Welcome!
Hertford County Public Health Authority
New Team Member
Orientation
Disease Prevention. Health Promotion. Health Protection.
Agency Vision for the Future
“Healthy People in Healthy Communities”
The Hertford County Public Health Authority will serve
as the community health network leader seeking for
our community to be the healthiest community in
North Carolina. We will nurture a community where
people value health. Through our empowered and
caring staff, our Agency will ensure quality health
services that will result in a healthy community. The
Agency will perform as the innovative leader among
public health agencies. The community will look to
our Agency for solutions to health problems.
Physical Locations
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Administration/Finance/Health Promotion
801 N. King St
P.O. Box 246
Winton, N.C. 27986
Home Health Services
Chronic Disease/WIC/Clinic/Outreach
Website
 Internet-
www.hertfordpublichealth.com
 Intranet-
www.hertfordpublichealth.com/staff
Forms Review & Benefits
Information
Initial Forms & Pay Information
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Employment Eligibility Verification – (I-9) –new employee must
have proper identification within 3 working days.
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Tax forms- NC-4 (State) , W-4 (Federal)
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Direct Deposit- a copy of voided check or savings account deposit
slip must be attached.
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Employees are paid on a semi-monthly basis, based upon an
annual salary paid in 24 equal installments.
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Pay day-Employees will be paid on the 15th or the nearest
workday before the 15th and the last working day of the month.
If the regularly scheduled payday is an Agency holiday, then
employees will be paid on the previous day of business.
Additional Employment Forms
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N.C. Governmental Agencies Previous Service
and Sick Leave Transfer Form
Employee Emergency Notification Form
Outside Employment
Employee Handbook
Vacation Accrual
Years of Service
Hours Per Year
0-2 years
90
2-5 years
112.5
5-10 years
135.0
10-15 years
157.5
15-20 years
180.0
20 years or more
202.5
225 hours is maximum carryover per calendar year. Any
hours in excess converts to sick leave.
Sick Leave
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Full time employees earn 3.75 hours per pay period (90
hours or 12 days per year) with unlimited accumulation.
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You may transfer in accumulated sick leave from other
state/local governmental entities in North Carolina.
Written documentation is required.
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Transferred leave will be credited after the employee
has successfully satisfied one of the following
conditions:
-Completed his/her probationary period and
attains permanent status, or
-Has one year of service from hire/rehire date
Other Leave Benefits
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Voluntary Shared Leave ( Employees can donate leave to
qualified employee in need with prior approval by the Health
Director)
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FMLA (if employed at least 12 months and actively worked 1250
hours in 12 months previous to leave)- up to 12 weeks
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Parental Leave (4 hours per year of unpaid leave to attend child’s
school activity)
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Educational Leave & Assistance
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Civil Duty Leave
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Military Leave
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Maternity Leave
Paid Holidays Observed
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New Year’s Day or nearest work day
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Dr. Martin Luther Jr. King Day
Good Friday
Memorial Day
Christmas Day (3 days)-set by the Health Director
Independence Day
Thanksgiving Day and Day After
Veteran’s Day or nearest workday
Labor Day
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Longevity Pay
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Longevity is paid on the payroll in which the employee’s
anniversary falls.
Upon completion of a minimum of five years of
creditable service to the agency, the employee will be
rewarded with a 3 steps pay increase on his/her
anniversary date.
Employees will be awarded additional increases every 5
years (10-years 4 pay steps, 15-years 5 steps, 20-years
6 steps and 25 or more years 7 steps).
Prior agency, state, or local government agency service
will not be credited toward this benefit.
Benefits
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Cafeteria Benefits- Pay for benefits with pre-tax earnings unless
employee signs to reject
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Open Enrollment in June for the following:
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Medical or Dental Insurance Coverage
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Changes in Colonial Life Insurance or Aflac Coverage
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Changes in USAble Optional Life Insurance
Supplemental Retirement Programs-
NC401(k)
 Eligible employee participates on fulltime date of hire in
the NC 401(k) Program (supplemental retirement plan)
administered by Prudential.
VALIC
 457 Supplemental retirement plan administered by
AIGVALIC
Naco (National Association of Counties)
 457 Supplemental retirement plan administered by
Nationwide Retirement Solutions
Retirement Systems
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Administered by NC Dept. of State TreasurerRetirement Systems Division.
