Facilities Services
Summer Training
Department Procedures
Department Procedure
Changes
Employee Handbook
Clothing Allowance
Comp. Time/Vacation
Performance Reviews
Notice of Exceptional Performance
Notice of Unsatisfactory
Performance
Department Procedure
Changes
Employee Complaints
Work Requests/Project
Guidelines
On-Call Procedures
Online Forms
Department Safety Committee
Employee Handbook
 The Employee Handbook was created to help you become
and informed employee of the Facilities Services team.
 Act as a reference guide for new and current employees.
 Procedure/Policy changes reflected in new handbook:
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Comp. Time
Clothing Allowance
Weather-related absences/Essential Personnel
Job Performance/Conduct
Disciplinary Procedure/Complaint Process
Call-Back/After Hours Emergencies
Work Requests/Projects
 Defines department policy/procedure to eliminate “gray
areas”.
EMPLOYEE HANDBOOK
Clothing Allowance
 Efforts to create a unified and professional department
 Purchasing uniform work shirts for Facilities Services employees.
 THERE WILL NO LONGER BE A MONTHLY CLOTHING
ALLOWANCE!
 You have until JULY 1, 2013 to spend your current clothing
allowance. If you have questions about your balance, contact
Jessica.
 Uniform Committee
 Volunteers?
 Work to find several options for employees to choose from.
 Procedure
 Each employee will receive 5 work shirts. It is the employee’s
responsibility to launder the shirts. Replacements will be
available for normal wear & tear or job-related damages.
Comp. Time
 In order to meet the needs of the University, you may, from time to time, be
asked to work outside of your regular shift by your supervisor. All other
overtime (not requested by your supervisor) must be preapproved by the
Facilities Management.
 Overtime
 Overtime compensation at a time-and-one-half rate shall be provided to all nonexempt employees when hours worked exceed forty hours in a work week.
 Compensatory Time
 Compensatory time off at a time and one-half rate may be provided in lieu of cash
overtime payments upon prior approval from FS Management.
 Requesting Comp Time Approval
 All Facilities Services employees wishing to convert overtime into comp time must fill
out a “Comp Time Approval” form. This will be turned in to FS Management to be
evaluated on a case-by-case basis. FS Employees must receive confirmation of
approval PRIOR to converting any time. All requests will be kept in personnel files
for future reference. Specific department procedures:
Comp. Time (cont.)
 Comp. Time is to be used in lieu of overtime compensation
unless granting comp time will negatively impact the
department.
 Comp. Time off mean hours during which the employee is not
working and which are not counted as hours worked during the
applicable work week.
 Non-exempt employees earn Comp. Time at a rate of one and
one half hours for each hour worked over 40 hours in a standard
work week.
 Comp. Time leave MUST be used prior to the end of the fiscal
year (July 1). Comp. Time must be used prior to using earned
annual or sick leave.
 There are a maximum number of hours which may be accrued
by employees. Non-exempt employees may convert up to 16
hours of overtime into comp time in a fiscal year. After the
maximum limit has been reached, employees must be paid
overtime for any additional hours.
Comp. Time (cont.)
 Comp. Time needs to be pre-approved by the employee’s
supervisor (if applicable) and FS Management prior to the
end of the current pay period.
 Comp. Time off is granted only to meet the work demands of
the University/Department. Comp. Time off will not be
granted to perform normal, routine requirements.
 Comp. Time off for non-exempt employees may be granted
for work done for the department during the weekend or
holiday when authorized in advance by the Supervisor and/or
FS Management.
 Employees requesting to earn Comp. Time must fill out the
appropriate paperwork at least 5 business days prior to the
end of the pay period. On the approval form, the employee
must include justification as to why they should earn Comp.
Time as opposed to straight overtime pay.
Performance Reviews
 Starting March 2013, the NEW Performance Appraisal Forms
will be used in their entirety.
 Your supervisor will review (discuss) job performance with
you annually to
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ensure performance standards are met;
update your position description (if necessary);
enhance communications; and
convey your supervisor's performance expectations for the
coming year.
 FS Management will schedule your annual review time
according to University Policy.
Performance Reviews
(cont.)
 Two forms have been developed to assist in tracking
progress/improvements throughout the year.
 This documentation will assist in justifying ratings and possible
pay increases during annual review time.
 When a “Notice” is given, the employee will be notified and
will meet with their Supervisor within one week of the notice
being written.
 Notice of Exceptional Performance
 A tool used to document the “above and beyond” performance of
an employee.
 An employee must receive at least ONE Notice of Exceptional
Performance during the performance cycle to be eligible for an
overall rating of “Always” on the annual performance appraisal.
 Receipt of one or more Notice forms does not automatically entitle an
employee to the “Always” rating.
Performance Reviews
(cont.)
 Notice of Unsatisfactory Performance
 A tool used to document performance/behavior that needs
improvement to meet the expectations of the position.
 An employee must receive at least one Notice of Unsatisfactory
Performance during the performance cycle to receive an overall
rating of “Never” on the annual performance appraisal.
 Receipt of one or more of these forms does not automatically warrant a
“Never” rating.
 This form documents that you must make immediate
improvement in the performance of your duties. Continued poor
performance as described below may result in an overall rating of
“Never” on the annual performance appraisal conducted in this
performance cycle or a formal write-up.
 This form does not take place of a formal write-up.
Employee Complaint
Process
 Any employee wishing to file a complaint against a co-worker
will need to fill out and sign an employee complaint form.
 These forms can be found online or in the Facilities Services
Office.
 This allows FS Management to have tangible evidence to
investigate the claim.
 FS Management will not investigate a complaint unless the
proper procedures have been followed.
 There needs to be a certain amount of documentation in order to
follow through with any consequences and the first step is filling
out this form.
Work Requests/Project
Guidelines
 Work Requests:
 If you are approached by an employee to perform work, please
ask them to submit an online work request form. NO WORK
SHOULD BEGIN UNTIL A WORK REQUEST HAS BEEN
SUBMITTED, APPROVED, AND ASSIGNED TO YOU.
 Lighting Work Requests:
 Work requests involving the replacement of lights and light covers in
buildings will first be routed to the Building Services employee. They
will check on the specific light and change the light bulb if they are able.
If a ballast needs to be replaced, Building Services will notify FS
Management and the work request will be reassigned to the Power
House or Maintenance staff depending on the location.
 If a ballast needs to be replaced, it is the Building Services employee’s
responsibility to have the ladder and light fixture prepped for the Power
House staff.
Work Requests/Project
Guidelines
 Project Preparation:
 Each FS employee working on an in-house project must consider
the following before beginning work:
 Notify the employees in building of the work to be done. Provide an
estimated start and end date for the project. The FS Office can assist
in sending the message to the affected individuals.
 Protect flooring/walls/woodwork/etc. (ex. drop cloths or rugs in
immediate construction area)
 Put up dust barriers to contain the mess/noise created from the project.
This is the responsibility of the FS employee or contractor hired by the
FS department.
 Project Closing:
 Projects completed in-house or by hired contractors are subject
to a completion inspection performed by FS Management.
Call-Back/After Hours
Emergencies
 Individuals who are called back after hours for emergency
repairs/other emergency situations will be contacted directly
by the Supervisor on call-back duty. The Supervisor will
determine, based on the description given by the caller
reporting the emergency, on which employee to call-back (if
the emergency is too big for one person to take care of, the
Supervisor will call additional employees as necessary). If
the Supervisor cannot reach a specific employee, they will
make the decision to tend to the emergency themself or call
a private contractor.
 When a FS employee is called back to work, they will
automatically receive a minimum two (2) hours of overtime
compensation. Any time above and beyond two (2) hours will
also be recorded as overtime.
Call-Back/After Hours
Emergencies (cont.)
 **All emergencies related to the City of Valley City systems
(i.e. utility outage) will first be reported to the Police
Department and then to the Supervisor that is on-call**
 A list has been developed outlining situations that do and do
not require a call-back.
Call-Back/After Hours Emergencies
Online Forms
Power House
 After Hours Security/Incident Report
 Fire Alarm Report
All FS Employees
 Leave Request
 Employee Complaint
 Facilities Connection
 Printable Leave Statement (signed original will be turned in to
the office)
 Employee Handbook
 Other Department Resources (including information from this
training)
FS Safety Committee
Schedule for the
rest of the week: