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275393 WNiTE - CITV CLERK COUIICIl �r /K�,[�°l PINK - FINANCE CITY OF SAINT PALTL !, CANARV - DEPARTMENT / . �s� •1 � BLUE - MAVOR File NO. � � VV V o�ncil Resolution Presente Referred To Committee: Date Out of Committee By Date An Administrative Resolution establishing pro- cedural guidelines for referring employees for counseling and/or treatment. WHEREAS, Section 33 of the Civil Service Rules provides that the Council shall adopt by resolution formal procedures for referring employees who are thought to have personal health problems to appropriate professional resource persons for evaluation; now, therefore, be it RESOLVED, that all referrals of employees shall be handled in accor- dance with "Employee Referral Procedure", a copy of which is attached hereto and made a part hereof by reference as fully and completely as if set out herein verbatim. Approve d: Chairman Civil Service Com 'ssion COUNCILMEN Yeas Nays Requested by Department of: utl r Hunt � PERSONNEL OFFICE z a �evine In Favor � H .�c� � � e McMahon - __ Agailtst By ' Ma dox Showalter rF Sh alt ' Te o edesco . Wilson For Approved by � ne Adopted-�y C un ' . Date ����` � —�— �- r C r`tified Y ed by uncil SeCretary BY }� t A�pproved by :Navor. Date — AUG 14 App v by Mayor for Sub ' si t ouncil By — B �SNED AU� . ��'� _' rr_� �.J11 �r �S.'� �_C_`��1h�.1 �X��3V_3_♦ '� r�; � o��c� o.� TL�r czz�� ca�;�;�ix� ..���c:� � � �. , �� � � ,,. %"h + , '/ '.�?� �.' � �„� ` f .. . �,f D.a i�e : Jul y 2�, 19�0 � �j �r� �,� � a i � � t� +i.. � � �3� TO : �air�� P��� Gi ��° Co�.,r� cii � RO �'� � CO�t'�li�'$�� QC# FINA,`VCE, MANAGEME'�T °� PERSO^JNEL Gaorg� "1cMahon , chc�irm�r+D makes the foliowing repori or� C. F. � i�r�inQrce �8� Q �ESUlUf3+J�1 � Cather � �� �� � The Finance Committee, at its meeting of July 24, 1980, recomrrrended approval of the following: l . Resolution authorizing the destruction of cancelled government bonds and coupons. (11106-GM) - 2. Resolution replacing the title and class specification for Park Foreman �vith the title and class specification for Park Maintenance Supervisor. (11012-RH� 3. Resolution transferring $23,000 of approved 1979 CIB funds frQm Su�rxnit Avenue � lighting to Forest Street lighting. (11163-GM) 4. Resolution establishing procedural guidelines for referring employees for counseling and/or treatment. (11184-GM) 5. Resolution establishing title and class specification for title of Blacksmith Trainee in Section 3.A.1 . (Building Trades-Ungraded) of Civil Service Rules and Section 32. (11185-GM) 6. Resolution establishing rate of pay for new title of Blacksmith Trainee. (11i81-GM) 7. Resolution establishing title of Blacksmith in Section 3.A (Building Trades- Ungraded) of Civil Service Rules to replace title of General Blacksmith and establishing class specification in Section 32. (11183-G^1) 8. Resolution approving the 1980 Labor Agreement between the City of St. Paul and the Electrical Workers Union, Local No. 110. (11180-GM) �'i�I'`t =L�LL SEVE``1�I FLOOR SAIN?' Pt�UI_, �:i��i:�OTA 3�IO2 . d.► ...� ._ . . . � �. � June, 1980 II�IPLOYEE REFERRAL PROCEDURE ..���93 This directive establishes the policy, procedures and responsibilities for handling potential and actual personal problems of city employees. Such proble�s could include chemical, mental, physical, and domestic. Applicability This directive is applicable to all er�►ployees holding classified positions in the City service. In General Alcoholism, drug abuse and mental illness are recognized as health problems and treatable illnesses from whicfi, with help, a person may recover and be retained as a satisfactory employee. Discharge of the employee with a personal problem is usually not a constructive solution. It compounds the difficulty for both the affected individual and the ev�ployer. A much more effective approach is a forthright, treatment ariented method which serves the best interest of the employer and the employee. Normally, the performance of a job requires training at tiie employerts expense. The cost of retaining tfie employee wtio actively seeks reha.bilitation will usually be less than the expense involved in training a new employee. In addition, this