Policy Manual - Carver County

Personnel Rules
& Regulations

This page intentionally left blank

SECTION 1. PURPOSE, ADOPTION AND ADMINISTRATION Page Numbers
A. Purpose Section 1-A
B. Adoption Section 1-B
C. Administration Section 1-C
D. Application Section 1-D
E. Personnel Board of Appeals Section 1-E
F. Personnel Records, Forms and Transactions Section 1-F
G. Definitions Section 1-G
SECTION 2. EMPLOYMENT PROCESS
A. Equal Employment Opportunity Section 2-A
B. Recruitment and Selection Section 2-B
C. Requirement of Physical & Psychological Examination Section 2-C
D. Probationary Period Section 2-D
E. Promotion, Demotion and Transfer Section 2-E
F. Hours of Work Section 2-F
i. (Timecard Instructions) Section 2-F (Insert)
G. Outside Employment Section 2-G
H. Termination Section 2-H
SECTION 3. Performance, Behavior and Conduct
A. Employee Training and Development Section 3-A
B. Performance Evaluation Section 3-B
C. Sexual Harassment Policy Section 3-C*
D. Drug Free Workplace Section 3-D
E. Tobacco Free Workplace Section 3-E
F. Political Activity Section 3-F
i. (Gift Prohibition Legislation) Section 3-F (Insert)
G. Dispute Resolution Section 3-G
H. Employee Discipline and Discharge Section 3-H
SECTION 4. SAFETY AND HEALTH
A. Emergency Closing Section 4-A
B. Safety and Health Section 4-B
i. (AWAIR Policy) Section 4-B (Insert)
C. Access Card/Key Control Policy Section 4-C
D. Access Card/Photo ID Section 4-D
E. Workers Compensation Section 4-E
F. Exposure Incident Evaluation and Follow-up Section 4-F
i. (Incident Reporting Policy) Section 4-F (Insert)
G. Life Threatening Illnesses Section 4-G
H. Workplace Violence Section 4-H
SECTION 5. COMPENSATION
A. Position Classification Plan Section 5-A
B. Compensation Section 5-B
C. Severance Compensation Section 5-C
SECTION 6. BENEFITS
A. Holidays Section 6-A
B. Vacations Section 6-B
C. Sick Leave Section 6-C
D. Leave of Absence Section 6-D
E. Insurance Benefits Section 6-E
SECTION 7. EXPENSES
A. Reimbursement of Travel and Related Expenses Section 7-A
i. (Mileage Reimbursement Rate) Section 7-A (Insert)
B. Purchase of Licenses Section 7-B
C. Uniform Allowance Section 7-C
SECTION 8. COUNTY PROPERTY, FACILITIES AND EQUIPMENT
A. Use of Meeting Rooms Section 8-A
B. Government Center Parking Section 8-B
C. Computer Hardware/Software Policy Section 8-C
D. E-Mail, Internet and Telecommunication Use Section 8-D*
E. Cablecasting Policy Section 8-E
*Sections include a signature of acknowledgement.

This page intentionally left blank

SECTION 1
PURPOSE, ADOPTION AND ADMINISTRATION
Purpose
Adoption
Administration
Application
Personnel Board of Appeals
Personnel Records, Forms and Transactions
Definitions

This page intentionally left blank

PURPOSE
It is the purpose of these Regulations to provide a uniform, comprehensive and efficient system of
personnel administration in Carver County (the County). The policies and resulting procedures are
designed to be a working guide to the administration of the County’s terms and conditions of
employment. The Regulations are not intended as a binding employment contract or an offer of
employment conditions other than those of an at-will employee. These Regulations, in whole or in
part, are subject to change, revocation, modification or amendment at anytime at the County’s sole
discretion with or without advance notice. The County will try to keep the Personnel Rules and
Regulations Manual current, but there may be times when policies will change before these
materials can be updated. It shall be the further purpose of these Personnel Regulations to ensure
that:
1. Recruitment, selection and advancement of employees shall be based on job related factors
such as relative ability, knowledge and skill.
2. Positions with comparable duties and responsibilities shall be classified and compensated on
the basis of comparable compensation for comparable work, consistent with attraction and
retention considerations.
3. Fair treatment be afforded to applicants and employees in all aspects of personnel
administration without regard to race, creed, religion, sex, national origin, age, disability,
marital status, political affiliation, sexual orientation, status with regard to public assistance,
arrest or conviction records, except as it pertains to bona fide occupational qualifications, as
determined by applicable federal and Minnesota laws, executive orders, and administrative
regulations regarding same.
4. Retention and separation of employees be on the basis of necessity, legal authorization of the
position or availability of funds.
5. Employees are protected from coercive partisan political practices and that employees are
likewise prohibited from using their official authority to interfere with or affect the result of an
election or nomination for office.
6. Continuity and consistency in type and style of management is promoted, thereby stimulating
action and a higher level of productivity, assuring the citizens of Carver County that they are
being served by the employment of the highest possible caliber of personnel.
Savings Clause
If any of these regulations shall be held invalid by judicial or legislative action, the remainder of
these Regulations, other than that which has been held invalid, shall not be affected.
August 9, 1994 Section 1-A 1

Management Rights
The Carver County Board of Commissioners (County Board) has the sole authority to approve,
modify, reject or approve as modified these Rules by resolution.
The Regulations are not intended as a binding employment contract or an offer of employment
conditions other than those of an at-will employee. These Regulations, in whole or in part, are
subject to change, revocation, modification or amendment at anytime at the County’s sole
discretion with or without advance notice. The County will try to keep the Personnel Rules and
Regulations Manual current, but there may be times when policies will change before these
materials can be updated.
The County Board retains the full and unrestricted right to operate and manage all manpower,
facilities and equipment; to establish functions and programs; to set and amend budgets; to
determine the utilization of technology; to establish and modify the organizational structure; to
select, direct and determine the number of personnel; to establish work schedules, and to perform
any inherent managerial function not specifically limited by current collective bargaining
agreements, these regulations and County Board resolutions.
August 9, 1994 Section 1-A 2

ADOPTION
These Personnel Regulations were prepared and recommended by the Human Resources Director,
approved by the County Board at a regular board meeting on June 23, 1970, in accordance with
Minnesota Statute 375.56 – 375.71, and have subsequently been amended as indicated below.
Adopted: June 23, 1970
Amended: January 3, 1978
Amended: October 1, 1981
Amended: June 28, 1988
Amended: March 30, 1993
This revision, dated August 9, 1994, specifically supersedes and revokes any earlier policies or
regulations.
Subsequently, the following individual Regulations have been adopted, amended or deleted as
listed below.
Adopted: August 15, 1995
Amended: February 7, 1996
Amended: March 26, 1996
Amended: May 21, 1996
Name Tag Policy
Photo ID Policy
Political Activity
Reimbursement of Travel and Related Expenses
Recruitment and Selection
Hours of Work
Termination
Performance Evaluation (formerly titled Performance
Appraisal)
Drug Free Workplace
Compensation
Severance Compensation
Holidays
Insurance Benefits
Amended: May 21, 1996
Application
Definitions
Requirement of Physical & Psychological Examination
Promotion, Demotion and Transfer
Employee Training and Development
Tobacco Free Workplace
Dispute Resolution
Employee Discipline and Discharge
Safety and Health Policy
Exposure Incident Evaluation and Follow-up
April 13, 1999 Section 1-B 1

Position Classification Plan
Vacations
Sick Leave
Leaves of Absence
Amended: December 10, 1996
Amended: July 1, 1997
Amended: December 16, 1997
Amended: December 30, 1997
Adopted: March 10, 1998
Amended: May 12, 1998
Amended December 7, 1998
Amended: February 9, 1999
Adopted: April 13, 1999
Amended: April 13, 1999
Adopted: March 26, 2002
Reimbursement of Travel and Related Expenses
Personnel Board of Appeals
Requirement of Physical & Psychological Examination
Hours of Work
Employee Training and Development
Emergency Closing
Exposure Incident Evaluation and Follow-Up
Uniform Allowance
Sick Leave
Sick Leave
Leaves of Absence
Workplace Violence
Government Center Parking
Insurance Benefits
Holidays
E-Mail/Internet Use
Adoption
Application
Definitions
Probationary Period
Hours of Work
Drug Free Workplace
Discipline & Discharge
Safety & Health
Severance Compensation
Sick Leave
Insurance Benefits
Reimbursement of Travel
Use of Meeting Rooms
Access Card Policy
April 13, 1999 Section 1-B 2

Amended: August 5, 2002
Amended: September 9, 2003
Amended: September 9, 2003
Amended: September 9, 2003
Revised: August 24, 2004
Internet, E-mail & Telecommunication Use
Promotion, Demotion and Transfer
Position Compensation Plan
Compensation
Personnel Board of Appeals
The County Board has the sole authority to approve, modify, reject or approve as modified these
Regulations by resolution.
April 13, 1999 Section 1-B 3

This page intentionally left blank

ADMINISTRATION
These Regulations shall be administered by the Human Resources Director, who is accountable to
the County Administrator. The Director shall develop and provide the necessary forms, procedures
and instruction for the implementation of these Regulations.
Copies of these Regulations shall be sent to all Department Heads and current employees and made
available to interested union representatives. A copy of these Regulations is disseminated to each
new employee as a part of the new employee orientation process. Printed copies of these
Regulations will be available for public review upon request to the Human Resources Director.
Departmental Rules
In accordance with these Regulations, each Department Head may establish procedures for the
express administration of Human Resources matters unique to that department. Such rules shall be
filed with the Human Resources Department and approved by the Administrator prior to
implementation.
Indemnification
In accordance with Minnesota Statutes, Chapter 466, the County declares its intent to defend, save
harmless and indemnify any of its officers and employees against tort claim or demand, whether
groundless or otherwise, arising out of an alleged act or omission occurring in the performance of a
duty, except that of malfeasance in office or willful or wanton neglect of duty, which shall be
determined by the County Board at a hearing. The County Attorney’s office shall coordinate all
claims.
August 9, 1994 Section 1-C 1

This page intentionally left blank

APPLICATION
These Personnel Regulations shall apply to all employees paid by Carver County except when they
are in conflict with Minnesota Statutes; however, the following individuals are not covered under
the Dispute Resolution and Personnel Board of Appeals rules (Section 1) for termination
proceedings:
1. Elected positions pertaining to provisions which may be in conflict with Minnesota Statutes.
2. Positions appointed by a district court judge.
3. Positions designated as Department Heads appointed by the County Administrator with the
consent of the County Board.
4. Positions designated as Department Heads appointed by boards or commissions appointed by
the County Board.
5. Positions designated by an elected department head as chief or principal assistant.
6. Positions designated by an elected department head as a personal secretary.
7. Positions held by Special Deputy Sheriff volunteers serving without pay.
8. Positions held by students without pay.
9. Members of appointed boards, commissions and committees.
10. Persons engaged under contract to supply the County with expert, professional, technical or
any other service.
11. Seasonal, temporary and intern employees.
12. Probationary employees.
Department Heads
For the purpose of these regulations, Department Heads shall be defined as to include the
following:
1. Court Administrator
2. Court Services Director
3. County Attorney
4. County Auditor
5. County Recorder and Registrar of Titles
6. Information Services Director
7. County Sheriff
April 13, 1999 Section 1-D 1

Unclassified Positions
8. County Administrator
9. County Assessor
10. County Treasurer
11. Community Health Services Director
12. Library Director
13. Community Social Services Director
14. Environmental Services Director
15. Controller
16. Human Resources Director
17. Planning & Zoning Director
18. Highway Engineer
19. Veteran’s Service Officer
20. Risk/Emergency Manager
21. Building Engineer
22. Education & Training
The County Board may create positions referred to as unclassified positions, for which the sections
of these rules pertaining to selection and termination do not apply. Subject to applicable law,
appointment for such positions shall be made by the County Board or an existing Appointment
Authority; employment and termination shall be at the will of the Appointing Authority.
Labor Agreements
These regulations shall apply to all Carver County employees except as specifically modified by a
collective bargaining agreement or by the specific language of these personnel rules.
Employee Responsibilities
Employees subject to these Rules and Regulations shall comply with, and carry out, the provisions
of these Rules and Regulations. Any employee who fails to comply with any of the provisions of
these Rules and Regulations shall be subject to disciplinary action, up to and including termination
of employment.
April 13, 1999 Section 1-D 2

PERSONNEL BOARD OF APPEALS
Creation
The County Board shall appoint three (3) persons to serve staggered terms not to exceed three
years as members of the Personnel Board of Appeals. After the first appointment expires, the
successors shall serve for terms of three years each. Expiration dates for the first terms of office
shall be fixed by the County Board. Vacancies shall be filled by a majority vote of the County
Board for the unexpired term. Persons appointed to the Personnel Board of Appeals shall not
serve while holding any County office or while standing as a candidate for any County office or
while employed by the County. Each member of said Board shall be a resident of the County
and shall forfeit office if residency in the County is not maintained.
Compensation
Compensation for members of the Personnel Board of Appeals shall be set by the County Board,
and members shall be reimbursed for actual and necessary expenses.
Organization
The Personnel Board of Appeals shall organize by electing a Chair and Vice-Chair and shall
develop rules of procedure for matters brought before it under the provisions of Minnesota
Statute 375.56 to 375.71 and these rules.
Duties
The Personnel Board of Appeals shall meet upon call of its Chair or of the Personnel Director to
make findings of fact, conclusions and render recommendations to the County Board or final
decisions for appeal under Minn.Stat.Chap.14. Said recommendations or decisions shall be
made within thirty (30) days of the filing of an appeal form by an applicant, employee or
appointing authority in the following circumstances:
1. Alleged arbitrary and capricious action on the part of the County Board with respect to
final establishment of rules under Minn.Stat.Sect. 375.56 to 375.71;
2. Alleged discrimination by the personnel director or the director’s employees in
examination procedures or preparation of lists of eligible candidates, or discriminatory
use of them by the appointing authority under section 375.56 to 375.71 or rules
promulgated under them;
3. Alleged misinterpretation or evasion by the personnel director or the County Board of
sections 375.56 – 375.71 or the rules promulgated under them in a manner seriously
detrimental to the party bringing the appeal;
4. Other matters of grievance as provided for in rules promulgated under sections 375.56 to
375.71.
July 1, 1997 Revised 8/24/2004
Section 1-E 1

This page intentionally left blank

PERSONNEL RECORDS, FORMS AND TRANSACTIONS
Establishment of Personnel Records and Forms
In order that proper reports may be made and records maintained concerning the various personnel
activities, the Human Resources Director shall develop, or cause to have developed and installed,
appropriate forms and records for this purpose. The Human Resources Director shall have
responsibility for maintaining and coordinating all necessary personnel records. Advice and
assistance shall be provided to Department Heads on all personnel transactions, record systems and
procedures.
Employee Access to Records
The Human Resources Department shall maintain a personnel file on each individual employee.
Employees may be granted access to their personnel records pursuant to the following procedures:
- Request an appointment with the Human Resources Director to review contents of file.
- A time convenient to both parties shall be selected, normally within five (5) days of the
employee request.
- The Director shall answer questions regarding the records. Copies may be made, but the
file may not be removed from the Human Resources Department.
Personnel Transactions
Department Heads shall initiate and process personnel transactions affecting their employees in
accordance with established systems and procedures.
Reference Requests
Department Heads and supervisors shall refer all requests for references on current or previous
employees to the Human Resources Director.
August 9, 1994 Section 1-F 1

This page intentionally left blank

DEFINITIONS
Unless otherwise indicated, the following terms used in these Personnel Regulations shall have the
following meaning:
Appointing Authority - The official, commission, board, department head or other individual(s)
empowered to appoint or remove employees in the service of the County.
Appointment - A regular appointment to a paid position within the County service.
Class/Classification - One or more positions similar in duties, responsibilities and qualifications
assigned to the same descriptive title or specification and the same salary range.
County - Carver County
County Board - The Carver County Board of Commissioners.
Casual Employee – An individual who is hired to perform assignments on an occasional and
sporadic basis as needed, with no guarantee of hours of work or future employment.
Days - Calendar days unless otherwise noted.
Demotion - A change of an employee's position from one classification to a position in another
classification with lesser duties and/or compensation.
Department Head - A person appointed, designated or elected to manage and direct a
department as designated by statute or the County Board.
Discharge - A permanent separation from County employment as a result of the employee's
inability to perform all the requirements of the assigned position and/or unwillingness to comply
with County policies and practices.
Dispute - A disagreement as to the interpretation or implementation of these Regulations.
Elected Officials - Those officials selected by vote of the constituency of Carver County.
Employee - A person in a paid position within the County service, as defined by Minnesota Statute
179.A.
Employment Date - The date a person begins employment with the County in a regular position.
Exempt Employee - All professional, administrative and executive employees excluded from the
overtime pay provisions of the Federal Fair Labor Standards Act.
Intern - An individual in a training program who has limited status as an employee.
April 13, 1999 Section 1-G 1

Job Analysis - The systematic process of examining jobs to clarify the activities, methods,
performance, context and requirements necessary to perform in the job. Information may be
gathered by questionnaire, interview and/or observation.
Job Description - The written document that identifies the purpose, duties, responsibilities,
requirements, accountability of a job; and the knowledge, skills and abilities necessary to perform
the job.
Job Elimination - The removal of a position from the organizational structure.
Job Evaluation - Process of comparing and grading the relative value of jobs in the County for the
purpose of determining salary levels and ranges, and compliance with pay equity statutes and rules.
Layoff - A separation from employment due to lack of work, lack of funds or other reason not
attributable to employee.
Layoff List - A list of employees laid-off and eligible for recall.
Leave of Absence - An approved, temporary separation from active employment status, which may
be with or without compensation.
Non-exempt Employee - All employees not excluded from the overtime pay provisions of the
Federal Fair Labor Standards Act.
Overtime - All hours worked for non-exempt employees in excess of hours required to be paid as
such under FLSA.
Personnel Board of Appeals - A non-employee review board appointed by the County Board to
hear appeals and complaints concerning the interpretation or application of these regulations.
Human Resources Department - The Director and staff responsible for the administration of the
Human Resources Department and these regulations.
Position - A group of duties and responsibilities requiring the part-time or full-time employment of
at least one person.
Probationary Period - The first six (6) months of active service in a position, designed to be an
extended selection period to determine if regular status should be granted. Under certain
circumstances, the probationary period may be extended beyond six (6) months.
Promotion - A change in an employee's status from a position in one class to a position in another
class with more responsible duties and/or a higher salary range.
Reclassification - A change in classification of a position by raising it to a higher class, reducing to
a lower class, or moving it to an equivalent class.
April 13, 1999 Section 1-G 2

Re-employment - Appointment of a former employee to a position with the County.
Reinstatement - Appointment of a former County employee to a position, which the employee was
assigned prior to their termination or separation.
Resignation - Voluntary termination of employment from County service.
Severance Pay – Pay out of benefits and compensation to regular employees leaving County
employment in good standing.
Seniority - The duration of continuous employment from the employee's most recent date of hire.
Sick Leave - Paid absence from work to County employees because of personal or family illness.
Status (Employment)
1. Regular Full-time - An employee in a position that is to be regularly budgeted, who works
a 40 hour workweek and has successfully completed a probationary period.
2. Regular Part-time - An employee in a long term, regularly budgeted position who works
less than the 40-hour workweek and has successfully completed a probationary period. To
be eligible for prorated benefits, including vacation, holidays and sick leave, a regular parttime
employee must be regularly scheduled to work at least half time. Eligibility for
participation in group insurance programs requires a regular part-time employee to be
regularly scheduled to work at least 32 hours/week.
3. Seasonal - An individual hired by the County generally during the time period from May
through September performing duties that are temporary during that period of time.
Seasonal employees are not eligible for County fringe benefits except as mandated by State
and Federal Law.
4. Temporary - An employee, working full or part-time, in a position that is seasonal or whose
employment is limited by the duration of a specific project. Temporary employees serve at
the will and pleasure of the Appointing Authority. Upon recommendation of the
Appointing Authority, the Human Resources Director will make a determination of a
reasonable wage. Temporary employees are not eligible for County fringe benefits except
as mandated by State and Federal Law.
5. Intern - An individual in a training program, paid or unpaid, who has limited status as an
employee.
Supervisor - Any employee or official having the authority to perform the majority of the
following functions in the interest of the County: to hire, transfer, suspend, layoff, recall, promote,
discharge, assign, reward, discipline, adjust grievances or effectively recommend such action, if
April 13, 1999 Section 1-G 3

the foregoing exercise of such authority is not merely clerical or routine in nature, but requires the
use of independent judgment.
Suspension - A temporary separation from active employment, with or without compensation.
Transfer - The movement of an employee from one position to another position in the same class
or salary range.
Trial Period - The first six (6) months of service after an employee is reclassified, transferred or
promoted to a new position within County Service, which serves as an extended selection period.
Unauthorized Leave - Any absence from normal duties, not authorized by a specific grant of a
leave of absence under the provisions of these Regulations shall be deemed to be an absence
without leave.
Veteran - An individual defined as a veteran by Minnesota Statute 197.447.
Voluntary Termination - All terminations initiated by the employee.
April 13, 1999 Section 1-G 4

SECTION 2
EMPLOYMENT PROCESS
Equal Employment Opportunity
Recruitment and Selection
Requirement of Physical & Psychological Examination
Probationary Period
Promotion, Demotion and Transfer
Hours of Work
Timecard Instructions
Outside Employment
Termination

This page intentionally left blank

EQUAL EMPLOYMENT OPPORTUNITY
Carver County embraces the concept of equal employment opportunity, and is committed to
compliance with all applicable federal and Minnesota laws, executive orders and administrative
regulations regarding same. The Regulations have been drafted and will be enforced without
regard to race, color, creed, religion, sex, national origin, age, disability, marital status, sexual
orientation, status with regard to public assistance, arrest or conviction records, except in the
instance of a bona fide occupational qualification necessary for proper and efficient government
operations. In all instances, proper regard shall be provided for applicants' and employees' privacy
and constitutional rights as citizens under Federal and Minnesota law.
May 21, 1996 Section 2-A 1

This page intentionally left blank

RECRUITMENT AND SELECTION
Overview
Consistent with the concepts of Equal Employment and Affirmative Action, Carver County will
recruit and select qualified individuals available for all positions. As set forth more fully in other
policies, Carver County is also committed to the philosophy of promoting from within the County
whenever all other qualifications are equal. Where it is necessary to recruit and hire new
employees from outside, all such recruiting shall be conducted and coordinated by the Human
Resources Department. Any recruiting, offers of employment, or other related matters must be
authorized by Human Resources.
Filling Authorized Positions
Department Heads shall notify the Human Resources Department when an opening exists through
a standard position requisition procedure. A signed personnel requisition is required to add staff or
replace terminated staff. Approval is required by the: 1) Department Head; 2) Human Resources
Director; and 3) Administrator. The requisition shall specify the employment status, duties,
wage/salary and other pertinent information necessary for the recruiting process.
Vacancies
A vacancy shall be defined as any position receiving authorization pursuant to the paragraph
above. Vacancies may be filled by reemployment, reinstatement, promotion, transfer, demotion or
new hire.
Recruitment
When a vacancy exists, the Human Resources Department shall prepare and publish a notice of the
position opening using the appropriate internal and external sources deemed necessary to attract
sufficient numbers of qualified applicants. The notice shall specify the position's title, salary range
and/or hiring range of the classification, a description of the duties and responsibilities, working
hours, minimum qualifications, the application procedure and other pertinent information. Such
announcements shall allow a reasonable period of time for interested parties to apply; the
minimum notice period shall be five (5) working days.
Application
An applicant for a vacancy shall complete an employment application form, and submit a resume if
applicable, to supply pertinent information relative to the applicant's skills, education, experience,
licenses, etc. needed to assess the applicant's qualifications. Applications will be received and
screened by Human Resources, with those possessing the required qualifications referred to the
hiring authority for the selection process. Applications for non-law enforcement positions shall
May 21, 1996 Section 2-B 1

emain active for a period of six (6) months if the applicant possesses the required qualifications of
the position. Law enforcement applications may be maintained for up to twelve (12) months as
part of an active eligibility list.
Selection
The selection process may consist of competitive examinations, ratings of experience and training,
physical abilities and examination, oral interviews and/or other valid selection techniques. The
specific procedure(s) utilized shall depend on the position. From the available candidates, the best
candidate shall be selected by the Appointing Authority as a potential hire. The Human Resources
Department or the hiring supervisor shall check a minimum of two (2) references. In the unusual
circumstance that it is deemed necessary to appoint an applicant to a position before appropriate
investigation is completed, the offer of appointment shall be conditional upon the investigation
providing satisfactory results. In such cases, a prospective employee shall be required to sign a
statement accepting a conditional appointment. All appointments are otherwise conditional,
subject to County Board approval or approval by a County Board designated Appointing
Authority. The County Board will review the appointments of all Department Heads as listed in
the Application rule (Section 1).
Human Resources shall formally notify the selected candidate of their appointment, the starting
date, salary, benefits, status and other conditions of employment. Upon arrival, an orientation to
County employment shall be conducted.
Human Resources shall promptly notify those applicants not selected for the position.
Re-employment
Reemployed persons shall be considered new employees, without consideration of previous
employment for purposes of pay, benefits or seniority and shall serve a probationary period.
Re-instatement
Former employees may receive consideration for re-instatement to their former position, upon the
recommendation of the Department Head and Human Resources Director to the County Board.
Re-instated employees may receive consideration of previous employment for the purposes of pay,
benefits and probationary period for up to one (1) year after termination.
Nepotism
Relatives of County Department Heads and employees may not be employed or engaged to
perform services where one relative will exercise or directly influence the recruitment,
employment, salary, fees, performance reviews or other employment actions of another relative.
Relatives for the purpose of this policy shall be defined as spouse, parents, children, siblings,
May 21, 1996 Section 2-B 2

grandparents, in-laws, aunts, uncles, nieces, nephews. All decisions and determinations with
regard to the interpretation and effect of the above shall be made by the County Administrator.
Should questions of interpretation arise, the County will use the following legal definition of
relative for making administrative determinations under the policy: "Relatives shall be defined as
persons related by blood or marriage within the third degree of kinship, computed according to the
rules of ‘civil law'". If two employees within the same department marry during their period of
employment, and if they become ineligible due to the Nepotism policy, one of the employees shall
be transferred if a like or similar position is available.
May 21, 1996 Section 2-B 3

This page intentionally left blank

REQUIREMENT OF PHYSICAL & PSYCHOLOGICAL EXAMINATION
An applicant or employee appointed to a position must be of sufficient health to satisfactorily
perform the essential duties and responsibilities of the position.
After a conditional offer of employment has been made, the selected applicant will be required to
undergo and pass an appropriate pre-placement health screening and may be required to undergo a
physical and/or psychological examination prior to appointment to a position. The County will pay
the total cost of such conditional offer pre-employment examinations. A medical evaluation report
shall be prepared for each applicant and filed with the Human Resources Department. In the event
that the applicant is appointed and upon obtaining the appropriate medical release, the report shall
be considered part of the employee's personnel files.
If a medical evaluation report indicates that an otherwise eligible applicant for employment has a
mental or physical condition which causes such applicant to be considered as a serious health risk
or whenever the applicant is reported to have a condition that may substantially affect the
applicant's ability to perform the essential duties and responsibilities of the position involved, the
County may declare the applicant/employee ineligible for consideration for appointment to the
position. The provision of this subsection shall apply to all employees appointed before an
examination is conducted or before results are determined and the services of such employees may
be suspended or terminated until the condition is corrected and the applicant is reexamined and
passed by a qualified physician or psychologist.
Whenever it appears that an employee may have a mental or physical condition which causes such
employee to be considered a risk to the health and safety of him/herself or others, or whenever the
employee is considered by a Department Head to have a condition that may substantially affect the
employee's ability to perform the essential duties and responsibilities of the position involved, or
causes the employee to use sick leave in an excessive manner, the County may require such
employee to discontinue work immediately and be examined at the County's expense by a qualified
physician or psychologist approved by the County. Upon proper medical release, the physician
shall provide a medical evaluation report to the County. An employee required to discontinue
work may not return until authorized by the physician approved by the County.
If, upon receipt of the physician's report, the County determines that the employee is unable to
perform the essential duties of the current position, the employee may be eligible for a transfer to a
vacant position for which the employee is proven to be qualified. The County will make
reasonable accommodations to assist the employee in gainful employment with the County.
Whenever an employee is receiving medical treatment which includes a prescription drug which
would likely affect the employee's mental and/or physical ability to perform the employee's
work, the employee has a duty to notify his/her Department Head of such treatment. If it is
determined that such medication may impair the employee's ability to perform the duties of
his/her position, reasonable accommodation shall be made within the limits of these regulations
to place such an employee in gainful employment with the County for the duration of the
medical treatment.
July 1, 1997 Section 2-C 1

