=s birth, unless prior to such deadline, she
requests Family and Medical Leave in accordance with the Board of Health=s policy. The
total amount of unpaid leave shall not exceed twelve (12) weeks unless a disability leave of
absence is requested and approved.
(Revised 9-08-04)
46

4.9 Family and Medical Leave
Eligibility: An employee who regularly works at least 20 hours per week, and who
has been employed by the Board of Health for at least twelve (12) months and who has
completed at least 1,040 hours of service during the twelve (12) month period immediately
preceding the commencement of the leave shall be eligible for Family and Medical Leave
as provided in this policy.
Duration of Leave: An eligible full-time employee shall be permitted a maximum of
twelve (12) work weeks (480 hours) of unpaid leave per calendar year. An eligible parttime
employee shall be permitted a maximum of twelve (12) work weeks of unpaid leave
per calendar year on a pro-rated basis. (For example, an employee who regularly works
twenty (20) hours per week shall be permitted a maximum of 240 hours of unpaid leave per
calendar year.) Family and Medical Leave may be used to care for the employee=s child
after the birth of the child; to care for a child after the child is placed with the employee for
adoption or foster care; to care for the employee=s spouse, child, sibling, parent or parentin-law
who has a serious health condition; or because the employee has a serious health
condition that makes him or her unable to perform the functions of his or her position. In
the event a husband and wife, both employed by the Board of Health, request leave due to
the birth or placement of a child, the total number of work weeks of Family and Medical
Leave combined shall not exceed twelve (12) work weeks during a calendar year. In the
event of the continuation, reoccurrence, or onset of a serious health condition of the
employee after he or she has exhausted all paid leave and the twelve (12) work weeks in a
twelve (12) month period as provided in this policy, the employee may request an unpaid
disability leave of absence in accordance with the Board of Health=s policy.
Notice: Except when unforeseen circumstances prevent such notice, an eligible
employee is required to provide the Board of Health with thirty (30) days advance notice of
his or her intention to take Family and Medical Leave. A request for Family and Medical
47

Leave based upon a serious health condition of the employee or the employee=s spouse,
child, sibling, parent or parent-in-law shall be accompanied by medical certification of such
condition. The Board of Health, at its own expense, may require a second opinion
regarding the serious health condition.
Other Leave Time: An eligible employee may, but shall not be required to, use any
and all accrued vacation, sick leave and compensatory time prior to being granted unpaid
Family and Medical Leave. The twelve (12) work weeks of unpaid Family and Medical
Leave are in addition to paid leave available to an employee.
Intermittent Leave: Leave due to the serious health condition of the employee or the
employee=s spouse, child, sibling, parent or parent-in-law may be taken intermittently or on
a reduced schedule when medically necessary, provided such leave is taken by the
employee in increments of one-half work days (4 hours) or full work days (8 hours). The
Board of Health may require any such employee to transfer temporarily to a position of
employment that has equivalent pay and benefits and better accommodates the recurring
periods of leave. Leave due to the birth, placement or adoption of a well child may not be
taken on an intermittent or reduced schedule.
Effect of Approved Leave: It shall not be considered a break in service when an
employee takes leave in accordance with this policy, provided he or she returns to work at
the expiration of the leave period. During any unpaid leave period, an employee shall not
accumulate sick, vacation, bonus, or other accrued leave; nor shall he or she be entitled to
any compensation for holidays. Further, an eligible employee who takes leave in
accordance with this policy shall, upon return from such leave, be restored to the position
held by the employee when the leave commenced, or a similar position of equivalent pay
and benefits.
Health Care Insurance: During any period that an eligible employee takes leave in
accordance with this policy, the Board of Health will maintain the employee=s group health
48

care coverage under the conditions coverage would have been provided if the employee
had continued in employment for the duration of the leave. The employee shall be
responsible for paying the employee=s share of health insurance costs during the leave. If
the employee does not return from the leave, the Board of Health may recover the
premiums it paid for maintaining the employee=s health care coverage during the period of
unpaid Family and Medical Leave.
49

4.10 Administrative Leave
General provisions: The Health Commissioner may, in his or her sound judgment
and discretion, upon written request from any employee, grant unpaid administrative leave
to such employee for such duration and upon such terms and conditions as the Health
Commissioner deems appropriate and conducive to the efficient operation of the Health
Department.
