TABLE OF CONTENTS

Return to "Policies" page

The purpose of this Policy is to notify employees that each County position is assigned to appropriate employment categories to facilitate the County’s administration of its compensation, benefit, and other human resource programs.

It is the policy of the Johnson County Government to categorize positions and employment status for the purposes of compensation and benefits administration. The County may also supplement the regular workforce, as needed, with other forms of flexible staffing. The County Manager shall develop Human Resource Procedures to determine the employment status of positions consistent with applicable federal and state law as:

This Procedure sets forth the position categories used by the County.

Each position will be categorized as follows:

This Procedure establishes the process by which each position is assigned a position title and position description.

Each position will be assigned a generic and working job title and duties. A written position description will be developed and maintained for each position.

The purpose of this Policy is to affirm the County’s commitment to recruit, hire, transfer and promote individuals based solely upon their relevant merits and qualifications.

It is the policy of the Johnson County Government to be an equal opportunity employer and to hire, promote, and transfer individuals on the basis of their qualifications and ability to perform the duties of the position to be filled. The County seeks to recruit, employ, and promote the most qualified possible workforce without regard to race, color, sex, religion or creed, age, disability, pregnancy, ancestry or national origin, military status or membership or service in the military.

The County will take affirmative action as required by law to employ and advance in employment qualified disabled veterans, veterans of the Vietnam era, and qualified disabled individuals. The County will also take affirmative action as required by law to employ and advance in employment qualified individuals without regard to race, sex, religion, age, or national origin or ancestry. The County shall provide preference to qualified honorably discharged veterans as required by law. All employees will be required to verify their identity and eligibility to work in the United States, as required by law.

The County prefers to promote from within and may first consider current employees with the necessary qualifications and skills to fill vacancies, unless outside recruitment is considered to be in the County’s best interest.

The County may require employees to make either a temporary or long-term position transfer in order to accommodate the County’s business needs. Employees may also request voluntary position transfers.

The County Manager shall develop Human Resource Procedures which may provide for the payment or reimbursement of reasonable travel and relocation expenses in bringing new employees to the County if the position is mission critical, difficult to fill, requires specialized training, and/or local applicants may not be viable candidates, or to be market competitive.

The County will comply with all applicable federal and state laws concerning the employment of minors and concerning the verification of identity and eligibility to work.

This Procedure establishes the process for initiating the recruiting process and filling job vacancies for all classified positions.

Each classified job vacancy will be filled only if funding for the position has been approved and if the hiring department/agency has authorized filling the position. The Department of Human Resources will provide training opportunities to hiring managers on the selection of candidates and proper documentation of the reasons for the selection of a candidate and/or exclusion of a candidate from consideration.

A. Requests to Fill Job Vacancies

B. Recruiting

C. Applications for Employment

D. Screening of Applications

E. Testing, Interviewing and Other Evaluation Methods

5. Reference Checks

F. Selection

G. Extension of the Offer of Employment

H. Expenses for Interviewing

I. Relocation Expenses

J. Response Letters

K. Closing of a Search

This Procedure establishes the County’s process for promoting employees.

Promotion is the movement of an employee into a position with a higher level classification. The County prefers to promote from within and first may consider current employees with the necessary qualifications and skills to fill vacancies, unless outside recruitment is considered to be in the County’s best interest.

Employee eligibility for promotion will be determined by the requirements of the position. To be considered, employees must have successfully completed the Introductory Period, unless otherwise authorized by the Department of Human Resources.

This Procedure establishes the guidelines for transferring an employee to a position of the same level classification.

The County may transfer employees at its discretion from one position to another when it is in the best interest of the County or the employee(s). Position openings will normally be posted for application. However, as it considers appropriate and upon the approval of the County Manager, the County may fill position openings or make transfers without posting notices.

Transfer may be made within a department/agency at the discretion of Department/Agency Leaders, after consulting with the Department of Human Resources. Transfers may be made to another department/agency only upon the approval of the County Manager. A position needs to be available for which the employee meets the minimum qualifications before a transfer may be implemented.

This Procedure establishes the general restrictions on the employment of minors.

The County will comply with the Kansas Child-Labor Act and the child labor requirements of the Fair Labor Standards Act (FLSA). Under these laws, minors (individuals under the age of 18) are restricted from performing certain positions and position duties.

No individual under the age of eighteen (18) may be hired without advance approval of the Department of Human Resources. In addition, minors may not: (a) perform hazardous positions or duties at all; or (b) drive County vehicles, except with advance approval of the Risk Management Department.

This Procedure establishes the process by which the County will verify an employee’s eligibility to work in the United States in accordance with the immigration laws.

All employees must be eligible to work in the United States. The County will verify such eligibility by having each employee complete an I-9 Form. The I-9 Form must be completed no later than the third business day after the employee is hired (including the employee’s first day of work). Departments/agencies shall not permit any employee who has not timely completed an I-9 Form to perform any work for the County.

It is the policy of Johnson County to ensure effective levels of performance are maintained. Depending upon the availability of a vacant position for which an individual is qualified, an employee may be demoted for performance, disciplinary, or upon voluntary written request.

The Department Head is responsible for consulting with the Department of Human Resources to determine whether or not demotion is appropriate. The Department of Human Resources is responsible for ensuring that an employee to be demoted meets the minimum qualifications for the position to be assigned.

An employee seeking a voluntary demotion is responsible for requesting the demotion, in writing, and for following applicable selection procedures.

The purpose of this Policy is to set forth the County’s expectations related to family and personal relationships in the workplace.

It is the policy of the Johnson County Government to hire, retain and promote the best qualified candidates and to avoid actual or perceived conflicts of interest, impropriety, or disruptive influences on the work environment.

The County allows the employment of relatives, but recognizes the sensitive nature of having family members employed by the same employer. A member of an employee’s immediate family will be considered for employment by the County if the applicant possesses all the qualifications for employment. An immediate family member may not be hired, however, if the employment would:

No County employee or elected official may participate in the hiring decision for an immediate family member. These criteria will also be considered when assigning, transferring, or promoting an employee. For purposes of this policy, “immediate family” includes: the employee’s spouse, brother, sister, parents, children, stepchildren, father-in-law, mother-in-law, sister-in-law, brother-in-law, daughter-in-law, son-in-law, and any other member of the employee’s household.

Employees who marry or become members of the same household after employment is established may continue employment as long as there is not:

Should one of the above situations occur, the County will attempt to find a suitable position within the County to which one of the affected employees may transfer. If accommodations of this nature are not feasible, the employees will be permitted to determine which of them will resign.

The County recognizes that friendships and personal relationships of an intimate or romantic nature may develop between employees. Employees are expected to maintain professional and business-appropriate relations with co-workers in the workplace at all times. Disruptive, harassing or inappropriate workplace behavior will not be tolerated. Employees are required to disclose the existence of any relationship that could present impropriety, a conflict of interest, or that could create the appearance of impropriety or a conflict of interest. The County will evaluate each such situation on a case-by-case basis and act to resolve the matter in an appropriate manner. The County Manager shall develop Human Resource Procedures establishing the manner in which this Policy will be implemented and enforced.

This Procedure establishes the process under which the County will determine if a family, personal, or intimate relationship creates a conflict of interest, impropriety, or negative impact on the work environment.

Employees are expected to maintain a productive work environment that is free from disruptive or inappropriate activity. The County expects employees to maintain professional and business-appropriate relations with co-workers in the workplace at all times, regardless of their relationships outside of the workplace. Employees who permit personal relationships of any kind to disrupt the workplace, through inappropriate behavior, the appearance of impropriety, or by creating a conflict of interest, will be subject to disciplinary action, up to and including termination of employment.

Employees are responsible to carefully consider the possible negative impact of entering into an intimate relationship with a co-worker. The County does not condone intimate relationships between supervisors and their subordinate employees.

Employees are required to disclose the existence of any intimate relationship that could present impropriety or a conflict of interest or that could create such an appearance. Although the following list is not all-inclusive, it provides examples of family, personal or intimate relationship that may present impropriety or a conflict of interest, or that could create such an appearance:

Intimate personal relationships between employees and persons under their care or custody are always inappropriate. The County will not tolerate such conduct. Employees who engage in inappropriate personal relationships or conduct with persons under their care or custody will be subject to termination of employment.