This page intentionally left blank

PROBATIONARY PERIOD
Purpose
A probationary period will be required for employees upon appointment or promotion to a position
for the purpose of examining and evaluating the employee's total work performance and conduct.
The Appointing Authority shall determine whether regular employment status is to be granted or
denied. Such a determination is final.
Duration
Every person appointed, promoted, reclassified or transferred to a regular position shall be required
to successfully complete a probationary period. The probationary period shall commence upon
appointment to the position and normally continue for six (6) months of active service, except
those employees of the Sheriff's Department required to serve one (1) year.
A probationary period may be extended up to an additional six (6) months by the Department
Head's filing for a request for an extension with the Human Resources Director prior to the
expiration of probation period. A request for extension must detail the cause and length of the
extension.
Evaluation
The employee's supervisor shall prepare periodic performance appraisals during the probationary
period, normally at the mid-term of the period and one month prior to the end of the probationary
period. Such reports shall indicate performance deficiencies, if any, and recommendations for
improvement.
Completion
The Department Head shall have the option to certify that the employee's performance and conduct
is satisfactory and grant regular employment status at the conclusion of the probationary period. If
the employee is unable or unwilling to satisfactorily perform the duties and responsibilities or
exhibit work habits that do not warrant granting regular status, the Department Head may terminate
the employee at any time during the probation period. An employee so terminated shall be notified
in writing of the decision.
A regular employee who does not successfully complete the probationary period following a
promotion or transfer, may, upon the acceptance of the Department Head, be eligible for
reemployment to the first available position in the classification previously held. Employees
transferred or promoted while serving a probationary period must complete a full probationary
period in the new position.
April 13, 1999 Section 2-D 1

Benefits During Probation
A probationary employee is eligible for the accumulation and usage of sick leave and for all
County paid insurance benefits, after the employee has met the eligibility and/or waiting period
requirements for these benefits. Vacation accumulates during the probationary period, but is not
eligible for use or payment until regular status is first granted.
April 13, 1999 Section 2-D 2

PROMOTION, DEMOTION, AND TRANSFER
Employees promoted, demoted, or transferred shall be required to successfully complete a
probationary period beginning with the effective date of the employee’s promotion, demotion, or
transfer.
Regular employees promoted, demoted, or transferred shall retain and may use all accrued
benefits, including accumulated sick leave and vacation and shall continue to earn benefits based
upon total continued years of service during their probationary period.
Promotions
Vacancies in higher positions shall be filled, when it is in the best interests of the County, by
promotion of present employees who meet the requirements established for the higher
classification. A promoted employee shall generally be placed at the minimum of the new grade
or receive an increase of 4.5% from their previous rate of compensation, but not to exceed the
maximum of the new grade. Upon request from the Department Head in consultation with the
Human Resources Director, the promoted employee may receive an increase of up to 9.0% of
their previous base rate of compensation not to exceed the maximum of the new grade, based
upon factors such as internal equity, the employee’s performance prior to promotion, the
employee’s length of continuous service with Carver County, and market influences. Requests
for a higher wage or salary must be approved by the County Board.
Transfers
An employee may be transferred from one department to another. All employees transferring shall
give their present Department Head twenty (20) working days notice, exclusive of time off, unless
this requirement has been waived by both Department Heads.
When an employee transfers from one department to another or within a department, and they
make a lateral transfer or move to a same job classification, the employee’s rate of pay will
remain the same. Anniversary date and step increases for the individual will not change.
Demotion
An employee may be demoted by a Department Head to a position of lower classification, for
which the employee is qualified, for any of the following reasons:
1. When an employee would otherwise be laid off because of position elimination,
reclassification, lack of work or funds, or the return to work from authorized leave by
another employee to such a position in accordance with the Regulations.
2. When a voluntary demotion is requested by an employee, the employee’s pay shall be
placed within the salary range for the class of the demoted position. The Department Head
shall consult with the Human Resources Director to determine the new rate of pay.
3. As a result of disciplinary action. Employees demoted for disciplinary reasons shall
receive at least a 4.5% decrease in their rate of pay.
May 21, 1996 Section 2-E 1
Revised: Sept. 9, 2003

Any regular or probationary employee about to be laid off may be demoted to replace any
employee with less seniority in the same or lower class, provided the employee has previously
worked in such class. The employee shall also be placed on the appropriate layoff list. Any
employee to be demoted shall receive the reasons for such demotion, in writing, from the Human
Resources Director.
Demotions may be subject to position availability.
In no event shall a demoted employee’s rate of pay remain above the maximum of the authorized
salary range of the class to which the employee was demoted.
May 21, 1996 Section 2-E 2
Revised: Sept. 9, 2003

HOURS OF WORK
Except where other hours are authorized by Collective Bargaining Agreements or departmental
rules, approved by the County Board, a full-time work shift shall be eight (8) hours and eighty (80)
hours for a normal payroll period. The Department Head shall determine the work schedule, to
include an unpaid meal period, not to exceed one (1) hour in length. Meal periods shall not be
included in any computations to determine the amount of compensation or compensatory leave due
an employee for overtime. Rest periods shall be fifteen (15) minutes for each four (4) hour
period for employees as scheduled by the Department Head or immediate supervisor.
Regular and punctual attendance at work shall be required of all employees. The County shall
establish uniform attendance requirements, time recording and time reporting procedures. Each
Department Head shall be responsible for documentation and completion of such procedures.
Any employee who fails to observe attendance or time recording requirements shall be subject to
disciplinary action, up to and including termination.
Compensation payments are generally to be made on a biweekly basis, unless special
circumstances require monthly compensation.
Overtime
1. For purposes of computing overtime, the workweek shall begin at 12:01 am Monday,
unless the Sheriff establishes a different workweek within the Sheriff’s Office.
2. Non-Exempt Employees: Hours worked by non-exempt employees in excess of 35 hours
per week, but less than 40 hours, will be compensated at the employee's base wage rate.
Hours worked beyond 40 hours per week will be compensated at one and one-half times
their base wage rate or earn compensation time off at one-and-one-half the hours worked
over 40. The employee must designate whether they choose to receive cash or
compensatory time prior to each fiscal year, which will be applied for the entire year.
3. Any hours worked beyond the normal workweek shall require prior supervisor approval.
All hours in compensated payroll status shall be considered as hours of work required to
qualify for overtime premium. Non-compensated leave of absence hours shall not be
included in the worked hours per week required to qualify for overtime premium.
3. Exempt Employees: Exempt employees shall not be eligible for additional paid
compensation for hours worked in excess of forty (40) per week. They shall be eligible for
compensatory time off on an hour-for hour-basis. No guarantee exists for the use of
compensatory time.
4. The use of compensatory time requires prior supervisor approval.
April 13, 1999 Section 2-F 1

Alternative Work Schedules
If an employee makes a request for an alternative work schedule and such request is denied by the
employee’s supervisor, the employee may appeal this decision in successive steps through their
department’s management levels up to and concluding at the level of the County Administrator.
Not withstanding the Dispute Resolution Rule, the ultimate work schedule decision shall not be
subject to appeal through the dispute resolution mechanism of these Personnel Rules &
Regulations.
April 13, 1999 Section 2-F 2

July 29, 2002
Revised January 23, 2006
CARVER COUNTY EMPLOYEE TIMECARD INSTRUCTIONS
The following instructions explain how to complete each item on the Carver County Timecard.
If you have any questions, contact the Human Resources Department at 952-361-1525; extension
1525.
Please print the information on the timecard and complete the timecard using black ink.
Numbers should be recorded in decimal format not as fractions. Payroll codes and Timecard
codes are located on the back of each timecard. Payroll Code: These are mandatory and are
used to identify the boxes along the right side of the timecard. These payroll codes appear on
your bi-weekly paycheck. Timecard Code: These codes are to be used as identifiers in the
comment and/or other columns as an explanation. Example: LL = Long Lunch
Name
List your last name, first name and middle initial.
Department Number
List the department number assigned to your department.
Employee Number
List your four-digit employee number as assigned to you by Human Resources
Pay Period Ending
List the number of the month, day, and year on which the payroll period ends. Pay periods begin
effective 12:01 A.M. on the first Monday of the pay period and ends at midnight on the Sunday
following the last Saturday of the pay period.
Weekly In and Out Recording
The “In and Out” column, located on the left side of the timecard, is used to record times you
begin working and end working during each day. Put the time you arrive and begin working in
the "In" column and the time you stop working in the "Out" column to reflect the actual time you
worked. In the event you worked and left and returned to work, record the additional time in the
"In" and "Out" column, separated by a slash (/) mark.
IMPORTANT: The recording of vacation, sick leave taken, compensatory time
taken, overtime, compensatory time accrued, etc. requires prior approval of
your supervisor as outlined in the County Rules and Regulations and collective
bargaining agreements.
Actual Hours Worked
Record actual hours worked per day, in the FT/PT (full-time/part-time) column. Record hours
for recognized County Holidays in the FT/PT column, leaving the “In” and “Out” column blank,
unless you actually worked on the holiday. DO NOT INCLUDE floating holidays, vacation,
sick leave, shift differential, compensatory, funeral, military, jury duty, leave without pay,
premium pay hours, etc.
Section 2-F (insert)
1

Sick Leave Time
Record hours taken that are previously earned and approved in the SL (Sick Leave) column.
Compensatory Time Taken
Record hours taken that are previously earned and approved in the CT (Comp Taken) column.
Compensatory hours are defined in the Carver County Personnel Rules and Regulations and
collective bargaining agreements.
Vacation Time
Record hours taken that are previously earned and approved in the VC (Vacation) column.
Holidays
Include hours taken for recognized County Holidays in the FT/PT column. When recording
County and Floating Holidays, leave the "In" and "Out" columns blank. Record Floating
Holiday hours taken in the Comment column and the total Floating Holiday hours in the FH box
on the right. County and Floating Holidays are defined in the Carver County Personnel Rules
and Regulations and collective bargaining agreements.
If you work on a recognized County Holiday, record the actual hours worked in the “In” and
“Out” column. Calculate holiday pay in the comment column as defined in the Carver County
Personnel Rules and Regulations or collective bargaining agreements. The recognized County
Holiday hours and actual holiday hours worked are included in the FT/PT box on the right. The
additional holiday hours that are to be compensated for are recorded in either the SO (Overtime)
or CE (Comp Earned) boxes on the right.
Funeral Leave
Hours taken as actual County paid Funeral Leave as approved by your supervisor in accordance
with and as defined in the Carver County Rules and Regulations or collective bargaining
agreement. Hours taken as County paid Funeral Leave should be written in the comment section
of your timecard on the day the leave was taken and identified with the coding FL. Additionally,
these hours should be and listed as “other” hours and appropriately coded FL under the totals
column along the right side of the timecard.
Funeral Sick Leave
Hours taken as sick leave to be used to attend a funeral as approved by your supervisor in
accordance with and as defined in the Carver County Rules and Regulations or collective
bargaining agreement. These hours should be written in the comment section of your timecard
on the day the leave taken and identified with the coding FS. Additionally, these hours should be
and listed as “other” hours and appropriately coded FS under the totals column along the right
side of the timecard.
Jury Duty, Military
Recording hours that an employee serves on Jury Duty should be written in the comment section
of your timecard for the days that you served for Jury Duty as hours worked and identified with
July 29, 2002
Revised January 23, 2006
Section 2-F (insert)
2

the coding JD. Additionally, these hours should be and listed as “other” hours and appropriately
coded JD under the totals column along the right side of the timecard
Shift Differential (if applicable)
Record the number of hours shift differential applies to in the SH (Shift Hours) box on the right.
Record the shift differential rate below the number of shift hours. Shift differential time periods
are defined by collective bargaining agreements.
Leave Without Pay
Record the beginning of the Leave of Absence without pay in the Comment column, identifying
LW (Leave without Pay) using the Timecard Code
Other
List and record any of the following hours worked in the Comment column, identifying the
appropriate Timecard or Payroll Code. Other hours worked are defined in the Carver County
Personnel Rules and Regulations Manual and collective bargaining agreements and may include,
but are not limited to the following:
1. Premium Pay
2. FTO (Field Training Officers)
3. Call Out
4. Court Time
5. Call Back
Subtotal
Subtotal the FT/PT, SL, VC, and CT columns for each week.
Overtime Worked
If you are non-exempt and have elected to be paid cash for overtime, add together all hours in
compensated status for the week in the sub-total line. Record any hours over forty in the subtotal
comment box. Add the overtime for each sub-total comment box and calculate the hours
worked over forty at time and one-half or double time in the SO (Overtime) box on the right.
Compensatory Time Earned
If you are non-exempt, and have elected to accrue compensatory time, add together all hours in
compensated status for the week in the sub-total line. Record any hours over forty in the subtotal
comment box. Add the overtime from each sub-total comment box and calculate the hours
worked over forty at time and one-half or double time in the CE (Comp Earned) box on the right.
If you are exempt, compensatory time is earned at straight time, unless defined differently in a
collective bargaining agreement. Record actual hours worked in the FT/PT column. Record
any hours compensated over eighty, or as defined in collective bargaining agreements, in the biweekly
pay period, in the CE (Comp Earned) box on the right.
July 29, 2002
Revised January 23, 2006
Section 2-F (insert)
3

Total of All Hours Worked
Total of all hours worked which you will be compensated for.
Employee Signature/Supervisory Signature
Sign the timecard and give it to your immediate supervisor to have it signed. Timecards must be
turned in to payroll by noon on the Monday prior to that Friday's payday, unless other
arrangements are approved. Finance may periodically request an earlier due date, i.e. when a
holiday is observed on a Monday.
NOTE: The above employee timecard instructions may not pertain to every
employee situation. Questions for clarification of timecard completion should be
directed to your immediate supervisor or to the Human Resources Department.
July 29, 2002
Revised January 23, 2006
Section 2-F (insert)
4

Timecard Example (front side):
Name (Last, First, MI)
Dept # Employee # Pay Period End
Week One FT/PT VC SL CT Comments Hours
In
Out
MON
CARVER
COUNTY
FT
Subtotal
In
Out
In
Out
In
Out
In
Out
In
Out
In
Out
SUN SAT FRI THUR WED TUE
PT
SH
$
VC
SL
FH
OC
$
SO
Week Two FT/PT VC SL CT Comments
In
Out
In
Out
TUE MON
CE
CT
In
Out
In
Out
In
Out
In
Out
In
Out
SUN SAT FRI THUR WED
PW
Human Resources / Payroll
Use Only!!
VQ
SQ
Subtotal
HO
Employee Signature
Supervisor Signature
Total

Timecard Example (backside):
CARVER COUNTY
Payroll Codes
Full-time : FT
Part-time : PT
Vacation : VC
Sick Leave : SL
Comp Earned : CE
Comp Taken : CT
Shift Hours : SH
Floating Holiday : FH
Funeral Leave Co. Paid : FL
Funeral Sick Leave : FS
Jury Duty : JD
Over-time : SO
On-call Pay : OC
Timecard Codes
County Paid Holiday : CH
Military Leave : ML
Leave w/o Pay : LW
Jury Duty : JD
Long-Lunch : LL
Worker's Comp. Pay : WC
Field Training Officer : TO
Premium Pay : PP
Call-out : CL
Court Call -out : CO
Call Back : CB
Education Incentive : EI
Growth & Development : GD

Pay Periods for 2006
Pay Period Pay Period Pay Period
of the Year Starts Ends Check Date
1 12/26/2005 1/8/2006 1/13/2006
2 1/9/2006 1/22/2006 1/27/2006
3 1/23/2006 2/5/2006 2/10/2006
4 2/6/2006 2/19/2006 2/24/2006
5 2/20/2006 3/5/2006 3/10/2006
6 3/6/2006 3/19/2006 3/24/2006
7 3/20/2006 4/2/2006 4/7/2006
8 4/3/2006 4/16/2006 4/21/2006
9 4/17/2006 4/30/2006 5/5/2006
10 5/1/2006 5/14/2006 5/19/2006
11 5/15/2006 5/28/2006 6/2/2006
12 5/29/2006 6/11/2006 6/16/2006
13 6/12/2006 6/25/2006 6/30/2006
14 6/26/2006 7/9/2006 7/14/2006
15 7/10/2006 7/23/2006 7/28/2006
16 7/24/2006 8/6/2006 8/11/2006
17 8/7/2006 8/20/2006 8/25/2006
18 8/21/2006 9/3/2006 9/8/2006
19 9/4/2006 9/17/2006 9/22/2006
20 9/18/2006 10/1/2006 10/6/2006
21 10/2/2006 10/15/2006 10/20/2006
22 10/16/2006 10/29/2006 11/3/2006
23 10/30/2006 11/12/2006 11/17/2006
24 11/13/2006 11/26/2006 12/1/2006
25 11/27/2006 12/10/2006 12/15/2006
26 12/11/2006 12/24/2006 12/29/2006
First Payroll of
2007 12/25/2006 1/7/2007 1/12/2007

This page intentionally left blank

OUTSIDE EMPLOYMENT
An employee shall not engage in any employment, private enterprise, participate in any
professional activity or perform any act or service during or outside their employment with the
County, which would affect the employee's ability to perform the normal duties and
responsibilities of their position, or which is adverse to the interests of the County.
The performance of an act in other than the capacity as an employee which may later be subject
directly or indirectly to the control, inspection, review, audit or enforcement by said employee for
the department by which that person is employed is prohibited.
Employees shall notify their Department Head, in writing, of their intent to seek outside
employment, including the nature, place and working hours. The Department Head shall examine
whether the outside employment or activity is of a similar nature to County employment. The
Department Head will indicate approval or disapproval in writing with a copy forwarded to the
County Administrator. In instances where the County Administrator finds an actual or apparent
conflict of interest, the employment or activity may be disapproved. In such cases, the aggrieved
employee may appeal the determination to the Board, whose decision shall be final.
An employee's failure to disclose non-County employment as referred to in the Employee
Discipline and Discharge rule, Section 3, may be grounds for disciplinary action, including
suspension or termination.
Employees participating in non-compensated activities or volunteer work are encouraged to
continue in such participation. If an employee is participating in any non-compensated activity
that may cause a conflict, as referred to in the Employee Discipline and Discharge rule, Section 3,
he/she is encouraged to discuss the activity with their supervisor or Department Head. If a potential
for conflict exists, the Administrator will make a determination as to actual or apparent conflict of
interest. If the activity is disapproved by the Administrator, the aggrieved employee may appeal
the decision to the Board, whose decision shall be final.
August 9, 1994 Section 2-G 1

This page intentionally left blank

TERMINATION
Overview
Employees may be separated from employment by means of retirement, voluntary termination,
discharge or layoff. Payment for vacation and/or other severance may be withheld if the employee
is in any way indebted to the County or in possession of County equipment or property. Whenever
possible, an exit interview shall be conducted with the employee by the Human Resources
Department.
Retirement
No regular employee shall be required to retire from County employment solely for age, except in
those positions where a bona fide occupation qualification (BFOQ) exists.
Voluntary Termination
An employee who wishes to resign in good standing shall provide written notice to the immediate
supervisor at least ten (10) working days, exclusive of time off, prior to the intended resignation
date. A supervisory employee must provide their immediate supervisor with at least twenty (20)
working days prior notice, exclusive of any time off. The employee shall then notify Human
Resources of their intent to resign and complete the appropriate resignation forms.
The supervisor shall notify the Human Resources Department of the acceptance of the employee's
resignation notice as submitted, as well as the employee's opportunity for re-employment or
reinstatement. The resignation will be forwarded to the Administrator, which may accept it with or
without modification. The Administrator may reject the employee's resignation and discharge the
employee.
An employee who does not submit a resignation in compliance with the provisions of these
regulations may be considered as having not resigned in good standing. An employee who does
not resign in good standing will: 1) be deprived of the opportunity to be considered for
reinstatement; 2) have the fact recorded into the employee's record; and 3) forfeit the sick leave
portion of any available severance pay.
Discharge
When corrective action and/or disciplinary action has failed to: 1) improve unacceptable
performance; 2) obtain compliance with policies or practices; or 3) correct conduct inappropriate
for the specific circumstances, any employee may be discharged for cause consistent with the
Employee Discipline and Discharge rule, Section 3, following proper notice to the employee.
Under no circumstances shall an employee be discharged without reviewing the action with the
Human Resources Director. The employee shall be suspended with pay, pending a review of the
circumstances, if removal from the work site is necessary.
May 21, 1996 Section 2-H 1

An employee who is absent from work for a period of three (3) days or more without notifying
their immediate supervisor of the reasons for the absence and receiving permission to remain
away from work, shall be considered as having resigned without notice and not in good standing,
provided that the failure to contact the Department Head was not caused by unavoidable
circumstances. This rule shall also apply to an employee who fails to return within three (3) days
of the expiration of an authorized leave.
Work Force Reduction
In order to maintain a balanced work force of experienced and qualified employees, the County
may, at its discretion, determine that work force adjustments are needed. If it becomes necessary
to reduce the number of employees for a period of more than one week, the County will observe
the following procedures.
1. Reduction shall be implemented by inverse seniority within each classification.
2. Employees will be laid off in the following order:
First - all temporary and casual employees.
Second - all probationary employees.
Third - all regular part-time employees.
Fourth - all regular full-time employees.
3. Notice of reduction in work force will be issued 10 working days in advance of the effective
date of layoff whenever work conditions permit.
May 21, 1996 Section 2-H 2

SECTION 3
PERFORMANCE, BEHAVIOR AND CONDUCT
Employee Training and Development
Performance Evaluation
Sexual Harassment Policy
Acknowledgement of Sexual Harassment Policy
Drug Free Workplace
Tobacco Free Workplace
Political Activity
Gift Prohibition
Dispute Resolution
Employee Discipline and Discharge
1

This page intentionally left blank
2

EMPLOYEE TRAINING AND DEVELOPMENT
Overview
The County shall establish, whenever possible, programs for the training and development needs of
County employees and encourage formal educational pursuits, which enhance a full-time, regular
employee's present job performance or potential for increased responsibility. Participation does not
guarantee improved earnings or job classification.
In-Service Training
The Human Resources Director shall be responsible for assessment of developmental needs and
program recommendations to the County Board and for assistance in the development and
implementation of training for specific needs of the department. Whenever possible, programs
will be coordinated between departments or other organizations to maximize training staff and
facilities.
Reimbursement for Education
The following criteria will be used for determination of reimbursable educational course work:
1. The class is relevant to the employee's job.
2. Attendance is warranted to keep an employee abreast of continuing developments in their
professional field or specific area of general management and is important to the operation
and function of the department.
Upon successful completion of a course with a grade or evaluation equivalent to a "C" or
better, reimbursement will be made as follows:
- The employee has received approval from the Department Head and Human
Resources Director, prior to enrollment in the course.
- In the instance where the County requires or requests the course, 100% for the
required cost of tuition, registration and laboratory fees. Assigned textbooks
reimbursed by the County will become County property at the conclusion of the
course.
- In elective courses of study, regular full-time employees may be reimbursed 50% of
tuition, registration and laboratory fees. Assigned textbooks for elective courses of
study will be reimbursed at 50% by the County. Employees must reimburse the
County 50% of the proceeds received if they sell the textbook(s) after the
conclusion of the course.
- Transcripts and itemized receipts are required as evidence of grades and
expenses.
July 1, 1997 Section 3-A 1

- The employee agrees to return to employment with the County for a period at
least equal to the training program.
- Expenses requested are available in the budget for the specific department.
No other fees or expenses will be reimbursed. If any of these criteria have not been met
after County monies have been extended for such purpose, the employee shall be
responsible for full restitution of County funds expended. The employee is responsible for
the scheduling and payment of any training or course-work that is solely taken to maintain
continuing education or certification for continued employment.
Conferences, Workshops & Seminars
Attendance at job-related conference, workshops or seminars must receive approval of the
Department Head and may require approval of the County Board. The criteria to be used in
selecting outside training to attend is the same as for Reimbursement for Education:
1. Topic is relevant to the employee’s job.
2. Attendance is warranted to keep employee abreast of continuing developments in their
professional field or specific area of general management and is important to the operation
and function of the department.
3. Any costs incurred for outside training requested by the County shall be reimbursed in
total.
July 1, 1997 Section 3-A 2

PERFORMANCE EVALUATION
Performance Evaluation Guidelines
The performance evaluation system shall be based on job descriptions and behavior and resultsoriented
performance standards. The performance evaluation system shall be designed to assist
and encourage the employee to reach maximum potential and enhance services provided by the
County. Employees shall be evaluated and counseled on work performance at least once a year
and an informal discussion shall occur approximately at a six (6) month interval between annual
reviews. Standards against which performance is to be measured shall be specific, measurable,
related to quality, quantity, timeliness of work or other reasonable performance criteria determined
by the appropriate supervisor. Department Heads are responsible for the overall implementation
and monitoring of performance evaluations of employees within the departments and shall be
evaluated on such implementation and monitoring.
A system for appraising performance of employees may be developed and placed into effect with
the approval of the County Board to meet the following minimum standards:
1. The performance evaluation system shall include, at a minimum, annual performance
evaluations and six (6) month informal discussions between supervisors and their
respective employees.
2. Annual performance evaluations shall be made in writing using the "Performance
Evaluation" form and both the supervisor and employee shall receive a copy.
3. Official copies of the annual performance evaluations shall be kept on file in the Human
Resources Department. An additional copy may be retained by the employee and/or the
supervisor conducting the evaluation.
4. Performance evaluations shall be based on job descriptions and behavior- and resultsoriented
performance standards.
5. The supervisor and the employee shall annually review the employee's job description and
performance standards for the purpose of updating and maintaining current descriptions.
6. In addition to the annual performance evaluations, employees shall also be evaluated under
the following conditions:
a. At the completion of three months service with the County supervisors shall
complete, at a minimum a discussion session with the employee. A summary of
this session shall be forwarded to the Human Resources Department.
b. Prior to the completion of the probationary period for new employees and for
employees promoted, transferred, demoted or reinstated into a new classification
(using the "Performance Evaluation" form). The completed evaluation form shall
be forwarded to the Human Resources department for inclusion in the employee's
personnel file.
May 21, 1996 Section 3-B 1

c. Any time an employee's performance has changed significantly, positively or
negatively.
d. Any time the supervisor feels that it is in the best interest of the employee or the
County.
Record of Performance Evaluation
Performance evaluations shall be recorded in writing in the form and manner described by the
Human Resources Director.
Performance Appraisal Procedure
Performance appraisals shall be conducted by persons designated in the department, generally the
employee's immediate supervisor. The immediate supervisor is the individual who assigns and
directs the employee's work, checks or inspects work for proper methods and results, is responsible
for discipline and is immediately responsible for the work of the employee.
In all instances, the person evaluating the performance of an individual must be familiar both with
the duties of the position and the body of work performed by the individual. The performance
evaluation shall be used for counseling and identifying the need for further training and
development.
The employee shall be notified at least one day before the interview to allow the employee to
assess their individual performance and prepare any questions or suggestions regarding more
effective ways of performing the duties of the position.
The next highest supervisor is primarily a reviewing rater, usually the immediate supervisor of the
first rater. The second rater's primary function, in the rating process, is to review the rating made
by the first line supervisor for consistency with County policy and to officially approve the rating.
Employees who have been under more than one supervisor during the rating period shall be rated
by the rating official having supervision of the employee at the time the rating is to be prepared. In
this instance, the present supervisor shall, where possible, consult with previous supervisors in
arriving at a rating.
Review of Performance Report
The rating supervisor shall discuss the performance report with the employee before the report is
made part of the employee's permanent record. The employee's signature is required to indicate
receipt of the evaluation, not necessarily agreement with its' content. Employees may respond in
writing to the evaluation. Employees concerns or disagreements may also be addressed through
the appropriate dispute resolution process.
May 21, 1996 Section 3-B 2

