Question: How do I get a copy of my resume (or something else in your personnel file)?
Answer: Make a written request to Human Resources. If you wish to review your file, an appointment will be made so an HR staff member can work with you. Refer to Policy 209 "Personnel Records and Inquiries".

Question: How do I report a discrimination or harassment issue?
Answer: Refer to Policy 105 "Equal Employment Opportunity in Employment".

Question: What are the official County holidays?
Answer: Refer to the OFM Benifits page for a list of official holidays.

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FAQs for Supervisors:

• Question: What types of activities should the department/agency plan to orient the intern to their new environment and functions?
  Answer: The student intern will be expected to participate in the L.E.A.P.S. Internship Orientation Program, which will be conducted by the Program Coordinators and School District’s Facilitator. The orientation will provide the student with an overview of the organization, program, conduct and performance expectations. The student should be provided an opportunity to also participate in the departmental orientation and be provided an opportunity to spend time with other members of the staff to gain a broad understanding of the department/agency, including attending staff meetings, when possible. It is also beneficial to include other staff members in the responsibility of helping the intern experience a smooth and positive transition to the department/agency.
   
• Question: As a mentor, what type of orientation or training will I receive?
  Answer: A special two-hour orientation designed specifically for L.E.A.P.S. Mentors will be arranged for you to attend, along with other department/agency mentors. Information regarding the program structure, evaluation and feedback process, and responsibilities will be shared. Additionally, it will also provide an excellent opportunity to share ideas and recommendations to help mentors jump start to a successful program.
   
• Question: Who should be contacted if there are Questions or concerns about the program or student intern?
  Answer: The Program Coordinators are available to provide support and guidance, respond to Question:s or concerns, and to assist in creating a meaningful and fun learning experience for the department/agency and the student. Additionally, department/agency mentors will be contacted regularly by a Program Coordinator to gather feedback regarding how the internship experience is going and to offer additional support, if needed.
   
• Question: How will feedback be provided to the intern and how often?
  Answer: The student intern will be given informal feedback (discussions) on a weekly basis and more formal feedback (in written form) on a schedule that corresponds to the school district’s academic calendar. Mentors will meet the school district’s facilitator to review assessments and assign grades.
   
• Question: Are the program opportunities established as paid or unpaid internships?
  Answer: Although the internship programs are intended to be an enhancement to the classroom learning experience, the students are often excited about the opportunity to contribute to the workplace and earn an income while they learn. However, this determination is at the discretion of the hiring department/agency and is typically based upon budget capabilities. Students are made aware prior to submitting their applications that the internship may be paid or unpaid. For information on alternative options for meeting the expectations of both the student and department/agency, please contact a Program Coordinator.

FAQs for Students and Parents:

• Question: What kind of interaction will there be between the mentor and intern to ensure the mentoring process is being implemented?
  Answer: The mentor and intern will interact frequently and as needed to discuss projects, mutual expectations, and needs. Specifically, the mentor will provide direction and guidance to the intern and will be available to assist the intern with questions or problems. The intern will be expected to bring ideas, suggestions, and questions to the mentor. Ultimately, the mentor and intern will both play an important role in creating a meaningful and fun learning experience for the student and the department.
   
• Question: What types of activities are planned to orient the intern for their new environment and functions?
  Answer: The student will have the opportunity to participate in the County’s new employee
  orientation as well as a departmental orientation. The student will spend time with other members of the staff to gain a broad understanding of the department. All staff will have responsibility for helping the intern experience a smooth and positive transition to the department.
   
• Question: How will feedback be provided to the intern and how often?
  Answer: The student will be given informal feedback (discussions) on a weekly basis and more formal feedback (in written form) on a schedule that corresponds to the school district’s academic calendar. Mentors will meet with the school district facilitator to review assessments and assign grades.
   
• Question: Will the intern have an opportunity to work in a team environment or be included on team projects/assignments?
  Answer: The intern will work in a team environment and depending upon the student’s schedule and availability. The student will participate in weekly departmental meetings as well as team meetings.
   
• Question: What type of career opportunities will the student’s experience prepare them for?
  Answer: The student will be exposed to various aspects of local government which will be beneficial in pursuing a public service career.

Question: What is a tercile?
Answer: The salary range is divided into thirds. A ‘tercile’ is another word for third. The first tercile is the first third of the salary range. The second tercile is the middle third of the salary range and the third tercile is the highest or last third of the salary range.

Question: What is my pay range and/or how do I find out what it is?
Answer: You can find your pay range inside this document.

Question: How can I get a copy of my job description?
Answer: Please contact your supervisor. If they do not have a copy of your job description, please contact the Personnel/Pay Representative for your department.

Question: My position is mis-graded - How do I get it re-graded?
Answer: If you believe that your position is mis-graded, please contact your supervisor. Your supervisor will need the approval of his immediate manager to have your position re-graded. Either your supervisor or their immediate manager will have to submit the following to Mary Biere or Brian Collins in HR:

• A new or revised position description form (PDF)
• A new or revised organization chart
• A completed request for reclassification

A copy of the request should also be sent to the Personnel/Pay Representative and Department/Agency head. Once HR reviews and approves the reasons behind the reclassification, it will reclassify the position using the Hay job evaluation method. This may or may not result in an increase in the job grade for the position. If the job grade does not increase, HR will not revisit the position or job grade for a minimum of 6 months to ensure that positions are not being created or revised based on an individual job incumbent’s knowledge, skills and abilities, rather than on business need.

Question: How do I get a position reclassified based on new responsibilities?
Answer: Please see question on re-grading a position above.

Question: I'm not eligible for overtime. Why?
Answer: Whether or not you are eligible for overtime depends on your duties and responsibilities. HR compares the duties and responsibilities outlined in your job description to tests contained in the Fair Labor Standards Act – a federal regulation. Where there is a question if a position is exempt or nonexempt, a position will be made nonexempt, so as not to deprive an employee of possible overtime pay.

Question: What documentation do I need to give an employee a spot bonus
Answer: A spot bonus will require two levels of approval and the approval of the Personnel/Pay Representative for your department/agency. There is a form to be completed, which requires that the outstanding employee performance be documented. Click here for the Spot Bonus Form. Click here for the Policy.

Question: How do I set up a bonus program for a group of employees?
Answer: Bonus or incentive plans for a group of employees will require involvement of HR, department/agency head and County leadership (the County Manager, Assistant County Manager or Deputy County Manager). The business rationale for the bonus or incentive plan will need to be reviewed and approved by County leadership prior to the development of the bonus or incentive plan. Click here for the Policy.

Question: My employees are below market in their compensation - how do I get their base pay adjusted?
Answer: Market pay adjustments are considered on a case by case basis.  Either external market data exists for the position(s) in question.

If external market data does not exist, HR will need to conduct a telephone survey of competing public sector or private sector employers. The response rate of telephone surveys is generally very low or nonexistent.

Based on the published market data or the results of the telephone survey, HR will put together on a recommendation on base pay adjustments for County leadership (the County Manager, Assistant County Manager or Deputy County Manager).

Base pay adjustments may or may not result in a change in the job grade of a position or positions.

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