Definitions

The following definitions apply throughout these regulations.



Administrative Leave

Administrative Leave is paid leave which may be granted to an employee, at the discretion of the Administrative Officer and the Human Resources Director, for any valid reason. Administrative Officer seeking to relieve an employee of work shall request the approval of this leave through the Human Resources Director. Employees shall retain all rights of employment due them and shall receive pay and benefits as if they had worked.





Administrative Officer

The elected official or the appointed director of each county department. The Administrative Officer is the person authorized to appoint or hire employees, control the department budget, and administer the affairs of the department.





Assignment

The work location, shift hours and set of duties an employee is directed to perform. An assignment is not an action which can be grieved.





Allocation

Authorization by the Commission to fill a position.





Anniversary Date

See "Eligibility Date."





Certification

The act of the Human Resources Department in supplying an Administrative Officer with names of eligible applicants for appointment to a position.





Class

A group of positions sufficiently similar as to the duties performed, degree of supervision exercised, or minimum requirements of training, experience, or skill, and other characteristics, that the same title and the same test of fitness may be applied to each position in the group.





Classification Plan

A schematic list of authorized classes of positions supported by written specifications setting forth the duties and responsibilities of each class and the minimum qualifications necessary for appointment to a position in each class.





Compensation Plan

The approved salary schedule and method of pay applicable to a department, including initial, intervening, and maximum rates of pay for each class of position.





Council

The Weber County Career Service Council composed of three members appointed by the County Commission pursuant to statutory provisions.





Commission

The policy making body of the County composed of three elected citizens of the County and known as the Weber County Commission.





Demotion

A change from a position in one class to a position in another class having a lower entrance salary. Failure to qualify in an examination, inefficiency, or discipline are some of the reasons for this action.





Department

An office under the direction of an Administrative Officer subject to these regulations.





Disabled

The Americans with Disabilities Act defines as disabled any person who has a physical or mental impairment which substantially limits one or more major life activities, has a record of such an impairment, or is regarded as having such an impairment.





Disciplinary Probation

Status on which an employee is placed because, in the opinion of the supervisor and/or Administrative Officer, of unsatisfactory performance ratings, violations of policies, or conduct inappropriate to the workplace.





Discrimination

Action taken against an employee because of political or religious opinions, affiliations, race, sex, age, handicap, national origin, or any other non-merit factor for which discrimination is prohibited by law. Withholding salary advancements, disciplining employees, and other administrative matters which are the prime responsibility of the department shall not be construed to be discrimination.





Dismissal

The termination of employment of an employee for cause.





Effective Date

The date when a particular change in status, wages, or benefits is to be implemented, generally the date at the beginning of the payroll period.





 Eligibility Date

The date of successful completion of a merit probationary period which, unless probation is extended, shall usually be six months from the date of hire. The eligibility date shall be on the beginning of the payroll period following successful completion of the Probationary Period. If probation is extended the eligibility date shall be the start of the pay period following the determination that the employee has satisfied a merit probationary period.





Eligible

An individual who is qualified for a position in a department under the provisions of these regulations.





Emergency Appointment

An appointment required to provide for maintenance of essential services in an emergency situation where normal selection procedures are not practical. Emergency appointments are not to exceed 90 days, with that period extendable for a period not to exceed an additional 90 days for good cause.





Employee

Any person employed by the County in accordance with the provisions of these regulations.





Exempt Positions

Positions exempt from merit system coverage and not part of the career service. Exempt positions are:


1. All County Officials elected by popular vote at officially designated elections held within the County.
   
   
2. All persons appointed to fill vacancies in elective County Offices.
   
   
3. The chief deputy of any Elected Official.
   
   
4. One executive secretary for each Elected Official.
   
   
5. An administrative assistant to each member of the Commission and to each Elected Official.
   
   
6. The heads of the following departments of Weber County:
   Director, Operations
   Director, Facilities and Recreation Management
   Director, Information Technology Systems
   Director, Library
   
   
7. The heads of the following divisions of Weber County:
   The Golden Spike Events Center
   Weber County Fair
   The Ice Sheet
   
   
8. Persons employed to make or conduct an inquiry, or examination upon due notice and the concurrence of the Council.
   
   
9. Non-career employees compensated for their services on a seasonal or contractual basis who are hired on emergency or seasonal appointment basis.
   
   
10. Provisional employees or part-time employees working fewer than 20 hours per week.





Extra Meritorious Increase

An increase granted to a merit employee which shall consist of not more than three steps. This increase shall be granted by written approval of at least two (2) Commissioners and the Human Resources Director, along with a signed Personnel Action Form. The increase may be granted for exceptional employee work performance, or to correct an inequity in pay.





