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428 PERSONNEL POLICY REVISIONS CITY OF YELM RESOLUTION NO. 428 PERSONNEL POLICIES REVISION 2002.11 A Resolution of the City Council of the City of Yelm, Washington adopting amendments to the City of Yelm Personnel Policies expanding exempt employee listing to include all department heads, revising the date that paychecks will be made available, and adding a new section dealing with Violence in the Workplace. WHEREAS, the Yelm City Council first adopted Personnel Policies in 1992; and WHEREAS, City of Yelm Personnel Policies have been revised periodically, with the last revision being approved in July of 2001; and WHEREAS, the Yelm City Council finds it to be in the best interests of the City and City employees to set forth in writing the policies of the City with respect to employment by the City; and WHEREAS, City of Yelm Personnel Policies Revision 2002.11 has been reviewed by City of Yelm Department Heads, and notice of the change in paydays has been distributed to employees; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YELM: Section 1. The attached City of Yelm Personnel Policies, Revision 2002.11 are hereby adopted and shall be in force immediately and until repealed or amended by action of the Yelm City Council. Section 2. Copies of these amendments shall be distributed to all current and future employees of the City. APPRbvEC· this 11th day of December 2002. ð ../'" é'~N':- /'.(: - - // ....; .. .... . t.. II , / . Adarl Rivas, Mayor ATTEST: æ)~ ~ /J~-'liJ( I{ - ì. , AgndYP. Bennick, City Clerk City of Yelm Resolution No. 428 ab/resol12002/428 Page 1 of 1 CITY OF YELM PERSONNEL POLICIES REVISION 2002.11 In December of 2002, Yelm City Council approved City of Yelm Resolution No. 428 and proposed Personnel Policy changes addressing language, payroll changes, payday changes, the addition of a new chapter dealing with Violence in the Workplace, and a Violence in the Work Place Crisis Plan and Procedures. Additionally, changing text resulted in some material being shifted to new pages. The attached pages have been updated and/or renumbered and need to be replaced in your Personnel Policies binder. Replace/ Remove Chapter(s)/Section(s) Changes Approved Resolution No. 428, 11/02 Paøes v Table of Contents 6&7 1.08.010 Chapter 2 8 2.02.070 12 3.03.010 16 4.03.010 19 6.01.020 6.01.030 6.01.040 38-a 8.14 A Attachments Listing 8.14 Violence Plan/Procedures employee/policiesl11-02 Res 428 PP Changes Addition of 8.14 Violence in the Workplace 38-a Personnel Records destruction clarification "non-essential personnel file and payroll record attachments" Word wrap paQe 6 to page 7 Exempt employee listing expanded to include all department heads. Word added: workload periods, Q[ to temporarily Paydays: Change to calendar month payroll period with the end-of-month paycheck distribution scheduled for the 5th of the following month. Some variables depending upon weekends/holidays. Ref. Staff Memo of 9/30/02. All reQular fully commissioned uniformed employees Non-uniform non-commissioned employees employees who work more than 10 9Q hours per month New policy section "Violence in the Workplace" added. New pages 38-a through 38-d for insertion New No. 11, Violence in the Workplace Crisis Plan and Procedures added. Six new pages to be added between Form 8.12.010 and 10.05.010 ...-----::¡ j~. ~)~_.1l~.,~~~ i/~Y ~..;¡ , !~ ~ I . !::;;¿r':~~:~~ --Y~~~_'a' City of Yelm CHAPTER 8 EMPLOYEE RESPONSIBILITIES AND CONDUCT 8.01 8.02 8.03 8.04 8.05 8.06 8.07 8.08 8.09 8.10 8.11 8.12 8.13 8.14 GENERAL POLICY CODE OF CONDUCT, CONFLICTS OF INTEREST AND OUTSIDE EMPLOYMENT POLITICAL ACTIVIT I ES SMOKING USE OF CITY VEHICLES AND EQUIPMENT BULLETIN BOARDS CONTACT WITH NEWS MEDIA SEAT BELT USE DRIVER'S LICENSE REQUIREMENTS SAFETY DRUG FREE WORKPLACE CELLULAR PHONE USE INTERNET POLICY VIOLENCE IN THE WORKPLACE CHAPTER 9 EMPLOYEE DISSATISFACTION 9.01 9.02 9.03 9.04 SUGGESTIONS COMPLAINT PROCEDURES DISABILITY COMPLAINTS WHISTLE BLOWER POLICY CHAPTER 10 DISCIPLINE AND TERMINATIONS 10.01 10.02 1 0.03 10.04 10.05 10.06 DISCIPLINE TERMINATION LAYOFF RESIGNATION EXIT INTERVIEW DEATH ATTACHMENTS AND FORMS Personnel Policies Rev. 2001.01 30 30 31 31 31 32 32 32 32 33 33 35 36 38-a 39 39 40 41 48 50 51 51 51 52 A v r~:;-·-~Y.~.i.J:Y~. l~ : I·~/- ""~~~;-\I :!:~::?:.