SEXUAL HARASSMENT POLICY
Definition
For purposes of this policy sexual harassment is defined as 1) any verbal, written, visual, or
physical conduct of a sexual or gender biased nature which is sufficiently severe to alter the
conditions of the victim's employment and create a hostile, intimidating or offensive work
environment; OR 2) any conduct of a sexual or gender biased nature which is offensive,
intimidating, unwelcome, or that could reasonably be taken as objectionable.
Policy
It is the policy of Carver County that all employees should be able to enjoy a respectful
workplace and a work atmosphere free from all forms of unlawful harassment, including implied
or expressed forms of sexual harassment. Sexual harassment infringes on an employee's right to
a comfortable, respectful work environment and is self-defeating as a workplace practice. It is a
form of misconduct that is illegal, against County policy and will not be tolerated. No employee
- male or female - should be subjected to sexual harassment. All employees are expected to
treat their coworkers, subordinates, supervisors and public contacts with respect at all
times. Carver County will not tolerate any form of sexual harassment in the work place,
including acts of non-employees.
Complaints of violations of the County's Sexual Harassment Policy will be quickly and
thoroughly investigated. Violations of this policy by any employee, whether or not the
violation rises to the level of illegal sexual harassment, will result in prompt disciplinary
action, up to and including, termination of employment.
Examples of sexually harassing conduct under this policy may include but are not limited to the
following:
1. Use of offensive or demeaning terms, which have a sexual connotation or a negative gender
connotation;
2. Objectionable physical proximity or physical contact;
3. Repeated, unwelcome suggestions regarding, or invitations to, social engagements or workrelated
social events;
4. Any indication, express or implied, that an employee's job security, job assignment,
opportunities for advancement or other terms or conditions of employment depend or may
depend on the granting of sexual favors to any other employee, supervisor, or manager;
5. Any action relating to an employee's job status, which is in fact affected by consideration of
the granting or refusal of social or sexual favors;
6. The deliberate or careless creation of an atmosphere of sexual harassment or intimidation;
August 24, 1999 Section 3-C 1

7. The deliberate or careless expression of jokes, remarks of a sexual nature to, or in the
presence of, employees who may find such jokes or remarks offensive;
8. The deliberate or careless dissemination of materials such as cartoons, articles, pictures, etc.
which have a sexual content, and which are not necessary for work, to employees who may
find such materials offensive;
9. The use of suggestive facial expressions or gestures of a sexual nature.
All employees should keep in mind that the absence of intent to sexually harass an individual is
not a defense to a complaint of sexual harassment. It is the impact and nature of the conduct,
not the intent that determine whether the conduct is sexually harassing.
Supervisory & Management Responsibilities
The supervisory and management personnel of Carver County are responsible for maintaining a
work environment that is respectful and free from discrimination in any form. A part of those
responsibilities are proactively maintaining the compliance of all employees with this policy.
Each supervisor's and manager's success in their jobs depends, in part, on carrying out these
responsibilities to prevent sexual harassment in the workplace and to maintain a respectful work
environment.
In the absence of a complaint, supervisors and managers observing conduct of the
aforementioned nature in the workplace are responsible for calling such behavior and this policy
to the attention of the participants at the time of the observance. A written summary of the
discussion shall immediately be forwarded to the Human Resources Director.
Supervisors receiving complaints or reports of alleged inappropriate conduct shall immediately
forward a report to the Human Resources Director, Human Resources Representative, or
Assistant County Attorney III - Civil Division (the County's Sexual Harassment officers) prior to
taking any action (screening, investigating, etc.) the complaint. In conference with a County
Sexual Harassment officer, a determination shall be made as to whether an investigation is
merited, who will investigate and what methods will be used in the investigation.
Failure of a supervisory or managerial employee to immediately forward reports of observances
or complaints to a County Sexual Harassment officer shall be grounds for disciplinary action, up
to and including termination of employment.
Employee Responsibilities
Non-supervisory employees observing conduct of the aforementioned nature are encouraged to
call such behavior and this policy to the attention of the participants at the time of the
observance, or promptly report such behavior to a supervisor or one of the County's Sexual
Harassment Officers.
August 24, 1999 Section 3-C 2

Any employee who feels he or she is being subjected to sexual harassment in any form, or any
employee with knowledge or belief of conduct on the part of another employee or other
individual which may constitute a violation of this policy, is required to report the alleged
conduct immediately to a supervisor or a County Sexual Harassment officer as designated by this
policy. While the County encourages written reports of the alleged conduct, verbal reports will
be accepted. The individual receiving the report will need the following information:
1. Date, time and location of incident
2. Identification of the offender(s)
3. A detailed description of the incident
4. Any materials in the complaining employee's possession related to the incident (e.g. cartoons,
articles, pictures)
5. Identification of any potential witnesses to the incident
Additionally, at the time of the incident, if you are the employee being subjected to the
inappropriate behavior and feel comfortable in so doing, you may courteously, but firmly, tell the
individual(s) engaging in the inappropriate behavior to stop the behavior because the behavior
makes you feel intimidated, offended or uncomfortable. Include a summary of this discussion in
your report to the supervisor or County Sexual Harassment Officer.
Complaint Investigation
The investigation methodology will include, at a minimum, personal interviews with the
reporting employee, the complaining employee (if different than the reporting employee) and
alleged offender(s). The investigation methodology may additionally include additional
interviews, document review and other methods deemed pertinent by the investigator.
Every effort will be made to respect the privacy and identity of all parties to a complaint brought
under this policy; however, this requires the cooperation of all parties involved in the
investigation, including the complainant(s), the alleged harasser(s) and witnesses. Additionally,
the County has an affirmative obligation to investigate, to take necessary action to resolve a
complaint, and to comply with relevant state and federal regulations, and retains the right to
disclose the identities of parties to a complaint, including witnesses, to those with a need or right
to know.
A determination as to whether a particular incident constitutes a violation of this policy will be
made based on the totality of facts and surrounding circumstances available to the investigator.
These facts and circumstances include the nature of the behavior, the nature of the relationships
between the parties involved, the situation and setting in which the incident occurred, and
previous incidents and/or past or continuing patterns of behavior related to the parties involved.
August 24, 1999 Section 3-C 3

The investigator will forward a summary of their investigation, the investigator's determination
as to whether the incident constitutes a violation of this policy and, as applicable,
recommendations on counseling, mediation, disciplinary or other personnel actions to the
Department Head(s) of the alleged violators. The Department Head(s) or supervisor shall
consult with the Human Resources Director prior to taking any disciplinary action and then shall
take such disciplinary action as deemed necessary to ensure the behavior is corrected. Failure of
the Department Head or supervisor to promptly take the agreed upon action shall be grounds for
disciplinary action, up to and including termination.
Reprisal
The County will not tolerate acts of retaliation against employees who have made a good faith
report of suspected violations of this policy or any person who assists or participates in an
investigation or assists or participates in a proceeding related to such investigation. The County
will discipline or take other appropriate action against any employee or elected official who
engages in acts of retaliation towards these individuals. For purposes of this policy, retaliation
includes but is not limited to: refusal to meet, or excessive delays in meeting with, or otherwise
working with the individual; refusal to share, or excessive delays in sharing, appropriate workrelated
information such as meetings schedules and agendas, changes in policies or laws; other
forms of interference of the individual in the performance of their job; verbal or physical threats;
ridicule; rumor spreading; making a false complaint against the individual; destruction of
property.
.
August 24, 1999 Section 3-C 4

ACKNOWLEDGEMENT OF SEXUAL HARASSMENT POLICY
I _____________________________________________________, acknowledge that Carver
County prohibits unlawful harassment, including sexual harassment and harassment based on race,
national origin, religion, pregnancy or age.
I understand that policies and procedures are in place at Carver County to prevent and remedy such
behavior.
I have read the County's Sexual Harassment Policy and understand that I am to make an immediate
report if I am subjected to harassment (or have knowledge of any harassment) by any county
employee (no matter if it is an executive, supervisor or coworker), customer, vendor or elected
official.
I acknowledge that I have attended the employee training session with Human Resources, and
viewed the Sexual Harassment Video, as recommended. In accordance with the guidelines
presented on the subjects covered and discussed, I agree to apply the information presented to the
best of my ability.
Employee Name (Printed)
______________________________________
Employee Signature
______________________________________
Date
______________________________________
Sign and return to Human Resources

This page intentionally left blank

DRUG FREE WORKPLACE
Carver County recognizes that alcohol and other drugs or controlled substances may cause
dependencies that are a significant social problem with a potential for causing severe effects to the
County's workforce. The County recognizes that alcohol and drug dependency may be an illness.
Consistent with this understanding, however, is the County's obligation to ensure that its
employees perform the responsibilities of their job in an efficient, safe and professional manner.
In recognition of the value of a drug and alcohol free workplace, and in conjunction with the Drug-
Free Workplace Act of 1988, the County adopted the following policy.
1. The unlawful manufacture, distribution, dispensation, possession or use of a controlled
substance is prohibited in the workplace. [For purposes of this section, the term "controlled
substance" is defined as a controlled substance which appears in Schedules I through V of
Section 202 of the Controlled Substance Act (21 U.S.C. 812)]. These may include, but are
not limited to, narcotics, depressant, stimulants, hallucinogens and cannabis.
2. If an employee is taking medically authorized drugs or other substances, which may alter
job performance, the employee is under an affirmative duty to notify the appropriate
supervisor of the potential that his/her ability to perform his/her regular duties may be
impaired.
3. Any violation of this drug-free policy shall constitute "just cause" for disciplinary action,
up to and including immediate suspension and/or termination.
4. As a condition of employment, employees will abide by the terms and conditions of this
drug-free policy and will notify their Department Head of any criminal drug statute
conviction for which a violation occurs in the workplace within five (5) calendar days after
such conviction.
5. The County will notify the contracting (granting) agency within ten (10) calendar days after
receiving actual notice of an above conviction.
6. Within thirty (30) calendar days of receiving notice from an employee of a drug related
workplace conviction, the County may require an employee to satisfactorily participate in a
drug abuse assistance or acceptable rehabilitation program. Programs of this type may be
available through our medical insurance program or Employee Assistance Program (EAP).
7. The County will notify the appropriate law enforcement agency when there is a reasonable
suspicion that an employee may have illegal drugs in his/her possession at work or on
County premises. Where it is appropriate, the County will also notify licensing boards.
April 13, 1999 Section 3-D 1

8. The County will establish a drug-free awareness program to inform Carver County
employees about:
a. The dangers of drug abuse, specifically in the workplace.
b. The policy of maintaining a drug-free workplace.
c. The availability of drug counseling, rehabilitation and employee assistance
programs.
d. The penalties that may be imposed upon employees for drug abuse violations.
9. Employees are discouraged from consuming alcoholic beverages during lunch or dinner
meals when returning immediately thereafter to perform work on behalf of the County.
Employees are advised that in any situation subsequent to the intake of alcohol, where the
employee must continue conducting County business, any employee whose condition or
behavior affects his/her work performance shall be subject to possible discipline, up to and
including discharge.
Each situation involving investigation and/or disciplinary action will be evaluated on a
case-by-case basis, depending on the severity and circumstances involved. Disclosure of
information regarding alcohol and other drug use in the workplace must be consistent with
applicable collective bargaining agreements and law. Questions in this area should be
directed to the Human Resources Department or the County Attorney's Office.
10. Employees in safety sensitive job classifications must also comply with County policies,
specific to these job classifications, which have been adopted in compliance with federal
and state regulations regarding drug and alcohol use in the workplace. These job
classifications include:
- Highway Superintendent
- Highway Foreman
- Highway Maintenance Worker
- Shop Mechanic Foreman
- Sign Shop Foreman
- Shop Mechanic
- Lead Parkkeeper
- Parkkeeper
- Bus Driver
Copies of these policies are available through Human Resources.
April 13, 1999 Section 3-D 2

TOBACCO FREE WORKPLACE
Consistent with the County's policy of a healthy and safe environment, and the intent of its
wellness programs, the use of tobacco products is prohibited in County facilities.
1. The use of tobacco products is prohibited in all County work sites - Government Center,
Health Services Building, MN Extension Offices, License Center, Libraries, maintenance
sheds and garages, and Park Administration Offices.
3. County vehicles are not covered by the County's policy. However, departments may
exercise the right to prohibit smoking in departmental vehicles.
May 21, 1996 Section 3-E 1

This page intentionally left blank

POLITICAL ACTIVITY
All County employees have the right to vote as they please, to express their opinions on political
subjects and retain membership in political parties.
Candidate for Public Office
An employee may be a candidate for partisan or non-partisan public office provided that no
employee shall campaign for such office during actual hours of work. Any employee seeking
public office must notify the Department Head and the Human Resources Director so that a
determination, by the Personnel Board of Appeals, can be made as to whether the position that the
employee occupies with the County would be in conflict with the candidacy for the public office
the employee is seeking. If the employee fails to provide proper notification of his/her candidacy,
the Human Resources Director shall call a special meeting of the Personnel Board of Appeals for
determination of any conflict of interest. If a finding of a conflict is made, the employee shall be
required to take a leave of absence without pay until the first business day following the election at
which the outcome of the election contest is determined.
Upon election, the employee must immediately notify the Department Head in writing. If the
Department Head determines that the duties of the elective office conflicts with the proper
discharge of County responsibilities, the employee will be required to be separated from the
County service or take a leave of absence.
Any non-elected Department Head or employee seeking public office must nevertheless devote
full-time energies to normal County employment and cannot campaign during normal working
hours.
Prohibited Activities
The following employee political activity is strictly prohibited:
- Using official authority or influence for the purpose of interfering with, or affecting the
result of, an election or nomination for office.
- Using official authority or influence to compel any officer or employee to apply for
membership in, or become a member of, any organization.
- Directly or indirectly coercing or attempting to coerce or command a state or local officer
or employee to pay, lend, or contribute anything of value for political purposes.
- Soliciting or receiving funds during hours of employment.
- Campaign material may only be placed or distributed at designated areas within County
facilities as determined by the County Board.
- The wearing of campaign buttons or other campaign regalia.
May 21, 1996 Section 3-F 1

Legislative Protocol for Employees
1. If you choose to lobby on a policy issue that would affect the operations of the County, you
are expected to confine your efforts to the County's current legislative agenda.
2. Your participation should be immediately communicated to the County's Legislative
Coordinator or the County Administrator.
3. If the issue has not been addressed by the County's legislative agenda, a County Board
position should be sought prior to any lobbying effort on your part.
4. If you lobby in a professional capacity, either at the request of a legislator or a professional
association, you must note in your testimony that you speak as a professional and not as a
County representative.
5. The Legislative Coordinator, County Administrator or designated personnel will organize
the County's efforts. Do not presume that you speak for the County Board, unless you have
reviewed their positions or have checked with them on specific issues.
6. When the County is paying the dues for membership in a professional association,
employees shall not take a position within that professional association that is inconsistent
with County Board policy.
7. All employees and appointed representatives shall notify the County Board and/or the
County Administrator of a pending appointment to an advisory board or task force initiated
outside of the scope of County Board authority.
This policy applies to all employees and respective appointed Board members that lobby as a
representative of Carver County.
May 21, 1996 Section 3-F 2

GIFT PROHIBITION
The 1994 amendments to the Ethics in Government Act included a broad prohibition of gifts to
officials given or requested by lobbyists or lobbyist principals. This amendment, codified as Minn.
Stat. §10A.071, gave rise to numerous requests for advisory opinions from the Board interpreting
the provision.
The Board has promulgated administrative rules addressing some of the more settled points of
interpretation of the gift prohibition. These rules became effective May 20, 1996 as Chapter 4512
of Minnesota Rules. The Board also maintains the text of all of its Administrative Rules at this site.
Annotated Statute
Because of its broad application and because it is still the subject of numerous requests to the
Board, the entire text of Minn. Stat. § 10A.071 is set forth below with annotations.
10A.071 CERTAIN GIFTS BY LOBBYISTS AND PRINCIPALS PROHIBITED.
Subdivision 1. Definitions
(a) The definitions in this subdivision apply to this section.
(b) "Gift" means money, real or personal property, a service, a loan, a forbearance or
forgiveness of indebtedness, or a promise of future employment, that is given and
received without the giver receiving consideration of equal or greater value in return.
[Annotation: The term "gift" has been interpreted broadly by the Board in its advisory opinions
with the recognition that nearly every benefit which may be conferred will fall into either real or
personal property or services. In Minn. Rules 4512.0100, subp. 3, the Board sets forth certain
categories of benefits which are specifically included in the definition. The definition extends to
loans of personal property for less than payment of fair market value and giving preferential
treatment for purchases. The latter category may be traced to an advisory opinion in which
officials were allowed to purchase tickets to an event before they were made available to the
general public.]
(c) "Official" means a public official, an employee of the legislature, or a local official of a
metropolitan governmental unit.
[Annotation: See the definitions of "public official" and "local official" at Minn. Stat. § 10A.01,
subds. 18 and 25, respectively, and the definition of a metropolitan governmental unit at 10A.01,
subd. 26. Also review the list of metropolitan governmental units. It is important to note that the
definition of "official" for the gift prohibition extends to employees of the legislature; a group not
included in the definitions of public officials or local officials. This extended definition makes the
gift prohibition the only section of Minnesota Statutes Chapter 10A having specific application to
all legislative employees.]
July 1, 1997 Section 3-F (insert) 1

Subdivision 2. Prohibition
A lobbyist or principal may not give a gift or request another to give a gift to an official. An
official may not accept a gift from a lobbyist or principal.
[Annotation: Implicit in this subdivision is the reciprocal prohibition on both the giver and the
receiver of the gift. This prohibition as it applies to the receiver is stated explicitly in Minn. Rules.
4512.0200.]
Subdivision 3. Exceptions
(a) The prohibitions in this section do not apply if the gift is:
(1) a contribution as defined in section 10A.01, subdivision 7;
[Annotation: The campaign contribution exception, as written, applies only to contributions to
state candidates who must register with the Board under Chapter 10A. The Board has not issued a
rule or an advisory opinion as to whether the exception also applies to campaign contributions to
local officials in metropolitan governmental units.]
(2) services to assist an official in the performance of official duties, including but
not limited to providing advice, consultation, information, and communication
in connection with legislation, and services to constituents;
[Annotation: There is no dollar limit on gifts given under this exception. The Board has issued
several advisory opinions on gifts falling under this exception has included both traditional
"services" and services such as the production and provision of informational materials within the
exception. The key element of the exception is that the benefit given must assist the official in the
performance of official duties. Thus, for example, a federal tax guide for legislators, to assist them
in preparation of their personal income tax returns, did not fall within this exception.]
(3) services of insignificant monetary value;
[Annotation: This exception applies to any services, even those of a personal nature. It might apply
to something such as giving an official a ride home. "Insignificant monetary value" has not been
specifically defined by the Board. In its recent rulemaking procedure, a proposed definition of
$5.00 was withdrawn to allow further opportunity to review the issue.]
(4) a plaque or similar memento recognizing individual services in a field of
specialty or to a charitable cause;
[Annotation: Rule 4512.0100, subp. 5, defines plaque or similar memento as "a decorative item
with an inscription recognizing an individual for an accomplishment". There is no dollar limit for
gifts falling under this exception. However, the gift must fit the definition of a plaque or similar
memento and must recognize individual services. Rule 4512.0100, subp. 4, limits "individual
July 1, 1997 Section 3-F (insert) 2

services" to services performed by an official outside of official duties, thus this exception may not
be the basis for the award of a plaque for a voting record or other official performance.]
(5) a trinket or memento of insignificant value;
[Annotation: This exception may be applied to virtually anything tangible and of insignificant
value. "Insignificant value" has not been specifically defined by the Board, however, a plaque not
falling under exception (4) and valued at $40.00 was held in an advisory opinion to be of greater
than insignificant value.]
(6) informational material of unexceptional value; or
[Annotation: This exception includes material which may not necessarily relate to the performance
of the official's official duties and includes a value limit. "Unexceptional value" has not been
specifically defined by the Board. The Board has held that a calendar valued at $5.00 would fall
within this exception. A proposed rule setting the value at less than $5.00 was withdrawn by the
Board to allow further time to review the issue.]
(7) food or a beverage given at a reception, meal, or meeting away from the
recipient's place of work by an organization before whom the recipient appears
to make a speech or answer questions as part of a program.
[Annotation: The Board has given effect to each part of this exception and required that in order to
fall within the exception, the official must appear before the sponsoring organization to speak or
answer questions as a part of a program. It is not enough that an official attending a function may
merely have occasion to answer casual questions.]
b) The prohibitions in this section do not apply if the gift is given:
(1) because of the recipient's membership in a group, a majority of whose members
are not officials, and an equivalent gift is given to the other members of the
group; or
[Annotation: The Board has not defined membership in a group by rule. However, in one advisory
opinion the Board held that membership in a group required some level of formality to define the
group and the member. The Board has also held that a group in which the members self-select,
such as the group of all persons attending a particular conference, does not fall within the
exception. It is likely that further examination by the Board through the advisory opinion process
will result in a more concise definition of this concept.]
(2) by a lobbyist or principal who is a member of the family of the recipient, unless
the gift is given on behalf of someone who is not a member of that family.
[Annotation: The Board has not defined the scope of the phrase "member of the family" in an
administrative rule, nor has it discussed the issue in advisory opinions.]
July 1, 1997 Section 3-F (insert) 3

This page intentionally left blank

Overview
DISPUTE RESOLUTION
The County recognizes that open and effective communication is an essential ingredient for
employee satisfaction and productivity. It shall be the policy of the County to encourage
communications by employees and their supervisors. As part of this policy, the County has
established an employee problem resolution procedure which employees will be encouraged to use
for resolution of a personnel action which the employee believes will adversely impact the terms,
conditions or status of their employment, without fear of criticism or reprisal.
Objectives
1. To ensure that employees receive equitable treatment.
2. To provide employees with an easily accessible procedure for expressing dissatisfaction in
regard to work related matters.
3. To foster sound employee relations through communication and resolution of work related
problems.
Guidelines
1. It is in the interest of the County that employees receive prompt resolution of disputes that
arise during their term of employment.
2. Dispute resolution meetings shall be scheduled at mutually satisfactory times.
3. Employees and supervisors may have the assistance of the Human Resources Department
at any time.
4. Information will be treated with discretion by all persons involved.
5. It is not the intention of the County Board, by establishment of this procedure, to thereby
grant an employee a second opportunity to litigate an issue which has already been litigated
in any other administrative or judicial proceeding.
Procedure
Step 1 - An employee with a dispute shall initially discuss the problem, within five (5) working
days, with the designated supervisor. The employee may be accompanied by the counsel of his/her
choice. The supervisor shall investigate the complaint, discuss the dispute with the employee and
provide an oral response to the employee within five (5) working days from the date the complaint
was initially presented. In instances where the organizational structure does not provide a level of
supervision between the Department Head and the employee, a dispute may be presented directly
to the Department Head as set forth in Step 2. The supervisor will explain the next appeal step if
the problem is not solved.
July 1, 1997 Section 3-G 1

Step 2 - If the employee is not satisfied with the supervisor's response, the employee may present
the dispute, in writing, to the Department Head within ten (10) working days of the response
received in Step 1. The nature of the dispute, the facts on which it is based, the provision(s) of
these regulations or the County work rules violated and the remedy requested must be included in
the written presentation. The Department Head shall investigate the complaint, discuss the dispute
with the employee and provide a written response to the employee within five (5) working days.
Step 3 - A dispute not resolved in Step 2 may be appealed to Step 3 using the same presentation
procedures outlined in Step 2. The County Administrator, or designated representative, shall
make, or cause to make an investigation of the dispute and alleged violation of these regulations.
The decision of the County Administrator shall be final (with the exception of suspensions over
twenty eight (28) days and discharges) and shall be placed in writing to the employee within fifteen
(15) working days following receipt of the appealed dispute.
Appeals Procedure
Where an employee complaint cannot be satisfactorily resolved in the three steps of the Dispute
Resolution Procedure, the appeal procedure outlined below shall be followed:
If the employee is not satisfied with the supervisor’s response, the employee may present the
dispute, in writing, to the Human Resources Director within ten (10) working days of the response
received in Step 3.
Upon receipt of the written request, the County Attorney shall schedule a hearing before the
Personnel Board of Appeals to be held within fifty (50) working days from the day of receipt of
such a request.
The hearing may be continued by the Personnel Board of Appeals for good cause shown by either
party.
Conduct of Hearing
A party may call witnesses to testify at the hearing. The witnesses shall be sworn by the chief
presiding officer. Testimony shall be tape-recorded or transcribed and shall be preserved at least
until the time for further appeal has expired. The employee, as the aggrieved party, shall present
testimony first. The employer may introduce testimony at the close of the employee's case. Both
parties may cross-examine witnesses as in a civil lawsuit. The Personnel Board of Appeals on its
own motion may investigate the circumstances surrounding a complaint in any department for the
purpose of resolving the dispute.
July 1, 1997 Section 3-G 2

Decision
The decision of the Personnel Board of Appeals shall be based upon substantial and competent
evidence. The Personnel Board of Appeals shall make written findings of fact, decision and order
within sixty (60) days of the filing. All records of the proceedings shall be kept on file in the office
of the Human Resources Director. Findings, decisions and orders and any reports of the Personnel
Board of Appeals shall be submitted to the County Board for consideration and action as deemed
appropriate by the County Board, except that to the extent required with respect to the employees
of departments and agencies paid in full or in part by Federal funds, the findings of the Personnel
Board of Appeals shall be binding and final in those circumstances necessary to conform to any
valid Federal or State regulations affecting the department or position.
Time Limits
If the dispute is not presented within the time periods set forth above, it shall be considered waived.
If a grievance is not appealed to the next step within the specified time limit, it shall be considered
settled on the basis of the last answer. If the proper authority does not answer a complaint or
appeal thereof within the specified time limits, the employee shall treat the dispute as denied and
may immediately appeal to the next step. The time limit in each step may be extended by mutual
agreement of the employee and the authority involved in the step.
Reprisals Prohibited
No employee shall be disciplined for seeking redress through this procedure or as a result of
testimony in accordance with the provisions of these regulations.
July 1, 1997 Section 3-G 3

