Council Manual Section 12:
County Policy and Procedures
One of University of Missouri Extension's strong points is the active leadership of the local councils.
Below is an outline for developing a set of policies and procedures for your county office. Local differences make it impossible to develop policies and procedures applicable to all counties. Use this outline as a guide to design policies and procedures for your county. Examples are included.
Outline of Suggested County Policy and Procedures
- Employment policy
- Employment interviews
- Probationary period
- Grievance procedure
- Release of employee
- Equal employment opportunity
- Full-time council employees
- Part-time council employees
- Sick leave
- Maternity leave
- Extended leave without pay
- Personal days
- Personnel records
2. It is recommended that the bookkeeper maintain records of vacation, sick leave, holidays and personal
- All council employees are responsible for submitting the following records:
a. UMUW Form UMUW Form 13 -- Payroll time record
b. UMUW Form 60 -- Report of absence
c. UMUW Form 61 -- Record of vacation, personal days and sick leave
d. Record of compensatory time
leaves of all council employees.
- Overtime policy
- Compensation time policy
- Local employee benefits package
- Policy on drug and alcohol abuse in the workplace
- Appendix of all forms used in personnel administration
- Employment application
- Travel expense voucher
- Payroll time sheet
- Report of absence
- Record of vacation, sick leave and personal days
- Performance evaluation form
- Compensatory time record
- Location of additional personnel information
- University of Missouri Extension policies and procedures
- County extension manual
II. Job Descriptions
- Educational Assistant
- Regional director
- County program director
III. Inactive council member replacement policy
IV. Annual Report
Example: Probationary Period
All new, full-time, permanent and part-time council employees will serve a probationary period of six months. This period is prorated for part-time employees.
a. The probationary period provides an opportunity to determine if employees are capable of doing the work for which they were hired. The evaluation of the employee is the responsibility of the immediate supervisor and the regional director.
b. Employees may be evaluated at any time during the probationary period, and if deemed unable to perform assigned duties correctly, termination may ensue.
Employees serving in a probationary period are covered by grievance procedures. In this processing of grievances, only the application of interpretation of the University's personnel policies and procedures are involved.
a. Actual termination of employment or other disciplinary action not covered by existing policy is not subject to the grievance procedures during the probationary period.
If an employee's service during the probationary period is deemed unsatisfactory, but it is felt that employment should continue in a probationary status rather than being terminated, the recommendation that the employee remain in a probationary status shall be forwarded by the supervisor to the regional director.
a. In all such instances, the employee must be counseled regarding the extension of the probationary period prior to the completion of the extended probationary period.
b. An employee may not remain in a probationary status for more than 12 months.
c. An employee may complete the probationary period or be terminated at any time after the first six months, upon the recommendation of the supervisor and regional director.
Employees who receive a leave of absence during the probationary period, as a result of a temporary close-down or a reduction of operations, will have the probationary period extended by the length of the leave of absence if for a period of more than 30 continuous days. There shall be no University responsibility for reemployment or continued employment of probationary employees.
New employees will normally receive a salary rate one step below the class rate during their probationary period.
a. Upon satisfactory completion of the probationary period, an employee will be increased to the class rate at the first pay period following satisfactory completion of the probationary period.
b. Probationary increases, which are deferred because of employee performance, will not be made retroactive prior to the month in which the recommendation is submitted.
Guidelines for All Leaves — Records to Keep
Office Hours, Secretarial Coverage, Drug Policy
Full-Time Employees / Part-Time Employees / Extenuating Circumstances /
Records / Overtime / Compensatory Time / Keeping Records / Office Hours / Drug Abuse
For all secretaries of University of Missouri Extension
After one year of employment -- two weeks (10 work days)
(No vacation time is to be taken until employee has been on the job six months. But from starting date of employment, vacation time accumulates at the rate of .83 day per month.)
After two years of employment -- three weeks (15 work days)
(It is expected vacation time shall be used in the year earned. In no case shall more than five days be accumulated and carried over from one year to the next, or excess days will be lost.)
An employee may accumulate one day sick leave per month from hiring date. These days may accumulate up to a total of one month (22 working days). Up to four days of sick leave may be used by the employee for taking care of sick members of the immediate family (spouse and children). After that, annual leave time must be taken. Certificate from a physician is to be made available if over five days sick leave are taken.
- All accumulated annual and sick leave.
Holidays and personal days:
Holidays will coincide with those as set up by University of Missouri Extension. They are:
New Year's Day - January 1
Martin Luther King Day - Third Monday in January
Memorial Day - Last Monday in May
Independence Day - July 4
Thanksgiving Day and the Friday following
Christmas Day - December 25
One personal day per year will be allowed, subject to advance approval. Personal days and vacation days are reported separately. An employee cannot accumulate personal days. They must be used in year earned.
Part-time employees will be paid an agreed upon hourly wage. Pay will cover only hours worked. Part-time, permanent staff (75 percent or more) earn vacation time on a prorated basis. Individuals working less than 75 percent do not earn vacation time. The same is true of holidays. (Example: A 75 percent employee will get six hours for a holiday.)
For part-time employees working less than 75 percent time, holidays, time taken off and sick days will not constitute work days, and an employee will not be paid for these days.
Under certain conditions, a staff member may request additional leave from the council.
1. Employer records must be retained for at least five calendar years.
a. Worker's name and Social Security number;
b. Dates the worker was hired and separated;
c. Dates on which a worker performed some services;
d. The location where services were performed;
e. The amount of remuneration paid each worker;
f. The hours of each day in each pay period an individual worked in non-covered employment,
and nature of work;
g. Wages, including commissions, bonuses, prizes and gifts. Also tips received by a worker from
pensions other than employee, if such tips are reported to employer for Social Security
2. For full-time staff and staff working 75 percent or more, the following records should be kept:
UMUW Form 13, Payroll time record
UMUW Form 60, Report of absence
UMUW Form 61, Record of vacation, personal days and sick leave
UMUW Form, Compensatory time
Overtime work must be authorized in advance.
Short periods of personal time off the job, i.e., few minutes to an hour or two should be made up as soon as practical. These short periods need not be recorded on time sheets but must be made up.
In most instances, compensatory time is utilized in lieu of paid overtime. Compensatory time (overtime) is recorded on "Form UMUW Comp Time."
It is recommended the bookkeeper maintain records of vacation, sick leave, holiday and personal leaves for all staff.
Office hours are 8:00 a.m. to 5:00 p.m.; the office is open during the noon hour.
Drug abuse in the workplace policy
No University of Missouri Extensioncouncil employee shall manufacture, distribute, dispense, possess or use a controlled substance on property occupied by the extension council. Violations of this policy may result in discharge or other discipline.
LEAVES FOR COUNTY COUNCIL EMPLOYEES
Holidays / Annual Leave / Sick Leave / Leave of Absence Without Pay /
Absence Due to Death in Family / Workers Compensation / Military Leave /
Absence Due to Legal Proceedings / Absence - Voting
1. The following holidays are observed by non-academic employees of the University of Missouri Extension council who work a minimum of 30 hours per week and are on an appointment of six months or more.
New Year's Day - January 1
The Friday of Spring Break
Memorial Day - Last Monday in May
Independence Day - July 4
Thanksgiving Day and the Friday following
Christmas Day - December 24
Two other days between July 1 and June 30 to be decided each year
2. The University president may designate other holidays.
3. When a holiday falls on Saturday, the Friday before will be observed as a holiday. When a holiday falls on Sunday, the following Monday is observed as a holiday.
4. Employees covered by this policy and working on a part-time basis of 30 hours or more per week will receive holiday pay on a prorated basis.
1. When an official holiday occurs while you are on vacation, it will not be counted against your earned vacation time.
2. If you resign on the last working day immediately before a holiday and have no earned vacation time, you will not be paid for that holiday.
3. If you are on leave without pay when an official holiday occurs, you will not be paid for the holiday.
1. Completion of six months of employment. You will have earned one week (five work days) of vacation upon completion of six months of employment.
2. Completion of six months up to five years of employment. You will accumulate annual leave at a rate of .83 of a day per month after completion of six months service and will continue to accumulate annual leave at this rate until you have completed five years of service.
3. Completion of more than five years up to 15 years of employment. You will accumulate annual leave at the rate of 1.25 days per month after completion of five years service up to 15 years of service.
4. Completion of 15 years and more. You will accumulate annual leave at the rate of 1.66 days per month after you have completed 15 years of service.
The four policy provisions regarding annual leave are subject to the following policies:
- No annual leave is earned until you have worked satisfactorily for six months.
- Vacation time can be taken only after it is earned.
- You will not be allowed to save up more than one week of vacation in addition to the amount you earn in one year.
- If holidays recognized by the University occur during your vacation, they are not counted against your vacation time.
- If you have not used some of your vacation time when you leave your job, you will be paid for the unused days.
- Part-time permanent employees with an appointment duration of at least six months and regularly scheduled to work a minimum of 30 hours per week will be entitled to accrue vacation time on a prorated basis.
- Extra salary will not be paid in place of vacation time.
- Absences from work that are not caused by illness or injury are to be counted against your vacation time with the following exceptions:
a. Absence due to death in family;
b. Absence due to legal proceedings;
c. Absence for voting.
In the event an employee transfers from a department of the University of Missouri System or from another county extension center, length of service may be counted toward accruing annual leave. All service must have been earned working at least 30 hours per week and have been continuous.
- Your vacation time should be scheduled according to the work needs of your unit. Tell your supervisor as soon as possible when you want to take your vacation. When possible, you will be allowed to take your vacation when you want.
- If persons in your unit ask for the same vacation time, those who have worked longest will receive their choice first.
- A record of your vacation time will be kept by the office secretary in your unit.
1. If you work full time, you will earn 12 days of sick leave each year. Sick leave is the right to be absent from work because of illness or injury. You will be paid when on sick leave.
a. You earn no sick leave until you have worked satisfactorily for six months. After you have worked a full six months, you will be credited with six days of sick leave. After that, you earn one day of sick leave every month you work.
b. There is no limit to the amount of sick leave you may save up.
c. Sick leave is to be used for personal illness. You may use up to four days of sick leave each calendar year to care for ill or injured members of your immediate family who live in your house. You may use your sick leave for medical or dental appointments that you cannot schedule on your own time. Requests for time off for medical or dental appointments should be made as far in advance as possible.
d. You may use your sick leave for maternity purposes.
e. A half month or more of employment will be considered a complete month in determining earned sick leave. Less than one-half month of employment will not be counted in determining earned sick leave.
f. You must notify your supervisor immediately in case of illness. You or a member of your family or a friend should call as soon as possible, but no later than the first half day of absence.
g. You may be asked to show proof that you were sick or injured or had a medical or dental appointment.
1. An up-to-date permanent record of your sick leave time will be kept by your supervisor.
Leave of Absence Without Pay
1. As a full-time, permanent employee, you may be granted a leave of absence without pay when approved by your supervisor. This lets you maintain your employment rights and benefits.
2. An employee must contribute at the full employee share to maintain benefits.
3. An employee does not earn annual leave, sick leave or retirement credits while on leave without pay.
4. You may be granted a leave of absence without pay only if you really plan to return to the University after the leave.
5. You may be granted a leave of absence without pay when the needs of your unit permit. Such leave is for illnesses or injuries that take more time than your earned vacation or sick leave, maternity cases or for other personal reasons if approved by your supervisor.
6. After your leave of absence, you are eligible to return to your former position if it is still available or to a similar position when one is available.
7. If you do not go back to work at the end of your leave of absence or when a position becomes available, you will be terminated.
1. Only in exceptional situations will you be allowed a leave of absence before you have worked six months.
2. A leave of absence without pay for more than 30 days will be granted only after you have used all your vacation time. If you are sick or injured, you must have used all of your sick leave too.
3. You may be asked to show proof that you are sick or injured.
Absence Due to Death in Family
1. If a member of your immediate family dies, you will be allowed to be absent from the date of death until the day after the funeral or a maximum of three days. You will be paid during this time, and there will be no deduction from your vacation time.
2. If you need to be absent more than three days, you may use your vacation time or ask your supervisor for an excused absence without pay. Your immediate family includes husband, wife, mother, father, son, daughter, brother, sister, mother-in-law, father-in-law and foster children who have become members of the family.
Note: Under this policy, the term "day" refers to working days.
Workers compensation is insurance available to you if you are injured on the job.
1. If you are injured on the job, the cost of medical or surgical treatment is covered by worker's compensation insurance carried by the council. Worker's compensation will, in specified instances, pay for any wages lost when time away from work is not paid leave.
2. If you die as a result of a work-related accident or disease, death benefits will be paid to your family.
3. Every accident should be reported immediately to your supervisor, who will help you prepare and submit the necessary forms to the insurance company.
4. Your supervisor or regional director should be informed of any accident and notified when forms are filed.
5. Whether benefits are payable, the amount and duration of benefits are defined by law.
It is the policy of the University to grant any full-time, permanent employee who is or shall become a member of the armed forces of the state or of the United States a leave of absence for military service, voluntary or involuntary, during which time the employee is engaged under official orders in the performance of duty or training, subject to limitations.
Armed forces shall include the Air Force, Army, Marines, Navy, Coast Guard, National Guard or any reserve component.
A military leave of absence without pay shall be granted for the initial term of military service for any full-time employee entering the armed forces for regular active duty provided the employee has completed a six-month period of service with the University. Such leave shall not cover any voluntary extension of military service.
Note: For complete details of policy procedures and regulations, see University of Missouri Business Policy and Procedure Manual.
Absence Due to Legal Proceedings
1. You will be allowed time off with no loss of pay or earned vacation time due to legal proceedings as follows:
- When you are served a subpoena to be a witness;
- When you serve as an expert witness with or without a subpoena;
- When you are called for jury duty;
- When you are required to attend any worker's compensation hearing or conference.
2. If you are a party to a legal proceeding, you will be allowed time off to attend. This time will be counted against your earned vacation time. If you have no earned vacation time, you must take leave without pay.
1. You are expected to notify your supervisor before you are absent from work due to legal proceedings.
2. You may keep pay for jury duty or for being a witness. You should make a report of the payment to your supervisor.
Absence - Voting
You are allowed time off with pay to vote in any election in which local, state or national candidates or issues are placed before the public. The following policies apply to being absent from work to vote:
1. You must be qualified and eligible to vote in an election before an absence to vote will be granted.
2. No more than three successive hours will be granted for voting.
3. The three hours will include an off-duty time between the opening and closing of the polls.
4. Request to be absent from work must be made before election day.
5. Your supervisor may decide time for voting.
6. If travel arrangements make it impossible for you to reach your voting place within three successive hours between the opening and closing of polls, you should cast an absentee ballot.