County Personnel Handbook
(Template)
http://www.extension.iastate.edu/hr/handbook.html
Note:
There are a number of comments, suggestions and options provided in this Template. It is
not necessary to include those things in the policies you adopt. They are only intended to assist you
in understanding and decision making.
Table of Contents
1.
Hiring Procedures
2.
Performance Reviews
3.
Terminations
 Resignation
 Dismissal
 Layoff
 Last Paycheck
4.
Benefits for District-Funded Employees
 Workers Compensation
 Group Insurance- Health, Dental, Life, LTD (Optional)
 Retirement
 Liability
5.
Leave of Absences
 Vacation (Optional)
 Sick Leave (Optional)
 Sick Leave to Vacation Conversion (Optional)
 Sick Leave Cancellation (Optional)
 Military Leave
 Jury and Witness Duty Leave
 Leave without Pay (Optional)
 Leave For Office Closings (Optional)
 FMLA Family Medical Leave Act
6.
Days/Hours of Duty
 Workweek and Workday
 Meal and Rest Periods
7.
Travel and Meal Expenses (Optional)
8.
Overtime Hours
9.
Payroll Deductions
10.
Paid Holidays (Optional)
11.
Other
 Dress and Personal Appearance (Optional)
 Courtesy (Optional)
 Drug Free Workplace
 Smoking and Chewing Tobacco
 Alcohol
 Code of Computer Ethics (Optional)
12.
Discrimination and Harassment Policy
 Sexual Harassment
 Racial and Ethnic Harassment
13.
Complaint Procedures (Harassment or EEO Complaint)
* All sections are required to be included in the County Personnel Handbook unless
stated with “Optional”.
Chapter One: Hiring Procedures
Hiring Procedures
A job announcement is published in at least one newspaper for a minimum of one week.
The Iowa Work Force Development Office is notified. On line postings, and posting on the
County Extension WEB page is also appropriate.
A standardized form is used for accepting job applications. (A sample application to look at
would be the ISU's Merit Position Application (http://www.extension.iastate.edu/hr/app.doc)
Requesting resumes and cover letters are also acceptable.
Basic skills testing may be done to determine if the applicant has the required job skills.
The Iowa Work Force Development Office can do testing.
The Council representative(s) (perhaps the Personnel Committee) or designee(s), if
desired, select and interview applicants. Review questions not to ask:
(http://www.hrs.istate.edu/hrs/files/Nondiscr 0.pdf). The most qualified applicant is
presented to the council for approval.
Child Protection and Safety Policy - All staff hired in the county that are involved with
Youth and 4-H will have a background check conducted in cooperation with the Iowa
Department of Criminal Investigation (DCI). Review the procedures for conducting a NonLaw Enforcement Record Check
(http://www.extension.iastate.edu/hr/protected/procedures.html). Download the form
(http://www.extension.iastate.edu/hr/protected/forms.html).
Initial Hire Paperwork - All new hires must complete the IRS, I-9 form for eligibility of
employment on or before their first day of employment. This form can be found at:
http://www.uscis.gov/files/form/i-9.pdf.
ISUE Revision Date: 09/14/09
Council Approval Date:
Chapter Two: Performance Appraisals
All employees paid by the district will receive a regular (annual) written performance
appraisal by the Council or designee.
* Additional Information:
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Performance Appraisal Guidelines for P&S and Merit Staff
(http://policy.iastate.edu/policy/ps/perf/management/)
Behavioral Observations of Poor Performance
(http://www.hrs.iastate.edu/hrs/files/behavioralobservations_0.doc)
Performance Improvement Plans - Examples
(http://policy.iastate.edu/resources/213/20080829%20PMPerformance%20Improvement%20Plan%20PIP.pdf)
Sample Performance Appraisal Form
(http://www.hrs.iastate.edu/hrs/files/PerformanceAppraisal1.docx)
(http://www.hrs.iastate.edu/hrs/files/PerformanceAppraisal2.docx)
ISUE Revision Date: 09/14/09
Council Approval Date:
Chapter Three: Terminations
3.1 Resignation (voluntary termination by the employee)
3.2 Dismissal (involuntary termination for substandard performance or misconduct)
3.3 Layoff (termination due to reduction of the work force or elimination of a position)
3.4 Last Paycheck
3.1 Resignation
An employee who wants to terminate employment shall give a written notice directly to the
Council or designee. An employee who wants to terminate employment is expected to give
as much advance notice as possible. The council officially accepts the resignation at the
next council meeting.
3.2 Dismissal
The council can dismiss an employee for:
a) Substandard Performance - An employee may be discharged if his or her performance is
unacceptable. Documentation, to be prepared by the supervisor or Council, shall include
reason for separation, performance history, corrective efforts taken, alternatives explored,
and any additional pertinent information and shall be placed in the employee's personnel
file.
b) Misconduct - An employee found to be engaged in activities such as, but not limited to,
theft of district property, insubordination, conflict of interest, or any other activities showing
willful disregard of district interests or policies, is terminated as soon as the council
determines the action to be taken.
3.3 Layoff
If the council decides a reduction in force is necessary or if one or more positions are
eliminated, employees are identified for layoff after evaluating the following factors: district's
work requirements, abilities, experience, and skills.
3.4 Last Paycheck
The employee's final check shall include all earned pay and any expenses due the
employee. Terminating employees are entitled to receive all earned pay, including vacation
pay, but excluding sick pay.
Appeal Procedures for Employees:
The appeal must be in writing and submitted to the Council or designee within a seven-day
period. The Council will place the appeal on the agenda of the next regularly scheduled
council meeting. The council makes the final decision.
ISUE Revision Date: 09/14/09
Council Approval Date:
Chapter Four: Benefits for District-Funded Employees
4.1 Workers Compensation
4.2 Group Insurance- Health, Dental, Life, LTD
4.3 Retirement
4.4 Liability
4.1 Workers Compensation
The law requires all employees to be covered under the State of Iowa Worker's
Compensation Laws for job related injuries.
Staff paid through Iowa State University:
The Iowa Worker's Compensation Act covers all university employees while on official duty.
The employee makes no payment for this coverage. Any personal injury sustained by an
ISU employee in the line of duty should be reported immediately through ACCESSPLUS
with a First Report of Injury. The university hospitalization plan will not pay claims for
accidents in which the employee is eligible for Worker's Compensation.
Additional information may be found from the ISU Human Resources Office, 3810
Beardshear Hall, 515-294-3753 or workerscomp@iastate.edu.
District Paid Employees:
Workers compensation coverage for County Extension employees is provided by a
commercial insurance policy through LaMair-Mulock-Condon and Accident Fund Insurance
Company. The employee should contact their supervisor, who will fill out a First Report of
Injury Form (FROI) and send it to the Office of Risk Management. The FROI form is
available on the Extension Finance website
http://www.extention.iastate.edu/extensionfinance/insurance.htm or by contacting the
Office of Risk Management at 515-294-7711. NOTE: The completed First Report of Injury
Form is to be mailed or faxed to the Office of Risk Management within 24 hours of the
incident/injury. (FAX 515-294-3105)
4.2 Group Insurance- Health, Dental, Life, LTD
Each Council needs to decide the type and level of support. It is important to be consistent
in providing insurance benefits. Different categories of employees may be treated
differently. The employees within the category should be treated the same.
4.3 Retirement
The State of Iowa provides retirement security for its employees through the Iowa Public
Employees Retirement System (IPERS). The district will provide their share as required by
law for those meeting participation requirements. Employees may request early retirement
as provided by the state of Iowa. The council will make the decision as to whether or not to
grant the early retirement.
4.4 Liability
District-funded employees are covered under the County Tort Liability Policy. Any potential
charges are to be reported to the Council Chair immediately.
ISUE Revision Date: 09/14/09
Council Approval Date:
Chapter Five: Leave of Absences
5.1 Vacation
5.2 Sick Leave
5.3 Sick Leave to Vacation Conversion
5.4 Sick Leave Cancellation
5.5 Military Leave
5.6 Jury and Witness Duty Leave
5.7 Leave without Pay
5.8 Leave For Office Closings
5.9 Family Medical Leave Act
5.1 Vacation
Employees earn vacation at the rate of ___________ hours per month. These hours can be
used as soon as they are earned.
District employees must submit a written request for vacation to the Council or Designee.
Approval is subject to the maintenance of adequate office support.
A maximum of ___________ accumulated hours of vacation may be carried over into a
subsequent year with approval of Council. (Note: This is normally limited to twice the yearly
entitlement.)
Unused vacation hours will be paid to the employee upon leaving employment with the
district.
Note: It is suggested that vacation be given on an hourly basis and made available as
earned. Example: 80 hours per year or 10 days are earned at the rate of 6 2/3 hours per
month. Employees working less than full time can have the benefit pro-rated. Most counties
limit vacation to staff working at least half time. The number of days per year may increase
over time (5th year - 15 days, 10th year - 20 days, etc.).
5.2 Sick Leave
Employees earn sick leave at the rate of ___________ hours per month. Sick days can be
used as soon as they are earned.
Note: It is suggested that sick leave be given on an hourly basis and available as earned.
Example: 144 hours per year or 18 days are earned at the rate of 12 hours per month.
Employees working less than full time can have sick leave benefit pro-rated. Most counties
limit sick leave to staff working at least half time.
Uses of Sick Leave:
1. Employees may use accrued sick leave for personal illness, bodily injuries, and
other medically related disabilities including pregnancy.
2. Sick leave used for scheduled medical and dental appointments is deducted per
actual time used with a 1-hour minimum.
3. The Council or Designee may request an employee to provide a physician's release
to return to work following an extended leave. The Council or Designee may also
request a physician's verification for any extended sick leave used/requested.
4. Pallbearer, funeral leave, and emergency leave. Not to exceed three days for each
occurrence for immediate family. Not to exceed one day outside immediate family.
Not to exceed 5 days per calendar year for the care of and necessary attention to ill
or injured members of the employee's immediate family. Note: all such time is
charged to the extent of available accrued sick leave. Immediate family is defined as
and limited to employee's spouse, children (foster, step, grand), parents(foster, step,
grand), brothers/sisters (foster, step), aunts, uncles, nieces, nephews, and
corresponding relatives of the employees spouse. (Note: This is a very broad
interpretation of "immediate family". It is based on the fact that this leave is seldom
abused, and the productivity of an employee with this need in the work place is
diminished.)
5. Employees are permitted to use available compensatory time, and/or vacation leave
in lieu of sick leave when they so request. When a holiday occurs during an
employee's paid sick leave, the employee's sick leave account shall not be charged
for the holiday.
5.3 Sick Leave to Vacation Conversion
Employees who have a minimum of 30 days (240 hours) of accumulated sick leave, and
who do not use sick leave for a full calendar month may (example) elect to have 4 hours
added to their earned vacation leave in lieu of adding 12 hours of sick leave to their earned
sick leave balance. A maximum accumulation of converted hours should be established.
(ISU’s maximum is 96 hours.)
5.4 Sick Leave Cancellation
Separation from employment with the district will cancel all accumulated sick leave.
Note: It is possible to limit sick leave accumulation. If this is done, the Council may want to
look at making a Long Term Disability plan available.
5.5 Military
The district will conform to the terms and conditions of the Military Service Act of 1967 and
the 1968 amendments.
5.6 Jury and Witness Duty Leave
When an employee is required to report for jury duty or as a witness in court in connection
with the employee's officially assigned duties on a regularly scheduled work day, he/she is
excused with pay. The district will retain any fees paid excluding mileage and meals.
Employees who have not been subpoenaed or whose attendance is not part of their duties,
must use vacation or leave without pay to attend such hearings.
5.7 Leave Without Pay
Leaves of absence without pay may be granted to an employee for reasons and periods of
time considered proper by the Council.