This page intentionally left blank

EMPLOYEE DISCIPLINE & DISCHARGE
Overview
Carver County affirms its right and responsibility to develop and administer the regulations,
disciplinary measures and general work rules necessary to ensure efficient operation of services,
fair treatment and safe working conditions. The County retains all rights and privileges not
specifically addressed in these Regulations.
Cause
Any disciplinary action shall be for a reasonable or just cause and may include, but will not be
limited to, the following:
1. Conduct or performance which fails to satisfy the duties, responsibilities, quantity, quality
or safety rules of the job.
2. Insubordinate conduct, refusal to follow a supervisor's direction or willful violation of a
lawful regulation.
3. Restriction, interference or harassment of others in the performance of their job, which is
adversely distracting or disrupting the well being of others. (Complaints of harassment
should be immediately filed with the supervisor or Human Resources Director).
4. Gross negligence or willful destruction/abuse of any County property or material,
misappropriation and/or mismanagement of County property or funds, theft, fighting,
possession of illegal weapons and falsifying or destroying County reports or records,
including falsification of an employee's time card.
5. Reporting to work under the influence of alcohol, illicit drugs or controlled substance,
possession or consumption of same while on the job.
6. Excessive or unexcused absences, lateness in reporting to work or leaving the work site
before regular quitting time.
7. The solicitation or acceptance of money, gifts or valued items which may be construed as
evidence of favoritism, coercion, unfair advantage, collusion or otherwise impacting the
decisions of an employee in public matters.
8. The use or threatened use of political influence to exert pressure on any County employee
for favors or to conduct actions contrary to these Regulations.
9. Willful deception or misrepresentation on an employment application.
10. Reporting for a scheduled work assignment in clothing or appearance, which an authorized
supervisor has directed as not acceptable for the work assignment or disruptive to
employees or the public.
April 13, 1999 Section 3-H 1

11. Unapproved acceptance of employment or volunteer activity determined to be a conflict of
interest with County employment.
The foregoing rules are not intended to be an all inclusive listing of proper standards of conduct or
obligations which employees must observe at all times. Misconduct not covered by these rules
will be treated as a violation of a general rule requiring the maintenance of good order and
recognized business deportment.
Discipline
The County embraces the philosophy of progressive discipline where appropriate and maintains
that any incident of employee misconduct or violation of policy may result in discharge, depending
upon the circumstances.
Supervisors shall inform the Department Head and the Human Resources Director of each step of
disciplinary action prior to initiation to ensure consistency.
Employees shall be permitted to respond to formal disciplinary action by written response to the
disciplining authority and the employee's personnel file.
1. Verbal Warning -- An informal action by the supervisor to inform an employee of a minor
or first occurrence of a policy violation or misconduct. A verbal warning shall include the
unacceptable performance or misconduct, the desired improvement and the consequences
for failing to correct the infractions. Documentation of the action shall not be made a part
of the employee's personnel file, unless additional disciplinary action references the verbal
warning.
2. Written Warning -- A formal action by the supervisor, providing official notice of the
violation or misconduct, the corrections and time frame expected and the consequences for
failing to correct the infractions. The maximum time frame which may be allowed for
correction is twelve (12) months. The written warning will be maintained permanently in
the employee's personnel file.
3. Work Re-assignment -- An employee may be transferred, reassigned, demoted or have their
duties temporarily changed as a disciplinary action by the supervisor, without the consent
of the employee. Such an action should not be initiated if the behavior resulting in
disciplinary action is likely to be repeated in the new position, work assignment or
department.
4. Suspension -- An employee may be temporarily removed from their assigned position, with
or without compensation, in compliance with applicable state and federal regulations,
seniority or benefits, for a period not to exceed twenty eight (28) days. The notice of
suspension shall be written and shall notify the employee of the unacceptable behavior or
performance, the desired performance and the consequences if not corrected.
April 13, 1999 Section 3-H 2

Discharge
Whenever an employee is suspended during an investigation and such employee is
subsequently exonerated, the employee shall be reinstated without loss of compensation,
benefits or seniority.
1. An employee may be removed from continued employment with the County for cause,
following the use of progressive discipline or for acts where remedial action is not deemed
effective or appropriate. The supervisor shall provide written recommendation of the cause
for termination and the effective date to the Human Resources Director.
2. After review of the recommended discharge by the Human Resources Director, the
Department Head shall notify the employee of the intended action in writing. The
notification shall contain the cause(s) and effective date. An eligible employee shall be
informed that the right to request a hearing before the Personnel Board of Appeals is
available (See Section 1, Application and Personnel Board of Appeals).
Discharge of a Veteran
A veteran who is an employee of Carver County covered by these regulations, who is being
considered for termination of employment by discharge, shall receive a notice of intent to
discharge, prior to any action, which shall include written notice of the right to request a hearing
before the Personnel Board of Appeals, within sixty (60) days of receipt of the notice. Such
requests must be in writing to the Human Resources Department. A veteran notified of the intent
to discharge, may be suspended with pay, benefits and employment status from active duties until a
final determination is made.
April 13, 1999 Section 3-H 3

This page intentionally left blank

SECTION 4
SAFETY AND HEALTH
Emergency Closing
Safety and Health
Name Tag
Photo Id
Workers Compensation
Exposure Incident Evaluation and Follow-Up
Life Threatening Illnesses
Workplace Violence

This page intentionally left blank

EMERGENCY CLOSING
The County offices shall be open for business on all business days except legal holidays, holidays
established by the Board pursuant to contracts with certified employee bargaining units, and
emergency situations. For the purposes of this policy, an emergency situation is defined as a
severe weather or other condition(s) that threaten the health and/or safety of the employees and
citizens served at all County locations or represent a condition that could potentially affect a
specific location. Except in the most severe of weather emergencies, County offices will remain
open and operating with full service if at all possible.
Should the weather be sufficiently severe that the interests of the public and/or employees are best
served by closing County offices; the Carver County Board of Commissioners authorizes the
County Administrator, or designee, to make such a decision.
If a County office is closed due to an emergency or severe weather, subject to requirements of
State and Federal law, the following shall apply:
1. Employees are expected to listen to WCCO-AM radio for announcements of closing of
County facilities and are not to report for work if their work site is not open. If notice of
closing has not been broadcast by 7:15 A.M. of the workday, the employees may assume
that the County facilities will open. Employees reporting to work when a public
announcement has been made by 7:15 A.M. of the workday that their workstation is closed
may remain at work that day only with the authorization of the Department Head.
2. If the County offices are closed before the start of a work shift, employees will not be paid
for that shift, except by utilizing accumulated vacation leave benefits, compensatory time
or by making up the time by balancing hours as authorized by the Department Head.
3. Employees required to work during the severe weather due to the nature of their position
will not receive any premium pay for such work, excepting any premium pay required by
these Regulations.
4. If the release of employees occurs during a work shift, employees on duty will be paid for
the hours actually worked and may utilize accumulated vacation leave benefits,
compensatory time or leave without pay, or may make up the time by balancing hours
when so authorized by the Department Head.
5. Employees and citizens may be advised not to leave the premises because of severe
weather or other emergency conditions, such as tornadoes, continuing after regular hours.
Remaining on the premises after hours does not entitle employees to overtime
compensation unless they are required by their Department Head to assist with services
during the emergency situation.
July 1, 1997 Section 4-A 1

6. In situations where employees in general are not released but an individual faces hardships
due to inclement weather, a Department Head or their designee may authorize employees
not to report for duty or report at a later starting time than regularly scheduled. Department
Heads or their designee are also authorized to allow employees to leave work earlier than
regularly scheduled. In the event time cannot be made up by balancing hours as authorized
by the Department Head, employees must utilize accumulated vacation leave,
compensatory time or leave without pay.
7. In the event that severe weather only creates an emergency situation for specific County
facilities, the County Administrator, or designee, shall notify the specific Department Head
and authorize the release of employees. The Department Head shall determine which
employees, if any, are essential to continued operations, reassign employees to another
location or allow the use of accumulated vacation leave benefits, compensatory time or
making up the time by balancing hours as authorized by the Department Head.
8. At the Department Head’s discretion and based on the availability of work, employees may
be allowed to come to work and/or stay at work when the County offices are otherwise
closed due to an emergency or severe weather. Employees must have the express, prior
approval of their Department Head or designated supervisor to come into work or remain
at work when there is an emergency closing.
July 1, 1997 Section 4-A 2

SAFETY AND HEALTH
The personal safety and health of each County employee is of primary importance. The goals of
the County's Health and Safety program/policies are as follows:
- Provide a safe and healthful work environment for employees.
- Reduce the frequency and severity of injuries and illnesses to a minimum, surpassing the
experience of other counties.
- Comply with applicable state and federal regulations.
The success of the safety and health program requires the full, sincere cooperation of each
employee; safety must be a vital part of every County position. To effectively reach the above
goals, the County outlines the following:
Responsibilities and Authorities
The County Commissioners have overall responsibility for the direction and establishment of the
safety and health program and policy.
The County's Risk Management and Human Resources Departments have the responsibility to
implement, monitor, and evaluate the program on a departmental level and report to the County
Commissioners. They will maintain policy manual and records.
The Risk Management and Human Resources Departments also have the responsibility for
coordinating compliance with applicable state and federal standards and coordinating safety and
health education.
Department Heads have overall authority/responsibility for the safety program as implemented in
their departments. Specific responsibilities include but are not limited to:
1. Ensure compliance of applicable state and federal standards within department.
2. Review of County safety program and making amendments/additions applicable to
individual department.
3. Ensure employees are apprised of their specific duties and responsibilities. Evaluate safety
performance of department personnel.
4. Ensure all serious accidents are investigated and appropriate corrective actions
implemented.
5. Review accident/illness summary data for trends.
6. Ensure availability of necessary personal protective equipment, job safety materials and
first aid materials.
April 13, 1999 Section 4-B 1

7. Ensure all new and existing hazards are identified and necessary corrective action is taken.
8. Ensure mandated training is given to designated personnel.
9. Set safety example.
Supervisors
1. Review/complete incident reports and investigate accidents/illnesses and "near misses".
2. Monitor for unsafe acts/conditions and initiate corrective actions as needed.
3. Monitor for use of safety equipment, personal protective wear and maintenance of tools
and equipment.
4. Set safety example and provide job specific safety training, including how to recognize
hazards.
5. Appraise employee performance relative to safety.
6. Conduct hazard analysis of work area.
7. Report health or safety concerns to manager and/or Safety Committee.
Employees
1. Adhere to all safety and health policies and procedures.
1.1 Employees in certain job classifications must also comply with County Policies
which have been adopted in compliance with Federal and State regulations
regarding respirator use in the workplace. The Respiratory Protection Policy
applies to all employees who are required to wear respirators to perform specified
job tasks that may pose a hazard to the health of employees. These job
classifications include:
Public Health Nurses
Household Waste Specialists
Detention Deputies
Employees who are required to wear a respirator must participate in the Respiratory
Protection Program developed by Risk and Emergency Management. Department
Heads are responsible for working with Risk & Emergency Management
Department in coordinating the program in their department. Front Line
Supervisors are responsible for ensuring the training of every respirator wearer
before the respirator is issued, and annually thereafter.
April 13, 1999 Section 4-B 2

1.2 If a respirator is not required after performing a hazard evaluation, but the employee
is requesting one for voluntary use, the respirator may be used permitting the
respirator itself will not create a hazard. If voluntary use is permissible, the
employee is required to participate in the Respiratory Protection Program and
comply with the Respiratory Protection Policy.
Copies of the Respiratory Protection Program are available through Risk and
Emergency Management.
2. Alert supervisor to unsafe conditions/hazards.
3. Report all injuries/illnesses to supervisor.
4. Maintain a clean and safe work area.
5. Set safety example.
Safety Committee
The purpose of the safety committee is to maintain an active interest in safety and support the
safety and health goals and objectives.
1. Review employee incidents and corrective actions taken. Review injury/illness statistics
and determine appropriate response when trends identified.
2. Serve as resource for employee safety concerns and promote safety through education and
recognition.
3. Maintain and monitor the safety and health program and review effectiveness annually.
4. Assist with hazard recognition.
Enforcement and Discipline
The purpose of this section is to ensure that managers, supervisors and employees understand their
responsibilities and rights related to safety and health rule compliance and enforcement. All
Carver County personnel will be evaluated on safety performance as part of their overall
performance of duties. Conduct or performance which fails to satisfy the safety rules of the job
may be cause for disciplinary action.
April 13, 1999 Section 4-B 3

General Safety Rules are as follows:
- Report all incidents, even if not involving an injury/illness, to your supervisor as soon as
possible to initiate medical management and corrective action.
- Report any unsafe act/condition or hazard to your supervisor.
- Use or maintain machines and equipment only if properly trained and authorized by
supervisor. Operate all equipment as instructed; assure all machine guarding and safety
devices are in place before using. Refer questions to supervisor.
- Inspect tools, equipment, materials and work area before use. Report unsafe conditions to
the supervisor.
- Use and care for personal protective equipment required for the job.
- Maintain a clean work area; free from obstacles which could cause slips, trips or falls.
- Use safe techniques when lifting; keep object close to your center of gravity, keep back
straight, avoid twisting of trunk and use legs.
- Use appropriate body mechanics when working in a sitting position; assure chair is correct
height and backrest is positioned to give low back support; head, shoulder and hips should
be in alignment. Assure wrists are in neutral position when typing or keying. Stand and
stretch at least every half hour.
- Adhere to "no smoking" areas.
- Know where fire exits, fire extinguishes and emergency manuals are located. Follow
appropriate procedures.
- Avoid horseplay, scuffling and other acts which may endanger the safety and well-being of
self and others.
Additional information regarding the County's Health and Safety program is available through the
Risk Management and Human Resources Departments
April 13, 1999 Section 4-B 4

CARVER COUNTY
A WORKPLACE
ACCIDENT AND INJURY
REDUCTION PROGRAM
(AWAIR)
November 13, 2001

November 13, 2001

A WORKPLACE ACCIDENT AND INJURY REDUCTION PROGRAM
(AWAIR)
INDEX
1. AWAIR PROGRAM POLICY
2. SAFETY AND HEALTH ORIENTATION
a.) Departmental Safety Orientation Checklist
3. EMPLOYEE RESPONSIBILITIES
4. SUPERVISOR / DEPARTMENT HEAD RESPONSIBILITIES
5. POLICY ON REPORTING HAZARDS
a.) Accident Investigation Report
6. REPORTING
7. SELF-INSPECTION
a.) Self-Inspection Checklist
8. ON-THE-JOB AND ON-GOING TRAINING
November 13, 2001

This page intentionally left blank
November 13, 2001

AWAIR PROGRAM POLICY
Carver County believes in the importance of each individual employee and gives top priority to
maintaining a safe working environment for employees.
We have established and implemented an accident prevention program which integrates safety and
health measures into each job task, so that safety, health and job performance become
synonymous. The installation of a formal safety program is the beginning of an ongoing and
evolving set of safety oriented procedures, systems, equipment, philosophies, and enforcements
that combine to develop a productive safety attitude and reduced loss environment. A reduced loss
environment will be accomplished through the cooperative efforts of managers, supervisors and
employees who will seek to obtain the lowest possible incident/accident rates.
Safety orientation for new and transferred employees, timely and appropriate training, the
use of the emergency procedures guide, emergency response system, an active self-inspection
program, proper mechanical guards, and personal protective equipment are some of the tools used
to reduce workplace hazards.
By accepting mutual responsibility to operate safely, elected officials, managers, and employees
will all contribute to the well-being of personnel, and subsequently, the County.
Carver County has a good workers' safety record. Our goals are to continue that record while
addressing associated areas of safety and compliance.
This program/policy will be reviewed and updated accordingly on an annual basis by the
Risk/Emergency Management Department.
November 13, 2001 Section 4-B (Insert) 1

SAFETY AND HEALTH ORIENTATION
Orientation will begin as soon as possible after the first day of employment for all new employees,
re-hires, and part-time employees. Those transferred from another department within the County
will receive specific training about the hazards associated with their new duties. The orientation
program will include the company's policies and rules and will provide a thorough safety
orientation, as it relates to the job they are performing. The orientation will include:
A tour of the facilities to acquaint the employee with the entire operation
Information on how the employee's job is important to the finished product or service.
Covering training sections of this program, which include:
Safety and Health Policy
Employee responsibilities (covered in Safety Policy and Employee Responsibility
List)
Communication, responsibility, and reporting of incidents, accidents, hazards, and
potential hazards
Review of specific chemical hazards in the workplace and locations of MSDS
information
Accident investigation
Emergency Procedures
Specific Departmental On-the-job training (Done by Department)
General Training
Personal Protection Equipment Training
Job-Specific Training
The immediate supervisor of the employee will thoroughly instruct the employee in job safety and
health requirements. In various departments, a field-training officer may be used in conjunction
with the immediate supervisor. A safety component is included in the overall New Employee
Orientation program to help the supervisor best conduct safety orientations. A checklist is also
included in this section to assist in covering all components for workplace safety. The checklist
must be completed by initialing each item as it is covered, signing the form and returning it to
Human Resources for placement in the employee's file. The Employee responsibility list included
in this section will also be reviewed with the employee by the supervisor.
November 13, 2001 Section 4-B (Insert) 2

DEPARTMENTAL SAFETY ORIENTATION CHECK LIST
Employee Name _________________________________________________________
Department/Division ________________Title _______________ Date Hired _________
This checklist is a guideline for conducting employee safety orientations for new and existing
employees. Once completed and signed by both the supervisor and employee, it serves as
documentation that orientation has taken place.
Employee Supervisor
Initials Initials
______ _______ 1. Explain the County safety program, including:
A. Orientation
B. On-the-job training
C. Safety meetings
D. Accident/Incident investigation and reporting
______ _______ 2. Personal protective equipment required
______ _______ 3. Line of communication and responsibility for immediately
reporting
accidents or hazards:
A. When to report an accident or hazard
B. How to report an accident or hazard
C. To whom an injury should be reported
D. Filing of accident report forms
______ _______ 4. Pertinent safety rules of the County
______ _______ 5. General overview of operations, procedures and methods
used as they relate to the specific jobs and duties of
employees
_____ _______ 6. First aid supplies, equipment, and training
A. Obtaining treatment
B. Location of supplies and first aid personnel
______ _______ 7. Emergency Procedures Guide
A. Review of all sections
______ _______ 8. Vehicle safety
______ _______ 9. Personal work habits (smoking, housekeeping, lifting,
etc.)
* NOTE: DO NOT CHECK OFF AREAS THAT WERE NOT COVERED.
November 13, 2001 Section 4-B (Insert) 3

The signatures below document that the appropriate elements have been discussed to the
satisfaction of both parties, and that both the supervisor and employee accept responsibility for
maintaining a safe and healthful work environment.
Date __________
Supervisor's signature _______________________________
Date __________ Employee's signature ________________________________
** Form should be filed in the employee file in the Human Resources **
November 13, 2001 Section 4-B (Insert) 4

EMPLOYEE RESPONSIBILITIES
All employees are responsible for upholding the following standards:
1. Observe all organization safety and health rules and apply the principles of accident
prevention in your day-to-day activities.
2. Horseplay and fooling around will not be tolerated. Never distract another
employee, as you might cause injury.
3. Always obey warning signs (i.e., "no smoking" signs).
4. Read the safety information that is sent via e-mail or posted, for they will help you do your
part in the accident prevention drive.
5. Never report to work under the influence of a controlled substance. Nor
shall any employee consume, purchase or possess controlled substances while on the
County premises.
6. In case of sickness or injury, no matter how slight, report at once to your
supervisor for First Aid. Never attempt to treat injuries on your own.
7. Report all Incidents that are out of the ordinary. (i.e. slip/fall, medical situations of
client/customer, vehicle incidents, etc.)
8. Do not attempt to lift or push objects that may be too heavy for you. ASK FOR
HELP. Learn to lift objects the correct way to avoid strains: bend your knees;
keep your body erect; then push up with your legs. This is the easiest and safest
way.
9. If you see someone working carelessly and liable to be hurt, warn and advise him/ her to
work carefully.
10. Gloves must not be worn when operating machinery unless their use has been
approved by your supervisor.
11. Never wear frayed, torn or loose clothing, jewelry, or long unrestrained hair near
moving machinery.
12. Before using a ladder, make sure it has good safety feet and is free from cracks,
broken rungs, or other defects. When there is danger of slipping, have another
worker hold the ladder.
13. Never use makeshift or defective scaffolding, rigging or stages.
14. Never tamper with electrical circuits or switches, unless you are an electrician.
November 13, 2001 Section 4-B (Insert) 5

15. Shut down your machine before cleaning, adjusting, or repairing. Lock and tag the
machine.
16. Never oil machines while they are in motion except where points of oiling are so
located or guarded that you are not subject to contact with moving parts.
17. Never use defective chisels, sledgehammers, punches, wrenches or other tools.
Flying chips from tools with mushroomed or split heads cause many injuries.
Exchange or see that the defective tools are repaired.
18. Operate only the equipment for which you are trained and authorized to use.
Observe safe operating procedures for the equipment.
19. If you are provided with eye protection, you are expected to wear it.
20. Safety devices are for your protection. Never operate your machine unless all
guards provided are in place. Guards must never be removed except when
necessary to make adjustments or repairs and they should be replaced immediately
upon completion of work. If a safeguard is not in its proper position, report this at
once to your supervisor.
21. If you are working where there are heavy fumes and/or dust, you are expected to
wear the facemasks provided for your protection.
22. Wear appropriate personal protective equipment (PPE) to protect your body. (i.e. protect
your feet and head by keeping your shoes and hardhat (especially the soles of the shoes and
liner of the hard hat) in good shape.
23. Keep your work area and the floor around you clean.
24. FIRE DOORS MUST BE KEPT CLEAR.
25. Learn the location and proper use of fire fighting equipment, safety exits and
evacuation procedures in your department.
26. If you do not know the safe procedure, stop and find out.
27. Actively support and participate in the County's efforts to provide a workplace
accident, incident, and injury reduction program.
CORRECTIVE ACTION WILL BE TAKEN IF VIOLATIONS OF THESE SAFETY
RULES OR UNSAFE ACTS ARE NOTED.
November 13, 2001 Section 4-B (Insert) 6

SUPVERVISOR / DEPARTMENT HEAD RESPONSIBILITIES
1. Provide leadership in upholding and following standards for all employees.
2. Observe all organizational safety and health rules and provide corrective action where
needed to eliminate the safety or health problem.
3. Conduct New Employee safety orientations for specific department and job areas.
4. Provide instruction to all employees in health and safety requirements for the department
and specific job area. This may include delivery or coordination of specific safety and
health training for department specific areas.
5. Assist employee with filling out necessary report forms relating to the incident.
6. Provide the appropriate investigation and follow-up to any incident report. This action
includes evaluation, analysis, investigation and follow-up.
November 13, 2001 Section 4-B (Insert) 7

POLICY ON REPORTING HAZARDS
PURPOSE:
Employee safety and well-being are extremely important to the County. Employees are
encouraged to report any safety or health issue without concern for retaliation. To make sure that
all potential hazards are eliminated before anyone becomes sick or injured while at work, the
County has established the following procedure.
PROCEDURE:
Anyone who suspects that a hazard exists, or notices any unsafe work practices, shall:
Report the hazard by completing "Incident/Injury/Accident Report" Form.
Submit the form to his or her supervisor immediately.
Evaluation of the report will be made by your supervisor.
Copy of the evaluation will be forwarded to the employees’ Department Head and
Risk/Emergency Management with any additional follow-up completed.
The identifying employee shall be notified of the action taken to eliminate the
condition by receiving a copy of a follow-up report.
November 13, 2001 Section 4-B (Insert) 8

ACCIDENT INVESTIGATION REPORT
Name _______________________________________________ Employee # ____________
Job Title
____________________________________________________________________________
Accident Location
____________________________________________________________________________
Injury Date ____________________ Time ___________ AM / PM
Date Reported __________________
Last Day Worked _______________
Name & Address of Doctor/Hospital
____________________________________________________________________________
____________________________________________________________________________
Did Employee Return To Work? ___Yes ___No ?
If yes, Date Returned ________________________
Describe Injury or Alleged Injury
____________________________________________________________________________
____________________________________________________________________________
Description of Accident
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
Witnesses
____________________________________________________________________________
____________________________________________________________________________
Did Equipment Malfunction? ___Yes ___No If yes, Describe on Reverse Side
November 13, 2001 Section 4-B (Insert) 9

Describe Damage to Equipment or Property
____________________________________________________________________________
____________________________________________________________________________
What Caused the Accident?
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
What action has been or will be taken to prevent recurrence?
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
(cont. on reverse side)
Supervisor and Department _____________________________________Date ____________
November 13, 2001 Section 4-B (Insert) 10

REPORTING
ALL INCIDENTS/ACCIDENTS, no matter how minor, shall be reported IMMEDIATELY to the
immediate supervisor for evaluation and subsequent investigation as needed. Since every
incident/accident includes a sequence of contributing causes, it may be possible to avoid a repeat
performance of the first event by recognizing and eliminating these causes. The removal of a
single cause may prevent a recurrence. All employees are encouraged to report any hazards in an
effort to prevent unsafe or unhealthy situations without concern for retaliation from the County.
Carver County records all incidents in a database maintained in the Risk/Emergency Management
Department. This data is reviewed, analyzed and discussed at a quarterly claims review.
Additionally, the information is distributed for analysis in a summary form to the Safety and
Wellness Committee and Department heads on a quarterly basis.
After the evaluation, the supervisor must determine the possible consequences that could take place
if the situation is not corrected. The supervisor and/or the Risk/Emergency Management
Department must take appropriate action to remedy the cause(s) based upon those findings (i.e.,
investigate, report, correct, etc.).
ACCIDENT/INCIDENT REPORTING
All Accidents/Incidents should be recorded on the County Incident/Injury/Accident report form
(two part white and pink form). After completing the emergency actions following an
accident/incident, an evaluation and /or investigation of the incident/accident will be conducted by
the immediate supervisor in conjunction with any witnesses to determine contributing factors,
possible causes, and possible actions to reduce or eliminate the source problem in the future. The
findings of the investigation shall be documented on an Accident Investigation Form as needed.
Distribution of the Incident/Injury/Accident report form and the Accident investigation form by the
supervisor will be as follows:
Affected Department – All departments should advise all management staff in the
respective department through the normal chain of command structure.
Risk/Emergency Management Department – white copy and accident investigation
form.
Human Resources – pink copy
MAJOR INCIDENTS
In the case of fatality, or if two or more employees are hospitalized for the same injury or illness,
the supervisor must report the accident or illness to the Risk/Emergency Management Department.
The Risk/Emergency Management Department will notify the nearest office of the Department of
Labor and Industries within 8 hours after the occurrence. The report shall relate the circumstances,
the number of fatalities, and/or the extent of any injuries or illnesses.
Note: Any equipment involved in a fatal accident is not to be moved until a
representative of the Department of Labor and Industries investigates the accident
and authorizes removal of the equipment. However, if it is necessary to move the
equipment to prevent further accidents or to remove the victim, the equipment may be
moved as required.
November 13, 2001 Section 4-B (Insert) 11

NEAR MISSES
To the greatest extent possible, all "near-miss" incidents/accidents shall be evaluated/investigated
by supervisors and/or a Risk/Emergency Management representative. All “near-miss”
incidents/accidents should be recorded on the County Incident/Injury/Accident report form (two
part white and pink form). Documentation will be made on the Accident Investigation Form as
applicable in an effort to eliminate or reduce future incidents.
A near-miss accident is defined as an unplanned event where equipment is damaged, but there is
no personal injury to employees OR where damage did not result, but the likelihood of personal
injury to the employee was great.
If the near-miss conditions are not eliminated, they could eventually result in personal injury to the
employee.
November 13, 2001 Section 4-B (Insert) 12

SELF-INSPECTION
Accident prevention activities need to be reinforced systematically to minimize physical hazards
within the workplace. The County believes that the best way to eliminate these hazards is through
a plan of self-inspection.
Self-inspection guidelines are as follows:
An inspection checklist should be utilized. A form is provided in this section for
this purpose. Other sources can be consulted or utilized in conducting inspections, they
include:
Employees
Risk/Emergency Management Department
Other department staff
Outside safety and/or loss control resources
Findings of the self-inspection will be reviewed and discussed. Unresolved problems
resulting from this inspection will be forwarded through the Risk/Emergency Management
Department for consideration.
The introduction of new equipment or a new process with the County or a specific department will
require a safety evaluation/inspection to be conducted.
November 13, 2001 Section 4-B (Insert) 13