The purpose of this Policy is to inform employees that the County expects employees to be fully committed to their positions.

It is the policy of the Johnson County Government that all employees shall devote the necessary time, attention and effort required by their positions. Employees are permitted to maintain outside or secondary employment, provided that there is no conflict of interest, the employee performs his/her County position at an acceptable level, and the outside employment does not interfere with the employee’s County position.

Employees may not hold more than one full-time, regular County position at the same time.

If an employee is placed on leave of absence, the employee is expected to use that leave of absence time for the intended purpose of the leave.

This Procedure establishes the County’s guidelines regarding outside employment.

All full-time regular County positions are considered to be the primary position of the employee. The requirements of such positions will take precedent over outside employment. This Procedure includes self-employment which shall be treated the same manner as performing services for a secondary employer.

An employee’s outside employment must not conflict with or compromise the County’s interests, adversely affect work performance, the ability to fulfill all responsibilities, or bring disrepute to the County. Outside employment will not excuse poor work performance, absenteeism, tardiness, leaving early, refusal to travel, or refusal to work overtime or different hours. If necessary, the County will institute disciplinary procedures to deal with violations of this Policy up to and including termination of employment. The County may instruct an employee that he/she may not perform services for an outside employer if he/she violates the provisions of this Procedure.

Employees who have outside employment may not use County sick leave to work at the outside position. Improper use of sick leave will result in disciplinary action, up to and including termination of employment.

Employees may not use any County-owned or leased property, tools, equipment, or vehicles in outside employment, except as expressly authorized and as necessary for public safety. Employees may not represent or hold themselves out as County employees in seeking secondary employment or in performing services for a secondary employer. In addition, employees may not solicit or conduct any outside business during paid working time.

This Procedure establishes the County’s guidelines regarding internal dual employment.

Full-time regular employees cannot simultaneously hold two full-time regular positions with the County. Nonexempt employees in a less than full-time regular position may hold a second less than full-time position with the County, if they receive the written approval of their supervisors in both departments/agencies that the positions will not conflict with each other, and the combined hours of the positions will not exceed 39 hours per workweek.

The purpose of this Policy is to notify employees that the County expects all employees to maintain regular and reliable attendance.

It is the policy of the Johnson County Government to require employees to report for work punctually and to work all scheduled hours and any required overtime. Regular attendance by each employee is essential to performing the employee’s position in a satisfactory manner and to the efficient operation of the County. In addition, working overtime, weekends and holidays, as well as working on site or traveling, as necessary or required, are essential functions of the position. All employees must maintain an acceptable attendance record.

Employees who are absent from work for three consecutive unexcused absences without giving proper notice to the County will be considered to have abandoned their jobs and voluntarily quit.

Absences that are covered by the Family and Medical Leave Act, the Americans with Disabilities Act, and state worker’s compensation laws will not count against an employee’s attendance record.

This Procedure establishes the County’s attendance guidelines.

All employees are required to report for work punctually and to work all scheduled hours and any required overtime. Maintaining an acceptable attendance record is required to have satisfactory performance. Excessive tardiness and poor attendance disrupt the provision of services to the public and will not be tolerated.

Employees who are absent from work for three consecutive days without giving proper notice to the County will be considered to have voluntarily quit. At that time, the County will formally document the separation from employment and advise the employee of the action by first class mail to the employee’s last known address.

Departments/agencies may require reasonable medical documentation from the employee’s health care provider for any absence due to illness, unless the employee is on an approved FMLA leave, is taking leave as a reasonable accommodation under the ADA or is on leave related to a workers’ compensation event. In those circumstances, departments/agencies shall contact the Department of Human Resources for assistance.

Employees who report for work without proper equipment or in improper attire may not be permitted to work. Employees who report for work in a condition considered not fit for work, whether for illness or any other reason, will not be allowed to work.

Unauthorized or excessive absences or tardiness will result in disciplinary action, up to and including termination of employment. An absence is considered to be unauthorized if the employee has not followed proper notification procedures or the absence has not been properly approved. Failure to notify the County properly of any absence may result in loss of compensation during the absence and may be grounds for disciplinary action.