Enrollment is Mandatory and effective on full-time
date of hire.
Eligible employee contributes 6% of semi-monthly
salary for membership in the North Carolina Local
Government Employee’s Retirement System.
Agency contributes employee match
There is a Death Benefit based on 2 years annual
earnings from $25,000 to maximum of $50,000.
Life & Long Term Disability Insurance
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Life InsuranceEmployee pays the monthly premium for coverage. $20,000 term
life coverage for employee. Administered by USAble Insurance
Company.
Effective 1st day of month following 30 days of employment.
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Long Term Disability InsuranceAvailable from Colonial Life or AFLAC
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May purchase supplemental coverage for self,
spouse and dependent children.
Check your “Benefits Summary” for rates.
Health Insurance- NCACC/County
Health Plan
Major Medical plan administrator is BCBS
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Choice of:
Open Access Plus- CO-PAY (PPO type)- Deductible applies.
Employee contributes 10% towards premium. Employee
pays entire cost for spouse, dependent children or family
coverage.
Coverage effective the 1st day of the month following 30
days of employment.
Dental Insurance
Dental Insurance provider is Ameritas
 HCPHA pays the monthly premium for
employee coverage-dependent
coverage available with cost to
employee
 Effective 1st day of month following 30
days of employment
Vision Insurance
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Included in Health Plan
Comprehensive Eye Exam (every 12 months
$15 deductible per exam
No provision for glasses or contacts
May receive discounts at various vendors
Human Resources Staff
Ramona Bowser
CFO/ HR Manager
252-358-7833
Ext. 5104
Beverly Freeman
Accounting Technician/Payroll Clerk
252-358-7833
Ext. 5106
Board of Health
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Mr. Howard Hunter III, Chairman
Dr. Terry Hall, Vice-Chair
Dr. Jamie Udwadia
Mrs. Westelle Cherry
Mr. Charles Reynolds
Mr. William Stephens
Mr. Susan Mitchell
Ms. Katina Eley
Mr. Al Goddard
Your County Commissioners
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Mr. Curtis Freeman, Sr., Chairman
Mr. William “Bill” Mitchell, Vice-Chair
Mr. Johnnie Farmer
Mr. Howard Hunter III
Mr. Ronald Gatling
HCPHA Values in Action
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Safe Work Environment
Drug Free Workplace
Dress & Appearance
Internet/Electronic Mail Usage
Living and Working Well
Respecting team members- zero tolerance for
Harassment
Providing Exceptional Customer Service
Safety & Health Plan
General Safety Rules
Job safety is the responsibility of each employee.
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Report any unsafe condition or a violation of policy to your
immediate supervisor.
Work with tools and equipment that are in proper working
order.
Use the proper safety equipment that is provided to do a
job.
Keep your work area clean to decrease hazards.
Wear appropriate clothing for the job your doing.
General Safety Rules continued
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Keep the workplace free from drugs and alcohol.
Employees under a doctor’s care taking prescribed
medicines, that could negatively affect your performance,
must be reported to supervisor.
Driver safety rules must be observed.
Immediately report any work related accident to your
supervisor.
Safety Training
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General Safety Rules
Accident Reporting Procedures
Environment/ Housekeeping
Awareness
Ergonomics
Personal Protective Equipment
Blood borne Pathogens
Material Handling
Right to Know
Emergency Action
Safe Driver Training
Emergency Action Plan
A plan for a workplace…….describing what
procedures the employer and employees
must take
to ensure employee safety from fire or other
emergencies in the building.
A plan for inclement weather….updated #’s
for HR
Building Blocks of Safety
Education
Engineering
Enforcement
Drug Free Work Place
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HCPHA considers substance abuse as a serious problem that
will not be tolerated on the job.
Prohibited Conduct:
 The use, possession, transfer, purchase or sale of illegal drugs
or controlled substances in and on the premises of the county
 Performing a safety sensitive function within 4 hours of alcohol
use.
 Reporting to work with drugs or alcohol in the body.
 Producing a positive drug or alcohol test.
 Refusing/obstructing a test
Drug Free Work Place Consequences
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Voluntary referral to EAP
Removal from duty
Mandatory referral to EAP
Disciplinary procedures up to and including
termination
Possible Return to Work procedures
Personal Appearance…First impressions are
lasting Impressions!
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All team members represent Hertford County Public
Health Authority!
