Trial Court Personnel Policies & Procedures Manual

This manual provides direction, guidance, and general statements of policy and procedure to employees of the Trial Court.

Table of Contents

Table of Contents

Section 1: Philosophy and Mission Statement

1.000 Philosophy and Mission Statement

  • 1.100 Purpose of the Manual
  • 1.200 Coverage of the Manual
  • 1.300 Trial Court Mission Statement
  • 1.301 Human Resources Mission Statement

 

Section 2: Definitions

Section 3: Maintenance and Distribution of the Manual

Section 4: Appointment Policies and Procedures

4.000  Appointment Policies and Procedures 

  • 4.100  General Requirements
  • 4.200  Recruitment and Referral
  • 4.201  Job Posting
  • 4.300  Screening of Applicants
  • 4.301  Initial Review of Applicants
  • 4.302  Interviews, Exams, Assessments of Applicants
  • 4.303  Recommendations and References
  • 4.304  Nepotism and Favoritism 
  • 4.305  Verification of Eligibility to Work in the United States
  • 4.306  Court Activity Record Information (CORI) CHECK
  • 4.400  Approval Process
  • 4.401  Appointment Package
  • 4.402  New Hires
  • 4.403  Promotions
  • 4.404  Employees Appointed by Another Department, Division, or Administrative Office of the Trial Court
  • 4.405  Final Approval
  • 4.500  Record Retention
  • 4.600  Classification and Wage Compensation System
  • 4.700  Temporary Employment
  • 4.701  Unpaid Volunteers and Interns

Section 5: Policy Prohibiting Discrimination, Harassment, Retaliation, and Complaint Resolution Procedure

5.000  Policy Prohibiting Discrimination, Harassment, Retaliation, and Complaint Resolution Procedure

  • 5.100  Policy Statement Prohibiting Discrimination, Harassment, and Retaliation
  • 5.200  Requests for Reasonable Accommodation
  • 5.300  Responsibilities of Employees, Supervisors, and Managers
  • 5.400  Responsibilities of Judges, Clerks, Registers, and the Recorder
  • 5.500  Corrective Action for Policy Violations
  • 5.600  Complaint and Investigation Procedures Overview
    • 5.601  Making a Complaint
    • 5.602  Intake, Initial Screening, Interim Measures and Informal Resolution
    • 5.603  Preliminary Inquiry
    • 5.604  Investigation
    • 5.605  Confidential Investigative Report
    • 5.606  Review of Investigator’s Recommended Conclusions
    • 5.607  Grievances and Appeals for Employees and Managers
    • 5.608  Required Action by Supervisors and Managers
    • 5.609  Provisions for Investigation of Complaints Against Judges, Clerks, Registers, and the Recorder

Section 6: Status Changes

6.000 Status Changes

  • 6.100  Reclassification Procedure
  • 6.200  Temporary Assignment of Employees
  • 6.201  Temporary Service in a Higher Grade
  • 6.202  Temporary Service in a Lower Grade
  • 6.300  Transfer
  • 6.400  Statutory Designations
  • 6.500  HR/CMS Status Changes

Section 7: Attendance Records

7.000  Attendance Records

  • 7.100  Department Head Responsibility
  • 7.200  Time and Attendance Policies and Procedures

Section 8: Conditions of Employment and Other Policies for Managerial Employees

8.000 Conditions of Employment and Other Policies for Managerial Employees

  • 8.100  Hours of Work
  • 8.200  Outside Employment and Business Activity
  • 8.300  Compensation
  • 8.301  Compensation Rate for New Employees
  • 8.302  Position Classification
  • 8.303  Credit for Prior Service
  • 8.304  Step Rate Increases
  • 8.305  Salary upon Promotion
  • 8.400  Probationary Period
  • 8.500  Vacation
  • 8.600  Sick Leave
  • 8.601  Accrual of Sick Leave
  • 8.602  Notifications
  • 8.603  Use of Sick Leave
  • 8.604  Abuse of Sick Leave
  • 8.605  Fitness for Duty upon Return to Work
  • 8.606  Extraordinary Circumstances
  • 8.700  Holidays
  • 8.701  Official Holidays
  • 8.702  Working on Holidays
  • 8.703  Eligibility for Holiday Pay
  • 8.704  Religious Holidays
  • 8.705  Pro-Rated Holidays for Part-Time Employees
  • 8.800  Leave of Absence
  • 8.801  Leave of Absence Procedure
  • 8.802  Types of Leave
  • 8.803  Failure to Return from Leave
  • 8.804  Extension of Leave
  • 8.900  Paid Personal Leave

Section 9: Confidential Information

Section 10: Travel

Section 11: Workers' Compensation

Section 12: Employee Benefits

Section 13: Reserved for future use

Reserved for future use

Section 14: Policy Prohibiting Abusive Behavior and Providing Leave for Victims and Family Members of Abusive Behavior

14.000 Policy Prohibiting Abusive Behavior and Providing Leave for Victims and Family Members of Abusive Behavior

  • 14.100 Definitions and Examples
  • 14.200 Assistance Available to Employees Affected by Abusive Behavior
  • 14.300 Leave of Absence for Employees Affected by Abusive Behavior
  • 14.400 Qualifying Purpose
  • 14.500 Notice
  • 14.600 Documentation to Support Request for Abuse/Violence Leave
  • 14.700 Employees Who Have Obtained an Abuse Prevention (Restraining) Order or Harassment Prevention Order
  • 14.800 Action Against Employees Engaging in Abusive Behavior
  • 14.900 Additional Guidance for Managers
  • 14.1000 Employment Protections

