Guide Trial Court Personnel Policies & Procedures Manual

Table of Contents

1.000 Philosophy

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

2.000 Definitions

3.000 Maintenance and Distribution of Manual

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
• 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

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  Remedial Action and Discipline for Policy Violations
  
  Complaint and Investigations Procedures
• 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.
• 5.610  Additional Resources
• 5.611  OWRC Complaint Form

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

7.000  Attendance Records

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

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  Return to Work
8.606  Extraordinary Circumstances
8.700  Holidays
8.701  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  Return from Leave
8.804  Extension of Leave
8.900  Paid Personal Leave

9.000  Confidential Information

10.000 Travel

11.000  Workers' Compensation

12.000  Insurance and Health Benefits

13.000  Retirement Benefits

14.000  Employee Benefits

15.000  Unemployment Benefits

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

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

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

19.000  Termination

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

20.000  Notice of Litigation

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

21.000  Paid Leave Bank               

22.000  Policy and Procedure for the Elimination of Sexual Harassment in the Workplace – see Appendix E

23.000  Policy and Procedure for Emergency Cancellation of Court

24.000  Statement of Policy and Procedures on Aids

25.000  Smoking Policy

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

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

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

Appendix A – Job Descriptions-Contact HR
Appendix B – A Plan for Fair and Equal Employment
Appendix C – Standard Forms

• F1 Revision Check Sheet
• F2 Application for Employment
• F3 Job Posting Request Form
• 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
• F13 Request for New Position
• 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

Appendix D – Administrative Order No. 4
Appendix E – Massachusetts Trial Court Policy and Procedures for the Elimination of Sexual and Gender Harassment in the Workplace
Appendix F – Guidelines Regarding Employees who are Victims of Domestic Violence
Appendix G – The Americans with Disabilities Act of 1990 (ADA)