Team members attire and appearance should be clean,
neat and pressed.
Shoes worn must be appropriate for the job.
Name Tags should be worn at all times.
Internet/Electronic Acceptable Use Policy
All communications over assigned HCPHA property
must be legal, ethical, responsible and decent
regardless of its origin.
Users are:
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Prohibited from using internet connections for private
gain or profit.
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Not to violate the privacy of others and be sensitive
that certain group postings, e-mail messages and
web-sites on the internet are public.
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Wellness Programs
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Why wellness?
How it works at HCPHA-Wellness Team
Wellness Center
Look for Wellness Challenges
Look for Wellness Updates
Respecting Our Team Members
Remaining Harassment
Free!
All forms of harassment are strictly forbidden by
HCPHA!
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Forms of Harassment
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Sexual
Racial
Ethnic
Age
Disability
Sexual Orientation
Religion
Sexual Harassment in the workplace
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Cornell Law Review…40% to 90% of women in U.S. workforce
have been victims of some form of sexual harassment on the
job.
Majority of incidents occur between supervisor and team
member. Anywhere from 50% to 65% of time this occurs
between the two team members.
The main reason this occurs is POWER!
Supervisors influence the climate of work!
Definition of Sexual Harassment
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Unwelcomed sexual advances, request for sexual favors
and other verbal or physical conduct of a sexual nature
when:
A. submission to such conduct is made either
explicitly or implicitly a term or condition of an
individual’s employment- Quid Pro Quo
B. Submission to or rejection of such conduct by an
individual is used as a basis for employment decisions
affecting such individual; or- Quid Pro Quo
C. Such conduct has the purpose or effect of
unreasonably interfering with an individuals’ work
performance creating an intimidating, hostile or offensive
working environment.- Hostile Work Environment
Behaviors that may be considered sexual harassment-(Hostile Work
Environment)… but not limited to these!
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Spoken or written abuse demeaning to an employee’s
sex, inappropriate jokes or innuendoes
Any verbal or physical sexual advance that is unwelcome
Sexually oriented comments about an employees body
Showing or displaying an employee’s name, address,
telephone number, and/or picture in way which may be
sexually suggestive and invite advances
Visiting inappropriate web-sites
Harassment Can Be From:
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Supervisor to team member
Team member to team member
Visitor
Vendor
Client
Customer
How to report harassment!
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Team members must report any form of harassment as soon as
possible after the occurrence to their department team leader.
If the department team leader is involved, the report should be
made to the Human Resources Officer or Health Director.
This report may be verbal or written.
Investigating Harassment Claim
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Immediately after notification of the team member’s
complaint, a confidential investigation will be
initiated to gather facts about the complaint.
After the investigation has been completed a
determination will be made by the appropriate
management designees concerning the resolution of
the complaint.
Team members who have been charged with
harassment can defend themselves orally and/or in
writing at any stage of the proceedings.
If found guilty, what next?
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If found guilty team member will be subject to disciplinary
procedures.
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Also if determined to have engaged in harassment, the team
member is in violation of Title VII of the Civil Rights Act of 1964
as well as the NC General Statute 126-16 and will be subject to
disciplinary action up to dismissal.
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We also do not tolerate retaliation against team members
who file harassment charges or assist in the investigation
process.
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Any team member who files a harassment complaint or assists in
the investigation of such a complaint will not be adversely
affected in terms and conditions of employment, nor
discriminated against or discharged because of the complaint.
Sexual Harassment Quiz
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Is it or isn’t it?
Sexual Harassment is occurring if, in a workplace relationship,
favorable or unfavorable employment conditions are exchanged
for sexual favors.
Although she was disgusted by even the thought, she consented to
the affair with her supervisor because she feared the loss of her
job.
Her proficiency ratings showed a downward trend from the
moment she showed revulsion at the prospect of participating in
the entrenched pattern of sexual liaisons among the office staff.
She once was romantically involved with a ranking member of the
job search committee at the company where she now seeks
employment. Failing to get the job, she sued on sexual harassment
grounds.
Supervisors that sexually harass others are usually motivated by
attraction and desire.
Prohibited Relationships
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Immediate family-can be hired but must not be hired
because of a relationship with a current employee or
elected official
Immediate family members cannot work together in
the same department or be in a reporting
relationship with each other.
Providing Exceptional Customer Service!
WOW Them!