FLSA Eligible

An employee in a position which is not exempt from the Fair Labor Standards Act and receives pay or compensatory time at the rate of 1.5 times the number of overtime hours worked in excess of 40 regular hours per week, or 86 hours for Public Safety employees per pay period.





FLSA Exempt

An employee in a position identified as meeting a Fair Labor Standards Act exemption because the position has an executive, administrative or professional designation. An employee in one of these positions is considered to be paid on a salary basis and is not paid overtime either in pay or compensatory time; except that such employees may receive compensation as overtime when being paid for work for another agency or jurisdiction pursuant to an Interlocal Agreement, contract or professional engagement. Exemptions must be approved by the Department of Human Resources.





Full-Time Employee

An employee who is regularly scheduled to work 30 or more hours per week.





Grievance

A complaint by an employee on matters pertaining to suspension, transfer, demotion, dismissal, and discrimination. Grievances shall not include disputes over oral or written warnings, probation, performance appraisal, work schedule or other matters not related to pay grade or employment status.





Job Description

A description of the duties and responsibilities of a position within a department and minimum qualifications required, including education and experience and other qualifications.





Merit Increase

An increase in pay in the same pay grade.





Merit Employee

An employee who has a regular work schedule of at least 20 hours per week and who is employed in accordance with the provisions of the Merit System Policies and Procedures and who has been approved for retention at the end of a probationary period, excluding those positions defined as exempt from merit coverage.





Minimum Qualifications

The requirements of education, experience, skills, abilities, and other qualifications deemed necessary to perform the duties of a position.





Non-Competitive Examination

A promotional examination open to merit employees only.





Open-Competitive Examination

An examination open to any person who meets and complies with prescribed requirements for admission.





Overtime

Any time worked in excess of 40 hours in any one work week (Friday - Thursday) for FLSA eligible employees not in a public safety position. Any time worked in excess of 86 hours in the pay period for FLSA eligible law enforcement and correctional employees.





Part-Time Exempt Employee

An employee with a regular work schedule of 19 hours or less per week and who has not been hired through a merit procedure.





Personnel File

Permanent Personnel File containing employee information, which is located in the Human Resources Department.





Position

A job composed of specific duties performed by one individual. A position can be part-time or full-time, temporary or permanent, occupied or vacant.





Probationary Appointment

The appointment of an individual to a particular position in a department through selection from a register or rehire in a position.





Probationary Period

A period of six months of employment having been approved by the Director of Human Resources, beginning with the date of appointment from a register or rehire in a position. The probationary period may be extended, at the request of the Administrative Officer, for professional certification or for other good cause, if approved by the Human Resources Director. Employees have no merit rights during this period.





Promotion

A change in status of an employee from a position in one class to a position in another class having a higher salary within the same department. An employee shall serve a six month promotional probation. During this period the employee may be returned to his/her former position with or without cause.





Reassignment

A change in duties, work location or shift. Reassignment is not an action which can be grieved.





Reclassification

A change in grade approved by the Human Resources Director resulting from a market survey. This may or may not be a result of a change in duties of the position.





Reduction-in-Force

Any separation of an employee because of inadequate funds, change of work load, or lack of work, in which any department discontinues the use of the identifiable position occupied by such employee either by discontinuing the performance of the duties of such position or by distributing such duties among other positions then existing. Reduction in force does not include separation for a reason included within the definition of dismissal.





Register

An official list of eligible candidates for a class of position listed in the order of their final ratings resulting from a merit examination.





Rehire

The return to employment of a former merit employee who has resigned while in good standing, or has been separated from the department without prejudice.





Reinstatement

The resumption of employment by an employee who has been on leave of absence without pay or educational leave.





Resignation

The termination of employment of an employee made at the request of the employee.





Salary Adjustment

A change in the rate of pay of an employee to conform to the approved classification or compensation plan.





Seasonal Appointment

An appointment necessary to carry out a recurring seasonal need inherent within the functional role of the department. Such appointment does not constitute an established position and shall not exceed one hundred and eighty (180) working days within any one twelve (12) month period.





Suspension

A forced absence, without pay, for a period not to exceed thirty (30) calendar days at one time.





Temporary Appointment

An appointment into an allocated or temporary position for not more than 90 days, with the period extendable for a period not to exceed an additional 90 days for good cause. A temporary appointment may be terminated at any time without advance notice.