Each department/agency may establish acceptable attendance rules, consistent with the Human Resource Policies and Procedures, based upon their individual business needs.

The purpose of this Policy is to notify employees of the County’s process for separating an employee from employment.

It is the policy of the Johnson County Government to provide an orderly employment separation process because of an employee’s resignation, termination of employment, retirement, the expiration of an employment contract, or a permanent reduction in the workforce. Termination of employment can be for any reason not prohibited by law. In the absence of a specific written agreement, employees are free to resign at any time and for any reason, and the County reserves the right to terminate employment at any time and for any reason.

Employees who leave County employment in good standing will be entitled to certain benefits and eligibility for rehire. Leaving in good standing shall be defined as:

Separation procedures are only guidelines and do not create a legal contract between the County and its employees. The County reserves the right to implement its policies and procedures as it sees fit.

This Procedure establishes the process that will be used when an employee is separated from employment.

A. Resignations

B. Involuntary Separations (Other Than Workforce Reductions)

C. Exit Interview

D. Returning County-Owned Property

E. Final Paycheck

F. Benefits

The purpose of this Policy is to notify employees of the County’s position regarding access to their personnel records and inquiries from others regarding their employment.

It is the policy of the Johnson County Government to maintain personnel records for applicants, employees, and past employees in order to document employment-related decisions, evaluate and assess policies, administer benefit programs and comply with government recordkeeping and reporting requirements. The County tries to balance its need to obtain, use, and retain employment information with a concern for each individual’s privacy. To this end, it attempts to maintain only the personnel information that is necessary to conduct County business or required by federal, state, or local law. The County shall comply with all laws that govern access to and the disclosure or non-disclosure of information regarding an employee or former employee. The County will provide current employees with reasonable access to their official personnel files. The County Manager shall adopt Human Resource Procedures establishing the process under which persons may access personnel records.

This Procedure establishes the responsibility for maintenance of various personnel records.

The Department of Human Resources is responsible for overseeing recordkeeping for all personnel records and information and for specifying what information should be collected and how it should be stored and secured. This responsibility does not dictate that there is only one file for each employee or that all personnel records should be kept in one location; rather, the Department of Human Resources shall establish guidelines for information gathering and record retention and will train managers to follow the guidelines. The Director of Human Resources is the official custodian of the personnel records.

The Department of Human Resources and Office of Financial Management will maintain the official personnel file for each employee. The Office of Financial Management will maintain records for the purposes of:

The County keeps medical records in a file which is separate and distinct from the employee’s official personnel file. Such records may include:

Supervisors may maintain separate records related to the employees that report to them. These “working files” may be used to make contemporaneous notes about their employees’ attendance, performance problems, progress, and successes throughout the performance period. Such records, regardless of their form, shall be kept in a manner consistent with this Procedure and Human Resources Practices.

Employees have a responsibility to keep their personnel records up to date and should notify the County in writing or electronically of any changes in at least the following:

In addition, employees who have a change in the number of dependents or marital status must complete a new Form W-4 for income tax withholding purposes within ten days of the change, if it results in a decrease in the number of dependents.

All personnel records and information regarding a current or past employee are confidential. Reasonable efforts will be made to preserve the confidentiality of that information.

A. Official Personnel Files

B. Employee Medical Records

This Procedure establishes the County’s guidelines regarding employee access to personnel records and information regarding a current or former employee.

The County will provide current employees with reasonable access to their official personnel files.

Access by other employees to a current or former employee’s personnel records (whether retained by hard copy or electronically) will be limited to supervisory and management employees who have a business-related need or right to know.

This Procedure covers the County’s rules regarding responses to requests from external sources for access to and information from personnel records of a current or former employee or an applicant for employment.

The Department of Human Resources normally will release personnel information to those individuals who have been authorized in writing to view the file by the employee or at the request of the former employee, by court order, subpoena, or other legal mandate and for justified law enforcement and public safety reasons to view the file as determined in the sole discretion of the County, subject to all applicable federal, state or local laws or administrative regulations. The County will comply with the disclosure requirements of the Kansas Open Records Act.