SECTION THIRTEEN - WORK POLICIES
A. General Conduct: The very nature of governmental business makes relations with the public one of the most important aspects of the job. The quality of County employee interaction with the public reflects on all employees as well as the County as a whole. Employees should take every opportunity to create “good will” with the public as they perform their job duties. Employees are required to be courteous and show understanding in spite of foreseeable difficult situations which may arise. Reports to the contrary will be investigated by department heads/elected officials or supervisors and may result in disciplinary action against the employee.
1. Employees are expected to apply themselves to their assigned duties during the full schedule for which they are being compensated.
2. Employees are expected to make prudent and frugal use of County funds, equipment, building and supplies
3. Employees are expected to observe work place rules
4. Employees are to report condition or circumstances that would prevent them from performing their job effectively or completing assigned tasks.
5. Employees are expected to practice dress and grooming habits consistent with the business environment and beneficial in promoting a favorable public image.
B. Performance Documentation: It is the responsibility of the immediate supervisor, department head/elected official to properly and in a timely manner, document noteworthy, or critical incidents of employee behavior. Such records may be used to support decisions which affect employee status to job advancement, rewards discipline and discharge
C. Outside Employment: No employee may engage in any outside employment which in any manner interferes with the proper and effective performance of their official duties, creates a conflict of interest, or is deemed detrimental to County service. In the event that an employee’s outside employment adversely affects the performance of County responsibilities, disciplinary action may be taken by the department head/elected official, and may result in separation from County employment. Some department policies may be more stringent than the general County personnel policy and procedures because of legal requirements of the job or other special needs. Supervisors will have such department policies reviewed by the County Attorney’s Office and approved by the Board of County Commissioners prior to their implementation. It will be the responsibility of the individual supervisor, department head/elected official to properly orient the employee of special departmental policies and their potential consequences.
D. Political Activity: Except as otherwise provided by law or by rules and regulations promulgated by the State of Utah or the federal government for federally aided programs, County employees may voluntarily participate in political activity subject to the following provisions:
1. No employee shall be denied the opportunity to become an applicant for a position by virtue of political opinion or affiliation.
2. No employee, other than an employee appointed as a political appointment by an elected official, may be dismissed from service due to political opinion or affiliation.
3. An employee may voluntarily contribute funds to political groups and become a candidate for public office. The intent of this provision is to allow the individual freedom of political expression and to allow employees to serve as voting County officers and as stated or County delegates without jeopardizing public programs for which they are responsible.
4. No employee, whether elected or appointed department head/elected official, may directly or indirectly coerce, command, advise or solicit any officer or employee covered under the personnel system to pay, lend or contribute part of his/her salary or compensation or anything else of value to any party, committee, organization, agency or person for political purposes. No supervisor, manager, department head or employee, whether elected or appointed, may attempt to make any officer’s or employee’s employment status dependent upon the employee’s support of lack of support for any political committee, organization, agency or person engaged in a political activity.
E. Garnishments: The County encourages its employees to manage their financial affairs responsibly. A wage garnishment against a County employee reflects poorly upon the employee and imposes administrative expenses on the County. Employees whose wage are garnished should discuss the matter with their department head/elected official and arrange to pay off the judgement as soon as possible. As determined by Utah law, the County will not discipline any employee whose earnings have been subject to garnishment “in connection with any one judgement”. Utah Code § 70c-7-104 (1953, as amended). However, the County may take disciplinary action if an employee is subject to garnishment for more than one (1) judgment. The County may charge the employee an administrative fee for processing a garnishment action.
F. Non-Smoking Policy: It is the policy of the County to comply with all applicable federal, state, and local regulations regarding smoking in the work place and to provide a healthy work environment that promotes productivity.
1. The County recognizes that smoking in the work place can adversely affect employees. Accordingly, smoking is restricted at all of its facilities. All County vehicles are designated as non-smoking vehicles.
2. Smoking is prohibited inside all County facilities except for special areas where it is specifically authorized. The Human Resource Director is responsible for implementing and monitoring smoking regulations, and supervisors/elected officials’/department heads are expected to enforce such regulations. The smoking policy applies to employees during working time and to customers and visitors while on County premises.