Health care insurance: The Health Department shall continue to pay the employer=s
share of the cost of group health insurance for any employee on approved administrative
leave for thirty days or less. Any employee on approved administrative leave for more than
30 consecutive calendar days shall be responsible for timely payment of the entire costs of
maintaining his or her group health insurance during the duration of the leave.
Effect of Approved Leave: It shall not be considered a break in service when an
employee is granted leave in accordance with this policy, provided he or she returns to
work at the expiration of the leave period. An employee shall not be entitled to
compensation for holidays occurring within any approved administrative leave period.
During any unpaid administrative leave for thirty or more consecutive days, an employee
shall not be entitled to accumulate sick, vacation, bonus, or other accrued leave.
Decision is final: Any decision by the Health Commissioner to grant or deny
administrative leave is final and is not subject to review or challenge. The granting of a
request for administrative leave shall not establish a precedent, nor bind the Health
Commissioner, in any manner, to grant a request for administrative leave by another
employee under the same or similar circumstances.
(Adopted May 13, 1998; Revised 9-08-04)
50

5.1 Discipline
The Board of Health has adopted the following policy for discipline in order to
promote fairness and to minimize potential misunderstandings among employees as to
what is expected of them in their performance of their respective duties. This policy sets
forth a three-tiered progressive discipline system which categorizes unacceptable types of
conduct and which establishes penalties for violations of the rules of conduct.
Generally, an employee may be disciplined for incompetency, inefficiency,
dishonesty, drunkenness, immoral conduct, insubordination, discourteous treatment of the
public, neglect of duty, misfeasance, malfeasance, nonfeasance, or other failure of good
behavior. This discipline policy provides standard penalties for specific offenses. Examples
of specific offenses given in any rule shall serve merely as a guide for discipline. The list of
offenses shall not be deemed all-inclusive. Standard penalties provided in the policy do not
preclude the application of a more or less severe penalty for a given infraction. Further,
management retains the right to deal individually with the merits of each matter without
creating any precedent for the treatment of any future disciplinary matter.
Progressive Discipline
Under a progressive discipline policy, discipline is administered in successive steps
with each successive step becoming more severe. As a general rule, all policy infractions,
except Group III offenses for which immediate termination is authorized, will follow the
system of progressive discipline outlined in this policy. Unrelated offenses are progressive
in the Group in which they occur; however, related offenses are progressive regardless of
whether they are Group I or II violations and regardless of the order in which the Group
violations occurred.
The record of a disciplinary action shall remain effective in the employee=s personnel
file for eighteen (18) months after issuance. Thereafter, the record will be removed from
the file providing another offense has not occurred within that period of time. It shall be the
responsibility of the affected employee to monitor such time period and to request the
removal of such disciplinary record.
51

Disciplinary Standard:
Group I Offenses
First Offense............................................Instruction & Cautioning
Second Offense.......................................Written Reprimand
Third Offense...........................................Three (3) day suspension without pay
Fourth Offense.........................................Fifteen (15) day suspension without pay
Fifth Offense............................................Termination
Group I Offense Examples:
1. Discourteous treatment of the public.
2. Failure to report off work for any absence; absenteeism; sick leave abuse;
unauthorized absence from work.
3. Failure to commence duties at the beginning of the work period, or leaving work
prior to the end of the work period.
4. Leaving the job or work area during regular work hours without authorization.
5. Making preparations to leave work without specific prior authorization before the
lunch period, or for any official break time, or before the specified quitting time, or
returning to work late after lunch or any official break time.
6. Leaving post of continuous operations position prior to being relieved by employee
of incoming shift.
7. Neglect or carelessness in signing in or out.
8. Creating or contributing to unsanitary or unsafe conditions.
9. Distracting the attention of others, unnecessary shouting, demonstration or
otherwise causing disruption on the job.
10. Malicious mischief, horseplay, wrestling, or other undesirable conduct, including use
of profane or abusive language.
11. Threatening, intimidating, coercing, or interfering with subordinates or other
employees.
12. Failure to cooperate with other employees as required by job duties.
13. Failure to use reasonable care of agency property or equipment.
52

14. Use or possession of another employee=s working equipment without authorization.
15. Neglect or carelessness in observance of official safety rules, or disregard of
common safety practices.
16. Failure to observe department or division rules.
17. Obligating the agency for any expense, service or performance without
authorization.
18. Failure to report accidents, injury or equipment damage.
19. Disregarding job duties; neglect of work; inefficiency; reading for pleasure during
working hours.
20. Unsatisfactory work or failure to maintain required standards of performance;
incompetency.
21. Violation of agency telephone policy.
22. Violation of agency tobacco use policy.
23. Accepting gifts from agency clients or business contacts.
24. Improper use of agency badges or identification cards.
53

Group II Offenses
Disciplinary Standard:
First Offense.............................Instruction & up to three (3) day suspension w/o pay.
Second Offense....................... Fifteen (15) day suspension without pay
Third Offense............................Termination
Group II Offense Examples:
1. Sleeping during working hours.
2. Reporting for work or working while unfit for duty.
3. Being in possession of, or drinking alcoholic beverages, on the job.
4. Conduct violating morality or common decency.
5. Unauthorized use of agency property or equipment.
6. Performing private work on agency time.
7. Willful failure to sign in or out when required.
8. Willful failure to make required reports.
9. Failure to report, as scheduled, for overtime work without good reason.
10. Solicitation or distribution at place of employment without authorization;
unauthorized posting or removal of notices or signs from bulletin boards.
11. Making or publishing of false, vicious or malicious statements concerning
employees, supervisors, the agency or its operation.
12. Refusing to give testimony when accidents are being investigated.
13. Unauthorized presence on agency/county property.
14. Willful disregard of department or division rules.
15. Use of abusive or threatening language toward supervisors or co-workers.
16. Gambling during working hours.
54

Group III Offenses
Disciplinary Standard:
First Offense............................................Termination
Group III Offense Examples:
1. Wanton or willful neglect in the performance of assigned duties or in the care, use or
custody of any agency property or equipment. Abuse or deliberate destruction of
agency property, tools, equipment, or the property of employees.
2. Signing or altering other employees= time/activity records or unauthorized altering of
own time/activity records.
3. Giving false testimony; falsifying or assisting in falsifying or destroying any agency
records; giving false information or withholding pertinent information in making
application for employment.
4. Making false claims or misrepresentations in an attempt to obtain any agency
benefit.
5. Stealing or similar conduct, including destroying, damaging or concealing any
property of the agency or of other employees.
6. Illegal use or sale of drugs.
7. Conviction of any crime involving dishonesty or moral turpitude.
8. Conviction of any felony under the laws of the State of Ohio, or of any offense under
Federal law or in another state that would be deemed a felony in Ohio.
9. Fighting or attempting injury to other employees, supervisors, or persons.
10. Misuse of agency information; removal of agency records without authorization.
11. Instigating, leading, or participating in any illegal work stoppage, walk-out, strike, or
other concerted curtailment, restriction or interference with work in or about the
agency=s work areas.
12. Possession of firearms, explosives or weapons on agency property or while on duty
at any time without authorization.
13. Knowingly concealing a communicable disease which may endanger other
employees; misuse of materials and equipment or wanton neglect of duties as
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endangers the health and safety of the public.
14. Dishonesty or any dishonest action; including the acceptance of bribes or substantial
gifts for work or favors performed.
15. Insubordination by refusing to perform assigned work upon the verbal or written
instruction of a supervisor.
16. Intentional and knowing discriminatory act toward any individual on the basis of
race, color, religion, sex, national origin, handicap, age, or ancestry.
17. Intentionally and knowingly engaging in sexual harassment; or interfering with
Agency investigations of allegations of sexual harassment; or taking retaliatory
action against any employee who reports incidents of sexual harassment; or
knowingly and intentionally making false accusations of sexual harassment; or other
violations as described in Section 5-7 of this policy manual.
18. Failure to maintain a valid Ohio Driver=s License or failure to report any
circumstances as makes an employee ineligible to hold a valid Ohio Driver=s License
(see Section 7.7)
(Revised 10-14-98)
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5.2 Pre-Disciplinary Conference
Subject to Section 5.4 Absence without Leave, in all instances of disciplinary action
whereby the employee may be suspended without pay or terminated from employment, a
pre-disciplinary conference shall be conducted. The purpose of such conference is to
afford the affected employee a fair opportunity to offer a defense to the allegations of
misconduct. The pre-disciplinary conference shall be conducted by a neutral party selected
by the Health Commissioner from supervisors in the agency not directly in the chain of
command of the affected employee. The neutral party may also be an impartial person
from outside of the agency.
Not less than twenty-four (24) hours prior to the conference, the employee shall
receive a notice which describes the basis for disciplinary action against such employee.
The employee may appear personally with or without a chosen representative at the
conference to present an oral or written statement in his or her defense; or may elect, in
writing, to waive the opportunity to be heard at such conference.
At the conference, the neutral party will ask the employee or the employee=s
representative to respond to the allegations of misconduct. Failure to respond truthfully
may result in further disciplinary action. The employee and agency representatives may
present any testimony, witnesses or documents which explain whether or not the alleged
misconduct occurred, subject to the right of the neutral party to refuse to hear any matters
that he or she deems not pertinent or not relevant. The employee shall provide a list of
witnesses to the neutral party as far in advance as possible, but not later than one hour
prior to the conference. It shall be the employee=s responsibility to notify witnesses that
their attendance is desired.
The employee and his or her representative will be permitted to question any
witnesses. A written report shall be prepared by the neutral party with conclusions as to
whether or not the alleged misconduct occurred. A copy of such report shall be provided
by the Health Commissioner to the employee within five (5) working days after its
submission by the neutral party to the Health Commissioner.
The Health Commissioner (not the neutral party) will decide what discipline, if any, is
appropriate.
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Section 5.3 Criminal Offenses
An employee may be immediately terminated by the agency for conviction of any
felony or for conviction of any offense, whether a misdemeanor or felony, involving
dishonesty or moral turpitude.
The agency may, in its sole discretion, require any employee charged with a criminal
offense to take a leave, with pay, pending the outcome of criminal proceedings against
such employee.
Nothing contained herein shall be construed to preclude the agency from
immediately commencing disciplinary procedures and taking disciplinary action against an
accused employee for violations of the personnel policy which are not dependent upon a
criminal conviction.
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Section 5.4 Absence Without Leave
Any employee who is absent for three or more successive duty days, without leave
and without notice to a supervisor of the reasons for such absence, may be summarily
terminated, without a pre-disciplinary conference, from employment for neglect of duty.
Such termination shall be effective upon delivery of notice by the agency to the employee=s
last known address.
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Section 5.5 Appeals from Disciplinary Actions
Termination of employment or a suspension of over three (3) days may be appealed
by an affected employee to the State Personnel Board of Review in Columbus, Ohio.
Suspensions of three (3) days or less or other disciplinary actions may be heard through
the grievance procedure established by the agency.
To be effective, an appeal from a termination or suspension must be filed with the
State Personnel Board of Review within ten (10) days after the employee=s receipt of the
notice of termination or suspension. The Board of Review may conduct a hearing in such
appeal and may affirm, disaffirm, or modify disciplinary actions made by the
Employer/Appointing Authority, the Board of Health.
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5.6 Grievance Policy & Procedure
The Board of Health of the Lorain County General Health District, as an employer,
recognizes that in the process of employment, there may be occasions when the views of
the employee and management conflict. It is therefore in the best interest of the agency to
make available for all employees a grievance procedure to address matters of conflict, and
to provide a formal mechanism for communication whereby the opportunity for resolution of
the grievances is enhanced.
A grievance may be initiated by an employee for any disciplinary suspension of three
(3) days or less, for disciplinary measures not involving loss of pay, lay-offs and job
abolishment, and for any matter whereby there may be conflict or disagreement in the
interpretation of any provision of this personnel policy manual. The filing of a grievance in
good faith shall not reflect upon the employee=s standing within the agency. Further,
employees shall be unimpeded and free from restraint, interference, or reprisal in the filing
of grievances.
Employees and supervisors are encouraged to communicate with each other and to
attempt to avoid situations of conflict and to resolve disputes without resort to the grievance
procedure. The grievance procedure in this agency can have as many as four steps:
1. The first step is verbally with the employee=s immediate supervisor within five
(5) working days of the incident or situation giving rise to the grievance.
2. If the grievance is unresolved, the employee may proceed to the second
step. In this step, the employee shall describe, in a written document
delivered to his or her division director within five (5) working days following
the meeting in step 1, all relevant facts, the nature of the grievance, and the
desired outcome. Within five (5) working days, the division director shall hold
a conference with the grieving employee. The division director shall render a
written decision on the grievance within five (5) working days after this
conference.
3. If the grievance remains unresolved, the employee may proceed to the third
step by delivering all relevant papers to the Health Commissioner within five
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(5) working days after employee=s receipt of the division director=s written
decision. The Health Commissioner shall hold a conference with the grieving
employee within five (5) days of receiving such papers. He shall render a
written decision on the matter within five (5) days after such conference.
4. If the employee is dissatisfied with the Health Commissioner=s decision, such
grieving employee must file a written request with the Health Commissioner
and ask him to file the original grievance and all relevant papers with the
Board of Health. The Health Commissioner will decide, in his sole judgment,
whether the grievance is of such nature that it would be appropriate for
consideration by the Board of Health. If the Health Commissioner so
decides, then he shall place the matter on the agenda of the next regular
meeting of the Board of Health. The grieving employee must appear at that
meeting to present his or her grievance. Within five (5) working days of such
meeting, the grieving employee shall be notified, in writing, of any action
taken by the Board of Health regarding such grievance.
The employee may select one person to act as his or her representative throughout
the grievance procedure. Such representative may assist the employee in the preparation,
submission, and presentation of the grievance.
The time limits may be extended where the parties who are involved are on
approved leave. On-duty time that employees spend on grievances shall be productive and
necessary to the resolution of the matter. Meetings with any representative of the
employee relating to the grievance shall occur on non-duty time.
If an employee, or an applicant for employment believes that he or she was the
recipient of any discriminatory practice as set forth in this policy manual, then the above
grievance procedure may be initiated and pursued by that employee or employment
applicant, with the following modifications: The first step of the grievance procedure shall be
initiated by filing a written complaint with the division director and the second step shall be
with the designated EEOC Officer. In all other respects, the procedure shall be as the
procedure for all other grievances.
(revised 10-14-98)
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5.7 Sexual Harassment
The Lorain County Health Department is committed to providing a work place free
from sexual harassment, and strictly prohibits this conduct in the work place by all agency
employees. It shall be unlawful and inappropriate and a violation of this policy for any
employee, male or female, to sexually harass any other employee.
Any employee who believes that he or she has been sexually harassed by another
employee, a member of the public, contractor, client, patient, or service provider shall
immediately report any incident of that nature to his or her immediate supervisor or to the
Health Commissioner. There shall be no reprisals against any employee who makes such
report.
An investigation of all complaints of sexual harassment shall be conducted by the
Health Commissioner or other persons the Health Commissioner assigned to such task.
Every effort shall be made to keep the complaint and the investigation confidential, except
as may be reasonably necessary to conduct the investigation. It shall be unlawful,
inappropriate and a violation of this policy for any employee who is the subject of a sexual
harassment investigation to take retaliatory action so as to affect the work environment of
the complainant or any person involved in the investigation.
Substantial incidents of sexual harassment shall be grounds for disciplinary action,
up to and including termination. Further, if allegations of sexual harassment are found to
be credible, corrective action shall be taken to prevent reoccurrence of such conduct within
the workplace.
Sexual harassment shall not be countenanced by supervisory or management staff.
Each supervisor in the agency shall promptly report any incident of sexual harassment that
comes to his or attention to the Health Commissioner. Failure of a supervisor to report
sexual harassment or failure to cooperate in remedying or investigating such conduct shall
be grounds for disciplinary action, up to an including termination.
It shall be unlawful and a violation of this policy for any employee to knowingly and
intentionally make a false report or accusation of sexual harassment. Such conduct shall
be grounds for disciplinary action, up to and including termination.
(Adopted 10-14-98)
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6.1 Resignations
An employee is requested to give at least two weeks advance notice of resignation.
During the next or second to next pay period after resignation, the resigning employee will
be paid for any accrued but unused vacation and for unused overtime hours, all subject to
the limitations for accumulation of such time set forth in the policy. No compensation shall
be paid for any accumulated and unused sick leave. Instead, upon resignation or other
separation from employment, an employee will receive a written statement of sick hours
accrued, as an employee may be able to reinstate such sick time if he or she is later reemployed
by the agency or attains other qualifying public employment.
Resigning employees are further entitled to continue, for a set period of time
established by county and state or federal law, to participate in the agency=s group health
insurance plan, provided such employee pays both the agency=s and employee=s shares of
the monthly premium established for such plan. It shall be the employee=s responsibility to
make adequate arrangements with the Director of Administrative Services to ensure that
the required monthly premium payments are made.
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6.2 Lay-off
The Health Board and the Health Commissioner, as co-appointing authorities,
maintain the legal right to lay-off employees whenever a reduction in the work force is
necessary due to lack of work, lack of funds or projected lack of funds, or job abolishment.
Lay-offs shall occur within job classifications established in the class plan, beginning with
seasonal or intermittent employees; then the part-time employees with the least amount of
continuous service with the agency; then all other part-time employees within the selected
job classifications; then the full-time employees, beginning with the full-time employee with
the least amount of continuous service within the agency. For purposes of this provision,
Acontinuous service@ shall mean service from the employee=s original date of hire with the
agency provided the employee has not had a separation of service of thirty-one (31) days
or more. Approved leave time shall not be considered as separation from service.
Whenever a reduction in the work force is necessary, the Health Commissioner shall
have the right to determine the classification(s) in which the lay-off(s) will occur, and the
number of employees to be laid off within each classification.
An employee subject to lay-off shall be notified, in person, of the action at least
fourteen (14) days prior to the effective date. An employee shall be notified at least
seventeen (17) days prior to the effective date in the case where the lay-off notice is sent
by certified mail.
An employee who is laid off or whose job has been abolished may, at his or her
option, exercise his or her rights to displace another or to fill an available vacancy in the
same or lower job classification within the class plan. An employee exercising his or her
displacement rights shall be paid according to the same rate of pay or range assigned to
the classification into which the employee is displaced. An employee who was laid off may
be reinstated at any time within one year after the effective date of lay-off, provided the
person remains qualified to perform the duties of the position. Each employee eligible to be
recalled from lay-off shall be notified of the offer of reinstatement delivered by certified mail
to employee=s last known address. It shall be the laid-off employee=s responsibility to keep
the agency informed of his or her current mailing address.
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A lay-off may be appealed to the State Personnel Board of Review, Columbus, Ohio.
(Revised 9-08-04)
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6.3 Retirement & Sick Leave Conversion Upon Retirement
All employees of the agency are required to participate in the Ohio Public Employees
Retirement System (PERS). Currently, an employee of the agency who has passed his
sixtieth (60th) birthday and has five (5) or more years of total service credit; or who has
attained his fifty-fifth (55th) birthday and has twenty-five (25) or more years of service
credit; or has thirty (30) or more years of total service credit, regardless of age, is eligible
for retirement in PERS.
An employee of the agency may elect at the time of retirement (service or disability)
from active service, provided he or she has ten (10) or more years service with the agency,
the County, the State of Ohio, any political subdivision of the State of Ohio, or any
combination of the above, to receive cash payment for one-fourth (1/4) the value of his or
her properly accrued and unused sick leave.
The maximum payment which will be permitted is one-fourth of 240 days, or sixty
(60) days. This sick leave conversion payment shall be based on the employee=s rate of
pay at the time of retirement, shall eliminate all sick leave accrued by the employee and
shall be made only once to any employee. To be eligible for such payment, the retiring
employee must be age 65 or older and have a minimum of ten (10) years of county service;
at least age 60 and have a minimum of fifteen (15) years of county service; at least age 55
and have a minimum of twenty (20) years of county service; and at least age 50, and have
a minimum of twenty-five (25) years of county service.
Such benefit is payable to the heirs, representative, or estate of an eligible deceased
employee as of the date of death.
(Revised 9-08-04)
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7.1 Telephone Use
Telephone System Access and Use:
The telephone system is to be used for business purposes. Any personal use must
be kept at a minimum to permit the public access to agency staff.
The agency shall be reimbursed for any long distance charges related to personal
use.
Cellular/Mobile Phone Access and Use:
Certain employees will be assigned cellular phones. It is permissible to issue the
cellular phone number to agency personnel, other authorized individuals relating to Agency
business and to the employee=s spouse or immediate family members.
Cellular phones shall be kept in operation while away from the office.
The agency shall be reimbursed for any cellular telephone charges related to private
use at the rate of 25 cents per minute for all private calls within the normal calling area. An
employee shall pay the full charge for all private calls while on roam outside of the normal
calling area.
(Amended 9-08-04)
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7.2 Tobacco Use Policy
The use of tobacco products, according to the U.S. Surgeon General, continues to
be a leading cause of death in the United States. The Board of Health recognizes its
responsibility to set an example for the public by establishing a policy of hiring only qualified
non-smokers; by prohibiting smoking in all areas under the control of the Board of Health;
by providing smoking cessation programs for employees that smoke; by establishing and
promoting programs that encourage a tobacco-free life-style; and by establishing and
promoting anti-tobacco campaigns.
Smoking is accordingly prohibited in all facilities which are subject to the control of
the Board of Health. This policy applies to all employees as well as to all members of the
public using Health District facilities. This prohibition extends to all offices, work areas,
conference rooms, restrooms, break rooms, general access areas, garages, and clinics. It
is also prohibited for staff to smoke in a client=s home.
Employees who continue to smoke shall do so outside. Such employees are
reminded that breaks for smoking are not provided over and above normally scheduled
break periods. Employees wishing to stop smoking may participate in various smoking
cessation programs. The Board of Health will provide or pay registration fees for any
approved smoking cessation program undertaken by an employee.
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7.3 Division Policies and Rules
The functions of the agency are performed by various divisions; for example:
environmental, administrative, patient care, clerical, etc. The supervisor in each division
may adopt policies, rules and procedures for that division=s employees. Employees shall
be familiar with and shall comply with such division policies, rules or procedures.
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7.4 Drug Free Workplace Policy
Each prospective and current employee shall receive a copy of this policy and will be
required to sign a receipt which will become a permanent part of his or her personnel file.
At least once annually, each employee will receive a packet containing information
on the following:
1. The dangers of drug abuse;
2. Available drug counseling, rehabilitation and employee assistance programs;
3. Penalties that will be imposed for breach of this policy.
The packet shall also contain a current copy of this policy, a current copy of the
posted and/or published drug-free workplace statement of the agency, and a notice that
any conviction of any work-related federal or state criminal drug statute must be reported to
the Health Commissioner within five (5) calendar days after such conviction.
The unlawful manufacture, distribution, use, or possession of a controlled substance
by any employee which takes place in whole or in part in the workplace of the agency is
strictly prohibited and will result in criminal prosecution and discipline of the employee
which may include termination from employment.
Any employee convicted of any federal or state criminal drug statute for a workrelated
drug offense must notify the Health Commissioner of that fact within five (5)
calendar days of the conviction. An employee who fails to report a work-related drug
offense conviction will be terminated from employment, forever barred from future
employment, and held civilly liable for any loss of federal funds resulting from such failure to
report.
Nothing contained herein shall be construed to preclude the agency from pursuing
disciplinary action against an employee convicted of an allegedly non-work-related drug
offense.
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7.5 Safety & Risk Management Policy
Safety and risk management are of the utmost importance and are the
responsibilities of all health employees of the health department. The goal of this agency is
to provide a safe, healthy environment for all employees and members of the public. Each
employee shall therefore make certain that safety equipment is used and that safety
procedures and practices are observed. All employees, but particularly supervisors, have
the responsibility of reporting the existence of any hazardous conditions or practices to the
Health Commissioner. Any employee found to be engaging in unsafe practices shall be
disciplined in accordance with the progressive discipline policy.
Accidents do, nevertheless, occur. Any accident that occurs during normal working
hours shall be reported, in writing, to the immediate supervisor, at once. The supervisor, in
turn, shall notify the Health Commissioner.
Accidents, losses, and other incidents of noncompliance will be regularly reviewed
by management staff in order to establish appropriate safety requirements and risk
management procedures. For the protection of the employees and the public, the Health
Commissioner or persons he assigns shall regularly and continually evaluate job
performance as it relates to safety and health. In addition, employees will be assigned to
attend educational and training courses so that safety practices are updated and improved.
At all times, this agency will encourage the promotion of health and safe work practices
and environment.
(Adopted January 14, 1998; Revised October 14, 1998)
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7.6 Emergency Preparedness / Evacuation
The Lorain County Health Department has in place a plan for the immediate
evacuation of all employees and members of the public from the premises of the Lorain
County Health Department in the event of an emergency. Copies of this plan are posted in
conspicuous places throughout the Health Department at all times. A copy is also kept in
the office of the Health Commissioner and can be reviewed, at any reasonable time during
normal working hours, by agency employees. Such plan shall be regularly reviewed and
updated, as needed.
To ensure preparedness for any emergency, unannounced drills may be conducted
by management staff at any time.
(Adopted, 10/14/98)
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7.7 Driver=s License and Driver Safety & Insurance
Each employee who may be required to perform duties for the agency which includes
driving a motor vehicle may be required, on his or her anniversary of date of hire, to
produce to his or her immediate supervisor, a current, valid Ohio Driver=s license and proof
of current insurance on any vehicles owned, or leased by such employee. Further, and as
a supplement to, or in lieu of such requirement, each such employee shall be required, as a
condition of receiving reimbursement for mileage, sign a statement on the reimbursement
form:
1. That he or she has automobile liability insurance currently in effect for the
vehicle or vehicles used for agency purposes;
2. That he or she has not committed any violations such as may cause his or
her driver=s license to be revoked or suspended;
3. That each and every motor vehicle used by him or her for agency purposes is
in a road-worthy condition.
Further, the driving records of such employees may be periodically checked by the
Health Commissioner or his designee under procedures established by the Ohio Bureau of
Motor Vehicles.
Should there be any circumstances such as makes an employee ineligible to hold a
valid Ohio Driver=s License, he or she shall immediately report such fact to his or her
immediate supervisor. These circumstances include, but are not necessarily limited to,
excessive driving violations and failure to acquire and maintain automobile liability
insurance.
Failure to maintain a valid Ohio Driver=s license, failure to report any circumstance
as described above, failure to permit or cooperate in driving record checks, or falsifying the
required statement on the mileage reimbursement form may be cause for discipline, up to
and including termination of employment.
(Adopted 10-14-1998; Revised 12-12-01)
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Section 7.8 Safety Belts
Ohio law requires that any individual shall wear safety restraint/seat belts while
operating or traveling in an automobile. All employees of the agency are required to wear
seat belts while driving or occupying a vehicle during agency related travel. Employees are
also encouraged to wear seat belts during personal travel. Failure to wear seat belts while
driving or occupying a vehicle during agency related travel may be cause for disciplinary
action.
(Revised 11/11/98)
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Section 7.9 Medical or Psychological Examination
The Health Commissioner, upon request from any supervisor or on the Health
Commissioner=s own initiative, may require that an employee submit to one or more
medical or psychological examinations in order to determine the employee=s physical,
mental and/or emotional capability to perform the substantial and material duties of the
employee=s position. The medical or psychological examination shall be at the agency=s
cost and shall be performed by a licensed physician selected by the Health Commissioner.
(Adopted 11-12-03)
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7.10 Firearms Policy
Unless specifically authorized by the Health Commissioner, an employee or official
of the agency is prohibited from carrying firearms into any agency building, or in an agency
vehicle, or at any time while he or she is acting within the course and scope of his or her
employment with the agency.
An employee or official of the agency is prohibited from bringing a handgun onto the
agency parking lot, even if it is kept in the employee=s or official=s vehicle, except for an
employee with a current, valid license to carry a concealed handgun. An agency employee
or official with such license may bring a handgun onto an agency parking lot, but must
leave the handgun in his or her own locked vehicle in the glove compartment or other
locked compartment, in the trunk, or inside a gun case. An employee or official of the
agency with such license who is reporting to work may remove his or her handgun from a
vehicle in an agency parking lot in order to transport it to the trunk of that vehicle for
storage.
A violation of this policy is a group III offense (see Section 5, Group III offenses, no.
12, of this Policy Manual), the discipline for which is termination of employment. Further,
an employee or official who violates this policy shall be deemed to be acting outside the
course and scope of his or her employment with this agency and shall not be entitled to any
defense or indemnity from this agency should any litigation ensue.
(Adopted May 12, 2004)
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