5.8 Leave for Office Closings
Employees who are unable to get to work because of road conditions caused by weather
may count the absence against their accrued vacation hours but are expected to report to
the Council.
In the event that the Council or Designee closes the office for weather or mechanical
reasons, the employee's absence will not be charged against vacation hours.
5.9 Family Medical Leave Act (FMLA)
In order for an employee of a public employer to be eligible to take FMLA leave that
employee must meet all of the eligibility criteria, which includes that they work 1250 hours
in the preceding 12 months before requesting leave and work at a worksite where 50 or
more employees of the covered employer are employed within a 75 mile radius.
Conclusion: County Council Employees are not eligible for FMLA, but Counties must post
the FMLA poster. Please remember that all ISU staff including those working in County
offices is covered by FMLA, if they meet the hours worked criteria.
ISUE Revision Date: 09/14/09
Council Approval Date:
Chapter Six: Days/Hours of Duty
6.1 Workweek and Workday
6.2 Meal and Rest Periods
6.1 Workweek and Workday
A workday begins promptly at 8:00 a.m. and ends at 5:00 p.m. with one hour unpaid lunch
break and two 15 minutes rest periods. Each workweek consists of 40 hours, and includes
work performed Sunday through Saturday.
6.2 Meal and Rest Periods
Meal Period:
The normal workday is eight hours commencing at 8:00 a.m. and ending at 5:00 p.m. with a
one-hour unpaid lunch to be taken in staggered shifts to support the office.
Electronic coverage of phones is discouraged except when alternatives are not available.
Thus if the OA is the only person in the office and needs to be gone over the lunch hour it is
acceptable to use electronic coverage. If two staff are available in the office, the lunch
periods should be staggered. If telephone coverage during the lunch hour becomes a
normal expectation of the OA it also needs to be paid time, perhaps subject to over-time.
Rest Period:
Employees are permitted two paid 15-minute rest periods. Rest periods are to be
scheduled in staggered shifts to support the office.
ISUE Revision Date: 09/14/09
Council Approval Date:
Chapter Seven: Travel and Meal Expenses
Travel and Meal Expenses
Employees of the district will be reimbursed for the operation of their personal vehicle while
on district business at a rate established by the Council. The employee assumes liability for
his/her vehicle in work related travel.
Meals and lodging expenses will be reimbursed, but must have prior authorization of the
Council or Designee.
Travel time, overnight, and on-call status as hours of work:
1. Travel time from office to another point of work and return to the office.
2. Overnight stay away from home while conducting business. This paid time excludes
sleep, meals, and free time. It includes on duty time.
3. On-call time will be paid at an agreed upon rate for an agreed upon length of time
each day.
Example 1:
An Employee attends a two day meeting which requires an overnight stay.
The time it takes to get to the meeting and the time it takes to get back to the office or
home whichever is closer is paid time.
The time the person is in meetings or meals which are required is paid time.
The time the person is on free time including meals not required during the meeting
schedule, or sleeping is not paid time.
Example 2:
An employee takes a group of 4h'rs to camp for a weekend. They leave from the county
office at 8:00 am Saturday and return to the office by 5:00pm Sunday.
The time it takes to get to the camp and the time it takes to get back to the office is paid
time.
If the employee and the kids are alone at the camp, the employee is essentially in paid
work status for the entire stay. The status of the pay is agreed upon prior to the trip. It is
clear that the employee is in normal status to and from and during organized activities day
and night. The flexibility of status comes with sleep time. This perhaps can be paid at a
lesser rate as on-call time.
The same trip with several counties and staff and volunteers involved. This scenario will
provide some free time, sleep time and on-call time and paid time.
In all these examples the employee and Council will agree in advance to the pay
arrangements.
Note: The paid time for these activities have major implications for overtime pay.
Agreement for paid overtime and or compensatory time at time and a half must be made
prior to the trip.