approach allows the employee to face the problem, and guides the employee to professional and exper- ienced assistance toward rehabilitation. Statement of Policy The concern of this policy is directed toward the employee's persona.l problem or public conduct as it affects his or her �ob performance or casts discredit upon the City. The City regards alcoholism, drug abuse and mental or physical problems as ill- nesses which in themselves are not cause for dismissal. The objective is to retain tbe er.iployee who is developing a problem by encouraging the employee to accept treat- ment before he or she becomes unemployable. It is the policy of the City of St. Paul that personal problems be handled within the following framework: 1. The employee with a problem, once identified, will be encouraged to secure adequa.te medical or other professional help. 2. If the employee fails to show satisfactory progress in a timely manner, or if the employee refuses to accept rehabilitation assistance, he or she will be subject to disciplinary action for any deficiencies in job perfoxmance or for public conduct which casts discredit on the City. -2- 3. Disciplinary action taken sh.all be by the appointir.g authority and shall be in accord �oith Civil Service Rules. 4. It sha11 be the responsibility of the employee to secure �ahatever help is necessary to correct the conlition which is affecting his or her job performance. Program Responsibility It wi11 be the responsibility of all supervisors to follow the proc�edures and to implement this policy. Failure to take proper action shall be the basis of disciplinary acCion. The coordination of the employee referral procedure �oill be the responsibility of the Personnel Director. PROCEDURES A. Criteria The principal factors that will determine action to be taken in cases where an employee appears to have a personal probler� are: 1 . The extent to which employee`s work is affected by tae problem or the extent to which there are adverse effects upon the City. 2. The desire of the employee to work on the proble� as manifested by the steps he or she takes to secure help. 3. The progress of the employee within an identified tirse fr2me. B. Supervisor Persor.nel The supervisor, havin.g determined that an employee problem exists, based on deteriorating job perfornance, attendance, or ir_appropriaCe be'navior, shall take the follo�ving steps: Phase I (Initial Interview) 1. Conduct an initial intervie�v, during which the employee will be appraised of the situation and the City's policy with regard to personal problems. 2. If the empl.oyee and supervisor agree that a probleu� does exist, the. er.mployee wi11 make an appointment witn a representative of the Public Employee Assistance Program. A report will be made within one week to the supervisor by the counselor or a represen- tative of the Public Employee Assistance Program. r . -3- 3. The employee will be advised that the City's continued cooperation wilZ be dependent upon the employee`s initiative and progress. Prog- ress will be monitored bi-monthly. 4. The "Employee Health Cflnsultation Report" form will be prepared in duplicate by the Supervisor. Both enployee an3 supervisor �vill sign the report. The report shall be classified as "Confidential". One copy will be forwarded to tha employee, the oth�r copy kept by the supervisor. (A sariple copy is attached to this directive.) 5. A deadline for initiating action on the problem s�.211 be sat and iden- tified on the report. Phase II (Necessary if satisfactory progress towards a solution of the problem is not sade through Phase I.) 1. No later than 30 days after the initiation of this procedure, if the vol- untary effort described in Phase I has failed to produce results, or if the employee denies that he or she has a problem, and the problen cantinues, the supervisor will conduct a second interview. It should include the appointing authority or tfie appointing authority's designea, and the employee's immediate supervisor. If requested by the enployee, the union representative shall be included. 2. The employee will be given full opportunity to express his or her point of view about the problem and any recor.