This page intentionally left blank
November 13, 2001 Section 4-B (Insert) 14

SELF INSPECTION
Question Yes No N/A
Is furniture positioned and adjusted to minimize strain on the body?
Is proper clearance maintained below sprinkler heads? (18” is minimum)
Are stairwells and exits properly lighted?
Is the general housekeeping good?
Are contents of filing cabinets arranged so that they are not top-heavy?
Is there safe storage of flammables, are they in a flammables cabinet?
Are electrical fans properly guarded?
Have work environment (office/field) safety areas been reviewed? (i.e. taking valuables
in clients home, identification used, communications with on locations/meeting time, etc.)
Are aisles and passageways kept clear?
Are transferred employees trained in the working practices of their jobs?
Have emergency procedures and routes been communicated to all employees?
Have all employees been trained on the hazardous chemicals used in their workplace?
Is eye protection available where needed?
Are guards or deflection equipment provided for chips or sparks from rotating equipment.
Does each machine operator have a power shut-off switch within reach?
Is there a program for regular safety inspection of machinery and equipment?
Is all machinery or equipment that is capable of movement required to be de-energized,
disengaged and blocked, or locked-out during:
- Cleaning
- Servicing; and
- Adjusting or setting-up operations?
Are flexible extension cords free of fraying and splices?
Are spilled materials cleaned up immediately?
Are all exits kept free of obstructions?
Are electrical cords kept off walkway?
November 13, 2001 Section 4-B (Insert) 15

This page intentionally left blank
November 13, 2001 Section 4-B (Insert) 16

ON-THE-JOB TRAINING
On-going safety and health education programs will be provided for all employees in an effort to
increase awareness of accident-causing factors, to improve team spirit by demonstrating
management's concern for the individual worker, and to promote acceptance of safety and health
rules by presenting accident prevention as a positive, desirable, and integral part of every activity
within the County.
The County will employ a systematic accident prevention program. This program will provide onthe-job
training in work areas and will familiarize each person with company safety and health
requirements.
Specific training will be provided for certain jobs and kinds of equipment in accordance with
applicable CFR’s.
Job specific and general training sketches are as follows:
HAZARD COMMUNICATION TRAINING
"Hazard Communication", in accordance with the Code of Federal Regulations, will
thoroughly be covered with every employee. MSDS documentation is available for employees to
review and a contact name will be supplied in case they have any questions regarding hazard
communication.
BLOOD BORNE PATHOGEN TRAINING
Employees will be trained on the proper procedures to follow in any incident involving blood or
any other infectious materials as stated in section 1910.1030, Title 29 of the Code of Federal
Regulations.
PERSONAL PROTECTION EQUIPMENT TRAINING
The County is responsible for requiring employees to wear appropriate personal protective
equipment in all operations where there is an exposure to hazardous conditions or where there is a
need for using such equipment to reduce the hazards to the employees. Employees required to use
personal protective equipment will be trained in the use and care of the protection equipment in
accordance with the Code of Federal Regulations and as it relates to the work they are performing.
They will be trained to know when and which equipment to use.
EYE AND FACE PROTECTION TRAINING
Employees required to use eye and face protection will be trained in the use and care of eye and
face protection in accordance with the Code of Federal Regulations and as it relates to the work
they are performing. They will be trained to know when and which equipment to use.
RESPIRATORY PROTECTION TRAINING
Employees required to use respiratory protective equipment approved for use shall be thoroughly
trained in the use and limitations of all such equipment.
November 13, 2001 Section 4-B (Insert) 17

LOCKOUT/TAGOUT
Employees required to use lockout/tagout equipment will be trained in the lockout/tagout
procedures as it relates to the work they are performing.
ELECTRICAL TRAINING
Employees will be trained in the use and care of electrical cords, electrically powered tools and
electric related equipment in accordance with the Code of Federal Regulations as it relates to the
work they are performing.
LADDER AND SCAFFOLDING TRAINING
Employees will be trained in the use and care of ladders and scaffolding in accordance with the
Code of Federal Regulations as it relates to the work they are performing.
POWER-OPERATED TOOLS
Employees will be trained in the use and care of power-operated hand tools in accordance with the
Code of Federal Regulations as it relates to the work they are performing.
FORKLIFT TRAINING
OSHA requires that only trained and authorized personnel operate forklifts. All forklift operators
will be trained and certified on how to properly operate and drive a forklift.
BACK PROBLEMS TRAINING
Employees will be trained in the use and care of the back and how to prevent back injuries (i.e.,
how to lift) as it relates to the work they are performing.
HEARING CONSERVATION TRAINING
Employees will be trained in the use and care of hearing protection in accordance with the Code of
Federal Regulations, as it relates to the work they are performing. They will be knowledgeable and
aware of the need for hearing protection.
November 13, 2001 Section 4-B (Insert) 18

ACCESS CARD / KEY CONTROL POLICY
Policy
This policy establishes procedures for the issuance, replacement and accounting for keys and
access cards issued to employees for access to County owned and leased facilities. Access to
facilities is controlled to protect customer records, property and staff. This policy represents
minimum standards. Each Department may enact stricter standards as appropriate for their
department’s space. A copy must be sent to the Facilities Management Department for their
records.
The Facilities Management Department maintains control of all building keying systems. Changes
cannot be made without the express authorization of the respective Department Head, and the
Facilities Management Director or assigned designee.
Under normal circumstances, employees will only be issued keys to their Department office if it
features a keyed passage lock. All other keys will be issued on a “need for access” basis. Building
master keys, sub-master keys and other change keys which provide access to areas greater than an
individual Department’s portion of a facility will only be issued with the approval of
Administration, the Facilities Management Director or assigned designee. The Facilities
Management Director or assigned designee will identify the correct key(s) to issue based on the
justification, and the areas to which access is being requested.
Various access points to County facilities, which are not equipped with card access readers, will be
re-keyed periodically. Interior office spaces must be secured and locked by individual department
staff at the end of the workday to eliminate unauthorized theft or breach of document
confidentiality. All areas containing sensitive information must be locked when County staff is not
present.
Custodial services personnel are not responsible for securing interior department or division doors
following departure of individual department staff for the day. Custodial personnel are responsible
for maintaining security established by the County and are provided with keys to access areas that
need to be cleaned and are required to keep these spaces secure during and at the end of
performance of their work.
March 26, 2002 Section 4-C 1

ACCESS CARD/KEY PROCEDURES POLICY
Responsibilities
The Department Head and Facilities Director or authorized designees are responsible for approving
key authorizations and key compliance within County departments.
New Keys
The Department Head, with assistance from the Facilities Management Director, should evaluate
an employee’s need for a key prior to issuance. Requests for key issuance are to be submitted to
the Facilities Management department through Carver County key request forms available in paper
form or on the Carver County computer network.
Key Returns
Department heads or authorized designees are responsible for ensuring that keys held by
employees who are terminating or transferring employment are returned to the Facilities
Management department at the time of employee’s departure.
Keys turned in may not be retained by a department for reissue.
Department heads or authorized designees, who fail to ask for keys to be returned, will incur the
cost of re-keying a door, department, or building. If an employee is discharged or terminates their
employment with Carver County, and does not return their keys they will have their last paycheck
withheld in an attempt to retrieve the County’s keys. Two attempts will be made to retrieve the
keys. If these attempts are not successful an employee’s final paycheck may be secured to cover
the cost for re-keying all affected areas.
Employees must immediately report lost or stolen keys to their Department Head. Department
Heads are responsible for notifying the Facilities Management Department with the following
information:
1 The door(s) which the key unlocks; and
2 The key hardware group number and/or the equipment the key operates.
If a replacement key is necessary, follow procedures for obtaining a new key.
Broken Keys
Broken keys should be returned to the Facilities Management Department. Replacements will be
issued and broken keys destroyed. Replacements for a broken key that is not returned will be
handled as a new key request.
March 26, 2002 Section 4-C 2

Re-keying Locks
The loss of keys or the failure to return keys may lead to the necessity of re-keying locks and
reissuing entire sets of keys. All costs for re-keying may be charged to the department requesting
re-keying. Requests for re-keying must be submitted through the Facilities Management
Department on a Work Request form.
Renovations and New Construction
The following procedures are used for all facility renovation and new construction projects to
provide adequate and economic security:
1 The following information is incorporated into the original contract documents at the
time of bid:
a. Master keying schedule detail.
b. Type and manufacturer of cylinders and keys.
c. Type of lock and latches to be used including function at each door.
d. Description of operation of the perimeter lock functions.
2 All modifications or new installations affecting the existing card access electronic
security system or network are the responsibility of the Facilities Management
Department.
Card Access Security System
Electronic monitoring and card access security systems are planned, administered and maintained
by the Facilities Management Department. Access to non-Sheriff’s department assigned space is
granted through the Facilities Management Department.
Security at the Law Office is established and controlled by the Sheriff’s Office. Access to Sheriff’s
Office space is granted by the Sheriff and is generally restricted to Sheriff’s personnel.
Access levels may be changed without warning, in response to a verified breach of building
security, following notification to the Facilities Director. The card access system may
automatically secure the building if an alarm condition exists, therefore limiting access to all
cardholders.
To temporarily change the weekend or evening access level for individual employees, the
Department head or Supervisor in the department must notify the Facilities Management
Department, using the Maintenance Work Request form, of the needed access level change. The
request must be submitted no later than 3:00 p.m. on the business day preceding the change period
requested. Email verification will be sent to the Department head to notify them that the change
has been made.
If the Department head does not receive an email response before the end of the following day,
they will need to make alternate arrangements for their employee’s access for that time period.
March 26, 2002 Section 4-C 3

This page intentionally left blank
March 26, 2002 Section 4-C 1

ACCESS CARDS / PHOTO ID
An access / identification card is automatically issued to each new employee by Risk Management.
To assign access rights, the Department Head or Designee and the Facilities Management Director
determines the access given to each employee. A request for access must be submitted to the
Facilities department utilizing the work-order request system. County employees or individuals
outside the user department or division, needing access, must request access from the affected
department.
1 The Human Resources Department will communicate the policy and procedures for
obtaining a key or access card to new employees.
2 A County employee or individual requiring access to a County facility, or interior
space, must notify their supervisor of the need for a key or access card and provide
appropriate justification.
3 The supervisor must obtain approval from the responsible department authority to send
a “work order” for an access card to the Facilities Management Director.
a. Access cards will be issued to specific individuals rather than a department
or division.
b. Instructions concerning the care and use of the access card will accompany
all new access cards issued.
4 A lost or stolen access card or key is to be reported to Facilities Management
immediately. Prompt reporting of lost or stolen access cards, and/or keys, is essential
to maintain security within the key and card system and to assure adequate security
within the Government Center buildings.
5 All assigned keys and access cards must be returned to the Facilities Management
Director prior to an employee’s employment termination with Carver County.
Duplication of County keys & Access Cards by unauthorized personnel is prohibited.
Transfer of keys and Access Cards between employees without approval is prohibited
March 26, 2002 Section 4-D 1

This page intentionally left blank
March 26, 2002 Section 4-D 2

ACCESS ID PERSONAL DATA FORM
BADGE FIRST NAME
BADGE LAST NAME
BADGE CREDENTIALS (PHN, etc.)
DEPARTMENT /OFFICE
DEPARTMENT/OFFICE NUMBER
EMPLOYEES EXTENTION:
ACCESS LEVEL
DEPARTMENT HEAD SIGNATURE
Turn this form into the Facilities Management Department (FMD). FMD will then notify
Risk/Emergency Management to print the Access/ID card. FMD will notify employee when their
Access/ID is ready to be picked up. Employee must sign the Carver County Employee
Identification Card Rights and Responsibilities Form when they pick up their Access/ID Card.

This page intentionally left blank

CARVER COUNTY EMPLOYEE IDENTIFICATION CARD
RIGHTS AND RESPONSIBILITIES
This is to certify that _________________________________ (hereinafter “Card Holder”) has
been issued a Carver County Identification Card (hereinafter “ID”) on _____/_____/_____.
This ID card is the property of Carver County and must be surrendered upon request or
upon termination of employment with the County. By signing below, the Card Holder
authorizes the County to withhold a $10.00 fee from his/her final paycheck if the Card
Holder fails to surrender the ID card as required.
The use of this card by any person other than the Card Holder is a violation of Carver County
Policy and may result in disciplinary, civil or criminal proceedings against the Card Holder.
The ID card must be visible on the Card Holder before, during and after normal business hours
while on County property or while representing Carver County in an official capacity.
The ID card must be maintained in good condition for display and use for access to County
facilities. Any card that is lost, stolen or damaged should be reported immediately to
Facilities Maintenance Department (FMD). A $10.00 replacement fee may be charged to the
Card Holder.
The Card Holder’s name and department shall be visible on the ID card. Facilities Management
Department must be contacted for issuance of a new ID card if the Card Holder changes his/her
name or transfers to another department. There will be no charge for a new ID card due to a
name change or departmental transfer. Before a new ID card is issued, the original ID card must
be returned.
Duplication of County keys & Access Cards by unauthorized personnel is prohibited.
Transfer of keys and Access Cards between employees without approval is prohibited.
Conduct of such type will be followed through with employee discipline or other civil or criminal action as
appropriate.
I have received a copy of this form and I understand and agree to comply with these Rights
and Responsibilities.
____________________________________
Card Holder
_________________
Date
_____________________________________
Witness
__________________
Date
March 26, 2002
Section 4-D (insert) B

This page intentionally left blank
.
March 26, 2002
Section 4-D (insert) B

WORKERS COMPENSATION
All employees are covered by Worker's Compensation insurance for injuries and loss of time as a
result of on the job accidents and illnesses. All employees who are injured on the job, regardless of
the severity of the injury, must report that injury to their immediate supervisor or complete a First
Report of Injury form within 24 hours of the injury.
The employee, supervisor and any witnesses to the accident shall complete the appropriate
Accident Investigation reports and forward signed copies to Human Resources, which is
responsible for the administration of Worker's Compensation. All medical bills pertaining to an
injury shall be forwarded to the Human Resources Department.
Failure of either the employee or the supervisor to accurately complete the injury notification
reports may result in the delay or non-payment of bills.
August 9, 1994 Section 4-E 1

This page intentionally left blank
August 9, 1994 Section 4-E 2

WAGE CONTINUATION POLICY
Carver County is obligated to comply with Minnesota Statute 176, Workers’ Compensation.
Pursuant to Minnesota Statute 176.021 Subd. 5, Carver County will allow its employees to
supplement their workers’ compensation benefits. Per this policy the workers’ compensation
administrator, RSKCo, will notify the employee (at their home address) that their workers’
compensation claim has been accepted or denied. If the employees claim has been accepted, the
workers’ compensation administrator will make no payment for lost work time until after three
calendar days of work have been missed due to the injury/illness. When ten or more calendar
days have been lost the workers’ compensation administrator will retroactively reimburse the
employee for the first three days of the employees lost work time.
The workers’ compensation administrator will pay up to 66 2/3 % of the injured employee’s gross
average weekly wages based on a 26-week period prior to the date of injury. This payment is
exempt from Federal, State, Social Security tax, Public Employees Retirement Association
(PERA) deductions or any other deductions the employee might normally have deducted from
the employee’s paycheck.
It is the policy of Carver County that if the employee has accumulated benefits under a sick,
comp time or vacation plan at the time of the injury, the employee will be allowed to use the
benefits to help make up the difference between the workers’ compensation administrator
payment and their average weekly wage at the time of the injury. The amounts of the benefits
that may be used are only those that had been accumulated up to the time of the injury. The
employee will accrue benefits while receiving workers’ compensation per a collective bargaining
agreement or personnel policy. Carver County will keep a record of each of the accumulated
benefit banks for an employee who is on workers’ compensation. In addition, the rate at which
the employee will be paid for any wages they receive by either the workers’ compensation
administrator or Carver County, shall be the rate of pay the employee was receiving based on a
26-week average prior to the date of the injury/illness. The additional payments shall not result
in the payment of a combined total weekly rate of compensation that exceeds the average weekly
wage of the employee on the date of the injury.
The process for payment to an employee who has and chooses to use accumulated benefits (e.g.
sick, comp time, vacation) shall be as follows:
• The employee will receive directly from the workers’ compensation administrator
at their home address, the check for payment on a bi-weekly basis of workers’
compensation wage loss disability benefits.
• Upon receipt of this check the employee shall make a copy of this check and its
stub and provide it to the Risk/Emergency Management Department of Carver
County.
• Upon receipt of this check copy, the payroll department shall determine whether
accumulated benefits remain and if so, the amount.
August 7, 2000 Section 4-E (Insert) 1

• If any benefits remain, Carver County shall issue the employee a check in the
amount up to one-third of their compensation (at an average rate that the employee
was earning based on a 26-week period prior to the time of the injury/illness) in a
normal bi-weekly pay period.
• The check issued by Carver County shall have Federal, State, Social Security tax,
PERA deduction, and any other deductions that would normally be taken out of the
employee’s paycheck (e.g. money for an employees portion of dental, life, union
dues, disability insurance’s, etc).
• The combined workers’ compensation wage loss check and accumulated benefit
check from Carver County shall not exceed the average weekly wage prior to the
date of injury/illness.
If an employee elects to be paid accumulated benefits, Carver County shall issue the
accumulated benefits by deducting monetary amounts from each available plan (e.g. sick, comp
time, vacation) until exhausted; or shall exhaust the available benefit plans in the following
order: sick, comp time and finally vacation benefits.
Carver County WILL NOT contribute to PERA an amount equal to the employer’s share of the
workers’ compensation disability check issued by the workers’ compensation administrator. The
employee may choose to personally make a contribution equal to his/her own portion of the
workers’ compensation disability check. The employee may also make a payment equal to the
employer’s portion if Carver County chooses not to make this contribution. For more
information on how an employee can go about making payments to PERA, contact the PERA
offices at (651) 296-7460.
This policy will be effective August 7, 2000 and will replace all previous policies or practices of
Carver County.
August 7, 2000 Section 4-E (Insert) 2

EXPOSURE INCIDENT EVALUATION AND FOLLOW-UP
Purpose
To provide for timely and appropriate management of persons who have had an exposure incident
involving blood or other potentially infectious materials (OPIM).
Management of exposures to blood borne pathogens will meet or exceed current recommendations
from the Centers for Disease Control (CDC), Minnesota Department of Health (MDH), and
Occupational Safety and Health Administration (OSHA).
Blood/OPIM exposure incidents sustained by employees will be promptly reported and
documented.
Carver County will be responsible for counseling, medical and laboratory costs related to the
exposure.
Signed consent from the employee and source are obtained for testing following an exposure
incident.
Confidentiality of test results is maintained; positive HBsAg and HIVAb test results will be
reported to the MN Department of Health as required by law.
Records of the employee with an occupational exposure will be maintained for duration of
employment plus 30 years.
Procedure in the Event of a Potential Exposure Incident
The Carver County Bloodborne Pathogen Exposure Control Plan will be followed in the event of
an exposure incident. This plan is disseminated to specific job classifications, as written in the
plan, within the following departments: Building Maintenance, Community Health Services,
Environmental Services, Sheriff’s Department, Social Services, and Veterans Services.
Definitions
Blood Borne Pathogen: - Pathogenic microorganisms are organisms which are present in human
blood and can cause disease in humans. These pathogens include, but are not limited to, Hepatitis
B virus (HBV) and human immunodeficiency virus (HIV).
Potentially Infectious Materials (OPIM): - Blood (human blood, human blood components, and
products made from human blood), any unfixed human tissue or organ, and the following human
body fluids: semen, vaginal secretions, cerebrospinal fluid, synovial fluid, pleural fluid, pericardial
fluid, peritoneal fluid, amniotic fluid, saliva in dental operations, any body fluid that is visibly
contaminated with blood, and all body fluids in situations where it is difficult or impossible to
differentiate between body fluids.
July 1, 1997 Section 4-F 1

Exposure Incident: - A specific eye, mouth, or mucous membrane, non-intact skin, or parenteral*
contact with blood or OPIM that results from the performance of an employee's duties.
*Parenteral means piercing mucous membranes or the skin through such events as needle sticks,
human bites, cuts, and abrasions.
July 1, 1997 Section 4-F 2

INCIDENT REPORTS AND REPORTING PROCEDURES
In an effort to clearly identify procedures following an incident, injury or accident, we have put
together the following guidelines.
Incident Reports
1 An Incident/Injury/Accident report form needs to be completed by the reporting
employee immediately following the incident. If this is not possible, it should be
completed ASAP or within 24 hours.
2 Please complete the form in its entirety. If a question does not apply, please indicate
N/A. Be as specific as possible in the description of incident area and if additional
writing space is needed, please feel free to attach additional sheets. (Please note the
address and phone number section should indicate home information.)
3 Upon completion of the form, the reporting employee shall forward the form to the
department head/supervisor. The department should follow the normal chain of
command in the department to inform all appropriate members of the department. The
department head/supervisor will review the employee section, add any additional
comments, sign, and date then route the white copy to the Risk/Emergency
Management Department and the pink copy to Human Resources. (If the signature is
hard to read, please print it legibly next to the signature.)
Incident Reporting
1 Any serious incident, injury, or accident requires notification of Risk/Emergency
Management ASAP.
2 Any auto accident involving a county owned vehicle, regardless of severity, requires a
police report.
The following is an idea of what Risk/Emergency Management and Human Resources will do with
the form once completed.
Risk/Emergency Management:
Example A
(Personal Injury Accident)
1 Contact employee/supervisor to gather any additional information on injuries.
2 Complete First Report of Injury and send information to workers compensation claims
administrator.
3 Send copy of incident to our insurance carrier – Minnesota Counties Insurance Trust
(MCIT) for a claim file.
4 Continue follow-up with employee/supervisor, physician, work comp carrier, MCIT,
and others in regard to any other parts of the incident/injury.
April 8, 2002 Section 4-F (insert) 1

Human Resources:
1 Place in file for future follow-up needs.
Risk/Emergency Management:
Example B
(Property Damage Accident)
1 Contact employee/supervisor to gather additional information on accident.
2 Send copy of incident to our insurance carrier – Minnesota Counties Insurance Trust
(MCIT) for a claim file.
3 Continue follow-up with employee/supervisor, MCIT, and others in regard to any
other parts of the incident.
Human Resources:
1 Place in file for future follow-up needs.
Risk/Emergency Management:
Example C
(Employee Injury)
1 Contact employee/supervisor to gather any additional information on injuries.
2 Complete First Report of Injury and send information to workers compensation
administrator.
3 Continue follow-up with employee/supervisor, physician, and work comp carrier on
injury.
Human Resources:
1 Place in file for future follow-up needs.
Risk/Emergency Management:
Example D
(Citizen Injury on County Property)
1 Contact employee/supervisor to gather additional information on accident.
2 Send copy of incident to our insurance carrier – Minnesota Counties Insurance Trust
(MCIT) for a claim file.
3 Continue follow-up with employee/supervisor, MCIT, and others in regard to any
other parts of the incident.
April 8, 2002 Section 4-F (insert) 2

Human Resources:
1 Place in file for future follow-up needs.
Risk/Emergency Management:
Example E
(Employee Injury – Cumulative Trauma)
1 Contact employee/supervisor to gather additional information on incident.
2 Complete First Report of Injury and send information to workers compensation claims
administrator.
3 Look at workstation and work with employee/supervisor to do an assessment of the
workstation and work area to eliminate repetitive trauma.
4 Continue follow-up with employee/supervisor, physician, work comp carrier, MCIT,
and others in regard to any other parts of the incident.
Human Resources:
1 Place in file for future follow-up needs.
The above scenarios are examples of the steps that may take place following an Incident, Injury or
Accident. Based on circumstances behind each Incident, Injury or Accident, the procedures
followed may vary.
Please contact the Risk/Emergency Management Office if you are in need of a Carver County
Incident/Injury/Accident Report Form.
April 8, 2002 Section 4-F (insert) 3

This page intentionally left blank

LIFE THREATENING ILLNESSES
Carver County recognizes that employees with life-threatening communicable diseases and
terminal illnesses such as cancer, heart disease and AIDS, may wish to continue to engage in as
many of their normal pursuits as their condition allows, including work. As long as these
employees are able to meet acceptable performance standards, and medical evidence indicates that
their condition(s) are not a threat to themselves or others, management should be sensitive to their
condition(s) and ensure that they are treated consistently with other employees. Carver County
also recognizes that it has an obligation to provide a safe work environment for all employees,
clients and the public. Therefore, precautions should be taken to ensure that an employee's
condition does not present a health and/or safety threat to other employees, clients or the public.
Consistent with this concern for employees with life-threatening communicable diseases and
terminal illnesses, Carver County offers the following range of resources available through the
Human Resources Department and the Community Health Services Department.
* Mandatory education to management and employees on life threatening communicable
diseases and terminal illnesses.
* Referral to agencies and organizations which offer supportive services for life-threatening
communicable diseases and terminal illnesses.
* Benefit consultation to assist employees in effectively managing health, leaves and other
benefits.
Guidelines
When dealing with situations involving employees with life-threatening communicable diseases
and terminal illnesses, management will:
1. Remember that an employee's health condition is personal and confidential, and every
precaution should be taken to protect information regarding an employee's health condition.
Health data regarding employees is private data, M.S. 13.43, subd. 2, and may not be
released to the public or to fellow employees without a strict observance of data privacy
rights of public employees. Knowledge that an employee has a life-threatening
communicable disease or terminal illness will be limited to those persons determined by the
County Human Resources Director to have a direct need to know.
2. Contact the Human Resources Department or Community Health Services Department if
you believe that you or other employees need information about life threatening
communicable diseases or if you need further guidance in managing a situation that
involves an employee with a life-threatening communicable disease before taking any
action with the affected employee.
3. Contact the Human Resources Department to determine if a statement should be obtained
from the employee's attending physician that continued presence at work will pose no
threat to the employee, co-workers or clients. Carver County reserves the right to require
an examination by a medical doctor appointed by the County. (See Section 2, Requirement
of Physical and Psychological Examination.)
August 9, 1994 Section 4-G 1

4. If warranted, make reasonable accommodations (Section 504 of the Rehabilitation Act) for
employees with life-threatening communicable diseases and terminal illnesses consistent
with the business needs of the office/department.
5. Make a reasonable attempt to positively respond to transfer requests from employees with
life-threatening communicable diseases and terminal illnesses, experiencing undue emotional
stress.
6. Be sensitive and responsive to co-worker's concerns, and emphasize employee education
available through the Human Resources Department and the Community Health Services
Department.
7. No special consideration should be given beyond normal transfer requests for employees
who feel threatened by a co-worker's life-threatening communicable disease or terminal
illness. Be prepared to provide information to the threatened co-worker regarding the
safety of the work environment as prescribed under the Minnesota Employee Right to
Know Act.
8. Be sensitive to the fact that continued employment for an employee with a life-threatening
communicable disease or terminal illness may sometimes be therapeutically important in
the remission or recovery process or may help prolong that employee's life.
9. Encourage employees to seek assistance from established community support groups for
medical treatment and counseling services. Information on these can be requested through
the Community Health Services Department.
10. Be aware that when dealing with employees who have some form of life-threatening
communicable disease, they are covered by laws and regulations that protect handicapped
people against discrimination. The Human Resources Department must be contacted prior
to making any employment decisions regarding an employee with a life-threatening
communicable disease.
11. Notify employees that they are to contact the Community Health Services Department if
they believe a communicable disease work incident involves significant risk of exposure.
12. Be aware, and make employees aware, that testing for communicable diseases must not be
done as a screening device for employment, reassignment or promotion, except as provided
for in Section 2, Requirement of Physical and Psychological Examination and in accordance
with labor contracts.
August 9, 1994 Section 4-G 2

WORKPLACE VIOLENCE
Violence is the use of harassment, intimidation, physical force, or the abuse of power or authority,
where the intent is to control by causing pain, fear or hurt. The County acknowledges that our
employees may be exposed to violence by the very nature of their jobs in the provision of service
to the public. Examples of these areas include Sheriff’s Department, Courts, and Social Services.
Further, the County acknowledges that all human relationships include the potential for conflict,
which may result in violence. This includes the actions of employees, clients, other internal or
external customers, vendors or any other person. The County recognizes that violence at work;
family violence or any other type of violence may impact an employee’s work performance.
Carver County is committed to:
• providing services to the public in a professional and caring manner;
• providing a safe environment for employees and the public;
• reducing employee vulnerability to workplace violence;
• responding quickly to employees when workplace violence occurs;
• supporting employees who experience violence both at the time of and subsequent to the
incident.
County employees are expected to be able to serve angry, upset or otherwise disgruntled customers
with patience, courtesy and respect; however, no employee is required to tolerate physical or verbal
threats to one’s safety, or physical or verbal abuse. Further, it is a goal of the County to maintain a
work environment that provides for respectful conflict resolution.
The County assumes the initiative for maintaining a safe workplace. Each Department Head is
charged with the development and maintenance of appropriate procedures for addressing
workplace violence relevant to the functions of that department. These include procedures for
prevention, incident reporting and incident response. Each employee will receive training from
their Department Head or designee on workplace violence prevention, reporting and response
procedures pertinent to their department and/or job function. Each employee is responsible for
adherence to these procedures. Procedures pertinent to all employees are addressed in the
Workplace Violence Procedures, which are provided to each new employee at orientation and
discussed by Risk/Emergency Management as a part of the new employee orientation process.
The County retains the authority to act appropriately in performance evaluation and disciplinary
procedures. The intention of this policy is not to conflict with any other County policy.
March 10, 1998 Section 4-H 1

WORKPLACE VIOLENCE PROCEDURES
Background Information
Carver County employees are occasionally in contact with individuals whose behavior may result
in danger or injury to the employee. The County acknowledges that our employees may be
exposed to violence by the very nature of their jobs in the provision of service to the public.
Examples of these areas include the Sheriffs Department, Courts, and Social Services. It is
essential that the employee be prepared to deal with this situation when it occurs and be aware of
preventative measures that may be taken. The County has established a Workplace Violence
Policy (copy attached) and countywide overall incident prevention and response procedures are
enclosed herein. Individual departments may modify the overall County policy and procedure to
meet specific departmental requirements. The County retains the authority to act appropriately in
performance evaluation and disciplinary procedures. The intention of these procedures is not to
conflict with any other County policy or procedures.
I. Prevention
A. Safe work Environment
It is a goal of Carver County to reduce employee vulnerability to violence by individuals.
The County assumes the initiative for creating a safe workplace and will take appropriate
action to prevent danger to employees. All employees are furnished with a copy of the
Workplace Violence Policy, Workplace Violence Procedures, and are offered additional
training.
Modified procedures, specific to each department, will be incorporated as supplemental to
the overall policy and procedures as needed. Departments implementing modified
procedures need to follow the established County personnel rules.
B. Prevention procedures applicable to all departments
1. Department Reception Areas
Where appropriate, department reception areas should be equipped with a
visitor’s sign in register for use in tracking visitors in the department and
building.
2. Identification
Identification while in or on County property will be in accordance with the
County’s Name Tag and Photo ID policies.
3. Reporting of Potential Threats
The best protection against violence is prevention. There are many things
we can do to reduce the probability of violence. However, violence may
still occur despite our efforts. If you are aware of a threat against someone
in the office or in the field, Minnesota Data Practices laws allow you to
warn the individual of the threat. Report all threats to your supervisor.
March 10, 1998 Section 4-H (insert) 1

4. Employee Responsibilities
• Take responsibility for your own safety. Don't take unnecessary
risks.
• If you know that you are a target of a threat, notify your supervisor.
• Recognize there is always potential for violence. Attend safety
training. Be prepared with your own safety plan. Review caseload
if appropriate and identify violent/potentially violent individuals.
• In a new situation it is helpful to assume that the individual could be
dangerous until either experience with the individual or assessment
proves otherwise.
• Some characteristics of violent behavior:
‣ Verbal cues such as swearing, refusals, threatening,
voice too loud or too soft, mumbling, slurred speech,
distorted thinking;
‣ Physical cues such as body shakes, pacing, apparent
irritation, neck muscles stiffening, face/fists tightening,
change in breathing, "wild" eyes.
• When appropriate, check law enforcement records. Previous
incidents of violence can be the best predictors of future violence.
• When possible, require potentially dangerous individuals to come to
the office for meetings.
• Individual concerns and/or complaints regarding the service
received should be directed to the supervisor. Supervisors and
managers should evaluate any concern/complaint with an
assessment of potential violence and what actions may help to avoid
violence.
• Don’t “psychologically corner” an individual. Attempt to re-direct
or re-word any discussion to a positive framework:
‣ Never touch an angry individual;
‣ Leave plenty of space between yourself and the
individual;
‣ Don't correct or challenge a hostile individual’s
statements;
‣ Assume a non-threatening position;
‣ Try to be at eye level with the person. If the individual
can be calmed--stay with the individual and let him/her
know you want to help solve the problem;
‣ Listen to the individual;
‣ Be aware of body language.
‣ Speak clearly, calmly, and in a low voice.
‣ Be respectful. Do not argue, demand, command, or
disagree.
• Request assistance from additional staff when necessary.
March 10, 1998 Section 4-H (insert) 2

4a. Preparation for Field
• If you are concerned for your safety in the field, make your
supervisor aware of your concerns prior to your visit. Departments
are encouraged to develop procedural parameters with area law
enforcement as needed.
• Look over the room at the beginning of the interview. Potential
weapons that might be used against you include: beverages,
ashtrays, keys, phones, pens, pencils, etc.
• Pay special attention to situations that may evoke anger, which may
cause enough stress to agitate even an ordinarily cooperative
individual such as: removing a child from a home, denying
assistance, or issuing a fine.
• Choose an appropriate place to sit (i.e. near an exit) etc. Ideally the
individual would also have access to an exit. Don't allow
individuals to be between you and the door. Don't physically corner
yourself. Leave a way out and stand out of reach. Don't physically
or psychologically corner the person.
• Check out from department when making a field visit to a home or
place of business, noting your anticipated return time. If a change in
plans occurs, notify your department as soon as possible.
• Check in with department promptly upon your return.
• Be aware of emergency resources in the area when on a field visit.
• In a potentially dangerous situation in the field, leave the site if you
feel you are in imminent danger. Leave immediately if asked to
leave. The exception to this would be if legally appropriate (i.e.
search warrant).
• Utilize communication devices available from departments, (i.e.
radios, pagers, and/or cellular phones, etc.) for notification of
changes, delays, etc.
4b. Preparation for Office
• Receptionists should be aware of their surroundings.
• Receptionists should be made aware of potentially violent
individuals that may come to the office location.
• Consideration should be given to the layout of your office.
• If you are concerned for your safety in the office, inform your
supervisor and/or other staff as necessary.
• Interview as a team, if necessary.
• Before interviewing a known violent individual, discuss the violence
prevention plan with your supervisor. Consider the person's past
history.
• If the window between the office and the hallway is equipped with a
blind, leave the blind open.
• In a potentially dangerous situation in the office consider
temporarily terminating the interview and leaving the room. Seek
the assistance of other staff or law enforcement.
March 10, 1998 Section 4-H (insert) 3

4c. Transporting
If you are concerned for your safety with an individual whom you plan to
transport, consult with your supervisor about an alternate plan before
proceeding. Utilize appropriate transport vehicle as needed.
5. Department Head/Supervisor Responsibilities
6. Training
• Advise new employees of safety issues specific to their job. The
importance of the Workplace Violence Policy and Procedures and
any department specific procedures must be stressed with employees
at their initial orientation with the supervisor.
• When interviewing prospective employees, inform the candidate of
any safety issues pertinent to the relevant position.
• Regularly assess employees’ workload to determine whether there
are factors that may increase the risk of workplace violence.
• Employees are directed to route individual concerns and/or
complaints regarding the service of the department to the supervisor.
Supervisors and managers should evaluate any concern/complaint
with an assessment of potential violence and what actions may help
to avoid violence.
• Review the Workplace Violence Policy and Procedures, and any
department specific procedures at least annually with employees.
• Provide the time and support necessary to ensure staff attendance at
safety training.
• Assure employees that the County will not tolerate any form of
assaults or threats toward staff.
The County shall offer in-service training to staff on personal safety. The
training may include the following:
1. Techniques for interviewing potentially violent and violent
individuals.
2. Techniques for avoidance of confrontations.
3. Assertiveness training.
4. Staff vulnerability to violence.
5. How to recognize violent and potentially violent situations.
6. Self-defense training.
7. How to document assessment of violence.
8. How to cope physically and emotionally with a violent or
harassing incident.
9. Department site specific planning
10. De-escalation techniques
11. Interpersonal communication skills
Appropriate personal safety training will be offered to all staff on a periodic
basis.
March 10, 1998 Section 4-H (insert) 4

II.
RESPONSE TO INCIDENTS
A. Suggested response to violent/potentially violent situations
Avoid power struggles. Be respectful, calm, and not emotional. Do not threaten or
retaliate. Listen. Agree with the individual to diffuse anger.
When attempts to calm the individual fail and the individual continues to become
aggressive or threatening, let the individual know that you take threats seriously and
terminate the meeting. Be firm, not confrontational
If threatened or assaulted during an interview, wherever it occurs, end the
interview, remove yourself from of the situation and get to a secure place. Your
actions should be an attempt to insure your safety or reduce additional risk rather
than to inflict harm upon an individual. Your defense should be reasonable and
proportionate to the situation with a minimum of contact with or injury to the
individual. The County supports acts of self-defense when protecting yourself.
Obtain medical help immediately if needed. Report incident to law enforcement
and supervisor.
1. Response in the Office
• If you see or overhear a violent incident in progress,
determine if intervention will assist the staff member. If you
are aware that another employee is possibly in trouble in an
interview room, knock on the door and call the employee out
of the room saying, for example, "I apologize for
interrupting, may I see you for a moment please?" This will
prevent embarrassment of either the employee or the
individual and will help to remove the employee and the
individual from the situation. Call 911 or consult with law
enforcement as appropriate. If your intervention in the
interview may help prevent or reduce violence, the County
supports your decision to act.
• Notify a supervisor or other staff as necessary immediately.
Consult with supervisor/manager or other staff regarding
joining the employee in attempting to persuade the
individual to leave the office.
• Lock all interview room doors and the door leading to the
receptionist area (if possible). Everyone in the receptionist
area may be escorted into an interview room if deemed
appropriate after consultation with a supervisor/manager.
• Alert law enforcement in the area for assistance.
• Notify your supervisor of the incident as soon as possible.
• If threatened or assaulted, notify law enforcement and your
supervisor.
March 10, 1998 Section 4-H (insert) 5

2. Response in the Field
• When on a field visit, if you feel in imminent danger, leave
immediately.
• Leave immediately if you are asked to leave. The exception
to this would be if legally appropriate (i.e. search warrant).
• Notify your supervisor of the incident as soon as possible.
• If threatened or assaulted, notify law enforcement and your
supervisor.
III.
ACTION FOLLOWING AN INCIDENT
All incidents should be reported using the Incident/Injury/Accident Report form. A report
should also be made when you have perceived a potential for violence but the violence did
not occur, i.e., a sufficient number of warning signs, actions, or level of emotion suggesting
violence might have occurred. Each department shall maintain a supply of the
incident/injury/accident report forms.
The following actions shall be taken:
Employee Responsibilities
• Access 911 with Emergency needs! Get immediate medical
help if physical injury has occurred.
• Notify your supervisor*. If supervisor not available, follow
the departmental chain of command to report the incident.
• Discuss incident with supervisor* and fill out an
Incident/Injury/Accident Report form.
• Submit Incident Report to supervisor* for completion and
routing.
• If threatened or assaulted, report to law enforcement.
• Develop a plan with your supervisor* to reduce or eliminate
a future occurrence of violence.
• Continue to get the medical help and/or the support you need
to completely recover from the incident. Recognize that this
may take time. The County has Employee Assistance
Program (EAP) resources available.
* If supervisor is the violence producing individual, follow the existing
Carver County grievance/dispute resolution upward chain of command
procedures for notification.
March 10, 1998 Section 4-H (insert) 6

Department Head/Supervisor Responsibilities
• Assist the incident assault victim in obtaining necessary
medical or other treatment.
• Administer to the needs of and debrief bystanders or other
witnesses. Obtain name and contact numbers as available.
• Assist employee with filling out necessary report forms
relating to the incident.
• If threatened or assaulted, be sure law enforcement was
notified.
• Encourage injured workers to seek support and refer the
employee to the Employee Assistance Program (EAP) as
appropriate.
• If necessary, assess potential options for temporary
modifications to the employee workload while the worker
recovers from the incident. Discuss these modifications with
the appropriate chain of command.
• Supervisor should consider long term reassignment of
case(s) to other staff when supervisor and employee
determine that an antagonistic relationship exists between
the employee and an individual.
• Review plan and make changes for reduction of future
incidents.
• When necessary, write a letter to the violence-producing
individual to warn them of consequences for inappropriate
behavior. This letter should be reviewed by Risk/Emergency
Management and the County Attorney’s Office before it is
sent.
• As a last resort, consider with the consultation of the
employee, the feasibility of suspending, denying or altering
services to the violence-producing individual.
• Consult Human Resources, Administration, Attorney’s
Office, Mental Health and/or Risk/Emergency Management
for further assistance.
Department Head Responsibilities
• Review and maintain appropriate departmental procedures.
• When responding to any client concern/complaint, assess the
potential for violence and actions that may be taken to avoid
violence.
• Insure that supervisors give priority attention to violent
incidents and that they provide empathetic, responsive, and
individualized support to the affected employees.
• Assess the incident that has occurred and the potential for
future violence. Determine actions that may be taken to
avoid repeated and/or escalated incident in the future.
March 10, 1998 Section 4-H (insert) 7

SECTION 5
COMPENSATION
Position Classification Plan
Compensation
Severance Compensation

This page intentionally left blank

POSITION CLASSIFICATION PLAN
Establishment and Maintenance of the Classification Plan
The County shall establish and maintain a Position Classification Plan and shall classify thereunder
all County positions. It is the inherent right of management to redesign jobs, restructure jobs, and
create new jobs in meeting the objectives of Carver County. From time to time, management will
need to create new classifications to better respond to the needs and challenges of Carver County.
The Plan shall be developed and maintained so that positions substantially similar with respect to
knowledge and skills, supervisory authority, public relations and working conditions are included
within the same class; and that the same schedules of compensation shall apply to all positions in
the class.
Section I
Position/Classification Creation Procedure
If a new classification/FTE is created, it will be the responsibility of management to define and
determine essential requirements and duties of the position. Human Resources will work with
department heads and supervisors to develop the job description in a format consistent with all job
descriptions. The job description will be assigned to a class under the Classification Plan and to an
appropriate grade under one of the compensation schedules. Final approval of any new job
classifications/FTE will require County Board approval.
Section II
Classification Review Procedure
The County shall review the Classification Plan periodically to ascertain whether or not it
corresponds with existing conditions in the County service, and to make any revisions, where
necessary.
1. Carver County will review and analyze one third (1/3) of the County’s job
classifications annually, during the budget process. Job classifications for review will
be selected by job family, i.e. department heads, assistants/supervisory, professional,
technical/service, and administrative assistant/support staff. Department heads will be
notified in writing by Human Resources of the classifications in their department up for
review and sent the necessary forms for completion.
2. Department heads will be responsible for reviewing the job descriptions and
determining if there is a significant change in the nature or scope of the work performed
in the job classification selected for review. If a significant change is noted, 30% or
more, department heads are responsible for completing a Position Description
Questionnaire (PDQ) identifying the changes. This information will be submitted to
Human Resources. The information will then be evaluated and assigned an appropriate
grade under one of the compensation schedules. If a significant change is not found in
the job classification selected for review, this is noted and the position will be included
in the next classification cycle for the job family.
3. Each request will be evaluated using the job evaluation method adopted by Carver
County. Based on the new evaluation, the job classification can have no change, a
higher placement, a lower placement, or a reallocation to a new classification
altogether. A brief statement detailing the recommendations for each job classification
review will be prepared and filed in the Human Resources Department.
May 21, 1996 Section 5-A 1
Revised: September 9, 2003

4. Human Resources will be responsible for dating all classification reviews and tracking
when job classifications are subject to review. It will also be the responsibility of
Human Resources to maintain all evaluation results.
5. For department heads, the County Administrator will be responsible for reviewing
department head classification descriptions and determining the need to review these
positions.
6. Consideration for job classifications that are not scheduled for their annual review but
experience significant change will be handled on a case by case basis by the department
head notifying Human Resources in writing of the changes and reasons for the changes.
Section III
Position Elimination
In the event a position is eliminated by the County, and the employee occupying the position is not
qualified for any other position, the employee shall be laid off and shall be eligible for reemployment
rights for a period of one year, in a position for which the employee is qualified.
Section IV
Decrease in Grade Level or Rating
In the event a position decreases in grade level, the employee in the position classification will
move to the next step in the new grade which provides them an increase.
In the event a position decreases in a grade level and as a result the employee’s pay falls over the
new grade maximum, their current pay will be frozen until their wage is equal to or less than the
grade range maximum.
Increased or Classified to a Higher Grade
In the event an employee is evaluated to a higher grade, the employee shall be moved to the step
closest to but higher than their current rate of pay provided the rate does not exceed the maximum
of the new range.
Pay Adjustment Effective Date
The effective date of any pay adjustments shall be the beginning of the first pay period following
the first of the new year, so costs can be reflected in the budget cycle.
Step movement will continue as defined in the County Rules and Regulations and collective
bargaining agreements.
.
May 21, 1996 Section 5-A 2
Revised: September 9, 2003

COMPENSATION
Compensation Plan
It is the policy of Carver County that competitive and equitable compensation be provided to
employees. The Human Resources Director shall be responsible for maintaining a Compensation
Plan, which shall recognize such factors as:
1. Uniformity of pay ranges for each classification.
2. The relative difficulty and responsibility of work.
3. The recruiting experience of the County.
4. The rate of pay in the public and private sector.
5. The financial condition and policies of the County.
6. Pertinent economic data.
7. Availability of applicants possessing required skills.
8. Internal Equity as defined by the Local Government Pay Equity Act.
The Compensation Plan shall be reviewed regularly by the Human Resources Director, with any
changes recommended to the County Board.
Administration
The Compensation Plan shall consist of designated salary ranges, each with a minimum and
maximum rate, for each classification. Wage advancement within each range shall be 4.5% on an
annual basis until the maximum of the range is attained. Satisfactory performance is required for
any wage advancement within a range. Notice of satisfactory performance must be received in the
Human Resources Department.
A new employee shall generally be hired at the minimum of the range. The Department Head shall
consult with the Human Resources Director to determine the starting wage or salary; up to Step D
for Grades 1-9 and up to Step F for Grades 10 and above. Requests for a starting wage or salary
higher than outlined above must be approved by the County Board. Such authorization shall be
based on exceptional qualifications and background of the proposed employee or by labor market
conditions.
Movement within the range shall occur upon the successful completion of a probationary period if
hired at the minimum of the salary range. Individuals hired after January 1, 2004 shall receive step
movement on their anniversary date. Employees hired before that date shall receive step increases
effective January 1 of each year. Step movements shall be effective at the beginning of the pay
period following the date on which the employee becomes eligible and authorized to receive such
remuneration. After completion of a probationary period, no employee shall receive more than one
step per year.
Wage Deductions
Whenever an employee is indebted to the County, the amount due may be deducted from the
employee's wages. The County will also make mandatory deductions from an employee's wages
as required by court order, IRS directive or statute, and will make voluntary deductions from an
employee's wages as authorized by the employee.
May 21, 1996 Section 5-B 1
Revised: September 9, 2003

Work Out-of-Classification
An employee who is specifically assigned for more than ten (10) working days to perform work
which is at a higher job classification shall receive the higher classification rate for each day of
such out-of-classification work. Work out-of-classification is the performance of work more than
fifty percent (50%) of which is exclusively covered by a higher job classification. The out-ofclassification
pay rate shall normally be 4.5% more than the employee's regular classification pay
rate, except that the employee's out-of-classification pay rate must at least be at the minimum of
the pay range for the higher classification and may not exceed the maximum of the pay range for
the higher classification.
.
May 21, 1996 Section 5-B 2
Revised: September 9, 2003

SEVERANCE COMPENSATION
A. Regular, full-time and part-time employees shall be eligible for severance compensation
upon retirement, death, resignation or layoff in accordance with the following conditions:
1. The employee shall have been employed by the County for at least five (5) years and
shall have resigned in good standing as defined in Section 2, Termination.
2. Severance compensation shall be one-half (1/2) of unused sick leave, but not to exceed
seven thousand two hundred dollars ($7,200) for year 2001; not to exceed seven thousand
six hundred dollars ($7,600) for year 2002; not to exceed eight thousand dollars ($8,000)
for year 2003. The County reserves the right not to pay severance compensation if an
employee is terminated for cause.
3. In the event severance compensation is due an employee as the result of death, the death
benefits shall be paid to the surviving spouses or to the employee’s estate.
4. All earned vacation time shall be dispersed upon termination. Payment for vacation or
other severance may be withheld if the employee is in any way indebted to the County or
in possession of County equipment or property.
Non-exempt employees shall receive all earned compensatory time upon termination.
5. Exempt, non-unit employees are eligible for severance compensation for earned
compensatory time at a rate of one-half (1/2) of the earned time available. The maximum
dollar amount for severance from compensatory time is the same as that established for
sick leave severance, number two above.
B. Regular, full-time employees, not covered under a collective bargaining agreement, shall be
eligible to participate in the Minnesota Post Retirement Health Care Savings Plan (PRHCSP)
upon retirement with the following conditions:
1. The employee shall have been employed by the County for ten (10) consecutive years
and shall have resigned in good standing as defined in Section 2, Termination.
2. The employee shall be retirement eligible at the time of separation.
3. Effective January 1, 2003 through December 31, 2003, the employee will contribute one
hundred percent (100%) of their accrued sick leave, sick leave bank, vacation leave, and
accrued compensatory time to the Post Retirement Health Care Savings Plan. Said contribution
will not exceed one times the employee’s base annual salary.
Effective January 1, 2004, the employee will contribute one hundred percent (100%)
of their accrued sick leave, sick leave bank and vacation leave, and fifty percent (50%) of their
accrued compensatory time to the Post Retirement Health Care Savings Plan. The total
contribution of these benefits combined shall not exceed fifty percent (50%) of the
employee’s base annual salary.
4. The County reserves the right not to contribute any of the employee’s
accrued sick, sick leave bank, vacation leave or compensatory time to the Post
Retirement Health Care Savings Plan if an employee is terminated for cause.
April 13, 1999 Section 5-C 1
Revised: July 01, 2003

5. In the event severance compensation is due an employee as the result of death, prior to
separation, the employee will receive death benefits as defined in Severance Compensation
Policy A3.
6. Contribution to the Post Retirement Health Care Saving Plan may be withheld if the
employee is in any way indebted to the County or in possession of County equipment or
property.
April 13, 1999 Section 5-C 2
Revised: July 01, 2003

CARVER COUNTY POST RETIREMENT HEALTH CARE SAVINGS PLAN
Carver County non-bargaining employees are eligible to participate in the Minnesota Post
Retirement Health Care Savings Plan (PRHCSP) established under Minnesota Statutes, section
352.98 (Minn. Supp. 2001) and as outlined in the Minnesota State Retirement System’s Trust
and Plan Documents. All funds collected by the employer on the behalf of the employee will be
deposited into the employee’s post retirement health care savings plan account.
Effective January 1, 2004, Carver County non-bargaining employees eligible for the severance
payment outlined in the Carver County Personnel Rules and Regulations, Section 5C, Severance
Compensation B, will contribute their one hundred percent (100%) of their accrued sick leave,
sick leave bank and vacation leave, and fifty percent (50%) of their accrued compensatory time
to the Post Retirement Health Care Savings Plan. The total contribution of these benefits
combined shall not exceed fifty percent (50%) of the employee’s base annual salary.
April 13, 1999 Section 5-C 3
Revised: July 01, 2003

This page intentionally left blank
April 13, 1999 Section 5-C 4

SECTION 6
BENEFITS
Holidays
Vacations
Sick Leave
Leave of Absence
Insurance Benefit

This page intentionally left blank

HOLIDAYS
The following days, and other such days as the Board may designate, are holidays, to be
compensated at straight time for regular full-time employees, provided the employee is on
compensated payroll status the last working day preceding the holiday and the first working day
following the holiday:
1. * New Year's Day................................ January 1
* Martin Luther King Day................... Third Monday in January
* President's Day ................................. Third Monday in February
* Memorial Day................................... Last Monday in May
* Independence Day ............................ July 4
* Labor Day ......................................... First Monday in September
* Veteran's Day.................................... November 11
* Thanksgiving Day ............................ 4th Thursday in November
* Friday After Thanksgiving............... 4th Friday in November
* Christmas Day .................................. December 25
* Three (3) Floating Days ................... Employee's choice
2. Holidays that fall on Sunday will be observed the following Monday, those that fall on
Saturday will be observed the preceding Friday, unless another day is designated by the
Board. An employee scheduled to work other than the normal workweek of Monday
through Friday shall receive the same number of holidays.
3. Non-exempt employees assigned in accordance with the normal work day schedule and
required by the County to work on a designated holiday shall receive overtime
compensation at one and one-half (1.5) times their base pay rate for hours worked plus
holiday compensation at their base rate. Exempt employees required to work on a holiday
by the Department Head shall be eligible for compensatory time off at one and one half
time for the hours worked on that holiday. If exempt employees chose to work on a
holiday, and if approved by the Department Head, they shall be eligible for compensatory
time off on an hour for hour basis. In no case shall the total compensation exceed two and
one-half (2.5) times the employee's base pay rate.
4. Designated holidays that occur within an employee's approved and compensated leaves of
absence or vacations shall not be charged to the employee's sick days or vacation time, but
shall be recorded as a holiday.
5. Employees will not receive holiday pay for holidays occurring while on an unpaid leave of
absence or while receiving donated vacation time.
6. Scheduling of an employee's floating holiday shall be by mutual agreement between the
employee and supervisor. Should the number of employees requesting the use of their
floating holiday exceed the number the supervisor determines necessary to effectively
conduct business, the supervisor shall grant such requests on the basis of first request
received, ties shall be broken by department seniority. Probationary employees can not use
a floating holiday.
7. A floating holiday cannot be carried over from one calendar year to the next.
February 9, 1999 Section 6-A 1

8. Regular part-time employees, working at least half time, shall receive compensation for the
holidays designated in Item 1 above but on a pro-rated basis. Holiday compensation for
employees working less than 4/5 time (32 hours per week) shall be paid in one lump sum
payment in January of each year for the holidays which fell during the previous year.
Employees working at least 4/5 time shall receive holiday compensation on a regular basis.
However, any holiday compensation due a terminating or laid off employee shall be paid at
the time of termination or layoff. The rate of holiday compensation shall be the employee's
base rate in effect on December 31 st . In no case shall an employee's total pro-rata holiday
compensation exceed pay for eleven (11), eight (8) hour days.
February 9, 1999 Section 6-A 2

