EMPLOYEE HANDBOOK

Your Leave Benefits

Sick Leave | Bereavement Leave | Vacation | Leave Donation | Holidays | Leaves of Absence | Medical Leave of Absence (Work-Related) | Medical Leave of Absence (Non-Work-Related) | Family and Medical Leave | Personal Leave | Military Leave | Other Leave of Absence Information

Time off from work gives you the chance to relax, recover from illness, or take care of personal matters. This section describes the different types of leave that are available to regular full- and part-time County employees. More specific information is contained in your bargaining unit’s Memorandum of Understanding.

The County provides several types of paid leave benefits that provide partial or full pay while you are absent from work. If you are going on a leave of absence, please contact the Employee Benefits Division at 568-2814/2818 to make sure your insurance premiums will be paid.

Sick Leave

Regular employees who are too ill to be at work may request to use accumulated sick leave. Sick leave is a privilege provided to employees; employees do not have a right to paid sick leave. Your supervisor must approve this period of time off and may require proof of illness or injury prior to granting a request for sick leave. Sick leave is to be used only for illness or injury that is serious enough to prevent you from performing your normal duties or for doctors appointments. Sick leave is not vacation time. Abuse of sick leave is grounds for disciplinary action.

Regular full-time employees accrue 12 sick days (or 96 hours) each year (prorated for part-time employees). Sick leave is accumulated from year to year with no maximum. As an incentive to using sick leave properly, the County allows unused sick leave to be converted to up to one year’s service credit for retirement. You cannot cash out unused sick leave at the time of separation from County service.

Other Uses for Sick Leave

You may take up to five days (40 hours) sick leave per calendar year to care for a member of your immediate family (husband, wife, parent, brother, sister, child, grandparent, grandchild, parent-in-law) who is ill.

Bereavement Leave

You may use up to five days (40 hours) per year of sick leave if there is a death in your immediate family (husband, wife, parent, brother, sister, child, grandparent, grandchild, parent-in-law).

Vacation

The County recognizes that in order to be successful in their jobs, people need vacation time to rest and refresh themselves. It is also understood that employees often need time off to take care of personal business. All full-and part-time regular employees accrue vacation leave.

The amount of vacation accrued varies by unit. The typical amount accrued annually varies from 12 days for a new employee to 25 days for a 15-year employee. You must complete six months of employment with the County before you can use vacation time; all vacation time must be scheduled in advance with your supervisor’s approval. Individual departments may have rules about vacation scheduling or may restrict time off during certain times of the year; check with your supervisor before planning your vacation.

Vacation is accrued up to a maximum amount based on your length of service and bargaining unit. Your Earnings Statement will indicate your vacation earnings rate and current balance. When you reach the maximum, you do not accrue any additional vacation until your balance is reduced to below the maximum.

Employees are encouraged to take at least 12 days of vacation per year. Your department may require that you take vacation time off with reasonable notice to you.

Limited Payment for Vacation

Employees with more than five years of continuous County service may request to be cashed out for some of their vacation time. Department heads may approve a request for payment of 40 hours (or 80 hours for some employees) per 26 continuous pay periods in vacation "cash out" if the employee still retains a 40-hour balance.

Employees may not cash out vacation in excess of this amount. When you leave County employment you will be paid for any unused vacation.

Leave Donation

Due to their own or a family member’s catastrophic illness or injury, an employee may not work for an extended period of time, and may exhaust his or her leave balances. In such cases, the County allows co-workers to donate some of their own accrued vacation, holidays or overtime to the ill employee to help that person financially during this difficult period. Sick leave cannot be donated. All donations are voluntary and irrevocable.

The leave donation program’s rules are simple. To be eligible for leave donation, you must:

* be employed in a regular position for at least one year;
* be absent from work due to a single illness or injury for more than 20 consecutive workdays, as certified in writing by your doctor, or a similar debilitating illness or injury of your immediate family (husband, wife, parent, brother, sister, child, grandparent, grandchild, parent-in-law) that requires your attention; and
* have exhausted all earned leave balances, including sick leave, vacation, overtime, and holiday credits.

Holidays

The County recognizes a variety of national holidays; most County offices are closed on these days. However, due to the 24-hour nature of County operations, many departments continue normal operations 365 days per year.

Most regular employees receive eleven paid holidays. These are:

* New Year’s Day;
* Martin Luther King Jr.’s Birthday;
* Washington’s Birthday;
* Memorial Day;
* Independence Day;
* Labor Day;
* Veterans Day (excluding Sheriff’s Managers Association);
* Thanksgiving Day;
* Friday After Thanksgiving Day; and
* Christmas Day
* One floating holiday, issued in the first pay period of the year (except for members of the Deputy Sheriffs’ Association and Sheriff’s Managers Association). This holiday must be taken within the year or it is lost. (Certain classifications in the Deputy Sheriffs’ bargaining unit also recognize Columbus Day and Lincoln’s Birthday as holidays.)

For more information, see the specific leave benefits described in the Memorandum of Understanding for your bargaining unit.

When You Work on a Holiday

Employees who work on holidays receive credit for each holiday worked in their holiday leave accrual, which may be taken at a later date. Departments may require employees to take accrued holiday time off.

Leaves of Absence

For more information about these leaves of absence, see the Administrative Policy Manual, the Civil Service Rules and the Memorandum of Understanding available on the County’s Intranet site.

It may be necessary sometime during your career with the County to take an extended period of time off from work. There are several types of leave of absence: medical (work- and non-work-related), family, personal and military. Leaves of absence can be paid or unpaid.

To be granted a leave of absence, you must:

* receive your supervisor’s written approval; and
* complete and submit the appropriate leave form: a Family Leave Request Form or a Personal Leave of Absence Request Form.

While on any type of absence, it is your responsibility to keep your department informed of your status and your expected return date. You are expected to return to your department at the end of your approved leave of absence. Failure to return is considered resigning from employment.

Medical Leave of Absence (Work-Related)

If you are injured on the job, you may qualify for this type of leave. The Risk Management Division of the General Services Department is responsible for reviewing all Workers’ Compensation claims (see page ) and approving temporary disability payments. You may also use sick leave, vacation, holiday or other forms of paid leave to supplement your disability pay during this period.

Medical Leave of Absence (Non-Work-Related)

If you are required to be off work for an extended period of time due to an illness or injury that is not work-related (including pregnancy), you may qualify for a medical leave of absence. You may also use sick, vacation, holiday or other forms of paid leave during this period. If you do not have leave balances or choose not to use them, your medical leave will be an unpaid leave.

Your department head can authorize a Medical Leave of up to four months. If you are unable to return to work at the end of four months, an extension may be granted with the County Administrator’s approval. The County’s medical leave of absence policies conform to all state and federal family leave regulations. Most medical leave counts toward the Family and Medical Leave maximum of 12 weeks in a 12-month period. Sick leave may only be used for your own illness or up to five (5) days per calendar year to care for an ill family member (or longer for catastrophic illness). All other paid leave can be used for any family leave purpose.

In order to qualify for this you:

* will need to provide evidence of your medical condition and support for the length of time off you are requesting; and
* may be examined by the County’s physician in order to verify your status.

Family and Medical Leave

All regular employees may request a leave of absence under the Family and Medical Leave benefit.

If you have worked for the County for at least a year and have completed at least 1,250 hours of work during the previous 12 months, you are eligible to take off up to 12 weeks of family leave per year:

* for the birth or adoption of your child;
* for the placement of a child in your custody for foster care;
* to care for your spouse, child, or parent with a serious health condition; or
* because you have a serious illness that makes you unable to perform your job responsibilities (considered medical leave).

In the case of childbirth, the initial period of medical disability (up to four months) will be considered medical leave. Additional leave time covered under the California Family Rights Act (such as a "bonding period") will be considered family leave and count against the maximum of 12 weeks in a 12-month period. Sick leave may only be used for your own illness or up to five days per calendar year to care for an ill family member (or longer for catastrophic illness). All other paid leave can be used for any family leave purpose.

If you do not return to work at the end of a family leave, and your absence is not due to a medical reason or other reason beyond your control, you must reimburse the County for health insurance premiums it has paid on your behalf during your absence.

Personal Leave

If you need to be absent from work for an extended period of time for personal reasons, you may request an unpaid leave of absence. Your department head can authorize a leave of up to 30 days. Extensions may be granted with the County Administrator’s approval.

Military Leave

If you are required to report for military service, you will be granted a military leave of absence. While you are on active military duty, for 30 days:

* you will receive your full salary; and
* all County contributions to health insurance, retirement, life insurance, and long-term disability will continue while on paid leave.

If you are called to active duty beyond 30 days, the County will provide unpaid leave for up to four years with re-employment rights.

Other Leave of Absence Information

While on a leave of absence, you are eligible to continue participation in employee benefits programs such as:

* Medical and dental insurance; and
* Flexible Spending Plan options.

Your Employment with Santa Barbara County

County of Santa Barbara Civil Service System | Recruiting | Probationary Period | Learning Opportunities | Personnel Files | Performance Management | Promotion | Transferring into Another Job | Reassignments | Resigning from Your Job | Reinstatement | Disciplinary Actions | Job Abandonment | Unemployment

Santa Barbara County encourages its employees to consider establishing long-term careers with County departments. As a County employee, you have the chance to advance professionally. This section describes various components of employment and career management, from the recruitment process and promotion to performance appraisal and educational opportunities.

County of Santa Barbara Civil Service System

Employment with the County is administered according to the rules of the County Civil Service System, which was established by a vote of the local general population. Its purpose is to establish and maintain an equitable employment relationship between the County and its employees so that efficiency and economy in County service are promoted and increased.

A five-member Civil Service Commission, which meets monthly, administers the rules that have been established regarding County employment. The Civil Service System’s main objectives are to ensure that:

* each position is filled with the best qualified person available; and
* hiring and promotion procedures are carried out in a fair and nondiscriminatory manner.

Continued tenure of employment is subject to good behavior, efficiency, necessity of performing particular public work, and appropriations of public funds. Any Civil Service employee with permanent status who is suspended, demoted, or dismissed is guaranteed due process including the right to file an appeal with the Civil Service Commission.

Recruiting

The County Personnel Department conducts recruitment to fill vacant positions and establish eligible lists for future vacancies in all County departments. When a recruitment for a position is conducted, a job announcement is issued. The announcement explains the job, its location, minimum qualifications, testing procedures, and other pertinent information.

Qualified applicants are tested. All successful applicants have their names placed on eligible lists, which are used for a period of time from three months to four years. Announcements are posted:

* in the Santa Barbara Personnel Office (1226 Anacapa Street);
* in Santa Maria at the Social Services Department (2125 S. Centerpoint Parkway);
* in Lompoc at the County Clerk-Recorder’s Office (401 E. Cypress Avenue);
* in Santa Barbara in the Administration Building (105 E. Anapamu Street);
* on department bulletin boards;
* on the County Intranet under Personnel¾ Employment Opportunities; and
* on the Internet at http://www.co.santa-barbara.ca.us/
personnel/.

The Personnel Department also maintains a 24-hour job information line (568-2820) and a County promotion hotline (568-2831) that you may call to find out about current recruitments. County employees are eligible to apply for open and promotional recruitments if they meet the minimum qualifications.

Probationary Period

All employees hired into Civil Service positions serve a probationary period. This period is the last phase of the examination process for each individual hired. During the probationary period, new employees are given the opportunity to adjust to their new positions, and their ability to perform job responsibilities is evaluated by their supervisor. Employees who do not meet the required standards are subject to separation.

The probationary period is one year. (Employees who receive promotions through flexibly staffed positions serve a six-month probationary period.) "At will" employees do not serve a probationary period.

Learning Opportunities

The County encourages employees to develop their skills and experience by attending training sessions. You must have the approval of your department head to attend training sessions or courses. These can be:

* Employees’ University courses;
* departmental in-service training sessions; or
* training held outside County facilities. This includes courses that carry continuing education units (CEUs).

For more information on Employees’ University Courses, check the County Intranet site.

Personnel Files

A copy of your personnel file is kept in the County Personnel Department. You may review this file by making an appointment with the receptionist in the Personnel Department during its normal business hours.

Performance Management

Your performance will be periodically evaluated by your supervisor and manager. Generally, this will occur every three months during your probationary period and annually thereafter. The annual performance evaluation gives you and your supervisor a chance to review how you are handling your job responsibilities. He or she will complete an "Employee Performance Report" (EPR) which documents your work performance’s strengths and areas for improvement. Your supervisor will discuss this report with you and give you a copy. A copy will also go into your official personnel file. If you have any questions or concerns about your work or work performance, you should discuss them with your supervisor prior to your performance evaluations.

Promotion

The County encourages its employees to see County government as a long-term career and consider promotional opportunities when they arise. You may request reasonable paid release time from your department to take employment exams administered by the Personnel Department or for departmental selection interviews. If you receive a promotion, you will serve a new probationary period.

Transferring into Another Job

The County has 20 departments with locations throughout the County. If you believe working in a different department or location would be beneficial, you may request a transfer to a position in your job classification in a different department. You may also request a transfer to a position in any department in a different job classification with the same or lower salary range for which you meet the employment standards. To request a transfer, fill out an application with the Personnel Department. If your request is approved, your name will be placed on the eligible list for the appropriate job classification for up to two years. If your transfer is accepted, you will need to give your current department supervisor at least two weeks’ notice of your transfer date. You will receive a new probationary period.

