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Managers & Supervisors Manual

Affirmative Action/Equal Employment Opportunity

Recent Update to this Chapter

Section 2.40 - Updated the contact phone number in the last paragraph of Section E (Complaint Reporting Procedure). (04.10.2015)
 

2.40 State of Iowa EEO, AA, and Anti-Discrimination Policy

Form Referenced in this Chapter

552-0318 Employee Complaint Form

 

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Position Classification

Recent update to this chapter  

  • Section 3.51 – Added a new section on bargaining and merit status exemptions. (11.02.2016)

Sections in this Chapter:

3.10 Position Classification
3.15 Position Description Questionnaire (PDQ)
3.20 Supervisor Responsibilities
3.25 Position Review
3.30 Classification Appeal Committee
3.40 Position Change Process
3.45 Classification Structure
3.50 Status of Incumbents
3.51   Bargaining and Merit Status Exemptions
3.55 Reduction in Force Rights
3.60 Trainee/Journey Reclassification
3.65 Trainee/Journey Classifications Non-Contract Covered
3.70 Pay Grade Studies

Related Administrative Rules:

11 IAC 52.1 Overall administration
11 IAC 52.2 Classification descriptions and guidelines
11 IAC 52.3 Position description questionnaires
11 IAC 52.4 Position classification reviews
11 IAC 52.5 Classification appeals
11 IAC 52.6 Implementation of position classification decisions
11 IAC 60.3 Reduction in force
11 IAC 61.2(1) Appeal of position classification decisions

Related Performance & Development Solutions Training Available:

Purposeful Job Design

Forms Referenced in this Chapter:

552-0631 Bargaining Exemption Questionnaire
552-0697 Job Evaluation Questionnaire
552-0733 Merit Exemption Questionnaire
552-0671 Pay Grade Study Questionnaire
552-0094 Position Description Questionnaire
552-0709 Request for Classification, Compensation and Selection Changes
552-0785 Request for Selective Certification Additions or Changes
552-0193 Supervisory Analysis Questionnaire

 

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Filling A Vacancy

Recent update to this chapter  

Name Change: PorticoHR, which was the State of Iowa’s sole provider of temporary staffing services for project-based assignments of up to 18 months and the preferred provider for short-term assignments, changed its name to Aureon Staffing.  While the phone and fax number remains the same, Aureon Staffing has a new address and contact person. (09.15.16)


Sections in this Chapter:

4.05 Background Checks
4.10 Application and Hiring Process
4.15 Types and Samples of Offer Letters
4.20 Recruitment Guidelines
4.25 Advertising
4.35 Veterans' Preference
4.36 Non-Competitive Hiring Program for Disabled Veterans
4.50 Instructions for Filling Vacancies
4.55 Temporary Staffing
4.65 Provisions in the 2013-2015 AFSCME Collective Bargaining Agreement Applicable to Temporary and Seasonal Employees
4.66 Reasonable Accommodations
4.67 Using Reassignment to a Vacant Position as a Reasonable Accommodation
4.70 Personnel Mobility Assignment Agreement
4.80 Employees Entering Executive Branch Agencies from Other State Entities
4.90 Internship Development

Related Administrative Rules:

11 IAC 53.5(5) Pay for Interns
11 IAC 54 Recruitment, Application, and Examination
11 IAC 55 Eligible Lists
11 IAC 56 Filling Vacancies
11 IAC 57 Appointments
11 IAC 57.6 Intern Appointment

Related Performance & Development Solutions Training Available:

Americans with Disabilities Act
Equal Employment Opportunity/Affirmative Action
From Interview to Hire: The Successful Search for Talent
Diversity for Managers and Supervisors
"Unleashing the Power of Diversity" - Diversity Training for Employees

Related DAS-HRE Website:

State of Iowa Jobs Website

Forms Referenced in this Chapter:

552-0564 Acknowledgement of Drivers' License Requirements
552-0562 CDL Supplemental Application
552-0744 Hiring Justification
552-0563 Notice of Conviction for a Violation of a Motor Vehicle Law
552-0162 Personnel Mobility Assignment Agreement
552-0574   Request for Reasonable Accommodation
552-0786 Request for Adaptive Google Software
552-0492 Steps in Filling a Vacancy
552-0647 Temporary Staffing Services Vendor Request
552-0773 Background Check Policy Template
552-0774 Participation Request Form: Non-Competitive Hiring Program for Disabled Veterans
552-0775 Time Tracking Form: Work Experience/Training Program for Disabled Veterans

 

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Recent update to this chapter  

Revised Form 552-0125: Removed "Chief Operating Officer" and added "Personnel Officer" to the DAS-HRE signatures needed on page one. (02/14/2017)

Sections in this Chapter:

5.20 Pay Administration
5.25 Other Pay
5.27 Shift Differential Chart
5.30 Overtime and Compensatory Time
5.32 Quick Reference Guide: AFSCME Overtime/Compensatory Time
5.35 Special Pay
5.40 Pay Corrections
5.45  Emergency Evacuations and Facility Closures

 

Related Administrative Rules:

11 IAC 53 Pay
11 IAC 59 Promotion, Transfer, Temporary Assignment, Reassignment and Voluntary Demotion

 

Related Performance & Development Solutions Training Available:

None
 

Forms Referenced in this Chapter:

552-0125   Special Pay/Appointment Action
552-0109 Signature Authorization Form | PDF
552-0707 Agreement for Recouping Education Payments

 

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Benefits Administration

Sections in this Chapter:

6.10 Types of Leave
6.15 Education Financial Assistance
6.17 Sick Leave Insurance Program
6.20 Workers' Compensation
6.25 Health Insurance
6.30 Dental Insurance
6.35 Life Insurance
6.40 Long-term Disability Insurance
6.45 Reserved
6.50 Deferred Compensation and Tax-Sheltered Annuities
6.70 Pretax Premium Conversion Program
6.80 Flexible Spending Accounts
6.85 Donated Leave for Employees
6.87 Donated Leave for Immediate Family Members
6.90 Family and Medical Leave Act Policy

Guidance:

View an Overview for Employers - Leave Management Through Reed Group 
FMLA FAQ PDF
LeavePro User Guide PDF 
Military Leave and Military Pay Differential PDF
Workers' Compensation Provider List

Related Administrative Rules:

None

Related Performance & Development Solutions Training Available:

None

Forms Referenced in this Chapter:

552-0707 Agreement for Recouping Education Payments
552-0304 Education Leave and/or Education Financial Assistance Application
  Donated Leave
552-0611 Donated Leave for Catastrophic Illness Application
552-0612 Donated Leave for Catastrophic Illness Contribution
552-0620 Donated Leave for Catastrophic Illness Request
552-0628 Donated Leave for Catastrophic Illness Tracking
552-0639 Donated Leave for Catastrophic Illness Immediate Family Member Application
552-0640 Donated Leave for Catastrophic Illness Immediate Family Member Contribution
552-0641 Donated Leave for Catastrophic Illness Immediate Family Member Request
552-0642 Donated Leave for Catastrophic Illness Immediate Family Member Tracking
  Family and Medical Leave Act (FMLA)
  Employee Rights and Responsibilities under the Family and Medical Leave Act
552-0731 FMLA Return to Work Certification
552-0649 Leave Retention
  Family and Medical Leave Act (FMLA)
(For use by Community Based Corrections (CBC), Judicial Branch, and State Fair Employees ONLY) 
552-0755 Certification of Health Care Provider for Employee's Serious Health Condition
WH-380F Certification of Health Care Provider for Family Member's Serious Health Condition
552-0599 FMLA Application & Intent to Return to Work
552-0762 FMLA Designation Notice
552-0730 Notice of Eligibility and Rights & Responsibilities
  Military Leave Forms
(For use by Community Based Corrections (CBC), Judicial Branch, and State Fair Employees ONLY)  
WH-385 Certification for Serious Injury or Illness of Covered Servicemember for Military Family Leave
WH-385V Certification for Serious Injury or Illness of a Veteran for Military Caregiver Leave
WH-384 Certification of Qualifying Exigency for Military Family Leave
552-0725 Servicemember Family Leave Tracking
  Sick Leave Insurance Program (SLIP)
552-0713 Sick Leave Insurance Program Enrollment Form
  SLIP Calculation Estimate Form
552-0442 Group Insurance Direct Pay Continuation Form
552-0766 SLIP Checklist for PAs
552-0719 SLIP Retiree Rehire Authorization
  Workers' Compensation
552-0568 Workers' Compensation Benefit Election
552-0679 Workers' Compensation Wage Statement
552-0680 Workers' Compensation Travel Reimbursement Request
  Workers' Compensation First Report of Injury or Illness
552-0780 Alternative Duty Assignment