<?:,~:,L: --YÉ~t..,~ City of Yelm received in writing; if employment is ended/continuing; if ended, whether ended by termination/resignation; attendance/absence data.) 1.07.060 Telephone inquiries, if received regarding a current employee, shall be subject to the following procedures: A. The person/agency inquiring shall be first identified, his/her telephone number obtained, and the purpose of the inquiry ascertained; B. The employee shall next be contacted for consent to respond; C. If consent has been obtained, the inquirer shall be recalled, and information may be released orally, strictly limited to: 1) dates of employment; 2) job title(s) held; 3) attendance/absence statistics; 4) current salary or wage. If more information is desired, the request and consent, and the disclosure, shall be in writing. 1.07.070 No telephone inquiry shall be honored or information released in response thereto with respect to a former employee without a signed release submitted by the former employee. (See Attachments Section) 1.08 DESTRUCTION OF PERSONNEL RECORDS 1.08.010 At the discretion of the City Clerk, non-essential personnel files and payroll record attachments may be destroyed six (6) years after the employee has ceased to work for the City. Former employee's names, date of termination, social security number, a date of employment and job classification will be listed on the City's employee history index. Personnel Policies Rev. 2001.0 I; Res. 428, 11102 6 ~<t .¢.-:rl.Æ..!.~~i"~ / <"Þ' "'<~ '9' .,. \ ::1:::::~<:~:~.: ~~".,~ City of Yelm CHAPTER 2 HOURS AND ATTENDANCE 2.01 WORKING HOURS 2.01.010 2.01.020 2.01.030 The City's ordinary working hours are Monday through Friday from 8:00 a.m. to 5:00 p.m. with a one-hour unpaid lunch period and two (2) paid fifteen (15) minute breaks. A normal working schedule for regular, full-time employees consists of forty (40) hours each work week or one hundred and seventy-three and one/third (173.33) hours per month. Different work schedules, such as in the case of police employees, may be established by the City to meet job assignments and provide necessary City services. Each department head will advise each employee regarding specific working hours. Part-time and temporary employees will work hours as specified by their department heads. 2.02 HOURS OF WORK AND OVERTIME 2.02.010 2.02.020 2.02.030 2.02.040 2.02.050 All City positions are designated as either "exempt" or "non- exempt" according to state law and the Fair Labor Standards Act ("FLSA") regulations. For most City employees, the standard number of work hours is forty (40) hours within a seven (7) day work period. The work period is one week beginning at 12:01 a.m. each Saturday. For law enforcement ("Section K") employees, the standard number of work hours is ninety-two (92) hours during a fifteen (15) day work period. Non-exempt employees are entitled to additional cash compensation whenever they work more than eight (8) hours per day. All non-emergency workweek overtime must be authorized in advance. Overtime pay is calculated at one and one-half times the employee's regular rate of pay for all time worked beyond the established work-period. Personnel Policies Rev. 2001.01; Res. 428, 11/02 7 "¥A ~f..~lfyt }>I:i~~"'I....,*, '/"(tr... ...<~~ "- Y. y~ :~:::~;¡<2.~:~~ ~ì ""E LM WASHiNG TON 2.02.060 2.02.070 City of Yelm Holiday, sick leave and vacation time is not counted as hours worked when computing overtime. The exempt employees of the City are the City Administrator, City Clerk, Chief of Police, City Attorney, Court Administrator, Community Development Director, Public Works Director, and the Municipal Judge. (Resolution 428, 11/02; 370, 2/98) 2.03 COMPENSATORY TIME 2.03.010 2.03.020 Non-exempt employees working overtime may elect to receive compensatory time credit instead of a cash payment. The election is made on the employee's attendance card and is approved on a case-by-case basis by the employee's department head and the City Administrator. If the compensatory time option is exercised, the employee is credited with one and one-half times the actual number of overtime hours worked. Beginning January 1, 2001 accrued compensatory time in excess of 40 hours remaining as of November 15 of each year will be paid with the November end-of-month paycheck. Any compensatory hours accrued after November 15 will be carried forward to the next year. 2.04 ATTENDANCE 2.04.010 2.04.020 2.04.030 Punctual and consistent attendance is a condition of employment. Each department head is responsible for maintaining an accurate attendance record of each employee. (See Attachments Section) Employees unable to work or unable to report to work on time should notify their department head as soon as possible, ordinarily before the work day begins or within thirty minutes of the usual starting time. If an absence continues beyond one day, the employee is responsible for reporting in each day. If the department head is not available, the employee may leave a message with the City Administrator. Stating the reason for being late or unable to report for work. Employees are expected to be at work even during inclement weather. Department heads may allow employees to be late or leave early during severe weather conditions; however, non- attendance will be counted as absence from work and will be Personnel Policies Rev. 2001.01; Res. 428, 11/02 8 r~-;;'i' 11U,; I>{Ç~'. i I / <,+"......_-'_....~.p....., ! ,¡ ~ {. i :!:.;:.Z.~::::.?~: -y'.?"'_,...~ City ofYelm C. if the exam reveals abuse of alcohol and/or controlled substances. 3.03 TEMPORARY EMPLOYEES 3.03.010 3.03.020 3.03.030 3.03.040 On recommendation by the department head and with approval of the Mayor and City Administrator, and based upon budget availability 1 temporary employees may be used during emergencies or other peak workload periods, or to temporarily replace regular employees who are absent due to disability 1 iIIness, vacation or other approved leave 1 or to temporarily fill a vacancy until a regular employee is hired. (Resolution 428, 11/02) Temporary employees may be hired without competitive recruitment or examination. Temporary employees are eligible for overtime pay as required by law. Temporary employees are not eligible for City benefits except as recommended by the City Administrator and approved by the Mayor. Temporary employees are at-will employees. They may be terminated without the hearing and notice provided for by Section 10.3. (Resolution 270, 10/92) 3.04 TRIAL PERIOD 3.04.010 3.04.020 All newly hired, rehired former employees, and employees promoted to a new classification 1 enter a trial period which is considered an integral part of the selection and evaluation process. During the trial period an employee is required to demonstrate suitability for the position through actual work performance. The minimum trial period is six (6) months from the employee's date of hire, rehire, or promotion. The trial period may be extended if in the discretion of the City Administrator any aspect of the employee's performance does not meet minimum requirements. The trial period shall not be shortened for any reason. A trial employee will be evaluated at least every three (3) months. The trial period for police officers begins upon successful completion of the Police Academy and extends for one (1) year from that date. Personnel Policies Rev. 2001.01, Res 428,2002.11 12 -:'t..~~~}~._11'1!;.~~~~ ï_::::;\~) ~:~::~::¿~~:::?¿\: -----v.<4...'".,'~ City of Yelm 4.03 PAYDAYS 4.03.010 4.04 DEDUCTIONS 4.04.010 City employees are paid monthly on the fifth day of the month following the close of the preceding calendar month pay period. When the fifth falls on a Saturday/holiday, checks are released on the preceding day. If the fifth falls on a Sunday/holiday, checks are released on the next business day. The City will not issue paychecks early except in emergency conditions. Requests for an early paycheck must be made to the City Clerk via the department head. The City Administrator will determine if the reason for an employee's request for an early paycheck is an appropriate emergency. (Resolution 428, 11/02; 291, 5/93) Some regular deductions from the employee's earnings are required by law. Other deductions are specifically authorized by the employee. The City will withhold from the employee's paycheck those deductions required by law and any voluntary deductions authorized by the employee, applicable union contract, or statute. 