ISUE Revision Date: 09/14/09
Council Approval Date:
Chapter Eight: Overtime Hours
Overtime Hours
Hourly employees are paid at the rate of one and one-half times their regular hourly pay for
all time worked in excess of 40 hours in any one workweek or offered the same in
compensatory time.
Compensatory time in lieu of pay is at one and one-half times the number of hours worked
over 40 hours. A written record of hours worked and all compensatory time earned needs
to be kept.
The Council or Designee must approve any overtime prior to scheduled work. Failure to do
so can result in disciplinary action.
All attempts should be made to use compensatory time during the month accrued. But if it
is not used by the end of May, it will be paid in employee's June check. No compensatory
time may be carried forward to a new fiscal year.
Important: Compensatory time may be offered by the employer, but the Employee has the
right to deny it and receive pay. It is important that this determination is made prior to the
work being performed.
Guide to the Fair Labor Standards Act –FLSA
(http://www.extension.iastate.edu/hr/FLSA.doc)
ISUE Revision Date: 09/14/09
Council Approval Date:
Chapter Nine: Payroll Deductions
Payroll Deductions
Certain legally required deductions are made from the paycheck. These are for FICA,
Medicare, state retirement, federal, state income tax, and court ordered assignments.
ISUE Revision Date: 09/14/09
Council Approval Date:
Chapter Ten: Paid Holidays
Paid Holidays
The District follows the holidays recommended by Iowa State University. These holidays
are granted as paid holidays to all employees. These holidays are generally:
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New Years Day
Martin Luther King Day
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Friday after Thanksgiving Day
Christmas Day
And one other day designated by the University
When a holiday falls on a Saturday, the Friday preceding will be declared the holiday.
When a holiday falls on a Sunday, the Monday following the calendar holiday will be
declared the work holiday.
Note: Employees receive holiday pay for scheduled hours of work on the holiday. An
employee should be in pay status the day before and the day following a Holiday.
ISUE Revision Date: 09/14/09
Council Approval Date:
Chapter Eleven: Other
11.1 Dress and Personal Appearance
11.2 Courtesy
11.3 Drug Free Workplace
11.4 Smoking and Chewing Tobacco
11.5 Alcohol
11.6 Code of Computer Ethics
11.1 Dress and Personal Appearance
Employee dress should be neat in appearance and consistent with a professional
atmosphere.
11.2 Courtesy
Courtesy is essential in meeting the public, either personally or by telephone.
11.3 Drug Free Workplace
Iowa State University is committed to providing a drug free workplace. Consistent with this
commitment, Iowa State University and the __________ County Extension District will
comply with all federal and state laws, regulations, and orders, including the policies of the
State Board of Regents, which pertain to providing a drug free workplace.
In keeping with the appropriate laws, regulations, and orders, it is unlawful for employees to
manufacture, distribute, dispense, possess, or use illegal drugs in the workplace. Violation
of this policy will result in appropriate disciplinary action, up to and including dismissal. In
addition, an employee who violates this policy may be required to participate in a drug
abuse assistance or rehabilitation program.
It will be the responsibility of each employee to abide by the terms of this policy and notify
the university and Council Chair of any criminal drug statute conviction for a violation
occurring in the workplace not later than five days after such conviction.
11.4 Smoking and Chewing Tobacco
The ________County Extension office intends to comply with both letter and the spirit of
the Iowa Clean Indoor Act of 1987 and the Smokefree Air Act of 2008. The smoking or
chewing of a tobacco product is not permitted in any location within the office complex.
The smoking/chewing tobacco policy for County Extension Offices should follow the
university policy of smoke-free public buildings. It is the policy of Iowa State University to
comply with the Smokefree Air Act by declaring the entire university grounds and properties
as a Smoke-Free Campus. Therefore, smoking is prohibited in "public buildings and
vehicles owned, leased, or operated by or under the control of" the university as well as on
the entire "grounds of the university." Full policy can be found at:
http://www.policy.iastate.edu/policy/smoking/
County-specific questions should be directed to the Extension Human Resources Office at
(515) 294-3283.