VACATIONS
1. All full-time regular employees shall be eligible for and accrue vacation at their current rate
of pay. Newly hired employees will not accrue vacation during their probationary period.
Upon successful completion of the probationary period, the employee will be credited with
five (5) days of vacation. Accumulation shall be based on an employee's regular
workweek. Thereafter, vacation shall be earned in accordance with the following schedule,
provided that the employee is on compensated payroll status or approved military leave:
Years of Completed Service
Vacation Days Earned per year
1 - 12 months 10.00
1 year but less than 5 years 12.00
5 years but less than 10 years 15.00
10 years but less than 15 years 18.00
15 years but less than 20 years 21.00
20 years but less than 23 years 22.00
23 years but less than 24 years 23.00
24 years but less than 25 years 24.00
25 years or more 25.00
Regular part-time employees, working at least half time, shall earn vacation benefits in
accordance with the above schedule on a pro-rated basis.
When continuous length of service reaches a point entitling the employee to the next higher
rate, the new rate will commence on the first day of the pay period following the date of
eligibility.
2. Vacation leave shall not accumulate in excess of two hundred eighty (280) hours.
3. An employee shall request vacation time off at least forty-eight (48) hours in advance of
the absence requested and fifteen (15) calendar days in advance of vacation periods of five
(5) days or more duration. All vacation requests are subject to supervisory approval. The
supervisor shall respond within twenty-four (24) hours to the forty-eight (48) hour request
and within five (5) days for the longer period request. The advance notice requirements
may be waived if, in the judgment of the supervisor, the leave will not cause undue
inconvenience to the Employer. At no time shall an employee be granted vacation leave
when the supervisor determines that the employee's absence may impair the efficient
operation of the department. Once a request is approved, the County must show
substantial cause to cancel or postpone a vacation.
4. In the event of two or more overlapping vacation requests which cannot be granted
simultaneously, seniority of the requesting employee will govern to the greatest extent possible
if submitted prior to April 1 of each year. Thereafter, requests for overlapping
vacation dates shall be granted on a first arrival basis.
May 21, 1996 Section 6-B 1

5. Pay in lieu of vacation shall not be allowed, except upon mutual agreement of the County
and the employee or in the event of termination. Payment of vacation upon termination
shall be at the employee's base rate at the time of termination with compensation in the
form of a lump sum payment. There may be a clearance period of two weeks from
effective date of termination until issuance of the accrued leave payment. Payment for
vacation or other severance may be withheld if the employee is in any way indebted to the
County or in possession of County equipment or property.
6. Employees that become ill during an approved vacation may use sick leave for the days on
which they were ill. Such leave is subject to the conditions regulating the use of sick leave
noted in Section 6, Sick Leave.
7. Employees may use accumulated vacation leave benefits as an extension of sick leave,
provided all sick leave benefits have been exhausted. Vacation leave benefits utilized as an
extension of sick leave shall be subject to the conditions regulating the use of sick leave.
8. Carver County reserves the right, as a matter of policy, to permit employees of the County
to donate vacation time to other employees who have exhausted their leave benefits, but
would otherwise be allowed to use sick leave for a personal illness. The County further
reserves the right to establish this policy under circumstances that it deems appropriate and
under such conditions that it deems appropriate, all on a case-by-case basis. An exercise of
this policy shall not establish a precedent or practice, nor shall such exercise be subject to
review under the grievance process of the Collective Bargaining Agreement.
An employee's request under this policy shall be in writing and sent to the employee's
immediate supervisor. The request shall be forwarded, along with the supervisor's
recommendation, to the Human Resources Director for review.
9. Upon termination an employee shall be compensated for all accumulated unused vacation,
subject to Item 5 above. Compensation shall be in a lump sum payment, at the employee's
current rate of compensation. In the event of death of an employee, all earned vacation of
the deceased shall be paid to the employee's spouse, if living, otherwise to the estate of the
deceased employee.
10. An employee who retires under the laws governing the Public Employee's Retirement
Association of the State of Minnesota may, at the employee's option, receive a lump sum
payment for accumulated vacation and severance compensation before the effective day of
retirement, but not sooner than fifteen (15) calendar days.
11. Creditable service for use in determining an employee's vacation accrual shall be only
current continuous service, including all authorized paid leave and authorized leave without
pay for military service. Unpaid leaves of absence, less than thirty (30) days, will not affect
the date used to determine vacation accrual.
May 21, 1996 Section 6-B 2

Vacation Cashout Plan
An employee may request to be paid for accumulated vacation, to a maximum of forty (40)
hours per calendar year, in conjunction with taking a block of forty (40) hours per calendar
year, in conjunction with taking a block of forty (40) hours of vacation provided that after
the reduction of the hours requested, the employee retains a minimum vacation balance of
forty (40) hours. The request may be made prior to the taking of forty (40) hours of
vacation for payment with the last payroll prior to taking of the vacation or at any time
within the same calendar year after the taking of forty (40) hours of vacation. If the
cashout is requested prior to the taking of the vacation, and the employee does not take the
forty (40) hours of requested vacation, the employee's pay will be reduced by forty (40)
hours on the next payroll. The number of whole hours that may be requested for cashout
will be determined by the employee and will be limited only by the employee's choice and
the conditions previously stated in this section.
May 21, 1996 Section 6-B 3

This page intentionally left blank
May 21, 1996 Section 6-B 4

SICK LEAVE
1. Sick leave shall be earned by full time employees at the rate of one (1) day for each full
month of service. A person employed on a regular part-time basis, of at least 20 hours per
week, shall accrue sick leave prorated in accordance with the actual hours worked. Sick
leave benefits, when authorized, shall be paid at the employee's base rate of pay.
Seasonal, casual, temporary, part-time (except as defined above) and intern employees
shall not receive sick leave credit.
2. Sick leave benefits shall only accrue when an employee is on compensated payroll status.
3. Unused, earned sick leave may be accumulated to a maximum of one hundred (100) days.
Sick leave in excess of one hundred days may be banked for use after the exhaustion of
regular sick leave in the case of catastrophic illness.
4. Sick leave may be authorized, upon application to the immediate supervisor, for the actual
disability due to illness, maternity, injury, legal quarantine, dental or medical treatment
necessitating the employee's absence or for serious illness in the employee's immediate
family. Immediate family, for the purpose of this section shall be defined as spouse, minor
children, ward, parent and siblings when living in the household of the employee. In
instances of critical illness to a member of the family, who is either not a member of the
immediate family or not living in the household, an appeal may be made to the
Administrator to waive these requirements. Sick leave usage shall be subject to approval
and verification by a supervisor who may require the employee to furnish a report from a
recognized medical authority attesting to the necessity of the leave, and other information
the supervisor deems necessary.
Exception to definition of immediate family member: Carver County reserves the right, as
a matter of policy, to permit employees to take sick leave for the illness of an adult child or
parent. Further, the County reserves the right to establish this policy under such
circumstances and conditions that it deems appropriate, all on a case-by-case basis. An
exercise of this policy shall not establish a precedent or practice, nor shall such practice be
subject to review under the grievance process of the Collective Bargaining Agreement. An
employee's request under this policy shall be in writing and sent to the employee's
immediate supervisor. The supervisor shall forward this request, along with the
supervisor's recommendation, to the County Administrator for review.
5. To be eligible for sick leave payment an employee must notify his/her designated
supervisor prior to the starting time of the scheduled shift. This notice may be waived if
the supervisor determines that the employee could not reasonably be expected to comply
with this requirement because of circumstances beyond the control of the employee.
6. A disabled employee who, because of extended illness or injury, has exhausted all
compensated leave, including sick leave, vacation, compensatory time and personal
holidays, may be granted a medical leave of absence without pay, in accordance with the
provisions of the Family and Medical Leave Act. Provided, however, a non-bargaining
employee may elect to retain up to five (5) days of sick leave (pro-rated for part-time
employees) prior to converting to the unpaid leave. This leave may be extended up to one
year.
April 13, 1999 Section 6-C 1

7. A department may require an employee who is absent from duty to undergo a medical
evaluation and furnish a report from an appropriate medical authority, at the County's
expense, that will enable the Department Head to determine the employee's fitness for
performance of assigned duties. When it is determined that the employee's absence from
work is unnecessary, the Department Head may require the employee to either return to
work or resign.
8. Disabilities caused or contributed to by pregnancy, miscarriage, abortion, childbirth and
recovery are considered temporary disabilities and shall be treated as any other illness in
connection with employment.
9. An employee, upon separation from the County, may receive compensation for
accumulated sick leave in accordance with the regulations governing Severance
Compensation, as defined in Section 5.
10. An employee who improperly claims sick leave shall be subject to disciplinary action,
including loss of compensation and/or dismissal.
11. Any employee who by reason of sickness or injury receives workers' compensation benefits
or long-term disability insurance benefits may keep the workers' compensation benefits and
receive from the Employer additional differential benefits from the accumulated sick leave,
vacation leave or other accumulated time; but, in any case, the total weekly compensation
including leave and workers' compensation benefits or long-term disability insurance
benefits shall not exceed the weekly net base pay rate of an employee.
12. Sick leave charges to accruals may not be made in less than half-hour amounts.
13. Non-bargaining unit employees using 8.0 hours or less of sick leave in an immediately
preceding 12-month period shall be eligible to add one-half (1/2) floating holiday (prorated
for part-time employees) to their available floating holidays for the calendar year in
which they make the request. January 1, 1998 shall be the first date on which an employee
may request this benefit based on sick leave usage over the previous twelve-(12) months.
To qualify, the employee must track their own sick leave usage and submit to the Human
Resources Department a written request for the additional one-half (1/2) floating holiday
and a summary of sick leave usage over the previous twelve month period.
April 13, 1999 Section 6-C 2

LEAVES OF ABSENCE
Funeral Leave
1. Leave with pay, not deducted from sick leave, to a maximum of five (5) days shall be
granted upon the occasion of the death of a spouse or child; three (3) days shall be
granted upon the occasion of the death of a remaining member of the employee’s
immediate family. For purposes of this policy, immediate family includes ward,
parents and siblings. Sick days may be granted for additional days.
2. An employee may utilize up to three (3) days of sick leave when a death occurs outside
the immediate family to the in-laws of the persons listed in item number one above.
3. An employee may utilize up to three (3) days of sick leave if the employee can
establish a relationship with the deceased similar to that of the immediate family. Such
leave shall be granted at the discretion of the supervisor.
4. An employee may utilize one day of sick leave at the death of a grandparent, spouse’s
grandparent, or a grandchild.
5. One day of sick leave, per calendar year, may be utilizes when a death occurs outside
the immediate family, to include aunts, uncles, nieces, nephews, godchildren of nonbargaining
employees.
6. Leave with pay, not deducted from sick leave, to a maximum of three (3) hours shall be
granted upon the death of a co-employee, subject to the needs of the departments as
determined by the supervisor.
Military Leave
1. Training - In accordance with State and Federal laws, any employee required by official
military orders or related authority to attend Military Reserve Training shall receive full
pay at base wage rate for the period of active duty required for such training, not to exceed
fifteen (15) consecutive days per year. Military leave in excess of fifteen days in a calendar
year may be provided without pay.
2. Extended Leave - In accordance with State and Federal laws, employee shall be entitled to
a military leave of absence, without pay, for up to four (4) years of service in the armed
forces of the United States. Reinstatement to a comparable position shall be made upon the
request of an employee within 90 days of discharge from active duty.
Court Appearances
Employees called for jury duty shall receive their normal compensation for days they are
scheduled to work. Any payments, per diem or fees, excepting expenses, shall be remitted to the
County. If an employee is excused from court duty prior to the end of the work shift, the employee
shall return to work as directed by the County or make arrangements for a leave, with or without
pay.
April 13, 1999 Section 6-D 1

Employees subpoenaed as a witness in an official capacity or for County related business will
receive their normal compensation, less any fees exclusive of expenses, unless the action is instituted
by the employee.
Any voluntary absence to testify in litigation, not in the status of an employee, shall not qualify for
any compensation and the employee shall arrange for a leave, with or without pay.
Any party to a lawsuit, not connected to County duties shall not qualify for compensation and the
employee shall arrange for a leave, with or without pay.
Family and Medical Leave of Absence
The Family & Medical Leave Act of 1993 permits eligible employees (as defined under the Act) to
take up to twelve (12) weeks of leave during a twelve (12) month period for the following reasons:
Birth of a child; placement of a child with the employee for adoption or foster care; for a serious
health condition (as defined under the Act) which makes the employee unable to perform his/her
job; to care for the employee's spouse, son or daughter, or parent (as defined under the Act).
Employees eligible for a Family & Medical Leave are employees who have been employed by the
County for at least twelve (12) months and who have worked at least 1,250 hours during the 12
month period immediately preceding the leave. If both spouses are employed by the County, the
total number of weeks to which both spouses are entitled (i.e. the combined total) is limited to 12
weeks if the leave is for the birth or placement of a child or to care for a sick parent. Employees
who do not qualify for a Family & Medical Leave may qualify for a parenting or disability leave.
Employees are required to request the leave through the Human Resources Department at least
thirty (30) days in advance where the leave is foreseeable. If circumstances require that the leave
begin in less than thirty (30) days, employees must notify Human Resources as soon as is
practicable.
If the leave is for a medical reason, the requesting employee must provide a medical certification to
the Human Resources Department in a timely manner. The certification must state the date of
onset of the leave, the probable duration of the leave and the appropriate medical facts concerning
the leave. If the leave is for the employee's own serious health condition, the certification must
also state that the employee is unable to perform the functions of his/her position. If the leave is to
care for an ill or injured family member, the certification must state that the employee is needed to
care for the family member and include an estimate of the amount of time needed. The County
reserves the right to require a second and third medical opinion (at the County's expense) and to
require recertification, at reasonable intervals, of the continuing need for the leave. The County
also reserves the right to require a fitness for duty medical certification at the end of a leave taken
for the employee's own serious health condition.
Employees utilizing a Family & Medical Leave must exhaust all appropriate paid leave benefits
(vacation, personal holidays, compensatory time, and sick leave when appropriate) before
converting to an unpaid leave. During the leave, the County will maintain the employee's group
health benefits so long as the employee continues to make any required premium co-payments in a
timely manner.
April 13, 1999 Section 6-D 2

Employees, except key employees (as defined under the Act), will be able to return to their original
or an equivalent position upon return from the leave. The County reserves the right to deny
reinstatement to key employees when such denial is necessary to prevent serious economic injury
to the County.
Employees should contact the Human Resources Department for additional information about
Family & Medical Leaves.
Personal Leaves Without Pay
1. A leave of absence for reasons other than disability may be granted to an employee
requesting such a leave in writing. A Department Head may approve a personal leave of
absence for a maximum of two (2) work days. A request for leave of more than two (2)
days, up to and including ten (10) days, shall require the additional approval of the Human
Resources Director. A leave in excess of ten (10) days shall require the approval of the
County Board. Such leaves shall not exceed one (1) year, unless extended by mutual
agreement of the County Board and the employee. Upon return from an unpaid leave of
absence, the employee will be offered the first available like or similar position.
Vacation leave, compensatory time and floating holidays must be exhausted prior to
approval of any unpaid personal leave, excepting a leave of absence for a campaign for
political office.
2. Limitations while on Personal Leave Without Pay: Sick leave, vacation and seniority shall
not accumulate during any unpaid leave of absence exceeding ten (10) days. Any accrued
amounts of sick leave shall remain on the record at the inception of the leave and shall
continue upon the return of the employee. Health insurance benefits shall cease at the end
of the month in which the leave begins and will resume on the first of the month following
the return date. Subject to applicable law and insurance policy provisions, the employee
has the right to maintain coverage, at the employee's total expense, during the period of
absence. Failure to comply with the dates established for the leave, or to request an
extension from the supervisor and County Board within five (5) days prior to the expiration
of the leave, shall constitute grounds for termination.
Work Related Injury
An employee temporarily disabled from work due to an injury or illness sustained directly in the
performance of the employee's work with the County shall be eligible for Worker's Compensation
subject to the following: All injuries or illness must be reported to the supervisor on the date of the
injury or as soon as possible thereafter.
Line of Duty Injury
A Sheriff's Captain or Lieutenant who is injured in the line of duty will continue to receive full pay
for the first 90 working days lost due to the injury, less any worker's compensation or other
benefits paid to the Captain or Lieutenant. After these first 90 working days, the Captain or
Lieutenant may utilize accumulated sick leave and vacation to supplement other compensation up
to the equivalent of full pay. If a Captain or Lieutenant performs services as required by the
Sheriff's rules, whether or not "on Duty" and is injured in the course of performing such duties,
then the Captain or Lieutenant will be eligible for the benefits outlined in this paragraph.
April 13, 1999 Section 6-D 3

This page intentionally left blank
April 13, 1999 Section 6-D 4

INSURANCE BENEFITS
Health Insurance
Health insurance coverage will be provided for regular full-time employees and regular part-time
employees who are regularly scheduled to work at least 32 hours per week, upon completing the
eligibility and/or waiting period requirements. The County will contribute set dollar amounts
toward either dependent coverage or the County Medical Reimbursement Pool. The County will
review its contributions on a regular basis.
Employees who have separated from County service may continue group health benefits according
to Federal and Minnesota law.
Dental Insurance
Dental insurance coverage is made available to regular full-time employees and regular part-time
employees who are scheduled to work at least 32 hours per week, upon completing the eligibility
and/or waiting period requirements. Dental insurance coverage for both the employee and
dependents is at the employee's full expense.
Life Insurance
Regular full-time employees and regular part-time employees scheduled to work at least 32 hours
per week will be provided life insurance at no cost to the employee. Employees enrolled in the
plan may purchase, through payroll deduction, additional term life insurance to supplement the
insurance coverage provided by the County. Life insurance coverage paid by the County terminates
when employment ends. Coverage is provided as follows:
1. Employee - $50,000 ($100,000 for accidental death)
2. Spouse - $2,000
3. Dependent children - $1,000
Long Term Disability Insurance
Regular full-time employees will be provided with long-term disability insurance at no cost to the
employee.
Deferred Compensation Program
The County provides employees the opportunity to participate in voluntary plans that allow
employees to place a portion of their earnings into a pre-tax deferred investment program.
Community Center Memberships
The County offers discount membership to the Chaska Community Center and the Safari Island
community center in Waconia. The cost of either the single discounted membership or family
discounted membership, are paid entirely by the employee. Such payments can be set up through a
post-tax payroll deduction.
Flexible Spending Accounts
Employees may enroll for participation in pre-tax reimbursement of dependent health insurance
premiums, day care and personal medical expenses.
April 13, 1999 Section 6-E 1

Retiree's Insurance
In accordance with Minnesota Statute 471.61, a County employee who retires before the age of
sixty-five (65) has the option of continuing with the County's group health policy at his/her own
expense under the conditions outlined below:
1. The retiree must meet the age and service requirements necessary for eligibility
requirements for an annuity under PERA or be receiving a disability benefit from PERA;
2. The retiree may receive dependent coverage only if the retiree received dependent coverage
immediately before leaving employment;
3. The retiree may initially elect dependent coverage as stipulated immediately above and
later drop dependent coverage while retaining individual coverage. The retiree may not
drop individual coverage and retain dependent coverage except for certain circumstances
which may apply if the retiree becomes eligible for Medicare prior to the dependent(s)'
eligibility for Medicare;
4. Until the retiree reaches age sixty-five (65), the retiree and his/her dependents will be
pooled in the same group as active employees for purposes of establishing premiums and
coverage.
The County will contribute set dollars amounts towards either family healthcare coverage or
towards single healthcare coverage until Medicare eligible (currently age 65) for non-bargaining
employees that meet the following criteria:
1. Must have been employed by Carver County as a full time employee with uninterrupted
full time service of twenty (20) years or more.
2. Must have attained the age of sixty (60) years.
3. Must refrain from full time employment for another employer, either public or private.
4. Should Medicare eligibility age (65) increase in the future, the age criteria in #2 above shall
increase a like number.
5. Must accept the provider of health insurance providing coverage to Carver County nonbargaining
employees and the terms of coverage being offered to non-bargaining unit.
Terms, conditions, and cost of this coverage may change from time to time and these are
not negotiable by employees using this benefit. Employees must accept the provider and
terms of the health coverage contract selected by Carver County.
6. Must maintain health coverage on the same or lesser basis as when employed by Carver
County.
7. The County will review its contributions on a regular basis.
April 13, 1999 Section 6-E 2

A retiree who attains the age of sixty-five (65) has the option of continuing with the County's
group health policy at his/her own expense under the conditions outlined below:
1. The retiree must meet the age and service requirements necessary for eligibility
requirements for an annuity under PERA or be receiving a disability benefit from PERA;
2. The retiree may receive dependent coverage only if the retiree received dependent coverage
immediately before leaving employment;
3. The retiree may initially elect dependent coverage as stipulated immediately above and
later drop dependent coverage while retaining individual coverage. The retiree may drop
individual coverage and retain dependent coverage for up to 36 months if the retiree
becomes eligible for Medicare prior to the dependent(s)' eligibility for Medicare;
4. The retiree and his/her dependent(s) may be pooled in a separate group from active
employees for purposes of establishing premiums and coverage.
April 13, 1999 Section 6-E 3

This page intentionally left blank.

CARVER COUNTY
MEDICAL POOL / HEALTH REIMBURSEMENT ARRANGEMENT (HRA)
PROCEDURES
The following general rules shall apply:
(1) Funds not utilized in a calendar year will be lost and may not be carried forward to the next
year.
(2) The pool will reimburse employees for individual spousal and dependent medical and dental
expenses incurred during the year that are not otherwise reimbursed or provided by a third
party.
(3) The expenses must be used primarily to alleviate or prevent a physical or mental defect or
illness. Expenses for solely cosmetic reasons generally are not expenses for medical care.
Also, expenses that are merely beneficial to one’s general health (for example, vacations,
health club memberships) are not expenses for medical care.
(4) Reimbursement shall be available for documented medical services and products to include:
1. amounts paid for health insurance deductibles or co-payments;
2. prescription eye glass or contact lenses;
3. hearing aids;
4. chiropractic services;
5. chemical dependency and alcohol rehabilitation programs;
6. prescription drugs;
7. ambulance services;
8. dental procedures;
9. mental/nervous disorder treatment;
10. diagnostic, healing and preventive services (including pre-natal);
11. products to aid in physical or mental disabilities;
12. special education and training for physical and mental disabilities;
13. over the counter medicine and drugs.
Reimbursement requests must be received by H & A Administrators by the 1 st and 15 th of each
month. Checks will be issued along with a new claim form five (5) working days after the deadline.
Participants may submit claims for expenses incurred during the plan year for up to forty-five (45)
days following the close of the plan year. Note: there is no carry-over of funds into the next year.
Reimbursements made for any types of services other than specified under general rules previously
stated will be made only upon the authorization of H & A Administrators. Employees considering
submitting bills for such types of services may wish to obtain a determination from H & A
Administrators prior to receiving the services so they know whether they may obtain reimbursement
through this program in advance.
Information submitted for reimbursement under this program will be verified by the H & A
Administrators. Employees will be required to attach a copy of the invoice or statement from the

care provider. An explanation of the product(s) or service(s) should be attached if not clear from the
billing statement.
To assist in the determination of who is an eligible dependent for whom reimbursement may be
claimed, the intent of this Medical Pool/HRA shall be to follow the guidelines and definitions in
accordance with the County group health policy in place at the time the question arises.
At a minimum, the term dependent will include the following:
1. The employee's spouse
2. The employee's unmarried natural child or adopted child or an unmarried child placed
with the employee for the purpose of adoption or grandchild who resides with and is
dependent upon the employee for support.
In the case of a dependent child, he or she must be under the age of:
Dependent limiting age: 19
**Student limiting age: 24
**The dependent is eligible up to the student limiting age if he or she is enrolled full-time in
a recognized high school, college, university, trade or vocational school. If the student is
unable to carry a full-time course load due to illness, injury, or a physical or mental
disability (as documented by a physician), full time student status will be granted if the
student carries at least 60% of a full time course load as determined by the educational
institution.
When an employee is submitting bills for reimbursement, the MEDICAL POOL/HRA
REIMBURSEMENT REQUEST form (see attached) should be completed for the claims, all
relating bills attached, and submitted to H & A Administrators during the time periods indicated.
Additional forms will be available upon request through the Human Resources Department.

SECTION 7
EXPENSES
Reimbursement of Travel and Related Expenses
Purchase of Licenses
Uniform Allowance

This page intentionally left blank

Reimbursement of Travel and Related Expenses
EXPENSES
This policy has been adopted by the County Board of Commissioners of Carver County,
Minnesota, to be consistent with Minnesota Statutes for claims against the County incurred by
employees in the conduct of official Carver County business. Further, this policy is designed to
provide the basis for determination that: there is authority for County expenditure and a public
purpose, the expenditure is necessary and directly related to the betterment of the functions of
Carver County Government.
County personnel traveling within or outside the County may be reimbursed for reasonable and
necessary travel, meals and lodging expenses, provided that such expenses are not incurred in the
routine performance of their duties. It shall be the responsibility of the respective Department
Head to review the expense report to assure that the expense is not a substitute for expenses
normally incurred as day-to-day personal expenses, there is authority for County expenditure, the
expenditure serves as a public purpose and finally, the expenditure is necessary and directly related
to the betterment of the function of Carver County Government.
This policy shall apply to all employees and elected officials of Carver County. In the event that
there should be any conflict between this policy and any current collective bargaining agreement
between a recognized bargaining unit and Carver County, the bargaining agreement shall control.
This policy shall be administered and interpreted by the County Administrator under the
supervision of the County Board. In the event that there are recurring unique circumstances which
exist in a particular department and may pose a conflict or inconsistency with this policy, that
specific division manager/department head may establish special policies and rules of procedure to
cover these circumstances. Said special policies and rules shall not be applicable until such time
that they have been reviewed and approved by the County Administrator.
County personnel traveling in the conduct of authorized County business shall adhere to the
following:
1. Location of Conference – When a conference or seminar is scheduled at several
locations, the location in or nearest the metropolitan area should be selected.
2. Use of Automobile for Travel – Employees may be reimbursed for traveling on official
county business with a private automobile at the prevailing rate as set by the County
Board. Any County official or employee using a private automobile for travel on
County business is to be reimbursed, at the approved rates, but not to exceed the cost of
coach class airfare. This reimbursement is provided to cover costs associated with
operating the private automobile including, but not limited to, gasoline, wear and tear,
and automobile insurance. Employees are responsible for any automobile insurance
costs or coverage related to their operation of a private automobile for travel on County
business. In the event more than one employee shares the use of an automobile for
such travel, the employees sharing shall not receive more than their share of actual
expenses, which may not exceed the cost of coach class airfare for each employee.
Mileage shall be paid on the most reasonable direct route. The reimbursement claim
must include a listing of FROM and TO and the number of miles driven and purpose of
travel. Commute miles are not reimbursed. Commute miles are the distance you travel
from your home to your usual work place except if you leave from home and travel on
April 13, 1999 Section 7-A 1

County business by personal auto, the amount of miles claimed should be the lesser of
the distance from your home to the destination or the distance from your usual work
place to the destination.
3. Use of Air Transportation – Any County official or employee traveling on County
business and utilizing air transportation shall be reimbursed for travel expense by coach
airfare rates when such accommodations are available.
4. Gratuities – Gratuities incurred during travel shall be reimbursable and shall be
included under the classification of miscellaneous expenses. Gratuities shall not exceed
15% of the main billing amount.
5. Lodging Expense –
a. The County will reimburse lodging expenses at the single accommodation
rate.
b. Charges for lodging for the night prior to the formal start of the conference,
meeting, etc. shall require the approval of the Department Head. Charges for
those nights the conference is actually in session will be reimbursed unless it
is reasonably expected that the employee could return.
6. Meal Allotment – Authorized meal expenses shall be reimbursed at a rate not to exceed
$50 per day. Receipts for all meals must be submitted with the reimbursement request.
7. Telephone Charges – Employees may claim reimbursement for telephone charges at
actual cost in accordance with the following:
a. Charges incurred by the employee for County-related business phone calls
from his/her home phone or personal cellular phone or charged to an
employee’s calling or credit card if away from home.
b. Charges incurred by the employee for County-related business phone calls
received on his/her personal cellular phone or other communications device.
c. County-owned and authorized telephones and cellular phones should be
billed to the County directly and charges or costs incurred paid through
normal County payment procedures.
Conversely, from time to time and on a very limited basis, an employee may make a
personal long distance phone call from a County telephone or make a phone call on a
County-owned and authorized cellular phone or other communications device (FAX,
etc.). Employees are responsible for reporting these personal charges to their supervisor
and must reimburse the County for that actual costs incurred.
April 13, 1999 Section 7-A 2

Other Authorized Expenses
1. Parking – Employees using private automobiles and County vehicles shall be
reimbursed on an actual expense basis for parking.
2. Car Rental – Employees may only use a rental vehicle at County expense when
authorized or in an emergency situation. When using rental vehicles, the lowest rate
available shall be used.
3. Taxi/Bus – Payment reimbursement will be authorized for taxi, bus or limousine
service when on County business and no private vehicle is available.
Approval and Notification of Travel
1. The County Board shall approve all travel costs through the annual budget process.
2. It shall be the responsibility of the respective Department Head to review the expense
report to assure that the expense is not a substitute for expenses normally incurred as
day-to-day personal expenses, there is authority for County expenditure, the
expenditure serves a public purpose and finally, the expenditure is necessary and
directly related to the betterment of the function of Carver County Government.
Department Heads or divisional managers within that department must sign all travel
claims for their personnel and assure that the proper documentation is attached to the
claim for reimbursement.
3. The County Administrator shall approve all travel that is not budgeted.
4. For information purposes, the County Administrator shall be advised of all Department
Head travel and prior to registration approve all out of state departmental travel. The
claim for out of state travel reimbursement must have the signed approval of the
County Administrator attached.
Funds Available
1. The Department Head is responsible to see that funds are available to pay for the
attendance of all conferences they approve.
2. The Administrator may approve travel advances when deemed necessary.
Travel Expenses for Spouse, Other Members of the Family or Non-County Employees
If an employee's spouse, family member or any non-County employee accompanies a County
employee on a County business trip, any portion of the expenses attributable to the spouse, family
member or non-County employee's travel, meals, lodging, etc. are in no circumstances
reimbursable. If a spouse, family member or non-County employee accompanies an employee on
a business trip, the reimbursable business expense for transportation and lodging is the single rate
cost of accommodations for the employee.
April 13, 1999 Section 7-A 3

Violations
Any violation of this section shall subject the employee to disciplinary action, up to and including
discharge, as set forth in these regulations.
Limitations
Subject to the exceptions set forth below, any employee who resigns from employment with
Carver County within ninety (90) calendar days of attending an elective conference, seminar or
other event for which the individual has received reimbursement for expenses from the County in
the amount of one hundred dollars ($100) or more, shall pay back any and all such reimbursement
received from the County in excess of one hundred dollars ($100). This provision shall not apply
to any employee who is forced to resign for health reasons as verified by a licensed physician or
any Department Head who fails to be re-appointed or re-elected his/her position. Any exceptions
to this provision must be reviewed by the County Administrator.
Travel Credits
Any County employee or elected official who uses airline travel for County business must report
the receipt of any credits or other benefits to the County by notifying the Controller's Office within
ninety (90) days of receipt of any such benefits or credit. Any employee or elected official may
accrue credits or other benefits to be used by the individual for additional airline travel only for
County business. Credits or other benefits accrued by an employee or elected official who uses
airline travel for County business cannot be used for personal gain.
Billings
Whenever possible, employees shall make travel and accommodation arrangements in advance and
request that Carver County be billed. If advanced direct billing cannot be arranged, all authorized
travel expenses which are not billed directly to Carver County are to be paid by the employee,
subject to reimbursement upon approval of a Travel Expense Claim. An employee may request a
travel advance in accordance with MN Statute 471.97. If a travel advance is used, a complete
accounting must be provided to the Controller Office within 10 days of travel return. In keeping
with this policy, there will be no credit cards issued in the name of Carver County.
Travel and Miscellaneous Expense Claim
In order to be considered for reimbursement, an expense claim shall be prepared after return from
travel and presented to the Controller Office with department head signature. The Controller
Department shall present such claims to the County board for approval in a manner and form as
prescribed by Minnesota Statute. Original bills and receipts shall be attached itemizing expenses,
names of attendees, nature of the business conducted, time and place of the meeting and any other
pertinent information necessary for the establishment of the validity of the claim including copies
of any County Board minutes necessary for payment approval. Failure to submit such a claim in
accordance with MN. Statute 471.38 Subd. 1 or violation of any portion of this policy shall subject
the employee to disciplinary action and to the penalties prescribed by law in MN. Statute 471.392.
April 13, 1999 Section 7-A 4

Claims for Goods and Services
Claims for goods and services against Carver County must also be reduced to writing and itemized
with original supporting bills, receipts and invoices attached. These claims must be signed, not
initialed, by the department head or divisional manager within that department. Additionally, any
claim for payment that requires the compliance with the Uniform Municipal; Contracting Law,
MN Statute 471.34, 574.26, must have attached to the claim evidence that the originating
department has complied with this law; or, when the contract is filed in accounting, the originating
department may attach evidence supporting compliance with MN Statute 471.345.
April 13, 1999 Section 7-A 5

This page intentionally left blank.

MILEAGE REIMBURSEMENT RATE
Effective January 1, 2006, the IRS has decreased its “vehicle-cents-per-mile” rate from $0.485
(48.5 cents) per mile to $0.445 (44.5 cents) per mile. Accordingly, the reimbursement rate for
County-related travel will increase to $0.445 (44.5 cents) per mile effective January 1, 2006.
December 19, 2002 Section 7-A (insert) 1

This page intentionally left blank

PURCHASE OF LICENSES
Carver County will not permit the use of County funds to purchase driver's licenses for County
employees. This includes reimbursement for driver's licenses purchased by County employees.
August 9, 1994 Section 7-B 1

UNIFORM ALLOWANCE
The Building Maintenance Director and the Assistant Building Maintenance Director will be
provided an initial uniform issue as required by the Employer. The initial uniform issue shall
include: Three (3) shirts and three (3) pants. Building maintenance employees shall be entitled to
a clothing allowance of one hundred twenty five dollars ($125.00) per year to reimburse employees
for the cost of using a service for cleaning and/or replacement of uniform required by the
Employer.
March 27, 2001 Section 7-C 1

SECTION 8
COUNTY PROPERTY, FACILITIES AND EQUIPMENT
Use of Meeting Rooms
Government Center Parking
E-Mail and Internet Use

This page intentionally left blank

USE OF MEETING ROOMS
All Conference Rooms: Room setup, refreshments and any equipment required for the meeting is
the responsibility of the department holding the meeting. Cleanup immediately after the meeting is
also the responsibility of the department holding the meeting. All conference rooms must be left
neat and orderly
ADMINISTRATION
County Board Room
This room is scheduled through Outlook Calendar in the Outlook Public Folder area.* (If you
cancel room, be sure to delete entry in Outlook as soon as possible.) For regularly scheduled
meetings, it is suggested that you schedule as many meetings in advance as reasonably possible.
For all meetings, schedule as far in advance as possible.
Room has: TV/VCR, screen, overhead projector
Room Setup: 50 chairs, banquet tables.
Board Conference Room
This room is scheduled through Outlook Calendar in the Outlook Public Folder area.* (If you
cancel room, be sure to delete entry in Outlook as soon as possible.)
Room has: white Board, markers
Room Setup: 10 chairs, table
Administration Conference Room
This room is scheduled through Outlook Calendar in the Outlook Public Folder area.* (If you
cancel room, be sure to delete entry in Outlook as soon as possible.)
Room Setup: 10 chairs, table
ASSESSOR
Assessor Conference Room
This room is scheduled through Outlook Calendar in the Outlook Public Folder area.* (If you
cancel room, be sure to delete entry in Outlook as soon as possible.)
Room Setup: table set in rectangular shape, 16 chairs
CHS
CHS Conference Room
This room is scheduled through Outlook Calendar in the Outlook Public Folder area.* (If you
cancel room, be sure to delete entry in Outlook as soon as possible.)
Room Setup: board table, 12 chairs
COURT ADMINISTRATION
Jury Assembly
Call Court Administration, extension 1420, to schedule this room. Notify Court Administration of
cancellations as soon as possible.
Room Setup: 60 – 65 people, approximately 24 chairs in rows.
Section 8-A 1

Deliberation Rooms
Call Court Administration, extension 1420, to schedule the deliberation rooms. These rooms are
under control of the court system, but can be made available for use by others. However, because
of their size and location, these rooms are best suited for small meetings at which County staff is
present. Because of the difficulty in finding these rooms, the department holding the meeting is
responsible for directing outside attendees to these rooms. Notify Court Administration of
cancellations as soon as possible.
Old Courtroom #1
This room is scheduled through Outlook Calendar in the Outlook Public Folder area.* (If you
cancel room, be sure to delete entry in Outlook as soon as possible.
Room Setup: 84 stationary chairs, rows of 12 & 13
Old Courtroom #2
(See Training Room)
HUMAN RESOURCES
Human Resources Conference Room
This room is scheduled through Outlook Calendar in the Outlook Public Folder area.* (If you
cancel room, be sure to delete entry in Outlook as soon as possible.)
Room has: white board, markers
Room Setup: 2 large tables, 10 chairs
PLANNING & ZONING
Lakeview Conference Room
This room is scheduled through Outlook Calendar in the Outlook Public Folder area.* (If you
cancel room, be sure to delete entry in Outlook as soon as possible.)
Room Setup: table, 6 chairs
Land Services Conference Room
This room is scheduled through Outlook Calendar in the Outlook Public Folder area.* (If you
cancel room, be sure to delete entry in Outlook as soon as possible.)
Room Setup: table, 6 chairs
PUBLIC WORKS
Public Works Conference Room #1 (Training Room)
This room is scheduled through Outlook Calendar in the Outlook Public Folder area.* (If you
cancel room, be sure to delete entry in Outlook as soon as possible.)
Room Setup: tables, approx. 35 chairs, viewing screen, TV/VBR
Public Works Conference Room #2
This room is scheduled through Outlook Calendar in the Outlook Public Folder area.* (If you
cancel room, be sure to delete entry in Outlook as soon as possible.)
Room Setup: board table, 20 chairs
Section 8-A 2

Public Works Conference Room #3
This room is scheduled through Outlook Calendar in the Outlook Public Folder area.* (If you
cancel room, be sure to delete entry in Outlook as soon as possible.)
Room Setup: table, 8 chairs
Public Works Conference Room #4
This room is scheduled through Outlook Calendar in the Outlook Public Folder area.* (If you
cancel room, be sure to delete entry in Outlook as soon as possible.)
Room Setup: table, 8 chairs
Public Works Employee Lunch Room
This room is scheduled through Outlook Calendar in the Outlook Public Folder area.* (If you
cancel room, be sure to delete entry in Outlook as soon as possible.)
Room Setup: Lunchroom style set-up
SHERIFF’S OFFICE
Sheriff Conference Room
This room is scheduled through Outlook Calendar in the Outlook Public Folder area.* (If you
cancel room, be sure to delete entry in Outlook as soon as possible.)
Room Setup: table, 12 chairs, white board, markers
Sheriff EOC Training Room
Call the Sheriff's office, extension 1262, to reserve this conference room. Notify the department of
cancellations as soon as possible. Sheriff Department typically uses this room every Tuesday and
Wednesday.
Room has: TV/VCR, overhead projector, screen
Room Setup: 3 rows of 3 tables, seating 9 in a row – maximum 30 people
Sheriff Muster Room
Call the Sheriff's office, extension 1262, to reserve this conference room. Notify the department of
cancellations as soon as possible
COMMUNITY SOCIAL SERVICES
Social Services Central Conference Room
This room is scheduled through Outlook Calendar in the Outlook Public Folder area.* (If you
cancel room, be sure to delete entry in Outlook as soon as possible.)
Room Setup: table, 12 chairs
TRAINING ROOM
(Old Courtroom #2)
This room is scheduled through the Outlook Calendar in the Outlook Public Folder area.* (If you
cancel room, be sure to delete entry in Outlook as soon as possible.) If you are planning a larger
meeting, please consider this room before the County Board Room.
Room has: AV equipment, which includes TV/VCR, overhead projector, easel, large white board,
markers, and projection screen.
Room Setup: Normally “U” Shape, 25 chairs; when classroom style seating is needed, tables can
be moved into rows to seat 65 people
Section 8-A 3

WACONIA SITE MEETING ROOMS
U of M Extension Office
Call the Minnesota Extension Office, extension 3018, to reserve the conference room in their area.
Notify the Minnesota Extension Office of cancellations as soon as possible. This room is available
during regular business hours only.
Room setup: 80-100 people
Historical Society Conference Room
Call the Museum, extension 442-4234 to schedule this conference room. Notify the Museum of
cancellations as soon as possible.
Room setup: 24 people
Lakeside Conference Room (Health Services Building)
This calendar is in Outlook, but you need to call Mental Health extension 442-4437 to schedule
this room. Notify Mental Health of cancellations as soon as possible.
Room setup: board table, 12 chairs
Community Health Services Lower Level Lab Conference Room
This calendar is in Outlook, but you need to call Community Health Services, extension 3045 to
schedule this room. Notify Health Services of cancellations as soon as possible.
*Note: To access calendars in Outlook, you must be in the Public Folder Area of Outlook. These
calendars are located in a folder entitled: Conference Rooms. Click on the Conference Room
you wish to look at.
Section 8-A 4

GOVERNMENT CENTER EMPLOYEE PARKING
Policy
The following Government Center employee parking policy is designed to maximize public
access; respect residential parking needs, and effectively utilize lots for employee parking. The
attached map identifies lots and available parking.
Employees shall not park in public stalls including the first two rows of the Main Lot and the first
row of the small Northwest Lot. In addition, employees shall not park in any stall specifically
marked for another purpose such as handicapped parking or County-owned vehicle parking.
Employees are required, at first option, to park in one of the County lots identified on the attached
map or along the east side of Beech Street. If all employee stalls are full, employees may then use
other City street parking.
Employees may park in stalls designated for short-term loading and unloading according to
signage. An employee with a State of Minnesota Department of Public Safety Disability Parking
Certificate may park in any designated handicapped parking stall.
This policy only applies Monday through Friday from 8:00 a.m. to 4:30 p.m. on days when the
Government Center is officially open for County business. Employees are encouraged to park in
the Main Lot after 4:30 p.m. for security purposes.
Enforcement of this policy is the responsibility of an employee’s Department Head or supervisor.
Violation of this policy is cause for disciplinary action.
According to Minnesota Statutes Chapter 373, the County Board may regulate, by resolution, the
parking of motor vehicles in any parking lot owned by Carver County. Chapter 373 also states that
persons violating that County Board resolution are guilty of a misdemeanor.
September 10, 2002 Section 8-B 1

Map of County Parking
MAP OF GOVERNMENT CENTER PARKING
NORTH LOT
(Emp. parking)
Admin Bldg.
Human Svcs.
Bldg.
Justice
Center
Admin Bldg.
NORTHWEST LOT
(Front row
public/back row
emp. parking)
MAIN LOT
(Front two rows
public/ back two rows
empl. parking)
Beech Street
CITY STREET PARKING
(emp. parking on east side of
Beech Street Only!)
JUSTICE CENTER LOTS
(Emp. parking)
Center
Map of Parking
September 10, 2002 Section 8-B 2

Hardware Policy
COMPUTER HARDWARE AND SOFTWARE POLICY
The County computer hardware, which includes but is not limited to computer stations, computer
networks, printers, modems and scanners, is the property of Carver County and is a valuable
County asset. Individuals using and having access to this County asset must protect and take
reasonable and prudent steps to preserve the integrity of the systems and their data.
County computer hardware is part of what makes up the employee workstations, local area
networks, and wide area networks. All hardware purchase requests must go through the I.S.
Director for approval. Only the Carver County I.S. staff may make or authorize installation,
changes, modifications, and alterations to computer hardware.
Carver County employees may not remove computer hardware from the County's premises without
prior approval of the Department Director. All hardware moves must be done by I.S. staff.
Carver County employees may not modify the County computer hardware.
Carver County employees may not install software on County's hardware. Software matters are
additionally governed by the County's policy on Software and Data Ownership.
Rights Reserved by Carver County:
Carver County reserves the right to inspect the County computer hardware at any time in
order to verify or maintain compliance with County policy.
Potential Disciplinary Action:
Security
Violations of policy, misuse of County assets and/or unauthorized use of County assets are
all subject to disciplinary action up to and including termination. Any action that breaches,
evades, or circumvents this policy should be immediately reported to the I.S. Director.
Failure to report known violations in policy constitutes a violation in policy itself and is
therefore subject to disciplinary action.
Employees are responsible for all Carver County assets and resources entrusted to them. Due
diligence and care should be exercised to ensure the security and integrity of these County assets
and resources, including but not limited to County computer hardware, computer software,
telecommunication equipment (telephone, cellular phone, facsimile machine) and data. These
electronic tools serve to enhance both job efficiency and work performance.
Reasonable and prudent steps must be taken to protect County computers, software,
telecommunication equipment, data and other assets and resources.
August 5, 2002 Section 8-C 1

Data Security and Client Confidentiality:
Rights Reserved by Carver County
1. Data security and client confidentiality procedures are an indispensable and
integral part of the policies and procedures followed at Carver County.
2. The Carver County Network Administrator is responsible for backup
systems that ensure the safe and effective storage of critical County data.
The Carver County Network Administrator implements an anti-virus
protocol meant to protect Carver County data and data systems from
software that can damage or otherwise corrupt the County's data and data
systems.
3. All data and messages generated on Carver County systems are considered
Carver County property. Information must be stored and retained in
accordance with applicable law and Carver County records management
guidelines.
4. Users must "password protect" their system when they are away from their
workstation. Password scheme will be a minimum of six positions and a
combination of random alpha and numeric characters. Example of a proper
password is “ilm2cc6”. Example of an improper password is “robert3”.
Passwords will not be shared between employees or given to non-county
persons, unless requested by direct supervisor.
5. Users must ‘lockdown’ the computer system when they are away from the
office. The ‘lockdown’ process is achieved by using the combination of
‘ctrl.-alt.-delete’ keys selecting ‘lockdown’ from the menu. To resume
work, use the combination of ‘ctrl.-alt.-delete’ keys and enter password.
You will be returned to status previous to lockdown. No applications are
closed and the computer is not shutdown.
Data and equipment are property of Carver County. Data shared and distributed must
follow the state data practices guidelines. Inquiries into public data or classification will be
directed to the county data compliance officer. Carver County reserves the right to monitor
policy compliance at any time.
Data Ownership Policy
The Carver County Network Administrator assumes responsibilities for security and back up of
information on the network and other central information services systems while the employee
assumes responsibility for data maintained on the individual computer/workstation.
Computer software and data that is accessed on the employee workstation is the direct
responsibility of the employee. Release of data must be in compliance or in keeping with County,
and state data privacy guidelines
Rights Reserved by Carver County:
All software and data are the property of Carver County and are valuable County assets.
Carver County reserves the right to monitor policy compliance at any time.
August 5, 2002 Section 8-C 2

E-MAIL, INTERNET AND TELECOMMUNICATION USE
Internet Policy
Access to the Internet is primarily intended for business related purposes. Occasional informal or
personal use of the Internet is permissible provided that use does not interfere with or disrupt other
employees, network users, services or equipment. Because playing of video streaming and radio
stations on the internet requires significant bandwidth and hampers overall performance for all
internet connections, these functions are prohibited unless directly related to county business.
Use of the Internet should be treated with the same rules of reasonableness, courtesy, common
sense, and legal responsibility as other forms of communication. Employees need to use good
judgment in Internet use.
The Internet may not be used in violation of Federal or State laws or regulations including but not
limited to the Minnesota Data Practices Act, the Minnesota Human Rights Act, and the Computer
Fraud and Abuse Act of 1986 or the Carver County Policies.
Examples of inappropriate use include, but are not limited to:
• Illegal activities by law
• Gambling, wagering, betting, or selling
• Harassment and discrimination
• Fund-raising for any purpose, unless County-authorized
• Commercial activities, whether for personal gain or for the profit of other
businesses.
• Intentional acquisition, storage or transmission of offensive, racist, sexist,
obscene or pornographic information
• Promotion of political or religious positions or activities
• Participation in chat lines, bulletin boards or Internet discussion groups that
are not business related
• Activities that promote the use or means of inflicting violence
• Used by an unauthorized person
• Conducting personal business beyond what is reasonable and usual during
the course of a business day
August 5, 2002 Section 8-D 1

Downloading software. Software downloaded from the Internet may introduce viruses, present
compatibility problems in the computer network environment and subject Carver County to
copyright violations if unlicensed software is on Carver County networks or workstations.
Rights Reserved by Carver County:
Internet access provided by Carver County is a County asset and may not be
considered private. Carver County reserves the right, at any time, to monitor policy
compliance and review content maintained and/or accessed through the Carver
County's network.
Information may be subject to review.
At times, it may be necessary to end someone's authorization and access. Examples
of such occasions include but are not limited to: separation from Carver County,
extended leave of absence, and investigation of employee activities. Employee
accounts and password access may be withdrawn without notice, as Carver County
deems appropriate.
Electronic Mail (e-mail) Policy
Access to and use of e-mail is primarily intended for business related purposes. Occasional
informal or personal use of the e-mail is permissible provided that use does not interfere with or
disrupt other employees, network users, services or equipment.
Use of e-mail should be treated with the same rules of reasonableness, courtesy, common sense,
and legal responsibility as other forms of communication. Employees need to use good judgment
in e-mail use. It is expected that employees ensure that e-mail messages they send are appropriate
in both the types of e-mails messages created and the tone and content of those messages.
If an employee receives an inappropriate e-mail message or a message that is not commonly
accepted business standards, it is the employee's responsibility to notify their immediate supervisor
and forward the inappropriate email to their supervisor.
E-mail may not be used in violation of Federal or State laws or regulations including but not
limited to the Minnesota Data practices Act, the Open Meeting Law, the Minnesota Human Rights
Act, the Computer Fraud and Abuse Act of 1986) or the Carver County policies.
Examples of inappropriate use include, but are not limited to:
• Illegal activities by law
• Gambling, wagering, betting, or selling
• Fundraising for any purpose unless County-sanctioned
• Commercial activities, whether for personal or for the profit of other
businesses.
August 5, 2002 Section 8-D 2

• Harassment and discrimination
• Intentional acquisition, storage or transmission of offensive, racist, sexist,
obscene or pornographic information
• Promotion of political or religious positions or activities
• Activities that promote the use or means of inflicting violence
• Used by an unauthorized person
• Used to intentionally intercept, eavesdrop, record, read, alter, or receive
other person's e-mail messages without proper authorization
• Used to provide County information or County performance information
without consent of the County Board.
• Distributing material or information that contradicts or violates the spirit of
the Carver County's policies
• Conducting personal business beyond what is reasonable and usual during
the course of a business day
• The e-mail system is not to be cluttered with chain letters, long-held
attachments, junk mail, or “spamming.
Chain letters that include "virus alerts" should be immediately reported to the Carver County I.S.
for follow-up. Forwarding to other people is strictly prohibited because the heavy load of junk and
chain mail may overload the e-mail operating system. Also, "virus alerts" may be viruses in and of
themselves, created to encourage receivers to forward to others with the intent of overloading and
bringing down e-mail systems.
Rights Reserved by Carver County:
E-mail resources and files are County assets and an employee should not expect
these items to be his or her private communications. In accordance with state or
federal laws and regulations, employees have no right to privacy on the Carver
County's e-mail system other than as outlined in state or federal laws and
regulations. Carver County reserves the right to monitor, at any time, policy
compliance, and review the content maintained and/or accessed through the Carver
County's network.
Examples include but are not limited to:
• Management may review e-mail messages to determine if an
employee has breached security or violated Carver County policy or
other law.
August 5, 2002 Section 8-D 3

• Management may review an employee's e-mail messages if the
employee is on leave or absent, on vacation, or transferring to
another program.
Disclosure language
A disclosure will be added to the signature area of County e-mails.
It will read –
“The unauthorized disclosure or interception of e-mail is a federal crime. See
18 U.S.C Sec. 2517(4). This e-mail is intended only for the use of those whom it
is addressed and may contain information which is privileged, confidential and
exempt from disclosure under law. If you have received this e-mail in error,
do not distribute or copy it. Return it immediately to the sender with
attachments, if any, and notify the sender by telephone.”
August 5, 2002 Section 8-D 4

E-mail Disclaimer Instructions:
August 5, 2002 Section 8-D 5

August 5, 2002 Section 8-D
6

Telecommunication Use Policy
Telecommunication equipment includes but is not limited to cellular telephone, telephone, pagers,
handheld, mobile computers, voice mail messages, and facsimile machine.
Access to and use of telecommunication equipment is primarily intended for business related
purposes. Occasional informal or personal use of the telecommunication equipment is permissible
provided that use does not interfere with or disrupt other employees, services or equipment.
Use of telecommunication equipment should be treated with the same rules of reasonableness,
courtesy, common sense, and legal responsibility as other forms of communication. Employees
need to use good judgment when using the Carver County's telecommunication equipment. It is
expected that employees ensure that the use of telecommunication equipment is appropriate in both
the types of messages created and the tone and content of those messages.
Telecommunication equipment may not be used in violation of Federal or State laws, or
regulations including but not limited to the Minnesota Data Practices Act, the Open Meeting Law,
the Minnesota Human Rights Act or Carver County policies.
Examples of inappropriate use include, but are not limited to:
• Illegal activities by law
• Gambling, wagering, betting, or selling
• Harassment and discrimination
• Fundraising for any purpose unless County-sanctioned
• Commercial activities, whether for personal gain or for the profit of other
businesses.
• Intentional acquisition, storage or transmission of offensive, racist, sexist,
obscene or pornographic information
• Promotion of political or religious positions or activities
• Activities that promote the use of means of inflicting violence
• Used to intentionally intercept, eavesdrop, record, read, alter, or receive
other persons messages without proper authorization
• Distributing material or information that contradicts or violates the spirit of
the Carver County's policies
• Conducting personal business beyond what is reasonable and usual during
the course of a business day
• Use by an unauthorized person
August 5, 2002 Section 8-D 7

Rights Reserved by Carver County:
Telecommunication equipment is a County asset and an employee should not
expect that conversations using these items are private. Carver County reserves the
right, at any time, to monitor policy compliance, and review the content maintained
and/or accessed through Carver County telecommunication equipment.
At times, it may be necessary to end someone's authorization and access. Examples
of such occasions include but are not limited to: separation from Carver County
services, extended leave of absence and investigation of employee activities.
Employee accounts and password access may be withdrawn without notice, as
Carver County deems appropriate.
August 5, 2002 Section 8-D 8

INFORMATION TECHNOLOGY POLICIES ACKNOWLEDGEMENT
Carver County
Information Technology and Telecommunication
Employee Acknowledgement Statement
Please sign, date and return this form to the Human Resources Department.
I have read and understand the Carver County Information Technology and Telecommunication
Policies and I agree to adhere to the stated requirements. I also understand that signing of this page
does not constitute a contract, nor is it to be construed as such; rather, my signature only indicates I
have read the enclosed policies on pages 1 through 9 and will comply with same.
Name:___________________________________________
Signature: ________________________________________
Date:____________________________________________
Please Note:
This signed acknowledgement statement will become part of your personnel file.

This page intentionally left blank

CABLE CASTING POLICY
All official meetings of the Carver County Board of Commissioners will be videotaped from the
convening of the meeting to the adjournment of the meeting’s regular session.
These tapes will then be broadcast on cable television channels to allow for public viewing.
Efforts will be made to use cable channels that provide the most complete coverage possible across
the entire geographic area of Carver County.
Tapes will be available for checkout through the Carver County library system. Tapes will also be
available for purchase by the general public. The cost of the tapes will be set by the County Board
and included in the County’s Fee for Service Schedule.
The Carver County Administration Department will retain a copy of the tape for a period of twoyears
and one week after the taping date. These videotaped recordings are not the official minutes
of the Carver County Board of Commissioners.
October 23, 2001 Section 8-E 1

This page intentionally left blank