4.05 TRAVEL EXPENSE REIMBURSEMENT 4.05.010 4.05.020 City employees will be reimbursed for reasonable and customary expenses actually incurred in connection with the business of the City, including food, and travel expenses while away from the City, but excluding any expenses for alcoholic beverages. If private automobiles are used, employees will be reimbursed at the Internal Revenue Service rate approved for business travel. (Ordinance 652, 1199) Sharing of vehicles should be done whenever possible. Tips, not to exceed 15%, for meals, taxis, or baggage handling are reimbursable. Expenses associated with commuting or travel to and from an employee's home to the place of work are not reimbursable. Requests for advances or reimbursement shall be submitted on an expense report form signed by the employee and shall include receipts. (See Attachments Section) The City Administrator must approve any advances. Personnel Policies Rev. 2001.01; Res. 428, 11/02 16 [~~:~~ City of Yelm CHAPTER 6 BENEFITS 6.01 RETIREMENT BENEFITS 6.01.010 6.01.020 6.01.030 6.01.040 6.01.050 The City makes contributions on behalf of all eligible employees to the Social Security System in addition to those contributions made by the employee through FICA payroll deductions. All regular fully commissioned uniformed employees in the police department are covered by the Law Enforcement Officers' and Firefighters' Retirement System (LEOFF). The State of Washington sets benefit levels and contributions rates. All regular full-time and eligible part-time non-uniform non- commissioned employees are covered under the Public Employees Retirement System (PERS). Temporary employees who work more than 70 hours per month for more than five (5) months per year will receive retirement benefits. Employees intending to retire shall notify their department head of their intent to retire at least three months prior to the date of retirement. 6.02 DISABiliTY BENEFITS 6.02.010 All employees, except those covered by LEOFF I, are covered by the State Industrial Insurance program (worker's compensation). This type of insurance covers employees in case of on-the-job injuries or job-related illnesses. For qualifying cases, State Industrial Insurance will pay the employee for workdays lost for any disability resulting from job-related injuries or illnesses. All job- related accidents should be reported immediately to the department head or City Administrator. Personnel Policies Rev. 2001.0 I; Res. 428, 11/02 19 ~~;f Jlf!t"!.~".~ ~'Y. -:-(-1':;- 'Q;. \. . .·S:::. ::::::. :;t:~~~:::~:.~:~~". " II. -'. ~ì YJ::LM CIty of Yelm "''''Si'1lt.a·rt'... · 8.14 VIOLENCE IN THE WORKPLACE 8.14.010 8.14.020 8.14.030 8.14.040 The purpose of this policy is to prohibit violent actions on City property or facilities, or while on City business. Violence in any form will not be tolerated or ignored. Unlawful violent actions committed by employees or members of the public while on city property, or while using City facilities, will be prosecuted as appropriate. The City intends to use reasonable legal, managerial, administrative, and disciplinary procedures to secure the workplace from violence and to reasonably protect employees and members of the public. (Resolution 428, 11/02) All City employees are responsible for refraining from acts of violence and for seeking assistance to resolve personal issues that may lead to acts of violence in the workplace. City employees are required to report any dangerous or threatening situations that occur in the workplace to their department head or supervisor. This policy applies to all City of Yelm employees except law enforcement officers while acting in an official capacity. City employees are encouraged to report to their department head or supervisor situations that occur outside the workplace which may affect workplace safety, i.e., instances where protection orders have been issued, etc. The City offers an EmDloyee Assistance Program (EAP) designed to assist employees and their families who are experiencing personal or job- related problems. An employee of the City wishing confidential assistance for a personal or job-related problem can call the EAP office at 1-800-570-9315 (current phone number as of 8/01). The City will not have access to any EAP information unless an employee authorizes the EAP to release this information to the City. The EAP is available for assessment, referral to treatment, and follow-up. Treatment and follow- up expenses