11.5 Alcohol
The district has chosen to adopt an alcoholic beverage policy in keeping with the concern
for and the risks associated with alcohol use. Alcoholic beverages shall not be served,
used, or on district premises or program functions at any time.
11.6 Code of Computer Ethics
County Extension Districts endorses the following statement of Software and Intellectual
Rights that was developed through EDUCOM, a non-profit consortium of colleges and
universities committed to the use and management of information technology in higher
education.
"Respect for intellectual labor and creativity is vital to academic discourse and
enterprise. This principle applies to works of all authors and publishers in all media.
It encompasses respect for the right to acknowledgment, right to privacy, and right to
determine the form, manner, and terms of publication and distribution.
"Because electronic information is volatile and easily reproduced, respect for the
work and personal expression of others is especially critical in computer
environments. Violations of authorial integrity, including plagiarism, invasion of
privacy, unauthorized access, and trade secret and copyright violations, may be
grounds for sanctions."
The above statement provides a guide for the ethical use of computer facilities whether one
is using a microcomputer, minicomputer, mainframe computer or supercomputer, or
computer network, and whether the computer files, programs, or data are stored on floppy
disk, hard disk, magnetic tape, or other storage media. Computer facilities and files owned
by others should be used or accessed only with the owner's permission.
Viewing or using another person's computer files, programs or data without authorized
permission is unethical behavior and an invasion of that person's privacy. Such behavior, if
used for personal gain, is plagiarism. Ethical standards apply even when material appears
to be legally unprotected. Improper use of copyrighted material may be illegal.
The following guidelines govern ethical computer use at County Extension Districts:

Unauthorized access to restricted data bases is unethical.
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Use of computer facilities by an individual must be authorized by the owner or
administrative unit. Prior permission to use another user's computer account or userid must be acquired from the owner of the account, who is responsible for its use.
Changing another person's password is considered a form of harassment and is
unethical behavior.
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Users are responsible for their use of computer hardware, accounts and user-ids.
These should be used only for the stated purpose; e.g., instructional class accounts
must be used only to support the given courses. Computer facilities are not to be
used for private monetary gain unless specifically authorized for such use.
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Users must not browse, access, copy or change private files without authorization,
or change public files without authorization. Users must not attempt to modify the
computer systems or software in any unauthorized manner. The use of invasive
software, such as "worms" and "viruses" destructive to computer systems, is
unethical and illegal. Copyrighted software must only be used in accordance with its
license or purchase agreement. Users do not have the right to receive and/or use
unauthorized copies of software, or make unauthorized copies of software for
themselves or others.
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Computing facilities are a valuable resource for District use and they should be
conserved. Users should properly utilize these resources to minimize any
unnecessary impact of their work on others, for example, users should avoid
excessive game playing.
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Users of any electronic communication facilities, such as electronic mail, networks,
bulletin boards and newsgroups, are obligated to comply with the restrictions and
acceptable practices established for those specific facilities. Certain types of
communications are expressly forbidden. This includes the random mailing of
messages; the sending of obscene, harassing, or threatening material; or the use of
the facilities for commercial or political purposes.
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Hardware, software, manuals, supplies, etc., must not be removed from computing
sites without proper authorization.
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Abuse or misuse of any computer hardware or software will be regarded as illegal
and/or unethical behavior.
Violators may be billed for illegal use of the computer systems and may be prosecuted for
statutory violations, including Chapter 716A, Computer Crime, of the Iowa Code.
#########################
Copyright © 1992 by Iowa State University
Permission to reproduce all or part of this document for noncommercial purposes is granted, provided the
author and Iowa State University are given credit. To copy otherwise requires specific permission.
Adopted from the Iowa State University Office of Academic Information Technologies (AIT) http://www.ait.iastate.edu/ethics/
ISUE Revision Date: 09/14/09
Council Approval Date:
Chapter Twelve: Discrimination & Harassment Policy
Philosophy:
The district is committed to providing a professional working and learning environment
which is fair and responsible; supports, nurtures, and rewards educational and employment
growth on the basis of relevant factors such as ability and performance; and is free of
discriminatory, inappropriate, and disrespectful conduct.