3. Employees are expected to exercise common courtesy and to respect the needs and sensitivities of co-workers with regard to the smoking policy. However, smokers have a special obligation to keep smoking areas litter free and not to abuse rest break and work rules. Employees who violate the policy may be subject to disciplinary action.
4. The County does not discriminate against individuals on the basis of their use of legal products, such as tobacco, if the use occurs during non-working time and off the County premises.
G. Racial and Sexual Harassment Prohibited: San Juan County will not tolerate racial or sexual harassment. Sexual and racial harassment are prohibited personnel practices and are against the law. Harassment is a form of employee misconduct that interferes with workplace productivity and wrongfully deprives employees of the opportunity to work in an environment free from a racially, sexually charged or hostile atmosphere. Offenders are subject to discipline, up to and including termination. All employees are responsible for ensuring that the workplace is free from all forms of sexual and racial harassment.
1. Sexual harassment encompasses a wide range or behaviors, including sexual attention, sexual advances, request for sexual behaviors, and other verbal, visual or physical conduct of a sexual nature. Examples of sexual harassment may include, but are not limited to the following:
a. Implying or threatening adverse employment actions if sexual actions are not granted
b. Promising preferential treatment in return for sexual favors.
c. Subtle pressure for sexual activity.
d. Inappropriate touching of any individual i.e. petting, pinching, grabbing, hugging, or repeated brushing against another employee’s body.
e. Offensive remarks, including unwelcome comments about appearance, obscene jokes, or other inappropriate use of sexually explicit or offensive language.
f. The display of sexually suggestive objects or pictures.
g. Disparaging remarks about a person’s gender.
h. Spreading stories about a person’s sexual conduct
i. Questions about a person’s sexual activity
j. Physical aggression such as pinching or patting
k. Verbal sexual abuse disguised as humor
l. Obscene gestures
m. Horseplay or banter of a sexual or off-color nature
n. Other actions of a sexual nature which affect the terms and conditions of a person’s employment
o. Conduct or comments consistently targeted at only on gender, even if the content is not sexual
2. Racial harassment encompasses a wide range of behaviors, including racially based derogatory comments, taunting or treatment, Examples of racial harassment may include, but are not limited to the following:
a. Epithets, slurs, negative stereotyping, or put-downs based on race.
b. Materials such as cartoons or emails making fun or derogatory statements based on race
c. Threats, assault or any physical interference with an employee’s normal work or movement, directed at individual employees, their relatives, friends or associates based on race
3. The County considers prompt reporting of harassment to be a condition of your employment. If you believe that you have experienced of witnessed racial or sexual harassment, you must immediately report your concern to your department head/elected official. If you feel uncomfortable reporting to your department head/elected official, contact a staff member of the Human Resource Department, a staff member of the County Attorney’s Office, or a member of the Board of County Commissioners.
4. The County will not tolerate retaliation against any person who is the victim of or the reporter of racial or sexual harassment.
5. The County will investigate allegations of racial or sexual harassment and will take appropriate action against any person found to have violated this policy. County employees agree to co-operate fully in any investigation involving harassment, sexual or otherwise. Individuals who engage in racial or sexual harassment are subject to discipline, which may include, but is not limited to reprimand, reassignment, suspension, demotion, or other sanctions.
H. Discrimination / Harassment Based on Other Protected Categories Prohibited: The County believes that a workplace free from hostile, intimidating, or offensive behavior is the most productive workplace. Employees should use courtesy and common sense when interacting with co-workers. Employees who harass other based upon their color, national origin, age, religion, sexual orientation, gender identity as that term is defined by Utah Code § 34-A-5-102(o) (or as subsequently amended), marital status, or disability are subject to discipline, up to and including termination. All employees should work together in a professional manner with courteous, mutual respect.