are the employee's responsibility (some or a portion of this cost may be covered by an employee's medical insurance coverage provided by the City). The City will provide reasonable accommodation to support employees participating in a professional treatment program as long as the accommodation does not impose a hardship on the City. No employee will be disciplined or discriminated against simply for seeking help and/or participating in a treatment program. However, if an incident at work occurs, or a professional psychological or medical evaluation indicates the employee represents a reasonable concern to the workplace and/or the public, the City reserves the right to take disciplinary, and/or corrective actions as appropriate, up to and including termination. 38-a Personnel Policies Section 8.14, Revision: 2002.11 ·~~--~~~_IH.~.!* ~'I(t: i /~i>/ "~~'\.! ·,'>7 ,..,:,. ¡ :tï \- I ::!;;;:2lc.:?~:~:~ ~>ì YJ::LM '.yÞoSHINU·ro.... 8.14.050 8.14.060 City of Yelm The City of Yelm is committed to providing a safe environment for working and conducting business. The City will not tolerate acts of violence committed by or against City employees, or members of the public, while on city property or while performing City business at other locations. A. Violent or intimidating behavior is unacceptable. Violence means an act or behavior that: 1. is physically assaultive; 2. a reasonable person would perceive as obsessively directed, e.g. intensely focused on a grudge, grievance, or romantic interest in another person, and reasonably likely to result in harm or threats of harm to persons or property; 3. consists of a communicated or reasonably perceived threat to harm another individual, or in any way endangers the safety of an individual; 4. would be interpreted by a reasonable person as carrying potential for physical harm to the individual; 5. is a behavior, or action, that a reasonable person would perceive as menacing; 6. involves carrying or displaying weapons, destroying property, or throwing objects in a manner reasonably perceived to be threatening; or 7. consists of a communicated or reasonably perceived threat to destroy property. 8. Physically intimidating others including such acts as obscene gestures, getting in your face and fist-shaking. This policy applies whenever an employee is on City time (including breaks and meal periods), property, surrounding grounds and parking lots, leased or rented spaces, in any vehicle used on City business, is acting as an agent of the City, and in other circumstances which creates concerns for City operations or safety. This includes actions involving, but not limited to inappropriate use of City time, workplace phones, Fax machines, mail or E-mail. In order to ensure a safe environment for employees and customers, the City prohibits the wearing, transporting, storage, or presence of firearms or other weapons as defined in RCW 9.41 whenever an employee is on City time (including breaks and meal periods), property, surrounding grounds and parking lots, leased or rented spaces, in any vehicle used on City business, is acting as an agent of the City, and in other circumstances which creates concerns for City operations or safety. 38-b Personnel Policies Section 8.] 4, Revision: 2002.] ] ~ ~:::î:~:'?}~ ~>7 C ty fY 1 'Y"I:: LM W~S~It'~TO~ i 0 e m 8.14.070 8.14.080 8.14.090 Exceptions include employees of the City engaged in military or law enforcement activities or legally in possession of a firearm, for which the employee holds a valid permit that is secured within an attended personal vehicle or concealed from view within a locked unattended personal vehicle while that person is working on City property. All City employees are responsible for notifying Department Heads and lor supervisors of any threats they have witnessed, received, or have been told that another person has witnessed or received. Even without an actual threat, employees should also report any behavior they have witnessed which could be regard as potentially threatening or violent. Employees are responsible for making this report regardless of the relationship between the individual who initiated the threat or threatening behavior and the person or persons who were threatened or were the focuses of the threatening behavior. Any person involved in situations where