12.1 Sexual Harassment
12.2 Racial and Ethnic Harassment
12.1 Sexual Harassment
Sexual harassment will not be condoned in the ___________ County Extension office and
all allegations of sexual harassment shall be investigated. It is also the council's policy that
false accusation of sexual harassment will not be condoned.
The Civil Rights Act defines sexual harassment as unwelcome sexual advances, requests
for sexual favors, and other verbal or physical conduct of a sexual nature when:
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Submission to such conduct is made either explicitly or implicitly a term or condition
of an individual's employment; or
Submission to or rejection of such conduct by an individual is used as the basis for
employment decisions affecting the individual; or
The conduct has the purpose or effect of unreasonably interfering with an
individual's work performance or creating an intimidating, hostile, or offensive
working environment. Such actions as patting inappropriately, cornering, sexually
oriented comments about an individual's body, and dirty jokes are included in this
definition.
The following suggestions are made for any employee who believes he/she is, or has been,
sexually harassed by a supervisor, co-worker or person conducting business with the
__________County Extension Office:
1. Politely, but firmly, confront the individual doing the harassing. State that the
action/conduct is unwelcome and request that the person cease the unwanted
action(s).
2. Report the incident immediately to a Council Member or other authority, i.e.:
designee or Council chair.
3. Follow the steps outlined in Chapter 13: Complaint Procedures.
Note: All district staff will complete the ISU on line Sexual, Racial and Ethnic Harassment
Training.
12.2 Racial and Ethnic Harassment
Racial and ethnic harassment will not be condoned in the ___________ County Extension
office and all allegations of such harassment shall be investigated. It is also the council's
policy that false accusation of racial and ethnic harassment will not be condoned.
The law defines racial or ethnic harassment as any non-consenting conduct based upon
race, ethnicity or national origin that creates a hostile work or educational environment.
Racial or ethnic harassment may include threats, physical contact, pranks, vandalism,
verbal, graphic, or written conduct directed at an individual or individuals because of their
race or national origin. Even if actions are not directed at specific persons, a hostile
environment is created when the conduct is sufficiently severe, pervasive or persistent so
as to unreasonably interfere with or limit the ability of an individual to work, study or
otherwise to participate in activities of the ISU Extension.
Examples of racial or ethnic harassment include, but are not limited to: severe or persistent
racial epithets, derogatory comments, jokes or ridicule directed to a specific person or
persons about their race or ethnicity; threats of, or actual violence based upon the race or
ethnicity of the victim; defacement of a person's property based upon race of the owner;
persistent and repeated racial or ethnic remarks or conduct, even if not directed at a
specific person or persons, which unreasonably affect the ability of persons to participate in
ISU Extension programs.
The following suggestions are made for any employee who believes he/she is, or has been,
harassed by a supervisor, co-worker or person conducting business with the
__________County Extension Office:
1. Politely, but firmly, confront the individual doing the harassing. State that the
action/conduct is unwelcome and request that the person cease the unwanted
actions.
2. Report the incident immediately to a Council Member or other authority.
3. Follow the steps outlined in Chapter 13: Complaint Procedures.
Note: All district staff will complete the ISU on line Sexual, Racial and Ethnic Harassment
Training. This training can be completed by logging into AccessPlus
(http://accessplus.iastate.edu/). Once in AccessPlus, click on the Employee Tab in the top
right corner. Then click on “Web Based Training”.