I. Religious Liberty Protections: San Juan County will permit an employee to express the employee’s religious or moral beliefs and commitments in the workplace in a reasonable, non-disruptive, and non-harassing way on equal terms with similar types of expression of beliefs or commitments allowed by the County in the workplace, unless the expression is in direct conflict with the essential business-related interests of the County
1. San Juan County will not discharge, demote, terminate or refuse to hire any person, or retaliated against, harass or discriminate in matters of compensations or in terms, privileges, and conditions of employment against any person otherwise qualified, for lawful expression or expressive activity outside of the workplace regarding the employee’s religious, political, or personal convictions, including convictions about marriage, family, or sexuality, unless the expression or expressive activity is in direct conflict with the essential business-related interested of the County.
J. Acceptable Use of County Information Technology (IT) Resources Policy:
1. Purpose / Background: The purpose of County-provided information technology (IT) resources (e.g. email, electronic voice and video communication, facsimile, the Internet, and future technologies) is to support County departments in achieving their mission and goals, and to improve County government in general. These resources are intended to assist in the efficient and effective day-to-day operations of the County departments, including collaboration and exchange of information within and between County departments and other branches of government and others.
2. Policy:
a. Effective use of County-provided IT resources are important to San Juan County
i. The use of County-provided IT resources are related to, or for the benefit of, County government. County-provided IT resources are to be used productively. Disruptions to County government activities, because of inappropriate use of County-provided IT resources, are to be avoided.
ii. Incidental and occasional personal use is permitted, as long as such use does not:
a. Interfere with existing ruled or policies pertaining to the department
b. Disrupt or distract the conduct of County business (e.g., due to volume or frequency)
c. Involve solicitation
d. Have potential to harm the County or
e. Involve illegal activities
b. All County supplied technology, including computer systems and company related work records, belong to the County and not the employee. The County routinely monitors usage patterns for its email and internet communications. Although encouraged to explore the vast resources available on the internet, employees should use discretion in the sites that are accessed. Since all the computer systems and software, as well as the email and internet connections, are County-owned, all County policies related to such property are in effect at all times. Any employee who abuses the privilege of County facilitated access to email or the internet, may be denied access to the internet and, if appropriate, be subject to disciplinary action up to and including termination.
At no time should employees of the County assume privacy of computer usage, email or call records, Employees have not right to keep contents of email and files private. With regard to privacy issues and legal implications, the County has the right to access and disclose the contents of electronic files, as required for legal, audit or legitimate County operational or management purposes.
c. San Juan County will review complaints or instances of unacceptable use brought to its attention. Violators are subject to corrective action and perhaps discipline, and may also be prosecuted under the state and federal statutes.
d. When using County provided IT resources the employee or volunteer is a representative of the County government at all times. At a minimum, this means IT resources will not be used to:
i. Distribute offensive or harassing statements, disparage others based on race, national origin, sex, sexual orientation, gender identity, age disability or political or religious beliefs.
ii. Distribute incendiary statements which might incite violence or describe or promote the use of violence or describe or promote the use of weapons of devices associated with terrorist activities.
iii. Distribute or solicit sexually oriented messages or images.
e. Email consists not only of County provided email system, but also the act of sending and receiving email through the internet.
f. Any use of County provided IT resources for inappropriate purposes, or in support of such activities, is prohibited (unless authorized through job responsibilities).
g. Unacceptable use of information technology resources includes, but is not limited to:
i. Any use of County provided IT resources for illegal purposes, or in support of such activities. Illegal activities shall be defined as any violation of local, state or federal laws
ii. Any sexually explicit use, whether visual or textual, such as viewing, transmitting, retrieving, saving or printing an electronic file which may be deemed sexually explicit.
a. Sexually explicit files are not solely defined as pornographic but simply sexually explicit.
iii. Any use for political lobbying, such as emailing to circulate solicitations or advertisements.
iv. Duplicating, transmitting or using software not in compliance with software license agreements.
v. Unauthorized use of the copyrighted materials or another person’s original writings
vi. Accessing accounts within or outside the County’s computer and communications facilities for which you are not authorized or do not have a business need
vii. Knowingly or inadvertently spreading computer viruses.
viii. Violating the privacy of individual users by reading email or private communications unless you are specifically authorized to maintain and support the system.
ix. Distributing “junk” mail, i.e. spam, chain letters, advertisements, or unauthorized solicitations.
x. Transmitting classified information under the Governmental Records Access and Management Act (GRAMA) without proper security.