they fear that physical retaliation may take place or where someone has made verbal threats of physical violence or displays inappropriate behavior should immediately discuss it with their department head or supervisor. Employees involved in violating this policy will be disciplined, up to and including termination. Any employee/member of the public who is subject to, or observes, violent behavior or threat of violent behavior, a firearm or other weapon, or any situation that appears to be potentially dangerous, must immediately report such action to his/her Department Head or supervisor, or the Police Department. Any employee concerned about personal safety may request an escort or other appropriate intervention from fellow employees comfortable with providing assistance or the City police department at any time. Department Heads and/or supervisors are responsible for responding to potential or violent situations. Additional assistance from the City Administrator and/or emergency services, 911, is also available in appropriate situations. Department Heads and/or supervisors are responsible for assessing the situation, making judgments on the appropriate response, and then responding to reports of or knowledge of violence and for initiating the investigation process. 38-c Personnel Policies Section 8.14, Revision: 2002.11 ~.~ :~;::~'"::::~:::l: ____'',? I 'Y]:'[ M .J' .WAS¡..cI!';Q.TCJ..... 8.14.100 8. 14.11 0 8.14.120 City ofYelm A. Any report of violence will be evaluated immediately and confidentially, and appropriate action will be taken, where possible, in order to protect the employee from further violence. Appropriate disciplinary action will be taken when it is determined that City of Yelm employees have committed acts of violence. B. Where issues of employee safety are of concern, managers and supervisors should evaluate the workplace and make appropriate recommendations regarding a reasonable response. The City Administrator will assist Department Heads in investigating and preparing documentation for action surrounding an incident of violent behavior. In some cases, a referral to the employee assistance program may also be appropriate. A. The City Administrator shall be responsible for developing procedures that are designed to reasonably achieve: 1. prompt and appropriate response to any act of violence; 2. providing guidance and oversight of investigations of violence; 3. communicating this policy and administrative procedures to employees, department heads and supervisors. Any employee who violates this policy will be subject to corrective or disciplinary action, up to and including dismissal and/or referral to the police department for prosecution for criminal action-depending on the circumstances. The Violence in the Workplace Crisis Plan and Procedures provides additional information for employees. (Attachments Section 8.14) 38-d Personnel Policies Section 8.14, Revision: 2002.11 I W..J:!~·.f:~t~ Iff., ''V L"':::::f::~::~:""') '::..:~:>;!.... "-<::':..~'.'. ~>l" _/ Clt of Yelm YEa,M "'.'NO'"'' · Y Attachments and Form Samples Form Name Form/Section No. 1. Current Employee Authorization to Release Information 1.07.020 to Potential Employers 2. Overtime Approval Request 2.02.040 3. Request for Payment of Accrued Time 2.03.010 4. Employee Time Sheet 2.04.010 5. Employment Application 3.02.020 6. Expense Report Form 4.05.020 7. Cash In Lieu of Insurance Waiver 6.03.020 8. Leave Request 7.02.030 9. Accident Report Form 8.10.010 10. Cellular Phone Agreement 8.12.010 11. Violence in the Workplace Crisis Plan and Procedures 8.14.010 12. Exit Interview Form 10.05.010 Personnel Policies Attachments Rev. 2000.01, 2002.11 A VIOLENCE IN THE WORKPLACE CRISIS PLAN AND PROCEDURES Attachment 8.14 Achieving Goals and Evaluating Progress To achieve the goals and objectives of this policy, the city intends to do the following: · Establish procedures and methods for implementing policies and for addressing violence in the workplace. · Provide training to increase awareness and recognition of potentially violent situations and behaviors. · Check references of all prospective employees. · Establish a zero tolerance policy towards violence and consider threats of violence as acts of violence. · Develop a written policy of how to respond to security threats. · Limit