You may also move to a different department by applying for regular openings in other classifications through the recruitment process administered by the Personnel Department.

Reassignments

Most departments have offices throughout the County. If you would like to work in a different location, another assignment within your work location, or a different assignment within your department, you may request a reassignment. County departments have their own procedures concerning reassignments; ask your immediate supervisor about your department’s procedures.

Resigning from Your Job

If you decide to leave County employment, you should provide your supervisor with a written notice at least two weeks before your last day. In the event you do not resign with advance notice, you will be considered to have left in poor standing (which will be noted in your record) and forfeit any reinstatement rights you might have had.

Reinstatement

Santa Barbara County allows former employees who left County employment in "good standing" and decide at a later date they would like to return to County employment to apply to be considered for reinstatement through the County Personnel Department.

Reinstatement is limited to within two years after you left County employment and to returning to your former or a lower classification where you meet employment standards. If your request is approved, your name will be referred to departments with vacancies. Reinstatement is a privilege, not a right, and departments will consider your previous work history in determining whether a job offer will be made to you.

Employees on disability retirement whose disability ends are also eligible to apply for reinstatement.

Disciplinary Actions

The County hopes and expects its employees to successfully perform their duties. If, unfortunately, employees fail to do so, they may be subject to disciplinary actions, according to the standards set by their department. Disciplinary actions include oral and written reprimands, demotion, salary reduction, suspension and termination.

Types

Disciplinary action can take the form of:

* a written reprimand given to you and placed in your personnel file. This statement must provide specific reasons for the reprimand. Reprimands are not subject to appeal; however, you have the right to place a written rebuttal to the reprimand in your personnel file.
* disciplinary probation. You may be placed on probation for a specified period of time not to exceed one year, with the understanding that if the cause(s) for such action are not corrected satisfactorily, further disciplinary action may be taken.
* suspension. You may be temporarily removed from your duties without pay for up to 90 calendar days in any one calendar year.
* salary reduction. Your pay may be reduced for disciplinary reasons, provided the reduction is to a step within the salary range for your current position.
* disciplinary demotion. You may be demoted to a position with a lower salary, provided you meet the employment standards for the lower-level position. After being demoted, you are not eligible for a promotion for six months.
* dismissal. If your conduct and/or service is not satisfactory, your employment can be terminated.

Causes

You may be disciplined for various reasons, including but not limited to the following:

* insubordination;
* inefficiency, incompetence, or negligence in job performance;
* careless, negligent or improper use of County property, equipment, or funds;
* acceptance of bribes, unlawful gifts or gratuities;
* failure to maintain a satisfactory working relationship with the public or other employees;
* absence without leave for five consecutive workdays, or failure to report to work after a leave of absence has expired or has been disapproved or revoked;
* improper use of sick leave;
* frequent failure to report for duty;
* unauthorized release of confidential information;
* falsifying job information to obtain a position; and
* engaging in incompatible employment.

Notices

Before serious disciplinary action is taken against you, you will receive a Notice of Proposed Disciplinary Action that states:

* the proposed action;
* the proposed effective date;
* the facts and grounds for the proposed action;
* your opportunity to examine any materials upon which the proposed action is based; and
* your right to respond, either orally or in writing, to the appropriate authority.

Your department will consider your response. If it decides to proceed with the disciplinary action, you will receive a Notice of Disciplinary Action when the action is taken (except in cases of reprimand or disciplinary probation). This notice includes:

* the effective date of the action;
* the nature of the action;
* the facts and specific grounds for the action;
the acts or omissions upon which the cause(s) for the action are based; and
* a copy of the Civil Service Rules appeal and hearing procedure.

If you feel that the disciplinary action is unwarranted, you may appeal to the Civil Service Commission. Your appeal must be in writing and filed with the secretary to the Civil Service Commission within 10 working days of receiving the Notice of Disciplinary Action.

Refer to the Civil Service Rules for further information about disciplinary matters.

Job Abandonment

If you don’t report to work for five days without permission from your department or if you fail to return from a leave of absence on your expected return date, the County will consider this as resignation, i.e., you have abandoned your employment. The County will take action to terminate your employment at that time.

Unemployment

If you leave County employment you may be eligible for unemployment insurance benefits. You may file a claim for benefits under the County-funded unemployment plan by applying at the State Employment Development Department that will process your claim. Benefits are based on the wages paid to you during a specific 12-month base period.