�endation resultir.g from Phase I. 3. The employee will be made aware that the problem is of sufficient severity to require the employee to visit a City designated physician or the Public Employees Assistance Progr�m for exa.��ination to detern�ine the cause of the problem. A letter shall be written by the Depart�ent Directar to the Personnel Director requesting that an appointment be mads for the employee. ��. A written report of the medical examination will be required stating the physician's opinion. This report �,rill also include recor.�endations for further evaluation or treatment if r_eeded. A copy of the report will be forwarded to the Personnel Off ice which wi11, in turn, forward a copy to the Department Director. 5. The "Employee Health Consultation F,eport" will be prepared by tfie supervisor describing any action taken. The employer will sign the report. One co�y wi11 be forwarded to the employee and the other copy will be kept by the supervisor. Phase III (Impler.ientation of the rehabilitation program) 1 . Depending on Phase I and II, a ti.�e schedule will be set up to allow for treatment and rehabilitation. 2. If hospitalization or other treatment is indica�ed, th.e e:�ployee wiZl be granted paid sick leave and vacation within the limits of his or her accumulated sick leave and vacation time. An additional leave of absence without pay of up to one year may be granted with the approval of the appointing authority. In cases of illness when accumulated sick leave is gone, sick leave without pay may be granted for up to two years. -4- 3. If the circu:nstances do r.ot require the use of sick leave, a leave of absence of up to s� months may be granted to work out the proble�. 4. If the emplayee refuses treatment and rehabilitation, disc��line may cor�ence at once if the supervisor has deter�ined that the employee�s problem is interfering with his or h2r proper job perforrsance or casting discredi� upon tfie City. 5. "T�e Employee Health Consultation P.eport" will be prepare� by the supervisor, describing any action taken. This report wi11 be initialed by the supervisor and the employee and signed by both. One copy will be forwarded to the employez, the other copy kept by the supervisor. Phase IV (Necessary only if there is a continuation of the proble�.� The recurrence of unsatisfactory work or inappropriate conduct wi11 result in immediate disciplinary action, which may include discharge, by the appoir_tir.g autfiority. , • COI�'FIDFNTIAL " � EI�SPLOY�;E HEALTH CONSULTATION REPOP�T Employee's Nar.►e Phase I II III IV Conditions Leading to Meeting: Persons Present at Meeting: Position Outcome of Meeting: (agreement, recommendations, further -�acti.on, i.e. who, what, why) Deadline for Action: Supervisor`s Signature ` Date Employee's Signature Date I have read this report Employee s signature (to be signed if e�ployee refuses to sign agreement above. . • June, 1980 EMPLOYEE REFERRAL PROCEDURE •-�� R 5�9� This directive establishes the policy, procedures and resp�nsibiliCies for handling gotential and actual personal problems of city employees. Such }�roblems could include che�nical, mental, physical, and domestic. Applicability This directive is applicable to all employees holding classif ied positions in the City service. In General Alcoholism, drug abuse and mental illness are recognized as health problems and trea.table illnesses from which, with help, a person �ay recover and be retained as a satisfactory employee. Discharge of the employee with a personal problem is usually not a constructive solution. It compounds tfie difficulty for both the affected individual and the employer. A much more effective approach is a forthright, treatnent oriented method which serves the best interest of the employer and the employee. Normally, the performance of a job requires training at ttie employer�s expense. The cost of retaining the employee who actively seeks rehabilitation will usually be less than the expense involved in training a new employee. In addition, this appraach allows the employee to face the problem, and guides the employee to professional and exper- ienced assistance toward rehabilitation. Statement of Policy The concern of this policy is directed toward the employee's personaZ problem or public conduct as it aff ects his or her job performance or casts discredit upon the City. The City regards alcoholism, drug abuse and mental or physical problems as ill- nesses which in themselves are not cause for dismissal. The objective is to retain the employee who is developing a problem by encouraging the emglopee to accept treat- ment before he or she becomes unemployable. It is the policy of the City of St. Paul that personal problems be handled within the following framework: 1. The employee with a problem, once identified, will be encouraged to secure adequate medical or other professional help. 2. If the emplo}�ee fails to show satisfactory progress in a timely manner, or if the employee refuses to accept reha.bilitation assistance, he or she will be subject to disciplinary action for any deficiencies in job performance or for public conduct which casts discredit on the City. -2- 3. Discip_linary action tak�en sha11 be by the appointing authority a_nd shall be in accord �aith Civil Service RuZes. 4. It shall be the responsibility of the employee to secure whatever raelp is necessary to correct the condition which is affecting his or her job performance. Program Responsibility It wi11 be the responsibility of all supervisors to follow the procedures and to impler,ient this policy. Failure to take proper action shall be the basis of disciplinary action. The coordination of the employee referral procedure will be the responsibility of the Personnel Director. PROCEDURES A. Criteria The principal. factors that will determine act?or_. to be taken in cases where an employee appears to have a personal problem are: 1 . The extent to which employee's work is affected by the problem or the extent to which there are adverse eff�cts upon the City. 2. The desire of the employee to work on the pro�alem as manifested - by the steps he or she takes to secure help. 3. The progress of the employee within an identified tir�e frarse. B. S�ervisor Personnel The supervisor, having determined that an employee problem exists, based on deteriorating job perforcrance, attendance, or inappropriate behavior, sha11 take the follo�.�ing steps: Ph3se I (Initial Interview)_ 1. Conduct an initial interview, during which the employee will be appraised of the situation and the Ci�.y's policy with rsgard to personal problems. 2. If the employee and supervisor agree that a problem does exist, the employee �oill r.make an appointment with a representative of the Public Employee Assistance Program. A report will be made within one week to the supervisar by the counselor or a represen— _ tative of the Public Employee Assistance Program. -3- 3. The employee will be advised that the City's continued cooperation will be dependent upon t�e e�;ployee's initiative and progress. Prog- ress will be monitored bi-monthly. 4. The "Employee Health Consultation Report" form will be prepared in duplicate by the Supervisor. Both enpl�yee and supen isor will sign the report. The report shall be classif ied as "Confidential". One copy will be forwarded to the employee, the other copy kep� by the supervisor. (A samgle copy is attacY!ed to this directive.) 5. A deadline for initiating action on the problem shall be set and iden- tified on the report. Phase II (Necessary if satisfactory progress towards a solution of the problem is not sade through Phase I.) 1. No later than 30 days after the initiation of this procedure, if the vol- untary effort described in Phase I has failed to produce results, or if the employee denies that he or she has a problem, and the problem cor_tinues, the supervisor will conduct a second intervie�a. It should include the appointing authority or the appointing authority's designee, and the employee's ir.unediate supervisor. If requested by the employee, the ur_ion represantative shall be included. 2. The employee will be given full oppoxtur_ity to express his or her point of view about the problem and any recomr.:endation resultir.g from Phase I. 3. The employee will be made aware that th.e probleM is of sufficient severity to require the empioyee to visit a City designated physician or the Public Employees Assistance Prograr.: zor examination to daternina the cause of tze problem. A letter shall be written by the Department Director to the Personnel Director requesting that an appointment be made for the employee. 