public access to work areas when logistically possible. · Evaluate the physical environment for safety and consider modifications. · Evaluate progress in achieving the goals and objectives of this policy. EMPLOYEE RESPONSE PROCEDURES When a violent act occurs: If the act or altercation constitutes an emeraency I CALL 9-911. The City of Yelm staff should become familiar with the following plan of action in order to best address any issues of workplace violence. Workplace violence can include varying degrees of threat, including displaying irrational behaviors or anger, physically assaulting persons or property, or using or threatening to use a weapon. LOCATION AND EXITS Each department head shall inform all department employees of appropriate exits to use in the event of a violent occurrence requiring escape of the building. Personnel PolicyAttachments Violence in the Workplace Procedures Rev. 2002.11 Page 1 of6 VIOLENCE IN THE WORKPLACE CRISIS PLAN AND PROCEDURES Attachment 8.14 EMERGENCY PLAN Depending upon the circumstances, an escape/exit route could be any window or door. If it is necessary to leave the building and depending upon the direction of travel, go to the pre-determined location until help arrives. The following actions may be taken in the event of violence in the workplace: 1. NO WEAPONS IMPLIED OR SHOWN: A. If you see or feel the situation escalating, and no weapons are implied or present, remove yourself from the situation immediately to ask for assistance from the Department Head or City Administrator. B. If the Department Head is unable to defuse the situation or remedy inappropriate behavior by a citizen or employee, he/she will say the code word DENNIS, this signals any staff member to call the Police at 9-911 and/or press the panic button. C. If a staff member hears the word DENNIS stated by an employee at any time, go to a back office and call the Police at 9-911 and/or press the panic button if possible. D. Other methods of seeking help: Yell for help; push the panic button, call 9-911 ; lock any doors between you and the threat/person; get behind a physical barrier such as a desk or counter if it doesn't block you in; leave the area using an escape/exit route as mentioned above. E. If the opportunity presents itself in any of these situations, remove yourself from the danger, go to the agreed upon location and call 9-911. 2. WEAPON IMPLIED OR SHOWN: A. If a firearm or explosive device is present, calmly go to a back office and call 9-911. B. Attempt to notify co-workers with the code word DENNIS Attempt to hit the panic button if possible. Remain as calm as possible. Personnel PolicyAttachments Violence in the Workplace Procedures Rev. 2002.11 Page 2 of6 VIOLENCE IN THE WORKPLACE CRISIS PLAN AND PROCEDURES Attachment 8.14 C. If a firearm is drawn, drop to the floor and seek cover. D. If the weapon is not a firearm or explosive device, there may be time for help to arrive before any personal harm is inflicted. E. If the opportunity presents itself in any of these situations, remove yourself from the danger, go to the agreed upon location and call 9-911. FOLLOW-UP PROCEDURES · Secure work areas where disturbance(s) occurred. · Account for all employees and others and ensure the physical safety of those remaining in the area as soon as possible. · Provide for site security while others assist the victim or help in securing the area. · Quickly access the work area, if it was disturbed or damaged during an incident, to determine if it is safe. MANAGEMENT RESPONSE PROCEDURES · If employees experience workplace violence, check for the health and safety of yourself first. If you are okay, check for the safety and health of others involved in the incident. If they are not okay, let others know you need medical help immediately, and ask them to call 9-911. · In instances that involve emergency situations, or criminal activity, the Department Head will contact the City Administrator and the Police Department. Incidents involving emergency situations and/or criminal activity will be referred to the Police Department for assessment and, if necessary, investigation. · Minimize talking among employees prior to preparation of an incident report. This aids in obtaining the most accurate account of what happened. Submit the completed incident report to the Department Head who will refer it immediately to the City Administrator. Personnel PolicyAttachments Violence in the Workplace Procedures Rev. 2002.11 Page 3 of6 VIOLENCE IN THE WORKPLACE CRISIS PLAN AND PROCEDURES Attachment 8.14 · Debriefing may occur with a Critical Incident Stress Debriefing Team from either the Police Department or Fire Department. They can help employees deal with the effects of experiencing workplace violence. · Individuals may also contact the Association of Washington Cities with the employee assistance program to work through the situation. · Provide accurate communication to outside agencies, media and law enforcement. CONDUCTING AN INVESTIGATION Incidents involving emergency and/or criminal activity will be referred to the Police Department for investigation. Incidents that do not involve an emergency situation, and/or criminal activity, will be handled by the City Administrator who will determine whether an investigation is needed and who will conduct the investigation. 1. Data Collection There are great liabilities and legal implications associated with violent behavior in the workplace, therefore, before beginning any investigation, consult with the City Administrator and appropriate legal counsel. The investigation could lead to disciplinary action; please be sensitive to the rights of all persons involved and proceed in a manner that demonstrates objectivity, fairness and a concern for confidentiality. Remember to document all aspects of the investigation. 2. Interview with the Alleged Victim When talking with the alleged victim, speak clearly and non- judgmentally. Approach the interview in a sensitive, supportive manner. The goal of the interview is to develop a true and accurate account of the incident. · Obtain the date/time of the violent incident. · Find answers to the questions: who, what, when and where. · Find out what specifically happened in this and any other incidents. Personnel PolicyAttachments Violence in the Workplace Procedures Rev. 2002.11 Page 4 of 6 VIOLENCE IN THE WORKPLACE CRISIS PLAN AND PROCEDURES Attachment 8.14 · Determine the background of the situation, including the relationship between the parties before the incident. · Obtain the names of anyone else who: · Saw or heard the incident. · Has spoken with the alleged victim about the incident. · May have had encounters with the alleged offender. · Find out what the alleged victim did in response to the violent encounter. · Find out whether the alleged victim has documented the incident, or any other violent encounters that the victim has had with the alleged offender. · Reassure the alleged victim that the City is actively responding to the incident and that any retaliation will not be tolerated. 3. Interview with the Alleged Offender Approach the interview in a non-judgmental, sensitive manner. Keep in mind that a person is innocent until proven at fault. Unreasonable assumptions of guilt before an investigation has been completed can impede an appropriate investigation. · If the alleged offender asks for representation, allow it. · Present the incident or incidents described by the alleged victim, or your own observations if you directly saw the incident. · Get the alleged offender's side of the story. · Investigate with such questions as: · "Describe the incident that occurred between you and the alleged victim." · "Describe your relationship with the alleged victim and other interactions that you have had." Personnel PolicyAttachments Violence in the Workplace Procedures Rev. 2002.11 Page 5 of 6 VIOLENCE IN THE WORKPLACE CRISIS PLAN AND PROCEDURES Attachment 8.14 · Listen attentively as the alleged offender talks. · Advise the offender of the seriousness of any form of retaliation against the alleged recipient/victim, or any action that might be interpreted as retaliation. 4. Interviews with Observers or Others in the Workplace In an investigation, realize that observers may also be disturbed by the violent interaction they have witnessed. Investigate with questions such as: · "What type of interaction did you observe between the alleged offender and the alleged victim?" · "Are there others who might be able to comment, or who observed the same incident?" Personnel PolicyAttachments Violence in the Workplace Procedures Rev. 2002.11 Page 6 of6