Section 15: Reserved for future use

Reserved for future use

Section 16: Rules and Discipline

16.000 Rules and Discipline

  • 16.100  Standards of Employee Conduct and Performance
  • 16.200  Investigating Employee Misconduct
  • 16.300  Disciplinary Policy
  • 16.400  Progressive Disciplinary Policy for Union and Confidential Employees
    • 16.401  Procedure for Imposing Progressive Discipline
  • 16.500  Discipline or Removal of Management Employees
  • 16.600  Exceptions to Disciplinary Policy for All Employees
  • 16.700  Appeal and Review of Disciplinary Action for Non-union Employees
  • 16.800  Appeal to the Advisory Committee on Personnel Standards for non-Union Employees

Section 17: Employee Training and Professional Development

17.000  Employee Training and Professional Development

  • 17.100  Trial Court Training
  • 17.200  Departmental Training and Professional Development
  • 17.300  Division Level Training and Orientation

Section 18: Personnel Records

18.000  Personnel Records

  • 18.100  Definition and Documents to be Copied to Office of Court Management
  • 18.200  Notification to Employee of Documents Placed in Personnel Record
  • 18.300  Maintenance and Security Personnel Records
  • 18.400  Employee Rights to Correct or Explain Personnel Material

Section 19: Termination

19.000  Termination

  • 19.100  Resignation
  • 19.200  Discharge
  • 19.300  Exit Interview
  • 19.400  Death of an Employee
  • 19.500  Retirement

Section 20: Notice of Litigation

20.000  Notice of Litigation

  • 20.100  Allegations of Criminal Conduct
  • 20.200  Litigation Involving Court Personnel

Section 21: Paid Leave Bank

21.000  Paid Leave Bank               

Section 22: Policy to Promote Fair and Equitable Opportunity

Section 22: Policy to Promote Fair and Equitable Opportunity

  • 22.100  Goals
  • 22.200  Coordination with Other Policies and Procedures
  • 22.300  Monitoring Progress toward Policy Goals
  • 22.400  Assistance to Appointing Authorities and Department Heads
  • 22.500  Policy Awareness and Dissemination

Section 23: Policy and Procedure for Emergency Cancellation of Court

Section 24: Statement of Policy and Procedures on Aids

Section 25: Smoking Policy

Section 26: Compensatory Time and Record Keeping – Fair Labor Standards Act

26.000 Compensatory Time and Record Keeping – Fair Labor Standards Act

  • 26.100  Covered Employees and Exemptions
  • 26.200  Overtime
  • 26.300  Computation of Overtime Pay
  • 26.400  Record Keeping
  • 26.500  Enforcement
  • 26.600  Accrued Compensatory Time Earned Prior to April 15, 1986
  • 26.700  General
  • 26.800  List of Positions

Section 27: Trial Court Policy on Substance Abuse and the Workplace

27.000 Trial Court Policy on Substance Abuse and the Workplace

  • 27.100  Policy
  • 27.200  Identifying Substance Abuse: Observation of Behavior and Performance
  • 27.300  Supervisor Action
  • 27.400  Follow Up by the Supervisor
  • 27.500  Deferral of Disciplinary Action
  • 27.600  Substance Abuse Among Attorneys
  • 27.700  Substance Abuse Among Judges

Section 28: Performance Review in the Trial Court

28.000 Performance Review in the Trial Court

  • 28.100  Purpose of Performance Review
  • 28.200  Preparing for the Annual Performance Review Meeting
  • 28.300  Conducting the Annual Review
  • 28.400  Finalizing the Annual Performance Review Form
  • 28.500  Providing Ongoing Effective Feedback
  • 28.600  Recognizing and Motivating Employees

Appendices

Appendix A – Job Descriptions-Contact HR
Appendix B – Moved to Section 22
Appendix C – Standard Forms

  • F1 Revision Check Sheet
  • F2 Application for Employment
  • F4 Applicant Interview and Hiring Record*
  • F5 Appointment Documentation Form*
  • F6V Volunteer or Unpaid Intern Notification Form
  • F8 Attendance Calendar
  • F9 Travel Voucher Input Form
  • F10 Employee Checkout List
  • F11 Exit Interview
  • F12 Employee Conference Report
  • F14 Request for Review of Classification Form
  • F15 Department Head Comments Form
  • F15A Classification Appeal Form
  • F16 Form I-9 - Employment Eligibility Verification Form
  • F17 Applicant Flow Record*
  • F18 Employee Request for Unpaid Leave of Absence
  • F19 Request for Vacation Leave Buy-Back
  • F19A Request for Vacation Leave Buy-Back (Judges)
  • F19B Request for Compensatory Leave Buy-Back
  • F20 Request for Sick Leave Buy-Back
  • F20A Request for Sick Leave Buy-Back (Judges)
  • F21 How to File for Unemployment Insurance Benefits
  • F22 Group Insurance Notice
  • F23 Consent to Criminal Record Check
  • F24 Paid Leave Bank Election and Open Enrollment Form
  • F25 Paid Leave Bank Withdrawal Form
  • F26 Application for Allied Service Credit (PO's only)
  • F27 Certificate of Eligibility for Tuition Remission
  • F28 Time Reporting Form
  • F29 Management Performance Review
  • F30 Statement Concerning Your Employment in a Job Not Covered by Social Security
  • F31 Trial Court Policy Acknowledgement Form
  • F32 New Hire Form

* These forms are being archived and only used for jobs posted prior to 7/6/2021. Information previously obtained on these forms is now located in the applicant tracking system PageUp. 

Appendix D – Administrative Order No. 4
Appendix F – Guidelines Regarding Employees who are Victims of Domestic Violence
Appendix G – The Americans with Disabilities Act of 1990 (ADA)

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