Transfer

Changing an employee's job classification and assignment from one department to another. It does not necessarily include a change in work location or work hours. Employee to serve an additional initial probationary period.





Veteran

An individual who has served on active duty in the armed forces for at least 90 days and who has been separated or retired under honorable conditions; or incurred a service-related injury or disability whether or not that person completed 90 days of active duty and who has been separated or retired under honorable conditions.

A spouse of a deceased or disabled veteran who meets the above requirements and who has not remarried shall be given the same rights as provided for the veteran.

This definition does not include periods when the veteran was assigned to a civilian school by the Armed Forces for a full-time course, or service at one of the military academies, or any period of reserve active duty for training. Persons who enlisted in the Army or Air National Guard, or as a reservist under the Reserve program, with four (4) months or more of active duty for training required and subsequent transfer to the standby reserve, are not recognized as being veterans.

Disclaimer

1.  No contract exists between Weber County and its employees with respect to salary ranges, movement within salary ranges, employee benefits, work location, or any other phpects of employment. These may change as a result of salary surveys, job analysis, availability of funds, job performance, changes in work-load, or changes in County policies and procedures. A Department or Division Director has no authority to alter this No Contract Provision.
   
   
2.  Utah State Law requires Weber County to adopt a merit system ordinance and policies governing employees. While these documents grant certain privileges and require satisfactory responses in return, they do not provide either an explicit or implied contractual relationship between Weber County and its employees.
   
   
3.  Policies are written to govern merit employees. Some policies may be applied to exempt employees, however, the application of a policy does not extend any merit system or other employment rights to an exempt employee. Policies covering benefits, performance appraisal, and salary for exempt employees may be followed for convenience of the County.

Introduction

1.  In order to comply with State and Federal laws and regulations and to ensure that the principles of merit are the basis for all personnel action, Weber County has established this system of personnel administration. These Rules and Regulations will be administered impartially by the Department of Human Resources.
   
   
2.  These standards and procedures have been established to ensure the operation of merit principles in County activities and to ensure that in any personnel action, including recruitment, examination, selection, appointment, compensation, training, promotion, retention and discipline, all action and procedures employed will be impartial.
   
   
3.  Weber County is an equal opportunity employer and will, therefore, provide equal employment and opportunity for all applicants and employees. Discrimination against any person in any phpect of personnel administration because of race, sex, national origin, physical disability, age or other non-merit factors will be prohibited except where specified age, sex, or physical requirements constitute a bona fide occupational qualification necessary to proper and efficient administration as determined by the Director of Human Resources.
   
   
4.  Furthermore, Weber County has established an Affirmative Action Plan. This program communicates the important guidelines and procedures that will be followed in providing equal employment and advancement opportunities in the County.

Personnel Administration

1. Application of Regulations and Policy Statement. In order to comply with state and federal laws and regulations, and to ensure that the principles of merit are the basis for all personnel actions, Weber County does hereby reaffirm the establishment of its merit system of personnel administration.
   
   
   • These rules and regulations will be administered through the Weber County Department of Human Resources.
     
     
   • These standards and procedures have been established to ensure the operation of merit principles in all County personnel activities: to ensure that in all personnel action, including recruitment, examination, selection, appointment, compensation, training, promotion, retention, and discipline, actions and procedures employed will be fairly and universally applied.
     
     
   • Weber County is an equal opportunity employer and desires to ensure equal employment opportunity for all applicants and employees. Discrimination against any person in any phpect of personnel administration because of political or religious opinions or affiliations, or, because of race, gender, age, national origin or disability is prohibited except when specific age, gender, or physical requirements constitute a bonafide occupational qualification necessary to proper and efficient administration as determined by the Human Resources Director.
     
     
   • It shall be the policy of Weber County to appoint qualified employees and to make possible career service by making promotions on the basis of meritorious work and by providing tenure of office to those who give satisfactory service.
   
   
2. Department of Human Resources. The Department of Human Resources, for purpose of administrative control, shall be responsible to the County Commission.

   2.1

   The Department of Human Resources is established with certain powers and duties, among which are the following specific responsibilities to be administered under the direction of the County Commission: Design and administer a compensation plan that includes salaries, wages, incentives, bonuses, leave, insurance, retirement, and other benefits for all County personnel, and initiate and alter such salary schedules with final approval by the County Commission, except where such salaries are fixed by statute, appropriation, or where governing boards are authorized by law to fix certain salaries. Design and administer the County classification plan and grade allocation system including final decisions on position classification and grade allocation. Conduct position classification studies, including periodic desk audits. Receive classification recommendations from departments. Examine and recommend all requests for personnel and certify all new positions and the filling of all vacancies except those that are exempt. Maintain registers and certification of eligible applicants. Monitor County departments or office personnel practices to determine compliance with equal opportunity guidelines and rules. Maintain central personnel records. Promulgate and publish rules and regulations regarding the conduct and employment of County employees, covering working hours, overtime, sick leave, vacations, and other related matters of personnel policy. Human Resources should perform pertinent personnel duties and activities that will improve the efficiency and productivity of County employees; develop in-service and out-service training programs; develop organizational charts; establish adequate procedures for department transfers and promotions, employee orientation, and performance review.

3. Weber County Merit System Established. Weber County, in concurrence with the County Merit Law passed by the 1969 Utah Legislature, does hereby reaffirm the establishment of a County Merit System as an integral part of personnel administration. The County Merit System shall provide for:
   
   
   1. A County-wide system of employment by merit.
      
      
   2. Job classification and personnel examination as a basis for employment.
      
      
   3. Rules and regulations to define a plan for appointment, dismissal, promotion, demotion, transfer, tenure, discipline of employees without discrimination as to race, sex, age, disability, national origin, religion, or political affiliation.
   
   
4. Administrative Officers. "Administrative Officer" means the elected official in a given department or office or the department director. Administrative Officers may establish such rules as deemed necessary for the efficient and orderly administration of their respective departments. Such rules must be consistent with the personnel policies and procedures. Copies of department rules must be made available in the office of each Administrative Officer for use by employees.

   4.1

   Administrative Officers shall: Establish initial job descriptions in consultation with the Human Resources Department. Recommend position classifications and grade allocations. Make final selections from lists of certified eligibles for appointments and promotions to vacant positions. Discipline employees.

5. Extension of the Merit System. Employees not already having status under a merit system, meeting the standards set forth in the Weber County Merit System and not hereafter exempted, may acquire such status through an open competitive examination.
   
   
6. Responsibilities of the Director of Human Resources. The County Director of Human Resources shall be responsible for directing and coordinating the personnel activities of the County, including the following:
   
   
   1. Design and administer a County pay plan that includes salaries, wages, incentives, and bonuses.
      
      
   2. Design and administer the County's leave, health, dental, life, and other benefit programs.
      
      
   3. Design and administer the County classification plan and grade allocation system. Conduct position classification studies including periodic desk audits.
      
      
   4. Prepare, recommend, and enforce policies and procedures for personnel administration.
      
      
   5. Interpret and administer, where necessary, the County personnel policies and procedures including (in particular) the employee grievance procedure.
      
      
   6. Direct and coordinate procedures and practices for the recruitment, testing, selection, and hiring of County employees.
      
      
   7. Obtain or prepare and administer competitive examinations for all original appointments and promotions in the County service subject to testing, in conjunction with the appropriate Administrative Officer.
      
      
   8. Maintain registers and certification of eligible applicants.
      
      
   9. Certify all appointments, promotions, demotions, discipline, and other actions affecting classified County employees.
      
      
   10. Supervise, develop, and maintain personnel systems, forms, procedures, and methods of record keeping.
       
       
   11. Maintain a personnel file on all persons employed by the County.
       
       
   12. Direct or coordinate employee orientation, training, counseling, and career development in conjunction with Administrative Officers.
       
       
   13. Review performance evaluations for all employees.
       
       
   14. Perform any other lawful acts which are considered necessary or desirable to carry out the purpose of the Human Resources Department and the provisions of the Weber County Personnel Policies and Procedures.

   6.1

   The Director of Human Resources shall also comply with and provide personnel assistance to the County Commission on all matters pertaining to the County compensation and longevity plans; organizational structuring; sick leave, vacation leave, overtime, physical examinations, retirement policy, workers' compensation, and other miscellaneous fringe benefits as required; training programs; and any other assignments as may be delegated at the discretion of the Commission.

   6.2

   The position of Director of Human Resources shall be appointed as provided by statute.

7. Career Service Council Secretary. The Director of Human Resources shall select a qualified County employee to serve as Secretary to the Council.
   
   
8. Appointment of Other Merit System Personnel. The Director of Human Resources is authorized to appoint other personnel necessary to carry out the responsibilities of the County Merit System and other matters of personnel administration with the consent and approval of the County Commission. In selecting such Merit System personnel, all appointments shall be made in conformity with these regulations.
   
   
9. Positions Exempted from Regulations. These regulations shall apply to all personnel of the participating County departments except those individuals in positions specifically exempted.