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Who is our customer?
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Internal Customer
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External Customer
Providing Exceptional Customer Service!
WOW them!
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Your Attitude
Influences your behavior
Determines the level of your job satisfaction
Affects everyone you come in contact with
Influences your nonverbal behavior
Affects your job performance
Is up to you
Providing Exceptional Customer Service!
WOW them!
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Attitude
The longer I live
The more I realize the impact of attitude on life.
Attitude, to me, is more important than the past,
Than education,
Than money,
Than circumstances,
Than failures,
Than success,
Than what other people think or say or do.
It is more important than appearance,
Giftedness or skill.
It will make or break an organization,
A school, a home.
The remarkable thing is we have a choice every day
Regarding the attitude we will embrace for that day.
We cannot change our past.
We cannot change the fact that people will act in a certain way.
We cannot change the inevitable.
The only thing we can do
Is play the string we have.
And that is our attitude.
I am convinced that life is 10 percent what happens to me
And 90 percent how I react to it.
And so it is with you.
Author: Charles Swindell
Providing Exceptional Customer Service
Tips on Serving an Upset Customer
 State your desire to help
 Listen carefully
 Maintain eye contact
 Pay close attention but don’t fake it
 Try to slow the pace of the conversation
 Take a few notes-but not too many
 Think before you respond
Providing Exceptional Customer Service
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Use your voice to express interest, warmth and caring
Agree as often as you can
Do no interpret or finish the customer’s sentences
Do not fight back
Be aware of your biases and prejudices and do not let them
get in the way
Compromise, if possible
Look for alternative solutions
Think Win-Win, not Win-Lose!
Pay and Classification System
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Adopted by Board of Health and administered by the Health Director
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Serves as the basis for identifying duties, responsibilities, minimum
qualifications and pay ranges for positions.
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Intended to provide equitable compensation for all positions
Performance Appraisal
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Gives Managers an Objective Basis for
Making and Defending Compensation and
Promotion Decisions
Tells Employees What They Need to Know
and Where They Stand with Regards to
Career Progression
PROBLEM RESOLUTION
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It is the desire of HCPHA that team members
work harmoniously and in a cooperative manner.
Should a problem arise, team members are
encouraged to make every effort to resolve
matters courteously and professionally. The
HCPHA’s grievance procedure establishes steps
for resolving such matters through an orderly
Grievance/Adverse Action Appeal Procedure.
APPEAL PROCESS
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STEP ONE: In writing within 14 days to supervisor
(Response required within 5 working days)
STEP TWO: File with Department Head
(Response required within 5 working days)
STEP THREE: File with Health Director
(Response required within 10 working days)
Health Director’s decision is Final.
DISCRIMINATION ALLEGED: Present to Health Director
within 30 days.
DISCIPLINARY ACTION
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A team member may be suspended, demoted and/or
dismissed upon recommendation of the Department
Head because of failure in performance of duties or
failure in personal conduct.
A copy of all written warnings shall be documented
in the team member’s personnel file.
Disciplinary suspensions are without pay.
All actions resulting in failure of performance of
duties will be cumulative and progressive.
WRITTEN NOTIFICATION
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STEP ONE: WRITTEN WARNING
Issued by supervisor or department head.
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STEP TWO: 2ND WRITTEN WARNING
Stating deficiencies and need to improve issued by
department head. Employee must sign.
STEP THREE: LETTER OF ACTION
Stating action of SUSPENSION, DEMOTION, or
recommendation of dismissal.
NO PRIOR WARNING
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Failure in Personal Conduct
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Failure in Performance that threatens
safety of person or property.
Pre- Dismissal Conference
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Pre-dismissal Conference held by the Health
Director or other appointing authority
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At least one day notice provided
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No legal counsel may attend the conference
Probationary Period
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All new employees are required to work a
Career Status probationary period for 24
months.
All new employees are considered “at-will”
employees during the 24-month Career
Status probationary period.
Committees
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Safety
Wellness
Cultural Competency-HARKK
New Employee Certification
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I certify that I have reviewed the New
Employee Orientation PowerPoint which
highlights Hertford County Public Health
Authority’s benefits, Personnel Policies &
Procedures, Safety, Appeal Process, Sexual
Harassment, Customer Service and
Probation period.
___________________(name) ______(date)
Fax or route a signed copy of the certification to the HR Department in Winton.