 

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Staff Orientation & Training

Sections in this Chapter:

7.05 New Employee Orientation and Orientation Checklist
7.10 Employee Information and Checklist
7.15 Performance & Development Solutions (PDS)
7.20 Internship Development Program (This section has moved to 4.90)

 

Related Performance & Development Solutions Training Available:

Coaching and Leading for Top Performance
Communication Enhancement
Dimensions of Behavior
Managing Conflict & Resistance in the Workplace
Preventing Sexual Harassment for Employees
"Unleashing the Power of Diversity" - Diversity Training for Employees
 

Related DAS Website:

State of Iowa Job Website

 

Forms Referenced in this Chapter:

552-0142 PDS Course Registration
552-0569  Confidential Personal Data Form
552-0125 Special Pay/Appointment Action
Powerpoint (02/24/16) Revised DAS Confidential Personal Data Form Information for HRAs

 

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Performance Planning & Evaluation

Sections in this Chapter:

8.05 Introduction
8.10 The Purposes of Performance Evaluation
8.15 The Benefits of Performance Evaluation
8.20 Overview and Instructions
8.25 The Individual Performance Plan
8.30 The Evaluation
8.35 The Individual Development Plan
8.40 Frequently Asked Questions

 

Related Administrative Rules:

11 IAC 62 Performance Review

 

Related Performance & Development Solutions Training Available:

Performance Evaluation

 

Forms Referenced in this Chapter:

552-0674 Performance Plan and Evaluation for Employees

 

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Employee Problems (Discussions and Referral)

Sections in this Chapter:

9.05 Introduction
9.10 Employee Assistance Program (EAP) Overview
9.15 Employee Initiated Discussion
9.20 Supervisor Initiated Action
9.25 Supervisor Referrals to EAP
9.30 Employee Problems with Significant Work Impact
9.35 Confidentiality
9.40 EAP Policy
9.45  Social Media Policy
9.50 Substance Abuse Policy
9.55 Substance Abuse Policy Guidelines for Supervisors
9.57 Smoking and Tobacco Use Policy
9.60 Drug Free Workplace Policy
9.70 Violence -Free Workplace Policy
9.75 Guidelines for Supervisors on Violence-Free Workplace Policy
9.80 Violence-Free Workplace Report Form

 

Related Administrative Rules:

11 IAC 60.2(4) Discharge

 

Related Performance & Development Solutions Training Available:

Achieving Communication Effectiveness
Human Relations Skills
Listening: The Forgotten Skill
Managing Conflict & Resistance in the Workplace
Performance Evaluation
Managing Generational Differences at Work

 

Forms Referenced in this Chapter:

552-0318 Employee Complaint Form

 

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Employee Separations & Unemployment

Sections in this Chapter:

10.01 Unauthorized Three Day Absence
10.05 Sample Letter of Unauthorized Three Day Absence
10.10 Steps for Separation
10.15   Sample Letter for Resignation in Lieu of Discharge
10.20   The Exit Interview Process
10.25 Employee Separation Checklist
10.30 Controlling Unemployment Costs
10.35 Unemployment Claim Process

Related Administrative Rules:

11 IAC 60.1(1) Separations

Forms Referenced in this Chapter:

552-0772 Employee Separation Form
552-0666 Employee Separation Checklist
552-0711   Exit Information Questionnaire Part I
552-0712   Exit Information Questionnaire Part II

Unemployment Compensation Resources:

Employers Edge Procedure Guide

 

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Discipline, Grievances & Appeals

Sections in this Chapter:

Part A: Discipline

11.10 Progressive Discipline and Just Cause
11.15 Right of Representation at Employee Meetings with Management:Guidelines for Supervisors
11.20 Conducting and Documenting a Disciplinary Investigation
11.25 Prediscipline Check List
11.30   Types and Samples of Disciplinary Actions
11.35 Protection from Reprisal
11.40 Grievances and Appeals
11.43 Quick Reference Guide: Grievances Processing Steps for the Executive Branch (Excluding Regents and CBC)
11.45 Contract Grievance Procedure
11.50 Noncontract Grievance Procedure
11.55 Grievance Resolution Improvement Process (GRIP)
11.60 Guidelines for Grievance Meetings and Decisions
11.65 Grievance Decision Worksheet
11.70 Civil Penalty Reimbursement Upon Conviction

 

Related Administrative Rules:

11 IAC 60.2 Disciplinary actions
11 IAC 61.1 Grievances
11 IAC 61.2 Appeals

Refer to the appropriate union contract for further information for contract employees.

Related Performance & Development Solutions Training Available:

Discipline, Grievances and the Contracts
Investigating Employee Misconduct
Performance Evaluation
Preventing Sexual Harassment for Supervisors

 

Forms Referenced in this Chapter:

552-0248 Noncontract Grievance Form | PDF
  Sample Notice of Status of Investigation for AFSCME-covered Positions
552-0318 Employee Complaint Form

 

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Collective Bargaining Contract

Recent update to this chapter

SPOC Retiree Vacation to Sick Leave Form (552-0784) – Created to reflect changes in the SPOC collective bargaining agreement for retirees.  (In August, the new retiree information was included on form 552-0720; now, DAS has split out the retiree information onto the new form 552-0784.)  (2015.09.28)

Sections in this Chapter:

12.05 Recognition and Union Security
12.10 Management Rights
12.15 Grievance Procedure
12.20 Seniority
12.30 Transfers
12.35 Hours of Work
12.40 Wages and Fringe Benefits
12.45 Leaves of Absence
12.50 Miscellaneous
12.55 Health and Safety
12.65 General Article

 

Related Administrative Rules:

None

 

Related Performance & Development Solutions Training Available:

Discipline, Grievances and the Contracts

 

Forms Referenced in this Chapter:

552-0720 SPOC Vacation to Sick Leave Conversion
552-0784 SPOC Retiree Vacation to Sick Leave

 

CONTRACT ADMINISTRATION

Introduction:

This chapter contains a discussion of each major article in the collective bargaining agreements. It is intended to facilitate the interpretation and administration of the negotiated agreements.

The primary discussion in each section will relate to the AFSCME agreement. Special notes specific to the SPOC and IUP agreements follow the AFSCME discussion. If there are no special notes, the section is to be interpreted as being applicable to all agreements.

This chapter is not intended to replace the actual contractual provisions but only to highlight administrative responsibilities and to assure consistency among supervisors and managers.

Questions about the information in this chapter should be addressed to your agency's personnel officer.

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Recordkeeping

Sections in this Chapter:

14.10 Employee Personnel Files
14.20 Transfer of Employee Records Between Agencies
14.25   Confidentiality of Employee Information

 

Related Administrative Rules:

11 IAC 62.3 Copies of records

 

Related Performance & Development Solutions Training Available:

None

Forms Referenced in this Chapter:

None

 

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Health & Safety

Sections in this Chapter:

15.05 Safety Overview
15.10 OSHA Recordkeeping
15.20 Standard Emergency Procedure Guideline
15.25 Hazard Communication Program
15.30 Personal Protective Equipment
15.35 Ergonomics
15.40 Hearing Conservation
15.45 Respiratory Protection
15.50 Confined Spaces
15.55 Control of Hazardous Energy Sources
15.60 Bloodborne Pathogens
15.65 Hepatitis B Policy
15.70 AIDS Policy
15.75 A) Tuberculosis Exposure Control Policy
15.75 B) Tuberculosis Problem Evaluation Chart
15.80 Indoor Air Quality

 

Related Administrative Rules:

None

 

Forms Referenced in this Chapter:

None

 

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Layoff (Reduction in Force)

Sections in this Chapter:

16.05 Preparation for a Layoff (Reduction in Force) - Contract
16.07 Preparation for a Layoff (Reduction in Force) - Non-Contract
16.10 Seniority (See Section 12.20)
16.12 Retention Points (Non-Contract)
16.15 Bumping for Contract Covered Employees
16.17 Bumping for Non-Contract Covered Employees
16.20 Outplacement Program
16.25 Recall
16.30 Benefits Upon Layoff and Recall
16.35 Temporary Layoff
16.45 Classes Constituting Series for Purposes of Reduction in Force
16.46 Classes Constituting Series for Purposes of Reduction in Force - DPS Only
16.50 Sample Bumping (AFSCME)

 

Related Administrative Rules:

11 IAC 53 Pay
11 IAC 55 Eligible Lists
11 IAC 59 Promotion, Transfer, Temporary Assignment, Reassignment and Voluntary Demotion
11 IAC 60 Separations, Disciplinary Actions and Reductions in Force
11 IAC 61 Grievances and Appeals
11 IAC 63 Leave

 

Forms Referenced in this Chapter:

552-0106 Retention Point Calculation Worksheet
552-0231A Recall Instructions for Contract Covered Employees
552-0231B Recall and Promotional Instructions for Non-contract Employees
552-0231C Recall Enrollment
552-0072 Application for State Employment
552-0699 AFSCME Request for Determination of Qualification 3rd Step Bumping Application
552-0737 AFSCME 3rd Bumping Application
552-0735 Calculating AFSCME Seniority
552-0736 Calculating UE/IUP Seniority - Social Services Unit
552-0752 Non-Contract Layoff Plan
552-0753 Contract Layoff Plan
552-0782 Application to Volunteer For Layoff for AFSCME-Covered Employees Only

 

Samples Referenced in this Chapter:

Sample Notice of Layoff Letter to Contract-Covered Employee 
Sample Notice of Layoff Letter to Non-Contract Employee
Sample Notice of Layoff with 3rd Bumping Option
Sample Recall Letter (contract class from which laid off)
Sample Recall Letter (pick 15)
Sample Return to Recall Letter
Sample Non-Contract Class Layoff Plan Cover Letter
Sample Contract Class Layoff Plan Cover Letter
Sample Seniority List with Layoff Line

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Telework Program

Sections in this Chapter:

18.05 Telework Program

 

Related Administrative Rules:

None

 

Related Performance & Development Solutions Training Available:

None

 

Forms Referenced in this Chapter:

552-0748 Telework Application
552-0749 Telework Agreement
552-0750 Telework Status Report

 

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Relocation Reimbursement

Sections in this Chapter:

19.05 General Policy
19.10 Definitions
19.15 Making Arrangements
19.20 Expenses That Are Reimbursable
19.25 Days Off With Pay
19.30 Expenses NOT Reimbursable
19.35 Repayment

 

Related Administrative Rules:

11 IAC 64.9 Interviewing and moving expense reimbursement

 

Forms Referenced in this Chapter:

Note: To receive a packet of required forms (listed below), contact your Personnel Assistant.

552-0703 Calculation of Mortgage Interest Differential
552-0704 Calculation of Market Value Differential
552-0705 Calculation of Income Tax Assistance Payment
552-0706 I.R.S.Tests for Preparing Relocation Expense Claims
552-0751 Agreement for Recouping Relocation Payments
552-0668 Statement of Ownership of Principal Residence
552-0702 Moving Company Bid Sheet
  Relocation Expenses Recap (sample)
  Travel Payment for Relocation Expenses Recap (sample)
  Travel Payment for Relocation Subsistence (sample)

 

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Addressing Poor Performers

Sections in this Chapter:

20.10 Introduction
20.15 Defining the Problem

 

Related Department Rules:

11 IAC 60 Separations, Disciplinary Actions and Reduction In Force

 

Related Performance & Development Solutions Training Available:

Human Relations Skills
Managing Conflict & Resistance in the Workplace

 

Forms Referenced in This Chapter:

None

 

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