4. A written report of the medical examina.tion will be required stating the physician's opinion. This zeport will also include rQCOmmendations for further evaluation or treatmett if needed. A copy af the report wi11 be forwarded to the Personnel Office ��rhich will, in turn, forward a copy to the Department Director. 5. The "Employee Health Consultation Report" will ba prepared by the supervisor describing any action taken. i"he employer �.*i11 sign the report. One copy wi11 be forwarded to the employee and tlie other copy will be kept by tne supervisor. Phase III (Implementation of the rehabilitation program� l. Depending on Phase I and II, a ti.me schedule will be set up to allow for treatmant and reha.bilitation. 2. If '::ospitalization or o�'zar treat:�ar.t is indicated, tt.e employee will be granted paid sick leave and vacation within the limits of his or her accumulated sick leave and vacation time. An additional leave of absenca without pay of up ta one year may be granted with the approval of the appointing authority. In cases of illness wh�n accumulated sick leave is gone, sick leave without pay may be granted for up to two years. -4- 3. If the circumstances do not require the use of sick leave, a leave of absence of up to si�: months may be granted to work out the problem. 4. If the employee refuses treatnent and rehabilitation, discipline may comnence at once if th� supervisor has deter�ined that the employee�s proble� is interfering with his or her proper job performance or casting discredit upon the City. 5, "The Employee Health Consultation Report" will be prepared by the supervisor, describin� any action taken. This report will be initialed by the supervisor and the employee and signed by both. One copy will be forwarded to the employee, the other copy kept by the supervisor. Phase N (Necessary only if there is a continuation of the problem.) Tfie recurrence of unsatisfactory work or inappropriate conduct will result in i�aediate disciplinary action, which na.y include dischargP, by the appointir.g autfiority. `, ,' CO�FIDENTIAL � II�LO`:EE HEALTH CCNSULTATION REPORT Employee's Name Phase I II III IV Conditions Leading to Meeting: Persons Present at Meeting: Position Outcome of Meeting: (agreement, reco�nendations, further action, i.e. who, what, why) Deadline for Action: Supervisor`s Signature ' Date Employee�s Signature Date I have read tfiis report " � Enployee s sigr.ature (to be signed if employee refuses to sign agreement above. . �� �'�' , : �.. � , �. , - / /�I �r- ��� ��"�1�d�'�'', � � -�� � U4 �iot d�tacl� tM'is memo�,andum from ths ' < ? r��u�'��`so that this informati4n will be � � ���� � � � � � , ; ;. � ' �ai�#able. to the City C�tincit.� � : . `�� _.,�: ,'� ; , ��� � � � B�PLAD�IATT�N���OF A�IST�liT�Y� - � . �� +��'..�" F ,� � � - - .,; ,: : ,. � � . . . . : .. _ . . . � . . . . . � . ,.;�� 2j �.M �� ., �'�4,:s Cl b� D�t�i �Q�1�l�/!��"�'�'�� �g 19 . + (Wl1I�' • t�`,)G.+' ' "i .: • ` � �ECE � VED� . o��s � �ut�.��:; � t �0. 1�i�Yt1R GEQ� Ll,TI1�R •`, �Y�� �;, � FR:'� 'Pe9['sO�utel dff�.Ce ,c•� � t � � . . . . � - . � . . �� . j �'� ,�:-. R$: � ��r�utton`for submiesion tc City Cotxncil � � ;� r,. $ �� .. , 1�� AC`,�:�`��TED i , ,.� . � .. .. . . . . - � . . . . � . . � . .. ,.. . 3.� We r���d ywur approval and $ubmis�iom of this Re,solu�iau to the �.�� Ca��1.• , ��� .<; . ;;, ,i � ' � �'� 1K� A�'�� FO�t THI3 :AC�It}1i: ,� � - . � �{r����. r�r�bl+��r�i1 �..���► ' � r+� � 1��1��'�. � . � . . -� . _r. � . _ . � . . � .. . .. � . . . ' � \� �� �±�� ��#.���.�se� �he procedura� gnideliaae for`�r°s��rri^�ng ��'ees . � ��; �i�t' #���i��t� �/af t.zeatrrient. . � ,. � : �;� � � � � „ � _ � �� . �;.- , - } ,; ��,,� � ' ��`� ,'{ :,� - , , �� � « t ' , � � � �. � ' � � � � � � � � `� . �:; . ����• �� , j r# �� � '�t+esolu� and cog�r:for Ci,�p �lerk. A � .. - �� � � � � � � ° � � �-� ... ... ' . . ' , ... , , .. . iy . .. ,F-� �r� � . , . ,.� . , . .. ^ .. . . . .. � . . . . ... � .i�� � � � �±� v � '� �. � . � � . . �.�� � � ..r. , : �. . .;.,� . . �. 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