ISUE Revision Date: 09/14/09
Council Approval Date:
Chapter Thirteen: Complaint Procedures (Harassment or EEO
Complaint)
Complaint Procedures (Harassment and EEO)
_________ County Extension Office has a commitment to EEO. In light of this commitment
the district wishes to make every possible attempt to eliminate discriminatory employment
practices or harassment and to provide a vehicle by which an employee may seek recourse
for alleged discriminatory acts or harassment. This applies to:
1. Any employee/client of ________ County Extension or any applicant for hire who
feels he/she is, or has been the victim of discriminatory/harassing acts may file a
complaint of discrimination/harassment. Examples of actions which may be causes
of complaints include, but are not limited to:
a. Application of policies, practices, rules, regulations, and procedures believed
to be to the detriment of an employee/client;
b. Treatment considered unfair by an employee/client, such as coercion,
reprisal, harassment, or intimidation;
c. Alleged discrimination because of race, color, sex, age, religion, handicap,
national origin, military reserve or veteran status, marital status, or sexual
orientation;
d. Improper or unfair administration of employee benefits or conditions of
employment such as vacations, fringe benefits, promotions, retirement,
holidays, performance review, salary, or seniority.
2. Any employee/client of ________ County Extension who feels he/she has suffered
retaliation or reprisal for filing a discrimination/harassment complaint, testifying, or
assisting in any manner in the investigation or hearing under this complaint
procedure.
Employees/clients who feel they have been discriminated against or harassed on one of
the aforementioned basis are encouraged to use the following procedures. The charging
employee may follow the procedures in sequence or proceed directly to a higher step,
depending on the seriousness of the situation.
Note: Employees/clients may file a complaint directly with the USDA Director, Office of
Civil Rights, the Iowa Civil Rights Commission, or the Equal Employment Opportunity
Commission at any time. Assistance in doing such will be made available through the
ISUE Human Resources Office.
After attempts to resolve issues directly with the offender have failed, the employee
reserves a time to discuss the problem with the REED, Council Chair, Extension Human
Resources, as soon as possible after the alleged discrimination/harassment occurs.
1. The person contacted determines the nature of the problem and discusses the
situation with the person who allegedly discriminated/harassed. The discussion will
include the nature of the complaint and corrective action to remedy the situation. If
possible based on the nature of the complaint and if the accuser requests,
anonymity will be maintained. The accuser will be informed if anonymity is possible
prior to the discussion.
2. If the alleged discriminating/harassing behavior continues, the employee needs to
report this (in writing) to the initial person contacted who will determine if the alleged
discriminating act is valid. Note: At this stage, the person contacted informs the
accuser that anonymity or confidentiality is no longer possible. The Extension
Council Chair will be notified that a written complaint has been received.
3. The complaint may be investigated by the person contacted and/or Council
Members. In special circumstances the person contacted in consultation with the
Council Chair may recommend an “outside” third party to be used for an
investigation. The investigators write a memo to the person who allegedly
discriminated/harassed, outlining the alleged discriminating behavior, steps to take
to remedy the situation, and the consequences of failure to change the
discriminating/harassing behavior. A meeting is held with the accused for their
response. Modifications to the memo and possible consequences are made as
appropriate. The accuser is informed of action taken. It should be noted that if the
accused is an ISU Employee, Extension Human Resources should be contacted
immediately, to provide guidance.
4. If the alleged discriminating/harassing behavior persists, the consequences are
followed which in cases of serious problems will result in dismissal.
5. The charging employee who believes a reasonable and satisfactory resolution has
not been obtained may file his/her complaint with the Iowa Civil Rights Commission
or the Equal Employment Opportunity Commission.
Complaint Procedure Involving A Vendor
If a written complaint is received regarding the behavior of a non-employee and the content
or the claim occurred in the context of a working relationship, the business, organization, or
agency of the offender will be contacted by the Council Chair and apprised of the situation
and circumstances surrounding the claim, and request that some appropriate type of
investigative action be taken. Follow up will be made to ensure appropriate action is taken.
If the follow up reveals appropriate action has not been taken and if circumstances warrant
such, the Council will disassociate its self from the offender and his/her business,
organization, or agency.
ISUE Employees should follow appropriate ISU policies and procedures or file directly with
the USDA Director, Office of Civil Rights, Iowa Civil Rights Commission or Equal
Employment Opportunity Commission. ISUE Human Resources office or the ISU Equal
Opportunity & Diversity office will provide assistance upon request.
ISUE Revision Date: 09/14/09
Council Approval Date: